vvEPA
United States
Environmental Protection
Agency
Office of Emergency and
Remedial Response
Washington. DC 20460
EPA540X-90001
April 1990
Superfund
OERR Publications
Standards Toolbox
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EPA/540/X-90/001
OERR Directive 9200.4-02-2
April 1990
OERR Publications Standards Toolbox
Office of Emergency and Remedial Response
Office of Solid Waste and Emergency Response
U.S. Environmental Protection Agency
Washington, DC 20460
P03035-1-1
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OERR PUBLICATIONS STANDARDS TOOLBOX
Did your boss just tell you "this document is not formatted correctly?" Did the Superfund
Documents Coordinator return the document you spent six months writing, thought you had finally
finished, and say "fix it or it can't be printed!" "Why me?" you scream. "Why do I have to learn how to
do this printing stuff?" Hold on, catch your breath, this OERR Publications Standards Toolbox is the
document you need to solve your problems.
OERR has written this Toolbox to provide you with guidelines, tips, checklists, blank forms, and
directions that should make your job a lot easier and result in a product that still meets the high
standards that OERR has set for the appearance and content of its documents. This Toolbox is not the
only help that is available. It is complemented by the more formal OERR Publications Standards
Handbook (OSWER Directive #9200.4-02-1), where even the most obscure questions about preparing
Superfund documents can be answered.
If the Handbook is the New York Times of document publishing, the Toolbox provides the USA
Today approach. Why? Because in most cases, the information that you need is fairly straightforward.
For example, what are the standard margins on OERR documents? Are there requirements for what
software that I or my contractor must use? What do I have to give to the Superfund Documents
Coordinator to make sure that my document gets printed on time? The Toolbox answers these and
many other commonly asked questions, and the information is organized so you do not have to pull your
hair out.
What To Do With This Toolbox
To use this Toolbox, turn to the tabbed section that corresponds to the type of document that you
are writing. There are six tabbed sections:
A - Fact Sheets and Intermittent Bulletins
B - Guidance and Technical Documents and Reports to Congress
C - Directories
D - Public Brochures
E - Policy Directives and Memoranda
F - User's Guides
(If your type of document is not one of these six, consult with the Superfund Documents Coordinator to
determine what standards are in effect.)
Each of the sections will provide you with the following information:
I. A short guidance on preparing your type of document. Each short guidance is prepared in the
style of the document being discussed to show how a finished document of that type should
look;
II. Checklists for publishing and preparing each type of document; and
HI. Samples of completed printing request forms (EPA Form 2340-1) and NTIS Report Document
Forms.
Go To It and Have Fun!
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TOOLBOX" MATERIAL FOR PRODUCING
FACT SHEETS AND BULLETINS
In this section, you will find the following material to help you
prepare your fact sheet or bulletin:
A fact sheet on producing fact sheets and bulletins
Blank checklists for
Document publication (planning, concurrence, and
printing)
Document preparation
Document distribution (to be provided)
Note: These are original forms. Copy them
before you fill them out! More copies are
available from the Superfund Documents
Coordinator (475-8864).
Directions for completing a printing request form
(Form 2340-1)
Directions for completing an NTIS Report Document
Form (to be provided)
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dEPA
United States
Environmental Protection
Agency
Office of
Solid Waste and
Emergency Response
Publication xxxx.x-xxFS
Month 19
This is How Fact Sheets
and Bulletins Should Look
Office of Emergency and Remedial Response
Name of Division Mail Code
Quick Reference Fact Sheet
This fact sheet is an example of what an OERR fact sheet should look like. OERR bulletins also
should be prepared to look like this fact sheet, except bulletins have a different banner (see page 2). This
fact sheet describes how to produce these two types of Superfund documents. There are four major stages
in publishing any Superfund document: Planning, Preparation, Printing, and Distribution. This fact sheet
describes what to do during each of these stages. For more information on producing fact sheets and
bulletins, consult the OERR Publications Standards Handbook (OSWER Directive 9200.4-02-1) and the OERR
Publications Standards Toolbox (OSWER Directive 9200.4-02-2), of which this fact sheet is a part. The
Superfund Documents Coordinator (SDC) (FTS-475-8864) also is available to assist in preparing these
documents.
PLAN IT OUT
The first step hi production is to plan your fact
sheet or bulletin. Decide if a fact sheet or a
bulletin is the best way to present your
information, reach your audience, and remain
within your budget constraints. Think about the
following when planning to write a fact sheet or
a bulletin:
Audience. Who is your intended audience?
Write fact sheets and bulletins when large
distributions are required (because they are
inexpensive to produce). For example, a fact
sheet or bulletin could be distributed to all
Remedial Project managers (RPMs) or On-
Scene Coordinators (OSCs). Fact sheets or
bulletins also are a way to introduce or
summarize a topic, such as major guidances.
Timeframe. When is the document needed?
What are the factors that may delay
preparation, printing, or distribution of the
document? Fact sheets often can be written
and printed quickly relative to a guidance or
technical document, but it takes good
planning on your part to make this happen.
Budget. What are the costs of producing a
fact sheet? Can you reduce the cost of
preparation and printing, or increase the
number of uses a fact sheet may serve? Fact
sheets and bulletins are generally inexpensive
to reproduce; up to 65,000 impressions (i.e.,
single-sided copies) can be made at the EPA
Headquarters Print Shop without using an
outside printer.
Checklist. After planning the document, the first
step in actually writing a fact sheet or a bulletin is
to complete Part A (Planning) of the document
publication checklist. This checklist is available
from the Superfund Documents Coordinator or
from this Toolbox. Fill out this part of the
checklist and submit it to the Superfund
Documents Coordinator.
Document Number. After receiving the publication
checklist, the SDC will assign your document one
of three types of document control number (i.e.,
OSWER Directive, OERR Directive, or Superfund
Publication) and return the checklist, with the
proper number, to you. Always display the
document number hi the banner (see above) of
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every version (draft and final) of a fact sheet or
bulletin. Fact sheets always will have the
designation "FS" (Fact Sheet) as part of the
number. Bulletins will always have a number from
the public information series, followed by the
designation "I" (Intermittent). The SDC will assign
the correct number; you only need to ensure that
it appears in the banner of your document.
PREPARE IT RIGHT
Write OERR fact sheets and bulletins so they look
identical to this fact sheet. Follow the guidelines
outlined in this section regarding style, format,
typeface, and other elements of the document's
appearance to ensure your document meets the
document preparation requirements. Use a
Preparation Checklist, which is also available from
the SDC or this Toolbox, to check your document
before you submit it for printing. Documents that
do not meet the standards will be returned to you
for correction.
Sizej. Print fact sheets and bulletins on 8-1/2" x
11" paper, and make them two, four, six, or eight
pages long (other lengths result in blank pages).
Increase the length of documents longer than eight
pages in multiples of four pages (e.g., 12, 16).
Adjust the spacing of text or the size of text boxes
and graphics to make the document fill exactly the
appropriate number of pages.
Banner. Design banners of fact sheets to look
exactly like the banner on the first page of this fact
sheet. An example of the banner that you must
use for bulletins is shown in Highlight 1. All
banners must include:
A single-line border around the banner;
The EPA logo and the words "United States
Environmental Protection Agency" and
"Office of Solid Waste and Emergency
Response" spelled out in full;
The document number given to you by the
Superfund Documents Coordinator (with the
FS or I designation) and date the document
went to the printer (month and year);
The title (see below for typeface and weight
specifications) and a horizontal line
separating the title from the header;
The words "Office of Emergency and
Remedial Response," name of the Division
that wrote the fact sheet, and the mail code
of the Division preparing the document;
Type of document (i.e., "Quick Reference
Fact Sheet" or "Intermittent Bulletin"); and
In the case of Intermittent Bulletins,
"Volume [#], Number [#]."
Use Univers or Helvetica as the typeface for the
banner. Set the title of the fact sheet or bulletin
in 30-point type. Type sizes as large as 48 point
may be used for bulletins.
Page Format. Write fact sheets and bulletins as
stand-alone documents. Readers of these
documents may not know much about Superfund
or have other documents that you are referencing.
Start fact sheets and bulletins with an introductory
paragraph below the banner. Separate the
Highlight 1: Sample bulletin banner
3EPA
United States
Environmental Protection
Agency
Office of
Solid Waste and
Emergency Response
Publication xxxx.x-xxl
Month 19
This is a Bulletin Title
Office of Emergency and Remedial Response
Name of Division Mail Code
Intermittent Bulletin
Volume Number
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introduction from the body of text with a double
horizontal line. Set the main body of text in two
columns, and place a vertical line between the
columns.
Body Typeface.
Titles and subtitles. Use Univers as the typeface
for tides and heads within the text. Set main titles
in Univers Bold and subtitles in Univers Light
using the same size as main titles. If Univers is
unavailable, use similar weights of Helvetica
typeface. Examples are shown in Highlight 2.
Highlight 2
Sample typeface - Titles and
Sample of
Universe Bold
Sample of Universe
Light
Sample of
Helvetica Bold
Sample of
Helvetica Light
Subtitles
12 pt
12 pt
12 pt
12pt
Text. Set the text of fact sheets and bulletins in
Palatine, Charter, or Times Roman typeface. Use
serif typefaces for the text of these fact sheets and
bulletins. Highlight 3 shows examples of text
typefaces.
Highlight 3
Sample typeface - Text
Sample of Palatine 10 pt
Sample of Times
10 pt
Sample of Helvetica 10 pt
Type Size. Set the text of fact sheets and bulletins
in 10 point type. For example, this fact sheet is
set in 10 point Times Roman typeface.
Type Case. Form, and Weight. Set major titles of
fact sheets and bulletins in all caps and bold (such
as the titles PLAN IT OUT, PREPARE IT RIGHT,
GET IT PRINTED, and DISTRIBUTE IT are in
this fact sheet). Use initial caps and lower case
letters for other tides, subtities, and text of a fact
sheet or bulletin. Use all caps, otiier tiian in
major titles, only to denote an acronym (EPA).
Set most text in a medium weight. Put words or
phrases to be emphasized in boldface. Use italics,
or underlining if italics is not available, to signify
quotes or cite titles.
Justification. Right justify the text of fact sheets
or bulletins. Always align columns of text at the
top and bottom of pages (i.e., make columns
exactly the same length). Adjust the internal
spacing of text to make sure that columns align, if
necessary.
Highlight boxes. Use highlight boxes to illustrate
a point, explain information, or provide background
information. Surround highlight boxes with a
single-line border. Number highlight boxes
consecutively, title each box, and place each box as
soon as possible after its first reference in the text.
Do not let highlight boxes interfere with the
reproduction of the document (this may mean you
cannot shade them).
Page numbering. Do not number the pages of
short fact sheets or bulletins. It may be
appropriate, however, to paginate fact sheets or
bulletins that exceed six pages.
Section numbering. Do not include section
numbering in fact sheets or bulletins.
Margins. Put 1-inch margins on fact sheets and
bulletins. Adjust the size of the margins if it is
necessary to comply with the rigid page number
requirement (i.e., all fact sheets and bulletins
should be exactly two, four, six, or eight pages
long).
Graphics. Use graphics, icons, charts, tables, or
other illustrations to increase the appearance of
your fact sheet or bulletin. Be clever! The only
restrictions on the 'use of graphic material are that
it should be related to the point of your
publication, that it be neat, and that a camera-
ready copy be provided to the SDC or printer
when the document is submitted for printing. Do
not submit material that is smudged or distorted.
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Concurrence. Get concurrence on the content of
fact sheets or bulletins from all appropriate offices
before submitting the document to the SDC for
printing. The Office Director must sign off on fact
sheets that are identified as OSWER or OERR
directives. Division Directors may sign off on fact
sheets or bulletins that are not directives. Part B
of the document publication checklist is a
concurrence form for non-directive documents.
