<!DOCTYPE html PUBLIC "-//W3C//DTD XHTML 1.0 Transitional//EN" "http://www.w3.org/TR/xhtml1/DTD/xhtml1-transitional.dtd">
<html>
<head>
<title>Jefferson Lab Lessons Learned : Print Lesson</title>
<base href='https://misportal.jlab.org/ll/'>
<!--[if IE]>
<style type="text/css">
#page_content input[type=checkbox], #page_content input[type=radio] {
background-color: transparent;
border: 0;
}
</style>
<![endif]-->
</head>
<body>
<div id="doc3" class="yui-t7">
<div class='round' id='pageMessages'>
<!-- -->
</div>
<div id="lesson" class="yui-gc">
<style type="text/css">
pre {
white-space: -moz-pre-wrap;
white-space: -pre-wrap;
white-space: -o-pre-wrap;
white-space: pre-wrap;
word-wrap: break-word;
overflow: hidden;
margin-left: 10px;
}
</style>
<div id="topbar">
<div id="lesson_title">
<table width="100%">
<tr>
<td><a href="https://misportal.jlab.org/ll/index.jsf?function=view&lessonId=848">Pacific Northwest National Laboratory Discovers Sensitive Material in Hanford Document Posted on Public Site - Pacific Northwest National Laboratory</a></td>
</tr>
</table>
</div>
</div>
<table width="100%">
<tr>
<td valign="top" width="100%">
<div id="maintextcol" class="yui-u first">
<h2 style="white-space:nowrap">Statement of Lessons Learned</h2>
<pre>For a copy of the original report, see “Attachments” on Lessons Learned page.
Always question publicly available documents, particularly those marked “Official Use Only” (OUO), export controlled, or other verbiage denoting restricted access. By recalling her training and contacting a Subject Matter Expert (SME), the editor of the document helped Pacific Northwest National Laboratory (PNNL) avoid potential export control issues.
</pre>
<h2 style="white-space:nowrap">Discussion of Activities</h2>
<pre>A PNNL editor, entering references in a researcher’s journal article, found a hyperlink to a Hanford report posted on DOE’s Office of Scientific and Technical Information (OSTI) website. The researcher’s written comment indicated the report was labeled OUO, but was on the public OSTI site and therefore now unclassified. The editor had concerns, clicked the link, and saw the report was stamped OUO and export controlled. She contacted PNNL’s Classification Officer who referred her to the Export Controls Office (ECO) where an SME advised her to remove the link and note from the reference. The ECO contacted Hanford and the report was quickly removed from the OSTI site.</pre>
<h2 style="white-space:nowrap">Analysis</h2>
<pre>The Hanford report referenced in the hyperlink was dated 1969 and marked with distribution/access limitations of OUO and Export Controlled Information. It was posted on the OSTI website in 2011, but instead of being posted with restricted access, the document was posted with Unlimited (Public) access and was available to the public.
The PNNL editor who was creating a reference library recalled her PNNL and ERICA (Electronic Records and Information Capture Architecture) training and questioned whether the report with an OUO restriction should be available to the public. She contacted the PNNL Classification Office and the question was referred to PNNL’s Export Controls Office. The export control SME recommended that PNNL could use the reference if the link and note were deleted from the journal article. The SME then alerted the Hanford contractor, who, in turn, contacted OSTI to remove the report from the DOE site.
</pre>
<h2 style="white-space:nowrap">Recommended Actions</h2>
<pre>Below are the consequences of the above event. They are provided for information and discussion purposes only.
All staff members, authors, writers and editors:
1. Be familiar with the nature of the work and basic information sensitivities. Anything in the public domain that is labeled as or appears to be OUO or other restricted security information. If potentially restricted information or technology for a project originates in the National Security Directorate--or any other directorate--contact the Classification Office for review before allowing it to be released.
2. Know your SME and contact them before using information, especially if you are uncertain.
3. When in doubt, ask. Even top secret information has been found on the Internet. Linking to the Hanford report in a journal article would have called unwanted attention to its contents and could have been an issue of concern for PNNL.
4. Learn about information release. Releasing information to the public means more than submitting it to a single source.
</pre>
<h2 style="white-space:nowrap">JLab Preventive Measures</h2>
<pre>Jefferson Lab Professional Publications Policy states that "All professional publications shall be reviewed and cleared by the Laboratory Director before they are sent outside the Laboratory. The purpose of this review is to inform management of information being disseminated, ensure that the material is creditable, and identify any special problems related to patentable material or copyright issues." (See Administrative Manual - 702 Professional Publications)
In light of the recent discovery by a PNNL editor of sensitive material that was posted at the OSTI website and mistakenly marked "unclassified," authors and reviewers are encouraged to take extra care in ensuring that all references are accurately cited, and that references and links point to items that are available for public viewing.
