The policy for everyone involved in the production of books for Simon & Schuster.
This single, centralised page outlines the policy for everyone involved in the production of books for Simon & Schuster.
It is the single source of information containing all the current file set-up guidelines, colour management policy, technical standards and production requirements for Simon & Schuster.
We expect everyone working with us internally, freelancers, repro and print suppliers to follow the instructions in this document.
This document is only intended for internal Simon & Schuster staff and individuals and companies working with Simon & Schuster.
“GreenLight gives me the confidence that all the files my team work on in-house, or share and receive from freelancers, are set up correctly and print ready, before I send them to production.” - QUOTE HERE PLEASE?
Simon & Schuster use GreenLight from Circular Software to run automatic checks during file creation and to standardise the packaging and exporting of final files, translation files, print PDFs and marketing material.
Adobe Acrobat Pro is being used internally by Simon & Schuster Publishing production department.
Simon & Schuster has Adobe Creative Cloud and GreenLight subscriptions and staff use recent versions of software.
We recommend to those working with us to also use recent versions but also save translation files as IDML file for others needing to open our files using older software versions. See Final Files.
Unless otherwise advised by Production, images are set up as follows:
Tip: The GreenLight tool Suggest a suitable file name is available to help quickly name files according to these guidelines.
All files in our workflow are named in this way and order.
For example
9781398524606_INT_001-160_HH-Giant-Danger-Kittens_US.indd is the US internal section InDesign document for p1-160 of ‘Happy Hills - Attack of the Giant Danger Kittens’.
9781398523562_CVR_Happiest-Ever-After_UK.pdf is the UK paperback cover PDF file for the book ‘Happiest Ever After’.
Use only letters (a–z, A–Z), numbers (0–9), dashes and underscores when naming files and folders. No spaces.
Underscores are used to indicate different sections of the filename. Regular dashes (using the hyphen or minus key) indicate page ranges and are also used to replace spaces and other characters.
Every filename starts with a unique book code which identifies the book that files belong to. The ISBN can be used as a suitable book code. Book Codes are supplied when briefing and can be confirmed by production or editorial and may contain letters, numbers and a dash.
If a document does not yet have a book code assigned then a dummy or placeholder book code can be used whilst work in progress.
This short code indicates the section of the book that a document relates to.
| POB | Paper Over Board. Printed cover glued onto a hardcased book. |
| FLEXI | A printed cover onto a medium weight board. May also have flaps and usually requires endpapers. |
| CVR | Paperback cover. Typically wraps across front, spine and back of a paperback book. May also have printing on the inside of the cover. |
| JKT | Jacket. A paper jacket that wraps around the hardcased book. |
| PRE | Prelims. Optional. Preliminary inside pages that can contain alternative retailer and imprint information. |
| INT | Internal Section. All internal pages of book. This section may include imprint information or follow a prelim section. Will contain endpapers if book is self ending. |
| END | Endpapers. Printed paper used to secure to the case to the book block during the manufacturing process. |
| ILLUS | Illustrations section inserted as a ‘plate section’ for mono books. |
| TRANS | Translation Files. A set of internal pages generated by GreenLight for use only by co-edition publishers. |
| EXTRA | Extra Sections. For novelty or complex sections and any other sections not covered by the above identifiers. |
For all internal and prelim documents the page range is included in the filename after the INT, PRE or ILLUS document identifier.
The first page number and last page numbers are added to the filename and are separated by a dash. Roman numerals can be used.
If a single document contains all internal pages then continue to add the first page number and last page number to the file name.
Apart from roman numerals, all page numbers in filenames have three digits. E.g. page one to page eleven becomes 001-011. Books with over one thousand pages can use four digit page numbers.
When outputting single page PDFs a single three digit page number is used (see Print PDFs).
This area of the filename can be any text which helps us recognise the document whilst working on the document. This is for work in progress and may be changed if required. It may be removed or replaced with the book name for final files and when exporting.
