1. Office Symbols, Correspondence and Official Mail
FOIA, Privacy, & Records Management Conference Office of the Administrative Assistant to the Secretary of the Army Records Management and Declassification Agency
Office Symbols, Correspondence and Official Mail
John Hall
Chief, Component Programs
(703)
Daniel Medina
Component Programs Branch
(703)
Eve Roberts
Component Programs Branch
(703)

2. Component Programs Branch has Armywide responsibility for:
Rulemaking
Official Mail
Correspondence
Authorized Abbreviations, Brevity Codes, and Acronyms (ABCAs)
Office Symbols
Army Address/AAO database
Management Information Control System (MICO)
HQDA Records Section

3. Office Symbols
AR prescribes policies, procedures and responsibilities for the management and construction of office symbols.
Current as of Aug 07.
Office Symbols are used to:
Identify the originators of correspondence; and,
Denote the placement of an organization within the Army structure for historical and records purposes.
Properly constructed office symbols are necessary to obtain approved office records lists (ORLs) and fully utilize and accurately file records in the Army Records Information Management System (ARIMS).

4. Office Symbols
Office Symbols are standardized, consisting of commonly used letter designations that are easily recognized.
Examples:
SAAA – Secretary Army Administrative Assistant
AFCG – Army FORSCOM Commanding General
ATCS – Army TRADOC Chief of Staff
DAPE – Department Army Personnel (G-1)
DALO – Department Army Logistics (G-4)
Characters other than letters of the alphabet are not used.

5. Office Symbols
RMDA is the approval authority for the Army Secretariat, ARSTAF and their associated Staff Support Agencies (SSAs) and Field Operating Agencies (FOAs), and ACOMs, ASCCs and DRUs.
Records Managers at the Secretariat and ARSTAF level forward proposed office symbols through HQDA Resource Management Directorate to RMDA for approval.
Records Administrators at the ACOM, ASCC and DRU level forward proposed office symbols to RMDA for approval.
Records Managers at the installations, subordinate activities and units forward proposed office symbols to higher headquarters’ records administrator for approval.

6. Office Symbols
Garrison Records Managers or other commands can provide SME assistance with office symbol construction in accordance with AR 25-59, Office Symbols, but can not approve office symbols for other commands. Office symbols of other commands must be submitted through the chain of command by the requesting agency for approval.

7. Office Symbols Construction of HQDA office symbols
The first two letters of an HQDA office symbol indicate the organization’s primary command (for example, SA or DA).
“SA” is reserved for the Office of the Secretary of the Army (OSA) or an OSA activity, and “DA” for other HQDA staff elements (for example, SAAA or DAMO).
Office symbols of HQDA subordinate elements, SSAs and FOAs will begin with two letters representing their parent staff agency (for example, AAHS or MOSO).
SAAA DAMO
Example:
AAHS MOSO

8. Office Symbols Construction of HQDA office symbols – cont SAAA DAMO
Example:
AAHS MOSO
The third and fourth letters represent the principal official in the activity, or the agency, for example:
SAAA, “AA” represents Administrative Assistant
DAMO, “MO” represents Military Operations

9. Office Symbols Construction of HQDA office symbols – cont
The fifth and sixth letters represent a directorate and can also represent an official in the immediate office of the agency head
(XXXX-XO).
The seventh letter represents a staff division or the next lower organizational element.
The eighth letter represents a staff branch, and the ninth letter represents a section, group or team.

10. Office Symbols Construction of Command office symbols
ACOMs, ASCCs and DRUs will follow the HQDA construction method:
ACOM, ASCC and DRU office symbols will contain no more that nine letters.
Subordinate installations and activities will contain no more than ten letters.
The tenth letter will identify a staff section or comparable element
(XXXX-XXX-XXX).

11. EXAMPLE OF AN HQDA OFFICE SYMBOL
Office Symbols
EXAMPLE OF AN HQDA OFFICE SYMBOL
HQDA
Agency
Directorate
Division
Branch
Office symbols SA
The Administrative Assistant to the Secretary of the Army
Executive Support Office SA AA
SAAA
-EX
SAAA-EX AA
US Army Headquarters Services
Records Management and Declassification Agency
Army Records Management Division
Component Programs Branch AA HS
AAHS
-RD
AAHS-RD R
AAHS-RDR -C
AAHS-RDR-C

12. EXAMPLE OF AN ACOM OFFICE SYMBOL
Office Symbols
EXAMPLE OF AN ACOM OFFICE SYMBOL
ACOM
Directorate
Division
Branch
Office symbols AT
U.S. Army Training and Doctrine Command
Commanding General AT CG
ATCG
SUBORDINATE ACTIVITY AT
US Army War College
Department of Academic Affairs
Concepts and Doctrine Office AT WC
ATWC
-AA
ATWC-AA D
ATWC-AAD

13. Properly formatted office symbols are needed:
Bottom Line
Properly formatted office symbols are needed:
To ensure regulatory compliance, uniformity, and accurate reflection of organizational alignment. Office symbols are designed to reflect organizational structures and levels of command.
To identify the office of origin for correspondence.
To obtain approved office records lists (ORLs) and fully utilize and accurately file and access records in the Army Records Information Management System (ARIMS).
For standardizing. Office symbols are comprised of alpha characters only.

