Digital Self-Print – Some things you will need to consider
Printing your own IBSA Student Workbooks is a flexible and sustainable way to get the resources you need. Cut the time and costs of freight by printing locally.
IBSA can provide your organisation with access to PDF versions of its workbooks for you to print yourself. This gives you a 'just in time' resources solution, saving you money by removing the high costs of commercial printing, freight, packaging, over-ordering and storage.
Digital self-print licensing suits training organisations with repeat requirements for workbooks to support multiple students in regular classes or intake groups. There are, however, some things IBSA would like you to consider before moving ahead with your decision to print your own IBSA Student Workbooks.
Printed Product Quality
IBSA's range of pre-printed products is printed by a commercial printer in Melbourne to a high standard. The look and feel of quality paper and materials results in a professional looking and durable product. By choosing to print IBSA resources yourself, the quality of the printed resource will be determined by your own print capability and equipment.
IBSA recommends you investigate your own capability to produce a quality printed resource before committing to this initiative.
Some things you may like to consider are:
- Does your service contract with your printer or copier supplier allow you the flexibility to increase your print volume?
- Will you need to lease or buy new equipment, and does your budget allow you to gain access to equipment with the capability to print the volumes you need?
- Is your equipment reliable? Unsuccessful prints, due to equipment failure or low levels of consumables such as toner or paper, will still log as print commands in our systems (i.e. you will be unable to print the resource again if the initial print is disrupted).
- Will you need to increase your expenditure on items such as toner, paper, and folders?
- Do your staff use a shared or networked printer, and will this impact your ability to print resources without disrupting day-to-day business activities?
People and Printing
Before you can commence printing, IBSA needs to set-up your organisation as a 'user group' in our print monitoring system.
After IBSA has worked with you to identify the resources you need access to, and how many of those resources you'd like to print, we can determine your print allocation and set printing permissions for your user group.
What IBSA can't do is allocate different levels of permissions to people in your organisation, and in this regard IBSA recommends you consider the following:
- Select a small group of people to act as authorised printers, or 'print masters' who you can entrust to manage your print requirements. These people will need access to the computer you choose to register as this will be the only computer that can be used to access and print files.
- Instead of competing for space on your printer, or having another member of staff 'cut in' on a print run, IBSA recommends that printing of resources occurs after hours or in business downtimes.
- IBSA recommends that the resources that you print be immediately distributed to the end user, or be stored in a secure area soon after printing to save them being mis-allocated.
Digital Rights Management
IBSA will be using a Digital Rights Management (DRM) platform to distribute our resources to you. The DRM software allows IBSA to set access and printing permissions for your user group, track usage of the IBSA resources, and prevent unauthorised activities from occurring. You do not need specialist software in your organisation, but you do need to know that:
- When you identify your print masters, you will also need that person to have access to a computer that is reliable, connected to a printer, has reliable access to the internet, and, preferably, is not shared with other staff. You are only able to use one computer to access and print files.
- IBSA will need to send a registration email containing a registration PDF file which allows IBSA to set it up as an authorised machine. Please note that the computer on which you open the registration PDF will become the registered computer. This is the only machine from which you will be able to access and print files. You will need to download the FileOpen PDF plug-in and install this file on this computer. IBSA is happy to discuss these requirements with your IT representative.
- A print master can only print IBSA resources while they are online. There may be instances when internet services are disabled, and IBSA recommends that you print your resources well ahead of the time you need them.
- The permissions IBSA gives you when setting up your print allocations are monitored by the DRM software. You will be unable to exceed your allocation, or use the files beyond the allocation period.
- The DRM software has the ability to record unauthorised usage, and IBSA will follow up such attempts. In such circumstances, permissions allocated to your user group will be immediately suspended pending investigation in accordance with your license agreement.
IBSA will charge you for the total allocation of resources we provide to you. There are discounts for paying for your allocation up front, but IBSA will consider clients entering into approved monthly or quarterly terms. These terms are not a subscription for access, and regardless of your usage, IBSA will invoice your organisation based on the total allocation you requested when entering into your license agreement.
If you have entered into approved monthly or quarterly terms with IBSA, we will suspend or cancel access to digital versions of the product where accounts remain unpaid in accordance with the agreed terms.
If you are unable to print the resources through lack of consumables, equipment failure, human error etc., your print request will still be logged by DRM software and IBSA can not be held responsible for this. IBSA will invoice outstanding amounts accordingly.
For further information about whether or not a Digital Self-Print licence is right for your organisation or to make a purchase, get in touch with the IBSA team at firstname.lastname@example.org or on (03) 9815 7000.