**December 23, 1982 MP-1, Part II**

**Chapter 9**

**CONTENTS**

**CHAPTER 9. PRINTING AND REPRODUCTION**

**PARAGRAPH PAGE**

1\. PURPOSE 9-1

2\. AUTHORITY

a\. Public Printing and Documents Act (Title 44, United States Code) 9-1

b\. Government Printing and Binding Regulations 9-1

c\. VA Printing Control System for Periodicals and Pamphlets (App. A)
9-1

3\. DEFINITIONS

a\. Printing 9-1

b\. Printing Plant 9-1

c\. Federal Printing 9-1

d\. Duplicating 9-1

e\. Microform Duplicating 9-1

f\. Microform Production Unit 9-1

g\. Copy Preparation 9-1

h\. Production Unit 9-1

i\. Binding 9-1

j\. Initial Distribution 9-1

k\. VA Printing Control System for Periodicals and Pamphlets (App. A)
9-1

4\. GENERAL POLICIES

a\. Legality of and Necessity for Printing 9-1

b\. Liaison With Joint Committee on Printing and the Government Printing

Office 9-5

c\. Policies on Material Being Published 9-5

d\. Material Not To Be Printed at Government Expense 9-7

5\. RESPONSIBILITIES

a\. The Director, Office of Administration 9-7

b\. The Department and Staff Office Heads 9-8

c\. Field Station Heads 9-8

6\. THERAPEUTIC PRINTING PLANTS

a\. Authority 9-8

**December 23, 1982 MP-1, Part II**

**Chapter 9**

b\. Policies and Procedures 9-8

7\. REPORTS AND INVENTORIES

a\. Reports Required by the Joint Committee on Printing 9-8

b\. Inventory of Reproduction Equipment, VA Form 3-7903 9-9

End of Page 9-i

8\. EQUIPMENT

a\. Review of Requests for the Purchase, Rental, Exchange, Transfer

or Disposal of Equipment 9-9

b\. Classification of Equipment 9-9

c\. Recommendation and Justification 9-9

TABLE A 9-11

EXHIBIT A 9-12

APPENDIX

A. Printing Control System for Periodicals and Pamphlets 9-App. A-1

End of Page 9-ii

**December 23, 1982 MP-1, Part II**

**Chapter 9**

**CHAPTER 9. PRINTING AND REPRODUCTION**

**1. PURPOSE**

This chapter prescribes the authority, policies, responsibilities,
standards, and mandatory procedures governing printing, duplicating,
graphic arts, copying, microform and allied services.

**2. AUTHORITY**

**a. Public Printing and Documents Act (Title 44, United States Code).**
Under this act, a Joint Committee on Printing is authorized. It consists
of three Senators and three Representatives (44 U.S.C. 101). This
committee may use any measures it considers necessary to remedy neglect,
delay, duplication, or waste in the public printing and binding and the
distribution of Government publications (44 U.S.C.103).

**b. Government Printing and Binding Regulations.** These are published
by the Joint Committee on Printing, Congress of the United States.

**\[c.** **VA Printing Control System for Periodicals and Pamphlets
(App. A).** The VA Control System is the implementation of policies and
guidelines contained in OMB Bulletin 81-16, dated April 21, 1981. The
Control System was approved by OMB on August 6, 1981.\]

**3. DEFINITIONS**

**a.** **Printing.** The term \"printing\" shall be construed to include
and apply to the processes of composition, platemaking, presswork,
binding and microform; the equipment as classified in table A and used
in such processes; and the end items produced by such processes and
equipment. Composition shall include hot-metal, cold-type,
photocomposition, or any other method which directly provides justified
right margins for the purpose of producing camera-ready copy when such
material is to be used in the production of printing.

**b.** **Printing Plant.** The term \"printing plant,\" means any plant
which produces \"printing,\" as defined in subparagraph a above, owned
or operated wholly or in part by the Government or at Government
expense, and shall include all such plants located on property owned or
controlled by the Government

**c.** **Federal Printing.** This term means all printing as defined in
subparagraph a above, irrespective of its origination, where it is
produced or procured or its ultimate end-use. Determination as to where
all Federal printing is to be procured shall be by the \[Director,
Office of Administration\] (036D).

