Page 136 - ADMINISTRATIVE MANUAL

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A. Security of Information

Information, for purposes of records management, is any knowledge, data or fact acquired
from official records.

1) Confidential information and records - Confidential matter as defined in Memorandum
Circular No. 78 of the Office of the President, series of 1964, entitled Promulgating
Rules Governing Security of Classified Matter in Government Offices, is information
and material, the unauthorized disclosure of which, while not endangering the
national security would be prejudicial to the interest or prestige of the nation, or any
government activity, or would cause administrative embarrassment or unwarranted
injury to an individual or would be of advantage to a foreign nation. this definition,
however, applies to top level matters and is in order when information and materials
pertain to national security and interest.

When the term confidential is applied to some agencies' operation, it denotes a lower
degree of restriction than that applied to matters of limited circular which when
indiscreetly divulged may lead to administrative embarrassment.

The gravest threat to which confidential information is constantly exposed is
premature release of information. To avoid leakage of information, the originators
shall see to it that, the personnel to whom they assign the preparation and coursing
of confidential matters are trusted to keep vital information.

FACTORS THAT MAKE EMPLOYEES SUSCEPTIBLE TO RECORDS SECURITY
INFRACTION

1) Weakness of Character
✓ He is easily dominated and is a fair victim for security violation.
2) Serious indebtedness
✓ Every man has his price. The price on people who are seriously indebted is
usually low.
3) Jealousy or Envy
✓ It can be utilized by alert interested fixers for the total destruction or loss of
records.
✓ It will cause employees to plan harmful acts to records.
4) Drug Addiction
✓ It is widely known that drug addicts will commit any crime to obtain dope.

HOW TO PROTECT OUR RECORDS AND DOCUMENTS

➢ Vital documents or records are placed in areas considered as exceptionally safe, free
from any larceny from flood and from any form of natural calamity.
➢ Vital documents are microfilmed
➢ Control of keys to the stack areas
➢ Use of charge out cards
➢ Application of RESTRICTED AREAS policy
➢ Designation of NO SMOKING AREAS
➢ Duly authenticated duplicate copies should be stored separately from the originals
➢ Constant security survey
➢ Surveillance of records personnel
➢ Maintain security emergency plan
➢ Apply regular fumigation
➢ Install air-conditioning units