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
Definitions: Copy Center - That location within EDC wherein the majority of
requests for document copying, collating, binding, or folding are
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
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.
A. Roles and Responsibilities:
Copy Center Technician - Designated contractors who provide Copy Center support
on a full-time basis.
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.
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
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
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 -
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
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.
/s/ R. J. Thompson 9/8/03
R. J. Thompson Date
Chief, EROS Data Center
EDC USGS Employees
EDC Contractor Employees