# Printing Handbook

September 1998

## Department of Health and Human Services Office of Information Resources Management

##### TABLE OF CONTENTS

[**CHAPTER
 I.  INTRODUCTION**](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH1)

[**CHAPTER II. ACQUISITION OF PRINTING
EQUIPMENT**](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH2)

A.  [Introduction](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH2A)

B.  [Classification of
    Equipment](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH2B)

C.  [Prior Approval Required to Acquire Printing
    Equipment](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH2C)

D.  [Reporting Required for Acquisition of Certain Equipment by
    Nonprinting
    Facilities](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH2D)

E.  [OPDIV Prior Approvals Required to Acquire
    Copiers](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH2E)

F.  [Buy American
    Considerations](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH2F)

**[CHAPTER III. SUPPLIES AND
FORMS](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH3)**

A.  [Introduction](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH3A)

B.  [Stationery](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH3B)

C.  [Procurement of
    Paper](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH3C)

D.  [Procurement of
    Forms](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH3D)

E.  [Procurement of Separates and
    Reprints](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH3E)

F.  [Procurement of Reprints by One-Time
    Waiver](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH3F)

G.  [Procurement of Reprints by Blanket
    Waiver](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH3G)

H.  [Procurement of General Printed
    Supplies](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH3H)

[**CHAPTER IV. THE PRODUCTION PRINTING
PROCESS**](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH4)

A.  [Introduction](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH4A)

B.  [Printing
    Requirements](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH4B)

C.  [Copyright and Other
    Notices](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH4C)

D.  [Clearances Required for Reproduction and
    Distribution](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH4D)

E.  [Restrictions on the Use of Signatures, Seals, Illustrations and
    Indexes](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH4E)

F.  [Use of Multi-Color
    Printing](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH4F)

G.  [Readability for the Visually
    Handicapped](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH4G)

H.  [Preparation for
    Printing](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH4H)

I.  [Sources for
    Printing](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH4I)

J.  [Depository Library
    Program](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH4J)

K.  [Distribution of Printed
    Material](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH4K)

L.  [Posters](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH4L)

**[CHAPTER V. GUIDELINES FOR PREPARING AND SUBMITTING ELECTRONIC DESIGN
AND PRE-PRESS
FILES](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH5)**

A.  [Introduction](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH5A)

B.  [EDPP
    Requirements](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH5B)

C.  [Graphics and File
    Formats](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH5C)

D.  [Proofing](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH5D)

E.  [Originator
    Responsibility](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH5E)

F.  [Documentation](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH5F)

G.  [Nonconforming
    Submissions](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH5G)

[**CHAPTER VI.  PRINTING THROUGH GRANTS AND
CONTRACTS**](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH6)

A.  [Introduction](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH6A)

B.  [Printing Requirements in Grants and
    Contracts](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH6B)

C.  [Use of GPO-RPPOs by HHS Contractors and
    Grantees](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH6C)

[**CHAPTER VII.  COPIER
MANAGEMENT**](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH7)

A.  [Introduction](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH7A)

B.  [Use of
    Copiers](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH7B)

C.  [Copier
    Acquisition](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH7C)

D.  [Lease or Purchase of
    Copiers](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH7D)

[**CHAPTER VIII. PUBLISHING JOURNALS AND
MAGAZINES**](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH8)

A.  [Introduction](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH8A)

B.  [Release and Distribution of HHS Journals, Magazines, Periodicals
    and Similar
    Publications](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH8B)

C.  [Sale of HHS Documents Through
    GPO](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH8C)

[**CHAPTER IX.   PLANS AND
REPORTS**](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH9)

A.  [Introduction](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH9A)

B.  [Comprehensive Printing Program
    Plan](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH9B)

C.  [Reports Required by the
    JCP](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH9C)

[**CHAPTER
 X.  GLOSSARY**](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH10)

 

ATTACHMENTS

> ATTACHMENT A. [Printing Officials at
> HHS](http://intranet.hhs.gov/progorg/oirm/printing/atch-a.html)\
> ATTACHMENT B. [JCP Tables of
> Equipment](http://intranet.hhs.gov/progorg/oirm/printing/atch-b.pdf)\
> ATTACHMENT C. [Location of Printing
> Facilities](http://intranet.hhs.gov/progorg/oirm/printing/atch-c.html)\
> ATTACHMENT D. [JCP Report
> Forms](http://intranet.hhs.gov/progorg/oirm/printing/atch-d.html)\
> ATTACHMENT E. [GPO Forms
> SF1](http://intranet.hhs.gov/progorg/oirm/printing/atch-e.pdf)\
> ATTACHMENT F. [JCP
> Letters](http://intranet.hhs.gov/progorg/oirm/printing/atch-f.html)\
> ATTACHMENT G. [Federal Directives Relating to
> Printing](http://intranet.hhs.gov/progorg/oirm/printing/atch-g.html)\
> ATTACHMENT H. [Standards for
> Stationery](http://intranet.hhs.gov/progorg/oirm/printing/atch-h.html)\
> ATTACHMENT  I. [Design of Departmental
> Stationery](http://intranet.hhs.gov/progorg/oirm/printing/atch-i.html)

 

LIST OF FIGURES

[Figure  II-1: Information for a Request for
Approval](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#FIGII-1)\
[Figure III-1: OPDIV Requirements for
Stationery](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#FIGIII-1)\
[Figure III-2: OPDIV Guidance on Procurement of
Forms](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#FIGIII-2)\
[Figure III-3: Request for One-time Waiver for Procurement of
Reprints](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#FIGIII-3)\
[Figure IV-1: GPO and JCP
Authority](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#FIGIV-1)\
[Figure IV-2: OPDIV Guidance on Requesting and Ordering
Printing](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#FIGIV-2)\
[Figure IV-3: Request for Private Publication of a
Document](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#FIGIV-3)\
[Figure IV-4: Request for Approval of Free
Distribution](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#FIGIV-4)\
[Figure VI-1: Printing Related Requirements Allowable Under a Contract
or
Grant](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#FIGVI-1)\
[Figure VI-2: Request for Authority to Include Printing in a Contract or
Grant](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#FIGVI-2)\
[Figure VI-3: Direct Contractor or Grantee Liaison with a
GPO-RPPO](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#FIGVI-3)\
[Figure IX-1: Annual Comprehensive Printing Program
Plan](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#FIGIX-1)\
[Figure IX-2: JCP
Reports](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#FIGIX-2)

+--------------+-------------------------------------------------------+
| CHAPTER I.   |                                                       |
| INTRODUCTION |                                                       |
+--------------+-------------------------------------------------------+
| > **Who This | -   The manager of any component responsible for      |
| > Handbook   |     dissemination of information on paper to other    |
| > Is For:**  |     HHS components, other government agencies, or the |
|              |     general public.                                   |
|              |                                                       |
|              | -   The managers of components that acquire printing  |
|              |     equipment, including copiers, or acquire printed  |
|              |     material, including stationery, forms, and        |
|              |     magazines.                                        |
+--------------+-------------------------------------------------------+
| > **What the | -   An introduction to most subjects important to     |
| > Handbook   |     printing in HHS.                                  |
| > Is:**      |                                                       |
|              | -   A guide to where additional information and       |
|              |     assistance may be obtained.                       |
|              |                                                       |
|              | -   It is not a complete technical guide.             |
+--------------+-------------------------------------------------------+
| > **Ask Your | -   Any printing matters that are new to the manager  |
| > Printing   |     should be addressed to the appropriate Printing   |
| >            |     Official, (see Attachment A or                    |
|  Official:** |     [http:                                            |
|              | //www.hhs.gov/progorg/oirm/hhs_poc/printing.html)](ht |
|              | tp://www.hhs.gov/progorg/oirm/hhs_poc/printing.html). |
|              |                                                       |
|              | -   Any manager who needs to acquire printing         |
|              |     equipment or to reproduce multiple copies of a    |
|              |     written document for distribution outside his or  |
|              |     her component must consult a Printing Official.   |
|              |                                                       |
|              | -   Printing Officials are so designated by their     |
|              |     Operating Division (OPDIV) head or Regional       |
|              |     Director. Report to the Department Printing       |
|              |     Official in writing any change in designated      |
|              |     Printing Officials.                               |
|              |                                                       |
|              | -   Those OPDIV Printing Officials receiving the      |
|              |     assistance of the Program Support Center printing |
|              |     services should continue using this management    |
|              |     option, consistent with the guidance published by |
|              |     the Service and Supply Fund Board.                |
+--------------+-------------------------------------------------------+
| > **What     | > Title 44 now includes the term \"duplicating\" in   |
| > Congress   | > the definition of printing. For Departmental        |
| > Defines As | > purposes, the following definitions apply:          |
| >            |                                                       |
|  Printing:** | -   Duplicating means \"high-speed duplicating\" in   |
|              |     which thousands of copies are produced in         |
|              |     machines running at high speed. **The same rules  |
|              |     and procedures that apply to printing apply to    |
|              |     duplicating.**                                    |
|              |                                                       |
|              | -   **Copying**, as distinguished from duplicating,   |
|              |     is the reproduction of written material using     |
|              |     electrostatic, thermal or other copying processes |
|              |     capable of making multiple copies of an original  |
|              |     without rehandling it. **Unless explicitly        |
|              |     stated, the regulations in this handbook do not   |
|              |     apply to copying.**                               |
+--------------+-------------------------------------------------------+

A primary goal of the Department\'s central and coordinated printing
program is to assure effective management of printing at the OPDIV
level, within the framework of Federal regulations and while following
the direction and meeting the approval and reporting requirements of the
government oversight organizations. The Department Printing Official, in
consultation with the OPDIV Printing Officials, will develop necessary
changes to HHS-wide printing policies and procedures.

United States Code (U.S.C.) Title 44 states that government printing
must be done by or through the Government Printing Office (GPO), unless:

-   the printing is in a field printing plant operated by an executive
    department, independent office or establishment (and within the
    limits of their charter);

-   the printing is a class of work the Congressional Joint Committee on
    Printing (JCP) considers to be urgent or necessary to have done
    elsewhere;

-   it is an individual printing order costing not more than \$1,000,
    *if* the work is not of a continuing or repetitive nature, and as
    certified by the Public Printer, if the work is included in a class
    of work which cannot be provided more economically through GPO; or

-   printing from other sources is specifically authorized by law.

Printing includes the processes of composition, platemaking, presswork,
duplicating, silk screen processes, binding, microform, and the end
items of such processes. Limited copying of a few pages (e.g., less than
100 copies valued at \$100.00 or less) of materials is not intended to
be covered by these provisions. Likewise, copying services, obtained
through Combined Agency Support Unit (CASU, found only in regional
offices) agreements are also not affected by these requirements.
However, CASU agreements may not be utilized to obtain printing
(including duplicating) services.

The many Xerox, Kodak, Canon and other brands of reproduction machines
in the Department are copying machines. The output of these machines is
generally deemed to be copying rather than duplicating, except for
certain conditions discussed in subsequent chapters, and therefore does
not fall within the definition of printing.

All HHS printing not done by or through GPO, and which exceeds a
specified number of pages, requires the prior approval of the Department
Printing Official, who coordinates with and obtains approval from the
JCP. Further, acquisition of most printing equipment, supplies and
services requires prior approval from the Department and from JCP.

**Authoritative Reference.** The [Government Printing & Binding
Regulations]{.underline}, published by the JCP, provides implementing
regulations for U.S.C. Title 44 and contains most of the government-wide
regulations pertaining to information dissemination on paper. The
current issuance of these regulations is Number 26, released in February
1990. The JCP [Government Printing & Binding Regulations]{.underline}
will be referred to throughout this handbook as the \"JCP Regulations.\"
Specific regulations will be cited by paragraph number (e.g., \"JCP
Regulation 8\").

Managers of components that frequently print material can obtain copies
of the [Government Printing & Binding Regulations]{.underline} from
their OPDIV Printing Official, or from the Department Printing Official.
In addition, each OPDIV has published internal directives governing
various aspects of printing within that particular OPDIV. The OPDIV
directives may impose more stringent requirements than those presented
here. Although some OPDIV directives are referenced in this handbook,
OPDIV managers should contact their Printing Official to ensure that
they are cognizant of all OPDIV requirements before acquiring printing
resources or services.

This handbook addresses the following subject areas:

-   Acquisition of printing equipment [(Chapter
    II)](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH2).
    This chapter describes the approvals required, from the JCP and from
    the Department, prior to the acquisition of many types of printing
    equipment.

