At Peppermint Print we have 10 suggestions for supplying data for Mailings and Variable Data Printing, that will help keep your data safe and secure as well as make it easier for us to process and therefore speed up your job and make it look polished and pleasing to the eye when printed.
1. Phone Us: It is always a good idea to phone us before you send your data. We can then check it has arrived safely and in order.
2. Password Protect: Never send us or anyone data that is unsecured be it by email, on a memory stick or burnt to a CD. The easiest way to do this is to export your data to an Excel spreadsheet and then use the protect button to add a password that prevents anyone from opening the data. Telephone the password through to us once you have sent the data. When we send you a proof it will be password protected with the same password so ensure that you make a note of it.
3. Check Data for Continuity: By this I mean that the same type of data is entered into the same column ie all the surnames are in one column, all the post codes in another column. If any data sets have missing fields, our software will remove them and close up any gaps.
4. Single Data in Each Field: Ensure that each data field only has a single record entered eg. Mr John Smith should be set out into 3 columns and not all in one field.
UK Address Format
FIELD 1 = REFERENCE (if required)
FIELD 2 = NAME
FIELD 3 = ADDRESS LINE 1
FIELD 4 = ADDRESS LINE 2
FIELD 5 = ADDRESS LINE 3
FIELD 6 = TOWN
FIELD 7 = COUNTY
FIELD 8 = POST CODE
Overseas Address Format
FIELD 1 = REFERENCE (if required)
FIELD 2 = NAME
FIELD 3 = ADDRESS LINE 1
FIELD 4 = ADDRESS LINE 2
FIELD 5 = ADDRESS LINE 3
FIELD 6 = ADDRESS LINE 4
FIELD 7 = PROVINCE/STATE/ZIP
FIELD 8 = COUNTRY
5. Check for Capitalisation: There are times that we get data that is either in all capitals or has no capitalisation. This can happen if using data captured from a web page. We can still use it and yes it is possible to change at our end for which we will charge. It is far better if you check your data list and send to us in upper and lower case.
6. Post Codes: Post codes are vital for the Royal Mail sorting and the absence of them may delay delivery, add cost and in some cases, mean that your mail may not reach its destination.
7. Provide Seeds: It is a very good idea to always include seeds randomly dispersed throughout your data. Data seeds are records containing known recipients such as your office or home address. In this way you can be sure that the mail has gone out and the rough time frame in which people will receive it.
8.Data Placement: Check that your data headings within the spread sheet match the data fields in the printed document.
9.Formatting: Remove all formatting or formulas that might make up the data.
10. Delete After Use: For us the final recommended golden rule is that we delete all data once we have printed your job.
