Document Information
| Field | Details |
|---|---|
| Document Title | [Enter Document Title] |
| Document ID | [DOC-XXX-000] |
| Document Type | [Policy / Procedure / Report / Contract / Assessment / Other] |
| Information Classification | CONFIDENTIAL |
| Business Owner | [Name / Role] |
| Document Owner | [Name / Role] |
| Department | [Department] |
| Version | [Version Number] |
| Effective Date | [DD-MMM-YYYY] |
| Review Date | [DD-MMM-YYYY] |
| Status | [Draft / Approved / Superseded / Retired] |
| Approved By | [Name / Role] |
Confidentiality Notice
CONFIDENTIAL – INTERNAL USE / AUTHORIZED RECIPIENTS ONLY
This document contains confidential information belonging to [Organization Name].
It is intended only for authorized recipients and may contain business, technical, customer, employee, financial, security, contractual, or other sensitive information.
Unauthorized access, copying, disclosure, distribution, modification, or use of this document is prohibited.
If you have received this document in error, please:
- Do not copy, forward, or use the information.
- Notify [Security/Document Owner/Information Owner].
- Delete or securely return the document as instructed.
1. Document Purpose
[Briefly describe the purpose of this document.]
Example:
This document defines the security requirements and procedures for managing [process/system/project] and contains confidential business and technical information.
2. Scope
This document applies to:
- [Department]
- [Business process]
- [Systems/applications]
- [Employees]
- [Contractors]
- [Third parties]
- [Customer/project]
- [Relevant locations]
3. Information Classification
Classification: CONFIDENTIAL
The information contained in this document may include:
- Customer information
- Business information
- Contracts
- Financial information
- Internal assessments
- Security information
- Architecture information
- Source-code or technical information
- Employee information
- Audit or compliance information
- Commercially sensitive information
The specific classification should be determined by the information owner based on confidentiality, integrity, availability, legal, regulatory, contractual, and business requirements.
4. Authorized Access
Access to this document is limited to individuals with a legitimate business requirement.
| Role / Group | Access |
|---|---|
| Document Owner | Full |
| Business Owner | Full |
| Authorized Management | As required |
| Security / Compliance | As required |
| Employees | Need-to-know |
| Contractors | Only when authorized |
| External Parties | Only with approval |
Access must follow the organization’s least-privilege and need-to-know principles.
5. Approved Storage
This document may be stored only in approved organizational systems.
Examples:
- Corporate document management platform
- Approved cloud storage
- Approved SharePoint/Google Workspace environment
- Approved project repository
- Approved GRC platform
- Approved encrypted storage
Do not store this document in:
- Personal email
- Personal cloud storage
- Unapproved file-sharing services
- Public repositories
- Unapproved messaging platforms
- Unauthorized AI tools
- Public websites
6. Document Access Controls
Where technically available:
- Require authenticated access.
- Restrict access to authorized users.
- Apply MFA.
- Use role-based access.
- Prevent unauthorized external sharing.
- Review access periodically.
- Remove access when no longer required.
- Monitor access where appropriate.
7. Copying and Distribution
Copies of this document should be created only when required for legitimate business purposes.
Before distributing a copy:
- Confirm the recipient.
- Confirm the recipient’s authorization.
- Confirm the business purpose.
- Verify the document classification.
- Use an approved transfer method.
- Apply additional protection where required.
Recipients should not redistribute the document without authorization.
8. Email Handling
Before sending this document by email:
- Verify the recipient’s email address.
- Check CC/BCC recipients.
- Confirm that the recipient is authorized.
- Use an approved corporate email account.
- Apply encryption or password protection where required.
- Avoid sending to personal email accounts.
Where possible, use a controlled document-sharing link instead of attaching multiple copies.
9. External Sharing
External sharing requires approval from:
[Document Owner / Information Owner / Business Owner / Security or Legal Team]
Before sharing externally, confirm:
- Recipient identity
- Business purpose
- Authorization
- Confidentiality obligations
- Contractual requirements
- Privacy requirements
- Data-transfer requirements
- Expiry or revocation requirements
Where appropriate, use:
- Confidentiality agreement/NDA
- Secure portal
- Expiring access link
- Password-protected document
- Encryption
- Controlled download permissions
10. Printing
Printing should be limited to legitimate business requirements.
Printed copies must:
- Not be left unattended.
- Be protected from unauthorized viewing.
- Be stored securely.
- Be collected immediately from printers.
- Be securely destroyed when no longer required.
11. Remote Working
When accessing this document remotely:
- Use an authorized device.
- Use approved authentication.
- Avoid public or unsecured networks where appropriate.
- Prevent unauthorized persons from viewing the document.
- Do not leave printed copies unattended.
- Follow the organization’s Remote Working Policy.
12. Mobile Device Handling
Confidential documents should not be downloaded to personal mobile devices unless specifically authorized.
Where mobile access is permitted:
- Device lock must be enabled.
- Appropriate authentication must be used.
- Device encryption should be enabled where supported.
- Organizational access should be removable.
- Lost or stolen devices must be reported immediately.
13. Cloud and SaaS Handling
Confidential documents may be uploaded only to approved cloud/SaaS platforms.
Before using a new platform, consider:
- Supplier approval
- Security assessment
- Privacy requirements
- Data location
- Access controls
- Encryption
- Contractual requirements
- Retention and deletion
- Exit requirements
14. AI Tool Restrictions
Confidential information must not be entered into public or unapproved AI services.
