Protective Locks, Keys and Cabinet

Locks and Keys

The best defense against lock picking and making of key by impression is the installation of special pick
resistant, impression-resistant lock cylinders. Generally speaking, locks are the cheapest security investment
that can be made. Locking device is simply a mechanism that extends the door and window into a wall that hold
them. If, therefore, the wall or the door itself is weak or easily destructible, the lock will not be effective. It must
be recognized that any lock will eventually yield to attack. They must be considered only as delaying devices,
but this delay is of primary importance.

The longer the intruder is stalled in an exposed position while he works to gain entry, the greater the
chances of discovery. Even the highest locking devices are only one part of door and entrance security locks,
cylinders, doors and frame construction, and key control are inseparable element; all must be equally being
effective. If one element is weak, the system will breakdown.

Lock- a mechanical, electrical, hydraulic or electronic device to prevent entry into a building, room, container
or hiding place and to prevent the removal of items without the consent of the owner.

Padlock- a portable and detachable lock having a sliding hasp which passes through a staple ring or the
like and is then made fast or secured.

Peterman- an English term used to describe a lock picker.

Types of Locks

1. Warded Locks- offer very little security. This type of lock must therefore be used only to have privacy
but not to provide a high degree of security.
2. Disc Tumbler Locks- designed for the use in automobile industry and are in general used in car doors
today. Because this lock is easy and cheap to be manufactures, its use has expanded to other areas such
as desks, files and [padlocks. The delay afforded is approximately ten minutes.

3. Lever Locks- these are difficult to define in terms of security since they vary greatly in their
effectiveness. They are being used in safe deposit boxes and for all practical purposes, pick proof. The
least of these locks are used in desks, lockers and cabinets and generally less secure than pin tumbler
lock.

4. Combination Locks- these are difficult to defeat, since they cannot be picked because few experts can
manipulate the device to discover the combination. Most of these locks have three dials which must be
aligned in the proper order before the lock will open. Some locks may have four dials for greater
security.

5. Code-Operated Locks- these are combination type locks and that no key is being used. Pressing the
series of numbered button in the proper sequence opens them. Some of them are equipped to alarm if
wrong sequence is being pressed. These are high security locking device.
6. Electromagnetic Locks- these are devices holding a door by magnetism. These are electrical units
consisting of the electromagnetic on metal holding sequence. When the power is secured on the door,
they will resist pressure of up to 1000 pounds.

7. Card operated locks- are electronically or more usually magnetic. Coded card notched, embossed or
containing an embedded patter of copper locks are used to ‘operate such locks. These are frequently
fitted with recording device, which registers time of use and the identity of the user.

Types of Keys

1. Change Key- a specific key which operates the lock and has a particular combination of cuts which
match the tumblers in the lock.
2. Sub-master Key- a key that will open all the lock within a particular area or grouping in a particular
facility.
3. Master Key- a special key that will capable of opening a series of locks.
4. Grand Master Key- a type of key that will open everything in a system involving two or more
master key groups.

Key Control

Once an effective key control has been installed, positive control of all keys must be gained and
maintained. This can be accomplished only if it is in conjunction with the new locking devices. The
following can be utilized to maintain effectively key control.

1. Key Cabinet- a well- constructed cabinet will have to be produced. The cabinet will have to be of
sufficient size to hold the original key to every lock in the system, therefore it should be locked at all
times.
2. Key Records- some administrative means must be set up to record code number of the locks and to
whom the keys of a specific locks was issued.
3. Inventories- periodic account must be made of all duplicates and original keys in the hands of the
employees whom the keys of a specific locks was issued.
4. Audits- in addition to periodic inventories, an unannounced audit should be made of all the key
control records and procedures by a member of the management.
5. Daily Report- a regular report must be made by the person responsible for the key control from the
personnel department indicating all persons who have left or will be leaving the department or the
company. In the event that a key was issued steps should be made to recover the key.

Protective Cabinet

The final line of defense at any facility is in the high security storage area where records, papers,
plans or cashable instruments, precious metals or others especially valuable assets are protected, these
security cabinets will be of a sized and quantity which the nature of the business dictates.
1. Safe- this is a metallic container used for safekeeping of documents or small items in an office or
installation. Safe can be classified as either robbery or burglary resistance depending upon the use and
need.
2. Vault- Heavily constructed fire and burglar resistance container usually a part the building structure
used to keep and protect cash, documents and negotiable instruments. Vaults are bigger than safe but
smaller than a security file room.
3. File Room- a cubicle in a building constructed a little lighter than a vault but bigger size to
accommodate limited people to work on the records inside.

