MANUAL
SCIENTIFIC
AND
•f '
TECHNICAL PUBLICATlOlffiS
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ENVIRONMENTAL PROTECTION AGENCY
CONTENTS OF CHAPTERS
SCIENTIFIC AND TECHNICAL PUBLICATIONS
MANUAL
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
CHAPTER
TITLES
CHAPTER
NUMBERS
GENERAL 1
FORMAT 2
POLICY AND PROCEDURES FOR IDENTIFYING SCIENTIFIC AND
TECHNICAL PUBLICATIONS INTENDED FOR EXTERNAL DISTRIBUTION . 3
DISTRIBUTION AND STORAGE OF SCIENTIFIC AND TECHNICAL ,«
PUBLICATIONS .4
TN 3 (5-14-74)
ORIGINATOR: PM-212
CHAP 1
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ENVIRONMENTAL PROTECTION AGENCY
CHAPTER 1
u TECHNICAL PUBLICATIONS
GENERAL
MANUAL
SCIENTIFIC AND
1. PURPOSE. This Manual establishes the policy and procedures for the
development and assignment of identification numbers, format, and dis-
tribution and storage of scientific and technical publications pro-
.duced by or for the Environmental Protection Agency.
2. SCOPE OF COVERAGE. This Manual applies to reports furnished in
the following forms:
a. Manuscript. Text and illustrations suitably assembled for
review and editing.
b. Reproducible Copy- Text and illustration pages which have
been corrected, laid out, and made ready for reproduction.
c. Reproduced Copy. Reports which have been duplicated or printed
and are ready for distribution.
d. Microform. Reports photographed in miniature on film(MF),
also referred to as microfilm or microfiche.
3. EXCLUDED DOCUMENTS. This Manual does not 'apply to:
a. Non-technical reports and studies, letter reports, training
manuals, catalogs, administrative or fiscal reports, journal article
manuscripts, and preprints or reprints submitted as technical reports.
b. Minutes, proceedings, or technical reports of international
committees or organizations, published by EPA officials; they follow
the format prescribed by the particular international committee or
organization;
c. Reports prepared by the technical staffs of the Assistant
Administrator for Enforcement and General Counsel for compliance and
enforcement Investigations; and
d. Reports prepared by EPA technical staff which are Intended to
be the Administrator's pronouncements as prescribed by lav.
TN 3 (5-14-74)
ORIGINATOR: PM-513 1 PAR 1
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MANUAL
' CHAPTER 1
SCIENTIFIC AND
TECHNICAL PUBLICATIONS w
4. REFERENCES.
a. The following references are available from the National
Technical Information Service, Springfield, Virginia 22151:
(1) Federal Microfiche Standards. PB 167 630, August 1965;
*
(2) Standard for Descriptive Cataloging of Government
Scientific and Technical Reports. PB 173 314, October 1966j and
(3) Department of Defense/Engineers Joint Council. Thesaurus
of Engineering and Scientific Terms. 1967, AD 682 000.
b. Government Printing and Binding Regulations. Joint Committee
on Printing, Congress of the United States. Available from EPA Head-
quarters; Printing, Management, and Distribution Section; Washington,
D. C. 20460.
c. U.S. Government Printing Office. Style Manual. Available from
the Superintendent of Documents, U.S. Government Printing Office,
Washington, D.C. 20402.
d. The following EPA Orders are applicable:
(1) EPA Order 1340.1, Use of Administrative Control Designation
"For Official Use Only";
(2) EPA Order 1360.1, Security Classification and Declassifi-
cation of National Security Information and Material;
(3) EPA Order 2200.2, Information Clearance Procedures;
(4) EPA Printing Manual; and
(5) EPA Order 2200.1, Periodicals.
CHAP 1 2 TO 3
EAR 4 5_14_74
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MANUAL
CHAPTER 1
GENERAL
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
5. CONFORMANCE. Scientific and technical publications shall conform
to the requirements of this Manual, the applicable references cited
In paragraph 4 above, and security regulations.
6. LEGAL CONSIDERATIONS. The Government may be subject to liability
for misuse of the literary or intellectual property (patents, trade-
marks, "proprietary information") of others. Report writers and
editors should observe the following guidelines:
a. Copyrighted. Contributed, or Unpublished Material.
(1) Copyrighted material nay not be Incorporated in a report
unless written permission of the copyright owner has been obtained.
Prior use of copyrighted material in another Government publication
does not necessarily constitute permission to use it in an EPA
publication. Where permission has been obtained and the material is
used in a report, it shall be Identified by a statement substantially
as follows:
Reprinted from (title of publication)
by (name of author) by permission of
(name of copyright owner). Year of
first publication .
(2) Courtesy requires that acknowledgment or credit be given
(by footnote, bibliographic reference, or a statement in the text)
for the use of material contributed or assistance rendered by someone
else though no copyright notice is Involved. Courtesy credit lines
for uncopyrighted materials contributed or loaned by nongovernmental
parties shall be subordinate in size of type to that of both text and
legends for illustrations. When all materials have come from a single
nongovernmental source, credit lines shall be given only in an undls-
played paragraph. Credit lines shall not be given for:
(a) Materials purchased by a department;
(b) Nongovernment designers, typographers, or layout
artists; and . •
(c) Government art directors, designers, typographers,
layout artists, ox photographers.
