The PDF version 
U.S. Department of Energy ORDER
Washington, D.C. DOE 1340.1B
1-7-93
SUBJECT: MANAGEMENT OF PUBLIC COMMUNICATIONS PUBLICATIONS AND SCIENTIFIC,
TECHNICAL, AND ENGINEERING PUBLICATIONS
1. PURPOSE. To prescribe policies, standards, and procedures for
effective management of Department of Energy (DOE) publications.
2. CANCELLATION. DOE 1340.1A, MANAGEMENT OF PUBLIC COMMUNICATIONS
PUBLICATIONS AND SCIENTIFIC, TECHNICAL, AND ENGINEERING PUBLICATIONS,
of 8-25-82.
3. SCOPE. The provisions of this Order apply to all Departmental
Elements, except for the Energy Information Administration's statutory
responsibility and authority that exempt them and their contractors
from compliance with certain aspects of this Order. The Order also
applies to all DOE contractors, subcontractors, and financial
assistance recipients performing work for the Department, who produce
publications or obtain publication services with DOE funds and that
contain provisions in the contract or financial assistance instrument
implementing the requirements of this Order.
4. REFERENCES.
a. Public Law 95-91, "Department of Energy Organization Act," which
established the Department of Energy.
b. Title 5 United States Code (U.S.C.) 552, "Public Information:
Agency Rules, Opinions, Orders, Records, and Proceedings," which
establishes freedom of information policies for public access to
U.S. Government information.
c. Title 17 U.S.C., which establishes copyright procedures.
d. Title 39 U.S.C. 3204, "Restrictions on Use of Penalty Mail," which
establishes policies on the use of penalty mail.
e. Title 44 U.S.C., "Public Printing and Documents," which
establishes policies concerning publications Governmentwide.
f. DOE Procurement Regulations, 41 Code of Federal Regulations (CFR)
9, of 5-21-79, and revisions which implement and supplement
Federal Procurement Regulations in relation to Departmental
procurement.
g. DOE Assistance Regulations, 10 CFR 600, of 3-1-79, which
implements and supplements OMB Circulars and other Governmentwide
assistance guidance.
h. Federal Property Management Regulations (FPMR), 41 CFR Chapter
101, as established by the General Services Administration (GSA),
which are used by executive agency officials in prescribing
regulations, policies, procedures, and delegation of authority
pertaining to the management of property and records, and other
programs and activities of the type administered by GSA, except
procurement and contract matters contained in Federal Procurement
Regulations (FPR).
i. Department of Energy Property Management Regulations (DOE-PMR), 41
CFR Chapter 109, which implements and supplements the FPMRs
governing the acquisition, utilization, management, and
disposition of personal property and supplies.
j. Office of Management and Budget (OMB) Circular A-3, "Government
Periodicals," of 5-18-72, which establishes the policies and
procedures relating to the statutory responsibility (44 U.S.C.
1108) of department heads to justify both the necessity of certain
periodicals and the availability of appropriated funds to issue
them.
k. OMB Circular A-16, "Coordination of Surveying and Mapping
Activities," of 5-6-67, which provides procedures for the
coordination of Federal surveying and mapping activities.
l. OMB Bulletin No. 81-21, "Designation of the Single Official
Required by the Paperwork Reduction Act of 1980" (Public Law
96-511), of 6-8-81, which requires the designation of the single
official for information resoUrces management.
m. OMB Bulletin No. 81-16, "Elimination of Wasteful Spending on
Government Periodicals, Pamphlets, and Audiovisual Products," of
4-21-81, which provides procedures and guidelines for eliminating
unnecessary Federal spending for the development and printing of
periodicals and pamphlets and for the production or procurement of
audiovisual products. The bulletin also provides the authority
for the Department to establish a publications and audiovisual
control system.
n. DOE 1000.2B, DEPARTMENT SEAL AND FLAG, of 5-18-92, which
prescribes policies on the use of the Departmental seal.
o. DOE 1332.1A, UNIFORM REPORTING SYSTEM, of 10-15-85, which
establishes requirements for reporting to the Department.
p. DOE 1350.1, AUDIOVISUAL AND EXHIBITS MANAGEMENT, of 10-28-81,
which provides policy, responsibilities, and procedures for the
management and control within DOE of all audiovisual productions
and exhibits.
q. DOE 4200.3D, MANAGEMENT OF SUPPORT SERVICES CONTRACT ACTIVITY, of
8-31-92, which provides policy, procedures, and responsibilities
for the management of support services contracts.
r. DOE 5300.1C, TELECOMMUNICATIONS, of 6-12-92, which establishes
policy and general guidance for the use, review, coordination, and
provision of telecommunications services for the Department.
s. DOE 5632.1B, PROTECTION PROGRAM OPERATIONS, of 9-8-92, which
prescribes policy, objectives, responsibilities, and authorities
for the physical protection of classified matter.
t. DOE 5635.1A, CONTROL OF CLASSIFIED DOCUMENTS AND INFORMATION, of
2-12-88, which provides guidance relative to the safeguarding and
control of classified documents and information.
u. DOE 5650.2B, IDENTIFICATION OF CLASSIFIED INFORMATION, of
12-31-91, which establishes policies and procedures for the
classification system.
v. "Government Printing and Binding Regulations," Joint Committee on
Printing (JCP), Congress of the United States, No. 26, of 2-90,
which establishes policies for the production of Government
printing.
w. "Government Paper Specifications Standards," Joint Committee on
Printing, Congress of the United States, of 12-81, which
establishes standards for paper used in production of Government
printing.
x. "Agency Procedural Handbook for Commercial Procurement of Printing
Services," Government Printing Office (GPO), of 2-88, which
outlines procedures to be followed in working with the GPO.
y. Technical Information Distribution (TID), TID-4500, "Standard
Distribution for Unclassified Scientific and Technical Reports,"
and M-3679, "Standard Distribution for Classified Scientific and
Technical Reports," Office of Scientific and Technical
Information, which establish standard distribution patterns for
DOE scientific and technical reports.
z. American National Standards Institute which establishes standards
for scientIfic and technical reports. The following standards are
available to Headquarters staff at the Germantown DOE Library;
others say obtain copies from the American National Standards
Institute Headquarters, 1430 Broadway, New York, NY 10018,
Attention: (Sales Office):
(1) American National Standards Institute Standard Z39.14-71,
"Writing Abstracts."
(2) American National Standards Institute Standard Z39.18-74,
"Outlines for Format and Production of Scientific and
Technical Reports."
(3) American National Standards Institute Standard Z39.23-14,
"Technical Report Number."
