ASCS - Agricultural Stabilization and Conservation Service

AGPMR - Agriculture Property Management Regulations

DR - Departmental Regulation

GPO - Government Printing Office

JCP - Joint Committee on Printing, U.S. Congress

NAL - National Agricultural Library

OGPA - Office of Governmental and Public Affairs

OI - Office of Information

OO - Office of Operations

SCS - Soil Conservation Service

STAT. - U.S. Statutes at Large

USC - U.S. Code

JCP Report I - Printing Plants Except Plants Primarily Concerned in Map and/or Chart Reproduction

JCP Report 2 - Commercial Printing Report

JCP Report 3 - Acquisition of Power-operated Collators for Use in Facilities Other than Printing Plants

JCP Report 4 - Plants Primarily Concerned in Map and/or Chart Reproduction

JCP Report 5 - Annual Plant Inventories

JCP Report 6 - Stored Equipment

JCP Report 7 - Excess Equipment

JCP Duplicating and Copying Report

Notice of Completion of Transaction Authorized by JCP

a Microform. A miniaturized image format for mass or general distribution used as a substitute for conventionally printed material, except microfilming of administrative records, accounting reports, and similar items. Microform duplicating is the production of up to 250 duplicates, or units from original microform; more than 250 duplicates constitutes printing and must be contracted through the Government Printing Office. One microform production unit is one roll of microfilm 100 feet in length or one microfiche;

b Duplicating. Reproduction involving stencils, masters, and plates to be used on single unit equipment not larger than 11 x 17 inches and with a maximum image of 10 3/4 x 14 1/4 inches. Jobs may not exceed 5,000 production units of any one page or 25,000 production units in the aggregate of multiple pages (see sections 8 and 21a). This definition includes reproduction by electrostatic copy machines capable of production of the volume listed above;

c Production Unit. A single sheet, from 8 1/2 x 5 1/2 inches up to 8 1/2 x 11 inches, printed on one side only in one color of ink. A sheet within these dimensions printed on both sides or on one side in two colors of ink is two production units. Total number of production units is the product of the number of copies and the number of sheets within the dimensions which are printed in one or two colors. A page no larger than 8 112 x 5 1/2 inches is considered one-half of a production 3 unit; an 8 1/2 x 3 2/3-inch page, one-third of a production unit; and an 8 112 x 2 3/4-inch page, one-fourth of a production unit;

d Printing Plant. Refers to a plant approved by JCP and located on property owned or controlled by the Government to produce printing as defined by JCP regulations;

e Map and Chart Printing Plants. Called "cartographic plants" for Departmental purposes, these plants are authorized by JCP to produce only multicolor flat and/or folded maps. The Soil Conservation Service, Cartographic Plant, Fort Worth, Texas, is authorized to procure map work directly from commercial sources and from GPO;

f Camera-Ready Copy. A term commonly used among printers, designers, and editors to identify material prepared for photomechanical reproduction. The material can include words composed by a typesetting machine, an office machine, or an electronic character-generating device, as well as illustrations prepared by an artist or photographer. Preparation of cameraready copy is the last step in the assembly of material prior to delivery to a printer. The printer prepares negatives from the camera-ready copy for transferring an image to printing plates. Other terms used for camera-ready copy include: "camera copy," "camera-ready art," line art," "reproduction copy," "boards," "mechanicals," "shooting art," and "shooting copy." Storage or disposal is the responsibility of the originating agency;

g Copying. Refers to the duplication or reproduction of an original work, or a facsimile of an original work, with the aid of a machine or device. Number of copies made generally provides the criteria for determining whether the reproduction process is to be considered printing or "office work." For instance, copying machines capable of reproducing more than 5,000 production units of any one page and 25,000 production units in the aggregate of multiple pages are classified as printing equipment.

a Legal Requirements. All Federal printing, including compos-ition and microforming, must be procured through GPO, except (1) such work deemed to be urgent or necessary to have done elsewhere; (2) printing in field printing plants that have been approved by and are operated by a Federal Department, independent office, or establishment; and (3) the procurement of printing by a Federal Department, independent office, or establishment from allotments for contract field printing (see 44 USC 501, 502).

b Statutory Exemptions on Printing. The Foreign Agricultural Service is authorized to use its funds for printing outside the United States. (See 71 Stat. 332, 70 Stat. 890.) The Secretary of Agriculture is authorized to use appropriated funds for meat inspection for the purchase of printed tags, labels, stamps, and certificates, without regard to existing laws applicable to public printing (7 USC 431).