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MANUAL
CHAPTER 1
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
GENERAL
(3) Unpublished work may be protected under common law or
equity even though there is no copyright notice. Problems relating
to the protection given to unpublished work vill be referred to the
Office of General Counsel.
b. Privately Owned Information. To avoid restriction on availa-
bility of reports, every effort should be made to avoid the use of
information accepted by the Government for limited purposes. Such
information will be used only if it is essential to the understanding
of a report and only after approval by the Office qf General Counsel.
Reports containing such information will bear a statement restricting
availability and handling, as required.
c. Trade Names and Manufacturers* Names. The use of trade names
or manufacturers' names in a report will be specifically brought to
the attention of the reviewing office before the report is approved.
d. Disclaimer Statement. Consonant with all the legal con-
siderations discussed above, the following caveat may appear on the
page following the title page:
This report has been reviewed by (originator),
EPA, and approved for publication. Approval
does not signify that the contents necessarily
reflect the views and policies of the Environ-
mental Protection Agency, nor does mention of
trade names or commercial products constitute
endorsement or recommendation for use.
e. Notification of Draft Documents. Under EPA's Freedom of Infor-
mation policy, draft documents are often distributed outside the Agency.
To help prevent misunderstandings, the following notice must appear on
the top half of the first page of the general text of all draft
scientific and technical publications:
NOTICE
This document is a preliminary draft. It has
not been formally released by EPA andtshould
not at this stage be construed to represent
Agency policy. It is being circulated for
comment on its technical accuracy and policy
implications.
CHAP 1 4 ™ ]
PA* 6 5-14-74
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MANUAL
CHAPTER 1
GENERAL
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
7. UNITS OF MEASURE.
a. Unless otherwise specified by the project officer, all mea-
surements contained in scientific and technical reports issued by
EPA shall be expressed in units of the modernized metric system (SI).
Equivalent units may be expressed parenthetically if desired.
b. The modernized metric system is described in a "Brief History
of Measurement Systems," U.S. Department of Commerce, .National Bureau
of Standards, Special Publication 304 A, revised October, 1972 (avail-
able from Superintendent of Documents; Washington, D.C. 20402; $0.30
postpaid).
c. Conversion factors from various systems of measurement to the
International System of Units (SI) are contained in the "Metric
Practice Guide, ASTME 380-72 (available from the American Society for
Testing and Materials; 1916 Race Street; Philadelphia, Pennsylvania
19103; $1.50 postpaid).
Vi? ,/ CHAP 1
5-14-74 5 ?AR ?
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EKYIRONMENTAL PROTECTION AGENCY
CHAPTER 2 - FORMAT
TABLE OF CONTENTS
MANUAL
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
PARAGRAPH PARAGRAPH
TITLES, NUMBERS
Purpose *
Order of Elements 2
Cover and Title Page 3
Front Matter .'.... 4
Body of Report 5
Reference Material 6
Back Cover • • ^
Spine 8
Illustrations 9
Tables 10
Equations H
Figure 2-1. Sample Front Cover
Figure 2-2. Technical Report Data Page
Figure 2-3. Sample Back Cover'
TN 3 (5-U-7A) J CHAP 2
ORIGINATOR: FM-213 1
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EKVIRONMENTAL PROTECTION AGENCY
....•N-rr •>
MANUAL
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
;. PURPOSE. Thie Chapter specifies format requirements for scientific
u:.J lech-ical publications prepared by or for the Environmental
t-r.-tection Agency.
.. ORDER OF ELEMENTS. When some or all of the following elements
.jri appropriate for a report, they will be Included, and the standard
.-.-.' vj]l be as follows:
a. Cover.
(1) Outside Front Cover
(2) Inside Front Cover
t. Front Matter.
(1) Title Page
(2) Disclaimer Page
(3) Preface
(A) table of Contents
(5) List of Figures
(6) List of Tables
(7) List of Abbreviations and Symbols
c. Body of Report.
(1) Introduction
(2) Summary
(3) Conclusions
TN 3 (3-H-74) oily ,
Ot,c.NATO« PM-213 ! pjj^ *
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MANUAL
CHAPTER 2
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
FORMAT
(4) Recommendations
(5) Main Text
d. Reference Material.
(1) Appendixes
(2) Glossary of terns
(3) References
(4) Bibliography
(5) Index
(6) Technical Report Data Page
e. Back Cover.
Spine.
3. COVER AND TITLE PAGE.
a. Outside Front Cover. The information shown in the following
groupings is included on the cover, plus special markings (such as
security classification and distribution limitations) specified by
the originator. The author's name will not appear on the front cover.
Related items are grouped as shown in Figure 2-1, Sample Front Cover.
It is recommended that standard covers be designed for specific
organizations by a graphic arts group.
(1) EPA Report Number. Each report shall be given a unique
alphanumeric designation in accordance with Chapter 3, Policy
and Procedures for Identifying Scientific and Technical Publications
Intended for External Distribution.
(2) Title. The title, limited in length to ten (10) words,
should be prominently displayed and should indicate the subject of
the report. If required, a subtitle, set in smaller type or otherwise
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MANUAL
CHAPTER 2
FORMAT
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
subordinated to the main title, shall allow for required expansion or
clarification of the subject of the report. For a report of more than
one volume, the specific volume is identified, e.g., Volume I, Volume
II or Part I, Part II.
(3) EPA Seal. The EPA seal is placed on all reports as shown
on Figure 2-1.
?
