CAS3 Staff Officer Guide - U.S. Army

11
Staff Officer's Guide
Incoming Correspondence
a. Incoming correspondence is normally processed through the Directorate of Information
Management (DOIM), Central Mail and Distribution Branch (CMDB), building 2038. The CMDB
will refer routine correspondence to the appropriate staff agency for action and to others concerned.
If the correspondence is of command group interest, the CMDB will simultaneously route the
correspondence to the command group.
b. The CMDB routes correspondence to staff elements based on information in the address
and/or the context of the document subject or body.
c. When a staff agency receives correspondence directly or determines correspondence to be of
command group interest, the agency will notify the Secretary of the General Staff (SGS) and provide
him or her a copy of the correspondence for command processing. The staff principal generally
determines what action is required and whether command group interest will be necessary.
d. Route all correspondence signed by a general officer, a commander, or a civilian equivalent
directly to the SGS. The SGS will assign the action on this correspondence and make appropriate
distribution.
e. Route all correspondence containing a suspense to the SGS, unless the action is clearly a
garrison matter; route garrison matters to the GC. Answer all correspondence requiring a response to
higher headquarters as soon as possible within the established suspense date.
f. Telephonic replies to written correspondence are generally not appropriate unless specifically
allowed or requested by the originating headquarters.
Special Interest Correspondence
a. Special interest correspondence is correspondence addressed directly to the Commanding
General from the Executive Branch, members of Congress, and other Federal, state, or municipal
officials. In certain cases, letters from a soldier’s relatives, legal representatives, clergy, and other
individuals or organizations are included in this category.
b. Immediately forward correspondence of this nature to the SGS who will assign the action and
make appropriate distribution.
c. Make every effort to reply to special interest communications within 3 duty days of receiving
the action. If you are unable to complete the final action during this period, prepare an interim reply
acknowledging receipt and notifying the originator when a final reply may be expected. The SGS
will determine the proper signature on replies to special interest correspondence.
Decentralization
a. The purpose of decentralization is twofold. First, it makes efficient decision making easier.
Second, it ensures staff members have the greatest opportunity for professional growth.
Decentralization, characterized by delegation of authority, should typify staff operations.
b. Staff principals are delegated authority to take final action for the commander on appropriate
subjects within their functional areas of responsibility, but never in an area that will alter or establish
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