WO Controlled Correspondence

UNITED STATES DEPARTMENT OF THE INTERIORBUREAU OF LAND MANAGEMENTWASHINGTON, D.C. 20240September 18, 2009In Reply Refer To:1541 (WO620) PEMS TRANSMISSION 09/23/2009Director's Office Instruction Memorandum No. 2009-002Expires: 09/30/2010To: WO Assistant Directors and Division ChiefsFrom: Director Subject: WO Controlled CorrespondenceProgram Area: CorrespondencePurpose: This Instruction Memorandum (IM) documents the process used within the Washington Office (WO) to ensure consistent, timely, and quality responses to controlled correspondence.Definition: Controlled correspondence is correspondence that requires a record of receipt and a timely reply. WO controlled correspondence includes responses to mail addressed to the BLM Director or to "The BLM” that are determined by the BLM Senior Correspondence Management Analyst (WO 620) to rise to a level appropriate for inclusion in the controlled correspondence tracking system. Department of the Interior Executive Secretariat controlled correspondence includes all Departmental and White House correspondence referred to the BLM and tracked by the Department’s Executive Secretariat. The topics of controlled correspondence generally involve policy, sensitive issues, or other topics appropriate for the Director's response. Controlled correspondence includes Congressional inquiries, as well as inquiries by state and local officials, organizations, and in some instances the general public.Note: Controlled correspondence does not include: field Congressional inquiries (specific to field issues – not programmatic or controversial); Congressional questions for the record; legal documents; Freedom of Information Act requests; informational material; External Affairs requests; responses to inquires addressed to individual program offices; letters originating within the Department or BLM (not in response to incoming correspondence).Policy/Action: The Washington Office Correspondence Preparation Supplement, BLM Handbook H-1541-1, provides information on preparation of correspondence, including formatting and timelines. Additionally, 382 DM 5 Secretarial Correspondence Handbook provides detailed instructions for the Secretarial correspondence process.DeadlinesCongressional correspondence, correspondence that is controlled for the Secretary's signature, and other correspondence determined to require a similar level of control is assigned a due date of 10 working days after the date of control. It is important to note that the date of control is the first point at which the letter is received within the Department and tasked; therefore, for Executive Secretariat correspondence the final, signed letter must be issued 10 working days following receipt by the Executive Secretariat. It is essential that documents move between the Department and the BLM, and within BLM, with minimal delay to meet these deadlines.If a delay beyond 20 working days is identified, an interim response must be forwarded within 5 days. Interim responses only acknowledge the receipt of the incoming letter; briefly state why the final response will be delayed; and identify approximately when the final response can be expected. No additional content requiring surname should be included in an interim response. Interim responses to Executive Secretariat controlled correspondence must be coordinated with that office. Interim responses to BLM controlled correspondence should be coordinated with the BLM Senior Correspondence Management Analyst. Interim Congressional replies should be signed by the Department's Director, Office of Congressional and Legislative Affairs (for Executive Secretariat controlled correspondence), or the Chief, BLM Division of Legislative Affairs and Correspondence (for WO controlled correspondence). Non-congressional interim replies should be signed by the appropriate BLM Assistant Director (WO controlled correspondence) or Assistant Secretary for Land and Minerals Management (ASLM) (Executive Secretariat controlled correspondence).Deadlines beyond 10 days are assigned to some controlled correspondence by the Executive Secretariat or the BLM Senior Correspondence Management Analyst. Typically this extended period will allow 15 working days, and in rare cases 20 working days. An example of a 20-day window for response would be a letter from a member of the public that will require detailed research into specific circumstances.The attachment illustrates the process for managing WO controlled correspondence.Roles and Responsibilities: Each BLM employee involved in any aspect of controlled correspondence preparation, review, and/or approval has certain roles and responsibilities. It is important that all involved have a clear understanding of what is expected of him/her during preparation and/or review of controlled correspondence.BLM Senior Correspondence Management Analyst (WO 620) The BLM Senior Correspondence Management Analyst is responsible for receiving, logging, tasking, and coordinating completion of all WO controlled correspondence. This individual provides advance copies and status reports on all WO controlled correspondence to members of the BLM management team, as requested. This is the primary point of contact for coordination of controlled correspondence within the BLM, as well as between the BLM and the Department and other agencies. The BLM Senior Correspondence Management Analyst is responsible for ensuring proper formatting; compliance with appropriate departmental guidance and correspondence manuals, style guides, and handbooks; grammar, spelling, and punctuation; as well as ensuring the reply is responsive to the incoming inquiry. This individual is also responsible for ensuring all edits and suggestions are considered, reconciled if necessary, and incorporated into the final product. Additionally, this individual maintains the official BLM record of controlled correspondence, including appropriate surname documentation and background material.BLM Director's Office The BLM Director, Deputy Director(s), and Chief of Staff are ultimately responsible for the final content of controlled correspondence, providing BLM policy decisions and vision, and complying with BLM standards and departmental and administration policy. The BLM Deputy Director(s) and Chief of Staff will review and surname all WO controlled correspondence prepared for the Director's signature, or that is being sent to senior officials in the Office of the Secretary, other bureaus or agencies, the