Hard Copy

Enhanced Definition

In the mainframe context, **hard copy** refers to any physical, tangible output generated by the system, typically printed on paper. This includes reports, job logs, system messages, and other data produced by applications or the operating system, intended for human review or archival. It represents the printed form of data that originates from mainframe processing.

Key Characteristics

- Physical Medium: Hard copy is always a physical document, usually printed on paper, as opposed to digital or screen-based output (soft copy).
- Batch Job Output: Often generated as output from batch jobs, where SYSOUT datasets are directed to a printer or a print spool.
- Spooling and Printing: Output is typically spooled by the Job Entry Subsystem (JES2 or JES3) to a print queue before being sent to a physical printer (e.g., line printers, laser printers).
- Archival and Audit: Frequently used for official records, audit trails, regulatory compliance, and long-term physical archives.
- Fixed Format: Once printed, the content is fixed and cannot be easily altered, providing a static record of information at a specific point in time.

Use Cases

- Batch Job Logs: Printing SYSOUT datasets containing job execution messages, program output, and system diagnostics for post-execution analysis and troubleshooting.
- Financial Reports: Generating monthly statements, invoices, payroll reports, and other critical business documents for distribution to customers or internal departments.
- Audit Trails: Producing physical records of transactions, system events, or security logs for compliance and regulatory auditing purposes.
- System Console Logs: Printing console messages and operator commands for historical review and operational record-keeping.
- Documentation and Manuals: Creating physical copies of system documentation, user manuals, or operational procedures derived from mainframe data.

Related Concepts

Hard copy is intrinsically linked to the Job Entry Subsystem (JES2/JES3), which manages the spooling, scheduling, and printing of output from mainframe jobs. It is the physical manifestation of SYSOUT datasets defined in JCL (Job Control Language) and generated by COBOL, PL/I, or Assembler programs. It stands in contrast to soft copy, which refers to digital output viewed on screens or stored electronically (e.g., PDF files, online SYSOUT viewers, SAR/DRS systems).

Best Practices:

Minimize Unnecessary Printing: Evaluate the necessity of every hard copy. Utilize soft copy alternatives (e.g., SAR/DRS systems, PDF generation, online SYSOUT viewers) to reduce paper, toner, and printer resource consumption.
Secure Handling: For sensitive data, ensure hard copies are handled, stored, and disposed of securely according to organizational policies (e.g., shredding, secure storage).
Proper SYSOUT Class and DEST: Define appropriate SYSOUT classes and DEST parameters in JCL to ensure output is routed to the correct printer or print queue.
Automate Where Essential: For high-volume, routine reports, automate the printing process but implement monitoring to detect and resolve print failures promptly.
Regular Review: Periodically review printing requirements and output destinations to ensure they remain relevant and efficient, consolidating or eliminating redundant print jobs.