CHAPTER IV
DOCUMENT AND INFORMATION SECURITY
• In every installation, document and
information are indispensable for
their daily operations and activities,
be it in the form of a paper, film, and
magnetic media or in the computer
system.
• Protection of document and
information entails a mammoth task
on the part of eh executives and the
staff of the installation. There should
be a clear understanding on all the
types of documents and information
of the organization.
Purpose of Protecting Classified Materials
1. Deter and impede potential spy
2. Assist in security investigations by keeping
accurate records of the moments of classified
materials.
3. Enforce the use of "Need to Know"
principle.
Two (2) Kinds of Document
1. Personal - letters, diary and notebooks. These
should be treated usually the same with official
document.
2. Official - orders, manuals, letters, overlays, maps
and magazines. You may be careful and follow the
chain of command.
DOCUMENT/INFORMATION CYCLE
Each document or information has a life cycle in the sense
that its usefulness has a beginning and an end. It passes
various stages from the time it is created until it is finally
disposed. This cycle consist of the following:
1. Creation
2. Classification
3. Storage
4. Retrieval
5. Retention/Purging
6. Transfer
7. Disposition
Categories of Document
1. Category A
• It should be given priority because it is
critical information.
•It must be forwarded without delay.
2. Category B
• Anything that contains communications,
cryptographic documents, or systems that
should be classified a secret and requires
special handling.
3. Category C
• Other information, which contains
something that, could be an intelligence
value.
• Contains exploitable information
regardless of its contents.
4. Category D
• No value, yet lower level will never
classify documents as category D.
Three (3) Security Concepts
1. Personnel are the weakest link in the
security chain.
2. Training is important to make security
personnel conscious and realize the value of
document.
3. Training is necessary for the practice of
"Need to Know" principle.
Four (4) Types of Classified Matter
1. TOP SECRET (green color code) - is any
information and materials the unauthorized
disclosure of it would cause exceptionally grave
damage to the nation, politically, economically and
military operation.
2. SECRET (red color) - is any information and
material, the unauthorized disclosure of it
would endanger national security cause
serious injury to the interest or prestige of the
nation or any governmental activity or
advantage to a foreign nation.
3. CONFIDENTIAL (blue color code) - is any
Information or material, the unauthorized disclosure of
it would be prejudicial to the interest and prestige of
the national or governmental activity or would cause
administrative embarrassment or unwanted injury to
and be of advantage to and be of advantage to a
foreign country.
4. RESTRICTED (white or no color) - is any
information and material which requires special
protection other than those determines confidential,
secret and top secret.
Rules of Classification of Documents
1. Documents shall be classified according to their
content.
2. The overall classification of a file or of a group of
physically connected therein. Pages, paragraphs, sections
or components thereof may bear different classifications.
3. Transmittal of documents or endorsements which do
not contain classified information or which contain
information classified lower than that of the preceding
element or enclosure shall include a notation for automatic
downgrading.
4. Correspondence, Indexes, receipts, reports of
possession transfer or destruction, catalogs, or
accession list shall not be classify if any reference to
classified matter does not disclosed classified
information.
5. Classified matter obtained from other
department shall retain the same original
classification.
PROTECTION OF SENSITIVE INFORMATION
Proprietary information is information that In
some special way relates to the status or
activities of the possessor and over which the
possessor asserts ownership.
4 Types of Document
Class I- Vital Documents:
In this category these are records that are
irreplaceable, records of which reproduction
does not have the same value as the original:
Class II-Important Documents:
This includes records the reproduction of
which will close considerable expense and
labor, or considerable delay.
Class III- Useful Documents
This includes records whose loss might cause
inconvenience but could be readily replaced and
which would not in the meantime present an
insurmountable obstacle to the prompt
restoration of the business.
Class IV-Non-essential Documents:
This records are daily files, routine in nature
even if lost or destroyed, will not affect operation
or administration.
Basic Consideration in Document and
Information Security
1. Security of information is based on the
premise that the government has the right
and the duty to protect official papers from
unwarranted and indiscriminate disclosure;
2. The authority and responsibility for the
preparation and classification of classified
matters rest exclusively with the originating
office:
3. Classified matter shall be classified according to
their contents and not to the classification of files in
which they are held or another document to which
they are referred:
4. Classification shall made as soon as possible by
placing appropriate marks on the matter to be
classified; and
5. Each individual whose duties allow access to
classified matter or each individual who possess
knowledge of classified matter while it is in his
position shall insure that dissemination of such
classified matter is on the "need to know" basis and to
property cleared persons only.
2 Types of Proprietary Information
1. Trade Secrets - this consist of any formula,
pattern, device or compilation of Information
which is used in one's business and which gives
him an opportunity to gain an advantage over
competitors who don not know or use it.
2. Patents - this is a grant made by the
government to an inventor, conveying or securing
to him the exclusive right to make, use, or sell his
invention for term of years.
Primary Distinctions between Patents and Trade
Secrets
1. Requirements for obtaining a patent are specific:
to qualify for a patent the invention must be more
than novel and useful. It must represent a positive
contribution beyond the skill of the average person.
2. A much lower of novelty is required of a trade
secret.
3. A trade secret remains secret as long as it
continues to meet trade secret tests while the
exclusive right to patent protection expires after 17
years.
Proprietary Information Protection Program
Realizing that the most serious threat to trade secrets is
the employee, a measure of protection is often realized
through the use of employee agreements which restrict
the employee's ability to disclose information without
specific authorization to the company.
The following countermeasures may be adopted:
1. Policy and procedure statements regarding all
sensitive information.
2. Pre and post employment screening and review.
3. Non-disclosure agreements from employees, vendors,
contractors and visitors.
4. Non-competitive selected employees.
agreements with.
5. Awareness programs.
6. Physical security measures
7. informed monitoring of routine activities.
