Open File Creation Policy - Circular Software

The Quarto Group

File Creation Policy

Introduction Standard Software

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This document outlines the policy for everyone involved in the production of books for The Quarto Group.

Artworks & Images

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It is the single source of information containing all the current file set-up guidelines, colour management policy, technical standards and production requirements for The Quarto Group.

Filenaming 4

Purpose of this Document

We expect everyone working with us internally, freelancers, repro and print suppliers to follow the instructions in this document.

File Structure

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Jackets 8 Prelims 9 Endpapers 10 Extra Sections

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Special Finishes

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Colour Management 13 Version 1.2

Final Files

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This document is only intended for internal The Quarto Group staff and individuals and companies working with The Quarto Group.

Print PDFs

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For the latest version of this document go to bit.ly/quartofilecreation

The Quarto Group - File Creation Policy

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Standard Software The software used to create our files is consistent so we can always open, amend and reuse our files.

File Creation • Pages are laid out using Adobe InDesign • All artwork is compatible with and/or prepared using Adobe Creative Suite Photoshop and Illustrator

Software Versions Quarto has Adobe Creative Cloud and GreenLight subscriptions and staff use recent versions of software. We recommend to those working with us to also use recent versions but also save translation files as IDML file for others needing to open our files using older software versions (see page 14).

• Although not a requirement some systems may ask users run Mac OS X with access to the internet • Production Macs have access to Adobe Acrobat Pro

File Checking and Outputting We use GreenLight from Circular Software to run automatic checks during file creation and handle the exporting of final files, translation files, print PDFs and marketing material.

PDF Preflighting Adobe Acrobat Pro PDF Preflight profiles are being used by production internally.


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Artworks & Images The kind of images we use can directly affect the quality and the speed and reliability of production processes.

Photoshoots and Commissioned Artworks

Unless otherwise advised by Production, images are set up as follows:

• Pixel images are maximum quality JPEG or TIFF use 8 bits/ channel RGB colour mode with the Adobe RGB (1998) colour profile

Pixel Images

• Vector images are Illustrator AI documents using CMYK colour mode with no colour profile assigned

• Colour images use 8 bits/channel RGB colour mode with the Adobe RGB (1998) colour profile • Greyscale use 8 bits/channel with no colour profile assigned

• RAW / DNG or similar files from digital cameras are converted to maximum quality JPEG or TIFF before supply

• Bitmap image use 1 bits/channel and no colour profile.

• Pixel images are supplied at 12 megapixels (approx 350ppi at A4)

• Single layer images are supplied as maximum quality JPEG or TIFF

• Filenames only use letters (a-z, A-Z), numbers (0-9), dashes and underscores.

• Complex layered images are supplied as Photoshop PSD documents

Vector Images • Colour images use 8 bits/channel CMYK colour mode with no colour profile assigned • Single layer images are supplied as EPS or AI • Complex layered images are supplied as Illustrator AI documents • If vector images are to be used for co-editions then they follow the same set-up guidelines of using a text layer containing only process black and set to overprint (see page 7)


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Filenaming [Book-Code]_[Section]_[Page-Range]_[Doc-Name]_[Language].[File-Type] E.g. FL-CURIO_INT_001-023_Curiositree_UK.indd is the UK internal section InDesign document for p1-23 of ‘Curiositree’. Eg. K-WKND_COV_Weekendtivity_US.pdf is the US cover PDF file for a book named ‘Weekendtivity’. File names are an obviously important way to know what a file contains, but they can also be used to help indicate which book, language and section and can be used for automated exporting, improved archiving and influencing GreenLight checks. All files in our workflow are named in this way and order.

Allowed Characters Use only letters (a–z, A–Z), numbers (0–9), dashes and underscores when naming files and folders. No spaces. Underscores are used to indicate different sections of the filename. Regular dashes (using the hyphen or minus key) indicate page ranges and are also used to replace spaces and other characters.

Book Code Every filename starts with a book code which identifies the book that the files belong to. Book Codes are supplied when briefing and can be confirmed by production or editorial and may contain letters, numbers and a dash.


Section Identifiers This three letter code indicates the section of the book that the document relates to.

PLC

Paper Laminated Case. A printed cover glued onto a hardcased book.

FLEXI

A printed cover onto a medium weight board. May also have flaps and usually requires endpapers.

COV

Cover. Typically wraps across front, spine and back of a paperback book.

JKT

Jacket. A paper jacket that wraps around the hardcased book.

