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Bureau of Graphic Services

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Tips For Submitting Digital Files:

The following guidelines have been designed to help your job move through the pre-press process quickly and to print correctly when sent electronically.

~ It is very important to label your disk clearly with the software program and version used.

~ Identify your file(s) appropriately. For example, be more specific than simply naming a file "brochure". Alway consolidate multiple files as much as possible, and place in the correct order/sequence you wish to have printed.

~ Do not submit more than one version of your file or use disks which may have other, unnecessary files on them.

~ If you can’t provide us with a PDF or PostScript file, include all fonts used (including fonts in EPS images) and electronic images (photos, clip art, and art generated in drawing applications). Be sure the names of the scans/art match what is called for in your document.

~ Always include an accurate hard copy and/or a mock-up of the final layout. If the job is a reprint, provide a printed sample, plus the previous job number, if available.

~ For best results, line art should be 600 dpi. Scanned images and photos should be at least 300 dpi, and for best reproduction quality, not enlarged above 120%.

~ Your text should be proofed for accuracy prior to sending it to us. Because output can vary between different computers and printers, a digital proof will be generated to verify layout and content of multi-page projects. If you edit, correct or move text at this point, considered "authors alterations" (AA's), additional charges will be incurred.

~ Do not submit jobs as e-mail attachments unless previously arranged or identified appropriately.

~ All projects must be accompanied by an authorized BGS-1 job order, to include specifications such as double or single sided printing, type/color of paper, ink colors, quantities, proof requests, etc. These forms authorize us to perform your requested services, and may be obtained through each agency's business office.

~ Call us before sending an order if you have any questions, or let us prepare  jobs for you if you're unsure of correct procedures. We’ll be happy to help with all phases of your print project and in many cases, may save your agency unnecessary costs/charges.

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COMMON FILE PROBLEMS

If prepared correctly, your files will go through production as scheduled, without additional costs. Avoid these common errors so your job won’t need to be fixed:

~ Brochure panels not set up correctly for folding (resulting in uneven or off-centered panels after folded, or text running into folds).

~ Not allowing enough of a margin for the press gripper edge (usually on the short edge of an 8-1/2 x 11 sheet of paper). The standard required is 3/8" or 2-1/2 picas.

~ Booklets not set up properly for correct output size, page breaks not inserted where needed, or lacking blank pages when and where required for accurate duplexing (or leaving blank pages in at the end, unnecessarily).

~ Running heads/footers not setting up page numbering correctly for the industry standards of odd numbered pages on right sided sheets (front) and even page numbers on left side of sheets (back).

~ Unacceptable software applications which are unsuitable for commercial color printing (most Excel, Powerpoint, and Publisher files will not 'color-separate' correctly to print on a press).

~ Improper graphic file formats for logos, art and photos. If you can’t provide a BMP, TIFF, JPG, EPS, or AI image, call us to make sure your files/artwork will be usable/printable. The quality of your final product depends a great deal upon what you provide to the printer.

~ No RGB or Index colors should be used. CMYK and Pantone are the only colors most printing companies accept. Remove all unused colors in your color palette before submitting a file electronically.

~Don't use hairline rules. They may be so fine that they'll appear broken-up when printed. Specify at least .5 or 1/4 point.

For those state agencies who might like additional information about preparing their electronic files for printing, we have created a more detailed, printed brochure entitled "GUIDELINES FOR SUBMITTING DIGITAL FILES TO GRAPHIC SERVICES". This publication offers useful information about file preparation, font and graphic downloading, and explains numerous color issues. If you would like to receive a copy of this informative and easy to read brochure, please call us at 271-3205 or 271-1454. We'll be happy to send you a copy.

Contact Graphic Services.

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