MIOSHA
Michigan Occupational Safety and Health Administration
Department of Licensing and Regulatory Affairs (LARA)
DOCUMENT IDENTIFIER:
MIOSHA-ADM-03-1R6
SUBJECT: Document Management System (DMS)
AGENCY
INSTRUCTION
DATE: July 8, 2014
TABLE OF CONTENTS
Purpose............................................................................................................................................ 3
Scope ............................................................................................................................................... 3
Distribution ..................................................................................................................................... 3
Cancellations ................................................................................................................................... 3
History............................................................................................................................................. 3
Approved by.................................................................................................................................... 3
Actions Required ............................................................................................................................ 3
Significant Changes ........................................................................................................................ 3
Chapter I: Document Management System .................................................................................... 6
Definitions....................................................................................................................................... 6
Responsibilities ............................................................................................................................... 6
Originator .................................................................................................................................... 6
Document Writer ........................................................................................................................ 6
Division Document Advisor ....................................................................................................... 7
Agency Document Advisor......................................................................................................... 7
Chapter II: Preparation, Publication and Distribution .................................................................... 9
Purpose........................................................................................................................................ 9
Writing Style ............................................................................................................................... 9
Format ....................................................................................................................................... 10
Masthead ............................................................................................................................... 10
User Designation ................................................................................................................... 10
Document Identifier .............................................................................................................. 10
Agency/Division Abbreviations........................................................................................ 10
Classification Code ........................................................................................................... 10
Calendar Year and Consecutive Number Code ................................................................ 10
Revision Codes ................................................................................................................. 10
Date ....................................................................................................................................... 10
Subject................................................................................................................................... 11
Document Paragraphs ............................................................................................................... 11
Purpose.................................................................................................................................. 11
Scope ..................................................................................................................................... 11
Reference .............................................................................................................................. 11
Distribution ........................................................................................................................... 12
Cancellation .......................................................................................................................... 12
History................................................................................................................................... 12
Contact .................................................................................................................................. 12
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Document Management System (DMS)
Originator .............................................................................................................................. 12
Other Document Paragraphs ................................................................................................. 13
Significant Changes .............................................................................................................. 13
Definitions............................................................................................................................. 13
Electronic Drafting........................................................................................................................ 13
Paragraph Numbering ............................................................................................................... 13
Table of Contents and Index ..................................................................................................... 14
Appendices ................................................................................................................................ 14
Hypertext (Web) Links ............................................................................................................. 14
Track Changes .......................................................................................................................... 15
Distribution and Publication ......................................................................................................... 15
MIOSHA Staff .......................................................................................................................... 15
Distribution to Others ............................................................................................................... 15
Web Access ............................................................................................................................... 15
Cancellation .................................................................................................................................. 16
Instruction Database...................................................................................................................... 16
Figure 2-1: Agency Instruction Masthead ................................................................................... 17
Figure 2-2: Division Instruction Masthead .................................................................................. 18
Table 2-1: Classification Codes ................................................................................................... 19
Appendix A – Agency Instructions Checklist .............................................................................. 20
Appendix B – Flowchart for Agency Instructions ........................................................................ 21
Appendix C – Flowchart for Division Instructions....................................................................... 22
Appendix D - Citing References ................................................................................................... 23
Appendix E - Creating a Manual Table of Contents (TOC) ........................................................ 25
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Document Management System (DMS)
I.
Purpose. It is the policy of the Michigan Occupational Safety and Health Administration
that the agency establishes a uniform document management system. This instruction is
provided to help the agency and each division collect, maintain, and update important
policy and procedural documents.
This instruction describes and provides guidance for establishing a document
management system (DMS) designed to publish any new or revised instruction that:
A.
Establishes policy or procedure, or
B.
Modifies or cancels another policy or procedure.
Agency and division instructions issued prior to the effective date of the DMS are not
required to be reissued until they are updated.
The DMS may not be used to issue:
C.
Publications issued primarily for the public,
D.
News releases,
E.
Routine correspondence, or
F.
Policies and procedures that are outside the agency and division control.
II.
Scope. This instruction applies agency-wide.
III.
Distribution. MIOSHA Staff; OSHA Lansing Area Office; General; S-drive Accessible;
MIOSHA Weekly; and Internet Accessible.
IV.
Cancellations. This agency instruction cancels Agency Memorandum MIOSHAMEMO-ADM-11-9 Process for Handling MIOSHA Instructions, as amended.
V.
History. History of previous versions include:
MIOSHA-ADM-03-1R5, January 28, 2011
MIOSHA-ADM-03-1R4, May 18, 2010
MIOSHA-ADM-03-1R3, October 19, 2005
MIOSHA-ADM-03-1R2, March 7, 2005
MIOSHA-ADM-03-1R1, December 19, 2003
MIOSHA-ADM-03-1, October 1, 2003
VI.
Approved by: Martha B. Yoder
VII.
Actions Required. The agency and divisions will implement the policy and procedures
contained in this instruction using the instruction formatting rules described in Chapter II.
VIII.
Significant Changes.
A.
