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Publishing and Distribution

Variable Data Printing
Overview
Variable data printing is quite simple. We take a background form or static page and place data from a file onto that static page. If your data contains 100 records, the final output will be 100 pages, each page unique by the information contained in your database.
 
Variable data printing is perfect for invoices and statements or personalized documents such as a jury summons.
 
Design
Designing a variable data form involves a variable data template and a background form. Your data is merged with the image on the background form to create a personalized document.
 
If we are designing a new variable data form for you, you need to provide us the following information:
  • Sample of the variable data you will be sending. Include field names in the file.
  • Sample layout of the background form. This can be in the form of a hand drawn layout indicating where the variable data will be placed and where the static information will be placed.
  • A text file with the static information for the background form. There is no limitation to the placement of the variable data on the page. Data can be placed on both front and back of the page in any orientation. Page size is limited to 11 X 17.
You will be sent a proof of the merged document to review. Please make sure the data you are providing contains all the information in the appropriate fields. Review your proof carefully for the data placement. Normal turn around time for a new variable data job is 10 working days. Please allow enough time for the proofing process. If you have an ongoing variable data job, once the template and background form has been set up, the standard turn around time for mailing is three working days from the receipt of a digital print order and working data file.
 
Specialty Paper
Publishing and Distribution has in stock perforated ("perf") paper to accommodate a variety of formats.
  • 8-1/2 X 11, 1/3 perf is perfect for invoices or statements. The bottom perforated portion will fit in a #9 return envelope.
  • 11 X 17, center perf can be used as a self-mailing, return reply letter.
  • 11 X 17, triple perf designed to have a perforated reply card.
  • 11 X 17, large card is designed to have a large perforated reply card.
     
We can also produce pre-printed paper to run the static information or graphics. Please contact your Customer Relations Management representative regarding this.
 
Setting up Your Database
Database Formats
 
We support the following file formats:
 FileMaker Pro 4.1  Microsoft Excel  Microsoft Access
 Dbase  Fox Pro Paradox

It is recommended that you export the file as a Comma Separated Value (CSV) file. All database programs have this feature.
 

File Set-up
 
Standard format for address files:
 Name  Company  Address 1  Address 2  City  State  ZIP
 
 
For variable data you can include the additional variable data fields anywhere within the data. Example:
 ID#  Name  Company  Addr1  Add2  City  State  ZIP  Var1  Var1
 
Electronic data files can have any number of fields. For the fields used for mailing, you are limited to TWO address fields.
 
Your ZIP code field does not need nine digits. Our mailing software analyzes the address and generates a ZIP+4 and an 11-digit Postnet bar code whenever possible. Otherwise, it generates or verifies the five-digit ZIP code.
 
For questions concerning database issues, send an e-mail to Tim Hendrix.
 
When creating the CSV file, save number fields as text. Otherwise, leading zeros will disappear in your data. This is especially important when your database includes addresses on the East Coast where the ZIP code starts with zero.
 
While it is easy to convert data to text, converting text labels back to database files is difficult if not impossible. For that reason, we cannot use address label files created in WordPerfect or MS Word. If this is all you have, please contact us and we can analyze and possibly convert the file to a database format.
 

File Transfer
You can send your data file to us via our FTP site.
 
Host Name-Address: ftp-pp.das.state.or.us
User ID: pub
Password: ftp
 
Please name your data file with your digital print order number. (######.CSV)
When you transfer a file, please send an e-mail to order.info@das.state.or.us with:

Subject: Data file for job ######
Message body: The data file for job ###### has been transferred to plant_in. There are ### records in the file.
 
You will receive an e-mail reply indicating that the files were received okay.
 
Files can also be sent to us on a floppy, CD or ZIP disk.
Other Information
Ongoing Variable Jobs
If we are setting up a variable data form that is to be used more than once, it is imperative that the data format remains consistent each time you send it to us. In addition, please include the field names as the first record in the file.

Mailing Your Variable Data Job
Publishing and Distribution can design, print, insert and mail your job. Variable data jobs need to be either self-mailers or be inserted into a window envelope. P&D stocks both single and double window, #10 white envelopes. You can also provide your own window envelope with your return address preprinted. For added convenience and cost savings, use our double window envelope. Make sure your mail piece is designed to accommodate both the recipient's address and your return address in the windows. Printed material with variable data incorporated cannot be mailed standard A. All personalized correspondence must be sent first class (pre-sort or full rate).
 
Page updated: January 08, 2008

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