Ombudsman Matter Management System (OMMS) Submission Form

Forms and Documents

Forms and supporting documents for this ICR

Document	Type	Status	Availability
Form 3235-0748 OMMS Form	Form	Modified	Available
Form OMMS OMMS Submisssion Form	Form and Instruction	Modified	Available
Form OMMS Form OMMS Form	Form	Modified	Available
Form OMMS Form Ombudsman Matter Management System (OMMS)	Form	Modified	Repair queued
3235-0748.pdf	Supplementary Document	Uploaded 2023-04-27	Repair queued
3235-0748.pdf	Supplementary Document	Uploaded 2023-04-27	Repair queued
OMMS Form TABLE 2 for Supporting Statement (Feb 2023 FINAL).docx	Supporting Statement B	Uploaded 2023-03-23	Repair queued
Emergency Request Memo Dec 6 2022 OMMS SIGNED dlb.pdf	Supplementary Document	Uploaded 2022-12-08	Repair queued
SUPPORTING STATEMENT OMMS Form (Feb 2023 FINAL).docx	Supporting Statement A	Uploaded 2023-03-23	Repair queued

IC Document Collections

Information collection document groups

IC ID	Collection	Type	Status	Form
222733	Ombudsman Matter Management System (OMMS)	Form	Modified	OMMS Form
222733	Ombudsman Matter Management System (OMMS)	Form and Instruction	Modified	OMMS Submisssion Form
222733	Ombudsman Matter Management System (OMMS)	Form	Modified	OMMS Form
222733	Ombudsman Matter Management System (OMMS)	Form	Modified

ICR Details

OMB Control No: 3235-0748	ICR Reference No: 202303-3235-038
Status: Historical Active	Previous ICR Reference No: 202212-3235-005
Agency/Subagency: SEC	Agency Tracking No: OIA-270-797
Title: Ombudsman Matter Management System (OMMS) Submission Form
Type of Information Collection: Extension without change of a currently approved collection	Common Form ICR:  No
Type of Review Request: Regular
OIRA Conclusion Action: Approved without change	Conclusion Date: 06/27/2023
Retrieve Notice of Action (NOA)	Date Received in OIRA: 04/27/2023
Terms of Clearance:

table that charts list comparision

	Inventory as of this Action	Requested	Previously Approved
Expiration Date	06/30/2026	36 Months From Approved	06/30/2023
Responses	1,500	0	800
Time Burden (Hours)	750	0	400
Cost Burden (Dollars)	0	0	0

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Abstract: In 2017, the Securities and Exchange Commission (“Commission”) introduced the Ombudsman Matter Management System (“OMMS”), an electronic data collection system for the receipt, collection and analysis of inquiries, complaints, and recommendations from retail investors directed to the SEC Ombudsman and the Office of the Investor Advocate. Section 4(g)(8) of the Securities Exchange Act of 1934 (Exchange Act), 15 U.S.C. § 78d(g)(8) requires the SEC Ombudsman to (i) act as a liaison between the Commission and any retail investor in resolving problems that retail investors may have with the Commission or with self-regulatory organizations (“SROs”); (ii) review and make recommendations regarding policies and procedures to encourage persons to present questions to the Investor Advocate regarding compliance with the securities laws; and (iii) establish safeguards to maintain the confidentiality of communications between the persons described in clause (ii) and the Ombudsman. In addition, Section 4(g)(8) of the Securities Exchange Act of 1934 (Exchange Act), 15 U.S.C. § 78d(g)(8) requires the Ombudsman to submit a semi-annual report to the Investor Advocate describing the activities and evaluating the effectiveness of the Ombudsman during the preceding year. Prior to 2017, the Ombudsman utilized a manual system to input investor inquiries and concerns, track staff responses, and analyze data and trends. This process was time-intensive and not optimally efficient. To address these challenges, the Commission retained consultants to build an electronic record-keeping system. The result was OMMS, which was launched for internal use by SEC staff in 2017. OMMS was designed to automate the information collection and management process, centralize records and related information in a single system, and increase the efficiency with which the staff can access and use that information. OMMS uses a web-based form (the “OMMS Form”) to guide the user through a series of basic questions, pre-populated lists, and fillable input fields specifically tailored to elicit information concerning matters within the scope of the Ombudsman’s function. The OMMS Form, which was made available to the public for use in September 2017, requests detailed contact information to enhance efficient communication with users and provides an electronic attachment feature for users to upload and submit related documents for staff review. The Commission records and provides user feedback to its consultants, as necessary, in an effort to improve subsequent iterations of OMMS and the OMMS Form.