Incorporated Agency Memorandum MIOSHA-MEMO-ADM-11-9, Process for
Handling MIOSHA Instructions, as amended, into this instruction.
B.
Eliminated the use of the Abstract page from instructions. The Abstract page no
longer needs to be included in an instruction.
C.
Eliminated the use of Memorandums. Memorandums may no longer be issued.
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D.
Eliminated the signature line of the originator. The originator will initial their
name by the typed name on the original hard copy.
E.
Updated the Definitions. See Chapter I, I.
F.
Updated the responsibilities of the Originator. See Chapter I, II. A.
G.
Updated the responsibilities of the document writers. See Chapter I, II. B.
H.
Added an agency document advisor and division document advisor and divided
the document advisor responsibilities between the agency and division document
advisors. See Chapter I, II. C. and D.
I.
Added duties from the Process for Handling New or Revised Agency and
Division flowcharts to the agency and division document advisor responsibilities.
See Chapter I, II. C. and D.
J.
Added additional guidance for writing style for the document writers. See
Chapter II, II. Writing Style, D. – F.
K.
Provided good and unacceptable examples of Subject paragraphs. See Chapter II,
III. A. 4. Subject.
L.
Added four (4) new Document Paragraphs: Distribution, Contact, Originator, and
Significant Changes due to the elimination of the Abstract page. See Chapter II,
III. B. Document Paragraphs.
M.
Updated the standard Cancellation language for revised instructions. See
Chapter II, III. B. 5. Cancellation.
N.
Provided clarification to the Style Guidance language in the History. See
Chapter II, III. B. 6. History.
O.
Deleted formatting requirements of the Document Paragraph Headings. No
longer required to underline the headings.
P.
Added language that generating indexes are optional. See Chapter II, IV. F. Table
of Contents and Index.
Q.
Provided exceptions for formatting requirements of the Appendices. See
Chapter II. IV. G. Appendices.
R.
Updated directions for turning off track changes feature. See Chapter II, IV. I.
Track Changes.
S.
Updated language for Distribution to Others. See Chapter II, V. B. Distribution to
Others.
T.
Changed the numbers of days the web team contact has to post an instruction on
the website from three (3) to ten (10) days. See Chapter II, V. C. Web Access.
U.
Revised the procedure for cancelling an instruction without a successor. See
Chapter II, VI. Cancellation.
V.
Deleted reference to an Instruction Index.
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W.
Added Instruction Database and location of the database. See Chapter II, VII.
Instruction Database.
X.
Updated Figures 2-1 and 2-2.
Y.
Deleted Figures 2-3 Agency Memorandum and 2-4 Division Memorandum
templates.
Z.
Updated Table 2-1 Classification Codes to include a new Classification Code,
Cooperative Programs (COO) and additional examples of types of instructions
assigned to specific classification codes.
AA.
Deleted Appendix C, Creating a PDF File.
BB.
Renumbered the appendices:
1.
Appendix A - Instruction Checklist (Revised)
2.
Appendix B - Flow chart Process for Handling New or Revised Agency
Instructions to reflect the change in processes for handling instructions
(Revised)
3.
Appendix C - Flow chart Process for Handling New or Revised Division
Instructions to reflect the change in processes for handling instructions
(Revised)
4.
Appendix D - Citing References in Agency and Division Instructions
5.
Appendix E - Creating a Manual Table of Contents (Revised)
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CHAPTER I: DOCUMENT MANAGEMENT SYSTEM
I.
Definitions.
CONTACT: The name of the agency, division, or committee person who should be
contacted for further information about the instruction.
AGENCY DOCUMENT ADVISOR: The agency official responsible for providing
assistance to the division document advisors.
DIVISION DOCUMENT ADVISOR: The division official responsible for providing
assistance to the users of the agency or division's DMS for the proper formatting and
distribution of the instruction.
DOCUMENT MANAGEMENT: Includes records and information management
activities that deal with drafting, maintaining, and updating of policy and procedure
instructions within the agency and the divisions.
DOCUMENT MANAGEMENT SYSTEM: The internal system that assures that the
agency and division policies, procedures, and instructions are communicated in an
effective and timely manner to personnel and other affected parties.
INSTRUCTION: An instruction is a written statement of long-term policy or procedure
that has continuing reference value issued by the agency or division. It remains in effect
until canceled. If the instruction has a definite lifetime, (for example, a one-year pilot) an
expiration date must be included.
MASTHEAD: Consistent heading for all instructions. See Figure 2-1 and 2-2.
ORIGINATOR: The person responsible for issuing and canceling an instruction.
Typically the originator is the agency director, deputy director, or the division director.
II.
Responsibilities.
A.
B.
Originator.
1.
Provides general oversight of the DMS.
2.
Approves, initials, and cancels instructions.
3.
Division originators will ensure that staff will read and understand the
content of new or revised instructions.
4.
Coordinates with MIOSHA divisions whenever the policy or procedures
have potential for multi-divisional application.
Document Writer.
1.
Assigns the appropriate classification code.
2.
Determines and designates instructions that will be Internet accessible.
