12-31 – Access to and Security of Sensitive Information

Cadet Administrative and Training Orders (CATOs)

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• Purpose
• Access to Sensitive Information
• Designation of Information
• Storage and Transmission of Protected Information

Purpose

1. This order describes the policy concerning the access to and the security of sensitive information. It supersedes the Canadian Forces Cadet Policies and Procedures, Article 9003, dated 1991, and it summarizes select sections of the National Defence Security Policies. 

Access to Sensitive Information

2. Protected Information. An Enhanced Reliability Check and a need-to-know are prerequisites for access to any level of protected information. CF personnel and civilian instructors who have not undergone such a check, as a part of their enrolment or employment procedures shall do so before accessing protected information.

3. Unit COs will ensure that both of these prerequisites are met by any personnel before allowing access to protected information.

4. Classified Information.  Access to classified information is limited to those with the appropriate security clearance.  Information deemed sensitive in the national interest will be classified by the amount of injury that could reasonably be expected to be caused to the national interest.  No classified material should be found at cadet corps/squadron level.

Designation of Information

5. Documents deemed sensitive in other ways than in the national interest and which are excluded from release under the provisions of the Access to Information Act or the Privacy Act (i.e. personal information) shall be designated PROTECTED.

6. The level of PROTECTED designation shall be determined by applying the following injury test:

1. PROTECTED A. This designation is to be applied to that information sensitive in other ways than in the national interest, where injury that would result from compromise would be minimal. This information, while safeguarded in Government, is commonly found in the public domain. Examples include: names, addresses, telephone numbers, exact salary figures, etc.;
2. PROTECTED B. This designation is to be applied to that information sensitive in other ways than in the national interest, where a serious injury could result from compromise. Broad categories of such information would include medical, psychiatric or psychological information, information pertaining to an individual’s finances, income, assets or bank balances, personal recommendations or evaluations, character references, an individual’s political beliefs, associations or lifestyles, and contractual information; and
3. PROTECTED C. This designation applies to a very limited amount of information that, if compromised, could reasonably be expected to cause exceptionally grave injury outside of the national interest. Examples include life threatening information, serious criminal intelligence, etc.

7. Documents shall be marked so not to over designate. When applicable, documents shall be marked, for example, “PROTECTED B (UNDESIGNATED without Annex A)” or “PROTECTED A when completed”.

Storage and Transmission of Protected Information

8. Documents with a PROTECTED A designation may be stored on an open shelf or in an unlocked filing cabinet provided that the building or office itself is securely locked when authorized personnel are not present.

9. Documents with a PROTECTED B or a PROTECTED C designation shall be stored in an approved filing cabinet with a locking bar secured with an approved padlock.  Documents shall not be left unsupervised outside their cabinet.

10. The following padlocks shall be used:

1. in a protected area, Sargent and Greenleaf, model 8088, or a keyed F2S2 rated padlock; and
2. in an unprotected area, Sargent and Greenleaf, model 8077A.

11. A protected area is defined as an area which, when unoccupied by authorized personnel, is protected by a guard or guards, is physically checked by a guard at irregular and frequent intervals, or is protected by an alarm system and stand-by response force.

12. Approved filing cabinets shall be obtained through the supply system.

13. Information designated PROTECTED A may be sent by fax, by CF mail, or Canada Post in a plain envelope.  No special markings shall be used.  For transfer within a base or unit, a messenger service envelope shall be used.

14. Information designated PROTECTED B or PROTECTED C may be sent by a secure fax only.  When sent by Canada Post or by CF mail to another base, the documents shall be double-wrapped.  The inside envelope shall be stamped with the appropriate designation and with a DND 709.  The outside envelope shall be plainly addressed.  If sent within the same base or unit, PROTECTED B and PROTECTED C shall be placed in an envelope with a DND 709 applied.   

15. Protected documents shall be handled using the appropriate folder.

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OPI: D Cdts 2
Date:  Dec 08
Amendment:  Ch 15/08