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Physical Job Bags

Anybody out there using physical job bags with any degree of success toroute project materials internally? If so, which works for you:

1) acentralized location for the bags,
2) account managers keep bags in theiroffice for their current jobs,
3) job bag resides with the staff member mostcurrently active in the job (i.e., designer, producer, etc.),
4) other?

Jim Morris Horton Lantz Marocco

We usually have the job jacket in the hands of the person currently activeon the job, usually the artist, but sometimes the AE if it is sitting,needs concepts, copy, need to show the client or whatever.We make copies of all estimates - from vendors, signed from clients, etc. Wefile these copies in a place for the AEs to access, so when its time toestimate or bill, the AE should have access to all expenses, quotes, etc.for that particular job. Thereby they will not have to track down a missingjob jacket for dollars and particulars.

Ryan Brandt Brandt Ronat & Co.

Even though we enter much information into Clients and Profits we still keepa job envelope which includes a hardcopy of the estimate, meeting notes,designer sketches, proof sheets, clients sign off, and samples. All thefolders are kept in a centralized location for both the account manager anddesigner to glance through. When a job is closed it is housed in an onsitestorage area. Any jobs 1 year or older are stored off-site. All accountmanagers and individuals working on the job are encouraged not to keep anymaterials at there desk - but to add them to the job envelope. Everyone iscooperative about this because they know the feeling of looking for aparticular part of the job and not able to locate it.

Jennifer Klaassen @ TheImageGroup

How many jobs do you have open at one time and how do you physically filethem so each job can be easily accessed? Also, as certain tasks arecompleted which need to be routed to another department (i.e. revisedlayout to an AE) does the job bag accompany the layout or not. We are inthe midst of implementing C&P Pro and are revamping our scheduling andtrafficking system at the same time. Any information you or others couldprovide would be most helpful. We currently have about 350 jobs in work.Thanks.

Robert Grusin Creative Marketing

I have a couple questions to add...

1) Do you have a job bag (jacket, ticket) for every job, even small ones?
2) What pieces are included in your "final" job bag at job completion?3) How do you file oversized pieces such as matchprints and storyboards?

Laura Karns Hanon McKendry

Our account executive opens all jobs for his/her clients. Two copies of thejob ticket,with tasks, is run.1.The Acc Exe has a folder (job jacket) with one copy attached that is usedstrictly for the Acc Exe. It holds estimates, correspondence, changes,possibly layout copies or anything the Acc Ex would need to keep the clientup to date and also for billing questions. When the Acc Exe invoices thefinal billing, the folder(job jacket) goes to accounting until the invoiceis paid. Once the invoice is paid, then the folder(job jacket) goes back tothe Acc Ex to dispense with as the Acc Exe sees fit.2. The other copy of the job ticket is given to the production manager. Afolder(job jacket) is kept in the production area. This folder(job jacket)would hold art files, final layouts, copies of vendor invoices, copies ofPO's, anything that the art department/production manager would need.Eventually all traffic information (we are still implementing this). TheCreative/art person would possibly also have a folder, depending on the sizeof the job. When the job is closed, all materials related to that job arecombined. The art files are archived, but the folder(job jacket) stays in acentral filing area in the production area. Samples of all finished jobs arealso kept in a central area. These are all labeled with the vendor used andjob number and date.

Deanna Cummins
David K Burnap Advertising Agency Inc.

We use job jackets if that's what you're talking about. Every agency I'veever worked for uses them. They follow the job, with the traffic managercontrolling the process. In a lot of instances, the jackets reside intraffic - for example, if the job is out for approval, in production (theproduction manager keeps her own job jacket and when the job is closed, thedockets are combined), on hold, etc... With all the digital advances ingraphics, the importance of the job jacket(docket) is minimized, but it'sstill important. Accounting also keeps job jackets to put all back-up inbecause we send back-up out with every invoice, but these are strictly foraccounting use.

Mary McMurtrey Just Partners

In response to the job jacket debacle... We use clear plastic job jacketsthat hang on S hooks from grids on our walls. The only time a job is onyour desk is when you're working on it (as a copywriter, writing; artist,designing; AE, presenting; etc.) Our walls have different designations:Estimating, In Design (hanging on the wall in the art room, cued up forwork), Out for Review (art with the client, AE to follow up), Ready forBilling. And how do we find out which wall a jacket is on? C&P. Ourproduction status codes match the designations on the wall - so, if youcan't get the info. you need from the C&P file you know which wall to check.We track 100 to 150 jobs at a time with this system. Hope this helps.

Courtenay Chamberlin LJ Sands & Associates

We use job dockets. As soon as aj ob ticket is opened and printed, it isattached to a docket. The job docket stays with the AE and a copy of theticket goes through the various departments as the job progresses.Information, photos, copies of Jobb Cost AP's etc. are all routed backto the docket as they come in, and not to the actual department wherethe job is located.That's my way. Hope this info helps.

Sebastian Ogden Quantum Communications Kingston, Jamaica

Hi Laura, Sonja, Catherine and I have been reviewing the message board to get more information on C&P and saw your message. We used to have job bags for everything and it was a huge administrative task to prepare them and follow them through the process. We got rid of them about a year ago. Our job bags are "electronic" now. When the project shows up in your work queue you access it on the LAN to work on it. Approvals are done on pdfs in a central approval folder. Color outputs for client concept presentations are held by the Art Director or AE. Once scanned, transparencies are centrally located with the color management specialist. Iris proofs and matchprints are kept in Imaging and Prepress. It really didn't take long to transition to this, and it was worth it. Hope this helps.

Cathie Denney