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SMG 2240.2

FDA STAFF MANUAL GUIDES, VOLUME III - GENERAL ADMINISTRATION

ADMINISTRATIVE SERVICES

MAIL ROUTING CODES

Effective Date: 04/30/1997

[PDF Version]

 1. Purpose
 2. Definition
 3. Policy
 4. Applicability
 5. Responsibility
 6. Procedures
 7. Effective Date

1. PURPOSE 

This Guide implements the policy for the assignment of FDA mail routing codes and procedures for requesting assignment of new codes.

2. DEFINITION 

A mail routing code consists of a combination of alpha and numeric characters, which identifies an organizational component or position for the purpose of routing mail within FDA. They are published in the FDA Administrative EASE database.

3. POLICY 

Mail routing codes will only be assigned to officially established organizational components and position titles, never to an individual by name.

4. APPLICABILITY 

This Guide applies to all Headquarters and Field organizations.

5. RESPONSIBILITY 

The Division of Facilities Operations, is responsible for assigning all mail routing codes.

6. PROCEDURES 

Requests for the assignment of mail routing codes must be made by memorandum to the FDA Mail Manager, HFA-215. The memorandum must:

1. List information as shown in the example below:

Office of Real Property Services

Division of Facilities Operations

FDA Mail Manager, FHSL, 1035, (301) 827-7216

2. Be signed by an organizational level no lower than branch chief or administrative officer and the mail code must be assigned at an organizational level no lower than a Unit.

3. List each employee affected.

If a new code is assigned, the Parklawn, Metro Park North II, and CPK 1 mailrooms will be informed, a desk-to-desk memorandum will be issued to all mailroom supervisors.

7. EFFECTIVE DATE 

The effective date of this guide is April 30, 1997.