BY ORDER OF THE SECRETARY OF ENERGY:
DOLORES L. ROZZI
Director of Administration
and Management
TABLE OF CONTENTS
Page
CHAPTER I - DEFINITIONS
1. Copying/Duplicating I-1
2. Design I-1
3. Development Costs I-1
4. Distribution I-1
a. Initial or Primary I-1
b. Secondary I-1
5. Distribution and Storage Costs I-1
6. Document Distribution System I-1
7. Document Registry System I-2
8. Documentation I-2
9. Energy Data Base I-2
10. Micropublishing I-2
11. Post-Publishing Evaluation I-2
12. Printing I-2
13. Publications I-2
a. Public Communications Publications I-3
b. Scientific, Technical, and Engineering Publications I-3
14. Standard Distribution System I-3
15. Task I-3
16. Office of Scientific and Technical Information I-4
CHAPTER II - POLICY, RESPONSIBILITIES, AND AUTHORITIES
1. Policy II-1
2. Responsibilities and Authorities II-1
a. Director of Public Affairs II-1
b. Director of Administration and Management II-1
c. Director of Procurement, Assistance and Program Management II-2
d. Assistant Secretary for Domestic and International Energy
Policy II-3
e. Director of Security Affairs II-3
f. General Counsel II-3
g. Heads of Departmental Elements II-3
h. Administrator, Energy Information Administration II-4
CHAPTER III - PUBLIC COMMUNICATIONS PUBLICATIONS
1. General III-1
2. Responsibilities and Authorities III-1
a. Director of Public Affairs III-1
b. Director of Administration and Management III-2
c. Director of Procurement, Assistance and Program Management III-2
d. Heads of Departmental Elements III-2
3. Guidelines III-3
Attachment III-1 - Public Communications Publications
Procurement Proposal III-7
Attachment III-2 - Request for Public Communications
Publication Approval III-9
CHAPTER IV - SCIENTIFIC, TECHNICAL AND ENGINEERING PUBLICATIONS
1. General IV-1
2. Responsibilities and Authorities IV-1
a. Director of Scientific and Technical Information IV-1
b. Director of Administrative Services IV-2
c. Heads of Departmental Elements IV-2
3. Guidelines IV-3
Attachment IV-1 - DOE and Major Contractor
Recommendations for Announcement
and Distribution of Documents IV-5
Attachment IV-2 - University Contractor, Grantee and
Cooperative Agreement
Recommendations for Announcement
and Distribution of Documents IV-7
Attachment IV-3 - Reporting Requirements Checklist IV-9
CHAPTER V - DESIGN
1. General V-1
2. Responsibilities and Authorities V-1
a. Director of Administration and Management V-1
b. Heads of Headquarters Elements V-2
3. Standards and Guidelines V-2
CHAPTER VI - PRINTING AND RELATED ACTIVITIES
1. General VI-1
2. Responsibilities and Authorities VI-1
a. Director of Administrative Services VI-1
b. Director of Procurement, Assistance and Program Management VI-1
c. Director of Information Resources Management VI-1
d. Heads of Headquarters Elements VI-2
e. Heads of Field Elements VI-2
3. Copyright Restrictions VI-3
4. Procedures and Guidelines VI-5
a. Printing Obtained Through the Government Printing Office or
a Regional Printing Procurement Office VI-5
b. Printing Equipment Acquisitions and Disposals VI-5
c. Copying Equipment Acquisitions Guidelines VI-7
d. Field Reviews VI-9
Attachment VI-1 - DOE Authorized Printing Plants by
Federal Regions VI-11
Attachment VI-2 - Regional Printing Procurement
Offices VI-13
Attachment VI-3 - Request for Copying Equipment VI-15
CHAPTER VII - RESPONSIBILITIES AND AUTHORITIES, PUBLICATIONS REGISTRY,
DISTRIBUTION, AND INVENTORY MANAGEMENT
1. Director of Public Affairs VII-1
2. Director of Administration and Management VII-1
3. Heads of Departmental Elements VII-2
CHAPTER I
DEFINITIONS
1. COPYING/DUPLICATING. The production of material by use of automatic
copy-processing or copier-duplicating machines employing electrostatic,
thermal, and other copying processes.
2. DESIGN. The visual and aesthetic content of the publication, including
illustrations, photographs, charts, diagrams, graphs, maps, the use of
color, type sizes, and word/space relationships.
3. DEVELOPMENT COSTS. Research that is incidental to manuscript
preparation, writing, editing, and necessary graphics. If composition
costs are separated from printing charges, these costs also must be
included.
4. DISTRIBUTION.
a. Initial or Primary. That distribution which is made automatically
and routinely to an approved mailing list immediately following
the initial printing. Normally, it will consist of one or more of
the following mailing lists:
(1) Office of Administrative Services (AD-60) document
distribution system lists;
(2) Office of Scientific and Technical Information (AD-21)
Standard Category lists;
(3) Special one-time lists; and
(4) Storage copies for AD-21 secondary distributions.
b. Secondary. Response to requests and distribution plans following
the primary distribution.
5. DISTRIBUTION AND STORAGE COSTS. Costs of both direct distribution (at
time of printing) and indirect distribution (from inventory in response
to requests). The indirect costs should involve an average cost as
well as single-copy and bulk distribution costs. Storage costs reflect
the per-square-foot cost of warehousing the inventory on an annual
basis.
6. DOCUMENT DISTRIBUTION SYSTEM. A Headquarters-managed, computer-based
system designed for updating distribution lists, producing mailing
labels, and identifying copy requirements.
7. DOCUMENT REGISTRY SYSTEM. A computerized inventory control and
accountability management system operated by the Office of Scientific
and Technical Information registering DOE publications, for providing a
historical record of dissemination data, for maintaining records of
demand, and for providing on-demand distribution for publications.
8. DOCUMENTATION. The incorporation of appropriate identification on a
publication such as: document number; title; individual and corporate
authors; contract number; whether revised or reprinted; volume number;
conference information (title, date, place, sponsor(s)), responsible
office and Departmental Element; date and place (city, state, and ZIP
code) of publication; and any restrictions to its use such as security
classification, proprietary restrictions, stock statement, and
disclaimer language.
9. ENERGY DATA BASE. An information file that contains over 700,000
scientific and technical information citations and is used by DOE
organizations and contractors in carrying out their assigned missions.
All unclassified scientific and technical information processed at the
Office of Scientific and Technical Information as well as information
from sources throughout the industrialized world, can be found in this
data base. First priority is given to entering DOE-sponsored research
and development results, but the file also includes journal articles,
reports, conference proceedings, patents, books, monographs, theses,
and engineering materials, all of which are abstracted and indexed for
inclusion in the data base. Coverage includes all forms of energy.
The data base is updated twice a month, and over 150,000 new citations
are added each year.
10. MICROPUBLISHING. Publications produced in miniaturized image format
for general distribution as a substitute for conventionally printed
material. Microfilming of administrative records is not considered
micropublishing.
11. POST-PUBLISHING EVALUATION. The establishment of a means for measuring
the effectiveness of a given publication. This process may involve a
response card for users, a direct contact with users, or other means
for establishing the value of the document.
12. PRINTING. The processes of composition, platemaking, imposition,
presswork, binding, micropublishing, and the equipment identified in
the tables in Title II of the JCP regulations and used in such
processes.
13. PUBLICATIONS. All documents produced by printing, copying, and
microfilming methods using DOE funds which are intended for, or which
may result in distribution, however limited, outside the originating
organization. This includes, but is not limited to, public
communications publications (see paragraph 13a below) and scientific,
technical, and engineering publications (see paragraph 13b below). Not
included in this definition are press releases and advisories, speeches
(except when reprinted as a publication), correspondence, memoranda,
forms, directives, and "Federal Register" issuances. Also excluded are
solicitation documents, contracts, notices of procurement, grant
program announcements, legal briefs, and patent applications. Please
note that contracts, grants, or other procurement actions that involve
public communications publications must be reviewed by the Director of
Public Affairs (PA-1) prior to such action (see Chapter III, page
III-1, paragraph 2a).
a. Public Communications Publications. Includes publications
produced with DOE funds and intended for distribution by DOE, its
contractors, or its financial assistance recipients to the public,
including those of more limited circulation that involve policy
changes, or matters of current public controversy or concern.
These include, but are not limited to books, pamphlets, folders,
booklets, posters, periodicals, newsletters, and similar printed
material (see Chapter III).
b. Scientific, Technical, and Engineering Publications. Includes all
scientific and technical information prepared by or for DOE and
used primarily by the program managers and the scientists,
engineers, and technologists engaged in the work. This
unclassified information is also made available for public sale
through the National Technical Information Service (NTIS), U.S.
