The Xplor View - July 2008 - (Page 13)

A fresh look at electronic delivery Most transaction document creation systems now include options that can take a document beyond traditional printing onto paper. Once a document becomes digital, it becomes a candidate for email, fax, or archive/retrieval. In most cases, the chosen format is PDF. The PDF/A standard defines a format for the long-term archiving of electronic documents and is based on the PDF Reference Version 1.4 from Adobe Systems Inc. (implemented in Adobe Acrobat 5). PDF/A is, in fact, a subset of PDF, leaving out PDF features not suited to long-term archiving. A transaction document can be defined as a business to business, or business to client, communication that is necessarily created as a record of a transaction. All business sectors have their own set of key documents that fulfil this role: banks statements; transport delivery documents; finance --invoices; government tax demands. In recent years, the marketing value of the transaction document has been recognised, and this in turn has spurned a whole new definition of documents, such as transpromotional and transeducational. What this means is that a document that MUST be sent can also carry significant marketing content, which in effect is free since the transaction document will always be sent on a regular, scheduled basis. Moving from a transaction document to a transpromotional document is a subject all on its own and is not covered here in any great detail. A common link between all transaction documents, whether or not they contain marketing content, is that they can now be designed so that they work. By this we simply mean that, by using the capabilities of design software such as xl print’s Paris as middleware, content and presentation become two entirely separate steps in the creation process. The creating, or host, application (whatever that may be and whatever platform it is running on), is responsible for the detailed content of a document. Paris is responsible for the presentation so that the document can work as intended, using design features and printer functions such as full or highlight colour for example. In the same way that transpromotional documents are a subject in their own right, so is the subject of effective document design. Once a document is digital, the next step is the delivery. There are two distinct routes to follow. The first option is to send the document to the recipient; the second option is to invite the recipient to retrieve the document. In both cases, there are cost savings to the producer of print and mailing costs. The document itself will look the same whether it is printed and then mailed, sent electronically, or stored in an archive ready for retrieval. The send electronically method can be either fax or email, or perhaps SMS for some simple types of communication. The most popular choice for email is to create a PDF and send as an email attachment, sometimes encrypted so that it cannot be changed in any way. The PDF also needs to be searchable so that key data can be found in a multi-page document. Password protection is another option that is becoming a more frequent requirement. Other attachments can optionally be sent at the same time, perhaps a standard document of terms and conditions or payment methods. An accompanying email message can be used to explain the purpose of the attachment to the recipient. This can be personalised with variable data elements from the client data. Once received, the PDF can then be viewed, archived, or indeed printed, as required. Email, although a useful medium is not a foolproof way of ensuring a transaction document reaches the correct target. There are a series of ‘what ifs’ that must be covered. Email addresses that are wrong or changed and email caught in SPAM traps are two simple examples of what can happen. When setting up the document output options, it is important to ensure there are return address options that provide a safety net for undelivered emails. It is also not the wish of every business or individual to have sensitive 13 Issue 5 July 2008 The VIEW Journal Xplor European Edition

Table of Contents Feed for the Digital Edition of The Xplor View - July 2008

The Xplor View - July 2008 Contents Cover Story: Drupa 2008: The Highlights Review New Technology: Inkjet Technologies Moving Forward New Technology: QR Codes: Leading Edge but not Bleeding Edge A Fresh Look at Electronic Document Delivery Management: Growing Your Business Through Tendering The Experts Versus the Amateurs News: Xplor UK & Ireland Supports Total Print! Expo� Part Two: The Latest Developments in Knowledge Management Xplor Europe News: Short News Items for the Xplor UK Programme and Europe News

The Xplor View - July 2008

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