CHAPTER 3. RECORD COMMUNICATIONS SERVICES

Section 1. Purpose

3-1. GENERAL. The Office of Administrative and Management Services

manages the Department\'s Record Communications Services. The

record communications program is designed to provide the

broadest and most responsive means of transmitting record

communications to satisfy known applications of office

managers Nationwide. This Chapter describes the policies and

guidelines governing the utilization of facilities and

services. Messages shall be dispatched via the most

economical and efficient method. In Headquarters, the

Communications Center Supervisor makes the determination. In

Field Offices, the office responsible for record

communications operations has this responsibility.

Section 2. Description of Services and Equipment

3-2. HUD TELETYPEWRITER SYSTEM (HTS). The HUD teletype system is

an integral part of the GSA Advanced Records System (ARS),

Terminals are employed generally in all offices to provide

point-to-point transmission and receipt of conventional

teleprinter messages between HUD offices, other Federal and

State agencies, military installations, institutions,

commercial systems, and private individuals. HTS permits any

official message to be transmitted to any destination in the

free world. It also permits access into the worldwide

stations of Autodin Commercial TELEX, TWX, and Public Message

Service. Generally, the message(s) are received

simultaneously when transmitted, and with assurance of

receipt, even during non-business hours.

a\. Generally, the terminal installed in most offices is a

Model 33 ASR or Model 35 ASR. The type installed depends

upon the volume of traffic and special characteristics of

communications handled at a given location. Both

terminals have four-row keyboards, similar to electric

typewriters and operate at 100 wpm. Instructions and

operating procedures for each are contained in the HUD ARS

Operating Procedures Handbook 2242.1, HUD Teletype

Operations, Job Performance Aid (JPA), and the GSA/ARS

Subscribers Station Operating Manual.

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(3-2) b. The ARS network is designed to interconnect not only

conventional teletypewriter terminals, but may also

accommodate a variety of other compatible teletype

terminals; e.g., Terminet 30, Xerox 800C, Texas

Instruments Model 765, NBI, and Wang. To meet the

specifications of the network, other terminals must

operate in a half-duplex mode, communicate in ASCII and

have the capacity to interface the network via an EIA

cable. Requests for compatible terminal installations

must be reviewed and approved by the Office of Information

Policies and Systems before approval by the Director,

Office of Administrative and Management Services.

3-3. FACSIMILE SYSTEM. Facsimile transceivers are installed in all

offices except offices collocated with GSA Communications

Center (COMCENS). Facsimile units are provided only to

augment the teletypewriter, mail, and other communications

services. Facsimile transmissions shall be limited to the

transmission of charts, forms, maps, or other graphic

materials not suitable for teletype.

a\. HUD\'s facsimile network can interface with any HUD or

non-HUD office in the contiguous States.

b\. HUD\'s facsimile units (except Headquarters) have no

multi-address capability and are, therefore, limited to

single point-to-point transmissions.

c\. Facsimile transmission does not provide a printed

acknowledgment of the message.

d\. Facsimile messages are subject to distortions and/or

nondelivery, due to the fact that unconditioned voice

lines are used to accomplish facsimile transmissions.

3-4. MAILGRAM SERVICE. Mailgram service is an electronic mail

service that provides for the transmission of official

messages through the ARS to a Western Union computerized

distribution system to post offices throughout the continental

United States, Canada, Alaska, and Hawaii. A MAILGRAM filed

with the teletype station operator before 4 p.m. (Eastern

Time) is delivered by the postal carriers to the addressee on

the first mail delivery of the following day.

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(3-4) a. Mailgram service permits offices to send one text to as

many as 100 addressees on one transmission. They may be

transmitted to recipients in private homes, business

offices, or vitually to any other section of the American

community.

b\. Messages are delivered in a distinctive sealed envelope to

ensure attention and privacy.

c\. Mailgram service offers computer storage of mailing lists.

In Headquarters only, the added capability exists to store

frequently used letter text and key paragraphs.

3-5. OPTICAL CHARACTER READER (OCR) - HEADQUARTERS ONLY. An OCR is

a high-speed reader that is capable of scanning up to 200

pages of typed material per hour and storing the text on

diskette for transmission over the teletypewriter network

(ARS). Documents prepared to meet OCR specifications may be

transmitted without being retyped by Communications Center

Personnel. OCR accepts input data from any typewriter with

Prestige Elite 143, IBM OCR-B 210, Courier 10, and Gothic

elements, or print wheels.

Section 3. Use of Record Services

3-6. MESSAGE PREPARATION. Standard Form-14, Telegraphic Message,

is prescribed for use in preparing official messages for

teletypewriter transmission. Facsimile messages, lengthy

messages, and OCR messages may be processed with a cover SF-14

(see Appendix 1 for example). Each standard form must be

signed by an official designated to release messages.

Documents without such signatures will not be transmitted.

a\. In no case shall any message which is to any degree

personal in nature be transmitted as \"official\" via any

facility.

b\. Program heads are responsible for designating officials

authorized to release electronically transmitted messages.

In Headquarters, the Administrative Officer shall provide

the Communications Center Supervisor with a list of

signatures of individuals designated releasing authority.

This signature list must be kept current.

c\. Field Offices also shall maintain current signature lists

of individuals authorized to release messages, as cited in

\"b\" above. Offices responsible for communications

operations shall review each message for official contents

and validate the signature prior to transmission.

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(3-6) d. When MAILGRAM service is desired, the word MAILGRAM must

be typed or printed prominently in capital letters on the

Standard Form-14, Telegraphic Message, in the space

designated \"Message to be Transmitted.\" The ZIP code and

complete address must be included in the designated

address.

e\. OCR messages shall be prepared using one of the elements/

printwheel defined in Paragraph 3-5. Text must be typed

using a one-time (single strike) carbon ribbon.

