Frequently Asked Questions on OSP Services
We have complied some frequently asked questions and answers by Program or Service, if you are unable to find the answer you are looking for contact Customer Service Representative.
FAQ By Program
What gives OSP the authority to place ads in state publications?
Office of State Publishing's Advertising Program was first approved in July of 1996 as part of a budget trailer bill. The Advertising Program was part of the performance budgeting that year and has continued to be renewed each year. On September 29, 2005 Governor Schwarzenegger signed SB 828, which permanently grants authority to OSP to accept paid advertisements in state publications. The bill also requires any state agency that was not authorized to accept paid advertising in its publications before the operative date of the bill to use OSP for all paid advertising in its publications.
Can my agency sell its own ad space?
SB 828 gives the authority to print advertising to the Office of State Publishing (OSP). This means any material that contains advertising must either be printed at OSP or come through OSP. Agencies cannot print ads in publications using other vendors unless the job is vended out through OSP's Print Procurement Department
How much revenue can I expect my publication to make?
OSP will evaluate your publication or mailing and current advertising rates based on demographics and circulation. OSP does not charge for the evaluation.
Why would a company want to advertise in a state publication?
Companies that advertise in State Publications will have the opportunity to better target prospects and customers because most state publications are directed to a very specific market. All Californians benefit from this program because it generates funds, potentially millions of dollars, to underwrite the cost of state publications or the need to charge for those publications.
How do I get started?
Contact your OSP Customer Service Representative to set up an appointment to discuss your printing projects and goals. We will ask you to complete an Advertising Questionnaire, which will assist us in finding the advertisers you would like to see in your publication.
What are your fees for the various services/products you offer?
All our services are custom-priced based on various parameters and needs.
Do you have a portfolio of work?
Sure, checkout our most recent work by viewing our online portfolio.
How do I get started?
Once you have attained your project estimate and are ready to move forward, you will need to fill out a
STD 67 form (PDF) for design services. If your project also needs to print you will need to fill out a separate STD 67 form (PDF) for that part of the process. A Customer Services Representative will call you and coordinate obtaining a Printing Estimate.
How can I monitor the progress of my project?
OSP Design uses ActiveCollab, our online tool that maintains communication, milestones and file exchange.
Who do I contact for my printing needs?
Please contact your dedicated Customer Service Representative.
If you don't know who your representative is, please use our CSR Search, here you will be able to select your organization and find your dedicated Customer Service Representative.
Who do I contact if I need to order business cards?
OSP will only accept business card orders placed through our Web StoreFront.
Can I contract with a private printer?
You must have an exemption from OSP to procure printing services from a private printer.
Please contact your dedicated Customer Service Representative.
What can be purchased on a walk-in basis?
For your convenience you can purchase certain items on a walk-in basis from the OSP Reception Desk. Simply bring in your completed Std. Form 67 Publishing Order or Cal Card, and most items are ready for immediate delivery.
Gold seals, self-adhesive, embossed, 1 3/4"
- 25 seals are $15.00
- 100 seals are $60.00
Gold seals, self-adhesive, embossed, 2 1/4"
- 25 seals are $15.00
- 100 seals are $60.00
State Seal Artwork (on disk)
- Black and White (simplified and complex versions) - $10.00
- Color plus Black and White version - $25.00
NOTE: The Secretary of State is the custodian of the Great Seal of the State of California. Any reproduction of the Great Seal for official use should be tasteful, proportioned and of high-quality. The Office of State Publishing will not provide the Great Seal to anyone other than a state agency without authorization from the Secretary of State. State agencies must assure the intended use or display is appropriate and legitimate and is not contrary to the state interest in preserving the sanctity and dignity of the Great Seal and will not otherwise violate Government Code Section 399-405.
Agency Logos (on disk)
- Color plus Black and White (when applicable) - $25.00
NOTE: Call your CSR the day before, and your disk will be waiting for you at our reception desk.
What applications do you support?
