AR 380-5 Chapter V Safekeeping and StorageAR 380-5 Section 1 Storage and Storage Equipment AR 380-5 5-100. General policy Classified information shall be stored only under conditions adequate to prevent unauthorized persons from gaining access. The requirements specified in this Regulation represent the minimum acceptable security standards. DoD policy concerning the use of force for the protection of property or information is specified in DoD Directive 5210.56 (reference (dd)). Items having only monetary value (such as cash, precious metals, jewelry, narcotics, and so forth) will not be stored in vaults, security containers, or areas designated for storage of classified information or material. AR 380-5 5-101. Standards for storage equipment The GSA establishes and publishes minimum standards, specifications, and supply schedules for containers, vault doors, alarm systems, and associated security devices suitable for the storage and protection of classified information. Heads of DoD Components may establish additional controls to prevent unauthorized access. Security filing cabinets conforming to federal specifications bear a Test Certification Label on the locking drawer, attesting to the security capabilities of the container and lock. (On some older cabinets the label was affixed on the inside of the locked drawer compartment.) Cabinets manufactured after February 1962 indicate ""General Services Administration Approved Security Container'' on the outside of the top drawer. The GSA-approved changeable combination padlock built to Federal Specification FF-P110 (Sargent and Greenleaf Model 8077A), is intended for use only as an indoor or sheltered area reusable seal. This padlock: a. Is not intended for use outdoors, or to protect against forced entry. (See paragraph 5-102d for information on approved outdoor security padlocks.) b. Is the only padlock approved for use with locking bar type containers. (Due to this vulnerability to the use of force, locking bar-type containers are restricted to storage of information classified no higher than Confidential, unless situated in a vault or alarmed area.) AR 380-5 5-102. Storage of classified information Classified information that is not under the personal control and observation of an authorized person, will be guarded or stored in a locked security container as prescribed below: a. Top Secret. Top Secret information shall be stored in: 1. A safe-type steel file container having a built-in, three- position, dial-type combination lock approved by the GSA or a Class A vault or vault type room that meets the standards established by the head of the DoD Component concerned (see Army standards in appendix H). When located in buildings, structural enclosures, or other areas in the United States, supplemental controls are mandatory if: (a) The area is not under U.S. Government control, (as defined in paragraph 1-321.1), or if the area does not meet the structural standards of appendix H. (b) In such cases, the storage container, vault, or vault-type room must be protected by an alarm system or guarded (i.e., supplemental controls are required) during nonoperating hours. 2. An alarmed area, provided such facilities are adjudged by the local responsible official to afford protection equal to or better than that prescribed in a.1., above. Coordinate with the Chief, Intelligence Materiel Activity (IMA), (AMXIM-PS), Fort Meade, MD 20755-5313, for evaluation of protection ""equal to or better.'' When an alarmed area is used for the storage of Top Secret material, the physical barrier must be adequate to prevent (a) surreptitious removal of the material, and (b) observation that would result in the compromise of the material. The physical barrier must be such that forcible attack will give evidence of attempted entry into the area. The alarm system must provide immediate notice to a security force of attempted entry. If a security force is not capable of responding in 5 minutes or less, the area must be continuously occupied by at least two persons whose principal duty is access control into and out of the alarmed area. Alarm system response time when under two-person control must not exceed 15 minutes. If these conditions cannot be met, then alarmed-area storage of Top Secret material will not be permitted. Under field conditions, the field commander will prescribe the measures deemed adequate to meet the storage standards contained in a.1. and 2., above. Heads of HQDA agencies and MACOM commanders or their designees may approve use of alarmed areas. Approvals will be in writing. 3. For Top Secret information stored outside the United States, one or more of the following supplemental security controls is required: (a) The area that houses the security container or vault will be subject to the continuous protection of guard or duty personnel; (b) Guard or duty personnel will inspect the security container or vault at least once every 2 hours; or (c) The security container or vault will be controlled by an alarm system to which a force will respond in person within 15 minutes. b. Secret and Confidential. Secret and Confidential information shall be stored in the manner prescribed for Top Secret; or in a Class B vault, or a vault-type room, strong room, or secure storage room that meets the standards prescribed by the head of the DoD Component; or, until phased out, in a steel filing cabinet having a built-in, three-position, dial type combination lock; or, as a last resort, an existing steel filing cabinet equipped with a steel lock bar, provided it is secured by a GSA-approved changeable combination padlock (the padlock described in subsection 5-101 will be used). In this latter instance, the keeper or keepers and staples must be secured to the cabinet by welding, rivets, or peened bolts and DoD Components must prescribe supplementary controls to prevent unauthorized access. Secret material may be stored in such cabinets only when the container is situated in a vault or alarmed area (see subsection 5-101). Heads of HQDA agencies and MACOM commanders may delegate authority to approve exceptions to the storage standards in appendix H. Exceptions will be made, in writing, only if the protection provided is at least equivalent to that provided by equipment meeting the referenced standards. Proposed exceptions should be coordinated with the Chief, IMA. c. Specialized security equipment: 1. Field safe and one-drawer container. One-drawer field safes, and GSA-approved security containers are used primarily for storage of classified information in the field and in transportable assemblages. Such containers must be securely fastened or guarded to prevent their theft. 2. Map and plan file. A GSA-approved map and plan file has been developed for storage of odd-sized items such as computer cards, maps, and charts. d. Other storage requirements. Storage areas for bulky material containing classified information, other than Top Secret, shall have access openings secured by GSA-approved changeable combination padlocks (federal specification FF-P110 series) or key-operated padlocks with high security cylinders (exposed shackle, military specification P-43951 series, or shrouded shackle, military specification P-43607 series) or the key- operated locking device covered by military specification L- 29151(YD). 1. When combination padlocks are used, the provisions of subsections 5-101 and 5-104 apply. 2. When key-operated high security padlocks or locking devices (MIL-L-29151(YD)) are used, keys shall be controlled as classified information with classification equal to that of the information being protected and: (a) A key and lock custodian shall be appointed to ensure proper custody and handling of keys and locks; (b) A key and lock control register shall be maintained to identify keys for each lock and their current location and custody; (c) Keys and locks shall be audited each month; (d) Keys shall be inventoried with each change of custodian; (e) Keys shall not be removed from the premises; (f) Keys and spare locks shall be protected in a secure container; (g) Locks shall be changed or rotated at least annually, and shall be replaced upon loss or compromise of their keys; (h) Master keying is prohibited unless required by another regulation or maintained under a two-person control system; (i) Any one of the nine high-security padlock hasps designed to MILSPEC-H-43905 should be used (when available through channels, a new, Navy-designed hasp which encloses the padlock should be used in high-security applications; it enhances security by affording the lock greater protection from attack by force); and (j) Chain, when required, should be used only with the exposed 1/2-inch-diameter shackle padlock, MILSPEC-P-43951. Use 3/8-inch trade-size, tool-resistant, case-hardened security chain or 3/8- inch trade-size, grade 80 alloy steel chain conforming to Federal specification RR-C-271 or NACM specification. 