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31 January 2001

NYGD 5010

UNCLASSIFIED OFFICE SYMBOLS & DISTRIBUTION - NYGD 5010 RECORD OF CHANGES (U)
CHANGE NUMBER ________ ________ ________ ________ COPY NUMBER _________ _________ _________ _________ DATE OF CHANGE ________ ________ ________ ________ DATE ENTERED _________ _________ _________ _________ POSTED BY ________ ________ ________ ________ REMARKS _____________________ _____________________ _____________________ _____________________

In accordance with the procedures contained herein, change recommendations to this directive will be forwarded to: Headquarters New York Guard 330 Old Niskayuna Road Latham, NY 12110-2224 ATTN: MNAG-CS

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UNCLASSIFIED OFFICE SYMBOLS & DISTRIBUTION - NYGD 5010 LIST OF EFFECTIVE CHANGES (U) CHANGE 0 The following is a list of effective pages. Use this list to verify the currency and completeness of your document. An "0" indicates a page in the original document. A notation of "(added)" indicates a new page addition. A notation of "(pen & ink)" indicates a published change without the page being reprinted. A change without notation indicates a replacement page was published. PAGE 1 2 I-1 thru I-2 II-1 thru II-2 III-1 thru III-2 IV-1 thru IV-2 A-1 thru A-6 B-1 thru B-2 Deleted Pages None. CHANGE 0 0 0 0 0 0 0 0

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OFFICE SYMBOLS & DISTRIBUTION - NYGD 5010 PREFACE BY ORDER OF THE COMMANDER OFFICIAL:
Digitally signed by JOHN F. BAHRENBURG cn=JOHN F. BAHRENBURG, ou=Commander NYG, o=Major General, c=US Date: 2001.02.05 09:57:47 -05'00' Reason: I am approving this document Headquarters NYG, Latham

JOHN F. BAHRENBURG
Major General, New York Guard Commander

1. Purpose. This publication sets forth format and procedures to govern the identification of originators and recipients of correspondence and provide for standard distribution procedures. It provides guidance for use by the Divisions in preparing their appropriate regulation or instructions. 2. Application a. Format and procedures established in this publication apply to all MACOMs of the New York Guard and their subordinate units. b. This publication is directive in nature. These formats, and procedures will be followed, except when, in the judgment of the commander, exceptional circumstances dictate otherwise. 3. Scope. This publication describes the development and use of Office Symbols and standard distribution procedures. 4. Basis. DMNA Pamphlet Number 25-50 dated 28 February 2000, subject: Office Symbols, and DMNA Pamphlet Number 25-31 dated 28 February 2000, subject: Publishing and Printing.

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OFFICE SYMBOLS & DISTRIBUTION - NYGD 5010 TABLE OF CONTENTS
CHAPTER I POLICY…………………………………………………………………………………….………….. 1. Correspondence……………………………………………………………………………….. 2. Distribution………………..…………………………………………………………….…….. II RESPONSIBILITIES…………………………………………………………………………………… 1. Commander of all New York Guard elements .……………………………………………….. III. OFFICE SYMBOLS…..……………………………….………………..……………………………… 1. Concept…..…………………………………………………………………………….……….. 2. Division of Military & Naval Affairs…………………………………………………………… 3. New York Guard……………………………………………………………………………….. 4. NYSG Office Symbol Extensions……………………………………………………………… 5. Mail…………………………………………………………………………………………….. 6. Correspondence………………………………………………….…………………………….. IV. DISTRIBUTIONS……..……………………………….………………..……………………………… 1. Concept…..…………………………………………………………………………….……….. 2. Division of Military & Naval Affairs…………………………………………………………… 3. New York Guard……………………………………………………………………………….. 4. Partial Distributions……………..……………………………………………………………… 5. Distribution Example..………………………………………………………………………….. 6. Correspondence and Orders…………………………………………………………………….. 7. Additional Distribution..………………………………………………………………………… PAGE I-1 I-1 I-1 II-1 II-1 III-1 III-1 III-1 III-1 III-1 III-1 III-2 IV-1 IV-1 IV-1 IV-1 IV-1 IV-1 IV-2 IV-2

APPENDIX A. DISTRIBUTION E, and EB - NEW YORK GUARD UNITS ………………………………………. B. DISTRIBUTION EA - HEADQUARTERS - JOINT STAFF………………………………………

A-1 B-1

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NYGD 5010

CHAPTER I
POLICY

1. It is the policy of the New York Guard that Office Symbols will be used on all internal and external correspondence to identify the originator of the correspondence and provide an accurate attention line for response. 2. It is the policy of the New York Guard that standardized distribution lists will be utilized to ensure a uniform method of distributing publications.

