What is meant by a print library?
Subjects that produce a lot of booklets or test papers from original material for example CGP books would benefit from a print library. Instead of continually photocopying the same original document the idea is that the documents is scanned once and then, not only stored on the file server but, stored on the photocopier in what is called a ‘User Box’.
What are the advantages?
Physical storage space - In theory once the document is scanned you can recycle the original although I expect most subjects will archive the original. Either way the amount of physical space required can be reduced.
True copy every time - Because you are printing an original document, instead of photocopying an original whose quality is bound to degrade through handling, the output will be of better quality.
Cost Saving - You could also argue that there is a cost saving as you will not have to replace old, degraded originals.
Efficiency - Set the print running and leave you will not have to stand and photocopying each page every time you want a print run
Single prints – The ability to just print one copy to any device would be readily available
Security and Backups – As the document is now in softcopy stored on our fileserver a backup is automatically taken every night. In addition it falls under our security system so there will be no unauthorised access.
Online view – Again now that the document is in softcopy you can view the document online and, in some cases, cut and paste information
Easy Distribution – The document can now be used as an attachment
What are the disadvantages?
Speed – if you do not follow the instructions and try to print say 100 copies across the network it will be slow
Availability – this function is only available on photocopiers that have been set up to receive the document
What Photocopier is set-up to do this?
Reprographics only
What is the recommended procedure?
Convert the original document into single sheets either double or single sided. If the original is a booklet remove the staples and guillotine down the spine to create your separate page document
At any of the photocopiers scan the document to a pdf file to your scan folder
At your workstation rename and move the scanned document to a location of your choice
Now follow the instructions ‘How to Save Documents to a User Box’ remember you are saving both the document and the document settings i.e. if you save to the user box as a booklet those booklet settings will be saved with the document.
To print the document follow the instructions ‘Secure’ print only select ‘User Box’ on the photocopier