AFI 37-161/AIA SUP 14 September 1995

DEPARTMENT OF THE AIR FORCE AIR INTELLIGENCE AGENCY SUPPLEMENT 1
HEADQUARTERS AIR INTELLIGENCE AGENCY AFI 37-161

14 SEPTEMBER 1995 Information Management

DISTRIBUTION MANAGEMENT

Supersedes AFR 4-71/AFIC Sup 1, 3 February 1992 Certified by: 67 SPTS /IM (Capt Dorothy C. Holmes)
and AFR 4-72/AFIC Sup 1, 9 November 1990. Pages: 3/ Distribution: F;X: AUL/LSE (1), HQ AIA/IMSP (2),
OPR: 67 SPTS/IMPD (Mr. Felipe M. Olivera) 67 SPTS/IMPD (2)
WALTER H. ROSS, Lt Col, USAF
Chief, Office of Information Management

NOTE: AFI 37-161, 28 January 1994, is supplemented as follows:This supplement applies the Air Intelligence Agency (AIA), centers, wings, groups, and squadrons including detachments and operating locations within and outside of the San Antonio area. It also applies to AIA-gained Air National Guard and Air Force Reserve units.

SUMMARY OF REVISIONSAdds information concerning electronic forms for the AIA publishing bulletin (PB) and how to receive and order electronic forms. Converts ESC (Electronic Security Command) and AFIC (Air Force Intelligence Command) to AIA. Deletes attachments 1 and 2, and the term unit publishing distribution officer (UPDO). It aligns the duties formerly performed by the UPDO with those duties performed by the customer account representative (CAR). 1.1.3. The mailing and message addresses, facsimile number (unclassified), and DSN (Defense Switching Network) and commercial telephones for the 67th Support Squadron, (67 SPTS/IMPD (AIA Command Publishing Distribution Center [CPDC])) are:Mailing Address: 67 SPTS/IMPD
102 Hall Blvd Ste 121
San Antonio TX 78243-7040Message Address: 67 SPTS KELLY AFB TX//IMPD//Facsimile Number: Commercial (210) 977-2390 DSN: 969-2390Telephone Number: Commercial (210) 977-2868 DSN: 969-2868

1.1.5. There are no PDOs in AIA. Only when unusual circumstances arise, will CARs or their alternates transact business with the CPDC for support on AIA publications, forms, and nonpublication items.

1.1.6(Added). The Automated Management Program (APMP) is the primary means by which the CAR orders all publications and forms from the CPDC. APMP is a nonstandard software that AIA CARs will use to automate their agency publications account records. Circumstances may dictate for the CAR to use other means such as message, letter, facsimile, or telephone call (DSN 969-2868).

1.8. The unit information manager appoints a CAR and at least one alternate by using an AF Form 1846, Request for and Record of Customer Account Representative Designation. The unit manager sends the original AF Form 1846 and one copy to the 67 SPTS/IMPD, whenever changes are made.

1.10.2. The chief of each activity with a CPDC account will appoint at least one alternate to transact business with the CPDC in the absence of the CAR.1.10.2.2. AIA CARs will maintain one copy of the following publications to manage the publishing distribution program in their activities: AIAIND 2, AIAIND 9, AFI 37-161 and AIA Sup 1, and AIA PBs for the past 12 months. CPDC personnel will provide newly activated accounts with AIAIND 2, AIAIND 9, AIADIR 37-130, and AFI 37-161/AIA Sup 1.1.10.2.7. AIA CARs will maintain a supply of AIA forms equal to the established AIA requisitioning procedures.

1.10.2.10. (Added) AIA Electronic Forms (EF). CARs will download and disseminate EF by using the MILNET/ INTERNET. Only units with approved waivers from 67 SPTS/IMPD will receive reproduced diskettes of AIA electronic forms.

1.10.2.11. (Added) CARs will immediately notify the CPDC of changes in mailing, message, or courier addresses.

1.10.2.12. (Added) The CAR will review PBs and indexes prior to submitting consolidated requirements or requisitions to the CPDC. Unless directed otherwise, CARs will consolidate requirements or requisitions by sending the APMP requisition and requirement diskette and report to the CPDC.

1.11. AIA also uses distribution letters B, M, and S. B is used for HQ USAFE (United States Air Forces, Europe) host bases only; M is used for HQ AIA and AIA units located in the San Antonio area; and S is used for AIA units with an airborne mission and HQ AIA staff offices.

1.14.1. OPRs will stock and issue unclassified X distribution publications.

1.15.5. (Added) For control purposes only, all AIA SCI-standard publications will be designated special distribution using the letter X for stocked and issued by OPR. The 67 SPTS/IMPD will make initial distribution (ID) of AIA SCI standard publications and major revisions of SCI-standard publications, using the X distribution list provided by the OPR. Thereafter, the OPR will maintain and account for all stock copies of the publication, deal directly with the customers, and process all requisitions for the publication.

