Office of the Secretary FY2019
Agency
Office of the Secretary
Agency Code
BA0
Fiscal Year
2019
Mission
The Office of the Secretary of the District of Columbia is the official resource for protocol, legal records, history, and recognitions for the
public, governments, and international community.
Summary of
Services
The Office of the Secretary of the District of Columbia consists of three offices and two units. The Office of Notary Commissions and
Authentications (ONCA) commissions District of Columbia notaries and authenticates documents for domestic and foreign use. The Office
of Documents and Administrative Issuances (ODAI) publishes the DC Register and the DC Municipal Regulations. The Office of Public
Records and Archives manages the District of Columbia Archives, Records Center and the Library of Government Information. The
Ceremonial Services Unit is responsible for processing all requests for ceremonial documents. The Protocol and International Affairs Unit
manages the Sister City program and serves as the liaison between the Executive Office of the Mayor and the diplomatic community in
Washington.
2019 Accomplishments
2019 Key Performance Indicators
As archivists, one of our core professional values is
to “promote and provide the widest possible
accessibility of materials.” This accomplishment
supports our ability to live up to our values, and
improves our morale by enabling us to provide
enhanced customer service.
Residents of DC are now able to research 13
additional years of their families’ histories at
no cost to them and with a substantial
reduction in response time. The fact that
over 60% of our archives requests are for
genealogy research (and over 30% are for
death certificates) demonstrates that these
are an important resource for the residents of
the District of Columbia, and improved
access is of high value to our researchers.
N/A The OS/ODAI Marriage Bureau permitted
District residents to obtain marriage
certificates and to actually get married in
ceremonies officiated by the Secretary.
Many of the residents were able to move
forward with their planned weddings and
ceremonies. Without this service, these
residents would not have been able to
obtain marriage certificates and move
forward with planned weddings and
ceremonies.
Automating/computerizing the office has made
the entire notary application process more efficient
and professional in that all notifications are done
automatically. The application has the applicant
check off if the individual wants to be on the
Search for a Notary Public map, identifies the Ward
and allows us to generate the number of
applications received in any timeframe. We can
edit the information and when completed this will
change all the information for future use.
Automating the office allows applicants to
apply online and pay by credit card. This is a
more efficient procedure as it will not accept
an incomplete application and once the
application is received it is a faster approval
process.
The amendments to the code allow our staff to
explain our laws more easily to the public.
The amendments to the code for notaries
public updated and improved the language
for our applicants and existing notaries.
Much of the code had not been amended
since 1901 and we were out of date.
Accomplishment Impact on Agency Impact on Residents
2 - Provides customer friendly and efficient processing of notary commissions and the authentication of documents signed by District
notaries for domestic and foreign use.(3 Measures)
Annually 1945 2223 2000 Annual
Measure
Annual
Measure
Annual
Measure
Annual
Measure
2193 Met
Annually 58,535 68,489 60,000 Annual
Measure
Annual
Measure
Annual
Measure
Annual
Measure
62,987 Met
Annually 42,667 35,071 40,000 Annual
Measure
Annual
Measure
Annual
Measure
Annual
Measure
40,766 Met
3 - Provide support and outreach services to the diplomatic and international communities.(1 Measure)
Measure Frequency FY
2017
Actual
FY
2018
Actual
FY
2019
Target
FY
2019
Q1
FY
2019
Q2
FY
2019
Q3
FY
2019
Q4
FY
2019
Actual
KPI
Status
Explanation
Improvements in genealogy research. We acquired
death certificates for the years 1932-1944, making
them freely accessible to the public instead of
requiring researchers to get certified copies from
the Department of Health. We were able to assist
researchers with 64 death certificates that would
not have been available to them had they asked
before this fiscal year. Almost 20% of our death
certificate requests in FY2019 were for deaths that
occurred between 1932 and 1944.
Between Jan 11 – Jan 25, 2019, the Office of
Documents established and operated a marriage
bureau to compensate for the federal government
shutdown. The Superior Court’s Marriage Bureau
was closed, so the Mayor, Council, Office of the
Secretary and the Office of Documents stepped in
to issue marriage licenses for District citizens whose
planned marriages were effected by the
government shut down. During this period, the
Office of Documents issued 187 marriage licenses.
Automation for Office of Notary Commissions and
Authentications.
Amendments to the code for notaries public.
Number of
notary
application
processed
(excludes
government
employees)
Number of
documents
authenticated
Number of
customer served
2019 Workload Measures
Annually 62.9% 100% 100% Annual
Measure
Annual
Measure
Annual
Measure
Annual
Measure
100% Met
4 - Provides meaningful access to records of the District government to members of the public and District employees through prompt
customer service, accurate arrangement and description of collections, and appropriate retention and preservation of historic
documents.(4 Measures)
Annually Not
Available
6 15 Annual
Measure
Annual
Measure
Annual
Measure
Annual
Measure
33 Met
Annually Not
Available
82% 80% Annual
Measure
Annual
Measure
Annual
Measure
Annual
Measure
82.6% Met
Annually Not
Available
40% 80% Annual
Measure
Annual
Measure
Annual
Measure
Annual
Measure
51.8% Unmet Unanticipated
delays in a
preliminary
stage in
meeting this
target meant
that the
implementation
of annual
retention
schedule
reviews was
delayed until
the last month
of the fiscal
year. Moving
forward,
regular annual
schedule
reviews will
bring us to the
target.
