IM OSQI 2024-01 Derogatory and (or) Offensive Words, Names, and Phrases in USGS Information Products

Issuance Number:         IM OSQI 2024-01

Subject:                           Derogatory and (or) Offensive Words, Names, and Phrases in USGS

                                          Information Products

Issuance Date:                09/29/2024

Expiration Date:            Retain until superseded.

Responsible Office:       Office of Science Quality and Integrity

Instruction:                     This is a new Survey Manual (SM) Instructional Memorandum (IM). 

Approving Official:       David Applegate

                                          Director, U.S. Geological Survey

1.    Purpose and Scope.  

   A.  This IM describes U.S. Geological Survey (USGS) requirements for addressing derogatory and (or) offensive words, names, and phrases (hereafter referred to collectively as “derogatory words”) in USGS-authored information products (IPs), including but not limited to those defined in SM 502.1 and described in SM 1100.3 and SM 1100.4. 

   B.  This policy applies to previously published USGS series and other IPs, and USGS-authored outside (external) scientific IPs as derogatory words.

   C.  This policy also applies to future IPs to ensure to the extent possible that USGS-authored IPs are free of derogatory words before release. 

   D.  Guidance for addressing geographic, geologic unit, and (or) species names that may contain derogatory words and appear in USGS IPs is in section 4. 

   2.    Authority/Background.  The USGS has a long history of publishing scientific IPs dating back to 1879.  To date, there are more than 170,000 IPs available through the USGS Publications Warehouse as well as many IPs housed in other repositories.  Viewpoints and perceptions regarding which words may be considered derogatory vary among individuals and communities and can change over time.  The USGS recognizes the need to appropriately address and mitigate the presence of such words in USGS IPs.  The U.S. Board on Geographic Names (BGN) establishes and follows long-standing practices pertaining to the naming of physical geographic features (natural features, unincorporated populated places, canals, and reservoirs only) that appear on Federal map products.  The Department of the Interior (DOI) issued two Secretary’s Orders (SO)—SO 3404 and SO 3405—that address derogatory geographic names and removal of one specific derogatory word from Federal usage and the BGN provides additional guidance related to these DOI SOs.  The Bureau will consider these and other resources such as these in addressing derogatory words in USGS IPs in support of the Bureau’s efforts to advance diversity, equity, inclusion, and accessibility.

   3.    References.

   A.  SM Part 502 - USGS Fundamental Science Practices Policies

   B.  SM Part 1100 - USGS Publishing Policies

   C.  SM 205.18, Authority to Approve Information Products

   D.  SM 431.1, Records Management Roles and Responsibilities

   E.  SM 500.5, Policy on the Release of Information to the News Media

   F.  SM 500.25, Scientific Integrity

   G.  USGS Fundamental Science Practices (website)

   H.  USGS Publications Warehouse (website)

   I.  USGS Board on Geographic Names (website)

   J.  Resources Related to Derogatory and (or) Offensive Words, Names, and Phrases in USGS Information Products

   4.    Policy.  The USGS is committed to addressing derogatory words in its publications as they are found. This commitment includes the steps to prevent the use of derogatory words in future IPs. The Bureau currently does not require a systematic search of previously published IPs for derogatory and (or) offensive terms but will respond in accordance with this IM when a concern about such words is brought to the attention of the USGS to consider for action.  Because there are many previously published IPs in print form that exist in various worldwide libraries and collections, it is not feasible for the Bureau to withdraw these print versions.  However, derogatory words, as they are found, will be either replaced or partially redacted in digital versions of previously published IPs, which include but are not limited to scanned (raster) documents and native digital files.  The first choice is to replace a word, for example with a BGN-adopted replacement word.  The second choice is to partial redact the word.  The USGS has determined that fully redacting a word from a previously published IP could affect research validity or limit the ability of the public to locate historical scientific information on certain topics.  The USGS recognizes that leaving such words fully intact, even in the name of science, may perpetuate the harm they cause, thus the decision to partially redact derogatory words is adopted by the Bureau.  Each derogatory word will require a different redaction approach to ensure maximum discoverability in a search.  Refer to section 5 and section 6 for the required redaction methods, processes, and disclaimer statements.  Once a replacement for a derogatory word has been officially adopted (for example, by the BGN) then the replacement word will be documented in the metadata for purposes of discoverability.  Efforts to ensure derogatory words do not appear in future IPs must be undertaken by all those involved in the development, review, approval, and release of new USGS IPs as described in SM 502.4, Fundamental Science Practices: Review, Approval, and Release of Information Products.

