§ 1303.3 - Procedures.

(a) Mandatory declassification review. Requests for mandatory review of national security information shall be in writing and addressed to the Executive Director, Board for International Broadcasting, Suite 1100, 1201 Connecticut Avenue, NW., Washington, DC 20036. The request should describe the document or material containing the information with sufficient specificity to enable the Board's personnel to locate it with a reasonable amount of effort. In light of the fact that the BIB does not have original classification authority and national security information in its custody has been classified by another Federal agency, the Executive Director shall refer all requests for national security information in its custody to the Federal agency that classified it for review and disposition in accordance with Executive Order 12356 and that agency's regulations and guidelines.

(b) Handling. All classified documents shall be delivered to the Executive Director or his designee immediately upon receipt. All potential recipients of such documents shall be advised of the names of such designees and updated information as necessary. In the event that the Executive Director or his designee is not available to receive such documents, they shall be turned over to the Budget and Administrative Officer and secured, unopened, in the combination safes located in the file room of the BIB offices until the Executive Director or his designee is available. Under no circumstances shall classified materials that cannot be delivered to the Executive Director or his designee be stored other than in the designated safes.

(c) Reproduction. Reproduction of classified material shall take place only in accordance with Executive Order 12065, section 4-4, and any limitations imposed by the originator. Should copies be made, they are subject to the same controls as the original document. Records showing the number and distribution of copies shall be maintained, where required by the executive order, by the Budget and Administrative Officer, and the log shall be stored with the original documents. These measures shall not restrict reproduction for the purposes of mandatory review.

(d) Storage. All classified documents shall be stored in the combination safes located in the file room of the BIB offices. The combination shall be changed as required by Information Security Oversight Office (ISOO) Directive No. 1, section IV-F-5-a. The combination shall be known only to the Executive Director and his designees each of whom must have the appropriate security clearance.

(e) Employee education. All employees who have been granted a security clearance and who have occasion to handle classified materials shall be advised of handling, reproduction and storage procedures and shall be required to review Executive Order 12065 and appropriate ISOO directives. This shall be accomplished by a memorandum to all affected employees at the time these procedures are implemented. New employees will be instructed in procedures as they enter employment with the BIB.

(f) Agency terminology. The use of the terms “Top Secret”, “Secret” and “Confidential” shall be limited to materials classified for national security purposes.