CORRESPONDENCE

4.05.01
PURPOSE
a. This subchapter outlines NIST procedures and responsibilities for correspondence handling, preparation, and signing. It is also a supplement to the Department of Commerce Executive Secretariat Manual which as available by accessing http://home.osec.doc.gov/ExeSec/default.htm.

b. Special rules for handling classified correspondence are covered in Subchapter 13.01.

c. Special rules for handling Congressional correspondence are covered in Subchapter 4.06.

4.05.02
SCOPE
This subchapter applies to NIST-Gaithersburg and NIST-Boulder.

4.05.03
POLICY
a. All correspondence is to be prepared promptly and in the manner that is most helpful to the recipient and at the least cost to the government.

b. Formal communications must be on official stationery and must be prepared in accordance with government correspondence standards for appearance and style as covered in this subchapter.

c. The Director must be kept aware of all correspondence that is politically sensitive or has policy implications. (Read Section 4.05.04d.) The original of such correspondence must be cleared by the Program Office, the Counsel for NIST, and the NIST Director of Congressional and Legislative Affairs before mailing. An information copy of all such letters, with a copy of the incoming correspondence, must be furnished to the Director.

4.05.04
DEFINITIONS
a. Correspondence - All mail, faxes, e-mail, cables, telexes, and other media of record.

b. Memorandum - An internal means of communication. Appendix E gives a formatted example of a memorandum as used at NIST.

c. Official File Copy - A hardcopy format (paper) record of all formal government communications. This copy must be placed in the organizational unit's files. It is the copy that will be retired by NIST Forms and Records Management. A copy needed for personal files should be prepared as an information copy (bc).

The requirement for an "official file" copy is based on a government-wide regulation that records be maintained to document the transaction of public business "as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the government or because of the informational value of the data."

d. Policy correspondence - Deals with program direction and with legislative and legal questions as follows:

(1) Discussions of proposals for new Institute programs and modifications of existing programs;
(2) Correspondence on politically sensitive matters;
(3) Correspondence on legal matters;
(4) Correspondence on proposed or pending program, authorization, or appropriation legislation with:

--members of Congress
--Congressional committees
--Congressional staff
--officials at the White House
--officials at all government agencies
--influential members of the public.

Correspondence on any subject with members or staff of Congressional committees or subcommittees which act on NIST authorization or appropriations or are otherwise of special importance to NIST is always treated as policy correspondence and must be cleared through the NIST Director of Congressional and Legislative Affairs, the Counsel for NIST, the Program Office, and the Budget Division.

e. Priority mail is to be answered within a specified time. Priority mail includes mail referred to NIST by the DOC, the White House, or the Congress for the preparation of a response to be signed by an official at NIST, the DOC, or the White House. Priority mail is correspondence determined to be of sufficient importance to require a timely response and is controlled so that it can be tracked and monitored. (Read Sections 4.05.06 and 4.05.07.)

4.05.05
RESPONSIBILITIES
a. The Office of the Director is responsible for correspondence policy at NIST. Correspondence practices at NIST are followed within the guidelines established by the DOC.

b. The OU office is responsible for all controlled correspondence assigned to their OU including the quality and timeliness of the response.

c. NIST staff must be aware of and be responsible for communications concerning their assigned program responsibilities and follow the formats and guidelines in this subchapter and the DOC Executive Secretariat Manual.

d. Writers are responsible for the technical and policy content of the letters they draft, clear, or sign, for answering correspondence promptly, and for adhering to the guidelines in this subchapter.

e. Mail and Distribution (at Boulder, the MASC Mail Room) is responsible for the receipt, routing, collection, and dispatch of most mail and for ensuring that postal regulations are followed.

f. The Director, NIST/Boulder Laboratories, is responsible for determining whether any correspondence reviewed by that office requires clearance and/or the signature level.

g. The Office of International and Academic Affairs is responsible for coordination and clearance of official communications with foreign countries. (Read Appendix F.)

h. The Communications and Inquiries Group (at Boulder, Publications) is responsible for answering or referring public inquiries.

i. The Office of the Director is responsible for maintaining a follow-up system on controlled mail and referring such correspondence and other mail addressed to the Director to the appropriate individual or organizational unit for reply.

The Office of the Director also ensures proper coordination and clearance of replies, dispatches correspondence signed by the Director and Deputy Director, and distributes copies of this correspondence.

4.05.06
MAIL REFERRED BY DOC
The DOC Executive Secretariat Manual (http://home.osec.doc.gov/ExeSec/default.htm) contains instructions on handling mail forwarded directly from the White House and instructions on complying with Executive Secretariat control tickets.

4.05.07
CORRESPONDENCE WITH OFFICIALS AT DOC
a. The Information Memorandum, Decision Memorandum, and Signature Memorandum are used to correspond with the Secretary and Deputy Secretary. Contact the Office of the Director for the current format and requirements for these memoranda.

b. A memorandum is used to correspond with other officials at the Department. (Read Appendix E.)

4.05.08
CLEARANCE OF CORRESPONDENCE
When correspondence is sent to an official for clearance, that official initials and dates if they concur. If the official does not concur, then the appropriate organizational units take action to resolve any issues.

4.05.09
ANSWERING PUBLIC INQUIRIES
a. Inquiries from the public addressed to "NIST" are referred by Mail and Distribution to the Communications and Inquiries Group (at Boulder, Publications) for reply. These organizational units may ask for assistance from the technical staff or refer the inquiry to a technical organizational unit for preparation of a reply.

b. Inquiries from the public addressed to an individual or an activity are answered by the appropriate organizational unit unless they deal with a politically sensitive issue. Inquiries not directed to the proper organizational unit should be referred to the Communications and Inquiries Group (at Boulder, Publications) for reply or for referral to the proper organizational unit or individual.

c. A courteous and informative reply to a public inquiry should be prepared and dispatched promptly. If an answer will be delayed beyond a few days, the inquiry should be acknowledged and the date given when a reply can be expected.

4.05.10
ANSWERING COMPLAINTS
Complaints about NIST services are forwarded to an official at least one level higher than the organizational unit about which the complaint is made (division chief or higher). The division chief or higher prepares, clears, or signs the reply to ensure that it is responsive. A reproduced copy of the complaint and an information copy of the response are sent to the Office of the Director through the OU office.