The Quarto Group

File Creation Policy Introduction

Standard Software 2 Purpose of this Document This document outlines the policy for everyone involved in the Artworks & Images 3 production of books for The Quarto Group. It is the single source of information containing all the current file Filenaming 4 set-up guidelines, colour management policy, technical standards and production requirements for The Quarto Group. File Structure 6 We expect everyone working with us internally, freelancers, repro and print suppliers to follow the instructions in this document. Jackets 8

Prelims 9

Endpapers 10

Extra Sections 11

Special Finishes 12

Colour Management 13

Version 1.2 Final Files 14 This document is only intended for internal The Quarto Group staff and individuals and companies working with The Quarto Group. Print PDFs 15 For the latest version of this document go to bit.ly/quartofilecreation

The Quarto Group - File Creation Policy 1 Standard Software

The software used to create our files is consistent so we can Software Versions always open, amend and reuse our files. Quarto has Adobe Creative Cloud and GreenLight subscriptions and staff use recent versions of software. File Creation We recommend to those working with us to also use recent • Pages are laid out using Adobe InDesign versions but also save translation files as IDML file for others • All artwork is compatible with and/or prepared using Adobe needing to open our files using older software versions Creative Suite Photoshop and Illustrator (see page 14). • Although not a requirement some systems may ask users run Mac OS X with access to the internet • Production Macs have access to Adobe Acrobat Pro

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

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

The Quarto Group - File Creation Policy 2 Artworks & Images

The kind of images we use can directly affect the quality and the Photoshoots and Commissioned Artworks speed and reliability of production processes. • Pixel images are maximum quality JPEG or TIFF use 8 bits/ Unless otherwise advised by Production, images are set up as channel RGB colour mode with the Adobe RGB (1998) colour follows: profile • Vector images are Illustrator AI documents using CMYK colour Pixel Images mode with no colour profile assigned • Colour images use 8 bits/channel RGB colour mode with the • RAW / DNG or similar files from digital cameras are converted Adobe RGB (1998) colour profile to maximum quality JPEG or TIFF before supply • Greyscale use 8 bits/channel with no colour profile assigned • Pixel images are supplied at 12 megapixels (approx 350ppi at • Bitmap image use 1 bits/channel and no colour profile. A4) • Single layer images are supplied as maximum quality JPEG or • Filenames only use letters (a-z, A-Z), numbers (0-9), dashes TIFF and underscores. • Complex layered images are supplied as Photoshop PSD documents

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

The Quarto Group - File Creation Policy 3 Filenaming [Book-Code]_[Section]_[Page-Range]_[Doc-Name]_[Language].[File-Type] E.g. FL-CURIO_INT_001-023_Curiositree_UK.indd is the UK internal section InDesign document for p1-23 of ‘Curiositree’. Eg. K-WKND_COV_Weekendtivity_US.pdf is the US cover PDF file for a book named ‘Weekendtivity’.

File names are an obviously important way to know what a file Section Identifiers contains, but they can also be used to help indicate which book, language and section and can be used for automated exporting, This three letter code indicates the section of the book that the improved archiving and influencing GreenLight checks. document relates to. All files in our workflow are named in this way and order. Paper Laminated Case. A printed cover glued onto a PLC hardcased book. Allowed Characters A printed cover onto a medium weight board. May also FLEXI have flaps and usually requires endpapers. Use only letters (a–z, A–Z), numbers (0–9), dashes and Cover. Typically wraps across front, spine and back of a underscores when naming files and folders. No spaces. COV paperback book. Underscores are used to indicate different sections of the filename. Jacket. A paper jacket that wraps around the hardcased Regular dashes (using the hyphen or minus key) indicate page JKT book. ranges and are also used to replace spaces and other characters. Prelims. Optional. Preliminary inside pages that can PRE contain alternative retailer and imprint information. Book Code Internal Section. All internal pages of book. This section Every filename starts with a book code which identifies the book INT may include imprint information or follow a prelim that the files belong to. Book Codes are supplied when briefing section. Will contain endpapers if book is self ending. and can be confirmed by production or editorial and may contain Endpapers. Printed paper used to secure to the case to letters, numbers and a dash. END the book block during the manufacturing process. Translation Files. A set of internal pages generated by TRANS GreenLight for use only by co-edition publishers. Extra Sections. For novelty or complex sections and any EXTRA other sections not covered by the above identifiers.

