Commissioner's directive 568-2

Responsibilities

1. The Deputy Warden/Associate District Director/Deputy Director or Area Director will:
1. ensure the timely recording and sharing of security information and intelligence
2. ensure that reports outlined in this policy are uploaded to the appropriate Security Intelligence shared network drives
3. ensure that the Security Intelligence Officer shares pertinent local information/intelligence with staff within the operational site and/or district via intelligence briefings, when directed by their manager. The timing, frequency and format of the briefings will be determined based on the institutional/district dynamics, staff scheduling and work locations, type of security incidents/events, and related communication needs of the site/district
4. ensure that the pertinent local information/intelligence is shared as required with other Correctional Service of Canada sites, the Regional Intelligence Coordinator, and partner agencies, in accordance with law and policy.
2. The Security Intelligence Officer/Parole Officer Supervisor will:
1. gather, assess, record and share information and intelligence with the Institutional Head/ District Director, Deputy Warden/Associate District Director/Deputy Director, and other staff and officials, as required
2. provide advice and recommendations to the Deputy Warden/Associate District Director/Deputy Director or the Area Director on matters related to security intelligence
3. contribute actively to the case management process including preparing gists of protected and sensitive information contained in the Preventive Security file when required by case management for sharing
4. advise the Regional Intelligence Coordinator at the start of an investigation when the investigation impacts more than one operational site.
3. When information is received regarding a staff member, the Security Intelligence Officer will immediately share the information with the Institutional Head/District Director or the Deputy Warden/Associate District Director who will provide direction on managing the information regarding the staff member.
4. All staff members/contractors/volunteers will document activities, behaviours or information that they consider to be significant or out of the ordinary in a Statement/Observation Report. Contractors and volunteers will be aided by the Correctional Manager in the completion of reports should they require assistance.

Procedures

5. Instructions related to the completion of security and intelligence reports will be detailed in instructions and/or annexes to the respective reports.
6. The recording and sharing of security information will normally be completed by institutional and community staff using the reports described in the following sections.

Statement/Observation Report

7. The Statement/Observation Report will normally be used by institutional and/or community staff (including contractors and volunteers) in the following circumstances:
1. when staff observe activities, behaviours or receive information that they consider to be significant or out of the ordinary
2. when staff receive information or observe behaviours that they consider to be of a potentially sensitive nature
3. to identify offender associates, affiliates, incompatibles and contacts.
8. Depending on the nature and sensitivity of the information included in the Statement/Observation Report, the author of the report, in consultation with the Security Intelligence Officer/Parole Officer Supervisor as required, will designate the document as Protected A, B, or C, and manage it appropriately pursuant to the Treasury Board Policy on Government Security.

Incident Report

9. Information concerning security incidents will be reported and then recorded in the Offender Management System pursuant to CD 568-1 - Reporting and Recording of Security Incidents by the Security Intelligence staff in institutions and in the community, and/or by Associate Area Directors/Parole Officer Supervisors or designate, depending on the office location or the availability of Security Intelligence staff.

Security Intelligence Report

10. The Security Intelligence Report (CSC/SCC 0232) will be used by the Security Intelligence Officer/Parole Officer Supervisor to record and share information that has been subjected to the intelligence process and for which inferences and conclusions have been made that are supported logically through the various steps of the intelligence process.
11. The Security Intelligence Officer/Parole Officer Supervisor will complete the Security Intelligence Report (CSC/SCC 0232) to record and share summaries and gists of other documents (such as an Intelligence Observation Report (CSC/SCC 1445), or to summarize investigations.
12. The process for the establishment of the reliability standard code for the Security Intelligence Report is outlined in Annex B.

Intelligence Observation Report

13. The Intelligence Observation Report (CSC/SCC 1445) is intended only for use by Preventive Security and Intelligence staff, or any person performing the intelligence function. The report is used to record information that has not been subject to the intelligence process. This could include human source information, intercepted communications, notes, photographs, or other pieces of raw information.
14. The author of the Intelligence Observation Report (CSC/SCC 1445) will assess the reliability of the information and source (where applicable) as outlined in Annex B.
15. The Intelligence Observation Report (CSC/SCC 1445) will be saved to the applicable Security Intelligence shared network drive. The completed original Intelligence Observation Report (CSC/SCC 1445) will be placed on the operational file 3200-14. At the author’s discretion, a copy of the Intelligence Observation Report (CSC/SCC 1445) may also be placed on the applicable Preventive Security file(s).
16. Any Intelligence Observation Report (CSC/SCC 1445) that is referenced or used as a source document within the Security Intelligence Report (CSC/SCC 0232), or that is considered as part of a decision-making process, must be copied to the applicable Preventive Security file(s).

Security Intelligence Briefing Record

17. Any staff performing the security intelligence function to record any security intelligence briefings that are presented to management, staff members or members of outside agencies may use the Security Intelligence Briefing Record (CSC/SCC 1443) when no other briefing media or documents are available.

Information from Other Sources

18. Information received from police and justice partners will be reviewed and the sensitivity of the information will be considered. If the document itself is to be placed on the appropriate Preventive Security file(s), it will be clearly marked as restricted and requiring third-party notification if this is required and/or identified by the originating agency. If the document itself cannot be placed on the Preventive Security file, the Security Intelligence Officer will prepare a gist of the information using an Intelligence Observation Report (CSC/SCC 1445), which may still require marking as restricted and requiring third-party notification.

Uploading Intelligence Information on the Shared Network

19. Completed Security Intelligence Reports (CSC/SCC 0232), Intelligence Observation Reports (CSC/SCC 1445), Security Intelligence Briefing Records (CSC/SCC 1443) and briefing media will be saved to the applicable shared network drive pursuant to the instructions on the forms.

Commissioner,

Original signed by:

Anne Kelly

Annex A - Cross-References and Definitions

Cross-References

• CD 087 - Official Languages
• CD 228 - Information Management
• CD 568 - Management of Security Information and Intelligence
• CD 568-1 - Reporting and Recording of Security Incidents
• CD 701 - Information Sharing
• Official Languages Act

Definitions

Gist: a written summary that conveys the essence of the information without disclosing information that can legitimately be withheld under the specific criteria for non-disclosure. The creation and use of a gist is identified in CD 701 -Information Sharing.

Information: knowledge acquired of specific events or situations.

Intelligence: the product resulting from the collection, evaluation, collation, interpretation, and analysis of available information concerning the intentions, capabilities and objectives of other persons, groups or entities.

Intelligence process: a systematic approach to the processing of information in order to develop valid inferences from available information, through the collection, evaluation, collation, analysis and dissemination of this information.

Security incident: any real or suspected illegal, unauthorized, or disruptive situation that may affect the safety of individuals, the community, the security of the institution, or any other incident which, by its nature, could attract adverse media attention.

Security intelligence briefing: a briefing consisting of the sharing of intelligence with staff, management, or members of outside agencies. Briefings may include information on security threat groups, emerging situations that could impact the safety and security of individuals, the institution or community operations, or any other information originating from or gathered by the intelligence program. The briefing is provided by the Security Intelligence Officer or any staff performing the intelligence function including Regional Intelligence Coordinators, Security Intelligence Analysts, Parole Officer Supervisors, etc.

Third-party notification: when information is shared between agencies, it may be subject to third-party rule, meaning that it cannot be shared further without the originating agency’s permission. Third-party notification is the requirement to contact the original agency prior to sharing.