JAMMU: The Government of Jammu and Kashmir has issued a critical circular emphasizing the need for discretion in handling official communications that involve sensitive, secret, or confidential information. This directive, outlined in Circular No. 26-JK(GAD) of 2024, dated November 22, 2024, addresses the increasing trend among officials to utilize third-party communication platforms such as WhatsApp and Gmail for transmitting classified information, which poses significant security risks.
Key Points from the Circular
1. Risks of Third-Party Tools:
The circular highlights that using non-governmental tools for sensitive communications can lead to unauthorized access and potential data breaches. These platforms lack the necessary security protocols to safeguard classified information, which could jeopardize governmental operations.
2. Recommended Communication Channels
To mitigate these risks, the administration strongly recommends using government email services (NIC email) or secure instant messaging platforms like CDAC's Samvad and NIC's Sandesh for sharing confidential and restricted information. It is crucial that officials do not downgrade the classification of documents unnecessarily.
3. Classification of Information
Classified information is categorized into four levels: TOP SECRET, SECRET, CONFIDENTIAL, and RESTRICTED. The circular mandates that TOP SECRET and SECRET documents must not be shared over the internet and should only be communicated over closed networks with robust encryption mechanisms.
4. Security Protocols for e-Office System
Departments are instructed to implement stringent security measures for their e-Office systems, including firewalls and VPN access. Only authorized personnel should have access to sensitive information, with TOP SECRET and SECRET data shared exclusively over secure networks.
5. Guidelines for Video Conferencing
For official video conferences, only government-approved solutions should be utilized. Meeting credentials must be restricted to authorized participants, and additional security features like waiting rooms should be employed. Importantly, no classified information should be discussed during these meetings.
6. Work-from-Home Security Measures
Officials working remotely are advised to use secure devices connected through VPNs and firewalls. The sharing of TOP SECRET and SECRET information in a home environment is strictly prohibited.
7. Restrictions on Digital Assistants
The use of digital assistant devices such as Amazon Echo or Google Home is discouraged during discussions involving classified information. Officials are instructed to turn off these devices and deposit smartphones outside meeting rooms when handling sensitive topics.
Compliance and Consequences
The circular concludes by stressing the importance of adhering to these guidelines to maintain the integrity and confidentiality of official communications. Non-compliance may result in disciplinary actions as deemed appropriate by the administration.
This directive reflects a proactive approach by the Jammu and Kashmir administration to enhance security measures surrounding sensitive communications, ensuring that officials remain vigilant against potential threats posed by modern communication technologies.
