Exam (elaborations)
Information Handling - CMI Level 5 Diploma in Management MAQ
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INFORMATION HANDLING KNOWLEDGE ASSESSMENTLEVEL 5
Describe why it is important to handle information securely enhancing communication with
partners and stakeholders and identify possible impacts of failure to adhere to procedures and
protocols.
During the majority of my working life I have been involved with the handling of Protectively
Marked information, formerly known as Classified information (in the Military and covered by the
Official Secrets Act), in various mediums increasing gradually over time, with the advancement of
technologies. Information contained within the Duty Management System (DMS) varies from Not
Protectively Marked to Restricted, utilising any descriptors when necessary i.e. Staff, Medical.
The information is handled in line with the Force Data Protection Policy and the DMS Policy.
Access to the information is managed through varying levels set by the Systems Manager and
managed by the administrators and myself as the Unit Manager. When printed, individual
information is Restricted and is provided only to those whom it concerns, their Line Managers if
applicable and any authorised personnel within Human Resources or the Command Team. Once
printed or received in any medium other than within the systems that we use electronically (which is
protected by Single User Logon (SULO)) it is secured within locked cabinets within the office,
access to which is again restricted and managed by HR. Any waste material is placed in the Secure
Waste Bin.
The benefits of dealing with the information in this manner are twofold for the involved parties. It
ensures that information is accessible only to those who are permitted to view it, and also provides
individuals with information held by the organisation about them on the database. This satisfies two
laws as well as Force Policies; those laws are the Freedom of Information Act and the Data
Protection Act. This applies to other systems used by the Force and not just to those in use by my
Unit. Resources only deal with employed staff, however, we have access to all of the Force systems
for our daily tasks, the information contained within is relevant to crimes and in the same manner the
public are protected under the same laws as mentioned above.
As a consequence to not following the guidelines and laws of protecting the information, myself and
my staff could face disciplinary action for failure to adhere, or even for breaking the law.
Furthermore, information disclosed when not permitted could cause embarrassment (i.e. personal
sickness information), problems for individuals within their workplaces, issues between
organisations of disclosure and trust issues in general. Ultimately, under the Data Protection Act,
heavy fines for misuse could be issues and potentially even custodial sentences in the most extreme
cases. All staff are fully aware of the use of the GPMS system and the laws which govern the
policies implemented as this is a part of the induction process for Police Staff and Basic Training for
Police Officers.
Sources:
North Wales Police Data Protection Policy
North Wales Police Duty Management Policy
http://www.opsi.gov.uk/Acts/acts2000/20000036.htm
http://www.opsi.gov.uk/Acts/acts1998/19980029.htm
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, Explain the meaning of Restricted, Confidential, Secret and Top Secret.
The following extracts have been taken from the ACPO website and describe the types of Protective
Markings used by the Police Force throughout the UK - Government Protective Marking System
(GPMS). This system is also in use in the military and was followed, by myself, for eight years
therein – descriptions for each of the markings were then specific to military operations – as
described within Joint Service Publication (JSP) 101. I only mention this to highlight the fact that
different organisations use the same system to protect their information, even though that
information is different in content. The correct marking is given to Information Assets and the
following principles applied:
The correct level of protection the document should be given based upon its content.
The procedures to be followed regarding the production, dispatch, receipt and disposal of the
document.
The impact of the loss or compromise of the document
There are four levels of Protective Marking and each of these is explained in detail below:
Top Secret
The compromise of assets marked TOP SECRET would be likely to threaten directly the internal
stability of the UK, lead directly to widespread loss of life, cause exceptionally grave damage to the
security of UK or allied forces or to the continuing effectiveness of extremely valuable security or
intelligence operations or cause severe long term damage to the UK economy.
Secret
The compromise of assets marked SECRET would be likely to raise international tension, seriously
damage relations with friendly governments, threaten life directly or seriously prejudice public order
or individual liberty, cause substantial damage to national finances/economic/commercial interests.
Confidential
The compromise of assets marked CONFIDENTIAL would be likely to damage diplomatic
relations, prejudice individual liberty, substantially undermine the financial viability of major
organisations, impede the investigation of or facilitate the commission of serious crime or
substantially disrupt significant national operations.
Restricted
Much of a Force’s work is likely to be attributed the following level of protective marking. The
compromise of assets marked RESTRICTED would be likely to adversely affect diplomatic
relations, cause substantial distress to individuals, cause financial loss or loss of earning potential to
individuals or companies, impede the investigation of or facilitate crime, breach proper undertakings
to maintain the confidence of information provided by third parties, breach statutory restrictions on
disclosure of information.
Source: Explanation of the Protective Marking System for Police Documents (Security Notice) –
http//www.acpo.police.uk
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