When do you check incoming graphics?

[Maxie]

We have quite a low of graphics coming in with orders.     Usually files are sent to the graphics dept computer and wait in the inbox.  We work on the graphics in order of delivery date.       Sometimes after a week or two we start working on a file and find that it's CYMK and not Spot, low resolution or something else that the customer needs to deal with.
I'm trying to work out how to improve our system, possibly the graphics dept should check the incoming files the day they arrive.
How do you deal with incoming graphics?     How do you file them while they are on hold?

[Sbrem]

We check them as soon as they arrive, to see what they are, and if they are a mess created by an amateur or not, then they go into the flow. If we need something else, then the customer needs to know that right away...

Steve

I'm a graphics person, so I don't need to send them to the art dept...

[mk162]

We try and check them as soon as they come in, never fail they stuff fonts that haven't been converted or a linked file they didn't attach. 

[Frog]

I don't have the volume of many of you, but certainly, immediately if not sooner.
I'm serious about sooner than immediately as I have staved off many problems by looking at art before completion.
More and more, I see our "digital da Vinci's" waste time going the wrong direction when I could have steered them towards success in the first place.

[SEPSINK]

I always make sure that the customers file is printable before i take the job.

[Colin]

As the file comes in.

Helps a lot to quote properly when you know what is - or is not - needed to fix a file.

[Dottonedan]

As they come in (and before scheduling the order dates). These issues can drag on, putting other areas in a bind.


It's tough to assign your best technical person to receiving all art files coming in, but it's needed. You need one person that is skilled in knowing various issues with files to filter those out, send back to customers explaining what they need. This might typically be done by a production art Manager/Director who can easily communicate with customers, has a phone at desk and emails customers. (Some artist can't communicate well or don't even want that job). Remember, we are artist. Doing art is what most signed up for. LOL. Assigning someone a task like this can seem demoting to some, others amy find it more of a promotion as you seem to put more trust in them.


This task alone, can be a full time jobs depending on how much work you get it and it's why it's so hard to fill. That art person can be doing art rather than being the check point. Can't hire just anyone to fill that spot.

[mimosatexas]

Like everyone else said: immediately.  Artwork determines so many things down the line on a job that it is crucial you know what you're working with before quoting etc. 

[Prince Art]

Another vote for checking art files ASAP. As soon as customers contact us, I push to get art files in hand so that we know what the job really requires, in the art dept & on press.

I use a quick form I created for reviewing incoming files, to make sure I don't forget to check any technical aspects of the art. It ends with a comments section so that I can note what "fixing" the file may need, as well any considerations specific to how the art will need to be printed.

That's the review. We don't actually prep art files until the order has been finalized & paid for.

[Croft]

As soon as it comes in, my good customers usually send a PO then shortly followed with art for the PO at that point you can check
1- if in a format you can open
2-if you have any questions like location etc.
2- if fonts are missing
3- if you need to do vector conversion or send out to be done, or any special separations
4 -check to customers PO and there idea of how many colours are in logo and what there actually is

If all is good and design just needs to be scaled well do a proof right away.

then wait.

[3Deep]

Same here, time a graphic comes in we check it because 9 out of 10 times we have to rework it or redo it from scratch. being a small shop I can't afford to let art sit and build up. We try and get art done and approve as fast as possible even if the job is a few weeks or a month out.