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Chapter 19 Information Security Oversight Office Function

August 07, 2007

These operational records relate to the work of the Information Security Oversight Office (ISOO) which is responsible to the President for policy and oversight of the Government-wide security classification system and the National Industrial Security Program. The ISOO program is authorized by Executive Orders (currently E.O. 12958, as amended, and E.O. 12829, as amended). The chapter is divided into three broad functional areas (Program Direction, Program Operation and Administrative) under which the records are grouped. Program Operation covers ISOOs unique functions (and most records thereof), including: Policy development; complaints, suggestions, violations, and waivers; reclassification; ISCAP - Interagency Security Classification Appeals Panel; oversight, inspection of and liaison with Executive agencies and authorized contractors; statistical collection, analysis and reporting; program improvement; training programs, and communications.

Program Direction

File #DescriptionDisposition
1901 Program Direction
Includes, but NOT limited to, records created by the following functions: budget development, performance reporting, and management controls.
1901-1 Director's Office
Records that document primary responsibility for planning, managing and evaluating the program that manages the policies and performance of all aspects of the Information Security Oversight Office (ISOO), i.e., the national program for classification management. Sets overall goals and objectives, assigns tasks and activities to staff. Provides policy interpretations to staff and external agencies and organizations. Evaluates ISOO program activities to determine whether goals and objectives have been met, and directs changes and improvements.
PERMANENT. Cut off annually. Transfer to NARA in 5-year blocks when the newest records in the block are 10 years old. (N1-64-06-4, item 1)
1901-2 All other administrative levels (including team leaders)
Operational responsibility for implementing ISOO programs, including managing, planning, and scheduling the work.
Cut off at the end of the fiscal year in which the project/activity was completed or superseded. Destroy 5 years after cutoff. (N1-64-06-4, item 2)

