Submitting Data to Universal Press

INTRODUCTION

We are starting to build a wealth of expertise in the potential problems that can be encountered when transferring data between systems electronically. We have learnt, often at some cost to ourselves, what we can and cannot guarantee in terms of final results.

The purpose of this document is threefold: first to share this experience with our customers, second to advise them about what they can expect from us as a company and thirdly to warn them about what they must check themselves and what we are unable to take responsibility or liability for. It is because of this third purpose that I would recommend that all graduates read this report with some care.

MEDIA FOR DATA TRANSFER

We are able to take data on the following media:

	3.5 inch floppy disks formatted for either PC or MAC
	44mB, 88mB or 200mB SyQuest cartridges formatted for either PC or MAC
	5.25 inch 650mB or 1.3gB optical disks
	100mB Zip disks
	1gB Jazz disks
	CD ROM or DVD
	Via our secure FTP or SSH2 Servers. We 'll provide you with a login name + password.

We are happy to test other disks to see whether we can read them.

We do not wish to receive data on computer tape of any kind.

We are able to receive files to all our sites through ISDN lines although most document files are too large to make this really practical and anyway, except in exceptional circumstances, we would need hard copy of the files as well. ISDN is acceptable for corrections or cover files.

We have experienced hardware failure problems with SyQuest cartridges, especially if they have been rewritten more than a dozen times, or if they have had a rough ride travelling to us.

We recommend CD ROM as the ideal medium for data transfer.

Whatever the medium for data transfer, the files must be accompanied by same-size proofs.

Please screen all your media for viruses. If we receive a disk with a virus on it, we will not process the data.

POSTSCRIPT FILES

The ideal format for data to be transferred to us is fully-integrated PostScript files with all text matter, graphics and fonts embedded. But even this format is not foolproof and we would recommend that you also send us the relevant application(s) files as well.

Please do not send copyrighted fonts unless you have permission to do so.

We cannot change PostScript files and this gives you a guarantee that we will not alter your data in any way. However we must warn you that, in certain circumstances and especially if you have used application software that is not completely PostScript-compatible (see below), our final output may not be exactly the same as your proofs. You are responsible for checking that your application software has not created any non-PostScript compatible functions.

We will always be able to output PostScript files although we may not always be able to impose them (see below).

Please ensure that the final required trim size of the document (17 x 24 cm) matches the trim size in the files. Please ensure that all crop and or registration marks are included in the PostScript file.

It is important to remember that the rules for writing PostScript allow application software manufacturers a lot of licence in the way they do it. Certain applications write ‘cleaner’ PostScript than others. This can sometimes cause problems with imposition.

Please try to restrict the size of your PostScript files. Although there is no fixed maximum size, we would ask that no file exceeds 80 megabytes. However, in practice, we would recommend that files are as small as is practical as large files create inflexibility and can waste time if they are found to contain errors.

ACCOMPANYING INFORMATION

Please always supply a full set of same-size proofs of all the files which you have sent to us. Please ensure that these proofs have been produced from a PostScript device.

If you supply colour proofs, please note that we cannot guarantee to match thermal or laserprinted colour proofs. However we can match proofs from approved commercial colour proofing devices and will specify these devices if asked.

Please provide full details of the files that you are sending us by completing the relevant form that we have specifically designed for this purpose. Please fill in all parts of the form. Please ensure that the data exactly matches your specification.

DISK CHECKING

We will put all disks submitted by customers through a preliminary disk check in a process that has come to be called ‘pre-flighting’. This check is designed to ensure that the data on the disk matches the specification on the accompanying checklist and that it is suitable for the use that the customer wishes us to put it to.

We guarantee to undertake the pre-flight check within 24 hours of receiving the disk from the customer.

NON-POSTSCRIPT-COMPATIBLE FUNCTIONS

Certain application software, such as Corel Draw, Freehand and Claris Works, include some functions which are not fully PostScript-compatible. These functions will proof correctly at low resolution but may not image correctly at high resolution. These functions are usually, but not always, concerned with filling areas or space with repeating patterns, such as ‘Pattern Fill’.

FONTS

If you are not able to include all fonts with your files, your data can only be output if we have the relevant fonts on our system. You should check this with us in advance. We are happy to buy new fonts on your behalf but this will involve some delay and cost.

