Survey of handling of digital information by printing companies

Transcription

1 Survey of handling of digital information by printing companies 1. Background and purpose Along with the recent advancement of the arrangement of telecommunication infrastructure, it is becoming more important to share a large volume of documents utilizing database. Database enables easy information management including the reuse of data with its quick update and retrieve functions. The government has been promoting the adaptation of information systems with SGML database and Kasumigaseki-area WAN. Industry sector has been processing various publications and manuals into database. For the clients who have such digitalized information, the printing industry is needed to take immediate measures to fulfill their needs. Under the circumstances, the Japan Federation of Printing Industries studied the request from clients regarding digital data processing and current printing companies response to such requests. In addition, JFPI surveyed the advanced cases of digital information processing and the trend of digitalization technology, and proposed how the Printing Industry should handle digital information business. 2. Current situation of utilization of digital information The clients of printing companies have drastically improved their environment to handle digital information. Therefore, the printing industry has to accommodate its own environment to this trend. JFPI conducted a hearing survey for publishers, newspaper companies, manufactures and service companies. (1) Publishers Gakken Co., Ltd, a publisher for educational publication, computerized the system of information procession department in In 1970, Gakken produced digital version of encyclopedia of 27 volumes using CTS. Regarding SGML, the introduction of DynaText of EBT Co., Ltd to the Japanese market in 1993 had prepared Gakken s way to the SGML business. In 1994, it produced learning vocabulary dictionary CD-ROM version although it did not put on the market. In 1998, Gakken processed dictionaries to be published (100,000 items) into SGML. Gakken utilized SGML to manage attribute information other than composition information (person in charge, writer, updated date, area information etc.) to print out on a paper together. The merit of SGML is the automatic system that processes a large volume of information without manual works, checks reference, produces the analysis information by

2 area and implements easy application of style sheet. On the other hand, the publication that its priority goes to design cannot be processed only with SGML. Moreover, it is hard to convince editors the merits of digitalization. (2) Newspaper companies Mainichi News provides the information issued on newspaper via personal computer communications, the Internet and mobile device networks as Electric Newspaper in two presentation method. One is the plain text of articles as listed on the newspaper. The other is offered to the Internet Service provider as the article processed into SGML database with related information such as chronological order and importance ranking. The Internet Service provider processes the information to post the articles on the web site. (Mainichi Daily Click) Newspaper companies have been also promoting the use of SGML within the company to improve productivity and labor efficiency with its auto-conversion function and auto-proofing function. (3) Other domestic trend The domestic trend of utilization of SGML can be roughly categorized into two groups. One is observed in public sector including central government and local governments. Public sector has been promoting SGML based on Master plan for public information utilization promotion. The other trend is seen at private sector, especially trading companies and companies aiming to establish business alliance within an industry. One of the examples that represents this movement is CALS. Some of these companies are offering SGML consultation based on its own SGML technology to other companies. There is a case that a company publicizes its own DTD targeting to make it a defect standard. 3. Digital data utilization in the United States (1) Current situation at manufacturing industry In the U.S., manufacturing industry and on-line information providers establish digital data processing system utilizing computer, network, database and information technology. They have been using SGML document database to share and reuse information and HTML and PDF to distribute digital data.

3 To share and reuse information, manufacturing industry processed a large volume of technical information, specification manuals and maintenance manuals into SGML database. At the same time, they have been distributing information processing into HTML and/or PDF considering sharing and reuse of information. Moreover, for the better service for clients and the nations, private and public sectors are commonly using network and CD-ROM to provide PDF file to produce advertisement, application form, information related law and tax systems, product information and manuals. (2) Current situation at publishers and printing companies In the U.S., publishers, printing companies, government related organizations and press agencies are utilizing computer, network, database and IT to produce and manage digital data and produce and distribute printed matter and digital information. The system that makes use of the merits of SGML has been employed for practical use. Researched publishers are using database to manage their own developed contents. They save data in SGML format considering its merits that can store data over the long time, automatically convert data into various formats, cut the new product development period, add value to contents as asset and automatically process data. The printing companies that are handling printing of corporate finance information also manage SGML documents and clients financial information data following the policies issued by the federal government. Printing companies to publish books digitalize data as their business. They prepare the order sheet for digital data production and store the produced digitalized information for clients. 4. The Japanese Government information related policies Master plan for public information utilization promotion that was introduced in 1995 rapidly advanced the digitalization at the central government realizing the arrangement of telecommunication infrastructure, information sharing, and digitalization of various

