Process to Obtain Approval of a DoD Internal Information Collection and a Report Control Symbol

All DoD internal information collections must be approved and assigned a report control symbol in accordance with the procedures in DoDM 8910.01 Volume 1 and as outlined on this webpage.

In accordance with the policy in DoD Instruction 8910.01 and the procedures in DoDM 8910.01 Volume 1, DoD and Office of the Secretary of Defense (OSD) Components must not respond to DoD internal information collections that do not have a valid report control symbol.

Revisions, Transfers, Extensions, Emergency Approval, and External Collections

Expand each section below to review the steps to obtain approval for revisions, transfers, extensions, emergency approval, and external collections.

Revision

A revision to a DoD internal information collection is when the requesting Component makes changes to a DoD internal information collection that has an active report control symbol (i.e., the report control symbol has not expired/exceeded its expiration date). There are two types of revisions: minor and major.

Minor revisions do not require approval forms, cost summaries, or coordination. Examples of minor revisions include correcting the grammar or spelling on a collection instrument, changing the name of the DoD internal information collection and updating action officer contact information. Contact your Component Information Management Control Officer (DoD personnel only; CAC validation required) or contact the DoD Internal Information Collections Officer directly with questions.

Major revisions may require coordination of the DD Form 2936, an updated cost summary, and updated mandatory coordination of the collection instrument. Examples of major revisions include changes in the frequency of collection, changes in the number of respondents to the collection, and changes to the collection instrument. Contact your Component Information Management Control Officer (DoD personnel only; CAC validation required) or contact the DoD Internal Information Collections Officer directly for the steps of the DoD internal information collections approval process required for your requested revision.


Transfers of responsibility

To transfer responsibility for a DoD internal information collection and the ownership of the associated report control symbol, the new responsible Office of the Secretary of Defense (OSD) or DoD Component must submit a DD Form 2936 action package requesting a revision (see procedures for revisions above). The DD Form 2936 must be signed by the new requesting OSD or DoD Component at the Senior Executive Service member level. A new cost summary must be submitted with the revision request and the previous responsible Component must approve the transfer at the Senior Executive Service member level 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.

Extensions to the expiration date of report control symbols

An extension to the expiration date of a report control symbol may be requested when there is no change in the cost of the collection and the report control symbol is still active (i.e., the report control symbol has not expired/exceeded its expiration date). Extensions are granted for a maximum of two years. Complete steps 1 and 2 from the Approval Process webpage. The coordination required in sections 11 and 12a-12e of the DD Form 2936 is not required for extension requests. All other sections of the DD Form 2936 must be completed.

Select “Explanation of Request for Extension” in section 6 (Justification Statement) of the DD Form 2936. Explain why an extension to the information collection is necessary instead of composing a new justification statement and include the explanation as part of the DD Form 2936 action package.

Emergency approval procedures

Insufficient planning or administrative oversight does not warrant emergency approval.

The steps of the DoD internal information collections approval process are determined on on a case by case basis for emergency approval requests.

Emergency approvals receive report control symbols with an expiration date of 180 days.

Submission of all remaining documentation (which was not required at the time emergency approval was granted) is required before the 180 day expiration date of the report control symbol.

Section 9 of the DD Form 2936 must be signed by the OSD or DoD Component Head of the requesting Component for all emergency approval requests.

Contact your Component Information Management Control Officer (DoD personnel only; CAC validation required) or the DoD Internal Information Collections Officer directly to request emergency approval.

Collections from an entity external to DoD

If another Federal agency or entity external to DoD requests information from the DoD, your Office of the Secretary of Defense (OSD) or DoD Component may serve as the official DoD sponsor for the collection and your OSD or DoD Component will complete the DD Form 2936 process as outlined on the Approval Process webpage on behalf of the Federal agency or entity external to DoD.

If your OSD or DoD Component requests information from another Federal agency: Complete the DD Form 2936 process as outlined on the Approval Process webpage as well as any additional procedures required by the other Federal agency.

If you are to requesting information from an entity outside the Federal government, see the DoD Public Information Collections Website for the process to obtain an Office of Management and Budget (OMB) control number.

Collections that are both public and DoD internal information collections

Contact your Component Information Management Control Officer (DoD personnel only; CAC validation required) and begin the process to obtain an Office of Management and Budget (OMB) control number for the public part of the collection as outlined on the DoD Public Information Collections Website.

Complete the cost estimate and DD Form 2936 from step 2 outlined on the Approval Process webpage. Note that the cost information prepared for the Office of Management and Budget (OMB) 83-I Form DOES NOT include the cost to the DoD and OSD Components to respond to the internal information collection. You must complete a separate cost estimate at the DoD Cost Guidance Website in accordance with the process described in step 2 on the Approval Process webpage.

Have the requesting Component’s approving official sign section 9 of the DD Form 2936 and coordinate the collection with the responding Components per step 4 on the Approval Process webpage.

Section 11 of the DD Form 2936 and step 3 on the Approval Process webpage is not applicable if routing the collection instrument through the OMB process for approval.

Complete step 5 on the Approval Process webpage and submit the DD Form 2936 action package to your Component Information Management Control Officer (DoD personnel only; CAC validation required). A report control symbol will be activated upon activation of the associated OMB control number.