NISPOM and Classified Shipments

This article continues the series covering the Self-Inspection Handbook For NISP Contractors and guidance found in the National Industrial Security Program Operating Manual (NISPOM) Incorporating Change 2.  

Prior to sending classified information via commercial carriers, the holder of the classified information should gain approval of the intent to ship and the method of shipment.  Once the approval is gained, the shipper should properly prepare the product and coordinate the shipment with the government, shipper, and receiver.

Question:

Are classified shipments made only in accordance with the NISPOM or instructions from the contracting authority?

Answer:

NISPOM 5-408 addresses SECRET Transmission by Commercial Carrier.  In an earlier article, “shipping Classified Information with Commercial Carriers”, we discussed the coordinating shipping with the DSS, government customer, and carriers. We also covered the GSA website listing approved commercial carriers. This article assumes approval to ship by commercial has been coordinated and begins the process of preparing the classified information for shipment.

Discussion:

Classified material should be prepared for transmission to provide protection against compromise. Consider the requirements for packaging classified information for shipment as discussed in the article, “Preparing Classified Information for Shipment”, for those details.

Preparation:

As with smaller packages that are easily wrapped in envelopes and boxes, larger items such as weapon systems, vehicles, equipment and etc. should be prepared similarly with hardened containers or equivalent unless the government authorizes an alternate solution.

The shipper should request and receive all necessary approvals from the government. The government should provide the shipper with the approved carrier and routing instructions from the point of classified material pick up to the destination. Finally, the shipper should coordinated the shipment with the carrier and the intended receiver

Where the classified item(s) constitute a full, load, compartment, crate, vehicle or other final packaging that segregates items from other items in a shipment, numbered seals are required.  The numbers are also written on the bill of lading for tracing and accountability at the receiving end. Any discrepancies with seals, bills of lading, or inventory should be further investigated and reported consistent with receiving any classified information.

According to NISPOM 5-408 the BL should be annotated with the following wording: DO NOT BREAK SEALS EXCEPT IN CASE OF EMERGENCY OR UPON PRIOR AUTHORITY OF THE CONSIGNOR OR CONSIGNEE. IF FOUND BROKEN OR IF BROKEN FOR EMERGENCY REASONS, APPLY CARRIER'S SEALS AS SOON AS POSSIBLE AND IMMEDIATELY NOTIFY BOTH THE CONSIGNOR AND THE CONSIGNEE.

Also on the BL: CARRIER TO NOTIFY THE CONSIGNOR AND CONSIGNEE (Telephone Numbers) IMMEDIATELY IF SHIPMENT IS DELAYED BECAUSE OF AN ACCIDENT OR INCIDENT. IF NEITHER CAN BE REACHED, CONTACT (Enter appropriate HOTLINE Number). USE HOTLINE NUMBER TO OBTAIN SAFE HAVEN OR REFUGE INSTRUCTIONS IN THE EVENT OF A CIVIL DISORDER, NATURAL DISASTER, CARRIER STRIKE OR OTHER EMERGENCY.

And,

PROTECTIVE SECURITY SERVICE REQUIRED, on all copies of the BL and maintain the in a suspense file to follow-up on overdue or delayed shipments.

Consistent with any classified transmission (mail, fax, courier) the contractor (sender) notifies the consignee (receiver and any U.S. Government Transhipper) of the shipment details including the 5 W’s, specifically:

·         nature of the shipment

·         transportation

·         numbers of the seals, if any

·         anticipated time and date of arrival by separate communication at least 24 hours in advance

As with classified mailing (see article “Preparing Classified Information For Shipment”) the notification should be provided to the address as found in the Industrial Security Facilities Database; identifying the organization, office, entity and not a person.

Reception:

Request that the consignee activity (including a military transshipping activity) notify the consignor of any shipment not received within 48 hours after the estimated time of arrival indicated by the consignor.

Validation:

1. Keep copies of the following government documents:

• Approval to ship
• Routing instructions
• Approved carriers

2. Keep signed shipping receipts and bills of lading