DESIGNATION OF THE SINGLE OFFICIAL REQUIRED BY THE PAPERWORK REDUCTION ACT OF 1980, P.L. 96-511

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84B00890R000400020015-8
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: December 14, 2016
• Document Release Date: June 26, 2003
• Sequence Number: 15
• Publication Date: August 6, 1981
• Content Type: MEMO

EXECU" VE OFFICE OF THE PRESIDEN
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BULLETIN NO. 81-21 June 8, 1981
TO THE BEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS
SUBJECT: Designation of the single official required by the
Paperwork Reduction Act of 1980, P.L. 96-511
1. Pur ose. This bulletin provides guidance to Federal agencies
on designation of the single official for information resources
management required by the Paperwork Reduction Act of 1980.
2. Coverage. This bulletin applies to each agency (see
section 4) required to designate a single official in accordance
with Section 3506 of the Paperwork Reduction Act of 1980.
3. Background. The Paperwork Reduction Act of 1980 (P.L.
96-511, 44 U.S.C. Chapter 35) was enacted for the purpose of
improving the management of information resources within the
executive branch. A major objective of the Act is to integrate
agency information resources management activities and estab-
lish a single, clear line of accountability for such activities.
Accordingly, the Act requires that, by July 1, 1981, each
agency designate a single senior official who is to develop
uniform policies and procedures to ensure that the agency
.effectively and efficiently manages its information resources.
4. Definitions.
"Agency" - any executive department, military department,
Government corporation, Government-controlled corporation,
or other establishment in the executive branch of the Government
or any independent regulatory agency, but does not include the
General Accounting Office, Federal Election Commission, the
governments of the District of Columbia and the territories and
possessions of the United States, and their various subdivisions,
or Government-owned contractor-operated facilities including
laboratories engaged in national defense research and
production activities (3502 (1)).
"Information resources management" - the planning, budgeting,
organizing, directing, training, promoting, controlling and
other managerial activities involved with the collection, use
and dissemination of information.
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a 2003/ gg/13 : Cl-08000400020015-8 . Laspor-ps ~1pl ? es o t~fi SAingla O cia .
Suction 3506 of the Paperwork Reduction Act requires that each
agency hed designate a senior official to carry out the
responsibilities of the agency under the Act. These respon-
3ibilities include:
A. ::73urinq that the information policies, principles,
standard's guidelines, rules and regulations prescribed by
OMB rare rIpprcpriately implemented within the agency
(3506.(_)), tit al.).
B. 1'evelopi ng agency information policies and procedures
and .~ z_erseeing, auditing and otherwise periodically araviewing
agency ?normation resources management activities (3506(a),
(c) (1), e't :l.).
C. Reviewing proposed, agency reporting and recordkeeping
requirements, including those contained in rules and regulations,
to ensure r at they impose the minimum burden upon the public
and have practical utility for the agency (3506(d), 3507).
D. Developing and implementing procedures for assessing the
burden to the public and costs to the agency'of information
requirements contained in proposed legislation affecting
agency programs (3506(c)(3), et al.).
E. Conducting and being accountable for acquisitions made
pursuant to a delegation of authority under Section 111 of the
Federal Property and Administrative Services Act of 1949, as
amended (3506(c)(4), et al.).
F. Assisting OMB in the performance of its functions
assigned by P.L. 96-511, including the reviews of agency
information activities. Each agency, except independent
regulatory agencies, shall make its services, personnel
and facilities available to OMB upon request and to the
extent practicable (3515).
6. Organizational Placement. Section 3506 of the Paperwork
Reduction Act requires that the single official report directly
to the head of the agency. Designation of a senior official
is intended to establish an identifiable line of accountability
for information management activities, provide for greater
coordination among the agency's information activities and
ensure greater visibility of such activities within the
agency. The Congress recognized that one structure will not
be appropriate for all agencies. However, both the House
and Senate Committee reports noted that a proposed structure
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for an agency will riaet the intent of r,,+ction 3505 if (1)
the ngency.'a information functions which relate to the OMB
Directo.r'D functions lintud in section 3504(a) are under
the nupervislon of the designated official; and (2) the
da.-iignat~ad official has approval authority for the agency's
information functions.
7. Da3ignatjon of the Single Official. By July 1, 1981 the
head of ,Ach agency shall designate ate the single official,
or officials, required by P.L. 96-511. As soon as the official
is designated each agency head is to provide the Office of
Management and Budget with the following information:
0 the Single official's name, title, address and phone
number.
? an organization chart which identifies agency staff and
associated resources assigned, or to be assigned, to the
z;ingla official for the performance of P.L. 96-511
functions..
? a description of the single official's authority and
responsibilities.
? copies of any implementing documents.
? agencies permitted by law to have more. than one
official shall clearly delineate the specific duties
of each official.
The Paperwork Reduction Act requires OMB to evaluate
the adequacy and efficiency of each agency's informa-
tion management activities. The information provided
in response to this bul?etin will be used by OMB to
evaluate the degree to which each agency has complied
with the intent of P.L. 96-511 in designating the single
official.
8. Triennial Reviews. Section 3513 of P.L. 96-511 requires
that OiB selectively review at least once every three years
the information management activities of each agency. In
addition, section 3506(c)(1) requires the agency single
official to p riodically review the agency's information
management activities. No later than September 1, 1981, each
agency head should submit to OMB three copies of a plan for
conducting these reviews. At a minimum the plan should
contain:
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A 'rchedule which includes:
- agenc?r information activities to be reviewed by the
single official;
- the dates the reviews will be initiated and completed;
resources to be devoted to each review;
? A description of agency activities and resources involving
the collection, management, dissemination or disposition
of infoation.
? Agency objectives for improving the management of informa-
tion resources to reduce the burden on the public and
the cost. to the agency.
? The criteria that will he used to assess the effectiveness,
efficiency and appropriateness of agency information
activities.
9. O4B Review of Agencv ?1an . In accordance with its
responsibi ies under section 3504(b)(5), OMB will analyze
and provide cements on each agency plan for conducting
reviews of its information resources management activities.
10. Irc,_iea. Inquiries or suggestions regarding this
guidance may be referred to the Acting Assistant Administrator
for Information Policy, Office of Information and Regulatory
Affairs, Office of Management and Budget, (202 395-3785).
11. Effective Date. This bulletin is effective upon issuance
and will remain in effect until September 30, 1981.
David A. Stockman
Director
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