Electronic Document Posting Checklist

The responsible contracting officer / contract specialist must ensure, at a minimum, that the following specific items are completed prior to any files being uploaded/released to an internet accessible location (e.g. Federal Business Opportunities (FBO), eLibrary, other acquisition library, Procurement web page, etc.).

Centers can use this checklist or a Center developed checklist that meets the intent of this checklist. Please keep this checklist or Center generated checklist as part of the contracting file.

Coordinate with a Legal advisor, when appropriate, to resolve any questions you have regarding the redaction of any proprietary or sensitive data.

Do not upload files you receive from others (both cost and technical) without first checking the document following the steps in this checklist. Refer to FAR Part 3.104-4, Disclosure, protection, and marking of contractor bid or proposal information and source selection information.

RFP / Contract Number:Document File Names:

Action To Be Taken By Contracting Officer/Contract Specialist Initial Upon Completion

1

Ensure all files to be posted (e.g. RFP and other acquisition elibrary type documents) contain no proprietary information about manufacturing processes, operations, or contractor unique approaches, sensitive, Sensitive But Unclassified (SBU), or export controlled information in accordance with applicable law or regulation. *See Glossary below for examples.

2

Ensure there are no hidden worksheets/columns/rows/data in the Excel Cost chart exhibits. Double-check using the “Check for Issues/Inspect Document” feature (See embedded file below entitled “Steps to Remove Metadata and Hidden Data from an Excel Workbook”).

3

Ensure all review comments/changes are successfully removed from Word documents (e.g. accept all changes and remove any comments). Double-check using the “Check for Issues/Inspect Document” feature (See embedded file below entitled “Steps to Remove Metadata and Hidden Data from a Word Document”).

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Electronic Document Posting Checklist

Action To Be Taken By Contracting Officer/Contract Specialist Initial Upon Completion

4

Ensure there is no metadata, hidden data, comments, and/or notes in all PowerPoint presentations (See embedded file below entitled “Steps to Remove Metadata and Hidden Data from a PowerPoint Presentation”). After completing this check of the document, then convert PowerPoint presentation to a PDF document. PDF version will be used for posting. If metadata and/or hidden data is found it must be dispositioned prior to converting the presentation to PDF format.

Prepared By:

__________________________ _____________________________ __________ Printed Name of CO/CS Signature of CO/CS Date

Approved By:*

__________________________ _____________________________ __________ Printed Name of Approver Signature of Approver Date

* Approval must be conducted by an individual one level above the contracting officer who is independent from the drafting of the documents.

Glossary

eLibrary: NASA website for posting supporting solicitation documents and other acquisition documents that are not uploaded to Federal Business Opportunities (FBO).

Sensitive Data: Data confidentiality required by law, policy, or contractual obligation. Sensitive information is any information, the loss, misuse, or unauthorized access to or modification of which could adversely affect the national interest, the conduct of Federal programs, or the privacy to which individuals are entitled under Section 552a of Title 5, United States Code (the Privacy Act of 1974), but which has not been specifically authorized under criteria established by an executive order or an act of Congress to be kept secret in the interest of national defense or foreign policy.

Sensitive But Unclassified (SBU) – Controlled Unclassified Information (CUI): Material that does not contain national security information (and therefore cannot be classified) but that is information or material determined to have special protection requirements to preclude unauthorized disclosure to avoid compromises, risks to facilities, projects or programs, threat to the security and/or safety of the source of information, or to meet access restrictions established by laws, directives, or regulations.

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Proprietary/Trade Secret: Confidential business information which provides an enterprise a competitive edge may be considered a trade secret. Proprietary information of others is information developed at private expense embodying trade secrets or comprising commercial or financial information that is privileged or confidential.

Export Controlled: The transfer of anything to a "Foreign Person" by any means, anywhere, anytime, or the knowledge that what you are transferring to a "U.S. Person," will be further transferred to a "Foreign Person." Note: The means of transfer can be: mail; fax; e-mail; www, ftp, etc.; shipping; hand carry; phone or face-to-face discussion; other.

ITAR: International Traffic in Arms Regulations – type of Export Controlled data

EAR: Export Administration Regulations – type of Export Controlled Data

References

- Steps to Remove Metadata and Hidden Data from an Excel Workbook.

- Steps to Remove Metadata and Hidden Data from a Word Document.

- Steps to Remove Metadata and Hidden Data from a PowerPoint Presentation.

- For .PDF documents, if one has Adobe Pro (not standard software on ACES computers), you can redact or remove sensitive content from the .PDF document. Instructions on how to redact or remove sensitive content from a .PDF document using Adobe Pro can be found at the following Adobe website - https://helpx.adobe.com/acrobat/using/removing-sensitive-content-pdfs.html

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