GPO 

OFFICIAL DIGITAL SECURE 

Publishing 

guidelines 

from GPO. 
TO OUR CUSTOMERS 

The U.S. Government 

Publishing Office (GPO) is 

dedicated to providing the 

best possible publishing 

product at the lowest 

possible price, while 

meeting your project 

deadline. To do this 

effectively, GPO develops 

customized solutions that 

offer a fully integrated 

approach, including creating, 

packaging, disseminating, 

storing, preserving, and 

authenticating information.
The goal of this publication is to provide best practice 

guidance to customers who are creating publishing 

products via desktop computers. As always, GPO’s 

Quality Control for Published Products (QCPP) is 

available to answer questions regarding electronics and 

publishing. 

QCPP is an in-house desktop and electronic publishing 

consulting group. We service all Federal Government 

agencies who use GPO’s Printing Procurement process, 

as well as our in-house and regional personnel. 

Please note that the basics of proper fle creation, unlike 

technology, stay fairly consistent. While no specifc 

“recipe” exists for creating the perfect electronic fle, the 

suggestions provided in this publication will simplify the 

process and minimize potential problems. 

To begin working with GPO contact GPO’s National Account 

Managers (NAMs). They are committed to providing you with 

support and solutions to meet your publishing needs. For more 

information on GPO services or to discuss your next project, 

contact your GPO National Account Manager at nam@gpo.gov 

or 202.512.1904 or visit: www.gpo.gov/customers/print.htm. 

Please direct questions, comments or suggestions for improving 

this document to QCPP, at qcpp@gpo.gov or 202.512.0542 or 

visit: www.gpo.gov/customers/quality.htm 
Table of Contents 

Platform............................................................................................................. 3 

Other Platforms................................................................................. 3 

File Submission ............................................................................................ 3 

Media .................................................................................................. 3 

Electronic File Transfer (ETF)......................................................... 3 

Commonly Accepted Publishing Software ...................................... 3 

Macintosh Platform .......................................................................... 3 

Windows Platform ............................................................................ 3 

Current Software Versions ............................................................. 4 

File Formats for Print.................................................................................. 4 

Native Applications Files................................................................. 4 

Adobe Acrobat Portable Document Format (PDF).................... 4 

PostScript Files................................................................................. 4 

Digital Deliverables........................................................................... 5 

File Formats for Repurposed Deliverables...................................... 5 

HTML .................................................................................................. 5 

Acrobat PDF...................................................................................... 5 

Press Optimized PDF ...................................................................... 5 

SGML & XML.................................................................................... 5 

Fonts................................................................................................................... 6 

PostScript Type 1 ............................................................................. 6 

Open Type.......................................................................................... 6 

Fonts Used in Graphics Files 

Converting Fonts to Outline Paths or Curves............................. 6 

Color Issues.................................................................................................... 6 

RGB .................................................................................................... 6 

Four-Color Process (CMYK).......................................................... 6 

Spot Colors ....................................................................................... 7 

Grayscale ........................................................................................... 7 

Duotone Images................................................................................ 7 

Color Expectation............................................................................. 7 

Images............................................................................................................... 7 

4 
 Scanning ................................................................................................ 7 

Scanning Resolution (color and grayscale photographs) ........ 7 

Scanning Resolution (line art)........................................................ 8 

Scanned Image File Formats.......................................................... 8

 Digital Cameras .................................................................................... 8 

Resolution Capture .......................................................................... 8 

Formats and Compression ............................................................. 8

 Image Manipulation.............................................................................. 8 

Cropping, Rotating, & Scaling ....................................................... 8 

Layers.................................................................................................. 8 

Graphics, Maps, Charts, and Appropriate File Formats............. 9 

Establishing Links............................................................................. 9 

Updating Graphics........................................................................... 9 

Nested Graphics .............................................................................. 9 

Clip Art................................................................................................ 9 

Copyright & Artwork......................................................................... 9 

Maps ................................................................................................... 9 

Graphs and Charts........................................................................... 9 

Appropriate File Formats................................................................. 9 

Proofng...........................................................................................................10 

Conventional Proofs.......................................................................10 

Standard Digital Proofng (SDP).................................................10 

Two-Step Proofng .........................................................................10 

Prior to Production Samples (One-Off Proofs)........................10 

Miscellaneous..............................................................................................11 

Extraneous Images .........................................................................11 

Designer Responsibility.................................................................11 

Printer-Ready Files.........................................................................11 

Gradients..........................................................................................11 

Tint Screens.....................................................................................11 

Rules .................................................................................................11 

Bleeds...............................................................................................11 

Compressing Files..........................................................................11 

Backup Copies ...............................................................................11 

Clipping Paths.................................................................................12 

Documentation............................................................................................12 

Form 952..........................................................................................12 

Marking Visuals ...............................................................................12 

Current Visuals................................................................................12 

Color-Separated Visuals...............................................................12 

5
Platform 

Electronic fles should be created using either the Macintosh or 

Microsoft’s Windows operating system (OS). 

