TABLE OF CONTENTS
| Topics | Sections |
| OVERVIEW | 2.1 What is the purpose of this chapter? 2.2 What is the scope of the Reprographic Equipment Management Program (REMP)? 2.3 What terms do you need to know to understand this chapter? 2.4What are the authorities for this chapter? |
| REQUIREMENTS FOR ACQUISITION AND DISPOSAL | 2.5 What is the Service’s policy for managing reprographic equipment? 2.6 How do employees make requests to purchase reprographic equipment, and who approves the requests? 2.7 What are the exceptions to the Service policy that limits desktop printers? 2.8 What are the restrictions for copying materials? 2.9 What is the process for disposal of reprographic equipment? |
| RESPONSIBILITIES | 2.10 Who is responsible for the REMP? |
OVERVIEW
2.1 What is the purpose of this chapter? This chapter establishes the U.S. Fish and Wildlife Service (Service) Office of Communications Reprographic Equipment Management Program (REMP) policy to manage the use, acquisition, and inventory of this equipment throughout the Service. The Office of Communications (OC) manages the REMP in coordination with the Information Resources and Technology Management (IRTM) program and the Joint Administrative Operations (JAO) organization.
2.2 What is the scope of the REMP?
A. The REMP includes the use, inventory, and acquisition of the following:
(1) Digital duplicating equipment;
(2) Plotters;
(3) Automatic copy-processing; and
(4) Copier-duplicating machines, including multifunctional black/color devices and desktop printers.
B. This chapter does not cover printing large numbers of publications or other types of specialty printing. See 121 FW 1, Purpose, Policy, and Responsibilities for Printing, for more information.
2.3 What terms do you need to know to understand this chapter?
A. Copy center. Contractor-operated and Government-managed facilities capable of copying large volumes.
B. Desktop printer. Any device directly connected to a single personal computer or laptop that prints documents or similar material. Many printers have other functions, such as scanning.
C. Government Publishing Office (GPO) and GPO Regional Printing Procurement Offices (GPO-RPPO). The Federal Government’s centralized resources for publishing all types of printed material. They are responsible for designing, printing, and distributing information products, and contracting with printing agencies throughout the Nation.
D. Network printer. Any printer that connects to a site’s local area network.
E. Reprographics. Reproducing and duplicating visual materials such as documents, drawings, images, designs, and the like through any process that uses light, optics, or any photographic means. The term also refers to reproducing materials by photocopying or using other printing methods.
2.4 What are the authorities for this chapter?
A. Federal Acquisition Regulation (FAR), Agency Acquisition Regulations (48 CFR Subpart 1.3).
B. Federal Information Technology Acquisition Reform Act, which is part of the Carl Levin and Howard P. “Buck” McKeon National Defense Authorization Act for Fiscal Year 2015 (Public Law 113-291).
C. Government Printing and Binding Regulations, Joint Committee on Printing, U.S. Congress, February 1990, No. 26.
D. Paperwork Reduction Act (44 U.S.C. 3501).
E. Public Printing and Documents (44 U.S.C. chapters 1 through 19).
F. 314 Department of the Interior (Department) Manual (DM) 9, Reprographics Management.
G. 410 DM 2, Limited Personal Use of Government Office Equipment and Library Collections.
REQUIREMENTS FOR ACQUISITION AND DISPOSAL
2.5 What is the Service’s policy for managing reprographic equipment? The OC collaborates with IRTM leadership to:
A. Acquire and review reprographic equipment from approved vendors and proper acquisition channels.
B. Manage and use reprographic equipment in the most cost-effective manner such as:
(1) Using Department- or Service-approved copy centers for high volume printing;
(2) Enforcing use of multifunctional reprographic equipment within a network and central operation environment; and
(3) Reducing, limiting, or eliminating the use ofsingle-user desktop printers.
C. Support the transition to electronic records in accordance with M-23-07, Update to Transition to Electronic Records.
2.6 How do employees make requests to purchase reprographic equipment, and who approves the requests?
A. Employees must use the Information Technology Purchase Approval (ITPA) application (app) to make acquisition requests (i.e., purchase, rent, lease, or cost-per-copy) for reprographic equipment.
B. The requests must be approved by the Reprographic Program Manager (RPM) in OC through the ITPA process. These purchases are also subject to IRTM review to ensure established standards and technical acceptability are met.
