U.S. DEPARTMENT OF AGRICULTURE
WASHINGTON, D.C. 20250
DEPARTMENTAL
REGULATION |
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NUMBER: 1420-002 |
SUBJECT: Printing Policy |
DATE: September 19, 2011 |
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OPI: Printing Services Division, Office of Communications, OC |
SECTION |
PAGE |
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1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 |
Purpose Special Instructions/Cancellations Policy Authority Applicability and Scope Abbreviations Reports Forms Definitions Responsibilities Economic Considerations Reprints and Reproducibles Restrictions Requests for Binding and Printing Ordering Forms Shipments of Printed Material From the Printer to the Field Deliveries of Printed Material in Washington, D.C. Consolidated Orders Blanket Clearance for Recurring Printing Acquisition, Use, Inventory, Rental and Disposal of Equipment Preparing Copy Submission of Copies of Publications Printed in the Department Duplicating Facility and Field Office |
3 3 3 3 4 4 5 5 5 7 9 12 13 14 15 15 15 15 16 16 17 17 |
23 24 25 26 27 28 |
Regional and Field Printing and Duplicating Review of Printing Procurement Activities and Printing Plants Waivers Type and Design Considerations Quality Levels Classification of Defects |
18 20 20 20 20 22 |
1.
PURPOSE
This regulation describes
policies and procedures for the production and procurement of printing, microforming, and duplication of materials for USDA. The Secretary has delegated authority to OC,
at 7 CFR 2.36, to determine policy and provide leadership and centralized
operational direction for all USDA and agency information activities.
2.
SPECIAL
INSTRUCTIONS/CANCELLATIONS
This regulation supersedes DR 1420-001, “Composition and Printing."
3.
POLICY
The printing, microforming, and duplication of materials necessary to conduct the programs of USDA and its
agencies are integral parts of the coordinated information process by which the
Department keeps the public informed. A key objective of this central printing
activity is to use the most economical printing methods consistent with the
requirements of need, time, quality, distribution, and effectiveness.
4.
AUTHORITY
Special statutory and regulatory
authorities provide the basis on which printing is obtained.
a.
Legal Requirements.
Except as otherwise specified, funds available to the Department of Agriculture
may be used for printing and binding (7 U.S.C. § 2239. All Federal printing
must be procured through GPO (44 U.S.C. 501 and 502; section 207(a) of the
Legislative Branch Appropriations Act, 1993 (44 U.S.C. 501 note)). The
exceptions are:
(1)
when GPO cannot
provide the printing service (FAS 8.802(a)(1); 44 U.S.C. 504)
(2)
printing in field
printing plants that have been approved by and are operated by a Federal
Department, independent office, or establishment (44 U.S.C. 501(2));
(3)
the procurement of
printing by a Federal Department, independent office, or establishment from
allotments for contract field printing (44 U.S.C. 501 (2));
(4)
the procurement of any
printing related to the production of Government publications (including
printed forms) (a) when the individual printing orders cost $1,000 or less, if
the work is not of a continuing or repetitive nature, or (b) when printing from
other sources is specifically authorized by law (section 207 of the Legislative
Branch appropriations Act, 1993 (44 U.S.C. § 501 note)).
b.
Statutory Exemptions
on Printing. The Foreign Agricultural Service has a waiver from the
Government Printing Office to use its funds for printing outside the United
States, where it is more cost effective to do so.
(1)
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 U.S.C. § 431).
(2)
The Secretary is authorized to use funds appropriated to carry out
chapter 11 of title 7, U.S.C. (honeybee activities), for printing and binding
without regard to 44 U.S.C. § 501 (7 The Secretary is authorized to use funds
appropriated to carry out chapter 11 of title 7, U.S.C. § 285).
(3)
Commodity Credit Corporation is authorized to procure printing
directly from commercial sources using CCC funds (15 U.S.C. §§ 714b(g). 714b(j)).
c.
FAR. FAR Subpart 8.8 (48
C.F.R. §§ 8.800-8.802) provides policy for the acquisition of Government
printing and related supplies,
d.
JCP, Government
Printing and Binding Regulations copies are distributed within USDA by the OC,
Printing Services Division.
e.
Secretary's OC
Delegations. The Secretary has designated OC as the Central Printing Authority
(7 C.F.R. §2.36(a)(2)(v)). 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,(Government
Printing & binding Regulations, section 30). That control does not relate
to office or desk-type copiers which are subject to Agriculture Property
Management Regulations. OC 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. OC shall determine when
agency participation is required on printing matters with GPO or printing
contractors and shall arrange such conferences.
f.
