Subject: BLM CORRESPONDENCE AND DOCUMENT MANAGEMENT (I)

Transcription

1 Form (June 1969) UNITED STATES DEPARTMENT OF THE INTERIOR Release BUREAU OF LAND MANAGEMENT Date MANUAL TRANSMITTAL SHEET 1/7/13 Subject: BLM CORRESPONDENCE AND DOCUMENT MANAGEMENT (I) 1. Explanation of Material Transmitted: This release transmits MS-1541, BLM Correspondence and Document Management. 2. Reports Required: None 3. Material Superseded: The BLM Correspondence and Document Management Handbook (H ) released with this manual section replaces the WO Correspondence Preparation Supplement (H ) released March 17, The release of this manual section and handbook also supersedes Instruction Memorandum (IM) , Implementation of Data Tracking System, IM , Addressing Mail to the BLM WO, IM , Review and Oversight of Documents, and IM , WO Controlled Correspondence. 4. Filing Instructions: REMOVE: N/A INSERT: MS-1541 (Total: 27 pages) Celia Boddington Assistant Director Communications

2 Table of Contents i CHAPTER 1. OVERVIEW PURPOSE OBJECTIVES AUTHORITY RESPONSIBILITY REFERENCES POLICY FILE AND RECORDS MAINTENANCE CHAPTER 2. QUALITY TOOLS AND REFERENCES THAT WORK TOGETHER CHAPTER 3. DATA TRACKING SYSTEM BLM DTS CHAPTER 4. CONTROLLED CORRESPONDENCE GENERAL DEADLINES CHAPTER 5. SURNAMING GENERAL GUIDANCE BEST MANAGEMENT PRACTICES DETERMINING REQUIRED SURNAMES AND SIGNATURES SPECIFIC OFFICE REVIEWS COPIES REVIEWS BY OTHER AGENCIES/OFFICES CHAPTER 6. STATIONERY GENERAL GUIDANCE DESIGN SPECIFICATIONS CHAPTER 7. ADDRESSING MAIL TO THE WASHINGTON OFFICE GENERAL GUIDANCE MAILING ADDRESSES TABLES TABLE 1-1 RESPONSIBILITIES FOR CORRESPONDENCE AND DOCUMENT MANAGEMENT TABLE 4-1 GENERAL GUIDELINES FOR PROCESSING INCOMING MAIL TABLE 4-2 DEADLINES FOR PROCESSING CONTROLLED CORRESPONDENCE TABLE 6-1 APPROPRIATE STATIONERY BY SIGNATURE LEVEL

3 GLOSSARY OF TERMS... G-1 HANDBOOKS H CORRESPONDENCE AND DOCUMENT MANAGEMENT ii

4 1-1 Chapter 1. Overview 1.1 Purpose This manual section contains the Bureau of Land Management (BLM) policy for correspondence and document management. The BLM Correspondence and Document Management Handbook (H ) contains detailed procedures for implementing this policy. The BLM Correspondence intranet page ( provides access to useful tools and references. Together, these pieces provide the authority, objectives, and tools to ensure consistent, timely, and accurate documents. 1.2 Objectives The objectives of these policies and procedures are to A. Provide clear expectations to employees and identify where to find needed information and tools to create and manage documents in their areas; B. Standardize the appearance, content, and quality of documents produced at all levels within the BLM; C. Increase accountability and decrease the number of lost document surname packages by using the Data Tracking System (DTS) to capture the workflow, edits, and comments associated with a surname package and identify its status; and D. Reduce paper waste and overall cost and eliminate redundant or conflicting guidance. 1.3 Authority A. The Federal Records Act of 1950, as amended, (44 U.S.C. 29 and 31) requires heads of agencies to make and preserve records containing adequate and proper documentation of the organization, functions, policies, decisions, procedures, and essential transactions of the agency. B. The Paperwork Reduction Act (44 U.S.C et seq.) provides standards and procedures for information collection and dissemination; increasing program efficiency and effectiveness; and improving the integrity, quality, and utility of information to all users within and outside the agency. C. The Plain Writing Act of 2010 (5 U.S.C. 301 note) calls for writing that is clear, concise, and well organized.

5 D. OMB Memorandum M-11-5 Final Guidance on Implementing the Plain Writing Act of 2010, issued April 13, 2011, outlines agency responsibilities and instructs agencies to use the Federal Plain Language Guidelines developed by the Plain Language Action & Information Network. E. Departmental Manual (382 DM 3) Correspondence Management tasks bureaus with implementing departmental correspondence policies and standards and providing supplemental bureau guidance. It also states that all correspondence must comply with the standards in the U.S. Government Correspondence Manual and the U.S. Government Printing Office (GPO) Style Manual. F. Departmental Manual (382 DM 5) Secretarial Correspondence states that bureaus may issue internal instructions to supplement the Secretarial Correspondence Handbook. G. Departmental Manual (314 DM 6) Letterhead Stationery provides specifications for letterhead stationery. H. Departmental Manual (235 DM 1) General Program Delegation, Director, Bureau of Land Management describes the delegation of specific authorities from the Assistant Secretary for Land and Minerals Management to the BLM Director. I. MS-1203 Delegation of Authority describes the delegation of specific authorities from the BLM Director to other managers within the BLM. 1.4 Responsibility Each BLM employee involved in document preparation, tracking, review, approval, and disposition has a specific role and associated responsibilities. Table 1-1 (beginning on page 1-3) identifies those responsibilities. 1-2

