Systems Solutions - Archive

The benefit of newsletters is a quick distribution of concise information ― or at least, as fast as the post office can deliver it. If publishers haven't done so already, they should now experiment with alternate delivery methods, including e-mail (electronic mail) and broadcast faxing.

The cost of PC fax/modem cards has dropped drastically in recent years, while software has improved as dramatically. By setting up a log of readers with faxes, publishers can deliver the news overnight without the need for operator assistance.

For local readers, there are clear cost savings. Overnight fax delivery can minimize long distance charges. E-mail, with attachments is even less expensive.

For more information, call or e-mail us to see how this solution can work for you.

The added advantage of data base publishing is that it can be used for more than just the production of text files embedded with typesetting codes for automated page make-up. See our Directory's page for more details.

By using and maintaining the data base of suppliers to the industries or audience you cover and serve, you can have a ready promotion list available. Link it directly to the mail-merge features of your PC based word or e-mail software and you have a fast, targeted and qualified marketing tool as well ― one which you can segment based on the index items you use.

Time was, if you needed to receive or send information immediately, you had to courier it. With faxes, you can just call someone and get them to fax it to you eventually. Now with PC-based menu driven voice systems and a touch tone phone, you can receive a reply in minutes by doing it yourself.

As a distributor of information, even if just on the products or services you sell, this means you don't need people to answer phones and then fax out replies. True instant information delivery is possible with PC-based solutions for under $10,000.

The process for retrieving information is simple. Give the end user a document number for your advertising or literature, and a telephone number for your FaxBack response system. The end user dials up and is prompted by a recorded voice which asks for either a document number, or a selection of other voice menu items.

The end user enters the number on a touch-tone telephone if they know it; otherwise, they follow the voice menus which lead them through a selection of possibilities, usually by categories in a decision tree format.

Once this is accomplished, the recorded voice thanks the caller, and instantaneously initiates the fax board with the caller's number and the name of the file which corresponds to the document required. Before the caller has the opportunity to hang up and walk to the fax, the requested document is on its way.

This is an ideal system for clients who require information on demand, especially for hazardous products. It is also an ideal way to get added technical documentation into the user's hands when they want it.

If you are interested in seeing how this system might work as an information distribution solution for you, call us.

Networking for networking's sake is not the answer for your information needs. However, networking to boost productivity definitely is.

Networking is an option which should be considered when there are clear benefits for a distributed computing environment. It should not be considered if the costs outweigh the benefits, or if other options are more economical.

The two primary benefits from a local area network (LAN) are resource sharing and concurrent data processing. Resource sharing is often the primary reason someone decides to install a LAN. The ability to share printers and other peripherals makes for cost effective utilization of these resources, but there are other less expensive ways of sharing many peripherals.

The exception to the resource sharing rule is the PC hard disk, which can only be shared through a LAN, though purchasing individual's larger hard disks can be more cost effective than networking everyone to one large hard disk.

Increasingly, the cost of high speed Internet access also constitutes a valuable resource worth sharing through a LAN. Proxy Server software makes this an easy task, and, in fact, this feature has been incorporated into the latest versions of the Windows operating system.

While resource sharing is a legitimate determinant for a LAN, the primary consideration should be concurrency. Simply put, this is the ability of individuals to work simultaneously (concurrently) on a single file or set of files.

The primary example of concurrent data processing is a centralized data base system such as for order entry and billing purposes. Order entry would be one example of a concurrent application.

Know first that your needs will be met by a LAN, then select one which can assist you in meeting your needs.

Whether its a monthly glossy magazine, a quarterly newsletter, an annual report or a sales brochure, every organization publishes something. Advances in desk top publishing software have made it easy for you to save money by bringing publishing in-house, if you go about it correctly.

There are six basic steps to take to ensure you avoid the pitfalls associated with bringing publishing in-house:

1. Assess your current publishing needs by volume, type and quality;
2. Determine the necessary resources, in terms of hardware and software needed to ensure success;
3. Examine your people's experience in the three fundamental publishing production software areas: word processing, graphics, and page production;
4. Provide training for the individuals to be involved in publishing to ensure that they have the necessary skills;
5. Ensure that you have adequate in-house design experience and/or outside consulting available; and,
6. Evaluate if publishing can be integrated into your existing operation with limited dislocation of people and resources, or whether it will require new structures.

Whatever you do, don't confuse the power that most desk top publishing packages, such as Quark Express for Windows, Corel Ventura and Aldus PageMaker, give you with ability. Ability takes time and experience to achieve in order to execute and produce high-quality professional publications. Remember that producing publications involves the learning of several new sets of skills, not the least of which are typography and design.

Equally, a total in-house solution may not fit your current operation, but you can purchase elements of the solution individually outside. Whether it's design or scanning, outside services exist to aid you in all individual publishing production steps.

If you want to explore the benefits of bringing publishing in-house, consider a publishing resource group such as Mendon Associates Inc. We have had years of providing services, turn-key solutions and training to some of the country's largest publishers. Call us to arrange for a complementary discovery session to see if it is feasible for your organization to be your own publishers.

Affordable Systems Solutions That Work!