Guidelines for Agency Representatives Attending Press Sheet Inspections

Guidelines for 

Agency Representatives 

Attending 

Press Sheet Inspections 

GPO Publication 315.2 | June 2015

U.S. GOVERNMENT PUBLISHING OFFICE

www.gpo.gov | Keeping America Informed | www.govinfo.gov

Guidelines for Agency Representatives Attending Press Sheet Inspections 1

F O R E W O R D 

U . S . G O V E R N M E N T P R I N T I N G O F F I C E 

Customer Services

Dear Customer: 

The U.S. Government Publishing Office (GPO) is dedicated to fulfilling the 

printing, binding, and information dissemination needs of Congress and all Federal 

agency customers throughout the Executive, Legislative, and Judicial branches. Every 

GPO employee is committed to helping you receive the quality products you require, 

when you need them, at fair and reasonable cost to the American taxpayer. 

One of the ways in which this is accomplished is through the conduct of Press Sheet 

Inspections (PSI’s). On-site PSI’s are not required for all jobs, but when they are 

requested, a PSI can be a valuable tool in helping to ensure a quality product. This 

pamphlet contains guidelines governing the performance of PSI’s by agency personnel, 

whether on your own, or accompanied by GPO staff. 

We hope that this pamphlet addresses all of your questions about PSI’s and will serve 

as a ready-reference guide before, during, and after an inspection. We welcome your 

comments and suggestions on how we can improve this publication and, as always, 

stand ready to assist you in any way we can. 

Sincerely,

Managing Director, Customer Services 
2 Guidelines for Agency Representatives Attending Press Sheet Inspections

A B O U T T H I S P U B L I C AT I O N 

PSI Publication Series 

This publication is one of a series of three publications detailing GPO press sheet 

inspection guidelines. 

For GPO staff: GPO Pub. 315.1 “Guidelines for GPO Staff Performing Press 

Sheet Inspections” 

For agency personnel: GPO Pub. 315.2 “Guidelines for Agency Representatives 

Attending Press Sheet Inspections” 

For GPO contractors: GPO Pub. 315.3 “Guidelines for Contractors Holding Press 

Sheet Inspections”

Additional Copies 

Additional copies of this publication are available as follows: 

U.S. Government agency personnel — Copies are available through your agency’s 

printing officer, from a GPO Central Office customer service representative, or 

from a regional office. 

U.S. Government Publishing Office contractors and GPO personnel — 

Individual copies are available from the Quality Control for Procured Printing 

Section. (202.512.0542).

Classes 

Information regarding press sheet inspections may also be obtained in the 

Proof and Press Sheet Inspection class given for federal agency personnel by the 

Institute at GPO. (For information, 202.512.1283 or theinstitute@gpo.gov.) 

Job Specific Questions 

Questions regarding press sheet inspections for specific jobs should be addressed 

to the GPO office handling the procurement. Contact your agency’s customer 

service representative at the GPO Central Office or at the appropriate regional 

office. https://www.gpo.gov/how-to-work-with-us/agency/services-foragencies/procurement-services-teams

This Publication 

Comments and suggestions regarding this publication should be addressed as: 

U.S. GOVERNMENT PUBLISHING OFFICE 

Director, Printing Support Operations 

Customer Services (Printing Procurement, Stop PPS) 

Washington, DC 20401 
Guidelines for Agency Representatives Attending Press Sheet Inspections 3

TA B L E O F C O N T E N T S 

Foreword .................................................................................................................. 1

About This Publication ............................................................................................. 2

I. Administrative Guidelines .................................................................................... 5

Before the Inspection ........................................................................................... 5

During Travel ........................................................................................................ 7

At the Plant With a GPO Inspector....................................................................... 8

Inspections Without a GPO Inspector .................................................................. 8

After the Inspection ........................................................................................... 12

II. Technical Guidelines ......................................................................................... 13

Stock .................................................................................................................. 13

Proof Corrections and Author’s Alterations ....................................................... 14

Register .............................................................................................................. 14

Color ................................................................................................................... 15

Halftones and Other Illustrations ....................................................................... 17

Content .............................................................................................................. 17

Before Signing ................................................................................................... 17

Signing Off ......................................................................................................... 18

Web-Printed Jobs ................................................................................................ 18

Appendix ................................................................................................................. 19

Agency Onsite Inspection Report (GPO Form 2694A) ........................................... 19

Glossary ................................................................................................................... 21
4 Guidelines for Agency Representatives Attending Press Sheet Inspections

Key points for agency personnel attending press sheet 

inspections. 

The administrative and technical guidelines listed are designed 

solely for direction. They are not meant to provide, or serve as 

substitute for, the printing knowledge and experience necessary 

to make the technical printing judgments required during a press 

sheet inspection, nor provide the contractual knowledge and 

experience necessary to administer a Government printing and 

binding contract. 

It is strongly recommended that agency representatives attending 

press sheet inspections be familiar with the contract under 

which the work is being performed, and aware of the two major 

documents that, by reference, are part of most GPO contracts. 

These two documents are GPO Contract Terms (Solicitation 

Provisions, Supplemental Specifications, and Contract Clauses) 

(GPO Pub. 310.2), and GPO Contract Terms (Quality Assurance 

Through Attributes Program) (GPO Pub. 310.1). Copies of both 

are available from your agency’s customer service representative at 

the GPO Central Office, the appropriate regional office, or online 

at www.gpo.gov.

If there is a conflict between any items in these guidelines and 

the contract, the contract takes precedence. 

Guidelines for Agency Representatives 

Attending Press Sheet Inspections 
Guidelines for Agency Representatives Attending Press Sheet Inspections 5

I. Administrative Guidelines 

Before the Inspection 

Press Forms to Be Seen and Schedule 

When the Government Publishing Office (GPO) calls your agency to inform you of 

the press sheet inspection specify which forms you would like to see first. (Once a 

standard is set, forms may be waived.) At this time, ask for a tentative schedule for 

each form. 

Requesting a Different PSI Date 

When the agency or the GPO requests a change in the contractor’s scheduled PSI 

date or time, it is not automatic. If the contractor agrees to the change, it may result 

in an adjusted shipping or delivery schedule. 

Who Will Attend 

The agency has the following options:

n Requesting GPO to attend; 

n Attending with GPO; 

n Attending on its own; and 

n Waiving the inspection. 

