Attachment_J.12_NSA_PC_FL_INST_2300.1B_OPERATING_POLICY_FOR_NSWC_PCDIVISION_COMMUNICATIONS_OFFICE.pdf

DEPARTMENT OF THE NAVY

NAVAL SURFACE WARFARE CENTER

PANAMA CITY DIVISION

110 VERNON AVENUE

PANAMA CITY, FL 32407·700 1

IN REPLY REFER TO:

NSWCPCDINST 2300.1B

CXG2

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NSWC PCD INSTRUCTION 2300.1B

From: Commanding Officer, Naval Surface Warfare Center, Panama City Division

Subj: OPERATING POLICY FOR NAVAL SURFACE WARFARE CENTER, PANAMA

CITY DIVISION COMMUNICATIONS OFFICE

Ref: (a) SECNAV M-5510.30 {b) DOD 5200.0l-V3, DOD Information Security Program, February 2012

(c) NTP-4 (E) , Supplements 1 and 2 {d) NTP-3 (J)

(e) SECNAV M-5210.2

(f) CMP 4.7.8.0 e-Learning Student Guide

(g) NSWCPCDINST 5500.12C

(h) DOD Directive 4500.54E of 28 December 2009

1. Purpose. To establish policies and procedures for drafting, preparing, releasing, internally routing and distributing, and protecting naval messages at Naval Surface Warfare Center, Panama City Division (NSWC PCD) , in accordance with references

(a) through (h) .

2. Cancellation. NSWCPCDINST 2300.1A.

3. Discussion. Reference (a) provides guidance regarding access to classified information. Reference (b) provides guidance on required security classification, special handling, and declassification markings. Reference (c) is the Navy's primary source for automated communications systems standard procedures. Reference (d) provides procedures for message drafting'and preparation. Reference (e) provides the single standard system of numbers and/or letter symbols used throughout the Department of the Navy (DON) for categorizing and subject classifying Navy information. Reference (f) provides detailed instructions on the Common Message Processor (CMP) message preparation software program, the mandatory software for automated message preparation for the Navy and Marine Corps.

Reference (g) provides local policy on handling and control of

NSWCPCDINST 2300.1B

~Poszm classified naval messages. Reference (h) provides requirements for preparation of naval messages regarding personnel traveling to foreign countries.

4. Applicability and Scope. ~elecommunications policies and procedures are directed toward ensuring that communications between commanders afloat and ashore are efficient, reliable, and secure. This instruction provides these policies and procedures for the NSWC PCD Communications Office and is applicable to personnel who have responsibility for any aspect of naval message handling.

5. Responsibilities and Authority. The Communications Office is responsible for transmitting, receiving, accepting, processing, and distributing incoming and outgoing naval messages for NSWC PCD and the Naval support Activity, Panama City (NSA PC) . Personnel should become familiar with references

(a) through (h) as they are responsible for ensuring naval messages are managed in accordance with the provisions of this instruction and its references. Duties and responsibilities are detailed below.

a. Communications Officer. The Communications Officer (COMMO) is responsible for the organization, supervision, and coordination of the Communications Office to ensure accurate, secure, and rapid handling of naval messages. The COMMO will:

(1) Develop, promulgate, and maintain current NSWC PCD directives governing the use, capabilities, and services of the Communications Office.

(2) Communicate with customers to resolve any problems concerning services, within the guidelines of this instruction.

b. Communications Office Personnel. Communications Office personnel will:

(1) Accept properly prepared unclassified messages, which are signed and encrypted by an authorized releaser, or classified messages with routing sheet containing an authorized releaser's signature for transmission.

(2) Review messages for proper format and preparation.

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(3) Distribute unclassified and classified incoming message traffic via Microsoft Outlook using the Navy/Marine Corps Intranet (NMCI) Unclassified Internet Protocol Router Ne.twork (NIPRNet) and Secret Internet Protocol Router Network (SIPRNet) , routing profiles provided by each office/code receiving message traffic.

