Sep 17, 2019

How to create a comprehensive document inventory

Ready for some spring cleaning? A document inventory may feel like that but you won’t have the grime under your fingernails. It’s worth it in the end.

You’ve committed to a collateral management system-CONGRATS! But now what? As much as you’d like to sit back and relax, there’s still work to be done. And it starts with setting up a comprehensive document inventory.

Buy Whyyyyyyyyyyyyyy you ask?

Well, having a thorough inventory of documents allows us to put all relevant collateral on your Print Portal. That way, you are getting the best use of your new web to print system. This is also a great time for you to clean out your collateral, decide what it outdated and what needs to be refreshed, etc. Once sorted through, you can provide us with only the most important documents to upload to your portal, keeping everything current and clean.

When creating the inventory, it’s important to keep track of documents specs. To do so, ask yourself the following questions:


  • Is the piece printed in color or black and white?
  • What size is it?
  • Is it single or double sided?
  • What paper is it on?
  • Are there any folds or cut outs?
  • Is it bound or stapled?

Another important thing to ask is how often the piece needs to be updated. If you have collateral that is always changing on a weekly basis, that’s not an ideal candidate for a print portal. You run the risk of overprinting too many pieces and ending up with wasted product. But more static documents, such as a brochure or whitepaper, are great candidates and can be ordered in the quantities you need to avoid waste.

Once you’ve gathered all of this information, your document inventory is complete and you are well on your way to a successful print portal!


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