Policy for the Receipt of NGB Publications and Blank Forms


This policy establishes procedures, and guidance for NGB Publications and Forms account management; requisition and distribution of materials; and bulletins, as associated with the NGB Publications Management Center ARNG-CSO-FCP.

Table of Contents

Chapter 1 - Introduction

1-1. Purpose

1-2. References

1-3. Explanation of abbreviations and terms

1-4. Publications and Forms Library Web sites

1-5. NGB Publications Bulletin


Chapter 2 - Publications Accounts

2-1. Establish and manage an NGB Publications Account

2-2. NGB 14R, Request for and Record of NGB Publications Account

2-3. NGB 13R, NGB Materials Requisition Sheet

2-4. NGB 12R, NGB Initial Distribution Requirements Sheet (Applies to ARNG accounts only)


Chapter 3 - Distribution

3-1. Standard Distribution (Forced)

3-2. Distribution Symbols


Chapter 4 - Historical Prints

4-1. Heritage Prints

4-2. Presidential Prints

4-3. State Mission Prints

4-4. Commemorative Posters


Appendix A

References

Glossary




Chapter 1 - Introduction

1-1. Purpose

This pamphlet will provide policies and procedures used to access and request NGB publications, forms, and component listings. This pamphlet will explain in detail how to:


a. Establish and manage a publications account.

b. Prepare and submit requests for materials.

c. Establish requirements for new or existing publications.

1-2. References

Required and related publications, and prescribed and referenced forms are listed in Appendix A.

1-3. Explanation of abbreviations and terms

Abbreviations and special terms used in this pamphlet are explained in the glossary.

1-4. Publications and Forms Library Web sites

National Guard publications and forms approved for public access are available,in electronic format, on the NGB Publications & Forms Library web site, http://ngbpdc.ngb.army.mil. Draft or incomplete publications will not be displayed on the NGB Publications and Forms Library web site. In the event this web site is not accessible, publications and forms may be accessed through Guard Knowledge Online (GKO),https://gko.ngb.army.mil. This is a secure site and therefore may include documents not approved for public release. Air National Guard (ANG)publications may also be found on the AF ePublishing web site, http://www.e-publishing.af.mil.

1-5. NGB Publications Bulletin

a. The NGB Publications Bulletin is published once a month. The information provided in each bulletin includes new, revised, obsolete and superseded publications, forms and component listings; information of general interest concerning publications, blank forms, and component listings to include advance information on changes and corrections; and excess publications, blank forms, and component listings. These bulletins are available on the NGB Publications & Forms Library web site in Adobe (PDF) format.

b. The NGB Publications and Forms History is a compilation of past NGB Publications Bulletins, indexes, and publication communications. The information provided includes short title, date of publication or form, action taken, and source of data. This document is available on the NGB Publications & Forms Library web site in Adobe (PDF) format.


Chapter 2 - Publications Accounts

2-1. Establish and manage an NGB Publications Account

To receive publications and blank forms from the NGB Publications Management Center you must have an account. The following forms are used in support of this function.

A designated account representative will, on behalf of their organization, establish or update a publications account (NGB 14R), request materials (NGB 13R), and establish requirements (NGB 12R). Inactivity for more than 12 months may result in account cancellation (excludes ARNG accounts).

2-2. NGB 14R, Request for and Record of NGB Publications Account

Used to establish or update a publications account to request and receive materials. Instructions for completing NGB 14R are as follows:

a. Type of Submission. New, change, or cancel account.

b. Account ID. Account identification is required for changes and cancellations only. New accounts will be notified of their Account ID upon receipt of request.

c. Date. Enter date of request.

d. Type of Organization. Enter the type of organization that the account will be supporting. For Active components, please specify. Special accounts may be requested by libraries, schools, and other organizations. These options require a statement of justification to include reason for requiring National Guard materials.

e. Organization Name and Location. Include office symbol. Enter the address of the organization.

f. Shipping Address. Enter address where materials are to be shipped (base post office, warehouse, etc). FedEx shipping will not accept Post Office box (P.O. Box) addresses.