Use this checklist to obtain the necessary
signatures.
Completion of document preparation. Check
completed fact sheets and bulletins against the fact
sheet/bulletin preparation checklist, which also is
included in the Toolbox. The checklist lists all the
elements that a fact sheet or bulletin must display.
You have finished preparation of a fact sheet or
bulletin when you give the following "printing
package" to the SDC:
Camera-ready copy of the document;
Camera-ready copy of all graphics;
Disk copy of text on 5.25" disk in
WordPerfect 4.2, 5.0, or 5.1;
Written record of where original computer
graphics can be found (name of person and
phone number), if any;
Concurrence form or memorandum directive
signed by the Office or Division Director;
Completed NTIS Report Document Form;
Completed printing form (EPA Form
2340-1); and
Completed distribution checklist.
GET IT PRINTED
The first step in printing a fact sheet or bulletin is
to fill out Part C of the document publication
checklist. Use the same checklist that you used for
planning your document and obtaining concurrence.
Form 2340-1. Fill out a printing request form
(EPA Form 2340-1) and get it signed by your
Section and Branch Chiefs, and, in some cases, by
your Division Director. This is the form on which
you specify the color of paper to use, color of ink,
and number of documents to be printed.
Directions on filling out this form also are included
in the Toolbox.
NTIS Report Document Form. Fill out a NTIS
Report Document Form. Type the information
required on this form. The information required
includes an abstract of the document of no more
than 200 words. Give the completed form to the
Superfund Documents Coordinator as part of the
"printing package."
Timing. Plan printing schedules to accommodate
a four to six week turnaround time. This is the
amount of time that the Headquarters Print Shop
generally requires to print fact sheets and bulletins.
Do not promise earlier delivery of fact sheets or
bulletins to large numbers of people. The SDC is
responsible for tracking the printing of the
document and resolving any problems that result.
Paper. Print fact sheets and bulletins on recyclable,
standard issue, folded paper of writing paper
weight. As long as the paper meets these
requirements, fact sheets and bulletins can be
printed on paper of any color. One option to
improve the appearance of documents and the
range of colors available is to use different color
inks on white paper. Consult with the SDC or
Headquarters Print Shop to see the complete range
of color options that are available.
Quantity. Direct the Headquarters Print Shop (in
the appropriate section of Form 2340-1) to print
the number of documents that are needed to reach
the audience that you determine should receive the
fact sheet or bulletin. OERR calls this the
"directed distribution." Use the distribution
checklist to identify the appropriate audiences. The
quantity you pick also should include a small
inventory, which the SDC will send to the
Superfund Docket Information Center. The SDC
will also send the fact sheet or bulletin to the
National Technical Information Service (NTIS),
where audiences not on the directed distribution
may.purchase a copy.
DISTRIBUTE IT
Obtain and fill out a distribution checklist, which
is available from the Superfund Documents
Coordinator or from the Toolbox. Indicate on the
checklist all audiences who should receive a copy
of the document ("directed distribution"). Give the
completed checklist to the SDC as part of the
"printing package," along with a transmittal letter
from the Division Director to accompany the
document. The SDC will then have labels printed,
and will oversee the distribution of the document
when it is printed. The SDC also will send the
document to NTIS, where audiences not part of the
directed distribution may purchase a copy.
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Document Publication Checklist
PART A-PLANNING
COMPLETE questions A - G of this planning checklist before beginning preparation of any Superfund document- SUBMIT the completed checklist to the Superfund
Documents Coordinator (SDQ (SE 312,475-8864). The SDC will assign a number to your document and return the form to you. PLACE the document number in the
appropriate place on every version (draft and final) of your document.
A. Document Title
B. Type of Document (check one)
I I Guidance/Technical Document/Report to Congress I I Fact Sheet/Bulletin
I I Public Brochure I I Directive/Memo
C. Is the document a major guidance (e.g., major policy manual)? CD Yes CD No
D. Document Status (check one) CH Revise/Replace Existing Document
CU New Document (skip question E, continue with F)
E. Title and Directive Number of Existing Document
I I Directory
D User's Guide
F. Date Document Initiated
G. EPA Work Assignment Manager/Division/Phone
Contractor Manager (if any), Company, and Phone
TO BE COMPLETED BY SUPERFUND DOCUMENTS COORDINATOR ONLY
Directive/Control Number
SDC Initials
Printing Date
Date
PART B - DOCUMENT CONCURRENCE
SIGN this section when a non-directive document complies with all document preparation standards and has been reviewed and approved for printing (directives are
signed by the Office Director or Assistant Administrator to indicate that the document has been reviewed and approved for printing).
Document Preparer.
Division Documents Coordinator
Division Director
Date
Date
Date
PART C - PRINTING
FOR NON-DIRECTIVES, FOLLOW each of the steps below to submit your document to the printer.
1. COMPLETE EPA Form 2340-1 (printing requisition), which requires (he signatures of your Section and Branch Chiefs and Division Director (or the
Director's designee), and an NTIS Report Document Form.
2. COMPLETE a document distribution checklist (available from the Superfund Documents Coordinator).
3. GIVE the following "printing package" to the Superfund Documents Coordinator (check off each item):
LJ Camera-ready text CD Disk version of document L~H Camera-ready graphics
I Written record of where EH Completed Form 2340-1
graphics can be found
LJ Completed Distribution
checklist
EH NTIS Report Document Form
Lj Completed Publication Checklist
(this form)
FOR DIRECTIVES, PRINT and DISTRIBUTE the directive in accordance with current procedures and provide the Superfund Documents Coordinator with a first copy
reproduction and a completed NTIS Report Document Form.
F03035-3-1
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Document Preparation Checklist
FACT SHEETS AND BULLETINS
Document Title
Document Preparer.
. Document Number.
Phone Number
REVIEW the following areas before submitting a fact sheet or bulletin to the Superfund Documents Coordinator for printing.
Consult the Superfund Documents Coordinator (SDC) if any of the standards below are inappropriate for your document. More
information on the policies for producing these documents can be found in the OERR Publications Standard Handbook (OSWER
Directive 9200.4-02-1).
1. General Specifications
D Prepared in WordPerfect 4.2,5.0, or 5.1
2. Banner
Q Superfund publication number
in upper right hand comer
with FS or I designation.
O If bulletin, Volume and Number
of publication.
3. Body of Text
Q| 2-column format
n Right justified text C
CJ Vertical lines between columns. Q
O No section numbering.
4. Miscellaneous
I I Graphics are camera-ready. d
D Highlight boxes are numbered, titled,
and placed as soon after first reference
in text as possible.
CU Graphics or icons are camera-ready.
5. Document is reviewed for
Q Typographical errors, grammar, and proper general appearance.
CD All exhibits, charts, and figures are "camera-ready."
I I Compliance with Government Printing Office Stvle Manual.
| Name of Office and Division
spelled out
"Quick Reference Fact Sheet"
or "Intermittent Bulletin" in
lower right hand corner.
I I Palatine, Charter, or Times Roman
typeface.
CU 1" margins on all sides.
Q No page numbering (unless more than
six pages).
| Charts and exhibits are
numbered, titled, and placed
as soon after first reference
in text as possible.
NEXT STEPS: SUBMIT the following "printing package" to the Superfund Documents Coordinator (check off each item):
CD Camera-ready text Q Disk version of document Q Camera-ready graphics
n Completed Form 2340-1 """
CD Written record of where
graphics can be
found
Completed Document
Publication Checklist
Completed Distribution
checklist
Completed NTIS Report Form
KB035-3-2
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'TOOLBOX" MATERIAL FOR PRODUCING
GUIDANCE AND TECHNICAL DOCUMENTS
In this section, you will find the following material to help you
prepare your guidance or technical document:
A fact sheet on producing guidance and technical
documents
Blank checklists for
Document publication (planning, concurrence, and
printing)
Document preparation
Document distribution (to be provided)
Note: These are original forms. Copy them
before you fill them out! More copies are
available from the Superfund Documents
Coordinator (475-8864).
Directions for completing a printing request form
(Form 2340-1)
Directions for completing an NTIS Report Document
Form (to be provided)
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vvEPA
United States
Environmental Protection
Agency
Office of Emergency and
Remedial Response
Washington, DC 20460
E PA/xxx/x-xx/xxx
Month 19xx
Superfund
Guidance on
Producing Superfund
Guidance Documents
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Publication/xxx/xxxx
Month 19
Guidance on Producing
Superfund Guidance Documents
Office of Emergency and Remedial Response
U.S. Environmental Protection Agency
Washington, DC 20460
P03035-1-4
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TABLE OF CONTENTS
INTRODUCTION 1
PLANNING 1
Planning Considerations 1
Checklist 1
Document Number 1
PREPARATION 1
General Specifications 1
Cover 1
Title Page and Introductory Information 2
Main Body of Text 3
Appendices 4
Document Concurrence 4
Completion of Document Preparation 4
PRINTING 4
Required Printing Forms 5
Timing 5
Advance Copies 5
Quantity 5
DISTRIBUTION 5
111
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INTRODUCTION
This is an example of what guidance and technical
documents and Reports to Congress should look
like. There are four major stages in publishing any
Superfund document: Planning, Preparation,
Printing, and Distribution. This document
describes what to do in each of these stages. For
more information on producing guidance and
technical documents and Reports to Congress,
consult the OERR Publications Standards Handbook
(OSWER Directive 9200.4-02-1) and the OERR
Publications Standards Toolbox (OSWER Directive
9200.4-02-2), of which this document is a part.
The Superfund Documents Coordinator (FTS-475-
8864) is also available to assist in preparing these
documents.
PLANNING
The first step in producing a guidance document
is planning. Before beginning, determine if a
guidance or technical document is the best way to
present the information, reach your audience, and
remain within your budget constraints. A fact
sheet or bulletin, for example, may be an
appropriate alternative for some types of material
and audiences. Generally, guidance documents are
appropriate to explain how to meet the
requirements of a regulation or policy.
Planning Considerations
Guidance documents always have one disadvantage:
length. Consider the intended audience, the
timeframe in which the document is needed, and
the cost of producing a large document. Think
about what factors might delay the preparation,
printing, or distribution of the document.
Remember that guidance documents require more
time and money to produce than fact sheets, and
their length may prohibit large, quick distribution.
EPA only rarely produces a Report to Congress.
The procedures outlined in this guide also apply to
these Reports, but the remainder of this document
only will discuss guidance and technical documents.
Checklist
The first step in actually producing the guidance
document is to complete Part A (Planning) of the
document publication checklist. This checklist is
available from this Toolbox or from the Superfund
Documents Coordinator. Fill out Part A of the
checklist and submit it to the Superfund
Documents Coordinator.
Document Number
After receiving the publication checklist, the
Superfund Documents Coordinator will assign your
document one of three types of document control
numbers (i.e., OSWER Directive, OERR Directive,
or Superfund Publication) and return the checklist
to you with the proper number. Place this
document number on the title page of every
version of your document.
PREPARATION
Follow the guidelines described below for style,
format, typeface, and other elements of the
document's appearance. This will ensure that your
document's appearance is consistent with that of
other Superfund documents.
General Specifications
Size. Print most guidance and technical documents
on 8-1/2" x 11" paper. The Superfund Documents
Coordinator must approve the use of any other
sizes.
Document Stages. Identify every guidance or
technical document as a "draft" or "final" document.
Designate documents as "interim final" only after
they are formally approved by the Agency but are
awaiting the final promulgation of regulations on
which they are based.
