Sl«t«< &EPA QM.ct of DIRECTIVE NUMBER: 9200.4-00(a) TITLE: STAFF RESPONSIBILITIES FOR MANAGE OERR DOCUMENTS APPROVAL DATE: 3/31/89 EFFECTIVE DATE: 3/31/89 ORIGINATING OFFICE: OERR/OPM/PAS G FINAL DRAFT STATUS: REFERENCE (other documtnu): [ ] A- Pending OMB approval ; B- Pending AA-OSWER approval ! C- For review &/or comment [ ] D- In development or circulating headquarters DIRECTIVE DIRECTIVE L ------- 6ERA . OSWER Directive Initiation Request INum&t 9200.4-00(a) 2. Originator Information Nam* of Contact Person .Man Cooe iOffice TTiiT Eetti VanEpps' 05-240 ' OERR/OPM/PAS Teiepnore Coae 475-8864 STAFF RESPONSIBILITIES FOR MANAGING OERR DOCUMENTS 4. Summary ol Directive (mouoe onef statement of purpose) "~~~~"~"~™~"""~~~~"~~• Advises OERR Headquarters staff of their individual responsibilities for ensuring that the OERR Documents Management System works efficiently and effectively. Keywords Superfuni,CEFCLA,SARA . uoes i nis uirecuve superseoe previous uirecuvets/ r b. Does It Supplement Previous Oirective(s)? Q?on 7-ni - r | x I No. I I Ye» What diwctiv* (numtier. title) No nf .qrfri Yes What directive (number. We) — """* *^ ives 9200.4-01 Guidelines Draft Level Dl 1 lor rroaucing A - Sioned by AA/OAA 8 - Signed by Office Oireaor for Producing Sv»e«fund Documents C - For Review 4 Comment 8. Oocum«nt to be distributed to States by Headquarters? I IYw No This Request 9. Signature of 10. Name and Meets OSWCR Olrecttve* System Format Standards. Lead Office Directives Coordinator BEt-ti C. VanEnps fitle of Approving Official IT^»-I*-TT T T j-\n na a f- TT C\ff-i r»o Tl-i vfzr* t~ r\r Date 3/31/89 Date 3/31/89 EPA Form 1315-17 (Rev. $-17) Previous editions are oosoiete. OSWER OSWER OSWER O VE DIRECTIVE DIRECTIVE DIRECTIVE ------- UNITED STATES ENVIRONMENTAL PROTECTION AGENCY WASHINGTON, D.C. 20460 MAR 3 11989 OFFICE OF SOLID WASTE AND EMERGENCY RESPONSE OSWER Directive #9200.4-00(a) MEMORANDUM SUBJECT: Staff Responsibilities For Managing OE£R Documents FROM: Henry L. Longest II, Director Office of Emergency and TO: OERR Headquarters Staff PURPOSE: The purpose of this directive is to advise OERR Headquarters staff of their individual responsibilities for ensuring that the OERR Documents Management System works efficiently and effectively. BACKGROUND: Establishment of a comprehensive, well-managed system for managing Superfund documents is one of OERR's highest priorities for FY-89. This responsibility is centralized in OPM's Superfund Docket and Information Center (SDIC) under the direction of the Superfund Documents Coordinator. A well-managed, centralized system will materially ease the workload of professional and support staff. The Superfund Documents Coordinator is responsible for ensuring that the system is standardized and communicated to all employees. This position is currently held by Betti VanEpps, who can be reached at 475-8864. This directive is the first of several planned for FY-89. IMPLEMENTATION: OERR staff members involved in producing or disseminating guidance, documents, fact sheets, or other publications should give immediate attention to the following points. 1. WHEN IN DOUBT, GET A DOCUMENT NUMBER! This includes documents to be signed by the AA as well as by OERR managers. It also includes all bulletins, fact sheets. public information announcements,and other Superfund publications. All document numbers are issued by the OERR Documents -Coordinator, and -can-, in most cases, be issued quickly by telephone. When leaving messages, assure a prompt call-back by indicating that a document number is desired. Then, observe the coordination procedures provided at that time to be sure that your final document will be properly tracked and recorded. ------- 2. COORDINATE YOUR PRINTING WITH THE DOCUMENTS COORDINATOR. ALL publication and document printing must be pre-approved by the Documents Coordinator. This includes not only print jobs handled through GPO or the Headquarters print shop, but also those done by the ORD Publications Office (CERI) in Cincinnati. This central clearance point will eventually allow automated inventory control and will enable documents to be scheduled and produced with a minimum of disruption to professional staff. We are trying hard to resolve any residual problems of printing coordination. If you currently have a document somewhere in the "print queue," please contact Betti as soon as possible to assure early completion. Also, remember that all contractors are severely constrained by regulation from printing. This includes large-scale photocopying. Be SURE you understand the constraints on your contractors before asking them to reproduce documents for you. Further, it is the work assignment manager*s responsibility to be certain that contractors are properly instructed in all aspects of document production. 