DOCUMENT SECURITY

DEFINITION OF TERMS:

Document is any recorded information, regardless of its physical from or

characteristics and includes but is not limited to the following:

a. Written matter, whether handwritten, printed or typed;

b. All printed, drawn or engraved matters;
c. All sound and voice recordings;
d. All printed photographs and exposed or printed films, still or moving; and
e. All productions of the foregoing for whatever purpose.

Classified Matter – Information or material in any form or of any nature, the

safeguarding of which is necessary in the interest of national security. The term
“classified police information” or “classified military information” includes all information
concerning documents, cryptographic devices, developments, projects, and materials
falling in the category of “top secret”, “secret”, “confidential”, or “restricted.”

Security Clearance – An administrative determination from a security standpoint

that an individual is eligible for access to classified matter of specific category.

Compartmentation – The granting of access to classified document or

information only to properly cleared persons when such classified document or
information is required in the performance of their official duties, and restricting it to
specified physical confines when feasible.

Need-To-Know – The term given to the requirement that the dissemination of

classified matters be limited strictly to those persons whose official police or other
government duty requires knowledge or possession thereof.

Compromise – Lose of security resulting to unauthorized person obtaining

knowledge on classified matter. As used in this mane, the term “unauthorized person”
means any person not authorized to have access to classified matter.

Damage to National Security – The prejudice, embarrassment or injury to the

Republic of the Philippines resulting from any act or omission.

Classify – The assigning of an information or material to one of the four security

classification categories after determining that such information or material requires
security protection as prescribed by PNP Regulation 200-012. the four security
classification categories are: Top Secret, Secret, Confidential and Restricted.

Upgrading – The changing of the classification of classified matter to a category

higher that that previously assigned to it.

Reclassify or Regrading – the act of changing the assigned classification of a

document or material. (Notification of cognizant authority/s is part of the process)
 Declassify – The removal of the security classification from classified document
or material. (Notification of interested office or agency is part of the process)

Security Officer – A properly trained and cleared individual who assists the
Chief of office in discharging the responsibilities of safeguarding classified documents
and materials.

Custodian – A cleared individual charged with the responsibility of safeguarding

and accounting classified materials.

Objectives of Document Security (PNPR 200-012)

PNP Regulation 200-012 prescribes the policies and establishes the standard
basic procedures governing the classification and security of official matter in the interest
of national security.

To familiarize the students with the proper safeguarding of classified documents

from disclosure to unauthorized persons, and

To present the concept that brings about safeguarding of classified documents

by exercising extreme care in the use and handling of documents.

General Principles:

1. The authority and responsibility for the preparation and classification of

classified matter rest exclusively with the originating office;
2. Material should be classified according to its contents and not according
to the classification of the file in which it is held or to the classification of
another document to which it refers, except for radiogram or telegram
referring to previously classified radiogram or telegram;
3. Classification should be made as soon as possible by placing the
appropriate marks on the matter to be classified.

Responsibility for Protection:

1. Security is a department responsibility. It is the duty of all responsible officers

to assure themselves of the loyalty and integrity of personnel belonging to his
office or service. Effective security is dependent on the character and loyalty
of the personnel having access to classified matters; and
2. Security of classified matters should be the primary concern of everyone in
the government service. It should be emphasized that it is the duty of all
personnel to be discreet in the use and handling of information obtained in an
official capacity.
Four Categories of Classified Matters:

1. Top Secret – Information and material whose unauthorized disclosure would

cause exceptionally grave damage to the Country. Examples:

a. Police or military defense plan;

b. Important political documents dealing with negotiations for major
alliances.
c. Major government projects such as drastic proposal to adjust the nation’s
economy or political set up;
d. Information which would relate capabilities of major successes of out
intelligence service.
e. Strategic plan documenting the overall conduct of war;
f. Intelligence documents which reveal major intelligence production that
would permit the evaluation of the success and capabilities of the nation’s
intelligence agencies; and
g. Certain compilation of data or items which individually may be classified
as secret or even lower, but collectively should be classified in higher
category.

