Procedures for publishing

Approval forms

The Treasury Board of Canada Secretariat (TBS) has released the Procedures for Publishing to shift from print to electronic publishing. The procedures apply to all internal and external communications products.

See also Guidance on Publishing in the Government of Canada.

Requirements

IC publishers must

  1. Publish their communications products on Government of Canada (GC) websites in print-ready formats where possible;
  2. Carry out on-demand printing rather than volume printing by default, using the most economical printing option and printing in black and white where possible; and
  3. Limit volume printing to these specific situations:
    • Printed version is required under legislation, regulations or parliamentary procedures.
    • Product informs the public about key information related to health, safety or security issues.
    • Printed version is required to meet the specific needs of the target audience.
    • Size or format of the product does not allow for printing using commonly available printers.
    • An existing contract for printing, warehousing or distribution services, put in place prior to these procedures taking effect, cannot be cancelled (e.g. due to cost).
    • Printing is requested by the Minister.

Did you know?

It's mandatory to obtain GC publication numbers (ISBN or ISSN and GC Catalogue number) for all documents aimed at the public.

Sectors must provide electronic copies of all publications (print and other available formats if applicable) to:

  • Public Works and Government Services Canada
  • Library and Archives Canada
  • IC Library

See list of mandatory recipients.

Request for approval

Sectors are now responsible for obtaining the approval of the Director General, Communications and Marketing Branch (DG-CMB) for all promotional items and printing of all internal and external communications products.

top of page

Steps

  1. Fill out the approval form for Printing and/or for promotional items. Ensure you have approval before submitting.
  2. CMB will review and submit to DG-CMB (or designate) for approval.
  3. You may be contacted for clarification (as required).
  4. Your CMB advisor will inform you as soon as a decision is reached.
  5. If approved, proceed with printing.
top of page

Reporting on printing-related costs

Sectors must report on their expenditures for volume printing and promotional items on a quarterly basis. Sector representatives have been identified and will contact publishers. CMB will compile the information and report to TBS once a year.

top of page

Definitions

  • Communications product

    In the context of the Procedures for Publishing, any product produced by or on behalf of the Government of Canada that informs the public about policies, programs, services and initiatives, as well as dangers or risks to health, safety or the environment. Communications products can also aim to explain the rights, entitlements and obligations of individuals. Communications products can be developed for a variety of mediums such as print, electronic and recording. Communications products include, but are not limited to, publications, news releases, posters, pamphlets, brochures, bookmarks, fact sheets and presentation decks. Advertising is not considered a communications product in the context of these procedures.

  • Internal and external communications products

    Works produced by or on behalf of the Government of Canada for public* dissemination regardless of medium (e.g. print, electronic and recording). Communications products include, but are not limited to, publications, news releases, posters, pamphlets, brochures, bookmarks, fact sheets and presentation decks.

    *Public: Canadians and federal public service employees who may be affected by Government of Canada decisions, policies, programs and services.

  • On-demand printing

    Printing, whether using in-house printers or contracted printing firms, a small number of communications products such as publications, when requested by an individual or as the need arises. On-demand printing does not require warehousing.

  • Print-ready format

    A format that allows the product to be printed on any printer without the necessity of additional formatting (HTML, PDF, etc.).

  • Promotional items

    In the context of the Procedures for Publishing, novelties, mementoes, merchandise, gifts and other giveaways used to promote a program, project, service or initiative.

  • Volume printing

    A large, pre-determined number of printed communications products, including publications, that requires warehousing. Also referred to as a print run.

top of page