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FOREST SERVICE HANDBOOK
NATIONAL HEADQUARTERS (WO)
WASHINGTON, DC
FSH 6209.12 – CORRESPONDENCE HANDBOOK
CHAPTER 50 – PREPARING AND FILING CORRESPONDENCE
Interim Directive No.: 6209.12-2016-3
Effective Date: May 5, 2016
Duration: This interim directive expires on November 5, 2017.
Approved: JANE L COTTRELL
Associate Deputy Chief
Date Approved: 05/04/2016
Posting Instructions: Interim directives are numbered consecutively by handbook number
and calendar year. Post by document at the end of the chapter. Retain this transmittal as the first
page(s) of this document. The last interim directive was 6209.12-2016-2 to chapter 30.
New Document
id_6209.12-2016-3
Superseded Document(s)
(Interim Directive Number
and Effective Date)
None
4 Pages
Digest:
51 - Updates instructions for sending correspondence electronically, in accordance with the new
correspondence database. Includes direction on accessibility requirements for documents
distributed electronically and use of mailrooms.
52 - Updates filing requirements, in accordance with Records interim directive 6209.11-2016-1.
WO INTERIM DIRECTIVE
EFFECTIVE DATE: 05/05/2016
DURATION: This interim directive expires on 11/05/2017.
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FSM 6209.12 – CORRESPONDENCE HANDBOOK
CHAPTER 50 – PREPARING AND FILING CORRESPONDENCE
Table of Contents
51 - PREPARING CORRESPONDENCE FOR MAILING ............................................... 3
51.2 - Sending an Email Response ............................................................................................. 3
52 - PREPARING CORRESPONDENCE FOR FILING .................................................. 3
52.1 - Filing Paper and Electronic Records ................................................................................ 3
WO INTERIM DIRECTIVE
EFFECTIVE DATE: 05/05/2016
DURATION: This interim directive expires on 11/05/2017.
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FSM 6209.12 – CORRESPONDENCE HANDBOOK
CHAPTER 50 – PREPARING AND FILING CORRESPONDENCE
51 - PREPARING CORRESPONDENCE FOR MAILING
51.2 - Sending an Email Response
The following instructions apply to official correspondence that is distributed electronically.
They do not apply to ordinary, day-to-day, work-related emails.
1. When distributing a letter electronically via the electronic correspondence
management system, the email subject heading should automatically incorporate the file
code(s), subject field, and reply due date of the package. The body of the email will
include a link to the package in the electronic system. If you are sending the letter to
recipients outside the Forest Service, they will not be able to access this link. Remove
the link from the message. Copies of the finalized letter and any accompanying materials
should be attached to the email message for the convenience of Forest Service users, and
they must be attached to ensure access when sending to non-Forest Service users.
2. To ensure readability by assistive technology, all attachments must follow 508
compliance standards. In the case of scanned documents, this means they should be
scanned using Optical Character Recognition, if possible.
When distributing documents electronically that were signed in hard copy, include both
the scan of the hard copy signature and the electronic Word document with /s/ signature.
The scanned copy is necessary to verify legal signature; the Word document will ensure
accessibility.
3. All official electronic correspondence must be distributed from a mailroom address.
When generating an email from the electronic correspondence management system, you
must change the From field of the email to the correct mailroom address.
4. Correspondence should usually be sent to other Forest Service mailroom addresses,
not to individual staff addresses, unless the correspondence is of a directly personal
nature.
52 - PREPARING CORRESPONDENCE FOR FILING
52.1 - Filing Paper and Electronic Records
1. The final signed copy of correspondence and all accompanying materials must be
retained as an official record within the electronic correspondence management system.
For letters signed in hard copy, a scanned copy of the signed letter must be saved in the
electronic system. If possible, this copy should be scanned using Optical Character
Recognition so that it can be read by assistive technology.
WO INTERIM DIRECTIVE
EFFECTIVE DATE: 05/05/2016
DURATION: This interim directive expires on 11/05/2017.
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FSM 6209.12 – CORRESPONDENCE HANDBOOK
CHAPTER 50 – PREPARING AND FILING CORRESPONDENCE
2. In addition to the copy retained in the electronic correspondence management system,
a second copy of the signed letter and all accompanying materials (including the work
package properties page from the electronic system) must be retained in program or
project files, in accordance with FSH 6209.11, chapter 40, section 42, 1000-7000 series.
All Forest Service offices are to retain official records in hard copy until authorization for
electronic records is issued in FSH 6209.11, chapter 40.