Performance Management

Archiving Procedure (B)

What is the purpose of the archiving procedure? What are the security classification levels of archived documents?

Posted: Mar 2010

The integral part of every business process is the documentation that has the purpose to describe business events and activities. Documentation can be used in e-form or in printed form. Documentation stays at the working place, until it becomes irrelevant for daily business activity.

Still, every document is important for many years, even if it is not used for operative activities. Documentation should be properly archived for the purpose of reference of past events and for purpose of satisfying legislation requirements.

Every written or printed document is classified by the period of keeping and by business security importance.

Period of document keeping is defined by procedure of the company and by official legislation. The document is kept until the requirement of both prescribed period is expired.

The business security classification depends of the document importance. The classification is done based on information contained within the document and access restriction based on confidentiality level.

Internal document is the business security classification level without access restriction within the company. Still, the document should be kept from dissemination outside of the company, since the information leakage could compromise the business and reputation of the company.

Confidential document is the business security classification level for documents that contain information that:

• Brings competitive advantage to the company

• Could compromise the business results and reputation of the company in case of unauthorized dissemination

• Describes important aspects of business of the company

• Describes future operations and plans of the company

• Are important for operational, marketing of financial success of the company.

Strictly confidential document is the business security level of documents that contains the information that:

• Brings immense competitive advantage to the company

• Could severely compromise the business results and reputation of the company in case of unauthorized dissemination

• Are of vital importance for operational, marketing of financial success of the company

The archiving process should be defined by Archiving procedure of the company. The Archive keeper should be confident person that should report either directly to General Manager or to the Business Security Officer. The archive document should be properly destroyed after the expiry of the period defined by the company procedure and by local legislation.

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