**d. Duplicating.** The term \"duplicating\" means that material
produced by use of (1) equipment listed under \"Copiers/Duplicators\" in
table A, and (2) stencils, masters, and plates which are to be used on
single unit duplicating equipment not larger than 11 by 17 inches, and
which have a maximum image of 10-3/4 by 14-1/4 inches, and are prepared
by methods or devices that do not

**December 23, 1982 MP-1, Part II**

**Chapter 9**

utilize reusable contact negatives and/or positives prepared with a
camera requiring a darkroom. *(NOTE: Metal printing plates are not be
made on station =, nor will they be procured commercially.)* No more
than 5,000 production unites shall be produced of any page and items
consisting of multiple pages will not exceed 25,000 production units in
the aggregate, without prior approval of the \[Associate\] Director,
Publications Service, Central Office. A report listing individual jobs
by title, quantity (pages and copies), dated, and where done, which
exceed either the 5,000 or 25,000 production unites will be forwarded to
the \[Associate\] Director, Publications Service, Central Office (036),
not later than 15 days after the close of each quarter.

**e. Microform Duplicating.** Production of not more than 250 duplicates
may be made from the original microform, as defined in paragraph 3f.

**f. Microform Production Unit.** A production unit for microform is
defined as one roll of microfilm 100 feet in length or one microfiche.

**g. Copy Preparation.** This term means the preparation of final copy,
stencil, spirit master, direct-image plate, or other material from which
copies may be obtained.

**h. Production Unit.** A production unit means one sheet, size 81/2 x
11 inches printed on one side only, one color.

**i. Binding.** Fastening together or reinforcing sections of books,
pamphlets, or single sheets of paper by sewing, stapling or stitching,
and all other related fastening operations or processes. This includes
folding, punching, drilling, gluing, trimming, covering, stamping or
lettering.

**j. Initial Distribution**. This is the first distribution of new or
revised publications, forms, form letters or other printed or duplicated
material.

\[**k. VA Printing Control System for periodicals and Pamphlets (App.
A).** The Control System is the plan for development and
procurement/production of periodicals and pamphlets necessary to the
VA\'s mission.\]

**4. GENERAL POLICIES**

**a. Legality of and Necessity for Printing**

**(1) Legal Requirements.** All printing, binding, and blankbook work
shall be done at the Government Printing Office,

End of Page 9-1

except such classes of work as have been authorized by the Joint
Committee on Printing to be done elsewhere. (44 U.S.C. 501 and 502.)

**December 23, 1982 MP-1, Part II**

**Chapter 9**

**(2) Legal Restrictions.** The coping and reproduction of the material
listed below is prohibited. Doubtful material and questions concerning
the applicability of the \"fair use\" exception provided in the
copyright law Public Law 94-553, will be referred by field stations
through appropriate channels to the District Counsel, and by Central
Office to the General Counsel through the appropriate department or
staff office.

\(a\) Obligations and securities of the U.S. Government including:

1\. Bonds, coupons, treasury notes, gold and sliver certificates, and
certificates of indebtedness.

2\. United States and fractional notes, national bank currency, coins or
money (in my form), and certificates of deposit.

3\. Bills, checks, or drafts for money, drawn by or upon authorized
officers of the United States.

4\. Stamps and other representatives of value issued under any
congressional act.

5\. Adjusted compensation certificates for World War I veterans.

*NOTE: Internal Revenue stamps can be reproduced only when necessary for
lawful purposes to copy a legal document which bears a canceled revenue
stamp.*

\(b\) Obligations of any foreign Government, bank, or corporation.

\(c\) Amateur radio operators\' licenses In certain States, automobile
and drivers\' licenses, and automobile titles.

\(d\) Certificate of citizenship or naturalization, immigration papers
and passports, and draft cards.

\(e\) Copyrighted material (without the copyright owner\'s permission),
except as described herein. VA libraries, and library employees acting
in their official capacities, are allowed, under Public Law 94-553
(effective January 1, 1978), to make single copies or phonorecords of a
work, only for purposes outlined in that law. This right to reproduce
works is limited to isolated and unrelated reproduction, and a library
must cease to make such copies if there is evidence to suggest that in
so doing it is engaging in related or concerted reproduction or
distribution of multiple copies of the same material. Systematic
reproduction or distribution of single or multiple copies of articles
from a collection or periodical must also be avoided. In addition to the
limited exemption provided to libraries under Public Law 94-553, the law
also permits \"fair use\" of a copyrighted work for purposes such as
criticism, comment, news reporting, teaching (including multiple copies
for classroom use), scholarship, or research. Whether the copying in
such instances constitutes a fair use depends on: (1) the purpose and
character of the use, including whether such use is of a commercial
nature or is for nonprofit, educational purposes; (2) the nature of the
copyrighted work;

**December 23, 1982 MP-1, Part II**

**Chapter 9**

\(3\) the amount and substantiality of the portion used in relation to
the copyrighted work as whole; and (4) the effect of the use upon the
potential marker for or value of the copyrighted work.