The Quarto Group - File Creation Policy 4 Filenaming (continued) Page ranges for internal pages For all internal and prelim documents the page range is included in Files in British English use UK, American English uses US. the filename after the INT or PRE document identifier. All other languages use the same three letter code used in ONIX. The first page number and last page numbers are added to the Common ones are listed here and a full list is here www.medra. filename and are separated by a dash. org/stdoc/onix-codelist-74.htm If a single document contains all internal pages then continue to add the first page number and last page number to the file name. FRE French POR Portuguese All page numbers in filenames have three digits. E.g. page one GER German SPA Spanish to page eleven becomes 001-011. Books with over one thousand ITA Italian WEL Welsh pages can use four digit page numbers. When outputting single page PDFs a single three digit page The language identifier is optional for the prelim section identifiers number is used (see page 15). (see page 9) and is required for all other sections.

Work In Progress name / Book name CMYK or Special Finish Identifier This area of the filename can be any text which helps us recognise When outputting a print PDF of the common CMYK layer for the document whilst working on the document. This is for work in Internal sections, the language identifier is replaced by CMYK‘ ’. progress and may be changed if required. It may be removed or When outputting a print PDF of special finish layers for jackets the replaced with the book name for final files and when exporting. language identifier added after the special finish layer name (see If using an extra section identifier (seepage 4) it is important to page 12). describe the type of section in the book name. e.g. ‘sticker-sheet’. File-Type Suffix Language Identifier The suffix is the final part of the file name used by the computer to A code showing language is added to the end of the filename. indicate the file type and should remain unaltered, e.g. UK International or British English. .pdf PDF US American English. .indd InDesign Document Transatlantic English language intended for both the UK .idml InDesign Markup Language ENG and US printings. If a single file contains different text for the UK and US UKUS printings then use UKUS.

The Quarto Group - File Creation Policy 5 File Structure

Consistent file set-up and structure makes files easier to The full name of the translation layer contains the language understand, check, share and reuse along with automating being used. E.g. TEXT-UK (International English), TEXT-US production processes. (Americanized English), TEXT-ENG (Transatlantic English), TEXT- Unless otherwise instructed by Production, the following GER (German). guidelines apply to all final InDesign files in our workflow. Typically only one text layer is included in an InDesign document but it is possible to have multiple text layers if required. Layering - CMYK Layer For all internal sections, prelims and endpapers a base layer Layering - Jackets named ‘CMYK’ contains common images and artwork that are Jackets are not printed in a co-edition print run and are likely to consistent between translations. include special print finishes such as foil and spot lamination. The CMYK is the bottom-most layer in the layers panel. Finishes are separated out onto different layers in InDesign and This layer may contain any combination of colour objects and named to describe their contents. placed images and can include transparency effects and blending. Spot UV Embossing The CMYK layer does not contain translatable objects or text SPOTUV EMBOSS wraps. Spot Matt varnish. DEBOSS Debossing Note: no layer is Areas for foil Despite the name, if advised to use spot colours on internal required for Matt blocking. Multiple sections or endpapers, these are also placed on this CMYK layer. MATT lamination as foils have the foil applies to entire FOIL colour added e.g. cover.) Layering - Text Layer FOIL PURPLE. Dielines used for For internal sections and prelims a text layer contains all objects For each additional cutting formes for that are able to edited, moved or removed by a translator. As well DIE special finishes e.g. stickers and cutting SPECIAL as text frames and paths the text layer can also contain annotation SPECIAL GLITTER. lines, tint panels, text wrap objects. Note: Any spot colours inks, e.g. Pantones, are not split onto Endpapers do not contain a text layer. separate layers and are to be included with the CMYK graphics.

The Quarto Group - File Creation Policy 6 File Structure (continued)