Inform GPO promptly if you want a GPO inspector to attend and who, if anyone, 

will attend from your agency. It is strongly recommended that non-Government 

personnel do not attend inspections without an agency representative (AR). 

When deciding who should attend, keep in mind that an AR attending a PSI without 

a GPO inspector present is authorized to set standards for printing attributes such 

as type density and color, and to check compliance with various other items in 

the specifications. However, the AR does not have authority to request the 

contractor to make any changes (including author’s alterations) that alter the 

contract in any way. (See also Agency Representative’s Authority and Author’s 

Alterations.) 

How Many Will Attend 

Try to avoid more than two persons attending; if there are two or more, name a 

spokesperson. Committees can make it very difficult to make the necessary decisions. 

Waived Inspection 

If the agency and GPO waive the inspection, the contractor will proceed on their 

own as if the inspection had not been requested. Nonattendance, or waiver of 

the inspection, does not affect any other provisions of the contract, including any 

requirements for the contractor to supply departmental random copies, or quality 

assurance random copies, for QATAP inspection. 
6 Guidelines for Agency Representatives Attending Press Sheet Inspections

Agency Authority for Changes 

The AR attending the PSI must have the agency’s authority to authorize GPO to make 

any author’s alterations that may be requested. (See also Author’s Alterations.) 

Critical Areas Checklist 

Make a list of critical areas to check (for example, crucial last proof corrections or 

changes, involved or questioned color breaks, and specific or unique areas). The time 

to proofread or edit is not during a PSI. 

Non-business Hours Contact 

If the PSI is scheduled for non-business hours (many plants run 24 hours), be sure 

to obtain a night telephone number, night entrance information, and the name of a 

night contact person at the plant. 

Necessary Telephone Numbers 

Obtain telephone numbers (work and home if applicable) of any key personnel 

you may need to contact at your agency or GPO and names of plant contacts. Make 

certain that telephone numbers include area codes. If you will be attending an 

inspection without a GPO inspector, you may wish to obtain a night phone number 

or email address for the GPO Contracting Officer administering the contract. This 

number is needed in the event of author’s alterations or other specification and 

schedule changes that require immediate GPO contractor authorization. 

Tools 

If you are attending the inspection without a GPO inspector, check that you have any 

necessary tools, such as printer’s magnifying glass (loupe), and ink books that you 

may need to take with you. 

Waiting Time 

PSI’s usually include waiting time; plan accordingly. 

Schedule Verification 

Immediately before starting travel to the PSI, call the plant and verify that the 

inspection is still on schedule. 

Standing Travel Orders 

If you attend PSI’s frequently, try to obtain blanket travel orders. This will avoid 

unnecessary delays in the event of short PSI schedule notification. (See also 

Requesting a Different PSI Date.) 

Pursuing Agency Programs 

You are in the contractor’s plant to set certain standard for a specific contract. An 

invitation to the plant does not extend to the pursuit of your agency’s policies or 

programs. An example of these would be safety or environmental inspections of the 

plant. 

Ethics 

Learn and follow your agency’s ethics regulations regarding any offers of food, drink, 

entertainment, or any remuneration, should they be offered to you by the contractor. 
Guidelines for Agency Representatives Attending Press Sheet Inspections 7

For the information of agency representatives, the GPO staff works under a GPO 

directive, which states, in part, that GPO employees “shall not solicit or accept, 

directly or indirectly, any gift, gratuity, favor, entertainment, loan, service, or any 

other thing of monetary value from any person with whom he or she transacts 

business on behalf of GPO.” The directive does not prohibit GPO employees from 

accepting food and nonalcoholic beverages of nominal value at a contractor’s plant 

or place of business on an infrequent basis when the conduct of official business 

within the plant or place of business will be facilitated, and when no provisions exist 

for individual payment. The acceptance of doughnuts and coffee or their equivalent 

is permitted when official business will be facilitated. 

Confidentiality 

Do not discuss with the present contractor anything you have learned about another 

contractor. Treat any information that you learn during an inspection with the utmost 

confidentiality (for example, proprietary data, such as type of equipment and number 

of personnel, or business-sensitive information, such as quality level, and proofing 

and printing problems). Such information should not be discussed with anyone other 

than personnel from GPO or your agency who have a need to know this information. 

During Travel 

On-Time Arrival 

Arrive at the inspection site on time. Contractors can claim additional compensation 

for waiting time. 

Lateness 

If you think you may be late for the inspection, call the plant contact person 

immediately. Contractors have the right to claim additional compensation for press 

waiting time. When you are late by any length of time and the contractor indicates 

they will bill GPO for holding time, be sure to inform GPO of this and report it on 

your inspection report. (See Starting the PSI for information on contractor delays.) 

In the event you are delayed and a GPO inspector will be attending the PSI, the GPO 

inspector will start the PSI on schedule to avoid waiting-time charges. If the GPO 

inspector knows of your delay, they may be able to plan for your delayed arrival. 

Contractors have been instructed that, if an AR is attending a PSI without a GPO 

inspector and the AR has not arrived or called within one-half hour after the 

scheduled starting time, the contractor should call the GPO office that scheduled the 

PSI for instructions. If the GPO office has closed, the contractor will wait 30 minutes 

and then proceed with the work. 

At the Plant With a GPO Inspector 

Coordinating the PSI 

If a GPO inspector and an agency representative are present at the inspection, the 

GPO inspector will coordinate any agency requests. They will follow many of the 

same guidelines outlined below in Inspections Without a GPO Inspector.
8 Guidelines for Agency Representatives Attending Press Sheet Inspections

Holding Time

If you arrive before the scheduled starting time, but the GPO inspector has not 

arrived, and the contractor wishes to begin, ask the contractor to wait for the 

inspector’s arrival. If the GPO inspector has not arrived or called by the scheduled 

starting time, wait one-half hour and then begin without him/her. 

Author’s Alterations 

When considering author’s alterations, remember that they are additions to the 

contract, are chargeable, and may cause changes to the delivery schedule. The GPO 

inspector will advise you of the impact of the author’s alterations being considered. 

Since the contract is between GPO and the contractor, if you desire to make such 

changes, the GPO inspector will either authorize any changes (they have limited 

authority) or arrange for the Contracting Officer to do so. 

Signing Off on the Press Sheet 

When present, the GPO inspector will officially sign off on the press sheet when it is 

acceptable. They may ask you also to sign the approved sheet. 

