oversight

Publishing Survival Guide

Published by the Government Accountability Office on 1990-06-01.

Below is a raw (and likely hideous) rendition of the original report. (PDF)

               United   States   General   Accounting   Office
               Office of Publishing and
GAO            Communications



June 1990

               publishing
               Survival Guide




GAO/OPC-90-1                                                     OP:GAO/OPC   12.14.3
This publication is part of the GAO automated   policy guidance
system. The access number is 12.143.
&reword


          Quality is GAO’S top priority. This includes performing audits and evalu-
          ations that meet our standards as well as ensuring that the products
          presenting the results of our work are timely and well supported and
          meet the needs of GAO’S varied customers.

          In keeping with this goal, GAO established strict standards for doing its
          work and for presenting the results. GAO created a visual style and
          format that make our products unique and easily recognizable as GAO'S
          The information contained in this publication will help all GAO staff pro-
          duce communications products that adhere to our standards of quality.

          The Publishing Survival Guide supplements the Communications
          Manual by providing more detail about publishing and distributing GAO
          products. Staff should follow this guidance to ensure that the process of
          preparing products for publication and distribution enhances the effec-
          tiveness of GAO'S message and image.




          Werner Grossha&
          Assistant Comptroller General for Policy




                                                     GAO/OPCBfH   PublMdng   Survival   Guide
Preface


          This guide is part of OPC’Spromise to our customers to help you commu-
          nicate effectively. We have prepared this document to give both our cus-
          tomers and OPC staff concrete information on the many different
          services opt offers, how each of our branches and units individually and
          collectively performs these services, how long it takes us, and what we
          need from our customers to provide efficient and professional help.

          opt will revise this guide regularly, as we develop publishing innova-
          tions and implement new procedures to meet GAO’S changing require-
          ments for publishing and communication services. We encourage you to
          use this information, and we welcome any comments or suggestions you
          may have.




          Michael Speer
          Acting Director
          Office of Publishing and Communications




          Page 1                                    GAO/OFCXUM   PubU&l.ng   Survival   Guide
Contents


Foreword
Preface
Part 1              GAO’s Design Standards
Introduction        Using This Manual


Part 2              Requests for Priority   Report Services                                         11
OPCServices for     Customers’ Responsibilities
                    Report and Production    Graphics
                                                                                                    11
                                                                                                    14
Reports and Other   Customers’ Responsibilities                                                     14
Audit/Evaluation    In-House Production Graphics: Services and TATS                                 14
                         35-mm Slides Produced From TextFrame                                       15
Products            Contracted Production Graphics: Services and TATS                               15
                    Self-Service GAO Graphics Software                                              16
                    Report Photography                                                              17
                    In-House Services                                                               17
                    Use of Color Photographs in Reports                                             17
                    Report Typesetting                                                              17
                    Customers’ Responsibilities: Preparing Report Disks                             18
                    TATS for Typeset Reports and Other Audit-Related
                        Products                                                                     19
                        TAT for Priorities                                                           19
                    Customers’ Responsibilities                                                      19
                    Report Printing                                                                  20
                    In-House Report Printing                                                         20
                         TATS for Routine and Priority Reports                                       21
                    Contracted Report Printing                                                       21
                         TAT for Routine Reports                                                     21
                         TAT for Priority Reports                                                    21
                         Blueline Proofs for Routine Reports With Black-and-
                           White Photographs                                                         21
                         TAT for Reports With Color Photographs                                      22
                    Printed Reports That Contain Errors                                              23
                         Printers’ Errors                                                            23
                         Customers’ Errors Found Before Distribution                                 23
                         Customers’ Errors Found After Distribution                                  24
                    Report Distribution                                                              26
                    Determining Report Issue Dates and Scheduling Report
                        Distribution                                                                 26



                    Page 2                                    GAO/OPG@&l   Publishing   Survival   Guide
                    Content.9




                        Issue Dates for Prepublished Reports                                               26
                        Backdated Reports                                                                  27
                    Report Copies Distributed by OPC’s Mail and Distribution
                        Section                                                                            27
                        Initial and Subsequent Distribution                                                27
                    Report Copies Maintained and Distributed by Contractor                                 29
                    Report Reprints                                                                        30
                    Video Reports                                                                          30
                    Developing the Script                                                                  30
                    Integrating Sound and Visuals                                                          31
                    Budget Responsibility                                                                  31
                    Producing the Final Videotape                                                          31

Part3               Customers’      Responsibilities                                                       32
OPC Services for    Requisition Forms
                    Preliminary Meeting
                                                                                                           32
                                                                                                           32
Nonaudit Products   Transferring Funds                                                                     33
                    OPC’s Res&sibilities:           Project   Management                                   33
                    Writing and Editing         !kxvices                                                   34
                    Work That Must Be Edited                                                               34
                    Customers’ Responsibilities                                                            35
                    Graphic     Design Services                                                            35
                     Photography Services                                                                  36
                    Typesetting      Services                                                              36
                     Publications in the Report Format                                                     36
                     Publications Not in the Report Format                                                 37
                     Customers’ Responsibilities                                                           37
                     Printing Services                                                                     37
                     In-House Printing                                                                     37
                           In-House Printing TATS                                                          38
                     Contracted Printing                                                                   38
                     Customers’ Responsibilities                                                           40
                     Distribution    Services                                                              40
                     Audiovisual     Services                                                              40
                     Synchronized 35-mm Slide Programs                                                     40

Part4                Audiovisual Equipment Loan Pool                                                        41
Other OPCServices    Applied Technology
                     Mail and Messenger Service
                                                                                                            41
                                                                                                            42
                     Services Provided by the Mail Center Staff                                             42
                     Services Provided by the Postal Service                                                42
                     Services Provided by Contractors                                                       43


                     Page 3                                          GAO/OFC3&1   Publishing   Survival   Guide
                      Content9




                      WordPerfect    Typing                                                            43
                      Products and !Services OPC Can Provide    Through      the
                          Government     Printing Office                                               44
                      Proofreaders                                                                     44
                      Optical Scanning                                                                 44
                      Services and Products   OPC Does Not Provide                                     44

Appendixes            Appendix I: List of OPC Requisition Forms and Services                           46
                      Appendix II: When You Need a Memorandum                                          47
                      Appendix III: Examples of InstantChart Output                                    48
                      Appendix IV: Documents That Supersede OPC’s Design
                          Implementation Guidance                                                      55

Related OPCGuidance                                                                                    56

Tables                Table 1: Whom to Call in OPC                                                      10
                      Table 2: Checklist for Report Typesetting Package                                 18
                      Table 3: Routine TATS for Typeset Reports and Other
                          Audit-related Products                                                       20
                      Table 4: Report Printing TATS by Printer                                         22

Figures                Figure 1: OPC Organization                                                        9
                       Figure 2: Memorandum to Request Priority Typesetting
                            and Printing Services                                                       12
                       Figure 3: Memorandum to Request Priority Graphics
                            Services                                                                    13
                       Figure 4: Sample Errata Sheet                                                    25
                       Figure 5: Reminder Memorandum to Division and Office
                            Heads About Backdated Reports                                               28




                      Page 4                                   GAO/OFCBO-1   Publishing   Survival   Guide
Contents




Abbreviations

           Assistant Comptroller General
ASB        Automated Services Branch
Al-U       Applied Technology Unit
DIG        Design Implementation Guidance
DPB        Document Production Branch
GAO        General Accounting Office
GDB        Graphic Design Branch
GE         General Electric
GGD        General Government Division
GPO        Government Printing Office
NSL4D      National Security and International Affairs Division
OCR        Office of Congressional Relations
OPC        Office of Publishing and Communications
PM         Production Management
 PC        personal computer
 P&R       planning and reporting
 RCED      Resources, Community, and Economic Development Division
 TAT       turnaround time
 UPS       United Parcel Service
 VCB       Video Communications Branch
           Writing Resources Branch
Part 1

Introduction


                       OPC’Smission is to communicate effectively the results of GAO’S work. We
GAO’s Design           do this by providing a full range of publishing and communication ser-
Standards              vices. The design (physical appearance) of all GAO audit and evaluation
                       products is based on standards created in 1987 and described in GAO'S
                       Visual Communication Standards. By adhering to these design stan-
                       dards, OPCcan

               . ensure the consistency of GAO'S organizational image,
               . promote readability and visual attractiveness,
               l convert text and tables automatically from computer disks to typeset
                 page proofs, and
               . save production time and costs.

                       GAO'S established design enables us to bypass the costly and time-con-
                       suming steps of design, type specification, and page makeup by a
                       graphic artist. Without visual standardization, OPC could not take advan-
                       tage of automated publishing technologies.

                       Design standards apply to nearly every visual aspect of   GAO     reports,
                       including

               l covers, text pages, charts, and page layout for illustrations and
                 photographs;
               . automated products that customers can use at their own PCS;and
               . other audit- and evaluation-related visual aids, such as presentation
                 boards, transparencies, and 35mm slides employees can use for con-
                 gressional testimony and hearings, displays, and lectures.

                       In addition to audit and evaluation reports, GAO'S design standards
                       govern the appearance of GAO'S six other categories of publications.

                   l   Policy, Guidance,                explain the policies GAO sets for its
                                               and Standards
                     own audit and evaluation staff and the standards and guidelines GAO
                     issues for other federal agencies.
                   l Legal Decisions and Standards provide legal advice to the Congress,
                     GAO staff, and heads of federal agencies on the entire range of govern-
                     mental activities.
                   l Training publications are used in the training and educational programs
                     for GAO staff.
                   . Reference publications comprise listings of reports, subject bibliogra-
                     phies, speeches, program planning materials, and transcripts of
                     seminars.
                                           .


                       Page 0                                    GAO/OPG3@1   Pnblidng    Survhl    Guide
                        Part1
                        Introduction




                    l   GAO             explain GAO'S nonauditing and evaluation policies and
                                Operations
                      procedures for administrative and operational activities.
                    . Special Publications    are used for material that has a function, content,
                      and audience that cannot be accommodated by any of the other six cate-
                      gories of GAO publications. Examples of special publications are the
                      Comptroller General’s Annual Report, GAO Journal, and Managing the
                      Cost of Government.

                        GAO'S visual design standards also govern the appearance of         GAO'S   letter-
                        head, envelopes, and forms.


                        Part 2 describes the services that OPC provides for reports and other
Using This Manual       audit-related products. It begins with priority requests and then
                        explains OPC’Sservices in the order in which they are used to produce
                        most reports: from report graphics and photography to typesetting,
                        printing, and distribution. The last section addresses video reports. Each
                        section explains our services, policies, operational procedures, and pro-
                        duction turnaround times (TATS), as well as customers’ contributions and
                        responsibilities.

                        Our primary customers for audit and evaluation reports are division
                        writer-editors. They bring us reports to be typeset and printed, review
                        page proofs, and sign their approval that reports are ready for printing
                        and distribution. We negotiate with writer-editors about TATS and rely on
                        them to explain our report production procedures to both evaluators
                        and the support staff who type report drafts.

                        Part 3 of this manual addresses the services OPC provides for nonaudit
                        communications: writing and editing, graphic design, typesetting,
                        printing, distribution, and audiovisuals. Our customers for these ser-
                        vices are usually GAO management officials and staff offices,

                        In part 4, we describe our other services-applied    research for devel-
                        oping automated publishing products, mail and messenger activities, and
                        our contract for WordPerfect typing-to     name a few. These activities
                        support all of GAO headquarters staff. Part 4 also lists some services and
                        products that opt does not provide.

                         We have included four appendixes. Appendix I lists the forms we ask
                         customers to fill out so that we can process requests for services.
                         Appendix II summarizes the situations when OPC requires a memo-
                         randum from customers for special services. Appendix III contains


                         Page 7                                   GAO/OFXXWl   Publishing    Survival   Guide
Part1
Introduction




examples of the products available from InstantChart, one of our self-
service graphics packages. Appendix IV lists the GAO documents that
supersede some of the guidance in OFC’SDesign Implementation Gui-
dance (DIG) bulletins.

