HomeMy WebLinkAboutADM 140-003 In-House Printing Procedureo0
PICKERING
City Procedure
Procedure Title: In -House Printing Procedure
Procedure Number:
ADM 140-003
Reference: S
Date Originated:
February 2011
Date Revised: .
December 2012
Approval: Chief A• • inistrati - Officer
ir . -
Point of Contact: City Clerk
Procedure Objective
The objective of this Procedure is to ensure corporate efficiencies are maximized by
handling in-house printing where possible.
Index
01 Definitions
02 Responsibilities
03 Convenience Copying
04 Colour Copying
05 Inside Print Jobs
06 External Print Jobs
07 Community Organization Print Jobs
01 Definitions
01.01 Community Organization — a City of Pickering group of citizens
that are recognized as serving the community. This includes clubs,
neighbourhood associations, sports associations, etc.
01.02 Convenience copier — a photocopier located in designated areas
throughout city facilities for the completion of print jobs up to 100
pages.
01.03 Inside printing request form — a corporate form used to describe
requested print job specifications.
01.04 Working original - a working original should be an original
document where possible and all documents must be in good
condition. Documents shall not be stapled, dog eared, 3 hole
punched or cerlox punched.
02 Responsibilities
02.01 Employee(s) to:
a) complete fully the Inside Printing Request Form and provide
Printshop with working original material;
check all print jobs for accuracy and calculate number of
copies required in order to avoid waste; and
allow for a reasonable turnaround time for print job
completion — no ASAP's (As Soon As Possible).
03 Convenience Copying
03.01 Convenience copiers are located throughout the civic facilities for
staff use. These copiers shall only be used for print jobs for the
copying of up to 100 pages.
04 Colour Copying
04.01 Print jobs completed on the colour copier shall only be used for
print jobs up to 50 coloured pages (i.e. maps, graphs, pictures).
The colour copier will only be used for full colour print jobs; colour
copying will not be completed for documents that consist of
coloured borders, coloured bullet points, logos, etc (with the
exception of title pages). Please be aware that the colour copier in
the Printshop is not an industrial copier and cannot handle large
jobs.
05 Inside Print Jobs
05.01 Print jobs which are more than 100 pages or which require special
features, which cannot be easily accommodated by a convenience
copier, shall be done by the in-house Printshop.
05.02 All print jobs submitted to the Printshop must include a completed
Inside Printing Request form. Incomplete forms will be returned to
the requestor for completion, which will delay the print job.
Procedure Title: In -House Printing Procedure Page 2 of 4
Procedure Number: ADM 140-003
05.03 Print jobs can be sent to the Printshop electronically or manually.
05.04 Print jobs manually submitted to the Printshop shall be original
documents, where possible, or must be documents in good
condition. Documents that are in bad condition (i.e. stapled, dog
eared, 3 hole punched or cerlox punched) and the Printshop is not
able to copy due to deterioration of the document which causes
photocopy jamming, will be returned to the requestor so that they
can supply the Printshop with a better quality copy to work from.
05.05 Requesters shall allow a minimum of two (2) full working days for
the print job to be completed. Print jobs that are in excess of 5,000
pages shall allow a minimum of five (5) full working days for the
print job to be completed. Please keep in mind that the turnaround
time allowed for the print job must be reasonable according to the
job specifications and other current print demands.
05.06 Requesters are to ensure that the "# of Pages per Original" section
of the Request form is completed. If the original document is large
(i.e. more than 50 pages), a reasonable page count estimate will be
acceptable.
05.07 The Printshop is capable of handling jobs with the following specs:
• Paper size -81/2"x 11", 8'/2'x 14" or 11"x 17"
• Folds — 1/2, Z, C or double for 14"
• Coverstock — 8 1/2" x 11" or 8 W' x 14"
• Extras — single -sided, double sided, duplex, booklet, stapled,
collated, cerlox binding, 3 hole punch, and laminate
• Ink — black or colour
05.08 The Printshop has the following coloured paper stocked in the
Printshop, special non stocked colours will require a two week
notification time in order for the Printshop to order the special
colour required for the print job. Special colour orders will be
completed by sending the City Clerk an email requesting the colour
and amount required for the print job.
White / Buff / Blue / Canary / Pink / Green
06 External Print Jobs
06.01 Large print jobs involving detailed specifications, which cannot be
handled in the Printshop or print jobs that can be produced more
efficiently (time wise or financial), are to be printed externally. The
Procedure Title: In -House Printing Procedure Page 3 of 4
Procedure Number: ADM 140-003
Department responsible for the print job shall make the necessary
arrangements.
07 Community Organizations Print Jobs
07.01 Compliments of the City of Pickering, community organizations are
entitled to 2,500 sheets of black and white printed material per year
on white paper or 2,000 sheets on coloured paper. No colour
copying will be provided.
07.02 The Printshop requires a minimum of two (2) full working days to ,
complete a request and, if deemed necessary, City business takes
precedence over community organization printing.
Procedure Title: In -House Printing Procedure Page 4 of 4
Procedure Number: ADM 140-003