Department of Commerce, and includes such items as scientific and
technical manuscripts, technical reports, machine readable
bibliographic data bases, computer software programs,
socioeconomic and educational publications, journal article
preprints and reprints, conference papers and proceedings, foreign
trip reports, theses, translations, patents and patent
applications, and engineering materials.
14. STANDARD DISTRIBUTION SYSTEM. The system by which DOE disseminates the
results of its research and development program to its program
managers, contractors, and others. This dissemination is controlled by
the Department's standard distribution lists, maintained by the Office
of Scientific and Technical Information (AD-21) in consultation with
the program managers or their designated representatives. The standard
distribution system is an AD-21 managed, computer-based system designed
for the distribution of unclassified and classified scientific and
technical information products, production of mailing labels, and the
identification of the number of copies needed to fulfill distribution
requirements.
15. TASK. One of a series of logical steps necessary to achieve the
purpose of a research, development, and demonstration procurement
action.
16. OFFICE OF SCIENTIFIC AND TECHNICAL INFORMATION (AD-21). The
Department's central technical information facility responsible for
developing, designing, implementing, and evaluating Departmentwide
systems and programs to effectively manage the scientific and technical
information resulting from, or needed by, program and project managers,
scientists, and engineers. This includes acquiring, collecting,
processing, announcing, storing, and disseminating technical
information.
CHAPTER II
POLICY, RESPONSIBILITIES, AND AUTHORITIES
1. POLICY. The publications management program shall be conducted in
accordance with this Order, provisions of law, and applicable
regulations. The objectives of this chapter are to effectively
originate, coordinate, produce, distribute, and inventory publications
appropriately describing the Department's activities.
2. RESPONSIBILITIES AND AUTHORITIES.
a. Director of Public Affairs (PA-1).
(1) Establishes policies for managing and controlling public
communications publications content, documentation,
attribution, registry, inventory, and distribution.
(2) Reviews all procurement requests for contracts and financial
assistance awards in which a public communications
publication is planned or will be developed (see page I-3,
subparagraph a) for conformance with established policy and
budget criteria.
(3) Reviews all products, such as manuscripts, or associated
materials resulting from contracts, grants, or other
procurement actions, defined as public communications
publications to determine that they adhere to the criteria
approved before printing and/or distribution. (See page
III-3, paragraph 3.)
(4) Forwards to the Office of Management and Budget, as
appropriate, requests for establishment or continuation of
journals, magazines, newsletters, periodicals, and similar
publications as required by the Office of Management and
Budget Circular No. A-3, "Government Periodicals."
b. Director of Administration and Management (AD-1).
(1) Establishes policy for managing and controlling scientific,
technical, and engineering publications design,
documentation, attribution, registry, inventory, and
distribution.
(2) Establishes policies, standards, procedures, and guidelines
for reporting, collecting, and disseminating information
resulting from research and development programs.
(3) Establishes policies for the sale of publications through
authorized outlets and limits free distribution to the
minimum consistent with DOE objectives.
(4) With the assistance and concurrence of the Assistant
Secretary for Domestic and International Energy Policy,
Director of Security Affairs, General Counsel, and other
appropriate Program Secretarial Officers, negotiates
agreements with foreign countries.
(5) Through the Director of Scientific and Technical Information
(AD-21):
(a) Manages the central DOE distribution and warehousing
operation;
(b) Maintains, manages, and operates the document registry
system for registering and managing the inventory for
all public communications publications and publications
intended for on-demand distribution;
(c) Provides statistical and logistical support to program
offices as necessary; and,
(d) Responds to requests for individual publications, and
provides bulk distribution of public communications
publications in collaboration with PA-1.
(6) Through the Director of Information Resources Management
(AD-20), through the Director of Information Resources
Management Policy, Plans, and Oversight (AD-24):
(a) Represents DOE with the Joint Committee on Printing,
Government Printing Office, General Services
Administration, and other Federal Government
organizations concerning printing and related printing
activities.
(b) Develops, implements, and evaluates policies, standards,
and procedures for printing and related printing
activities to assure that DOE publications are produced
in accordance with this Order, provisions of law, and
applicable regulations.
(c) In consultation with PA-1, develops and implements a
program to evaluate Departmentwide publications printing
activities.
c. Director of Procurement, Assistance and Program Management (PR-1).
(1) Assures that all contracts, grants, or other procurement
actions that involve a public communications publication are
submitted to PA-1 for review prior to such actions. Assures
that this requirement is made known in the form of notices,
bulletins, or contract standard language to all contract
offices in all DOE-funded organizations, operations, and
programs.
(2) Includes specific language in procurement regulations which
conforms to this Order and assures that provisions of
contracts and other agreements which result in reports,
design, graphics, and publications to be produced and
distributed at DOE expense are consistent with such language
and are appropriately reviewed before procurement action.
d. Assistant Secretary for Domestic and International Energy Policy
(EP-1) assures that publications referred by originating
organizations or PA-1 are reviewed for proper reflection of
Departmental policy.
e. Director of Security Affairs (SA-1) assures that publications
referred by originating organizations, PA-1, or AD-21 are reviewed
for policy and classification.
f. General Counsel (GC-1).
(1) When requested, the Assistant General Counsel for General Law
will assure that the substance of a publication is in
accordance with all laws and regulations other than those
spelled out in subparagraph (2) below.
(2) The Assistant General Counsel for Intellectual Property
assures that proposed scientific, technical, and engineering
publications have patent clearance and that proposed
publications referred by originating organizations or PA-1
comply with laws and regulations concerning patents,
copyrights, trademarks, disclaimer notices, and nondisclosure
of proprietary data.
g. Heads of Departmental Elements.
(1) Through the contracting officer, assure that DOE and DOE
contractor organizations and financial assistance recipients
comply with the provisions of this Order, and that
appropriate and specific clauses are included in contracts
and financial assistance awards.
(2) Establish the need for, the content of, and the intended
audience of publications they propose originating.
(3) Assure that their proposed public communications publications
and those of their contractors or financial assistance
recipients are submitted to PA-1 for review, and that
required clearances (policy, patent, and classification) are
obtained.
(4) Designate a communications coordinator for their publications
activities to coordinate and work closely with PA-1, AD-20,
PR-1, and other appropriate officers.
(5) Request publications support services, including graphics,
composition, printing, and distribution through appropriate
channels: Headquarters through the Office of Administrative
Services, and the field through associated DOE contractors,
regional printing procurement offices, and/or AD-21.
Headquarters officials, in collaboration with AD-60, may
request specialized support services such as editing and
marketing from AD-21.
(6) On a regular basis, recommend to AD-21 appropriate changes,
additions, and deletions in the standard distribution lists;
assure that the specified number of copies of technical
reports and public communications publications are sent to
the Office of Scientific and Technical Information, Oak
Ridge, Tennessee, for processing and distribution.
(7) Coordinate with AD-21 the foreign language translation and
subsequent publication of scientific, technical, and
engineering information necessary to carry out DOE programs
and deposit with AD-21 all foreign language publications
received through exchange programs.
(8) Submit, through AD-24, requests to deviate from JCP
regulations.
(9) Heads of Field Elements review and evaluate the programs in
public communications publications in collaboration with
PA-1; scientific, technical, and engineering publications
with AD-21; and printing activities with AD-24.
h. Administrator, Energy Information Administration (EI-1),
establishes policies, procedures, standards, and guidelines for
content, design, documentation, attribution, registry, inventory
distribution, and dissemination of data and information which is
relevant to energy resource reserves, energy production, demand
and technology, and related economic and statistical information
in accordance with provisions of law and applicable regulations.
