TREASURY
DIRECTIVE 25-01
Date:
Sunset Review:
SUBJECT:
Authentication of Department of the Treasury Documents
1. PURPOSE. This Directive sets forth the
responsibilities and the process for authenticating copies or transcripts of
books, records, papers or documents under the seal of the Department of the
Treasury.
2. POLICY. It is the policy of the Department of the
Treasury to use Treasury Department Form (TDF) 10-01.7, "Notice of
Certification," for authenticating Treasury documents according to the
process set forth in this Directive which shall be followed whenever an
official, certified copy of a Treasury document is required for use in a court
proceeding by the Department of Justice, or for any other official purpose.
3. RESPONSIBILITIES.
a.
The Chief Management and
Administrative Programs Officer, Heads of Bureaus, the Inspector General, and
the Treasury Inspector General for Tax Administration shall ensure that
certifying officials are properly appointed and authorized for their respective
bureaus and offices according to Treasury Directive 12-51.
b.
The Director, Information
Services Division, Departmental Offices (DO) shall coordinate the process
of authenticating documents for DO organizations.
4. DEFINITION.
The legal custodian is the head of an office at any organizational level that
maintains the records to be certified in the normal course of business.
5. AUTHENTICATION
PROCESS.
a.
The Legal Custodian of the
Document.
(1) Complete Section A
of TDF 10-01.7 by entering the date of preparation, a description that clearly
identifies all documents submitted for certification, and a signature and title
of the preparing official.
(2)
Forward the completed form and the
documents to be certified to a duly authorized DO or bureau official to affix
the Department of the Treasury seal.
(3) Retain the official copy of the
transaction (the documents from which the authenticated copies were made) in
accordance with an approved records control schedule.
(4) The Legal Custodian of the documents
must retain the official copy in compliance with any litigation obligation that
may apply, even if the litigation obligation requires retention of the
documents for a longer period of time than is required under the applicable
records control schedule. The Legal
Custodian shall follow the instructions of the Office of General Counsel
regarding the Department's litigation obligations.
b.
The Certifying Official.
(1)
Complete Section B. of TDF 10-01.7
by entering the name and title of the legal custodian of the documents, the
date on which the seal has been affixed, and a signature and title.
(2)
Apply two rivets through the
original copy of the form and the document(s) being certified, insert the
ribbon through the rivets down the left side of the form, and apply the
Department of the Treasury seal over the ribbon in the area indicated on the
form.
(3)
Retain the carbon copy of the
"Notice of Certification".
(4)
Return the processed documents (the
original "Notice of Certification" and the attached authenticated
documents) and all supporting papers requesting use of the seal to the legal
custodian of the documents as the official file of the transaction.
6. REFERENCE. Treasury Directive 12-51,
"Affixing the Department of the Treasury Seal".
7. CANCELLATION. Treasury Directive 25-01,
"Authentication of Department of the Treasury Documents", dated
8. OFFICE
OF PRIMARY INTEREST. Information Services Division, Office of the Chief Management and
Administrative Programs Officer, Office of the Assistant Secretary for
Management and Chief Financial Officer.
/S/
Edward R. Kingman, Jr.
Assistant Secretary for Management
and Chief Financial Officer