6 1-3 Table 1-1 Responsibilities for Correspondence and Document Management Position BLM Director BLM Deputy Directors and Chief of Staff WO-100 Executive Staff Assistant Directors, Center Directors, State Directors, and Deputies (As Delegated) Responsibilities Sign documents representing BLM policy. Surname documents for departmental signature. Verify documents convey responsive, accurate information representative of BLM policies and decisions and consistent with departmental and Administration policy. Sign documents, as delegated. Surname documents prior to the Director s review, as delegated. Ensure documents clearly communicate BLM policies and decisions and are consistent with departmental and Administration policy. Ensure documents are consistent with other messaging and express appropriate tone. Coordinate with WO-100 executive staff to identify the appropriate minimum level of review required within WO-100. Establish and follow office policies to ensure timely review. Contact the originating office as early as possible when information or direction is available that may affect documents in development. Reinforce the use of the DTS by working within the established system and notifying the lead DTS administrator whenever that is not possible. Receive all documents sent to the Director, Deputy Directors, or Chief of Staff for review or signature. Work closely with the Chief of Staff to streamline the review process. Perform document reviews to the level assigned by office policy. Assign routing within the DTS to the Director, Deputy Directors, and Chief of Staff. Monitor document status while in the WO-100 queue and coordinate with originating offices. Reinforce use of the DTS by working within the established system and notifying the lead DTS administrator whenever that is not possible. Sign designated documents. Surname documents affecting the reviewer s area of responsibility prior to WO-100 review. Ensure documents are timely and responsive and reflect the full and balanced interest of the BLM. (Continued on Next Page)

7 1-4 Position Assistant Directors, Center Directors, State Directors, and Deputies (As Delegated) (Continued) Assistant Director for Communications (AD-600) The Document Quality Panel (DQP) WO-600 DTS Lead Administrator WO-600CC Senior Correspondence Management Analyst Responsibilities Ensure information is accurate. Concur with decisions or statements affecting the reviewer s area of responsibility or annotate any concerns. Verify documents originating within the reviewer s area of responsibility have been adequately coordinated with other offices. Ensure staff and office procedures are in place to manage documents within the office in the most efficient and timely manner. Ensure local written guidance supplements, but does not duplicate or contradict, this manual section or the handbook. (Appropriate local guidance may include the location of office templates, specific office surnaming procedures, etc.) Oversee the BLM Communications Directorate including DTS administration and oversight; controlled correspondence; congressional correspondence, testimony, and questions for the record; Federal Register notices and BLM regulations; and content management of external communications in all formats. Review documents for message and tone. Ensure documents are consistent with communication talking points, testimony, and other previously released material. Provide feedback to BLM leaders on balancing message content with political awareness, relationship to current events, and other sensitivities. Update the BLM Style Guide. Set standards for document consistency. Maintain current content on the Correspondence intranet page. Amend correspondence and document management directives when necessary. Serve as the DQP lead. Provide day-to-day administrative oversight of the BLM DTS. Coordinate with the U.S. Fish and Wildlife Service (FWS) on technical problems and future DTS requirements. Coordinate with other bureaus and offices using the DTS. Provide guidance and training to other DTS administrators. Serve as the office lead for the day-to-day tasking and processing of controlled correspondence. Serve as the primary point of contact for coordination of controlled correspondence within the BLM and between the BLM, the Department, and other agencies. (Continued on Next Page)

8 1-5 Position WO-600CC Senior Correspondence Management Analyst (Continued) Division Chiefs, Branch Chiefs, District Managers, Field Managers, and Other Work-Unit Supervisors Responsibilities Receive, review, task, and distribute external mail addressed to the Director or The BLM. Receive, review, task, and distribute controlled correspondence assigned to the BLM by the Office of the Executive Secretariat (Exec Sec) and the Assistant Secretary for Land and Minerals Management (ASLM). Alert BLM leaders early about correspondence that may be controversial, time sensitive, or high profile. Ensure proper formatting of controlled correspondence and compliance with appropriate departmental guidance and correspondence manuals, style guides, and handbooks. Ensure the use of appropriate grammar, spelling, and punctuation. Ensure replies are responsive to incoming letters. Consider all edits and suggestions received during the surnaming process, reconcile conflicts if necessary, and incorporate edits into the final product. Maintain the official BLM record of controlled correspondence, including appropriate surnaming documentation. Ensure documents generated are accurate and consistent with information recently supplied for other purposes. Note any issues pertinent to reviewers. Ensure documents are readable and responsive. Meet established deadlines. Balance staff assignments to ensure authors receive clear direction on expected content, coordination requirements, priorities, and due dates. Establish clear office policies that identify staff assistants, DTS administrators, or other personnel within the organizational unit (or at a higher organizational level) who can assist the author with formatting, DTS entry and management, and complying with other requirements of this manual section and the BLM Correspondence and Document Management Handbook (H ). Surname documents prepared outside the work area, as requested. (Surnaming should focus on reviewing the accuracy of the information regarding the reviewer s area of responsibility, supplying additional information that may complete the document, and raising important technical and policy questions. The level of focus will shift from technically oriented to policy review as the document climbs the surname ladder.

