**September 12, 1988 MP-1, Part II**

**Chapter 16**

**CONTENTS**

**CHAPTER 16. DISTRIBUTION AND MAINTENANCE OF PUBLICATIONS**

**PARAGRAPH PAGE**

1\. Purpose 16-1

2\. Objective 16-1

3\. Scope 16-1

4\. Responsibilities 16-1

5\. Policy and Methods of Distribution 16-2

6\. Automated Distribution System (ADS) 16-3

7\. Stocks of Printed VA Publications 16-4

8\. Distribution and Stocks of Non-VA Printed Material 16-4

9\. Use of Mailing Lists 16-4

10\. Distribution to Non-VA Agencies, Organizations, Activities and

Individuals 16-4

11\. Reference Collections 16-6

12\. Reviews of Distribution Requirements 16-7

**APPENDIX**

A Format and Examples of Distribution Instructions 16-app. A-1

B Guidelines for Selecting and Distributing VA Publications to
Depository

Libraries, the Library of Congress, and Research Reports to the National

Technical Information Service (NTIS) 16-app. B-1

End of Page 16-i

**September 12, 1988 MP-1, Part II**

**Chapter 16**

**CHAPTER 16. DISTRIBUTION AND MAINTENANCE OF PUBLICATIONS**

**1. PURPOSE**

The purpose of this chapter is to prescribe policies for the
distribution and maintenance of VA and non-VA publications. Publications
include all issues in the VA directives program (pamphlets, circulars,
manuals) as well as any other items produced in multiple copies for
distribution. (However, decisions and orders of the Board of Contract
Appeals are not \"publications\" for the purposes of this chapter.) This
chapter implements the provisions of the Federal Information Resources
Management Regulation (FIRMR) (41 CFR Chapter 201) with regard to
distribution policy.

**2. OBJECTIVE**

The basic objective of VA\'s distribution policy is to make publications
available to those who need to know or need to act on the information
included. Distribution of publications must be done in a timely and
economical manner to achieve this objective. Controls must also be
included in the distribution policy to ensure that copy requirements are
realistic so that printing funds are used to their fullest advantage.

**3. SCOPE**

The provisions of this chapter apply VA wide to departments, Associate
Deputy Administrators, staff offices and field facilities.

**4. RESPONSIBILITIES**

**a. Associate Deputy Administrator for Management**

\(1\) Through the Office of Information Management and Statistics, is
responsible for:

\(a\) Developing policies and procedures to ensure timely and economical
distribution of publications, including directives.

\(b\) Encouraging automation in every aspect of distribution of
publications, including the distribution of directives.

\(c\) The assignment of station numbers.

\(d\) Providing an Agency Publications Control Officer (PCO) (Director,
Paperwork Management and Regulations Service):

[1.]{.underline} To develop user requests for design and maintenance of
the Automated Distribution System (ADS), the mainframe application use
for maintaining distribution information (see par. 6 below) and
informing customers on how to use the system. the Agency PCO is the
program manager for ADS.

**September 12, 1988 MP-1, Part II**

**Chapter 16**

[2.]{.underline} To advise and assist all PCOs with distribution
questions.

[3.]{.underline} To conduct reviews and appraisals of distribution
systems to ensure the effectiveness of methods used.

[4.]{.underline} To act as the Federal Register liaison.

\(2\) Through the Office of Information Systems and Telecommunications,
responsible for system maintenance and operations for ADS.

**b. Associate Deputy Administrator for Logistics.** Through the Office
of Administration, is responsible for operating the VA Forms and
Publications Depot, the VA facility charged with centralized warehousing
and distribution of forms and publications.

**c. Department Heads, Associate Deputy Administrators, and Staff Office
Directors** are responsible for:

\(1\) Appointing a PCO (in accordance with ch. 14 of this part):

\(a\) To monitor distribution requirements and provide operational
support for ADS.

\(b\) To assign distribution codes to all issues using blocks of codes
designated in paragraph 6.

\(c\) To advise and assist originators of issues with distribution
instructions.

