ARMY - DA PAM 25-40
ARMY PUBLISHING: ACTION OFFICERS GUIDE
|Publication Date:||7 November 2006|
This pamphlet applies to the Active Army, the Army National Guard/Army National Guard of the United States, and the U.S. Army Reserve, unless otherwise stated.
This pamphlet describes the process and procedures necessary to carry out the policies established in AR 25-30, Army Publishing Program. It provides information on preparing, coordinating, gaining approval for, authenticating, publishing, and distributing departmental publications and products in all three publishing domains of administrative, technical and equipment, and doctrinal and training publications. Although its purpose is to assist publishing and printing professionals Army-wide, it also provides some agency and command publications information.
a. The Army is primarily an electronic publisher. It no longer produces only paper publications-or even most of its publications in paper. Most publications and forms are not printed in paper at all-they are made available on Internet Web sites, on compact disk-read only memory (CD-ROM), or on both.
b. Within the Army, the publishing process generally consists of the following phases: writing (authoring), review (coordination or staffing and legal review), pre-press preparation, authentication, indexing, replication (printed or electronic/digital),
c. Although the Army has embraced technical advances, many things remain the same in the electronic publishing world. The requirements to identify the target audience and to fully coordinate and review for legal sufficiency, edit, authenticate, index in DA Pam 25-30, and control versions of the document are the same for digital publications as for their paper predecessors. In fact, there are new requirements in the electronic world, such as the need to ensure that files on local area networks (LANs) and the Internet are protected from tampering and corruption, the need to ensure that digital files are not infected with a virus before distribution, and so on.
d. To meet all the requirements for fielding trusted information to the Army, there are many steps you must follow:
(1) In the case of an Army regulation, for example, once all the content information is organized and approved at the appropriate level, the draft publication is ready for Army-wide coordination. This step allows all interested and affected organizations in the Army to review policy that will affect them. Those organizations will be particularly interested if, in your policy document, you include a responsibility they must fulfill-especially if this is a new responsibility for them. The Office of the Judge Advocate General (OTJAG) will also need to see this draft before it is submitted for publishing. This is to ensure that what you have written, and what others may have added to the manuscript, is legally sufficient and will not expose the Army to risks of litigation.
(2) When you have reconciled all the comments from Army-wide coordination, including the OTJAG comments, you are ready to submit a "final approved draft manuscript" for publishing.
(3) You do this with a Department of the Army form (DA Form) 260 (Request for Publishing). In it, you summarize all the coordinating agencies, fill in all the information required in AR 25-30, and add the details specified in this pamphlet. Much of the information on the DA Form 260 is structured to be captured in the Army Publishing Directorate (APD), U.S. Army Services and Operations Agency, Office of the Administrative Assistant to the Secretary of the Army (OAASA) automation system that generates DA Pam 25-30-the Army's historical archive of publications actions.
(4) Once the DA Form 260 is sent, the publishing process to turn that final approved draft manuscript into official, authenticated Army policy and procedures approved by the Secretary of the Army for use across the Army is really just beginning.
(5) The editor reviews and corrects the manuscript, converts the word processing document into an international data standard format (Standard Generalized Markup Language (SGML)), formats (or composes) the manuscript, and presents you with a proof to review and approve.
(6) The editor then submits the final approved and composed manuscript to Office of the Administrative Assistant to the Secretary of the Army (OAASA) for authentication.
(7) OAASA may refer specific questions out to Office of the General Counsel. (For some specified publications, the Secretary of the Army (SA) reserves the right of review.) Once the Administrative Assistant to the Secretary of the Army (AASA) (or the Secretary) has authenticated the content of your manuscript, it is releasable to the Army.
(8) If the publication is needed in paper, the editor will coordinate with your publications control officer (PCO) for funding to satisfy the subscriptions requirements APD has developed for this product; if paper is not needed, the final files are passed along for electronic publishing.
(9) The source file can be transformed into various electronic output formats, such as Hypertext Markup Language (HTML) or eXtensible Markup Language (XML). The output formats are then posted to the Army Electronic Library (AEL) on the official Army Web sites for administrative publications. The file from which proofs were composed can be distilled into Portable Document Format (PDF, a page-oriented image). Later, when you want to start on the next edition, that source file can be converted back into your word processing format.
(10) When the AASA or the Secretary authenticates your manuscript, you cease "to own" the data-it belongs to the Secretary, and you cannot change it without going back through this same process, the Secretary's process, to have any revision authenticated.