3-7. RESERVED.

Section 4. General Administration

3-8. GENERAL. Field Offices are responsible for providing

personnel to operate record communications equipment. The

Communications Center services Headquarter\'s offices. In

Regional Offices where full-time operators are not provided,

duties generally shall be a part of an employee\'s regular

assignment. Any questions concerning procedures or operation

should be directed to the Headquarters Communications Center

Chief. The hours of operation shall be determined by

individual offices. When messages are received, the

addressee(s) shall be notified immediately.

3-9. RECORD COMMUNICATIONS LOGS. Incoming and outgoing message

logs shall be maintained at both the teletype and facsimile

terminal location to provide a record of processed messages.

(See Appendixes 2 and 3 for examples of record logs.)

3-10. PRIVACY OF COMMUNICATIONS. The privacy of communications is

protected by law and must be maintained. Any disclosure of

information contained in messages, whether or not it is

specifically classified, is strictly prohibited (Section 605

and 501 of the Federal Communications Act of 1934, as

amended).

3-11. PHYSICAL SECURITY. Each Field Office is responsible for

ensuring that reasonable security protection is provided at

record system facilities under its control.

a\. Entrance ways should be equipped with doors and locks to

provide protection against intrusion when area is

unattended.

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(3-11) b. When pickup and delivery counter services are offered, a

dutch door arrangement is recommended. The lower portion

should be kept closed.

3-12. SERVICE OUTAGES.

a\. Teletypewriters (ARS). Generally, ARS equipment bears the

telephone number of the maintenance shop responsible for

restoring service. Each office should report initial

service interruptions or any other facility trouble to

this number. Controlling offices should maintain a record

of the date and time of each call. Prior to placing a

service call, station users should ensure that the cause

of the outage is not low paper, power, etc.

If service has not been restored, or if a satisfactory

response has not been received by the office within four

business hours, then the respective Advanced Record System

(ARS) Message Switching Center (MSC) should be notified.

The MSC should also be contacted when there is a chronic

or recurring problem. If the problem persists,

controlling offices should report the problems to the

Communications Management Branch. The MSC for any given

area depends on the first two (2) digits of your address

code; e.g., RUEVDFN 83187, 83 are the first two digits.

\(1\) For areas where the first two digits are

21-25-29-31-39-43-49-55-57-61-65-75 or 83, contact

should be made with the Romney MSC via FTS 933-1247 or

via teletype RUEVCSE 65101.

\(2\) For areas where the first two digit are

23-27-33-35-37-41-45-47-53-59-63-67-71-73 or 77,

contact should be made with the Austin MSC via FTS

734-7811 or via teletype RUCHNGN 59102.

b\. Facsimile Units. Initial failures/outages of a facsimile

transceiver, or the associated acoustic-coupler, must be

reported immediately to the local representative of the

firm providing service. The outage also should be

reported to the Headquarters Communications Center. A

record of the date and time of all failures must be

maintained for the purpose of certifying monthly invoices.

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(3-12) (1) If service is not provided, or if a satisfactory

response is not received from the servicing office

within 24 hours after reporting the outage, then the

using office should notify the Communications

Management Branch, via teletype message or by

telephone. The Communications Management Branch

should also be notified when there is a chronic or

recurring problem.

\(2\) For the purpose of keeping comprehensive information

concerning outages and other irregularities, each

office shall maintain a master station log. A steno

pad, notebook, etc., is adequate for these entries.

3-13. ORDERING OF EQUIPMENT AND SERVICES. Requests for new

installations, removals, changes, or relocation of any record

communications facility as defined herein must be submitted on

a form HUD-505 (Appendix 4) to the Director, Office of

Administrative and Management Services. Field Office requests

shall be submitted through or by the Regional Administrative

Services Divisions. To plan effectively for any of the above,

a minimum lead time of 30 working days or more is required.

a\. The request shall list, if new installation, a full

description of the facility or service desired, date

required, traffic volumes, origin and destination points,

estimated savings to be realized, and the person with whom

the request may be discussed.

b\. All requests shall be evaluated by the Communications

Management Branch, Headquarters, to ascertain the overall

cost and benefits to the Department and Government. To

ensure the most effective use of existing common-use

facilities, procurement of exclusive use equipment

generally will not be approved.

3-14. TELETYPE TRAINING. Requests for teletype training must be

submitted to the Director, Communications and Space Management

Division, on a form HUD-505. It is the responsibility of

Regional and Field Administrative Services Offices to ensure

that qualified operators familiarize other personnel with

operating procedures. This measure serves to reduce the need

for costly retraining, when prime operators duties are changed

or tenure is terminated.

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3-15. FACSIMILE BILLING. The Department is billed monthly for

facsimile equipment. Field Administrative Services Offices or

individuals responsible for the facsimile unit must notify the

Communications Management Branch of downtime for certification

purposes on a monthly basis. Failure to report periods of

inoperativeness results in a loss of Government funds.

3-16. ELECTRICALLY TRANSMITTED SIGNATURES. A teletypewriter or

impact device typing out the name of a signer indicates that

the original was signed. The facsimile units reproduce an

exact copy of the signature. Either type is a duplicate.

Federal Rules of Evidence 1003 states: \"A duplicate is

admissible to the same extent as an original unless (1) a

genuine issue is raised as to the authenticity of the original

or (2) in the circumstances it would be unfair to admit the

duplicate in lieu of the original.\"

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