Text Colour Transparency All text used on the text layer for interior pages is set to use the Transparency effects including reduced opacity, blend modes, InDesign default colour [Black] swatch. No other colours or colour shadows and glows may be used. For internal sections these are modes (such spot colours, RGB, Pantone or LAB) are used. restricted to the CMYK layer only. This applies to all text in text frames or on text paths that is on a For internal sections no transparency effects are used on the text translation layer and also applies to any stroke (border) colours layer. applied as well as the more common fill (solid) colour. Any lines, panels or images that are placed on the text layer are Text Wraps also restricted to using the InDesign default colour [Black] swatch. Text wrap objects are used to alter the position of text, for Any tint of [Black] from 1-100% is acceptable. 0% tints are not to example pushing around an image. be used. Text wrap can be applied freely to any object with the exception of An allowed exception to using the [Black] swatch on the text layer internal sections. For internal sections no text wrap is used on the is when no colour is used. In this case the InDesign [None] swatch CMYK layer. is used. Text wrap objects are typically set to use no colour in this For internal sections text wraps are added only to the text layer. way. Image Resolution Overprinting • Pixel images should aim for an effective resolution of 350ppi All black text and objects on the text layer are set to overprint. This means that text can be changed during a print run without • A minimum 250ppi is expected unless there are exceptional affecting the underlying base images and artwork. circumstances • If vector images are to be used for co-editions then they too Avoid using excessive resolution where possible. Images above are set process black and set to overprint. 450ppi are brought down to 350ppi during the PDF process.

Spot Colours Bleed The use of spot colours add to print costs. Only use spot colours Bleed is set to 5mm on all outside edges. No bleed is applied to when instructed by Production. Typically spot colours are only inside edges for spreads using facing pages. permitted on endpapers and jackets. PLC and FLEXI cover files - Bleed is 15mm. See section on Jackets (see page 8)

The Quarto Group - File Creation Policy 7 Jackets

This section includes info for all jackets, covers, PLCs etc. Paperback covers We use GreenLight to manage our InDesign templates to create Wrapping across front, spine and back of a paperback book. and export our jacket files to the following settings. • 5mm bleed on outer edges Crop and fold marks are automatically added to PDFs to indicate • May have flaps. 2mm turnaround added if adding flaps dimensions of each cover panel. Where relevant, board thickness is assumed to be 3mm and the Paper Jackets turnaround (the amount to allow for a flap fold) to be 2mm. These A paper jacket wrapping around a hardcased book. values can be altered in GreenLight if necessary. • 5mm bleed on outer edges • Trim page size plus 3mm on outside edges PLC / PPC / Arlin • Always has flaps and adds an extra 3mm for turnaround A PLC (Paper Laminated Case) is a printed cover file glued onto a hardcased book. PPC is another name for PLC. Arlin is a coloured Flexi Binding paper stamped to achieve a cloth effect. A flexi bound cover is a card producing a medium cased book. • 15mm bleed on outer edges • 15mm bleed on outer edges • 3mm added to trim page size on all edges • Trim page size plus 3mm on outside edges • No flaps or turnaround • May contain flaps. 2mm turnaround added if adding flaps PLC cut flush Wiro Binding A PLC printed cover file glued onto a hardcased book that is then A wiro bound cover is a printed card producing either an open or trimmed off on top, bottom and outer edges. cased wiro boung book. • 15mm bleed on outer edges • 5mm bleed on outer edges • 3mm added to trim page size on spine edge only • Pages are designed as facing pages but are set-up with extra • No flaps or turnaround 5mm added to trim page size on inside gutter to simulate a 5mm bleed on all edges

The Quarto Group - File Creation Policy 8 Prelims

Prelims are a section at the beginning of a book that may contain Prelim file naming multiple versions of different retailer and imprint information including changes to logos. • There is no requirement for a language identifier for the prelims section Prelim information may be contained in the first pages of the internal (INT) section or split out into a separate prelim (PRE) • A three figure page range is added to the file name after the section document. section identifier (seepage 5) In terms of production a prelim section is treated as part of the internal pages of the book, with overprinting process black only Prelim outputting text and artwork remaining on a TEXT layer (see page 6) which is • Prelims are output to single page print ready PDFs by layered on top of a common CMYK layer. GreenLight To cater for multiple text layers there are some differences for the • A single CMYK is output per page prelim (PRE) section when compared to the internal (INT) section: • A PDF for each text layer is output for every page. Prelim layering • Text PDFs are named with the text layer name. E.g. ABC_PRE_001_TEXT-Book-People.pdf indicates the • Each of the different retailer and/or imprint details are split prelim for page one for the retailer ‘The Book People’ for book onto separate text layers code ABC • All text for each retailer and/or imprint is to be contained on the relevant text layer, any common text that is shared by retailer and/or imprint is to be duplicated onto each of the text layers • Text layer names for the each different retailer and/or imprint start with TEXT- but then are not restricted to standard language identifiers. E.g. a layer name ofTEXT-Book-People may be used to indicate the prelim specifically for that retailer • Text layer names are used for PDF output. No spaces are used in these text layer names