3. Additional security safeguards to be applied under these storage requirements will be in compliance with paragraphs 5-102 a or b and guidance found in appendix H, part II. e. Considerations. Perfect or absolute security is always the goal, but a state of absolute security can never be attained. No object is so well protected that it cannot be stolen, damaged, destroyed, or observed by unfriendly eyes. Therefore, the first step in developing physical security measures for the facility, installation, post, etc., is to assess the threat to the information or material to be protected. Then, based upon the threat, institute appropriate physical security measures designed to make access so difficult that an intruder will hesitate to attempt penetration, or to provide for the intruder's apprehension should he or she be successful. Physical security must be built on a system of defense in depth or upon accumulated delay time. FM 19-30 (reference (sss)) provides additional information to assist the security manager in achieving that end. AR 380-5 5-103. Procurement and phase-in of new storage equipment a. Preliminary survey. DoD activities shall not procure new storage equipment until: 1. A current survey has been made of on-hand security storage equipment and classified records; and 2. Based upon the survey, it has been determined that it is not feasible to use available equipment or to retire, return, declassify or destroy enough records on hand to make the needed security storage space available. b. Purchase of new storage equipment. New security storage equipment shall be procured from those items listed on the GSA Federal Supply Schedule. Exceptions may be made by heads of DoD Components, with notification to the DUSD(P). Under no condition will new locking bar containers be fabricated from either existent old steel containers or newly procured steel containers as a means of circumventing the intent of this paragraph. Requests for exceptions will be forwarded through command channels to HQDA (DAMI-CIS), WASH DC 20310-1051. c. Nothing in this chapter shall be construed to modify existing Federal Supply Class Management Assignments made under DoD Directive 5030.47 (reference (ee)). AR 380-5 5-104. Designations and combinations a. Numbering and designating storage facilities. There shall be no external mark as to the level of classified information authorized to be stored therein. For identification purposes each vault or container shall bear externally an assigned number or symbol. b. Combinations to containers. 1. Changing. Combinations to security containers shall be changed only by individuals having that responsibility and an appropriate security clearance. The Chief, IMA, (AMXIM-PS), Ft. Meade MD 20755-5313, will furnish information on the proper methods of changing combinations upon request. The request should include the type of equipment and any problems encountered. Combinations shall be changed: (a) When placed in use; (b) Whenever an individual knowing the combination no longer requires access; (c) When the combination has been subject to possible compromise; (d) At least annually; (e) When taken out of service. Built-in combination locks shall be reset to the standard combination 50-25-50; combination padlocks shall be reset to the standard combination 10-20-30; or (f) Every 6 months when NATO information is stored in the security container. 2. Classifying combinations. The combination of a vault or container used for the storage of classified information shall be assigned a security classification equal to the highest category of the classified information authorized to be stored therein. 3. Recording storage facility data. A record shall be maintained for each vault, secure room, or container used for storing classified information, showing location of the container, the names, home addresses, and home telephone numbers of the individuals having knowledge of the combination. Standard Form 700, ""Security Container Information'' shall be used for this purpose. (The Standard Form 700 replaces DA Form 727. Use of this Standard Form is required when existing supplies of similar purpose forms are exhausted or by September 30, 1986, whichever occurs earlier). A current record for all security containers, vault doors, and padlock combinations will be kept on Standard Form 700. (a) Complete Part 1 and Part 2A, SF 700. (Include the name and signature of the person making the combination change in Item 9, Part 1.) (b) Part 1, SF 700 will be posted on the inside of the lock drawer of the security container. (c) Parts 2 and 2A, SF 700 will be marked with the highest classification of material stored in the container. (d) Part 2A, SF 700 will be detached and inserted in the envelope. (Part 2A, SF 700 used to record a Top Secret combination will be accounted for in the same manner as other Top Secret documents, except that a DA Form 969 (Top Secret Document Record) is not required (since the Top Secret information would not be disclosed to personnel handling the sealed envelope). Upon change of a Top Secret combination, the old Part 2A is automatically declassified, and may be deleted from the Top Secret register (or DA Form 3964). (e) Only Part 1, SF 700 need be completed for security containers storing two-person control material. Parts 2 and 2A need be used only if there is a specific need for recording the combination. 4. Dissemination. Access to the combination of a vault or container used for the storage of classified information shall be granted only to those individuals who are authorized access to the classified information stored therein. c. Electrically actuated locks. Electrically actuated locks (for example, cypher and magnetic strip card locks) do not afford the required degree of protection of classified information and may not be used as a substitute for the locks prescribed in subsection 5-102. AR 380-5 5-105. Repair of damaged security containers or vault doors Neutralization of lock-outs or repair of any damage that affects the integrity of a security container or vault door approved for storage of classified information shall be accomplished only by authorized persons who are cleared or continuously escorted while so engaged. a. A GSA-approved security container or vault door is considered to have been restored to its original state of security integrity if: 1. All damaged or altered parts (for example, locking drawer, and drawer head) are replaced; or 2. When a container or vault door has been drilled immediately adjacent to or through the dial ring to neutralize a lock-out, the replacement lock is equal to the original equipment, and the drilled hole is repaired with a tapered, hardened tool-steel pin, or a steel dowel, drill bit, or bearing with a diameter slightly larger than the hole and of such length that when driven into the hole there shall remain at each end of the rod a shallow recess not less than 1/8 inch nor more than 3/16 inch deep to permit the acceptance of substantial welds, and the rod is welded both on the inside and outside surfaces. The outside of the drawer head or vault door shall then be puttied, sanded, and repainted in such a way that no visible evidence of the hole or its repair remains on the outer surface after replacement of the damaged parts (for example, new lock). b. GSA-approved containers or vault doors that have been drilled in a location or repaired in a manner other than as described in paragraph a., above, will not be considered to have been restored to their original state of security integrity. The Test Certification Label on the inside of the locking drawer and the ""General Services Administration Approved Security Container'' label, if any, on the outside of the top drawer shall be removed from such containers. c. If damage to a GSA-approved security container or vault door is repaired with welds, rivets, or bolts that cannot be removed and replaced without leaving evidence of entry, the cabinet or vault is limited thereafter to the storage of Secret and Confidential material. d. If the damage is repaired using methods other than those permitted in paragraphs a. and c., above, use of the container or vault will be limited to unclassified material and a notice to this effect will be permanently marked on the front of the container or vault door. (See appendix I for information on preventive maintenance for security containers.) AR 380-5 5-106. Turn-in or transfer of security equipment In addition to having combinations reset before turn-in (see paragraph 5-104b.1.