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Important Guidelines and Requirements
Concerning Incoming Classified Visits
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Many aspects of the Incoming Classified Visits Program are not well understood
or inadvertently ignored by Laboratory hosts. By reviewing the information
below Laboratory hosts will avoid delays, last minute complications, and
a less than positive experience by the visitor.
Classified Visits - General Information
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- GENERAL APPLICABILITY. The Badge Office's Incoming Classified
Visit procedures apply to visits in which classified discussions will
take place or there will be access to classified matter.
- WHEN TO CONSIDER ESCORTING CLEARED VISITORS. If a visitor
to the Laboratory only needs to be in a security area, but will not
be having classified discussions or access to classified information,
it is far simpler and more appropriate to make arrangements to
escort the visitor in to the security area. It is not consistent
with the purpose of the Control of Classified Visits Program to process
such visits as a "classified visit." (It is also considerably
more time-consuming to process a classified visit than to make escorting
arrangements.)
- WORK ON BEHALF OF LANL. A visitor who is coming to LANL
not to represent his/her own organization, but to do work on behalf
of LANL:
- Must have his/her clearance EXTENDED
to LANL - this is handled by S-6's Clearance
Processing Team.
- If the individual is working under a contract, the contract must
be DOE FOCI (= Foreign Ownership, Control, or Influence) approved
in order for the visitor to be approved for access to classified
information.
Access to Classified Matter
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- GRANTING A VISITOR ACCESS TO CLASSIFIED INFORMATION. The
classified access granted (i.e., approved) for a LANL visit is based
on the purpose of the visit - therefore:
- The host must be specific about the purpose of the visit on Laboratory
Form 1735 or 1745
(whichever applies), while keeping the statement of purpose itself
unclassified.
- The classified access granted is strictly based on the stated purpose
of the visit - it does not cover any other unlisted purposes, discussions
or access to classified matter.
- Any later change or addition in the classified purpose(s) of the
visit must be approved separately to the classified access granted
in support of a listed visit purpose.
- A purpose not considered valid or appropriate will result in classified
access not being granted or being granted at a lower level than requested
- access requested by a host is not the same as access granted or
approved.
- Classified information shared is based on the access granted, not
on that requested!
- CLASSIFIED ACCESS GRANTED VS. CLEARANCE VISITOR HOLDS. The
classified access granted is not equivalent to the person's clearance
- a person may have a higher clearance than the badge shows - the badge
shows what classified access has been approved for the visit, based
on the purpose of the visit; the individual, of course, must have a
DOE, U.S. Government, or foreign clearance that is sufficient to permit
access to the classified information requested.
- SIGMA AUTHORIZATIONS VISITOR HAS AT OWN ORGANIZATION. The
Badge Office's Control of Classified Visits Program is not in
a position to determine what Sigmas the visitor has been approved
for at his/her own site:
- If the visitor is from a DOE
Weapons Complex site, access to Sigma is the LANL host's decision
exclusively, based on a need-to-know determination
- while not necessary, the host has the option of
contacting the visitor's own site to determine what Sigmas that
person has been granted - the Badge Office does not perform this
function;
- If the visitor is not from
a DOE Weapons Complex site, the visitor's own site must request
Sigma approval from DOE/HQ NNSA Office of Nuclear Safeguards and
Security Programs (NA-55) (Fax: 301/903-3395)
- SIGMA AUTHORIZATIONS OF LANL WORKERS. The Badge Office
does not authorize or provide information on the
Sigma authorizations of LANL workers - there is a mechanism in place
for Groups to do this.
- SPECIAL ACCESS PERMISSIONS. The following programs and areas
of the Laboratory have special requirements for which approvals must
be obtained by the host - the Badge Office's Classified Visit Control
program does not make the necessary arrangements.
- ALDNW BLUE ROOM ACCESS. If the host's agenda for a classified
visit is to include access to the ALDNW (Associate Laboratory Directorate
for Nuclear Weapons) "Blue Room," two requirements must
both be met:
- ALDNW Blue Room access must be indicated on Form
5631.20 (in the box "For the Purpose of: ") submitted
by the visitor's organization, since DOE/HQ must specifically
approve this purpose;
- The host must notify ALDNW (contact 665-0479)
and following ALDNW procedures, obtain prior approval to
go into the Blue Room - requesting access does not guarantee approval.
- SCI ACCESS. Visits that involve SCI access must be coordinated
and approved by NIS-IT (SCIF Operations).
- X DIVISION EXCLUSION AREA ACCESS. Approval to enter X Division
exclusion areas must be obtained in advance from the X
Division OSSO.
- PROPER SUBMISSION OF DOE FORM 5631.20 ("277").
