U.S. Department of Transportation
Federal Highway Administration
1200 New Jersey Avenue, SE
Washington, DC 20590
Federal Highway Administration Research and Technology
Coordinating, Developing, and Delivering Highway Transportation Innovations
|This report is an archived publication and may contain dated technical, contact, and link information|
Publication Number: FHWA-RD-03-074
Communications Reference Guide
You may customize your own distribution plan by identifying the audience you want to reach and providing a Microsoft Excel file with addresses in electronic format or submitting preprinted mailing labels.
Regardless of how you choose to disseminate your communication product, Federal law requires that all publications must be available for public distribution through the National Technical Information Service (NTIS). When you process your communication product through HRTM for editorial review and publication, the appropriate numbers of copies are provided to NTIS. When the distribution is "by request only," it will be disseminated solely through NTIS.
HRTM maintains report and TechBrief mailing lists to reach targeted technical audiences. The mailing lists include entities that requested printed copies of all our products. They are generally libraries, researchers, State DOTs, and academic institutions such as the TRB Library, Texas Transportation Institute, and the National Network of Transportation Research Information Services (TRISNET) Repositories at Northwestern University. HRTM automatically adds these mailing labels to your distribution requirements.
The periodical mailing lists for R&T Transporter, FOCUS, and Public Roads maintained at TFHRC can be used to reach a large, broad technical audience of transportation public groups. The lists include:
For internal distribution, FHWA maintains a list of headquarters and field office addresses in a Microsoft Excel spreadsheet. You may distribute your products to individual offices, teams, or field offices by specifying the number of copies for each on this spreadsheet. Target those offices that would benefit from your R&T product and identify copies needed. Obtain the spreadsheet from the HRTM team.
There are about a dozen official FHWA mailing lists that can be added to your distribution plans to reach yet another audience of highway transportation associations. The FHWA publishing office (HAIM-20) maintains and updates these official lists. As a standard practice, HRTM automatically adds list FHWA-16 (see list information below) to your distribution plans for the Local Technical Assistance Program (LTAP) Centers. The mailing lists follow; let HRTM know your preference for each communication product.
If you would like to submit your own mailing list for distribution, please provide mailing labels or a Microsoft Excel file containing the names and addresses of recipients. Please include the following field names for the headers in the Excel document:
As information managers for TFHRC R&T documents, HRTM will submit your products in print or electronic form for distribution through the appropriate transportation databases.
Sometimes it is necessary to have only a published record of a research document with a very limited distribution. In this case, HRTM has an NTIS-only distribution that consists of as few copies as possible to only those mandatory entities, including NTIS, R&T Product Distribution Center, the National Transportation Library, and Sweden.
Under the disposition authority granted by NC1-406-80-9, RD&T is responsible for transferring its technical report files, which have been determined by the National Archives and Records Administration to be permanent records, to the Federal Records Center 3 years after the cutoff date. Complying with this authority, HRTM is working with the TFHRC Technical Reference Center and the FHWA Records Officer to transfer a copy of all FHWA RD&T technical reports produced by TFHRC to the National Archives according to the disposition schedule detailed in FHWA Order M 1324.1, dated June 29, 1990.