\(d\) To designate authorized distribution points in Central Office and
notify the Director, Publications Service, and the Agency PCO of all
additions, deletions, and changes.

\(e\) To notify intended VA recipients in advance of publishing that a
document will be published and distributed. This will allow users to
update distribution quantities.

\(2\) Assuring that elements under their jurisdiction maintain only
those quantities of issues needed.

\(3\) Establishing reference collections in accordance with paragraph
11.

\(4\) Supplementing this chapter with any specific instructions to
elements under their jurisdiction.

End of Page 16-1

\(5\) As approving officials on publications, certifying the
distribution quantities proposed are accurate.

**d. Field Facility Directors are responsible for:**

\(1\) Appointing a PCO:

**September 12, 1988 MP-1, Part II**

**Chapter 16**

\(a\) To monitor facility distribution requirements.

\(b\) To maintain current distribution information in ADS.

\(c\) To provide redistribution of publications within the facility and
to any external recipients.

\(2\) Providing direction on who needs to know or act on the information
included within the publications received.

\(3\) Maintaining only those quantities of issues needed for operation.

\(4\) Establishing reference collections in accordance with paragraph
11.

\(5\) Designating one point within the facility for receipt publications
via Wangnet or other office automation equipment.

\(6\) Ensuring that when the facility has been assigned as a servicing
facility to a national cemetery or other outbased facility within its
jurisdiction that the facility furnishes initial distribution and re
supply of publications and forms in a timely manner.

\(7\) Maintaining liaison with service organization representatives and
providing appropriate distribution of directives on a regular basis.
This applies to Department of Veterans Benefits (DVB) facilities only.
Requests received at a Department of Medicine and Surgery (DM&S)
facility should be forwarded to the appropriate regional office.

\(8\) Maintaining mailing lists for external distributions and ensuring
the lists are current.

**e. Originators of publications are responsible for:**

\(1\) Determining who \"needs to know\" or who \"needs to act\" on the
information included in a proposed publication. This should be done in
consultation with the PCO. In Central Office, only authorized
distribution points will be considered for distribution. For
distribution to field facilities, one quantity per facility will be
developed. This total should be enough to provide complete distribution.

\(2\) Reviewing distribution instructions and making any corrections
each time an issue is proposed for approval and subsequent printing.

f\. Users of publications are responsible for keeping their PCO informed
of publications needs and necessary quantity adjustments.

**5. POLICY AND METHODS OF DISTRIBUTION**

a\. It is VA policy to inform users to the maximum extent on
distributions of publications and quantities available. It is also
policy to allow users to determine exact quantities needed of
publications to assure optimum operations. This provides more accurate
quantity of needs and

**September 12, 1988 MP-1, Part II**

**Chapter 16**

avoids printing of excess or insufficient copies. A centralized system
ADS is used to achieve this. Paragraph 6 provides system description.

b\. All publications for distribution to multiple points will have a
four-digit distribution code assigned by the PCO of the office
originating the issue. One-time distributions will be standardized, when
practical, and a distribution code assigned. Assigned codes are outlined
in VA Catalog 2. Codes available for use are in paragraph 6e. The code
is an identifier for ADS and represents complete distribution
instructions maintained by the system. This four-digit code will be
printed on the document flush with the left margin below the signature
of the approving official. Issues without a signature (pamphlets, news
releases) will include distribution instructions on the last printed
page of text. Issues which have been developed primarily for external
use need not have distribution instructions printed on the issue.
However, issuing PCOs must inform recipients through ADS on quantities
to be received. Examples of distribution instructions are in appendix A.

c\. In Central Office, authorized distribution points will be assigned
at level no lower than division. These points will coincide with the VA
Forms and Publications Depot instructions. Use of authorized points
facilitates depot operations. Changes in authorized Central Office
distribution points will be approved by the PCO and forwarded to the
Director, Publications Service and the Agency PCO for entry to ADS.
Changes in facility numbers will be certified by the Office of
Information Management and Statistics and included in ADS.

d\. The VA Forms and Publications Depot will distribute bulk initial
distribution quantities of VA publications in accordance with output
instructions from ADS and appropriate mailing lists. Any necessary
redistribution will be accomplished by the recipients.

