Secret registries (kancelaria tajna) – organisation and operation
Organisation of a secret registry (kancelaria tajna) and of units processing classified information at lower classification levels – in line with the Polish Act on the Protection of Classified Information and its implementing regulations.
When a secret registry is required
A secret registry must be set up by the head of an organisation in which information classified as „tajne” (SECRET) or „ściśle tajne” (TOP SECRET) is generated, processed, transferred or stored. It is a separate organisational unit responsible for registering, storing, circulating and releasing classified material to authorised persons. The secret registry reports to the classified information protection officer (pełnomocnik do spraw ochrony informacji niejawnych).
Information classified as „poufne” (CONFIDENTIAL) and „zastrzeżone” (RESTRICTED) may be processed outside a secret registry, in units that meet the statutory requirements, including physical security measures.
Scope of services
- Assessment of whether, and to what extent, the organisation must set up a secret registry.
- Selection of physical security measures based on a risk assessment.
- Requirements for premises, security zones and storage of classified material.
- Organisation of registration, circulation, release, transfer and destruction of classified documents.
- Drafting of instructions and operating procedures for the registry.
- Support in staffing the position of head of the secret registry.
Frequently asked questions
Is a secret registry required to process CONFIDENTIAL information?
The Act does not require a secret registry solely for information classified as „poufne” (CONFIDENTIAL) or „zastrzeżone” (RESTRICTED). Such information must nevertheless be processed under the conditions laid down in the regulations, with appropriate physical security measures.
What requirements must the head of a secret registry meet?
The head of a secret registry has access to information at the highest classification level processed in the registry. He or she must therefore hold an appropriate personnel security clearance and complete training in the protection of classified information.
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The first conversation is used to define the scope of the matter and the fee.