TREASURY DIRECTIVE: 78-02

Date: October 22, 1992

Sunset Review: TBD

Expiration Date: TBD

SUBJECT: Acquisition and Use of Copying Equipment

1. PURPOSE. This directive establishes policies and procedures for the acquisition and use of copying equipment in the Department to keep copying costs at a minimum, in accordance with Federal Information Resources Management Regulation (FIRMA) 201-6.002.

2. SCOPE. This directive applies to all bureaus, the Departmental Offices (DO), and the Office of Inspector General.

3. POLICY. It is the policy of the Department of the Treasury that all Treasury bureaus:

a. comply with applicable Government regulations and Treasury directives regarding the acquisition and use of copying equipment;

b. install multi-use copiers or copier-duplicators in central office locations (or copy centers), whenever appropriate, rather than installing convenience copiers for the use of a single office;

c. ensure copying equipment is used for official purposes only and prohibit personal copying. Coin operated copiers may be made available in library areas or public reading rooms to serve the public and employees; and

d. use recycled paper in accordance with Executive Order (E.O.) 12780, "Federal Agency Recycling and the Council on Federal Recycling and Procurement Policy," dated October 31, 1991.

4. DEFINITIONS. A glossary of definitions is provided at Attachment 1.

5. RESPONSIBILITIES.

a. The Deputy Assistant Secretary (Administration), Heads of Bureaus, and the Inspector General, as it relates to their respective bureaus and offices, shall:

(l) designate a copier program manager to develop, implement, and maintain a bureau copy management program;

(2) comply with Treasury directives and General Services Administration (GSA) copy management policies and procedures, as required by the FIRMR;

(3) comply with the Government Printing and Binding Regulations, published by the Congressional Joint Committee on Printing (JCP), as they apply to copiers and copier-duplicators; and

(4) issue procedures for approval of equipment acquisition in the internal bureau directives system which address the program objectives set forth in paragraph 7.

b. The Director, Printing and Graphics Division, DO, is responsible for administering the Departmentwide copy management program and shall publish guidance for the Treasury bureaus on the management of copying equipment.

6. COST CONSIDERATIONS.

a. A successful copy management program requires a careful balance of service and cost factors. Convenience copiers have become increasingly important tools in the office environment, and there is constant pressure to increase the "convenience" factor. Where copy machines are not conveniently located, there is potential for the unproductive expenditure of staff hours in copier lines or travailing to a copier. Copier program managers must be cognizant of staff costs but, more importantly, must ensure that expenditures for copiers, copier supplies, and copier maintenance are made wisely and kept to a minimum. They must advocate copier cost consciousness within their respective organizations since improved copy management practices usually result in significant savings. To ensure program success and combat wasteful practices, a bureau copy management program should positively address the requirements set forth in paragraph 7.

b. Treasury Department Form (TDF) 70-05.4, "Checklist for Annual Copy Machine Program Cost Analysis," has been developed to assist in analyzing the cost effectiveness of the copier program at any given office. See Attachment 2 for a facsimile of this form.

7. COPY MANAGEMENT PROGRAM REQUIREMENTS.

a. Bureau procedures for approval of equipment acquisition should require that the -following issues are addressed prior to acquisition approval.

(1) The workload justifies an additional copier.

(2) The extent to which nearby convenience copiers and copy centers are being utilized.

(3) The current use of installed copiers (e.g., high volume jobs are being run on convenience copiers or being sent to a copy center or duplicating facility).

(4) The suitability of the proposed copy machine for the prospective workload.

(5) The anticipated cost per copy supports the application.

(6) A cost/benefit analysis for the requested extra features shows that the features justify the added cost.

(7) The evaluation of lease versus purchase issues, i.e., the length of time the copier would be needed, available funding, potential obsolescence, lease-to-purchase options, and maintenance costs for purchased machines.

(8) The selection factors for the prospective copier model, i.e., based on requirements/cost analysis rather than strictly "brand name" preference.

(9) The consideration of alternatives to warranty provisions that exclude the use of parts and supplies with recycled content.

b. Bureaus shall assign responsibility for preventative maintenance, meter reading, submission of reports, etc., which are functions normally performed by a designated "key operator."

c. It is recommended that Bureau procedures require a periodic evaluation of each office's copier program. This can be accomplished by requiring reports, at least annually, and/or by periodically conducting a comprehensive equipment and user survey. The GSA handbook, "Copy Management," contains specific methodologies for the required evaluation. Bureaus, at their option, may include the following provisions in internal copy program review guidelines.