Inspections Without a GPO Inspector 

Agency Representative’s Authority 

If you attend a PSI without a GPO inspector, you are authorized by GPO to perform 

the PSI. You may set standards for printing attributes, such as type density and 

color, and check compliance with various other items in the specifications. However, 

if you request the contractor to make any changes or author’s alterations that 

require additional costs or will affect the schedule; get it in writing and inform the 

GPO Contracting Officer. You do not have the contractual authority to change any 

requirements of the specifications (including QATAP levels or standards), even if no 

additional charges or schedule changes are needed. 

Starting the PSI 

Introduce yourself to the company contact. Outline with them the procedures you 

will follow for the inspection. Contractors have been instructed that their make ready 

should be completed before you arrive. Sheets presented to you should incorporate 

all type and color change requests shown on the last proofs and should be in 

register, ready for approval. 

Contractors have been instructed that, if the GPO inspector or agency representative 

is kept waiting at a PSI, the contractor may be charged for waiting time. If you are 

kept waiting, make an appropriate record in your notes and on the inspection report. 

Inspection Location 

When an inspection is held in a conference or viewing room, do not enter the 

pressroom or any other part of the plant without the contractor’s approval. 

(See also Viewing Conditions under Technical Guidelines.) 
Guidelines for Agency Representatives Attending Press Sheet Inspections 9

Number of Sheets Needed 

Ask for three consecutive copies of each press pull presented to you and number 

each one (the same number on all three sheets). Start with new numbering for each 

press form. Multiple sheets are needed to compare possible defects caused by paper, 

ink, or presswork. For web-printed jobs with multiple webs, or multiple images 

around the cylinder, ask for at least three copies of all images. 

Marking up Press Pulls 

Write the date, time and “suggested” corrections on the first sheet of each pull.

Recordkeeping 

Recordkeeping is important. In an inspection log, keep notes of the time each 

press pull is received by you, when it is returned to the printer, and “suggested” 

corrections to the sheet. This information will be needed should a dispute arise. 

Verifying Requested Changes 

When a revised press pull is received, be sure to compare it with the previous pull to 

verify whether the requested corrections or changes have been made. 

Inspection Time 

Take a reasonable amount of time, including some time alone, to inspect the sheet 

before signing it. Remember, this is not the time to proofread or edit. 

Critical Areas Checklist 

Be sure to check the items on the critical areas list you brought with you (for 

example, crucial last proof corrections or changes, involved or questioned color 

breaks, specific or unique areas). 

Questions or Problems 

If questions or problems arise during GPO business hours, do not hesitate to call 

your agency’s customer service representative that awarded the contract at the GPO 

Central or Regional Office. 

Author’s Alterations 

When considering author’s alterations, remember that they are additional to the 

contract, are chargeable, and may cause delays in the shipping or delivery schedule. 

(see Agency Representative’s Authority)

Record of Author’s Alterations 

If author’s alterations are requested, describe and record them in your notes; include 

such information as the number of hours of prepress time (file management / rip 

time), delayed press time, the number of plates remade, if known, the contractor’s 

cost and schedule estimate, if provided, and any other pertinent details. This 

information is also needed for the Agency Onsite Inspection Report (GPO Form 

2694A) (See also Agency Onsite Inspection Report.) 
10 Guidelines for Agency Representatives Attending Press Sheet Inspections

Setting the Standard 

When you are ready to approve the press sheet by signing “OK FOR COLOR,” you 

will be establishing a standard for:

n Type quality and uniformity (QATAP Attribute P-7); 

n Halftone match (QATAP Attribute P-8); 

n Solid or screen tint color match (QATAP Attribute P-9); and 

n Process color match (QATAP Attribute P-IO). 

For these attributes, the OK’d sheet becomes the standard that the printer is to match 

throughout the run. 

Number of Sheets To Sign 

Sign at least three consecutive sheets. Mark them with the date and time. Give one 

OK’d sheet to the contractor and take two with you. The signed sheets that you take 

with you are a legal record of your approval, and may be needed by GPO if there 

are any related problems. If you require sheets for other purposes, ask for additional 

ones. (See also Storing Signed Sheets.)

How To Sign 

Sign the approved sheet “OK FOR COLOR” to approve type quality and 

uniformity, halftone match, solid or screen tint color match, and process color 

match. (See also Setting the Standard, Signing for Specialty Inspections, and OK 

With Corrections in the Technical Section.) Whenever possible, make comments and 

signatures in a non-image area.

When the press sheet has multiple images up (especially more than four) mark one 

“OK FOR COLOR” to be used as a standard. 

What Not To Sign 

Do not sign “OK TO PRINT.” If you sign “OK TO PRINT,” you are taking 

responsibility for items such as margins, image placement, and pagination, which 

you most likely did not check. These items are the contractor’s responsibility; if you 

sign “OK TO PRINT” and one of these items is incorrect, you have accepted the job 

and cannot later successfully complain about these approved elements. 

For these same reasons, if you use a ruled-out sheet to check margins, image 

placement, etc. (even if you are trained and experienced in the use of a ruled-out 

sheet); do not sign the ruled-out sheet except in very special circumstances, such as 

during some form inspections. 

Signing for Specialty Inspections 

For specialty inspections, such as collating or folding, do not sign “OK” or “OK 

TO PRINT.” Sign “OK FOR ( ).” Fill in the blank with whatever it is that you 

are specifically checking (for example, “OK FOR COLLATING”). Be as specific as 

possible. Specialty inspections may require other applicable specialty procedures not 

covered in these guidelines. 
Guidelines for Agency Representatives Attending Press Sheet Inspections 11

Waiver After Arrival 

Waiving the inspection after your arrival at the plant because of problems is not a 

valid option for an AR. If you cannot approve a sheet (unconditionally or as marked) 

because there is a problem, contact GPO. However, standard setting for upcoming 

forms is not waived if you approve one or more forms and then leave, instructing 

the contractor to follow an approved form as a standard. In cases like this, inform 

the contractor which signed-off press sheet is to be the standard and for which 

upcoming press forms. Also make an appropriate notation on the approved press 

sheet that is to be followed, and record it in your notes and on the inspection report. 

If, for example, you inspect two forms of two-color text and then decide, on site, not 

to remain for the four-color cover, the inspection of the four-color form is waived. 

You should inform the contractor of this, and make an appropriate record in your 

notes and on the inspection report to GPO. 

