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FOREST SERVICE HANDBOOK
FSH 1309.15 - ELECTRONIC OFFICE HANDBOOK
Lolo NF Supplement No. 1309.15-93-1
Effective April 1, 1993
POSTING NOTICE. Supplements to this title are numbered consecutively. Check the last transmittal received for this title to see that the above supplement number is in sequence. If not, do not post this supplement until the missing one(s) is received and posted. After posting, retain this transmittal sheet at the front of the title until the next supplement to this title is received.
Page Code (number of sheets)
Chapter 30 _ 2
Chapter 30 - Sets the procedures for incoming and outgoing electronic mail for the Lolo National Forest Supervisor's Office.
CHARLES W. SPOON
Acting Forest Supervisor
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FSH 1309.15 - ELECTRONIC OFFICE
LOLO SUPPLEMENT 1309.15-93-1
CHAPTER 30 - ELECTRONIC MAIL
30.2 - Objective. To set the procedures for incoming and outgoing electronic mail for the Lolo National Forest Supervisor's Office.
30.5 - Definitions.
1. Official Mail - File designated and signed letters.
2. User Notes - The Text Attribute ! is to be used for concurrence statements at the bottom of electronic mail.
31 - ADDRESSES
1. Internal correspondence is addressed to the titled head of the organization, i.e., Regional Forester, Forest Supervisor, or District Ranger.
2. The authority to sign letters and the division of subject matter is found in FSM 1200 under Signing Authority.
3. All correspondence is mailed from Mailroom to Mailroom. Official correspondence will not be mailed to individual users except by the sending or receiving Mailroom.
31.4 - Outgoing Mail.
1. Create a Document
a.Create a letter anywhere (author's choice). Letterheads are stored in drawer !LIBRARY and folder LETTERHEADS.
b.Formatting rules and use of formal/informal letterhead are explained in FSH 6209.12, Correspondence Handbook. In most cases, only informal letterhead is used for electronical mail.
c.Do not "mail" your document to anyone. Reviewers and editors may access the document in its place of origin, which ensures that there is only one copy in existence.
2. Document Summary Suggestions
CAUTION: Comments and key words are not retained when a document is mailed and refiled.
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a.Document Name - The Mailroom will change whatever name you've given the document to YYMMDD (D-FY?) AUTHOR'S LAST NAME. (D-FY?) indicates the date that the letter is to be destroyed according to FSH 6209.11, Records Management Handbook.
b.Author - Change if you are typing for someone else as your name will default to this space.
c.Subject - Change to Numeric File Designation plus subject line of the letter, i.e., 6440 Real Property Survey.
d.Summary - Brief description of letter contents.
e.Comments - Name of Signer, Enclosures, cc's, etc.
f.Key Words - Originating Office, i.e., R01F16A; Originating Staff, i.e., ADM; Author; Signer; Method of Mailing, i.e., dg if electronic or hc if hard copy.
3.Proofing - If proofing is desired, send short message to L.WP stating the drawer, folder, and document name with a request for editing.
a.The Author will send a short DG message to the necessary individuals requesting a review and telling them the drawer, folder and document name of the letter.
b.The Reviewer will edit the document and notify the author of changes made, if any. If Reviewer's approval is given, Reviewer will write "I CONCUR!", DG name and date beginning two lines below signature using the Text Attribute for User Notes (!), i.e., I CONCUR! J.Doe 5/12/92.
For convenience, an "I CONCUR!" function key may be set up with the following steps:
Command name: F8 (or whichever key you choose)
Command Description: I CONCUR!
Command definition starts from 1. Activity where invoked.
To enter keystrokes in the command, press ESCape, type keystrokes, then press ESCape when finished.
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TEXT ATTRIBUTE!I CONCUR! J.Doe xx/xx/xxTEXT ATTRIBUTE<-<-<-<-<-<-<-<-<-
Execute? (Y/N) Y
Use your own name in the command. The x's are replaced with the current date when you do your concurrence. The back arrows have been added to the command so that the cursor lands on the first x.
c.The Author is responsible for keeping track of changes, concurrences, and when the letter is ready for signing.
5.Signing Procedures - Author's responsibility.
a.Print hard copy of letter with concurrences.
b.Get signature on hard copy. Correspondence is to be signed according to FSM 1230 with the signature above the /s/ typed signer's name which is immediately above the official signature block. Example follows:
/s/Orville L. Daniels
ORVILLE L. DANIELS
If an Acting signs, the signature block will be in the following format:
/s/Robert P. Meuchel
ORVILLE L. DANIELS
c.Date electronic version with the date of signature and then MOVES the letter to the following area:
Drawer - MAILROOM
Folder - OUTGOING
d.Notify the Mailroom that an electronic letter is ready to be sent and that the signed hard copy is on its way to the Mailroom. (NOTE: Correspondence will not be released from the Mailroom until a signed hard copy is received.)
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32 - Mailroom Operations
a.The Drawer, MAILROOM, and Folder, OUTGOING, is monitored periodically throughout the day.
b.Upon receipt of a signed hard copy, the Mailroom will doublecheck the electronic version to make certain the date has been entered, the signature block is correct, enclosures are present, whether there are cc's, and that the document summary is complete. The document is then renamed to YY-MM-DD (Destruction Date) LAST NAME OF AUTHOR and moved to the public file which corresponds with the letter's first file designation.
c.The document is then mailed from the public file to the corresponding Mailroom. The cc's are sent directly to individual inboxes. The DG automatically generates a record in the document summary of who received the document.
d.The signed hard copy becomes the official file copy. The Mailroom will note on the hard copy the date electronically sent.
e.The Mailroom will make one pink hard copy of the document to add to the reading file.
a.The Correspondence Handbook, FSH 6209.12, specifies that the Mailroom will print a hard copy of incoming electronic mail and maintain it as the official incoming file copy.
b.The Mailroom will ensure that incoming correspondence is electronically filed in the public drawers and routed to the appropriate staff or individual inboxes according to the file designation.
c.Reply Due Letters - A reminder will be sent to the appropriate person by the Mailroom one week prior to due date.