Instructions or portions of instructions intended for internal distribution
only, must be identified as such.
3.
Creates the significant changes section of an instruction.
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C.
D.
4.
Coordinates review of the Agency Instructions Checklist with the division
document advisor to ensure common mistakes are corrected prior to
submitting a new or revised instruction for approval. See Appendix A.
5.
Ensures the process for handling new or revised instructions is followed.
See Appendices B and C.
Division Document Advisor.
1.
Administers DMS for the division.
2.
Formats new and revised instructions to meet the current formatting
requirements.
3.
Ensures links to other Internet documents are correctly generated.
4.
Provides agency or division template and instructions to the document
writers on how to use the DMS template.
5.
Creates hyperlink to the contact's email address.
6.
Inserts the word "draft" next to the Date on page 1 and in the header in
subsequent pages until instruction is approved.
7.
Coordinates review of the Agency Instructions Checklist (Appendix A)
with the document writer to ensure common mistakes are corrected prior
to submitting a new or revised instruction for approval.
8.
Ensures the flowchart for agency and division instructions is followed.
See Appendices B and C.
9.
Generates table of contents and indexes.
10.
Ensures track changes are accepted and the track changes option is turned
off prior to issuance.
11.
Forwards draft instructions to agency document advisor for final review.
If significant edits are made by agency director or deputy director, the
division document advisor is required to resubmit instruction for review.
12.
Notifies MIOSHA web team contact when a division instruction should be
added to the website and when a cancelled division instruction should be
removed from the website.
13.
Assures compliance with these instructions for document writers within
their division.
14.
Provides agency document advisor with an electronic and initialed hard
copy of all division instructions.
Agency Document Advisor.
1.
Administers DMS for the agency.
2.
Assigns calendar year and consecutive number code for agency and
division instructions after review by agency director and deputy director.
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3.
Maintains electronic and initialed original instructions issued by the
agency and divisions.
4.
Modifies and maintains DMS master templates.
5.
Reviews the Agency Instructions Checklist (Appendix A) to ensure
common mistakes are corrected prior to submitting instruction to
Administration for approval.
6.
Ensures the flowchart for agency and division instructions is followed.
See Appendices B and C.
7.
Notifies MIOSHA web team contact when an agency instruction should be
added to the website and when a cancelled agency instruction should be
removed from the website.
8.
Ensures that in-force instructions are reviewed at least every three years
for currency, revising, and notifying the originator if revisions are needed.
9.
Forwards instructions due for review to the division director and division
document advisor.
10.
Tracks the status of instructions in the Instructions Database.
11.
Provides electronic copy of draft agency instructions to division directors,
deputy director, and director for review and comment prior to issuance.
12.
Ensures significant changes to instructions are made.
13.
Provides OSHA Area Director an electronic copy of all instructions.
14.
Updates the Instructions Database with newly issued and cancelled
instructions.
15.
Adds a watermark to all cancelled instructions. The watermark will say
"Cancelled."
16.
Maintains and archives all newly issued and cancelled instructions in hard
copy and electronic version.
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CHAPTER II: PREPARATION, PUBLICATION AND DISTRIBUTION
I.
Purpose. This chapter provides guidelines and procedures for the coordinated effort to
prepare, publish and distribute instructions. It provides information for DMS document
writers in organizing and presenting information. It also provides information on the
different masthead blocks and the document paragraphs. Each DMS instruction must
incorporate a masthead and may include the document paragraphs. The information
below focuses on the questions each masthead block and document paragraph must
answer.
II.
Writing Style. Document writers should follow this general guidance throughout:
A.
Use active voice. In most cases, the active verb form creates sentences that are
shorter, easier-to-read, and more direct. The passive voice of the verb is
appropriate when you want to emphasize the receiver of the action (by making it
the subject) or the action itself. Passive voice is also appropriate when the doer of
the action is obvious or when the passive voice is more tactful. For example,
"The GISHD cited the employer." The active voice clearly states who is doing
what. In the passive voice, something is done to the subject, "The employer was
cited by the GISHD." Additional references regarding active voice are listed
below.
1.
The Gregg Reference Manual, Tenth Edition, William A. Sabin, page 190.
2.
http://www.townson.edu/ows/activepass.htm
3.
http://writing.wisc.edu/Handbook/CCS_activevoice.html
4.
http://www.kentlaw.edu/academics/lrw/grinker/LwtaPassive_Voice.htm
B.
Keep sentences concise and language simple. Long, complex sentences are
difficult for the audience to follow and understand. Short sentences have more
power and impact. Be brief whenever accuracy would not be impaired. However,
a document made entirely of short sentences can become tedious. Use longer
sentences periodically to add variety, but make sure the audience can easily
follow them.
C.
Don't use jargon. Avoid specialized words generally found only in certain
professions unless you are specifically writing to people in those professions.
Keep in mind that many of our instructions will end up on our website for public
use.
D.
Keep the instruction as brief as possible. Cover the main points with enough
detail to provide sufficient directions for staff to do their work.
E.