Unsignable Press Sheets 

If you cannot, or will not, approve a press form or the entire job and the contractor 

cannot correct the existing problems in a reasonable amount of time, contact GPO 

for guidance before leaving the plant. After normal GPO hours, call the Contracting 

Officer’s night telephone number. If you cannot reach a CO, leave a message or 

email. Describe the issues and any pertinent details, and record them in your notes. 

(See also Waiver After Arrival and in the Technical Guidelines section, Length of 

Time for Color Adjustments.) 

“Stop the Press” 

Do not tell the contractor to “Stop the Press,” or say anything that could be 

construed as such a statement, for any reason, including finding that the contractor is 

saving work without an approval. Agency representatives do not have the authority 

to tell the contractor to start or stop their equipment, nor does any GPO staff 

member have such authority. 

However, if you find that the contractor is saving unapproved work, you can and 

should clearly inform them that no approval has been given. Should the contractor 

persist, contact GPO immediately. 

PSI’s at Subcontractors 

If, for any reason, you attend an inspection in a subcontractor’s plant and a prime 

contractor’s representative is not present, request the prime contractor’s presence. In 

your dealings with the subcontractor, remember that the Government’s contract is 

with the prime contractor and not the subcontractor. 

In the event you are in a subcontractor’s plant without a prime contractor’s 

representative present and any major difficulties arise, be sure, if at all possible, to 

contact GPO and discuss the situation before leaving the subcontractor’s plant. 

Return Schedule 

When additional press forms are to be inspected, get an update on the PSI schedule 

before you leave the plant, and reconfirm the schedule before you return. If the 

inspection is to be in the nighttime hours, have the contractor call with advance 

notice. Amount of advance notice time should be discussed before leaving the plant.
12 Guidelines for Agency Representatives Attending Press Sheet Inspections

After the Inspection 

Onsite Inspection Report 

Fill out a copy of the “Agency Onsite Inspection Report” (GPO Form 2694A) within 

3 days of the PSI and submit it to GPO/QCPP. Be sure to include information 

regarding any delays to contractor-verified schedules. This information will assist 

GPO in providing your agency with better printing services. Send the form via mail 

to Quality Control for Procured Printing — U.S. Government Publishing Office, Room 

C848, Stop PPSQ, 732 N. Capitol Street, NW, Washington, DC 20401, email to QCPP@

gpo.gov, or fax to 202.512.1343.

Storing Signed Sheets 

Retain the approved, signed press sheet(s), and any other sheets, samples, or 

paperwork in a safe place. Approved sheets and other samples should be retained at 

least through the product warranty period. 

Should there be a complaint about the job, submit the approved sheet(s), along with 

the complaint (GPO Form 1815), the unopened departmental random copies (blue 

labeled carton), electronic media, the camera-ready copy, and any other necessary 

material, to your agency’s customer service representative that awarded the contract 

at the GPO Central or Regional Office. 

II. Technical Guidelines 

The guidelines listed below are provided for AR’s attending PSI’s on their own 

without a GPO representative present. If a GPO inspector is present, they will follow 

many of the same guidelines outlined below. 

These technical guidelines are to be used when conducting a PSI. Printing 

knowledge and experience must be used in conjunction with these guidelines. 

The purpose of a PSI is to check that final corrections and changes have been made 

and to set certain specific standards for the contractor to match during production. 

However, you are not there to operate the printer’s equipment, or to act as the printer’s 

print-quality consultant, or to instruct the printer how to produce the product. 

The procedural guidance below relates to the sheet fed printing of a typical booklet, 

book, or poster. Specialty products and very short or long runs may require different 

procedures. (See Web Guidelines for information on web-printed jobs.) 

Nothing in these guidelines is meant to take precedence over the conformance of 

the product to specifications, including the Quality Assurance Through Attributes 

Program (QATAP). A PSI does not take the place of a QATAP product inspection. 
Guidelines for Agency Representatives Attending Press Sheet Inspections 13

Stock 

Stock Errors 

Check for obvious contractor stock errors (wrong color, text-weight stock in place 

of cover-weight stock, etc.). This check is recommended as a first step so that time is 

not spent on register and color, only to find later that there is a major stock error. 

If you believe that there is a major contractor stock error, discuss it with the contractor. 

Contractors may change the stock to meet GPO specifications on their own, once the 

problem is pointed out. However, be sure that you and the contractor understand 

that you are not requesting a change in stock, since AR’s cannot make any changes in 

specifications, stock included. (See also Stock Specification Change and Stock Testing.)

Stock Specification Change 

Only the Contracting Officer may make changes in stock specifications. If a change 

in stock is needed for any reason, contact the Contracting Officer immediately.

Questioned Stock 

If you believe that the stock is not the stock specified, and the contractor does not 

resolve the issue on their own, contact your supervisor and/or the CO immediately. 

The CO will advise you and the contractor how to proceed, but the decision as to 

how to proceed will require individual analysis in each situation. 

Remember that you do not have the authority to tell the contractor to stop their 

press for any reason, including questions regarding stock. Remember also that the 

Contracting Officer must make any instructions to the contractor that changes the 

delivery schedule. (See also Stock Testing.) 

Stock Testing 

The approval of a press sheet, as outlined in these guidelines, does not constitute an 

approval of the stock. 

Should there be any discussion with the contractor regarding stock, be sure that they 

understand that you cannot test paper on site, and that stock must be tested at GPO’s 

lab for conformance to specifications. (For further information on testing, see the 

publication Government Paper Specification Standards. https://www.gpo.gov/docs/

default-source/forms-standards-pdf-files/vol_12.pdf

Even though a job has printed, should you still have concern regarding the stock, ask 

for several unprinted samples of paper to bring back for testing as part of the QATAP 

inspection of the product. Paper brought back for testing should be submitted to 

GPO immediately upon your return. (See also Questioned Stock.) 

Proof Corrections and Author’s Alterations (AA)

Last Proof Corrections and AA’s 

If there were proofs on the job, check that any last proof corrections and author’s 

alterations (other than color) have been made. This check is recommended as a first 

step so that a lot of time is not spent on register and color, only to find later that 

major content corrections have not been made. 
14 Guidelines for Agency Representatives Attending Press Sheet Inspections

Register

Registration Before Color 

Make register moves before adjusting color. Do not get involved in adjusting color 

before adjusting register, as register changes will alter color. 

