Document_Security_P310_OP5_Manual.doc

DOCUMENT SECURITY NOTICE (DSN)

Project Name: P310 Dry Dock #1 Superflood Basin ________________________ This Project includes information that requires the Contractor to receive written approval from the Contracting Officer prior to release to anyone outside the Contractor's organization. In support of this requirement, NAVFAC requires the Contractor to exercise prudent caution when handling the NAVSEA OP5 Manual as well as any other documents received from the Government related to this subject.

Project Documents will not be released to any individual or firm who has not been approved by the Contracting Officer.

1. Document & Collect any documents released without approval to unauthorized users: Provide names of any individuals that have received documents related to this project without the written approval of the Contracting Officer. Verify that all documents released without approvals are not saved to any public website; public or unsecure share drive or network; or any individual computer or electronic device. Collect all hard copy documents released without Contracting Officer approval and return the documents to the Contracting Officer. If the documents cannot be collected and returned, verify all documents have been destroyed as specified in paragraph 3.

2. Limiting dissemination to authorized users. Dissemination of information shall only be made upon determination that the recipient is authorized to receive it by the Contracting Officer. The criterion to determine authorization is need-to-know. Those with a need-to–know are those who are specially granted access for the conduct of business on behalf of or with NAVFAC. This includes all persons or firms necessary to do work at the request of the Government, such as architects and engineers, consultants, contractors, sub-contractors, suppliers, and others that the Contractor deems necessary in order to complete the work or contract.

Dissemination of above noted document shall be made only upon receipt and approval by the Contracting Officer, of the duly signed Document Security Notice (DSN) from each Subcontractor/vendor/individual requesting the project documents. Each firm or individual receiving project documents shall be responsible for maintaining the original copy of all signed DSN’s and to provide said DSN’s to the Contracting Officer upon request.

NOTE: It is the responsibility of the person or firm disseminating the project documents to assure that the recipient is an authorized user and to keep records of the recipients. This record shall be maintained by the person/firm and must be presented on demand when requested by NAVFAC.

3. Retaining and destroying documents: The efforts required above shall continue throughout the entire term of the contract and for whatever specific time thereafter as may be necessary. Necessary record copies for legal purposes (such as those retained by the architect, engineer, or contractor) must be safeguarded against unauthorized use for the term of retention. Documents no longer needed shall be destroyed (such as after contract award, after completion of any appeals process or completion of the work). Destruction shall be done by burning or shredding hardcopy, and/or physically destroying CD’s or DVD’s by a method that will prevent disclosure of contents or reconstruction of the information. Deleting and remove files from the electronic recycling bins, and removing material from computer hard drives (or thumb drives/removal or portable hard drives) or files that residue on Company servers using a permanent erase utility or similar software. The Contractor may return hard copies, CD’s or DVD’s to the Contracting Officer for proper handling & destruction.

4. Protection of Project Information:

(1) During working hours, reasonable steps shall be taken to minimize the risk of access by unauthorized personnel (e.g., not reading, discussing, or leaving Project information unattended where unauthorized personnel are present). After working hours, Project information may be stored in unlocked containers, desks, or cabinets if Government or Government-contract building security is provided. If such building security is not provided or is deemed inadequate, the information shall be stored in locked desks, file cabinets, bookcases, locked rooms, etc.

(2) Project information and material may be transmitted via first class mail, parcel post, or, for bulk shipments, via fourth class mail. Whenever practical, electronic transmission of Project information (e.g., data, website, or e-mail) shall be by approved secure communications systems or systems utilizing other protective measures such as Public Key Infrastructure (PKI) or transport layer security (e.g., https). Use of wireless telephones should be avoided when other options are available. Transmission of Project by facsimile machine (fax) is permitted; the sender is responsible for determining that appropriate protection will be available at the receiving location prior to transmission (e.g., machine attended by a person authorized to receive project information; fax located in a controlled government environment).

(3) Project information may only be posted to DoD websites consistent with security and access requirements specified in Deputy Secretary of Defense Memorandum, “Web Site Administration,” December 7, 1998, with attached “Web Site Administration Policies and Procedures,” November 25, 1998.

(4) Additional guidance regarding Project information that may also require protection pursuant to the Privacy Act of 1974, as amended, may be found in DoD 5400.11-R, “Department of Defense Privacy Program,” May 14, 2007.

(5) Record copies of Project documents shall be disposed of according to provisions of chapter 33 of title 44, U.S.C. (Chapters 223 and 33 of title 44, United States Code and the DoD Component records management directives. Non-record Project documents may be destroyed by any of the means approved for the destruction of classified information or by any other means that would make it difficult to recognize or reconstruct the information.

5. Term of Effectiveness: The efforts required above shall continue throughout the entire term of contract and for what specific time thereafter as may be necessary, as determined by the Government. Necessary record copies for legal purposes (such as those retained by the architect, engineer, or contractor) must be safeguarded against unauthorized use for the term of retention.

The recipient acknowledges the requirement to use reasonable care, as outlined above, to safeguard all project documents.

I AGREE THAT I AM DULY AUTHORIZED TO EXECUTE THIS AGREEMENT ON BEHALF OF THE BELOW-NAMED ENTITY AND AGREE THAT THE BELOW WILL ABIDE BY THIS AGREEMENT, COMPLETE THE ACTIONS STATED HEREIN AND WILL NOT DISSEMINATE PROJECT DOCUMENTS TO ANY UNAUTHORIZED USERS WITHOUT APPROVAL BY THE CONTRACTING OFFICER AS STATED ABOVE.

Signature: ________________________________________

Name of Company: _________________________________

Title: ____________________________________________

Date: ____________________________________________