RD Instruction 2006-W

PART 2006 - MANAGEMENT

Subpart W -- Policies for Rural Development E-Mail

## [TABLE OF CONTENTS]{.underline}

[Sec]{.underline}. [Page]{.underline}

2006.1101 Purpose. 1

2006.1102 Applicability and scope. 1

2006.1103 - 2006.1104 \[Reserved\] 1

2006.1105 Policy. 1

2006.1106 Responsibilities. 2

\(a\) Customer Service Division (CSD). 2

\(b\) Owners of E-Mail Lists. 3

2006.1107 - 2006.1108 \[Reserved\] 3

2006.1109 Official Correspondence via E-mail. 3

2006.1110 Unofficial Correspondence via E-mail. 4

2006.1111 - 2006.1112 \[Reserved\] 4

2006.1113 Development and Maintenance of E-mail Listings. 5

Exhibit A - E-Mail Address Lists for Rural Development.

Exhibit B -- New E-Mail List Request.

Exhibit C -- E-Mail List Change Request.

## 

## 

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(07-26-06) PN 400

RD Instruction 2006-W

Part 2006 - MANAGEMENT

Subpart W -- Policies for Rural Development E-Mail

§ 2006.1101 [Purpose]{.underline}.

This Instruction establishes policies and procedures to ensure the
quality of e-mail correspondence in Rural Development. The first
procedure entails the use of official e-mail lists, including ensuring
that replies are properly directed to the intended recipient. The second
procedure concerns participation in the Chief Information Office's
(CIO), Customer Services Division (CSD) e-mail list maintenance service.

§ 2006.1102 [Applicability and Scope]{.underline}.

This Instruction applies to the use, modification or development of
official e-mail lists which have been developed and are maintained by
CSD.

§§ 2006.1103 - 2006.1104 \[Reserved\]

§ 2006.1105 [Policy]{.underline}.

The newsbox e-mail lists are the official lists to issue official
directives such as Administrative Notices and unnumbered letters. A
message must be posted to the mailbox using the same procedure as when
sending mail to other people. The list address is the name of the list,
followed by the name of the server where it is hosted. See Exhibit A to
select the list name and address. Please keep in mind that authority to
use specific lists must be obtained prior to that list's use.

\(a\) The newsbox server utilizes the LISTSERV software which does not
provide a message delivered receipt to the sender. Therefore, if an
acknowledgement is required, please request the recipient to send a
message to a designated contact person. Users should be advised that the
"Reply" feature does not respond in the same manner as it does on your
personal mailbox. Using the "Reply" feature through the LISTSERV sends
the comment or reply to **all** recipients on the list not just to the
person generating the message. To ensure that responses are received by
the intended recipient, please add the following statement at the top of
the message being sent:

> ***\*\*\*\*\*\*\*\*Please Do Not Reply To This
> Message\*\*\*\*\*\*\****
>
> ***If you reply to this message, your private comment will not reach
> the intended recipient. Send your reply to ([insert contact's name,
> phone number, e-mail address, etc]{.underline}). Thank you.***

DISTRIBUTION: WS Administration

Management

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RD Instruction 2006-W

§ 2006.1105 (Con.)

\(b\) Below the above statement, the sender [must]{.underline} include
another statement that indicates who the electronic mail message is
addressed to. Your statement should contain the [Purpose
Name]{.underline} associated with the e-mail address for the [List
Name]{.underline} that you selected. **Example**: On the "TO" line, the
sender keyed in the following e-mail address from Exhibit A:
<allrdnoemp@newsbox.usda.gov>. The statement would read as follows:

***This electronic mail message has been sent to All Employees in
Washington D.C.***

\(c\) After submitting the e-mail message, the message will be held by
the LISTSERV server on USDA's newsbox system until its release is
approved by the list owner. The sender will receive a message similar to
the following:

**Example: "Your message dated Mon, 22 Mar 2005 14:51:56 -- 0500 with
the subject "Vacancy Announcement" has been submitted to the moderators
of the AO list."**

\(d\) The e-mail list moderator receives and releases all incoming
messages. The moderator decides whether to post the message to all the
members or to reject the message. To avoid having a request rejected,
users should obtain proper clearances before attempting to send a
message. If the message has not been approved prior to submission, the
moderator will notify the sender that his/her message was rejected. If
the message has been approved, the moderator will notify the sender that
their message was released.