Office of the Inspector General, or the Congress. BLM Director-level review and/or signature is required for policy covering multiple BLM programs; involving significant workload; generating a high level of BLM, departmental, or Congressional interest; or involving issues that are extremely visible or controversial in nature.BLM Assistant Directors' Offices The BLM Assistant Directors (ADs) and Deputy Assistant Directors are responsible for the content of correspondence within their area of responsibility and complying with BLM standards and policies.BLM Divisions / Program Offices The BLM Division Chiefs are responsible for the content of correspondence and complying with BLM standards and policy within their assigned areas. They must ensure content is accurate and addresses the subject to the extent required to fully respond to an inquiry or supply intended information.Author The author is the person who prepares the initial draft correspondence document. In most cases, authors are Program or Staff Analysts. They work with their Division Chiefs as well as other affected parties to draft a document. Authors are accountable for the content of their work, and should carefully source facts and other supporting information. Authors are the first screen to ensure content is accurate and addresses the subject to the extent required to fully respond to an inquiry or supply intended information.Reviewer A reviewer is someone whose input has been solicited by an approver prior to the approver's surnaming of a document. They may be requested to review an entire document, or just the portion that applies to their area of expertise. The reviewer may be a Program Analyst at the Division level, an Executive Assistant at the AD's Office, the Chief of Staff at the DirectorÃ's Office, or other individuals.Approver An approver is someone who reads and either accepts, rejects, or modifies a document during the surnaming process. The approver may be a Division Chief, Deputy Assistant Director, AD, Chief of Staff, Deputy Director, or the Director. The reviewer/approver role is determined by the content of the correspondence package. The same individual may serve different roles for different documents.Surnaming Process: The correspondence process at the BLM involves drafting of the document, then routing it for review, approval, and signature (see attachment). This review and approval process is called "surnaming." The author and the BLM Senior Correspondence Management Analyst (WO 620) usually determine the initial routing for the surnaming process. Additional referrals may be made as the document progresses through Division Chiefs, ADs, and the Director's Office. The following guidance aids in determining which surnames are required: BLM Divisions, Programs, and AD's – Consider which BLM programs are affected by the correspondence and include all applicable Division Chiefs and ADs on the surname package. BLM AD-600 – All correspondence that involves regulatory issues, legislation, governmental relations, congressional relations, or controversial issues with potential for media coverage must be surnamed through the BLM Assistant Director for Communications (AD-600) (WO-610 Public Affairs, WO-620 Legislative Affairs, WO-630 Regulatory Affairs, WO-600 Intergovernmental Affairs). BLM AD-800 – Any correspondence involving the budget process or appropriations must be surnamed by the BLM Assistant Director for Business and Fiscal Resources (AD-800). BLM Director's Office – Any correspondence concerning BLM policy which covers multiple BLM programs; involves significant workload; is of a high bureau, departmental, or congressional interest; or involves issues that are extremely visible or controversial in nature must be surnamed through the BLM Director's Office. Documents requiring the Director's signature or being sent to senior officials in the Office of the Secretary, other bureaus or agencies, the Office of the Inspector General, or Congress also must be surnamed through the BLM Director's Office. SOL – Any correspondence drawing on, expressing, or requiring a legal opinion or interpretation, or any correspondence concerning litigation, must be surnamed through the Solicitor's office (SOL). The SOL must surname all correspondence packages for responses signed by the Secretary. OCL – All congressional letters to be signed by the Department’s Office of Congressional and Legislative Affairs (OCL), ASLM, the Deputy Secretary, or the Secretary must be surnamed through OCL. OCL also must surname correspondence packages which include responses to congressional letters addressed to the Department, or responses to congressional letters addressed to the BLM when the topic is controversial or related to legislation or a hearing. ASPMB – Any correspondence dealing with Department policy must be surnamed through the Assistant Secretary for Policy, Management and Budget (AS-PMB). POB – Any correspondence dealing with appropriations must be surnamed through the Office of Budget (POB). Additionally, AS-PMB may designate other correspondence packages for POB review, such as responses to appropriators on non-appropriation issues, depending on the content of the response. OEIA – Any correspondence affecting relationships with state and local governments at the Department-level must be surnamed through the Department's Office of External and Intergovernmental Affairs (OE-IA). ASLM – Any correspondence for ASLM, Deputy Secretary, or Secretary's signature; documents that discuss Department or Administration policy; documents designated by Executive Secretariat, ASLM Chief of Staff, ADs, or the Director as requiring ASLM surname all must be surnamed through ASLM. OMB – Any correspondence dealing with Administration position or policy must be surnamed through the White House Office of Management and Budget (OMB). Timeframe: The policies outlined in this IM shall be effective immediately.Impact on Budget: None. Background: This IM provides documentation of the WO controlled correspondence process.Manual/Handbook Affected: None.Coordination: WO-620, WO-600, WO-100.Contact: If you have any questions regarding the above procedures, please contact Patrick Wilkinson, Legislative Affairs and Correspondence Division Chief (WO 620), (202) 912-7429; or Celia Boddington, Assistant Director, Communications, (202) 208-6913.Signed by:Mike PoolActing, DirectorAuthenticated by:Robert M. WilliamsDivision of IRM Governance,WO-560 1Attachment 1 - BLM Controlled Correspondence Process (1 p)