File Prep 101: The Basics

The design process has many important steps from beginning to end. To me, the part most critical to the success of the project as a whole is the very last one: file prep.

As a designer here at Disciple Design, one of my responsibilities is getting the finished file formatted and to the printer. Without careful and meticulous attention to detail on my part, this step can make the difference between a successful end-product and one that is not as great as I or the client intended.

There are a few simple rules that must be followed in order to make the finished piece successful. Whether it is a brochure, catalog, billboard, business papers, or any similar project – the requirements are the same each and every time.

#1 – Verify that each linked image is saved as CMYK, which is the printing format preferred by 99% of printers. In rare cases, I will be asked for RGB images but that is certainly the exception to the rule.

#2 – Verify that each image has a resolution of 300 dpi. Skipping this step is one of the biggest mistakes made by designers. Placing an image at 72 dpi (which is screen resolution, NOT print resolution) is not ideal to make the finished print quality the best that it can be.

#3 – Assure that the file is set up with appropriate bleeds. The standard bleed is .125” all the way around the edge of the document. Without a bleed, it is possible for an image to have a thin white line on the trimmed edge of the page. This can lead to an unfinished look which we certainly try to avoid.

#4 – Verify that each image is saved in either a PSD, TIF or EPS file format. These allow for the best image color and detail. JPEGs and GIFs are ideal for web or online layouts, not print, since they can decrease the quality of the image.

#5 – When finalizing a file in Illustrator, always save one version with the type outlined and one without outlines. This allows me to go back later and reference the font used. It is sometimes extremely difficult to visually match up an outlined font with the correct font name, and that search takes valuable time.

#6 – Proofread! Proofread! Proofread! In my opinion, this is the most crucial step of them all. You might think this doesn’t have much to do with prepping a file for output – but actually, this should always be the very last step before a project goes out the door. If I’ve gotten this far in the process, the client will have signed off on the final version of the piece. I most certainly will have already run spell-check (refer to my previous blog, “English 101: Is it Really Too Much to Ask?” on the importance of this step). But I have learned time and time again that it is best to have another set of eyes review the copy one last time. As the designer, both myself and my client have worked closely with the project from the beginning and it is very easy to overlook errors. Having to re-print a project because this step was overlooked can be an embarrassing and costly mistake.

When prepping a file to go to the printer, taking the time to verify that each of these steps is taken helps assure myself – and my client and my boss – that the final product will be the very best that it can be.

And, after all, that should be our goal on each and every project.

What do you think is the most important step in the file prep process? Are there any critical pieces that you would have added to your own list?