c Regulations of JCP. Department printing and binding work--including composition and microforming--is subject to oversight responsibilities by JCP. Copies of the JCP regulations are distributed within USDA by the Printing Division, 01.

d Secretary's Delegations. The Secretary has designated OGPA as the Central Printing Authority. The Central Printing Authority shall have the responsibility for the conduct of a coordinated program controlling the development, production, procurement, and distribution of materials through the use of conventional printing and binding methods or multiple-copy microform methods. It also shall control duplicating and automatic copy-processing or copier-duplicating equipment or machines that can be used for printing in volumes exceeding those of duplicating work (see section 6b). That control does not relate to office or desk-type copiers which are subject to Agriculture Property Management Regulations. OGPA is the only contact for the Department and its agencies with JCP and GPO. Conferences between agencies and GPO or contract printers may be necessary to resolve major problems. OGPA shall determine when agency participation is required on printing matters with GPO or printing contractors and shall arrange such conferences.

OGPA will designate sources of composition, printing, copying, duplicating, and microforming for the following:

a Office of Information (OGPA). OI is responsible for USDA's printing policies. To carry out this responsibility, OI will:

b Office of Operations. This agency is responsible for Departmental property management policy and control, which include office or desk-type copiers. OO also will:

c Agencies of the Department. Heads of agencies, are responsible for assuring that requests for all kinds of composition, microforming, copying, duplication, artwork, and printing required by their agencies are properly prepared. These responsibilities include appropriate specifications and instructions for quality control, timely reproduction, and shipment of materials. Agency heads must also make sure that services and materials requested are held within limits necessary to carry on the work of the Department effectively and are consistent with the economical use of public funds. In addition, each agency will:

a Size of Job. Number of copies to print is determined by audience size and needs. Limitations are:

b Two or More Colors. Printing in two or more colors increases costs. While most of the Department's printing needs require only one color of ink, multicolor printing can be used when it is needed to fulfill the purpose of the printed matter. Examples are maps and technical diagrams needing clarity, photographs and drawings to depict scientific accuracy, and materials to explain or draw attention to special programs such as recruiting, educational matters, safety programs, and similar activities as described in JCP regulations. Agency field offices shall submit justifications for using more than one color to their Washington headquarters information director. Washington offices shall submit their justifications to the Publishing Division (see DR 1410, section 9).

c Illustrations and Photographs. Only illustrations that are functional and directly related to the transaction of public business shall be printed. Aggrandizement of individuals is prohibited (see JCP regulations).

d Covers and Binding. A self-cover of the same paper stock as the inner pages is the prescribed standard, especially if the publication is 32 pages or less and is not to be subjected hard use. If an originating agency believes a publication pages or less requires a separate cover, justification for approval must be submitted to OI in writing. Agency field offices must obtain prior approval from their Washington headquarters information office. Low-cost binding methods and materials to protect the printed matter should be practical and economical. All requests for case-bound covers require a written justification for approval by OI.

e Paper. Kinds of paper available for printing are listed in the paper catalog issued periodically by GPO. Paper selection affects both the cost and the quality of printing. The use of coated stock requires a written justification submitted for approval by OI.

f Composition. Type selection will be based on suitability to design, readability, and economy and will follow the prescribed formats listed in the Visual Management Manual. If the submitted copy--other than typewritten copy--was not obtained through JCP approved facilities, does not meet GPO and USDA standards, or otherwise fails to meet printing laws and regulations, it can be reset at the option of GPO or OI and the cost charged to the originating agency.

 g Planning Printing Jobs. Jobs should be planned carefully as far in advance as possible. Otherwise, there can be wasted effort, reduction of quality, and excessive expense. Allow adequate lead time for the work to be done. Usually the shorter the lead time, the greater the planning required. To assure effective planning, agencies should:

h Rush Printing. When lead time is inadequate under normal procedures to meet an agency's needs, the agency printing officer should immediately consult with the Printing Division, OI. If camera-ready copy is not already prepared, the most time-saving composition process for the job will be selected. When camera-ready copy is available, procurement will be expedited by personal attention; the most reliable and fastest printing process will be selected; overtime will be authorized if essential, and arrangements will be made to obtain advance copies for special release, when appropriate. All rush printing requires a written justification on Form AD-1033. This form can be obtained from Central Supply.

i Corrections and Changes in Proofs. To avoid additional costs and delays in handling proofs, all manuscripts or copy shall be carefully edited and prepared before submission to the printer. When a manuscript has advanced to galley or page proof, nonessential improvements in language, form of expression, capitalization, paragraphing, etc., shall be avoided as well as author's alterations. These types of corrections and changes are expensive and create delays and therefore should be made before copy goes to the printer.

j Errata Sheets. Errata sheets should be issued only when errors are of such magnitude as to affect the functional value of the subject material. Approval for printing errata sheets is required from the Chief, Publishing Division, 01.

k Form Style. All printing shall comply with the form determined by the Public Printer (44 USC 1105) and by the USDA Visual Management Manual. The USDA Visual Management Manual and the GPO Style Manual are the standard guides for USDA publications and other printed materials.