Register 

Check at least the following types of register: 

n Internal to each illustration; 

n Edges of each illustration (register and masking); 

n Trap of screens or tones to illustrations; 

n Butt of screens or tones to illustrations; 

n Rules, type, and design elements made by screens; 

n Type or design elements that reverse out of multiple colors to paper color; and 

n Type or design elements that reverse out of single, or multiple colors, and then 

print back in with another color. 

When marking mis-register, circle the area that is out of register and indicate misregister; do not indicate what moves are to be made. 

Process Color Register and QATAP 

When establishing process color register, remember that you are setting a production 

standard and that the tolerances in QATAP are production tolerances, not standard 

setting allowances. 

Color

Viewing Conditions 

Before checking color, check that the viewing conditions meet any requirements 

called for in the contract and QATAP (for example, 5,OOO – degree Kelvin lighting, 

as called for by ISO standards). If the conditions do not meet any standards that are 

required, be sure to note this on your Agency Onsite Inspection Report (GPO Form 

2694A). 

OK’d Color Proof 

If there is an OK’d color proof, compare the press sheet with the OK’d proof. After 

the proof has been approved, the OK’d color proof becomes the intermediate 

standard for judging the press sheet. It is no longer correct to judge the press sheet 

for color against the original, when there is an OK’d proof. 

After the press sheet has been approved, it becomes the approved standard and 

supersedes any earlier intermediate standards for some QATAP attributes, including 

color. (See the specifications for the order of precedence of standards. See also Other 

Color Standards.)

Other Color Standards 

If there is no OK’d color proof, or if specific illustrations have not been OK’d for 

color, check the press sheet to be sure that these illustrations are OK as corrected, 

or appropriately represent the originals. (See the specifications for the order of 

precedence of standards.) 
Guidelines for Agency Representatives Attending Press Sheet Inspections 15

Additional Slight Registration Moves 

Even though registration has already been checked, obtaining desired process color 

may require additional slight registration moves. 

Matching Flat Colors 

Check the color and ink density of flat colors such as Pantone Matching SystemTM or 

Toyo Color Finder colors. If there are discrepancies between your ink book and the 

printer’s, check whether a color chip was provided with the artwork, or an ink draw 

down was provided with the proofs. If so, use it as the standard. 

Tint Percentages 

Visually, or by using a screen tint-comparator, check that tint percentages meet 

specifications. Also check that all repeating flat and built-process colors are even 

across the sheet, taking in-line situations into account. 

Even Type Density 

Check type density and evenness across the sheet, and mark the press sheet as 

required. 

Form-to-Form Color 

When applicable, check form-to-form color match, particularly where images cross 

the fold bind. You may need previously OK’d press forms for reference. 

Matching Press Sheets to Proofs 

Process colors on the press sheet presented to you should match the OK’d proof 

colors, taking into account that prepress proofs are not ink on paper and that there 

may be differences such as the base stock of the proof and press in-line situations. 

Process Color Adjustments on Press 

Adjusting color on press can achieve only minor changes. Almost all color 

adjustments should be done at the separation or proof stage. Do not attempt to 

“make” the job on press. 

Every press color adjustment situation requires individual analysis. Do not tell the 

contractor how to adjust the press; state how you perceive that the color on the 

press sheet does not match the color on the proof or other approved standard. 

Describe what it is that you see as a difference between the press sheet and the 

approved standard (for example, “The green color of the grass on the press sheet 

looks to me to be bluer than the green of the grass on the proof”). 

Color Bars 

When color bars are called for in the contract, but they are not present, be sure to 

note this in your inspection report to GPO, and have the contractor add them. 

AR’s who are skilled in the use of color bars may wish to use them as an aid in 

helping to set a color standard for the press sheet or for any of their other uses, such 

as for slur targets to check image sharpness and for checking dot gain. However, if 

there is a problem indicated by the color bars, discuss the problem instead of the 

color bars. (See also Densitometer.) 
16 Guidelines for Agency Representatives Attending Press Sheet Inspections

Densitometer 

AR’s who are skilled in the use of a densitometer may wish to use one as an aid in 

setting a color standard on the press sheet. 

However, if there is a problem in matching color on the press sheet to the approved 

standard, be sure to discuss the matter in terms of the matching problem instead of 

the densitometer readings. 

Returning to Even Densities Across the Sheet 

If the process color does not match the approved standard and the printer is unable 

to make it match after a reasonable amount of time, one means of attempting to 

achieve a color match is to balance the ink densities across the sheet and then to 

adjust the ink densities as necessary to match the OK’d proof, or other approved 

standard. However, it should be the printer’s decision whether to go back to this 

point in the make-ready. 

Length of Time for Color Adjustment 

A guideline for most process jobs is that you should be able to get color in 1 or 

2 hours (based on the printer providing a new sheet in 15 minutes). If it takes 

much more time, you may likely have electronic file, plate, blanket or mechanical 

problems. Tactfully and professionally discuss the situation with the printer. If they 

suggest that corrections can be made, use your professional judgment to determine 

whether this is a viable route and can be achieved in a reasonable amount of time. 

After receiving an estimated time to make the corrections, discuss whether other 

forms can be put on press while one is being corrected, to decide if you should wait 

at the contractor or return to office/hotel.

Unsignable Press Sheet

If an OK cannot be achieved via corrections made on press or by prepress, follow 

the Administrative Section guidelines for Unsignable Press Sheets.

Halftones and Other Illustrations 

Halftones and Illustrations 

Check halftone and illustration reproduction quality for any loss of shadow or 

highlight detail and for midtone range reproduction. Be sure to check any spots on 

the press sheet against consecutive press sheets, the proof, electronic file, or original 

copy. 

Content 

Type Breaks 

Check for type breaks and loss of information, and mark the press sheet when 

required. Be sure to check against the proof, supplied visuals, or original copy. 

If you request any content changes, including type or copy changes, remember that 

the changes must be handled as author’s alterations. (See Author’s Alterations in the 

Administrative Section.) 
Guidelines for Agency Representatives Attending Press Sheet Inspections 17

Dirt 

Check for dirt and other necessary cleanups; and, if necessary, mark the press sheet 

accordingly. 

Before Signing 

Startup 

When color is “good,” sign off and then ask the printer to make any minor 

adjustments (wash blankets, etc.) needed to start up, and then to start counting and 

bring in a sheet at about 500 on the counter (3,000 to 5,000 for web printed jobs). 

