United States Facilities Management
Environmental Protection and Services Division
Agency
March 1991
&EPA Printing
Management
Circular
IN THIS ISSUE
rtwnTw Printing Officer 1
Recycled Photooopy/CompolBr Paper
Test Results 2
GSA initiates Contract Foe Recyded
CopierPaper 2
U.S. Government Printing Office
Depository Library Program 3
EPAKrtFoWerc . .
Please Remember
.3
.3
Term Contracts for Letterhead and
Computer Paper 4
Uting of Printing Control Off were. . .6
OPO Circular 320
Depository Library Distribution .... 7
GPO Circular 333 23
Training Opportunity 25
FROM THE PRINTING OFFICER
Much has taken place since the last Printing Management Circular.
Several meetings have been held between EPA and the Joint
Committee on Printing regarding procedures in relation to
procurement of printing, photocopiers, and the Depository Library
System.
This circular will bring you up-to-date on these matters and new
procedures that will be required at EPA Headquarters anc Jl Field
Installations. If you have any questions or need assistance with your
printing needs, please contact my staff at 382-2125.
James Anderson
Printing Officer/pfu|Bf
Printing Services Section
Office of Administration
Facilities Management and Services Division
Printed on Recycled Paper
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RECYCLED
PHOTOCOPY/
COMPUTER
PAPER TEST
RESULTS
Recycled High-Speed
Copier Paper
EPA Headquarters, Region III
and Region IX have successfully
completed a test of recycled
high-speed copier paper
containing a minimum 50%
recovered material content.
Region III Results
The testing of the recycled
copier paper at Region III was
accomplished on a Xerox 1090.
The results showed an average
of one jam per 6,707
impressions on recycled paper
versus one jam per 15,393
impressions on standard paper.
Region IX Results
The testing of the recycled
copier paper at Region IX was
accomplished on the following
copiers: Kodak 85, Kodak 235F,
Kodak 235S, Xerox 9900, Xerox
1040, Savin 7020, and Savin
7230. Region IX states that the
recycled paper showed only
occasional jamming on the
Xerox 9900 high speed copier.
They also found that both
brands of paper worked
extremely well in our plain paper
fax machines and laser jet
printer. One concern expressed
was the amount of paper dust
generated by the recycled paper
versus the the standard paper.
Headquarters Results
The testing of the recycled
copier paper at Headquarters
was accomplished on the
following copiers: Kodak 300,
Xerox 9500, and Xerox 5090.
The results showed an average
of one jam per 8,369
impressions on recycled paper
versus one jam per 17,291
impressions on standard paper.
Testing is continuing in the copy
centers throughout EPA HQ and
will be evaluated at a later date.
We have been encouraged by
the test results and thank
Region III and Region IX for their
assistance. EPA's in-house
printing plant will begin using the
recycled high-speed copier
paper exclusively with the next
order of paper. This will
accomplish a major goal of the
Printing Services Section by the
in-house printing plant printing
all documents on recycled
paper. This in conjunction with
printing procured through U.S.
Government Printing Office
brings EPA the distinction of
producing over 99% of all of its
publications, letterheads, etc. on
recycled paper.
Recycled Computer
Paper
The test results were also
favorable for recycled computer
paper. This test was performed
at the National Data Processing
Center in Research Triangle
Park, NC. No problems were
noted for any of the papers
tested. Both 50% and 100%
recovered material content
papers were tested. The 100%
recycled paper tested was
manufactured from recycled
newsprint. Effective
immediately, all computers
papers ordered for EPA is to be
written for a minimum 50%
recovered material content
(White Recycled Forms Bond,
Sub. 18-20). It is not recommend
that any installations order the
100% recycled forms bond
unless there is an active
newsprint recycling program
within that installation.
If you need any assistance with
ordering these paper stocks
through U.S. Government
Printing Office, call Randall
Bacon at FTS 382-2125.
GSA INITIATES
CONTRACT FOR
RECYCLED
COPIER PAPER
The following is from a GSA
announcement on Recycled
Xerographic Paper.
Federal Supply Schedule FSC 75 Pan
X now has available limited quantities
of Xerographic Papers with recycled
content. The size of papers will be
8-1/2 x 11" and 6-1/2 x 14" in the color
of white only. The minimum order for
these recycled copy papers will be 10
cartons with a maximum quantity up to
880 cartons.
These papers contain 50%
wastepaper recovered materials and
will cover the same zonal regions as in
the non-recycled Xerographic Papers
with the exception of Puerto Rico. GSA
plans to have limited coverage in both
Hawaii and Alaska.
The contractors will do their utmost to
assist your needs in fulfilling orders on
recycled Xerographic papers.
However, quantities will be limited
during the contract period, so please
Printing Management Circular
-------
plan accordingly. GSA is confident that
production capacity for recycled
Xerographic Papers will increase
steadily and will eventually be
applicable to all remaining Xerographic
Papers under this single award
schedule during future contract
periods.
We would like to take this opportunity
to thank you for your continuing use of
Federal Supply Schedule FSC 75 Part
X and hope that the introduction of
recycled Xerographic Papers will meet
your agency's needs in the light of a
more acceptable working environment.
Contact Point: Ms. Madeline A. Coleman.
212-264-2697
The contract period referred to in
the above announcement is
March 1, 1991 through August
31,1991. The stock numbers for
recycled copier papers are:
8-1/2 x 11" —7530-01-000-0001
8-1/2 x 14" — 7530-01-000-0002
U.S.
GOVERNMENT
PRINTING OFFICE
DEPOSITORY
LIBRARY
PROGRAM
The depository library program
was established to provide U.S.
Government documents,
publications, periodicals, etc. to
the public through a system of
various participating libraries
throughout the country. There
are approximately 1,400
libraries participating in the
system. Each agency is required
by Federal Regulations to
provide copies for use by the
depository library system.
