Writing Revisable Manuals chap8.htm Binding

Binding

There are a variety of binding methods that are suitable for manuals, such as perfect binding, metal spiral, and plastic cerlux. However, for modular manuals, where manual holders must be able to remove old modules and add new ones, the best type of binding is a 3-ring binder.

Custom Ordering Binders

Undisplayed Graphic Binders can be bought off-the-shelf at you local office supply retailer, or custom made by a local bindery. In most cases, it’s cheaper to order directly from the bindery. Ask what options you have before ordering. Most binderies can make them up to any specification, including printing full-colour graphics on the cover.

The chances of someone using a manual are inversely proportional to its size. – William Horton

In most cases, you’ll need to determine the binder size before you can finalize the artwork for the cover and spine. Before you can determine the binder size, you’ll need to know how many pages will be in themanual. Once you have a rough page count, look up the binder size using the binder capacity table in Appendix F. Don’t overstuff the binders—aim for about 75% of the rated capacity.

Try to get at least three price quotations from different binderies. Provide them with the specifications for the binders and ask them to provide you with a quote based on the number of manuals you’ll be producing. Make sure you order some spares—it’s a lot cheaper to order a few extra now, than go back later and have them reprinted.

Undisplayed Graphic

Your specification should include:

the number, size and colour of 3-ring binders needed (D-ring if the ring is over one inch in diameter)
whether the artwork will be printed on the binder or onto trap sheets
a sheet lifter for the front of D-ring binders
13 to 15 gauge swade vinyl
120 lb board for binders one inch and above

Table: Pros and Cons of Methods of Printing Binders

*Method*	*Advantages*	*Disadvantages*
Trap Sheets	less expensive to print extra binders can be bought when necessary print quality high binders can be re-used if necessary fewer design constraints	not as professional looking it takes a lot of work to insert the printing trap sheets
Printing on to Binder (silkscreening)	looks professional less effort to prepare binders	more expensive must buy all the binders you’ll need if the organization name or logo changes, the binders must be replaced design limitations imposed by vinyl finish

Cover Design

Have the artwork for the cover and spine designed by a professional graphic artist. If you don’t have access to one in-house, use an outside agency. A reader’s first impression of a manual comes from the artwork on the cover. Don’t discourage readers from using the manual by making a poor first impression.

Start the process early. Don’t leave the cover till last. Good ideas often take time to develop. It’s best to start by brainstorming ideas, then take the best three and have the graphic artist develop them into artistic comps (detailed sketches of what the covers would look like). Choose the best one and have the camera-ready artwork prepared based on that comp.

If you’re using binders with trap sheets (clear plastic pockets on the front covers and spines), you’ll need to size the inserts very carefully. If you’re using an outside agency, provide a sample binder. The agency will provide the printers with the artwork and printing specifications.

If you’re printing the cover artwork directly onto the binder, the camera-ready artwork must go to the bindery. If you’re printing onto trap sheets, it may have to be printed elsewhere. Talk to your bindery.

Divider Tabs

Divider tabs are used to make it easier for the reader to find the chapters faster, or to go directly to the chapter without referring to the table of contents. For 2-level and 3-level modular manuals, don’t use a tab for every module—you would end up with a forest of overlapping tabs, and every time you added a new module or changed a title or number, you would have to print a new tab.

Tabs come in banks, each bank consisting of a row of tabs.

Tabs should be printed on cardstock (usually 10pt to 12pt cardstock) in a colour matching the colour scheme of the binder and cover art. The tabs should be laminated with the chapter number and title shown on both sides. Divider tabs are usually prepared by the bindery.