Decree No. 529 / 2005 Coll.
Ordinance on administrative security and classified information registers
Valid
Order
Effective from 01.01.2006
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529
DECLARATION
of 15 December 2005
on administrative security and classified information registers
According to Articles 23 (2) and 79 (7) of Act No. 412 / 2005 Coll., on the protection of classified information and on security competence, hereinafter referred to as "the Act":
INTRODUCTORY PROVISIONS
(1) The Order provides for:
(a) the way in which the particulars of classified information in paper and non-paper form (hereinafter referred to as the "classified document") are marked,
(b) the types of administrative assistance, its elements and the organisational and technical requirements for their management, and the scope of the cover materials of the classification level reserved for classified information of the classification level reserved;
(c) the particulars of the consent to obtain the copy, copy, extract and translation of the classified document, the means of marking the particulars thereof and the way in which the extract is made;
(d) details of the transport, transfer, take-over and lending of the classified document and other handling related thereto, including the organisational arrangements for such activities, the requirements for portable containers and packaging and the marking of the relevant particulars thereof;
(e) the organisation and operation of the central register, the register, the ancillary register and the activity of the control point, the content of the written request for the establishment of the register, the conditions for the establishment, the content and the manner in which the register is maintained and the extent of the changes in the register notified to the National Security Office (hereinafter referred to as the Office).
(2) The procedure for the labelling and handling of cryptographic material is laid down in a decree ensuring cryptographic protection of classified information.
Definition of terms
For the purposes of this decree:
(a) a classified document, equipped for transport, transported or delivered to the place of destination until the end of the transport and its opening;
(b) by transporting a consignment of it to a body of a State, a legal person or an undertaking natural person for the purpose of its delivery to the addressee;
(c) by transferring a classified document to a body of a State, a legal person or an undertaking natural person whose purpose is not to be served;
(d) by means of a portable box of any kind of briefcase, briefcase, suitcase, portable safety deposit box or courier bag which, when transporting or transferring a classified document, is secured against unauthorised tampering with its contents, for example by locking a mechanical or code lock or sealing, sealing and bearing the name and address of the authority of the State, legal person or natural person involved in the transport or transport of the classified document, indicating: "Do not open and deliver immediately to the Police Department of the Czech Republic or to the National Security Office,"
(e) by the original of the classified document, a copy of the classified document delivered or a copy of the classified document produced, as shown on the distributor;
(f) the file of the connection of documents relating to the same case; the file may also be created by combining the collection sheet with the documents to which the reference or registration number has been assigned from a separate register or by combining the collection sheets.
Administrative aids
(1) For the purposes of this decree, administrative aid shall be deemed to be:
(a) the Protocol of Procedure, which is a book or a notebook for the registration of a classified document. The minutes shall contain the entries in accordance with the model set out in Annex 1 to this Order,
(b) an auxiliary protocol of procedure, which is a book or a notebook for recording the movement of a classified document within a State authority, a legal person or an undertaking natural person. The Auxiliary Protocol contains the items in accordance with the model set out in Annex 2 to this Order,
(c) a manipulation book which is a book or a notebook for recording a classified document when creating, taking over and transmitting it. The Manipulative Book shall contain the items in accordance with the model set out in Annex 3 to this Order,
(d) a delivery book which is a book or a notebook for recording the transmission of a classified document. The delivery book shall contain the items in accordance with the model set out in Annex 4 to this Order,
(e) a loan book which is a book or a notebook for recording loans deposited with a classified document. The loan book shall contain the items in accordance with the model set out in Annex 5 to this Order,
(f) a confidential, secret or confidential document control sheet of a classified document of a confidential, classified or classified classified document or a classified document of a classified document of a classified State classified, classified or classified, or a file control sheet containing classified documents of a confidential, classified or classified classification for the keeping of an inventory of persons who have become acquainted with the contents of a classified document or file with a State authority, a legal person or an undertaking natural person (the "control sheet"). The certificate shall contain the items in accordance with the model set out in Annex 6 to this Regulation,
(g) the collection sheet for the extension of the record in the Protocol or in another administrative document intended to be registered in accordance with the second sentence of paragraph 2 in the case of the registration of a greater number of classified documents on one case. The collection sheet shall contain the items in accordance with the model set out in Annex 7 to this Order.
(2) In addition to the administrative aids referred to in paragraph 1, additional administrative aids may be used where justified. Other administrative aids for the recording of classified documents shall contain items as a protocol according to the purpose for which they are used.
(3) The administrative aids referred to in points (a) to (e) of paragraph 1 and the administrative aids referred to in the second sentence of paragraph 2 must be adjusted (authenticated) before being taken into use by continuously numbering and stitching their leaves. On the inside of the plates, the ends of the stitching shall be glued, stamped with the name of the authority of the State or legal person or with the name and surname of the natural person involved, and the signature of the responsible person, or of the authorised person, or of the safety director or of the person authorised by him, shall be affixed beyond the edge of the adhesive. In addition, a clause on the number of sheets and the signature of the responsible person or the authorised person or the Security Director or the authorised person shall be provided and the date on which the administrative means of use are allocated. The signature referred to in the second and third sentences may not, in the case of the Protocol and administrative assistance referred to in the second sentence of paragraph 2, be delegated to the person in charge of the Protocol or to the person in charge of the administrative assistance for the registration of classified documents (hereinafter referred to as the "person in charge of the Protocol '); This shall not apply if the person responsible for the management of the Protocol is the person responsible when he is acting as Security Director. The authorisation shall be written and kept until the abovementioned administrative equipment has been discarded.