Usually, this takes place
automatically when a job is
procured through the U.S.
Government Printing Office
(GPO). GPO will add additional
copies as necessary to meet the
needs of the Depository Library
System. These additional
copies are provided to the
libraries at no cost to the agency,
the total cost is borne by GPO.
However, in recent meetings
with the Joint Committee on
Printing (JCP), it has been
brought to the agency's
attention that many of its
documents are not being placed
into the Depository Library
System. Therefore, to bring the
agency into compliance with the
JCP and GPO requirements, to
provide documents to the public,
and create an historical file
within EPA, new procedures are
being established. The following
distribution annotation is to be
made on all printing requests for
all types of publications,
pamphlets, newsletters, etc.,
whether the printing is
accomplished in-house within
EPA Headquarters or its Field
Installations, GPO, or
Contract/Grant requirements.
Send 2 copies to:
U.S. Environmental Protection Agency
ATTN: Mary Hoffman, Head Librarian,
PM-211A
401 M Street, S.W.
Washington, D.C. 20460
Send 2 copies to:
U.S. Government Printing Office
Depository Receiving Section
Jackson Alley, Room A-150
ATTN: DEPOSITORY COPIES
Washington, DC 20401
These requirements are to be
effective immediately. If you
have any questions call James
Anderson at FTS 382-2125.
EPA KIT FOLDERS
To Printing Control
Officers:
We have 'discovered' a supply
of EPA Kit folders with 4" inside
pockets in the warehouse.
These folders are an old supply
and are not constructed of
recycled paper. In order to use
up this supply of non-recycled kit
folders, we are offering these
folders to the field installations at
no cost up to 250 folders per
location. If you are interested in
obtaining these folders, please
send a note to Randall Bacon,
PM-215 at EPA HQ, or via
E-Mail, EPA30234, to request
the folders to be sent to you.
PLEASE
REMEMBER...
• Printing services provided under
grants and various non-GPO contracts
are generally not allowed. RefertoTitle
44 and the JCP regulations provided in
the Printing Management Handbook.
• Recycled paper is to be requested for
all printed publications and letterhead
procured through GPO.
• Paper purchases that are not procured
through Government Printing Office or
the General Services Administration
are considered improper
procurements by the JCP. If this type
of procurement is currently taking
place, PLEASE STOP and procure
these paper stocks through GPO
and/or GSA.
• HQ Printing Services Section MUST
give prior approval for::
• All printing that is not procured
through the Government Printing
Office
• Printing requiring more two or
more colors of ink
• If you have any further questions on
these items call 382-2125.
March 1991
-------
TERM
CONTRACTS FOR
LETTERHEAD
AND COMPUTER
PAPER
Printing Services is in the
process of establishing term
contracts through U.S.
Government Printing Office for
letterheads, and computer
paper with a minimum
percentage of recovered
materials. By initiating these
contracts for the agency
nationwide, we will be able to
provide the agency with a
consistent product from one
location to another. These
contracts will also provice the
agency with the best possible
printing costs. It is requested
that all Printing Control Officers
provide Printing Services with
their yearly average quantity
requirements for both letterhead
and computer papers. Please
specify the quantity and size of
paper used for the computer
stocks. Please forward these
requirements to: Randall Bacon,
PM-215 orvia E-Mail EPA30234
no later than 4/5/91. Thank you
for your cooperation I
PRINTING SERVICES STAFF
Washington, D.C.
