United States Department of Agriculture

Research, Education, and Economics

ARS CSREES ERS NASS

Policies and Procedures

Title:	For Official Use Only

Number:	253.2

Date:	August 8, 2000

Originating Office:	Information Technology Division, Telecommunications and Records Branch, AFM/ARS

This Replaces:	ARS 253.2 dated 1/11/94

Distribution:	All REE Employees

Table of Contents

1.	Introduction	3

2.	Policy	3

Marking of Material	3

Connected Documents	4

Restriction Removal Date	4

Handling and Transmission	4

3.	Summary of Responsibilities	5

1.	Introduction

This P&P, establishes policies and procedures for REE agencies in handling and disposing of administratively controlled material designated as "For Official Use Only." Federal regulations under 7 Code of Federal Regulations (CFR), Subtitle A, which previously provided "For Official Use Only" guidelines, were rescinded effective October 3, 1997.

2.	Policy

Material marked "FOR OFFICIAL USE ONLY" is official unclassified information which requires protection to safeguard the public interest. "For Official Use Only" is for administrative use by REE employees whose official duties require direct access to the material. It is inappropriate to give such material to persons outside the Federal agencies without the consent of a responsible REE official or the head of the originating agency.

"For Official Use Only" is an internal management tool and does not serve as a justification for withholding information under the provisions of the Freedom of Information Act (FOIA) or the Privacy Act (PA) of 1974. Requests from the public for such documents shall be referred to the FOIA Coordinator, Information Staff, for review and processing. For further information on provisions of FOIA or PA, refer to P&P 158.1, "Freedom of Information Act and Privacy Act Guidelines"<http://www.ars.usda.gov/afm2/ppweb/158-01.htm>.

The protective measures for "For Official Use Only" material will also apply to information materials originated by other Government agencies. Request permission from these agencies before releasing.

Marking of Material

"For Official Use Only" is the only marking authorized for use under the provisions of this P&P. To prevent any misunderstandings, the term should never be abbreviated.

The following guidance details how to and not to mark "For Official Use Only" material:

Single pages of material designated "For Official Use Only" shall be marked "FOR OFFICIAL USE ONLY" at the top and bottom. Securely bound material needs to be marked at the top and bottom of the cover or top page only.

•	Do not use Confidential, Secret, or Top Secret classifications reserved for protecting national security information.

•	Do not use the term "For Official Use Only" for national defense classified information. Official national security information requires specific, higher level protection against unauthorized disclosure. Personnel must have special clearances to access this information which is designated and clearly marked as Confidential, Secret, or Top Secret.

Contact the REE Classified Material Control Officer (CMCO) with questions regarding classified materials. The CMCO is an employee of ARS-AFM, Information Technology Division, and is designated to act as the REE Liaison concerning all matters involving national security classified materials.

Connected Documents

Papers such as transmittal letters which do not contain protected information must be marked to cancel the "For Official Use Only" control when separated from the "For Official Use Only" material. This may be done as follows:

The marking "FOR OFFICIAL USE ONLY is CANCELED" when separated from the restricted material.

Restriction Removal Date

All "For Official Use Only" material originated within REE agencies will specify a date or event after which the marking is no longer applicable. The earliest possible date or event will be specified. Such markings shall include an entry "Until (date)." The marking of material requiring secure storage could read:

"FOR OFFICIAL USE ONLY UNTIL (date [e.g., 6-1-01])

SECURE STORAGE REQUIRED"

Handling and Transmission

"For Official Use Only" material that is:

•	hand-carried from one person to another need not be placed in an envelope or wrapping;

•	mailed or shipped should be placed in a sealed envelope and marked "For Official Use Only;" or

received from other agencies should be protected in the same way as REE material.

3.	Summary of Responsibilities

Agency Managers

Authorize the designation and marking of material as "For Official Use Only."

Employees

May, when authorized, mark material "For Official Use Only."

Must exercise extreme care in applying this marking and refer any questions immediately to a supervisor.

Must be aware of and follow the requirements for safeguarding materials in their custody.

W.G. HORNER

Deputy Administrator

Administrative and Financial Management