(e) above), security equipment will be inspected before turn-in or transfer to ensure that classified material is not left in the container. The turn-in procedure will include removal of each container drawer and inspection of the interior to ensure that all papers and other materials have been removed and the container is completely empty. AR 380-5 Section 2 Custodial Precautions AR 380-5 5-200. Responsibilities of custodians a. Custodians of classified information (i.e., any individual possessing classified material) shall be responsible for providing protection and accountability for such information at all times and for locking classified information in appropriate security equipment whenever it is not in use or under direct supervision of authorized persons. Custodians shall follow procedures that ensure that unauthorized persons do not gain access to classified information. b. Only the head of a DoD Component, or single designee at the headquarters and major command levels, may authorize removal of classified information from designated working areas in off-duty hours, for work at home or otherwise, provided that a GSA-approved security container is furnished and appropriate regulations otherwise provide for the maximum protection possible under the circumstances. (See also section 3, chapter VII.) The Secretary of the Army, the Under Secretary of the Army, the Assistant Secretaries of the Army, Chief of Staff, Vice Chief of Staff, the Director of the Army Staff, heads of Army Staff agencies, and MACOM commanders have the authority to remove classified information under the above arrangements when an operational requirement exists. Any such arrangements approved before the effective date of this Regulation shall be reevaluated and, if continued approval is warranted, compliance with this paragraph is necessary. Security managers for the above Army officials will determine whether arrangements currently exist, develop and maintain attendant records, and reverify the need for the arrangement. All arrangements will be reverified annually and upon a change in the occupant of the position. c. The removal of classified information after hours by persons other than the above authorities, must be approved in advance, in writing by one of the above Army officials. A bonafide operational requirement for short-term or overnight storage of classified information must exist for consideration of such requests. This authority may not be delegated, except to individuals acting in an official's absence. The following requirements apply: 1. Requests will be handled individually; blanket requests will not be considered. Personal convenience is not justification for approval. 2. Authorization will be granted only when an operational requirement exists and there are adequate safeguards for the material (a GSA-approved security container will be placed where after-hours work is to be performed). 3. Top Secret SCI, and/or SAP materials will not be removed under any circumstances. 4. Signature accountability is required for all information removed (a DA Form 3964 is not required, but recommended). Reconciliation of material is required upon its return. 5. Procedures will be established to ensure the return of classified information in the event of emergencies, such as death, hospitalization, or extended absence from duty (more than 30 days). 6. Classified information will not be stockpiled under this arrangement, but returned to the regular work site as soon as possible. 7. Army approval authorities will reverify the need for existing arrangements annually. 8. Security managers will establish and maintain records of individuals so authorized. 9. Approvals granted prior to the effective date of this regulation are void. Existing arrangements will be reevaluated within 90 days in accordance with the provisions of this regulation. d. The protection of classified information is the responsibility of each person who has knowledge of the material, regardless of how it was obtained. Security regulations do not guarantee protection and cannot be written to cover all situations. Basic security principles, common sense, and a logical interpretation of the regulations must be applied. Collecting, obtaining, recording, or removing for any personal use whatsoever of any matter classified in the interest of national security is prohibited. AR 380-5 5-201. Care during working hours DoD personnel shall take precaution to prevent unauthorized access to classified information. a. Classified documents removed from storage shall be kept under constant surveillance and face down or covered when not in use. Cover sheets shall be Standard Forms 703, 704, and 705 for, respectively, Top Secret, Secret, and Confidential documents. (Use of these Standard Forms is required when existing supplies of similar purpose forms are exhausted or by September 30, 1986, whichever occurs earlier.) b. Preliminary drafts, carbon sheets, plates, stencils, stenographic notes, worksheets, typewriter ribbons, and other items containing classified information shall be either destroyed immediately after they have served their purpose; or shall be given the same classification and secure handling as the classified information they contain. c. Destruction of typewriter ribbons from which classified information can be obtained shall be accomplished in the manner prescribed for classified working papers of the same classification. After the upper and lower sections have been cycled through and overprinted five times in all ribbon or typing positions, fabric ribbons may be treated as unclassified regardless of their classified use thereafter. Carbon and plastic typewriter ribbons and carbon paper that have been used in the production of classified information shall be destroyed in the manner prescribed for working papers of the same classification after initial usage. However, any ribbon in a typewriter that uses technology which enables the ribbon to be struck several times in the same area before it moves to the next position may be treated as unclassified. AR 380-5 5-202. End-of-day security checks Heads of activities that process or store classified information shall establish a system of security checks at the close of each working day to ensure that the area is secure; Standard Form 701, ""Activity Security Checklist'' shall be used to record such checks. An integral part of the security check system shall be the securing of all vaults, secure rooms, and containers used for the storage of classified material; Standard Form 702, ""Security Container Check Sheet'' shall be used to record such actions. In addition, Standard Forms 701 and 702 shall be annotated to reflect after-hours, weekend, and holiday activity. (Use of these Standard Forms is required when existing supplies of similar purpose forms are exhausted or by September 30, 1986, whichever occurs earlier.) Within Army: a. SF 702 will be displayed conspicuously on each piece of equipment used to store classified material. (SF 702 need not be used for facilities secured by high-security locks, provided the key and lock control register provides an audit capability in the event of unsecured facilities.) SF 702 is used to record the date and time of each instance when a security container is opened and closed. The following procedures apply: 1. Properly cleared personnel will record the date and time whenever they unlock or lock the security equipment during the day (including after hours, weekends, and holidays), followed by their initials. 