Single/double-sided Presentation. Submit camera-
ready copy for reproduction or printing single-
sided. However, always print or reproduce
Superfund documents double-sided. Include blank
white pages in the text only where it is necessary
to ensure that a chapter or other element (e.g.,
table of contents) starts on the right-hand side of
the document.
Software. Prepare all Superfund documents in
WordPerfect 4.2, 5.0, or 5.1.
Cover
Do not prepare covers for guidance or technical
documents that will be printed by the Center for
Environmental Research Information (CERI) in
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Cincinnati (the Superfund Documents Coordinator
will determine which documents CERI will print).
CERI will prepare the covers for these documents.
The first page of documents submitted to CERI
will be the title page.
Title Page and Introductory Information
Order of Introductory Material. Place material
preceding the start of the text in the following
order: (1) title page (mandatory for all
documents); (2) notice; (3) table of contents
(mandatory); (4) list of exhibits; (5) preface; (6)
acknowledgements; and (7) executive summary.
Numbering Pages of Introductory Material.
Number pages of "front matter" with lower case
roman numerals (e.g., i, ii), starting with the title
page (do not place a page number on the title
page). Insert blank pages to ensure that when
printed double-sided, the table of contents, preface
(if any), and executive summary (if any) start on
the right-hand side. Count blank pages, but do not
place a number on these pages.
Title Page. The title page of this document is a
guide to preparing title pages of OERR guidance
and technical documents. Include the document
number, date of printing, title, and author
information on the title page.
Author Information. Identify the authors of
OERR guidance or technical documents as the
following, spelling out each title in full:
Office of Emergency and Remedial Response
U.S. Environmental Protection Agency
Washington, DC 20460
Ordering Information. Include information on the
back of the title page on where to obtain
additional copies of the publication. In most cases,
the location from which additional copies can be
acquired will be:
National Technical Information Service (NTIS)
U.S. Department of Commerce
5285 Port Royal Road
Springfield, VA 22161
(703) 487-4600
Consult with the Superfund Documents
Coordinator to determine where additional copies
of your document will be available.
Disclaimers. Draft documents must include a
disclaimer on the back side of the title page (as
shown in this document). Sample disclaimer
language is provided in Highlight 1:
Highlight 1: Sample disclaimer -
Title Page
This document is a draft and should not
be quoted or cited. It has not yet been
subject to EPA review. The final
document is scheduled to be released in
[date: month, year].
In addition to this disclaimer on the back of the
title page, include a disclaimer at the bottom of
each page (including charts, exhibits, and
appendices) of every draft document stating the
date of the draft and the words:
"Draft - Do Not Quote or Cite"
On final documents, include a disclaimer on the
back of the title page, as shown in Highlight 2.
Highlight 2: Sample final disclaimer
The policies and procedures set forth
here are intended as guidance to
Agency and other government
employees. They do not constitute
rulemaking by the Agency, and may not
be relied on to create a substantive or
procedural right enforceable by any
other person. The Government may
take action that is at variance with the
policies and procedures in this manual.
Credits and Acknowledgements. Guidance and
technical documents may include a list of work
group members from EPA Headquarters, Regional
offices, EPA laboratories, and other agencies, if
applicable. Do not include contractor or grantee
names or contract references anywhere in the
guidance (except in references to professional
papers or other such proprietary circumstances).
Table of Contents. Include a table of contents in
every guidance document that lists all numbered
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sections and appendices. Include a separate list of
exhibits, tables, or charts if appropriate. Start the
table of contents on the right side of the page.
Main Body of Text
Page Format. Use 8 1/2" x 11" paper for guidance
and technical documents. Consult with the
Superfund Documents Coordinator if the document
will be written in another size. Prepare text in two
columns of equal width with a margin of at least
0.5 inch between the columns.
Typeface. Titles and subtitles. Set titles and heads
in Univers typeface. Set main titles in Univers
Bold and subtitles in Univers Light, in the same
size as main titles. If Univers is unavailable,
similar weights of Helvetica may be substituted.
Sample typefaces are shown in Highlight 3.
Highlight 3: Sample typefaces
Universe Bold 12 pt
Universe Light
Helvetica Bold
Helvetica Light
12 pt
12 pt
12 pt
Text. Set the text of guidance and technical
documents in Palatino, Charter, or Times Roman
typeface (as in this document). Use serif typefaces
in all cases. Sample typefaces for text are shown
in Highlight 4.
Highlight 4: Sample typefaces
Sample of Palatino 10 pt
Sample of Times 10 pt
Sample of Helvetica 10 pt
Type Size. Set the text of guidance and technical
documents in 10 point type. For example, this
document is set in 10 point Times Roman typeface.
Type Case, Form, and Weight. Set document,
chapter, and section headings in all caps and bold.
Set second-level heads in initial caps and bold, and
third-level heads in italics or in bold with run in
text (as is done in this document).
Set the text of a document in caps and lower case
(as shown in this document). Use all caps only for
unusual and extreme emphasis or to denote an
acronym. Set most text in a medium weight, and
put words or phrases to be emphasized in boldface.
Use italics, or underlining if italics is not available,
to signify quotes or to cite titles.
Justification. Set columns of type ragged-right in
guidance and technical manuals, unless the columns
of text are wider than 14.0 picas (approximately
2.3").
Vertical Rules. Do not use vertical rules (lines) in
guidance and technical documents to divide
columns of type.
Page Numbering. Place page numbers at the
bottom center of each page. Align page numbers
in the same horizontal and vertical position on
each page, including on pages that contain charts
and exhibits.
Number the pages before the main body of text
with lower case roman numerals. The title page
is considered "i" but does not show a page number;
the table of contents is generally "iii" or "v," with
title page and notice, if any, preceding it. Number
pages in the main body of text consecutively with
arable numbers. Number pages of appendices
consecutively, as if they were part of the main body
of text. Insert a blank page where necessary to
ensure that a chapter begins on the right-hand side
of the document. These blank pages are counted
as pages, but are not numbered.
Section Numbering. Number chapters beginning
with the Introduction. Prefaces and other material
before the Introduction may be unnumbered if they
are short. Number subsections sequentially, but
never beyond three digits, (e.g., 3.1.2). Do not use
four-digit numbering (e.g., 3.1.2.1). Sections do not
have to be numbered beyond a level that is
reasonable, as appropriate for the layout of each
document.
Headers and Footers. Keep headers and footers
simple and put in them only information that needs
to be repeated from page to page. Such
information may include (1) document or section
tides; (2) page numbers (in footers only); and (3)
disclaimers.
-------
Highlight Boxes. Use highlight boxes to set off
key points or auxiliary information. Number and
title each box, and place a single or double border
around it. Do not shade boxes if they will
interfere with the quality of printing. Reference
highlight boxes in the text. Examples of highlight
boxes are shown in this document.
Margins. Use one-inch margins on all sides of
pages in guidance and technical documents.
Charts and Tables. Number charts and tables
sequentially and consistently throughout the
document and place them on or immediately after
the page on which they are referenced. Properly
label the information contained in charts, specify
all units of measure, and provide appropriate
source or reference information for all information
presented in charts or tables.
Graphics. Use graphics as appropriate throughout
a guidance or technical manual. All graphics must
be camera-ready when the document is submitted
for printing.
Color. EPA and OERR policy limit the use of
color. Only use color where it is vital to the
effectiveness of the document (e.g., maps).
Footnotes/Endnotes. Use of footnotes and
endnotes should be limited in guidance and
technical publications. Number footnotes and
endnotes consecutively throughout the document.
The appropriate format for a footnote is shown in
Highlight 5. The U.S. Government Printing Office
Style Manual contains more information on
footnotes and endnotes.
Highlight 5: Sample Footnote
William Strunk, Jr., and E.B. White,
The Elements of Style. 3rd ed.,
MacMillan Publishing, New York, N.Y.,
1979, pp. 23-25.
Closing Material - Appendices
Appendices. Reference all appendices in the text,
number their pages consecutively, as if they were
part of the main text, and include appropriate
disclaimers on each page. List the tides of all
appendices in the table of contents.
Document Concurrence
Get concurrence on the content of guidance or
technical documents from all appropriate offices
before submitting the document to the Superfund
Documents Coordinator for printing. The Assistant
Administrator or Office Director must sign
documents that are OSWER or OERR directives.
Division Directors must sign documents that are
not directives. Complete Part B of the document
publication checklist to obtain the necessary
signatures.
Completion of Document Preparation
Check all guidance and technical documents against
the document preparation checklist for guidance
and technical manuals included in this Toolbox.
Document preparation is complete when you give
the following "printing package" to the Superfund
Documents Coordinator (see Part C of the
document publication checklist):
Camera-ready copy of the document;
Camera-ready copy of all graphics;
Copy of text on 5.25" disk in Wordperfect
4.2, 5.0, or 5.1;
Written record of where original computer
graphics, if any, can be found (name of
person and phone number);
Concurrence form or directive signed by the
Office or Division Director;
Completed NTIS Report Document Form;
Completed printing form (EPA Form
2340-1); and
Completed distribution checklist.
PRINTING
The Superfund Documents Coordinator will
determine where each OERR document will be
printed- when a document preparer presents a
completed "printing package." Consult with the
Superfund Documents Coordinator if you have any
questions where a document will be printed.
-------
Required Printing Forms
EPA Form 2340-1. Fill out a printing request form
(EPA Form 2340-1) and get it signed by your
Section and Branch Chiefs and, in some cases, by
your Division Director. Specify on this form the
color of paper to use, ink color, and number of
documents to be printed. Directions on completing
this form are included in the Toolbox.
NTIS Report Document Form. Type the
information required on an NTIS Report
Document Form. This form requires a 200-word
abstract summarizing the information in the
document. The executive summary of a document
may provide the information required for the
abstract section of this form. Directions on
completing this form are included in the Toolbox.
Timing
Plan your schedule to accommodate a four to eight
week period to print major OERR documents. Do
not promise earlier delivery of documents to large
numbers of people. The Superfund Documents
Coordinator is responsible for tracking the printing
of the document and resolving any problems that
arise.
Advance Copies
If copies of documents are required before final
printing is complete, arrange with the Superfund
Documents Coordinator for the printing of advance
copies of the document. Advance copies eliminate
the need to photocopy documents and cover
immediate needs of Regional and Headquarters
personnel. Consult with the Superfund Documents
Coordinator early in the document publication
process to determine if advance copies are
necessary. Advance copies will never be printed
until a document is signed and considered a final
or interim final document. Advance copies require
a separate EPA Form 2340-1.
Quantity
Direct the printer (in the appropriate section of
EPA Form 2340-1) to print the number of
documents that are needed to reach the audience
that you determine should receive the guidance or
technical document. OERR calls this the "directed
distribution." Use the OERR distribution checklist
to identify the appropriate audiences (see next
section for more information). The quantity you
designate to fill the "directed distribution" also
should include a small inventory of the document,
which the Superfund Documents Coordinator will
send to the Superfund Docket and Information
Center.
The Superfund Documents Coordinator will send
a copy of every OERR document to the National
Technical Information Service (NTIS), where
audiences not targeted by the directed distribution
may purchase a copy.
DISTRIBUTION
Obtain and fill out an OERR distribution checklist,
which is available from the Superfund Documents
Coordinator or from this Toolbox. Indicate on the
checklist all audiences who should receive a copy
of the document ("directed distribution"). Give the
completed checklist to the Superfund Documents
Coordinator as part of the "printing package." The
Superfund Documents Coordinator will have labels
printed and will oversee the distribution of the
document when it is printed. The Superfund
Documents Coordinator also will send the
document to NTIS, where audiences not part of
the directed distribution may purchase a copy.
