You only send or process sensitive information on approved computers and networks. Do not store, process and/or transmit Protected C or Classified information on DWAN. Remember to encrypt Protected B information on DWAN. Photo Jules Xavier/Shilo Stag
Stag Special
How aware are you about your security in the workplace?
Here’s some advice from commissionaire Dave Strickland with 1 MP Shilo Platoon’s IC Security Services.
Have you completed the mandatory (DLN) security awareness training A230 or the Security awareness course COR310 through Canada School of Public Service (CSPS)?
Security is about co-operation. By working together, we reduce the organization’s vulnerability to threats and risks, which is why it is important that you understand your security responsibilities.
- A good start is by completing the mandatory security awareness course.
You also keep your ID card or building pass safe and display them where authorized.
Depending on where you work, you may be issued a building pass, an ID card or both. Always wear your building pass and carry your ID card, and don’t hesitate to tell others to do the same.
When you’re not within defence establishments, remove and conceal your building pass.
- Your reliability status and/or security clearance is up to date.
Depending on what position you hold at DND/CAF, you will have a reliability status and may have a security clearance. A reliability status evaluates your trustworthiness and honesty, and a security clearance evaluates your loyalty to Canada.
Even if you previously held a different level of security clearance, you will only be screened to the level required for your current trade or position.
- Having your security screening up-to-date is a requirement for working at DND/CAF.
It’s your responsibility to know when your clearance is due for an update — and to get in touch with your USS to complete the process.
- You never discuss or access DND/CAF information in public places — elevators, buses, taxis, coffee shops, restaurants — or with anyone who doesn’t have the right clearance/status and a need-to-know.
- When escorting visitors, you stay with them at all times.
If you are escorting visitors in a defence establishment, it is your responsibility to remain with them as you are accountable for their activities at all times.
Most visitors will need a minimum of a reliability status to access defence establishments. This requirement applies primarily to Canadian industry personnel and personnel from other government departments (OGD). A formal Visit Clearance Request (VCR) may need to be initiated.
Peruse chapter eight of the NDSODs for Industry and OGD personnel and chapter four for community, cultural, social or training requirements.
Visits by foreign military or foreign government departments are the responsibility of Director Foreign Liaison 3 (DFL 3).
Remember, if you see someone unfamiliar in your work area, don’t hesitate to ask: “Can I help you?” If the person is a visitor who should be escorted, take them back to an access control point or locate the person accountable for them.
- If you suspect a security violation has occurred, you report it to your USS or ISSO.
- Your desk is kept clear and is cleaned every day after work, to ensure nothing sensitive has been left out.
A clean workspace is essential. If you keep your work area clean and tidy, you and your colleagues will be able to spot changes — a missing document, papers that have been disturbed or a suspicious item.
When you are in possession of sensitive information or assets, they must be locked up when not in use. Protected A information is to be kept in a locked container.
For Protected B and higher, you need to use a DND/CAF approved cabinet. You will need to change combinations every year, or sooner, if compromise is suspected or if you change position.
Protecting the keys and combinations you are issued is your responsibility, and any loss or compromise must be reported to your USS immediately.
- Your computer is locked ( + L or Ctrl + Alt + Delete) when you are away from your desk, and you’re logged off when you leave at the end of the day.
- You use social media responsibly and carefully.
As a DND employee or CAF member, your interaction on social media is held to a high standard. Social media will not compromise the security of DND/CAF, but ill-informed personnel or improper use by Defence Team members may.
Use good judgment in what you post to maintain Operational Security (OPSEC) and uphold the reputation of DND/CAF.
If you are setting up an official DND/CAF social media account, follow the mandatory setup procedures through ADM (PA).
Your activity on social media will be followed by family, friends and colleagues, but may also be monitored by Canada’s adversaries, who will try to gather large quantities of information to create a mosaic effect revealing the activities of DND/CAF.
Before posting on social media, pay special attention to: making sure any information you post on personal social media belongs to you
and not to DND/CAF; identifiable personal information — home address, telephone numbers; information concerning future, current or past postings/employment, activities and travel plans for yourself and others; the privacy settings of social media accounts; photographs and videos concerning DND/CAF personnel, information, assets or resources; the buildup, or ‘aggregate’ of information which is posted on social media over time; the metadata or geo tagging of photos and videos, which can contribute to the aggregation of information; attachments or third party applications on social media websites, which are sometimes hacked or compromised; and anything that might put you or your family at risk.
- Cyber Crime —today’s cyber criminals can use even innocuous information — your address, recent whereabouts, the identities of your family— to direct targeted phishing attacks against you, or those close to you. Think before you post.
- Your passwords and combinations are changed regularly and kept safe — which means not under the mouse pad.
Do not share your password(s) with anyone, and change your passwords regular basis.
You will need to change combinations every year, or sooner, if compromise is suspected or if you change position. Talk to your USS if you require help changing combinations.
- You notify DGDS of travel plans outside Canada and the USA well in advance by completing your Notice of Intent to Travel.
For Notice of Intent to Travel (NOIT), visit https://mcs-lcm.forces.mil.ca/noit
Check out travel security guide Far From Home visiting:
- You only send or process sensitive information on approved computers and networks.
Do not store, process and/or transmit Protected C or Classified information on DWAN. Remember to encrypt Protected B information on DWAN.
- You are aware of your surroundings in order to notice packages or items which are out of place and report them to the floor or building emergency authority.
Don’t wait for an emergency authority to determine whether your space is secure. If you see a package, parcel or anything which looks out of place, or see a USB key or other technology which shouldn’t be there, let a security practitioner know — even if it is a false alarm, it’s better to be safe than sorry.
DND employees and CAF members know their own work areas and are the first line of defence against suspicious articles that may be left there.
Remember — on discovering a suspicious object, you must not touch or attempt to move the object. Immediately notify the floor or building emergency authority.
- You are aware of your local emergency evacuation plan and unit rally point.
In a critical incident situation, a building evacuation could take place. It is always a good practice to be aware of the exits, assembly points and emergency plans. Do you know where to meet up with your unit or section following an evacuation?
By implementing and practicing an emergency plan, you are in a better position to respond to critical incidents.
If your building is in lock-down, doors will be locked, blinds drawn and light sources minimized, and you must follow the instructions of security practitioners and move to a safe location in the building away from halls, windows and washrooms.
Keep your mobile phone off to prevent overloading the lines of communication, as authorities resolve the situation. Ignore other alarms including fire alarms until the “all clear” is given.