The VIKA Collaboration Handbook
Design Terms

This guide complements our Design Services: Key Terms, providing you with a deeper understanding of the design process.

If you have any questions, please reach out—we’re here to make the design phase
of your book as enjoyable and stress-free as possible.

Overview of our Design Process

We believe in simplifying the book design process. Here’s an overview of the order you can expect things to happen whilst designing a book with VIKA:

1. Archive Curation: We get to know your archive so we understand your Work as well as possible.

2. Book Blueprint: We sketch the basic structure of your book.

3. Format & Size: Together, we decide on the perfect size.

4. Flatplanning: We arrange images and make editorial adjustments.

5. Text Inclusion: We make space for additional content.

6. Layout: We design the interior layout for readability.

7. Typography: We guide you in choosing fonts and visuals.

8. Special Elements: We add unique touches to make your book shine.

9. Cover Design: Crafting an attention-grabbing cover.

10. Final Touches: Ensuring everything is just right.

Content Submission Guidelines

Your content is essential for the success of your book project. t’s essential that you provide the images needed for your book, including any costs for scanning, retouching, or editing. If you require scanning and reprographics services, just let us know, and we can help.Here’s what you need to know to supply content to us in the easiest form for us both:

Accessing Your Archive
Grant us access to your Project Archive via email, FTP, or a shared folder to better understand your content.

Full Access, Better Results
Granting us access to the entire ‘Project Archive’ or ‘Wide Edit’ is particularly beneficial, especially if you’ve requested ‘Photo-editorial work.’ Authors can sometimes miss important details or connections in their work due to their close proximity to it. With access to the entire archive, we can uncover any essential context or elements that could enhance your book.

Image Submission

Your cooperation in providing images according to these guidelines is greatly appreciated. If you have any questions or need assistance, don’t hesitate to reach out. Together, we’ll create a book that beautifully showcases your work.

Image submission platforms
When submitting text, please use Dropbox, WeTransfer, FTP, or a shared folder. You may also ship a USB drive. Please try to maintain an organized naming system for files and folders.

Image Quality Matters
All illustrations, including photographs, should meet industry standards for publishable quality. We’ll review the images provided and may request alternatives if necessary to ensure the best printing results.

Image File Format
High-resolution illustrations should be submitted in RGB format as .jpg, .tif, or .psd files, with specific resolutions for photographs (300dpi) and illustrations. (600dpi) If the final size isn’t determined yet, make sure files have a minimum scan dimension of 450mm. We prefer uncompressed RGB TIFF files at 300dpi.

It’s wise to keep a copy of the original illustration, negative, or (.raw) file in case the original file isn’t suitable for printing. There may be an additional charge for converting large numbers of (.raw) files.

Low-Resolution Files
We use low-resolution files for book design to streamline the process. Accurate file naming is crucial to help us stay organized.

Original Artworks
If you’re providing original artworks for scanning, we’ll take all necessary precautions to ensure their safety during the scanning process. Just keep in mind that supplying original artworks is at your own risk.

CGI/3D Images
For images or animations intended for use in 3D computer models, the conversion and compression process will depend on the intended use. We’ll provide guidance on this as needed.

Text Submission

Following these guidelines will ensure that your text seamlessly integrates into your Publication, minimizing the need for extensive changes or corrections. If you have any uncertainties, please reach out.

Text submission platforms
When submitting text, please use email, FTP, or a shared folder. It’s beneficial to maintain an organized naming system for files and folders, facilitating easy access and management.

Text File Formats
Your text files should be in either plain text (.txt) or MS Word (.docx) format. Keeping formatting simple is key, utilizing styles only for paragraph breaks, bold, italic, hyperlinks, underline, and subscripts. Avoiding pre-formatted tables or footnotes is recommended.

Placeholder text
If you haven’t finalized your text yet, just provide the expected title, author’s name, number of images, and approximate word count. This enables us to begin basic pagination and design while awaiting the final text.

Professional Proofreading
We highly recommend having your text professionally proofread to ensure accuracy and clarity. This step significantly enhances the quality of your content and minimizes potential errors later on.

Reviewing & Revising

Designing a book requires time, care, and a commitment to refinement. In this chapter, we’ll discuss the importance of feedback, iteration, and revision in the design process. Remember, each round of changes brings us closer to your vision, so let’s work together with an open mind and friendly collaboration. During the review process, we’ll send you low-res PDFs to gather your thoughts and ideas. Your input is invaluable in shaping the final product, and we’re here to listen to your needs.

Sub-editorial Expertise
Our team of experienced sub-editors meticulously refines sentence structure and enhances readability, paying attention to details such as spacing and typography to create a visually appealing text.

Professional Proofreading
Proofreading is an essential step in ensuring error-free content, and involving a third-party editor or proofreader brings a fresh perspective to catch any overlooked mistakes.

Iterative Improvement
You can expect several rounds of revisions as we collaborate to perfect your book. We usually include up to 5 rounds of text corrections during the design phase, but please note that extra changes may incur additional charges. we appreciate your understanding that once the final piece is approved, we cannot accept responsibility for any errors or omissions.

Connected Books

Creating Connected Books using Interactive/UX design is a blend of storytelling and technology, aiming to captivate and engage audiences. This process is divided into four stages: Static Design, Dynamic Design, Hosting, and Launch. At each step, getting approval from collaborators is crucial to move forward.

Phase 1: Static Design
In the Static Design phase, we build the initial structure of your interactive experience using Wireframe PDFs. These wireframes act like blueprints, showing the layout of your website or digital platform. Much like a “flat plan” for traditional print publications, these wireframes provide a visual representation of the site’s flow and layout.

These designs are presented as PDFs and carefully reviewed. Collaborators give feedback to make sure the layout fits your project’s goals and audience needs.

Phase 2: Dynamic Design
Dynamic Design adds life to the static framework by adding interactive elements. This phase focuses on making the experience engaging with things like hyperlinks, gifs, videos, animations, and AR.

While these elements were planned in the Static Design phase, here they come to life. Collaborators try them out and give feedback on how well they work. Approval of the initial design ensures everything fits together before we bring your vision to life.

Protecting our Collaboration

Source files are the building blocks of our creative work, much like a photographer’s RAW file or negative. They hold all creative elements in the book together and represent the collective effort of artists, writers, designers, and developers. That’s why we’re cautious about sharing them, only doing so when its really needed

Source File Release Form
To make sure everyone knows who owns what, we use a special document called a “source file release form.” Before we share any files, we ask everyone involved to sign it. You can find the form [here](link to the document)

Why protection is important
While many publishers follow good practices, some don’t. Sometimes artists and authors may not fully understand the contracts they sign or the importance of protecting their intellectual property before file transfer. If someone gets hold of our source files without permission, and makes changes without consulting us, such as altering designs, changing accreditation, or reusing or selling the work without the right agreement in place, it could cause significant issues for everyone involved, which in the worst cases can affect their livelihoods.

Final Deliverables

The Work is considered complete upon receiving your written sign-off email in response to the Final Deliverable PDF, or within 30 days of sending the final designs, whichever is sooner.