9 1-6 Position Support Staff (As Designated) DTS Administrators Authors All Employees Responsibilities Prepare correspondence and other documents as prescribed by this manual section and the BLM Correspondence and Document Management Handbook (H ). Review for format, grammar, spelling, sentence structure, punctuation, and adherence to standards. Originate, monitor the status, and track the DTS entries within the state, center, or program office. Process documents received from other offices through the DTS. Control permissions for DTS users within the administrator s area of responsibility. Answer DTS questions from users within the administrator s area of responsibility. Control the accuracy and consistency of information entered using DTS administrator privileges. Contact the lead DTS administrator for guidance when necessary. Understand the audience, scope, purpose, and due date of the assignment and seek clarification from a supervisor if necessary. Carefully research facts and other supporting information and ensure the content of the work is accurate. Coordinate with other affected parties at parallel organizational levels. Identify all necessary surnames, including required surnames contained in the tasking profile. Initially review draft document to ensure it meets the intended purpose, provides the appropriate level of detail, uses active voice, and conforms to the standards contained in this manual section and the BLM Correspondence and Document Management Handbook (H ). Supply briefing papers to accompany the document when it is likely reviewers will have additional questions, when the subject is particularly complex or sensitive, when someone specifically requests a briefing paper, or when the document type requires a briefing paper. Process documents through the DTS (coordinate with designated support staff if necessary). Handle and safeguard information according to existing laws, rules, regulations, directives, and policies regarding the public release of information and records management and retention. Understand that the ability to access information within the DTS does not convey the authority to distribute that information.

10 References The Correspondence intranet page contains links to the references listed below. From the BLM intranet homepage, select Correspondence or enter the following address: A. The U.S. Government Correspondence Manual contains general requirements and instructions for the correspondence procedures and practices commonly used in the Federal Government. B. The GPO Style Manual is a tool for standardizing word and type treatment throughout the Federal Government. The BLM uses this manual as its primary reference for correspondence and other documents. The GPO derives its authority to establish form and style of work for departments from 44 U.S.C The GPO Style Manual (chapters 6 and 7) is the key reference for compounding. Chapter 5 of the GPO Style Manual particularly highlights differences from the Webster s Third New International Dictionary, which is the GPO s guide for spelling (with the exception of those words listed in rule 5.2 of the manual). For the purposes of the GPO Style Manual, printed examples throughout are considered the same as the printed rules (page vi). The rules stated in the GPO Style Manual continue to be the GPO s standard for all document preparation, electronic or otherwise (page xiii). C. The Federal Plain Language Guidelines ( guidelines/bigdoc/fullbigdoc.pdf) help agencies communicate clearly with the public. D. Principles of Clear Writing is one of several useful documents provided by the Office of the Federal Register on the National Archives Website ( federal-register/write/legal-docs/clear-writing.html). E. MS-1221, BLM Directives, and H , Writing and Formatting Directives, provide guidance specific to the preparation and management of BLM Directives. 1.6 Policy It is the Bureau of Land Management s policy to A. Use the DTS to manage documents throughout the surnaming process as described in the BLM Correspondence and Document Management Handbook (H ); B. Maintain accountability for correspondence quality and consistency through active sharing of best management practices, employee development, effective staffing, and maintenance of the Correspondence intranet page and associated resources;

11 1-8 C. Respond in a timely manner to correspondence by effectively delegating surnaming and signature authority and by maximizing the use of previously cleared language when appropriate and responsive; D. Prepare correspondence that is cordial, responsive, brief, easily understood, grammatically correct, and free of errors; E. Use plain language principles to help readers understand the BLM s message; F. Create only useful and necessary documents and essential copies; and G. Maintain and dispose of documents according to approved BLM procedures. 1.7 File and Records Maintenance The Correspondence and Document Management Handbook (H ) appendices contain specific procedures for processing individual document types. The procedures address filing and records maintenance. The guidance in the procedures refers to MS-1220 Records and Information Management.

