**[NexGen Procedure\
\
]{.underline}\
Use and Dissemination of Broadcast Messages SOP \# 14.1**

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**Version 1.0**

January 21, 2004

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1.  **PURPOSE:** This SOP describes FAA policy, responsibilities, and
    procedures for the use and dissemination of e-mail Broadcast
    Messages to employees as defined in Order 1370.81A. The purpose for
    this SOP is three fold. First, it provides a methodology for
    distribution of electronic messages intended for a large body of
    users. Second, it provides a controlled means for managing large
    message loads across the network. Third, it brings back credibility
    to the content of the messages so that the recipients will read the
    messages. The content of the Broadcast Message must support the
    mission, goals, or objectives of the FAA and the audience must
    include: one or more regions, two or more lines-of-business (LOB),
    or the FAA user population in its entirety. The goal is to provide
    an effective means for communicating important information to the
    masses.

2.  **DISTRIBUTION:** This SOP is of interest to any employee who
    prepares, issues or transmits appropriate information in an e-mail
    Broadcast Message and will be distributed to anyone who asks for it.

3.  **BACKGROUND:** The migration of the FAA messaging system from
    cc:Mail to Lotus Notes necessitates a reengineering of the Broadcast
    Message process.

    a.  The reason for the majority of change is because of the
        different way cc:Mail and Lotus Notes handle groups. In cc:Mail,
        the use of mailing lists, for the most part, was restricted to
        those users who resided on the same post office as the mailing
        list. In Notes, any user can send mail to a group or mailing
        list in the directory. This cannot be allowed.

    b.  Currently, distributions of the Broadcast Messages differ from
        region to region. In some regions, the RMATs automatically
        forward the message on to the users in their region. In other
        regions, RMATs decide not to forward the message or require
        further approval before they send the message. There needs to be
        some consistency in the distribution. Once a message is approved
        as a Broadcast Message, it should be delivered without further
        approval or delay.

    c.  Currently, most messages contain non-essential information that
        can be disseminated by other means such as through postings to
        the FAA intranet or Discussion Databases (formerly known as
        Bulletin Boards). Under the current system, users receive an
        average of 3 Broadcast Messages every day, many of which do not
        apply to the general employee population. The non-relevancy and
        volume of mail pouring through the Broadcast Message system has
        crippled its effectiveness. Many users consider Broadcast
        messages a nuisance and automatically delete the messages
        without reading them. Implementation of the NexGen email system
        provides an opportunity to address the problem and restore the
        significance of Broadcast Messages.

4.  **RESPONSIBILITIES:**

    a.  **The author** of the Broadcast Message is responsible for
        complying with the policies listed in this document, preparing
        the message, including any special instructions necessary, and
        sending the message to *their* *local Broadcast Message
        coordinator* if a local Broadcast Message review process is in
        place. If no such process is in place, the author will send the
        message to the appropriate Regional BMC (see Appendix A) where
        the message will be reviewed for possible distribution. It is
        the responsibility of the local Broadcast Message coordinator to
        ensure that their office(s) know about their local Broadcast
        Message review process.

    b.  **The Regional Broadcast Message Coordinator (Regional BMC)**
        The Regional BMC reviews the message, as defined in Section 7 to
        ensure it meets requirements for either region-wide or
        agency-wide distribution as appropriate. If the message pertains
        only to a particular LOB or region, the message will be
        forwarded to the BMC for that Region for approval. All Regional
        BMCs will be contacted through a Functional mailbox, which
        should be checked at least once a day. Two or more points of
        contact will be assigned to the mailbox to provide full
        coverage. The Functional mailbox will be named in the following
        format, "9-\[Regional Identifier\]-Request-Broadcast". See
        Appendix A for a complete list.

        1.  **Messages Bound for one or more Regions** The Regional BMC
            is responsible for reviewing messages for content and
            readability as defined in the Section 7 and forwarding any
            approved content to the RMAT Lead of each region as
            appropriate for distribution.