If using an extra section identifier it is important to describe the type of section in the book name. e.g. ‘sticker-sheet’.
A code showing language is added to the end of the filename.
Files in British English use UK, American English uses US.
| UK | International or British English. |
| US | American English. |
| ENG | Transatlantic English language intended for both the UK and US printings. |
| UKUS | If a single file contains different text for the UK and US printings then use UKUS. |
All other languages use the same three letter code used in ONIX.
| FRE | French |
| GER | German |
| ITA | Italian |
| POR | Portuguese |
| SPA | Spanish |
| WEL | Welsh |
Common ones are listed above and a full list is here www.medra.org/stdoc/onix-codelist-74.htm
The language identifier is optional for the prelim section identifiers (see Prelims) and is required for all other sections.
When outputting a print PDF of the common CMYK layer for Internal sections, the language identifier is replaced by ‘CMYK’.
When outputting a print PDF of special finish layers for jackets the language identifier added after the special finish layer name (see Spot Colours & Special Finishes).
The suffix is the final part of the file name used by the computer to indicate the file type and should remain unaltered, e.g.
Unless otherwise instructed by Production, the following guidelines apply to all final InDesign files in our workflow.
For all internal sections, prelims and endpapers a base layer named ‘CMYK’ contains common images and artwork that are consistent between translations.
The CMYK is the bottom-most layer in the layers panel.
This layer may contain any combination of colour objects and placed images and can include transparency effects and blending.
The CMYK layer does not contain translatable objects or text wraps.
Despite the layer name, if advised to use ink spot colours (e.g. PANTONE) on internal sections, covers or endpapers, these are also placed on this CMYK layer.
For internal sections and prelims a text layer contains all objects that are able to edited, moved or removed by a translator. As well as text frames and paths the text layer can also contain annotation lines, tint panels, text wrap objects. Endpapers do not contain a text layer.
The full name of the translation layer contains the language being used. E.g. TEXT-UK (International English), TEXT-US (Americanized English), TEXT-ENG (Transatlantic English), TEXT-GER (German).
Typically only one text layer is included in an InDesign document but it is possible to have multiple text layers if required.
Jackets are prepared independently of co-edition restrictions and may include coloured text and special print finishes such as foil and spot varnish.
Finishes are separated out onto different layers in InDesign and named to describe their contents.
Note: Any spot colours inks, e.g. Pantones, are not split onto separate layers and are to be included with the CMYK graphics.
Layers that are named ‘NOTES’ or with names starting with ‘NOTES’ can optionally be added to final InDesign document. These are not exported.
All text used on the text layer for interior pages is set to use the InDesign default colour [Black] swatch. No other colours or colour modes (such spot colours, RGB, Pantone or LAB) are used.
This applies to all text in text frames or on text paths that is on a translation layer and also applies to any stroke (border) colours applied as well as the more common fill (solid) colour.
Any lines, panels or images that are placed on the text layer are also restricted to using the InDesign default colour [Black] swatch.
Any tint of [Black] from 1-100% is acceptable. 0% tints are not to be used.
An allowed exception to using the [Black] swatch on the text layer is when no colour is used. In this case the InDesign [None] swatch is used. Text wrap objects are typically set to use no colour in this way.
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 affecting the underlying base images and artwork.
If vector images are to be used for co-editions then they too are set process black and set to overprint.
The use of spot colours add to print costs. Only use spot colours when instructed by Production. Typically spot colours are only permitted on endpapers and jackets.
Transparency effects including reduced opacity, blend modes, shadows and glows may be used. For internal sections these are restricted to the CMYK layer only.
For internal sections no transparency effects are used on the text layer.
Text wrap objects are used to alter the position of text, for example pushing around an image.
Text wrap can be applied freely to any object with the exception of internal sections. For internal sections no text wrap is used on the CMYK layer.
For internal sections text wraps are added only to the text layer.
Colour and grayscale pixel images should aim for an effective resolution of 350ppi. A minimum 250ppi is expected unless there are exceptional circumstances.
