Attachment XX. Public Release Request Tool Guidance REV H OCT23.docx

Navy ManTech Program

REV H OCT23

Public Release Request Tool Guidance

Attachments:

1. Clearance Request for Public Release of Department of Defense Information 5510/7 NAVONR Form

2. Stakeholders’ Document Release Concurrence Form

A. PURPOSE

Public Release Request Tool (PRRT) is an electronic recording and tracking tool that provides a record of the public release requests that are submitted to the Office of Naval Research (ONR) for approval. The purpose of the PRRT guidance is to establish a structured and standardized process for Centers of Excellence (COEs) to follow when submitting documents to ONR for release approval. ONR’s Public Affairs Office and Security Office jointly developed the PRRT to reduce the processing time involved with submitting and completing release requests.

B. DOCUMENT CRITERIA / FORMAT

To reduce the chances of the document (Success Story, abstract, one pager, newsletter, presentation, etc.) being “disapproved” for release by ONR, the document should satisfy the following criteria:

· Do not submit documents in PDF format. Submit documents in an editable format, e.g., Microsoft PowerPoint or Word.

· Allow space in the footer for ONR Security to add the Document Control Number, e.g., 43-2000-20, after the document has been approved.

· Document pages should be numbered using the format X of X, i.e., page number of the total number of pages. For example, 1 of 1 or 2 of 10. Note that the page number is not required on the cover page.

· If affiliated with an ONR contract, the phrase "Prepared under ONR Contract (contract #) as part of the Navy ManTech Program" should appear in a font size that is easily legible on the document.

· A clearly defined Distribution Statement (A, B, C, D, E, or F) should appear on the document.

· If the document is a presentation, it should include the ONR logo on the cover page. See Section I. Use of ONR Logo.

· Documents should include original non-scanned images.

· Videos being submitted for public release approval should display “DISTRIBUTION STATEMENT A. Approved for public release: distribution unlimited. DCN# 0543-XXXX-XX” for 6 seconds at the beginning and end of the video.

· Use fiscal year quarter and year (3QFY24) to convey dates for specific technical achievements, transitions, and implementations. Specific dates are acceptable to indicate the project period of performance.

C. DISTRIBUTION STATEMENTS

Reference the Defense Technical Information Center for comprehensive guidance on Distribution Statements: https://discover.dtic.mil/wp-content/uploads/2018/09/distribution_statements_and_reasonsSept2018.pdf

The Distribution Statement should appear on every page of the document. For documents marked B, C, D, E, or F, the statement should include the (reason), (date), and (Code 332). Note that no more than two reasons should be included.

· DISTRIBUTION STATEMENT A: Approved for public release; distribution unlimited.

· DISTRIBUTION STATEMENT B: Distribution authorized to U.S. Government agencies (reason) (date). Other requests for this document shall be referred to ONR Code 332 MT.

· DISTRIBUTION STATEMENT C: Distribution authorized to U.S. Government agencies and their U.S. contractors (reason) (date). Other requests for this document shall be referred to ONR Code 332 MT.

· DISTRIBUTION STATEMENT D: Distribution authorized to Department of Defense and U.S. DoD contractors only (reason) (date). Other requests for this document shall be referred to ONR Code 332 MT.

· Distribution Statement E: Distribution authorized to DoD Components only (reason) (date).

· Distribution Statement F: Further dissemination only as directed by (controlling office) (date) or higher DoD authority.

Export Control Marking If additional markings, such as the “Export Control Warning,” appear on the cover page, insert a separate text box for each marking. See below for the full Export Control statement.

“WARNING: This document contains technical data whose export is restricted by the Arms Export Control Act (Title 22, U.S.C., section 2751) et seq. or the Export Administration Act of 1979, as amended, Title 50, U.S.C., App. 2401 et seq. Violations of these export laws are subject to severe criminal penalties. Disseminate in accordance with provisions of DoD Directive 5230.25.”