Finally, we have prepared a list of related documents that     OPC   has devel-
oped and published for GAO employees.

We encourage you to call or visit us (see fig. 1 and table 1) if you have
questions about what we do or how we do it.




 Page 8                                    GAO/OPC!Sl   Publishing   Survival   Guide
                             Psrtl
                             Introduction




Figure 1: OPC Organization
                                                      Office of
                                                         the
                                                      Directcr
                                                                  I




                                       Applied
                                     Technology
                                                  I




                                                                                                               video




                                                                               00
                                                                               Document
                                                                                                             Communi-
                                                                               ProdlJCtiOfl
                                                                                                              cations




                                                                       Mail
                                                                      Center
                                                                                              Distribution



                                                                      Llo


                                                      .

                              Page 9                                  GAO/OPC9lM        Publhhing            Survival   Guide
                               Part1
                               Introduction




Table 1: Whom to Call in OPC
                               Off ice of the Director                        275-l 272, rm. 4836
                               Dtrector                                       Mrchael Speer, acting
                               Special    Assistant                           Clarre Doyle, actrng
                               Special    Assistant for Admrnrstratron        Susan Schriner
                               Special    Assistant                           Richard Jannace
                               Special    Assrstant                           Judy Manhan
                               Production Management Unit                     2756454, rm. 4411
                                                                              Hours: 8 a.m. to 4 pm
                               Production Manager                             Kathleen Kevlin, acting
                               Customer Service Desk                          2756454, rm. 4411
                               Writing Resources Branch                       275-3798, rm. 4528
                                                                              Hours: 8 a.m. to 4:45 p.m.
                               Manager                                        Nancy Crothers
                               Graphic Design Branch                          275-5570, rm. 4432
                                                                              Hours: 8 a.m. to 4:45 p.m.
                               Manager                                        Jaime A. Lleras, acting
                               Photography Section                            275-5770, rm. 4409
                               Automated Services Branch                      275-5770, rm. 4432
                                                                              Hours: 8 a.m. to 4:45 p.m.
                               Manager                                        Jaime A. Lleras
                               Publishing and Communications        Service   275-5917, rm. 4432
                                 Center
                               Applied Technology Unit                        2756330, rm. 4827
                                                                              Hours: 8 a.m. to 4:45 p.m
                                Manaaer                                       Joe Carmel
                                Document Production Branch
                                Manager                                       Mike Barr, 275-0955, rm. 4524
                                Printinae Supervisor
                                            I
                                                                              Ken Allen, 275-1544. rm. 4407
                                Distribution Supervisor                       Margaret Butler, 2756395, rm. 4026
                                                                              Hours: 8 a.m. to 4:45 p.m.
                                Mail Center Supervisor                        Margaret Butler, acting, 275-5893, rm 4527
                                                                              Hours: 7:30 a.m. to 4:45 p.m.
                                Copy Centers
                                  4th floor                                   275-8755, rm. 4522
                                  6th floor                                   275-5268, rm. 6510
                                                                              Hours: 8 a.m. to 5 pm
                                Video Communications Branch                   275-l 172, rm. 7647
                                Manager                                       Jim McGinness
                                Audiovisual Eauipment Loan Pool               Hours: 8 a.m. to 4:45 p.m




                                 Page 10                                            GAO/OFC9@1     Publishing   Survival   Guide
Part 2

OPCServicesfor Reports and Other
Audit/Evaluation Products

                        Producing audit and audit-related products is nearly 80 percent of OPC’S
                        work. Our report publishing services include production graphics, pho-
                        tography, typesetting, printing, and distribution. Our customers for
                        these services are primarily division writer-editors. We also produce tes-
                        timony and unpublished materials, such as video reports, 35-mm slides,
                        transparencies, and presentation boards that enhance GAO’S work. Our
                        customers for these services are usually evaluators. (For more informa-
                        tion on testimony, see GAO Order 1412.1, “Testimony Before Congres-
                        sional Committees,” and GAO’S Communications Manual, ch. 12.7.)

                        All requests for OPC’S services (except for photography and video com-
                        munications) begin at our Customer Service Desk in the Production Man-
                        agement Unit (rm. 4411)‘. PM Unit staff are available to help customers
                        determine their requirements and fill out requisitions. They log in work
                        and ensure that it is forwarded to the appropriate OPCbranch or con-
                        tractor. When work is completed, the PM Unit contacts customers to
                        review and pick up their jobs.


                        opt can generally honor priority requests for all of our report publica-
Requests for Priority   tion services. When necessary, we can also procure rush services from
Report Services         graphics contractors for presentations related to an assignment.

                        To handle priority requests as quickly and as smoothly as possible, our
                        PM Unit needs a memorandum that explains why rapid turnaround       time
                        is essential and contains other specific information about your require-
                        ments. Priority memorandums should be signed by division Assistant
                        Comptrollers General (ACGS)or Directors for Planning and Reporting
                        (P&R) and addressed to OPC’SProduction Manager, who can schedule
                        OPC’Swork load and call upon contractors to accommodate your request.
                        (Sample memorandums appear in figs. 2 and 3.)

                        For the best and fastest service, contact OK’S Customer Service Desk
                        (275-6454, rm. 4411) before sending your memorandum to let the PM
                        Unit know that you need priority handling. Include the dates and times
                        negotiated in your memorandum.




                        ‘TOget help or servicefrom our Video&nnwnications Branchor our Photographysection.contact
                        them directly. (seetable 1 on p. 10.)



                        Page 11                                            GAO/OPC9&1    Publishing Survival Guide
                                           Part2
                                           OPCServices for Report-sand Other
                                           Au&/Evaluation Products




Figure 2: Memorandum to Request Priority Typesetting and Printing Services




                             Memorandum

                            Date    :           March          15,        1990
                            TO:                 Acting          Production        Manager,    OPC - Kathleen     E.
                                                Kevl in
                            horn:               ACG for             HRD - Lawrence      H. Thompson
                            Subject:                Request         for   Priority    Typesetting    and/or
                                                    Printing          Services     - HRD-98-45

                            HRD is requesting       priority      typesetting     and printing
                            services   for                         [report    number and title].                 This
                            report   needs priority        handling     because

                            The report     contains                pages r         figures,       and
                            tables.      The total      number of printed       copies needed is
                            -0         We will     deliver       our disks and final        report    package
                            to Customer Service           (rm. 4411) and GAO Forms 312-a and
                             312-b (OPC’s customer           requisitions    for report        typesetting
                            and printing)      by              [time]     on        [date].

                            cc:         Jaime        Lleras,          Manager, Automated Services,         OPC
                                                                    , (Issue Area Director,      275-xxxx)
                                                                    , (Editor,  275-xxxx)
                                                                    , (Managing  Editor,    275-xxxx)




                                         Opr8tmns      lmpmvemcnt




                                             Page 12                                                   GAO/OPGBW Publishing Survival Guide
                                           Part2
                                           OF’C Servtcea for Reports md       Other
                                           Audit/Evahution    Prodnct~




Fiaure 3: Memorandum to Request Priority Graphics Servicer




                             Memorandum

                             Dete:             February      28,    1998

                             TO:               Acting     Production           Manager,          OPC - Kathleen         E.
                                               Kevl in
                             horn:             Director      of PhR. RCED - Keith                   0. Fultz
                             Subject:           Request    for     Priority           Graphics      Services

                             RCED is requesting          priority      handling        for            (number of
                             pieces]    graphics.        We will      need                     (state   what is
                             needed, e.g.,       35-ma slides,          illustrations,          28- x 38- or 38-
                             x 6B-inch      presentation         boards].         These graphics       need
                             priority     handling     because                                                   .
                             We will    deliver     Form 312-a        (OPC’s customer requisition              for
                             graphics     services)      to Customer Service               (rm. 4411) by
                              [time]   on            [date].       We need to have the graphics
                             completed      by            [date].
                             If you need more information,                 please         call                 [name and
                             telephone number of contact                person].

                             cc:                          , (division           contact          person,    275-xxxx)




                                             Page 13                                                       GAO/OPGWl         Pubrthing   Survive   Guide
                          Part2
                          OF’C Services for Reports and Other
                          Audit/Evaluation   Products




                          Sometimes OPCwill not be able to approve a request for priority han-
                          dling. Our ability to do so hinges on current work load, the number of
                          priorities already in the pipeline, the availability of contractor services,
                          and budget considerations. Be assured that we will take into account the
                          urgency of your need, as well as the considerations just mentioned,
                          when making our decision.

Customers’                 Priority work, which is funded from OPC’S budget, usually costs signifi-
                           cantly more than routine work. Divisions and offices should therefore
Responsibilities           look closely at their priority needs so that we can plan for and schedule
                           your work in the most cost-effective manner. Customers should also
                           remember that priority work often delays the production of routine
                           work and that OPCdoes not automatically grant priority status to
                           prepublished reports.


                                provides an array of production graphics to support both audit and
Report and Production      OFC
                           nonaudit publications. These services range from work produced in-
Graphics                   house by staff in our Automated Services Branch (ASB) and externally
                           by commercial contractors to the graphics that customers produce them-
                           selves, using the self-service software developed by our Applied Tech-
                           nology Unit (ATU). To request graphic services from OPC,use Form 312-a,
                           available at our Customer Service Desk (or from the Supply Center, rm.
                           381 l), and bring your request to the PM Unit. (See also GAO’S Communi-
                           cations Manual, ch. 12.9.)


Customers’                 Before sending graphics work to either ASB or a contractor, the PM Unit
Responsibilities           quality-checks your job to ensure that ASB or the vendor will understand
                           the request and that all pieces of the job have been included with the
                           requisition. Although both ASB and the PM Unit staff quality-check com-
                           pleted jobs, customers are responsible for proofreading all completed
                           graphics work.


In-House Production        The graphics ASB staff produce, and the standards to which they must
Graphics: Services and     adhere for both reports and nonaudit products, are covered in GAO’S
                           Visual Communication Standards. Most requests for ASB’S graphics ser-
TATS                       vices require 5 workdays; such requests include

                         . cleaning up or redrawing illustrations for fact sheets and briefing
                           reports that are not typeset,



                           Page 14                                    GAO/OpC90-I   Publihing   Survival   Guide
                                   Put2
                                   OPC Senicea for Report8 8nd Other
                                   Audit/Evdu8don   Pruducta




                               .   pasting up flysheets and illustrations for fact sheets and briefing reports
                                   when customers cannot do this,
                                   making major changes to already prepared art,
                                   preparing tabs, and
                                   creating nonautomated charts and graphs.

                                   ASB also provides some services- for both audit and nonaudit prod-
                                   ucts-within    2 workdays:

                                   photostats of artwork,
                                   certificate calligraphy (involving 12 or fewer pieces),
                                   photograph and artwork sizing,
                                   minor changes and corrections to previously produced artwork, and
                                   letterhead preparation.

                                   ASB   makes cover-plates for nontypeset reports in 1 workday.

354~11 Slides Produced F’rom       ASB uses automated equipment to generate film for 35-mm color slides
TextFrame                          from TextFrame materials. (For a discussion of TextFrame, see “Self-
                                   Service GAO Graphics Software,” p. 16.) The actual 35-mm color slides
                                   are processed by a contractor and are ready for customers within 24
                                   hours. (Orders for more than 60 slides or multiple copies of slides may
                                   take 2 to 3 workdays.) You may request this service at the Customer
                                   Service Desk by filling out Form 312-a. OFCpolicy requires that cus-    \
                                   tomers have all TextFrame materials edited before we accept them for
                                   production. This policy helps ensure that your materials are accurate
                                   and error-free before money is spent to manufacture the slides.


Contracted Production              Staff in the PM Unit contract out requests for graphics that ASB staff
Graphics: Services and             cannot handle because of their work load or because the request is for a
                                   service unavailable in-house. The commercial firms that do this work
TATS                               must adhere to GAO'S Visual Communication Standards.

