Department of Justice Guide on Security for Legal Agents
Annex B: Transport and Transmittal
TransportFootnote 1 and transmittalFootnote 2
The following information provides guidance on the appropriate transport and transmittal of information between authorized persons only and is based on the need-to-know principleFootnote 3.
Product and sensitivity
Transport withing building
- Protected A and Protected B: Transport discreetly in a cover/file folder with no security markings
- Protected C: Transport discreetly in a sealed envelope appropriately addressed with no security markings
- Confidential: Transport discreetly in a cover/file folder with no security markings
- Secret and Top Secret: Transport discreetly in a sealed envelope appropriately addressed with no security markings
Transport outside building
- Protected A and Protected B: Information must be in a single sealed envelope with no security markings and appropriately addressed. Transport in a commercial case/pack
- Protected C: Information must be in nested envelopes. The inner envelope must be security marked and taped. Both envelopes must be appropriately addressed. Transport in an approved dispatch case.
- Confidential: Information must be in a single sealed envelope with no security markings and appropriately addressed. Transport in a lockable commercial case/pack.
- Secret and Top Secret: Information must be in nested envelopes. The inner envelope must be security marked and taped. Both envelopes must be appropriately addressed. Transport in an approved dispatch case.
Conversation
Do not disseminate information to people who do not have the need to knowFootnote 3 and do not discuss in public spaces.
By phone: JUS to Government of Canada Federal Entities
- Protected A: Use MS Teams, wireless phones or landlines.
- Protected B: Both users must use the MS Teams call or videocall app found on approved government device(s).
- Protected C, Confidential, Secret and Top Secret: Use telephone equipped with an approved encryption device in the appropriate Security Zone. Contact IT Security.
By phone: JUS to general public
- Protected A: Use MS Teams, wireless phones or landlines.
- Protected B: MS Teams, wireless phones and landlines can be used, speak discreetlyFootnote 4.
- Protected C, Confidential, Secret and Top Secret: Contact IT Security.
Transmit within building
Transmit by departmental messenger service in a single, sealed envelope with no security markings and appropriately addressed or transport information by hand. Refer to transport within building.
Transmit outside building
- Protected A and Protected B: Information must be in a single sealed envelope with no security markings and appropriately addressed. Transmit information by departmental messenger service and use “Transmittal Note and Receipt” form (GC 044). If departmental messenger service is not available and delivery is urgent and essential, contact Corporate Security.
- Protected C: Refer to Secret and Top Secret guidance – Transmit outside building.
- Confidential: Refer to Protected A and B guidance – Transmit outside building.
- Secret and Top Secret: Information must be in nested envelopes. The inner envelope must be security marked and taped. Both envelopes must be appropriately addressed. Outer envelope: TO BE OPENED ONLY BY (Name/Position); address and return address. Inner envelope: Should show the address of the recipient, the address of the sender, the highest security classification and taped.
Transmit information by departmental messenger service and use “Transmittal Note and Receipt” form (GC 044). If departmental messenger service is not available and delivery is urgent, contact Corporate Security.
EmailFootnote 5
- Protected A: Departmental/ Government approved e-mail
- Protected B: Encrypt with PKI/ Entrust (MyKey)
- Protected C: Contact IT Security
- Confidential and Secret: Refer to Protected A and B guidance – Transmit outside building. Use Secret network of GAC (C6) or the government of Canada Secret Infrastructure (GCSI). Contact IT Security for more information.
- Top Secret: Contact IT Security
Storage
The following information provides guidance on the appropriate storage of information.
Product and sensitivity
Minimum zone
- Protected A and Protected B: Operation ZoneFootnote 6
- Protected C, Confidential and Secret: Security ZoneFootnote 7
- Top Secret: High Security ZoneFootnote 7
Electronic
- Protected A and Protected B: Stored on Departmental networks, shared drives, shared folders, hard drives, CD/Diskettes (labelled) or approved Departmental USB key (labelled)
- Protected C, Confidential and Secret: Secure networks only (Secret network of GAC (C6)/Government of Canada Secret Infrastructure (GCSI))
- Top Secret: Contact IT Security
Paper
- Protected A and Protected B: Locked up in a filing cabinet, overhead bins, desk drawers or locked roomFootnote 8
- Protected C: RCMP approved dial safe
- Confidential and Secret: RCMP approved security container with an integral lock
- Top Secret: RCMP approved dial safe
Keys
KeysFootnote 9 used to open/close security containers or access security zones must be safeguarded in accordance with the highest sensitivity of the information or asset to which the keys provide access.
Destruction
Product and sensitivity
Paper
- Protected A: Commercial shredder that reduces paper fragments to 10mm wide
- Protected B: Approved shredder (type III) that reduces paper fragments to 2mm x 15mm
- Protected C: Approved shredder (type II) that reduces paper fragments to 1mm x 14.3mm
- Confidential: Approved shredder (type III) that reduces paper fragments to 2mm x 15mm
- Secret and Top Secret: Approved shredder (type II) that reduces paper fragments to 1mm x 14.3mm
Electronic
- Contact the Service Desk.
Declassifying
- Information is protected or classified only for the necessary amount of time and might lose its sensitivity after time passes or when specific events occur. Only the originatorFootnote 10 can declassify or downgrade information. Contact Corporate Security for more information.
- Date modified: