ART/GRAPHICS PROOFING & VARIABLE OUTPUT INSTRUCTION

Transcription

1 Page 1 of Purpose & Scope To provide instruction to Art/Graphics Associates ensuring that they provide mistake free first copy of artwork/layout to customers for proof approval and obtain proper customer sign off. This also provides instruction to Sales, PMs, and Production Scheduler on requirements for methods of customer signoff. This instruction encompasses the process from Art Department proofing through variable data inclusion and final client signoff. 2. Definitions Proof Approval Slip (TG 164 rev 5/09 ABS Card Quality Checking Procedures Art/Graphics Closeout Checklist (TGQ 6.71) Camera-Ready Copy Digital Proof Request TGQ 28.0 Fast-Track Job Gage & Instrument Record Listing (TGQ 11.3 rev. 1, ) Press Layout/Closeout (TGQ 6.72) Used to obtain written customer approval of artwork. Customer has 3 options; ok as is, Ok with changes or new proof required (make changes and submit another proof). Form to insure new and revised plastic card images are changed in all relevant departments. Document which records the job number, customer, description of job, file name and location, when it was sent out to be proofed by client, date task completed, supplies used and any production problems that occurred while processing the job. Camera-Ready copy refers to client input that is deemed to be ready for platemaking or digital output without further manipulation by TGI Associates. Document requesting customer proofs. TGI jobs meeting of the following criteria: no mail or IM processing, 1 hour or less Art time, $500 or less invoice. A record of all inspection, measuring and test equipment used by TGI Associates to verify the acceptability of product. An internal form that is initiated by TGI estimators that indicates layout specifications to Art/Graphics Associates and that specific checks are performed. Sequence Report TGQ 9.8 A document that reflects the sequence of Variable Print jobs used for quality checks (i.e., 1, 500, 501, etc.). In some instances, such as north south sorted jobs and hand insert match jobs, the sequence report will reflect the exact

2 Page 2 of 11 Definitions (Continued) sequencing of laser print letters. The report may include variable print data in addition to the mailing name, address, city, state, zip and record number. This report is used to break and track quantities into batches by Laser or Digital Color Print Associates. 3. Responsibilities ART/GRAPHICS PM PROD SCHED Art/Graphics Associates Project Manager Production Scheduler SALES/PM Account Director or Project Manager 4. Authority ART DIR VPIS Art Director Vice President, Information Services 5. Revision History Revision 22 - (5/20/08) - Changes throughout. Re-training required. Revision 23 - (3/31/11) - Added a form to the definitions, replaced indigo with digital device and IGEN, and changed minimum retention for seq report and setup sheet. No retraining required. Revision 24 - (3/29/2012) - Changes throughout WI. Re-training is required. Revision 25 - (1/28/2013) - Addition of 2 new forms and changes to step 5. Re-training is required. Revision 26 - (7/1/2013) - changed a definition. Retraining required. Revision 27 - (9/16/14) - Adding step #3. Color check. Retraining is required. Revision 28 - (3/10/15) - Changes to Step 3 and Step 6. Re-training is required. Revision 29 - (1/7/16) - Added steps 12 and 13. Retraining is required.

3 Page 3 of 11 Revision History (Continued) Revision 30 (5/17/18) - changes throughout. Retraining is required. Revision 31 (5/25/18) - Changes to steps 1, 2 and 3. Retraining is required. Revision (6/15/18) - Changes to step 10. Retraining is required. 6. Instructions 1. Spell Check Text A qualified Art/Graphic Associate shall spell check TGI generated documents in the software program that artwork/layout was created, provided the software program has the spell check option. If spell check feature is not available within the software, another Graphics associate will manually spell check by reading. This step will not be performed when input is camera-ready. 2. Proof Text No document with known errors shall be submitted to client. Another qualified Art/Graphic Associate shall manually proof generated art against client's supplied original and any subsequent change documents (which will specify further requested changes submitted after initial job entry) specifically checking proper names, dates, addresses and numerical figures. They shall also check paragraph indents. Client supplied files that are deemed to be camera-ready and quoted for output without any modifications will not be proofed by Graphics for text or content, but overall look, positioning, fonts, colors, folds and other elements will be compared to client hardcopy sample. TGI's standard policy is to estimate camera-ready graphics time and charges based on client providing pre-proofed files, with only overall Art/Graphic proofing required. In these cases, the documents shall be visually scanned for glaring errors. If errors are noted, or client is known to submit documents with errors, verify with Sales/PM that client does not want TGI to proof. Both Art Associates will initial task sheet after proofing. 3. Color Check Client supplied documents in InDesign format that will print in SPOT, CMYK or B&W will be preflighted for color using the following procedure 1. Open color panel and choose "Select unused" from the drop down menu, then choose to delete all unused colors. 2. Verify that the remaining colors in the panel are the correct colors specified in VeraCore task. 3. If colors are incorrect, determine necessary steps to correct color and notify PM if new