**(3) Plant Authorization.** No printing plant shall be operated without
prior authorization by the Joint Committee on Printing; nor shall any
plant be moved from the building in which it was authorized for
operation, or disestablished without prior authority of the committee.

\(a\) The VA has been authorized to operate on Federal Printing plant.
This plant, which is the responsibility of the \[Director, Office of
Administration\], is authorized to do such Federal printing, binding,
and blankbook work as may be performed within the efficient and
economical capacities of the equipment.

\(b\) The VA has also been authorized to operate therapeutic printing
plants at certain VA installations. These plants will be established and
disestablished only by direction of the Chief Medical Director and with
the approval of the Deputy Administrator. (See M-2,pt.VIII,par.1.06.)

\(4\) Field Duplicating Activities. Field stations are authorized to
operate duplicating activities. These activities are restricted by a
quantity limitation on production, as well as items which should not be
duplicated locally. Duplicating may no exceed 5,000 production units of
81/2 by 11 single-page items nor exceed 25,000 production units of
multiple-page items in the aggregate. Quantities in excess of these
limitations, or in excess of station capacity, as well as those items
not authorized for local station duplication, will be procured in
accordance with VA Procurement Regulations, Part 8-5, \"Special and
Directed Sources of Supply.\" (NOTE: See par. 3d, for quantity
limitation exceptions and reporting.) Therefore, as specified, field
stations will procure such duplicating, printing and related services
from the Government Printing Office Regional Printing Procurement
Offices in their respective areas, or from the proper sources as listed
in appendix A of these same Regulations. Commercial printing facilities
may be utilized, provided a term-contract has been negotiated by the
appropriate GPO Regional Printing Procurement office. The Regional
Printing Procurement Offices are listed below:

End of Page 9-2

**December 23, 1982 MP-1, Part II**

**Chapter 9**

Region 1

U.S. Government Printing Office

Regional Printing Procurement Office

John W. McCormack Post Office and Court House

Post Office Square

Room 1400

Boston, Massachusetts 02109

Telephone: 617-223-7566

Region 2

U.S. Government Printing Office

Regional Printing Procurement Office

\[18001 Roosevelt Boulevard\]

\[3d Floor, Suite 306\]

Philadelphia, Pennsylvania \[19152\]

Telephone: 215-\[951-5441\] or

FTS \[486-5441\]

U.S. Government Printing Office

Regional Printing Procurement Office

201 Varick Street

7th Floor, \[Room 752\]

New York, New York 10014

Telephone: 212-620-\[3321 or 660-3325\]

Region 3

U.S. Government Printing Office

Regional Printing Procurement Office

Building 720-B

Langley A.F.B., Virginia 23665

Telephone: 804-827-2553 or

\[FTS 928-2553\]

Region 4

U.S. Government Printing Office

Regional Printing Procurement Office

\[75 Spring Street, SW.\]

Room \[788\]

Atlanta, Georgia \[30303\]

Telephone: 404-\[221-5198\]

\[FTS 242-5198\]

**December 23, 1982 MP-1, Part II**

**Chapter 9**

Region 5

U.S. Government Printing Office

Regional Printing Procurement Office

\[610 S. Canal Street Room 1051\]

Chicago, Illinois 60607

Telephone: 312-353-3916

\[FTS 353-3916\]

U.S. Government Printing Office

Regional Printing Procurement Office

\[200 North High Street\]

Room \[34\]

Columbus, Ohio 43215

Telephone: 615-469-6884

\[FTS 943-6884

Region 6

U.S. Government Printing Office

Regional Printing Procurement Office

210 North \[Tucker Boulevard\], Room 1466

St. Louis, Missouri 63101

Telephone: 314-\[425-4371\]

\[FTS 279-0451\]

Region 7

U.S. Government Printing Office

Regional Printing Procurement Office

1100 Commerce Street

Room \[3B7\]

Dallas, Texas \[75242\]

Telephone: 214-\[767-0451\]

\[FTS 729-0451\]

Region 8

U.S. Government Printing Office

Regional Printing Procurement Office

Denver Federal Center

Building 53, Room H-1004

Denver, Colorado 80225

Telephone: 303-\[234\]-2139

\[FTS 234-2139\]