CHAPTER III
PUBLIC COMMUNICATIONS PUBLICATIONS
1. GENERAL. This chapter provides general instructions to manage,
coordinate, and provide for the issuance of Departmental public
communications publications (see Chapter I, page I-3, subparagraph a)
for the public; to assure that these publications accurately describe
and support Departmental activities and policies; and to assure that
such publications are entered in the publications registry and
inventory at the Office of Scientific and Technical Information; and
that such publications are produced in the most efficient and
economical manner.
2. RESPONSIBILITIES AND AUTHORITIES.
a. Director of Public Affairs.
(1) Manages a comprehensive Departmental public communications
publications management program that includes reviewing
proposed contracts, grants, and other procurement actions
that involve public communications publications and
subsequently reviewing products resulting from these actions
before printing; assures required reviews; establishes and
coordinates distribution plans; approves requests for bulk
secondary distribution; and coordinates the inventory of such
publications with AD-21.
(2) Develops and implements, in collaboration with the requestor,
a post-printing/distribution evaluation plan to determine the
effectiveness of the publication in meeting publication
objectives.
(3) Reviews requests for proposed pamphlets, booklets,
periodicals, bulletins, and similar public communications
publications; and assures that the proposals submitted by
originating organizations include the required criteria
described on page III-3, paragraph 3a(1).
(4) Delegates the authority to review proposed contracts, grants,
and similar procurement actions that involve public
communications publications to all field elements.
(5) Assures that an annual report of public communications
activities is submitted by all Departmental Elements to PA-1
for subsequent submittal to the Office of Management and
Budget.
(6) Establishes and chairs a publication review board, consisting
of not less than five members representing different DOE
elements, to evaluate public communications publications
policy and recommend adjustments, and to act as an appeal
board for publication decisions that may affect future
policy.
(7) Represents the Department with other Government and
non-Government organizations in matters concerning the
content, need, and proposed distribution of public
communications publications.
b. Director of Administration and Management, through the:
(1) Director of Administrative Services, assures that requests
for products of procurement actions involving public
communications publications from Headquarters and field
elements are reviewed and approved by PA-1 before printing
and distribution including contractors, subcontractors, and
financial assistance recipients. The field element contract
administrators and printing officers will assure compliance
with this review.
(2) Director of Scientific and Technical Information, manages and
maintains the inventory of publications; operates
distribution systems for the dissemination of all
publications; manages and maintains the document registry
system to provide inventory control, stock accountability and
request fulfillment for public communications publications
and publications intended for on-demand distribution; works
with PA-1 to provide information to be used in
post-publishing evaluations, in the planning of stock
requirements based on space available at AD-21, and in
determining distribution and warehousing cost data.
c. Director of Procurement, Assistance and Program Management assures
that requests for procurement actions involving the development of
public communications publications, including contracts and
grants, issued by Headquarters and field elements have been
reviewed and approved by PA-1.
d. Heads of Departmental Elements.
(1) Assure that all public communications publications
procurement requests are submitted to PA-1 for review and
approval prior to submission to a procuring office and that
the procurement request include DOE F 1340.3a, "Public
Communications Publications Procurement Proposal." (See
Attachment III-1.)
(2) Assure that all products developed by public communications
publications proposals are submitted to PA-1 for review
before printing or distribution. Note that restrictions
established by Title 44 of the Federal Code and the Joint
Committee on Printing must be observed.
(3) Assure that copies of all public communications publications
are submitted to AD-21 for registry and inventory control.
3. GUIDELINES.
a. All public communications publications of the Department, or
contractors and grantees, prepared and/or printed with DOE funds
will be reviewed by PA-1 in accordance with the following
guidelines:
(1) Content. Public communications publications will be clearly
written for their intended audience. The technical accuracy
of the publication will be assured by a responsible reviewer
from appropriate program staffs. The review by PA-1
involves, but is not limited to, the following criteria.
Each publication should be:
(a) Consistent with DOE policy.
(b) Essential to the mission of the Department. (Is there a
vital need for the information?)
(c) Accurate. If it is an older publication, it should not
refer to:
1 Persons or organizations that are no longer correct
contacts;
2 Programs that are not included in budget planning;
3 Data or statistics that are no longer current; or
4 Bibliographies or references that may not be
available or recommended.
(d) Substantive and well written, with appropriate
illustrations.
(e) Free from any suggestion of being self-serving. (Would
it affect pending legislation or budget decisions, or be
construed as programmatic lobbying?)
(f) The sole source of the information and not similar to
materials, free or for sale, already available from DOE
or other Government agencies and private or community
organizations. (Information on GPO-published materials
may be obtained from the DOE library, "Monthly Catalog
of U.S. Government Publications, Cumulative Index." The
library also can provide a computer printout of the
National Technical Information Service bibliography on a
subject.)
(g) Cost effective, it should warrant the cost of being
stocked and distributed.
(h) Filling a substantial need to respond to public
inquiries.
(2) Format. The publication must adhere to Joint Committee on
Printing regulations, particularly on the use of
illustrations, multicolor printing, paper stock, and trim
sizes. The publication proposal must be accompanied with
justification for the use of any item that is not consistent
with the regulations.
(3) Number of Copies, Distribution, and Registry. Publication
proposals must include a discrete and justified initial
distribution plan, and anticipate secondary needs.
Reprinting within a brief period to replenish stock is costly
and must be avoided. Publications must be registered and
inventoried at the Office of Scientific and Technical
Information.
(4) Redundancy. Proposed public communications publications will
not duplicate information in existing publications. The
proposing office must produce evidence of a review of
existing publications.
(5) Clearances. Proper clearances, such as legal, policy and
evaluation, classification, and patent must be obtained or
deemed unnecessary by a proper authority. PA-1 has the
authority to overrule clearances deemed unnecessary and
assure that such clearances be obtained.
(6) Procurement Requests. All procurement requests for contracts
or financial assistance awards that involve public
communications publications must be reviewed and approved by
PA-1 prior to submission to the procuring office for action.
This review is accomplished by submitting DOE F 1340.3a,
"Public Communications Publications Procurement Proposal,"
(see Attachment III-1) and the procurement request to PA-1
for illustrations.
(7) Initial/Reprint/Revision Requests. All printing proposals
must be made on DOE F 1340.3, "Request for Public
Communications Publication Approval." (See Attachment
III-2.) The proposal form must be accompanied by a detailed
outline or summary, or completed manuscript, and distribution
plan. Following initial review of the proposal by PA-1, a
second review may be requested before printing to assure that
suggested revisions or changes have been made.
b. Following approval by PA-1, the publication is submitted for
printing and primary distribution through appropriate channels:
Headquarters through AD-60; field through associated DOE
contractors and GPO regional printing procurement offices.
****DATABASE NOTE:
ATTACHMENT OF ATTACHMENT III-1 - PUBLIC COMMUNICATIONS PUBLICATIONS
PROCUREMENT PROPOSAL (PAGE III-7 AND III-8) IS NOT INCLUDED IN
DATABASE, DUE TO ITS FORMAT.
****DATABASE NOTE:
ATTACHMENT OF ATTACHMENT III-2 - REQUEST FOR PUBLIC COMMUNICATIONS
PUBLICATION APPROVAL (PAGE III-9 AND III-10) IS NOT INCLUDED IN
DATABASE, DUE TO ITS FORMAT.