4 applications and processing. This trend has been spread to local governments. The plan was modified in December The controlled information was shifted from information printed on paper to digitalized information. In the beginning of 21st century, the government is trying to realize the digitalized government that is the intensive information-oriented government. The planned period would be five years from 1998 to The program includes the national projects handled by local governments and government-affiliated corporations. To promote the comprehensive and unified computerization of public information, it is clearly stated that it will actively cooperate with local governments, government-affiliated corporations, and authorized special corporations. Regarding the current status of computerization at the central government, each Ministry almost finished allocating one computer for every staff in March LAN was facilitated in all Ministries. Moreover, Kasumigaseki WAN that connects each Minister started its service from January It also started trial and application of database system for white papers created based on structure of document. Furthermore, digitalized document exchange system among ministries using structured document has been promoted especially its system architecture aiming at the start of application in Prototype test was also practiced. 5. Trend of digital document processing technology (1) Trend of digital document process standards In February 1998, W3C (World Wide Web Consortium) issued XML (Extensible Markup Language) 1.0 as the formal advice for consortium. XML is a subset language of SGML (Standard Generalized Markup Language) that is the international standard set up as ISO 8879 in 1986 and a metalanguage (language used to define language) optimized to use SGML in the web environment. SGML is a calculator language to handle digitalized data that can be processed with a computer. It is the document presenting method for the variety use of document data and data exchange between different kinds of systems.

5 SGML enables to have computer understand the structure and contents of document. As a result, high level application of various documents will be possible for any document media from document production, management, publication, distribution and utilization. Nowadays, HTML has practically become a standard for document exchange on the website. This HTML is a format developed as one of application of SGML and has become popular with rapid pace along with the development of browser software. XML is a standard language that is developed to overcome the limitation of HTML as the information exchange standard and utilizes the original benefit of SGML that enables high level exchange and reuse of document information on the web. W3G has been developing related standards including CSS, XSL, DOM and RDF to realize high level file exchange and information sharing. (2) Printing output technology related digital document process technology Computerization of society has been rapidly progressed and the document processing technology has become one of the most important fundamental technology to process business for private companies as well. For the effective document process for business, the knowledge of digital data processing is necessary along with the adequate know-how about business itself. Printing companies often have extensive knowledge about the utilization of document ordered to print out by clients. They started supporting clients to develop document-processing system or developing the system for clients. On the other hand, clients expects outsourcing service that they can utilize as easy as they use own network within its company to produce high quality printed matter in a short time in the networked digitalized document process environment. Moreover, high level document management such as structuralization of information and update history management. Including these areas, business will be outsourced. Therefore, it is necessary for the printing industry to become capable of offering network

6 technology and system architecting technology. For the printing industry, these technologies are positioned as weakness. However, printing companies need to combine system technology and know-how on business along with its document processing technology to fulfill the needs from clients. Thus, it became difficult to focus only on the document management. Besides the traditional document process including DTP, the business system that uses the document is also important. It needs to prepare SGML/XML operating tool that has direct impact on document processing, the system to acquire the information to be published, the system to get the related information for editing, a management system and an output distribution system. In addition, it is crucial to establish correlation between word processing software and spreadsheet software. Nevertheless to say, infrastructure including network, personal computer, server and OS is also important as the fundamental to implement these businesses. 6. Questionnaire survey results and issues pointed out Regarding digitalization of documents, a questionnaire survey was conducted to investigate the current situation and clients attitude. It also aimed to research progress at the printing industry side including the current situation related to digitalized document and its response to the needs from clients. Questionnaires were sent to 1000 clients in manufacturing industry (chemical, pharmaceutical, steal, non-iron metal, machinery, electric appliance, transfer equipment, and precision machinery product manufactures), service industry (electric, gas, communication, financial, insurance, communication and information companies) and newspaper and publishers. Reply was gathered from 17.2% of companies. For printing companies, 500 JFPI member companies were distributed questionnaires and 42.0% of them returned the answer. The digital document management issues for the printing industry were studied based on

7 the result of these questionnaires. (1) Arrangement of network The Internet has gained its strong popularity in a short time. The lower priced personnel computer and network equipment and standardization of operating system has accelerated the access to the Internet and the establishment of LAN environment within a corporation. Nowadays, has become essential as one of business practices. Many corporations started utilizing website for its public relation and product introduction. There are also some companies that use LAN and digitalized manuals to provide information immediately and promote paperless environment. The results of questionnaire show that more than a half of clients requests printing companies to handle the submission of data through networks. In fact, more than one thirds of clients already use the Internet (25%) or dedicated line (9%) to submit data. Although the major method to submit data of today are FD and/or MO (90%), there is no doubt that more and more data will be submitted through networks as the communication speed increases and the security problems are improved. Printing companies have network-related employee training plans for the digital document business. (49%) Among the companies, 61% has facilitated a network system or is facilitating a system. However, more than 40% of companies cannot receive data via the Internet and 70% cannot get data via dedicated network yet. Even looking at the environment within companies, 45% of all companies use LAN and 13% doesn t have LAN. (2) Utilization of Database The benefit of the digitalization of document is that data can be accumulated as database and updated and used when it is necessary for various purposes. Eighty-five percent of clients has a plan for or has started information sharing. Seventy percent of companies are going to produce or started producing information both digital and

