1.
How long will the binder be used?
The
expected life of the binder and its contents should be fairly closely
determined. The choice of lightweight or heavy-duty materials largely
depends on how long and how much the binder will be used. The proper
selection of materials to fit the life expectancy of the binder and
its contents is a major consideration in lowering overall costs. Lightweight,
less expensive materials need not lessen the attractiveness of the binder
or company prestige. It would be wasteful to put more into the binder
than could possibly be used.
2.
How much will the binder be used?
The extent of use is equally as important as the duration of use in
determining the most suitable materials. A binder only occasionally
referred to with a service life expectancy of five years may have material
specifications similar to a binder that will be in use for one year
but will receive constant handling.
3.
Under what conditions will the binder be used?
Binders that
are used in the factory for service, repair, or installation data, for
example, may be exposed to oily hands, dirt, or sharp objects not found
in an office. Binders that are used in the field, such as sales catalogs
(see easel binders), may undergo constant handling. A parts or price
catalog, which is only occasionally referred to by the dealer, may receive
less handling and wear. The binder and its contents should be designed
to withstand the conditions and rugged use it may receive within its
lifespan.
4.
How many copies will be issued?
Based on the
amount of work and expense involved, preparatory costs, etc., the optimum
quantity should be determined with regard to budget allocations. This
quantity should be equated to distribution needs to arrive at the best
per unit cost. If the optimum quantity and your distribution needs are
far apart, consider adding to or condensing the contents, changing the
binder selection, or altering the distribution figure.
5.
Is the binder for customer use?
For customer
use, the overall appearance and cover design should have special eye
appeal and convey business integrity, confidence, prestige, and stability.
It should have clear backbone (spine) and front cover identifications.
It should be designed to fit standard shelving or the average desk drawer.
6.
Is the binder for trade use?
Binders used
by dealers, wholesalers, and jobbers should be designed for easy handling,
be practical for counter use, should incorporate quick sheet changing,
and should be indexed clearly and completely to enhance the referencing
ease.
It should
be designed to withstand conditions peculiar to particular industries.
For example: vehicle parts catalogs may be handled in oily surroundings;
catalogs used outdoors may be rain or other harmful conditions.
7.
Is the binder for salesmen's use?
Salesmen need
a binder that is ruggedly constructed to undergo constant use. It should
be easy to handle, and not too heavy. For product and price reference,
it should have a fast acting mechanism and be indexed. A binder used
for customer presentations should not be too bulky. Easel display binders
and sample kits should be used when necessary.
8.
Will the binder be used internally?
If the binder
is one that will be used within the company, such as a policy, personnel
or management manual, many of the conditions surrounding its use and
care can be controlled. Therefore, shortcuts and economies can be made
which would otherwise be inadvisable. For example: a flat or rounded
steel riveted backbone may be used, rather than a rounded steel concealed
rivet backbone.9.
Is the binder intended primarily for shelf reference?
For shelf
use, the rigidity of the cover and clear backbone identification are
salient considerations. Outstanding color and appropriate size are also
important. Your binder will be used if it is easy to "spot."
10.
What will the capacity be?
The capacity
requirement is determined by the quantity and weight of the sheets and
other inserts. For example: 1" of 13 lb. bond paper will include
175 sheets. The build-up of indexes, expected expansion, and the possible
future addition of miscellaneous literature should be considered. Reinforcement
used at the binding edge, scored indexes, or dividers will tend to cause
a build-up and increase the overall capacity requirements. Furthermore,
if the binder has a long life expectancy the normal build-up caused
by folds and wrinkles swells the contents considerably. (It is always
best to specify binder capacity in terms of content inches. Refer to
chart for sheet capacity.)
11.
What will the sheet size be?
The sheet
size will be determined by several factors: The size of the type page,
the style of mechanism, and the capacity requirements. Consider conformance
to your industry or trade association standards. Occasionally it is
wise to enlarge or decrease the type page to establish a sheet build-up
most suitable to the mechanism required for a particular application.
12.
What weight and strength of paper will be used?