(4) Individual administrative aids may be kept in electronic form, provided that they contain all the prescribed items referred to in paragraphs 1 and 2, and the system through which they are conducted is secured against unauthorised interference and against access by persons not authorised to do so, records in a verifiable manner all changes or repairs made and its use is approved by the responsible person. The management of the administrative assistance referred to in paragraphs 1 and 2 shall also be carried out by an electronic file service system complying with the requirements of the archiving and file service law, which is managed in an information system certified by the Office and approved in writing to operation9). The management of administrative aids referred to in paragraphs 1 and 2 in electronic form or in an electronic file service system shall enable them to be transferred to paper form or to be converted into PDF / A format, and to be represented as separate documents and signed by a recognised electronic signature or seal of a recognised electronic seal, followed by a qualified electronic time stamp, or to replace these funds in a special way under the Archiving and File Service Act.
(5) The certificate shall be drawn up by:
(a) to a classified document, the person responsible for the management of the Protocol for the registration of a classified document, or the person who draws up and enters it first;
(b) a file containing a classified document of a confidential, secret or confidential nature in charge of the conduct of the protocol in the file.
(6) The certificate shall not be part of a classified document or file but shall be deposited together with the classified document or file until such time as it is discarded or dispatched. After the release or dispatch of the classified document, the control sheet shall be deposited with the Protocol or other administrative assistance to be registered in accordance with the second sentence of Article 3 (2) and, if it is for the control sheet of the file or the plate referred to in paragraph 7, the control sheet shall be deposited with the administrative aid in which the file is registered for at least 5 years, unless otherwise specified further (Section 27 (9)). At the end of that period, the person in charge of the Protocol shall destroy the control sheet.
(7) The entry in the control sheet of the file shall replace the entry in the control sheets of the classified documents in the file. The entry in the control sheet may be replaced by the entry on the records of the file, provided that the entries in the entry contain at least the information contained in the control sheet in accordance with the model set out in Annex 6 to this Decree. Reporting services may replace the entry in the checklist by another appropriate means, provided that they ensure that data are kept to the same extent as the data contained in the checklist, ensure traceability of changes to the classified document or file and that the data are kept for at least the same time as the checklist is kept; This does not apply to the control sheet for a classified document of foreign power.
(8) The administrative assistance referred to in points (a) to (e) of paragraph 1 and the administrative assistance referred to in the second sentence of paragraph 2 shall be recorded. The record shall be kept by the Security Director or by the authorised person or person in charge of the Protocol.
(9) The data shall be entered in the administrative aids by means of a means of ensuring the durability of the font, or stamped.
(10) Administrative equipment used to record classified documents shall be stored in such a way as to protect them against loss or misuse.
(11) The Rules of Procedure, the Auxiliary Rules of Procedure, the delivery books and other administrative tools used for registration may be excluded only if all classified documents registered or recorded therein have been destroyed.
Reference and other registration number of the classified document
(1) The reference document number shall consist of:
(a) abbreviation of the classification level for the classification level
1. Top secret abbreviation "PT,"
2. Secret abbreviation "T."
3. Confidential abbreviation "D,"
4. Excluded abbreviation "V,"
(b) the serial number of the relevant Protocol; in the case of the use of a collection sheet, the coupling and the serial number of the collection sheet shall be marked after the serial number;
(c) slash,
(d) the year in which the serial number referred to in (b) was assigned.
(2) The number of the negotiating classified document may include additional information or features established by a State authority, a legal person or an undertaking of a natural person; in the case of classified documents provided by a foreign authority, the reference number shall contain the relevant abbreviation by originator. Such data or characters shall be separated from the data and characters referred to in paragraph 1 by a link. The abbreviation in the first sentence is "EU 'for the European Union, the North Atlantic Treaty Organisation" NATO' and for other entities of foreign power "OSCM '.
(3) In the case of the registration of a classified document in administrative aids kept in electronic form or in an electronic file service system, the reference number in any order shall contain the particulars and characters referred to in paragraphs 1 and 2. When transferring to the paper form of administrative aids in electronic form, when transferring to the paper form of output from the electronic file service system, which allows the administration of the administrative aid in accordance with § 3 (1) and (2), when transferring the administrative aids in electronic form to PDF / A and when transferring the output from the electronic file service system, which allows the management of the administrative aid in accordance with § 3 (1) and (2) to PDF / A, the composition of the reference number shall correspond to paragraphs 1 and 2.
(4) The other registration mark of the classified document consists of:
(a) an abbreviation of the classification level referred to in paragraph 1 (a);
(b) the serial number of the relevant additional administrative assistance to be registered in accordance with the second sentence of Article 3 (2) or any other registration mark provided by the originator for classified information; in the case of the use of a collection sheet, the coupling and the serial number of the collection sheet shall be marked after the serial number;
(c) slash,
(d) the year in which the serial number referred to in (b) was assigned,
(e) slash,
(f) abbreviation of the registration mark ("EO").
(5) Any other registration mark of a classified document may include additional information or features established by a State authority, a legal person or an undertaking of a natural person; Such data or characters shall be separated from the data and characters referred to in paragraph 4 by the coupling.
Classification
(1) The classified document shall be classified as follows:
(a) "INCLUDING SECRET,"
(b) "SECRET,"
(c) "CONFIDENTIAL"; or
(d) "RESERVED."
(2) The degree of secrecy shall be indicated by the written word referred to in paragraph 1 or by the stamp.
