NASA Procedures and Guidelines
This Document is Obsolete and Is No Longer Used. Check the NODIS Library to access the current version: http://nodis3.gsfc.nasa.gov
NPR 1450.10C Eff. Date: March 06, 2000 Cancellation Date: March 24, 2006	NASA Correspondence Management and Communications Standards and Style
| TOC | ChangeHistory | Preface | Chapter1 | Chapter2 | Chapter3 | Chapter4 | Chapter5 | Chapter6 | Chapter7 | Chapter8 | AppendixA | AppendixB | AppendixC | AppendixD | AppendixE | AppendixF | AppendixG | AppendixH | ALL |

CHAPTER 6: Electronic Communications

6.1 General

Electronic communications, where available, are designed to send information quickly, easily, and with the least amount of effort to one or more addressee(s). Follow the tips from the Gregg Reference Manual, Eighth Edition, page 484, section 1708.

6.1.1. Keep messages short. Hold the overall length to 25 lines (the number of lines that will fit on one screen). Limit each line to a maximum of 80 characters.

6.1.2. One subject. Restrict each message to one subject. It is better to send two separate messages than to cover several topics in one message.

6.1.3. Subject line. Provide a subject line for each message. A subject line helps the recipient of many messages to screen them quickly to determine which require the most prompt action.

6.1.4. Do not use all capital letters in your messages. Follow the standard rules of capitalization. Generally, capitalizing all letters implies that the writer is shouting at the reader.

6.2 Electronic Mail Communications

6.2.1. E-mail is an alternative communications tool to facilitate Government business.

6.2.2. EUDORA PRO is the NASA Headquarters electronic service (e-mail) and is one of three approved clients for the Agency. Each NASA Center has a postmaster who is responsible for the effective use of the e-mail system and for coordinating with the postmasters at the other NASA Centers. In addition, some NASA Centers and individual organizations may have local e-mail systems.

6.2.3. E-mail systems are not secure. Never use them to transmit classified information even if it is encrypted. However, sensitive, but unclassified, information may be sent using e-mail if it is encrypted.

6.2.4. Follow the standards, writing styles, and formatting as stated in this NPG when e-mail is purposely selected as the alternative for sending an official NASA memo and when e-mail is used as the communications tool for disseminating other NASA information; e.g., special notices and press releases.

6.2.5. Personalized signature blocks should reflect official business information; e.g., sender's name, title, organization, telephone and fax numbers.

6.2.6. Follow Management Bulletin: 97:01, Guidance for Determining Retention of E-mail (E-mail Documents that are Federal Records), to properly manage the creation and retention of documents and messages, both record and nonrecord, that were created or transmitted using e-mail.

6.3 Facsimile (Fax)

6.3.1. Use facsimile transmissions to transmit official business when there is not enough time to send documents through other mail services. Since faxing costs much more than ordinary mail services, fax only when necessary. Faxes must be followed up by sending the original correspondence for official record purposes. Classified information may be faxed only from secure fax systems located at the Center's Security Office and some communications centers. Consideration may be given to using these secure systems to fax sensitive but unclassified information.

6.3.2. Lead Sheet for Fax Transmission. Use NASA Form 1120, Facsimile Transmission, as the first page of transmissions outside NASA. Show both the sending and receiving Center's name in the "TO:" and "FROM:" lines. In addition to the names of the person(s) addressed and the telephone numbers, show both the sending and receiving fax numbers, voice numbers, and office mail codes. The sender may provide additional information concerning the message in the "TO:" section of the form. The office of primary responsibility for the transmission keeps the official file copy.

6.3.3. Page Size. Pages to be transmitted may be 8 1/2 by 11 inches to 8 1/2 by 16 1/2 inches.

6.3.4. Multiple Addressees. Fax machines are located in most NASA offices and are very efficient for sending time-critical information to one or more addressees. Every NASA Center has a Communications Center that has the capability of sending documents to multiple addressees simultaneously at a high speed.

6.3.5. Approval Required. Transmissions of more than 50 pages require the signature of a Branch Chief or higher level official and full justification in the body of the form.

6.4 Telex (Teleprinter Exchange)

6.4.1. NASA Headquarters and every NASA Center have a message center and the capability to send both domestic and worldwide telex messages.

6.4.1.1. A telex is more costly and slower than a fax transmission.

6.4.1.2. Use telex only when fax or other means of communications are unavailable or impractical, e.g., when transmitting to the states of the former Soviet Union.

6.5 NASA Communications Network (NASCOM) Messages

6.5.1. The NASA Communications Network (NASCOM) provides operational communications in support of NASA projects and program activities. The NASCOM interconnects such facilities as NASA foreign and domestic tracking, telemetry, and command control stations; launch areas; test sites; and mission and network control centers. The NASCOM network is an unclassified network; NO CLASSIFIED TRANSMISSIONS ARE AUTHORIZED. NASCOM should only be used for the transmission of mission and nonmission-message traffic that falls within the scope outlined above. NASCOM message traffic can be readily identified by the use of unique four-character routing indicators, e.g., GNHQ equates to NASA Headquarters.

6.5.2. Contact your Center's message center for information on formats and use of NASCOM.

6.6 Other Types of Communications Services

6.6.1. Many Center message centers provide additional types of electronic communications services. Each Center should make their users aware of services provided to ensure that the service desired is available. Some of these services are as follows:

6.6.1.1. Priority Letter. Laser-printed priority letters are delivered within 2 business days in the United States.

6.6.1.2. Telegram. Telegrams are delivered by telephone or printed copy in a few hours to any location within the United States (except Hawaii) and to Canada.

6.6.1.3. Cablegram. Cablegrams are delivered overnight by printed copy to Hawaii and overseas locations. Send a cablegram to communicate with someone overseas who does not have a fax or telex.

6.6.1.4. Mailgram. Mailgrams are overnight letters you can send to anyone in the United States, Puerto Rico, and Canada and are delivered with the next day's mail. Consult with your Center's Mail Manager for the availability of this type of service.

DISTRIBUTION:
NODIS