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HQ Facilities and Administrative Services Division

Mail Management

Postal Dollars & Sense Guide




NASA Headquarters Mail Management Program

The Headquarters Mail Management Program is located in the Information Technology and Communications Division. The Headquarters Mail Program Manager is responsible for the continual evaluation of Headquarters mail operations and provides policy and procedures for NASA Headquarters to ensure that Headquarters mail operations and services comply with Agency policy and standards and U.S. Postal Service regulations.

The Headquarters Mail Program Manager also coordinates the establishment of mail codes and delivery stops throughout Headquarters.

The NASA Headquarters mail system is used for official mail only. Use of NASA official envelopes for personal mail is prohibited. All outgoing mail must be processed and metered through the Headquarters Mail Center or Headquarters mail Substation. Envelopes must not be placed in U.S. Postal Service collection boxes.

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Mail Codes and Delivery Points

Service: Establishes mail codes, and establishes or changes mail delivery points.

Procedure: Submit requirements in writing to the Headquarters Mail Center. An approved organizational chart is required when requesting new mail codes because of reorganizations, office consolidations, and new organizations.

Contact: Headquarters Mail Program Manager, Headquarters, Room 4D23, (202) 358-2516, Fax (202) 358-3066.

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HQ Mail Center

Service: The Headquarters Mail Center operates between the hours of 7 a.m. and 5 p.m., Monday through Friday, and provides mail-related services for NASA Headquarters.

Mail services include the processing of incoming and outgoing domestic, international, overnight, and priority mail, as well as the collection and redistribution of interoffice mail. Outgoing Express, Certified, Registered, and Pouch Mail Services are also provided via the U.S. Postal Service or commercial vendors.

Procedure: Customers requiring assistance, guidance, or answers to mail-related questions are encouraged to telephone or visit the Headquarters Mail Center or to contact the Headquarters Mail Program Manager.

Contact: Headquarters Mail Center, Headquarters, Room 1M40, (202) 358-0199; Headquarters Mail Operations Manager, Headquarters, Room 4D23, (202) 358-2516, Fax (202) 358-3066.

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Certified Mail

Service: This service is provided via the U.S. Postal Service, and should be used when proof of delivery is needed, but no unusual protection or control is required. Certified Mail provides the sender with a mailing receipt and a record of delivery at the office address. It is dispatched and handled in transit as ordinary mail. No insurance coverage is provided by the U.S. Postal Service. This service may only be used for domestic mail.

Procedure: Complete NHQ Form 241, "Request for Special Mail Service," and U.S. Postal Service Form 3811, "Domestic Return Receipt." Mail must be received in the Headquarters Mail Center no later than 2 p.m., Monday through Friday.

Contact: Headquarters Mail Center, Headquarters, Room 1M40, (202) 358-0199.

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Registered Mail

Service: This service is provided via the U.S. Postal Service. Registered Mail provides added protection and security of valuables and important First-Class mail, plus evidence of mailing and delivery. Registered Mail is the most secure service the U.S. Postal Service offeres. It invorporates a system of receipts to monitor the mail's movement from the point of acceptance to delivery. This extra security can delay this mail by 24 to 48 hours over normal First-Class Mail, and its use may prove to be very expensive. Return receipts are available for an additional fee and postage. Registered Mail should not be used by NASA to insure for indemnity against loss or damage because the Government self-insures.

Procedure: Written justification is required to use this service. Complete NHQ Form 241, "Request for Special Mail Service," and U.S. Postal Service Form 3811, "Domestic Return Receipt" and hand-deliver to the Headquarters Mail Center by 2 p.m. Monday through Friday, for processing that same day.

Contact: Headquarters Mail Center, Headquarters, Room 1M40, (202) 358-0199.

Note: Packages containing classified information must be coordinated with the Headquarters Central Registry, Room 1M50, (202) 358-0198 or 0189.

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"Burn-Bag" Pickup Service

Service: The Headquarters Mail Center staff provides pickup service of materials containing Privacy Act, proprietary, or sensitive information. This service is performed on regularly scheduled mail runs.

