Purpose
This policy outlines Capital Imaging’s file handling procedures to ensure efficient production, minimize errors, and protect the integrity of client projects.
Scope
This policy applies to all clients submitting artwork files for print and display production at Capital Imaging.
1. File Preflight & Technical Review
When Capital Imaging receives your artwork, our production team performs a technical preflight to ensure the file is suitable for high-quality production.
Common issues flagged during preflight include:
- Missing or unconverted fonts
- Absence of bleed or crop marks
- Unflattened images or layers
- Low-resolution or linked (non-embedded) assets
- Incorrect sizing or layout inconsistencies
Please note: Capital Imaging’s preflight process is strictly technical. We do not proofread submitted artwork or check for spelling, grammar, punctuation, or messaging accuracy. All content must be reviewed and approved by the client before submission.
2. Client Responsibility for Print-Ready Files
It is the client’s or designer’s responsibility to provide artwork that meets Capital Imaging’s specifications. While we will flag technical issues as a courtesy, the responsibility for correcting and finalizing files remains with the file creator.
Capital Imaging does not assume creative control or editorial responsibility for client-supplied content, messaging, layout choices, or design intent. Our role is to accurately produce what is submitted, once the file is cleared for print.
3. Policy on File Alterations
Capital Imaging will not alter client-supplied files without explicit written permission and prepayment.
If file correction or editing is requested and approved, standard production design rates will apply, and a revised proof must be approved with prepayment received prior to production.
This policy exists to:
- Protect against unapproved or unintended alterations
- Maintain the original creative intent of the designer
- Avoid responsibility for design decisions outside the scope of production
4. Timeline Implications
Delays in submitting production-ready files may affect project completion or scheduled deadlines. While Capital Imaging will make every effort to accommodate project timelines, production cannot begin until files are cleared for print.
Clients are encouraged to respond promptly to preflight feedback to avoid delays. Expedited production fees may apply if deadlines cannot be shifted.
5. Support
Capital Imaging is happy to provide limited file specification guidelines and basic technical advice before submission.
If requested, our team can assist with file preparation or correction—subject to written approval and billed at standard hourly rates.
6. Color Matching Disclaimer
Capital Imaging strives to deliver accurate and visually pleasing color results. However, exact color matching is not guaranteed.
Most client-submitted artwork is created using RGB color profiles, while all Capital Imaging digital presses print in CMYK. As a result, certain colors—especially bright, neon, or highly saturated tones—may shift during the conversion process. Additionally, colors viewed on personal monitors or mobile devices may differ significantly from printed output.
If color accuracy is critical to your project, we strongly recommend requesting a hard copy proof. Proofs are available upon request and billed in advance at standard rates, depending on project scope and timeline.
Contact
For questions about file requirements, artwork support, or production timelines, please contact:
Shawn Brokenshire
Artdepartment@capital-imaging.com
517-482-2292 ext. 21
