DOE O 1340.1B, Management of Public Communications Publications and Scientific, Technical, and Engineering Publications

DOE 1340.1B 1-7-93 THIS PAGE MUST BE KEPT WITH DOE COMMUNICATIONS PUBLICATIONS AND ENGINEERING PUBLICATIONS. 1340.lB, MANAGEMENT OF SCIENTIFIC, TECHNICAL, PUBLIC AND DOE 1340.lB, MANAGEMENT OF PUBLIC COMMUNICATIONS PUBLICATIONS AND SCIENTIFIC, TECHNICAL, AND ENGINEERING PUBLICATIONS, HAS REVISED DOE 1340. 1A TO REFLECT ORGANIZATIONAL TITLE, ROUTING SYMBOL, AND OTHER EDITORIAL REVISIONS REQUIRED BY SEN-6. DUE TO THE NUMBER OF PAGES AFFECTED BY THESE REVISIONS, THE ORDER HAS BEEN ISSUED AS A REVISION. Can ce led Can ce led U.S. Department of Energy ORDER Washington, D.C. DOE 1340.1B 1-7-93 SUBJECT: MANAGEMENT OF PUBLIC COMMUNICATIONS PUBLICATIONS AND SCIENTIFIC, TECHNICAL, AND ENGINEERING PUBLICATIONS 1. 2 . 3 . 4 . PURPOSE. To prescribe policies, standards, and procedures for effective management of Department of Energy (DOE) publications. CANCELLATION. DOE 1340.lA, MANAGEMENT OF PUBLIC COMMUNICATIONS PUBLICATIONS AND SCIENTIFIC, TECHNICAL, AND ENGINEERING PUBLICATIONS, of 8-25-82. SCOPE. The provisions of this Order apply to all Departmental Elements, except for the Energy Information Administration’s statutory responsi- bility and authority that exempt them and their contractors from compli- ance with certain aspects of this Order. The Order also applies to all DOE contractors, subcontractors, and financial assistance recipients performing work for the Department, who produce publications or obtain publication services with DOE funds and that contain provisions in the contract or financial assistance instrument implementing the requirements of this Order. REFERENCES. a. Public Law 95-91, “Department of Energy Organization Act,” which established the Department of Energy. b. Title 5 United States Code (U. S. C.) 552, “Public Information: Agency Rules, Opinions, Orders, Records, and Proceedings,” which establishes freedom of information Policies for Public access to U.S. Government information. , . c . Title 17 U. S. C., which establishes copyright procedures. d. Title 39 U.S. C. 3204, “Restrictions on Use of Penalty Mail,” which establishes policies on the use of penalty mail. e. Title 44 U. S. C., “Public Printing and Documents,"which establishes policies concerning publications Governmentwide. f. DOE Procurement Regulations, 41 Code of Federal Regulations (CFR) 9, of 5-21-79, and revisions which implement and supplement Federal Procurement Regulations in relation to Departmental procurement. DISTRIBUTION: INITIATED BY: All Departmental Elements Office of Public Affairs Can ce led 2 g. h. i. j. k. l. m. n. o. DOE 1340.lB 1-7-93 DOE Assistance Regulations, 10 CFR 600, of 3-1-79, which implements and supplements OMB Circulars and other Governmentwide assistance guidance. Federal Property Management Regulations (FPMR), 41 CFR Chapter 101, as established by the General Services Administration (GSA), which are used by executive agency officials in prescribing regulations, policies, procedures, and delegation of authority pertaining to the management of property and records, and other programs and activities of the type administered by GSA, except procurement and contract matters contained in Federal Procurement Regulations (FPR). Department of Energy Property Management Regulations (DOE-PMR), 41 CFR Chapter 109, which implements and supplements the FPMRs governing the acquisition, utilization, management, and disposition of personal property and supplies.

Office of Management and Budget (OMB) Circular A-3, ‘Government Periodicals,” of 5-18-72, which establishes the policies and procedures relating to the statutory responsibility (44 U.S. C. 1108) of department heads to justify both the necessity of certain periodicals and the availability of appropriated funds to issue them. OMB Circular A-16, “Coordination of Surveying and Mapping Activities,n of 5-6-67, which provides procedures for the coordination of Federal surveying and mapping activities. OMB Bulletin No. 81-21, “Designation of the Single Official Required by the Paperwork Reduction Act of 1980” (Public Law 96-511), of 6-8-81, which requires the designation of the single official for information resources management. OMB Bulletin No. 81-16, ‘Elimination of Wasteful Spending on Government Periodicals, Pamphlets, and Audiovisual Products," of 4-21-81, which provides procedures and guidelines for eliminating unnecessary Federal spending for the development and printing of periodicals and pamphlets and for the production or procurement of audiovisual products. The bulletin also provides the authority for the Department to establish a publications and audiovisual control system. DOE 1000.2B, DEPARTMENT SEAL AND FLAG, of 5-18-92, which prescribes policies on the use of the Departmental seal. DOE 1332.1A, UNIFORM REPORTING SYSTEM, of 10-15-85, which establishes requirements for reporting to the Department. Can ce led DOE 1340.lB 3 1-7-93 p. r. s. t. u. v. w. x. y. DOE 1350.1, AUDIOVISUAL AND EXHIBITS MANAGEMENT, of 10-28-81, which provides policy, responsibilities, and procedures for the management and control within DOE of all audiovisual productions and exhibits. DOE 4200.3D, MANAGEMENT OF SUPPORT SERVICES CONTRACT ACTIVITY, of 8-31-92, which provides policy, procedures, and responsibilities for the management of support services contracts. DOE 5300. IC, “TELECOMMUNICATIONS, of 6-12-92, which establishes policy and general guidance for the use, review, coordination, and provision of telecommunications services for the Department. DOE 5632.lB, PROTECTION PROGRAM OPERATIONS, of 9-8-92, which prescribes policy, objectives, responsibilities, and authorities for the physical protection of classified matter. DOE 5635. 1A, CONTROL OF CLASSIFIED DOCUMENTS AND INFORMATION, of 2-12-88, which provides guidance relative to the safeguarding and control of classified documents and information. DOE 5650.2B, IDENTIFICATION OF CLASSIFIED INFORMATION, of 12-31-91, which establishes policies and procedures for the classification system. “Government Printing and Binding Regulations,” Joint Committee on Printing (JCP), Congress of the United States, No. 26, of 2-90, which establishes policies for the production of Government printing. “Government Paper Specifications Standards,” Joint Committee on Printing, Congress of the United States, of 12-81, which establishes standards for paper used in production of Government printing. “Agency Procedural Handbook for Commercial Procurement of Printing Services,” Government Printing Office (GPO), of 2-88, which outlines procedures to be followed in working with the GPO. Technical Information Distribution (TID), TID-4500, “Standard Distribution for Unclassified Scientific and Technical Reports,” and M-3679, “Standard Distribution for Classified Scientific and Technical Reports,” Office of Scientific and Technical Information, which establish standard distribution patterns for DOE scientific and technical reports.