CHAPTER IV
SCIENTIFIC, TECHNICAL, AND ENGINEERING PUBLICATIONS
1. GENERAL. Information developed as the result of DOE-funded research,
development, and demonstration programs shall be reported promptly and
fully to AD-21, whether released or not released to others, including
reimbursable work done for others at DOE facilities. AD-21 will
develop detailed bibliographic records and abstracts of the information
for input into computerized energy-related technical information files.
As classification, patent, proprietary data, and other legal and policy
considerations permit, the scientific and technical information
collected, cataloged, and stored at AD-21 will be announced and made
available, through approved channels, to the scientific, technical,
engineering, and industrial communities, and to the public. (See
Chapter I, page I-3, subparagraph b.)
2. RESPONSIBILITIES AND AUTHORITIES.
a. Director of Scientific and Technical Information.
(1) Plans, develops, and administers programs and systems for
acquiring (worldwide), publishing, processing, storing,
retrieving, announcing, and distribution of technical
information in support of programs and activities; maintains
a central energy-related technical information energy data
base and publishes abstract journals.
(2) Develops and maintains a system to assure that DOE receives
complete scientific, technical, and engineering publications
from each task of each procurement action for research,
development, and demonstration work being performed with DOE
funds.
(3) Establishes or approves formats for numbering and other
identification schemes to identify scientific, engineering,
and technical publications so that they are compatible with
other Government/commercial and international reference
systems.
(4) Assures that scientific and technical publications have
appropriate clearances, including patent clearance via onsite
patent counsel or the Assistant General Counsel for
Intellectual Property, prior to being published, announced in
DOE abstract journals, or made available to the public.
(5) Maintains and, in consultation with the program units
concerned, defines subject categories for and approves
changes, additions, and deletions to the standard
distribution lists (reports TID-4500 and M-3679) for primary
distribution of scientific, technical, and engineering
publications to authorized recipients; develops or approves
other procedures for distributing scientific, technical, and
engineering publications (e.g., in the form of microfiche) as
required; and coordinates the public availability of
DOE-approved scientific, technical, and engineering
publications with the National Technical Information Service.
(6) Develops and provides specialized technical information
services and products (e.g., on-line literature searches,
professional textbook and technology transfer publications,
bibliographies, and indexes) to meet programmatic and project
needs. All public communications publications must be
reviewed by PA-1 (see Chapter III).
(7) Coordinates the acquisition and distribution of scientific,
technical, and engineering data bases, access to, and
dissemination services.
(8) Coordinates requests and arranges for direct access by DOE
elements and contractors to both classified and unclassified
information and distribution services of the Defense
Documentation Center and the National Aeronautics and Space
Administration.
b. Director of Administrative Services.
(1) Provides support services needed for printing scientific,
technical, and engineering publications originated by
Headquarters Elements or resulting from
Headquarters-administered contracts.
(2) Assures that the specified number of copies of such
publications are sent to AD-21 for processing and
distribution.
(3) Approves requests for initial printing or reproduction of
scientific, technical, and engineering publications
originated by Headquarters Elements.
c. Heads of Departmental Elements.
(1) Assure that performing organizations under their program
management and/or administrative jurisdiction comply with the
provisions of this Order, other directives, and applicable
laws and regulations regarding the preparation, review,
printing, and distribution of scientific, technical, and
engineering publications.
(2) Assure that the minimum scientific, technical, and
engineering reporting requirements are called for in each
research, development, and demonstration procurement action
or task agreement, and all other scientific and technical
reports prepared under the action or task are deposited at
AD-21 (see Attachment IV-3).
(3) Encourage the preparation of documents which bring new or
better information, theories, or advances to the appropriate
audiences as quickly and concisely as possible.
(4) Assure the accuracy, credibility, compatibility, and
timeliness of scientific, technical, and engineering
publications-prepared by performing organizations under their
program management and/or administrative jurisdiction.
(5) Determine announcement and distribution limitations to be
placed on scientific, technical, and engineering
publications, and inform AD-21 of such determination. Assure
that the specified number of copies is sent to AD-21 for
processing and distribution.
(6) Recommend changes, additions, and deletions to be made in the
standard distribution lists (reports TID-4500 and M-3679),
and provide and approve special distribution practices when
required. Notify AD-21 promptly when performing
organizations are to be added or deleted from standard
distribution because of contractual action.
(7) Coordinate with AD-21 the foreign language translation and
subsequent publication of scientific, technical, and
engineering information necessary to carry out programs; and
deposit with AD-21 all foreign language publications received
through exchange programs.
3. GUIDELINES. The following are procedural requirements applicable to
all scientific, technical, and engineering publications produced with
DOE funds or at DOE facilities.
a. All scientific, technical, and engineering publications shall be
sent to AD-21 including a properly prepared DOE F RA-426, "DOE and
Major Contractor Recommendations for Announcement and Distribution
of Documents," or DOE F RA-427, "University Contractor, Grantee
and Cooperative Agreement Recommendations for Announcement and
Distribution of Documents," (see Attachments IV-1 and IV-2).
Conference papers shall be sent to AD-21 in advance of meetings
when feasible. Open literature articles shall be sent to AD-21 as
reprints then the publication cannot be reproduced or sufficient
copies obtained, a legible reproducible master shall be sent to
AD-21 for processing, as appropriate.
b. Scientific, technical, and engineering publications to be
distributed outside the originating organization shall be sent to
AD-21. (In this context, a transmittal of a scientific,
technical, or engineering publication to the sponsoring
Headquarters Element, to the organization administering the
contract, or to the performing organization's subcontractors or
consultants working on the project is considered to be internal
distribution.)
c. Classified documents as defined in the category definition of
M-3679, generated by organizations or contractors, are to be made
available to AD-21 for processing and controlled distribution.
d. Information developed in research, development, and demonstration
work is to be reported promptly and fully, and originating
organizations shall assure that at least the minimum reporting
requirements outlined in DOE F 537, "Reporting Requirements
Checklist," (Attachment IV-3), are forwarded to AD-21 for each
research, development, and demonstration task supported under
their program management and/or administrative jurisdiction.
e. Two copies of engineering drawings identified on DOE F 537, or
considered by the originator to have potential value to others,
shall be forwarded to AD-21 in aperture card form.
f. Scientific, technical, and engineering publications not previously
sent to AD-21 under the provisions of paragraphs 3a, b, or c,
above, shall be sent if specifically requested by AD-21.
****DATABASE NOTE:
ATTACHMENT OF ATTACHMENT IV-1 - DOE AND MAJOR CONTRACTOR RECOMMENDATIONS
FOR ANNOUNCEMENT AND DISTRIBUTION OF DOCUMENTS (PAGE IV-5 AND IV-6) IS
NOT INCLUDED IN DATABASE, DUE TO ITS FORMAT.
****DATABASE NOTE:
ATTACHMENT OF ATTACHMENT IV-2 - UNIVERSITY CONTRACTOR, GRANTEE AND
COOPERATIVE AGREEMENT RECOMMENDATIONS FOR ANNOUNCEMENT AND DISTRIBUTION
OF DOCUMENTS (PAGE IV-7 AND IV-8) IS NOT INCLUDED IN DATABASE, DUE TO
ITS FORMAT.
****DATABASE NOTE:
ATTACHMENT OF ATTACHMENT IV-3 - REPORTING REQUIREMENTS CHECKLIST
(PAGE IV-9 AND IV-10) IS NOT INCLUDED IN DATABASE, DUE TO ITS FORMAT.
CHAPTER V
DESIGN
1. GENERAL. Design and graphics services shall effectively support
publication activities. This chapter covers the guidelines and
procedures for planning, designing, producing, and/or obtaining graphic
and design services for DOE publications. Inclusive in design and
graphic services are illustration, design, drafting, photography,
mapping, and any other type of communication art product used or
produced in part or in total for inclusion in a publication. Printed
media include all publications, brochures, posters, maps, flyers,
reports, and any type of publication printed with Government funds.