14. AR 25-50, Preparing and Managing Correspondence
Correspondence Management Status
Current edition – 3 June 2002
Currently being revised – awaiting TJAG concurrence
Incorporated comments having Armywide benefit
Projected Date for submitting for publishing - Dec 09

15. AR 25-50, Preparing and Managing Correspondence
Major Changes
Transfers proponency from the DCS, G-1 to the Administrative Assistant to the Secretary of the Army.
Eliminates the Informal Memorandum - The memorandum, using computer generated letterhead, will be used in all instances where an informal memorandum was previously used.
Prescribes Mass Mailing policy.
Streamlined Chapter 5 - Preparing official mail.
Eliminates Appendix B – Style practices – refer to word processing spell check, a standard dictionary and/or the GPO Style Manual as needed.

16. AR 25-50, Preparing and Managing Correspondence
Major Changes – continued
Preferred font change to Arial 12.
Prescribes DA Form 5, Army Staffing Form.
New Appendix directs commanders, directors, or agency authorities to:
Take responsibility for the unit's mass mailings
Develop quality control check-points in the mailing process
Ensure perfection
Alleviate the risk for embarrassment to the Army

17. AR 25-50, Preparing and Managing Correspondence
The new appendix is designed to alleviated the mistakes which occurred in recent mass mailings. Such as:
The 5000 letters addressed "Dear John Doe," sent to every gold star family member.
Surveys sent to deceased combat vets asking for their opinions.
Congratulatory form letters automatically sent to all newly promoted 1st Lieutenants, even one who was killed before being commissioned.
Unauthorized changes to a retiree newsletter after it was approved by the Army Chief of Staff. The change mistakenly moved the Army's Birthday from June to July.

18. Official Mail Program Overview
The Department of the Army is largest user of mail services in DoD
Annual budget approximately $20 million
Contrary to popular opinion, mail is not always mail:
Official mail is only mail when in custody of USPS
Once in Official Mail and Distribution Center Staff possession mail then becomes official matter

19. Official Mail Program Overview
Your Office
OMDC
USPS
Post Office
US POSTAL
SERVICE
US GATEWAY
US POST OFFICE
PROCESSING
CENTER
AERIAL
MAIL TERMINAL
Destination
START
APO

20. Official Mail Program: Security and Business Recovery Plans
IAW Part FMR and DOD M, Mail Centers required to have written security plan.
The plan should be an annex to the Garrison/ Installation/ Compound “security plan.”
Must be developed in consultation with security.
Must be coordinated with first responders and other affected personnel/organizations. Such as:
Anti-terrorism Office
Hazmat
Emergency Services
USPS
Force Protection

21. Official Mail Program: Security and Business Recovery Plans
Elements of Plan
Risk Assessment
Mail Center Relocation
Loss of Personnel
Recall Procedures
Evacuation Procedures
Procedures for Handling Threats
Notification of First Responders

22. Official Mail Program: Security and Business Recovery Plans
Foundation of the plan:
Risk Assessment – done by qualified personnel
Your building security office
Base security
Individual agency security service (DTRA)
The Federal Protective Service (HLS)
Professional security consultants
OMM not a trained force protection official, therefore not qualified to conduct risk assessments.
Consult with trained Force Protection officials.

23. Official Mail Program: Security and Business Recovery Plans
Components of Risk Assessment per GSA
Asset/mission identification – what could be damaged through mail.
Threat Assessment – potential threats to mail center (natural events, criminal acts, terrorism – plus likelihood of each).
Vulnerability Assessment - to what extent is mail center vulnerable to each of the threats identified in threat assessment.
Impact Assessment – impact on mail center, the facility, and/or agency if specific asset (mail center or support activity) were destroyed or damaged.
Risk Analysis – Quantification of likelihood and extent of possible damage from each identified threat.
Risk Assessment – The process – all the above.

24. Official Mail Program: Security and Business Recovery Plans
Mail Center relocation requirements
Supplies/equipment
Vehicles
Alternate location for meter mail
Availability of postage (stamps, reserve meter, MOA with sister agency to meter mail on reimbursable basis, etc)
Time needed to resume operations
Who will allocate space (first floor)
Who coordinates move
Notification of move
USPS
Vendors
Carriers
Customers

25. Official Mail Program: Security and Business Recovery Plans
Loss of personnel
How to operate with loss of personnel
Augmentation Procedures
Recall procedures
Who will be recalled
Where do they report
Evacuation procedures
Who can order evacuation
Who evacuates

26. Official Mail Program: Security and Business Recovery Plans
Evacuation procedures - continued
Where do you evacuate to/meeting place
Injuries
Secure facility
Meter
Classified material
Stamps

27. Official Mail Program: Security and Business Recovery Plans
Procedures for handling threats
Chemicals, Biological or Radiological
Letter/Parcel Bombs
Place Bombs
Impending Natural Disasters
Notification of emergency services (phone numbers)
Medical
Fire
Security Force
Hazmat
USPS Postal Inspector

28. Official Mail Program: Security and Business Recovery Plans
Summary
Security Plans are required by FMR
Risk Assessment by qualified personnel critical
Should be incorporated into Garrison/Installation/Compound Security Plan
Must be practiced quarterly
Review annually
“When you fail to plan, you plan to fail”
Benjamin Franklin

29. Questions????