The Quarto Group - File Creation Policy 9 Endpapers

Endpapers are printed paper sheets at the start and end of Endpapers are designed and output as double page spreads using the book used to secure the case to the book block during the the same trim page size as the book with 5mm bleed. manufacturing process. There are two types of endpaper: Endpaper designs are commonly shared between both front and back. When this is the case only one spread is designed and one Self Ends print PDF is output. • ‘Self Ends’ endpapers are included in the main internal (INT) Endpapers may be left blank but are typically printed on one side. section (see page 4) document as the first and last spread of On agreement with Production, endpapers may be printed on that section both sides. • The first and last page of a self ended internal section is usually A single END section file contains all endpaper spreads for a book. left blank as these pages will be glued into the cover during the Only when endpapers are different between the front and back manufacturing process are multiple spreads used. Multiple spreads are output as separate • CMYK and TEXT layers are used as normal for the INT section print PDFs by GreenLight. • Self Ends are output with a page number as they are part of The following section identifier are used for PDF output only. the internal pages of the book A common endpaper to be used at END Plus Ends the front and back of the book An endpaper to be used at the front • ‘Plus Ends’ endpapers are printed on a separate sheet which is END-FRONT used to attach the main book block to the case of the book only An endpaper to be used at the back • Endpapers are designed and output using a separate Endpaper END-BACK of the book only (END) section file(see page 4) A common reverse printing for both • On agreement with Production, Plus Ends may be printed with END-INNER front and back endpapers different designs at the start and end of the book and on both A reverse printing for the front the front and back END-INNER-FRONT endpaper only • Single pantone spot colours are permitted and commonly used A reverse printing for the back • Special finishes such as Spot UV or Foil are not permitted END-INNER-BACK endpaper only

The Quarto Group - File Creation Policy 10 Extra Sections

Section identifiers in this File Creation Policy (seepage 4) cover Extra Sections file naming the vast majority of the books produced for Quarto. • As the EXTRA section identifier is generic, the book name field However, in some complex cases, such as novelty books and books is used to give more description about the content. containing paper engineering, there may be one of more sections E.g. ABC123_EXTRA_Sticker-Sheet-1_UK.indd that are not covered by the main identifiers. E.g. spreads with flaps and sliders, kits, sticker sheets, slip cases, belly bands etc. • There is still a requirement for a language identifier for extra sections (see page 5) All book sections that are not covered by a specific section identifier use the EXTRA section identifier. Multiple extra sections • A page range is not required in the file name after the section may be required for one book. identifier When text layers are identified within extra sections they are limited in the same way as the internal section, with overprinting Extra Sections special finishes process black only text and artwork. Multiple text layers may be • Standard spot colour naming is used for special finishes (see required for different parts of the output or to add instructions. page 12) but there is no requirement for the layer name to match the spot colour name Extra Sections layering • E.g. The DIE spot colour is used Dielines used for cutting • There is no restriction to the number of order of the different formes for stickers and cutting but may used be on a layer layers within an extra section named DIECUT-slider • Text layers with names that start with TEXT- are treated in the same way as internal pages of the book, with overprinting Extra Sections outputting process black only text and artwork • Extra Sections are output to single page print ready PDFs by • Text layer names are not restricted to standard language GreenLight identifiers. E.g. a layer name ofTEXT-pull-out may be used to • Each layer is output separately for every page indicate the position of the text • Layer Names and page names are used in the names of PDF • Layer names are used for PDF output. No spaces are used in outputting E.g. ABC123_EXTRA_005_DIECUT-slider_UK.pdf extra section layer names

The Quarto Group - File Creation Policy 11 Special Finishes

Pantone Spot Colours Special Finishes On agreement with Production, jackets, endpaper and internal On agreement with Production cover and jacket sections may sections may contain spot coloured inks e.g. Pantones. The name feature special finishes such as foil, embossing and spot UV. of the spot colour indicates the ink to use and spot colours are Each special finish is added to a separate, named InDesign layer. included with the main composite PDF (see page 15). All content on the special finish layer uses a spot colour swatch set to the same name as the layer (see page 6) and set to overprint. Special finish layers are output to separate PDFs (seepage 15). SPOTUV Spot UV EMBOSS Embossing Spot Matt varnish. DEBOSS Debossing Note: no layer is Areas for foil required for Matt blocking. Multiple MATT lamination as foils have the foil applies to entire FOIL colour added e.g. cover.) FOIL PURPLE. Dielines used for For each additional cutting formes for DIE special finishes e.g. stickers and cutting SPECIAL SPECIAL GLITTER.