OC will designate
sources of printing, copying, duplicating, and microforming
for the following:
(1)
Information material
for public use, including publications and periodicals as described in DR
1410.001, Publications Review/ Clearance Policy;
(2)
Administrative
materials, including memorandums, letters, speeches, newsletters, internal
reports, program announcements, grade manuals, regulations, regulatory
guidelines, training materials, interoffice memo pads, forms, and similar kinds
of materials not defined as publications in DR 1410.001.
5.
APPLICABILITY AND
SCOPE
This regulation applies to all
agencies and staff offices of the Department.
6.
ABBREVIATIONS
AGPMR - Agriculture Property
Management Regulations
DR - Departmental Regulation
FAR – Federal Acquisition
Regulation
GPO - Government Printing Office
JCP - Joint Committee on
Printing, U.S. Congress
NAL - National Agricultural
Library
OC - Office of Communications
OO - Office of Operations
NRCS – Natural Resources
Conservation Service
7.
REPORTS
JCP Report 1 - 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
8.
FORMS
AD-59 - Request for Manuscript
Review
AD-78 - Request for Printing and
Binding
AD-270 - Request for
Reproduction Service
AD-700 - Procurement Request
GPO-2511 - Print Order
SF-l - Printing and Binding
Requisition
9. DEFINITIONS
“Printing as
defined in section 207 (a)(3) of the Legislative
Branch Appropriations Act, 1993 (44 U.S.C. § 501 note), “includes the processes
of composition, platemaking, presswork, duplicating, silk screen processes,
binding. Microform, and the end items of such processes.”
Terms used in printing and related activities are
based on the JCP regulations. JCP regulations classify certain basic equipment
for copying, composition, plate making, presswork, binding, and related
activities. Equipment classifications are related to printing definitions and
indicate the kinds of equipment requiring OC approval and formal notification
of JCP. Other terms pertinent to the Department's printing activities include:
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
2-1)]. 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 1/2 x 5 1/2 inches is considered one-half of a
production unit; an 8 1/2 x 3 2/3-inch page, one-third of a production unit;
and an 8 1/2 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 National Cartography and Geospatial Center, 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 camera ready 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.
10.
RESPONSIBILITIES
a.
Office of
Communications. OC is responsible for USDA's printing policies. To carry out
this responsibility, OC will:
(1)
Review and approve
final specifications for printing,
marked copy, and other instructions;
(2)
Provide advice and
direction on printing methods and procedures and hold periodic meetings to
explain new developments, improve procedures, and clarify instructions and
requirements;
(3)
Notify agencies of
changes in printing specifications and deviations from standard practice when
changes are necessary to meet schedules and deadlines;
(4)
Approve proposals for
equipment and plant sites relating to
copying (when defined as printing), duplicating, and microforming
before notifying JCP;
(5)
Approve
Washington-based requests to use more than one color, full reverses, and
separate covers and case bindings, and to exceed printing limitations;
(6)
Survey printing
facilities in USDA and periodically review
materials produced in the field for production efficiency;
(7)
Work closely with GPO
to develop contracts for duplicating, and printing; serve as the Department's
liaison with JCP, GPO, and other Government agencies on printing matters; and
interpret and administer the printing statutes, policies, and regulations set
forth by JCP and GPO.
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:
(1)
Operate headquarters
duplicating and copying facilities;
(2)
Work closely with OC
to assure that copying and duplicating services are provided in the most cost
effective manner consistent with program requirements.
c.
Agencies of the
Department. Heads of agencies and staff offices, are
responsible for assuring that requests for all kinds of microforming,
copying, duplication, artwork, and printing required by their agencies and
staff offices 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:
(1)
Designate, in
Washington, D.C., and, if necessary, in each field office that procures printed
materials one or more individuals to serve as a printing officer. (Some agency
programs require close administrative office supervision over the printing of
forms and similar materials; others require information office supervision over
the printing of publications. Whether separate printing officers are necessary
or one can do both tasks is the prerogative of each agency.) The officers based
in the Washington area will represent their agencies with OC on printing
matters. Printing officers in the
field shall work through their headquarters
in a manner determined by the agency administrator. Responsibilities of
printing officers shall include review of camera copy, photographs, and color
transparencies for quality control before forwarding to OC for production;
(2)
Provide to OC on a
designated schedule reports of the volume of printing procured both in
Washington, D.C., and in the field on report forms described in section 7;
(3)
Provide annual data to
OC as necessary on anticipated printing needs, with time requirements, to
assure requirements can be met by term contracts;
(4)
Review agency printing
problems and procedures regularly and consult OC on matters that need
resolution in order to achieve economical and timely reproduction.
