From: Commanding Officer/Leader, United States Navy Band

Transcription

1 DEPARTMENT OF THE NAVY UNITED STATES NAVY BAND 617 WARRINGTON AVE., SE WASHINGTON NAVY YARD, DC NAVBANDINST 5510 NB.SM NAVY BAND INSTRUCTION 5510 From: Commanding Officer/Leader, United States Navy Band Subj: US NAVY BAND SECURITY PROGRAM Ref: (a) SECNAV M (b) SECNAV M (c) NAVBANDINST F (d) NAVBANDINST (SORM) 1. Purpose. This instruction establishes policy and responsibilities for implementing US Navy Band s Security Program in accordance with references (a) and (b). 2. Security Manager. The USNB Security Manager/Top Secret Control Officer and Assistant Security Managers shall be designated in writing. The Security Manager will perform the following duties: a. Serve as USNB s advisor and direct representative in matters pertaining to the security of classified information and personnel security. b. Ensure threats to security, compromises, and other security violations are reported, recorded, and when necessary, investigated. c. Ensure compliance with accounting and control requirements for classified material, including receipt, transporting, inventory, reproduction, and distribution. d. Formulate and coordinate physical security measures for protection of classified material. e. Establish emergency action plan for classified storage and destruction in accordance with references (c) and (d). 3. Staff Clearances. Within 5 working days of reporting for duty to USNB, new members shall check in with the Security Manager to receive security indoctrination. After checking in

2 with the Security Manager, and within ten (10) working days of reporting for duty to USNB, members will report to the Assistant Security Manager to check in and complete additional security paperwork. Upon permanent departure from USNB, all members are required to check out with the Security Manager. 4. Clearance Assignments. Band member's clearance assignments will be based on their assigned billets. The clearance level for the majority of billets at USNB is at the SECRET level. 5. Personnel Security Investigations. Staff members who have SECRET clearances must update their investigations every 10 years and those who have TOP SECRET or above clearances must update their investigations every 5 years. The Assistant Security Manager, via the Security Manager will notify staff personnel when investigation updates are required. 6. Building Access. All USNB members will be provided building access keys during the check-in process. Check-in with the Security Manager will occur immediately after issuance, or as close to that time as OPTEMPO permits. Members are to use these when accessing building spaces. If the keys are lost or misplaced, members are to notify the USNB Security Manager and Key Control Manager immediately. a. When entering the building, members must be sure that if someone "piggybacks on their entry (use one key to open door and more than one person enters the building) that they know the individual and know that the person has a valid reason for entry into the space before allowing their unfettered access. 7. Visit Requests. All visit requests will be reviewed by the USNB Security Manager. Members shall notify the Security Manager at least three (3) working days in advance of scheduled visits with dates of visit, visiting activity s point of contact, phone number, and purpose of visit. 8. Marking of Classified Material. Classified Material will be marked in accordance with SECNAVINST M a. Documents: will have appropriate classification level cover sheet or folder. Each page should also be marked top and bottom with the overall classification of the document. This includes working papers and notes, as well as finished documents. 2

3 b. Electronic Media: will be labeled on the media itself with highest classification level of material on the media. Once a CD/DVD has been in the SIPRNET, even if used only to download a file to the SIPRNET, the CD/DVD is classified SECRET and must be so marked and afforded proper protection. 9. Safeguarding Classified Information. Information must be controlled at the level of classification. USNB members who possess classified material are responsible for safeguarding it at all times. There is a GSA approved safe controlled by the Security Manager/ADMIN Officer. Material control is necessary to: a. Limit dissemination of classified material. b. Prevent unnecessary reproduction of classified material. c. When passing classified material to another authorized staff member, only face-to-face transfer is acceptable. The receiver must know and acknowledge what is received. Leaving classified material on a desk or in a mailbox, under the assumption that the intended recipient will find it, is not authorized. d. TOP SECRET material will be delivered to and remain under the control of the USNB Security Manager/Top Secret Control Officer (TSCO). Personnel with the appropriate clearance and "need to know" may work with the material in the Sensitive Compartmented Information Facility (SCIF - A206 ADMIN Storage). In limited circumstances a person may remove the Top Secret material from the SCIF to work with at their desk. This will require the approval of the Security Manager/TSCO. In all circumstances, the TOP SECRET material must be returned to the Security Manager for stowage at the end of the workday. (All TOP SECRET and above material must be stored in the SCIF). e. Unsecured classified material is not to be left unattended - EVER. Staff members using classified material, when they need to step away from their desk, must either carry the material with them (in such a way that the classified material cannot be read by passersby), ask a co-worker with appropriate clearance to assume responsibility for the material's security, or lock it in a GSA approved container or office designated for open storage of classified material. The offices at USNB, building 105, designated for open storage of 3

4 SECRET material during working hours is room A206 ADMIN Storage (SCIF). The SCIF is the only space within USNB designated for open storage of SECRET material after working hours. f. An amalgam of unclassified bits of information can become a classified whole. For this reason, the use of burn bags is encouraged for the disposal of all unclassified, PII (Personally Identifying Information), and FOUO (For Official Use Only) material from this command. The only things that should go in the trash cans are garbage (e.g. food wrappers). Newspapers and magazines may be tossed in the recycling bin after examination to ensure no paperwork slid inside. 10. Telephone Security. Telephones available within USNB spaces are part of a non-secure communications system and are potential sources of intelligence information, which can be monitored. The ability of foreign intelligence collection agencies to intercept conversations originating from DOD owned telephones is well documented. Communication Security (COMSEC) procedures demand the strictest attention of everyone. Classified information will not be discussed over the non-secure phone system. Proper telephone security must be an integral part of staff work habits. a. Only Secure Terminal Equipment (STE) telephones shall be used to conduct classified phone conversations. Do NOT try to talk around a classified subject. Coordinate with the Security Manager when classified phone calls are required. 11. Removing or Transporting Classified Material from USNB Spaces. Classified material will not be removed or transported from USNB spaces without obtaining concurrence from the Security Manager to ensure that all procedures are strictly adhered to as outlined in reference (a). USNB members are not permitted to remove classified material from USNB spaces without an official courier card or letter. 12. Reproduction of Classified Material. Classified material will not be reproduced by staff personnel without concurrence of the Security Manager who will ensure that the requirements outlined in reference (a) for reproduction are satisfied. 13. Destruction of Classified Material. Per reference (a), "all classified material will be destroyed as soon as it is no longer required." Shredding classified material is the preferred mode 4

