U.S. Department of Energy SUPPLEMENTAL
Albuquerque Field Office DIRECTIVE
AL 1325.1A
REV. 6
DATE: October 30, 1992
SUBJECT: DEPARTMENT OF ENERGY (DOE) ALBUQUERQUE FIELD OFFICE (AL)
CORRESPONDENCE MANUAL
1. PURPOSE. This is a Supplemental Directive to the DOE Order 1325.1A,
Correspondence Manual, dated June 18, 1981. This Supplemental
Directive does not change any requirements contained in the DOE Order,
but contains administrative or contractual guidance.
2. SCOPE. The provisions of this Supplemental Directive apply to AL,
including Area Offices.
3. CANCELLATION. This Supplemental Directive supersedes AL Order 1325.1A,
Revision 5, dated December 20, 1991.
4. BACKGROUND.
a. All correspondence prepared within AL shall follow guidelines and
samples established by DOE Order 1325.1A, unless specifically
exempted by this supplementation.
b. Procedures pertinent only to DOE Headquarters (HQ) or procedures
that are self-explanatory will not be addressed here; therefore,
only those paragraphs requiring AL supplementation will be
addressed.
c. The format of this Supplemental Directive will follow the DOE
Order where possible.
d. The AL supplementing instructions on subjects not addressed by the
DOE Order will be covered in Chapter XVII of this Supplemental
Directive.
e. Forms and supplies specified and illustrated in the DOE Order will
be available in the Supply Unit, Management Support Division
(MSD), and can be ordered using DOE F AD-H34 or via ALL-IN-1
(Electronic Mail) Message.
5. CLASSIFIED CORRESPONDENCE.
a. General format for preparation of classified correspondence is the
same as for unclassified correspondence.
b. Procedures for determining the proper classification of
correspondence are outlined in DOE Order 5650.2A. Questions
concerning local implementation of the Order should be referred to
the Classification and Information Control Staff, Office of
Intergovernmental and External Affairs (OIEA).
c. Procedures for placing classification markings on, processing, and
controlling classified correspondence are outlined in DOE Order
5635.1A. Questions concerning local implementation of the Order
should be referred to MSD.
6. ROUTING SYMBOLS.
a. Use the acronyms set forth in the latest edition of the HQ
Telephone Directory when correspondence is directed to HQ
officials.
b. Routing symbols in AL are synonymous with organization
abbreviations.
7. RESPONSIBILITIES.
a. The Director, Personnel and Industrial Relations Division (PIRD).
(1) Develops, in collaboration with AL Heads of Divisions and
Offices, and the AL Secretarial and Clerical Enhancement
Program (SCEP) Board, the AL instructions incorporated into
the AL Supplemental Directive 1325.1A for preparation of
correspondence.
(2) Advises and assists AL Heads of Divisions and Offices in the
interpretation and application of DOE and AL procedures
relating to the correspondence management program.
b. The Director, MSD.
(1) Assures the processing of mail, by personnel under his/her
jurisdiction, in accordance with the provisions of this
Supplemental Directive.
(2) Provides graphic and reproduction services for the AL
complex.
(3) Provides forms and other office supplies and equipment
required by DOE Order and AL Supplemental Directive 1325.1A.
(4) Develops AL instructions and procedures relating to
classified document preparation and distribution.
c. The Director, OIEA. Develops AL instructions and procedures
relating to classification determinations and the assignment of
classification levels and categories.
d. The Director, Information Management Division (IMD).
(1) Provides facsimile services for the AL complex.
(2) Assures the AL processing of correspondence and other
material under the AL Supplemental Directive 1325.1A by the
contractor-operated Word Processing Center (WPC).
(3) Provides computer-related supplies and equipment.
e. Heads of Divisions and Offices.
(1) Assure that all personnel under their jurisdiction who
prepare correspondence have access to the DOE Order and AL
Supplemental Directive 1325.1A. Hard copies are available in
PIRD or, for quick access, via ALL-IN-1 (Business
Applications).
(2) Recommend to the Director, PIRD, or the SCEP Board changes to
the correspondence manual as required.
(3) Shall establish a formal procedure for assuring that every
document originated within that organization is reviewed for
proper classification by an Authorized Classifier before it
leaves that Office or Division unless the specific document
(or class of documents) has been explicitly exempted from
such review.
f. Area Managers and Contracting Officers. Assure that
government-owned contractor-operated facilities maintain
correspondence management programs.
Bruce G. Twining
Manager
TABLE OF CONTENTS
CHAPTER I - GENERAL PAGE
1. General 1
2. Office Correspondence Symbols 1
3. Identification of Organization, Writer and Typist 1
4. Coordination 1
5. Assembly for Signature 1
6. Dating of Documents 1
CHAPTER II - CONGRESSIONAL, WHITE HOUSE AND SECRETARIAL CORRESPONDENCE
1. Categories 2
2. Congressional Letters 2
CHAPTER III - (RESERVED) 3
CHAPTER IV - QUICK COMMUNICATIONS (HQ Use Only) 4
CHAPTER V - TELECOMMUNICATION MESSAGES
1. General 5
2. Unclassified Fax Center 5
3. Communications Center 6
3. List of SACNET Locations 8
CHAPTER VI - COORDINATION
1. General 10
2. Document Concurrence Procedures 10
CHAPTER VII - CORRESPONDENCE CONTROL
1. General 11
2. Management Tracking System/Manager's Priority System 11
CHAPTER VIII - ADDRESSES
1. Internal Address Format 12
2. Security Approved Mailing Addresses for
Classified Documents 12
3. Unclassified Mailing Addresses 12
CHAPTER IX - PREPARATION OF ENVELOPES
1. General 13
2. Envelopes and Mailing Labels 13
CHAPTERS X - XVI OFFICIAL REFERENCES
Official Dictionary and Secretarial Handbook 14
CHAPTER XVII - INTERNAL AL CORRESPONDENCE PROCEDURES
1. Correspondence Prepared for the Manager's Signature 15
2. Correspondence Prepared for the Appropriate Assistant
Manager's Signature 15
3. Correspondence Prepared for the Appropriate Division
Director's Signature 16
4. Correspondence to AL Contractors 16
5. Correspondence with the Air Force Special Weapons
Center (AFSWC); Field Command, Defense Nuclear Agency
(FC/DNA); San Antonio Air Materiel Area (SAAMA); Sandia
National Laboratories/New Mexico (SNL/NM); and
Los Alamos National Laboratory (LANL) 17
6. "Acting" vs. "For" 17
7. Protocol on Addressee Lists 18
8. Correspondence of More Than One Page 18
9. Spacing and Printing of Correspondence 18
10. References 18
11. Handling and Processing Classified Documents 18
12. Word Processing Center 18
13. AL Announcements 18
14. Issue Papers 19
15. Summary Memoranda 19
16. ALL-IN-1 Messages from OOM 20
17. Correspondence Prepared by Off-Site Offices 20
Subsections (Table of Contents)
1. Organizational Charts 21
2. Acronyms 24
3. Addresses 28
4. Preparation of Correspondence 44
5. Other Correspondence 65
6. Concurrence and Mailing Procedures 84
CHAPTER I
GENERAL
1. GENERAL.
a. The general provisions set forth in DOE Order 1325.1A will be
observed by AL.
b. Specific instructions regarding internal AL correspondence
procedures not referenced in the DOE Order are covered in Chapter
XVII of this Supplemental Directive.
2. OFFICE CORRESPONDENCE SYMBOLS. Organization symbols to be used by AL
are listed in the Addresses Section, page 30.
3. IDENTIFICATION OF ORGANIZATION, WRITER, AND TYPIST. All file copies of
correspondence (excluding carbon copies) show the originating
organization, writer, typist's initials, and date typed (see
Concurrence/Mailing Procedures, page 85).
4. COORDINATION. Covered in Chapter VI of this Supplemental Directive.
5. ASSEMBLY FOR SIGNATURE.
a. All correspondence shall be protected with a plastic Executive
Correspondence Cover Sheet.
b. All correspondence prepared for the Manager's, Deputy Manager's,
and Small Staff's signature shall be assembled in a proper
correspondence folder. Signature tabs (AL F 1325.5) shall be used
when correspondence consists of more than one signature page
and/or when correspondence consists of more than one page
(including attachment signature). File copies and background
information shall always be included in the correspondence folder.
If there is no background information available, a note to that
effect should be included.
c. Do not staple correspondence until ready to distribute (after
signature).
6. DATING OF DOCUMENTS. After signature, outgoing mail will be returned
to the originating office for dating and the appropriate distribution.
CHAPTER II
CONGRESSIONAL, WHITE HOUSE, AND SECRETARIAL CORRESPONDENCE
1. CATEGORIES. Congressional letters will be the only category addressed
in this Chapter as AL would not prepare correspondence discussed in the
remaining categories.
2. CONGRESSIONAL LETTERS.
a. Incoming Congressional Inquiries. Copies of all incoming
Congressional inquiries should be directed to the Office of the
Manager (OOM), Office of Chief Counsel (OCC), and OIEA.
b. Time Limit.
(1) The ten-day time limit for controlled Congressional
correspondence requires that a reply to Congressional
correspondence be signed and mailed before the close of
business on the tenth workday.
(2) If the due date cannot be met, an acknowledgment letter which
includes the estimated date when the final reply can be
expected will be mailed by the tenth workday to the
requesting office. Also, carbon copies (cc:) should be sent
to OOM, OCC, and OIEA.
c. Official Title. For members of the Congressional Delegation,
correspondence and envelopes shall use the term "The Honorable"
(see Preparation of Correspondence, page 62).
d. Signature and Concurrence. All Congressional correspondence will
be prepared for the Manager's signature, and concurrence
coordinated through the responsible Assistant Manager, OIEA, and
OCC, respectively. Complimentary close shall be "Sincerely,."
e. Copy Requirements.
(1) A letterhead copy of correspondence addressed to Members of
Congress at their Washington, DC offices will also be
furnished to their local offices (see Addresses Section, page
43, for New Mexico Congressional Listing).
When addressed to the local office, send a cc: to the
appropriate Washington, DC office.
(2) A blind carbon copy (bcc:) of all outgoing Congressional
correspondence will be furnished to the Director, OIEA, AL;
and the Office of Congressional and Intergovernmental
Affairs, CP-1, HQ.
CHAPTER III
(RESERVED)
CHAPTER IV
QUICK COMMUNICATIONS
(HQ USE ONLY)
CHAPTER V
TELECOMMUNICATION MESSAGES
1. GENERAL. The IMD provides dial-up unclassified facsimile (fax) service
and Secure Automatic Communication Network (SACNET) service.
The Unclassified Fax Center is an alternate means of transmitting
information in those instances where it must be delivered in a very
short period of time. It is not intended to be a substitute for the
regular mail or overnight delivery services.
a. A fax is an exact copy of a document that is transmitted
electronically.
b. The SACNET system has been designed to electronically transmit and
receive unclassified/classified narrative (TWX), computer-based
information (data) and classified fax messages over secure
telecommunications lines.
c. Hours of Operation and Phone Numbers.
Unclassified Fax Center
7:30 a.m. to 4:30 p.m., excluding weekends and holidays
Fax Nos.: (505) 845-4197, 845-5500, 845-4180
Verification/Questions: (505) 845-6058
Communications Center
7:30 a.m. to 4:00 p.m., excluding weekends and holidays
SACNET Nos./Questions: (505) 845-4586, 845-4587
d. Communications Center Locations. The Unclassified Fax Center is
located in Building 385, 1st floor, north end of the hallway for
unclassified fax service. Messages are submitted for transmission
at the Input/Output (I/O) Control Room service window. For
unclassified/classified SACNET messages, a telephone is located on
the wall next to the I/O Control Room. Use this phone to notify
the Communications Center, at 845-4586/4587, that you have a
message for transmission. A Communications Center representative
will meet you at the I/O service window.
2. UNCLASSIFIED FAX CENTER. The Unclassified Fax Center provides dial-up
capability to transmit and receive unclassified documents throughout
DOE as well as other designated locations nationwide.
a. Unclassified Faxes (Outgoing). All messages brought to the
Unclassified Fax Center for transmission must be unclassified only
and submitted utilizing the Telecommunication Message form (DOE F
1325.7) cover sheet. Instructions for completing this form are
contained on the back side of the form. For additional
instructions and samples, see page 66. After transmission of the
message, the fax operator verifies that all listed addressees have
actually received the fax and returns the original.
b. Unclassified Faxes (Incoming). All messages received by the
Unclassified Fax Center are time stamped (indicating the receipt
time of the message and date), logged in for accountability, then
the addressee of the message is notified by phone that they have
received a fax. The addressee has the option to pick up the fax
at the Unclassified Fax Center or have the fax sent through the
Mail and File Section for delivery to their office.
3. COMMUNICATIONS CENTER. This center handles the SACNET system which
processes all messages in a totally secure environment.
Narrative/data messages for SACNET transmission may also be submitted
to the Communications Center in the form of a diskette or via the IBM
mainframe file. The SACNET automation provides the user with an
alternative way to submit messages for SACNET transmission to the
Communications Center and enables them to utilize their personal
computers to create and submit messages to the Communications Center.
The Communications Center will provide instructions on proper diskette
usage.
Assure all attached pages and/or diskettes are appropriately documented
and that all security aspects have been adhered to in accordance with
DOE Order 5635.1A. The Communication Center will then transmit the
message.
a. The SACNET Classified Fax. The originally office has the
responsibility of assuring that all pages are properly stamped and
accounted for in accordance with DOE Order 5635.1A. All
classified faxes must have an appropriate classification cover
sheet (SF 704) attached to the front of the fax.
When submitting a message for SACNET fax transmission, take into
consideration that only DOE and contractor locations have SACNET
fax capabilities (see Item 4, List of SACNET Locations, pages 8-
9). If any addresses on the message are not on the list, a secure
fax number must be provided or your message cannot be sent as a
fax; your message must be sent as a TWX.
b. The SACNET TWX. A TWX is a narrative message that falls into any
one of the below listed categories.
(1) The message contains an addresses that does not have SACNET
fax capability, e.g., the addressee is a military address.
(2) The message does not contain any type of graphics.
Detailed instructions may be found in an example of a SACNET TWX
(see page 68).
c. The SACNET Data Message. A data message is a file that has been
created on the IBM mainframe. The user must have access to a
specific data set. The user must utilize the Telecommunications
Message (Data) (DOE F 1325.7A) for SACNET data transmission.
Instructions for completing this form are contained on the back
side of the form.
4. LIST OF SACNET LOCATIONS
Addresses Routing Indicator
HQS USDOE DOF
FORRESTAL BLDG., WASHINGTON, DC
HQS USDOE GTF
GERMANTOWN, MARYLAND
USDOE ALBUQUERQUE FIELD OFFICE ALF
ALBUQUERQUE, NEW MEXICO
AMARILLO AREA OFFICE AMF
MASON & HANGER-SILAS MASON CO., INC.
