Document Security

concepts that brings about safeguarding of classified documents by exercising extreme care in the use and handling of documents.

OBJECTIVES:
be familiar with the proper safeguarding of classified documents from disclosure to unauthorized persons.
know the concepts that brings about safeguarding of classified documents by exercising extreme care in the use and handling of documents.

SCOPE
Objectives Responsibilities for protection General Principles Definition of terms Classification & Categories of Documents Classifying and Marking Control of classified Matter Administrative liability

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Objectives:

A. To be familiar with the proper safeguarding of classified documents from disclosure to unauthorized persons.
B. To present the concepts that bring about safeguarding of classified documents by exercising extreme care in the use and handling of documents.

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Responsibility for protection: A. Security is a responsibility. B. command

The security of classified matter should be the primary concern of everyone in the unit or government service.

General Principles:
Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

A. The authority and responsibility for the preparation and classification of classified matter rest exclusively with the originating office. B. Document should be classified according to content and not the classification of the file in which they are held.

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

C. Classification should be made as soon as possible by placing the appropriate marks on the matter to be classified. D. NEED-TO-KNOW basis and to PROPERLY CLEARED PERS ONLY.

Definition of terms:
Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

A. Documents: Any recorded information regardless of its physical form or characteristics. Written matter whether handwritten, printed, or typed All painted, drawn engraved matters. All printed photographs & exposed or printed film, still or moving. All reproduction of the foregoing for whatever purpose.

Definition of terms:
Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

B. Classify:
This refers to the act of assigning an information or material one of the four security classification categories, after determination has been made that the information requires the security protection as provided for in these regulations.

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Definition of terms: C. Security Clearance: An administrative determination that an individual is eligible from a security standpoint for access to classified matter of a specific category.

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Definition of terms:

D. Need-to-know:
The dissemination of classified matters be limited strictly to those persons whose military or other government duties require knowledge or possession thereof.

Scope:

Definition of terms:

Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

E. Damage to National Security:

This refers to the prejudice, embarrassment or injury to the Republic of the Philippines, resulting from any act or omission.

Scope:

Definition of terms:

Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

F. Security Officer:
Properly trained and cleared intelligence officer who shall be appointed in every department to handle classified matters.

Scope:

Classification/ Categories of Document:

Official matter which requires protection in the interest of national security is categorized into four, namely: Top Secret Secret Confidential Restricted

Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

 Transmission Limitations Destruction

Scope:

Top Secret:

Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Is any information and material, the unauthorized disclosure of which would cause or exceptionally put grave damage to the nation, politically, economically, or militarily.

Scope:

Top Secret:

Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Examples: A. Very important documents dealing with such negotiation for major alliances B. Major government projects C. Military defense plans

Top Secret:
Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Examples: D. Information which would relate capabilities or major successes of our intelligence service.
E. Compilation of data or items which, individually may be classified SECRET or lower, but which, collectively should be put in a higher grade.

Top Secret:
Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administration liability

Authority to Classify TOP SECRET:

A. Secretary of National Defense B. Chief of Staff, AFP C. Major Service Commanders D. Area and Unified Commanders of the PA, PC, and equivalent Commanders in the PAF and PN

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Top Secret:

Reproduction:
A. TOP SECRET matter may be copied, extracted, or reproduced only when the classifying authority has authorized such action. B. Reproduction shall be carried out under the supervision of an authorized officer.

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Top Secret:

Transmission: A. By direct contact of officers concerned B. By official courier C. Through the DFA diplomatic Pouch
Inventory: Physical inventory shall be conducted semi-annually.

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Top Secret: Storage:

A. In a safe, steel file cabinet or other steel container B. In a secured room or vault.
Destruction: A. By burning or Pulping in presence of witness cleared for Top Secret B. A certificate of destruction shall be prepared to the originating office.

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Secret: An Information or material in any form or nature, the unauthorized disclosure of which would endanger national security, cause serious injury to the interest or prestige of the nation or of any governmental activity or would be of great advantage to a foreign nation.

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Secret: Examples: A. Information that would reveal important intelligence operations. B. War plans or complete plans not included under Top Secret. C. Intelligence plans and estimates D. Order of Battle E. Compilation of data or items w/c individually may be classified as CONFIDENTIAL or lower.

