Date: February 11, 2000

Sunset Review: February 11, 2004

SUBJECT: Printing and Publishing Management Program
 

1.    PURPOSE. This Directive sets policies and defines responsibilities to meet the printing and publishing requirements of the Departmental Offices (DO), Treasury bureaus, the Office of the Inspector General, and the Treasury Inspector General for Tax Administration. This Directive also authorizes the issuance of Treasury Department Publication (TD P) 78-01, "Guide to Printing and Graphics Services and Standards."

2.    SCOPE. This Directive applies to all bureaus, offices and organizations in the Department of the Treasury, including the Office of the Inspector General and the Treasury Inspector General for Tax Administration.

3.    POLICY. It is the policy of the Department of the Treasury that all printing required in support of the mission and programs of the Department shall be produced or procured in accordance with the provisions of Title 44, United States Code (U.S.C.), Government Printing and Binding Regulations of the Congressional Joint Committee on Printing (JCP), and instructions of Office of Management and Budget (OMB), including Circular A-130 and related OMB issuances.

4.    RESPONSIBILITIES.

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

        (1)    designate an official to serve as the printing management officer, or printing management contact, for their respective bureaus or offices who will be responsible for the management of the bureau's or office's printing program. (Depending on bureau or office requirements in this program, one or more individuals may be designated.);

        (2)    operate a program to:

            (a)    identify effectively the printing requirements of bureau or office components;

            (b)    analyze the identified requirements;

            (c)    evaluate alternatives available to meet the requirements;

            (d)    obtain appropriate approvals to print;

            (e)    prepare requisitions;

            (f)    obtain funding approvals;

            (g)    submit requisitions to the Printing and Graphics Division, DO, for production or procurement of the printing needs;

            (h)    adhere to the provisions of Executive Order 12873 which require use of recycled content printing and copier papers; and

            (i)    comply with Treasury Department guidance on stationery standards and use of the Treasury Seal (Treasury Order 100-01 and Treasury Directive 73-04);

        (3)    obtain printing services through the Printing and Graphics Division, DO, except in cases where specific legislation authorizes the use of alternative methods or the bureau or office head has been delegated authority by the Secretary of the Treasury to obtain printing in an alternative manner;

        (4)    ensure that procurement officials in DO and the bureaus and offices establish controls to ensure compliance with printing laws and regulations; and

        (5)    facilitate cooperation between officials responsible for printing management, publishing management, and information resources management to ensure that the electronic publishing activities are efficiently carried out.

    b.    The Director, Printing and Graphics Division, DO, shall:

        (1)    serve as the Department's Central Printing and Publications Management Official (CPPMO) in accordance with the regulations of the Congressional JCP;

        (2)    represent the Department with the JCP and the Government Printing Office (GPO) on issues pertaining to printing and distribution of printed matters; and

        (3)    provide a full range of printing services to DO and the bureaus and offices, including in-house printing and duplicating, printing procurement and graphic design services.

5.    PRINTING PROCUREMENT REQUIREMENTS.

    a.    44 U.S.C. 501. This section states: "[a]ll printing, binding, and blank-book work for Congress, the Executive Office, the Judiciary, other than the Supreme Court of the United States, and every executive department, independent office and establishment of the Government, shall be done at the GPO, except:

        (1)    classes of work the JCP considers to be urgent or necessary to be done elsewhere; and

        (2)    printing in field printing plants operated by an executive department, independent office or establishment, and the procurement of printing by an executive department, independent office or establishment from allotments for contract field printing, if approved by the JCP."

    b.    Specific Requirements. In addition to the above, bureaus and offices shall adhere to the specific guidelines itemized below:

        (1)    Mandatory use of recycled paper, as specified in Executive Order 12873. Note: GPO printing contracts, with very few exceptions, require use of papers, which meet the recycled content standards of the Executive Order.

        (2)    Mandatory adherence to JCP regulations on the printing of annual reports, as noted in the JCP letter to Agencies and Departments dated February 24, 1989.

    c.    Business Cards. The use of appropriated funds for the purchase of employee business cards is prohibited unless authorized by statute or approved by the Assistant Secretary for Management and Chief Financial Officer.

    d.    Waivers. Any individual exceptions to the requirement to procure printing services through the GPO must be approved by the Director, Printing and Graphics Division, DO. Written requests with appropriate justification for exceptions should be submitted by either the bureau or office head or the bureau printing management officer. When appropriate, the Director, Printing and Graphics Division, will submit requests to the JCP for a waiver from the requirement to procure through GPO.

6.    IN-HOUSE PRINTING AND DUPLICATING OPERATIONS.

    a.    Approval of Bureau Facilities. To ensure the successful management of in-house printing and duplicating operations and to avoid a proliferation of these facilities, the operation of all staffed duplicating facilities must be approved by the Assistant Secretary for Management and Chief Financial Officer. An approved facility will receive a charter number and must comply with all reporting requirements established in this Directive and by the Director, Printing and Graphics Division. The following facilities designated by a charter number are currently approved for operation.