(4) Date. Each report shall show the month and calendar
year of publication.
(5) Type of Report and Period Covered. The type of report,
interim, final, etc., and, if applicable, dates covered shall be given.
(6) Performing J)rfianizationjs Name and Address. The name, no
more than two levels of an organizational hierarchy, plus city, state,
and zip code must be listed.
b. Inside Front Cover.
(1) Distribution Statement. Each EPA originator shall assign
a distribution statement, which is placed on the inside front cover and
printed on all copies. The same statement must appear in Block 18 of
EPA Form 2220-1, Technical Report Data. One or more of the following
are used, as appropriate:
(a) Document is available to the public through the
National Technical Information Service, Springfield, Virginia 22151.
(b) Document Is available in limited quantities through
the U.S. Environmental Protection Agency, Forms and Publications Center,
Route 8, Box 116, Raleigh, North Carolina 27607.
(c) Document is available to the public for sale through
the Superintendent of Documents, U.S. Government Printing Office,
Washington, D.C. 20402.
4. FRONT MATTER.
a. Title Page. The title page will follow the cover fornut and
contain the following Information, as appropriate:
TN 3 3 CHAP 2
5-14-74 PAR 3
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MANUAL
CHAPTER 2
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
FORMAT
(1) The report number, title and subtitle, volume, date, and
type (see subpar. 3a above);
(2) Name(s) of the author(s) (in normal order) only if the
report was written by such individuals(s) to describe technical findings
resulting from research or demonstration personally conducted;
(3) The project officer, and the contract or grant number if
the effort described was performed under a contract or grant; and
(4) Originator's name, city, state* and zip code. Consonant
with paragraphs 13 and 15, Section III of the Government Printing
and Binding Regulations, when a public or private organization (state,
city, commission, university, association, etc.) is an originator in
cooperation with the EPA, the title page will reflect this cooperation,
as in the following:
Prepared for
Department of Defense
Washington, D.C. 20360
in cooperation with
(EPA Division, Assistant
Administrator, address)
b. Disclaimer Page. This page may contain the disclaimer state-
ment discussed in Chapter 1, paragraph 6d.
c. Preface. Among possible uses, a preface may show the relation
of the reported work to associated efforts or to the laws under which
EPA operates, give credit for the use of copyrighted material, and
acknowledge significant assistance received.
d. Table of Contents. The table should begin on a new right hand
page and show main headings and the report pages on which they appear.
It should not Include front matter items and is not suggested for a
report under ten pages.
TK 3
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CHAPTER 2 MANOAl
FORMAT SCIENTIFIC AND
TECHNICAL PUBLICATIONS
e. List of Illustrations. A list is furnished only if considered
essential. For each illustration, the identification number, legend
(abbreviated il lengthy), and page number are given.
f. List of Tables. A list is furnished only if considered
essential. For each table, the identification number, caption (abbre-
viated if lengthy), and page number are given.
g. List of Abbreviations and Symbols. Abbreviations and symbols
are to be defined where first introduced in the text. When numerous,
they are also separately listed and defined.
5. BODY OF REPORT.
a. General. The contents and organization of the ooay 01 a
report shall be determined by the nature of the work. The first
section and each succeeding section begin on a new right-hand page.
The first section usually provides background information and work
objectives. The next section presents the summary, conclusions and
recommendations. Succeeding sections describe work procedures,
apparatus involved, tests performed, results'achieved, and related
matters,, as appropriate.
b. Headings. Headings shall stand out from the text with their
relative importance apparent.
c. Numbering System. Numbers are given to headings and paragraphs
only when needed for clarity.
6. REFERENCE MATERIAL.
a. Appendixes. Each appendix starts on a new page, is designated
alphabetically, Appendix A, Appendix B, etc., and is given a-title.
b. Glossary of Terns. Unusual technical terns oust be defined
where fiist introduced in the text. When many such terns are used,
they must be listed alphabetically with definitions in a glossary.
c. References and Bibliography. When first cited, a reference
oust be completely Identified at the bottom of the page to aid in
reading from microform. When references are. numerous, they should
also be listed in the back of a report under "References." Biblio-
CHAP 2
PAR A
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MANUAL
CHAPTER 2
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
FORMAT
graphic entries not cited in the text but furnished as supplementary
information should be arranged under "Bibliography." Entries are
presented in a uniform style which includes authors, titles, sources,
identifying numbers, and dates.
d. Index. When considered essential, an index shall be prepared
which is as extensive as is required by the nature of the report and
its probable usage.
e. Technical Report Data. The originator shall complete and
include as the last report page one EPA Form 2220-1, Technical Report
Data, Figure 2-2.
7. BACK COVER. The back cover contains appropriate mailing infor-
mation. An "Equal Opportunity Statement" and "Penalty for Use"
warning are included on the back cover. The frank and return address
must appear on the binding side of the report. -A sample back cover
is presented in Figure 2-3.
8. SPINE. An identifying brief title will be printed on the back-
bone or spine of all EPA publications having a thickness of approx-
imately 1/4" or more (1M" is approximately 96 pages).
9. ILLUSTRATIONS.
a. Use. Illustrations are used only when they:
(1) Relate entirely to the transaction of public business,
and are in the public interest;
(2) Relate directly to the subject natter and are necessary
to explain the text;
(3) Do not serve to aggrandize any individual;
(4) Axe in good taste and do not offend proper sensibilities;
(5) Are restricted to the minimum sice necessary to accom-
plish their purpose; and
(6) Illustrate employees actually engaged in an act or service
related to their official duties.