-   Supplies and forms [(Chapter
    III)](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH3).
    This chapter covers stationery and the procurement of paper, forms,
    articles, separates, reprints and general printed supplies. The
    Department has been granted a blanket waiver from JCP for the
    acquisition of separates. Also, upon request, GPO may provide
    blanket waivers, on a fiscal year basis, for the acquisition of
    reprints.

-   Production process [(Chapter
    IV)](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH4).
    This chapter covers all aspects of production printing including
    steps which must be taken to obtain clearances; where printing may
    be done; requirements of the Depository Library Program; and
    distribution of printed material.

-   Guidelines for Preparing and Submitting Electronic Design and
    Pre-Press Files [(Chapter
    V)](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH5).
    This chapter supplements Chapter IV with specific information about
    creating publications on a desktop computer. It covers office
    graphics and professional graphics.

-   Printing through grants and contracts [(Chapter
    VI)](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH6).
    This chapter covers the use of grants and contracts as sources of
    printing with specific prior approval, in certain limited printing
    and printing related activities. This chapter also covers the use of
    GPO Regional Printing Procurement Offices (RPPOs) by HHS contractors
    and grantees.

-   Copier management [(Chapter
    VII)](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH7).
    This chapter addresses the use of copiers, the lease or purchase of
    copiers and the acquisition of copier services.

-   Publishing journals and magazines [(Chapter
    VIII)](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH8).
    This chapter covers the requirements for the publication and
    distribution of HHS journals, magazines, periodicals and other
    similar publications. Note that publications must be cleared through
    the Assistant Secretary for Public Affairs (ASPA) and that all HHS
    publications for sale are sold through GPO (unless a waiver is
    obtained). Melissa Skolfield (ASPA) exempted the Office of Inspector
    General from this clearance process on June 11, 1998.

-   Plans ad reports [(Chapter
    IX)](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH9).
    This chapter discuses the annual Comprehensive Printing Program Plan
    and the additional reports required by the JCP

CHAPTER II. ACQUISITION OF PRINTING EQUIPMENT

***A. INTRODUCTION***

This chapter addresses the acquisition approval requirements specific to
printing equipment. \"Printing Equipment\" includes equipment that is
usable in government printing and binding operations and improved
processes, operations, or equipment which will be used as a substitute
for printing or binding processes.

The general procurement regulations of the Executive branch of the
Federal government (the Federal Acquisition Regulations (FAR)) and of
this Department the HHS Acquisition Regulation (HHSAR) govern the
acquisition of printing quipment. The FAR and the HHSAR, along with the
JCP Regulations No. 26 govern the acquisition of printing equipment.
Specifically, the JCP government-wide regulations require JCP approval
prior to the acquisition of printing equipment, including any printing
production devices, such as copier/duplicators, regardless of the
technological processes employed by the devices (offset, electrostatic,
etc.) and regardless of the intended location of the equipment, that:

1.  require the attendance of a trained, dedicated operator(s): and

2.  are intended to produce work exceeding 5,000 production units of any
    one page, or work exceeding 25,000 production units, n the
    aggregate, of multiple pages.

(from the JCP letter of July 27, 1990, Clarification of JCP \"Government
Printing & Binding Regulations,\" no. 26)

Federal Information Processing Standards (FIPS), issued by the National
Institute of Standards and Technology, Department of Commerce, control
certain printing-related resources such as publishing software, computer
equipment dedicated to the printing process, and laser printers that
produce large numbers of copies. OPDIVs proposing to acquire these
printing-related FIPS resources must secure JCP and Departmental
approval the same as they would for any other printing resource.

Regulations concerning the acquisition of copiers are in the Federal
Property Management Regulations (FPMR), 41 CFR Subpart 101-25.5. (See
[Chapter
VI](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#CH6) and
Attachment G, Section 4, for material on copiers.)\
 

***B. CLASSIFICATION OF EQUIPMENT***

Attachment B displays printing equipment classification tables prepared
by JCP. These tables show the types of equipment requiring JCP approval
prior to acquisition. If acquisition of a piece of equipment does not
require JCP approval, then it does not require Departmental approval
either. Such equipment will still generally require approval by the
OPDIV Head or that individual\'s designee (usually the OPDIV Printing
Official).\
 

***C. PRIOR APPROVAL REQUIRED TO ACQUIRE PRINTING EQUIPMENT***

The Department Printing Official, as well as the JCP, must approve
purchase, rental, or transfer of printing, binding, high-speed
duplicating and related or auxiliary equipment listed with an \"X\" in
Column (1) of the JCP Tables of Equipment. Departmental approval must
come as each piece of equipment is acquired. The JCP approval process is
handled through preliminary notification of planned printing equipment
acquisitions in the annual submission of the HHS Comprehensive Printing
Program Plan, followed by specific approval requests as appropriate.
(See Chapter VIII.) Requests for approval should include the information
specified in [Figure
II-1.](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#FIGII-1)

The Department Printing Official must also approve acquisition of any
printing, binding, high-speed duplicating or related equipment which
uses newly developed or improved printing or publishing technology; JCP
approval may also be required. OPDIV staff should consult with their
Printing Official to determine if the equipment proposed for acquisition
fits into this category. (See JCP Regulation 11.)

An OPDIV Head or designee may approve equipment acquisitions for all
transactions listed with an \"X\" in column (2) of the JCP Tables of
Equipment. OPDIV heads have generally delegated this authority to their
Printing Officials.

+-----------------------------------------------------------------------+
| > **Request for Approval of\                                          |
| > Purchase, Rental or Transfer of Equipment**                         |
|                                                                       |
| 1.  Name and location of installation where needed;                   |
|                                                                       |
| 2.  Justification of need (Requirements Analysis)                     |
|                                                                       |
| 3.  Size; and                                                         |
|                                                                       |
|     -   If purchase, estimated cost;                                  |
|                                                                       |
|     -   If transfer, age, condition, serial number and estimated      |
|         value; or                                                     |
|                                                                       |
|     -   If rental, rental cost.                                       |
+-----------------------------------------------------------------------+

**Figure II-1: Information for a Request for Approval**

 

***D. REPORTING REQUIRED FOR ACQUISITION OF CERTAIN EQUIPMENT BY
NONPRINTING FACILITIES***

The JCP requires that the acquisition of all stand-alone \"collating
machines, including stitching attachments, power-operated, sheet only\"
for use outside authorized printing plants be reported to JCP. Submit a
completed JCP Form No. 3 through the OPDIV Printing Official to the
Department Printing Official within 25 days of delivery of the
equipment, for reporting of the acquisition to the JCP. (See JCP
Regulation 50.) The OPDIV Printing Official should have copies of all
JCP Forms.

Report also to the Department Printing Official within 25 days of
delivery of the equipment the acquisition of \"duplicators, tandem or
two-unit perfecting presses\" by nonprinting facilities. The Department
Printing Official will report the acquisition to the JCP.

Acquisition of copiers that have a collator feature need not be reported
to JCP.\
 

***E. OPDIV PRIOR APPROVALS REQUIRED TO ACQUIRE COPIERS***

OPDIV Printing Officials generally have the authority to approve copier
acquisitions within their OPDIV\'s. These approvals should be supported
by documentation that includes a benefit-cost analysis. Prior
consultation with the OPDIV Printing Official is essential whenever the
acquisition of copiers is planned.

Contractors may not own or operate Departmental printing plants but they
may own or operate Departmental copying facilities. HHS managers may
also contract for services with private copying facilities subject to
the approval of their OPDIV Printing Official. However, see the JCP\'s
letter of March 13, 1984, Attachment F, Section 1, which expresses the
opinion that copier contracts between the government and private copy
centers are best made through the GPO.

See Chapter VI, Sections C and D, for guidance on the acquisition of
copiers.\
 

***F. BUY AMERICAN CONSIDERATIONS***

The Buy American Act (41 U.S.C. 10) requires that the government give
preference to domestic end products. For purposes of this handbook, any
item of equipment which is included on the mandatory GSA Federal Supply
Schedules is considered a \"domestic end product.\"

The decision whether to acquire a foreign-made or American-made product
entails a procedure calling for the addition of 6 percent to the offered
price of the foreign-made product, and comparison of this adjusted price
with the offered price of the American-made product. All other factors
being equal, the less expensive product should be purchased. (However,
these terms change if (a) the domestic offer is from a small business
concern or any labor surplus area concern; (b) an award over \$250,000
is involved in which case use of a domestic firm is mandatory; or (c)
the foreign end product offerer is Israeli or Canadian.) FAR Subpart
25.1 implements the Buy American Act. See Attachment G for material
excerpted from FAR Subpart 25.1.

CHAPTER III. SUPPLIES AND FORMS

***A. INTRODUCTION***

This chapter covers the procurement of printing supply items, such as
stationery, forms and other printed material, including separates and
reprints of articles.

JCP issues many of the regulations applicable to supplies, forms and
other printed material. General Departmental regulations and the FAR are
also applicable. Further, the individual OPDIVs may have their own
directives for the acquisition of these materials. Address questions to
the OPDIV Printing Officials or to OPDIV Procurement Officials.\
 

***B. STATIONERY***

The Department has adopted sizes, weights, grades and ink colors for use
in government stationery and envelopes. Figure III-1 shows the OPDIV
requirements for stationery.

+-----------------------------------------------------------------------+
| > Departmental policy requires that each OPDIV standardize stationery |
| > in terms of size, letterhead design, color (of originals, record    |
| > copies, and envelopes), markings that are permitted on envelopes    |
| > and postcards, and number of stationery styles permitted.           |
+-----------------------------------------------------------------------+

**Figure III-1: OPDIV Requirements for Stationery**

 

The printing of names of officers or officials on Departmental
stationery and pre-printed mastheads requires Department Printing
Official and JCP prior approval. No personalized second sheets will be
produced or procured at government expense. (See JCP Regulation 44.) The
Department name, the name of the communicating office and telephone
numbers may be printed on letterhead stationery. Refer questions to the
OPDIV Printing Official or review the HHS Memorandum on \"Changes to
Artwork for New Departmental Stationery,\" dated February 9, 1981
(included in Attachment I)

With respect to stationery, OPDIVs should:

-   procure and stock stationery economically and efficiently;

-   design letterhead stationery that is economical to print and use;

-   prepare and handle formal letterhead and memorandum stationery
    economically and ensure that memoranda are the principal letterhead
    used in internal written correspondence;

-   ensure that copies are created only when needed;

-   ensure that envelopes and post cards, except for self-mailers, bear
    no extraneous printing, and are mailed using the most economical
    service consistent with delivery needs;

-   ensure that printed items on envelopes and post cards are located
    according to USPS regulations and guides for mail; and

-   use stationery-related forms, when appropriate.

 

***C. PROCUREMENT OF PAPER***

The \"Government Paper Specification Standards\" are mandatory for use,
unless otherwise authorized by the JCP. (See JCP Regulation 34-2.) Note
that the JCP has issued several new specification standards covering
recycled paper. (See JCP Guidance of July 1996, Vol. 10.)\
 

***D. PROCUREMENT OF FORMS***

Obtain stock standard forms from the Federal Supply Service (FSS),
unless otherwise authorized by the General Services Administration
(GSA). Submit deviations from stock stand forms to the FSS for approval
prior to procurement through GPO (or from any other source). (See JCP
Regulation 26.2)

Agencies throughout the government are investigating the use of
electronic forms. Electronic forms are often stored as Word processing
documents. When a form is needed, the specific information is entered
into a copy of the form, and the completed copy is printed and sent to
the recipient or transmitted electronically to the recipient. The word
processing document remains in the computer to be copied and updated
when it is again needed. Electronic forms eliminate the need to store
and transport blank printed forms. They can also be sent electronically
to their destinations, which can be cheaper and faster than mailing, and
the form itself can be changed easily without wasting already printed
stock.

