Some defense contractors may wish to
substitute this version for the existing file on the same subject. It was
developed by a defense contractor that wanted to incorporate portions of its own
security procedure handbook into this Security Guide. This version
has more specific information, but it does not apply to all organizations. If
you use this version, check to make certain all the links at bottom of page are
still working after the change.
All classified material in
possession of the Company must be safeguarded at all times to prevent loss
or compromise and unauthorized disclosure, dissemination, or duplication.
This includes all classified material used or developed in connection with
a classified contract; all aspects of pre-contract activity, including preparation
of bids and proposals; and all aspects of post-contract activity.
Security is a continuing individual
responsibility. Each individual who has possession or knowledge of an item
of classified material has the following responsibilities:
Unauthorized disclosure of classified
material violates Department of Defense regulations and contractual obligations,
and is punishable under the provisions of Federal Criminal Statutes or
Company policies and procedures.
The individual must determine
whether a prospective recipient is an authorized person.
He must advise the recipient
of the classification of the information disclosed, whether or not the
classification is obvious.
As an approved custodian or
user of classified information, you are responsible for the protection
and control of this information. Your security officer will brief you on
the rules for handling classified information. Here are some of the standard
Classified information that is
not safeguarded in an approved security container shall be constantly under
the control of a person having the proper security clearance and need-to-know.
An end-of-day security check should ensure that all classified material
is properly secured before closing for the night.
Classified material must be identified
as being classified (i.e., by use of classified material cover sheets,
Cover, turn face down, or place
classified material in a Government approved storage container when unauthorized
persons are present.
During preparation, drawings
containing classified information may be left on the drawing board during
brief absences and during the lunch period provided they are covered and
left under the personal control and constant surveillance on an authorized
Regraded material, until the
regrading markings actually are made by proper authority, shall be safeguarded
in the prescribed manner for the level of classification appearing thereon.
|If you find classified
material left unattended (for example, left in a rest room, on a desk,
or in an open repository), it is your responsibility to ensure that the
material is properly protected. Stay with the classified material and notify
the security office. If this is not possible, take the documents or other
material to the security office, a supervisor, or another person authorized
access to that information, or, if necessary, lock the material in your
own safe overnight.
Classified material shall
not be taken home, and you must not work on classified material at home.
Classified information shall
not be disposed of in the waste basket. It must be placed in a designated
container for an approved method of destruction such as shredding or burning.
Classified working papers
such as notes and rough drafts should be dated when created, marked with
the overall classification and with the annotation "Working Papers," and
disposed of with other classified waste when no longer needed.
Classified information must
not be discussed in public places, in the presence of unauthorized individuals,
or at a location other than U.S. Government cleared facilities or facilities
specifically approved for classified conferences, meetings, or seminars
by the U.S. Government.
Top Secret information is
subject to continuing accountability. Top Secret control officials
are designated to receive, transmit, and maintain access and accountability
records for Top Secret information. When information is transmitted
from one Top Secret control official to another, the receipt is recorded
and a receipt is returned to the sending official. Each item of Top
Secret material is numbered in series, and each copy is also numbered.
The Company maintains a DoD
classified material control station.
Any incoming, outgoing, and
Company-generated classified document or material falling under DSS cognizance
is entered into the SIMS Classified Documents and Materials database. After
entry, a hard copy of this record is printed and filed into the Classified
Material Control Log. Each document or item entered in this log is assigned
and marked with a sequential serial number such as the following: 99-S-001-1.
Broken down, this control number indicates the year this material was received
or generated (1999), the classification level (S - SECRET), the sequential
number for that item during the year (001 - first for 1999), and the copy
number (1). This material is controlled within the facility by a continuous
of Classified Material
Classified material generated
at our company will be entered into accountability upon the
initial write-up of working papers, notes, drafts, drawings, AIS media,
or other material. However, this does not mean that a blank notebook or
other medium will be brought into accountability prior to classified information
being applied. This applies to text or data that actually exists whether
on paper, in software, or other record.
At a minimum, the following types of classified
material require the following:
Papers" or Drafts: Require date when created and must be marked with its overall classification,
with any warning applicable, and with the annotation "WORKING PAPERS".
The other markings required for finished documents are not required for
Working Papers. However, use of portion markings is encouraged during
preparation to aid in applying proper markings to the finished product.
AIS Material: Each piece of storage media will be identified
by the Project or contract number and a general description of the information
contained. Separate projects will not be resident on the same floppy or
other storage media.
