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The next time you’re trapped on public transport, take a closer look at what the person fiddling with the handheld gadget next to you is doing. While it may at first glance look like they’re skimming through their music library or playing an ultra-violent video game, the chances are that they might actually be remotely proofing a document.

This, at least, is the vision of German-based software developer Helios, which has developed a system that allows remote collaboration between customers using Apple’s new iPhone, agencies and printers. Helios claims that the software package – based on its Web-Share UB+ file server – allows low- and high-resolution previews, image conversion, PDF pre-flighting and accurate colour-matched proofing.

This breakthrough is a natural extension to the current trend for remote approval of pages – either by online sign-off or printing a file on an office-based proofing device.

Historically, remote proofing has been difficult for less technically savvy customers to come to terms with, but a new generation of user-friendly software packages have seen it take off. One such package is Flowmation, which is sold by technology company Silicon Systems. Paul Rowley, sales director at the firm, says that Flowmation is “painfully simple to use”.

No download required
“End users can mark up files without having to download them or receive bulky files in emails. Only those who are required to approve files receive the email, which contains a link to a password-controlled website. They enter their password and it directs them to the file waiting for approval. It’s that easy,” he says.

Flowmation was developed to eradicate the confusion caused when a PDF is distributed to a handful of different people who all return different amendments at different times. Collaboration software tools allow everyone to see what the suggested changes are and when they were made, making the process much smoother and potentially pain-free.

Exstream Software offers a remote proofing function as part of its software package and, according to product manager Michael Kaminski, it is finding favour with a customer base that is becoming increasingly digital literate.

“The demand for remote proofing by printers’ customers increases as these customers are provided mechanisms that allow them to remotely create content for print jobs,” says Kaminski.

“When a customer requires marketing content to change on a document they don’t want to wait to see the results of their changes in the printed document. The customer wants to change the content and see the content in the context of the document in real time, generally in a PDF version of the final document.”

The beauty of this kind of proofing is that, at its most basic level, all you need to take advantage of it is internet access. Some companies might want to go one step further and invest in an expensive, high-tech office-based proofer, but Richard Gambling, sales director at repro house Zebra, advises customers to proceed with caution before they take the plunge. “Although remote proofing is becoming more popular, there are many solutions in the market offering a varied amount of control and quality dependent on your requirements. So you need to ensure that whatever solution you invest in is fit for purpose,” says Gambling.

“Any equipment can be used to proof,” he adds, “from a laser printer for quick content proofing through to Epson/GMG proofs, which are effectively ‘print ready’ proofs. However, it’s best to invest in a calibrated, certified industry device if you want to proof to a high standard.”

David Dilling, managing director of graphic arts software provider Markzware Europe, adds to Gambling’s note of caution, explaining that setting up ‘true remote proofing workflows’, by calibrating all proofers and monitors on all sides, takes an investment in both money and time.

Save time and money
On the flipside, the benefits can be significant, as GMC Software Technology UK and Scandinavia sales manager Mark Cartwright points out. “Remote proofing vastly shortens proof time and also reduces unnecessary costs, such as couriers for hard copies,” he says. “You save paper, get faster job turnaround and the right people get to see the proofs straight away.”

These factors are why more and more buyers are getting to grips with remote proofing and demanding it as standard from their print partners. One buyer who recently switched to remote proofing says that he has saved as much as £7,000 a job thanks to the reduced cost of printing hard proofs, courier costs and resource time – not forgetting the environmental benefits of generating less waste. However, another buyer warns that, while switching to these systems should be considered as a positive move and can be beneficial in many ways, they should only be used as a complementary tool for certain publications.

For example, for large pagination jobs, where colour matching is not as critical as content – such as catalogues – it may be more than sufficient. For high profile ‘table top’ publications, or packaging, final high-resolution hard copy proofs are still necessary – though remote proofing can be used until then.

The final question companies should ask is whether or not to move to remote proofing for all jobs. While some repro experts give this suggestion the green light – “the idea of remote proofing is to approve the content, not so much the print itself,” argues GMC’s Cartwright – others favour a more cautious approach.

Everyone proofs
“Remote proofing on all jobs would be going a bit far, but I would recommend it on 98% of all jobs,” says Markzware’s Dilling. “Edward Deming – often called the founder of quality assurance processes – was quoted as saying: ‘Quality is everyone’s responsibility’. Proofing, whether remote, soft or hard, is a key part of that process, just as pre-flighting is.”