AA Organization Letterhead

DOE-HDBK-3027-99

SAMPLE

AA ORGANIZATION LETTERHEAD

Date

FROM: Approval Authority (Name or title as appropriate)

TO: Selected Team Leader by name and position

In accordance with the requirements of the DEAR, the FRAM [ specify FRA document], and the

associated contract for operation of Site XYZ [ specify the site or facility] you are selected to be

the Team Leader for the Phase II ISMS verification. [ specify the phase or phases for which this

designation applies]

1.0 Description of Facility/Activity: The review will verify the implementation of the ISMS for

operation of all facilities and activities within Site XYZ (XYZ).

2.0 Background and History: The maturity of the ISMS vary among the individual facilities at

XYZ. The contractor's ISMS Description, that was submitted and approved, indicated that four

of the facilities will continue to use the existing SARs, two will use existing BIOs, and the final

two will operate according to an approved set of standards (Work Smart Standards). All

facilities and activities have approved Authorization Agreements. The contractor's ISMS

Description identifies that the site integrated budget and schedule process and the sitewide

maintenance, radiological controls, and emergency management programs will be utilized at all

facilities and activities. The contractor's ISMS Description was approved following the Phase I

ISMS verification. The ISMS Description, as well as the Phase I ISMS verification report and

recommendations, are included as enclosures to this letter.

3.0 Phase II ISMS Verification: You are appointed as the Team Leader for the Phase II ISMS

verification for XYZ. The scope and special considerations of the review are discussed below.

4.0 SCOPE and Special Considerations for the Phase II ISMS Verification: The purpose of

this review is to verify satisfactory implementation of the ISMS Description that was submitted

by the contractor and approved as a result of the Phase I ISMS verification. Many aspects of

XYZ's ISMS are mature and have been the subject of previous implementation reviews. These

reviews should not be repeated as previously identified deficiencies of those reviews should have

been adequately resolved. Several internal programs (e.g., maintenance, environmental

compliance, and calibration control) are mature and have been determined to be satisfactory by

previous independent reviews. These programs are included within this review only to the degree

necessary to ensure ISMS has been expanded into the new facilities at XYZ. The following

specific guidance is provided:

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