What are the steps to set up an agency systematic declassification review program?

A systematic declassification review program is the structured process by which an agency reviews classified records of permanent historical value to determine whether they can be declassified and released. Building one is largely an exercise in policy, governance, and disciplined records management. The steps below describe the general approach; agencies should align each step with the governing executive order on classified national security information and guidance from the Information Security Oversight Office (ISOO).

Establish governance and authority

Begin by designating accountable leadership, often a senior agency official responsible for the program, and a working team that may include records managers, classification authorities, subject-matter experts, and legal counsel. Document the program’s authority, scope, and reporting lines in written policy so responsibilities are clear and durable.

Identify and inventory eligible records

Locate the classified records that fall within scope, typically those of permanent value approaching or past the applicable review threshold. Use your records schedules and inventories to know what you hold, where it resides, and its age and format. Accurate accessioning and indexing make later review far more efficient.

Develop review criteria and guidance

Create declassification guides and standardized criteria so reviewers apply consistent judgments. These should reflect exemption categories, equity considerations, and the need to consult other agencies when records contain information they originated (referrals).

Train reviewers and set workflow

Train staff on the criteria, on properly marking declassification or continued classification decisions, and on documenting the rationale. Define a repeatable workflow that tracks each record from queue to decision, including quality checks.

Coordinate referrals and equities

Many records contain information owned by more than one agency. Build a process to identify and route those equities to the originating agency for concurrence before release.

Document, release, and improve

Record every decision and its basis, process records that are declassified for public access, and protect material that remains classified. Finally, measure throughput and accuracy, report as required, and refine guidance over time.

A strong program rests on sound recordkeeping discipline. For related concepts and connected topics, see the declassification topic hub.