The entire statement should be used. When it is technically unfeasible to use the entire statement, an abbreviated marking may be used. The abbreviated Export Control statement on subsequent pages should read, “This page contains Export Controlled data.”

Documents marked Distribution Statement B, C, D, E, or F should be sent using one of the acceptable methods listed below.

Acceptable Submission Methods:

· COE file-sharing site

· E-mail with encryption

· DoD Safe – https://safe.apps.mil/

D. REQUIRED TIMELINES

1. Distribution Statement A A document requiring “DISTRIBUTION STATEMENT A – Approved for public release; distribution unlimited” must be entered in the PRRT system 10 days prior to the actual event due date. The document flows from the Submitter’s folder to the Program Officer’s folder, to Public Affairs’ folder, and finally to the ONR Information Security Officer. Therefore, to allow sufficient time for review, it is recommended that these documents be submitted 15 working days prior to the actual event due date.

2. Distribution Statements B, C, D, E, and F A document requiring DISTRIBUTION STATEMENTS B, C, D, E, AND F must be entered in the PRRT system five days prior to the actual event due date. These documents flow from the Submitter’s folder to the Division Leadership’s folder, and then finally to the ONR Information Security Officer. Since these types of documents will not be released to the “general public,” they bypass the Public Affairs’ folder. Therefore, to allow ample time for review, these documents should be submitted 10 working days prior to the actual event due date.

E. DOCUMENT SUBMITTAL PROCESS / APPROVAL CYCLE

Distribution Statement A Documents Three components comprise each request. The instructions below outline the process for submitting a document through ONR’s PRRT system. The materials listed below are required to accompany each request:

· Clearance Request for Public Release of Department of Defense Information NAVONR 5510/7 form (see Attachment A).

· Stakeholders’ Document Release Concurrence Form (see Attachment B)

1. The COE will submit the document for release approval, a completed NAVONR 5510/7, and a Stakeholders’ Document Release Concurrence form to the Navy ManTech Support Team using one of the acceptable submission methods. The COE will e-mail the Navy ManTech Support Team at navymantech@allegientdefense.com indicating the method through which the materials were submitted.

Acceptable Submission Methods:

· COE file-sharing site

· E-mail with encryption

· DoD Safe – https://safe.apps.mil/

2. The Navy ManTech Support Team will review the document for completeness and, if necessary, will contact the COE for more information and/or to make corrections.

3. The Navy ManTech Support Team will enter the document, completed NAVONR 5510/7, and concurrences into ONR’s PRRT system for review and approval by the Program Officer (PO) / Contracting Officer’s Representative (COR).

4. The PO / COR will review the document and either approve or disapprove it. If disapproved, the Navy ManTech Support Team will provide the reason for the disapproval of the document to the COE to address the issue. The COE will revise the document, address the deficiency, and repeat steps 1 through 4.

5. Once approved by the PO / COR, the document will then be forwarded to ONR’s Public Affairs Office for review and approval. If disapproved, the Navy ManTech Support Team will return the document to the COE to address the issue. The COE will revise the document, address the deficiency, and resubmit the document to the PO / COR and the Navy ManTech Support Team.

6. The Navy ManTech Support Team will then resubmit the document to ONR’s Public Affairs Office for review and approval.

7. Once approved by ONR’s Public Affairs Office, the document will then be submitted to ONR’s Security Office for approval. The Navy ManTech Support Team will be automatically notified via e-mail when both the Public Affairs and Security Offices have approved the release of the document.

8. The Navy ManTech Support Team will then notify the COE and the PO / COR of the approval via e-mail.

Documents Marked DISTRIBUTION STATEMENT B, C, D, E, or F The instructions below outline the process for submitting a document marked DISTRIBUTION STATEMENT B, C, D, E, or F through ONR’s PRRT system. The materials listed below are required for each request:

· Clearance Request for Public Release of Department of Defense Information NAVONR 5510/7 form (see Attachment A)

· Stakeholders’ Document Release Concurrence Form (see Attachment B)

1. The COE will submit the document for release approval, a completed NAVONR 5510/7, and a Stakeholders’ Document Release Concurrence form to the Navy ManTech Support Team using one of the acceptable submission methods listed below. The COE will e-mail the Navy ManTech Support Team at navymantech@allegientdefense.com indicating the method the materials were submitted.

