Introduction to Industrial Security Concept

Module 5: Security and Management System Page 1 of 10

Module 5: SECURITY AND MANAGEMENT SYSTEM

Welcome Notes:

WELCOME CRIMINOLOGY STUDENTS

I. INTRODUCTION:
This module of Security management is the identification of an organization's assets, followed by the
development, documentation, and implementation of policies and procedures for protecting assets.
Every technology-driven business process is exposed to security and privacy threats.
Sophisticated technologies are capable of combating cyber security attacks, but these aren’t enough:
organizations must ensure that business processes, policies, and workforce behavior also minimize or
mitigate these risks.

II. OBJECTIVES:

At the end of this module, you should be able to:

1. Identify the answers to the activities provided
2. Explain the following concepts in relation to the topic
3. Distinguish the Stages of Information Cycle

III. PRELIMINARY ACTIVITIES:

Before you proceed to the main lesson, test yourself in this

activity.

How to Spot a Counterfeit Bill?

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Fig. 1 https://www.youtube.com/watch?v=sLMc5OFnQRs
Authentic dollar bills are equipped with many security features to make them difficult to forge. But that
doesn’t stop counterfeiters from trying to fool people with fakes. Luckily, anyone can help catch a
counterfeit; all you need are a few simple tools and a bit of chemistry.

GREAT!!!
You may now proceed to the main lesson.

IV. LESSON PROPER

LET’S BEGIN

Based on the preliminary activities, what did you notice about it?
______________________________________________________
CONGRATULATIONS!
You may now proceed to the lesson.

Protecting crucial documents has become progressively more critical in this age of last growing
technology. The loss of document and information can cost a company huge amount of money. Business
competitive badge and national security had been put at risk because proper security precautions were not
implemented. oftentimes, the importance of documents and information security is not realized until after a
loss has been discovered. Owing to this, a comprehensive document and information security program is
important to operating and competing in our modern society.
Implementing an efficient and effective document and information security program requires
knowledge and skills in the field of document and information technologies as well as management. Its
management relies on a clear understanding of the types and uses of document and information within an
organization. Plan measures are needed to preserve the secrecy and integrity of documents and
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information throughout all phases of its existence. To prevent loss of document and information due to
employee or procedural error, security administrators must implement an effective document and
information management plan.
In protecting documents and information is one of the understandable the capabilities and use of
document and information technologies in terms of how technology can be used in the creation usage,
storage, transmission in disposal information. One must also understand how technology can be used in
the manipulation and abuse of documents and information.

Types of Documents
Class I-Vital Document- An irreplaceable record, reproduction of which does not have the same
value as the original.

Class II- Important Document-a - record, reproduction of which will involve considerable
expense and labor or considerable delay.

Class III-Useful Document- a record, the loss of which may cause inconvenience but could be
readily replaced and may not present an insurmountable obstacle to the prompt restoration of the business.

Class IV-Non –Essential Document-a record that may include daily files, routine in nature, the
loss of which will not affect the organization’s operation. This class represents the bulk of the records which
can be kept in ordinary files ready for reference if needed and usually discarded after some period of time.

Factors to consider
1. Document and Information Security is based on the premise that the government has the right and
duty to protect official papers from unwarranted and indiscriminate disclosure.

2. The authority and responsibility for the preparation and classification of classified matters rest
exclusively with the originating office.

3. Classified matter shall be categorized according to their content and not to the classification of file in
which they are held on another document to which they are referred.
4. Classification shall be made as soon as possible by placing appropriate marks on the matter to be
classified.

5. Each individual whose duties allow access to classified matter while it is his possession shall ensure
the distribution on such matter on the “need to know” basis only and to property cleared person only.

Stages of Information Cycle

Information occurs through various stages. Familiarization of the different stages can provide
significant analysis on how it can be protected.

1. Creation- during this stage, information is discovered and developed. Information can take the form of
handwritten notes, discussion, dictated script, or electronic data. It is commonly concentrated in
laboratories, offices, word processing units and computer centers.
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2. Use –undoubtedly, information is created for use. This stage involves a process wherein people act on
the information for the purpose of making a decision based on the information, soliciting support of
informing others, when information is used, it usually includes duplication as well as distribution. Duplication
can be in the form of photocopying, printing or sending through electronic mail.

