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DIRECTIVES TRANSMITTAL Number 560.005
EEOC

2/14/1992

SUBJECT: CERTIFICATION OF COMMISSION DOCUMENTS

PURPOSE: This transmittal covers revision of EEOC Order 661, which prescribes procedures for certifying Commission documents. The revisions amend the Order to reflect the Commission's current organizational structure.

EFFECTIVE DATE: February 14, 1992.

DISTRIBUTION: W.

OBSOLETE DATA AND FILING INSTRUCTIONS: EEOC Order 661, dated 11-5-79, is obsolete and should be removed from the directives binder and destroyed. Replace with the attached new Order 630.001.

_________________
Thomasina V. Rogers
Legal Counsel

CERTIFICATION OF COMMISSION DOCUMENTS

Equal Employment Opportunity Commission
Office of Legal Counsel

1. SUBJECT. CERTIFICATION OF COMMISSION DOCUMENTS

2. PURPOSE.This Order prescribes the procedures by which Commission documents can be certified for admission into evidence pursuant to rules for authenticating copies of official records of Federal agencies. The procedures will assist compliance with Rule 44(a), Federal Rules of Civil Procedure, and 28 U.S.C. secs. 1732-33.

3. EFFECTIVE DATE. February 14, 1992.

4. ORIGINATOR. Office of Legal Counsel.

5. RESPONSIBILITIES.

  1. The Executive Officer of the Executive Secretariat, who is Custodian of the Commission Seal and Validating Officer for Commission records maintained at Headquarters, will verify and certify all documents maintained at Headquarters that are to be submitted into evidence pursuant to rules for authenticating copies of official records of Federal agencies.
  2. District Directors will, when necessary, certify that a submitted document is a true copy of a Commission document within their custody, such certification to carry the name and full title of the certifying official and to be supported by a declaration under penalty of perjury or a notarized signature. This action will generally achieve compliance with Rule 44(a) of the Federal Rules of Civil Procedure and 28 U.S.C. secs. 1732-33. If additional authentication by Commission Seal is required of any document(s) in the custody of a District Director, the document and the accompanying certification will be forwarded to the Executive Secretariat for affixation of the Commission Seal.
  3. Where District Directors have appointed Deputy District Directors to act in their absence as District Directors, Deputy District Directors are authorized to certify Commission documents in accordance with the procedure described in (b) above.
  4. All other field Office Directors are hereby authorized to certify that a submitted document, which is located in the office that they direct, is a true copy of a Commission document within their custody, such certification to carry the name and full title of the certifying official and to be supported by a declaration under penalty of perjury or a notarized signature. If additional authentication by Commission Seal is required of any document(s) in their custody, the document and the accompanying certification will be forwarded to Executive Secretariat for affixation of the Commission Seal.

6.OBSOLETE DATA.

This Order supersedes EEOC Order No. 661, dated November 5, 1979, which should be removed from directives reference sets and destroyed.