DoW Issuances

The Official Department of War Website for DoW Issuances

Processing DoW Issuances

General Information
You will follow the procedures on this page and in DoD Instruction (DoDI) 5025.01, "DoD Issuances Program," to process all DoW issuances, whether you are creating a new issuance, reissuing an existing one, or changing or cancelling an issuance. More detailed processing procedures are available in Processing DoW Issuances. Training on processing issuances is offered bimonthly; for schedules and registration, click here.

Issuance Submissions

Issuances and their supporting material must be submitted electronically by your focal point to the Directives Division for review through the DoW Issuances Portal (DoW PKI certificate required).
Stage 1A: Draft the Issuance
What You'll Do
- -- Determine if your issuance is a directive, instruction, manual, or directive-type memorandum.
- -- For new issuances, assign a number using our guidelines. You won’t need to assign a number if your issuance is a change or reissuance
- -- If you are reissuing or changing an existing issuance, contact your Focal Point to request a current MS Word version of the issuance from the Directives Division at whs.mc-alex.esd.mbx.dod-directives@mail.mil.
- -- Follow the standards and use the DoW Issuance Style Guide and the Special Considerations Checklist while drafting your issuance.
- -- If you have information collections or forms in your issuance (see the Special Considerations Checklist), review the DoW Paperwork Reduction Act Website and DoW Forms Management Program websites for help.
- -- Prepare a draft (unsigned) DD Form 106.
- -- A completed but unsigned DD Form 106
- -- Issuance Template (for new issuances or converting issuances in the old format)
- -- Charter Template (for Organizational and Management Policy Directorate, DA&M use only)
Resources You'll Need
- -- DoW Issuances Defined
- -- DoW Issuance Style Guide (Best practices for writing issuances and detailed formatting guide)
- -- DoW Issuance Style Guide, Addendum A
- -- DoW Issuance Numbering System
- -- Special Considerations Checklist (Guidance for Federal Register, Labor Relations, Privacy Act, Forms, etc.)
- -- DoW Forms Website
- -- D oW Paperwork Reduction Act Website
- -- Using the Issuance Template's MS Word Features
- -- List of Signature Authorities (Guidance for who can initiate coordination, coordinate on issuances, and approve issuances)
- -- Authorized Component Coordinators (Includes specific designations about who can sign the DD Form 106 – DoW PKI certificate required)
Related Training / Additional Info
- -- Plain Writing Act of 2010
- -- Plain Language Online Training
- -- DoW Issuances Template Training
- -- Timelines for Coordination and Completion of DoW Issuances
- -- Action Officer Timeline Tool (right click to download Microsoft Excel document)
- -- Security and Classification Information:
  - -- DoDI 5230.09, “Clearance of DoD Information for Public Release”
  - -- DoDI 5230.29, “Security and Policy Review of DoD Information for Public Release"
Stage 1B: Coordinate Internally
What You'll Do

-- Using your Component's procedures, coordinate your issuance with any offices in your OSW Component and subordinate Defense Agencies or DoW Field Activities that have equity in your issuance. Your focal point can help you. Please Contact the Directives Division at whs.mc-alex.esd.mbx.dod-directives@mail.mil, if you are unsure who your focal point is.
-- Adjudicate and document comments using your Component's guidelines. You may use the DD Form 818-1 to collect comments.
-- Revise the issuance as appropriate.

Documents You'll Use

-- DD Form 818-1 (optional)
-- A revised clean copy (i.e., no track changes or comments) of your issuance

Resources You'll Need

-- DoW Issuance Style Guide (Best practices for writing issuances and detailed formatting guide)

-- DoW Issuance Style Guide, Addendum A

-- Using the Issuance Template's MS Word Features

Related Training / Additional Info
-- Plain Writing Act of 2010
-- Plain Language Online Training
-- DoW Issuances Template Training
-- Security and Classification Information:
-- DoDI 5230.09, "Clearance of DoD Information for Public Release"
-- DoDI 5230.29, "Security and Policy Review of DoD Information for Public Release"
-- Information Security/Website Alert
Stage 2A: Precoordination Review
What You'll Do

-- Send your issuance and DD Form 106 to your focal point for posting to either the classified or unclassified DoW Issuances Portal.
-- We'll assign your issuance to a compliance analyst and inform you by email of the suspense date.
-- Your compliance analyst will review your package to make sure it is complete and conforms to DoW issuance standards.
-- We'll return your edited package to you through the DoW Issuances Portal for necessary revisions. Contact your compliance analyst to discuss any questions or concerns.