                                    Most contracted graphics work requires 5 workdays to produce. When
                                    necessary, the PM Unit can procure rush service, provided you request it
                                    in a memorandum. (See “Requests for priority Report Services,” p. 11.)
                                    Our graphics vendors are not required by any contractual terms to work
                                    or deliver jobs to GAO at night, on weekends, or on holidays.

                                    The following kinds of work, which are not available in-house, are all
                                    contracted:



                                    P8gel5                                     GAO/OPCB@1PublMdngSurvivalGuide
                                    Put2
                                    OPC Servicea for Reports and Other
                                    Audit/Evaluation  Pmducta




                            l 20- x 30-, 30- x 40-, and 40- x 60-inch presentation boards;
                            l charts and graphs that cannot be generated using InstantChart (i.e.,
                              flowcharts, organization charts, and charts with too many plotting
                              points);
                            . all charts, graphs, illustrations, and tables for 35-mm slides and
                              transparencies;
                            l special-events posters and large signs; and
                            . complex technical drawings.


Self-Servi.ceGAO Graphics           Our Applied Technology Unit develops graphics software for use GAO-
                                    wide in reports and other audit and evaluation-related products. ATU'S
Software                            packages adhere to GAO'S visual standards and are designed for self-ser-
                                    vice use. To help serve our customers better by reducing production
                                    time, ATU has produced four packages for reports and for presentations
                                    to support audits. Each package can be used at your own PC.The final
                                    product can then be printed-as camera-ready copy suitable for publi-
                                    cation or as handouts-on     a laser printer in 0~6s Publishing and Com-
                                    munications Service Center (located in ASB, rm. 4432) or in divisions’
                                    centers. You can obtain these four programs, described below, from the
                                    Publishing and Communications Service Center or from your organiza-
                                    tion’s technical assistance group.

                                . InstantChart    enables GAO staff to create a variety of graphs suitable for
                                  publication in reports. Examples of InstantChart output are available in
                                  the Publishing and Communications Service Center and at the Customer
                                  Service Desk, room 4411. (They also appear as app. III of this manual.)
                                l TextFrame enables employees to produce text for transparencies, hand-
                                  outs, and 35-mm slides. OPC'S TextFrame: Policies and Instructions for
                                  Producing Presentation Materials (GAO/• PG~W) contains complete
                                  instructions for this product. Copies are available at the Customer Ser-
                                  vice Desk.
                                . U.S. Map Program enables users to produce a map of the United
                                  States-shading any of the 50 states-appropriate        for use in audit
                                  reports and for presentations.
                                l BadgeMaker enables users to produce badges; similar self-service pro-
                                  grams available in the Publishing and Communications Service Center
                                   allow users to produce door plates and tent cards.

                                     OFC’Spolicy is that, whenever possible, customers generate their own
                                     graphics using the automated products that opt develops for the agency.
                                     Doing work in-house rather than contracting for it ensures adherence to
                                     GAO'S visual standards and saves time and money.



                                     Page 16                                  GAO/OKX@l   Pubullbing   Survival   Guide
                           Put2
                           OPCServi~fffRe~udOther
                           Audlt/J3valuadon    Pmducts




Report Photography

In-House Services          OPC’SPhotography Section is part of our Graphic Design Branch (GDB).
                           Our photographers can take pictures to enhance audit data. Such photo-
                           graphs are particularly useful when complex descriptions of visually
                           detailed subjects are required. In addition, photographic images are
                           often more readily accepted as evidence than written descriptions and
                           thus can support the data effectively.

                           GDB staff can photograph objects or people and interiors or exteriors
                           wherever the need arises. They can also make black-and-white prints
                           from 35-mm or 2-1/4inch-format negatives. The staffs expertise helps
                           ensure that the photographs used in audit reports will be detailed and
                           clear and will present good visual information when the report is
                           printed.

                           When requesting photography for audit/evaluation projects, plan care-
                           fully so that the photographer’s time can be productively used. Contact
                           GDB early to schedule shoots outside Washington, DC.



Use of Color Photographs   The Joint Committee on Printing limits the printing of color photographs
                           to save printing costs. Special approval is required to use color photos in
in Reports                 reports or in any other printed product.

                           To get such permission, write a short memorandum from the issue-area
                           director in charge of the report to the Director, OX. Explain why the
                           color photos would enhance the report’s effectiveness, and attach the
                           photos (slides or color prints are acceptable). If the Director, OPC,
                           approves your request, include a copy of the memorandum with the
                           report package when you bring it to the Customer Service Desk for type-
                           setting and printing.


                            All reports, except classified reports and some fact sheets and briefing
Report Typesetting          reports, are typeset and must go through ASB to be coded and telecom-
                            municated to our report typesetting contractor. To request report type-
                            setting, use Form 3 12-a and bring your typesetting package to the
                            Customer Service Desk in the PM Unit. (See also GAO'S Communications
                            Manual, ch. 12.14.)



                            P8ge 17                                   GAo/oPc-fm   Pubhhhg   survlv~Guide
                                               Part2
                                               OPCServicea for Reports and Other
                                               AuditDCvahation   Pmdncts




Customers’                                     OK’S policy is for customers to prepare report disks according to the
                                               instructions in Typeset Documents: WordPerfect and Design Instruc-
Responsibilities: Preparing                    tions (GAO/• PC-SO-Z).Copies are available at the Customer Service Desk,
Report Disks                                   room 4411. This policy is essential because, without a correctly pre-
                                               pared disk, ASB cannot telecommunicate the report text and provide you
                                               with typeset report pages.2

                                               Table 2 lists the items you should put in the report typesetting package
                                               so OFCcan correctly and quickly turn your draft report into a profes-
                                               sional-looking typeset publication. This list, which also applies to
                                               nonaudit typeset documents, appears on page 9 of Typeset Documents.

                                               Customers are also responsible for providing OPC with the best quality
                                               possible of request letters, agency comment letters, and any other art-
                                               work not made or contracted for by OK


Table 2: Checklist for Report Typesetting Package

Before putting the report typesetting package together:

[I      Duplicate the report disk(s). Retain a copy.                        [I       Print the file index for InstantChart, TextFrame, or Map
                                                                                     Program.
[I      Duplicate and provide, on separate disk(s), any
        InstantChart, TextFrame, or Map Program files.                      II       Label all the disk(s) with the report title and number

[I      Print the report’s index of files.                                  [I       Number the disk(s).

Then put these items into the report typesetting package and bring it to the Customer Service Desk:
[I      GAO Form 312-a, OPC Automated and Production                        [I       Separate disk(s) containing InstantChart, TextFrame, or
        Graphrc Services (Use the “Typeset Reports” portion                          Map Program with a hard copy of artwork and the
        of the form.)                                                                index(es)

[I      GAO Form 312-b, OPC Printing and Distribution                       [I       Original request letter(s), comment letters, artwork, and
        Services (Use the “Report Printing” portion.)                                photos

[I      GAO Form 47, OPC Printing Release (the “pink” card)                 [I       Alphabetical list of abbreviations and acronyms on the
                                                                                     hard copy of report and on the disk (Indicate on the
[I      One set of the report disk(s) with a hard copy of                            Form 312-a if the report has no abbreviations or
        index(es)                                                                    acronyms.)

[I      Two hard copies of the report                                       [I       A signed memorandum requesting prionty sewices, if
                                                                                     applicable

                                                                            [I       Original signature in black ink of person srgnrng the
                                                                                     report, if other than usual signer (i.e., issue-area
                                                                                     directors, office heads, and division ACGs)



                                                ‘The ‘hining Institute offers a one-half day course,“Preparing WordPerfectDocumentsfor Typeset-
                                                ting.” Call 275-9252for moreinformation.



                                                P8ge 16                                              GAO/OPCWM       Publbhhg    Sumival   Guide
                           Put2
                           OPC service8     for Report9 8nd other
                           Audit/Evdution        Producta




TATS for Typeset Reports   Table 3 shows routine turnaround times (in workdays) for typesetting
                           GAO reports. The TATS do not include the time divisions take to proofread
and Other Audit-Related    page proofs or to check final, camera-ready report pages (repros). The
Products                   TATS also presuppose that a report needs only one set of page proofs and
                           one set of repros.

                           ASB staff send page-proof corrections to the typesetting contractor on
                           the same day they receive them from division editors-provided     proofs
                           are returned by 3 p.m. and do not contain copious changes. Copious
                           changes in page proofs often require a second set of proofs, which adds
                           1 workday to the turnaround time. The typesetting contractor delivers
                           the repros by lo:30 a.m., 1 workday after receiving the corrections from
                           ASB.

                           Provided the final report is shorter than 100 pages and contains only a
                           few fly sheets and graphics, ASB staff usually send the camera-ready
                           report to the PM Unit for printing on the day they finish final prepara-
                           tion and the division’s editor approves the job for printing. Approval
                           may be the same day as the repros are delivered or later, depending on
                           whether changes to the repros are required. Changes made to repros add
                           1 additional workday to the TAT for either the typesetting contractor or
                           ASB.

TAT for Priorities         Priority typesetting must be requested in a memorandum signed by divi-
                           sion ACGSor directors for P&R. (See “Requests for Priority Report Ser-
                           vices,” p. 11.) If OFCcan handle your typesetting request as a priority,
                           your job will be processed as a “schedule 3,” which means that the con-
                           tractor delivers the proofs by lo:30 a.m., rather than by 4:30 p.m., as
                           shown in table 3.


Customers’                  Roth ASB and the PM Unit staff quality-check typeset reports to ensure
Responsibilities            that all pieces of the job are assembled and camera-ready and that
                            covers and pagination are correct. OPC does not, however, proofread
                            reports: Division editors or other customers designated by divisions are
                            responsible for ensuring that no typesetting or substantive errors
                            appear on the report pages. (See “Printed Reports That Contain Errors,”
                            p. 23.) Customers must sign their approval (on Form 312-a) of the
                            camera-ready pieces before ASB delivers the report to the PM Unit for
                            printing.


                                                      .


                            P8gelB
                                           Part2
                                           OPC Servicea for Reportr 814 Other
                                           Audit/Evaluation  Prodmta




                                                                      -.,    -_.-,-                   ---_-,                   -       -

Table 3: Routine TATS for Typeset Reports and Other Audit-related Products
                                                                                                                                           Total
;g+;gO                                ASB codes/        Page proofs                                                      ASB final         workdays’
               Pages    Tables.       transmits         ready               Repros ready                                 prwb              TAT
                                                                            lo:30 a.m.,    1 workday after
Fx   by                 None or few                     Day 2,              corrections    sent to typesetting                             2 to3
               < 100    numeric       Day 1             4:30 p.m            contractor                                   1 workday         workdays
Day 1 by                                                                    1030 a.m.,     1 workday after
2 p.m.                  None or few                     Day 3,              corrections    sent to typesetting                             3 to 4
               < 100    numeric       Day 2             4:30 p.m.           contractor                                   1 workday         workdays
Day 1 by                                                                    1030 a.m.,     1 workday after
9 a.m.                  > 5 text or                     Day 3 or 4.         corrections    sent to typesetting                             4 to 6
               L 100    mixed’        Day 2 or 3        4.30 p.m.           contractor                                   2 workdays        workdays
Day 1 by                                                                     lo:30 a.m.,   1 workday after
2 pm                    > 5 text or                     Day 4,              corrections    sent to typesetting
               2 100    mIxeda        Day 2 or 3        430 p.m.            contractor                                   2 workdays        5 workdays
Day 1 by       Covers
2 0.m.         or-W                   Day 1             None                Day 2,10:30 a.m.                             < 4 hrs.          1 workday
                                              aFor reports with complex, mlxed (text and numenc) tables, add 1 workday for each additIonal five
                                              tables.
                                              bFlnal preparation beglns after the repros are delivered to ASB. Final prep Includes ASB’s time to paste
                                              up artwork and fly sheets and the time divisions take to check the final report pages before ASB takes
                                              them to the PM Unit for pnntlng.

