After Hours Security Inspection Program

The Department’s Office of Security (OSY) will resume their after-hours security inspection program.  This program has been inactive in recent years.  The purpose of the program is to ensure that classified national security information is properly safeguarded and to identify improper security practices.  Beginning Saturday, May 13, OSY personnel will conduct inspections after 6:00 PM on weekdays and anytime during the weekend.  Offices will be selected at random.  Security violations found during inspections will be addressed the next business day, with a notification to ITA’s security point of contact.  Some of the things the inspectors will be looking for include:

• A SF-701, “Security Checklist” is posted near the office exit door and is completed daily.
• A SF-702, “Security Container Check Sheet” is posted on the side of each safe and is completed each time the safe is used.
• All classified documents are stored in certified safes and not left on desktops or in desks or file cabinet drawers.
• All classified documents have proper covers attached indicating their level of classification.

ITA New Employees Orientation Training

ITA will host Orientation Training for new and current ITA employees on May 17, 2006.  The training explains ITA’s strategic goals and objectives so that new employees can fully contribute to the mission of the organization. It also discuss the ITA organization and showcases the synergies among all four ITA units on crosscutting issues. You will participate in a full day of training that is highly interactive and conducted by a professional trainer. This course is open to career employees new to ITA since February 2006, to employees who were not able to take the last course on February 8, and to any ITA employee that would benefit from this training opportunity. Space is limited, so please take advantage of this great opportunity to learn about your organization. Your senior management fully supports your participation in this program. Deputy Under Secretary Michelle O’Neill will provide opening remarks.  You will also have the opportunity to interact with senior managers from your program area.  To register for this training, contact Charles Jefferson in the Office of Organization and Management Support (OOMS) via email at charles.jefferson@mail.doc.gov or telephone at (202)482-6078.  Detailed information regarding the training agenda, time and location will be provided to registered participants in advance of the training. 

Cut-Off Date for FOIA Requests

Effective immediately, the cut-off date used in determining records responsive to a Freedom of Information Act request will be the date the search for responsive documents begins.  For practical purposes, this is what the change means:  On April 15, 2006, you get a FOIA request (dated April 8, 2006) asking for, “all records on Topic X, from January 1, 2002 to the present.”  Prior to the issuance of today’s instructions, the search for responsive documents would include all documents dated from January 1, 2002 through April 8, 2006.  Using the new instructions, the search for responsive material will include all documents dated from January 1, 2002 through April 15, 2006.  The cut-off date now reflects the date you actually begin your search for responsive material.  The Department has been enjoined from using the current cut-off date regulation (15 C.F.R. Sec. 4.5(a)) by a federal district court in Oregon -- Oregon Natural Desert Association v. Department of Commerce, Case No. 05-210-K1 (District of Oregon, April 24, 2006).  That regulation is being amended, consistent with the Court order.  However, the change in the cut-off date (from the time the proper component receives the request to the date the search actually begins) must be used even before the amendment becomes final.  For each request, it is important to document the date that the search begins in order to establish a uniform cut-off date.  The date, the office where the search begins, and the individuals who conduct the search should be recorded and made part of the administrative record of the request.  If you have questions on this item, please contact Linda Bell by telephone at (202)482-3032 or by e-mail at Linda.Bell@mail.doc.gov .

Transit Benefit Program

Please remember that a new application must be prepared and processed when any information on your original application changes (i.e., name, home address, office, amount requested).  Also, when departing ITA, please return any used or unused Metrocheks to Room 4001.  The Department has directed that, if you participate in the SmarTrip program at the time of departing ITA, and you have a DOC funded balance on the card, you must return the card or write a check payable to the “Department of Commerce” for the balance.  If you have questions, please call Sharon Russell, at (202)482-3267.

Extension, Downgrade, and Decontrol Requests for Controlled Correspondence

Extension, downgrade and decontrol requests for controlled correspondence submitted to the ITA Secretariat should include a detailed justification for each request.  If an extension is required because additional information is needed from a source outside ITA, the name of the individual and agency being contacted for this information should be included in the request.  In addition, the Office of the Executive Secretariat strongly advises that the following be identified: the specific actions that have already taken place, what still needs to be accomplished, and how long it will take to accomplish each pending task. All requests need to be submitted prior to the correspondence due date to the ITA Secretariat.  If you have questions, please contact the Secretariat staff at (202)482-5101 or by email at ITASEC@ita.doc.gov.

