1.  **[CHAPTER 10]{.underline}**

    **[PRINTING SERVICES]{.underline}**

    1.  **POLICY OBJECTIVES.**

        A.  These policies are applicable Department-wide and are set
            forth to:

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1.  Provide printing, photocopying, mail list management, convenient
    copiers and related services in HUD.

2.  Identify uniform standards for printed stationery items authorized
    for the Departmental use.

3.  Maintain minimum stock levels to reduce costs, and eliminate waste
    and duplication.

    1.  **FUNCTIONAL ORGANIZATIONS.**

        A.  **Headquarters.**

            1.  **Office of Administrative and Management Services
                (OAMS).** The Multimedia Division is responsible for
                policy development and administration. The Chief of the
                Publications Branch has oversight responsibility for
                printing, duplicating, mail list management, convenience
                copiers, management of the printed stationery items
                authorized for Departmental use, Visual Arts,
                Photography, Multimedia Library and the Presentation
                Graphics staff.

        B.  **Field Offices.**

            1.  **Field Office oversight rests with the Administrative
                Resources Divisions (ARDs), Administrative Services
                Centers (ASCs).**

                a.  The ARD Directors implement, administer, coordinate
                    and monitor printing procedures, reproduction, and
                    related printed stationery items.

    2.  **REGULATORY AUTHORITIES.**

        A.  **Department-wide.**

            1.  Printing and reproduction in HUD is regulated by Title
                17, U.S.C., Title 44, U.S.C., Printing and Binding
                Regulations of the Joint Committee on Printing (JCP),
                Congress of the United States, and Printing Procurement
                Regulations of the United States Government Printing
                Office (GPO).

            2.  Printed stationery is regulated by the Federal Property
                Management Regulations, Government Printing and Binding
                Regulations, and U.S. Postal Service (USPS) Regulations.

            3.  Mailing lists are regulated by USPS and the JCP.

    3.  **PRIVACY ACT CONSIDERATIONS.** None.

    4.  **CONTRACT REQUIREMENTS.**

        A.  In field offices, authorized personnel are responsible for
            administering the field printing contracts established by
            the GPO. Established contracts may not be revised or renewed
            without prior consent of the Chief, Publications Branch.

    5.  **RECORDS RETENTION/DISPOSITION REQUIREMENTS.**

        A.  Records retention/disposition is governed by HUD Handbook
            2225.06, HUD Records Disposition Schedule, and HUD Handbook
            2228.02, General Records Schedules.

    6.  **KEY CROSS REFERENCES.** None.

    7.  **ACRONYMS.**

        **ARD** - Administrative Resources Division

        **ASC** - Administrative Service Center

        **CFR** - Code of Federal Regulations

        **GPO** - Government Printing Office

        **GSA** - General Services Administration

        **JCP** - Joint Committee on Printing of the United States
        Congress

        **SF** - Standard Form

        **USC** - United States Code

        **USPS** - United States Postal Service

    8.  **FORMS REFERENCED AND/OR REQUIRED.**

        [**HUD-10.4**](http://www.hud.gov/offices/adm/hudclips/forms/files/10-4.dot) -
        Requisition for Supplies, Equipment, Forms.

        **HUD-20** - Printing Requisition.

        **HUD-20A** - Visual Arts, Photography, retrieval of photo's or
        video tape.

        **GPO-907** - Non-Compliance/Change Report.

        **GPO-952** - Desktop Publishing Report (Disk Information).

        **GPO-1815** - Notice of Quality Defects.

        **GPO-2511** - Print Order.

        **GPO-3868** - Notification of Intent to Publish.

        **SF-1** - Printing and Binding Requisition.

    9.  **REPORTING REQUIREMENTS SUMMARY.**

        A.  Field Offices are required to submit copies of printing
            requisitions GPO Form 2511 and SF-1 monthly to the Chief,
            Headquarters Publications Branch.

    10. **CLEARANCE REQUIREMENT/REPRODUCTION RESTRICTIONS.**

        A.  **Approval.** The Publications Branch should be consulted
            before requesting the use of colored or coated paper and
            multi-colored ink for printing. The Chief, Publications
            Branch will make the final determination to achieve desired
            results.

