Teleworking Best Practices

The exceptional circumstances arising from the COVID-19 pandemic means we will have to modify the way we work in order to maximize the use of ESDC’s technology. The following guidelines will help ESDC employees to best leverage available technology while working from home.

  • What you can do

    Limit your time connected to the network through Virtual Private Network (VPN) and AppGate

    Wherever possible, connect to VPN or AppGate for short periods during the day to get what you need, then disconnect so others can do the same. Consider varying the times that you connect in order to avoid peak periods.

    When you are establishing a VPN connection:

    • You are recommended to use the VPN gate based on your location of work as listed below:
      • srv541.services.gc.ca - MCT: Newfoundland and Labrador, Nova Scotia, Prince Edward Island, New Brunswick
      • srv542.services.gc.ca - KEC: National Capital Region, Manitoba, Saskatchewan, British Columbia, Nunavut, Northwest Territories, Yukon
      • srv543.services.gc.ca - MTL: Quebec, Ontario (excluding NCR), Alberta
    • You may encounter connection issues from time to time. If you do, please try a different VPN gate.

    While you are connected:

    • With VPN, your email will automatically synchronize. You will have to access to all your emails, and any emails that you tried to send while you were not connected to the network will be sent.
    • Make copies of documents you need to work on (e.g. from SharePoint, shared drives) while you are not connected. When you connect again, upload the documents to their original locations. Make sure to inform your colleagues of the documents you are working on in order to avoid version control issues.  
    • Download large documents outside of normal business hours.
    • Be aware of the Information Categorization Tool, sensitivity and appropriate handling requirements of any documents you are copying locally.

    Reduce bandwidth usage

    Video streaming takes up a lot of bandwidth. You should refrain from using:

    • Social media (YouTube, Facebook, Twitter, Instagram, etc.)
    • Online training materials (video or audio courses). Download the material and log off the network, or use your personal computer.
    • Measures will be implemented very soon to block video content as a matter of best practice during a major incident where bandwidth needs to be reserved for business purposes.

    Cancel all non-essential online meetings. If a meeting is essential:

    • Limit the participants to only those who are absolutely required.
    • Use teleconference if possible instead of video conference or Skype for Business video calls.
    • Send documents required for the meeting  in advance so that meeting participants can have the documents stored locally prior to the meeting.

    Use alternate forms of communications that do not require VPN.

    • If you have an ESDC mobile phone connected to your work email, use it whenever you can.
    • Blackberry Messenger Enterprise (BBME) can be used for communications up to and including Protected B.
    • Use public cloud services to collaborate with colleagues on Unclassified work (e.g. FaceTime, MS Teams, Google HangOuts, Slack, etc.).

    Exercise caution online

    Malicious cyber actors are quick to take advantage of high profile events, particularly those that cause worry and concern.

    • The Canadian Centre for Cyber Security has seen an increase in phishing emails and fake websites related to COVID-19.
    • Do not click on links or open attachments of which you are unsure.
    • Report any suspicious emails using the fish hook button in Outlook.
  • How you can prepare yourself

    Bring your ESDC mobile phone and laptop or tablet home daily, if you have one.

    If your workplace closes unexpectedly, it will be very difficult for you to access the building to retrieve your devices.

    If you have both VPN and AppGate, plan to use VPN.

    • AppGate requires your work computer to be powered on at the office. If the power goes out in the building or your computer is turned off or unplugged, you will not be able to connect using AppGate.

    If you are required to work from home, set up a home workspace.

    Make sure you have an appropriate workspace including a comfortable chair and space for your tablet or laptop and phone.

    • Ensure you have a lockable filing cabinet or room for any work related materials that need to be stored securely when not in use.
    • Take frequent short health breaks.
  • For more information

Please contact your manager if you have any questions or concerns.