The requirement for bitmap / black and white pixel images are 4x the colour and grayscale pixel images requirements. An minimum of 1000ppi is expected.
Avoid using excessive resolution where possible. Images above 450ppi are downsampled to 350ppi during the PDF export process.
Bleed is set to 5mm on all outside edges. No bleed is applied to inside edges for spreads using facing pages.
PLC and FLEXI cover files - Bleed is 15mm. See section on Jackets (see Jackets)
We use GreenLight to manage our InDesign templates to create and export our jacket files to the following settings.
Crop and fold marks are automatically added to PDFs to indicate dimensions of each cover panel.
Where relevant, board thickness is assumed to be 3mm and the turnaround (the amount to allow for a flap fold) to be 2mm. These values can be altered in GreenLight if necessary.
A POB (Paper Over Board) is a printed cover file glued onto a hardcased book. Sometimes referred to as PLC or PPC. Arlin is a coloured paper stamped to achieve a cloth effect.
A PLC printed cover file glued onto a hardcased book that is then trimmed off on top, bottom and outer edges.
Wrapping across front, spine and back of a paperback book.
A paper jacket wrapping around a hardcased book.
A flexi bound cover is a card producing a medium cased book.
A wiro bound cover is a printed card producing either an open or cased wiro boung book.
Prelim information may be contained in the first pages of the internal (INT) section or split out into a separate prelim (PRE) section document.
In terms of production a prelim section is treated as part of the internal pages of the book, with overprinting process black only text and artwork remaining on a TEXT layer (see File Structure) which is layered on top of a common CMYK layer.
To cater for multiple text layers there are some differences for the prelim (PRE) section when compared to the internal (INT) section:
There are two types of endpaper:
‘Self Ends’ endpapers are included in the main internal (INT) section (see Filenaming) document as the first and last spread of that section
The first and last page of a self ended internal section is usually left blank as these pages will be glued into the cover during the manufacturing process
CMYK and TEXT layers are used as normal for the INT section
Self Ends are output with a page number as they are part of the internal pages of the book
‘Plus Ends’ endpapers are printed on a separate sheet which is used to attach the main book block to the case
Endpapers are designed and output using a separate Endpaper (END) section file (see Filenaming)
On agreement with Production, Plus Ends may be printed with different designs at the start and end of the book and on both the front and back
Single pantone spot colours are permitted and commonly used
Special finishes such as Spot UV or Foil are not permitted
Endpapers are designed and output as double page spreads using the same trim page size as the book with 5mm bleed.
Endpaper designs are commonly shared between both front and back. When this is the case only one spread is designed and one print PDF is output.
Endpapers may be left blank but are typically printed on one side. On agreement with Production, endpapers may be printed on both sides.
A single END section file contains all endpaper spreads for a book. Only when endpapers are different between the front and back are multiple spreads used. Multiple spreads are output as separate print PDFs by GreenLight.
The following section identifier are used for PDF output only.
| END-INNER | A common reverse printing for both front and back endpapers |
| END-FRONT | An endpaper to be used at the front of the book only |
| END-BACK | An endpaper to be used at the back of the book only |
| END-INNER-FRONT | A reverse printing for the front endpaper only |
| END-INNER-BACK | A reverse printing for the back endpaper only |
Section identifiers in this File Creation Policy (see Filenaming) cover the vast majority of the books produced for Quarto.
However, in some complex cases, such as novelty books and books containing paper engineering, there may be one of more sections that are not covered by the main identifiers. E.g. spreads with flaps and sliders, kits, sticker sheets, slip cases, belly bands etc.
All book sections that are not covered by a specific section identifier use the EXTRA section identifier. Multiple extra sections may be required for one book.
When text layers are identified within extra sections they are limited in the same way as the internal section, with overprinting process black only text and artwork. Multiple text layers may be required for different parts of the output or to add instructions.