Can ce led 4 DOE 1340.lB 1-7-93 z. American National Standards Institute which establishes standards for scientific and technical reports. The following standards are available to Headquarters staff at the Germantown DOE Library; others may obtain copies from the American National Standards Institute Headquarters, 1430 Broadway, New York, NY 10018, Attention: (Sales Office): (1) American National Standards Institute Standard Z39.14-71. “Writing Abstracts.” (2) American National Standards Institute Standard Z39.18-74, ‘Outlines for Format and Production of Scientific and Technical Reports.” (3) American National Standards Institute Standard Z39.23-14, ‘Technical Report Number.” BY ORDER OF THE SECRETARY OF ENERGY: DOLORES L. ROZZI Director of Administration and Management Can ce led DOE 1340.lB 1-7-93 i Page CHAPTER I - DEFINITIONS 1. 3. 4. 5. 6. 8. 9. 10. 11. 13. 14. 15. 16. Copying/Duplicating . . . . . . . . . . . . . . . . . . . Design . . . . . . . . . . . . . . . . . . . . . . Development Costs . . . . . . . . . . . . . . . . . . . . Distribution . . . . . . . . . . . . . . . . . . . a. Initial or Primary . . . . . . . . . . . . . . . b. Secondary . . . . . . . . . . . . . . . . . . . . . . . . . . Distribution and Storage Costs . . . . . . . . . . . . . . . . . . . . Document Distribution System . . . . . . . . . . . . . . . . . Document Registry System . . . . . . . . . . . . . . . . . . . . Documentation . . . . . . . . . . . . . . . . . . . . . . . Energy Data Base . . . . . . . . . . . . . . . . . . . . . . . . . . . Micropublishing . . . . . . . . . . . . . . . . . . . . . . . . . . Post-Publishing Evaluation . . . . . . . . . . . . . . . . . . . . . Printing . . . . . . . . . . . . . . . . . . . . . . . . Publications . . . . . . . . . . . . . . . . . . . . . . . . Public Communications Publications . . . . . . . . . . . Scientific, Technical, and Engineering Publications . . . . . . Standard Distribution System . . . . . . . . . . . . . . . . . . Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Office of Scientific and Technical Information . . . . . . . . . . . . . . . . . . . . . . I-1 I-1 I-1 I-1 I-1 I-1 I-1 I-1 I-2 I-2 I-2 I-2 I-2 I-2 I-2 I-3 I-3 I-3 I-3 I-4 PTER II - POLI CY, RESPONSIBILITIES, AND AUTHORITIES Policy . . . . . . . . . . . . . . . . . . . . . . . . . II-1 Responsibilities and Authorities . . . . . . . . . . . . . . . . . . II-1 Director of Public Affairs . . . . . . . . . . . . . . . . . . . II-1 Director of Administration and Management . . . . . . . . . . II-1 Director of Procurement, Assistance and Program Management . . . . II-2 Assistant Secretary for Domestic and International Energy . . . . . . . . . . . . . . . . . . . . . . II-3 Director of Security Affairs . . . . . . . . . . . . . . . . . II-3 General Counsel . . . . . . . . . . . . . . . . . . . . . II-3 Heads of Departmental Elements . . . . . . . . . . . II-3 Administrator, Energy Information Administration . . . . . . . . II-4 APTER 111 - PUBLIC CO MUNICATIO S PUBLICATIONSM N G e n e r a l. . . . . . . . . . . . . . . . . . . . . . . III-1 2. Responsibilities and Authorities . . . . . . . . . . . . . . III-1 Director of Public Affairs . . . . . . . . . . . . . III-1 Director of Administration and Management . . . . . . . . . . III-2 c. Director of Procurement, Assistance and Program Management . . . III-2 d. Heads of Departmental Elements . . . . . . . . . . . . . . . . . III-2 Can ce

led DOE 1340.lB 1-7-93 ii 3. Guidelines . . . . . . . . . . . . . . . . . . III-3 Attachment III-1 - Public Communications Publications Procurement Proposal . . . . . . . . . . III-7 Attachment III-2 - Request for Public Communications Publication Approval . . . . . . . l .*.... III-9 APTER IV -SCIENTIFIC. TECHNICAL AND ENGINEERING PUBLICATIONS 1. General . . . . . . . . . . . . . . . . . . . . . IV-1 2. Responsibilities and Authorities . . . . . . . . . . . . . . . . . . IV-1 a. Director of Scientific and Technical Information . . . . . . . . . . . . IV-1 b. Director of Administrative Services . . . . . . . . . . . . . Iv-2 Heads of Departmental Elements 3. Guidelines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Attachment IV-1 - DOE and Major Contractor Recommendations for Announcement and Distribution of Documents . . . . . . . . . . . Attachment IV-2 - University Contractor, Grantee and Cooperative Agreement Recommendations for Announcement and Distribution of Documents . . . . . . . . . . . . . Attachment IV-3 - Reporting Requirements Checklist ..... CHAPTER V - DESIGN General . . . . . . . . . . . . . . . . . .. Responsibilities and Authorities . . . . . . . . Director of Administration and Management . . . . . . . . . . Heads of Headquarters Elements . . . . . . . . . . . . 3. Standards and Guidelines . . . . . . . . . . . . . . . . . . CHAPTER 1 - PRINTING AND RELATED ACTIVITIES General . . . . . . . . . . . . . . . . . . . . . . Responsibilities and Authorities . . . . . . . . . . . . . . . Director of Administrative Services . . . . . . . . . Director of Procurement, Assistance and Program Management . . . . Director of Information Resources Management Heads of Headquarters Elements l . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . e. Heads of Field Elements . . . . . . . . . . . . . . . . . . 3. Copyright Restrictions . . . . . . . . . . . . . . . 4. Procedures and Guidelines . . . . . . . . . . . . . . . . . a. Printing Obtained Through the Government Printing Office or a Regional Printing Procurement Office b. . . . . . . . . . . . . . . Printing Equipment Acquisitions and Disposals Copying Equipment Acquisitions Guidelines . . . . . . . . ;: . . . . . . . . . Field Reviews . . . . . . . . . . . . . . . . . . IV-2 IV-3 IV-5 IV-7 IV-9 V-1 V-1 V-2 V-2 VI-1 VI-1 VI-1 VI-1 VI-1 VI-2 VI-2 VI-3 VI-5 VI-5 VI-5 VI-7 VI-9 Attachment VI-1 - DOE Authorized Printing Plants by Federal Regions . . . . . . . l . VI-11 Attachment VI-2 - Regional Printing Procurement Offices . VI-13 Attachment VI-3 - Request for Copying Equipment . . . . . . VI-15 Can ce led DOE 1340.lB iii (and iv) 1-7-93 CHAPTER VII - RESPOSSIBILITIES AND AUTHORITIES, PUBLICATIONS REGISTRY\ l AND INVENTORY MANAGEMENT Director of Public Affairs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VII-1 Director of Administration and Management . . . . . . . . . . . . . . . . . . . . . . . . . . . VII-1 3. Heads of Departmental Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . VII-2 Can ce led Can ce led DOE 1340. 1B 1-7-93 I-1 CHAPTER I DEFINITIONS 1. COPYING/DU PLICATING. The production of material by use of automatic copy-processing or copier-duplicating machines employing electrostatic, thermal, and other copying processes.

2. DESIGN. The visual and aesthetic content of the publication, including illustrations, photographs, charts, diagrams, graphs, maps, the use of color, type sizes, and word/space relationships. 3. DEVELOPMENT COSTS Research that is incidental to manuscript preparation, writing, editing, and necessary graphics. If composition costs are separated from printing charges, these costs also must be included. 4. DIST IBUTIOR N. a. Ini tial or Primary. That distribution which is made automatically and routinely to an approved mailing list immediately following the initial printing. Normally, it will consist of one or more of the following mailing lists: (1) Office of Administrative Services (AD-60) document distribution system lists; (2) Office of Scientific and Technical Information (AD-21) Standard Category lists; (3) Special one-time lists; and (4) Storage copies for AD-21 secondary distributions. b. Secondary Response to requests and distribution plans following the primary distribution. 5. DISTRIBUTION AND STORAGE COSTS. Costs of both direct distribution (at time of printing) and indirect distribution (from inventory in response to requests). The indirect costs should involve an average cost as well as single-copy and bulk distribution costs. Storage costs reflect the per-square-foot cost of warehousing the inventory on an annual basis. 6. DOCUMENT DISTRIBUTION SYSTEM. A Headquarters-managed, computer-based system designed for updating distribution lists, producing mailing labels, and identifying copy requirements. Can ce led DOE 1340.lB 1-7-93 I-2 7. 0. 9. 10. 11. 12. 13. DOCUMENT REGISTRY SYSTEM. A computerized inventory control and accountability management system operated by the Office of Scientific and Technical Information registering DOE publications, for providing a historical record of dissemination data, for maintaining records of demand, and for providing on-demand distribution for publications. DOCUMENTATION. The incorporation of appropriate identification on a publication such as: document number; title; individual and corporate authors; contract number; whether revised or reprinted; volume number; conference information (title, date, place, sponsor(s)), responsible office and Departmental Element; date and place (city, state, and ZIP code) of publication; and any restrictions to its use such as security classification, proprietary restrictions, stock statement, and disclaimer language. BASE. An information file that contains over 700,000 scientific and technical information citations and is used by DOE organizations and contractors in carrying out their assigned missions. All unclassified scientific and technical information processed at the Office of Scientific and Technical Information as well as information from sources throughout the industrialized world, can be found in this data base. First priority is given to entering DOE-sponsored research and development results, but the file also includes journal articles, reports, conference proceedings, patents, books, monographs, theses, and engineering materials, all of which are abstracted and indexed for inclusion in the data base. Coverage includes all forms of energy. The data base is updated twice a month, and over 150,000 new citations are added each year. MICROPUBLI SHING. Publications produced in miniaturized image format for’ general distribution as a substitute for conventionally printed material. Microfilming of administrative records is not considered micropublishing.

