NAO 201-32E: Administrative Publications

Issued 08/09/91; Effective 08/26/91; Reviewed Last: 05/2014 Pending Revision

SECTION 1. PURPOSE.

.01 This Order defines the National Oceanic and Atmospheric Administration (NOAA) policy, procedures, and responsibilities governing administrative publications.

.02 This Order supplements the Department of Commerce (DOC) Publishing and Printing Management Manual.

SECTION 2. SCOPE.

.01 Inclusion. The provisions of this Order apply to all organizational units involved with the printing of administrative publications.

.02 Exclusion. The purchase of commercially available (non-government) publications is excluded from the provisions of this Order. NOAA organizational units are authorized to purchase commercially available publications, not printing, using a bankcard, Form CD-435, Procurement Request, or imprest fund provided the cost per order does not exceed the limitations established for use of these methods. However, the bankcard and imprest fund may not be used to purchase reprints of articles written by government authors that are published in commercial journals.

SECTION 3. REFERENCES.

.01 Government Printing and Binding Regulations No. 26, dated February 1990

.02 Department Administrative Order (DAO) 201-32, Publishing and Printing Management Manual, dated September 15, 1987

.03 Department of Commerce Publishing and Printing Management Manual

.04 Administrative Support Centers (ASC) Letter 201-32, Publishing and Printing, dated February 7, 1990

.05 NOAA Administrative Order (NAO) 201-32G, Scientific and Technical Publications

SECTION 4. DEFINITIONS.

.01 Publishing is the issuance of printed, copied, or microform materials for distribution outside the DOC. Publications intended for distribution outside the DOC require formal DOC approval on Form CD-27, Publication Clearance Request, before printing can be authorized.

.02 Printing is the reproduction of materials for publishing or for internal use. It includes the process of composition, preparation of illustrations, platemaking, presswork, binding, and micropublishing.

.03 Duplicating, as defined by the Joint Committee on Printing (JCP), is a term that means material produced employing lithographic, automatic copy-processing, or copier-duplicating machines. Reproduction work utilizing this equipment is limited to 5,000 production units of any one page. Individual orders are not to exceed 25,000 production units in the aggregate (pages multiplied by copies). (Reference: JCP Regulation 2-1.)

.04 Copying is the reproduction of materials involving electrostatic and photochemical processes and should be limited to low-copy-number requirements. (Reference: DAO 219-4.)

.05 Microforming is the process of reproducing material on film (reel) or fiche (sheet) in a greatly reduced form for future retrieval and/or reproduction. Microform duplicating is limited to 250 duplicates. (Reference: JCP Regulation 2-3.)

.06 Administrative Publications are produced for distribution within NOAA for the purpose of establishing and disseminating policy, procedures, and guidance. Examples include budget presentations, general memoranda, NOAA forms, directives, circulars, administrative orders, etc.

SECTION 5. AUTHORITY/POLICY.

.01 Governing the Regional Agency (ASC) Procurement of Printing and Publishing Services.

a. Each Director of an ASC, pursuant to a delegation of authority from the Under Secretary and Administrator of NOAA, shall serve as the primary liaison with the Government Printing Office (GPO) regional offices regarding printing-related procurement. (See DAO 201-32.)

b. JCP requires that printing related services procured from commercial sources be obtained through the GPO or the GPO regional offices. The provision contained in JCP regulations to permit regional agency procurement of printing costing less than $1000 is not intended as a blanket exception to those regulations. Its purpose is only to allow departments and agencies to obtain small, emergency, and non-repetitive printing requirements without regard to the GPO. All procurement of printing should first be referred to the nearest GPO facility; only when the GPO is unable to meet the requirements is a department or agency free to proceed with its own procurement of jobs costing less than $1000. All such independent procurement must be reported to the JCP on JCP Form 2.

