The DoD Directives Program

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The DoD Directives Program
The Department of Defense Washington Headquarters
Services Directives Division (DD)
Administrative Instructions
Processing
Steps in
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Directives Division Where Are We?
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What Does the Directives Division Do?

• Reports, with the Director, ESD, to the Director
  of Administration and Management regarding DoD
  issuances in progress. DAM reports directly to
  the Deputy Secretary of Defense.
• Works with Action Officers to process DoD
  issuances from the precoordination stage through
  signature and posting to the DoD Issuances Web
  Site.
• Maintains the DoD Issuances Portal, a
  collaborative Web-based application used by the
  DoD Components to coordinate DoD issuances.
  Allows the DoD Components to post issuances for
  comment and to post, view, and track comments on
  issuances.
• Develops guidelines for the formatting and
  publication process of DoD issuances, including
  DoD Instruction 5025.01 and the DoD Issuances Web
  Site.
• Maintains the DoD Issuances Web Site, including
  issuance formatting guidance, supporting
  documentation, and the current and canceled DoD
  issuance databases.
• Maintains the official record of DoD issuances
  processing using the TRIM system. Arranges for
  transfer of archived documents to NARA.
• Teaches the DoD Issuances Training Class!

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DoD Directives Program Resources

• About DoD Instruction 5025.01
• Provides a streamlined policy Instruction.
• Consolidates administrative requirements on the
  Web.
• About the Web Site
• Administrative guidelines for each step in the
  DoD issuances process.
• Templates of DoD issuances, Action Memos, SD 818
  and SD 106, etc.
• Step-by-step checklist of the DoD issuance
  process, the Writing Style Guide, training class
  information, etc.
• Current and canceled DoD issuance databases.
• Listing of new DoD issuances.
• Links to relevant DoD Web sites.

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The DoD Issuance Web Sites
The DoD Issuance Web Sites. The sole source for
electronic distribution of DoD issuances, and the
only Internet sites where standards for writing
DoD issuances are posted.1
1 http//www.dtic.mil/whs/directives
(unclassified) http//www.dtic.smil.mil/whs/direct
ives (classified)
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Department of Defense / WHS Issuances

• Issued
• ONLY for a time-sensitive action that affects a
  current issuance or that will become a DoD
  issuance and
• ONLY when time constraints prevent publishing a
  new issuance or a change to an existing issuance
• May
• Establish policy and assign responsibilities or
• Implement policies and responsibilities
  established in existing DoDDs or DoDIs
• Signature Authority for DTMs
• Requiring SecDef/ DepSecDef direct oversight -
  SecDef or DepSecDef
• Establishing policy OSD Component Heads or
  their Principal Deputies
• Implementing policy OSD Component Heads,
  Principal Deputies, or other OSD PAS officials as
  authorized by their charters
• Effective for no more than 180 days from the date
  signed must be incorporated into an existing DoD
  issuance, converted to a new DoD issuance,
  reissued, or canceled

• Exclusively establish policy, assign
  responsibilities, and delegate authority to DoD
  Components
• Contain no procedures
• DIRECT OVERSIGHT DoDDs require SecDef / DepSecDef
  direct oversight and signature 8 pages long
  contain only
• Non-delegable SecDef /DepSecDef responsibilities
  
• Assignment of functions/resources between/among
  PSAs and/or DoD Components
• Designation of Executive Agents and assignment of
  related responsibilities and authorities or
• Matters of SecDef/ DepSecDef special interest
• CHARTERING DoDDs (charters) establish OSD
  Component Head, PAS official, Defense Agency, DoD
  Field Activity, or other major DoD or OSD
  Components official mission, responsibilities,
  functions, relationships and delegated
  authorities
• Signed by the SecDef or DepSecDef
• Signed by USDs delegated the authority in their
  charter for subordinate OSD PAS officials

• Establish or implement policy
• May contain overarching procedures
• POLICY INSTRUCTIONS
• Establish policy and assign responsibilities
  within a functional area assigned in an OSD
  Component Heads charter
• May provide GENERAL procedures for implementing
  the policy
• Signed only by OSD Component Heads or their
  Principal Deputies
• Include OSD Components charter as a reference
• NON-POLICY INSTRUCTIONS
• Implement policy established in a DoDD or policy
  DoDI
• Summarize policy
• Provide procedures for carrying out the policy
• Signed by OSD Component Heads, Principal
  Deputies, or other OSD PAS officials as
  authorized by their charters

• Implement or supplement a DoDD or DoDI
• Identify uniform procedures for managing or
  operating systems and provide administrative
  information
• If exceeding 100 pages, shall be separated into
  two or more volumes
• Shall be authorized by a DoDD or DoDI. The
  authorizing issuance shall be cited in the DoDM
  and included as a reference
• May contain a policy section however, if may
  only SUMMARIZE policy established in the
  authorizing issuances
• Signed by OSD Component Heads or other OSD PAS
  officials as authorized by their charters
• All DoD publications that are NOT DoDMs (i.e.,
  catalogs, compendiums, directories, handbooks,
  indexes, inventories, lists, modules, pamphlets,
  plans, series, standards, supplements, and
  regulations) shall be converted into DoDMs on
  their next reissuance

