MAOP Part 05

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Man]-ID: MAOPP2 MANUAL OF ADMIN OPERATIONS AND PROCEDURES PART 2
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SECTION 1. SUPERVISION - AVAILABILITY - RESIDENT AGENCIES
1-1 SAC AND ASAC SUPERVISORY RESPONSIBILITY
1-1.1 Supervision of Personnel

! SACs and Assistant Directors in Charge  ADICs! have exclusive jurisdiction over employees in
their offices except those on special assignment from FBIHQ.
! Assigned to most offices is an ASAC. His/Her duties and authority are, in the absence of the
SAC, the duties of the SAC. This authority also applies to SACs in offices with ADICs.
! All references in this manual to SACs and ADICs apply with equal effect to the acting SAC or
ADIC during the SAC's or ADIC's absence.
! Agents may be authorized by FBIHQ, upon the justified request of the SAC or ADIC, to act in
administrative capacities. When so authorized, they are known as:
 a! Field Supervisor - full time
 b! Night Supervisor - to serve full time at night and is responsible to the SAC or ADIC for the
functioning of the office at night. Agents approved as night supervisors are approved initially for a
period of six months and upon request and recommendation of the SAC or ADIC can be approved
as night supervisor for no more than two six-month periods in order that supervisor not be removed
from investigative assignments for an extended period of time.
 c! Relief Supervisor - to serve only in the absence of full-time supervisory personnel. Relief
supervisors may be utilized for night, weekend, and holiday duty.  See MAOP, Part I, 3-2.1.!
 d! Deleted
 e! Deleted
 See Part I, Section 3, of this manual for qualifications for various supervisory positions.!
! ASACs and 
eld supervisors may be authorized by FBIHQ to act in place of the SAC in certain
phases of work. In offices with an ADIC, an SAC or Associate SAC may be authorized by FBIHQ
to act in place of the ADIC.
 a! When an SAC or ADIC retires, transfers or otherwise permanently vacates his/her position,
written noti
cation of the employee selected to serve in an acting capacity for the SAC or ADIC is
to be provided by the field office to the Assistant Director  AD!, Personnel Division  PD!, FBIHQ
 Attention: Administrator, Executive Development and Selection Program  EDSP!! for approval.
The AD's approval will be granted on a UACB basis.
 b! An employee selected to serve in an acting capacity, typically an Associate SAC, Assistant
SAC  ASAC!, or an SAC in an office having an ADIC, should be named prior to the departure of
the SAC or ADIC when possible.
 c! An employee serving in an acting capacity remains assigned to his/her permanent position and
will not be temporarily promoted since acting assignments typically last for 180 days or less. If an
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acting assignment is expected to exceed 180 days at the outset, the Administrator, EDSP, PD,
should be advised of the particular circumstances to determine appropriate procedures to follow
and if a temporary promotion may be considered.
 d! In the unlikely event that an ADIC, SAC, Associate SAC, and/or ASAC are scheduled to vacate
their positions at the same time, thereby creating a void in the upper echelon management of a 
eld
of
ce, the Administrator, EDSP, PD, should be contacted for assistance. The EDSP will take
appropriate steps to help the of
ce ensure that the chain of command is maintained and that any
necessary selection procedures are followed until permanent replacements are selected a.nd have
reported to the of
ce.
! Assignments are to be made so that responsibility for the performance of a function or duty is

xed. Documentation is to be made in the office personnel 
le showing the date on which each

eld supervisor assumes responsibility for a particular desk. When changes are made in the
supervisory responsibilities of desks, such as transfers of classi
cations from one desk to another,
documentation is to be made in the office personnel 
le showing the dates such changes become
effective.
! The Administrative Of
cer or Support Services Supervisor is responsible for the support
functions of the of
ce and is to report to the SAC or ADIC failure of other employees to comply
with regulations concerning handling of 
les and correspondence.
1-1.2 SAC Inspection Responsibility

! The SAC will take an inventory of the contents of the of
ce safe and check its security on a
monthly basis.
! The SAC will make unannounced checks of premises and productivity of employees outside of
the regular workday. SAC will check the 
eld of
ce plants, radio station if located outside the
of
ce, security of automobiles at contract garages, and security of resident agencies. These checks
are to be recorded.
! For SAC inspection responsibility regarding resident agencies see Part II, Section 1-3. 10 of this
manual.
1-1.3 SAC Personal Contacts

! The following individuals should be contacted by the SAC after SACs arrival in an of
ce:
 a! Federal judges
 b! U.S. Attorneys
 c! State judges
 d! Governors
 e! State and county prosecutors
 f! Executive secretary of state chamber of commerce
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 g! In the principal cities: mayors; chiefs of police; officials of newspapers; managers or owners of
appropriate radio and television stations; heads of civic clubs; heads of Federal intelligence
agencies; Government, business and labor leaders; top representatives of airlines, railroads,
telephone companies, Westem Union, better business bureaus and banks.
! To ensure that the most effective and efficient use of the FBI's and the Department's limited
investigative and prosecutive resources, SACs shall meet regularly with their respective U.S.
Attorney s!. Frequent meetings and discussions between SACs and U.S. Attorneys are critical to
ensure an effective relationship. There is no requirement that each contact with a U.S. Attorney be
documented, but SACs should use judgment to record important discussions and understandings
which good management practice indicates should be documented. The quality of the relationship
and the frequency of SACs contact with their respective U.S. Attomey s! will be reviewed during
each inspection of an office.
1-1.4 Supervision of Cases  See MAOP, Part 1, 21-7 !; Part 2, 1-3.13.3, 8-1.2.3.!

! The office of origin  OO! is responsible for proper supervision of cases not only in its own
territory, but also of investigations being conducted in a lead office  LO!. An Agent to whom a case
is assigned in the OO as well as an LO is personally responsible for ensuring all logical
investigation is initiated without undue delay; this includes setting forth leads for other offices or
other Agents in his/her office. The OO case Agent has overall responsibility for supervision of an
investigation. When an LO has a delayed or delinquent investigation, it is the responsibility of the
OO case Agent to notify them by routing slip, electronic communication, or teletype depending on
the importance of the situation.
! SUPERVISORY FILE REVIEWS must be conducted by full- time supervisors or primary relief
supervisors, with approval of the SAC in exceptional circumstances, such reviews not being in
succession, with their subordinates, including Resident Agents, at least once every 120 days or
more frequently if deemed appropriate by SAC.  File reviews for probationary Agents must be
conducted at 60- day intervals. See Part 2, Section 8-1.2.3, of this manual.! A file review must be a
person-to-person conference where each investigative matter is discussed and instructions given to
the Agent which are noted on FD-271. File review sheets  FD-271! must be executed in duplicate,
with the Agent being permitted to retain a copy for 150 days, and the originals retained by the
supervisor in each Agent's administrative folder until the next inspection. However, if an Agent has
only applicant cases assigned and is in compliance with Bureau deadlines and regulations, the
person-to-person conference may be waived. If it is, supervisor will make suitable comments on
FD-271 concerning Agent's caseload, performance, compliance with Bureau deadlines and
regulations, and record the fact that no conference was held. File reviews should be conducted in
private and relief supervisor may be used to handle work of the desk while supervisor is conducting
tile reviews. If the full-time supervisor is absent for an extended period due to illness or annual
leave, the SAC may authorize a relief supervisor to handle tile review. The results of tile reviews
must be considered when preparing mid-year progress reviews, annual appraisals, a.nd
developmental worksheets.
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! A Performance Summary Assessment  PSA!, during which an Agent is provided with an
enhanced level of feedback regarding his/her performance, is to be conducted during person-to-
person 
le review conferences held pursuant to the requirements of this section  see above!.
 a! PSAs are intended to facilitate communication between supervisory officials and Agent
personnel regarding individual performance. The feedback provided should include an assessment
of the Agent's performance in light of the critical elements and performance standards of his/her
performance plan, although adjective rating levels are not specifically required. During each PSA,
the Agent must be advised of his/her strengths and/or weaknesses in each critical element, with
speci
c references to the assignments and casework discussed during the 
le review conference.
 b! Although they may be conducted at more frequent intervals, a PSA must be conducted at least
every 120 calendar days for each Agent subject to the file review process. If 
le reviews are
conducted at more frequent intervals, a PSA would be advisable but not necessarily required during
each file review session as long as the 120-day requirement is met. Based on the Probationary
Agent Program's  see MAOP, Part 2, Section 8-1.2.3! emphasis on training, development and
supervisory continuity, probationary Agents are to receive PSAs at 60-day intervals to coincide
with the file review requirements for Agents in a probationary status.
 c! An FD-865 - PSA must be completed at the conclusion of each file review session for which a
PSA was conducted. The form must be signed and dated by the supervising official, and a copy
placed in the employee's performance folder maintained by the rating official for performance
appraisal purposes. The original FD- 865 must be submitted to executive management within each
office, who will be responsible for ensuring that PSAs are conducted, and that an FD- 865 is
completed for each.
 d! The copies of the completed forms which are maintained in an employee's performance folder
must be maintained and then destroyed in conjunction with all other performance-related
documentation in compliance with the requirements delineated at MAOP, Part 1, Section 5-4. This
provision does not apply to the original FD-865, which is maintained for inspection or other
purposes not related to the performance appraisal process.
 e! PSAs are not governed by the FBI's Performance Appraisal System, and do not nullify the
requirements pertaining to the conduct of progress review sessions or the issuance of perforrnance
appraisal reports  PARs!. However, supervisors are encouraged to schedule a PSA to coincide with
the conduct of a progress review session or the issuance of a PAR, thereby minimizing, to the
extent possible, any duplication of effort.
 f! For additional information or more specific guidance pertaining to PSAs, supervisors should
contact the Performance, Recognition and Awards Unit, Administrative Services Division, FBIHQ.
1-1.5 Information to be Submitted to FBIHQ

! In view of the restrictive provisions of the Privacy Act of 1974, Title 5, USC, Section 552a,
good judgment and common sense must be exercised at all times in determining what information
concerning individuals is to be transmitted to FBIHQ. For details of such restrictions, you are
referred to MIOG, Parl; I, Section 190-5 and 190-5.1, which requires such information collected and
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maintained to be relevant, necessary and Within the scope of an authorized law enforcement activity
and a purpose of this Bureau authorized to be accomplished by statute or executive order.
! Within the limitations imposed by this law, consideration should be given to furnishing FBIHQ
only information Which logically Will impact on numerous other 
eld of
ces and on FBI operations
at the national or international level.
! Care should be taken to ensure all information furnished to FBIHQ is information Which is
lawfully collected. If the information concerns an individual citizen, it is not enough that such data
might be of interest to FBIHQ; its collection and maintenance must be pursuant to Federal law.
! If an SAC receives an inquiry from a Cabinet officer or U.S. Senator or
Congressman/Congresswoman concerning an of
cial matter, it should be brought to FBIHQ
attention immediately.
1-1.5.1 Official Channels

! All "administrative" matters, such as accounts, requests for transfers, increases in salary, and
reclassi
cation of employees, shall be presented to immediate supervisors.
! Any employee, if he/she considers that the circumstances require, may present his/her case in
Writing to the Director or may present it orally to an appropriate Bureau of
cial.
! Official communications are sent to an employee through the 
eld office to Which assigned and
stationed.
! Communications and official matters in Which the Department of Justice is interested are to be
directed to FBIHQ.
! Office memoranda  memoranda addressed to all employees or group of employees!
 a! Office memoranda which are purely administrative in nature may be prepared and distributed
Without FBIHQ approval. Examples are memoranda scheduling firearms training, employee
conferences, and office social events or functions; memoranda setting forth facts and developments
in major pending cases; and memoranda setting forth facts and requesting or instructing contact
with informants and sources.
 b! Memoranda which establish rules, regulations, procedures, or policies, such as those found in
various Bureau manuals, or which set forth information and instructions of the type normally
handled by FBIHQ in an SAC memorandum must be submitted to FBIHQ for approval before
distribution. Submit memoranda in duplicate so that FBIHQ approval or disapproval can be
stamped on one copy and the copy retumed to the requesting office.
 c! Written instructions of FBIHQ, such as those found in a.n SAC memorandum or in a Bureau
letter addressed to one or more 
eld offices may be reproduced as the SAC deems necessary. Those
Written instructions marked "MAY NOT BE REPRODUCED" shall not be reproduced, or quoted
or paraphrased in office memoranda, unless the communication from FBIHQ specifically
authorizes same. Also, no oral instructions of FBIHQ shall be disseminated by use of office
memoranda, unless the oral instructions included speci
c authorization for such dissemination.
Reproduction of of
ce memoranda Which are prepared in accordance With item  b! above, or Which
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otherwise require FBIHQ authority are to be charged out and accounted for in the same manner as
any other type of communication, such as a serial in the 
le. Written or oral instructions issued by
FBIHQ or a particular field office are not to be disseminated outside the FBI. Guidelines for the
dissemination of information to other agencies may be found in Part II, Section 9 of this manual.
1-1.6 Conferences of Supervisory Staff
At least two general conferences of the supervisory staff of 
eld offices must be held weekly with
the SAC, scheduled in advance. Offices having special squads must hold one weekly conference for
each such squad. Separate conferences with criminal supervisors and security supervisors are left to
discretion of SAC. Wherever practical, the seminar approach should be utilized.
1-1.7 Use of Official Names of Employees
When the name of an employee is used in official communications, it must be identical with that
appearing on the payroll records.
1-1.8 Deleted  See Security Policy Manual at http://rmd.fbinet.fbi/ppu/manua|s-
desk/manua|s_published_in_new_format.htm!
1-1.9 Special Agent Linguists and Language-Trained Agents  See MAOP, Part I, 11-
1 9! and 22-2 through 22-2.3.!

! Special Agents  SAs! who receive their appointment based upon their skill in a foreign
language execute Form 3-26 upon entering the FBI wherein they agree and affirm that they "...may
be required to utilize such skill, abilities or expertise either intermittently or continuously
throughout... their! employment, based upon the needs of the Federal Bureau of Investigation, and
at any duty station where they are required." These SAs are construed to have a career-long
obligation to the Foreign Language Program.
! SAs and other FBI employees who acquire or enhance their foreign language skills through an
FBI-sponsored language course incur an obligation to remain in the service of the FBI and to accept
assignments within or to 
eld offrces based upon their language ability. The length of this
obligation is set forth on the FD-375  Training Agreement! and varies in accordance with the
length and/or cost of the training. Generally, basic language trainees, such as those who study at the
Defense Language Institute  DLI! or the Foreign Service Institute  FSI!, incur a three-year
obligation. Subsequent or recurring periods of training lengthen this obligation.  See MAOP, Part I,
22-2.1 !.!
! Deleted
1-2 AVAILABILITY OF EMPLOYEES

! Employees are subject to duty at all times. All Agents are expected to be available for general
or special assignment wherever their services may be needed.
! All employees are to be alert to radio, television, or newspaper announcements concerning
weather or other conditions which could result in closure of the government. Only those employees
who have been designated in writing as "emergency employees" must report for, or remain at, work
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in emergency situations. Dismissal or closure announcements do not apply to them unless
instructed otherwise. In addition, "delayed" opening or "unscheduled leave" announcements do not
apply to emergency employees, as they are expected to report for work on time.
! ADICs and SACs must keep FBIHQ and their 
eld offices advised of their whereabouts.
! When an itinerary is required, Form FD-330 may be used. This form should be destroyed after
it has served its purpose.
! Agents on transfer traveling by personal auto must keep the ADIC/ SAC of the office from
which transferred advised of places where they can be reached, preferably by memo of itinerary left
in advance. When a personally owned vehicle is used for extended travel on leave or transfer,
itinerary information furnished should include the vehicle's description and license number.
! Employees on special assigmnent traveling by personal auto must keep FBIHQ advised of their
whereabouts by an electronic communication submitted in advance. If for any reason planned
itinerary is interrupted, the appropriate FBIHQ official should be advised.
! Employees in leave status must keep the ADIC or SAC of the division to which assigned
advised of their exact whereabouts.  See item ! above.!
 8! Investigative employees working in headquarters city a.nd environs must call the office at
approximately two-hour intervals unless they can be reached immediately by means of two-way
radio or a pager or cellular phone.
 9! All employees on an assignment which requires them to be absent from the office at the
beginning or end of the workday must contact the office by telephone or radio to indicate they are
beginning/terminating work for the day and their time of arrival or departure for home. ADICs,
SACs and division heads may alter this instruction to accommodate special circumstances, such as
employees on undercover assignment where notifying the office at the beginning or end of the
workday is both impractical and dangerous, or small RAs where frequently no one is at the RA to
be notified.  See MAOP, Part 2, 3-3.2! b!.!

0! When leaving residence on personal business prior or subsequent to working hours, Saturdays,
Sundays, or holidays, Agents, other than those in supervisory positions and those on assignments of
particular importance who must keep the office advised of their whereabouts at all times, are not
required to advise the office of whereabouts if absence is for two hours or less. If absence is for
more than two hours, Agent must advise the office of his/her whereabouts if telephone is not
covered.

 l! It is left to the discretion and good judgment of an SAC as to whether it is necessary for either
SAC or the ASAC to be physically present in the office during regular business hours. In the event
that both the SAC and ASAC are absent from the office there should be a clear delegation of
authority and responsibility made by the SAC utilizing experienced supervisory personnel. In the
event it is necessary for both the SAC and ASAC to be out of headquarters city all day, FBIHQ
must be appropriately advised in advance with the reason for their absence as Well as the identity of
the person who will be in charge of the office during their absence. When they are absent from the
office, however, still physically present in headquarters city a.nd are otherwise available through
modem communications, no such notification to FBIHQ is necessary. Leave should not be
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requested by the SAC for a period during which SAC knows the ASAC must be away on routine
business which has already been scheduled at the time the request is made, and likewise the ASAC
should not request leave, knowing in advance that the SAC must be away during ASAC's absence.
 a! If either the SAC or the ASAC is absent on annual leave and it becomes necessary for the other
to take annual leave because of an emergency, the one on leave must return immediately to the
office. In such a situation, a communication must be directed to the Assistant Director,
Administrative Services Division  ASD!  Attention: Administrator, Executive Development and
Selection Program  EDSP!! requesting leave and including a statement that either the SAC or
ASAC who is on annual leave will be back on duty by the time the other official departs. If
circumstances appear to warrant an exception to this rule, the SAC must telephonically obtain the
personal permission of the Assistant Director, ASD, in advance of submitting a follow-up written
communication justifying this as an exception to FBIHQ; the follow-up communication must
advise of the chain of command during the SACs and ASAC's absences. A UACB communication
will not suffice for the SAC and ASAC being out of the office at the same time. The SAC,
irrespective of annual leave or personal commitments, must return to the field office to assume
personal charge ofmajor cases which arise in the SACs absence.  See MAOP, Part 2, l-2.3.!
 b! It is anticipated that this situation would only affect offices not having multiple SACs or
ASACs; however, as a situation may warrant for a larger office, the same procedures would be
followed.  See also the LEAVE POLICY MANUAL.!
1-2.1 Executive Travel Notification  See Legal Attache Manual, 6-1.!
 l! ADICs/SACs are authorized to travel within their division or to contiguous divisions through
coordination with and concurrence of the neighboring ADIC/SAC.
! Travel outside the division by ADICs, SACs, ASACs, Legats and FBI Headquarters executives
at the Section Chief level and above is to be documented in the Executive Locator System  ELS!,
which is accessible through the Bureau Personnel Management System  BPMS!. The ELS will be
managed by the Strategic Information Operations Center  SIOC!, FBI Headquarters, and any
problems with the system should be reported immediately. Travel and contact information is to be
promptly entered into the ELS by each executive's secretary. Those offices which camqot access the
ELS are to promptly forward travel plans to SIOC for data entry. Information to be entered into the
system should include:
 a! Beginning and ending dates of travel
 b! City and state visiting  or country if outside the United States!
 c! Contact information such as an address or a person's name
 d! Up to three contact telephone numbers
 e! A narrative describing the purpose of the travel. See MAOP, Part II, Section 8-5 and MIOG,
Part I, Section l-l.5 8! and Pait II, 23-8.
! On annual leave keep FBIHQ and office of assignment informed of whereabouts.
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1-2.2 Employees in Travel Status
 l! In a 
eld office city must:
 a! Inform ADIC or SAC of the nature of the assignment and probable duration, unless FBIHQ
instructions to the contrary have been issued
 b! Notify ADIC or SAC of their itinerary upon departure
! At a place Where no 
eld oftice is located must  SAs assigned to Laboratory excepted!
communicate With the ADIC or SAC by telephone or telegram advising of:
 a! Address
 b! Time of arrival
 c! Nature of case
 d! Approximate duration of stay
 e! Departure and itinerary
1-2.3 Travel Authority  See MAOP, Part ll, 1-2.!
If a.n ADIC/ SAC must leave the division at a time when the ASAC Will also be out of the division,
the SAC must obtain the personal permission of the Assistant Director, Personnel Division. A
UACB communication will not suffice. Such instances should be limited and fully justifiable.
Related thereto, ADICs/SACs are reminded of the need for availability and, consequently, the need
for completeness in the Executive Locator System.
1-2.3.1 On Transfer
If authorized by transfer letter, Form 3-34. This letter sets out information and authority for
transportation of employee transferred, immediate family, household goods, and travel by personal
automobile.
1-2.3.2 Other Travel
 l! Is authorized by order of the Attorney General, 271-62, dated June l, 1962.
! Travel may be by common carrier or by personal automobile.
! Advance of funds. Travel on temporary duty and/ or transfer advances are issued to assist
employees in discharging their responsibilities associated With official business. Such requests are
processed by the Travel Advance and Payment Unit, Accounting Section. The average processing
time is approximately five calendar days from the date the advance is submitted until a payment is
received.
! ADIC/ SAC may authorize use of personal automobile for official travel:
 a! For periods of l0 days or less, Within that ADIC's/SAC's field office
 b! To Washington, D.C., for in-service a.nd return
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In such cases submit in duplicate with travel voucher letter of justification approved by ADIC/ SAC
or, in ADIC's/SACs absence, by ASAC. If travel is on consecutive days and extends into new
travel voucher period, reference is to be made on latter to letter of justification accompanying prior
voucher.
! FBIHQ authority must be obtained for use of personal automobile for travel outside field office
to which employee is assigned, or for any period in excess of 10 consecutive days whether it
extends into new travel voucher period or not. Travel voucher must show prior FBIHQ
authorization and date thereof. No letter of justification is necessary.
1-2.4 Office Hours
Field offices are open 24 hours each day.
1-2.4.1 Regular Business Day
8:15 a.m. to 5:00 p.m. daily, Monday through Friday, with 45-minute lunch period.
1-2.4.2 Work Schedules  See MI-92OP, Part 1, 3-6! & 20-7.!