POST-PUBLISHING EVALUATION. The establishment of a means for measuring the effectiveness of a given publication. This process may involve a response card for users, a direct contact with users, or other means for establishing the value of the document. PRINTING. The-processes of composition, platemaking, imposition, presswork, binding, micropublishing, and the equipment identified in the tables in Title II of the JCP regulations and used in such processes. PUBLICATI ONS. All documents produced by printing, copying, and microfilming methods using DOE funds which are intended for, or which may result in distribution, however limited, outside the originating organization. This includes, but is not limited to, public communica- tions publications (see paragraph 13a below) and scientific, technical, and engineering publications (see paragraph 13b below). Not included in this definition are press releases and advisories, speeches (except when Can ce led DOE 1340.lB II-1 1-7-93 CHAPTER II POLICY, RESPONSIBILITIES, AND AUTHORITIES 1. POLICY. The publications management program shall be conducted in accordance with this Order, provisions of law, and applicable regu- lations. The objectives of this chapter are to effectively originate, coordinate, produce, distribute, and inventory publications appropriately describing the Department’s activities. 2. RESPONSIBILITIES AND AUTHORITIES. Director . a. of Public Affairs (PA-1) . (1) (2) (3) (4) Establishes policies for managing and controlling public communications Duplications content, documentation, attribution, registry, inventory, and distribution. Reviews all procurement requests for contracts and financial assistance awards in which a public communications publica- tion is planned or will be developed (see page I-3, subpara- graph a) for conformance with established policy and budget criteria. Reviews all products, such as manuscripts, or associated materials resulting from contracts, grants, or other procurement actions, defined as public communications publications to determine that they adhere to the criteria approved before printing and/or distribution. (See page III-3, paragraph 3.) Forwards to the Office of Management and Budget, as appropriate, requests for establishment or continuation of journals, magazines, newsletters, periodicals, and similar publications as required by the Office of Management and Budget Circular No. A-3, “Government Periodicals." b. Director of Administration and Management (AD-1).i . (1) Establishes policy for managing and controlling scientific, technical, and engineering publications design, documentation, attribution, registry, inventory, and distribution. (2) Establishes policies, standards, procedures, and guidelines for reporting, collecting, and disseminating information resulting from research and development programs. (3) Establishes policies for the sale of publications through authorized outlets and limits free distribution to the minimum consistent with DOE objectives. Can ce led II-2 DOE 1340.lB 1-7-93 (4) With the assistance and concurrence of the Assistant Secretary for Domestic and International Energy Policy, Director of Security Affairs, General Counsel, and other appropriate Program Secretarial Officers, negotiates agreements with foreign countries. (5) Through the Director of Scientific and Technical Information (AD-21) : (a) Manages the central DOE distribution and warehousing operation;

(b) Maintains, manages, and operates the document registry system for registering and managing the inventory for all public communications publications and publications intended for on-demand distribution; (c) Provides statistical and logistical support to program offices as necessary; and, (d) Responds to requests for individual publications, and provides bulk distribution of public communications publications in collaboration with PA-1. (6) Through the Director of Information Resources Management (AD-20), through the Director of Information Resources Management Policy, Plans, and Oversight (AD-24): (a) Represents DOE with the Joint Committee on Printing, Government Printing Office, General Services Administration, and other Federal Government organizations concerning printing and related printing activities. (b) Develops, implements, and evaluates policies, standards, and procedures for printing and related printing activities to assure that DOE publications are produced in accordance with this Order, provisions of law, and applicable regulations. (c) In consultation with PA-1, develops and implements a program to evaluate Departmentwide publications printing activities. c. Director of Procurement. Assistance and Program Management (PR-1). (1) Assures that all contracts, grants, or other procurement actions that involve a public communications publication are submitted to PA-1 for review prior to such actions. Can ce led DOE 1340.lB 1-7-93 I-3 reprinted as a publication), correspondence, memoranda, forms, directives, and “Federal Register” issuances. Also excluded are solici- tation documents, contracts, notices of procurement, grant program announcements, legal briefs, and patent applications. Please note that contracts, grants, or other procurement actions that involve public communications publications must be reviewed by the Director of Public Affairs (PA-1) prior to such action (see Chapter III, page III-1, paragraph 2a). a. Public CO . mmunications Publications. Includes publications produced with DOE funds and intended for distribution by DOE, its contractors, or its financial assistance recipients to the public, including those of more limited circulation that involve policy changes, or matters of current public controversy or concern. These include, but are not limited to books, pamphlets, folders, booklets, posters, periodicals, newsletters, and similar printed material (see Chapter III). b. Scientific, Techn ical. and Engineer. ing Publications Includes all scientific and technical information prepared by or for DOE and used primarily by the program managers and the scientists, engineers, and technologists engaged in the work. This unclas- sified information is also made available for public sale through the National Technical Information Service (NTIS), U.S. Department of Commerce, and includes such items as scientific and technical manuscripts, technical reports, machine readable bibliographic data bases, computer software programs, socio-economic and educa- tional publications, journal article preprints and reprints, conference papers and proceedings, foreign trip reports, theses, translations, patents and patent applications, and engineering materials.

14. STANDARD DISTRIBUTION SYSTEM. The system by which DOE disseminates the results of its research and development program to its program managers, contractors, and others. This dissemination is controlled by the Department’s standard distribution lists, maintained by the Office of Scientific and Technical Information (AD-21) in consultation with the program managers or their designated representatives. The standard distribution system is an AD-21 managed, computer-based system designed for the distribution of unclassified and classified scientific and technical information products, production of mailing labels, and the identification of the number of copies needed to fulfill distribution requirements. 15. TASK. One of a series of logical steps necessary to achieve the purpose of a research, development, and demonstration procurement action. Can ce led DOE 1340.16 1-7-93 I-4 16. QFFICE OF SC IENTIFIC AND TECHN ICAL INFORMATION ( AD-21) The Department’s central technical information facility responsible for developing, designing, implementing, and evaluating Departmentwide systems and programs to effectively manage the scientific and technical information resulting from, or needed by, program and project managers, scientists, and engineers. This includes acquiring, collecting, processing, announcing, storing, and disseminating technical information. Can ce led DOE 1340.lB 1-7-93 d. e. f. g. II-3 Assures that this requirement is made known in the form of notices, bulletins, or contract standard language to all contract offices in all DOE-funded organizations, operations, and programs. (2) Includes specific language in procurement regulations which conforms to this Order and assures that provisions of con- tracts and other agreements which result in reports, design, graphics, and publications to be produced and distributed at DOE expense are consistent with such language and are appropriately reviewed before procurement action. Assistant Secretary for Domestic and International Energy Policy (EP-1) assures that publications referred by originating organi - zations or PA-1 are reviewed for proper reflection of Departmental policy. Di ector r of Security Affairs (SA-1) assures that publications referred by originating organizations, PA-1, or AD-21 are reviewed for policy and classification. General Counsel (GC-1). (1) (2) When requested, the Assistant General Counsel for General Law will assure that the substance of a publication is in accordance with all laws and regulations other than those spelled out in subparagraph (2) below. The Assistant General Counsel for Intellectual Property assures that proposed scientific, technical, and engineering publications have patent clearance and that proposed publi- cations referred by originating organizations or PA-1 comply with laws and regulations concerning patents, copyrights, trademarks, disclaimed notices, and nondisclosure of proprietary data. Heads of Departmental Elements. (1) Through the contracting officer, assure that DOE and DOE contractor organizations and financial assistance recipients comply with the provisions of this Order, and that appropri- ate and specific clauses are included in contracts and financial assistance awards. (2) Establish the need for, the content of, and the intended audience of publications they propose originating.