End of Page 16-2

e\. When manuscripts are produced from a system at any of the Data
Processing Centers, the copy will be considered camera copy. The camera
copy will be submitted for printing of multiple copies to the Director,
Publications Service, and subsequent distribution by the Forms and
Publications Depot. The Data Processing Center will not provide
nationwide distribution of publications.

f\. Distribution of temporary issues (circulars, Central Office
memorandums) will be done via Wangnet or other office automation
equipment to one point in each Central Office department, staff office
and Associate Deputy Administrator\'s immediate office and one point in
each field facility as determined by the facility director. Local
reproduction will be authorized only when quantities will not exceed
Joint Committee on Printing Limitations (see MP-1, pt. II, ch.9).
Redistribution will be made by the receiving office to those who need to
know or act. A distribution code will be included on the issue to
facilitate redistribution. Facilities without access to electronic mail
will continue to receive directives via teletype, when appropriate, or
hard copy.

g\. At the determination of the originating office, some issues may only
be maintained electronically, accessible via electronic mail or
timesharing option (TSO). Requests for access to the information by a
non-VA element should be referred to the Agency PCO.

**September 12, 1988 MP-1, Part II**

**Chapter 16**

h\. Distributions directed to national cemeteries will be accomplished
by placing the following on the publication as well as on the
distribution instructions for the Forms and Publications Depot: CEM A
(for each cemetery); CEM B (for contract cemeteries only); and CEM C
(for VA managed cemeteries only).

**6. AUTOMATED DISTRIBUTION SYSTEM (ADS)**

a\. ADS is a mainframe system housed at the Austin Data Processing
Center (DPC) and maintains information for all distribution needs. The
system will be up datable on-line via TSO to the Austin DPC.

b\. ADS will be used for all distributions made from Central Office
(recurring and one-time). The ADS provides the framework for control of
quantity requirements of issues. Central Office PCOs use ADS to
determine print quantities.

c\. All distribution abbreviations used on printed publications (AR for
Accredited Representative; DVBFS for DVB field stations, etc.) will have
a corresponding four-digit distribution code assigned in ADS. The codes
will be listed in VA Catalog 2.

d\. Specific procedures for input to the system are found in the
Handbook for Publications Control Officers.

e\. ADS is capable of handling over 9,000 distribution codes. These
codes are assigned to using offices as follows:

**Code**

**Number Responsible Office**

0000-0099 Office of the Administrator

0100-0199 Board of Veterans Appeals

0200-0299 Office of the General Counsel

0300-0399 Office of Administration

0400-0499 Office of Budget and Finance (Controller)

0500-0599 Office of the Inspector General

0600-0699 Associate Deputy Administrator for Public Affairs

0700-0799 Office of Information Management and Statistics

0800-0899 Office of Facilities

0900-0999 Office of Equal Opportunity

1000-1999 Department of Medicine and Surgery

2000-2999 Department of Veterans Benefits

3000-3999 Office of Information Systems and Telecommunications

4000-4999 Department of Memorial Affairs

5000-5999 Office of Personnel and Labor Relations

6000-6399 Special Requirements (controlled by Agency PCO)

6400-6499 Board of Contract Appeals

6500-6599 Office of Systems Planning, Policy, and Acquisition Control

**September 12, 1988 MP-1, Part II**

**Chapter 16**

6600-6699 Associate Deputy Administrator for Management

6700-6799 Associate Deputy Administrator for Congressional and
Intergovernmental Affairs

6800-6899 Associate Deputy Administrator for Logistics

6900-6999 Office of Program Analysis and Evaluation

7000-7999 Office of Acquisition and Materiel Management

8000-8999 One-time distributions

9000-9999 Department of Veterans Benefits (Insurance)

f\. The distribution code of a rescinded issue will not be reassigned to
another issue for a period of 1 year from the date of rescission of the
issue.

g\. The master distribution record will be established and maintained as
follows:

\(1\) Master distribution records for each publication are maintained in
ADS. The master file contains data on the distribution instructions for
each publication.

