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Conducting Health Care Surveys in the DoD

Please read the questions and answers below before conducting health care surveys in the Department of Defense.

Q1:

What is an Information Collection?

A:

Information Collections are written verbal reports, applications (forms), schedules, surveys (focus groups), questionnaires, reporting or recordkeeping requirements in any format and collected through any media. They may be internal to DoD, External (from members of the public), or Interagency (between Federal Agencies). For examples of licensed information collections, view the DoD Directive 8910.1.

Q2:

Why do I need to license an Information Collection?

A:

You must license the information collection to comply with the requirements outlined in the following:

Q3:

How long does the clearance process take?

A:

Standard Processes:

  • OMB Clearance – 120 Days
  • DMDC Review – 30 Days
  • RCS – 30 Days
  • Privacy Statement Review – 7 Days
  • HA/TMA IRB Review and Approval - 1-2 weeks
  • Forms Review & Development – 2-3 weeks
Q4:

How will I know which process or processes to use?

A:

If you think you have an information collection that may need to be licensed, the first thing you must do is contact the Information Control Officer (IMCO). He/she will assist you in making the determination and identifying the correct processes and procedures. The IMCO will assist you throughout the process.

Q5:

Who is responsible for reviewing, approving or denying my request to conduct a survey?

A:

Officials from the Defense Health Agency (DHA), Washington Headquarters Services (WHS), Defense Manpower Data Center (DMDC), OMB and or the General Services Administration (GSA).

Q6:

What happens if I do not comply?

A:

Depending on the licensing authority, your information collection can be terminated. Also, the sponsoring activity can be reported through DoD to OMB for failure to comply with the PRA.

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DoD Instruction 1100.13: Surveys of DoD Beneficiaries

Policy

This instruction estblishes policies, assign responsibilities, and provide procedures for information collections involving the use of surveys.

DoD Instruction 7750.7: DoD Forms Management Program

Policy

This instruction establish policies, assign responsibilities, and provides procedures governing the DoD Forms Management Program in accordance with Title 41, Code of Federal Regulations (CFR), Title 44, United States Code, Title 5, CFR,and Title 36, CFR.

DoD Instruction 8910.1-M: Information Collection and Reporting

Policy

This instruction establishes and reissues policies and assigns responsibilities for the collection of information and the control of the paperwork burden consistent with chapter 35 of Title 44, United States Code.

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