CARE DURING WORKING HOURS
During working hours, you should take precautions to prevent access to classified information by unauthorized persons. Among the necessary precautions are the following:
1. Classified documents, when removed from storage for working purposes, will be kept under constant surveillance and facedown or covered when not in use. Classified material cover sheets, such as OPNAV Form 5216/96, maybe used for this purpose.
2. Classified information will be discussed only when unauthorized persons cannot overhear the discussion.
3. Preliminary drafts, carbon sheets, plates, stencils, stenographic notes, work sheets., and all similar material containing classified information either should be destroyed by an approved method for destroying classified material immediate] y after they have served their purposes or will be given the same classification and safeguarded in the same manner as the classified material they produced.
4. Typewriter ribbons used in typing classified material should be protected in the same manner as required for the highest level of classification for which they have been used. Also, they must be destroyed as classified waste. The following are exceptions:
a. After the upper and lower sections have been cycled through the machine five times in the course of regular typing, all fabric ribbons may be treated as unclassified regardless of their classified use thereafter.
b. Any typewriter ribbon that remains substantially stationary in the typewriter until it has
received at least five consecutive impressions may be treated as unclassified.
SECURING CLASSIFIED MATERIAL
Your command should require a security check at the end of each working day to ensure that all classified material is properly secured. The security check should determine the following:
1. All classified material is stored in the manner prescribed.
2. Burn bags are properly stored or destroyed.
3. The contents of wastebaskets that contain classified material have been properly stored or destroyed.
4. Classified shorthand notes, carbon paper, carbon and plastic typewriter ribbons, rough drafts, and similar papers have been properly stored or destroyed.
5. Security containers have been locked by the responsible custodians. The dial of the combination locks should be rotated at least four complete times in the same direction when securing safes, files, or cabinets.
The security check should be made a matter of record with the record retained at least until the next security check is conducted. Optional Form 62 may be used for this purpose.
STORAGE OF CLASSIFIED MATERIAL
Commanding officers are responsible for safeguarding all classified material within their commands and for ensuring that classified material not in actual use by appropriately cleared personnel, or under their direct personal observation, is stored in the manner prescribed for that material.
As a leading Gunner's Mate, you should ensure that any weakness or deficiency found in containers being used for the protection of classified material is reported to the proper authority.
Because they increase the risk of theft, valuables should not be stored with classified material.
Containers should not have external markings that indicate the level of classified information stored within. For identification purposes, however, the exterior of each container should bear an assigned number or symbol.
COMBINATIONS AND KEYS
Combinations to security containers should be changed only by individuals cleared for the highest level of classified material in the container. Combinations should be changed under any of the following circumstances:
1. When the container is first placed in use after procurement.
2. Whenever an individual knowing the combination no longer requires access.
3. When the combination has been compromised or the security container has been discovered unlocked and unattended.
4. At least annually, unless a more frequent change is dictated by the type of material stored therein.
5. When the container is taken out of service. Built-in combination locks should be reset to the standard combination 50-25-50. Combination padlocks will be reset to the standard combination 10-20-30.
In selecting combination numbers, multiples of 5, simple ascending or descending arithmetical series, personal data, such as birth dates, and serial numbers should be avoided. The same combination should not be used for more than one container in any one component of the command.
The combination of a vault or container used for the storage of classified material should be assigned a security classification equal to the highest category of the classified material authorized to be stored in it.
Knowledge of, or access to, the combination of a vault or container used for the storage of classified material should be given only to those appropriately cleared persons who are authorized access to the classified information stored therein and have an operational use for it.
Records of combinations should be sealed in an envelope (OPNAV Form 55 11/2 maybe used) and kept on file by the security manager, duty officer, communications officer, or other person designated by the command.
When key-operated high-security padlocks are used, the keys should be controlled as classified material of a classification equal to the classification of the material being protected and should be safeguarded as follows:
1. A key and lock custodian should be appointed to ensure proper custody and handling of keys and locks used for protecting classified material.
2. A key and lock control register should be maintained to identify keys for each lock and their current location and custodian.
3. Keys and locks should be audited each month.
4. Keys should be inventoried with each change of custodian.
5. Keys should not be removed from the premises.
6. Keys and spare locks should be protected in a security container.
7. Locks should be changed or rotated at least annually, and should be replaced upon loss or compromise of their keys.
8. Master key is prohibited.
A record should be maintained for each vault, secure room, or container used for storing classified material. This record should show the location, and the names, home address, and home telephone numbers of persons having knowledge of the combination to the storage facility. GSA Optional Form 63 or OPNAV Form 5511/30 may be attached to the container to identify the custodian. When Optional Form 63 is used, a privacy act statement should be provided to those listed and their consent obtained before any prominent display is allowed.
Electrically actuated locks (e.g., cipher and magnetic strip card locks) do not afford the degree of protection required for classified information and should not be used as the locking device on security containers.