If we provide fonts, we will laserproof the entire document and pass those proofs to you for checking before we move to final output.

When originating the document, please always ensure that you have both screen and printer fonts resident on the device used. Please also ensure that the fonts supplied with the data are the same fonts as those used to originate it. If you have more than one originating device, please ensure that the application file, the PostScript file and the laserprinted proofs are all created on the same device.

Please be careful when using the bold and italic switches provided by your application software. The effect on your device may not be the same as the effect on the final output device. If you originate the data on a device that does not have the full range of a specific font resident on it, the bold and italic switches will produce a different effect from the effect which the font manufacturer planned. This different effect may well appear if the job is finally output on a device that has the full range of the font resident on it.

If you send us files without the fonts embedded, it is vital that the origination and output fonts are identical. Therefore all information concerning the manufacturer, the vendor and the version of all fonts used should be submitted prior to the arrival of the data. This is particularly important if you are using popular fonts such as Helvetica or Times as there are many versions of these fonts and the versions installed on our imagesetter may differ from yours in certain subtle ways with possible disastrous consequences.

ILLUSTRATIONS

The ideal format for the submission of illustrations is EPS files of graphics which are then embedded into the PostScript files.

EPS files of entire pages should be avoided.

If the customer is supplying application files for the text, the graphics should be supplied as individual EPS files. However, if amendments are required to the illustrations, we require the native illustration file. We are able to take such files created in Illustrator, Freehand and Photoshop. Please do not use semi-professional programs like Painshop.

Although we are able to take the preview files that accompany EPS files in either PC or MAC format, we would prefer to have them in MAC format.

IMPOSITION

Certain application software is easier to impose than others. We guarantee to be able to impose from the following application software if the default PostScript switch is used for PostScript output.

QuarkXPress
InDesign
MS Word
[La] Tex

If your data have been originated using other application software, please speak to us in advance and we will investigate whether they will impose or not.

APPLICATION SOFTWARE

Application files are useful if the data have to be changed in some way. However, if we have to output from these files, we will always submit a laserproof after we have generated a PostScript file from them and before we move to final output. It is your responsibility to check these proofs fully.

If you supply open application files, please ensure that all associated files, such as illustrations, accompany the text files.

We are able to take data from the following application files.

On MacIntosh:

Quark XPress
PageMaker
Illustrator
Photoshop

We very much prefer not to take open word processor files. Please either output these files to PostScript or PDF before sending them or use a typesetter to make them up into finished pages and output PostScript files.

Please do not submit data that have been originated in more than one application software. Mixing PageMaker and Quark XPress in the same document can create problems.

When you are supplying application files, it is vital that you provide exact and detailed information about the fonts to be used. Please read the section on fonts above.

COLOUR

Please supply all colour files pre-separated.

If you supply PostScript files for colour, please ensure that you have already achieved the correct ‘trapping’ and ‘overprinting’ effects required for good-quality manufacturing.

We would prefer to do the ‘trapping’ and ‘overprinting’ ourselves. We thus recommend that you provide us with the application files. We will submit matchprint proofs or wet proofs for you to check that the work has been done correctly.

Please be careful not to create what appear to be two colour illustrations using four-colour process in your application software. We will output four sets of film and the job will have to be manufactured in four colours.

EXTRANEOUS DATA

Please ensure that you delete all extraneous data, such as specially mixed colour palettes, pasteboard information, and un-required blank pages, before you send us your data. If we end up outputting this data, it will prove costly to yourselves.

WHEN THINGS GO WRONG

PostScript can vary a lot and, at the moment, the digital processing and imposition of data is still in its infancy. This means that, although we are learning all the time, we must expect some problems to occur.

If your files will not impose or output correctly, please be patient with us, even if the job is on a tight production deadline. We will probably have a number of questions for you about how the data were originated; please thoroughly check your facts before you reply. We have experienced a lot of hassle and delay when customers say they have done something and in fact haven’t or vice versa.

CUSTOMER SUPPORT

Advice on the correct submission of electronic data is available from our PostScript experts. If you have any queries about how to prepare your data for submission to us, please do not hesitate to contact us.

FEEDBACK FROM YOURSELVES

We would welcome feedback from yourselves about these guidelines. We have certainly not encountered every problem that can occur and may well have missed something obvious or got something plain wrong. Please do not hesitate to write us an email.