(3) Assure that their proposed public communications publications and those of their contractors or financial assistance recipients are submitted to PA-1 for review, and that required clearances (policy, patent, and classification) are obtained. Can ce led II-4 DOE 1340.lB (4) (5) (6) (7) (8) (9) 1-7-93 Designate a communications coordinator for their publications activities to coordinate and work closely with PA-1, AD-20, PR-1, and other appropriate officers. Request publications support services, including graphics, composition, printing, and distribution through appropriate channels: Headquarters through the Office of Administrative Services, and the field through associated DOE contractors, regional printing procurement offices, and/or AD-21. Headquarters officials, in collaboration with AD-60, may request specialized support services such as editing and marketing from AD-21. On a regular basis, recommend to AD-21 appropriate changes, additions, and deletions in the standard distribution lists; assure that the specified number of copies of technical reports and public communications publications are sent to the Office of Scientific and Technical Information, Oak Ridge, Tennessee, for processing and distribution. Coordinate with AD-21 the foreign language translation and subsequent publication of scientific, technical, and engineering information necessary to carry out DOE programs and deposit with AD-21 all foreign language publications received through exchange programs. Submit, through AD-24, requests to deviate from JCP regulations. Heads of Field Elements review and evaluate the programs in public communications publications in collaboration with PA-1; scientific, technical, and engineering publications with AD-21; and printing activities with AD-24. h. Administ rator, Energy Information Administration (EI-1) establishes policies, procedures, standards, and guidelines for content, design, documentation, attribution, registry, inventory distribution, and dissemination of data and information which is relevant to energy resource reserves, energy production, demand and technology, and related economic and statistical information in accordance with provisions of law and applicable regulations. Can ce led III-1DOE 1340.lB 1-7-93 CHAPTFR III PUB LIC COMMUNICATIONS PUBLICATIONS 1. GENERAL. This chapter provides general instructions to manage, coordinate, and provide for the issuance of Departmental public com- munications publications (see Chapter I, page I-3, subparagraph a) for the public; to assure that these publications accurately describe and support Departmental activities and policies; and to assure that such publications are entered in the publications registry and inventory at the Office of Scientific and Technical Information; and that such publications are produced in the most efficient and economical manner. 2. RESPONSIBILITIES AND AUTHORITIES. a. Director of Public Affairs. (1) (2) (3) (4) (5) (6) Manages a comprehensive Departmental public communications publications management program that includes reviewing proposed contracts, grants, and other procurement actions that involve public communications publications and subse- quently reviewing products resulting from these actions before printing; assures required reviews; establishes and coordinates distribution plans; approves requests for bulk secondary distribution; and coordinates the inventory of such publications with AD-21.

Develops and implements, in collaboration with the requestor, a post-printing/distribution evaluation plan to determine the effectiveness of the publication in meeting publication objectives. Reviews requests for proposed pamphlets, booklets, periodicals, bulletins, and similar public communications publications; and assures that the proposals submitted by originating organizations include the required criteria described on page III-3, paragraph 3a(1). Delegates the authority to review proposed contracts, grants, and similar procurement actions that involve public communications publications to all field elements. Assures that an annual report of public communications activities is submitted by all Departmental Elements to PA-1 for subsequent submittal to the Office of Management and Budget. Establishes and chairs a publication review board, consisting of not less than five members representing different DOE elements, to evaluate public communications Can ce led III-2 DOE 1340.lB 1-7-93 publications policy and recommend adjustments, and to act as an appeal board for publication decisions that may affect future policy. (7) Represents the Department with other Government and non-Government organizations in matters concerning the content, need, and proposed distribution of public communications publications. b. Director of Administration and Manage entm , through the: (1) (2) . Director of Administrative Services , assures that requests for products of procurement actions involving public com- munications publications from Headquarters and field elements are reviewed and approved by PA-1 before printing and distribution including contractors, subcontractors, and financial assistance recipients. The field element contract administrators and printing officers will assure compliance with this review. Di rector of Sc ientific and Technical In format oni , manages and maintains the inventory of publications; operates distribution systems for the dissemination of all publica- tions; manages and maintains the document registry system to provide inventory control. stock accountability and request fulfillment for public communications publications and publications intended for on-demand distribution; works with PA-1 to provide information to be used in post-publishing evaluations, in the planning of stock requirements based on space available at AD-21, and in determining distribution and warehousing cost data. c. Director of Procurement. Assistance and Program Management that requests for procurement actions involving the development of public communications publications, grants, issued by Headquarters and reviewed and approved by PA-I. d. Heads of Departmental Elements . (1) Assure that all public communications including contracts and field elements have been publications Can ce led DOE 1340.lB 1-7-93 (2) (3) 3. GUIDELINES. III-3 Assure that all products developed by public communications publications proposals are submitted to PA-1 for review before printing or distribution. Note that restrictions established by Title 44 of the Federal Code and the Joint Committee on Printing must be observed. Assure that copies of all public communications publications are submitted to AD-21 for registry and inventory control. a. All public communications publications of the Department, or contractors and grantees, prepared and/or printed with DOE funds will be reviewed by PA-1 in accordance with the following guidelines:

(1) Content. Public communications publications will be clearly written for their intended audience. The technical accuracy of the publication will be assured by a responsible reviewer from appropriate program staffs. The review by PA-1 involves, but is not limited to, the following criteria. Each publication should be: (a) Consistent with DOE policy. (b) Essential to the mission of the Department. (Is there a vital need for the information?) (c) Accurate. If it is an older publication, it should not refer to: 1 Persons or organizations that are no longer correct contacts; 2 Programs that are not included in budget planning; 3 Data or statistics that are no longer current; or 4 Bibliographies or references that may not be available or recommended. (d) Substantive and well written, with appropriate illustrations. (e) Free from any suggestion of being self-serving. (Would it affect pending legislation or budget decisions, or be construed as programmatic lobbying?) . Can ce led III-4 (2) (3) (4) (5) (6) DOE 1340.lB 1-7-93 (f) The sole source of the information and not similar to materials, free or for sale, already available from DOE or other Government agencies and private or com- munity organizations. (Information on GPO-published materials may be obtained from the DOE library, “Monthly Catalog of U.S. Government Publications, Cumulative Index." The library also can provide a computer printout of the National Technical Information Service bibliography on a subject. ) (g) Cost effective, it should warrant the cost of being stocked and distributed. (h) Filling a substantial need to respond to public inquiries. Format. The publication must adhere to Joint Committee on Printing regulations, particularly on the use of illustra- tions, multicolor printing, paper stock, and trim sizes. The publication proposal must be accompanied with justifi- cation for the use of any item that is not consistent with the regulations. Number of Copies. Distribut ion. and Registrv. Publication proposals must include a discrete and justified initial distribution plan, and anticipate secondary needs. Reprinting within a brief period to replenish stock is costly and must be avoided. Publications must be registered and inventoried at the Office of Scientific and Technical Information. Redundancy. Proposed public communications publications will not duplicate information in existing publications. The proposing office must produce evidence of a review of existing publications. Clearances. Proper clearances, such as legal, policy and evaluation, classification, and patent must be obtained or deemed unnecessary by a proper authority. PA-1 has the authority to overrule clearances deemed unnecessary and assure that such clearances be obtained. Procurement Requests. All procurement requests for contracts or financial assistance awards that involve public communications publications must be reviewed and approved by PA-1 This “Pub (see for prior to submission to the procuring office for action. review is accomplished by submitting DOE F 1340.3a, lic Communications Publications Procurement Proposal,” Attachment III-1) and the procurement request to PA-1 Illustrations. Can ce led DOE 1340.16 1-7-93 III-5 (and III-6) (7) Initial/Reprint/Revision Requests. All Printing proposals must be made on DOE F 1340.3, “Request for Public Communica- tions Publication Approval.” (See Attachment III-2.) The proposal form must be accompanied by a detailed outline or summary, or completed manuscript, and distribution plan. Following initial review of the proposal by PA-1, a second review may be requested before printing to assure that suggested revisions or changes have been made.