Procedure: Materials containing Privacy Act, proprietary, or sensitive information requiring disposal must be secured in an appropriate brown bag. The bag must be clearly marked "Burn Bag" and must be placed at the designated outgoing mail stop. Up to two (2) bags may be placed at a designated outgoing mail stop for pickup. For three (3) or more bags, service must be coordinated with Move Services, Code CFS-2, (202) 358-4357. Move Services must be contacted to pick up the materials and deliver them to the Headquarters Mail Center. To order the appropriate bags, fill out Goddard Space Flight Center (GSFC) Form 20-7 and forward the request to the Headquarters Supply Office, Code CF-2.

Contact: Headquarters Mail Center, Headquarters, Room 1M40, (202) 358-0199.

Note: For guidance on the disposal of documents and materials containing classified or national security information, contact the Headquarters Central Registry, Room 1M50, (202) 358-0198 or 0189.

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Expedited Service

Domestic and International

Service: Note: It is NASA policy to use the GSA-contracted provider in all instances where it will meet the need of the shipper, unless a more cost-effective method of transporting is available or unless another carrier can better meet the delivery requirements and timeframes. Federal Express is the current vendor.

This service may only be used for time-sensitive materials or letters. It is important that such extra costs only be incurred when it is clearly required to meet the Agency’s goals.

Domestic Destinations: Provides the next-business-day delivery (Monday through Friday, between 8:00 a.m. and 5:00 p.m.) of documents and packages between locations in the continental United States, Alaska, Hawaii, and Puerto Rico. (Items picked up on Fridays will not be delivered until the next business day—that is, Monday.)
International Destinations (Part I of NHQ Form 241 must be completed): Provides delivery of documents and packages usually within two (2) business days. The author or requester must certify that the content of the shipment does not require specific written authorization or licensing prior to being effected, or such authorization and/or license has been obtained.
Procedure: Complete NHQ Form 241 and hand-deliver it to the Headquarters Mail Center no later than 2:30 p.m. Address information must be complete and accurate and include the street address and ZIP Code. The recipient’s telephone number must also be provided. Do not use a Post Office Box.

Three copies of the Commercial Invoice should be completed and delivered with NHQ Form 241 for all international packages weighing 7 pounds or more. The invoices are available in the Mail Center.

Note: Employees shall not obtain services from commercial vendors and carriers (that is, Federal Express, Airborne, DHL, etc.) without prior authorization. Employees must obtain written authorization prior to using their personal credit card, cash, check, or other forms of payment in order to be reimbursed. Contact the Headquarters Mail Program Manager, (202) 358-2516, for guidance.

Contact: Headquarters Mail Center, Headquarters, Room 1M40, (202) 358-0199; Headquarters Mail Operations Manager, Headquarters, Room 4D23, (202) 358-2516, Fax (202) 358-3066.

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Next-Business-Day Pouch Service

Service: NASA Headquarters processes most mail destined to many NASA Installations using the GSA contract with Federal Express. This Pouch Service is for letters or lightweight flat envelopes. Mail pieces addressed to NASA Installations are consolidated by Installation and then shipped to the specific Installation. The consolidated package is expedited for overnight delivery to the cognizant Installation's Mail Center for internal distribution. Be advised that these mail pieces do not receive special or expedited internal delivery. If your mail piece requires expedited delivery service to the addressee, refer to Expedited Service. Next-Business-Day Pouch Service is available to:

    Ames Research Center
    Dryden Flight Research Center
    Jet Propulsion Laboratory
    Johnson Space Center
    Kennedy Space Center
    Langley Research Center
    Glenn Research Center
    Marshall Space Flight Center
    Stennis Space Center
    Wallops Flight Facility
Note: Mail pieces destined to the Goddard Space Flight Center are transported each business day by the Goddard Shuttle. (See the NASA Goddard Shuttle Schedule).

