GOVERNMENT PERIODICALS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-06365A001200040012-3
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 5
• Document Creation Date: November 11, 2016
• Document Release Date: August 26, 1998
• Sequence Number: 12
• Publication Date: August 14, 1950
• Content Type: MEMO

C
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EXECUTIVE OFFICE OF THE PRESIDENT
BUREAU OF THE BUDGET
WASH i NGTON, 25. D. C.
August 114, 1950
CIRCULAR NO. A-3
Revised
TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS
SUBJECT: Government periodicals
This revision of Circular No. A-3 replaces and rescinds Circular
No. A-3 Revised, dated August 5, 1949. in addition to changes in
wording, approval is no longer required onythe size of page; the
certificate of necessity may be included in the letter (if the letter
is signed by the head of the department or agency); and additional
information concerning revision of mailing lists is required on requests
for continuing existing publications.
1. Purpose. The purpose of this Circular is to prescribe a
uniform proce ure to carry out effectively the statutory provisions
governing the approval of the use of funds from appropriations avail-
able for printing and binding for the printing of journals, magazines,
periodicals, and similar publications.
2. Requirements of approval. Section 220 of title 1414, U.S.C. 19146
ed., provides as follows:
"The head of any executive department, independent office,
or establishment of the Government is authorized, v.th the
approval of the Director of the Bureau of the Budget, to use
from the appropriations available for printing and binding such
sums as may be necessary for the printing of journals, magazines,
periodicals, and similar publications as he shall certify in
writing to be necessary in the transaction of the public business
required by law of such department, office, or establishment.
There may be printed, in addition to those necessary for such
public business, not to exceed two thousand copies for free dis-
tribution by the department, office, or establishment issuing the
same. The Public Printer shall print such additional copies there-
of as may be required for sale to the public by the Superintendent
of Documents; but the printing of such additional copies required
for sale by the Superintendent of Documents shall be subject to
regulation by the Joint Committee on Printing and shall not
interfere with the prompt execution of printing for the Government.
(May 11, 1922, ch. 189, sec. 1, !2 Stat. 5141; June 30, 1932,
ch. 3114, sec. 307, 47 Stat. 1409.) t"
3. Coverage and definitions. The term "journals, magazines,
periodicals, ansimilar publications" (hereinafter referred to as
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periodicals) as used in the law will be construed to refer to publica-
tions issued semiannually or oftener for the purpose of disseminating
useful information, with continuing policy as to format, specifications,
content, and purpose. The term "periodical" will not apply to;
Strictly administrative reports., memoranda, and similar
materials.
Materials which.are exclusively statistical.
Information required exclusively for the official use
of the issuing office or service in the transaction of its
routine business. (JCP Regulations).
These exceptions are construed to cover laws, rules, regulations,
instructions, opinions, decisions, and official notices and circulars.
The term "printing" as used in the law will be construed to refer
to reproduction by those methods which are defined as printing in the
regulations of the Joint Committee on Printing, whether printed at the
Government Printing Office or elsewhere.
Copies for "official use" are those to be distributed, free of
charge, to offices and officers of the Government and others as "necessary
in the transaction of the public business required by law" of the agency.
Such copies are in addition to the copies for "free distribution" for
exchanges, courtesy copies, etc. (limited by law to 2,000 copies).
4. General requirements. Approval will be given for publication
of periodicals with the understanding that they will meet the following
requirements:
Periodicals shall be devoted exclusively to the work which
the organization unit of the Government issuing the same is
required by law to undertake, and shall not contain matter
"relating to work which any other unit of the Government performs
or is authorized to perform, or any matter not necessary in the
transaction of the public business as required by law (JCP
Regulations). Periodicals will not contain articles intended
solely to foster or obtain the support of persons outside the
Government for a Government agency. Periodicals will not
contain editorials, book reviews, or articles which can be
construed as propaganda in favor of increased appropriations
or legislation.
No illustrations, photographs, engravings, or drawings will
be used in periodicals unless they relate solely to the public
business (J.C.P. Regulations) and are necessary to a clear
understanding of the subject matter contained therein. No
periodicals will contain any advertisement inserted by or for
any private individual, farm, or corporation (J.C.P. Regulations).
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5. Request for approval. A department or establishment desiring
to issue a new periodical., to increase limitations on items of a periodi-
cal previously approved, or to continue issuance of a periodical at the
expiration of the current approval, will submit a letter requesting
approval thereof, including or accompanied by a certificate of necessity
as prescribed in paragraph 6 below, to the Director of the Bureau of the
Budget. This letter will give a comprehensive description of the proposed
style, contents, size, general appearance, etc., of the periodical, as
follows :
a. Identification:
(1) Name of publication.
(2) Name of issuing bureau or other organization unit.
b. Items on which approval is required:
How often to be issued (and date of first issue, if
a new periodical).
Maximum number of copies per issue for official use
and free distribution.
Maximum number of pages per issue (or per year),
including supplements and indexes.
Maximum annual cost of printing the periodical charge-
able to each designated appropriation available for
printing and binding the periodical.
c. Justification and additional information required:
(1) Comprehensive statement of the necessity for the
periodical, including any specific statutory authori-
zation for the publication of the information proposed
to be printed in the periodical.
(2) Statement justifying the number of copies proposed for
(a) official use, and (b) free distribution to the
public. Particular information should be given to
indicate to whom (generally) the free distribution is
desired and why it should be free instead of by sale
or subscription.
(3) Statement that the appropriations available for print-
ing and binding for the current fiscal year are sufficient
to bear the cost of the periodical and also to cover all
other printing and binding requirements.
(4) Annual cost of preparing the periodical, including
salaries, materials, and other expenses properly
ch&rgeable to editorial and other work in connection
with its preparation other than the printing costs
covered in item b(14) above.
(No. A-3)
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d. Additional information required on requests for continuing
existing periodicals:
A sample copy of the material sent out (including material
to be returned) for the latest general revision of mailing
lists, together with the following information:
Date of last general revision of mailing lists.
Number on mailing lists before revision.
Number on mailing lists after revision.
Explanation of method used for circularizing.
Number retained on lists who did not respond to
circularization, with reasons therefor.
6. Certificate of necessi . The head of the department will
certify in wr ing to the necessity for each periodical, in the following
form:
I hereby certify that the publication of the periodical
entitled is necessary in the transaction of
the public u iness required by law of this department.
Date (Signed)
i e
7. Notice of proval. The agency concerned and the Government
Printing M-fl-Ce wU be notified by letter of each approval granted here-
under.
8. Statement of approval in printed periodical. Every issue of any
periodica-7,been approved under the provisions of this Circular
shall contain the following statement:
11The printing of this publication has been approved by the
Director of the Bureau of the Budget (date of approval).fl
9. Expiration of approval. All approvals heretofore or hereafter
granted under I U.S.C. 220 expire three years from the date of the last
approval or modification thereof. Requests for approval for continuing
a publication should be submitted approximately 30 days prior to the
expiration date.
M
0
LtJ
LL_ .
FREDERICK J. LAWTON
Director
(No.A-3 )
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