This includes:
- Customer information
- Employee information
- Confidential contracts
- Security assessments
- Vulnerability information
- Internal reports
- Proprietary source code
- Credentials
- API keys
- Production data
- Confidential business information
Use of AI services must follow the organization’s AI Acceptable Use Policy and approved AI Tool Register.
15. Document Modification
Only authorized personnel may modify this document.
Changes should:
- Have a legitimate business purpose.
- Be made by authorized users.
- Follow document/version control.
- Be reviewed where required.
- Be approved where required.
- Maintain an appropriate audit trail.
16. Version Control
| Version | Date | Change Description | Author | Reviewer | Approver |
|---|---|---|---|---|---|
| 1.0 | [Date] | Initial version | [Name] | [Name] | [Name] |
| 1.1 | [Date] | [Description] | [Name] | [Name] | [Name] |
| 2.0 | [Date] | [Description] | [Name] | [Name] | [Name] |
Only the current approved version should normally be used for business operations.
17. Document Retention
This document should be retained according to:
- Business requirements
- Legal requirements
- Regulatory requirements
- Contractual requirements
- Audit requirements
- Applicable document-retention schedules
Retention period:
[Enter retention period]
Retention owner:
[Name / Role]
18. Secure Disposal
When the document is no longer required and retention requirements have been satisfied, it must be securely disposed of.
Depending on the storage medium, this may include:
- Secure deletion
- Controlled document deletion
- Secure shredding
- Media destruction
- Removal from cloud/SaaS platforms
- Secure disposal through an approved supplier
Where required, retain evidence of disposal.
19. Confidentiality Breach
Immediately report:
- Unauthorized access
- Accidental disclosure
- Wrong-recipient email
- Unauthorized download
- Lost document
- Lost device containing the document
- Public exposure
- Unauthorized copying
- Unauthorized modification
- Sharing through an unapproved service
Report to:
[Security Team / Incident Manager / Document Owner]
Follow the organization’s Incident Response and Data Breach Response procedures where applicable.
20. Access Review
Access to confidential documents should be reviewed periodically or when significant changes occur.
Review triggers include:
- Employee joining
- Employee transfer
- Employee exit
- Contractor engagement/end
- Project completion
- Role change
- Document ownership change
- Security incident
- Change in confidentiality requirements
21. Document Distribution Register
Where formal distribution tracking is required:
| ID | Recipient | Organization | Purpose | Access Granted | Method | Expiry | Approved By | Status |
|---|---|---|---|---|---|---|---|---|
| D-001 | [Name] | [Org] | [Purpose] | [Date] | Secure Link | [Date] | [Name] | Active |
| D-002 | [Name] | [Org] | [Purpose] | [Date] | Secure Portal | [Date] | [Name] | Revoked |
22. Confidential Document Cover Page
For formal reports or documents, the following header/footer may be used:
Header:
CONFIDENTIAL – AUTHORIZED RECIPIENTS ONLY
Footer:
[Organization Name] | [Document Title] | Version [X.X] | Confidential
For highly sensitive documents:
CONFIDENTIAL – DO NOT DISTRIBUTE WITHOUT AUTHORIZATION
23. Example – Confidential Security Assessment
Document Title: SOC 2 Type II Readiness Assessment
Document ID: SEC-ASS-2026-001
Classification: CONFIDENTIAL
Business Owner: CTO
Document Owner: Security & Compliance Manager
Access: CTO, CEO, Security Team, Authorized Auditors
Storage: Approved GRC/document repository
External Sharing: Authorized auditors and approved stakeholders only
Retention: According to contractual and organizational requirements
The assessment should not be uploaded to public repositories or shared with unauthorized third parties.
24. Responsibilities
| Role | Responsibility |
|---|---|
| Information Owner | Determines appropriate classification and handling requirements |
| Document Owner | Maintains document accuracy and access requirements |
| Security/ISMS Manager | Defines and monitors security requirements |
| IT/Cloud Team | Implements technical access and protection controls |
| Employees | Handle documents according to these requirements |
| Contractors | Follow organizational confidentiality and handling requirements |
| Management | Approves access where required |
| Internal Audit | Verifies operation of document-handling controls |
25. Quick Checklist
Before creating or sharing a Confidential document:
- Classification assigned.
- Document owner identified.
- Business purpose identified.
- Approved storage location selected.
- Access restricted.
- Recipient verified.
- External sharing approved where applicable.
- Secure transfer method selected.
- Version controlled.
- Retention requirement identified.
- Disposal method defined.
- Incident reporting route identified.
26. ISO 27001 Connection
This template can support information security controls relating to:
- Information classification
- Access control
- Information transfer
- Access rights
- Documented information
- Secure disposal
- Data leakage prevention
- Endpoint security
- Cloud service security
- Supplier security
- Privacy and protection of personal information
The exact applicable controls should be determined through the organization’s risk assessment and Statement of Applicability (SoA).
27. Final Principle
Classify → Authorize → Store Securely → Access Carefully → Share Securely → Track → Retain → Dispose → Review
A Confidential document should not merely carry a “CONFIDENTIAL” label. The organization should be able to demonstrate that appropriate access, storage, sharing, retention, disposal, and monitoring controls are actually operating.