1. DoD-Internal Collections
Washington Headquarters Services Executive Services Directorate
Office of Information Management DoD Directives Division

2. Agenda Training Purpose & Goals Information Collection Definition
DoD-Internal Collection Overview
DoD-Internal Collection Approval Process
DoD-Internal Collection Package Elements

3. Training Purpose & Goals
PURPOSE: To increase overall AO and IMCO familiarity with the DoD- internal collections process.
GOALS:
Improve AO and IMCO understanding of DoD-internal collections and the clearance timeline.
Reinforce knowledge of the required DoD-internal collection package elements.

4. Information Collections
A quick reminder of how we define “collections”

5. Are any of these collections of information?
Standing at the building entrance and asking everyone who passes by how they arrived at work today
Sending an poll via Outlook to everyone at the Pentagon
Asking government employees at the Mark Center to a picture of their desks/work spaces

6. Information Collection Definition
Standard collection of information, regardless of form or format
For a specific purpose
Utilizes a special format or “instrument”
Stored and owned (or “sponsored”) by the requester (DoD)
Solicits information from respondents
Has an associated frequency of collection (even if it’s only once)

7. Examples of Instrument Formats
Online or IT systems
Surveys
Forms
Evaluations
Reports
Database entry
Interviews or focus groups
Websites

8. DoD-Internal Collections
What makes a collection DoD-internal?

9. Types of DoD Information Collections
Congressional
Public
DoD-Internal & Federal Agency
Component-Internal
DESCRIPTION
Provided to Congress
Respondent: Members of the public
Respondent: 1 or more components (including federal agencies)
Respondent: Within the requesting component
OVERSIGHT & PROCESS OWNER
Office of the Assistant Secretary of Defense for Legislative Affairs
Office of Management & the Budget through WHS, Directives Division
WHS, Directives Division
Component Information Management Control Officer (IMCO)
AUTHORITY
DoD Instruction
DoD Manual , Vol. 1; Paperwork Reduction Act; DoD Instruction
DoD Manual , Vol. 1; DoD Instruction
APPROVAL FORM
Not applicable
OMB Form 83-I
DD Form 2936
Varies by component
WEBSITE/SYSTEM
Congressional Hearings and Reporting Requirements Tracking System (CHARRTS)
reginfo.gov and the DoD Information Collections System
DoD Information Collections System

10. Types of DoD Information Collections
Congressional
Public
DoD-Internal & Federal Agency
Component-Internal
DESCRIPTION
Provided to Congress
Respondent: Members of the public
Respondent: 1 or more components (including federal agencies)
Respondent: Within the requesting component
OVERSIGHT & PROCESS OWNER
Office of the Assistant Secretary of Defense for Legislative Affairs
Office of Management & the Budget through WHS, Directives Division
WHS, Directives Division
Component Information Management Control Officer (IMCO)
AUTHORITY
DoD Instruction
DoD Manual , Vol. 1; Paperwork Reduction Act; DoD Instruction
DoD Manual , Vol. 1; DoD Instruction
APPROVAL FORM
Not applicable
OMB Form 83-I
DD Form 2936
Varies by component
WEBSITE/SYSTEM
Congressional Hearings and Reporting Requirements Tracking System (CHARRTS)
reginfo.gov and the DoD Information Collections System
DoD Information Collections System

11. DoD-Internal Collections
Collection impacts populations internal to the DoD
Respondents may include:
Authorized by DoD Manual , Volume 1
Outcome is the activation of a Report Control Symbol (RCS) and an expiration date (usually 5 years from the date of approval)
Entities
Individuals
Component (one response on behalf of whole)
Federal employees
Service members
Spouses/dependents in specific situations

12. DoD-Internal Collection Approval
A review of the approval process

13. DoD-Internal Collection Approval Process
Determination (timeline varies)
AO works with an IMCO (and the Office of Information Management) to determine if there is a collection requirement
REMINDER: There are exemptions available for certain types of information. However, only the Office of Information Management is authorized to grant an exemption for your collection!

14. DoD-Internal Collection Approval Process
Package Preparation (approx. one week)
AO completes a cost summary (a.k.a. CAPE Report) at the DoD Cost Guidance Portal
AO generates the DD Form 2936 upon completion of the CAPE
AO compiles all of the necessary package documents
IMCO reviews the DD Form 2936 and advises on mandatory coordination

15. A Note on CAPE

16. DoD-Internal Collection Approval Process
Coordination (approx. one month)
AO completes mandatory coordination
AO attains final approval from requesting component
AO completes respondent coordination
IMCO reviews package for completeness
REMINDER: If your collection is prescribed by statute, law, regulation, EO, presidential direction, SecDef direction, or Deputy SecDef direction, your respondent coordinators have only 15 business days to provide feedback.

17. DoD-Internal Collection Approval Process
OIM Review (approx. three business days)
OIM analyst reviews package
OIM analyst submits complete package to the DoD Clearance Officer (CO)
CO reviews package

18. DoD-Internal Collection Approval Process
License Activation (approx. one business day)
CO signs off on the DD Form 2936 to authorize the collection
OIM analyst creates or updates the RCS
OIM analyst informs the component of CO decision and RCS activation

19. DoD-Internal Packages
What should be included in the approval package?

20. Standard DoD-Internal Package Elements
CAPE Report
DD Form 2936
Including concurrences from mandatory coordinators and any additional documentation they may have required you to include
Including concurrences from respondent coordinators
Copy of all authorities/prescribing documents
Copy of the collection instrument(s)

21. Questions?

22. Thank you!
Office of Information Management
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