(4) Notify customers of MINIMIZE conditions and reject messages not. conforming to MINIMIZE provisions of reference (d) , when required.

(5) When in receipt of action message of IMMEDIATE or higher precedence, notify the appropriate Activity point of contact(s).

(6) Process outgoing action messages of IMMEDIATE or higher precedence after normal working hours.

(7) Maintain an archive database of messages originated by or addressed to NSWC PCD or NSA PC, in accordance with reference (c).

(8) Maintain database of couriers authorized by each organization requiring access to message traffic.

(9) Maintain Address Indicator Group (AIG) and Collective Address Designator (CAD) files and maintain an up-to date holding of active general messages in the Command's general message file.

(10) Ensure proper handling and safeguarding of classified messages and material located within the Communications Office.

(11) Serve as the initial distribution point for classified messages in accordance with reference (g) .

c. NSWC PCD and NSA PC. Organizations requiring access to message traffic will:

(1) Establish releasing authorities within the organization.

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(2) Establish courier service to deliver and pick up messages at the Communications Office service window.

(3) Ensure prompt release and delivery of outgoing messages to the Communications Office. Accumulation and delivery of messages for transmission at the close of the day must be avoided. Such action defeats the precedence system and places an unnecessary burden on communications facilities.

(4) Notify the cognizant Command Duty Officer (CDO) when an action message of IMMEDIATE or higner precedence must be transmitted after normal working hours. The CDO will contact Communications Office personnel for processing. The courier MUST maintain control over classified messages until Communications Office personnel take possession of the message.

(5) Ensure the proper distribution and accountability of messages within the organization.

(6) Deliver properly prepared unclassified messages, which are digitally signed and encrypted by an authorized releaser, to the Communications Office.

(7) Deliver properly prepared classified messages to the Communications Office via SIPRNet. Deliver hard copy routing sheet containing an authorized releaser's signature to the Communications Office.

(8) Take corrective action on any message, if required by Communications Office personnel.

(9) Submit to the COMMO a Jist of releasing authorities.

This list shall be updated'annually, or more often as personnel changes require.

(10) Submit to the COMMO a list of personnel authorized to pick-up and deliver message traffic (i.e., couriers). The list will include name, rank/grade, and security clearance.

(11) Be responsible for proper release of outgoing messages and for observing MINIMIZE.

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(12) Notify the COMMO whenever there is a change in normal routing preferences, or documents specified in paragraphs

(9) and (10) above.

(13) Ensure classified message traffic receives proper security safeguards in accordance with references (a) through (d), and (g) .

(14) Ensure message drafters determine and properly apply classification/declassification, downgrading, foreign government releasability, and special handling markings to messages in accordance with references (a), (b), (d), and (g).

(15) Ensure codes receiving classified message traffic provide valid SIPRNet addresses.

(16) Ensure printed SECRET messages are entered into accountability via the Technical Library or the Secret Material Accountability and Control Office (SMAC) .

e. Security Coordinators. Security Coordinators, as described in reference (g), provide a liaison for implementing and monitoring security policies and procedures. In this.

capacity, Security Coordinators will:

(1) Provide accurate personnel clearance information to department employees and those preparing outgoing messages containing this information.

(2) Provide advice and assistance to employees preparing outgoing messages to request foreign country/theater clearances for overseas travel.

f. Command Duty Officer (CDO). The CDO will:

(1) Contact Communications Office personnel for transmission of outgoing messages (IMMEDIATE or higher precedence) after normal working hours at (850) 628-6966'.

(2) Ensure special incident reporting messages are properly released prior to transmission.

(3) Provide Communications Office personnel with required information on any OPREP-3 message.

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g. Originator. The originator of a message is the authority (Command or Activity) in whose name a message is sent.

The. originator is responsible for the functions of the message releaser, drafter, and/or user.

h. Message Releaser. Outgoing messages are official correspondence and must carry the signature of an authorized releasing official appointed by the cognizant organization. The releaser will:

{1) Validate the content of the outgoing message and affirm that the message content warrants transmission.

