PROCESSING DOD ISSUANCES

Issuance Process
Click boxes for more information
STAGE 1A: Draft the Issuance
STAGE 1B: Coordinate Internally
  • Coordinate your issuance with offices in your OSD Component and with any Defense Agencies or DoD Field Activities under your Component having equity in the issuance.
  • Adjudicate and document internal comments following your Component's guidelines and revise the issuance.
  • Prepare the SD Form 106, "DoD Directives Program Coordination Record," using the instructions on page 2 of the form. The responsibilities assigned in your issuance determine your primary coordinators.
STAGE 2A: Precoordination Review
  • E-mail the unsigned SD Form 106 and a clean revised copy of the issuance to the DoD Directives inbox (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified).
  • Your Directives Division editor will review and edit the documents to make sure they are consistent with DoD guidance and standards.
STAGE 2B: Precoordination Edit
  • Edit and revise the issuance and SD Form 106, accordingly. If rejecting changes or recommendations, discuss with your Directives Division editor.
STAGE 2C: Legal Objection Review
  • Effective October 1, 2013, this review is optional, except for issuances that have been designated as requiring publication in the Federal Register. OSD Components may either request this review via the Directives Portal System or move forward to Stage 2D.
  • Send the unsigned SD Form 106 and a clean copy of the issuance to your Component Directives focal point or designated authority to post to the Directives Portal System.
  • Your Directives Division editor will review the issuance to make sure it is ready for release to the Office of the General Counsel (OGC). When the issuance has been released to OGC, you'll get an e-mail notification that includes the suspense date.
  • OGC will perform a legal objection review of your issuance and post the results to the portal.
  • If the issuance is legally objectionable, OGC will provide instructions to bring it into compliance with law. Don't make any changes other than those requested by OGC or a second OGC review may be needed.
STAGE 2D: SD Form 106 Signature
STAGE 3A: Coordinate Via Portal
  • Send to your Component Directives focal point or designated authority for posting to the Directives Portal System for formal coordination:
  • Your Directives Division editor will review the issuance to make sure it is ready for release for formal coordination. When the issuance has been released for coordination, you'll get an e-mail notification that includes the suspense date.
  • The portal will send you e-mails as coordination responses are posted. Contact the Portal Manager at theDirectives Program Portal inbox if you need help.
  • See "Offices with Access to DoD Directives Portal." You must send the coordination package to any coordinators not on this list and are responsible for getting their response.
STAGE 3B: Adjudicate and Revise
  • Confirm coordinations received are authorized using the Component-Specific List of Positions Authorized or Delegated Authority to Coordinate on DoD Issuances.
  • Review and adjudicate comments in a consolidated SD Form 818, "Comments Matrix for DoD Issuances" as they are received and change your issuance accordingly.
  • If any comments seem legal in nature, work with your Component Directives focal point to find an associate general counsel to advise you. If you got a legal objection review, contact the lawyer that completed it.
  • Record only substantive and critical comments on the SD Form 818 (see instructions on page 1 of the form). If there are conflicts, make every effort to resolve them at the lowest level, but don’t be afraid to elevate it to your leadership! Your Component Directives focal point may help you to reconcile differences.
  • Use the template on the DoD Issuances website to compile a list of coordinating officials.
  • Prepare the appropriate Action memo requesting signature of the issuance using the templates on the DoD Issuances website.
STAGE 4A: Presignature Review
  • E-mail the complete presignature package to theDoD Directives inbox (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified):
    • Action memorandum
    • Final draft of the new, revised, or changed issuance
    • Consolidated SD Form 818
    • List of Coordinating Officials
    • If the issuance is a reissued DoD directive, a summary of the changes made from the version currently published on the DoD Issuances Website.
  • Your Directives Division editor will review the package to make sure that all edits and formal coordination comments have been addressed.
STAGE 4B: Presignature Edit
  • Edit and revise the presignature package accordingly. If rejecting changes or recommendations, discuss with your Directives Division editor.
  • If a second presignature review is required, resubmit the presignature package (documents listed in Stage 4A) to the DoD Directives inbox (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified) for Directives Division review.
STAGE 4C: Legal Sufficiency Review
  • Send the revised presignature package to your Component Directives focal point or designated authority to post to the Directives Portal System.
  • For reissued directives, don't include the copy of the issuance with track changes; OGC doesn't need to review it.
STAGE 4D: Security Review
STAGE 5A: Prepare for Signature

Secretary or Deputy Secretary of Defense Signature

  • Follow your OSD Component's internal procedures to get the action memorandum signed. After signature, your Component head’s staff may send the hard copy package directly to the DoD Executive Secretary's Office. If they return it to you, send the complete package to us at the Mark Center, Suite 02F09-02.
  • E-mail to DoD Directives (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified) Microsoft Word copies of:
    • The issuance (same as the hard copy version)
    • Executive Summary of Changes (if reissuing a current DoD directive)
    • Consolidated SD Form 818
    • List of Coordinating Officials