2. If a security container is locked and the room in which it is located is to be left unattended, whenever possible a person other than the locker will check the container to make sure it is properly secured. The checker will record the time the container was checked and initial the form. The locker will see that the check is made. 3. Containers not opened during a workday will be checked and the action recorded as in 5-202 a. 2. above. 4. Notations will also be made on SF 702 if containers are opened after hours, on weekends, and on holidays, as provided above. 5. It is recommended the SF 702 be retained at least 24 hours following the last entry. b. Reversible ""OPEN-CLOSED'' or ""OPEN-LOCKED'' signs will be used on each security container or vault in which classified information is stored. Signs are available through normal supply channels. c. A person discovering a security container or security storage area open and unattended will: 1. Keep the container or area under guard or surveillance. 2. Notify one of the persons listed on Part 1, SF 700 affixed to the inside of the security container lock drawer. If one of these individuals cannot be contacted, the duty officer, security manager, or other appropriate official will be notified. d. Individuals contacted when a container or area is found open or unattended will: 1. Report personally to the location; check the contents of the container or area for visible indications or evidence of tampering, theft, or compromise. If any evidence of tampering, theft, or compromise is noted: (a) Installation or activity security personnel (if not at the scene) will be immediately notified so that a preliminary investigation can be initiated. (b) The custodian will cease examination of the container and its contents (to prevent destruction of physical evidence) unless otherwise instructed by security personnel. (c) A lock technician will be called to determine the nature of the tampering, and whether the security container is operating properly. 2. Change the combination and lock the container. If the combination cannot be changed immediately, the security container will be locked and placed under guard until the combination can be changed; or the classified contents will be transferred to another container or secure area. 3. If not previously accomplished, report the incident to the commander or security manager immediately for action relative to compromise or possible compromise. e. After-duty-hours security checks of desks may be conducted, provided: 1. Each military member and civilian employee is notified of local policy and procedures pertaining to after-hours inspections, locking of desks, and maintenance of duplicate keys or combinations. Notification must be in writing, and in advance of any after-hours inspection program. 2. After-duty-hours inspections are conducted only by military or civilian security personnel, and for the sole purpose of detecting improperly secured classified information. AR 380-5 5-203. Emergency planning a. Plans shall be developed for the protection, removal, or destruction of classified material in case of fire, natural disaster, civil disturbance, terrorist activities, or enemy action. Such plans shall establish detailed procedures and responsibilities for the protection of classified material to ensure that the material does not come into the possession of unauthorized persons. These plans shall include the treatment of classified information located in foreign countries. b. These emergency planning procedures do not apply to material related to COMSEC. Planning for the emergency protection including emergency destruction under no-notice conditions of classified COMSEC material shall be developed in accordance with the requirements of NSA KAG I-D (reference (bb)). c. Emergency plans shall provide for the protection of classified material in a manner that will minimize the risk of injury or loss of life to personnel. In the case of fire or natural disaster, the immediate placement of authorized personnel around the affected area, preinstructed and trained to prevent the removal of classified material by unauthorized personnel, is an acceptable means of protecting classified material and reducing casualty risk. Such plans shall provide for emergency destruction to preclude capture of classified material when determined to be required. This determination shall be based on an overall commonsense evaluation of the following factors: 1. Level and sensitivity of classified material held by the activity; 2. Proximity of land-based commands to hostile or potentially hostile forces or to communist-controlled countries; 3. Flight schedules or ship deployments in the proximity of hostile or potentially hostile forces or near communist-controlled countries; 4. Size and armament of land-based commands and ships; 5. Sensitivity of operational assignment; and 6. Potential for aggressive action of hostile forces. d. When preparing emergency destruction plans, consideration shall be given to the following: 1. Reduction of the amount of classified material held by a command as the initial step toward planning for emergency destruction; 2. Storage of less frequently used classified material at more secure commands in the same geographical area (if available); 3. Transfer of as much retained classified material to microforms as possible, thereby reducing the bulk that needs to be evacuated or destroyed; 4. Emphasis on the priorities for destruction, designation of personnel responsible for destruction, and the designation of places and methods of destruction. Additionally, if any destruction site or any particular piece of destruction equipment is to be used by more than one activity or entity, the order or priority for use of the site or equipment must be clearly delineated; 5. Identification of the individual who is authorized to make the final determination when emergency destruction is to begin and the means by which this determination is to be communicated to all subordinate elements maintaining classified information (emergency destruction plans will clearly identify the position titles of these individuals, or deteriorating events which serve as the basis to initiate emergency destruction of classified material); 6. Authorization for the senior individual present in an assigned space containing classified material to deviate from established plans when circumstances warrant; and 7. Emphasis on the importance of beginning destruction sufficiently early to preclude loss of material. The effect of premature destruction is considered inconsequential when measured against the possibility of compromise. e. The emergency plan shall require that classified material holdings be assigned a priority for emergency evacuation or destruction. Priorities should be based upon the potential effect on national security should such holdings fall into hostile hands, in accordance with the following general guidelines: 1. Priority One. Exceptionally grave damage (Top Secret material); 2. Priority Two. Serious damage (Secret material); and 3. Priority Three. Damage (Confidential material). f. If, as determined by appropriate threat analysis, Priority One material cannot otherwise be afforded a reasonable degree of protection from hostile elements in a no-notice emergency situation, provisions shall be made for installation of Anticompromise Emergency Destruct (ACED) equipment to ensure timely initiation and positive destruction of such materia1 (2) in accordance with the following standard: ""With due regard for personnel and structural safety, the ACED system shall reach a (2) Technological limitations, particularly as to personnel and structural safety, place constraints on the amount of material that can be accommodated in buildings, ships, and aircraft by current ACED systems; therefore, only Priority One material reasonably can be so protected at this time. Nevertheless, after processing Priority One material in an emergency situation involving possible loss to hostile forces, it is imperative that Priority Two material and then Priority Three material be destroyed insofar as is possible by whatever means available. stage in destruction sequences at which positive destruction is irreversible within 60 minutes at shore installations, 30 minutes in ships, and 3 minutes in aircraft following activation of the ACED system.'' (3) Until the ACED system is available, the M-610 incendiary file destroyers and thermite grenades, employed primarily to destroy crypto materials, will be used for all PRIORITY ONE emergency destruction within appropriate Army activities. Adequate quantities of the M-610, or other comparable devices, will be maintained for PRIORITY ONE bulk emergency destruction purposes in lieu of the ACED system. g. An ACED requirement is presumed to exist and provisions shall be made for an ACED system to protect Priority One material in the following environments: 1. Shore-based activities located in or within 50 miles of potentially hostile countries, or located within or adjacent to countries with unstable governments. 