11.
ECONOMIC
CONSIDERATIONS
All materials for which microforming and printing are necessary shall be reviewed
for the most economical methods of production consistent with requirements of
time, quality, distribution, and any other such matters affecting the job.
Specific concerns shall be:
a.
Size of Job. Number of
copies to print is determined by audience size and needs. Limitations are:
(1)
Work reproduced on
duplicating and copying machines shall not exceed 5,000 production units of any
one page or 25,000 production units in the aggregate of multiple pages;
(2)
Work initiated by
agency field offices shall not exceed 5,000
production units of any one page without prior authority of their Washington, D.C., agency administrator
or, as in the case of publications, the agency headquarters information office.
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 Publications Review Clearance Policy. (see DR 1410.001, 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 to hard use. If an originating agency believes a publication 32 pages
or less requires a separate cover, justification for approval must be submitted
to OC 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
OC.
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 OC.
f.
Composition. Type
selection will be based on suitability to design, readability, and economy and
will follow the prescribed formats listed in the USDA Visual Information
Standards, located in The Office of Communications, Creative Media and
Broadcast Center, Design Services. 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 OC 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:
(1)
Analyze work to
establish priorities, assign adequate staff, initiate time-consuming actions
early, eliminate nonessential steps, and set realistic release dates;
(2)
Plan to take advantage
of printing contracts for fast service. Contracts have strict specifications,
so jobs must be suited to the contracts;
(3)
Select the most
practical and economical form of composition. Composition often is the most
time-consuming and costly step in the publishing process, especially if many
proofs need to move back and forth between printer and author for reading and
corrections. For effective planning on use of composition, follow the formats
in USDA Visual Information Standards, located in The Office of Communications,
Creative Media and Broadcast Center, Design Services;
(4)
Keep jobs simple.
Special design and layout add time and costs to the process, as does use of
more than one color, separate covers and special binding, die cuts, too much
white space, and blank pages;
(5)
Avoid blank pages, as
they generally add additional cost to a job. A written justification in advance
of camera-copy preparation is required for a request that an entire publication
be printed only on one side of each page;
(6)
Avoid overtime costs.
Surcharges for fast printing can significantly increase labor costs, depending
upon where the job is handled. Overtime requirements must be worth the extra
expense and must be fully justified;
(7)
Plan distribution in
the beginning.
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 OC, Printing
Services Division. 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.
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 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.
k.
Form Style. All
printing shall comply with the form determined by the Public Printer (44 U.S.C.
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.
l.
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 which the material will be mailed.
12.
REPRINTS AND
REPRODUCIBLES
USDA policy encourages
commercial groups and educational and nonprofit organizations to reprint USDA
publications in their entirety or in part to increase dissemination of
information at no cost to the Government. Federal publications are in the
public domain, unless copyrighted by a grantee or a contractor, and may be
reproduced by the public in whole or in part with or without credit. Any
copyrighted material in a Federal publication cannot be reprinted by the public without permission from the copyright
holder. A brief credit statement is encouraged, such as "Reprinted from
(title of publication), published by the U.S. Department of Agriculture." Reprinted
publications should not be used to imply endorsement by the Department of any
commercial concern, product, or service nor shall USDA publications be combined
with non-USDA publications such that the combinations would imply or identify
the publication as a USDA publication.
(1)
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 OC. 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.
(2)
Storage of Reproducibles. Except for publications available for
distribution by Members of Congress, agencies may request that reproducibles be returned with the printed job.
13.
RESTRICTIONS
Much of the copying,
duplicating, microforming, and printing procured
through GPO involve commercial printers.
However, service contracts and grants shall not be used as the primary source of such printing and
related processes nor shall private or commercial printing be done at any
Government plant (see JCP regulations and 44 U.S.C. 1102 and 1118).
(1)
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 OC 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.
(2)
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 OC and JCP is formally notified. 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.
(3)
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 OC and notification of JCP.
(4)
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 Creative Media Services, OC, prior to printing.
(5)
Greeting Cards. Printing
or engraving of greeting cards is considered to be personal rather than an
official need and shall not be done at Government expense.
(6)
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.