On agreement with Production, jackets, endpaper and internal sections may contain spot coloured inks e.g. Pantones. The name of the spot colour indicates the ink to use and spot colours are included with the main composite PDF (see Print PDFs).
On agreement with Production cover and jacket sections may feature special finishes such as foil, embossing and spot UV.
Each special finish is added to a separate, named InDesign layer. All content on the special finish layer uses a spot colour swatch set to the same name as the layer (see File Structure) and set to overprint.
| SPOTUV | Spot UV |
| MATTUV | Spot Matt varnish. Note: no layer is required for Matt lamination as applies to entire cover. |
| DIELINE | Dielines used for cutting formes for stickers and cutting |
| EMBOSS | Embossing |
| DEBOSS | Debossing |
| FOIL | Areas for foil blocking. Multiple foils have the foil colour added e.g. FOIL PURPLE. |
| SPECIAL | For each additional special finishes e.g. SPECIAL GLITTER. |
Special finish layers are output to separate PDFs (see Print PDFs).
Common spot colours are named with these identifiers. Additional special finishes are identified by adding the word SPECIAL 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.
Simon & Schuster prepares files for offset presses, based on standardised paper stocks:
Depending on the paper type specified for printing we apply one of two industry standard ICC profiles.
For all coated paper stocks we use the PSO Coated v3 working space. The ink limit for this profile is 300%.
For all uncoated paper stocks we use the FOGRA52 – PSO Uncoated v3 working space. The ink limit for this profile is 300%.
ICC profiles are contained in our colour settings files and are distributed by GreenLight to all users.
We use the Adobe RGB (1998) working space for all RGB images. It is assumed for all RGB images entering in our workflow.
If RGB images are known to have other profiles they are converted to Adobe RGB (1998) using Adobe Photoshop.
To reflect the two CMYK profiles we have two Colour Settings.
The appropriate colour setting is used within InDesign and other Adobe software when working on CMYK files.
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.
The use of either RGB images and / or CMYK images within InDesign is permitted.
By using RGB images we are best placed to move between paper stocks when reprinting, to prepare for other profiles for specialist printing and to output for digital. By using CMYK images we can be certain CMYK colour numbers are not altered on output.
The FOGRA51 or FOGRA52 choices made in InDesign and GreenLight carry through into the PDF/X print PDFs and the output intent is added. See Print PDFs for more.
As stated above, GreenLight standardises exports to standard FOGRA51 or FOGRA52 with a maximum of 300% ink TAC (Total Area Coverage).
If there is a specific requirement for exports to have lower ink weights, we suggest dealing this in one of two ways:
All InDesign documents are packaged. By packaging we can be sure each document folder contains all links and fonts required to reuse the document in future.
Using GreenLight the InDesign files are packaged to a folder using these options:
Using GreenLight, internal sections are processed into a newly generated separate InDesign document which is used solely for preprinting translations. This document has all items from the CMYK layer flattened into an embedded watermarked JPEG.
The document is then packaged to a folder using these options:
The translation InDesign file and packaged folder are named with the TRANS document identifier.
Our PDFs for print are output to PDF/X-4:2010 from Adobe InDesign using a custom Adobe PDF Preset. We use the following settings when preparing our PDFs.
For the CMYK layer of internal sections and all other section documents we output:
Composite CMYK colour mode and including any spot colour inks e.g. Pantones
PDF/X-4:2010 with output intent of either FOGRA51 or FOGRA52 (see Colour Management)
PDFs are named following our filenaming convention and include book code, book name and section identifier (see Filenaming)
Any special finishes are output to a separate PDF containing just that special finish:
We do not alter CMYK values on PDF export. CMYK images placed in InDesign and objects created using the CMYK mode within InDesign are output without change to their CMYK values.
By using a 'late CMYK' workflow, RGB images are converted to the correct CMYK profiles on export from InDesign (see Colour Management).
GreenLight automates PDF export and adds metadata and an icon to each print PDF it generates to indicate which GreenLight checklist has been run and the result.