                                              Tovers for fact sheets and bnefing reports that are not typeset are handled separately by ASB Disks
                                              are not required. Report covers requested after 2 p.m. may not be available until the second workday.



                                              To request report printing, fill out Form 312-b (use the “Report
Report Printing                               Printing” portion). If your report has been typeset, ASB will take the
                                              camera copy to the Customer Service Desk in the PM Unit; otherwise,
                                              deliver your typed manuscript to the PM Unit yourself. (Request covers
                                              for nontypeset reports before requesting that the job be printed.)

                                              GAO reports are either printed in-house by the Document Production
                                              Branch (DPB) or contracted out. priority printing must be requested in a
                                              memorandum signed by division MXS or directors for P&R. (See
                                              “Requests for Priority Report Services,” p. 11.) Table 4 shows routine
                                              and priority TATS (in workdays) by printer.


In-House Report Printing                      Due to the limitations of our bindery equipment, DPB cannot print
                                              reports that exceed 60 original pages. These reports are always printed
                                              by a contractor.




                                              Pyle20                                                           GAO/OPC9@lhblbhingSurvivalGuide
                               OPCServicea for Reporta and Other
                               Audit/Evaluation Producta




TATSfor Routine and Priotity   Routine TAT is 3 workdays, provided the PM Unit receives the camera-
Reports                        ready report no later than 1 p.m. on day 1. For example, a report sent to
                               the printing plant by 1 p.m. on Tuesday will be printed by 1 p.m. on
                               Friday. (Midday Tuesday through midday Friday is 3 workdays.)

                               TAT for priorities is 2 workdays, provided the PM Unit receives the report
                               no later than 1 p.m. on day 1. For example, a report that arrives at the
                               PM Unit by 1 p.m. on Monday will be printed by 1 p.m. on Wednesday.

                               Reports containing black-and-white photographs require an extra
                               workday in the plant. (See p. 22 for turnaround time for printing reports
                               with color photographs.)


Contracted Report Printing     The PM Unit handles two commercial Government Printing Office (GPO)
                               contracts used for printing GAO audit reports. Roth printers are equipped
                               to print black-and-white photographs and reports up to 300 original
                               pages. Roth contracts are single-award, direct-deal, which means that
                               the same vendors print all the jobs, and the PM Unit contacts them
                               directly, without first going through GPO.

TAT for Routine Reports        For routine reports, the PM Unit uses contract 646, a printer who
                               delivers reports within 3 workdays, provided the PM Unit receives the
                               report by 1 p.m. on day 1. The PM Unit cannot stipulate exactly when on
                               day 3 the reports will be delivered, but according to the terms of the
                               contract, printed copies are to be delivered to OPCby 3 p.m.

TAT for Priority Reports       For priorities, the PM Unit can use contract 156, a printer who delivers
                               printed reports within 24 hours, provided the PM Unit receives the
                               report by 1 p.m. on day 1. The 156 contract is for priority reports only,
                               and its use must be justified by a memorandum and approved by OPC’S
                               Production Manager. (See “Requests for Priority Report Services,” p.
                               11.) If OPCcannot grant the priority request because we already have
                               several priorities in the pipeline, we inform the division that priority
                               service is not possible.

Blueline Proofs for Routine    01%can provide blueline proofs of pages with black-and-white photo-
ReportsWith Black-and-White    graphs for reports printed on contract 646. A blueline proof is made
Photographs                    before the job is printed. What you see on the blueline will not help you
                               determine the quality of the printing, but it will permit you to check




                               P8ge 21                                    GAO/OPGg@l   Publhhing   Survival   Guide
                                               Part2
                                               OPC Services for Reports and Other
                                               Audit/Evaluation  Products




Table 4: Report Printing TATS by Printer
Routine reports
                                                                                                                                     Initial
                                                                  Editors’ approval copy available              FAFl printing        distribution
Camera-ready copy to PM Unit        To DPB.                       at Customer Service Desk                                           begins
Day 1 by 1 p.m.                      Day 1                        Day 4 by 4 p.m                                3 workdays           Day report IS
                                                                                                                                     dated0
                                                                                                                                     Initial
                                                                  Editors’ approval copy available              pAyI printing        distribution
Camera-ready copy to PM Unit         To contract 645              at Customer Service Desk                                           begins
Day 1 by 1 p.m.                      Day 1                        Day 4 by 4 p m.                               3 workdays           Day report IS
                                                                                                                                     datedb

Priority reports
                                                                                                                                      Initial
                                                                  Editors’ ap roval copy available at           FAFl printing         distribution
Camera-ready copy to PM Unit         To DPB.                      Customer c ervice Desk                                              begins
Day 1 by 1 p.m.                      Day 1                        Day 3 by 4 p m.                               2 workdays            Day report     IS
                                                                                                                                      datedb
                                                                                                                                      Initial
                                                                  Editors’ approval copy available              FAt$ printing         distribution
Camera-ready copy to PM Unit         To contract 166              at Customer Service Desk                                            begins
Day 1 by 1 p m.                      Day 1                        Day 2 by 4 p m.                                1 workday            Day report IS
                                                                                                                                      dated0

                                               “Add 1 workday for reports with black-and-white   photographs.

                                               blnltlal distribution usually takes place the workday after the report IS printed. (See “Determmmg Report
                                               Issue Dates and Scheduling Report Distnbutlon” and “Issue Dates for Prepubllshed Reports, p 26 )


                                               that photographs are correctly positioned on the page. If you want
                                               this service, let the Customer Service Desk know when you bring the
                                               report in for typesetting and be sure to note it on the Form 3 12-b.

                                               Customers have 2 workdays to review the proofs and return them, with
                                               the editor’s signature, to the Customer Service Desk. Our commercial
                                               printer will not resume production until the proofs are returned. Blue-
                                               lines add 3 to 4 workdays to the routine TAT-~ extra workday for the
                                               printer, 1 workday for transportation between GAO and the printer, and
                                                1 to 2 workdays for customer review.

TAT for Reports With Color                      Printing TAT for reports with color photographs is a minimum of 12
Photographs                                     workdays. Such reports can only be printed commercially and must be
                                                contracted for individually through GPObecause neither the 645 nor the
                                                166 contract covers the printing of color photographs. Generally, the PM
                                                Unit needs an extra day to negotiate with GPOand to make sure a quali-
                                                fied commercial printer is selected. Use of color photos must first be



                                                Pagea2                                                      GAO/OPCWl        Publlshlng   Survival   Guide
                                 Part2
                                 OPC Servkes for Reports and Other
                                 Audit/Evaluation Products




                                 approved by the Director, OX. (See “Use of Color Photographs in
                                 Reports,” p. 17.)


Printed Reports That
Contain Errors
Printers’ Errors                 The PM Unit staff quality-check reports printed on contract by exam-
                                 ining a random sample of the copies as soon as the printer delivers them.
                                 Random-sample checking is the procedure established for federal agen-
                                 cies by GPO. (DPB staff quality-check copies printed in-house as they
                                 come off the presses and are completed in the bindery.)

                                 If PM Unit staff detect serious printers’ errors in the random sample-
                                 such as missing or duplicated pages, crooked images, substandard
                                 binding, or an image too light to be read-they will notify OPC’SDistribu-
                                 tion Section in writing that the report is not ready for distribution and
                                 arrange for all copies of the report to be destroyed. The division’s editor
                                 is informed of the problem and the report is then reprinted at the
                                 printer’s expense.

                                 Since checking a random sample of printed reports does not guarantee
                                 finding every report with an error, some report copies with printers’
                                 errors may go undetected until the report is in the hands of the recipi-
                                 ents. In such cases, OPC’Spolicy is not to reprint the report but to furnish
                                 the recipients with error-free copies. (To obtain copies of published
                                 reports, see “Report Copies Maintained and Distributed by Contractor,”
                                 p. 29.)

~Customers’Errors Found Before   Sometimes division editors or evaluators discover errors in a printed
Distribution                     report before it is distributed. If the error is substantive, like a wrongly
                                 reported increase or decrease in spending or savings, OPCwill correct the
                                 error and reprint the job. OFC’Sprocedure is for the PM Unit to make sure
                                 the report copies are destroyed immediately, arrange to have the mis-
                                 take corrected, and reprint the job. In such cases, OPC may ask the
                                 responsible division to pay for the reprinting.

                                  Before carrying out this procedure, our policy is to require a memo-
                                  randum from the division ACGto the Director, OK, explaining what
                                  errors need to be corrected. This policy is in effect because OPCcannot
                                  make substantive revisions to reports without authorization from the
                                  cognizant division’s top management.



                                  Page 38                                    GAO/OPC6W   Pabiiablng   Survlvd   Guide
                                Put2
                                OPC Servim       for Reports and Other
                                Audit/JZvahation      Products




                                If the error is not substantive (e.g., a misspelled word or transposed let-
                                ters), OFC’Spolicy is not to correct and reprint the report because of the
                                time and expense involved and because the substantive message of the
                                report is not impaired.

Customers’ Errors Found After   If a substantive error is discovered after the report has been distributed,
Distribution                    the division issuing the report prepares an errata sheet in accordance
                                with the policy in GAO’S Communications Manual, ch. 12.14. The errata
                                sheet (see fig. 4 for a sample) must be mailed to all recipients listed on
                                GAO Forms 115, and the sheet has to be manually inserted into the
                                reserve-stock copies warehoused in Gaithersburg. (See “Report Distribu-
                                tion,” p. 26.) OFCrarely has the resources available to insert and mail
                                errata sheets and usually asks divisions to handle this task.




                                 Page 24                                    GAO/OPCSW   Pubiiehing   Survival   Guide
                                               Part2
                                               OPCservicea for Reports 8nd other
                                               Audit/Evduatioa        Pmducta




Figure 4: Sample Errata Sheet


                                united
                                  St8tea
            GAO                 Geneml Accounting OfIke
                                Wuhington. D.C. 2OlM

                                NatIonal Security and
                                InternatIonal Maim Division




                                ERRATA

                                General      Accounting           Office

                                CONTRACT PRICING
                                Material    Prices  Overstated
                                in Pershing     II Contract
                                 GAO/NSIAD-87-41
                                 January     38,      1987
                                 The dollar amount on page 7, paragraph                   2, line   1
                                 should be $1,288,544.
                                 The appendix          that      begins    on page 13 should   be numbered
                                 III.



                                 Paul    F. Math
                                 Associate         Director




                                                   Page26                                           GAO/Owl   PllbUsbing !3urvival Guide
                             Part2
                             OPC Servicea for Reports and Other
                             Audit/Jhluation   Producta




                             GAO does not generally revise audit reports when reprinting to replenish
                             depleted stock. If a division finds substantive errors in a report and
                             wants to correct them for a later reprinting because the reserve stock is
                             depleted, it should prepare an errata sheet. (See above.) In such cases,
                             OPCwill print the errata sheet and bind it into the report. (See also ch.
                             12.14 of GAO’S Communications Manual, which discusses reissued
                             reports.)


                             OK’S policy is to distribute a report after the division has assured us
Report Distribution          that the report is ready for distribution. Therefore, once PM Unit staff
                             have performed their quality check, they furnish division writer-editors
                             with a sample printed copy at the Customer Service Desk. Writer-editors
                             must approve the sample and sign Form 47 before the report can be
                             distributed. (See also GAO’S Communications Manual, chs. 12.6 and
                              12.14.)


Determining Report Issue     PM  Unit staff determine the report issue date, which is the date printed
                             on the report’s basic transmittal letter. The staff’s decisions are based
Dates and Scheduling         primarily on the scheduled work load for OPC’SDistribution Unit. For
Report Distribution          example, ooD9o-39, a routine report that has not been prepublished, is
                             ready for contract printing on May 1. Normally, PM Unit staff would
                             schedule the job to be delivered 3 workdays later, on May 4. However,
                             because opt’s work schedule shows that five other audit reports are
                             already in production and scheduled for distribution on Friday, May 5,
                             the PM Unit staff date c&n-go-39for Monday, May 8. When printed copies
                             of GGD'S report are delivered, they wait in line for 1 workday, behind the
                             other reports, to be distributed on the next workday, May 8.

