Security and policy review represents an ongoing effort to inform and increase public understanding of the mission, operations, and programs of the Department of the Air Force. The purpose of the security review is to protect classified information, controlled unclassified sensitive information, unclassified information that may lead to an unauthorized disclosure, or controlled unclassified information that could adversely impact national and operational security.

This page details the process to submit information for security and policy review to the 78th Air Base Wing Public Affairs Office. 78 ABW/PA serves as the installation-level Public Affairs review authority for host and tenant units located at Robins Air Force Base. Personnel assigned to Air Force Reserve Command and the 116th Air Control Wing should submit materials proposed for security and policy review to their respective unit PA offices.

What Needs to be Submitted

Only submit material proposed to be released to a public forum. Information proposed for placement on publicly-accessible DoD websites available to anyone without access controls requires review and clearance for public release prior to posting. Presentation charts, briefing slides, photos, videos, speeches, abstracts, manuscripts, technical papers, dissertations, theses, journal articles and news releases are examples of Air Force material normally submitted.

Information that is to be posted solely on https://sam.gov/content/home does not require submission for security and policy review. The contracting process reviews and certifies all documents prior to posting.

Submission Procedures - DoD/USAF Authors:

This is an electronic process for submitting material for review. Government submitters must have Common Access Card access to the Air Force network.

Directive submission procedures are detailed in DAF Instruction 35-101 (20 Nov 20), Public Affairs Operations, chapter nine, "Security and Policy Review Process." Submitters must review the entire instruction to ensure compliance. All submitters are responsible for ensuring compliance with the instruction.

Submissions that require rush processing (ten working days or less) must be accompanied by a memorandum signed by the directorate level director or commander with justification as to why the materials require rush processing. 

The AFIMSC Security and Policy Review Worksheet, is the prescribed form. Detailed instructions for completion are on page two of the form. Coordinate the material you want cleared for public release through your organization using the AFIMSC Security and Policy Review Worksheet. Obtain the minimum three required electronic signatures by appropriate subject matter expert U.S. Government (not contractor) personnel.

Submitters are responsible for ensuring appropriate coordination with other program offices, commands or agencies who have equities in the release decision. This coordination should be accomplished before submission to Public Affairs and clearly annotated on the AFIMSC Security and Policy Review Worksheet. If coordination by other major commands, higher headquarters, or other U.S. Government agencies is required and has not been accomplished, please clearly annotate this on the AFIMSC Worksheet.

DO NOT SEND MATERIAL VIA EMAIL. Submit electronically via DoD SAFE to 78abw.pa.office@us.af.mil and shellie-anne.espinosa@us.af.mil. If you have any questions, please email or contact the Public Affairs office at (478) 926-2137.

NOTE: Preferred format for most documents submitted for review is Adobe PDF.

Submit final copies only. Do not submit interim drafts, copies with comments, or documents with blanks. These will be returned without action.

Submission Procedures - Defense Contractors/Contractor Authors:

Defense contracts frequently stipulate information must be reviewed by U.S. Government program office and Public Affairs prior to public release by the contractor. In all cases, the contractor must certify all material submitted for review meets criteria for public release and does not contain classified, sensitive or proprietary information.

Contractors must submit material proposed for public release for review according to valid contract requirements as specified in Defense Department (DD) Form 254, Department of Defense Contract Security Classification Specification, DoDM 5220.22, Vol 2, National Industrial Security Program: Industrial Security Procedures for Government Activities. Most materials must be sent via conventional or express mail or hand carried. The only items permissible to be emailed, via secure transmission, are proposed contractor news releases and publicity materials. Contractor representatives may send these via approved secure communications systems or systems utilizing other protective measures such as Public Key Infrastructure (PKI) or transport layer security (e.g. https) IAW the contract.

Public Affairs will NOT accept or review materials submitted directly by defense contractors. The contracting activity/program office will ensure necessary coordination of contractor information with Public Affairs.

Upon receipt of contractor requests, the appropriate Air Force program office subject matter expert will, in coordination with technical, OPSEC, Security Manager, Foreign Disclosure, STINFO Officer and other directorate subject matter expert reviewers, complete the AFIMSC Security and Policy Review Worksheet and submit to Public Affairs via DoD SAFE, as described above.

Submission Deadlines

If your material requires only local clearance, please allow up to ten working days (not including the day of submission) for review. Exceptions are granted only in rare circumstances. Rush cases requiring review in ten working days or less must be accompanied by a letter of justification from the appropriate directorate commander or director.

Please note complex documents, manuscripts, dissertations and theses may take up to 60 days for review by Pentagon or other federal agencies with an equity in the decision to release. The clock does not start until the material reaches Public Affairs. Additionally, DAF Instruction 35-101 (20 Nov 20), Attachment 3, (Page 166) "Triggers for Potential Elevation of Security and Review Cases" lists subjects of interest at higher headquarters level. Documents containing subjects listed there may be forwarded to that level for their review and/or coordination with organizations having equity in the material. This can significantly increase the amount of time needed to complete a document review and should be factored into document-submission planning.

Public Affairs will not clear information "after-the-fact," which has already been presented/distributed or for which the submission or use deadline(s) have already passed.

Clearance Notifications

The submitter listed on the AFIMSC Security and Policy Review Worksheet will receive an e-mail notification on disposition of the case as soon as all proper coordination has been accomplished. It is the submitter's responsibility to further notify all interested parties of the release decision. https://static.e-publishing.af.mil/production/1/saf_pa/publication/afi35-101/afi35-101.pdf

Please do not call or e-mail Public Affairs to request status on a submitted case until the minimum coordination time has passed (see Submission Deadlines). We regret any inconvenience this may cause and sincerely appreciate your cooperation, as these requests delay processing for all cases in coordination.

Contact us:

78 ABW/PA

620 9th St.

Ste. 230

Robins AFB, GA  31098

DSN: 468-2137; Comm: (478) 926-2137

Email: 78abw.pa.office@us.af.mil

Last Updated: November 2023