NO. 94-37-GSA

ORIGINATING AGENCY: GENERAL SERVICES ADMINISTRATION

EFFECTIVE DATE: MAY 9, 1994

EXPIRATION DATE: INDEFINITE

SUPERCEDES: NONE

SUBJECT: STANDARDIZATION OF PRINTING STATIONERY

FOR INFORMATION CONTACT: RALPH CONDO
PHONE: 777-1788

I. PURPOSE

To establish State policy and procedures, and to outline
the responsibilities of each State Department and its
subdivisions, in minimizing the number of variations of
State letterheads, envelopes, memo pads, routing slips and
business cards and to ensure consistency in the
presentation of the State's identity on all printed
materials, allowing for standardization and cost
efficiency.

II. AUTHORITY

Pursuant to Executive Order No. 36 of July 17, 1991, and
the Governor's Management Review Commission Operational
Review of State Print Shops and Printing Operations -
January 1991: "The Department of the Treasury shall
establish a Printing Control Office to supervise,
coordinate and control all printing done by the State of
New Jersey in the State's own facilities or for the State
of New Jersey in privately owned and operated facilities."

III. DEFINITIONS

A. STATIONERY

All custom-printed material including, but not
limited to, letterheads, envelopes, memo pads,
routing slips and business cards used to conduct
State business both internally and with the
constituency.

B. STATE'S IDENTITY

Display of the official printed Great Seal of the
State of New Jersey, including identification of
State Department, mailing address, street address
(where applicable), Governor's name and
Commissioner's name.

C. PRINTED MATTER

Any printed communication for internal/external
distribution, whether by offset printing press,
xerographic reproduction, engraved, and/or laser
printer.

D. NJ DEPARTMENT OF THE TREASURY, GSA DIVISION OF
CENTRAL SERVICES, PRINTING CONTROL OFFICE

This office will be known as Treasury GSACS
Printing Control Office.

IV. RESPONSIBILITIES/PROCEDURES

A. STATE DEPARTMENTS AND SUBDIVISIONS

All State departments and subdivisions, effective
the date of this circular letter, shall submit to
the GSACS Printing Control Office for approval,
prior to printing, a sample of each letterhead,
envelope, memo pad or routing slip it proposes to
print.

B. DEPARTMENT OF THE TREASURY, GSA DIVISION OF CENTRAL
SERVICES, GSACS PRINTING CONTROL OFFICE

Upon receipt by the GSACS Printing Control Office,
proposed designs will be reviewed for design
consistency and returned to the requester within
five business days. If approved, the design will be
stamped "approved" and signed by the Chief of
Printing Control, or designee.

If, for any reason, the proposed design is
disapproved, a phone call will be placed by the
Chief of Printing Control or designee to the
requester, explaining the reasons for disapproval.
A revised proposed design can then be mailed,
delivered or faxed to the GSACS Printing Control
Office for review.

V. APPROVAL CRITERIA

The GSACS Printing Control Office will review each
proposed letterhead, envelope, memo pad, routing slip
and business card for the following elements:

A. STANDARDIZATION

Based on the design criteria established by the
GSACS Printing Control Office, proposed designs
will be reviewed to ensure consistency.

B. DESIGN CONSISTENCY IN MASTHEAD

The approved masthead will contain only the
official Great Seal of the State of New Jersey, the
words "State of New Jersey," the Department name,
the Department address, the Governor's name and the
Commissioner's name.

Placement of any extraneous logos, symbols,
slogans, etc., not to exceed 1/2" in size, must be
made along the bottom of the letterhead, and are
subject to the approval of the GSACS Printing
Control Office.

C. STANDARDIZATION OF PAPER AND INK

In order to realize a substantial savings to the
State, while at the same time addressing the need
to use recycled paper, the recommended paper will
be determined by the GSACS Printing Control Office.

Use of a vegetable-based Royal Blue (PMS 288U) ink,
both environmentally stable and consistent with the
"official" State color, will also be required.