SECURITY CLEARANCES

A security clearance is a determination made that an individual is eligible for access to classified information up to a specific level. However, it is not an authorization for access to that information. It is important to separate the two terms clearance and access. Clearance is determined after one of several types of personal investigations is completed. Access is granted when an individual has a need to know information up to a specific level.

Clearances are either final or interim. Final clearances are granted when all investigation requirements have been met and are favorable. Interim clearances are granted, not to exceed 6 months, when it is established that any delay would be harmful to the national interest and a personal investigation request has been submitted.

MARKING CLASSIFIED MATERIAL

When it is determined that information or material should be assigned a classification, such information must be conspicuously marked as described in the following paragraphs.

All original copies of letters, office memorandums, messages, and other documents that are typed, printed, or written in longhand must be conspicuously marked with the appropriate classification at the top and bottom of each page, The markings must be placed in a position where they will not become covered in assembly, removal, or trimming. When the reverse sides of pages are used, they must be similarly marked with the classification.

All reproductions or copies of classified material, regardless of form, must bear clear, legible classification markings in the same manner as the originals. Not all copy equipment reproduces colors of ink or marginal images; therefore, personnel engaged in marking copies must make sure the reproduced copies are marked or stamped with the classification on all copies in the same position and size required for the originals.

The manner of marking classified equipment, products, or substance depends on the nature of the material, Normally, the assigned classification should be marked by stamping, etching, or attaching a classification plate. When it is not possible, the container must be appropriately marked. When the article or container cannot be marked, written notification of the assigned classification must be furnished to the consignee of the material.

The lettering of the classification stamp or mark must be all capitals and in red color, and, when practical, must be larger in size than the type size of the text.

CUSTODIAL PRECAUTIONS

Classified material is not removed from the physical confines of a command without the knowledge and approval of the commanding officer or an authorized representative. When classified material is removed, a complete list is prepared, signed by the individual removing the material, and appropriately filed until the material is returned.

CARE DURING WORKING HOURS

Each person in the Navy must take every precaution to prevent deliberate or casual access to classified information by unauthorized persons. The precautions that must be followed are described in the following paragraphs.

When classified documents are removed from stowage for working purposes, they must be kept under constant surveillance or face down or covered when not in use.

Drafts, carbon sheets, carbon paper, typewriter ribbons, plates, stencils, stenographic notes, worksheets, and similar items containing classified information are either destroyed by the person responsible for the preparation after they have served their purpose or are given the same classification and safeguarding in the same manner as the classified material produced from them. After the upper and lower sections of a fabric typewriter ribbon have been cycled through the typewriter at least five times, the ribbon may be treated as unclassified.

Classified material, upon receipt, is opened by the addressee or the persons specifically authorized by the addressee in writing to open material of the grade involved. If for any reason a space must be vacated during working hours, any classified material therein must bestowed according to stowage instructions for the classification involved.

CARE AFTER WORKING HOURS

A system of security checks at the close of each working day must be instituted to make sure classified material held by a command is properly

protected. Custodians of classified material are required to make an inspection that guarantees the following precautions have been fulfilled:

1. All classified material is stowed in the prescribed manner.

2. Burn bags are properly stowed or destroyed.

3. Classified shorthand notes, carbon paper, typewriter ribbons, rough drafts, and similar papers are properly stowed or destroyed. As a matter of routine during the day, such items must be placed in burn bags immediately after they have served their purpose.

4. Identification of the individual responsible for the contents of each container of classified material must be readily available. The individual so identified is contacted in the event a container of classified material is found open and unattended.

CARE OF WORKING SPACES

The necessary safeguards must be afforded to buildings and areas in which classified information is kept. Precautions must also be taken to minimize any danger or inadvertent disclosure of classified material in conversation. You must not discuss classified information in public places.

STOWAGE PROCEDURES

Classified material must bestowed in the manner prescribed in chapter 5 of the Department of the Navy Information and Personnel Security Program Regulation, OPNAVINST 5510.1. This publication outlines the physical security standards and requirements that serve as a uniform guide for determining the type and degree of protection for classified material. These standards and requirements are designed to provide for flexibility as well as adequacy in the physical security program.

Keys for padlocks used to protect classified material must be given the same protection as the material they protect. It is essential that combinations be known or keys be accessible only to those persons whose official duties demand access to the container involved. The combination or key to the security container must be changed at the time received, at the time any person having knowledge of it transfers from the organizational unit, at anytime there is a reason to believe it has been compromised, or in any case not less than every 12 months. Any document showing the combination to a lock must be of the same classification as the material in the container secured by that lock. Records of combinations must be sealed in an envelope and kept by the security manager, duty officer, or other personnel designated by the commanding officer.

When combination numbers are selected, multiples of 5 (ascending or descending) or personal data such as birth dates and social security numbers should not be used.