For general information on the use of electronic forms, refer to the
pamphlet published by the GSA Information Resources Management Service,
[Electronic Forms and Authentication Practices]{.underline}. For more
specific information on electronic forms availability (Figure III-2),
consult the Program Support Center (PSC) Forms Distribution Page
website:

**<http://forms.psc.dhhs.gov/>**

+-----------------------------------------------------------------------+
| > **OPDIV Specific Guidance on**                                      |
| >                                                                     |
| > **Procurement of Forms**                                            |
| >                                                                     |
| > Consult the Program Support Center\'s website at:                   |
|                                                                       |
| [**http://forms.psc.dhhs.gov**](http://forms.psc.dhhs.gov/)           |
+-----------------------------------------------------------------------+

**Figure III-2: OPDIV Guidance on Procurement of Forms**

 

The PSC site provides both Departmental and selected standard forms that
OPDIVs can print-on-demand as needed, and also a selection of forms that
can be filled out on-line before printing out the completed form.\
 

***E. PROCUREMENT OF SEPARATES AND REPRINTS***

Separates are additional copies of an article or magazine purchased at
the time that the article is published; reprints are additional copies
of an article or magazine purchased after the article was published. JCP
makes a distinction between the acquisition of separates and reprints.
This Department has a blanket waiver from the JCP for the acquisition of
separates. (See the JCP letter of March 19, 1984, in Attachment F,
Section 2.) JCP considers the acquisition of reprints to be a printing
acquisition.

Reprinting that is for general use in the Department must be done by or
through GPO, or in facilities authorized by the JCP, unless:

1.  the number of reprints necessary is small enough that they could be
    produced as copying rather than as printing (see Chapter IV, Section
    A for a discussion of reproducing a document by copying or
    printing); or

2.  purchase of the reprints is based on a waiver issued by the Public
    Printer.

HHS employees should base the decision to print or copy on an analysis
comparing the costs and benefits of the two acquisition methods. Do not
procure reprints as copying merely because the job is small enough that
it does not have to be printed.

Anyone may photocopy or reprint an article or other written work
prepared by government employees as part of their official duties
irrespective of whether the publication it appeared in is copyrighted.

Procure reprints of articles not prepared by government employees as
part of their official duties from the publications in which they
appeared or from other private sources, in accordance with Federal and
Department procurement procedures. If permission is obtained to reprint
a copyrighted article, the reprint or reproduced copy must indicate the
name of the copyright owner and the date of copyright, and state that
the reproduction of the article was done by permission (e.g.,
\"Copyright 1977 by John Jones. Reprinted with permission by the U.S.
Department of Health and Human Services, OPDIV, Bureau, Division, from
(publication name), Vol.\_\_\_\_\_\_, No.\_\_\_\_\_\_\_\_,
Dated\_\_\_\_\_\_\_\_\").

Photocopies or other copies may be made of articles or works prepared
under a government grant or contract when the government has a license
to publish or reproduce the works without permission of the copyright
owner. Reprints of such works may be purchased from the publisher or may
be made in government or private facilities. The choice of the method
for reprinting the works should be based on the advantages to the
government, cost and other relevant factors considered.\
 

***F. PROCUREMENTS OF REPRINTS BY ONE-TIMEWAIVER***

The appropriate Printing Official is the person who submits requests for
individual waivers for the procurement of reprints to the GPO on an SF
1, \"Requisition for Printing and Binding.\" (See Attachment E.) At a
minimum, include the information listed in Figure III-3 in the request
for a waiver.

+-----------------------------------------------------------------------+
| > **Request for One-time Waiver\                                      |
| > for Procurement of Reprints**                                       |
|                                                                       |
| 1.  Name of the article and the publication;                          |
|                                                                       |
| 2.  Month or issue of the publication;                                |
|                                                                       |
| 3.  Number of pages in the article;                                   |
|                                                                       |
| 4.  Trim size of the publication;                                     |
|                                                                       |
| 5.  Number of copies of the reprint desired;                          |
|                                                                       |
| 6.  Price of the reprints desired, as quoted by the publisher;        |
|                                                                       |
| 7.  Any advantages the government may derive from purchasing the      |
|     reprints direct from the publisher; and                           |
|                                                                       |
| 8.  Name and address of the vendor or the publisher.                  |
+-----------------------------------------------------------------------+

**Figure III-3: Request for One-time Waiver for Procurement of
Reprints**

 

***G. PROCUREMENTS OF REPRINTS BY BLANKET WAIVER***

Upon request with proper justification, the GPO may grant a blanket
waiver on a fiscal year basis for the purchase of reprints. Departmental
policy is to limit the use of blanket waivers. Purchase reprints from a
publisher when there is a cost advantage to the government as supported
by a comparative cost analysis, or some other advantage that would
offset any higher cost. Do not take action to procure reprints prior to
receiving a waiver. The appropriate OPDIV Printing Official should
advise the Department Printing Official in writing of all blanket
waivers requested and granted or denied by GPO.\
 

***H. PROCUREMENT OF GENERAL PRINTED SUPPLIES***

The Department may not procure rebinding services directly from the
private sector. Obtain rebinding services, including the binding of
periodicals for storage, from the GPO in Washington D.C., and from some
Regional GPO printing facilities. Use the GPO SF 1 to order rebinding
services from GPO.

You may procure blank-books (bound date books or diaries) not available
through GSA and which require no printing or binding without obtaining a
waiver from GPO, provided that no order for a particular type of
blank-book exceeds \$500 in any one year. (See JCP Regulation 21.)

You may not print or engrave calling cards, business cards or greeting
cards at government expense. Printing officers may make the Department
Logo available to individuals who wish to have cards printed at their
own expense by a private printer. (See JCP Regulation 20.)

You may not print calendars in Department printing plants or copying
facilities. Order standard government desk and wall calendars, the only
calendars obtainable at government expense, from GSA. Schedule and
appointment sheets are not considered calendars. (See JCP Regulation
22.)

With few exceptions, the Department cannot meet its printing
requirements by purchasing directly from commercial sources unless the
authorized OPDIV Printing Procurement Official has received a waiver to
do so from GPO. The exceptions are:

1.  printed envelopes ordered through contracts of the Federal Supply
    Service, GSA;

2.  items costing \$1,000 or less per order, *if* the work is not of a
    continuing or repetitive nature, and as certified by the Public
    Printer, if the work is included in a class of work that cannot be
    provided more economically through GPO.

CHAPTER IV. THE PRODUCTION PRINTING PROCESS

***A. INTRODUCTION***

Printing is a classic form of information dissemination. Specifically,
the term printing applies to the reproduction on paper of large numbers
of copies of a document, usually for distribution beyond the issuing
component. It also applies to the dissemination of information by
microform (i.e., microfiche or microfilm).

The many Xerox, Kodak, Canon and other brands of reproduction machines
in the Department are copying machines. The output of these machines is
deemed to be copying rather than duplicating unless the number of
reproductions of an original exceeds the limits discussed below (in
which case it is considered to be duplicating, and therefore to fall
within the definition of printing).

Managers will often have the choice of reproducing a document by
printing (including high-speed duplicating) or by copying. Department
policy is to make this choice on the basis of the cost of production and
the quality required for the finished product. Do not reproduce
documents by copying merely to avoid the additional requirements
associated with reproduction by printing. The shorter lead time
necessary to reproduce by copying is generally not sufficient
justification for choosing this option, particularly for large jobs
where reproduction by printing (or high-speed duplicating) may be much
more economical.

GPO provides on-line cost estimating for printing through the Printing
Cost Calculating System (PCCS). GPO implements this system on its
mainframe computers located in Washington, D.C., PCCS maintains term
contract data bases and produces an abstract of the bid prices of a
specific product, based on the printing and binding functions selected
for that contract. PCCS generates cost estimates for:

-   books and pamphlets;

-   cut forms;

-   simplified snapouts; and

-   marginally punched continuous forms.

Contact GPO to obtain information on how to use PCCS.

You may not use copying if a job is larger than 5,000 reproductions of a
one-page original or 25,000 reproductions in the aggregate of multiple
pages. The 5,000 and 25,000 reproduction limits assume that the original
is single-sided. The upper limit for a one-page two-sided original is
2,500 and for a two-sided multiple-page original is 12,500
reproductions. Note: this is true only for pages with image sizes not
exceeding 10 3/4 x 14  1/4 inches. The actual count is not measured in
pages but \"production units.\" For larger sheets, the number of
production units per page will be greater than one. For example, a
single 17 x 22 inch pages is measured as 4 production units. Therefore,
the limit for copying a single one-sided sheet 17 x 22 inches in size
would be 1,250 pages. For additional information, see the OPDIV Printing
Official or refer to the JCP Regulations, Paragraph 7-3.

Some OPDIVs have established upper limits for copying jobs that are
lower than those cited above. There are also limitations on in-house
duplicating of microfilm and microfiche, based on the number of copies
to be made. Consult with the OPDIV Printing Official to determine the
upper limits applicable to the OPDIV component and to the specific
requirement.

The Department must furnish many of the documents it reproduces,
including documents reproduced by copying, to the Superintendent of
Documents for distribution to the Federal Depository Libraries. (See
Section J of this Chapter for additional information on the Federal
Depository Library Program.)

Managers who plan to produce multiple copies of a document for
distribution outside their component should consult their OPDIV Printing
Official early in the planning process to ensure compliance with all
Federal printing and copying regulations and to ensure that production
is economical. If a waiver is required to produce multiple copies of a
document, managers must request the waiver sufficiently in advance of
the date they plan to issue the document.

The remainder of this chapter addresses the various factors to be
considered in the production printing process. These factors are:

-   procedures to be followed when printing unless a waiver has been
    obtained in advance;

-   types of printing allowable when specific clearance has been
    received;

-   additional general clearance requirements;

-   preparations for reproducing an original document;

-   facilities that must be used for printing;

-   the Depository Library Program; and

-   the distribution of copies of a document.

 

***B. PRINTING REQUIREMENTS***

The following principles govern all Department printing, high-speed
duplicating, binding and blank-book work.

-   All printing (including high-speed duplication), binding, and
    blank-book work, done at any Department printing facility, shall be
    authorized by law.

-   All printing, high-speed duplicating and binding requirements, where
    feasible, shall be procured through the GPO in Washington, D.C., or
    the GPO Field Facility nearest to the organization obtaining
    printing. (Fig IV-1)

+-----------------------------------------------------------------------+
| > **GPO and JCP Authority**                                           |
| >                                                                     |
| > All printing, binding, and blank-book work for \... every executive |
| > department shall be done at the Government Printing Office,         |
| > except\--                                                           |
| >                                                                     |
| > \(1\) classes of work the Joint Committee on Printing considers to  |
| > be urgent or necessary to have done elsewhere; and                  |
| >                                                                     |
| > \(2\) printing in field printing plants operated by an executive    |
| > department \... and the procurement of printing by an executive     |
| > department \... from allotments for contract field printing, if     |
| > approved by the Joint Committee on Printing.                        |
| >                                                                     |
| > Printing, binding, and blank-book work authorized by law, which the |
| > Public Printer is not able or equipped to do at the Government      |
| > Printing Office, may be produced elsewhere under contracts made by  |
| > him with the approval of the Joint Committee on Printing.           |
| >                                                                     |
| > (Extracted from 44 U.S.C. 501 and 02.)                              |
| >                                                                     |
| > (No) \... funds appropriated \... may be obligated or expended by   |
| > \... the executive branch for the procurement from commercial       |
| > sources of any printing related to the production of government     |
| > publications (including forms), unless such procurement is by or    |
| > through the Government Printing Office.                             |
| >                                                                     |
| > \... (This) does not apply to \... individual printing orders       |
| > costing not more than \$1,000, if the work is not of a continuing   |
| > or repetitive nature \... or \... printing from commercial sources  |
| > that is specifically authorized by law or is of a kind that has not |
| > been routinely procured by or through the Government Printing       |
| > Office.                                                             |
|                                                                       |
| (Extracted from Public Law 101-520, Sec. 206.)                        |
+-----------------------------------------------------------------------+

**Figure IV-1: GPO and JCP Authority**

-   All printed matter issued will be devoted to the work which the
    OPDIV is required by law to undertake.

-   All printed matter will contain only material that is necessary in
    the transaction of the public business.

-   All printed matter will not contain any material that relates to
    work that any other branch of the government service is authorized
    to perform.

-   All printing will be done in the most economical manner, consistent
    with the demands of the public business and Governmental
    requirements.

-   Appropriated funds may not be used \"to pay for any\...printed or
    written matter\" intended to influence any member of Congress to
    favor or oppose any legislation or appropriation before or after
    introduction. (See 18 U.S.C. 1913.)

-   No Department publication will contain any advertisement or
    endorsement by or for any private individual, firm, corporation,
    product, commodity, or service. (See JCP Regulation 13.)

-   No Department publication of any kind shall contain a notice stating
    that it is sent with \"the compliments of\" any individual. (See 44
    U.S.C. 1106.)

-   Any reproduction of a written document for external use must be
    cleared by the Office of the Assistant Secretary for Public Affairs
    (ASPA), using HHS Form 615, \"Publication Planning and Clearance.\"
    Note: Melissa Skolfield (ASPA) exempted the Office of Inspector
    General from this clearance process on June 11, 1998.