OSP supports the most current printing industry-standard programs such as PDF, QuarkXpress and Adobe CS InDesign, Illustrator, Photoshop and Acrobat for Macintosh or PC operating systems. These programs insure the most successful project.
What software is not recommended?
We will accept Microsoft Word, Publisher, Excel and PowerPoint files but we then must reformat or rebuild these files in one of the industry-standard page layout programs listed above, which will result in additional prep charges. Or, you could create a PDF for print. When creating PDF files make sure all fonts and graphics are embedded.
How do I provide support files such as Photos and Graphics?
All colors in your files, Preferred Software or Support Files must be CMYK or specified PMS spot colors and need to have the same names as those in your final document or PDF. RGB colors must be converted to CMYK before output. Documents should include only the colors that you want printed. Four color images should have a standard resolution of 300 dpi saved as tiff or eps files as links outside the document at 100% to size in document. Grey scale images and Line art should have a resolution no lower than 1200 dpi saved as a tiff file. When using Illustrator or Freehand files, convert the text to paths and save as eps files. If links are not needed in the document there’s no need to provide them. Please rotate graphics and images in the original graphic application. Rotation within a page layout program increases processing time and could result in errors. Crop photos and graphics in the original applications.
Do I need to provide you fonts?
Yes. OSP prefers TYPE 1 (Postscript) fonts unless you have no alternative. Avoid using Postscript TYPE 1 and True type fonts within the same document as this may cause unpredictable output. Please provide both screen and printer fonts. Do not use stylized fonts (i.e. styles such as bold-italic applied to a plain font) because applied styles are unpredictable. Please choose fonts with a native bold and/or italic version. When using Illustrator or Freehand EPS files, convert the text to paths or outlines to eliminate the font.
OSP requires all foreign language print files to be submitted as print ready PDFs. The Office of State Publishing does not provide file repair or manipulation of foreign language fonts, and is not responsible for grammatical errors in submitted foreign language copy. Some exclusions apply, contact your CSR for more information.
Do you have any tips on how to prepare a document?
Build your file to the exact final document trim size, 1-up and in single pages.You can have several pages within a document as we have imposition software to impose it all together for press. If there are bleeds, extend images, photos or elements to allow 1/8" on the top, sides and bottom. It’s easier for us to impose as a single-page document. Also, if your project is to perfect bind, it needs be built as single pages with bleeds on all four sides Please build rules at .25 point or higher. Some applications allow you to define narrower rules like “Hairline,” which will appear in a preview and print on a laser printer, but will not print on the plate for press. An advance review of your document can often prevent delays or error in final output. If you have a complicated layout or want to check color scans, send your files before they are completed. We’ll review them and offer suggestions. OSP prints jobs in line screens ranging from 133 to 200 line.
What do I check before sending you my file?
- Spelling - Spell check all documents to ensure later corrections will not be necessary. It will also help you to check the names of people and cities for proper spelling.
- Proofread - Check all important information, including your address and phone number.
- Fonts and Images - Include all fonts and images used in your file to ensure proper output. Include all printer fonts used.
- Hard Copy - When possible include a printout of the final version of your document. When sending files online, please include a PDF file with fonts embedded for preview.
- Inappropriate Format - Make sure all your images are in an EPS or TIFF format. JPEG, GIF, BMP and other formats are not designed for high quality output.
- Low Resolution Graphics - Check the image resolution of your graphics. No less than 300 dpi for a quality output. Images from the web (72 dpi) will not output properly on high resolution equipment.
- Font Styles - Using the tool bar to change to bold or italic is convenient, but it may cause printing problems. Use the bold versions of fonts when available.
- Incorrect Colors - All colors in your files must be CMYK or specified PMS colors. It is a good idea to delete any unused colors in your document or graphics.
- Inappropriate Program - See our Preferred Software list above. Certain programs may be inexpensive and easy to use, or come included with your system, but using these programs will result in additional prep time.