Documents You'll Use

-- Your completed but unsigned DD Form 106

-- A clean copy (i.e., no track changes or comments) of your issuance

Related Training / Additional Info

-- Timelines for Coordination and Completion of DoW Issuances

-- Action Officer Timeline Tool (right click to download Microsoft Excel document)
Stage 2B: Precoordination Revision
What You'll Do

-- The next stage, legal objection review, is optional for non-CFR issuances. If you are requesting a legal objection review from the Office of the General Counsel (OGC), go to Stage 2C. If not, go to Stage 2D.

Documents You'll Use

-- Your completed but unsigned DD Form 106
-- Your edited issuance

Resources You'll Need

-- DoW Issuance Style Guide (Best practices for writing issuances and detailed formatting guide)

-- DoW Issuance Style Guide, Addendum A

-- Using the Issuance Template's MS Word Features

Related Training / Additional Info

-- Plain Writing Act of 2010
-- Plain Language Online Training
-- DoW Issuances Template Training
Stage 2C: Legal Objection Review
What You'll Do

This stage is optional if your issuance doesn’t require publication of a rule in the Code of Federal Regulations.

-- Send your revised issuance and DD Form 106 to your focal point for posting to either the classified or unclassified DoW Issuances Portal.
-- Your compliance analyst will quickly check your material to make sure it meets required standards and will tell the Directives Administrator when it is ready for release.

-- We’ll release the action on the Portal to OGC for review. The Portal will send you an email notifying you of the action, including the  suspense date and a copy of the latest version of the issuance package. Be sure to use that version moving forward.

-- OGC will review your issuance to make sure it complies with the law. Be sure to make the changes that were identified as legal issues. Discuss and resolve any concerns with the attorney assigned to your issuance.


Documents You'll Use

-- Your completed but unsigned DD Form 106
-- A clean copy (i.e., no track changes or comments) of your issuance


Related Training / Additional Info
-- What Do I Do During Legal Review?
Stage 2D: DD Form 106 Signature
What You'll Do

-- Follow your Component's internal guidelines to get the DD Form 106 signed in accordance with the List of Signature Authorities and Authorized Component Coordinators

Documents You'll Use

-- Your completed but unsigned DD Form 106

-- A clean copy (i.e., no track changes or comments) of your issuance

Resources You'll Need
-- List of Signature Authorities (Guidance for who can initiate coordination, coordinate on issuances and approve issuances).
-- Authorized Component Coordinators (Includes specific designations about who can sign the DD form 106 - DoW PKI certificate required).
Stage 3A: Coordinate Via Portal
What You'll Do

--Send your issuance, signed DD Form 106, and a blank DD Form 818 through your focal point to the Portal. (Be sure to complete the subject and header info in the DD Form 818.)

--Your compliance analyst will review the materials submitted before they are released for formal coordination to be sure there are no outstanding concerns

--We’ll release the action on the portal to the coordinators for the formal coordination. The portal will send you an email notifying you that coordination has begun and of the Suspense data. The email will include a copy of the latest version of the Issuance package. Be sure to use that version moving forward.

--You’ll be notified by email each time a coordinator posts its response to the portal

Documents You'll Use

-- Your signed DD Form 106

-- A clean copy (i.e., no track changes or comments) of your issuance

-- DD Form 818 (Coordinating Component response form)

Resources You'll Need

-- Offices with Access to DoW Issuances Portal

Related Training / Additional Info
-- DD Form 818 Online Training Video

-- DD 818 Signature Tips
Stage 3B: Coordination Revision
What You'll Do

-- Confirm the appropriate Component authorities signed the coordinations in accordance with the List of Signature Authorities and Authorized Component Coordinators.

-- Copy comments to a DD Form 818-1 (use this form to consolidate all the comments you receive).

-- Review comments, note how you will adjudicate them in the DD Form 818-1, and adjust your issuance accordingly.

-- If any comments are legal in nature, work with your focal point to find an associate general counsel in OGC to advise you. If you got a legal objection review, contact the attorney that completed it.

-- Follow the dispute resolution guidance in DoDI 5025.01 to address any nonconcurs.

-- Create a List of Coordinating Officials.

-- Create an Action Memo requesting approval of the issuance.

-- Create a DoDD Summary of Changes (only if you're changing or reissuing a DoW directive).

Documents You'll Use

-- Your issuance

-- DD Form 818-1

-- List of Coordinating Officials

-- Action Memo template

-- DoWD Summary of Changes (only if you're changing or issuing a DoW directive)

Resources You'll Need

-- List of Signature Authorities (Guidance for who can initiate coordination, coordinate on issuances, and approve issuances).