The weight
and strength of the paper will depend on the capacity requirements,
the particular application, and the type of mechanism used. Generally,
enameled book paper and offset stock are suitable for catalogs, manuals,
etc., bond paper for price lists, and ledger paper and bristol stocks
for indexes or dividers. Enameled book papers or coated offset stocks
reproduce a clear halftone and are often selected for this reason. If
they must be used in a ring or prong binder their tendency to tear would
decrease with the addition of more rings or prongs and the use of heavier
weight stocks. For narrow catalog sheets a ring or prong binder using
bond or ledger paper should be specified.
13.
Will there be need for frequent sheet changes?
A fast-action
mechanism is required for frequent sheet changes in any part of the
binder. A post style binder with removal bar enables removal or insertion
at any point in the contents with relative ease. With ring or prong
type binders sheet changes are even simpler. When other factors preclude
the use of ring, prong, or fast-action post binder, equipped with removal
bar, the solution often is slotting the holes, enabling sheet changes
without opening the mechanism. When the holes are slotted, the chance
of page tearing is increased. To compensate for this the binder should
provide sheet compression or a stringer and heavier weight stock should
be used. An actual study prior to binder selection should be made to
determine how often sheet changes are to occur. If changes are infrequent
a slower-action mechanism may be used. Often sheet additions will follow
a sequence, being placed in the front or the back of the binder. Then
it is not necessary to remove a section of the contents with a removal
bar, and a slower-action mechanism not requiring a special design for
quick center insertions may be used.
14.
Is it necessary that the sheets lie perfectly flat?
It is only
ring and prong type binders that permit the sheets to lie perfectly
flat with the total binding edge horizontal and in view. Expanding,
telescopic type post binders approach this exposure when not filled
to capacity. Post binders, spring and clip binders, strap and lace binders
draw together and conceal the binding edge. Sheets must fold over from
a vertical position to lie flat. Lightweight sheets fold over with a
small radius. Heavy-weight sheets tend to form a larger radius, therefore
a larger binding margin should be allowed to avoid hiding part of the
type page. Indexes or sectional dividers should be scored so as not
to further incline the sheets.
15.
Should the sheets be interchangeable with other binders?
If other binders in use contain data that may later constitute a worthwhile
additions to your binder, try to standardize the hole punching and sheet
size. Standard three-hole punching is most popular because it allows
the user to punch inserts without the need for uncommon special equipment.
However, using standard punching often invites extraneous materials
into your binder, especially by independent salesmen or dealers. To
discourage this, the loose-leaf planner may select special punching.
16.
What type and size of hole punching will be used?
Generally speaking, the more holes along the binding edge the greater
the tear strength of the sheet. The multiple ring mechanism requiring
hole punching every half-inch gives needed tear strength to lightweight
enameled book paper and coated offset stocks. Most binders can be specially
designed for any required hole punching. Each ring, prong, or post diameter
size requires a hole diameter generally 1/16" to 1/8" larger.
Undersized or inaccurate punching restricts free movement of the contents
and tends to fray and tear the sheets.
17.
Is sheet compression required?
A mechanism providing sheet compression holds the sheets securely in
place at the binding edge and eliminates movement which might tear or
weaken the hole punching. Post binders using light-weight enameled book
paper and offset stocks or slotted hole punching should include compression
features. See a compression binder.
18.
Is a stiff or flexible cover needed?
A flexible cover has the following advantages: it is easier to handle;
it is lighter in weight; it will accommodate inside pockets better;
it can be inserted into a carrying case with greater ease. A good grade
flexible cover will tend to wear better than a stiff cover of average
weight with excessive handling. Very often the physical behavior of
certain covering materials prohibits their use for three-ply flexible
covering because of their resistance to folding. This is true of most
heavier-weight paper-based materials and heavier-weight leathers.A stiff
cover, using binder boards, has the following advantages: it will stand
on end better; it will offer more protection for the cover design, especially
where silk-screening is applied over a sizable area; it will permit
bevelling of the cover edges; it will permit a padded cover construction;
it will permit acetate laminate covers. A stiff cover is usually better
suited for attaching carrying handles. It helps reduce chaffing of the
contents. It is required for heavy duty binder construction.
19.
Should the binder provide for expansion?
