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 Contents

 OCEPA and You
   Services	2
   Responsibilities  	2
   Steps To Top-Quality Publications 	3

 Terminology	4

 Processes  and Forms  	6
   Numbering System	8
   Inventory Form—Line-By-Line Guidance  	10
   inventory Form—2200-5—Sample	11
   Printing Request Form—Line-By-Line Guidance	12
   Printing Request Form—2340-1—Sample  	13

 Writing Style  	14

 Graphic Standards  	16
   Typography And Layout 	21
   Layout Grids And Cover Elements	22

 OMB Controls	32

 EPA Requirements
   Disclaimers 	30
   Mailing Labels  	30
   Funding	31

 Printing Regulations
   Printing Defined	32
   Who May Print—Not Contractors Or Grantees	32
   Penalties For Violations  	32
   Mailing-List Validation	32
   Bylines	33
   Contractor/Grantee Names	33
   Recycled Printing Paper	33
   Use of Color	34
   Illustrations, Etc	34
   Employee Photos	34
   Illustration Guidelines	35

Appendix—EPA Order 2200.4A	36

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Introduction
This booklet contains descriptions of
processes, guidelines, and other in-
formation to assist you in efficiently
creating top-quality publications for
EPA.  It also describes the regulations
and standards governing the manage-
ment and production of publications
within and for the Agency.

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 OCEPA &  You
 Services
 The Editorial Services Division within
 the Office of the Associate Adminis-
 trator for Communications, Educa-
 tion, and Public Affairs (OCEPA), is
 staffed with specialists who have the
 expertise and equipment to turn your
 text into professional-caliber publica-
 tions for optimal communication of
 your message.
   Our editors can work with you to
 achieve just the right tone and level
 of writing while maintaining proper
 grammar and conforming to Agency
 style. Our staff and contract
 photographers can provide stock
 images and location photography,
 and our design and production team
 can provide the correct look and feel
 to maximize your message's impact
 while maintaining EPA's corporate
 image. When contract work is called
 for, we can arrange it or help you
 evaluate outside proposals.  In
 consultation with other OCEPA
 communications experts, we can
 assist in the planning, the processing,
 the marketing, and the evaluation of
your publication.
   In other words, the Editorial
Services Division is a full-service
operation, capable and eager to assist
its clients along virtually every step
of the way towards creating effective,
timely, and top-quality publications.
   Our clients generally discover that
OCEPA's services in planning, edit-
ing, design, illustration, layout, type-
setting, and marketing are an inex-
pensive (if not free) and superior
alternative to having the work done
by private contractors. Another plus
is the guarantee that the results will
comply with all regulations and stan-
dards; thus helping to avoid last-min-
ute delays in printing.
   If you have a message to commu-
nicate, give OCEPA a call on
202 260-5590.  If a publication seems
the best vehicle for the message, the
Editorial Services Division (260-4359)
is ready and willing to provide pro-
fessional assistance.
 Responsibilities
 OCEPA is charged with ensuring that
 the Agency's communication efforts
 are comprehensive, credible, and
 accurately reflect EPA policy and
 goals.
  For all non-technical publications,
 the Editorial Services Division works
 to:
 • Ensure that the tone and level of
   writing is suitable for the intended
   audience.
 • Ensure that the writing is in accor-
   dance with Agency style and ac-
   cepted rules of grammar and us-
   age.
 • Determine if the whole package
   adds up to effective communica-
   tion.
 • Maintain the Agency's public image
   through application of the  Graphic
   Standards System.
 • Ensure that the production process
   is cost effective.
   Since resources are always limited,
the level of scrutiny applied to vari-
ous publications will vary. Generally,
the wider the distribution and the
more critical the issues covered, the
more complete will be OCEPA's edi-
torial participation.
   Your attention to the Agency's
needs and your cooperation with
OCEPA's tasks are critically needed
and greatly appreciated.

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 Steps To Top-Quality Publications
 1. Decide on form, message, audience, and desired impact.
 2. Confer with your AA's/RA's Product Review Officer and other communications staff.  Once
   concept is agreed upon, consult the product-review guidebook (Developing Products For The
   Public) and/or discuss with OCEPA's Communication Planning Division (202 260-5590).
 3. Sometime between steps 2 and 7, get a number for the publication by calling EPIC at
   FT5 684-7980.
 4. Research to obtain all necessary data and policy.
 5. Write the first draft.  In some cases, the Editorial Services Division staff can assist in the writing.
 6. Edit and rewrite to achieve an accurate  and professional text. From this point on, close
   coordination with the Editorial Services  Division is advisable to minimize obstacles and glitches.
 7. Fill out the Public-Information-Product Inventory form and send to the Publication Review
   Coordinator, Editorial Services Division  (A-107).  Forms are available from this same office, call
   202 260-4371.  Submitting this form eliminates the need to fill out a Notification Of Intent To
   Publish form.
 8. Design a format that makes sense for the message, the audience, the distribution method, and
   your budget.
 9. Illustrate with photographs and artwork that communicate clearly and please the eye.
10. Typeset for economy, and readability.
11. Create a layout that aesthetically fills the pages.
12. Proof the assembled  mechanicals.
13. Circulate for review by all concerned parties (see product-review guidebook).
14. Compile lists for distribution.
15. Document that all reviews and approvals have been completed.
16. Complete form 2340-1, Publication Review Record And Printing Request (available from Printing
   Management Section in room G100D). Editorial Division signature required if Inventory form
   has not been entered into  Master Inventory System or to authorize variance from Graphic
   Standards System.
17. Deliver the camera copy to EPA Printing Management.
18. Announce the publication's availability  and market as appropriate.
19. Monitor response and distribution to evaluate usefulness and predict need for reprints.

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  Terminology
  Banner
  The name and logo of a periodical
  which appears boldly across the top
  of the first page or cover. (This term
  is often confused with "masthead.")

  Bleed
 To trim the margins of a printed page
 so as to cut into the printed area.

 Call-Out
 A short quote from the text, printed
 in larger type and placed within or
 around the actual text. Used to
 intrigue the reader or to make a page
 full of type look less formidable.

 Camera-copy
 The mechanicals and accompanying
 art and photographs which are ready
 to send to the printer.

 Caption
 A word or brief phrase, usually in
 bold or headline type, placed above a
 photograph or other illustration as a
 label. (Compare to Cutline.)

 Colophon
An inscription giving facts about the
physical production of a publication:
typefaces, presses, paper, etc. (The
term can also mean a printer's or
publisher's identification mark.)
 Cutline
 A descriptive phrase or sentence(s)/
 usually in small or italic type, placed
 under or beside a photograph or
 other illustration.

 Display Type
 Heads, subheads, captions, cutlines,
 call-outs, illustration labels, and any
 other type that is not part of the main
 body of text. Rules of punctuation
 and grammar are often different for
 display type.

 Drop Cap
     An enlarged letter at the begin-
     ning of a block of text. It is set
 into the copy and aligned with the
 top of the text.

 Dummies
 Preliminary drawings or layouts
 showing the position of illustrations
 and text as they are to appear in the
 final publication.

 Foreword  (Never "Forward")
 (See Preface.)

Galleys
The continuous sheet of text returned
from the typesetter, which is cut into
columns and used to create mechanic-
als.
 Gutter
 The unprinted area between the right
 edge of the type on the left page and
 the left edge of the type on the right
 page.

 Halftones
 Reproductions of photographs or
 drawings through use of a screen pat-
 tern to show shading (as opposed to
 "line art").

 Head-to-head
 The text on the front and the text on
 the back of a sheet are aligned in the
 same direction.

 Impression
 The result of one complete motion/
 cycle of a  printing press. Depending
 on the size of the press and the di-
 mensions  of the page, one impression
 can be from one to four or more pag-
 es.

 Introduction
That part of the front text that gives
the background, importance, and/or
overview of the subject of the publica-
tion. (Compare to Preface.)

Ligature
Two or three  typeset characters
linked to create a single letterform.
Example— ffi.

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 Masthead
 A box giving advertising and sub-
 scription rates and listing the names
 and titles of those involved in the
 publication of a periodical. Some use
 this term as a synonym for "banner."
 (In early newspapers it was placed at
 the top of the first page.)

 Mechanicals
 Exact renderings of the formal layout
 of the publication pages, using
 corrected galleys of type to fill all
 copy blocks.  They are the text
 portion of the camera-copy.

 Mock-up
 A stage between dummies and
 camera-copy that often uses photo-
 copies of galleys and rough sketches
 of artwork.

 Orphan
 A paragraph's first line isolated at the
 bottom of a page  of type.  (See
 Widow.)

 Photostats or Stats
 Photographic reproductions of mec-
 hanicals. To achieve the necessary
 clarity and sharpness over the entire
 plate, a special camera is required.

 Preface
That part of the front text (usually the
 first) that gives the why and how of
 the publication itself. This term is
preferred to the equivalent "foreword."
Ring Folios
Encircled numbers written in non-
reproducible blue that identify the
actual page count in a document.
Often ring folios will not correspond
to the printed page numbers (folios),
as these begin after the front matter
and/or vary by chapter.

Runaround
Type set to fit the contour of an illus-
tration or typographic element.

Saddle Stitch
Binding the pages of a publication by
use of staples in the fold of the
leaves.

Signatures
Groups of printed sheets, containing
the images of from 4 to 64 pages,
which are folded as one unit to form
a section of a book or pamphlet.

Table Of Contents
A list of the main headings and the
pages on which they appear. Should
be labeled simply "Contents."  Should
not include front matter items.
Type...
A typeface is determined by its interi-
or proportions, relative line widths,
and overall design. Typefaces are
referred to by "brand" names such as
Palatino and Helvetica. Type form
refers to distortions of a typeface—
such as Extra Condensed or Extend-
ed, and angle— Roman or Italic.
(The latter characteristic is also
known as type "posture.") Type
weight means the general thickness
of the letters' structural lines,  such as
light, medium, and demibold. Type
families are rather arbitrary catego-
ries of similar typefaces (and all of
their different forms and weights)
such as Modem and Script.

Typesetting
The process of placing proportionally
spaced type on a page using high-
quality photo-composition equipment.
The result usually saves space while
it improves readability.  Recently, the
term has come to be applied to pro-
portional laser printing.