Other Platforms 

Agencies using alternative platforms should discuss the project in 

advance with GPO, so that suitable vendors can be invited to bid. 

File Submission 

Files can be submitted on any commercially established media, or by 

Electronic File Transfer (EFT). 

Media 

Physical media includes, but is not limited to, single-session 

recordable CD or DVD. 

Caution: Customers should be wary of data stored on certain types of 

removable media as it may become increasingly diffcult to access the 

information. GPO suggests phasing out older legacy media. Hard copy, 

CD or DVD’s are preferred. Customers should verify successful burning 

of the disk on a different computer system prior to sending to GPO. 

This will ensure all necessary supporting fles have been included. 

Electronic File Transfer (EFT) 

If desired by the ordering agency, GPO contracts can include the 

electronic submission of fles. Electronic submissions include, but are 

not limited to e-mail and File Transfer Protocol (FTP). 

Caution: Attachments to e-mail can be particularly troublesome due 

to common fle size limitations associated with attached fles and 

encoding issues. 

Tip: It is important to clearly state the method and restrictions of any 

desired EFT on the Standard Form-1 (SF1) so that suitable vendors 

may be invited to participate in the bidding process. 

Commonly Accepted 

Publishing Software 

The programs listed on the following pages are used to create a 

majority of the print publishing work received by GPO. They are also 

the preferred programs of the commercial printing industry. Files 

created using the following software output with fewer problems than 

fles created in programs not designed for print publishing. Other 

programs may be used, but unless they support prepress functions 

(e.g., CMYK and PANTONE color, trapping, bleeds, crop marks and 

color separation) problems will likely occur. Customers who use 

programs other than those listed below should consider supplying 

high-resolution press optimized PDF fles instead of native fles 

(native fles = the software program the fle was created in). 

6 
Macintosh Platform 

Page Layout: Adobe InDesign, QuarkXPress, Adobe FrameMaker 

Drawing/Illustration: Adobe Illustrator, Macromedia FreeHand 

Image Manipulation: Adobe Photoshop 

Windows Platform 

Page Layout: Adobe InDesign, QuarkXPress, Adobe FrameMaker 

Drawing/Illustration: Adobe Illustrator, Corel Draw, Adobe/ 

Macromedia FreeHand 

Image Manipulation: Adobe Photoshop 

Current Software Versions 

If possible, use current software. Avoid using any software that is 

more than one major revision old because most vendors only support 

recent or near recent applications. Customers with access to internet 

should check software vendors’ web sites for upgrade patches and 

other important technical information. 

Tip: Getting updates, upgrades and other helpful software 

Adobe — www.adobe.com 

Apple — www.apple.com 

Corel — www.corel.com 

Quark — www.quark.com 

Macromedia — www.adobe.com 

Markzware — www.markzware.com 

Extensis — www.extensis.com 

PANTONE — www.pantone.com 

File Formats for Print 

Native Application Files 

At the time of publication, most print industry vendors request that 

fles provided for publishing be in native format. For example, using 

a Windows version of InDesign the fle will be saved as with an .indd 

extension, and a QuarkXPress fle will be saved with a .qxd extension. 

Using the save feature of most publishing software creates a native 

application fle. 

Tip: Three-letter extensions are used in the Windows environment 

to register fles with programs. On the Macintosh OS, native fles are 

designated by icons (graphical representations of the fle) coupled 

with internal type and creator identifers. Adding the 3 letter extension 

will not cause problems with the fle. The icons below represent 

QuarkXPress (left), and Adobe InDesign (right) fles created on a 

Macintosh. 

Adobe Acrobat Portable Document Format (PDF) 

Commonly called PDF fles, this fle format can take the place 

of native application fles. PDF’s are designed as self contained, 

platform independent fles and if created properly may eliminate many 

common prepress problems. PDF fles should contain embedded 

fonts, graphics, color data and layout structure. PDF fles are 

somewhat editable and are more compact (e.g., smaller fle size) than 

native application fle formats. 

