The following manual was developed by the Publications Bureau to address the requirements of N.C. General Statute 143-170.2.
Types of Publications Covered The N.C. Department of Labor Publications Procedures Manual covers all publications printed by the departmental print shop or sent to an outside vendor, including those not covered under G.S. 143-169.2(a).
Printing Policies
The chief of the Publications Bureau is responsible for overseeing the operations of the departmental print shop. The chief determines whether the department is able to produce a publication in-house.
If a publication cannot be printed by the departmental print shop, the Publications chief decides whether to send the publication to N.C. Correction Enterprise Print Services, University Graphics or a commercial vendor. The chief of the Publications Bureau works with the Budget and Management Division to ensure that the procedures required by the Division of Purchase and Contract are followed.
Color Printing: State law limits color printing. The NCDOL print shop usually prints items with no more than the three logo colors and black. No four-color process photos or graphics are allowed to be printed. This prohibition also includes items printed on color printers in your office. See below:
§ 143‑169(b). Limitations on publications.
Every publication published at State expense which makes use of the multicolor process is prohibited except:
(1) In cases of scientific illustrations when the illustrations would be unintelligible if published in black and white;
(2) When the publication is a project of the Department of Environment and Natural Resources, or is a part of the magazine "Wildlife in North Carolina," published under the auspices of the Wildlife Resources Commission; or
(3) When the express approval of the Department of Administration is obtained.
Review and Requirements Process for Publications
All items printed by the department must come through the Publications Bureau. Each item to be printed must be accompanied by a completed Department of Labor Printing Requisition (sample copies of all mentioned forms are on Publications' intranet pages). Each bureau or division is required to have one person who prepares all Printing Requisitions. Completed Printing Requisitions must include approval signature(s). Incomplete Printing Requisitions (including using out-of-date versions) will be returned to the requesting bureau for correction before any action is taken by the Publications Bureau.
The staff of the Publications Bureau assists all bureaus in preparing works for publication. The Publications Bureau sends your publication to Communications, which has final approval of content, for editing before they are typeset. This process may also cause a delay in your publication, so when ordering printing, allow time in your due date.
Specifications of Style Manuals
The Associated Press Stylebook and Briefing on Media Law is the primary style manual for the Department of Labor. The Chicago Manual of Style and other references are used to answer questions not covered by the AP Stylebook.
Proofs of items that are typeset are sent to the requesting bureau. Proofs must be checked carefully. Any errors that exist on the proofs will be printed unless corrections are marked thereon.
Transmitting text in computer files through GroupWise or on diskette cuts production time and helps to eliminate re-keying errors. Check with the Publications Bureau for formatting requirements.
Cost Statement and Documents for Resale Requirements
The majority of publications of the Department of Labor are not priced for sale. If it is decided that a publication should be priced for sale, the chief of the Publications Bureau, in consultation with the director of the Budget and Management Division and the requesting bureau chief determines what price should be charged to cover the cost of the publication.
Publications that are not priced for resale and that meet the definition of public document as defined by G.S. 143-169.2 must include a statement of cost as required by G.S. 143-170.1. The chief of the Publications Bureau determines the cost of such documents.
§ 143‑170.1. Statement of cost of public documents; chief administrator charged with compliance.
(a) Every agency of this State publishing a public document, other than one published for the principal purpose of sale to the public, shall cause the following statement to be printed adjacent to the identification of the agency responsible for the publication:
"(Number of copies) copies of this public document were printed at a cost of $____, or $____ per copy."
For the purposes of this Article the term "cost" shall include printing costs in the form of labor and materials, and other identifiable design, typesetting, and binding costs.
(a1) Any public document without a statement of cost shall not be mailed or distributed at public expense.
(a2) Whenever a public document that is published by an agency of this State is printed on recycled paper, the document shall contain a printed statement or symbol indicating that the document was printed on recycled paper.
(a3) If an agency fails to comply with this section, then the agency's printing budget for the fiscal year following the violation shall be reduced by ten percent (10%).
(b) The chief administrator of the agency authorizing the printing is charged with agency compliance with the provisions of this Article. (1983, c. 866, ss. 6, 7; 1989, c. 34; 1993, c. 256, s. 4; 1995, c. 324, s.
A Guide for Printing Times
The following time frames should be used as a guide to the amount of lead time necessary for different jobs:
If you have a Rush Job: Contact the Publications Bureau Chief before submitting your printing request for time required:
Note: Please do not include Holidays or weekends when requesting Printing .
2–5 days: Items run on copier ( such as news releases, job openings & reprint of articles that do not require any cutting or binding .
10–15 days: Items run on the duplicating press or copier but of which there are a large number of sets that require collating, folding, stapling and/or binding. Reprints of basic forms and brochures without changes that are run on the two-color press.
4 weeks: Reprints of brochures with forms that have major revisions and small books that are run on the two-color press.
15 days: Business Cards and Envelopes.
2 to 3 months: new forms and publications and major revisions; publications that must go to outside vendors (such as pin-fed forms, unusual sequences of NCR paper and oversized publications, posters).
*Note: These times are after approved proof sheets have been returned.
Framing: We do not have frames, but we can frame for you if you bring your own frame. Allow 10-15 days if commissioner's signature required.
Mailroom
All mail must be bundled and ready for pick-up by 11:00 a.m. each day. Each bundle must have a mail slip with the correct budget code for processing or your mail will not go out that day. If you need mail slips, send a Printing Requisition and we will print those for you.
Small Envelopes (such as #10 white) must have typed address with no less than 10 point type. Envelopes with hand-written address will be returned.
Brown Clasp Envelopes can have typed or hand-written labels. Heavy or bulky envelopes must be stamped with Media Mail. These stamps were given to each bureau at one point. If you do not have a stamp, you will need to order one from a office supply of your choice. Media Mail marked mail will save the department money and frequently arrives with the same speed as first class mail
Pre-postage: Large mailings may be processed with postage ahead of stuffing.
Interoffice Mail: is mail addressed to the state legislature or other state government agencies (not DOL ) is interoffice mail. The Mail Service Center is now charging 65% of the first class rate for these. In most cases is cheaper for you to send it as first class mail or e-mail if you can.
Updating Mailing Lists for Public Documents
The updating of mailing lists falls outside the scope of the Publications Bureau. Each bureau, in coordination with the Information Technology Division, must make sure that its mailing lists are kept up to date, in accordance with the provisions of G.S. 143-169.1