        2.  **Messages Bound for all of the FAA** The Regional BMC is
            responsible for reviewing messages for content and
            readability as defined in the Section 7 and forwarding any
            approved content to the National BMC for *final* approval
            and possible distribution.

    c.  **The RMAT Lead for each Region** is assigned responsibility for
        reviewing and disseminating Broadcast Messages from the Regional
        BMCs. Other RMAT members, also referred to as e-mail
        administrators, may be delegated this responsibility by the
        Regional RMAT Lead. All RMAT leads will be contacted through a
        Functional mailbox, which should be checked at least once a day.
        Two or more points of contact will be assigned to the mailbox to
        provide full coverage. The Functional mailbox will be named in
        the following format, "9-\[Regional Identifier\]-Broadcast". See
        Appendix B for a complete list.

    d.  **The National Broadcast Message Coordinator (National BMC)** is
        assigned the responsibility for reviewing messages for content
        and readability as defined in the Section 7 and forwarding
        approved messages to the ASU-500 Broadcast Message Contact for
        distribution. The National BMC will be contacted through a
        Functional mailbox, which should be checked at least once a day.
        Two or more points of contact will be assigned to the mailbox to
        provide full coverage. The Functional mailbox will be named in
        the following format, "9-NATL-Request-Broadcast".

    e.  **The ASU-500 Broadcast Message Coordinator** is assigned
        responsibility for reviewing and disseminating Broadcast
        Messages only from the National BMC. The ASU-500 Message
        Coordinator will be contacted through a Functional mailbox,
        which should be checked at least once a day. Two or more points
        of contact will be assigned to the mailbox to provide full
        coverage. The Functional mailbox will be named in the following
        format, "9-NATL-Broadcast".

    f.  **NOTE to all Broadcast Message Coordinators (BMC's)** If any
        BMC determines that the message doesn't meet the criteria in
        Section 7, the message will be returned to the author with an
        explanation as to why the message was rejected.

    g.  **Broadcast messages from the Department of Transportation
        (DOT)** Any Broadcast Message requests from the Department of
        Transportation will be sent to 9-AWA-Broadcast-Request for
        approval and forwarding to the appropriate entity.

5.  **GUIDELINES FOR ALL BROADCAST MESSAGES:** The Broadcast Message
    system should be used to relay important information that supports
    the mission, goals and objectives of the FAA. All requests for
    Broadcast Messages should be sent to the author's Regional BMC (See
    Appendix A). From there, the message will be forwarded accordingly.

    a.  **Authorized Use of the Broadcast Message System:** The FAA
        Broadcast Message system shall be used in accordance with Order
        1370.81A, titled "Electronic Mail Policy". The system may be
        used:

        1.  To disseminate important information to large groups of
            people. Large groups can be defined as consisting of one or
            more regions, LOB's, or the entire FAA.

        2.  For messages that support the mission, goals, and objectives
            of the FAA; such as business and management decisions, I/T
            "alert" messages, calls to action and critical security
            messages.

        3.  To send out Broadcast Messages after approval from
            authorized representatives of the Organization, a LOB, or a
            Region.

        4.  Funeral and death notices for current or former FAA
            employees (including contractors).

        5.  Weekly CFC Broadcast Message during 2003 Season. Beginning
            2004 messages will be distributed via the weekly links
            message.

    b.  **Unauthorized Use of the Broadcast Message System:** The FAA
        Broadcast Message system shall not be used for:

        1.  Messages that only apply to a minority of individuals; see
            Section 5a1.

        2.  Advertising or soliciting commercial activities or services.

        3.  Retirement announcements (unless member of Management
            Board).

        4.  Funeral and death notices for any person other than current
            or former FAA employees (including contractors).

        5.  Voluntary and emergency leave donor requests.

        6.  CFC event announcements

        7.  Job announcements.

        8.  Any newsletter type of message.

        9.  Personal messages of any kind. (i.e. thank-you for donations
            of leave, lost & found, etc).

        10. Special interest group type messages.

        11. Awards, upcoming ceremonies.

    c.  **Broadcast Message Content:** The messages must adhere to the
        following:

        1.  Messages must be brief and include no more than two screens
            worth of data.

        2.  Messages must include a contact person with an email address
            and phone number to which recipients can reply or contact
            with questions.

        3.  Messages can include links to more detailed information.

        4.  Messages must not be in all upper-case letters.

        5.  Messages cannot contain attachments.

        6.  Messages cannot contain graphics, clipart, color or
            animation, etc.

        7.  Messages must not contain multiple font sizes, styles,
            attributes or animation, etc.

        8.  Messages must not contain scanned images of signatures.

6.  **SUBMISSION PROCESS:**

    a.  The Broadcast Message author is responsible for preparing the
        message, including any special instructions necessary, and
        sending the message to *their* Regional BMC for review and
        possible distribution even if the message is for another region.
        The message must be submitted using the Lotus Notes mail system;
        the Regional BMC cannot accept facsimiles, handwritten / typed
        messages, phone requests or walk-ins as forms of request for a
        Broadcast Message. Depending on the region of the author, the
        message will be submitted to one of the Functional mailboxes
        listed in Appendix A.

    b.  Please carefully consider who your intended audience is and
        whether they will be receptive to the Broadcast Message.

