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HSO SPOTLIGHT No. 013 -2008:
Format for submitting updates to the list of individuals
authorized to receive both Express Mail and mail sent
to the classified mailing addresses (CMAs)
| What is the issue: |
Using the correct format for updating
both the Express Mail and PO Box CMA mail registries |
| Why do we need this?: |
To ensure the Mail Room is provided complete,
accurate and timely contact information for those
individuals authorized to receive controlled mail |
| Who is impacted?: |
All Headquarters Security Officers |
| What does the HSO need to do?: |
Review and follow the procedure
identified below. |
Headquarters Security Officers (HSOs) are required
to provide the Headquarters Technical and Information
Security Team (HS-1.31) with the list of cleared individuals
who are authorized to receive both Express Mail and
PO Box CMA mail for their respective organization.
Included with the list of names should be both the
phone number and room number for each individual listed.
Both mail registries are maintained by HS-1.31 and
all changes are forwarded to the Mail Room personnel
for immediate implementation. Changes in authorized
designees must be immediately sent by the HSO to HS-1.31
to ensure timely implementation.
Effective immediately, all emails to update either
mail registry, or both registries, must be sent to
Johnny.giffin@hq.doe.gov
AND tina.vaughen@hq.doe.gov
AND laurie.mckinley@hq.doe.gov.
All three individuals should be on the list of addressees
to ensure timely revision of the mail registries.
The email should contain the following information:
Building the individual is authorized to receive
material in,
Change Action (Add or Delete) Requested,
Name of Designee and Clearance Level, Room Number,
and Telephone Number
Organization Code and/or Organizational Name
Example:
Germantown
| ADD: Jane Doe |
Q |
HS-1.31 |
F-308 |
x3-xxxx |
| Delete: John Doe |
Q |
HS-1.31 |
F-308 |
x3-xxxx |
Forrestal
| ADD: Jane Doe |
Q |
HS-1.2 |
5B-121 |
x6-xxxx |
| Delete: John Doe |
Q |
HS-1.2 |
5B-121 |
x6-xxxx |
If you have any questions regarding this Spotlight,
contact the Headquarters Technical & Information Security
Team at 3-9990.
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