CHAP 2 6 TN 3
5-14-74
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MANUAL
CHAPTER 2
FORMAT
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
b. General. The following general directions apply to the use
of illustrations:
(1) Treat Illustrations consistently throughout a report;
(2) Prepare illustrations to insure that details and labels
will be clearly legible after final reproduction;
(3) Crop or mask photographs to eliminate Insignificant
detail;
(4) Do not add border frames to outline illustrations or use
background tones in line drawings unless they contribute substantially
to clarity; and
(5) For reproducible copy, submit only clean, tone or line
art and only original photographs (or other types of tone art) rather
than screened (halftone) reproductions.
c. Placement. Illustrations should be located near the first text
reference made to them except in special situations, such as when a
report contains only a few text pages and many illustrations. In such
cases, they are placed in numerical sequence in the back of the report.
It is preferable that, illustrations be placed so that they may be
viewed without turning the page sideways. If an illustration has to
be located sideways on a page, it should be so arranged that the top
of the page is turned to the right for normal viewing.
d. Labels. So far as practicable, labels are placed horizontally,
unboxed, and near the item identified. Labels should be consistent in
size and typeface throughout a report, with lettering of at least 6
point or 1/12 inch high in the final reproduced size. There should be
high contrast and readability.
*• Color* Art work should not be prepared for color repro-
duction unless specifically authorized by Printing Management.
Screens, croMhatchlng, reverses, dots or similar techniques can-often
provide .the'desired effect.
TN 3 7 CHAP 2
5-14-74
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M*NUAl CHAPTER 2
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
FORMAT
f. Fold-Ins* Use of oversize illustrations requiring folding
should be avoided wherever possible. Often a large illustration can
be divided to appear on facing pages. Fold-ins or gate folds should
begin on a right hand page, and the reverse of the sheet should be
run blank.
g. Numbering. Illustrations referred to in the text are given
consecutive Arabic numerals, preceded by the word "Figure," for
example, Figure 1, Figure 2, or, with the first digit identifying the
report section or chapter, Figure 1-2, Figure 2-1, etc. Illustrations
within appendixes are numbered in a manner consistent with the
appendix letter, such as Figure A-l, Figure B-2, etc.
h. Legends. Except for self-explanatory sketches, each illustration
should have a descriptive legend, usually placed under it and after the
figure number.
10. TABLES.
a. General. For detailed information, see the U.S. Government
Printing Office Style Manual. The following general directions apply
to the use of tables:
(1) Make tables as simple as possible so that the reader can
grasp easily the meaning of the data;
(2) Use letters and numbers that will be at least 6 point or
1/12 inch high in the final reproduced report;
(3) Prepare printout sheets from which electronically
tabulated data are directly reproduced so that letters and numbers are
sharp and unbroken.
b. Placement. Tables, should be placed near the first text
reference made to them, except in special situations, such as when a
report contains only a few text pages and many table's. In such cases,
they are placed in numerical sequence at the back of the report. It
is preferable that tables be placed so that they may be viewed without
turning the page sideways. If a table has to be located sideways on
a page, it should be so arranged that the top of the page is turned to
the right for normal viewing.
TN 3
fc a :«,i4-.7'i
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MANUAL
CHAPTER 2
FORMAT
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
c. Numbering. Tables referred to in the text are given con-
secutive Arabic numberals, preceded by the word "Table," for example,
Table 1, Table 2, or, with the first digit identifying the report
section or chapter, Table 1-1, Table 1-2, Table 2-1, etc. Tables
within appendixes are identified in a manner consistent with the
Appendix letter, such as Table A-l, Table B-2, etc.
d. Captions. Except for short tables run in with the text, each
table is given a descriptive caption, above it and after the table
number.
e. Units. Applicable units of measure or degrees are given in
the column headings of tables. These measures or degrees are not-
repeated in the columns. When tables continue on two or more pages,
this continuation is noted and the column headings and rules are
repeated on each page.
11. EQUATIONS.
a. General. The following general directions apply to the use of
equations:
(1) Prepare mathematical matter with care;
>
(2) Use machine or transfer-type composition when available;
(3) Identify symbols rffter first use to aid in reading from
microform or in a separate list;
b. Numbering. Equations which are part of a aeries or which are
referred to in the text are given consecutive Arabic numerals, for
example, 1, 2, or, with the first digit indicating the report section
or chapter, 1-1, 1-2, 2-1, etc. Each equation number la enclosed in
parentheses st the right margin on the last line of the equation.
Equations within appendixes are numbered in a manner consistent with
the appendix letter, such as A-l, B-2, etc.
CHAP 2
PAR 10
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•ORMAT
TECHNICAL PUBLICATIONS
REPORT NO.
TITLE
SUBTITLE
(If Applicable)
SERIES
(If applicable)
EPA SEAL
PUBLISHING DATE
(Calendar Year)
TYPE OF REPORT
PERFORMING
ORGANIZATION
EPA - 670/9-73-005
CHEMICAL TREATMENT
OF
OIL SLICKS
Use of Oil Herders to Control Dispersion
VOLUME II
FEBRUARY 1973
PROGRESS REPORT
ENVIRONMENTAL PROTECTION AGENCY
NATIONAL ENVIRONMENTAL RESEARCH CENTER
CINCINNATI, OHIO 45268
Tn 3
5-14-74
Figure /-I. Sample Front Cover
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CHAPTER 2
FORMAT
SCIENTinC AND
TECHNICAL PUBLICATIONS
TECHNICAL NEPOKT DATA
tfltat rtfd ImiPutlteiu en UH frrtne ttfart ttmfttll*t}
\. REPORT MO.
