Frequently Asked Questions about DoW Issuances

Where are the SIPRNET website and Portal?

The SIPRNET equivalent of this website can be accessed by authorized users at https://intelshare.intelink.sgov.gov/sites/DoD-Issuances.  There is currently no SIPRNET Portal; issuances are processed via e-mail between the Directives Division and focal points of the issuance’s originating OSW Component, also known as the “office of primary responsibility” (OPR).

 

How do I contact the Directives Division or get MS Word copies of issuances?

Send questions, requests, and issuance-related material to our NIPRNET or SIPRNET organizational inboxes as listed below.

The Directives Division does not provide hard copies of current issuances.  We will provide MS Word electronic copies of published issuances, or draft issuances in development, only to the OPR focal points upon request. 

NIPRNET E-mail:  whs.mc-alex.esd.mbx.dod-directives@mail.mil

SIPRNET E-mail:  whs.pentagon.esd.mbx.dod-directives@mail.smil.mil

 

Where can I find guidance for writing and processing issuances?

Guidance is available on the Processing DoW Issuances page or the Forms, Templates, & Resources page.

 

What are the types of DoW issuances?  Can I get templates for other DoW publications from you?

DoW issuances are directives, instructions, manuals, directive-type memorandums, and administrative instructions.  Administrative instructions provide guidance to the Washington Headquarters Services (WHS)-serviced DoW Components to implement policy in the other issuances.  The official templates for those are provided on the Forms, Templates, & Resources page.

We do not provide guidance or support for any other types of publications, and use of our templates outside the DoW issuance process is not permitted.

 

How do I write and process operating instructions?

Operating instructions are internal WHS documents. They are not DoW issuances and are not managed by the Directives Division.  Contact the WHS Front Office for assistance.

 

Are DoW issuances legally binding?  Or are they just guidance?

DoW issuances establish DoW policy and procedures and are binding for the DoW Components to which they apply. If you feel your DoW Component should be an exception to any direction in a DoW issuance, contact the office of primary responsibility.

 

Why does DD make so many changes when reviewing issuances? Why do analysts change particular sentences or words when the issuance has been written for a group of experts in the style and vocabulary they are accustomed to?

The DoW Issuances Program has established certain format and content standards that must be followed for consistency throughout the DoW. DoD Instruction 5025.13, “DoD Plain Language Program,” also requires that issuances comply with the Plain Writing Act of 2010.

 

Can the Directives Division answer questions about the content of a DoW issuance?

Except for DoD Instructions 5025.01, 5025.12, and 5025.13, the Directives Division is not the subject matter expert on the issuance’s content. Please contact the OPR listed on the website in the final column of the issuance concerned for assistance.

 

Where can I find more information regarding the purpose of the process review, legal reviews, the numbering system, and other basic process-related questions?

See “DoW Process” on the DoW Issuances page for detailed information regarding each stage and resources to assist with completing the process.

 

What is “approval authority” and why is it so important?

Only certain individuals or positions in the DoD community are authorized to request coordination, provide coordination, and approve DoW issuances for publication. Unauthorized signatures or approval will delay processing and publication of your issuance.  See Coordination Guidance at https://www.esd.whs.mil/Directives/issuance_process/supporting_documents/ for detailed information.

 

What is the Portal?

The DoD Issuances Portal System is a collaborative Sharepoint tool to speed the development, distribution, and coordination of issuances. It allows OSW and DoW Component Focal Points to manage issuance actions for Stages 2A through 5A; view and retrieve issuances for coordination; and post and view comments on an issuance in accordance with the process described in DoDI 5025.01.  The Portal is available to all Focal Points and their designated supporting individuals and action officers. Access to view and post information to the Portal is CAC/PKI controlled. Please contact your Focal Point for more information regarding your Component’s individual policies for the Portal, and for help with Portal access.

 

What is the difference between “.#” and “.0#” in issuance numbering?

Some current issuances whose two-digit extension is under 10 appear on our website without the "0" in front of it (e.g., 5000.1) and some have it (e.g., 5000.01).  Before the Directives Division was established in 2005, these issuances were numbered inconsistently, which also causes difficulties in record database searches.  As the “.#” issuances are changed or reissued, they are corrected to meet the current records standard of “.##”.

 

What does the “E” stand for at the end of some issuance numbers?

The “E” indicates that the issuance establishes a DoW Executive Agent.

 

Where is the DoD Financial Management Regulation 7000.14-R (FMR)?

The FMR is not hosted on the DoD issuance website, but you can find the FMR here.

 

Which abbreviation of Department of Defense is correct: "DoD" or "DOD"?

Per DoD Manual 5110.04, "DoD Manual for Written Material", “DoD” is used in issuances. 

 

 

 

 

The DoD Forms Program continues enhancement of Adobe Acrobat forms to include making public-use DD Forms IT accessible and DoD Public Key Infrastructure signature handler capability developed specifically for Acrobat forms.