        101     Departmental Printing Plant
        102     IRS Headquarters Printing Plant
        201     Customs Headquarters Duplicating Facility
        202     BATF Headquarters Duplicating Facility
        204     FLETC Glynco Duplicating Facility
        207     Public Debt Duplicating Facility, Parkersburg, WV

    b.    Requests for Approval. Bureau or office heads should submit written requests with justification to operate additional staffed duplicating facilities to the Assistant Secretary for Management and Chief Financial Officer.

    c.    Acquisitions of Equipment. All acquisitions of printing equipment, as defined in the Government Printing Regulations (this includes high-end copier-duplicators) must be approved by the Director, Printing and Graphics Division, DO, prior to acquisition.

7.    PUBLISHING MANAGEMENT REQUIREMENTS.

    a.    OMB Circular A-130 notes that a free flow of information between the Government and the public is essential to a democratic society. It requires agencies to maintain a management system for all information dissemination products. Accordingly, bureaus and offices are required to:

        (1)    Assure that information dissemination products are necessary for the proper performance of agency functions (44 U.S.C. 1108).

        (2)    Ensure that government publications are made available to depository libraries through the facilities of the Government Printing Office, as required by law (44 U.S.C. Part 19). Government publication is defined as: "information which is published as an individual document at government expense, or as required by law."

        (3)    Provide electronic information dissemination products to the Government Printing Office for distribution to depository libraries.

    b.    Bureau or office heads must:

        (1)    establish procedures to assure compliance with OMB Circular A-130. Responsibilities are generally split between printing/publishing managers and CIO's (information resources management/telecommunications managers). Bureau and office heads should ensure that there is appropriate cooperation among these various functional activities; and

        (2)    ensure compliance with the Joint Committee on Printing reporting requirements described in paragraph 8. of this Directive. Bureau responses will be incorporated into a Departmental response by the Printing and Graphics Division, DO.

    c.    Bureaus and offices are encouraged to:

        (1)    employ appropriate industry standards which offer the opportunity for more effective publishing processes and/or productivity gains. For example, Standard Generalized Mark-up Language (SGML), in some instances, provides a vehicle to automate the preparation of unique publications for various media (e.g. IRS tax publications), and familiarity with U.S. Postal Service mail processing standards provides opportunity to speed delivery, lower cost, and/or minimize undeliverable mail.

        (2)    maintain familiarity with the service offerings of Printing and Graphics Division, the Government Printing Office, the General Services Administration and the National Technical Information Service (NTIS) in order to select an appropriate array of service providers to: maximize service; minimize cost (both product cost and administrative cost); and minimize duplication of effort for publishing and information dissemination processes. Bureaus and offices are advised to consult with the Printing and Graphics staff on questions concerning appropriate strategies and service providers.

8.    OBTAINING SERVICES FROM THE PRINTING AND GRAPHICS DIVISION, DO.

    a.    A full range of in-house printing and graphics services are available, as well as printing procurement services. For more information about available services see TD Publication 78-01.

    b.    To obtain any available in-house services, requesting offices should submit Treasury Departmental Form (TD F) 70-05.1, "Graphics, Printing or Reproduction Order." The requisition should include the required delivery date and all pertinent production information and must be signed by an official(s) authorized to approve the printing of the information and verify that it is "mission essential."

    c.    When the Printing and Graphics Division arranges to use the services of GPO (or contracts for commercial printing services through GPO) the requesting bureau or offices will be directly billed by GPO.

9.    RECORD KEEPING AND REPORTING REQUIREMENTS.

    a.    Printing Management Reports. The following reports shall be submitted to the Director, Printing and Graphics Division, DO.

Note: Commercial Printing Reports are to cover the first half and second half of each fiscal year and itemize direct procurements from commercial sources exceeding $500. Such procurements should be rare, since current statute authorizes them only under GPO or JCP approved waivers. Negative reports are not required.

    b.    Printing Management Record Keeping. Bureaus and offices shall adhere to the record keeping requirements of General Records Schedule 13, "Printing, Binding, Duplication, and Distribution Records." The Printing and Graphics Division will maintain the required files for DO printing requirements and required procurement record files for bureau/office records management purposes.

10.    CREDIT CARD LIMITATIONS. The Government credit cards cannot be used to obtain printing and duplicating service, except for authorized purchases from GPO or purchases covered by waiver.

11.    SUPPLY OF MATERIAL. Copies of referenced TD Forms, TD P 78-01 and OMB Circulars cited in this Directive are available from the Printing and Graphics Division, DO.

12.    AUTHORITIES.

    a.    Title 44, United States Code.

    b.    Government Printing and Binding Regulations of the Congressional Joint Committee on Printing.

    c.    OMB Circular A-130, "Management of Federal Information Resources."

13.    CANCELLATION. Treasury Directive 78-01, "Printing and Publishing Management Program," dated July 19, 1990, is superseded.

14.    OFFICE OF PRIMARY INTEREST. Printing and Graphics Division, Office of the Deputy Assistant Secretary (Administration), Office of the Assistant Secretary for Management and Chief Financial Officer.