The Administrative Services Division provides oversight, training, and guidance for the Fort Polk Document Management Program in record-keeping, Army addresses, correspondence preparation, office symbols, official mail and distribution, forms and Freedom of Information Act/Privacy Act requests.
Administrative Services exists to service and meet the needs of our customers. We embrace the best practices available through a transparent partnership with community stakeholders while demonstrating a culture of integrity, compassion, and continuous improvement supported by technology while providing that best practices service to our customers.
Freedom of Information Act (FOIA)/Privacy Act
The Freedom of Information Act (FOIA) is a Federal Law that establishes the public's right to request existing records from Federal Government agencies. The FOIA provides for prompt, maximum release of DoD records to the public unless such requested records are specifically exempt from mandatory public disclosure under the FOIA. Only the Secretary of the Army and the Initial Denial Authorities (IDAs) may deny a request for Army records. For more information or to submit a FOIA request, click here.
The concept of records management is to ensure that permanently valuable information is preserved and all other record information is retained, reviewed, and disposed of systematically in accordance with Army regulations, federal laws, the Freedom of Information Act and the Privacy Act. The mission of records management is to capture, preserve, and make available evidence essential for Army decisions and actions; meet the needs of the American public; and protect the rights and interests of the government and associated individuals. The objectives of Army record-keeping are to organize records stored on any medium and to ensure that records are complete, accurate, authentic, reliable, and trustworthy and can be found rapidly.
Publications and Forms
Local Fort Polk publications are issued in the form of circulars, pamphlets, regulations, staff memorandums, supplements, and policy statements and should be reviewed every 18 months. All publications need to be reviewed and updated when there has been a change of command.
Official Mail and Distribution
This office provides incoming and outgoing official mail and distribution services to units/organizations. Services provided include sorting mail and distribution, delivering and distributing mail, processing accountable mail, and metering of outgoing official mail.
Mail class training for Unit Mail Room (UMR) program is provided on the first Friday of every month at 9 a.m.
Requirements for UMR program: 30 Days OJT with a minimum of 20 working days; valid clearance; postal officers must be E6 and above; mail clerks preferably E5 and below.
Installation Support Modules (ISM) can also be requested for approval by submitting the request form. The form can be obtain at this address https://ism.army.mil
The purpose of military correspondence is to create a standard of acceptance for written communication in the Army. Army Regulation 25-50, Preparing and Managing Correspondence, provides clear instructions for the preparation of all correspondence. It also reduces the time needed for training in this area, reduces the cost of preparing correspondence, and standardizes the preparation and distribution of correspondence.