End of Page 16-3

\(2\) The master file must be kept up to date in anticipation of a
distribution of a document using the code. Requirements will increase or
decrease due to such occurrences as a change in organizational structure
or staffing.

\(3\) The Forms and Publications Depot maintains the mailing lists for
non-VA (non-Veterans Administration) distributions at the direction of
Central Office PCOs. ADS maintains total requirements for NONVA
distribution points.

\(4\) Field facilities must ensure that total distribution requirements
are included within the code so that one quantity per station is
reflected.

h\. ADS does not maintain redistribution instructions for field
facilities or Central Office authorized distribution points.
Redistribution instructions can be maintained on the reverse of VA Form
70-2155, Recurring Publications Control Card, or on a personal computer.
This personal computer application should include the distribution code,
issue title, copies needed, date received and mail code for the
recipients.

i\. Updating of ADS will not generate a resupply request to the Forms
and Publications Depot. For Depot stocked items, a separate request to
the VA Forms and Publications Depot via LOG I is required to obtain
additional copies of a publication. For service stocked items, the
request should go directly to the office listed on the publication.

**7. STOCKS OF PRINTED VA PUBLICATIONS**

a\. The initial minimum number of copies of publications to be stocked
in the Forms and Publications Depot will generally be no more than the
number of copies that equals the printed make-ready cost.

**September 12, 1988 MP-1, Part II**

**Chapter 16**

b\. Distribution instructions printed on the publication will include
where the issue is stocked. This will be printed directly below the
distribution instructions. Choices for stocking are Forms Depot shown as
\"FD\" on the issue; service stocked shown as \"SS\" with a mail symbol;
or no stock shown as \"NS.\"

c\. Directives considered temporary (circulars, Central Office numbered
memorandums) will not be stocked by the Forms and Publications Depot.
Permanent issues (regulations, manuals) and those for which bulk stock
quantities are kept (pamphlets) will be maintained at the Depot.

d\. Ordering of copies from the Forms and Publications Depot by field
facilities will be accomplished through LOG I on a quarterly basis
(schedule is outlined in VA Catalog 1P). Ordering from Central Office
will be done directly from the office symbol shown after \"SS\" on the
distribution instructions as the need arises.

e\. PCOs have the final decision on where the issue should be stocked.

f\. The maintenance of general stocks of publications by field
facilities is prohibited. Additional copies of a limited number of
selected issues (high use pamphlets) may be maintained by the facility
Publications activity.

**8. DISTRIBUTION AND STOCKS OF NON-VA PRINTED MATERIAL**

a\. Whenever possible, four-digit distribution code will be established
in ADS to control distribution of non-VA publications and to notify
recipients of designated quantities.

b\. The agency PCO is the liaison with the Federal Register. The Federal
Register maintains distribution requirements for the daily Federal
Register as well as for the Code of Federal Regulations (CFR). A limited
number of free copies are available. Annually, each Central Office PCO
is provided an opportunity to include distribution instructions for
offices under their jurisdiction. Questions on distribution of these
publications should be referred to the Central Office PCO of the office
with jurisdiction over the requesting elements.

c\. A variety of other non-VA administrative manuals are needed by
offices in order to conduct business (Federal Property Management
Regulations (FPMR), FIRMR, Federal Acquisition Regulation (FAR), title
38 United States Code). VA is given an opportunity to include order
quantities at the time the controlling agency sends the issue to print.
Central Office PCOs have the most current information on distribution.

d\. Any non-VA publication received in the Forms and Publications Depot
must have a Central Office PCO maintain responsibility. The Depot will
return all non-VA publications for which no instructions are received.

**September 12, 1988 MP-1, Part II**

**Chapter 16**

**9. USE OF MAILING LISTS**

a\. In Central Office, centralized mailing list maintenance is a
function of the VA Forms and Publications Depot. This facility should be
used for maintenance of all mailing lists for external distributions.

b\. ADS should be used for internal VA distributions. Mailing lists
increase mail costs and circumvent authorized distribution channels.