   (1)  The USGS will use the internal Resources Related to Derogatory and (or) Offensive Words, Names, and Phrases in USGS Information Products as guidance for identifying derogatory words in previously published and future IPs.

   (2)  Derogatory domestic geographic-related words found on USGS topographic maps are under BGN authority and will be addressed in accordance with BGN requirements.  In cases where the USGS receives a concern about derogatory domestic geographic-related words in an IP including on a basemap (refer to section 4.A.(5) and the BGN has not yet addressed such words, the USGS will follow the derogatory word redaction method outlined in section 5 and section 6 in consultation with the BGN.  

   (3)  The USGS will follow guidance from the National Geospatial-Intelligence Agency’s Geographic Names Server for foreign geographic-related words.

   (4)  If a derogatory word is found within geologic unit name in a previously published geologic map or other thematic map, the accepted replacement name will be applied to the digital version(s) of the map.  If there is no known replacement name, follow the process for partial redaction and a disclaimer placement described in section 5.  If a derogatory word in a geologic unit name appears in a previously published non map IP or accompanying map pamphlet, the accepted replacement name will be applied to the digital version.  For future geologic and other thematic maps, derogatory words in geologic unit names will be replaced according to procedures described in the North American Stratigraphic Code and in the interim, until a word is officially changed, the USGS will follow the derogatory word redaction method described in section 6.  If there is no known replacement name, follow the process for partial redaction and disclaimer placement described in section 6.  

   (5)  Derogatory words found in basemaps used in geologic and other thematic maps will be updated or partially redacted or updated where feasible in the digital file and in the geodatabase file and the metadata.  If the basemap is a USGS topographic map (refer to section 4.A.(2).  If the basemap is a non USGS product, and partial redaction is not possible, authors will place a disclaimer statement (refer to section 5.E) on the digital file and add a link to the disclaimer statement in the geodatabase metadata indicating the presence of a derogatory word that will be updated or partially redacted during the next revision of the map.

   (6)  If derogatory scientific or common species names are found, the USGS Ecosystems Mission Area will aid in identifying the appropriate naming authority for authors to consult for guidance on name changes. The USGS will follow the derogatory word redaction method outlined in section 5 and section 6.

   (7)  For addressing derogatory words in other disciplines, the author will consult the appropriate USGS mission area and or the FSPAC to assist in identifying the relevant authority to follow.

   (8)  Contact the USGS Office of Tribal Relations for guidance on addressing derogatory word pertains to Indigenous persons (for example, Native Americans, Alaska Natives, or Native Hawaiians) or to Tribes.

   (9)  The USGS will establish and maintain a Bureau change register to log all word changes and partial redactions for both USGS series and external IPs (refer to sections 7.C and 7.D). 

   (10)  The three disclaimers referred in sections 5 and section 6 will be posted on the USGS Liability webpage.

   (a)  The USGS will provide internal guidance in the form of the Resources Related to Derogatory and (or) Offensive Words, Names, and Phrases in USGS Information Products to aid in identifying derogatory words.  This guidance will be used to evaluate words in previously published IPs found by USGS employees and others such as the general public to determine if action should be taken.  For future USGS series and external IPs, all involved in the development, review, and approval of the IP have a responsibility role to ensure such words are not used (refer to section 7). 