2. RESPONSIBILITIES AND AUTHORITIES.
a. Director of Administration and Management.
(1) Develops and/or approves design and graphics for public
communications publications following approval by PA-1 to
assure that they are consistent with this Order.
(2) Through the Director of Administrative Services:
(a) Develops policies, procedures, standards, and guidelines
for DOE-wide design and graphic services.
(b) Plans, develops, and coordinates design and graphics
products to support Headquarters and field elements;
operates Headquarters facilities, e.g., photography,
design and graphics mapping and drafting, and computer
graphics.
(c) Represents DOE with the National Endowment for the Arts,
Federal Design Improvement Program, on design and
related matters, including submission of required
reports.
(d) Represents DOE with the General Services Administration
on establishment and coordination of graphic and
photographic basic ordering agreements, including
consolidation and submission of required reports.
(e) Represents DOE with the U.S. Geological Survey for
coordination and production of DOE cartographic
requirements; submits periodic reports on DOE basic
mapping activities in accordance with OMB Circular A-16
and requests service, concurrence, or guidance for
Headquarters major mapping programs.
(f) Develops symbols, design devices, and logos produced as
identifiers for DOE publications; develops guidelines
for new symbols to assure consistency with the DOE-wide
design program.
(g) Reviews, periodically, the efficiency and effectiveness
of selected publication projects produced or initiated
by DOE and its contractors to assure a consistent and
quality visual image for DOE and adherence to policy and
guidelines established in this chapter.
b. Heads of Headquarters Elements.
(1) Submit proposed Headquarters-originated design and graphics
projects to AD-60 for processing.
(2) Assure, to the extent possible, that requests for services
allow adequate leadtime for quality results at minimum cost.
3. STANDARDS AND GUIDELINES. Usage of the DOE seal must be in accordance
with DOE 1000.2B, DEPARTMENT SEAL AND FLAG. No revision or changes to
the DOE seal are authorized unless approved by S-1.
CHAPTER VI
PRINTING AND RELATED ACTIVITIES
1. GENERAL. This chapter provides general guidance and instructions for
complying with Title 44, U.S.C., "Public Printing and Documents," and
the "Government Printing and Binding Regulations" in the production and
procurement of printing and duplicating services. It also includes
guidance for the acquisition of composition, copying; duplicating, and
printing equipment.
2. RESPONSIBILITIES AND AUTHORITIES.
a. Director of Administrative Services.
(1) Reviews and processes requests to print periodicals, in
coordination with the Director of Public Affairs.
(2) Provides graphics, composition, duplicating, and printing
services to support Headquarters organizations.
(3) Provides staff advice and assistance regarding distribution
patterns for Headquarters printing, maintains or acquires all
major distribution lists utilized by Headquarters, and
assures that copies of unclassified DOE publications printed
at Headquarters are forwarded to AD-21, the Library of
Congress, and depository libraries through the facilities of
GPO.
(4) Maintains usage information and inventory on all Headquarters
copying equipment.
b. Director of Procurement, Assistance and Program Management assures
that all contracts issued comply with the provisions of this Order
governing the acquisition and/or production of printing,
duplicating, and equipment.
c. Director of Information Resources Management through the:
(1) Director of Information Resources Management Policy, Plans,
and Oversight.
(a) Develops DOE-wide policies, procedures, standards, and
guidelines for the acquisition of composition, copying,
duplicating, and printing equipment, and for the
production and procurement of these services.
(b) Provides staff advice and assistance on a DOE-wide basis
regarding the interpretation and applicability of
policies, procedures, standards, and guidelines for
composition, copying, duplicating, and printing
services.
(c) Approves, or processes for Joint Committee on Printing
approval, requests relating to:
1 Establishment or disestablishment of printing and
duplicating plants.
2 Acquisition, transfers, or disposal of composition,
printing, duplicating, binding, and auxiliary
equipment (columns 1 and 2 equipment).
3 Deviations from restrictions.
(d) Represents DOE with the Joint Committee on Printing and
GPO on printing and related activities, including review
and submission of reports required of DOE.
(2) Director of Information Technology Services and Operations.
Determines requirements for DOE forms (other than public use
forms) and approves requisitions, copy, specifications, and
distribution patterns to AD-60 for processing.
d. Heads of Headquarters Elements assure that all Headquarters
originated graphics, duplicating, and printing requirements are
submitted to AD-60 for processing in accordance with the
provisions of this Order.
e. Heads of Field Elements.
(1) Assure that organizations and contractors under their
jurisdiction comply with this Order and that they are
provided copies of the Government Printing and Binding
Regulations.
(2) Procure or provide composition, duplicating, copying,
printing, and related services in-house or through GPO
regional printing procurement offices to meet program
requirements. Printing may be performed in a DOE-authorized
printing plant in accordance with Joint Committee on Printing
guidance and regulations. Attachment VI-1 contains names and
the locations of all DOE-authorized printing plants.
(3) Establish procedures and conduct periodic reviews to assure
compliance with the provisions of this Order.
(4) Submit requests, through AD-24, for:
(a) Establishment or disestablishment of printing and
duplicating plants.
(b) Acquisition, transfer, or disposal of composition,
printing, duplicating, binding, and auxiliary equipment
as defined in the Joint Committee on Printing
Regulations. This includes word processing/text editing
systems which are coupled with photocomposition devices.
(c) Deviations from the Joint Committee on Printing
restrictions.
(d) Strike-on composition equipment regardless of cost.
(5) Designate a DOE or contractor official to determine and
certify, prior to printing individual jobs, that the use of:
(a) More than one color of ink fulfills a specific
functional need.
(b) Illustrations are functional and related entirely to the
transaction of the public business.
3. COPYRIGHT RESTRICTIONS.
a. Under the Copyright Laws (Title 17 U.S.C.), copyright owners are
given certain exclusive rights in their works. Among these are
the rights of reproduction. Infringement takes place when this
right is violated by reproducing the work in whole or any
substantial part. Certain reproductions may be excepted from
liability by the section of the law dealing with "fair use."
Reproduction for purposes of scholarship or research may come
under this statutory protection, especially if the use is
nonprofit or noncommercial in nature. Any question concerning the
reproduction of copyrighted material should be referred to patent
counsel.
b. To assist in prevention of copyright infringement by the
Government or its employees, contractors, and others, a notice, as
set forth below, should be posted in a prominent place on
reproduction equipment in the possession and control of DOE and
its contractors:
NOTICE TO COPYING MACHINE USERS
This machine is to be used solely for making copies of
materials for official purposes only. Reproduction at
Government expense of materials for personal use is
prohibited.
The U.S. Copyright Law (Title 17, U.S.C.) governs the making
of photocopies of copyrighted material. The person using
this equipment is liable for any infringement. Any questions
concerning the reproduction of copyrighted material should be
referred to patent counsel.
c. Notwithstanding the exclusive rights of the owners of copyrights,
the law provides that under certain conditions it is not an
infringement of copyright for a library or archives, or any
library or archive employees acting within the scope of their
employment, to reproduce or distribute not more than one copy or
photorecord of a work, provided:
(1) The reproduction or distribution is made without any purpose
of direct or indirect commercial advantage.
(2) The collections of the library or archives are open to the
public or available not only to researchers affiliated with
the library or archives, but also to other persons doing
research in a specialized field.