(3) The classification level shall be indicated on a paper-based classified document at the top and bottom of the centre on each side of the classified document containing the information. The classification level may also be indicated for individual paragraphs of the classified document according to the classification level contained therein. The designation of the appropriate classification level for the paragraph shall be made by indicating the appropriate classification level referred to in paragraph 1, in brackets before and after the text of the relevant paragraph. In the case of a classification mark for a paragraph, all paragraphs containing classified information shall be indicated on the same side of the classified document by the appropriate classification level. In the case of a classified document provided by a foreign authority, the classification level, including the abbreviation provided for in Article 21 (2) of the Act, shall be indicated only on the first page of the classified document; the location of the abbreviation for the classification level shall be governed by the relevant international agreement. If it is not possible to mark the classification in accordance with the first sentence, it shall be marked in another appropriate way.
(4) If it is not possible to indicate the classification level directly on the classified document in non-paper form, it shall be marked on the descriptive label or by any other appropriate means.
(5) The classification level shall also be indicated on the cover or packaging containing classified documents, unless otherwise specified.
(6) Article 22 (3) of the Act limits the validity of the classification level by indicating on the front page of the first sheet of the classified document in paper form below the upper marking of the classification level and, in the case of a classified document in non-paper form, the words "INCLUDING DO 'and the period for which the classified document will be classified.
(7) Where a classified document contains classified information in accordance with Article 21 (3) of the Act, the additional designation shall be given for the classified classification.
Amendment or revocation of the classification level
(1) The amendment or cancellation of the classification level shall be marked on the classified document, paragraph or part by crossing out the original classification level so that the classification level remains legible. In the event of a change, the new classification level shall be marked at the original classification level. The amendment or cancellation of the classification level shall be confirmed by an alert on a classified document, paragraph or part stating the reason, the date of execution, the surname and signature of the person who indicated the change or cancellation of the classification level on the classified document, paragraph or part. The classified document borrowed shall be returned without delay to the Protocol or to any other administrative assistance provided for in the second sentence of Paragraph 3 (2) for the purpose of carrying out an alert on the cancellation or amendment of the classification level.
(2) A change in the classification of a classified document shall be made in the Protocol or other administrative assistance referred to in the second sentence of Article 3 (2) and the classified document shall be reregistered according to the new classification level. In the event of a change in the classification level, reference shall be made to the reference to the reference number or other registration number of the document under which the classified document was newly registered. In the event that classified documents of different levels of secrecy are registered in a single protocol or other administrative assistance as provided for in the second sentence of Article 3 (2), the amendment of the classification level shall be done by crossing out the abbreviation of the classification level, indicating the abbreviation of the new classification level and recording in the protocol or in the other administrative assistance provided for in the second sentence of Article 3 (2). Similarly, a change to the classification level shall be made for the classified document handled in the auxiliary protocol, if it is conducted, and in the handling book of the person carrying the classified document.
(3) An alert shall be made on the cancellation of the classification level of the classified document in the relevant administrative assistance for the registration of classified documents and the abbreviations of the classification level shall be crossed out in column 1. Similarly, the withdrawal of the classification level shall be carried out on the classified document handled in the auxiliary protocol, if it is conducted, and in the handling book of the person carrying the classified document.
(4) The amendment or cancellation of the classification of a classified document registered or registered in the collection sheet shall be carried out in accordance with paragraph 1. The change or cancellation of the classification level shall be recorded in the collection sheet in the column "Part No 'by marking the change in the classification level by crossing the abbreviation of the classification level and marking the abbreviation of the new classification level. The column of the note shall contain a reference to the reference to the reference document number or other registration mark under which the document was newly registered, the date of registration, the surname and the signature of the person who made the alert and the re-registration.
MANIPULATIONS WITH SECURITISATION DOCUMENTS INCLUDED
Receipt of the consignment
(1) The consignment shall be received by the person in charge of the Protocol or by a person designated by the responsible person, the Security Director or their authorised person. Where the consignment is accepted by a designated person, it shall be transmitted without delay for registration.
(2) If there is a defect in the consignment delivered, in particular if there are no stamps on the envelopes or if they are damaged, if the envelope is torn or it is clear that the contents of the classified document may have been familiarised by an unauthorised person (6), or if it is found that the number of sheets or annexes does not conform, or if the document does not comply with the requirements of the classified document, the designated person shall immediately write a record thereof. The consignment shall be registered according to the actual condition. A copy of the alert shall be sent to the consignor. The Security Director of the addressee or the person authorised by him shall be informed of that fact without delay.
(3) If it is found after the consignment has been opened that the classified document has been addressed to another addressee, the consignee shall record it and send it immediately to the correct addressee or return it to the consignor. The first page of the classified document shall appear on the front page "Delivered by mistake ', the name and address of the authority of the State or legal person, or the name, surname and place of business of the undertaking of the natural person who accidentally received the classified document, and the date, surname and signature of the person in charge of the Protocol.
Registration of a classified document
(1) The classified document must be documented in a verifiable manner. A protocol of procedure, collection sheet (§ 7a (1)) or other administrative aid referred to in § 3 (2), second sentence may be used for registration. The register shall be carried out by the person in charge of the Protocol, the register may be carried out by the processor. A document of a foreign authority of a level of secrecy corresponding to the level of secrecy of the reserved person shall be registered in a separate protocol or other administrative assistance referred to in the second sentence of Paragraph 3 (2) and may be sent separately or as an annex to a classified document of foreign authority.
(2) The repair of the entry in administrative aids and the repair of the registration on the classified document shall be done by crossing the original entry in such a way that it remains legible and a new entry shall be made, indicating the date, surname and signature of the person who corrected the entry.