-------
Document Publication Checklist
L
PART A-PLANNING
COMPLETE questions A - G of this planning checklist before beginning preparation of any Superfund document. SUBMIT the completed checklist to the Superfund
Documents Coordinator (SDC) (SE 312, 475-8864). The SDC will assign a number to your document and return the form to you. PLACE the document number in the
appropriate place on every version (draft and final) of your document.
A. Document Title
B. Type of Document (check one)
I I Guidance/Technical Document/Report to Congress I I Fact Sheet/Bulletin
I I Public Brochure I I Directive/Memo
C. Is the document a major guidance (e.g., major policy manual)? d Yes CD No
D. Document Status (check one)
E. Title and Directive Number of Existing Document
Revise/Replace Existing Document
New Document (skip question E, continue with F)
Directory
User's Guide
F. Date Document Initiated
G. EPA Work Assignment Manager/Division/Phone
Contractor Manager (if any). Company, and Phone
TO BE COMPLETED BY SUPERFUND DOCUMENTS COORDINATOR ONLY
Directive/Control Number
SDC Initials.
Printing Date
Date
PART B - DOCUMENT CONCURRENCE
SIGN this section when a non-directive document complies with all document preparation standards and has been reviewed and approved for printing (directives are
signed by the Office Director or Assistant Administrator to indicate that the document has been reviewed and approved for printing).
Document Preparer
Division Documents Coordinator
Division Director
Date
Date
Date
PART Cm PRINTING
FOR NON-DIRECTIVES, FOLLOW each of the steps below to submit your document to the printer.
1. COMPLETE EPA Form 2340-1 (printing requisition), which requires the signatures of your Section and Branch Chiefs and Division Director (or the
Director's designee), and an NTIS Report Document Form.
2. COMPLETE a document distribution checklist (available from the Superfund Documents Coordinator).
3. GIVE the following "printing package" to the Superfund Documents Coordinator (check off each item):
Lj Camera-ready text LJ Disk version of document I I Camera-ready graphics
LJ Written record of where CH Completed Form 2340-1
graphics can be found
LJ Completed Distribution
checklist
I I NTIS Report Document Form
LJ Completed Publication Checklist
(this form)
FOR DIRECTIVES, PRINT and DISTRIBUTE the directive in accordance with current procedures and provide the Superfund Documents Coordinator with a first copy
reproduction and a completed NTIS Report Document Form.
F0303S-3-1
-------
Document Preparation Checklist
GUIDANCE AND TECHNICAL DOCUMENTS AND REPORTS TO CONGRESS
T5ocument Title
Document Preparcr .
Document Number.
Phone Number
REVIEW the following areas before submitting a guidance or technical document to the Superfund Documents Coordinator for printing. Consult the Superfund
Documents Coordinator (SDQ if any of the standards below are inappropriate for your document The areas noted below are only the most common areas that need to
be reviewed. Other areas, such as use of color, inclusion of credits and acknowledgements, and type case and weight also may need to be checked against the policies
in the OERR Publications Standard Handbook (OSWER Directive 9200.4-02-1).
1.
2.
4.
6.
7.
9.
General Specifications
Correctly labelled "draft,"
"final," or "interim final."
Title Page
a
Includes document number.
Includes disclaimer (if "draft" document).
Table of Contents
a
Body of Text
Includes all numbered sections.
List of exhibits, tables, and charts.
2-column format.
Unjustified text (if less than 14 picas).
No vertical lines between columns.
Page numbers
I I Located at bottom center of each page.
I I Consecutive throughout document.
Section numbering
I I First chapter (including introduction)
is numbered 1.0.
I I No 4-digit section numbering.
Miscellaneous
BNo publication numbers in headers or footers.
Highlight boxes are numbered, titled,
and placed as soon after first reference
in text as possible.
I I Footnotes/endnotes numbered consecutively.
Prepared in Wordperfect 4.2,
5.0, or 5.1.
Has no contractor credits.
Includes ordering information (on back).
I I Titles of appendices.
Q Page(s) numbered with lower case roman numeral(s),
starting with odd number.
I I Palatine, Charter, or Times Roman typeface.
I | 1" margins on all sides.
| | Disclaimer at bottom of every page, including charts and
exhibits (if "draft" document).
| | Aligned from page to page.
I I Subsequent chapters numbered
sequentially.
I I Numbers in arabic numerals.
Graphics are camera-ready.
Photos meet EPA standards.
Charts and exhibits are numbered, titled,
and placed as soon after first reference
in text as possible.
Appendices are:
I I Numbered consecutively as part of main body of text. L
Document is reviewed for:
I I Typographical errors, grammar, and proper general appearance.
BAH exhibits, charts, and figures are "camera-ready."
Compliance with Government Printing Office Style Manual.
Referenced in text.
L
NEXT STEPS: SUBMIT the following "printing package" to the Superfund Documents Coordinator (check off each item):
I I Camera-ready text CD Disk version of document
Q Completed Form 2340-1
Written record of where
graphics can be found
I I Completed Document
Publication Checklist
I I Camera-ready graphics
CD Completed Distribution checklist
CD Completed NTIS Report Form
HB03S-3-4
-------
'TOOLBOX" MATERIAL FOR PRODUCING
DIRECTORIES
In this section, you will find the following material to help you
prepare your directory:
A fact sheet on producing directories
Blank checklists for
Document publication (planning, concurrence, and
printing)
Document preparation
Document distribution (to be provided)
Note: These are original forms. Copy them
before you fill them out! More copies are
available from the Superfund Documents
Coordinator (475-8864).
Directions for completing a printing request form
(Form 2340-1)
Directions for completing an NTIS Report Document
Form (to be provided)
-------
&EPA
United States
Environmental Protection
Agency
Office of
Solid Waste and
Emergency Response
Publication: XXXX.X-XXFS
Month 19
Fact Sheet on Producing
OERR Directories
Office of Emergency and Remedial Response
Division Name Mail Code
Quick Reference Fact Sheet
This fact sheet provides instructions on preparing OERR directories and offers examples of what
directories should look like. There are four major stages in publishing any Superfund document: Planning,
Preparation, Printing, and Distribution. This fact sheet describes what to do during each of these stages.
For more information on producing directories, consult the OERR Publications Standards Handbook (OSWER
Directive 9200.4-02-1).
PLANNING
Planning is the first step in producing a directory.
Consider the amount and nature of the information
you have and the amount of tune and money you
have to produce the directory.
In this stage of document production, you must do
two things:
Fill out Part A (Planning) of the document
publication checklist, available from this
Toolbox.
Obtain a document number from the
Superfund Documents Coordinator.
PREPARATION
There are few format requirements for producing
a directory. Organize directory entries dearly and
ensure that your directory is easy to use. Include
a table of contents or index. For specific
information on paper size, typeface, directory
covers, and other details of document preparation,
consult the OERR Publications Standards Handbook
or the Superfund Documents Coordinator.
Samples of directory formats are provided in
Exhibits 1 and 2.
When preparation is complete, obtain concurrence
on your directory using Part B of the document
publication checklist. Fill out Part C of the
checklist to ensure that you have finished document
preparation.
PRINTING
To get your directory printed, complete the
following steps:
Complete EPA Form 2340-1 and get the
appropriate signatures.
Type an NTIS Report Document Form.
Include the requested information, including
an abstract of no more than 200 words.
Determine if advance copies are needed.
Arrange this with the Superfund Documents
Coordinator.
Determine the quantity of copies needed.
Plan your printing schedule to accommodate a four
to eight week printing period.
DISTRIBUTION
Obtain and fill out a distribution checklist.
Indicate all audiences that should receive a copy of
the directory. Audiences not specified may
purchase a copy of the directory from the National
Technical Information Service. The Superfund
Documents Coordinator will coordinate the
distribution.
-------
Personnel
Exhibit 1: Sample Telephone Directory
Specialization
Analytical Support Section
Rodney Turpin
Chief
340-6741
Thomas Kady
Environmental Engineer
340-6922
Rajeshmal Singhvi
Chemist
321-6761
Sella Burchene
Biologist
321-6726
Philip Campagna
Chemist
340-6689
Thomas Pritchett
Chemist
340-6738
William Coakley
Chemist
340-6921
Victoria Santoro
Chemist
340-6917
TAT Project
Paul Potvin
TATL
(201) 225-6266
Air monitoring, national technical
expert for occupational health &
safety
Alternative technologies, onsite
treatments
GC mass & chemical analyses
Environmental sampling, air
monitoring
Air sampling, field
instrumentation, health &
safety, QA/QC, TAT DPO
MS/MS, air sampling organic
analyses, national expert on
mobile MS/MS, monitoring labs,
substance detection investigations
QA/QC, quality assurance
project plans, analytical
methodologies
CEPP investigations, facility
inspections
Exhibit 2: Sample Catalog-type Directory
^Obtaining A Soil And Debris Treatablllty
Variance For Remedial Actions
7/59 HSCD 4 pages
Available From - PIC
Order Number - 9347.3-06A/FS
Outlines the process for obtaining and complying
with a treatability variance for soil and debris
contaminated with RCRA hazardous wastes for
which the Agency has set treatment standards.
Occupational Health Technical Assistance
And Enforcement Guidelines For Superfund
3/15/84 ERD 10 pages
Available From - SDIC
Order Number - 9285.3-01
Gives direction for OSHA field staff who may be
asked to provide assistance or conduct
enforcement activities at hazardous release sites.
"On-Scene"
Intermittent - ERD
8 pages
Order Number - Order By Title From Hubert
Walters, Emergency Response Division -
(202) 382-2463
Summarizes newsworthy events, removal
activities in the field, and relevant feature articles.
Each issue, which is published periodically by
ERD, also provides a regulation update.
TferOn-Scene Coordinator (OSC)/Remedlal
Project Manager (RPM) Program;
Inauguration
2/89- OPMT
Available From - SDIC
Order Number - 9285.9-01
5 pages
Announces the commencement of several
principal components of the OSC/RPM support
program and solicits estimates of participants for
the first class of the OSC/RPM Basic Training
Academy.
-------
Document Publication Checklist
PART A - PLANNING
COMPLETE questions A - G of this planning checklist before beginning preparation of any Superfund document. SUBMIT the completed checklist to the Supcrfund
Documents Coordinator (SDC) (SE 312, 475-8864). The SDC will assign a number to your document and return the form to you. PLACE the document number in the
appropriate place on every version (draft and final) of your document.
A. Document Title
B. Type of Document (check one)
I I Guidance/Technical Document/Report to Congress I I Fact Sheet/Bulletin I I Directory
CH Public Brochure CD Directive/Memo d) User's Guide
C. Is the document a major guidance (e.g., major policy manual)? I I Yes I I No
D. Document Status (check one) I I Revise/Replace Existing Document
I I New Document (skip question E, continue with F)
E. Title and Directive Number of Existing Document
F. Date Document Initiated Printing Date
G. EPA Work Assignment Manager/Division/Phone
Contractor Manager (if any), Company, and Phone
TO BE COMPLETED BY SUPERFUND DOCUMENTS COORDINATOR ONLY
Directive/Control Number
SDC Initials Date
PART B - DOCUMENT CONCURRENCE
SIGN this section when a non-directive document complies with all document preparation standards and has been reviewed and approved for printing (directives are
signed by the Office Director or Assistant Administrator to indicate that the document has been reviewed and approved for printing).
Document Preparer Date
Division Documents Coordinator Date
Division Director Date
PART C - PRINTING
FOR NON-DIRECTIVES. FOLLOW each of the steps below to submit your document to the printer.
1. COMPLETE EPA Form 2340-1 (printing requisition), which requires the signatures of your Section and Branch Chiefs and Division Director (or the
Director's designee), and an NTIS Report Document Form.
