MIT Libraries' Communications Program

Helpful Publications links

Using the Libraries'
Logo in Print

House Style

Publications Available on Turnpike

Public web

Staff web

Instructions for Authors/Producers

Introduction
Creating a new publication
Editing an already existing publication
Printing a publication
Shell colors

Introduction

The MIT Libraries Publications System is a print-on-demand system for producing library brochures and other informational pieces. It provides a unified and attractive look for publications, local flexibility on content, and allows for easy updating.

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Creating a new Publication

1. Inform Communications Officer Heather Denny (x3-5686) that you are planning to create a new publication. She will work with you throughout the creation process, providing guidance, advice and copy-editing.

2. Within the "Publications" folder on Remote Files (R:)*, there is a "Templates" folder containing templates for:

Library guides: trifold brochure for divisional and branch libraries, Archives
Service guides: trifold brochure for such functions as circulation, Document Services, service to outside users
Service cards: single two-sided panel on heavier stock for such uses as library hours
E-Resource guides: bifold cheat sheets for Web of Science, Lexis-Nexis, other
DSpace brochures

as well as a document called "Template Instructions," which provides directions for using these templates. Please read this document before proceeding.

Please remember:

For the library, service, and e-resource guides, there are two templates: large and small. The first page of the template represents the exterior of the guide, while the second page represents the interior of the guide. "Large" refers to using a larger font (when there is less text) and “small” refers to using a smaller font (when there is more text). If possible, use the large font.
When designing the library guides, please add the logo for your individual library (e.g., Barker, Music, Archives) and contact information to the bottom of the middle panel on the exterior. When designing service guides, use the MIT Libraries logo for the bottom of the middle panel on the exterior.
For the bookmark there is one template. The first page of the template represents the front of the bookmark, while the second page represents the back.
For the poster, there is one template.

3. Copy the template(s) you will be using to your computer and enter your text, making sure to follow the Template Instructions.

4. When complete, email the document to Heather Denny for review. If you are working on Service Guides or Cards, or E-resource Guides, also work with the Office of the Director to select a shell color.

5. Once Heather has approved the document, she will ask you to forward it to the Office of the Director, who will convert the document to a PDF and will post it to Turnpike.

6. The Office of the Director will send an email to notify you that the document is on Turnpike.

7. Please notify Public Services staff (PS-lib) about the new document.

8. Instructions on how to print the document can be found here.

* If you need to obtain access to Remote Files (R:)\Publications, contact Systems and Technology Services (ext. 3-1617). - (back to #2)

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Editing an Already Existing Publication

1. Inform Communications Officer Heather Denny (x3-5686) that you are planning to edit an already existing publication. Please do this, even if you think that the changes are minor.

2. Contact the Office of the Director and ask them to email you the Word version of the brochure you wish to edit.

3. When complete, email the document to Heather Denny for review. Please specify what changes you've made, for faster proofing!

4. Once Heather has approved the revised document, she will forward it to the Office of the Director, who will convert the document to a PDF and will post it to Remote Files (R:).

5. The Office of the Director will send an email to notify you that the revised document is on Remote Files (R:).

6. Please notify Public Services staff (PS-lib) about the revised document.

7. Instructions on how to print the document can be found here.

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Printing a publication

You may reprint library publications as needed, whether or not they have emanated from your office. Existing publications are located on Remote Files (R:). Use the steps below to order. Please keep order quantities small, as this is intended to be a print-on-demand system.

1. Locate the PDF on Remote Files (R:) and submit to CopyTech via the electronic web submission tool found at http://ctcfiles.mit.edu/copytech/.

In the section headed "Account Information":: If the job is appropriately charged to Public Services (e.g., one of the library guides), please enter the number 1605500. If any question, please email diroff-lib@mit.edu or call 3-5655. Leave the radio button as entered ("No Req being Sent").

In the section headed "Job Options":
In the section headed "Files":
In the box entitled "Special Instructions", please include the following information: Please fold the brochures.

Before you click on "Send File", please print out a copy of your order and send to the Office of the Director, 14S-216.

This submission procedure went into effect on June 9, 2006. CopyTech no longer accepts submission via email.

For assistance call:

the Director’s office - 253-5655
Copy Tech - Don Choate (258-7794) or Scott Perrigo (452-3575)

2. If you are creating a bookmark or a poster, go to Copy Tech (11-004) to select the paper or card stock; if you place the order while at CopyTech, notify the Office of the Director of what is being printed and the size of the order. Otherwise, follow the directions in 1., above.

3. When you receive the printed brochures, bookmarks, or posters, send one copy to the Office of the Director (14S-216) and two copies to the Communications Officer, Heather Denny (14S-216).

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Shell Colors

1.1 Individual library guides

• 8.5x11" trifold brochure
• Blue/green "printed page" design
• Individual libraries are identified by the title

2.0 Service guides

8.5x11" trifold brochure

2.1 Yellow
2.2 Maroon
2.3 Orange
2.4 Green
2.5 Light blue
2.6 Dark blue
2.7 Aqua blue
2.8 Purple

3.0 Service guides

4x9" card stock

3.1 Yellow
3.2 Maroon
3.3 Orange
3.4 Green
3.5 Light blue
3.6 Dark blue
3.7 Aqua blue
3.8 Purple

4.0 E-resource guides

Slightly heavier paper stock
"Circuit board" design
Can be produced either as flat, unfolded sheet or as a bifold

4.1 Yellow
4.2 Maroon
4.3 Orange
4.4 Green
4.5 Light blue
4.6 Dark blue
4.7 Aqua blue
4.8 Purple

5.1 DSpace

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