DEFENSE   MAPPING   AGENCY 
BUILDING    SS.    U.S.    NAVAL    OBSERVATORY 
WASHINGTON.   C.C.      20303 
DMAINST  5 20 0.6 A 
SS 
6  September  1977 
DMA  INSTRUCTION  5200. 6 A 
SUBJECT:   Procedures  for  Processing  SAO  Documents 
1.  Purpose:   To  establish  procedures  and  responsibilities 
for  processing  and  disseminating  incoming  and  outgoing 
Special  Activities  Office  (SAO)  documents  at  HQ   DMA. 
2.  Cancellation:   This  instruction  cancels  and  supersedes 
DMAINST  5200.6,  7  May  1973,  Subject:   Procedures  for  Processing 
SAO  Documents. 
3.  Applicability:   This  Instruction  is  applicable  to  all 
elements  of  HQ  DMA  which  are  concerned  with  SAO  documents. 
4 .  General: 
a.  The  Director  of  Special  Security  (SS)  is  responsible 
for  the  security,  use,  and  dissemination  of  all  SAO  material 
received,  stored  or  originated  at  HQ  DMA.   This  includes 
receiving  and/or  dispatching  all  such  material  and  maintaining 
required  document  registries  and  files.   SS  is  also  responsible 
for  notifying  the  HQ  DMA  staff  element  primarily  concerned  with 
the  substantive  aspects  of  an  SAO  document  upon  its  receipt,  and 
for  subsequent  actions  involving  the  material  as  outlined  herein. 
b.  The  head  of  the  HQ  DMA  staff  element  (normally  Division 
level) ,  primarily  concerned  with  the  substance  of  an  SAO  document, 
or  the  designated  Action  Officer  is  responsible  for: 
(1)   Ensuring  that  appropriate  action  is  taken  on  each 
document  received,  and  for  determining  what  other  persons  within 
HQ  DMA  should  see  or  be  informed  of  the  document.   The  following 
guidelines  are  provided  to  assist  in  making  this  determination: 
(a)   Supervisory  officials  up  through  Division 
level  should  be  informed  of  the  receipt  of  every  SAO  document 
in  which  their  staff  element  has  a  direct  interest.   Division 
Chiefs  will  decide  whether  other  divisions  within  the  mission 
directorates  or  the  support  staff  should  be  informed  of  the 
document. 
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DMA INST  520  0.  6 A 
6  September  1977 
(b)  Appropriate  supervisory  officials  up 
through  Directorate  level  and  the  Chief  of  Staff  should  be 
informed  of  every  SAO  document  that  has  a  significant  impact 
upon  DMA  plans  or  operations.   Officials  at  Directorate  level 
will  decide  if  the  Deputy  Director,  Management  and  Technology; 
Deputy  Director;  or  the  Director  should  be  informed  of  these 
documents. 
(c)  Appropriate  supervisory  officials  through 
Directorate  level;  the  Chief  of  Staff,  the  Deputy  Director, 
Management  and  Technology;  and  Deputy  Director  should  be 
informed  of  those  SAO  documents  that  have  a  major  impact  on 
DMA  plans  or  operations  or  that  require  action  which  will 
involve  significant  DMA  resources.   These  senior  officials 
will  decide,  in  each  case,  whether  the  Director  should  be 
informed. 
(d)  The  above  officials  and  the  Director  will 
be  informed  of  these  SAO  documents  on  which  the  Director's 
guidance  is  needed  prior  to  developing  a  DMA  position  or  on 
which  a  decision  is  needed  which  involves  DMA  policy. 
(2)   Determining  if  the  document  should  be  provided 
to  any  DMA  Component  for  information  or  action. 
c.   All  actions  or  discussions  involving  SAO  materials 
must  be  accomplished  within  the  KQ  DMA  SAO  Facility  or  other 
accredited  SAO  facility.   The  only  exception  to  this  procedure 
is  that  documents  may  be  hand  carried  by  SS  personnel  or  other 
official  courier  designated  by  SS  to  the  Director;  Deputy 
Director;  Deputy  Director,  Management  and  Technology;  Deputy 
Director  for  Plans  and  Requirements;  Deputy  Director  for 
Programs,  Production  and  Operations;  Deputy  Director  for 
Systems  and  Techniques;  Comptroller;  and  the  Chief  of  Staff, 
for  reading  or  signature  only,  when  necessary  to  expedite  an 
action  or  to  avoid  personal  inconvenience  to  those  officials. 
5 .   Procedures : 
a.   Incoming  Material. 
(1)   SS  will  receive  all  incoming  SAO  materials. 