g. Unit Identification Code (UIC). For Army Users Only. This may be required for bulk shipments. If you do not know your UIC, contact your supply or personnel office.

h. DOD Activity Address Code (DODAAC). May be required for some shipments. If you do not know your DODAAC, contact your supply or personnel office.

i. Primary Account Representative Name, Grade, and Title. Enter person designated by organization.

j. Phone Numbers. Enter Commercial, DSN and Fax.

k. Email Address and Alternate. Enter individual’s organizational email address(your.name@your.work.mil). Alternate may be an organizational email address (i.e. ngbpdc@me.ngb.army.mil).

l. Alternate Account Representative Name, Grade and Title, Phone, and Email. Enter information for person designated by Primary Account Representative.

m. Remarks. List any justifications or circumstances (temporary duty, leave status, deployment, etc).

n. Approving Authority Name, Grade, Title, Signature and Date. Enter person assigned as the organization’s immediate supervisor (branch chief, wing information resource manager). May be same as Primary Account Representative.

2-3. NGB 13R, NGB Materials Requisition Sheet

Used to request materials. All requisitions will be submitted by the account representatives only. Requests not approved by the account representatives will be returned and the customer will be informed of the ordering process. Emergency Requisitions. When failure to have a publication or blank form would result in mission impairment or work stoppage, call the NGB Publications Management Center for assistance. All emergency requisitions must be justified and legitimate. Instructions for completing NGB 13R are as follows:

a. Account Representative Name, Grade, and Title. Self-explanatory.

b. Account ID. Enter account identification assigned.

c. Date. Enter date of request.

d. E-mail Address. Enter individual’s organizational email address (your.name@your.work.mil)

e. Shipping Address. Enter address where material is to be delivered. (P.O. Boxes not accepted by FedEx)

f. Phone Numbers. Enter Commercial, DSN and Fax.

g. Short Title. Enter the publication or form number. Title only will not be accepted.

h. Quantity. Enter quantity required. Annotate justification for large quantities.

i. Shipped. To be completed by the Publications Management Center. Used to annotate quantity shipped.

j. Dueout. To be completed by the Publications Management Center. Used when quantity requested exceeds quantity in stock. When item is re-stocked, remaining “dueout” quantity will automatically be shipped.

k. Remarks. Used to annotate justifications. Used by shipping department to annotate corrections or discontinued items. Also used by representatives to indicate rush item need by a specific date.

2-4. NGB 12R, NGB Initial Distribution Requirements Sheet (Applies to ARNG accounts only)

Used to establish a requirement for new and existing publications. NGB 12R will be submitted by the account representatives only. When submitting an NGB 12R for new publications announced in the NGB Publications Bulletin, information will be recorded and publications listed will be shipped as an initial distribution. Any NGB 12R’s received after the suspense date will not receive an initial distribution, information will be for record purpose only. When submitting an NGB 12R for existing publications, you will not be shipped the quantity specified until the publication has been revised or superseded. Blank forms are not authorized as a requirement item.

Annually, each account representative will receive a requirements extract for verification of requirements. The extract consists of all current National Guard publications and the quantities specified by your organization. Please review all entries and make corrections as needed. Return the document by the specified suspense date. This process does not initiate a distribution. Instructions for completing NGB 12R are as follows:

a. Account Representative Name, Grade, and Title. Self-explanatory.

b. Account ID. Enter account identification assigned.

c. Date. Enter date of request.

d. E-mail Address. Enter individual’s organizational email address(your.name@your.work.mil)

e. Shipping Address. Enter address where material is to be delivered. (P.O. Boxes not accepted by FedEx)

f. Phone Numbers. Enter Commercial, DSN and Fax.

g. Short Title and Quantity. Prior to submission, the account representatives will request, receive and consolidate requirements on behalf of their organization. Enter the publication number and the total required.

h. Remarks. Used to communicate any necessary information.


Chapter 3 - Distribution

3-1. Standard Distribution (Forced)

Proponents will designate standard distribution of publications by a letter, a combination of letters, or a distribution statement for a given publication based on who needs the publication to support their mission. This information then becomes part of the regulation. To determine applicability, refer to the distribution information listed on each publication.