1 Self-Mailer Techniques. When economically advantageous, the penalty or postage-paid indicia shall be used directly on printed materials to avoid use of envelopes, wrappers, or packages. Space also shall be allowed for the name and address of individuals or organizations to whom the material will be mailed.

a Purchase of Reproducibles. Engravings, electroplates, and offset negatives usually can be purchased from the Superintendent, Departmental Account Representative Division, GPO, Washington, D.C. 20401. Private concerns and individuals should deal directly with that office, but agency requests should be submitted to OI. All requests should include a copy of the publication or its full title, issue date, number, and any other information that will help identify the material.

b Purchase of PhotograRhs and Other Art. Most prints of photographs, charts, drawings, maps, etc., that appear in a publication may be obtained at a nominal cost by writing to the Photography Division, OI (see DR 1410, section 10).

c Storage of Reproducibles. Except for publications available for distribution by Members of Congress, agencies may request that reproducibles be returned with the printed job. If agencies prefer that reproducibles be stored at GPO, request for storage of reprint material such as type, plates, negatives, etc., should be specified in the appropriate space on each printing and binding request submitted to OI. The limit on the GPO storage period for an order is ordinarily 2 years. GPO will not store reproducibles after 2 years without an order for continuance. The agency shall initiate the printing and binding requisition to continue storage or provide other instructions at least 10 days before the storage period expires. When the storage period expires, GPO will return reproducibles to the Printing Division which will forward them to the agencies.

a Service Contracts. The procurement of writing, editing, preparation of manuscript copy, or preparation of related illustrative material may be included in contracts for service. A contractor also may print forms and instructional materials necessary to respond to the terms of a contract, but a contractor cannot be the prime or substantial source of printing unless authorized by OI and after notifying JCP. A contractor may duplicate fewer than 5,000 units of one page or fewer than 25,000 units of more than one page for a Department or agency. Agencies shall be responsible for seeing that the limitations are not exceeded by the contractor.

b Grants. Grantees are subject to the same restrictions on printing as service contractors and shall not become prime or substantial sources of printing. Thus, the inclusion of printing is prohibited unless authorized by 01 and formally notifying JCP. A grantee, as part of a requirement, may duplicate fewer than 5,000 units of one page or fewer than 25,000 units of more than one page. Department or agency grants may, however, support non-government publications if grants were issued pursuant to an authorization of law and were not made primarily or substantially for printing materials. Writing, editing, preparation of manuscript copy, and preparation of related illustrative material are permitted by grantees, as may be required in the terms of the grant. Agencies shall be responsible for assuring that the limitations are not exceeded by grantees.

c Private or Commercial Work. No private or commercial work may be performed at any Government plant even though the Government is reimbursed. If appropriated funds are used to create information for use in any kind of publication other than a nonprofit, scientific journal, USDA must have first rights to print and bind that information. It shall not be made available to a private publisher for first publication without prior approval of 01 and notification of JCP.

d Stationery and Letterhead. No embossed stationery other than that permitted in JCP regulations shall be produced or procured at Government expense. All stationery shall be designed and approved by the Design Division, OI, prior to printing.

e Calling Cards. Printing or engraving of calling or greeting cards is considered to be personal rather than an official need and shall not be done at Government expense.

f Calendars. Standardized Government desk and wall calendars may be ordered from the General Services Administration. Other styles, sizes, and formats may not be printed or purchased at Government expense.

a Printing Through GPO. Orders for printing through GPO shall be submitted to OI on Form AD-78. This form has essential specifications and serves as permanent record and should not be folded or pinned to other materials. This form will help to expedite the procurement and delivery of orders. From the AD-78, printing specialists in OI will prepare any additional forms necessary, as determined by the source from which printing will be obtained. OI will provide the agencies with copies of the form so they will know where printing is being obtained and will be aware of estimated costs. (An instruction booklet is available in the Printing Division.) Special care should be taken to include correct addresses for delivery of orders. (Street addresses should be used at all times. Postal Service box addresses are unacceptable by GPO.)