PRE

Prelims. Optional. Preliminary inside pages that can contain alternative retailer and imprint information.

INT

Internal Section. All internal pages of book. This section may include imprint information or follow a prelim section. Will contain endpapers if book is self ending.

END

Endpapers. Printed paper used to secure to the case to the book block during the manufacturing process.

TRANS

Translation Files. A set of internal pages generated by GreenLight for use only by co-edition publishers.

EXTRA

Extra Sections. For novelty or complex sections and any other sections not covered by the above identifiers.

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Filenaming (continued)

Page ranges for internal pages For all internal and prelim documents the page range is included in the filename after the INT or PRE document identifier.

Files in British English use UK, American English uses US.

The first page number and last page numbers are added to the filename and are separated by a dash.

Common ones are listed here and a full list is here www.medra. org/stdoc/onix-codelist-74.htm

If a single document contains all internal pages then continue to add the first page number and last page number to the file name. All page numbers in filenames have three digits. E.g. page one to page eleven becomes 001-011. Books with over one thousand pages can use four digit page numbers.

All other languages use the same three letter code used in ONIX.

FRE GER ITA

French German Italian

POR SPA WEL

Portuguese Spanish Welsh

When outputting single page PDFs a single three digit page number is used (see page 15).

The language identifier is optional for the prelim section identifiers (see page 9) and is required for all other sections.

Work In Progress name / Book name

CMYK or Special Finish Identifier

This area of the filename can be any text which helps us recognise the document whilst working on the document. This is for work in progress and may be changed if required. It may be removed or replaced with the book name for final files and when exporting.

When outputting a print PDF of the common CMYK layer for Internal sections, the language identifier is replaced by ‘CMYK’.

If using an extra section identifier (see page 4) it is important to describe the type of section in the book name. e.g. ‘sticker-sheet’.

Language Identifier A code showing language is added to the end of the filename.

UK US ENG UKUS

International or British English. American English. Transatlantic English language intended for both the UK and US printings.

When outputting a print PDF of special finish layers for jackets the language identifier added after the special finish layer name (see page 12).

File-Type Suffix The suffix is the final part of the file name used by the computer to indicate the file type and should remain unaltered, e.g.

.pdf .indd .idml

PDF

InDesign Document InDesign Markup Language

If a single file contains different text for the UK and US printings then use UKUS.


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File Structure Consistent file set-up and structure makes files easier to understand, check, share and reuse along with automating production processes. Unless otherwise instructed by Production, the following guidelines apply to all final InDesign files in our workflow.

Layering - CMYK Layer For all internal sections, prelims and endpapers a base layer named ‘CMYK’ contains common images and artwork that are consistent between translations. The CMYK is the bottom-most layer in the layers panel. This layer may contain any combination of colour objects and placed images and can include transparency effects and blending. The CMYK layer does not contain translatable objects or text wraps. Despite the name, if advised to use spot colours on internal sections or endpapers, these are also placed on this CMYK layer.

The full name of the translation layer contains the language being used. E.g. TEXT-UK (International English), TEXT-US (Americanized English), TEXT-ENG (Transatlantic English), TEXTGER (German). Typically only one text layer is included in an InDesign document but it is possible to have multiple text layers if required.

Layering - Jackets Jackets are not printed in a co-edition print run and are likely to include special print finishes such as foil and spot lamination. Finishes are separated out onto different layers in InDesign and named to describe their contents.

SPOTUV MATT

Spot Matt varnish. Note: no layer is required for Matt lamination as applies to entire cover.)

DIE

Dielines used for cutting formes for stickers and cutting

Layering - Text Layer For internal sections and prelims a text layer contains all objects that are able to edited, moved or removed by a translator. As well as text frames and paths the text layer can also contain annotation lines, tint panels, text wrap objects. Endpapers do not contain a text layer.


Spot UV

EMBOSS DEBOSS FOIL

SPECIAL

Embossing Debossing Areas for foil blocking. Multiple foils have the foil colour added e.g. FOIL PURPLE. For each additional special finishes e.g. SPECIAL GLITTER.

Note: Any spot colours inks, e.g. Pantones, are not split onto separate layers and are to be included with the CMYK graphics.

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File Structure (continued)

Text Colour

Transparency

All text used on the text layer for interior pages is set to use the InDesign default colour [Black] swatch. No other colours or colour modes (such spot colours, RGB, Pantone or LAB) are used.

Transparency effects including reduced opacity, blend modes, shadows and glows may be used. For internal sections these are restricted to the CMYK layer only.