    c.  Enter \"Broadcast Message:\" on the message Subject Line
        followed by the subject, as you want it to appear in the
        broadcast. The words \"Broadcast Message:\" will be removed from
        the Subject Line before transmission. The message may be delayed
        for coordination if your subject heading is too general, too
        long, or if it is omitted.

    d.  Include a POC for the sending of the message as well as any
        special instructions at the top of the message. Include the
        scope of targeted audience (whether the message is to be sent to
        all of the LOB within one region, all of the LOB throughout the
        agency, all of one region, or all of the agency).

    e.  Separate these special instructions from the message using a
        line of asterisks. These instructions, and the asterisks will be
        removed before the message is submitted for broadcast.

    f.  The BMC that distributes the message will delete all special
        instructions and the line of asterisks before transmitting the
        Broadcast Message.

    g.  Replies from the Broadcast Message will be sent to the point of
        contact(s) listed in the Broadcast Message.

7.  **REVIEW PROCESS:** A review process has been designed to ensure
    that the established Broadcast Messages guidelines have been meet.
    All mailings are required to adhere to the review process to ensure
    infrastructure readiness, readability, and to verify management
    approval. The review process is initiated by sending a message to
    the Regional BMC.

    a.  The Broadcast Message must support the mission, goals, or
        objectives of the FAA.

    b.  All Broadcast Messages require approval from the Regional BMC
        prior to being submitted to the RMAT Lead or National BMC.

    c.  Messages will be reviewed for readability, must be free of
        spelling errors, and must follow the guidelines in Section 5.

    d.  Messages will be reviewed for distribution (who will receive the
        message), and if approved, will be forwarded accordingly.

        1.  When the message has been reviewed and is sent to 2 or more
            regions, a "header" will be added that explains why the
            message was sent to "this" request mailbox. That way when
            the 2^nd^ (or more) region(s) receive the message they don't
            treat it as if it were just starting off in the review
            process.

        2.  When the message has been reviewed and is sent to 1 or more
            LOB(s), a "header" will be added that explains why the
            message was sent to "9-AWA-Request-Broadcast". That way when
            the one (or more) LOB(s) receive the message they don't
            treat the message as if it were just starting off in the
            review process. 9-AWA-Request-Broadcast will forward the
            message to the appropriate LOB BMC.

    e.  Regional BMC has the discretion to post messages to a Discussion
        Database if they are not suitable for broadcast. Rejected
        messages will be returned to the author with an explanation as
        to why the message was returned, and if appropriate offer
        alternate suggestions.

Some of the alternate methods available to you are:

-   Use Organizational mailing lists and/or personal mailing lists to
    direct your message to specific groups of people.

-   Post your messages to any number of Discussion Databases. Every FAA
    employee receives one Broadcast Message per week containing links to
    all of these Discussion Databases.

-   Messages that are posted to discussion databases do not have to
    follow SOP guidelines for broadcast message format. Because these
    messages are not broadcast they may contain pictures, multiple font
    size, graphics and may be in color. Messages posted to one of the
    discussion databases still need to be 5mb in size or smaller.
    Messages over 5mb will not be posted to any of the discussion
    databases.

-   Discussion Databases have been created to house information
    pertaining to:

    -   CFC Events.

    -   Retirement announcements and retirement parties.

    -   Voluntary leave donation requests.

    -   Recent death notices of FAA employees and their immediate
        family.

    -   Other special interest messages.

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-   All databases have delete policies; consult the individual "About"
    documents for the retention policy of that database.

-   Post your messages to an FAA Intranet or Internet site. Due to
    different procedures in each region, contact your local Webmaster
    about posting to an Intranet or Internet site.

    a.  The RMAT Lead for each region or ASU-500 determines priority
        status of a message, as content warrants.

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-   If URGENT priority, add the word "URGENT" to the beginning of the
    Subject.

-   If URGENT priority, Forward the message as URGENT PRIORITY to the
    appropriate 9-XXX-Broadcast mailbox.

-   If URGENT priority, notify the person/group/POC responsible for the
    9-XXX-Broadcast mailbox that you are forwarding the message to.

-   If NOT URGENT priority, Forward the message as NORMAL to the
    appropriate 9-XXX-Broadcast mailbox.

    a.  All URLs, hotlinks, e-mail addresses, phone numbers and so on
        that are contained in the Broadcast Message *must be in working
        order*.

