June 12, 2001 
MEMORANDUM FOR: Doug Bellomo, P.E., Project Officer 
Eastern Studies Team 
Bill Blanton, Project Officer 
Central Studies Team 
Mike Grimm, Project Officer 
Western Studies Team 
FROM: 
[Original Signed] 
Matthew B. Miller, P.E., Chief 
Hazards Study Branch 
SUBJECT: Procedure Memorandum 23 – Procedures for Making Changes to 
FEMA Document Control Procedures Manual 

Background: The FEMA Document Control Procedures Manual is used by FEMA and MCC 
staff as guidance for processing standard and non-standard documents for FEMA-contracted 
studies and restudies, community-initiated map revisions, conditional and final map revisions 
based on conditions other than fill, conditional and final map revisions based on fill, conditional 
and final map amendments, Letters of Determination Review, and special conversions. The 
Manual also provides procedures and sample documents for use in tracking community 
compliance and documenting communities' entry into the NFIP. 

Issue: Up-to-date, accurate content and processing requirements are needed if FEMA and MCC 
staff are to use the Manual as guidance. In July 2000, significant changes were made to the 
Manual to include current content and processing requirements, including recent initiatives (e.g., 
LOMA 2000, MCC-generated letters). Subsequent to the distribution of hard copies of the 
Manual, a pdf version was posted at http://www.floodmaps.net/guidance/index.htm. To ensure 
that the pdf version of the Manual is kept current, a procedure for making significant changes to 
the pdf version of the Manual is required. 

New Procedure: The procedure to be followed by FEMA and MCC staff in making changes to 
the Manual are presented in the flowchart entitled “Document Control Procedures Manual 
Revision Process” (Attachment A). Significant changes may be made by first issuing a 
Procedure Memorandum. Other minor changes may be made by directly revising the Manual, as 
indicated in Attachment A. When a Procedure Memorandum is deemed necessary, the 
Procedure Memorandum Concurrence and Routing form (Attachment B) shall be used. 

Attachments 

cc: See distribution list 

Procedure Memo 23 – Procedures for Making Changes to FEMA Document Control Procedures Manual 

Document Control Procedures Manual Revision Process (Attachment A) 

FEMA or MCC identifies changes in processing procedures and/or 
document content that affect the Document Control Procedures Manual. 

Appropriate MCC proposed changes in coordination with 
FEMA Project Officer (PO). 
Is Procedure 
Memorandum 
Needed? No 
Yes 

MCC prepares draft Procedure Memorandum summarizing change(s) 
in procedures and document content; routes the memorandum to the 
other MCCs for comments; and addresses comments received. 


MCC sends draft Procedure Memorandum to FEMA PO 
for review and comment. 


FEMA PO annotates changes (if any) and sends draft memo to other POs 
using the Procedure Memorandum Concurrence & Routing form (see 
Attachment B). 


PO notifies MCC of changes requested during the PO review and 
requests that a final draft be created. Complete package returned to PO 
for final routing using the Procedure Memorandum Concurrence & 
Routing form. (If no changes are requested during the PO review 
process, this step may be skipped.) 

A B 

Procedure Memo 23 – Procedures for Making Changes to FEMA Document Control Procedures Manual 

A 
If no changes are required, last reviewing PO sends package 
to Chief, Hazards Study Branch for review and signature. 
B 
Chief, Hazards Study Branch signs Procedure Memorandum and 
sends package to Procedure Memorandum Coordinator. All digital 
files are also to be sent to the Procedure Memorandum Coordinator. 


Procedure Memorandum Coordinator distributes electronic and hard 
copies of Procedure Memorandum; posts to Floodmaps.net site; and 
coordinates with Flood Hazard Mapping website Work Group to 
ensure materials are posted on fema.gov site as well. 


Authoring MCC revises appropriate sections of MS Word 
version of Manual and adds date to footer. 


Authoring MCC posts revised section(s) of MS Word version of Manual 
on “Draft Documents For Review” section of Floodmaps.net site and 
sends e-mail notification to FEMA and MCC staff. 


Authoring MCC incorporates comments from FEMA and MCC reviewers; 
posts pdf version of revised section(s) of Manual on Floodmaps.net site 
and fema.gov site; and sends e-mail notification to FEMA and MCC staff. 

Authoring MCC distributes hard copies of revised section(s) 
of Manual if requested by FEMA. 
FEMA website development team forwards updated file(s) 
for posting on Flood Hazard Mapping website 
(www.fema.gov/mit/tsd) 

Update of 
Manual complete 

Procedure Memo 23 – Procedures for Making Changes to FEMA Document Control Procedures Manual 

Attachment B 
Procedure Memorandum Concurrence & Routing 
Date: 
Routing: 
1. Bill Blanton, MT-TS-HS 
2. Doug Bellomo, MT-TS-HS 
3. Mike Grimm, MT-TS-HS 
4. Matt Miller, MT-TS-HS 
(concur) 
(concur) 
(concur) 
(sign) 
Remarks: 

From: [Project Officer] 
Hazards Study Branch 
Federal Insurance Administration and Mitigation Directorate 
Room xxx, FCP 
202/646-xxxx 


Procedure Memo 23 – Procedures for Making Changes to FEMA Document Control Procedures Manual 

Distribution List 

FEMA Operations and Technical Services Division (electronic distribution only) 

• 
Mike Buckley 
• 
Phil Myers 
• 
Matt Miller 
• 
Katie Paulson 
• 
Fred Sharrocks 
• 
Max Yuan 
• 
Doug Bellomo 
• 
Helen Cohn 
• 
Bill Blanton 
• 
Cynthia Croxdale 
• 
Mike Grimm 
• 
Agnes De Coca 
• 
Mark Crowell 
• 
Anne Flowers 
• 
Allyson Lichtenfels 
• 
Cecelia Lynch 
• 
Sally Magee 
• 
Kathy Miller 
• 
John Magnotti 
• 
Jay Scruggs 
Federal Insurance Administration and Mitigation Directorate 

• 
Bob Shea 
• 
Joe Coughlin 
FEMA Regional Offices 

• 
Kevin Merli, Region I 
• 
Frank Pagano, Region VI 
• 
Mike Dabney, Region II 
• 
Bob Bissell, Region VII 
• 
Tom Majusiak, Region III 
• 
Steve Olsen, Region VIII 
• 
Todd Davison, Region IV 
• 
Sally Ziolkowski, Region IX 
• 
Stuart Rifkind, Region V 
• 
Carl Cook, Region X 
Office of the Associate Director 

• 
Paul Loyd 
Program Support and Assessment Division 

• 
Margaret Lawless 
Outreach and Community Assessment Division 

• 
Donna Dannels 
• 
Mike Robinson 
• 
Bill Lesser 
Congressional and Intergovernmental Affairs Division 

• 
Fran McCarthy 
Flood Map Production Coordination and Map Service Center Contractors 

• 
Zekrollah Momeni, D&D 
• 
Vince DiCamillo, PBS&J 
• 
Fernando Pasquel, MBJ 
• 
Brenda Walguarnery, ZAI