Use language to distinguish between exact directions that must be followed
precisely and more general policies that may need flexibility by using qualifiers
such as "typically" or a less emphatic word like "should."
F.
Writers looking for review or more guidance on English grammar may refer to the
English Grammar 101 website.
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III.
Format.
A.
Masthead. All instructions must begin with the appropriate masthead for the first
page. DMS master templates are maintained by the Agency Document Advisor.
All of the information and blocks in the masthead are required and may not be
eliminated. Figures 2-1 and 2-2 are examples of the agency and division
instruction masthead.
1.
User Designation. This identifies the agency or the division that originates
the instruction and identifies the agency or the division that receives the
instruction. (See Figure 2-1, Block A and B)
2.
Document Identifier. This consists of five parts: the Agency/Division
abbreviation, the classification code for the instruction, the document's
calendar year, a consecutive number for the calendar year code, and a
revision code. (See Figure 2-1, Block C)
3.
a)
Agency/Division Abbreviations. These are the abbreviations for
the Agency and the divisions: MIOSHA, APPEALS, CETD,
CSHD, GISHD, and TSD.
b)
Classification Code. Use these instructions and the following
classification codes to classify an instruction. The classification
code will be the principal thrust of the instruction, (See Table 2-1).
When in-force instructions are reviewed, and if it is determined
that a classification code was improperly assigned, the instruction
shall be issued with the correct classification code. When issued
with the new classification code, the calendar year and consecutive
number code will also need to be updated.
c)
Calendar Year and Consecutive Number Code. The consecutive
number will follow the calendar year of issuance of the instruction.
The calendar year and consecutive numbers are separated by a
dash, (i.e., 02-1). The calendar year and consecutive number code
is not a single running number but a separate number series for
each Classification Code. There can be more than one DMS
instruction with a calendar year and consecutive number code of
02-1, but only one DMS instruction with a specific user
designation code, a specific classification code, a calendar year
code, and consecutive number code (i.e., CETD-ADM-02-1).
d)
Revision Codes. Revised Instructions will retain the original
document identifier followed by the letter 'R' and a revision
number. For example, ADM-02-1R3 is the third revision of the
instruction ADM-02-1.
Date. Block D contains the date on which the instruction goes into effect.
This date is the date the instruction is approved. (Figure 2-1, Block D).
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Document Management System (DMS)
4.
B.
Subject. Block E contains the subject of the instruction. A brief and
concise title should be created by the writer (Figure 2-1, Block E). The
title should begin with one or two key words. For example, Exit
Interviews. Titles that begin with MIOSHA, Guidelines, or Procedures
should be avoided. For example, Procedures for OSHA Training Institute
(OTI) Courses held in Michigan.
Document Paragraphs. The paragraphs below are to be included in the instruction
if they provide information. If they do not provide information (i.e., References:
None), they should not be included in the instruction. Refer to the "Use" subparagraph of each type of document paragraphs to determine applicability.
1.
2.
3.
Purpose. The paragraph should summarize, as briefly as possible, the
reason for and intent of the instruction. This statement serves to provide
an immediate reference for the information included in the instruction and
should not exceed three sentences.
a)
Use. Use for all instructions. Tell why the instruction is being
issued. Tell what types of information it contains, such as policy,
procedures, guidelines, etc.
b)
Style Guidance. Keep the paragraph(s) short, limited to three
sentences. Use complete sentences. Use active voice when
writing. Briefly describe why the instruction is being issued (such
as policy, procedures, guidelines, etc.).
Scope.
a)
Use. Use for all instructions. Tell who the users of the instruction
are, using specific job titles if appropriate.
b)
Style Guidance. The paragraph should be short and address either
the entire potential target audience (ex. Agency-wide) or specify a
narrower segment of the audience (ex. CET Division support staff)
using the instruction.
Reference.
a)
Use. Use for instructions, which reference other instructions,
standards, regulations, publications, or other external documents
(i.e., non-division documents such as ANSI standards). List
alphabetically all external documents cited in the instruction. See
Appendix D.
b)
Style Guidance. This paragraph should identify clearly each
document that is referenced by the instruction including the
instruction's number, if any, title or subject, date, and a brief
explanation if necessary. Additional information on locating or
obtaining referenced documents may be included at the originator's
discretion. Follow the outline numbering system if more than one
document is referenced.
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4.
Distribution. This paragraph indicates whether the instruction is intended
for general distribution and is Internet accessible. Typically, all
instructions that establish policies and procedures for the enforcement and
interpretation of MIOSHA standards or for performing job actions (ex.
promoting and evaluating SHMSs) should have general distribution. See
Appendix D.
Also note if the instruction is intended only for internal distribution and Sdrive accessible. Typically, all instructions that establish policies and
procedures for administering MIOSHA (ex. work schedules) should have
internal distribution.
5.
6.
7.
8.
Cancellation.
a)
Use. Use for instructions that cancel another instruction.
b)
Style Guidance. This paragraph should identify clearly each
instruction that is canceled by the instruction. Follow the outline
numbering system if more than one instruction is canceled. If
unknown, general statements such as "All previous versions of this
agency/division instruction" are acceptable.
c)
Revised Instructions. Previous cancellation paragraphs may be
removed in subsequent revisions.
