Standard for Handling Institutional Information - 2. Handling Printed Documents
Printed documents, including paper, microfiche, and microfilm, should be handled according to the highest Classification of information contained in the document. For example, if a document contains both PL-2 and PL-4 information, then the document should be handled according to the handling requirements for PL-4 information.
Printing hard copies of information
Many software applications (including web browsers) and databases allow printing of data and/or reports. Once the information is in a hardcopy format, information users should follow the handling requirements for printed documents.
Prot. Level | Requirements |
PL-1 | No special requirements. |
PL-2 | No special requirements. |
PL-3 | Unattended printing allowed if access controls are in place to prevent unauthorized viewing of a printout. |
PL-4 | Unattended printing allowed if access controls are in place to prevent unauthorized viewing of a printout. |
Storing printed documents
This requirement covers the day-to-day storage of printed documents in an office environment. It does not include long-term (usually off-site) storage of documents for record retention or archival purposes.
Prot. Level | Requirements |
PL-1 | No special requirements. |
PL-2 | No special requirements. |
PL-3 | Documents must be put away (out of sight) when not in use. Storage in a secured location is recommended. |
PL-4 | Documents must be put away (out of sight) and stored in a secured location when not in use. |
Duplication and distribution of printed documents
Copies of printed documents containing Sensitive Institutional Information should be made on an as-needed basis only. Copies should not be distributed unless there is a business need to do so, and document recipients should be advised not to further distribute it unless there is a business need to do so. It is also important for information users to ascertain how the materials will be used and disposed of.
Prot. Level | Requirements |
PL-1 | No special requirements. |
PL-2 | No special requirements. |
PL-3 | The receiver of the document must not distribute further without permission of the document sender. |
PL-4 | The receiver of the document must not distribute further without permission of the document sender. |
Sending printed documents via campus mail or external carrier
This requirement covers sending printed documents via New School Campus Mail or via an external carrier such as the U.S. Postal Service or FedEx. Documents containing Sensitive Institutional Information should only be sent via these methods when there is a business need to do so.
Prot. Level | Requirements |
PL-1 | No special requirements. |
PL-2 | No special requirements. |
PL-3 | There should be no classification markings on the external envelope. The envelope must be sealed in such a way that tampering would be evident upon receipt. |
PL-4 | There should be no classification markings on the external envelope. The envelope must be sealed in such a way that tampering would be evident upon receipt. |
Faxing printed documents
When sending faxes, documents may be sent either directly from their electronic form, or more traditionally, by sending a paper document through a fax machine. This requirement applies to both methods. Documents containing Sensitive Institutional Information should only be transmitted over fax when there is a business need to do so.
Prot. Level | Requirements |
PL-1 | No special requirements. |
PL-2 | No special requirements. |
PL-3 | Receiving faxes: Unattended printing is allowed if access controls are in place to prevent unauthorized viewing of a printout. |
PL-4 | Receiving faxes: Unattended printing is allowed if access controls are in place to prevent unauthorized viewing of a printout. Received faxes should be picked up immediately. |
Labeling printed documents
In addition to the labeling requirements of this section, individual departments may choose to label their documents to ensure appropriate handling within their area.
Prot. Level | Requirements |
PL-1 | No special requirements. |
PL-2 | No special requirements. |
PL-3 | Certain documents must be labeled “Confidential” regardless of internal or external use. |
PL-4 | Documents must be labeled “Confidential” regardless of internal or external use. |
Disposal of printed documents
Printed documents should be properly disposed of when there is no longer a business need to keep them.
Prot. Level | Requirements |
PL-1 | No special requirements. |
PL-2 | No special requirements. |
PL-3 | Destroy the document according to hard copy disposal guidelines. |
PL-4 | Destroy the document according to hard copy disposal guidelines. |