2. COMPLETE a document distribution checklist (available from the Superfund Documents Coordinator).
3. GIVE the following "printing package" to the Superfund Documents Coordinator (check off each item):
CD Camera-ready text CD Disk version of document CD Camera-ready graphics CD NTIS Report Document Form
CD Written record of where CD Completed Form 2340-1 CD Completed Distribution ED Completed Publication Checklist
graphics can be found checklist (this form)
FOR DIRECTIVES, PRINT and DISTRIBUTE the directive in accordance with current procedures and provide the Superfund Documents Coordinator with a first copy
reproduction and a completed NTIS Report Document Form.
F03035-J-1
-------
Document Preparation Checklist
DIRECTORIES
Document Title Document Number.
Document Preparer Phone Number
REVIEW the following areas before submitting a directory to the Superfund Documents Coordinator for printing. Consult the
Superfund Documents Coordinator (SDC) if any of the standards below are inappropriate for your document. More information on
the policies for producing these documents can be found in the OERR Publications Standard Handbook (OSWER Directive 9200.4-
02-1).
1. General Specifications
D Correctly labelled "draft" or "final."
D Prepared in WordPerfect 4.2, 5.0, or 5.1.
CD Format is easy to read and understand and document is clearly organized.
CD Table of contents or index to contents is included.
2. Document is reviewed for:
Q Typographical errors, grammar, and proper general appearance.
CD All exhibits, charts, and figures are "camera-ready."
CD Compliance with Government Printing Office Style Manual.
'
NEXT STEPS: SUBMIT the following "printing package" to the Superfund Documents Coordinator (check off each item):
CD Camera-ready text CD Disk version of document CD Camera-ready graphics
Q] Written record of where CD Completed Form 2340-1 CD Completed Distribution
graphics can be found checklist
CD Completed Document
Publication Checklist CD Completed NTIS Report Form
F03035-3-7
-------
'TOOLBOX" MATERIAL FOR PRODUCING
PUBLIC BROCHURES
In this section, you will find the following material to help you
prepare your public brochure:
A fact sheet on producing public brochures
Blank checklists for
Document publication (planning, concurrence, and
printing)
Document preparation
Document distribution (to be provided)
Note: These are original forms. Copy them
before you fill them out! More copies are
available from the Superfund Documents
Coordinator (475-8864).
Directions for completing a printing request form
(Form 2340-1)
Directions for completing an NTIS Report Document
Form (to be provided)
-------
United States
Environmental Protection
Agency
Office of Emergency and
Remedial Response
Washington D.C. 20460
EPA XXX/X-XX/XXX
Month 19
x°/EPA Producing Superfund Public
Brochures:
A Step-By-Step Approach
P03035-2-3
-------
EPA/xxx/xxxx
Month 19
Producing Superfund Public Brochures:
A Step-By-Step Approach
Office of Emergency and Remedial Response
U.S. Environmental Protection Agency
Washington, DC 20460
P03035-1-5
-------
PRODUCING A PUBLIC BROCHURE
INTRODUCTION TO
WRITING A PUBLIC
BROCHURE
This is an example of what a public brochure
might look like. OERR has set very few format
and style requirements for preparing public
brochures. Use your creativity and imagination to
produce a document that the public can easily read
and understand.
There are always four steps to follow when
producing a Superfund public brochure:
PLANNING, PREPARATION, PRINTING, and
DISTRIBUTION. This document describes what
to do hi each for each of these steps. For more
detailed information on producing public brochures,
consult the OERR Publications Standards Handbook
(OSWER Directive 9200.4-02-1) and the OERR
Publications Standards Toolbox (OSWER Directive
9200.4-02-2), of which this document is a part.
The Superfund Documents Coordinator (SDC)
(FTS-475-8864) is also available to assist you in
preparing your public brochure.
PLAN THE BROCHURE -
Consider Audience, Budget, and
Timing
The first step in producing a public brochure is
planning. Determine if a public brochure is the
best way to present the information, reach your
audience, and remain within your budget
constraints. The amount and nature of the
information you have, the size of the audience, and
the amount of money and time you have to spend
will affect the cost, contents, and layout of your
document.
DOCUMENT PUBLICATION CHECKLIST
First, fill out Part A (Planning) of the
document publication checklist. This checklist is
available from this Toolbox or from the SDC.
Submit a completed Part A of the checklist to the
SDC.
OBTAIN A DOCUMENT NUMBER
After receiving Part A of the publication
checklist, the SDC will assign your document a
Superfund Publication number, initial the checklist,
and return it to you with the proper number. You
must make sure that every version of your
brochure has this document number on the cover
or title page (depending on the layout of the
document).
PREPARE THE BROCHURE -
Layout Requirements
Follow the guidelines described below to ensure
that your document meets the few guidelines that
are required of OERR public brochures.
UNDERSTANDING GENERAL SPECIFICATIONS
Brochure Size. Although most public brochures
are printed on 8-1/2" x 11" paper, this is not a
requirement. If you wish to use a paper size other
than 8-1/2" x 11" (e.g., 4" x 9"), consult with the
SDC before starting actual document preparation.
Document Stages. Identify every version of a
public brochure as "draft" or "final." Designate a
brochure as "interim final" only after it is formally
approved by the Agency but is awaiting the final
promulgation of regulations on which the brochure
is based. To avoid confusing an audience,
generally issue a public brochure as a "final"
document.
Single/double-sided Presentation. Submit camera-
ready copy for reproduction or printing single-
sided. However, always print or reproduce
brochures double-sided. Include blank white pages
in the text only where it is necessary to ensure that
PAGE 1
-------
PRODUCING A PUBLIC BROCHURE
a chapter or other element (e.g., table of contents)
starts on the right-hand side of the document.
Software. Prepare all Superfund documents in
WordPerfect 4.2, 5.0, or 5.1.
DESIGNING COVERS
Prepare the cover of a public brochure only if
it will not be printed by the Center for
Environmental Research Information (CERI).
(Consult with the SDC to determine where your
brochure will be printed.) If you will prepare the
cover, see the sample cover of this brochure to
determine what is required. Highlight 1 lists the
elements that must appear on covers of brochures.
Highlight 1:
Required Cover Elements
The words "United States Environmental
Protection Agency,"
Office and Division designation and mail
code;
Document number;
EPA Logo;
Date the document went to the printer;
Double line separating the title from the
header, with the word "Superfund"
between the lines;
OERR publication number in the upper
right-hand corner; and
Document title.
In addition to the required elements listed
above, include any graphics that might be
appropriate. The graphics should relate to the
subject of the document and should catch the
reader's eye.
When printing a brochure cover, use white
vellum paper and blue ink. Use of other paper or
ink colors must be approved by the SDC.
PREPARING TITLE PAGES AND INTRODUCTORY
INFORMATION (IF APPROPRIATE)
Title Page. If your brochure's layout includes a
title page, use the title page of this document as
a guide for its design. Title pages must include
the document number, date of printing, title, and
author information. Identify the authors of OERR
brochures as the following, spelling out each title
in full:
Office of Emergency and Remedial Response
U.S. Environmental Protection Agency
Washington, DC 20460
Ordering Information. On the back of the title
page, or in another appropriate location on the
brochure, include information on where to obtain
additional copies of the document. In most cases,
the location from which additional copies can be
acquired will be:
National Technical Information Service (NTIS)
U.S. Department of Commerce
5285 Port Royal Road
Springfield, VA 22161
(703) 487-4600
Consult with the SDC to determine where
additional copies of your document will be
available.
Disclaimers. If you issue a draft copy of the
brochure, it must include a disclaimer similar to
that provided in Highlight 2:
Highlight 2: Sample disclaimer
This document is a draft and should not be
quoted or cited. It has not yet been subject
to EPA review. The final document is
scheduled to be released in [date: month,
year].
PAGE 2
-------
PRODUCING A PUBLIC BROCHURE
Also include a disclaimer at the bottom of each
page of a draft document stating the date of the
draft and the words:
"Draft - Do Not Quote or Cite"
Credits and Acknowledgements. Do not include
contractor or grantee names anywhere in a public
brochure.
Table of Contents. If you include a table of
contents in your public brochure, list all numbered
sections and appendices found in the document.
Also include a list of exhibits, charts, or tables, if
applicable.
LAYING OUT BROCHURES - TEXT FORMAT
Page Format. Use creative page formats for public
brochures as long as they are neat and easily
readable.
Typeface. Set covers and tides in Univers or
Helvetica. Charter, Palatine, or Times Roman
typefaces are recommended for the text of your
document. Always use a serif typeface of not
smaller than 10 points. Highlight 3 shows sample
typefaces that may be appropriate for a brochure.
Highlight 3: Sample typefaces
Sample of Universe
Sample of Helvetica
Sample of Palatino
Sample of Times
Sample of Palatino
Sample of Times
Sample of Helvetica
12 pt
12 pt
12 pt
12 pt
10 pt
10 pt
10 pt
Type Case, Form, and Weight Use appropriate
combinations of caps and lower case letters to
present a neat, readable brochure that emphasizes
important information. Set most text in a medium
weight, and put words or phrases to be emphasized
in boldface. Use italics, or underlining if italics is
not available, to signify quotes or to cite titles.
Justification. Set columns of type ragged-right in
public brochures, unless the columns of text are
wider than 14.0 picas (approximately 2.3").
Page Numbering. Place page numbers at the
bottom center of each page. Align page numbers
in the same horizontal and vertical position on
each page, including on pages that contain charts
and exhibits.
Number any pages that come before the main body
of text consecutively with lower case roman
numerals. The title page is considered "i" but does
not show a page number. The table of contents
must begin on the right-hand side of the document.
Number pages in the main body of text with arabic
numbers. Number any appendices consecutively,
as if they were part of the main text. Insert blank
pages where necessary to ensure that a chapter
begins on the right-hand side of the document.
Count blank pages, but do not number them.
Page Presentation. Print or duplicate public
brochures double-sided.
USING GRAPHICS
Use graphics, highlight boxes, charts, tables,
and figures to make your public brochure
interesting and easy to read and understand. Be
creative with page layout, headers and footers, and
use of examples. All graphics must be camera-
ready when the brochure is submitted for printing.
Graphics make your public brochure more
interesting and easier to read and understand.
PAGE 3
-------
PRODUCING A PUBLIC BROCHURE
GETTING CONCURRENCE ON A PUBLIC BROCHURE
Get concurrence on the content of public
brochures from all appropriate offices before
submitting the document to the SDC for printing.
The Assistant Administrator or Office Director
must sign documents that are OSWER or OERR
directives. Division Directors must sign off on
documents that are not directives. Complete Part
B of the document publication checklist to obtain
the necessary approvals for a non-directive
document.
COMPLETION OF DOCUMENT PREPARATION
Check completed public brochures against the
public brochure document preparation checklist
included in this Toolbox. The checklist lists all
the elements that a public brochure must display.
Preparation of a public brochure is complete only
when you give the following "printing package" to
the SDC:
Camera-ready copy of the document;
Camera-ready copy of all graphics;
Copy of text on 5.25" disk in Wordperfect
4.2, 5.0, or 5.1;
Written record of where original computer
graphics, if any, can be found (name of
person and phone number);
Concurrence form or memorandum
directive signed by the Office or Division
Director;
Completed NTIS Report Document Form;
Completed printing form (EPA Form
2340-1); and
Completed distribution checklist.
Fill out Part C of the document publication
checklist to ensure you have finished document
preparation.
PRINTING A PUBLIC
BROCHURE
Fill out EPA Form 2340-1 and an NTIS Report
Document Form to get a public brochure printed.
COMPLETE EPA FORM 2340-1
Fill out a printing request form (EPA Form
2340-1) and get it signed by your Section and
Branch Chiefs and, in some cases, by your Division
Director. This is the form on which you specify
the color of paper to use, ink color, and number
of documents to be printed. Directions on filling
out this form are also included in the Toolbox.