- Incomplete Information - By not providing us with complete specifications of your job, it may not come out the way you expect. Color separations, paper stock, ink colors and quantities are all necessary when ordering and when requesting a job estimate.
How do I start the process?
1. Contact us to schedule an assessment of your files. We’ll help you estimate your volume and costs, create document taxonomy, and complete a project package:
- Imaging & EDMS Project Information OSP 541 form (PDF)
- Publishing Order STD 67 form (PDF)
- If needed:
- Interagency Agreement (if project includes ongoing EDMS subscription)
- Business Associate Agreement (If documents contain regulated HIPAA data)
2. Box up and transfer (same process as transferring to SRC)
- Update your Records Retention Schedule to reflect Storage Media as "E" for electronic.
- If shipping from your office
- Complete the Transfer List STD 71 form (PDF)
- Check either the EDMS or Imaging Only box as applicable
- If documents are already stored at SRC
- Complete the State Records Special Authorization SRC 50 form (PDF)
3. Schedule delivery with SRC to the Cebrian location: 1501 Cebrian Street, West Sacramento, CA 95691
Are my records secure?
DGS developed Administrative, Physical, and Technical safeguards to protect your documents in accordance to the California Public Records Act (Public and Confidential), Civil Code Section 1798.3 (Personally Identifiable Information), IRS Pub. 1075 (Federal Tax Information), CalOHII SHIPM 2.3.0-2.3.6 (Personal Health Information and Specially Protected Information) requirements.
After your documents are imaged and stored in our EDMS, you are given control of managing your users through Federated User Management, providing functionality to departmental administrators to manage access for their users within the group.
The data in our EDMS is copied and stored in multiple geographic locations such that it could be restored should there be data loss in the EDMS. All data is stored in the USA and supports a disaster recovery plan.
What happens to the paper records after they are imaged?
After your documents are imaged, they are securely stored at our facility 60-90 days for a quality assurance period.
After that period, we recommend the records are sent directly to the Document Destruction Center for appropriate destruction. This safeguards a trustworthy system (CA Gov Code Section 12168.7) and helps ensure records management best practices. We work directly with the Secretary of State’s Archive Division to facilitate a seamless transition of documents flagged for historical archive.
We understand that in some instances you may want your original paper documents returned. If needed, we can reconstruct your files and send them back to you (additional fees will apply).
What is the cost?
Please call for an assessment or refer to the DGS Price Book for the current rates.
How should I format my address file?
Any format that can be imported using Microsoft Access. Avoid using comma as delimiter.
On what media should I send my address file?
OSP upload, DVD, CD and Flash Drive. You should contact your Customer Service Representative for instructions on how to upload your address file.
How can we get the discounted rates?
Office of State Publishing has a Permit Number Departments can use to receive the discounted rates for Presorted First Class and Presorted Standard. If your Department wished we can help you receive a Permit Number of your own.
Step 1 - Contact your Dedicated CSR
Provide your complete project specifications and delivery instructions to your agency's dedicated customer service representative and request an estimate (if you do not have an Interagency Contract). If you do not know who your dedicated agency CSR is, you may easily look them up by using our Find Your CSR online search.
Step 2 - Fill out a STD 67 Form
Once your estimate has been provided to you and you have attained approval to purchase from your respective agency, simply fill out a STD 67 form (PDF). Every order requires a STD 67 form (PDF) unless you have an Interagency Contract. If you need help filling out a STD 67 form, please take a look at the STD 67 form Training Manual (PDF). Please note that you may leave the cost section in this form blank until you have been provided an estimate by your CSR and have been given authorization to proceed with the purchase.
What is the cost to store records as SRC?
Please refer to the SRC Price List for the cost to store records at SRC.
What is the cost to destroy paper or plastic records at SRC?
Please refer to the SRC Price List for the cost to destroy paper or plastic records at SRC.
Does SRC provide tours of their facility?
Yes. To schedule a tour call us at (916) 375-6760.
Office of State Publishing
344 North 7th Street
Sacramento, CA 95811
Phone: (916) 327-0719