    11. **CLEARANCES.**

        A.  **Department-wide.**

            1.  **Publications.** Requests to print and distribute new
                and revised publications must be originated and/or
                approved by the Office of Public Affairs, prior to
                submission to the Publications Branch.

            2.  **Forms.** Requests to print and distribute new and
                revised forms, must be authorized by the Departmental
                Forms Management Officer.

            3.  **Directives.** Requests to print and distribute new and
                revised directives must be authorized by the ordering
                office Approving Official, prior to submission to the
                Publications Branch.

            4.  **Personal Printing.** No personal printing or related
                services using Government personnel, equipment, material
                or funds will be authorized except as provided in
                Paragraph 44 of the JCP Government Printing and Binding
                Regulations.

    12. **COPYRIGHTED MATERIALS.**

        A.  **Department-wide.**

            1.  **Permission Required.** Copyrighted material may be
                used in publications or reproduced for internal use only
                with the permission of the copyright owner. The
                Publications Branch reserves the right to deny
                reproduction of copyrighted material, in whole or in
                part, if in its judgment, fulfillment of the order would
                violate copyright laws.

            2.  **Responsibility.** The ordering office must obtain
                permission to reproduce copyrighted material from the
                copyright holder. Permission must be in writing and a
                copy must be submitted with the printing requisition.

In the event that written permission cannot be obtained from the
copyright holder, the ordering office must provide written confirmation
confirming receipt of the copyright owner's oral permission to use the
material.

13. **DOCUMENT PREPARATION.**

    A.  **Copy Preparation.**

        1.  **Hard Copy.** Typeset material can be produced by
            furnishing typewritten manuscripts. Manuscripts should be
            double-spaced on white, 8-1/2 x 11" paper, typed on one side
            only and clearly numbered for sequence. Previously printed
            material may also be used as copy for setting type.

        2.  **Electronic Copy.** Typeset material can also be produced
            by furnishing captured data on floppy for conversion to
            typeset pages. Consultation with the Publications Branch is
            required in order to establish the format and codes used and
            needed.

14. **PRINTING PROCUREMENT IN HEADQUARTERS.**

    A.  **Procurement Policies.**

        1.  **General.** All printing, binding, and related services
            required by Headquarters, which cannot be produced in-house,
            will be procured by the Publications Branch. The decision to
            perform work in-house or to procure it outside is made by
            the Branch Chief of the Publications Branch. The decision is
            based on job complexity, production considerations, and JCP
            regulations.

        2.  **Procurement Sources.** The following sources will be used
            to procure printing, binding, and related services:

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a.  GPO Central Office and Regional Offices.

b.  Commercial printers through GPO term contracts.

c.  Commercial printers through GPO formal bid and small purchase
    procedures.

    1.  **Funding.** All costs for procured work will be funded from the
        operating budget of the ordering office.

    2.  **Requisitioning.** The ordering office must submit Form HUD-20,
        Printing Requisition, available on HUD Clips to the Printing
        Section. All orders must include a unique control number in Box
        3 and the signature of a designated approving official.

All material necessary to produce the job must be attached.

3.  **Deadlines, Surcharges, and High Bids.** When a deadline must be
    met on a print job with a short time frame, GPO may require a
    surcharge in order to expedite the procurement, provide priority
    handling, and pay overtime. In addition, higher bids can be expected
    from printing contractors in order to pay overtime to skilled crafts
    people, and to pay premiums for supplies.

4.  **Illegal Procurements.** Circumventing GPO to procure printing with
    appropriated funds is a violation of Title 44. Persons involved is
    such actions are subject to penalties found in Section 1350 of Title
    31 U.S.C.

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1.  **HEADQUARTERS IN-HOUSE DUPLICATION.**

    A.  **Headquarters.**

        1.  **In-House Duplication.** The HUD Headquarters Printing
            section maintains a self-service copy center and a staffed
            in-house duplicating facility. Duplication requests will be
            directed to in-house production whenever possible and within
            the terms of applicable regulations and standards.