3-2. Distribution Symbols

a. ARNG distribution symbols are A, B, C, and Special.

(1) A - Requires distribution down through the company level.

(2) B - Requires distribution down through group, regiment, brigade, and battalion levels.

(3) C - Requires distribution down through division level.

(4) Special - This distribution allows customers to determine who needs the publication to support their mission and set up requirements through their account representative.

b. ANG distribution symbols are F, and F;X.

(1) F - Available to anyone needing the publication. This allows customers to set up requirements through their account representative.

(2) F;X - Allows customers to set up requirements through their account representative, but there is also a forced distribution.

c. Joint publications will refer to both ARNG and ANG distribution symbols.


Chapter 4

Historical Prints

Historical prints to include Heritage Series, Presidential Series, State Mission Series and Commemorative Posters are available for order. Complete a NGB Form 13R and submit to our organizational email ng.me.mearng.list.ngbpdc@mail.mil. Questions or concerns may be directed to: ng.me.mearng.list.ngbpdc@mail.mil.

The prints are free, however, the maximum order total cannot be exceeded. Orders exceeding authorized limits will need a memorandum for justification. ARNG-CSO-FCP has the authority to approve or reject any order if deemed fraudulent or wasteful.

4-1. Heritage Prints

Small print size: 11" x 14" total size, with an 8.5" x 11" image landscape format.
(Limit 5) You may order up to 5 prints (total, i.e. five copies of one print, one copy of each of five different prints, or any combination adding up to five).

Large print size 20" x 24" total size, with a 15" x 21" image landscape format
(Limit 2) You may order up to 2 prints (total, i.e. two copies of one print, or one copy of each of two different prints).

4-2. Presidential Prints

Small print size 10" x 14" total size, with a 7.5" x 10" image portrait format
(One Set of 20) If you want the Presidential Prints, you may order one set of the small prints. We do not ship these individually.

4-3. State Mission Prints

Small print size: 11" x 14" total size, with an 8.5" x 11" image portrait format
(Limit 5) You may order up to 5 prints (total, i.e. five copies of one print, one copy of each of five different prints, or any combination adding up to five).

Large print size 20" x 24" total size, with a 15" x 21" image portrait format
(Limit 2) You may order up to 2 prints (total, i.e. two copies of one print, or one copy of each of two different prints).

4-4. Commemorative Posters

Print size: 24" x 18" image portrait format The prints are free, however, the maximum order total cannot exceed five of each print.


Appendix A

Section I - Prescribed Forms

NGB 12R - NGB Initial Distribution Requirements Sheet

NGB 13R - NGB Materials Requisition Sheet

NGB 14R - Request for and Record of NGB Publications Account

Section II - Referenced Forms

DA Form 2028 - Recommended Changes to Publications and Blank Forms

Glossary

Section I - Abbreviations

ANG - Air National Guard

ARNG - Army National Guard

FOUO - For Official Use Only

GKO - Guard Knowledge Online

NGB - National Guard Bureau

PB - Publications Bulletin

PDF - Portable Document Format

Section II - Terms

Draft publication - A manuscript circulated to solicit comments or to satisfy coordination requirements before submission for final composition in page form or for printing.

Form - A fixed arrangement of prepared, captioned spaces designed for entering and extracting prescribed information. Certificates are included in this definition, and although items such as labels, stickers, tags, instruction sheets, notices, and file cover sheets do not require insertion of information, they may still be considered forms if they meet the standards for size, item sequence, wording, design, and construction.

Obsolete - Rescinded or superseded.

Proponent - The office of primary responsibility for writing and issuing a publication or form.

Publication - An officially produced and approved document issued for public use (i.e., for compliance, implementation, and information).

Rescind - To do away with or cancel. A publication (or part of a publication) or form is rescinded when it has served the purpose for which it was issued or when the material becomes obsolete.

Revision - A new edition of a publication or form; it replaces the previous edition in its entirety.

Supersede - To replace a publication or form with a new or revised version. Noun form: supersession.

Electronic format - Electronic format is the digital version of a form, publication or component listing, available online for immediate reference.

For Official Use Only - Information not appropriate for public release.