14.
REQUESTS FOR PRINTING
AND BINDING
The OC, Printing Services
Division, shall coordinate the procurement of all composition, copying,
duplicating, microforming, and printing.
The Director, Printing Services
Division, shall process all requisitions to GPO for composition and printing
and arrange all negotiations with GPO and Washington-based offices regarding
all forms of composition and printing.
Washington-based offices of the
Department shall conduct neither oral nor written negotiations with GPO or its
contractors but shall conduct their negotiations with and through the OC
Printing Services Division. Washington-based procedures are:
(1)
Printing Through GPO. Orders
for printing through GPO shall be submitted to OC 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 OC
will prepare any additional forms necessary, as determined by the source from
which printing will be obtained. OC will provide the agencies with access to
their printing data base so they will know where printing is being obtained and
will be aware of estimated costs. 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.)
(2)
Printing in the
Department Duplicating Facilities. Orders for printing in the Department's
duplicating facility shall be submitted to OC on Form AD-270. Such requests for
printing shall be made only when OC 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;
(3)
Printing
Guidelines. For details on printing
procedures and explanations of methods used in determining the placement of
work, see the Printing Monograph, "Printing and Composition Schedules and
Contract Information," available in the OC Printing Services Division.
15.
ORDERING FORMS
Special attention is required
for ordering overprinting of forms and for providing enough lead time for
printing of all forms.
(1)
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 Government Accountability Office or other appropriate
agencies. Agencies should request any alterations at the time the Form AD-78 is
submitted to the OC, Printing Services Division.
(2)
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 OC, Printing Services Division, 90 days in advance
for economical procurement. Orders for book-bound snapouts
and continuous forms must be placed 90 to 120 days in advance.
16.
SHIPMENTS OF PRINTED MATERIAL
FROM PRINTER TO FIELD
GPO contractors can send bulk
shipments directly to field offices. This capability should be used when it
will save space, time, transportation, and other distribution costs.
Distribution lists should accompany requests for printing and binding sent to
OC. The Printing Services Division will work with GPO for economical routing of
shipments within scheduled delivery dates.
17.
DELIVERIES OF PRINTED
MATERIAL IN WASHINGTON, D.C.
GPO delivers printed materials
to one central point in the Department, which is the Office of Operations,
Loading Dock.
18.
CONSOLIDATED ORDERS
Periodically, the Department
initiates requisitions to the Public Printer for Federal publications printed
by other branches of the Government. Department agencies should notify OC of
their needs when requested. In most instances, agencies will be requested to submit AD-78 to the OC, Printing
Services Division, for ordering the documents. A consolidated order then will
be placed with GPO.
19.
BLANKET CLEARANCE FOR
RECURRING PRINTING
OC, at its discretion, may give
written advance clearance for up to 1 year for certain recurring jobs.
Application for advance clearance should be made on Form AD-59, with a copy of
the manuscript or a copy of the latest edition of the recurring publication
attached. Items given such clearance will be post-audited.
20.
ACQUISITION, USE,
INVENTORY, RENTAL, AND DISPOSAL OF EQUIPMENT
Various methods of reporting use
and inventories of printing and related equipment are described in JCP
regulations. Procedures for handling these matters within the Department
include:
(1)
Annual Plant Reports.
The approved National Cartography and Geospatial Center, Fort Worth, Texas,
will submit an annual report to the OC, Printing Services Division. This report
shall be made on JCP Forms 4 and 5. Date due in OC is 5 weeks after September
30 of each year;
(2)
Advance Approvals.
Purchases, rentals, exchanges, or transfers of any
composition, microforming, or printing equipment
requires justification, the approval of OC, and notification of JCP (see
section 9d). 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 OC ;
(3)
Justification
Requirements. Agency request for
equipment requires the approval of OC and notification of JCP. To save time,
prior consultation with the Printing Services 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.
(4)
Completion of Transaction.
When delivery and installation of approved equipment have been completed, the
agency shall notify the Director, OC,
Printing Services Division, in writing of completed transaction;
(5)
Excess and Surplus
Property. All excess equipment must be reported and approvals for disposal must
be obtained through the OC, Printing Services Division.
21.
PREPARING COPY
General-procedures for
submission of manuscripts for publication review are described in DR 1410.001,
section 9. To facilitate handling of all types of material for printing, OC
will provide information on copy or tape preparation, methods of reproduction,
and costs and speed of reproduction. OC shall determine if copy is properly
prepared for printing and shall make final approval of layouts, illustrations,
and other materials for submission to the printer. No officer or employee of
the Department, however, may agree or offer to participate in any arrangement
for obtaining composition or printing by a contractor in order to avoid
clearance in the Department or to avoid obtaining composition or printing
through Department channels.