Security Laws, Education, Investigation and Training

Three Major Types of Security

Communication System
In any plant or industrial complex, inter and intra communications is indispensable not only in
security work but also in the plant operation itself. It is a good management policy that security should
have its own communication lines to the officers within the installations and to the outside.
The security force needs a communication landline to call local law enforcement agencies, the
fire departments, ambulance, mobile patrol and other governmental agencies, the telephone is also
needed to contact the agency main office or security force outposts. The following are some means of
communication that can be a useful part of the protective system;
1. Local telephone exchange
2. Commercial telephone service
3. Inter-communications
4. Two-way radios for security
5. Security supervising system
6. Paging and recall system
7. Megaphones
8. Loud speaker system
Document and Information Security
-Security involving the protection of documents and information from loss, access by
unauthorized persons
 -prescribes the policies and establishes the standard basic procedures governing the classification
and security of official matter.
General Principles
1. The authority and responsibility for the preparation and classification of classified matter rest
exclusively with the originating office;
2. Classified matter should be classified according to content and not the classification of the file in
which they are held or of another document to which they refer;
3. Classification should be made as soon as possible by placing the appropriate marks on the matter to
be classified;
4. Each individual whose duty allows access to classified matter is responsible for the protection of the
classified matter while it is in his/her possession and shall insure that dissemination of such classified
matter is on the “need to know” basis and to “property cleared personnel only”.

Definition of Terms
Document- Any material that contains marks, symbols, or signs, either visible, partially visible or
completely invisible that may be presently or ultimately convey a meaning or message to someone.

Document Security- it involves the protection of documents and classified papers from loss, access by
unauthorized persons, damage, theft and compromise through disclosure.

Classify – refers to the act of assigning to information or material one of the four security classification
categories after determination has been made that the information requires the security protection as
provided for in the regulation;

Classified Information- in includes all information concerning document, cryptographic devices

developed projects and materials following on the categories of Top secret, confidential, restricted,
secret, and un classified.

Classified Matter- It refers to any information or material in any form or of any nature, the
safeguarding of which is necessary in the interest of security and which is classified for such purpose by
the responsible classifying authority.

Declassify- the act of removing the security classification from classified information or matter.

Reclassifying or Regarding- it refers to the act of changing the assigned classification from classified
information or matter.

Upgrading- it refers to the act of assigning the information or matter to the higher classification than
that previously assigned to it.

Unauthorized- it refers to any person not authorized to have access on classified matters.

Compromise- this takes place through the loss of security which results from unauthorized persons
obtaining knowledge of classified matters.

Damage to National Security- it refers to the prejudice, embarrassment or injury to the country
resulting from act or omission.

Security clearance – Is an administrative determination that an individual is eligible from a security

standpoint for access to classified matter of a specific category;

Compartmentation – Refers to the grant of access to classified matter only to properly cleared persons
when such classified information is required in the performance of their official duties, and restricting it
to specific physical confine when feasible.
 Need to know – term given to the requirement that the dissemination of classified matters be limited
strictly to those persons whose official duties require knowledge thereof.

Classification of Documents
-Memorandum Circular No. 196, dated 07/19/1968 (Security of Classified Matter in government
offices.)
1. Top secret – any information and material, the unauthorized disclosure of which would cause
exceptionally grave damage to the nation, politically, economically or militarily;
2. Secret- any information and material, the unauthorized disclosure of which would endanger national
security, cause serious injury to the interest or prestige of the nation or any governmental activity.
3. Confidential – any information and materials, the unauthorized disclosure of which would be
prejudicial to the interest or prestige of the nation or governmental activity or would cause
administrative embarrassment or unwarranted injury.
4. Restricted – any information and material which requires special protection other than those
determined to be Confidential, Secret, and Top-Secret matters.

Method of Transmission
1. By direct contact of officer or personnel concerned;
2. By official courier;
3. Electrical means in cryptographic form
4. Registered Mail

Destruction
1. Burning
2. Shredding

Storage
Shall be in a safe, steel filing cabinet with built in dial type combination lock of such weight, size
and construction as to minimize the possibility of physical theft or damage to fire.

