Print-on-demand (POD) production differs from offset printing in one foundational way: each copy is produced individually at the time of order, rather than in a batch. For community archives producing local history catalogues, this removes the minimum-order constraint that makes offset printing impractical for runs of fewer than a few hundred copies.
File Preparation Requirements
POD providers accept PDF files as the standard submission format. The print-ready PDF should be submitted as two separate files: one for the interior pages and one for the cover. Requirements vary between providers, but the following specifications are broadly consistent across major POD services used in Canada.
Interior PDF Requirements
- Colour space: Grayscale or CMYK. RGB images are often converted automatically but may shift in tone.
- Resolution: 300 dpi minimum for photographs; 600 dpi recommended for line art and text.
- Bleed: 3mm bleed on all sides if content extends to the page edge.
- Fonts: All fonts must be embedded in the PDF.
- Page count: Most POD providers require a minimum page count (commonly 24 pages) and even page totals.
Cover PDF Requirements
- The cover is a single flat PDF wrapping front cover, spine, and back cover.
- The spine width is calculated from the page count and paper stock thickness (described below).
- Cover PDF must include 3mm bleed on all outer edges.
- Colour space: CMYK.
- The ISBN barcode placement is typically on the lower-right of the back cover.
Spine Width Calculation
The spine width of a perfect-bound book is determined by the number of pages and the thickness per page of the chosen paper stock. POD providers publish a pages-per-inch (PPI) figure or its metric equivalent for each stock they offer. The calculation is straightforward:
For example, if a catalogue has 120 pages printed on a stock where each leaf is 0.1mm thick, the spine is 120 ÷ 2 × 0.1 = 6mm. Most cover templates generated by POD providers accept the page count and stock choice as inputs and output the correct spine measurement automatically.
A spine narrower than approximately 6mm often cannot hold printed text legibly. Catalogues thinner than this are typically published without spine text, or the archive name alone is used rather than a full title.
Paper Stock Selection
Paper stock decisions affect both the appearance and the durability of a community archive catalogue. The two main variables are weight (measured in grams per square metre, or gsm) and finish (uncoated, silk-coated, or gloss-coated).
Uncoated Stocks
Uncoated papers are the standard choice for text-heavy documents. They have a matte surface that photographs well and reads comfortably in interior lighting. Typical weights for POD interior pages range from 60 gsm to 90 gsm. At lower weights, show-through from the reverse side of a page becomes noticeable when photos are printed.
Coated Stocks
Silk-coated and gloss-coated papers reproduce photographs with greater colour fidelity and contrast than uncoated stocks. However, gloss paper increases the overall weight of the book significantly and may make text-heavy sections harder to read under fluorescent lighting due to glare. For a catalogue that balances archival photographs with descriptive text, a silk-coated stock is often the intermediate choice.
Cover Lamination
POD providers typically offer two lamination options for soft covers: matte and gloss. Matte lamination gives the cover a subdued finish and is less prone to showing fingerprints, which matters for catalogues handled frequently in a reading room or during archive visits. Gloss lamination produces more vivid colours on the cover image but shows handling marks over time.
Binding Options
Perfect binding (a flat spine with pages glued into the cover) is the standard option for POD books and works for catalogues above a certain page count threshold. Case binding (hardcover) is available through some POD providers at a considerably higher per-unit cost and may be appropriate for a commemorative or donor edition of an archive catalogue. Saddle-stitched binding (stapled) is available for low page counts but has limited spine width for labelling.
Proofing Before Distribution
Most POD providers allow ordering a single physical proof copy before approving a title for general distribution. This step is particularly important for catalogue projects involving archival photographs, where tonal rendering on the chosen paper stock should be verified against the original materials. Colour reproduction on POD equipment can differ from what a calibrated monitor displays, particularly in shadow areas of black-and-white photographs.
Further Reference
The Canadiana resource network documents Canadian heritage publishing standards. The Library and Archives Canada ISBN programme covers the ISBN assignment process that should precede print production.
