1. Introduction
1.1 This policy sets out Public Health England’s approach to the printing of publications such as reports, leaflets, newsletters/periodicals, corporate or promotional materials and physical materials created for multimedia products, such as DVD covers. It also covers the production of materials for distribution to the general public such as health promotion leaflets and campaign packs.
1.2 The publications print policy is supported by a number of additional policies on specific publications and communications issues. Please see the communications pages of the intranet for further details.
1.3 This policy applies to all employees of PHE.
2. Policy statement
2.1 For reasons of cost, environmental impact, delivery effectiveness and speed, and compliance with cross-government communications spending controls, PHE should avoid printing documents wherever possible and appropriate, and seek to publish its publications in electronic formats only.
2.2 In normal circumstances only certain publications should be printed and made available free of charge, including: public-facing materials where it is inappropriate to rely on the distribution and local printing of electronic versions; corporate literature (including the corporate annual report); conference materials, essential promotional/marketing documents relating to business activity, or where there is a contractual or legal obligation to produce hard copies (such as for obtaining informed consent for screening, or for laying documents before parliament). Other cases will need to be considered by the communications team.
2.3 Where printing is deemed necessary this should involve a detailed distribution plan, including evidence for the size of print run proposed. This will necessitate the creation of a business case, which may need to be submitted to the Department of Health and Cabinet Office (depending on the spending thresholds in place at the time).
2.4 All publications should be made available free of charge in accessible electronic formats that permit local printing.
2.5 Where possible and appropriate, printed publications should be produced to consistent physical characteristics, including standard paper weights, types and sizes. These will be determined by the Page 2 of publications department. It may be necessary to deviate from this for public health social marketing campaign materials.
2.6 Printed publications should seek to minimise environmental impact, through (for example) using recycled paper, and avoiding lamination and the heavy use of ink.
2.7 Where printing is deemed appropriate and necessary, the procurement of external print services for publications should be conducted by publications staff only, unless permission has been given.
2.8 Where a small volume of printing is deemed appropriate and necessary, to save on external spend consideration should be given to conducting this work using in-house facilities.
2.9 Where larger volumes of publications are to be produced, or professional printing is necessary, the external print services (including fulfilment) must be commissioned from PHE’s contracted partner APS via the standard publications process. No other print suppliers can be used. The costs (both initial and ongoing) for this must be met by the department or work area commissioning the work.
2.10 This approach should be communicated by communications staff.
2.11 Any queries about this policy should be forwarded to the publications department.
3. Equality and diversity
3.1 The PHE Statement of Commitment to Equality and Diversity sets out PHE’s values and commitments on age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation (Equality Act 2010).
3.2 Careful consideration has been given to the protected characteristics as defined by the Equality Act, plus caring responsibilities and trade union membership, as part of the development process of this policy and procedure.
3.3 However, if individuals feel that they are unable to fully utilise the benefits provided by this policy and procedure, they should immediately discuss the matter with their line manager. Alternatively, individuals may raise queries by contacting the HR Division.