Widow
A paragraph's last line isolated at the
top of a page of type. (See Orphan.)

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  Processes  And  Forms
 Publication management at EPA
 focuses on three general areas:
 reviewing, cataloging, and printing.

 Reviewing
 Two important processes regulate the
 review and approval of Agency pub-
 lications.
      The first is Agency Order
 2200.4A, EPA Publications Review
 Procedure. Essentially, this document
 directs each Assistant/Associ-
 ate/Regional Administrator to estab-
 lish internal review procedures to
 provide for  "expeditious approval"
 and assure "high quality" of their pro-
 grams' publications prior to release.
 When this Order was  issued, the
 printing form was revised to reflect
 this process by adding spaces for the
 signatures of the reviewers, and re-
 naming it the Publication Review Re-
 cord And Printing Request form.
     The Order also requires that
 certain publications be forwarded to
 the public affairs office for final ap-
 proval: documents and audiovisual
 products with policy implications,
 periodicals, and any "other item re-
 quired to be reported to the Office of
 Manag'ement and Budget."  (Almost
 all publications are "required to be re-
ported to" OMB and thus are subject
to approval by the public affairs of-
fice.)
     While OCEPA is concerned with
 the entire inventory of Agency publi-
 cations (see next section on "Catalog-
 ing"), the office is not in a position to
 carefully review each of the hundreds
 of documents produced annually by
 EPA. To determine which publica-
 tions merit thorough reviews by
 OCEPA and other offices, EPA estab-
 lished a "Product Review" process.
 This is the second of the two impor-
 tant review and approval processes in
 the Agency.
     Under the Product Review pro-
 cess, the originator of a public-infor-
 mation product (publication, video,
 exhibit, etc.) and the program's Prod-
 uct Review Officer use specific crite-
 ria to determine whether to send
 OCEPA a "Concept Notification" form
 and a "Final Draft Review" form.
 Upon receipt, a member of OCEPA's
 Communications Planning Division
 distributes  the form or the draft to
 various outreach experts, synthesizes
 comments and assists in resolving
 conflicts. As part of this process, the
Editorial Services Division may re-
view the text for grammar, level,
tone, style,  and effectiveness.
     The Product Review process is
intended to:
• Ensure that Agency policy is prop-
     erly interpreted and that poten-
     tially embarrassing mistakes are
     avoided.
• Reduce confusion and conserve
     resources by eliminating dupli-
     cations.
• Enhance the product's usefulness.
• Take advantage of every opportuni-
     ty to communicate the Agency's
     priorities and themes.
     A full explanation of the Product
Review process is given in a booklet
titled Developing Products For The
Public: A Handbook For EPA Communi-
cators.  For copies of the Product-Re-
view forms, call the  Communications
Planning  Division on 202 260-5590.

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 Cataloging
 EPA needs to maintain an up-to-date
 inventory of information products for
 several reasons. A catalog of pub-
 lications, videos, etc., is an essential
 tool in fulfilling EPA's obligation to
 provide information to the public.
 The Office of Management and Bud-
 get requires all federal departments
 to maintain an electronic listing of
 publication titles.  Finally, publication
 coordinators, communications plan-
 ners, printing officers, and others
 need accurate data to make sound
 managerial decisions.
     EPA's Center for Environmental
 Research Information (CERI) compiles
 a computer database and prints an
 annual catalog of all technical pub-
 lications it produces. All other EPA
 publications (that is, all non-CERI
 publications) plus  all audiovisual and
 other types of public-information
 products, are recorded for cataloging
 using the Public-Information-Product
 Inventory form—EPA form 2200-5.
     When an Inventory form (for a
 publication) is processed, a GPO form
 3868 (Notification Of Intent To Pub-
 lish) is automatically created and for-
 warded to the Government Printing
 Office, thus eliminating the need for
 the originator to fill out this form.
Since the 3868 is required by GPO at
least 30 days prior to printing, publi-
cation originators  should complete
and submit the Inventory form as
soon as all the requested information
can be assembled.  Publication origi-
nators should also be aware that
EPA's Printing Management Section
will not accept a job without evi-
dence of an accepted Inventory
form.
     The Inventory forms are submit-
ted to the Publications Review Coor-
dinator in the Editorial Services Divi-
sion of OCEPA.  This person checks
the form for completeness and re-
views the keywords and the catalog
description for appropriateness and
readability.  The originator may be
asked for clarifications or revisions
before the form is approved. The
forms are then forwarded to EPIC
(the Environmental Publications and
Information Center) in Cincinnati for
inclusion in the Master Inventory Sys-
tem and creation of the GPO 3868
forms.
     The Master Inventory System is
a database of more than 30,000 entries
that provides for entering orders,
determining quantities in stock,  and
using key words to search for docu-
ments. In the not-too-distant future,
staff throughout the Agency will be
able to access the System—and com-
plete Inventory forms—directly via
computer.
     A sample Public-Information-
Product Inventory form along with a
line-by-line explanation appears on
pages 10 and 11. If your Product Re-
view Officer doesn't have copies, you
may pick up this form from room
3623.
Printing
All EPA printing is done by or
through the Agency's Printing Man-
agement Section (hereinafter called
"the print shop") within the Recy-
cling, Printing Services, and Mail
Management Branch of the Facilities
Management and Services Division of
OARM. No printing can be done
without going through this office.
(See section on Printing Regulations
for a full explanation of this require-
ment.) The print shop has a limited
in-house printing capability restricted
to single-color jobs of fewer than
60,000 impressions (single or multi-
page sheets printed in one equipment
cycle. All other jobs are sent to GPO
for auction to contract printers.
    External printing jobs typically
take a month or more, so advance
planning is a must if you have a
scheduled time for distributing your
publication.
    All printing is initiated using
EPA form 2340-1, Publication Review
Record And Printing Request. An
annotated sample of this form can be
found on pages 12 and 13. These
forms are available from Printing
Management (room G100D) 'and from
the Supply Store.

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                                             The EPA numbering system is maintained by EPIC.
                                                  To  obtain a  publication number call
                                                              FTS 684-7980
  Processes  And  Forms
 Numbering System
 An Agencywide numbering system is
 essential for efficient tracking and
 dissemination of EPA information
 products. This, in turn, is necessary to
 fulfill the Agency's mission to make
 environmental information available
 to the public.
     As of January 1,1992, all EPA
 publications, both scientific and
 public-oriented, are assigned numbers
 under one system.  The system is
 applicable to all products (publica-
 tions, disks, films, or whatever)
 intended for distribution outside the
 Agency, through the PIC, EPIC, NTIS,
 or otherwise.
     Developed jointly by OARM and
 OCEPA, the system reflects the Agen-
 cy's current structure and needs
 while following a pattern similar to
 the one established in 1974 for techni-
 cal documents.
     The publication number must
 appear on each publication cover in
 accordance with this manual. (See pp.
 23, 26, and 28.)  EPA publications
 without numbers will not be accepted
 for printing.

 Structure
The new publication number consists
of an alphanumeric designator identi-
fying: the AA/RAship, office within
the AA/RAship,  publication type,
year of publication, sequence number
and, as necessary, an indicator of
volume number for publications bear-
ing identical titles.
     A sample number looks like this:
        201-N-91-123b
 The number has six elements, labeled
 'a' through 'f for explanation purpos-
 es.
a
20
b
1
c
N
d
92
e
123
f
b
 a. '20' — The first two digits signify
     the organization responsible for
     producing the publication.  The
     proper code for the organization
     is selected from the "Office Iden-
     tification Codes" list (see below).
     Note that the larger and more
     complex offices have from three
     to six possible identification
     codes.
 b.'!' — This single digit is assigned
     to a specific office within  the
     organization at the discretion of
     that office's management, in
     coordination with EPIC.
         In the '201' the 20 signifies
     the AA for Administration and
     Resources Management and  the 1
     might indicate the Office of Admin-
     istration.
c. 'N' — A single letter identifies the
     type of information product. In
     this example, 'N' signifies a peri-
     odical.
         These codes are assigned
     using the "Priority Order"  list in
     the box on page 9. For example,
     a compilation of federal Register
     notices stored on a floppy disk
     would be given type code 'C
     because the "computer" entry is
     listed before the "Federal Regis-
     ter" entry.
         The main purpose of these
     codes is to give librarians and
     inquirers an idea of what they're
     looking for before effort is ex-
     pended on the search. Everyone
     seeking Federal Registers, for
     example, might not have a com-
     puter available to read a disk.
     The codes will have numerous
     other uses, such as allowing a
     computer to exclude draft and
     unpublished documents when
     printing a list  of publications on
     a certain topic.
d. '92' —  The calendar year of publi-
     cation.
e. '123' —  A three-digit number (001
     through 999) will be assigned by
     the EPIC.  The number starts
     with 001 on each January first
     and increases by one for each
     new publication.
f. 'b' — An expander to the publica-
     tion number is assigned to indi-
     cate multiple volumes only.
     (Volume indicators are not used
     for single volumes. Therefore, if
     there is an 'a' there must be a
     'b'.) This is a lower case letter
     with one exception: a capital F
     can be used to indicate a Final
     public-comment draft.

