Number: 

DAO 206-6

Effective Date:

1993-07-02

SECTION l. PURPOSE.

.01 This Order prescribes standards and guidelines for the management and acquisition of copying equipment throughout the Department of Commerce.

.02 This revision is a general update of the Order, and changes the authority to approve copy equipment with rated speeds of less than 45 copies per minute to rated speeds up to and including 60 copies per minute, accordingly text change highlighting prescribed by DAO 200-3 does not apply.

SECTION 2. SCOPE.

The provisions of this Order apply to all Departmental offices and operating units ("organizational units"), and to all existing or proposed uses of copying equipment.

SECTION 3.  AUTHORITY.

.01 This Order does not limit or supersede the authority or responsibility of the Government Printing Office under chapters1 through 19 of title 44 u.s.c., or the Government Printing and Binding Regulations as published by the Joint Committee on Printing.

.02 The Administrator of NOAA is delegated the authority to provide for the copy equipment needs of those organizational units which NOAA services in the field through the Administrative Support Centers.

SECTION 4. DEFINLTIONS.

.01 For purposes of this Order, copying equipment is a copier/duplicator providing the administrative copying requirements and controlled by the Copy Manager to ensure that the work does not exceed 5,000 copies of any one page or the total of 25,000 copies in the aggregate of multiple pages. Work exceeding these limits is considered printing and shall not be done without prior approval of the Director, Office of Administrative Operations. Copiers habitually used as printing equipment will be removed and replaced with smaller and slower equipment.

.02 For purposes of this Order, Copy Management refers to policies and procedures designed to ensure the efficient and economical

creation of necessary paper copies and the efficient use of copier equipment.

SECTION 5   RESPONSIBILITIES.

.01 The Office of Administrative Operations shall exercise overall responsibility for:

a. Establishing a copy management program for the Department;

b. Maintaining a Departmental Copy Management unit to coordinate and oversee implementation of this program throughout the Department;

c. Designating a Departmental Copy Manager;

d. Reviewing annually individual Copy Management Plans for organizational units as outlined in Section 7. of this Order;

e. Approving requests from organizational units for the acquisition of copying equipment as specified in Section a. of this Order;

f. Reviewing organizational unit annual copier cost and volume reports to ensure that unit programs are being conducted efficiently;

g. Managing and operating a centralized complex of copiers in the Herbert c. Hoover Building (HCHB); and

h. Conducting periodic reviews and on-site evaluations of organizational unit copy management programs.

.02 Each organizational unit and Administrative Support Center shall designate a copy Manager, and notify the Office of Administrative Operations of the name, title, office address, and telephone number of this person. The Departmental Copy Manager also serves as the Copy Manager for the Office of the Secretary.

.03 Copy Managers shall:

a. Serve as their organizational unit/Administrative Support Center's liaison with the Departmental Copy Manager in all matters pertaining to the copy management program;

b. Assure that Departmental copy management policy is implemented within their respective unit;

c. Submit annually to the Office of Administrative Operations a Copy Management Plan for their respective unit as specified in Section 7. of this Order;

d. Approve or deny requests from within their area of responsibility to acquire copying equipment, or evaluate and forward acquisition requests to the Office of Administrative Operations for a final decision, as specified in Section a. of this Order;

e. Obtain copier cost and volume data for all copying equipment within their organizational unit as specified in paragraph 6.07 of this Order, and submit a report incorporating this information to the Office of Administrative Operations within 60 days of the end of the fiscal year for which the data are collected; and

f. Assure that meter readings for all dedicated self-service copying machines in their organizational units (in the HCHB only) are reported to the Office of Administrative Operations no later than the 20th of each month.

SECTION 6. COPY MANAGEMENT POLICY.

.01 An organizational unit shall not relocate any copying equipment without the approval of the unit copy Manager.

.02 Any copying equipment acquired by an organizational unit shall be acquired in accordance with Section 8. of this Order.

