Contents
Main Things to Remember about Managing Sensitive Information
The Security Classification Scheme
Procedures for Classifying, Labelling, Handling and Processing Sensitive Records
Other Relevant Toolkit Sections
Main Things to Remember about Managing Sensitive Information- Records can contain sensitive information and when this is the case they must be appropriately marked (or labelled) and protected.
- There are different degrees of sensitivity indicated by the three Security Classifications (STRICTLY CONFIDENTIAL, CONFIDENTIAL, and UNCLASSIFIED).
- There are different indicators of the type of sensitivity, indicated by the five Sensitivity Markers (Commercial-in-Confidence, Eyes Only, Government/External Source, Private, and Vital).
- All staff have a responsibility to label sensitive information in accordance with guidelines, and to protect sensitive information.
Records of peacekeeping operations, like all records, must be protected to ensure that they are available when needed and that their integrity is maintained (i.e. that they are not altered). The information content of some records means that they need to be protected in additional ways because of sensitivity or confidentiality. Together these three elements – confidentiality, integrity and availability (‘C.I.A.') – form the basis for information security . This section focuses on confidentiality and the tools used by the UN to maintain it. More information on preserving the other elements can be found in the Toolkit sections Managing Risks and Protecting Vital Records , Setting up a Mission Records Storage Facility , and Managing Records in a Mission Records Storage Facility and from your CITS and Mission Security staff.
Some of your office's records may contain information which could cause damage to the interests of the UN or to third parties, or cause other damage or distress, or even the loss of life. Examples include records relating to negotiations, relationships with stakeholder organisations or host governments, commercially sensitive transactions, or staff and other individuals.
There are different ‘degrees' of sensitivity or confidentiality, each one based on the amount of damage the unauthorised disclosure of the information would be likely to cause. This can range from minimal to severe (including the loss of life). The greater the level of potential damage, the greater the number and type of measures required to protect the information.
The UN uses Security Classifications to label records in order to indicate how sensitive they are and the types of protection they require. Additionally there are Sensitivity Markers to provide further information about the nature of the sensitivity and to indicate the potential need for additional protective measures.
These Security Classification labels and Sensitivity Markers are defined in ARMS' Guideline on Information Sensitivity, Classification and Handling
and set out in the table below.
Table: Definition of Security Classification Labels and Sensitivity Markers (from ARMS' Guideline on Information Sensitivity, Classification and Handling) |
|
Security Classification: |
Definition: |
STRICTLY CONFIDENTIAL |
The designation that shall be applied only to information or material the unauthorized disclosure of which reasonably could be expected to cause exceptionally grave damage to or impede the conduct of the work of the UN. |
CONFIDENTIAL |
The designation that shall be applied to information or material the unauthorized disclosure of which could be reasonably expected to cause damage to the work of the UN. |
UNCLASSIFIED |
The designation that shall be applied to information or material the unauthorized disclosure of which could be reasonably expected to have nominal consequences. |
Sensitivity Marker: |
Definition: |
Commercial-in-Confidence |
Information which may be withheld from the public/unauthorized sources because disclosure would cause a foreseeable harm to an interest protected by the organization or which was supplied in confidence, disclosure of which would constitute a breach of good faith; examples include Contractor Submitted Proposals, Procurement Integrity, information containing trade secrets or commercial or financial information. |
Eyes Only |
The designation that shall be applied to information or material intended only for the recipients specifically indicated |
Government/External Source |
Information that is provided by a government or some other source external to the Organization on the express condition that it be treated at a level of classification or confidentiality should have this label applied. |
Private |
Private Information is any UN information and communication technology data intended for or restricted to the use of a particular person or group or class of persons , not available to the public or broader audience concerning an individual that, because of name, number, symbol, mark or other identifier can be used to identify the individual. Disclosure of such information would constitute a breach of good faith. |
Vital |
Information that is essential for the ongoing business of a business unit, and without which the business unit could not continue to function effectively; information necessary to protect the rights and interests of the Organisation, its staff, and those who interact with it. |
You must have in place clear guidelines for staff on all aspects of managing sensitive information. It must include classifying, labelling, handling, processing, transmitting and storing. Guidance on classifying and labelling is included in this section; other Toolkit sections include some guidance on storage. For information on the other areas see your CITS or Mission Security staff.
All staff have a responsibility to appropriately label records to reflect the sensitivity of their content and to manage them accordingly. You should have in place procedures for assessing sensitive records to determine their security classification. You can use the Checklist to Assess Information Sensitivity at the end of the section to help determine what classification your sensitive records require.
You must clearly mark records with any necessary Security Classification or Sensitivity Marker, normally by including it at the top and bottom of the page, on every page.
If the information is a combination of different Security Classifications, use the highest (e.g. STRICTLY CONFIDENTIAL and UNCLASSIFIED = STRICTLY CONFIDENTIAL). If there is more than one Sensitivity Marker, include them all (e.g. CONFIDENTIAL – Commercial-in-Confidence AND Eyes Only).
Additional information may also be included (if known) to indicate how long the marking applies (e.g. CONFIDENTIAL – Commercial-in-Confidence until 17 th June 2006). Most commercially sensitive information loses its sensitivity over time or may even be published on a certain date and time.
The main principle for access to sensitive information is the ‘need-to-know' principle. Only those individuals who must have access to be able to carry out their jobs or have other strong justification for seeing the information should be given access. In the UN the need to know is determined by the person processing the information. This requires a clear delegation of authority from the creator or person who originally applied the Security Classification or Sensitivity Marker and implies that it is only disclosed to trusted individuals to ensure that it is not widely disseminated.
The Toolkit section Access to and use of Records and Archives provides guidance on declassification of classified records.
- Section 4 - Access to and Use of Records and Archives
- Section 11 – Setting up a Mission Records Storage Facility
- Section 12 - Managing Records in a Mission Records Storage Facility
- Section 14 - Managing Risks and Protecting Vital Records
- Section 17 - Destroying Records
- Guideline on Information Sensitivity, Classification and Handling (ARMS, 2006)
- Recordkeeping and the management of the United Nations archives (ST/SGB/2007/5)
- Information sensitivity, classification and handling (ST/SGB/2007/6)
Information security : policies and procedures to ensure that sensitive information is protected and appropriately accessed
Security classification: system which identifies, indicates how to label and establishes types of protection for sensitive information
Sensitivity markers: provide further information about the nature of the sensitivity and to indicate the potential need for additional protective measures