NIST Administrative Manual, Subchapter 4.09
Transmittal Date - 12/21/93

Printing Responsibilities
 
 

Printing of most NIST series publications is handled through thePublications Production Program, Office of Information Services. NISTIR's and NIST GCR's are normally handled through Printing andDuplicating, Facilities Services Division. Authors are advisedto contact the Publications Production Program at the earliest possible stage of manuscript preparation for guidance in planning printing requirements.
 
 

Requirements to the regulations contained in Government Printing and Binding Regulations and other applicable federal laws and regulations must be followed.
 
 

Text Appearance
 
 

Regardless of the subject or the method used to produce the manuscript, the final pages submitted for printing should be inthe best possible form. Authors are encouraged to use the maximum capabilities of their word processing or desktoppublishing software to create their final documents.
 
 

Alternatively, the Publications Production Program provides a reimbursable electronic typesetting service for converting manuscripts on magnetic tape or floppy disk to final pages using a composition system and a 315-dot per centimeter (800-dot perinch) laser printer. In cases where the author(s) cannot supply a magnetic tape or floppy disk, the Publications Production Program will key from the hardcopy manuscript and generate final pages in the same manner. Contact the Publications Production Program for information on acceptable word processing formats and requirements. Authors should not confuse the NIST electronic typesetting technology that is available in the Publications Production Program with the more limited desktop publishing programs that are available for use with many personal computer systems.
 
 

Basic Printing Requirements
 
 

1. The use of more than one color requires written justification by the originating OU, endorsement by the Publications Production Program, and approval by the Department of Commerce. The approval request memorandum must include:
 
 

- title of publication;
- number of colors to be used;
- sample copies of the color illustrations; and
- strong justification for the use of more than one color.
 
 

2. Publications of more than 16 pages usually have covers printed on heavier paper stock than that used for printing the pages between the covers. If the printed publication will include 100 pages or more, a printed backstrip reading from the top to the bottom is added.
 
 

The cover must carry the title of the publication, the NIST publication series name and number, and the words "U.S.Department of Commerce, Technology Administration." Names of authors must appear on the title page and may appear on the cover. The month and year the publication is printed must appear on the title page and may appear on the cover. The Department ofCommerce seal must appear either on the cover or the title page,or inside the front cover when there is no title page. The words"National Institute of Standards and Technology" must appear onthe title page and may appear on the cover, or inside the front or back cover when there is no title page. When the words "U.S.Department of Commerce, Technology Administration" and "National Institute of Standards and Technology" appear together on the cover or title page the latter must be subordinated.
 
 

3. Publications of less than 16 pages usually have covers printed on the same paper stock as the rest of the pages and are called self-cover publications. A self-cover publication needs no title page. Pages 1 and 2 include the title of the publication, NIST publication series name and number, credit lines for the Department of Commerce, Technology Administration,and NIST, Department of Commerce seal, and publication date. Thetitle, the words "U.S. Department of Commerce, Technology Administration," and the Department seal must appear on page 1.
 
 

4. The binding of a publication serves the purpose of holding together and protecting the pages. Case binding involves a cover constructed of boards, generally cardboard, covered with cloth, plastic, paper, or a combination of these. Paper binding consists of a heavier grade of paper than is used to print the text pages; this is either stapled through the back for books of less than 100 pages or glued for larger books. Mechanical binding involves a mechanical device, such as a spiral, loose-leaf ring, post, or comb that is used to hold the cover to the pages.
 
 

5. All final copy must be single-spaced except in cases where space and a half is needed to accommodate multi level equations.
 
 

6. Margins should be at least 20 mm (3/4 in).

 7. If the text contains many illustrations, equations, or tables, it should be prepared in single-column format. Two-column format, although more visually appealing and readable, isusually more difficult to compose.

8. Block or indented paragraph style may be used.

9. All text, illustrations, and tables must fit within a standard frame on each page. Page numbers must be placed in the same position on each page and all pages (except blank pages) must be numbered.

10. Line drawings should be made with black ink on white paper with lettering large enough to reproduce well when the drawing is reduced. Photographs must be black-and-white glossy prints with good clearness and considerable contrast. Never write on the back of a photograph, for even the slightest pressure may leave an impression on the front that will reproduce when printed. Illustrations must be numbered consecutively throughout the text.

11. The table of contents must match headings, subheadings, and page numbers of the text.

Cost Estimates

Printing costs for NIST series publications are determined primarily by the number of pages to be printed and the number of copies ordered. Other considerations such as special paper fortext and covers, use of color, and rush schedules will affect the cost. Authors are encouraged to consult the Publications Production Program (at Boulder, the Publications Group) during the early stages of preparing their manuscripts to obtain a cost estimate based on their preliminary specifications. After the final document is submitted to the Publications Production Program (at Boulder, the Publications Group) for printing, the final specifications are compared to the preliminary specifications and the cost estimate is adjusted accordingly.

Prepublication Editorial Review

Each manuscript submitted to the Publications Production Program (at Boulder, the Publications Group) for printing receives a thorough editorial review which focuses on consistency of format and style, sizing of illustrations, and collection of all elements needed before printing.

Printing

The printing of NIST series publications (except NISTIR's andNIST GCR's) is procured from the Government Printing Office. Printing, on average, takes four weeks. Special requirements will usually increase both printing time and costs.

Authors are sent at least one copy of their printed publications to check primarily for any printer's errors and approve or disapprove for distribution.

Distribution

NIST series publications (except NISTIR's and GCR's) are formally transferred to the Government Printing Office Superintendent of Documents and the National Technical Information Service (NTIS) for promotion and sale to the public. NISTIR's and NIST GCR's are distributed by NIST and sent to the National Technical Information Service (NTIS) only.

Authors are responsible for arranging distribution of copies of their publication to a select list.

Electronic Publication Documentation and Media Labeling

1. A NIST electronic publication that is to be distributed in the form of machine-readable text (on a computer disk or in a permanent computer file) must be accompanied by appropriate hardcopy documentation that will enable a user, who may not be acomputer expert, to access and print the document or portions of the document. The hardcopy documentation must include the publication title, author(s), notification that the document is an electronic publication (or electronic file of a hardcopy publication), month and year of publication, publication series and number, the Department of Commerce seal, the words "U.S.Department of Commerce, Technology Administration, National Institute of Standards and Technology," and cosponsor (if any). It must also include necessary information describing medium and file format, explaining how users can access the file(s), and providing the following notice:

 Attention, Users of This Electronic File: The information contained herein should not be altered in any way. Attempts to change the file will adversely impact the integrity of the information and its usefulness. It is intended for use as isand will lose its usefulness if changed.

2. In addition, NIST technical publication bibliographic information must be printed for attaching as a label on electronic floppy disk, CD-ROM, magnetic tape, and optical media. The information should include the publication title, author(s), publication series and number, notice that the document is an electronic publication [or an electronic file of a hardcopy publication], month and year of publication, Disk 1 (etc.) of_____, the words "National Institute of Standards andTechnology," cosponsor (if any), the words "insert disk inappropriate drive and type ________," and the Department of Commerce seal (if space is available).