LOCAL ACCOUNTING FOR COMSEC MATERIAL

4.11.1 (U) Responsibilities.

a. (U) Material Availability. COMSEC Custodians are responsible for making

COMSEC material readily available to qualified users. Material remaining under the COMSEC Custodian's control for use by other persons does not require a hand receipt or other issue/transfer action.

b. (U) Positive Control Material (PCM).

Local accounting for PCM will be as directed by CJCSI 3260.01 Publication.

4.11.2 (U) ALC 1 and 2 COMSEC Material.

Local accounting procedures will provide for the following:

a. (U) Clearance/Need to Know. Before issuing or hand-receipting material, the

COMSEC Custodian will ensure that the recipient is properly cleared and has a need-to-know. Upon release of the material,

responsibility for safeguarding the material is passed on to the individual who takes

possession. However, the COMSEC Custodian is still accountable to the COR for centrally accountable material that is hand-receipted to users.

b. (U) Release. COMSEC Custodians will normally release material on hand receipt using an SF 153. A DA Form 2407 or DA Form 5504 (Maintenance Request) may be used as a hand receipt when COMSEC equipment is turned in to a maintenance facility for repair and return. If it is later determined that the equipment must be evacuated by the CLSF to another facility, the accountable custodian will prepare and submit a Transfer Report (SF 153). When hand

receipting TOP SECRET material, two properly cleared individuals must sign for the material.

TB 380-41

c. (U) Disposition. For ALC 1 and 2 materials, the user will return the material to the COMSEC Custodian for destruction or other disposition, unless directed by the COMSEC Custodian to destroy the material. In such instances, the user will provide the custodian with an SF 153 or DA Form 5941-E Destruction Report.

4.11.3 (U) Hand Receipting COMSEC Material.

a. (U) The issuance of COMSEC material to individuals on a valid hand receipt is a transfer and delegation of responsibility to those individuals for the material entrusted to them.

Accountability for that material remains exclusively and singularly with the COMSEC Custodian. Responsibility is defined as the obligation of an individual to ensure the U.S.

Government property (COMSEC material) entrusted to his or her possession or supervision is properly used by authorized individuals only, continuously protected and cared for, and that proper custody and safekeeping of the material on hand receipt is exercised at all times until it is returned to the custodian, or otherwise properly disposed of in accordance with this TB and reported as such to the custodian.

b. (U) Any individual authorized by the COMSEC Custodian, or the commander for whom the account is maintained, may be designated as a COMSEC material Hand Receipt Holder; provided the individual has a valid need for the material, and he/she is a U.S.

citizen or a legal U.S. Resident Alien who possesses the necessary security clearance and the means (facilities) to properly secure and protect the material. That includes U.S.

Government contractor personnel providing services to the U.S. military organizations both in CONUS and at overseas U.S. installations. In the absence of the COMSEC Custodian,

Alternate Custodians will not hand receipt COMSEC material to individuals not previously authorized to be Hand Receipt Holders without prior approval from the commander.

c. (U) Hand Receipt. See Chapter 6 for additional procedures involving AKMS COMSEC Accounts.

using an SF 153. The material can be hand-receipted to the individual for a specific or indefinite period of time. The individual takes possession of the material and assumes responsibility for safeguarding it.

(a) (U) Under unusual conditions (e.g., conditions that may delay a tactical mission), hand receipt forms other than SF 153 are acceptable providing they contain the six basic information elements listed in paragraph 4.11.3.c(4)(b) on the item being hand-receipted.

(b) (U) A DA Form 3964 may be used to hand receipt COMSEC material to staff duty officers. Use the routing block to transfer

accountability from one staff duty officer to another.

(2) (U) Accountable COMSEC material will not be hand-receipted between

COMSEC accounts. COMSEC material may, however, be hand-receipted to individuals, including other COMSEC Custodians. This material will not be entered on the COMSEC account records of the Hand Receipt Holder.

(3) (U) The COMSEC Custodian will ensure all Hand Receipt Holders are properly briefed on the safeguarding, destruction, inventory and operating instructions for the material being provided. Hand Receipt Holders will sign a briefing statement prepared by the custodian attesting to the fact that he/she has been properly briefed. Hand Receipt Holders for TS material will have an appointed Alternate Hand Receipt Holder that is properly cleared for TS.