b. Following approval by PA-1, the publication is submitted for printing and primary distribution through appropriate channels: Headquarters through AD-60; field through associated DOE contractors and GPO regional printing procurement offices. Can ce led Can ce led DOE 1340.lB Attachment III-1 1-7-93 Page III-7 (and III-8) PUBLIC COMMUNICATIONS PUBLICATIONS PROCUREMENT PROPOSAL Can ce led Can ce led DOE 1340.lB Attachment III-2 1-7-93 Page III-9 (and 111-10) REQUEST FOR PUBLIC COMMUNICATIONS PUBLICATION APPROVAL o V Can ce led Can ce led IV-1 CHA TER IVP 1. GENERAL. Information developed as the result of DOE-funded research, development, and demonstration programs shall be reported promptly and fully to AD-21, whether released or not released to others, including reimbursable work done for others at DOE facilities. AD-21 will develop detailed bibliographic records and abstracts of the information for input into computerized energy-related technical information files. As classification, patent, proprietary data, and other legal and policy considerations permit, the scientific and technical information collected, cataloged, and stored at AD-21 will be announced and made available, through approved channels, to the scientific, technical, engineering, and industrial communities, and to the public. (See Chapter I, page I-3, subparagraph b.) 2. RESPONSIBILITIFS A D AN UTHORITIES. a. Director of Sc ientific and Technical Information. (1) (2) (3) (4) (5) Plans, develops, and administers programs and systems for acquiring (worldwide), publishing, processing, storing, retrieving, announcing, and distribution of technical infor- mation in support of programs and activities; maintains a central energy-related technical information energy data base and publishes abstract journals. Develops and maintains a system to assure that DOE receives complete scientific, technical, and engineering publications from each task of each procurement action for research, development, and demonstration work being performed with DOE funds. Establishes or approves formats for numbering and other identification schemes to identify scientific, engineering, and technical publications so that they are compatible with other Government/commercial and international reference systems. Assures that scientific and technical publications have . appropriate clearances, including patent clearance via onsite patent counsel or the Assistant General Counsel for Intellectual Property, prior to being published, announced in DOE abstract journals, or made available to the public. Maintains and, in consultation with the program units concerned, defines subject categories for and approves changes, additions, and deletions to the standard dis- tribution lists (reports TID-4500 and M-3679) for primary distribution of scientific, technical, and engineering DOE 1340.1B 1-7-93 Can ce led DOE 1340.lBIV-2 (6) (7) (8) 1-7-93 . publications to authorized recipients; develops or approves other procedures for distributing scientific technlcal, and engineering publications (e.g., in the form of microfiche) as required; and coordinates the public availability of DOE-approved scientific, technical, and engineering publications with the National Technical Information Service. Develops and provides specialized technical information services and products (e.g., on-line literature searches, professional textbook and technology transfer publications, bibliographies, and indexes) to meet programmatic and pro- ject needs. All public communications publications must be reviewed by PA-1 (see Chapter III).

Coordinates the acquisition and distribution of scientific, technical, and engineering data bases, access to, and dissemination services. Coordinates requests and arranges for direct access by DOE elements and contractors to both classified and unclassified information and distribution services of the Defense Documentation Center and the National Aeronautics and Space Administration. b. Director of Administ rative Services. (1) Provides support services needed for printing scientific, technical, and engineering publications originated by Headquarters Elements or resulting from Headquarters-administered contracts. (2) Assures that the specified number of copies of such publications are sent to AD-21 for processing and distribution. (3) Approves requests for initial printing or reproduction of scientific, technical, and engineering publications originated by Headquarters Elements. c. ads of Departmental Elements. (1) Assure that performing organizations under their program management and/or administrative jurisdiction comply with the provisions of this Order, other directives, and appli- cable laws and regulations regarding the preparation, review, printing, and distribution of scientific, technical, and engineering publications. Can ce led DOE 1340.16 1-7-93 (2) (3) (4) (5) (6) (7) IV-3 Assure that the minimum scientific, technical, and engineering reporting requirements are called for in each research, development, and demonstration procurement action or task agreement, and all other scientific and technical reports prepared under the action or task are deposited at AD-21 (see Attachment IV-3). Encourage the preparation of documents which bring new or better information, theories, or advances to the appropriate audiences as quickly and concisely as possible. Assure the accuracy, credibility, compatibility, and timeliness of scientific, technical, and engineering publications prepared by performing organizations under their program management and/or administrative jurisdiction. Determine announcement and distribution limitations to be placed on scientific, technical, and engineering publica- tions, and inform AD-21 of such determination. Assure that the specified number of copies is sent to AD-21 for processing and distribution. Recommend changes, additions, and deletions to be made in the standard distribution lists (reports TID-4500 and M-3679), and provide and approve special distribution practices when required. Notify AD-21 promptly when performing organizations are to be added or deleted from standard distribution because of contractual action. Coordinate with AD-21 the foreign language translation and subsequent publication of scientific,technical, and engineering information necessary to carry out programs; and deposit with AD-21 all foreign language publications received through exchange programs. 3. GUIDELINES. The following are procedural requirements applicable to all scientific, technical, and engineering publications produced with DOE funds or at DOE facilities. a. All scientific, technical, and engineering publications shall be sent to AD-21 including a properly prepared DOE F RA-426, “DOE and Major Contractor Recommendations for Announcement and Distribution of Documents,” or DOE F RA-427, “University Contractor, Grantee and Cooperative Agreement Recommendations for Announcement and Distribution of Documents,” (see Attachments IV-1 and IV-2). Con- ference papers shall be sent to AD-21 in advance of meetings when feasible. Open literature articles shall be sent to AD-21 as reprints then the publication cannot be reproduced or sufficient copies obtained, a legible reproducible master shall be sent to AD-21 for processing, as appropriate.

Can ce led IV-4 DOE 1340.lB 1-7-93 b. Scientific, technical, and engineering publications to be distributed outside the originating organization shall be sent to AD-21. (In this context, a transmittal of a scientific, techni- cal, or engineering publication to the sponsoring Headquarters Element, to the organization administering the contract, or to the performing organization’s subcontractors or consultants working on the project is considered to be internal distribution.) c. Classified documents as defined in the category definition of M-3679, generated by organizations or contractors, are to be made available to AD-21 for processing and controlled distribution. d. Information developed in research, development, and demonstration work is to be reported promptly and fully, and originating organizations shall assure that at least the minimum reporting requirements outlined in DOE F 537, “Reporting Requirements Checklist,” (Attachment IV-3), are forwarded to AD-21 for each research, development, and demonstration task supported under their program management and/or administrative jurisdiction. e. Two copies of engineering drawings identified on DOE F 537, or considered by the originator to have potential value to others, shall be forwarded to AD-21 in aperture card form. f. Scientific, technical, and engineering publications not previously sent to AD-21 under the provisions of paragraphs 3a, b, or c, above, shall be sent if specifically requested by AD-21. Can ce led DOE 1340.1B Attachment IV-1 Page IV-51-7-93 DOE AND MAJOR CONTRACTOR RECOMMENDATIONS FOR ANNOUNCEMENT AND DISTRIBUTION OF DOCUMENTS U.S. DEPARTMENT OF ENERGY DOE AND MAJOR CONTRACTOR RECOMMENDATIONS FOR ANNOUNCEMENT AND DISTRIBUTION OF DOCUMENTS Can ce led Attachment IV-1 Page IV-6 DOE 1340.lB 1-7-93 Can ce led DOE 1340.lB 1-7-93 Attachment IV-2 Page IV-7 UNIVERSITY CONTRACTOR, GRANTEE AND COOPERATIVE Can ce led Attachment IV-2 Page IV-8 DOE 1340.1B 1-7-93 Can ce led DOE 1340.lB 1-7-93 Attachment IV-3 Page IV-9 REPORTING REQUIREMENTS CHECKLIST U.S. DEPARTMENT OF ENERGY FORM DOE 537 REPORTING REQUIREMENTS CHECKLIST (Revised 10.20) FORM APPROVED (See lnstructions on Reverse) OMB NO =4!E 1. IDENTIFICATION: 2. OBLIGATION INSTRUMENT: Energistic Pilot Plant ACO1-80TS 99999 3. REPORTING REQUIREMENTS: A. PROJECT MANAGEMENT: 1. anagement Plan 2. Milestone Schedule & Status Report 3 4 5 6 . 7 . 8 . 9 1 0 . Cost Plan Manpower Plan Contract Management Summary Report Project Status Report Cost Management Report Manpower Management Report Conference Record Hot Line Report FREQUENCY CODES: Frequency XO XOCQ XOYC XOYC Q Q Q A B. TECHNICAL INFORMATION REPORTING: 1. Notice of Energy RD&D Project 2. Technical Progress Report 3. Topical Report 4. Final Technical Report C. COST/SCHEDULE CONTROL SYSTEM CRITERIA REPORTING: 1. Management Control System Description 2. WBS Dictionary Index Element Definition 3. Cost Performance Reports Format 1- WBS Format 2. Functional Format 3. Baseline Frequency OYC Q A F 4. SPECIAL INSTRUCTIONS: a . b. c . d. ● . f . Cost plans and cost management reports are to be prepared at the summary and detailed l e v e l s . Manpower plans and manpower management reports are to be prepared at the summary, detai led and labor category levels. Schedule for delivery of selected reports is as specified in the UCRS guidelines.