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 Office Identification Codes
 10   Administrator, Deputy
     Administrator
 11   Administrative Law Judges
 12   Science Advisory Board
 13   Cooperative Environmental
     Management
 14   Associate Administrator for
     Congressional and Legislative
     Affairs
 15   Civil Rights
 16   Assistant Administrator for
     International Activities
 17   Associate Administrator for
     Communications, Education, and
     Public Affairs
 18   Small and Disadvantaged
     Business Utilization
 20-22 Assistant Administrator for
     Administration and Resources
     Management
 23   Assistant Administrator for
     Policy, Planning, and Evaluation
 27   Associate Administrator for
     Regional Operations and
     State/Local Relations
 30-34 Assistant Administrator for
     Enforcement
35   Office of Inspector General
36   Office of General Counsel
40-45 Assistant Administrator for
     Air and Radiation
50-55 Assistant Administrator for
     Solid Waste and Emergency
     Response
60-65 Assistant Administrator for
     Research and Development
70-75 Assistant Administrator for
     Pesticides and Toxic Substances
80-85 Assistant Administrator for
     Water
901  Region 1
902  Region 2
903  Regions
904  Region 4
905  Regions
906  Region 6
907  Region 7
908  Regions
909  Region 9
910  Region 10
930  Central Regional Laboratory,
     MD

Type Codes in Alphabetical Order
A   Article reprinted from other pub.
B    Reference (Glossary,
     Bibliography, etc.)
C    Computer (CD-I, CD-ROM,
     Floppy Disk, etc.)
D   Draft
E    Exhibit
F    Unbound Pub. (Fact Sheet,
     Leaflet)
H   Photograph, Filmstrip, Slide, etc.
J    Peer-reviewed Journal
K   Bound Pub. (Booklet, Pamphlet)
M   Microfilm, Microfiche
N   Periodical (other than peer-
     reviewed journal)
P    Public Comment Draft
Q   Unpublished
R    Report
S    Summary, Research Brief
U   Audio
V    Video
X    Internal
Z    Federal Register
Type Codes
In Priority Order
Assign codes in the following
sequence:
E   Exhibit
C   Computer  (CD-I,  CD-
     ROM,   Floppy   Disk,
     etc.)
V   Video
U   Audio
M   Microfilm, Microfiche
H   Photograph,  Filmstrip,
     Slide, etc.
A   Article  reprinted  from
     other publication
Q   Unpublished
Z   Federal Register
J    Peer-reviewed Journal
N   Periodical   (Journal,
     Newsletter)
X   Internal
B   Reference  (Bibliogra-
     phy, Glossary, etc.)
D   Draft
P   Public Comment Draft
S   Summary,   Research
     Brief
R   Report
F   Unbound   Pub.  (Fact
     Sheet,  Leaflet)
K   Bound  Pub.  (Booklet,
     Pamphlet)

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  10
  Processes And  Forms
  The Public-Information-Product
  Inventory Form—2200-5
        Line-By-Line Guidance
  1. TITLE—Short and simple is best
  with a key word as close to the start
  as feasible. For further guidance, see
  the section on Titles under "Writing
  Style."
  2. NUMBER—Numbers for all EPA
  information products are assigned by
  the manager of the EPA Publications
  and Information Center in Cincinnati,
  Ohio. To obtain a number, call
  FTS 684-7980.  See page 8 for details
  on the numbering system.
  3.  FORMAT—Use one of the terms
  listed here if applicable.  If none seem
  to fit, call 260-6642 for assistance. In
  any event, avoid using a description
  of the content, i.e., "fact sheet," or
  "draft."
  Flyer: A single sheet of paper with
     type placed without regard for
     any folds.
  Leaflet: A single, folded sheet with
     type placed in columns between
     the folds.
 Pamphlet: Two or more bound (usu-
     ally stapled) sheets without a
     separate cover (see "booklet").
 Booklet:  Any number of bound sheets
     with a separate cover (one made
     of paper different in weight, fin-
     ish, or color from the inside
     pages).
 Poster: A single sheet intended for
     wall-mounting or similar public
     display.
 Slides: 35mm transparencies.
 Vu-Graphs: Overhead transparencies.
 Videotape               Audiotape
 Film                      Microfilm
 Floppy Disk              Microfiche
 CD-I                        Exhibit
 CD-ROM
 4. SERIES—Indicate here if the
 product is one of several under an
 overall title or category, such as "Tech
 Facts," or  "public-service announce-
 ment."
 5-8. Self-explanatory.
 9. CONTRACTORS/GRANTEES—If
a contractor or grantee was, is, or will
be involved in the research (editorial,
 not scientific research), writing, edit-
 ing, design, or other preparation of
 the product, list the company or
 organization's name, the EPA con-
 tract/grant number, and the amount
 of money spent or allotted.
 10. SOURCE—The box(es) checked
 here will tell catalog readers where to
 obtain your product.  If proper source
 isn't listed, give details in item 20.
 11. Number of individual units to be
 produced.  For exhibits, indicate ex-
 pected number of showings per year
 and number of years of usefulness
 fi.e. 5/2).
 12. COLORS—Do not include the
 color of the paper stock.  For exam-
 ple, black ink on blue paper is a one-
 color process.
 13. SIZE—For publications, this is
 the dimensions of the folded product.
 For leaflets, size typically will be 4" x
 9". Pamphlets and booklets may be
 4" x 9", 5Ve" x 8W, or 8VV x 11".
     For videotapes, this  is the type:
 VHS, 3/4",  1", etc.
     For audiotapes this is cassette,
 reel, etc.
     For film, this  is 16mm, 8mm, etc.
     For computer disks, 3W  or 5Vt".
     For an exhibit, this is either
 table-top or free-standing.
 14. LENGTH—For publications, this
 is the number of printed pages, not
 including any separate  cover.  If the
 publication will be but  is not yet
 typeset, the number of pages can be
 roughly estimated by considering the
 following:
 Amount Of Text Produced
 Per Double-Spaced Page  (25 lines)
 Of Typewritten Text
 Publication Size      Portion of Page
 4" x 9"             three-quarters
 5%" x 8%"             two-thirds
 81/2xH"               one-third

     For tapes and film, length is
time. For transparencies and micro-
film/fiche this is number in package.
For computer disks, give length in
 bytes.  For exhibits, give width and
 depth.
 15. AUDIENCE—Describe in terms
 of educational level (i.e., children,
 average citizen, or college graduate),
 degree of subject knowledge (i.e.
 none, general,  or skilled), and involve-
 ment (uncaring, business/financial, spe-
 cial-interest group, governmental, or
 personal).
 16. PROMOTION—List quantities,
 audiences, and timing for flyers, press
 releases, announcements, advertise-
 ments (where? in what?), review
 copies (to whom?), or other market-
 ing activities planned for the product.
 [This information is necessary to com-
 plete GPOform 3868—Notification Of
 Intent To Publish.] For many EPA
 documents, the response will be
 "none."
 17. DESCRIPTION—A concise para-
 graph that clearly gives the catalog
 reader enough information to decide
 whether to order or seek out the
 product.
 18. KEY WORDS—These terms will
 be used to locate your product in the
 Agency's electronic databases and li-
 brary files and indexes.  Careful
 thought in their selection is crucial to
 the effectiveness of your product.  In
 general, concentrate on terms that
 distinguish and specify; avoid com-
 monalities, such as "environment"
 and "report."
 19. CERTIFICATION—The Product
 Review Officer is the person in each
 program office who has been desig-
 nated by the AA/RA to handle the
 EPA Product-Review process. If you
 are unsure who this is in your pro-
 gram, call your AA/RA's secretary or
 the OCEPA Communications Plan-
 ning Division at 260-4361.
 20. COMMENTS—Use this space to
contain overflow information from
items 9,10, and 16; or to flag special
characteristics  or considerations.

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PUBLIC-INFORMATION-PRODUCT INVENTORY     Print neat|y^firmlvto ensure a" c°p'es are Ie9'ble
                                                 Guidance in completing this form is given on the reverse side.
1. Title
4. Series
7a. Contact Name
8. Issuance
n Initial O Periodical — Frequency will ha issiias par
l~l Revision of existing document— Title-


9. Contractors
ID Nn Amount $
Name

1 1 . Quantity 12. No. of Ink Colors
Cover Text
15. Audience
2. EPA Product Number
3. Format
5. Date Submitted [mo.-day-yr.] 6. Publication Date [mo.-yr.]
7b. Mail Code 7c. Telephone
|~| Raprint — Data last printed

Numher

10. Source D Public Information Center
n Program D EPIC — Cincinnati

13. Size 14. Length

16. Promotion
1 7. Catalog Description (topics covered and points made)
1 8. Key Words (for indexes and databases) [no more than 12]



19. Product-Review Officer's Certification — The concept of this material and the expenditure of resources for its production are approved by
Program/Regional management, and the OCEPA Communications Planning Division has been notified in ample time for comment. It will be
produced in accordance with all applicable and pertinent Agency and federal rules and regulations (induding those given in the OCEPA
Publication Management guidebook. Two copies of all non-technical publications will be sent to the Editorial Services Division of OCEPA upon
completion. One copy of video/audio products will be sent to the Multi-Media Services Division of OCEPA upon completion.
Name (printed) Date
Signature
20. Comments
ORIGINATOR: Keep bottom copy, send rest to: PRC, Editorial Services Div., OCEPA (A-1 07), U.S.EPA, Wash., DC 20460
Fnr OHFPA USR Only R»r.oi™rf

Accepted and forwarded to EPIC
For EPIC Use Only:
EPA Form 2200-5 (1-92)