2. Secret – Information and material whose unauthorized disclosure would

endanger national security, cause serious injury to the interest and prestige of
a nation or of any government activity or would be of great advantage to a
foreign nation. Examples:

a. Information and material that would jeopardize international relations;

b. Information and material that would compromise defense plans and
scientific or technological development important to national defense;
c. Information and material that would reveal important intelligence
operations;
d. War plans of complete plans for future operation of war not under top
secret.
e. Documents showing disposition of PNP or AFP forces;
f. New designs of aircraft, projectiles, tanks, radar and other devices;
g. Troop movements to operational areas to include major shift of personnel
and armaments;
h. Intelligence plans and estimates; and
i. Watchlist information (Order of Battle).

3. Confidential – Information and material whose unauthorized disclosure

would be prejudicial to the interest or prestige of the nation or government
activity or would cause administrative embarrassment or unwarranted injury
to an individual or would be an advantage to a foreign nation. Examples:

a. Plans of government projects such as road, buildings or development

areas;
b. Routine service reports such as operations and exercise of foreign power;
c. Routine intelligence reports;
d. Personnel records and staff matters;
 e. Compilation of data which individually may be classified restricted but it
aggregation enhance the security value; and
f. Matters, investigations, and documents or personnel which are
disciplinary in nature, the knowledge of which is desirable for safeguard
foe administrative reason.

4. Restricted – Information and material that require special protection other

than that determined to be top secret, secret or confidential. Examples:

a. Departmental books or instruction and training and technical documents

intended for official use only and not intended for release to the public;
b. Routine information relating to the supply and procurement of police or
military stores;
c. Minor modifications and routine tests of equipment; and
d. Certain compilation of data or items that individually may be unclassified
but which in the aggregate warrants a classification.

Classification, Reproduction, Inventory, and Transmission of Document:

1. Top Secret

Classification – The original classification authority for assignment of top secret

category exclusively rests with the head of the department. This power may, however,
be delegated to certain cleared officers in instances when the necessity for such arises.
Other officials who are authorized to assigned top secret classification are:

a. The Chief of the PNP;

b. The regional directors of Police Regional Offices;
c. The Secretary of National Defense;
d. The Chief of Staff of the AFP;
e. The major service commanders of AFP.

Reproduction – Top Secret documents may be copied, extracted or reproduced

only when the classifying authority has authorized such action. Reproduction shall be
carried out under the supervision of an authorized officer.

Inventory – Inventory is usually done on the 1st day of January and June of every
year.

Transmission –

a. by direct contact of concerned officials;

b. By official courier;
c. Through the Diplomatic Pouch of the DFA; and
d. Must not be transmitted by mail, express or electrical means unless in
cryptographic form.
 Storage – Safe, steel file cabinet, or other steel container equipped with built-in
three positions or dial type combination lock of such weight, size and contraction to
minimize possibility of physical theft or damage by fire.

Destruction – Destruction shall be by burning or pulping by the custodian in the

presence of a witness who is cleared for Top Secret.

2. Secret

Classification – Those persons authorized to classify top secret. The other

authorized officers are:

a. DCA, PNP, DCO PNP, Directorial and Special Staffs, NHQ, PNP;
b. Directors of Separate Units (Group and Service);
c. ARD’s an Special Staffs of PRO’s;
d. Superintendent , PNPA;
e. Political Attaches;
f. (Their counterparts in the AFP and Civil Gov’t Agencies).

Reproduction – same as top secret.

Transmission –

a. By direct contact of concerned officials;

b. BY official courier;
c. Through the Diplomatic Pouch f the DFA;
d. By registered mail; and
e. By electrical means in cryptographic form.

Storage – Same as top secret.

Destruction – Same as top secret except that there is no need to prepare

certificate of destruction, instead a record of destruction is prepared and witnessing
officer must be cleared for secret matter.

3. Confidential

Classification – Persons authorized to assign confidential classification in the

performance of official duties. Commissioned officers in the active PNP service. (The
counterparts in the AFP and Civil Gov’t Agencies)

Reproduction – The copying, extracting, or reproduction of confidential document

is authorized, unless the originator or higher authority has specifically denied such
authority.

Transmission – same as secret

Storage – Same as secret.

 Destruction – Same as secret but there is no need to prepare records of
destruction and done without any witnessing officer.

4. Restricted

Classification - same as confidential

Reproduction – Copying, extracting, or reproduction is authorized.

Transmission – Through normal dissemination system.

Destruction – Same as confidential

Evaluation of Document Security Program:

Through security survey or security inspection.