Table of Contents
- Introduction
- Definition of Defects
- Inspection of Printed Materials
- Inspection of Forms
- Inspection of Envelopes
1. Introduction
The Guide to the Inspection of Printed Products was developed
by Public Works and Government Services Canada (PWGSC). It is the
intent of this document to provide a method by which all customers will
be able to inspect printed products purchased through contracting with
private sector suppliers.
This guide provides suggestions related to the inspection of general
commercial printing as well as specifics for forms and envelopes.
Please direct any comments or proposed revisions to:
Manager, Printing Procurement Division
Constitution Square
360 Albert St., 12th Floor
Ottawa, Ontario, K1A 0S5, CANADA
613-998-0440
2. Definition of Defects
2.1 Minor Defect
A minor defect is not of great consequence unless present in large numbers.
It would normally pass unnoticed by the lay observer. If noticed at all,
it would not normally be the source of comment, complaint or inconvenience.
Small hickies slightly grey type or an occasional broken type character
would normally fall into this category.
2.2 Major Defect
These are defects, which would normally be spotted by the lay observer
and could result in a customer complaint. A print containing a major defect
is still usable for the purpose intended, but may make the use more difficult
than it should be, or may affect the appearance of the printed material.
For example, a poor color match, streaky solids, lack of detail in the
halftones, or a loose stitch in a saddle wired book are normally major
defects.
2.3 Critical Defect
A critical defect is one, which renders the printed material unusable
for its intended end-use. Typical examples would be illegible text, transposed
text, pages or signatures missing from a publication, or binding which
allows the pages to fall out.
3. Inspection of Printed Materials
The purpose of this section is to provide general guidance in the inspection
of printed material. A designated person on receipt of each printed job
should perform the inspection procedures outlined in this guide.
3.1 Packaging
- Check that the packages are arranged on skids in a manner, which will
allow them to be handled at a later date, without damaging the contents.
- Verify that the number of packages received, and quantity in each,
equal the quantity ordered.
- Check for exterior damage and examine seals on packages. Exterior
damage may indicate interior damage to the contents of packages.
- Check labeling of packages for contract number, title, date, stock
number, etc,
- Verify that the packages are the correct size for the contents. Empty
spaces in the packages can allow the material inside to move about resulting
in damage
3.2 Selection of Samples
Care must be taken to ensure that samples are chosen randomly from
throughout the entire shipment. Some examples of sample size are:
Shipment Size |
Number of Samples |
0 - 1,000 |
5 |
1,001 - 5,000 |
10 |
5,001 - 25,000 |
25 |
25,001+ |
50 |
Label samples with box or location number (e.g., sample 1 from
box 1). This will facilitate further inspections or the quarantining of
part of a shipment.
3.3 Quality of the Printing
- Do you have a complete piece or, for example, are pages missing?
- Is the printing clean, sharp, legible and consistent from sample to
sample?
- Is there offsetting from copy to copy (ink transferring from one sheet
of paper onto the next one in the stack of paper or book)?
- Is there scumming (ink spots in what should be clear areas)?
- Is there smudging of the printed image?
- Are there hickies (small white spots in the printed image) or extraneous
markings (any marks which should not be there, e.g., oil, ink glue) on
the printed material?
- Is the ink color correct? Is it consistent from sample to sample?
- Is the printed image aligned with the edge of the paper? (misalignment
is known as skew)
- Is the overall printed image aligned from page to page?
- In multi-color solid printing, are the colors in proper registration?
- In process color or halftone printing, is the printed image a good
reproduction of the original material?
- Do the halftones contain mottles, scratches, broken screens, holes,
plugging, etc.?
- Is the type plugging (filling-in of characters; e.g. e, 0)?
3.4 Paper
- Does the paper feel and look like the paper requested?
- Are there any color shade variations within one sample or from sample
to sample?
- Are there any dirt or specks on the paper?
- Does the paper surface have ruptures, creases or tears?
3.5 Finishing Operations
- Check that all samples have been trimmed to the size required.
- Check that all edges are clean and even.
- Check that any folding has been done properly and that the folds are
at the proper positions.
- Check that any drilling or hole punching is complete and clean.
- Check that all staples or stitches are secure and in the correct position.
- Check the spine edges for excess glue on adhesive bound publications.
- Check that the binding of publications has been done securely.
4. Inspection of Forms
Besides the general inspection points applicable to all printed materials,
there are some things unique to the inspection of forms, i.e., snap-sets,
flat, single and multi-part forms.
- Sequentially numbered forms can be removed for inspection but must
be returned, unused, to the same place in the same package after inspection.
- Ensure that all forms have been trimmed to the correct size and that
the cut edges are clean and even.
- Ensure that all parts of a snap-set are firmly attached to the other
parts.
- Ensure that the perforations are properly positioned, and that the
perforations are strong enough to hold all parts and weak enough to snap
apart without tearing forms.
- For carbon interleaved forms, ensure that the carbon is face down
and as requested on the requisition (weight, color, type).
- Check the positioning of the image from part to part.
- Check adhesion strength of forms that are padded.
- Check quality of copies for multi-part forms
- With a ballpoint pen and typewriter, fill in some sample text on
each form.
- Visually inspect all copies, ensuring that both the handwritten
and typed image has transferred legibly.
- Check the samples' positioning on the copies and compare with the
top form.
5. Inspection of Envelopes
Besides the general inspection points applicable to all printed materials,
there are some things unique to the inspection of envelopes.
- Check that the envelopes lie flat and are free from distortion.
- Check that the dimensions are correct and consistent.
- Check that windows are the correct size, position and made of the
right material.
- Check that the flap opening and the folds are located as requested.
- Check that the flaps are properly glued and without excess glue.
- Peel apart the two layers of the pre-sealed seams. If this ruptures
the paper, the seams are acceptable.
- If the envelopes are to be used on mechanical inserters, check that
the construction of the seams and window will not interfere with the
operation.
- Ensure that the envelopes are packaged in such a way that when stored,
they will remain flat.
During inspection defects may be found in some or in all cartons or
packages. If so, pull other samples from cartons or packages adjoining
those from which the original sampling was done. This extra sampling will
help to determine the extent of the defects.
Small or minor defects may, or may not, necessitate the intervention
of the contracting officer depending on the extent of the defects. Major
or critical defects should be reported to the contracting officer immediately
so corrective action can be taken. Since defects could be sufficient to
require a job to be reprinted, the material should not be distributed
until a decision has been agreed to regarding the matter.
If there are no serious defects found during these preliminary tests,
then the shipment is probably acceptable.