§ 2006.1106 [Responsibilities]{.underline}.

\(a\) [Customer Service Division (CSD)]{.underline}. The CSD will:

\(1\) Perform quarterly reviews and updates to all Rural Development
e-mail lists.

\(2\) Use a Gains & Losses report provided by the Human Resources
Division as the basis to keep the "all Rural Development National Office
Employees" list accurate and complete. Volunteers and contractors will
not be included in the Gains and Losses report.

\(3\) Utilize an e-mail management software program called LISTSERV.
LISTSERV has made it easy to administer e-mail lists, by automating the
functions that would otherwise have to be done manually.

> 2
>
> RD Instruction 2006-W

§ 2006.1106(a) (Con.)

\(4\) Maintain a master inventory (Exhibit A) of all current and
approved e-mail lists that identifies the "List Owner" within a defined
organizational entity, the purpose of the list, and who may use the
list.

> \(5\) Support "Special Purpose" mail lists (e.g. Administrative
> Officers, National Office Officials) as a service to Rural Development
> employees and offices that are located in Washington, DC. These lists
> will be updated and maintained by designating the owner for each
> "Special Purpose" list who will approve list changes and send change
> requests (i.e., forms) to Customer Services Division.

\(b\) [Owners of E-Mail Lists]{.underline}. The designated owners will:

\(1\) Be responsible to ensure that the list is used according to Rural
Development and Departmental policies, as well as for following the
established clearance process, discussed more fully in the section
below.

\(2\) Follow the process discussed on Page 5, establish who may use
their list, and to change information pertaining to an existing e-mail
list.

§§ 2006.1107 - 2006.1108 \[Reserved\]

§ 2006.1109 [Official Correspondence via E-mail]{.underline}.

Official correspondence includes but is not limited to Official
Announcements, unnumbered letters and Administrative Notices. Any and
all correspondence that is sent to all Rural Development employees is
official correspondence.

\(a\) Authors of official correspondence must follow established
clearance procedures. Authors must obtain approval as outlined in RD
Instruction 2006-A and RD Instruction 2006-D for all official
correspondence, including those sent via e-mail.

\(b\) Upon final approval, the correspondence will be released to the
author for distribution. The author will e-mail the correspondence to
the appropriate list as defined in Exhibit A annotating the electronic
mail statement with the date, time and organization. The CSD will obtain
the authorization to release the message from the appropriate list
owner.

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RD Instruction 2006-W

§ 2006.1110 [Unofficial Correspondence via E-mail]{.underline}.

The CSD adheres to all official policies for unofficial correspondence.
These policies are described in the Departmental Regulation 3300-1, and
are as follows:

\(a\) "The use of telecommunications equipment and services (telephones,
facsimile, electronic messaging, computer equipment, and the Internet)
by all USDA employees shall be in accordance with the requirements of 5
C.F.R., Part 2635, Subpart G, Sections 704 and 705, and the United
States Office of Government Ethics document, Standards of Ethical
Conduct for Employees of the Executive Branch.

\(b\) This policy authorizes the limited personal use of
telecommunications resources by USDA employees in the workplace on an
occasional basis provided that the use involves minimal expense to the
Government and does not interfere with official business. Occasional
personal use of telecommunications resources shall normally take place
during the employees' personal time. Telecommunications resources and
official time shall not be used to earn outside income. Employees shall
not use telecommunications resources or official time for private gain.
Employees shall exercise common sense and good judgment in the personal
use of telecommunications resources. Official Government business always
takes precedence over the personal use of telecommunications resources.

