Policy Text
DEPARTMENTAL GENERAL ORDER N-7 Index as: Reprographic Services
Effective Date:
15 Jul 11
Evaluation Coordinator:
Research and Planning Division Commander
Evaluation Date:
16 Jan 12
Automatic Revision Cycle:
3 Years
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REPROGRAPHIC SERVICES
The purpose of this order is to set forth Departmental policy and procedures for requesting
reprographic services provided by the City and Departme nt Reprographics Shops.
I. REPROGRAPHIC SERVICES
A. Permanent and Temporary Forms
It is the responsibility of the requesting unit to:
1. Contact the Policy and Publication Development Unit to ensure the Temporary Form (TF-#) to be reproduced is the most up-to-date version.
2. Consult with the Training Section Commander to ensure funding is
available and to determine paper re quirements, if any, priority, and
completion timeline.
3. Prepare a Duplicating Work Request (DWR) (TF-059) for printing by
the Department Reprogra phics Shop or Request for Duplicating Services
form (400-612) for printing by the City Reprographics Shop;
a. For best results, ensure the City and/or Department
Reprographics Shop is provided wi th an electronic file of the
form or other material to be reproduced; and/or
In the event an electronic file is not available, provide a print
quality copy of the form or other material with the reprographics
request.
b. Obtain authorization from the unit commander/manager
(signatures are require d on the request).
DEPARTMENTAL GENERAL ORDER N-7 Effective Date:
OAKLAND POLICE DEPARTMENT 15 Jul 11
c. Forward the authorized DWR reque sts (and attachme nts, if any)
to the Training Section Commander for Department reprographic
approval.
B. Direct Charge Items The City Reprographics Shop processes approved requests for the reproduction
of permanent forms (referred to as “direct charge” items).
1. When direct charge items are to be reproduced by the City
Reprographics Shop, the requestor shall prepare a Request for Duplicating Services form (400-612).
2. Authorization from requesting unit commander/manager is required for
reprographic services by th e City Reprographics Shop.
3. Forward the approved request form di rectly to the City Reprographics
Shop with an electronic or print quality copy of the form or other
material to be reproduced.
C. The Training Section Commander shall forward all approved DWRs to the
Department Reprographics S hop. Reprographic requests th at are denied shall be
returned to the requestor de noting the reason for denial.
II. REPROGRAPHIC CONSIDERATIONS A. Color v. Black & White – Departmental publications, forms, and manuals may be designed and published in color when the method of distribu tion is electronic.
However, due to the high cost of color reproduction, every effo rt shall be made
to reproduce printed material in bl ack & white unless color reproduction is
essential to the presentation of the ma terial. Color repro duction shall require
prior approval of the Training Section Commander and authorized by the Chief of Police, Assistant Chie f of Police, Deputy Chief or Deputy Director.
RECOMMENDATION : Utilize black and white photos and graphics, when
possible, when printing in black & white.
B. The DWR or Request for Duplicating Services form shall include the following form/material information, reprographic requirements a nd instructions:
1. Form number and title;
2. Quantity;
3. Fund, Organization, and Project funding codes, if required;
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DEPARTMENTAL GENERAL ORDER
OAKLAND POLICE DEPARTMENT N-7 Effective Date:
15 Jul 11
Page 3 of 3 4. Paper size, weight, and color;
5. Ink colors;
6. Hole punching;
7. Glue and cardboard backing;
8. Stapling;
9. Multi-part forms and padding (collating NCR forms);
10. Spiral/Blue Tape Heat Binding;
11. Folding;
12. Due Date;
13. Contact person;
14. Other special reprographic instructions; and
15. Distribution information, if applicable.
Questions concerning the status of service requests shall be dir ected to the City
or Department Reprogra phics Shop Supervisor.
III. SERVICE PRIORITY FOR DEPARTMENT REQUESTS
A. The Training Section Commander shall a ssign a service priority to each DWR
and forward approved requests to the Department Reprographics Shop for
processing.
B. Service priorities shall not be changed w ithout the prior approval of the Training
Section Commander.
IV. RECORDS MANAGEMENT A. Requesting units shall reta in a copy of the approved DWR for unit records.
B. The Department Reprographics Shop Supervisor shall:
1. Retain a copy of the DWR a nd the material reproduced;
2. Maintain a log of all reprogr aphic services rendered; and
3. Retain the DWR and log for a period of two (2) years.
By order of Anthony W. Batts Chief of Police Date Signed: _______ ____________