SITUATION TIME OF SUBMISSION COPIES DISTRIBUTION REMARKS Semiannual
Inventory (SAIR).
(1) The COR will initiate the inventory request.
(2) The account will conduct an inventory of reportable assets and return the C&C page within 30 days, electronically.
2 1 COR
1 File
Monitored response by the COR until receipt of the inventory.
Change of Custodian Inventory Report (CCIR).
(1) Generated by COMSEC Account. Sent to the COR for reconciliation.
(2) The account will conduct an inventory and return the C&C page electronically and by hard copy immediately after the inventory, but NTE 45 days.
2 1 COR
1 File
Tier 2 forwards the signed copy of the C&C page to the COR and retains one copy for file.
Immediately after inventory. 2 1 COR 1 File
Upon sudden and unexplained departure of custodian.
Tier 2 holds original signature copy.
Change Account Location Inventory- Movement or Deployment of a unit to another geographic area.
Immediately prior to departure and after arrival at destination.
1 Notify COR of deployment
Conversion
Used to report change of short title or serial number of material or equipment/
component conversion from one configuration to another and ALC changes.
Special
Immediately after recovery. 2 1 COR 1 File
Indicate circumstances involved. An example would be inadvertent destruction of material.
Special
Immediately after discovery. 2 1 COR 1 File
Indicate circumstances involved. An example would be equipment found on-station. Depending on the circumstances, this may require a COMSEC Incident Investigation and Report.
TB 380-41
6.5 LOCAL ACCOUNTING FOR COMSEC MATERIAL.
(U) This paragraph identifies unique COMSEC accounting procedures that must be
implemented to ensure that AKMS COMSEC accounts adhere to COMSEC accounting policy outlined in AR 380-40 and Army COMSEC procedures outlined throughout this TB.
6.5.1 (U) Hand Receipts (HR). When it is required to provide COMSEC material for a specific or indefinite period of time, the material will normally be hand-receipted using an SF 153 generated by the LMD/KP. The material will only be hand-receipted to an individual. Within the AKMS, a Hand Receipt Holder (HRH) is registered as a Local Element. The HRH that takes possession of the material assumes direct responsibility for safeguarding this material.
a. (U) Manual HRs. Under unusual conditions (e.g., conditions that may delay a tactical mission), hand receipts may be prepared manually. See paragraph 4.11.3 for instructions on the preparation of a manual hand receipt.
b. (U) HR Briefs. The COMSEC Custodian will ensure all HRHs are properly briefed on the safeguarding, destruction, inventory and operating instructions for COMSEC material that will be in their
possession. HRHs will sign a briefing statement prepared by the custodian attesting that they have been properly briefed on the
responsibilities of an HRH. If material is to be sub-hand-receipted, the custodian must provide written approval to the sub-HRH.
c. (U) HR Accountable Summaries.
Prior to taking possession of any COMSEC material, the COMSEC Custodian will process, print and distribute a Local Element accountable item summary that identifies all assets that will be signed for by the HRH. If there is an existing Local Element (an HRH account) the incoming HRH and outgoing HRH will perform a joint inventory to ensure all material identified in the accountable inventory is on hand.
d. (U) HRH Material Transfer. When the COMSEC Custodian has been notified that the hand receipt is ready for transfer, he or she will modify the current HRH (Local Element)
name and then process a local CCIR. The COMSEC Custodian will include comments explaining that this is a change of HRH, the date the joint inventory was completed, and any additional information deemed necessary. The COMSEC Custodian will print this inventory and perform a pen and ink change to the inventory type (i.e., Change of Custodian to Change of Hand Receipt Holder). The new HRH will compare the inventory report to the accountable items summary that was used to inventory: if there are no discrepancies, the new HRH will sign this Change of HRH Inventory. The
Change of HRH Inventory will not be provided to the COR.
e. (U) HRH Discrepancies. If there are discrepancies, the new HRH will annotate them on the Change of HRH Inventory. It will be the outgoing HRH’s responsibility to resolve all annotated discrepancies prior to departure from the unit and before changing the Local Element registration.
6.5.2 (U) Inventory Maintenance. An alternate HRH must also sign the Change of HRH Inventory if TOP SECRET material is currently on hand receipt or when such material is received. The issuing COMSEC Custodian will keep the original signed copy of the Change of HRH Inventory. A copy will be maintained by the current HRH. A hand receipt file will be maintained by both the issuing COMSEC account and the HRH. These hand receipt files serve as the record of accountability and responsibility for all material issued on hand receipt. Upon return of the material to the AKMS COMSEC account, the original copy of the hand receipt will be removed from the file by the custodian and returned to the HRH.
Identification and disposition of hand receipt files will be IAW AR 380-40, Appendix C.
6.5.3 (U) Accounting for Superseded Key.
The servicing COR for Tier 1 will automatically delete all regularly superseded key from the account assets on the supersession date assigned to this material. The material will continue to be reflected on the COMSEC account (Tier 2) local assets. When regularly superseded key reaches its supersession date, the COMSEC Custodian will perform a local destruction of the material. This will not be reported to the COR. LCMS does not allow for the custodian to destroy "electronic" key if the
TB 380-41
on hand receipt to a user. The COMSEC Custodian must ensure that users provide timely destruction reports.