-- Authorized Component Coordinators (Includes specific designations about who can sign the DD Form 106 --DoW PKI Certificate required)

-- DoW Issuance Style Guide

-- DoW Issuance Style Guide, Addendum A

-- Using the Issuance Template's MS Word Features

Related Training / Additional Info
-- DoDI 5025.01, "DoD Issuances Program"

-- Sign up for the next 818(-1) Module
Stage 4A: Presignature Review
What You'll Do

-- Send the presignature package to your focal point for posting to either the classified or unclassified DoW Issuances Portal.

-- We'll assign you package to a compliance analyst and inform you by email of the suspense date.

-- Your compliance analyst will review your package to make sure it is complete and conforms to DoW issuance standards.

-- We'll return the edited package to you through the Portal for necessary revisions.

Documents You'll Use
-- Your presignature package will include:
-- A clean copy (i.e., no track changes or comments) of your issuance
-- Consolidated DD Form 818-1
-- Draft Action Memo
-- List of Coordinating Officials
-- Any Component coordinations not posted to the Portal
-- DoDD Summary of Changes (only if you're changing or reissuing a DoW directive)

Related Training / Additional Info
-- Timelines for Coordination and Completion of DoW Issuances

-- Action Officer Timeline Tool (right click to download Microsoft Excel document)
Stage 4B: Presignature Revision
What You'll Do

-- Revise your issuance package as directed by your compliance analyst.
-- Contact your compliance analyst to discuss any questions or concerns.
-- If we tell you a second presignature review is required, send the revised package to your focal point for posting to either the classified or unclassified DoW Issuances Portal.

Documents You'll Use

-- Your issuance
-- Consolidated DD Form 818-1
-- Draft Action Memo
-- List of Coordinating Officials
-- DoWD Summary of Changes (only if you're changing or reissuing a DoW directive)
Stage 4C: Legal Sufficiency Review
What You'll Do

-- Send your issuance package to your focal point to post to either the classified or unclassified DoW Issuances Portal.
-- Your compliance analyst will quickly check your material to make sure it meets required standards and will tell the Directives Administrator when it's ready for release.

-- We'll release the action on the Portal to OGC for review, and the Portal will send you an email notifying you of the action, including the suspense date and a copy of the latest version of the issuance package. Be sure to use that version moving forward.

-- OCG will review your issuance to make sure it complies with the law and send you their response through the DoW Issuances Portal.

-- Be sure to make the changes that OGC identifies as legal issues. Discuss and resolve any concerns with the attorney assigned to your issuance. Consult your Directives Division compliance analyst if any OGC changes are contrary to issuance standards.

Documents You'll Use

-- A revised clean copy (i.e., no track changes or comments) of your issuance

-- Consolidated DD Form 818-1
-- Draft Action Memo
-- List of Coordinating Officials
-- DoWD Summary of Changes (only if you're changing or reissuing a DoW directive)

Related Training / Additional Info

-- What Do I Do During Legal Review?
Stage 4D: Security Review
What You'll Do

-- Any issuance that will be publicly accessible on the DoW Issuance Website must be cleared for release by the Defense Office of Publication and Security Review (DOPSR).
-- Email the materials in “Documents You’ll Use” to the SECREV inbox at whs.pentagon.esd.mbx.secrev@mail.mil. Direct any questions about the DOPSR review process to them.
-- After you receive your review, send a copy to the Directives Division at whs.mc-alex.esd.mbx.dod-directives@mail.mil.

Documents You'll Use

-- A clean copy (i.e., no track changes or comments) of your issuance
-- List of Coordinating Officials
-- PDF of your Legal Sufficiency Review
-- Signed DD Form 1910
Stage 5A: Approval
What You'll Do

For OSW Component Approval:
-- Follow your Component’s internal guidelines to get the issuance approved

For Deputy Secretary Approval (e.g., DoW directives):

In accordance with Paragraph 2.2.d(1) of DoDI 5025.01 and the processes on this Website, you will:

-- Follow internal guidelines to get the Action Memo to the Secretary or Deputy Secretary signed by your leadership.

-- Post the MS Word electronic files of the issuance, DD Form 818-1, and list of coordinating officials and a scanned PDF of the approval package to the Portal. Be sure that the PDF contains all material mentioned in the signed action memo as an attachment and that the attachments are complete and in the correct order.

Directives Division will:

-- Review and forward a hard copy for approval to the Correspondence Management Division (CMD).
-- Once notified by CMD of approval, publish to the Website and notify you.
Any material sent directly to the Secretary or Deputy Secretary’s office will be returned for correct processing.

