General Services Administration
EFF DATE: 3/1/95
EXP DATE: Indefinite
USE OF PHOTOCOPIERS
Departments & Agencies
CONTACT: Anthony M. Malba, Jr.
To establish State
policy and procedures and to outline the
responsibilities of each State Department and its subdivisions,
in minimizing costs associated with and ensuring the proper
utilization of photocopiers.
Pursuant to Executive
Order No. 36 of July 17, 1991, and the
Governor's Management Review Commission's Operational Review of
State Print Shops and Printing Operations - January, 1991: "The
Department of the Treasury shall establish a Printing Control
Office to supervise, coordinate and control all printing done
by the State of New Jersey in the State's own facilities or for
the State of New Jersey in privately owned and operated facilities."
3.1 GSACS PRINTING
The office in
Treasury responsible for printing and
photocopiers. GSACS stands for the General Service Administration
- Central Services
that have the capability of automatic document
feeding, collating, and finishing (stapling or tape binding).
In most cases, these copiers fall within speed bands 9-12 of the
State photocopier contract.
B. Typical examples
include, but are not limited to: Canon
7260, Konica 7490, Oce 2400, Xerox 1090, Canon 9800, Kodak 2110,
Sharp 3075, Oce 2500/2600, Xerox 5100, Kodak 2085, Kodak 3100,
and Xerox 5090/5390.
3.3 WALK-UP (CONVENIENCE
most-typically have the capability of automatic
document feeding, collating and/or stapling. Walk-up copiers are
usually located in the office environment and fall in speed bands
8 and under (refer to the State photocopier contract).
3.4 VOLUME BREAK
The volume point
at which it becomes more efficient and/or
cost-effective to produce copies using another method or source
(see attached matrix).
Each State Department
is assigned a specific print shop to handle
their printing needs. If you are unsure of your designated print
shop, contact the Printing Control Office for direction.
Jobs which are
strictly prohibited from being produced using
walk-up or high-volume copiers. (see paragraph V below)
4.1 STATE DEPARTMENTS
A. Will establish
the necessary internal controls to ensure for
compliance with the provisions of this Circular Letter.
B. All State
departments and subdivisions shall use the matrix
annexed to this circular letter in order to determine the proper
disposition of work to be printed/photocopied.
C. The attached
matrix clearly establishes volume break points.
As an example:
1. Work that
should be produced on walk-up copiers should not
exceed a maximum of 100 copies per original/500 total
impressions per job.
2. Work that
should be produced on high-volume copiers should
not exceed a maximum of 500 copies per original/20,000 total
impressions per job. If a high-volume copier is not accessable,
contact the Printing Control Office.
D. Jobs which
cannot be completed by a Department's designated
print shop will be referred to the GSACS Printing Control
Office for disposition.
OF THE TREASURY, GSA DIVISION OF CENTRAL SERVICES,
GSACS PRINTING CONTROL OFFICE
A. All requests
for rental, lease and/or outright purchase of
photocopiers will be reviewed and approved by the GSACS
Printing Control Office prior and submitted to the GSA Purchase
Bureau for completion.
B. To ensure
that photocopiers are utilized as directed, the
GSACS Printing Control Office will conduct periodic on-site
photocopier utilization reviews.
C. Jobs of an
emergency nature will be submitted to the Printing
Control Office for disposition.
V. PROHIBITED WORK
The categories of
work listed below are strictly prohibited from
being produced using high-volume and/or walk-up copiers. These
types of projects will be produced on offset printing presses in the
requesting Division's designated print shop, or as determined by
the GSACS Printing Control Office.
is listed as follows:
2. Business Cards
3. Desk Memos
4. Route Slips
5. NCR work
A - High speed
Photocopier Utilization Matrix.
George M. Gross,