OSD Component Head or Principal Staff Assistant Signature

  • Follow your OSD Component's internal procedures to get the issuance signed. After signature, your Component head’s staff may send the hard copy package directly to us for publication. If they return it to you, send the complete package to us at the Mark Center, Suite 02F09-02.
  • After the issuance has been signed, e-mail to whs.mc-alex.esd.mbx.dod-directives@mail.mil (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified) a Microsoft Word copy of the version of the issuance that was signed.
  • Send the original hard copy final package (signed issuance, signed action memorandum, the final SD Form 818, etc.) to the Directives Division via the OSD mailroom or courier. Do not send via the U.S. Postal Service.
STAGE 5B: Distribution
  • The Directives Division will publish issuances within 3 workdays of obtaining the signed hard copy final package and any other required documentation.
  • Unclassified issuances with a Unlimited distribution will be posted to the unclassified DoD Issuances Website: http://www.dtic.mil/whs/directives/
  • Unclassified issuances with a Restricted distribution will be posted behind a CAC-enabled firewall on the unclassified DoD Issuances Website.
  • Classified issuances with a Restricted distribution and will be posted to the Secret Internet Protocol Router Network DoD Issuances Website: http://www.dtic.mil.smil/whs/directives/
  • The Directives Division Webmaster will e-mail the action officer of the issuance when the issuance has been published.

SPECIAL PROCEDURES FOR CHANGES

About Changes
  • A change amends no more than 25% of an existing issuance and has the full authority of the issuance. A changed issuance retains its original date (initial publication or last coordinated revision) and its original signature.

  • If more than 25% of an issuance requires change, the entire issuance must be revised, coordinated, and reissued with a new date and signature.

  • Changes will be visible in red text (see standards for making changes). Font features should be used instead of MS Word Track Changes.
Preparing the Issuance for a Change
  • Locate the most current Word version of the issuance from your Component records. Make sure that it matches the PDF version published on the DoD Issuances Website. If you don't have a copy of the published issuance please contact DoD Directives for help.

  • Deleted information must be shown in red font with red strike-through. Always show deleted text first, placing new text after the deleted text (if applicable). New information must be shown in red italics.

  • Releasability statements must be included in all DoD issuances posted to the NIPRNET. For guidance on determining releasability, go to DoDD 5230.09, DoDI 5230.29, and Secretary of Defense Message: Information Security/Website Alert.

  • Determine the type of change:
    • Administrative: Alters only nonsubstantive portions of an issuance such as titles and dates of references and organizational names and symbols.

    • Conforming: Complies with recent (within 90 days) and specific Executive, Legislative, or Secretary or Deputy Secretary of Defense direction.

    • Substantive: Amends essential section(s) of an issuance that appears to be or is potentially unnecessary, incorrect, misleading, confusing, or inconsistent with other sections or DoD issuances.
Administrative Change Process

Process Overview

Precoordination Review Legal Objection Review Formal Coordination Presignature Review Legal Sufficiency Review Office of Security Review
Yes No No No Yes, if signed by Deputy Secretary of Defense No

  • Follow established procedures within your Component to coordinate the draft changed issuance internally. Revise the issuance consistent with any internal coordination comments received.

  • E-mail the unsigned action memorandum and a copy of the changed issuance to the DoD Directives inbox (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified) for review.

  • Follow the standard issuance process in Stage 2B to complete the precoordination review (you'll be revising the action memorandum instead of the SD Form 106).

  • After making changes (if applicable), if the issuance is a directive you must submit the issuance to your Component Directives focal point or designated authority to post to the Directives Portal System for a legal sufficiency review(LSR). The Office of General Counsel will post the results to the portal.

  • Send the hard copy package (action memorandum, issuance, and LSR if appropriate) to your Component head for action memorandum signature.

  • Send the hard copy package to us via the OSD mailroom or courier. If the issuance is a directive, we'll forward it for Deputy Secretary of Defense approval. Don't send via the U.S. Postal Service.
Conforming Change Process

Process Overview

Precoordination Review Legal Objection Review Formal Coordination Presignature Review Legal Sufficiency Review Office of Security Review
Yes Yes Mandatories only Yes Yes Yes

All conforming changes to DoD issuances require formal coordination with the mandatory agencies (DoD Inspector General and the Director, Administration and Management), legal reviews and, if applicable, approval of the Office of Security Review. Follow established procedures within your Component to coordinate the draft changed issuance internally; then follow the standard issuance process beginning with Stage 2A.

Substantive Change Process

Process Overview

Precoordination Review Legal Objection Review Formal Coordination Presignature Review Legal Sufficiency Review Office of Security Review
Yes Yes All original coordinators Yes Yes Yes

All substantive changes to DoD issuances must be fully coordinated and require all legal reviews and approval of the Office of Security Review. Follow the standard issuance process beginning with Stage 1B.



