ATTACHMENT 4_INSTRUCTIONS.docx

ATTACHMENT 4

INSTRUCTIONS FOR PREPARING

NATF FORM 72 AND 80 SERIES REPRODUCTION ORDERS

FOR FILING AND MAILING

1. NATF FORM 72 REPRODUCTION ORDERS. The Trust Fund mailrooms at Archives I and Archives II are responsible for shipping reproductions for the National Archives Trust Fund (NATF) Form 72 and NATF Form 80 Series orders. The contractor must package these reproductions for shipping and delivery to the appropriate mailroom.

1.1 Package size limitations. The contractor must use appropriate packaging materials to protect the reproductions during shipment. In general, the contractor must be guided by packaging requirements and size or weight restrictions contained in the USPS Domestic Mail Manual (DMM) and the USPS International Mail Manual (IMM). Completed microfilm orders should contain no more than sixteen (16) rolls of film per package.

1.2 Shipping labels. The contractor must package the reproductions with the packing list produced when the order was updated to shipping status in SOFA. The contractor must place the packing list of the NATF Form 72 in a "Packaging List Enclosed" envelope so that the section with the "Ship To:" name and address appear in the window, and affix the envelope to the outside of the package. If an order requires shipping in more than one package, the contractor must reprint the packing slip from SOFA for the additional packages.

1.3 Enclosures with the reproductions. The contractor must enclose a photocopy of the packing list and a NARA provided return policy notice with the reproductions in a package.

2. NATF 80 SERIES FORMS REPRODUCTION ORDERS. The NATF mail rooms at Archives I operate special services for mailing responses to orders for military service records.

2.1 Positive Orders. Upon completion of each positive order, the contractor must update the order in SOFA and print a packing list for the order.

2.1.1 Positive credit card orders. For each positive credit card order updated in SOFA, a packing list only will print when the SOFA packing list print command is executed. The contractor must package the reproductions with this packing list, as follows:

· Place the packing list in the envelope so that the section of the form showing the date processed; the initial letter of the customer surname, as it appears on the form; and the order number all appear in the window. If this information is not visible, the mailroom will return the reproductions to the contractor for repackaging.

· Enclose a NARA provided return policy notice with the reproductions;

· For non-U.S. (foreign) addresses, stamp the reproduction envelopes "Air Mail";

· Sort the reproduction envelopes into rough numeric order by order number; and

· Deliver to the Trust Fund mailroom.

2.1.2.2 Reproductions. The contractor must package the reproductions with this packing list, as follows:

· Place the packing list in the envelope so that the section of the form showing the date processed; the initial letter of the customer surname, as it appears on the form; and the order number all appear in the window. If this information is not visible, the mailroom will return the reproductions to the contractor for repackaging.

· Enclose a NARA provided return policy notice with the reproductions;

· Stamp the reproductions envelopes for non-U.S. (foreign) addresses "Air Mail";

· Sort the reproduction envelopes into rough numeric order by order number (may be inter-sorted with the credit card reproduction envelopes); and

· Deliver to the Trust Fund mailroom.

2.2 Negative replies. Upon completion of a negative order (NATF –81-86) and updating its status in SOFA, the contractor must place the research ticket of the form in a NARA 4" x 9" window envelope and deliver to the NARA mail room. The form must be placed in the envelope so that the section of the form showing the date processed; the initial letter of the customer surname, as it appears on the form; and the order number all appear in the window. If this information is not visible, the mailroom will return the reproductions to the contractor for repackaging. For non-U.S. (foreign) addresses, the contractor must stamp these reproduction envelopes "Air Mail."