Roles and responsibilities of a company security officer
As a company security officer, you play a vital role in your organization's ability to meet the security requirements of federal government contracts.
You are the official point of contact with the Contract Security Program. You are accountable to the program on all contract security matters. Your work may be delegated in part to alternate company security officers.
In all of your work, you must comply with the Industrial Security Manual. Review the list below to find information on your roles and responsibilities.
On this page
- Organization security
- Personnel security
- North Atlantic Treaty Organization personnel clearances
- Contract security
- Subcontract security
- Accessing and safeguarding information and assets
- Security incidents
- Training and resources
- Reference sheet: Comply
- More information
1. Organization security
- Appoint, brief and train alternate company security officer
- Appoint one of the appointed alternates to act as company security officer in your absence
- Inform the program of any changes to the key senior officials in your organization
- Inform the program of any organizational changes (for example, legal status, ownership, physical move or construction)
- Renew your organization clearance
2. Personnel security
- Identify which employees need to access sensitive information, and require a security screening
- Initiate personnel screening requests
- Conduct preliminary background checks, as required on the personnel screening, consent and authorization form (TBS/SCT 330-23E)
- Brief and train employees
- Sign and keep briefing certificates on file
- Report changes to employment history that might affect an employee’s security status, for example a change in marital status or criminal record
- Maintain and update all personnel clearances
- Maintain a list of all cleared personnel
- Submit requests for termination of clearances
- Safeguard personnel security screening files according to the Privacy Act and Personal Information Protection and Electronic Documents Act
3. North Atlantic Treaty Organization personnel clearances
Once the employee requiring North Atlantic Treaty Organization (NATO) clearance has been security screened:
- contact the Contract Security Program to request a NATO security briefing for eligible employees
- brief the employee on their responsibilities
- email a signed copy of the briefing form to firstname.lastname@example.org
- keep the original signed NATO security briefing form with the employee’s records
4. Contract security
- Review the security requirements as defined in the contract security requirements checklist or contract security clauses and ensure that all security requirements are adhered to
- Maintain the organization's compliance with the security requirements of the contract
- Request approval for visits to secure sites
5. Subcontract security
- Obtain approval from the contracting authority and the program before initiating a subcontract with security requirements
- Sponsor subcontractors
- Ensure subcontractors meet security requirements as set out in contract
6. Accessing and safeguarding information and assets
- Identify and secure work sites where you will be working on sensitive contracts
- Conduct annual inspections of these sites, and keep records of these inspections for at least three years
- Prepare security orders if your organization has been granted a designated organization screening or a facility security clearance—this gives guidance to employees on the security measures implement in your organization
- Ensure that access to information and assets is limited to employees who are security screened and need to access and know information in order to perform their duties—called a need-to-know
- Ensure all personnel with access to sensitive information and assets have been briefed on their security responsibilities
- Ensure protected and classified information and assets are properly safeguarded and handled by securing your work site
- Implement information technology security if required by a specific contract
- Maintain an inventory of protected and classified information and assets
- Ensure the secure transfer of classified and protected information and assets
7. Security incidents
- Report security incidents immediately to the program, and then submit a written report
- Ensure all security incidents are recorded and investigated
8. Training and resources
The Contract Security Program offers the following training and support to company security officers and their alternates:
- free in-class and online contract security training
- company security officer's guide to completing and submitting personnel security screening forms
9. Reference sheet: Comply
Description of the reference sheet: Comply
The title of the image is “Contract Security Program: Comply—Reference sheet.” The Public Services and Procurement Canada corporate signature appears at the top of the image. A disclaimer the reads “Note: Subject to change based on program updates” appears at the top of the image.
Security of information and assets
Transfer information and assets
Public Services and Procurement Canada (PSPC) ensures that information and assets that are transferred or exchanged as part of a sensitive Government of Canada (GC) contract, whether in Canada or abroad, are safeguarded throughout the process.
Aftercare comprises of a formal planned security briefing to personnel and the reporting of changes in circumstances, unusual incidents and behaviours.
Do not hesitate to report any suspicious behaviour, circumstances, or incidents by sending an email to:
Termination of employment
Upon termination of employment, engagement or assignment, all individuals must receive a formal debriefing. The security screening certificate and briefing form (TBS/SCT 330-47) is used to record that termination procedures have been completed.
The need-to-know principle restricts employee’s access to sensitive information and assets based only on their duties.
Access is not based on title, status, rank or level of clearance.
Screen your personnel
Log into the online industrial security services (OLISS) portal to fill out and e-sign all personnel screening forms.
Protected A, B, or C information, assets or work sites:
- simple: 7 business days
- complex: 120 business days
Complete the form
Personnel screening, consent and authorization form (TBS/SCT 330-23E)
Confidential, Secret, Top Secret, North Atlantic Treaty Organization (NATO) information, assets or worksites.
Classified security clearance request: 75 business days
Complete the forms
- Personnel screening, consent and authorization form (TBS/SCT 330-23E)
- Security clearance form (TBS/SCT 330-60E)
Process times are based on complete and accurate forms.
Transfers and duplicates
If an employee already holds a screening with another government department or private sector company, you can simply transfer that screening to your organization.
A clearance may be duplicated when the employee holds a valid clearance with 1 or more private sector organizations registered in the PSPC Contract Security Program (CSP).
Please note that fingerprints and credit checks are required for all new, update and upgrade personnel screening applications.
Maintain your organization security clearance
Organizations must report any corporate changes as soon as they occur to PSPC.
Upgrade organization clearance
To upgrade an organization clearance to a higher level clearance, a GC-approved source must sponsor the organization.
Abide by your security agreement form (annex 3-G)
The Public Services and Procurement Canada security agreement contains the terms and conditions that the organization agreed to comply with at all times during the contract.
Appointing an alternate company security officer
At least one alternate company security officer (ACSO) must be appointed at the facility of the organization where the company security officer (CSO) is located.
At least 2 security officers must be appointed at each additional facility of the organization with document safeguarding capability (DSC).
Appointing a new company security officer
Prior to departure, a CSO must ensure a new CSO is cleared, appointed and trained.
- National Capital Region:
- Security requirements for contracting with the Government of Canada
At the bottom of the image, there are 3 links that read “go to: subcontract,” “go to: secure worksites” and “go to: international industrial security.” These link to the following:
10. More information
Consult section 104. Responsibilities of the company security officer of the Industrial Security Manual.
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