This applies to all text in text frames or on text paths that is on a translation layer and also applies to any stroke (border) colours applied as well as the more common fill (solid) colour.

For internal sections no transparency effects are used on the text layer.

Any lines, panels or images that are placed on the text layer are also restricted to using the InDesign default colour [Black] swatch. Any tint of [Black] from 1-100% is acceptable. 0% tints are not to be used. An allowed exception to using the [Black] swatch on the text layer is when no colour is used. In this case the InDesign [None] swatch is used. Text wrap objects are typically set to use no colour in this way.

Overprinting All black text and objects on the text layer are set to overprint. This means that text can be changed during a print run without affecting the underlying base images and artwork.

Text Wraps Text wrap objects are used to alter the position of text, for example pushing around an image. Text wrap can be applied freely to any object with the exception of internal sections. For internal sections no text wrap is used on the CMYK layer. For internal sections text wraps are added only to the text layer.

Image Resolution • Pixel images should aim for an effective resolution of 350ppi • A minimum 250ppi is expected unless there are exceptional circumstances

• If vector images are to be used for co-editions then they too are set process black and set to overprint.

Avoid using excessive resolution where possible. Images above 450ppi are brought down to 350ppi during the PDF process.

Spot Colours

Bleed

The use of spot colours add to print costs. Only use spot colours when instructed by Production. Typically spot colours are only permitted on endpapers and jackets.

Bleed is set to 5mm on all outside edges. No bleed is applied to inside edges for spreads using facing pages.


PLC and FLEXI cover files - Bleed is 15mm. See section on Jackets (see page 8)

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Jackets This section includes info for all jackets, covers, PLCs etc.

Paperback covers

We use GreenLight to manage our InDesign templates to create and export our jacket files to the following settings.

Wrapping across front, spine and back of a paperback book.

Crop and fold marks are automatically added to PDFs to indicate dimensions of each cover panel.

• May have flaps. 2mm turnaround added if adding flaps

Where relevant, board thickness is assumed to be 3mm and the turnaround (the amount to allow for a flap fold) to be 2mm. These values can be altered in GreenLight if necessary.

PLC / PPC / Arlin A PLC (Paper Laminated Case) is a printed cover file glued onto a hardcased book. PPC is another name for PLC. Arlin is a coloured paper stamped to achieve a cloth effect. • 15mm bleed on outer edges • 3mm added to trim page size on all edges • No flaps or turnaround

• 5mm bleed on outer edges

Paper Jackets A paper jacket wrapping around a hardcased book. • 5mm bleed on outer edges • Trim page size plus 3mm on outside edges • Always has flaps and adds an extra 3mm for turnaround

Flexi Binding A flexi bound cover is a card producing a medium cased book. • 15mm bleed on outer edges • Trim page size plus 3mm on outside edges • May contain flaps. 2mm turnaround added if adding flaps

PLC cut flush

Wiro Binding

A PLC printed cover file glued onto a hardcased book that is then trimmed off on top, bottom and outer edges.

A wiro bound cover is a printed card producing either an open or cased wiro boung book.



• 3mm added to trim page size on spine edge only

• Pages are designed as facing pages but are set-up with extra 5mm added to trim page size on inside gutter to simulate a 5mm bleed on all edges

• No flaps or turnaround


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Prelims Prelims are a section at the beginning of a book that may contain multiple versions of different retailer and imprint information including changes to logos. Prelim information may be contained in the first pages of the internal (INT) section or split out into a separate prelim (PRE) section document. In terms of production a prelim section is treated as part of the internal pages of the book, with overprinting process black only text and artwork remaining on a TEXT layer (see page 6) which is layered on top of a common CMYK layer.

Prelim file naming • There is no requirement for a language identifier for the prelims section • A three figure page range is added to the file name after the section identifier (see page 5)

Prelim outputting • Prelims are output to single page print ready PDFs by GreenLight

To cater for multiple text layers there are some differences for the prelim (PRE) section when compared to the internal (INT) section:

• A single CMYK is output per page

Prelim layering

• Text PDFs are named with the text layer name. E.g. ABC_PRE_001_TEXT-Book-People.pdf indicates the prelim for page one for the retailer ‘The Book People’ for book code ABC

• Each of the different retailer and/or imprint details are split onto separate text layers • All text for each retailer and/or imprint is to be contained on the relevant text layer, any common text that is shared by retailer and/or imprint is to be duplicated onto each of the text layers

• A PDF for each text layer is output for every page.