Procedure: Mail pieces addressed to Installations should be placed in designated pickup locations along with other outgoing mail. Items not placed in respective outgoing pickup locations may be hand-carried by the customer to the Headquarters Mail Center no later than 3:00 p.m. each business day. Address mail as if you were sending it through the U.S. Postal Service mail system:

    MR I M CORRECT
    MAIL CODE
    MARSHALL SPACE FLIGHT CENTER
    MARSHALL SPACE FLIGHT CENTER AL 35812
Contact: Headquarters Mail Center, Headquarters, Room 1M40, (202) 358-0199.

Note: Packages containing classified information must be coordinated with the Headquarters Central Registry, Room 1M50, (202) 358-0198 or 0189.

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GSFC Warehouse Services (Headquarters Mailing and Shipping Coordination Associated with GSFC Warehouse Support Services)

Service: Goddard Space Flight Center (GSFC) provides warehouse services for Headquarters offices, including the storage and distribution of publications, furniture, and miscellaneous items. Distribution services include the shipping, mailing, and delivery (to Headquarters) of stored items as well as processing requests for direct pickup by Headquarters employees.

The standard processing window for distribution is 3 business days following receipt of a completed NHQ Form 236. Delivery of stored items to Headquarters is also available within 2 business days following receipt of a completed NHQ Form 236. Direct pickup requests can often be processed within 1 business day following receipt of a completed NHQ Form 236.

GSFC provides distribution, mailing, shipping, and delivery services for items stored in the GSFC Warehouse only.

Procedure: An NHQ Form 236 must be completed to coordinate storage and distribution services. The completed form should be faxed to GSFC, Code 239, (301) 286-0348. It is important that customers specify a completion date for each request. "RUSH" or "ASAP" should not be used as a specification for completion. Customers should provide mailing labels when available.

Packages designated for distribution to one location/address with a total weight exceeding 50 pounds must also be accompanied by a GSFC 20-4.

Distribution of items going to one location/address weighing 50 pounds or less can be processed by submitting an NHQ Form 236 only.

If you are unsure of the weight of your items, GSFC will advise whether or not a GSFC 20-4 is required.

If transportation services are needed to move items from Headquarters to the GSFC Warehouse for storage, complete an NHQ Form 189 and fax it to the GSFC Transportation Department at (301) 286-1740 along with the completed NHQ Form 236.

Contact: GSFC Warehouse Coordinator for HQ Materials, Code 231, (301) 286-5677 or (301) 286-5080, Fax (301) 286-0348; or GSFC Warehouse, Code 239.5, (301) 436-3200, Fax (301) 436-3208.

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HQ Mail Substation

Service: The GSFC Warehouse supports the operation of a Headquarters Mail Substation that provides mailing and other support assembly services for Headquarters items stored at the GSFC Warehouse.

Procedure: The customer must provide a listing of materials inventoried at the GSFC Warehouse, mailing lists or disk, and other pertinent information regarding the mailing.

Contact: GSFC Warehouse Coordinator for HQ Materials, Code 231, (301) 286-5677 or (301) 286-5080, Fax (301) 286-0348; or GSFC Warehouse, Code 239.5, (301) 436-3200, Fax (301) 436-3208.

Note: See information under "GSFC Warehouse Services."

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Shipment of Material

The Headquarters Mail Center and the Goddard Space Flight Center (GSFC) Traffic Office provide services to support the Headquarters requirements for the movement of items and material. Factors such as time-sensitivity requirements, size and weight of the item, special packing or crating requirements, or the location of the item requiring shipping will determine the appropriate shipping process.

Headquarters Mail Center

Service: The Headquarters Mail Center uses the U.S. Postal Service (USPS) to move domestic mail that does not exceed 70 pounds and 108 inches (length and girth combined).

Federal Express is used to move expedited domestic and international items that do not exceed 150 pounds, 119 inches in length, or 165 inches in girth.

Procedure: See "Expedited Service." An NHQ Form 241, "Request for Special Mail Service," must be submitted with the expedited domestic and international pieces. International mail pieces that do not exceed 4.4 pounds and that do not need to be moved expeditiously are processed using Federal Express International Mail Service. These pieces should be placed at established Headquarters mail drop/pickup locations for processing. An NHQ 241 is not needed, and a Federal Express tracking number is not assigned to each item.