\(c\) While the occasional use of telecommunications resources in
moderation is acceptable, uses not conforming to this order are strictly
prohibited. So, employees are expected to conduct themselves
professionally in the workplace and to refrain from using
telecommunications resources for activities that are inappropriate or
offensive to co-workers or the public, such as the use of sexually
explicit materials or remarks that ridicule others on the basis of race,
creed, religion, color, sex, handicap, national origin, or sexual
orientation. Pursuant to the authority vested in the Inspector General
Act, 5 U.S.C., appendix 3, section 1-12, the Office of Inspector General
is exempt from the provisions in this directive for mission-related
activities only."

§§ 2006.1111 - 2006.1112 \[Reserved\]

## 4

##  

RD Instruction 2006-W

§ 2006.1113 [Development and Maintenance of E-mail
Listings]{.underline}.

\(a\) To create an official Rural Development e-mail list, it must be
approved by a Division Director or above and the list "owner" must be
identified. That individual is the point of contact for that specific
list and is responsible for the list contents and authority to use the
list. The list owner should complete the form in Exhibit B and submit it
via e-mail to
[ra.dcwashing3.rdlistrelease](mailto:ra.dcwashing3.rdlistrelease@usda.gov);
or deliver to CSD, Room 2113, USDA-South Building and/or via FAX (202)
692-0046. The CSD will incorporate changes within 10 work days of
request receipt date. The request should include the following:

\(1\) List name

\(2\) List members' names

\(3\) List members' e-mail addresses

\(4\) List purpose

\(b\) To modify an official Rural Development e-mail list, it must be
requested by the owner of that particular e-mail list. The list owner
should complete the form in Exhibit C and submit it via e-mail to
[ra.dcwashing3.rdlistrelease](mailto:ra.dcwashing3.rdlistrelease@usda.gov),
or deliver to CSD, Room 2113, USDA-South Building and/or via FAX (202)
692-0046. CSD will incorporate changes within 3 work days of the request
receipt date.

\(1\) On Exhibit C, indicate the e-mail list you wish to change. Select
a change description category and complete the requested information.
Multiple requests may be included on the submitted form.

\(2\) To create a new user, the request must include correct spelling of
user's name and e-mail address. If user's name is different from the
e-mail address, please include both.

\(3\) To delete an existing User, indicate how the user's name and
e-mail address appears in the current list.

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RD Instruction 2006-W

§ 2006.1113(b) (Con.)

\(4\) To revise an e-mail list, the request must include the current
user's name, e-mail address and the revised information.

\(5\) Division Directors may submit Exhibit C to CSD for volunteers and
contractors to be added to the all Rural Development employee listing.

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## 6

##  

## RD Instruction 2006-W

## Exhibit A

## Page 1

## 

## 

**E-Mail Address Lists for Rural Development**

**All Employee Lists:**

**Authority**

**[List Name]{.underline} [Owner]{.underline} [Purpose Name]{.underline}
[To Use]{.underline}**

[allrdnoemp@newsbox.usda.gov](mailto:allrdnoemp@usda.gov) DAOM All
employees in DAOM

Washington, DC

<allrdstlemp@newsbox.usda.gov> DAOM All employees in DAOM

> St. Louis, MO

[allrdfieldemp@newsbox.usda.gov](mailto:allrdfieldemp@usda.gov) DAOM All
employees in DAOM

Field Offices

<omallwdc@newsbox.usda.gov> DAOM All Operations and DAOM

Management employees

Washington, D.C.

<omallstl@newsbox.usda.gov> DAOM All Operations and DAOM

Management employees

St. Louis, MO.

[rbs-all@newsbox.usda.gov](mailto:rbs-all@usda.gov) RBS ADM All RBS
employees RBS ADM

<alldcbue@newsbox.usda.gov> Union All DC Bargaining Union

Union Employees

**Special Purpose Lists:**

**Authority**

> **[List Name]{.underline} [Owner]{.underline} [Purpose
> Name]{.underline} [To Use]{.underline}**

<rdusec@newsbox.usda.gov> Under Under Secretary's DAOM

Secretary Staff USEC

> Staff

<statedirs@newsbox.usda.gov> DAOM State Directors DAOM

<regs@newsbox.usda.gov> Director Regulations Support

Support Services

Services Div. Div.