(3) The classified document delivered shall be marked with:
(a) the name of the consignee;
(b) the date of registration;
(c) the identification of the consignee. Where a classified document is registered in an administrative document as referred to in Article 3 (1) (a), the reference number of the classified document; where the classified document is registered in the administrative document referred to in the second sentence of Article 3 (2), other registration markings. For example, the registration mark of the originator of the classified information or of the consignor, as well as the designation referred to in Article 4 (4) (e) and (f) and (5), may be used as another registration mark,
(d) the number of sheets;
(e) the number of annexes and the number of their sheets; for non-paper annexes, their number and type, where appropriate
(f) other information.
(4) At the end of the calendar year, the Protocol or other administrative assistance referred to in the second sentence of Article 3 (2) shall be concluded by underlining the whole of the last registration, thereby terminating the allocation of serial numbers or other registration marks in that year. The date and record of the number of acts or other registration marks used, signed by the person in charge of the Protocol and by the Security Director or by the person in charge pursuant to the second sentence of Article 3 (3), shall be entered in the summary.
(5) The Protocol, the Auxiliary Protocol or other administrative assistance referred to in the second sentence of Article 3 (2), which shall be kept in electronic form, shall be transferred to the paper form by the end of the following calendar year at the latest, where the person responsible for their management is changed or, where appropriate, adjusted in accordance with the procedure laid down in Article 3 (3). Where the conduct of a protocol, an auxiliary protocol or other administrative assistance referred to in the second sentence of Article 3 (2) in electronic form allows them to be converted into PDF / A format and to be represented as separate documents and signed by a recognised electronic signature or seal of a recognised electronic seal and subsequently by a qualified electronic time stamp, or the replacement of such means in a special manner under the Archiving and File Service Act, there is no need for the protocol, the auxiliary protocol or other administrative aids under the second sentence of Article 3 (2) to be transferred to the letter form. The document thus produced shall be included in the file plan and shall be assigned the shredder "A '. The person responsible shall ensure that all amendments are recorded in the Protocol, the Auxiliary Protocol or other administrative assistance referred to in the second sentence of Paragraph 3 (2). Where the protocol is conducted in an electronic file service system, all classified documents registered in the relevant calendar year shall be transferred to PDF / A format and other acts in accordance with the second sentence.
(6) The consignment delivered on the inner envelope or packaging shall not be opened by the person in charge of the Protocol; the consignment is recorded unopened and transmitted directly to the consignee. The addressee shall immediately communicate to the person in charge of the Protocol any additional information needed to register the classified document in the Protocol or any other administrative assistance intended to be recorded in accordance with Paragraph 3 (2) and shall ensure that the information referred to in paragraph 3 is marked on the classified document.
Collection sheet
(1) When creating a collection sheet, the classified document establishing the collection sheet shall be recorded in the relevant protocol or other administrative assistance to be recorded in accordance with the second sentence of Paragraph 3 (2) and entered in the collection sheet under order number one. Other classified documents shall be recorded in the collection sheet in the order in which they are received or incurred in accordance with the instructions set out in Annex 7 to this Order. The creation of a collection sheet shall be indicated in the protocol or other administrative assistance to be recorded in accordance with the second sentence of Article 3 (2).
(2) In the collection sheet, classified documents may be recorded only at the same level of secrecy.
(3) Each classified document entered and registered in the collection sheet shall bear the reference number of the classified document or other registration mark for which the collection sheet was established. Individual classified documents registered and registered in the collection sheet shall be distinguished in the number of the negotiating or other registration mark of the classified document by the serial number of the collection sheet in accordance with § 4 (1) (b) or § 4 (4) (b).
(4) The closure of the collection sheet shall be carried out by underlining the last entry in its entirety, the allocation of serial numbers or other record names of the collection sheet shall be terminated. The record with the date of closure of the collection sheet, the total number of classified documents kept and the number and type of documents in non-paper form of the collection sheet, the surname and signature of the person making the alert shall be entered under the underline. The classified documents entered and registered in the collection sheet shall be closely linked at the time of closure, if this is physically possible and would not give rise to disproportionate difficulties in the subsequent handling of the file of classified documents. When the collection sheet is closed, classified documents and documents with a deleted classification classification entered in the collection sheet shall constitute an indivisible set of documents; This applies even if the documents are not fixed according to the previous sentence. On the first page of this file, the file character, the shredder character, the year of the shredding procedure, the number of sheets stored, the number and type of documents stored or annexes in non-paper form. At the same time, an entry shall be made in the administrative aid for the act number or other registration mark in which the collection sheet is registered.
(5) The collection sheet shall be deposited with the Protocol or with any other administrative document intended for registration in accordance with the second sentence of Paragraph 3 (2) and shall be discarded together with it. A copy of the collection sheet shall be stored for a set of documents produced in accordance with paragraph 4 and shall be included and shall not be counted in the number of sheets. After closing the collection sheet, only the file referred to in paragraph 4 with a copy of the collection sheet may be sent.
Copy of the classified document and its particulars
(1) The classified document in paper form shall bear the name of the authority of the State or legal person, or the name and surname of the undertaking of the natural person to whom the classified document was created, the reference number or other registration mark of the classified document, the degree of origin, the date of origin and the place, the number of copies, the number of sheets, the number of secret and non-classified annexes in paper form and, where applicable, the number and type of non-classified annexes in non-paper form, in accordance with Article 15 (2). Additional information may be provided on the classified document. Where annexes, some of which are classified, are annexed to the document, the classification level and other data shall be indicated in accordance with the first sentence even if the document itself does not contain classified information.
