Subject: 

U.S. DEPARTMENT OF THE INTERIOR 

OFFICE OF SURFACE MINING 

RECLAMATION AND ENFORCEMENT 

DIRECTIVES SYSTEM 

Printing, Publications, and Reprographics Management 

Subject Number: 

ADS-6 

Transmittal Number: 

876 

Date: J1A Y l l 2000 

Approval: J".:-lt ,; . , L . iv ,, Y1A Title: Director 

' / 

I. Puroose. This directive identifies policies and responsibilities within the Office of Surface Mining 

(OSM) governing printing and publishing activities. It further establishes policy and procedures for 

acquisition and use of copy and reproduction equipment. 

2. Summarv of Changes. 

A. Chapter 9, Part 314 of the Department oflnterior Manual, covering printing, publications, and 

reprographics management, was updated May 6, 1997. The changes effected the policies and 

procedures for the procurement of repro graphic equipment, re-delegating authority to the Bureaus 

to purchase repro graphic equipment without consulting the Office oflnformation Resources 

Management. Re-delegation will streamline the procurement process by allowing approval of 

copier purchases at the Bureau level. New responsibilities were re-delegated to ensure the 

Department maintains program accountability. Also, the title of314 DM 9 was changed to 

"Reprographics Management" to bring it in line with current terminology. 

B. To conform with these new responsibilities, ADS-6, "Copier Use and Acquisition," dated 

November 6, 1986, has been revised and renamed. These revisions reflect the changes in 

authority to procure reprographic equipment, along with correcting position titles to reflect the 

current organizational structure. Form DI-1866 will continue to be utilized by all Offices and the 

Reprographic Program Manager. The justification for the procurement of new reprographic 

equipment remains the same, as do the responsibilities and guidelines for normal procurement. 

The Repro graphic Program Manager (currently housed with the Chief, Administrative 

OSM/t03 

Operations Unit) is the approval authority for purchase ofreprographic equipment for the Office 

of Surface Mining. 

C. In addition, the OSM Publications Management Officer (PMO) is now designated in ADS-6 as 

required by the Department. The PMO's duties (the interpretation and implementation of 

Departmental policies and requirements) are outlined in this directive. The PMO is specifically 

identified as OSM's representative on the Department's Publishing Council, and given the 

responsibility for maintaining centralized oversight for OSM' s printing and publications 

activities. 

D. This Directive also clarifies the reporting requirements for Regional and Field Offices. The 

Monthly/ Annual Production Cost for Copying Services Report is no longer required. Required 

documentation, detailed in paragraph 3 B. 4, is kept at the local operator level. An Annual 

Publications Plan is now required, detailed in paragraph 3 A. 3. 

7/22/86 
2. Definition. Printing and Publishing activities cover those items which, due to size or 

complexity, must be printed outside of OSM, by either the Department or the Goverrunent 

Printing Office, and are intended for distribution to specific interest groups or to the general 

public. Exceptions include envirorunental impact statements, as well as materials intended 

for internal OSM use, such as personnel information, telephone directories, etc. Copy and 

reproduction equipment include copier machines using electrostatic, thermal, lithographic, 

or other copying processes. 

3. Policy/Procedures. 

A. Policy. 

I. Department of the Interior policy requires adherence to the "Goverrunent 

Printing and Binding Regulations" published by the Joint Committee on Printing, 

Congress of the United States. 

2. Department of the Interior policy requires each Bureau to create an Annual 

Publications Plan (APP). 

3. All program offices are required to submit an Annual Publications Plan (APP) 

to the Publication Management Officer (PMO). The APP is an all-inclusive plan 

that will project all planned publications into the next year. Specifically, the APP 

will include official OSM publications, other reports distributed outside the 

Federal Government, and all general interest publications distributed outside the 

Federal Government. 

4. An active and continuing printing and publication program is established and 

maintained for effective printing, duplicating, and distribution of documents 

required to support OSM' s missions, conform to customer requests, and to 

comply with applicable policies, regulations, and laws. 