Operational Security – part of physical security that deals primarily with the protection of processes,
formulas, patents, and other industrial and manufacturing activities from espionage, infiltration, loss,
compromise or photocopying;

Information Cycle

1. The Creation – Information is discovered and develop;

2. Classification
3. Used – Some action is taken with the information;
4. Storage
5. Retrieval – Stored for future use;
6. Transfer – transferring of information from active to inactive use;
7. Disposition – decision may be made to retain the information indefinitely.

Purpose of Protecting Classified Matters

1. Deter and impede potential spy

2. Assist in security investigations by keeping accurate records of the moments of classified materials.
3. Enforce the use of “need to know” principle.

Two kinds of documents

1. Personal- letters, diary and notebooks. They should be treated usually the same with official
document.
 2. Official- orders, manuals, letters, overlays, maps and magazines. You may be careful and follow the
chain of command.

Records and Documents Protection

A. Categories of Documents
1. Class I- vital records- includes records that are liable records of which reproduction does not
have the same value as the original, records needed to recover cash to replace buildings, equipment,
raw materials, finished products and records needed to avoid delay in restoration of production,
sales and services.
2. Class II- Useful records-includes records which loss might cause inconvenience but could be
readily replaced and which would not in the meantime present an obstacle to the prompt restoration
of the business.
3. Class III-Important records- includes record of the reproduction of which will involve
considerable expense and labor or considerable delay. Operating and statistical records belong to
this class as well as those to maintain checking on efficiencies, operating costs, etc. Also included
are contracts, customer credit files, sales records, designs in process development, records of
experiments in progress etc.
4. Class IV- Non-Essential Records- this are the daily files, routine in nature so that even if it lost
or destroyed, it will not affect the operation or the administration.

Three Document Security Concepts

1. Personnel are the weakest link in the security chain.
2. Training is important to make security personnel conscious and realize the value of document.
3. Training is necessary for the malpractice of the “need to know” principles.

Categories of Storage Containers

1. Class 1. Commercial records safes designed from fire protection
2. Class 2. Commercial money safes designed for robbery and burglary protection.
3. Class 3. Security cabinets designed to meet specifications for safeguarding

Rules for Classification of Documents

1. Documents shall be classified according to their content.
2. The overall classification of a file or of a group of physically connected therein. Pages,
paragraphs, sections or components thereof may bear different classification. Documents separated
from file or group shall be handled in accordance with their individual classification.
3. Transmittal of documents or endorsements which do not contain classified information or
which contain information classified lower than that of the preceding element or enclosure shall include
a notation for automatic downgrading.
4. Correspondence, indexes, receipts, reports of possession transfer or destruction, catalogs or
accession list shall not be classified if any reference to classified matter does not disclose classified
information.
5. Classified matter obtained from other department shall retain the same original classification.

Protection of Sensitive Information

Propriety information is information that in some special way relates to the status or activities of
the possessor and over which the possessor asserts ownership. In the business community, propriety
information relates to the structure, products or business methods of the organization. It is usually
protected in some way against causal or general disclosure.
-All propriety information is confidential, but not all confidential information is propriety. For
example, confidential personnel data in employees file is not considered a propriety although the
company treats it as confidential.
Proprietary Information

- information which some special way is related to the status, operations or activities of the
possessor over which the possessor asserts ownership.

Kinds of Sensitive Information

Trade Secrets
- It may consist of any formula, pattern, device or compilation of information which is used in
one’s business and which gives one opportunity to gain an advantage over competitors who do not
know or use it.

Patent
-A grant given by the government to an inventor, conveying and securing to him the exclusive
rights to make, use and sell his invention for term of twenty (20) years.

Propriety Information Protection Program

Realizing that the most serious threats to trade secrets is the employee, a measure of protection is
often realized through the use of employee agreements which restricts the employee’s ability to
disclose information without specific authorization to the company. The following countermeasure may
be adopted;

1. Policy and procedures statements regarding all sensitive information.

2. Pre and post-employment screening and review.
3. Non-disclosure agreements from employees, vendors, contractors and visitors.
4. Non-competitive agreements with selected employees
5. Awareness programs
6. Physical security measures
7. Informed monitoring of routine activities.

Threat to Protection of Sensitive Information

Competitive Intelligence – systematic program for gathering and analyzing information about
competitor’s activities and general business trends to further company’s goals.

