GENERAL ADMINISTRATION AND PROTECTION. 43 



intended for the district office will be deposited, with iuclosures securely 

 attached to letters. At the close of the day the letter, without being folded, 

 will be placed in a large envelope and mailed. Printed envelopes will be 

 furnished on requisition. When the day's mail consists of but one letter, how- 

 ever, the letter should be folded and mailed in an envelope of the ordinary 

 size. Vouchers will not be inclosed with other mail. 



ENVELOPES AND INCXOSUKES. 



The stenographeV will address envelopes for all letters except those to the 

 Forester, to a District Forester, or to a Forest Supervisor (see Mailing) before 

 submitting the letters for initialing or signature. 



The stenographer will place in the envelope the inclosures which are to 

 accompany the letters to be returned to the stenographer for mailing. When 

 the mailing is to be done by another clerk the inclosures will be securely 

 clipped behind the letter for signature. 



The stenographer will not initial for iuclosures until the inclosure has been 

 actually made or action taken as above; nor will he initial as a token that 

 other action promised in the letter has been performed until its performance 

 has taken place or the necessary steps for its performance have been taken, 

 as prescribed under "Carbons" and " Initialing." 



When a document to be inclosed by the stenographer is of such a character 

 that to withhold the letter from signature until the inclosure has actually been 

 made would cause delay in mailing, the stenographer will initial in the manner 

 prescribed under " Initialing," and attach by clip a blue card to the addressed 

 envelope as a reminder that the inclosure has not yet been made. This pro- 

 cedure will likewise be followed when a document to be inclosed is submitted 

 with the letter for the information of the signer. 



Identification of Material Mailed Separately. 



When it is necessary to mail under separate cover maps or publications re- 

 ferred to in correspondence, a slip of paper bearing the designation and date of 

 the letter written will be attached to the material. In case such material is 

 mailed without a letter of transmittal, it must in every case be accompanied by 

 a slip of paper bearing the key initials of the branch or office in Washington or 

 the office or section in the district office for which it is intended. 



FILING. 



Washington Office. 



The corresppndence files of the branches and offices in Washington may be 

 assembled in branch file rooms or located in the individual offices, as may be 

 most conducive to efficiency. 



District Office. 



In like manner the District Forester may, in his discretion, maintain a cen- 

 tral file room in which all records of the district office will be assembled, or he 

 may maintain separate files in offices or sections. 



Description of Files. 



The files will be maintained upon a subjective classification arranged on a 

 self-indexing basis. No card record of filed correspondence will be made. 



The complete subjective classification, with illustrations of the subject desig- 

 nations to be used in the Washington, district, and supervisors' offices, is given 

 in a mimeographed circular headed " Subject designations and filing system." 

 This classification must not be varied in the district and supervisors' offices 

 without authority from the Forester. 



Each branch an.l office file will consist of two general sections: 



(1) A classified section, in which will be filed, behind appropriate guides, all 

 correspondence which bears a subject designation expressed in words (e. g., 

 F., Personnel, Jones, J. H.). 



(2) A miscellaneous section, in which will be filed alphabetically, without 

 regard to Forests or subjects, all correspondence bearing as a designation the 

 letter Z after the branch or office key initial or initials (e. g., FZ, DZ, OOZ). 



Correspondence which bears neither the letter Z nor a subject designation will 

 be returned, with accompanying papers, to the office in which it originated for 

 the proper filing designation. 



All correspondence will be filed flat in vertical filing drawers, except where 

 branches and offices in Washington now use for alphabetic files furniture which 