Most binders should provide for expansion whether or not additional
sheets are planned. This is true because of sheet swelling caused by
normal wear, the addition of reinforcement at the binding edge, the
use of acetate envelopes, or any number of incidental additions made
after distribution. A built-in capacity provision should be 10 to 25
percent. If inserts are added regularly, the amount should be calculated
in advance and expansion allowance made. Regardless of how organized
the contents may be particular individuals may want to make insertions
for their own convenience. If this is done and the binder provided has
insufficient capacity, these additions will measurably reduce the life
expectancy of the binder. They will tend to make it bulge and weaken
the hinging, stitching, and gluing. Pockets built into the inside cover
of the binder will also measurably reduce its capacity unless the back
of the binder is enlarged to compensate for the bulk of pocket contents.
20.
How decorative should the cover design be?
Your binder is your silent salesperson. It should give its users a favorable
impression of the company it represents. The covering material should
be colorful and attractively grained. The printing, stamping, embossing,
or silk-screening should be contrasting and clear. The binder should
be smartly dressed just as you would expect a salesperson to be. Do
not choose a material that will become wrinkled and shabby and baggy
at the hinges after a short while.
21. How have your competitors handled
their presentation?
One of the first planning considerations should be an examination of
how your competitors handled their binder or binder presentation. All
competitive literature and binders should be carefully reviewed and
the better elements kept in mind for possible incorporation in your
binder. You should strive to excel the competitor's treatment, not by
producing a better carbon copy or by lavish expenditures, but by producing
a binder that is easier to handle, easier to refer to, easier to present,
and more outstanding. Make your binder an optimum producer by keeping
its use, function, and appearance a primary concern during the planning
stages. Specialty Loose Leaf is proud to boast about one of the best
design teams in the country that can help you to create that better
binder.
22.
What kind and how many indexes will be required?
Proper indexing is a vital part of loose-leaf planning and should not
be left as an afterthought. Choose an index of suitable strength and
durability for the use the binder will receive. A binder designed for
customer presentation may be leafed through in sequence and not require
a great amount of indexing. Management reports, policy manuals, and
educational manuals may require a smaller index breakdown than parts
and price catalogs which may be used for random item reference. There
are several basic index types: a die-cut tab, a celluloid fused tab,
a celluloid insert tab, a linen tab, a leather or imitation leather
tab, a self-attaching celluloid insert tab, and a self-attaching metal
frame insert tab. These tabs can be attached to a variety of papers,
bristol stocks, linen stocks, and covering materials. Popularly a strong
ledger stock is used. For extension type index tabs, the cover must
be large enough to extend beyond the tabs.A fast reference binder should
be amply indexed according to an adequate classification breakdown.
The use of colored tabs, different type faces, sizes, and positions,
numbers, letters, and clear titles will help visualization and make
the indexing more efficient. Often the index sheet is used for additional
copy or illustrations. If sheets will be added regularly, new indexes
should be supplied as needed. A binder provided for general reference
is only half a product until proper indexing is inserted, making it
a quick reference book. There should be sufficient indexing to permit
location of the required data in three to five seconds.
23.
Is it intended that the binder outlast the contents?
If the contents are to be replaced periodically using the same binder,
a sturdy covering material and mechanism should be selected at the beginning,
preferably a cover of heavy-weight imitation leather, buckram, or genuine
leather. Metal hinging and reinforcing at all critical points should
be considered. If possible, do not print a date on your binder.
24.
Will the contents be protected by acetate envelopes or sheets?
Acetate envelopes can be a very functional addition to your binder or
presentation. They can serve to protect pages referred to most often,
to mount photographs, swatches, testimonial letters, and other data
that will strengthen your message. However, the capacity build-up should
be considered, for example: ten acetate envelopes, .005 gauge, take
up one-half inch of binder capacity. If fabrics or bulky materials are
placed on the mounting sheet the capacity build-up will be increased.
25.
Will the presentation include actual product displays?
For manufacturers and distributors of products that lie flat, such as
fabrics, rugs, greeting cards, tile, social stationary, wallpaper, veneers,
decals, emblems, buttons, maps, sandpaper, paints, artwork, etc., the
product itself can often be displayed in a binder for a sales presentation.
The most effective sales presentations are those that include the actual
products themselves.
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