3. COVERS ON ALL PUBLICATIONS, INCLUDING DRAFTS, ARE TO BE STANDARDIZED. There are no exceptions to this. A guidance describing these standards is being prepared. In the meantime, all guidance writers should coordinate carefully with the Superfund Documents Coordinator. 4. COORDINATE YOUR DISTRIBUTION AND INVENTORY CONTROL WITH THE DOCUMENTS COORDINATOR In planning a new document, or revising or reprinting an existing document, the Documents Coordinator should help you plan distribution.and inventory control. Generally, inventory is managed under cooperative arrangements among the Docket, the PIC and the ORD Publications Office in Cincinnati (CERI), and is coordinated through the Documents Coordinator based on a variety of considerations. Most initial distribution can be arranged at the time of printing. Ongoing distribution can often be entirely handled by the Superfund Docket and Information Center (SDIC) , thus reducing your workload and storage problems. Think carefully about the size of your readership, and plan accordingly. Remember, ALL documents eventually become public and must be available on public request. Therefore, time and effort are saved if copies for public dissemination are planned for initially. Also consider whether reprints of current documents are needed and work with the Documents Coordinator to schedule their production. 5. CLEAN OUT YOUR OFFICE! Arrange to send your inventory of extra documents to SDIC, Room 2427, Mail Code OS-245. The new location is equipped to ------- handle both inventory and requests. Central distribution allows better inventory control. Contact Deena Vann-Watkins, Documents Clerk, at 382-4680 to make the necessary arrangements. Also, send your single copies of old and current Superfund publications and technical reports to the OERR Reference Center, SE-384, Attn. Betti VanEpps, when'you finish with them. This archive service will be a valuable historical master file for OERR. 6. COORDINATE YOUR SPECIAL OFFERS FOR PUBLICATIONS THROUGH THE DOCUMENTS COORDINATOR! We understand the value of offering attendees at special meetings access to key OERR documents. However, unless order forms and inventory are coordinated ahead of time, there can be severe problems in filling these orders. Staff resources are limited, so order forms must be designed for the convenience of the order fillers. (For example, some orders are filled from Cincinnati; others from the SDIC; others from the PIC.) If you are planning to offer publications through a special form for a meeting, see Betti first. Your order forms must (1) mesh with the distribution system (2) allow for inventory control, and, (3) prepare the order fillers to honor the requests in a timely fashion. Beginning immediately. SDIC cannot honor new publication order forms that have not been cleared through the Documents Coordinator. 7. MAKE SURE YOUR FINAL DOCUMENT HAS BEEN OFFICIALLY ENTERED IN THE DIRECTIVES SYSTEM AND RETIRE OBSOLETE DOCUMENTS PROMPTLY. A final document is not registered as final until the Directives Coordinator receives a signed, reproduction-quality copy. The WRITER of the document is responsible for seeing that this transaction is completed. Likewise, when a document becomes obsolete, the Directives Coordinator should be notified. Check the Monthly Update of Final Directives to make sure YOUR completed final document is listed. If it is not, contact Betti immediately to rectify this situation. The monthly updates, issued about the fifteenth of each month, will form the basis of the revised Catalog of Superfund Program Directives to be reissued in mid-summer. This time the Catalog will not only include directives, but also the "EPA-540" Series Technical Documents as well as other Superfund publications. Your cooperation in building an effective documents management system will help build public confidence in the Superfund program. Please contact Betti VanEpps, OERR Documents Coordinator, 475-8864 if you have questions. Your suggestions will -also be appreciated. cc: OERR Division Directors Walt Kovalick Sherry Hawkins Superfund Docket & Information Center(BAH) CERI - Clarence Clemson ------- |