        2.  **Standards for In-House Duplication.** The Publications
            Branch Chief, or designee, must approve all work to be
            produced in-house. All work must meet the following
            standards:

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a.  Camera ready copy must be legible.

b.  It must be official HUD business.

c.  Copyrighted material must include a letter of approval from the

    copyright holder.

d.  The work must be designed for efficient production.

    1.  **Funding.** All costs for in-house work will be funded by OAMS.

    2.  **Impression Counts.** This term defines the magnitude of each
        print/duplication request. The JCP prohibits government in-house
        duplicating facilities from exceeding 5,000 impressions of a
        single page or 25,000 impressions of a multiple page product.
        Products exceeding these limits will be procured through the
        GPO.

        a.  Use the following formula for determining the impression
            count for your print request: (include blank pages in the
            page count)

            **pages (includes blanks) x quantity = impressions**

    3.  **Color Copying.** The Printing Section has limited capabilities
        to produce color photocopies in-house. In-house duplicating of
        color copies should not exceed 1,250 impressions of any single
        sided product or 6,250 impressions of a multiple page product.
        More than the numbers above will be procured by the Printing
        Section through GPO. The Publications Branch Chief, or designee,
        is the final authority on each color copying request.

    4.  **Production Time Frames.** The following turnaround times are
        based on average usage. During periods of high demand, it may be
        necessary for the Printing Section to prioritize workload or
        procure excess work through GPO.

        a.  **Immediate Turnaround.** No paperwork is required. Use the
            nearest office copier for convenience copies or the
            Self-Service Copy Center for:

            1.  100 impressions maximum;

            2.  Black image on white paper only;

            3.  8-1/2 x 11" and 8-1/2 x 14";

            4.  User furnished paper or transparencies may be used after
                obtaining permission from the Chief, Publications
                Branch.

        b.  **Four-Hour Turn around.** Submit Quick Copy form available
            in the Printing Section. The service goals are:

            1.  Black or Color image on white bond paper;

            2.  5,000(black)/1,250 (color) impression maximum (single
                page)

            3.  8-1/2 x 11" or 8-1/2 x 14", mixing sizes is not
                permitted;

            4.  Binding by staple (s) only;

            5.  Three hole punch;

            6.  Originals must be in good condition and suitable for
                automated feeding through copier.

        c.  **One Workday Turnaround.** Submit the Quick Copy form
            available in the Printing Section.

        d.  **Two Workday Turnaround.** Submit a HUD-20, available on
            HUDclips, to the Printing Section. The requesting office's
            unique control number must be provided in Box 3, along with
            the designated approving official's signature. The service
            goals are:

            1.  Black or color image on white bond paper;

            2.  25,000 (black)/6,250 (color) impression maximum
                (multiple page product);

            3.  8-1/2 x 11" stock;

            4.  Color paper available for covers;

            5.  Binding with staples, padding, plastic comb, library
                tape, or adhesive with clear acetate front covers.

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    1.  **FIELD OFFICE PRINTING PROCUREMENT.**

        A.  **Field Offices.**

            1.  **General.** Field Office printing needs are obtained
                locally under delegated authority to the offices. The
                Chief of the Publications Branch has oversight and final
                authority in disputed actions.

            2.  **Procurement Sources.** The following sources will be
                used by Field Offices to procure printing, binding, and
                related services.

                a.  GPO Regional Printing Procurement Offices;

                b.  Commercial printers through GPO term contracts;

                c.  Commercial printers through GPO formal bid and small
                    purchase procedures;

                d.  GSA field duplicating plants (if in the same
                    building);

                e.  Other government printing plants authorized by the
                    JCP (if they are in the same building or building
                    complex).