AMARILLO, TEXAS
DAYTON AREA OFFICE DAF
EG&G MOUND APPLIED TECHNOLOGIES, INC.
DAYTON, OHIO
KANSAS CITY AREA OFFICE KCF
ALLIEDSIGNAL AEROSPACE CO., KANSAS CITY DIVISION
KANSAS CITY, MISSOURI
LOS ALAMOS AREA OFFICE LAF
LOS ALAMOS NATIONAL LABORATORY
LOS ALAMOS, NEW MEXICO
PINELLAS AREA OFFICE PIF
MARTIN MARIETTA SPECIALTY COMPONENTS, INC.
ST. PETERSBURG, FLORIDA
USDOE ROCKY FLATS OFFICE RFF
EG&G ROCKY FLATS, INC.
GOLDEN, COLORADO
SANDIA NATIONAL LABORATORIES/NEW MEXICO SNX
ALBUQUERQUE, NEW MEXICO
SANDIA NATIONAL LABORATORIES/CALIFORNIA SLF
LIVERMORE, CALIFORNIA
USDOE CHICAGO FIELD OFFICE ILF
CHICAGO, ILLINOIS
USDOE IDAHO FIELD OFFICE IDF
IDAHO FALLS, IDAHO
USDOE NEVADA FIELD OFFICE NVF
LAS VEGAS, NEVADA
USDOE OAK RIDGE FIELD OFFICE ORF
OAK RIDGE, TENNESSEE
MARTIN MARIETTA ENERGY SYSTEMS UCF
Y-12 PLANT
OAK RIDGE, TENNESSEE
USDOE RICHLAND FIELD OFFICE RLF
RICHLAND, WASHINGTON
USDOE SAN FRANCISCO FIELD OFFICE SSF
OAKLAND, CALIFORNIA
LAWRENCE LIVERMORE NATIONAL LABORATORY LLF
LIVERMORE, CALIFORNIA
USDOE SAVANNAH RIVER FIELD OFFICE SRX
AIKEN, SOUTH CAROLINA
TONOPAH TEST RANGE TTF
TONOPAH TEST RANGE, NEVADA
CHAPTER VI
COORDINATION
1. GENERAL. Coordination procedures for correspondence originating in AL
are set forth below.
2. DOCUMENT CONCURRENCE PROCEDURES.
a. The concurrence ladder will appear on the first page of the
"Official File Copy" (AL F 1325.7, yellow copy) and on the first
page of all other file copies (see Concurrence/Mailing Procedures,
page 85).
NOTE: Due to the use of laser printers, the colors (pink, green,
etc.) used for file copies are not mandatory with the exception of
the yellow "Official File Copy" (AL F 1325.7 or 1325.8 and DOE F
1325.10).
b. Concurrence will include AL officials who contributed to the
preparation of, or who have a direct interest in the
correspondence.
CHAPTER VII
CORRESPONDENCE CONTROL
1. GENERAL. Within AL, each organization is required to control all
correspondence requiring action.
2. MANAGEMENT TRACKING SYSTEM (MTS)/MANAGER'S PRIORITY SYSTEM (MPS).
a. The MTS is found in ALL-IN-1 (Business Applications). The MTS is
used by OOM primarily to track all correspondence with due dates
requiring action. The MPS is used by OOM to keep the Manager
apprised of issues that are of significant interest to OOM. The
OOM is responsible for inputting and assigning all action items
into MTS. The OOM is the only office that is able to change the
due date on any action item assigned by OOM through MTS.
NOTE: All MPS action items are assigned via the MTS; a separate
system for the MPS does NOT exist. The primary difference between
an MPS action item and an MTS action item is that an MTS action
item will be preceded by a memorandum/letter from HQ or an outside
agency requesting action. The MPS action item will be assigned
via MTS and will NOT be preceded by a memorandum/letter.
b. Small Staff and Division Secretaries are responsible for following
up on all MTS/MPS action items. Policy is that all correspondence
packages be in the Small Staff offices three days before the due
date. The OOM will deal directly with the Small Staff and
Division Secretaries regarding any MTS/MPS action items.
c. Office assigned action is responsible for updating milestones
and/or completion dates into MTS/MPS. For example, if an office
has received an extension on a due date and/or any other pertinent
information, it is the responsibility of that office to update the
milestones. The OOM will then get information from milestone data
and change the due date, if necessary. After an action item has
been completed, the completion date should be indicated in MTS
under the Milestones field entitled "Date Completed Field."
If an extension due date has been granted, it is recommended that
a memorandum of consideration is sent (see example, page 53).
CHAPTER VIII
ADDRESSES
1. INTERNAL ADDRESS FORMAT. The format set forth in the DOE Order
1325.1A, Chapter VIII, will be observed by AL.
2. SECURITY-APPROVED MAILING ADDRESSES FOR CLASSIFIED DOCUMENTS.
Contact Trish Brandenburg, FTS 301/903-3286, to verify the recipient's
classified mailing address is on the Master Facility Register (MFR).
In the event the MFR does not contain an approved address for the
proposed recipient's location, the sender may use the local classified
mailing address system for Mail Channels (by accessing ALL-IN-1). This
must be documented in a memorandum to the Security Branch, MSD, if
classified matter is transmitted to an address identified by Mail
Channels.
3. UNCLASSIFIED MAILING ADDRESSES. The following sources should be
helpful in determining addresses within DOE:
a. The U.S. DOE Combined National and HQ Telephone Directory.
b. The Unclassified Mail and Special Delivery Addresses (see
Addresses Section, pages 33 and 39, respectively).
CHAPTER IX
PREPARATION OF ENVELOPES
1. GENERAL. Instructions for preparation of envelopes contained in DOE
Order 1325.1A, Chapter IX, will be observed by AL.
2. ENVELOPES AND MAILING LABELS. See list of Bulk (Pouch) Mailing
Addresses included in the Concurrence/Mailing Procedures, page 90, for
which no envelope is required.
a. Unclassified.
(1) The originator is responsible for preparing preaddressed
envelopes or labels for unclassified mail. Notate the
originating office symbol below the preprinted return
address. Correspondence should be placed in envelopes and
sealed before sending to the Mail and File Section for
distribution. (Note: Mail and Records will only accept
preprinted return address envelopes for official business.)
(2) Correspondence that will not fit into envelopes should be
forwarded to the Mail and File Section with a preaddressed,
pressure sensitive white mailing label. The Mail and File
Section shall be responsible for the selection of proper
packaging and affixing the mailing label provided and
metering the postage.
b. Classified.
(1) The originating office is responsible for preparing two
preaddressed, pressure sensitive white mailing labels (one
inside and one outside CMS address) 1/ and an Accountable
Document Receipt and Record (AL F 5635.10) for classified
Secret transmittals.
The originating office is responsible for preparing three
preaddressed, pressure sensitive white mailing labels (one
inside and two outside CMS address) 1/ for classified
Confidential transmittals.
(2) The Mail and File Section shall be responsible for the
selection of the proper packaging and affixing the mailing
labels provided.
(3) All classified mail moving between AL Accountability Sections
and the Mail and File Section shall be placed in specially
marked carriers for transporting purposes. The Mail and File
Section is responsible for maintaining an adequate supply of
these specially marked carriers.
--------------------
1/ Exception: Only one inside label is required for classified transmittals
to LAAO; LANL; SNL/NM; and FC/DNA.
CHAPTERS X - XVI
OFFICIAL REFERENCES
Official Dictionary and Secretarial Handbook. If conflict exists in the
instructions set forth in the DOE Order and AL Supplemental Directive
1325.1A, the Gregg Reference Manual (Sixth Edition), by William A. Sabin,
shall be the official authority in matters dealing with grammar; i.e.,
capitalization, spelling, compound words, punctuation, abbreviations,
numerals, word division, etc. The "official" dictionary to be used in
correspondence preparation within AL shall be the Webster's Ninth New
Collegiate Dictionary.
CHAPTER XVII
INTERNAL AL CORRESPONDENCE PROCEDURES
1. CORRESPONDENCE PREPARED FOR THE MANAGER'S SIGNATURE.
a. Correspondence is addressed to high-ranking officials within and
outside government when there is reason to believe that these
officials will be concerned personally with the correspondence or
when matters of protocol are involved. This includes, but not
limited to, correspondence to Members of Congress 1/, top
officials in other federal departments and agencies and of state
and local governments, corporate heads of AL major contractor
organizations, and other DOE Field Office Managers.
b. Correspondence is addressed to HQ Office Directors and higher HQ
Officials to request approval of proposed actions which are
outside the Manager's delegation of authority; requests for
concurrence in proposed actions which are within his delegated
authority; establishment or interpretation of DOE policy; and when
additional resources are required by AL or its contractors to
accomplish assigned missions (i.e., budgets, financial plans, and
major changes therein, personnel ceiling, facilities, etc.).
c. Correspondence is addressed to AL Area Managers on subjects
involving the assigned functions of two or more of the staff who
report directly to the Manager, and on directive matters to which
an Area Manager has objected, or which denies requests for
approval of, or concurrence in, proposed actions.
d. Correspondence is addressed to any person with functional
responsibility on the establishment of AL policy; matters
involving significant formal commendation or censure; matters
reserved for the signature of the Manager by law or regulation; or
for any other reason when, in the opinion of the originator, the
subject matter should be signed by the Manager.
2. CORRESPONDENCE PREPARED FOR THE APPROPRIATE ASSISTANT MANAGER'S
SIGNATURE. Correspondence on subject matter other than that covered by
Item 1 above, is addressed to officials, either in or out of
government, who occupy a comparable or lesser authority and when
indicated below.
a. The subject matter involves the assigned functions of two or more
Division Directors under his/her jurisdiction.
--------------------
1/ See DOE Order 1325.1A, Chapter II, relative to Congressional
Correspondence.
b. The subject matter directs compliance on any programmatic or
administrative matter solely within his/her assigned functions.
c. In the judgment of the correspondence initiator, it is believed
that the subject matter has involved or may involve the Assistant
Manager.
d. The correspondence relates to reports, plans, studies, or other
documents solely within his/her assigned functions, which may have
an AL-wide impact.
e. The correspondence approves a request for the accomplishment of
staff work for an AL Area Office by a division under his/her
jurisdiction.
3. CORRESPONDENCE PREPARED FOR THE APPROPRIATE DIVISION DIRECTOR'S
SIGNATURE. Correspondence on subject matter other than that covered by
Items 1 and 2 above, is addressed to officials either in or out of
government, who occupy a comparable (includes HQ Division Directors) or
lesser authority and when indicated below.
a. The subject matter involves the assigned functions of two or more
Branch Chiefs under his/her jurisdiction.
b. In the judgment of the initiator, it is believed that the subject
matter has involved or may involve the Division Director.
c. The correspondence relates to the normal day-to-day activities
performed in the Director's division.
d. The correspondence transmits routine, recurring reports not
requiring a judgment or decision by a higher level official.
e. The correspondence signifies the approval of the Director on a
matter delegated to him/her in writing (ordinarily in the
Management Directives System).
f. Providing or seeking information on matters within the Director's
assigned functions.
4. CORRESPONDENCE TO AL CONTRACTORS. All correspondence to contractors
shall be prepared in memorandum form, except communications approving
or modifying contracts, and correspondence of a congratulatory or
commendatory nature for which the use of a letter would be more
appropriate. A letter shall also be prepared if the recipient has
specifically requested reply by letter.
a. Correspondence addressed to an AL integrated contractor shall be
transmitted THRU the appropriate Area Manager when the subject
matter of such correspondence falls within the assigned
responsibilities of the Area Manager. The Area Manager shall be
provided with a copy of all correspondence addressed to the
contractor, whether or not it is addressed THRU him/her.
b. All correspondence which pertains to interpretations of, or
changes in, terms and conditions of existing contracts and
Memorandums of Understanding (MOU), or which pertains to
negotiations for, or preparation of, proposed new contracts or
MOUs, shall be transmitted through the appropriate contracting
officer. All such correspondence shall be coordinated with OCC
and with the Director, Contracts and Procurement Division.
c. All correspondence relating to the terms of prime contracts and
MOUs (or modifications thereto) should contain, in the subject, a
reference to the applicable document number and, if the
correspondence is not addressed to the contractor or another
government agency, the name of the contractor or the agency.
d. Nothing in (a) and (b) above shall affect the responsibility of
the Director, Financial Management Division, for the direct
handling and the interpretation of matters involving financial
records and accounts of AL contractors.
e. Contractual documents must be signed by an individual who has the
necessary contractual authority (see AL Order 1120), or who by
written delegation is authorized to sign in an acting capacity.
(Contractual documents must not be signed "for.") Contractual
documents requiring the Signature of the Manager or Deputy Manager
will have the name and title omitted. This information will be
entered by the Manager's Office.
5. CORRESPONDENCE WITH THE AIR FORCE SPECIAL WEAPONS CENTER (AFSWC); FIELD
COMMAND, DEFENSE NUCLEAR AGENCY (FC/DNA); SAN ANTONIO AIR MATERIEL AREA
(SAAMA); SANDIA NATIONAL LABORATORIES/NEW MEXICO (SNL/NM); AND LOS
ALAMOS NATIONAL LABORATORY (LANL). Direct correspondence on technical
matters is encouraged. Correspondence regarding the development or
modification of general procedures, procurement, direction, financing,
budgeting, or timing of program completion or parts thereof, shall be
sent through the appropriate contracting officer with a copy for
his/her file.
6. "ACTING" vs. "FOR". When formal appointment of an "Acting" official
has been made to an otherwise vacant position, type the signature line
as follows:
John Doe
Acting Director, Personnel and
Industrial Relations Division
When an official delegates authority to another person to sign
correspondence "For" him in his absence, type the name and title of the
official who is regularly assigned to the position as follows:
Joe Smith
Director, Personnel and
Industrial Relations Division
7. PROTOCOL ON ADDRESSEE LISTS. See Addresses Section, page 29.
8. CORRESPONDENCE OF MORE THAN ONE PAGE. When correspondence consists of
more than one page, type the addressee's name exactly as shown on first
page (if only one addressee - type person's name, and if there are
multiple addressees - type "Addressees") at the left margin and center
the page number. The date will be stamped on the same line at the
right margin after signature. This procedure is used for
identification should the first page of the correspondence become
detached from subsequent pages.
9. SPACING AND PRINTING OF CORRESPONDENCE.
a. Double space when correspondence consists of one paragraph and is
ten lines or less.
b. Single space when correspondence consists of more than one
paragraph and double space between paragraphs.
c. Right justification will not be used.
d. Italics or script print will not be used.
10. REFERENCES. When making reference to previous correspondence,
identification should include subject, date, correspondence symbol (if
no symbol, use name of originator), and organization involved. When
the correspondence is between DOE installations, use abbreviated
references and include the subject line; e.g., your memorandum dated
April 15, 1991. Letters/memoranda should not contain a reference line,
but the reference should be contained in first sentence of the first
paragraph of correspondence or in the subject line, see example, page
53.