4 Page 4 of 11 Instructions (Continued) artwork is required. 4. Check for color type by double clicking on the color swatch. All colors should be built as CMYK or SPOT. If RGB color is selected, change the color to process CMYK. 5. Verify colors are separating correctly by opening the separation panel. Client supplied documents in PDF format that will print in either 4/color, spot or B&W will be preflighted for color using the following procedure: 1. Open Edit > Preflight 2. Choose Digital Printing and Online Publishing a. Choose Digital Printing Color for igen and 4/color offset printing - converts all colors CMYK b. Choose Digital Printing B&W for Nuvera and B&W offset printing - converts all colors to B/W 3. Save pdf for output generation. Client supplied documents in PDF format that will print in PMS/SPOT color(s) will be preflighted for color using the following procedure: Using Pitstop - Print Production - Output preview to verify colors used. 4. Overall Check to Specifications An Art Associate will manually proof generated art against client's supplied original. If no hardcopy sample has been provided by the client, it is the responsibility of Sales/PM associate to output a sample for reference by the Art associate and place this sample in the job ticket. If the file format does not allow for the Sales/PM associate to output the sample, the Sales/PM associate will request a "viewing".pdf from the client or a hard copy sample. If it is impossible to obtain a hardopy for reference by the Art associate, then it is the responsibility of the Sales/PM associate to verify the proof is correct and stress the importance of the proofing process with the client. Review the overall job per Veracore specification, including bleeds, folds, perforation, numbering, pantone and process colors, die cuts and drilling.

5 Page 5 of 11 Instructions (Continued) Review Veracore documentation to ensure that output is correct for postal class, etc. Verify the correct indicia is used, if applicable and verify positioning of barcodes etc.by using a USPS template. 2D-Verify location with Mail Floor Production Lead. 5. Variable Digital Printing proofs For variable Digital jobs, verify that you have received TGQ 9.8 for the specific file (s). Using these documents, check the following: Date-date on sequence reports will be the date of the records you are scheduled to print. (May not be today's date due to holds etc) If date is not listed, review instructions for static date provided by the PM. Compare the screen shot of 1st data record to sequence report. Verify that barcodes & OELS (optional endorsement lines) are included if on TGQ 9.8. In multi-part files, where some are presorted and some are not, these fields will be empty on the non-presorted files, but the fields will be present. Verify that indicias are present on presorted files, where needed and not on "stamp" files. OEL, sack/pack & barcodes also do not print on Stamp (non-presorted) files. Verify that record quantity matches reports. These steps shall be followed when preparing proofs as well as during the actual production runs. The art areas on TGQ 9.8 shall be initialed with time and date when final files pass inspection. 6. Perform Review The Art Associate will perform a review of the hard copy output from the digital press, comparing the highlighted copy provided from the Sales/PM associate to the proof copies to verify the placement of the variable records. If applicable, the 2D Barcode will be checked for accuracy and a sample will be shown to the inserter operator to verify placement is correct. 7. Submit Proof for Approval Review ProMail to determine method of proof. PDF proofing If a.pdf proof is requested, accompany this.pdf proof with an actual hardcopy printed from the Digital device the job will be produced on. (This step must be done even if no hard copy proof is requested.) The client appointed representative will be responsible for signing off on the color for this proof if client only requires a.pdf proof. When sending these proofs to the Digital device, label them with the appropriate version #. ie: Delphi-1.

