File management

[TonyC]

How do you manage your customer files?

Currently we use Flexisign and Versaworks. We design in Flexi and save at full size. We then place the design in a 8-1/2" x 10" template with details and dimensions and save in flexi format. Then the template is exported as a pdf for customer approval. If revisions are needed this process is repeated until approval is obtained. After approval, the design goes to prepress where any bleed, overprint and contour cuts are added and this file is saved in Flexi format. The print ready file is then exported as pdf, eps or jpeg and printed.

This process makes for a lot of stored files on our server.

We are using Adobe Illustrator and photoshop more now and wondering what workflow you use? Do you save all the files? Do you export the print file and delete it after the job is complete? Do you save revisions?

Our file system consist of:
CUSTOMER NAME folder.................. <MOHAWK>
............................................................ Order folder <Or_24762>
................................................................ Line Item <Line 1>
Working files for each line item....................... 24762_Ln1_Rev0.fs
Working file for each rendering....................... Or_24762_Ln1_Rev0.fs
Rendering for customer approval..................... Or_24762_Ln1_Rev0.pdf
Print file for approved design........................... 24762_Ln1_IJ40_Lam.fs
Print file (actual printed format)....................... 24762_Ln1_IJ40_Lam.pdf

We will have an obsolete file within the line item for unused designs and declined approvals.

 

[Andy D]

Our Designers do their mechanicals to scale, They will name the file with a drawing number that start with the year, then the rendition number ( starts with 01, the next one 02, etc.)
So your job's first drawing would look something like this: 15346723-01 MOHAWK CONSTRUCTION, 203 CHURCH ST. NASHVILLE,TN
Then whatever rendition is approved, that is named PRODUCTION 15346723-05 MOHAWK CONSTRUCTION, 203 CHURCH ST. NASHVILLE,TN
and all the other renditions are saved in a sub-folder.

I open the production files and scale up to 1:1 if needed. When I export the print files, I either save them into a folder name "TEMP PRINT FOLDER" for cut and dry jobs & one time print jobs, those are saved for about a month, or for jobs that were difficult to setup and likely will be repeated, save them to "REPEAT JOBS". I have to be choosy because most of my rip files are huge.

We will move all of 2015 to another server in a couple months.