This person must also sign the SF 153 hand receipt for all TS material issued by the custodian to maintain TPI controls.

(4) (U) Specific instructions for the preparation of hand receipts are as follows (see Figure 4-8 and Table 4-7):

TB 380-41

(b) (U) Record the following information for material being hand-receipted:

• (U) Short title.

• (U) Edition.

• (U) Segments/Days (when authorized by the CONAUTH).

• (U) Serial numbers (beginning and ending).

• (U) Quantity.

• (U) ALC number.

(5) (U) Prior to taking possession of the material, the receiving individual will perform the following:

(a) (U) Inventory the material against what is listed on the hand receipt SF 153

(b) (U) Verify the presence of all pages of unsealed key material and publications. When large quantities of material are required to be inventoried or page-checked, the Hand Receipt Holder may cause the verification of the presence of all pages by having another properly briefed and cleared individual perform the page check and sign the Record of Page Checks page.

(c) (U) If required, the person signing in block 15 will make corrections to the SF 153 and initial all corrections.

(d) (U) Have the alternate Hand Receipt Holder (HRH) sign block 16 when TOP SECRET material is received from the custodian.

(6) (U) The issuing COMSEC Custodian will keep the original copy of the hand receipt.

(7) (U) The Hand Receipt Holder (the person signing the hand receipt) will keep the duplicate copy.

(8) (U) For reproduced material, prepare a hand receipt as indicated in Table 4-7.

(9) (U) A hand receipt file will be maintained by both the issuing

individual. These hand receipt files serve as the record of accountability and responsibility for all material issued on hand receipt. Upon return of the material, the original copy of the hand receipt will be removed from the file by the custodian and returned to the Hand Receipt Holder. A line will be drawn through the entry on the DA Form 4669-E, as shown in figure 4-2. Identification and disposition of hand receipt files will be IAW AR 380-40, Appendix C.

d. (U) Posting to Items Register (IR) Cards. When COMSEC material is hand- receipted to individuals, a pencil notation of the material hand-receipted will be made to the appropriate Items Register Card. Pencil notation permits erasing when the item is returned to the issuing account. If the hand receipt is of short duration (one to two days), recording of hand receipt information on IR Cards is waived. The combination of the hand receipt file and the IR Cards will provide the necessary material status information.

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e. (U) Hand Receipt Duration. For accounting purposes, hand receipts will remain valid for as long as the holder has a need for the material, or as directed by the COMSEC

Custodian. There is no requirement to renew or update valid hand receipts.

f. (U) Hand Receipt Inventory. All material on a hand receipt will be included in SAIRs and other inventories to the COR. The custodian will physically inventory accountable material held on hand receipt. When physical inventory is impractical, written verification from the Hand Receipt Holder is authorized. During tactical operations, field exercises, maneuvers, or adverse environmental conditions, hand receipts are accepted as proof of possession.

When conditions permit, possession will be physically verified.

g. (U) Sub-Hand Receipts. When operational requirements so dictate, holders of material on hand receipt may (with written authorization from the COMSEC Custodian) sub-hand receipt the material to another

individual. This authority will be recorded on the SF 153 hand receipt (see AR 380-40, paragraph 2-12.) KOV-14s may require the custodian to authorize sub-hand-receipting due to the large

TB 380-41

account. If so, the custodian may use whatever documentation deemed necessary to retain accountability of material.

h. (U) Reporting Destruction of Key Material. When all key material issued to the Hand Receipt Holder has been destroyed, the signed copy of the destruction records for ALC 4 key will be retained in the Hand Receipt Holder's files. If the material is ALC 1 key, return the destruction certificate to the issuing COMSEC Custodian as proof of destruction. The COMSEC Custodian will retain (or modify) the hand receipt and retain the destruction record in the COMSEC account files. When local

destruction records are not used, the Hand Receipt Holder will prepare a Destruction Report (two copies) using the SF 153. The signed original will be forwarded to the COMSEC Custodian and the remaining copy retained on file by the Hand Receipt Holder. DA Form 3964 (Classified Document Accountability Record) may be used to record and report destruction of key material per AR 380-5.

4.12 INVENTORY