! Flexible and Alternate Work Schedules  AWS!
 a! Utilization of exible and AWS for support and Wage Board employees  hereinafter, support
employees! is at the discretion of each ADIC, SAC or division head or their designee. A more
restrictive use of exitime or AWS may be instituted at anytime. Also, exitime or AWS may be
restricted or suspended to any individual, group or the entire office depending upon a variety of
factors, such as office work requirements, perforrnance and production considerations or abuses of
exitime or AWS privileges.
 b! The OPTION to request a flexible work schedule is the sole privilege of the requesting
employee. This means the request is considered voluntary and employees cannot be required to ex
or participate in AWS.
! The AUTHORITY and RESPONSIBILITY for approving a exible or AWS  just as in the
approval of leave! is held by designated supervisory personnel. This is necessary to ensure the
availability of sufficient personnel to adequately discharge the FBI's responsibilities.
 d! Flexible and AWS are available to all support employees, including supervisors. Management
must ensure that necessary supervision is afforded to employees granted exible or AWS. If an
employee requesting a exible or AWS will be unable to perform satisfactorily without the
presence of a supervisor, and adequate supervision will not be available on the schedule requested,
such ex or AWS request should be denied. Also, note that no employee may be REQUIRED to
work exitime or AWS.
 e! Employees on exible or AWS should neither receive favored treatment nor be penalized as a
result of participation in these programs. They should be treated in a manner which provides for
equity with employees working on a standard nonexible work schedule.
! Flexible Schedules
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 a! A dual core-time exible work schedule for support employees may be established with
provisions for a mid-day ex and core-time deviation. The exible time bands may start at 6 a.m.
and end at 6 p.m. and may be utilized at 15-minute increments. The following illustrates how
exitime could meet the basic work hour requirements:
8 hours + 45 minute lunch period
I I
 Regular Business Day  field office! 
I I I I I I I I I I
IFlexible IIBandI Core I Flexible I Core I FlexibleIIBandI
I I I I Time I Band I Time I I I I
I I I I I  iH@lUdiHqI I I I I
I I I I I 45" l1lH@hI I II I
I I I I I P@Ii@d! I I I I I
I I I I I I I I I I
I I I I I I I I I I
6 8:15 9:15 10 2 2:45 5 6
a.m. a.m a.m a.m p.m p.m p.m. p.m.
I 8 hours + 45 minute lunch period I
 b! All support employees must be present during core time. Any absence must be charged against
appropriate leave category or qualify for core-time deviation.
 c! All requests to work exitime hours should be submitted at least one day in advance to a
designated supervising employee to facilitate scheduling. However, use of exible hours may be
granted upon less notice when circumstances warrant.
 d! Some critical jobs require continuous services through a designated time period.  Example -
switchboard operator, radio dispatcher, etc.! All exitime requests by support employees assigned
to critical positions should also be accompanied by the identity of an acceptable co-worker who is
agreeable and available to provide those critical job services during the requested ex. Since these
services are necessary, back-up personnel must be readily available without major rescheduling
efforts by management or undue hardship on employees or other entities assisting in providing
coverage or the exitime request will be denied. The requesting employee is responsible for
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acquiring acceptable back-up personnel for exitime requests and timely request/notification to
his/her designated supervisor.
 e! Flexible Work schedules may be made available to those employees regularly assigned to night
and weekend schedules, provided there is no increased premium pay required as a result of the
flexible schedule and the availability of back-up personnel.
 f! No employee Working on exible schedules Will be permitted to Work a straight eight-hour shift
taking the lunch period at the end of the tour of duty, which could effectively dismiss the employee
as early as 2 p.m.  See diagram under !  a! above.! Any departure from Work prior to 2:45 p.m.,
under a exible work schedule must be charged to the appropriate leave category.
 g! Flexitime is not meant to replace the traditional fixed Work schedule nor the odd-hour shifts. If
an employee establishes a predominant pattem of Work hours Within a exible schedule, it
technically becomes an unauthorized odd-hour shift. For purposes of the FBI's exible Work
schedules, any such predominant pattern of exible Work hours over a period of 
ve consecutive
days will be considered fixed hours and the odd-hour shift policy should then prevail. Each division
may set limits on the number of approved exible schedules per employee during a given Week.
 See MAOP, Part 1, 20-8.!
! Alternate Work Schedules  AWS!  See MAOP, Part l, 20-7.2.!
 a! Requests to work an AWS from support employees must be submitted to designated supervisory
personnel by completing form FD-968, Flexible Work Option Form. In executing this form,
employees are to complete Section 1 in its entirety. Employees are reminded that no schedule is
permanent and that this request will be reviewed on a periodic basis, but no less than once per year.
Under the Fair Labor Standards Act  FLSA!, all schedules are required to include, in addition to the
number of hours Worked each day, a designated lunch or dinner break 0 minutes for FBIHQ
employees a.nd 45 minutes for the eld!.
 b! Employees assigned to critical positions should understand that approval of an AWS request
Will be based, in part, on management's ability to schedule coverage on the day s! the employee
Will not be scheduled to work. Back-up personnel must be readily available Without major
rescheduling efforts by management, undue hardship on other employees, or on other office entities
assisting in providing coverage or the AWS request Will be denied.
 c! Employees Will not be permitted to routinely and/or regularly change an AWS to take advantage
of holiday schedules. Sample schedules fulfilling the basic Work requirements are as follovvs:
 d! Four-Day Workweeks
Monday Onduty 10 hours
Tuesday Onduty IO hours
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Wednesday
Thursday
FridayOnduty
_ _ _ _ _ _ _ _ _ _ _ ___|
Onduty
_ _ _ _ _ _ _ _ _ _ _ ___|
off |
Total hours worked weekly =10 hours
10 hours
40 hours
1. Full-time employees establish atour of duty consisting of a basic work requirement of four 10-
hour days, a 40-hour weekly work requirement a.nd an 80-hour biweekly work requirement until a
traditional schedule is reestablished by management or the employee.
2. The basic work requirement for part-time employees is the number of hours the employee must
work each day, the number of hours the employee must work during four days in the administrative
workweek, and the number of hours the employee must work in a biweekly pay period.
3. Nonovertime work is work performed during an employee's compressed work schedule and not
in excess of 10 hours in a day or 40 hours in an administrative workweek.
 e! Model of a 5-day/4-day Plan
Monday
Tuesday
Wednesday
Thursday
FridayWeek 1
I Onduty
| _ _ _ _ _ _ ___
I Onduty
I
I
| _______ __
I Onduty
| _______ __
I Onduty
| _ _ _ _ _ _ ___
I Onduty
IHours
Approximately I
9 hours per day IWeek 2
Off I
 I
Onduty I
I
I
 --I
Onduty I
 --I
Onduty I
-------- I
Onduty I
Total hours worked in a biweekly period will equal 80 hours.
 I! Overtime and Premium Pay
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1. Overtime pay is any work performed outside an employee's officially established compressed
work schedule and in excess of 40 hours in a week. Compensatory time off may be requested in
lieu of overtime pay and may be used only as a substitute for irregular or occasional overtime work.
2. General Schedule employees are entitled to night differential for regularly scheduled night work
performed between the hours of 6 p.m. and 6 a.m. A full-time employee who performs nonovertime
work on a holiday  or day designated as the "in lieu of' holiday! is entitled to basic pay plus
premium pay equal to basic pay for that holiday not to exceed his/her scheduled tour of duty. A
part-time employee is entitled to holiday pay only for work performed during his/her compressed
work schedule on a holiday. A part-time employee is not entitled to holiday premium pay for work
performed on a day designated as an "in lieu of holiday. A full-time employee is entitled to
Sunday differential if he/she performs nonovertime work during a period of service, a part of which
is performed on Sunday. A part-time employee is not entitled to Sunday differential.
 g! Absence and Leave
Time off during an employee's basic work requirement must be charged to the appropriate leave
category unless the employee is authorized compensatory time off or an excused absence. A full-
time employee working a compressed schedule, who takes one full workday off will be charged
the appropriate leave for the amount of hours normally scheduled to work that day  e.g., l0 hours!.
Leave accrual rates remain the same.
 h! Holidays
l. When a holiday occurs on a scheduled nonworkday other than Sunday, and granting the normal
"in lieu of holiday would create an "adverse agency impact," the alternate holiday can be either the
employee's scheduled workday immediately prior to the legal holiday or the next scheduled
workday immediately following the legal holiday. This change is at the discretion of management,
not at the discretion of the employee.
For example, if the holiday falls on a Monday and the employee's regularly scheduled nonworkday
is on that Monday, the employee's "in- lieu-of" holiday may be the next scheduled workday
 Tuesday! if to designate the previously scheduled workday  Friday! would create an adverse
impact on the office.
2. When a holiday occurs on a Sunday that is a scheduled nonworkday, the next scheduled workday
will be the employee's "in lieu of" holiday.
For example, if an employee's regular days off are Sunday and Monday, and a holiday falls on that
Monday, the employee's "in lieu of holiday will be on the preceding scheduled workday, Saturday.
However, if the holiday falls on Sunday, the employee's "in lieu of holiday will be on the
following scheduled workday, which is Tuesday.
3. An employee who works a 5/ 4-9 exible work schedule is only entitled to an eight-hour day as a
holiday. Therefore, if an "in lieu of holiday will fall on one of his/her nine-hour days, the
employee's schedule must be revised for that pay period so that the holiday is the eight-hour day.
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4. For a part-time employee, if a holiday falls on a day during his/her compressed work schedule,
the employee is entitled to pay for the number of hours he/ she was scheduled to Work on that day.
A part-time employee is not entitled to an "in lieu of" holiday if a holiday falls on a nonworkday.
1-2.4.3 Dismissal
Employees are not to be dismissed early due to Weather conditions or other emergencies Without
prior FBIHQ authority.
1-2.4.4 Legal Holidays
January l; Inauguration Day  Washington, D.C., area only!, January 20  every fourth year!; Martin
Luther King, Jr.'s Birthday, third Monday in January; Washington's Birthday, third Monday in
February; Memorial Day, last Monday in May; July 4; Labor Day, 
rst Monday in September;
Columbus Day, second Monday in October; Veterans Day, November ll; Thanksgiving, fourth
Thursday in November; Christmas, December 25. When a holiday falls on Sunday the Monday
following will be a nonworkday. If any of these holidays mentioned falls on Saturday, the
preceding Friday is a nonworkday.
1-2.4.5 Hours After 5:00 p.m. and Before 8:15 a.m.
A mature support employee must be on duty at the 
eld office. FBIHQ authority is required to
establish office duty shift for Agents during these hours; when so authorized, assignments must be
rotated no less frequently than every 30 days among Agents specifically approved for such duty
 night duty Agents!. Submit all recommendations on UACB basis, together with full and complete
justification.
1-2.4.6 Nonworkdays - Regular Office Hours
 l! ADICs and SACs have the discretion to utilize either a Special Agent or a qualified support
person for duty during regular office hours  8: 15 a.m. - 5:00 p.m.! on nonworkdays, including
Saturdays, Sundays and holidays. If an ADlC/ SAC elects to utilize support personnel in place of
Agent personnel for this shift, it is the ADICs/SACs responsibility to ensure that these support
persons are carefully selected, and are mature and responsible individuals that have sufficient
training to handle the activity of the field office during the period of duty. Each ADIC/ SAC will
ensure that appropriate coverage is afforded as the needs of each office dictate.
! An Agent approved by his/her ADIC/ SAC for such assignment must be on duty in the field
office during regular Working hours on Saturday. Assignments must be rotated among those Agents
approved for such duty. FBIHQ authority is required to establish duty shifts on Sundays or holidays
or to assign more than one Agent to any authorized shift.  These instructions apply to
administrative duty assignments in the office and do not pertain to investigative duty assignments,
such as surveillances, technical plants, etc.! Complete justification must be submitted to establish a
shift or to assign more than one Agent to an approved shift and recommendations should be
submitted on UACB basis.
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1-2.4.7 Non-Bureau Employees
Field offices are not open to non-Bureau employees after the regular office hours unless a Special
Agent, armed, is on duty.
1-2.4.8 Deleted
1-2.4.9 Daylight Saving Time
When daylight saving time is in effect where a 
eld office is located, the office hours should
confonn.
1-2.4.10 Saturday Duty Shifts for Non-Agent Employees
Non-Agent employees may be assigned Saturday duty on a rotating basis to provide for essential
services and receive compensatory leave in retum. Those employees who do not desire to accept
compensatory leave for Saturday duty should be assigned a Tuesday through Saturday workweek
for the week they have Saturday duty. When scheduling an employee for a Tuesday through
Saturday workweek, the employee must be advised of his/her new shift at least one week in
advance.
1-2.5 Forms and Registers

! Form SF-52 must be electronically submitted to FBIHQ upon arrival of an employee on transfer
to a field office territory.
! Any employee GS-16 and above is not required to execute an FD-420. However, it is incumbent
upon each executive to ensure the Bureau is aware of their location and leave status at all times.
! Deleted
! Attendance Register/TURK  FD-420a!, is utilized solely by TURKing Agents and TURKing
support employees.  See MAOP, Part II, 3-3!.! The form is double sided, with the first week of
the pay period on one side, and the second week on the reverse side. The form is used to collect
both time and attendance and TURK data. Employees and supervisors signatures are required on
each side to certify that all information is correct.  See  g! below.! A maximum of six
classifications can be recorded on a single day. The total TURK percentages must equal 100
percent for each day. Special designators included on the FD-420a are "R" for Relief and "T" for
Technical. Only approved relief supervisors may utilize the "R" designator. The "R" should be
indicated in the column for all classifications supervised/reviewed while acting in the absence of
the supervisor. However, relief supervisors should not utilize the "R" designator while handling
their daily assigned cases. The "T" designator should be indicated in the column to record time by
Technically Trained Agents while in a "technical" investigative capacity. Maj or case numbers
should be included in the major case column to enable the capturing of man hours expended on a
particular matter that has been designated as a major case.  See Legal Attache Manual, Part I, 2-4;
MAOP, Part II, 3-3.1.!
 a! Employees are NOT to sign other employees "in" or "out" on the FD-420a except under
circumstances when the SAC has authorized it. In any such situation, the employee actually making
the entry shall record his/her initials beside it.
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 b! Night shifts or night work might detain an employee an hour or two past midnight. If the period
past midnight does not exceed two hours, the employee need not sign out as of midnight and back
in at the beginning of the next day. A similar situation occurs when the shift begins at midnight and
conditions make it necessary for an employee to report an hour or two early. Leeway of two hours
on either side of midnight may be granted, i.e., only one day should be used to record Time &
Attendance and TURK data for these situations. For example, an employee who signs in at 3:45
p.m. Monday afternoon a.nd out at 1:20 a.m. Tuesday morning should record his/her time and
TURK data for Monday only.  See MAOP, Part II, 3-32!.!
 c! Deleted
 d! Deleted
 e! Agent personnel, when leaving their residences on personal business prior or subsequent to
working hours, including Saturdays, Sundays, or holidays, are not required to advise the office of
their whereabouts if their absence is for two hours or less. If an Agent is not at his/her residence or
cannot be reached by telephone, Agent must contact the office EVERY TWO HOURS and advise
them of his/her whereabouts. Supervisory Agents and those on assignments of a particular
importance must keep the office advised of their whereabouts at all times.
 f! Deleted
 g! FD-420a forms must be inspected by the supervisor each week, and the employees and
supervisors signatures are required on each side to certify that all information is correct.  See !
above.! Any apparent alteration or erasure on the FD-420a, or any other question as to the accuracy
or completeness of the entries, must be resolved prior to approval for data entry and filing.  See
MAOP, Part II, 3-32 9!.!
 h! Resident Agents shall forward the FD-420a to headquarters city at the end of each pay period.
 See MAOP, Part II, 1-3.7
!.!
 i! Supervisors should make frequent spot checks during regular and overtime working hours to
ensure Agents are actually engaged in activity indicated on their FD-420a.
 j! On a monthly basis, supervisor should review FD-420a's of employees under his/her supervision
to determine any pattems of irregularities, improper or incomplete entries, questionable alterations,
failure to submit daily, poor organization of work, unnecessary travel, and any apparent inequitable
overtime.
! Daily reports of Agents  FD-28! - The daily report is a letter-size white form printed on both
sides. The file number, or, if a new case, the title and classification followed by the word "new";
names and addresses of persons interviewed; other work done; travel starting and ending times; if
working with another Agent, name of Agent with whom worked and 
le number of case; remarks;
date; place; and name of employees using it shall be entered in complete form. The time in,
including reporting for duty, i.e., exact time of registration in the morning; and exact time of
departure at the end of the official workday are to be shown. Show the time when specific items of
work began and ended; the beginning and ending time of each interview. Neither travel nor locating
time shall be included in the time recorded for the actual interview. Intervals of more than 15
minutes between interviews, used in traveling or locating next interviewee, shall be explained in
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separate entries, such entries to carry file number or identifying data on next interview, unless
travel is between towns to handle leads in a number of different cases. Spaces are provided on the
daily report for recording daily the employee's availability pay  AVP!. These computations should
be entered on the report by employee each day any such employee is on duty and are to be fully
supported by time and basis entries on the report. Daily reports are not submitted by Agents under
normal circumstances. The SAC may, at his/her discretion, require any Agent to submit these
reports when he/she feels such supervisory tool is needed. Daily reports are submitted to the SAC
of the 
eld office where the work is performed. These forms are submitted at the close of business,
to include official business performed on Saturdays, Sundays and holidays. Daily reports must be
transmitted personally or by mail.  See Legal Attache Manual, Part I, 2-4.3!.
1-2.6 Deleted
1-3 RESIDENT AGENCIES AND RESIDENT AGENTS
1-3.1 Definition
A Resident Agent is one whose headquarters has been designated by FBIHQ as other than the
headquarters city of the field office.
1-3.2 Justification
It is essential that the case load of resident agencies be carefully analyzed prior to requesting the
transfer of Agents thereto. This is necessary to ascertain if such transfers are justified and to assure
that an equitable distribution of work exists between Agents stationed in headquarters city and
those assigned in the various resident agencies. Therefore, any recommendations for changes
affecting personnel in resident agencies, including replacements or realignment of territories,
should include current information relative to the workload of pending active cases and leads, as
well as other pertinent justification. All such recommendations must be submitted to FBIHQ for
approval.
1-3.3 Qualifications for Selection
Resident Agents must be recommended as such by the SAC and approved by FBIHQ. Form FD-
407 is to be used for this purpose. In making such recommendations, the SAC must be thoroughly
acquainted with the Special Agent and Agent's work before recommending Agent as a Resident
Agent.
Prior to recommending a Special Agent for assignment to a resident agency, consideration must be
given to all specialized training that the Agent has received, particularly language training.
Justification for resident agency assignment must be reconciled with the Agent's special
qualifications a.nd it should be stated whether this assignment is compatible with the overall needs
of the office. Those individuals being considered for a resident agency position must:

! Be rated at least Meets Expectations
! Have no serious administrative action taken within the two years preceding the recommendation
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! Recommendation must include statement that Agent has no physical disabilities and is not being
treated for any physical disability
! Also see Part l, Section ll-9 of this manual for guidelines with regard to amending the pending
transfer of an Agent directly to a resident agency.
1-3.4 Supervision of Resident Agents
It is the continuing responsibility of all SACs, personally and through their Senior Resident Agents
 SRAs!, to maintain constant vigilance in order to detect promptly any delinquencies or failings of
Resident Agents and to inform FBIHQ at once of any such de
ciencies, submitting appropriate
recommendations.  For supervision by SRA see Part II, 1-3.12 of this manual.!
1-3.5 Designation of Senior Resident Agent and Alternate
When two or more Agents are assigned to the same resident agency, the SAC will, UACB,
designate one as SRA and one as Altemate SRA  ASRA!. When the SRA is away from the resident
agency on leave or official business, the ASRA will act in SRA's absence. If the senior and
alternate both are away from the resident agency, the SAC will designate another Agent to act
temporarily in their absence if more than two Agents are assigned to the resident agency.
1-3.6 Reporting to Headquarters City
Resident Agents must report to field office once each 120 days, with permission to come more
often if necessary. They must review 
les, dictate, and generally confer with the SAC or supervisor
and discuss cases with SAC where necessary.
1-3.7 Registers in Resident Agency  See MAOP, Part 2, 1-2.5! h!.!

