RM-P-001

County of Lancaster Printing Program Standard Operating Procedure

Revision: P1

Purpose: The County of Lancaster Printing Program is responsible for providing a timely, effective and cost efficient system which meets the printing/copying needs of all County and Court Offices. 1. Establish practices for graphic design, copying, printing, binding, reproduction, and related services 2. Identify the authority that governs printing activities within the County and Court Offices 3. Identify and assign specific responsibilities for initiating, reviewing, and processing requests for graphic design, copying, printing, binding, reproduction, and related services Responsibilities: 1. County Administrator, County of Lancaster is the overall governing authority. 2. Director of Records, County of Lancaster is: 1. Responsible for the County and Court Offices graphic design, printing, binding, reproduction, and related services. 2. Create printing policies and procedures 3. Keep County and Court personnel informed on current printing procedures 4. Interpret and administer the printing program, policies and regulations for County and Court agencies 5. Approve projects that have special circumstances 3. Print Supervisor is responsible to: 1. Procure materials for graphic design, printing, binding, reproduction, and related services 2. Achieve external and internal printing requirements for each Departments projects 3. Use the most economical means to accomplish its responsibilities 4. Review and approve final specification for composition, printing, marked copy, and other instructions 5. Review all internal and external proofs in accordance with industry standards 1. Color 2. Overall layout i.e.: photos, captions, charts, text flow, etc.

NOTE: Final comprehensive reviews shall be conducted in accordance with D.3.a.

6. Provide advice and direction on printing methods and procedures 7. Work closely with vendors to develop a rapport for supplies and external printing requirements 4. County and Court Offices are responsible to: 1. Designate a responsible and knowledgeable employee to serve as project manager and a project approver 2. Provide project documents, texts, graphics (charts, photographs, tables, clipart, logos, etc.) 1. Including input from external stakeholders at initial meeting

Effective Date: September 10, 2007

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RM-P-001

County of Lancaster Printing Program Standard Operating Procedure

Revision: P1

3. Provide necessary project approvals for all content, graphics, and final design before submission for printing 1. Signature(s) on the Final Approval Form indicates final approval of design, text, and graphics; and that all necessary changes, additions, deletions, final reviews, etc. have been completed 4. Determine method of distribution with the assistance from the Print Shop 5. Determine the number of copies necessary 6. Coordinate scheduling of the project with the Print Supervisor

Effective Date: September 10, 2007

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RM-P-001

County of Lancaster Printing Program Standard Operating Procedure

Revision: P1

Services Provided: Printing Department Services Service Design work: Design Consultation Typesetting and Layout Formatting for Print or Web Printing: Conventional one color Black & White 4 Color full color Print Management Working with the requesting department the Print Shop will determine the appropriate method to accomplish the project in the most cost effective manner available, while providing the quality needed for each individual project. Service Finishing & Binding: Cutting Folding Collating Stapling Saddle Stitching Punching/Drilling Combination Binding Plastic Coil Binding Tabbing Shrink Wrapping Specialty Paper: Order paper not stocked by the County Warehouse. View paper samples and select the color, weight, etc. that is best suited for the project.

In-House Printing: The Lancaster County Print Shops internal printing services are listed above. External Printing: Contracted printing services shall be approved and obtained by the County of Lancasters Printing department for projects beyond the in-house capabilities: paper size, quantity, special handling, etc. Printing Request Process: External and in-house printing requests shall be submitted to the Printing Supervisor for all County and Court Office printing needs. 1. New Printing Request 1. Complete Printing Work Request Form 2. Submit publication in a digital format (Word*, WordPerfect) or an original hardcopy if digital format cannot be provided 2. Repeat Printing Request without Changes 1. Complete Printing Work Request Form with a sample attached. 3. Repeat Printing Request w/Changes 1. Complete Printing Work Request Form 2. If requesting department creates the publication, they shall make the changes and submit a new file to the Printing Department.

Effective Date: September 10, 2007

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RM-P-001

County of Lancaster Printing Program Standard Operating Procedure

Revision: P1

3. If the publication is created by the Printing Department all changes shall be made by the Printing staff. 4. If job was designed by Printing Department, attach a copy of the document with desired changes to the completed Printing Work Request Form 5. Submit necessary artwork either in hardcopy format (original photograph, slide, etc.) or in a high resolution digital format Graphic Design Request Process: External and in-house design requests shall be submitted to the Printing Supervisor for all County and Court Office graphic design needs. 1. New Design Request 1. Complete Graphic Design Request Form 2. Submit text in an unformatted digital format (Word*, WordPerfect) 3. Submit necessary artwork either in a hardcopy format (original photograph, slide, etc.) or in a high-resolution digital format 4. Complete Printing Work Request Form 2. Repeat Design Request w/o Changes 1. Complete Printing Work Request Form 3. Repeat Design Request w/Changes 1. Complete Graphic Design Request Form 2. Minor Changes hardcopy of original with changes marked in noticeable ink (prefer RED INK) 3. Major Changes text in an unformatted digital format (Word*, WordPerfect) along with hardcopy of original with overall changes marked in noticeable ink (prefer RED INK) 4. Submit necessary new artwork either in hardcopy format (original photograph, slide, etc.) or in a high-resolution digital format 5. Complete Printing Work Request Form Please call or email any questions or concerns to the Printing Department. The Print Shop will be happy to assist you in preparing your request. *Microsoft Word is the preferred format. Delivery Process: 1. Internal Printing 1. County/Court Office finished products located within the Lancaster County Courthouse shall be delivered by the Print Shop staff
2. All other County/Court Office finished products shall be delivered by the Purchasing Department via Tuesday pick-up with delivery by Thursday of the same week

Effective Date: September 10, 2007

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RM-P-001

County of Lancaster Printing Program Standard Operating Procedure

2. External Printing

Revision: P1

1. The vendor shall deliver the finished product to the requesting County/Court Office(s) when appropriate a. Individual orders 2. Bundled orders shall be delivered to the Print Shop for distribution as identified in Internal Printing Payment Process: External and in-house printing payments shall be processed as follows: 1. County and Court Offices shall budget for their printing and copying needs within the Countys budgeting process 2. The Printing Department shall calculate the fee for services rendered on the: 1. Graphic Design Request Form 2. Printing Work Request Form 3. The Print Supervisor shall complete the Print Charge Distribution Form and submitted an electronic copy to the Controllers Office 1. Submit the form to Controllers Office via an email attachment: 4. The Controllers Office shall: 1. Perform checks and balances for accuracy 2. Submit the Print Charge Distribution Form to Auditing 5. Auditing shall enter the data into PeopleSoft to complete the process by: 1. Charging back to the appropriate County/Court Office 2. Crediting Printings revenue account

Effective Date: September 10, 2007

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