   5.    Processes for Addressing Derogatory Words in Previously Published USGS IPs: Making Partial Redactions and Placing Disclaimer Statements.  In addressing derogatory words, the overall approach to partial redaction is the use of a combination of letters that will ensure optimum discoverability.  The partial redaction will be done through a series of underscores (for example, “sq__w”).  For consistency, the same redaction approach should be used for the same word.  There are two types of disclaimers that apply to previously published IPs—one where a word is found in a USGS series IP and another one if a word is found in a non USGS product that is used in a USGS series IP (for example a base map as described in section 4.A.(5).  The processes for addressing such words include:

   A.  If a derogatory word is found in a previously published USGS series IP (refer to SM 1100.3), the originating author or science center of the IP will coordinate with the USGS Science Publishing Network (SPN) who will partially redact the word.  The SPN will place the disclaimer statement in section 5.D to the inside cover of the series IP and to the Publications Warehouse landing web page.  For USGS series IPs without a cover, the statement will be placed only on the landing web page.

   B.  If a derogatory word is found in a previously published USGS-authored externally released IP (refer to SM 1100.4), such as a journal or a cooperator, contact the Publications Warehouse staff who will add the disclaimer statement shown in section 5.D to the Publications Warehouse landing web page for the IP.  The USGS does not own the rights to modify USGS-authored IPs that are published by an external entity, however, the USGS author or science center staff in the author’s originating office should request in writing that the publisher partially redact the derogatory word and offer the statement in section 5.D and a link to statement that appears on the USGS Liability webpage for the publisher to consider including as they deem appropriate.  In addition, the Bureau approved or accepted manuscript for the external IPs should be updated to reflect any partial redactions of derogatory words.  If the approved or accepted manuscript for external IP has been archived by USGS, Help Desk staff for the internal Information Product Data System (IPDS) can upon request make it available to the author or science center for partial redaction.

   C.  If a derogatory word is found in other previously published USGS IPs such as a data release (refer to SM 502.8) or software release (refer to IM OSQI 2019-01), the author, data manager, or science center staff will take action to update the data or software release and (or) their metadata to partially redact the word.

   D.  Use the following disclaimer statement to advise the reader that a derogatory word has been redacted from a previously published USGS IP.  For previously published series, the disclaimer is placed in two locations as (described in section 5.A and placed in one location for previously published external IPs (as described in section 5.B):

   “The USGS makes every effort to ensure that derogatory and (or) offensive words, names, and phrases are not used in its information products.  The USGS recognizes that full redaction of such language can affect research validity and (or) limit the ability of the public to locate previously published scientific information.  A derogatory and (or) offensive word, name, or phrase identified in this information product as not meeting current Bureau standards has been partially redacted and the USGS alerts the reader to this modification.  If a reader has questions or concerns, they may contact the USGS Fundamental Science Practices Advisory Council (FSPAC) who will review the concern.”

   E.   Use the following disclaimer statement for a non-USGS product (such as a basemap) that has a derogatory word and is used in a USGS IP for which partial redaction or replacement is not possible.  This disclaimer statement will be placed on the USGS IP and the Publications Warehouse landing web page for the USGS IP.

   "This USGS [insert information product type] incorporates non-USGS content that contains a derogatory and (or) offensive word, name, or phrase that is not possible for the USGS to partially redact or replace."

   6.    Processes for Addressing Derogatory Words in Future USGS IPs: Making Partial Redactions and Placing Disclaimer Statements.  The goal is to ensure derogatory words are not introduced in future USGS IPs as stated in section 4.A.

   A.  Authors and reviewers will check for derogatory words in new USGS IPs as they are being prepared for future release including checking supporting materials and non-USGS products (such as a base map).  Before the new USGS IP is published, the derogatory word should be replaced in accordance with section 4.A or partially redacted as stated in section 5.

   B.  A link to the following disclaimer statement will appear by default on the Publications Warehouse homepage where it is displayed prominently in the banner on all future USGS series IP landing web pages to inform the public that every attempt is made is ensure future USGS IPs do not contain known derogatory words: 

   “The USGS makes every effort to avoid the use of derogatory and (or) offensive words, names, and phrases in its information products.  If a reader encounters language they find derogatory or offensive, they are encouraged to contact the USGS Fundamental Science Practices Advisory Council (FSPAC) who will review the concern.”

   (1)  Future USGS series IPs.  The SPN will also place this disclaimer statement on the inside cover (if there is one) of the new IP.  For USGS series IPs without a cover, the link to the default disclaimer statement in the banner of the Publications Warehouse homepage suffices. 