! The SRA is to forward the FD-420a to headquarters city at the end of each pay period.
! FD-'73, Auto Record, will be maintained for every vehicle assigned to the resident agency.
! The residence address and telephone number and any changes in same must be reported to
FBIHQ as they occur on the FD-310. The FD-310 is printed through BPMS - Address/Locator.
 See Part 2, 2- 1.2.5 of this manual for change in location and telephone number of resident agency.!
1-3.8 Office Space
In resident agencies when space is assigned exclusively and not on a loan basis:

! If possible, there should be painted on the door thereof and FBIHQ advised:
Federal Bureau of Investigation
Resident Agency United States
Department of Justice
Main Office  Location of headquarters city!
! There should appear on the bulletin board of the building and FBIHQ advised:
Federal Bureau of Investigation
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Resident Agency
Room Number
! Deleted
! Deleted
! Deleted
! Keep FBIHQ advised of addresses and telephone numbers of resident agency of
ces and When
resident agency space is no longer used.  See MAOP, Part II, l-3.7! & 2- 1.2.5.!
! When office space exists, of
cial mail is to be addressed to the of
ce or official post office box
and not to the residence of a.n Agent.
 8! A set of keys to premises and all locked facilities therein is to be maintained at 
eld office
headquarters. If a resident agency maintains a set of keys to all locked facilities in a vault or safe,
then it Will only be necessary for 
eld office headquarters to maintain a set of keys to gain entrance
to the resident agency space and the combination to the vault or safe which contains the keys.
 9! For additional security, 
le cabinets in resident agencies should be unlabeled, or labeled by
number keyed to a securely maintained list.
1-3.9 Telephone Facilities and Listing of Telephone Numbers in Directories
 l! Telephones in resident agencies are for the exclusive use of resident Agents and should be
private lines not connected with other offices or building switchboards. Tie lines with svvitchboards
may be maintained in addition to private lines if approved by FBIHQ.
! Outgoing calls must be direct dialed and charged to the resident agency. Consistent with the
exigencies of the case, use the most economical means of communication.
! The telephone number for the resident agency should be included in the telephone directories
under the U.S. Govemment Section, if available, and in those cases Where there is no U.S.
Government Section, the listing should be included in the alphabetical section of the White pages. If
there is no charge for multiple listings, the telephone number may be listed in both the Govemment
Section and the alphabetical section. If there is a charge for more than one listing, the resident
agency telephone number is to be listed only in the part of the directory which normally carries
other Government agencies with a single listing.
 a! All resident agency locations should be equipped with a telephone answering recorder or voice
mail system. This equipment can then be activated to advise the caller to call the 
eld of
ce
number in an emergency situation when the resident agency is unmanned.  See MIOG, Part II, l6-
9.9.2 ! & 16-9.10.!
 b! In no instance shall the residence telephone number or address of an Agent be listed as an
altemate or emergency number for the resident agency.
! For locations Where there is no field of
ce or resident agency, no telephone directory listing is
required. There is no objection to listing the 
eld of
ce telephone number in the alphabetical
section of the directories provided there is no charge for the listing.  See MIOG, Part II, 16-9.9.2.!
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1-3.10 Inspection of Resident Agencies
 l! Each resident agency must be visited and inspected at least twice a year. At least one of these
two visits must be personally made by the SAC. The other may be by the ASAC s!. Additional
visits to resident agencies for managerial purposes are left to the discretion of the SAC.
! The inspection made by the FBIHQ inspection staff may not be counted as one of the required
inspections of resident agencies.
! Appropriate memorandum on inspections of resident agencies should be prepared.
! Occasional visits to resident agencies during night or weekend hours to test security is being left
to the discretion of the SAC.
1-3.11 Availability of Resident Agents
 l! When an Agent operating out of a resident agency is on a road trip  overnight travel out of the
resident agency!, he/she is to advise 
eld office city as to his/her whereabouts if the office C1]11Oll
be noti
ed in advance by routing slip.
! The SRA is to make monthly spot checks of the availability during working hours of Agents
assigned to the resident agency. If an Agent is not available for an appreciable period of time, SRA
must obtain an explanation from the Agent.
! Resident Agents should reside within, or a reasonable distance from the metropolitan area of the
resident agency city to which they are assigned in order that they may be readily available for
emergency duty at any hour of the day or night. The "reasonable distance" is to be at the discretion
of the SAC with FBIHQ concurrence.
! Resident Agents are not to deparl; from their respective territories to such extent that they will
not be readily available in case of emergency after hours, on holidays, or on weekends without
prior authority of the SRA or the SAC. Such authority is to be obtained by mail under normal
circumstances. The use of telephone and facsimile facilities must be held to a.n absolute minimum
and must be fully justified in each instance.
1-3.12 Supervision by SRA  See MAOP, Part 2, 1-3.4.!
The SRA is charged with the supervisory responsibilities for the resident agency office, the resident
agency city activity, a.nd the activity of Agents assigned to the resident agency when in the territory
of that resident agency.  See subparagraph 1-3.11 ! above.! The SRA is not expected to
personally carry out all of the administrative functions listed below, but he/she will be held
accountable for their proper execution.
 l! Knowledge regarding all matters within his/her territory of interest to the FBI
! The proper administration of personnel registers
! The physical condition and maintenance of resident agency space
! Security of resident agency space
! Administrative feature of Bureau automobiles
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! Public relations
! Press relations
 8! Liaison Responsibilities - All Resident Agents a.nd particularly SRAs will be held accountable
for developing and maintaining contacts and relationships with officials in their territories so that
FBIHQ may be promptly informed of any criticisms or suggestions which those officials may have
to offer regarding FBI, its personnel, or its operations.
 9! Applicant recruiting

0! Reading and clipping of newspapers

1! The training of resident agency personnel, closely coordinated with the field office Training
Coordinator

2! Responsibility for the enforcement of the Bureau's rules and regulations

3! Resident agencies with office space shall maintain current administrative folders for
identification orders, wanted yers, and circular letters, and arrange in numerical sequence with the
lowest number at the bottom. Do not serialize. The file is to be unnumbered.

4! Resident Agents and resident agencies may maintain administrative ticklers.

5! Receipts for registered mail sent from a resident agency are to be forwarded to the 
eld office
for retention with other registered receipts for one year.
1-3.13 Supervisory Special Agent GS-14 SRAs

! GS-14 SRAs have responsibilities and authority commensurate with that of other GS- 14 Field
Supervisors. Their official title is Supervisory Special Agent - GS-14, but in order to distinguish
between this position and the Field Desk Supervisor, as well as SRAs in lesser grades, the
designation of Supervisory SRA will be used.
! In addition to the items set out above for all SRAs, the Supervisory SRA position will
incorporate the following areas of responsibility a.nd requisite authority:
1-3.13.1 Personnel Supervision
The overall production a.nd performance of resident agency personnel will be responsibility of the
Supervisory SRA. He/she will, with appropriate input from the Desk Supervisor, prepare the
performance ratings of all Special Agents and support and service pBI'SO11H¬l assigned to the
resident agency. The Supervisory SRA will maintain persomel folders on the individuals assigned
to the resident agency.
1-3.13.2 Supervision of Investigations
The Supervisory SRA representing the SAC and in close cooperation with each Desk Supervisor
will have the responsibility of case supervision in his/her territory in the following manner:

! In the absence of the SAC and ASAC he/she will have the authority to assume full charge of
major investigations occurring in his/her territory.
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! He/she will assign all cases originating in his/her resident agency territory.
! The resident agency Supervisor will be responsible for ensuring that all investigations in his/her
resident agency are conducted promptly and properly.
1-3.13.3 Case Reviews  See MAOP, Part 1, 21-7 !; Part 2, 1-1.4.!
Whether the 120-day case reviews are to be conducted by headquarters city Supervisors, primary
relief supervisor, when approved by SAC, or by a method employing both the Desk Supervisor and
the Supervisory SRA, will be left to the discretion of the individual SACs. If they are conducted by
the Desk Supervisor, a copy of the review sheet  FD-271! with comments of the Desk Supervisor
will be sent to the Supervisory SRA so that he/she might follow the Agent's progress. Regardless of
the method used, the Supervisory SRA will maintain his/her copy of the case review sheet  FD-271!
in the Agent's personnel folder until the next inspection. The case review method utilized must
meet the following minimum conditions:

! Case reviews must be conducted with each Agent at least every 120 days.
! The review must be conducted on a person-to-person basis between a full Supervisory Special
Agent  Desk Supervisor or GS-14 SRA!, or primary relief supervisor, when approved by SAC, and
the case Agent.
! The method to be utilized must be committed to writing, clearly establishing responsibility for
each phase of the case review. Obviously, there will be some situations in which responsibility will
be jointly shared by the headquarters city Supervisor and the resident agency Supervisor.
! All supervisory personnel must be furnished a copy of the SAC's written policy regarding this
important managerial function. Each SAC will be ultimately responsible for making certain that
complete and thorough case reviews are conducted with each Agent every 120 days by a
Supervisory Special Agent.
! Deleted
! See Part 2, Section 8-1.2.3, of this manual, for instructions conceming 60-day case reviews with
probationary Agents.
1-3.13.4 Mail Supervision

! Supervisory SRAs will have the same authority as Desk Supervisors in signing out mail on
behalf of the SAC with the limitations set out below. The Supervisory SRA authority will apply to
mail completed by resident agency personnel. The exceptions will include all communications in
cases of major importance or classifications regarding which the Supervisory SRA has limited
knowledge and experience and in cases where he/she has insufficient background information
 serials!. Communications falling in these categories will be routed through the appropriate Desk
Supervisor. Personnel matters, in all instances, will be routed through the SAC.
! In matters where there is an indication the Desk Supervisor or other headquarters city personnel
may have an interest in or a need for the information reported in a piece of correspondence, the
Supervisory SRA will make certain copies are designated for their attention. The Supervisory
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SRA's responsibility in connection with mail signed out in the resident agency will be the same as
that a Desk Supervisor has for correspondence signed out in headquarters city.
1-3.13.5 Workload Supervision
Responsibility for assuring an equitable distribution of work in the resident agency will rest with
the Supervisory SRA. Where necessary for uniformity of work assignments, the Supervisory SRA
has the authority to reassign cases and other matters.
1-3.13.6 Career Development
The Supervisory SRA will be given the same consideration for career selection and development as
extended to other GS-l4 Field Supervisors. The Alternate SRAs  ASRAs! in these large resident
agencies will be Relief Supervisor trained. Relief supervisory positions in these and even the
smaller resident agencies will not be limited to ASRA. Under the Supervisory SRA, the ASRA
function would be similar to the principal relief on a headquarters city desk. Except for the very
large resident agencies, the Supervisory SRA can and should also carry a caseload. The amount and
type of cases to be personally handled by the Supervisory SRA is left to the discretion of the
individual SAC.
1-4 SUPERVISORY DESKS IN FIELD OFFICES
In requesting additional supervisory desks, SAC should be cognizant of 
scal constraints and aware
of the fact that for every additional supervisor created, a street Agent is removed. The following
factors are considered in evaluating whether to create or retain a supervisory desk in a field office:
 l! Ratio of desks presently in operation in relation to number of Agents in the office;
! Whether the perceived need for an additional supervisor is based upon long-term  years! or
short-term  months! factors;
! Number of Agents to be assigned to the proposed new squad, whether there will be an increase
in the Agent and support personnel office complement, and what the creation of the requested
squad will do to existing squad complements;
! Number of Resident Agents in the office who contribute to supervisory workload for the desk
supervisor, eliminating from computation Resident Agents assigned to Supervisory Senior Resident
Agents;
! Nature of work on squad  complicated target cases or routine reactive investigations!;
! "Workload" as opposed to "caseload," and is there any meaningful trend toward relatively
permanent increase or decrease;
 '7! Deleted
 8! Whether present supervisors perform an excessive amount of noninvestigative or lower level
responsibilities, e.g., an SAC, ASAC, or Agent supervisor involved in administrative duties capable
of relegation to subordinate or support personnel;
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 9! Whether the Work requires regular "on-the-street" supervision and involvement of a supervisor
in conferences with United States Attorney's Strike Force, or other federal agencies and, if so, With
What frequency;

0! Whether TURK, MARs, and accomplishment 
gures  all components of our Resource
Management Information System! support the recommended new desk;

 1! Demographic factors;

2! Whether the most recent inspection report recommended an additional desk and, if not, What
intervening factors point to a current necessity;

3! Whether existing squads can handle current and anticipated investigative responsibilities to
preclude formation of new squad;

4! Whether results achieved, to date, have been adversely affected by lack of adequate Agent
SLIPQTVISIOH;

5! The precise manner, de
nitively stated in which field executives would utilize the additional
time made available to them by the creation of an additional supervisory position.
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2-1 APPEARANCE AND |V|A|NTENANCE OF OFFICES
2-1.1 Maintenance of Official and Personal Property  See Legal Attache Manual, 2-11
& 3-3.!
The SAC is responsible for the maintenance of the office in a neat and orderly manner and for the
care of all property.

! Official papers, documents, books, and similar materials are not to be kept in desk drawers, but

le cabinets for this purpose are to be supplied.
! Agents may keep in their desks: briefcases; bound Bureau bulletins; notebooks containing the
most recent course of training received at the Bureau for 90 days  notes taken at specialized schools
may be retained until separation from service!; notes of annual and special conferences for 90 days;
sidearm; not more than 50 rounds of ammunition for same; personally owned blackjack; current
bound office memoranda; current diary; current National Academy Directory; office supplies for
one week; map and street guide of the territory; copies of expense vouchers for one-year period;
speech material of a current nature; latest issue of Bureau publications; dust cloth; and personal
items currently used, segregated and neatly maintained, including smoking supplies, toilet articles
in envelope or box marked personal, medicines, personal purchases made during the day, personal
mail received during the day. Although employees are permitted to maintain certain personal
belongings in their desks or other prescribed areas in FBI offices, no desk, drawer, cabinet, or any
other space within FBI offices shall be considered to be the private space of any employee.  See
Correspondence Guide-Field, 1-1! and Correspondence Guide-FBIHQ, 1-11.5.!
! Manuals, Bureau bulletins, SAC letters, Memoranda to all SACs, office rosters, and office
telephone directories must be maintained in a safe and secure place so that they are not available to
unauthorized individuals.  See MAOP, Part II, 2-1.3!.!
2-1.2 Space Matters - Field Office
2-1.2.1 Repairs

! Minor repairs should be obtained through the building custodian.
! Major repairs must be authorized by FBIHQ.
2-1.2.2 Improvements andlor Structural Alterations

! Whether government or nongovernment building space, improvements and/ or structural
alterations must be authorized by FBIHQ. This is accomplished by executing a Reimbursable Work
Authorization  RWA!, General Services Administration  GSA! Form 2957, and submitting it to
GSA. After GSA completes their portion of the form, it should be submitted to FBIHQ for approval
with a letter of justification. A detailed cost breakdown of the work should be included in the cover
letter. If approved, the form will then be retumed to the appropriate field office for transmittal to
GSA and subsequent commencement of the work.
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! Annually, on a 
scal year basis, 
eld of
ces may submit to FBIHQ, Attention: Space
Management Unit, Facilities Management Section, Administrative Services Division, for approval
an open-end RWA  GSA Form 2957! for a.n initial amount not to exceed $5,000. The open-end
RWA is to be used for minor alterations and repairs to 
eld of
ce space. All other building space
improvements and/ or structural alterations must be requested separately and authorized by FBIHQ
through the execution of GSA Form 2957 as set forth above.
Upon receipt of the approved open-end RWA, it should be submitted to GSA, thereby authorizing
GSA to perform minor alterations and repairs to 
eld of
ce space when requested by the 
eld
of
ce. The 
eld of
ce must maintain a log documenting the date, purpose, and cost of each
obligation made against the open-end RWA. When the initial $5,000 has been depleted, requests
for amendments to the initial RWA may be submitted to FBIHQ for approval in increments of
$5,000 up to a total of $25,000 Within a fiscal year for each 
eld of
ce. FBIHQ approval of
amendments to the initial open-end RWA will be based on the justi
cation submitted in support of
the increase a.nd the demonstration of responsible administration of the funds as evidenced by the
logs.
! Annually on July 1, each 
eld of
ce holding an open-end RWA will be required to submit an
amended RWA to FBIHQ retuming the unused funds of the open-end RWA.
! For leased buildings Where the 
eld of
ce representative has lease management authority, for
alterations under $25,000, a scope of Work for requested alterations must be developed, a
government estimate obtained from the Planning, Design and Construction Management Unit, and
bids obtained and submitted to the Space Management Unit  SMU! along With an FD-369
 Requisition for Services!.  Note: If not Within the 
eld of
ce authority to obtain bids, request Will
be forwarded to the Construction and Laboratory Contracts Unit  CLCU! to negotiate bids.! If
approved, the request will be forwarded to the CLCU for the issuance of a purchase order. If the
Administrative Of
cer has procurement authority, the requisition will be forwarded back to the

eld of
ce for issuance of a purchase order. The Facilities Management Section Will determine
who the Contracting Of
cer&#39;s Representative Will be for each alteration project request.
2-1.2.3 Space Requests
Requests for space and appropriate justi
cation must be submitted to FBIHQ, Attention: Space
Management Unit, Facilities Management Section  FMS!, Administrative Services Division  ASD!
If approved, the request for space Will be submitted to the GSA by GSA Form SF-81 as prepared
and submitted by the Section Chief, FMS, ASD. This procedure Will ensure proper preparation of
the request, that it is in compliance with existing Executive Orders and GSA and DOJ directives,
and will also ensure space is acquired Within funding levels set by Congress. Contacts or
correspondence with GSA regional of
ces of other than a routine nature must be approved by
FBIHQ. Any
requests to GSA concerning additional space, release of space, layout changes, renovations or any
other changes in present or proposed 
eld of
ce space must be approved by FBIHQ prior to
negotiations or commitments to GSA for such changes. Only GSA is authorized to conduct space
surveys to locate space, and any activity by the Bureau in this area could result in inated rental
prices. If space suitable to your needs comes to your attention, there is no objection to advising
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GSA of this fact, but surveys or checks with realtors should not be conducted. There is no objection
to contacting local GSA representatives concerning day-to-day maintenance problems peitaining to
space unless some particular reason exists for advising FBIHQ. Keep FBIHQ advised concerning
local developments with GSA in space matters.
2-1.2.4 New Construction
Requests from GSA for office space requirements for proposed new Federal construction  GSA
Form 144! must be forwarded to FBIHQ for handling.
2-1.2.5 Field Office and Resident Agency Relocation
Immediately following any field office or resident agency relocation, submit Form FD-607  Field
Office and Resident Agency Change in Address or Telephone Number! to FBIHQ advising
effective date of occupancy change, street and mailing address, the telephone numbers and the date
the Intrusion Detection System installation was completed. A copy of Fonn FD-607 should be
marked to the attention of the Facilities Management Section, WB-950. Copies of the same
communication should be forwarded to all other field offices. FBIHQ should also be advised when
additional space is acquired or excess space is released. Submit this information to FBIHQ by
electronic communication, Attention: Facilities Management Section.  See MAOP, Part 2, 1-3.7.!
2-1.2.6 Commercial Space
Communications favorably recommending acceptance of commercial space for FBI use must also
indicate results of credit, arrest, indices, and pertinent background checks regarding the owner or
owners of the building. If the building is sold during our occupancy, the same check must be made
covering the new owner or owners. Be alert at all times for any information of a derogatory nature
concerning the lessor which would adversely affect our continued occupancy.
2-1.2.7 GSA Leasing Procedure