12 2-1 Chapter 2. Quality Members of the public judge the BLM s performance and stewardship by their experiences on public lands as well as their personal interactions with BLM employees and managers. It is important to remember that written products (whether letters, published documents, social media, or ) can also have a tremendous impact on the people they reach. Ensuring the quality and consistency of its documents is paramount to reflecting the BLM s professionalism and commitment to its mission. It also fulfills an important obligation to communicate clearly with the public in a transparent and accessible manner. Further, ambiguity in document management processes leads to employee frustration and an associated loss of time and materials due to excessive re-work. Commitment alone is not enough; appropriate tools, training, and enforcement of established policies and procedures will ensure the BLM reaches its goals. 2.1 Tools and References That Work Together A. This manual section establishes the policy that will introduce the tools and processes the BLM will use to achieve these quality goals. B. The BLM Correspondence and Document Management Handbook (H ) provides the detailed procedures that implement this policy. Standard Operating Procedures (SOP) contained in the appendices provide step-by-step instructions for processing specific document types. The BLM can incorporate updates to business processes and include new document types by surnaming the appendix and the handbook table of contents. The core of the handbook will remain unchanged when the BLM limits handbook revisions to individual document processes. C. The BLM Correspondence intranet page provides access to tools and useful links. The tools on this site include the BLM Style Guide, pre-formatted templates, letterhead, references, signature blocks, and a list of key congressional contacts. D. The BLM Style Guide contains much of the information originally provided in the Washington Office Correspondence Preparation Supplement (H ) released March 17, 2006, including the Quick Reference for Common Correspondence Questions. The BLM recognizes the GPO Style Manual as the primary reference for most written products (news releases are a notable exception and use the Associated Press Style Guide). Because there are often differences in individual interpretations of the material contained within the GPO manual, the intranet-based style guide provides a living document that allows the BLM to resolve ongoing questions of style and usage. In addition, senior leaders sometimes request style exceptions, and departmental or BLM preferences sometimes affect style conventions. The living style guide provides an opportunity to respond to changing direction and annotate exceptions to

13 GPO style and, where possible, provide the reason behind the exceptions. This style guide applies to all offices within the BLM. Submit comments, questions, and suggestions for additions to the contact provided on the Correspondence intranet page. E. The BLM Document Quality Panel is responsible for updating the BLM Style Guide, maintaining current content on the Correspondence intranet page, and amending correspondence and document management directives when necessary. This manual section establishes the panel, and the lead DTS administrator serves as the panel lead. The panel consists of three to five members approved by the BLM Chief of Staff and the Assistant Director for Communications. The team considers input and questions from the National Executive Assistants Team, DTS administrators, and other users in performing its duties. The Correspondence intranet page lists current members of the DQP and provides contact information for employees to submit comments and questions. F. The DTS administrators assist with consistency and quality control. To the extent possible, average users choose from pull-down menus to complete fields within the DTS. The DTS administrators have the ability to edit those fields and add new users. The DTS administrators function as super users and are available to answer questions regarding the DTS and provide DTS training to new users within their areas of responsibility. The lead DTS administrator (WO-600) provides training and guidance to other administrators and serves as the technical liaison to FWS. 2-2

14 3-1 Chapter 3. Data Tracking System The Data Tracking System (DTS) is a secure, web-based application developed for the U.S. Fish and Wildlife Service (FWS) in 2006 to help agencies, divisions, and other groups establish and adhere to a standard method of sharing, routing, signing, and distributing documents throughout their organizations. In December 2011, the Department Chief Information Officer identified the potential for rapid expansion of the DTS with limited to no cost across all bureaus and offices to achieve a Department-wide solution to document management. 3.1 BLM DTS The FWS briefed the BLM on the DTS in January 2012, and the BLM began to research the use of the DTS by other bureaus and offices within the Department. The BLM formed the DTS Implementation Team in June 2012 to recommend modifications necessary for the BLM s use of the DTS. The following questions and answers apply to the BLM DTS: A. How does the BLM DTS differ from the FWS DTS? The BLM DTS has customized drop-down menus that reflect BLM content, as well as some new fields (e.g., subject code and state/center office). The BLM DTS consists of several databases with unique access lists and document types to match the BLM s needs. Customized functionality is available for certain selections that incorporate lessons learned from the BLM s use of other tracking systems. B. How do I know which database to use? The Correspondence and Document Management Handbook (H ) provides specific guidance for the different document types processed through the DTS. Once you have identified the document type you are processing, the handbook will walk you through selecting the correct database and entering the document into the DTS. C. Which document types should I process through the DTS? You should use the DTS to process most documents within the BLM that traditionally traveled through the surname process with a clearance sheet, surname ladder sheet, or both. You may also use the DTS to track and distribute other documents. D. Which document types are NOT processed through the DTS? Documents that require processing through specific, mandated database systems, such as eplanning, FBMS (Financial and Business Management System), FPPS (Federal Personnel Payroll System), Quickhire, PRISM, and EFTS (Electronic FOIA Tracking System), continue to use those systems rather than the DTS. Figure II-1 of the handbook summarizes documents that are exempt from the DTS.

