Lesson 1, Topic 1
In Progress

1.5. Collate and distribute documents correctly as directed

ryanrori February 1, 2021

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In printing, the term Collate refers to the gathering and arranging of individual sheets or other printed components into a predetermined sequence. Basically, Collating creates consistent, logical sets from multiple parts.

The first diagram below illustrates four sets of documents which have been collated:

The next diagram illustrates four sets of documents which have not been collated:

A short-run perfect bound book would require its pages to be collated in numerical order before it could be bound. Also, multi-part forms and checks are created from individual sheets collated in a specific sequence.

Bear in mind that the individual parts of a print project can be collated without having to be bound or fastened together. For example, promotional packets – like those used for seminars, sales presentations, trade shows and other marketing purposes – are often collected in advance for easy distribution. Likewise, printed instructional hand-outs may be collated in a particular order but are not necessarily bound or fastened together.

Originally, any computer data was considered as something internal — the final data output was always on paper. However, the development of computer networks has made it so that in most cases it is much more convenient to distribute electronic documents than printed ones. And the improvements in electronic display technologies mean that in most cases it is possible to view documents on screen instead of printing them (thus saving paper and the space required to store the printed copies).

However, in some instances you will be required to print and distribute documents to management or other staff members. To collate and distribute documents correctly as directed we suggest you create a distribution list for all the recipients. To maintain control over the distribution process, you can ask recipients to sign as confirmation that they received the document.