</pre>
</div>
<div id="comments_div">
<a name="comments"></a>
<h2>Comments</h2>
<h5 style="white-space:nowrap">9/24/2014 9:22:27 AM by Bailey, Mary Jo</h5>
<pre>Submitted to those current in
GEN018: Vital Records Management
GEN018kd.3: RECORDS MANAGEMENT FOR INDIVIDUALS</pre>
</div>
</td>
<td valign="top">
<div class="yui-u">
<fieldset>
<legend>Summary</legend>
<table>
<tr class="row">
<td class="label" nowrap>Lesson ID:</td>
<td class="dataval">848</td>
</tr>
<tr class="row">
<td class="label" nowrap>Status:</td>
<td class="dataval">OK</td>
</tr>
<tr class="row">
<td class="label" nowrap>Doc ID:</td>
<td class="dataval">2014-JLAB-848</td>
</tr>
<tr class="row">
<td class="label" nowrap>Priority:</td>
<td class="dataval">Info</td>
</tr>
<tr class="row">
<td class="label" nowrap>Safety Related:</td>
<td class="dataval">NO</td>
</tr>
<tr class="row">
<td class="label" nowrap>Originator:</td>
<td class="dataval">Bailey, Mary Jo</td>
</tr>
<tr class="row">
<td class="label" nowrap>Issued:</td>
<td class="dataval">9/24/2014 9:16:27 AM</td>
</tr>
<tr class="row">
<td class="label" nowrap>Approved By:</td>
<td class="dataval">Bailey, Mary Jo</td>
</tr>
<tr class="row">
<td class="label" nowrap>Approved On:</td>
<td class="dataval">9/24/2014 9:22:27 AM</td>
</tr>
<tr class="row">
<td class="label">Source:</td>
<td class="dataval">
DOECRD
</td>
</tr>
<tr class="row">
<td class="label" nowrap>Location:</td>
<td class="dataval">PNWL</td>
</tr>
<tr class="row">
<td class="label" nowrap>Cost Savings:</td>
<td class="dataval"></td>
</tr>
<tr class="row">
<td class="label" nowrap>Contact:</td>
<td class="dataval">Patti Ammonet, Lessons Learned/Operating Experience Program Manager, (509)375-2275</td>
</tr>
<tr class="row">
<td class="label" nowrap>Queued Emails:</td>
<td class="dataval">0</td>
</tr>
<tr class="row">
<td class="label" nowrap>Sent Emails:</td>
<td class="dataval">0</td>
</tr>
<tr class="row">
<td class="label" nowrap>Viewings:</td>
<td class="dataval">3 times</td>
</tr>
</table>
</fieldset>
<fieldset>
<legend>Attachments</legend>
<a name="attachments"></a>
<ul class="lesson_attribute_listing">
<li><a target="_blank" href="https://misportal.jlab.org/ll/downloadAttachment?attachmentId=3360">DOE - Document Control.pdf</a></li>
</ul>
</fieldset>
<fieldset>
<legend>Hazard Issues</legend>
<ul class="lesson_attribute_listing">
<li>Other: Document Retention</li>
</ul>
</fieldset>
<fieldset>
<legend>Skills</legend>
<ul class="lesson_attribute_listing">
<li>GEN018: Vital Records Management</li>
<li>GEN018kd.3: RECORDS MANAGEMENT FOR INDIVIDUALS</li>
</ul>
</fieldset>
<fieldset>
<legend>Distribution/Notification</legend>
<ul class="lesson_attribute_listing">
<li>*Division Safety Officers (DSOs)</li>
<li>*Safety Wardens</li>
<li>*DOE Notification</li>
<li>*ESH&Q Liaisons</li>
</ul>
</fieldset>
<!--
<fieldset>
<legend>Applicable Orgs</legend>
<ul class="lesson_attribute_listing">
</ul>
</fieldset>
-->
</div>
</td>
</tr>
</table>
<script language="javascript">
var commentTextarea = document.getElementById("commentForm:commentText");
if (commentTextarea){
var validationErrorFound = commentTextarea.parentNode.innerHTML.indexOf("Validation Error: Value is required.") > -1;
if (validationErrorFound){
// add hash if necessary
if (window.location.hash == null || window.location.hash == "" || window.location.hash == "#"){
window.location.hash = "#comments";
}
}
else {
//JSF likes to hold on to the values entered into the form...so blank them out
commentTextarea.value = "";
commentTextarea.form.elements["commentForm:commentType"].selectedIndex = 0;
var numStars = commentTextarea.form.elements["commentForm:stars"].length;
for (var ii=0; ii<numStars; ii++){
commentTextarea.form.elements["commentForm:stars"][ii].checked = false;
}
}
}
</script>
</script>
</div>
<br>
<br>
</div>
</body>
</html>