Identification Number:
Originating Office:ORDP ODEPPIN
Title:COVID-19 Sensitive Emergency Message Publishing Process
Type:EM - Emergency Messages
Program:All Programs
Link To Reference:

Retention Date: June 30, 2024

A. Purpose

    This Emergency Message (EM) informs PolicyNet authors of the new publishing process for all COVID-19 EMs designated Sensitive.

B. Background
    Agency stakeholders met to discuss how we apply the sensitive designation to COVID-19 EMs. Following the discussion, we developed the process discussed in Section C below to publish the agency’s COVID-19 Sensitive EMs on the agency’s public policy site on This new process will be implemented on a temporary basis. Absent further notice, this process will expire in 120 days.

C. COVID-19 Sensitive EM Publishing Process
    Effective with this EM, authors must follow the steps in the table below when processing COVID-19 Sensitive EMs.

    COVID-19 Sensitive EM Publishing Process
    Step and Responsible Party
    1 – Authoring ComponentSubmits COVID-19 Sensitive EM to the PolicyNet Publications Staff.

    IMPORTANT: The authoring component will advise what concerns, if any, they have with the public release of information contained in the COVID-19 Sensitive EM. The author will provide any concerns with public disclosure on the Associate Commissioner (AC) signoff sheet.
    2 – PolicyNet Publications StaffReviews content, formatting, and signoffs, as appropriate. Analyst sends draft COVID-19 Sensitive EM to management for approval to publish to PolicyNet.
    3 – PolicyNet Publications ManagementForwards COVID-19 Sensitive EM to the Assistant Deputy Commissioner for Retirement and Disability Policy (DCRDP) for approval. Once approved by DCRDP, send COVID-19 Sensitive EM to PolicyNet Postings for publication to PolicyNet.
    4 – PolicyNet Publications StaffPublishes COVID-19 Sensitive EM to PolicyNet.PN Postings will place a pending Office of General Counsel (OGC)/Office of Privacy and Disclosure (OPD) date on the COVID-19 Sensitive EM Contact Sheet
    4a – PolicyNet Publications ManagementSends COVID-19 Sensitive EM to OPD by email for review.

    IMPORTANT: Within the email to OPD, include any concerns the author provided about the public release of information contained in the COVID-19 Sensitive EM.
    Input 5 business day follow-up with flag labeled: “PENDING in OPD”
    5 – OGC/OPDConducts review to determine applicable Freedom of Information Act (FOIA) Exemptions.

    Sends version (PDF) with applicable FOIA withholdings to PolicyNet Publications Staff.
    As needed, OPD will coordinate review with the Office of General Law. The length and complexity of the COVID-19 Sensitive EM may affect review time.

    OPD may also reach out to ODEPPIN or the authoring component/subject matter expert for questions, as necessary, which may also affect review time.
    6- PolicyNet Publications Management1. Publish on (Public Policy site) the public version of the COVID-19 Sensitive EM.
    2. Cross-reference the public version of the COVID-19 Sensitive EM on PolicyNet (Internal Policy site).
D. If You Have Any Questions
Authoring Central Office components - If you have any questions about this COVID-19 Sensitive EM publishing process, please email the PolicyNet Publications Staff.

Authoring Regional Office (RO) components - Direct all program-related and technical questions to your support staff or Program Service Center (PSC) Operations Analysis (OA) staff. RO support staff or PSC OA staff may refer questions or problems to their Central Office contacts.

EM-21016 - COVID-19 Sensitive Emergency Message Publishing Process - 03/01/2021