NAO
214-100
REVIEW
OF NOAA MAILING LISTS
Issued
08/22/91; Effective 08/06/91
SECTION
1. PURPOSE.
This
Order describes the policy and procedures for the
review of external NOAA mailing lists. It assigns
responsibilities to the NOAA Staff Offices (SO) and
the Line Offices (LO), provides procedures for the
designated review coordinators in SOs/LOs, and provides
instructions to NOAA officials who originate NOAA mailing
lists containing non-Department of Commerce (DOC) free
subscribers.
SECTION
2. SCOPE.
This
Order applies only to mailing lists containing non-DOC
free subscribers. When a mailing list contains
both paid and free subscribers, only the free portion
is affected by this Order. A review is not necessary
for mailing lists containing fewer than twenty-five
(25) addresses.
SECTION
3. AUTHORITY.
An
annual review and purge of mailing lists is required
by Paragraph 31 of the Joint Committee on Printing
Regulations No. 24, Congress of the United States,
and the Department of Commerce Publishing and Printing
Management Manual which is authorized by Departmental
Administrative Order (DAO) 201-32, Publishing and Printing,
dated May 16, 1984.
SECTION
4. DEFINITIONS.
Free
subscribers are those people, organizations, businesses,
and Federal agencies, other than DOC, who
are given material, which was procured or acquired
under NOAA sponsorship, without charge.
SECTION
5. POLICY/RESPONSIBILITIES.
.01 All SOs/LOs must review their free subscription
lists annually to correct address information and eliminate
from the mailing lists addressees no longer desiring
to receive the publications. Subscribers who fail to
return a circularization card shall have their addresses
removed from the distribution list except those described
in Section 6.04 of this Order.
.02 The Support Services Branch (OA333), Administrative
Services Division, Procurement, Grants and Adminstrative
Services Office, Office of Administration shall provide
overall coordination of the review of NOAA mailing
lists.
.03 Each NOAA SO/LO shall designate a review coordinator
to identify all mailing lists with non-DOC free subscribers,
ensure that the responsible NOAA officials review their
mailing lists, and provide a report regarding the mailing
lists as described in this Order.
.04
NOAA officials responsible for maintaining mailing
lists containing non-DOC free subscribers shall review
their mailing lists annually and shall report to the
review coordinator as described in this Order.
SECTION
6. PROCEDURES.
.01 Review
Coordinators. Each NOAA SO/LO generating
mailing lists with free subscribers shall assign a
review coordinator to identify qualifying mailing lists
and coordinate the review as described in this Order.
The name of each review coordinator shall be submitted
to the Support Services Branch (OA333). By June 30th
of each year, the review coordinators shall inform
all originators of mailing lists within their area
of responsibility of the requirement for reviewing
their lists. The coordinators shall also provide a
blank format sheet for each originator within their
area of responsibility. The coordinator shall photocopy
the attachment and send it to the originators. The
originators shall submit their final reports on the
provided sheet or an exact duplicate on the review
by December 10th of each year to their coordinators
who shall review and send them to the Support Services
Branch by January 15th. (See Section 6.03 of this Order.)
In addition, the coordinators shall list publications
that were added or deleted within the last year. Questions
originators have regarding the review shall be directed
to their coordinators. Coordinators shall direct their
questions to the Support Services Branch.
.02 Review Procedures.
a. Offices originating mailing lists shall send circularization
cards to the free subscribers. Subscribers shall use
this card to correct their addresses if necessary and
indicate their desire to remain on the mailing list.
b. Originators of mailing lists shall
use the standard NOAA Circularization Card, NOAA
Form 49-53, which is
available from their coordinators or the National Logistics
Supply Center, Kansas City, MO. One card shall be ordered
for each mailing list to be reviewed. The title of
the publication shall be typed within the rectangular
box formed by the broken line. (See Attachment 2 to
this Order.) The return address of the originating
office shall be typed under the words "reply card" and
on both sides of the form under "U.S. Department
of Commerce, National Oceanic and Atmospheric Administration." This
card shall then be used as the original for printing
the number of cards required for mailing to the free
subscribers. The originating office is responsible
for the printing of the cards. After the cards are
printed, the addresses of the free subscribers shall
be placed in the center of the form on the same side
as the eagle indicia. If the mailing list is maintained
by the Distribution Unit in Rockville, MD, the printed
cards may be sent there for affixing the labels and
mailing. In all other cases, the originating office
has the responsibility for mailing the card.
.03 Reporting Requirements.
a. Offices originating mailing lists with free subscribers
may review their mailing lists as described in Section
6.02 of this Order at any time during the year. They
shall report the results to their coordinator no later
than December 10th of each year.
b. The report shall include the information in Section
6.03b.1. through 6.03b.9. of this Order for each mailing.
Note that for Section 6.03b.3. through 6.03b.7. of
this Order, only give information that pertains to
addresses outside of any NOAA facility (external mail).
1. Name of the publication;
2. Date that the circularization, or purge, was started;
(This is not the date that your publication is released.
It is when your purge was initiated.)
3. Number of addresses and copies on distribution
list prior to purge;
4. Number of addresses and copies based upon returned
purge cards;
5. Number of addresses and copies that will be retained
even though no responses to the purge were received;
(Explain why addresses were retained when cards were
not returned.)
6. Number of addresses and copies that were added
to distribution list because of new subscriptions;
7. Total number of addresses and copies after purge
including exceptions and additions of new subscriptions;
8. Type(s) of mail delivery used, i.e., 1st Class,
3rd Class, etc. for the list; and
9. Person responsible for the mailing list and telephone
number.
c. The examples in Section 6.03c.1. through 6.03c.9.
of this Order shall be used as guidelines when preparing
the annual report. A single format is required to make
it easier for the Support Services Branch to consolidate
the information for reporting to the DOC.
1. National Weather Service Operations Manual;
2. October 1991;
3. 350 addresses and 510 copies;
4. 310 addresses and 450 copies;
5. 20 addresses and 45 copies; (These addresses were
retained because cancelling them would not be in the
interest of NOAA.)
6. 24 addresses and 30 copies were added to the list
because of new subscriptions;
7. 354 addresses and 525 copies;
8. 1st Class; and
9. John Mailer, (FTS) 443-8983.
.04
Exceptions. A few mailing lists may include certain
free subscribers who must not be removed because such
action would adversely affect a NOAA program. The office
originating such a list shall indicate the number of
such addresses and justify retaining them as indicated
in Section 6.03b.5. of this Order. The Support Services
Branch shall review the justifications.
SECTION
7. EFFECT ON OTHER ISSUANCES.
This Order supersedes NOAA Administrative Order (NAO)
214-100, Review of NOAA Mailing Lists, dated June 27,
1989.
SIGNED,
Acting Director, Office of Administration
Attachment 1
Attachment 2
Office of Primary Interest:
Support Services Branch (OA333)
Administrative Services Branch
Procurement, Grants and Administrative Services Office
Office of Administration
|