If a user doesn't have the required security clearance, then they won't be able to see files that have been classified. For example, if a file has been classified as Top Secret, then:
- User 1 (Top Secret clearance) - can see and work with the file, following the usual SkyVault permission rules
- User 2 (Confidential clearance) - doesn't see the file
- You must have permissions to edit the file. Usually this means having a site role of Contributor or higher to classify your own content and Collaborator or higher to classify other's content.
- You must have been given a security clearance higher than No Clearance
You also can't classify a file higher than your own security level. So if your security clearance is Confidential, you can't classify a file as Top Secret.
- In the Document Library of a SkyVault site hover over a file and select More, then Classify.
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Select a classification from:
- Top Secret
- Secret
- Confidential
- Unclassified
Tip: If you select unclassified then the file will be available to all users. - Enter a classification agency, for example, government or other body (optional).
- Select one or more classification reasons from the list of available reasons.
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You can optionally set a Downgrade Schedule or a
Declassification Schedule.
Downgrade Schedule
Set a schedule for when the file will be downgraded, for example, from Top Secret to Secret. You can enter a specific date for the downgrade to take place, an event that means a downgrade should be considered, and instructions on how to carry out the downgrade. All of these are optional, but once you've entered a downgrade date, event, or both, you're required to enter instructions.
Declassification Schedule
Set a schedule for when the file will be declassified. These means setting it's classification level to Unclassified. You can enter a specific date for the declassification to take place, an event that means declassification should be considered, and exemptions for when declassification shouldn't take place. All of these are optional.
Note: Downgrade and declassification schedules are not automated. Any reclassification needs to be done manually. -
Click Classify.
The file now displays its classification level, and can only be seen by those with the required security clearance (unless it has been set as Unclassified). The option to Share the file is no longer available for Top Secret, Secret, or Confidential files. When the file is declared as a record it retains its classification level.
The classification reason and all classification-related properties can be seen in the Properties when you preview the file.
Note: When you classify a file it isn't added to the Records Management site File Plan. If you want to create a record from it you still need to declare the file as a record.If you delete a classified file then it's permanently deleted and isn't available in your Trashcan. File data is overwritten and can't be recovered.