• Decrease font size
  • Return font size to normal
  • Increase font size
U.S. Department of Health and Human Services

About FDA

  • Print
  • Share
  • E-mail

SMG 2240.3

FDA STAFF MANUAL GUIDES, VOLUME III - GENERAL ADMINISTRATION

ADMINISTRATIVE SERVICES

OFFICE SERVICES

CUSTODY AND USE OF THE DEPARTMENT SEAL AND USE OF FACSIMILES OF THE SEAL AND THE DEPARTMENT'S LOGO

Transmittal Number 97-06 -- Date: 11/04/1996

[PDF Version]

 1. Purpose
 2. Definition
 3. Uses of the Department Seal, Facsimiles of the Seal, and the Department Logo
 4. Custody of the Seal
 

Attachment A - Approved Format for Cover Sheet for Documents to be Certified as True Copies

1. PURPOSE 

This Guide provides policy and procedures concerning custody and use of the official Seal of the Department of Health and Human Services and use of facsimiles of the Seal and the Department's Logo.

2. DEFINITIONS 

For the purpose of this Guide, the following definitions will apply.

1. Department Seal. The engraved likeness of the DHHS Seal used to create a raised impression on documents. The following is a facsimile of the Department Seal.

HHS Seal

2. Seal Press. The equipment or instrument, containing the engraved likeness of the Seal, which is used to make the raised impression on the surface of the document.

3. Facsimile of the Department Seal. A likeness of the Seal reproduced by any method other than impressing.

4. Department Logo. The official emblem of the Department. The following is a facsimile of the Department Logo.

HHS Logo

3. USE OF THE DEPARTMENT SEAL, FACSIMILES OF THE SEAL, AND THE DEPARTMENT LOGO

A. Seal. The Seal will be impressed only upon written authority of one of the officials designated in Staff Manual Guide FDA 1415.3, Authority to Certify True Copies and Use of Department Seal. It may be used to certify that a document is a true copy of a document on file in FDA and may also be used on agreements, awards, citations, and similar documents. All requests for exceptions must be forwarded to the Associate Commissioner for Management. Officials requesting certification of a document to be a true copy of a document on file in the Department must prepare a cover sheet on letterhead stationery. The cover sheet must:

1. Be typed in the approved format (see Attachment A).

2. Fully identify the material to be certified.

3. Be signed by an official authorized to certify true copies prior to submission for impression of the Seal.

B. Facsimiles of the Seal. A facsimile of the Department Seal may be used on inspectors' credentials, ID cards, building passes, forms, awards (service pins, cuff links, plaques, etc.), documents such as citations and certificates, signs on office doors of field facilities, parking permits, and parking stickers.

C. Logo. The Department Logo may be used for printing purposes (stationery, publications, posters, flyers, booklets, periodicals, etc.), and on exhibits and other public affairs related materials.

4. CUSTODY OF THE SEAL 

A. Seal presses must remain in the custody of officials authorized to certify true copies or in the custody of the person or activity in their organization designated as custodian of the Seal.

B. Each authorized official must supply the custodian of his/her seal with a specimen of his/her signature.

C. Seal presses must be kept in a secured area, locked file, or safe, when not in use.

D. At Headquarters the designated custodians of the Seal are the Chief, Records Section (HFA-224), Parklawn, and the Chief, Metropolitan Office Services Section (HFA-216), FB-8. Seal presses are also located in FDA regional and district offices.