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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
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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
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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.
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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
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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
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