Comments.

DOE-STD-1075-94

The meetings should be structured to encourage communication and constructive

recommendations for changes to ensure that the information provided in the guide is

appropriate, understandable, and effectively communicated. The meetings should

provide clarifying information for field and Headquarters individuals who are actively

involved in the review of the draft guide and should occur during the comment period

to allow the participants to read the proposed guide prior to the meetings and submit

comments afterwards. This timing is expected to result in more valuable feedback

being provided during the formal comment process.

6.5 Comments. The reviewers of the draft guide shall return any comments

to the person specified in the cover letter or memorandum, within the time period

specified in the letter or memorandum. Comments shall be returned through the

individuals listed on the distribution list transmitted with the draft guide for review

and comment. Comments returned shall identify the page and paragraph of the draft

guide to which the comment applies. The comments shall be identified as essential

or suggested. Essential comments are those which, if not addressed, would make

the document technically unacceptable to the organization. Comments which are

not specifically identified as "essential" will be considered to be "suggested." All

comments must be supported with detailed rationale and include suggested word

changes. Comments received after the suspense date will be held for the next

revision, unless it is possible to address them without affecting the timely approval of

the document.

The OPI shall develop and maintain a record of the recommendations received,

incorporated, or not used. The OPI shall provide feedback to each of the

commentors, either formally or informally, including the reasons for not accepting

any of the comments. The OPI should also maintain a record of the formal and

informal communications. Records of the comments, reasons for rejections, and

communications should be kept at least until the next substantial revision of the

guide is made (normally the sunset review specified below).