5. OSM' s printing, reprographics, and duplicating will be managed to ensure 

professional quality design and production standards, cost effectiveness, and time 

efficiency to fulfill OSM's missions. 

6. Use and acquisition of copier equipment is governed by Departmental 

regulations to ensure greatest cost efficiency and economy. Requirements for all 

copying equipment are approved at the Bureau level. 

B. Responsibilities. 

I. The Publications Management Officer (PMO) is OSM's designated, bureau 

level representative to the Department's Publishing Council (314 DM !D). 

Organizationally, the PMO position will be housed with the Chief, Administrative 

2 
Operations Unit. The PMO is responsible for interpreting and implementing 

Departmental policies and requirements and for maintaining centralized oversight 

ofOSM's printing and publications activities. The PMO will consolidate the 

APPs from each field and Headquarters office, and forward a consolidated report 

to the Chief, Administrative Operations Unit, by August 15 of each fiscal year. 

The PMO monitors implementation of the consolidated APP. 

2. The Reprographic Program Manager CRPM) is the bureau level individual 

responsible for assuring that equipment is ordered, kept serviceable, and for 

conducting management control reviews as required by the Office of Management 

and Budget, the Office of Financial Management, and the Federal Manager's 

Financial Integrity Act (314 DM 9.2 D) Organizationally, the position will be 

housed with the Chief, Administrative Operations Unit. The RPM is also 

responsible for maintaining an accurate and up-to-date inventory of repro graphic 

equipment. (314 DM 9.2 C) The RPM is the approval authority for purchases of 

reprographic equipment. (314 DM 9.2 B) 

3. Regional Directors and Field Office Directors must appoint a CMO to oversee 

their copier program. 

4. The Copy Management Officers CCMO) maintain copier documentation in 

their organizations. The CMO is responsible for completing the APP and 

submitting it to the PMO as requested. Each location is required to maintain 

documentation on copier use, to include number and type of copier, whether the 

copier is owned or leased, annual production level, maintenance costs, and lease 

costs. This documentation is kept at the office level, and must be available on 

request. Further, this documentation will serve as the basis of requests for new 

and replacement copiers. The PMO in Washington will handle these 

responsibilities for Headquarters. 

C. Procedures. 

I. Printing and Publications. Requests for printing and publishing activities are 

coordinated through the OSM PMO. All printing required by field offices must 

be obtained through the nearest regional Government Printing Office (GPO) or 

forwarded to OSM Headquarters for submission to Washington GPO. When 

requesting printing or publication activities through a regional GPO, the OSM 

PMO must be notified as to the cost of the request. 

2. Copier Acquisition. Form DI-1866 is used to document the request for new or 

replacement equipment. Form DI-1866 must be fully completed and the 

justification must include the need, if any, for special features (see Attachment I). 

The anticipated monthly volume (including needed special capabilities, such as 

collating) should be carefully estimated or documented as this is the principal 

3 
determinant of the type and size of machine to be obtained. The requesting office 

makes the determination to purchase or lease copiers. Following signature by the 

RPM, acquisition by the requesting office is handled through normal procurement 

procedures. For owned machines, it is recommended that a maintenance contract 

be maintained with the local representative. Maintenance for leased machines 

should be covered under the terms of the lease and the local representative should 

furnish service as required. 

(3) Copier Use. CMOs should contact the RPM when they are not getting 

responsive service from local manufacturers' representatives. CMOs will also 

post a copy of prohibited copy material in the copier room (see Attachment 2). 

(4) Copier Supplies. Recycled paper, toner, cleaning solutions, etcetera for 

copying machines should be obtained from available local sources using normal 

procurement procedures. Where possible use environmentally preferred products. 