Contact: Headquarters Mail Center, Room 1M40, (202) 358-0199.




Shipment of Material

The Headquarters Mail Center and the Goddard Space Flight Center (GSFC) Traffic Office provide services to support the Headquarters requirements for the movement of items and material. Factors such as time-sensitivity requirements, size and weight of the item, special packing or crating requirements, or the location of the item requiring shipping will determine the appropriate shipping process.

GSFC Traffic Office

Service: The GSFC Traffic Office provides shipping services for material and equipment that cannot be processed by the Headquarters Mail Center. These items typically include nonexpedited pieces that exceed 70 pounds and 108 inches, items located at the GSFC Warehouse, or items requiring special packing and crating (e.g., exhibits and display items).

Procedure: GSFC Form 20-4, "Transfer/Shipping Request," is required to use services provided by the GSFC Traffic Office. A completed GSFC Form 20-4 must be submitted to Code CF-2, Headquarters Receiving and Inspection, Room 1O41.

Shipments weighing under 20 pounds should be hand-delivered directly to Headquarters Receiving and Inspection, Room 1O41, along with the completed GSFC Form 20-4. Items brought to Headquarters Receiving and Inspection by 1:30 p.m. will be processed for delivery/shipping on the following business day.

Customers should allow sufficient time for GSFC pickup and processing for those items that cannot be hand-delivered to Headquarters Receiving and Inspection. A completed GSFC Form 20-4 should be submitted to Headquarters Receiving and Inspection, Room 1O41, to begin the process for pickup and shipment.

Shipment of Tagged Equipment: Headquarters Manager ADP/T Maintenance and Inventory, Room CX65, (202) 358-0064, must initial the GSFC Form 20-4 in Block 10 prior to the shipment of tagged equipment.

Shipment of Official Records: Headquarters Records Manager, Room 1B72, (202) 358-0621, must initial the GSFC Form 20-4 in Block 10 before official records are shipped.

Contact: GSFC Traffic Office, Code 239, (301) 286-9642 or (301) 286-2887, Fax (301) 286-1770. Questions about the GSFC shipping process should be directed to the Headquarters Transportation Officer, GSFC, Code 234, (301) 286-8240.

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Central Registry/Transmission of Classified Material

Service: The Central Registry, established by HQMI 1630.2, controls the flow and custody of national security classified information materials at NASA Headquarters. This responsibility includes the transmission of classified packages

Procedure: Notify the Central Registry that you have a package to send outside of Headquarters. You will have to provide the document(s) by 12:00 noon in order for the package to make the last U.S. Postal Service pickup of the day. If you have multiple packages, please bring them as early as possible.

When you submit the document(s) for transmission, you will have to provide a completed and signed NHQ Form 241 and the destination address on two mailing labels. The information must be hand-carried to the Central Registry by an individual with the appropriate clearance level or higher. For security purposes, please place the document(s) in an envelope or folder so that the information is not exposed to unauthorized personnel en route to the Central Registry. Bring the material to the Central Registry unsealed. The package contents and the classification level will be verified and the material will be packaged, labeled, and sealed before mailing.

If the document(s) are marked with the warning label "NO CONTRACT," you must contact the Headquarters Security Section on (202) 358-0200 for detailed instructions. Documents marked "NO CONTRACT" cannot be handled by any contractors, including Security Force Officers.

Contact: Headquarters Central Registry, Room 1M50; open weekdays from 8 a.m. to 4 p.m.; (202) 358-0198 or 0189. All Security Force Officers working in this area have Secret clearances.

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Receiving and Inspection

Service: Receiving and Inspection is responsible for the receipt of all procured items that include materials, equipment, and supplies. Receiving and Inspection is also responsible for the receipt of deliveries from couriers and commercial carriers (for example, Federal Express, United Parcel Service, etc.). Receiving and Inspection processes, inspects, and delivers these items to NASA customers between 12:30 and 2:30 p.m.

