Commissioner's directive 568-6: Creation, control and handling of preventive security and intelligence files

Responsibilities

1. The Director General, Security, will ensure that the Protocol on the Sharing of Information with the Office of the Correctional Investigator is followed.
2. The Institutional Head/District Director will ensure the management of preventive security and intelligence information complies with Treasury Board Policy on Government Security.
3. The staff member performing the security intelligence function (i.e. Institutional Security Intelligence Officer, Community Security Intelligence Officer, Parole Officer Supervisor):
   1. is responsible for maintaining and safeguarding Preventive Security files as well as preventing unauthorized access to these files
   2. will disclose preventive security information to staff on a need-to-know basis
   3. is responsible for the sharing of preventive security information
   4. will prepare a gist of protected intelligence information as required
   5. will vet “Protected C” documents prior to transmission to the Parole Board of Canada (PBC), if required
   6. will complete a review of Preventive Security files at admission of the offender, transfer of the offender and at decision points, as applicable.

Procedures

Location and Content of Files

4. File cabinets used for the storage of Preventive Security and Intelligence files will be in accordance with the standards defined by the RCMP pursuant to Treasury Board Policy on Government Security.
5. The Preventive Security and Intelligence files will not normally be used for the storage of reports/documents available on other offender file banks. Only a copy of the relevant information from these reports/documents should be on the Preventive Security and Intelligence file, as it relates to specific intelligence information.
6. Information in the Preventive Security and Intelligence files will be pertinent and validated where possible through cross-reference and corroboration pursuant to CD 568-2 Recording and Sharing of Security and Intelligence Information.
7. All actions taken or conclusions made as a result of preventive security information and intelligence received and analyzed will be documented and included in the Preventive Security and Intelligence file.

Control of Files

8. When the Security Intelligence Officer or the staff member performing the security intelligence function in the community office provides access to the Preventive Security and Intelligence file, the file jacket cover will be completed with the required information and initialled by the recipient.
9. The Office of the Correctional Investigator will be given reasonable access to Preventive Security and Intelligence files.
10. All requests for access to the Security Intelligence Report (CSC/SCC 0232) from the Offender Redress Division, law enforcement agencies or other partners in the criminal justice system (except the PBC) will be referred to the Director of Intelligence Operations, Policy and Programs at NHQ.
11. In each instance where a Security Intelligence Report (SIR) is shared with a partner, the originator of the SIR will be informed and the details of the requestor and the reason will be recorded on the jacket of the Preventive Security file.
12. Any document authorized to be copied or removed from Preventive Security and Intelligence files will be recorded by the Preventive Security and Intelligence staff, clearly identifying what was copied, the name of the person who has requested or received the copy and the purpose of the request as it relates to the identified need to know.
13. Every Security Intelligence Report (CSC/SCC 0232) or Statement/Observation Report or Security Occurrence Report (CSC/SCC 0869) shared will clearly be stamped with the following privacy notice:

Notice ’ Privacy Act

Routing of Files

14. Pursuant to Treasury Board Policy on Government Security:
    1. the Offender Records System User's Guide will be followed for the routing of Preventive Security and Intelligence files to the offender's new location upon transfer or when granted conditional release
    2. parole offices will adhere to the minimum physical standards for the storage of classified or protected information.

Disposal of Files

15. Pursuant to the Records Disposition Authority 96/048, all Preventive Security and Intelligence files are to be disposed of when the former inmate is 70 years of age or when five years have elapsed after the last warrant expiry date, whichever is longest. These files will be sent to the Regional Depot in accordance with regional archiving procedures pursuant to the Offender Records System User's Guide.
16. Following the death of an offender, the Preventive Security and Intelligence file, if one exists, will be disposed of in accordance with the regional archiving procedures.
17. In cases where the offender is subject to a Long Term Supervision Order (LTSO), the Preventive Security and Intelligence file, if one exists, will be disposed of in accordance with regional procedures pursuant to the Offender Records System User's Guide. These files will be sent to the Regional Depot when the LTSO is completed.

Enquiries

18. Strategic Policy Division
    National Headquarters
    Email: Gen-NHQPolicy-Politi@csc-scc.gc.ca

Commissioner,

Original Signed by:
Don Head

Annex A: Cross-References and Definition

Cross-References

• CD 568 Management of Security Information and Intelligence
• CD 568-2 Recording and Sharing of Security Information and Intelligence
• CD 701 Information Sharing

Need to know: information that is pertinent and necessary to an individual performing his/her duties.