Purdue University Executive Memoranda
OFFICE OF THE PRESIDENT
EXECUTIVE MEMORANDUM No. B-3
(Supersedes Executive Memorandum No. A-293)
September 1, 1971
To: Deans, Directors, Heads of Schools, Divisions, Department, Offices, and Staff Concerned
Re: Security Standard Practice Procedure
The Defense Contract Administration Services Region (DCASR), Chicago, Illinois, is designated as the Cognizant Security Agency for Purdue University and represents the United States Department of Defense in security matters. Under Cognizant responsibilities, DCASR assists in developing security practices or safeguards to provide adequate protection to classified information transmitted to the University by Military Departments (Army, Navy, Air Force). Each Military Department acts through the Cognizant Office to assure itself of the existence of security safeguards affecting a particular contract. The Cognizant Office and the Military Departments will reach concurrence prior to transmitting specific recommendations to the University, such recommendations having been previously discussed with and agreed to in principle by the University Security Supervisor.
Our Security Agreement, entered into with the Department of Defense, places upon the University and its personnel the primary responsibility of safeguarding classified information entrusted to it or them or to be produced by contract. In compliance with the provisions of such Agreement and in conformity with security standards set forth in Government security regulations, the University has adopted the Standard Practice Procedure given below which was adapted from the Industrial Security Manual for Safeguarding Classified Information, extracts of which are in the hands of all project directors who have classified material.
All personnel of the University are obligated to observe these procedures in spirit as well as in letter. It should be sufficient to say that such observance affects the National Defense and the failure of one adequately to safeguard classified information in his knowledge or possession is subject to the penalties of the Federal statutes governing such matters. In addition, a failure to observe security rules and regulations is a violation of the University's contracts with the Government.
The following procedures are intended to provide an orderly method of delegating responsibilities and duties and, if observed, will eliminate delay in visits, clearance, contract negotiations, and other similar matters, as well as the embarrassment attending the discovery of a security violation. All questions concerning security should be directed to the Office of Contract Administration, which is the representative contact with all agencies of the Department of Defense.
Arthur G. Hansen
Standard Practice Procedure for Department of Defense Security
- The Security Officer of Purdue University shall maintain the military clearance of Purdue University and the Purdue Research Foundation by:
- A valid DD 441 Security Agreement.
- The Security Officer of Purdue University is the University and Foundation representative to the Department of Defense in all matters of security and will be the sole contact in such matters with the Cognizant Security Agency unless otherwise directed.
- The Security Officer will:
- Secure clearance of all officers, Trustees, directors, negotiators, and additional personnel as provided by the Industrial Security Manual, except those who are excluded from access to classified information, and furnish current list to the Cognizant Security Agency as changes occur.
- Keep the record of all personnel clearances.
- Approve all requests for clearances and forward to the Cognizant Security Agency.
- Approve all requests for visit authorization and forward to the Cognizant Security Agency or directly to agency requesting clearance, as provided by the Industrial Security Manual.
- Keep the file of all classified material of all departments not having approved storage facilities.
- Maintain approved storage for all classified information for the general administrative departments of the University and the Foundation located in the Executive Building.
- Provide a central file for all classified information directed to or dispatched by a department or one of the faculty assigned to that department.
- Maintain a charge-out record of all classified information released from the storage container in his office.
- Conduct periodic inspections to insure compliance with Standard Practice Procedure.
- Serve as Central File for all classified mail received in connection with Purdue University research contracts or other University business.
- The Head of each Department shall be responsible for the security of all classified information in possession of his Department or any one of his faculty.
- In security matters, the Head (or a person designated in writing by him) will be the contact for all personnel of his Department. This responsibility may be delegated to the project directors of the various Foundation and University contracts.
- The Head shall:
- Instruct, insofar as it involves his Department, the personnel in their security obligations. He shall, on a recurring basis, bring to the attention of his personnel their continuing responsibility for the safeguarding of classified information.
- Submit all applications for clearance of personnel in his Department to the Security Officer. Personnel will complete DSA Form 707, Worksheet for Preparation of Personnel Security Questionnaire, and two Classifiable Fingerprint Cards and call at the office of the Security Supervisor where the application (Form DD 48 or Form DD 49) will be completed and mailed.