3. Storage and Retrieval – Used information should be put away for future used. Storage and retrieval
methods must ensure the integrity of the information. It’s timely accessible to authorized users, and its
protection from criminal intervention and disastrous circumstances.

The security measures that must be taken depend on the type of storage center, the storage
means and storage technologies used. More importantly, the experience and dependability of the
personnel who will handle the storage and retrieval of information must be considered.

4. Transfer-this involve the transfer of information from active to inactive storage. Inactive records are
usually located in remote areas less accessible to users. Special security precaution should be taken at the
time of the transfer and when records are on the way from one place to another.

5. Disposition-This is the last stage of the cycle of information. During this stage, a decision can be made
to retain the information indefinitely at either an active or inactive storage center or to dispose of it. The
method of disposal should depend on the amount of information and the type of media used.

Characteristics of Information (Fay, 2006)

Information is expansive. it is unlike other business resources because it can Easily expand to
cover a wider scope. Information may age, but it tends not to diminish; today breaking news, for instance
will be event in history after a few years. Information tends accumulate; a discovery on the healing benefits
for numerous diseases. Information is compressible and transportable at very high speeds and can impart
advantages to the holder as demonstrated by a single memory card that can save hundreds of photos.
Information requires barriers. Just a decade ago, information assets were stored in computer
system with electronic barriers inside centrally controlled equipment and located within the protected
confines of a computer room.
Information is costly important. Organizations should protect information assets because it is costly
to acquire and maintain, and it is important to the success of the business enterprise. In industries like
research and development, education and publishing, information fuels their business. It has significant
value in much the same sense that people, physical property and financial assets have value.
Information is coveted. When something has value, someone will want an opportunity to take it
away. For example, a new cellular phone technology being developed by a big telecommunications
company may not be accessible to the pickpocket who kills in public places, but it can be vulnerable to an
intelligent, clever and professional spy who can steal the information and sell it to the company’s
competition.
Information has a limited life. At some point in time, certain information can lose or most of its
value. If the a business owner is in possession of valuable information, he will want to extract from it the
maximum worth possible by making it available only to those whose talents can exploit it. When news of
this information spreads to more and more people , its value can diminish.
Information is difficult to protect. In a word advanced information technology, several employees
may hold and share sensitive corporate information on their laptops, memory drives and emails.
Oftentimes, confidential information such as prices, designs and production schedules need to be shared
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with suppliers, customers and shippers. Protecting information is difficult but it should be a significant
concern for every organization.
Information is voluminous. Another reality is that companies are dealing in larger volumes or
information that ever before. Great amounts of raw data are needed to make fully developed analyses.
From customer information to critical business strategies, financial operational data and intellectual
property. not only is there more information but it is high –impact information. All of these have serious
security vulnerabilities.

We had just finished the discussion on Security and

Management System. Let’s move on to the next higher level of
activity/ies or exercise/s that demonstrate your potential
skills/knowledge of what you have learned.
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V. ANALYSIS, APPLICATION AND EXPLORATION

ACTIVITY 1
Name: ______________________________ Year & Section: __________________
DIRECTION: Complete the following sentences by filling out the missing words. Choose your answer inside
the box.
Efficient understanding plan
effective security personnel knowledgeable

Implementing an (1) ___________________ and (2) _________________ document and

information security program requires knowledge and skills in the field of document and information
technologies as well as management. Its management relies on a clear (3) _________________________
of the types and uses of document and information within an organization. (4) ______________ measures
are needed to preserve the secrecy and integrity of documents and information throughout all phases of its
existence. To prevent loss of document and information due to employee or procedural error, (5)
_______________________ administrators must implement an effective document and information
management plan.

ACTIVITY 2
DIRECTION: Arrange the following jumbled to get the correct answer.

1. ONN TNEELSSIA ETUODCMN _______________________________________

2. DSITIOPOSNI _______________________________________
3. NRECIATO _______________________________________
4. ATILV TECDUMON _______________________________________
5. TENRRSFA _______________________________________

Finally, let us summarize the lesson of what we had discussed

today.
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VI. GENERALIZATION

DIRECTION: Explain the following question in 2-3 sentences.