2. Reconnaissance aircraft, both manned and unmanned, that operate within JCS-designated reconnaissance reporting areas (see Memorandum by the Secretary, Joint Chiefs of Staff (SM) 701-76, Volume II, ""Peacetime Reconnaissance and Certain Sensitive Operations'' (reference (ff)) (4) ; 3. Naval surface noncombatant vessels operating in hostile areas when not accompanied by a combatant vessel; 4. Naval subsurface vessels operating in hostile areas; and 5. U.S. Navy Special Project ships (Military Sealift Commandoperated) operating in hostile areas. h. Except in the most extraordinary circumstances, ACED is not applicable to commands and activities located within the United States. Should there be reason to believe that an ACED requirement exists in environments other than in those listed in paragraph g., above, a threat and vulnerability study should be prepared and submitted to the head of the DoD Component concerned or his designee for approval. The threat and vulnerability study should include, at a minimum, the following data, classified if appropriate: 1. Volume and type of Priority One material held by the activity, that is, paper products, microforms, magnetic tape, and circuit boards; 2. A statement certifying that the amount of Priority One material held by the activity has been reduced to the lowest possible level; 3. An estimate of the time, beyond the time frames cited above, required to initiate irreversible destruction of Priority One material held by the activity, and the methods by which destruction of that material would be attempted in the absence of an ACED system; 4. Size and composition of the activity; 5. Location of the activity and the degree of control it, or other United States authority, exercises over security; and 6. Proximity to potentially hostile forces and potential for aggressive action by such forces. i. When a requirement is believed to exist for ACED equipment not in the GSA or DoD inventories, the potential requirement shall be submitted to the DUSD(P) for validation in accordance with subsection V. B. of DoD Directive 3224.3 (reference (gg)) (5) . j. In determining the method of destruction of other than Priority One material, any method specified for routine destruction or any other means that will ensure positive destruction of the material may be used. Ideally, any destruction method should provide for early attainment of a point at which the destruction process is irreversible. Additionally, classified material may be jettisoned at sea to prevent its easy capture. It should be recognized that such disposal may not prevent recovery of the material. Where none of the methods previously mentioned can be employed, the use of other means, such as dousing the classified material with a flammable liquid and igniting it, or putting to use the facility garbage grinders, sewage treatment plants, and boilers should be considered. k. Under emergency destruction conditions, destruction equipment may be operated at maximum capacity and without regard to pollution, preventive maintenance, and other constraints that might otherwise be observed. l. Commands and activities that are required to maintain an ACED system pursuant to paragraph g., above, shall conduct drills periodically to ensure that responsible personnel are familiar with the emergency plan. Such drills should be used to evaluate the anticipated effectiveness of the plan and the prescribed equipment and should be the basis for improvements in planning and equipment use. Actual destruction should not be initiated during drills. AR 380-5 5-204. Telecommunications conversations Classified information shall not be discussed in telephone conversations except as authorized over approved secure communications circuits, that is, cryptographically protected circuits or protected distribution systems installed in accordance with National COMSEC Instruction 4009 (reference (hh)). AR 380-5 5-205. Security of meetings and conferences Security requirements and procedures governing disclosure of classified information at conferences, symposia, conventions, and similar meetings, and those governing the sponsorship and attendance of U.S. and foreign personnel at such meetings, are set forth below, as stated in DoD Directive 5200.12, DoD Instruction 5230.20, DoD 5220.22-R, and DoD 5220.22-M (references (ii), (aaa), (e), and (f), respectively). a. Policy 1. Classified meetings will be conducted in support of an official Army or U.S. Government purpose. Security safeguards and procedures will be established for each meeting to control access and prevent the compromise of classified information presented. Army components desiring to conduct a classified meeting are responsible for obtaining approval (when required) to sponsor the meeting, and for ensuring all security measures are met. 2. DCSINT approval is required before an Army activity may sponsor or conduct classified meetings to be attended by foreign nationals. 3. A meeting at which classified information will be disclosed will be held only at a secure location at a U.S. Army or other (3) The time frames indicated above are those for the initiation of irreversible (4) SM 701-76 is available on a strict need-to-know basis from the Chief, Documents Division, Joint Secretariat, OJCS. (5) Information on ACED systems may be obtained from the Office of the Chief of Naval Operations (OP-09N) Navy Department, Washington, DC 20350. U.S. Government installation, or at a cleared U.S. contractor facility. b. General 1. DCSINT approval is not required for in-house meetings. In these instances, the Army activity responsible for conducting the meeting will ensure that the security requirements of this section are met. The following are examples of in-house meetings: (a) Meetings attended only by Federal Government employees or U.S. military personnel. (b) Meetings related to a specific contract or project. These include preproposal or preaward meetings, as well as postaward briefings conducted by the Army contracting activity. (c) Meetings conducted by cleared contractors and attended only by cleared contractors directly involved in the performance of an Army (or other U.S. Government) contract or project. (d) Meetings between military members of U.S. overseas commands and their foreign counterparts. 2. Advance DCSINT approval (HQDA (DAMI-CIT) WASH DC 20310-1052) is required before an Army activity may sponsor conferences, symposia, and conventions, usually attended by formal invitation, such as: (a) Advance planning briefings for industry. (b) Conferences attended by personnel from government, industries, commercial organizations, and educational institutions. (c) Association cosponsored meetings (i.e., ADPA, AUSA, Association of Old Crows, etc.) which will involve access to classified information. (See paragraph f below.) c. Meetings disclosing classified information 1. Army classified conferences may only be held by an activity which accepts responsibility for meeting the security requirements of this section. An individual will be appointed in each case to ensure that security measures are followed. 2. Authorized foreign industry representatives will be included in all acquisition-related classified meetings which involve U.S. industry. 3. HQDA (DAMI-CIT) WASH DC 203l0-1051 approval is required for sponsorship of meetings involving foreign attendance. Submit requests at least 120 days prior to the planned conference date. 4. Public announcement of meetings involving classified information is prohibited until the requirements in paragraphs c. 1. through 3. above, are met. d. Procedures 1. Army activities having significant interest in the subject matter of the meeting may act as sponsors after determining that: (a) It is in the best interest of the Army to do so. (b) Conventional dissemination channels will not accomplish the purpose of the meeting. (c) Adequate security measures and access control procedures have been developed and will be implemented. (d) The meeting site ensures proper physical control, storage, protection, and dissemination of classified information. 