4. TITLE AND EWSTITLE
i.
1 AUTMORISI
1 PERFORMING ORGANIZATION NAME AND AOORSSS
12. SPONSORING AGENCY NAME ANO ADOMSSS
IS. SUPPLEMENTARY MOTES
1. MSCIPISNTV ACCftMlON MO.
1. ftlPOMT OATI
1. MHPOMMINO OMOANIIATIOW COOS
10. PHOQRAM ELEMENT MO.
11. CONTRACT/QUANT MO.
13. TYPE Of REPORT ANO PERIOD COVERED
14. SPONSORING AOENCV CODE
IS. AKTHACT
IT.
> oucnirroiu
KEY MONO* ANO DOCUMENT ANALYSIS
•.IDINTIFIIM/0'1
IS. OISTMISUTIOM STATEMENT
,....CU.,TrcCA,
M. SECURITY CL*I
K»A r*rm atn-i IS»TI»
IN (NO! O TERMS C. COSATI FWd/GfOUp
U7JU k*r~v' *i. N6. &» Kail
*• fJ*m ai^V/ *•• rvmrm
TN 3 Figure 2-2. Technical Report Data Page CHAP 2
5-14-74 (Part 1 of 2)
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AMU
TECHNICAL PUBLICATIONS
CHAPTER 2
PO»M»T
CHAPTE
FORMAT
INSTRUCTIONS
1. nifOftT MUMIM
Inttrt OH EPA report number at it ippaan on the cover of the publication.
*. LIAVI M.ANK
& HIDMIMTl ACCISOOM NUMBIM
Ratarvad for uat by each report
«. TITLI AMD tUITtn.1
Tilk ihould indicate clearly «nd brettr IK« eubMct co«en|t of the report, and be diapliyed prominently. Set wbnik. if uied.ai mailer
type oc otherwm •ibordiniu it to mam title when t report u prepaitd in more thin MM volume. repeat the primary nut. add >ohime
number uid include wbuUe fot IM ^Kiflc oik
me«ik uti tmi. Inttctu ike b«u en vludi n wu ittocted /r.(.. ekrr of lout, tut ef
E*di rtpon ihtll carry i ttu
i»t»um/. ekrr effnftnnoo. nc >.
•. IHrOAMINOOIiaANIZATIONOOOf
7. AUTHOHI8)
Cm Mneui ui con»tfiuo«»l wdo ^o*« X. Oo» /. Xar»n Oar. err./. Lm lulhor'i tffUuuon if il tifttn ham the ftitemun eefwu-
aeon. ,
I NMOMMNO OHOANIZATION MlfOMT NUMMH
lum if pnfoenuni erpiuuUM •uhci to
•. FCMPOMMMC OMOAMIZATION NAMI ANO AOOMIH
Cm BUM. IBMI. ciif. iuu. and ZIP c«k. Uii no more Hun two le<«li of wi oriwiiuiioiul nmwck)'.
1& MOONAMILIMCNTNUHUM
Uie the ft opun ekmetil rtumtxi undct vfcidi UM npori «w prepved. Subordinitc nvmbcn miy be included « pmmrwiet.
11. CONTKACT/OMANTNUMHII
UIMTI con vtci or emit number under which repon »«i prepared
IX VONIOMIMO AOf NCV MAMt ANO AOOMM
Include Zlf eode.
11-
India u witnm fuui. tic., tnd if tpptnbk. d«iei cowed.
14. VONtXMIMO AOtMCT COM
UtvcMink
II.
Cuter mformiuon not mduded itewker* but uieful. NCR it Prtputd in coopmuon w«h. TitnUiiion of. PmtnMd «i cenftmioe of.
To be puMjihed w. Suptrwdn. Supptemcmt, etc.
W. AMTNACT
Include i bntf HOC tardi or leal ficnul wmmtrr of the moil tifruflouit in/omuiion conuined n the report. If the report coniuni a
•tmTicani bib»oaraph|r or kterature turvey. mention it here.
». MY NOMO* ANO DOCUMf KT ANALYSIS
<•> DESCUrTOHS • Seleci from the Theusirus of Cnavtacnnf utf Scientific Terms the proper tuthonud Mmu that ttmtify the maior
concrpt of the reitarcn and an iufTic»ntl» »«cifk and preoie to be u«*d u moea entnn for caiaioawf.
ft) IDENTIFIERS ANDOttN-EVDEATttMS-Uat idaMinenfor protect name., cod. namei. equipment demputon. etc Uvootft-
nitJitim BtuMM « tkwapu* lorn foe Otott aiApcti Tor wtucri no d«cnpior auttt.