(2) The sheets or pages of the classified document in paper form must be numbered continuously. The sheets or pages of the classified annexes in paper form shall be numbered separately. The sheets of the classified document and the sheets of the individual classified annexes in paper form shall be stapled or otherwise firmly joined. For the purposes of indicating the number of sheets of the classified document and of the classified annexes, each sheet shall be considered as one sheet regardless of its format.
(3) An annex in paper form to a classified document shall be identified by the number of the negotiating classified document or other registration mark by indicating on the front of the first sheet on the upper right side: "Annex No... k.... 'or" Annex No... k. If the Annex does not contain classified information, the words "Non-classified Annex No... k....' or" Non-classified Annex No... k. On the front page of the first sheet of the classified annex in paper form, the name of the authority of the State or legal person, or the name and surname of the natural person to whom the classified document was issued, shall be indicated by the original number and the number of sheets. "Annex No... k.... 'or" Annex No... k.... to the register......' and other particulars referred to in Article 17 (1) shall appear on the classified annex in non-paper form. The classification level of each classified annex shall be the same as that of the classified document. If the said particulars cannot be marked on the annex, they shall be marked on the descriptive label or by any other appropriate means. The disconnected attachment shall be handled according to its classification level.
(4) The classified document in non-paper form shall bear the name of the authority of the State or legal person, or the name and surname of the undertaking of the natural person with whom the classified document was created, the degree of secrecy, the date of origin, the reference number of the classified document, or, where the classified document is registered in the administrative documents referred to in the second sentence of Article 3 (2), other registration marks, or, if the Annex No... to the J... 'or "Annex No... to the register....'. If this information cannot be indicated directly on the classified document in non-paper form, it shall be marked on the descriptive label or by any other appropriate means.
(5) Disconnection of the annex and its re-registration or re-registration shall be indicated by a written record on the front of the first sheet, on the top right or, in the case of a classified document, on the record referred to in Article 7 (3) or by any other appropriate means. The written record shall include the Annex which has been disconnected, the date of the disconnection, the new reference number or other registration mark of the unassembled annex, the surname and signature of the person who has made the disconnection and the written record. The unassembled annex, registered under a new number of the act or other registration mark, shall comply with the requirements laid down in paragraph 1, provided that the annex is so marked as "Annex No... k...." or "Annex No... k.
(6) Where more than one copy of the classified document is drawn up, a division and an entry shall be made on the classified document. Any person who makes out a paper of a classified document shall, without delay after its approval, destroy defective copies, copies which are not included in the distribution list, and drafts of an unapproved document of the classified document in such a way as to prevent their reconstruction and identification of the classified information they contain. Similarly, the underlying material shall be destroyed after its use if it is not registered. Security grade background material Reserved for the cleanup of a classified document Reserved for both paper and non-paper material containing classified information of a classified grade Reserved which is neither the original nor the purity of the classified document and is intended for the preparation thereof; for example, it is a material which arises at the hearing and is the basis for the resulting classified document or official conclusion of the hearing, or a copy of the classified document. The underlying material shall be prepared by the processor only for his own use. If the underlying material becomes part of the document's purity, it shall be recorded. When the cryptographic document2a is completed, the background material shall not be produced.
(7) On a copy of a classified document drawn up in several copies, the distributor and the record, in accordance with the model set out in Annex 9 to this Regulation, shall be drawn up only on a copy of a classified document intended for storage. The divider and the alert shall always be indicated on a separate sheet accompanying the classified document, in the event that it is not possible to enter it in its entirety on the classified document. The divider and the record shall also appear on a separate sheet to be annexed to the classified document, in the event that the list of all addressees is not included in the minutes of the proceedings, the collection sheet or any other administrative document intended for registration in accordance with the second sentence of Article 3 (2). Where the distributor and the record are on a separate sheet, it shall be part of a classified document but shall not be included in the number of sheets and the classified document shall be indicated "Dividend attached '. In the event of the destruction of a classified document containing the splinter and the record on a separate sheet because of the failure to list all the addressees in the Protocol or in any other administrative document intended for registration in accordance with the second sentence of Paragraph 3 (2), a copy of it shall be made and deposited with the relevant Protocol or another administrative document intended for registration in accordance with the second sentence of Article 3 (2). Upon written notification to the addressees of the deleted classification level of the classified document, a copy of the division and the record shall be destroyed.
Preparation of the consignment for transport, transport of the consignment and transmission of the classified document
(1) When transporting a consignment by the holder of a postal licence (3), the classified document is transported in two envelopes. The internal envelope shall include the consignor, the name and full address of the addressee, the classification level and the reference number of the classified document or other registration mark. If the consignment is to be opened only by the consignee, the envelope shall be marked with the words "OPENING '. The external envelope shall be indicated by the consignor and the addressee, neither the classification level nor the abbreviation thereof shall be entered in the reference number or any other registration mark of the classified document. When a classified document cannot be placed in an envelope, it shall be placed in solid packaging which shall be accompanied by the same particulars.
(2) In the case of carriage of a consignment by a postal licence holder (3), the form of the postal service may be used:
(a) the holder of the postal licence confirms in writing the receipt of the consignment to the consignor;
(b) the addressee confirms in writing the receipt of the consignment to the holder of the postal licence,
(c) the holder of the postal licence shall be responsible for the loss, damage and loss of the contents of the consignment.
(3) When transporting the consignment by courier service, the classified document shall be transported in a portable box, envelope or solid packaging. The consignor, the name and full address of the addressee, the classification level and the reference number of the classified document or other registration mark shall be indicated on the cover or hard packaging.
(4) Prior to the shipment of the consignment by courier service, the courier shall be proved to the sender by means of a valid notification (10) or a physical person certificate (11) or documents (12).
