ARCHIVED – Annex 5-E: Arrangements for escorting Secret, Confidential or Protected C bulk shipments within Canada that cannot be hand carried
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The following are arrangements for escorting Protected C, Confidential, and Secret bulk shipments within Canada that cannot be hand carried.
1. Unless otherwise specified in a contract, the following arrangements must be used with the approval of the company security officer (CSO), on a case-by-case basis, for transporting Protected C, Confidential, and Secret bulk shipments within Canada. These arrangements do not apply to the shipment of Top Secret material (contact Public Services and Procurement Canada's (PSPC) Contract Security Program (CSP) for direction on bulk shipments of communication security (COMSEC) material).
2. The arrangements in this section apply to the escorting of Protected C, Confidential, and Secret documents, equipment and/or components (material) by an authorized individual only when they can maintain control over them at all times.
- If the material is of a size, bulk, weight, or nature that precludes the use of envelopes for packaging, other materials must be used for packaging that are of such strength and durability that they provide the necessary protection while the material is in transit. To prevent items from breaking out and to facilitate the detection of tampering, puncture resistant material must be used for packaging. As long as the material is enclosed in a double container, the material may be wrapped or boxed in paper, wood, metal, or a combination thereof. The inner package must be addressed, return addressed, and plainly marked with the highest level of security of the contents and any appropriate warning notices. The outer container must be addressed, return addressed, and carefully sealed with no markings to indicate that the contents are Protected C, Confidential, and Secret
- If the Protected C, Confidential, and Secret material is an internal component of a packageable item of equipment with an outside shell or body which is not protected or classified and completely shields the internal components from view, the shell or body may be considered as the inner container. The shell or body must be marked with the level of security of the equipment, but the address and return address may be omitted. The outer container must be addressed, return addressed, and sealed with no markings or notations to indicate that the contents are Protected C, Confidential, and Secret
- If the Protected C, Confidential, and Secret material is an inaccessible internal component of a bulky item of equipment that is not reasonably packageable, such as a missile, no inner container is required and the outside shell or body may be considered as the outer container, if it is unclassified. If the shell or body is Protected C, Confidential, and Secret, the material must be draped with an opaque covering that will conceal all Protected C, Confidential, and Secret features. The covering must be capable of being secured to prevent inadvertent exposure of the item
- If specialized shipping containers, including closed cargo transporters, are used for transmitting Protected C, Confidential, and Secret material, the specialized container may be considered as the outer container. The address may be omitted from the inner and outer container for shipments in full truckload lots, when such an exception is contained in the provisions of the contract or approved by PSPC's CSP. Under no circumstances will the outer container, or the shipping document attached to the outer container, reflect the level of security of the contents or the fact that the contents are Protected C, Confidential, and Secret
3. A sufficient number of escorts must be assigned to each Protected C, Confidential, and Secret shipment to ensure continuous surveillance and control over the shipment while it is in their custody.
4. The authorized individual must be a permanent employee of the dispatching or receiving company.
5. The authorized individual must have been granted a reliability status or personnel security clearance to at least the level of the Protected C, Confidential, and Secret document(s) which is/are to be escorted.
