SORT: 8910.01
DOCI: DODD 8910.1
DATE: 19930611
TITL: DODD 8910.1 Management and Control of Information Requirements, June 11,
1993, ASD(C3I)

Refs: (a) DoD Directive 7750.5, subject as above, August 7, 1986 (hereby
canceled)
(b) DoD Directive 8000.1, "Defense Information Management (lM) Program,"
October 27, 1992
(c) Public Law 96-511, "The Paperwork Reduction Act of 1980," December 11,
1980, as amended (44 U.S.C. 350 et sea.)
(d) DoD 8910.1-M, "DoD Procedures for Management of Information
Requirements," November 1986, authorized by this Directive
(e) through (q), see enclosure 1

A. REISSUANCE AND PURPOSE

This Directive:

1. Administratively renumbers and reissues reference (a).

2. Establishes policy and assigns responsibilities for the management and
control of information requirements and implements those policies in
references (b) and (c) on the licensing of reporting requirements internal
and external to the Department of Defense and the development of an
information collection budget.

3. Continues to authorize publication of DoD 7750.5-M, hereby changed to
DoD 8910.1-M (reference (d)), and DoD 7750.5-L, hereby changed to DoD
8910.1-L (reference (e)), in accordance with DoD 5025.1-M (reference (f)).

B. APPLICABILITY AND SCOPE

This Directive:

1. Applies to the Office of the Secretary of Defense (OSD), the Military
Departments (including the National Guard and Reserve components), the
Chairman of the Joint Chiefs of Staff and the Joint Staff, the Defense
Agencies, and the DoD Field Activities (hereafter referred to collectively
as "the DoD Components").

2. Applies to existing, revised, and new information requirements
(internal DoD, inter-Agency, and public reporting requirements) and the
systems and processes necessary to support them.  All information and
reporting systems and all techniques (electronic and manual) for
collecting, recording, maintaining, and disseminating information for all
functional areas are included under its provisions unless specifically
exempted by reference (c).

3. Encompasses the information requirements developed in support of all
management functions, unless excluded in reference (d)1 and includes
information collected to satisfy statutory, congressional, and other inter
-Agency imposed information requirements; the collection of information
from sources external to the Federal Government; and information collected
internally within the Department of Defense.

C. DEFINITIONS

Terms used in this Directive are defined in enclosure 2.

D. POLICY

1. Ensuring that sufficient information is available to achieve military
effectiveness and management efficiency is a basic command and management
responsibility.  As a fundamental policy, however, the burden associated
with the collection and reporting of this information must be controlled
and minimized.  The management of reports internally prescribed by the DoD
Component must include provision for setting annual goals, consistent with
critical mission needs, to reduce the number or frequency of reports.

2. The central ingredient in information management is the user's
responsibility and accountability for ensuring that information
requirements are valid, accurate, and essential to the mission of the
users organization.

a.  Information requirements should be examined to avoid both duplication
and unnecessary generation of data.  Because the creation or collection of
information requires the allocation of scarce resources, the user must
first ascertain that the required data are not already available from
other sources.

b.  Statistical sampling techniques and information technology should be
emphasized as approaches for minimizing reporting workloads.

c.  In the development and operational life cycle of an automated
information system, care shall be taken to ensure that information needs
are clearly identified and that reports to be generated by the automated
system represent cost-effective use of resources, as required by DoD
Directive 8120.1 (reference (g)).

3. Information collected from the public (individuals, businesses, and
other private institutions) and State and local governments shall also be
minimized, accounted for, and controlled.  Section 1320 of 5 CFR (reference(h)) directs that public information collections be submitted to the
Office of Management and Budget (OMB) for approval, and that an annual
information collection budget of burden hours be developed and submitted
to the OMB.

4. To ensure optimum effectiveness and economy in the development of
information requirements, the following guidance shall be applied:

a.  Each new or revised information requirement shall be subjected to a
cost analysis.  An estimate or actual cost of obtaining the information
shall be developed by the requester in accordance with DoD 8910.1-M
(reference (d)). A full cost-benefit analysis shall be required for all
information collections and systems that are considered to be major by a
senior information resources management (IRM) official or representative.

b.  Each item of data in the information requirement shall be evaluated andscreened against data in existing information collections to determine
whether such information can satisfy the requirement.  Information
requirements shall be designed to meet only essential needs and be in the
minimal frequency feasible, with reasonable due dates.  The number of
copies to be prepared shall be held to a minimum.  Repetitive one-time
information requirements may not be imposed when the need for a recurring
information requirement is indicated.

c.  Information requirements shall comply with existing standard data
elements and codes published in DoD 5000.12-M (reference (i)). If required
data elements and codes do not exist, they shall be standardized, when
appropriate, consistent with DoD Directive 8320.1 (reference (j)).

d.  Internal DoD information requirements shall be approved and symbolized;i.e., assigned an information requirement control symbol at the
organizational Component level generating the requirement.

e.  Information requirements that have not been properly approved and
symbolized shall not be honored.  The office requesting the data shall be
notified that an information requirement control symbol must be obtained
before the data can be collected.

r f.  Information requirements that involve the collection of personal
information on individuals require special handling under DoD Directive
5400.11 (reference (k)). Information or data included in the proposed
information requirement shall be accessible to the public, only as
prescribed by DoD Directive 5400.7 (reference (l)).

g.  On an individual case-by-case basis, special one-time, high priority,
or time-urgent requirements may be approved and symbolized without being
subjected to in-depth review and analysis, provided a statement of urgency
is included with the request for approval document.  It will be the
responsibility of the requester to complete the request for approval
document retroactively, including the appropriate justification and cost
estimates.