**December 23, 1982 MP-1, Part II**

**Chapter 9**

Region 9

U.S. Government Printing Office

Regional Printing Procurement Office

Room 2E26

15000 Aviation Boulevard

Lawndale, California 90261

Telephone: 213-536-6650

\[FTS 966-6650

U.S. Government Printing Office

Regional Printing Procurement Office

\[620 Folsom Street\]

San Francisco, California \[94107\]

Telephone: 415-\[454-0847 or 974-0847\]

Region 10

U.S. Government Printing Office

Regional Printing Procurement Office

\[4735 Marginal Way, South\]

Seattle, Washington 98134

Telephone: 206-764-3726\]

\[FTS 399-3726\]

**December 23, 1982 MP-1, Part II**

**Chapter 9**

\(a\) The VA has designed and authorized the use of certain forms and
form letters that lend themselves to local reproduction from preprinted
offset plates (masters) and die impressed stencils, provided local
repetitive fill-in data are added prior to reproduction. These forms and
form letters are listed in VA Catalog 1, \"Standardized Forms and Form
Letters.\"

**(b) Procedure for Using these Preprinted Offset Plates and Die
Impressed Stencils:**

1\. Do not make additions or deletions to the test of form letters.

2\. Maximum benefits will be realized by careful analysis of each form
or form letter to determine, prior to reproduction, that all repetitive
fill-in data have been included. Examples of repetitive data: local
station address, mail routing symbol, station number, appropriation
symbols, title of signing official, etc. Special consideration will be
given to items that are to be placed in stock that contain repetitive
fill-in data that is subject to change, so as to minimize the creation
of obsolete stocks.

3\. Destroy immediately after use regardless of the quantity produced.
Obtain replenishment stocks in accordance with VA Catalog 1 only. This
maintains optimum quality control and informs controlling departments
and staff offices that the items are in use.

**(5) Printing Requirements Resulting From Contracts for Equipment and
Services, and Grants.** Except when specifically authorized by the Joint
Committee on Printing, the inclusion of printing, as defined in
paragraph 3a, within contracts or grants is prohibited.

End of Page 9-3

**December 23, 1982 MP-1, Part II**

**Chapter 9**

Page 9-4 is a map

**December 23, 1982 MP-1, Part II**

**Chapter 9**

\(a\) This includes contracts for the manufacture and/or operation of
equipment and for services such as architectural, engineering, and
research.

\(b\) This does no preclude:

1\. The procurement of writing, editing, preparation of manuscript copy,
preparation of related illustrative material as a part of contracts or
from grantees; or the internal printing requirements of the grantee
required to respond to the terms of the grant; or incidental printing,
e.g., forms and instructional materials to be used by the contractor ,
as may be required to respond to the terms of a contract.

2\. The issuance of grants for the support of non-government
publications, provided such grants were issued pursuant to an
authorization of law and were not made primarily or substantially for
the purpose of having material printed for the use of any department or
agency of the Government.

3\. The publication of findings by grantees within the terms of their
grants provided that publication is not primarily or substantially for
the purpose of having such findings printed for the use of a department
or agency of the Government.

\(c\) The \[Director, Office of Administration,\] will advise and assist
in the application of this requirement and request prior authority of
the Joint Committee on Printing, when appropriate.

**(6) Printing by Private Publishers of Material Created by Appropriated
Funds.** When appropriated funds are used to create information for
publication, the printing and binding of that information is subject to
the provisions of sections 103 and 501 of title 44, United States Code,
and it shall not be made available to a private publisher for initial
publication without the prior approval of the Joint Committee on
Printing. The \[Director, Office of Administration\], will advise and
assist in the application of this requirement and request prior
authority of the Joint committee on Printing, when appropriate.

**b. Liaison With Joint Committee on Printing and the Government
Printing Office.** All matters pertaining to printing, binding,
microform, and the distribution of printed matter will be referred to
the Joint Committee on Printing and to the Government Printing Office by
and through the \[Director, Office of Administration\], or designee.

**c. Policies on Material Being Published**

**(1) Identification of Publications.** All documents and publications
printed at Government expense shall have printed thereon the name of the
branch, bureau, department, or office of the Government issuing the same
and the date of issuance. If copies are for sale, the selling price and
where obtainable shall also be shown.

**(2) Art Signatures.** When the size of signatures on freehand art is
out of proportion or relation to the design, the copy is unacceptable
and shall not be printed unless the signature is

**December 23, 1982 MP-1, Part II**

**Chapter 9**

removed or sufficiently reduced in size. Signatures of technical
illustrators, designers, typographers or layout artists shall not be
printed.