History.
a)
Use. Use for instructions when previous versions exist.
b)
Style Guidance. This paragraph should identify clearly each
version of this instruction by including the instruction's document
identifier and date. In reverse chronological order, list by
document identifier and date of all previous versions of the
instruction.
Contact. Name the appropriate contact for further information about the
instruction. For web access purposes, the division document advisor
should create a hyperlink to the contact's email address.
a)
All instructions shall list the contact division/person.
b)
Style Guidance. If a workgroup is listed as the Contact and not an
individual, refer to the MIOSHA Work Groups list maintained on
the S:drive\Public\Workgroups\Minutes folder to identify the
appropriate contact person.
Originator.
a)
Use. All instructions shall name the person authorizing the
distribution of the instruction.
b)
Style Guidance. Type the name of the originator. The original
instruction will be initialed and dated by the originator.
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IV.
9.
Other Document Paragraphs. Other paragraphs such as Background,
Action Required, Documents Affected, etc., may be added as needed.
10.
Significant Changes. This paragraph provides information on the major
changes in the instruction from the previous immediate version.
Document writers should take care to include complete explanations of all
significant changes.
11.
Definitions.
a)
Use. Use for instructions where technical or non-standard English
is used.
b)
Style Guidance. This paragraph should contain definitions of all
terms that are new or used in unique ways in the instruction, or that
the originator desires to call to the special attention of the
document audience. For manuals, the definition section may be
long enough to warrant a separate chapter.
Electronic Drafting. All instructions shall be created as Microsoft Word documents using
an outline function. Templates for the Agency Instruction are located at
S:drive\Public\Agency Instructions and Memos. All document advisors and originators
shall use the correct template prior to drafting their first instruction.
A.
The outline function formatting shall follow the masthead. The designated font is
Times New Roman 12 pt. or the printer equivalent. Instructions must be singlespaced.
B.
All instructions will contain a header beginning on the second page of the
instruction. The header text will be Times New Roman 12 pt. The first line of
the header will be the document identifier. The second line of the header will be
the date. The third line of the header will be the subject. After the third line there
will be blank line to separate the header and the body of the instruction. See the
header of this instruction as an example.
C.
All instructions will contain a footer at the bottom of the page. Create the footer
after the instruction is complete. The footer will begin on page 2 of the
instruction. The footer text will be Times New Roman 12 pt. See footer in this
instruction as an example.
D.
Figures or graphic materials must either follow the paragraph where first
mentioned or hyperlinked.
E.
Paragraph Numbering.
1.
The outline function to be used is Roman numeral, capital letter, and
Arabic numeral descending levels. Figure 2-1 shows how the outline of
an instruction should look.
2.
This instruction contains text in the most commonly used levels of the
outline and should be used as an example.
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F.
Table of Contents and Index. Instructions 20 pages or longer, excluding
appendices, must have a formal table of contents. Indexes are optional.
The Table of Contents functions as a document structure and guide for the reader.
Include all chapter and document paragraph headings at the beginning of the
instruction, which are important for the reader to see and will guide the reader in
reviewing the instruction.
A Table of Contents also allows the user the ability while on the web to move
through the instruction using hypertext links. Table of Contents shall be prepared
using the Microsoft Word Table of Contents function with hyperlinks. See
Appendix E for more details. Linked items will include chapter headings (for
manuals), the first paragraph level, figures, graphics, appendices, and indexes.
Refer to the Table of Contents of this instruction as an example.
The purpose of an index is to identify key words, phrases, or entities that would
be of interest to the reader and how to locate them in the instruction. The index is
generally more comprehensive than the Table of Contents as a reference, but
should not be made overly burdensome.
Writers are encouraged to generate a table of contents and index for all
instructions regardless of length.
G.
Appendices. Appendices serve as explanations in greater depth than the
document allows, further expositions of information, or provide additional
information such as voluntary standards. Appendices may be either mandatory or
guidelines. Appendices are the last items in an instruction except for the index.
Exceptions to formatting requirements of appendices may include:
1.
2.
H.
Omission of a header in an appendix if the appendix:
a)
Is a form or document that will be pulled from the instruction and
used as a stand-alone document;
b)
Is properly identified or titled; and
c)
Is less than three (3) pages in length.
If the appendix is directed at a specific group and contains language in a
format that specific group is accustomed to working with, the formatting
requirements of agency instructions do not apply in appendices, example
6’ versus six feet (6’).
Hypertext (Web) Links. These are electronic notations within an instruction that
allow users directly to access other parts of the instruction, or other documents.
For web publishing purposes, in addition to links created for the table of contents
and index, document writers must indicate, even in short instructions, any words
and sections, and their location in the instruction, that are to be linked. For
example, an instruction on enforcement procedures for a specific standard will
likely make reference to the standard. All references to the standard in such an
instruction will be a hypertext link to the standard.
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I.