! GSA has initiated a policy where agencies  to include the FBI! can choose GSA as their agent
to procure leased space or agencies may elect to lease space under their own authority. If the choice
is made to lease space under the FBI&#39;s authority, then similar procedures will be followed, with the
Construction and Laboratory Contracts Unit  CLCU! providing the services that GSA would
otherwise provide. The SMU shall make the 
nal decision as to the use of GSA or the CLCU for
leasing services. All previously stated procedures remain in place with this leasing avenue, with the
Space Management Unit  SMU! being the program manager for any space issues. SMU will work
with the CLCU to complete the space renovations and acquisition. The Facilities Management
Section shall determine who the COTR shall be during requirements development and renovation
stages of the project.
! Lease Management
 a! By Memorandum of Understanding signed by the Assistant Attomey General for
Administration on October 24, 1986, and the Administrator, GSA, on January 5, 1987, the DOJ
was delegated authority to perform functions with respect to the nationwide management of GSA-
leased facilities under either fully serviced leases or under leases where the government has only
utility responsibility. Department of Justice Order 2410.4 dated August 14, 1987, and revised by
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DOJ Memorandum of May 12, 1995, redelegated that authority to the Director, FBI. This authority
has been redelegated by the Director, FBI, to the Chief, Facilities Management Section; the Chief,
Space Management Unit  SMU!; and Space Management Specialists Within the SMU at FBIHQ,
and to the Administrative Officersl Office Services Managers and Supervisory Administrative
Specialists within FBI field offices. Agencies having this responsibility are authorized to assign a.rrd
reassign space within the building managed by them, and may contract for alterations. The
delegation does not authorize agencies to lease space. It only authorizes agencies to manage space
leased by the GSA. No changes to leasing authority were made by this delegation. In order to
manage a GSA-leased facility, officials delegated this authority by the Director, FBI, must seek
designation as Contracting Officer Representative  COR! from the GSA Contracting Officer  CO!.
Upon designation by the CO, the COR may assume the responsibilities of lease management.
 b! To obtain lease management responsibilities for a specific GSA-leased facility, the COR must
initially contact the SMU. The SMU will provide the appropriate assistance to the COR and
coordinate contact with the GSA for the assignment of GSA-leased facilities for lease management.
In implementing the duties of lease management, the COR must obtain prior approval from the
SMU for all assignment and reassignment of space Within a lease managed facility. Additionally,
all desired alterations must be approved by the SMU prior to the award of a contract for the work.
The COR may initiate a request to the lessor of a lease managed facility for alterations. Afterwards,
the request should be submitted to FBIHQ for final approval by the SMU. All alterations at FBIHQ
Will continue to be managed by the Facilities Management Section.
2-1.2.2 Rental Costs  See MAOP, Part 2, 2-1.2.10, 6-5.1, s-s.5.1 ! a.!
The FBI is charged by GSA for space and services through rent. The services included in this
charge are those normally furnished in commercial practices. GSA Will furnish services additional
to those included in the rent on a reimbursable basis. Charges  billings! are rendered monthly in
arrears. The billing includes adjustments for billing errors and changes in space assignments made
prior to or during the previous month. GSA provides these billings to FBIHQ. Copies of the
printouts supporting these billings Will be furnished to the field on a quarterly basis. FBIHQ will
query the field to verify the accuracy of the billing data.
2-1 .2.9 Deleted
2-1.2.10 Recurring Reimbursable Services  See MAOP, Part 2, 2-1.2.8, 6-5.1, 6-8.5.1
! a-!
Recurring reimbursable services, for which separate charges will be made by GSA, will include all
services performed after normal working hours, such as utilities for heating and air conditioning,
and elevator services, etc. Billing for such reimbursable services Will be handled by each GSA
Regional Office, as opposed to the rent for space occupied which is processed at the Public
Buildings Service of GSA in Washington, D.C. All matters as to certi
cation of Work authorization
and funding for recurring reimbursables are to be submitted by GSA Form 2957 or FD-369
 Requisition for Services!, Whichever is appropriate, to FBIHQ, Attention: Facilities Management
Section, for approval. Such services should be completely justified as to essential need for efficient
operation.  Occasionally, standard utilities are not included in the rent, and an FD-369 must be
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submitted to FBIHQ, Facilities Management Section, for these utilities as well.! FBIHQ does not
sanction incurring overtime charges for resident agencies unless severe conditions exist and
adequate justification is presented, such as a continuing Title III operation, after normal Working
hours under extremely uncomfortable conditions. Server rooms in resident agencies Will be placed
on 24-hour HVAC.
2-1.3 Deleted  See Security Policy Manual at http://rmd.fbinet.fbi/ppu/manua|s-
desk/manua|s_published_in_new_format.htm!
2-1.3.1 Maintenance and Security of Keys
 l! Keys should be maintained in a secure manner. A designated employee should be responsible
for the maintenance and security of all keys. Wherever Tel-Kee cabinets are in use, keys should be
maintained in such cabinets at all times except when in actual use.
! A charge-out system should be maintained utilizing Tel-Kee brass receipt holders when keys
are removed from the Tel-Kee cabinet or other place of maintenance for temporary periods not to
exceed 30 days. If keys are charged out by any employee for an indefinite period, property receipt,
Form FD-281, should be utilized. If keys are removed to be used momentarily, i.e., to open desks,
cabinets, and doors at the beginning of a Workday or to lock desks, cabinets, or doors at the end of a
Workday, charge out for this purpose will not be necessary. However, the person in charge of the
maintenance of the keys is strictly responsible for their return When permitted to be withdrawn for
such purpose Without charge out.
! Keys charged out by employees are to be maintained in a secure manner.
! The key, keys, or combinations to all Tel-Kee cabinets or other equipment in which keys are
maintained shall be available to the ranking employee on duty after regular Working hours so that
all keys will be readily accessible in the event of an emergency.
2-1.3.2 Deleted  See Security Policy Manual at http://rmd.fbinet.fbi/ppu/manua|s-
desk/manua|s_pub|ished_in_new_format.htm!
2-1.3.3 Deleted  See Security Policy Manual at http://rmd.fbinet.fbi/ppu/manua|s-
desk/manua|s_published_in_nevv_format.htm!
2-1.3.4 X-Ray Procedures for Screening Incoming Mail, Freight and other Related
Material  See also MAOP, Part 2, 2-1.3.3, 2-2.1, and 2-2.2.!
 l! All Bureau facilities having access to or provided X- ray equipment shall use these devices to
immediately screen all incoming mail, freight and related material for Weapons, explosives and/or
other dangerous material prior to their being opened by Bureau personnel. In conjunction with the
use of the magnetometer  metal detector!, X-ray machines may also be used to screen the personal
possessions of non-Bureau personnel prior to their being allowed access to Bureau space, if the
machine can be placed sufficiently close to the reception area. More sophisticated machines  from
American Science and Engineering!, capable of detecting both metallic and nonmetallic devices
 and drugs! and scanning fairly large boxes, Were provided to each 
eld office not already having
access to comparable equipment. Resident agencies and certain off-site facilities with listed mailing
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addresses were provided smaller, conventional, parcel-size machines  from EG&G Astrophysics!
that can detect metallic components.
 a! In view of the potential threat associated with the delivery of an explosive device to any of its
facilities, the FBI, as a higher risk target for criminal aggression and terrorist targeting, has
enhanced security of FBI offices through the use of mail X-ray screening devices.
 b! If practical, X-ray machines should be located in a controlled area that is outside protected FBI
space, preferably close to the reception area and/or near the primary point of entry used by
commercial carriers to deliver mail, packages, etc., to the FBI office. If there is not sufficient space
and the X-ray machine must be inside the protected FBI space, delivery personnel should be
requested to display proper identification a.nd allow FBI persom1el to look at the package before
they depart. If absolutely required to enter interior space, delivery personnel should follow access
control procedures outlined above in 2-1.3.3.
 c! The use of X-ray screening machines will enable offices to immediately screen incoming mail,
freight and related material to detect weapons, explosives and/or other dangerous material. In
addition, the contents of packages, bags, purses, etc., belonging to persomqel entering into Bureau
space, conditioned upon their consent to a weapons search of their person and possessions, may be
screened by utilizing the X-ray machine.
 d! ALL packages received by FBI offices must be screened by an X-ray system prior to further
distribution, to the extent an of
ce has been provided or has access to such equipment and this
equipment can accommodate the size of the package. Oversize packages are to be independently
verified through use of the return address or other feasible means.
 e! The use of X-ray systems requires specialized operational training. X-ray machines shall be
operated only by authorized personnel who have received proper training as offered by the
manufacturer, the Bomb Data Center, or by a certi
ed bomb technician. All mailroom personnel
shall receive such training, including instructions in recognition of letter bombs and package bombs
 f! FBIHQ and field supervisory personnel shall randomly evaluate mailroom operations to ensure
that employees are properly handling and screening incoming mail, freight a.nd related material.
 g! Suspect device procedures must be documented, prominently posted on or near the X-ray
machine, and made available to all employees. These procedures shall include what course of
action is to be followed when a letter or package is considered suspicious, which persomqel are to
be noti
ed, and a plan for notifying the local bomb squad, when warranted. Also, appropriate
security must be afforded to suspect device procedures to prevent possible compromise; that is, the
posting of such information in unsecure space  i.e., loading dock, reception area, etc.! is strictly
prohibited. The procedures may also include what steps to take if a suspicious package is found in
the vicinity of FBI space.
 h! Personnel must be trained in and follow all associated safety instructions while operating X-ray
machines. Safety and operational procedures must be scrupulously followed.
 i! If there is an indication that a package may contain an explosive device andf or other dangerous
material, DO NOT MOVE OR OPEN IT The suspect package shall be left where it is and the
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immediate area evacuated. Personnel who have had contact with the device shall be identified and
kept available, should a bomb squad response become necessary.
 j! Posters displaying the general characteristics of package and letter bombs &#39; ble throughthe FBIHQ, Laboratory Division, Bomb Data Center, EXtensio1aRoom
 k! If practical, given the size of the facility and the volume of incoming mail, freight and other
related materials, facilities should consider using a rubber stamp or sticker to mark incoming
materials with "X-rayed" in order to con
rm that they have been screened for weapons, explosives
and/or other dangerous materials prior to opening.
If implemented, each facility must develop its own Standard Operating Procedure  SOP!. After
having been reviewed by the facility Security Officer, the SOP must be approved by the division
head, documented to the appropriate ACS file and made available to all division personnel. All
costs associated with the implementation will be borne by the implementing facility. The following
guidelines should be included in the SOP:
1. The "X-rayed" rubber stamp or sticker must be placed on the mail, freight and other related
material only after it has been screened for weapons, explosives and/or other dangerous material.
Placing an "X-rayed" stamp or sticker on such items prior to screening is strictly prohibited.
2. The "X-rayed" stamp or sticker must be clearly visible. It should be placed on the side of the
container which bears the mailing address; however, it should not cover or obliterate any address or
tracking related information.
3. The "X-rayed" rubber stamp or stickers should be afforded appropriate security. When not in use
the stamp or stickers should be stored in a manner that will avoid unauthorized use.
! X-RAY INSPECTION TIPS AND TECHNIQUES  For back- scatter & nonback-scatter
 transmission! technology!
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! TELLTALE/WARNING SIGNS
! NOTIFICATION AND REPORTING REQUIREMENTS
 a! To ensure the safety of personnel, visitors, and property, all offices shall reiterate, on a
semiannual basis, the mandatory X-ray Screening Policy to all personnel as set forth in this manual
citation. Additionally, each office maintaining American Science and Engineering  AS&E! X-ray
equipment shall provide a reading of the volume of items inspected by electronic communication to
FBIHQ, Security Division, Attention: Physical Security Unit  PSU!, Roonaby the close of
business on 12/ l5 and 6/15, of each year. The actual reading shall be taken between 12/ l and 12/ l4,
and 6/ 1 and 6/ 14, of each year.
 b! Upon receipt of this information, the PSU will review each reading to determine if offices are
X-raying mail as required. Consideration will be given to the size of the office as well as the date of
installation. The PSU is cognizant of the fact that AS&E machines have a "Special Feature" which
overrides the inspection counter for an uninterrupted view of the items inspected. This feature is
designed to scan a number of small items at one time when they lack density, thus, showing a count
of one, when a number of items were, in fact, SC2l1"lI1¬d. Offices should only use this feature on a
"need-be" basis, so the PSU can accurately evaluate the use of equipment. In the event it is
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determined that an office is not in compliance, the PSU will forward the information to the
Inspection Division for appropriate action.
! TRAINING, TESTING, AND CERTIFICATION OF EMPLOYEES ENGAGED IN X-RAY
SCREENING
 a! All divisions provided an Automated Multimedia X-ray Equipment Training System shall train,
test, and certify all employees engaged in X-ray screening on a semiannual basis  every six months!
The training system is designed to provide convenient, standardized instruction, and measurable
competency on X-ray interpretation and other related subjects, thus, improving the overall security
of the FBI.
The system provides the following:
l. Operation Basics - Provide a step-by-step guide to all the features of an AS&E Model 66Z X-ray
Machine, with an opportunity to practice using a replica of the console.
2. Troubleshooting - Provide basic operational errors through live demonstrations a.nd simulated
troubleshooting.
3. Basic Image Training - Provide threat identi
cation by presenting basic image analysis strategies
4. Advanced Image Training - Provide more complicated images in a continuous X-ray scanning
mode.
5. Expert Image Training - Provide additional and more complicated images, decrease the intervals
between them, a.nd allow the operators to re
ne their image analysis skills.
 b! Training Instructor
Each division provided an Automated Multimedia X-ray Equipment Training System shall
designate a representative to be responsible to ensure all division employees who perform X-ray
screening duties are trained, tested, and certified in X-ray machine operation and interpretation. The
representative should have a background in training and the authority to schedule, guide, test, and
certify employees.
 c! Training/Testing/Certification
l. The Training Instructor will maintain supervisor settings on the training system as set forth, upon
notification, be able to modify the number and kind of images, the pass threshold, and the score
weighting for each section of training.
2. The Training Instructor must be present while testing is being conducted and be able to answer
questions during the Demonstration a.nd Hands-On Sections of the training. During the Challenge
Section of the 
ve levels, no answers can be given to the operator.
TRAINING SECTION SCORE NUMBER OF TRIES PASS THRESHOLD PASS THRESHOLD
b2
b7E
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b2
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3. Employees that do not pass wit ill automatically be returned to the
beginning Hands-On Section for that level bein tested. This procedure will repeat itself until theemployee passes with at le  In determining if the employee has passed or
failed for each section, the Training Instructor must not onl consider the score, but also the
number of tries attempted. If the employee has r better score with two or less tries foreach section, the employee has passed and is COHSIUGIEU cejified. If the employee h
or better score but has more than two tries in any section, the employee has failed. If the employee
has less tha or cannot complete any section, the employee has failed.
Employees that do not pass shall be removed from the duties of X-ray screening until provided
additional one-on-one training. The additional training shall be provided by the FBI&#39;s Bomb Data
Center or by a certi
ed FBI Bomb Technician. Upon receipt of additional training, the employee
may immediately be retested using the above passing criteria to determine if the employee is able to
retum to the duties of X-ray screening. Before any NEW attempt on the simulator, the old user ID
must be deleted from the training system; fresh tallies are needed for each retest.
4. Each instructor must keep a record of exact user ID  
rst and last name! and password used by
the operator. Printed test results are to be kept for three years in a secured area. Upon request, the
test results must be made available to FBIHQ to evaluate the effectiveness of this training program.
5. The training system must be operated in a dedicated mode as defined in the Manual of
Investigative Operations and Guidelines  MIOG!, Part 2, 35-9.4.8. That is, it may be only used for
the purposes as stated above. No other software or data is to be entered into, processed on, or
transmitted by this computer.
2-1.4 Instructional Books or Working Guides
Each SAC is responsible for arranging the review of instructional books and working guides in
such frequency as to ensure their currency and accuracy, and for maintaining an administrative
tickler or other record to indicate when and by whom these checks were last made.
2-1.5 Firearms in Field Offices
Instructions regarding the maintenance of 
rearms in 
eld offices and resident agencies may be
found in Part II, Section 12 of the Manual of Investigative Operations and Guidelines  MIOG!.
2-1.6 Smoking in Bureau Space

! The Department of Justice Property Management Regulations, Title 41 of the Code of Federal
Regulations, Chapter 128, Subpart 128-20.1, prohibits smoking in all Department of Justice work
places to ensure that persomqel are not exposed, involuntarily, to environmental tobacco smoke at
the work site. In part, these regulations state:
"Environmental tobacco smoke, also known as second-hand or passive smoke, has been identified
by the Environmental Protection Agency as a major source of harmful indoor air pollution and a
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k_nown cause of lung cancer, respiratory illness, and heart disease. The purpose of the following is
to provide Department of Justice employees with the safest work environment possible.
"This policy applies to all  FBI! personnel, visitors, contractors, and personnel of other agencies
and businesses that operate within or visit  FBI! workplaces.
"Environmental tobacco smoke  is the! exhaled and/ or side stream smoke emitted from smokers in
the buming of cigarettes, cigars, a.nd pipe tobacco  a.nd is! a major source of harmful indoor air
pollution and known cause of lung ca.ncer, respiratory illness and heart disease.
"Workplace is defined as any  FBI-owned! or that portion of any  FBI-leased! building where work
is performed by  FBI! personnel,  or! any vehicle acquired by the  FBI! for its personnel.  The new
smoking policy is! to protect all  FBI! personnel from health hazards caused by exposure to
tobacco smoke.  It bans! smoking of tobacco products in all  FBI! workplaces.
"Since environmental tobacco smoke is classi
ed as a potential occupational carcinogen, exposure
to environmental tobacco smoke must be reduced to the lowest feasible concentration; therefore,
smoke break areas shall only be outdoors and twenty-five 5! feet away from common points of
ingress and/or egress into the workplace. Indoor designated smoking areas are prohibited."  See
MAOP, Part 1, 13-13.!
! Since this smoking policy is not intended to interrupt any undercover operations, each SAC and
Assistant Director may use his/her discretion to control smoking in undercover vehicles and/ or
other workplaces.
! Initially, and if the circumstances permit, employees should be encouraged to resolve any
problems regarding smoking in work areas among themselves or through their respective
supervisors. In sensitive circumstances, such as where an employee fears retribution or retaliation
should they voice their objection or lodge a complaint concerning the violation of the Bureau
smoking regulations, the employee may contact the Occupational Safety and Environmental
Program Unit, Administrative Services Division  ASD!, FBIHQ, or a designated official in that
office, to report a violation of the Bureau smoking regulations.
! The Occupational Safety and Environmental Program Unit, ASD, FBIHQ, or their designated
official, shall be responsible for obtaining as many facts as possible from the complainant or
objector, and when appropriate, forwarding the facts without disclosing the identity of the objector
or complainant to the appropriate FBIHQ Section Chief, Assistant Special Agent in Charge, or
other designated official for further investigation. Should the above official be the subject of the
complaint or objection or other sensitive circumstances exist making referral to that official
inappropriate, the Occupational Safety and Environmental Program Unit or their designated official
shall refer the matter to the officials supervisor or other appropriate official.
! Upon receiving a referral from the Occupational Safety and Environmental Program Unit, ASD,
FBIHQ, each FBIHQ division, office, or field office shall conduct the necessary investigation to
either corroborate or refute the objection or complaint, and if corroborated, either correct the
problem or document a violation of the Bureau smoking regulations and shall be responsible for
referral of violations of Bureau policy for appropriate action to the Adjudication Unit, Office of
Professional Responsibility, FBIHQ.
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2-2 RECORDS MANAGEMENT
Field of
ces must be operated strictly in accordance With Bureau instructions relating to Records
Management. The Special Agent in Charge  SAC! in each 
eld division  Administrative SAC in
New York Division! is designated the "Custodian of Records." In the absence of the SAC, related
responsibilities may be designated to the Assistant Special Agent in Charge  ASAC!.
2-2.1 General Instructions for Receiving Mail and Related Material  See MAOP, Part
2, 2-1.3.4.!