Annually Not
Available
100% 95% Annual
Measure
Annual
Measure
Annual
Measure
Annual
Measure
83.5% Unmet OPR has only
one FTE who is
dedicated to
records
management,
among other
duties.
Measure Frequency FY
2017
Actual
FY
2018
Actual
FY
2019
Target
FY
2019
Q1
FY
2019
Q2
FY
2019
Q3
FY
2019
Q4
FY
2019
Actual
KPI
Status
Explanation
1 - Ceremonial documents for constituents(1 Measure)
New in
2019
New in
2019
Annual
Measure
Annual
Measure
Annual
Measure
Annual
Measure
1210
3 - Serve as liaison with diplomatic community in DC(1 Measure)
100% 100% Annual
Measure
Annual
Measure
Annual
Measure
Annual
Measure
100%
4 - Manage District government records(4 Measures)
Measure FY 2017
Actual
FY 2018
Actual
FY
2019
Q1
FY
2019
Q2
FY
2019
Q3
FY
2019
Q4
FY 2019
Actual
Percent of
ambassador
welcome letters
sent within three
months of start
of new term
Number of
archival finding
aids available
online
Percent of
records requests
fulfilled within
five business
days
Percent of
agencies with a
retention
schedule
updated or
reviewed within
the fiscal year
Percent of
agencies in
regular
communication
with OPR, where
“regular
communication”
is defined by
attendance at
OPR-hosted
meetings or
trainings, active
use of the Naylor
Court or Federal
Records Center,
and email or
phone
communication
with OPR staff
members
Number of ceremonial documents prepared
Percent of National Day letters written versus number of
National Days
2019 Operations
2019 Strategic Initiatives
243 206 Annual
Measure
Annual
Measure
Annual
Measure
Annual
Measure
131
874 968 Annual
Measure
Annual
Measure
Annual
Measure
Annual
Measure
3067
93 614 Annual
Measure
Annual
Measure
Annual
Measure
Annual
Measure
174
151 196 Annual
Measure
Annual
Measure
Annual
Measure
Annual
Measure
467
5 - Publish the DC Register and the DC Municipal Regulations(2 Measures)
353 339 Annual
Measure
Annual
Measure
Annual
Measure
Annual
Measure
333
281 165 Annual
Measure
Annual
Measure
Annual
Measure
Annual
Measure
116
Measure FY 2017
Actual
FY 2018
Actual
FY
2019
Q1
FY
2019
Q2
FY
2019
Q3
FY
2019
Q4
FY 2019
Actual
1 - Promote the District of Columbia and its rich history to local, national and international communities through events and initiatives
while supporting the quest for DC democracy.(2 Activities)
DC Democracy Grant The Office of the Secretary has limited authority to issue competitive grants to non-
profit organizations to promote District of Columbia self-determination, voting rights
and/or Statehood.
Key Project
Ceremonial documents
for constituents
The Ceremonial Services Unit is responsible for processing all requests for ceremonial
documents from the Mayor.
Daily Service
2 - Provides customer friendly and efficient processing of notary commissions and the authentication of documents signed by District
notaries for domestic and foreign use.(2 Activities)
Authenticate
documents for
international and
domestic use
The Office of Notary Commissions and Authentications (ONCA) in the Office of the
Secretary authenticates documents for domestic and foreign use.
Daily Service
Commission the
notaries
The Office of Notary Commissions and Authentications (ONCA) approves and
commissions individuals as DC notaries public.
Daily Service
3 - Provide support and outreach services to the diplomatic and international communities.(1 Activity)
Serve as liaison with
diplomatic community
in DC
The Protocol and International Affairs Unit is the District government’s primary liaison
with the diplomatic and international community for both substantive and ceremonial
matters.
Daily Service
4 - Provides meaningful access to records of the District government to members of the public and District employees through prompt
customer service, accurate arrangement and description of collections, and appropriate retention and preservation of historic
documents.(2 Activities)
Manage District
government records
The District of Columbia Records Center collects and stores both permanent and
temporary records of the District government.
Daily Service
Library of Government
Information
The Library of Government Information collects, stores and maintains studies, reports,
monographs, periodicals, circulars printed materials, books and other publications
printed on or about the District government.
Daily Service
5 - Provide timely technical, professional and other legal services to the Mayor, District of Columbia agencies, and general public in order
to give and/or have official notice of all proposed and adopted legal mandates.(1 Activity)
Publish the DC Register
and the DC Municipal
Regulations
The Office of Documents and Administrative Issuances provides prompt preparation,
editing, printing and publication of the District of Columbia Register and the District of
Columbia Municipal Regulations.