(2) Ensure personnel under their cognizance understand the meaning and importance of MINIMIZE.

(3) Prevent delays in message processing through establishing proper staffing and processing procedures, within the scope of their authority.

{4) Ensure compliance with this instruction, its references, and with supplemental instructions - particularly with respect to classified messages.

i. Drafter. The drafter is the composer of the message and will:

(1) Ensure proper addressing using authorized Plain Language Addresses (PLAs) .

(2) Compose clear and concise text.

(3) Apply proper security classification, special handling, and declassification markings required by reference

(b) , and ensure records are maintained to show the source of derivation for any classifications assigned.

(4) Select the appropriate precedence.

(5) If personnel security clearance information is contained in the message, ensure the information is accurate.

(6) If the message is a request for foreign country/theater clearance for overseas travel, ensure all

"' NSWCPCDINST 2300.1B

requirements are satisfied, in accordance with reference (h) located at https://www.fcg.pentagon.mil/. Requirements for country/theater clearance messages are frequently updated;

therefore, this electronic source should be accessed each time a message of this type is drafted.

( 7) Originate only ess.ential messages during MINIMIZE.

(8) Ensure messages are correctly formatted and error free. If a message requires corrections, it will be returned to the drafter for action. Message preparation is an administrative function and not a Communications Office function.

j. User. A user is any individual authorized to draft, release, and/or process electronically-transmitted messages. It is the user's responsibility to review appropriate reference(s) when performing any component of message processing.

6. Mission/Operating Policy. The primary mission of the Communications Office is to provide accurate and reliable service to NSWC PCD and NSA PC, with regard to naval message communications matters. Other tenant activities process message traffic independently of NSWC PCD.

a. Communications Economy. Organizations will use the most economical communications method available that is consistent with the time frame involved. Economy can be achieved through adherence to the following guidelines:

(1) Establish message screening procedures to ensure electronic transmission is essential.

(2) Limit the number of action/information addressees to those having an absolute requirement for the information.

(3) Ensure brevity of the message.

(4) Ensure prompt release and delivery of outgoing messages to the Communications Office. Accumulation and delivery of messages for transmission at the close of day must be avoided.

(5) Prior to preparing messages for transmission, drafters may forward unclassified messages via facsimile or e mail to the Communications Office for review of PLAs and format.

The drafter will be notified of required changes.

b. Security

(1) Directives for message security are contained in references (a) through (h) . Personnel will comply with these directives and those set forth in this instruction.

(2) Computer systems used to process classified message traffic must be accredited for the level of data processed.

c. Message Release Authority. Release authority is an administrative function performed by department heads/senior military officers, or other designees. A list of personnel with release authority shall be provided to the COMMO as described in paragraph S.c. (9). Releasing authority will be verified before messages are processed.

d. Message Acceptance

(1) During normal working hours, organizations will ensure that any unclassified message delivered to the Communications Office for transmission is digitally signed and encrypted by an authorized releaser; or a hard copy routing sheet containing an authorized releaser's signature is provided for a classified message submitted via SIPRNet.

(2) Communications Office personnel must verify that the courier making delivery is authorized and designated in writing.

(3) Messages must be prepared using CMP, the Navy standard message preparation software. Messages prepared using other message preparation software or word processor cannot be released on Communications Office systems and will be rejected.

(4) After normal working hours, only messages with precedence of IMMEDIATE action or above will be transmitted.

Contact the cognizant CDO for any after-hours transmissions.