15 4-1 Chapter 4. Controlled Correspondence 4.1 General In general, controlled correspondence is correspondence that requires a record of receipt and a timely reply. Different levels of controlled correspondence are described below. A. Washington Office controlled correspondence is identified and tasked by WO-600CC, the office that receives mail addressed to the BLM Director or to The BLM. Table 4-1 General Guideline for Processing Incoming Mail provides examples of general tasking. Each piece of correspondence, however, may present its own unique circumstances. In general, it is the BLM s policy to task items to the lowest appropriate level of the organization. Washington Office controlled correspondence generally addresses policy issues, but it may include other topics appropriate for the Director s response. Congressional inquiries and inquiries by State and local government offices, organizations, and, in some instances, the public can constitute Washington Office controlled correspondence. Washington Office controlled correspondence does not include congressional inquiries received by the field regarding field issues that are not programmatic or controversial, congressional questions for the record, legal documents, Freedom of Information Act requests, informational material, media requests, responses to inquiries addressed to individual program offices, or letters originating within the Department or the BLM. B. Department of the Interior Office of the Executive Secretariat (Exec Sec) controlled correspondence includes departmental and White House correspondence referred to the BLM and tracked by the Department s Office of the Executive Secretariat. The WO-600CC staff works with designated individuals in state, center, and program offices to task and coordinate the timely processing of draft or direct responses to Washington Office and Exec Sec controlled correspondence. C. State and center directors may provide specific guidance for controlled correspondence within their jurisdictions.

16 4-2 Table 4-1 General Guidelines for Processing Incoming Mail Director/WO BLM Incoming Tasked or Distributed To For Congressional letter addressed to BLM Director or Exec Sec Congressional Appropriate division within program office (w/advance copy to AD and WO-620) OR state office (to coordinate further tasking if necessary) (w/advance copy to WO-620) Draft reply for Director s signature Congressional (constituent) Appropriate state office Direct reply for state director s signature Gubernatorial letter addressed to BLM Director or Exec Sec Gubernatorial Tribal Chairman letter addressed to BLM Director or Exec Sec correspondence tasked to BLM Heads of other Federal bureaus or offices addressed to the Director Federal, State, or local agency letters addressed to BLM Director (not from head of agency or Governor) Inquiries affecting more than one state office Appropriate state office Appropriate state office (w/advance copy to WO-240) Appropriate state or program office Appropriate state or program office Appropriate program office or lead state office (if assigned) Invitation Director s Executive Assistant AA Congressional document request AD-600 Draft reply for Director s signature Direct reply for state director s signature (if within parameters of consultation responsibilities) Draft for Director s signature (if broader policy issue) Draft for Director s signature Direct reply for state director s or AD s signature Draft for director s signature or lower level signature if appropriate AA

17 4-3 Director/WO BLM Incoming Tasked or Distributed To For FOIA request BLM FOIA Office (WO-560) AA Legal documents SOL with copy to BLM litigation specialist and affected state or program office Write-in campaign Applicable state or program office AA Write-in campaign regarding establishment of new NLCS units Comments for an open public comment period BLM advisory committee recommendations NLCS Applicable state or program office State or program office (to be tasked to designated Federal officer) Hearing invitation WO-620 Legislative Affairs Division AA Notification of building projects, State planning efforts, State ROW, etc. Employee grievances, complaints Applicable state office AD-700 Allegations of ethics violations AD-700 AA Allegations of data quality violations AD-500 IG reports/allegations AD-800 AA Requests for BLM brochures or general information Wild Horse and Burro Program comments or questions Courtesy copies of documents or letters WO-600CC WO-260 Applicable state or program office AA AA AA Draft reply for Director s signature AA = Appropriate Action. This may result in a written response, a meeting, phone call, or other action or it may result in nothing other than a record of receipt. AA AA AA AA AA AA

18 Deadlines Table 4-2 lists deadlines for processing controlled correspondence. Table 4-2 Deadlines for Processing Controlled Correspondence Received From White House through the Department Office of the Secretary Signature Level President Secretary, Deputy Secretary, ASLM Response Due (Number of Working Days After First Point of Receipt) 5 working days 10 working days ASLM ASLM 10 working days (or as tasked) Office of the Secretary or ASLM Director 10 working days (or as tasked) Member of Congress Director/State Director 10 working days Governor Director/State Director 10 working days Tribal Chairman Director/State Director 10 working days BLM Advisory Committee Director/State Director 10 working days Other Director/State Director working days (as tasked)