22.
SUBMISSION OF COPIES OF PUBLICATIONS PRINTED
IN THE DEPARTMENT DUPLICATING FACILITY AND FIELD OFFICES
USDA is required to submit
monthly to the Superintendent of Documents copies of publications printed or
duplicated by USDA facilities in Washington and in the field. The National
Agricultural Library and the Library of Congress also require copies of all
printed and duplicated publications. Requirements for submission of copies from
agency headquarter offices include:
(1)
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 OC,
Printing Services Division. 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.);
(2)
Copies Produced Under
Cooperative Agreements 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 OC, Printing Services Division. One copy of the
six produced by cooperative agreement shall carry the notation "Produced
under cooperative agreement." OC will forward two copies to NAL and four
copies to the Library of Congress;
23.
REGIONAL AND FIELD
PRINTING AND DUPLICATING
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. The following limits also apply:
(1)
Field Printing.
Materials printed in the field must be used in the geographical area of origin,
unless approved by OC through the agency's information head. Agency field
offices should submit justifications for use of more than one color to their
Washington headquarters information director. Field facilities of staff offices
should submit justifications to OC, Printing Services Division;
(2)
Procurement. Agencies
shall procure all field printing through GPO Regional Printing Procurement
Offices, unless the work is authorized by Headquarters to be done in a printing
plant of a Federal agency (see JCP regulations for regional boundaries and DR
1410, section 9a(7) . Should an agency desire to establish a field printing
plant, justification for application
shall be submitted to OC. OC will notify JCP;
(3)
Authorized Ordering
Officials. Agencies shall supply to
the OC, Printing Services Division, the names of personnel authorized to sign
orders for printing through GPO procurement offices. Changes in those
names must be reported immediately to the Printing Services Division;
(4)
Methods of Ordering.
Procedures for ordering field printing are outlined in the Agency Procedural
Handbook issued by GPO (Publication 305.1) which is available from the Printing
Services Division.
b.
Required Reports.
Although further detail on reports is supplied in JCP regulations, specific
concerns for field offices include:
(1)
JCP
Duplicating/Copying Report. Required 30 days after the close of each quarter,
this report lists individual jobs by title, quantity (number of pages and
copies), date, and where done. This report pertains only to those jobs that
exceed either the 5,000 or 25,000 production unit limits. No specific form is
used for this report;
(2)
OC Report to JCP. This
report covers all printing procured from GPO Regional Printing Procurement
Offices. Use AD-575 and include all work requested on Standard Form 1 and work
requested on GPO-2511. The AD-575 shall be sent to the OC, Printing Services
Division, no later than 5 weeks after September 30;
(3)
JCP Form No. 1.
Printing plants, except those primarily concerned with map and/or chart
reproduction, must submit JCP Form No. 1 annually, in duplicate. Due 5 weeks
after September 30;
(4)
JCP Form No. 2. This
form covers all transactions concerning composition, printing, binding, and
blank book work which are procured directly from commercial sources. Report
semiannually, in duplicate. Negative reports are not required. Due 5 weeks
after March 31 and September 30;
(5)
JCP Form No. 3.
Facilities, other than authorized printing plants (for example, duplicating
plants), must report on this form, in duplicate, the acquisition of
power-operated collating machines listed in column 2 of JCP equipment lists.
Due, when appropriate, within 20 days of acquisition;
(6)
JCP Form No. 4.
Printing plants primarily concerned with map and/or chart reproduction must
submit annually JCP Form No. 4, in duplicate, not later than 5 weeks after
September 30;
(7)
JCP Form No. 5. All
printing plants must submit this form annually, in duplicate, not later than 5
weeks after September 30;
(8)
JCP Form No. 6. All
units of the Department must report annually, in duplicate, all printing,
binding, and related auxiliary equipment in storage using this form. Negative
reports are not required;
(9)
JCP Form No. 7. All
printing plants must submit this form, in duplicate, when applicable. Due
within 20 days of disposal;
(10) Notice
of Transaction Authorized by JCP. This letter must be completed by The Office
of Communications, Printing Services, and returned immediately upon completion
of an authorized transaction.