-   All publications require an approved \"Distribution Plan\" (as part
    of the HHS Form 615) which describes in detail the disposition of
    all copies requested.

-   Revise each mailing list at least once each year by requiring that
    recipients (addressees) indicate that they wish to continue
    receiving the publication.

-   Components will not make free distribution of more than 50 copies of
    any publication to any private individual or organization without
    prior approval of the JCP.

The Secretary (or his or her designee) is responsible for
standardization of the form and style of Departmental printing and
binding for general use in HHS. When OPDIVs requisition printing from
GPO, the Public Printer determines the form and style in which the
printing or binding is executed. (See JCP Regulations 24.2, 25, 43, 44,
45.) The OPDIV Printing Officials will determine form and style
requirements for use with their respective OPDIVs in accordance with the
requirements of the following authorities:

1.  The [GPO Style Manual.]{.underline} The purpose of the manual, which
    has been approved by the JCP, is to reduce waste in public printing
    and binding;

2.  The U.S. Postal Service, for stationery and envelopes. The [Domestic
    Mail Manual]{.underline}, Paragraph 137, \"Official Mail,\"
    establishes the format and design of all printed envelopes, post
    cards, and standard forms;

3.  The National Archives and Records Administration (NARA), FPMR,
    Amendment B, establishes standards for the design and use of
    stationery, printed envelopes and postcards, and standard forms;

4.  The JCP Regulations, Paragraphs 43-45, establish rules for the
    volumes and uses of printed stationery.

All material reproduced at Department expense shall have the following
items printed on the front cover or first printed page:

-   the name of the branch, bureau, or office responsible for
    publishing;

-   the date of issuance; and

-   the title, subtitle, and series title and number, when applicable

The name of the Department shall form the principal line of the
signature or imprint and shall have precedence in planning and in size
of type. For more specific guidance, consult the OPDIV Printing
Official. (See JCP Regulation 40.)

On all publications, periodicals, etc., to be distributed to the public,
the identification of the Department will be:

**\"DEPARTMENT OF HEALTH AND HUMAN SERVICES\"**

The name of the operating division will not be preceded by the symbol
\"U.S.\" or \"United States\" on the cover or in preliminary pages. When
circumstances warrant, however, it is occasionally desirable to use
\"U.S. Public Health Service,\" to make clear to the reader that a
similarly titled state or local organization is not being referenced.

Print an identifying brief title on the backbone or spine of all
Department publications that have a thickness of 1/4 inch or more. You
must furnish copy for the backstrip of all new or reprint publications
which are 1/4 inch thick or thicker, whether the requisition is to be
forwarded to the main plant of the GPO or to a commercial supplier. If
the publication is less than 1/4 inch thick, the backstrip will not be
used.\
 

***C. COPYRIGHT AND OTHER NOTICES***

Copyright notices will be smaller in size of type than that of both text
and legends for illustrations. When privately copyrighted material is
reprinted, you must include notice of ermission to use such material so
that the public not be misled. (See JCP Regulation 17.)

Since the government may be subject to a claim or suit for damages,
every precaution must be taken to avoid infringement of copyrights.

As a matter of law, no writer preparing material for government
publication, or for use in any government sponsored display, may use
copyrighted material without specific, written permission of the
copyright owner. It is very important to note that copyright provisions
normally cover not only textual publications such as books, magazines,
and trade papers, but extend also to installments of comic strips, the
likenesses of characters appearing in cartoons or comic strips, and such
likenesses appearing in books, posters, clothing, novelties, and other
items. The method of reproduction is immaterial. Registered trademarks
should also be honored.

Material prepared by a government employee in connection with the
performance of official duties is the property of the government and may
not be copyrighted. If an article of this description appears in a
copyrighted publication, that portion of the copyright covering the
article will be held in trust for the United States. Such an article may
be copied by photographic duplication or any other manner since the form
and method of production does not fall under copyright protection. The
rest of the publication is as protected by its copyright as it would be
if it did not contain an article by a government employee.

Although government publications are in the public domain and may not be
copyrighted, copyrighted material appearing in a government publication
with the consent of the copyright proprietor is still protected by the
copyright and may not be republished without express written consent.
Such material must bear the following notation set in a type size
smaller than text and legends: \"Copyrighted by : (date of copyright);
reproduced (printed or reprinted) with permission by the Department of
Health and Human Services. Further reproduction prohibited without
permission of copyright holder.\"

In most cases, you may reproduce copyrighted material and use it for
purposes such as criticism, comment, news reporting, teaching (including
using multiple copies for classroom use), scholarship or research, if
the purpose and character of the use is noncommercial in nature or for
nonprofit educational purposes. However, this does not excuse the
government from recognizing the copyright, as specified above. (See
Section 107, Title 17, U.S.C..) Also, consult the [Public Affairs
Management Manual]{.underline}, Chapter 3, pp. 1-20 and 55, for
circumstances in which copyrighted material may be copied without the
copyright holder\'s permission.

Courtesy credit lines are permissible only for un-copyrighted materials
contributed or loaned by nongovernmental parties. Make the credit line
smaller in size of type than that of both text and legends for
illustrations. (See JCP Regulation 15.)

No Departmental publication will contain any advertisement or
endorsement by or for any private individual, firm, corporation,
product, commodity, or service. (See JCP Regulation 13.)

No Department publication of any kind shall contain a notice stating
that it is sent with \"the compliments of\" any individual. (See 44
U.S.C. 1106.)

Confine the printing of Department employees\' by-lines in government
publications to the authors of the articles and to the photographers who
have originated the pictures. The authors and photoraphers by-lines will
be printed directly with the articles or pictures they created. (See JCP
Regulation 16.1)

Make the signatures on artwork in proportion to the overall design. Do
not print signatures of technical illustrators, designers, typographers,
or layout artists. (See JCP Regulation 14.)\
 

***D. CLEARANCES REQUIRED FOR REPRODUCTION AND DISTRIBUTION***

The originating office is responsible for obtaining the necessary
clearances for reproduction and distribution of printed materials. Each
OPDIV should ensure that written material distributed is appropriate and
consistent with Department policy. (See HHS IRM Circular #24,
\"Information Dissemination.\")

Any reproduction of a written document for external use must be cleared
by the Office of the Assistant Secretary for Public Affairs (ASPA),
using HHS Form 615, \"Publication Planning and Clearance.\" (Note:
Melissa Skolfield (ASPA) exempted the Office of Inspector General from
this clearance process on June 11, 1998.) ASPA may also require a
\"Project Clearance Form,\" that describes the communications project at
the concept stage for certain publications. Authors should begin working
with ASPA early in the publication planning process, and certainly long
before preparation of the formal clearance request is necessary. For
further information, see the [Public Affairs Management
Manual]{.underline}, or contact ASPA.

Also, all publications require an approved \"Distribution Plan\" (as
part of the HHS Form 615) which describes in detail the disposition of
all copies requested. Phrases such as \"Ship to warehouse\" or \"Send to
Office of\...\" are not sufficient: requests must indicate specifically
for whom the copies are intended (e.g., \"Send 5000 copies to American
Medical Association, \[address\]\"). Normally, not more than 10% of the
press run may be sent to a storage facility or the requesting office.
All other copies will be distributed by or through the printer. This
eliminates overprinting and the subsequent costly storage of
publications. (ASPA may grant an exception on a case-by-case basis if
the requesting office can show that there is a real necessity to
warehouse the publication.)\
 

***E. RESTRICTIONS ON THE USE OF SIGNATURES, SEALS, ILLUSTRATIONS AND
INDEXES***

You may not use the President\'s signature or Seal on any printed,
reproduced, or duplicated material unless specifically authorized in
writing by the Executive Office of the President. Similarly, you may not
use of the Secretary\'s signature unless authorized in writing by the
Office of the Secretary.

Use of facsimiles of the Department Seal is strictly limited to
embellishing publications or other informational media, and to specific
official identification devices (see *General Administration Manual,*
1-20). Submit proposals to use the Seal facsimile in any other way to
the Assistant Secretary for Public Affairs for approval.

The use of illustrations does not require formal clearance. But because
their use substantially increases printing costs, illustrations are to
be used only when they:

1.  relate entirely to the transaction of public business and are in the
    public interest;

2.  relate directly to the subject matter and are necessary to explain
    the text;

3.  do not serve to aggrandize any individual;

4.  are in good taste and do not offend sensibilities;

5.  are restricted to the minimum size necessary to accomplish their
    purpose; and

6.  illustrate employees actually engaged in an act or service related
    to their official duties. (See JCP Regulation 19.)

Logos, cartoons, and symbols are permitted only where they clearly
assist in the identification of a particular program. Follow the
criteria in the previous section on illustrations. Do not use logos,
cartoons, and symbols on forms or form letters, as in this context they
are not considered essential to the fulfillment of the document\'s
purpose.

Printed edge indexes sometimes help locate the desired section or page
of a book and can be beneficial in some classes of reference books. You
must make reference on the printing requisition in every case where a
printed, marginally-bled index is to be employed. Any type of printed
marginal index requires special handling in printing and binding
operations to ensure satisfactory results, and also may require the use
of oversize paper (at greater cost). Use such indexes sparingly. Use of
a patented edge index involves extra charges for a license authorizing
such usage, and should be avoided.\
 

***F. USE OF MULTI-COLOR PRINTING***

Printing in two or more colors increases costs. Managers should ensure
that the benefits of multi-color printing clearly exceed their cost.
Only the OPDIV Printing Officials may grant approval for multi-color
printing and only if the material falls under one of the criteria listed
below. Obtain such approval early in a project, before expensive artwork
is developed.

Multi-color printing may only be authorized for the following categories
of work:

1.  in maps and technical diagrams where additional color is necessary
    for clarity;

2.  where object identification is crucial (for medical specimens,
    diseases, plants, flags, uniforms, etc.);

3.  in safety programs, fire prevention, savings bond programs and
    competitive areas of personnel recruiting;

4.  in areas where identifiable savings in costs can be predicated
    through use of multi-color printing;

5.  in printing for programs required by law, and whose relative success
    or failure is in direct proportion to the degree of public response,
    and where that response can be logically attributable to the number
    of colors planned and the manner in which they are produced; and

6.  in promotional or motivational programs concerning public health,
    consumer benefits, or to encourage utilization of government
    facilities. Programs such as Medicare may come under this category.

Multi-color printing may [not]{.underline} be authorized when color is
used:

1.  primarily for decorative effect;

2.  in lieu of effective layout and design;

3.  excessively, e.g., use of four colors when two or three will fulfill
    the need, three colors when two are adequate, or two colors when one
    is adequate; and

4.  that does not reflect careful, competent advance planning which
    recognizes the contribution the use of color is expected to make to
    the end-purpose of the document.

(See JCP Regulation 18.)\
 

***G. READABILITY FOR THE VISUALLY HANDICAPPED***

It is Departmental policy to use the following techniques for printed
material distributed specifically to the visually handicapped (or to an
audience likely to contain a substantial portion of visually handicapped
members), provided these techniques do not substantially increase
printing costs.

1.  Use a serif typeface.

2.  Use type which is 12 points or larger.

3.  Set type with two points of leading between lines.

4.  Use black ink on white paper. If this is not possible, use ink and
    paper with a high degree of color contrast and avoid dark-colored
    paper stock.

5.  Avoid light-colored screened backgrounds and print only on plain
    paper.

In addition, it is recommended that the techniques listed below be
employed whenever possible, when they will not add appreciably to the
cost of the end-product. Using these techniques will improve the general
legibility of all printed material.

1.  Use proportional spacing (or typesetting).

2.  Set line widths 5 to 6 inches or less (longer lines are harder to
    read).

3.  Use columns, rather than lines of text running clear across the page
    (two 3-7/8 inch wide columns on a sheet of 8-1/2 inch paper, for
    example).

4.  Set text in short paragraphs rather than long ones.

5.  Use margins on the sides of the page.

Check with the OPDIV Printing Official for further guidance on the
application of these recommendations.\
 

***H. PREPARATION FOR PRINTING***

Only those persons who have been officially designated as Printing
Procurement Officials have the authority to submit the necessary forms
to the GPO to obtain printing services. For a list of the people so
designated, consult the OPDIV Printing Official.

The forms and procedures for obtaining printing services from any GPO
office are basically the same. Prepare requisitions and specifications
carefully. All material and information necessary for processing a job,
including completed artwork and delivery instructions, must accompany
the requisition. HCFA managers refer to Fig. IV-2.