SPECIAL PROCEDURES FOR CERTIFICATION AS CURRENT

About Certification as Current
  • “Certified Current” is an administrative option available for issuances (except directive-type memorandums) within 5 years of their publication date. After it is officially determined to be “Certified Current,” the publication is considered current for an additional 2 years. The certified issuance must be reissued or cancelled 7 years from the original publication date.
  • If you have determined that your issuance doesn’t require any changes, or only requires administrative changes, your Component head certifies, by a memo to the Director of Administration and Management, that the currency criteria in DoD Instruction 5025.01 was considered and actions completed. The memo must also identify any administrative changes required. A template for this memorandum can be found on this Website.
Procedures for Certification as Current
  • Using an MS Word version of the issuance currently published online, make the following changes (contact us if you need a copy of the issuance):
    • Under the current publication date on the first page, add the text “Certified Current Through [Month Day, Year]. The date used will be 7 years from the original publication date.
    • Follow the standards for making changes to make any administrative changes required. The signature block and original publication date will not change.
  • Prepare a draft action memo for your Component head. Do Not have it signed yet!
  • Send issuance and action memo to us at the DoD Directives for a review of the certification as current action. We’ll check to make sure all changes to the issuance are administrative and the format is correct.
  • When we return your edited issuance and memo, make the necessary corrections, get the action memo signed by your Component head, and send the electrons and hard copy to us. Your issuance will be published to the Website.

SPECIAL PROCEDURES FOR CANCELLATIONS

About Cancellations
  • If your Component determines an issuance for which it has responsibility has served its purpose and is not appropriate for incorporation into a new or existing issuance, the Component initiates its cancellation. An issuance can either be cancelled by:

    • A DoD issuance, published in accordance with the standard issuance process, declaring in its purpose that your out of date issuance is cancelled; or

    • A separate action initiated by your Component declaring the issuance is out of date.

  • An issuance is cancelled by the original signing authority. All cancellations must be coordinated (collateral) with appropriate DoD Components and confirmed by the Office of General Counsel.
Processing Cancellations
  • Follow the standard issuance process beginning with Stage 1B.

  • The precoordination package discussed in Stage 2A includes an unsigned SD Form 106, "DoD Directives Program Coordination Record," and a .pdf of the original issuance being cancelled. All the agencies that coordinated on the online version of the issuance must be listed on the SD Form 106 as collateral coordinators.

  • See Stage 3A for information on formal coordination.

  • The presignature package discussed in Stage 4A includes a clean copy of a draft cancellation action memorandum, list of coordinating officials, SD Form 818, "Comments Matrix for DoD Issuances," and any coordinations not provided on the portal.

Secretary or Deputy Secretary of Defense Signature

  • Upon receiving the legal sufficiency review discussed in Stage 4C, follow your OSD Component's internal procedures to have your Component head sign the action memorandum. Forward the signed package to the Secretary or Deputy Secretary of Defense for approval.

  • The final package will be sent back to us after it's approved. The cancelled issuance will be removed from the DoD Issuance Website(s) and we'll notify you and your Component Directives focal point.

OSD Component Head or Principal Staff Assistant Signature

  • Upon receiving the legal sufficiency review discussed in Stage 4C, follow your OSD Component's internal procedures to have your Component head sign the action memorandum.

  • Upon receiving the signed action memorandum requesting cancellation, send the final package (hard copy and electronic) to us. The cancelled issuance will be removed from the DoD Issuance Website(s) and we'll notify you and your Component Directives focal point.


PROCEDURES

(Complete processing procedures are available within Processing DOD Issuances.)

The procedures on this page apply to issuances that originate outside of the Office of the Director of Administration and Management and Washington Headquarters Services offices. If you are part of an office within ODA&M or WHS, use the procedures for PROCESSING AIs AND DA&M/WHS ISSUANCES.

You’ll follow the procedures on this page and in DoD Instruction (DoDI) 5025.01, "DoD Directives Program," to process all DoD issuances, whether you’re creating a new issuance, reissuing an existing one, or changing or cancelling your issuance.

Refer to Table 1 of DoDI 5025.01 for timelines for issuance coordination and completion.

ISSUANCE SUBMISSIONS

ALL electronic submissions of issuances to the Directives Division (DD) for review shall be made by e-mail to:

  • DoD Directives inbox (unclassified)
  • whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified)

Timelines for coordination and completion of DoD issuances

SUMMARY OF CHANGES MADE - JUNE 19, 2012

***The office of the Deputy Secretary of Defense requires that reissued directives include a summary of the changes made. The DoD directive action memo and processing procedures have been updated and a sample is available: Directives_Reissuance_Samples ***


1a 1b 2a 2b 2c 2d 3a 3b 4a 4b 4c 4d 5a 5b