NAO 205-17

.01 This Order establishes policy for distributing scientific and technical publications and ensuring compliance with NOAA's mission to provide environmental information to its user communities.

.02 This policy promotes the use of NOAA environmental information and management of the scientific results available in NOAA-authored or NOAA-sponsored publications.

.03 This Order defines the requirements to comply with NOAA's charter and the Under Secretary for Oceans and Atmosphere/Administrator's letter dated October 4, 1991.

SECTION 2. SCOPE.

.01 The provisions of this Order apply to all NOAA publications as defined in NOAA Administrative Order (NAO) 201-32G, Scientific and Technical Publications; and in this Order, regardless of the method of production. Scientific and technical reports resulting from NOAA-sponsored contracts and grants are in the public domain, as are all NOAA-authored scientific and technical reports, and are specifically included in Section 7 of this Order.

SECTION 3. REFERENCES.

.01 44 U.S.C. 1902, 1903, Government Printing Office (GPO) Depository Library Program.

.02 Public Law 102-245, American Technology Preeminence Act of 1991.

.03 U.S. Department of Commerce Publishing and Printing Management Manual, February 1987.

.04 Department Administrative Order (DAO) 219-4, Publications and Audiovisuals Control System, April 4, 1988.

.05 NOAA Under Secretary for Oceans and Atmosphere/NOAA Administrator Letter to All Employees, October 4, 1991.

.06 DAO 205-12, Public Information, February 19, 1975.

.07 NOAA Grants and Cooperative Agreements Policy Manual.

.08 NAO 201-32G, Scientific and Technical Publications, January 27, 1993.

.09 Office of Management and Budget, Revision of Circular A-130, Federal Information Resources Management, Federal Register, July 2, 1993, Vol. 58, No. 126, Notices, pages 36068-36086.

SECTION 4. DEFINITIONS.

.01 Durable electronic products are products where the medium is long-lasting and the information has importance for an extended time. Durable electronic products include CD-ROMs and other new technologies. Diskettes and data tapes are not included in this category.

.02 Government-produced publications are publications prepared on Government time and printed by the Government as official Government publications.

.03 Public publications are NOAA-authored or NOAA-sponsored publications distributed outside the Department of Commerce.

SECTION 5. GENERAL.

Originating offices must preserve and/or transfer all permanent records. Individuals who wish to transfer permanent records shall contact the NOAA Records Officer at (301) 443-8967.

SECTION 6. RESPONSIBILITIES.

.01 The NOAA Administrator is responsible for the quality and accuracy of all NOAA publications. The Administrator has delegated this responsibility to NOAA Line Office (LO) Assistant Administrators, Staff Office (SO) Directors, and Program Office (PO) Directors.

a. LOs, SOs, and POs shall:

1. create and enforce their own procedures to ensure compliance with NAO 201-32G, Scientific and Technical Publications, and this Order;

2. certify that the policy and peer review processes have been properly performed by indicating on the CD-27, Publication Clearance Request, the name(s), office(s), reviewer(s), and the date(s) the publication was reviewed. Peer review must include at least one NOAA expert, even if the publication is reviewed outside NOAA;

3. select the appropriate distribution channel(s), including: GPO, NTIS, and the NOAA Central Library, as described in Section 8 of this Order;

4. follow the publication disposition procedures as described in Section 10 of this Order;

5. submit copies of publications produced by NOAA offices/laboratories to their own individual laboratories or office libraries, as well as to the NOAA Central Library;

6. ensure that the contracts and grants publications are distributed through the designated distribution channels as specified in Section 7 of this Order; and

7. contact NOAA's Records Management Staff for proper guidance for transfering scientific and technical publications to the National Archives.

b. The Office of Administration and its Administrative Support Centers (ASCs) shall print, stock, duplicate, and coordinate the specialized distribution of NOAA publications.

c. The NOAA Central Library, as the official repository of NOAA publications, shall:

1. serve as the information repository for all NOAA scientific and technical publications;

2. provide access to and preserve the published results of environmental research;

3. facilitate the access, dissemination, and transfer of scientific and technical publications and information;

4. develop and maintain selected environmental and legal bibliographic databases and provide user access to environmental information and data products;

5. create and maintain a database of NOAA peer-reviewed publications;

6. maintain a database of all NOAA publications exchange agreements to ensure the printing of sufficient copies for distribution and to avoid duplication of multiple agreements with the same institution or organization; and

7. assist NOAA offices in negotiating publications exchange agreements.

SECTION 7. CONTRACTS AND GRANTS.

