The following recommended guidelines and procedures are separate from classification review (downgrading or removing a security classification). Classification review is the responsibility of the original classification authority and performed by an individual with official Declassification Authority; it is normally done to the Record Copy, with a notification sent to DTIC. DTIC does not perform classification review.

 

1) If a TR was produced by or created under contract for your Agency, your Agency is the responsible party for submitting it to DTIC in accordance with DODI 3200.12 and AR 70-31.

2) Microfiche TRs:

a) If the microfiche copy originated from DTIC, it is considered a reference copy. It can be disposed of in accordance with local or agency policy.

b) Otherwise, use the same criteria as with paper TRs.

3) Paper TRs from your Agency:

a) Does the TR have a record in DTIC’s online repository?

b) Is the TR available for immediate download from DTIC?

c) Are all the pages readable?

d) Are the images, tables, etc. readable?

e) If yes to ALL items 3a through 3d, the TR can be given to Records Management for retention or disposed of in accordance with local or agency policy.

f) Otherwise, it must be digitized and submitted to DTIC. NOTE: DTIC will often indicate poor quality scans either in the record or prior to the first page. This is equivalent to a NO answer to item 3c and/or 3d. A classification review of older documents is advised prior to submitting a TR to DTIC.

4) Paper TRs from an Agency other than your own:

a) Use the same criteria as 3a through 3d. If yes to ALL, the TR can be disposed of in accordance with local or agency policy. FINAL

b) For the remaining TRs, contact the originating DoD Agency when possible. They may want the TR returned. The originating DoD Agency is responsible for submitting the TR to DTIC.

c) If the originating agency no longer exists or cannot be contacted, digitize and submit the TR to DTIC. NOTE: A classification review of older documents is advised prior to submitting a TR to DTIC.

5) Digital Submissions:

a) Submit digitized documents through the DTIC ECMS submission page.

i) Documents can be submitted without a SF 298 or DD 1473.

ii) Older documents can be submitted via the same means as new reports.

iii) If the document is a revised copy which corresponds to a record that already exists in DTIC’s online repository (it already has an accession number), or the document is a replacement copy for one that is of poor quality, please contact to provide the document. Please do not use the ECMS submission page to submit revision or replacement copies.

b) Contact DTIC if you need assistance completing the online submissions process.

6) Hard Copy Submissions:

a) It is the responsibility of the submitting agency to digitize their holdings. DTIC does not have the capacity to do bulk digitization of hard copy documents. DTIC can provide guidance to agencies on the digitization process, provide DTIC’s
metadata schema and standards used for cataloging and terminology used for keyword descriptors, and assist in locating vendors providing digitization services.

b) If you cannot digitize and submit the document online, contact DTIC for other arrangements. NOTE: At this time, hard copy documents can be submitted to DTIC as a last resort, but hard copies have the lowest priority for being added to the R&E Gateway online collection.

c) Prior to contacting DTIC for hard copy submissions, please consider and be able to discuss the following:

i) How many reports do you want to submit?

ii) Are these reports Classified? NOTE: DTIC can accept documents up to Secret Classification, including Restricted Data (RD) and Formerly Restricted Data (FRD). DTIC cannot accept documents with Top Secret Classification, North Atlantic Treaty Organization (NATO) accountable documents, ATOMAL marked documents, SCI, or SAP materials.

iii) Do all of the reports have a Distribution Statement? If not, can your organization determine a blanket Distribution Statement?

iv) Do you have a database or spreadsheet with a list of the reports you want to submit?

v) Do you have a timeframe in which the reports need to be processed? NOTE: At this time, hard copy documents can be submitted to DTIC as a last resort, but hard copies have the lowest priority for being added to the R&E Gateway online collection

vi) vi. Does your organization need the reports returned? Can DTIC destroy the reports once they are processed?