**(3) Authors\' Names on Covers.** Personal names shall not be printed
on the covers of publications for the purpose of identifying authorship,
unless authorized by the Joint Committee on Printing.

**(4) Credit Lines: Courtesy and Copyright**

**(a) Courtesy Credit Lines.** Courtesy credit lines are permissible
only for uncopyrighted materials contributed or loaned by
nongovernmental parties. They shall be subordinate in size of type to
that of both text and legends for illustrations. When all materials have
come from a single nongovernmental source, credit lines shall be given
only in an undisplayed paragraph.

**(b) Copyright Notices**. Copyright notices shall be subordinated in
size of type to that of both text and legends for illustrations. When
privately copyrighted material is reprinted in a Government publication,
notice of copyright is essential in order that the public not be misled.

**(5) Copyright Release.** When a decision has been made that the use of
copyrighted material is essential to the usefulness of the publication
to be printed, the Publications control Officer concerned will insure
that a copyright release has been obtained from the copyright release
will be field and maintained in the history file pertaining to the
publication.

**(6) Color Printing**

\(a\) Generally, printing in two or more colors increases costs and will
not be used unless there is assurance that the additional color(s) will
contribute demonstrable value to achieving a greater fulfillment of the
ultimate end-purpose of the printing.

1\. Demonstrably valuable multicolor printing includes the following
categories:

a\. Maps and technical diagrams where additional color is necessary for
clarity.

End of Page 9-5

b\. Object identification (medical specimens, diseases, flags, uniforms,
etc.).

c\. Safety programs, fire prevention, savings bond program, incentive
award posters, and competitive areas of good recruiting.

d\. Printing for programs required by law, whose relative success or
failure is in direct ratio 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 proposed to be used.

**December 23, 1982 MP-1, Part II**

**Chapter 9**

e\. Color for promotional and motivational purposes such as programs
concerning public health, safety, consumer benefits; or to encourage
utilization of government facilities such as certain veterans programs.

2\. Multicolor printing which does not meet the demonstrably valuable
contribution requirement includes the following categories:

a\. Items wherein additional color is used primarily for decorative
effect.

b\. Items where additional color is used primarily in lieu of effective
layout and design.

c\. Items where additional color is used excessively, i.e., four colors
when two or three will fulfill the need; three colors when two are
adequate; two colors when one-with or without reverse treatment-is
adequate.

d\. Items wherein the inclusion of multicolor does not reflect careful,
competent advance planning which recognizes the contribution the use of
color is expected to make to the ultimate end-purpose.

\(b\) Requests for multicolor printing which are not within the
categories cited in subparagraph (6)(a)1 above, will be submitted by
department or staff office heads to the Deputy Administrator for
approval. Requests will include complete justification, any adverse
effects that may be anticipate if color is not used, and an estimated
cost for the additional color(s).

**(7) Illustrations.** Illustrations are to be used in Government
printed matter only when they:

\(a\) Relate entirely to the transaction of public business and are in
the public interest.

\(b\) Relate directly to the subject matter and are necessary to explain
the text.

\(c\) Do not serve to aggrandize any individual.

\(d\) Are in good taste and do not offend proper sensibilities.

\(e\) Are restricted to the minimum size necessary to accomplish their
purpose.

\(f\) Illustrate employees actually engaged in an act or service related
to their official duties.

**(8)** Mailing: Self-Mailer Technique. The postage indicia and mailing
address shall be imprinted directly upon printed materials rather than
using separate envelopes for mailing whenever such technique will prove
feasible and economical, and in accordance with existing postal
regulations.

**December 23, 1982 MP-1, Part II**

**Chapter 9**

**(9) DISTRIBUTION OF PUBLICATIONS**

**(a) Allocation of Publications to Members of Congress.** No department
of the Government shall allocate publication to the credit of any Member
of Congress unless such allocation is specifically provided for by law.

**(b) Free Distribution.** The VA will not make free distribution of
publications to any private individual or private organization in
quantities exceeding 50 copies without prior approval of the Joint
Committee on Printing. However, this quantity limitation shall not apply
when the production cost of the publications to be distributed is less
than \$100. Requests for approval shall list the name of the person or
organization desiring the same, and the number of copies desired. This
restriction includes the free distribution of departmental regulatory
and other material turned over to trade associations in bulk for
distribution to names on their mailing lists. Within these restrictions
the VA will furnish pertinent publications and forms to other Federal
agencies, accredited representatives of recognized service
organizations, State, county, or municipal veterans service centers or
departments, and to schools, colleges, service and welfare organizations
representing or providing service to veterans. Committee approval is not
required when the initiative for distribution through nongovernmental
facilities is taken by the VA.

