Dissemination and Disclosure of Classified Information and Documents
No: 351000076667 Date(g): 14/4/2014 | Date(h): 14/6/1435 Status: In-Force Translated Document
In response to the Royal Circular No. 16749 dated 4/5/1435H, which emphasizes that all governmental entities must maintain and care for their documents and address any shortcomings in their conditions, and to the Royal Circular No. 46315 dated 24/12/1434H, which restricts the handling of confidential documents to authorized personnel only, and mandates that each governmental entity educate its employees about the importance of maintaining the confidentiality of information and documents, as well as the penalties associated with their disclosure and the implementation of the Penal Law on Dissemination and Disclosure of Classified Information and Documents 1432H
Attached, you will find the document Instructions for Handling Confidential Documents and Information No. (2-1434) dated 22/4/1434H. Please ensure that all employees under your supervision read and understand it thoroughly, and take responsibility for complying with the instructions contained therein.
Instructions for Handling Confidential Documents and Information
No: 2-1434 Date of Event
22/04/1434 AH
04/03/2013 M
Date of Last Modification Subject: Confidential Documents and Information Objective:
To establish the controls and procedures that must be followed when handling confidential documents.
Definitions:
For the purposes of this document, the terms and phrases listed below shall have the meanings indicated next to each:
1- Confidential Documents: Any type of medium that contains confidential information or data, classified into the following levels of confidentiality:
A- Highly Confidential Documents and Archives: Documents and archives whose disclosure could harm the security of the state.
B- Very Confidential Documents and Archives: Documents and archives whose disclosure could harm public or private interests.
C- Confidential Documents and Archives: Documents and archives related to individual subjects or cases whose disclosure or access could negatively affect the social life of groups or individuals.
2- Confidential Information: Any data or information sourced from confidential documents.
3- Employee: Any employee or contractor with the institution (full-time or part-time) directly or through a contractor working on behalf of the institution.
4- Automated System: The automated incoming and outgoing system or "Sama Net" system.
5- Envelope: A container or holder for documents to be sent to another entity within or outside the institution.
Controls:
First: Compliance with the provisions of Penal Law on Dissemination and Disclosure of Classified Information and Documents issued by Royal Decree No. (M/35) dated 08/05/1432 H.
Second: Compliance with the following:
1- It is prohibited for any employee or contractor, even after the termination of their service, to publish a confidential document or disclose confidential information obtained or learned by virtue of his position, as the publication or disclosure remains prohibited.
2- It is prohibited to remove confidential documents from the institution, exchange them, or exchange confidential information with others by any means, or to retain them in locations not designated for their storage, or to remove them from the institution for the purpose of working on them or leaving them in a vehicle. It is also prohibited to print, copy, or photograph them outside the institution or send them via unencrypted automated devices, except as required by work needs.
3- Confidential documents must be stored in a manner that prevents unauthorized individuals from accessing, handling, or photographing them.
4- Confidential documents should be handled in sealed envelopes suitable for confidential documents, to be used only once and marked with a seal indicating the confidentiality of the contents upon opening, specifying the level of confidentiality.
5- Confidential documents must be delivered or received within or outside the institution using a delivery receipt form, noting the recipient's name and date alongside their signature upon receipt, with the forms retained by the sending entity.
6- The delivery of confidential documents should be conducted either by the sender themselves or by designated employees responsible for ensuring the prompt and safe delivery of the envelope to the recipient, who should be the designated individual or officially authorized to receive them.
7- Confidential envelopes may only be opened by the individual concerned with the document or by officially designated individuals authorized to open such envelopes.
8- The sending entity or individual must track the receipt of these documents through the automated system or delivery receipt form or personal contact with the recipient, within the expected timeframe for completing the delivery process.
9- In cases where a confidential document envelope does not have a number issued by the sending entity, the current date/SR (Model 330329/SR) should be recorded as a temporary issued number in the automated system, until the envelope is opened by the concerned individual, after which the issuing entity's number should be modified and the subject name updated in the automated system of the receiving entity.
10- Envelopes opened from general incoming mail that are found to contain confidential documents, as well as envelopes that have not been opened but are inadequately stored for handling confidential documents, should be re-enveloped in envelopes designated for handling confidential documents, with the sending entity's issued number noted (the temporary number in the absence of an issued number from the sending entity), and then the necessary procedures for sending them to the concerned department should be completed.
11- Each department must organize the handling of confidential documents and transactions in accordance with the nature and type of confidential transactions received or issued, ensuring their protection from loss, damage, or unauthorized access. This includes the following:
A- Designating a secure location accessible only to authorized personnel for storing the department's confidential documents.
B- Assigning one or more employees to this task if necessary.
C- Documenting the procedures and steps for handling transactions that contain confidential documents in collaboration with the development department, including the mechanisms for receiving and recording the transaction and processing it, ending with the response to the concerned entity.
Responsibilities:
The responsibility for updating this document as needed lies with the Administrative Affairs Department.
Attachments:
1- Penal Law on Dissemination and Disclosure of Classified Information and Documents
References:
This document has been prepared after reviewing the following:
1- Circular No. 12457/T.D/75 dated 06/03/1433 H.
2- Circular No. 22272/M.B dated 25/08/1425 H.
3- Circular No. 8541/M.B dated 18/04/1424 H.
4- Circular No. 13211/N.Z/A.D dated 20/10/1417 H.
All previous instructions that contradict this document are canceled effective from the date of its issuance.