When the shipments are received, a review and sort is made for the following: (1) items that can be directly processed for delivery; (2) items where the mailing label indicates that it is a NASA purchase; and (3) items that include equipment that needs to be tagged or forwarded to Code CI for installation. Responses to NASA solicitations, such as NASA Research Announcements, Announcements of Opportunity, etc., are frequently sent by couriers or commercial companies and are delivered to Receiving and Inspection. Shipments involving proposals or responses to solicitations are processed separately because of larger volumes. The items are listed and delivered or staged for pickup.

The Headquarters directory is used for locating addressees. If you are a NASA or contractor employee on TDY to Headquarters and expect to receive packages or parcels, please contact Receiving and Inspection and let them know where to deliver shipments. Packages are subject to be returned if Receiving and Inspection cannot locate addressees. Contact Receiving and Inspection in advance to expedite the processing and tagging of equipment.

Procedure: Customers are requested to contact Receiving and Inspection in advance to coordinate and establish pickup and delivery of responses to NASA solicitations. Collections by an off-site contractor must also be coordinated with Receiving and Inspection.

Contact: Receiving and Inspection, Headquarters, Room 1O41, (202) 358-0195, 0196, or 0148.

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Mail List Services

Service: Mail List Services provides one-time mailing lists, special project mailing lists, and mailing list maintenance for external mailings. Mail List Services will put your mailing address information in the proper U.S. Postal Service format and apply the ZIP + 4s to valid addresses. Mailing labels can be produced, or the address information can be updated and furnished to the customer on a disk for jet ink spraying the addresses directly on the mail piece.

Procedure: Submit material with NHQ Form 131, "Document Services Control Record," to Mail List Services, Headquarters, Room 1M40, (202) 358-0457, Fax (202) 358-3028.

Contact: Headquarters Mail Operations Manager, Headquarters, Room 9S46, (202) 358-0907, Fax (202) 358-2801, or Mail List Services, Headquarters, Room 1M40, (202) 358-0457, Fax (202) 358-3028, for information and to schedule an appointment.

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USPS Discounts and Postage Classes

Service: The U.S. Postal Service offers discounts for presorted/ZIP + 4/ barcoded mail pieces. The use of presorting and barcoding helps reduce postage expenditures. Headquarters customers and contractors involved in the preparation of mailing lists or mass mailings are encouraged to take advantage of these discount programs whenever possible.

Procedure: The weight of the mail piece, time-sensitivity, and composition of the mailing list are used to determine the most economical postage class. The composition of the mailing list must be evaluated to determine whether a U.S. Postal Service discount program is feasible.

Contact: Headquarters Mail Operations Manager, Headquarters, Room 4D23, (202) 358-2516, Fax (202) 358-3066; or Mail List Services, Headquarters, Room 1M40, (202) 358-0457, Fax (202) 358-3028.

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Mass Mailings

Service: Provide consultation, guidance, and postage class approval for preparing documents to be mailed to domestic and international addresses. Mass mailings are accomplished through coordination between Code CIM/Headquarters Mail Program Manager and Code CFP/Headquarters Printing Officer.

Procedure: A draft sample of the document to be mailed and the composition of the mailing address list must be available for review by the Headquarters Mail Program Manager. For ease of dispatch, mailing address lists should be maintained for production in the following categories, as applicable to the mailing requirement: Domestic (by ZIP Code), International (by alphabetical order), Canada, NASA Headquarters, and NASA Field Installations (by Installation). GSFC Warehouse Support Services can support the assembly of mail pieces and provide mailing service.

Contact: Headquarters Mail Operations Manager, Headquarters, Room 4D23, (202) 358-2516, Fax (202) 358-3066; or Code CFP/Headquarters Printing Officer, Headquarters, Room CL78, (202) 358-0617, Fax (202) 358-3025.

Note: To have NASA Headquarters materials that are stored at the GSFC Warehouse assembled or packaged for mailing, contact GSFC Warehouse Coordinator for HQ Materials, Code 231, (301) 286-5677 or (301) 286-5080, or GSFC Warehouse, Code 239.5, (301) 436-3200, Fax (301) 436-3208.

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Contractor Mailings

Service: Contractor mailings include all official mailings made on behalf of NASA by a business under contract. Off-site mailers for NASA can be authorized to mail material for NASA without affixing postage at the time of mailing. The U.S. Postal Service has issued a permit imprint number to NASA for this purpose. The envelopes, labels, or mailer must bear the printed return address of NASA. The name and address of a private organization or contractor must not be shown in the return address.

Procedure: Contractors must contact the Headquarters Mail Program Manager through their Contracting Officer’s Technical Representative (COTR) to obtain a NASA Headquarters Cost Code and approval to use the NASA permit imprint. The COTR must provide the following information in writing to the Headquarters Mail Program Manager:

    Business Name
    Complete Business Address
    Address Where Mailing Will Be Prepared
    (if different from the address listed above)
    Contact Person
    Telephone Number
    NASA Headquarters Code(s) Supported
    Type of Mailing
    Frequency of Mailing
    COTR Name and Telephone Number
Contractor mailings must consist of 200 or more pieces or 50 pounds. The contractor must transport the mail pieces to a U.S. Postal Service acceptance station. Mail bearing the NASA permit imprint cannot be deposited in Postal Service collection boxes.

The contractor must complete the appropriate U.S. Postal Service Statement of Mailing and present it to an appropriate Postal Service acceptance station with each mailing at the time of mailing. A copy of the Statement of Mailing, stamped by the Postal Service, must be returned within 5 business days to the Headquarters Mail Program Manager after each mailing.

Contact: Headquarters Mail Operations Manager, Headquarters, Room 4D23, (202) 358-2516, Fax (202) 358-3066, for information and to schedule an appointment.

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Mail Piece Design

Service: Provide consultation, design, and mail classification approval for all documents processed through in-house duplicating services or through Government printing contracts. Materials and mailing list composition are reviewed and evaluated to determine the least expensive postage class. Mailings include, but are not limited to, one-time mailings and recurring mailings, such as conferences, surveys, NASA Research Announcements, Announcements of Opportunity, Requests for Proposals, brochures, pamphlets, newsletters, reports, and other NASA publications.

Procedure: A draft sample of the document to be mailed and the composition of the mailing address list must be available for initial review and approval by the Headquarters Mail Program Manager or the Mail List Specialist in Mail List Services. The customer will be furnished a sample of the appropriate mail piece design format—that is, self-mailers, labels, or envelopes. The customer must submit this sample with a completed NHQ Form 233 and NHQ Form 233A to Code CFP to produce the camera-ready mail piece design.

Contact: Headquarters Mail Operations Manager, Headquarters, Room 4D23, (202) 358-2516, Fax (202) 358-3066, for information and to schedule an appointment.

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Reply Mail Piece Design

Service: Reply mail pieces are designed when NASA Headquarters desires a response to be mailed back to NASA Headquarters by the respondent. The following reply mail piece alternatives are available:

Business Reply Mail (BRM) enables the respondent to mail back a response to NASA Headquarters without affixing postage within the United States. Domestic BRM cannot be sent to foreign countries. The approval to use the BRM service is made on a case-by-case basis, and it is typically approved for requesting information that directly impacts the goals of the Agency.

Courtesy Reply Mail (CRM) is similar to BRM, except it requires the respondent to affix proper postage. CRM is encouraged when the reply mail benefits the customer (respondent) only. Examples include: newsletters, publications, and general information mailed to individuals free of charge.

Procedure: All requests to develop business reply or courtesy reply envelopes, cards, cartons, or labels must be approved prior to printing. Customers will be furnished a draft sample for the appropriate mail piece design format. The customer must submit this sample with a completed NHQ Form 233 and NHQ Form 233A to Code CFP to produce the camera-ready sample. The camera-ready sample along with an NHQ Form 51, "Printing and Reproduction Requisition," must be reviewed and approved by the Headquarters Mail Program Manager prior to submitting the request to Code CFP.

Contact: Headquarters Mail Operations Manager, Headquarters, Room 4D23, (202) 358-2561, Fax (202) 358-3066, for information and to schedule an appointment.