tt) COSAT1 FIELD CROVT • Field and troup utvunnu an to be late* from the IMS COS ATI Subxci Ouiory Liu. Sinee the ma-
jority of document) an mulndnnptaaa in narun. th« Primary Field/Croup auifnmtnKil will be uonftc dnciplinc. ana of human
mdcaror. or type of pfiyanl objact. The appbatwn(i) wUJ be aou4tf*renoed mh vcortduy FbiaVCroup UHBUKMU thai *
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I
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MOTKTtOM AOCNCV
Oftte* •» AtfMinlclrMim
. N. C 27711
•usiNtn
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ENVIRONMENTAL PROTECTION AGENCY
CHAPTER 3 - POLICY AND PROCEDURES FOR IDENTIFY-
ING SCIENTIFIC AND TECHNICAL PUBLH
CATIONS INTENDED FOR EXTERNAL
DISTRIBUTION
TABLE OF CONTENTS
MANUAL
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
PARAGRAPH
TITLES
PARAGRAPH
NUMBERS
3
5
Attachment 3-A - Agency Identification Codes
for EPA Publications
TN 3 (5-14-74)
OIICIMATOfc PH-213
CHAP 3
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ENVIRONMENTAL PROTECTION AGENCY
CHAPTER 3
POLICY AND PROCEDURES FOR IDENTIFYING SCIENTI-
FIC AND TECHNICAL PUBLICATIONS INTENDED FOR
EXTERNAL DISTRIBUTION
MANUAL
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
1. PURPOSE. This Chapter establishes Agencyvd.de policy and procedures
for the development and assignment of identification numbers to Agency
scientific and technical publications that are available to the general
public or are Intended for external distribution.
2. POLICY. It is the policy of the Agency to use a uniform numbering
system for scientific and technical publications in accordance with the
recommendations of the Committee on Scientific and Technical Informa-
tion of the Federal Council for Science and Technology', and the pro-
posed American National Standard on Format of Scientific and Technical
Reports. Each Agency technical publication available to the general
public or Intended for external distribution shall carry a unique
alphanumeric designator in accordance with the numbering system es-
tablished by this Chapter.
3. RESPONSIBILITIES. Assistant Administrators, Deputy Assistant
Administrators, Regional Administrators, Heads of Staff Offices, and
Directors of National Environmental Research Centers are responsible
within their are'a of jurisdiction for the following:
a. Assure that each scientific and technical publication is
properly numbered with a unique alphanumeric designator;
b. Maintain a log of assigned numbers together with the title of
the publications to which they are assigned; and
s
c. Forward the number log to the Library Systems Branch,
Washington, D.C. 20460, at_the close of each calendar year.
4. NUMBERING PROCEDURES. The EPA publication Identification number
vlll be a five-part alphanumeric designator which Identifies the
Agency, the responsible organization and series, tb,e publishing
calendar year, a sequence number, and an optional expander,for multi-
ple volume publications bearing the came title. The publication number,
will appear on each publication cover in the upper left-hand corner.
A sample number with a description of its elements follows:
EPA - 660/3 - 73 - 004 - b
a. EPA. Identifies all Environmental Protection Agency publica-
tions .
TM 3 (5-14-74)
ORIGINATOR: PM-213
CHAP 3
PAR 1
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MANUAL
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
CHAPTER 3
POLIT AND PROCEDURES FOR IDENTIFYING SCIENTI-
FIC AND TECHNICAL PUBLICATIONS INTENDED FOR
EXTERNAL DISTRIBUTION
b. 660/3.
(1) The three (3) digits before the slash are the first
three (3) numbers of the responsible organization's identification
code. The number following the slash may be used to identify a
series. When a publication does not fall within a series, the digit
following the slash must be nine (9).
(2) In the example, 660/3, the responsible organization (660)
is the National Environmental Research Center, Corvallis, Oregon, and
the series (/3) is Ecological Research.
(3) The proper code for the responsible activity shall be
selected from Attachment 3-A, Agency Identification Code for EPA
Publications. This Code is derived from the first three (3) digits
of the Official EPA Organization Code. A series number may be assigned
at the option of the responsible activity to accommodate an existing
series, as shown in the example, or to identify a new publication
series.
c. 73. Reflects the last two (2) numbers of the calendar year
in which the publication (In Its present form) was first submitted
for printing.
d. 004. A three-digit number (001 through 999) is assigned by
the responsible organization to indicate the sequence of publications
from that office. Each number begins at 001 on January 1 and Incre-
mentally increase* by one (1) for each new publication.
e. b.. An optional expander to the publication number may be
assigned to differentiate multiple volume publications bearing the
sane title.
5. EXCLUSIONS. Materials which do not require EPA identification
numbers Include nontechnical publications, public affair* materials,
administrative reports, memoranda, strictly.statiatical material, or
material required exclusively for the transaction of routine business
by the issuing office.