(11) Procedure. All reports shall be sent to The Office of Communications, Printing Services Division, by the agency's Washington office for forwarding to JCP. Copies of all JCP forms are available from the Printing Division.
24.
REVIEW OF PRINTING
PROCUREMENT ACTIVITIES AND PRINTING PLANTS
The OC, Printing Services
Division, will make periodic reviews of Department printing activities in
Washington and in the field to ensure that such printing is produced in the
most efficient manner and in conformance with Government laws and regulations
related to printing. After each review, the Printing Division will prepare a
report with recommendations for use by the agency or office involved.
Installations may request a review of their operations by writing to the Director,
Office of Communications, Printing Services Division.
25.
WAIVERS
In certain instances GPO or its
contractors cannot provide or
procure printed matter needed by a Department or agency. When agencies believe
they have material which meets such conditions, they may provide a
justification to OC, for a waiver. When waivers are granted, agencies shall
assure that the publications carry proper USDA identification, that the
publications remain in the public domain and cannot be copyrighted, and that
adequate quantities are printed for distribution to depository libraries.
26.
TYPE AND DESIGN
CONSIDERATIONS
Policies on design standards and
guides for identifications, logos, and symbols are provided in the USDA Visual
Information Standards, located in The Office of Communications, Creative Media
and Broadcast Center, Design Services. Printing
officials should consider the following specific approaches in order to meet
the policies set forth in those paragraphs:
(1)
Consult with the Creative
Media and Broadcast Center on selecting type for credit lines to avoid
overemphasis. Generally, a reduced or subordinate size of type to that in the
text and the legends will suffice;
(2)
Obtain from the Creative
Media and Broadcast Center standardized designs or formats for recurring jobs
that seldom or never require type changes other than in titles.
27.
QUALITY LEVELS
The final responsibility for
achieving printing quality is set forth by GPO in their Quality Assurance
Through Attributes Program. The primary responsibility for assigning quality
levels will rest with the ordering agency. The level of quality desired shall
be given on AD-78. If no quality level is requested, OC, Printing Services
Division will assign one and notify the agency. Levels of quality available
include:
(1)
Level 1 (Best
Quality). These products require the best available materials, printing, workmanship,
quality control and commensurate production time. Products in this level have
single or multicolor detailed halftones, very fine line drawings, and
reproductions up to 300 line screen halftones. The highest quality original
copy, composition, reproduction proofs, and typography are required. Supplied
films must be certified suitable for printing. Maximum fidelity in detail,
color, and resolution to original copy is a prime requirement and must be
maintained throughout production. Finishing must be held to the highest
standards of accuracy, durability, and appearance;
(2)
Level 2 (Better
Quality). These products require high quality printing, materials, workmanship,
quality control, and commensurate production time. Products in this level have
single or multicolor 150 lines or finer halftone screen reproductions of single
or multicolor subject matter. A high quality of original copy, films, composition, reproduction proofs, and typography are required. Close fidelity and
resolution to original copy and/or films is required. Finishing must be held to
high standards of accuracy, durability, and appearance;
(3)
Level 3 (Good
Quality). These products require above average materials, printing, workmanship, quality control, and
commensurate production time. Products in this level require clean, sharp
printing of single or multicolor work (general process work), and halftone
reproductions up to 150 line screen. Above average quality original copy,
films, composition, reproduction proofs, and typography are required. Finishing
must be held to above average standards of accuracy, durability, and
appearance;
(4)
Level 4 (Basic
Quality). These products require average quality printing, materials,
workmanship, quality control, and commensurate production time. Products in this
level are generally informational and have general black-and-white or line
color (non-process) and occasional halftone reproductions. Average quality
original copy, films, composition, proofs, and typography are required. Average
fidelity and resolution to original copy and/or films is required. Finishing
must be of an accuracy, durability, and appearance that does not impair the
function of the product;
(5)
Level 5 (Duplicating
Quality). These products require printing with no information loss from
original copy. These products may be reproduced from any readable copy.
Finishing must not impair the function of the product.
28.
CLASSIFICATION OF
DEFECTS
GPO classifies a defect as any
nonconformance to specific requirements. Each product class has a separate
classification of defects. Defects are measurable in terms of requirements.
Determinations to resolve conflicts between contractors and agencies shall be
handled through OC, Printing Services Division according to procedures
established by GPO. Defects include:
(1)
Critical Defects.
These are defects which render the products unusable for their intended end
use, for example, a missing signature in a book;
(2)
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;
(3)
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.
-END-