2. Army activities accepting sponsorship of a classified meeting will appoint a security representative who will institute procedures which comply with appropriate security measures, and ensure that: (a) The meeting site is appropriate for the level of classification involved. (b) Adequate storage facilities are available, when required. (A GSA-approved security container will be used for overnight storage of presentations or notes taken during classified sessions, when note-taking is allowed.) (c) Access to classified sessions of the conference are limited to persons whose clearance and need to know have been positively established, as follows: (1) Military and Federal Government civilian personnel will provide a written visit request or security clearance certification to the conference security representative. The visit request will contain the full name of the conference attendee, social security number, date and place of birth, citizenship, security clearance level and date granted, and security manager's certification. (2) U.S. defense contractor personnel will provide the above information, as well as the following: contract number, project, or program which pertains to the subject matter of the classified meeting, level of classified access authorized under said contract, project, or program, purpose/justification for attendance at the classified conference, and U.S. Government contracting officer's certification of the individual's need to attend the conference (need-to-know). (3) The sponsoring Army activity will request approval from HQDA (DAMI-CIT) WASH DC 20310-1051 for the disclosure of classified information to the countries of foreign nationals expected to attend (see AR 380-10 (reference (uuu)). Foreign nationals from approved countries may then submit visit requests through their embassies to HQDA (DAMI-CIT). Upon approval, HQDA will notify the Army activity of foreign nationals allowed to attend the conference. (d) The names of all cleared/certified personnel meeting the need-to-know requirements for attendance at the conference are included on the approved access roster. (e) Each attendee shows proper identification (driver's license, ID card, etc.) before entering classified sessions during the conference. (f) Each classified paper, speech, vugraph, etc., has been reviewed and its release authorized in advance of the conference. Ensure that written approval has been obtained before releasing any classified information at the meeting. Authorization to release classified information: (1) By DoD personnel, to wholly cleared U.S. audiences must be obtained from the originator. (2) To an audience that includes foreign nationals, must be obtained from HQDA (DAMI-CIT) WASH DC 20310-1051 (see AR 380-10 (reference (uuu)). (3) By contractor personnel, must be approved in writing by the Army contracting activity having jurisdiction over the information involved. The contracting officer will ensure that a security review is conducted of the material to be presented, and that written approval/denial is provided the contractor prior to the conference date. (See paragraph 9.e., DoD 5220.22-M, Industrial Security Manual) (reference (f).) (g) All announcements and invitations are reviewed for accuracy and to ensure that they are unclassified, prior to their dissemination. (h) Notices of, or invitations to attend the classified meeting are issued only to cleared or authorized foreign personnel. Representatives of and nationals from the following countries will not be invited: Afghanistan, Albania, Angola, Bulgaria, Cambodia (Kampuchea), People's Republic of China (including Tibet), Cuba, Czechoslovakia, Ethiopia, German Democratic Republic (East Germany, including the Soviet Sector of Berlin), Hungary, Iran, Iraq, Laos, Libyan Arab Republic, Mongolian People's Republic (Outer Mongolia), Nicaragua, North Korea, Poland, Rumania, Southern Yemen, Syria, Union of Soviet Socialist Republics (including Estonia, Latvia, Lithuania, and all other constituent Republics, Kurile Island, and South Sakhalin (Karafuto)), Vietnam, and Yugoslavia. (i) Policies and procedures governing attendance by foreign representatives, and disclosures of information to foreign individuals, contained in AR 380-10 (reference (uuu)) are followed. (j) The meeting is monitored to ensure that discussions are limited to authorized disclosures; individuals making oral presentations give attendees sufficient classification guidance to enable them to identify what information is classified or unclassified. (k) Notes, minutes, summaries, proceedings, recordings, reports, and other documents containing classified information originated at the meeting are correctly marked, safeguarded, and distributed. (l) Additional security safeguards are provided as required. For example, security representatives should ensure that: (1) Conference spaces are cleared for the discussion of classified information. (2) The integrity of the cleared area is maintained during the classified session. (m) The loss or compromise of any classified information at the meeting is promptly reported by message to HQDA (DAMI-CIS) WASH DC 20310-1051 indicating full circumstances involved in the incident, and initiatives taken. HQDA will notify ODUSD(P) of the incident. 3. Army contractors may occasionally wish to conduct meetings and invite members of non-DoD organizations to attend. To do so, contractors must obtain written approval from the Army contracting activity primarily interested in the topic of discussion. The names of proposed attendees who are not U.S. citizens or immigrant aliens must be included. Approval is not necessary when contractors conduct a classified meeting and all of the following conditions are met: (a) The meeting is conducted by the contractors at their own cleared facilities. (b) The meeting is attended only by cleared contractors employed by the firm and/or U.S. Government personnel. (c) The meeting pertains to a specific contract, program, project, etc., on which the contractor is performing. e. Attendance by foreign nationals 1. Army activities will notify HQDA (DAMI-CIT) WASH DC 20310-1052, in writing of any classified meeting involving, or likely to involve, participation by foreign representatives. Notification is required upon an activity's request for security sponsorship, usually 120 days prior to the planned conference date. 2. As DoD has entered into numerous reciprocal procurement agreements and offset purchase arrangements with U.S. allies, foreign participation in meetings, conferences, and symposia related to acquisition of materiel is presumed. Army activities may not exclude authorized foreign attendees from such meetings in which U.S. industry will participate. 3. Notification to HQDA must include (but is not limited to) the following: (a) Subject of the meeting, overall classification, topical outline, and the classification of each topic. (b) Date and location of meeting. (c) Identity of sponsoring activity; name, grade, and telephone number of activity point of contact. (d) Foreign countries to which the sponsoring activity desires to issue invitations, or from which requests to participate may reasonably be expected; or, a fully justified proposal to exclude foreign participants who would otherwise be eligible. (e) Classified meetings may not be announced to the public nor invitations issued until written sponsorship approval is received from HQDA (DAMI-CIT). f. Association cosponsored meetings 1. Each year, DoD supports a large number of meetings and conferences sponsored by nongovernment associations (i.e., AUSA, ADPA, Association of Old Crows, etc.), aimed at a useful and necessary dialogue between DoD and industry. An increasing number of such conferences involve classified information. 2. To ensure the maximum control of classified material while allowing for essential exchange of information, DUSD(P) has established a formal reporting procedure which applies to all association-sponsored, and cosponsored conferences, symposia, demonstrations, and chapter meetings wherein classified information is to be presented. 