Mail and Supplies

Office Services

Office supplies are the responsibility of each individual department and/or division. Individuals should contact their department's Administrative Assistant to determine how to obtain supplies. Inter-office mail envelopes are collected and available for reuse at the mail distribution bins. Letterhead stationary and envelopes are available from Shipping/Receiving.

Mail Services

Basic mail posting and distribution is provided by the Shipping/Receiving (S/R) department. Mail bins have been provided at the main building mail distribution location near the service yard freight elevator. Proper usage of the bins will ensure correct posting and distribution. Incoming mail is sorted and placed into the departmental slots each morning and periodically during the day. Outgoing mail is generally collected from the main collection bins twice each day. Outgoing NOAO mail is stamped and dispatched to the Post Office at approximately 3:30 p.m. each day. Please put your name and/or department on all outgoing mail; if mail is returned, you can then be identified without opening the envelope.

Please contact S/R personnel for information on the following services and any additional services that may be available for NOAO mail (not personal):

• Certified Return Receipt Request mail - Please provide an advance phone call (Ext. 8107) and deliver it to S/R before 10:00 a.m. so it can be hand delivered to the Post Office window at the end of the day.
• International mail - Please separate foreign mail from domestic to help expedite posting.
• Domestic NOAO mail - If envelope sealing is required, please ensure that the envelope flaps are not overlapping.
• U.S. Postal Express mail - Please have the labels typed (labels available from S/R) and have it in the mailroom as soon as possible for same day posting.
• Volume Mailings - Large volume mailings (with mailing labels) should be brought to S/R before 2:00 p.m. for same day posting. Unless otherwise requested, volume mail will be posted at library rate. Please provide advance notification to the S/R.