End of Page 16-4

c\. Filed facilities frequently need to maintain mailing lists for
external distributions. If lists are maintained, they must be surveyed
annually in accordance with Printing and Binding regulations, outlining
complete publication title and quantity.

**10. DISTRIBUTION TO NON-VA AGENCIES, ORGANIZATIONS, ACTIVITIES AND
INDIVIDUALS**

**a. Need for External Distribution.** The printed distribution
instructions will indicate when an external distribution is required.
Appendix A outlines sample distribution instructions. Optional
distributions to non-VA recipients will be done at the request of a user
or when a determination is made by the controlling office that the
information would be beneficial.

**b.** **Distribution to Service Organizations**

\(1\) The Forms and Publications Depot maintains mailing lists for
Veterans Service Organization (VSO) and accredited service organization
(ASO) distribution. Once approved for inclusion as an authorized
representative, recurring distributions can be made to the appropriate
office.

\(2\) DVB filed facilities are responsible for ensuring that service
organization accredited representatives (AR) located within the
facility\'s jurisdiction receive appropriate publications on a
continuing basis.

\(a\) In order to be established as an AR, the AR or National Certifying
Officer of the organization must complete VA Form 70-3215, Application
of Service Representative for Placement on Veterans Administration
Mailing List. The form must be approved by the organization\'s National
Certifying Officer or designee. Applications will be submitted to the
Washington regional office if the representative is located in the
Washington metropolitan area, or field facility with regional office
activities having jurisdiction over the area in which the representative
is located. The director of the facility will approve the application if
the representative is granted recognition in VA Information Bulletin
2-151, Service Organizations Representatives Currently Recognized in the
Presentation of Claims Before the VA. If not, the request will be
forwarded to the General Counsel for appropriate action.

**September 12, 1988 MP-1, Part II**

**Chapter 16**

\(b\) Accredited representatives will be provided required directives
such as regulations. The distribution instructions printed on the issue
will indicate whether the issue should be sent to the AR.

\(c\) Total numbers for AR distribution will be included in ADS.

\(d\) Requests for one-time quantities of directives will be referred to
the PCO of the facility having jurisdiction. Requests may be approved if
the representative is granted recognition by the VA. Requests to the
Forms and Publications Depot to fill the order for publications will be
considered an off-schedule requisition.

\(e\) Upon notification by VA IB 2-1551 or receipt of other valid
information that a representative is no longer accredited, the
representative\'s name will be removed from the mailing list.

\(f\) When removed from the mailing list or when an AR leaves the employ
of the service organization, he or she will be requested to surrender
issues in his or her possession to the issuing facility or to a
successor.

\(3\) The distribution instructions on the printed issue will indicate
through use of abbreviation VSO, ASO or AR which issues will be
distributed to service organizations.

\(4\) At the time an issue is developed, the originator in consultation
with the PCO for the office should determine the external distribution
needed.

**c. Distribution to Recognized State Organizations**

\(1\) Distribution of issues and maintenance of mailing lists is
decentralized to field facilities with regional office activities having
jurisdiction over the area in which the representative is located.

\(2\) Representatives of recognized State organizations will be provided
required directives on the same basis as accredited representatives of
accredited service organizations.

\(3\) State representatives must also complete VA Form 70-3215 (see
subpar. b(2)(a)). The director of the facility will approve the
application if the State organization is granted recognition in VA
Bulletin 23 series. If not, the request will be forwarded to the General
Counsel.

\(4\) Requests for one-time quantities of issues will be referred to the
PCO of the field facility having jurisdiction. Requests may be approved
if the State organization is granted recognition by the VA. Requests to
the Forms and Publications Depot will be counted as an off-schedule
requisition.

**d. Headquarters of Other Federal Agencies**

\(1\) Distribution of issues and maintenance of mailing lists for
external distributions to headquarters of other agencies will be
centralized at the VA Forms and Publications Depot.