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   12
  Processes And Forms
  Publication Review Record And
  Printing Request—2340-1
        Line-By-line Guidance
  1 - 5. (self explanatory)
  6. Overtime can as much as triple
  the printing cost.
  7. Due to the auction/contract pro-
  cess at GPO, printing times are im-
  possible to predict accurately.  It is
  wise to allow six weeks for printing,
  yet jobs are sometimes completed in
  one week or less.  Faster service can
  often be obtained at additional cost.
  8 • 13. In almost all cases, these
  items are left blank, as composition is
 completed prior to submitting the job
 to GPO.
 14. (a) "Camera Copy" refers to the
 quantity of physically separate boards
 or pages of mechanicals.
     (b) "Negatives" are rarely involv-
     ed, except with reprints.
     (c) "Overlays" do not include
     tissues covering the mechanicals,
     only sheets of plastic with parts
     of illustrations.
     (d) Count only illustrations that
     are not part of the mechanicals.
     Normal photographs are "half-
     tones."
15. An 11" x IT sheet folded once to
make four standard letter-sized pages
would be described as 8-%" x 11".
16. Almost always "Head to Head."
17. If it's not a form, leave  this un-
marked.
  18, 19, & 22. Paper "Grade" is an
  indication of a paper's strength and
  finish. "Weight" is a measure of pa-
  per's thickness or density expressed
  as the weight of 500 sheets. [Note:
  Since cover stock is manufactured in
  smaller sheets than text stock, 50-lb
  cover paper is thicker than 50-lb text
  paper.] The typical leaflet is printed
  on 40-lb, offset. If using in-house
 printing, simply specify "bond." The
 typical booklet cover is 50-lb vellum.
      Available Paper "Colors" are
 limited by GPO specifications and
 contracts and exact matches are often
 impossible. Therefore, if  an exact col-
 or, such as PMS-228, is desired as a
 backdrop to a title, it must be ordered
 as an ink color painted over white
 paper. Otherwise, keep the orders
 simple, such as "light blue." [Note for
 the curious: PMS-228 is the Pantone
 Matching System number for a dark
 plum-red.)
 20. Normally left blank
 21. A "Self" cover is made of the
 same paper as the rest of  the publi-
 cation.
 23 & 24. (Self explanatory, but
 rarely used)
 25.  If the printer is being requested
 to send various quantities to different
 addresses, attach a clear and accurate
 list.
 26.  Most pamphlets and booklets
are "saddle-stitched"—with staples;
thicker publications are often "perfect
bound"—with glue.
 28, 29, 31, & 32. Unneeded if
 the job will be printed in-house, but
 necessary for GPO printing.
 30. Usually the program office or
 the Product Review Officer for the
 program.
 33. Usually none.
 34. If there are only a few destina-
 tions, list them here.
 35. According to the program's pro-
 cedures.
 36. Each program and region has
 one official Publication Review Offi-
 cer authorized to sign in place of the
 AA/RA.
 37. All publications that are dissemi-
 nated without restriction—no  matter
 for what audience they were original-
 ly written—are items "required to be
 reported to OMB."  Therefore, the
 second box must be checked for all
 EPA publications other than those
 sent only to specifically identified
 individuals or those excepted by EPA
 Order 2200.4A.
 38. The signature of the Director or
 Deputy  Director of the Editorial Ser-
 vices Division is required when a box
 in item 37 is checked and an Invento-
 ry form  has not been entered into the
 Master Inventory System.  The signa-
 ture is also needed to authorize a
 variance from the Graphic Standards
System.

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1 . CONTACT (program name, mail code. name. & phone number)
4. FORM, PUBLICATION,
2. OFFICE CONTROL NO.

OR ISSUANCE NO., AND TITLE OR DESCRIPTION
5. QUANTITY (Units of finished product) 6. IS OVERTIME AUTHORIZED TO r~~| I 	 1
MEET DESIRED DELIVERY DATE? | 	 | Yes I 	 I


NO
COMPOSITION AND PROOF
8. NUMBER OF PAGES SUBMITTED 10. FACE
MANUSCRIPT
12. ACTUAL IMAGE SIZE
9. TYPE

13. PROOF 13a. GALLEY 13b.
n n
I 	 1 Yes 1 	 1 No
Hold Days No. Sets
PRESSWORK AND BINDERY
14. NUMBER OF PIECES SUBMITTED
a. CAMERA COPY
b. NEGATIVES
c. OVERLAYS
d. ILLUSTRATIONS
(1) HALFTONE
(2) LINECUT
(3) OTHER
1 8. TEXT PAPER (Grade, Color, and Weight) 1 9. COLOR INK
21 . COVER STOCK 22. COLOR INK
I 	 I Self I 	 I Separate /Specify/
24. PUNCH T
D Top/Left L
. 3-Ring Binder LJ Other (Specify)
J Acco Fastener
26. D Side Stitch D Corner Stitch D Sew D Assemble Only
D Saddle Stitch D PastefoW D Perfect Bind D Band in Sets
27. Use separate sheet if needed for additional specifications or remarks
28. FUNDS ARE AVAILABLE {Commitment Clerk) 29. ALLOTMENT NO.
31 . APPROPRIATION NUMBER 32. DCN NO.
33. RESTRICTIONS ON QUANTITY (Check one only)
LJ Internal Use Only LJ Reprint LJ External Distribution
LJ Written approval is on file from the holder of any copyrighted material requisitioned.
35. APPROVED BY



15. SHE (Inches)
Trimmed Page
16. RUN (Check 01
D
LJ One Side LJ
20 Margins After Ba
Trim
(picas or inches)

PAGE
Hold Days


253923
3. DATE

7. DESIRED DELIVERY DATE

1 1 . SIZE
1 3c. SEND PROOF TO


X
K)
Head to Left LJ Head to He
Head to Right LJ Head to Foe
ck or Left
23. PERFORATE/SCORE Para
OTHER:
25
a. D Mailing K
b. Quantity (Copies)
Right Top
lei to Top/Left


1 7. Forms Must
„, Register
rt 1 1
Bottom
in from Top/Left

ADDRESSING AND MAILING
eys D
Bulk Mailing LJ Addressing Only
c. OTHER MAILING (Attach labels or listing)
30. RETURN NEGATIVES, PLATES, COPY TO:


a. QUANTITY




34.

DELIVER TO:
b. AGENCY/DIVISION


ROOM BLDG.



36. 1 concur in the publication of the attached material and certify that it complies with
a. SIGNATURE
b. AA/RA FOR

Agency Order No. 2200.4A
c. D
ATE
37. If this material is to be forwarded to the Office of External Affairs, indicate which of the following apply:
* * Has policy implications, as per attached explanation ' * Periodical as defined by OMB Circular A-3, or other item required to be reported to OMB.
38. APPROVED BY
a. FOR THE OFFICE OF EXTERNAL AFFAIRS (Signature/
b. D

ATE
EPA Form 2340-1 (4-84)                          PUBLICATION REVIEW RECORD AND PRINTING REQUEST
Replaces EPA Forms T-60, 2340-6, and the previous edition of 2340-1, which are obsolete.

                                                                           COPY 1-PRINTING

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  14
 Writing  Style	

 The rules given here are based on the
 GPO and/or Associated Press style
 books, with some modifications
 stemming from either common sense
 or personal eccentricities (depending
 upon your  level of agreement).  They
 should be applied consistently in
 writing and editing all non-technical
 publications.

 Punctuation
 Always use a comma after the second
 to last entry in a series.
     Dashes should be used spar-
 ingly.  They are best employed to set
 off an "aside" within a sentence, and
 should not be used to set off a final
 phrase unless that phrase is an
 appositive or summary.
     When a dash is used—for
 whatever purpose—there should be
 no blank space before or after it.
     Do not use a hyphen after an
 adverb ending in "ly."
     As a general rule (although gen-
 eral rules are dangerous here) com-
 pound modifiers should be hy-
 phenated as required to avoid
 ambiguity.  Example: "a waste reduc-
 tion program" is both a waste
 program and a reduction program, so
 a hyphen is  not necessary to prevent
 confusion. But, "a hazardous waste
program" could be interpreted as
referring to a waste program that is
dangerous, so a hyphen is preferred.
It is acceptable, however, to consider
the overall context when judging a
term's potential for ambiguity.
      The text following a bullet, or
 other graphic device used to set off
 the elements of a list, should always
 begin with a capital letter and end
 with a period. Do not use semicolons
 and do not put an "or" before the last
 item. The only exception is when no
 bulleted item is longer than the
 length of the line, in which case the
 periods may be omitted.

 Numerals
 Single digit numbers (lower than 10)
 are spelled out unless they are used
 with measurement symbols or abbre-
 viations: 5", 6 mph, etc.  Double digit
 numbers  (greater than nine) are ex-
 pressed in digits unless  they begin a
 sentence;  but such sentence structures
 should be avoided whenever possible.
     The numbers of EPA regions are
 expressed in Arabic numerals, not
 Roman.
     Do not number items in a list
 unless the number signifies an abso-
 lute value or  meaningful sequence, or
 unless you frequently will need to
 refer back to specific items; otherwise,
 use bullets or other graphic devices.
     Follow the lead of Ma Bell and
 company; telephone numbers are
 written: area code [hard space] ex-
 change [hard hyphen] last four digits.
 Example: 202 260-4359. The hard
spaces and hyphens prevent the num-
ber from breaking at the end of a line
of type.
 Capitalization
 The terms "federal," "state," "local,"
 and "tribal" are not capitalized unless
 they begin a sentence or are part of
 an official title.
     "Agency" is capitalized when it
 refers to EPA.
     The terms "section" and "article,"
 as in article 3, section 14, are not
 capitalized.
     Unless otherwise specified here,
 refer to the GPO Style Manual for
 guidance on capitalization.  In partic-
 ular, see sections 3.5 (Chesapeake
 Bay, the bay), 3.19, 3.35, and 3.44.

 Abbreviations
 As a noun, always spell out "United
 States." As a modifier, "U.S." is ac-
 ceptable (but not in the Agency's
 name on covers and title pages).
     Always use the two-letter postal
 code abbreviations when abbreviating
state names. No periods:  "NY" not
 "N.Y."  Note, however, that abbrevia-
 tion is only appropriate  in long lists
and addresses.
     "Southwest" is one word; it is
abbreviated "SW." with only one
period.  Ditto for all compass points.
     Do not use "St." unless you are
referring to a saint.

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                                                                                                              15
 Titles
 For clarity, consistency, and in view
 of the needs of bibliographic
 databases, titles should be restricted
 to two levels: one main title followed,
 if required, by one sub-title.  In
 references, the division between main
 and sub-title is signified by a colon;
 on covers it is indicated by spacing
 down one line and shifting to a
 lighter weight (and sometimes a
 smaller size) of the same typeface.
     Also for purposes of clarity and
 easy reference, one of the key words
 in the title should be at the beginning
 or as near as feasible.  Therefore, such
 phrases as "Report To  Congress" and
 "Guide To Federal Activities" should
 be placed as sub-titles  rather than
 used  to begin the main title.

 Miscellaneous  Style
 Labels for illustrations, tables, and
 lists do not require the obvious
 descriptions ("photograph," "table,"
 "list," etc.). Especially, do not write
 "Table of Contents."
     Use the article "a" not "an"
 before a pronounced "h." For exam-
 ple: He is an heir to a historical
 manor.
    The first use of a temperature
 measurement should be written "XX
 degrees Fahrenheit"  (or Celsius, not
 centigrade). Further references to the
 same  scale are written  "XX °F" or
 "XX °C".  Note the thin space (about
0.02") between the digit and the de-
gree symbol.
     Spell out "percent" (one word).
Be sure to hyphenate when using as a
modifier: "five percent of the popu-
lace" but "a 40-percent reduction."
     The pronouns "we," "us," and
"our" should only be used to desig-
nate the Agency or a part thereof.
Do not use them to mean a combina-
tion of the reader and author, as in
"Let us examine the facts."
     Avoid long series of modifiers
(more than two) by re-writing. Exam-
ple: "Leaking underground storage tank
regulation implementation plan" would
be considerably easier to grasp if
written "A plan to implement regula-
tions covering underground storage tanks
that leak."

