The first stage of proofing is called soft proofing, or monitor proofing, because a design is proofed directly on a calibrated monitor. Further editing and corrections are made and when the design is suitable, the file is sent through a digital proofing system. A copy is output to be checked for correctness and once approved, the job is sent to the digital equipment for output.

ICC (International Color Consortium) color management allows for accurate CMYK color representation on RGB monitors. LCD (Liquid Crystal Display) monitors are continually improving that allow for better color matching between the screen and the printed page under controlled conditions. As technology improves, it is possible that all proofing will be accomplished with soft proofing in the near future.

It can be beneficial to output a proof from the digital press on which the job will be printed. The printed proof can take the place of, or be in addition to the proof from a digital proofer. The press proof can be printed on the actual substrate selected for the job. Because of digital technology, there is no press make-ready and no paper waste, so one copy can be printed quickly and accurately. When using conventional printing equipment, producing one copy requires the same make-ready time and paper waste as printing several thousand. The convenience of using digital printing equipment allows the customer to examine a proof that will look exactly like the finished job.

There are many instances when the facility producing the design for a digital print application cannot output a proof. The files must be sent to a remote location where hard copies of the proofs can be output. A wide range of file transfer options now make it possible to send files electronically to any location. File transfer saves time and money by eliminating the need for overnight courier services and streamlining the proof-approval process.

On many occasions it may not be necessary to supply a hard copy for proofing purposes. Soft proofing, also known as monitor proofing, may be sufficient for some applications. Remote soft proofing is generally used for checking content, fonts, bleeds, positioning, and color breaks, but it is difficult to use for color matching unless proper color management is used to allow for accurate representation of CMYK values on a computer monitor.

There are many of the proofing services and solutions that offer several of the same basic capabilities, which include:

• The ability to markup proofs with digital tools and maintain a record of any comments.
  
  
• The capability of allowing several viewers to interact with the proof at the same time.
  
  
• Notification via e-mail when the proofs can be viewed and have been approved.

In order for remote digital proofing to be an effective process, the following points should be considered:

• It is essential to have a reliable, fast, and cost-effective method to transfer the file, such as a high-speed connection, either through Internet access or a private network. The speed of transferring files may vary depending on the size of your files and how often you send them.
  
  
• Software should be used that allows on-screen viewing and proofing over a network so that people in different locations can collaborate on a project interactively.
  
  
• It is important to have a color-management system that is accurate across several different computers.
  
  
• Decide if the proof is being used to evaluate color or just to evaluate content. The way in which the proof will be used determines how precise the color must be.
  
  
• A color target should be established for the proof and a means to guarantee color at the receiving site.