FTS 382-2128
Printing Officer
James Anderson
Printing Specialists
Randall Bacon Dan Bell
Patricia Blacknall Linda Creasey
Roberta Miller
REGIONAL/FIELD
PRINTING CONTROL OFFICERS
Region I — Boston, MA
BillHotorook 835-3374
Region II —New York, NY
Carol Equo 264-1414
Region III — Philadelphia. PA
Bill Dixon 597-6155
Region IV—Atlanta, GA
Victor Emory 257-7031
Region V — Chicago, IL
Hedrick Partee 886-7544
Region VI — Dallas, TX
Alma Adams 255-6570
Region VII — Kansas City, KS
Shannon Campbell 757-2828
Region VIII — Denver, CO
Benton Jordan 564-1635
Region IX — San Francisco, CA
FredCordini 484-1465
Region X—Seattle, WA
Christopher Moffet 399-4114
ERL—Research Triangle Park, NC
Judy Elkins 629-7627
ERL —Las Vegas, NV
Brian Spavin 545-2591
ERL —Cincinnati, OH
Earl Eastwood 684-7478
ERL — Corvallls, OR
Maggie Rea 420-4651
ERL — Montgomery, AL
Dr. Charles Petko 288-3411
NEIC — Denver, CO
IllaSchipporeit 776-2381
ERL —Athens, GA
Pam Gunter 546-2300
ERL —Ann Arbor, Ml
Marion McQueen 374-8217
ERL —Duluth.MN
Evelyn Hunt 780-5578
ERL —Ada, OK
Barbara L. Marion 743-2217
ERL—Narragansett, Rl
Sandy Barrington 838-6121
Printing Management Circular
-------
PRINTING CONTROL OFFICERS AND ALTERNATES
As of 3/20/91
Location/Name
E-Mail Box
Region I —Boston, MA
U.S. Environmental Protection Agency
Region I
John F. Kennedy Federal Building
Boston, MA 02203
Bill Holbrook
JimHolloway
EPA-XXXX
835-3374
Region II — New York, NY
U.S. Environmental Protection Agency
Region II
26 Federal Plaza
New York. NY 10276
Carol Equo
Sally Kaufman
EPA-9299
264-1414
264-5852
Region III — Philadelphia, PA
U.S. Environmental Protection Agency
Region III
841 Chestnut Street
Philadelphia, PA 19107
Bill Dixon
Vacant
EPA9338
Region IV — Atlanta, GA
597-6155
U.S. Environmental Protection Agency
Region IV
345 Courtland Street, N.E.
Atlanta. GA 30365
Victor Emory
Vacant
EPA-XXXX
Region V —Chicago, IL
257-7031
U.S. Environmental Protection Agency
Region V
230 South Dearborn Street
Chicago, IL 60604
FTS Number Location/Name E-Mail Box
FTS Number
Hedrick Partee
Vacant
EPA-XXXX
886-7544
Region VI — Dallas, TX
U.S. Environmental Protection Agency
Region VI
1445 Ross Avenue
12th Floor, Suite 1200
Dallas, TX 75270
Alma Adams
Vacant
EPA-XXXX
255-6570
Region VII — Kansas City, KS
U.S. Environmental Protection Agency
Region VII
726 Minnesota Avenue
Kansas City, KS 66101
Shannon Campbell
Vacant
EPA9721
757-2828
Region VIII — Denver, CO
U.S. Environmental Protection Agency
Region VIII
99918th Street. Suite 500
Denver, CO 80202-2405
Benton Jordan
Vacant
EPA-XXXX
564-1635
Region IX —San Francisco, CA
U.S. Environmental Protection Agency
Region IX
75 Hawthorne Street, P-7-1
San Francisco, CA 94105
Fred Cordini
Vacant
EPA99011
Region X — Seattle, WA
484-1465
U.S. Environmental Protection Agency
Region X
1200 Sixth Avenue
Seattle, WA 98101
Christopher MoHet
Vacant
EPA-XXXX
399-4114
Names in Italia Detune Alienate
March 1991
-------
Printing Controll Officers and Alternates
Location/Name
E-Mail Box
FTS Number
ERL — Research Triangle Park, NC
U.S. Environmental Protection Agency
Highway 54 and Alexander Drive, MD-36
Research Triangle Park, NC 27711
Judy Elkins
Vacant
EPA-31000 629-7627
ERL —Las Vegas, NV
U.S. Environmental Protection Agency
P.O. Box 15027
Las Vegas, NV 89114
Brian Spavin
LibbyMcNutt
EPA8285
ERL —Cincinnati, OH
545-2591
545-2564
U.S. Environmental Protection Agency
26 West Martin Luther King Drive '
Cincinnati, OH 45219
Earl Eastwood
Vacant
EPA3154
ERL —Corvallis, OR
684-7478
U.S. Environmental Protection Agency
200 S.W. 35th Street
Corvallis, OR 97333
Maggie Rea
Vacant
EPA8421
ERL — Montgomery, AL
420-4651
U.S. Environmental Protection Agency
1890 Federal Drive
Montgomery, AL 36109
Dr. Charles Petko
Vacant
EPA-XXXX
288-3411
Location/Name
E-Mail Box
FTS Number
NEIC —Denver, CO
U.S. Environmental Protection Agency
P.O. Box 25227, Buidling 53
Denver, Co 80225
Ilia Schipporeit
Vacant
EPA-XXXX
ERL — Athens, GA
U.S. Environmental Protection Agency
College Station Road
Athens, GA 30613
Pam Gunter
Vacant
EPA-XXXX
ERL —Ann Arbor, Ml
U.S. Environmental Protection Agency
2565 Plymouth Road
Ann Arbor, Ml 48105
Marion McQueen
Richard Wolf
EPA-XXXX
ERL —Duluth, MN
U.S. Environmental Protection Agency
6201 Congdon Boulevard
Duluth, MN 55804
Evelyn Hunt
Vacant
EPA-XXXX
ERL —Ada, OK
U.S. Environmental Protection Agency
P.O. Box 1198
Ada, OK 74820
Barbara L. Marion
Vacant
EPA-XXXX
776-2381
546-2300
374-8217
374-8218
780-5578
743-2217
ERL — Narragansett, Rl
U.S. Environmental Protection Agency
South Ferry Road
Narragansett, Rl 02882
Sandy Barrington
Vacant
EPA-XXXX
838-6121
Printing Management Circular
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GPO CIRCULAR 320
United States Government Printing Office
Washington. DC 20401
CIRCULAR LETTER 320
June 21, 1990
TO: Printing and Publishing Officials of the Federal Government
SUBJECT: Guidelines for the Provision of Government Publications
for Depository Library Distribution
In compliance with the 1962 Depository Library Act (44 U.S.C.
Chapter 19 and P.L. 87-579), the Government Printing Office (GPO)
administers the' Depository Library Program. Through this
program, over 50 regional depository libraries and nearly 1,350
selective depository libraries throughout the United States and
its territories receive Government publications free of charge.
The GPO determines 'what publications should be distributed
through the Depository Library Program for orders placed through
GPO and/or on direct-deal contracts (Central Office and
Regional), and bears the printing and binding costs of the
depository copies. However, for products produced independently
of the GPO, agencies are required to make the determination, and
bear the printing and binding costs of copies for depository
library distribution. In both cases, GPO bears the expense of
distributing the copies.
The enclosed Guidelines for the Provision of Government
Publications for Depository Library Distribution was developed to
guide Government agency officials in determining the suitability
of various Government publications for depository distribution.
Included as Appendix I to the Guidelines is Use of GPO Form 3868.
Notification of Intent to Publish, distributed as Circular* Letter
311 on October 25, 1989. To further assist you in making-your
determinations, Types of Publications Included in the Depository
Library Program and Types of Publications Excluded from the
Depository Library Program are also included as Appendices II
and III.
March 1991
-------
GPO CIRCULAR 320
Page 2
Your efforts are crucial to ensure that all Government
publications are evaluated for inclusion in the Depository
Library Program. Should you require additional information on
this matter, please contact the individuals referenced in the
Guidelines, or your Account Representative.