7 
Caution: Not all PDF fles are created to be output for print publishing. 

Design elements must contain appropriate information (e.g., color 

space, fonts, resolution) in order to be output properly. PDF fles 

created specifcally for web use may not out-put well for print 

publishing due to resolution, color and other issues. 

Tip: PDF fles for press output must be created using the appropriate 

settings in Acrobat Distiller, not through the PDFWriter. PDF fles 

created using the PDFWriter are not acceptable for print publishing. 

While this guide does not provide instructions for creating PDF fles 

there are several sources for obtaining this information. Customers 

can fnd instructions for creating high quality PDF fles at many 

web sites including Adobe (www.adobe.com). The Institute at 

GPO (202.512.1283) teaches classes in Desktop Publishing and 

Digital/Print Management, Services and Publishing. www.gpo.gov/ 

customers/theinstitute.htm 

Digital Deliverables 

The ordering agency may request upon completion of the order, 

that the contractor provide corrected native application fles (digital 

deliverables) with the furnished material. The digital deliverables must 

represent the fnal production fles and must be an exact 

representation of the fnal printed product. Digital deliverables must 

be returned on the same type of storage media that was furnished 

with the original submission. The Government will not accept 

digital deliverables or storage media that do not possess the same 

formatting, in regards to platform, as the original submission. 

File Formats for 

Repurposed Deliverables 

In order to conform to federal laws governing electronic 

dissemination, and to make products more accessible to the public, 

many Government agencies are looking to convert native application 

fles into other formats for multiple uses. This includes formats for 

online use, mobile devices, eReaders and for future printing. 

These other fle formats consist of, but are not limited to, Adobe 

Acrobat Portable Document Format (PDF) and Hyper Text Markup 

Language (HTML). Text fles coded in Standard Generalized Markup 

Language (SGML), or Extensible Markup Language (XML) may be 

requested as well. Each format has advantages and disadvantages 

and it is up to the customer to determine the desired format. For help 

in deciding the appropriate electronic format, the specifcs needed, 

and the possible cost implications, contact QCPP, 202.512.0542, 

qcpp@gpo.gov. 

HTML 

This is the most common fle format for creating web pages. It can 

be exported from most programs used for layout. As a general rule, 

simple HTML export is relatively easy to accomplish and should 

not add signifcantly to production costs. HTML fles are readily 

searchable and are best used for publications that do not require a 

high degree of document structure (e.g., formatting, graphic fdelity 

8 
and page structure) and are not required to visually match the printed 

version. See: http://www.loc.gov//rr/program/bib/ebooks/ 

devicesformats.html for more info. 

Caution: The more functionality you desire for the HTML product 

the more costly the project becomes. Dynamic features (e.g., links, 

formatting and graphics/animation) require additional labor (including 

hand coding) and can be time consuming and costly. 

Acrobat PDF 

The most common format for presenting documents online, PDF is 

also becoming a standard for professional printing. In addition, PDF 

fles are relatively easy to create and when printed to an offce printer 

maintain product design integrity (e.g., page formatting). The type of 

PDF you should request back from the contractor is determined by 

the desired output for press or online use. 

Press Optimized PDF 

PDF fles created for output to a press can be generated from native 

application fles. These PDFs contain embedded fonts, graphics, 

color data, and layout structure. 

Caution: Simple PDF fles that are generated from electronic fles (not 

scanned from legacy documents) can be easy to create and should not 

add signifcantly to production costs. However, the more functionality 

you desire for your PDF product the more costly the project becomes. 

Dynamic features (e.g., links, video, bookmarking, etc.) require extra 

system time. 

SGML & XML 

Standard Generalized Markup Language (SGML) 

and Extensible Markup Language (XML) are meta languages that 

are more robust and more complicated than standard HTML. XML 

specifes neither semantics nor a tag set. XML is defned as an 

application profle of SGML. These formats may be requested, but 

are very labor intensive. 

Fonts 

PostScript Type 1 

PostScript Type 1 fonts have been the industry standard. It is best 

to provide the entire font set (Macintosh — printer and screen fonts; 

Windows — .pfm and .pfb fles) with each job. However, send in only 

the font sets used in the job, not your entire font collection. Font fles 

that contain customized features such as kerning and tracking MUST 

be provided. 

