Procedures for handling protected information Marking of protected information Paper copies of documents which contain protected information are to bear on each page the words "RA in Confidence" and the unique identifier. The period of protectability may be shown on the first page. Removable magnetic media for computers which contain protected information, are at a minimum, to have a label bearing the words "RA in Confidence" and a unique identifier. A listing on paper of the content should be attached to the magnetic medium whenever it is transported from one Participant to another. Storage and rules for safeguarding protected information Storage and safeguarding rules are applicable to documents containing protected information, including draft versions. When protected information is processed or stored on a computer, it should be appropriately safeguarded. Any removable magnetic medium on which protected information is stored should be safeguarded as though it were a document containing the same information. Transmission of protected information Documents containing protected information which are to be sent through the mail, are to be enclosed in an inner and outer envelope system. The outer envelope should bear the address of the person nominated by the receiving Participant as a point of contact for RA correspondence. The inner envelope(s) should contain the protected information, and bear the words "RA in Confidence" together with the name of the intended recipient. In case of electronic transmission of protected information, transmission should be done using secure electronic means. Copying of protected information Protected information may be copied by a recipient only when this can be clearly justified on operational grounds. Disposal of removable magnetic media and protected information When no longer required, removable magnetic media containing protected information should be disposed of in a secure manner, and this action recorded in an appropriate register. Protected information should be thoroughly erased from magnetic media prior to disposal. Access to protected information Unless otherwise agreed with the originator, and to the extent permitted by law, access to protected information received by a Participant is to be restricted to staff who are directly employed by the Participant or, at the discretion of the head of the Participant’s organisation, to government officials with a need to know. The duty to keep protected information confidential is expected to survive this...