11. HANDLING AND PROCESSING CLASSIFIED DOCUMENTS. General instructions on
classification and the marking of classified documents are set forth in
DOE Order 5635.1A.
12. WORD PROCESSING CENTER. The WPC will process material accompanied by a
Service Request Form (AL F 1440.1).
a. Special Requests - These are requests for work needed sooner than
the normal scheduling WPC would allow. For example, material
needed for "fast-approaching" deadlines and letters or long,
unscheduled reports which require special arrangements.
b. Correspondence processed at WPC is printed on letterhead and plain
bond for continuing pages. All necessary file copies will also be
printed upon request.
13. THE AL ANNOUNCEMENTS (AL F 1321.4). The PIRD is responsible for
processing all AL Announcements regardless of the originating office.
The issuing office should forward the proposed announcement to PIRD for
processing. When PIRD receives the announcement, it will be logged and
assigned a number by the Management Evaluation and Assistance Branch
and sent to the Director, PIRD, who is responsible for correctness of
the announcement (see Other Correspondence Section, page 71).
14. ISSUE PAPERS. Issue Papers are prepared when approval is needed from a
HQ Assistant Secretary on an AL matter (see Other Correspondence, page
74).
a. Issue Papers are time sensitive; therefore, they must be prepared
and submitted to OOM within the time frame requested.
b. Issue Papers should be prepared on AL memorandum letterhead for
the Manager's signature and routed through all appropriate
personnel for concurrence. A prepared fax cover is included with
the package by the originating office.
c. After Issue Papers are signed by the Manager, OOM will fax to HQ
personnel (addressee and cc:). The OOM will then contact
originating office for final distribution of bcc:. When bcc: are
distributed, be sure that on-site copies are handcarried and
off-site copies are faxed.
15. SUMMARY MEMORANDA. All action items forwarded for the Secretary's
consideration are prepared as Summary Memoranda (see Other
Correspondence, page 79).
a. Summary Memoranda are time sensitive; therefore, they must be
prepared and submitted to OOM within the time frame requested.
b. Summary Memoranda (DOE F 1325.28, available at OOM) should be
prepared and routed through appropriate personnel for concurrence.
c. A Summary Memorandum, whenever possible, should be one page in
length, but can be two pages, if necessary. If an explanation
longer than two pages is required, there should be a staff paper
attached to the Summary Memorandum.
d. The drafting guidelines are flexible, but should represent an
acceptable method of organizing information. Variations may be
acceptable when dealing with particularly complex issues in order
to provide information in a more useful and effective manner.
However, exceptions to guidelines should be made only in unusual
circumstances and drafters may wish to consult with the Office of
the Executive Secretariat (ES) before making such exceptions.
(1) Through. All action packages directed to the Secretary
should be submitted through the Deputy Secretary or the Under
Secretary, according to the guidelines in SEN-10A-89. In
cases where packages should be submitted through the Chief of
Staff, Special Assistant, Executive Assistant, or
Administrative Assistant, the proper individual should be
stated.
(2) Timing. If there is an urgency for Secretarial action, the
reason should be briefly explained. Reference should be made
if there is a deadline imposed by law, regulation, Department
policy, or other pressing requirements. Whenever there are
cost concerns related to a delay in taking action, this
should be noted, i.e., "Failure to approve this notice by
(date) will result in fines of $5,000 per day."
16. ALL-IN-1 MESSAGES FROM OOM. When responding to an ALL-IN-1 message
from OOM (see example, page 82), please send ALL-IN-1 response to
person who sent the message using the same subject as on original
ALL-IN-1 message. Please start the message by referencing the ALL-IN-1
message and the date. Please provide necessary response in the next
paragraph (see example, page 83).
17. CORRESPONDENCE PREPARED BY OFF-SITE OFFICES. All correspondence
prepared by offices that are located outside the AL Complex (e.g., area
offices, Uranium Mill Tailings Remedial Action (UMTRA), Central
Training Academy (CTA)) for signature or concurrence by an individual
located at the AL Complex must include a copy of the correspondence on
a computer diskette. This is necessary to ensure timely issuance of
the correspondence should any changes need to be made.
ORGANIZATIONAL CHARTS
PAGE
1. AL Organizational Chart (no names) 22
2. Small Staff Organization Chart (no names) 23
**** DATABASE NOTE:
ATTACHMENT OF ALBUQUERQUE FIELD OFFICE CHART (PAGE 22) AND SMALL
STAFF CHART (PAGE 23) ARE NOT INCLUDED IN DATABASE, DUE TO THEIR
FORMATS.
ACRONYMS
PAGE
1. Acronym Procedures 25
2. Acceptable Acronym List 26
ACRONYM PROCEDURES
These guidelines must be followed at AL regarding the use of acronyms.
1. If the term is used only once in the correspondence, do not indicate
acronym unless clarification is needed, e.g., Albuquerque Operations
Document Accountability System (ALODAS).
2. When the term is used with the acronym following in parentheses, the
acronym should be used thereafter in the document for consistency.
Exceptions are table of contents, headings, and titles.
3. Informal Correspondence. For memoranda, attachments, faxes, TWXs, AL
Announcements, and notes, each acronym will be spelled out the first
time it appears in the correspondence (with the exceptions listed on
Item 4 and on the Acceptable Acronym List, see next two pages) followed
by the acronym in parentheses, for example:
Office of the Manager (OOM)
Internal Review Budget (IRB)
Safe Secure Trailer (SST)
NOTE: This will exclude tables, charts, itineraries, listings,
agendas, viewgraphs, etc., which will have more flexibility regarding
the use of acronyms. In the event that an attachment becomes an
enclosure or part of a formal report, it is the responsibility of the
dispatching office to include an acronym list spelling out each acronym
in the document.
4. Acronyms may be used in the subject line. If it does not appear on the
Acceptable Acronym List, it must be spelled out along with the
appropriate acronym either in the subject line or in the body of the
memorandum.
5. When a HQ routing symbol is defined in an addressee line, it does not
need to be spelled out in the body (see example, page 53).
6. Formal Correspondence. In a letter, Memorandum For, report, and
enclosure, each acronym (including those on the Acceptable Acronym
List) will be spelled out the first time it appears in formal
documents.
NOTE: Excessive use of acronyms can cause confusion to the reader.
For example:
"The HQ, DASMA, recommends to the NWCWSCAO that several DOE-AL
FTPs are detailed to be POCs for PAO, DAO, KAO, and KCAO NTE
FY92."
ACCEPTABLE ACRONYM LIST
AV Autovon
COB Close of Business
CY Calendar Year
DoD or DOD Department of Defense
DOE Department of Energy
EEO Equal Employment Opportunity
ES&H Environment, Safety, and Health
Fax or FAX Facsimile
FOB or f.o.b. Free on Board
FTS Federal Telephone System
FY Fiscal Year
GAO General Accounting Office
HQ Headquarters
M&O Management and Operating
NLT No Later Than
NTE Not to Exceed
OIG Office of Inspector General
POC Point of Contact
SEN (When referring to a specific Secretary of Energy
Notice, i.e., SEN-27)
TWX SACNET Narrative
Titles of computer software/systems (i.e., VTERM, DOS, IBM, DIGITAL)
AL DOE Albuquerque Field Office
CH DOE Chicago Field Office
FN DOE Fernald Field Office
ID DOE Idaho Field Office
NV DOE Nevada Field Office
OR DOE Oak Ridge Field Office
RL DOE Richland Field Office
SF DOE San Francisco Field Office
SR DOE Savannah River Field Office
AAO Amarillo Area Office
DAO Dayton Area Office
KAO Kirtland Area Office
KCAO Kansas City Area Office
LAAO Los Alamos Area Office
PAO Pinellas Area Office
RFO Rocky Flats Office
UMTRA Uranium Mill Tailings Remedial Action
WIPP Waste Isolation Pilot Plant
AS-KCD AlliedSignal Aerospace Co., Kansas City Division
EG&G-Mound EG&G Mound Applied Technologies, Inc.
EG&G-RFP EG&G Rocky Flats, Inc.
ITRI Lovelace Biomedical and Environmental Research
Institute, Inhalation Toxicology Research Institute
LANL Los Alamos National Laboratory
LLNL Lawrence Livermore National Laboratory
Y-12 Martin Marietta Energy Systems, Inc.
MMSC Martin Marietta Specialty Components, Inc.
M&H Mason and Hanger-Silas Mason Co., Inc.
Ross Ross Aviation, Inc.
SNL Sandia National Laboratories
SNL/NM Sandia National Laboratories/New Mexico
SNL/CA Sandia National Laboratories/California
WSRC Westinghouse Electric Corp., Savannah River Co.
ADDRESSES
PAGE
Protocol Order (Addressee List) 29
Organization Symbols 30
Unclassified Mailing Addresses 33
Special Delivery Addresses (Unclassified) 39
New Mexico Congressional and Gubernatorial Listing 43
PROTOCOL ORDER (Addressee List)
1. All addressees, cc:, and bcc: will be listed in protocol order as
follows.
Outside agencies other than military installations (complete address
required)
HQ
Field Offices including RFO
Military Installations
AL
Manager
Deputy Manager
Small Staff (includes Deputy Assistant Managers)
Area Managers
Area Office Personnel
Plant Managers
Plant Personnel
Laboratory Managers (SNL, LANL, LLNL)
Laboratory Personnel
All Division Directors and Project Managers
All Others within AL
2. Group each office together when addressees from the same Area Office,
integrated contractor, or laboratory are listed.
For Example:
H. Pomrehn, Under Secretary, S-3, HQ
J. La Grone, Manager, OR
Col. J. M. Hardin, USAF, Directorate of Special Weapons, SALC,
Kelly AFB, TX
R. A. Marquez, Assistant Manager, OMA, AL
V. V. Berniklau, Director, OMPA, AL
J. J. Szenasi, Deputy Assistant Manager, OESP, AL
P. M. Ramey, Area Manager, AAO
J. S. Dowe, Facility Representative, AAO
E. A. Presley, Budget Analyst, AAO
R. M. Loghry, General Manager, M&H
W. S. Matthews, Chief, Operations Branch, M&H
K. A. Carlson, Area Manager, KAO
A. Narath, President, SNL, Albuquerque
J. C. Crawford, Vice President, SNL/CA
R. L. de Timmerman, Deputy Chief Counsel, OCC, AL
G. B. Carroll, Director, GAOD, AL
D. G. Olson, Director, FMD, AL
J. E. Solecki, Manager, GJPO
R. B. Aaron, Emergency Program Specialist, GAOD, AL
G. B. Falance, Technical Executive, UMTRA
I. C. Caves, Excavation Engineer, WPSO
T. G. Walsh, Computer Technical Supervisor, SAIC
ORGANIZATION SYMBOLS
ROUTING
AL SYMBOLS
Office of the Manager OOM
Office of Equal Opportunity OEO
Leadership Through Quality Staff LTQS
Office of Chief Counsel OCC
Office of Management Planning and Analysis OMPA
Advanced Planning Division APD
Management Review Division MRD
Office of Emergency Plans and Operations OEPO
Governmental Assistance and Operations Division GAOD
Weapons Emergency Management Division WEMD
Office of Intergovernmental and External Affairs OIEA
National Atomic Museum NAM
Classification and Information Control Staff CICS
External and Media Affairs Staff EMAS
Office of Management and Administration OMA
Contracts and Procurement Division CPD
Personnel and Industrial Relations Division PIRD
Management Support Division MSD
Budget and Resources Management Division BRMD
Financial Management Division FMD
Information Management Division IMD
Office of Projects and Facilities Modernization OPFM
Facilities and Property Management Division FPMD
Projects Management Division PMD
Modernization Project Office MPO
Office of Operations and Weapons OOW
Weapon Programs Division WPD
Weapons Quality Division WQD
Waste Management and Operational Surety Division WMOSD
Office of Energy and Special Programs OESP
Reimbursable and Energy Technologies Division RETD
Uranium Mill Tailings Remedial Action Project Office UMTRA
Waste Isolation Pilot Plant Project Integration Office WPIO
Waste Isolation Pilot Plant Project Site Office PSO
Environmental Restoration Project Office ERPO
Technology Transfer and Commercialization Staff TTCS
Grand Junction Projects Office GJPO
Office of Safeguards and Security OSS
Security and Nuclear Safeguards Division SNSD
Personnel Security Division PSD
Transportation Safeguards Division TSD
Central Training Academy CTA
Office of Environment, Safety and Health OESH
Environmental Protection Division EPD
Health Protection Division HPD
Safety Programs Division SPD
Nuclear Explosive Safety Division NESD
Quality Performance Assessment Division QPAD
AREA OFFICES
Amarillo Area Office AAO
Dayton Area Office DAO
Kansas City Area Office KCAO
Kirtland Area Office KAO
Los Alamos Area Office LAAO
Pinellas Area Office PAO
INTEGRATED CONTRACTORS
Mason and Hanger-Silas Mason Co., Inc. M&H
EG&G Mound Applied Technologies, Inc. EG&G-Mound
AlliedSignal Aerospace Co., Kansas City Division AS-KCD
Los Alamos National Laboratory LANL
Martin Marietta Specialty Components, Inc. MMSC
Sandia National Laboratories SNL
Where it is necessary to indicate an address or a
location, please use the above followed by a comma
and the location, e.g.:
Sandia National Laboratories/New Mexico SNL/NM
Sandia National Laboratories/California SNL/CA
Lovelace Biomedical and Environmental Research ITRI
Institute, Inhalation Toxicology Research
Institute
Lawrence Livermore National Laboratory LLNL
Martin Marietta Specialty Components, Inc. MMSC
Martin Marietta Energy Systems, Inc. Y-12
Westinghouse Electric Corporation, Savannah River Co. WSRC
Westinghouse Electric Corporation W
Ross Aviation, Incorporated Ross
DOE FIELD OFFICES
DOE Albuquerque Field Office AL
DOE Chicago Field Office CH
DOE Fernald Field Office FN
DOE Idaho Field Office ID
DOE Nevada Field Office NV
DOE Oak Ridge Field Office OR
DOE Richland Field Office RL
DOE San Francisco Field Office SF
DOE Savannah River Field Office SR
Rocky Flats Office RFO
UNCLASSIFIED MAILING ADDRESSES
Mr. Bruce G. Twining AL
Manager
U.S. Department of Energy
Albuquerque Field Office
P.O. Box 5400
Albuquerque, NM 87185-5400
Ms. Kathleen A. Carlson KAO
Area Manager, Kirtland Area Office
U.S. Department of Energy
P.O. Box 5400
Albuquerque, NM 87185-5400
Dr. Albert Narath SNL/NM
President, Sandia National Laboratories
P.O. Box 5800
Albuquerque, NM 87185-5800
Mr. P. M. Ramey AAO
Area Manager, Amarillo Area Office
U.S. Department of Energy
P.O. Box 30030
Amarillo, TX 79120
Mr. Richard M. Loghry M&H
General Manager
Mason and Hanger-Silas Mason Co., Inc.