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Authorizing Statute(s): PL: Pub.L. 11 - 203 919D Name of Law: -Frank Wall Street Reform and Consumer Protection Act of 2010
  

Citations for New Statutory Requirements: PL: Pub.L. 111 - 203 919D Name of Law: Dodd-Frank Wall Street Reform and Consumer Protection Act

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Associated Rulemaking Information
RIN:	Stage of Rulemaking:	Federal Register Citation:	Date:
	Not associated with rulemaking

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Federal Register Notices & Comments
60-day Notice:	Federal Register Citation:	Citation Date:
	88 FR 9929	02/15/2023
30-day Notice:	Federal Register Citation:	Citation Date:
	88 FR 24645	04/21/2023
Did the Agency receive public comments on this ICR? No

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Number of Information Collection (IC) in this ICR: 1

table that charts list of burden

IC Title	Form No.	Form Name
Ombudsman Matter Management System (OMMS)	OMMS, OMMS Form, 3235-0748	OMMS Form ,   OMMS Submisssion Form ,   OMMS Form

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ICR Summary of Burden

table that charts list of burden

	Total Approved	Previously Approved	Change Due to New Statute	Change Due to Agency Discretion	Change Due to Adjustment in Estimate	Change Due to Potential Violation of the PRA
Annual Number of Responses	1,500	800	0	0	700	0
Annual Time Burden (Hours)	750	400	0	0	350	0
Annual Cost Burden (Dollars)	0	0	0	0	0	0

Burden increases because of Program Change due to Agency Discretion: No

Burden Increase Due to:

Burden decreases because of Program Change due to Agency Discretion: No

Burden Reduction Due to:

Short Statement: Our estimate of 1500 responses is based on our year–to-date data for FY2022 that shows we have received over 1500 responses via the OMMS Form as of September 30, 2022, an increase of over 700 OMMS Form responses since 2019. We believe the increase in OMMS Form responses from FY2019 is largely due to the heightened visibility of the Ombudsman Office and the services it provides. This heightened visibility is likely caused, in part, by placement of a link to the Ombudsman website and the OMMS Form on the SEC homepage and on social media channels in FY2019, referrals to the Ombudsman Office among retail investors, and a general rise in the public’s awareness of the Ombudsman function and the OMMS Form.

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Annual Cost to Federal Government: $1,395,000

Does this IC contain surveys, censuses, or employ statistical methods? No

Does this ICR request any personally identifiable information (see OMB Circular No. A-130 for an explanation of this term)? Please consult with your agency's privacy program when making this determination.     Yes

Does this ICR include a form that requires a Privacy Act Statement (see 5 U.S.C. §552a(e)(3))? Please consult with your agency's privacy program when making this determination.     Yes

Is this ICR related to the Affordable Care Act [Pub. L. 111-148 & 111-152]? No

Is this ICR related to the Dodd-Frank Wall Street Reform and Consumer Protection Act, [Pub. L. 111-203]? Yes

Is this ICR related to the American Recovery and Reinvestment Act of 2009 (ARRA)? No

Is this ICR related to the Pandemic Response? No

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Common Form ICR:  No

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On behalf of this Federal agency, I certify that the collection of information encompassed by this request complies with 5 CFR 1320.9 and the related provisions of 5 CFR 1320.8(b)(3).

The following is a summary of the topics, regarding the proposed collection of information, that the certification covers:

(a) It is necessary for the proper performance of agency functions;

(b) It avoids unnecessary duplication;

(c) It reduces burden on small entities;

(d) It uses plain, coherent, and unambiguous language that is understandable to respondents;

(e) Its implementation will be consistent and compatible with current reporting and recordkeeping practices;

(f) It indicates the retention periods for recordkeeping requirements;

(g) It informs respondents of the information called for under 5 CFR 1320.8 (b)(3) about:

(i) Why the information is being collected;

(ii) Use of information;

(iii) Burden estimate;

(iv) Nature of response (voluntary, required for a benefit, or mandatory);

(v) Nature and extent of confidentiality; and

(vi) Need to display currently valid OMB control number;

(h) It was developed by an office that has planned and allocated resources for the efficient and effective management and use of the information to be collected.

(i) It uses effective and efficient statistical survey methodology (if applicable); and

(j) It makes appropriate use of information technology.

If you are unable to certify compliance with any of these provisions, identify the item by leaving the box unchecked and explain the reason in the Supporting Statement.

Certification Date: 04/27/2023

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