14.4: Additional Information

The automated file designator element is optional and it is frequently beneficial to show if a document is a record or coordination copy. If there are several documents in a package, they should be arranged for action and clarity. See below for further details on these items.

Optional Automated File Designator (AFD) Element

The AFD element documents the storage location for data stored electronically. Type the AFD two line spaces below the courtesy copy distribution element. You may include the AFD in the identification line of talking, position, and bullet background papers. Contents of the AFD are based on the user’s needs and the system being used. For example, the element may include the file name, typist’s initials, and the uniform resource locator (URL) if stored on a website.

Typeset Correspondence

You may typeset correspondence for a large audience (such as a memorandum to ALMAJCOMFOA). Use an appropriate letterhead as with other official correspondence. You can use the full range of typesetting capabilities, including, but not limited to, two columns, italics, bold type, variable spacing, boxed inserts, and screened backgrounds.

Record or Coordination Copy

This is the official record for your office files, so make sure it is fully legible. Type or write additional information of value only to the office of record on the record or coordination copy.

• Showing Coordination. Type or write the organization abbreviation and office symbol of each office that should coordinate across the bottom or right side of the record copy. The coordinating officials enter their last name and date.
• Showing Internal Courtesy Copy Distribution. List all internal courtesy distribution on the record copy unless it is listed on the original.
• Identifying the Writer. If identifying the writer is of value to the office of record, place the writer’s organization abbreviation and office symbol, name, telephone number, typist’s initials, the date the correspondence is typed, and, if desired, the document name/number at the top or bottom margin of the page. Do not repeat the writer’s name if the writer signed the correspondence. Use a new identification line, if desired, each time the correspondence is rewritten or retyped. Place the name of the person who rewrote it on the next line followed by the date it was retyped.
• Annotating for Magnetic Storage Media. Use the writer identification line to show document name, storage location, or file identification for reference and possible revision or reprinting.
• Preparing a Memorandum for Record (MR). When preparing a MR, whether it is for another office or when using it as your primary record, write or type on the record copy any information needed for the record. Continue on the back or a separate sheet if you need more space. The writer then signs the MR. ("MR" is the technical abbreviation for a memorandum for record; however, "MFR" is more widely recognized by Airmen.)