Our last post dealing with the security of client data brought up a few questions regarding proofing.

While we all agree that proofs of the creative files are critical, it’s the same for variable, perhaps more so. However, unless a process is in place, it really is only a matter of time before something “happens”. The good news is that common sense safeguards can be easily applied, with these being among them:

  • The chain of custody should involve only those who have a proper grasp of how data are to be captured and managed
  • There should be tie-outs established and a file directory created
  • After processing the data, and before their use, they should be verified again to account for exceptions, holds, and other unique aspects so that all patron records are correct and accounted for
  • The final output, whether digital or traditional, must be verified against the client database

These are just some of the steps that need to be taken to help eliminate the potential for error, and any questions from either side need to be addressed before and during the process. Questions after the process tend to be due to questions that should have been asked earlier, and generally, not a good thing.

As Peter Sage once said, “The pain of not doing it is worse than the pain of doing it”, so take the time before and during the process to ensure successful output. The pain of not doing so can be a productivity crusher.