<ao@newsbox.usda.gov> DAOM Administrative DAOM

Program Directors

(10-05-07) PN 413

## RD Instruction 2006-W

## Exhibit A

## Page 2

## 

**Authority**

**[List Name]{.underline} [Owner]{.underline} [Purpose Name]{.underline}
[To Use]{.underline}**

<ffisfield@newsbox.usda.gov> CFO FFIS users in field Budget

Budget offices Division

Division

## 

<ffisnat@newsbox.usda.gov> CFO FFIS users in Budget

Budget Washington, D.C. Division

Division

<dcsupv@newsbox.usda.gov> Director Supervisors in Human Mission Area
Washington, DC Resources

Personnel

Services Div.

<mco@newsbox.usda.gov> Director Management Control Financial

Financial Officers Management

Management Division

<noofficials@newsbox.usda.gov> DAOM National Office DAOM

Officials

[hrm@newsbox.usda.gov](mailto:hrmstc@newsbox.usda.gov) HR Human
Relations HR

Managers

<stc@newsbox.usda.gov> HRTD State Training HRTD

Coordinators

<itstaff-wdc@newsbox.usda.gov> Director Chief Information Customer
Services Office Staff Services

Division Washington, D.C. Division

<Itstaff-stl@newsbox.usda.gov> Director Chief Information Customer

Services Office Staff Services

Division St. Louis, MO. Division

<statefbci@newsbox.usda.gov> DAOM State Faith Based DAOM

and Community

Initiatives

<Program-area-liaison@newsbox.usda.gov> Director Rural Development
Customer

Customer Program Services

Services Area Liaisons Division

## <foiapocs@newsbox.usda.gov> AAPAS/SSD FOIA Coordinators AAPAS/SSD

##  

## RD Instruction 2006-W

## Exhibit A

## Page 3

**Authority**

**[List Name]{.underline} [Owner]{.underline} [Purpose Name]{.underline}
[To Use]{.underline}**

## 

## <adrc@newsbox.usda.gov> ADR ADR Coordinators ADR

## 

## <tca-opc@newsbox.usda.gov> SSD Travel Card Support

##  Agency/Org. Services

##  Program Coord. Division

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## RD Instruction 2006-W

## Exhibit B

## Page 1

## 

## 

**NEW E-MAIL LIST REQUEST**

***Email List Owner Information:***

**Name
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

**Organization \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Division\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Branch
\_\_\_\_\_\_\_\_\_\_\_\_\_**

**List Purpose
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

**Telephone Number \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_Request Date
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

**Proposed New List Name
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

**Division Director's Name/Signature
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

***New Members:***

**List New Member E-Mail address and name in MSWord format:**

**(EX. <John.doe@usda.gov> John Doe)**

**Total New Members
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

**Deliver completed request to Customer Services Division, room 2113,
South Building or via e-mail to ra.dcwashing3.rdlistrelease**

**CSD USE ONLY:**

**Date Request Received
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

**Date Request Completed
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

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## RD Instruction 2006-W

## Exhibit C

## Page 1

## 

## 

**E-MAIL LIST CHANGE REQUEST**

***Email List Owner Information:***

Name
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Telephone Number\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
Date \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

***List Information:***

Name of List Requiring
Change\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

***Change Information*:** (Select Appropriate Box)

Submit request to Customer Services Division (CSD), Room 2113 or via
e-mail to ra.dcwashing3.rdlistrelease

If you need assistance, please contact CSD on (202) 692-0069

Add a New Member Delete an Existing Member

Member's
Name\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

(Only complete if different from e-mail name)

Member's New Name and/or E-mail
address\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Change an Existing Member

Member's Former Name and E-mail Address:

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Member's New Name and/or New E-mail Address:

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Other Changes (Please Describe)

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**CSD Use Only:**

Date Request Received
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Date Request Completed
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

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