Printing
In this section:
Before Going to Print
Printing Specifications
What can affect the price of a printing contract?
- the number of copies;
- the number of pages;
- the number of colours;
- the conditions of delivery; and
- various other factors.
For details on printing specifications, see the Printing Services User's Manual.
 Want special colour effects at a lower price? Try using various shades of only two colours, or using a coloured paper.
Printing Estimates and Contracting
When requesting price estimates from printers, you may use the Request for Printing Estimate form.
The simplest ways to contract for printing services are through:
- a call-up against the departmental Standing Offer Agreement (SOA); or
- a purchase order for services.
Use of the SOA is recommended for projects with an estimated value of more than $10 000 (including cost of overruns, but excluding GST and HST). Consult the Printing Services User’s Manual for details.
A purchase order for services is recommended for projects with an estimated value of $10 000 or less (including cost of overruns, but excluding GST and HST).
- For projects with an estimated value of under $5000 (including cost of overruns, but excluding GST and HST), select any printer, whether on the SOA list or not, who can meet the project specifications. Ask for a written estimate and have your administration office issue a purchase order for services.
- For projects with an estimated value of $5000 to $10 000 (including cost of overruns, but excluding GST and HST), request written estimates from three printers, whether on the SOA list or not. Issue a purchase order for services with the lowest bidder who can meet the project specifications.
Verify that the printer’s estimate and the call-up or purchase order reflect the final specifications, and that a cost for additional 100s or 1000s, depending on the number of copies, is specified. This figure is used to calculate the cost of the overruns.
Printing takes, on average, 10 working days. Overtime rates may apply if the product is required sooner.
Package for the Printer
Remember that once a publication is sent to print, it is too late to make any major changes to the text or graphic layout. While certain typographical errors may be corrected at the printing stage, they are time-consuming and costly, and therefore best avoided.
New Publications
If the text was produced by a graphic designer, forward to the printer:
- the CD containing the electronic files;
- the final colour laser copy;
- the instructions for delivery; and
- any other instructions that apply.
If the text was produced with word processing software, forward to the printer:
- the electronic files;
- a print-ready paper version;
- a dummy showing the recto and verso order of pages and where any blank pages should be inserted;
- the instructions for delivery; and
- any other instructions that apply.
While desktop-published documents may appear acceptable to the untrained eye and are easily mass-produced, they lack the quality of documents prepared with professional text formatting equipment and sometimes take longer to produce, which can end up costing more. It is, therefore, in your best interest to delegate the work to an expert.
Reprints
If a publication is being reprinted as is, review the archived files for information about the original project, including the initial permission granted for any copyrighted photos appearing in the publication (you may need to pay user fees again). Retrieve the CD containing the electronic files that were used in the original run and forward to the printer:
- the CD containing the electronic files;
- a copy of the original publication for reference;
- the instructions for delivery; and
- any other instructions that apply.
If the reprint includes changes:
- ensure the changes are edited in both official languages;
- ensure that the new information meets Industry Canada’s editorial and publishing guidelines;
- obtain a new ISBN and Catalogue Number from the Depository Services Program;
- obtain a new Industry Canada Registration Number; and
- consult the printer for options on how best to proceed:
- if the modifications are minor, the printer can make the changes directly on the electronic files;
- if the modifications are significant, you might have to go back to a graphic designer to get new electronic files prepared for the printer. If new files are prepared, ensure that the old ones are destroyed.
During the Printing Process
If unplanned-for requirements arise for any print job, ensure that the printer notifies you before proceeding and provides an estimate of any additional costs.
Printer’s Proofs
The printer will give you a proof of what the publication will look like for final verification before starting the press. Check this printer’s proof against the final signed-off page proofs. Ensure that all parts of the text are in place, and pay particular attention to:
- headings
- colour registration
- image placement
- pagination
- printing quality
- boldface
- italics
Minor changes, such as correcting typos or changing the colour of a heading, may be made for an additional cost.
Depending on the nature of the project, you may also want to ask for colour proofs and colour separations.
Get your client to sign off on the printer’s proofs.
Delivery, Warehousing and Inventory
The printer will need to know how, when and where to deliver your publication. You will also need to inform the printer of the required number of copies to send to all mandatory recipients (Publishing and Depository Services, Library and Archives Canada, etc.). Refer to Industry Canada Publications: How-To Guide for Distribution, Warehousing and Inventory for details about mandatory and other delivery locations for all departmental publications.
After Your Publication Is Printed
Quality Assessment
Ensure that the sample copies you receive have been printed according to specifications. If there is an issue with the quality of the final product, discuss it with the printer and your client and inform all concerned not to release the publication until the issue is settled.
Delivery Verification
Verify that the printer has delivered the publications according to your instructions. The easiest way to ensure that correct quantities have been received at the proper locations is to ask the printer for a copy of the signed delivery slips. Printing Components
Make sure that all printing components (CDs, artwork, films, negatives, photos, etc.) are returned for storage, in case of future reprints. See Post-Production for further information on what to do with these printing components.
When you receive the printer’s invoice, attach the delivery slips and verify the quantity invoiced against these. Note that overruns or underruns, author’s alterations and delivery charges, when applicable, must be itemized.
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