Date: July 15, 2011
Series: Audio-Visual Production and Printing
Part 121: Printing
Originating Office: Branch of Printing and Publishing
2.1 What is the purpose of this chapter? This chapter establishes the Serviceís Reprographic Equipment Management Program (Program) policy to manage the acquisition and inventory of this equipment throughout the Service.
2.2 What is the scope of the Program? The Program includes the acquisition of digital duplicating equipment and automatic copy-processing and color copier-duplicating machines, including multifunctional black/color devices and high-speed laser printers.
2.3 What is the policy? It is our policy to:
A. Ensure that we acquire reprographic equipment from vendors on the General Services Administration (GSA) Federal supply schedule using Federal Acquisition Regulation requirements;
B. Ensure that employees manage and use reprographic equipment in the most cost-effective manner;
C. Use efficient processes that help save money, such as:
(1) Establishing copy centers under central management instead of exclusive‑use installation for high volume areas, and
(2) Encouraging the use of multifunctional reprographic equipment within a network and central operation environment to reduce reliance on desktop printers; and
D. Use reprographic equipment for official use only, strictly prohibiting personal copying.
2.4 What are the authorities for reprographic equipment?
A. Public Printing and Documents (44 U.S.C. chapters 1 through 19).
B. Government Printing and Binding Regulations, Joint Committee on Printing, U.S. Congress, February 1990, No. 26.
C. 314 DM 9, Reprographics Management.
2.5 Who is responsible for the Serviceís Reprographic Equipment Management Program?
A. The Director approves or declines to approve policy on reprographic equipment.
B. The Assistant Director Ė External Affairs ensures there is policy in place for using reprographic equipment.
C. The Reprographic Program Manager as designated by the Chief, Division of Program and Partnership Support through the Chief, Branch of Printing and Publishing:
(1) Writes and updates this policy, as necessary;
(2) Reviews Requests for Reprographic Equipment (FWS Form 3-1866) and approves or disapproves requests. If disapproved, provides a justification explaining why and recommends other equipment to meet needs;
(3) Analyzes current reprographic equipment based on user requirements and determines the most economical method of acquisition (purchase, rental, or cost-per-copy);
(4) Ensures that reprographic equipment meets both the Interior Strategic Sourcing Initiative and the Environmental Stewardship Commitment in 314 DM 9;
(5) Ensures requirements such as collating, reduction/enlargement, duplexing, and scanning are considered when buying and renting equipment; and
(6) Maintains an up-to-date inventory and reviews data about equipment as required by 314 DM 9.
D. Regional Chiefs, Division of Contracting and Facilities Management or Contracting and General Services (CFM/CGS) are responsible for:
(1) Coordinating with the Reprographic Program Manager when planning the purchase or rental of reprographic equipment,
(2) Approving the purchase of laser printers that output more than 25 pages per minute (see section 2.6A(3)), and
(3) Procuring reprographic equipment valued at more than $3,000 after ensuring the appropriate documentation and approvals are in place.
E. Employees responsible for the management of centralized copy centers must ensure that we are operating those facilities economically and that none of the work performed there could be done more economically or expeditiously through another source (i.e., Government Printing Office (GPO) contracts, etc.).
2.6 Who has to approve the purchase of reprographic equipment?
A. The Reprographics Program Manager must approve procurement of reprographic equipment (except laser printers), regardless of location, volume, or cost.
(1) Copiers/duplicators. Send requests for purchasing copiers/duplicators to the Reprographics Program Manager using FWS Form 3‑1866, Request for Reprographic Equipment. Attach an additional written justification when necessary.
(2) Multi-functional devices. Send requests for multi-functional devices to the Reprographics Program Manager in the same way as you would for copiers/duplicators.
(3) Laser Printers. If a laser printer costs less than $5,000, you only need approval from the same officials as you would for any other $5,000 purchase. If a laser printer costs $5,000 or more, you must seek approval from the Reprographics Program Manager on FWS Form 3-1866.
C. If you have any questions about purchasing reprographic equipment, contact the Reprographics Program Manager for help.
2.7 What are the restrictions for copying materials? Employees must not:
A. Use our reprographic equipment as a substitute for services of the Departmental Printing Plant or GPO in the Washington, D.C. metropolitan area, or the services of the GPO Regional Printing Procurement Office or other authorized Federal sources in the field.
B. Incorporate copyrighted material in any Service publication unless they get the written consent of the copyright owner or written approval of the Secretary.
(1) When a copyright owner grants us permission to use material, it does not in any way adversely affect the owner's rights.
(2) If a copyright owner refuses a request for free use, we may purchase the copyrighted material. If we canít do either, we may use it without permission of the owner if we get the approval of the Secretary.
2.8 What are the recordkeeping requirements for reprographics equipment?
A. The Reprographics Program Manager must monitor requests and purchases of equipment so that he/she can prepare reports and answer inquiries from the Department, and to ensure we are in compliance with the Department's policy (see 314 DM 9).
B. Regional CFM/CGS offices must maintain records of inventory and production for photocopying equipment and a property inventory of laser printers. This helps us to make sure we are making the best use of our equipment and to correct any inefficiencies we identify.
C. The Department may require periodic inventories of reprographic equipment. The Reprographics Program Manager works with the Regional offices to coordinate the collection of data for these inventories.
2.9 What is the process for disposal of reprographic equipment? If an office isnít making the best use of equipment and another office needs the equipment, the first office may transfer it so that the other office doesnít have to buy something new.
A. You must send requests for geographical relocation of production-level reprographic equipment (professional equipment in a controlled and technical printing environment with output speeds or copies per minute exceeding 70), that require Joint Committee on Printing approval through the Reprographic Program Manager to the Departmentís Office of Information Resources Management on Form 3‑1866, Request for Reprographic Equipment. Contact the Reprographic Program Manager for help.
B. If it isnít practical to transfer equipment and you wonít receive any trade‑in allowance, contact the property management office in CFM/CGS for disposal guidance. Prior to removal, Information Technology (IT) staff must sanitize hard drives and take care of any other IT requirements, and certify that they have done so.
For information on the content of this chapter, contact the Branch of Printing and Publishing. For more information on this Web site, contact Krista Bibb in the Division of Policy and Directives Management.