+-----------------------------------------------------------------------+
| > **Requesting and Ordering Printing**                                |
| >                                                                     |
| > HCFA managers should consult the [HCFA Administrative Services      |
| > Guide]{.underline}, Part 0907 Chapter 4, \"Requesting Printing and  |
| > Related Services,\" Chapter 7, \"Instructions for Completing Form   |
| > HCFA 400 Printing Services Requisition.\"                           |
+-----------------------------------------------------------------------+

**Figure IV-2: OPDIV Guidance on Requesting and Ordering Printing**

The authorized Printing Procurement Official must review all
requisitions and related material to assure accuracy and completeness of
specifications and instructions before release to GPO. Only the
authorized Printing Procurement Official may sign requisitions.

Do not release any requisitions to the GPO for processing until funds
are obligated. Evidence that funds are available and have been obligated
should be made a part of the acquisition file. The appropriate
administrative officer can assist in obligating funds.

Authorized Printing Procurement Officials should use the following
Requisitions and Related Forms to obtain services from GPO or
direct-deal GPO contractors:

1.  Use Standard Forms (SF) 1 and 1c (for multi-part jobs) to obtain
    printing and binding services from GPO. These forms provide
    appropriate spaces where specific information and a complete
    description of the job is entered. If additional information or more
    detailed specifications and distribution instructions are necessary,
    attach them as separate sheets.

> If the item being printed is recommended for sale by the
> Superintendent of Documents, prior to submitting the SF 1, the
> requesting office must submit a GPO Form 3868, \"Notification of
> Intent To Publish,\" recommending sale of the item. (See Section J
> below.) The phrase \"Superintendent of Documents has been notified\"
> shall then be typed on the SF 1.

2.  Use GPO Form 2511, \"Print Order,\" (formerly entitled \"Memorandum
    Order and Supplementary Specifications\") to place orders on GPO
    term contracts for compilations that are published privately. By
    statute, Directors of NIH Institutes have the authority to have work
    printed privately without requesting a waiver from JCP. As used in
    this handbook, the phrase \"printed privately\" refers to
    utilization of the services of a private sector printer after
    seeking and receiving approval (except where otherwise provided in
    law, as is the case with NIH) of a JCP waiver request. Private
    sector printers include publishing companies, as well as magazines,
    academic journals, and university presses.

Authorized Printing Procurement Officials may procure printing services
from, or maintain liaison with, the GPO Central Office, the GPO
Departmental Service Office, GPO-Regional Printing Procurement Offices
(RPPOs), and GPO Field Service Offices. A component manager who wants to
designate a staff person as a Printing Procurement Official should
contact the appropriate OPDIV Printing Official.

Material printed at Department expense may not be made available for
publication by private publishers prior to government printing without
the approval of the Department Printing Official and the JCP. (See JCP
Regulation 38.) This prohibition does not apply to the placing of
articles in journals or compilations that are published privately.

In the event the needs of an agency require printing which GPO cannot or
should not do, Section 504, Title 44, United States Code, allows the
Public Printer (GPO) to grant a waiver to that agency, so that they can
purchase printing directly from the private sector. (See JCP Regulation
46.3.)

GPO may grant a waiver to purchase printing directly from commercial
sources when:

1.  the GPO Central Office or a GPO-RPPO returns a requisition because
    the work is such that it would be advantageous to procure it
    commercially; or

2.  an agency requests a waiver because the work is such that it would
    be advantageous to procure it commercially; e.g., it is a
    non-repetitive order of less than \$1,000 in cost.

Handle printing procured on a waiver the same as any other procurement,
except it must be reported to the Department for inclusion in the
semi-annual \"Commercial Printing Report\" to JCP. The face copy of the
waiver document must be completed and returned to the issuing GPO office
upon conclusion of the transaction, and a copy retained as a permanent
part of the procurement file.

No agency requesting printing from the GPO or GPO-RPPO will initiate
actions for printing.

+-----------------------------------------------------------------------+
| > **Request for Private Publication of a Document**                   |
|                                                                       |
| 1.  Substantial reasons why it would be more advantageous to the      |
|     government to have the document printed privately.                |
|                                                                       |
| 2.  A comparison of the costs of private publication and publication  |
|     through the GPO.                                                  |
|                                                                       |
| 3.  A statement that the private publisher will not obtain a          |
|     copyright for the document.                                       |
|                                                                       |
| 4.  A statement that HHS will acquire sufficient copies of the        |
|     document to satisfy the needs of the Federal Depository Library   |
|     Program.                                                          |
+-----------------------------------------------------------------------+

**Figure IV-3: Request for Private Publication of a Document**

A request for waiver for private publication of a document by a
commercial printer must include the items indicated in Figure IV-3.

Note that it may require several months for a waiver request to travel
from the issuing component to the JCP where a decision is made.

All correspondence to the Joint Committee on Printing must be prepared
for the signature of the Deputy Assistant Secretary for Information
Resources Management, on Office of the Secretary stationery, and
submitted to the Department Printing Official. The Department Printing
Official will only accept waiver requests that are forwarded by an OPDIV
Printing Official, through the OPDIV Executive Officer.

Correspondence to the Committee should be addressed as follows:

> Chair\
> Joint Committee on Printing\
> United States Senate Post Office\
> Washington, D.C. 20510 - 6606

 

***I. SOURCES FOR PRINTING***

The policy of the Department is that all printing (including high-speed
duplicating) and binding requirements, where feasible, shall be procured
through the GPO in Washington, D.C., or the GPO Field Facility nearest
to the organization obtaining printing. (For a list of GPO Field
Facilities see Attachment C.)

The GPO is the primary source for all printing except for the printing
of classified information. However, authority exists in the JCP
Regulations for procurement from other sources. The authorized HHS
Printing Procurement Official (see Section IV-H, above) determines where
printing may be done. The decision of where to do printing should be
based on which source offers the most efficient and economical means of
satisfying the printing requirement, consistent with JCP restrictions.

All printing and high-speed duplicating for the Department must be done
by or through GPO, unless:

-   the printing is in a field printing plant operated by an executive
    department, independent office or establishment (and within the
    limits of their charter);

-   the printing is a class of work the Congressional Joint Committee on
    Printing (JCP) considers to be urgent or necessary to have done
    elsewhere;

-   it is an individual printing order costing not more than \$1,000,
    *if* the work is not of a continuing or repetitive nature, and as
    certified by the Public Printer, if the work is included in a class
    of work which cannot be provided more economically through GPO; or

-   printing from other sources is specifically authorized by law.

 

***J. DEPOSITORY LIBRARY PROGRAM***

Depository libraries make all government publications available for the
free use of the general public except publications for official use
only, publications for strictly administrative or operational purposes
which have no public interest or educational value and publications
classified for reasons of national security. (See U.S.C. Title 44, sec.
1911.) The Superintendent of Documents is charged with assuring the
availability of the publications to the depository libraries.

Agencies must prepare and submit a \"Notification of Intent to Publish\"
(GPO Form 3868) to the Superintendent of Documents, furnishing all
necessary information for distribution and/or sale of all their
publications.

The office that creates a document must furnish a completed GPO Form
3868 to the Superintendent of Documents. The purpose of GPO Form 3868 is
to enable the Superintendent of Documents to analyze sales potential and
depository library interest in the publication to determine whether or
not to order additional copies. The appropriate authorized HHS Printing
Procurement Official must submit the completed form in duplicate to the
Superintendent of Documents, Documents Control Branch (Mail stop SSMC),
U.S. Government Printing Office, Washington, D.C. 20401.

As noted earlier, to avoid or minimize delays in printing, submit GPO
Form 3868 to GPO prior to submission of the SF 1, \"Requisition for
Printing and Binding.\" It is preferable to submit the GPO Form 3868 at
least five work days in advance of submission of the request for
printing and binding. However, any advance submission of this form to
the Documents Control Branch will serve to reduce delays in the printing
of materials to be sold through the Superintendent of Documents. In no
case should the GPO Form 3868 be submitted to the Documents Control
Branch after transmittal of the printing and binding requisition to GPO.

Government publications obtained from sources other than the GPO shall
also be made available to depository libraries through the facilities of
the Superintendent of Documents. (See U.S.C. Title 44, Sec. 1902.) Each
component of the government shall furnish the Superintendent of
Documents a list of such publications it issued during the previous
month.

When a component has a document published directly from a private
publisher, the component must purchase, at the component\'s expense,
enough additional copies of the published document to satisfy the needs
of the Federal Depository Library Program.

Approximately 1,400 libraries participate in the Federal Depository
Library Program, but not all of them receive every publication that is
distributed to the Program. Consult with the OPDIV Printing Official to
determine the number of copies that must be supplied.\
 

***K. DISTRIBUTION OF PRINTED MATERIAL***

Except for orders, instructions, directions, notices, or circulars,
Title 44 of the U.S.C., Section 1701, prohibits an \"executive
department or other government establishment at the District of
Columbia\" from spending public funds for services to address, wrap,
mail, or otherwise dispatch publications for public distribution. GPO
does this work in the District of Columbia and bears the cost for such
work.

Generally, for organizations in the District of Columbia, HHS monies may
only be spent to supply mailing lists to GPO and to update these mailing
lists. GPO bears the cost of distribution of the documents.

However, HHS incurs significant costs for the distribution of orders,
instructions and other items noted above. It is Departmental policy to
use the least costly method of mailing materials. The OPDIV Printing
Official, working with the Mail Management Officer, can advise component
managers of cost-effective ways to mail material.

When an OPDIV Printing Official determines it to be feasible and
economical, and in accordance with existing postal regulations, you may
imprint the penalty or postage indicia and return address directly upon
the printed materials, rather than using separate envelopes. Indicia
(plural of indicium) are defined by USPS as the imprinted designations
used on mail pieces denoting method of postage payment (USPS Publication
25). (Also, see JCP Regulation 32.)

OPDIV Printing Officials will not print or authorize printing of first
class indicia on any publication unless:

1.  the OPDIV Head approves special justification for it; or

2.  it is clear that first class is the most economical choice for that
    particular publication.

(No publication weighing over 12 ounces may have a first class indicia
printed on it.)

OPDIV Printing Officials will recommend other classes or types of mail,
whenever practical, such as third and fourth class piece and bulk rates,
and use of commercial delivery services. The Printing Officials, working
with the OPDIV Mail Management Officers, can also advise which class and
type of mail to use.

The following specifications apply to the printing of indicia mail
covers such as envelopes, labels, cards, self-mailers, etc.:

1.  The USPS-approved indicia information pertaining to the class of
    mail for which the mail covers are to be used. (See, for example,
    the USPS Domestic Mail Manual.) Agencies using postage meters must
    have contained in the meter mail imprint/stamp either: the agency
    name and mail permit number; or the meter number if an authorized
    company provides equipment and service. Pre-metering is unadvisable
    since it could result in waste and an unnecessary expenditure if it
    is not used for the purpose intended.

2.  Use of this type of mailing requires completion of a Postal Service
    Form 3602-C, \"Statement of Mailing with Permit Imprints.\" The
    OPDIV Printing Official can provide advice on the use of this form.

3.  Print the name of the Department, the name of the appropriate OPDIV
    or Regional Office, and the appropriate return address, including
    the ZIP Code, above the notation, \"Official Business\" and
    \"Penalty for Private Use \$300\" in the upper left corner of the
    address side. Up to three lines may be left blank for the sender to
    complete a return address.

4.  \"Postage and Fees Paid\" indicia envelopes, cards, cartons, and
    labels are not to be distributed for reply purposes. In accordance
    with USPS procedures that are mandatory for the Federal government,
    all material will be returned via business reply procedures. Obtain
    assistance, authorization and specifications for the printing and
    use of \"Business Reply\" from the Printing Official.

5.  Authorized business reply materials (cards envelopes, et.) that are
    to accompany bulk mailings must be bar-coded for recording purposes
    and reflect the appropriate agency permit number. Print them only as
    required, when the other items of that mailing are printing, and do
    not pre-print or stockpile them.

6.  Use Business Reply mailings only when they are cost effective or can
    otherwise be advantageous to the government. Each Business Reply
    envelope or care returned costs the Department the current postal
    rate plus a surcharge. Contact the OPDIV Printing Official for more
    information.

7.  OPDIV managers, in consultation with their respective Printing and
    Mail Management Officers, must be aware that Business Reply may not
    be used if materials are to be returned via International mail. (See
    USPS International Mail Manual.) Consideration should be given to
    Courtesy Reply mail. Courtesy Reply must be bar-coded and include
    \'PAR AVION\' AIR MAIL to the left of the address line.