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Program Operation

File #DescriptionDisposition
1902 Program Operation
Functions that directly fulfill ISOO's mission.
1902-1 Policy Development
Records that document developing and communicating information security policy and authorizing agencies to classify records. This includes: Issuing and revising Executive orders and implementing directives; Consulting with the National Security Council, Executive agencies and others to draft, revise, and communicate policy and procedures; authorizing agencies to classify records.
Examples include: Issuing and revising E.O.'s and implementing directives, meetings of interagency committees and boards, and handling agency requests for original classification authority.
PERMANENT. Cut off annually. Transfer to NARA in 5-year blocks when the newest records in the block are 10 years old. (N1-64-06-4, item 3)
1902-2 Complaints, Suggestions, Violations, Waivers, and Reclassification
Records that document specific actions and proceedings relating to information security programs or to the classification status of particular records/ information in an agency or the Office of the President. This includes handling: Complaints and suggestions received about agencies or the program in general; reports of violations and infractions of the E.O. or of compromises of national security information; requests for waiver or exemption, and: requests to reclassify information.
a. All records, excluding those listed below. (Includes complaints, suggestions, reports of violations and infractions or of compromises of national security information.)
Cut off on close of case or final determination. Destroy 5 years after cutoff. (N1-64-06-4, item 4a)
b. Waivers or Exemptions - resulting from an agency's request to be granted an exemption from requirements under the Executive orders or implementing directives. (Portion marking, declassification markings, and other related matters.)
PERMANENT. Cut off annually. Transfer to NARA in 5-year blocks when the newest records in the block are 10 years old. (N1-64-06-4, item 4b)
c. Reclassification Actions - resulting from an agency's decision to reclassify declassified information or to classify any information, following public disclosure, that had not been classified.
PERMANENT. Cut off annually. Transfer to NARA in 5-year blocks when the newest records in the block are 10 years old. (N1-64-06-4, item 4c)
1902-3 ISCAP - Interagency Security Classification Appeals Panel
Records that document executive secretariat and program support by ISOO for ISCAP in its handling of mandatory declassification review appeals, challenges, and exemptions.
a. ISOO records
PERMANENT. Cut off at end of Presidential administration. Transfer to NARA in 5-year blocks when the newest records in the block are 10 years old. (N1-64-06-4, item 5a)
b. Presidential Records
Follow applicable instructions for Presidential Records Act materials.
1902-4 Oversight, Inspection and Liaison
Records that document inspection of classification management programs in Federal agencies and authorized contractors (the National Industrial Security Program). Includes information gathering, analysis, and reporting on agency programs, liaison work with agencies, and planning for the program.
a. Planning and scheduling.
Use file no. 1901-2. (N1-64-06-4, item 6a )
b. Agency Monitoring Files (formerly "Agency Files"). Records are arranged by name of agency.
Cut off at end of year in which inspection cycle closed. Retire to Federal records center when 15 years old. Destroy 50 years after cutoff. (N1-64-06-4, item 6b)
c. Working papers maintained by individual analysts. Consists of drafts, notes, background materials, extra copies of documents and printed material.
Destroy when no longer needed for current business or when 5 years old, whichever is sooner. (N1-64-06-4, item 6c)
1902-5 Statistical Collection, Analysis and Reporting
Records that document collecting and compiling data on the classification management programs of Executive agencies, in order to prepare and issue official reports to the President, the Congress or other oversight bodies. This includes information on the National Industrial Security Program. Includes: The SF-311 "Agency Security Classification Management Program Data" for each agency, drafts and related records used in preparing official reports, and data on the cost of the classification management program to agencies.
a. All records, excluding those listed below.
PERMANENT. Cut off annually. Transfer to NARA in 5-year blocks when the newest records in the block are 15 years old. (N1-64-06-4, item 7a)
b. Drafts and working papers related to preparing official reports.
Cut off annually. Destroy when 5 years old. (N1-64-06-4, item 7b)
1902-6 Program Improvement
Records that document special projects and studies to improve the national information security program which may result in special reports or findings. Includes development of forms and procedures for the program.
a. All records, excluding those listed below.
Cut off annually. Destroy when 10 years old. (N1-64-06-4, item 8a)
b. Background materials, requisitions, specifications, processing data, and control records used in development of Standard Forms.
Destroy when related form is discontinued, superseded, or canceled. (GRS 16, item 3b)
c. Final copies of special reports or studies.
PERMANENT. Cut off annually. Transfer to NARA in 5-year blocks when the newest records in the block 10 years old. (N1-64-06-4, item 8c)
1902-7 Communications
Records that document communication and outreach to agencies and interest groups. Includes conducting, sponsoring, or participating in symposia, speeches by staff, and providing Security Education and Training
a. All records, excluding those listed below,
Cut off annually. Destroy when 5 years old. (N1-64-06-4, item 9a)
b. Publications record set of communications materials.
PERMANENT. Cut off annually. Transfer to NARA in 5-year blocks when the newest records in the block are 10 years old. (N1-64-06-4, item 9b)
c. Speeches by the Director.
File in 1901-1. (N1-64-06-4, item 9c)

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Administrative

File #DescriptionDisposition

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Electronic Copies of Records Contained in this Chapter

File #DescriptionDisposition
1999 Word Processing Files and Electronic Mail (E-mail) Records
1999-1 Word Processing Files. Documents such as letters, memoranda, reports, handbooks, directives, and manuals recorded on electronic media, such as hard disks or floppy diskettes, after they have been copied to an electronic recordkeeping system, paper, or microform for recordkeeping purposes. Delete from the word processing system when no longer needed for updating or revision. (GRS 20, item 13 and N1-64-02-5, item 4a)
1999-2 E-mail Records. Senders' and recipients' versions of e-mail messages that meet the definition of Federal records, and any attachments to the record messages after they have been copied to an electronic recordkeeping system, paper, or microform for recordkeeping purposes. Delete from the e-mail system after copying to a recordkeeping system. (GRS 20, item 14 and N1-64-02-5, item 4b)

NOTE: Along with the message text, the recordkeeping system must capture the names of sender and recipients and date (transmission data for recordkeeping purposes) and any receipt data when required.
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