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

The Quarto Group - File Creation Policy 12 Colour Management

The Quarto Group prepares files for offset presses, based on Colour Settings in Adobe Software standardised paper stocks To reflect the two CMYK profiles we have two Colour Settings. • Premium coated paper (ISO 12647-2:2013 PC 1) • Quarto_Colour_Settings_Coated51 • Wood-free uncoated white paper (ISO 12647-2:2013 PC 5) • Quarto_Colour_Settings_Uncoated52 Depending on the paper type specified for printing we apply one of two industry standard ICC profiles. The appropriate colour setting is used within InDesign and other Adobe software when working on CMYK files. FOGRA51 for Coated Paper GreenLight Book Info For all coated paper stocks we use the PSO Coated v3 working space. The ink limit for this profile is 330%. GreenLight users indicate the paper stock by adding Book Info to their InDesign document. The relevant colour settings are applied and influence checks and exports from within GreenLight. FOGRA52 for Uncoated Paper For all uncoated paper stocks we use the FOGRA52 – PSO Placed Images and Artwork Uncoated v3 (FOGRA52) working space. The ink limit for this profile is 300%. The use of RGB images within InDesign is encouraged. ICC profiles are contained in our Quarto colour settings files and By using RGB images we are best placed to move between paper are distributed by GreenLight to all users. stocks when reprinting, to prepare for other profiles for specialist printing and to output for digital. Adobe RGB (1998) for RGB PDF Output Intent We use the Adobe RGB (1998) working space for all RGB images. It is applied to artworks and images (see page 3) and is assumed The FOGRA51 or FOGRA52 choices made in InDesign and for all RGB images entering in our workflow. GreenLight carry through into the PDF/X print PDFs as the output intent is. See Print PDFs section (page 11) for more. If RGB images are known to have other profiles they are converted to Adobe RGB (1998) using Adobe Photoshop.

The Quarto Group - File Creation Policy 13 Final Files

When InDesign and image files are finalised and approved we Translation Files prepare them for archive and translation in the following way: Using GreenLight, internal sections are processed into a newly generated separate InDesign document which is used solely for Packaged InDesign Folder preprinting translations. This document has all items from the All InDesign documents are packaged. By packaging we can be CMYK layer flattened into an embedded watermarked JPEG. sure each document folder contains all links and fonts required to The document is then packaged to a folder using these options: reuse the document in future. • Copy Fonts Using GreenLight the InDesign files are packaged to a folder using these options: • Copy Linked Graphics • Copy Fonts • Update Graphics Links in Package • Copy Linked Graphics • Include IDML (for third parties using older versions of InDesign) • Update Graphics Links in Package • Include PDF (with no bleed) • Include IDML (for third parties using older versions of InDesign) The translation InDesign file and packaged folder are named with the TRANS document identifier.

The Quarto Group - File Creation Policy 14 Print PDFs

Our PDFs for print are output to PDF/X-1a from Adobe InDesign Special Finishes using a custom Adobe PDF Preset. We use the following settings when preparing our PDFs. Any special finishes are output to a separate PDF containing just that special finish: Composite PDFs • Composite CMYK colour mode For the CMYK layer of Internal sections and all other section • Content uses named spot colours to identify the special finish documents we output: required • Composite CMYK colour mode and including any spot colour • PDFs are named following our filenaming convention and inks e.g. Pantones include book code and special finish identifier and language identifier. • PDF/X-1a with output intent of either FOGRA51 or FOGRA52 (see page 13 for details on Colour Management) Preserving CMYK Numbers • PDFs are named following our filenaming convention and include book code and section identifier (seepage 4) We do not alter CMYK values on PDF export.

Text PDFs GreenLight Export For the text layer of Internal sections we output: GreenLight automates PDF export and adds metadata and an icon to each print PDF it generates that shows that a GreenLight • Composite CMYK colour mode checklist has been passed. • Contents is process black and overprinting • PDFs are named following our filenaming convention and include book code and language identifier (see page 4)

The Quarto Group - File Creation Policy 15