• Implement OSD policies and procedures authorized
  by DoD issuances
• Direct WHS Components and National Capital Region
  agencies how to
• Carry out policy
• Operate a program or activity
• Assign responsibilities as directed by the
  Director, WHS
• Must be authorized by a higher level DoD issuance
  (e.g., DoDD, DoDI)
• Do NOT apply across the Department of Defense
  OSD policy only

DoD DIRECTIVES
DoD INSTRUCTIONS
DoD MANUALS
DIRECTIVE-TYPE MEMOS
ADMINISTRATIVE INSTRUCTIONS (WHS)
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The DoD Issuances Changes and Cancellations
Changes to DoD Issuances. A change amends an
existing DoD issuance and has the full authority
of the issuance. A changed issuance retains its
original date (initial publication or last
coordinated revision) and original signature.
The three types of changes to DoD issuances are

• Administrative. Alters only nonsubstantive
  portions of an issuance such as titles/dates of
  references and organizational names/symbols.
• Conforming. Made to comply with recent (within 90
  days) and specific Executive, Legislative, or
  Secretary or Deputy Secretary of Defense
  direction.
• Substantive. Amends an essential section of an
  issuance such as purpose, applicability, policy,
  responsibilities, procedures, information
  requirements, and releasability.

Cancellations of DoD Issuances. An issuance shall
be canceled when the cognizant Component
determines that it has served the purpose for
which it was intended, is no longer needed, and
is not appropriate for incorporation into a new,
revised, or existing issuance.
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Changing an Issuance Formatting

• Use font features (red strike through and red
  italics), not track changes
• Red strike through for deleted text, red italics
  for new text.
• Deleted text appears before added text.
• Change date appears on the footer of all pages.
• Directives Division inserts change date upon
  final approval.

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Changing/Canceling an Issuance Process
Coordination

• ADMINISTRATIVE CHANGE
• Submit a clean copy of draft memorandum from PSA
  to DAM requesting posting of change (sample on
  DoD Issuances Web Site) and the DoD issuance with
  changes to DoDDirectives_at_whs.mil or
  DoDDirectives_at_whs.smil.mil for precoord edit. No
  SD 106 required.
• Submit the signed memo from PSA and clean copy of
  issuance with changes (hard copy and electronic)
  to the Directives Division.
• No formal coordination required.
• CONFORMING CHANGE
• Follow processing procedures of a regular DoD
  issuance, from precoord to final posting.
• Formal coordination of mandatory agencies only.
  Coordinating agencies comment on changing text
  (in red) only.
• SUBSTANTIVE CHANGE
• Follow processing procedures of a regular DoD
  issuance.
• Formal coordination of all agencies that
  originally coordinated on the issuance.
  Coordinating agencies comment on changing text
  (in red) only.
• CANCELLATION
• Submit unsigned SD 106, a clean copy of draft
  memorandum from PSA to DAM requesting
  cancellation (sample on DoD Issuances Web Site),
  and the DoD issuance to DoDDirectives_at_whs.mil or
  DoDDirectives_at_whs.smil.mil for precoord edit.
• Formal coordination with all agencies that
  originally coordinated on the issuance.
• After coordination, submit hard and electronic
  copies of signed memo from PSA and attachments to
  the Directives Division.

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Writing DoD Issuances The Issuance Process
Pages
The Issuance Process Pages. The pages on the
issuance Web sites where standards for writing
DoD Issuances are posted. They provide

• Tools to Complete Each Stage of the Process
• Stage 1. Development Draft issuance.
• Stage 2. Internal Coordination Coordinate
  internally.
• Stage 3. Formal Coordination Coordinate
  externally.
• Stage 4. Pre-signature/Posting Submit final
  coordination package for review DD will forward
  for signature and post to the Web.
• A Process Index by Topic
• Definitions and General Guidance. Explanations
  of the issuances and the issuance numbering
  system checklists of process actions and special
  considerations list of common mistakes and FAQs.
• Templates and Standards. Common reference
  citations for each issuance type standards for
  format, content, and writing style. 
• Processing And Coordination.  Procedures, forms,
  and samples. 
• Special Considerations. Federal Register, Forms
  Management, Information Collection, Records
  Management, Privacy Act, and Freedom of
  Information Act.

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Writing DoD Issuances The Processing Cycle (AI
/ DAM Issuances)

• Submit to DD Formal Coord
• WHS Form 2 requesting DW / DAM sign SD 106
• SD 106, unsigned
• Clean copy of issuance
• Internal coords received (on WHS Form 2, memo, or
  e-mail)
• SD 818 of internal comments
• If documentation is in order, DD will submit for
  SD 106 signature and post to the Portal

• Internal Coord
• Prepare WHS Form 2 and clean copy of issuance
• Submit to WHS / DAM agencies w/equity (WHS GC,
  IMD, and DAM OMP coords mandatory)
• Make requested changes as appropriate

• Issuance Prep
• Draft publication

DD Directives Division DW Director, WHS DAM
Director, Administration and Management

• Submit to DD Presignature
• WHS Form 2 requesting DW / DAM sign issuance
• Clean copy of issuance
• Coordinating officials list
• PDF files of external coords not on the Portal
• Consolidated SD 818 of external comments

• Signature/ Posting of Issuance
• If documentation is in order, DD will submit for
  signature and post to the Internet.

