GPO Form 952

Revised 1/13 

Quality Control for Procured Printing 
 

 

 

 

 

 

 

What is it? 

The GPO Form 952 is designed to explain the nature of the

furnished electronic files, to inform the contractor of what they 

will receive and ensure their compliance. 

Filling it out completely will result in detailed specifications,

best price, and reduced modifications. 

This form should be submitted with the electronic media, 

visuals, file directory, and the SF1 or GPO Form 2511 or 4044. 

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FOR GPO USE 

Jacket no. 

Program no. 

Print Order no. 

PREFLIGHT 

GPO 

Initials 

Date 

Software 

Agency 

Initials 

Date 

Software 

U.S. G OVE R N M E NT P R I NTI NG O F F I C E | 732 North Capitol Street, NW, Washington, DC 20401-0001 

NOTES 

GPO FORM 952 

7/12 

Digital Publishing Information 

This form should be completed and submitted with the electronic media, visuals, camera copy (if any) 

and the SF-1 or GPO Form 2511. 

CUSTOMER 

Agency/Department Date
 

Agency Requisition No. Job Title 


Name of Person Completing the Form Phone No.
 

Digital Publishing Technical Contact Mobile No.
 

E-mail Phone No.
 

COMPUTER OPERATING SYSTEM AND MEDIA 

PC System Version MAC System Version Other 

CD Qty. DVD Qty. Other Qty. 

Internet file transfer: Upload to contractors site Available for download 

SOFTWARE 

Name(s) of page layout (or other) program used Version 

Name(s) of program(s) used for illustrations/drawings Version 

Name(s) of program(s) used for scans, photos, & bitmapped images Version 

Name(s) of other program(s) used Version 

Files are supplied in: Native Format PDF Version description 

Types of files (jpg, tiff, eps, etc.): 

FONTS 

All fonts used in the layout and supporting graphic files MUST BE FURNISHED. If fonts are not furnished, issues 

such as text reflow, font substitution and loss of menu style (italic, bold, etc.) may occur. 

See attached file directory for font listing Fonts are furnished Fonts are not furnished 

Reason for fonts not being furnished 

FILE DIRECTORY 

A file directory should be generated and furnished along with this FORM 952. The file directory should clearly show files for 

output (layout, supporting graphics and fonts). 

COLOR IDENTIFICATION SYSTEM USED 

Pantone (list pantone numbers) RGB CMYK (Four Color Process) Other 

VISUALS SUBMITTED 

Were changes made to any file(s) after the visual was made? Yes No 

Was the visual made at less than 100%? Yes No 

Color Composite - No. of Pages Color Separated - No. of Pages Black & White - No. of Pages 

Printed Sample Supplied Folding Dummy Supplied Covers and Text Pages Labeled 

MISCELLANEOUS CHECKLIST 

Do files require bleeds? Yes No If YES, have bleeds been supplied on furnished files? Yes No 

Are all graphics linked properly (avoid cutting & pasting)? Yes No 

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Customer 

The information in this block is designed to prevent needless 

delays and additional costs in the event that problems exist

with the furnished materials. 

If GPO has questions about the file, they will contact the

person listed as the digital publishing technical contact.
 

The information given here does not appear in GPO 

specifications. 

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Computer Operating System and Media 

Indicate the computer system used to create the print publishing files 

that are being submitted to GPO. As a general rule, most outside

designers use the Macintosh platform and most government designers 

use the Windows platform. It is very important to include the OS 

version (Windows 95, Vista, etc) on the Windows platform. 

Include information about all media types (DVD, CD, etc). Also list the

number of discs provided. If using a ZIP or 3.5” disc, list them under 

“Other”. 

If providing files via internet transfer, indicate if they are only available

to upload to contractor’s site, or if they are available for the contractor 

to download from the agency’s file-sharing site. 

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Software 

Identify the software and version used for the page layout. Typically this type of

software is Adobe InDesign or Quark Xpress. The first block should describe the

software used to create the “layout” file. The version will help ensure the

contractor’s compliance to use the files. 