            3.  **Authority To Select Procurement Source.**

                a.  **Authority.** The Director, ASC, shall designate
                    personnel from his/her staff to be responsible for
                    procurement of printing requirements. Field Offices
                    shall coordinate their reproduction and related
                    activities through their appropriate ARD.

                b.  **Procedures.** Field Offices are authorized to
                    place orders directly with printing contractors who
                    have been awarded direct deal contracts by the
                    Government Printing Office. When printing is
                    required that does not fit the established
                    contracts, orders may be placed by the authorized
                    personnel directly with the Regional Government
                    Printing Office or other JCP authorized facility
                    that is in the same building or building complex
                    only.

                c.  **Responsibilities.** No printing may be ordered
                    from sources other than those authorized by the JCP.
                    The authorized printing procurement personnel have
                    authority to reprint forms, handbooks, and related
                    official materials so long as the reprints conform
                    exactly to the original printing received from
                    Headquarters. No additions or deletions are
                    permitted including the adding or deleting of
                    symbols, numbers, or other identifications. The
                    authorized personnel are further responsible for
                    administering the Field Offices' printing contracts
                    established by the GPO. Established contracts may
                    not be revised or renewed without prior consent of
                    the Chief, Publications Branch. Copies of printing
                    requisitions GPO Form 2511 and SF-1 must be
                    submitted monthly to the Chief, Headquarters
                    Publications Branch.

    2.  **FIELD OFFICE IN-HOUSE DUPLICATION.**

        A.  **Field Offices.**

            1.  **General.** Field Offices that are equipped to perform
                duplicating and office copying are limited to the
                maximum number of impressions that can be produced
                in-house (5,000 impressions of one page and 25,000
                impressions of multiple pages).

            2.  **Procedures.** Requests for equipment changes, problems
                with equipment or procurement resources should be
                referred to the ARD Directors or their equivalent.

    3.  **MAIL LIST MANAGEMENT IN HEADQUARTERS.**

        A.  **Headquarters.**

            1.  **General.** The Publications Branch, Printing Section
                maintains a variety of mailing lists for Headquarters
                mailings. All Program Offices should have their mailing
                lists on the HCM.

            2.  **Service Provided.** To avoid postal delays and to
                reduce the cost of returned mail, the Printing Section
                offers the following mailing list services:

                a.  Ensures mailing lists comply with regulations and
                    policies;

                b.  Updates address corrections daily;

                c.  Outputs addresses as peel-off labels, cheshire
                    labels, and computer disks (the industry standard);

                d.  Verifies addresses through online postal software
                    before output;

                e.  Formats addresses for postal automation.

            3.  **Transferring Lists to the Printing Section.**
                Originating offices may transfer management of their
                mailing lists to the Printing Section by contacting the
                Publications Branch Chief.

            4.  **Originator-Furnished Mailing List.** Mailing lists
                maintained by originating offices must comply with USPS
                regulations and Distribution and Mail Branch policies.
                The Printing Section will return a printing request to
                the originating office when furnished mailing lists do
                not comply.

    4.  **DEPARTMENT-WIDE OFFICE COPIER MANAGEMENT.**

        A.  **Department-wide.**

            1.  **Availability of Copiers.** Numerous office copiers are
                conveniently located throughout Headquarters. These
                copiers are justified by individual organizations and
                Field Offices and are intended for the reproduction of
                copying requirements up to 100 impressions. Larger jobs
                should be copied on the high speed equipment in the Self
                Service Copy Center or in the Duplicating Facility in
                Headquarters, or through GPO in Headquarters and the
                Field.

            2.  **Quantity Limits.** Quantity ranges for cost effective
                usage of all Headquarters copier equipment identified in
                Paragraph 21. Adherence to established ranges will be
                enforced by the Printing Section.

                a.  **Reduced Use of Paper.** When photocopying,
                    employees are to make only the number of copies
                    needed. In addition, employees will make two-sided
                    copies whenever possible.

                b.  **Official Material Only.** Material for
                    reproduction on office copiers must be official
                    material relating to HUD Programs. Copiers are not
                    to be used for reproduction of personal items.

