SECURITY OF PERSONNEL, DOCUS, AND INFORMATION Flashcards
What is the definition of document security?
Document security is the collective term which describes protective measures designed to ensure that classified information in documentary form is correctly safeguarded.
What types of documents are included in document security?
- Electronic copies
- Hard copies
- Notes
- Letters
- Maps
- Charts
- Drawings
- Films
- Photographs
- Slides
- Recording tapes
- Printing plates
What is the ‘need to know’ principle in document security?
Knowledge or possession of classified material should be limited to those authorized to receive it to carry out their duties.
True or False: Rank and appointment entitle anyone to knowledge of classified information.
False
List some practices that endanger document security.
- Including unnecessary classified information in widely circulated papers
- Issuing documents based on standard distribution lists
- Failing to review distribution lists regularly
- Giving minutes too wide a distribution
- Inadequate control of registries and libraries
What should happen to classified material after it is no longer necessary for duties?
It should be reviewed regularly, filed for record purposes, or destroyed immediately.
What is the responsibility of the originator of a classified document during its production?
The originator must safeguard it during production or reproduction.
What special provisions are in place for top secret material during production?
Completed works should be delivered to the originator before closing hours; incomplete documents should be returned for safe custody.
What measures should be taken for the security of typing and duplicating offices?
- Regular inspections by security officers
- Staff briefings on precautions
- Recording transit of documents
- Using vetted, trained staff
Fill in the blank: Spare copies of classified documents require the same _______ as the originals.
[protection]
What procedures should be observed for the control of spare copies of classified documents?
- Keep spares to a minimum
- Review spares regularly for destruction
- Keep spares in marked folders
- Record spares issued or destroyed
- Destroy circulated copies as soon as complete
What is required for the transmission of classified documents?
Instructions on packaging, dispatch, transmission, and receipt are provided in appropriate service manuals.
True or False: Extracts and copies from top secret documents can be made without authorization.
False
What markings may indicate that a document is for specific nationals only?
Examples include ‘Nigerians only’ or ‘AU EYES only’.
What is the responsibility of the holder of a document regarding re-grading?
The holder may ask the originator for authority to re-grade the document.
What must be done when a document is re-graded?
The new grading is marked, the old grading is deleted, and the amendment is signed and dated by the officer authorizing the re-grading.
What should be done with classified materials recorded on tape?
All classified materials should be erased from tape as soon as possible and treated as classified until disposed of.
What precautions should be taken regarding photocopying classified materials?
Photocopiers should not be used for highly classified documents, and any reproduction materials should be disposed of as classified waste.
What is the notification process for re-grading a document?
Notification of re-grading is normally done with the consent and approval of the originator. All recipients and holders are informed immediately.
How should classified drawings and tracings be marked?
Classified drawings and tracings bear their grading at the centre, top, and bottom, and security grading is stamped, preferably in red, on both sides of all reproductions.
What is the marking requirement for classified photographic negatives?
A classified negative bears its security grading in a position that will be produced on all copies, with roll negatives bearing classification at the beginning and end according to the highest graded negative.
Where should the security grading be placed on classified maps?
Classified maps should bear the appropriate security grading under the scale and at the top centre.
What is the requirement for photocopies of classified documents?
Photocopies of correctly graded documents need no further safeguards if the classification is shown clearly, but the blank reverse sides must be stamped.
What are the recommended disposal procedures for classified materials?
Detailed instructions in manuals and security regulations should be followed, using shredding machines when available, or burning if not.
Why is the waste paper basket considered a source of leakage for classified materials?
A torn document can be pieced together, making it a dangerous source of leakage.
What should be done with classified waste paper?
Classified waste paper must be kept separate from unclassified and destroyed under secured conditions.
What is paramount in the protection of official information?
The protection of official information is paramount in the interest of a sovereign nation.
List some key points to ensure the protection of official information.
- Correct marking
- Copy numbering
- Page numbering
- ‘Need to know’ principle
- Care in handling and circulating documents
Fill in the blank: The method of showing security markings on ordinary service documents is explained in _______.
[Section 2]
