ESDC Secure Briefcase Tagging Process

Corporate Security

July 2017

Context

Employment and Social Development Canada (ESDC) procures an important number of secure briefcases to be utilized by employees when transporting protected and classified departmental information and material assets.

Secure briefcases are not equipped with a locating device to be able to return the briefcase to the owner/manager in the event that it was misplaced, lost or stolen while travelling. This presents a risk that sensitive departmental information within the briefcase could be disclosed to unauthorized individuals.

Purpose

The purpose of the Secure Briefcase Tagging Process aims to:

• Ensure all existing and newly acquired RCMP approved secure briefcases are inventoried and tagged with the concerned Regional Security Office (RSO) phone number and email address;
• Keep an up-to-date inventory of all RCMP approved secure briefcases within ESDC;
• Allow the person who found the RCMP approved secure briefcase to contact the concerned Regional Security Office (RSO) via email or phone the RSO for steps on returning briefcase; and
• Establish a procedure for the RSO to ensure the return of the secure briefcase to the owner/manager.

Scope

The Secure Briefcase Tagging Process covers all RCMP approved sanctioned secure briefcases within ESDC used for the transportation of protected, classified information and material assets.

Roles and Responsibilities

• The Departmental Security Officer is responsible for ensuring the implementation of the Secure Briefcase Tagging Process of ESDC.
• Corporate Security is responsible for:
  • Keeping a departmental inventory of all ESDC RCMP approved secure briefcases
  • Maintaining documentation related to the Process
  • Providing support to the RSO in the implementation of the Process
  • Coordinating the ordering of the briefcase tags and supplying the tags to the regions as required.
• Regional Security Offices are responsible for:
  • Maintaining an inventory of RCMP approved secure briefcases for their regions by updating the secure briefcase inventory list located on the SharePoint site (link) after any changes. Please note, Corporate Security (NCR) will have access at all times to this inventory
  • Ensuring that all RCMP approved secure briefcases in their region are tagged (Please note in certain regions, the procurement of RCMP approved secure briefcases is done by the Managers)
  • Reporting a lost secure briefcase in the Security Incident Tracking Tool and recording the briefcase tag number
  • Advising the briefcase owner/manager of a secure briefcase found and assist the owner/manager in coordinating the return of the secure briefcase
• Managers are responsible for:
  • Purchasing and ensuring that RCMP approved secure briefcases are used for the transport of protected and classified information and material assets (Please note in certain regions, the procurement of RCMP approved secure briefcases is done by the RSO)
  • Contacting the RSO upon receipt of a newly acquired RCMP approved secure briefcase in order to request an ID tag with a unique identifier
  • Affixing the tag to the briefcase and sending an e-mail to the RSO to confirm that the briefcase has been tagged
  • Providing the RSO with the required information for the secure briefcase inventory list

Secure Briefcase Inventory List (Annex A)

• The RCMP approved secure briefcase regional inventory list will be maintained by the RSO and saved to SharePoint site for accessibility from NHQ
• The secure briefcase inventory list contains:
  • The contact information as it appears on the briefcase tag (RSO)
  • A unique identifier (identification number) for the secure briefcase (this number also appears on the tag)
  • The contact information of the owner/manager of the briefcase (Name, Region, Phone Number & email address). For offices where the secure briefcase can be used by several individuals, the name and contact information for the Office Manager will be used

Briefcase Tags

• Made of weather-proof plastic
• Information on the tag includes:
  • If found, please contact RSO immediately
  • The unique identifier (identification number) from the inventory list
  • The contact information for the RSO
    • RSO and Region (no name)
    • Phone Number and Email address

RCMP Approved Secure Briefcase Inventory List

Tag Contact Information

Regional Security Office ________ Region

(RSO Email address, RSO Name, RSO Phone Number)