End of Page 16-5

**September 12, 1988 MP-1, Part II**

**Chapter 16**

\(2\) Requests to be placed on the mailing list will be referred to the
office controlling the publication. If the request is approved, it will
be forwarded to the VA Forms and Publications Depot for placement on the
mailing list. If the request is disapproved, the office controlling the
issue will notify the requesting agency.

\(3\) Requests for one-time quantities of directives will be referred to
the VA Forms and Publications Depot after approval by the controlling
PCO.

**e. All Others**

\(1\) Eligibility to received directives will be determined on the basis
of:

\(a\) Rendering service to claimants.

\(b\) Releasing information designed to bring about a better
understanding of and compliance with established procedures.

\(c\) Maintaining good relations with the public and community.

\(d\) Affecting a member of the public. Issues in the VA directives
system and instructions that affect any member of the public will be
made available in accordance with 38 CFR 1.550 through 1.558. Facilities
are required to maintain public reading rooms to allow members of the
public to review appropriate directives.

\(e\) Meeting the limits placed on free distribution (see MP-1, pt. II,
ch. 9).

\(2\) Requests received at field facilities for recurring distribution
of issues and placement on the mailing list will be acted upon at the
facility. Approved requests may be placed on the facility mailing list
or referred to the Central Office PCO in the office with jurisdiction
over the facility with facility recommendation that the request be
handled by the Forms and Publications Depot. Requests for issues
restricted to VA use only and questionable requests will be referred to
the Central Office PCO with jurisdiction over the facility. The Central
Office PCO will coordinate the request with the controlling PCO. If the
request is disapproved the office making the decision will notify the
requester.

\(3\) Requests received in Central Office for one-time or recurring
distribution of issues and placement on the mailing list will be
referred to the PCO of the office controlling the issue for necessary
action.

\(4\) Requests received in field facilities for one-time quantities of
directives will be acted upon at the facility. Approved requests may be
filled by the facility if the quarterly requisition schedule
accommodates it or referred to the Central Office PCO having
jurisdiction over the facility for forwarding to the VA Forms and
Publications Depot.

**f. Library of Congress; Depository Libraries; and the National
Technical Information Service (NTIS), Department of Commerce.**
Selection and distribution of certain VA

**September 12, 1988 MP-1, Part II**

**Chapter 16**

publications to the Library of Congress, depository libraries and
certain scientific and technical reports to the NTIS will be
accomplished in accordance with the guidelines in appendix B.

**g. Military Service Departments**

\(1\) Distribution of certain publications and forms, of interest to the
military, is made at the direction of the controlling Central Office PCO
to designated supply points within each service department. The service
departments have published instructions to their field activities
setting forth the proper procedures to be followed in obtaining these
publications and forms.

\(2\) Requests received by VA field facilities from local military
commands for unusually large quantities of these items should be
returned advising them that procurement should be made through their
normal supply channels.

h\. NONVA distribution. The Forms and Publications Depot will maintain
the necessary mailing lists to effect appropriate distribution. ADS will
also be kept up to date by the Depot with total NONVA requirements.

**i. Charging for Publications**

\(1\) Publications will be provided to the public on request free of
charge as long as quantities are under 50 copies or production charges
are less than \$100. However, when an office develops a publication
which will be in demand by the public, it will be offered for sale by
the Superintendent of Documents, Government Printing Office.

\(2\) Requests for publications citing the Freedom of Information Act
(FOIA) will fall under the provisions of 38 CFR 1.555 using the
appropriate directive on fee schedules.

**11. REFERENCE COLLECTIONS**

Three types of reference collections are authorized.

**a. Centralized Reference Collection.** A centralized reference
collection containing those publications of the VA and other Federal
agencies and other publications considered essential to operations will
be maintained for use by all employees of the field facility. Where two
facilities under single management are physically separated, a
collection may be maintained at each location. The collection will
include a master file of facility issues. The collection may also
include such rescinded and obsolete material con-

End of Page 16-6

sidered necessary as a record of authority for action taken or policy
established. At the discretion of the director, issues pertaining to
technical operations of programs maintained by a division or service may
serve the needs of the entire facility, and need not be duplicated in
the centralized collection. Otherwise, the centralized collection will
serve as a complete reference source and will prevent the need to
maintain rarely used issues in other collections.