Specific Terms
EPA, not the EPA. Also, do not spell
out "Environmental Protection Agen-
cy" in articles for the EPA Journal or
EPA Insight.
    Our environment consists of
what surrounds us: air, water, trees,
etc. The "earth's  environment" like-
wise consists of what surrounds the
earth: planets, stars, cosmic dust, and
the like.
    The term "waste" is essentially
plural. Do not add an "s" unless you
are writing of different types.  For
instance: "hospital waste is composed of
various dangerous items,"  but, "solid and
liquid wastes differ in important re-
spects."
    The noun is  "cleanup," the verb
form is "clean up," and the adjective
is "clean-up."
     To "dispose" means to arrange,
incline, or set in readiness, as in "The
on-scene-coordinator will dispose the
clean-up crew on the site."  If you want
to get rid of something, you must
"dispose of" it—even if you must
thereby end a sentence with a prepo-
sition.

Commonly Misused Words
Despite the leniency of some dictio-
naries, clarity and consistency de-
mand that "may" be used only to
signify permission, not as a synonym
for "can" or "might."
     Be careful of using "which" in
place of "that."  "Which" is a paren-
thetical modifier telling something
about the subject that is not absolute-
ly necessary to the communication:
"The project, which is six weeks overdue,
is still with  the contractor." "That" pro-
vides a necessary definition or restric-
tion: "Let's review the project that is six
weeks overdue."
     Do not begin a sentence with
"However" unless you mean it in the
sense of: "However we do it, they won't
like it." Using the term in the midst
of a  sentence, however, is permissi-
ble.

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  16
 Graphic  Standards
 Included Publications
 Unless otherwise indicated, the
 standards given and regulations cited
 herein apply to all Agency pub-
 lications including but not limited to:
 *   Technical documents
 *   In-house publications
 *   Pamphlets and booklets
 *   Fact sheets
 *   Reports to Congress
 *   Instructional manuals
 *   Posters and bumper stickers
 *   Pins and buttons
 *   Catalogs
 *   Newsletters and journals
 *   Announcements
     These standards and regulations
 need not be applied to such adminis-
 trative documents as internal direc-
 tives, RFPs,  and correspondence.  (See
 EPA Order 2200.4A in the appendix
 of this booklet for a complete list of
 exemptions from EPA's Publication
 Review Procedure.)

 Value And  Purpose
 In the mid-1970s, EPA worked with
 the public relations firm of Cherma-
yeff & Geismar Associates to design a
high-quality, unified, contemporary
look for the Agency.  The resulting
Graphic Standards  System was issued
in 1977.
      The system was created for three
 main reasons:
 • Agency management saw a need
      for a single graphics approach to
      EPA publications to help elimi-
      nate the "patchwork" image
      resulting from the Agency's
      formation from many separate
      federal offices.
 • Documents were often published
      with design and typography not
      up to current professional stand-
      ards, reflecting poorly upon the
      Agency.
 • The Government Printing Office
      was encouraging all federal
      departments to standardize the
      size and  format of their publica-
      tions.
      EPA's design package has long
 been displayed by GPO as an ideal
 system.  The thoughtfulness which
 went into its development is evident
 from the remarkably little revision
 required since 1977. The lasting val-
 ue of the design was proven in 1988,
 when the system won top honors in
 the Presidential Design Awards spon-
 sored by the National Endowment for
 the Arts.
     The value of the  Graphic Stan-
 dards System  lies in its assurance of a
 high quality and uniform appearance
 for all EPA publications. It is not
 intended to inhibit creativity or stand
 in the way of meeting special needs
 or applications.  Should your require-
 ments necessitate a  departure from
the standards, the Editorial Services
Division will work with you to create
acceptable alternatives.
 Status And Authority
 EPA Order No. 1015.2A states, in
 part:
     3.b. The Agency will use the
     Agency Identifier [logo] on all
     brochures and other printed
     matter.
     3.c. This Agency will not use
     any visual identification farms
     other than those authorized in
     this Order.
     5.a. Organizations responsible
    for the organization, prepara-
     tion, presentation, or appear-
     ance of printed communica-
     tions or graphic materials
     must comply with provisions
     of this Order and appropriate
     requirements in the EPA
     Graphic Standards System
     Handbook.
(The term "appropriate" is used to
indicate the exclusion of the hand-
book's requirements concerning sta-
tionery.)
    5.b. (1) The Director, Office of
    Public Awareness, is respon-
    sible for: The implementation
    and continuous management
    of the EPA Graphic Standards
    System, including supple-
    ments and revisions to the
    standards Handbook as re-
    quired; and (2) The granting
    or denying of requests for
    exceptions to the policy pro-
    mulgated in this Order.

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                                                                                                                     17
 Current Version
 The original Graphic Standards
 System was presented in approxi-
 mately 100 pages of directives, sug-
 gestions, examples, and reproducible
 artwork in a two-inch, three-ring
 binder. In this time of fiscal
 constraints, the cost of reproducing
 and distributing  additional copies of
 this colorful publication is prohib-
 itive.  The actual text of the Stan-
 dards—without the redundancies  and
 the artwork—is brief enough to fit in
 the following few pages.
     Direct quotes  from the original
 text are reproduced here in  italic type
 form so that the updates, printed in
 roman type,  can  be noted easily.

 Introduction
 The graphic identity  system for the
 United States Environmental Protection
 Agency reflects the Agency's intention to
 communicate a strong, authoritative, and
 consistent image.
     This manual  establishes and
 delineates the graphic standards which
 EPA will adhere to in all of its visual
 communications.
     The graphic standards put great
 emphasis on the continuity and con-
 sistency of all visual  components to help
 make EPA recognizable as a single
federal agency.
     As this manual covers only the
 major needs of the Agency's communica-
 tions tasks, it is intended that supple-
 ments be issued periodically to all holders
 of the EPA Graphic Standards.

 The EPA Logo
 The central element of the graphic com-
 munications standards is the Agency
 logo, a combination of custom-designed
 letters and symbol which has been created
 as a single unifying element for the
 Agency's multitude of communications,
 and is designed to convey a simple and
 contemporary image of the United States
 Environmental Protection Agency.  The
 commonly used abbreviation  EPA has
 been adopted and replaces the lengthy
 legal name in areas of primary visibility.
     The accompanying symbol is an
 integral element of the primary identifica-
 tion. Aside from  the importance of creat-
 ing a memorable image for the EPA
 itself, the logo serves to clearly distin-
 guish publications distributed by the
federal agency from all other  environmen-
 tal agencies on state and local levels.
     The Agency logo, even though it is
 composed of two elements, is one unit of
 identification. The relationship between
 the two elements has been carefully estab-
 lished.
 •  The space between  them cannot be
     altered.
 •  No alteration in the proportion, sizes,
     or construction of either element is
     permissible.
   The logo must always be reproduced in
     a single color, never in  two or more
     colors at once.
• The two elements should appear togeth-
     er at all times.
• The individual elements should never
     appear by themselves.
     The integrated form is the only
authorized visual identifier of the Agency
(with the exception of the EPA Seal in
certain situations not applicable to
publications). AH other symbols and
logotypes that have been developed by the
various regions, programs,  or special
offices are to be discontinued.
     The height of the letters EPA must
be equal to the cap height of the  type
being used.
     The letters EPA in the Agency logo
were derived from the type/ace Univers
with some modifications in the design of
the  individual letters required because of
their fixed relationship.  When printing
the Agency logo, use repros only.
[Note: Copies of the logo suitable for
reproduction (repros) are available
from OCEPA.]  The initials should not
be reset in normal Univers when they are
part of the Agency logo. The height of
the  capital letters corresponds, however,
with the Univers alphabet and allows the
logo and the normal Univers setting to
match in height.

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  18
  Graphic  Standards
      EPAlog, EPAlert, or any other
 special designations derived from the
 EPA initials are never to be used as
 they change and distort the Agency's
 correct name both visually and audib-
 ly, and compete with the Agency
 logo.  All other special names are to
 be discontinued.

 Agency Signatures
 The EPA signature is the combination of
 the logo and its full legal name.  Its
 application is mainly in print advertis-
 ing, television, films, etc. and for all com-
 munication components where the
 standard grids do not apply.
     When using advertising signatures,
 it is important that they be placed in a
 prominent position within the advertise-
 ment format. The signature should align
 with columns of text or other graphic and
 illustrative elements whenever possible,
 aligning the E of the initials and
 allowing the Agency symbol to hang out
 to the left.

 The logo:



vvEPA
       Typographic Organization—Covers
       A major design consideration has been
       the standardization of the arrangement of
       cover information.
           Layout standards have been estab-
       lished to maintain consistency among
       EPA publications.  The standard layout
       either groups together or separates differ-
       ent levels of information and organizes
       material both vertically and horizontally.
       (See pp. 16,17, and 20.)  All covers
       and publications pages have been divided
       into either one, two, three, or four ver-
       tical columns.
           Recurring identification elements
       (the full legal name of the Agency, the
       originating office [AA or staff] or re-
       gion, the producing unit's mail code,
       the date of issue, and the publication
       number) are grouped across the top of the
       publication.
   Format For
   Identification Elements

   United States
   Environmental Protection
   Agency

   20M-2017.2
   June 1989

   Region 3
   (3PAOO)

   Environmental Monitoring
   Systems Laboratory
   (ORD)

   Air And Radiation (ANR-464)
     The legal name must always be set
in three lines as shown, with " United
States" unabbreviated.
     The number of the region should be
set in Arabic numerals.
     Since space is extremely limited
in some formats, the words "Office
Of" should be omitted unless doing
so would imply an individual, i.e.
"Office Of General Counsel."
The signature:
 vvEPA
       United States
       Environmental Protection
       Agency
Washington DC 20460

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                                                                                                               19
 The configuration of the words and lines
 of titles is a dominant design element on
 a cover. Due to the variation in copy,
 only general rules can be specified for
 their graphic treatment.
     The mandatory specification is that
 the title is to be set flush left and ragged
 right (unjustified). Attention should be
given to the length of the lines.  The
 breakup of the words should consider
 both their meaning and the resultant
 shape, avoiding hyphenation whenever
possible.