Sincerely,
ROBERT G./COX
Acting Superintendent, Departmental
.Account Representative.Division
Enclosures
Printing Management Circular
-------
GPO CIRCULAR 320
GUIDELINES FOR THE PROVISION OF
GOVERNMENT PUBLICATIONS FOR DEPOSITORY LIBRARY DISTRIBUTION
1. PURPOSE OF'THE GUIDELINES
The"purpose of these guidelines is to"assist agencies'in
complying with the 1962 Depository-Library Act (44 U;S.C. Chapter
19 and P.L. 87-579) for ensuring that government publications are
made available to depository libraries. These guidelines will
assist agencies by describing the U.S. Government Printing Office
(GPO) requirements and procedures, 'and providing examples of the
•type of materials to be'-included 'in the program.
2. OVERVIEW OF THE DEPOSITORY LIBRARY PROGRAM
The Depository Library Prograi is-administered by the*GPO by
which government publications are provided free of charge to 1400
libraries-in-the: United States and its territories.
Approximately 50 "regional" depositories'.receive all publications
distributed through the program for permanent retention to ensure
•that 'archival resource 'collections">bf government documents remain
available throughout -the United States. 'The:remaining. 1350-
"selective" deposltories~may choose-'to•receive'-only specific
categories of ^publications to meet-'local needs'. " In -return- for
receiving-government documents at'no-cost, depository -libraries
must make the documents available to the public, and provide
appropriate assistance to users.
The purpose and goals of the Depository Library Program are
rooted in these underlying principles:
* A well informed citizenry, cognizant of the policies and
activities of its representative Government/-is essential
for the proper functioning of democracy; information
provided by government'-documents is a primary means 'for
citizens to keep informed;
• \
* The public has- a^ right to information contained in
government documents which have been published at public
expense; the Government has an obligation to ensure
availability of, and access to, these documents at no cost.
These documents are a permanent source of Federal
information; and
* The Federal Government benefits by realizing efficiencies
afforded by a centralized distribution system, such as the
Depository Library Program, which ensures wide availability
of government publications; individual agencies are able to
satisfy much of the public demand for their publications
without incurring the costs associated with responding to
individual requests for free copies.
March 1991
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GPO CIRCULAR 320
3. AGENCY RESPONSIBILITIES
Agencies are required by 44 U.S.C. Sections 1901. 1902, and 1903
to make all of their publications ("informational matter which is
published as an individual document at Government expense, or as
required by law") regardless of the printing source, available to
the Superintendent of-Documents for distribution to depository
libraries, except those-which .are:
* determined by their issuing components to be required for
official use only or for strictly administrative or
operational purposes which have no public interest or
educational value (See Appendix III for examples)?
i
* classified for reasons of national security; and
* so-called cooperative publications which must necessarily be
sold in order to be self-sustaining.
Agencies are not responsible-for the printing and binding costs
of depository library copies if the publication is printed .-.
through GPO. If publications are not.- printed through GP.O,-..such
as those produced in Joint Committee:on Printing. (JCP) authorized
printing plants, procured under-a JCP-authorization.printing;
waiver, or under.Government contract or.grant, the .agency.must
pay forpthe-printingr-and binding-costs of depository* library,, -6->
copies!. -In all. cases, GPp bears the /expense of -distributing. the-:
publications..
4. PROCEDURES
Depository copies are ordered-for- ail .agency.publications-not
falling within the "exception" categories described in Section 3.
Ordering.procedures vary according to ,the printing>source ,of the
publication, and are described--in Appendix I<
5. ADDITIONAL INFORMATION OR-ASSISTANCE
For additional information, clarification, or assistance about
providing publications to the Depository--Library Program, please
contact your Departmental Account Representative, the staff -in
GPO's Regional. Printing, and Procurement Offices, or the following
staff, of the Library Programs Service:
Chief, Depository Administration Branch
(202) 275-1071
Chief, Acquisitions and Classification Section,
Depository Administration Branch
(202) 275-1063
1 0 Printing Management Circular
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GPO CIRCULAR 320
Page 3
DEPOSITORY LIBRARY PROGRAM
U.S. Government Printing Office
Chief, Depository Administration Branch
STOP: SLLA
Washington, DC 20401
(202) 275-1071
PROGRAM
U.S. Government Printing Office
Director of Marketing
STOP: SM
Washington, DC 20401
(202) 275-3634
Sincerely,
ROBERT G. COX .
Superintendent, Departmental Account
Representative Division
March 1991
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GPO CIRCULAR 320
NOTIFICATION OF INTENT TO PUBLISH-FORM 3868 5,0* Nun*.,
To insure thot your publication will receive proper consideration for inclusion m out Silas and Depository
Ubrary programs, ptaasa supply all of the requested information available at the lime this form is sub
mmed. Please submit at least 30 days before sending in your Printing Requisition, whether you recom-
mend your publication for sale or not Two copies of the completed form should be sent to Documents
Control Branch ISSMC). US Government Printing Office. Washington. DC 20402
Please type. Form is aligned for typewriter use.
Port I. To be completed by AGENCY PUBLISHER or PROGRAM OFFICER.
JOHN SMITH .....
(Publisher. Program Ollicer. or Author's Mama)
ISuDocs will provide.)
Printing and Binding Req Number 9-(J
RPPO Control Number
Date Subm.ii.rt 9-2-89
Plaaaa notify D publisher D printing officer
of rider decision
MClll
(Position or Tula)
PI AMPTAPV gEPVirp r>TVTTOOO— '-''*• Menon for
a «^nrM*ir*ijij -^-^^g ••^•^ ¥ •"•
17. Printer: Q MataGPO D Deal Direct D Weber LJ GPO Regional Of tea (Otyl
Trim Sue » «i » I I Na ol FoWin*.