8.  **TRANSMISSION OF BROADCAST MESSAGES:** Delivery guidelines have
    been established to ensure that the delivery of Broadcast Messages
    will not slow or otherwise impair the performance of the messaging
    infrastructure. All agency wide Broadcast Messages will be sent
    Monday thru Friday between 8 p.m. EST and 5 a.m. EST. It is
    recommended that Region wide Broadcast Messages be sent between 5
    p.m. and 5 a.m. local time.

    a.  Messages may take several days due to the review process, please
        plan accordingly.

    b.  Messages will be handled on a first come first serve basis
        unless there is a legitimate business reason for taking
        priority.

    c.  All messages that have completed the review process will be
        delivered without further approvals.

    d.  All messages will be sent out with \"Low\" priority and blind
        carbon copy (BCC). Using the bcc feature will prevent mail
        storms when users reply using the "Reply to all" feature.

    e.  Delivery options will be set so that replies are directed back
        to a Point of Contact named in the message.

    f.  Each message will be broadcast no more than one time with the
        exception of one correction. The Broadcast Message system will
        not be available for follow-up or reminder announcements.

    g.  Special instructions included with the Broadcast Message will be
        deleted before the message is distributed.

**[Appendix A]{.underline}**

The Functional mailboxes for each RBMC will be listed as such:

1.  9-AAL-Request-Broadcast

2.  9-ACE-Request-Broadcast

3.  9-ACT-Request-Broadcast

4.  9-AEA-Request-Broadcast

5.  9-AGL-Request-Broadcast

6.  9-AMC-Request-Broadcast

7.  9-ANE-Request-Broadcast

8.  9-ANM-Request-Broadcast

9.  9-ASO-Request-Broadcast

10. 9-ASW-Request-Broadcast

11. 9-AWA-Request-Broadcast

12. 9-AWP-Request-Broadcast

13. 9-NATL-Request-Broadcast

**[Appendix B]{.underline}**

The Functional mailboxes for each RMAT Lead (or designated person) will
be listed as such:

1.  9-AAL-Broadcast

2.  9-ACE-Broadcast

3.  9-ACT-Broadcast

4.  9-AEA-Broadcast

5.  9-AGL-Broadcast

6.  9-AMC-Broadcast

7.  9-ANE-Broadcast

8.  9-ANM-Broadcast

9.  9-ASO-Broadcast

10. 9-ASW-Broadcast

11. 9-AWA-Broadcast

12. 9-AWP-Broadcast

13. 9-NATL-Broadcast

**[Appendix C]{.underline}**

**Distribution Options Chart for handling broadcast message requests**

  --------------------------- ------------- -------------- ----------- --------------------------
  **TYPE OF MESSAGE**         **Broadcast   **Regional**   **Include   **HOW TO HANDLE**
                              Message**                    in Weekly   
                                                           Links       
                                                           Message**   

  Administrator Messages/AOA  **x**                                    MASS MAILER or equivalent
  Highlights Report                                                    

  Appearances of              **x**         ** **          **x**       Ordinarily one broadcast
  Administrator or Secretary                                           message

  Business information of     **x**         ** **          **x**        
  interest to many people                                              
  (e.g., PRISM training;                                               
  voucher payment schedules)                                           

  Security Information        **x**         ** **                      Send to affected
                                                                       organizations (broadcast
                                                                       if more than 2
                                                                       organizations; not
                                                                       national if only
                                                                       headquarters)

  Building                    **x**         **x**                      Message
  management/maintenance                                               locations/organizations
  issues or problems                                                   affected only

  Special Events (Business,                 ** **          **x**       
  Information, Association,                                            
  CFC)                                                                 

  Theme Months                **x**         ** **          **x**       One broadcast message per
                                                                       month

  Retirement/Departure Events               ** **          **x**       

  Lost Items/Found Items      ** **         **x**          **x**       Post to the Miscellaneous
                                                                       Database

  Deaths & Funerals \--       **x**         ** **          **x**       One message w/contact name
  employee/former employee                                             for further info and post
                                                                       to Farewells Database

  Deaths & Funerals \--       ** **                        **x**        Post to Farewells
  family and non-employee                                              Database

  Leave Donor Requests        ** **                        **x**        Post to VLTP Database

  Job Announcements           ** **         **x**          **x**       LOB may choose to post to
                                                                       community bulletin board

  Newsletters                 ** **                        **x**        Post to Newsletters
                                                                       Database

  Detail Opportunities        ** **         **x**          **x**       May also use mailing list
                                                                       for area of consideration

  Advertisements (commercial  ** **         ** **          ** **       Not appropriate for FAA
  activities or services)                                              e-mail system

  Personal messages (e.g.,    ** **         ** **          ** **       Not appropriate for FAA
  thank you messages)                                                  e-mail system
  --------------------------- ------------- -------------- ----------- --------------------------

**[Appendix D]{.underline}**

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