! All incoming mail, freight, and related material must be received directly from its respective
mailing/shipping representative, or by the use of an of
cial United States Postal Service  USPS!
Post Of
ce  PO! Box. Utilization of athird party  i.e., security guard, adjacent office  non-FBI!,
other government agency, commercial store front mailing establishment, etc.! to accept incoming
mail, freight, and related material on behalf of the FBI is strictly prohibited.
! All Bureau facilities having access to or provided X-ray equipment shall use these devices to
immediately screen upon receipt all incoming mail, freight and related material. Packages which
C21ILI"lO1l be X-rayed due to their size must be independently veri
ed as legitimate through the use of
a return address or other feasible means. Offices should not disregard a suspicious package even
though it may be labeled With a Bureau mailing label. Labels can be easily duplicated and used as a
possible camouage technique by bombers to deceive the recipient.
! All incoming mail, freight and related material must be immediately inspected as it is received,
paying particular attention to any indications of possible compromise. Packages received opened or
damaged in such a Way as to Where the contents could have been easily removed must be
immediately reported to the Division Security Officer for appropriate action. A subsequent
electronic communication shall be sent to FBIHQ, Security Division, Attention: Physical Security
Unit, Room 4266, and Administrative Services Division, Attention: Mail Services Unit, Room
IBOO6, providing pertinent details of the incident. Security questions regarding USPS procedures
may be directed to the local Postal Inspector. Security questions regarding FedEx procedures may
be directed to FedEx Security Dispatch, Memphis, Tennessee, by calling  901! 922-1945.
! X-ray systems are technical equipment and require special operational training. X-ray machines
shall be operated only by authorized personnel Who have received proper training as offered by the
manufacturer, the Bomb Data Center, a certi
ed bomb technician, or by the use of the automated
multimedia X-ray training system  see MAOP, Part 2, 2-1.3.4 ! for further details. All mail room
personnel shall receive such training, including instructions in recognition of letter bombs and
package bombs.
! Personnel must be trained in and follow all associated safety instructions While operating X-ray
machines. Safety and operational procedures must be closely followed.
! FBIHQ and 
eld supervisory personnel responsible for mail processing shall randomly evaluate
mail room operations to ensure that employees are properly handling and screening incoming mail,
freight and related material. Such evaluations shall be documented and made available to the
Security Division upon request.
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! Suspect device procedures must be documented, prominently posted on or near the X-ray
machine, and made available to all employees responsible for examining mail, packages, etc. These
procedures shall include what course of action is to be followed when a letter or package is
considered suspicious, which personnel are to be noti
ed, and a plan for notifying the local bomb
squad, when warranted. Also, appropriate security must be afforded to suspect device procedures to
prevent possible compromise. That is, the posting of such information in unsecure space is strictly
prohibited.
 8! If, when screening packages, a particular package arouses suspicion, employees should utilize
the following steps to clarify a potential threat:
 a! Contact the intended recipient to determine if the package is expected. If the recipient is not
expecting a package from the stated sender, proceed to 2-2.1 8! b!. If the recipient can identify the
contents of the package and this can be compared successfully as a nonthreatening item with the X-
ray, then the package can be released.
 b! If the suspicious item has an FBI return address, contact the stated sending Bureau office to
determine the sender and a description of the contents of the package. If the FBI sender can confirm
the tracking number as an actual shipment from their office, provide a successful identification of
the contents, and this can be compared successfully as a nonthreatening item with the X-ray, then
the package can be released.
 c! If the sender cannot be verified or identified, the sender is an outside source, or if the FBI
sender is not capable of providing information on the shipment, continue to consider it suspicious
and follow procedures detailed under 2-2.1  9!.
 9! If there is an indication that a package may contain an explosive device, the following steps
shall be immediately taken:
 a! DO NOT MOVE OR OPEN THE DEVICE. The suspect package shall be left where it is and
the immediate area evacuated. Personnel who have had contact with the device shall be identified
and kept available, should a bomb squad response become necessary.
 b! Notify the appropriate personnel in the chain of command. Each office shall have an emergency
contact list with the telephone numbers of the appropriate personnel in the office to notify. This list
should include the Special Agent Bomb Technician for the division who may be able to provide
further diagnostic abilities and coordinate with the bomb squad response if necessary.
 c! Avoid changing the environment of the package. Do not expose it to heat, cold, moisture, or
other environmental factors. No transmitters, including radios, cellular telephones, two-way pagers,
or other radio frequency-producing equipment should be used in the vicinity of the device. Radio
transceivers can generate an electrical field which may be sufficient to cause a.n improvised
explosive device to function.
 d! Under no circumstances should any mail room employee attempt to open a suspect package.
Such actions must be accomplished by appropriately trained personnel.
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0! Posters displaying the general characteristics of package and letter bombs are availablethrough the Bomb Data Center, Laboratory Division, Quantico, Virginia oom

1! In addition to the mail security requirements as set forth in MAOP, Part 2, Section 2-2.2, all
FBI offices shall institute procedures wherein incoming U.S. Mail from sources outside of the FBI
 including other govemment agencies! are opened and inspected for any foreign substance in a
Biological Safety Cabinet  BSC!.
 a! A foreign substance is defined as an abnormal or improper item or material transported in the
mail. Foreign substances include, but shall not be limited to, powdery or crystal substance s!, solid
particle s!, liquid, fluid, gas, or an item or material having some type of odor. Any of these or
similar types of substances shall be considered suspicious. In addition, containers designed to hold
liquids, gases, and biological material  i.e., vials, petri dishes, etc.! shall also be considered
suspicious and handled accordingly.
 b! Employees using a BSC for opening U.S. Mail shall wear protective gloves  e.g., disposable
gloves, 100 percent Nitrile, 6-mil, ll inches in length!. Protective gloves that do not come in
contact with contamination may be disposed of in regular trash.
 c! After initially screening incoming mail for explosive devices and other hazardous material,
Bureau offices shall immediately and visually inspect the outer wrapping of all U.S. Mail with
respect to the following:
l. Evidence of a foreign substance
2. Excessive postage
3. Handwritten or poorly typed address
4. Incorrect titles
5. Title, but no name
6. Misspelled common words
7. Oily stains, discoloration or odor
8. No return address
9. Possibly mailed from a foreign country
10. Lopsided or uneven envelope
ll. Protruding wires or aluminum foil
12. Excessive wrapping material such as tape, string, etc.
13. Marked with restrictive endorsements, such as "Personal," "Confidential," to be opened by
addressee only, etc.
 d! If, when visually inspecting mail, a particular piece of mail resembles any of the above profile,
it shall be considered suspicious. Employees shall utilize the following steps prior to the opening of
such mail in a BSC to minimize exposure to a possibly harmful substance.
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1. Do not shake, smell, blow on, or open the letter or package.
2. Place the envelope or package in a clear sealable plastic bag or some other type of clear sealable
container to prevent leakage of contents. Rubbermaid and other similar type products are suitable
containers to temporarily seal suspicious mail.
3. Mail which cannot be put into a plastic bag or some other type of sealable container due to its
size, shall be moved and placed into the provided BSC. The BSC shall be immediately turned on
and then the mail opened and inspected for any foreign substance.
 e! While visually inspecting incoming mail, employees shall separate incoming mail into two
categories, 1! suspicious, and 2! nonsuspicious. Mail de
ned as suspicious shall be given top
priority and opened first in a BSC. After the mail de
ned as suspicious has been opened and
inspected, all other U.S. Mail shall be opened and inspected in a BSC in the following order:
1. Accountable  USPS Express, Registered, Certi
ed, etc.!.
2. First Class and Business Reply.
3. Bulk Rate, Periodicals, Magazines, etc.
 f! Once the mail has been opened in a BSC, employees shall remove the contents from the
envelope/ packaging material and thoroughly inspect both the contents and envelope/packaging
material for any foreign substance. If mail being inspected has additional imler
envelope s!/packaging  one inside the other!, the inner envelope s!/packaging shall also be opened
and inspected for any foreign substance. If no foreign substance is found in the mail, the contents
may be placed back into the original envelope/packaging material and re-sealed with tape and/or
staple s! to prevent the contents from falling out and getting lost. The resealed mail may then be
removed from the BSC for forwarding to the mail room for additional processing and delivery.
 g! Mail with no outer wrapping, such as periodicals, magazines, etc., shall also be inspected for
any foreign substance by "fanning" the pages. If no foreign substance is found, such mail may be
removed from the BSC for forwarding to the mail room for additional processing and delivery.
 h! Offices may consider using an "Opened and Inspected" rubber stamp or sticker, to the extent it
is practical considering the size of the facility and the volume of mail received, to con
rm items
have been examined a.nd veri
ed as not containing a foreign substance. If implemented, each
facility must develop its own Standard Operating Procedure  SOP!. The SOP shall be documented,
approved by the Division Head, and made available to all employees. It is recommended that the
following guidelines be included in the SOP:
1. The "Opened and Inspected" rubber stamp or sticker must be placed on the item only after it has
been successfully veri
ed as not containing a foreign substance. Placing an "Opened and
Inspected" stamp or sticker on the item prior to inspecting is strictly prohibited.
2. The stamp or sticker must be clearly visible and be placed on the address mailing side of the item
not covering any addressing or tracking number infonnation.
3. "Opened and Inspected" stamps and stickers must be afforded appropriate security, ensuring no
unauthorized use.
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 i! Mail received via a commercial carrier  i.e., FedEx, UPS, DHL, Airborne, etc.! shall also be
immediately and visually inspected after it has been X-rayed for the suspicious pro
le stated in 2-
2. l l l!. If, when inspecting the outer wrapping of commercial carrier mail, a particular piece of
mail resembles the suspicious pro
le, it shall also be processed and opened in a BSC. At the
Division Heads discretion, commercial carrier mail that does not meet the suspicious pro
le may
be transported to the mail room unopened for processing, sorting, and delivery. Whether the
Division Head decides to or not to have all commercial carrier mail opened and inspected in a BSC,
the same procedures stated in 2-2.1
1! shall be adhered to for commercial carrier mail.
 j! Mail received by the U.S. Mail or other commercial carriers which contains evidence shall also
be immediately and visually inspected after it has been X-rayed for the suspicious pro
le stated in
2-2.1
1!. If, when inspecting the outer wrapping of evidence, a particular piece of evidence
resembles the suspicious pro
le, it shall also be processed and opened in a BSC. Evidence that does
not meet the suspicious pro
le may be transported to the mail room unopened for processing,
sorting, and delivery.
 k! If a foreign substance is found while inspecting mail in a BSC, employees shall immediately do
the following:
l. Do not shake, smell, blow on, or empty the contents of any suspicious envelope or package.
2. Do not tum the BSC off.
3. Do not remove the envelope or package from the BSC.
4. Do not attempt to clean up the foreign substance.
5. Place the envelope or package immediately in a clear sealable plastic bag or some other type of
clear sealable container.
6. Remove protective gloves and leave gloves in the BSC.
7. Leave the room and close the door, securing the area to prevent others from entering.
8. Wash your hands immediately with soap and water to prevent spreading of any suspect material
to your face or other parts of your body.
9. Notify appropriate personnel in chain of command.
10. Identify personnel who have been in contact with the letter or package prior to screening and
keep them available should an emergency response become necessary.
ll. Remove any contaminated clothing as soon as possible and place in a clear sealable plastic bag
or some other type of clear sealable container.
l2. Shower with soap and water as soon as possible. Do not use bleach or other disinfectant on skin
 l! If a foreign substance is found while processing mail outside of a BSC, employees shall
immediately do the following:
l. Do not shake, smell, blow on, or empty the contents of any suspicious envelope or package.
2. Do not attempt to clean up the foreign substance.
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3. Cover the spilled contents immediately with something  e. g., plastic, clothing, paper, trash can,
etc.! and do not remove the cover.
4. Place the envelope or package immediately in a clear sealable plastic bag or some other type of
clear sealable container and leave at the location of the release.
5. Remove protective gloves and leave gloves at the location of the release.
6. Leave the room and close the door, securing the area to prevent others from entering.
7. Wash your hands immediately with soap and water to prevent spreading of any suspect material
to your face or other parts of your body.
8. Notify appropriate personnel in chain of command.
9. Identify personnel who have been in contact with the letter or package prior to screening and
keep them available should an emergency response become necessary.
l0. Remove any contaminated clothing as soon as possible and place in a clear sealable plastic bag
or some other type of clear sealable container.
ll. Shower with soap and water as soon as possible. Do not use bleach or other disinfectant on skin
 m! Mail processing and foreign substance inspecting procedures shall be documented, prominently
posted on or near the BSC, and made available to all employees. These procedures shall include
what course of action is to be followed when processing, opening, and inspecting mail, which
personnel are to be notified when a foreign substance is found, and a plan for notifying appropriate
local emergency/ safety authorities, when warranted. Also, appropriate security must be afforded to
mail processing a.nd inspecting procedures to prevent possible compromise. That is, the posting of
such information in unsecured space is strictly prohibited.
 n! FBIHQ and field supervisory personnel shall randomly evaluate mail room operations to ensure
that employees are properly handling and screening incoming mail for any foreign substance. Such
evaluations shall be documented and made available to FBIHQ upon request.
! BSCs are technical equipment and require special operational training. BSCs shall be operated
by only authorized personnel who have received proper training as offered by the manufacturer,
safety officer, or hazardous material specialist. All mail room and other designated personnel shall
receive such training, including instructions on the proper use of protective clothing and equipment.

2! All Bureau offices must maintain a written log of all incoming Accountable mail  i.e., USPS
Express, USPS Registered, USPS Certi
ed, FedEx, etc.! received for possible tracing purposes.
Bureau offices equipped with FedEx automation equipment may record incoming FedEx packages
by using the FedEx satellite/ computer system. Bureau offices must generate a written record from
the FedEx automation equipment of incoming packages with the initials of the employee who
records each package. Bureau offices not equipped with FedEx automation equipment must record
incoming packages by using an FD-211. All incoming USPS Registered, USPS Express, and USPS
Certi
ed packages not recorded on USPS Form 3883  Incoming Registered Mail! must be recorded
by using an FD-211. All records may be destroyed on a monthly basis when they are at least two
years old.  See MAOP, Part 2, 2-4.5.l5.!
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3! Prior to disposal of empty packaging containers, all address mailing labels  i.e., standard
penalty envelopes and labels, USPS and commercial carrier labels and airbills, etc.! must be
destroyed or defaced, ensuring no further use.

4! All empty inner envelopes/Wrapping material with any Bureau marking must be disposed of in
official trash receptacles.
2-2.1.1 Opening of SAC Mail
 l! Mail marked "Personal," Whether addressed to the SAC by name only, title only, or both, must
be opened only by the SAC.
! In the absence of the SAC, the acting SAC may open mail marked "Personal Attention,"
Whether addressed to SAC by name only, title only, or both.
2-2.1.2 Mail Opened by Support Personnel
 l! Mail addressed to the SAC by title only, by name and title, or by name only provided it does not
appear to be personal in nature, may be opened by support personnel.
! When mail indicates enclosures, the person opening the mail must determine Whether they have
been received.
 a! If so, the initials of the person opening the mail must be placed adjacent to the word "Enclosure"
or the abbreviation "Enc." If enclosures are received at a later date, note the date received.
 b! If not, a notation is made on the communication to that effect; FBIHQ or submitting field office
should be immediately advised.
2-2.1.3 Block Stamping Mail
Block stamps and serial stamps are no longer required on any document. Automated Case Support
 ACS! automatically keeps a log on everything done such as when a document Was uploaded,
received in an office, and when an index record was added.
2-2.1.4 Teletypes and Telegrams