(5) When transporting the consignment by courier service, the courier shall take such measures to prevent unauthorised persons (6) from accessing classified information.
(6) A classified document in non-paper form shall be provided with a movement document containing the particulars referred to in Article 8 (1). When transporting a classified document in non-paper form provided in international contact, the accompanying document shall not be produced.
(7) A classified document or file may be transmitted in an envelope or solid packaging bearing the name of the authority of the State or legal person, or the name and surname of the natural person involved, and the classification level, or in a portable box.
Processing, storage and lending of a classified document and file
(1) The processing of a classified document shall in particular mean the processing of its design, approval, making up, signing and publishing of a decision or other form of execution. The processing of the file shall be treated in a similar manner to the processing of the document; its processing shall be completed only after all the documents included therein have been completed.
(2) Upon completion, the classified document or file shall be returned to the person in charge of the Protocol for storage. The document or file shall be accompanied by a file character, a shredder character and the year in which the shredder proceedings will be carried out before it is filed; if it is returned in a sealed envelope, the envelope shall be signed and marked with a security classification number, the reference document number or other registration mark of the classified document or file, the method of execution, the number of sheets deposited, the number and type of annexes in non-paper form, and, where appropriate, their registration mark, the file number, the shredder mark and the year in which the shredding procedure will be carried out.
(3) Completed classified documents and completed and closed files shall be stored according to the physical groups, file characters or numbers, as determined by the responsible person. When dealing with classified documents, all classified documents relating to the same item may be linked to the file. The classified documents stored in the file shall be physically linked together and stored chronologically, as a general rule, ascending or descending. The classification level shall be visibly indicated on the file. The classified documents stored in the file shall be kept on the list of classified documents contained therein and shall not be included in the number of sheets stored.
(4) A classified document or file deposited may be lent, within the authority of a State, a legal person or an operating natural person, or their organisational parts, in which it is registered, for the period strictly necessary to the natural person who fulfils the conditions laid down in Article 6 (1) of the Act. With the agreement of a senior official of an authority of a State, a legal person or an undertaking natural person, in exceptional cases justified, may be transferred to another person who fulfils the conditions laid down in Article 6 (1) of the Act for the period strictly necessary.
(5) A copy of the classified document which has been returned to the Protocol or to the administrative assistance provided for in the second sentence of Article 3 (2) in which it is registered and which is not intended to be stored or used for further use (hereinafter referred to as the "excessive copy") may be destroyed by a commission. The destruction shall be carried out in such a way as to prevent the reconstruction of the classified document and the identification of the classified information it contains; a written record of such destruction shall be taken.
MANIPULATIONS WITH SECRET DOCUMENTS INCLUDING SECRET, SECRET AND CONFIDENTIALITY
Receipt of the consignment
(1) The consignment shall be received by the person in charge of the Protocol or by the person designated to receive the consignments, who shall confirm the receipt of the consignment to the bearer. Where a consignment is accepted by a person designated to receive the consignments, it shall be forwarded without delay for registration.
(2) If there is a defect in the consignment delivered, in particular if there are no stamps on the envelopes or if they are damaged, if the envelope is torn or it is clear that the contents of the classified document may have been familiarised by an unauthorised person (6), or if it is found that the number of sheets or annexes does not agree with the consignment, or if the document does not comply with the requirements of the classified document, the designated person shall immediately write a record thereof; the consignment is registered according to its actual status. A copy of the alert shall be sent to the consignor. The Security Director of the addressee or the person authorised by him shall be informed of that fact without delay.
(3) If it is found after the consignment has been opened that the classified document has been addressed to another addressee, the consignee shall record it and send it immediately to the correct addressee or return it to the consignor. The first page of the classified document shall appear on the front page "Delivered by mistake ', the name and address of the authority of the State or legal person, or the name, surname and place of business of the undertaking of the natural person who accidentally received the classified document, and the date and surname of the person in charge of the Protocol.
Registration of a classified document
(1) The classified document must be documented in a verifiable manner. A classified document in paper form, received or generated in a State authority, with a legal person, an undertaking or in its constituent parts which keep records of classified documents, shall be registered in the Protocol of Procedure in accordance with the instructions set out in Annex 1 to this Order or the Collection Sheet (Section 13 (1)). A classified document in non-paper form may be registered in the Rules of Procedure, the Register of Assembly (Section 13 (1)) or in another administrative aid provided for in the second sentence of Article 3 (2). The register shall be carried out by the person in charge of the Protocol, the register may be carried out by the processor. A classified document of a classified classification grade shall be registered in a separate protocol. Secret and Confidential classified documents may be registered together with classified classified classified documents of the level Reserved, unless otherwise specified.
(2) The classified document delivered shall be marked with:
(a) the name of the consignee;
(b) the date of registration;
(c) the reference number of the classified document of the beneficiary;
(d) the number of sheets;
(e) the number of annexes and the number of their sheets; for non-paper annexes, their number and type, where appropriate
(f) other information.
(3) For the purposes of recording the movement of a classified document from the negotiating protocols to the organisational components which do not conduct the negotiating protocols, the authority of the State, the legal person or the acting natural person may introduce ancillary negotiating protocols in those organisational parts. Where more than one protocol is maintained in a State body, in the case of a legal person or in the case of a natural person, or in the case of a business natural person, a specific ancillary protocol may be maintained only for one of them. In the event that the negotiating protocols are conducted separately for each classification level, they may be accompanied by a common auxiliary protocol.
(4) The classified document shall be entered under the assigned serial number of the Protocol, as indicated in Annex 2 to this Order.