1. What are the factors to consider in document and information security?

____________________________________________________________________________
____________________________________________________________________________

2. Explain the five stages of information cycle.

____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________

Level Description Score

 Writes fairly clear.
 Good grammar mechanics.
OUTSTANDING 9-10
 Good presentation and organization.
 Sufficient effort and detail
 Minimal effort.
 Good grammar mechanics.
GOOD 7-8
 Fair presentation.
 Few supporting details.
 Minimal effort.
 Good grammar mechanics.
FAIR 6
 Fair presentation.
 Few supporting details.
 Somewhat unclear.
 Shows little effort.
POOR  Poor grammar mechanics. 5
 Confusing and choppy, incomplete sentences.
 No organization of thoughts.

TOTAL POINTS: ___________

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KUDOS!
You have come to an end of Module 5 .
OOPS! Don’t forget that you have still an assignment to
do.
Here it is….

VII. ASSIGNMENT

DIRECTION: Match the concept of column A with each meaning in column B

Column A Column B

1. It is irreplaceable record, reproduction of which

does not have the same value as the original.
Class IV-Non –Essential Document
2. It is record, reproduction of which will involve
considerable expense and labor or considerable
delay

Class I-Vital Document 3. It is record, the loss of which may cause

inconvenience but could be readily replaced and
may not present an insurmountable obstacle to
the prompt restoration of the business

4. It is a record that may include daily files,

Creation
routine in nature, the loss of which will not affect
the organization’s operation. This class
represents the bulk of the records which can be
kept in ordinary files ready for reference if
needed and usually discarded after some period
Class II- Important Document
of time.

5. This stage, information is discovered and

developed. Information can take the form of
handwritten notes, discussion, dictated script, or
Class III-Vital Document electronic data. It is commonly concentrated in
laboratories, offices, word processing units and
computer center
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After your long journey of reading and accomplishing

the module, let us now challenge your mind by answering
the evaluation part of this module.

VIII. EVALUATION

Name: ______________________________ Year & Section: __________________

Direction/Instruction: Encircle the letter of the correct answer

1. It is an irreplaceable record, reproduction of which does not have the same value as the original.
A. Class I-Vital Document
B. Class II- Important Document
C. Class III-Useful Document
D. Class IV-Non –Essential Document
2. It is a record, reproduction of which will involve considerable expense and labor or considerable delay.
A. Class I-Vital Document
B. Class III-Useful Document
C. Class IV-Non –Essential Document
D. Class II- Important Document
3. It is a record that may include daily files, routine in nature, the loss of which will not affect the
organization’s operation
A. Class I-Vital Document
B. Class III-Useful Document
C. Class IV-Non –Essential Document
D. Class II- Important Document
4. It is used information should be put away for future used. Storage and retrieval methods must ensure the
integrity of the information.
A. Storage and Retrieval
B. Use
C. Stages of Information
D. Class III-Useful Document
5. It is a record, the loss of which may cause inconvenience but could be readily replaced and may not
present an insurmountable obstacle to the prompt restoration of the business.
A. Class I-Vital Document
B. Class III-Useful Document
C. Class IV-Non –Essential Document
D. Class II- Important Document
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6. It is an undoubtedly, information is created for use.

A. Storage and Retrieval
B. Use
C. Stages of Information
D. Class III-Useful Document
7. This involves the transfer of information from active to inactive storage.
A. Creation
B. Use
C. Transfer
D. Storage and Retrieval
8. It is the last stage of the cycle of information. During this stage, a decision can be made to retain the
information indefinitely at either an active or inactive storage center or to dispose of it.
A. Disposition
B. Use
C. Transfer
D. Storage and Retrieval
9. All are characteristics of Information EXCEPT
A. Information is expansive
B. Information is coveted.
C. Information is arbitrary.
D. Information is costly important.
10. It is the methods must ensure the integrity of the information.
A. Storage and Retrieval
B. Retrieval only
C. Storage only
D. Creation

CONGRATULATIONS on reaching the end of this

module!
You may now proceed to the next module.
Don’t forget to submit all the exercises, activities and
portfolio
on ___________________.
KEEP UP THE GOOD WORK.
Well Done!!!