Other Material: Confidential, Secret, or Top
Secret material, in other than documentary form, is entered into the accountability
system when classified information is actually formulated. Identifying
data, such as the Project or contract number, and a general description
of the information, must be applied if possible.
Incorporation of Classified Material: When a classified document or
other material is disassembled, joined to, incorporated, or made a part
of another classified item, or a new classified item is created, accountability
is established, terminated, or adjusted, as appropriate. Incorporation will be performed
only by the Security Administrator so that the accountability records can
be properly posted.
Classified information is
reproduced only when authorized and only through the Security Administrator.
The following rules apply:
All reproductions will be monitored
or performed by Security personnel.
Reproductions will be accomplished
only on equipment designated by Security for such purpose. Rules governing
the use of such equipment are posted near the equipment. Warnings prohibiting
reproduction of classified material are also posted on or near equipment
used only for unclassified material.
During the layout, composition,
and bindery stages of the reproduction, controls are established to deny
unauthorized personnel access to the immediate area in which such work
is being performed. Such controls will consist of sign postings and visual
Reproductions will be limited
to the minimum number of copies needed to meet operational requirements.
Reproductions will be safeguarded
as required for the level of information involved.
Classified waste, spoilage or
overruns will be returned to Security for property control and disposal.
Reproductions will be destroyed by approved methods of
destruction after they have served their purpose .
All classified material (including
copies and reproductions, and classified information stored on AIS media)
received or generated in the performance of a classified contract will
be returned to the User Agency on completion of the contract unless the
material has been declassified, destroyed or retention of the material
Classified holdings will be reviewed
upon completion of an inventory to reduce the amount of material held to
the minimum necessary for efficient operations. Multiple copies, obsolete
information, and classified waste will be destroyed as soon as practical
after it has served its purpose.
Classified material is returned
or destroyed in accordance with the following schedule unless retention
of the material is authorized as prescribed:
If a bid, proposal, or quote
is not submitted or withdrawn, return or destroy within 120 days after the opening
date of bids, proposals or quotes.
If a bid, proposal, or quote
is not accepted, return or destroy within 120 days after notification of such.
If a bid is successful, return or
120 days after final delivery of goods and services, or after completion
or termination of the classified contract, whichever comes first.
If the classified material was
not received under a specific contract, such as material obtained at classified
meetings or reference material, return or destroy within 120 days after receipt.
When the Company desires to
retain any classified material beyond the 120 days, the Project Manager
in coordination with Security, generates a letter to the User Agency or
customer identifying the specific documents to be retained and the appropriate
justification for the retention. In such cases, the Company may retain
the classified material for a period of 2 years unless notified to the
contrary by the User Agency. The 2 year period will be computed from the date of
the Company's correspondence. If retention is required beyond the
2 year period, the Company must request retention authority from the User
Ideally, if the User Agency determines the Company has a continuing need for the
material, the User Agency will issue a final DD Form 254 which will show the authorized
The letter requesting retention of classified
material identifies the Top Secret, Secret, and Confidential material in a list of specific documents.
A statement of justification
for retention will be based on any of the following:
The material is necessary for
the maintenance of the Company's essential records.
The material is patentable or
proprietary data to which the Company has title.
The material will assist the
Company in independent research and development efforts.
The material will benefit the
U.S. Government in the performance of other prospective or existing User Agency contracts.
The material is being retained
in accordance with the "records retention clause" of the contract.
The material has been authorized
for retention for a specific period under the terms of the contract.
The material will benefit the
U.S. Government in the performance of another active contract and is being
transferred to the active contract (specify contract). A copy of the correspondence
will be provided to both User Agencies.
Retention of classified material
which is no longer needed increases the risk of security compromise and
creates unnecessary overhead control costs. Each manager involved in classified
work is responsible for conducting periodic review and purging of unnecessary
classified material to minimize control costs and to
decrease the likelihood of security compromise. The Security Department
is responsible for the destruction of all classified material.
In all instances where specific
instructions have been issued by a User Agency for the disposition or destruction
of its classified material, such instructions are honored by the Company.
Security shall destroy classified
material as soon as possible after it has served the purpose for which
it was released by the Government, developed or prepared by the Company, or retained after completion or
termination of the contract.
Classified material at our company is destroyed by shredding, except microform material,
which will be burned.
For accountable material, destruction
shall be accomplished and witnessed on a Destruction Certificate by an
individual cleared to the level of material to be destroyed. Classified
waste, carbon ribbons, stencils, etc., that are not in the accountability
system do not require a record of destruction.
