Security briefing for the Minister of Fisheries and Oceans and the Canadian Coast Guard

Security briefing overview

• Responsibilities
• Departmental assistance
• Security screening
• Sensitive information
• Information Technology
• Information management and security
• Personal safety & travel
• Foreign intelligence
• Summary

Security responsibilities

• Ministers are personally accountable for the security of their staff, offices and sensitive information in their custody
• Deputy Ministers are responsible for security in the Department through the Chief Security Officer (CSO) Dominic Laporte and the Deputy Chief Security Officer (DCSO) Dawn Pearcey

Departmental assistance

• The CSO is a critical contact for supporting security needs of the Minister and his office
• Designate a senior officer to act as a point of contact with the CSO and DCSO
• Engage early to identify needs and build relationship

Security screening

• Ministers do not receive a security clearance; they undergo a comprehensive vetting prior to appointment
• Secret security clearance, at minimum, required for all ministerial staff before they start work, including interpreters travelling with Ministers
• The DCSO will process clearances and brief your staff

Sensitive information

• Classified Information (e.g. intelligence, national defence, international affairs)
  • Injury to national interest if disclosed
  • Levels — Confidential, secret and top secret
• Protected Information (e.g. tax returns, medical records, trade secrets, witness protection information)
  • Injury to non-national interests if disclosed
  • Levels — Protected A, Protected B and Protected C

Cabinet confidences

• Cabinet confidences refer to information in relation to matters discussed or to be discussed in Cabinet or committees of Cabinet (e.g. memoranda to Cabinet, Treasury Board Submissions, Cabinet decisions)
• Cabinet confidences are sensitive (generally marked secret) and require special handling
• “Cabinet Documents” administered by PCO are tightly controlled
  • Bar-coded
  • Not to be reproduced under any circumstance
• Loss or compromise of Cabinet confidences must be immediately reported to PCO

Protection of sensitive information

• Avoid sensitive discussions and exposing sensitive information where unauthorized people may overhear or see it
• Only share sensitive information with those with a valid “need to know” and who are authorized to access the information
• Use security approved equipment (filing cabinets, shredders, briefcases, secure phone/fax) for storage and transmittal

Use of technology

• The DFO network is suitable for storing Protected A information, or Protected B information that has been encrypted
• The network is not authorized for storage of Secret documents
• Many technologies are not secure and cannot be used to discuss sensitive issues 
  • House of Commons IT systems
  • Internet and wireless devices (e.g. iPad, mobile phone)
  • Social media (e.g. Facebook, BBM)
  • PIN-to-PIN messaging
• Use secure phone/fax when discussing sensitive information, landline phone for other discussions

Information management and security

• Fisheries and Oceans Canada and the Canadian Coast Guard often deal with information pertaining to trade, research and development, and national security
• In order to ensure that this information only remains accessible to individuals with the requisite security clearance and the need to know, internal information management and security requirements are enforced
• The Information Management Branch is available to provide information and training on recordkeeping practices and legislative requirements related to ministerial records
• In terms of information security, the Chief Information Officer is tasked with implementing IT risk mitigation initiatives for the Department

Personal safety and travel

• RCMP will support your personal safety based on threat assessment
• RCMP & Department of Foreign Affairs should be informed of your foreign travel plans
• CSIS will provide information on foreign threats
• Check with DCSO on use of mobile devices
• Travel BlackBerry should be used for foreign travel
• Driver should attend security awareness session for Ministers’ drivers

Foreign intelligence

• Ministers and their staff and family may be targeted for intelligence gathering
• Be familiar with techniques to elicit sensitive information
• Consider security implications of receiving foreign dignitaries in your office
• [Information was severed in accordance with the Access to Information Act.]

Summary

• Build a culture of security awareness within your organization from the onset
  • Always be aware of and adhere to security procedures and guidelines
  • Always be aware of surroundings and threats
  • Always report suspicious activities or incidents at the earliest opportunity
• Threats are real and will continue to evolve but can be effectively mitigated