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Developing, Translating and Reviewing Spanish Materials

Publication Review Form

Required Items for DHHS Print Materials

Website Style Guide

Public Affairs Document Review

Do you need to have a document or other materials reviewed for publication? The Public Information Officer assigned to each division can help write and edit brochures, newsletters, Web sites, reports, manuals, posters, and other publications. Public Affairs has the final signoff authority for all printed and Web materials created within DHHS. Call 733-9190 to talk with your Public Information Officer.

Materials that need to be reviewed

• Any brochure, pamphlet, newsletter, Web site, booklet, book, report, manual, poster, invitation or similar publication.
• Web sites and web-based materials (see chapter 1 in the Website Style Guide for a review checklist)
• Logos
• Promotional plans and materials, including print and broadcast advertisements, "spots," and public service announcements
• Scripts for audiovisual presentations for use outside the department.

Documents that do not need to be reviewed

Intra-agency and interagency communications, such as letters, memos, instructions, training manuals and correspondence.

Review and approval process

Division directors or office heads must ensure that publications originating within their divisions are factual, accurate and conform to department and state policies. The following multilevel review process is used:

• Review by the head of the program, branch head or section chief for for technical and factual accuracy.
• Review by other supervisory authority required by the division.
• Review by the division director (or designee) for content, style and conformity to established standards.
• Review by Public Affairs Office (and Graphic Arts staff where appropriate) for overall style, readability, usage, design and compliance with policy. (Learn the required elements on all publications.)
• Materials that have been translated into Spanish or another language must also be reviewed by at least one qualified bilingual reviewer. Contact Public Affairs for guidance. (See also the DHHS publication, "Developing, Translating and Reviewing Spanish Materials.")

Fill out an PA-2 Publication Review form and attach with the document at the beginning of the review process so all necessary signatures can be added. If applicable, attach a Photo and Interview Consent Form (Spanish version) for each photograph. Be sure to allow for an adequate amount of time for document review when planning the publication process.

For more information or help in understanding the document review process, contact Public Affairs Office at (919) 733-9190.