Track Changes. Prior to issuing the instruction, the division document advisor
shall ensure the track changes option is turned off before an electronic copy of the
instruction is distributed.
1.
Open the document, click on the Review Tab to see if Track changes is
highlighted. If so, single click to turn it off.
a)
b)
2.
V.
Click the down arrow next to Show Markup,
(1)
Make sure these four items are checked: Comments, Ink,
Insertions and Deletions, and Formatting.
(2)
Make sure all Reviewers are checked.
Click the down arrow under Accept and click on Accept All
Changes in Document.
Save the file.
Distribution and Publication. For links to other Internet documents, the writer must
create the hyperlink for that document to guarantee that the correct link is generated.
A.
MIOSHA Staff. Once the originator has approved a final instruction, the
originator or agency document advisor will notify the affected MIOSHA staff (see
scope of instruction). The notification may be an e-mail message or notification
in the MIOSHA Weekly about the new or revised instruction. Staff is encouraged
to maintain hard copies and/or download and manage electronic files of final
instructions.
B.
Distribution to Others.
C.
1.
Each division is responsible for sending the original of all division
instructions to the Agency Document Advisor for maintaining a complete
file of all instructions issued by this agency.
2.
Agency Document Advisor will provide an electronic copy of each
instruction to the Lansing Area OSHA Office Director.
3.
A link and notification of new or revised instructions that are web
accessible will be announced in the monthly MIOSHA eNews.
Web Access. Once a final instruction has been approved and designated for
Internet access by the originator, the document advisor will provide the electronic
file to the appropriate MIOSHA web team contact. The web team contact shall
post the instruction to the web within ten (10) business days. The instruction
provided to the MIOSHA web team should be web-ready. The division document
advisor shall use the word processor's capabilities to mark terms and generate the
table of contents and index. All instruction bookmarks and hypertext links to
other specified points in the instruction or to other on-line documents should be
done by the document writer or division document advisor as part of the creation
of the instruction.
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VI.
Cancellation.
A.
Instructions may be cancelled by reference in the cancellation paragraph of a new
or revised instruction. Instructions that are cancelled without a successor
instruction will be cancelled by the issuance of a notice to all Agency staff from
the originator. The following language is suggested for the MIOSHA Weekly
Cancellation Notice:
On (month) (date), (year), (agency or division) instruction (Classification
Code-Year-Consecutive Number Code-Revision Code), (title) was
cancelled without a successor instruction. (Sentence explaining why the
instruction was cancelled). This cancelled instruction has been removed
from the website and is archived at S:drive\Public\Agency
Info\Instructions and Memos\Cancelled Agency and Division Instructions.
The following language shall be added on the cancelled instruction following the
Subject in red text and bolded:
CANCELLED: This agency instruction was cancelled on (date). As a
result of (Sentence explaining why the instruction was cancelled.)
VII.
B.
The agency or division document advisor will notify the MIOSHA web team
when a cancelled instruction needs to be removed from the website.
C.
The agency document advisor will archive all cancelled instructions to the
S:drive\Public\Agency Instructions and Memos\ Cancelled - Rescinded Archived Agency and Division Instructions.
D.
The agency document advisor will add a watermark to all cancelled instructions.
The watermark will say "Cancelled."
Instruction Database. The Access database is maintained by the agency document
advisor of all in-force and cancelled MIOSHA instructions. The database is located at
S:drive\Public\Agency Instructions and Memos folder and contains all in-force and
cancelled instructions.
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FIGURE 2-1: Agency Instruction Masthead
MIOSHA (Block A)
Michigan Occupational Safety and Health Administration
Department of Licensing and Regulatory Affairs (LARA)
DOCUMENT IDENTIFIER: (Block C)
MIOSHA-Classification Code-Year-Consecutive Number CodeRevision Code
SUBJECT: Topic (Block E)
AGENCY
INSTRUCTION
(Block B)
DATE:
XXXXX XX, XXXX
(Block D)
I.
Purpose. Begin typing here using View Outline Format
II.
Scope.
III.
References.
IV.
Distribution. MIOSHA Staff; OSHA Lansing Area Office; General; S-drive Accessible;
MIOSHA Weekly; and Internet Accessible. OR
MIOSHA Staff; OSHA Lansing Area Office; General; S-drive Accessible; and MIOSHA
Weekly.
V.
Cancellations. This agency instruction cancels {list each instruction canceled by this
instruction}. OR All previous versions of this agency instruction.
VI.
History. History of previous versions includes:
Document Identifier, Date. (List in reverse chronological order)
VII.
Originator: Type Name
VIII.
Begin typing here using View Outline Format at Heading 1
A.
Heading 2
1.
Heading 3
a)
Heading 4
(1)
Heading 5
(a)
Heading 6
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FIGURE 2-2: Division Instruction Masthead
MIOSHA
X Division
Michigan Occupational Safety and Health Administration
Department of Licensing and Regulatory Affairs (LARA)
DOCUMENT IDENTIFIER:
X DIV-Classification Code-Year-Consecutive Number Code-Revision
Code
SUBJECT: Topic
DIVISION
INSTRUCTION
DATE:
XXXX XX, XXXX
I.
