Accounting and control of the movement of confidential documents
The fifth and perhaps most significant feature of documenting confidential information concerning already directly technological procedures for the production of the document itself is centralized accounting - assigning a single account number to a draft and a draft of a future document. At the same time, a set of registration cards is filled in with the CD not yet produced. The account number received by the draft document will accompany the draft document, and then the document itself during its subsequent "life cycle".
Drafts of all confidential documents shall be subject to accounting, irrespective of the place of their compilation and subsequent production of the draft document. Drafts of prepared confidential electronic documents, teletypes, faxes and telegrams are necessarily taken into account. The account documents are assigned a new account number. The annexes to the prepared confidential documents are independent documents and have their registration numbers, including the registration number of the open document, if the application does not contain the protected information.
In case the contractor has permission to independently produce confidential documents, before executing this stage, he must send a draft to the CD service for accounting. After registration, the draft is returned to the executor under the signature in the registration form of the prepared document.
In the registration card of the prepared document, the progress of work on the draft document is reflected in the course of its production, publication, subsequent execution or dispatch, storage or destruction. The registration card is registered in the register of cards of the prepared documents.
As you can see, the prepared draft and the draft of the future document are constantly under the control of the CD service regardless of the place and method of their production. This, to some extent, ensures the safety of information that the company management has decided to fix on one or another type of media. If open documents are registered only after they have been signed or approved by the manager, then confidential documents - prior to the drafting of the draft document from the draft.
The process of preventive, preventive control over the documentation of confidential information and the technological implementation of this process are an integral part of the structure of the system for protecting information from unauthorized access to information by an unauthorized person and loss of media or confidentiality of information.
It is important to note that the draft of a confidential document that has not yet been finalized, not signed and not approved at the stage of finalizing the draft must be recorded in two types of accounting: first, recording of the carriers of documented information and, secondly, accounting prepared documents, in the accounting card of which consistently reflects the progress of work on the draft document in the process of its production, publication, subsequent execution or sending, storage or destruction.
Making Confidential Documents
The goal of the production phase of a confidential document is to reprint a draft
the document and the creation of a draft document (designed in accordance with the state standard of the Belarusian language) designed to become the original document after the end of the ethan of the publication.
In the process of manufacturing a confidential document, the following tasks of securing information should be solved:
- preventing unauthorized production of a confidential document by any of the firm's personnel, even if there are objective prerequisites for such an action; references to the subsequent receipt of permission to publish should not be valid;
- ensuring control over the safety of media on which the draft is consistently produced, the draft document and its variants; control over the safety and order of destruction of damaged media due to the establishment of an information link between various forms of accounting: for example, recording of a medium, drafting a draft and a draft document, inventory records, etc.;
- securing the secrets of information through the production of a document in a specially equipped room equipped with a set of technical means of protecting information and excluding the presence of unauthorized persons in it;
- ensuring prompt and effective checks of the availability, completeness, integrity and authenticity of documents by applying registration and protective marks to the draft document.
During the production of confidential documents, the following technological procedures are included:
- reception by the CD service employee from the draft copy of the document;
- the traditional or automated accounting for a draft and the draft of the prepared document;
- printing and issuing drafts and draft documents to the executor;
- reprinting individual sheets and the document as a whole;
- taking copies from the document, producing extracts and making additional copies of the document;
- a daily check of the employee's CD service drafts and draft documents at the manufacturing stage.
When the document is fully reprinted, its new version is registered with a new account number. A new account number is also assigned to copies and extracts from the document. In addition, duplicated copies of the document are recorded in the card and the number of the main document with the corresponding mark on the replicated document and in the account card.
Valuable text and table confidential documents with the stamp of strict confidentiality are made centrally in the CD room using typewriters or personal computers. Information indicators in drafts of these documents are not specified and then are entered by hand by the first supervisor into the made copy of the document.
The bulk of standard projects for the content of confidential documents can, with the permission of the first manager of the company, be made decentrally by the executors themselves and managers directly at the workplaces, with special protective equipment in their offices, working rooms and with the general order of accounting for these documents. The draft document, prepared personally by the executor or the head, is immediately transferred to the CD service with all accompanying materials for making the necessary entry in the registration card. After performing this operation, the document project is returned to the executor under the signature in the accounting card.