**September 12, 1988 MP-1, Part II**

**Chapter 16**

**b.** **Division or Service Reference Collection.** A reference
collection may be maintained at the division or service level in field
facilities for use by all employees in the element. Only that material
considered essential to the operation of the program and requiring use
of sufficient frequency to warrant maintenance will be maintained in
addition to the same material contained in the centralized reference
collection.

**c.** **Personal Reference Collection.** A personal reference
collection will be limited to such selected material as is needed for
ready and frequent reference. Establishment and maintenance should be
planned to serve the needs of a number of individuals when they work in
close proximity. Personal copies should be maintained by individuals
only when frequency of referral so warrants. When a VA employee
transfers to another facility, personal collections transfer with the
employee.

**12. REVIEWS OF DISTRIBUTION REQUIREMENTS**

**a. Review of Requirements by Using Elements**

\(1\) In addition to reviewing distributions each time an issue is
proposed for publishing, an ongoing review of requirements for all
publications will be conducted by each field facility and each Central
Office distribution point. These reviews will, in effect, be a
redetermination of publications required and in what quantities for the
operation of the field facility and Central Office elements. Changes
will be entered to ADS as soon as they are available.

\(2\) PCOs will question any quantities that appear to be excessive and
make any necessary adjustments.

\(3\) Field facility reviews will include review of requirements of
outside individuals, agencies, organizations and activities receiving
issues from the facility to determine if the issues are still required
and in what quantity.

**b. Annual Reviews by Controlling Offices**

\(1\) During December of each year, departments, Associate Deputy
Administrators, and staff offices will conduct reviews of the
distribution of publications which they have originated and control. ADS
output will be used for the review.

\(2\) When instructions are incomplete or quantities excessive, the PCO
of the office controlling the distribution code will coordinate
resolution of the issue.

**c. Review of Outside User Requirements**

\(1\) Once each year the VA Forms and Publications Depot will update its
mailing list by communicating with all outside individuals, agencies,
organizations, and activities receiving VA publications to determine if
the publications are still needed and in what quantity. Failure of the
addressee to respond will eliminate the address from the list. The VSO
list will not be included in this annual survey. The mailing list for
the VSO list will not be included in this annual survey.

**September 12, 1988 MP-1, Part II**

**Chapter 16**

The mailing list for the VSO will be referred annually to the Veterans
Service Organization Coordinator (00C).

\(2\) Review of mailing lists will be conducted by the VA Forms and
Publications Depot in conjunction with the PCO of the office controlling
the issue.

\(3\) Outside requirements will also be reviewed each time a mailing
list is used.

\(4\) Field facilities will conduct an annual review of mailing lists,
outlining complete publication title and quantity. FL 3-127 (postal
card) will be used for this purpose. Failure of the addressee to respond
to the inquiry will eliminate that address from the list.

End of Page 16-7

**September 12, 1988 MP-1, Part II**

**Chapter 16, Appendix A**

**FORMAT AND EXAMPLES OF DISTRIBUTION INSTRUCTIONS**

Distribution: RPC 6001

FD

Distribution: CO: RPC 2900

NS FLD: RPC 2068

EX: ASO and AR, 1 each

Distribution: FD: 200 [100]{.underline} copies

SS(30B3)

Distribution: FLD: RPC 1065

FD EX: NTIS, LC, DL

**ABBREVIATIONS USED**

RPC: Recurring publication code

FLD: Field

EX: External

SS: Service Stock

NS: No stock

FD: Forms and Publications Depot

CO: Central Office

**REQUIREMENTS**

Mail routing symbols will always be enclosed in parentheses.

Station numbers will never be enclosed in parentheses.

Quantities will never be enclosed in parentheses.

Quantities in excess of 100 copies will always be underscored to
eliminate any misunderstanding between station numbers and quantities.