Program Identifiers
To visually differentiate  the various
program areas and major activities of
the Agency, the Graphic Standards
System established a separate
identification system that would not
compete with the Agency's logo.
This system consists of a specific
color for each program's use and a
band of bars and lines—called the
'Identifier'—across the publication's
cover at or near the bottom. Use of
the system is optional, but no other
identification symbols were/are
allowed.
     The option of using specific
"program" colors never found favor
within the Agency. (Today, colors
are chosen according to their appro-
priateness to the subject matter and
the accompanying artwork.)  Changes
in the Agency's organization some-
times require adjustments in the iden-
tification system. As any new Identifi-
er is a change to the Graphic Stand-
ards System, offices desiring new or
updated Identifiers should contact the
Editorial Services Division, OCEPA,
for assistance and authorization.
     Subordinate offices within pro-
grams that have established Identi-
fiers cannot have Identifiers of their
own. A consistent image for such
offices, or for activities within such
offices, can be achieved by using
common illustrations on publication
covers.  These illustrations must not
have the appearance of a logo or
symbol, and must be large enough
not to compete with the Agency's
identification system. Offices are
asked to consult with OCEPA before
initiating the design of any such illus-
tration.
Grids And Format
A number of specific sizes have been
adapted for all pamphlets, leaflets, and
booklets to accommodate standard paper
sizes.  For each of the standard publica-
tion formats, a grid system has been
established for both covers and inside
layouts. The interrelationship between
logo, typography, and other design ele-
ments is of utmost importance in
maintaining a visual balance and
continuity throughout all ofEPA's publi-
cations.
     The grid systems are designed to
accommodate all standard layout
requirements established for EPA and
allow for design flexibility of other design
elements. The grid systems should be
used at all times as layout guides for
preparing artwork.  They are not
intended to restrict design creativity, but
to facilitate and assist the complex task of
the designer and to improve production
efficiency.
     Four formats were established
by the original Graphic Standards
System. One of these, the  8%"  x 8V21'
"Special format," is no longer used by
EPA due to its excessive use of paper.
The remaining three formats—
8V£" x 11", 5%" X 8%", and 4" x 9"-
represent the most efficient use of
printing-press paper and should not
be deviated from.
     Documents intended for photo-
copying by recipients for further
distribution should be designed on
the 8W X 11" grid.

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  20
 Graphic  Standards
 Typography And Layout
 The following specifications are
 designed to achieve maximum
 readability, as well as consistency
 with other EPA publications.

 Justification
 Any column of type may be set
 ragged-right. To avoid excessive
 word-spacing, right-justification
 should be used only if the columns
 are wider than 14.0 picas.

 Hyphenation
 For unjustified type, avoid end-of-
 line hyphens except when necessary
 to prevent long words from causing
 extremely short lines. In any case,
 minimize hyphenation to the extent
 feasible and  never allow more than
 two successive lines to  end with
 hyphens.

 Vertical Rules (lines)
 In the 1800s, newspapers were
 forced to use vertical rules to lock
 their type into the cylinder of the
 printing press. Nowadays, when
 the proper guide is followed, the
 use of vertical rules to divide col-
 umns of type is unnecessary and is
 best avoided.

 White Space
 Liberal use of white space or "air"
 (blank areas on the page) is encour-
aged whenever aesthetics, budget,
and printing constraints allow.
 Cover Typeface
 The standard typeface for title and
 heads is Univers.  This typeface estab-
 lishes a contemporary appearance and
 meets the specific requirements of
 simplicity and versatility. Among the
 outstanding virtues of Univers is its
 clarity in small sizes, its even appear-
 ance, and its well-designed individual
 characters.
     Main  titles or titles of series are
 always set in Univers Bold, with the
 Agency logo and titles matching cap
 height.  Subtitles are set in Univers
 Medium. The identification elements
 at the top are set in Univers Light.  If
 Univers is unavailable, similar weights
 of Helvetica may be substituted.

 Text Typeface
 Studies show that about two-thirds
 of all readers prefer serif typefaces
 over sans-serif designs.  Since serif
 faces also have a somewhat greater
 legibility, they should be used for
 the main body of text.  EPA  publi-
 cations are generally typeset in the
 Palatino typeface.  Computer/laser-
 printed materials will probably be
 most legible if produced using
 Charter, Lucida, or Stone—typefaces
 designed specifically to maximize
 legibility at the 300-dot-per-inch
 resolution of the common laser
 printer. This manual is set in Pala-
 tino (printed on a 1000-dpi laser
printer).
 Display Typeface
 Heads, subheads, captions, and
 cutlines may simply be set in vary-
 ing sizes and weights of the body
 type, or a sans-serif type (preferably
 Univers, but Helvetica is accept-
 able) may be used. Univers is also
 recommended for labeling charts,
 graphs, and similar illustrations.

 Type Case, Form, And  Weight
 The text should be set in caps and
 lower case. Titles, sub-titles, and
 heads should have the initial letter
 of each word capitalized—including
 "a," "of," "the," etc. This eliminates
 uncertainty and the need to reset
 when line lengths are changed.
     Use all caps only for unusual
 and  extreme emphasis or to denote
 an acronym.
     Most text should be set in a
 medium weight, while words or
 phrases to be emphasized due to
 their importance to the content
 should be in boldface. Italics may
be used to signify quotes, cite titles,
or to put the correct emphasis on a
word for clarity of meaning.

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                                                                                                         21
                                                                             Margins for this booklet
                                                                             were set in  WordPerfect
                                                                             at 0.625" on both left and
                                                                             right.  Binding offset was
                                                                             set at 0.225" to allow for
                                                                             3-hole punching.
Cover Type Size
For 4" x 9" and 5-%" x 8-%" covers the
titles should be set in 24 point and
the identification elements in 8 point.
For 8-W x 11" covers the titles should
be 30 point and the identification ele-
ments in 9 point. For periodicals, up
to 48-point type may be used. Title
typesizes may be increased somewhat
to keep extremely short titles from
"getting lost" on the page. Subtitles,
especially lengthy ones, may be set in
a smaller size than the titles.
Body Type Size And Column Width
Reference materials, which are meant
to be consulted rather than read at
length, may be set as small as 8-point.
Type sizes for heads, cutlines, and
figures may vary as proportion and
aesthetics dictate (the most common
error is making display type too
large). Otherwise, the table below
shows the proper type sizes and dis-
tance between lines (leading) for each
of the column widths allowed by the
Graphic Standards System.
Landscape Formats
Avoid using landscape formats when-
ever possible.  If numerous tables or
columnar materials demand a land-
scape orientation,  the margins and
columns will be dictated by the form
of the data.  Covers for landscape
booklets follow the same pattern as
SW x 11" portrait  booklets, with the
title beginning three inches from the
left edge of the paper.
Standard Formats With Recommended Type Sizes
All dimensions are in inches except for those marked as points.
Shift margins as necessary for hole punch and other special bindings.
Page Dimension
Number of Columns
Column Width
Left Margin
Right Margin
Type Size (points)
Leading (points)
Or- WP Adj: Primary
WP Adj: Secondary
4x9
1
3.15
0.5
1+1
2.25
1.0
0.25
2
1.55
0.35
0.35
10
11
0.014
0.056
9.5
10.5
0.014
0.056
9.5
10
0.007
0.049
5.62 x 8.75
1
4.22
1.0
1+1
3.32
1.5
0.25
2
2.31
0.4
0.4
10.5
12
0.021
0.063
10
11.5
0.021
0.063
9.5
10.5
0.014
0.056
3
1.5
0.36
0.36
9.5
10
0.007
0.049
8.5x11
1+1
5.75
1.85
0.35
2
3.7
0.5
2+1
2.83
1.74
0.35
3
2.4
4
1.75
0.5
0.4
11
13
0.028
0.070
10
11.5
0.021
0.063
10
11
0.014
0.056
9.5
10.5
0.014
0.056
9.5
10
0.007
0.049
Spaces between text columns are 0.2", between subhead columns and text are 0.15".

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22
4"x 9" — Placement Of Cover Elements
                                   United States
                                   Environmental Protection
                                   Agency
Number
Date
                                   Office or Region (Ma\\ Code)
                       SEPA  Title

                                   Sub-title

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     4" x 9" —Layout Grids
                                                                                                                     23
                    31/2
All diagrams are drawn to
scale using pica measurements
                                  -1  1/2
                                                                       -14 1/2-
                                                                       -181/2-
2 Column Grid


1 column Grid with Title Column


1 Column Grid

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24
5%"x 83/4" — Placement Of Cover Elements
                                               United States             Number
                                               Environmental Protection      Date
                                               Agency
                                               Office or Region (Mail Code)
                                               Title
                                               Sub-title

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5%"x 83/4" — Layout Grids
                                                                                                        25
              -1 1/2
                                                      -1 1/2
                                                                       -9 M2.
                                                                       -141/2-
                                                                        20-
3 Column Grid


2 Column Grid
1 Column Grid
with Title Column

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  26
  81/2"x 11" —Layout Grids




  All grids in this format begin 2 1/2 picas from the left side of the page
(1 column)










A A







1



3

11 ,1 . " "35
Top of page
(2 column)







1










A


23 ' , 1 , V
Top of page .
(1+2 column)


11
1










23







1

1























1
3
1



A
V 17
3
All grids in this format end 3 picas from the bottom edge of the page

-------
                                                                                                        27
(3 column)








15
Top of page
(4 column)










1










A. \i
^ 15 V














A.





