What are an individual employee's responsibilities for safeguarding classified records they handle?

Every employee who is granted access to classified national security information becomes personally responsible for protecting it. Classification controls are only as strong as the daily habits of the people who handle the material, so safeguarding is an individual duty that does not transfer to a supervisor, a security office, or a records program. The core obligations are consistent across agencies, even though the precise procedures are set by each organization’s security program.

Core safeguarding duties

• Honor “need to know.” Access to a clearance level does not entitle you to every record at that level. Share classified information only with people who are both properly cleared and require it to perform official duties.
• Store it securely. Keep classified records in approved containers, rooms, or systems when not in your direct control. Never leave materials unattended on a desk, screen, printer, or in an unsecured space.
• Respect markings. Treat each record according to its classification level and any control or dissemination markings. When you create derivative material, carry forward the correct markings rather than guessing.
• Transmit and process only on approved channels. Use authorized systems and methods for storing, emailing, copying, and transporting classified information. Do not move it to personal devices, accounts, or unapproved networks.
• Dispose of it properly. Destroy classified material only through approved methods, and retain records in line with applicable schedules. Safeguarding includes the end of the lifecycle, not just active use.

Reporting and accountability

If you discover a possible loss, compromise, or unauthorized disclosure—or you spot material that appears mismarked or improperly classified—report it promptly through your security channels. Employees are also expected to support classification reviews and declassification when information no longer requires protection, so that records can move toward eventual public access where appropriate. You can explore related guidance through the declassification topic hub.

Why it matters

These responsibilities protect national security, preserve public trust, and keep the records system reliable. Following them faithfully also ensures that, when the time comes, records can be reviewed and released through proper, lawful processes rather than damaging leaks.