3. Army activities planning to conduct a classified conference sponsored or cosponsored by a nongovernment association will provide the following information to HQDA (DAMI-CIT) WASH DC 20310-1052, 120 days prior to the planned conference date (include this information in the activity request for sponsorship): (a) A topical outline, including a summary of each subject, its level, and source of classified information. (b) The name of the association/organization holding the meeting. (c) The location of the meeting, including a physical security confirmation (i.e., the conference site is a cleared contractor or U.S. Government facility). (d) The sponsoring Army activity, including the name, address, and phone number of the Army activity point of contact. (e) The reason for the symposium. g. Waiver requests 1. Location of classified meetings. DoD policy requires that all classified meetings be held at U.S. Government installations or cleared contractor facilities. Authority to waive this requirement is limited exclusively to the DUSD(P). Requests for waiver to allow classified meetings to be held in an uncleared public facility (such as a hotel) will be considered individually. Blanket waivers will not be granted. The Army activity responsible for conduct of the classified meeting may submit a request to HQDA (DAMI-CIS) WASH DC 20310-1051, 120 days prior to the planned conference date. In addition to basic information, the waiver request must include: (a) Full, detailed justification for the waiver. (b) The reason appropriately cleared sites were not suitable and/or available. (c) A description of cost for the site, and the benefit to the Government in conducting the conference at the site. (d) A detailed security plan describing procedures to be followed to ensure access control for classified sessions, and other physical security measures which will preclude access by the public. A floor plan for the conference area should be included. 2. Exclusion of foreign nationals. Army activities may not arbitrarily designate an acquisition-related meeting or session as ""US Only.'' Authority to exclude foreign nationals from acquisition-related meetings at which U.S. contractors are invited is limited to the DUSD(P). Each request for exclusion will be considered individually. Submit such requests to HQDA (DAMI-CIT) WASH DC 20310-1052, at least 120 days prior to the planned conference date with full justification for the exclusion. AR 380-5 5-206. Safeguarding of U.S. classified information located in foreign countries Except for classified information that has been authorized for release to a foreign government or international organization pursuant to DoD Directive 5320.11 (reference (oo)), and is under the security control of such government or organization, the retention of U.S. classified material in foreign countries may be authorized only when that material is necessary to satisfy specific U.S. Government requirements. This includes classified material temporarily transferred into a foreign country via U.S. Government personnel authorized to escort or handcarry such material pursuant to Chapter VIII, Section 3, as applicable. Whether permanently or temporarily retained, the classified materials shall be stored under U.S. Government control as follows (Requests for exception to the provisions of any of the following subparagraphs will be forwarded HQDA (DAMI-CIS) WASH DC 20310-1051 with full justification.): a. At a U.S. military installation, or a location where the United States enjoys extraterritorial status, such as an embassy or consulate. b. At a U.S. Government activity located in a building used exclusively by U.S. Government tenants, provided the building is under 24-hour control by U.S. Government personnel. c. At a U.S. Government activity located in a building not used exclusively by U.S. Government tenants nor under host government control, provided the classified material is stored in security containers approved by the GSA and is placed under 24-hour control by U.S. Government personnel. d. At a U.S. Government activity located in a building not used exclusively by U.S. Government tenants but which is under host government control, provided the classified material is stored in GSA-approved security containers which are further secured in a locked room or area to which only U.S. personnel have access. e. When host government and U.S. personnel are co-located, U.S. classified material that has not been authorized for release to the host government pursuant to DoD Directive 5230.11 (reference (oo)), shall, to the extent possible, be segregated from releasable classified material to facilitate physical control and prevent inadvertent compromise. However, U.S. classified material that is releasable to the host country need not be subject to the 24-hour U.S. control requirement provided the host government exercises its own control measures over the pertinent areas or containers during non-duty hours. f. Foreign nationals shall be escorted while in areas where nonreleasable U.S. classified material is handled or stored. However, when required by operational necessity, foreign nationals may be permitted, during duty hours, unescorted entry to such areas provided the nonreleasable information is properly stored or is under the direct personal supervision and control of cleared U.S. personnel who can prevent unauthorized access. AR 380-5 Section 3 Activity Entry and Exit Inspection Program AR 380-5 5-300. Policy a. Commanders and heads of Army Major Commands and Headquarters activities shall establish and maintain an inspection program to deter and detect unauthorized introduction or removal of classified material from DoD owned or leased installations and facilities. This program does not replace existing programs for facility and installation security and law enforcement inspection requirements. b. The inspection program shall be implemented in a manner which does not interfere unduly with the performance of assigned missions. c. The inspection program shall be implemented in a manner which does not significantly disrupt the ingress and egress of persons who are employees of, or visitors to, defense installations and facilities. d. Inspections carried out under this program shall be limited to the extent feasible to areas where classified work is being performed, and cover only persons employed within, or visiting, such areas. e. Inspections carried out under this program shall be performed at a sufficient frequency to provide a credible deterrent to those who would be inclined to remove classified materials without authority from the installation or facility in question. f. The method and frequency of such inspections at a given installation or facility is at the discretion of the commander or head of the installation or facility, or other designated official. Such inspections shall conform to the procedures set forth below. g. MACOM commanders and heads of Army Staff elements will develop written procedures for executing the inspection requirement in coordination with legal, law enforcement, and security personnel. The procedures will be applicable to the MACOM or Army Staff agency, as well as subordinate elements. All individuals, regardless of rank, are subject to the provisions of this policy. 