ARTICLE I.-ESTABLISHMENT AND FUNCTIONS OF DIVISION. There is established a Division of Publications and Supplies, the chief of which is charged with the general supervision of the printing and binding of the Department, together with the distribution of its publications and the maintenance of its mailing lists, the performance of all duplicating work, and the storing and distribution of blank books and forms, and he conducts the correspondence incident to the detail work of the division. All authorizations for newspaper advertising are issued through this office, in which is also kept a record of all expenditures for the printing and binding of the Department. Under the direction of the Chief Clerk the supervision of the purchase and distribution of supplies and the keeping of detailed accounts of all expenditures from the appropriation for contingent expenses of the Department are functions of this division. The chief thereof acts as Auditor of Property Returns. ARTICLE II.-RULES GOVERNING PRINTING AND BINDING. EXECUTIVE ORDER. SECTION 1. An Executive order of January 20, 1906, prescribes as follows: It is hereby ordered that there shall be appointed by the head of each of the executive departments an advisory committee on the subject of printing and publication. The chairman shall be an Assistant Secretary or other qualified official, and at least one member of the committee shall have had practical experience in editing and printing. It shall be the duty of such committee under the direction of the head of the department, to see that unnecessary matter is excluded from reports and publications; to see that copy is carefully edited before. rather than after going to the Printing Office; to do away with the publication of unnecessary tables, and to require that statistical matter be published in condensed and intelligible form; to supervise the preparation of blank forms; to require the frequent revision of mailing lists; to prevent duplication of printing by different bureaus; to exclude unnecessary illustrations from department documents, and to prevent the printing of the maximum edition allowed by law when a smaller edition will suffice; to recommend to the head of the department for inclusion in the recommendations contained in his annual reports needed changes in the statutes governing department publications. The following general principles shall hereafter govern the form of the annual reports of the various bureaus and offices of the departments: (a) Annual reports shall be confined to concise accounts of work done and expenditures incurred during the period covered, with recommendations relating to the future, including plans for work to be undertaken. (b) Contributions to knowledge in the form of scientific treatises shall not be included in annual reports. (c) Illustrations in annual reports shall be excluded except: (1) Maps and diagrams indispensable to the understanding of the text; (2) views of monuments or important structures begun or erected; (3) views showing conditions in outlying possessions of the United States and relating to work done or recommendations made. (d) Inserted material, written or compiled by persons not connected with the reporting office, and biographical and eulogistic matter relating to the past or present personnel of the office, shall be excluded. (e) Reports of officers who do not report directly to the head of an executive department shall not be printed in the annual report of a department, but where necessary shall be summarized in the reports of the officials to whom such officers do report. (f) Tables shall be inserted only when verbal summaries and statements of totals are inadequate, and complete texts of laws and court decisions shall, except in cases of great importance, be excluded. (g) Detailed descriptions and lists of methods, processes, purchases, bids, rejections, installations, repairs, specifications, and personnel employed shall be omitted except when required by their unusual importance or by statute. ADVISORY COMMITTEE. SEC. 2. The Assistant Secretary, the Chief Clerk, and the Chief of the Division of Publications and Supplies are appointed an Advisory Committee on Printing and Publication, with duties as prescribed in the foregoing Executive order. REQUISITIONS FOR PRINTING AND BINDING. SEC. 3.-1. Preparation of requests.-The chief of each bureau or office of this Department shall designate some competent person whose duty it shall be (a) to prepare all requests for printing and binding for signature by the chief of the bureau or office; (b) to see that all copy is properly prepared and edited in conformity with these regulations and has the approval of the chief; and (c) to confer with the Chief of the Division of Publications and Supplies upon all questions that may arise in connection with printing and binding for the bureau or office. The name of the person so designated shall be certified by the head of the bureau or office to the Secretary (Division of Publications and Supplies). 2. Orders on Public Printer. (a) All printing and binding and blank books for this Department will, in the absence of special provision of law, be ordered from the Public Printer by requisitions signed by the Secretary of Labor. (b) Formal requests for such work must be signed by the chief of the bureau or office and addressed to the Secretary (Division of Publications and Supplies), and must be accompanied by complete copy (including illustration copy, if there be any) for the printing desired, specimen leaves of blank books to be made, or lists of books to be bound. If the work is to closely resemble work already done, a specimen of such previous work should be sent as a sample. (c) Each request for the printing of publications in which illustrations are to appear must have stamped across its face a certificate signed by the chief of bureau that the illustrations are necessary and relate entirely to the transaction of public business. (d) Requests for work not deemed necessary for the public business, or which involves expenditures in excess of the Department's allotment of the appropriation for printing and binding, will not be granted. (e) Plans for publications or illustrations in any way departing from the usual course of work should be submitted to the Secretary (Advisory Committee on Printing and Publication) for approval before the preparation of copy is begun. (f) In order to minimize the issue of distinctive blank forms and books and to secure uniformity in their use, printing clerks are directed to familiarize themselves with the books and blanks kept in stock in the Division of Publications and Supplies and where practicable to supply needs from the stock on hand. (g) Written statements explaining the necessity for having forms other than those in use must accompany requests for such work. (h) Requests for blank forms, official letter paper, and envelopes should always be made two months and for blank books four months before actual need. (2) A year's supply of regular or standard forms should always be ordered, and if there is no likelihood of change in a blank record book desired a supply that will last at least two years should be requested. 3. Record of requests. A record of requests shall be kept in each bureau or office, and each will number its requests consecutively in the space provided for that purpose in the upper right-hand corner, leaving the space in the upper left-hand corner for the Department number. 4. Rush orders.-Owing to the fact that the Government Printing Office exacts an extra charge for rush orders and for overtime work, requests should be made "special" only in exceptional cases, when the necessity therefor should be fully explained. 5. Ink. All printing for the Department and its bureaus shall be in black record ink unless otherwise directed by the Advisory Committee on Printing and Publication. COPY. SEC. 4.-1. Instructions to printer.-Full instructions should be written on the first page of the copy, as well as on the request, and should include: Size of type, whether leaded or not, kind of paper, size of page or sheet, binding or covers, interleaving, ruling, indexing, tagging, perforating, gumming, etc. When no changes are to be made from a printed copy the only instructions necessary are "Follow copy." |