Compare this sheet with the sign off sheet.

Minor Running Color Adjustment 

If necessary, fine-tune the color adjustments while running. However, remember the 

product is now being saved. 

Signing Off 

Signing Off 

Sign off three consecutive sheets, “OK FOR COLOR.” (See also Signing Off in the 

Administrative Section.) 

OK With Corrections 

Sign “OK FOR COLOR With Corrections.” If color and other standards that you are 

there to set are good, but you cannot sign off, because of problems such as gear 

streaks or ghosting, which cannot be corrected in a reasonable length of time (1 or 2 

hours), it is OK to sign off “OK FOR COLOR With Corrections.” However, be sure to 

note the specific problem on the sheet. 

Before leaving the plant, make certain that the contractor understands what the 

problems are and what is expected of them. If you are providing a conditional 

signoff during GPO business hours, inform the GPO Contracting Officer of this and 

the problems before leaving the plant. If GPO is closed, call as soon as it reopens. 

Also be sure to note the problems in your report and bring back sheets showing 

evidence of them. This procedure should not be used for color corrections needing 

new plates. 

Keeping Approved Sheets 

Bring back the approved sheets, and if there were major problems, bring back copies 

of all marked sheets for the CO to review. (See also Storing Signed Sheets in the 

Administrative Section.) 

Web-Printed Jobs 

Web Guidelines 

Technical guidelines remain the same for web jobs as for sheet fed printed jobs. It is 

incumbent upon the AR to work with a reasonable speed. However, a running web is 

not a reason to rush unduly, or to sign off on contractually unacceptable printing. 
18 Guidelines for Agency Representatives Attending Press Sheet Inspections

REMEMBER

n Press sheet inspections are costly, are not required on all jobs, and do not take 

the place of proper proofs; thus they should be requested judiciously. 

n Agency representatives attending press sheet inspections without a GPO 

representative should have the printing knowledge necessary to make the 

technical judgments required during an inspection. 

n Monitoring quality control during the production run is not the purpose of the 

press sheet inspection. The purpose of the press sheet inspection is to set some 

specific standards by which the finished product can be measured as defined 

by the contract specifications and the Quality Assurance Through Attributes 

Program (QATAP)
Guidelines for Agency Representatives Attending Press Sheet Inspections 19

Appendix

FOR GPO USE 

Inspection Date _________________ Contractor _____________________________________ Contractor Code _____________ 

U.S. GOVERNMENT PUBLISHING OFFICE | AGENCY ONSITE INSPECTION REPORT 

(See notes on back -Use block 18 for continuation, if needed) 

1. Contractor Name _____________________________________ City and State _______________________________________

2. Jacket No. ___________________ Prog. / P.O. ____________________ Type of Inspection: Proof ___ Press ___ Bindery ___

3. Inspection Date _________________ Product Type __________________________ No. of Pages _____ No. of Colors _____

4. Name and Title of Agency Representative(s) (AR) ______________________________________________________________

 Telephone No.(s) ____________________________________ Agency ______________________________________________

5. Did a GPO inspector attend, and if so who? ___________________________________________________________________

6. What equipment was used for this order? _____________________________________________________________________

7. What contractor personnel did you work with on this inspection and what are their positions? ________________________

8. Where was the inspection held? Pressroom ___ Inspection Booth ___ Conference Room ___ Other ___

9. Describe the conditions and general atmosphere _______________________________________________________________

10. Were the copy, proofs, and samples available and ready? Yes ___ No ___

11. Was the contractor on time for the inspection? Yes ___ No ___ If late, how late and why? ________________________

12. What difficulties, if any were encountered? ___________________________________________________________________

13. What was the cause of the difficulties? Government-Furnished Material ___ Other ___

Describe ________________________________________________________________________________________________

14. Was any unusual assistance required? Yes ___ No ___ 

Describe ________________________________________________________________________________________________

15. What were the results of the inspection? ___________________________________________________________________ 

16. Did anything occur (AA’s or PE’s) that would lead the printer to request additional time or funds? 

If so, describe ____________________________________________________________________________________________

17. What Product Quality Level is this job? 1___ 2 ___ 3 ___ 4 ___ 5 ___ None ___

Would you recommend this firm for similar products at this level? Yes ___ No ___

Why? ___________________________________________________________________________________________________

18. Continuation (Item No. __________________) _______________________________________________ (continued on back) 

Report Completion Date __________________ AR’s Signature __________________________________________________

FILL OUT ONE FORM FOR EACH INSPECTION 

Send the form via mail to Quality Control for Procured Printing — U.S. Government Publishing Office, 

Room C848, Stop PPSQ, 732 N. Capitol Street, NW, Washington, DC 20401, email to QCPP@gpo.gov, or 

fax to 202.512.1343.

GPO FORM 2694A

(5-91) P. 50091-7 
20 Guidelines for Agency Representatives Attending Press Sheet Inspections

AGENCY ONSITE INSPECTION REPORT 

This Report Relates To This Jacket/Print Order Only 

It Is Not An Overall Quality Evaluation 

If during an inspection you encounter any difficulties, do not hesitate to call your agency’s 

customer service representative that awarded the contract at the GPO Central or Regional Office. 

1. Fill out this item completely; there are numerous contractors using very similar names. 

2. If the inspection is for a term contract, indicate the program number and the print order number. 

6. Identify the equipment fully, if known. If there are two or more of the same presses, indicate 

which one was used. We need to know if a specific piece of equipment has problems. 

7. Indicate if the person(s) you worked with were prepared, and willing to do what was needed. 

What was the working relationship: good, strained, etc.? 

9. Describe what the physical conditions were like, including proof/press-sheet viewing 

conditions. What was the overall attitude of the plant personnel? 

11. If the inspection started late, and the reason is known indicate it, be specific. For example, 

previous job still running, waiting for paper, corrections not completed. This information can 

help assess workload and forewarn of schedule problems. 

12. If there were any difficulties, describe them in relation to specifications or Quality Assurance 

Through Attributes Program (QATAP) attributes where possible. For example, trouble getting 

halftone match, two hours to get it bound without wrinkles. 

13. If there were difficulties and the cause is known, describe the reason(s) behind the 

difficulties. Examples: “supplied negatives did not register”; “proof corrections not made”; 

“could not get rid of streaks”; “author’s alterations”. 

