Entering values on the DoD classified records form

Refer to this section if you are declaring a document as a classified record. The table following the sample form, depicted in the figure, describes each attribute on the form.

Figure 11.9. Default settings on a form for classified formal records

Note

Update the classified form template if your system does not use Unclassified as the lowest security level. Record DoD 5015 V3 Classified (dmc_rm_dod5015v3_classified_rec) out-of-the-box supports Unclassified as the lowest security level. Instructions to complete the update are provided in the note at the top of the section for Declaring electronic or physical documents as formal records.

Next is displayed at the bottom of the form only when you select more than one item to be declared as Individual records. You do not have to click Next. You can click Finish to apply the same metadata to the remaining records. You only click Next if you want each individual record to have different metadata when filing.

All mandatory fields require entries to proceed with filing. Any field that is incorrectly addressed prevents the form from being processed. Unaccepted entries are clearly described in red text at the bottom of the form when processing is prevented. Make sure to provide entries for all the mandatory fields and that all the entries are valid.

Classified Records all have a security level, of which the lowest level is Unclassified. A default security level or ranking of "0" represents a classification of Unclassified for declassified records. Classified records can be downgraded from Top Secret to Secret for example; the downgrade feature however does not allow downgrading to Unclassified. A classified record that is downgraded to Unclassified must be declassified using Declassify On, Declassify On Date, and Declassify On Event. Classified and unclassified records can also be upgraded when necessary.

The form makes it possible for you to:

create a classified record while deriving values from a classification guide or from another classified record already present in the system
change classification settings to upgrade or downgrade the record
schedule downgrades and declassification
declassify classified records or turn unclassified records into classified records
identify reviewers if needed

Note

Values required to create classified records can be derived from classification guides which act as a template to facilitate the process. If no classification guides are available, end users must contact their Records Administrator.

Some optional attributes are conditional and become mandatory only when classified records are declared. The Classifying Agency for example, is optional if the security ranking for the Current Classification is set to Unclassified. A value other than Unclassified makes the Classifying Agency mandatory.