6. Escorts assigned for the safeguarding of security shipments must conduct themselves as follows:
- in such a manner that the security of material entrusted to them will not be prejudiced through carelessness, inadvertence, or lack of vigilance
- they must possess an identification card that, as a minimum, has the name and a photograph of the escort. The ID card must be carried at all times while having custody of a shipment. The card must be safeguarded and the loss of a card must be reported immediately to the CSO
- when the shipment is by rail, escorts must provide continuous observation of the shipment during stops or layovers
- when travelling in an escort car accompanying a Protected C, Confidential, and Secret shipment via rail, keep the shipment cars under observation and detrain at stops, when practical and time permits, in order to guard the shipment cars and check the cars or container locks and seals. The escort car (after arrangements with the railroad) should be prepositioned immediately behind the car used for the shipment to enable the escort to keep the shipment car under observation
- maintain liaison with train crews, other railroad personnel, special police, and law enforcement agencies, as necessary
- when escorting Protected C, Confidential, and Secret shipments via motor vehicles, maintain continuous vigilance for the presence of conditions or situations which might threaten the security of the cargo, take such action as circumstances might require to avoid interference with continuous safe passage of the vehicle, check the seals and locks at each stop where time permits, and observe vehicles and adjacent areas during stops or layovers
- when escorting shipments via aircraft, provide continuous observation of plane and cargo during ground stops and of cargo during loading and unloading operations. The escort shall not board the plane until after the cargo area is secured. Furthermore, the escort should preferably be the first person to depart the plane in order to observe the opening of the cargo area. Advance arrangements with the airline and airport security are required
- notify the receiving CSO by the fastest means available if there is an unforeseen delay en route, an alternate route is used, or an emergency occurs. If appropriate and the security of the shipment is involved, also notify the officials listed at paragraph 9 of the notes for the escort (refer to ARCHIVED - Annex 5-E, Appendix A-2)
Note: The documentation necessary for escorting is included at appendix A to this annex and comprises the following:
- ARCHIVED - Courier certificate/itinerary form
- ARCHIVED - Notes for the escort
- ARCHIVED - Pre-trip declaration form
- ARCHIVED - Post-trip declaration form
7. Before commencement of each journey, the CSO must brief the escort on these arrangements. The escort must read and sign the pre-trip declaration indicating that they have been briefed and has read and understands the notes for the escort. A record that the courier has signed the declaration must be maintained for a minimum of 12 months after each trip.
8. The authorized individual must be provided with a courier certificate and a copy of the notes for the escort.
9. The escort must be made aware that the non-fulfilment of their obligation to safeguard the Protected C, Confidential, and Secret information contained in the consignment entrusted to them and/or any other negligent action chargeable to them that gives rise to a security breach, will constitute not only a matter of contractual obligation but also a matter of possible legal liability. In the event of a breach by the individual, the dispatching organization must carry out an investigation and report their findings to PSPC's CSP.
10. At the end of each trip the authorized individual must sign a pre-trip declaration certifying that no situation occurred that might have compromised the security of the consignment during the journey.
11. The dispatching CSO or alternate company security officer (ACSO) must make 3 copies of a receipt, listing the Protected C, Confidential, and Secret material to be escorted by the authorized individual. The dispatching CSO or ACSO must retain 1 copy and must pack the other 2 copies with the Protected C, Confidential, and Secret material. The material must be wrapped, sealed and placed in a container, approved by PSPC's CSP authorities, by or in the presence of the CSO or ACSO.
12. Where multiple package shipments are involved, the outer wrapper of the packages must be marked beginning with package number 1 followed by the total number of packages comprising the shipment (for example, a shipment of 3 packages must show "1 of 3," "2 of 3" and "3 of 3").
13. The security officer of the dispatching organization must:
- instruct the authorized individual in all of his duties
- ensure that they understand them
- complete the declaration described in paragraph 8 above
14. The security officer of the dispatching organization must obtain a receipt for the sealed packages from the authorized individual.
15. The authorized individual will be responsible for the safe custody of the Protected C, Confidential, and Secret material until such time as they have been handed over to the CSO or ACSO or a designated government representative and a receipt has been provided as evidence of delivery.
16. The receiving CSO, ACSO or a designated government representative must sign both copies of the receipt. One copy must be returned to the authorized individual. On their return the individual must provide the completed receipt to their CSO or ACSO. The second copy of the receipt must be kept by the receiving CSO or ACSO for a period of 2 years.
17. The receipt, which is packed with the Protected C, Confidential, and Secret material, must contain the following details:
- exact description of the Protected C, Confidential, and Secret material (originating organization, date of issue, level of security, copy number, registry reference number and number of pages, including annexes), where applicable
- date and time of handing over of the material to the addressee
- name and position or appointment of the individual that signed the receipt
- signature of the recipient
18. The dispatching CSO must notify the receiving CSO or designated government representative of the anticipated date and time of the escort's arrival. If they have not arrived within 8 hours of the expected time of arrival, the receiving CSO or designated government representative must conduct an initial investigation and notify PSPC's CSP if the reason for the delay cannot be determined.
19. The courier's attention must be brought to the document entitled, notes for the escort, to point out what is expected of them should a public official (like RCMP or military police) demand that the shipment be opened for examination.
20. When escorting Protected C, Confidential, and Secret assets under these arrangements, the escort must not travel by surface routes outside of Canada.
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