**(c) Mailing Lists**. The VA will make necessary revisions in mailing
lists at least once each year in order to eliminate waste in Government
funds caused by publications being improperly addressed or mailed to
persons no longer desiring them. It is the judgment of the Joint
Committee on Printing that the use of titles on mailing lists in lieu of
names will reduce the cost of list maintenance.

\[**(10) Control Plan for Pamphlets and Periodicals.** The Control Plan
for pamphlets and periodicals established in appendix A should be
followed in the development,

End of Page 9-6

procurement and/or production and distribution of pamphlets and
periodicals.

**d. Material Not To Be Printed at Government Expense**

**(1) Private or Commercial Work.** No work of a private or commercial
nature may be accomplished at any Government plant even though the
Government is reimbursed therefor. (44 U.S.C. 1102 and 1118)

**(2) Almanacs.** Almanacs will not be published at Government expense.

**(3) Advertisements, Commercial.** Except as provided in subparagraphs
c(2) and (4) above, no Government publication or other Government
printed matter, prepared or produced with either appropriated or non
appropriated funds or identified with an activity of the Government,
shall contain any advertisement inserted by or for any private
individual, firm or corporation; or contain

**December 23, 1982 MP-1, Part II**

**Chapter 9**

material which implies in any manner that the Government endorses or
favors any specific commercial product, commodity, or service.

**(4) Cards**

**(a) Cards: Business and Greeting**. Printing or engraving of calling
or greeting cards is considered to be personal rather than official and
shall not be done at Government expense. Department and staff office
heads and Directors and Managers, however, may at their discretion
authorize personnel to print calling and business cards at private
expense, with or without the reproduction of the VA insignia, whenever
they deem such action will tend to advance the aims, purposes and
mission of VA.

**(b) Cards: Christmas.** The printing of Christmas cards at Government
expense is prohibited. Such printing cost is a personal rather that an
official expense (7 Comp. Gen. 481).

**(5) \"Compliments\" Forbidden.** Reports, documents, or publications
distributed by the VA may not contain a notice that it is sent with
\"the compliments\" of an officer of the Government, or with a special
notice that it is so sent. Exception: A notice that it has been sent,
with a request for an acknowledgment of its receipt, may be given (44
U.S.C. 1106).

**(6)** Personalized Stationery. The printing of VA Officials\' names on
official stationery may be accomplished only after approval by the Joint
Committee on Printing. Personalized second sheets will not be produced
or procured at Government expense.

**(7) Publications as an Employee Morale Factor.** There is no authority
for VA to issue any publication whose principal objective is the
development of employee morale (85 Op.Sol.263).

**(8) Newspaper and Newsletters.** See MP-5, part I, chapter 790,
paragraph 8 for policies and procedures applicable to these media. See
in particular paragraph 8b(2) regarding prohibited use of appropriate
funds for employee-sponsored newspapers or other expenses incidental
thereto.

**5. RESPONSIBILITIES**

**a. The Director, Office of Administration**

\(1\) The Director, Office of Administration maintains direct
supervision of a central printing and publications management
organization with responsibility for the conduct of a coordinated
program controlling the development, production, procurement or
distribution of materials through the utilization of conventional
printing and binding methods or through the utilization of multiple copy
microform methods. The central printing and publications management
organization also will maintain responsibility and control of
duplicating equipment and automatic copy-processing or
copier-duplicating machines.

\(2\) The Director, Office of Administration, is responsible for the
agency\'s system of production, procurement, storage and distribution of
printed or duplicated materials. In this capacity provides advice and
assistance to departments, staff office heads, and field stations.

**December 23, 1982 MP-1, Part II**

**Chapter 9**

\(3\) Reviews requests for the acquisition (purchase, rental, exchange,
donation or transfer) or disposal of equipment proposed by departments
or staff offices and field stations. (See par.8 and table A for
equipment requiring review.) No printing (including tape operated,
justifying, composing machines) offset duplicating, copying, and related
equipment may be acquired by departments, staff offices, and field
stations without the review of the Director, Office of Administration
and prior approval of the Deputy Administrator.

\(4\) through a centralized service, controls the actual production and
procurement of printed material as well as its storage and distribution.

\(5\) Provides a complete printing service including composition,
editorial, and art service; a printing plant and a Forms and
Publications Depot.

