Project Construction Department Confidentiality Policy
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Confidentiality Policy for the Project Construction DepartmentUnit: Prepared by: Reviewed by: Date:
(1) Article 1 of the Confidentiality Policy for the Project Construction Department: This policy is formulated in order to implement the company’s Confidentiality Policy and ensure the security of the company’s technical secrets. Article 2: The Project Construction Department shall establish a confidentiality management unit, which, under the leadership of the company’s confidentiality work leadership team, is responsible for overseeing, supervising, and inspecting the confidentiality efforts within the project construction department. The head of the Project Construction Department serves as the head of the organization; the section chiefs and deputy section chiefs of the Project Construction Department are members of the organization, with part-time confidentiality officers appointed as well. Article 3: It is necessary to persist in providing confidentiality training for employees, raising their awareness of confidentiality, implementing confidentiality responsibilities, and clarifying such responsibilities. One should be conscientious about maintaining confidentiality in their own role; not only must they be familiar with what constitutes corporate secrets, but they must also act in accordance with the confidentiality policies when responding to inquiries from visitors regarding the company’s secret matters. Article 4: Strictly enforce the \"Confidentiality Policy\" of the project construction department, safeguard the company’s secrets, eliminate potential risks of information leakage, and close any loopholes that could lead to such leakage. Article 5: The receipt, dispatch, registration, numbering, distribution, and storage of project construction technical documents are the responsibility of dedicated personnel. Article 6: The receipt, dispatch, use, copying, excerpting, storage, and destruction of technical documents related to project construction must be carried out in strict accordance with the approved procedures. Article 7: All technical documents, contracts, agreements, memorandums, instructions, and other materials obtained by the project construction department in the course of carrying out its work and tasks must be promptly and completely handed over to the department’s document keeper for storage; they shall not be kept privately. Article 8: The printing quantity of technical documents related to project construction shall be strictly controlled, numbered, and records of those who take them shall be kept. Article 9 Project proposals, feasibility study reports, preliminary design documents, as well as other project-related materials related to construction drawings shall not be lent casually to persons unassociated with the project. Article 10: The project construction department shall assign a dedicated person to store all documents related to the construction process. These documents may be borrowed only with the approval of the head of the project construction department, and such borrowing shall be recorded in writing. Article 11: Upon receiving technically sensitive documents, the project construction department must immediately inform the head of the department, and the confidentiality team shall then determine the level of sensitivity for those documents. Once the classification level is determined, a stamp indicating that classification level must be applied to the cover of the documents as a warning, and all documents are to be registered and stored by a designated person. Article 12: Classified technical documents must be stored in locked filing cabinets and, in principle, shall not be lent out. If it is truly necessary to borrow, lend, photocopy, or reproduce such documents for work purposes, the following procedures must be followed: 1. The borrowing, lending, photocopying, or reproduction of top-secret documents requires approval from the director of the project construction department. 2. The borrowing, lending, photocopying, or reproduction of confidential materials must be approved by the director of the project construction department. 3. The borrowing of classified materials must be approved with the signature of the project construction department head. Article 13: The number of copies of classified materials must be strictly controlled, and a record must be kept, indicating the serial numbers of the copies. Those who hold the copies are required to ensure that they are not copied again. Article 14: Persons handling confidential information (users, managers, and transmitters of classified materials) must sign a confidentiality agreement with the company. Article 15: In the event of any violation of the provisions above, the parties involved shall be responsible for all resulting consequences. In cases of serious violations, the company will pursue legal action against the relevant parties and their supervisors. Article 16: When company employees leave the company or retire, they must return all borrowed materials, with the person in charge of the archives signing for confirmation. (II) Provisions on accessing and borrowing archives: Article 1 states that to access classified technical materials, relevant approval procedures must be followed, and approval from the director of the project construction department is required. Article 2: Access to bidding, contract documentation (evaluation records) requires approval from the director of the project construction department. Article 3: Third-party organizations wishing to consult our company’s archives must provide a letter of introduction from their organization, and be escorted by a staff member from the department responsible for the relevant matters covered by the archives; they must also follow the procedures specified in the aforementioned articles to obtain access to them. Article 4: When accessing or copying project construction records, a dedicated personnel must be present ； The reproduction of project construction records must be signed by the leader of the department to which they are transferred and by the leader of the parent company. Article 5: When archives need to be borrowed from the archive room for work purposes, strict signing procedures must be followed. The borrowed archives should be returned as soon as possible, with a maximum period of five days. To lend out a company vehicle, it must be approved by the head of the project construction department. Article 6: The signing and approval process must specify the content to be accessed and the purpose of the access; if borrowing is required, the return date must also be indicated. (III) Confidentiality Responsibilities of the Project Construction Department: Article 1 – Implement the **Confidentiality Law** and relevant superior regulations on confidentiality, and ensure proper protection of confidential documents. Article 2: Employees of the project construction department must attach great importance to confidentiality, set an example by themselves, and faithfully comply with the Party’s and **’s confidentiality regulations as well as various confidentiality protocols. Article 3: The confidentiality management of employees in the project construction department is governed by the principle of \"whoever is in charge is responsible,\" with specific management carried out according to a hierarchical responsibility system. Article 4: When receiving, storing, and providing access to archives, employees of the project construction department must carefully verify, sign, register, and cancel entries in accordance with relevant regulations, to ensure a systematic organization and clear records. Article 5: For archival materials that need to be destroyed after appraisal, an appraisal report shall be prepared in accordance with relevant regulations, registration for destruction shall be carried out, and after approval by the competent supervisor, the destruction shall be supervised by at least two persons. Article 6: Employees of the project construction department must strictly safeguard **confidential information; they are not allowed to copy or disseminate the contents of classified documents at will, nor are they permitted to use their authority to photocopy such documents privately. Article 7: Office automation devices such as computers used by employees in the project construction department must be subject to strict confidentiality measures to prevent information leaks. Article 8: For the job-related documents and materials of employees in the project construction department, strict control must be exercised over the number of copies and the scope of distribution; furthermore, they must be labeled with numbers, classification levels, and retention periods. Article 9: For confidential projects entrusted to external entities, a confidentiality agreement must be signed, requiring them not to disclose such secrets to any third parties. Article 10: Employees of the project construction department shall not include any secrets related to the company or confidential project details in the papers they publish, nor in their inspections, studies, technical exchanges, or external interactions. Project Construction Department