P.O. Box 30020
Amarillo, TX 79177
Mr. Larry D. Kirkman DAO
Acting Area Manager, Dayton Area Office
U.S. Department of Energy
P.O. Box 66
Miamisburg, OH 45343-0066
Mr. Donald E. Michel EG&G-Mound
President, EG&G Mound Applied
Technologies, Inc.
General Manager of Mound
P.O. Box 3000
Miamisburg, OH 45343-3000
Mr. Earl W. Bean KCAO
Area Manager, Kansas City Area Office
U.S. Department of Energy
P.O. Box 410202
Kansas City, MO 64141-0202
Mr. Louis W. Smith AS-KCD
President
AlliedSignal Aerospace Co.,
Kansas City Division
P.O. Box 419159
Kansas City, MO 64141-6159
Mr. Jerry L. Bellows LAAO
Area Manager, Los Alamos Area Office
U.S. Department of Energy
528 35th Street
Los Alamos, NM 87544
Dr. Siegfried S. Hecker LANL
Director, Los Alamos National Laboratory
P.O. Box 1663
Los Alamos, NM 87545
Mr. Richard E. Glass PAO
Area Manager, Pinellas Area Office
U.S. Department of Energy
P.O. Box 2900
Largo, FL 34649
Dr. Charles Allen Hall MMSC
President, Martin Marietta
Specialty Components, Inc.
P.O. Box 2908
Largo, FL 34649
Mr. Alvin H. Pauole RFO
Acting Manager, Rocky Flats Office
U.S. Department of Energy
P.O. Box 928
Golden, CO 80401
Mr. James O. Zane EG&G-RFP
General Manager
EG&G Rocky Flats, Inc.
Rocky Flats Plant
P.O. Box 464
Golden, CO 80402-0464
Mr. Joe La Grone OR
Manager
U.S. Department of Energy
Oak Ridge Field Office
P.O. Box 2001
Oak Ridge, TN 37831-8501
Mr. D. J. Bostock Y-12
Y-12 Plant Manager and Vice President
Martin Marietta Energy Systems, Inc.
P.O. Box 2009
Oak Ridge, TN 37831-8010
Dr. Mario P. Fiori SR
Manager
U.S. Department of Energy
Savannah River Field Office
P.O. Box A
Aiken, SC 29802
Mr. Ambrose L. Schwallie WSRC
President
Westinghouse Electric Corporation,
Savannah River Co.
P.O. Box 616
Aiken, SC 29802
Mr. Nick C. Aquilina NV
Manager
U.S. Department of Energy
Nevada Field Office
P.O. Box 98518
Las Vegas, NV 89193-8518
Mr. John D. Wagoner RL
Manager
U.S. Department of Energy
Richland Field Office
P.O. Box 550
Richland, WA 99352
Mr. Donald in. Pearman, Jr. SF
Manager
U.S. Department of Energy
San Francisco Field Office
1333 Broadway
Oakland, CA 94612
Ms. Cherri J. Langenfeld CH
Manager
U.S. Department of Energy
Chicago Field Office
9800 South Cass Avenue
Argonne, IL 60439
Mr. James J. Fiore FN
Acting Manager
U.S. Department of Energy
Fernald Field Office
P.O. Box 398705
Cincinnati, OH 45239-8705
Mr. Augustine A. Pitrolo ID
Manager
U.S. Department of Energy
Idaho Field Office
785 DOE Place
Idaho Falls, ID 83402
Mr. John H. Nuckolls LLNL
Director, Lawrence Livermore
National Laboratory
University of California
P.O. Box 808
Livermore, CA 94550
Mr. John C. Crawford SNL/CA
Vice President, Sandia National
Laboratories/California
P.O. Box 969
Livermore, CA 94550
Mr. B. G. Edwards SNL, NTS
Resident Manager
Sandia National Laboratories
P.O. Box 238
Mercury, NV 89023
Mr. James P. Martin SNL, Amarillo
Division Supervisor, Division 386
Sandia National Laboratories
P.O. Box 30050
Amarillo, TX 79120
Mr. Riley P. Bechtel Bechtel
President
Bechtel, Inc.
P.0. Box 193965
San Francisco, CA 94119
Mr. Keith S. Jones Ross
General Manager
Ross Aviation, Incorporated
P.O. Box 9124
Albuquerque, NM 87119
Dr. J. L. Mauderly ITRI
Director, Lovelace Biomedical and Environmental
Research Institute, Inhalation Toxicology
Research Institute
P.O. Box 5890
Albuquerque, NM 87185-5890
Mr. Albert R. Chernoff UMTRA
Project Manager
Uranium Mill Tailings
Remedial Action Project Office
5301 Central Avenue, NE, Suite 1720
Albuquerque, NM 87108
Mr. Arlen E. Hunt WPSO
Project Site Manager
Waste Isolation Pilot Plant
Project Site Office
P.O. Box 3090
Carlsbad, NM 88221-3090
Mr. James E. Solecki GJPO
Manager
Grand Junction Projects Office
P.O. Box 2567
Grand Junction, CO 81502
Dr. C. M. Cox, Jr. W
General Manager
Waste Isolation Division
Westinghouse Electric Corporation
P.O. Box 2078
Carlsbad, NM 88221
Mr. David B. Van Leuven Geotech
President and General Manager
Chem-Nuclear Geotech, Inc.
P.O. Box 14000
Grand Junction, CO 81502
U.S. Department of Energy TSD/ACS
Transportation Safeguards Division
Albuquerque Courier Section
P.O. Box 5400
Albuquerque, NM 87185-5400
U.S. Department of Energy TSD/PCS
Transportation Safeguards Division
Pantex Courier Section
P.O. Box 30060
Amarillo, TX 79120-0060
U.S. Department of Energy TSD/SCS
Transportation Safeguards Division
Southeastern Courier Section
P.O. Box 4038
Oak Ridge, TN 37831-4038
NOTE: The following report to CH:
Mr. C. E. Carlson, Jr. DSO
Director, Dallas Support Office
U.S. Department of Energy
1440 West Mockingbird Lane, Suite 400
Dallas, TX 75247
Mr. R. J. Brown KCSO
Director, Kansas City Support Office
U.S. Department of Energy
911 Walnut Street, 14th Floor, Room 1411
Kansas City, MO 64106
SPECIAL DELIVERY ADDRESSES (UNCLASSIFIED)
U.S. Department of Energy
Albuquerque Field Office
Pennsylvania and H Streets
Albuquerque, NM 87116
Amarillo Area Office
U.S. Department of Energy
Pantex Plant Highway 60-FM 2373
Amarillo, TX 79120
Argonne Area Office
U.S. Department of Energy
9800 South Cass Avenue
Argonne, IL 60439
Atlanta Support Office
U.S. Department of Energy
730 Peachtree Street, NE
Suite 876
Atlanta, GA 30308
Boston Office
U.S. Department of Energy
100 Congress Street, Room 1101
Boston, MA 02114
Brookhaven Area Office
U.S. Department of Energy
53 Bell Avenue
Building 464
Upton, NY 11973
Chem-Nuclear Geotech, Inc.
2597 B-3/4 Road
Grand Junction, CO 81503
U.S. Department of Energy
Chicago Field Office
9800 South Cass Avenue
Argonne, IL 60439
Dallas Support Office
U.S. Department of Energy
Suite 400
1440 West Mockingbird Lane
Dallas, TX 75247
Dayton Area Office
U.S. Department of Energy
1 Mound Road
Miamisburg, OH 45342
U.S. Department of Energy
Fernald Field Office
7400 Willey Road
Fernald, OH 45030
U.S. Department of Energy
Forrestal Building
1000 Independence Avenue, SW
Washington, DC 20585
U.S. Department of Energy
Germantown
19901 Germantown Road
Germantown, MD 20874
U.S. Department of Energy
Grand Junction Projects Office
2597 B-3/4 Road
Grand Junction, CO 81502
U.S. Department of Energy
Idaho Field Office
785 DOE Place
Idaho Falls, ID 83402
Kansas City Area Office
U.S. Department of Energy
2000 East 95th Street
Kansas City, MO 64131-3095
Kansas City Support Office
U.S. Department of Energy
911 Walnut, 14th Floor
Kansas City, MO 64106
Kirtland Area Office
U.S. Department of Energy
Pennsylvania & H Streets
Albuquerque, NM 87116
Los Alamos Area Office
U.S. Department of Energy
528 35th Street
Los Alamos, NM 87544 (Pouch mail or Ross only)
U.S. Department of Energy
Nevada Field Office
2753 South Highland Drive
Las Vegas, NV 89109
U.S. Department of Energy
Oak Ridge Field Office
100 Administration Road
Oak Ridge, TN 37831
Philadelphia Support Office
U.S. Department of Energy
1421 Cherry Street, 10th Floor
Philadelphia, PA 19102
Pinellas Area Office
U.S. Department of Energy
11400 South Belcher Road
Largo, FL 34643
Princeton Area Office
U.S. Department of Energy
U.S. Rt. 1 Forrestal Campus, C Site
Princeton, NJ 08542
U.S. Department of Energy
Richland Field Office
825 Jadwin Avenue
Richland, WA 99352
Rocky Flats Office
U.S. Department of Energy
Rocky Flats Plant
Rocky Flats, CO 80401
Seri Area Office
U.S. Department of Energy
1617 Cole Boulevard
Golden, CO 80401
U.S. Department of Energy
San Francisco Field Office
1333 Broadway
Oakland, CA 94612
AlliedSignal Aerospace Co.,
Kansas City Division
2000 East 95th Street
Kansas City, MO 64131-3095
Argonne National Laboratory
9700 South Cass Avenue
Argonne, IL 60439
Martin Marietta Specialty Components, Inc.
7887 Bryan Dairy Road
Largo, FL 34643
Lawrence Livermore National Laboratory
7000 East Avenue
Livermore, CA 94550
Martin Marietta Energy Systems, Inc.
Y-12 Plant
Bear Creek Road, Y-12 Plant
Oak Ridge, TN 37831
Mason & Hanger-Silas Mason Co., Inc.
Pantex Plant
Pantex Plant-East of Amarillo, TX
Amarillo, TX 79129-0030
Sandia National Laboratories/New Mexico
1515 Eubank Boulevard, SE
Albuquerque, NM 87123
Sandia National Laboratories/California
7011 East Avenue
Livermore, CA 94550
University of California
Lawrence Berkeley Laboratory
One Cyclotron Road
Berkeley, CA 94720
Waste Isolation Pilot Plant
101 Green Street
Carlsbad, NM 88221
Westinghouse Electric Corporation,
Savannah River Co.
Savannah River Site
Aiken, SC 29808
Westinghouse Electric Corporation,
Savannah River Co.
4316 Bellair Frontage Road
Augusta, GA 30907
NEW MEXICO CONGRESSIONAL AND GUBERNATORIAL LISTING
Washington Office: Local Office:
The Honorable Pete V. Domenici The Honorable Pete V. Domenici
United States Senate United States Senate
Washington, DC 20510-3101 625 Silver Avenue, SW
Suite 120
Dear Senator Domenici: Albuquerque, NM 87102
The Honorable Jeff Bingaman The Honorable Jeff Bingaman
United States Senate United States Senate
Washington, DC 20510-3102 625 Silver Avenue, SW
Suite 130
Dear Senator Bingaman: Albuquerque, NM 87102
The Honorable Steven H. Schiff The Honorable Steven H. Schiff
House of Representatives Member, United States House of
Washington, DC 20515 Representatives
625 Silver Avenue, SW
Dear Congressman Schiff: Suite 140
Albuquerque, NM 87102
The Honorable Joseph R. Skeen The Honorable Joseph R. Skeen
House of Representatives Member, United States House of
Washington, DC 20515 Representatives
1065-B South Main
Dear Congressman Skeen: Suite A
Las Cruces, NM 88001
The Honorable Bill Richardson The Honorable Bill Richardson
House of Representatives Member, United States House of
Washington, DC 20515 Representatives
411 Paseo de Peralta
Dear Congressman Richardson: Santa Fe, NM 87501
Governor's Office:
The Honorable Bruce King
Governor of New Mexico
State Capitol
Santa Fe, NM 87503
Dear Governor King:
PREPARATION OF CORRESPONDENCE
PAGE
Signature Block Format for Small Staff 45
Format for a Memorandum 46
Example of cc: and Attachments 48
Example of Memorandum with Multiple Addressees 49
Example of Memorandum Using Only Titles and Routing Symbols 52
Example of Memorandum with Ten Lines or Less/Confirmation 53
Procedures for a Memorandum Using a THRU Line 54
Format for a Letter 56
Example of a Letter 58
Example of a Letter without Listed Enclosures 60
Example of a Letter with Listed Enclosures 61
Example of a Congressional Letter 62
Format/Example of a Memorandum For 64
SIGNATURE BLOCK FORMAT FOR SMALL STAFF -- LETTERS AND MEMORANDUMS
Bruce G. Twining Rush O. Inlow
Manager Assistant Manager for
Safeguards and Security
James W. Culpepper V. V. Berniklau
Deputy Manager Director, Office of Management
Planning and Analysis
James A. Stout James E. Bickel
Chief Counsel Assistant Manager for
Energy and Special Programs
Richard A. Marquez Ronald D. Hanson
Assistant Manager for Assistant Manager for
Management and Administration Projects and Facilities
Modernization
Stephen J. Guidice Leroy E. Apodaca
Assistant Manager for Director, Office of
Operations and Weapons Intergovernmental and
External Affairs
Dennis L. Krenz Stuart V. Rogers
Assistant Manager for Acting Director, Office of
Environment, Safety and Health Emergency Plans and
Operations
United States Government Department of Energy
memorandum FIELD OFFICE, ALBUQUERQUE
FORMAT FOR A MEMORANDUM
DATE: (Date After Signed)
REPLY TO
ATTN OF: PIRD or EMS:PJH
SUBJECT: Format and Guidelines to be Used in Preparing a Memorandum by the
AL Secretarial and Clerical Staff
TO: RADM W. G. Ellis, USN, Deputy Assistant Secretary for Military
Application, DP-20, HQ
J. La Grone, Manager, OR
Attention lines on addressees are never used in memoranda.
DATE: After correspondence has been signed, all pages should be dated. The
first page will be dated beside appropriate preprinted caption. Additional
pages will be dated at right margin (allow about one inch from right
margin).
REPLY TO THE ATTENTION OF: Use organization symbol. Originator's initials
or log number may follow organization symbol, except when correspondence is
prepared for the Small Staff's, Deputy Manager's, or Manager's signature.
Then, only the originating organization symbol will be used.