Table 11.5. Attributes for classified records

Record DoD 5015 V3 Classified (dmc_rm_dod5015v3_classified_rec)
Attribute (*) indicates mandatory attributes	Description
*Record Name	The name of the document is populated in this field automatically if a single document was selected for the record. If multiple documents were selected for a single record, Please Enter Record Name is displayed for this value.
Record Category Identifier	This field is automatically populated based on the applied naming policy.
*Subject	Any value you type for this field is acceptable. The principal topic addressed in a document could be used. Confirm with your Records Administrator how this field is defined in your organization.
*Media Type	The value you select identifies the material or environment on which information is inscribed (microfiche, electronic, and paper for example). The values are created by your Records Administrator. Confirm with your Records Administrator how this field is defined in your organization.
*Format	The value you select identifies the format based on the application used to create the document being declared a record. The values are created by your Records Administrator. Confirm with your Records Administrator how this field is defined in your organization.
*Originating Organization	The value you type for this field should identify the official name or code of the office responsible for the creation of the document being declared. Confirm with your Records Administrator how this field is defined in your organization.
Date Filed	The value for this field is automatically populated when a document is declared a formal record.
Received Date	The value you select could be the date you received the document. Confirm with your Records Administrator how this field is defined in your organization.
*Publication Date	The value you select could be the publication date of the document. Confirm with your Records Administrator how this field is defined in your organization.
*Unique Record Identifier	Read-only field, pre-populated (system generated) to identify the record object.
Vital Record Indicator	Read-Only checkbox. If checked it means that the document being declared has an applied retention markup with the Vital designation.
*Authors	Type in the name of the person(s) who authored the document that is being declared a formal record. Click Insert if you need to specify additional values for this attribute. Delete removes the field which has its radio button selected. Though you can insert more than one field to create a list of possible choices, only one radio button can be selected.
Keywords	Type in text that can be used to facilitate searching. The metadata on a form associated to a particular record can be used for keywords. Click Insert if you need to specify additional values for this attribute. Delete removes the field which has its radio button selected. Though you can insert more than one field to create a list of possible choices, only one radio button can be selected.
Addressees	Type in the primary name of individual or individuals who authored the document. Confirm with your Records Administrator how this field is defined in your organization. Click Insert if you need to specify additional values for this attribute. Delete removes the field which has its radio button selected. Though you can insert more than one field to create a list of possible choices, only one radio button can be selected.
Other Addressees	Type in the names of anyone else responsible who can address questions if necessary. Confirm with your Records Administrator how this field is defined in your organization. Click Insert if you need to specify additional values for this attribute. Delete removes the field which has its radio button selected. Though you can insert more than one field to create a list of possible choices, only one radio button can be selected.
Locations	Type in the name of the location to indicate where the record is kept. Confirm with your Records Administrator how this field is defined in your organization. Click Insert if you need to specify additional values for this attribute. Delete removes the field which has its radio button selected. Though you can insert more than one field to create a list of possible choices, only one radio button can be selected.
Derived From	Classification fields for a classified record can be derived, that is populated automatically from a Classification Guide or from an Original Classified Record. They can also be populated manually if the radio button for none is selected. In either case, whether you select the radio button for a Classification Guide or for an Original Classified Record, you must select an item from the respective list box. The following classification fields will copy their values to the form: Initial Classification Declassify On Declassify On Date Classified By Supplemental Marking Project Name Exemption Category Reason For Classification All of these populate the form in both cases, using a Classification Guide or an Original Classified Record.
Other Sources	The text box for this attribute lets you describe other sources you might use or reference to obtain values if you do not derive them from a classification guide or from an original classified record. You can Insert and Delete text boxes as necessary to define more than one other source.
Project Name	Select the attribute marking(s) from this attribute marking set that provides the amount of security needed to access the record by those members in the group tied to a particular attribute marking.
Supplemental Marking	Select the attribute marking(s) from this attribute marking set if you need additional security on top of existing security.
Downgrade on Schedule	The following options are added to the bottom of the form when you select the checkbox for this attribute: Downgrade On Downgraded On Date Downgraded On Event Target Downgrade Level Downgrade Instructions Downgraded On* Downgraded By Note Fields identified with an asterisk are conditional, which can be optional or mandatory based on the trigger selected for Downgrade On. Downgrade is not applicable to unclassified records (which already have the lowest security ranking of Unclassified equal to "0").
Downgrade On	Use this option to identify the trigger that will be used to start the downgrade. Though there are 3 triggers (Date, Event, and Date and Event) in the list, a fourth item in the list is left blank to allow for a manual downgrade. Note Though some of the options are conditional depending on the trigger selected, only those options that become mandatory need to be filled.
Downgrade On Date	Specify the date you want the downgrade to be done on if the trigger includes a date. This field is conditional, it becomes mandatory only if you select Date or Date and Event for the trigger.
Downgrade On Event	Specify the event you want the downgrade to be done on if the trigger includes an event. This field is conditional, it becomes mandatory only if you select Event or Date and Event for the trigger.
Target Downgrade Level	You can only downgrade to any level lower than the current security level but not all the way to Unclassified as this is declassifying which is done differently on the form.
Downgrade Instructions	Specify instructions for the downgrade. This field is conditional, it becomes mandatory regardless of the trigger selected unless no trigger is specified.
Downgraded On	Read-Only field that is automatically populated when the downgrade is processed.
Downgraded By	Select any user from the list.
Upgrade	The following options are added to the bottom of the form when you select the checkbox for this attribute: Upgraded On Upgraded By Reasons for Upgrade
Upgraded On	The value for this field is automatically populated when the upgrade is processed.
Upgraded By	Add the name of the user.
Reasons for Upgrade	Choose the radio button next to the preferred method to specify the value and complete the entry.
Review	The following options are added to the bottom of the form when you select the checkbox for this attribute: Reviewed On Reviewed By Note Reviewed By is mandatory only when a date is specified for Reviewed On.
Reviewed On	Specify the date and time the review was completed, if a review was involved.
Reviewed By	Enter the name of the reviewer(s). This field is mandatory only if a review date is specified.
*Initial Classification	The value for this field is automatically populated if values are derived from a source such as Classification Guides or Original Classified Records. Regardless of the source that values are derived from, you can reset the value as needed.
*Current Classification	The value for this field is automatically populated if values are derived from a source such as Classification Guides or Original Classified Records. Regardless of the source that values are derived from, you can reset the value as needed.
Classifying Agency	Type the name of the classifying agency when you are creating a classified record. Confirm with your Records Administrator how this field is defined in your organization.
Classified By	This field becomes mandatory when creating a classified record when the Current Classification is higher than Unclassified. It is otherwise optional when creating unclassified records. Select the radio button next to the means by which to specify a valid user for this value. You can choose to select from a list or type in the value. Confirm with your Records Administrator how this field is defined in your organization.
Reasons for Classification	Select from a list of valid values the reason for creating a classified record if a classification guide is not specified for Derived From or if one is selected but has no value specified to automatically populate this field. You can change the default value set by the classification guide if necessary.
Declassify On	Select from the list of triggers the trigger needed to initiate declassification for classified records. Although a blank is included among the options in the list box, the other 4 options for the triggers are: Exemption Category and Date Manual Date Event Date and Event Auto Calculated Date Auto-calculated date takes the Publication Date entered on the form and adds the Declassification threshold to generate the declassification date. Classified records at some point in time should be declassified. A blank is included among the triggers as the value to be selected for unclassified records when the Current Classification specifies Unclassified. The value for this field could be automatically populated according to a classification guide if one is selected for Derived From. You can change the value as needed. This field cannot be automatically populated if Declassify On on the classification guide selected is not given a value.
*Declassify On Date	This field is mandatory if the declassifying trigger selected for Declassify On is set to the Date or the Date and Event.
Declassify On Event	This field is mandatory if the declassifying trigger selected for Declassify On is set to the Event or the Date and Event.
Exemption Category	Select from a list of valid values the exemption category if a classification guide is not specified for Derived From or if one is selected but has no value specified to automatically populate this field. The exemption category is required if you select a declassification date that exceeds the declassification threshold (in other words the records would normally be declassified by a certain date but you are asking for an extension). You can change the default value set by the classification guide if necessary. A value other than classification guides selected for Derived From makes this field read-only.
Declassified On	Read-Only value that displays the time and date that the record was declassified on (either manually or automatically by the declassification job).
Declassified By	Read only that identifies the person who performed the declassification or the account associated with the job.
Create Record Relationship	Displays a page that allows you to choose the record relationship type. On this page there is also a locator that allows you to connect the record being declared to another as a child or as a parent using the selected relationship type.