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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