QIG Office of Inspector General U S Department of State • Broadcasting Board of Governors UNCLASSIFIED March 2 2016 MEMORANDUM FOR UNDER SECRETARY KENNEDY £ FROM OIG - Steve A Linick SUBJECT FINAL CLASSIFIED MATERIAL DISCOVERED IN UNCLASSIFIED ARCHIVAL MATERIAL ESP-16-02 The Office of Inspector General 's OIG Office of Evaluati on and Special Projects is currently examining issues associated with records preservat ion and the use of personal hard ware and software by five Secretaries of State Albright Powell Rice Clinton and Kerry and their immediate staff This memorandum updates the memorandum OIG sent on Februa ry 3 2016 to include the Department's respon se to OIG's recommendations and our reply Attachment A contains the Department's official response dated February 18 2016 During the course of this eval uation OIG searched unclassified archives and discovered records suggesting instances in which potentially sensit ive material may have been tra nsmitted via personal emai l accounts or other unclassified means to Secretary Powel l or to Secretary Rice's immediate staff None of the material was marked as classified but t he substance of the material and N ODIS No Di stribution references in t he body or subject lines of some of the documents suggested that the documents could be potentially sensitive On October 19 2015 OIG transmitted to the Department and separately to the Inspector General for the Intelligence Community ICIG for classification review 19 separate Office of the Secreta ry archival documents The date range of the documents is from February 2003 through June 2008 On December 15 2015 the ICIG advised OIG that according to information management officials in the Intelligence Community IC no ne of the documents contain or contained IC information On December 29 2015 the Department advised OIG that 12 of the 19 documents contain national security information cl assified at the Secret or Confidential levels based on a review by 9 Department bureaus and offices Two of these documents were emails sent to Secretary Powell's personal email account the remaining were documents transmitted to personal or uncla ssified accounts belonging to a member of Secretary Rice's immediate staff and another senior Department official U S Department of State Office of Inspector General Washingt on D C 20522-0308 I UNCLASSIFIED I On January 15 2016 the Department provided Ia second response that discusses OIG's query whether the material contained in each classifi d document was or should have been regarded as classified at the time of transmission or receipt Based on the Department's responses and findings to date additional potential classified material and or highly sensitive information not intended for distribution may reside in the Department's unclassified paper and electronic archives associated with Secretaries Powell and Rice and their respective staff Recommendation OIG recommends that the Department remove classified material from all unclassified paper and electronic archives associated with Secretaries owell and Rice and their staff Management Response Office of the Executive Secretariat S ES staff h ve removed from the Department's unclassified network all of the email material identified as cl ssified and placed it in secure storage Additionally retired electronic records provided to the Bureau of Administration that were initially stored in an unclassified system have b en moved to the appropriate classified system With regard to paper records relating to forme Secretaries Powell and Rice the Department does not believe any action is warranted because these materials are currently stored in a facility certified to house classified Department record up to the SECRET level According to OIG's follow-up conversations with S ES staff additioral electronic archival material associated with Secretaries Powell and Rice is being stored in a jsecure manner OIG Reply OIG considers this recommendation to be resolved This recommendation will be closed when OIG receives and accepts documentation detailing the secure methods that S ES is using to store the additional electronic archival material Iassociated with Secretaries Powell and Rice In addition OIG strongly encourages the Depart lent to consider conducting a review of all paper and electronic archives for the Office of the Seoretary to determine 1 the extent to which classified material may have been inappropriatJiy transmitted through unclassified email accounts and 2 whether additional action is nkeded to safeguard this material cc D MR - Heather A Higginbottom DS - Gregory B Starr A- Joyce A Barr I Charles McCullough ill Inspector General Intelligence Community UNCLASSIFIED 12 ATTACHMENT A United States Department of State Under Secretary ofStale for Ma11agemefll Washington D C 20520 February 18 2016 UNCLASSIFIED TO Steve Linick Inspector General FROM M- Patrick F Kennedy SUBJECT Response to OIG Memorandum dated 2-3-2016 Classified Material Discovered in Unclassified Archival Material ESP-16-02 We thank the OIG for the opponunity to respond to its recent memorandum and value the OIG's careful review of the records preservation issues The Department has the following response to the recommendation contained in the memorandum Recommendation OIG recommends that the Department remove classified material from all unclassified paper and electronic archives associated with Secretaries Powell and Rice and their staff Response The Department accepts the principle that all classified material must be safeguarded pursuant to national security standards The Depanment follows current security guidelines relating to the storage of classified national security information and we bel ieve that those guidelines protect the information that you reviewed Regarding electronic records of former Secretaries it is the current practice of the Executive Secretariat staff S ES-IRM to store unclassified e-mail files pst fil es on the unclassified version of POEMS Since the receipt of your memorandum the S ES staff has moved quickly to remove all e-mail material you identified as classified from the unclassified network and place them in secure storage Additionally retired electronic records provided to the Bureau of Administration that were stored in an unclassified system have been moved to the appropriate classified system For the paper records relating to former Secretaries Powell and Rice we do not believe any removal of classified materials is warranted Retired papers records from former Secretaries Powell and Rice are currently stored in the Depa1tmem's UNCLASS IFIED II UNCLASSIFIED R ecolds Center SA-13 ' his tacility records up to the SECRET level certified to house Department I If you have any further questions about this response feel free to reach out to John Hackett Director A GIS IPS II il Attachment Classified Material Discovered in nclassified Archival Material ESP-16-02 Memorandum I 1 II 1 I lj II i II i I i i I I I I I I I I I I I I I I UNcJskiFIED I I