Send and receive digital files

This standard covers the sending and receiving of digital files through various methods such as;

• Email
• FTP sites (File Transfer Protocol)
• Propriety file transfer sites
• Cloud Services

This is what the standard covers:

It applies to you if you work in a studio, pre-press department, customer services or a digital printing environment, that you will send and receive file(s) by digital transmission. During the course of your work, you will often receive files sent digitally, work on them/pass them directly to a colleague and then return them to a customer by way of a digital proof. The files themselves are often very large.

Files are normally in PDF (portable document format) format but on occasion other file types may be used. You should use the appropriate method of transfer for the file size. Where appropriate, files should be compressed or created so as to produce the minimum acceptable file size.

Transmitted files should be accompanied by any relevant information that will inform the recipient of the reason for the file(s) being sent and any reference or identifying information.

Transmission and reception problems may include the following:

1.      local hardware and software problems, affecting your own and/or your customer's communications systems

2.      physical problems with wider communications networks

3.      service problems originating at internet service providers and other communications suppliers

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Send digital files by electronic means

1. confirm that digital communications systems are operating in line with organisational procedures and are ready to send outgoing file(s)
2. confirm that the file(s) to be sent are in the format required by the customer
3. confirm the file(s) are of a suitable size for the method of transmission
4. connect to remote sites and initiate upload of digital file(s)
5. choose a transmission method that takes account of the printer's/customer's preferences, speed of transmission, security and cost
6. check the information accompanying the digital file(s) is clear and accurate and detailed enough for the customer
7. send the file(s) and check that the file(s) have been received

Receive digital files by electronic means
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8. confirm that digital communications systems are operating in line with organisational procedures and are ready to receive incoming file(s)
9. check for incoming file(s) in accordance with organisational procedures
10. connect to remote sites and initiate download of stored digital file(s)
11. save received file(s) in the line with organisational requirements
12. confirm that you have received the expected file(s)
13. provide clear confirmation that the file(s) have been received
14. check that virus software is up-to-date and functioning as expected on the host computer before opening received files
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Solve problems and keep records
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15. identify and resolve any problems with file transmission or reception within the limits of your responsibility
16. refer problems outside of the limits of your responsibility to the appropriate people
17. inform appropriate people of any problems you have resolved or attempted to resolve yourself
18. complete records about transmission and received files in accordance with organisational procedures

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1. the law as it affects printing: copyright and ownership of images, data protection
2. ethical issues relevant to printing: confidentiality
3. hazards and risks in your own job, their assessment and the action to take to deal with them
4. the relevant regulations on the safe handling of equipment and materials, and the safe use of computer equipment
5. manufacturer's health and safety requirements relevant to your job
6. computer system security and virus protection
7. how to communicate with colleagues and customers
8. workplace objectives, priorities, standards and procedures
9. the set-up of digital communications equipment and software
10. the operation of digital communications equipment and software
11. file conversion techniques
12. file compression and decompression techniques
13. how to transmit digital files
14. file management procedures
15. problem solving techniques
16. recording and reporting requirements

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