Documents You'll Use
-- Action Memo
-- A clean copy (i.e., no track changes or comments) of your issuance
-- Consolidated DD Form 818-1
-- PDF of Legal Sufficiency Review
-- List of Coordinating Officials
-- DoDD Summary of Changes (only if you're changing or reissuing a DoW directive)
-- PDF scan of the approval package your OSW Component initialed (only for issuances that the Deputy Secretary will approve)
Stage 5B: Publication
What You'll Do

For Issuances Approved by Your OSW Component Head:

-- Send the MS Word electronic file of the approved issuance and a PDF scan of the complete hardcopy package to your focal point for posting to either the classified or unclassified DoW Issuances Portal.

For Issuances Approved by the Deputy Secretary:

-- Once we received the Deputy Secretary-approved package, we will process the issuance for publication.

For All Issuances

-- Approving authorities may send the hard copy package directly to us. If they return it to you, scan it to a PDF and send it to your focal point to post to the Portal. We no longer need a hard copy if the PDF is legible and complete.

Documents You'll Use
-- Signed Action Memo
-- Your Issuance
-- Consolidated DD Form 818-1
-- Legal Sufficiency Review
-- List of Coordinating Officials
-- DoDD Summary of Changes (only if you're changing or reissuing a DoW directive)

Additional Info

-- Unclassified issuances and classified issuances whose distribution is restricted will be published on the classified DoW Directives Website.

-- Issuances whose distribution is controlled will be returned to the OSW Component; a placeholder on the DoW Directives Website will direct requests to the Component.
Special Procedures for Changes
Types of Changes

A change amends no more than 25% of an existing DoW issuance and has the full authorities of the issuance. A changed issuance keeps its original publication date and signature. The two types of changes to DoW issuances are:

Administrative. Changes only nonsubstantive portions of an issuance such as titles and dates of references and organizational names and symbols.

Substantive. Changes an essential section of an issuance such as purpose, applicability, policy, responsibilities, procedures, information requirements, and releasability.

What You'll Do

-- Contact us for the official MS Word version of the issuance (Federal employees/focal points only). If the issuance is still in the pre-2015 version, do not convert it to our current template.

For Administrative Changes:

-- Prepare a draft (unsigned) Administrative Change Action Memo and make the changes to the issuance in accordance with Section 10 in the DoW Issuance Style Guide. Note that the DA&M has been delegated authorities to approve admin changes to DoWDs on behalf of the Deputy Secretary.
-- Coordinate your changes internally within your OSW Component (Stage 1B).-- Send your issuance and draft Action Memo to your focal point for posting to the classified or unclassified DoW Issuances Portal. You will not formally coordinate your issuance.-- We'll assign your issuance to a compliance analyst and inform you by email of the suspense date.-- Your compliance analyst will review your package to make sure it is complete and conforms to DoW issuance standards (equivalent to Stage 4A).

-- After our review, make any necessary changes.
-- If your change is to a DoWI or DoWM, send the signed Action Memo to your Component head for approval. Return the hard copy and MS Word version of the issuance to us following the process in Stage 5B.
-- If your change is to a DoWD, follow the process in Stage 4C to obtain a legal sufficiency review. Make any necessary changes, get your Component head to sign the Action Memo to the DA&M, and send the package to us to route for approval.

For Substantive Changes:

-- Make the changes to the issuances in accordance with Section 10 in the DoW Issuance Style Guide and follow the process in Stages 1A through 5B

Documents You'll Use
For Administrative Changes:
-- Administrative Change Action Memo
-- Your Issuance

For Substantive changes:
-- Documents listed in Stages 1A through 5B.

Resources You'll Need

-- DoW Issuance Style Guide

-- Processing DoW Issuances
Special Procedures for Cancellations
An issuance will be cancelled when the owning OSW 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.

What You'll Do

Review Section 7: Special Procedures for Cancellations in Processing DoW Issuances.

- If you want to handle the cancellation yourself, follow the guidance in Paragraph 7.2.a.

- If you want the Directives Division to cancel the issuance for you, follow the guidance in Paragraph 7.2.b.

Documents You'll Use

For Precoordination Review:

-- DD Form 106

-- PDF version of your issuance

After Formal Coordination (if processing the cancellation yourself):

-- Cancellation Action Memo

-- DD Form 818-1 (do not include if you do not receive any comments)

-- List of Coordinating Officials

-- Any Component coordinations not provided on the Portal

Resources You'll Need

-- Processing DoW Issuances

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