Types of Competitive Intelligence

1. White – information available from company publication, public records or commercial

reporting sources;
2. Gray – not readily available but which is usually can be obtained without acquiring any
civil/criminal liability in the process.
3. Black – obtained through clearly unethical or illegal means.

Communication Security
– is the protection resulting from the application of various measures which prevent or delay the
enemy or unauthorized persons in gaining information through the communication system. This
includes:
a. Transmission Security – component of communications security which results from all
measures designed to protect transmission from interception.
b. Cryptographic Security – results from the provisions of technically sound crypto-system
and their proper use.
 c. Physical Security – providing safeguards to equipment and material from access by
unauthorized persons.

Threats in Communication Security

1. Wiretapping - is the monitoring of telephone conversations by a third party, often by covert

means.
2. Bugging – means to secretly listen to or record a conversation using a hidden electronic device.
3. Eavesdropping (unauthorized listening)- is the unauthorized real-time interception of a private
communication, such as a phone call, instant message, videoconference or fax transmission.

RA No. 4200, Approved June 19, 1965

- An Act to prohibit and penalize wiretapping and other related violations of privacy of
communication, and other purposes.
UNLAWFUL ACTS
Sec. 1
It shall be unlawful for any person, not being authorized by all the parties to any private
communication or spoken word, to tap any wire or cable, or by using any other device or arrangement,
to secretly overhear, intercept, or record such communication or spoken word by using a device
commonly known as a Dictaphone or dictagraph or Dictaphone or walkie-talkie or tape recorder.
It shall also be unlawful for any person, be he a participant or not in the act or acts penalized in
the next preceding sentence, to knowingly possess any tape record, wire record, disc record, or any
other such record, or copies thereof, of any communication or spoken word secured either before or
after the effective date of this Act in the manner prohibited by this law; or to replay the same for any
other person or persons; or to communicate the contents thereof, either verbally or in writing, or to
furnish transcriptions thereof, whether complete or partial, to any other person:
Provided, That the use of such record or any copies thereof as evidence in any civil, criminal
investigation or trial of offenses mentioned in section 3 hereof, shall not be covered by this
prohibition.

Sec. 3
Nothing contained in this Act, however, shall render it unlawful or punishable for any peace
officer, who is authorized by a written order of the Court, to execute any of the acts declared to be
unlawful in the two preceding sections in cases involving the crimes of treason, espionage, provoking
war and disloyalty in case of war, piracy, mutiny in the high seas, rebellion, conspiracy and proposal
to commit rebellion, inciting to rebellion, sedition, conspiracy to commit sedition, inciting to sedition,
kidnapping as defined by the Revised Penal Code, and violations of Commonwealth Act No. 616,
punishing espionage and other offenses against national security:

Personal Security
Protection of personnel especially ranking official from any harm, kidnap, and others act. VIP
security is type of personnel security;

Police Security Protection Group (Pspg)

- is mandated by law to provide protective security to government officials, foreign dignitaries,
and private individuals authorized to be given protection and also provide physical security to vital
installations, and assist the Presidential Security Group (PSG) in securing the President and the
members of the First Family.

Protective Custody
- state or quality of being secured or freed from danger. It may also include the various means or
device designed to guard a persons and property against a broad range of security hazard.
 Bank Security
- a specialized type of physical security protecting the assets, personnel and operation of a bank,
with special emphasis on the precaution and measures to safeguard the cash and assets while in s
storage, in transit, and during transaction.

Bangko Sentral ng Pilipinas (BSP) Circular No. 620 Issued on September 3, 2008
- a Circular issued by BSP concerning regulations on Bank protection which aims to promote
maximum protection of life and property against crimes (robbery, theft, etc), and other destructive
causes.

Guard System
-BSP requires that all banking offices be manned by adequate number of security personnel to be
determined by the bank, taking into consideration its size, location, costs and overall bank protection
requirement.

Security Devices
-Banks are required to have a robbery alarm or other appropriate device for promptly notifying
law enforcement office either directly or through an intermediary of an attempted, ongoing or
perpetrated robbery.

In-armored Car operations

– all armored vehicles are required to be built with bullet resistant materials capable of
withstanding the firepower of high-powered firearm (M16, M14). Also equipped with a vault or safe
or a partition wall with a combination lock designed to prevent retrieval of the cargo while in transit.