Print Order No..
IMS initials/Dale
Port m. fa bo completed by SUPERINTENDENT OF DOCUMENTS
.copies D Netforsele* D For sale (me only D Individual cartons D Cartons D Other.
^^___ copies File Copies __^^^^^^_ IES Copies __^_^^___ Item number • ^—^—
ia SuDoe* riding for.
19. Dap. lib. riding for
Port IV. This epoeo may bo used by AGENCy.
GPO will ride lor paper copies
Paper SAM Pnea. *
GPO Farm 3868 (R 2-89)
. cloth coons
Cloth S/N
Price »_
12
Printing Management Circular
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GPO CIRCULAR 320
APPENDIX I
CIRCULAR LETTER 311
October 25, 1989
SUBJECT: Use of GPO Form 3868, Notification of Intent to Publish
BACKGROUND"
Title 44, U.S. Code, requires that the Superintendent of
Documents be advised of ALL publications to be printed by Federal
Government agencies with the following exceptions:'
1. Publications determined by their"Issuing components to be
required for official use only or for strictly administrative
or operation purposes which have no'public interest or
educational value.
2. Publications which are classified for reason of national
security.
HOW TO ADVISE THE-SUPERINTENDENT'OF DOCUMENTS OF-AN .-AGENCY'S
INTENT TO PUBLISH
1. The primary means of notifying •' the Superintendent* of
Documents of a forthcoming publication is the "Notification
of Intent to Publish," GPO Form 3868- (see' sample at-end of
this letter).'•'Agencies should forward two completed copies
of this form to the'following address 'at least 30- davs prior
to submission of the.job-for printing'and binding--through the
Government Printing- Office or other authorized channels
(I.e., in-house, on waiver, etc.):
U.S. Government Printing Office
Documents'Control Branch
STOP: SSMC
Washington, DC 20402
2. Individual copies of GPO Form 3868 do not need to be prepared
for documents if they are produced regularly under a term
contract. Dated (i.e., regularly Issued) periodicals, which
are part of an annual subscription service, are an example of
this type'of publication. However, if a publication is
printed under a "general usage" or miscellaneous publication
contract, a Form 3868 should be submitted for each' individual
title published.
3. Additional copies of the Notification of intent to Publish
may be obtained from GPO's Regional Printing Procurement
Offices, Documents Control Branch at the address listed
above, or your Account Representative in the central office.
March 1991
13
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GPO CIRCULAR 320
Page 2
THE PURPOSE OF NOTIFYING THE SUPERINTENDENT OF DOCUMENTS VIA THE
CPO FORM 3868
1. The information on the GPO Form 3868 will be used for two
purposes:.
a. To determine the quantity requirements of the Depository
Library Program. Under Title 44, U.S. Code, the
Superintendent of Documents distributes Government
Publications to almost 1,400 depository, libraries
throughout the United States. Title'44,- U.S. Code,
Sections 1901-1903 and OMB Circular A-130 require
agencies to furnish;copies of Government publications
that were not printed through GPO. The agency does, not
bear the cost of depository.copies if the-document is
printed through GPO. In these cases the Agency must
provide a full, accurate description of the publication
on the GPO Form 3868, so that GPO has sufficient
information to order the correct depository quantity and
thereby avoid later back-to-press costs to the
Government. . The actual.number, of-copies.distributed•
depends on the type and content of the publication., The.
average is 450, but may range from 200 or less for a very
technical ..document to. more, than 800 for. # popular title.
b To provide the Superintendent-of Documents wi>th a general
description of'(the publication. This information is,used
to determine whether?.»to include the • publication in £he
Documents Sales .Program. The Superintendent of Documents
sells 12,000-different titles, both .-publications and-^
subscriptions, to the public. When a publication is
included in the Sales Program, our Marketing Staff can
use the information supplied on -the GPp.Form 3868 to
assist them in marketing your publication-, to the
appropriate audience.
2 Personnel from Documents Sales and Depository Library areas
will provide the publishing agency with copy requirements.
3 Questions regarding the Sales, Depository Library, or
Marketing programs should be directed to the following:
SALES PROGRAM
U.S. Government Printing Office
Chief, Documents Control Branch
STOP: SSMC
Washington, DC 20402
(202) 275-3343
\ 4 Printing Management Circular
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GPO CIRCULAR 320
APPENDIX II
TYPES OF PUBLICATIONS INCLUDED IN THE DEPOSITORY
LIBRARY PROGRAM
PURPOSE: This appendix describes 17 types of publications for
inclusion in the Depository Library Program, and provides
examples of each type. They are considered to be of "public
interest" and/or "educational value" insofar as members of the
general public (individuals, governments, private and public
institutions, and organizations) have, or could express a need
for, or interest in, the information for research, instructional,
informational; .-scholarly,•• or compliance purposes.
Special care must also be taken to include the following formats
in the Depository Library Program:
* CONSOLIDATED REPRINTS;-
* APPENDICES, SUPPLEMENTS and INSERTS such .as maps, charts,
photographs, microforms;
ALL THE -ISSUES of publications issued on: a continuing
basis, such as periodicals, multir-volume sets,, and
titles, in numbered' .series;
* ALL PIECES OF MULTI-PART publications, such as the binder
and tabs in one- package and- -the- contents in another;
* Publications printed in an UNBOUND FORM intended to be
- inserted in a binder by -the recipient;
* MULTIPLE LANGUAGE VERSIONS of the same publication including
braille;
* - Publications .that are produced in IRREGULAR FORMATS, such
as wall charts, microfiche, CD-ROM, floppy disks, and multi-
media kits; and
* SUPPLEMENTS, ADDITIONS, AND ERRATA SHEETS.
