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Written
by:
Julie
Hasenfus
jhasenfus@gpo.gov
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If you are a "technology adopter" you
are having fun trying out all of today's newest electronic gadgets.
Your VCR began collecting dust as your interest shifted to your new
DVD player. This latest toy can play movies on disc and even plays those
old music CDs which you are certain will be showing up next on technology's
"extinction list," replaced with something better, faster,
and more convenient… Hey, not so fast! There are still a few things
about those CD-ROM discs that are worth taking note of.
CD-ROM
in Demand
Storage media come and go, but CD-ROM
discs are still one of the cheapest ways to store large amounts of data.
It makes sense that this media is also a popular means of distributing
information to the masses since copies of a CD-ROM disc can cost less
than a dollar each (depending on the quantity ordered).
The Government Printing Office offers
in-house duplication of CD-ROM discs and can provide quick turnaround
of orders including disc labels printed in full color and jewel case
inserts printed in black and white, all customized to reflect the content
of the disc.
GPO also procures an enormous number
of CD-ROM discs from commercial vendors. In a single year our customers
purchase well over 2,500,000 discs. The majority of orders received
in GPO's Central Office are placed on a general usage term contract
for CD-ROM replication, called the 890-M. Orders received by the regional
printing procurement offices and orders that do not fit the requirements
of this general usage contract are procured on a one-time basis. Since
many of you will come into contact with CD-ROM contracts in one way
or another, let us make sure we are all speaking the same language.
"A
copy is a copy, right?" Careful…Don't Be Duped!
The term "CD Duplication,"
taken literally, means to copy CD-ROM's. Actually, there are two different
ways to make those copies: Replication and Duplication.
Replication - The process of
"stamping" data onto an injection molded CD-ROM. This process
requires the creation of a "glass master" from the customer-supplied
disc. Using a high-speed stamping process the data is actually built
into the construction of each CD-ROM copy, not added later. One way
to tell that a disc has been replicated is to look for the identification
number most replicators have permanently built into the mold of their
molding press. The easiest way to spot it is to turn the CD-ROM over
for a look at its non-printed side. The numbers will be located on
the clear plastic near the center (core) of the disc. Due to expensive
equipment requirements the cost of entering the replication business
approaches $1 million dollars.
Duplication - The process of
"burning" data onto a pre-manufactured CD-ROM. This process
requires the use of a CD-Recorder to add data to a blank disc. Today
CD-Recorders are included in many personal computers as a standard
hardware feature but they may also be added to a PC as an external
disc drive. These devices require the user to burn one disc at a time,
a process that takes between 1 and 74 minutes depending on the speed
of the recorder. A more automated form of duplication may be accomplished
by buying a stand-alone CD-Duplicator (no computer hookup required).
This device can make many copies of the CD-ROM master simultaneously,
at speeds that can produce 65 or more CD-ROM discs in a single hour.
What
Difference Does It Make?
Armed with those definitions, you know
the basic difference between the two processes and how to tell if you
are really getting what you asked for. You might then wonder if one
method is better than the other? Is one way cheaper than the other?
The following is a list of factors that may help you decide which process
to use:
Longevity - How long do you
expect the data on this CD-ROM to be useful? If you know that users
will need to access the data for over a decade, Replication is recommended.
The life expectancy of a Duplicated disc can be somewhat shorter than
that of a Replicated disc due in part to the potential for light degradation.
This means that given enough time, exposure to light can cause damage
to the layers of data burned onto the tracks of a Duplicated CD-ROM.
This is not a risk associated with Replicated CD's. In fact, melting
and repeated scratching are nearly the only things that can harm the
data stamped onto a Replicated CD-ROM. Keep in mind however that the
archival level of quality of Replicated CD-ROMs is not a necessary
requirement in all cases.
Readability - Pre-manufactured discs are used in the Duplication
process. The CD-ROM comes configured with "tracks" onto
which data will be burned. Although blank discs appear to be "generic,"
track arrangement can vary slightly from one manufacturer to another.
Infrequently, this difference results in an inability to read the
data using one particular CD reading device or another. Replicated
discs do not exhibit this phenomenon.
Data Access Speed - When you
perform a search or click on a link you expect the data to be retrieved
from the proper place on the CD-ROM…and fast! There is no measurable
difference (based on the copying process alone) in the speed to which
your requested data is available. Duplication and Replication should
result in equal performance in this area.
Cost - If you have determined that your disc is not archival
material, your main concern will be to get the copies made using the
most cost-effective method. In that case, the quantity you order is
likely to be the factor that determines which process you choose to
make the copies. An order of 1,000 or fewer copies tends to be cheaper
to produce by Duplication. This fact is mainly due to the fact that
no stamping master is required. The lack of preliminary costs means
that Duplication is a whole lot cheaper when you only need a few dozen
copies! On the other side of the coin, economies of scale never really
come into play when you are Duplicating so long runs will not be cost
effective. It will take the same amount of labor and time to produce
the 200th copy as it did to produce the first copy. GPO Program 890-M
requires the vendor to use the process of Replication. The average
set-up charges (creating the master) on the program are about $400.
Copies made from the master disc get much cheaper as you spread out
the preliminary cost over a larger quantity of discs. For example,
each copy would cost about $4.40 if you order 100, whereas the same
disc would only cost only about .80 cents a copy if you ordered 1,000.
You
Get What You Ask For…
We consider it our duty to provide customers
with expert information and assistance regarding their options. The
more we know about our customer's needs the more accurately we can specify
those requirements in a contract. It then becomes the commercial vendor's
responsibility to meet those written requirements.
One way we can ensure that you get what
you need is by clearly stating which process the vendor will be required
to use. Our contracts make this statement by specifying the "Predominant
Production Function" to be performed by the vendor. Whenever
the customer accepts Duplication as an acceptable option, no special
contract language is required. Vendors will automatically be allowed
to use Duplication if it is, in fact, the most cost-effective method.
However, when customer needs limit the process to Replication only this
must be stated specifically as the Predominant Production Function.
Why does GPO specify the predominant function? To restrict printer's
from subcontracting the CD-ROM creation to someone else. This ensures
that a quality disc will be created by a reputable vendor. Sample language
concerning subcontracting from a current contract reads as follows:
Subcontracting:
The predominant production function is the replication of CD-ROM discs.
Bidders must be licensed replicators. Bidders who must subcontract this
operation will be declared nonresponsible.
After including this language in the
contract, GPO checks to see that the vendor has provided evidence of
their replicating capability before making award.
Need
More Information?
GPO's Institute for Federal Printing
and Electronic Publishing (IFPEP) offers a hands-on course called "CD
Publication" for those who would like to learn more about this
technology.
If you would like to discuss the requirements
of your next CD-ROM job with one of GPO's experts please contact Kirk
Knoll, Head of the Electronic Publishing Management Section
of GPO Customer Service at 202-512-1257. For information regarding our
in-house duplicating/CD data design and development capabilities, please
contact David
McCloskey, Chief, Database Retrieval/Distribution and Applications
Section at 202-512-0710.
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