Headquarters Information Security Program
Office of Headquarters Security Operations

HSO SPOTLIGHT No. 018-2008: Classified Matter Markings

The Office of Independent Oversight, within the Office of Health, Safety and Security (HSS), conducted a recent security inspection of DOE Headquarters. The inspection evaluated the performance of responsible Headquarters Elements across the spectrum of protection related topical areas including Classified Matter Protection and Control (CMPC). One item noted was the need to reemphasize the requirement for cleared Headquarters employees to ensure classified matter in their possession, including media, is properly marked.

The Headquarters Facilities Master Security Plan, Section 16 “Classification”, Section 22 “Preparing and Marking Classified Matter”, DOE M 470-4.4, “Information Security”, and DOE M 475.1-1 “Manual for Identifying Classified Information” provide in-depth guidance for the marking of classified matter. Additionally, the DOE Marking Handbook also provides guidance and examples for marking classified matter. The website for the DOE Marking Handbook is: http://www.pnl.gov/isrc/pdf/doe_marking_handbook_2006.pdf

Marking Classified Documents

Upon creation of a new document or material in a classified subject area, the originator must ensure it is protected at the highest potential classification level and category of information that is likely to be contained in the document or material until a review is obtained from an appropriate classification official. (See HSO Spotlight No. 016-2008, “Proper Marking and Disposition of Classified Draft and Working Paper Documents”)

For documents required to undergo a classification review (i.e., final documents), if the document does contain classified information, then the individual conducting the review (i.e., derivative classifier) marks or authorizes the marking of the document to include: the highest classification level and category (if Restricted Data [RD] or Formerly Restricted Data [FRD]) of the information contained in the document or material, the title marking, the RD/FRD admonition if applicable, the unique identification number (if accountable), the classifier information, the caveats (special markings) if any, and portion marking [for National Security Information (NSI) only].

Note: Document originators are responsible for affixing the name of the organization responsible for preparing the document and the date of preparation on the first page of all classified documents.

Note: See attachment for an Example of a Marked Document

Your Responsibilities if you Receive an Improperly Marked Classified Document:

Final copies of all Department of Energy originated classified documents must contain all of the required classification markings noted above, as appropriate. If you receive a DOE originated classified document that is missing any of the required markings, you have two options. Whenever possible, avoid returning these documents because of improper markings. Instead, contact the sender and attempt to resolve the marking issues. (Caution should be exercised to protect classified information by using secure communications [e.g., STU-III or STE]).

Option 1

1.	Contact the sender
2.	Identify missing or incorrect marking(s)
3.	Upon instructions from the sender, the document recipient is authorized to apply the correct classification markings to the document. The recipient should also annotate the document with the name of the individual authorizing the corrections, the date, and his or her own name. All changes to the document should be made in indelible ink.

Option 2

1.	Contact the sender and identify the missing or incorrect markings. Request the sender transmit a new correctly marked copy of the document. Either return the improperly marked document to the sender or destroy it in accordance with classified destruction guidelines

If you cannot resolve the classification marking issues with the sender, then you should consult with your organization’s derivative classifier for additional guidance.

As a general rule, documents received from other government agencies and foreign governments that have not been marked to conform to DOE requirements do not need to be remarked. However, all documents received must clearly indicate a classification level and category (if RD or FRD). If an accountable document arriving from another agency lacks a unique identification number (accountable documents only), one must be assigned. Consult your organization’s derivative classifier for additional guidance.

Marking of Classified Information Systems Media

All classified information systems media must be marked with the system high accreditation level of the information system.. All classified electronic storage media (ESM) must have the overall classification level and category (if RD or FRD) visible on the front and back, if appropriate. (Note: Some types of media (e.g., CD) cannot be marked on both sides.) Additionally, media should be marked using a standard form (SF 710 for unclassified, SF 709 for classified, SF 708 for Confidential, SF 707 for Secret; and SF 706 for Top Secret.) Classifier markings are not required on the exterior of ESM. Only the removable covering of classified ESM is considered a container and must be marked accordingly (i.e., classification level markings on the top and bottom of the front and back of the container.)

• Labels that denote both the classification level and category (if RD or FRD) of the media may be used when it is practical to apply the label without impeding the operation of the removable media.
• If the label can impede the operation of the removable media (e.g., not allowing the media to properly seat), then the media must be hand annotated with the classification level and category (if RD or FRD.)
• The classification markings must be visible and human-readable, and must easily communicate the classification level and category (if RD or FRD) of the information.

Note: Classified matter this is not properly marked could lessen the protection afforded the information potentially impacting national security.

If you have any questions regarding this bulletin, contact your organization’s derivative classifier or the Information Security Program at 301-903-9990.

Document Marking Slide