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UNCLASSIFIED
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
NYGD 5010 31 January 2001
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31 January 2001 NYGD 5010
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.
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
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
APPENDIX
A. DISTRIBUTION E, and EB - NEW YORK GUARD UNITS ………………………………………. A-1
B. DISTRIBUTION EA - HEADQUARTERS - JOINT STAFF……………………………………… B-1
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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
a. Ensure Office Symbols are used on all official correspondence to provide an accurate
attention line for replies, and properly direct the correspondence.
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
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:
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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NYGD 5010 31 January 2001
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
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CHAPTER IV
DISTRIBUTION
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:
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.
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:
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
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E EB
TOTALS 61 20
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APPENDIX B
DISTRIBUTION EA - HEADQUARTERS - JOINT STAFF
Total 26
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