'Top Secret' Sections Should Handle Classified Documents: Government

NDTV: New Delhi: Tuesday, July 14, 2015.

Classified papers need to be handled only by specially-designated 'secret' or 'top secret' sections in every central government department, the Centre has said.

In a fresh set of instructions, the government also restricted its employees from communicating with the media.

Only ministers, secretaries and other specially-authorised officers can give information or be accessible to the representatives of the press.

On the classified papers issue, the government said that every file should be reviewed once in every five years for declassification.

An officer not below the level of Under Secretary can only carry secret papers under special circumstances with the prior permission of a Joint Secretary-level officer for attending meeting or discussions outside offices, it said.

Section officers or above will only carry confidential papers with prior permission with them. "The authorisation will be produced by the officer on demand," the instructions issued by the Personnel Ministry said.

The move assumes significance as Delhi Police has arrested some government employees and few executives of big corporate houses for allegedly trading government documents.

On communication with the media, the ministry said, "Official information to the press and other news media i.e.radio, television, shall normally be communicated through the Press Information Bureau (PIB)."

Any other official, if approached by a representative of the press, will direct them to the PIB or shall seek the permission of the Secretary of the department before meeting the press, the instructions said.

The Personnel Ministry has cited Departmental Security Instructions issued by Home Ministry which says classified papers are expected to be handled either by officers themselves or in sections designated as 'secret' or 'top secret'.

It is essential that in case no such section is designated then a separate set of registers and other records including electronic storage devices are to be maintained by Section Officer.

"Every classified file shall be reviewed once in five years for declassification. A declassified file considered fit for permanent preservation will be transferred to the National Archives," it said.

All government servants shall, in performance of his duties in good faith, communicate to a member of public or any organisation full and accurate information which can be disclosed under the Right to Information (RTI) Act.

However, this shall not be construed as permitting communication of classified information in an unauthorised manner or for improper gains to a government servant or others, the instructions said.

The restrictive classification 'For official use only' will be assigned to any printed report, pamphlet or compilation unless it contains information disclosure of which would not be in the public interest.

In doubtful cases, the test that may be usefully applied is whether the publication, whose circulation is proposed to restrict to official use only, is such that the minister would be justified in refusing to lay it before the Parliament, it said.

"No official publication (including in electronic form) shall be marked 'For official use only' except with the prior approval of the branch officer, who shall obtain the orders of the Secretary or Minister in cases of doubt," the guidelines read.