Army Regulation 25-59

14 August 2007

Effective date: 29 August 2007

UNCLASSIFIED

Information Management: Records Management

Office Symbols



SUMMARY of CHANGE

AR 25-59
Office Symbols

This administrative revision, dated 14 August 2007

* Updates administrative errors throughout this publication.

* Corrects typographical errors throughout this publication.

This major revision, dated 10 April 2007-

* Transfers the proponency for the Army's office symbols from the Deputy Chief of Staff, G-1 to the Administrative Assistant to the Secretary of the Army (para 4a).

* Adds Army Service Component Command and Direct Reporting Unit terminology in compliance with Decision Point 58 of the Army Campaign Plan, 28 September 2006, and Secretary of the Army Memorandum, 16 October 2006, subject: Realignment of Current Army Headquarters (para 4b(3)).

* Delineates responsibility for office symbols to the records administrators/managers (paras 4d, 4e, and 4f).

* Replaces all references to the Deputy Chief of Staff, G-1 with Administrative Assistant to the Secretary of the Army throughout the publication.

* Replaces all references to major Army commands with Army Command throughout the publication.

* Makes administrative changes throughout the publication.



1. Purpose

This regulation

a. Prescribes policy for the use and construction of office symbols throughout the Department of the Army.

b. Prescribes the use of the DA Pamphlet (DA Pam) 25-50 online database ( https://www2.arims.army.mil/aao ) to ensure all Departments of the Army office symbols are accurate and current.

2. References

Required and related publications and prescribed and referenced forms are listed in appendix A .

3. Explanation of abbreviations and terms

Abbreviations and special terms used in this regulation are explained in the glossary .

4. Responsibilities

a. The Administrative Assistant to the Secretary of the Army (AASA) will prescribe policy, procedures and implementing instructions on the use and construction of office symbols.

b. The Director, Records Management and Declassification Agency (RMDA) will

(1) Supervise and manage the office symbol program for Department of the Army.

(2) Approve proposed office symbols for the Army Secretariat, Army Staff (ARSTAF), and associated staff support agencies (SSAs) and field operating agencies (FOAs).

(3) Approve proposed office symbols for Army Commands (ACOMs), Army Service Component Commands (ASCCs) and Direct Reporting Units (DRUs).

(4) Review and approve/disapprove requests for new or modified office symbols.

(5) Maintain the Army's official web site for office symbols located at https://www2.arims.army.mil/aao .

c. The Director of Headquarters, Department of the Army (HQDA) Resource Management, Management and Manpower Division will review, analyze, and amend as necessary, proposed office symbols for the Army Secretariat, the ARSTAF and associated SSAs and FOAs prior to forwarding to the RMDA for approval.

d. Records Managers of the ARSTAF will

(1) Develop proposed office symbols following the guidance in this regulation and submit to the HQDA Resource Management Directorate, Management and Manpower Division for review in accordance with para 4c .

(2) Ensure approved office symbols are accurate, current and added to the AAO database located at https://www2.arims.army.mil/aao .

e. Records Administrators of ACOMs, ASCCs and DRUs will

(1) Develop office symbols for their command following the guidelines in this regulation.

(2) Forward proposed ACOM, ASCC and DRU office symbols through proper command channels to RMDA for approval.

(3) Approve proposed office symbols for subordinate installations and activities and units.

(4) Ensure approved office symbols assigned to subordinates are accurate, current and added to the AAO database located at https://www2.arims.army.mil/aao .

f. Records managers at installations, subordinate activities, and units will

(1) Develop office symbols for their installation and subordinate units following the guidelines in this regulation.

(2) Forward proposed office symbols to their higher headquarters' record administrator for approval.

(3) Ensure approved office symbols assigned to their installation, subordinate activities, and units are accurate, current, and added to the AAO database located at https://www2.arims.army.mil/aao .

5. Use of office symbols

Office symbols are used to

a. Identify the originators of correspondence and electronically transmitted messages within the Department of the Army.

b. Denote the placement of an organization within the Army structure for historical and records purposes.

6. Policy

a. The basic office symbol for the Army Secretariat, the ARSTAF, and associated SSAs and FOAs, ACOMs, ASCCs, and DRUs will be approved by RMDA.

b. Office symbols for the Army Secretariat, the ARSTAF, and associated SSAs and FOAs will be submitted through the HQDA, Resource Management Directorate, Management and Manpower Division, for review prior to forwarding to RMDA for approval.

c. HQDA office symbols will be constructed per paragraph 7 .

d. Office symbols can be used as a part of official mailing addresses as prescribed in paragraph 9 .

e. Changes to office symbols will be kept to a minimum. Office symbols will be added or deleted when

(1) New organizational elements are created.

(2) Existing organizational elements are terminated.

(3) Organizational elements are divided or merged.

(4) Major organizational names change.

7. Construction of office symbols

a. HQDA office symbols will contain no more than nine letters. Hyphens are placed between the fourth and fifth and the seventh and eighth letters (for example, XXXX-XXX-XX).

b. Characters other than letters of the alphabet will not be used in office symbols.

(1) The office symbol is constructed in the sequence discussed below. Table 1 shows the sequential construction of sample office symbols.

(2) The first two letters of an HQDA office symbol indicate the organization's primary command. "SA" is reserved for the Office of the Secretary of the Army (OSA) or an OSA activity, and "DA" for other HQDA staff elements. Office symbols of HQDA SSAs, FOAs and DRUs will begin with two letters representing their parent staff agency (for example, SA SA or DA CS ).