                             The PM Unit’s customary procedure is to schedule distribution at least 1
                             workday after printed copies are delivered to OFC.(See table 3, p. 20.)
                             This allows the PM Unit staff enough time to quality-check the printed
                             copies and to contact the division’s editor to approve them for
                             distribution.

IssueDatesfor Prepublished    The typeset versions of prepublished reports always carry the same
Reports                       date as the typewritten versions. The typeset versions are distributed as
                              soon as possible, usually within 1 or 2 workdays after the printed copies
                              are delivered to OPC or finished in our printing plant. Prepublished
                              reports do not automatically receive priority handling from OPC.(See
                              also GAO’S Communications Manual, ch. 12.14.)
                                                      .

                              Page 26                                   GAO/OPCS@l   Publishing   Survival   Guide
-.
                                 Part2
                                 OPC Services for Reports and Other
                                 Audit/Evaluation  Product8




Backdated Reports                opt will backdate GAO reports if written approval has been granted by
                                 the Director of the Office of Congressional Relations (OCR). As a general
                                 rule, permission to backdate is given at the end of the fiscal year when
                                 OX experiences a surge in report production. Toward the end of each
                                 fiscal year, we issue a reminder (see fig. 5) to division and office heads.


Report Copies Dish-i.buted       The Mail and Distribution Section, which consists of the Mail Center and
                                 the Distribution Unit, is part of the Document Production Branch. (See
by OPC’sMail and                 fig. 1, p. 9.) The primary responsibility of the Distribution Unit staff is
Distribution Section             to prepare reports for distribution according to the instructions that
                                 divisions provide on GAO Forms 115. The Unit does not stock or provide
                                 GAO employees with copies of reports. (See “Report Copies Maintained
                                 and Distributed by Contractor,” p. 29.) The messengers in the Mail
                                 Center are responsible for delivering copies of reports to the Hill, to GAO
                                 staff at audit sites in the offices of executive-branch agencies, and to
                                 agency officials.

                                 Division staff are responsible for preparing nonbasic transmittal docu-
                                 ments and filling out the Forms 115 (available in their divisions and
                                 from the Supply Center) and taking both directly to the Distribution
                                 Unit (r-m. 4026) on or before the day the report goes to the PM Unit for
                                 printing.

 Initial and Subsequent          Report distribution is handled in two phases-initial  and subsequent.
 Distribution                    The physical task of preparing and distributing reports is split in this
                                 way so that a small number of copies of a newly published audit report
                                 can be distributed immediately, with the bulk of the distribution to
                                 follow later.

                                  Initial distribution    involves

                             . external recipients (members of the Congress who requested the assign-
                               ment and need the report as soon as it is printed);
                             . top federal agency officials, particularly those whose agencies the
                               assignment affects; and
                             l internal recipients (GAO management and selected audit sites and
                               regional offices).

                                  Initial distribution is time critical because OPC guarantees same-day
                                  delivery of reports to congressional requesters. To meet this objective,




                                  Page 27                                    GAO/OPC9O-1   Publishing   Survival   Guide
                                                                                                                                      -
                                            Part2
                                            OPC Services for Reportd and Other
                                            Audit/Evaluation  Producta




Figure 5: Reminder Memorandum to Division and Office Heads About Backdated Reports




                                                                                            . ,. -   -.    -, -    .

                            Memorandum

                            Date:               September      8, 1989
                            TO:                 Heads of     Divisions       and Offices
                            From:               Director,     OCR - Thomas Hagenstad
                                                Acting    Director,  OPC - Michael   Speer
                            Subject   :         Year-End     Report      Publication

                            The end of the fiscal            year always produces       a surge in
                            report     production      requests.     OPC will   try to fulfill        all
                            needs in this area.            We feel that we can be reasonably
                            assured of report          issuance    in the current     fiscal   year if
                            your material         is turned     in to the Customer Service         Desk
                             (rm. 4411) before         September 15.      Any reports      submitted
                            after    that date,      even if accompanied      by a memo requesting
                            priority      handling,      cannot be guaranteed      publication       before
                            September 38.
                            If you produce a report   in the month of October,   and you
                            must backdate  it for the month of September 1989, you will
                            need to obtain   written approval   to do so from the Office of
                            Congressional  Relations  and provide   that to OPC. Thank you
                            for your help and understanding.

                            cc:           ACG/Ops
                                          OPC Managers
                                          Division  Managing        Editor




                                              Page 28                                         GAO/OPC9&1      Publlsbing   Survival   Guide
                           Part2
                           OPC Services for Beports and Other
                           Audit/Emluation   Producta




                           OPC'S Mail and Distribution  Section must ensure that reports are
                           delivered on the date printed on the basic transmittal letter: the
                           report issue date.

                           The Mail and Distribution Section can process four to six initial distribu-
                           tions per day; two or three reports can be scheduled for morning
                           delivery, and two or three can be scheduled for afternoon delivery.
                           After the Distribution Unit staff carry out the instructions on the Forms
                           115, messengers in the Mail Center make local deliveries of the reports
                           at 9:30 a.m. and 1:30 p.m. (If divisions wish to hand-carry reports to the
                           requester, they can so indicate on the Forms 115.) GAO headquarters per-
                           sonnel receive their initial-distribution report copies through GAO'S
                           internal mail. Reports to regional offices are sent pouch mail via the
                           Postal Service from the Mail Center daily. (See also “Mail and Messenger
                           Service,” p. 42.)

                           Subsequent distribution is performed within 24 hours after initial distri-
                           bution or within 24 hours after a restricted report has been released by
                           the Office of Congressional Relations. However, subsequent distribution
                           does not supersede the initial distribution of another report. Since subse-
                           quent-distribution report recipients are typically individuals or organi-
                           zations who do not require copies immediately, OPC does not provide
                           them with messenger service. External recipients receive their copies as
                           first-class mail; GAO employees receive theirs by Mail Center messenger.


Report Copies Maintained   After the initial and subsequent distributions are completed, the Distri-
                           bution Unit sends alI the reserve-stock copies to the Document Handling
and Distributed by         Information Facility, operated by General Electric (GE) Government Ser-
Contractor                 vices. GE personnel store the reports and process requests for them from
                           the public, the Congress, GAO employees, and other government agencies.

                            The contractor operates two sites: the Document Distribution Center
                            (rm. 1000 in the GAO headquarters building), which provides a counter
                            pickup service, and a warehouse/mailing facility in Gaithersburg,
                            Maryland.

                            GAO employees who want copies of audit reports can order them at the
                            counter in room 1000, where current reports are kept. Less current
                            reports are shipped from the Gaithersburg facility and are usually avail-
                            able in room 1000 within 1 to 2 workdays. Large quantities of reserve-
                            stock copies may take longer. To order copies by telephone, call 275-
                            6241.


                            Page 29                                   GAO/OPCSO-1Publishing Survival Guide
                        Part2
                        OPC Servicea for Reports and Other
                        Audit/Evaluation  Products




Report Reprints         by GE Government Services. Reprints are usually required because
                        reserve-stock copies have been depleted and GE continues to receive fre-
                        quent requests for the report. When this happens, GE forwards a reprint
                        request to the PM Unit, and the report camera copy, maintained in the PM
                        Unit, is prepared for reprinting. Reprinted report copies are shipped to
                        the Gaithersburg warehouse.


                        Videotaped versions of GAO audit reports are developed and produced by
Video Reports           OFC’SVideo Communications Branch (VCB). VCB can schedule the produc-
                        tion of about 4 to 6 video reports annually. (To obtain approvals for
                        video reports, see GAO'S Communications Manual, ch. 12.16.)


Developing the Script   Developing the script is a collaborative effort between VCB and the cus-
                        tomer: VCB staff work with customers to help them create the best script
                        possible to meet their communication needs. The first step is to establish
                        a message-or theme -in words, not pictures, which come later. The
                        staff ask customers to write down what they want to say in a short
                        paragraph.

                        VCB staff ask a lot of questions to help determine the form of the mes-
                         sage. Is the tape a stand-alone presentation, or will it be introduced and
                         responded to by a facilitator? Who is the audience? How large is it?
                         What is the audience’s subject knowledge? Is this program expected to
                         have a short or long shelf life? How long should the program be? What
                         kind of budget is available? When is the program needed? With this
                         information, VCB staff can advise on the project’s feasibility.

                         Once the message and the form are clear, script writing begins. Since the
                         customer is the subject matter expert, the first draft is almost com-
                         pletely the customer’s responsibility. VCB staff and the customer then
                         collaboratively refine the first draft, concentrating on content and struc-
                         ture. Reaching a final script usually requires many drafts.

                         VCB'S primary role during this script development process is to help the
                         customer write in a style that is easy to hear rather than easy to read.
                         VCBstaff make suggestions for writing dialogue that is natural and rein-
                         forces the visual element of the video report.




                         Pave 30                                    GAO/OPC9@1   Publishing   Survival   Guide
                        Part2
                        OPC Services for Reporte and Other
                        Audit/Evaluation  Products




Integrating Sound and   Once the script is complete, a story board (a panel with one column for
                        the audio and one for the video elements) is created. This story board is
Visuals                 necessary to effectively integrate the two elements of sound and picture.
                        At this point, VCB staff insert the script into the audio column and the
                        visual ideas into the video column. Decisions are made on graphics, live
                        action, interviews, stock footage, stills, and other visual elements. The
                        customer then refines and approves this story board.


Budget Responsibility   Once the story board is approved by the customer’s division ACG, VCB
                        develops a final budget. VCB pays for staff time, equipment, and routine
                        materials, such as blank videotape and routine duplication. All out-of-
                        pocket expenses, such as travel, special graphics, actors, narrators,
                        music rights, fees, and other expenses are the customer’s responsibility
                        if arrangements have not previously been made to include funds for
                        these in OPC’Sbudget.


Producing the Final     For the most part, obtaining permission for videotaping locations, sched-
                        uling interviews, and gathering materials like photographs, news clip-
Videotape               pings, and reports is the customer’s responsibility. Taping the video is
                        VCB'S responsibility.

                        When the videotaping is complete, final editing begins. For some pro-
                        grams, the customer may wish to be closely involved in the editing pro-
                        cess; for others, this may be unnecessary. The important thing for
                        customers to remember about video editing is that it is not like film
                        editing in which cutting and splicing can occur at any point in the pro-
                        gram. Making changes in videotape can be time consuming because
                        sound and visual elements are recorded from start to finish on a finite
                        length of videotape. As a result, changes may necessitate that every-
                        thing coming before or after the change be completely re-edited. This is
                        why an approved final script is so important to delivering the video on
                        schedule.

                         Depending on scheduling, work load, and program complexity, a fin-
                         ished video generally takes about 6 to 8 weeks to deliver after final
                         script approval.




                         Page 31                                   GAO/OPCSO-1   Publishing   Survival   Guide
Part 3

OPCServicesfor Nonaudit Products


                      opt produces many nonaudit products that support and enhance the
                      work of GAO’S diverse nonaudit programs and projects. On a regular
                      basis, we publish the Comptroller General’s Annual Report, GAO Journal,
                      the Decisions of the Comptroller General of the United States, and
                      Reports and Testimony. We also produce training materials, policy docu-
                      ments,’ job vacancy announcements and other recruiting materials,
                      questionnaires, posters, brochures, fliers, presentation boards, slide
                      shows, videotapes, and GAO forms. Most nonaudit products are designed
                      and produced according to GAO'S Visual Communication Standards.



Customers’
Responsibilities

Requisition Forms     Customers charged with producing the more straightforward nonaudit
                      products, such as vacancy announcements or presentation boards,
                      should use the appropriate opt requisition form at the Customer Service
                      Desk. PM Unit staff are available to help you with the forms. They will
                      tell you how long a job will take and what OX needs from you to pro-
                      duce your job. (See app. I for a list and description of opt requisition
                      forms.)