The other blocks deal with supporting files, such as those used for illustrations,

scans, graphs, and charts. Typically this type of software will be Adobe Photoshop

or Illustrator. Microsoft programs may produce bitmapped images. 

Ideally files should be submitted in Native Format (indd, ai, qxd). This will allow for 

the most flexibility in processing an accurate reproduction of the files without

delay. It is optional to also provide a press ready PDF. 

The last line is available to list the types of files being submitted. A complete file

directory can be provided in lieu of this line. 

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Fonts 

Fonts must be provided when submitting native format files. When using

“collect for output” in Quark XPress or “package” in Adobe from the layout

program, be sure the box for “copy all fonts used” is checked. This will create

a folder containing all fonts used in that document. Copyright warnings will

appear, click ok to all, as it is necessary to provide the fonts along with the files. 

If fonts are not furnished, the contractor will have to provide them. It is 

imperative that the font name and manufacturer are listed. If possible, list the

version of the font. These steps will help to eliminate text reflow. If name,

manufacturer and version are not known, any font managing software can

provide this information. 

If only a PDF is being provided, be sure that the fonts are embedded. Illustrator 

files may be acceptable if the outline option is selected from the font menu for 

all text. 

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File Directory 

Print a directory list of the files on the disc and attach it to the

GPO Form 952. 

When printing a file directory, use the exact discs that are 

being supplied to GPO. This assures that the information

remains consistent and will be communicated correctly in the

specification. 

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Color Identification System Used 

Check the color ID system used in the images and photos. Typically 

the color system is either RGB, CMYK or Pantone. In this block, write

all Pantone numbers that will print as a spot color. 

Commercial printing vendors only print CMYK or Pantone inks. Using

any other ID system requires special handling by the vendor (extra

costs). 

Color Tip: Office graphics programs (Word, PowerPoint, etc.) use RGB 

color exclusively. This color space can be converted to CMYK with a

moderate degree of special handling; however, converting to Pantone

requires extensive handling. The different elements will need to be

isolated and converted to a spot color. Whenever possible, avoid office

graphics program for any job requiring Pantone colors. 9 
 

 

 

 

 

 

 

 

 

 

 

 

Visuals Submitted 

A visual should ALWAYS accompany electronic media. For the sake of

continuity, always output or re-output the visual each time a correction is 

made. If the visual is output at less than 100%, indicate the percentage.

This option is selected when final output size, such as a poster or bleeds,

are too large to fit on a standard office printer. 

If printing in color, it is a good idea to print out color separations. This 

option is typically controlled through the print menu in Page Layout

software. If the software does not allow for color separations, the files may 

need special attention from commercial vendors. 

For folded brochures or complicated pieces, a folding dummy can be

useful to the contractor. Labeling Covers 1, 2, 3, 4 and the first and last

text pages will also ensure proper page count and imposition. 

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Miscellaneous Checklist 

Bleeds should always be provided in the page layout file.

It doesn’t take much additional time for the originator to

create, and it always saves money. 1/16” - 1/8” is ideal.
 

Linked graphic tip: Resize the photo or image before placing

it in the page layout program. Changing the size after placing

it, will increase the size of the file and create a slower output.
 

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Notes 

Use this block for extra information, or attach a sheet of paper 

that explains any helpful information. Examples include: 

• Fold or perforation marks that do/do not print

• Keylines that do/do not print

• “For Position Only” graphics

• Bleeds that must be extended 

• Silhouettes that must be created 

• Color correction to match samples/originals

• Other items that require special handling/processing 

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Preflight 

When a preflight of the files is completed, use the area on the

left side of the GPO Form 952. 

GPO employees, use the top portion. Customer agency 

employees, use the bottom portion. 

If there was a specific preflight function in a page layout

software or other preflight software used, list it.

ie: Flightcheck, PitStop, InDesign, etc. 

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Quality Control for Procured Printing 
 

QCPP@gpo.gov 

202.512.0542