Daily Service
Operations
Header
Operations Title Operations Description Type of
Operations
Authenticate documents for international and domestic use(1 Strategic Initiative)
Strategic
Initiative
Title
Strategic Initiative
Description
Completion
to Date
Status Update Explanation for Incomplete
Initiative
Number of transfers (“SF-135s”) made by District agencies
to the Federal Records Center
Number of records requests received
Volume of records accessioned to the DC Archives
Number of on-site researchers served
Number of rulemakings processed
Number of administrative issuances processed
DC DEMOCRACY
INITIATIVES
CEREMONIAL
SERVICES
NOTARY
AUTHENTICATIONS
NOTARY
AUTHENTICATIONS
INTERNATIONAL
RELATIONS &
PROTOCOL
ARCHIVAL ADMIN.
LIBARARY OF
GOVT. INFO.
ACTIVITY
ADMIN.
ISSUANCES
Computerizing and automating
the ONCA office will create a more
professional and seamless method
to accept and track notary
applications as well as accept
mail-in applications for
authentications.
Complete The automated and computerized
system allows applicants not only to
apply online, but also to pay online.
We continue working on addressing
issue as part of the installation of new
system.
Commission the notaries(1 Strategic Initiative)
As part of the ongoing program to
increase notaries in underserved
areas, ONCA is reaching out to
MOLA and MOAPIA to work with
their stakeholders in their
communities. Once the office has
been computerized and
automated we will be able to sort
the notaries by Ward and
communities to provide more
detailed data of where notaries
are needed. This will allow us to
target communities and work with
the members of the Council.
0-24% The office is taking a difference
approach on this initiative.
The office is taking a difference
approach on this initiative.
DC Democracy Grant(1 Strategic Initiative)
Continue to work with the Office
of Partnerships and Grant Services
to award organizations that
proposed fresh ideas to advance
full democracy for our residents.
Complete We received positive feedback from
applicants. The RFA was issued at the
beginning of fiscal year, allowed the
applicants more time to plan and
execute their programs.
Manage District government records(1 Strategic Initiative)
The Office of Public Records will
bring expanded access to the
finding aids of the Archives
collections to our researchers by
locating and posting online all
known finding aids to the
Archives’ non-genealogical
accessions. This initiative will
facilitate use of our historical
records and enhance the value of
the Office of Public Records to the
District government, to the
community of historians, and to
residents of the District as a whole.
75-99% All known finding aids have been
scanned, and most posted online. The
remaining finding aids were not
posted due to technical difficulties,
but will be posted over the next
quarter.
Technical difficulties prevented a
fraction of the finding aids being
posted, but we are working on
resolving those technical difficulties in
order to complete the initiative during
Q1 of FY20.
Publish the DC Register and the DC Municipal Regulations(2 Strategic initiatives)
During FY 2018, ODAI launched a
new version of its website,
DCRegs. During the remainder of
FY 2018 and FY 2019, ODAI will
review the functionality of the
website and where necessary
suggest revisions or adjustments
to OCTO. ODAI will also review
the website to determine how its
functionalities can be revised to
allow a more efficient publication
and codification process.
25-49% DCRegs is comprised of several
operational modules: Login;
Registration and Publish Charter
School User main menu; Agency User
menu; Council User main menu; and,
ODAI Main User main menu. We have
completed the Login; Registration
and Publish Charter School User main
menu modules and we are currently
reviewing the Agency User menu
module. We have not completed the
evaluation work because this work is
very time consuming and must be
done while performing the main
responsibilities of the Office, the
publication of the District of Columbia
Register.
DCRegs is comprised of several
operational modules: Login;
Registration and Publish Charter
School User main menu; Agency User
menu; Council User main menu; and,
ODAI Main User main menu. We have
completed the Login; Registration and
Publish Charter School User main
menu modules and we are currently
reviewing the Agency User menu
module. We have not completed the
evaluation work because this work is
very time consuming and must be
done while performing the main
responsibilities of the Office, the
publication of the District of Columbia
Register.
During FY 2018 and FY 2019,
ODAI will develop a method to
electronically authenticate the
District of Columbia Register and
the District of Columbia Municipal
Regulations. The completion of
this Initiative will depend upon the
availability of funds.
0-24% Lack of resources to begin this
initiative
Lack of resources to begin this
initiative
Serve as liaison with diplomatic community in DC(1 Strategic Initiative)
Strategic
Initiative
Title
Strategic Initiative
Description
Completion
to Date
Status Update Explanation for Incomplete
Initiative
Computerizing
the ONCA
Office
Increasing
Notaries in
Underserved
Areas
Award
organizations
that proposed
fresh ideas to
advance full
democracy
Enhance
researcher
knowledge of
Archives
collections.
DCRegs
Website
Review and
Technical
Adjustments.
Legal Materials
Authentication.
The Mayor will host an inaugural
reception of appreciation for the
diplomatic/international corps in
DC. This will be held at the John A
Wilson Building as a tribute to the
presence of the corps in DC and
their contribution to the fabric of
our city. This is will the first time a
Mayor has held such an event.
Complete We had a successful and well attended
event. We also received a very
positive feedback.
Strategic
Initiative
Title
Strategic Initiative
Description
Completion
to Date
Status Update Explanation for Incomplete
Initiative
Inaugural
Mayoral
Appreciation
Reception to
acknowledge
presence of
diplomatic
community in
DC