- Advise the Security Officer immediately upon termination of employment of any employee having access to classified information. The employee shall be advised upon termination of employment that disclosure of information to unauthorized persons of such classified information is prohibited and punishable under Federal statutes and he shall sign a statement to this effect.
Prepare and forward in writing to the Security Officer all requests for
visit authorization. Such requests shall be submitted at least three weeks in advance of the date of the visit. This time element shall be observed except in emergencies.
Requests for visit authorization should include the following:Persons visiting-title, citizenship, and date of birth, place of birth
Installation and person to be visited
Dates of visit
Certification of facility security clearance
Classification of data involved
Purpose of visit and contract involved
- Provide storage approved by the University Security Officer for all classified information in possession of his Department or any of his personnel.
- Provide a central file for all classified information received, dispatched, duplicated, or produced by his Department.
- Keepa charge-out record of classified information released from storage.
- Advise the Security Officer in writing with regard to the delegation of any of his responsibilities.
- There shall be a control station at each location in the University having classified material. A control station is defined as any place where classified information is stored and/or where records indicate receipt, release, and dispatch of classified information.
- The individual in charge of the control station shall:
- Be the custodian of all classified information within the area where the station is located.
- Keep the document record receipts for all incoming, outgoing, and reproduced classified information for that area.
- Report each loss, compromise, or suspected compromise of classified information to the Security Officer, who in turn will submit a report and investigation to DCASR, Chicago, Illinois.
- Storage of Classified Material
- All Secret classified information shall be stored in containers approved by the General Services Administration and bear a GSA Test Certification Label. Material bearing Confidential classification may be stored in cabinets having an automatic unit locking mechanism and a built-in three-position, dial-type, changeable combination lock.
- All classified information shall be stored in containers when not under the immediate control of the person chargeable with its possession.
- ALL CLASSIFIED INFORMATION SHALL BE RETURNED TO STORAGE AT THE END OF EACH WORK DAY.
- Classified information shall not be removed by personnel from the University campus without the express permission of the Security Officer and then only if it is assured that it will be properly safeguarded.
- Files containing classified information shall be appropriately marked with the classification of the information therein.
- A cleared and responsible person will be designated for each control station to insure locking of containers at the end of each day.
- Combinations of all containers for classified material shall be changed once a year. If any cleared personnel leave the project prior to that year, the combination must be changed at that time.
- Accountability of Secret working materials (drafts, notes, ribbons, negatives, etc.) retained as completed documents in excess of thirty days from the date of completion is to be recorded in the Central File located in the Department and in the Security Office in the Executive Building.
- Destruction of Classified Material
- A program for the review of Classified Material for the purpose of reducing to an absolute minimum the quantity on hand at any given time shall be followed. With the exception of material for which specific disposition instructions have been received, the Contractor shall destroy Classified Material in his possession as soon as practicable after it has served the purpose for which it was (a) released by the Government, (b) developed or prepared by the Contractor, or (c) retained after completion or termination of the contract.
- Classified Material shall be destroyed by burning. The destruction of Secret material must be witnessed, and a destruction certificate prepared indicating the date of destruction and identifying the material destroyed. The certificate should be signed by two persons who possess appropriate security clearances. A copy of the certificate, together with the green copy of the document record receipt, should be sent to the Central File in the Security Office in the Executive Building.
- Confidential Material may be destroyed by one responsible employee who possesses an appropriate security clearance. A certificate is not required. However, the green copy of the document record receipt should be noted in the lower right-hand corner (date, disposition, and signature) and forwarded to the Central File.
- The residue remaining after burning shall be examined for evidence of undestroyed classified material to insure the effectiveness of the destruction process.
- Marking of Classified Documents
- Classified documents shall be plainly and conspicuously marked or stamped (not typed) in accordance with Paragraph 11 of the Industrial Security Manual.
- Visitor Register
- Each control station shall keep a visitor register.
- Visitors shall be escorted by the cleared person contacted or a member of the University Police who will be responsible to insure that the visitor has no access to classified information in excess of the restrictions placed upon the visitor.
- Visitors shall be unquestionably identified.
- A report shall be made to the Security Officer of all Foreign National visitors as soon after the visit as reasonably convenient.
