6209.12_20
Page 1 of 3
FOREST SERVICE HANDBOOK
PACIFIC SOUTHWEST RESEARCH STATION (PSW)
ALBANY, CA
FSH 6209.12 – CORRESPONDENCE
CHAPTER 20 – SPECIAL CORRESPONDENCE
Supplement No.: PSW_6209.12-2005-01
Effective Date: October 17, 2005
Duration: This supplement is effective until superseded or removed.
Approved: JAMES R. SEDELL
Station Director
Date Approved: 10/11/2005
Posting Instructions: Supplements are numbered consecutively by Handbook number and
calendar year. Post by document; remove the entire document and replace it with this
supplement. Retain this transmittal as the first page(s) of this document. The last supplement to
this Handbook was PSW_6209.12-2004-01 to Chapter 20.
New Document
6209.12_20
3 Pages
Superseded Document(s)
by Issuance Number and
Effective Date
6209.12_20 (PSW_6209.12-2004-01, 3/1/2004)
6 Pages
Digest:
26 Location provided of letterhead templates available outside the Correspondence Drafts Database.
Exhibit 01 has been removed. The Correspondence Drafts Database has been upgraded.
PSW SUPPLEMENT 6209.12-2005-01
EFFECTIVE DATE: October 17, 2005
DURATION: This supplement is effective until superseded or removed.
6209.12_20
Page 2 of 3
FSH 6209.12 – CORRESPONDENCE
CHAPTER 20 – SPECIAL CORRESPONDENCE
26 - OTHER CONTROLLED CORRESPONDENCE
Following are Pacific Southwest Research Station's procedures for the creation, maintenance,
and disposition of outgoing correspondence.
A. Routine Letters
Author.
1. Creates a letter within the Lotus Notes Correspondence Drafts database.
2. Either prints, signs and mails the letter OR sets up the review process to include the
appropriate processor.
Reviewers:
Reviews the letter and, if necessary, sends a message to the author indicating suggested
changes. The author or the reviewer may restart the review process after changes are made.
Processor:
1. Reviews format, tone, and content as appropriate.
2. Prints the document summary indicating reviewer(s), any comments and the letter.
3. Makes a yellow and a pink copy of the letter. The white copy of electronically-mailed
letters is given to the author, after the yellow copy is signed.
Signer:
1. Reviews printed document.
2. Signs yellow copy for letters to be mailed electronically. Signs the white copy for
letters to be mailed by surface mail. Only one copy of each letter has the original signature.
3. Returns the letter to the processor.
Processor:
1. Adds date and stamps or prints signer's name on unsigned copies.
2. Electronically finalizes the letter to include date, and signer's name.
PSW SUPPLEMENT 6209.12-2005-01
EFFECTIVE DATE: October 17, 2005
DURATION: This supplement is effective until superseded or removed.
6209.12_20
Page 3 of 3
FSH 6209.12 – CORRESPONDENCE
CHAPTER 20 – SPECIAL CORRESPONDENCE
3. Archives the letter, if it is to be mailed hardcopy, or archives and mails the letter, if it
is to be mailed electronically.
4. Returns white copy of electronically-mailed letter to the author.
Electronic mailing, as opposed to mailing a hard copy of the document, is encouraged. If the
letter is going to another Forest Service unit, it must be mailed to its MAILROOM. Do not mail
official correspondence to individual users unless specifically requested to do so. Stamp or print
on paper copies "SENT ELECTRONICALLY." File the yellow copy according to standard
filing procedures.
Letters with non-electronic enclosures are returned to the author, or if the author provides an
addressed envelope, the letter is sent to the mailroom for surface mailing.
B. Restricted-Access Letters
Letters of a confidential or sensitive nature or containing personal information about an
employee must remain outside the Lotus Notes Correspondence Drafts database. There are
specific personal monetary penalties for disclosure of protected information. Reference FSH
6209.13, Freedom of Information/Privacy Act Handbook.
Author:
Creates a document within the fsfiles / unit / staff's directory using a template found
within fsfiles / ref / library / formats / PSW. Letters containing information protected by the
Privacy Act are to have the following typed as the first and as the last line of the first page: FOR
OFFICIAL USE ONLY.
The process continues with the same procedure as Section A. except:
Processor or Signer
Makes a yellow copy ONLY (no pink) of the letter. All copies are given to the author,
after the letter is signed.
Units producing sensitive letters and units with case files are responsible for assuring that the
yellow file copy is maintained within the appropriate file.