14. If you went beyond inspection and assisted the contractor in their work to get an acceptable 

product, indicate this. For example, explained how to get rid of ghosting, suggested that 

they try another glue. 

15. Did you leave with an acceptable product, or did you have to come back the next day? Did 

you have to settle for less than an acceptable result due to time constraints? 

16. Describe anything that occurred for which the printer might bill for additional expenses, or 

request a delivery extension. List all items, even if you do not believe the request would be valid. 

17. Indicate what QATAP Product Quality Level this jacket is. None indicates no level, such as 

marginally punched forms. 

18. Use this space for continuation or additional comments. Positive and negative comments 

are acceptable. Please be specific.

Thank you for taking the time to fill out this inspection report. 

This information will help GPO better serve your agency’s printing needs. 

18. Continuation (Item No. __________________ ) ______________________________________________________

_________________________________________________________________________________________________

_________________________________________________________________________________________________

_________________________________________________________________________________________________

_________________________________________________________________________________________________

_________________________________________________________________________________________________

_________________________________________________________________________________________________

_________________________________________________________________________________________________
Guidelines for Agency Representatives Attending Press Sheet Inspections 21

P r e s s S h e e t I n s p e c t i o n G l o s s a r y 

The following glossary contains PSI-related terms that are used in this publication, 

and defines them as they relate to GPO press sheet inspections. This list is provided for 

informational purposes only. 

For legal definitions of terms relating directly to QATAP, see GPO publication 310.1, GPO 

Contract Terms (Quality Assurance Through Attributes Program).

Approved Sheet See OK’d Press Sheet. 

AR An abbreviation for “agency representative.” The agency person attending the 

press sheet inspection. 

Author’s Alterations (AA’s) Changes to the Government-furnished material (GFM) or 

proofs made by the originator, after work has been started by the contractor. These 

are not corrections due to printer’s errors (PE’s). AA’s are chargeable and may require 

changes to the shipping or delivery schedule. 

Blanket In offset lithography, a sheet of rubber or similar material, clamped around a 

cylinder, which transfers the image from the plate to the paper. 

Built Process Color A color made by using tint screens of two or more of the four 

colors of ink used in process color printing. (See also Flat Color and Process Color.) 

Camera Ready Copy Any material ready for the printer’s camera or scanner (e.g., 

typeset copy, photographs, illustrations, and mechanicals). 

CO An abbreviation for “Contracting Officer.” Any person appointed with a warrant 

that has the authority to enter into, administer, and terminate contracts. 

Color Bar A quality-control tool that uses blocks of ink and special targets printed in 

the non image area of a press sheet to help the printer evaluate and control ink film 

thickness, dot gain, trapping, slur, etc. 

In process color work, the color bar shows each process color individually, some color 

combinations, and screen tints. In higher quality work, color bars are used on all jobs, 

even Single-color work. 

Cyan One of the colors of ink used for process color printing. A light bluish color that 

reflects blue and green light and absorbs red light. (See also Process Color.) 

Densitometer An instrument used to measure transmitted or reflected light (optical 

density). Some printers use a densitometer during press make ready to measure the 

optical density of ink on the press sheet. Many densitometers can also use ink density 

values to calculate process color properties, such as dot gain and hue error. 

Departmental Random Copies (Blue Label Copies) Copies for departmental use that 

are certified by the contractor as having been selected at random from the production 

lot-not to be confused with separate (occasionally requested) quality assurance random 

copies, supplied directly to GPO. 

Departmental random copies are part of the agency’s order and should be used 

last. If there is a question of the order’s having met specifications (including QATAP 

requirements), this box of copies must be sent UNOPENED to GPO, along with the 
22 Guidelines for Agency Representatives Attending Press Sheet Inspections

complaint. Departmental random copies are packed in a separate box, with a blue label 

used to identify them; therefore, they are sometimes referred to as “Blue Label Copies.” 

Electronic File A file containing digitized graphic and/or text information arranged in 

a specific file format

Flat Color A printed solid color or tint that is the actual color of the ink used, and 

not color created (visually) from two or more process ink colors. Flat colors can 

be identified by the use of various commercial identification systems (for example, 

PANTONE Color No. 186TM which is a flag like red color; in the Toyo Color Finder 

System, a similar red would be identified as CF0045). (See also Built-Process Color.) 

Form See Press Form. 

Form-to-Form Color Color that must match from one press form to another. For 

example, a photograph or design element that will cross a page break or bind and is 

printed as two separate images (on two sides of one press sheet, or on two different 

press sheets). 

Four-Color Process See Process Color. 

Gear Streaks Parallel streaks or slurs across the sheet at the same interval as gear 

teeth on a cylinder. A term improperly applied to all parallel streaks. 

Ghost Image An undesired weak image that appears on a press sheet where there is 

no corresponding image on the file. A ghost image may be caused by ink or water or 

paper chemistry. However, one type of ghost (an ink starvation ghost) is caused by the 

design of the printed piece itself. 

An undesired ghost image should not be confused with a planned “ghost halftone,” 

which is a halftone that intentionally prints with less density than a “normal” halftone. 

(See also In-Line Situation.) 

Halftone The gradation of tone achieved by a large number of dots of varying size. All 

continuous tone photographs and some illustrations must be converted to halftones in 

order to be printed by offset lithography. 

The quality of reproduction of single color halftones is dealt with in QATAP through 

requirements for highlight, mid-tone, and shadow reproduction. 

Highlights The lightest areas in a halftone reproduction. They will contain dots of the 

smallest size, or no dots at all. 

In-Line Situation An “ink on press” condition that can cause incorrect color matching. 

In an in-line situation, one image located directly in the path of the ink flow may 

adversely cause ink-related problems, such as mismatching of colors, for images located 

behind it in the ink flow. 

Loupe A magnifying glass used during a press sheet inspection to check register and 

other printing attributes. 

Magenta One of the colors of ink used for four-color process printing. Magenta 

reflects blue and red light, and absorbs green light. (See also Process Color.) 
Guidelines for Agency Representatives Attending Press Sheet Inspections 23

Make ready The process of preparing a machine to perform the function for which it 

was designed. Press make ready includes loading and adjusting paper, plates, and ink 

and water. It also includes setting register between colors and obtaining ink density to 

match the color standard (i.e., an OK’d proof, a supplied sample, or original copy). 