5. To ensure that ongoing information requirements are still valid and
adequate, users shall perform assessments of their ongoing information
requirements no less frequently than every 3 years.  Actions shall be takento accomplish modifications, cancellations, or new initiatives identified
during the review.  The DoD Components should consider the assignment of
expiration dates to reports as a means of distributing the workload of
relicensing reports.

E. RESPONSIBILITIES

1. The Assistant Secretary of Defense for Command, Control,
Communications, and Intelligence as the DoD senior official responsible
for implementing Pub.L. No. 96-511 1980 reference (c)), shall, consistent
with the guidance prescribed by the OMR.

a.  Develop and issue DoD-wide policies for the management, control, and
registration of internal DoD, inter-Agency, and public reporting
requirements.

b.  Establish goals, as appropriate, consistent with critical mission
needs, for reduction in the number and frequency of OSD-prescribed
internal reports.

c.  Oversee accomplishment of all DoD report reduction goals.

d.  Provide policy oversight and monitor the information collection budget.
e.  Approve and publish DoD 8910.1-M (reference (d)), in accordance with
DoD 5025.1-M (reference (f)).

2. The Assistant Secretary of Defense (Production and Logistics) shall
review and administer data requirements acquired by solicitation or
contract, and publish and maintain DoD 5010.12-L(reference (m)), in
accordance with DoD Instruction 5000.2 (reference (n)).

3. The Assistant Secretary of Defense (Force Management and Personnel)
shall, before submission to the Director, Washington Headquarters Services
(WHS), approve surveys requiring participation of personnel in any DoD
Component, other than the sponsoring Component, as prescribed by DoD
Instruction 1100.13 (reference (o)).

4. The Director, Washington Headquarters Services, shall:

a.  Develop and coordinate DoD 8910.1-M (reference (d)) to provide
procedures governing the processing, review, and approval of information
requirements (DoD internal, interagency, and public reports).

b.  Establish an OSD information requirements control activity to:

(1) Maintain and distribute an index of approved information requirements
(DoD 8910.1-L (reference (e))).

(2) Maintain the data profiles of all DoD public, inter-Agency, and OSD-
prescribed internal reports on an automated locator system.  This system
should be compatible with the Federal Information Locator System
established by Pub.  L. No. 96-511(1980) (reference (c)).

(3) Serve as the DoD reviewing office and the office of record for
interagency information requirements imposed by the Department of Defense
or by external agencies, in accordance with the Federal Information
Resources Management Regulation (FIRMR) (reference (p)).

(4) Serve as the DoD clearance office and the office of record for DoD
public reporting, in accordance with Pub.  L. No. 96-511(1980) (reference
(c)) and 5 CFR 1320 (reference (h)).

(5) Serve as the office of record and approval authority for OSD-
prescribed internal information requirements, in accordance with the FIRMR
(reference (p)).

c.  Take appropriate action on the results of OSD staff assessments of
their ongoing information requirements.

5. The Secretaries of the Military Departments the Chairman of the Joint
Chiefs of Staff and the Directors of the Defense Agencies shall:

a.  Ensure that users justify new information requirements before
submission for approval to ensure that the data are not already available
from other sources.

b.  Establish an information requirements control activity under their
senior IRM official or representative to:

(1) Serve as the principal point of contact on the various information
requirements programs.

(2) Provide for the efficient and effective management and control of
information requirements.

(3) Process, assign, and cancel internal information requirement control
symbols where applicable.  Information requirement control symbols assignedby a higher level shall not be assigned a different information
requirement control symbol by a lower level organization.

(4) Submit their respective information collection budgets to the
Assistant Secretary of Defense for Command, Control, Communications, and
Intelligence (ASD(C31)).

(5) Submit their requests for public and interagency information
requirements to the Director, WHS.

(6) Maintain an up-to-date index of their approved information
requirements.

c.  Respond only to those information requirements that have been
symbolized; that is, assigned an information requirement control symbol,
an inter-Agency report control number, or an OMB approval number, or
exempted, consistent with DoD 8910.1-M (reference (d)).

d.  Maintain cost information consistent with paragraph D.4.a., above.  Wheappropriate, cost information shall also be maintained at other levels of
command.

e.  Establish goals, as appropriate, consistent with critical mission
needs, for reduction in the number or frequency of their internally
prescribed reports.

f.  Ensure that users assess their ongoing information requirements no lessfrequently than every 3 years, take appropriate action, and communicate
the results of their actions to the information requirements control
activity.