1. Prior to commencing local inspections, activities will ensure that guard, law enforcement, and all other personnel involved in the inspections are fully trained in their responsibilities under the program. At a minimum, the training will address: (a) Who is to be searched. All individuals entering or exiting an Army installation, building, or office during the inspection period, regardless of rank or grade, are subject to search by designated inspection personnel. (b) The purpose of the search. Inspections will be conducted for the sole purpose of detecting and deterring the unauthorized introduction or removal of classified information. Inspections will not be used to target, single out, harass, or otherwise treat any individual differently than other persons entering and exiting the activity. (c) What to look for. Designated security personnel will examine envelopes, packages, diskettes, diskette containers and other ADP media, tapes, film, microfiche, etc., likely to contain classified information. Sealed envelopes and packages are also subject to inspection. If an individual refuses to open a sealed envelope, or will not allow the inspector to do so, he or she will be asked for written courier orders, card, pass, or other documented proof of authorization to handcarry classified information. If the person does not have such authorization, he or she will be referred to the activity's predesignated office or other control center for further action. (d) What is to be searched. While inspections are being conducted, authorized personnel will search all briefcases, shoulder- or handbags, luggage, athletic bags, packages, and other similar containers carried into and out of the facility by visitors and employees. Personnel conducting the searches are expected to use discretion in inspecting any item that could reasonably be expected to contain classified information. (e) What will not be searched. Inspectors will not search items that are obviously personal, such as wallets, change purses, and clothing or cosmetic cases. They will not search the individual's person. (f) How to inspect. Personnel designated to conduct inspections will be polite and courteous at all times. During the designated period, inspectors will inform each person to be searched of the requirement to inspect items brought into and out of the facility. Inspectors: (1) Will not open or handle a woman's handbag. The woman will be asked to open her handbag, and to move or remove all items necessary to allow the inspector a reasonable view of all contents. (2) Will personally open, or have the individual open, all other items to be inspected. Items will be moved and all envelopes and parcels opened as necessary to allow the inspector a reasonable view of all contents. (g) Method of inspection. Either of two methods may be used: random or continuous. (See paragraph 5-30lc below.) Inspectors will be consistent in conducting searches in the method chosen by the head of the activity. (h) Procedures to be followed in the event classified information is found. If classified information is found, the individual being searched will be asked to produce written courier orders, DD Form 2501 (Courier Authorization card), pass, or other documented proof of authorization to handcarry classified material. If the individual appears not to have such authorization, he or she will be referred to the activity's predesignated office or other control center for further action. (i) When and how often inspections will be conducted.Subordinate commanders will ensure that local inspections are conducted for the minimum number of hours established by the MACOM commander or Army Staff head. The date or period for such inspections is at the discretion of the local commander. 2. The commander's inspection program will be extensively publicized and disseminated to ensure that all personnel are notified of the policy. If possible, the inspection policy should also be posted at entry and exit points. Personnel must be notified of the inspection program at least 2 months prior to the date inspections begin. h. Army activities located on other than Army-controlled, U.S. Government installations will abide by the host's entry/exit inspection program. Host-tenant agreements should provide for acceptance of DD Form 2501 or other written authorization as proof of an Army military or civilian member's approval to handcarry classified information locally. AR 380-5 5-301. Inspection frequency a. Inspections may be aperiodic, that is, at irregular intervals. b. Inspections may be accomplished at one or more designated entry/exit points; they need not be carried out at all entry/exit points at the same time. c. Inspections may be done on a random basis using any standard which may be appropriate, for example, every third person; every tenth person; every hundredth person, at the entry/exit point(s) designated. If the local commander prefers, continuous inspections, that is, checks of all individuals entering or exiting the activity during the designated inspection period, may be conducted in lieu of random inspections. Either method (random or continuous) may be chosen for a particular inspection period. Once chosen, however, that method must be used for the entire inspection period. d. Inspections at a particular entry/exit point(s) may be limited as appropriate to various periods of time, for example, one week, one day, or one hour. e. Inspections shall be conducted at all entry/exit points after normal duty hours, including weekends and holidays, on a continuous basis, if practicable. f. Army activities will maintain a log or other appropriate local record of inspections conducted under this section. AR 380-5 5-302. Inspection procedures and identification a. Inspections shall be limited to that which is necessary to determine whether classified material is contained in briefcases, shoulder or handbags, luggage, athletic bags, packages, or other similar containers being removed from or taken into the premises. Inspections shall not be done of wallets, change purses, clothing, cosmetics cases, or other objects of an unusually personal nature. b. DoD Components shall provide employees who have a legitimate need to remove classified material from the installation or activity with written or printed authorizations to pass through designated entry/exit points. (See paragraph 8-300 f.) This may include: 1. The authorization statements prescribed in Chapter VIII, section 3. Courier cards will not be used to provide authorization to handcarry classified information on commercial passenger aircraft, within the United States or abroad. 2. If authorized in Component instructions, wallet-size cards which describe in general terms the purpose(s) for authorizing the employee to remove classified material from the facility (for example, use at meetings or transmission to authorized recipients). The DD Form 2501 (Courier Authorization card) will be used by personnel required to handcarry classified information locally within designated geographical limits (see paragraph 8-300). The cards will be issued and controlled by local security managers. c. Inspectors are to ensure that personnel are not removing classified material without authorization. Where inspectors determine that individuals do not appear to have appropriate authorization to remove classified material, they shall request such individual go to the activity security office, or another predesignated control office, to obtain appropriate authorization before exiting the premises. If due to the circumstances, this is not feasible, the inspector should then contact personnel in the predesignated control office who will attempt to verify by telephone the authority of the individual in question to remove the classified material with the employing office. When such verification cannot be obtained, and if removal cannot be prevented, the inspector shall not attempt to detain the individual physically, but will record the person's name, activity, and the time in an inspection log if possible. This record will be provided the activity security office or designated control office. These personnel will advise the individual's employing office and/or appropriate security office as soon as feasible that classified material was removed by the named individual at a particular time and without apparent authorization. d. If the employing office determines that classified material was removed by one of its employees without authority, it shall request an investigation of the circumstances of the removal by appropriate investigative authorities. Where such investigation confirms a violation of security procedures, other than espionage or deliberate compromise, for which subsection 6-109 applies, appropriate administrative, disciplinary, or legal action shall be taken. AR 380-5 5-303. Local records Army MACOMs and Staff agencies will maintain records of: a. The date(s) and number of entry/exit inspections conducted by the activity and subordinate elements during the previous quarter. b. The number of instances during the quarter in which persons handcarried classified information without apparent authorization. c. Problems encountered in the conduct of the entry/exit security inspection program.