SUBJECT: The first and continuing lines should be flush with the left
margin.
TO: All addressees will be listed in protocol order. Consecutive lines of
an addressee are indented two spaces. Up to ten addressees may be typed on
the first page of a memorandum. These addressees must be listed by name,
title, organization, and routing symbol. More than ten addressees should be
typed on a separate page and the TO: line will have "Those on Attached
List;" titles may be omitted (see page 51). Titles such as Mr., Mrs., Dr.,
etc., are not to be used.
Exception: Titles and routing symbols (no names) may be used for memoranda
exclusively addressed to multiple AL Heads of Offices, Area Managers, and
Division Directors, including HQ designated capacity addressees (see page
52).
BODY: The body of the memorandum should always begin two lines below the
last addressee. This includes a double spaced memorandum. Double space
when correspondence consists of one paragraph and is ten lines or less.
Single space when correspondence consists of more than one paragraph.
Double space between paragraphs. Set the left margin two spaces to the
right of the preprinted captions. Allow one inch for the right margin and a
minimum of one inch at the bottom of the page. Do not right justify.
ADDITIONAL PAGES: When correspondence consists of more than one page,
additional pages will begin one inch from the top of the page. At the left
margin, type addressee's name exactly as shown on page one (or type
"Addressees" at left margin if more than one addressee). Center page
number, then begin text two lines below.
SIGNATURE BLOCK: The signature block should be typed five returns from the
last line of the memorandum, starting at the center of the page. Signature
blocks are typed in modified block style with runover lines indented two
spaces. Approval lines are used when additional authority is required by
recording the decision on the request (see page 50). For dual signature
blocks see page 50.
ATTACHMENTS: When material is being forwarded with the memorandum, the word
"Attachment(s)" is typed two returns from the signature block, flush with
left margin. If all attachments are identified in the body of the
memorandum, it is not necessary to identify the attachments, but indicate
number of attachments if more than one. If all attachments are not
identified in the body of the memorandum, then all attachments must be
listed directly below the Attachment line. The attachment line should not
exceed the beginning of the signature block, see examples below and on page
48. Attachments consisting of more than one page should be numbered.
CARBON COPIES: The cc: notation should be used on correspondence when it is
determined that the addressee should be aware of the recipient(s) of
information copies. The bcc: notation will be used when the addressee does
not need to know the recipient(s).
It should be noted as to whether or not cc: and bcc: should receive copies
of attachments (cc w/attachment: or cc w/o attachment:). All cc: and bcc:
recipients should be listed in protocol order to include name and routing
symbol (titles are optional, BUT BE CONSISTENT) and should not exceed the
signature block. The "Exception:" comment below the TO: paragraph on page
46 is applicable to cc: and bcc: addressees. If cc: recipients do not fit
on one page, see example below.
All addressees including cc: and bcc: recipients should receive reproduced
copies of original, after the memorandum has been signed and dated.
DISTRIBUTION: It is the responsibility of the originating office to make
sure correspondence is dated, memorandum has attachment(s), all necessary
copies are made, necessary envelopes are prepared, and is distributed.
Bruce G. Twining
Manager
2 Attachments:
The Gregg Reference Manual
Webster's Ninth New Collegiate
Dictionary
cc:
See page 3
cc w/attachments:
C. S. Arthur, OOM, AL
cc w/o attachments:
K. A. Carlson, KAO
H. N Hill, MRD, AL
J. G. Themelis, PMD, AL
bcc w/o attachment: or bcc w/attachment:
A. R. Gonzales, PIRD, AL
J. S. Padilla, PIRD, AL
============================================================================
The following are additional examples of proper usage for cc: and
attachments.
Attachments: 2 Attachments:
1 - Organization Chart OR Organization Chart
2 - Handbook Handbook
cc w/attachments:
D. A. Gurule, SNSD, AL
I. P. Hoopes, WMOSD, AL
C. U. Soone, NESD, AL (Attachment 1)
B. S. Jackson, OQD, AL (Attachment 2)
cc w/o attachments:
G. O. Boyes, MSD, AL
O. X. Yimoron, IMD, AL
----------------------------------------------------------------------------
Attachment (3) (Number within parentheses indicates
multiple copies of the same document.)
cc w/attachment:
D. J. Post, APD, AL (2)
R. U. Good, MRD, AL
United States Government Department of Energy
memorandum FIELD OFFICE, ALBUQUERQUE
EXAMPLE OF MEMORANDUM WITH MULTIPLE ADDRESSEES
DATE: (Date After Signed)
REPLY TO
ATTN OF: WPIO
SUBJECT: Example of Memorandum with Multiple Addressees
TO: Those on Attached List
The body of a memorandum should always begin two lines below the last
addressee.
The body of the second page begins two lines below the page identification
line. More than one line should be carried forward on this page.
Richard A. Marquez James E. Bickel
Assistant Manager for Assistant Manager for
Management and Administration Energy and Special Programs
Attachment
cc w/attachment:
J. Szenasi, OESP, AL
cc w/o attachment:
D. Bandy, TTCS, AL
Approved:
______________________________________
James W. Culpepper Date
Deputy Manager
OR
Richard A. Marquez
Assistant Manager for
Management and Administration
James E. Bickel
Assistant Manager for
Energy and Special Programs
Attachment
cc w/attachment:
J. Szenasi, OESP, AL
cc w/o attachment:
D. Bandy, TTCS, AL
Approved:
______________________________________
James W. Culpepper Date
Deputy Manager
Addressees - Memorandum dated (Date After Signed)
H. Pomrehn, Under Secretary, S-3, HQ
D. W. Pearman, Jr., Manager, SF
B. G. Twining, Manager, OOM, AL
R. A. Marquez, Assistant Manager, OMA, AL
J. A. Stout, Chief Counsel, OCC, AL
P. M. Ramey, Area Manager, AAO
L. D. Kirkman, Acting Area Manager, DAO
D. E. Michel, President, EG&G-Mound
S. S. Hecker, Director, LANL
H. N Hill, Director, MRD, AL
J. H. Hines, Director, QPAD, AL
J. G. Hoyal, Jr., Director, CPD, AL
OR
Addressees - Memorandum dated (Date After Signed)
H. Pomrehn, S-3, HQ
D. W. Pearman, Jr., SF
B. G. Twining, OOM, AL
R. A. Marquez, OMA, AL
J. A. Stout, OCC, AL
P. M. Ramey, AAO
L. D. Kirkman, DAO
D. E. Michel, EG&G-Mound
S. S. Hecker, LANL
H. N Hill, MRD, AL
J. H. Hines, QPAD, AL
J. G. Hoyal, Jr., CPD, AL
United States Government Department of Energy
memorandum FIELD OFFICE, ALBUQUERQUE
EXAMPLE OF MEMORANDUM USING ONLY TITLES AND ROUTING SYMBOLS
DATE: (Date After Signed)
REPLY TO
ATTN OF: OESH
SUBJECT: Distribution Using Titles and Routing Symbols Exclusively
TO: Assistant Secretary for Defense Programs, DP-1, HQ
Manager, OOM, AL
Chief Counsel, OCC, AL
Assistant Manager, OSS, AL
Director, OEPO, AL
Area Manager, KAO
President, SNL/NM
Area Manager, PAO
Director, WQD, AL
Director, WEMD, AL
This format is used solely to address multiple AL Heads of Offices, Area
Managers, Heads of Contracting Offices (plants and labs), and Division
Directors, including HQ designated capacity addressees.
The cc: and bcc: may be listed with titles and routing symbols or with
names, titles (optional), and routing symbols (BE CONSISTENT).
Dennis L. Krens
Assistant Manager for
Environment, Safety and Health
cc:
Director, FPMD, AL
Director, RETD, AL
OR
M. C. Baca, Branch Chief, WPD, AL
G. N. Frey, Program Engineer,
WPD, AL
OR
M. C. Baca, WPD, AL
G. N. Frey, WPD, AL
United States Government Department of Energy
memorandum FIELD OFFICE, ALBUQUERQUE
EXAMPLE OF MEMORANDUM WITH TEN LINES OR LESS/CONFIRMATION
DATE: (Date After Signed)
REPLY TO
ATTN OF: PIRD:MEAB:MB
SUBJECT: Final Report of Appraisal - Performance of Contractor Human
Resource Management Functions at Albuquerque (Your Memorandum,
August 1, 1992)
TO: John J. Edmondson, Director, Office of Contractor Human Resource
Management, PR-15, HQ
This will confirm our telephone conversation of August 20, 1992, requesting
an extension from PR until August 30, 1992, to provide an action plan
addressing the findings, conclusions, and recommendations identified in your
Final Report of the Department of Energy Albuquerque Field Office,
Performance of Contractor Human Resource Program oversight responsibilities.
Name typed five returns
from last line of memorandum.
Garver B. Faulhaber
Director, Personnel and Industrial
Relations Division
United States Government Department of Energy
memorandum FIELD OFFICE, ALBUQUERQUE
PROCEDURES FOR A MEMORANDUM USING A THRU LINE
DATE: (Date After Signed)
REPLY TO
ATTN OF: OOW
SUBJECT: Use of a THRU Line
TO: D. E. Michel, President and General Manager, EG&G Mound Applied
Technologies, Inc.
THRU: L. D. Kirkman, Acting Area Manager, Dayton Area Office
D. L. Krenz, Assistant Manager, Office of Environment,
Safety and Health, Albuquerque Field Office
A THRU line is used to provide the appropriate level of involvement, or as
an approval to complete the action as stated. Correspondence should never
be routed THRU the Manager.
The THRU line is typed flush with the addressee (as shown above), and does
not have to be in protocol order. The THRU line person(s) is not placed on
the concurrence ladder.
THRU LINE USED WITHIN AL COMPLEX
The originating office will distribute all copies and, therefore, does not
need to put itself on cc: list.
The package is sent for concurrence and signature. The original
correspondence is dated and forwarded to the THRU addressee(s) in ascending
order (Krenz would be first in this example). Keep correspondence in
signature folder for forwarding. The package is returned to originating
office upon completion for copying and distribution.
THRU LINE USED WITHIN AL AND M&O CONTRACTORS
The originating office must include itself as a cc: to ensure receipt of an
initialed copy for the files.
The package is sent for concurrence and signature. The original
correspondence is dated and forwarded (original only) to the THRU
addressee(s) in ascending order. Keep the Executive Correspondence Cover on
the correspondence and attach an instructional note.
The last THRU addressee's organization has the responsibility of making all
required copies (including cc:'s) and forwarding these copies and the
original to the appropriate addressees.
NOTE: The originating office must track this process through completion.
THRU LINE USED OUTSIDE AL (HQ, Field Offices, Other Agencies, etc.)
The originating office will distribute all copies, therefore, does not need
to put itself on the cc: list.
The original is sent to the THRU person with a route slip. This route slip
should request the THRU person to send you an initialed copy (for
distribution and your file copy).
A quicker alternative method would be to fax a copy to the THRU person
requesting approval and return by fax of the initialed copy. This initialed
copy should be used as your original for distribution.
Bruce G. Twining
Manager
cc:
S. J. Guidice, OOW, AL
NOTE: An approval line can be substituted to streamline this process (see
page 50).
FORMAT FOR A LETTER
Department of Energy
Albuquerque Operations Office
P.O. Box 5400
Albuquerque New Mexico 87115
(Date After Signed)
Mr. John E. Doe
President, Secretarial-Professional
Associates of the United States
5906 Weaver Place
Clymer, PA 15728
Dear Mr. Doe:
This sample illustrates a business letter prepared for an addressee outside
the U.S. Department of Energy. We normally use letters for one of the
following reasons:
1. Correspondence is addressed to sources outside the U.S. Department of
Energy.
2. When writing to an individual on a personal or private matter, e.g.,
letter of congratulations on an award, retirement, or a letter of
condolence.
3. Where protocol dictates, e.g., the White House, Members of Congress,
Cabinet Officers, mayors, or other such officials.
DATE: After correspondence has been signed, all pages should be dated. The
first page will be dated as shown above, and additional pages will be dated
at right margin (allow about one inch from right margin).
ADDRESSEE: Begin the address at the left margin about seven lines below the
Department Seal. No line in the address should be longer than three inches
and the entire address should be no longer than five lines (exceptions may
be made, e.g., for AL addressees the P.O. Box, city, state, and ZIP Code can
be omitted. Also, if city and state line is used and P.O. Box and address
are omitted, do not use ZIP Code). When runover lines are required, indent
two spaces from the left margin.
SALUTATION: A salutation is always used in letters. Type "Dear" and the
surname of the recipient; first names will not be acceptable. Follow the
surname with a colon.
SUBJECT: Subject lines are not used in a letter or a Memorandum For.
BODY: The body of the letter should always begin two lines below the
salutation and flush with the left margin. (The left, right, and bottom
margins should be about one inch from the edge. Exceptions are made
depending on the length of the letter.)
ADDITIONAL PAGES: When correspondence consists of more than one page,
additional pages will begin one inch from the top of the page. At left
margin, type addressee's name, exactly as shown on page one. Center page
number, then begin text two lines below.
SIGNATURE BLOCK: Center the complimentary close "Sincerely," two returns
from the last line. The signature block is typed five returns from the
complimentary close. Signature blocks are typed in modified block style
with runover lines indented two spaces.
ENCLOSURES: When material is being forwarded with the letter, the word
"Enclosure(s)" is used. Type two returns from the signature block flush
with left margin. If enclosures are identified in the body of the letter,
it is not necessary to identify the enclosure(s), but indicate number of
enclosures if more than one. If the enclosure(s) is not identified in the
body of the letter, then the enclosure(s) must be listed directly below the
enclosure line. The enclosure(s) line should not exceed the beginning of
the signature block, see examples, pages 60 and 61. Enclosures consisting
of more than one page should be numbered.
CARBON COPIES: The cc: notation should be used on correspondence when it
is determined that the addressee should be aware of the recipient(s) of
information copies. The bcc: notation will be used when the addressee does
not need to know the recipient(s).
If correspondence has enclosures, it should be noted as to whether or not
cc: and bcc: should receive copies (cc w/enclosure: or cc w/o enclosure:).
All addressees and recipients of cc: and bcc: should receive reproduced
copies of original, after the letter has been signed and dated.
DISTRIBUTION: It is the responsibility of the originating office to make
sure correspondence is dated, letter has enclosures, all copies are made,
envelopes are prepared, and is distributed.
Sincerely,
Bruce G. Twining
Manager
Enclosure:
Training Agenda
cc w/enclosure:
Mr. Samuel E. Green
Area Training Coordinator
Office of Personnel Management
123 Main Street
Hometown, CO 80112-1234
EXAMPLE OF A LETTER
Department of Energy
Albuquerque Operations Office
P.O. Box 5400
Albuquerque New Mexico 87115
(Date After Signed)
Starts on 7th Line below
the Department Seal
The Honorable Hazel R. O'Leary
Secretary of Energy
Washington, DC 20585
Dear Honorable Secretary: (or Dear Ms. Secretary: or Dear Madam Secretary:)
The U.S. Department of Energy (DOE) Albuquerque Field Office (AL), _________
____________________________________________________________________________
___________________________________________________________________ James E.
Blank ______________________________________________________________________
____________________________________________________________________________
_________________________.
The AL _____________________________________________________________________
____________________________________ DOE ___________________________________
___________________________________________________________________ March 3,
1991, ___________________________________________________.