- All classified information will be received by registered or certified mail. Material with Secret classification requires the use of registered mail. Certified mail may be used for Confidential material.
- Departmental control stations for receipt of classified material are located in the following departments in the building indicated.
and Engineering Sciences
AA&ES of Grissom Hall Chemistry Chemistry Building Civil Engineering CE Building
EE Building Contract Administration Executive Building Jet Propulsion Center Chaffee Hall Laboratory for Application
of Remote Sensing
Flex Lab. I Building Library Purdue Memorial Center Mechanical Engineering ME Building Thermophysical Properties
- All classified mail should be properly marked and prepared for transmittal in accordance with Paragraph 17 of the Industrial Security Manual as follows:
- All outgoing classified mail shall be submitted to the proper departmental control station:
- To have preparation for transmittal checked.
- To have the documents entered on a document record receipt and arrange for proper distribution of copies of this receipt.
- To be hand-carried by one of the control station (cleared) personnel to the Purdue University Stores and Receiving Department for registration. Postal registry receipt will be returned to the control station and number posted on the document record receipt.
- Whenever classified material is transferred from one control station to another, the same receipt form which is used for outgoing mail shall be used with the same distribution of copies.
- Forms for keeping document record receipts may be secured from the Security Officer.
- All outgoing classified mail shall be submitted to the proper departmental control station:
- Only appropriate cleared personnel of the Stores and Receiving Department shall handle and deliver to the Post Office registered and certified mail.
- The University and the Foundation assume no responsibility for security clearance or the handling of classified material by members of the faculty in connection with consulting work carried on independently by members of the faculty.
- The discussion of classified information by telephone and/or intercom is not permitted, without prior written approval of and in accordance with instructions of the contracting officer.
- The following procedure shall be followed for safeguarding classified material in emergency situations, such as natural disaster or any civil disturbance:
- The President of the University will determine when an emergency situation exists which will require assistance from law enforcement agencies other than the University Police. In his absence, and when the President cannot be reached, the Provost, in consultation with the Vice President and Treasurer and the chairman of the Board of Trustees, will determine the state of emergency.
- The following are the agencies with which the University Police exchange information:
West Lafayette Police Department Chief 743-2131 Indiana State Police Officer in Charge 463-1515 Tippecanoe County Sheriff Sheriff 742-7026 F. B. I. Lafayette, Indiana Agent in Charge 742-4781
- The Security Supervisor (Tel: 3461) should be informed of any occurrence in any area which might affect the security of any classified information.
- The assistance of the University Police may be requested in connection with safeguarding classified material through the Security Supervisor. He should be notified of any situation which might require the use of University Police as soon as possible.
- Under extreme adverse conditions, a Purdue University Police car and a patrolman will be requested to assist in the safe removal of classified material to an alternate site for the duration of the condition. For suggested alternate sites, contact the Security Supervisor.
- The Security Office at Fort Benjamin Harrison will be notified by the Security Supervisor if the situation warrants. Tel.: (317) 546-9211 ext. 3266, 3267, 3157.
- Emergency Instructions
- The action to be taken in Section F, paragraph H and I of the Standard Practice Procedure shall be brought to the attention of all cleared individuals who have access to classified information, and will be included in the initial briefing of employees obtaining security clearances.
- All individuals with classified material not in a safe area, will place material in combination safes immediately and lock up.
- Secure the classified material in authorized storage containers. The storage containers shall be examined on return to the facility to determine whether the classified information has been compromised or if any of the classified material is missing. A report shall be submitted in accordance with Paragraph 6a (1) or (2) if appropriate of the Industrial Security Manual.
- If deemed necessary, the following additional steps may be taken:
- Request assistance from appropriate civil authorities, including local and state law enforcement agencies, through the Office of the President of the University.
- Seek legal remedies such as the issuance of a court restraining order of injunction against interference with the contractor in the exercise of his property rights or in the discharge of his contractual obligation to safeguard classified information.
- Request, when necessary, the assistance of the Cognizant Security Office; for example:
- in obtaining the legal remedies described in Paragraph b above; and
- in arranging for the removal and safekeeping of the classified material by either the Cognizant Security Office, contracting activity or a military activity located at or near the facility.
- If deemed necessary, the following additional steps may be taken: