Department of the Interior
Departmental Manual
Effective Date: 12/1/04
Series: Administrative Services
Part 314: Printing and Publications
Chapter 1: Purpose, Policy, and Procedures
Originating Office: Office of Acquisition and Property Management
314 DM 1
1.1 Purpose. This chapter
identifies policies, responsibilities, and major components of the printing,
publishing, and duplicating activities within the U.S. Department of the
Interior (DOI).
1.2 Scope. The policy in this
chapter applies to all bureaus and offices and includes printing, publishing,
and duplicating, regardless of the medium.
1.3 Authorities
and Related Documents.
A. Authorities.
(1)
(2) U.S. Code, Title 17, Copyrights, 1976 Copyright Act as amended.
(3) U.S. Code, Title 5, Section 552, Freedom of Information Act of
1988, as amended.
(4)
(5) 7 Comptroller General 1927, pages 221-222, "Purchases,
Reprints of Magazine Articles."
(6) 32 Comptroller General, 1953, pages 487-488, "Appropriations-Availability--Publication
of Articles Written by Government Agencies."
(7) Office of
Management and Budget (OMB) Circular No. A-122, Cost
Principles for Nonprofit Organizations,
(8) OMB Circular No. A-130, Management of Federal Information Resources,
as revised, (defines Government publications).
(9) Public Law 102-245, Section 108 of the American Technology
Preeminence Act of 1991.
(10) Annual appropriations legislation.
B. Related Documents.
(1) Individual bureau publications approval plan.
(2) DM Sections regarding:
Audiovisual Media and Publications (471); Copyright (454); Grant
Publications (505); Information Management (375); Libraries/Information Centers
(481); Management Control (340); Maps (757); Metrics (758); NonGovernment
Publications (476); Nonofficial Expression (478); Public Expression (470);
Reports Management (381); Records/Mail Management (382); Seals and Emblems
(310); and cost recovery policy in the Office of Financial Management's DOI
Accounting Handbook.
1.4 Policy.
A. All
bureaus and offices must establish and maintain an active and continuing
printing and publications management program to ensure effective printing, duplicating, and distribution of
documents.
B. The Departmental printing, reprographics, and duplicating
services must be managed to ensure professional quality design and production
standards, cost effectiveness, and time efficiency to fulfill agency missions.
1.5 Responsibilities.
A. Deputy Assistant Secretary - Business
Management and Wildland Fire. The
Deputy Assistant Secretary - Business Management and Wildland Fire has
oversight responsibility for all Departmental printing and publishing programs,
as delegated by the Assistant Secretary - Policy, Management and Budget.
B. Assistant to the Secretary and Director of
Communications. The Assistant
to the Secretary and Director, Office of Communications is responsible for
oversight, and guidance as appropriate, for message content, and the intended
use of DOI publications.
C.
Program Assistant Secretaries.
Program Assistant Secretaries are responsible for approving their
respective bureau publication process.
D. Heads of Bureaus and Offices. Heads of bureaus and offices are responsible for determining and approving all printing and publishing activities within their respective organizations as established in 471 DM 4. This includes the following:
(1) Developing a printing and approval process and ensuring adherence to the provisions of 314 DM.
(2) Establishing effective internal controls over the printing and publications function at their respective headquarters and field activities.
(3) Designating a representative to the Department's Publishing Council.
(4) Designating
a Publications Management Officer to maintain oversight for its publications
program activities.
(5) Ensuring review and approval by OCO of all materials that
include any message from the Secretary.
(6) Ensuring OMB approval of information gathering mechanisms and
other informational products when required.
(7) Conducting periodic evaluation of all bureau printing and
publishing activities.
(8) Ensuring preparation of reports required by OMB, the JCP, and other appropriate authorities.
E. Director, Office of Acquisition and Property Management. The Director, Office of Acquisition and Property Management is responsible for coordinating Departmental printing program activities, policies, and initiatives as executed or proposed by the Department of the Interior Publishing Council (DOIPC).
F. Department of the Interior Publishing Council (DOIPC). The DOIPC oversees the Department’s printing and publishing program. It is also responsible for developing standards, guidelines, processes, and initiatives that support and fulfill an effective Departmental printing and publishing program in coordination with PAM. Other responsibilities include: initiating research and management studies involving practices to measure program performance and effectiveness; exploring new technologies, and making recommendations as appropriate; serving as the Department's liaison to the JCP, the Public Printer, OMB, and the Interagency Council on Printing and Publications Services, in all printing policy matters; coordinating necessary activities with the Government Printing Office (GPO) and the JCP concerning Departmental printing matters; mediating disputes pertaining to printing policy issues or printing problems with GPO and the JCP as appropriate; managing and overseeing printing-related reporting; and administering Departmental printing policy and ensuring that such policy is consistent with Federal printing policy and standards.
1.6 Structure and Functions of the DOIPC.
A. Membership. The DOIPC is comprised of each bureau’s printing officer as designated by the appropriate bureau authority and a representative from PAM. The members elect a Chair and Vice Chair annually. Matters may be addressed to the DOIPC through its members who are listed via the Council web site at http://news.fws.gov/doipublishing/.
B. Structure and Functions. In accordance with the JCP Government Printing
and Binding Regulations, the Council serves as the Department’s Central
Printing and Publications Management Organization (CPPMO). The functions of the DOIPC are posted on the
Council’s web site and include:
(1) Coordinating program development,
production, procurement or distribution of materials through the utilization of
conventional printing and binding methods or through the utilization of
multiple copy microform methods.
(2) Determining policy guidance for the
management and control of digital duplicating equipment and automatic
copy-processing and color copier-duplicating machines, the printing and
duplicating aspects of multifunctional black/color devices and high-speed laser
printers used for mainframe printing as identified in the Equipment tables of
the JCP Government Printing and Binding Regulations. Requirements for this equipment are to be
submitted to, and approved by the appropriate bureau Council member as provided
in 314 DM 9.
(3) Serving as the Department's liaison to the JCP, the Public Printer, OMB, and the Interagency Council on Printing and Publications Services, in all printing policy matters. Coordinates necessary activities with the Government Printing Office (GPO) and the JCP concerning Departmental printing matters; mediates disputes pertaining to printing policy issues or printing problems with GPO and the JCP as appropriate; and attends to necessary appropriate reporting and administrative requirements
(4) Conducting a coordinated program controlling
the development, production, procurement or distribution of materials through
the utilization of conventional printing and binding methods or through the
utilization of multiple copy microform methods.
1.7 Printing and Publishing
Approval Procedures. Heads of
bureaus and offices must develop a publication approval process delegating
authority to the lowest appropriate level.
All bureau publication approval processes will be approved by the
bureau's Assistant Secretary. The
approval process must assure the following:
A. A need for the product is clearly
identified;
B. The product does not duplicate others
already in existence;
C. The target audience is identified and the
product is produced for that audience;
D. The product is cost effective and its
expense is justifiable to the Congress, the Department and the public;
E. The publications should be printed on
recycled and/or recyclable paper stock whenever possible. The recycled paper symbol should be clearly
visible;
F. The information contained is
accurate--data and statistics current;
G. The product is prepared in a manner that
does not suggest lobbying or impacting legislation or budgetary decisions;
H. The product does not endorse commercial
products or entities, or contains advertisement for the same.
Replaces 10/27/97 #3178