QUESTIONS; If you have questions about whether your publications
fall within the scope of the Depository Library
Program, please contact either of the following:
Chief, Depository Administration Branch
(202) 275-1071
Chief, Acquisitions and Classification Section
Depository Administration Branch
(202) 275-1063
March 1991 15
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GPO CIRCULAR 320
1. PUBLIC NOTICES, INFORMATION.MEMOS. NEWS (press) RELEASES,
BULLETINS, and NEWSLETTERS published on a recurring basis.
EXAMPLES:
Crime Statistics. Justice Department
Crop Yields. Department of Agriculture
Consumer Price Index.' Departmenttof Labor, Bureau of Labor.
Statistics •
ICRDB Canceroram.• Department of Health and Human Services,
National Cancer Institute
Export Briefs. Department of Agriculture, Foreign
Agriculture Service
2. HANDBOOKS, MANUALS,. GUIDES,.; including TECHNICAL, PROCEDURAL,
ADMINISTRATIVE and TRAINING publications.
EXAMPLES:
A Guide for Emergency Highway Traffic Regulation.
Department of Transportation, Federal Highway
Administration
Protection in the Nuclear Age. Federal Emergency Management
Administration
A Guide to- Bone Marrow- Transplant. Veterans Administration,
Bone Marrow Transplant Unit, Seattle, WA-
Patent and Tradc"|"^Tflr Office 'Manual' sof • Classification.
Department of Commerce, Patent & Trademark Office
Social Security 'Handbooks - Department of Health and Human
Services, • Social Security- Administration
3. CIRCULARS that are advisory"in nature, warning the public or
segments of the public about dangers,: proper conditions for
safety, etc.
EXAMPLE:
Advisory Circular. -^Utility Airports Air Access to National
Transportation. Department of Transportation, Federal
Aviation Administration
4. DIRECTORIES that list staff, office and agency locations,
services, etc.
EXAMPLES:
Employees of Diplomatic Missions. Department of State
Directory of Services. Executive Office, United States
Attorneys
National Register of Historic Places. Department of
Interior, National Park Service
United States House of Representatives Telephone Directory
U.S. House of Representatives
Printing Management Circular
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GPO CIRCULAR 320
5. PROCEEDINGS of symposia, public meetings, workshops,
conferences, hearings, etc.
EXAMPLES:
Proceedings of the Creativity and Innovation in Bureaucracy
Symposium.*. National Defense University
Proceedings of the Ocean Drilling Program. Part A. Initial
Reports. National Science Foundation
6. FORMS including surveys, applications for services, grants,
admission to programs, jobs, etc.
EXAMPLES:
Department of Health & Human Services CS11 Surveillance
Systems* Follow-up Form B. . Department of Health & Human
Services,. Centers for Disease Control ' -
Application Booklet.—Law Student Program. Part-
Time/Volunteer/Work Study Intern. Department of Justice
Comprehensive Outpatient Rehabilitation Facility Survey
Report Form. Department of Health & Human Services
Map of Mining-Claims. Department of Interior. Bureau of
.Mines ~
7. MAPS, ATLASES, CHARTS (geographical, topographical,
cllmatological, nautical,.economic,.,.etc..)
EXAMPLES:
Reconnaissance Maps to Assist in identifying Alluvial Valley
Floors. West Central & Northwestern Colorado.
Department of Interior, Office of Surface Mining,
Reclamation and Enforcement.
Bridaer-Teton National Forest Travel 'Plan. Department of
_ - Agriculture, Forest Service. t
Antarctic Region-Selected Year Round" Research Station.
Department of Defense, Defense Mapping Agency
Cumberland River Navigation Chart. Department of Defense,
Army Corps of Engineers
8. POSTERS (lithographs, photographs, pictures, etc.)
EXAMPLES:
How to Prepare Your Express Mail. United States Postal
Service
There Was a Time When Peonle Only Shot Pictures. Department
of Interior, National Park Service
Censo del Condado de Los Angeles Central de 1986. Aceote un
Empleo Temporal cue Cuenta. Department of Commerce
March 1991 17
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GPO CIRCULAR 320
9. CATALOGS, bibliographies, abstracts, and indexes which
identify and describe publications, educational courses,
activities, events, etc.)
EXAMPLES:
Student Intern Programs. Department of State
Glen Echo Park—Fall Classes 6 Events. Department of"
Interior, National Park Service
Emergency Management Institute. Federal Emergency
Management Administration
Census Catalog S Guide 1989. Department of Commerce,
Census Bureau'"
Monthly Catalog of U.S. Government Publications.
U.S. Government Printing Office
10. REPORTS, including one-time and' recurring reports, which
generally describe the status of organizations and/or
results of research, investigations, studies, surveys, etc.
All versions of a report (draft, preliminary, interim,
final) unless they are preliminary versions which are
intended for internal agency review and/or not to be
circulated outside of the Federal Government.
EXAMPLES:
Peru Post Report. Department'of State
Fennilab Report. 'Ft
Monthly Report. Department of Energy
Federal Judicial Center - Staff Paper. The Caseload
Experiences'of District Courts' from 1972'to 1983;* TV
Preliminary Analysis.- Federal- Judicial Center
GAP Reports. Comptroller General
Military Sealift Command—Annual' Report. United States
Navy
Habitat Suitability Index Models: Grater Sandhill Crane.
Biological Report 82 (10) August 1985. Department of
Interior, Fish & Wildlife Service
11. JOURNALS, PERIODICALS, NEWSPAPERS (published on a periodic
basis, more substantial than newsletters and bulletins).