I-1

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CHAPTER II
RESPONSIBILITIES

1. Commanders of all New York Guard elements will; a. Ensure Office Symbols are used on all official correspondence to provide an accurate attention line for replies, and properly direct the correspondence. b. Ensure use of standard distribution schemes to improve the efficiency of publication within the New York Guard. c. Publish additional implementing regulations or instructions as deemed necessary. Commanders will exercise judgment in implementing and adding to requirements. This directive will be followed, except when, in the judgment of the Commander New York Guard, exceptional circumstances dictate otherwise. Conflicts will be resolved through recommended changes to this Directive. Commanders will not publish regulations or instructions that conflict with this Directive. d. Notify and provide copies of follow-on regulations or instructions to New York Guard Headquarters for review and approval.

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CHAPTER III OFFICE SYMBOLS 1. Concept. Office Symbols provide a uniform method to identify originators of correspondence and electronically transmitted messages, and to provide an accurate attention line for replies. They are also used as part of the address when forwarding correspondence and mailing to or from or within the New York Guard. 2. Division of Military & Naval Affairs (DMNA). The DMNA Office Symbols are contained in DMNA Pam 25-50. These symbols are initially a four (4) alpha code, starting with MN for Military & Naval. The New York Guard "Directorate" Office is MNSG. 3. New York Guard (NYG). The NYG will follow the DMNA protocol utilizing an initial four (4) alpha code of NYSG. This will differentiate between the DMNA NYG "Directorate" and the NYG drilling organization. 4. NYSG Office Symbol Extensions. Extension of the Office Symbols is essentially the use of the Chain-of-Command and Staff Positions as required. The Army standard is the use of dashes (-) to separate command levels, while the Air standard substitutes the use of slashes (/) for separations down to office level. Following are some examples: a. NYSG-CG. This is the Commanding General of the NYG. A complete listing of Headquarters and J-Staff Office Symbols is at Appendix B. b. NYSG-AR. This is the Army Division, NYG. Further extensions dashed or bracketed to signify Headquarters Staff Sections is at the discretion of the Division Commander. c. NYSG-AD. This is the Air Division, NYG. Further extensions slashed (/) to signify Headquarters Staff Sections is at the discretion of the Division Commander. d. NYSG-CM. This is the Civil Military Affairs Unit, NYG. Further extensions dashed or bracketed to signify Headquarters Staff Sections is at the discretion of the CMAU Commander. e. Extensions of the Division Symbol for army units would follow the same protocol, Brigade, Regiment, (Battalion), etc. Air Groups utilize their Group number IAW Air Force standards. Some examples are shown in Appendix A, subject to Division concurrence. 5. Mail. All mail addressed within the NYG will include appropriate office symbols for whom the mail is intended. Examples are as follows:

III-1

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COMMANDER NEW YORK GUARD ATTN: NYSG-CG 330A OLD NISKAYUNA ROAD LATHAM, NY 12110-2224 COMMANDER ARMY DIVISION, NYG ATTN: NYSG-AR-CG BLDG 119, CAMP SMITH CORTLANDT MANOR, NY 10567-5000

HEADQUARTERS NEW YORK GUARD ATTN: NYSG-J3 330A OLD NISKAYUNA ROAD LATHAM, NY 12110-2224 COMMANDER AIR DIVISION, NYG ATTN: NYSG-AD/CC 330A OLD NISKAYUNA ROAD LATHAM, NY 12110-2224

6. Correspondence. All correspondence will be IAW appropriate Army or Air standards. In the address (FOR:) line the Office Symbol of the addressee will be included. All correspondence will also include the office symbol of the originator to provide an accurate attention (ATTN:) line for response.

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NYGD 5010

CHAPTER IV DISTRIBUTION 1. Concept. Standard distribution codes provide for a uniform method of distributing publications of the new York Guard. 2. Division of Military & Naval Affairs (DMNA). The DMNA Distribution Procedures and Codes are contained in DMNA Pam 25-31. The New York Guard Unit Distribution is DISTRIBUTION E. This distribution is shown in Appendix A and is made as follows: 6 copies to HQ NYG. 4 copies to each Division HQs. 2 copies to each CMAU, Brigades, and Air Groups. 1 copy to each Battalion. 3. New York Guard (NYG). The NYG has expanded on the DMNA Distribution E with the additional standard distribution codes: a. Distribution EA. Shown at Appendix B, this is distribution to Headquarters and Joint Staff. b. Distribution EB. Shown at Appendix A, this is distribution to just the Major Commands (MACOMs). Distribution is 10 copies to Army Division and 5 copies to Air and CMAU. c. Distribution EO. Used for distribution of orders as shown below: Individual - 2 copies Each Commander in Chain-of-Command - 2 copies HQ NYG (MPJ) - 2 copies HQ NYG (Payroll if SAD w/pay) - 2 copies 4. Partial Distribution. The distribution codes can be limited through the addition of Distribution Numbers. Using the Army Division (App A, page A-1) as an example, E200 would go to all Army Division Units only; E210 would go to all 4th Brigade Units only; E211 would only go to the 1st Bn 21st Regiment NYG. Likewise, with the Joint Staff (app B, page B-1) EA3 would go to just the Personnel and Administrative Section. 5. Distribution Example. Listed below are examples of distribution symbols: a. Distribution to all units of the NYG to Battalion level would read: DISTRIBUTION: E b. Distribution to all Joint Staff would read: DISTRIBUTION: EA IV-1