(3) The reproduction or distribution of the work includes a
notice of copyright.
d. The Copyright Office of the Library of Congress requires a
specific notice, as set forth below, be used in order to qualify
for the library or archive exception. The notice should be
printed on heavy paper and in type at least 18 points in size and
should be displayed prominently to any casual observer within the
vicinity of the photocopy machine or the place where copy orders
are taken:
NOTICE
WARNING CONCERNING COPYRIGHT RESTRICTIONS
The Copyright Law of the United States (Title 17, U.S.C.) governs
the making of photocopies or other reproduction of copyrighted
material. Under certain conditions specified in the law,
libraries and archives are authorized to furnish a photocopy or
other reproduction. One of these specified conditions is that the
photocopy or reproduction is not to be "used for any purpose other
than private study, scholarship, or research." If a user makes a
request for, or later uses, a photocopy or reproduction for
purposes in excess of "fair use," that user may be liable for
copyright infringement.
This organization reserves the right to refuse to accept a copying
order if, in its judgment, fulfillment of the order would involve
violation of copyright law.
e. Order forms used by the library or archive should contain a notice
warning of copyright restrictions. This notice should be printed
in a box on the order form and located adjacent to the space
calling for the name or signature of the person using the form.
4. PROCEDURES AND GUIDELINES.
a. Printing Obtained Through the Government Printing Office or a
Regional Printing Procurement Office.
(1) When a field element or a contractor requisitions printing
from a Regional Printing Procurement Office it shall be in
accordance with the procedures outlined in the GPO "Agency
Procedural Handbook for Commercial Procurement of Printing
Services." All contractors should indicate on the
requisition that the work is being performed for the U.S.
Department of Energy, as well as their own identification.
Each requisition must carry a complete billing address. The
locations and telephone numbers of the regional printing
procurement offices are contained in Attachment VI-2.
(2) Term contracts may be requested from GPO or regional printing
procurement offices by Headquarters, field elements, and
contractors by submitting a Standard Form 1 when: (a)
categories of work fall outside the specifications of the
GPO/regional printing procurement office general purpose
contracts, and/or (b) geographical location of a DOE element
creates delays in obtaining satisfactory delivery. The GPO
and regional printing procurement office should be requested
to arrange for pickup and delivery at the originator's site,
or limit bidders to an appropriate geographical area and
provide for direct contact between the printer and the
requesting office. All billing and contract amendments must
be made through GPO and the regional printing procurement
office which serve as the contracting office.
b. Printing Equipment Acquisitions and Disposals.
(1) Acquisitions.
(a) Requests for acquisition of electronic and strike-on
composition printing, duplicating, binding, and
auxiliary equipment, with justification, shall be
forwarded to AD-24 for approval and/or coordination with
Joint Committee on Printing. The justification shall
contain the make, model, and cost of the proposed
equipment, if applicable; the make, model, condition,
serial number, age, estimated cost, or value of
equipment to be replaced; a detailed summary of all work
to be performed, benefits to be derived, and explanation
for rejection of the alternatives. If the request is
for replacement equipment, give planned disposition of
existing equipment.
1 Strike-on composition equipment for the purpose of
this Order includes, but is not limited to, AM
Varityper and IBM Selectric Composer regardless of
cost.
2 Electrostatic copying equipment requiring AD-24
approval prior to acquisition Includes, but is not
limited to, Xerox 9200, Xerox 9400, Kodak 100AF,
Kodak 150AF, and IBM Copier III units when used In
duplicating facilities.
(b) All requests must contain a summary of discussions
and/or correspondence with the appropriate regional
printing procurement office on the feasibility of
commercial procurement for those items to be produced on
the proposed equipment.
(2) Disposals. Disposal of composition, printing, binding,
duplicating, and auxiliary equipment shall be accomplished in
accordance with the provisions of the DOE property management
regulations. In addition, for all columns 1 and 2 equipment
which is removed from a printing plant, a Joint Committee on
Printing Form No. 7, "Excess Equipment," must be submitted to
AD-24 for coordination with the Joint Committee on Printing.
Exception: If the column 1 equipment is needed at another
site, that office shall submit a request for transfer with
justification to AD-24 for coordination with the Joint
Committee on Printing. If the transfer is approved, no Joint
Committee on Printing report is required.
(3) Request for Proposals for Printing Equipment. Approval must
be obtained from AD-24 before a field element or contractor
can issue a request for proposal for electronic composition,
printing, duplicating, and related equipment.
(4) Collators. Acquisition of stand-alone power-operated
collators for other-than-authorized printing plants shall be
reported on Joint Committee on Printing Form No. 3,
"Acquisition of Power-Operated Collators for Use in
Facilities Other Than Printing Plants," to AD-24 for
coordination with Joint Committee on Printing. Disposition
shall be accomplished in accordance with the provisions of
DOE property management regulations.
(5) Establishment or Disestablishment of Printing Plants.
Request for authorization to establish or disestablish a
printing plant shall be forwarded to AD-24 for review and
submission to the Joint Committee on Printing.
(a) For establishment of a new plant, identify:
1 Types and quantity of work to be procured
commercially.
2 Types and quantity of work that are not procurable
through the GPO/regional printing procurement
office and reasons therefor.
3 Existing duplicating and copying equipment showing
trade name, model number, serial number, size,
condition, age, and estimated present value using
Joint Committee on Printing Form No. 5, "Annual
Plant Inventory."
4 Additional equipment required, estimated cost,
intended use, and benefits.
(b) For disestablishment of an authorized plant, state
reasons and provide an inventory of existing printing
plant equipment on Joint Committee on Printing Form No.
5, indicate disposition plans for excess equipment, and
justification for retention of equipment that is not
declared excess.
(6) Joint Committee on Printing Reports shall be prepared as
outlined in Title IV of the "Government Printing and Binding
Regulations." Copies shall be forwarded to AD-24 in time to
assure receipt of a minimum of 2 weeks before the Joint
Committee on Printing due date.
c. Copying Equipment Acquisitions Guidelines.
(1) Headquarters.
(a) Copying equipment shall be centralized, where possible,
into copy centers. Requests with justification for
decentralized copiers shall be submitted on DOE F
AD-H23, "Request for Copying Equipment," (see Attachment
VI-3) to AD-60 for evaluation and appropriate action.
(b) Copying requirements which exceed 600 total copies
should be referred to the Printing Operations Branch
(AD-631) for reproduction.
(2) Field Elements and Contractors.
(a) Copying equipment should be centralized into copy
centers, where possible, based on program requirements
and proximity to the nearest duplicating facility or
in-house printing plant.
(b) A designated DOE or contractor official should review
and approve or disapprove all requests for the
acquisition of equipment to assure compliance with the
provisions of this Order.
(c) In the selection of equipment, a comparison of various
makes and models of equipment should be considered, as
well as the use of offset duplicating. See Attachment
VI-3 for suggested format for analyzing copying
requirements.
(d) A lease-versus-purchase analysis should be conducted for
the acquisition of all copying equipment with the
following guidelines:
1 A 3-year time frame should be used in evaluating
the payback period for all new equipment.
2 A 2-year time frame should be used for refurbished
equipment.
(e) Reports. Each field element and contractor shall submit
an annual report on copying activities to AD-24 by 11-15
for the preceding fiscal year. The report should
contain the following:
1 Number of copiers beginning and ending of fiscal
year, identifying number of leased and owned
copiers.
2 Total copies reproduced on:
a Leased equipment.
b Owned equipment.
3 Total cost of (labor cost should not be included):
a Leased equipment.
b Owned equipment (maintenance).
4 Total cost of supplies (i.e., paper, toner,
developer).