EXAMPLES:
•
Humanities. National Endowment for the Humanities
Business America. Department of Commerce
Monthly Labor Review. Department of Labor, Bureau of Labor
Statistics
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GPO CIRCULAR 320
12. ENVIRONMENTAL IMPACT STATEMENTS AND ASSESSMENTS (draft and
final). Draft statements are very important since they are
issued to obtain public comment.
EXAMPLES:
Draft Willow Creek Interdisciplinary Watershed Activity
Plan. Environmental Assessment. Department of Interior,
Bureau of-Land Management,-Lewistown District Office
Draft Environmental•Impact Statement. Shoshone National
Park. Department of Agriculture, Forest Service
Toxic Release Inventory in CD-ROM. Environmental Protection
Agency
3,3. LEGAL. MATERIALS/--including LAWS;r DECISIONS-issued by
regulatory agencies. Courts, Inspectors General, etc.,
LEGAL OPINIONS, REGULATIONS and RULES, -LEGISLATIVE
HISTORIES, and TREATIES and INTERNATIONAL-AGREEMENTS.
EXAMPLES:
United States Code. U.S. Congress
Statutes at Large. National Archives, Federal Register
Office
Digest oi
General Accounting Off-ice
FIMR - Federal .Information Management Regulations>.• General
Services Administration, Office of Information Resource
Management
Congressional Record in CD—ROM. U.S. -Congress
Treaties In Force. State Department
14. FLYERS, BROCHURES, BOOKLETS, PAMPHLETS designed to explain
Government -services and-activities to .-the public.
EXAMPLES:
Your Right to Question the Decision Made on Your SSI Claim.
Department of Health & Human Services, Social Security
Administration
Telecommunications Devices for the Deaf; A Guide to
Selecting. Ordering and Installation. U.S.
Architectural and Transportation Barriers Compliance
Board
Information About Treasury Notes and Bonds Sold at Original
Issue. PD 800-a. Department of Treasury
Small Business Profits Through Marketing. Small Business
Administration
Tread Lightly in Idaho. Department of Interior, Forest
Service
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GPO CIRCULAR 320
15. STATISTICS (Publications of any nature that report
statistics.)
EXAMPLES:
County and City Data Book in CD-ROM. Department of
Commerce, Census Bureau
Weekly Weather S "Crop Bulletin. Department -of Agriculture,
Statistical Reporting* Service and Department of
Commerce; National* Oceanic & Atmospheric 'Administration
Turkey Hatchery. Department of Agriculture, Statistical
Reporting Service
Inorganic Chemicals. Current Industrial Reports.
Department of Commerce, Census Bureau
Area''Wage Survey ;•'• -Albany'.' GA' -Department of "Labor, Bureau
of Labor Statistics
Country-Business Patterns in CD-ROM. Department"-'of Commerce,
Census Bureau
16. MARKETING, PROMOTIONAL FLYERS & PAMPHLETS
EXAMPLES:
Planning a Trip. Vacation. Relocation. Department "o'f
• Commerce7 .-National Climatic Center
U.S. Government Books. U.S. Government Printing Office
New Books, -U.S. Government'Printing'Office
17. MONOGRAPHS (substantial publications complete•In-one- part
or a finite-number of'"parts'.)
EXAMPLES:
Understanding United States.Foreign Trade Data." -Department
of Commerce
The New Human Genetics. Department of Health and Human
Services, National Institute of Medical Services
Department of Interior, U.S. Geological Survey"
Understanding Taxes, a multi-media kit. Department of the
Treasury, Internal Revenue. Service
20 Printing Management Circular
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GPO CIRCULAR 320
APPENDIX III
TYPES OF PUBLICATIONS EXCLUDED FROM THE DEPOSITORY
LIBRARY PROGRAM
PURPOSE: This appendix describes types of publications excluded
from the Depository Library Program and provides examples of each
type. Because they are for official use only or for strictly
administrative or operational purposes, they are deemed to have
no public interest or educational value.
1. JOB VACANCY NOTICES or ANNOUNCEMENTS
•RULES, NOTICES, and HANDBOOKS CONCERNING RECREATIONAL and
WELFARE ACTIVITIES and SERVICES for FEDERAL. EMPLOYEES..
Includes such areas as bowling league materials, notices of
picnics, parties, blood drives, health clinics, social club
minutes, charity contributions, etc.
EXAMPLE:
•i
General Manual - Merit Protection Plan
USDA Cl"*> f»f Franklin County.'-Meeting Notice :. •• .
Reclamation Mixed-Bowling League - Handbook •'• . •
- >. i.—
MEMOS, DIRECTIVES, NOTICES, and MANUALS Of FEDERAL AGENCIES
used to.implement PERSONNEL POLICIES,£.-training activities of
specific agencies and other internal administrative. ; • •
operations. (This does not include government-wide
personnel and training activities such as those conducted by
Office of Personnel Management.)
EXAMPLES: . . •
Information for Emnlovees Transferring at Government Expense
Department of the Interior, Bureau of Reclamation
DATA INPUT FORMS used to record information to be put into
manual or computer record systems.
EXAMPLES:
ADP Nonexpendable Movable Property Resnonsibilitv -.
and/or Project Serial S Retrieval Input
Input Form for Describing Biological Families & Genus
March 1991 21
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GPO CIRCULAR 320
5. FORMS THAT FACILITATE CORRESPONDENCE or control scheduling
and collection of data, or route information in such areas
as property or equipment management, personnel, operational
statistics, or guidelines for internal procedures.
EXAMPLES:
Memo & letterhead'stock
Transtnittal slips
Guidelines for Correspondence Performance
6. PERSONNEL EVALUATION FORMS
7. SOLICITATIONS for the-awarding of'procurements Including
specifications and related documentation. These are usually
advertised in the Commerce Business Daily and the Federal•
Register and can be acquired'fromi-the agency.
