Page 138 - ADMINISTRATIVE MANUAL

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CLASSIFICATION OF RECORDS

Our vital records and documents are classified as TOP SECRET, CONFIDENTIAL, and
RESTRICTED more specifically defined as follows:

1) TOP SECRET DOCUMENTS

Records or documents contain information and materials, the unauthorized
disclosure of which would cause exceptionally grave damage to the nation politically,
economically or from the point of National Security. This kind of records deserves the
most guarded secrets by the person involved.

2) SECRET RECORDS OR DOCUMENTS

Records contain information or materials, the unauthorized disclosure of which would
endanger National Security cause serious injury to the interest and prestige of the
nation or any government activity or would be of great advantage to other nation.

3) CONFIDENTIAL RECORDS OR DOCUMENTS

Records contain information and materials the unauthorized disclosure of which
would be prejudicial to the interest or prestige of this nation, or any government
activity or would cause administrative embarrassment or unwarranted injury to the
honor and dignity of an individual or would be of advantage of a foreign nation.

FACTORS TO BE CONSIDERED IN THE SECURITY OF RECORDS AND DOCUMENTS

There are three important factors to be considered in the maintenance o security of
records and documents, which are so important that system could not be effective without
any of these factors:

1) Loyalty and Dedication of the Records Personnel

Records personnel should be and must be proven to be loyal, dedicated and
knowledgeable. Even if we have the modern system in records management but if
we have defective personnel, we could not consider our records to be safe and
secured.

2) Location and Facilities

Our records should be stored in secured places, such as buildings made of strong
materials, which could sustain fire, typhoon, flood and earthquake with available
facilities such as alarm, fire, extinguishers, insecticides, vaults, keys and padlocks,
lighting system, an waterproof storage areas.
3) Management Support and Policies

There must be a continuous management support, such as funding for the
maintenance of facilities, and establishment of policies designed for the protection
and safety of our records.

MEASURES ADOPTED BY THE GOVERNMENT TO SAFEGUARD RECORDS

Section 633 of the Revised Administrative Code states that employees who are in
charge of files shall be accountable and responsible for their safekeeping.