Revise each mailing list at least once each year by requiring that
recipients (addressees) indicate that they wish to continue receiving
the publication. Failure to reply eliminates the addressee from the
mailing list unless it is necessary in the conduct of official business
to continue mailing publications to that addressee. The office
maintaining the mailing list should conduct the revision process. The
fact that the mailing lists have been properly updated will be certified
to the Department annually. (See JCP Regulation 31.)

Components will not make free distribution of more than 50 copies of any
publication to any private individual or organization without prior
approval of the JCP. This limitation does not apply when the production
cost of the publication is less that \$100. The restriction includes the
free distribution in bulk of any material to private individuals or
organizations for redistribution to names on their mailing lists. (See
JCP Regulation 39.) See Figure IV-4 for the items to be included in the
request for approval for free distribution.

+-----------------------------------------------------------------------+
| > **Request for Approval\                                             |
| > of Free Distribution**                                              |
|                                                                       |
| 1.  Name of the publication;                                          |
|                                                                       |
| 2.  Name of the person or organization desiring the publication; and  |
|                                                                       |
| 3.  Number of copies desired.                                         |
+-----------------------------------------------------------------------+

**Figure IV-4: Request for Approval of Free Distribution**

Approval of the Department Printing Official and the JCP is not required
when the initiative for distribution through nongovernmental facilities
is taken by the Department.

The Department is not allowed to make free, outside distribution of more
than 2,000 copies, or 10% of the total number of copies (whichever is
less), of any document even if the initiative for the distribution is
taken by the Department. (See JCP Regulation 27.)\
 

***L. POSTERS***

The Department must transfer to the National Archives and Records
Administration (NARA) two copies of all formally published posters
dealing with non-administrative topics that are created in HHS or any
OPDIVs. When GPO prints the posters, GPO sends the two copies to NARA.
When OPDIVs print posters privately through commercial sources, OPDIVs
must send the copies to NARA.

Transfer two copies of each poster to NARA either flat or in mailing
tubes. Send the copies to the following address:

> National Archives and Records Administration\
> ATTN: NNSP - Posters from\
> \[Place name of creating agency here\]\
> Washington, DC 20408

**CHAPTER V. GUIDELINES FOR PREPARING AND SUBMITTING ELECTRONIC DESIGN
AND PRE-PRESS FILES**

***A. INTRODUCTION***

GPO has issued*Guidelines for Preparing and Submitting Electronic Design
and Pre-Press Files*(Publication 300.6, August 1997), available at URL
<http://www.access.gpo.gov/procurement/ditsg/guide3.pdf> . What is
commonly called desktop electronic publishing is known technically as
preparation of Electronic Design and Pre-Press (EDPP) files. GPO\'s
guidelines cover electronic publishing from design to press, and assist
agency personnel in providing EDPP to GPO, which are then turned over to
GPO\'s printing contractors. The GPO document makes a distinction
between professional graphics (Part 1) and office graphics (Part 2), but
for the purposes of this handbook the distinction is not germane. The
guidelines contain a glossary of terms used in preparing EDPP files.

The purpose of this chapter is to assist Departmental personnel in
preparing effective EDPP files for documents created using commercial
off-the-shelf publishing and graphics software packages. Technical
requirements for EDPP files as presented here are somewhat limited but
for more detailed treatment, refer to the GPO guidelines themselves.\
 

***B. EDPP REQUIREMENTS***

Departmental EDPP files should be created using a Microsoft Windows
platform. You may submit files either on physical media such 3.5\"
floppy disks or by electronic file transfer. For page layout, you should
use QuarkXPress, Adobe PageMaker, or Adobe FrameMaker. For drawing or
illustration, you may use CorelDRAW or Macromedia FreeHand. Image
manipulation should be done with Adobe Photoshop. Where possible, use
the current software version and avoid any software that is more than
one major revision old.

Use the software\'s native format for files, saving a PageMaker 6.0 file
as a .pm6 (Windows) file or a QuarkXPress file as a .qxd file.
Print-to-file or print-to-disk files should have a .ps or .prn
extension. Most GPO vendors do not like PostScript files because they
cannot readily change or correct PostScript files. You may request the
printing contractor to supply corrected files with delivery of the
printed product.

As to fonts, always use industry standard PostScript Type 1 fonts. You
*must* provide font files that contain customized features such as
kerning and tracking. When drawings or illustrations contain type
matter, provide the fonts for these files as well. Avoid using menu
styles such as bold or italic; use the actual font instead (e.g., don\'t
click the \"Bold\" button for a Times New Roman Regular font; switch to
a Times New Roman Bold font.)

If you scan an image, you must capture enough information (resolution)
to reproduce the image accurately. The general rule of thumb is that
scanning for EDPP requires the services of a pre-press professional
using properly calibrated equipment and suitable software. Depending on
preferences, acceptable quality may vary from job to job. If you do your
own scanning, consult the detailed GPO guidelines.\
 

***C. GRAPHICS AND FILE FORMATS***

Use file import techniques such as PageMaker \"Place\" and QuarkXPress
\"Get Picture\" to establish external links. Cutting and pasting with
the Edit menu will give you unexpected results in the final version.
Check the GPO guidelines for more instructions on updating graphics;
nested graphics; using clip art; appropriate file formats; and scaling,
rating, and cropping.\
 

***D. PROOFING***

You should request proofs for most EDPP jobs and for all EDPP jobs
containing color. Your desktop color printer may not provide suitable
proofing copy because of differences in inks, toners, and dyes between
desktop and traditional printing. You may request conventional
film-based proofs such as bluefin, color key, match prints, and
Complins. Standard digital proofs may be suitable for many jobs. At
present (1997), GPO says that only a limited number of digital proofing
systems represent final press output with sufficient accuracy for use as
contract proofs.\
 

***E. ORIGINATOR RESPONSIBILITY***

As creator of the final production files, you share responsibility for
generating a usable product. Any contract to produce EDPP files should
remain open so that you can make corrections up to the point when final
approval is given to the printer\'s proofs.

GPO\'s guidelines also deal with extraneous files; printer-read files;
gradations; fine-detail screens; rules less than .5 point; bleeds;
compressing files (in general, do not compress or ZIP files); and backup
copies.\
 

***F. DOCUMENTATION***

Fill out GPO Form 952, Desktop Publishing\--Disk Information, completely
and fully. Be sure to include information about your technical contact.
You may include special instructions as well. If the files require
additional work, you may submit visuals explaining the work with the
SF-1, Form 952, or attached pages. Date and initial the visuals. Provide
visuals generated from files on the production media, not from your
computer hard drive. See the GPO guidelines for further instructions on
color-separated visuals.\
 

***G. NONCONFORMING SUBMISSIONS***

GPO will accept files that do not comply with its guidelines, but they
may cause time delays and cost overruns.

CHAPTER VI. PRINTING THROUGH GRANTS AND CONTRACTS

***A. INTRODUCTION***

In general, JCP Regulations prohibit contractors and grantees from
printing material for the Department. Allowable printing by contractors
and grantees usually must be done through the GPO.\
 

***B. PRINTING REQUIREMENTS IN GRANTS AND CONTRACTS***

Although printing in contracts and grants is prohibited unless
authorized by the JCP, JCP does not preclude certain printing or
printing related requirements from being performed under contracts and
grants, as summarized in Figure VI-1. (See JCP Regulations 35 and 36.)

+-----------------------------------------------------------------------+
| > **The Following Requirements are\                                   |
| > NOT Precluded by JCP\                                               |
| > Under a Contract or Grant**                                         |
|                                                                       |
| 1.  Procuring of writing, editing, preparation of manuscript copy, or |
|     preparation of related illustrative material as a part of a       |
|     contract or grant; or administrative printing (e.g., of forms or  |
|     instructional materials used to respond to the terms of a         |
|     contract or grant).                                               |
|                                                                       |
| 2.  Recording manuscript copy in digital form for typesetting         |
|     purposes, provided that coding instructions have been approved by |
|     the appropriate OPDIV Printing Official. (However, the printing   |
|     of the manuscript must be done in accordance with other printing  |
|     laws and regulations.)                                            |
|                                                                       |
| 3.  Copying less than 5,000 copies of one single-sided page or 25,000 |
|     single-sided pages in the aggregate for the internal use of the   |
|     Department or Agency. (The page image may not exceed 10 3/4 by    |
|     14 1/4 inches.)                                                   |
|                                                                       |
| 4.  Producing or procuring less than 250 duplicates from original     |
|     microform.                                                        |
+-----------------------------------------------------------------------+

**Figure VI-1: Printing Related Requirements Allowable Under a Contract
or Grant**

Further, the JCP does not preclude:

-   the issuance of grants to support nongovernment publications
    (provided such grants are lawful and were not made to have material
    printed for Department use); and

-   the publication of findings by grantees within the terms of their
    grants, provided that the purpose of such publication is to print
    for Department use.

In extraordinary circumstances, the JCP may grant a waiver to allow
printing in a contract or grant. Make the request for authority to
include printing (other than the types listed above) within contracts or
grants through the appropriate OPDIV Printing Official and the
Department Printing Official. Prepare requests for the signature of the
Deputy Assistant Secretary for Information Resources Management on
Office of the Secretary stationery, and make sure the requests contain
the items listed in Figure VI-2.

+-----------------------------------------------------------------------+
| > **Request for Authority to Include Printing\                        |
| > in a Contract or Grant**                                            |
|                                                                       |
| 1.  The title of the publication, report, or other document to be     |
|     printed.                                                          |
|                                                                       |
| 2.  Printing specifications.                                          |
|                                                                       |
| 3.  Comparison of life cycle costs of producing, maintaining (if      |
|     necessary), and distributing the required document by the         |
|     contractor or grantee and by the government.                      |
|                                                                       |
| 4.  A statement of any unusual advantages to be derived from printing |
|     and distribution by a contractor or grantee (e.g., unique         |
|     channels of dissemination, or inclusion within a professional     |
|     journal of significant influence on a specialized audience).      |
|                                                                       |
| 5.  A statement of the ownership of the publication (including        |
|     whether the document is or will be in the public domain).         |
+-----------------------------------------------------------------------+

**Figure VI-2: Request for Authority to Include Printing in a Contract
or Grant**

In the event a contract stipulates a publication as the receivable or
product, the publication may require the prior review and approval of
the Assistant Secretary for Public Affairs (ASPA). (See Federal
Acquisition Regulations 48, Chapter 307.105-2\[a\]\[11\].)

Forward requests for authority to include printing within contracts or
grants which involve distribution to the public through regular
administrative channels to ASPA for review and clearance prior to
submission to the Department Printing Official (and the JCP). Forward a
completed Form HHS-615, \"Publication Planning and Clearance Request,\"
to ASPA through the OPDIV Public Affairs Officer. Consult with ASPA
early in the grant or contract planning process, and certainly long
before preparation of the formal request for printing.\
 

***C. USE OF GPO-RPOS BY HHS CONTRACTORS AND GRANTEES***

JCP and Department policy allows contractors and grantees to procure
only those requirements for printing and binding that are for their
administrative use (i.e., forms and instructional material required to
respond to the terms of a contract or grant). All other printing work
(including high-speed duplicating) must be procured through GPO.

Where contractors and grantees are allowed to procure printing services,
you may make arrangements to permit contractors and grantees to deal
with one of the GPO Regional Printing Procurement Offices (GPO-RPPOS),
subject to the following requirements:

1.  the printing involved is primarily for use and distribution by the
    contractor or grantee, and not for Department use;

2.  direct liaison with a GPO-RPPO is mutually advantageous to both the
    Department and the contractor or grantee; and

3.  all necessary arrangements are made by, or cleared through, the
    Project Officer for the contract or grant, the Forms Management
    Officer and the authorized Printing Procurement Official for the
    component.

GPO-RPPOs will normally require that prior arrangements be made by the
authorized Printing Procurement Official before they will render service
to a contractor or grantee. Make these arrangements through established
printing procurement channels at the OPDIV levels. Specifically, the
contract or grants management office should specify the desired
arrangements in a memorandum to the appropriate Printing Procurement
Official. This memorandum should include the information listed in
Figure VI-3.

