SECURITY OF PERSONNEL, DOCUS, AND INFORMATION

Question 1

What is the definition of document security?

Answer 1

Document security is the collective term which describes protective measures designed to ensure that classified information in documentary form is correctly safeguarded.

Question 2

What types of documents are included in document security?

Answer 2

• Electronic copies
• Hard copies
• Notes
• Letters
• Maps
• Charts
• Drawings
• Films
• Photographs
• Slides
• Recording tapes
• Printing plates

Question 3

What is the ‘need to know’ principle in document security?

Answer 3

Knowledge or possession of classified material should be limited to those authorized to receive it to carry out their duties.

Question 4

True or False: Rank and appointment entitle anyone to knowledge of classified information.

Answer 4

False

Question 5

List some practices that endanger document security.

Answer 5

• 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

Question 6

What should happen to classified material after it is no longer necessary for duties?

Answer 6

It should be reviewed regularly, filed for record purposes, or destroyed immediately.

Question 7

What is the responsibility of the originator of a classified document during its production?

Answer 7

The originator must safeguard it during production or reproduction.

Question 8

What special provisions are in place for top secret material during production?

Answer 8

Completed works should be delivered to the originator before closing hours; incomplete documents should be returned for safe custody.

Question 9

What measures should be taken for the security of typing and duplicating offices?

Answer 9

• Regular inspections by security officers
• Staff briefings on precautions
• Recording transit of documents
• Using vetted, trained staff

Question 10

Fill in the blank: Spare copies of classified documents require the same _______ as the originals.

Answer 10

[protection]

Question 11

What procedures should be observed for the control of spare copies of classified documents?

Answer 11

• 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

Question 12

What is required for the transmission of classified documents?

Answer 12

Instructions on packaging, dispatch, transmission, and receipt are provided in appropriate service manuals.

Question 13

True or False: Extracts and copies from top secret documents can be made without authorization.

Answer 13

False

Question 14

What markings may indicate that a document is for specific nationals only?

Answer 14

Examples include ‘Nigerians only’ or ‘AU EYES only’.

Question 15

What is the responsibility of the holder of a document regarding re-grading?

Answer 15

The holder may ask the originator for authority to re-grade the document.

Question 16

What must be done when a document is re-graded?

Answer 16

The new grading is marked, the old grading is deleted, and the amendment is signed and dated by the officer authorizing the re-grading.

Question 17

What should be done with classified materials recorded on tape?

Answer 17

All classified materials should be erased from tape as soon as possible and treated as classified until disposed of.

Question 18

What precautions should be taken regarding photocopying classified materials?

Answer 18

Photocopiers should not be used for highly classified documents, and any reproduction materials should be disposed of as classified waste.

Question 19

What is the notification process for re-grading a document?

Answer 19

Notification of re-grading is normally done with the consent and approval of the originator. All recipients and holders are informed immediately.

Question 20

How should classified drawings and tracings be marked?

Answer 20

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.

Question 21

What is the marking requirement for classified photographic negatives?

Answer 21

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.

Question 22

Where should the security grading be placed on classified maps?

Answer 22

Classified maps should bear the appropriate security grading under the scale and at the top centre.

Question 23

What is the requirement for photocopies of classified documents?

Answer 23

Photocopies of correctly graded documents need no further safeguards if the classification is shown clearly, but the blank reverse sides must be stamped.

Question 24

What are the recommended disposal procedures for classified materials?

Answer 24

Detailed instructions in manuals and security regulations should be followed, using shredding machines when available, or burning if not.

Question 25

Why is the waste paper basket considered a source of leakage for classified materials?

Answer 25

A torn document can be pieced together, making it a dangerous source of leakage.

Question 26

What should be done with classified waste paper?

Answer 26

Classified waste paper must be kept separate from unclassified and destroyed under secured conditions.

Question 27

What is paramount in the protection of official information?

Answer 27

The protection of official information is paramount in the interest of a sovereign nation.

Question 28

List some key points to ensure the protection of official information.

Answer 28

• Correct marking
• Copy numbering
• Page numbering
• ‘Need to know’ principle
• Care in handling and circulating documents

Question 29

Fill in the blank: The method of showing security markings on ordinary service documents is explained in _______.

Answer 29

[Section 2]