(3) The third and fourth letters of the symbol represent the principal official in the OSA or OSA activity, an ARSTAF agency, or a SSA or FOA or DRU (for example, in DAPE, " PE " represents personnel; in DALO, " LO " represents logistics).

(4) The fifth and sixth letters represent a directorate, a comparable element, or the next organizational element below agency level. The fifth and sixth letters can also represent a certain official in the immediate office of the agency head (XXXX- XO ).

(5) The seventh letter represents a staff division, a comparable element, or the next lower organizational element.

(6) The eighth letter represents a staff branch, comparable element, or the next lower organizational element if there is no branch or comparable organizational element. The ninth letter represents a section, group, team, or an individual action officer.

(7) The letter "Z" is used in the fifth or seventh position only for the immediate office of the head of an agency, the director of a directorate, or the commander of a field operating or staff support agency. The letter "Z" is normally used with letters "A" through "W" to represent the officials (such as deputies and assistant deputies) in the immediate office of the activity head. (XXXX- Z A or XXXX-PE Z ).

(8) The letter "X" is used in the sixth or eighth position only for the executive, executive officer, or executive assistant of the agency or activity (XXXX-Z X or XXXX- PEZ- X ).

(9) A listing of commonly used letter designators is shown in table 2 .

8. Construction of command office symbols

Proposed office symbols for ACOMs, ASCCs and DRUs will be constructed using the HQDA construction method in paragraph 7 for forwarding to RMDA for approval. ACOM, ASCC and DRU office symbols will contain no more than nine letters. Subordinate installations and activities will contain no more than ten letters. The tenth letter will identify a staff section or comparable element - that is, XXXX-XXX-XXX .

9. Use of office symbols in addresses

An office symbol can be placed in parentheses after the office name when addressing correspondence and/or official mail. Correspondence procedures Refer to AR 25-50 , including the placement and positioning of addresses on correspondence and mail, apply to addresses using office symbols. For correspondence and mail within Department of the Army

a. The first line of an official mailing address will be the name of the office that is to receive the item. If desired, an office symbol can be placed in parentheses after the office name (for example, Records Management Division (JDRP-RDR) (see AR 25-50, chap 5 ).

b. The second line will show the name of the activity that the correspondence or mail is addressed (for example, US Army Forces Command).

c. The third line will consist of either a street address or post office box number. It can also include a suite number, building, floor, unit, room, department, and so on.

d. The fourth line will consist of the city, state and ZIP + 4 address specified by the US Postal Service for a physical location.

Table 1. Example of sequential construction of office symbols
HQDA Agency Directorate Division Branch Office symbols
DA DCS, G-1
Plans, Resources & Operations Directorate Plans & Integration Division Combat Arms Branch DA
PE DAPE
-PR DAPE-PR
P DAPE-PRP
-CA DAPE-PRP-CA
PE DCS, G-1
Personnel Management Directorate
Resource Management Division Manpower Management Branch PE
CP PECP
-MP PECP-MP
R PECP-MPR
-MM PECP-MRP-MM


Table 2. Commonly used letter designators
Office or position Letter designator
Commander, Commanding General XXCG-
Deputy Commander, Deputy Commanding General XXDC-
Command Sergeant Major XXCM-
Sergeant Major XXSM-
Chief of Staff XXCS-
Secretary of the General Staff XXSG-
Public Affairs XXPA-
Inspector General XXIG-
Chaplain XXCH-
Judge Advocate XXJA-
Military History XXMH-
Provost Marshal XXPM-
Surgeon XXMD-
Adjutant General XXAG-
Deputy Chief of Staff, G-1 XXPE- (or XXHR)
Deputy Chief of Staff, G-2 XXIN-
Deputy Chief of Staff, G-3/5/7 XXOP-
Deputy Chief of Staff, G-4 XXLG- (or XXLO)
Deputy Chief of Staff, G-8 XXPR
Engineer XXEN-
Command Counsel XXCC-
Information Management XXIM-
Resource Management XXRM-
Army Reserve XXAR-
Public Works XXPW-

Appendix A
References

The Official Army Publications Web Sites.

Publication Section I
Required Publications

DA Pam 25-50. Compilation of Army Addresses. (Cited in para 1-1 .)

Publication Section II
Related Publications

A related publication is a source of additional information. The user does not have to read a related publication to understand this publication.

AR 10-87. Major Army Commands in the Continental United States

AR 25-1. Army Knowledge Management and Information Technology Management

AR 25-50. Preparing and Managing Correspondence

AR 25-51. Official Mail and Distribution Management

Publication Section III
Prescribed Forms

This section contains no entries.

Publication Section IV
Referenced Forms

This section contains no entries.

Glossary

Section I

Abbreviations

AASA

Administrative Assistant to the Secretary of the Army

ACOM

Army Command

ARSTAF

Army Staff

ASCC

Army Service Component Command (ASCC)

DA

Department of the Army

DRU

direct reporting unit

FOA

field operating agency

HQDA

Headquarters, Department of the Army

OSA

Office of the Secretary of the Army

PAM

pamphlet

RMDA

Records Management and Declassification Agency

SSA

staff support agency

Section II

Terms

This section contains no entries.

Section III

Special Terms

This section contains no entries.