(5) Where a classified document is taken over, for example, during official negotiations, consultations or checks, it shall be immediately forwarded against signature in the handling or delivery book to the person in charge of the registration protocol. The conditions of Section 22 (3) and (4) must be fulfilled when transporting or transferring such a classified document.
(6) The consignment delivered on the inner envelope or packaging shall not be opened by the person in charge of the Protocol; the consignment shall be recorded unopened and transmitted directly to the consignee and, if the consignment is found to be defective, shall proceed mutatis mutandis in accordance with Article 11 (2). The addressee shall immediately communicate to the person in charge of the Protocol the additional information needed to register the classified document in the Protocol and ensure that the particulars referred to in paragraph 2 are marked on the classified document.
(7) Whoever creates or takes over a classified document records it in its handling book. The alert shall be made immediately upon receipt of the classified document or the assignment of a number of negotiations for the classified document created. A person who merely familiarises himself with a classified document without taking it shall confirm it by signature in the checklist without entry in the handling book.
(8) At the end of the calendar year, the Protocol or other administrative assistance referred to in the second sentence of Article 3 (2) shall be concluded by underlining the whole of the last registration, thereby terminating the allocation of serial numbers or other registration marks in that year. The date and record of the number of acts or other registration marks used, signed by the person in charge of the Protocol and by the Security Director or by the person in charge pursuant to the second sentence of Article 3 (3), shall be entered in the summary.
(9) The Protocol, the Auxiliary Protocol or other administrative assistance referred to in the second sentence of Article 3 (2), which shall be kept in electronic form, shall be transferred to the paper form by the end of the following calendar year at the latest, where the person responsible for their management is changed or, where appropriate, adjusted in accordance with the procedure laid down in Article 3 (3). Where the conduct of a protocol, an auxiliary protocol or other administrative assistance referred to in the second sentence of Article 3 (2) in electronic form allows them to be converted into PDF / A format and to be represented as separate documents and signed by a recognised electronic signature or seal of a recognised electronic seal and subsequently by a qualified electronic time stamp, or the replacement of such means in a special manner under the Archiving and File Service Act, there is no need for the protocol, the auxiliary protocol or other administrative aids under the second sentence of Article 3 (2) to be transferred to the letter form. The document thus produced shall be included in the file plan and shall be assigned the shredder "A '. The person responsible shall ensure that all amendments are recorded in the Protocol, the Auxiliary Protocol or other administrative assistance referred to in the second sentence of Paragraph 3 (2). Where the protocol is conducted in an electronic file service system, all classified documents registered in the relevant calendar year shall be transferred to PDF / A format and other acts in accordance with the second sentence.
(10) In the case of a discarded document, column 1 shall be crossed out in the relevant protocol and column 16 shall include a record of disposal in accordance with the instructions set out in Annex 1 to this Order. The loss or unauthorised destruction of a classified document shall be recorded in the Protocol of Procedure in which the classified document is registered, as specified in Annex 1 thereto.
Collection sheet
(1) When creating a collection sheet, the classified document establishing the collection sheet shall be recorded in the relevant protocol and shall be entered in the collection sheet under order number one. Other classified documents shall be recorded in the collection sheet in the order in which they are received or originated, as specified in Annex 7 to this Order. The formation of the collection sheet shall be indicated in the negotiating protocol.
(2) In the collection sheet, classified documents may be recorded only at the same level of secrecy.
(3) Each classified document entered and registered in the collection sheet shall bear the reference number of the classified document to which the collection sheet was established. Individual classified documents registered and registered in the collection sheet shall be distinguished in the number of the negotiating classified document by the serial number of the collection sheet referred to in Article 4 (1) (b).
(4) The closure of the collection sheet shall be done by stressing the whole of the last entry, ending the allocation of the collection sheet serial numbers. The record with the date of closure of the collection sheet, the total number of classified documents kept and the number and type of documents in non-paper form of the collection sheet, the surname and signature of the person making the alert shall be entered under the underline. The classified documents recorded and registered in the collection sheet shall be closely linked when closed, if physically possible and would not give rise to disproportionate difficulties in the subsequent handling of the file of classified documents. When the collection sheet is closed, classified documents and documents with a deleted classification classification entered in the collection sheet shall constitute an indivisible set of documents; This applies even if the documents are not fixed according to the previous sentence. On the first page of this file, the file character, the shredder character, the year of the shredding procedure, the number of sheets stored, the number and type of documents stored or annexes in non-paper form. At the same time, an entry shall be made in the Rules of Procedure in which the collection sheet is registered.
(5) The collection sheet shall be deposited with the Rules of Procedure and shall be removed with it. A copy of the collection sheet shall be stored for a set of documents produced in accordance with paragraph 4 and shall be included and shall not be counted in the number of sheets. After closing the collection sheet, only the file referred to in paragraph 4 with a copy of the collection sheet may be sent.
Correction of registration in administrative aids and correction of registration on a classified document
The rectification of the entry in administrative documents and the rectification of the registration on a classified document shall be done by crossing the original entry in such a way that it remains legible and a new entry shall be made, indicating the date, surname and signature of the person who corrected the entry.
Forms of the classified document in paper form
(1) The classified document in paper form shall bear the name of the authority of the State or legal person, or the name and surname of the natural person to whom the classified document was created, the reference number of the classified document, the degree of origin and the place of origin, the number of copies, the number of sheets, the number of classified and non-classified annexes in paper form and the number of sheets, where applicable, and the type of classified and non-classified annexes in non-paper form. Other information may also appear on the classified document.