.02 Governing the Procurement of Printing and Publishing Services for all NOAA Organizational Units Located in the Washington, D.C., Metropolitan Area.

a. All requests for publishing and printing services for NOAA publications that exceed the capability of the duplicating and copying facilities must be forwarded to the Office of Administration, Procurement, Grants and Administrative Services Office, Administrative Services Division, Printing and Visual Arts Branch, OA331, Room 714, Washington Science Center No. 5 (WSC-5), 6010 Executive Boulevard, Rockville, Maryland 20852, for processing and procurement.

b. The Office of Administration is responsible for setting NOAA policy as it relates to all aspects of printing and publishing. Any other NOAA office issuing NOAA Administrative Orders, ASC Letters, etc., which address the operation of printing plants or the ordering of printing services, must forward a copy of the proposed policy document to OA331 for review prior to issuance.

.03 Title 44 of the United States Code requires that all publishers provide the Superintendent of Documents (SupDocs), U.S. Government Printing Office (GPO), with copies of publications for distribution to designated Depository Libraries. Copies of publications sold by the GPO are automatically distributed to the Depository Libraries. NOAA organizational units producing "public" publications not printed by the GPO and for which copies have not been forwarded to, or ordered by, the SupDocs are responsible for providing the necessary copies to the Depository Libraries. Contact your servicing Publications Officer for assistance in complying with this requirement.

.04 DAO 214-2, Stationery Specifications and Standards, dated May 15, 1984, prescribes standards for letterhead stationery and personalized memo pads to be used by Department agencies for official correspondence. You are encouraged to read DAO 214-2 prior to submitting orders for letterhead stationery and memo pads and to comply with the standards established by the DOC covering this correspondence. The DOC promotes the use of Form CD-82A, Transmittal Form, as a memo pad. The use of personalized names on any other type of memo pad is prohibited.

SECTION 6. RESPONSIBILITIES/PROCEDURES.

.01 The Publications Coordinator, located within each ASC, serves as the liaison between NOAA components and the DOC and/or the GPO. The Publications Coordinator should be contacted at the inception of a publishing/printing project for guidance on necessary clearances and preparation of printing procurement forms.

.02 Washington, D.C., Metropolitan Area Procedures. NOAA Organizational elements must submit requests for duplicating service on a NOAA Form 50-5A, Requisition for Duplicating Service, to the NOAA Duplicating Facility, 12227 Wilkins Avenue, Rockville, MD 20852. Publishing and printing services shall be procured on a Form CD-10, Publications Services, and shall be forwarded to OA331 for processing. The printing shall be performed by the DOC, the GPO, or a commercial printing contractor selected by either the DOC or the GPO.

.03 Publications and Printing Services Outside the Washington, D.C., Metropolitan Area. Requests for these services may be obtained by preparing a GPO Standard Form No. 1, Printing and Binding Requisition, and forwarding this form to your ASC Publications Coordinator. Instructions on the preparation and use of the SF-1 is covered in NAO 201-32C, Printing and Binding Requisitions, dated January 9, 1991. If you have questions regarding the Standard Form 1 or do not have access to it, contact your ASC Publications Coordinator for assistance.

.04 Business/Calling Cards. A NOAA employee desiring the printing of business or calling cards, even though for use in an official capacity, must secure and pay for such printing at his/her own expense. Assistance may be obtained in choosing a printer by contacting your ASC Publications Coordinator. (See DAO 206-20, Business Cards, dated October 11, 1983.)

.06 Editorial Review Services for NOAA publications. NOAA organizational elements must assume responsibility for editorial content of their publications (manuscript stage). NOAA elements that do not have editorial services may obtain service through the DOC with the submission of a completed Form CD-10, Publications Services, to their ASC or OA Publications Coordinator.

SECTION 7. EFFECT ON OTHER ISSUANCES.

This Order supersedes NOAA Directives Manual (NDM) 48-13, dated June 2, 1982, NDM 48-14, dated May 5, 1982, NOAA Circular 82-31, dated June 30, 1982, filed with NDM 48-14, Circular 83-20, dated June 22, 1983, filed with NDM 48-14, and NDM 68-18, dated April 16, 1976.

SIGNED,

Acting Director, Office of Administration

Office of Primary Interest:
Office of Administration
Procurement, Grants and Administrative Services Office
Administrative Services Division
Printing and Visual Arts Branch (OA331)