Acceptable Submission Methods:

· COE file-sharing site

· E-mail with encryption

· DoD Safe – https://safe.apps.mil/

2. The Navy ManTech Support Team will review the document for completeness and, if necessary, will contact the COE for more information and/or to make corrections.

3. The Navy ManTech Support Team will enter the document, completed NAVONR 5510/7, and Stakeholders’ Document Release Concurrence form into ONR’s PRRT system for review and approval by the appropriate Code Division Leadership. The Division Leader will review the document and either approve or disapprove it. If disapproved, the Navy ManTech Support Team will notify the COE via e-mail that the document was disapproved. The COE will revise the document, address the deficiency, and repeat steps 1 and 2.

4. Once approved by the Division Leadership, the document will then be forwarded to ONR’s Information Security Officer for review and approval. The Navy ManTech Support Team will be automatically notified via e-mail when ONR’s Information Security Officer approves the document for release.

5. The Navy ManTech Support Team will then notify the COE and the PO / COR of the approval via e-mail.

F. COMPLETION OF NAVONR 5510/7 CLEARANCE REQUEST FOR PUBLIC RELEASE OF DEPARMENT OF DEFENSE INFORMATION FORM A NAVONR 5510/7 form is required to be submitted with the document. The form is attached to this guidance and is available from the Navy ManTech Support Team. The COE will complete the NAVONR 5510/7 form as follows:

1. Type of Document (paper, manuscript, poster, speech, presentation, abstract, newsletter, success story, article, etc.)

2. Full title of document

3. Page count

4. Subject Area – Examples: High Energy Lasers, C3 Computer Technology, Composites, etc. The subject area should provide the reviewer with information on which to refer the Military Critical Technologies List (MCTL), classification guides, and other resources.

5. Name of Author / Speaker

6. Rank / Grade – for non-government employee, please leave blank

7. Office Code – for documents affiliated with Navy ManTech, enter “332 MT”

8. Title of Author / Speaker

9. Activity – which COE, contract, platform, and project is associated with this approval

10. Occasion – title of meeting or publication for which the document is intended

11. Means – how will the document be presented (electronic, hardcopy, PowerPoint)

12. Date – date of meeting or publication

13. Place – location of meeting or where published

14. Sponsor – organization conducting the meeting or publishing the document

15. Conference Type – indicate whether Closed or Open, documents marked as “A” should check “Open,” documents marked as B through F, should check “Closed”

16. Will document be printed – answer as appropriate

17. If Printed, Specify Publication Name – oftentimes, this is the same as the title

18. Answer all questions as appropriate

19. Enter the Navy ManTech Program Officer affiliated with the document

20. Code – 332 MT

21. Coordination / Approvals – leave blank to be completed by ONR reviewing authorities

22. Recommended Distribution Statement – mark the appropriate box to the left of the distribution letter and select the reason justifying the distribution level. For distribution statement D, please select two appropriate reasons. For distribution statements B, C, E, and F please select one appropriate reason.

Distribution B Reason:

_Administrative or Operational Use _Contractor Performance Evaluation _Critical Technology _Export Controlled _Foreign Government Information _Operations Security _Premature Dissemination _Proprietary Information _Software Documentation _Test & Evaluation _Specific Authority _Vulnerability Information

Distribution C Reason:

_Administrative or Operational Use _Critical Technology _Export Controlled _Foreign Government Information _Software Documentation _Specific Authority _Vulnerability Information

Distribution D Reason (choose 2):

_Administrative or Operational Use _Critical Technology _Export Controlled _Foreign Government Information _Software Documentation _Specific Authority _Vulnerability Information

Distribution E Reason:

_Administrative or Operational Use _Contractor Performance Evaluation _Critical Technology _Direct Military Support _Export Controlled _Foreign Government Information _Operations Security _Premature Dissemination _Proprietary Information _Software Documentation _Test & Evaluation _Specific Authority _Vulnerability Information

Distribution F Reason: unclassified or restricted

23. Items 23 through 32 (end of document) leave blank – completed by ONR authorities

G. STAKEHOLDERS’ DOCUMENT RELEASE CONCURRENCE FORM (ATTACHMENT B)

In addition to the NAVONR 5510/7 form, all documents prepared under the Navy ManTech Program that are sent to ONR for release approval should also include stakeholder concurrences. Stakeholders include all parties who have an interest in the project, such as the COE, Program Office, PEO, Government Sponsor, and industry. Stakeholder concurrence is obtained by completing the Stakeholders’ Document Release Concurrence Form.

Note: Materials prepared for ManTech projects are under the purview of ONR. Therefore, all documents that are intended for release, including documents marked Distribution Statement A, are submitted through ONR's PRRT system, which includes ONR’s Public Affairs Office when required. The process does not include the Public Affairs Office of the Program Office / PEO / Government Sponsor or industry. Documents intended for Distribution Statements B through F are submitted to ONR's Information Security Officer for approval. To ensure technical accuracy, ManTech requests that project stakeholders review documents and sign a Stakeholders' Document Release Concurrence Form. If a Program Office / PMS signature is necessary, this can be completed by a cognizant person familiar with the project such as a ManTech coordinator (not the Public Affairs Office). If the ONR Security Officer or the Public Affairs Office have questions during the review process, they will reach out to the Program Office / PEO / Government Sponsor or industry for clarification.

All stakeholders should complete the form following the steps outlined below:

1. Select the type of document (article, Success Story, presentation, abstract, other, etc.)

2. Enter the date

3. Enter the name of the document and the associated project number (if applicable)

4. Review the document and indicate in the comments whether he / she concurs with the technical content, e.g., “I concur with the content of this document,” or “I concur with the content of this document with the exception of xyz,” or “I do not concur with the content of this document.”

5. Stakeholder enters printed name, signature, title, and date

Note: If multiple attempts to obtain a specific stakeholder concurrence have been unsuccessful, the COE should e-mail the PO / COR, attach documentation of the attempts, and request assistance in obtaining the stakeholder concurrence or permission to proceed without the concurrence.

H. PROJECTS CATEGORIZED AS PROCESS CHANGE UNDER COGNIZANCE OF INDUSTRY

If a document is prepared for a project that is categorized as a Process Change under Cognizance of Industry, concurrence from the Program Office or PEO is not required. Program Office or PEO involvement is for informational purposes, as only the industry / OEM concurrence is required. COEs should indicate that the document was prepared for a project that is categorized as a Process Change under the Cognizance of Industry in the e-mail to the Navy ManTech Support Team and on the Stakeholders’ Document Release Concurrence Form.

I. USE OF ONR LOGO

Organizations and businesses that are funded by ONR to do specific work may only use the ONR logo in conjunction with material that discusses that work. The use of the logo must not suggest special endorsement or preferential treatment of the organization or business by ONR. For example, the ONR logo may be used on a web page or fact sheet that describes an ONR-sponsored effort, but it may not be used on any promotional materials that are not directly related to the ONR-sponsored work.

ATTACHMENT A: CLEARANCE REQUEST FOR PUBLIC RELEASE OF DEPARTMENT OF DEFENSE INFORMATION FORM (NAVONR 5510/7 FORM)

ATTACHMENT A: CLEARANCE REQUEST FOR PUBLIC RELEASE OF DEPARTMENT OF DEFENSE INFORMATION FORM (5510/7 FORM)

ATTACHMENT A: CLEARANCE REQUEST FOR PUBLIC RELEASE OF DEPARTMENT OF DEFENSE INFORMATION FORM (5510/7 FORM)

ATTACHMENT B: STAKEHOLDERS’ DOCUMENT RELEASE CONCURRENCE FORM

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