Preflighting Process: The Critical Checklist

Because the accurate preparation of digital files can help printers and service bureaus save time and money, a complete preflighting section exists in the Graphic Communications Association's annual publication of GRACoL (General Requirements for Applications in Commercial Offset Lithography).

The new GRACoL Version 5.0, which will mail with the June issue of GAM, will contain an extensive preflight checklist to help readers thoroughly analyze a digitally designed job for output readiness, regardless of the intended output device. The checklist also will be featured at the newly designed GRACoL Web site.

Some of the checklist items might at first glance seem to be common sense, like "check fuel level" or "check that gas cap is closed" on a pilot's preflight checklist, but are there to help prevent disaster. The question "Have you converted all your colors form RGB to CMYK?" seems obvious, but easy to miss in a hectic production environment.

Before the development of digital files that were designed to carry print information from creative professional to print producer, the concept of a "preflight checklist" remained in the domain of pilots. Here, a checklist of procedures was tallied and checked against actual inspection details to ascertain that these measures had been completed prior to taking off for flight.

The consequence of being airborne and discovering the omission of a significant item or procedure necessary for a safe flight cannot be dismissed lightly. Flight experience created new learning about aircraft and flight procedures. As aircraft and flight guidance technology improved, the greater technological sophistication created greater mechanical complexity. Pilots learned that entrusting a long list of essential items to memory was hazardous, especially in a fast-paced environment where minutes are critical.

Thus, a preflight checklist became a necessary tool for the successful completion of the enterprise. Another way of putting it is that with the checklist, actual results had greater certainty of meeting expectations.

In the graphic arts, the term "preflighting" was borrowed from the checklist of procedures pilots employ. The term segues well into graphic arts parlance, as the checklist is used to make sure that digital files will image correctly and not crash a RIP when they output.

This is serious business: problems undiscovered in a file that has left for the printer have ill consequences. Such problems tie up prepress personnel, cause unnecessary waste of materials, and waste equipment time.

During the early days of transition from mechanicals and camera-ready copy to digital files, all parties involved with the process had to develop the new learning curve. Digital submissions often were a mess. Many printers had to charge more per page for digital files than for camera-ready submissions. Some printers even provided per-page discounts if disk submissions were made through specific prepress houses and service bureaus that complied with the printer's digital specifications.

That's old news now, but a preflight checklist still is an essential element for digital submissions. In the complex process of modern printing, font problems alone justify preflighting. Font issues are considered the most troublesome aspect of proper output (see sidebar for other stumbling blocks).

The GRACoL 5.0 checklist will guide you through this field of fire with prompts as well as suggestions to correct omissions. The preflighting section is set up to provide the detail and information necessary to help navigate your job through its journey, with the actual results having greater certainty of meeting your expectations.