(1) An equipment inventory that includes an accounting of volumes produced on each copier (available from monthly meter reading records), a tabulation of all copier-related costs, and a cost-per-copy computation. TDF 70-05.4 is a worksheet which can be used to complete this analysis.

(2) A discussion whether the current pattern of copier demand warrants creation of a copy center. Analysis should address the use, retention, or disposition of current equipment.

(3) Consideration of copier services available from other Government agencies or Treasury bureaus which are co-located with, or in close proximity to, the bureau's offices.

(4) Consideration of the potential cost/benefit of using vendor-provided copier services (e.g., cost-per-copy contracts).

d. Bureau copy managers should periodically initiate awareness campaigns to educate copier users concerning potentially wasteful practices.

8. APPROVAL OF REQUESTS FOR EQUIPMENT. The approval process applies to new placements, upgrades, or replacement or present equipment.

a. Requests for equipment in Categories 1 through 3 listed in Attachment 1 to this directive shall be processed for approval in accordance with internal bureau policy and procedures.

b. Acquisition of all Category 4 and 5 equipment listed in Attachment 1 shall be approved in writing by the Director, Printing and Graphics Division, DO. When approval from the JCP is required, the Director, Printing and Graphics Division, DO, will request approval from the JCP.

c. Requests for approval to acquire Category 4 and 5 equipment should include justifications containing:

(1) a complete description of the work to be produced;

(2) information on the source of the workload for the proposed equipment and reasons why it cannot be produced on present equipment;

(3) identification of any equipment being replaced;

(4) reasons the equipment should be acquired to perform the work in-house, as opposed to utilizing outside sources (either Government or the private sector); and

(5) an analysis supporting acquisition of the specifically requested equipment which considers cost and other factors, including cost comparisons between the selected equipment and comparable hardware.

9. LIMITATIONS. Copy machines are designed to accommodate a specific range of usage. When actual usage is significantly below that range, costs will be excessive. Conversely, when usage is higher than anticipated, maintenance problems and equipment failure will result. Therefore, it is essential to establish controls on the quantity of copies that can be produced on specific equipment. In order to make cost effective use of self-service copiers, the following limitations should be placed on those machines.

a. Single-page documents requiring fewer than 100 copies may be copied on self-service copiers (unless bureau or office procedures establish a lower threshold).

b. Multiple-page documents requiring from 1 to 50 copies may be copied on self-service copiers (unless more restrictive bureau or office procedures apply). Users should be aware that it is possible to comply with this restriction and still be using a copier inappropriately. For example, a job requiring 50 copies of 400 originals should generally not be done on a Category 1 copier. Users should be made aware of alternative sources or strategies available in such circumstances.

c. Quantities in excess of limitations (single-page documents requiring in excess of 100 copies and multi-page documents requiring more than 50 copies) should be processed in accordance with bureau printing procedures for production in a copy center, duplicating or printing facility or by means of a commercial contract for duplicating/printing services.

10. LIMITATIONS ON WHAT MAY BE COPIED.

a. Copyrighted Material. In most cases, multiple copies of material protected by U.S. copyright laws cannot legally be reproduced without the express, written consent of the copyright owner. Users of the equipment are responsible for complying with the copyright restrictions.

b. Classified and Officially Limited Information. The reproduction of classified national security and officially limited information should be assigned only to Treasury employees possessing an appropriate security clearance. Controls required for the reproduction of classified information are set forth in Title 31 of the Code of Federal Regulations (CFR) Part 2, Section 2.31.

c. Reproduction of Currencv and Negotiable Instruments. Reproduction of negotiable instruments is generally prohibited by law. For additional information on the rules governing this matter see the U.S. Secret Service publication "Know Your Money" which is available from the Superintendent of Documents.

d. Copying of Forms. The reproduction of bulk supplies of forms on office copiers is prohibited except in emergency situations. Requests for the reproduction of forms should be submitted to the bureau forms management office.

11. PRINTING PROGRAM PLAN. To comply with the Government printing and binding regulations and the JCP Circular Letter dated September 23, 1985, bureaus are required to submit an annual printing program plan by January 15 each year to the Director, Printing and Graphics Division, DO, as specified in Treasury Directive (TD) 78-01, "Printing and Publishing Management Program." Bureau plans should provide all information requested in the JCP Circular Letter and include:

a. an itemization of all Category 4 equipment owned or leased by the bureau;

b. all staffed (not self-service) Category 3 equipment;

c. all color copiers; and

d. the volume of production in each environment which includes this equipment.