Enclosed is the award, _____________________________________________________
______________________________________________________ Fiscal Year (FY) 1994
____________________________________________________________________________
FY 1994 ____________________________________________________________________
_________________________________________________________.
The FY 1994 ____________________________________________________ Los Alamos,
New Mexico, ________________________________________________________________
____________________________________________________________________________
________________________________.
Sincerely,
Signature Block is typed
five returns from
complimentary close
Bruce G. Twining
Manager
Enclosure
cc:
See page 2
cc w/enclosure:
L. Stunts, S-2, HQ
H. Pomrehn, S-3, HQ
J. Stout, OCC, AL
cc w/o enclosure:
S. Walkup, S-3, HQ
R. Marquez, OMA, AL
bcc w/o enclosure: bcc: appears on carbon
R. Claytor, DP-1, HQ copies only
EXAMPLE OF A LETTER WITHOUT LISTED ENCLOSURES
Department of Energy
Albuquerque Operations Office
P.O. Box 5400
Albuquerque New Mexico 87115
(Date After Signed)
Ms. Nancy A. Northcraft
126 West Oak Street
Dallas, TX 02554
Dear Ms. Northcraft:
Thank you for your recent order. Enclosed you will find a Form Letters
Handbook, a Plain Letters Handbook, and a U.S. Government Organization
Manual.
____________________________________________________________________________
____________________________________________________________________________
________________.
____________________________________________________________________________
__________________________________.
Sincerely,
Louis Lewis
Director
Management Systems Division
3 Enclosures
NOTE: When an enclosure is identified in the text, type the word
"Enclosure" flush with the left margin and two returns from the
signature block. For more than one enclosure, type the number and
use the plural form.
EXAMPLE OF A LETTER WITH LISTED ENCLOSURES
Department of Energy
Albuquerque Operations Office
P.O. Box 5400
Albuquerque New Mexico 87115
(Date After Signed)
Ms. Nancy A. Northcraft
126 West Oak Street
Dallas, TX 02554
Dear Ms. Northcraft:
Thank you for your recent order. Enclosed you will find the three items you
requested.
____________________________________________________________________________
____________________________________________________________________________
_________________.
____________________________________________________________________________
_______________________________________.
Sincerely,
Louis Lewis
Director
Management Systems Division
3 Enclosures:
Form Letters Handbook
Plain Letters Handbook
U.S. Government Organization
Manual (2)
NOTE: When an enclosure is not identified in the text, type the word
"Enclosure" (for more than one enclosure, type the number and use
the plural form) flush with the left margin, list each enclosure
on a separate line using initial capital letters. Describe each
enclosure by title and note any multiple copies. If more than one
line is needed to identify an enclosure, indent each succeeding
line two spaces from the left margin.
EXAMPLE OF A CONGRESSIONAL LETTER
Department of Energy
Albuquerque Operations Office
P.O. Box 5400
Albuquerque New Mexico 87115
(Date After Signed)
Starts on 7th Line below
the Department Seal
The Honorable Pete V. Domenici
United States Senate
Washington, DC 20510-3101
Dear Senator Domenici:
The U.S. Department of Energy (DOE) Albuquerque Field Office (AL), _________
____________________________________________________________________________
___________________________________________________________________ James E.
Blank ______________________________________________________________________
____________________________________________________________________________
____________________.
The AL _____________________________________________________________________
____________________________________ DOE ___________________________________
___________________________________________________________________ March 3,
1991, ___________________________________________________.
Enclosed is our budget request _____________________________________________
______________________________________________________ Fiscal Year (FY) 1994
____________________________________________________________________________
FY 1994 ____________________________________________________________________
_____________________________________________.
The FY 1994 ____________________________________________________ Los Alamos,
New Mexico, ________________________________________________________________
____________________________________________________________________________
_______________________________.
Sincerely,
Signature Block is typed
five returns from
complimentary close
Bruce G. Twining
Manager
Enclosure
cc:
See page 2
cc w/enclosure:
The Honorable Pete V. Domenici
United States Senate
625 Silver Avenue, SW
Suite 120
Albuquerque, NM 87102
The Honorable Bruce King
Governor of New Mexico
State Capitol
Santa Fe, NM 87503
OR
cc w/enclosure:
The Honorable Pete V. Domenici
United States Senate
625 Silver Avenue, SW
Suite 120
Albuquerque, NM .87102
The Honorable Bruce King
Governor of New Mexico
State Capitol
Santa Fe, NM 87503
bcc w/o enclosure: bcc: appears on carbon
G. Ward, Assistant copies only
Secretary for Congressional and
Intergovernmental Affairs, CP-1, HQ
L. Apodaca, Director, OIEA, AL
FORMAT/EXAMPLE OF A MEMORANDUM FOR
Department of Energy
Albuquerque Operations Office
P.O. Box 5400
Albuquerque New Mexico 87115
(Date After Signed)
Starts on 7th Line below
the Department Seal
MEMORANDUM FOR Directorate of Special Weapons
San Antonio Air Logistics Center
ATTN: Col. Jim Hardin, USAF
Kelly AFB, TX 78241
A Memorandum For serves to document correspondence with the military
services and agencies.
Type "MEMORANDUM FOR" seven lines from the Department Seal. Use address and
attention line as shown above. A salutation or complimentary close is not
used in a Memorandum For. All other procedures for the preparation of a
letter apply. Subject lines are optional.
Harry T. season, Jr.
Director
Weapon Programs Division
cc:
K. Rontuillo, 552, SNL/NM
OTHER CORRESPONDENCE
PAGE
Format/Example of a Fax 66
Format for a SACNET TWX 68
Example of a SACNET TWX 70
Format/Example of an AL Announcement 71
Example of an AL Announcement Concurrence Ladder for
Manager's Signature 73
Format for an Issue Paper 74
Example of an Issue Paper 76
Format for a Summary Memorandum 79
Example of a Summary Memorandum 80
ALL-IN-1 Message from OOM 82
Response to OOM ALL-IN-1 Message 83
**** DATABASE NOTE:
ATTACHMENT OF FORMAT/EXAMPLE OF A FAX (PAGE 66) IS NOT INCLUDED
IN DATABASE, DUE TO ITS FORMAT.
INSTRUCTIONS
(NOTE: More detailed requirements and instructions are contained in DOE
5635.1A and DOE 5300.1B. DOE organizations, procedures and illustrations
for preparing this form are contained in DOE 1325.1A, CORRESPONDENCE
MANUAL.)
1. and 15. Classification: If the message is classified, stamp the
classification level in the designated area at the top and bottom of the
form.
2. Message Contains Weapon Data: The originator shall mark the appropriate
block either "YES" or "NO", otherwise the message center will not
transmit the message.
3. Documentation: Complete documentation as follows:
o Copies prepared by originating office (SER A).
o Originator wishes to restrict further reproduction. Documentation
should read:
USDOE, Chicago Operations Office (CY 1 of 2, SER B)
USDOE, Nevada Operations Office (CY 2 of 2, SER B)
o Originator wishes to delegate further reproduction to the
recipient. Documentation should read:
USDOE, Chicago Operations Office (SER B)
USDOE, Nevada Operations Office (SER C)
4. Precedence Designation: High precedences are reserved for use only
under specified conditions. Average transmission times exclusive of
messenger services are shown. Messages having undesignated precedences
are sent as "Routine."
5. Type of Message: See DOE 1325.1A for an explanation of message types.
6. From: Type name of organization on the first line, the name and routing
symbol of the sender on the second line, and the city and state on the
third line.
7. Signature of Authorizing Official: The official authorized to certify
the message as "Official Business" signs here. The time should be added
the signature block as a means of establishing the in date time group
for use in replies or future to the message.
8. Date: Insert the date the message is signed for dispatch.
9. To: Place each address on one line if possible. If more than one
addressee, double space between each. List information addressees in
the address portion of the message if electrical transmission is
required or if your wish the other addressees to know they are being
furnished a copy. Send information copies by mail whenever possible.
To indicate that electrical transmission is not required, place the
letters "ZEN" before the action or information address. The originator
is responsible for transmitting these copies.
Message Text: Start the body of the message three spaces below the
address and double space between lines. Use block style. Be brief, use
coined words, commonly understood abbreviations, ordinary punctuation,
and numerals. Omit the articles "a", "an," and "the" unless needed for
clarity or part of a quoted passage. Limit each line of text to 69
characters and spaces (note margin guides).
Continuation Pages: Use plain bond paper.
10. Originator: Type the name of the originator, initials of the typist,
the telephone number, and the routing symbol of the originating
organization.
11. through 14. Choose the appropriate category stamp and complete the
required information.
Addressees 2 (Date After Signed)
Box 2 - Type "N" in "NO" box for nonweapon data messages.
Box 3 - Indicate total number of pages (complete number of copies and
series if a SECRET message).
Box 4 - Indicate precedence designation by typing the appropriate first
letter:
"R" - Routine (sent within 6 hours)
"P" - Priority (sent within 3 hours)
"I" - Immediate (sent within 30 minutes)
used only if crucial to operations
"F" - Flash (sent immediately) used only during war time
Box 5 - Type the appropriate letter (S, M, T, B) in the appropriate box.
Box 6 - Type "USDOE/AL
Sender's name, organization symbol
Albuquerque, NM"
Box 7 - The authorizing person should sign the fax cover.
Box 8 - Date after signed.
Box 9 - Addressees - Place each addressee on one line if possible.
a. Indicate the name followed by organizational symbol. If the
addressee is not DOE or contractor, a fax and verification
number must be noted.
b. "INFO:" placed before the addressee indicates the addressee
and preceding addresses copies are for informational purposes
only.
c. "ZEN/" placed before the action or information addressee
indicates the addressee is located in AL, and copies will be
distributed by the originating office.
"Subject:" is typed in and the subject follows two returns after
the addresses and two returns before the body.
Body - Single space and use upper and lower case letters. Be
brief, use acceptable acronyms, ordinary punctuation and numerals.
Omit the articles "a," "an," and "the" unless needed for clarity or
part of a quoted passage. "Continued" should be typed at the
bottom of Box 9 and subsequent pages.
Box 10 - Type "Author's last name:typist's initials.
Routing Symbol
Telephone number"
Box 15 - Insert classification "UNCLASSIFIED."
Place bcc: information after the text on internal copies only.
**** DATABASE NOTE:
ATTACHMENT OF SACNET TWX (PAGE 68) IS NOT INCLUDED IN DATABASE,
DUE TO ITS FORMAT.
INSTRUCTIONS
(NOTE: More detailed requirements and instructions are contained in DOE
5635.1A and DOE 5300.1B. DOE organizations, procedures and illustrations
for preparing this form are contained in DOE 1325.1A, CORRESPONDENCE
MANUAL.)
1. and 15. Classification: If the message is classified, stamp the
classification level in the designated area at the top and bottom of the
form.
2. Message Contains Weapon Data: The originator shall mark the appropriate
block either "YES" or "NO", otherwise the message center will not
transmit the message.
3. Documentation: Complete documentation as follows:
o Copies prepared by originating office (SER A).
o Originator wishes to restrict further reproduction. Documentation
should read:
USDOE, Chicago Operations Office (CY 1 of 2, SER B)
USDOE, Nevada Operations Office (CY 2 of 2, SER B)
o Originator wishes to delegate further reproduction to the
recipient. Documentation should read:
USDOE, Chicago Operations Office (SER B)
USDOE, Nevada Operations Office (SER C)
4. Precedence Designation: High precedences are reserved for use only
under specified conditions. Average transmission times exclusive of
messenger services are shown. Messages having undesignated precedences
are sent as "Routine."
5. Type of Message: See DOE 1325.1A for an explanation of message types.
6. From: Type name of organization on the first line, the name and routing
symbol of the sender on the second line, and the city and state on the
third line.
7. Signature of Authorizing Official: The official authorized to certify
the message as "Official Business" signs here. The time should be added
the signature block as a means of establishing the in date time group
for use in replies or future to the message.
8. Date: Insert the date the message is signed for dispatch.
9. To: Place each address on one line if possible. If more than one
addressee, double space between each. List information addressees in
the address portion of the message if electrical transmission is
required or if your wish the other addressees to know they are being
furnished a copy. Send information copies by mail whenever possible.
To indicate that electrical transmission is not required, place the
letters "ZEN" before the action or information address. The originator
is responsible for transmitting these copies.
Message Text: Start the body of the message three spaces below the
address and double space between lines. Use block style. Be brief, use
coined words, commonly understood abbreviations, ordinary punctuation,
and numerals. Omit the articles "a", "an," and "the" unless needed for
clarity or part of a quoted passage. Limit each line of text to 69
characters and spaces (note margin guides).
Continuation Pages: Use plain bond paper.
10. Originator: Type the name of the originator, initials of the typist,
the telephone number, and the routing symbol of the originating
organization.
11. through 14. Choose the appropriate category stamp and complete the
required information.
ADDRESSEES 2
THE SAME BASIC INSTRUCTIONS FOR FAXES APPLY FOR COMPLETION OF THE
TELECOMMUNICATION MESSAGE COVER SHEET OR IF YOU ARE SUBMITTING THE DOCUMENT
VIA A DISKETTE. (THE DISKETTE FORM TEMPLATES AND INSTRUCTIONS ARE AVAILABLE
THROUGH THE COMMUNICATIONS CENTER.) A MESSAGE THAT CONTAINS TEXT ONLY DATA
CAN BE TRANSMITTED TO ADDRESSEES THAT DO NOT HAVE SACNET FAX CAPABILITY,
SUCH AS MILITARY ADDRESSEES.
THE FOLLOWING SPECIAL INSTRUCTIONS MUST BE MAINTAINED FOR A SACNET TWX:
- IF YOUR MESSAGE CONTAINS ANY TYPE OF GRAPHICS, IT CANNOT BE SENT AS
A NARRATIVE TYPE MESSAGE
- MESSAGE MUST BE IN UPPERCASE FORM ONLY
- TEXT SHOULD BE ONE AND A HALF OR DOUBLE SPACED
- MESSAGE MUST NOT EXCEED 69 CHARACTERS PER LINE ON ALL PAGES; WRAP
AROUND FEATURE MAY BE USED AS LONG AS EACH LINE DOES NOT EXCEED THE
69 CHARACTERS PER LINE
**** DATABASE NOTE:
ATTACHMENT OF EXAMPLE OF A SACNET TWX (PAGE 70) IS NOT INCLUDED
IN DATABASE, DUE TO ITS FORMAT.