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administration liability

Secret: Authority to classify: A. Those numerated under Top Secret B. Commanders of Infantry Battalion C. Special and Personnel Staff, GHQ D. General and Special Staff of Major Service Areas & UCs E. Commanders of posts, depots, stations or separate units. F. Commandants of service schools

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administration liability

Secret: Transmission: (1) Direct contact of officers concerned. (2) Electrical means in cryptographic form. (3) Courier specifically authorized by the transmitting agency. (4) Philippine registered mail.

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Secret: Storage: Same as TOP SECRET Reproduction; Same as TOP SECRET Destruction: Same as TOP SECRET except that there is no need to prepare certificate of destruction

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Confidential:

Are any information and material, the unauthorized disclosure of which would be prejudicial to the interest or prestige of the nation or would cause administrative embarrassment or unwarranted injury to and/or would be of advantage to a foreign nation.

Confidential:
Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Examples: A. Plans of Government projects such as development of areas. B. Routine Service reports, e.g. on operations and exercises, which contain information of value but not of vital interest to a foreign nation. C. Routine intelligence reports.

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Confidential:

Examples:
D. Certain personnel records and staff matters. E. Compilations of data which, individually, may be classified as Restricted, but which its aggregation, would enhance their security value.

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Confidential: Examples: F. Matters, investigations and documents of a personal and disciplinary nature, the nature of which is desirable to safeguard for administrative reasons. G. Identification of personnel being investigated for misconduct, anomaly or fraud prior to the filing of appropriate charges.

Confidential:
Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Classification Authority:
Any Officer is authorized to assign CONFIDENTIAL.

Reproduction:
The copying or extracting from a reproduction of CONFIDENTIAL matter is authorized except when the originator or higher authority has held otherwise.

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Confidential: Transmission: Same as for SECRET matter.

Destruction: Same as for SECRET matter except that the presence of a witnessing officer & records of destruction are not required.

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Restricted: Information and material which requires special protection other than that determined to be TOP SECRET, SECRET, or CONFIDENTIAL matters.

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Restricted: Examples: A. Departmental books of instruction & training technical documents B. Routine info relating to the supply & procurement of mil stores. C. Minor modifications & routine tests of equipment. D. Certain compilations of data or items which individually may be unclassified but which in the aggregate warrants a classification.

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Rules for Classifying A. Docs shall be classified according to their content. B. The overall of a grp of physically connected docs shall be at least as high as that of the highest classified doc therein. C. Correspondence, transfer or destruction, catalogs, or accession lists shall not be classified if any reference to classified matter for it does not disclose classified info.

Scope:

D.

Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Classified matter obtained from other departments shall retain the same original classification.

E. Classified matter furnished to the Phil Govt by foreign govt or international organization shall be assigned a classification which will assure a degree of protection equivalent to that required by the govt or international organization which furnished the classified matter.

Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Control of Classified Matter: 8 1. Custody and Accounting of Classified Matter Store all classified matter Maintain Registry Book Maintain Access list Insure Physical Security Conduct Inventory.

Scope:

2.

Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Unauthorized Keeping of Private Records. 3. Dissemination - NEED-TOKNOW must be strictly observed. 4. Discussion dealing classified matter: Avoid Disclosure through conferences and meetings Oath of Security Declaration

5.
Scope:

Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Disclosure to other Department of Classified information 6. Release of classified matter : Must be processed & cleared by Dept Head or representative Release of classified matter to congress Disclosure to Foreign Govt or Nationals Disclosure of classified Matter for publication. 7. Removal of classified Matter from offices for official use 8. Compromise or loss of classified matter

Administrative Liability:
Scope: Objectives Responsibility General Principles Definition of terms Classification & Categories Classifying and Marking Control of classified Matter Administrative liability

Any violation of these regulations shall be dealt with administratively without prejudice to any criminal prosecution of the violations constitutes on offense under the provisions of the Revised Penal Code or any other Penal law. The unauthorized publication of any classified information shall be deemed a violation of these regulations by the parties responsible therefore.

Compromise of Information
Report immediately to proper authorities any actual or possible compromise of classified document. Pinpointing those liable for the compromise of loss of documents and imposition of punitive actions. Prompt report is necessary for damage control.

Sample cover Sheets

Information security

DEFINITION
Information security (sometimes shortened to InfoSec) is the practice of defending information from unauthorized access, use, disclosure, disruption, modification, perusal, inspection, recording or destruction. It is a general term that can be used regardless of the form the data may take (electronic, physical, etc...)[1]