+-----------------------------------------------------------------------+
| > **Memorandum for Direct Contractor or Grantee Liaison\              |
| > with a GPO-RPPO**                                                   |
|                                                                       |
| 1.  The name and address of the contractor or grantee; the contract   |
|     or grant number; and the GPO-RPPO which will be used.             |
|                                                                       |
| 2.  A description of required printing (e.g., listing of jobs,        |
|     quantity to be ordered, number of pages, trim size, etc.).        |
|                                                                       |
| 3.  The name, title, address, and telephone number of the person who  |
|     will be the principal liaison with GPO, and who is authorized to  |
|     sign a Standard Form 1 or 1c.                                     |
|                                                                       |
| 4.  The office to which the GPO invoice should be sent for payment.   |
+-----------------------------------------------------------------------+

**Figure VI-3: Direct Contractor or Grantee Liaison with a GPO-RPPO**

CHAPTER VII. COPIER MANAGEMENT

***A. INTRODUCTION***

The Department spends millions of dollars each year in copying (as
distinguished from duplicating) documents. Even though copying costs are
only a small percentage of each component\'s administrative budget, the
absolute magnitude justifies the application of aggressive management
techniques to minimize these costs. It is Department policy that the
OPDIVs take primary responsibility for developing and enforcing
effective copier management strategies.

OPDIV Printing Officials have authority over the use of copiers and the
acquisition of copying equipment within their respective OPDIVs. An
OPDIV Printing Official may delegate authority concerning copiers to
others within the OPDIV.

You may not do jobs as copying that are larger than the limits specified
in the JCP Regulations (5,000 copies of a one page single-sided document
or 25,000 copies in the aggregate) without prior approval of the
Department. In addition, jobs below these limits shall not be done as
copying if:

1.  the OPDIV or component enforces a lower limit for copying; or

2.  a comparison of the costs and benefits to the Department indicates
    that the job should be done as printing.

Certain documents may not be reproduced in any manner. It is generally
illegal to reproduce obligations or securities, bank notes, deeds,
powers of attorney, money orders, postage stamps and postal cards, and
transportation requests of the government. Consult Attachment G, Section
5, for a list of documents which may not be copied.

It is also illegal to copy certain copyrighted material without
obtaining permission in advance from the copyright holder. Consult the
[Public Affairs Management Manual]{.underline}, Chapter 3, pp. 1-20 and
55, for circumstances in which copyrighted material may be copied
without the copyright holder\'s permission.\
 

***B. USE OF COPIERS***

Following is a short list of guidelines that all managers in the
Department should enforce to help keep copying costs to a minimum:

1.  copy only material that is necessary for official business;

2.  keep the number of copies to the minimum required;

3.  copy on both sides of the paper whenever possible;

4.  circulate information copies of routine incoming correspondence and
    documents, rather than having separate copies made for each
    interested individual;

5.  do not reproduce blank forms or other materials available through
    normal supply channels or through print-on-demand from the Program
    Support Center website; and

6.  use electronic forms in place of blank paper forms (see information
    about PSC website in Chapter III).

 

***C. COPIER ACQUISITION***

It is Department policy to acquire only those copier accessories
(sorters, feeders, reduction, etc.) that are absolutely necessary, and
that will result in dollar savings for the component. However, copier
access control devices may and should be installed and employed wherever
they will save money or assist the OPDIV Printing Official in charging
back for copier usage. Further, the use of access control devices limits
unauthorized use of copiers and reduces non-business related copying.

Copier vendors wishing to sell to the Federal government enter into
contracts with the Federal Supply Service (FSS) of the GSA. Vendors of
copying equipment and supplies are listed in Federal Supply Class 3610,
Part IV. This list is updated several times a year.\
 

***D. LEASE OR PURCHASE OF COPIERS***

In addition to determining the type of copying equipment to acquire,
components must decide whether to lease or purchase the equipment. This
decision is based on an evaluation of comparative costs and other
factors. It is generally less expensive to purchase than to lease a
copier, unless copying needs are expected to change radically within two
years after acquisition. OPDIV Printing Officials can assist in
preparing a cost analysis commensurate with the size of the equipment
being considered for acquisition.

You will find government-wide guidelines for copier lease or purchase in
the Federal Property Management Regulations, 41 CFR Section 101-25.5.
(See Attachment G, Section 4.) Additional guidance on lease or purchase,
and on other aspects of copier management, is contained in [Copy
Management]{.underline}, an Information Resources Management Handbook
published by the Office of Information Resources Management of GSA. To
obtain copies of this publication, contact the GSA, (KLTR), Washington,
D.C. 20405. (GSA also publishes [A Self-Inspection Guide for Agencies:
Evaluating Copy Management]{.underline}.)

Some OPDIVs have published internal regulations for the management and
acquisition of copiers by their components.

CHAPTER VIII. PUBLISHING JOURNALS AND MAGAZINES

***A. INTRODUCTION***

Section 1108, Title 44, U.S.C., as amended, prescribes the policies and
procedures for funding government periodicals (including journals,
magazines, and similar publications), and assigns the Office of
Management and Budget (OMB) responsibility for approving the preparation
and release of periodicals. OMB has delegated the responsibility for
approving all proposals for new HHS periodicals and all requests for
extending the life of existing HHS periodicals to the Secretary.

Articles written by Department employees may be initially published in
private journals and magazines, as authorized by blanket JCP waiver.
This authorization includes the right to:

1.  pay page charges to the publishers; and

2.  purchase separates from the publisher.

Under the conditions of the waiver, HHS must:

1.  prohibit the publishers from copyrighting the articles even though
    the publications as a whole are copyrighted;

2.  decline royalty payments for the articles; and

3.  provide JCP an annual report listing the articles, the journals in
    which they were published, and the amount of money spent for page
    charges and purchase of separates for each article. This information
    is collected by the OPDIV Printing Officials and included in the
    Department\'s Annual Print Plan. (See Chapter VIII. Also, see the
    JCP Letter of March 19, 1984, which appears in Attachment F, Section
    2.)

Components that wish to have entire documents printed by a private
publisher must receive a specific waiver from the JCP in advance of
publication. The procedure for applying for this waiver is described in
Chapter IV, Section H. (See JCP Regulation 38.)

The Directors of the National Research Institutes of the National
Institutes of Health (NIH) are currently exempt from the above
requirement, and, therefore, do not obtain JCP prior approval to publish
privately. (See Public Health Service Act, Part B, Sec. 405.) However,
the Directors of NIH must still furnish the Superintendent of Documents
a list of publications they issued during the previous month that were
obtained from sources other than the GPO. In addition, documents
privately published must continue to be identified and included in
NIH\'s semi-annual submission of the Commercial Printing Report (JCP
Form No. 2). A sufficient number of these documents must also be
supplied to the Superintendent of Documents to satisfy the requirements
of the Federal Library Depository Program.\
 

***B. RELEASE AND DISTRIBUTION OF HHS JOURNALS, MAGAZINES, PERIODICALS
AND SIMILAR PUBLICATIONS***

OMB has delegated to the Department the authority to approve proposed
publications and to monitor continuing publications. Implementation
responsibility for the approval and monitoring requirements resides with
the Assistant Secretary for Public Affairs (ASPA). Form HHS-615,
Publication Planning and Clearance Request, should be completed and
forwarded to ASPA through the OPDIV Public Affairs Officer. (See [HHS
Acquisition Regulation]{.underline}, Part 307.105-2(a)(11).) For
specific clearance procedures, consult the [Public Affairs Management
Manual]{.underline}, or contact the Communications Services Division
(Publications Branch), ASPA.

The rights to distribution of works prepared under government grant or
contract are generally specified in the grant or contract. Where such
work is copyrighted, the government usually has a license to publish or
make other use of the work. If the government has such a license, you
may make copies or reprints of the work without obtaining permission of
the copyright owner. Un-copyrighted works, or those for which HHS
already has a license, may be reproduced as copying within the
Department if the number of required reproductions is less than the
OPDIV upper limit for copying. The decision to reproduce documents as
copying or printing should be made in consultation with the OPDIV
Printing Official and should result in the least cost to the Department.

After receipt of necessary approvals and certification that the
periodical is necessary in the transaction of the public business
required by law, components may distribute free up to 2,000 copies (or
10 percent of the print run, whichever is less) of journals, magazines,
or periodicals.\
 

***C. SALE OF HHS DOCUMENTS THROUGH GPO***

It is Department policy to handle the sale of any Department publication
(book, pamphlet, brochure, journal, newsletter, periodical, etc.), or
subscription to such a publication, through the Superintendent of
Documents, GPO. The JCP may grant exceptions to this policy by a waiver.
Component Printing Officials will assist in the negotiations with the
Superintendent of Documents on the sale of documents. This policy does
not apply to photocopies of materials which are prepared in response to
the Freedom of Information Act.

CHAPTER IX. PLANS AND REPORTS

***A. INTRODUCTION***

Although the OPDIVs have primary responsibility for their printing
management, Federal regulations require the Department to maintain a
centralized Printing and Publications Management Organization
responsible for a coordinated program of management for printing,
copying, and the production of microform. (See FAR 8.8 and JCP
Regulation 30.) To perform the centralized management function requires
information on the resources being consumed by printing activities.

Most information required by the Department Printing Official is
collected from the reports submitted to the JCP. OPDIVS should prepare
all reports required by the JCP and send them to the HHS Printing
Official for review, consolidation, and forwarding to the JCP.

OPDIVs frequently will require additional reports from their components.
Component managers should consult with their respective Printing
Officials to determine if there are additional reporting requirements
within the OPDIV.

+-----------------------------------------------------------------------+
| > **Annual Comprehensive Printing Program Plan**                      |
|                                                                       |
| 1.  Mission and Role of Printing and Distribution. A brief statement  |
|     of the Department\'s mission (and OPDIV missions) and the role    |
|     that printing and distribution play in meeting those missions;    |
|                                                                       |
| 2.  Printing and Distribution Policies. A statement of the policies   |
|     that are followed in fulfillment of printing and distribution     |
|     requirements;                                                     |
|                                                                       |
| 3.  Management Strategies and Tactical Planning. A discussion of      |
|     management strategies and tactical planning to be employed in     |
|     fulfillment of specific goals;                                    |
|                                                                       |
| 4.  Prior Years\' Performance and Accomplishments. An assessment of   |
|     prior years\' performance and accomplishments in achieving the    |
|     Department\'s goals;                                              |
|                                                                       |
| 5.  Other Information. Any other information considered necessary to  |
|     provide a full understanding of the Department\'s management and  |
|     planning of printing and distribution activities;                 |
|                                                                       |
| 6.  Printing Environments. A description of the numbers and types of  |
|     printing environments at specific locations, keyed to existing    |
|     Departmental organizations;                                       |
|                                                                       |
| 7.  Anticipated Printing Volume. The volume of production anticipated |
|     both in Departmental printing environments and through the        |
|     Government Printing Office;                                       |
|                                                                       |
| 8.  New Equipment Requirements. A listing of new equipment required   |
|     to meet Departmental needs with appropriate justification,        |
|     including purpose, location and cost;                             |
|                                                                       |
| 9.  New Printing Processes Planned. Plans for implementation of new   |
|     processes and research and development projects that affect       |
|     printing;                                                         |
|                                                                       |
| 10. Anticipated Publications. The number and types of government      |
|     publications to be published and the anticipated distribution     |
|     methods to be used;                                               |
|                                                                       |
| 11. Anticipated Publications through the Private Sector. The number   |
|     and titles of all government publications (e.g., monographs and   |
|     journals) for which the Department intends to seek a private      |
|     sector publisher;                                                 |
|                                                                       |
| 12. Anticipated Articles. The number of articles which the Department |
|     intends to publish in privately published journals or             |
|     compilations; including the names of the journals and             |
|     compilations, the number of articles to be published in each, and |
|     the total dollar amount of page charges to be paid;               |
|                                                                       |
| 13. Publication User Fees. A description of all government            |
|     publication user fee programs; and                                |
|                                                                       |
| 14. Superintendent of Documents Procedures. The procedures used to    |
|     notify the Superintendent of Documents of the intent to publish   |
|     and the procedures used to provide all required copies of         |
|     government publications to the Superintendent of Documents.       |
|                                                                       |
| > (See the September 23, 1985, JCP letter to agency heads, included   |
| > in Attachment F, Section 3)                                         |
+-----------------------------------------------------------------------+

**Figure IX-1: Annual Comprehensive Printing Program Plan**

***B. COMPREHENSIVE PRINTING PROGRAM PLAN***

JCP requires submission of an annual Comprehensive Printing Program Plan
no later than the date of submission to Congress of the Department\'s
annual requests for authorization and appropriations. OPDIV Printing
Officials should prepare this plan and forward it to the Department
Printing Official for review, consolidation and timely submission to the
JCP. The JCP requires the Plan to be consistent with the Department\'s
overall budget submission to Congress.