External distribution to National Technical Information Service (NTIS),
Library of Congress (LC), and Depository Library (DL) will be shown on
appropriate documents. These are shown for information only; no action
is required by any distributing element.

End of Page 16-App. A-1

**September 12, 1988 MP-1, Part II**

**Chapter 16, Appendix B**

**GUIDELINES FOR SELECTING AND DISTRIBUTING VA PUBLICATIONS**

**TO DEPOSITORY LIBRARIES, THE LIBRARY OF CONGRESS, AND**

**RESEARCH REPORTS TO THE NATIONAL TECHNICAL INFORMATION SERVICE
(NTIS)**

**1. DISTRIBUTION OF VA PUBLICATIONS TO DEPOSITORY LIBRARIES AND THE
LIBRARY OF CONGRESS**

a\. **Authority.** Sections 1718 and 1719 of Title 44, U.S.C., require
that certain VA publications be furnished to the Library of Congress for
official use and for international exchange. Section 1902 of Title 44,
U.S.C., requires that certain VA publications be made available to
depository libraries through the facilities of the Superintendent of
Documents for public information.

b\. **Publications Required.** The Library of Congress will be furnished
four copies of each book, pamphlet, manual, journal, map and chart,
magazine, periodical, report, study, poster, and regulation, opinion,
and decision of the VA having intra-agency or extra-agency significance,
which is printed or otherwise reproduced. Any proposed material that a
field facility deems appropriate to put into the system will be
forwarded to the respective Central Office Publications Control Officer
(PCO). Depository libraries will be furnished copies of VA publications
which have public interest or educational value.

c\. **Exclusions.** The provisions referred to in subparagraph a above
do not apply to confidential matter, blank forms, and circular letters
not of a public character. In addition, the Library of Congress does not
need to receive Federal and military standards and specifications, press
releases, routine administrative directives, reprints or articles from
trade periodicals and books, or announcements of meetings and programs.
The depository libraries do not need to receive periodicals and books,
or announcements of meetings and programs. The depository libraries do
not need to receive publications which are strictly administrative or
operational purposes and have no public interest or educational value.

d\. **Distribution of Materials.** Distribution instructions will
contain the external distribution abbreviation of LC to indicate
distribution to the Exchange and Gift Division (non-GPO), Library of
Congress, and DL to indicate distribution to the depository libraries.
Publications Service will arrange for these distributions.

**2. DISTRIBUTION OF RESEARCH REPORTS THROUGH NTIS**

**a. Types of Publications Needed by NTIS.** Research reports of
unclassified U.S. Government-sponsored research and development are
collected, announced, and disseminated at nominal cost by the NTIS, U.S.
Department of Commerce. The NTIS is located at 5285 Port Royal Road,
Springfield, Virginia 22151. NTIS implements the provisions of Public
Law 776, 81st Congress, establishing NTIS as the central point within
the Government to which members of the public can turn to purchase
copies of scientific and technical reports.

**September 12, 1988 MP-1, Part II**

**Chapter 16, Appendix B**

**b. VA Participation.** Originating offices will determine whether to
enter appropriate reports into the NTIS system as they are published.
Any publication that a field facility deems appropriate to put into the
system will be forwarded to the respective Central Office PCO. The cost
to VA for NTIS announcement, reproduction and distribution services will
be as agreed. The income from report sales helps to pay for
reproduction, handling, and filling public requests. Reports furnished
the NTIS must be cleared or waiver of such restrictions must be
furnished in each case when the reports are sent to the NTIS (see MP-1,
pt. II, ch. 9, par. 4c(5) and exhibit A.) The NTIS reserves the right to
exclude any material from its collection based on its current evaluation
and selection criteria.

**c.** **VA Liaison.** The Director, Publications Service (036), will
serve as VA liaison with NTIS for channeling VA material into the NTIS
system when so instructed by the originating office. The Director,
Publications Service, is authorized to enter into appropriate informal
agreements with NTIS as necessary, and to authorized payments to NTIS.
Publications Service will arrange to furnish copies to the NTIS,
assuring that the copy meets their requirements.

End of Page 16-App.B-1