19 5-1 Chapter 5. Surnaming 5.1 General Guidance This chapter addresses the BLM s surnaming policy, and provides general guidance to help determine who to include in a document s initial routing. The correspondence and document management process at the BLM involves drafting the document then routing it for review, approval, and signature. This review and approval process is called surnaming. The originator assigns the initial routing when adding a document to the DTS. Others in the review chain may add additional routings during the surnaming process. Appendix 1 of the BLM Correspondence and Document Management Handbook (H ) provides detailed instructions for performing these tasks. 5.2 Best Management Practices The surnaming process provides managers with an opportunity to participate in actions affecting their offices. The process ensures all organizational levels within the BLM and the Department speak with one voice. Without careful management of the surnaming process, however, it can become overly cumbersome and time consuming. The following best practices answer the question, What can I do to effectively manage the surname process? : A. Know Your Role. Table 1-1 identifies specific responsibilities for individuals who surname documents. It is important to be aware of the type of review you are performing during the surnaming process. Not all roles are interchangeable. If you have confidence that other reviewers have diligently performed their responsibilities, you should be able to complete a focused, timely review. B. Build Confidence. Confidence that other reviewers have diligently performed their responsibility is different from blind trust. Confidence builds through experience. If you are a supervisor, provide employees with clear expectations, provide them with the tools and training required to achieve quality and consistency, and hold them accountable. The alternative is approaching every document you review as if you were writing it yourself, verifying your own facts, formatting it in your style, and possibly assigning one or two extra reviewers in your office to ensure it meets your standards. Although the latter alternative may result in a quality product when it leaves your office, it almost ensures that future products will arrive with the same deficiencies, employees will lose ownership, and timelines will suffer. C. Know Your Office Process. Table 1-1 requires supervisors to establish local office procedures and designate individuals to perform specific functions. If you are responsible for establishing or reviewing the process in your office, ask yourself a few key questions. Who has the authority to surname documents in the office? Can the

20 authority be delegated to a lower level for certain document types or subjects? What is the minimum number of individuals required to handle a document to ensure the office completes its surnaming responsibilities and completes the DTS record? Does everyone in the office know the process? Will the absence of one individual shut down the process? D. Use For Info Only When Appropriate. When you identify individuals who need to be aware of a document, consider whether their concurrence is necessary to move the document through the surnaming process. Each individual required to surname a document adds time to the overall process. When a task is assigned, or edits are made to a document, it may be sufficient to provide a copy to certain individuals for information only. This will keep them in the loop without delaying the process. E. Share With Others. If you have information that may affect a document in development, please share that information with the author at the earliest opportunity. If you are aware that two individuals or agencies are preparing similar products, please share that information. If you receive an advance copy of correspondence and you know you want the response to contain specific information or only a high-level acknowledgement, share that information early. Waiting until a document crosses your desk for surname and then substantially changing the document s content, focus, or underlying message will most likely result in restarting the surnaming process. Avoid unnecessary delays by communicating early. F. Do Not Share EVERYTHING. If you are reviewing a document drafted by a specialist in your area, you are responsible for the accuracy of its content. That does not mean the document needs to include every piece of information available to you. Be thorough, be accurate, but consider the purpose and audience of the document you are reviewing. Ask yourself, does the document and accompanying material contain adequate information to serve the intended purpose? Will reviewers have the information they need to surname the document? G. Surnaming Is Not Decisionmaking. If you are struggling with a document you are reviewing, consider whether you are struggling because the decision the document is communicating has not really been made. It saves much time, energy, and additional work to recognize that meetings, phone calls, and other coordination may need to take place before you are ready to communicate a decision. H. Responses Represent a Point in Time. When responding to controlled correspondence with short deadlines, consider the information you have at this point in time. Many responses are delayed because some action or decision is about to happen. When those actions or decisions are delayed, the response is further delayed. It is appropriate 5-2

21 to send a short response acknowledging receipt of an incoming letter, provide facts that are available, and, if possible, refer to how and when additional information may be available. I. The Signature Level Is Important. When you review correspondence or a document during surnaming, consider who is signing it. A letter from the Secretary to a Member of Congress will likely be short, cordial, and first-person. A letter from the field to a constituent with a specific, complex concern will likely contain more detail and a point of contact or process to address his or her concern. Recognizing this difference at the initial surnaming level will avoid re-work further in the surnaming process. J. Work Within the Process. This manual section describes tools and responsibilities for correspondence and document management within the BLM through the DTS. The system will only work if you use it. 5.3 Determining Required Surnames and Signatures This section provides general guidelines for determining required surnames and signature authority. Authors should consider the following: A. Tasking profiles dictate required surnames and signatures for controlled correspondence. The Office of the Executive Secretariat, the Assistant Secretary for Land and Minerals Management (ASLM), and WO-600 Controlled Correspondence assign tasking profiles. B. Some document types do not include a tasking profile and require authors to consider several factors when determining surnaming and signature authority. Departmental Manual (235 DM 1) General Program Delegation, Director, Bureau of Land Management, describes the delegation of specific authorities from the ASLM to the BLM Director. The BLM MS-1203 Delegation of Authority describes the delegation of specific authorities from the BLM Director to other managers within the BLM. These directives may require a specific level of signature for decisions or approvals of certain actions. C. Other directives and current policies may dictate the signature authority and required surnames for a certain subject matter or document type. Documents such as directives and Federal Register notices may require performing surnames in a particular order. Where current directives exist for a particular document type or subject matter, those directives provide the official guidance for those documents. D. The Correspondence and Document Management Handbook (H ) appendices contain detailed standard operating procedures for various document types processed through the DTS. Those procedures include guidelines for determining initial 5-3