ITA  Annual Property Inventory Training June 5^th to 9^th

ITA will hold its Annual Property Inventory Training the week of June 5-9.  The schedule is as follows (all sessions held in HCHB 6872):

Monday, June 5

8 AM – 11:30 AM:  Open Lab

1 PM – 4:30 PM:  Accountable Officers meeting

Purchase Card Users training

Tuesday, June 6

8 AM – 11:30 AM:  Refresher Training Session I

1 PM – 4:30 PM:  Refresher Training Session II

Wednesday, June 7

8 AM – 11:30 AM:  New User Training Day I

1 PM – 4:30 PM:  Individual Training

Thursday, June 8

8 AM – 11:30 AM:  New User Training Day II

Friday, June 9

8 AM – 11:30 AM:  All Custodians Training

1 PM – 4:30 PM:  Individual Training

Please ensure that your office has a designated Property Custodian and that they attend the appropriate training.  Refresher training sessions are half day sessions; the New User training is a 2 day training session.  All Custodians should plan to attend the Friday session.  If you have questions or wish to sign up for training, please contact ITA’s Property Management Officer, Jeff Scherr, at (202)482-3266 or by email at Jeffrey.Scherr@mail.doc.gov.

Commerce Rating From Mercatus Remains in 5th Place

For the past five years, the Mercatus Center at George Mason University has judged which Federal agencies best inform the public. The Center does this by evaluating each agency’s Performance and Accountability Report (PAR) based on three criteria: transparency, benefits to the community, and forward-looking leadership.  The Department of Commerce PAR was ranked 16th out of 24 for the FY 2003 report, but rose from 16th to 5th out of 24 for the FY 2004 Report. In FY 2005, the Department remained at fifth place. This is a considerable accomplishment for the Department.  To see the entire Mercatus report please visit: http://www.mercatus.org/pdf/materials/1599.pdf.  To see the entire DOC FY 2005 Performance and Accountability Report please visit: http://www.osec.doc.gov/bmi/budget/FY05PAR.htm.  For further information, please contact Ms. Dondi Ojeda at (202)482-5204.

OPM Awards Contract for Dental and Vision Insurance

The Office of Personnel Management announced that it has awarded contracts to companies to provide dental and vision insurance to Federal employees for the first time.  The coverage will be available to employees, retirees and their dependents.  This new supplemental insurance, which is voluntary and does not include any subsidy from the government, will be available starting November 14, 2006, when the annual opens season for Federal health insurance begins.  Those covered will be able to enroll for comprehensive dental benefits, comprehensive vision benefits, or both, and will be able to use pretax payroll deductions to acquire their additional dental and vision benefits.  Benefits, rates and contract terms have not yet been negotiated, but will be made available prior to the November 14^th offering.  Dottie Bowling (202)482-3504 and Vanessa Lewis (202)482-8327 of ITA/OHRM's Pay and Benefits Group will provide updated information on this new dental and vision insurance once OPM issues new guidance.

Requests for Employee Personal Page Access

With the Employee Personal Page (EPP), you can view your payroll, leave, travel, health and life insurance, savings bond, and other personal information, read news items from your agency or NFC, and link to your favorite sites.  The Self-Service option is available for employees and will allow you to change your Home Address, Federal and State Tax withholding, Financial Allotments, and Direct Deposit information.  Employees should access the NFC home page on the Internet file:///C:/Documents%20and%20Settings/nina%20harris/Local%20Settings/Temp/notesF92192/www.nfc.usda.gov and select My EPP to obtain a password to view your data.  The password will be mailed directly to the employee by NFC.  The NFC-assigned password must be changed by the employee on the first access of the EPP.  Employees are encouraged to periodically change this password to ensure confidentiality.  For additional information about the EPP, please contact Dottie Bowling at (202)482-3504 or Vanessa Lewis at (202)482-8327.

Traveler's Corner

Question:  What travel expenses is a traveler responsible for while on official travel?

Answer:  Travelers are responsible for those expenses over the reimbursement limit established by GSA Federal Travel Regulations (FTR).  Travelers will not be reimbursed for excess costs resulting from circuitous routes, luxury accommodations or services unnecessary or unjustified in the performance of official travel.  If you have questions, please call your travel contact or Sharon Russell at (202)482-3267.

Where Do I Find….. information on the Department’s building services for HCHB?

The DoC’s Office of Administrative Services’ home page has a summary of all its services (e.g. mail, audio-visual, office moves, library, etc.) on the intranet at: http://home.commerce.gov/oas/service.htm If you have any questions, please call Hamilton Humes at (202)482-6123 or the specific responsible person referenced on the web page for each service.

ITA Comings and Goings 03/09/06 – 05/01/06

Arrivals – WELCOME!

MAC – Amanda Wilson; MAS – Ana Maria Guevara.  

Departures

OUS – Adeeb Parkar, Muhammad Saleh;  ADMIN – Don May, Mike Stein;  IA – Carol Henninger;  MAC –  Carlos Busquets, Erin Crouch, Cara Morrow, Ryan Rylee, Eric Stewart;  MAS – Joseph Ayoub;  TP & USFCS – Robert Calia, Naniette Coleman, Bronson Lee, Julie Treadman, Anna Vanmeter and Charles Winburn.