The Plan should include the full range of printing and distribution
activities anticipated for the budget year and projections for the two
following years (e.g., the Plan sent in January 1998 should cover Fiscal
Years 1999, 2000, and 2001). The Comprehensive Printing Program Plan
should address the areas listed in Figure IX-1. The OPDIV Printing
Officials are the primary persons responsible for preparing the Plan.
The Printing Officials should contact other managers in the component
for additional information as necessary.\
 

***C. REPORTS REQUIRED BY THE JCP***

[Figure
IX-2](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#FIGIX-2)
lists the set of reports required by the JCP. Not all reports need be
submitted by every OPDIV. However, if an OPDIV has filed a report in the
past and no longer needs to submit one, a memorandum should be sent
indicating the reason the report is no longer required.

1.  [Printing Plants Except Plants Primarily Concerned in Map and/or
    Chart Reproduction (JCP Form No. 1)]{.underline}. Currently HHS has
    no JCP-approved print plants. *Therefore, this report is not
    required within HHS*.

> [Annual Plant Inventories (JCP Form No. 5)]{.underline}. Since HHS has
> no JCP-approved printing plants at the present time, *this report is
> not required*.
>
> [Plants Primarily Concerned in Map and/or Chart Reproduction (JCP Form
> No. 4)]{.underline}. Currently there are no such print plants within
> HHS. *Therefore, this report is not required*.

2.  [Commercial Printing Report (JCP Form No. 2)]{.underline}. The
    Commercial Printing Report is a semi-annual report covering all
    transactions concerning composition, printing, binding, and
    blank-book work procured directly from commercial sources (not
    through GPO). Report this information to the Departmental Printing
    Official on JCP Form No. 2 not later than May 20th, covering the
    first half of the fiscal year, and not later than November 19th,
    covering the second half of the fiscal year, of each year. OPDIV
    Printing Officials with no commercial printing to report shall
    submit a signed negative report.

> Transactions that must be reported include work procured after the
> receipt of a JCP or GPO waiver, work procured under specific
> authorization of law, individual printing and related items costing
> \$1,000 or less that have a Public Printer authorization, and work of
> a kind that has not been routinely procured by or through the GPO.
> Each item of work must be identified on JCP Form 2 through use of a
> waiver number and date, the citation of a statute, or an asterisk in
> the waiver column, and an appropriate footnote.
>
> Do not report work procured through any GPO source, printed envelopes
> ordered through GSA contracts, or rebinding publications of any
> description. In addition, do not include orders procured outside the
> United States, provided the areas of origin and distribution of such
> orders are restricted to the non-U.S. area. (See JCP Regulation 46-3,
> 49-1 and 49-3.)

3.  [Acquisition of Power-operated Collators for Use in Facilities Other
    Than Printing Plants (JCP Form No. 3)]{.underline}. A report is
    required covering the acquisition (by any installation other than an
    authorized printing plant) of each power-operated collating machine
    listed in column 2 of the JCP Table \"Binding and Related
    Equipment\" (i.e., report the acquisition of \"COLLATING MACHINES,
    including stitching attachments, power-operated, sheet only\"). (See
    Attachment B.) Forward this report to the Department Printing
    Official, from the appropriate OPDIV Printing Official, on JCP Form
    No. 3 within 25 days after acquisition. Do not report collators that
    are features of copiers. (See JCP Regulation 50.)

> Further, acquisition of Tandem or two-unit perfecting presses by
> nonprinting facilities requires a report to the Department Printing
> Official, from the appropriate OPDIV Printing Official, within 25 days
> after acquisition (format unspecified). (See JCP Regulations, page 8,
> footnote 2.)

4.  [Annual Inventory of Stored Equipment (JCP Form No. 6)]{.underline}.
    You must prepare an annual inventory of all printing and printing
    related equipment stored in depots or warehouses on JCP Form No. 6.
    (Negative reports are not required.) OPDIVs reporting stored
    equipment shall forward this report to the Department Printing
    Official, from the appropriate OPDIV Printing Official, before
    November 19th of each year. (See JCP Regulation 53.)

5.  [Excess Equipment Disposal (JCP Form No. 7)]{.underline}. You must
    prepare a report covering the disposition of all items of printing
    or printing related equipment listed in the JCP tables of equipment.
    (See Attachment B.) This report shall be forwarded to the Department
    Printing Official, from the appropriate OPDIV Printing Official, on
    JCP Form No. 7 within 25 days after disposal. (See JCP Regulation 54
    and JCP Tables \"Normal Life of Printing Equipment\" and \"Condition
    and Evaluation Guide for Printing Equipment,\" pages 30 and 31 of
    the JCP Regulations.)

The JCP stocks its own forms which the OPDIVs may reproduce. (See
Attachment D for the format of the JCP reports, which are provided in
hard copy only.)

+-----------------------------------------------------------------------+
| > **JCP Reports**                                                     |
|                                                                       |
| -   JCP Form No. 1 (Rev. 3-71), Printing Plant Report *(not currently |
|     required in HHS)*                                                 |
|                                                                       |
| -   JCP Form No. 2 (Rev. 3-71), Commercial Printing Report            |
|                                                                       |
| -   JCP Form No. 3 (Rev. 3-63), Acquisition of Power-operated         |
|     Collators for Use in Facilities Other than Printing Plants        |
|                                                                       |
| -   JCP Form No. 4 (Rev. 3-63), Plants Primarily Concerned in Map     |
|     and/or Chart Production *(not currently required in HHS)*         |
|                                                                       |
| -   JCP Form No. 5 (Rev. 5-65), Annual Plant Inventory *(not          |
|     currently required in HHS)*                                       |
|                                                                       |
| -   JCP Form No. 6 (Rev. 5-65), Annual Inventory of Stored Equipment  |
|                                                                       |
| -   JCP Form No. 7 (Rev. 4-64), Excess Equipment Disposal             |
+-----------------------------------------------------------------------+

**Figure IX-2: JCP Reports**

CHAPTER X. GLOSSARY OF PRINTING ACRONYMS AND TERMS

**ASPA.** Assistant Secretary for Public Affairs

**Blanket Waiver.** An authority granted by the GPO on a fiscal year
basis for the purchase of reprints from a publisher when there is a cost
advantage to the government.

**Buy American Act.** The Buy American Act (41 U.S.C. 10) requires that
the government give preference to domestic end products.

**Comprehensive Printing Program Plan (CPPP).** The CPPP, a requirement
of JCP, is an annual plan addressing 14 specific areas of Congressional
concern. It is due no later than the date of submission to Congress of
the Department\'s annual requests for authorization and appropriations.

**Copying.** As distinguished from duplicating, copying is the
reproduction of written material using electrostatic, thermal or other
copying processes capable of making multiple copies of an original
without rehandling it.

**Copyright.** The exclusive legal right to reproduce, publish, and sell
the matter and form of a literary, musical, or artistic work. For
specific statutory definition(s), see 17 U.S.C. 101.

**Distribution Plan.** The ASPA manual requires that all publications
have an approved \"Distribution Plan\" (as part of the HHS Form 615)
which describes in detail the disposition of all copies requested.

**Duplicating.** For the purposes of this handbook, duplicating means
\"high-speed duplicating\" in which thousands of copies are produced in
machines running at high speed. The same rules and procedures that apply
to printing apply to duplicating.

**FAR.** The Federal Acquisition Regulation (FAR) is the general
procurement regulation of the Executive Branch of the Federal
government. Together with the HHSAR and the JCP regulations, these three
sets of regulations govern the acquisition of Department printing
products and services.

**Federal Depository Library Program (FDLP).** A program, authorized by
44 U.S.C. 1911, and managed by the Superintendent of Documents, GPO, to
make all government publications available to Federal depository
libraries for the general public\'s free use. This excludes publications
designated as for official use only, publications for strictly
administrative or operational purposes which have no public interest or
educational value, and publications classified for reasons of national
security.

**FIPS.** Federal Information Processing Standards published by the
National Institute of Standards and Technology, U.S. Department of
Commerce.

**FPMR.** The Federal Property Management Regulations, published at 41
CFR Subpart 101-25.5 by the General Services Administration, apply to
the acquisition of copiers. (See Chapter VI and Attachment G, Section 4,
for material on copiers.)

**FSS.** Federal Supply Service (of GSA) An authorized source for the
acquisition of envelopes, stationery, and stock standard forms.

**Government Printing and Binding Regulations.** These regulations are
published by the JCP of the Congress. The current version is No. 26,
February 1990.

**GPO.** The Government Printing Office, authorized by 44 U.S.C., is the
printer for the Federal government. All printing, binding, and
blank-book work for every executive department shall be procured through
the GPO in Washington, D.C., or the GPO Field Facility nearest to the
organization obtaining printing. (Fig IV-1) , unless specified
exceptions apply.

**GSA.** Government Services Administration

**HHSAR.** The HHS Acquisition Regulation (HHSAR) is the Department
specific Procurement Regulation. Together with the FAR and the JCP
regulations these three sets of regulations govern the acquisition of
Department printing products and services.

**Indicia.** Indicia (plural of indicium) are defined by the United
States Postal Service (USPS) as the imprinted designations used on mail
pieces denoting method of postage payment (USPS Publication 25). (Also,
see JCP Regulation 32.)

**JCP.** The Joint Committee on Printing, one of the few joint
committees of the Congress, is authorized by 44 U.S.C. to assure
effective and efficient printing throughout the Federal government. It
\"may use any measure it considers necessary to remedy neglect, delay,
duplication, or waste in the public printing\...\"

**NARA.** National Archives and Records Administration

**Notification of Intent to Publish.** This is the form (SF 3868)
required by the SupDocs in order to determine sales and FDLP
requirements (see SupDocs below).

**OMB.** Office of Management and Budget (OMB) acting for the President,
approves the use of all appropriated funds for the purpose of, among
other things, acquiring journals, magazines, periodicals, and similar
publications.

**Paper Specifications.** Use of papers identified by the \"Government
Paper Specification Standards\" is mandatory, unless otherwise
authorized by the JCP. (See JCP Regulation 34-2).

**Patented or Printed Edge Index.** Printed edge indexes are a device to
help locate the desired section or page of a book and can be beneficial
in some classes of reference books. Due to cost considerations, use such
indexes sparingly. Use of a patented edge index involves extra charges
for a license authorizing such usage, and should be avoided.

**Printing.** Printing includes the processes of composition,
platemaking, press work, duplicating , silk screen processes, binding,
microform, and the end items of such processes. Note: Title 44 now
includes the term \"duplicating\" in the definition of printing.

**Printing Equipment.** \"Printing equipment\" includes equipment that
is usable in government printing and binding operations and improved
processes, operations, or equipment which will be used as a substitute
for printing or binding processes.

**Printing Plants.** The Department does not own or operate a printing
plant; rather, HHS can and does operate/contract for the operation of
Departmental copying facilities.

**Reprints.** Reprints, as distinguished by the JCP from separates, are
additional copies of an article or magazine purchased after the article
was published.

**RPPO.** GPO\'s Regional Printing Procurement Offices

**Separates.** Separates are additional copies of an article or magazine
purchased at the time that the article is published. This Department has
a blanket waiver from the JCP for the acquisition of separates.

**Superintendent of Documents (SupDocs).** The SupDocs, a function
within the GPO, is charged with assuring the availability of all Federal
government publications to Federal depository libraries. Agencies must
prepare and submit a \"Notification of Intent to Publish\" (GPO Form
3868) to the Superintendent of Documents, furnishing all necessary
information for FDLP distribution and/or sale of all their publications.

**Tables of Equipment.** The JCP Printing Regulations provide four
tables that identify: (1) composing, (2) platemaking, (3) printing
presses, and (4) binding and related equipment. OPDIV Heads or designees
may approve equipment acquisitions for all transactions listed with an
\"X\" in column (2) of the JCP Tables of Equipment. OPDIV heads have
generally delegated this authority to their Printing Officials.

**USPS.** United States Postal Service

**Waiver.** A waiver is an authorization from the JCP (or in some
limited cases, from the GPO) to acquire printing services using sources
other than the GPO. By statute, Directors of NIH Institutes have the
authority to have work printed privately without requesting a waiver
from JCP.

[ATTACHMENTS](http://intranet.hhs.gov/progorg/oirm/printing/handbook.html#ATTACH)