That  office  will  promptly  review  each  document  to  determine 
its  nature  and  the  Action  Officer  (AO)  primarily  concerned  with 
its  substantive  content.   If  the  AO  cannot  be  determined  by  SS, 
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DMAINST  5200.6A 
6  September  197  7 
the  Chief  of  the  Office  of  Primary  Responsibility  will 
review  the  docuiuC-it  ar.d  designate  an  AO.   After  the  AO 
has  been  determined,  SS  will  notify  him  that  a  document 
has  been  receive  I  ^or  which  he  has  been  designated  AO. 
(2)  Upc^  bei/q  notified  by  SS  of  the  receipt  of  an 
SAO  document  witr  \-.^:.oL   he  is  concerned,  the  AO  will: 
(a)  Go  to  the  SAO  area  and  review  the  document. 
(b)  Determine  DMA's  interest  in  the  document 
and  what  action,  if  any,  is  required. 
(c)  Make  appropriate  entries  in  the  "Action" 
block  of  the  cover  sheet  to  indicate  if  action  is  required, 
the  suspense  date  for  completing  the  action,  and  list  other 
individuals,  HQ  DMA  staff  elements,  and  officials  in  his 
supervisory  channel  who  should  see  the  document.   He  will 
also  decide  if  the  document  should  be  forwarded  for  infor- 
mation or  action  to  one  or  more  of  the  DMA  Components. 
(d)  Return  the  document  to  the  SAO  document 
custodian  and  advise  him  of  the  determinations  made  in 
4.a.(2)(b)  and  (c)  above. 
(3)  Upon  completion  of  initial  review  and  action 
by  the  AO  outlined  in  4. a. (2)  above,  the  applicable  action 
described  below  will  be  taken. 
(a)  If  it  is  determined  that  DMA's  interest 
in  the  document  is  for  information  only  at  HQ  DMA,  SS  will 
arrange  to  show  the  document  to  each  person  listed  by  the 
AO  to  see  the  document.   In  all  cases  when  a  document  is  of 
concern  to  two  or  more  mission  directorates  or  is  shown  to 
the  Director,  Deputy  Director,  or  Deputy  Director,  Management 
and  Technology,  the  Chief  of  Staff  will  be  informed  or  shown 
the  document.   The  SAO  document  custodian  will  maintain  a 
record  indicating  who  has  seen  or  been  informed  of  each 
document  and  will  file  the  document  when  reading/notifications 
have  been  completed. 
(b)  If  it  is  determined  that  DMA's  interest 
in  the  document  is  for  information  only,  at  HQ  DMA  and  at 
one  or  more  DMA  Components,  SS  will  take  the  action  outlined 
in  4. a.  (3)  (a)  above.   The  AO  will  prepare  the  document  for 
dispatch  to  the  DMA  Component (s)  electrically  or  in  hard  copy, 
as  appropriate,  and  deliver  it  to  the  SAO  document  custodian.
DMAINST  5 20 0.6 A 
6  September  1977 
The  custodian  will  register  the  outgoing  version  of  the 
document  and  dispatch  it  by  appropriate  means.   The  custodian 
will  also  file  a  copy  of  the  material  dispatched. 
(c)  If  it  is  determined  that  HQ  DMA  action  is 
required  in  connection  with  the  document,  the  SAO  document 
custodian  will  provide  an  "action"  copy  to  the  AO.   The  AO 
will  coordinate  the  action  as  appropriate  and  will  decide  at 
what  echelon  within  HQ  DMA  it  must  be  approved.   After 
approval  the  SAO  document  custodian  will  take  the  action 
described  in  4.a.(3)(b)  above.   The  "action"  copy  of  the 
incoming  document  will  then  be  destroyed. 
(d)  If  it  is  determined  that  one  or  more  DMA 
Components  must  be  involved  with  the  DMA  action,  the  AO  will 
prepare  the  document  for  dispatch  with  appropriate  instructions 
to  the  appropriate  Component(s)  as  described  in  4. a. (3) (b) . 
In  all  such  cases,  the  AO  will  decide  which  officials  within 
HQ  DMA  are  to  be  informed  of  or  must  approve  the  action. 
b.   Outgoing  Material. 
(1)  The  AO  is  responsible  for  preparing  all  SAO 
material  originated  at  KQ  DMA.   SS  will  assist  with  the 
preparation  of  this  material  as  required  by  providing  advice 
regarding  the  document  format  and  classification. 
(2)  The  AO  is  also  responsible  for  determining 
to/with  whom  the  material  is  to  be  shown/coordinated,  and 
at  what  echelon  within  HQ  DMA  the  material  is  to  be  approved. 
(3)  When  the  material  has  been  coordinated,  approved, 
and  is  ready  for  dispatch,  the  AO  will  deliver  it  to  the  SAO 
document  custodian.   The  custodian  will  register  the  material 
and  prepare  it  for  dispatch,  retaining  a  file  copy  of  all 
outgoing  material. 
FOR  THE  DIRECTOR: 
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G.^tUSKIN 
Captain,  USN 
Chief  of   Staff 
DISTRIBUTION   A