Fortifying USASAC's security posture: CSPD supports Records Management Month

April is Records and Information Management Month. For the U.S. Army Security Assistance Command workforce, the observance is an opportune time to recognize that records management is not just about administrative efficiency; it is a critical aspect of the command's overall security posture. In the Army, information is a weapon, and records—both physical and digital—are arsenals that must be defended. This isn't just good practice; it's essential to maintaining Operational Security (OPSEC) and safeguarding our mission.

“There is all manner of sensitive information residing within the command's records: operational plans, intelligence reports, personnel data, logistics information,” said Brad Reed, USASAC Command Security Program Division chief. “Compromised records can jeopardize missions, expose vulnerabilities, and undermine national security. This month, the CSPD challenges the workforce to view records management through a tactical lens by identifying weak points and reinforcing defenses.”

A few factors to consider when it comes to records management weak points are storage, disposal, personnel access, and compromise reporting procedures.

“Questions the workforce should routinely ask themselves regarding records include ‘Where are classified documents stored, and does that storage meet regulatory requirements?’” said Reed. “In that same vein, they should ask, ‘What is the proper procedure for destroying records?’”

Personnel should also be cognizant of who has access to sensitive information. For example, leaving a classified document on a printer where non-authorized employees can access the information could lead to a catastrophic breach.

If a member does not know the proper storage or destruction procedures or should improper storage, destruction or access indeed prove to be a weak point and lead to compromise, it’s important to reach out to their security manager.

Once weak points are identified, personnel can take the following steps to reinforce defenses for records and information:

1. Implement Stringent Access Control: Enforce multi-factor authentication, strong password policies, and role-based access controls. Restrict access to sensitive information based on a verified need-to-know.
2. Encrypt and Protect Data at Rest and in Transit: Encryption is not a luxury; it is a necessity. Utilize approved encryption methods for all sensitive data, whether stored on servers, laptops, or removable media.
3. Secure Physical and Digital Storage: Sensitive Compartmented Information Facilities, locked containers, secure servers, and offsite backups are critical layers of defense. Treat information security with the utmost care and vigilance.
4. Enforce Strict Retention and Disposal Policies: Adhere to Army regulations for record retention and disposal. Ensure that classified materials are destroyed according to approved procedures, eliminating the risk of compromise.
5. Train Your Personnel to be Security-Conscious: Regular security awareness training is paramount. Complete mandatory training.
6. Maintain Continuous Security Posture: The threat landscape is dynamic. Regularly review and update your security measures to address evolving threats and vulnerabilities.

“Records and Information Management Month is a critical opportunity to strengthen your command's security posture,” said Reed. “It should not be treated as a routine administrative task but instead as a crucial element of mission readiness and force protection. Fortify your records and information defenses – the security of USASAC’s information, operations, and personnel depends on it.”