1.15.5.1. The OPRs for each SCI publication will:² Control and distribute changes to their SCI publications.² Prepare and maintain the X distribution list. This includes the complete Defense Courier Service (DCS) inner-package address for non-AIA units and providing a current copy to 67 SPTS/IMPD. Ensure that the intended recipient of an SCI-classified publication on the X distribution list is located in an accredited SCI facility and is duly authorized to receive material at the level of classification being transmitted.² Review and certify on the AF Form 673, Request to Issue Publication, proper classification markings on the final camera-ready copy of each publication prior to printing.² Receipt for all reproduced copies when received from HQ AIA/IMSR (Printing Management Branch) and verify classification markings, control numbers, and copy numbers before signing block 17 of AIA Form 48, Request for Reproduction/Bindery Service.² Deliver all ID copies to 67 SPTS/IMPD.² Stock extra copies and fill all subsequent requisitions.² Maintain stock, control, and distribute changes to their SCI-standard publications.² Maintain accountability records as prescribed in USAFINTEL 201-1.

1.16.2.3. HQ AIA Publishing Bulletin, Part II, Section C--Electronic Forms (EF) lists any new or updated versions of HQ AIA electronic forms.

1.16.2.4. HQ AIA PB, Part II, Section D lists obsolete forms; and Part II, Section E lists general information.

1.25. (Added) Publishing Distribution Office Systems (PDOS)-Generated Reports. The CPDC generates the following PDOS reports to assist CARs in managing their publication distribution program. CPDC personnel will periodically use this report to validate publications requirements for each account.

1.25.1. Backorder Report. The CPDC generates a monthly backorder report and summarize those publications and forms on backorder.

1.25.2. Requirements Extract Report. The CPDC prepares the requirements extract report semiannually or upon request, listing all publication requirements by account.1.25.3. CAR Transaction Report. The CPDC will summarize all transactions made to an account. The CAR transaction report will be prepared monthly.

2.3. The unit IM determines the record-keeping method to be used or selects an automated system that is documented for continuity purposes. Records must contain requirements, subaccount, and distribution information.

2.10.3. (Added) Other AIA Publications and Items:

2.10.3.1. The user requisitions for AIA publications and forms referenced in HQ AIA publications directly from the OPR.2.10.3.2. CARs submit requirements for The Spokesman directly to HQ AIA/PA.

2.10.3.3. User submits requisitions for NSA publications and forms by message to NSACSS FT GEORGE MEADE MD//L1114//.

2.10.3.4. CARs submit requisition for Unit Commander Memo Pads by sending AIA Form 48 with an attached copy of the memo, to HQ AIA/IMSR; allow 6 to 8 weeks for delivery.

2.10.3.5. CARs submit requisitions for a 1-year supply of unit decals by sending AIA Form 48 for each size to HQ AIA/IMSR; allow 3 to 4 months for delivery.

2.10.3.6. Generic HQ AIA letterhead is treated the same as local reproduction (LRA) forms. For units that cannot get reproduction support from their host bases, the CAR submits requisitions through normal CPDC channels. Letterhead is issued, 200 sheets per package.

2.10.3.7. CARs submit requisitions for HQ AIA nonpublication items (memo pads, coasters, decals, and invitations) through normal CPDC channels.

2.10.3.8. Users submit requisition maintenance bulletins (MB) by message from SA-ALC KELLY AFB TX//LT/ LMMM//.2.10.3.9. CARs requisition equipment installation standards (EIS) through normal CPDC channels.2.15.3. (Added) AIA Electronic Forms (EF) Diskettes:

2.15.3.1. EFs are available for downloading from MILNET/INTERNET using the AIA host. The CAR, alternate, or designated representative, ensures downloading and dissemination within his or her unit or organization.

2.15.3.2. An EF is authorized for LRAs only when a unit or organization does not have the EF software and hardware required to run the program. The CPDC will not issue EFs as paper forms, unless the unit identified special provisions to HQ AIA/IMPF or a waiver is approved by 67 SPTS/IMPD for reproducible masters.

2.17.3.1. (Added) CARs will requisition a 12-month supply for forms with a monthly usage of less than 100 and a 6-month supply for forms with a monthly usage of 100 or more. Any of the following methods may be used to submit requisitions to the CPDC: APMP diskettes; message; AF 124a, Multiline Publications/Form Requisitions; facsimile, and AF Form 764a, Requisition and Requirement Request.

2.19. (Added) Do not use AF Form 1784, Forms Traveling Requisition, to requisition forms and nonpublication items from the CPDC.

2.25.1. For San Antonio area activities: Service hours are 0800-1200, Monday through Friday. During this timeframe CARs are only allowed to process no more than three emergency requests. CARs or their alternates must hand-carry emergency requests to the CPDC. Emergency requests outside established hours require written justification by office chief.