CONFERENCE SERVICES SECTIONS
Publishing Services Section
Services provided
In preparing documents and other materials for printing and dissemination (using text-processing or desktop publishing methods), the Publishing Services Section (PSS) offers the following services:
- Production of CDs
- Photocopying (both black and white and colour)
- Modern exhibition display panels and accessories
- Offset printing
- Binding and finishing
- Banner printing
- Pre-press services
- Documents distribution
- Preparation of diplomatic correspondence
Procedures
Administrative For practical purposes, PSS will provide greater details about its procedures on a clientby-client basis. Nevertheless, all work submitted to PSS must be accompanied by a D-1 generated from iDCPMS. Access to iDCPMS can be requested by contacting DCU on extension 4624 (if the submitting office does not all ready have access). The D-1 form can also be generated by DCU (room R 128) upon receiving a signed "Consultant Officer Copy" form.
In order to complete the financial commitment in IMIS,PSS,upon request,issues a price quotation for the work to be printed to allow the client to commit funds in IMIS to cover the cost of the printing and realization of the D-1 form.
The client is responsible for providing DCU with one hard-copy printout of the work to be undertaken by PSS along with the electronic files for the job at the time they submit their signed Consultant Officer Copy form to DCU.
Work submitted with a D-1 that is completed is invoiced at the end of each month.
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NB. PSS is not responsible for ensuring that the above procedures are undertaken; the responsibility rests with the client requesting the work.
Work brought to PSS outside the required parameters for submission will be returned to DCU. In fact, no job is officially logged in PSS unless the above procedures have been followed. Submitting offices should thus understand that the lack of a D-1 may cause delays in the production of printed material. |
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Technical submission of materials to PSS for printing
PSS uses three types of printing methods:
- Photocopying
- Ink-jet printing
- Offset printing
For maximum efficiency, all three methods require the submission of electronic files and one hard-copy printout of the files when the printing request is submitted.
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Requirements for submission of electronic versions of files
The document submitted must be complete, i.e., it is not acceptable to provide several separate files that together comprise a single document.
Blank pages must be electronically inserted where they are required.
All type fonts other than the "base fonts", i.e., those which come as standard on all PC systems, must be attached in a separate folder with the files being submitted. PSS will not be responsible for font and layout changes to a document if the type font(s) used to create the document are not attached.
All graphic elements for the document are to be included in a separate folder within the files being submitted. PSS will not be responsible for layout changes that may occur in submitted documents if the graphic files are not included separately. File linkages between graphics, pictures, etc., must be included. Submitted files without proper links will be returned.
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NB. It is the responsibility of the submitting office to ensure that the files they submit are correct. Incorrect file submissions will be returned to the client for correction or will be corrected by PSS after consultation with the client, and may lead to further costs in addition to the quoted printing price.
If you are requesting PSS to design and lay out your document, please provide the graphic files as mentioned above and the MS-Word file. PSS will insert your text into the document it will create at your request. |
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Responsibility for file building
PSS is not responsible for files that do not work when supplied by graphic designers either internally or externally. When these sorts of files are received in PSS, they are either sent back to the client for correction or, after consultation with the client, PSS may fix them for a charge in addition to the estimated price originally provided.
Proofs
PSS requires signed proofs prior to commencing the printing.
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NB. Please note that proof-reading is the responsibility of the client, i.e., no matter how few or how many words or how much graphical content a print request has, it is the responsibility of the client to ensure that grammar and spelling are correct, page numbers match those of the contents pages, odd number pages start on the right hand side of the document and even numbers on the left, blank numbered pages have been inserted, and all other aspects regarding the material to be printed are correct. Clients are there fore urged to consider having their documents edited by TES be fo re submitting them to PSS.
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PSS uses standard graphic arts software, hardware and equipment; similar software, hardware and equipment are used worldwide for print production.
Standard formats and printing capabilities
CD production
PSS produces CD discs including printing labels directly onto the CD.
Photocopying
PSS provides black and white as well as colour photocopying services (both single- and double-sided).
Average turnaround time for work
Black and white photocopies: 1.5 days per document on average.
Colour photocopies: Average turnaround time is one to three days for small requests and up to five to seven days for larger ones.
Offset printed jobs: Average turnaround times are two to four weeks.
Planning and cooperation
In order for PSS to provide the level of service expected by clients,planning is required to ensure that both the client and PSS know what is to take place and when and what is expected in the end. All work in PSS is planned, coordinated and scheduled. Clients who "just show up" may be disappointed. On average, PSS has 100 or more print requests in production at any given time and cannot stop the process to focus on one client's request. While PSS tries very hard to accommodate its clients, because of its heavy workload it must at the same time reluctantly remind them of the old saying: "Poor planning on your part does not necessarily constitute an emergency on our part." Clients are urged to bear this in mind in order to get the most out of their collaboration with PSS.
Exhibition display panels
There are 800 square meters of modern exhibition panels. Panel sizes are 2 m in height by 1 m in width and feature a velcro receptive surface.Accessories include lighting for the panels along with stands and display racks for publications. Inquiries about panel displays can be made by email to: unonprintshop@unon.org.
Distribution services
PSS distributes materials it produces both on the compound and within Nairobi at no cost.A client needing distribution to areas outside Nairobi should specifically note that fact when requesting a price quotation from PSS.
Pre-press services
PSS offers use of its DTP Unit for United Nations offices that do not have DTP equipment or software. Clients may request this service by contacting the Deputy Chief of Section once the D-1 has been provided.
Clients who use the service must be conversant in DTP and the use of Adobe PageMaker, PhotoShop, Illustrator, etc.
Other pre-press services
- Scanning of pictures (A4 size) for clients who do not have a scanner or just need correctly scanned pictures for a document they are producing.
- Creation of graphic images using Adobe Illustrator and other design softwares to provide clients with professional graphics specifically tailored to their needs.
Contact persons
For any further information or queries,please contact the following:
Mr. Henry Hunt Chief, PSS Block DP-52
Tel: (254 (0) 20)622518
E-mail: henry.hunt@unon.org
Ms. Pouran Ghaffarpour Deputy Chief, PSS Block DP-DTP Unit
Tel: (254 (0) 20) 623807
E-mail: pouran.ghaffarpour@unon.org
Ms. Jennifer Odallo Senior Graphics Clerk, PSS Block DP-DTP Unit
Tel: (254 (0) 20)622528
E-mail: jennifer.odallo@unon.org
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