SECTION 1. PURPOSE.

.01 This Order sets forth policies, responsibilities, and procedures for the establishment and maintenance of a Departmental Telephone Directory System for the Department of Commerce in the Washington, D.C., metropolitan area.

.02 This revision assigns responsibility for the Departmental Telephone Directory System to the Office of Information Services (OIS), prescribes use of a new form for submitting changes to the Department's Directory System and sets forth specific procedures for submission of the form to OIS.

SECTION 2. POLICIES..

.01 The Departmental Telephone directory System is diesigned to seve two main purposes:

a. Facilitate the publication at least annually of a Departmental Telephone Directory of employees and organizations located in the Washington, D.C., metropolitan area; and

b. Serve as a locator file from which Department operators can furnish upon request personnel locator information.

.02 The Departmental Telephone Directory is intended to serve the informational needs of all Departmental offices and operating units located in the Washington, D.C., metropolitan area, thus eliminating the need for offices and operating units in this area to ussue individual directories.

.03 The Telephone Directory shall contain an alphabetical listing of all Department employees located in the Washington, D.C./ area except those whose appointments are for less than six months. It shall also contain an organizational section that includes the Office of the Secretary and all primary operating units of the Department.

SECTION 3. SCOPE.

The provisions of the Order are applicable to all Departmental offices and operating units. It does not, however, preclude the publication of supplementary telephone directories by Commerce field activities.

SECTION 4. RESPONSIBILITIES.

.01 The Office of Information Services is responsible for:

a. Maintaining the Telephone Directory System's two data bases (alphabetical and organizational) on Departmental employees and organizations. From these two data bases, OIS operators provide personnel locator information to the public.

b. Establishing and promulgating policies and procedures pertaining to the maintenance of the Departmental Telephone Directory System and publication of the Departmental Telephone Directory.

c. Publishing an annual revision of the Departmental Telephone Directory. The Directory may be updated more frequently, as deemed necessary by the Director, OIS.

d. Assuring the Form CD-200, Change in Telephone Listing, can be obtained from the Forms Store in the Herbert C. Hoover Building.

.02 Departmental offices and operating units are responsible for:

a. Designating in writing to OIS a Telephone Directory contact person and an alternate who will serve as their organization's liaison with OIS on all matters relating to the Departmental Telephone Directory System.

b. Ensuring that a Form CD-200, Change in Telephone Listing, (Exhibit 1 to this Order), is promptly prepared and forwarded to OIS whenever an employee enters or leaves an organization or undergoes any other change in status affecting his/her telephone directory listing.

c. Reviewing computer listings generated by OIS for the purpose of updating the data on file in the Departmental Telephone Directory System.

d. Complying with OIS instructions issued in connection with maintenance of the Departmental Telephone Directory System and publication of the Telephone Directory.

.03 Department employees are responsible for promptly notifying their designated contacts, through submission of Form CD-200, of any changes in their individual Telephone Directory listing.

SECTION 5. PROCEDURES.

.01 All employees shall promptly submit a Form CD-200 to their designated Telephone Directory contact (listed in the Telephone Directory) whenever any of the following occur:

a. An employee first enters the Department,

b. An employee changes his/her organization, work location, telephone number, mail stop, or name.

c. An employee separates from the Department.

.02 Upon receipt of Form CD-200's from employees, the Telephone Directory contact persons (see paragraph 4.02 a.) Shall forward the forms to: Office of Information Services, Publications Service, Composition Division, Room 2846, Herbert C. Hoover Building.

SECTION 6. EFFECT ON OTHER ORDERS.

This Order supersedes Department Administrative Orders 206-12 dated April 2, 1969, and 206-19, dated April 2, 1969.

Signed by: Assistant Secretary for Administration

Office of Primary Interest: Office of Information Services

EXHIBIT I DAO 206-12

Please Note: Exhibit I is not included online. Please call (202) 482-7872 for copies.