DOE shall have 45 days to review and comment on any draft technical report. DOE shall review and approve within 10 days any journal article or conference. paper prior to publication or presentation. All technical reports, conference papers or journal articles must receive patent clearance prior to publication or presentation. i. ATTACHED HEREWITH: ❑ Report Distribution List ❑ WBS/Reporting Category ❑ 5 PREPAREDLY (Signature and date) 7. REVIEWED BY (Signature and date): June 10, 1982 June 12. 1982 Can ce led Attachment Page IV-10 IV-3 REPORTING REQUIREMENTS CHECKLIST DOE 1340.1B 1 - 7 - 9 3 Can ce led DOE 1340.lB 1-7-93 V-1 CHAPTER V DESIGN 1. GENERAL. Design and graphics services shall effectively support publication activities. This chapter covers the guidelines and proce- dures for planning, designing, producing, and/or obtaining graphic and design services for DOE publications. Inclusive in design and graphic services are illustration, design, drafting, photography, mapping, and any other type of communication art product used or produced in part or in total for inclusion in a publication. Printed media include all publications, brochures, posters, maps, flyers, reports, and any type of publication printed with Government funds. 2. RESPONSIBILITIES AND AUTHORITIES. a. Director of Administration and Management. (1) Develops and/or approves design and graphics for public communications publications following approval by PA-1 to assure that they are consistent with this Order. (2) Through the Director of Administrative Services: (a) (b) (c) (d) (e) Develops policies, procedures, standards, and guidelines for DOE-wide design and graphic services. Plans, develops, and coordinates design and graphics products to support Headquarters and field elements; operates Headquarters facilities, e.g., photography, design and graphics mapping and drafting, and computer graphics. Represents DOE with the National Endowment for the Arts, Federal Design Improvement Program, on design and related matters, including submission of required reports. Represents DOE with the General Services Administration on establishment and coordination of graphic and photographic basic ordering agreements, including consolidation and submission of required reports. Represents DOE with the U.S. Geological Survey for coordination and production of DOE cartographic requirements; submits periodic reports on DOE basic mapping activities in accordance with OMB Circular A-16 and requests service, concurrence, or guidance for Headquarters major mapping programs. Can ce led V-2 (f) (9) DOE 1340.lB 1-7-93 Develops symbols, design devices, and logos produced as identifiers for DOE publications; develops guide- lines for new symbols to assure consistency with the DOE-wide design program. Reviews, periodically, the efficiency and effectiveness of selected publication projects pro- duced or initiated by DOE and its contractors to assure a consistent and quality visual image for DOE and adherence to policy and guidelines established in this chapter. - - - b. Heads of Headquarters Elements. (1) Submit proposed Headquarters-originated design projects to AD-60 for processing. (2) Assure, to the extent possible, that requests allow adequate leadtime for quality results and graphics for services at minimum cost. 3. STANDARDS AND GUIDELINES . Usage of the DOE seal must be in accordance with DOE 1000.2B, DEPARTMENT SEAL AND FLAG. No revision or changes to the DOE seal are authorized unless approved by S-1.

Can ce led DOE 1340.lB 1-7-93 VI-1 CHAPTER VI PRINTING AND RELATED ACTIVITIES 1. GENERAL. This chapter provides general guidance and instructions for complying with Title 44, U.S.C., “Public Printing and Documents,” and the “Government Printing and Binding Regulations” in the production and procurement of printing and duplicating services. It also includes guidance for the acquisition of composition, copying, duplicating, and printing equipment. 2. RESPONSIBILITIES AND AUTHORIT IES. a. Director of Administrative Services. (1) Reviews and processes requests to print periodicals, in coordination with the Director of Public Affairs. (2) Provides graphics, composition, duplicating, and printing services to support Headquarters organizations. (3) Provides staff advice and assistance regarding distribution patterns for Headquarters printing, maintains or acquires all major distribution lists utilized by Headquarters, and assures that copies of unclassified DOE publications printed at Headquarters are forwarded to AD-21, the Library of Congress, and depository libraries through the facilities of GPO. (4) Maintains usage information and inventory on all Headquarters copying equipment. b. Director of Procurement, Assistance and Program Management assures that all contracts issued comply with the provisions of this Order governing the acquisition and/or production of printing, duplicating, and equipment. c. Director of Information Resources Management through the: (1) Director of Infermation Resources Management Policy, Plans, and Overs ight. (a) Develops DOE-wide policies, procedures, standards, and guidelines for the acquisition of composition, copying, duplicating, and printing equipment, and for the production and procurement of these services. Can ce led VI-2 DOE 1340.lB 1-7-93 (b) Provides staff advice and assistance on a DOE-wide basis regarding the interpretation and applicability of policies, procedures, standards, and guidelines for composition, copying, duplicating, and printing services. (c) Approves, or processes for Joint Committee on Printing approval, requests relating to: 1 Establishment or disestablishment of printing and duplicating plants. 2 Acquisition, transfers, or disposal of composition, printing, duplicating, binding, and auxiliary equipment (columns 1 and 2 equipment). 3 Deviations from restrictions. (d) Represents DOE with the Joint Committee on Printing and GPO on printing and related activities, including review and submission of reports required of DOE. (2) Director Information Technology Services and Operations Determines requirements for DOE forms (other than public use of forms) and approves requisitions, copy, specifications, and distribution patterns to AD-60 for processing. d. Heads of Headquarters Elements assure that all Headquarters originated graphics, duplicating, and printing requirements are submitted to AD-60 for processing in accordance with the provisions of this Order. e. ads of F ield Elements l (1) Assure that organizations and contractors under their jurisdiction comply with this Order and that they are provided copies of the Government Printing and Binding Regulations. (2) Procure or provide composition, duplicating, copying, printing, and related services in-house or through GPO . regional printing procurement offices to meet program requirements. Printing may be performed in a DOE-authorized printing plant in accordance with Joint Committee on Printing guidance and regulations. Attachment VI-1 contains names and the locations of all DOE-authorized printing plants.