2.7 What are the exceptions to the Service policy that limits desktop printers? The RPM may only approve a desktop printer for:
A. An office with three or fewer employees or an office that cannot support a network printer (e.g., no Departmental network); and
B. Remote workers with a demonstrated business need (supported by a legal or regulatory requirement and approved through the ITPA process) to print hard copy documents and who:
(1) Demonstrate that they cannot conduct their work entirely electronically, and
(2) Have a file plan in place that has been approved by the Records and Information Management (RIM) program and have the ability to secure Federal records. The RIM program has an approved file plan template. Employees can reach out to their assigned RIM Specialist for further guidance, information, and assistance.
2.8 What are the restrictions for copying materials? Employees must not:
A. Use reprographic equipment as a substitute for:
(1) The services of the GPO in the Washington, D.C. metropolitan area;
(2) The GPO-RPPOs; or
(3) Other authorized Federal sources in other offices.
B. Incorporate copyrighted material in any Service publication without the copyright owner’s written consent. Use of copyrighted material must not in any way adversely affect the owner's rights. If a copyright owner refuses a request for free use, we may purchase the copyrighted material.
2.9 What is the process for disposal of reprographic equipment? When reprographic equipment has either reached the end of its lifecycle or is no longer needed, an office must:
A. Coordinate with IRTM and the JAO Personal Property team to determine the proper disposal process for the reprographic equipment; or
B. Initiate a reprographic equipment transfer with an office that will benefit from the equipment. Contact the JAO Personal Property team or IRTM for additional assistance and carbon copy “cc” the RPM.
RESPONSIBILITIES
2.10 Who is responsible for the REMP? See Table 2-1.
Table 2-1: Reprographic Equipment Management Program (REMP) Responsibilities
| These employees... | Are responsible for... |
| A. The Director | Approving or declining to approve Servicewide policy, including that for printing and publishing. |
| B. Assistant Director – Office of Communications (OC) | Ensuring effective policies are in place and aligned with Federal and Departmental regulations regarding reprographic equipment. |
| C. Associate Chief Information Officer (ACIO) (i.e., the Assistant Director – IRTM) | (1) Providing the standards for reprographic equipment, (2) Putting processes in place to review and approve the acquisition of reprographic equipment, and (3) Cooperating with the JAO Personal Property team to provide proper reprographic disposal procedures (see section 2.9). |
| D. Chief, Division of Marketing Communications (within the OC) | (1) Ensuring adherence to reprographic policies, (2) Overseeing the Service Publication Officer’s responsibilities, and (3) Collaborating with the Chief of IRTM’s Division of Policy and Planning regarding updates to guidance for acquiring and dispositioning reprographic equipment. |
| E. Chief, IRTM Division of Policy and Planning, through the Governance, Policy, and Standards Branch, Standards team | (1) Collaborating with the OC on reprographic equipment acquisition, management, and use policy; (2) Providing IRTM oversight and guidance for acquiring and disposing of reprographic equipment; (3) Reviewing ITPA requests and working with the RPM to determine if the requests should be approved; (4) Ensuring valid justifications for desktop printers are attached to ITPA requests; and (a) Analyzing current reprographic equipment based on user requirements and determining the most economical method of acquisition; and (b) Ensuring Service requirements, such as collating, reduction/enlargement, duplexing, and scanning are considered when buying and renting equipment. |
| F. Service Publication Officer (within the OC) | (1) Serving as the main contact for the RPM, (2) Updating this policy as necessary, and (3) Designating the RPM. |
| G. JAO Personal Property team and Contracting Officers | (1) Coordinating with the RPM when planning for the acquisition of reprographic equipment, (2) Acquiring reprographic equipment once the appropriate documentation and approvals are in place, (3) Ensuring offices and employees complete any appropriate property documentation and records for newly acquired reprographic equipment, and (4) Working with offices to properly dispose of reprographic equipment (see section 2.9). |
| H. Reprographic Program Manager (RPM) (within the OC) | (1) Approving the purchase of new reprographic equipment submitted through the ITPA, in coordination with IRTM (see section 2.6B); (2) Assisting offices with acquiring reprographic equipment; (3) Maintaining an up-to-date inventory of reprographic equipment; (4) Working with the Service Publication Officer to update this policy, as necessary; and (5) Staying up to date on all matters pertaining to reprographic equipment as required by Federal law and Departmental policies, such as 314 DM 9. |
| I. Employees | In the most cost-effective manner, following proper use and disposal guidance in alignment with Federal law, Departmental and Service policies, and user manuals. |