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Into Print
May/June 1996

Printing bulk mail a cooperative effort
Sesquicentennial stationery available
Staff development class to be offered
Administrative oversight changes
From the Manager: Advisory committee guides department with strategic plan
Blueline -- your last checkpoint
We welcome new neighbors. Central Mail System moves in
Informational flyers available
Character Counts: Meet Gary Sammons
We are...

True, if you use the permit correctly. The size of the piece, quantity to be printed, and status of your organization determine the permit number and wording to use. You might spend more than is required on your mailing or find higher charges than you expect, if either is wrong.

Please be aware that the Printing Department is not responsible for assigning the permit number. It must be assigned by Mailing Service, which is a division of the University Central Mail System (CMS).

The permit that UI departments most commonly use is number 45. The wording on the postal indicia (the information printed in lieu of a stamp) varies according to the type of usage--nonprofit, bulk rate, first class, or presort first class. CMS, as the permit holder, grants permission to use Permit 45 and determines which type of usage is appropriate. If you are planning to use a bulk mail permit, call Roger Janssen at 384-3802 for the correct information.

A few departments hold their own permits. The U.S. Postal Service assigns these permits, but Mailing Service approves the use of each one before it is printed. This is to make sure that everything has been done correctly, says Lou Eichler, CMS manager, because we end up getting involved if it is not correct.

The Printing Department checks incoming orders that use a bulk mail permit. We contact Mailing Service for confirmation of the permit and correct any mistakes that are caught. Some corrections can result in a change in mailing costs. Your order will progress more quickly and predictably if you obtain the correct information from Mailing Service to begin with.

Also be aware that the Printing Department is not responsible for arranging the mailing. Just as you send us a requisition for printing, you must send a requisition to Mailing Service for mailing. Contact Eichler or Janssen for more mailing information.

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The first class, which was held May 14, gave a general introduction to the department. It targeted University staff who have little knowledge of the department or of desktop publishing. Topics included information about how the department operates, explanations of the printing process and where desktop publishing fits, information about the copy center system, basic tips for setting up page layout files, and a brief review of common layout mistakes people make in their publications. It will be repeated in the fall.

All other classes, which begin next fall, target those who have intermediate to advanced desktop publishing skills and use PageMaker or Quark Xpress. The classes will contain information on topics such as color issues, file formats, graphics, file sizes, and font problems. Call the staff development office at 335-2687 for information about registration.

The committee, made up of Printing Department users and commercial printers, first convened in February 1994. The charge to the committee was to establish an appropriate strategic plan for the future direction and operation of the Printing Department.

At the direction of the University, a nationally recognized consulting firm specializing in printing was hired to report on the department. Jack Klasnic of Klasnic, Romano and Associates was introduced to the committee in April, at the start of his study.

In December 1994 the advisory committee received a copy of the recommendations made by Klasnic and adopted a 17-point strategic plan in a five-to-one vote. The plan was implemented immediately. Each Printing Department employee was furnished a copy of the plan and given an opportunity for discussion at a question-and-answer session.

A strong emphasis was placed on proper use of the Covalent software system for charting efficiencies and to aid in printing management. Because of technological innovations, a phased replacement of pasteup was recommended and implemented.

The bottom line of the plan was that projections, which were based on reasonable productivity percentages and output, indicate that Printing Services is a cost-effective asset to the University of Iowa and to the Iowa taxpayers. Proper utilization of the Covalent system will allow management to monitor the cost effectiveness of the department and insure continued improvement.
Lin Hartman

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Check this proof with the utmost care, but remember that this is an expensive time to make small corrections and editorial changes. When you consider the expense, you may find the cost of such changes to be prohibitive at this point.

When you sign off on a blueline, you are approving the job as is. You are accepting full responsibility for the content. Therefore, thoroughly proofread and correct your publication before the blueline stage. Industry standards place the responsibility for printing quality on the printer. When you sign a blueline, the responsibility for content and preparatory work is yours.

