301.2 - Printed Instructional Materials Program
4/10/98
OPR: Office of Management Services
1. Purpose. This chapter sets forth the policy governing the procurement and distribution of printed instructional materials, prescribes the manner and conditions in which this material is obtained and disseminated to USGS offices, and assigns responsibility for the effective management of this program.
2. Definition. Printed instructional materials pertain to printed matter that prescribes policies and procedures, and provide guidance, instructions, and information on a wide range of subjects. These administrative documents may originate within the USGS, the Department of the Interior, other Federal agencies, or sources determined to be of official benefit to the USGS. Materials are disseminated to the general USGS population as publications, regulations, handbooks, bulletins, digests, or other appropriate format.
3. Policy.
A. USGS generated products will be procured in the minimum quantities necessary to meet the intended purpose, thereby avoiding excessive printing and unnecessary storage costs that could potentially lead to waste.
B. Reprints of USGS instructional materials will be limited to revisions, except in cases of supplemental issues requiring significant quantities. Such materials are to be made available on the USGS Home Page (Intranet) to permit ready access to them and satisfy the need for additional copies.
C. Electronic mail is to be used whenever practical to disseminate mass population information, such as in the cases of All Employees and Survey Offices distributions.
D. External publications from sources outside of the USGS are centrally managed and distributed to the requesting offices upon availability. Offices are to ensure that they order only those directives and publications necessary for the effective operation of their activities.
4. Responsibilities.
A. The Office of Program Support is assigned responsibility to manage the printed instructional materials program. Specific responsibilities as outlined below are executed by the Branch of Materials Management, Office of Management Services.
(1) Coordinating matters pertaining to distribution policy and procedures.
(2) Conducting publications and distribution pattern surveys annually or as required to determine new or revised requirements.
(3) Maintaining distribution lists.
(4) Reproducing and distributing USGS internal instructions and for obtaining required materials from outside sources based on the operating needs of USGS offices.
(5) Executing delivery and mailing of publications and other distribution materials.
B. Division administrative officials are responsible for:
(1) Determining the requirements for external publications for their respective offices.
(2) Providing a collective response of external publications requirements to the Branch of Materials Management annually and as required by other actions.
(3) Keeping their division mailing lists current with the Branch of Materials Management. Changes to these lists are acceptable only by written requests initiated by the division administrative office.
5. Distribution Procedure. External publications are distributed according to requirements submitted by each division. Other materials received for distribution must be designated with a distribution code as defined below.
USGS DISTRIBUTION CODES
E ALL Employees
DE ALL USGS employees in the Washington, D.C. metropolitan area
RE Employees located at Reston, Virginia
SO Survey Offices
SM Survey Manual Releases
SN Safety News
SU Supervisors
S Special. Distributed according to mailing list provided