Embedded Files
How to Fill Out and Submit a Print Request
The following explains the steps for filling out a Print Request and submitting to FGD.
Introduction
FGD is committed as liaison to assist customers needing their projects printed. We serve to help coordinate and streamline the print process between customers and IDS or a third party when requested.
FGD can coordinate with IDS to request the print jobs as well as help customers prepare their files and complete needed documentation.
FGD can maintain communication with IDS (or a third party) throughout the process to ensure a smooth customer experience from beginning to completion.
Information needed to properly complete and submit Print Requests:
Does the request require the imprinting of Control Numbers?
Will the request require a tear-off perforation at the top, right, and/or left side (for example, NCR forms or sales/retail Licenses)?
Does the customer want custom NCR sheet colors?
Is the request a color or black and white copy?
Will the request have a flip cover?
Any other pertinent and/or unusual characteristics.
The IDS print request form guides you through the process.
Waiver Process
Most of Forms & Graphics Development’s (FGD) customers' print requests (PR) require very basic information. All print requests are sent to Internal Document Services (IDS). If IDS can’t produce the project in-house, they will go to one of their approved outside vendors. This scenario is called a waiver request. In most cases a waiver isn’t necessary as long as the request stays within their system. If the project cannot be printed by IDS, a Waiver must be requested from IDS (the link to IDS is located here). The Document Coordinator may complete the Waiver or Forms & Graphics Development will complete the Waiver upon request. We will work on this on a case by case basis. If the print request quote costs more than $5,000.00, then the print job must go out for bid. This may be done through the customer's Purchasing and Contracts Services representative or FGD can request IDS do this for the customer. Once the bid process is complete follow the Print Process (below) to complete the print. Typically, requests are taken care of within 10–14 business days.
Obtain a Fillable PDF Print Request
IDS (Integrated Document Solutions) is part of the Division of Central Services within DPA (Dept. of Personnel & Administration). For more information on their operations, their website is: https://dcs.colorado.gov/ids
Their official print request form (a fillable PDF) can be obtained from here:
Download the form to your desktop, fill it in, and save it with the name of the project, i.e. DR###_PR_date. By renaming it, you’ll have it in reference to the project.
Filling Out a Print Request Form:
Obtain the most current print request from the IDS website at: IDS Request Form-2019.pdf
Complete the print request.
Ensure the project being printed isn’t currently going through changes or updates.
Send the print request and the artwork to FGD by email: dor_fd_print@state.co.us
If the form is missing any information, the team member can verify with the customer what is needed and complete the form. It remains a fillable PDF even after changes.
NOTE: in some cases, an existing Print Request from a prior print job may exist. These requests can sometimes be “recycled” and updated with any new info. If you believe you know that a prior print request exists, please let FGD know and we will pull it from our records.
Filling Out a Print Request Form
Below are the form fields generally required by IDS for each job. We ask that you complete as much as you can. Notably, you must complete all contact and address information and payment information. FGD will be able to handle the Type of Request and Special Instructions as these are generally print-focused. Please see below. Each numbered list item corresponds to to a form field on the Print Request document:
01. Form Number - Enter DR number usually found in the top left corner of a form. If this field is in use, enter the DR number in the Name of Digital File(s) field below.
02. Address - Enter the ship to address including room number.
03. First Person Contact - Please make sure you have the correct contact information.
04. Bill To - Only enter the Bill To address if it is different than the Ship To.
05. Title of Project - Enter the Title of Project and Name of Digital File.
06. Email Address - Enter the correct contact person’s email address.
07. Date of Requests - enter the date you send the print request to FGD. Date & Time Required enter a date that is at least 2 weeks from the request date.
08. Billing Code - Enter the Billing Code number. This is usually a 9 digit CORE # (required). This number is provided by the print requestor. If you’re unable to find this, please contact your section’s CORE administrator.
09. Type of Request - Be sure to enter Number of Originals, Finished Quantity, Ink Colors, Finished Size and Paper Stock. If you are unsure contact FGD and we can guide you through.
10. Special Instructions - Any information that cannot be clearly noted in the Type of Request field.
Sending the Print Request to FGD
When you finish filling out the print request form, email it and the document you want printed (or a link to it on the Drive) to FGD: dor_fd_print@state.co.us
When FGD receives it, they will compare the document you want printed to the approved version we have on file. If it is the same, they will proceed with processing your request. If there is a discrepancy, you will be contacted by FGD.
The Customer will be CC’d on an email from FGD to IDS with all the details of your print order in the body of the email, along with a copy of the document and the print request form.
When you or a representative from your section receives your final order, please email FGD and let them know your order has been received. We have no other way of knowing your order has been delivered. Additionally, we need this information for our monthly data collection and reporting.
Printing Quotes
If you require a printing quote PRIOR to authorization for actual printing, please contact FGD via email and supply as much information as possible.
Basic info we need: number of pages, final quantity, color or black & white, size, type of paper, anything special such as lamination, hole punching, binding, padding (usually top or side glued w/a cardboard backing), etc.
FGD will request a quote from IDS, which could take up to two weeks (depending on their workload), and get back to you with the pricing. At that time you can decide whether it fits in your budget and if you want to go forward with printing; if you do, send FGD another email with the print request form and document.
If your printing project is NOT dependent on the price, but you still want a cost, simply ask for that in your print request email to FGD. We will ask IDS for pricing, but continue to submit your printing project.
Questions
If you have any further questions or concerns, or need help with a print request, please feel free to contact Forms and Graphics Development through the print email box: dor_fd_print@state.co.us
We are here to help you and to ensure your final product is exactly as you expect.
Thank you!
The Department of Revenue Forms & Graphics Development Team
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