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Printing and Reproduction (NASA HQ Printing and Reproduction Requisition, NHQ Form 51)

Service: The use of NHQ Form 51 is under strict scrutiny as set forth in the NASA Printing, Duplicating and Copying Management Handbook, NHB 1490.5A, June 1997, which was established to control the flow of printing and copying through the Headquarters offices and to ensure they conform to NHB 1490.5A and Government Printing and Binding Regulations published by the congressional Joint Committee on Printing (JCP).

Procedure: Each request for printing or duplication must be accompanied by an NHQ Form 51. A Customer Service Representative will review each request for accuracy and completion of NHQ Form 51. Any request with mailing requirements must have written approval from the Headquarters Mail Program Manager prior to printing. If labels are provided, they must conform to the requirements set forth by the Headquarters Mail Program Manager (complete mailing address, mail code, and quantity on the label).

If the product requested for printing is a four-color product, a "Four-Color Printing Request" form must be obtained from the Headquarters Printing and Design Branch, Room CL78. The form must be completed and signed by an Associate Administrator or Deputy Associate Administrator and submitted with NHQ Form 51.

Customers are encouraged to contact a Customer Service Representative or Printing Specialist to discuss projects or requirements, Room CL78, between 8:00 a.m. and 4:30 p.m., Monday through Friday.

Contact: Headquarters Printing Officer, Headquarters, Room CL78, (202) 358-0617, Fax (202) 358-3025.

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Printing and Reproduction (NASA Distribution List, NHQ 69 and NHQ 69A)

Service: The use of NHQ 69 and 69A is under requirements set forth in the NASA Printing, Duplicating and Copying Management Handbook, NHB 1490.5A, June 1997.

Procedure: For each request for printing and duplicating, NHQ 69 and 69A may be used. NHQ 69 is highly recommended when Installation distributions are required. The NHQ 69A Supplemental Distribution List can be used for any outside distribution. It is important that a complete mailing address with attention line is completed fully and quantities are identified.

A Customer Service Representative will review each request for accuracy and completion of address, and is available to discuss your project and requirement in detail and assist you in completing the request.

Contact: Headquarters Printing and Design Branch, Room CL78, (202) 358-0630. A Customer Service Representative or Printing Specialist will be available in Room CL78 between 8 a.m. and 4:30 p.m., Monday through Friday.

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Printing and Reproduction (Standard Distribution Lists)

Service: The use and creation of NASA Headquarters Standard Distribution Lists are strictly controlled by the Headquarters Printing and Design Branch.

Procedure: Each distribution list has been established for an individual audience, subject, or particular project. Strict requirements have been established to ensure up-to-date addresses. Establishment of individual lists can be accomplished by contacting the Headquarters Printing and Design Branch

Contact: Headquarters Printing and Design Branch, Room CL78, (202) 358-0630. A Customer Service Representative or Printing Specialist will be available in Room CL78 between 8 a.m. and 4:30 p.m., Monday through Friday.

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Design and Photography (NHQ Form 233 and NHQ Form 233A)

Service: The use of the NHQ Forms 233 and 233A is under strict scrutiny as set forth in the NASA Printing, Duplicating and Copying Management Handbook, NHB 1490.5A, June 1997. This handbook was established to control the flow of graphics and photography services throughout the Headquarters offices and to ensure they conform to NHB 1490.5A and Government Printing and Binding Regulations published by the congressional Joint Committee on Printing (JCP).

Procedure: Each request for design and photography must be accompanied by an NHQ Form 233 and NHQ Form 233A, respectively. A Customer Service Representative will review each request for accuracy and completion. If your request includes a mail piece or postal design, it must be reviewed and approved by the Headquarters Mail Program Manager (CIM). Customers are encouraged to contact the Headquarters Printing and Design Branch to discuss projects or requirements.

Priority design products that require less than 24-hour turnaround time will require a Division Director (or higher) signature on the Priority Design Request.

Contact: Headquarters Printing and Design Branch, Room CL78, (202) 358-0630. Hours of operation are 8 a.m. to 4 p.m., Monday through Friday.

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