It should be remembered that the executors are not allowed to send draft documents for printing to the technical staff of the unit who do not have an admission to such work. The production of confidential documents is carried out only on the typewriters, computers and printers allocated for this purpose. These funds must be controlled by security professionals.
Drawing-graphic documentation is produced by decentralized executors in compliance with established rules and under the supervision of the head of the division (line of business) of the firm and the CD service.
Confidential documents can be copied and replicated with the help of appropriate office equipment and with the observance of the current requirements for the protection of information and the safety of all intermediate media accompanying this process (printed forms). Copying and replicating of confidential documents is always authorized by an authorized official with the necessary entries in the accounting form of the main document and on the document itself. Copying equipment should be located in the room of the CD service. The multiplying technique is serviced by specialists of the relevant structural division of the company.
The printer, as a rule, produces only one copy of a confidential document. After the final agreement on the copy machine, the number of copies indicated on the back of the document (with the observance of the above requirements) is removed.
During the production of confidential documents, no new color ribbon and carbon paper should be used. Do not place additional paper seals under the printer roller. Documents should not be dictated or recorded on the recorder, since this can form an effective acoustic channel for information leakage. Damaged sheets and materials accompanying the compilation and production of the document should not be thrown into the trash. They should be torn, placed in a special collection (sealed box) and then destroyed in the prescribed manner.
Particularly valuable documents on paper can be equipped with special protective equipment, if necessary, preventing attempts to copy or falsify documents, for example, using coloring mites that can not be imprinted when copying or photographing or ensuring the extinction of text when the document is misused or copied, conditionally random characters in designated locations that are not reproducible during copying or falsification.
When preparing documents on machine-readable media, the following actions can be made that make it difficult to unauthorized access to these documents: encryption of all or part of the text of the document, the introduction of software additions that prevent unauthorized persons from reading or copying the document. After making a paper and (or) machine-readable confidential document using a computer, the information from the magnetic disk used to compose the text of the document is erased. Information carriers are subject to multiple formatting or physical destruction. The fact of destruction of information is confirmed by the signatures of the executor and the employee of the CD service in the accounting form of the document and the hardware log of the computer. The fact of formatting or destruction of the information carrier is reflected in the card or the journal of inventory of the carriers.
Publishing Confidential Documents
The stage of issuing confidential documents is not technologically different from the process of giving the legal document an open document. However, when publishing confidential documents, the following tasks should be accomplished to ensure the protection of information:
- warning of familiarization with the document of officials and employees who do not have an official relation to this document;
- prevention of loss of the document or its parts, text elements during the transfer of the document during publication;
- overlapping visual and acoustic channels in the process of discussion with officials of the content of the document.
The publication of the document includes the following sequential procedures:
- Final correction of the text and preparation of the document for publication (selection of necessary materials, previous documents, clarification of the names of managers and executors, deadlines specified in the text, correction of inaccuracies, etc.);
- the final internal agreement of the document (preliminary agreement was made when working on the draft and the draft document);
- external document matching;
- signing the document by the manager;
- approval, approval of the document (if necessary).
The procedures for this stage are organized personally by the executor of the document.
When sending a draft document to an official for more than one day, the transfer is carried out through the CD service with the insertion of the necessary marks into the accounting form of the document and an internal inventory of documents held by the official. The fact of transfer of the document for a period of up to one day is fixed by the signature of the official in the internal inventory of documents held by the performer.
Draft confidential documents must necessarily be provided by the head of the CD service. When sighting, he is presented with all copies of the document with all applications, as well as their accounting forms.
If during the sighting or signing of the draft document a decision is made to change the level of the privacy stamp, then this change must be urgently entered into all copies of the document, draft, edition of the document, in accounting forms and inventories. The change of the fretboard in all specified materials is certified by the signature of the CD service worker and is dated.
Therefore, documenting confidential information - the production of a confidential document is accompanied by a number of specific technological steps necessary to solve the problems of ensuring the safety of all media and the confidentiality of documented information. A different procedure for the production of confidential documents will inevitably lead to the loss of the company's secrets.
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