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EDC INSTRUCTION NO. 007 Title: Copy Center Policy (Revised) Effective Date: September 8, 2003 Responsible Official: Facility Manager Reference: Library of Congress, Title 17, United States Code, “The Copyright Law of the United States.” Summary: This instruction establishes procedures to be followed for utilization of the EROS Data Center (EDC) Copy Center. EDC personnel shall familiarize themselves with the procedures, and hours of operation of the Copy Center. Scope: Center-wide. Definitions: Copy Center - That location within EDC wherein the majority of requests for document copying, collating, binding, or folding are processed. Small copy requests - Consists of approximately 1 to 20 pages and up to 10 copies of each, with little or no collating, sorting, or binding. Moderate copy requests - Consist of 20-50 pages requiring up to 20 copies. Large copy requests - Copy requests which exceed 50 pages or 20 or more copies of each. Special copy request - Copy requests requiring special handling, such as extremely large copies or color copies. Instruction: A. Roles and Responsibilities: Copy Center Technician - Designated contractors who provide Copy Center support on a full-time basis. 2 Facilities Management Office - Vendor calls for maintenance/repairs on all Copy Center equipment and the satellite copiers shall be the responsibility of the Facilities Management Office. For reporting purposes, the Facilities Management Office shall maintain a record of maintenance calls including date of call and reason. B. Procedures: 1. Staffing - The Copy Center will be staffed by a Copy Center Technician on a full- time basis. Support will be provided from 7:30 a.m. to 4:15 p.m. Monday through Friday. EDC personnel who have been trained to operate the large or midsize copiers or who are familiar with operations of the binding and folding, equipment within the Copy Center are encouraged to use such equipment in any off-hour periods outside the core hours of operation listed above. All urgent, unscheduled copy requests will be processed immediately by the Copy Center Technician when available or in his/her absence by one of the trained backup personnel. Such requests will be handled both during core hour operations and after core hour periods if the need arises. If uncertainty exists relative to level of urgency, contact the Tri-Star Manager. 2. Equipment Utilization and Maintenance - The Copy Center contains the following equipment: One large digital copier with sort/collate/staple capabilities. One midsize digital copier with sort/collate/staple capabilities. One document binder. One document folding machine. To reduce workload on the large and midsize copiers in the Copy Center, 20 satellite copiers have been placed in strategic locations for local users. Vendor calls for maintenance/repairs on all Copy Center equipment and the satellite copiers shall be the responsibility of the Facilities Management Office. Copy Center personnel and each team/office with a copier shall call the Trouble Call Desk (Ext. 6280) when the copier/equipment requires maintenance/repairs. For reporting purposes, the Facilities Management Office shall maintain a record of maintenance calls including date of call and reason. 3. Guidelines - 3 a. Small to moderate-sized copy requests should be processed on the satellite copier nearest the requestor or on the midsize copier in the Copy Center by respective team/office staff. b. Moderate- to large-sized copy requests. The requestor shall fill out the Copy Center form “Request for Reproduction” (Refer to Attachment A) and shall annotate date and time submitted along with the desired copying requirements. Normally these requests will be handled by the Copy Center technician. If the request cannot be completed by the desired date and time, the Copy Center Technician will contact the requestor and inform him/her of such, which would allow for appropriate team/office staff to process the request after hours or to make other arrangements. If the Copy Center requests are heavy, any requests received after 11:00 a.m. will either have to be handled by designated team/office staff in the afternoon or will have to wait until the following morning for processing. c. Large or special copy requests - For large jobs with a reasonable lead-time (usually 4-6 weeks), a contracted commercial copying vendor will be pursued through the Government Printing Office (GPO). To initiate a large or special copy request, submit a DI-1 Requisition Form to Procurement, who will in turn submit a Purchase Order to GPO for processing. Please allow up to 4-6 weeks for delivery. If a large priority copy job is needed quickly and can be handled at EDC, the Copy Center Technician or the trained backup will be available to assist in copying the material in the Copy Center. d. Two-side copying - Whenever possible, for the purpose of conserving paper, the Copy Center will copy multi-page documents using both sides of a sheet of paper. Single-sided copying shall require a justification statement on the Copy Center “Request for Reproduction” form. Users of the satellite copiers within EDC are also encouraged to use two-sided copying of multi-page documents where practical. e. Other services - Requests received in the Copy Center for other services such as binding, folding, shall be handled under the same guidelines as defined herein. If the request is extremely large or requires special handling which cannot be accomplished at EDC, submission of a DI-1 Requisition Form for commercial services shall be required. A reasonable lead-time for completion (1 to 3 weeks) will be required in most cases. 4. Training - Training for the use of the copiers and the document punches, binders, and folders within the Copy Center will be provided by the Copy Center technician or the trained backups upon request. 5. Equipment Operation Provision. No Copy Center equipment shall be left running 4 unattended during the processing mode. This also applies to satellite copiers throughout EDC. This will prevent delays in machine usage and will eliminate confusion as to how to correct a jam, should one occur. Equipment failures must be reported immediately to Facilities Management. 6. Copyright Law - The Copyright Office at the U.S. Library of Congress has issued a regulation on the making of photocopies or reproductions of copyrighted material. The regulation stipulates that a warning sign be posted near copying machines and reproduced on forms used to order photocopies, and that the text of the warning be produced verbatim. The regulation reads as follows: “The Copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted materials. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be used for any purpose other than private study, scholarship, or research. If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of ‘fair use,’ that user may be liable for copyright infringement. This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.” In compliance with this regulation, warning signs will be posted near all copying machines and will be printed on all Copy Center Request Forms. If uncertainty exists relative to copyright issues, contact the Facility Manager. Review Date: This instruction will be reviewed by the Facility Manager prior to 3 years from the effective date. If a reissued or revised Instruction is not issued at this time, this instruction will be terminated. Attachments: Copy Center Request for Reproduction. Approved: /s/ R. J. Thompson 9/8/03 ______________________ ____________ R. J. Thompson Date Chief, EROS Data Center Distribution: EDC USGS Employees EDC Contractor Employees
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