4. Reporting Requirements. Each program office will submit an APP to the PMO annually. 

5. References. Departmental Manual314 DM 1 and 314 DM 9 

6. Effect on Other Documents. Supercedes Directive ADS-6 dated November 6, 1986. 

7. Effective Date. Upon Issuance. 

8. Contact. Chief, Administrative Operations Unit, (202) 208-2515. 

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Attachment 1 

DEPARTMENT OF THE INTERIOR 

REQUEST FOR REPROGRAPHIC EQUIPMENT 

2. Date of Request 3. Date required for Installation 

4. From (Include Zip Code) 5. Thru (Include Zip Code) 6. To: 

7. Type of Request (check appropriate box) 8. Copier Duplicator (check appropriate Box) 

D New Installment D Replacement D Duplicator, Mimeograph, Offset D Total Copy Systems 

D Purchase D Other (Specify) D Transparency Maker D Copier 

D Rental Plan D Master Maker D Other (Specify) 

D Collator 

9. Exact Location (include room number) 10. Special Capabilities (check appropriate box) 

D Size for Size Large Document Copier 

D Computer Form Feeder D Bond Paper 

D Document Feeder D Reduction 

D Automatic Feeder D Collating 

D Other (Specify) 

lla. Requested Vendor and Model 

II b. Justitication (Include supporting documentation on separate sheet if necessary) 

12. Monthly Estimated Volume 14 a. Signature (Requesting Office) 

13. List all Equipment with monthly volumes located within the Telephone No. (Include area code) I Date 

Same building (Include room numbers) 

14 b. Signature (Headquarters Authorized Approving Authority 

Telephone No. (Include area code) I Date 

FOR DEPARTMENTAL USED ONLY 

15. Action Taken (leave blank) 

16. Equipment Recommended 

17. Method Rental Plan 

Purchase D Rented D 

18. Signature (Reprographic Management) Date 

Form Dl -1866 

(Revised September 1982) REPROGRAPH!C MANAGEMENT 
WARNING! 

It's illegal to make copies of these documents. 

Congress, by statute, has forbidden the copying of the following subjects under certain circumstances. Penalties affine or 

imprisonment may be imposed upon those guilty of making such copies. 

1. Obligations or Securities of the United States Government, such as: 

Certificates of Indebtedness United States Bonds Federal Reserve Bank Notes Fractional Notes 

National Bank Currency Treasury Notes Silver Certificates Gold Certificates 

Coupons from Bonds Federal Reserve Notes Certificates of Deposit Paper Money 

Bonds and obligations of certain agencies of the Government, such as FHA, etc. 

Attachment 2 

Bonds. (U.S. Savings Bonds may be photographed only for publicity purposes in connection with the campaign for the sale 

of such bonds.) 

Internal Revenue Stamps. (If it is necessary to copy a legal document on which there is a canceled revenue stamp, this may 

be done provided the reproduction of the document is for lawful purposes.) 

Postage Stamps Canceled or Un-canceled. (For philatelic purposes, Postage Stamps may be photographed provided the 

reproduction is in black and white and is less than 3/4 or more than 1 YJ times the linear dimensions of the original.) 

Postal Money Orders. 

Bills, Checks, or Drafts for Money drawn by or upon authorized officers of the United States. 

Stamps, and other representatives of value, of whatever denomination, which have been or may be issued under any Act of 

Congress. 

2. Adjusted Compensation Certificates for Veterans of the World Wars. 

3. Obligations or Securities of any Foreign Government, Bank, or corporation. 

4. Copyrighted material of any manner or kind without permission of the copyright owner. 

5. Certificates of Citizenship or Naturalization. (Foreign Naturalization Certificates may be photographed.) 

6. Passports. (Foreign passports may be photographed.) 

7. Immigration Papers. 

8. Draft Registration Cards. 

9. Selective Service Induction Papers which bear any of the following information: 

Registrant's earnings or income Registrant's previous military service 

Registrant's dependency status Registrant's physical or mental 

Registrant's Court Record condition 

Exception: U.S. Army and Navy 

discharge certificates may be 

photographed. 

10. Badges, Identification Cards, Passes or Insignia carried by Military, Naval personnel, or by members of the various Federal 

Departments and Bureaus, such as FBI, Treasury, etc. (unless photograph is ordered by head of such department or 

bureau.) 

Copying the following is also forbidden in certain States: Automobile Licences, Driver's Licences, and Automobile 

Certificates of Title.