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c. Distribution by Army Division to all its units down to Battalion level would read: DISTRIBUTION: E200 6. Correspondence and Orders. All correspondence and orders will include the distribution code at the lower left corner following the signature block. Example as follows: SIGNATURE BLOCK ………….. DISTRIBUTION: EB

7. Additional Distribution. Distribution beyond the New York Guard may utilize the DMNA Pam 25-31 codes for other State Military units or specifically identify the additional recipients.

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APPENDIX A DISTRIBUTION E, and EB - NEW YORK GUARD UNITS DISTRIBUTION NUMBER 100 NYG UNIT NUMBER OF COPIES E EB 6 0 NYSG

Commander Headquarters NYG 330A Old Niskayuna Road Latham, NY 12110-2225 Commander HQ NYG Army Division Building 119, Camp Smith Cortlandt Manor, NY 10567-5000
201

200

4

10

NYSG-AR

Commander HHC Army Division Building 119, Camp Smith Cortlandt Manor, NY 10567-5000 Commander 12th Training Regiment Building 405, Camp Smith Cortlandt Manor, NY 10567-5000 Commander 244th Clinic Building 407, Camp Smith Cortlandt Manor, NY 10567-5000 Commander HQ 4th BDE NYG 27 Masten Avenue Buffalo, NY 14204-1033
211 Commander 1 Bn 21st Regt NYG 145 Culver Road Rochester, NY 14620-1678 Commander 2 Bn 21st Regt NYG 128 Colonial Frive Horseheads, NY `4845-8531 A-1

0

0

NYSG-AR-HHC

202

1

0

NYSG-AR-12

203

1

0

NYSG-AR-244

210

2

0

NYSG-AR-4

1

0

NYSG-AR-4-21(1)

212

1

0

NYSG-AR-4-21(2)

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213

Commander 1 Bn 74th Regt NYG 27 Masten Avenue Buffalo, NY 14204-1033 Commander 2 Bn 74th Regt NYG 901 Main Street Niagara Falls, NY 14301-1109

1

0

NYSG-AR-4-74(1)

214

1

0

NYSG-AR-4-74(2)

220

Commander HQ 10th BDE NYG 99 South Lake Avenue Troy, NY 12180-3124
221 Commander 1 Bn 2nd Regt NYG 99 South Lake Avenue Troy, NY 12180-3124 Commander 1 Bn 3rd Regt NYG 1055 E. Genesee Street Syracuse, NY 13210-1808 Commander 1 Bn 6th Regt NYG 147 Warren Street Glens Falls, NY 12801-4534 Commander 1 Bn 102nd Regt NYG 85 West End Avenue Binghamton, NY 13905-3855

2

0

NYSG-AR-10

1

0

NYSG-AR-10-2

222

1

0

NYSG-AR-10-3

223

1

0

NYSG-AR-10-6

224

1

0

NYSG-AR-10-102

230

Commander HQ 14th BDE NYG 150-74 6th Avenue Whitestone, NY 11357-1235
231 Commander 1 Bn 71st Regt NYG 63 Babylon Turnpike Freeport, NY 11520-1830 Commander 1 Bn 142nd Regt NYG 1405 Old Country Road Riverhead, NY 11901-2026 A-2

2

0

NYSG-AR-14

1

0

NYSG-AR-14-71

232

1

0

NYSG-AR-14-142

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NYGD 5010

233

Commander 1 1 Bn 242nd Regt NYG 100 E. 5th Street Huntington Station, NY 11746-1900

0

NYSG-AR-14-242

240

Commander HQ 56th BDE NYG 955 Washington Street Peekskill, NY 10567-5815
241 Commander 1 Bn 56th Regt NYG 1 Quincy Place Yonkers, NY 10701-2708 Commander 2 Bn 56th Regt NYG 61 Market Street Poughkeepsie, NY 12601-3210 Commander 3 Bn 56th Regt NYG 355 South William Street Newburgh, NY 12550-5318

2

0

NYSG-AR-56

1

0

NYSG-AR-56-56(1)