   (2)  Other future USGS IPs (including data and software releases).  The author, data manager, or other science center staff will take action to update other IPs, such as a data release or software release and (or) their metadata to partially redact the word and determine if a revised IP is needed.  A link to this disclaimer will be included in the metadata. 

   (3)  Future external IPs.  The link to the default disclaimer statement in the banner of the Publications Warehouse homepage suffices since the USGS cannot require an external publisher to add a disclaimer on their IPs or webpages.  It is important that everyone involved in the development, review, and approval of external IPs ensures derogatory words are not used before manuscripts are submitted to external publishers. 

   C.  If a derogatory word is found after release, follow the instructions for previously published IPs in section 5. 

   7.    Responsibilities.  USGS employees and others working on behalf of the USGS involved in any aspect of drafting, reviewing, and (or) publishing USGS IPs are responsible for complying with the requirements of this policy.  Specific other responsibilities are included below: 

   A.  Executive Leadership Team (ELT).  ELT members endorse this policy and share their expectation for compliance with managers and staff in their respective areas and the Bureau as needed.

   B.  Fundamental Science Practices Advisory Council (FSPAC).  The FSPAC is the standing Bureau council for FSP related policy, guidance, and other implementation activities and reports to the ELT.  The FSPAC is the USGS point of contact listed in both disclaimer statements for readers to notify the USGS about any derogatory words they find in USGS IPs (refer to section 5 and section 6). The FSPAC will determine what, if any, action is needed.  For derogatory geographic words, the FSPAC will refer the concern to the BGN.  For derogatory geologic, species, and other discipline-specific words, the FSPAC will coordinate with staff in the respective USGS mission areas for guidance or advice on the proper authority to contact (refer to section 4.A. above).  The FSPAC will also collaborate with others in the USGS to maintain the internal Resources Related to Derogatory and (or) Offensive Words, Names, and Phrases in USGS Information Products to ensure those USGS employees are responsible for identifying and addressing such language have access to this resource.

   C.  Science Publishing Network (SPN).  The SPN staff in the Office of Communications and Publishing (OCAP) is the sole source for providing publishing support services for all USGS publication series and if needed for publishing support for all other Bureau information products.  The SPN and the Publications Warehouse will jointly establish and maintain a Bureau change register for IPs to document the partial redactions made by USGS.  The SPN prepares landing web pages and posts the final files for USGS series IPs to the Publications Warehouse. The SPN will also partially redact the word in the published series IP file, update the revision history for that IP, and log the change in the register.  SPN editors will refer to the internal document titled “Resources Related to Derogatory and (or) Offensive Words, Names, and Phrases in USGS Information Products” during their review of USGS series IPs and will note any word concerns for authors, supervisors, center directors, and approving officials to address.  If informed that a derogatory word is found in a previously published USGS series IP, the SPN follows the requirements stated in section 5.A.  The SPN staff will update the landing web page of USGS series IPs (refer to SM 1100.3) to apply the disclaimer statement shown in section 5.D to the landing web page and the inside cover (if there is one) of the USGS series IP.  

   D.  Publications Warehouse.  The USGS Publications Warehouse managed by staff in Core Science Systems (CSS) Mission Area is the authoritative source for release of all USGS IPs (refer to SM 502.4).  Publications Warehouse and SPN staff will jointly establish and maintain a Bureau change register for IPs to document partial redactions made by USGS.  If informed that a derogatory word is found in a previously published external IP, Publications Warehouse staff follow the requirements stated in section 5.B.  Publications Warehouse staff will update the landing web page of USGS external IPs that are served from the Publications Warehouse to apply the disclaimer statement shown in section 5.D.  Publications Warehouse staff will ensure a link to the future IPs disclaimer statement is prominently placed in the banner for all webpages to inform the public of the USGS efforts to avoid the use of derogatory words future IPs.

   E.  Bureau Approving Officials (BAOs).  BAOs in the Office of Science Quality and Integrity (OSQI) will refer to the internal “Resources Related to Derogatory and (or) Offensive Words, Names, and Phrases in USGS Information Products” if they have a concern about potentially derogatory words during their policy review and approval of future USGS series and external IPs and bring such concerns to the attention of the authors to address.  They may also collaborate with the FSPAC in maintaining the resource.  BAOs ensure that the final approved or accepted manuscript for external IPs is updated in the IPDS to reflect any partial redactions of derogatory words in previously published IPs.