6. The OSD Principal Staff Assistants shall:

a.  Designate an information management control officer for their
respective functional areas.

b.  Submit their information requirement requests to the Director, WHS.

c.  Respond only to those public and inter-Agency information requirements
that have valid control numbers.

d.  Submit their respective information collection budgets to the ASD(C31).
e.  Assess their ongoing information requirements no less frequently than
every 3 years and communicate the results of the assessment to the
Director, WHS.

F. INFORMATION REQUIREMENTS

The Secretaries of the Military Departments, the Chairman of the Joint
Chiefs of Staff, and the Directors of the Defense Agencies are hereby
delegated authority to approve, symbolize, or exempt their own prescribed
internal information requirements.

G. EFFECTIVE DATE AND IMPLEMENTATION

This Directive is effective immediately.  The Heads of the DoD Components
shall keep implementing documents to the absolute minimum.  Forward one
copy of implementing documents to the Assistant Secretary of Defense for
Command, Control, Communications, and Intelligence within 120 days.

William J. Perry Deputy Secretary of Defense

Enclosures - 2 1. References 2. Definitions

REFERENCES, continued

(e) DoD 8910.1 -L, "Listing of Approved Recurring Information
Requirements," January 1993, authorized by this Directive
(f) DoD 5025.1-M, "DoD Directives System Procedures," December 1990,
authorized by DoD Directive 5025.1, December 23, 1988
(g) DoD Directive 8120.1, "Life Cycle Management (LCM) of Automated
Information Systems (AISs)," January 14, 1993
(h) Title 5, Code of Federal Regulations, Section 1320
(i) DoD 5000.12-M, "DoD Manual for Standard Data Elements, "July 1989,
authorized by DoD Instruction 5000.12, April 27, 1965
(j) DoD Directive 8320.1, "DoD Data Administration," September 26, 1991
(k) DoD Directive 5400.11, "Department of Defense Privacy Program," June
9, 1982
(l) DoD Directive 5400.7, "DoD Freedom of Information Act Program," May
13, 1988
(m) DoD 5010.1 2-L, "Acquisition Management Systems and Data Requirements
Control List," October 1992, authorized by DoD Instruction 5000.2,
February 23, 1991
(n) DoD Instruction 5000.2, "Defense Acquisition Management Policies and
Procedures," February 23, 1991
(o) DoD Instruction 1100.13, "Surveys of Department of Defense Personnel,"
November 9, 1978
(p) Federal Information Resources Management Regulation(FIRMR), Part 201-
9, April 29, 1991 (Title 41, Code of Federal Regulations, Chapter 201)
(q) Office of Management and Budget (OMB) Circular A-130, "Management of
Information Resources, "December 12,1985

DEFINITIONS

1. Information.  Any communication or reception of knowledge such as facts,data, or opinions, including numerical, graphic, or narrative forms,
whether oral or maintained in any medium, including computerized data
bases, paper, microform, or magnetic tape. (See OMB Circular A-130,
reference (q).)

2. Information Collection Budget.  An annual comprehensive budget of burdenhours for all collections of information from the public to be conducted
or sponsored by a Federal Agency in the succeeding 12 months.

3. Information Collection Request.  A written report form, application formsurvey, schedule, questionnaire, reporting or record keeping requirement,
or other similar method calling for the collection of information.

4. Information Requirement.  The functional area expression of need for
data or information to carry out specified and authorized functions or
management purposes that require the establishment or maintenance of forms
or formats, or reporting or record keeping systems, whether manual or
automated.

5. Information Requirements Assessment.  The analysis of ongoing
information requirements to ascertain the need for the information, the
cycle of reporting, the timeliness of the requirement, the accuracy of the
information, and the cost-effectiveness of the requirement.

6. Information Resources Management (IRM). The planning, budgeting,
organizing, directing, training, controlling, and management activities
associated with the burden, collection, creation, use, and dissemination
of information by Agencies.  The term includes the management of
information and related resources, such as Federal information processing
resources. (See Pub.  L. No. 96-511(1980), reference (c).)

7. OSD Principal Staff Assistants.  The Under Secretaries of Defense; the
Assistant Secretaries of Defense; the General Counsel of the Department of
Defense; the Inspector General of the Department of Defense; the
Comptroller of the Department of Defense; the Assistants to the Secretary
of Defense; and the OSD Directors, or equivalents, who report directly to
the Secretary or the Deputy Secretary of Defense (DoD 5025.1-M, reference
(f)). 8. Senior IRM Official or Representative.  The term is defined to
include the single official for IRM designated under reference (c) and
those representatives in the Defense Agencies, designated by their Heads,
as responsible for oversight of Agency information matters.

9. Surveys of Persons.  Systematic data collections, using personal or
telephonic interviews, or self-administered questionnaires, from a sample
of 10 or more persons as individuals or representatives of Agencies that
elicit attitudes, opinions, behavior, and related demographic, social, and
economic data to identical questions that are to be used for statistical
compilations for research and/or policy assessment purposes.