12. SUPPLY OF FORMS.

a. DO personnel may obtain copies of TD F 70-05.4 from the Printing and Graphics Division, DO.

b. Bureau personnel may obtain copies of TD F 70-05.4 by submitting a printing requisition through the bureau forms officer to the Office of Information Resources Management, DO.

13. AUTHORITY.

a. FIRMR 201-6.002(I).

b. FIRMR 201-9.103(e)(5).

14. REFERENCES.

a. Government Printing and Binding Regulations, published by the JCP, Congress of the United States (Superintendent of Documents Stock Number 052-070-06645-8).

b. GSA Bulletin Federal Property Management Regulation B-141, Copier Equipment Supply Schedule 36-IV and 36-IV A.

c. "Copy Management," published by GSA in May 1985, which is available from GSA via FEDSTRIP requisitioning procedures (National Stock Number 7610-01-126-7017) or from the Superintendent of Documents, U.S. Government Printing Office.

d. TD 78-01, "Printing and Publishing Management Program," dated July 19, 1990.

e. 31 CFR Part 2, Section 2.31, "Reproduction Controls."

f. E.O. 12780, "Federal Agency Recycling and the Council on Federal Recycling and Procurement Policy," dated October 31, 1991.

g. "Know Your Money," published by the U.S. Secret Service (Superintendent of Documents Stock Number 048-006-00012-4).

15. OFFICE OF PRIMARY INTEREST. The Printing and Graphics Division, Office of the Deputy Assistant Secretary (Administration), Office of the Assistant Secretary (Management).

David M. Nummy
Assistant Secretary (Management)

Attachments

Attachment 1.    Definitions (see below)

Attachment 2.    Checklist for Annual Copy Machine Program Cost Analysis (click on title to view attachment)

1. Convenience Copier. A self-service copier placed in a designated office for the use of personnel in that office and nearby offices.

2. Multi-Use Copier. A self-service copier placed in a central location for shared use.

3. Staffed Copier. A copier which is only permitted to be operated by certain designated staff members (i.e. not available for use on a self-service basis).

4. Equipment Categories. Copying equipment is divided into five categories.

a. Low-volume (Category 1). Self-service copiers with the capability of producing up to 20 copies per minute and 15,000 copies per month.

b. Mid-volume (Category 2). Self-service copiers with the capability of producing copies at speeds ranging from 21 to 59 copies per minute. These will usually be installed in environments producing from 15,000 to 100,000 copies per month.


c. High-volume/high-speed (Category 3). Self-service or operator controlled copiers with the capability of producing copies at speeds ranging from 60 to 99 copies per minute. These machines should be installed in copy centers producing volumes from 100,000 to 200,000 copies per month. Examples of current Category 3 equipment include: Kodak models 235, 250, 1570 and 1575; and Xerox models 1075 and 1090.

d. Copier-duplicator (Category 4). Equipment capable of producing finished (bound or stitched) products at a speed of 100 copies per minute or greater. This equipment is generally placed in environments controlled by an operator in order to realize maximum productivity from the machine. Examples of current Category 4 equipment include: the Kodak 300 and Lionheart models; Xerox 9000 series, 5090, 5100 and Docutech models; and Oce 2500.


e. Color Copiers and Other Specialty Copiers (Category 5). Copying equipment designed for special or unique applications such as full color copiers and engineering print copiers capable of producing large size documents (over 12" x 14").

5. Copy Center. A dedicated area set aside for the placement of copiers or copier-duplicators for the use of multiple offices. Staffed copy (duplicating) centers should not be established without the approval of the Assistant Secretary (Management) per the procedures in TO 78-01, "Printing and Publishing Management Program."

6. Electronic Duplicators. A copier or copier-duplicator capable of producing multiple copies via an electronic imaging system rather than from a hard copy original (e.g. Kodak Lionheart and Xerox Docutech machines).

7. "Cost-per-Copy" Contract. A contractual arrangement in which vendor owned or leased copying equipment is installed and maintained by the vendor to meet all copying needs of a given office. Contract pricing is generally on a "cost per copy" basis.