   F.  Center Directors.  Center Directors (or their designees) will refer to the Bureau’s internal “Resources Related to Derogatory and (or) Offensive Words, Names, and Phrases in USGS Information Products” during their approval if they have a concern about a potentially derogatory word in future USGS series and external IPs.  They ensure supervisors and authors in their organizational units follow the requirements of this policy.  Center Directors (or their designees) must be informed if a derogatory word is found in a previously published IP, future IP, or webpage approved at the Center level.  They also ensure action is taken, including that the final approved or accepted manuscripts in the IPDS reflect any partial redactions for IPs published by a current or former Center employee as described in section 5 above. 

   G.  Supervisors. Supervisors will refer to the Bureau’s internal “Resources Related to Derogatory and (or) Offensive Words, Names, and Phrases in USGS Information Products” if they have a concern about potentially derogatory words in future USGS series and external IPs by authors they supervise.  Supervisors inform their Center Director if a derogatory word is found in a previously published or future IP and ensure action is taken if a derogatory word is found in any IP published by authors they supervise.  Supervisors also ensure the disclaimer statement in section 5.D. above is applied to Center web pages where a derogatory word has been redacted.  They also ensure the partial redaction is reported to the SPN or Publications Warehouse staff, who will log it in the Bureau change register.

   H.  Authors.  USGS authors must take action if they become aware that a derogatory word is used in an IP they previously published (refer to section 5 above).  Authors use the internal “Resources Related to Derogatory and (or) Offensive Words, Names, and Phrases in USGS Information Products” to ensure words identified are not included in their future IPs (refer to section 6 above).  They consult with their supervisor for awareness and guidance.  They also consult with their approving officials for guidance related to updating the IPDS record for the final approved or accepted manuscript for external IPs to reflect any partial redactions of derogatory words.  The author (or other staff in the originating science center) requests in writing that the external publisher partially redact the derogatory word used in previously published external IPs and ensures the Bureau approved or accepted manuscript for the external IP is updated to reflect any partial redactions (refer to section 5 above). Authors also ensure web pages they develop apply the disclaimer statement shown in section 5.D. above is applied to Center web pages they manage where a derogatory word has been redacted.  They also report the partial redaction to the SPN or Publications Warehouse staff, who will log it in the Bureau change register.

   I.  Data and Software Managers and Reviewers.  Data and software managers and reviewers ensure that data and software and their descriptive metadata do not contain derogatory words, inform authors of the presence of such words, and document in their review that the author must take action.  The data and software manager and reviewers (or other staff in the originating science center) request in writing that the owner of the data or software repository partially redact a derogatory word used in previously published data and (or) software.  They also ensure the disclaimer statement shown in section 5.D. above is applied to the USGS-owned repository landing page for the data or software.  They also report the partial redaction to the SPN or Publications Warehouse staff, who will log it in the Bureau change register. 

   J.  Science Information Services.  Science Information Services staff in the OCAP is responsible for forwarding inquiries received from the public regarding derogatory words to the FSPAC (gs_fspac@usgs.gov) for action.

   K.  U.S. Board on Geographic Names (BGN).  BGN staff in the CSS Mission Area is responsible for addressing derogatory words pertaining to the naming of physical geographic features (natural features, unincorporated populated places, canals, and reservoirs only) that appear on Federal mapping products, which are often used as base maps in USGS series IPs.  The BGN will provide guidance to SPN editors, Center staff, approving officials, and others in the Bureau about actions to be taken regarding potential derogatory words found on Federal mapping products that are used as base maps in USGS series and external IPs.

   L.  Office of Science Quality and Integrity (OSQI) and the Office of Diversity and Equal Opportunity (DEO).  The OSQI maintains this IM policy and jointly provides oversight with the DEO.  The OSQI and DEO will consult with the FSPAC, and others as needed to ensure requirements in the IM are appropriately addressed.