To provide direction for the management of Preventive Security and Intelligence files
Applies to staff working with preventive security and intelligence information
The Director General, Security, will ensure that the Protocol on the Sharing of Information with the Office of the Correctional Investigator is followed.
The Institutional Head/District Director will ensure the management of preventive security and intelligence information complies with Treasury Board Policy on Government Security.
The staff member performing the security intelligence function (i.e. Institutional Security Intelligence Officer, Community Security Intelligence Officer, Parole Officer Supervisor):
is responsible for maintaining and safeguarding Preventive Security files as well as preventing unauthorized access to these files
will disclose preventive security information to staff on a need-to-know basis
is responsible for the sharing of preventive security information
will prepare a gist of protected intelligence information as required
will vet “Protected C” documents prior to transmission to the Parole Board of Canada (PBC), if required
will complete a review of Preventive Security files at admission of the offender, transfer of the offender and at decision points, as applicable.
Location and Content of Files
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.
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.
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
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.
The Office of the Correctional Investigator will be given reasonable access to Preventive Security and Intelligence files.
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.
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.
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.
Every Security Intelligence Report (CSC/SCC 0232) or Statement/Observation Report (CSC/SCC 0875) or Security Occurrence Report (CSC/SCC 0869) shared will clearly be stamped with the following privacy notice:
NOTICE ’ PRIVACY ACT
“Information contained in this document is NOT to be copied or disclosed to any other person. When the document is no longer required for the purpose that it was obtained, it shall be returned forthwith to the person or unit from whom it was obtained”.
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
parole offices will adhere to the minimum physical standards for the storage of classified or protected information.
Disposal of Files
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.
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.
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.