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NAO
214-8
Effective:
5/11/99 Issued: 5/19/99
NOAA
MAIL MANAGEMENT HANDBOOK
SECTION
1. PURPOSE.
.01 This Order is a revision and reissuance of the
existing Order which prescribes authority and responsibility
for the development, maintenance, and issuance of the
National Oceanic and Atmospheric Administration (NOAA)
Mail Management Handbook.
.02 The Order separates the NOAA Mail Management Handbook
from the NOAA Administrative Order series and authorizes
its issuance, under separate cover, in accordance with
provisions of the NOAA Handbook Series.
SECTION 2. AUTHORITY, SCOPE AND APPLICABILITY.
.01 Issuance of the NOAA Mail Management Handbook
(the Handbook) is authorized in Section 11.030 of the
Department of Commerce Mail Management Manual, which
states that mailrooms and Operating Units shall take
steps to promote the effective and efficient use of
mail services within their service areas. The Handbook
augments and supplements the Mail Management Manual's
policies and procedures and is intended to maximize
the efficiency and effectiveness of NOAA's Mail Program.
.02 The Handbook prescribes the policies, procedures,
and guidelines for NOAA's Mail Program. The Handbook
also is intended to provide daily guidance and instructions
to all NOAA personnel having frequent contact with
either incoming or outgoing mail.
.03 The Handbook applies to all NOAA elements and
has the same force, effect, and authority as this Order.
SECTION 3. RESPONSIBILITIES AND PROCEDURES.
.01 The Office of Finance and Administration, Acquisition,
Grants, and Facilities Services Office, Administrative
Services Division, Document Services Branch, shall
be responsible for preparing, clearing, issuing, maintaining,
and distributing the NOAA Mail Management Handbook.
The Document Services Branch shall review and revise
the Handbook, as necessary, in order to keep it current
with applicable policies, regulations, and/or guidance
issued by the U.S. General Services Administration,
the U.S. Postal Service, and/or the Department of Commerce.
The Handbook, and its future updates, will be issued
via sequentially numbered Transmittal Sheets.
.02 The Chief, Administrative Services Division, shall
review the contents of the Handbook and any subsequent
updates prior to their issuance. Concurrence will be
indicated by signature on the sequentially numbered
Transmittal Sheets that will accompany each issuance
or update to the Handbook. The Chief may request prior
review and concurrence by NOAA's Chief Financial Officer/Chief
Administrative Officer on updates which are potentially
controversial.
.03 The Handbook will adhere to all
requirements of NOAA Administrative Order 200-3,
The NOAA Administrative
Order Series, as listed in Section 5.02, "Handbooks
and Manuals." It will be issued in loose-leaf
form to allow for ease of updating. The Document Services
Branch will maintain a list of officials and organizations
who will receive a printed copy of the Handbook. An
electronic version of the Handbook will be maintained
on-line by the Document Services Branch.
SECTION 4. EFFECT ON OTHER ISSUANCES.
This Order supersedes NOAA Administrative Order 214-8,
NOAA Mail Management Handbook, dated March 12, 1992.
/S/
Chief Financial Officer/ChiefAdministrative Officer
Office of Primary Interest:
Office of Finance and Administration
Acquisition, Grants, and Facilities Services Office
Administrative Services Division
Document Services Branch
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