! Handling during business hours -
 a! Immediate teletypes must be time-stamped as soon as received and hand carried to the SAC or
person acting for him/her. Other teletypes and telegrams must be time-stamped as soon as received,
indices checked, and if file exists and is available it shall be attached and both file and
communications routed to supervisory personnel at once.
! Handling during nonregular business hours -
 a! Immediate teletypes must be communicated to the SAC or person acting for himfher
immediately.
 b! Priority teletypes - If Agent is on duty, Agent may use his/her discretion as to Whether to
communicate the teletype to the SAC or ASAC. If support personnel are on duty, they must
communicate teletypes to supervisory personnel.
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! Filing of teletypes -
 a! File FD-36 in the case file
 b! Deleted
 c! When a teletype containing the same text is sent individually to more than one 
eld office, only
the FD-36 is to be 
led.
 d! Carbon of machine copy of transmitted message may be retained for one month and then
destroyed.
2-2.2 General Instructions for MailinglShipping  See MAOP, Part 2, 2-1.3.4, 2-2.1.!
 l! The sending office is responsible for making appropriate mailing/ shipping determination
ensuring mailing/shipping methods are properly used. Use cheapest mailing/shipping method
which will suffice in each instance.
! All FBI information  documents and related material up to and including the secret level! must
be shipped by FedEx, U.S. Postal Service  USPS! Registered, or USPS Express between Bureau
offices within the United States and Puerto Rico. The use of USPS Express must be limited only to
locations not covered by FedEx  Post Office boxes, etc.!. Under no circumstances should Top
Secret or Sensitive Compartmented Information be sent via USPS, FedEx, UPS, etc., regardless of
the destination point.
! Mail should not be insured. Insurance payments are prohibited by Title 40, USC, Section 726.
! Mail in smallest possible envelope which adequately protects the material at the least possible
cost. Basic envelope selection guidelines are:
 a! Use a 4 1/ 8 X 9 l/ 2 inch envelope whenever possible. Envelope shall not be more than l/4 inch
thick so it can be processed on postal high-speed optical character readers and bar code sorters.
This dimension might consist of five sheets of 8 1/2 X 11 bond paper, or ten sheets of 8 1/ 2 X 11
tissue paper, or an equivalent combination.
 b! Fold material to be mailed--unless too thick or cannot be folded without being damaged--to fit
into the smallest size envelope, without overstuffing.
 c! Window envelopes shall not be used for the following:
1. Classified material
2. Material relating to National Security
3. Material highly confidential to the FBI or addressee
4. Addressee is a high-level government or private sector official
 d! Choose an envelope only slightly larger than the material to be mailed, to minimize shifting
within the envelope.
 e! Consolidate multiple mailings made on the same day to the same address in one envelope,
instead of using a separate envelope for each item.
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 f! When bulk or size of mail requires a large envelope/wrapping  9 1/2 inches by 12 inches or
larger!, or mail is classi
ed, double envelopes/wrapping must be used, one inside the other, to
guard against mail breaking open in transit. The inner envelope/wrapping shall have the same
address and return address as the outer address mailing label/airbill. Whenever the envelopef
package contains classi
ed information, the inner envelope/wrapping shall also be clearly marked
with the highest classi
cation level. Under no circumstances shall the outer envelope/wrapping
have any indication of the classi
cation level of its contents.
! If possible, all information destined to a Legal Attache  Legat! must be transmitted by
electronic communication  EC! or secure facsimile. Information which cannot be transmitted to a
Legat by EC or secure facsimile must be sent to JEH, FBIHQ for forwarding purposes. No direct
shipments of classified and unclassi
ed-sensitive material to Legats are allowed. Unclassi
ed-
sensitive material is information that, if disclosed, could adversely affect the ability of the FBI to
accomplish its mission. Examples of unclassi
ed-sensitive information might be the identity of FBI
personnel, names of individuals or groups under investigation, technical and automation equipment,
or personal data on individuals. It is noted that all mail and related material sent to other countries
by unsecure methods  i.e., FedEx, UPS, DHL, USPS Express, USPS Registered, etc.! may be
inspected and opened by their respective customs of
cials; therefore, of
ces must be cognizant that
unauthorized inspection by the host country of classi
ed or unclassi
ed-sensitive information can
endanger people, hamper investigations, misdirect resources, and cause embarrassment.
Whenever sending Legat information to JEH, FBIHQ for forwarding purposes, put the information
in an envelope and seal. Indicate the appropriate Legat destination point and classi
cation level
 unclassi
ed-not sensitive, unclassified-sensitive, con
dential, or secret! on the envelope. If the
information being forwarded to a Legat has an "original" communication destined to FBIHQ for
action] information purposes, attach the sealed envelope to the original communication and indicate
next to the Legat copy designation "sealed envelope attached."
Once FBIHQ receives information for forwarding to Legats, FBIHQ will separate the information
into two categories, 
! classi
ed and unclassi
ed-sensitive and ! unclassi
ed-not sensitive. The
classi
ed and unclassi
ed-sensitive information will be shipped via the Department of State
Classi
ed Diplomatic Pouch System. The unclassi
ed-not sensitive information will either be
shipped via the USPS Express mail service or other acceptable commercial express services. This
procedure will expedite unclassi
ed-not sensitive material to Legats and ensure the safe shipment
of classi
ed and unclassi
ed-sensitive material.
! Because of the Bureau&#39;s mandated responsibilities, FBI of
ces are constantly sending/receiving
hoax explosive devices  usually evidence!, explosive components, hazardous substances, and other
dangerous materials which, when X-rayed, might appear suspicious. When of
ces screen all
incoming items, they will experience tense situations as a result of these items being shipped.
Of
ces should not disregard any suspicious package, even though it may be labeled with a Bureau
mailing label. Labels can be easily duplicated and used as a possible camouage technique by
bombers to deceive the recipient.  See MIOG, Part 2, 13-16.6.!
 a! To identify these possible suspicious-looking items prior to receipt and minimize possible
disruption of the workplace, a "Mail/Package Alert" Form  FD-861! must be used.
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 b! Prior to mailing/ shipping items between Bureau offices which, when X-rayed, might appear
suspicious, a.n immediate teletype must be sent or a telephone call made to the recipient. The
teletype or telephone call should identify the shipping method  United States Postal Service
Registered, FedEx, etc.!, identifying/tracking number, office of origin, description of contents, date
it was mailed/shipped, a.nd any other information which may be bene
cial to the recipient.
 c! Upon receipt of the above-mentioned information, the recipient must complete an FD-861 and
post it on or near the X-ray machine in a conspicuous manner. It is the responsibility of each office
to designate an appropriate area for the posting of such information and advise all employees
responsible for X-raying incoming mail and related material of the designated area. Also,
appropriate security must be afforded to the Mail/Package Alert Forms to prevent possible
compromise. That is, the posting of such information in unsecured FBI space  i.e., loading dock,
reception area, etc.! is strictly prohibited.
 d! The form must remain posted at all times until the item in question is received. Upon receipt of
the questionable item, the FD-861 should be removed from the X-ray machine or designated area,
and the bottom portion of the fonn completed  initials of the employee who identi
ed the package
and date received!. The completed form should be retained for 90 days. Thereafter, the form should
be disposed in official receptacles.
 e! The same procedures apply for mailing/shipping to the J . Edgar Hoover  JEH! FBI Building. An
immediate teletype must be sent to FBIHQ, Attention: Mail Services Unit  MSU!, Room IBOO6, orcal 8 a.m. - 4:30 p.m., EST! o  hours a day, seven days a
wee !. e MSU Wlll be responsible for ensuring appropriate JEH FBI personnel are advised of the
questionable item.
 f! When mailing/shipping possible suspicious-looking items OUTSIDE the Bureau, offices should
make a courtesy telephone call to the recipient, providing the same information as described above
 i.e., shipping method, identifying/tracking number, date sent, description of contents, etc.!.
 g! Each office  including resident agencies and off- site facilities! should designate at least two
employees to serve as points of contact for this matter. This will ensure that a possible
communication breakdown will not occur and appropriate personnel are notified in a timely manner
Offices should consider telephone operators, mailroom personnel, and/or the supervisor responsible
for managing mail X-raying screening equipment to serve as a point of contact. ! When
mailing/shipping individual hard drives  removed from or to be installed in a computer! double
boxes must be used, one inside the other, to prevent the contents from breaking open in transit. The
boxes must be structurally sound, with no holes, tears, or missing aps. The use of "banker" or
"photo copy" type boxes are strictly prohibited. These type boxes are designed for storage, not
mailing/ shipping purposes.
 a! A strict limit of no more than 20 hard drives shall be placed in one box. Prior to sealing both the
inner and outer boxes, all unused space in each box must be 
lled with brown wrapping paper,
newspaper, bubble wrap, or any other acceptable packaging 
ller to prevent the contents from
shifting and breaking open in transit.
 b! Both the inner and outer boxes shall be sealed with plastic or gummed-paper tape so that all
holes a.nd seams on the outer finish  including loose  opened! flap joints and permanently glued
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joints! are covered. Thereafter, at least four separate continuous strips of nylon-reinforced filament
tape must be placed around both the inner and outer boxes. Each strip must completely encircle the
box at least once, a.nd at least three of the strips must encircle the container at a right angle to loose
 opened! ap joints.
 c! The inner box shall have the same complete mailingf shipping address and return address
information as the outer box. Whenever mailing/ shipping classified hard drives, the inner box shall
also be clearly marked with the highest classification level. Under no circumstances shall the outer
box have any indication of the classification level of its contents.
 d! All hard drives up to and including the "Secret" level shall be shipped by FedEx, United States
Postal Service  USPS! Registered, or USPS Express Within the United States a.nd Puerto Rico.
USPS Express shall be limited only to locations not covered by FedEx  post office box address,
etc.!. All hard drives sent to and from Legal Attaches shall be sent by Department of State
Classified Diplomatic Pouch, regardless of the classification level. Under no circumstances should
Top Secret or Sensitive Compartmented Information  SCI! hard drives be sent via FedEx, USPS,
UPS, etc., regardless of the destination point. Specific procedures for the transmittal of Top Secret
and SCI may be found in the Manual of Investigative Operations and Guidelines  MIOG!, Part 2,
Section 26.
 e! Offices shall also immediately report to your Division Security Officer any lost, missing,
packages received opened, or packages that Were received damaged in such a Way as to where the
contents could be easily removed. A subsequent electronic communication shall be sent to the
Security Division, Attention: Physical and Technical Security Unit, and the Administrative
Services Division, Attention: Mail Services Unit, providing pertinent details of the incident.
 8! An FD-441 Receipt Card shall be enclosed in all Intra-Bureau shipments containing classified
information up to and including the "Secret" level. The sending and receiving offices are to execute
the appropriate portion of the form, and retum the form upon receipt of the classified package
Within five workdays to the office of origin. If there is no other mail being sent to the office which
prepared the FD-441, the form shall be sent by itself in a small, letter-size envelope by first-class
mail. The use of USPS Registered, USPS Express, or FedEx to return individual FD-441s is strictly
prohibited.
 9! All Bureau offices must maintain a Written log of all outgoing accountable mail  i.e., USPS
Express, USPS Registered, USPS Certi
ed, FedEx, etc.! sent for possible tracing purposes. Bureau
offices equipped with FedEx automation equipment may generate a Written record of outgoing
FedEx packages with the initials of the employee who records each package. Bureau offices not
equipped with FedEx automation equipment must record outgoing packages by using an FD-211.
All outgoing USPS Registered, USPS Express, a.nd USPS Certi
ed packages not recorded on a
USPS manifest must be recorded by using an FD-211. All records may be destroyed on a monthly
basis when they are at least two years old.

0! All outgoing mail, freight, and related material must be delivered directly to their respective
mailing/shipping representative. Utilization of a third party  i.e., security guard, adjacent office
 non-FBI!, other government agency, commercial store front mailing establishment, etc.! to deliver
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outgoing mail, freight, and related material on behalf of the FBI is strictly prohibited. The use of
collection boxes is also prohibited, regardless of the physical location of the box.
2-2.2.1 Mail Classes and Shipping Services

! Federal Express  FedEx! - The Bureau&#39;s use of FedEx small package ovemight express service
is provided under the General Services Administration  GSA!, Contract No. GS-23F-170L, and is
utilized by the Department of Justice and most other executive agencies subject to 41 CFR 101-40.
The scope of the contract does NOT include "letters," i.e., ROUTINE 
rst-class mail to a private
citizen, as defined in United States Postal Service  USPS! Regulations, 39 CFR 310.1  Private
Express Statutes!.
The scope of the contract also does NOT include the following for shipment:  a! Single packages
greater than 150 pounds in Weight and/or greater than 119 inches in length, and 165 inches in
length a.nd girth combined;
 b! Freight shipments;
 c! Same-Day shipments;
 d! Single packages smaller than 7 inches in length, 4 inches in width and 2 inches in depth;
 e! Shipments Which contain both firearms and ammunition in the same package; and
 f! Shipments which may cause damage or delay to equipment, to personnel, or to other shipments.
 g! Deleted
 h! Deleted
 i! Deleted
 j! Deleted
 k! Deleted
 l! Deleted
 m! Deleted
 n! Deleted
 o! Deleted
 p! Deleted
! The contract specifically states that urgent letters must be delivered in accordance with the
USPS Private Express Statutes Which, for the most part, means that delivery must be made before
12 noon the following business day. To comply with Private Express Statutes and to receive GSA
contract rates, Bureau offices must use FedEx "Priority Overnight" service with a 10:30 a.m., next-
business- day delivery commitment. Using FedEx "Standard Overnight" service with a 3 p.m. next-
business-day delivery commitment, or using "second- business-day" service with a 4:30 p.m.
delivery commitment for FBI documents is prohibited and is in violation of Private Express
Statutes and USPS regulations. Using FedEx "First Overnight" with an 8 a.m., next-business-day
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delivery commitment is NOT provided under the GSA contract, but may be used only on occasions
where the earlier delivery commitment is absolutely necessary. Under no circumstances should
"First Overnight" be used whenever shipping to FBI Headquarters  FBIHQ!. All FedEx packages
destined to FBIHQ are picked up at 9 a.m. each business day regardless of the type of service
indicated.
! USPS Private Express Statutes also require that all letters shipped express next-business-day
must be marked "Extremely Urgent," or "Private Carriage Authorized by Postal Regulations," or
with a similar statement. The majority of packaging containers provided by FedEx and most other
express couriers are marked "Extremely Urgent." However, standard opaque packaging containers
provided by GSA and commercial vendors are not marked as such. When shipping via FedEx,
offices shall make sure that somewhere on the packaging container it is marked "Extremely
Urgent" to comply with Private Express Statutes. ! FedEx automation equipment must be
operated in a dedicated mode as de
ned in the Automated Data Processing Telecommunications
Security Policy, Manual of Investigative Operations and Guidelines  MIOG!, Part 2, Section 35-
9.4.8. That is, it may only be used to communicate, process, and store FedEx transactions. NO
other software or data is to be entered into, processed on, or transmitted by this computer. All
FedEx automation equipment must be labeled with a data description label  SF-71 l! to indicate that
the equipment is contractor-owned. Bureau offices may obtain SF-7ll labels from their divisions
supply technicians .
! Prior to sealing a packaging container, all unused space in the container must be filled with
brown wrapping paper, newspaper, bubble wrap, or any other acceptable packaging filler to prevent
the material from shifting and breaking open in transit.
! Packaging containers  i.e., envelopes, boxes, tubes, etc.! must have continuous, nylon-
reinforced filament tape placed around the container from end to end and side to side as indicated
below:
 a! FEDEX OR USPS LETTER  CARDBOARD! ENVELOPES
AT LEAST four separate continuous strips of nylon-reinforced filament tape must be placed
around the envelope. Each strip must completely encircle the envelope AT LEAST once. Two of
the strips must cover loose  opened! flap joints a.nd permanently glued joints in a HORIZONTAL
direction. Two of the strips must cover loose  opened! ap joints and permanently glued joints in a
VERTICAL direction.
 b! FEDEX OR USPS TYVEK ENVELOPES
All holes a.nd seams on the outer 
nish of these envelopes  including loose  opened! flap joints and
permanently glued joints! must be sealed with plastic or gummed paper tape. AT LEAST two
separate continuous strips of nylon-reinforced filament tape must be placed around the envelope, at
right angles to loose  opened! flap joints. Each strip must completely encircle the envelope AT
LEAST once.
 c! FEDEX OR USPS BOXES
All holes and seams on the outer finish  including loose  opened! flap joints and permanently glued
joints! must be sealed with plastic or gummed paper tape. AT LEAST two separate continuous
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strips of nylon-reinforced 
lament tape must be placed around the box, at right angles to loose
 opened! flap joints. Each strip must completely encircle the box AT LEAST once.
 d! STANDARD OPAQUE PACKAGING CONTAINERS SHIPPED VIA FEDEX  Smaller Than
17 1/2 inches in length, X 11 1/2 inches in Width, x 10 1/2 inches in depth!
All holes and seams on the outer 
nish  including loose  opened! flap joints and permanently glued
joints! must be sealed with plastic or gummed paper tape. AT LEAST three separate continuous
strips of nylon-reinforced 
lament tape must be placed around the container. Each strip must
completely encircle the container AT LEAST once, and AT LEAST two of the strips must encircle
the container at a right angle to loose  opened! ap joints.
 e! LARGE STANDARD OPAQUE PACKAGING CONTAINERS SHIPPED VIA FEDEX 
7
1/2 inches in length, x 11 1/2 inches in width, X 10 1/2 inches in depth, or larger!
All holes and seams on the outer 
nish  including loose  opened! flap joints and permanently glued
joints! must be sealed with plastic or gummed paper tape. AT LEAST four separate continuous
strips of nylon-reinforced 
lament tape must be placed around the container. Each strip must
completely encircle the container AT LEAST once, and AT LEAST three of the strips must
encircle the container at a right angle to loose  opened! flap joints. The larger the container, the
more strips of nylon-reinforced 
lament tape must be used.
! Packaging containers provided by the USPS and FedEx must NOT BE REUSED for shipment
purposes. These containers are designed for one shipment only. Standard opaque packaging
containers may be reused only When the container is structurally sound, With no holes, tears, or
missing flaps. Obsolete address mailing labels and markings must be removed or covered prior to
shipment.
 8! The use of "banker" or "photo copy" boxes are strictly prohibited. These boxes are designed for
storage, not mailing/shipping purposes.
 9! The "release signature" block on FedEx airbill or automation equipment must NOT be executed
under any circumstances.

0! The scope of the contract provides for the shipment of hazardous materials  "Dangerous
Goods"!, as de
ned by the International Air Transport Association  IATA! Dangerous Goods
Regulations. Bureau of
ces must comply with all federal, state, and local laws governing packing,
Wrapping, marking,and labeling whenever shipping dangerous goods. Speci
c information about
dangerous goods may be found on the internet at http://WWW.fedex.com and searching for
"dangerous goods," or by calling FedEx at  800! GO-FEDEX, selecting prompt 81 and asking for
the dangerous goods department. All FBI employees/contractors that Wrap/package and place into
shipment a hazardous material  dangerous good! must receive general awareness/familiarization
training and function-speci
c training regarding hazardous materials. The FBI has designated
FedEx or the Department of Transportation, Transportation Safety Institute, Oklahoma City, for
hazardous materials training.  See MAOP, Part 2, 2-2.2.13 and 6-2.3.9; MIOG, Part 2, 13-6.7.!

1! All FBI FedEx invoices are received electronically at FBIHQ on a Weekly basis and reviewed
by the Mail Services Unit  MSU! for accuracy, compliance Within the scope of the FedEx Domestic
Ovemight Express service contract, late deliveries, and unauthorized activity. To be in compliance
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with standard Inspection Division audit guidelines, FBI field offices and other FBI locations shall
receive a weekly FedEx summary statement via the FBI Intra.net. This summary statement will be
e-mailed directly to financial managers and other designated finance personnel. For locations that
do not have a financial manager, the lead finance official of that site shall be designated as the point
of contact. If the financial manager or designated finance official changes, it is the responsibility of
the field office or FBIHQ location to inform the MSU of the change. In the event FBI FedEx
account locations receive a paper invoice for shipments made, these invoices shall be reported by e-
mail and then forwarded to FBIHQ, Attention: Ms. Dolores A. Gibbs, Program Analyst, MSU,
Facilities Management Section  FMS!, Administrative Services Division  ASD!, Room 1B006.
Financial managers and designated personnel shall ensure that the FedEx summary statement is
reviewed for accuracy within five workdays of receipt. The summary statement shall be compared
with the FedEx records maintained at each FedEx account location within the division. If the
statement is accurate and both records match  i.e., date of shipment, tracking number, from and to
address, account number, etc.!, the financial manager or the lead finance official shall download the
summary page of the statement into paper form. The summary page must then be signed, dated and
filed as a subfile under the master Third Party Draft control 
le. Records shall be maintained for a
period of six years and six months. Thereafter, the records may be destroyed. If the financial
manager or lead finance official identifies any incorrect charges or unauthorized shipments, these
charges and/or shipments shall be reported by e-mail within five workdays to the MSU. The MSU
shall reconcile any incorrect charges or unauthorized shipments with FedEx within five workdays
of e-mail notification.

2! FBI FedEx account locations are no longer responsible for identifying and informing FedEx of
packages delivered outside the published delivery commitment  late deliveries!. Although packages
delivered after the delivery commitment will appear on the weekly summary statement, the MSU
shall work with FedEx to determine if these are appropriate charges and seek the appropriate credit
or refund for late deliveries.

3! FBI FedEx account locations shall continue to be responsible for verifying the actual delivery
of FedEx packages shipped within two workdays after shipment. Lost or missing packages shall be
immediately reported to the division Security Officer. If the lost or missing package cannot be
located within 15 calendar days, an electronic communication shall be sent to FBIHQ, Security
Division, Attention: Security Compliance Unit, PA-555, and Administrative Services Division,
Attention: Mail Services Unit, Room 1B006, providing pertinent details of the incident. See 261C-
HQ-Cl407494 Serial 153 for Security Division reporting guidelines.

4! FBI FedEx account locations shall also continue to be responsible for identifying and
informing FedEx of packages received in damaged condition and seeking a.n appropriate refund.
Each FedEx package is automatically valued at $100 per package, or $1.00 per pound, whichever is
greater. When shipping material via FedEx valued over $100, offices should declare the actual
value  up to a maximum of $50,000! by indicating the value on the airbill or through FedEx
automation equipment before presenting the package to FedEx. To receive a refund, FedEx must
receive notification of the damaged package within 15 calendar days of the date of delivery. A
damaged package notification must be made by calling  800! 463-3339, selecting prompt 0, and
asking for "claims." FedEx will provide a control number and fax a claim form to the requested
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location. The completed claim form must include all documentation related to the proof of value
 i.e., copy of original invoice from vendor/supplier, itemized repair invoice or statement of
nonrepair, appraisals, expense statement, or any other applicable documentation!. The majority of
claims are resolved within 5 to 21 days. Damaged package claims that cannot be reconciled with
FedEx shall be brought to the attention of the MSU.

5! To ensure the accuracy of the FedEx electronic invoicing process, all requests to open or close
an FBI FedEx account shall be submitted by electronic communication or e-mailed to Dolores A.
Gibbs, MSU, ASD. To open an account, the requester must provide the street address of the
account location, point of contact, telephone number, justification for the account, and anticipated
volume of FedEx packages sent on a daily basis. To close an account, the requester must provide
the account number, street address, and point of contact.

6! With the merger of FedEx and Kinko&#39;s into FedEx Kinko&#39;s, FedEx shipping account holders
are capable of purchasing supplies and related materials by using their FedEx account number. The
scope of the contract with FedEx does not include the purchase of supplies and related materials.
Under no circumstances should offices use their FBI FedEx account number to purchase any
supplies and related materials from FedEx Kinko&#39;s or from any other source. Supplies and related
materials may be purchased by an approved govemment credit card or by any other authorized
procurement method.

