DoD Information Collections

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Types of RCS Actions

There are special processes to obtain, change, or cancel a Report Control Symbol that differ from the standard approval process.

Administrative / Minor Revisions

A revision is a change to a DoD internal information collection that has an active Report Control Symbol (RCS).  

Minor or administrative revisions could include:

  • Correcting administrative errors
  • Updating POC information 
  • No longer collecting information from a previously approved responding Component (resulting in burden reduction)

The DoD ICO has the ultimate authority in determining whether proposed changes constitute a minor revision. Please contact OIM directly for a determination and the approval process required for your requested revision.

Major Revisions

A revision is a change to a DoD internal information collection that has an active RCS

Major revisions include:

  • Needing to collect information from a new (not previously approved) Component
  • Needing to make significant changes to a previously approved collection instrument or adding a new collection instrument
  • If changes required to revise the collection will increase the cost of the collection by more than $10,000

The DoD IICO has the ultimate authority in determining whether proposed changes constitute a major revision. Major revisions are required to go through the full internal information collection process. Please contact OIM directly for a determination and the approval process required for your requested revision.

Transfer of Ownership

To transfer responsibility or ownership of a currently active DoD internal information collection, the new responsible Office of the Secretary of Defense (OSD) or DoD Component must submit:

  • An internal package with a new CAPE Cost Summary requesting a revision (see procedures for revisions in the tabs above). The DD Form 2936 Section 9 must be signed by the new requesting OSD or DoD Component at the Senior Executive Service member level if the cost of the collection to the new requesting Component is less than $500,000 a year. If the cost of the collection to the new requesting Component is more than $500,000 a year. Section 9 of the DD Form 2936 must be signed at the DoD / OSD Component Head or equivalent.
  • The previous responsible Component must approve the transfer at the appropriate level (see cost threshold guidance above) by either signing the DD Form 2936-1, "Request for Sponsorship Transfer of a DoD Internal Information Collection" or by signing a memorandum requesting the transfer.

Once these documents are received and approved by OIM, OIM will update the Internal Information Collection System and issue an updated RCS. As this is a type of revision, the expiration date will not be altered upon transfer.

Emergency Approval Request

INSUFFICIENT PLANNING OR ADMINISTRATIVE OVERSIGHT DOES NOT WARRANT EMERGENCY APPROVAL

  • The required steps for the approval process for emergency submissions are determined on a case-by-case basis by the DoD IICO.
  • While some coordination requirements may be postponed, the DD Form 2936 is required for all emergency submissions, and regardless of the potential cost of the collection, Section 9 must be signed by the OSD / DoD Component Head.
  • Emergency approvals are only valid for 180 days (6 months).
  • Submission of all remaining documentation which was not required at the time that emergency approval was granted is required before the 180 day expiration date of the Report Control Symbol.
  • Please contact your IMCO or OIM as soon as possible if you believe you have an emergency submission.

Request to Extend the Expiration Date (Extensions)

An extension may be requested when there is no change in the cost of the collection, responding Components, and collection instrument(s), and the Report Control Symbol (RCS) is still active.

  • Extensions are only granted once and for a maximum of two (2) years.
  • Mandatory and Respondent coordinations are not required. However all other sections of the DD Form 2936 must be completed
    • Select "Explanation of Request for Extension" in Section 6 of the DD Form 2936 and explain why the extension is necessary (both the time requested and why in place of a reinstatement) as part of your package.

Request to Cancel

Similar to Public Information Collections, Internal Information Collections that do not need to be continued after their expiration date should be formally cancelled before expiring.

To cancel a collection, OIM requires either an email or a written statement that explains:

  • Which collection should be cancelled on its date of expiration
  • The reason or justification for why this collection is no longer needed

Action Officers should send this information to their IMCO, who will review it and then send it to OIM. After OIM review, the collection will be cancelled in the Information Collections system and the Report Control Symbol (RCS) will no longer be valid.