The process for controlling and managing classified information is as follows:
The Ministry of Defence (MOD), in common with other Government Departments, operates a filing system which makes extensive use of registered files. Each file relates to a particular subject, or aspect of a subject, and has a unique identifying reference (normally an alpha/numeric combination).
Material of any classification (from RESTRICTED up to TOP SECRET) which is deemed worthy of retention on a registered file is placed on the file as soon as possible. MOD uses a system of colour coded file covers to denote the different file classifications.
A record is kept of the creation, reproduction, receipt, despatch, movements or disposal of all information marked SECRET and TOP SECRET in an appropriate register held locally by each branch/directorate within the MOD.
Regular, efficient inspections of registers and random spot checks of classified information and registered files constitute the main safeguards of classified information.
These principles apply equally to classified information held on MOD's IT systems.