.01 Reports and other publications based on NOAA-supported projects by contractors and grantees are in the public domain and must also be distributed through the distribution channels defined in Section 8 of this Order.

a. Scientific and technical reports prepared under NOAA contracts may be copyrighted by contractors but must acknowledge NOAA sponsorship and state that the views expressed are those of the author and not necessarily those of NOAA or any of its subcomponents. The contractor must grant to the Government, and others acting on its behalf, a prepaid, nonexclusive, irrevocable worldwide license to reproduce, prepare derivative works, and distribute copies of the documents to the public. Appropriate restrictive clauses shall be inserted in each contract by the appropriate procurement office.

b. Scientific and technical reports prepared under NOAA grant programs may be copyrighted by grantees, but the Government must be given blanket exemption to reprint the information. To ensure this, the grant documentation must state that the report was developed as a result of work under the grant and should include wording as indicated in the following examples:

1. "This publication was made possible by a grant from...;"

2. "The project described in this article was supported by a cooperative agreement from...;" and

3. "Funding for this program was provided in part by...;"

c. The words "sponsored by," "produced for," or their equivalents do not correctly express the assistance relationship and must not be used.

d. The acknowledgment must not represent, or suggest in any way, that the views expressed are those of the Federal Government. For further information, see NOAA Grants and Cooperative Agreements/Policy Manual.

.02 It is the responsibility of the LO, SO, or PO to ensure that copies of contract and grant publications are distributed through the designated distribution channels as specified in Section 8 of this Order.

a. Bibliographic citations and abstracts for contract and grant reports will be furnished by the contractor and grantee in the form established by NOAA at the time of award.

b. The complete citation and abstract may be required in electronic format (at no charge to the Government) for submission to the NTIS or other Government office for listing in bibliographic catalogs and directories.

SECTION 8. DISTRIBUTION POLICY AND PROCEDURES.

.01 Originating offices must provide publications to the Superintendent of Documents (SupDocs), Government Printing Office (GPO); the National Technical Information Service (NTIS); and the NOAA Central Library.

a. SupDocs Requirements - 44 U.S.C. 1902, 1903, GPO Depository Library Program, requires that all publishers provide the SupDocs, GPO, with copies of Government-produced publications for distribution to designated depository libraries. Copies of publications sold by the GPO are automatically distributed to the depository libraries. NOAA organizations producing "public" publications not printed by the GPO and for which copies have not been forwarded to, or ordered by, SupDocs, are responsible for providing the necessary copies to the depository libraries.

b. NTIS Requirements - Eleven copies of Government-produced scientific, technical, and engineering publications must be provided to NTIS with Forms SF-298, Report Documentation Page and NTIS-79, Accession Notice Card. The publications and forms should be sent to:

U.S. Department of Commerce
National Technical Information Service
5285 Port Royal Road
Springfield, VA 22161
Attn: Receiving

Individuals with questions concerning distribution to NTIS, or those needing forms specified in .02 may call (703) 487-4690, or write to the above address Attention: Input.

c. NOAA Central Library Requirements - The NOAA Central Library must receive two copies of each NOAA-authored or NOAA-sponsored scientific, technical, or administrative publication and three copies of durable electronic products. The copies will be available for public usage.

1. Offices shall send the following documents to the NOAA Central Library, Collection Development Librarian, E/OC4, 1315 East-West Highway, Second Floor, Silver Spring, MD 20910:

(a) publications of all NOAA-authored or NOAA-sponsored scientific and technical articles published in peer-reviewed journals and/or distributed to the research community or the general public. If the issuing office cannot supply a copy to the Library, the office must send a full citation of the article to the Library;

(b) NOAA promotional or educational publications such as periodicals, pamphlets, brochures, or reports;

(d) NOAA-authored speeches and conference proceedings; and

(e) NOAA-published durable electronic products or durable electronic products using NOAA data.

.02 If more than two copies of a publication are sent to the NOAA Central Library, the librarian will send them to other libraries within the NOAA library system. This will enable a larger number of requesters to borrow hard copies.

SECTION 9. PUBLICATIONS EXCHANGE AGREEMENTS

.01 The NOAA Central Library operates a Publications Gifts and Exchange Program for publications with libraries/institutions throughout the United States and selected countries. If offices provide additional copies of publications to the NOAA Central Library, the publications will be used in the Publications Gifts and Exchange Program.

.02 Individuals with questions about the Publications Gifts and Exchange Program may call the Collection Development Librarian, (301) 713-2600, Extension 122.

.03 The NOAA Central Library should be notified about a LO's, SO's, or PO's current or planned Publications Exchange Agreements with other agencies or Governmental organizations. This will enable the Library to assist that NOAA office in avoiding unnecessary duplication and cost.

SECTION 10. DISPOSAL OF PUBLICATIONS.

.01 The NOAA Central Library must be notified before the LO, SO, or PO disposes of publications, including publications in employees' offices and bulk stock in NOAA warehouses. In addition, all libraries within the NOAA library system must notify the NOAA Central Library about intended disposition of their collections. Individuals with questions may call the Collections Development Librarian at the NOAA Central Library at (301) 713-2600, Extension 122.

SECTION 11. EFFECT ON OTHER ISSUANCES.

None.

SIGNED,
Director, Office of Administration

Office of Primary Interest:
NOAA Chief Scientist (CS)


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