Attch 4 - Shred Ex SOP 9 Sep 21.docx

ShredEx Standard Operating Procedures

REF: (a) DoD Instruction 5200.01, Volume 4, “DoD Information Security Program: Controlled Unclassified Information (CUI),” February 24, 2012; Incorporating Change 2 March 19, 2013

1.0 INTRODUCTION

1.1 ShredEx is a service offered by Command Reutilization and Disposal for the collection, removal, and destruction of CUI and PII generated in the course of conducting the NAVAIR mission. The service places secure collection containers on premise for the use of personnel within geographic regions inside NAVAIR occupied buildings.

2.0 PROCESS OVERVIEW

2.1 The ShredEx process begins with a service request. The Site Administrator shall create a task number. The Site Contactor Lead shall contact the POC to confirm the location and quantity of containers requested. The Site Contactor Lead shall first determine through the use of location maps or site visit the location desired and whether the location falls within the 50ft radius of another available bin. If the request is outside the scope the Government Lead shall make the final determination based on accessibility to all parties and whether the person making the request or situation warrants the additional placement.

3.0 PROCESS REQUIREMENTS

3.1 The Contractor Site Lead shall maintain a listing of all containers and their current location at all times. They shall also maintain a listing of POCs and locations where containers are to be placed. The contractor lead shall develop the removal routes to ensure the efficient use of manpower and material is sustained. All collection bins will have a unique number easily identified on each bin. Additionally, bins are to are to have a label affixed that identifies ShredEx, The label shell provide contact information, for unclassified use only and a security warning. Contractor will ensure all labels are in place prior to returning any container to the field. It is not practical to provide bins for individual use. Additionally, there will be emphasis on avoiding bins placed closer than a 50ft radius without written approval of the Government Site Lead. This does not apply to multiple bins placed together in a central location as it will be dictated on usage, for the criteria will based on the capacity that would be required to hold expected volume before a scheduled pickup. Bins that are being underutilized can also be retrieved and redistributed based on operational needs.

3.2 The Material Destruct Facility Technician (MDFT) shall perform all training on the shredders as needed. Training is to be conducted during the technicians regularly scheduled trips to perform classified destruction for Command Reutilization and Disposal.

4.0 SAFETY REQUIREMENTS

4.1 Always wear the required safety equipment when transporting and destroying CUI.

· Safety goggles (during destruction)

· Steel-toe work boots

· Hearing protection (during destruction)

· Dust mask, as required

· Ensure that the trucks are equipped with straps, tie-downs and blocking mechanisms to prevent the containers from rolling or causing damage during transport.

4.1.1 All containers will be cleaned and sanitized following COVIDS-19 guidelines prior to being returned to the field.

4.1.2 Contractors will handle all bins with CDC approved hand protection during checks and replacement.

5.0 REMOVAL TIMEFRAMES

5.1 Containers will be serviced based on the scheduled established for the building. If the customer desires an out of cycle pickup, they are required to contact ShredEx using SharePoint to request extra removal. During normal processing it may become apparent that multiple bins in a location or a frequency change is required. The Government Site Lead shall make that determination based on available bins and, personnel.

6.0 REMOVAL PROCESSES

6.1 Ensure that crews have one CUI bin key. Ensure that the crew has enough bins to efficiently swap or empty bins that require replacements. Crews will not intermingle contents of bins from multiple customers. Park the vehicles only in designated loading/offloading areas. Use the key to open each bin on the route to inspect the fill level. Make sure the bins are always locked after inspection. Remove and load CUI bins when they are filled to at least half capacity. After all bins from the building have been loaded, use straps, tie-downs, etc. to brace the bins, if needed. The contractor will update the NAWCWD 7320/16 (ShredEx Route Log) form to track bins that were retrieved and capture the level when picked up. If the bin was not accessible the contractor will continue route. If the contractor crew cannot access the location, they will add the date and time and check the not accessible box on the ShredEx Route Log. Upon returning to the warehouse, the POC shall be contacted by email and informed that the bin was not accessible. Ensure that the Government Lead is CCd on the email.

7.0 DESTRUCTION

7.2.1 At Point Mugu all material picked up during the removal process is to be shredded by the end of the workday, except as documented under Storage Exception 8.0 and Emergency Transport Operations 9.0 in this document. The Point Mugu ShredEx facility is not a storage facility for CUI or PII. Bins are to be fully processed on the day they are picked up and it is the responsibility of the Government Site Lead to determine the route and schedule to ensure compliance. If classified was found during the initial inspection, all bins must be locked in the Re-Use center until Security comes to inspect.

7.2.2 At China Lake all material will be inspected before being transferred into the container designated for ShredEx in the material destruct facility. If classified is found, the container is to remain in the material destruct facility until Security comes to inspect.

7.3 At no time are non-empty containers to be left unattended. If the technician breaks for lunch the shredder is to be properly shut down and all bins or paper will be secured.

7.4 After Security is notified, set the container aside and proceed with processing the next container until they arrive to take possession of the material. At which time the remainder of the bin is to be processed.

8.0 STORAGE EXCEPTION

8.1 It is not normal operating procedure to end a work-day with daily shredding remaining to be done however; there may be times when the machine has a problem or abnormal circumstances arise that prevents the completion of all of the daily content. In this case, the remaining documents are to be secured until the next working day.

8.2 At Point Mugu if the shredder will be down for three or more consecutive working days, arrangements shall be made to begin transporting the material to the China Lake Material Destruct Facility. All material will be placed in tri-walls for transportation. Tri-wall must be securely covered. Material shall be transported by full two-person crew and shall not be left unattended at any time. If transport of material is required to maintain operations, the Government Site Lead shall request immediate support from the alternate site Government Lead.

8.3 AT China Lake if the shredder will be down for three or more consecutive days, MDFT will coordinate with the Government Lead to store material at the CRuD warehouse, building 01073. If the shredder is down for longer than 30 days, contact the Branch Head.

9.0 EMERGENCY TRANSPORT OPERATIONS

9.1 Once the ShredEx operation has shifted to emergency transport mode, the Government Site Lead shall contact each of the ShredEx POCs to inform them that exception processing is in effect and that removal frequency will be adjusted to maintain continuity.

9.2 The Contractor Site Lead shall provide the new removal schedule to the Government Site Lead before calls to POCs are made. This is an iterative process and may need adjustment depending on how long the shredder is down. The Contractor Site Lead and Government Site lead shall work together to ensure best possible service is maintained. The Government Site Lead retains sole responsibility to work with the POC as adjustments are made.

9.3 The Contractor Site Lead shall review all Command Disposal jobs to determine impact to normal processing caused by the increased workload to transport containers for destruction and either implement the Command Disposal request to borrow a crew process or supply a new schedule to the Government Site Lead for impacted jobs.

9.4 The Government Site Lead shall implement the provisions in the Command Disposal SOP for negotiating new start dates for the impacted jobs.

9.5 If the POC wishes to challenge the change in processing of ShredEx or Command Disposal jobs, they shall be directed to contact the Program Manager who shall have the final decision.

Version 1.1 7 February 2018 Page2 8 September 2021 Page 1 of 4