.03 All copying equipment shall be shared with other Commerce organizational units to the maximum extent practicable.

.04 The total number of copying machines shall be limited to those required to provide necessary copying service. Depending on the factors applicable to a particular work complex, a copy center may be most efficient when balanced against the direct costs that are involved when employees must travel considerable distances and frequently wait at copiers, or are forced to use copiers that may not be suited to their general copying requirements.

.05 Organizational unit Copy Managers shall ensure that copying equipment is used in conformance with operating characteristics and limitations. Equipment used in excess of rated capacity is likely to suffer frequent breakdowns, while equipment used at levels significantly below rated capacity is not economical.

.06 The Office of Administrative Operations may arrange, at its own initiative or in conjunction with Copy Managers, as conditions and workloads change, to replace copying equipment, consolidate placements, establish new copy centers, or make other changes in the Department's system of copy centers that will provide for more economical or efficient service.

.07 All organizational units shall establish a method to collect  and maintain cost and volume data on all of their copying equipment in use. Cost and volume figures for all equipment, broken down on a monthly basis, shall be reported annually to the Office of Administrative Operations through designated unit Copy Managers within 60 days of the end of the fiscal year for which the data are collected.

SECTION 7. COPY MANAGEMENT PLAN.

.01 Each Copy Manager shall submit to the Office of Administrative Operations on September 1 of each year an annual Copy Management Plan for their organizational unit for the coming year. This plan shall consist of:

a. An inventory of all copying equipment specifying the make, model, and serial number of the equipment, type of procurement (rented, owned), installation date, machine location, organizations served, and whether the equipment is assigned an operator (full or part time) or restricted in use in any way; and

b. Any anticipated or planned changes in copying requirements or copying equipment for the coming fiscal year.

.02 The Office of Administrative Operations will review each plan and return it with any comments to the organizational unit within 30 days for implementation.

SECTION 8. COPYING EQUIPMENT ACQUISITION.

.01 Copying equipment shall not be acquired either by purchase, rental, or transfer by any commerce organizational unit unless properly approved by the organizational unit Copy Manager or the Departmental Copy Manager.

.02 In locations other than the HCHB, Copy Managers shall evaluate and approve or disapprove requests to acquire non-color copying equipment with rated speeds of 60 copies per minute or less. A copy of the approved request shall be forwarded along with the written justification (see paragraph .05 of this section) to the Office of Administrative Operations within 10 days after approval.

.03 Requests for non-color copying equipment with rated speeds of greater than 60 copies per minute, and for color copiers of any speed, shall be forwarded by the Copy Managers to the Office of Administrative Operations.

.04 All requests for copy equipment of any speed to be located within the HCHB shall be forwarded to the Departmental Copy Manager. Requests should be submitted only for areas that cannot be adequately serviced by a centralized copy center.

.05 All requests for the acquisition of copying equipment, whether to be decided upon by the operating unit Copy Manager or the Office of Administrative Operations, shall be supported by a written justification. This statement will include the following information:

a. The name of the organizational unit that will rent or purchase the equipment and be responsible for funding the equipment's operation;

b. The make, model, accessories (document feeder, collator, reduction, enlargement, etc.), rental cost or purchase price, and maintenance cost of the equipment selected;

c. Proposed equipment location (address, including building and room number);

d. Proposed environment: single office use, multi-office use, copy center staffed or self-service;

e. Requirements that warrant a change in the present copying procedures;

f. Estimated total monthly copies to be produced and the basis used to determine that volume;

g.     A brief analysis including cost of at least two other copiers considered but not selected; and

h. Proposed disposition of equipment to be replaced (if applicable).

SECTION 9 EFFECT ON ORDERS.

This Order supersedes Department Administrative Order 206-6, dated July 25, 1984, as amended.

Signed by: Chief Financial Officer and Assistant Secretary for Administration

Office of Primary Interest: Office of Administrative Operations