1221/1278 (934.DD) P
EMAIL TRANSMISSION – 2/16/07
Instruction Memorandum No. MT-2007-027
To: All Montana/Dakotas Employees
Attention: FOIA Field Coordinator, Records Managers, and Program Leads
From: Deputy State Director, Division of Support Services
Subject: Internet/Intranet Access Codes for Directives
Program Area: Records Management and Directives
Purpose: The purpose of this Instruction Memorandum (IM) is to reiterate the definitions and requirements for access codes to be assigned to all Montana/Dakotas Bureau of Land Management (BLM) directives. The codes determine whether the BLM directives are public or non-public information and if the directives should be posted to the Internet and/or Intranet.
Policy/Action: The definitions for access codes to be used on all BLM directives are:
P = Public Use on directives with full public access.
A “P” is used when the content of the directive is a policy or practice that directly affects a member of the public and when no information contained in the directive is prohibited from release under the FOIA. Example of use: Directive on the BLM’s cost recovery policy.
Directives with a “P” access code must be posted on both the Intranet and Internet.
I = Internal Use on directives that can only be accessed by the BLM staff and that may require a FOIA request for public access.
An “I” is used when (1) the content of the directive contains any information that is prohibited from release without review under the FOIA, and/or (2) when the content is strictly internal BLM policy or practices that do not affect the public. Examples of use: A temporary directive seeking leave donations for a co-worker; a temporary directive distributing a draft policy to other BLM staff for their review and comment.
Directives with an “I” access code must be posted only on the Intranet (internal website).
R = Restricted Use on directives with access restricted to specific BLM staff.
An “R” is used when the content of the directive is administratively sensitive and viewing is restricted to limited BLM personnel who have “a need to know” (i.e., only the person(s) the directive is addressed to, not all BLM employees, and not for public release). Example of use: Directive explaining sensitive security or Law Enforcement procedures.
Directives with an “R” access code must not be posted (linked) on either the Internet or the Intranet website.
It is the responsibility of the author of the directive to assign the correct access code. If assistance is needed, contact your local Records Manager.
On a temporary directive (IM or Information Bulletin), the access code will follow the subject code and office code, as follows:
In Reply Refer To:
1278 (934) P
On a permanent directive (Manual, Supplement, or Handbook, and Transmittal Sheet Form 1221-1), the access code will be added to the title line, as follows:
1400-630 – ABSENCE AND LEAVE (Internal)
Timeframe: Access codes must be assigned to all new directives as they are created. Directives should be posted to appropriate websites within 5 working days from issuance. Each field office will continue to send their public “P” directives to the State Office by the 5th of the month in order to post to the Internet.
Budget Impact: None.
Background: Montana IM No. MT-2004-027, dated February 9, 2004, expired on September 30, 2006. The Freedom of Information Act (FOIA) at 5 U.S.C. § 552(a)(2)(C) states that agencies must make available to the public “administrative staff manuals and instructions to staff that affect a member of the public.” One way the BLM meets this requirement is by posting directives to Electronic Reading Rooms on our external (public) websites. Washington Office IM No. 96-90, Changes 1 and 2, established policy for designating which directives should be posted to Internet (external) and/or Intranet (internal) websites. However, that policy only
addressed temporary directives (i.e., Instruction Memoranda and Information Bulletins) and did not address permanent directives (i.e., Manuals, Supplements, and Handbooks). The policy in this IM will apply to all BLM directives, both permanent and temporary.
Manual/Handbook Sections Affected: 1278 - Directives
Coordination: This IM replaces IM MT-2004-027 dated February 9, 2004, which expired on September 30, 2006. This IM was coordinated with the Montana/Dakotas Field Office Record Managers and Administrative Officers.
Contact: Debbie DeBock, State Records Administrator, Montana State Office, at
Signed by: Sandra C. Berain
Authenticated by: Laura Schmier (MT-932)
Assistant Field Manger, Glasgow Field Station
Assistant Field Manger, Havre Field Station