\(6\) Conducts periodic onsite reviews of the duplicating and copying
operations of field stations in cooperation with appropriate Central
Office officials for the purpose of ensuring compliance with regulations
and cost effective operations.

End of Page 9-7

\(7\) Serves as liaison with the Joint Committee on Printing, the Pubic
Printer and other Federal agencies as appropriate in these matters.

**b. The Department and Staff Office Heads.** The department and staff
office heads are jointly and individually responsible for the
development of printing material. It is the responsibility of these
officials (1) to ensure that the content of the material to be printed
is in accord with governing laws and policies, (2) to ensure that the
material has been properly coordinated with interested officials, (3) to
ensure that necessary approval has been obtained, (4) to ensure that the
most economical and efficient method of printing and reproduction is
selected and that only the quantity of material actually needed is
printed, distributed and stored, and (5) to ensure that the development
of pamphlets and periodicals is in conformance with appendix A.

**c. Field Station Heads.** The field station head is responsible to the
department or staff office head for providing economical centralized
duplicating, storage and distribution services for all printed or
duplicated material.

**6. THERAPEUTIC PRINTING PLANTS**

**a. Authority**. Therapeutic printing plants, authorized by the Joint
Committee on Printing, are established for the sole purpose of patient
treatment as prescribed by a physician. No printers or reproduction
personnel may be employed in these plants and any actual printing
accomplished is merely a byproduct of therapeutic objectives.

**b. Policies and Procedures**

\(1\) Printing in two or more colors is permitted for patient treatment.
However, to remove any doubt as to where such multicolor printing was
produced, an imprint giving credit to the therapeutic

**December 23, 1982 MP-1, Part II**

**Chapter 9**

printing plant will be displayed inconspicuously. the following imprint
format will be used: \"VAMC, PM&RS, Brockton, Mass.\"; \'VAMC 7 ROC,
PM&RS, Jackson, Miss.\"

\(2\) Adherence to work schedules, deadlines, and other practices
commonly found in the printing environment will not be permitted in
therapeutic printing plants.

\(3\) The Chief Medical Director will prescribe other practices commonly
found in the printing plants.

**7. REPORTS AND INVENTORIES**

**a. Reports Required by the Joint Committee on Printing.** The
following reports will be submitted to reach the Office of
\[Administration (036)\] on the dates specified. \[ \] The agency report
to the Joint Committee on Printing will be prepared by Office of
Administration and one copy of each field station report will be
furnished the parent department or staff office.

**(1) JCP Form No. 1 \[ \]-Printing Plant Report.** Publications Service
is the only element in VA which submits this report. It will be
submitted on a semiannual basis within \[60\] calendar days after the
close of reporting periods covered by October-March and April-September.

**(2) JCP Form No. 2 (RCS-Mas-2)-Commercial Printing Report.** This
report is due to reach the \[Office of Administration (97)\] on a
semiannual basis within 30 calendar days after the close of reporting
periods covered by October-March and April-September. Only positive
reports will be submitted and they will be submitted in triplicate on
JCP Form No. 2. Stations having a combined procurement activity will
submit a separate report for each station.

\(a\) Individual printing and related items costing \$500 or less per
line item may be procured without reference to the Government Printing
Office Regional Printing Procurement Offices, provided that:

1\. They are not a continuing repetitive nature, and

2\. are not conducive to the establishment of an open-end indefinite
quantity type contract, and

3\. cannot be ordered against existing GPO contracts.

4\. These orders must be reported and identified on JCP Form No. 2
through use of an asterisk in the waiver column and an appropriate
footnote.

\(b\) The following procurement actions do NOT require reporting.
Negative reports will NOT be submitted:

1\. Work procured through GPO Regional Printing Procurement Offices, GPO
Central Office, GPO Field or Departmental Service Office or GPO
decentralized contracts.

**December 23, 1982 MP-1, Part II**

**Chapter 9**

2\. Work procured through General Services Administration decentralized
contracts for printed envelopes.

3\. Work procured to rebind books, journals, periodicals, records, etc.,
rebound in accordance with VAPR Section 8-1.305-51. Examples: Rebinding
several journals or periodicals (magazines) required for reference
collections into one volume; and rebinding autopsy protocols or surgical
reports into permanent volumes.