Masking Protecting or blocking out parts of the copy or negative. 

Mid-tone The tonal range of a halftone between the highlights and the shadows. 

(See also Highlights and Shadows.) 

Negative A photographic image in reverse shading from the original image on the 

camera-ready copy (light is dark, dark is light). The opposite of a negative image is a 

positive image. 

Offset Lithography A printing process in which an inked impression from a smooth 

printing plate is first made on a blanket cylinder and then transferred to the paper 

being printed. (See also Sheet-Fed Press and Web Press.) 

OK’d Press Sheet A printed sheet that is approved at the press sheet inspection. Also 

known as an approved sheet. (See also Specified Standard.) 

Prepress Proof A “model” of the printed piece produced from camera copy or digital 

information before plates are made. (See also Proof and Press Proof.) 

Press Check See Press Sheet Inspection. 

Press Form For a sheet-fed press all of the image being printed on one side of a sheet, 

in one pass. (See also Signature.) 

Press Proof An ink-on-paper sample made on a printing press and then submitted to 

the client for comment and approval. 

Press proofs are made using the ink and stock that will be used during production. 

They also differ from the sheets examined during a press sheet inspection in that the 

client is not present during press proofing, nor is the job intended to be run during 

press proofing. 

Press proofs are most often made as progressive proofs, which show the image printing 

in each color individually and then in various combinations of the process colors. (See 

also Proof and Prepress Proof.) 

Press Pull One sheet from a batch of sheets printed after press changes - to arrive at 

an approved sheet. (See also Press Form.) 

Press Sheet Approval See Press Sheet Inspection. 

Press Sheet Inspection (PSI) Examination and approval of a press sheet (at the 

printing plant) after press make ready and before running, in order to set specific 

production standards. 

A PSI is not a quality monitoring of the entire run and therefore does not constitute 

approval of the entire run. (See also OK’d Press Sheet.) 

Process Color Color reproduction using the four process colors of ink (cyan, magenta, 

yellow, and black) to simulate full color as the human eye sees it. Also known as fourcolor process. (See also Separations.) 
24 Guidelines for Agency Representatives Attending Press Sheet Inspections

Progressive Proof (Prog) See Press Proof. 

Proof For press sheet inspection purposes, a “model” (made from digital data, positive 

or negative film, or plates) that reflects what the production press is expected to 

produce and provides a standard (intermediate or final) for the production pressroom 

to match. In process color printing, it is essential that the colors on the proof be 

achievable by the press. 

(See also Prepress Proof and Press Proof.) 

PSI See Press Sheet Inspection. 

QATAP An acronym for GPO’s Quality Assurance Through Attributes Program, which is 

used for specifying and evaluating the quality of printing, binding, and related services 

purchased by GPO. 

QATAP has five Product Quality Levels (PQL’s), from Level I, the highest, to Level V, the 

lowest. The PQL relates to the amount of acceptable variation from standards. 

QATAP Attributes Measurable characteristics of a printed product. QATAP specifies 

standards and acceptable production tolerances for its attributes. 

Quality Assurance Random Copies Copies of the product that are shipped by the 

contractor directly to GPO’s Quality Control for Procured Printing Section for a QATAP 

inspection-as differentiated from departmental random copies. 

Quality Assurance random copies are paid for by GPO. They are selected at random, 

and certified as such, by the contractor. (See also Departmental Random Copies.) 

Register The fitting-together (alignment) of two or more images. QATAP Attribute P-4. 

Reverse An image that is defined by the ink surrounding it, rather than printed with 

ink itself. 

Ruled-Out Sheet A flat proof or printed press form that has been measured and ruled 

to show where it will be folded or trimmed. 

Screen Tint A pattern of dots of equal size that creates an even tone of a color, 

lighter than the solid color of the ink used. Tint values range from 1% (lightest) to 99% 

(darkest), and are usually designated in 10% increments. (See also Flat Color.) 

Screen Tint Comparator A printed sheet of film or paper used as a standard to judge 

screen tint values. 

Separations The films (positive or negative) used for four-color process printing. Each 

film carries densities representing values of one of the four subtractive colors of ink 

(cyan, magenta, yellow, and black) that are used to simulate full-color originals. (See 

also Process Color.) 

Shadows The darkest areas in a halftone reproduction. They contain dots of the 

largest size. (See also Highlights and Mid-tone.) 

Sheet-Fed Press A press that prints on individual sheets of paper rather than on rolls 

of paper. (See also Web Press.) 

Signature A printed sheet containing four pages, or multiples of four pages, folded 

and numbered to form one unit of a pamphlet or book. (See also Press Form.) 
Guidelines for Agency Representatives Attending Press Sheet Inspections 25

Specified Standard A pre-identified physical object (for example, electronic media, 

camera-ready copy, film, an OK’d proof, or an OK’d press sheet), which is the basis of 

comparison for a QATAP attribute, instead of a comparison with an exact or nominal 

value. 

Standard Viewing Conditions A set of standards established by the International 

Standard Organization (ISO) for light intensity, color of light (5,000 degrees Kelvin), 

and color of surrounding area, etc., In order to ensure that color comparisons are valid. 

These standards are called for in QATAP when viewing color originals, proofs, and 

press sheets. 

Stock Paper or other substrate used for printing. 

Stripping In offset lithography, the placing of negative (or positive) film(s) on a carrier 

sheet (a flat) in the proper position for making plates or prints. 

Trapping In presswork, the ability of one ink to accept another ink printed over it. 

However, this term is also popularly used in a stripping context to indicate the 

intentional, slight overlapping of two adjacent images that will print in different colors. 

This overlapping of images is done in order to avoid a paper-colored gap (caused by 

a registration shift), between images during printing. Such an overlap will show in 

some proofs, but, if done correctly, will not be apparent in the final printed product. 

In lithographic terminology, such overlapping is referred to as image “chokes” and 

“spreads.” 

Type Quality and Uniformity Printing characteristics that include type density, type 

dimension, and broken characters. QATAP Attribute P-7. 

Waived PSI A press sheet inspection, requested in specifications, which GPO later 

officially cancels. The contractor then proceeds as if the PSI had not been requested. 

Web Press A press that prints on a continuous roll of paper rather than on individual 

sheets. (See also Sheet-Fed Press.) 
U.S. GOVERNMENT PUBLISHING OFFICE

www.gpo.gov | Keeping America Informed | www.govinfo.gov