Publications and Forms Management: AFI 33360 Update

1
Publications and Forms Management AFI 33-360
Update

• Mr Phil Canterbury
• SAF/AAX
• July 10, 2008

2
Overview

• Background
• Interim Changes
• Discussion Points
• Conclusion

3
Background

• 2006 major rewrite of AFI 33-360
• IC-01 on GMs and PMs in March 2007 under senior
  leadership direction
• IC-02 incorporating field inputs to 2006
  rewrite Released July 2007
• IC-03 to be issued within 90 days
• Next planned change maybe a rewrite

4
IC-03 Changes

• Update Accessibility Statement
• Remove errant webpage link
• Updating Records Management Statement
• Removing reference to rescinded publication
• New web link to AFRIMS site behind AF Portal
• Removing reference to Tagging
• Will replace with formatting or processing
• Hope to save confusion during field inspections

5
IC-03 Changes

• Clarify AFCAs role for Report Control purposes
• TBD at this time
• Possible move to SAF/XCPP
• Change identifier for Interservice Publications
• Change from (IP) to (I)
• Emphasize publication structure in para 2.12.1
• Detail in para 2.12.1 overlooked!
• Underline and bold text

6
IC-03 Changes

• Certify Current
• Interim change does not automatically certify
  publication as current
• OPR must annotate section III of AF 673
• Coordination Tables
• Add SAF/AAX as mandatory coordinator for all AF
  supplements to DOD Instructions and Directives
• Update Office Symbols and email addresses

7
MAJCOM Discussion Points

• AF Forms
• System generated mirror-like forms
• Operating Instructions
• Management below Wing level
• Pubs/Forms Managers
• Contractors
• ANG/RE Coordination
• Units below MAJCOM

8
MAJCOM Discussion Points

• Policy and Guidance Memorandums
• Designed obsolescence -180 day life cycle
• Legality of Publications
• Official policy/guidance when made available
• Rescinding Publications
• Coordination requirements
• Functional Publication Library (FPL)
• Command Post authorized

9
MAJCOM Discussion Points

• Supply Manual (AFMAN 23-110)
• Quarterly updates and AFGMs
• Limited use of Social Security Numbers
• AFI 33-332 will provide guidance detailed
• Bullets
• Allowing use of bullets in non-directive
  publications
• Supplementing DOD Instructions that contain
  Policy
• Must provide clear scope in opening statement

10
Conclusion

• SAF/AAX welcomes comments/changes to AFI 33-360
  or the AF Form 673
• Make use of the AF Form 847 to submit
  comments/changes
• SAF/AAX intends to continue developing the
  publications process to the benefit of all users

11
Questions?
12
Use of the AF Form 673

• AF Form 673 used for
• Submitting new, revised (AC, IC), rewritten,
  cancelled pubs and forms
• Regular or special reviews of pubs and forms
• Pubs and forms prescribed therein will be
  reviewed at same time, using same 673
• AF Form 673 recent updates
• Designated area for VA-related information
• Coordination section enabled for digital
  signatures
• Two-year/Special Review section includes space
  for certifiers sig.
• Some blocks re-ordered or pre-filled to
  facilitate use

13
Discussion Point - Forms vs System Generated
Reports

• Use of

14
Major Changes

• Guidance on field supplements
• Field OPRs may issue standalone or integrated
• Strongly encouraged to issue integrateduseful
  format for readers
• OPR specify preference on 673 if no
  specification, AFDPO will create and post an
  integrated version
• Only 1 version posted to e-Pubs if integrated
  version exists, it will be posted
• Field Managers may mandate use of only 1 type of
  supplement for your OPRs
• HAF OPRs are under direction to provide clearer
  terms on field supplements when writing the
  basicexpect increased HAF oversight

15
Major Changes

• Clarifies process of updating supplements
• When higher headquarters pub is changed, OPRs
  have 180 days to update supplements
• If no supplementary material in a standalone
  supp is affected by updates to higher pub, OPR
  should certify as current
• Date the supp is certified as current will be
  included in the front matter
• If no supplementary material in an integrated
  supp is affected by changes to higher pub, OPRs
  may certify the integrated version as current
  AFDPO will re-integrate supplementary text with
  updated basic and re-post on e-Pubs

16
Major Changes

• Clarifies process of updating supplements
  (cont.)
• If there is conflicting information in the supp,
  it must immediately be rescinded and removed from
  website
• OPR should issue a GM in its place to avoid
  gaps in guidance to users
• If not updated within 180 days (IC, AC, GM,
  cert. current), the supp will be removed from the
  website and, in effect, cancelled
• GMs issued to replace or amend a supp will
  expire when supp is revised (must be within 180
  days)
• GMs exceeding 180 days will be removed from the
  website
• If the expired GM was used to update
  non-conflicting guidance, the supp will also be
  removed

17
Major Changes
18
Major Changes

• Dating Publications
• Pubs managers to assign date to pubs and forms
• AFDPO will assign date for departmental
  publications
• AFDPO-assigned dates will not exceed 7 business
  days after receipt of correct, complete materials
  from OPR
• Publications (including ICs) and forms may be
  assigned an effective date falling in the future
• Publication date is the effective date
• Backdating (release after date on pub/form) is
  absolutely prohibited

19
Major Changes

• Clarifies the certified current process
• May be done during regular 2-year review or
  during an out-of-cycle review
• OPR and certifying official sign off
• If another action is rolled in with response
  (cancellation, IC, AC, etc.), OPR must include
  necessary coordination, signatures, and materials
  (e.g., draft changes) as part of the response
• If another action is rolled in with response,
  certifying official only needs to sign the 673
  once

20
Major Changes

• Mandatory Coordination
• MAJCOM, FOA, DRU managers set mandatory coord
  for their orgs and subordinate activities
• Use Table 2.2 as a guideensure all legal
  requirements are met
• If no manager (as is the case for some FOAs),
  OPRs will use Table 2.2
• Subordinate activities wishing to set their own
  mandatory coordination may obtain permission and
  guidance from their MAJCOM/FOA/DRU
• Public Affairs moved to technical/functional
  table
• Legal review determined other coordination
  requirements eliminated need for additional PA
  review

21
Major Changes

• Adjustments to forms-related guidance
• Includes explicit guidance on form waivers
• Field forms designers designate who may
  obtain/use standard forms-designer software
• Mandates inclusion of releasability statement if
  releasability is restricted
• Includes guidance on overprints and use of forms
  in information systems
• OPRs may work directly with forms designers to
  make purely technical fixes (changes to layout or
  purpose of the form still need to be coordinated)
• If only technical fixes are made, forms will not
  be redated