MANAGEMENT OF CLASSIFIED MEDIA AND MATERIALS

As the media librarian, you must ensure that all classified magnetic media bear some type of external markings or labels and internal notations. The markings must be sufficient to assure that any one receiving such media will know that classified information is involved and what its specific classification category is.

The unique methods employed when handling, processing, storing, degaussing, transferring, or mailing this type of media require correspondingly unique security procedures, some of which you read about in Module 1, "Administration and Security." Additional information regarding these and other areas related to AIS security may be found in OPNAVINST 5239.1, Automatic Data Processing Security Program, and OPNAVINST 5510.1, Information and Personnel Security Program Regulations.

The rules, regulations, and procedures in the OPNAV instructions and local command instructions are there for good reason. They provide you with the information needed to protect classified materials and media, and their contents. It is up to you to carry out these procedures, without unduly complicating AIS operations.

You are probably asking yourself, as a librarian charged with the responsibility of handling classified materials, how do I go about keeping everything uncomplicated and on track? The answer is simple: follow established command procedures, know where the materials are located, and keep track of classified media and materials at all times, whether they are in or out of the library. The keyword here is accountability.

Every reel of magnetic tape, disk pack, and diskette that are to be used for recording classified information should have a stick-on, pressure sensitive classification label, specifying the classification of the highest level of information ever recorded on this media. (See figure 2-15.) In addition, after recording has taken place, you must ensure that the proper save label has been placed on the face (front) side surface of the media. This label should contain the highest classification of information recorded on the media, the date the recording was performed, and other appropriate identification information required by your installation. Magnetic media that is not the property of your AIS installation, but which is on loan from another installation, (known as foreign tapes, disks, and so on), should be isolated in the library and separated according to security classification. Classified magnetic media received from other AIS installations should be degaussed before you return it, unless the sending organization specifically requests the media not be degaussed.

Before returning the degaussed media to its rightful owner, a certificate of destruction should be filled out and retained in the library. For reasons of security,

Figure 2-15.\Classification labels.

copies of the certificate of degaussing destruction should not accompany the media during transmittal.

Performing Security Functions

Security functions are very important in a magnetic media library, not only for classified media but also for any material. Data has value, whatever its classification or use: Top Secret, Secret, Confidential, Privacy Act, For Official Use Only, or Unclassified. Applicable security instructions and procedures must be followed. Some of the tasks include the following:

l Storing and safeguarding classified media and materials

l Maintaining security logs and library access lists

l Degaussing and/or destroying classified media and materials

l Changing lock combinations on doors, safes, and vaults

Ensure that all security procedures and measures relating to the library are understood by everyone connected with the library, especially the librarians. See that procedures are enforced. This includes controlling entrance (access) to the library spaces (both on-site and off-site storage areas), as well as providing physical and administrative controls of the media. The librarians must ensure proper security protection is provided for all magnetic media and materials in accordance with applicable security instructions and procedures. This includes issuing, receiving, shipping, declassification, destruction, and disposal.