COMPLETE NTIS REPORT DOCUMENT FORM
Type the information required on an NTIS
Report Document Form. This form requires a
200-word abstract summarizing the information in
the document. An introduction or executive
summary may provide the information required for
the abstract section of this form. Directions on
completing this form are included in the Toolbox.
SCHEDULING PRINTING
Plan your schedule to accommodate a four to
eight week period to print major OERR
documents. Do not promise earlier delivery of
documents to large numbers of people. The SDC
is responsible for tracking the printing of the
document and resolving any problems that arise.
ARE ADVANCE COPIES NEEDED?
If copies of documents are required before final
printing is complete, arrange with the SDC for the
printing of advance copies of the document.
Advance copies eliminate the need to photocopy
documents and cover immediate needs of Regional
PAGE 4
-------
PRODUCING A PUBLIC BROCHURE
and Headquarters personnel. Consult with the
SDC early in the document publication process to
determine if advance copies are necessary.
Advance copies will never be printed until a
document is signed and considered a final or
interim final document. Advance copies require
a separate EPA Form 2340-1.
HOW MANY TO
Direct the printer (in the appropriate section of
EPA Form 2340-1) to print the number of
documents that are needed to reach the audience
that you determine should receive the guidance or
technical document. OERR calls this the "directed
distribution." Use the OERR distribution checklist
to identify the appropriate audiences (see next
section for more information). The quantity you
designate to fill the "directed distribution" also
should include a small inventory of the document,
which the SDC will send to the Superfund Docket
and Information Center. The SDC will send a
copy of every OERR document to the National
Technical Information Service (NTIS), where
audiences not targeted by the directed distribution
may purchase a copy.
DISTRIBUTING PUBLIC
BROCHURES
Public brochures may have a wider distribution
than other Superfund documents. In addition to
the directed distribution and availability from NTIS,
these documents are generally placed in the Public
Information Center (PIC) and made available for
conferences, seminars, and educational programs.
While this level of distribution is managed by the
SDC, the document preparer should assist in
planning for this distribution.
Obtain and fill out an OERR distribution
checklist, which is available from the SDC or from
this Toolbox. Indicate on the checklist all
audiences who should receive a copy of the
document ("directed distribution"). Give the
completed checklist to the SDC as part of the
"printing package." The SDC will have labels
printed and will oversee the distribution of the
document when it is printed. The SDC also will
send the document to NTIS, where audiences not
part of the directed distribution may purchase a
copy.
PAGES
-------
Document Publication Checklist
PART A - PLANNING
COMPLETE questions A - G of this planning checklist before beginning preparation of any Superfund document SUBMIT the completed checklist to the Superfund
Documents Coordinator (SDQ (SE 312, 475-8864). The SDC .will assign a number to your document and return the form to you. PLACE the document number in the
appropriate place on every version (draft and final) of your document.
A. Document Title
B. Type of Document (check one)
CD Guidance/Technical Document/Report to Congress CD Fact Sheet/Bulletin
CD Public Brochure CD Directive/Memo
C. Is the document a major guidance (e.g., major policy manual)? CD Yes CD No
D. Document Status (check one) CD Revise/Replace Existing Document
CD New Document (skip question E, continue with F)
E. Title and Directive Number of Existing Document
CH Directory
CD User's Guide
F. Date Document Initiated
G. EPA Work Assignment Manager/Division/Phone
Contractor Manager (if any), Company, and Phone
TO BE COMPLETED BY SUPERFUND DOCUMENTS COORDINATOR ONLY
Directive/Control Number
SDC Initials
Printing Date
Date
PART Bi DOCUMENT CONCURRENCE
SIGN this section when a non-directive document complies with all document preparation standards and has been reviewed and approved for printing (directives are
signed by the Office Director or Assistant Administrator to indicate that the document has been reviewed and approved for printing).
Document Preparer.
Division Documents Coordinator
Division Director
Date
Date
Date
PART C - PRINTING
FOR NON-DIRECTIVES. FOLLOW each of the steps below to submit your document to the printer.
1. COMPLETE EPA Form 2340-1 (printing requisition), which requires the signatures of your Section and Branch Chiefs and Division Director (or the
Director's designee), and an NTIS Report Document Form.
2. COMPLETE a document distribution checklist (available from the Superfund Documents Coordinator).
3. GIVE the following "printing package" to the Superfund Documents Coordinator (check off each item):
I I Camera-ready text I ] Disk version of document I I Camera-ready graphics
CD Written record of where O Completed Form 2340-1
graphics can be found
LJ Completed Distribution
checklist
d NTIS Report Document Form
[HI Completed Publication Checklist
(this form)
FOR DIRECTIVES, PRINT and DISTRIBUTE the directive in accordance with current procedures and provide the Superfund Documents Coordinator with a first copy
reproduction and a completed NTIS Report Document Form.
F03035-3-1
-------
Document Preparation Checklist
PUBLIC BROCHURES
Document Title Document Number.
Document Preparer Phone Number
REVIEW the following areas before submitting a public brochure to the Superfund Documents Coordinator for printing. Consult
the Superfund Documents Coordinator (SDQ if any of the standards below are inappropriate for your document. The areas noted
below are only the most common areas that need to be reviewed. Other areas, such as use of color, also may need to be checked
against the policies in the OERR Publications Standard Handbook (OSWER Directive 9200.4-02-1).
1. General Specifications
D Correctly labelled "draft" D Prepared in WordPerfect 4. 2,
or "final." 5.0, or 5.1.
2. Body of Text
QD 2-column format CD Palatino, Charter, or Times Roman typeface.
CD Unjustified text (if less than 14 picas). CD 1" margins on all sides.
3. Miscellaneous
D No publication numbers in headers Q Graphics are camera-ready.
or footers. CD Photos meet EPA standards.
D Highlight boxes are numbered, titled, CD Charts and exhibits are
and placed as soon after first reference numbered, titled, and placed
in text as possible. as soon after first reference
in text as possible.
4. Document is reviewed for
CD Typographical errors, grammar, and proper general appearance.
CD All exhibits, charts, and figures are "camera-ready."
CD Compliance with Government Printing Office Stvle Manual.
NEXT STEPS: SUBMIT the following "printing package" to the Superfund Documents Coordinator (check off each item):
CD Camera-ready text CD Disk version of document CD Camera-ready graphics
CD Written record of where CD Completed Form 2340-1 CD Completed Distribution
graphics can be found checklist
CD Completed Document
Publication Checklist D Completed NTIS Report Form
F03035-6
-------
'TOOLBOX" MATERIAL FOR PRODUCING
POLICY DIRECTIVES AND MEMORANDA
In this section, you will find the following material to help you
prepare your policy directive or memorandum:
A fact sheet on producing policy directives and
memoranda
Blank checklists for
Document publication (planning, concurrence, and
printing)
Document preparation
Document distribution (to be provided)
Note: These are original forms. Copy them
before you fill them out! More copies are
available from the Superfund Documents
Coordinator (475-8864).
Directions for completing a printing request form
(Form 2340-1)
Directions for completing an NTIS Report Document
Form (to be provided)
-------
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
FEB22I990 OFFICEOF
SOLID WASTE AND EMERGENCY RESPONSE
OERR DIRECTIVE 9200.4-06A
MEMORANDUM
SUBJECT: Uniform Format for OERR Policy/Directive Memos
Revised Instructions
FROM: Henry L. Longest II, Director
Office of Emergency and Remedial
TO: All OERR Staff
Purpose: To remind all OERR staff producing guidance, policy
or technical documents of uniform format requirements and to
provide additional instructions to ensure proper distribution
within the agency and through the National Technical Information
Service (NTIS), a repository organization of the U.S. Department
of Commerce.
Background: As part of our evolving documents management
system, style and format instructions for directives were issued
to staff on March 14, 1988. It is now necessary to add to those
instructions to ensure that all documents are properly entered
into the comprehensive Documents Management Program.
Objective: The comprehensive Documents Management Program
will ensure that all Superfund documents, including policy
memoranda and directives, are available to users external to EPA
through NTIS, significantly decreasing internal distribution
workload.
Implementation: Specifically, this memorandum requires four
actions which are to be implemented immediately:
(1) Assure that all directive material has the appropriate
directive number assigned and displayed on the document. Contact
the Superfund Documents Coordinator (SDC) at 475-8864 for
assistance in obtaining this number.
(2) Assure that all OERR directive material is in the format
of this memo, containing the following elements: purpose,
background, objective, and implementation.
(3) Show the Superfund Documents Coordinator, OS-240, as
recipient of a reproduction-quality copy of the signed document.
PriMtd MI Rteydtd faptr
-------
It is the responsibility of the document preparer to ensure that
this quality copy is placed in the hands of the SDC immediately
upon signature.
(4) Submit, with the signature copy of the document, a typed
"Report Document Page", which will be used for submitting the
document to the NTIS archive. A copy of a correctly completed
form is attached to this directive. When the document is signed,
provide the SDC with the completed "Report Document Page" and the
above-mentioned first-copy reproduction of the signed document.
Directives packages which do not contain all of these
elements will be returned to the originator for correction.
Attachment
cc: Superfund Documents Coordinator
-------
Document Publication Checklist
PART A-PLANNING
COMPLETE questions A - G of this planning checklist before beginning preparation of any Superfund document SUBMIT the completed checklist to the Superfund
Documents Coordinator (SIX!) (SE 312,475-8864). The SDC will assign a number to your document and return the form to yoa PLACE the document number in the
appropriate place on every version (draft and final) of your document.
A. Document Title
B. Type of Document (check one)
CH Guidance/Technical Document/Report to Congress l~l Fact Sheet/Bulletin _
CD Public Brochure d Directive/Memo
C. Is the document a major guidance (e.g., major policy manual)? CH Yes d No
D. Document Status (check one)
E. Title and Directive Number of Existing Document
Revise/Replace Existing Document
New Document (skip question E, continue with F)
I I Directory
ri User's Guide
F. Date Document Initiated
G. EPA Work Assignment Manager/Division/Phone
Contractor Manager (if any), Company, and Phone
TO BE COMPLETED BY SUPERFUND DOCUMENTS COORDINATOR ONLY
Directive/Control Number
SDC Initials
Printing Date
Date
PART B - DOCUMENT CONCURRENCE
SIGN this section when a non-directive document complies with all document preparation standards and has been reviewed and approved for printing (directives are
signed by the Office Director or Assistant Administrator to indicate that the document has been reviewed and approved for printing).
Document Preparer.
Division Documents Coordinator
Division Director
Date
Date
Date
PART C - PRINTING
FOR NON-DIRECTIVES, FOLLOW each of the steps below to submit your document to the printer.
1. COMPLETE EPA Form 2340-1 (printing requisition), which requires the signatures of your Section and Branch Chiefs and Division Director (or the
Director's designee), and an NTIS Report Document Form.
2. COMPLETE a document distribution checklist (available from the Superfund Documents Coordinator).
3. GIVE the following "printing package" to the Superfund Documents Coordinator (check off each item):
LJ Camera-ready text LJ Disk version of document (HI Camera-ready graphics
0 Written record of where LJ Completed Form 2340-1
graphics can be found
LH Completed Distribution
checklist
LJ NTIS Report Document Form
LJ Completed Publication Checklist
(this form)
FOR DIRECTIVES, PRINT and DISTRIBUTE the directive in accordance with current procedures and provide the Superfund Documents Coordinator with a first copy
reproduction and a completed NTIS Report Document Form.
F03035-3-1
-------
Document Preparation Checklist
MEMORANDUM-STYLE DIRECTIVES
Document Title Document Number.