Destruction Records and Certificates
indicating the date and the material destroyed will be executed by the
individual designated to destroy it. These Certificates of Destruction
are generated through the SIMS, and the software automatically updates
the Document Control Log to reflect an accurate accountability. This record
is retained for a period of not less than 3 years for Top Secret and not
less than 2 years for Secret.
Classified or unclassified
information pertaining to a classified contract or project may not be released
for public dissemination without prior approval of the appropriate Government
agency. A classified contract is defined as "any contract that requires
or will require access to classified information by the contractor or his
employees in the performance of the contract."
The following conditions constitute
Any information distributed in
an uncontrolled manner, whereby the holder or recipient of the information
cannot be determined.
Any information distributed without
instructions for handling, relative to public release.
Any information distributed or
made available to persons who have no official interest in the information.
The prohibition against public
release of information extends to informal conversations of personnel with
friends, relatives, and fellow employees. The fact that the same or similar
information appears in public news media must not be construed as license
to confirm, deny, discuss, or further disseminate such information. Within
the Company it is the responsibility of the holder of classified information
to verify the requestor's level of clearance and "need to know" before
Classified documents and equipment
shall not be removed from the Company by any visitor, except in emergency
situations or when time does not permit mailing. In those exceptional cases,
the visitor must possess a courier authorization (filed with the Security
Administrator) and all removals must be processed through the Security
To Foreign Nationals
It is the general policy of
the United States Government not to release any military, scientific or
technical data to foreign nationals unless the United States Government
is assured, on a Government- to-Government basis, that its information
will be properly protected. The release of such information, requires approval
of the cognizant Government department in accordance with established laws
and Executive Orders. This applies whether the release is inside or outside
the continental limits of the United States and whether the transmission
is accomplished by oral, visual, or documentary means. All such proposed
releases will be coordinated with the Security and Contracts Department.
To Public Media
Classified or unclassified
information pertaining to classified contracts or projects, including public
addresses, technical papers for presentation to professional societies,
newspaper or magazine articles including in-house publications, college
theses, radio or television scripts, etc., shall not be released for public
dissemination until cleared by the User Agency.
Seminars, Symposia, Etc.
Classified information is
not to be disclosed in any manner at conferences, seminars, symposia, exhibits,
conventions, or other gatherings, except under the conditions described
At a meeting conducted pursuant
to and as a necessary element of a specific contract and attended only
by authorized persons who have a "need to know."
At a meeting conducted by a Department
of Defense activity at which only contractor and/or Department of Defense
personnel are present. If the information to be disclosed is under the
jurisdiction of another Government agency and the meeting is to be attended
by representatives from other than the Department of Defense, the conducting
activity must obtain written approval from the contracting officer.
At a meeting conducted by the
Company, or an association, society or other group sponsored by the Department
of Defense, provided written approval of the contracting officer concerned
is furnished to the sponsoring activity prior to disclosure, and the meeting
is under strict security controls.
And Sales Literature
Government security regulations
require the written authorization of the contracting officer to publish
or distribute any classified brochure, promotional sales literature, or
similar type material except as follows:
When approval of the contracting
officer is required or when a determination cannot be made, the preparing
activity will submit a draft brochure, advertising copy, sketch, etc.,
to the Security Department for review. Approval shall be indicated on the
cover of the document, or the first page when there is no cover. The following
block will be used to show the contracting officer's authorization:
That which is published or distributed
for necessary use by the Company or a subcontractor in the performance
of a User Agency contract.
That which is prepared in reply
to a request for a proposal or invitation to bid received from a User Agency,
or from a prime or subcontractor of a User Agency.
That which is in response to
a request of a proper official of a User Agency.
PUBLICATION AND DISTRIBUTION
AUTHORIZED BY ______________.
To preclude release of information
which could be developed into vital intelligence of strategic significance
to an enemy of the United States, discretion and sound judgment must be
exercised in replying to requests (questionnaires, requests for reports,
surveys, etc.) from professional or trade associations, research institutes,
consultant agencies or similar organizations purporting to be such. All
requests which pertain to a classified contract or proprietary project
should be referred without delay, together with proposed reply, to the
Company Security Department. The Company Security Department will
coordinate with Contracts for classification review and clearance or denial.
Requests for information involving financial
matters or the Company patents should be referred to the
Chief Financial Officer/Director of Finance and the Manager of Contracts.
Questionnaires submitted by
or under the sponsorship of agencies of the Executive Branch of the Federal
Government should be complied with when there is evidence that the requests
have been approved by the Bureau of the Budget under the Federal Reports
Act of 1942.
Mailing and Carrying
Classified Materials, Protecting
Sensitive Unclassified Information, Foreign
Government Classified Information.