5 Total cost per copy (including supplies) for:
a Leased equipment (totals of subparagraph 3 a
and 4 above (pro rate), divided by
subparagraph 2 a above).
b Owned equipment (totals of subparagraphs 3 a
and 4 above (pro rate) divided by subparagraph
2 b above).
6 Number and total cost of copiers purchased during
the preceding fiscal year.
7 Planned action to reduce copying costs during the
next fiscal year.
d. Field Reviews. Management reviews shall be conducted covering
printing and related activities to assure that the procedures and
techniques being used are consistent with this Order. These
reviews shall be conducted by AD-24 or field element staffs
depending on the scope of review, normally on a 3-year cycle. A
report shall be prepared of each review highlighting the major
findings and recommendations, if any.
DOE AUTHORIZED PRINTING PLANTS BY FEDERAL REGIONS
Region 2
1. Schenectady Naval Reactors Office
Knolls Atomic Power Laboratory
Schenectady, NY 12301
2. Associated Universities, Inc.
Brookhaven National Laboratory
Upton, NY 11973
Region 4
3. DOE Savannah River Field Office
Aiken, SC 29808
4. Office of Scientific and Technical Information
Oak Ridge, TN 37830
5. Martin Marietta Energy Systems
Nuclear Division, ORGDP (K-25)
Oak Ridge, TN 37831
Region 5
6. University of Chicago
Argonne National Laboratory
Argonne, IL 60439
7. EG&G Mound
Miamisburg, OH 45343
8. Martin Marietta Energy Systems
Piketon, OH 45661
Region 8
9. EG&G Rocky Flats
Golden, CO 80402.
10. Los Alamos National Laboratory
Los Alamos, NM 87545
11. Sandia National Laboratories
Albuquerque, NM 87185
Region 9
12. University of California
Lawrence Berkeley Laboratory
Berkeley, CA 94720
13. University of California
Lawrence Livermore National Laboratory
Livermore, CA 94551
14. Reynolds Electrical & Engineering Co., Inc.
Mercury, NV 89023
Region 10
15. EG&G Idaho, Inc.
Idaho Falls, ID 83415
16. Bonneville Power Administration
Portland, OR 97232
17. Westinghouse Hanford Operation
Richland, WA 99352
REGIONAL PRINTING PROCUREMENT OFFICES
Atlanta Printing Procurement Office
R. B. Russell FOB, Room 788
75 Spring Street, SW
Atlanta, GA 30303 (404) 331-5198
Boston Printing Procurement Office
Room 1400
John W. McCormack Post Office and Court House
Post Office Square
Boston, MA 02109 (617) 720-3680
Chicago Printing Procurement Office
Room 1051
610 South Canal Street
Chicago, IL 60607 (312) 353-3916
Columbus Printing Procurement Office
Room 34, Federal Office Building
200 North High Street
Columbus, OH 43215 (614) 488-4616
Dallas Printing Procurement Office
Room 3BI
110 Commerce Street
Dallas, TX 75242 (214) 767-0451
Denver Printing Procurement Office
Building 53, Room H-1004
Denver Federal Center
Denver, CO 80225 (303) 236-5292
Hampton Printing Procurement Office
Building 720B
Langley Air Force Base, VA 23665 (804) 873-2800
Los Angeles Printing Procurement Office
Room 2E26, Federal Office Building
15000 Aviation Boulevard
Lawndale, CA 90261 (213) 982-1130
New York Printing Procurement Office
7th Floor
201 Varick Street
New York, NY 10014 (212) 620-3321
Philadelphia Printing Procurement Office
Suite 306, 3rd Floor
8001 Roosevelt Boulevard
Philadelphia, PA 19152 (215) 364-6465
San Francisco Printing Procurement Office
620 Folsom Street
San Francisco, CA 94107 (415) 677-0340
St. Louis Printing Procurement Office
Room 1466
210 North Tucker Boulevard
St. Louis, MO 63101 (314) 241-0349
Seattle Printing Procurement Office
4735 East Marginal Way South
Seattle, WA 98134 (206) 764-3726
****DATABASE NOTE:
ATTACHMENT OF ATTACHMENT VI-3 - REQUEST FOR COPYING EQUIPMENT (PAGE
VI-15) IS NOT INCLUDED IN DATABASE, DUE TO ITS FORMAT.
INSTRUCTIONS FOR PART II, ENERGY EFFICIENCY
(For use of Office of Administrative Services)
To calculate energy consumption for each equipment type:
1. Divide column (b) by column (f) to obtain estimated operating hours
(monthly).
2. Estimated operating hours times column (e) divided by 1000 equals
operating kilowatt hours (post in column (h)).
3. 178.5 (21 days times 8.5 hours) less estimated operating hours equals
estimated standby hours.
4. Estimated standby hours times column (d) divided by 1000 equals standby
kilowatt hours (post in column (g)).
5. Total columns (g) and (h).
CHAPTER VII
RESPONSIBILITIES AND AUTHORITIES,
PUBLICATIONS REGISTRY, DISTRIBUTION, AND INVENTORY MANAGEMENT
1. DIRECTOR OF PUBLIC AFFAIRS.
a. Assures proper review of public communications publications in
accordance with this Order prior to entry in the Document Registry
System.
b. Develops distribution plans for public communications publications
items.
c. Reviews and approves all bulk distribution requests for public
communications publications items.
d. Coordinates with AD-21 requests and approval for reprinting of
public communications publications for inventory purposes,
verification of current inventory, demands and space to assure
sufficient inventory supply as necessary.
2. DIRECTOR OF ADMINISTRATION AND MANAGEMENT.
a. Establishes and administers policies and procedures for managing
the inventory and distribution of publications.
b. Through AD-21, maintains and manages a central registry and
archive of all publications, except forms, directives, internal
announcements, and similar documents.
(1) Develops and manages the operation of systems for initial and
information needs of the public, private sectors, and
specialized audiences.
(2) Plans, develops, and operates a system for responding to the
information needs of the public, private sectors, and
specialized audiences.
(3) Provides advice and assistance, in collaboration with PA-1,
to Headquarters and field elements regarding distribution
patterns and outlets for public communications publications.
(4) Provides inventory and stock control management for all
publications except forms, directives, internal
announcements, and similar documents.
(5) Establishes and approves publication identification numbering
systems for scientific, technical, and engineering
publications; public communications publications; and other
information products under registry and inventory management
and control.
(6) Develops and administers an annual updating system for
standard distribution categories that includes verification
of address and continuing need for publications.
c. Through the Director of Administrative Services.
(1) Establishes and maintains the procedures for initial
distribution of Headquarters-originated publications.
(2) Provides information required for the registry, distribution,
and inventory systems to AD-21.
(3) Forwards balance of publications to AD-21 following initial
distribution.
(4) Is responsible for distribution and inventory of
Headquarters-originated administrative documents (directives,
internal announcements, and similar documents).
3. HEADS OF DEPARTMENTAL ELEMENTS.
a. Assure that performing organizations under their program
management and/or administrative jurisdiction direct publications
to proper sources for program support.
(1) All proposed public communications publications are reviewed
by PA-1 before printing or initial distribution (see Chapter
III, page III-3, paragraph 3).
(2) All scientific, technical, and engineering publications are
sent to AD-21 for initial and secondary distribution. (AD-60
will assure for Headquarters).
(3) All requests for secondary distribution of both public
communications and scientific, technical, and engineering
publications are sent to AD-21.
(4) All information required for the registry, distribution, and
inventory systems is sent to AD-21. (AD-60 will assure for
Headquarters.)
b. Develop, in collaboration with AD-21, and operate distribution
systems unique to their activities.
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