Document Prepaier Phone Number
REVIEW the following areas before submitting a memorandum-style directive to the Office Director for signature and to the
Superfund Documents Coordinator for distribution. Consult the Superfund Documents Coordinator (SDC) if you have any ques-
tions on the format standards for your document More information on preparing memorandum-style directives can be found in the
OERR Publications Standard Handfrflflk (OSWER Directive 9200.4-02-1).
1. General Specifications
ED Includes directive number in upper right hand comer of first page.
ED Format of memorandum includes four section headings:
ED Purpose
ED Introduction and Background
ED Objective
ED Implementation
ED Document is prepared in Wordperfect 4.2,5.0, or 5.1.
ED Document is prepared using a 12-point Courier font
ED Text is unjustified.
ED Document is prepared on OSWER or OERR letterhead.
ED Document is being issued by Assistant Administrators) or Office Directors).
2. Document is reviewed for
ED Typographical errors, grammar, and proper general appearance.
ED All attachments, exhibits, charts, and figures are "camera-ready."
I I Compliance with Government Printing Office S, tyte MantiaV
' I
NEXT STEPS: SUBMIT the following "printing package" to the Superfund Documents Coordinator (check off each item):
ED Signed, first-copy reproduction
ED Completed NTIS Document Report Form (including, as part of the Form, a 200-word abstract of directive)
(03035-3-3
-------
IF
"TOOLBOX" MATERIAL FOR PRODUCING
USER'S GUIDES
In this section, you will find the following material to help you
prepare your user's guide:
A fact sheet on producing user's guides
Blank checklists for
Document publication (planning, concurrence, and
printing)
Document preparation
Document distribution (to be provided)
Note: These are original forms. Copy them
before you fill them out! More copies are
available from the Superfund Documents
Coordinator (475-8864).
Directions for completing a printing request form
(Form 2340-1)
Directions for completing an NTIS Report Document
Form (to be provided)
-------
United States Office of Emergency and EPA XXX/X-XX/XXX
Environmental Protection Remedial Response Month 19
Agency Washington D.C. 20460
&EPA How to Produce a Superfund
User's Guide
User's Guide
P03035-2-2
-------
EPA/xxx/xxxx
Month 19
How to Produce a Superfund
User's Guide
User's Guide
Office of Emergency and Remedial Response
U.S. Environmental Protection Agency
Washington, DC 20460
P03035-1-3
-------
INTRODUCTION
This user's guide is designed to illustrate what a user's guide might look like and to offer assistance to
document preparers in producing this type of OERR document. There are very few format and style
requirements for preparing a user's guide. This document outlines what requirements document preparers
must follow and offers suggestions on how to produce a user's guide using style and format appropriate
for your subject and audience.
There are four steps to producing a Superfund publication: PLANNING, PREPARATION, PRINTING,
and DISTRIBUTION. This document describes what to do in each of these steps in producing a user's
guide. For more detailed information on producing user's guides, consult the OERR Publications
Standards Handbook (OSWER Directive 9200.4-02-1) and the OERR Publications Standards Toolbox
(OSWER Directive 9200.4-02-2), of which this document is a part. The Superfund Documents
Coordinator (FTS-475-8864) is also available to assist you in preparing your user's guide.
Figure 1 provides an overview of the basic requirements of each step and offers time estimates for
each production stage. The use of figures and illustrations is encouraged in user's guides to illustrate key
points and to represent visually important concepts.
Figure 1: Overview of Document Production Process
(Stages and Key Steps)
PLANNING
Checklist
Get document
number
Consult with SDC
2-4 Weeks
PREPARATION
Write draft in proper
format and style
Get concurrence
Assemble printing
package
5-9 Months
(10 weeks + draft
preparation lime)
PRINTING
Form 2340-1 and NTIS
Report Document Form
Advance Copies, if
necessary
Print final document
5-6 Weeks
DISTRIBUTION
Checklist
Label printing
Distribution of
document
4 Weeks
Total time needed for all stages: 8-12 months
Note: Times are estimates and may vary depending on document type. Check with the Superfund Documents Coordinator
for specific time estimates for each document.
-------
PLANNING
The first step in production is planning your user's guide. User's guides are often produced to explain
how systems (e.g., computer, recordkeeping) operate. Keep in mind the target audience for the user's
guide, the audience's current level of knowledge about the subject, and any budget constraints when
planning the document.
DOCUMENT PUBLICATION CHECKLIST
Step one in planning your user's guide is to fill out Part A (Planning) of the document publication
checklist. This checklist is available from this Toolbox or from the Superfund Documents Coordinator. A
sample of this part of the checklist is shown in Figure 2. When done, submit the completed checklist to
the Superfund Documents Coordinator.
Figure 2: Document Publication Checklist Part A
Document Publication Checklist
I PART mi PLANNING ~|
COMPLETE questions A - G of this planning checklist before beginning preparation of any Superfund document SUBMIT the completed checklist to the Superfund
Documents Coordinator (SDC) (SE 312, 475-8864). The SDC will assign a number to your document and return the form to you. PLACE the document number in the
appropriate place on every version (draft and final) of your document.
A. Document Title
B. Type of Document (check one)
CH Guidance/Technical Document/Report to Congress d Fact Sheet/Bulletin O Directory
dl Public Brochure l~| DirectivdiMemo CU User's Guide
C. Is the document a major guidance (e.g., major policy manual}? * Q IfeS. O N0
D. Document Status (check one) D Revi#$tepla&e Existing Document
* Q New DocurneiH (sfeip question E, continue with F)
,s ' \ " - *\ \
E. Title and Directive Number of Eating Document'
ff t fjff **g;f*tffff*t % tft t f*\f*
> -"
>
__.__
F. Date Document Initiated Printing Date
G. EPA Work Assignment Manager/Division/Phone
Contractor Manager (if any), Company, and Phone
TO BE COMPLETED BY SUPERFUND DOCUMENTS COORDINATOR ONLY
Directive/Control Number
SDC Initials Date
-------
OBTAINING A DOCUMENT NUMBER
In step two of the planning stage, the Superfund Documents Coordinator will assign your document
one of three types of document control numbers (i.e., OSWER Directive, OERR Directive, or Superfund
Publication) and return the checklist to you with the proper number. Always display this document
number on the title page of every draft of the document.
PREPARATION
In preparing a user's guide, you are required to follow only a few style and format rules. Keep in
mind that your document should be easy for your audience to read and understand. Design the layout of
user's guides with your audience in mind, and include as many illustrations, examples, and graphics as
appropriate. The following guidelines are designed to ensure that your document is consistent with other
OERR user's guides.
GENERAL SPECIFICATIONS
Size. Print user's guides on 8-1/2" x 11" paper. If you wish to use a paper size other than 8-1/2" x 11",
consult with the Superfund Documents Coordinator.
Document Stages. Identify every user's guide as a "draft" or "final" document. Number versions of user's
guides consistent with the number assigned to the system being described. Designate documents as
"interim final" only after they are formally approved by the Agency but are awaiting the final promulgation
of regulations on which they are based.
Single/double-sided Presentation. Submit camera-ready copy for reproduction or printing single-sided.
However, always print or reproduce Superfund documents double-sided. Include blank white pages in the
text where it is necessary to ensure that a chapter or other element starts on the right-hand side of the
document.
Software. Prepare all Superfund documents in Wordperfect 4.2, 5.0, or 5.1.
COVERS
Contractors or the Government Printing Office may prepare the cover for your user's guide only if
your user's guide will not be printed by CERI. (Consult with the Superfund Documents Coordinator to
determine where your document will be printed). If you are preparing a cover, design it exactly like that
shown in Figure 3.
-------
Figure 3: Sample Cover Format
United States Office of Emergency and Publication xxxx.x-xx
Environmental Protection Remedial Response Month 19
Agency Washington. DC 20460 ~~
Superfund
EPA Title
User's Guide
TITLE PAGE AND INTRODUCTORY INFORMATION
Order of Introductory Material. Place any material preceding the start of the text in the following order:
(1) Title page (mandatory);
(2) Notice;
(3) Table of contents (mandatory);
(4) List of exhibits;
-------
(5) Preface;
(6) Acknowledgements; and
(7) Executive summary.
Numbering of Introductory Material Pages. Number the pages of front matter with lower case roman
numerals (i.e., i, ii), starting with the title page (do not place a number on the title page). Insert blank
pages to ensure that when printed double-sided, the table of contents, preface (if any), and executive
summary (if any) start on the right-hand side of the document. Count blank pages, but do not place a
number on them.
Title Page. Use the title page of this document as a guide to preparing tide pages of OERR guidance
and technical documents. Include the document number, date of printing, title, and author information on
the title page.
Ordering Information. On the back of the title page, include information on where to obtain additional
copies of your publication. The back side of the tide page of tius document provides a sample of
appropriate ordering information. Consult with the Superfund Documents Coordinator to determine
where additional copies of your document will be available. In most cases, die location from which
additional copies can be acquired will be:
National Technical Information Service (NTIS)
U.S. Department of Commerce
5285 Port Royal Road
Springfield, VA 22161
(703) 487-4600
Disclaimers. Draft documents must include a disclaimer on die back side of die tide page. Sample
disclaimer language is provided hi Figure 4:
Figure 4: Sample disclaimer - Title Page
This document is a draft and should not be quoted or cited. It has not yet been subject to EPA
review. The final document is scheduled to be released in [date: month, year].
Draft documents must also include a disclaimer at die bottom of each page stating die date of die draft
and die words:
"Draft - Do Not Quote or Cite"
Credits and Acknowledgements. Do not place contractor or grantee names anywhere in a user's guide.
Include a list of work group members from EPA Headquarters, Regional offices, EPA laboratories, and
odier agencies, if applicable.
Table of Contents. Include a table of contents in your user's guide if die document is of sufficient length.
If you do, it should include all numbered sections and appendices in your document. Also include a list
of exhibits, charts, or tables, if applicable.
-------
3.4 MAIN BODY OF TEXT
Page format. There are no page format requirements for user's guides.
Typeface. Set cover titles in Univers or Helvetica. Charter, Palatine,
or Tunes roman typefaces are recommended for the text of your
document, but, in all cases, use a serif typeface no smaller than 10
points. Figure 5 shows sample typefaces.
Type Case, Form, and Weight. Set the title and text of your
document in caps and lower case (as shown on the title page of this
document). Set most text in a medium weight, and put words or
phrases to be emphasized in boldface. Use italics, or underlining if
italics is not available, to signify quotes or to cite titles.
Justification. If you are using a format other than single-column, set
columns of type ragged-right, unless the columns of text are wider
than 14.0 picas (approximately 2.3"). Do not justify text in single-
column format, as shown in this document.
Page Numbering. Place page numbers at the bottom center of each
page. Align page numbers in the same horizontal and vertical position
on each page, including on pages that contain charts and exhibits.
Figure 5: Sample typefaces
Sample of Universe 12 pt
Sample of Helvetica 12 pt
Sample of Palatine 12 pt
Sample of Times 12 pt
Number pages in the main body of text consecutively with arabic
numbers. Number appendices consecutively with arabic numerals, as if they were part of the main body
of text. Insert a blank page where necessary to ensure that a chapter begins on the right-hand side of the
document. Count these blank pages, but do not number them.
Section Numbering. Number chapters beginning with the Introduction. Prefaces and other material
before the Introduction may be unnumbered if they are short. Number subsections sequentially, but never
beyond three digits, (e.g., 3.1.2). Do not use four-digit numbering (e.g., 3.1.2.1). Sections do not have to
be numbered beyond a level that is reasonable, as appropriate for the layout of each document.