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SCIENTIFIC AND
ATTACHMENT A TECHNICAL PUBLICATIONS
AGENCY IDENTIFICATION CODES
FOR
EPA PUBLICATIONS
Code Organization
100 Administrator
130 Office of Federal Activities
140 Office of Legislation
150 Office of Civil Rights and Urban
Affairs
160 Office of International Activities
170 Office of Public Affairs
200 Assistant Administrator for Planning
and Management
220 Deputy Assistant Administrator for
Administration
230 Deputy Assistant Administrator for
Planning and Evaluation
240 Deputy Assistant Administrator for
Resources Manageaent
300 Assistant Administrator for Enforcement
and General Counsel
320 Deputy General Counsel
330 Deputy Assistant Administrator for
Water Enforcement
340 Deputy Assistant Administrator for
General Enforcement
3-A-l
IN 3 CHAP 3
5-K-74
-------
SCIENTIFIC AND
TECHNICAL PUBLICATIONS Al TACHMF.NT A
Code Organization
400 Assistant Administrator for Air and Waste
Management
420 Deputy Assisiani Administrator for
Radiation Programs
430 Deputy Assistant Administrator for Solid
Waste Management Programs
440 Deputy Assistant Administrator for Noise
Abatement and Control
450 Deputy Assistant Administrator for Air
Quality Planning and Standards
460 Deputy Assistant Administrator for Mobile
Source Air Pollution Control
500 Assistant Administrator for Water and
Hazardous Materials
520 Deputy Assistant Administrator for Water
Program Operations
530 Deputy Assistant Administrator for Water
Planning and Standards
540 Deputy Assistant Administrator for
Pesticide Programs
560 Office of Toxic Substances
600 Assistant Administrator for Research and
Development
650 HERC/RTP
660 NERC/Corvallis
670 HERC/Clnclnnatl
680 MERC/Las Vegas
3-A-2
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SCIENTIFIC AND
ATTACHMENT A TECHNICAL PUBLICATIONS
Code Organization
901 Region I, Boston
902 Region II, New York
903 Region III, Philadelphia
904 Region IV, Atlanta
905 Region V, Chicago
906 Region VI. Dallas
907 Region VII, Kansas City
908 Region VIII, Denver
909 Region IX, San Francisco
910 Region X, Seattle
3-A-3
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ENVIRONMENTAL PROTECTION AGENCY
CHAPTER 4 - DISTRIBUTION AND STORAGE OF SCIEN-
TIFIC AND TECHNICAL PUBLICATIONS
TABLE OF CONTENTS
MANUAL
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
PARAGRAPH
TITLES
Purpose ....
Scope
Policy ....
Definitions . .
Responsibilities
PARAGRAPH
NUMBERS
1
2
3
4
5
TN 3 (5-14-74)
ORIGINATOR; PM-213
CHAP 4
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EKVIRONMENTAL PROTECTION AGENCY
CHAPTER 4
DISTRIBUTION AND STORAGE OF SCIENTIFIC AND
TECHNICAL PUBLICATIONS
MANUAL
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
1. PURPOSE. This Chapter establishes policy, responsibilities, and
procedures for distribution and storage of Agency scientific and tech-
nical publications that are intended for external distribution.
2. SCOPE. The provisions of this Chapter apply Agencywide.
3. POLICY. The Environmental Protection Agency will provide for
maximum disseaination of scientific and technical information to the
public user through a formal procedure which assures publication
availability in all EPA Libraries and the availability of both micro-
fiche and printed material at the National Technical information
Service (NTIS) as well as distribution deemed necessary for trans-
action of the public business.
4. DEFINITIONS.
tions apply:
For purposes of this Chapter, the following defini-
a. Scientific and Technical Publications. Scientific and tech-
nical publications are documents (in hard copy or microform) origi-
nated by technical or scientific authorship and directed to pro-
fessional users for application in the field of environmental
protection.
b. Official Use and Free Distribution. Copies for official use
are those to be distributed, free of charge, to offices and officers
of the Government and others as necessary in the transaction of the
public business as required by law. Such copies are in addition to
the limit of 2,000 copies or ten percent of the total (whichever is
less) for free distribution, for exchanges, courtesy copies, and
similar purposes.
c« Forma and Publications Center (FPC).
Chapter, "the: initials^|1FPC" mean:
For purposes of this
U.S. Environmental Protection Agency
Forms and Publications Distribution Center
Route 8, Box 116
Raleigh, North Carolina 27607
d. Originating Office. The office or activity that initiates the
publication through in-hoase authorship, grant or contract, and is .
TH 3 (5-14-74)
ORIGINATOR: PM-213
CHAP-6
PAR 1
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MANUAL
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
CHAPTER 4
DISTRIBUTION AND STORAGE OF SCIENTIFIC AND
TECHNICAL PUBLICATIONS
responsible for determining printing requirements and the extent of
distribution, or the organization that provides publication services
for such an office or activity.
e. Printing Control Officer (PCO). That person or office respon-
sible for processing the printing requisitions of Headquarters com-
ponents, or regional or field activities.
5. RESPONSIBILITIES.
a. The Originating Office. The originating office will:
(1) Prepare the printing requisition and distribution infor-
mation and submit it to the PCO. The request will indicate that
the publication should be distributed to EPA Libraries, the National
Technical Information Services, and the FPC.
(2) Notify the FPC as soon as possible when a publication is
planned for distribution ur storage and designate the person respon-
sible for liaison with FPC. This notification should Include two
completed Accession Notice Cards (NTIS Form 79) for forwarding to
NTIS. NTIS Form 79 may be obtained from the FPC.
(3) Establish mailing keys and/or determine the suitability
of one or a combxuation of existing keys for mass mailings; supply the
FPC with additions of onetime addresses or classes of addresses to be
used in subsequent distribution; and determine additions, deletions,
or changes to multiple use addresses or classes of addresses.
(4) Request the FPC in writing to establish a "stop distribu-
tion" date or to advise that a publication is obsolete.
(5) Approve and forward to the FPC one-time mailings requested
by individuals or other offices.
(6) Return a request when It is determined that the requestor
is not entitled to a free copy and that the publication should be
procured in bound hard copy from the Superintendent of Documents or
facsimile reproduction from NTIS. Appropriate order Information should
be Included with the returned request.
