|NASA Headquarters' Directives|
Effective Date: October 01, 2007
Expiration Date: October 01, 2015
Cancellation Date: April 14, 2016
Responsible Office: LM
|NASA HEADQUARTERS FORMS/RECORDS/CLASSIFIED INFORMATION PROGRAM
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This directive sets forth objectives and responsibilities for the NASA Headquarters Forms/Records/Classified Information Management Program. NASA Headquarters policy is to enhance productivity in the everyday conduct of NASA business at Headquarters by providing analysis and support of all forms and records activities, and to ensure that classified information is used and controlled in accordance with legal and administrative requirements.
This directive is applicable to all NASA Headquarters offices.
a. 41 CFR 201-45.104, "Forms Management." b. 44 U.S.C., Chapters 29, 31, 33, 35, "Public Printing and Documents". c. 36 CFR, Chapter XII, Subchapter B, "Management of Vital Records". d. 41 CFR, Subtitle E, Chapter 201.41 CFR Subpart 201-9.202-1, "Standard and Optional Forms Management Program." e.OMB Circular A-130, Management of Federal Information Resources. f.OMB Circular A-123, Internal Control System. g. EO 12656, Sections 201, 202, 1901, and 2001, Assignment of Emergency Preparedness Responsibilities. h. Federal Preparedness Circular (FPC) 60, Section 11, Continuity of the Executive Branch of the Federal Government at the Headquarters Level During National Security Emergencies. i. FPC 64, Section 11, Continuity of the Executive Branch of the Federal Government at the Regional Level during National Security Emergencies. j.EO 12958, Classified National Security Information.
a. NPR 1441.1, NASA Records Retention Schedules. b.NPD 1440.6, NASA Records Management. c. Chief Information Officer (CIO) Executive Notices. d.NPR 1600.1, NASA Security Program Procedural Requirements.
a. The Director of the Deputy Assistant Administrator Headquarters Operations Office is responsible for providing management and oversight of the NASA Headquarters Forms, Records, and Classified Information Management Program. (1) Ensuring compliance with the objectives and procedures of the NASA Forms, Records and Classified Information Management Program and Federal Regulations. (2) Designating a Headquarters Form and Records Program Manager and a Classified Information Program Manager to operate these NASA Headquarters Programs. b. The Director, Office of Security and Program Protection, is responsible for: (1) Designating, in writing, a primary and alternate(s) Top Secret Control Officers (TSCO) who will establish and maintain central accountability records for all Top Secret information. The TSCO and alternate(s) will serve as the main focal point for all Accountable Records. Custodian-related activities and will ensure that all classified information is properly stored and accounted for at NASA Headquarters. The TSCO and alternate will possess at least a Top Secret clearance. The TSCO will ensure that all ARC's are adequately trained regarding accountability and control requirements. (2) Establishing a Central Registry will control all accountable mail (Registered, Certified, and USPS Express Mail) containing classified information into the Headquarters. All classified documents will be entered into the registry and assigned to an Accountable Records Custodian. Electronic, facsimile or handcarry transfer to classified materials will also be submitted to the Central Registry. The Office of Security and Program Protection, will provide oversight of the Central Registry. c. Officials-in-Charge of Headquarters Offices or their designees are responsible for: (1) Determining that a form will expedite processing, action, or decision making and that it will be used on a continuing basis, before requesting approval of such a form. (2) Submitting a NASA Form 231, "Service Request for New or Revised Form," to the Headquarters Forms and Records Program Manager along with a rough draft of the proposed form. (3) Submitting a Standard Form 135, "Records Transmittal and Receipt," to the Headquarters Forms and Records Program Manager along with a rough draft of the proposed form. (4) Designating, in writing, a primary and alternate Accountable Records Custodian (ARC) for each document control point within their code. These individuals will be responsible for ensuring that adequate records and controls are provided for all classified information.
HQPD 1460.1A, dated August 1, 2002.
The following definitions apply: a. Records include all books, papers, maps, photographs, and machine-readable materials, regardless of physical forms or characteristics. This material can be made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or made appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government or because of the informational value of the data in them (44 U.S.C. 3301). b. E-Records are machine readable. For example, e-mail messages are records that are created or received by a NASA employee (or contractor) in the transaction of Agency business. They are required by the NASA Records Retention Schedules (NRRS) to be preserved, or are appropriate for preservation, as evidence of the Agency's organization and activities, or because of their informational value. c. Non record materials are those federally owned informational materials that do not meet the statutory definition of records or that have been excluded from coverage by definition (36 CFR 1220.14). d. Personal papers are documentary materials that do not relate to, or have an effect upon, the conduct of agency business. Personal papers are excluded from the definition of Federal records (36 CFR 1222.36). e. Inactive Records are those records no longer required to conduct agency business and, therefore, ready for final disposition. f. Permanent Records are those which have been appraised by the National Archives and Records Administration (NARA) as having sufficient historical or other value to warrant continued preservation by the Federal Government beyond the time they are needed for administrative, legal, or fiscal purposes. g. A Form is any document with a fixed arrangement of captioned spaces for entering and extracting information. h. An Electronic Form is a computer-designed or reproduced form that is part of a system that may capture, edit, route, process, track, secure, and archive data electronically. i. A Standard Form (SF) is prescribed by a Federal agency and approved by the General Services Administration (GSA) for mandatory Government-wide use. j. An Optional Form (OF) is developed and approved by GSA for optional purchase by two or more Federal agencies. k. A NASA Form (NF) is developed by the NASA Forms Officer and approved by the NASA Chief Information Office, for use in at least two NASA Installations in consultation with the organization using the form. l. A NASA Headquarters Division Form (NHQ DIV), is used exclusively by an individual or group of individuals within one unit or office (Division, Branch, Section), in NASA Headquarters. NHQ DIV Forms are developed and issued by the Headquarters Forms Manager. m. Accountable Records Custodians (ARC) are the individuals responsible for the accountability and control of classified information within a specific document control point. n. Classified Information. Information or material that is owned by, produced by or for, or under the control of the U.S. Government that if disclosed could cause grave or serious damage to national security. o. Document Control Point. An approved storage site for classified information.