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FOREST SERVICE HANDBOOK
PACIFIC SOUTHWEST RESEARCH STATION (PSW)
ALBANY, CA
FSH 6209.14 – MAIL MANAGEMENT HANDBOOK
CHAPTER 20 – INCOMING MAIL OPERATIONS
Interim Directive No.: ID_PSW-6209.14-2006-1
Effective Date: January 3, 2006.
Duration: This interim directive expires on 04/30/2007.
Approved: JAMES R. SEDELL
Station Director
Date Approved: 12/20/2005
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. This is the first PSW interim directive to FSH 6209.14.
New Document
id_6209.14_20
Superseded Document(s)
by Issuance Number and
Effective Date
none
5 Pages
Digest:
24.2 - Routing. The following mail routing changes were made from PSW_6209.14-2003-01.
Removed mail clerk and added Mailroom account manager.
Removed Research Secretary responsibility for reply-due letters.
Removed printing and filing incoming letters into central files.
Added an "Informational Staff" column in Exhibit 01 to indicate copies of mail. Each file code
has only one "Responsible Staff."
Removed IMT staff mail. Added Information Resource Management, Continuing Government
Activity.
Removed ORPA. Added OPS and RPA.
Removed RIS. Added COMM.
Changed mail routed to RFL.
Directives folder created for directives issued.
PSW INTERIM DIRECTIVE PSWS_6209.14-2006-1
EFFECTIVE DATE: January 3, 2006
DURATION: This interim directive expires on 04/30/2007.
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FSH 6209.14 – MAIL MANAGEMENT HANDBOOK
CHAPTER 20 – INCOMING MAIL OPERATIONS
24 - INCOMING MAIL
24.2 - Routing
The following mailing guide (Exhibit 01) is to be used to route all electronic incoming
documents received in the Mailroom account.
The Mailroom account manager routes those items received without a file code according to the
subject. Incoming letters are not filed except as noted below.
One staff is responsible for PSW action for each incoming letter; that staff is the one responsible
for the file code listed. Others need to coordinate with that staff before initiating PSW action.
Letters received with more than one file code must be distributed to each staff responsible for
one of the codes. Letters received with routing codes are distributed as copies to those
responsible for those codes. Those who are listed as receiving copies need to coordinate with the
staff responsible for further action.
All letters with a REPLY DUE date are filed in the Reply Due folder for distribution. Using the
file code and the subject, responsibility is assigned for PSW response. Letters with an optional
reply due will be routed the same as those letters without a reply due.
Incoming Forest Service correspondence is not record material (FSH 6209.11). Since incoming
letters are sometimes used to prepare a response, these letters may be filed outside the Mailroom
account in the unit directories.
Exhibit 01 is the routing guide for the Pacific Southwest Research Station.
Exhibit 02 lists PSW organizational mail unit abbreviations.
PSW INTERIM DIRECTIVE PSWS_6209.14-2006-1
EFFECTIVE DATE: January 3, 2006
DURATION: This interim directive expires on 04/30/2007.
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FSH 6209.14 – MAIL MANAGEMENT HANDBOOK
CHAPTER 20 – INCOMING MAIL OPERATIONS
24.2 - Exhibit 01
Pacific Southwest Research Station Routing Code Guide
All letters addressed to the Station Director must be placed in the cc: Director mail folder.
File Code
1010-1020
1100-1130
1200-1310
1320
1330-1340
1340-3
1350
1360
Brief Title
Laws, Regulations, Mission
Directives
Organization through
Business
Tech Transfer
Mgt Strategies, Improvement
Patents
Committees
Meetings
Responsible Staff
Director
RPA
OPS
Information Staff
OPS, RPA, RFL
Directives
Director, RPA, RFL
RPA
OPS
RPA
OPS
Staff responsible
for subject.