Tip: If it is not possible to supply the font, GPO can require that the 

vendor substitute a matching font. For this font substitution to work 

properly customers are still required to indicate the font name(s), 

manufacturer(s), and the version(s) of all fonts used. If fonts are not 

supplied GPO strongly recommends that the customer obtain a 

contract proof and read the proofs very carefully, both for character 

integrity and text refow. 

9 
OpenType 

OpenType fonts are accepted on both Windows and Macintosh 

computer systems. These fonts include PostScript data (both 

printer and screen) within a single font and are acceptable to use in 

electronic design fles. 

Fonts Used in Graphics Files 

If drawing/illustration graphic fles contain text matter, fonts for these 

fles should also be provided. 

Converting Fonts to Outline Paths or Curves 

One way to avoid font problems with graphic fles is to convert all 

type matter in the graphic to outlines, paths or curves depending on 

the software. 

Caution: Once converted to outline/path/curve, text is very diffcult to 

edit. Always make a backup of any fle prior to converting to outline. 

This backup fle is not sent to the vendor, but remains with the customer 

to allow for quick editing or touch-up of text if warranted. 

Color Issues 

Any fle requiring four-color process separations should be in CMYK 

color mode only. Do not submit color fles in RGB, Index, LAB, or 

other color modes. Any fle requiring spot-color separations should 

be defned by the proper spot-color model (PANTONE, Toyo, etc.) 

and identifed as spot colors for output. 

Tip: Photoshop supports spot colors in multi channel mode and/or 

duotone mode only. Attempting to achieve spot colors from Photoshop 

in any color mode other than multichannel or duotone can result in extra 

costs and lost time. 

Caution: When confronted with a color mode other than CMYK (for 

full color), vendors will convert to CMYK and output as per contract. 

Unless a reasonable color match standard (e.g., contract proof or 

CMYK value) is identifed in the GPO specifcation, any color shift or 

image fdelity issue will be the responsibility of the customer, not the 

vendor. 

RGB 

Red, green, and blue pixels are illuminated on your display and have 

a different range of colors compared to a printed image. RGB are 

“additive colors.” Combined they will make white light. RGB color 

spaces are device dependent and are altered by the gamma of the 

system displaying them. 

Caution: RGB color mode should only be used when images are being 

electronically displayed (computer monitor, TV, projector screen, etc.), 

NOT FOR COMMERCIAL PRINTING. 

Tip: RGB images must be converted to CMYK for process color 

printing. However, be aware that converting from RGB to CMYK will 

cause a color shift. The CMYK color can be adjusted using professional 

image software (e.g., Adobe Photoshop). 

10 
Four-Color Process (CMYK) 

Cyan, Magenta, Yellow, and Black (K) inks are used when printing. 

CMYK are “subtractive colors” because they absorb light. Designers 

and printers should take into account the different properties of inks 

and papers used for printing. 

Caution: Non graphics software such as MS Word, PowerPoint, Excel, 

and Corel WordPerfect use an RGB color space and are not designed 

for CMYK output. Customers who desire process color printing should 

use one of the software packages listed under “Commonly Accepted 

Publishing Software.” 

Spot Colors 

To ensure color continuity when working with multiple software 

programs, make sure that all spot colors are assigned the exact same 

name in each program. To the computer system, PANTONE 200 CVU 

is not the same color as PANTONE 200 CV. Color names should 

be consistent throughout all elements of the layout fle and in all 

imported graphic elements. In addition, avoid using the default spot 

colors such as red, green, and blue that appears in the color menu of 

most page layout software. 

Caution: Be aware that some spot colors cannot be adequately 

represented using four-color process inks. Consult a color guide book 

(e.g., PANTONE Process Color Imaging Guide) to see a comparison of 

spot colors and their closest build. 

Caution: Some programs (e.g., MS Word, PowerPoint, Excel, Corel 

WordPerfect) do not support spot colors and should not be used when 

creating printed pieces that require spot color(s). 

Grayscale 

Images that will print using only black ink should be converted to 

grayscale using professional image editing software (e.g., Adobe 

Photoshop). 

Caution: When you convert to grayscale, you remove all color 

information. 

Duotone Images 

Duotone images provide more depth to a typical gray-scale image by 

introducing a second color of ink. 