(5) NSWC PCD messages transmitted with an IMMEDIATE precedence or higher require approval by the Commanding Officer

(CO), with the Executive Officer (XO) as authority to release in his/her absence. NSA PC messages shall be approved by a designated release authority. Releasing authority will be verified before messages are processed.

e. Message Completeness and Accuracy

(1) The responsibility for message correctness (proper use of dual precedence, construction of references, correct PLAs, and addition of special handling designators) rests with the drafter. Routine precedence messages with message drafting errors will be returned to the message drafter for correction prior to transmittal. communications Office personnel will assist in altering customer messages when corrective action for transmission of high precedence messages is required and is coordinated with the drafter and/or releaser.

(2) The Official Information Exchange (OIX) system provides electronic access to PLA information. Communications Office personnel will assist customers in verifying PLAs, when required.

(3) GENADMIN messages originated by Navy commands should contain a Standard Subject Identification Code (SSIC), as outlined in reference (e), which denotes the subject of the message.

f. Message Readdressals. Per reference (d), when it is necessary to transmit a message to an activity that was not an addressee on the original message, a readdressal must be initiated. Readdressals are unique and complete messages that carry their own Date Time Group (DTG) and are required to be properly released.

(1) The originator or action addressee of a message may readdress for action and/or information to another activity.

(2) Without prior coordination with the originator, information addressees may readdress as information only.

(3) The readdressal precedence may be lesser, the same, or higher than the original if deemed operationally imperative by the readdressal authority.

(4) Messages more than 30 days old are the drafter's responsibility to retype as a new message adding the readdressal heading.

(5) PERSONAL FOR and Special Category messages, classified or unclassified, will not be readdressed but will be

QUOTED.

(6) Messages containing AIGs/CADs will not be readdressed unless the intended addressee is known not to be in the composition of the AIG/CAD. Communications Office personnel will assist in determining AIG/CAD composition.

(7) Special delivery instructions, also known as passing instructions, are not authorized on readdressal messages. If passing instructions are required to ensurecdelivery, a new message that quotes the readdressed message must be originated.

g. Internal Routing of Incoming Messages. Communications Office personnel determine message routing using the subject, passing instructions, keywords, and routing guides submitted by NSWC PCD departments and maintained in Communications Office.

It is the responsibility of each user to notify Communications Office personnel when a change in routing is required.

h. MINIMIZE

(1) When an actual or simulated emergency arises or is anticipated, it is necessary to reduce the volume of message traffic ordinarily transmitted over military communications networks to facilitate prompt transmission of essential traffic.

Essential traffic is traffic of any precedence that must be transmitted electronically in order for the Command or Activity concerned to avoid serious detrimental impact on mission accomplishment or safety of life. Communications Office personnel will route messages imposing MINIMIZE conditions.

(2) MINIMIZE criteria is the drafter's/releaser's responsibility. Navy messages originated in or destined for an area under MINIMIZE will contain the statement "Released by:

Name/rank/grade" as the last line of text. Proforma messages, which provide data that will be electronically entered into an automated database, do not require a "Released by" line.

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{3) Upon promulgation of a MINIMIZE:

(a) Drafters will originate only essential messages to the affected area(s).

(b) Releasing authorities will review message traffic that has not been released, or released but not yet delivered to the Communications Office, and subsequent message traffic to ensure that:

1. Electronic transmission is essential.

2. The lowest precedence is used within the speed of service objectives for message handling in accordance with reference {d) . The precedence assigned to an outgoing message does not justify electronic transmission during

MINIMIZE.

3. The last free text line of the message reads "Released by: Name/rank/grade."

4. Traffic that does not meet MINIMIZE criteria must be forwarded by other than electronic means (courier or other official Navy correspondence) and will not bear a DTG.

~· Messages will not be held for transmission pending cancellation of MINIMIZE ..

i. Access to Classified Communications Spaces. The NSWC PCD CO has control over classified communications spaces.

Access is limited to persons with an appropriate clearance and need-to-know. Other individuals require escort by Communications Office personnel. Clearance, rank, or position does not entitle an individual to have access to classified communications spaces.

7. Action. Cognizant personnel will comply with the actions and responsibilities contained in this instruction

Distribution:

Electronic only, via NSWC PCD Directives Website