6.5.4 (U) Issue of ALC 4 Material Within AKMS. In AKMS, issuing ALC 4 Material is not a valid transaction; however, the COMSEC Custodian performing the following two transactions can accommodate it:
a. (U) A hand receipt to the Local Element for the ALC 4 material will be performed
between the custodian and the HRH. The SF 153 hand receipt block will be marked through and the “other” block will be annotated manually to reflect an “issue.” The custodian will insert the following statement in the comment section of the hand receipt or on another sheet of paper that will be attached to this SF 153: “THE MATERIAL LISTED ABOVE HAS BEEN DROPPED FROM CMCS ACCOUNTABILITY AND HAS BEEN ISSUED TO YOU AS THE HRH. YOU ARE RESPONSIBLE FOR THE PROPER STORAGE, HANDLING,
INVENTORY, AND DESTRUCTION OF THIS CLASSIFIED MATERIAL IAW 380-40.” Local destruction records are required for all ALC 4 material marked “CRYPTO” regardless of the classification. These destruction records will be maintained for a period of 90 days. After the HRH has signed for this material, the custodian is no longer responsible. The HRH will sign the SF 153 and provide the original copy to the issuing COMSEC Custodian.
b. (U) Once the issue of ALC 4 material has been completed, the ALC 4 material needs to be removed from the LCMS database. The custodian will utilize “Destruction of Local Material” in LCMS to accomplish this.
Custodians will annotate the SF 153 with the following statement either electronically or on a separate sheet of paper that will be affixed to the original destruction report: “THIS IS NOT A DESTRUCTION REPORT. THIS IS A RECORD OF THE ISSUANCE OF ALC 4 COMSEC MATERIAL TO AN AUTHORIZED USER. BY SIGNING THIS REPORT YOU ARE
ASSUMING FULL RESPONSIBILITY FOR THE PROTECTION, DISTRIBUTION AND
DESTRUCTION OF THIS MATERIAL.” The custodian will print and retain a copy of this destruction report. To complete this transaction
6.5.5 (U) Clearing Typographical Errors When Entering a Physical Receipt into LCMS. The following procedures must be followed to correct a transaction when a typographical error has been entered into LCMS:
Select accounting > possession > set material to pending investigation > select the short title to be corrected by highlighting it > right click, hold, and drag down to “material to be marked” box >
release the right click and the material should automatically show up > select "edit quantities"
> the next screen appears, highlight the short title and in the "qty to mark" box, type in the number of items to mark (usually 1, unless you entered a quantity of more than one when you entered the short title) > select "update" and select "mark items" > select exit on the "set material to pending investigation" screen >
select accounting > relief from accountability report > originate relief from accountability report, on the "quantity selection screen" in the top box "reference for reporting relief from accountability," enter the reason for requesting relief from accountability (i.e., "MATERIAL INCORRECTLY ENTERED INTO LCMS DATABASE”) > click on the short title in the window > click on the "qty to relieve" and enter the number to relieve and click "update" > select
"prepare report": if remarks are desired, enter them and any comments > select "record annotations” wrap and send the report to the servicing COR.
6.5.6 (U) Recording STU-III Key
Conversions in AKMS. When converting STU-III in AKMS, the key must be issued to a HRH.
As explained earlier in this document, an HRH (Local Element) must be an individual. The HRH may be either an appointed subordinate if the account is responsible for keying the STU -III, or an HRH from another section within the unit/command. Once the key has been loaded into the STU -III, the Crypto Ignition Key (CIK) log must be completed and returned to the issuing custodian. The custodian will enter the transaction as “filled-in end equipment” in LCMS. Upon receipt of the conversion notice from the Central Facility, file the conversion notice in the COMSEC accounting files. Re-key is not entered into the LCMS Workstation.
TB 380-41
6.5.7 (U) Five Digit Outgoing Voucher Number. When physical material is received by an AKMS COMSEC account and the “reconcile physical material hardcopy” report is created, LCMS can only accept a maximum of five (5) digits as input for the incoming voucher number.
In cases where the voucher number is longer than 5 digits, custodians should enter the last five digits of the voucher number as the incoming number.
6.5.8 (U) Destruction “Certification Statements” IAW TB 380-41, paragraph 4.19.5b, the “I certify” statement must be
inserted on all consolidated destruction reports.
In LCMS, it will not be required to insert the “I certify” statement. All reportable destruction reports generated by LCMS are “consolidated”
destructions. Custodians will retain the local vouchers with wet signatures and post with their reportable destruction report.
6.5.9 (U) Inadvertent Destruction of COMSEC Material. Due to the strict security procedures enforced within the LCMS
Workstation, when destruction of material is erroneously entered into AKMS, LCMS cannot
“reverse” this action. Should this situation occur, the custodian must perform the following steps immediately:
a. (U) Contact the COR account manager via e-mail, message, or fax with an explanation of the error (include the short title, edition, quantity, and serial number). Prepare a Memorandum For Record (MFR) explaining the circumstances of the error.
b. (U) Within LCMS, the custodian will generate a “reportable destruction report,”
annotate what transpired in the comment section, print and retain the document as an accountable record, and send the destruction report via the message server to the COR.
c. (U) Contact the EKMS Help Desk, explain the situation, and ask to be walked through Inventory Reconciliation Status Transaction (IRST) or inventory cycle procedures.
d. (U) The custodian will then be required to add those items back into the LCMS
database. The custodian should click on accounting > possession > originate possession
what transpired, enter the item, and then click
“add.” Prepare the report and record annotations. These steps will cause a
“Possession Report” to be generated. The custodian must wrap and send the transaction to the COR. A copy of the Possession Report will be printed, attached to the copy of the reportable destruction report and the MFR, and retained on file. When the item is later destroyed, normal destruction procedures will be followed.
6.5.10 (U) Account Transactions to COR.
When requested, the custodian will retransmit transactions to the COR. In the event that the COMSEC account transactions have been archived, the COR will be provided a hard copy of the transaction and will be notified that requested soft copy of these transactions have been archived.