Tip: GPO recommends contacting Creative Services or QCPP for 

help in setting up duotone images. Adobe Photoshop and PANTONE’s 

duotone indicator can provide direction for creating good duotones. 

11 
Color Expectation 

Never expect the overall color of a fnal printed piece to match a 

furnished color visual. A color visual is not a good representation 

of the fnal piece due to the physical differences between ink in 

traditional printing; inks, toners, and dyes in digital printing; and the 

colorants used in desktop color printers. 

Caution: Color management (the ability to match monitor display to 

proof output and press output) has made some strides, but is still not a 

viable option for most customers. Unless you’ve invested in the proper 

equipment, training and calibration software your monitor will fail to 

display colors that match offset or digital printing output and will display 

colors that cannot be printed. 

Tip: The most accurate and least expensive method of color match is 

to consult an appropriate color guide book (e.g., PANTONE Process 

Color Imaging Guide) for all color issues. These books, if current, 

represent ink characteristics using different production methods (e.g., 

process builds, solid colors and tint screens). 

Images 

(Scans & Digital Cameras) 

Scanning 

When scanning images, it is important to capture enough information 

(resolution) to accurately reproduce the image. However, excessive 

information capture does not necessarily guarantee a better-printed 

image. In fact, large fle sizes may increase processing time and 

costs. 

Tip: To achieve optimal results especially with color images, scanning 

should be accomplished by a prepress professional using properly 

calibrated equipment and suitable image manipulation software. 

However, pleasing color can be obtained on many desktop scanners. 

Caution: Because image fdelity is a highly subjective issue, acceptable 

quality may vary from customer to customer and job to job. Customers 

who choose to do their own scanning should follow the guidelines 

below, which should provide generally acceptable results. 

Scanning Resolution (color and grayscale photographs): 

Scan all images at a resolution of 300 pixels per inch. This 

requirement is based on an input-to-output (I/O) size ratio of 1 

to 1. For example, a 3 x 5 inch original photograph that is to be 

printed at 3 x 5 inches (I/O ratio of 1 to 1) should be scanned 

at 300 pixels per inch. The same 3 x 5 inch original photograph 

to be printed at 6 x 10 inches (I/O ratio of 1 to 2) should be 

scanned at 600 pixels per inch. All other enlargements and 

reductions are similarly proportional. 

Tip: Using the “Sharpen” or “Unsharp Masking” flters of most imageediting software may improve image quality. In addition, certain software 

programs automatically process images to achieve high quality results. 

12 
Scanning Resolution (line art) 

Scan all line art as bitmap images with a resolution between 

800 and 1200 pixels per inch, based on an I/O ratio of 1 to 1. 

Enlargements and reductions are similarly proportional. 

Scanned Image File Formats 

Scanned images should be saved as uncompressed TIFF or EPS 

fles. 

Caution: If saving EPS fles from Photoshop deselect the “include 

halftone screen” and “include transfer function” options. These options 

can override vendor output settings. Only select them if you are 

confdent that you are making the correct decision. 

Tip: If you plan to convert an image into a Duotone and/or apply 

a clipping path, save the scanned image as an EPS or PSD fle. 

Otherwise, save graphics as TIFF images. 

Caution: Continuous tone images (except duotones) are not generally 

designed for multiple spot color output. Color images that have been 

scanned into, or created in an image editing program (e.g., Photoshop) 

are typically composed of shades of color and do not convert to spot 

colors easily. Other than duotones, Photoshop supports spot colors 

only in multi-channel mode; however, this effect is diffcult to achieve in 

a typical print production environment. Consult your Photoshop manual 

for more information on multi-channel mode. QCPP is available to 

answer questions as to the best way to achieve spot color effects with 

scanned images. 

Digital Cameras 

Customers who use digital cameras to capture images for print 

publishing should test the images prior to submission for print. For 

customers who must use images obtained from a digital camera we 

recommend the guidelines that follow: 

Resolution Capture 

To be used for print production, digital cameras should capture 

a minimum resolution of 1524 x 1024 ppi. Images should be 

captured at the maximum allowable resolution and with the lowest 

compression settings. 

Tip: The higher the mega-pixel number, the larger image size you can 

produce at an acceptable resolution (e.g., 300 ppi). A 3.1 mega-pixel 

digital camera yields a 300 ppi image at 5" x 7", while a 4.0 mega-pixel 

digital camera yields a 300 ppi image at 5.33" x 8". 

