Subject: Publication Printing
Purpose: Prescribes requirements and responsibilities for the Bureau of Reclamation Publications Printing Program.
Authority: Departmental Manual 314 DM.
Contact: Property and Office Services Division, D-7900
A. Technical Publications . Technical publications include manuals, reports, statistical material, monographs, training courses, books, booklets, and brochures containing technical information in such fields as engineering, design, construction, planning, operation, maintenance, and research.
B. Non-technical Publications. Non-technical and consumer-oriented publications include folders, flyers, broadsides, circulars, pamphlets, annual reports, newsletters, books, brochures, fact sheets, recreation maps, posters, and similar publications, whose primary purpose is public information.
C. Administrative Publications . Administrative publications include such documents as telephone directories, warehouse catalogs, personnel manuals, newsletters, and other such documents required for the efficient management of Reclamation offices.
A. Technical Publications. Reclamation shall maintain a technical publications program, which specializes in, but is not limited to, engineering sciences, and is an informational vehicle by which Reclamation specialists convey new or revised data to other scientists working in the same or related fields and to the general public.
B. Non-technical Publications. It is essential that the Public Affairs Group, Commissioner’s Office, W-1540, and each appropriate Regional Public Affairs Office are familiar with those publications currently available, in preparation, or no longer available.
C. Administrative Publications . The Property and Office Services, D-7900, will prepare and issue a Reclamation Office Directory semiannually. It will include the Commissioner's Office (both Washington and Denver), regional offices, area offices, and major field offices. The directory will list the official in charge, his/her title, office telephone number, fax number, street, and mailing address.
A. Reclamation form 7-2525, Publications Approval Request, will be initiated by any individual or office developing a publication, whether produced by Reclamation personnel or for Reclamation by a contractor. The form includes information about the intended audience for the publication; an explanation of why a publication was chosen as the correct communications vehicle for that audience; specific distribution plans; the publication’s estimated life; future funding availability for reprints, if required; and plan for making the publication available on the Internet.
B. Form 7-2525 will be initiated after the text for a publication has been drafted, proposed photographs and graphics have been selected, and preliminary design has been completed.
C. All new Reclamation publications (except as noted in 8 below) must receive print approval before they are produced.
D. All publications that are more than 3 years old, and have already been reprinted once within 3 years of their initial approval date, must also receive print approval before they are produced again.
E. All publications with substantive design or text revisions from their original version must be approved before they can be re-printed.
F. All publications, (except as noted in 8 below) must be approved at the appropriate level before final writing/editing, design and printing of the publication can be accomplished.
G. The signatory process is specified in form 7-2525, Section C.
H. Once the individual or office initiating the Request for Approval receives a signed form 7-2525, that individual or office will:
(1) preserve and maintain a copy of the signed form for future reference and to fulfill any requests for reports;
(2) complete final writing, editing and design of the publication; and
(3) furnish the publication and a copy of the signed form 7-2525 to the office that will print it.
I. Originators of publications will carefully consider the target audience, method of sales (Superintendent of Documents and National Technical Information Service), and distribution as part of the initial planning for a publication. The normal initial printing should include the planned distribution amount plus enough additional copies to fill expected requests for three years. Originators and managers should carefully consider the long-term fiscal consequences of creating a product for which there will be a continuing demand.
J. After the publication is printed, the printing staff will send one copy of each signed form 7-2525, three copies of each finished product, and a copy of the printing request (SF-1 or GPO-2511) to the appropriate Regional Public Affairs Officer and to the Publications Management Officer (PMO), D-7921; except those publications listed in Section 8 below. The printing staff will also send one copy of each signed form 7-2525 and one copy of each finished product to the Commissioner’s Office Public Affairs Group, Attention W-1540, for information and for responding to public inquiries.
K. Some publications are to be kept as permanent files, while others may be disposed of. For information on the correct management of Reclamation publications that are no longer in circulation, or that are being updated/changed, please refer to the Reclamation Information and Management Handbook, Volume II, Records Retention Schedules. Class Codes PIO-1.10 and 8.00, RES 2.00, and PRJ-2.00 provide guidance on proper publications retention or disposal.
(1) All publications produced by or for Reclamation must include identifying text. “Identifying text” simply identifies the agency and, as appropriate, the office that produced the publication. The Visual Identity Online Manual provides guidance on where identifying text may be placed in various types of publications. Identifying text must be used in the manner prescribed in 314 DM 3.1 and 3.2.
(a) The Department will be referred to as "United States Department of the Interior" or "U.S. Department of the Interior."
(b) Reclamation will be referred to as "Bureau of Reclamation." The terminology "U.S. Bureau of Reclamation” or “United States Bureau of Reclamation” is not correct and use of this terminology is prohibited.
(2) Identifying text on all internal publications (e.g., Standard Operating Procedures, Continuity of Operations Plans, phone directories, newsletters, etc.) must also include the name of the office that produced the publication. Refer to the Visual Identity Online Manual for guidance on using office identification.