Purpose. Begin typing here using View Outline Format
II.
Scope.
III.
References.
IV.
Distribution. MIOSHA Staff; OSHA Lansing Area Office; General; S-drive Accessible;
MIOSHA Weekly; and Internet Accessible OR
MIOSHA Staff; OSHA Lansing Area Office; General; S-drive Accessible; and MIOSHA
Weekly.
V.
Cancellations. This agency instruction cancels {list each instruction canceled by this
instruction}. OR All previous versions of this agency instruction.
VI.
History. History of previous versions includes:
Document Identifier, Date. (List in reverse chronological order)
VII.
Originator: Type Name
VIII.
Begin typing here using View Outline Format at Heading 1
A.
Heading 2
1.
Heading 3
a)
Heading 4
(1)
Heading 5
(a)
Heading 6
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Table 2-1: Classification Codes
Classification Code
Principal Thrust of Instruction
ADMINISTRATIVE
PROCEDURES
(ADM)
COOPERATIVE
PROGRAMS (COO)
Procedures or instructions on how to
perform job actions, other than
compliance procedures.
Policies and procedures on
administering MIOSHA’s
cooperative programs.
COMPLIANCE
(COM)
Compliance procedures, instructions,
or information other than documents
where the principle thrust is toward a
particular standard or forms.
FORMS (FRM)
Completion instructions for all forms.
GENERAL (GEN)
Not able to be classified into other
classifications.
PERSONNEL (PER)
Documents concerning Personnel
procedures.
Documents concerning MIOSHA’s
Safety and Health Management
System.
SAFETY AND
HEALTH
MANAGEMENT
SYSTEM (SHMS)
Examples of type of instructions
that have this classification code
Program budget management
Program analysis and evaluation
Alliances
Partnerships
MVPP
Michigan Challenge Program
Procedures for approval of LEPs.
Abatement verification
Multi-employer citation policies.
Fiscal Year Site Specific Targeting.
Hearings
Litigation
Employee complaints
Notice of Potential Hazard Form and
Safety/Health Recommendation
MIOSHA Media Communications
Policy
Assistance with Technical Problems
with Computer Equipment
Work Schedules
Vacancy Procedures Checklists
STANDARDS (STD)
Documents concerning a specific
single standard.
Hearing Conservation, Fall
Protection, and PPE for MIOSHA
Personnel
Vehicle Safety
Hazard Communication, Personal
Protective Equipment, and Injury and
Illness
TRAINING (TRG)
Documents relating to Agency or
Division training.
Staff Training
MIOSHA Leadership Institute
TRAVEL (TRV)
Travel procedures, instructions.
Travel Time on Consecutive Days
Travel for OSHA Training Institute
(OTI) Training
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Appendix A
Agency Instructions Checklist
Is Department name correct?
Is the Subject clear and concise?
Is the Contact name current and hyperlinked?
Are all of the headers the same?
Is the page numbering correct in the footer?
Are all of the References cited in the instruction listed under the References Paragraph?
Are the References still current and up-to-date?
Are hyperlinks to Agency Instructions properly created?
Are hyperlinks to MIOSHA Standards properly created?
Are Significant Changes included in revised instructions?
Are bookmarks to Appendices properly created?
Are appendices listed in alphabetical order as they are mentioned in the instruction?
Are acronyms spelled out at the first point of reference?
Is the formatting consistent throughout the instruction?
Are fonts and font sizes consistent throughout the instruction?
Is punctuation consistent throughout the instruction?
Is the Distribution language correct?
If this instruction creates a cancellation, is the cancellation paragraph correct?
If this instruction is a revision, does the history paragraph list revised instructions in
reverse chronological order:
History of previous versions include:
MIOSHA-STD-07-1R1, January 4, 2008.
MIOSHA-STD-07-1, November 14, 2007.
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Appendix B - Flowchart for Agency Instructions
Revised Instruction
Agency Document Advisor (ADA) forwards instruction ready for
review to Division Director and Division Document Advisor
(DDA).
DDA will format instruction, if necessary,
to meet current formatting requirements.
DDA forwards instruction to document
writer for review/changes.
New Instruction
Document writer/secretary submits
draft hard copy and electronic copy of
the instruction to the ADA.
ADA logs instruction on the
tracking log.
ADA forwards an electronic copy of
the instruction to division directors
for review and input (with a minimum
of one week allowed for review).
If changes are
requested,
ADA will have changes made. Document may be
returned to document writer/secretary to make
changes.
If no changes
are requested,
ADA assigns the document identifier, if needed, and
submits a hard copy of the corrected instruction for
circulation to Deputy Director and Director for review.
(with minimum one week allowed for review).
Director or Deputy Director initials
the instruction.
If no corrections
are made,
If corrections
are made,
ADA forwards a copy of the instruction
to the OSHA Area Director with a
cc: to the Deputy Director.
The ADA will have changes made.
ADA adds instruction to the S drive; if internet
accessible, provides a copy to the webmaster;
includes a copy in the MIOSHA Weekly; updates
the Instruction Database; adds “Cancelled”
watermark to cancelled instruction; archives
cancelled instruction on the S drive; and files
the original instruction.