1









15





»
V v
A. *
V

V

















1
3
1
3
11
                               11
                                                              11
,1,
                                                                                           11

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28
81/2"x 11" — Placement Of Cover Elements
vvEPA
                  United States
                  Environmental Protection
                  Agency
                 Office [AA] or Region
                 (Mail Code)
 Main Title
 Subtitle
Publication Number
Date
vvEPA
                 United States
                 Environmental Protection
                 Agency
                 Office [AA] or Region
                 (Mail Code)
Category  or
Series Title

Title
Publication Number
Date
Draft

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                                                                                                          29
                                                                                     OMB Controls
On May 11,1922, the precursor to the
Office of Management and Budget
(OMB) issued a circular numbered A-
3 designed to "more effectively
manage the Government's periodi-
cals." In 1981, OMB Bulletin No. 81-
16 and Supplement No. 1 initiated a
control plan for both periodicals and
non-recurring publications (leaflets,
pamphlets, booklets, etc.). Under this
plan, a moratorium on all publishing
could only be lifted if an agency
demonstrated that a satisfactory
system  to control publications had
been installed and implemented.  The
control system must "be used to
monitor and review periodicals and
non-recurring publications to assure
that they are necessary in the
transaction of the public business
required by law." Under the latest
version of Circular A-3 (May 1985),
agencies must continue to implement
the OMB-approved control system
and must submit an annual report to
OMB listing virtually all publications,
both periodicals and non-periodicals,
issued in the preceding year.
     Should OMB determine that
EPA's control system is not being
effectively implemented, or that peri-
odicals are being published without
prior OMB approval, or that all publi-
cations are not necessary, it is possi-
ble that a new moratorium could be
imposed. Since such an action by
OMB would severely hamper all EPA
units, each office must be sure that
their actions meet both the letter and
the intent of the law. The simplest
way to avoid jeopardizing everyone's
publications program is to follow the
guidelines in this document and to
work closely with OCEPA from the
inception of each publication.

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  30
  EPA  Requirements
  Disclaimers
  As a general rule, disclaimers are not
  required for publications in which
  EPA is informing the public or indi-
  cating environmentally preferable
  procedures.  Both OCEPA and the
  Office of General Counsel strongly
  discourage statements that attempt  to
  absolve EPA of any responsibility for
  the "usefulness" of a publication.
     In documents, such as confer-
 ence proceedings, that include articles
 by non-EPA individuals expressing
 their own opinions, a disclaimer such
 as the following should appear.
     The material in this document
     has been subject to Agency
     technical and policy review
     and approved for publication
     as an EPA report.   The views
     expressed by individual au-
     thors, however, are  their own
     and do not necessarily reflect
     those of the U.S. Environ-
     mental Protection Agency.
     All draft documents require a
disclaimer. That disclaimer should
state that the  document is in draft,
should not be quoted or cited, and
has not been subject to  required EPA
policy and/or technical reviews.  In
addition, the disclaimer should indi-
cate when the report is scheduled to
be released in final, official form.
      For technical and scientific arti-
 cles which are based on EPA-support-
 ed work and published in profession-
 ally peer-reviewed (refereed) journals,
 a statement should be prominently
 displayed that the work on which the
 article is based was "supported in
 whole, or in part, by the U.S. Envi-
 ronmental Protection Agency under
 contract/grant/cooperative agree-
 ment/inter-agency agreement num-
 ber	."
     In those rare instances where a
 document cannot be brought up to
 Agency standards and yet is in final
 form, an explanatory disclaimer is
 called for. It should state that the
 document had  been subject to Agency
 technical  and policy review but failed
 to meet Agency standards for publi-
 cation as  an EPA document. In addi-
 tion, some explanation for the short-
 comings must be included. The ex-
 planation should discuss the technical
 shortcomings (e.g., the monitoring
 equipment was improperly calibrat-
 ed) rather than procedural issues
 (e.g., the grant, or grantee, expired.)
     For material produced for inde-
 pendent publication by an employee
 on his or her own time and using no
 EPA resources, no disclaimer is nec-
 essary unless that employee's rela-
 tionship to EPA is mentioned.  In the
 latter case, a disclaimer should state
 that the views expressed are those of
the author(s) and  do not necessarily
reflect those of EPA.
      In all cases where particular
 companies, trade or service names,
 product names, or other commercial
 references are cited, a disclaimer such
 as the following is essential.
      Mention of trade names,
      products, or services does not
      convey, and should not be
      interpreted as conveying,
      official EPA approval, en-
      dorsement, or recommenda-
      tion.

 Mailing  Publications
 The Agency and the Postal Service
 have rules governing addresses, la-
 bels, self-mailers, use of the EPA
 mailing permit, and method of pay-
 ing for postage.
     When space and format allow,
 the Editorial Services Division's lay-
 out artists can set up a publication so
 that it may be mailed without being
 placed in an envelope.
     Each piece of mail must have  a
complete and current address. The
last line of all United States addresses
should include the city, state, and zip
code. If possible, use the  new zip + 4
code. For all foreign items, the coun-
try should be the last line of the ad-
dress. The address label should be
typed or printed by a computer and
not hand written.

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                                                                                                          31
     To eliminate the need for the
Post Office to cancel and postmark
mail, and to achieve other efficiencies,
EPA now uses the postage meter
system. All metered mail pieces must
have a complete return address in the
upper left corner along with the
words "Official Business, Penalty for
Private Use $300."
     For the return address, the
Agency must be listed on the first
line, followed by a complete address
including the zip code. With one
exception, all mail leaving the Agency
will be stamped via a postage meter
in the EPA mail room.
     The exception is the mailing
permit imprint that allows the
mailing to be taken directly to the
Post Office with EPA's mailing
permit number already imprinted.
The self-mailer does not need to be
individually stamped. Permit (bulk)
mailings must contain at least 200
pieces of identical size and weight or
weigh at least 50 pounds. If fewer
copies of publications with  self-
mailers are sent to the mail room, the
mail handlers will have to overlay the
imprints with metered stamps. If a
contractor or anyone else puts permit-
printed publications in the mail, the
Postal Service will not deliver them.
    The format of the permit imprint
should be cleared through the
headquarters Mail Management Staff
(PM-215, FTS 260-2040)  prior to
printing.
     A contractor may mail on behalf
of the Agency. If the Agency is pay-
ing for the postage, the contractor
must be authorized by the Mail Man-
agement Staff to deliver it to the Post
Office. Mail Management will  also
work with the contractor to assure
that all Agency and Postal regulations
are met.
     The mailer must provide  docu-
mentation of the postal expenditure
after the mailing has been accepted
by the Post Office.
     Mail Management charges pro-
grams for  the cost of postage for
large mailings. This is done by using
Miscellaneous Obligation Document,
EPA Form 2550-10.
     In deciding the class of mail to
be used, bear in mind that the longer
the item is in transit, the lower the
cost of the postage. The class of mail
should be  displayed on the envelope
or self-mailer.
     For more detailed information,
refer to EPA Mail Management
Manual #4821 available from the
headquarters Distribution Unit
(PM-215).
Funding
     When planning the funding of
publications or audiovisual products,
it is often important to know the
appropriation category of the funds
that are to be used.
     The production of publications,
TV public service announcements,
photographs, etc., are deemed man-
agement and administration support
items and are recorded in EPA's
finance system as Salaries and Ex-
penses appropriation expenditures.
Therefore, whenever funds are trans-
ferred to OCEPA to cover such costs,
Salaries and Expenses accounting
data must be used.
     Any questions concerning re-
source usage or reimbursement
should be directed to The Director,
Office of Executive Support, Office of
the Administrator.

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  32
  Printing  Regulations
 Unless otherwise indicated, all cita-
 tions in this section are from Govern-
 ment Printing and Binding Regulations,
 published by the Joint Committee on
 Printing of the United States
 Congress.

 Printing Defined
 "The term 'printing' ... shall be
 construed to include and apply to the
 processes of composition [which
 includes "electronic character
 generating devices"] platemaking,
 presswork, binding, and microform."
 Printing does not include "duplicat-
 ing/copying," which is defined as
 using a duplicating machine to
 produce less than "5000 production
 units of any one page" and less than
 "25,000 production units in the aggre-
 gate of multiple pages."
     Desk-top publishing (DTP)
 systems (and even word-processors)
 are included under the term
 "composition."  GPO is currently
 developing new regulations to cover
 such systems. In  the meantime,
 control of DTP systems has been left
 in the hands of each agency's print
 shop. At the moment, EPA Printing
 Management is not involved in
 controlling the use of DTP systems
 unless they lead to violations of other
printing regulations.  For assistance in
using DTP systems to  produce
program-specific publications (news-
letters,  leaflets, etc.), consult the
Editorial Services  Division of OCEPA.
 Who May Print
 "All printing, binding, and blank-
 book work [tablets and such] for ...
 every executive department [EPA]
 shall be done at the Government
 Printing Office, except... with the
 approval of the Joint Committee on
 Printing." This means that, unless
 there is prior, specific approval from
 Congress, the publication must be
 printed through GPO.  EPA's Printing
 Management office is considered an
 extension of GPO.

 Not Contractors Or Grantees
 [35-1] "The inclusion of printing with-
 in contracts ... is prohibited unless
 authorized by the Joint Committee on
 Printing."
     [36-1] "The inclusion of printing
 within grants is prohibited unless
 authorized by the JCP."
     [From Public Law 101-163, sec-
 tion 308] No funds "may be obligated
 or expended by any entity of the
 executive branch for the procurement
 from commercial sources of any
 printing."
     [From a letter dated January 25,
 1990, from Senator Wendell H. Ford,
 Chairman of the Joint Committee on
 Printing] "These provisions [in Public
 Law 101-163] also apply to any type-
 setting or other printing services
 (including desk-top publishing servic-
es) that may be offered by graphic-
design contractors or any other ser-
vice/support contractors."
 Penalties For Violations
 Any federal employee who circum-
 vents these regulations by having a
 commercial shop print a document,
 either directly or through a contractor
 or grantee, or who approves of such
 an action, will have committed an
 illegal act and can be subject to civil
 and criminal statutes under Titles 18
 and 31 of the U.S. Code pertaining to
 money and finance laws. In addition,
 such violations risk bringing sanc-
 tions onto the Agency that would
 severely hamper the publishing pro-
 cess for everyone.