(3) Establish procedures and conduct periodic reviews to assure compliance with the provisions of this Order. Can ce led DOE 1340.lB 1-7-93 (4) Submit requests, through AD-24, for: VI-3 (a) Establishment or disestablishment of printing and duplicating plants. (b) Acquisition, transfer, or disposal of composition, printing, duplicating, binding, and auxiliary equip- ment as defined in the Joint Committee on Printing Regulations. This includes word processing/text editing systems which are coupled with photocomposition devices. (c) Deviations from the Joint Committee on Printing restrictions. (d) Strike-on composition equipment regardless of cost. (5) Designate a DOE or contractor official to determine and certify, prior to printing individual jobs, that the use of: (a) More than one color of ink fulfills a specific functional need. (b) Illustrations are functional and related entirely to the transaction of the public business. 3. COPYRIGHT RESTRICTIONS. a. Under the Copyright Laws (Title 17 U.S.C.), copyright owners are given certain exclusive rights in their works. Among these are the rights of reproduction. Infringement takes place when this right is violated by reproducing the work in whole or any sub- stantial part. Certain reproductions may be excepted from liability by the section of the law dealing with “fair use.” Reproduction for purposes of scholarship or research may come under this statutory protection, especially if the use is non- profit or noncommercial in nature. Any question concerning the reproduction of copyrighted material should be referred to patent counsel. b. To assist in prevention of copyright infringement by the Government or its employees, contractors, and others, a notice, as set forth below, should be posted In a prominent place on reproduction equipment in the possession and control of DOE and its contractors: NOTICE TO COPYING MACHINE USERS This machine is to be used solely for making copies of materials for official purposes only. Reproduction at Government expense of materials for personal use is p r o h i b i t e d . Can ce led VI-4 DOE 1340.lB 1-7-93 The U.S. Copyright Law (Title 17, U.S.C.) governs the making of photocopies of copyrighted material. The person using this equipment Is liable for any infringement. Any questions concerning the reproduction of copyrighted material should be referred to patent counsel. c. Notwithstanding the exclusive rights of the owners of copyrights, the law provides that under certain conditions it is not an infringement of copyright for a library or archives, or any library or archive employees acting within the scope of their employment, to reproduce or distribute not more than one copy or photorecord of a work, provided: (1) The reproduction or distribution is made without any purpose of direct or indirect commercial advantage. (2) The collections of the library or archives are open to the public or available not only to researchers affiliated with the library or archives, but also to other persons doing research in a specialized field. (3) The reproduction or distribution of the work includes a notice of copyright. d. The Copyright Office of the Library of Congress requires a specific notice, as set forth below, be used in order to qualify for the library or archive exception. The notice should be printed on heavy paper and in type at least 18 points in size and should be displayed prominently to any casual observer within the vicinity of the photocopy machine or the place where copy orders are taken:

NOTICE WARNING CONCERNING COPYRIGHT RESTRICTIONS The Copyright Law of the United States (Title 17, U.S.C.) governs the making of photocopies or other reproduction of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be “used for any purpose other than private study, scholarship, or research.” If a user makes a request for, or later uses, a photocopy or reproduction for pur- poses in excess of “fair use,” that user may be liable for copyright infringement. This organization reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law. Can ce led DOE 1340.1B 1-7-93 VI-5 e. Order forms used by the library or archive should contain a notice warning of copyright restrictions. This notice should be printed in a box on the order form and located adjacent to the space calling for the name or signature of the person using the form. 4. PROCEDURES AND GUIDELINES. a. Printing Obtained Through the Government Printing Office or a Re gional Printing Procurement Office. (1) (2) When a field element or a contractor requisitions printing from a Regional Printing Procurement Office it shall be in accordance with the procedures outlined in the GPO “Agency Procedural Handbook for Commercial Procurement of Printing Services.” All contractors should indicate on the requisi- tion that the work is being performed for the U.S. Department of Energy, as well as their own identification. Each requisition must carry a complete billing address. The locations and telephone numbers of the regional printing procurement offices are contained in Attachment VI-2. Term contracts may be requested from GPO or regional printing procurement offices by Headquarters, field ele- ments, and contractors by submitting a Standard Form 1 when: (a) categories of work fall outside the specifica- tions of the GPO/regional printing procurement office general purpose contracts, and/or (b) geographical location of a DOE element creates delays in obtaining satisfactory delivery. The GPO and regional printing procurement office should be requested to arrange for pickup and delivery at the originator’s site, or limit bidders to an appropriate geographical area and provide for direct contact between the printer and the requesting office. All billing and contract amendments must be made through GPO and the regional printing procurement office which serve as the contracting office. b. Printing Equipment Acquisitions and Disposals (1) Acquisitions. (a) Requests for acquisition of electronic and strike-on composition printing, duplicating, binding, and auxiliary equipment, with justification, shall be forwarded to AD-24 for approval and/or coordination with Joint Committee on Printing. The justification shall contain the make, model, and cost of the pro- posed equipment, if applicable; the make, model, con- dition, serial number, age, estimated cost, or value of equipment to be replaced; a detailed summary of all - Can ce led VI-6 DOE 1340.lB 1-7-93 (2) (3) (4) work to be performed, benefits to be derived, and explanation for rejection of the alternatives. If the request is for replacement equipment, give planned disposition of existing equipment.

1 Strike-on composition equipment for the purpose of this Order includes, but is not limited to, AM Varityper and IBM Selectric Composer regardless of cost. 2 Electrostatic copying equipment requiring AD-24 approval prior to acquisition includes, but is not limited to, Xerox 9200, Xerox 9400, Kodak lOOAF, Kodak 150AF, and IBM Copier III units when used in duplicating facilities. (b) All requests must contain a summary of discussions and/or correspondence with the appropriate regional printing procurement office on the feasibility of commercial procurement for those items to be produced on the proposed equipment. Disposals . Disposal of composition, printing, binding, duplicating, and auxiliary equipment shall be accomplished in accordance with the provisions of the DOE property man- agement regulations. In addition, for all columns 1 and 2 equipment which is removed from a printing plant, a Joint Committee on Printing Form No. 7, “Excess Equipment,” must be submitted to AD-24 for coordination with the Joint Committee on Printing. Exception: If the column 1 equip- ment is needed at another site, that office shall submit a request for transfer with justification to AD-24 for coor- dination with the Joint Committee on Printing. If the transfer is approved, no Joint Committee on Printing report is required. for Proposals for Printing Equipment. Approval must be obtained from AD-24 before a field element or contractor can issue a request for proposal for electronic composition, printing, duplicating, and related equipment. Collators. Acquisition of stand-alone power-operated collators for other-than-authorized printing plants shall be reported on Joint Committee on Printing Form No. 3, “Acqui- sition of Power-Operated Collators for-Use in Facilities Other Than Printing Plants, ” to AD-24 for coordination with Joint Committee on Printing. Disposition shall be accom- plished in accordance with the provisions of DOE property management regulations. Can ce led DOE 1340.lB 1-7-93 VI-7 (5) Establishment or Disestablishment of Printing Plants Request for authorization to establish or disestablish a printing plant shall be forwarded to AD-24 for review and submission to the Joint Committee on Printing. (a) For establishment of a new plant, identify: 1 Types and quantity of work to be procured commercially. 2 Types and quantity of work that are not procurable through the GPO/regional printing procurement office and reasons therefor. 3 Existing duplicating and copying equipment showing trade name, model number, serial number, size, condition, age, and estimated present value using Joint Committee on Printing Form No. 5, “Annual Plant Inventory.” 4 Additional equipment required, estimated cost, intended use, and benefits. (b) For disestablishment of an authorized plant, state reasons and provide an inventory of existing printing plant equipment on Joint Committee on Printing Form No. 5, indicate disposition plans for excess equip- ment, and justification for retention of equipment that is not declared excess. (6) Joint Committee on printing Reports shall be prepared as outlined in Title IV of the “Government Printing and Binding Regulations.” Copies shall be forwarded to AD-24 in time to assure receipt of a minimum of 2 weeks before the Joint Committee on Printing due date. c. Acquisitions Guidelines. (1) Headqua rters.