7! When presenting packages to FedEx, offices must ensure that a complete "from and to"
mailing address, the sender&#39;s and recipient&#39;s telephone numbers, date, type of service  priority
overnight!, weight, value  if applicable!, special handling  Saturday delivery, dangerous goods,
etc.!, and account number are clearly printed or typed on the mailing label/airbill. Under no
circumstances should offices present packages to FedEx without the above delivery information.
All FedEx shipments must also have a FedEx SEL- 17 exception sticker next to the address mailing
label. Offices may obtain SEL-17 stickers by contacting FBIHQ, Ms. Deborah R. Brooks, or Mr.
A.C. Tarver, Mail Supervisors, MSU, 02! 324-4303.

8! FedEx account numbers are like credit card numbers and must be provided appropriate
security. Offices are prohibited from providing FBI FedEx account numbers to outside sources
unless it is for official business, the outside source is known and considered trustworthy  i.e., other
government agencies, task forces, victims of crime, cooperating witnesses, etc.!, and the shipment
is made to an FBI office. Under no circumstances should FBI FedEx account numbers be provided
to outside sources for unofficial purposes, for third party shipments  from and to non-FBI
locations!, or for the delivery of paid goods and/ or services. It is the responsibility of all offices to
be diligent in identifying and reporting possible fraud and/or unauthorized shipping activity.

9! The use of FedEx is considered "Premium Transportation" and should not be indiscriminately
or needlessly used. Bureau offices should use the cheapest mailing method which will suffice in
each instance. Bureau offices shall use FedEx for the daily, consolidated shipment of FBI
documents and related materials  up to the "Secret" level! between Bureau offices within the
United States and Puerto Rico. Bureau offices may also use FedEx to other government agencies
and outside sources for time-sensitive materials. However, to save funds, offices should refrain
from sending FedEx packages separate from the daily, consolidated Bumail shipment unless it is
absolutely necessary  i.e., size of material, hazardous material, evidence, court order, etc.!. Offices
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are strongly encouraged to take advantage of automation technologies already available to transmit
information in lieu of FedEx. Additionally, the use of FedEx for shipment of office supplies, forms,
routine, public source material, and/or items outside the scope of this contract is prohibited. Each
office is responsible for making the appropriate shipping determination, ensuring FedEx is properly
used.
2-2.2.2 Registered Mail
The weight and size limits for registered mail is 70 pounds a.nd 108 inches in length a.nd girth
combined.

! Use registered mail for -  See MAOP, Part 2, 2-2.2.9.!
 a! Deleted
 b! Evidence
 c! Valuables - item having a reimbursable value, such as coin, currency, jewelry, etc. The
reimbursable value  up to $25,000! must be declared to the postal service.
 d! Material classified under Executive Order 12958. "Secret" and "Confidential" material must be
enclosed in opaque sealed envelopes where size permits or in opaque sealed boxes. Refer to MIOG,
Part 2, 26-7.2, for transmitting material of this type to other agencies.
 e! Firearms - when within weight limitations  See MAOP, Part 2, 6-2.3.9; MIOG, Part 2, 12-5!
& 13-6.79!, for shipment of firearms.!
 f! Any other material which the Bureau has ordered sent by registered mail.
 g! Receipts for registered mail  FD-441! sent from a resident agency are to be forwarded to the

eld office headquarters. Field offices are to verify receipt of all registered mail and FD-441s by
noting adjacent to the registered number on U.S. Postal Service Form 3877  outgoing registered
mail! or 3883  incoming registered mail!, the date and the initials of the employee who confirms
the receipt of the mail and FD-441. Thereafter, the FD-441s are to be destroyed. Postal Service
Forms 3877 and 3883 are to be destroyed on a monthly basis when two years old.  See MAOP, Part
2, 2-4.5.15.!
 h! Form FD-44lb  Registered Mail Tracer Request! is to be used to trace and verify receipt of
registered mail dispatched to an FBI office when the registered mail receipt cards have not been
retumed to the originating office. The receiving office is to execute the appropriate portion of the
form and return it to the sending office. The information on the FD-44lb will be recorded in the
absence of the misplaced registered mail receipt card. Thereafter, the FD-44lb may be destroyed.
 i! Form FD-441a  Receipt! is green in color and is to be used in connection with mailing evidence
from one field office to another or from a 
eld office to FBIHQ. The form is to serve as verification
that the receiving office did, in fact, receive the evidence. The receiving office is to execute the
appropriate portion of the form and retum it to the sending office  Attention: Evidence Control
Technician! where it is to be placed in an evidence envelope  FD-340, FD-340b and/or FD-340c!
and filed in the 1A section of the case file for retention pending final disposition of the file.  See
MAOP, Part 2, 2-4.4.11.!
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! Numbering Registered Mail
 a! All registered mail must be numbered by a self- adhesive number preprinted, i.e.,  RO20043002!
label.
 b! Labels should be used in numerical order and the complete nine digit number, including the
prefix "R" must be recorded on the postal manifest.
 c! Labels are obtained from local post offices.
! Wrapping Registered Mail - Standard opaque packaging containers shipped via USPS
Registered mail must be sealed in a manner that will allow application and retention of adhesive
stamps, postage meter impressions and postal endorsements made by hand stamp, ball- point pen,
or number two pencil. The use of masking, cellophane, nylon-reinforced, and/or plastic tape on the
outer finish of registered mail is prohibited. Bureau offices must use extra gummed paper tape to
ensure the registered packaging container does not break open in transit.
! Registered mail from FBIHQ -
 a! A record of mail received from FBIHQ must be maintained for two years on Form FD-21 l.
 b! Record must show date and time of receipt, accountable/tracking number, initials of employee
signing postal service receipt when a return receipt is received, whether the return receipt card is
Bureau Form 4-37 or whether it is U.S. Postal Service Form 3811.
 c! Enter on Form 4-37 the actual time of receipt of the mail by the Bureau employee from the post
office box or the actual time the mail is delivered to the office by a postal service employee.
 d! Deleted
2-2.2.3 Express Mail  USPS!
Provides for next-day service if mailed no later than the designated time required by each post
office. May be used for transmitting information classified "Confidential" or "Secret" between FBI
offices within the United States and Puerto Rico. The use of USPS Express Mail must be limited
only to locations not covered by FedEx  Post Office boxes, etc.!. Contact your local post office for
service inforrnation.
2-2.2.4 First-Class Mail 
1 ounces or under!  See MAOP, Part 2, 6-2.3.9.!
 l! Receives expeditious handling a.nd transportation and consists of mailable post cards, matter
wholly or partially in writing or typewriting, matter closed against postal inspection, bills, and
statement of account.
! Pieces of mail are not acceptable for mailing if they are LESS than any one of the following
measurements:
3 l/2 inches high; 5 inches long; or .007  Seven thousandths! of an inch thick
! Pieces of mail more than l/4 inch thick do not have to measure at least 3 l/2 inches high or 5
inches long. EXEMPTED from all but the minimum thickness dimension are mailings of keys,
identification cards a.nd tags.
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! A surcharge will be required for First-Class mail weighing one ounce or less if any one of the
following dimensions are exceeded:
6 l/8 inches high; ll l/2 inches long; or l/4 inch thick
! First-Class mail weighing more than 11 ounces which requires expeditious handling and
transportation should bear the notation "Priority" immediately above the address. A rubber stamp
with 1/4-inch high or larger letters should be used. Size limit - 108 inches in length and girth
combined. Weight limit - 70 pounds.
! Deleted
 &#39;7! Always use First-Class mail or Priority mail for outside source correspondence mailed to
Alaska, Hawaii, and Puerto Rico. Airmail is to be used only for International Mail.
2-2.2.5 Periodical Mail  Formerly "Second-Class Mail"!
Use for mailing periodicals, such as magazines, newspapers, etc., when postage is paid by permit,
postage stamps, or postage-meter stamps. For details, consult the United States Postal Service
Domestic Mail Manual or the FBI Mail Manager.
2-2.2.6 Standard Mail  A!  Formerly "Third-Class Mai|"!
Standard Mail  A! weighs less than 16 ounces. It comprises the subclasses of standard mail regular,
standard mail enhanced carrier route, nonprofit standard mail, and nonprofit standard mail
enhanced carrier route. These subclasses include printed matter, pamphlets, catalogs, newsletters,
direct mail and merchandise. For details, consult the United States Postal Service Domestic Mail
Manual or the FBI Mail Manager.
2-2.2.7 Standard Mail  B!  Formerly "Fourth-Class Mai|"!
Standard Mail  B! consists of mailable matter that is neither mailed nor required to be as First-Class
Mail nor entered as periodicals  unless permitted or required by standard!, and weighs 16 ounces or
more  except special standard mail and library mail!. Maximum weight is 70 pounds with a size
limit of 130 inches in length and girth combined. For details, consult the United States Postal
Service Domestic Mail Manual or the FBI Mail Manager.
2-2.2.8 Certified Mail  See Correspondence Guide-Field.!
Certi
ed mail provides for a receipt to the sender and a record of delivery at the post office of
addressee; it is handled the same as regular mail in transit and no record of it is maintained at the
sending post office. Not available for parcels and packages. May be used for mailing material not
requiring the security of registered mail but where a retum receipt is desired. Not normally used in
Bureau mailings.
2-2.2.9 Mail to United States Attorneys
Mail for a USA located in 
eld office headquarters city may, at SACs discretion, be mailed to
USA unless USA&#39;s office and field office are in the same building. In such instances it should be
delivered by messenger or clerk. If mailed, handle consistent with above instructions in MAOP,
Part II, 2-2.2.2  l! regarding registered mail.
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2-2.2.10 Deleted
2-2.2.11 Deleted
2-2.2.12 Business Reply Mail  Moved from 2-2.2.2!
Mandatory use of business reply mail by federal agencies is required by the United States Postal
Service  USPS!. Official mail envelopes furnished to any person, concern, or organization, from or
through Whom o
icial reply is desired, must be preprinted in a business reply mail format, as
required by the USPS. Penalty Mail stamps or a postage meter impression may be applied to
envelopes distributed for reply purposes in lieu of the preprinted business reply mail envelopes.
2-2.2.13 Hazardous Materials  Dangerous Goods!

! Items that are considered hazardous materials  i.e., explosives, gases, ammable liquids,
oxidizing substance and organic peroxide, toxic and infectious substances, radioactive material,
corrosives, a.nd other miscellaneous dangerous goods! must be Wrapped, packaged, labeled, and
mailed in accordance with 49 CFR, Part 172; and the Dangerous Goods Regulations, International
Air Transport Association  IATA!, regardless of the shipping method  i.e., USPS, FedEx, UPS,
DHL, etc.!.  See MAOP, Part 2, 2-2.2.1 
0! and 6-2.3.9; MIOG, Part 2, 13-6.7.!
! All FBI employees/contractors that wrap/package and place into shipment a hazardous material
must receive general awareness/familiarization training a.nd function-specific training regarding
hazardous materials.
! The FBI has designated FedEx or the Department of Transportation, Transportation Safety
Institute, Oklahoma City, for hazardous materials training.
2-2.3 Utilization of FBI Systems for Personal and/or Unofficial Purposes; Standards
of Conduct
 l! FBI mail systems may be only used to receive, internally distribute, or mail matter related to
official FBI business. The receiving, internal distribution, or mailing of personal matter  i.e.,
correspondence, merchandise, chain letters, and/or solicitations! using FBI mail channels, materials
and resources, including penalty envelopes and postage funds, is prohibited by various laws and
regulations.
Using any federal agency mail system is using government property, a.nd 5 CFR 2635.704  a! l!
states:
"An employee has a duty to protect and conserve Government property and shall not use such
property, or allow its use, for other than authorized purposes. Government property includes any
form of real or personal property in which the Government has an ownership, leasehold, or other
property interest as Well as any right or other intangible interest that is purchased with Government
funds, including the services of contractor personnel. The term includes office supplies, telephone
and other telecommunications equipment and services, the Government mails, automated data
processing capabilities, printing and reproduction facilities, Govemment records, and Government
vehicles."
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! Using penalty envelopes for other than official FBI business is prohibited by Title 18, USC,
Section 1719, which states:
"Whoever makes use of any official envelope, label or indorsement authorized by law, to avoid the
payment of postage or registry fee on his private letter, packet, package, or other matter in the mail,
shall be 
ned under this title."
! Violations should be immediately reported and treated as any other violations of standards of
employee conduct involving abuse of government property.
2-2.4 Mail Addressed to Former FBI Employees

! Mail addressed to an employee by name or title is presumed to be official FBI mail and
intended for the employee in the FBI position held. Therefore, mail addressed to a former employee
shall be forwarded to their last assigned office  i.e., unit, squad, etc.! where it shall be opened by a
supervisor or a designated representative for proper disposition. If it cannot be detennined where
the former employee was assigned, the Mail Room Supervisor or designated representative shall
either return the mail to the sender or open the mail in question. If opened, the Mail Room
Supervisor or designated representative shall read the mail to ascertain subject matter and route to
the appropriate office or individual for appropriate action. Once opened, United States Postal
Service  USPS! regulations prohibit its retum, unless it is enclosed in a new envelope or wrapper
with a correct address and new postage. If the mail is clearly personal and not related to official
FBI business, the mail shall remain unopened and returned to sender.
! All FBI employees planning to leave the Bureau shall inform all correspondents of their
intended employment status prior to departure. This will significantly reduce a time-consuming
research process in handling such mail.
! This policy is in accordance with the standards in the USPS Domestic Mail Manual at D042.4.1
and with the stated position of the U.S. Postal Inspection Service, which is as follows: "Once mail
addressed to an individual at a governmental or nongovernmental organization is delivered to the
organization, it is out of the USPS mail stream. From that point, the organization determines
disposition. This includes opening and determining disposition of mail addressed to former
employees."
2-2.5 Ordering Preprinted Mailing Envelopes, Labels, and Postcards

! Production of preprinted mailing envelopes, labels, and postcards are regulated by the United
States Postal Service  USPS! as to formats, sizes, paper, and ink  See DOMESTIC MAIL
MANUAL!, and by the Department of Justice  DOJ! Unified Graphic Communications Program as
to typography and styling of return address information.
! To ensure these regulations are followed, Bureau offices must submit an FD-369 to FBIHQ
when ordering preprinted mailing envelopes or postcards regardless of quantity or cost. The FD-
369 should include complete return address information as well as the quantity, size, and example
of each envelope and/or postcard needed. Since the procurement process will take approximately
90-120 days depending on the type of item ordered, offices should plan ahead when submitting
orders to ensure an adequate supply at all times.
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! Offices may obtain preprinted mailing labels by submitting a routing slip with the same
information as mentioned above to FBIHQ, Room IBOO6.
2-3 INDEXING
2-3.1 Purpose
The purpose of indexing is to record individual names; nonindividual names, such as corporations;
and property which are relevant to FBI investigations so that this information can be retrieved, if
necessary, to support an efficient and effective case management system for current and future
investigations. The Universal Index  UNI! also serves as an information resource to the Executive
Branch of the U.S. government. Executive Branch Agencies request name searches against UNI as
part of their investigations to determine suitability for employment, trustworthiness for access to
classi
ed information by U.S. government employees, contractors, licensees, grantees, military
personnel and other individuals with an officially determined need for access or, in the case of
aliens, eligibility to remain in the United States.
2-3.2 General Policy

! A general index in support of FBI administrative and investigative matters must be maintained
in an automated and/ or a manual environment at the field office and Headquarters levels. Only
information which is relevant and necessary to accomplish a purpose authorized by statute,
Executive Order of the President, or by the Constitution is to be recorded in FBI files.
! It is absolutely essential to include as much identifying information  see 2-3.4.1! as possible
once the decision is made to index based on the guidelines in this manual. The efficiency and
effectiveness of present and future index systems will be determined largely by the completeness of
each index record. "Indices Popular" names, such as but not limited to, JAMES JACKSON and/or
JOHN SMITH, without specific identifying data are of little or no value to subsequent users of the
index.
 a! Cautions: Repetitive subject indexing within a case is not necessary and is prohibited. If case
Agents and/ or their supervisors require repetitive subject indexing, they must request a.nd obtain the
assistance of one of the automated investigative support systems. Indiscriminate reference indexing
without specific purpose also is not acceptable.
 b! Incomplete common names  common names which do not include at least a partial first name
and full last name!, except for title information, as well as separate standalone address, telephone,
and automobile license plate numbers, should not be indexed absent extraordinary circumstances.
Such unidentifiable names and/ or numbers create further information management overhead costs
which are not economically justifiable now or in the future.
2-3.3 Indexing Criteria and Guidelines
There are two types of records  main and reference! included in both the automated and manual
systems.

! Main index records are prepared on individual and nonindividual names that are the
subj ect/focus of an investigation a.nd property information in the title of most files. There are
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33

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exceptions in Of
ce of Professional Responsibility matters  see MIOG, Part 1, Section 263-7!, zero

le matters and control 
le matters. It should be noted that it is only necessary to index each
subject and alias es! once in each case.
! Reference index records are prepared on individual names, nonindividual names and property
information which are not in the title of a 
le a.nd are, therefore, not a known subj ect/target of the
current investigation. The majority of these names are found in the body of a document.
2-3.3.1 Mandatory Indexing  See MAOP, Part 2, 2-s.s.2
!, 2-s.s! s. !, 2-3.6.1, & 10-
11.3.!

! CASE TITLE INFORMATION: Any information Which is or should be in the title of any case

le, including but not limited to all known aliases, requires the preparation of a main index record.
Special attention should be afforded those 
les using abbreviated "et al." or "code name" titles to
ensure a main index record is prepared for each subject and/or target of the investigation. The
"CHANGED" title instructions  MAOP, Part 2, 10-16.7.4! must be followed in such cases.
! RECIPIENTS OF SUBPOENAS: When a person or the records of a person, business and/ or
individual of a business are subpoenaed in an FBI investigation  except if the subpoena is a grand
jury subpoena!, the person and/or the business to Whom the records relate, including aliases, must
be indexed in the general indices by the of
ce issuing and/or serving the subpoena. To illustrate, if
the records of the John Doe/ ABC Company are subpoenaed from the telephone company, it is the
John Doe/ABC Company, not the telephone company or the telephone company employee, that is
to be indexed.
! INDIVIDUALS POLYGRAPHED: The names and aliases of individuals polygraphed by FBI
polygraph examiners must be indexed in the general index by the 
eld of
ce conducting the
polygraph examination.
! Deleted
! STOP NOTICES: The requesting and placing offices are required to index each name and/ or
item of property which is documented in a stop notice while the stop notice is in force. Once the
stop notice is discontinued, the index records are to be removed.
! COOPERATIVE WITNESSES: The names of these individuals, including aliases, as de
ned in
the Manual of Investigative Operations and Guidelines  MIOG!, Part 1, Section 270-2, must be
indexed.
! "ZERO" FILE MATTERS: All titles must be indexed at least one time, including all names of
complainants except for names of individuals representing repetitive-type sources of information
such as, but not limited to, security of
cers of private institutions or law enforcement of
cers. The
titles of the separate communications in these 
les are indexed as references.  See MAOP, Part 2,
2-3.6.4! r!.!
2-3.3.2 Discretionary Indexing  See MAOP, Part 2, 2-3.6.1.!