(3) In body text, Reclamation will be referred to as the “Bureau of Reclamation” on initial usage in all internal and external publications and as “Reclamation” in all subsequent usages within the same publication. “Bureau” also may be used, but “Reclamation” is preferred. The terms “U.S. Bureau of Reclamation” or “United States Bureau of Reclamation” and the abbreviations “BOR” and “USBR” are incorrect, and use of these terms and abbreviations is prohibited. When necessary, “BR” will be used as an abbreviation in Bureau of Reclamation tables and in publications produced by Reclamation. The Department of the Interior may be referred to as “Interior” or “Department” in body text in Reclamation publications after initial use of the full name, as described in 6A(1)(a) above.
B. Department Mission Statement. Offices are encouraged to include the Department mission statement in their publications as prescribed in 314 DM 3.3D.
C. Reclamation Mission Statement.
(1) The Reclamation mission statement is: “The mission of the Bureau of Reclamation is to manage, develop, and protect water and related resources in an environmentally and economically sound manner in the interest of the American public.”
(2) If the Department mission statement is used, the Reclamation mission statement must be used, unless the document is strictly a Departmental publication.
(3) Reclamation's mission statement can be used without the Department's mission statement.
(4) If the mission statement is not used, it may be appropriate to state, parenthetically, that Reclamation is part of the U.S. Department of the Interior, depending on the type of publication or the other design elements included in the publication.
(5) If the office authorizing the publication has concerns about whether or not to use the Department’s mission statement in concert with Reclamation’s mission statement, that office should seek guidance from the Regional Public Affairs Officer, the Chief, Public Affairs, or the Department’s Office of Communications on a case-by-case basis.
D. Publication Date . The date of publication (month and year, or year only) will be included.
E. Metric Requirement. Metric measurements are not required in publications aimed at the general public, but they can be added parenthetically after English-American measurements if the author feels it is appropriate to use them. For example, publications that may be used by non-English speaking audiences should use dual dimensions. If dual dimensions are used in general information publications, the English unit should be used first, followed by the metric equivalent in parentheses. If not otherwise mandated, the use of metric measurements in all new and revised scientific, engineering and other technical publications, manuals, reports, specifications, etc., is appropriate if the readership can be reasonably expected to understand the metric system. All dual dimensions in publications in these categories will be expressed with the metric units first and the inch-pound units second, shown in parentheses (metric/inch-pound), or, if appropriate, may be shown in metric exclusively.
F. Publication Revisions. Include a notation that the publication is a revised or corrected edition, if such is the case.
G. Use of Official Seals.
(1) While use of Department and Reclamation seals is optional, according to the Departmental Manual, when used in publications or any other printed matter, seals must be used as prescribed in 314 DM 3.3 and the Visual Identity Online Manual.
(2) If the Reclamation seal is used, there is only one official version, and that version must be used by all Reclamation Offices. The use of any other seal or graphic to identify a specific office, division, service, organization, or program is prohibited. The official seal may not be altered in any way, including the addition, deletion or any change of wording. Guidelines on use of the seal can be found in the Visual Identity Online Manual, which is on Reclamation’s Intranet page at http://intra.usbr.gov/vip.
H. Accessibility and Availability to Public. Printed materials should be readily accessible to all publics, and be compliant with accessibility standards. These standards and guidelines are available at www.access-board.gov.
A. The Department of the Interior's Office of Communications, through the Assistant Secretary for Water and Science, must review and approve all publications that contain a Secretarial message, signature, or Departmental policy considerations.
B. The PMO has technical printing approval for publications of a Reclamation-wide nature and all those costing $35,000 or more in total production (including typesetting, graphics, and printing) and distribution costs. After technical printing approval, the publication package will be forwarded to the Chief, Public Affairs Group, Commissioner's Office, for content review and final printing approval. A completed form 7-2525, Publications Approval Request must accompany the approval request.
C. Commissioner's Office Directors (both Washington and Denver) and Regional Directors or their designee (Public Affairs Officers) are authorized to approve publication of all items not containing a Secretarial message and not Reclamation-wide in nature, that are printed in one or more colors of ink, including four-color process, and cost less than $35,000 in total production and distribution costs.
D. Area managers are authorized to approve the publication of fact sheets, posters, flyers, site specific brochures, and newsletters for public involvement studies, along with other publications that are purely local in content, are printed in one or two colors of ink, and do not exceed $7,500 in total production and distribution costs.
A. Draft and final environmental impact statements, environmental assessments, and findings of no significant impact, Biological Assessments, Safety of Dams reports, Records of Decision, etc.
B. Technical/scientific/statistical publications.
C. Employee newsletters (if more than 10 percent of the newsletters are for external distribution, the approval process must be followed).
D. Construction and supply specifications.
E. Administrative materials produced solely for internal use (e.g., office telephone books, training manuals, etc.).
F. Planning reports.
G. Covers, charts and maps, even if printed in more than one color.
A. Offices ordering printing through the Government Printing Office Regional Printing and Procurement Offices (GPO-RPPO's) should submit their requisitions through their local Publications Liaison Officer or the PMO located in Denver.
B. Specific procedures for ordering printing through the GPO-RPPO's are outlined in 314 DM 2.
Supersedes (153) 2/12/02