 Mailing-List Validation
 "All departments shall make neces-
 sary revisions to their mailing lists at
 least once each year in order to elimi-
 nate waste in government funds
 caused by publications being improp-
 erly addressed or mailed to persons
 no longer desiring them. This meth-
 od of revision shall require that per-
 sons receiving publications indicate
 that they wish to continue receiving
 the publication. Failure to reply to a
mailing-list revision request shall
require the elimination of the
addressee from the mailing list unless
it is necessary in the conduct of offi-
cial business to continue mailing pub-
lications to the addressee."
[Section 31]

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                                                                                                            33
Bylines
Section 16-1 of the Printing And
Binding Regulations states:
     The printing of Government
     employees' bylines in Govern-
     ment publications shall be
     confined to the authors of the
     articles appearing therein, and
     to the photographers who have
     originated the pictures con-
     tained therein.
     The term "byline" refers to any
name listed for credit as opposed to
employee names that might be inte-
gral to the text itself.  The term "au-
thor" can be legitimately applied only
to an individual who has conceived
of, who created, and who can be held
responsible for a text or section of
text. The term "author" cannot be
stretched to cover supervisors, man-
agers, advisors, and other such "con-
tributors."
Contractor/Grantee Names
If a report is generated by a contrac-
tor or grantee and published as such
without Agency endorsement, then
the contractor/grantee's authorship
should be recognized and a proper
disclaimer included on the title page.
Otherwise, all public-oriented materi-
als should be issued in the name of
the Agency and the authorship
should not be confused by listing
contractor/grantee names. This ap-
proach is also consistent with provi-
sion 13 of the Printing and Binding
Regulations, which disallows the print-
ing of "material which implies in any
manner that the government endorses
or favors any specific commercial
product, commodity, or service." If it
seems appropriate, the contract or
grant number may be unobtrusively
cited.
     The work of grantees may be ac-
knowledged if their association with
a publication is important to its ac-
ceptability, image, or distribution.
Recycled Printing Paper
Under the Resource Conservation and
Recovery Act, section 6002, Part 250
(Guideline for Federal Procurement of
Paper and Paper Products Containing
Recovered Materials) federal agencies
are required to use paper containing
at least 50-percent recycled waste-
paper for printing publications of all
kinds. Exceptions can be made by
GPO if such paper is not readily
available at a reasonable price.
     Such paper is increasingly avail-
able and is routinely used by EPA
Printing Management and specified
for publications printed through
GPO. Users should be aware, howev-
er, that a specific request for recycled
paper might result in delay due to a
lack of availability. If there is an ur-
gent, short-time delivery date involv-
ed, the program office requesting a
publication should note that fact in a
memo attached to the Publications
Review and Printing Request and state
that immediate unavailability of recy-
cled paper should not delay the pub-
lication beyond the requested deliv-
ery date.
     Whenever feasible, all EPA pub-
lications should not only be printed
on recycled paper, but  should display
the phrase "Printed on  Recycled Pa-
per" on the lower right-hand corner
of the front cover.

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  34
 Printing  Regulations
 Use Of Color
 Section 18-2 of GPO's Printing and
 Binding Regulations cites the following
 categories of multicolor printing as
 having "demonstrable value" to the
 government.
 "(a) Maps and technical diagrams
     where additional color is neces-
     sary for clarity.
 "(b) Object identification (medical
     specimens, diseases, plants,
     flags, uniforms, etc.)
 "(c) Safety programs, fire prevention,
     savings bonds programs, and
     competitive areas of personnel
     recruiting.
 "(d) Areas wherein clearly identifiable
     savings in costs can be soundly
     predicated on multicolor use.
 "(e) Printing for programs required
     by law, whose relative success or
     failure is in direct ratio to the
     degree of public response, and
     where that response can be logi-
     cally attributable to the number
     of colors planned and the man-
     ner in which they are proposed
     to be used.
"(f)  Color for promotional or motiva-
     tional purposes such as pro-
    grams concerning public health,
    safety, and consumer benefits; or
    to encourage utilization of gov-
    ernment facilities such as pro-
    grams for Social Security, Medi-
    care, and certain areas of need
    for veterans...."
      As examples that do not qualify
 for the use of government printing
 funds, the Joint Committee on Print-
 ing cites printed items:
 "(a) Wherein additional color is used
      primarily for decorative effect.
 "(b) Where additional color is used in
      lieu of effective layout and de-
      sign.
 "(c) Where  additional color is used
      excessively. (Three when two
      will suffice, etc.)
 "(d) Where the inclusion of multicolor
      does not reflect careful, compe-
      tent advance planning that rec-
      ognizes the contribution the use
      of color is expected to make to
      the ultimate end-purpose."
      In line with these federal regula-
 tions, the use of color in EPA publica-
 tions shall be carefully limited.  As a
 rule of thumb, if a publication's audi-
 ence is seeking the information con-
 tained within, and needs no further
 motivation to obtain the publication,
 then only one color is called for (un-
 less additional color is needed for
 clarity, identification, or efficiency). If
 a publication's audience is likely to be
 receptive to the information but un-
 likely to seek it out,  then two or more
 colors could be appropriate; especial-
 ly if the document concerns "public
 health" or "consumer" issues.
     This "rule-of-thumb" is not
 official policy and should not be
 relied on without confirmation from
 EPA's Printing Management office.
 The wisest course is  to send a written
justification  to the Agency Printing
 Officer before funds are committed
 for designing a publication in more
 than one color. Justifications are
 most effective if brief and based on
 the GPO criteria cited above.
     Good looks and effectiveness
 need not be sacrificed on the basis of
 these rules. There is much that can
 be done by competent designers to
 create top-quality publications using
 one or two colors.

 Illustrations, Etc.
 Photographs, line drawings, and
 other graphic illustrations are limited
 by the Joint Committee  on Printing to
 those that are related to the subject
 matter of the publication, in the pub-
 lic interest, and "restricted  to the
 minimum size necessary to accom-
 plish their purpose."

 Employee Photos
 Illustrations depicting federal employ-
 ees must show  them "actually
 engaged in an act or service related to
 their official duties." Furthermore, no
 illustration shall "serve to aggrandize
 any individual." Therefore, unless a
 publication is specifically designed to
 highlight employees (such as an
 awards ceremony program), "mug
 shots" of AAs, Division  Directors,
 Branch Chiefs, and other employees
shall not be included in  publications.

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                                                                                                             35
Guidelines
Despite the restrictions cited above,
the use of illustrations to enhance the
communication of information in
publications is encouraged. The
following guidance should prove
beneficial.
• When employing one or two colors,
     photographs—especially photo-
     graphs of people—look best if
     printed in black ink.
• When using four colors, special
     colors (such as for rules or dis-
     play type) must be specified as
     proportions of process inks;
     specifying with a system number
     will force a fifth press run.
• Keep illustrations as simple and
     uncluttered as possible, and use
     double care in proofing them.
     And don't forget to contact the
Editorial Services Division of OCEPA
for professional assistance in design
and aquisition of illustrations for
your publication.

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 36
                                                                           EPA Order 2200.4A
                                       EPA  PUBLICATIONS REVIEW PROCEDURE
 1. PURPOSE: This Order establishes policy and
 procedural requirements for the review of material
 published or issued by the Environmental Protection
 Agency. The EPA Publications Review Procedure is
 established to:

 a. Assure that materials published or issued by EPA,
 including materials made available through the
 National Technical Information Service, have been
 developed using methodology which will achieve high
 quality results;

 b. Clarify EPA responsibilities for information
 published or issued in the name of the Agency;
 c. Provide for the expeditious approval of publications
 before their public release; and
 d. Identify, for external reporting requirements, all
 periodicals, pamphlets, and audio-visual products
 produced by EPA.

 2. POLICY AND PROCEDURES: The Assistant
 Administrators, General Counsel,  Inspector General,
 Associate Administrators, Regional Administrators, and
 the Administrator's Staff Office Directors are the
 responsible officials for the substance, form, and policy
 implications of all materials originated in their
 respective offices. These officials must establish internal
 review procedures and controls to assure the high
 quality of their publications and issuances. Each  official
 or his designee must indicate concurrence in the
 publication or issuance of all materials by signing the
 appropriate block on EPA Form No. 2340-1.  This
 concurrence includes a certification that such materials
 have been adequately reviewed.

 Such materials submitted by EPA  contractors and
 assistance recipients shall be processed, respectively, in
 accordance with the pertinent contract clause or the
 assistance regulation at 40 CFR 30.518.

 3. DOCUMENTS SUBJECT TO REVIEW BY
HEADQUARTERS OFFICE OF EXTERNAL AFFAIRS:
The responsible officials listed above shall forward to
the Office of External Affairs for final publication
approval:

 a. Any material that has policy implications; and
 b. Any periodical as defined by OMB Circular A-3 or
 other item required to be reported to the Office of
 Management and Budget.
 c. Any periodical, pamphlet, or audio-visual product
 as defined in OMB Bulletin 81-16 or its successors.

 4. MATERIALS SUBJECT TO THE PROCEDURES:
 Materials published or issued in the name of the
 United States Environmental Protection Agency, audio-
 visual as well as printed materials, whether originated
 by EPA employees, contractors, assistance recipients, or
 consultants, are subject to the EPA Publication Review
 Procedure except:
 a. Congressional testimony;
 b. Verbatim testimony from hearings;
 c. Advance Notices of Proposed Rulemaking
 (ANPRMs), proposed or final regulations subject to a
 formal comment period;
 d. Press releases approved by  the Office of Public
 Affairs or a counterpart organization within a Regional
 office or laboratory;
 e. Legal opinion, briefs, and memoranda, including
 initial, final, or other decisions  in quasi-judicial
 administrative proceedings;
 f. Federal Register Notices;
 g. Notices of Public  Hearings;
 h. Requests for Proposal (RFPs);
 i. Articles by EPA employees and assistance recipients
 submitted for publications to refereed scientific journals
 which include a statement indicating that the article
 does not reflect the official views of EPA;
 j. Criteria Documents and other similar documents
 subject to a formal public comment period or review by
 the Science Advisory Board or  the Science Advisory
 Panel;
 k. Advisory Committee statements and reports;
 1. Materials generated on an employee's own time
using private facilities;
 m. Internal policy statements,  memoranda, and
Directives;
 n. Official Agency correspondence;
 o. Publications of the Office of the Inspector General;
 p. Such other materials as are  deemed appropriate for
exclusion by the Office of External Affairs.
                                                    Howard M. Messner
                                                    Assistant Administrator, OARM
                                      June 4, 1984

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