! It is emphasized that all individuals who furnish information or names developed in an
investigation need not be indexed. Only information that is considered relevant and necessary for
future retrieval by the case Agents and/ or their supervisors should be indexed. This is discretionary
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and is therefore a very subjective decision-making process. Field investigators, their immediate
supervisors and the Administrative Offrcer/Office Services Manager can be held accountable only
for compliance with the mandatory indexing provisions  see 2-3.3.1!.
! It also should be noted that all witnesses or persons interviewed or contacted by the FBI are
NOT routinely indexed. Such indexing is discretionary but should not be done indiscriminately, i.e.
there must be some basis for the position that the information indexed may be necessary for future
retrieval. Witnesses and persons interviewed are well known to the Agent during the pending
investigation and generally no useful purpose is served in connection with FBI responsibilities to
have such information available in the index for future retrieval. The criteria as listed are sufficient
for future investigative needs and are responsive to the Bureau&#39;s responsibilities under the name
check program. To do otherwise would result in building a store of data too large to be efficiently
manageable or essentially useful. The retention of extraneous data cannot be justified under the
basic mandates of the Bureau.
! Examples of discretionary indexing:
 a! Suspects
 b! Close Relatives and Associates of Subjects
 c! Victims and Complainants: This refers to victim s! not listed in the title of a case and/ or
complainants  except "Zero" files!.
 d! Witnesses or Others Contacted
 e! Property: Property of value noted below which is not entered in NCIC and can be identi
ed by
unique serial numbers ca.n be indexed only if future retrieval is considered necessary. Property
without a unique serial number or other identifying number should not be indexed in the general
indices except for property in the title of a 
le or unless extraordinary reasons exist for doing so.
Examples of additional pertinent data for different types of property are noted below:
1. Aircraft: Indexing should include aircraft serial number, make, year and manufacturer&#39;s model
name and/ or number. Aircraft registration numbers and engine serial numbers enhance record
quality, if available.
2. Firearms: Indexing should include caliber, make and model number, if known, in addition to the
serial number.
3. Vehicles: Indexing should include the year, make, model number, engine and/or tra.rrsmission
serial numbers and the Vehicle Identification Number  VIN!.
4. Currency and Other Securities: Indexing should include the serial number of any bonds, money
orders, stock certificates, traveler&#39;s checks, etc.
5. License Plates: Indexing should include the number, year and state of registration.
 f! Computer Addresses: This refers to addresses used with computer-related crimes. Computer
Addresses are unique electronic names and numbers. They contain periods  e.g., 133.31.22.52,
KAGUNSUN2.C1.KAGU.SUT.AC.JP!, and are identified as Network User Identification  NUI! or
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Network User Address  NUA!. Please refer to "Indexing Guidelines" on the proper way of entering
Computer Addresses in the Universal Index  UNI! of the Automated Case Support  ACS! System.
 g! E-Mail Addresses: E-Mail addresses are entered with the keyword EMAIL. Please refer to
"Indexing Guidelines" on the proper way of entering E-Mail addresses in UNI.
 h! Intemet Addresses: Intemet addresses are entered with the keyword INTERNET. Please refer to
"Indexing Guidelines" on the proper way of entering Internet addresses in UNI.
2-3.4 Index Data
It is important that each a.nd every name index record created contains as much related identifying
or descriptive data as possible in an attempt to make that name unique. This will allow the future
searcher the ability to efficiently and effectively identify the information sought at the index level
and eliminate other names without having to review additional documentation. There are two types
of index data which help make an individual name unique, namely identifying a.nd descriptive data.
Identifying data is considered more valuable than descriptive data since descriptive characteristics
are subjective and change more over time.
2-3.4.1 Identifying Data  See MAOP, Part 2, 2-3.2 !, 2-3.6.2 
!.!
The relative uniqueness of a name is determined by obtaining, documenting and indexing the
following fields of information:
 l! Birth date
! Birth place
! Sex
! Race
! Social Security number
! FBI number
! Other numbers
 a! Military serial number
 b! Selective Service number
 c! Identi
cation order number
 d! Wanted yer number
 e! Alien registration number
 f! Immigration and Naturalization number
 g! Passport number
 h! Check circular number
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 8! Chinese telegraphic code: This code has become l<_noWn as the Standard Telegraphic Code
 STC!. In addition to indexing the Wade-Giles or Pinyin Romanized version of Chinese names, the
STC number is indexed as a variation of the true name.
2-3.4.2 Descriptive Data

! Descriptive data includes: height; Weight; color of eyes; color of hair; scars and marks; etc. This
information is beneficial and may be included in the miscellaneous 
elds of the automated or
manual records.
! Address and localities  state or foreign country where individual has lived, Worked or traveled!
can also be considered descriptive data. This information is used as an eliminating factor in volume
searching matters, such as the National Name Check Program, especially when dealing with a name
that appears in the indices many times.
2-3.5 Indexing Requirements of General lndices Versus Automated Investigative
Support Systems
 l! All investigative documents are to be reviewed, marked for indexing, if appropriate, and the
index information entered into the general index in accordance With general index guidelines.
Copies of documents channelized to sub 
les established in major operations need not be indexed
when the original 
le copy of the channelized document has been indexed and is 
led in the main
case 
le. The guidelines of the speci
c automated system are to be applied to determine entry of
data into that system.
! Automated investigative support systems, such as the Criminal Law Enforcement Application
 CLEA!, the Integrated Intelligence Information Application  IIIA!, the Telephone Application,
and the many microcomputer applications, are investigative tools and are considered part of the
central records system. Names recorded in any one of the automated investigative support systems
MUST also be recorded in the general indices ONLY IF THEY MEET THE CRITERIA FOR THE
MANDATORY INDEXING AS NOTED IN 2-3.3.1.
! In other Words, names or property which fall Within the guidelines for optional  discretionary!
indexing can be entered in the automated investigative support systems without being entered in the
general index. OFFICES HAVING NAMES IN THE AUTOMATED INVESTIGATIVE
SUPPORT SYSTEMS MEETING THE MANDATORY CRITERIA IN 2-3.3.1 WHICH ARE
NOT INCLUDED IN THE GENERAL INDEX ARE IN NONCOMPLIANCE WITH FBI
INDEXING RULES AND REGULATIONS.
! INDEXING AND SEARCHING FOR TOP SECRET  TS! AND SENSITIVE
COMPARTMENTED INFORMATION  SCI! RECORDS
 a! The use of FBINET to index TS/ SCI records is prohibited. The Secure Data Information System
 SDIS! is available for FBIHQ to index TS/SCI material. The Automated Case Support  ACS!
System is used to serialize TS/ SCI documents. See 242-HQ-A1078703, serials 447 and 728 for
speci
c instructions.
 b! In order to have a search of the SDIS conducted, contact the Investigative Information
Processing Unit, Special File Room Subunit at FBIHQ at 02! 324-3668.
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 c! FBIHQ personnel should indicate under the Scope of Search section on Form 4-22, Information
Management Section search slip, if they wish to have the SDIS searched.
2-3.6 Responsibilities
2-3.6.1 Special Agent  See also Correspondence Guide-Field, 1-10, 1-11 & 1-11.1!
The Special Agent assigned a case is the manager of that case in all aspects. It is the Agent&#39;s
responsibility to ensure compliance with all appropriate laws, rules, regulations and guidelines,
both investigative and administrative, from inception of the case through disposition of the
evidence  unless support personnel are specifically designated with that evidence responsibility!.
The Special Agent receives assistance in the management of cases through support provided by the
Administrative Officer  AO! or Office Services Manager, the Supervisory Special Agent or the
designated Relief Supervisor, the Division Counsels and the various Agent program or specific
topic advisors.  See MAOP, Part 2, 2-3.6.4 l!.!

! Agents are responsible for obtaining the birth date for all individuals interviewed and to record
that information in appropriate documentation. If the date of birth is not obtained, the reason for its
absence must be documented in the interview report along with a.n approximate year of birth for
that individual.  See also MAOP, Part 2, 10-13.3 9!, and Correspondence Guide-Field, 2-4.4.4 !.!
! Agents are responsible for circling  main! and underlining  reference! or instructing the
stenographer or typist to circle  main! or underline  reference! in red pencil any information within
the body of a con1munication which is covered by the mandatory indexing criteria, including
aliases and identifying/descriptive data.  See MAOP, Part 2, 2-3.3.1 and 2-3.6.4! b!.!
! The Agent need not mark the speci
c information typed in the title of the communication. The
Information Management Analyst/Clerk  IMA/IMC! will, as a matter of routine, prepare index
records on names and property contained in the original title and any "CHANGED" or
"CHANGED  INTEROFFICE!" titles. However, the identifying descriptive data within the body of
the communication related to the title information must be marked by the case Agent on the
communication. The communication is then forwarded to the IMA/IMC.  See MAOP, Part 2, 2-
3.6.4! b!.!
! Speci
c care must be taken to ensure names which are not reected in abbreviated titles, i.e.,
"et al." and "code name" titles, are indexed.  See MAOP, Part 2, 2-3.6.4! b! & 2-4.3.!
! The Agent is also responsible for underlining  reference! names, including aliases and
identifyingf descriptive data, or instructing the stenographer or typist to underline  reference! in red
pencil those names or other items with related identifying data appearing in the body of a
communication which are discretionary items for indexing and deemed necessary for future
retrieval.  See  l0! & MAOP, Part 2, 2-3.3.2 and 2-3.6.4! b!.!
! The Agent to whom the case is assigned is responsible for any necessary marking for indexing
of FD-302s or inserts without delay. Indexing of these communications is to be done by marking a
copy of the FD-302 or insert, or by marking the communication in which copies of the FD-302 or
insert are used as insert pages.  See MAOP, Part 2, 2-3.6.4! b!, 2-4.3.2!, 10-l3.3 9!, 10-13.8, &
10-13.9, and Correspondence Guide-Field, 2-11.4!.!
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! Deleted
 8! Information to be indexed in teletypes, except those known to be disseminated at FBIHQ to
other agencies, is to be flagged by typing  X! or  XX! symbols, in parentheses, preceding and
following the information to be indexed. If the information is reference data in the body of the
teletype, the  X! symbol, in parentheses, should be used. If the information relates to main index
data not set forth in the title, the double  XX! symbol, in parentheses, should be used. Infomration
carried in the caption is automatically indexed as described in 2-3.6.4. In those teletypes known to
be disseminated at FBIHQ, material to be indexed should be set out in the administrative section of
the communication and agged in the same fashion as in other teletypes.  See MAOP, Part 2, 2-
3.6.4! b! d! and Correspondence Guide-Field, 2-9.3.1 8! n! 6.!
 9! Deleted

0! Deleted

1! Agents may not recommend closing of a case, absent extraordinary circumstances, until a full
name, all available aliases and all available or reasonably obtainable identifying data for all
individual subject records are recorded in the general index.  See MAOP, Part 2, 2-3.6.2! & 2-
3.6.4! d!.!

2! FBIHQ personnel  Agents, analysts, etc.! will utilize a green circle  main! or green underlining
 reference! to mark information for indexing on communications not already automatically indexed
 Titles!. FBIHQ personnel will also mark the yellow file copy of outgoing signature
communications and the original of Intra-Bureau communications, as needed. If FBIHQ data
processing personnel discover that a main andf or reference record on a particular name in a
particular case has already been prepared, it will only be necessary for the Information Resources
Division to modify the record with new identifying/ descriptive data.
2-3.6.2 Supervisory Special Agent&#39;s Responsibility

! The Agent Supervisor, or the Relief Supervisor, in addition to providing substantive
investigative guidance, must ensure there is continual emphasis on compliance with the indexing
guidelines. Once a decision is made to index, whether by Administrative Officer personnel or by
the Agent, attempts must be made on all pending cases to obtain identifying/descriptive data
defined in Section 2-3.4.1 and Section 2-3.4.2 of this manual. Lack of consistent compliance can be
reected in any critical elements that cover the obtaining and/or reporting of information and
communications responsibilities. Agent Supervisors must also be vigilant and ensure that repetitive
subject and/or indiscriminate reference indexing does not occur. If repetitive subject indexing is
considered necessary and advantageous for a speci
c major case, use of the various automated
investigative support systems must be utilized since such indexing in the general indices is
prohibited.
! Supervisors may not approve the closing of cases, absent documented extraordinary
circumstances, until the full name, all available aliases and all available or reasonably obtainable
identifying data for all individual subject records are recorded in the general index.  See MAOP,
Part 2, 2-3.6.1
1!.!
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39

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! Appropriate automated management tools to easily review indexing within a case at case review
time have been designed.
2-3.6.3 SAC&#39;s Responsibility

! Deleted
! Deleted
2-3.6.4 Administrative 0fficerl0ffice Services Manager&#39;s Responsibility  See MAOP,
Part 2, 2-3.6.1! 8!.!

! The staff of the Administrative Of
cer  AO! or Office Services Manager  OSM! will, as a
matter of routine, prepare index records on names, aliases, and data in the title, including
"CHANGED" or "CHANGED  INTEROFFICE!" titles, and will review other incoming, outgoing,
and intraof
ce communications, using the following markings:
 a! A check over last name - name searched and index record found which identi
es the speci
c
case 
le  subject matter! of the communication.
 b! A circle over last name - name searched and no index record found which identi
es the specific
case 
le.  NOTE: The foregoing indexing markings are also searching symbols indicating the
results of index check of incoming communications.!
 c! Red diagonal through circle over last name - index record now prepared on name.
 d! Red diagonal through red circle  main! or underline  reference! - index record has been
prepared on name.
! Other responsibilities of the AO/OSM staff will include the following:
 a! If AO/OSM personnel are aware that underlined names are subj ect-type names, they may
upgrade the marking to a main record and, if already indexed, a new record need not be prepared. It
will be necessary only to modify an existing record with additional identifyingf descriptive data or
new serial numbers. The decision to upgrade is discretionary.
 b! Word Processing personnel should inquire of the Agent on each dictation, whenever possible, if
there is any indexing to be marked and, if the response is positive, comply with the instructions in
Section 2-3.6.1 ! through  8!.  See Correspondence Guide-Field, l-l l. 1.!
 c! Deleted
 d! Information Management Analyst/Clerk personnel should comply with restrictions against

ling serials and closing cases before indexing is completed as set forth in Section 2-3.6.1,  8! and
 ll!.
 e! Indexing SAC memoranda, material in double zero  instructional and policy! 
les and
administrative  i.e., vouchers, space matters, automotive maintenance, physical 
tness program,
etc.! 
les is discretionary.
 f! Material in zero 
les shall be fully indexed as noted in the mandatory indexing criteria, MAOP,
Part 2, 2-3.3.l!.
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2-3.7 Disposition of Index Data
If and when a 
eld office territory is realigned, the SACs and the Administrative Officers/Office
Services Managers involved should contact the Information Resources Division for current policy
on the handling of existing manual index cards or electronic index records. The destruction,
accession and or archiving of index information is controlled by policy articulated in "The Records
Retention Plan And Disposition Schedule."
2-3.8 Index Searching Procedures for New Mail

! When new mail is received without a 
le number, automated indices should be searched. If the
results are positive, then a manual search is not necessary. However, if the automated search is
negative, the manual indices should be searched.
! When new mail is received with a pre-Universal Case File Number  UCFN!, the document
should be searched in the automated indices. As in 
! above, if the results are positive, then a
manual search is not necessary. If the automated search is negative, the manual indices should be
searched.
! When new mail is received with a UCFN file number, the document should be searched by the
case number.
 a! If the results of the automated case search are positive, the mail should be routed to the
Information Management Analyst/Clerk  IMA/IMC!. Direct routing to the IMA/IMC is done to
eliminate redundant searching.  During the process of opening the case or modifying the title as in
a "CHANGED" or "CHANGED  INTEROFFICE!" communication, all the names should have
already been searched in both the automated and manual indices.!
 b! If the results of the automated case search are positive, but the new mail has a "CHANGED" or
"CHANGED  INTEROFFICE!" title, only the new names need to be searched in the automated
indices. Again as in 
! above, if the automated search is negative, the manual indices should be
searched.
 c! If the results of the automated case search are negative, the document is searched according to
the procedures in 
! above.
! When a case file is identi
ed, a check is placed over the last name or file number and the file
number written on the communication.
! When the results of the search are negative, a circle is placed over the last name or 
le number.
Any file references "identical" or "not identi
able" with the searched information shall be recorded
on the incoming communication or on the indices search slip  FD-160!, whichever is the more
practical. If the nonidenti
able references are numerous, they may be indicated by the notation
"numref."
! When the search is negative, then a full search should be made on combinations, variations, and
contractions, the extent of which is determined by the searching employee. As a minimum, the
name "John Henry Martin" should be searched as given and as John H. Martin and John Martin. All
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4 1

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Man]-ID: MAOPP2 MANUAL OF ADMIN OPERATIONS AND PROCEDURES PART 2
combinations searched must be shown on the communication or the attached search slip so that the
extent of the index search is readily apparent.
2-3.8.1 Alternate Office lndices Search  AOIS!
AOIS was a separate index search which allowed a 
eld of
ce to search other 
eld of
ces&#39;
automated indices. The current automated indices generates a universal search automatically which
includes all 
eld of
ces, Legats, and FBIHQ.
 l! through ! Deleted
2-3.9 Search Slip  FD-160!
 l! Form FD-160, indices search slip, may be used during the searching procedures or it may be
submitted by employees requesting a search of the indices.  Form FD-160a, continuation sheet,
may be used ifmore pages are needed.!
! The employee who reviews the references listed on Form FD-160  and FD-160a, if used! must
indicate by symbol the results of the review. These symbols are:
Identical  I! Not identical  NI! Not identi
able  ?! Unavailable reference  U!
! The search slip is to be stapled to the document to which it pertains a.nd the document and
search slip are to be 
led as one serial. If there is no pertinent document, the search slip is to be
serialized in the appropriate 
le.
2-3.10 Summary Memorandum-Serialized-Index Records
Summary memorandum was used to consolidate manual reference index records. All of the
identical reference information was re-typed and placed in one communication. Once the
communication was 
led, all of the identical reference index records were destroyed. Since index
records are entered into the automated indices, there is no longer a need to consolidate manual
reference index records.
2-3.11 Charge-out Card
A charge-out card, FD-260, is to be placed in the manual indices to indicate an index card is out of

le whenever the circumstances are such that the absence of a charge-out card might cause a failure
to locate information in the 
les.
2-4 MANAGEMENT OF FILES  See MAOP, Part 2, 2-4.4.16! c!.!

! FBIHQ, 
eld of
ce and Legal Attache 
le fronts and backs are white with color-coded borders
to facilitate solting and routing a.nd to enhance security. Form 4-596 has a BLACK border and is
used for FBIHQ investigative and administrative 
les. Form 4-596a has a YELLOW border and is
used for FBIHQ nonpersonnel 
les stored and maintained in the File Services Unit, Information
Resources Division. Form FD-245 has a BROWN border and is used for 
eld of
ce criminal
investigative and administrative 
les. Form FD-245a has a GREEN border and is used for field
of
ce informant  medium green!, asset  dark green! and cooperating witness  light green! 
les.
Form FD-245b has a BLUE border and is used for all Legal Attache of
ce 
les. Form FD-2450 has
a RED border and is used for national security investigative 
les. Form FD-245d is SOLID WHITE
SENSITIVE
42

SENSITIVE
Man]-1]!: MAOPP2 MANUAL OF ADMIN OPERATIONS AND PROCEDURES PART 2
and is used for field of
ce personnel 
les. Form FD-245d.1 has a PURPLE border and is used for
medical records. FD-245d.2 has an ORANGE border and is used for security program records. File
fronts and backs for Universal Case File Number  UCFN! cases are WHITE with the above-
mentioned COLOR-CODED STRIPED borders.
! The following listing identi
es applicant  *! and security-related  **! classifications. All other
classi
cations are criminal-related or administrative in nature.
1* 65** 112** 133* 176** 218** 243** 270C** 2** 67* 113** l34** 183C** 219** 246**
270G** 3** 73* 116* 138* 185** 220** 247** 271**14** 77* 117** 140* 191** 221** 248**
278** 35* 97** 118* 151* 199** 222** 256** 279** 37* 98** 121* 155** 200** 223** 259*
283** 38* 100** 123* 157** 201** 224** 260* 284** 39** 102** 124* 158** 202** 225**
261* 285** 40** 105** 126* 161* 203** 226** 262** 290** 61** 108** 127* 163C** 212**
227** 263** 291** 62* 109** 128* 163I** 215** 228** 265** 292** 63* 110** 130* 170**
216** 229** 266** 293** 64** 111** 132* 174** 217** 241* 268** 294** 300**
2-4.1 Investigative Files

! On ECs, when leads are set and the communication is uploaded, no paper is sent to the lead
offices. When leads are set a.nd the communication is not uploaded or attached enclosure s! are not
uploaded, the communication must be sent to lead of
ces. When no leads are set and the
communication is uploaded, a copy of the communication must be sent to receiving offices. On
ECs when no leads are set, additional copies should be forwarded to each individual on the
Attention line. The original communications need to be sent to the OO. FD-302s, inserts, and
Laboratory reports require three copies to be forwarded to the OO. When necessary indices
searches have been completed, the incoming communication is then routed to the responsible
supervisor for appropriate action. In the OO, matching the incoming correspondence with the
investigative 
le before routing to the supervisor is discretionary. After any necessary
administrative notations have been placed on the original document by the supeivisor, the
document is then routed 
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