Document Creation

  • The basics...
    The Print Shop creates some layouts for printing, but most items are created by you, the person submitting the order. The better your "original", the better your copies will turn out. Please contact the Print Shop before beginning any project to receive tips on the best way to create your original for printing. Be sure to scroll down and read these tips to avoid basic problems.

    What we can design
    The Print Shop does not have an employee dedicated to document creation. We do what we can, when we can fit it in with our other responsibilities. Most often we are limited to single-sheet layouts, such as business cards.

    DON'T create a form...
    ...without checking with the Records Management department first. Most forms in the District must be approved by the Forms Control Committee.

    DO include a sample
    Supply a sample from a previous printing, or a mockup if you want to show us exactly what you want.

    DO allow margin
    Allow about 5/16" margin on all sides of your document. If you want to allow the image to print up to the edge (bleed), you must be familiar with the techniques used by designers and printers to design that type of layout.

    DO space evenly
    If you want an item printed that is smaller than a standard size sheet of paper, we will run it on the standard size and cut it down after printing. When creating your original, you can create one, and let us do the multiple-item layout. If you do your own layout with multiple items, place as many of the item on the sheet as possible. Be sure that the items are spaced at exact measurements. For example, if something is to be cut at 3 1/2", be sure that each item is exactly 3 1/2" apart from the previous one. Do not "eye it up" and force us to make unnecessary cuts. When ordering, tell us how many finished-size pieces you want.

    DON'T draw "cut lines"
    If you are designing something that will be printed a number of times on a sheet, then cut down, do not draw cut lines across the original to show where it should be cut. Those lines would print and would not disappear when cut.

    DO use premixed ink colors
    If your design includes spot-color, please try to use the ink colors that we keep pre-mixed. We have all of the Pantone Basic Colors, plus Gold (Deep Yellow) PMS #116, Burnt Orange (HHS) PMS #159, Red PMS #185, Bordeaux Red (Maroon) PMS #221, Delft Blue PMS #286, Blue (Bellalago) PMS #293, Forest Green PMS #357, Pea Green (Bellalago) PMS #384, Brown (MAE) PMS #471, Purple (CSHS) PMS #2617 and Teal PMS #3282. Remember that we have limitations on quantity and layout with colored ink orders.

    Computer file "originals"
    If you created your originals on a computer, please use Print Shop Pro to get your files to us. Computer files will yield the very best quality possible. Print Shop Pro accepts ONLY PDF files. 

    Be sure to create the PDF on the same computer that created the document. If you move it to another computer, it may defeat the purpose of trying to preserve the look of the original document. Be sure to look your PDF document over carefully after converting.

    DON'T use GIF, JPEG or PICT
    When you are designing for print, avoid these file formats. They are meant for viewing on computer screens. They are not meant for print. An exception would be JPEG files from digital cameras, when the camera is set to capture the highest-quality JPEG possible. Lower settings result in pictures that are only sharp when viewed on-screen.

    DO use EPS and TIFF
    These file formats yield the best print quality.

    Paper "originals"
    If what you want copied is from your paper original, be sure that it is created black on white, single-sided, with plenty of margin. At least 5/16" is recommended. If color copies are needed, a dark color original is recommended. Fill out a Print Shop Pro printing request, tell us you are sending "Offline Material", print out the final order page, attach it to your paper originals and send them to the Print Shop.

    DON'T use tape
    Avoid using tape to secure "paste-ups". Never place tape over text or graphics. Trim the paste-up neatly, then use glue stick on the back of the paste-up to secure it. Make sure all paste-ups are flat and clean.