Chapter 3
  1. Report Requirements
    1. Reports of survey, monitor, or TSCM consultation will consist of at least the following:
      Cover letter, attachment 1 (describing the scope and limitations) and attachment 2 (containing findings and recommendations, if any were noted). In addition, the file copy of a report should also contain an internal data page consisting of information for review by survey teams visiting the location for future surveys. (This page will not be provided to the customer and will contain any information considered useful in future examinations of the subject area.
    2. Each area serviced will have a separate report number.
      EXAMPLE: An office complex having a Chief Executive Officer, President, Vice President and conference room, but each utilizing the same common reception area would all have different report numbers assigned. This is in the event a future survey was requested on only one of the areas. (In the event of a common reception area, that reception area would be examined each visit.)

  2. Report Numbers
    1. Report numbers will be generated and assigned from a central location. Numbering format is optional, but provisions should be established for future identification of areas.
    2. Enter the report number on a 3 X 5 card, or computer data base, along with identifier information such as company name, address, phone number, point of contact, etc. The card, as well as the case file should then be maintained in a locked security container. A second 3 X 5 card, or computer data base, may be generated which contains the name of the organization followed by the report number for alphabetical filing (See Filing of Reports)

  3. Cover Letter
    1. The cover letter will contain the following items:
      1. Report number
      2. Date of report
      3. Customers address
      4. 1st paragraph will contain the inclusive dates of the service, description and location of service and the name of the persons performing the service.
      5. 2nd paragraph will contain a description of the services performed.
      6. 3rd paragraph details any clandestine finds.
      7. 4th paragraph will reference finds or weaknesses and reference Attachment 2 (Findings and recommendations).
      8. Last paragraph will contain information describing person(s) briefed following the conclusion of the service.
      9. Signature element- Signature of the person RESPONSIBLE for the final report.

  4. Report
    1. Reports will contain the following information, as a minimum:
      1. Identifying data and information of the serviced area. This should include the company name and address, room number and/or name and title of the room occupant, inclusive dates of the service and names of personnel performing the service.
      2. Description of the service performed.
      3. Name, position, or title of person briefed.
      4. Findings-Description of any weaknesses, hazards or devices found.
      5. Recommendations-Corrective action(s) recommended for each finding, in descending order of preference.
      6. (Optional) Comments on other items noted not specifically pertaining to a TSCM service.

  5. Reproduction and Distribution
    1. Reports will be reproduced in the required number of copies on letterhead:
      1. Original and/or one copy to the customer. (The customer should not receive a copy of internal data pages or information.)
      2. Copy to the file of the originator (person or organization performing the examination).
      3. One copy to central control point for review and file.
    2. Reports should be written, reviewed and mailed so as to arrive at the customers location not later than ten (10) working days after completion of the service. If it is apparent that the ten day report mailing requirement cannot be met due to travel or work requirements, the customer should be so informed during the out briefing. At that time, the customer should be given the approximate date of completion of the report for his location.
    3. Reports should be handled as sensitive or classified information and should be contained in two opaque envelopes. The outer envelope flap should be sealed with tape (not cellophane or clear scotch type) and the entire package sent certified mail, return receipt requested.
      1. The inner envelope should contain, at a minimum, the name and office symbol or room number of the person requesting the service or designated to receive the report. The full address is preferable. In addition, the inner envelope will be stamped.

        TO BE OPENED BY ADDRESSEE ONLY
        and
        CONFIDENTIAL

      2. The outer envelope should contain a return address and the address of the company requesting the service. This address may be different than the actual location of the service and may even be a home address.

  6. Filing of Reports
    See appendix 1 , SAMPLE REPORT COVER LETTER
    1. Reports should be filled in separate folders or files, in sequential order, and maintained in locked security containers, preferably an approved safe or a container with a locking bar and a three position combination lock or high security key type padlock, or safe.
    2. Reports should be cataloged on 3 X 5 cards or computer entry by company name and area serviced and contain the name, address and phone number of the company and the point of contact within the organization.
    3. In addition, reports should be cataloged on 3 X 5 cards or computer entry by report number for cross referencing

  7. Scope and Limitations
    See appendix 2 , ATTACHMENT 1: SCOPE AND LIMITATIONS
    1. The scope and limitations sheet will indicate those actions performed and define the limitations caused by certain constraints and restrictions.
      1. Information pertaining to what services were performed.
        1. RF check
        2. Telephone checks
        3. Physical evaluation
        4. Non linear junction detector
      2. Purpose of service and disclaimer.

  8. Findings and Recommendations
    See appendix 3 , FINDINGS AND RECOMMENDATIONS
    1. Findings: Each finding (or discrepancy) will be fully explained and the location will be described under the heading FINDINGS: followed by one or more recommendations.
    2. Recommendations: Immediately following each finding will be listed one or more recommendations designed to eliminate or lessen the hazard involved. When possible, these recommendations will be listed in order of most importance to least importance.
    3. Findings and recommendations will cover, but will not necessarily be limited to, the following categories:
      1. Acoustical security
      2. Physical security
      3. Technical security