DOE Form 5631.20 (Request
for Visit or Access Approval) or equivalent must be transmitted
to the Badge Office's Control of Classified Visits program directly
from the security officer of the visitor's organization - it
cannot be hand-carried by the visitor, nor can it be submitted by the
LANL host group - if the host group should receive this form from the
visitor's organization, it is essential to notify immediately
either the visitor or the Badge Office's Control of Classified Visits
program so that the form can be properly transmitted from
the visitor's security officer to the Badge Office directly.
- IF VISITOR IS ORGANIZATION'S SECURITY OFFICER. If the
visitor is also the security officer for the organization the visitor
represents, that person cannot sign his/her own DOE Form 5631.20 - it
must be signed and submitted by the alternate security officer or by
the security office that holds the visitor's clearance.
- EMPLOYEE INFORMATION SYSTEM DATA. The host organization is
responsible for obtaining and submitting to the Control of Classified
Visits Program the personnel data about the visitor via Lab
Form 1782 Request to Create or Update an EIS Record (formerly
Z Number Assignment Request) that permits establishing an Employee
Information System (EIS) record. Mandatory information includes Social
Security Number, Date of Birth, Citizenship, and Organizational Affiliation.
The Control of Classified Visits Program, for various reasons, does
not obtain this information on behalf of the host organization.
- ENSURING VISITOR ADHERES TO DOE AND LABORATORY REQUIREMENTS.
It is the host who has ultimate responsibility for the visitor and the
visit. The host must ensure that all DOE and Laboratory security,
ES&H, and other requirements are observed. For this reason,
it is the named host, and only the host, who must sign the Visitor Badge
Request (either Laboratory Form 1735 or 1745, depending on the nature
of the visitor). This responsibility cannot be delegated.
Cleared Visitor Site-Specific Badges
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- HOW CLASSIFIED ACCESS GRANTED IS SHOWN ON VISITOR BADGE. The
classified access granted is shown on the badge in two ways:
- The front side of the badge is color-coded based on the DOE clearance
a DOE employee would have to have to gain access to that kind of
classified information (e.g., if someone were approved for SRD,
the badge color would be striped blue; if CNSI, it would be striped
yellow);
- The specific access granted, including to any weapon data, is
shown on the reverse side of the badge (e.g., SRD Sigma 1).
- USE OF NON-LANL SITE-SPECIFIC BADGES AT LANL. Per DOE policy
(DOE Badge Program,
Paragraph 2(b), Chapter I, Vol. II, Rev. 1, April 15, 1999), "Sites
shall not grant admission to anyone using a LSSO (Local Site-Specific
Only) badge issued by another site. All LSSO badges issued by other
than the local DOE safeguards and security authority shall be confiscated."
It is LANL policy to comply with this requirement - a cleared visitor
with a site-specific badge issued by another DOE site who attempts to
use that badge to enter a LANL security area will have his or her badge
confiscated.
- BADGE READER ENROLLMENT. It is the host's option, as indicated
on Lab Form 1735
(U.S. Visitor Badge Request), how a LANL site-specific visitor
badge is encoded. Consult the details on cleared
U.S. visitor badges and cleared
foreign national badges.
- USE OF LANL SITE-SPECIFIC VISITOR BADGES AT OTHER SITES. If
a cleared visitor coming to LANL is issued a LANL site-specific visitor
badge (U.S. or foreign
national), this badge is valid for use only
at LANL. If an attempt is made to use it at any other organization,
it is subject to confiscation. Note that the site-specific visitor
badge prominently states LANL ONLY.
- RETURN OF BADGES. A visitor issued a LANL site-specific
visitor badge is responsible for
returning the badge to the Badge Office. Badges should NEVER
be left at a security post, and when staffed, these badges will not
be accepted. The host organization may take responsibility for returning
the badge, but there is inevitably some risk in this approach. Unreturned
badges are set to a status of NOT ACCOUNTED FOR. Any visitor with this
status will be unable to obtain any future badging services.
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Cleared Foreign Nationals
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- CLEARED FOREIGN NATIONALS IN SECURITY AREAS. Cleared foreign
nationals cannot have unescorted access to Laboratory security areas.
The security posts through which they enter and the Laboratory escorts
must be specified on Lab Form 1745 - the Protective Force will permit
entry, with one of the designated Laboratory escorts, only through one
of those posts. Cleared foreign national badges can be encoded for property-protected
building access (but not for security area access), if the host requests
this.
- VISITS INTO OTHER LAB ORGANIZATIONS' FACILITIES. If
a cleared foreign national visitor is to be taken into a Laboratory
facility that is not "owned" by the host's organization, the
facility
manager and/or security-responsible line manager of the facility to
be visited must be notified in advance and give approval.
- UNCLASSIFIED LANL VISITS BY CLEARED FOREIGN NATIONALS. A
cleared foreign national who is approved to have classified access at
LANL, but also wishes to have other, unclassified discussions unrelated
to the classified visit must have the unclassified discussions
separately approved through the Laboratory's Foreign Visits and Assignments Program.
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Badge
Office & Visit Control