• Text layer names for the each different retailer and/or imprint start with TEXT- but then are not restricted to standard language identifiers. E.g. a layer name of TEXT-Book-People may be used to indicate the prelim specifically for that retailer • Text layer names are used for PDF output. No spaces are used in these text layer names


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Endpapers Endpapers are printed paper sheets at the start and end of the book used to secure the case to the book block during the manufacturing process. There are two types of endpaper:

Endpapers are designed and output as double page spreads using the same trim page size as the book with 5mm bleed.

Self Ends

Endpaper designs are commonly shared between both front and back. When this is the case only one spread is designed and one print PDF is output.

• ‘Self Ends’ endpapers are included in the main internal (INT) section (see page 4) document as the first and last spread of that section

Endpapers may be left blank but are typically printed on one side. On agreement with Production, endpapers may be printed on both sides.

• The first and last page of a self ended internal section is usually left blank as these pages will be glued into the cover during the manufacturing process

A single END section file contains all endpaper spreads for a book. Only when endpapers are different between the front and back are multiple spreads used. Multiple spreads are output as separate print PDFs by GreenLight.

• CMYK and TEXT layers are used as normal for the INT section • Self Ends are output with a page number as they are part of the internal pages of the book

The following section identifier are used for PDF output only.

END

A common endpaper to be used at the front and back of the book

• ‘Plus Ends’ endpapers are printed on a separate sheet which is used to attach the main book block to the case

END-FRONT

An endpaper to be used at the front of the book only

• Endpapers are designed and output using a separate Endpaper (END) section file (see page 4)

END-BACK

An endpaper to be used at the back of the book only

END-INNER

A common reverse printing for both front and back endpapers

Plus Ends

• On agreement with Production, Plus Ends may be printed with different designs at the start and end of the book and on both the front and back • Single pantone spot colours are permitted and commonly used • Special finishes such as Spot UV or Foil are not permitted


END-INNER-FRONT

A reverse printing for the front endpaper only

END-INNER-BACK

A reverse printing for the back endpaper only

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Extra Sections Section identifiers in this File Creation Policy (see page 4) cover the vast majority of the books produced for Quarto. However, in some complex cases, such as novelty books and books containing paper engineering, there may be one of more sections that are not covered by the main identifiers. E.g. spreads with flaps and sliders, kits, sticker sheets, slip cases, belly bands etc. All book sections that are not covered by a specific section identifier use the EXTRA section identifier. Multiple extra sections may be required for one book. When text layers are identified within extra sections they are limited in the same way as the internal section, with overprinting process black only text and artwork. Multiple text layers may be required for different parts of the output or to add instructions.

Extra Sections layering • There is no restriction to the number of order of the different layers within an extra section

Extra Sections file naming • As the EXTRA section identifier is generic, the book name field is used to give more description about the content. E.g. ABC123_EXTRA_Sticker-Sheet-1_UK.indd • There is still a requirement for a language identifier for extra sections (see page 5) • A page range is not required in the file name after the section identifier

Extra Sections special finishes • Standard spot colour naming is used for special finishes (see page 12) but there is no requirement for the layer name to match the spot colour name • E.g. The DIE spot colour is used Dielines used for cutting formes for stickers and cutting but may used be on a layer named DIECUT-slider

• Text layers with names that start with TEXT- are treated in the same way as internal pages of the book, with overprinting process black only text and artwork

Extra Sections outputting

• Text layer names are not restricted to standard language identifiers. E.g. a layer name of TEXT-pull-out may be used to indicate the position of the text

• Each layer is output separately for every page

• Layer names are used for PDF output. No spaces are used in extra section layer names


• Extra Sections are output to single page print ready PDFs by GreenLight • Layer Names and page names are used in the names of PDF outputting E.g. ABC123_EXTRA_005_DIECUT-slider_UK.pdf

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Special Finishes Pantone Spot Colours

Special Finishes

On agreement with Production, jackets, endpaper and internal sections may contain spot coloured inks e.g. Pantones. The name of the spot colour indicates the ink to use and spot colours are included with the main composite PDF (see page 15).

On agreement with Production cover and jacket sections may feature special finishes such as foil, embossing and spot UV. Each special finish is added to a separate, named InDesign layer. All content on the special finish layer uses a spot colour swatch set to the same name as the layer (see page 6) and set to overprint. Special finish layers are output to separate PDFs (see page 15).

SPOTUV

Spot UV

MATT

Spot Matt varnish. Note: no layer is required for Matt lamination as applies to entire cover.)