EXAMPLE:
Invitation for Bid Requests for Proposed Purchase Requests
8. ACCESS PASSES (ID's) for automobiles, people, or buildings.
9. SIGNS and BUMPER STICKERS _THAT INSTRUCT, such .88 ."quiet" or
"wet paint," -or-give information; such'as parking- -lot number
or medical and access warnings.
10. WORKING DRAFT (preliminary version'which is intended for
strictly internal review and revision and "does not go to any
segment of the public--for review-or comment.)
11. FORM LETTERS designed to go to-multiple-recipients.
12. USER MANUALS for computer programs in the area of
information covered by the PRIVACY ACT.
EXAMPLE:
Pav/Pers System Time and Attendance Instructions
13. AGENCY CONTROL FORMS, handbooks and manuals used in the
management of property such as typewriters, paper, etc.
EXAMPLE:
Warehouse Catalog
~~ Printing Management Circular
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GPO CIRCULAR 333
United States Government Printing Office
Washington. DC 20401
CIRCULAR LETTER NO. 333
February 6, 1991
TO: Printing and Publishing Officials of the Federal Government
SUBJECT: Orders for Blank Paper
AUTOMATION OF BLANK PAPER ORDERS
The Government Printing Office is going to implement an automated
control system for blank paper orders supplied through the Cen-
tral Office. This system will allow us to access information on
the status of your orders by either the GPO jacket number or the
Agency requisition number and Billing Address Code. The automa-
tion of blank paper orders will allow the Government Printing
Office to process and monitor this work more efficiently.
USB STANDARD FORM 1
Most orders for blank paper are now received on Standard Form 1
Printing and Binding requisitions. To allow us to automate in-
formation regarding your orders, effective on March 1, 1991, it
is requested that all orders for blank paper be submitted on
Standard Form 1 Printing and Binding requisitions. Copies of the
Standard Form 1 should be ordered from the Supply Catalog of the
Federal Supply Service, U.S. General Services Administration.
STANDARD REQUISITION NUMBER
A standard requisition number is required. The format for the
standard requisition number is the same as that used for printing
and binding orders. .The first seven digits of your requisition
number must be in the following format:
(A) The first digit of the requisition number designates
the last number of the fiscal year. Fiscal Year 1991
is represented by the number 1.
(B) The fiscal year designation is followed by a hyphen (-).
(C) Following the hyphen is a 5-digit number issued in
sequence throughout the fiscal year.
March 1991 ~
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GPO CIRCULAR 333
Page 2
As an example, Fiscal Year 1991 requisition numbers could start
with- 1-00001, 1-00002, etc. For agencies requiring additional
characters, a total of 17 alpha/numeric characters can be used
as the requisition identification number. However, the first 7
digits must include the fiscal year designation, a hyphen, and a
5-digit sequential number as outlined previously in A, B, and C.
Requisition numbers that have been canceled should not be reused
in the same fiscal year. Blank paper orders can be interspersed
with your printing and binding requisitions or a specific block
of requisition numbers can be used. Do not duplicate the requi-
sition numbers used for printing and binding.
BILLING ADDRESS CODE
In addition to the standard requisition number, all orders must
include the 6-digit Billing Address Code (BAC) assigned to the
ordering agency by the GPO. If the BAC number if not K™™'^*"
the Billing Address should be put on the requisition. TheJJAC
number assigned by GPO may be obtained by calling Yvonne Love in
the Commercial Billing Section, on (202) 275-0803.
USE OF FORMS OTHER THAN STANDARD FORM 1
If an ordering agency cannot use the Standard Form 1 Printing and
Binding requisition for ordering blank paper, then the standard
requisition number and the BAC number must be included on the
form being used.
If you have any questions or need additional information, please
call Robert W. Colvin, Chief of the Paper and Materials Control
Section on (202) 275-2124.
Sincerely,
ROBERT G/COX
super intendent, Departmenta1
Account Representative Division
24 Printing Management Circular
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TRAINING OPPORTUNITY
Institute for Federal Printing and Publishing
TRAINING OPPORTUNITY
Course: Proofs and Press Sheet
Inspections (PSI's)
When: May 14, 15, 1991, 9am - 3:30pm
Where: Carl Hayden Room
U.S. Government Printing Office
North Capitol and H Streets NW.
Washington, DC 20401-0018
Cost: $195; submit SF-182 or equivalent
Call: (202) 275-1283 to reserve space and
parking
This two-day session is designed for agency representatives on a press sheet inspection but may be
of value to anyone wanting to learn more about proofs, scheduling, and costs of PSI's.
The course includes a discussion of proofs and proofing systems, relationship between proofs and
PSI's, relationship between a PSI and the Quality Assurance Through Attributes Program
(QATAP). The sessions also cover what a PSI is and is not, scheduling of PSI's, PSI costs, pro-
cedures, and advice for agency representatives.
The knowledge and experience of a representative from the Department of Agriculture and repre-
sentatives from GPO's Typography and Design Division and Contract Management Division went
into the development of this course; instructors are drawn from those sources also.
"Request, Authorization, Agreement and Certification of Training," SF-182, or equivalent is re-
quired. The cost for the two-day seminar is $195. Parking is available if arranged in advance.
Coffee and soft drinks are included. Nominee will receive notification of acceptance.
Send SF-182 to: Institute for Federal Printing and Publishing
Mail Stop: WT
U.S. Government Printing Office
Washington, DC 20401-0018
Reservations will be accepted until the course is filled; be sure to get the SF-182 or equivalent in
early. Cancellations will be honored only if notification is received at least five working days in
advance of the course so that arrangements for others to attend can be made.
March 1991
25
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&EPA
United States
Environmental Protection Agency
401 M Street, S.W.; (PM-215)
Washington. DC 20460
Official Business
Penalty for Private Use
$300
POUCH MAIL
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