DoD Information Collections

 

 

Overview of DoD Information Collections

What is an information collection?

An information collection is the obtaining, causing to be obtained, soliciting, or requiring the disclosure to an agency, third parties or the public of information by or for an agency by means of identical questions posed to, or identical reporting, record keeping, or disclosure requirements imposed on, ten or more persons, whether such collection of information is mandatory, voluntary, or required to obtain or retain a benefit (5 CFR 1320.3).

There are four types of information collections outlined below:

IIC Collection Types

DoD Internal Information Collections

DoD or OSD Components collecting information from an internal population must be approved by the Office of Information Management (OIM) and licensed with a Report Control Symbol (RCS) in accordance with DoD Policy.

Program Authority: Volume 1 of DoD Manual 8910.01, "DoD Information Collections: Procedures for DoD Internal Information Collections"

Members of an Internal Population Include:

  1. Government / Federal Employees
  2. Active Duty Military Members

Internal Collection Approval Process: DoD Internal Collection Approval Process web page.

DoD Public Information Collections

DoD or OSD Components collecting information from a public population must be approved by the Office of Management and Budget (OMB) and licensed with an OMB Control Number pursuant to the Paperwork Reduction Act (PRA) of 1995.

Program Authorities: Paperwork Reduction Act of 1995, 5 Code of Federal Regulations 1320, and Volume 2 of DoD Manual 8910.01

Members of the Public Include (but are not limited to):

  1. Individuals, partnerships, associations, and corporations
  2. Defense contractors
  3. Retired federal employees, veterans, and reservists
  4. Family members and dependents of service members or federal employees

Public Collection Approval Process: DoD Public Collections Approval Process web page

Congressional Information Collections

Congressional information collections are those collections specifically mandated by and submitted to Congress. These collections are managed by the Office of the Assistant Secretary of Defense for Legislative Affairs.

Congressional collections are tracked via the Congressional Hearings and Reporting Requirements Tracking System (CHARRTS). To access CHARRTS, please click here (personnel only; common access card validation required).

Program Authority: DoD Instruction 5545.02

DoD & OSD Component Internal Information Collections

When a DoD or OSD Component collects information from only government employees and active duty military members who are under the authority, direction, or control of the OSD or DoD Component requesting the information collection (i.e., the requesting Component and the responding Component are the same entity and the only parties involved in the collection), this constitutes a component internal collection and it must be approved in accordance with the procedures required by that Component.

Program Authority: Volume 1 of DoD Manual 8910.01, “DoD Information Collections: Procedures for DoD Internal Information Collections”

Contact your respective DoD or OSD Component Information Management Control Officer (IMCO) (personnel only; common access card validation required) for more information on Component Internal Information Collection approval procedures.

Action Officers seeking approval for collections internal to the Office of the Director of Administration and Management (ODA&M) should contact the DoD Information Collections team at whs.mc-alex.esd.mbx.dd-dod-information-collections@mail.mil.

If you need help determining which type of process your specific collection falls into, please contact your Component Information Management Control Officer (IMCO).