Caution: Capturing at the highest available resolution should be 

acceptable for same size (1 to 1 ratio) images; however, images 

captured at this resolution level may not be suffcient for enlargements. 

Always use the formula identifed under scanning for resolution issues. 

Enlargements beyond the sizes identifed above are not recommended. 

Formats and Compression 

If possible, avoid using the compression schemes built into digital 

cameras. If compression is necessary use the lowest possible 

(highest quality) compression option available. 

13 
Caution: Be wary of color shifts with images from digital cameras. 

The RGB captured color data and some compression algorithms (e.g., 

JPEG) may cause the on-screen view and color printer appearance to 

differ from printed output. 

Image Manipulation 

Special effects such as blurring and distorting should be applied to 

the images prior to submission for printing. 

Cropping, Rotating & Scaling: 

Images should be cropped, rotated, and scaled prior to 

placement into the page layout fle. These three functions are best 

accomplished in the image manipulation program, not in the page 

layout program. 

Layers: 

GPO recommends working in layers whenever possible with 

raster images. By separating elements onto different layers, 

corrections (especially type corrections) are much easier to 

achieve. 

Tip: If possible, save an unfattened version of your fle for future editing. 

Flattening an image reduces future editing capabilities. 

Graphics, Maps, Charts, and 

Appropriate File Formats 

Establishing Links 

Always use proper fle import techniques (InDesign “Place” and 

QuarkXPress “Get Picture”) to establish external links. Using the Edit 

menu to “Cut and Paste” graphic fles between programs may yield 

unacceptable results. 

Caution: Avoid using the “Store in Publication” feature of InDesign, or 

similar features in other programs. This feature embeds all image data 

into the document and can cause excessive fle sizes that may affect 

processing time and costs. 

Caution: Windows users should avoid “cutting and pasting” color 

images from Word, PowerPoint, Excel and other Offce Graphics 

software applications. Cutting and pasting these images can cause 

output problems (e.g., color shift, system crashes, and other errors.) 

Updating Graphics 

All graphic fles must be linked properly. Graphic fles that have been 

modifed in an originating program (Image Editing or Illustration/ 

Drawing) after placement in the page layout fle MUST be updated 

(relinked). 

14 
Nested Graphics 

Avoid nested elements in graphic fles (graphic fles embedded 

into other graphic fles). If supplied graphics must contain nested 

elements, make sure that ALL original drawing/illustration fles and 

graphic fles (EPS or TIFF—including the nested graphics) have been 

provided. 

Clip Art 

When using clip art, make sure that it is designed for high-resolution 

output, not web or presentation work, and that the color mode is 

appropriate for the desired output (e.g., PANTONE or CMYK). 

Copyright & Artwork 

Copyrighted materials may not be reproduced without written 

permission from the copyright holder. For your protection, provide 

a copy of the permission paper to GPO and the contractor for any 

artwork that has a copyright. 

Maps 

It is best to create maps in professional illustration applications 

(e.g., Illustrator or FreeHand) rather than in common Geographic 

Information System (GIS) software (e.g., Bentley Microstation, 

ArcView or Generic Mapping Tools). 

Caution: Most of the common GIS packages support only 256 RGB 

colors. Colors used in the print publishing world, PANTONE and 

CMYK, are not supported by these packages. 

Tip: Some companies (e.g., Avenza) have software packages that allow 

for native editing of GIS data in Adobe Illustrator and Macromedia 

Freehand. 

Graphs and Charts 

It is best to create charts in professional illustration applications (e.g., 

Illustrator or FreeHand) rather than in common graphic and charting 

software (e.g., Microsoft Excel, CorelChart). 

Caution: Most of the common charting packages support only RGB 

colors. Colors used in the print publishing world, PANTONE and 

CMYK, are not supported by these packages. 

Tip: For creating charts and graphs always use an application that 

supports necessary print publishing features. Programs such as 

Illustrator, FreeHand and CorelDraw are appropriate; however, many 

customers fnd these programs cumbersome for charting work. Some 

programs (e.g., SPSS’ DeltaGraph) are designed specifcally for 

charts and graphs, but also maintain prepress functions and fle format 

support required by the printing industry. 

Appropriate File Format 

Occasionally, TIFF and EPS fles must be altered (e.g., correcting 

type and color adjustment). In order to ensure that changes to these 

fles are possible, include any necessary native application fles as 

well. 

