The editorial staff at the Wisconsin Historical Society’s (WHS) Wisconsin Magazine of History (WMH) and the graphic design staff at The AVS Group employ all-electronic tools to manage information and proofs for the quarterly publication. Production schedules and costs show significant savings compared to traditional graphic design service fulfillment methods.

• Reduced time in communication
• Reduced time and effort exchanging drafts
• Better documentation of drafts
• Easy online access to current designs, contents, and information
• Continual customer access to updated layout file

The Wisconsin Historical Society procurement process began with an RFP (Request for Proposal) sent to an e-mail list of Wisconsin businesses and individuals. The AVS Group submitted a proposal, and was selected as a finalist. After an interview at the WMH office in Madison, Wisconsin, The AVS Group was awarded a one-year contract with a one-year extension option.

The Wisconsin Historical Society recently asked The AVS Group to extend the contract for another year, stating that “the Wisconsin Historical Society’s staff truly enjoys working with AVS’s staff and hopes to be able to continue doing so.”

• Private Web site on The AVS Group server, with a proofs page and linked PDF proofs
• Web pages for contact information, pagination plans, schedules, and other references
• Private FTP (File Transfer Protocol) site for electronic transfer
• PDF (Portable Document Format) files and annotations

The magazine page-building process starts with a design meeting to view and discuss the new articles and images. Rough text and low-resolution image files are uploaded to the FTP site by the editorial staff for draft one design efforts. After each article is designed, a screen-optimized PDF is posted on the Web site for review.

The screen-optimized PDF proofs are opened, saved to local servers, and routed at the Wisconsin Historical Society office. Annotations capture editorial feedback for the next draft cycle. The annotated PDF proofs return to AVS electronically using the FTP site, along with new text files. E-mail commentary occasionally supplements the annotations.

The AVS Group graphic design staff reads the annotations and e-mails, implements changes in the layouts, and posts new PDF files to begin the next draft cycle. The production process is completed in three drafts, and the final layout files are loaded to CD and shipped to the Wisconsin Historical Society office, along with color laser proofs.

In addition, the layout file is uploaded to the FTP site after each day’s work, and the editorial staff can easily download, open, and view current image information for development of high-resolution scanning instructions for the printer.

“We have been extremely pleased with AVS’s electronic production capabilities. By using the comprehensive set of electronic tools that AVS offers, we are able to send text and images electronically via FTP, and receive page layouts in PDF format, which we can download at any time from our Project Web site. E-mail allows us to communicate quickly and efficiently. We can route, comment, and return proofs all electronically with no wasted time, paper, or postage. AVS’s electronic production tools have freed us from worrying about delivery of materials and given us more time to focus on the design of the Magazine of History.”

Diane T. Drexler
Managing Editor, Wisconsin Magazine of History

In addition, the editors have complimented The AVS Group designers on the improved page layouts and more interesting use of color, “kicking it up a notch or two,” as one remarked.