Footnotes and Endnotes. Number footnotes and endnotes consecutively throughout the document. The
appropriate format for a footnote or endnote is shown in Figure 6. The U.S. Government Printing Office
Style Manual contains more information on footnotes and endnotes.
Figure 6: Sample Footnote
William Strunk Jr., and E.B. White, The Elements of Style. 3rd ed., MacMillan Publishing, New
York, N.Y., 1979, pp. 23-25.
GRAPHICS
Use graphics, highlight boxes, charts, tables, and figures to make your user's guide interesting and easy
to read and understand. Be creative with page layout, headers and footers, and use of examples. For
instance, if you are explaining how to use a computer system, include graphics that show sample screens.
Number and title the figures, charts, tables, and highlight boxes used in your document. EPA and OERR
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policy limit the use of color in all published documents. Only use color where it is vital to the
effectiveness of the document.
CONCURRENCE
Get concurrence on the content of user's guides from all appropriate offices before submitting the
document to the Superfund Documents Coordinator for printing. The Office Director must sign off on
documents that are OSWER or OERR directives. Division Directors must sign off on documents that are
not directives. Part B of the document publication checklist, shown in Figure 7, is a concurrence form for
non-directive documents. Use this checklist to obtain the necessary signatures.
Figure 7: Document Publication Checklist - Part B
\ PART B* DOCUMENT CONCURRENCE
SIGN this section when a non-directive document complies with all document preparation standards and has been reviewed and approved for printing (directives are
signed by the Office Director or Assistant Administrator to indicate that the document has been reviewed i»d approved for printing).
Document Preparer ,..,, ,.,..,...h- Date H _....,.
' ' ^ "*C%. " ~ ''' "''' ^'' \ ' $
Division Documents Coordinator ;''"'."..* ^','""*m\ 1,,,,^ mm m'. mm. E^6 .-
Division Director .'"< t' ; ....'. ; ....?. Date
COMPLETION OF DOCUMENT PREPARATION
Check completed user's guides against the user's guide document preparation checklist included in this
Toolbox. You have finished preparation of a user's guide when you give the following "printing package"
to the Superfund Documents Coordinator:
Camera-ready copy of the document;
Camera-ready copy of all graphics;
Copy of text on 5.25" disk in Wordperfect 4.2, 5.0, or 5.1;
Written record of where original computer graphics, if any, can be found (name of person and
phone number);
Concurrence form or memorandum directive signed by the Office or Division Director;
Completed NTIS Report Document Form;
Completed printing form (EPA Form 2340-1); and
Completed distribution checklist.
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PRINTING
The first step in printing a user's guide is to fill out Part C of the document publication checklist, a
sample of which is shown in Figure 8. (Use the same checklist that you used for planning your document
and obtaining concurrence).
Figure 8: Document Publication Checklist - Part C
I PART C-PRINTING
FOR NON-DIRECTIVES, FOLLOW each of the steps below to submit your document to the printer.,
1. COMPLETE EPA Form 2340-1 (printing requisition), which requires the signatures of ypffif Se#Jtm.0ml Stanch Chiefs and Division Director (or the
Director's designee), and an NTIS Report Document Form. , -"t " \
., J * 'v >
- \
2. COMPLETE a document distribution checklist (available from thejSuperfurtdDocuments Coordinator).
3. GIVE the following "printing package" to the&$«ffun4 Docuitttfts C00*dina»> (check off each item):
CD Camera-ready text :f_J Disk version of (fccaflient .. % CD Camera-ready graphics CD NTIS Report Document Form
^ "
LJ Written record of where IJ Completed PW» £340-1 Q Completed Distribution D Completed Publication Checklist
graphics can be found *^ , ,^[ s checklist (this form)
FOR DIRECTIVES, PRINT and DISTRIBUTE the directive in accordance with current procedures and provide the Superfund Documents Coordinator with a first copy
reproduction and a completed NTIS Report Document Form.
EPA FORM 2340-1
Fill out a printing request form (EPA Form 2340-1) and get it signed by your Section and Branch
Chiefs and, in some cases, by your Division Director. This is the form on which you specify the color of
paper to use, ink color, and number of documents to be printed. Directions on filling out this form are
also included in the Toolbox.
NTIS REPORT DOCUMENT FORM
Type the information required on an NTIS Report Document Form. This form requires a 200-word
abstract summarizing the information in the document. The executive summary of your user's guide may
provide the information required for the abstract section of this form. Directions on completing this form
are included in the Toolbox.
TIMING
Plan printing schedules to accommodate a four to eight week turnaround time. This is the amount of
time that the printer generally requires to print user's guides. Do not promise earlier delivery of
documents to large numbers of people. The Superfund Documents Coordinator is responsible for tracking
the printing of the document and resolving any problems that arise.
ADVANCE COPIES
If copies of documents are required before final printing is complete, the printing of advance copies of
the document should be arranged. The purpose of advance copies is to eliminate the need to photocopy
documents and to cover immediate needs of Regional and Headquarters personnel. Consult with the
Superfund Documents Coordinator early in the document publication process to determine if advance
-------
copies are necessary. Advance copies require a separate EPA Form 2340-1 from that used for final
copies.
QUANTITY
Direct the printer (in the appropriate section of EPA Form 2340-1) to print the number of documents
that are needed to reach the audience that you determine should receive the user's guide. OERR calls
this the "directed distribution." Use the distribution checklist to identify the appropriate audiences (see
next section for more information). The quantity you pick also should include a small inventory of the
document, which the Superfund Documents Coordinator will send to the Superfund Docket and
Information Center. The Superfund Documents Coordinator will also send the document to the National
Technical Information Service (NTIS), where audiences not targeted by the directed distribution may
purchase a copy.
DISTRIBUTION
Obtain and fill out a distribution checklist, which is available from the Superfund Documents
Coordinator or from this Toolbox. Indicate on the checklist all audiences who should receive a copy of
the document ("directed distribution"). Give the completed checklist to the Superfund Documents
Coordinator as part of the "printing package." The Superfund Documents Coordinator will have labels
printed and will oversee the distribution of the document when it is printed. The Superfund Documents
Coordinator also will send the document to NTIS, where audiences not part of the directed distribution
may purchase a copy.
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Document Publication Checklist
PART A-PLANNING
COMPLETE questions A - G of this planning checklist before beginning preparation of any Superfund document SUBMIT the completed checklist to the Superfund A
Documents Coordinator (SDC) (SB 312,475-8864). The SDC will assign a number to your document and return the form to you. PLACE the document number in tha|
appropriate place on every version (draft and final) of your document.
A. Document Title
B. Type of Document (check one)
d Guidance/Technical Document/Report to Congress CH Fact Sheet/Bulletin
CD Public Brochure CH Directive/Memo
C. Is the document a major guidance (e.g., major policy manual)? CD Yes CH No
D. Document Status (check one) CU Revise/Replace Existing Document
CD New Document (skip question E, continue with F)
E. Title and Directive Number of Existing Document
Directory
User's Guide
F. Date Document Initiated
G. EPA Work Assignment Manager/Division/Phone
Contractor Manager (if any), Company, and Phone
TO BE COMPLETED BY SUPERFUND DOCUMENTS COORDINATOR ONLY
Directive/Control Number
SDC Initials
Printing Date
Date
PART B - DOCUMENT CONCURRENCE
SIGN this section when a non-directive document complies with all document preparation standards and has been reviewed and approved for printing (directives are
signed by the Office Director or Assistant Administrator to indicate that the document has been reviewed and approved for printing).
Document Preparer
Division Documents Coordinator
Division Director
Date
Date
Date
PART C - PRINTING
FOR NON-DIRECTIVES, FOLLOW each of the steps below to submit your document to the printer.
1. COMPLETE EPA Form 2340-1 (printing requisition), which requires the signatures of your Section and Branch Chiefs and Division Director (or the
Director's designee), and an NTIS Report Document Form.
2. COMPLETE a document distribution checklist (available from the Superfund Documents Coordinator).
3. GIVE the following "printing package" to the Superfund Documents Coordinator (check off each item):
Lj Camera-ready text CD Disk version of document I I Camera-ready graphics
LJ Written record of where
graphics can be found
CD Completed Form 2340-1
CD Completed Distribution
checklist
CD NTIS Report Document Form
CD Completed Publication Checklist
(this form)
FOR DIRECTIVES, PRINT and DISTRIBUTE the directive in accordance with current procedures and provide the Superfund Documents Coordinator with a first copy
reproduction and a completed NTIS Report Document Form.
P03035-3-1
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Document Preparation Checklist
USER'S GUIDES
Document Title
Document Preparer _
. Document Number_
Phone Number
REVIEW the following areas before submitting a guidance or technical document to the Superfund Documents Coordinator for printing. Consult the Superfund
Documents Coordinator (SDQ if any of the standards below are inappropriate for your document The areas noted below are only the most common areas that need to
be reviewed. Other areas, such as use of color, inclusion of credits and acknowledgements, and type case and weight also may need to be checked against the policies
in the OERR Publications Standard Handbook (OSWER Directive 9200.4-02-1).
1.
2.
3.
4.
5.
6.
7.
8.
9.
General Specifications
Correctly labelled "draft,"
"final," or "interim final."
Title Page
a
Includes document number.
Includes disclaimer (if "draft" document).
Table of Contents
L~H Includes all numbered sections.
I I List of exhibits, tables, and charts.
Body of Text
I I Palatine, Charier, or Times Roman typeface.
I I 1" margins on all sides.
Page numbers
I I Located at bottom center of each page.
I I Consecutive throughout document.
Section numbering
I I First chapter (including introduction)
is numbered 1.0.
I | No 4-digit section numbering.
Miscellaneous
LJ No publication numbers in headers or footers.
ED Highlight boxes are numbered, tided,
and placed as soon after first reference
in text as possible.
LJ Footnotes/endnotes numbered consecutively.
Appendices are:
LJ Numbered consecutively as part of main body of text.
Document is reviewed for:
L~] Prepared in Wordperfect 4.2,
5.0, or 5.1.
I I Has no contractor credits.
Q Includes ordering information (on back).
CD Titles of appendices.
[ | Page(s) numbered with lower case roman numeral(s),
starting with odd number.
Disclaimer at bottom of every page, including charts and
exhibits (if "draft" document).
Aligned from page to page.
I I Subsequent chapters numbered
sequentially.
r~1 Numbers in arable numerals.
I I Graphics are camera-ready.
I I Photos meet EPA standards.
I I Charts and exhibits are numbered, titled,
and placed as soon after first reference
in text as possible.
I I Referenced in text.
LTI Typographical errors, grammar, and proper general appearance.
BAD exhibits, charts, and figures are "camera-ready."
Compliance with Government Priming Office Style Manual.
L
J
NEXT STEPS: SUBMIT the following "printing package" to the Superfund Documents Coordinator (check off each item):
Q Camera-ready text I I Disk version of document
L~H Completed Form 2340-1
LJ Written record of where
graphics can be found
II Completed Document
Publication Checklist
I I Camera-ready graphics
QJ Completed Distribution checklist
L~] Completed NTIS Report Form
RB035-3-5
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'TOOLBOX" MATERIAL FOR PRODUCING
FACT SHEETS AND BULLETINS
"TOOLBOX" MATERIAL FOR PRODUCING
GUIDANCE AND TECHNICAL DOCUMENTS
"TOOLBOX" MATERIAL FOR PRODUCING
DIRECTORIES
"TOOLBOX" MATERIAL FOR PRODUCING
PUBLIC BROCHURES
"TOOLBOX" MATERIAL FOR PRODUCING
POLICY DIRECTIVES AND MEMORANDA
"TOOLBOX" MATERIAL FOR PRODUCING
USER'S GUIDES
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