8 printed material. This means that clients are trying to process documents into database for various purposes. A large number of clients request for printing companies the proposal for sharing system and data format (40%) and the accommodation of workflow using their database (22%). It will be necessary to cooperate with clients in terms of information systems mainly company, product and client information database to support the business of clients. As for printing companies, 56% of companies feel the necessity of the technology to utilize database and recognize the need to train staff for database-related technology. In a meanwhile, 62% companies have been promoting business using database. Printing companies forecast the creation of new business chance by using database and are trying to respond to this trend. However, the companies that are managing digital data including order information using a dedicated management system such as a server is only 28%. To promote effective utilization of data, it is expected to expand the use of database. (3) Digital data format The various digital format is used depends on the situation. The necessity to convert the format of the data stored in the database has emerged. There are some very unique formats and it is difficult to process all kinds of data. However, clients hope that printing companies to be capable numbers of data formats including SML/XML format (37%). As for the current situation of printing companies, 63% of companies are looking at the business using SGML/XML format and PDF format as a business chance. In the future, 63% of companies are considering handling SGML/XML format and 72% has plan of or started training technical staff who can handle SGML/XML format and PDF format. However, 30% companies answered they cannot handle data submitted in SGML/XML format and this is the top of the data format they cannot manage. (4) Digital data production and contract While 23% of clients currently order printing companies to produce digital information products, 37 % of clients want to order partial production to printing companies. In this context, there is a big expectation to the printing companies in terms of digital data production. The reasons why they order printing companies for the digital data productions

9 are that printing companies can use the same document (47%) and they can produce digital data and printed material at the same time. The printing companies should make use of these strengths. Moreover, for digital data production, a gap of business custom between clients and printing companies has emerged. Therefore, it is necessary to clarify the agreement on data delivery and management with a written contract. The questionnaire results found that 80% of printing companies have not included the clauses for digital data delivery in their contracts. To avert the future trouble with client, it is necessary to immediately prepare the standard contract to produce, deliver, store the digital data and clarify the right of digital data. (4) Proposal for clients To the question about who produces digital product, 38% of clients answered that they produce by themselves, 36% Outsource whole or a part to companies other than printing companies and 26% Outsource whole or a part to printing companies The ratio to outsource companies other than printing companies is high. The reasons not to use printing companies are For the better design, editing and layout (22%), Ability to make proposal and to implement plans (22%). Therefore, it can be said that clients are evaluating printing companies does not have strong capability to handle design, editing an layout, to make proposal and to implement plans. However, to a question, things to expect for printing companies, 40% of companies answered Proposal as a partner including common system and data format. Clients are requesting proposal from printing companies as a business partner. To efficiently complete the business from clients, it is inevitable to efficiently produce digital documents utilizing network to use the data again with abandoned know-how for business. The system for the high level document management for structuralization of data for saving and updating and update history is needed. Printing companies often have great knowledge about how clients handle documents. Especially some printing companies with computer technology started participated in the development of document management system at client site. Clients would like to

10 outsource the business that is not directly relevant to its own business to companies that enable utilization of information in more efficient way. Therefore, besides file processing technology, it is needed to immediately establish an ability to propose plans to fulfill the needs of clients combining network technology, system architechting technology and know-how for the business. 7. Proposal for how the printing industry should be To establish good partnership with clients, printing companies are needed to have the technology for information production, processing, management, exchange and distribution and capability to expand sales and manage digital document business. To do so, printing companies should take the following measures: (1) Arrangement of infrastructure for digital document management Network infrastructure should be facilitated to receive digital data from clients and exchange digital information related to order and distribution. Management system and tool for digital contents including submitted data, data of which process in the progress and delivery data should be arranged. Data production tool for SGML, XML, PDF and HTML should be prepared. (2) Training of employees, keeping skilled employees and rearrangement of organization It is necessary to provide training to employees and keep skilled workers by setting up a department to be in charge for the utilization of network and database for exchange of document, order and shipping information, digital contents management and on-line publication. It is needed to provide training to employees and keep skilled workers by setting up a department to be in charge for SGML data production and processing. Based on network, database, information processing technology, it should set up a department to raise and secure the people who can make plans and proposals considering clients business and stream of information. It should raise and secure salespeople who can appropriately gather clients information including clients business plan and update. These cannot be established overnight. Considering each company s situation, a

11 printing company should choose; (1) All project above will be handled by the company, (2) Cooperate with printing companies contributing its strength (3) Working together with professionals or (4) M&A of a company with strength (3) Arrangement of management related issues To establish digital data production as a business, it should prepare an order contract and price list that clearly states the range of responsibility to be charged regarding digital data production, processing and delivery. For data management after the delivery of products as one of business service, contract and price list that clearly states the range of responsibility, period, management method and means to be charged should be prepared for the data management after the products were shipped out.