FAS
OPS
BFM
Director
COMM
COMM
Director, RPA, RFL
Director, OPS, Research
RPA
Director, Research, OPS,
RPA
OPS, RPA
RPA, RFL
OPS, RPA
OPS, RPA, COMM
Director, OPS, RPA,
Research
Director, OPS
Director, OPS, BFM
1370-1380
1390
1400-1470
1500
1510-1520
Forms Reports
Information Mgt
Controls
External Relations
Legislative, Public Services
1530-1540
1550-1570
RPA
RPA
1580
1590
1600-1660
1670-1680
1690
1700-1790
1800-1870
1900-1990
Inter-Intra Dept
International - State Local
Agencies - Appeals
Grants Agreements
Emergency Operations
Information Services
Library - History
Internal Communications
Civil Rights
Human Resource Program
Planning
2060-2080
2100-2140
2150
2160-2170
2200-2880
3000-3900
Ecosystem
Environmental Mgt
Pesticide
Hazard Material - Energy
Range through Minerals
State & Private Forestry
Research
OPS
Safety
Safety
Research
RPA
BFM
Safety
COMM
Library
COMM
EEO
HR
RPA
OPS, RPA
Director, OPS, FAS, RFL
OPS, RPA, Library, RFL
OPS, RPA
OPS, RFL
Director, OPS, RPA, HR
Director, OPS, RFL
Director, OPS, Research,
BFM
Director, OPS, RPA
RPA, Research
FAS, all lab folders
OPS, FAS
RPA
Director, OPS
PSW INTERIM DIRECTIVE PSWS_6209.14-2006-1
EFFECTIVE DATE: January 3, 2006
DURATION: This interim directive expires on 04/30/2007.
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FSH 6209.14 – MAIL MANAGEMENT HANDBOOK
CHAPTER 20 – INCOMING MAIL OPERATIONS
24.2 - Exhibit 01 (continued)
File Code
4000
Brief Title
Research
Responsible Staff
Director
4060
4060-3
4070
4080
Research Facilities
Research Natural Areas
Research Program
Research Admin
FAS
RPA
Director
Director
4100-4910
Research
Director
5100-5170
5180
5190
5300-5490
5500-5590
5700-5720
6100-6190
6130
Fire Management
Fire Reports
Fire Management
Law Enforcement - Lands
Land Title
Aviation Management
Personnel Management Vacancies, Announcements,
Summaries
Office Management
FOIA
Privacy Act
Procurement - Property
Finance - Accounting
Systems Management
Safety - Health
Engineering - Buildings
Public Health
Water Storage - Electrical Transportation
Research
Fire Reports folder
Research
OPS
Research
Research
HR
Outreach and
Vacancies folder
OPS
RPA
HR
FAS
BFM
IRM, CGA
Safety
FAS
FAS
FAS
6200-6270
6270-1
6270-2
6300-6460
6500-6580
6600-6640
6700-6770
7100-7320
7400-7490
7500-7740
Information Staff
OPS, RPA, Research, IPIF,
SNRC
RPA, OPS, RFL
Director, OPS, Research
OPS, RPA, Research
OPS, RPA, Research,
BFM, RFL
OPS, RPA, Research, IPIF,
SNRC, RFL
RPA, RFL
RPA, RFL
RPA, Safety
OPS, RPA
Safety
OPS, RFL
All Lab folders
RFL
OPS, RFL
OPS, RPA, RFL
OPS, RFL
OPS, FAS, RFL
RFL, Safety
OPS, HR, RFL
OPS, RFL
OPS, HR, Safety, RFL
OPS, RFL
PSW INTERIM DIRECTIVE PSWS_6209.14-2006-1
EFFECTIVE DATE: January 3, 2006
DURATION: This interim directive expires on 04/30/2007.
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FSH 6209.14 – MAIL MANAGEMENT HANDBOOK
CHAPTER 20 – INCOMING MAIL OPERATIONS
24.2 - Exhibit 02
Pacific Southwest Research Organizational Mail Units
Abbreviation
Staff
Headquarters:
BFM
COMM
DEP
Director
EEO
FAS
HR
IRM, CGA
Library
OPS
Research
RPA
Safety
Statistics
Budget and Financial Management Group
Director of Communications
Deputy Station Director
Station Director
Equal Employment Opportunity
Facilities and Administrative Services Group
Human Resources Group
Information Resource Management, Continuing Government Activity
Library Services
Assistant Director, Operations
Assistant Director, Research
Assistant Director, Research Planning and Applications
Health and Safety Officer
Environmental Statistics Unit
Labs:
Albany/Davis
IFG
IPIF
Redding
RFL
RSL
SNRC
RWU-4502, RWU-4952
Institute of Forest Genetics, Placerville and Davis
Institute of Pacific Islands Forestry, Hawaii
Silviculture Laboratory, Redding
Forest Fire Laboratory, Riverside
Redwood Sciences Laboratory, Arcata
Sierra Nevada Research Center, Davis and Fresno
Other mailroom folders:
News and Notices
Chief's Letters
Fire Reports
Outreach and Vacancies
Reply Due
Directives