HHS Policy on Printing and Publications

4.1 General

It is the Department’s policy that printing and publication of hard copy materials be consistent with HHS missions, objectives and existing policies; represent the efficient and effective use of taxpayer funds; and withstand public scrutiny, while not creating barriers for the public in obtaining our information.  Information should now be presumed to be provided in an electronic form, whenever practicable, permitted by law, and consistent with applicable records and retention requirements.  OPDIVs and STAFFDIVs should therefore limit the publication and printing of hard copy documents for internal and external use.  This policy is in addition to existing statutory and regulatory requirements for Printing and Publications.

4.2 Policy on General Printing, Copying, or Scanning for Internal Use

Regarding the general printing, copying, and scanning of routine documents, HHS personnel are expected to use sustainable practices to meet their needs, such as:

• double-sided printing;
• black and white printing vs. color;
• use of ‘draft’ quality rather than ‘high’ quality printing;
• use of sleep mode when printers and copies are not in use
• use of toner-efficient fonts;
• narrow margins on network printers; and
• limit use of desktop printers and shift to network printers unless an exception is granted.

4.3 Use of Strategic Sourcing Acquisition Vehicles

The acquisition vehicles developed for Print Management under OMB’s Federal Strategic Sourcing Initiative (FSSI) (http://www.gsa.gov/portal/content/111983) and the NIH Government Wide Acquisition Contract for Electronic Computer Store III (ECS III) should be utilized when acquiring printing and copy devices and services. If acquiring printers, copiers and multi-functional devices without using the FSSI Print Management Blanket Purchase Agreements (BPAs) or the NIH ECS III, the approval document must detail why using another acquisition approach represents a lower total cost of ownership over the FSSI BPAs or the NIH ECS III.

4.4 Implementation Requirements

OPDIVs and STAFFDIVs shall implement internal policies and practices to ensure consistency across their organizations regarding the documentation and approval of requests to support printing and publication items.

4.5 Additional Information

Questions regarding this policy may be addressed to Angela Billups, Associate Deputy Assistant Secretary for Acquisition, at Angela.Billups@hhs.gov.

See also:

• HHS Policy on Promoting Efficient Spending (June 7, 2012): Use of Appropriated Funds for Conferences and Meetings, Food, Promotional Items, and Printing and Publications
  • Attachment 1: HHS Policy on Use of Appropriated Funds for Conferences and Meeting Space
    • Attachment A: HHS Conference Request and Approval Form
    • Attachment B: HHS Conference Request for Waiver Form
    • Attachment C: HHS Conference
  • HHS Policy on Promoting Efficient Spending (January 3, 2012)
    • Attachment 2: HHS Policy on Use of Appropriated Funds for Food
    • Attachment 3: HHS Policy on Use of Appropriated Funds for Promotional Items
    • Attachment 4: HHS Policy on Printing and Publications