ADA submits instruction to Director
or Deputy Director for approval.
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Appendix C - Flowchart for Division Instructions
Revised Instruction
Agency Document Advisor (ADA) forwards instruction ready for
review to Division Director and Division Document Advisor (DDA).
DDA will format instruction, if necessary,
to meet current formatting requirements.
DDA forwards instruction to document
writer for review/changes.
Division secretary submits draft hard
copy and electronic copy of instruction
to the ADA.
New Instruction
ADA logs instruction on the
tracking log.
ADA assigns the document identifier, if needed, and
provides a hard copy of the instruction to the Deputy
Director and Director for review.
If no changes
are made,
If changes
are needed,
Division Director signs the instruction.
ADA returns instruction to the DDA
for changes and signature.
DDA provides original initialed
instruction and electronic version to
ADA.
ADA forwards a copy of the instruction
to the OSHA Area Director.
DDA provides
electronic version
to the division web
contact for posting
on the web, if
internet
accessible.
If instruction is
revised, DDA
requests division
web contact to
remove old
instruction from
the web.
ADA adds instruction to the S drive; includes a copy
in the MIOSHA Weekly; updates the Instruction
Database; adds “Cancelled” watermark to cancelled
instruction; archives cancelled instruction on the
S-drive; and files the original instruction.
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APPENDIX D
CITING REFERENCES IN AGENCY AND DIVISION INSTRUCTIONS
Citing Administrative Rules
Construction Safety Standard Part 42. /R408.44201 et seq., Hazard Communication.
General Industry Safety Standard Part 24. /R408.12413 et seq., Mechanical Power Presses.
Occupational Health Standard Part 301. /R325.51101 et seq., Air Contaminants.
Citing Agency Instructions
Agency Instruction MIOSHA-ADM-04-5, MIOSHA Safety and Health Management System, as
amended.
Citing ANSI
American National Standards Institute (ANSI) Z87.1-1968 Occupational and Educational Eye
and Face Protection.
Citing Commonly Used External References
Bureau of Labor Statistics (BLS) Survey of Occupational Injuries and Illnesses (BLS-9300N06).
Bureau of Workers’ Disability Compensation (BWDC) Form 100, Employer’s Basic Report of
Injury.
Executive Office of the President, Office of Management and Budget, North American Industry
Classification System (NAICS) Manual, 2002.
Executive Office of the President, Office of Management and Budget, Standard Industrial
Classification (SIC) Manual, 1987.
Citing Distribution - General
MIOSHA Staff; OSHA Lansing Area Office; General; S-drive Accessible; MIOSHA Weekly;
and Internet Accessible.
Citing Distribution - Internal
MIOSHA Staff; OSHA Lansing Area Office; S-drive Public Folder Accessible; and MIOSHA
Weekly.
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Citing MIOSH Act
Michigan Occupational Safety and Health Act, R408.1001 et seq., P.A. 154 of 1974, as
amended.
Citing MIOSHA FOM
MIOSHA Field Operations Manual (FOM), as amended.
Citing OSHA Instruction
Occupational Safety and Health Administration Instruction CPL 2.100, May 5, 1995,
Application of the Permit-Required Confined Spaces Standard.
Citing OSHA Standards
29 CFR 1910.146, Permit-Required Confined Spaces, Technical Amendment to Preamble;
November 4, 1994, Federal Register Vol. 59, No. 213, p. 55209.
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Appendix E
Creating a Manual Table of Contents (TOC)
1.
The Table of Contents will follow the Masthead in an instruction.
2.
Begin marking the TOC entries in the instruction by highlighting the text in the
instruction that will appear in the TOC.
On your keyboard, press ALT, Shift, and “O” to open the Mark TOC entry window.
The highlighted text will appear in the entry box. The table identifier should be “C” and
the Level should be “1.” Click “Mark.” If the highlighted text is bolded or underline,
these formatting features will appear in the TOC.
3.
4.
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5.
Word will insert a new line of coding that will follow the marked text. Do not delete this
code. You can remove any bold or underline within this code so it does not appear in the
TOC.
6.
Continue marking the TOC entries and changing the levels, as necessary, throughout the
instruction.
Once all of the TOC entries are marked, close the mark TOC entry box. Go to the TOC
page previously created and place your cursor at the point where you want to insert the
TOC.
7.
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8.
9.
10.
On the Ribbon, click References, Table of Contents, and Insert Table of Contents.
Depending on the number of levels marked throughout the instruction, click on the Show
Levels and indicate the correct number.
Click “Options.”
11.
This will open a Table of Contents Options window. Check the “Table entry fields” box.
Make sure to uncheck the “Styles” box. Also, uncheck the “Outline Levels” box if that
displays on your screen. Click OK in this window and the Index and Tables window.
12.
Your TOC will be inserted. Each entry is bookmarked or anchored to its place in the
instruction. When you click on the text in the TOC, you will be taken to that spot in the
instruction.
27