INSTRUCTIONS
(NOTE: More detailed requirements and instructions are contained in DOE
5635.1A and DOE 5300.1B. DOE organizations, procedures and illustrations
for preparing this form are contained in DOE 1325.1A, CORRESPONDENCE
MANUAL.)
1. and 15. Classification: If the message is classified, stamp the
classification level in the designated area at the top and bottom of the
form.
2. Message Contains Weapon Data: The originator shall mark the appropriate
block either "YES" or "NO", otherwise the message center will not
transmit the message.
3. Documentation: Complete documentation as follows:
o Copies prepared by originating office (SER A).
o Originator wishes to restrict further reproduction. Documentation
should read:
USDOE, Chicago Operations Office (CY 1 of 2, SER B)
USDOE, Nevada Operations Office (CY 2 of 2, SER B)
o Originator wishes to delegate further reproduction to the
recipient. Documentation should read:
USDOE, Chicago Operations Office (SER B)
USDOE, Nevada Operations Office (SER C)
4. Precedence Designation: High precedences are reserved for use only
under specified conditions. Average transmission times exclusive of
messenger services are shown. Messages having undesignated precedences
are sent as "Routine."
5. Type of Message: See DOE 1325.1A for an explanation of message types.
6. From: Type name of organization on the first line, the name and routing
symbol of the sender on the second line, and the city and state on the
third line.
7. Signature of Authorizing Official: The official authorized to certify
the message as "Official Business" signs here. The time should be added
the signature block as a means of establishing the in date time group
for use in replies or future to the message.
8. Date: insert the date the message is signed for dispatch.
9. To: Place each address on one line if possible. If more than one
addressee, double space between each. List information addressees in
the address portion of the message if electrical transmission is
required or if your wish the other addressees to know they are being
furnished a copy. Send information copies by mail whenever possible.
To indicate that electrical transmission is not required, place the
letters "ZEN" before the action or information address. The originator
is responsible for transmitting these copies.
Message Text: Start the body of the message three spaces below the
address and double space between lines. Use block style. Be brief, use
coined words, commonly understood abbreviations, ordinary punctuation,
and numerals. Omit the articles "a", "an," and "the" unless needed for
clarity or part of a quoted passage. Limit each line of text to 69
characters and spaces (note margin guides).
Continuation Pages: Use plain bond paper.
10. Originator: Type the name of the originator, initials of the typist,
the telephone number, and the routing symbol of the originating
organization.
11. through 14. Choose the appropriate category stamp and complete the
required information.
AL F 1321.4
(0781)
FORMAT/EXAMPLE OF AN AL ANNOUNCEMENT
U.S. Department of Energy ANNOUNCEMENT
Albuquerque Operations Office
NUCLEAR EXPLOSIVE SAFETY DIVISION Leave Blank
TO: ALL AL EMPLOYEES (see page 89 for Headings)
SUBJECT: PROCEDURE FOR ISSUING AL ANNOUNCEMENTS
The following are guidelines for AL Announcements within the Department of
Energy Albuquerque Field Office (AL).
The Personnel and Industrial Relations Division (PIRD) is the responsible
authority for processing of AL Announcements regardless of the issuing
office. The issuing office should forward the proposed completed
Announcement to PIRD for processing. When PIRD receives the Announcement,
it will be logged and assigned a number by the Management Evaluation and
Assistance Branch (MEAB) Secretary and sent to the Director, PIRD, who is
responsible for the correctness of the Announcement.
When typing an AL Announcement leave the box in the right-hand corner blank
and do not date it. Name of originating office should be typed on left hand
side (see above). The concurrence ladder of the Announcement must include
the PIRD Organization and Management Section Chief and the Director, PIRD.
If the Announcement is to be signed by the AL Manager, follow the routing/
concurrence ladder you would use for AL correspondence (see example, page
73).
After the Announcement has been concurred with and signed by the proper
authority, it is returned to the MEAB Secretary, PIRD, to be dated, sent to
reproduction, and the mail room for distribution. Please allow enough time
for concurrence and at least two days for reproduction and distribution.
Priority items can be walked through, but most Announcements if completed
and routed in advance of the deadline, will be received in a timely manner.
AL Announcements signed at the division level should be routed to their
respective Assistant Managers before the final concurrence by PIRD.
Announcements signed by the Manager's Office are the only exception; they
should be routed through PIRD before being sent to the Manager for
signature.
All AL organizations are to follow these procedures without exception. If
you need further assistance, please contact PIRD at FTS (505) 845-5507.
J. David Finley
Acting Director
Nuclear Explosive Safety Division
DISTRIBUTION "D"
(See page 89 for Codes)
NOTE: If the Announcement is signed by the AL Manager, include the
Deputy Manager on the Concurrence Ladder.
EXAMPLE OF AL ANNOUNCEMENT CONCURRENCE
LADDER FOR MANAGER'S SIGNATURE
----------------
|CONCURRENCES
----------------
|RTG. SYMBOL
|DPSB:lal
|---------------
|INITIALS/SIG.
|Binns
|---------------
|DATE
|XX/XX/91
|---------------
|RTG. SYMBOL
|NESD
|---------------
|INITIALS/SIG.
|Finley
|---------------
|DATE
|XX/ /91
|---------------
|RTG. SYMBOL
|OESH
|---------------
|INITIALS/SIG.
|Krenz
|---------------
|DATE
|XX/ /91
|---------------
|RTG. SYMBOL
|MEAB:PIRD
|---------------
|INITIALS/SIG.
|Jackson
|---------------
|DATE
|XX/ /91
|---------------
|RTG. SYMBOL
|PIRD
|---------------
|INITIALS/SIG.
|Faulhaber
|---------------
|DATE
|XX/ /91
|---------------
|RTG. SYMBOL
|OOM
|---------------
|INITIALS/SIG.
|Culpepper
|---------------
|DATE
|XX/ /91
|---------------
|RTG. SYMBOL
|OOM
|---------------
|INITIALS/SIG.
|Twining
|---------------
|DATE
|XX/ /91
|---------------
|RTG. SYMBOL
|
|---------------
|INITIALS/SIG.
|
|---------------
|DATE
|
|---------------
|RTG. SYMBOL
|
|---------------
|INITIALS/SIG.
|
|---------------
|DATE
|
|---------------
United States Government Department of Energy
memorandum FIELD OFFICE, ALBUQUERQUE
FORMAT FOR AN ISSUE PAPER
DATE: (Date After Signed)
REPLY TO
ATTN OF: Assistant Manager's Office Symbol (Name/Telephone No.)
SUBJECT: Subject of an Issue Paper
TO: Appropriate HQ Assistant Secretary
ISSUE STATEMENT
Give a clear, but brief, statement of the problem(s) or issue(s), preferably
one sentence with selected bullets.
TIMING
Briefly describe any special urgency or timing considerations such as:
needed in advance of a Congressional hearing on a particular date, promised
to a governor or other official within a certain time frame, required to
meet a legislatively-mandated due date, etc.
DISCUSSION
List issue(s) or option(s) in bullet form.
o _______________________________________________________________________
_______________________________________________________________________
__________________________.
o _______________________________________________________________________
____________________________________________________.
CONCERNS (OR SENSITIVITIES)
Briefly indicate whether there are any internal/external concerns that
should be brought to the attention of the Secretary, Deputy Secretary, Under
Secretary, or Assistant Secretary.
o The DOE position.
o External position/views--list each separately.
RECOMMENDATION
Recommend the action required of the Secretary, Deputy Secretary, Under
Secretary, or Assistant Secretary.
Bruce G. Twining
Manager
APPROVED: _____________________
DISAPPROVED: __________________
DATE: _________________________
cc:
Appropriate HQ personnel
bcc:
J. A. Stout, OCC, AL bcc: appears on carbon
L. E. Apodaca, OIEA, AL copies only
Other appropriate AL personnel
United States Government Department of Energy
memorandum FIELD OFFICE, ALBUQUERQUE
EXAMPLE OF AN ISSUE PAPER
DATE: (Date After Signed)
REPLY TO
ATTN OF: OESP (J. J. Szenasi, FTS (505) 845-5068)
SUBJECT: Resume Shipping of Lower-Level Radioactive Materials from Vicinity
Property Locations for the Uranium Mill Tailings Remedial Action
Project
TO: Leo P. Duffy, Assistant Secretary for Environmental Restoration
and Waste Management, EM-1, HQ
ISSUE:
The Uranium Mill Tailings Remedial Action (UMTRA) Project has suspended the
off-site transport of tailings at the Grand Junction, Colorado, and vicinity
property materials at the Lowman, Idaho, sites because the activity of some
of the material requiring hauling exceeds Department of Transportation (DOT)
regulations.
TIMING:
On May 28, 1991, the hauling of materials at Grand Junction and Lowman was
suspended. The cost impact is estimated to be between $10,000 and $15,000
per day. A delay of more than two weeks from May 28, 1991, could require an
additional winter shutdown and an additional construction season at both
Grand Junction and Lowman, resulting in additional costs. This could also
impact the planned transport of vicinity property (VP) materials at the
Rifle and Gunnison, Colorado, sites this summer. Resumption of hauling of
lower-level VP materials will reduce the cost impact of the suspension.
DISCUSSION:
A review of the occurrence report of the May 6, 1991, spill incident at
Grand Junction, by the Transportation Management Staff, EM-50.1, resulted in
an Office of Environmental Restoration, EM-40, memorandum to the Department
of Energy (DOE) Albuquerque Field Office (AL), directing that only materials
in compliance with DOT regulations could be hauled. The UMTRA Project has
suspended the hauling of tailings from the Grand Junction mill site to the
Cheney disposal site and the hauling of materials from VPs to the Lowman
disposal site, while compliance with the appropriate regulations was
reviewed. This VP material was subsequently characterized, and it was
determined that it averaged a total of 600 picoCuries per gram as compared
to a total activity of the 2,000 picoCuries per gram limit allowed by the
DOT regulations.
Accordingly, the UMTRA Project's Contractor, MK-Ferguson, has established
new procedures to haul lower-level radioactive VP materials while conforming
to the DOT regulations. The VP materials currently stockpiled at the State
Repository in Grand Junction would be transported to the Cheney disposal
site, and the transport of materials to the disposal site at Lowman would be
resumed. The UMTRA Project Office has also established new procedures to
oversee the Contractors' activities to assure compliance.
RECOMMENDATION:
Per SEN-16A-90, the Operations Manager is authorized to restart a facility
in consultation with the Program Senior Official. Therefore, the DOE-AL
requests your concurrence to resume hauling of lower-level radioactive
materials.
Bruce G. Twining
Manager
APPROVAL: ______________________
DISAPPROVAL: ___________________
DATE: ______________________
cc:
P. Whitfield, EM-40, HQ
R. Lightner, EM-45, HQ
bcc:
B. Twining, OOM, AL
J. Culpepper, OOM, AL
J. Szenasi, OESP, AL
L. Apodaca, OIEA, AL
J. Stout, OCC, AL
A. Chernoff, UMTRA
C. Cormier, UMTRA
United States Government Department of Energy
memorandum ES-(HQ use only)
FORMAT FOR A SUMMARY MEMORANDUM
SECRETARIAL ACTION REQUESTED BY: (AL's Required
Date: (Date After Signed) Response Date)
Orig. Office: (Routing Symbol:Surname of Originator:Phone Number)
Transmittal: ACTION: (Example: Letter to Congressman Bill Frenzel
for The Secretary's Signature)
To: The Secretary (or Deputy Secretary or Under Secretary)
Through: Deputy Secretary (or Under Secretary, Chief of Staff,
Special Assistant, Executive Assistant, or
Administrative Assistant)
Issue: Give clear, but brief, statement of issue.
Timing: Is there an urgency? If so, explain. Include
regulatory deadlines, cost issues, etc.
Discussion: Briefly state background of the issue. List pertinent
facts and assumptions. List the possible courses of
action in terms of specific pros and cons. Concerns and
sensitivities should be included both as expressed by
the public, important private entities and other
Government agencies, as well as those internal to DOE.
If a lengthy discussion of these issues is required, a
more extensive staff paper can be attached.
This action document does not require the development of
a communications plan.
Last paragraph must certify coordination with Naval
Reactors.
Recommendation: Indicate clearly the action recommended. Alternative
recommendations should clearly be marked as such.
Bruce G. Twining
Manager
APPROVED: _____________________
DISAPPROVED: _____________________
DATA: _____________________
United States Government Department of Energy
memorandum ES-(HQ use only)
EXAMPLE OF A SUMMARY MEMORANDUM
SECRETARIAL ACTION REQUESTED BY: (AL's Required
Date: (Date After Signed) Response Date)
Orig. Office: OESH (D. L. Krenz:(505) 845-6121)
Transmittal: ACTION: Secretary's Approval for Department of Energy
Albuquerque Field Office, to Enter into a
Consent Agreement with the State of New Mexico
To: Hazel R. O'Leary, Secretary, S-1, HQ
Through: Hugo Pomrehn, Under Secretary, S-3, HQ
Issue: The State of New Mexico has agreed with the attached
draft Consent Agreement to settle outstanding Compliance
Orders from 1985 and 1988 against Los Alamos National
Laboratory (LANL) and the Department of Energy (DOE).
Timing: The current stay of proceedings before the State Hearing
Officer on the 1988 Compliance Orders expires on
February 1, 1992, and has already been extended three
times. The parties are required to give the State
Hearing Officer a status report on February 2, 1992. We
would like approval to enter into the Consent Agreement
prior to the expiration of the stay.
Discussion: Pursuant to the Resource Conservation and Recovery Act
(RCRA) and the New Mexico Hazardous Waste Act (HWA), the
New Mexico Environmental Improvement Division (EID)
issued Compliance Orders against LANL on May 7, 1987,
and separately against LANL and DOE on August 30, 1988.
All deficiencies in the 1985 Compliance Orders were
corrected by August 9, 1987. The EID proposed, but did
not impose, a $100,000 fine against LANL. The DOE
negotiated with EID over the next three years to attempt
to settle the proposed fine by providing services
beneficial to LANL and EID. In 1989, DOE wrote EID
suggesting that the matter be abandoned. The EID
declined to abandon the matter but offered to include
resolution of the 1985 Compliance Order in a settlement
of the 1988 Compliance Orders.
The 1988 Compliance Orders imposed separate fines of
$51,494.50 against DOE and LANL. A request for hearing
was submitted in October 1988 to challenge certain
alleged deficiencies noted in the 1988 Compliance Orders
and the imposition of the fines.
All undisputed deficiencies were corrected. The issues
in dispute were (1) the imposition of RCRA requirements
on an outfall which is exempt from RCRA and HWA because
it is subject to regulation under Section 402 of the
Clean Water Act; and (2) a requirement to submit a plan
for performing chemical and physical analyses on all
LANL waste streams. The EID docketed the request for a
hearing on July 27, 1989, after the parties had agreed
to rules governing the appeal.