22 document routing for each document type addressed. Additionally, the Correspondence intranet page includes a Worksheet for Determining Initial Document Routing within the Washington Office. This worksheet allows users to answer specific questions and generate an initial routing. E. Each state office and national center may provide additional guidance for surnaming procedures within their jurisdiction. 5.4 Specific Office Reviews The following paragraphs describe surnaming responsibilities for specific offices: A. The White House Office of Management and Budget (OMB) surnames documents dealing with Administration position or policy. B. The Solicitor s Office (SOL) reviews documents drawing on, expressing, or requiring a legal opinion or interpretation; any correspondence concerning litigation; and any document signed by the Secretary. C. The Department s Office of Congressional and Legislative Affairs (OCL) surnames congressional correspondence signed by the Secretary, the Deputy Secretary, ASLM, or OCL. The OCL also must surname BLM congressional correspondence if it responds to a letter originally addressed to the Department or White House or addresses a controversial topic related to legislation or a hearing. Questions for the Record and congressional testimony are always coordinated with OCL. D. The Assistant Secretary for Policy, Management and Budget (AS-PMB) surnames correspondence and other documents conveying departmental policy. E. The Office of Budget (POB) surnames correspondence and other documents containing information on appropriations. Additionally, AS-PMB may designate other correspondence packages for POB review, such as responses to appropriators on non-appropriation issues, depending on the content of the response. F. The Department s Office of External and Intergovernmental Affairs (OE-IA) surnames correspondence and other documents signed at the Department level that may affect relationships with State and local governments. G. The Assistant Secretary for Land and Minerals Management (ASLM) generally surnames BLM documents submitted to the Office of the Secretary and documents that address significant policy matters or that respond to Office of the Inspector General or Government Accountability Office reports. To focus ASLM review on significant policy matters, the BLM Director has exclusive responsibility for review and 5-4

23 surnaming of the categories of documents listed in 1 through 6 below without prior ASLM review. At their discretion, the ASLM or the BLM Director may direct that any of the documents identified below be submitted for ASLM review: 1. Correspondence, except correspondence addressed to the ASLM. 2. Federal Register notices, except Petitions/Applications for Withdrawals and Public Land Orders. 3. Meritorious Service and Length of Service Awards. 4. Foreign Travel Authorizations. 5. BLM Federal Advisory Committee Charters. 6. BLM Federal Advisory Committee Appointments. H. The BLM Director s Office (WO-100) reviews and surnames Washington Office correspondence and documents prepared for the Director s signature or sent to senior officials in the Office of the Secretary, other bureaus or agencies, the Office of the Inspector General, or Congress. The BLM Director s review or signature is required for policy covering multiple BLM programs; involving significant workload; generating a high level of BLM, departmental, or congressional interest; or involving issues that are extremely visible or controversial in nature. The WO-100 executive staff assigns specific DTS routing to the Director, Deputy Directors, and the Chief of Staff. I. BLM division chiefs, program managers, and assistant directors review and surname documents that affect their programs and areas of responsibility. To meet deadlines, consider simultaneously tasking reviews at similar levels of the organization. It may be beneficial for multiple divisions to collaborate on a draft before it enters the DTS for official surname. J. The Assistant Director for Communications (AD-600) surnames all Washington Office controlled correspondence, congressional correspondence, congressional testimony, and material requiring coordination for external release. K. The Division Chief for Legislative Affairs (WO-620) must surname all Washington Office correspondence addressed to Members of Congress. State office correspondence conveying only non-controversial, state-specific data to local congressional staff does not require WO-620 surname. If in doubt, the state office s external affairs office should coordinate with the legislative specialist assigned to that state office. L. The Assistant Director for Human Capital Management (AD-700) surnames all correspondence and documents involving personnel issues, administrative actions, employee conduct, complaints, grievances, and occupational safety and health. 5-5

24 5-6 M. The BLM Assistant Director for Business and Fiscal Resources (AD-800) surnames correspondence and documents involving the budget process or appropriations. N. State and center directors surname documents routed to the Washington Office for surname or signature. State and center directors may provide specific guidance for additional surnaming within their jurisdiction. 5.5 Copies Generally, each office that surnames a document receives a copy of the final document. The ASLM receives copies of all correspondence addressed to the Secretary tasked to the BLM for response and Federal Register notices, whether or not surnamed by the ASLM. 5.6 Reviews by Other Agencies/Offices When a document or piece of correspondence affects another Federal agency or another office or bureau within the Department, appropriate coordination must take place. That coordination may include the other agency or office surnaming a BLM document, the other agency or office preparing an identical document, or both agencies merely making each other aware of the document as a courtesy. This manual section cannot address what constitutes appropriate coordination for all circumstances. Some general guidelines are provided below for document originators and managers. A. Is there a BLM point of contact assigned to this issue that routinely interfaces with the office or agency in question? If so, this individual may help coordinate the surnaming. B. Is there an interagency or intradepartmental team focused on this issue? If so, the team may offer suggestions for coordination. C. Is a Regional Solicitor assigned to the issue? If so, the Regional Solicitor should be included in the state office s surname process. D. Is this Washington Office controlled correspondence addressed to more than one agency? If so, this should be discussed with the WO-600CC correspondence management analyst as early in the process as possible. Although both agencies controlled correspondence offices may coordinate the processing of the response, technical coordination may need to take place at the program or state office level. Individuals receiving advance copies of the correspondence will want to know who is coordinating with the other agency or office.