(a) Copying equipment shall be centralized, where possible, into copy centers. Requests with justi- fication for decentralized copiers shall be submitted on DOE F AD-H23, “Request for Copying Equipment," (see Attachment VI-3) to AD-60 for evaluation and appropriate action. (b) Copying requirements which exceed 600 total copies should be referred to the Printing Operations Branch . (AD-631) for reproduction. Can ce led VI-8 (2) Field Elements and Contractors (a) (b) (c) (d) (e) Copying equipment should be centralized into copy centers, where possible, based on program requirements and proximity to the nearest duplicating facility or in-house printing plant. A designated DOE or contractor official should review and approve or disapprove all requests for the acquis- ition of equipment to assure compliance with the provisions of this Order. In the selection of equipment, a comparison of various makes and models of equipment should be considered, as well as the use of offset duplicating. See Attachment VI-3 for suggested format for analyzing copying requirements. A lease-versus-purchase analysis should be conducted for the acquisition of all copying equipment with the following guidelines: 1 A 3-year time frame should be used in evaluating the payback period for all new equipment. 2 A 2-year time frame should be used for refurbished equipment. Reports. Each field element and contractor shall submit an annual report on copying activities to AD-24 by 11-15 for the preceding fiscal year. The report should contain the following: 1 Number of copiers beginning and ending of fiscal year, identifying number of leased and owned copiers. 2 Total copies reproduced on: a Leased equipment. b Owned equipment. 3 Total cost of (labor cost should not be included): a Leased equipment. k Owned equipment (maintenance). DOE 1340.1B 1 - 7 - 9 3 Can ce led DOE 1340.lB 1-7-93 VI-9 (and VI-10) 4 Total cost of supplies (i.e., paper, toner, developer). 5 Total cost per copy (including supplies) for: a Leased equipment (totals of subparagraph 3 a and 4 above (pro rate), divided by subparagraph 2 a above). b Owned equipment (totals of subparagraphs 3 a and 4 above (pro rate) divided by subparagraph 2 b above). 6 Number and total cost of copiers purchased during the preceding fiscal year. 7 Planned action to reduce copying costs during the next fiscal year. d. Fi eld Reviews. Management reviews shall be conducted covering printing and related activities to assure that the procedures and techniques being used are consistent with this Order. These reviews shall be conducted by AD-24 or field element staffs depending on the scope of review, normally on a 3-year cycle. A report shall be prepared of each review highlighting the major findings and recommendations, if any. Can ce led Can ce led DOE 1340.1B Attachment VI-1 1-7-93 Page VI-11 1. Schenectady Naval Reactors Office Knolls Atomic Power Laboratory Schenectady, NY 12301 2. Associated Universities, Inc. Brookhaven National Laboratory Upton, NY 11973 3. DOE Savannah River Field Office Aiken, SC 29808 4. Office of Scientific and Technical Information Oak Ridge, TN 37830 5. Martin Marietta Energy Systems Nuclear Division, ORGDP (K-25) Oak Ridge, TN 37831 6. University of Chicago Argonne National Laboratory Argonne, IL 60439 7. EG&G Mound Miamisburg, OH 45343 8. Martin Marietta Energy Systems Piketon, OH 45661 9. EG&G Rocky Flats Golden, CO 80402.

10. Los Alamos National Laboratory Los Alamos, NM 87545 11. Sandia National Laboratories Albuquerque, NM 87185 DOE AUTHORIZED PRINTING PLANTS BY FEDERAL REGIONS Region 2 Region 4 Region 5 Region 8 Can ce led Attachment VI-1 Page VI-12 12. University of California Lawrence Berkeley Laboratory Berkeley, CA 94720 13. University of California Lawrence Livermore National Laboratory Livermore, CA 94551 14. Reynolds Electrical & Engineering Co., Inc. Mercury, NV 89023 15. EG&G Idaho, Inc. Idaho Falls, ID 83415 16. Bonneville Power Administration Portland, OR 97232 17. Westinghouse Hanford Operation Richland, WA 99352 DOE 1340.1B 1 - 7 - 9 3 Can ce led DOE 1340.lB 1-7-93 Attachment VI-2 Page VI-13 REGIONAL PRINTING PROCUREMENT OFFICES Atlanta Printing Procurement Office R. B. Russell FOB, Room 788 75 Spring Street, SW Atlanta, GA 30303 (404) 331-5198 Boston Printing Procurement Office Room 1400 John W. McCormack Post Office and Court House Post Office Square Boston, MA 02109 (617) 720-3680 Chicago Printing Procurement Office Room 1051 610 South Canal Street Chicago, IL 60607 Columbus Printing Procurement Office Room 34, Federal Office Building 200 North High Street Columbus, OH 43215 Dallas Printing Procurement Office Room 3BI 110 Commerce Street Dallas, TX 75242 Denver Printing Procurement Office Building 53, Room H-1OO4 Denver Federal Center Denver, CO 80225 Hampton Printing Procurement Office Building 720B Langley Air Force Base, VA 23665 Los Angeles Printing Procurement Office Room 2E26, Federal Office Building 15000 Aviation Boulevard Lawndale, CA 90261 New York Printing Procurement Office 7th Floor 201 Varick Street New York, NY 10014 (312) 353-3916 (614) 488-4616 (214) 767-0451 (303) 236-5292 (804) 873-2800 (213) 982-1130” (212) 620-3321 Can ce led Attachment VI-2 Page VI-14 Philadelphia Printing Procurement Office Suite 306, 3rd Floor 8001 Roosevelt Boulevard Philadelphia, PA 19152 San Francisco Printing Procurement Office 620 Folsom Street San Francisco, CA 94107 St. Louis Printing Procurement Office Room 1466 210 North Tucker Boulevard St. Louis, MO 63101 Seattle Printing Procurement Office 4735 East Marginal Way South Seattle, WA 98134 DOE 1340.lB 1-7-93 (215) 364-6465 (415) 677-0340 (314) 241-0349 (206) 764-3726 Can ce led DOE 1340.18 1-7-93 Attachment VI-3 Page VI-15 REQUEST FOR COPYING EQUIPMENT DOE Form Ao.l+?l(1.78) DEPARTMENT OF ENERGY REQUEST FOR COPYING EQUIPMENT [Headquarters) PART l - To Be Completed by Requesting Office ATE Can ce led Attachment VI-3 Page VI-16 DOE 1340.lB 1-7-93 INSTRUCTIONS FOR PART II, ENERGY EFFICIENCY (For use of Office of Administrative Services) To calculate energy consumption for each equipment type: 1. 2. 3. 4 . 5. Divide column (b) by column (f) to obtain estimated operating hours (monthly). Estimated operating hours times column (e) divided by 1000 equals operating kilowatt hours (post in column (h)). 178.5 (21 days times 8.5 hours) less estimated operating hours equals estimated standby hours. Estimated standby hours times column (d) divided by 1000 equals slandby kilowatt hours (post in column (g)). Total columns (g) and (h). Can ce led DOE 1340.lB 1-7-93 VII-1 CHAPTER VII RESPONSIBILI TIES AND AUTHORITIES PUBLICATIONS REGISTRY. DISTRIBUTION. AND INVENTORY MANAGEMENT 10 DIRECTOR OF PUBLIC AFFAIRS. a. Assures proper review of public communications publications in accordance with this Order prior to entry in the Document Registry System.

b. Develops distribution plans for public communications publications items. c. Reviews and approves all bulk distribution requests for public communications publications items. d. Coordinates with AD-21 requests and approval for reprinting of public communications publications for inventory purposes, verification of current inventory, demands and space to assure sufficient inventory supply as necessary. 2. DIRECTOR OF ADMINISTRATION AND MANAGEMENT. a. Establishes and administers policies and procedures for managing the inventory and distribution of publications. b. Through AD-21, maintains and manages a central registry and archive of all publications, except forms, directives, internal announcements, and similar documents. (1) (2) (3) (4) Develops and manages the operation of systems for initial and information needs of the public, private sectors, and specialized audiences. Plans, develops, and operates a system for responding to the information needs of the public, private sectors, and specialized audiences. Provides advice and assistance, in collaboration with PA-1, to Headquarters and field elements regarding distribution patterns and outlets for public communications publications. Provides inventory and stock control management for all publications except forms, directives, internal announcements, and similar documents. Can ce led VII-2 3. DOE 1340.lB 1-7-93 (5) Establishes and approves publication identification numbering systems for scientific, technical, and engineering publications; public communications publications; and other information products under registry and inventory management and control. (6) Develops and administers an annual updating system for standard distribution categories that includes verification of address and continuing need for publications. c. Through the Director o . f Administrative Services. (1) Establishes and maintains the procedures for initial distribution of Headquarters-originated publications. (2) Provides information required for the registry, distribution, and inventory systems to AD-21. (3) Forwards balance of publications to AD-21 following initial distribution. (4) Is responsible for distribution and inventory of Headquarters-originated administrative documents (directives, internal announcements, and similar documents). HEADS OF DEPARTMENTA L ELEMENTS. a. Assure that performing organizations under their program management and/or administrative jurisdiction direct publications to proper sources for program support. (1) (2) (3) (4) All proposed public communications publications are reviewed by PA-1 before printing or initial distribution (see Chapter III, page III-3, paragraph 3). All scientific, technical, and engineering publications are sent to AD-21 for initial and secondary distribution. (AD-60 will assure for Headquarters). All requests for secondary distribution of both public communications and scientific, technical, and engineering publications are sent to AD-21. All information required for the registry, distribution, and inventory systems is sent to AD-21. (AD-60 will assure for Headquarters.) b. Develop, in collaboration with AD-21, and operate distribution systems unique to their activities. . Can ce led