(7) Upon notification by the FPC of depleted stock, refer the
requestor to the Superintendent of Documents or NTIS.
CHAP
PAR 4
IN J
5-14-74
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CHAPTER 4
DISTRIBUTION AND STORAGE OF SCIENTIFIC AND
TECHNICAL PUBLICATIONS
MANUAL
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
(8) Refer microform requests directly to NTIS.
(9) For reports being printed by nongovernment sources under
a grant or contract, the originating office, upon receipt of the
limited number of copies required under the grant or contract, should
take the necessary steps outlined above to enter the publication into
the distribution system. As a minimum, two copies of such publications
will be supplied to the EPA Headquarters Library and NTIS.
(10) For reports which will be printed internally and for
which there will be no mass distribution but which the originating
office feels should be in EPA Libraries and available for selective
limited distribution, the printing request to the EPA Printing Plant
should indicate the EPA Library distribution and the number of copies
to be sent to the FPC.
b. Printing and Publications Control Officer (PCO).
and Publications Control Officer will:
The Printing
(1) Notify the FPC when a publication is planned for printing
and subsequent distribution or storage.
(2) Process the printing requisitions and submit them to the
Government Printing Office (GPO). If the originating office has
indicated distribution to EPA Libraries and NTIS, the PCO will increase
the order by 65 copies to cover such distribution. GPO will determine
the necessary number of copies for Federal Depository Library distri-
bution. The requisition to GPO should indicate that GPO will make
initial distribution to only three points:
(a) The PCO (25 proof copies);
(b; The EPA Forms and Publications Center (FPC); and
(c) The Originator (25 printed copies).
Subsequent distribution to EPA Libraries and NTIS will be made by the
FPC.
(3) For printing requests that indicate free distribution
exceeding-2,000 copies or ten percent of the total, the PCO will
notify the Director, Management and Organization Division, Washington,
D.C. 20460, in writing, Indicating the nane,. address, and telephone
number of the originator and the title of the publication.
TN 3
5-14-74
CHAP 4
PAH 5
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MANUAL
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
CHAPTER 4
DISTRIBUTION AND STORAGE OF SCIENTIFIC AND
TECHNICAL PUBLICATIONS
c. Director, Management and Organization Division. The Director,
Management and Organization Division will rev Low printing requests
that indicate free distribution exceeding 2,000 ropies or ten percent
of the total to establish compliance with Office of Management and
Budget Circular No. A-25, "User Charges."
d. The Forms and Publications Center (FPC). The FPC will be
responsible for implementing the distribution and storage of all EPA
technical and scientific publications. This responsibility includes
the following:
(1) Maintenance of Records. Upon receipt of a completed-
printing requisition, the FPC will establish an inventory record card
for each publication. The record card will contain the name of the
publication, FPC number, originating office, total copies ordered,
storage location, and current inventory status.
(2) Stock Establishment.
(a) Upon receipt of materials, the FPC will establish a
bin for small quantity storage and a large st6rage area for boxes and
pallets, notify the originating office of receipt of publications,
implement distribution plan, and begin the inventory record.
(b) Upon completion of any mailings, inventory record
cards will be posted with the number of pieces mailed, date, and
balance.
(c) An inventory will be provided monthly to the
originating office.
(3) Maintenance of Mailing Keys.
(a) The FPC will maintain and update mailing keys as
directed by the originating office. Use of keys will be recorded by
the FPC and periodic examination will be made by the originating
office to determine the frequency of use and the practicality of
adding other keys to cover additional classes of recipients.
(b) Upon request, the FPC will supply a list of mailing
keys by title to interested offices. Request*-for names snd addresses
within a key title will be referred to the originating office.
CHAP 4
PAR 5
TN 3
5-14-74
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CHAPTER 4
DISTRIBUTION AND STORAGE OF SCIENTIFIC AND
TECHNICAL PUBLICATIONS
MANUAL
SCIENTIFIC AND
TECHNICAL PUBLICATIONS
(c) The FPC will provide consultation regarding mailing
list sources and other distribution and storage functions.
(d) When combinations of existing keys are used for mass
nailing, the FPC will monitor the mailing to avoid duplicate ad-
dressees.
(4) Distribution.
(a) The FPC will distribute in accordance with requests
from the originating office.
(b) The FPC will distribute additional copies to the
originating office at their request.
(c) The FPC will distribute the required number of
copies of each report to EPA Libraries.
(d) The FPC will distribute 25 copies (together with
NTIS Form 79 submitted by the originating office, author, contractor,
or grantee) to the NTIS.
(e) The FPC will coordinate mass distribution mailing
problems with th^ Customer Service Representative, U.S. Postal Service,
Raleigh, North Carolina.
(f) The FPC will advise the originating office of any
problems preventing prompt distribution of material or preventing the
completion of distribution by the established target date.
(g) The FPC will advise the originating office of
publications which have had limited distribution within one year's
time.
(5) Disposal of Obsolete or Other Publications.
(a) Upon receipt of notice from the originating office
that a publication la discontinued or superseded, EPC will remove stock
from active supply, and box and store the surplus.
(b) The originating office will be inforaed of existing
inventory when publication is removed from stock.
(c) Unless otherwise instructed, PPC will accumulate
obsolete or discontinued publications until such quantity »*y be
TM 3 CEAP 4
5-14-74 5 ?AR 5
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