25 6-1 Chapter 6. Stationery 6.1 General Guidance Use pre-printed letterhead for correspondence addressed outside the Department of the Interior as well as memorandums addressed to the Secretary of the Interior. Do not prepare drafts on pre-printed letterhead; reduce costs by using pre-printed letterhead only when the correspondence is ready for signature. Use electronic letterhead for all other memorandums (correspondence with others inside the Department of the Interior). Table 6-1 identifies appropriate stationery for use at various signature levels. Table 6-1 Appropriate Stationery by Signature Level Signature Level Letterhead Second Page Envelope Secretary Deputy Secretary Associate Deputy Secretary Assistant Secretary BLM Director Deputy Director Assistant Director Secretary of the Interior Office of the Deputy Secretary Associate Deputy Secretary Office of the Secretary Bureau of Land Management Bureau of Land Management Bureau of Land Management *Matching continuation page *Matching continuation page *Matching continuation page *Matching continuation page Plain Bond Plain Bond Plain Bond Secretary of the Interior Office of the Secretary Office of the Secretary Office of the Secretary Bureau of Land Management Bureau of Land Management Bureau of Land Management State Director BLM State Office Plain Bond BLM State Office Center Director National Center Plain Bond National Center District Manager District Plain Bond District *Hold the paper up to the light to match continuation pages to letterhead. The continuation page should contain an eagle with the same number of stars as the original letterhead and be of the same weight and color.

26 Design Specifications Departmental Manual 314 DM 6 Letterhead Stationery and supplementary guidance from the Office of the Executive Secretariat provide design specifications for letterhead within the Department of the Interior. An electronic template for BLM letterhead is located on the Correspondence intranet site. Coordinate the procurement of letterhead with a BLM printing specialist to ensure compliance with printing regulations. The following design specifications for BLM letterhead apply: A. The official seal of the Department of the Interior will be 1 inch (2.54 cm) in diameter and appear in the upper left corner of the page, one-half inch (1.27 cm) from the top, and three-quarters of an inch (1.905 cm) from the left side. B. The 1-inch high BLM emblem will appear in the upper right corner of the page, one-half inch (1.27 cm) from the top and three-quarters of an inch (1.905 cm) from the right side. C. Center the standard heading, United States Department of the Interior, on 8½ inches (21.59 cm), left to right in one line. It will be the top line on the page. It will be set in Times Roman, upper and lowercase, 18-point font, and positioned three-quarters of an inch (1.905 cm) from the top of the page. D. The subsequent line will be two lines below the DOI heading. It will contain the heading, BUREAU OF LAND MANAGEMENT and it will be set in Times Roman, uppercase, centered, and in 10-point font. E. The following two lines will contain Washington, DC 20240, and Both lines will be set in Times Roman, upper and lowercase, centered, and in 10-point font. State offices and national centers should use the same font and size; however, they should replace the Washington-specific information with two or three lines identifying the appropriate office and website. F. The letterhead will be printed with blue (PMS 281) ink on 8½- by 11-inch recycled paper per current Environmental Protection Agency guidelines.

27 7-1 Chapter 7. Addressing Mail to the Washington Office 7.1 General Guidance U.S. Postal Service (USPS) mail addressed to the Washington Office is irradiated at an out-of- State facility before it arrives in Washington, DC. The mail is then delivered to the Department of the Interior mailroom where it is x-rayed and delivered to the mailstops at the Main Interior Building (MIB) and M Street. This process often damages sensitive materials such as CDs and photographs. The screening process may add up to a week to delivery. Using the DTS to transmit surname packages and distribute documents electronically helps reduce the number of items transmitted through the mail. There are still occasions, however, when sending physical documents and materials to the Washington Office is necessary. Consider using alternate forms of delivery when use of USPS may cause unacceptable delays or damage to your materials. 7.2 Mailing Addresses A. Address all mail for employees located at the MIB to: U.S. Department of the Interior Bureau of Land Management Attn: XXXX [Recipient Name] 1849 C Street NW., Mail Stop XXXX Washington, DC B. Address USPS mail for employees located at M Street to: U.S. Department of the Interior Bureau of Land Management Attn: XXXX [Recipient Name] 1849 C Street NW., Room 2134LM Washington, DC C. Address FedEx or UPS mail for employees located at M Street to: U.S. Department of the Interior Bureau of Land Management Attn: XXXX [Recipient Name, Office Code] 20 M Street SE., Room 2134LM Washington, DC 20003