NO: 95-15

ORIGINATING AGENCY: General Services Administration

EFF DATE: 3/1/95

EXP DATE: Indefinite

SUPERSEDES: 95-12

SUBJECT: EFFECTIVE USE OF PHOTOCOPIERS

ATTENTION: All Departments & Agencies

FOR INFORMATION CONTACT: Anthony M. Malba, Jr.
PHONE: 292-0280

I. PURPOSE

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.

II. AUTHORITY

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."

III. DEFINITIONS

3.1 GSACS PRINTING CONTROL OFFICE

The office in Treasury responsible for printing and
photocopiers. GSACS stands for the General Service Administration
- Central Services

3.2 HIGH-VOLUME PHOTOCOPIERS

A. Machines 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 COPIERS)

Machines that 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 POINTS

The volume point at which it becomes more efficient and/or
cost-effective to produce copies using another method or source
(see attached matrix).

3.5 DESIGNATED PRINT SHOP

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.

3.6 PROHIBITED WORK

Jobs which are strictly prohibited from being produced using
walk-up or high-volume copiers. (see paragraph V below)

IV. RESPONSIBILITIES/PROCEDURES

4.1 STATE DEPARTMENTS AND SUBDIVISIONS

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.

4.2 DEPARTMENT 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.

Prohibited work is listed as follows:

1. Letterheads
2. Business Cards
3. Desk Memos
4. Route Slips
5. NCR work

VI. APPENDIX

A - High speed Photocopier Utilization Matrix.