**QUICK START FOR DEPARTMENTAL ISSUANCES**

[**The Drafting Process**:]{.underline}

All Departmental Issuances (Departmental Regulations (DR), Departmental
Manual (DM), Departmental Notice (DN), and Secretary's Memorandum (SM))
will be typed in Microsoft Word and follow the format that is given in
[DM 0100-001](http://www.ocio.usda.gov/directives/doc/DM0100-001.pdf).

Departmental Directives typically have eight sections, however not all
sections are mandatory. The mandatory sections are identified with an
asterisk.

\*Purpose

\*Special Instructions/Cancellations

\*Policy

\*Procedures

\*Responsibilities

Definitions

Abbreviations

Forms

Secretary Memorandums and Departmental Notices are effective for one
year. Departmental Manuals and Departmental Regulations do not have an
expiration date unless specifically stated in the DM or DR.

A Departmental Issuance must be complete with exhibits, appendices, job
aids, or any additional attachments prior to beginning the clearance
process.

**[The Clearance Process:]{.underline}**

The Originator of the document must complete an
[AD-116](http://www.ocio.usda.gov/forms/doc/ad_116.doc). The following
sections must be completed:

Type of Clearance

Classification Number (if known) and Title

Originator

Clearance Deadline/Distribution

Clearance Originating Organization

Other Clearances

Signature Authority (completed upon return of the AD-116)

The originator will staple the completed AD-116 to the front of a
folder. The draft issuance will be placed on the right pocket inside the
folder. Any supporting documentation such as policies that authorize the
issuance will be placed in the left pocket inside the folder. The AD-116
and the folder are known as the package.

Type of Clearance -- Either Sequential or Simultaneous must be selected.

> Sequential - The package will be sent to the first person in the
> Clearance Origination Organization to begin the clearance process. The
> first person will send to the next person listed in the Clearance
> Origination Organization table. Upon receipt of the folder and the
> AD-116 from the last person listed in the Clearance Originating
> Organization, the Originator will make any necessary changes and
> forward to the first person listed in the Other Clearances. The last
> person in the Other Clearances will send back to the Originator. The
> Originator will have the Signature Authority sign the AD-116. The
> Originator will send to the OCIO -- Directives Manager for posting.
>
> Simultaneous -- The package will be sent to the first person in the
> Clearance Origination Organization to begin the clearance process. The
> first person will send to the next person listed in the Clearance
> Origination Organization table. Upon receipt of the folder and the
> AD-116 from the last person listed in the Clearance Originating
> Organization, the Originator will make any necessary changes. The
> Originator will make copies of the package according to the number of
> clearing offices listed in Other Clearances. OGC and OBPA will not
> need a separate copy as neither agency will approve an issuance
> without all other signatures present. The Originator will send the
> copies of the package to each of the organizations listed in Other
> Clearances. When all have been returned, all of the AD-116 forms are
> stapled on one package and sent to OGC or OBPA. When the last
> organization has signed the package, any suggested changes will be
> made. The Originator will forward to the Signature Authority for
> signature. The Originator will send to the OCIO -- Directives Manager
> for posting.

Type of Clearance -- New, Revised, or Amended must be selected.

New - The Departmental Issuance is new. There have been no previously
published versions of the Departmental Issuance.

Revised - The Departmental Issuance pending clearance is to make
alterations to an existing published Departmental Issuance. The revision
may be relatively minor or a complete rewrite. Once cleared, the new
Departmental Issuance will replace the previous edition.

Amended - The purpose of the Departmental Issuance pending clearance is
to add clarifying exhibits, job-aids, or Appendices to an existing
Departmental Issuance. The Amendment will not replace the previous
Departmental Issuance.

Classification Number -- If the Departmental Issuance is new, the OCIO
-- Directives Manager will select the Classification Number for the
Departmental Issuance. If the Issuance may fall into one or more
categories, the Originator may make a suggestion to the OCIO --
Directives Manager. Classification Numbers are listed in Appendix C in
[DM 0100-001](http://www.ocio.usda.gov/directives/doc/DM0100-001.pdf).

Title - The Originator will need to type the Title of the Departmental
Issuance in to the AD116.

Originator - The Name, Room Number, and telephone Extension of the
person of the Originator should be provided. The Originator should be a
person who can answer most questions about the purpose, background, and
development of the Departmental Issuance. The Date should reflect the
date the package was completed. OPI (Office of Primary Interest) is the
organization that owns the Departmental Issuance.

Clearance Deadline - This is the date the Originator would like the
Departmental Issuance to be finalized. See 4d(1) in [DM
0100-001](http://www.ocio.usda.gov/directives/doc/DM0100-001.pdf) for
assistance in establishing a realistic deadline.

Clearance Distribution -- The Originator should type "Electronic" under
the distribution codes.

Clearance Originating Organization -- This is the agency/staff office
that is sponsoring/authoring the Departmental Issuance. If multiple
agencies sponsor or co-authored the issuance then all agencies involved
should have a clearing official identified as part of the Clearance
Originating Organization. Typically, the management chain from the
Originator to senior management should be identified in this section. If
more space is needed, attach another AD-116 to the front of the package.

Other Clearances - The type of Departmental Issuance will determine what
mandatory organizations will be listed under Other Clearances.

DR, DM, DN - The OCIO -- Directives Manager must be listed both FIRST
and LAST. If the Departmental Issuance is to be approved by the
Secretary, OES must be listed second and next to last. OBPA will be
listed immediately above OES (if OES is listed) if not, then OBPA will
be listed immediately above OCIO -- Directives Manager. If OGC should be
listed, OGC is always listed immediately before OBPA. Any other
organizations will be listed in between the mandatory organizations
listed here. See Figure 7 in [DM
0100-001](http://www.ocio.usda.gov/directives/doc/DM0100-001.pdf).

SM, Charter - Secretary Memorandums clearance process follow the same
procedure but must go through White House Liaison Office prior to OGC.

[**Posting**:]{.underline}

Upon receipt of the completed package, the OCIO - Directives Manager
will review to assure proper clearance and format. The OCIO --
Directives Manager will post to the USDA Directives Page located here:
<http://www.ocio.usda.gov/directives/index.html>. This is the official
location for all USDA Directives; other organization websites may
hyperlink to the official directive but may not host a local copy on
that website.