b Printing in the Department Duplicating Faciliities. Orders for printing in the Department's duplicating facility shall be submitted to OI on Form AD-270. Such requests for printing shall be made only when OI and the agency determine that the size of the printing and the schedule are suitable. Agencies may receive a waiver for orders exceeding the 25,000 unit limitation for printing done in the USDA;

c Printing Guidelines. For details on printing procedures and explanations of methods used in determininq placement of work, see section 8 and the Printing Monograph -- Printing and Composition Schedules and Contract Information, available from the Printing Division.

a Overprinting. Some programs necessitate overprinting special information on standard forms. Such deviations--including overprinting, serial numbering, or other alterations--require prior approval of the General Services Administration, or in certain cases, the General Accounting Office or other appropriate agencies. Agencies should request any alterations at the time the Form AD-78 is submitted to the Printing Division, OI.

b Providing Lead Time. Orders to replenish supplies of stock forms, interleaved forms (commonly called "snapouts"), and all new forms shall be placed whenever possible with the Printing Division, OI, 90 days in advance for economical procurement. Orders for book-bound snapouts and continuous forms must be placed 90 to 120 days in advance.

a Annual Plant Reports. The approved SCS Cartographic Plant, Fort Worth, Texas, will submit an annual report to the Printing Division, OI. This report shall be made on JCP Forms 4 and 5. Date due in 01 is 5 weeks after September 30 of each year;

b Advance Approvals. Purchases, rentals, exchanges, or transfers of any composition, microforming, or printing equipment requires justification, the approval of 01, and notification of JCP (see section 18d). Duplicating equipment capable of producing an image size larger than 10 3/4" x 14 1/4" requires similar approvals. Copying equipment which can produce quantities of production units comparable to duplicating equipment (5,000 units of any one page and work exceeding 25,000 production units in the aggregate of multiple pages) also requires justification and advance approval from OI. (See AGPMR 104-25.30.2-50 for regulations covering purchase and use of copying equipment and duplicating machines with lesser capabilities.);

c Justification Requirements. Agency requests for equipment requires the approval of OI and notification of JCP. To save time, prior consultation with the Printing Division is advisable. Content of requests shall include a statement of need, a complete description (quantity, make, size, condition, cost or estimated value, etc .), location, and a statement that the needed service is otherwise unavailable. If the proposed equipment is a replacement, the request shall indicate that the old equipment will be disposed of in accordance with JCP regulations.

d Completion of Transaction. When delivery and installation of approved equipment have been completed, the agency shall notify the Chief, Printing Division, OI, in writing of completed transaction;

e Excess and Surplus Property. All excess equipment must be reported and approvals for disposal must be obtained through the Printing Division, 01.

a Copies Produced in Washington, D.C. Duplicating Facility. Five copies of each publication produced by agencies in the facility in ,Washington will be furnished by OO to the Distribution Branch, Publishing Division, OI. These copies will be used for reporting to the Superintendent of Documents and for supplying copies to the Library of Congress. OO furnishes copies directly to NAL. (See DR 1020-1, National Agricultural Library.);

b Copies Produced Under Cooperative_A_qreements and Contracts. Agencies shall establish procedures to assure that six copies of each publication produced under cooperative agreement or by contract are forwarded to the Distribution Branch, Publishing Division, OI. One copy of the six produced by cooperative agreement shall carry the notation "Produced under cooperative agreement." OI will forward two copies to NAL and four copies to the Library of Congress;

c Copies Produced in Field Facilities, Contract Field Printing, and/or Contract. Within 10 days after the end of each month, agencies are required to send eight copies of each publication produced in field facilities (outside GPO) to the Publishing Division Stockroom, OI. These shall include multi-lithed, mimeographed, dittoed, printed, or otherwise reproduced publications. This paragraph excludes items not defined as publications (see DR 1410, section 7g) and materials produced in local or State agency offices, such as county newsletters and other administrative matter, especially material funded by local and State organizations.

a Limitations. GPO Regional Printing Procurement Offices are the authorized offices where the Department's agency regional and field offices must procure contract field printing, except for that costing $500 or less. The following limits also apply:

b Required Reports. Although further detail on reports is supplied in JCP regulations, specific concerns for field offices include:

a Critical Defects. These are defects which render the products unusable for their intended end use, for example, a missing signature in a book;

b Major Defects. These are defects which would normally be spotted by the lay observer and which could justifiably result in customer complaints. A printed piece containing a major defect is still usable for the purpose intended but may make such use more difficult than it should be, for example, a badly printed page in a book but which is still readable;

c Minor Defects. These are defects that would normally pass unnoticed by the lay observer in the routine use of the print and would not be the source of comment, complaint, or inconvenience unless present in large number, for example, a broken letter or a small hickey.

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