Page 30 - Resource Guide for DFW and SFO_Neat

Document Management Team
Print Vendor Order Placement

Purpose: The primary purpose of this guideline is to outline the process for placing orders
with the various print vendors that Lash Group utilizes for their printed marketing materials and
letterhead.

PRINT VENDOR ORDER PLACEMENT PROCESS

1. Solutions Request is assigned via The Point. A new client program, internal print request or
reprint of letterhead/marketing materials is received through The Point and assigned to the next
Document Design Services Subgroup Specialist in rotation.
a. Note: Requests for ordering Color Copy Paper and Business Cards are a separate process from the
steps listed in this section.
2. Document Design Services Specialist Request Evaluation. The Specialist should read the details
of the request to determine whether it is a new print job or a reprint.
a. If a new print job, graphic design assistance may also be required.
b. If a reprint, the print vendor will already have the design files on hand and they should also be loaded
into PageFlex for easy ordering.
3. Specialist Follow Up. Gather remaining details from the requestor on their print job (they may not
know all of the specific details, so some of this will be up to your discretion and possibly based on
what has been utilized for other similar requests in the past):
a. Type of Paper (i.e. – Accent Opaque, Gloss, etc.)
b. Type of Print (i.e. – Brochure, Poster, Letterhead, Envelopes, etc.)
c. Paper Dimensions (i.e. – Legal, Letter, Custom, No. 10, etc.)
d. Quantity – if the requestor is unsure of the quantity, you can always request quotes for more than one
quantity at the same time. For example, with Program Letterhead, it is typical to request quotes for
1,000, 3,000 and 5,000 pieces in the same email or for larger programs, 10,000, 30,000 and 50,000
pieces.
e. Deadline – we always want to work with the print vendors timing wherever possible to ensure we do not
incur rush charges. Our vendors will accommodate us as long as we provide them with a 48 hour
window.
f. Is there time/would they like to review a proof (other than our own if graphic design assistance is
required first) from the vendor prior to sending the entire job to production?
4. Graphic Design Assistance also Required. If a new print job requiring Graphic Design assistance,
proceed with creating the artwork and be sure to send the file to the requestor in PDF format for
approval prior to reaching out to the print vendor.
a. Note: If the file is a smaller size than an 8.5x11 sheet of paper, you may want to include crop marks in
your design file when printing to PDF. From there, you can crop the page in Acrobat to remove white
space before sending to the requestor if that provides a better visual. This usually provides a better
visual for the requestor when creating envelopes especially.
5. Internal Proof Approval & Vendor Request for Quote (RFQ). Once the requestor approves the file,
you can then send the artwork/file over to Boingo Graphics as part of your request for quote form
(RFQ). Please note that the process would be the same if reaching out to multiple vendors if doing a
competitive bid. Be sure to communicate that you are looking for a quote only at this time and will
circle back to them once a decision has been made. Currently, the process is to request quotes from
Sid with Boingo Graphics as they are our preferred vendor and we have negotiated discounted
pricing with them as part of our commitment to having them as our preferred vendor.
a. If a new print job, you will include the details from step 4 as well as the artwork you created
in your email/quote request to each vendor. Be sure that when you send the art file over to
print, that you have converted all text to outlines to ensure that the font is not substituted
when opened on the printers end. Always ask if the deadline the requestor mentions is
possible.