5 of destruction within USNB. Classified material SECRET or below shall be shredded or placed in a burn bag with the bag stored in a GSA approved safe until delivered to the Pentagon Burn Team for destruction. The bag of classified material must never be left untended. Burn bag runs are made every Friday by N1. Classified material is NOT to be placed in the burn bags sitting in the offices; if used, the burn bag must be separate and secured in a safe until the burn run. Burn bags will be marked with the date closed, office code of the person closing the bag, classification and serial number. a. The crosscut shredders in USNB spaces are suitable for destroying classified material. The residue from these shredders may be handled as unclassified waste. The shredder basket must be continually checked to ensure that no large pieces of paper are getting through the machine. b. There are two shredders at USNB. One is located on the second deck copier room adjacent to ADMIN, and is suitable for disposal of classified materials. The other is located on the second deck copier room adjacent to the CIPM office, and it is not suitable for disposal of classified materials. Not all shredders are suitable for disposal of classified materials. If the material to be destroyed is some form of electronic media, consult the Security Manager. Shredders are usually not the right destruction method for classified disks. When in doubt, consult the Security Manager. Always err on the side of security. c. All TOP SECRET and above material will be given to the Security Manager for destruction. 14. Observance of Suspicious Activity. All staff personnel shall be alert for any suspicious activity that indicates possible misuse or compromise of classified material. Such suspicions shall be reported to the Security Manager, or other appropriate personnel for investigation. 15. Security Violations. There are two types of security violations: actions that involve compromise or a possible compromise of classified information; and actions which violate security regulations, but no compromise occurs. Compromise is the disclosure of classified information to person who is not authorized access. The unauthorized disclosure may have occurred willfully or through negligence. Whenever a USNB 5

6 member determines that a compromise or possible compromise has occurred, the circumstances shall be immediately reported to the Security Manager/TSCO. 16. Physical Security. As a tenant command at Naval Support Activity (NSA) Washington Navy Yard, DC, USNB relies upon NSA Washington police for its first line of physical security located at the entrance gates. Beyond this, USNB members are responsible for the following: a. Controlling the entrance of visitors to USNB spaces by being aware of their presence, establishing that they have proper reason for being in the spaces, proper security clearance (if required by visit), and escorting them within staff spaces when such clearance is lacking. b. Using only GSA approved containers to store classified material. c. Ensuring that all security containers are locked at the end of the workday. Storage of Classified Material. All TOP SECRET and above material must be stored in the USNB SCIF. All other classified material must be stored in a GSA approved safe/container. See the Security Manager for additional guidance. 17. Changing Lock Combinations. USNB Security Manager will facilitate the changing of all safe combinations. Combinations shall be changed under the following circumstances: a. When first placed in use. b. When an individual knowing the combination no longer requires access (e.g. detachment or job change of the individual) unless other sufficient controls exist to prevent access to the lock. c. When subjected to compromise. d. When taken out of service. Built-in combination locks will then be reset to the standard combination Combination padlocks will be reset to the standard combination

7 e. In selecting combination numbers, sequential numbers (i.e. multiples of five, simple ascending or descending numerical series) and personal data, such as birthdates and Social Security numbers shall not be used. The same combination shall not be used for more than one container. f. The classification of the combination shall be treated at the same level of the classified information stored therein. Mark any written record of the combination with the appropriate classification level. g. The Security Manager will maintain a record for each security container, vault, or secure room door showing the location of each. Additionally, the record will indicate the names, home addresses, and home telephone numbers of the individuals having knowledge of the combinations and who are to be contacted in the event the security container, vault, or secure room is found open and unattended. 18. Recording Safe Combinations. The Security Manager will maintain a list of all combinations to all classified storage containers. 19. Labeling Safes. Each safe drawer will be labeled with the appropriate destruction priority. Ask the Security Manager if you do not understand the requirement. a. Responsible personnel for each safe will maintain a Standard Form 702, filling in the appropriate information whenever the safe is opened or closed. When the form is completely filled out, it will be delivered to the Security Manager. The Security Manager will retain the forms for three years (3). 20. Security of USNB Spaces. Access to USNB spaces is controlled by using keys. Contact the Security Manager/Key Control Supervisor and Key Control Manager immediately if your key is lost or not working properly. a. Normally, USNB spaces will be manned between the hours of If visitors need access to the USNB spaces outside of these hours, they must be accompanied at all times by a USNB member. In case of building maintenance, the Facilities Supervisor will provide escort. 7

8 21. Securing Staff Office Spaces. Individual staff personnel will secure their own work stations by locking all classified material in an approved GSA storage container. 22. Visitors. Visitors to staff office spaces shall be positively identified by a staff member. If an unknown, unescorted person is observed by any staff member to be present in USNB spaces, that person will be tactfully challenged and asked to provide proper identification and to state nature of his/her business. Confirmation that a visitor has a valid reason to be in USNB spaces shall be validated by the Security Manager prior to any classified discussions. 23. Action. This instruction is effective immediately. BRIAN O. WALDEN Distribution: Electronic, via intranet 8