ADS Chapter 512: Agency Printing and Graphics Services

Effective Date: 07/10/2013, this chapter implements Executive Orders 13514 and 13589, which require federal agencies to reduce energy consumption and solid waste generation, and to perform printing and other services in the most efficient and cost-effective manner. The Agency Printing Officer, in the Office of Management Services, Headquarters Management Division (MS/HMD), promotes environmentally-friendly and efficient printing practices and determines the most suitable and cost-effective means for completing printing, binding, and duplication services provided by the USAID/W printing facility. The Bureau for Management, Office of Management Services, Headquarters Management Division (M/MS/HMD) provides printing, binding, reproduction, and graphic services to USAID/W and, upon request, to overseas Missions. USAID policy requires the production or procurement of quality publication, printing, and graphic services at the lowest cost consistent with the purpose, nature, and urgency of the work to be performed. The Agency Printing Officer will select printing, graphics, and duplicating services based upon the best quality, cost, and time of delivery. USAID employees are encouraged to limit the publication and printing of hard copy documents and instead provide this information electronically, where practicable, permitted by law, and consistent with applicable records retention requirements. To request printing services, the requestor must submit a request in one of the following ways: by sending an email to Charles Rebhorn or Mary Hallman with Form AID 5-18 and the PDF print-ready formatted file as attachments, or by hand-carrying a hard copy of Form AID 5-18 and the Print Ready File on a CD to the Printing Facility located in room B2.6A at the Ronald Reagan Building (RRB). The Agency Printing Officer will complete an SF-1, Printing and Binding Requisition for requests that will be performed through an external vendor. Network and desktop printing practices are also governed by this chapter. All network and desktop printers capable of printing in duplex mode must be configured to print in duplex mode as the default. Color printing must only be used when necessary, and initial versions of documents must be printed in black and white to reduce the use of color ink. Employees are encouraged to use measures to reduce paper and ink use, such as reducing margin sizes, reducing line spacing, and reducing font size. The procurement of printing devices is also subject to certain standards. Devices must meet the following standards when replacing current devices: they must be Energy Star compliant, the most energy-efficient devices in their respective volume bands, able to use environmentally-friendly remanufactured toner and unique package-free toner, manufactured with a high percentage of recycled content, and capable of printing on 100% recycled- and 50% post-consumer content paper.