Survey Manual

431.2 - Correspondence Management

This chapter establishes policy and responsibilities for the conduct of the U.S. Geological Survey (USGS) Correspondence Management Program.

 

Date:  06/21/2019

OPR:  Office of the Director

Instruction:  This revises Survey Manual (SM) Chapter 431.2, dated May 26, 1995.

 

1.  Purpose.  This chapter establishes policy and responsibilities for the conduct of the

U.S. Geological Survey (USGS) Correspondence Management Program.

2.  Scope.  This policy applies to USGS correspondence as provided in Section 5, Definitions, herein.

3.  Authority.  The Federal Records Act of 1950 (44 U.S.C. § 395(a)), and Federal Information Resources Management Regulations (FIRMR) issued thereunder prescribe agency responsibilities and requirements in implementing a program for the management of its correspondence.

4.  References.  The USGS follows the guidelines and criteria set forth in the following publications:

A.  U.S. Government Publishing Office Style Manual, 2016

B.  Secretarial Correspondence Procedures Handbook (382 Departmental Manual 5), 2014

5.  Definition.  Correspondence is a generic term including letters, form letters, memorandums, endorsements, summary sheets, postal cards, memo routing slips, and other written or electronic communications.

6.  Policy.  It is USGS policy to limit correspondence to essential requirements, to improve the quality of necessary correspondence, and to prepare it in an economical and efficient manner.

7.  Responsibilities

A.  The Office of the Director, through the Correspondence Analyst, has overall responsibility for correspondence management.  The Correspondence Analyst conducts periodic spot checks of USGS correspondence to determine compliance with standards.  The Correspondence Analyst prepares correspondence to the Department and serves as correspondence liaison with the Executive Secretariat and other members of the Secretariat concerned with correspondence procedures and standards.  The Correspondence Analyst provides periodic training on the subject for USGS personnel.

B.  Executive Leadership Team members ensure that the policy set forth in this chapter is observed within their respective areas of jurisdiction.

8.  Expiration Date.  This policy must be reviewed biennially, or more frequently, as needed.

                                                                                                         

/s/ Jim Reilly                                                                                        June 21, 2019

__________________________________                                        __________   

Jim Reilly                                                                                             Date
Director