Preliminary Meeting   Customers responsible for coordinating more complex projects-such as
                      special publications or projects that involve slides, video, or the like-
                      should set up a preliminary meeting with OK’S Production Manager as
                      soon as they know they will be responsible for the publication or the-
                      project. These products generally consume much more time and
                      resources than reports or other types of nonaudit products. A meeting
                      with the Production Manager is particularly helpful when the project
                      involves many pieces, when it seems complex for other reasons, or even
                      when the customer simply wants advice on how to proceed. Our Produc-
                      tion Manager will elicit much of the information from the customer that
                      0% needs to begin planning and will share it with OK’S branch and unit
                      managers. The managers will then determine how opt will use its
                      resources to carry out the project and, if necessary, will select an opt



                      ‘Policy-relateddocumentsmust beclearedby the Office of Policy. For moreinformation, refer to
                      GAO Order 0170.3,“Advance Review and Clearanceof Audit, Evaluation,Accounting,or Reporting
                      Policy and Relatedlhcuments.”



                      Page 32                                             GAO/OPCg@l     Publishing   Survival   Guide
                             Part3
                             OPC Services   for Nonaudit       Products




                             project manager to work directly with you to shepherd your project
                             through the publishing process.

                             For complex projects, early collaboration between the customer and OPC
                             is essential to avoid inefficient and duplicative work for all involved, to
                             meet project deadlines, and to produce a product of high quality.


Transferring Funds           Sometimes we ask customers to transfer funds to OPC to pay for particu-
                             larly expensive products (such as those created for Black History Month
                             and GAO'S annual management conference) or products we did not know
                             about when we developed OFT’S budget (such as a specially designed,
                             multicolor publication like Controlling Drug Abuse: A Status Report).

                             If your product falls into either of the above categories, your OPCproject
                             manager or OPC’SProduction Manager will discuss it with you. If OFC
                             needs funds from your organization to produce your product, we will
                             estimate the cost of your project. Your administrative officer should
                             contact OFC’SSpecial Assistant for Administration (275-1272) who will
                             confirm the procedures for transferring funds to OPC. Your administra-
                             tive officer should notify the Office of Budget to make the funds
                             transfer and send OPCa copy of the notification.


                             OPC’Smanagers meet several times weekly to plan and manage GAO'S
OPC’sResponsibilities:       more complex nonaudit projects. The managers assign an OPCstaffer to
Project Management           serve as project manager on projects that

                         . involve several products or products that are without precedent, such as
                           the Comptroller General’s transition reports and the National Advisory
                           Commission on Law Enforcement report;
                         l pertain to a special, highly visible event, such as GAO'S annual manage-
                           ment conference and Hispanic Heritage Month; or
                         l are complex and require extensive coordination among OPC’S branches
                           and units.

                              OK’S project managers are responsible for

                         . working out a production schedule with the customer and OPC’Srelevant
                           branches,
                         . seeing that the project stays within budget,
                         l coordinating work during the project’s various phases,

                                                           .
                              Page 33                                     GAO/OPCSO-1   Publishing   Survival   Guide
                                Part3
                                OPC !3ervicea for Nonaudit   Products




                           . informing the customer and involved opt staff and managers of the pro-
                             ject’s status,
                           . helping the customer complete OPC’Srequisition forms,
                           l  troubleshooting if needed, and
                           l  serving as the single contact for the customer.


                                OPC’SWriting Resources Branch (WRB) helps GAO'S nonaudit organiza-
Writing and Editing             tions create professionally written publications and video scripts. (Occa-
Services                        sionally, WRB accepts projects from divisions whose work loads are
                                temporarily too heavy.)

                                 WRB staff are available to work with customers to develop appropriate
                                 format and organization, to develop or revise an outline, and to draft
                                 portions of the product (message design). If customers come to WRB with
                                 a manuscript already written, WRB staff can analyze it for logic, organi-
                                 zation, and tone (publication analysis) and work with the customer to
                                 improve it. WRB staff can also improve documents by editing for clarity,
                                 consistency, and GAO style and by eliminating jargon and redundancy.

                                 Requests for w&s services should be made by submitting Form 3 12-c to
                                 the Customer Service Desk. WRB staff then review the request and esti-
                                 mate the job’s TAT on the basis of the branch’s work load and the length
                                 and complexity of the work involved. If the requested TAT is not feasible,
                                 WRBcontacts the customer and negotiates a TAT acceptable to both par-
                                 ties. WRB also elicits any special needs or concerns the customer may
                                 have. WRB staff then edit the manuscript, often meeting with the cus-
                                 tomer at least once to discuss the project and ask questions. When the
                                 edit is fished, WEB notifies the customer, who picks up the document in
                                 WRB, confers with the writer-editor, and signs the requisition signifying
                                 the job’s completion.


Work That Must Be Edited         OFC’Spolicy requires that WRB edit certain nonaudit materials before opt
                                 will typeset them, prepare them as final camera-ready copy, or print
                                 them. This policy ensures that GAO products adhere to basic standards
                                 for coherence; GAO style; and correct punctuation, grammar, and
                                 spelling. OFC’Smust-edit list encompasses the following:

                               . materials for the Comptroller General, such as his speeches or display
                                 items used for events he participates in (slides, signs, transparencies,
                                 and presentation materials);
                                                     .


                                 Page 34                                    GAO/OPCN1   hbhhlng   Ehrvival   Guide
                           Part3
                           OPC Services   for Nonaudit   Producte




                   . materials to be distributed to the Hill, such as testimony from nonaudit
                     divisions and publications like Serving the Congress;
                   l publications to be distributed outside of GAO, such as recruiting mater-
                     ials, which are meant to encourage the reader to act;
                   . materials for significant agencywide events, such as Black History
                     Month, Hispanic Heritage Month, and GAO'S annual awards ceremony;
                   . materials designed to elicit employee response or provide information to
                     employees, such as information about the Federal Employees Retire-
                     ment System, GAO'S annual technical conference, GAO'S retirement pro-
                     gram, and GAO'S building management program; and
                     all GAo-wide forms.
                       l




Customers’                 It is o&s policy to accept for editing only manuscripts that are final and
                           complete. This means that before we will begin to edit a manuscript (1)
Responsibilities           its review and comment cycle must be completed and (2) we must
                           receive the manuscript in its entirety. Furthermore, to provide enough
                           space on the typed page for WRB editors to write clear corrections and
                           suggestions, all manuscripts submitted for editing must be double-
                           spaced. Finally, although WRB will proofread page proofs and repros
                           when it has the resources to do so, responsibility for ensuring perfect
                           copy rests with the customer.


                            Specially designed graphics for nonaudit products are available from
Graphic Design              our Graphic Design Branch (GDB) and from commercial contractors
Services                    through the PM Unit. Although most of GAO’S products conform strictly
                            to the Visual Communication Standards, exceptions are made for some
                            special products, such as special-events promotions, exhibits, and con-
                            ferences, as long as they maintain GAO’S corporate look. GDB and con-
                            tractor services include design and layout, type specification, pasteup,
                            and quality control. Use Form 312-a to request design services, and
                            bring your job to the Customer Service Desk.

                            Unlike production graphics, such as calligraphy and standard report
                            covers, original design requires substantial discussion and decision-
                            making. TAT reflects the size and the complexity of the project (some jobs
                            may involve months of activity), so no standard TATS exist for graphic
                            design. To ensure the necessary lead time, consult with opt’s Production
                            Manager as soon as you identify your design needs.




                            Page 36                                   GAO/OFCBO-1hblhhingSurvIvalGuide
                             Part3
                             OPC Services   for Nonaudit   Products




Photography Services         GDB provides creative photography    for nonaudit products and special
                             publications, exhibits, and slide shows. Other services include
                             photographing special events, such as award ceremonies; taking pass-
                             port photos; and making prints from black-and-white 35-mm, 120~mm,
                             and 4- x 5-inch negatives.

                             Passport and certified public accountant photo services are now avail-
                             able on a walk-in basis (without appointment) on Mondays from 8:30 to
                             11:30 a.m.

                             When requesting these services, use GAO Form 246 or OFCForm 145,
                             available in the Photography Section, and schedule an appointment with
                             the receptionist (rm. 4432) at least 5 workdays before you need service.
                             Service requested after 3 p.m. will be dated the next workday. TAT for an
                             average job is 8 workdays. If your job is unusually large, complex, or
                             creative, such as a special slide show, the turnaround time will be
                             longer.



Typesetting Services

Publications in the Report   MB can typeset nonaudit and special publications in GAO'S report
Format                       format-if    they have been prepared for typesetting in WordPerfect-
                             through the same contractor that typesets audit reports. OPCprefers this
                             method because it is quicker and more efficient than other typesetting
                             methods. Customers who need this service should first discuss this
                             approach with the OPCproject manager assigned to their publication or
                             with OPC’SProduction Manager. Once the option to typeset in the report
                             format is selected, the customer should fill out Form 312-a, completing
                             the “Other Typeset Publications” portion, and, as with reports, follow
                             the instructions in opt’s Typeset Documents: WordPerfect and Design
                             Instructions (GAO/OF~~-~) to prepare the disk(s).

                             AsB's turnaround    times for typesetting nonaudit and special publications
                              vary, depending on work load and the document’s complexity. Gener-
                              ally, expect a turnaround time twice as long as that for reports (see
                              table 3, “Routine TATS for Typesetting Reports and Other Audit-related
                              Products,” p. 20) because nonaudit and special publications usually
                              require extensive collaboration among ASB staff, other OPC personnel,
                              and the customer. Typesetting priorities are rarely granted to nonaudit



                              Page 38                                    GAO/OFGNM   Pnbhhing   Survival   Guide
                              Part3
                              OPC Services   for Nonmdit   Producta




                              publications because typesetting audit reports supersedes most nonaudit
                              priority requests.


Publications Not in the       Documents that do not conform to the GAO report format cannot be
                              typeset through our report typesetting contract. Our alternative type-
Report Format                 setting method involves our PostScript contract. Once the page layout
                              for such a document is decided and the copy is edited, ASB staff prepare
                              the WordPerfect disk for output through this contract, which furnishes
                              repro pages within 1 workday. Because of this extra preparation, using
                              this method requires extra lead time. The contract does not provide page
                              proofs; it produces only camera-ready repro pages, so customers must
                              be sure what is submitted to us on the disk(s) is final, approved copy
                              that has been edited and proofread. If you think your requirements call
                               for typesetting in nonreport format, discuss this approach with the
                               assigned OPC project manager or with OPC’SProduction Manager.


Customers’                    Our policy is that customers are responsible for ensuring that no sub-
Responsibilities              stantive or typographical errors appear on final, typeset pages. As with
                              reports, before we can print a nonaudit or special publication, we ask
                              customers to sign their approval that the job is ready for printing. (This
                              signifies that the customer has reviewed the material and is satisfied
                              that the document is error-free.) We practice this policy to prevent
                              reprinting jobs that have not been thoroughly checked.


                               To request printing for nonaudit jobs larger than 50 copies and more
Printing Services              than 50 original pages, complete the “Printing Other Than Reports” por-
                               tion of Form 312-b and bring your request to OFC’SCustomer Service
                               Desk. The PM Unit determines whether to print the job in-house or send
                               it to a contractor.

                               Nonaudit printing jobs of fewer than 50 copies and fewer than 50 orig-
                               inal pages should be taken to OPC’Scopy centers, rooms 4522 and 6510,
                               which are open from 8 a.m. to 5 p.m. You need not bring them to the
                               Customer Service Desk.


