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Printing and Duplicating Policy

    Title:

    Printing and Duplicating Policy

    Publication date:

    8/26/2017

    Effective date:

    3/1/2013

    BRIEF

    Policy Summary

    This policy describes the process of procuring printed or duplicated materials at Berkeley Lab, including digital and offset printing or duplicating of scientific and technical information (STI) and non-STI publications, such as public-information documents.

    Who Should Read This Policy

    Employees requiring printed or duplicated material for Berkeley Lab

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    • Printing Services Coordinator (PSC)
    • Information Technology Division/Creative Services
    • Procurement Department

    Title:

    Printing and Duplicating Policy

    Publication date:

    8/26/2017

    Effective date:

    3/1/2013

    POLICY

    A. Purpose

    This policy describes the process of procuring printed or duplicated materials at Lawrence Berkeley National Laboratory (Berkeley Lab), including the digital and offset printing or duplicating of scientific and technical information (STI) and non-STI publications, such as public-information documents.

    B. Persons Affected

    Employees requiring printed or duplicated material for Berkeley Lab

    C. Exceptions

    Not applicable

    D. Policy Statement

    This policy applies to printing or duplication services for both STI and non-STI publications, such as public-information documents.

    Printing is defined as composition, platemaking, presswork, binding, microform publishing, or the end items produced by such processes. Often, a printing process is applied when high-quality reproductions are required. Typically, the selection of the printing process most suitable for a particular job requires special expertise. Printing processes usually require lead times of 15 to 20 working days.

    Duplicating (copying) is defined as material produced by duplication equipment employing the lithographic process and automatic copy-processing or copier-duplicating equipment employing electrostatic, thermal, or other copying processes.

    1. Printing services must be arranged through Berkeley Lab's Printing Services Coordinator (PSC) at cso@lbl.gov to ensure optimal timeliness, pricing, and quality. This applies to all printing services irrespective of Government Publishing Office (GPO) threshold requirements defined in Section D.4.
      1. The selection of printing processes must address the requirement to promote sustainable printing practices, and to procure printing services that use both:
        1. Uncoated printing and writing paper containing at least 30% postconsumer fiber
        2. Vegetable-oil-based inks for offset printing
    2. Duplicating services should be arranged by either Berkeley Lab's PSC or Procurement Department to ensure optimal timeliness and pricing. The PSC can provide expertise for those jobs where high quality is required.
      1. For duplicating jobs that exceed the GPO threshold requirements defined in Section D.4, the order must be placed by the PSC.
      2. The selection of duplicating processes must also address the requirement to promote sustainable printing practices, and to procure printing services that use both:
        1. Uncoated printing and writing paper containing at least 30% postconsumer fiber
        2. Vegetable-oil-based inks for offset printing
      3. In emergency situations, the Request for Issuance of Check (RFIC) process may be used for duplicating services, with an appropriate justification, for reimbursement of non-Procurement-selected vendor duplicating costs (except for those that apply to the GPO threshold).
        1. The use of an RFIC signifies the requestor's acknowledgement that timeliness, pricing and/or quality may be at risk using a non-Procurement-selected vendor.
    3. The procurement and printing of business cards is subject to Berkeley Lab's Business Cards Policy. Creative Services within the Information Technology Division should be contacted for guidance.
    4. Government Publishing Office (GPO) Threshold Requirements. When material to be printed or duplicated exceeds 5,000 copies of a single page, or more than 25,000 units in the aggregate of multiple pages, it must be procured by or through the GPO. In this case, Berkeley Lab's GPO specialist, the PSC, must be contacted to ensure the required GPO requirements are met.

    E. Roles and Responsibilities

    Role

    Responsibility

    Printing Services Coordinator (PSC)

    Provides expertise and guidance in the selection of applicable printing or duplication processes and assists with:

    • Interpretation and implementation of GPO regulations
    • Interpretation of regulations concerning environmentally sustainable printing
    • Expertise in printing and duplicating processes, including paper and ink selection
    • Assistance in the selection of the best process and/or identification/evaluation of suppliers for a particular printing or duplicating job
    • Functions as the Laboratory's GPO representative; resides in the Information Technology Division/Creative Services

    Procurement Department

    Procures applicable duplicating services on behalf of Berkeley Lab

    Employee requesting printed or duplicated material

    Adheres to the provisions of this policy

    F. Definitions/Acronyms

    Term

    Definition

    Printing

    Composition, platemaking, presswork, binding, microform publishing, or the end items produced by such processes. Often, a printing process is applied when high-quality copies are required. Typically, the selection of the printing process most suitable for a particular job requires special expertise. Printing processes usually require lead times of 15 to 20 working days.

    Duplicating

    Material produced by duplication equipment employing the lithographic process; automatic copy-processing or copier-duplicating equipment employing electrostatic, thermal, or other copying processes

    Copying

    See Duplicating

    STI

    Scientific and technical information

    Digital printing

    A method of printing from a digital-based image directly to a variety of media. Usually refers to professional printing, where small-run jobs from desktop publishing and other digital sources are printed using large-format and/or high-volume laser or inkjet printers.

    Offset printing

    A commonly used printing technique in which the inked image is transferred (or "offset") from a plate to a rubber blanket, then to the printing surface

    Non-STI publications

    Publications that are not STI, such as public-information brochures

    G. Recordkeeping Requirements

    None

    H. Implementing Documents

    Document number

    Title

    Type

    11.01.019.000

    Request for Issuance of Check (RFIC)

    Policy

    10.07.007.000

    Business Cards Policy

    Policy

    I. Related Berkeley Lab Policies

    J. Contact Information

    • Printing Services Coordinator (PSC)
    • Information Technology Division/Creative Services
    • Procurement Department

    K. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    1/2/2012

    1

    Miller

    Rewrite for wiki

    All

    Minor

    3/6/2013

    2

    Mock/Youngquist

    Revised to clarify the printing or duplicating process at Berkeley Lab. Precedence of Contract 31 over GPO printing regulations. Role of Printing Services Coordinator defined, as well as other related terms.

    All

    Major

    1/15/2015 2.1 Youngquist

    "Government Printing Office" changed to "Government Publishing Office"

    D Editorial
    6/29/2016 2.2 Weiner Periodic review All Minor
    8/26/2017 2.3 Weiner Changed ownership of policy from Public Affairs/Creative Services to Information Technology/Creative Services All Editorial

    DOCUMENT INFORMATION

    Title:

    Printing and Duplicating Policy

    Document number

    10.07.005.000

    Revision number

    2.3

    Publication date:

    8/26/2017

    Effective date:

    3/1/2013

    Next review date:

    6/29/2019

    Policy Area:

    Public Information/and External Relations

    RPM Section (home)

    Information Management

    RPM Section (cross-reference)

    Section 5.04

    Functional Division

    Information Technology/Creative Services, OCFO-Procurement

    Prior reference information (optional)

    RPM Section 5.04

    Source Requirements Documents

    Implementing Documents

    Document number

    Title

    Type

    11.01.019.000

    Request for Issuance of Check (RFIC)

    Policy

    10.07.007.000

    Business Card Policy

    Policy

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