• Consolidate Coordinations
• Consolidate coord comments in one SD 818 (be sure
  to justify rejected comments)
• Make changes in issuance as appropriate
• Prepare WHS Form 2 Coord Officials List

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The Issuance Process Stage 1
Stage 1 Development. Draft the issuance and
coordinate internally.

• 1. For new issuances, Directives Division will
  assign the basic 3-digit number. 
• 2. For new and revised issuances, select the AI
  template and corresponding format and content
  standard and save to your personal files.  Use of
  the templates is MANDATORY.  DO NOT write over a
  prior version of the issuance. 
• 3. For all issuances
• a. Print out the style guide, processing
  procedures, and process checklists or save to
  your personal files. 
• b. As you draft the issuance, refer to the other
  available resources linked to the Process Index
  at the bottom of each page.  Your Component
  Directives Focal Point is also available to
  assist you during all stages of the process.  

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The Issuance Process Stage 2
Stage 2 Internal Coordination

• 1. Determine internal coordination requirements.
  What agencies within WHS/DAM have equity in your
  issuance? WHS GC, IMD, and DAM OMP
  coordinations are mandatory.
• 2. Prepare a WHS Form 2 for internal coordination
  (see DoD Issuances Web Site or contact DD for a
  sample).
• Submit the signed WHS Form 2, a clean, MS Word
  copy of the issuance, and an SD 818 to each
  agency for review.  Suspense date is at your
  offices discretion. For ESD offices, Form 2
  must be signed by Director, ESD.
• Prepare the issuance for formal coordination.
  Revise the issuance, accepting or rejecting
  changes and recommendations as appropriate. 
  Incorporate all comments and remove all editorial
  markings from the draft. 

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The Issuance Process Stage 3
Stage 3 Formal Coordination. Coordinate
externally.

• 1.  AO submits hard copy and electrons to
  Directives Division (DD) as follows  
• WHS Form 2 signed by your Division Chief
  requesting Director, WHS or DAM signature of SD
  106.
• SD 106, unsigned.
• Proposed AI or issuance.
• Internal coordinations received (original WHS
  Form 2, memo, or e-mail).
• SD 818 of internal comments and their resolution.
• 2.  DD conducts a precoordination review. If
  documentation is in order, DD will obtain SD 106
  signature and post to the portal.  Upon release
  of the task for coordination, the portal will
  generate an e-mail to the AO advising that the
  task has been posted.
• 3. AO adjudicates the coordination responses. 
  The portal will generate an e-mail to the AO each
  time a coordination response is received.  The AO
  shall review and adjudicate the responses,
  confirm that the coordination is signed at the
  appropriate level, and document coordination
  comments and resolution on a SD Form 818,
  Comments Matrix for DoD Issuances.   
• 4. AO prepares the issuance for presignature
  review.  Revise the issuance consistent with
  adjudication of the coordination comments. 

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The Issuance Process Stage 4
Stage 4 Presignature. Submit final
coordination package for review.

• 1.  Prepare the presignature package.  Contents
  are  
• a. WHS Form 2 signed by Div Chief requesting
  Director, WHS, or DAM signature of AI or
  issuance with attachments.
• Tab A Final draft of new, revised, or changed
  issuance
• Tab B List of Coordinating Officials
• Tab C SD Form 818 Consolidated Comments Matrix
• Tab D OSR approval
• b. Coordinations not accessible through the
  portal. Currently, the following coordinators do
  not post their coordinations to the portal, so
  please provide electronic copies of their
  coordinations, including comments, in the
  package. Their critical and substantive comments
  must also be included in the SD 818.
• General Counsel, Department of Defense (will post
  SD 106, but not comments)
• Other Federal agencies, such as the Department of
  Homeland Security, Department of Commerce
• 2.  Obtain Office of Security Reviews approval.
  If your issuance is unclassified and will be
  posted to the DoD Issuances Web Site on NIPRNET,
  send a clean copy of the issuance and completed
  DD Form 1910 to the Office of Security Review at
  secrev1_at_whs.mil.
• 3. Request a presignature edit.  Provide the
  completed presignature package (electronic and
  hard copy) to DD for review. The DD Editor shall
  contact the AO to provide an estimated edit
  completion date.  
• Unclassified Issuances DoDDirectives_at_whs.mil
• Classified Issuances DoDDirectives_at_whs.smil.mil
• 4. If documentation is in order, DD will forward
  issuance for signature and post to the Internet.
  DD will send a notification e-mail to the AO when
  the issuance has been released on the Internet.