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31 January 2001 NYGD 5010

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OFFICE SYMBOLS & DISTRIBUTION - NYGD 5010

RECORD OF CHANGES (U)

CHANGE COPY DATE OF DATE POSTED


NUMBER NUMBER CHANGE ENTERED 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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OFFICE SYMBOLS & DISTRIBUTION - NYGD 5010

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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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NYGD 5010 31 January 2001

OFFICE SYMBOLS & DISTRIBUTION - NYGD 5010

TABLE OF CONTENTS
CHAPTER PAGE

I POLICY…………………………………………………………………………………….………….. I-1
1. Correspondence……………………………………………………………………………….. I-1
2. Distribution………………..…………………………………………………………….…….. I-1

II RESPONSIBILITIES…………………………………………………………………………………… II-1
1. Commander of all New York Guard elements .……………………………………………….. II-1

III. OFFICE SYMBOLS…..……………………………….………………..……………………………… III-1


1. Concept…..…………………………………………………………………………….……….. III-1
2. Division of Military & Naval Affairs…………………………………………………………… III-1
3. New York Guard……………………………………………………………………………….. III-1
4. NYSG Office Symbol Extensions……………………………………………………………… III-1
5. Mail…………………………………………………………………………………………….. III-1
6. Correspondence………………………………………………….…………………………….. III-2

IV. DISTRIBUTIONS……..……………………………….………………..……………………………… IV-1


1. Concept…..…………………………………………………………………………….……….. IV-1
2. Division of Military & Naval Affairs…………………………………………………………… IV-1
3. New York Guard……………………………………………………………………………….. IV-1
4. Partial Distributions……………..……………………………………………………………… IV-1
5. Distribution Example..………………………………………………………………………….. IV-1
6. Correspondence and Orders…………………………………………………………………….. IV-2
7. Additional Distribution..………………………………………………………………………… IV-2

APPENDIX
A. DISTRIBUTION E, and EB - NEW YORK GUARD UNITS ………………………………………. A-1
B. DISTRIBUTION EA - HEADQUARTERS - JOINT STAFF……………………………………… B-1

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31 January 2001 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.

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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:

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COMMANDER HEADQUARTERS
NEW YORK GUARD NEW YORK GUARD
ATTN: NYSG-CG ATTN: NYSG-J3
330A OLD NISKAYUNA ROAD 330A OLD NISKAYUNA ROAD
LATHAM, NY 12110-2224 LATHAM, NY 12110-2224

COMMANDER COMMANDER
ARMY DIVISION, NYG AIR DIVISION, NYG
ATTN: NYSG-AR-CG ATTN: NYSG-AD/CC
BLDG 119, CAMP SMITH 330A OLD NISKAYUNA ROAD
CORTLANDT MANOR, NY 10567-5000 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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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
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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 NYG UNIT NUMBER OF COPIES


NUMBER E EB

100 Commander 6 0 NYSG


Headquarters NYG
330A Old Niskayuna Road
Latham, NY 12110-2225

200 Commander 4 10 NYSG-AR


HQ NYG Army Division
Building 119, Camp Smith
Cortlandt Manor, NY 10567-5000

201 Commander 0 0 NYSG-AR-HHC


HHC Army Division
Building 119, Camp Smith
Cortlandt Manor, NY 10567-5000

202 Commander 1 0 NYSG-AR-12


12th Training Regiment
Building 405, Camp Smith
Cortlandt Manor, NY 10567-5000

203 Commander 1 0 NYSG-AR-244


244th Clinic
Building 407, Camp Smith
Cortlandt Manor, NY 10567-5000

210 Commander 2 0 NYSG-AR-4


HQ 4th BDE NYG
27 Masten Avenue
Buffalo, NY 14204-1033

211 Commander 1 0 NYSG-AR-4-21(1)


1 Bn 21st Regt NYG
145 Culver Road
Rochester, NY 14620-1678

212 Commander 1 0 NYSG-AR-4-21(2)


2 Bn 21st Regt NYG
128 Colonial Frive
Horseheads, NY `4845-8531

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213 Commander 1 0 NYSG-AR-4-74(1)


1 Bn 74th Regt NYG
27 Masten Avenue
Buffalo, NY 14204-1033

214 Commander 1 0 NYSG-AR-4-74(2)


2 Bn 74th Regt NYG
901 Main Street
Niagara Falls, NY 14301-1109

220 Commander 2 0 NYSG-AR-10


HQ 10th BDE NYG
99 South Lake Avenue
Troy, NY 12180-3124

221 Commander 1 0 NYSG-AR-10-2


1 Bn 2nd Regt NYG
99 South Lake Avenue
Troy, NY 12180-3124

222 Commander 1 0 NYSG-AR-10-3


1 Bn 3rd Regt NYG
1055 E. Genesee Street
Syracuse, NY 13210-1808

223 Commander 1 0 NYSG-AR-10-6


1 Bn 6th Regt NYG
147 Warren Street
Glens Falls, NY 12801-4534

224 Commander 1 0 NYSG-AR-10-102


1 Bn 102nd Regt NYG
85 West End Avenue
Binghamton, NY 13905-3855

230 Commander 2 0 NYSG-AR-14


HQ 14th BDE NYG
150-74 6th Avenue
Whitestone, NY 11357-1235

231 Commander 1 0 NYSG-AR-14-71


1 Bn 71st Regt NYG
63 Babylon Turnpike
Freeport, NY 11520-1830

232 Commander 1 0 NYSG-AR-14-142


1 Bn 142nd Regt NYG
1405 Old Country Road
Riverhead, NY 11901-2026

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233 Commander 1 0 NYSG-AR-14-242