242

1

0

NYSG-AR-56-56(2)

243

1

0

NYSG-AR-56-56(2)

250

Commander HQ 88th BDE NYG 643 Park Avenue New York, NY 10021-6122
251 Commander 1 Bn 8th Regt NYG 10 West 195th Street Bronx, NY 10468-3512 Commander 1 Bn 9th Regt NYG 68 Lexington Avenue New York, NY 10010-1830 Commander 1 Bn 15th Regt NYG 2366 5th Avenue New York, NY 10037-1028 Commander 1 Bn 47th Regt NYG 355 Marcy Avenue Brooklyn, NY 11206-4811 A-3

2

0

NYSG-AR-88

1

0

NYSG-AR-88-8

252

1

0

NYSG-AR-88-9

253

1

0

NYSG-AR-88-15

254

1

0

NYSG-AR-88-47

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255

Commander 1 Bn 51st Regt NYG 321 Manor Road Staten Island, NY 10314-2407 Commander 2 Bn 104th Regt NYG 93-05 168th Street Jamaica, NY 12180-3124

1

0

NYSG-AR-88-51

253

1

0

NYSG-AR-88-104

300

Commander HQ NYG Air Division 330A Old Niskayuna Road Latham, NY 12110-2225
310

2

5

NYSG-AD

NEW YORK GUARD 2 101st NYG - Emergency Operations Group 330A Old Niskayuna Road Latham, NY 12110-222533 NEW YORK GUARD 105th NYG - Air Group Stewart ANGB One Militia Way Newburgh, NY 12550-5043 NEW YORK GUARD 106th NYG - Air Group 150 Riverhead Road Francis S. Gabreski Airport Westhampton Beach, NY 11978-1294 NEW YORK GUARD 107th NYG - Air Group 9910 Guardian Street Niagara Falls, NY 14304-6001 NEW YORK GUARD 109th NYG - Air Group Stratton ANGB 1 Air National Guard Road Scotia, NY 12302-9752 NEW YORK GUARD 174th NYG - Air Group Hancock Field 6001 East Molloy Road, Bldg 174 Syracuse, NY 13211-7099
A-4

0

101NYG-EOG

320

2

0

105NYG-AG

330

2

0

106NYG-AG

340

2

0

107NYG-AG

350

2

0

109NYG-AG

360

2

0

174NYG-AG

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400

Commander Civil Military Affairs Unit 643 Park Avenue New York City, NY 10021-6198
410 Commander CMAU Det 1 NYG 643 Park Avenue New York City, NY 10021-6198 Commander CMAU Det 2 NYG 2 Quincy Place Yonkers, NY 10701-2708 Commander CMAU Det 3 NYG 184 Connecticut Street Buffalo, NY 14213-2485

2

5

NYSG-CM

1

0

NYSG-CM-1

420

1

0

NYSG-CM-2

430

1

0

NYSG-CM-3

TOTALS

E 61

EB 20

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A-6

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APPENDIX B DISTRIBUTION EA - HEADQUARTERS - JOINT STAFF SYMBOL NYSG-CA NYSG-DC NYSG NYSG-CG NYSG-ACO NYSG-ACL NYSG-COS NYSG-DCS NYSG-CSM NYSG-SPO NYSG-AG NYSG-J1 Section or Position Chairman of the Joint Staff Deputy Chairman Headquarters NYG Commanding General Assistant Commander Operations Assistant Commander Logistics Chief of Staff Deputy Chief of Staff Command Sergeant Major Special Project Officers Adjutant General Personnel and Administrative Section J1 Deputy J1 Intelligence Section J2 Deputy J2 Operations and Training Section J3 Deputy J3 Logistics Section J4 Deputy J4 Civil Military Affairs Section J5 Communications and Electronics J6 Affirmative Action Officer Chaplain Comptroller Engineering Staff Officer Inspector General Staff Judge Advocate Public Affairs Officer Surgeon Provost Marshall Dist # 0. 0a. 1. 1a. 1b. 1c. 1d. 1e. 1f. 2. 2a. 3. 3a. 3b. 4. 4a. 4b. 5. 5a. 5b. 6. 6a. 6b. 7. 7a. 8. 8a. 9. 10. 11. 12. 13. 14. 15. 16. 17. Total B-1 #Copies 1 1 6 1 1 1 1 1 1 2 1 2 1 1 2 1 1 3 1 2 1 1 1 1 1 1 1 1 1 1 26

NYSG-J2

NYSG-J3

NYSG-J4

NYSG-J5 NYSG-J6 NYSG-AO NYSG-CH NYSG-CO NYSG-EN NYSG-IG NYSG-JA NYSG-PA NYSG-MC NYSG-PM

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B-2

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