                c.  **Authorization to Acquire Copy Equipment.** No copy
                    or related equipment such as collators, document
                    feeders, binding finishers or control devices may be
                    rented, purchased, installed, or physically moved or
                    removed without the approval of the Publications
                    Branch Chief or the Director, ARD. No rental plan
                    may be changed or free trial requested from any
                    vendor without the same authorization.

                d.  Requests for new and replacement copier equipment
                    must be in writing to the Chief, Publications Branch
                    or Director, ARD. Requests must include:

                    1.  A description of the work to be reproduced;

                    2.  An estimated number of copies to be made per
                        month;

                    3.  Number of employees to use the copier;

                    4.  The distance to the nearest copier;

                    5.  Any special circumstances requiring an office
                        copier.

    5.  **HEADQUARTERS OFFICE COPIER MANAGEMENT.**

        A.  **Headquarters.**

            1.  **Selecting a Copier.** All approved requests for office
                copiers will be placed on GSA's contract, unless special
                requirements are not available on the contract. Copier
                speed and special features are determined by the number
                of copies produced per month. Offices that do not meet
                or that exceed estimated monthly volumes will be moved
                to the appropriate contract volume level.

            2.  Class level is based on the following monthly volumes.

                **Class** **Copies/month** **Approx. Copier Speed**

                1.  1 - 10,000 20 copies per minute

                2.  10,001 - 20,000 30 copies per minute

                3.  20,001 - 30,000 40 copies per minute

            3.  GSA's contract is the preferred method of copier
                acquisition because of the following benefits:

                a.  Four-hour response time for maintenance calls;

                b.  Toner supplies automatically delivered to offices
                    monthly;

                c.  New copier every three years.

            4.  **Service and Repair.** The Publications Branch has
                established a maintenance agreement for every copier in
                Headquarters. Service and repair must only be done in
                accordance within the terms of this agreement. Each
                office with a copier is responsible for making all
                service calls directly to the servicing agent for that
                copier. Continual copier problems or poor service
                response time should be reported to the Chief,
                Publications Branch.

            5.  **Request for Supplies.** (Toner and staples)
                Non-Digital Copiers: All supplies will be obtained by
                submitting an ACRS request or for emergency needs call
                the Publications Branch at 708-4310 in B-100. Digital
                copier supplies are delivered the day after the call is
                placed. For emergency needs call the Publications Branch
                at 708-4310 in B-100.

            6.  **Request for Paper.** Submit an ACRS's request. When
                reviewing the requests for paper, the following
                guidelines will be used to justify the amount of paper
                to be delivered.

                **Average Monthly Meter Reading Paper per Month**

                1 - 5,000 1 box

                5,001 - 10,000 2 boxes

                10,001- 15,000 3 boxes

                15,001- 20,000 4 boxes

                a.  One additional box maybe requested for laser printer
                    use.

    6.  **FIELD OFFICE COPIER MANAGEMENT.**

        A.  **Field Offices.**

            1.  **Acquisition/Removal of Copiers.** No copying or
                related equipment such as collators, document feeder,
                binding finishers, or control devices may be rented,
                purchased, installed, or physically moved without the
                approval of the Director, ARD, or that position's
                equivalent. No rental plan may be changed or free trial
                requested from any vendor without the same
                authorization. If equipment requires the attendance of a
                trained dedicated operator, approval must be obtained
                from the Chief, Headquarters Publications Branch, and
                the JCP.

            2.  **Request For New and Replacement Copier Equipment.**
                All requests must be in writing to the Director, ARD.
                Written requests should list the estimated number of
                copies per month, the type of work to be reproduced,
                number of employees who will use the copier and any
                special circumstances that enforce the need for a
                convenience copier.

    7.  **PRINTED STATIONERY.**

        A.  **Department-wide.**

            1.  **Responsibilities.** In Headquarters, OAMS is
                responsible for identifying uniform standards and for
                maintaining and monitoring printed stationery items
                authorized for general Departmental use. All
                issues/concerns on printed stationery items should be
                directed to the Departmental Records Management Officer
                (DRMO).