In-House Printing              Our Document Production Branch can do the following:

                          l    print jobs that are fewer than 60 pages and fewer than 5,000 copies;



                               Page 37                                   GAO/OHXSl   Publhhing   Survival   Guide
                            PUt3
                            OPC Servi~   for Nonmulit   Producta




                        .   print jobs of standard trim sizes: 4 x 8-l/2,6 x 9,8-l/2 x 11, 10 x 12, or
                            11 x 17 inches;
                        .   saddle stitch (i.e., bind the pages and covers of a book together by sta-
                            pling them through the middle fold of the sheets);
                        .   side stitch (i.e., bind the pages and covers of a document together by
                            stapling them on the left side or in the upper left comer);
                        .   drill one, two, or three holes;
                        .   print on colored paper and index card stock (visit the Customer Service
                            Desk for samples of available colors);
                        .   print up to a maximum sheet size of 12 x 18 inches;
                        .   print covers using GAO'S standard ink colors: green, blue, brown, mus-
                            tard, red, gray, and salmon;
                        .   “overprint” return addresses or other information on envelopes and
                            stationery;
                            make positive photostats no larger than 20 x 24 inches;
                            make tablets;
                            perforate pages; and
                            print crack-and-peel labels.

In-House PrintingTATs       Provided the PMUnit’s Customer Service Desk receives your printing
                            request by 1 p.m. on day 1, the following TATS are generally possible for
                            nonaudit in-house printing:

                          2 workdays for jobs of 1 to 10 original pages, from 51 to 5,000 copies;
                          5 workdays for jobs of 11 to 60 original pages, from 51 to 5,000 copies;
                          1 workday for 1 to 10 photostats (allow 1 extra workday for more than
                          10 photostats); and
                        . 3 to 5 workdays for photostats larger than 12 x 18 inches.

                            Allow 1 additional workday if your printing job contains black-and-
                            white photographs.

                            Because audit reports always take priority over other printing jobs,
                            nonaudit work that requires saddle stitching may not always meet these
                            TATS if the bindery equipment is being used for reports.




Contracted Printing          Because OFThandles so many nonaudit printing jobs and because of our
                            equipment limitations, we cannot print them all in-house. A few of these
                            jobs-ones      that recur regularly (such as Management News and GAO
                            Journal)-are       sent directly to a designated printer (single-award~rect-
                             deal); this is a relatively straightforward and quick process. Most of our



                             PIge 38                                   GAO/OPG3M    PublMing   Survival   Guide
    Put3
    OPC Servicea   for Nowdlt   Producta




    nonaudit jobs that are contracted out, however, must be offered individ-
    ually for competition on the open market. This takes more time,
    requiring negotiations with the Government Printing Office (GPO) and
    usually acceptance of the lowest bidder. Printers for such jobs may be
    located outside the Washington area.

    Commercial open-market printing requires a minimum of 12 workdays.
    Day 1 begins when the print order leaves the PM Unit. PM Unit staff usu-
    ally need a day from the time you bring your printing request to the
    Customer Service Desk to completely analyze the job and arrange for the
    printing through the main part of GPO or its local satellite operation, the
    Rapid Response Center.

    Turnaround times for these printing services are negotiable; the PM Unit
    specifies the delivery date the customer requests but cannot always
    guarantee it. The availability of a commercial printer determines
    whether or not the delivery date is met. If the PM Unit cannot arrange
    for delivery on the date you request, the staff will let you know the date
    they have negotiated.

    Jobs that are contracted out include

.    printing more than 60 original pages or 5,000 copies;
.    printing color photographs;
.    printing photographs with special effects, such as duotones;
.    providing color proofs;
.    printing on coated (shiny) paper;
.    varnishing;
.    providing press-sheet inspections;
.    printing tabs, foldouts, and carbon interleaved and no-carbon-required
     forms;
.    printing on continuous form paper (marginally punched forms);
.    serial numbering on printed matter;
.    printing on three-ring binders and folders with pockets;
.    perfect or spiral binding;
.    shrink-wrapping;
.    printing items that require special folding; and
.    printing oversized items, such as posters.




     Page 39                                   GAO/OPGgOl   hblinhing   Survival   Guide
                           Put3
                           OPC Servicea   for Nomadit   Rodectr




Customers’                 As with audit reports, opc’s policy is for customers to examine printed
                           copies of nonaudit publications before distribution. Therefore, once PM
Responsibilities           Unit staff complete their quality check, a printed sample of the publica-
                           tion is furnished at the Customer Service Desk for customers to review
                           and approve (by signing Form 47) before we distribute the product.


                           Requests to distribute nonaudit materials-+Ao special publications and
Distribution Services      internal documents-are processed by OPC'S Distribution Unit and dis-
                           tributed by the Mail Center staff. Distribution follows the instructions
                           that the customer writes in the ‘Distribution Other Than Reports” por-
                           tion of Form 312-b, available at the Customer Service Desk.



Audiovisual Services

Synchronized 35-mm Slide   The Video Communications Branch offers synchronized 35-mm slide
                           programs to support GAO’S projects and programs. Scripts are developed
Programs                   in much the same way as video scripts. (See “Video Reports,” p. 30.) The
                           main difference between the two media is the visualizing technique:
                           Video conveys meaning through motion, slides through a series of syn-
                           chronized still images.

                            If your project requires a synchronized slide program or if you want
                            help dete rmining the appropriate medium for your project, contact the
                            Manager, VCB, on 275-l 172.




                            P8ge40                                    GAO/OPC3lbl   Publiabing   sprvivd   Guide
Part 4

Other OPCSewices


                      OPCprovides other services to meet GAO'S diverse communication needs.
                      These are described in the following paragraphs.


                      VCB operates an equipment loan pool for GAO employees in the Wash-
Audiovisual           ington area and, to a lesser degree, for the regional and overseas offices.
Equipment Loan Pool   VCB'S equipment inventory includes overhead projectors, 35-mm projec-
                      tors, audiotape recorders, videotape players, TV monitors, video show
                      devices, and a variety of one-of-a-kind items. If you have questions
                      about these VCB services, call 275-l 172. If VCB does not have what you
                      need, it can probably help you find it.

                      Borrowers should call the branch to arrange to pick up (before 9 a.m.)
                      and return (after 4 p.m.) the smaller items, such as 35-mm projectors,
                      overhead projectors, and audiotape recorders. VCB will deliver the large
                      items, such as videotape recorders, 16-mm projectors, and video
                      monitors, to offices inside the GAO building.

                      Although VCB staff are available to travel to audit sites and regional
                      offices to advise on selecting and operating of audiovisual equipment,
                      VCB does not deliver equipment or help make presentations outside the
                      GAO building. However, VCB will make equipment available for use
                      outside the building and provide customers with setup and operating
                      procedures.

                      Because VCB's inventory is small, its ability to meet your needs depends
                      on borrowers’ cooperation. Please keep the items you borrow only as
                      long as necessary. Customers who foresee a long-term need (months,
                      years) for an item should consider purchasing it. VCB will help you iden-
                      tify the equipment you wish to purchase.


                      The Applied Technology Unit stays abreast of technology to identify
Applied Technology    and develop automated publishing innovations. Such innovations cur-
                      rently available agencywide are InstantChart, TextFrame, US. Map Pro-
                      gram, and BadgeMaker. (See “Self-Service GAO Graphics Software,”
                      p. 16.) ATU also designs software to meet the needs of specific GAO staff.
                      Quest is one example; this program helps divisions’ technical staff
                      create consistently formatted questionnaires on laser printers. JVA is
                      another example; this program helps Personnel and the Office of
                      Recruitment produce job vacancy announcements on laser printers.




                      Page 41                                    GAO/OPGtX&l   Publiebing   Survival   Guide
                               Put4
                               other   OPC services




                               The Mail Center is part of O&S Document Production Branch; it is open
Mail and Messenger             from 7:30 a.m. to 4:45 p.m. and is located in room 4427. The Mail Center
Service                        uses three different “providers” to deliver its services: Mail Center staff,
                               the U.S. Postal Service, and contractors. If you have questions about
                               these services, which are explained below, call the staff on 275-5893.
                               (For detailed information on mailing and transporting classified docu-
                               ments, see GAO Order 0910.1, "GAO'S Security Manual.“)


Services Provided by the       Our Mail Center staff operate according to the following schedule:
Mail Center Staff          . delivery of audit reports to congressional offices daily at 9:30 a.m. and
                             1:30 p.m.;
                           . pickup and delivery at audit sites daily at 9:30 a.m. (except for the Bal-
                             timore and Suitland audit sites, which receive their mail via United
                             Parcel Service on Tuesdays and Thursdays);
                             pickup and delivery within the GAO headquarters building daily between
                             9:30 and lo:30 a.m. and 1:30 and 3:30 p.m; and
                             pickup and delivery at Union Center Plaza on North Capitol Street daily
                             at 9:30 a.m. and 1:30 and 3:30 p.m.


Services Provided by the        The following describes the services provided by the U.S. Postal Service.
Postal Service     -       . Next-day delivery to regional offices. OFChas an express-mail pouch
                              agreement with the Postal Service for GAO'S regional offices (including
                              the Honolulu office), but not the suboffice locations. To ensure next-day
                              service, the Mail Center must receive your regional office mail by noon,
                              Monday through Friday. Friday pouches are scheduled for Monday-
                              morning delivery to the regional offices. The Mail Center sorts all
                              regional office mail for pouch delivery. Help us sort the regionalmail
                              more quickly by marking your mail “POUCH.”
                           l  Second-day delivery to Frankfurt office. The Mail Center dispatches
                              pouch mail to Frankfurt on Monday, Wednesday, and Friday. To ensure
                              second-day service, the Mail Center must receive mail bound for Frank-
                              furt by noon.
                            . Overnight express mail. The Mail Center must deliver express mail to
                              the Postal Service before 3:45 p.m. for next-day delivery within the con-
                              tinental United States. Bring your express mail to the Mail Center by 3
                               p.m.
                           l   First-, third-, and fourth4ass   mail and international   mail. These
                               classes of mail are dispatched from the Mail Center to the Postal Service



                                Page42
                                Part4
                                Other OPC Services




                                daily at 9 a.m., 11 a.m., 1 p.m., and 4 p.m. The delivery times for inter-
                                national mail service vary, depending upon the destination. The Postal
                                Service provides no guarantees for delivery to Latin American coun-
                                tries; delivery to Europe usually takes 5 workdays.
                       l        Registered mail. The Mail Center delivers this type of mail to the Postal
                                Service daily in the afternoons. Bring it to the Mail Center by 10 a.m. so
                                that the staff can fill out the appropriate paperwork.
                       l        Certified mail. The Mail Center delivers this type of mail to the Postal
                                Service daily in the afternoons. Bring it to the Mail Center by 2 p.m.


Services Provided by             OPCuses three contractors to make deliveries for GAO headquarters staff.
                                 Customers who need these services are responsible for packaging their
Contractors                      items and bringing them to the Mail Center.

                           l     Bankers   Courier is the local courier for GAO headquarters. Bankers
                                 makes same-day deliveries of mail and small packages daily within the
                                 Washington metropolitan area. Bring your items to the Mail Center by
                                 1:30 p.m. for same-day delivery. If you have packages for Bankers to
                                 deliver in Silver Spring, Bethesda, or Alexandria, call the Mail Center
                                 (275-5893) first to schedule a pick-up time.

                                 To expedite delivery, write the addressee’s room and telephone number
                                 and the name of a contact person on the outside of the package. If you
                                 discover that your package was not delivered the same day you sent it,
                                 notify the Mail Center so that the staff can refuse charges.
                               . United Parcel Service (UPS) ships large packages and boxes within the
                                 continental United States. It delivers them within 1 to 6 workdays. ups
                                 picks up packages daily at 11 a.m. in the Mail Center. Bring your pack-
                                 ages to the Mail Center by lo:30 a.m.
                               . Airborne Express makes next-day deliveries of mail and small- and
                                 medium-sized packages before 3 p.m. within the continental United
                                 States. The Mail Center dispatches items daily at 2 p.m. Saturday deliv-
                                 eries to offices and private residences are acceptable. Bring your pack-
                                 ages to the Mail Center by noon.