 

01. What file format is used for the forms on this website, and how can I view or download the forms available on this site?

All approved Department of Defense (DoD) forms hosted on this website are provided in a fillable PDF format, unless otherwise specified by the Office of Primary Responsibility (OPR). To download any hyperlinked Adobe PDF files (PDF) from the DoD Forms Management Program website, end-users will need a browser with Adobe Acrobat Reader installed, or at a minimum have Adobe Acrobat Reader installed on the computer they are attempting to view/download the form with. Adobe Acrobat Professional is also acceptable, as the file extension for all official Department of Defense forms on this site is .pdf. To download a PDF file from this website, please proceed as follows:

 

1. After accessing the DoD Forms Management Program website, located at /whs/directives/forms/index.htm, you can either use the search box in the upper right-hand corner of the web page, or mouse over (hover your mouse pointer over) the " Forms" navigational menu heading and click on the desired series of forms, e.g., SD, SF, etc., or find the range of DD form numbers that would include the form you want/need prior to clicking on the corresponding link (of the desired range of numbers).

2. If you opted not to use the search box, find the form number you need from the list displayed and click on hyperlink associated with that particular Form Number/Form Title.

3. Left-clicking the PDF hyperlink will likely open the form in your browser, which may or may not limit certain usage rights and capabilities of the form. To save your PDF to your desktop, right-click your mouse on the Available File Format you need, PDF-Ext, PDF-508, PDF, etc., and a drop down menu will appear.

4. Click on "Save target As" for Internet Explorer users or "Save link as" for Firefox users.

5. Use the "Save In" file selector and the scroll bar to scroll to Desktop. Click "Save."

6. Minimize or close your browser window.

7. The Icon to the specific form will appear on your desktop with the form name and file extension as the label, for example DD2345.pdf (for an Adobe Portable Document Format (PDF) file).

8. To access the form, double-click on the Form Icon on the desktop. The appropriate form filler application will launch and display the form.

 

02. What software do I need to view/fill out these forms?

With the exception of the PDF forms in our site that are not fillable, all of our PDF forms are Reader Extended. This means you can use Adobe Acrobat Reader, which is a free software application that allows end-users to view PDF files on all major computer platforms and operating systems. Adobe Acrobat Reader, or (Adobe) Reader, for short, is the no frills version of Adobe Acrobat Professional, which is the for-pay full-featured version of Acrobat. Adobe Acrobat Professional, or Acrobat Pro (for short), automatically grants end-users the ability to perform advanced functions such as filling and printing PDF forms. Adobe Acrobat Professional also allows you to save your data and/or e-mail your completed form.

 

04. What Software do I need to use forms with Reader Extensions?

A current version of Adobe Acrobat Reader (which is free) is all that is required. The most current version should always be used.

 

05. Are Adobe Reader Extensions available for all Department of Defense Forms available in PDF forms?

Yes, all Department of Defense Forms available in PDF format have been Reader Extensions with the exception of non-fillable forms.

 

06. If I have questions or issues with my copy of Adobe Acrobat Reader™, does Adobe have a Frequently Asked Questions web site?

If you have specific questions concerning Adobe Reader or Adobe Acrobat, or experience problems that you or your departments IT professionals (Assuming you have access to such resources) can't resolve, there is an Adobe Acrobat Frequently Asked Questions (FAQs) provided by Adobe Systems.

 

07. How Do I Upgrade to the latest version of Adobe Acrobat?

As a matter of common practice, all users should make a reasonable effort to have the most current version of Adobe Reader, which is free on your computer. If your current security policies or IT staff will allow you to install software without assistance or supervision, click the following link to obtain the newest Adobe Reader specific to your operating system and hardware environment. If you need guidance or assistance with the installation of software, contact your trusted IT professional to assist you with your installation process. Adobe Reader†, is a free software application made available by Adobe.

 

08. How do I use the 'search' feature to find forms on this website?

Just like when using a popular search engine (Google, Bing!, etc.), the search box (powered by USA.Search.gov) utilizes user-inputted keywords to perform its searches. So, it's important for you to be as specific as possible when searching for content on this site. The most advisable approach would be to search using the form number (if you know it). For example: If you're searching for Department of Defense (DD) Form 67, simply enter dd67, or DD 67.

If you know the name of the form you're looking for, you can try entering the name, although that could bring back countless results. To counter this, it is advisable that you enclose your search term or terms in double quotations, i.e. "Acquisition Corps - Waiver Request" or "Acquisition Corps", "Waiver Request". Doing so will imply that you want to specifically look for that specific string of words and should improve the returned search results. This method may also be applied when searching for form numbers. PDFs for cancelled forms will not be viewable/available on this site.