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

240 Commander 2 0 NYSG-AR-56


HQ 56th BDE NYG
955 Washington Street
Peekskill, NY 10567-5815

241 Commander 1 0 NYSG-AR-56-56(1)


1 Bn 56th Regt NYG
1 Quincy Place
Yonkers, NY 10701-2708

242 Commander 1 0 NYSG-AR-56-56(2)


2 Bn 56th Regt NYG
61 Market Street
Poughkeepsie, NY 12601-3210

243 Commander 1 0 NYSG-AR-56-56(2)


3 Bn 56th Regt NYG
355 South William Street
Newburgh, NY 12550-5318

250 Commander 2 0 NYSG-AR-88


HQ 88th BDE NYG
643 Park Avenue
New York, NY 10021-6122

251 Commander 1 0 NYSG-AR-88-8


1 Bn 8th Regt NYG
10 West 195th Street
Bronx, NY 10468-3512

252 Commander 1 0 NYSG-AR-88-9


1 Bn 9th Regt NYG
68 Lexington Avenue
New York, NY 10010-1830

253 Commander 1 0 NYSG-AR-88-15


1 Bn 15th Regt NYG
2366 5th Avenue
New York, NY 10037-1028

254 Commander 1 0 NYSG-AR-88-47


1 Bn 47th Regt NYG
355 Marcy Avenue
Brooklyn, NY 11206-4811

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255 Commander 1 0 NYSG-AR-88-51


1 Bn 51st Regt NYG
321 Manor Road
Staten Island, NY 10314-2407

253 Commander 1 0 NYSG-AR-88-104


2 Bn 104th Regt NYG
93-05 168th Street
Jamaica, NY 12180-3124

300 Commander 2 5 NYSG-AD


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

310 NEW YORK GUARD 2 0 101NYG-EOG


101st NYG - Emergency Operations Group
330A Old Niskayuna Road
Latham, NY 12110-222533

320 NEW YORK GUARD 2 0 105NYG-AG


105th NYG - Air Group
Stewart ANGB
One Militia Way
Newburgh, NY 12550-5043

330 NEW YORK GUARD 2 0 106NYG-AG


106th NYG - Air Group
150 Riverhead Road
Francis S. Gabreski Airport
Westhampton Beach, NY 11978-1294

340 NEW YORK GUARD 2 0 107NYG-AG


107th NYG - Air Group
9910 Guardian Street
Niagara Falls, NY 14304-6001

350 NEW YORK GUARD 2 0 109NYG-AG


109th NYG - Air Group
Stratton ANGB
1 Air National Guard Road
Scotia, NY 12302-9752

360 NEW YORK GUARD 2 0 174NYG-AG


174th NYG - Air Group
Hancock Field
6001 East Molloy Road, Bldg 174
Syracuse, NY 13211-7099

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400 Commander 2 5 NYSG-CM


Civil Military Affairs Unit
643 Park Avenue
New York City, NY 10021-6198

410 Commander 1 0 NYSG-CM-1


CMAU Det 1 NYG
643 Park Avenue
New York City, NY 10021-6198

420 Commander 1 0 NYSG-CM-2


CMAU Det 2 NYG
2 Quincy Place
Yonkers, NY 10701-2708

430 Commander 1 0 NYSG-CM-3


CMAU Det 3 NYG
184 Connecticut Street
Buffalo, NY 14213-2485

E EB
TOTALS 61 20

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APPENDIX B
DISTRIBUTION EA - HEADQUARTERS - JOINT STAFF

SYMBOL Section or Position Dist # #Copies

NYSG-CA Chairman of the Joint Staff 0. 1


NYSG-DC Deputy Chairman 0a. 1
NYSG Headquarters NYG 1. 6
NYSG-CG Commanding General 1a. 1
NYSG-ACO Assistant Commander Operations 1b. 1
NYSG-ACL Assistant Commander Logistics 1c. 1
NYSG-COS Chief of Staff 1d. 1
NYSG-DCS Deputy Chief of Staff 1e. 1
NYSG-CSM Command Sergeant Major 1f. 1
NYSG-SPO Special Project Officers 2. 2
NYSG-AG Adjutant General 2a. 1
NYSG-J1 Personnel and Administrative Section 3. 2
J1 3a. 1
Deputy J1 3b. 1
NYSG-J2 Intelligence Section 4. 2
J2 4a. 1
Deputy J2 4b. 1
NYSG-J3 Operations and Training Section 5. 3
J3 5a. 1
Deputy J3 5b. 2
NYSG-J4 Logistics Section 6. 1
J4 6a.
Deputy J4 6b. 1
NYSG-J5 Civil Military Affairs Section 7. 1
J5 7a.
NYSG-J6 Communications and Electronics 8. 1
J6 8a.
NYSG-AO Affirmative Action Officer 9. 1
NYSG-CH Chaplain 10.
NYSG-CO Comptroller 11. 1
NYSG-EN Engineering Staff Officer 12.
NYSG-IG Inspector General 13. 1
NYSG-JA Staff Judge Advocate 14. 1
NYSG-PA Public Affairs Officer 15. 1
NYSG-MC Surgeon 16.
NYSG-PM Provost Marshall 17. 1

Total 26

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