- Returning to the Industry Canada Publishing Database
- Distribution to Mandatory Recipients
- Closing the Files
- Working File
- Official File
Returning to the Industry Canada Publishing Database
It is important to return to the Publishing Database (for Industry Canada employees only) to complete the information regarding the project and, if any of the initial product specifications changed during the course of production, to ensure that the changes are added.
Distribution to Mandatory Recipients
If this was not done at the printing stage, ensure that the mandatory recipients get their copies.
Closing the Files
Your official and working files are ready to be closed when:
- you have received all delivery slips—they should be attached to the invoices
- you have received, verified and forwarded all invoices for payment
- you are satisfied that you've dealt with all elements of the project
Keep all draft pages, sign-offs and correspondence not placed in the official file in your working file for six months.
The official file should clearly show the progression of the project, its total cost and the final product. Keep the content of your official files consistent, so that anyone can easily find the information they need. Include:
- a copy of the final printed document(s)
- a copy of the final electronic file (if the document was produced in WordPerfect or Word)
- invoices, delivery slips, contracts and estimates
- the project log
- one set of printer's proofs (if changes were made or as the client approved them)
- the revised pages from various drafts, if necessary
- a copy of approvals (e.g., your project tracking tool), with signatures
- any important correspondence (authorizations and memos from the client)
- the project authorization form, with signatures
Forward the completed official file to your administration officer as soon as possible so that unused funds can be de-committed.
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