# Document Management and Confidentiality

## Confidentiality Stamp Levels

Every document **MUST** have a stamp on the title page. **No stamp = non-distributable to ANYONE.**

| Level | Who Can Access | Distribution |
|-------|----------------|--------------|
| **Restricted** | Executive management only | ELB written approval for exceptions (Board, external contractors) |
| **Secret** | C-level and above | ELB written approval for exceptions (Board, external contractors) |
| **Trade Secret** | Named group ONLY (explicitly listed on title page) | Access list modification: ELB written approval required; C-level and executives do NOT automatically have access |
| **Confidential** | All company personnel | ELB written approval for exceptions (Board, external contractors) |
| **Public** | Anyone (no NDA needed) | Can be posted on publicly accessible websites |

> **ELB special powers**: EP and EVP have implicit access to Restricted and Secret without prior review.

---

## Document Authoring Rules

1. All documents need confidentiality stamp (boss must review and approve level).
2. Copyright notice on all company documents:
   > `© [YEAR] CleverThis, Inc. This material is protected by U.S., and International copyright laws. Reproduction and distribution of this material is prohibited without prior written consent of the copyright holder.`
   >
   > Note: Copyright holder = **CleverThis, Inc.** (NOT the author's personal name).
3. Citation format: **IEEE style** (exception: journals that require their own style).
4. Language: **English** for all written work; meetings in any language unless recorded (recorded meetings = English required).
5. Scientific papers: must include CleverThis copyright + CTO as author (CTO consulted throughout).

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## Typesetting and Diagrams

### Typesetting (TTAC-approved tools)

- **Approved tools**: LaTeX, Typst, Markdown.
- TTAC templates: mandatory for all corporate documents.
- Requesting tool changes: submit to TTAC for review and approval.

### Diagramming (TDAC-approved tools)

- **Approved tools**: Kroki, CleverTempl.
- Architecture formats: PlantUML, Mermaid (via Kroki/Umlet).
- All diagrams: must comply with TDAC style guidelines.
- Diagrams bear confidentiality stamp aligned with containing document.
- Store in centralized repositories per TDAC policies.
- Proficiency in TDAC-approved tools: required for anyone writing documentation.

---

## Email System Rules

Company email = company property at all times. COO or authorized personnel may:
- Access and read emails.
- Revoke access.
- Delete accounts or data.
- Back up to corporate servers.
- Transfer ownership.

### Email Naming Conventions

- **Primary email format**: `firstname@cleverthis.com`
- **Conflict resolution**: first-come first-served; add surname letters until unique.
- One primary email per user only.

**Standard aliases** (title-linked, not person-linked):

| Alias | Routes to |
|-------|-----------|
| `chairman@cleverthis.com` | Current Board chairman |
| `CEO@cleverthis.com` | CEO |
| `COO@cleverthis.com` | COO |
| `CTO@cleverthis.com` | CTO |
| `CFO@cleverthis.com` | CFO |

- New aliases: COO approval required.