End of Page 9-8

**(3) JCP Form No. 5 \[ \] Annual Plant Inventory.** \[ \] Publications
Service will submit this report annually for the year ending September
30. The inventory will consist only of printing equipment such as
appears in table A. Some of the items that would not be included would
be type fonts, furniture used with type, tools, chases, quoin keys,
motors and accessory items. NOTE: If all equipment is stored and not in
use , and is reported on JCP Form No. 6, below, it will not be necessary
to submit a negative report.

**(4) JCP Form No. 6 (RCS-MAS-4)-Annual Inventory of Stored Equipment.**
This report will be submitted in triplicate and is due by October 31.
Publications Service and therapeutic printing plants will submit this
report annually for the year ending September 30. List all printing,
binding and related or auxiliary equipment in storage at depots,
warehouses, etc. NOTE: If all equipment is being used and is reported on
JCP Form No. 5, above, it will not be necessary to submit a negative
report.

**(5) RCS 036-1-Annual Listing of Authorized Therapeutic Printing
Plants**. This report will be submitted in triplicate and is due within
20 workdays after the close of the fiscal year.

b\. Inventory of Reproduction Equipment, VA Form 3-7903

\(1\) Current Inventory. When requesting the acquisition of equipment
which requires the review of the Director, Office of Administration,
Central Office, a current inventory of all the same or related type of
equipment owned, operated or controlled by the station will be prepared
and justification required by MP-2, subchapter E, sections
108-26.5103-1, 108-26.5103-4, and VAPR 8-74.108-1.

\(2\) Exemptions From This Inventory

\(a\) Equipment used in Publications Service printing plant and reported
under paragraph 7a.

\(b\) Equipment used in authorized therapeutic printing plants and
reported under paragraph 7a.

\(c\) Equipment specifically exempt by footnotes in table A.

**December 23, 1982 MP-1, Part II**

**Chapter 9**

**8. EQUIPMENT**

**a. Review of Requests for the Purchase, Rental, Exchange, Transfer or
Disposal of Equipment.** On a VA-wide basis, the Director, Office of
Administration, reviews requests for the purchase, rental, exchange,
transfer or disposal of equipment listed in table A, unless otherwise
indicated by Notes on the table.

**b. Classification of Equipment.** Determination as to classification
has been made on certain basic types of equipment, as indicated in table
A which is provided for guidance. This table gives basic, representative
types of equipment only, and should not be considered as an
all-inclusive listing.

**c. Recommendation and Justification.** Requests for acquisition or
disposal of equipment submitted to the Director, Office of
Administration, Central Office, for prior review and recommendation to
the Deputy Administrator, as required by paragraph 5a(3), will include
the following:

**(1) Recommendation.** A recommendation for approval made by the
appropriate Central Office program official after review and evaluation.

**(2) Justification.** When requesting acquisition include justification
as outlined in MP-2, subchapter E, sections 108-26.5103-1,
108-26.5103-4, and VAPR 8-74.108-1.

End of Page 9-9

**December 23, 1982 MP-1, Part II**

**Chapter 9**

**Table A**

**PRINTING AND REPRODUCTION EQUIPMENT**

Binding machines, adhesive, wire or plastic, hand-operated and electric
table models.

Cameras, composing.

Cold type composing machines:

Keyboards, tape activated, for operating phototypesetting machines. 1

Collating machines, manually or power operated, sheet and/or signatures.
2

Computer output microform (COM) devices. 3

Copiers/Duplicators:

Automatic copy-processing or copier-duplicating machines, producing
copies by electrostatic, thermal, or other copying processes.

*(NOTE: Change from rental to purchase or replacement of like equipment
is not authorized without prior approval of the Deputy Administrator,
see par.5a(3))*

Cornering machines, paper, manually or power-operated.

Cutters:

Paper, manually or power-operated.

Dampener cleaners, press.

Drilling machines, paper, power-operated.

Duplicators:

Offset, lithographic, sheet-fed (11X17 inches with image maximum of
10-3/4x14-1/4 inches).

Offset platemaking units *(Not requiring the use of negatives for metal
plates.)*

Photocomposition devices, display matter.

Silk screen process unit, power-operated.

Stapling machines, paper, wire spools or preformed staples,
power-operated, except electric table models.

Stitching machines, paper, power-operated (single and multihead).

\_\_\_\_\_\_\_\_\_\_\_\_\_\_

1 Word Processing machines require approval by the Deputy Administrator
only if used to set type for duplicating/printing.

2 Acquisition of all power-operated collating machines will be reported
on JCP Form No. 3 to Publications Service (036), within 30 days of
acquisition.

3 Approval of Deputy Administrator required only if used in the
duplicating /printing process.

End of Page 9-11