 

09. What if I have difficulty viewing or using a PDF form?

You can always contact your Component Forms Manager first, or ask the DoD Forms Management Website Administrator for help if you come across any PDF errors, however, we ask that you do a little fact finding before you do. Since there can be a number of factors that create an error in either downloading, viewing, or using a PDF, it is important to first do a bit of additional fact finding before contacting your Forms Manager or the DoD Forms Site Administrator.

First, make sure that you're using the most current releases of Adobe Reader and whatever your preferred browser may be (Chrome, Firefox, Internet Explorer, or Safari, etc.). Second, keep in mind that some browsers can respond more or less favorably with application plug-ins (especially after a browser or application update), so it may be beneficial to download the document to the computer and try working with it offline. Lastly, checking to make sure you have an internet connection and that you don't have any anti-virus software blocking form use may also prove helpful.

If you are still experiencing issues viewing or interacting with your form, please contact your Component Forms Manager first, then the DoD Forms Management Website Administrator to let us know the form number, revision date (found at the bottom left corner of the first page), which browser/browser version you are using (typically found under the "Help" menu in your web browser: Help > About...), and state as specifically as possible the problem you are encountering with the form.

 

10. How do I suggest a change in a form?

To suggest a change to a form, the suggestion(s) must first go through your specific Military Service or Component Forms Management Officer (FMO). It is here that the suggestion(s) will be approved or denied at the level of the designation of the form. For example, suggestions on DA forms shall be processed and approved by the Army, while suggestions on DD Forms shall be processed and approved by the DoD Component Office of Primary Responsibility (OPR), starting with your specific FMO.

 

11. If the OMB number associated with a DD or SD Form has expired, does that mean that the form is considered to be expired as well?

The short answer is, "No." While the OMB number may be expired, the form is considered current and active until the Office of Primary Responsibility (OPR), cancels the form.

 

12. What happens if I navigate to a form that is active (current), but there is no PDF hyperlink available for me to download the form?

Some of the forms listed on this site are regarded/classified as a Physical Product, not available for download, of "controlled," and therefore can't be directly downloaded from this website. In these instances, the end-user will need to contact the Component Forms Manager, and/or the Office of Primary Responsibility (which owns the form) in order to attain access to that particular form.

Public IC Frequently Asked Questions

1. What happens if I don't clear my collection with OMB and obtain a Control Number?

Violating the Paperwork Reduction Act have consequences that can include reporting the collection as a violation to Congress in the annual Information Collections Budget, an order to stop collecting information and to destroy any data collected thus far, and potential litigation against DoW.

2. How do I know if a member of the public has commented on my 60-day notice?

All comments are available online at Regulations.gov by searching for the 60-day's Docket ID.

3. What does an OMB Control Number look like?

An OMB Control Number is a sequence of two four-digit numbers separated by a hyphen (1234-5678). All Control Numbers for DoW collections begin with 07. The next two digits identify where in DoW the collection is being sponsored (e.g., most OSD Component collections begin with 0704, Navy with 0703). The four numbers after the hyphen are simply increasing numerical designations to identify how many collections that prefix group has processed.

4. If the collection is voluntary do I still have to obtain an OMB Control Number?

Yes, this does not change PRA requirements.

5. Do the Agency Disclosure Notice and Privacy Act Statement have to go on the front page of the form/database/system?

This is OMB's preference. The key is that respondents must not be able to skip them.

6. If an outside organization is collecting information from DoW members, is that organization responsible for clearing the collection with OMB?

Any outside organization must have an internal DoW sponsor to solicit information from DoW employees or military members. It is the sponsor's responsibility to obtain an OMB Control Number.

7. Can collections with multiple parts (forms, website surveys, etc.) be cleared together or does each instrument have to have a separate clearance?

Most collections with multiple instruments can be cleared together—and this is our preference. Surveys are unique in that they must be cleared separately.

8. Do surveys require any special clearance procedures?

All surveys must be reviewed and approved by DMDC. Additionally, if the survey involves statistical methods you must complete the Supporting Statement Part B.

9. Do I have to have an SSN Justification Memo if I only collection the last four digits?

Yes, Justification Memos are required even for truncated SSNs.

10. How are we supposed to calculate burden on the public or costs to the Federal Government?

Please see our Supporting Statement Part A template which contains detailed guidance in Sections 12-14, as well as our Burden Calculator on the IMCO Resources Page here.

 

Public IC Related Sites

Reginfo.gov - OMB's public-facing website. Search for and view detailed information on public information collections.

Federal Register - View the current issue of the Federal Register and search for notices on public collections, SORNs, Rules, etc.

Regulations.gov - Search for Rules, comments on Federal Register Notices, Adjudications, or Supporting Documents.

Defense Privacy, Civil Liberties, and Transparency Division (DPCLTD) - Information on DoW Privacy, including SORNS.

DoW Forms Management Program - Search and view all DoW forms, including related PRA information.

DoW Issuances Program - Gain access to training materials, background information, and other resources on DoW Issuances.