DIE

Dielines used for cutting formes for stickers and cutting

EMBOSS DEBOSS FOIL

SPECIAL

Embossing Debossing Areas for foil blocking. Multiple foils have the foil colour added e.g. FOIL PURPLE. For each additional special finishes e.g. SPECIAL GLITTER.

Expected Spot colours are named with these identifiers. Additional special finishes are identified by adding the word SPECIAL to the start of the layer and spot colour name along with a description e.g. SPECIAL-GLITTER. A special finish can also be used to identify the size and position of quarter binding. e.g. SPECIAL-BINDING-AREA.


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Colour Management The Quarto Group prepares files for offset presses, based on standardised paper stocks • Premium coated paper (ISO 12647-2:2013 PC 1) • Wood-free uncoated white paper (ISO 12647-2:2013 PC 5) Depending on the paper type specified for printing we apply one of two industry standard ICC profiles.

FOGRA51 for Coated Paper For all coated paper stocks we use the PSO Coated v3 working space. The ink limit for this profile is 330%.

FOGRA52 for Uncoated Paper

Colour Settings in Adobe Software To reflect the two CMYK profiles we have two Colour Settings. • Quarto_Colour_Settings_Coated51 • Quarto_Colour_Settings_Uncoated52 The appropriate colour setting is used within InDesign and other Adobe software when working on CMYK files.

GreenLight Book Info GreenLight users indicate the paper stock by adding Book Info to their InDesign document. The relevant colour settings are applied and influence checks and exports from within GreenLight.

For all uncoated paper stocks we use the FOGRA52 – PSO Uncoated v3 (FOGRA52) working space. The ink limit for this profile is 300%.

Placed Images and Artwork

ICC profiles are contained in our Quarto colour settings files and are distributed by GreenLight to all users.

By using RGB images we are best placed to move between paper stocks when reprinting, to prepare for other profiles for specialist printing and to output for digital.

Adobe RGB (1998) for RGB We use the Adobe RGB (1998) working space for all RGB images. It is applied to artworks and images (see page 3) and is assumed for all RGB images entering in our workflow. If RGB images are known to have other profiles they are converted to Adobe RGB (1998) using Adobe Photoshop.


The use of RGB images within InDesign is encouraged.

PDF Output Intent The FOGRA51 or FOGRA52 choices made in InDesign and GreenLight carry through into the PDF/X print PDFs as the output intent is. See Print PDFs section (page 11) for more.

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Final Files When InDesign and image files are finalised and approved we prepare them for archive and translation in the following way:

Packaged InDesign Folder All InDesign documents are packaged. By packaging we can be sure each document folder contains all links and fonts required to reuse the document in future. Using GreenLight the InDesign files are packaged to a folder using these options:

Translation Files Using GreenLight, internal sections are processed into a newly generated separate InDesign document which is used solely for preprinting translations. This document has all items from the CMYK layer flattened into an embedded watermarked JPEG. The document is then packaged to a folder using these options: • Copy Fonts • Copy Linked Graphics

• Copy Fonts

• Update Graphics Links in Package

• Copy Linked Graphics

• Include IDML (for third parties using older versions of InDesign)

• Update Graphics Links in Package

• Include PDF (with no bleed)

• Include IDML (for third parties using older versions of InDesign)

The translation InDesign file and packaged folder are named with the TRANS document identifier.


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Print PDFs Our PDFs for print are output to PDF/X-1a from Adobe InDesign using a custom Adobe PDF Preset. We use the following settings when preparing our PDFs.

Special Finishes

Composite PDFs

• Composite CMYK colour mode

For the CMYK layer of Internal sections and all other section documents we output:

• Content uses named spot colours to identify the special finish required

• Composite CMYK colour mode and including any spot colour inks e.g. Pantones

• PDFs are named following our filenaming convention and include book code and special finish identifier and language identifier.

• PDF/X-1a with output intent of either FOGRA51 or FOGRA52 (see page 13 for details on Colour Management) • PDFs are named following our filenaming convention and include book code and section identifier (see page 4)

Any special finishes are output to a separate PDF containing just that special finish:

Preserving CMYK Numbers We do not alter CMYK values on PDF export.

Text PDFs

GreenLight Export

For the text layer of Internal sections we output:

GreenLight automates PDF export and adds metadata and an icon to each print PDF it generates that shows that a GreenLight checklist has been passed.

• Composite CMYK colour mode • Contents is process black and overprinting • PDFs are named following our filenaming convention and include book code and language identifier (see page 4)


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