(2) The number of copies, the number of sheets, the number of classified and non-classified annexes and the number of their sheets shall be indicated on the front of the first sheet on the top right. The number of annexes in paper form and the number of their sheets shall be expressed by a fraction, the numerator of which shall be the number of annexes and the denominator of the total number of sheets of annexes. For annexes in non-paper form, the number and type of the annexes and, where appropriate, their registration markings shall be indicated. The model for the adaptation of the front of the first sheet of the classified document in paper form is set out in Annex 8 to this Decree. If the classified document is to be accompanied by an annex, at least one of which shall be of a level higher than the classified document, the classified document shall indicate the level specified in the Annex with the highest classification level. Where a classified document is composed of several parts, the classification level of the part shall be indicated on the accompanying part containing the reference number in accordance with the highest classification in accordance with the model set out in Annex 8a to this Regulation. The formalities referred to in paragraph 1 and in this paragraph shall also be indicated on the accompanying document to which the classified annexes are attached, even if the accompanying document does not contain classified information.
(3) An annex in paper form to a classified document shall be identified by the number of the negotiating classified document by indicating on the front of the first sheet on the top right-hand side: "Annex No... k.... '; if the annex does not contain classified information, the Annex No... k....'. On the front page of the first sheet of the classified annex in paper form, the name of the authority of the State or legal person, or the name and surname of the natural person to whom the classified document was issued, shall be indicated by the original number and the number of sheets. The classified annex shall be indicated in non-paper form" Annex No... k.... 'and other particulars referred to in Article 17 (1). The classification level of each classified annex shall be the same as that of the classified document. If the said particulars cannot be marked on the annex, they shall be marked on the descriptive label or by any other appropriate means. The disconnected attachment shall be handled according to its classification level.
(4) The sheets or pages of the classified document in paper form must be numbered continuously. The sheets or pages of the classified annexes in paper form shall be numbered separately. The sheets of the classified document and the sheets of the individual classified annexes in paper form shall be stapled or otherwise firmly joined. For the purposes of indicating the number of sheets of the classified document and of the classified annexes, each sheet shall be considered as one sheet regardless of its format.
(5) The disconnection of the annex and its new registration or re-registration shall be indicated by a written record on the front of the first sheet, on the top right, or, in the case of a classified document, on the record referred to in Article 12 (2), or by any other appropriate means. The written record shall contain the Annex which has been disconnected, the date of the disconnection, the new registration mark of the unassembled annex, the surname and signature of the person who made the disconnection and the written record.
(6) The unassembled annex, registered under a new number of the act or other registration mark, shall comply with the requirements laid down in paragraph 1, if it is in paper form, or in accordance with Paragraph 17 (1), if it is in non-paper form, or in accordance with Paragraph 8 (1) and (4), if the classification level is Reserved. If it is annexed, the new indication "Annex No... k.... 'shall be given.
Copy of the classified document
(1) Where more than one copy of the classified document is drawn up, a division and an entry shall be made on the classified document. A copy of the classified document shall be drawn up in the number of copies shown in the distribution form. Those who produce the purity of the classified document shall immediately destroy the defective copies, the copies not contained in the division and the proposals for the non-approved purity of the classified document in such a way as to prevent their reconstruction and identification of the classified information they contain.
(2) On a copy of a classified document drawn up in several copies, the distributor and the record, in accordance with the model set out in Annex 9 to this Regulation, shall be drawn up only on a copy of a classified document intended for storage. The divider and the alert shall always be indicated on a separate sheet accompanying the classified document, in the event that it is not possible to enter it in its entirety on the classified document. The divider and the record shall also appear on a separate sheet accompanying the classified document, in the event that the list of all addressees is not included in the administrative documents to be kept in the register. Where the distributor and the record are on a separate sheet, it shall be part of a classified document but shall not be included in the number of sheets and the classified document shall be indicated "Dividend attached '. In the event of the destruction of a classified document containing the distributor and the record on a separate sheet, in order not to list all the addressees in the administrative tools intended for registration, copies of the document shall be made and stored with the relevant administrative equipment intended for registration. Upon written notification to the addressees of the deleted classification level of the classified document, a copy of the division and the record shall be destroyed.
Forms of the classified document in non-paper form
(1) A classified document in non-paper form shall bear the name of the authority of the State or legal person, or the name and surname of the natural person to whom the classified document originated, the date of origin, the reference number of the classified document or any other registration mark under which the classified document is registered in non-paper form, and the degree of secrecy, or, if an annex to the designation "Annex No... k...... '.
(2) Where the information referred to in paragraph 1 cannot be affixed directly to a classified document in non-paper form, it shall be marked on the descriptive label or by any other appropriate means.
(3) A secret document in non-paper form shall be provided for transport by means of a accompanying document containing the particulars referred to in Article 15 (1) and (2). When transporting a classified document in non-paper form provided in international contact, the accompanying document shall not be produced.
Recording of notes and sub-data containing classified information
(1) Notes or sub-data containing classified information shall be recorded only in a notebook or book which has been modified in accordance with Section 3 (3) before being taken into use and marked with an appropriate classification level or in a certified information system. The record of the notebooks or books issued shall be kept by the Security Director, or by the person authorised by him, or by the person in charge of the Protocol.
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Regulation Information
| Citation | Decree No. 529 / 2005 Coll., on administrative security and on classified information registers |
|---|---|
| Regulation Type | Order |
| Author | - |
| Collection | Code of Laws |
| Date of Promulgation | 29.12.2005 |
|---|---|
| Effective from | 01.01.2006 |
| Effective until | - |
| Status | Valid |
The regulation text is for informational purposes only.
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