            2.  Field Offices shall comply with Departmental uniform
                standards for printed stationery items. These offices
                are also responsible for:

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a.  Maintaining current camera-ready copy for Field Office printed
    stationery items;

b.  Requesting revisions or new copy from Headquarters Visual Arts
    Section, Multimedia Division, OAMS;

c.  Procuring authorized Field Office printed stationery items;

d.  Ensuring that Field Offices initiating requests for authorized
    stationery items, forward the requests to the appropriate ASC/ARD
    Office.

    1.  **Authorized Printed Stationery.** The HUD Distribution Index
        provides stock numbers for all printed stationery items
        authorized for general Departmental use. The Letterhead is also
        available on line in the Departmental standard word program
        under templates option.

        a.  **Notepads.** Office notepads (4-1/4 x 5-1/2"; and 5-1/2 x
            8-1/2") are available for Presidential Appointees, General
            Deputy Assistant Secretaries, Principal Deputy General
            Counsel, and staff office heads reporting directly to the
            Secretary, including assistants to the Secretary. The
            notepads show specific offices or positions, but do not
            contain the names of officials.

    2.  **Address Labels.** One gummed label (3-1/2 x 5") is authorized
        for each location (i.e., Headquarters, Field Offices), and for
        each approved special situation. Headquarters offices will
        obtain labels through submission of the form HUD-10.4 or
        automated request for requisitions. Field Offices will obtain
        labels through the ASCs or ARDs.

        a.  The Departmental mailing label is for use on all parcels too
            large for authorized Departmental envelopes.

        b.  Offices must not use printed address labels on envelopes
            already printed with the Department's return address.
            Instead, plain, self-adhesive roll on sheet address labels
            should be used. These labels are readily available through
            normal supply channels.

        c.  Self-adhesive Departmental labels constructed on fanfold
            paper are authorized for high-volume usage on blank
            envelopes and packages, if such labels are cost-effective
            and justified.

    3.  **Unauthorized Stationery.** The Government Printing and Binding
        Regulations, published by the JCP, provide that the Joint
        Committee must approve the printing of names of Government
        Officers and Officials on Official stationery items.

        a.  The Department will not authorize personalized stationery
            items of any kind, except for the Secretary and Deputy
            Secretary.

    4.  **Graphics Standards For Printed Stationery Items.**

        a.  **Consistent Graphics Standards.** To ensure consistency and
            high quality, the Headquarters Visual Arts Section,
            Multimedia Division, OAMS, will produce initial camera-ready
            copy or electronic files for all Departmental printed
            stationery item.

            1.  The Visual Arts Section will forward all questionable or
                unusual requests to the DRMO Records and Directives
                Branch for review.

        b.  **Headquarters Letterhead.** Letterheads for the Secretary
            and the Deputy Secretary have the Departmental seal, the
            Department name, the Secretary's or Deputy Secretary's title
            or office (as appropriate), and address information, all
            centered. All other Headquarters letterheads have the seal
            on the left above the Presidential Appointee's office, with
            the Department Name and address information centered.

        c.  **ASC/ARD Letterhead.** ASC/ARD letterhead has the
            Departmental seal on the left, and the following information
            on the right:

            1.  Department name;

            2.  Name of the ASC or ARD;

            3.  Identification of the ASC or ARD;

            4.  Address information for the ASC or ARD.

        d.  **Field Office Letterhead.** Field Office letterhead has the
            Departmental seal on the left and following information on
            the right:

            1.  Department name;

            2.  Field Office name;

            3.  Identification of the ASC or ARD;

            4.  Address information for the ASC or ARD.

    5.  **Stocking/Replenishment of Printed Stationery Items.**

        a.  **Responsibility.** Headquarters Administrative Officers and
            appropriate Field personnel must ensure that all offices
            maintain adequate stocks of printed stationery items (at
            least a 60 day supply). The Administrative Officer must
            provide ordering offices with as much advance notice as
            possible of any special need for mass mailings or unusual
            mailings.

        b.  **Replenishment of Printed Stationery Items.** All requests
            to replenish printed stationery items should be directed to
            the Distribution and Mail Branch, Document Division, OAMS.