6 Page 6 of 11 Instructions (Continued) Hardcopy Proof will be actual size, folded to final size. Perfs, die cuts, and drilling shall be indicated if applicable. Include a Proof Slip TG-164 clearly indicating a description of the job and the job number for reference, along with the date the proof was provided. Jobs printing in spot color(s) will have attachment(s) of PMS spot color chip(s). Jobs printing in 4-color process will be printed on one of the Digital devices. Jobs printing on a Digital device will receive a Digital proof from the device that the final job will be printed on. If the device changes after proofing is complete, a new proof will be produced on the New Digital device and the client or an appointed TGI representative will sign off on the new color proof. Job ticket will have a completed TGQ 28.0 Digital Color Proof form in the job sleeve with the appropriate version # circled on the form and be placed in the proof bin at the Digital device. 8. Monitor Return of Proofs The Production Scheduler, Sales or PM shall monitor the return of proofs for deadline purposes and will follow up with the client. The Art Department will not release output to the next process area (TGI internal or external) until sign-off is received. If signoff is obtained via , the must be printed and attached to TGI's copy of the proof. The must be specific regarding the version they are approving. Approvals made by phone shall be documented by the associate receiving the call, and attempts must always be made to get this in writing. Hardcopy should always be delivered to client for approval when client did not provide hardcopy sample specified in section 5.3 and job is multi-color or has any folds, perfs, drilling, or die-cuts. In cases where hardcopy delivery and return is not possible, and PDF proof approval is delivered or returned in its place, authorization must be obtained by a client designated TGI representative to release job to next process. This rule is in place due to the many variations that do occur in color and misunderstandings that can occur regarding finishing options. These issues are magnified when neither client or TGI associate have seen the physical piece as envisioned by the other party and are comparing an electronic version to their hardcopy. 9. Return of Proofs with Changes Proofs returned with changes require a change order and Veracore documentation. The Art Associate will initial the task sheet indicating the changes have been made. No changes shall

7 Page 7 of 11 Instructions (Continued) be made to a file after the client has approved the final proof. 10. Final Review Art Associates will follow the plate proofing check list TGQ 16.1, when verifying plates that are ready for printing. Both associates will sign off on Press Layout/Closeout (TGQ 6.72) as their approval that the job can move forward. 11. Forward to next Processing Department Upon completion of all approvals, output shall be forwarded to the next department with the following documentation: Press - Veracore task sheet(s), customer sign-off, hardcopy proof for color match, Press/Layout Closeout TG 6.72 (not present in Fast-Track jobs). Digital - Veracore task sheet(s), customer sign-off, color sample, Digital Print Setup Sheet (TGQ 9.8) where applicable, sample with variable highlighted (only on more complex jobs). Stamp the Press task with the red APPROVED stamp, place ticket with all the above items in the respective bins located near the IGEN. Verify that correct file is at the Digital Device and all old files have been deleted. 12. ABS Cards All of the above with the addition of ABS Card Quality Checking Procedures TGQ The Art Department will deliver form with appropriate copy to IM dept. 7. Procedure References Control of Changes QSP Control of Production and Service Procedure QSP Identification and Traceability QSP Post Delivery Activities Procedure QSP Preservation QSP Property Belonging to Clients or External Providers Procedure QSP 8.5.3

8 Page 8 of Instruction References DIGITAL PRINT PRODUCTION WI Records Sequence Report SR Retain for a minimum of 6 mos. Proof Approval Slip TG-164 Retain for a minimum of 90 days Art/Graphics Closeout Checklist TGQ 6.71 Retain for a minimum of one year Press/Layout Closeout TGQ 6.72 Retain for a minimum of one year Digital Print Setup Sheet TGQ 9.8 Retain for a minimum of 6 mos.

9 Page 9 of Addendum - Flow Chart Spell Check Text Color Check Overall Check to Specifications Variable Digital Printing proofs a

10 Page 10 of 11 Addendum - Flow Chart (Continued) a Submit Proof for Approval Monitor Return of Proofs Return of Proofs with Changes Final Review b

11 Page 11 of 11 Addendum - Flow Chart (Continued) b Forward to next Processing Department ABS Cards