When the University purchased our building two years ago, slightly less than half the space was allocated to the Printing Department, with the idea that other service units would fill the remaining space. Central Mail System moved here in March, becoming our first neighbors.

Preparation of the building space for its new occupants was similar to what the Printing Department needed before its move. First was the demolition of the existing interior, down to the shell of the building. This was followed by the construction of new offices and work areas, said Lou Eichler, CMS manager.

The move has had advantages and disadvantages, of course. Compared to the previous facility, the space is more open and has a better organization and layout. Staff members like it very much. Unfortunately, the distance from campus created a need for campus mail to be rescheduled. Every trip to and from campus takes five minutes longer, effectively causing a four-hour per day loss of time, said Eichler. Our customers have been very understanding, he said.

The Printing Department appreciates the proximity of the mail system, especially because it simplifies the delivery side of the printing operation. Where once we would box, load, deliver and unload orders, we can now walk them to the next room. This reduces time, labor, and, of course, costs.

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We have the following flyers on hand: Binding, Camera-ready copy, Copy centers, Design, Desktop publishing, Disk tips, Forms, Office copiers, and an Overview.

If you would like to order any or all of the flyers, notify Jenean Arnold by one of the means listed below. Include in your request your name, campus address, and the names of the flyers you want sent. Phone: 384-3723; campus mail: Printing Department, 101 CBSB; or E-mail: jenean-arnold@uiowa.edu.

Gary, who works at Copy Center 7 in the Iowa Memorial Union, has been in the copy center system for about three years. Before that, he worked as an auto mechanic and as assistant manager in an automotive parts department in town.

Not surprisingly, cars and motorcycles are among the hobbies Gary enjoys. He works on them for friends, family, and himself. Of his five motorcycles, four are Bridgestones. Does this qualify him as a collector? Almost, he says. He and his wife, who works in the UIHC business office, used to travel by motorcycle before they had children. Gary still rides, but not as much.

Camping and remodeling his home are other interests that Gary has. Last summer, he and his family vacationed in Colorado, where they plan to return. Closer to home, they camp at Lake Darling and Sugarbottom in their 21-foot fold-down camper. Their first camping trip of this year was early in May.

Remodeling their older home, Gary says, is a never-ending project. The kitchen was the biggest job, but he also has removed several layers of wallpaper, installed drywall, and worked on wiring throughout the house. He is working on his living room now and plans to shingle and do exterior painting this year.

As a copy center operator, Gary keeps track of the cash tickets, supervises student employees, produces U-packs, and takes care of copyright clearance. Gary enjoys working with the public in his job, especially students who visit with him about their classes and what they are doing. He likes the pressure of being busy, he says. He also thinks good turnaround on orders is important. My personal goal is to always be a day ahead, he says. That is something upon which you can depend.

We are . . .

The Printing Department is the University of Iowa's official purchasing agent for printing, as specified in the Code of Iowa and The University of Iowa Operations Manual, VI.21.1. The charge to the Printing Department is to manage each printing project with the best interests of the entire University as the primary goal. Its mission is to provide complete graphic support by developing cost-effective, graphically aesthetic, and timely printed material for the University community. Iowa law requires that printing for state agencies be purchased by the state Department of General Services, Printing Division, or an appointed assistant. The chief administrator of the Printing Department is the appointed assistant for The University of Iowa. Individuals may not purchase printing and photocopying (Operations Manual V.11.23). Therefore, any request for printing or copying for the University must go through the Printing Department.

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www.uiowa.edu/~printsvc/intoprint/96/IP96-3.html
The University of Iowa Printing Department
100 MBSB
2222 Old Hwy 218 S, Iowa City, Iowa 52242-1602
Phone 319/384-3700, Fax 319/384-3707
Updated December 6, 2005.
(c) Copyright 1996-2005
The University of Iowa
All rights reserved.