The proposed Consent Agreement settles the 1985 and 1988
Compliance Orders and resolves the issues of dispute in
the 1988 Compliance Orders. The proposed Consent
Agreement also requires LANL to pay EID $30,000 for
administrative costs. No payments are to be made by
DOE.
There are no sensitive issues in entering into the
proposed Consent Agreement. Failure to resolve these
Compliance Orders, however, could result in further
criticism of DOE.
Recommendation: I recommend that the Area Manager of the Los Alamos Area
Office and LANL be authorized to execute the attached
Consent Agreement.
Bruce G. Twining
Manager
Attachment
APPROVED: ___________________
DISAPPROVED: ___________________
DATE: ___________________
cc w/attachment:
V. Stello, Jr., DP-6, HQ
L. Duffy, EM-1, HQ
P. Ziemer, EH-1, HQ
RADM W. Ellis, USN, DP-20, HQ
R. Berube, EH-20, HQ
ALL-IN-1 MESSAGE FROM OOM
I N T E R O F F I C E M E M O R A N D U M
Date: 22-Sep-1991 11:55am MST
From: Candy S. Arthur
CARTHUR
Dept: OOM
Tel No.: 845-6049
TO: Shirley Peterson ( SPETERSON )
Subject: ICON Bid Request
Hanson:
Reference memorandum dated September 6, 1991, Erb/Holton, subject as above.
How are we doing?
Bruce G. Twining
RESPONSE TO OOM ALL-IN-1 MESSAGE
I N T E R O F F I C E M E M O R A N D U M
Date: 22-Sep-1991 11:57am MST
From: Shirley Peterson
SPETERSON
Dept: OPFM
Tel No.: 845-6034
TO: Candy S. Arthur ( CARTHUR )
Subject: ICON Bid Request
Twining:
Reference your All-In-One dated September 22, 1991, subject as above.
Please provide appropriate responding information to be routed back to the
Manager or Deputy Manager.
Ronald Hanson
CONCURRENCE AND MAILING PROCEDURES
PAGE
Concurrence Ladder and File Copy Procedures 85
Example of a Concurrence Ladder Indicating File Copies 87
Example of a Retyped Concurrence Ladder 88
Distribution Headings and Codes 89
Bulk (Pouch) Mailing Addresses 90
Outgoing Mail (Unclassified/Classified) 91
Special Delivery Services 91
Routing Incoming Mail 94
CONCURRENCE LADDER AND FILE COPY PROCEDURES
Concurrence Ladder
1. Type the originator's office, typist's initials, originator's last
name, and the date of preparation in the first block of the concurrence
ladder. Complete each succeeding block by typing in the organizations
through which the document will be concurred, ending with the
organization of the person who will sign the correspondence. If two or
more Assistant Managers are to be listed on the concurrence ladder, the
Assistant Manager with functional responsibility should be the last
Assistant Manager listed. Both the Deputy Manager and the Manager
should be included on the concurrence ladder for all correspondence
prepared for the Manager's signature.
NOTE: Due to office automation, the typist's initials, telephone
number, and date typed may be identified as part of the Info: listing,
see page 86.
2. Individuals concurring on correspondence will initial and date the
appropriate block of the concurrence ladder.
3. It is required that all Secretaries reviewing signature correspondence
must initial on the concurrence ladder (appropriate block) to indicate
the document has been proof read. Documents without the reviewing
Secretary's initials may be returned for proofreading.
4. When it becomes necessary to revise correspondence, it shall be
returned to the originator for retyping and for securing concurrence of
all those who had already concurred in the original correspondence. In
urgent cases and when changes desired by management are relatively
minor policy changes, the originator may attempt to secure telephonic
concurrence from those who had previously signed off on the concurrence
ladder. (Minor typographical/grammatical changes do not require
reconcurrence.) The following notation should be typed on file copies,
"PREVIOUS CONCURRENCE REMAINS VALID" (see page 88). Do not cut and
paste concurrence ladder. Fold back the concurrence ladder on the new
yellow official file copy, staple the new concurrence ladder to the old
(top only). Reprint ladder on all revised file copies.
NOTE: Due to the use of laser printers the colors (pink, green, etc.)
used for file copies are not mandatory with the exception of the yellow
"Official File Copy" (AL F 1325.7 or 1325.8 and DOE F 1325.10). Also
acceptable for the "Official File Copy" is plain yellow paper with,
standard concurrence ladder procedures (see example, page 87).
File Copies
1. For other file requirements, copies can be made and indication of file
should be noted as follows on all file copies:
Info:
AL Division R/F
AL Branch R/F
AL Manager's R/F or AL Mail and File Section
Originator or Subject File Name
Document Name (for easy retrieval)
NOTE: Indicate which R/F contains attachment/enclosure.
2. Mail and File Section copies of all correspondence (including Fax/TWX)
signed at the Assistant Manager level or higher shall be prepared for
the Manager's Reading File. Other correspondence may be included in
the Manager's Reading File if the originator deems it to be of interest
to the Manager. Indicate and highlight on the Info: "AL Managers R/F."
The Mail and File Section will assemble and circulate the Manager's
Reading File for review by designated members of the Manager's Small
Staff.
Mail and File Section copies, other than above, are not required.
EXAMPLE OF A CONCURRENCE LADDER INDICATING FILE COPIES
Info:
AL Division R/F
AL Branch R/F
AL Manager's R/F or AL Mail and File Section
Originator or Subject File Name
Document Name
jgl:5-7231: 10/31/91 ----------------
|CONCURRENCES
----------------
|RTG. SYMBOL
|LAB:FMD
|---------------
|INITIALS/SIG.
OR |Smith:jgl
|---------------
|DATE
|10/31/91
|---------------
|RTG. SYMBOL
|FMD
|---------------
|INITIALS/SIG.
|Olson
|---------------
|DATE
|10/ /91
|---------------
|RTG. SYMBOL
|OMA
|---------------
|INITIALS/SIG.
|Marquez
|---------------
|DATE
|10/ /91
|---------------
|RTG. SYMBOL
|OOM
|---------------
|INITIALS/SIG.
|Culpepper
|---------------
|DATE
|10/ /91
|---------------
|RTG. SYMBOL
|OOM
|---------------
|INITIALS/SIG.
|Twining
|---------------
|DATE
|10/ /91
|---------------
|RTG. SYMBOL
|
|---------------
|INITIALS/SIG.
|
|---------------
|DATE
|
|---------------
OR |RTG. SYMBOL
|
|---------------
|INITIALS/SIG.
Info: |
AL Division R/F |---------------
AL Branch R/F |DATE
AL Manager's R/F or AL Mail and File Section |
Originator or Subject File Name |---------------
Document Name |RTG. SYMBOL
jgl:5-7231:10/31/91 |
|---------------
|INITIALS/SIG.
|
|---------------
|DATE
|
|---------------
|RTG. SYMBOL
|
|---------------
|INITIALS/SIG.
|
|---------------
|DATE
|
|---------------
EXAMPLE OF A RETYPED CONCURRENCE LADDER
Info:
AL Division R/F (w/attachment)
AL Branch R/F
AL Manager's R/F or AL Mail and File Section (w/attachment)
Originator or Subject File Name
Document Name
jgl:5-7231:10/31/91
Retyped:lth:5-4136:11/6/91:PREVIOUS CONCURRENCE
REMAINS VALID ----------------
|CONCURRENCES
----------------
|RTG. SYMBOL
|LAB:FMD
|---------------
|INITIALS/SIG.
OR |Smith:jgl
|---------------
|DATE
|10/31/91
|---------------
|RTG. SYMBOL
|FMD
|---------------
|INITIALS/SIG.
|Olson
|---------------
|DATE
|10/ /91
|---------------
|RTG. SYMBOL
|OMA
|---------------
|INITIALS/SIG.
|Marquez
|---------------
|DATE
|10/ /91
|---------------
|RTG. SYMBOL
|OOM
|---------------
|INITIALS/SIG.
|Culpepper
|---------------
|DATE
|10/ /91
|---------------
|RTG. SYMBOL
|OOM
|---------------
|INITIALS/SIG.
|Twining
|---------------
|DATE
|10/ /91
|---------------
|RTG. SYMBOL
|
|---------------
|INITIALS/SIG.
|
|---------------
|DATE
|
|---------------
OR |RTG. SYMBOL
|
|---------------
|INITIALS/SIG.
Info: |
AL Division R/F (w/attachment) |---------------
AL Branch R/F |DATE
AL Manager's R/F or AL Mail and File Section (w/attachment) |
Originator or Subject File Name |---------------
Document Name |RTG. SYMBOL
jgl:5-7231:10/31/91 |
Retyped:lth:5-4136:11/6/91:PREVIOUS CONCURRENCE |---------------
REMAINS VALID |INITIALS/SIG.
|
|---------------
|DATE
|
|---------------
|RTG. SYMBOL
|
|---------------
|INITIALS/SIG.
|
|---------------
|DATE
|
|---------------
DISTRIBUTION HEADINGS AND CODES
The following headings and codes are used to determine distribution.
Heads of Divisions and Offices - Distribution "A"
Two copies are sent to Heads of Divisions and Offices (includes Area
Offices) for further routing to all employees and for posting on bulletin
board or an accessible location for all employees. (140 copies required)
All AL Complex Employees - Distribution "B"
Copies are intended to advise all AL Complex employees of information,
processes, and policy issues that require immediate action and cannot be
accomplished using Distribution "A." (1046 copies required)
All AL Complex and Contractor Complex Employees - Distribution "C"
Copies are intended to inform employees of issues/functions within the AL
complex. (1290 copies required)
All AL Employees - Distribution "D"*
Justification to use this distribution is the same as "B" above (includes
Area Office employees). (1600 copies required)
All AL Employees and Contractors - Distribution "E"*
Copies are intended to inform this distribution of broad DOE issues and
updates. (1800 copies required)
All AL Secretaries - Distribution "F"
To distribute all information dealing with secretarial issues. (250 copies
required)
All AL and Contractor Secretaries - Distribution "G"
To distribute secretarial procedure changes. (340 copies required)
* USE DISTRIBUTIONS "D" AND "E" ONLY WHEN NECESSARY.
BULK (POUCH) MAILING ADDRESSES
1. Envelopes are not required for unclassified mail addressed to the
following:
AL Complex
AL Area Offices
CTA, GJPO, ITRI, WPIO, WPSO, UMTRA
The following DOE Field Offices:
DOE Chicago Field Office
DOE Idaho Field Office
DOE Nevada Field Office
DOE Oak Ridge Field Office
DOE Richland Field Office
DOE San Francisco Field Office
DOE Savannah River Field Office
Rocky Flats Office
DOE Fernald Field Office needs to be enclosed in mailing
envelope with a complete mailing address.
The following DOE contractors:
EG&G Rocky Flats, Inc.; Golden, Colorado
Martin Marietta Specialty Components, Inc.; Largo, Florida
Lawrence Livermore National Laboratory; Livermore,
California
Los Alamos National Laboratory; Los Alamos, New Mexico
Mason & Hanger-Silas Mason Co., Inc.; Amarillo, Texas
EG&G Mound Applied Technologies, Inc.; Miamisburg, Ohio
Sandia National Laboratories/New Mexico
Sandia National Laboratories/California
AlliedSignal Aerospace Co., Kansas City Division; Kansas
City, Missouri
Albuquerque Courier Section; Albuquerque, New Mexico
Pantex Courier Section; Amarillo, Texas
Southeastern Courier Section; Oak Ridge, Tennessee
Ross Aviation; Albuquerque, New Mexico
The following Military Installations:
FC/DNA, KAFB
2. Envelopes are required for all mail addressed to HQ.
(Intergovernmental [Holey Joe] envelopes may be used.) The name and
mail stop must be on the envelope.
OUTGOING MAIL (Unclassified/Classified)
1. Mail is dispatched to the post office at 11:00 a.m. and 3:30 p.m.
When an emergency situation arises and mail must go out, but cannot be
delivered to the mail room in time for the last post office delivery,
special arrangements may be made by the concerned AL Head of Division
or Office with the mail room.
2. Special Delivery Services - Federal Express and U.S. Postal Express are
the vendors responsible for special mail service at the AL Complex.
The following procedures are set forth to use special delivery service
within the AL Complex.
a. Special mail service such as Federal Express and U.S. Postal
Express should be used only on a priority basis. Federal Express
should not be utilized on Friday afternoons since regular postal
service will be delivered by Monday. Exceptions will require
prior approval of the Director, MSD, or his designated
representative.
NOTE: On rare occasions, classified material may be sent by U.S.
Postal Express. The originating office sending the classified
documents should place a telephone call to recipient to verify
that recipient is authorized to receive classified mail delivered
by U.S. Postal Express. Classified packages must be processed
through the mailroom. If mail is classified, an additional hour
should be allowed for processing.
b. For Federal Express, provide the following required information to
the mail room: addressee's name, street address (no P.O. Box),
city, state, ZIP code, commercial telephone number, and
justification for overnight mail use. This information may be
typed on a Routing and Transmittal Slip (OF-41) or on an
information sheet (see page 93) provided by the mail room. Attach
this information to the package being sent. The mail room will
prepare the Federal Express airbill and envelope.
Federal Express packages must be in the mail room by 3:00 p.m.
each day in order for mail room personnel to process the packages.
Federal Express is not authorized for classified packages.
NOTE: All packages must be processed through the mail room; NO
packages are to be left at the North Guard Gate.
In the event that the 3:00 p.m. deadline cannot be met,
unclassified packages can be taken directly to the Federal Express
Office. In this instance your office must generate a typed
airbill. The following workday your office must hand carry, to
the mail room, the pink copy of the airbill and a justification.
c. For U.S. Postal Express, prepare the appropriate airbill using
either the street or post office address. U.S. Postal Express
packages must be at the mail room by 2:15 p.m.
NOTE: For mail packages going to LAAO or LANL, do not use express
delivery service; use pouch or Ross.
FEDERAL EXPRESS
Packages are due in the mail room by 3:00 p.m. daily. Justification is
mandatory.
DATE _____________________________
FROM: __________________________________ __________________
NAME DIVISION
__________________________________
PHONE NUMBER
TO: __________________________________
NAME
__________________________________
PHONE NUMBER
__________________________________
COMPANY
__________________________________
DEPARTMENT/FLOOR NUMBER
__________________________________
EXACT STREET ADDRESS (NO P.O. BOX)
__________________________________
CITY, STATE
__________________________________
ZIP (REQUIRED)
JUSTIFICATION: ____________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
ROUTING INCOMING MAIL
The Mail and File personnel will route incoming mail to all addressees. For
all special delivery packages, the Mail and File personnel will call the
appropriate individual(s) to pick up the package. If the package is not
picked up by 12:30 p.m., the package will be placed in the regular mail for
distribution.
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