15 
Caution: Avoid graphic fle formats such as GIF, PICT, BMP, WMF, and 

PCX which are not suitable for most print production methods. 

Proofing 

Proofs should be requested for most jobs, and for all jobs containing 

color. Consult your GPO representative for appropriate proofng 

requirements. 

The following is proof spec language which is to be used as a 

guideline for the specifcation writer and must be custom edited and 

reviewed for each job. 

Recommended for all jobs: 

? set(s) of digital color content proofs for ?(list pages). Direct to 

plate must be used to produce the fnal product with a minimum 

of 2400 x 2400 dpi. Proofs must be created using the same 

Raster Image Processor (RIP) that will be used to produce the 

product. Proofs shall be collated with all elements in proper 

position (not pasted up), imaged face and back, trimmed and 

folded to the fnished size of the product. 

Level 1: 

High Res only; Level 2 and below: High Res AND Ink Jet (at 

agency request, may be high res only) 

High Res Proofs 

? set(s) of digital one-piece composite laminated halftone proofs on 

the actual production stock (Kodak Approval, Polaroid PolaProof, 

CreoSpectrum, or Fuji Final Proof) with a minimum resolution of 

2400 x 2400 dpi for ?. Proofs must contain color control bars (such 

as Brunner, GATF, GRETAG, or RIT) for each color of ink on the 

sheet. Control bars must be placed parallel to the press’s ink rollers 

and must show areas consisting of minimum 1/8" x 1/8" solid color 

patches; tint patches of 25, 50 and 75%; dot gain scale; and gray 

balance patches for process color (if applicable). These areas must 

be repeated consecutively across the sheet. Proofs must show dot 

structure. 

Ink Jet Proofs 

In lieu of digital one-piece laminated proofs, at contractor’s option ? 

set(s) of inkjet proofs that are G7 profled and use pigment-based 

inks. A proofng RIP that provides an option for high quality color 

matching such as Device Links Technology and/or ICC Profles 

Technology, and meets or exceeds industry tolerance to ISO 12647-

7 standard for Graphic Technology (as of 3/19/09 and future 

amendments) must be utilized. Output must be a minimum of 720 x 

720 dpi on a GRACoL or SWOP certifed proofng media. Proofs 

must contain the following color control strip to be evaluated for 

accuracy: IDEAlliance ISO 12647-7 (2009 or later). 

For all levels: 

The make and model number of the proofng system utilized 

shall be furnished with the proofs. These proofs must contain all 

elements, be in press confguration and indicate margins. Proofs 

16 
will be used for color match on press. Direct to plate must be 

used to produce the fnal product with a minimum of 2400 x 

2400 dpi. 

For jobs requesting High Res proofs, containing Pantone colors: 

Pantone colors may be substituted with a similar color (with the 

exception of process yellow) but may not be built out of the four 

process colors. (This requirement does not apply to inkjet proofs.) 

If job contains duotones: 

Must call customer for decision on type of proof: A digital proof 

(high res or inkjet) showing a four-color process simulation, or a 

press proof if they want an exact match. 

At agency’s option: 

Contractor to submit ink draw downs on actual production stock 

of Pantone colors used in job. 

Proofing spot varnishes: 

Spot varnish may be shown as either a digital content proof or as 

an overlay on the one-piece laminated proofs. 

Miscellaneous 

Extraneous Images: 

Do not include non-imaging fles, or fles that are For Position 

Only (FPO) on the production disk. If non-imaging or FPO fles 

are included, clearly indicate on the visual or other documentation 

that they DO NOT PRINT. 

Caution: Don’t leave excess images on the “pasteboard.” These nonprinting images can cause confusion to both prepress workers and 

output devices, thus causing your fle to fail and not image or to image 

more slowly with additional costs. 

Designer Responsibility 

The creator of the fnal production fles should share responsibility 

for generating a usable product. Any design contract (either with a 

Government designer or outside contractor) to produce electronic 

layout and design fles should remain open so that corrections can be 

made up until the fnal approval is given to the printer’s proofs. 

Printer-Ready Files 

In order to maintain schedule and reduce cost, fles on production 

disks should be fnal and ready for output. However, complex tasks 

such as trapping, image correction, and setting output specifcations 

should generally be performed by the contractor. 

Tip: Note any special instructions on the Digital Publishing Information 

GPO form 952. This form along with guidelines for flling it out can 

be found at http://www.gpo.gov/customers/sfas1.htm. This form 

should be completed and submitted with the electronic media, visuals, 

camera copy (if any) and the GPO form SF-1 or 2511. 

