Top Secret
Issue # 78
November, 3, 2008
Classified information is defined as sensitive information to which access is restricted by law or regulation to particular classes of people. The top secret information often requires a security clearance to handle classified documents or access classified data.
It seems as though employers sometimes create important documents designed to communicate with their workforce, and then treat them like classified information. These apparently top secret documents are kept in a file cabinet or on a shelf, their existence known only to the individual or individuals who created them.
As a risk management consultant, I apparently have the required security clearance to see some top secret documents. Here are some examples:
Employee Handbooks
It is easy to let employee handbooks get out of date, and then stop using them while waiting for the new updated version. I have often seen the updated version, now a year old, waiting for someone's approval before final publishing.
Job Descriptions
These documents are dynamic and should be reviewed annually. I have even seen instances where they don't exist, which I guess would be the ultimate form of secrecy.
Safety Material
This would include employee safety handbooks, training materials, operating procedures, resources, vehicle safety policies, early return to work programs, general safety rules, etc. This is particularly frustrating when the documents are created, yet go unused because someone doesn't have time to review and give their approval.
Injury and Illness Prevention Programs
This has got to be the most highly classified piece of all. Typically written because of OSHA requirements, the IIPP is privy to only a few people. Most of the time it is not shared with supervisors, whose title is used throughout the document, and for whom there is personal liability for non-compliance.
Perhaps it is time to "declassify" some documents in your organization. Do you have policies, procedures or training materials that are not being used? Are your supervisors aware of the documentation available to help them in their roles? Are all new employees given an orientation packet containing your rules as well as those imposed by state and federal laws?
If necessary, take time to update those documents that are out of date. And now that they are declassified, your employees will not need a security clearance to access them.
Kempkey Insurance Services goes beyond insurance by designing and implementing risk management programs for growth oriented businesses. We help our clients maximize the value of their insurance dollars and minimize their potential for unwanted surprises. Ed Kempkey can be contacted at (888) 536-7539 extension 2188, or at ed@kempkey.com.