                                 The PM Unit can provide WordPerfect typing for headquarters staff.
WordPerfect Typing               Contractors type from manuscript onto disks and prepare already-typed
                                 report disks for typesetting through ASB. Use Form 312-d and bring your
                                 work to the Customer Service Desk. TAT is 1,2, or 3 workdays,
                                 depending on the size of the job. Bring formatted floppy disks and any



                                 Page 43                                   GAO/OPGWl   hblishing   Survival   Guide
                        Part4
                        Other OPC Servicea




                        special paper, such as stationery; the contractor provides continuous-
                        feed paper.


                        Following are GPO services available through the PM Unit staff; the Cus-
Products and Services   tomer Service Desk staff will advise you which requisition forms are
OPCCan Provide          required.
Through the
Government Printing
Office

Proofreaders            The PM Unit can procure the services of GPO’S professional proofreaders.
                        They work by the hour and can proofread on site at GAO headquarters if
                        necessary. opt will generally ask customers to pay for proofreaders
                        because this service is not included in our budget.


Optical Scanning        GPO can scan typewritten or printed pages onto floppy disks in
                        WordPerfect format. GPO supplies the disks and prefers not to scan
                        pages printed on both sides. TAT is 1 to 2 weeks, depending on the
                        number of pages you submit and GPO’S work load. Because optically
                        scanned material is not loo-percent accurate, you should proofread the
                        output from the disk you receive against the original material to spot
                        any errors that may have been introduced during the scanning process.


                        Sometimes customers ask us for services and items that we do not pro-
Services and Products   vide. Following is a list of such services and items. The items marked
OPCDoes Not Provide     with an asterisk are available from GAO’S Supply Center, room 38 11.
                        Some of the other items and services can be obtained through your
                        organization’s procurement channels.

                        Blank pocket folders*
                        Blank three-ring binders*
                        Stationery, memorandum paper, and envelopes*
                        Permanent room signs (available from Facilities Management)
                        Picture framing and matting
                        Art supplies
                        Videotaping of retirement ceremonies
                        Editing or proofreading draft manuscripts
                                             .


                         Page44                                    GAO/OPC9&lPublishingSurvivalGuide
  Part4
  Other OPC Services




  Assistance with routine audiovisual presentations
  Delivery of portable audiovisual equipment from our loan pool
  Spiral binding of already-printed material or blank sheets
  Layout, typesetting, and printing of personalized memo paper and pads
  not covered in GAO Order 062 1.6
. Duplication of large quantities of videotapes
. Name tags and tent cards (customers can produce these using our self-
  service BadgeMaker software)
. Layout, typesetting, and printing of business cards




   Page45                                 GAO/OPG@M   FubMdng   Survival   Guide
Appendix I

List of OPCRequisition Forms and Services


               Note: Our requisition forms are stocked in the Supply Center, room
               3811. Unless otherwise noted, they are also available in the PM Unit,
               Customer Service Desk, room 4411. For customers’ convenience, the
               Customer Service Desk also keeps a supply of Form 160, Testimony
               Cover; Form 515, Draft Report Cover; and Form 171, report “prepubli-
               cation” cover. These forms are also stocked in the Supply Center.


               OPC Requisition Forms         Services Provided
               Form 312-a, OPC Automated   Productron graphics; report typesetting; coverplates for
               and Productton Graphrc      classified and other typewritten reports; typesetting for
               Servrces                    other publications; 35-mm slide processrng and design
                                           services provrded by ASB, contractors, and GDB
               Form 312-b, OPC Pnnting and Report and other printing provided by DPB and contractors;
               Distribution Services       distribution of materials other than reports provided by DPB
               Form 312-c OPC Editing and Editing and writing assistance provided by WRB
               Writing Services
               Form 312-d, OPC WordPerfect Contractor-provided typing and disk preparatron services
               Typing Services             available through the PM Unit
               Form 47, Printing Release   Customer approval of printed document; requrred before
               (“pink card”)               distribution can be made
               Form 480, OPC Request for   Audiovisual services and equipment loans provided by VCR.
               Audiovisual Services        form available from VCR, room 7647
               Form 460b, Request for      Audiovisual production services provrded by VCR; form
               Production of Videotapes,   available from VCR, room 7647
               Slide/Tape Programs, and
               Other Audiovisual Products
               Form 67, Request for Photo   Services provided by Photo raphy Section, GDB, form
               Shooting Assignment         available from GDB, room 48 27
               Form 145, Request for Photo  Black-and-white and color photo prints provided by
               Processing Servrces          Photography Section, GDB; form available from GDB, room
                                             4827




               Page 48                                            GAO/OPWU-1    Publishing   Survival   Guide
Appendix II

When You Need a Memoranckun


                                                               Signed or Authorized by                      Addressed to
                                                 Div. ACG or                         Div. AC0
Ooal                                             Office Dir.       Issue-Area Dir. and Dir., OCR      Dir., OPC      OPC Prod. Mar.
To qet priority handling
   typesetting                                             X                                                                           X
   araohics                                                X                                                                           X
   orintina                                                X                                                                           x
To use color photos in reports                                                 X                               X
To reprint reports because of factual errors               X                                                   X
To backdate a reoort                                                                          X                X
To transfer funds to OPC
To typeset and print an executive summary
lonaer than 4 Daaes




                                               Page 47                                        GAO/OFGBCkl   Publishing   Survival   Guide
      Ppe

*&&&is                            of InstantChart Output


Title of Chart (2Scharacter        maximum)
150     vorlkal Axis Labal (80 charauua)
144

130

120                                                      I




                                              Pirge 48       GAO/OPGg@l   Pdl&dhg   Survival   Guide
                                                Appendix Ill
                                                Example!s of h9tantchrrrt   output




lltle    of Chart (250baracter       maximum)
 !I0     Voftlcd Axh lAol (so churttus)

 40-


 30


 20


 10


     0


-10


-20


40


40


40




      Horizontal Axis Lab04(60 chmdus)
                                                 Note 1: Maximum of five notes, each containing up to 250 charauers.

                                                 Note 2: Single and positive-negative bar charts may have up to 15 bars.

                                                 Na& 3: Ths vertical axis may haw up to 15 inaement values.

                                                 Note 4: Positiw-negative bar dwts may not haw stacks.




                                                Page 49                                                  GAO/ORXH          Publishing   Survival   Guide
                                                Appendix   III
                                                Examples   of Jnatantchart   output




Title of Chart (25O-character      maximum)
Vulkal AXISLabel (a0 clumuorB)
100


 90


 so


 70


 60


 50


 40                                    . :.:

 30

 20

 10




  HorlzOMal Arb Label (60 cll8mctu8)

               Stack Label Four (a0 charamn)
               stack Label Three (60 chaxmr8)

      m        stack Labal Two (al chsnan)
               stackL&dono(t3octlamcm)


                                                Nate 1: Maximum of five notes, each containing up to 250 chara&m.
                                                Nose2:SEeckedbarch~mayheveamaximumof15~Pnd4~.

                                                Note 3: The vertical axis may hew up to 15 inawnent values.




                                                Page SO                                                GAO/OPG9@1   hblishhtg   Survive   Guide
                                          Appendix        III
                                          Examples        of rnstultchart       output




Tltle of Chart (25Ocharacter   maximum)
                                          loo       v*rtkdAxbLabol(8ochmctom)


                                           So

                                           80

                                           70

                                            60
                                            so

                                            40

                                            30

                                            a

                                            10

                                                0




                                           Hortxad         Axb Labd (60 chamdrm)

                                                     --
                                                     I          I LeoendLabdone(eot9lalacmn)
                                                     II           LegendLabelTwo (60 chra@rs)
                                                                  LegfindLabelThree(eo chaIac#Ia)

                                           Note 1: Maximum of five now, each containing up to 250 chamcam.

                                           Note2:Theverlidaxismayhaveupto15inu’ementvalues.




                                            P8ge 61                                                 GAO/OPCBG1   F’ublishing   Survival   Guide
                                                       Appemlix   lU
                                                       Examples   of Instantchart   output




Title of Chart (250character          maximum)
100

 m

 80

 70

60
so

40

30

20

10




Horixootel Ax18 Label (60 chwactus)

      -        Line Number One Label (60 charactera)
      -1-m     LineNumberTwoLabd(6Ocharaben)
      -        Line Number Three Label (60 m)
      nl al    Line Number Four Label (60 charatem)

                                                       Nom t : Maximum of five notes, each containing up to 250 &ractem.

                                                       Note 2: Line chatts may have a maximum of 18 paints across the chart and four dint   lines.

                                                       Nom 3: The verlical axis may have up to 15 incmment values.




                                                       Page62                                                  GAO/OPGBM       Pnbllshlng Survival Guide
                                       Appendix   III
                                       ExampI-    of IMtultchut       output




Examplo of Line Chart When Points An
Not Availabk
                                       100 VortbalAxbW




                                        70

                                        60




                                        ;    *                                                . . . . . . ~ ,,,, /-----



                                        10




                                       Thisdlaltwasproduxdusingtwolines(ecludandprojecred).

                                       TheactuallineconteLnnumbenfromJanuuy~JuneandNA~fromJulythrough
                                       Oc&bw. The projecbd line ant&s NA values from Jarwy through June and numbers from July
                                       throughOctober.




                                                                  .


                                       P8ge 63                                                   GAO/OPC~l           Publishing   Survival   Guide
                                           Appendix   III
                                           Example6   of Instantch8rt   output




Title of Chart (25O-character   maximum)
                                                                                                Slice Label Four



                                                                                                Slice Label One




                                                                                                Slice Label Two




                                                                                                 Slice Label Three
                                            Nom 1: Maximum live notes, each containing up OD250 ohamters.

                                            Note 2: Pie charts may have a maximum of eight slices.

                                            Note 3: The vedcal axis may have up to 15 increment values.




                                            Page 64                                                  GAO/OPCBO.l     Publishing   Survival   Guide
DocumentsThat SupersedeOFC’sDesign
Implementation Guidance

             DIG Bulletin No.                  Surmrsedetd bv
             1,2,3                             No longer applicable.

             4                                 Typeset Documents: WordPerfect and Desrgn Instructrons,
                                               GAO/OPC-90-2, rev. May 1990 (12.14.1)’

                                               Publishrng Survival Guide, GAO/OPC-90-1, June 1990
                                               (12.143)’

                                               Typeset Documents: WordPerfect and Desrgn lnstructrons

                                               TextFrame: Policies and Instructions for Producrnq
                                               Presentation Matenals, GAO/OPC-89-1, rev. Sept. 1989
                                               (12.9.1)’

                                               Visual Communication     Standards, 1987

             6                                 Publishing Survrval Guide

             7                                 Publishing Survival Guide

                                               Communications     Manual, ch. 12.14

                                               Visual Communication     Standards

             8                                 DIG Bulletin No. 14
                                               Typeset Documents: WordPerfect and Design InstructIons

             12                                Publishing Survival Guide

                                               Typeset Documents: WordPerfect       and Design     Instructions

             *These are the numbers asslgned by the Office of Poky for documents Included In GAO’s poky       gul-
             dance system.




             Page 66                                                   GAO/OPGO@l     Pmblishing   Survival    Guide
RelatedOPCGuidance



            1. Writrnq Gurdelines (12.1.2’)                                     Binder; Sept 1986

            2. Visual Communicatron Standards                                   Brnder, 1987

            3. Editonal Style Manual, GAO/OPC-87-1                              Binder; change pages

            4. “Publishmg In GAO: Services Provrded by the Offrce of            Elfold, July 1988
               Publishing and Communrcations”

            5. TextFrame:                                                       Revised Sept 1989
               Presentation Materials, GAO/OPC-89-1 (1291’)

            6. Typeset Documents: WordPerfect and Desrgn Instructions,          Revised May 1990
               GAO/OPC-90-2 (12.14 1’)
            *These are the numbers assigned by Office of Poky for documents that are Included In GAO’s poltcy
            gurdance system.




             Page 68                                                 GAO/OPGWl       PubUahi.ng Survival   Guide