17 
Gradients 

Gradients should generally range from 3 to 97 percent for offset 

printing (avoid using 0 and 100 percent). Various digital printing 

devices require a higher percentage in the highlight. Inkjet printing 

devices can hold a highlight dot around 5 percent, while laser devices 

require a 10-15 percent dot. In addition, other factors such as 

paper stock and the intended production method should be 

considered as well. 

Tint Screens: 

Never use fne-detail tint screens (under 5 percent). Fine-detail 

screens appear acceptable when imaged to desktop printers 

(300–600 dpi) but virtually disappear when imaged at higher 

resolutions. As a general rule, start with 5 percent and increase 

in increments of 5 percent. If possible, avoid any screen higher 

than 

90 percent. 

Tip: Other factors such as paper type (e.g., coating, hue and other 

properties) should also be considered. Screening metallic inks can 

reduce the sheen and larger differences in the screens are necessary 

to achieve contrast. 

Rules 

Never use rules that are less than .5 point. Hairline rules appear 

acceptable when imaged to desktop printers (300-600 dpi) but 

virtually disappear when imaged at greater resolutions. 

Bleeds 

Bleeds should be provided by the originator, and should be included 

in all fles that image off the fnal printed page. As a general rule, allow 

1/8 inch minimum for any bleed. To ensure proper sizing/positioning 

when creating a bleed for an image (halftone, line art, etc.), the bleed 

must be provided. 

Compressing Files 

Unless you are submitting fles via electronic fle transfer it is best not 

to compress fles (using PKZIP, STUFFIT, or comparable programs) 

submitted to GPO. If it is necessary to compress fles, make the fles 

self-extracting. If fle size is an issue, consider using a removable 

drive. 

Backup Copies 

In order to ensure that important data is not destroyed, the agency 

must be responsible for creating backup copies of all fles submitted 

to GPO. All media and FTP transfers are fallible. Environmental 

conditions, accidental mishandling, and other factors can 

compromise fles submitted for printing. 

18 
 

Clipping Paths 

A clipping path “clips” unwanted images from a photo, leaving only 

the image that is desired (see example below). Clipping paths should 

be created in an image editing program (e.g., Photoshop). 

Tip: You can request vendors to create clipping paths, and also request 

that the fle (with the path) be returned as part of a Digital Deliverable. 

Documentation 

Form 952 

Fill out GPO Form 952 (Digital Publishing—Disk Information) in its 

entirety; information in the block concerning the Digital Publishing 

Technical Contact is extremely important and should not be omitted. 

Special instructions can be written in the space provided or on 

attached pages. 

Tip: In some instances GPO includes the completed 952 as part of the 

printing contract. Any errors contained on the form may impact the cost 

and administration of your contract. 

Marking Visuals 

If additional work (e.g., clipping, color correction, etc.) is required to 

make the submitted fles ready for output, an explanation of the work 

must be provided on the furnished visual(s) and other documentation 

(SF–1, Form 952, or attached pages). All notations on visuals should 

be dated and initialed. Examples of markings on visuals would be: 

n Marks indicating the proportion at which visuals were output 

(100%, 50%, etc.) 

n Marks indicating the color system used (PANTONE, Process, etc.) 

n Marks indicating perforations, folds, die-cuts, etc. 

n Marks indicating spot varnishes 

Current Visuals 

Always provide a current (UP-TO-DATE) visual generated from the 

fles on the production media (the media that will be sent to GPO or 

the print vendor) not from fles located on your computer hard drive. 

Caution: A supplied visual is used as a general guide, not as a proof. If 

the supplied fles contain any errors, print vendors are not obligated to 

verify that their output will match the supplied visual. For this reason it is 

wise to get proofs for all jobs supplied on electronic media. 
U.S. GOVERNMENT PUBLISHING OFFICE 

732 North Capitol Street, NW, Washington, DC 20401 

Keeping America Informed | OFFICIAL | DIGITAL | SECURE 

www.gpo.gov 

www.fdsys.gov 

Facebook http://www.facebook.com/USGPO 

Twitter https://twitter.com/usgpo 

Instagram https://instagram.com/usgpo/ 

Pinterest http://pinterest.com/usgpo/ 

YouTube http://www.youtube.com/user/gpoprinter 

GPO Pub 300.6 

04/2015