Communique on physical security 2025-006
Physical security at events and conferences
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The purpose of this bulletin is to provide Government of Canada (GC) employees with best practices for protecting sensitive assets and information during work-related conferences and events. As highlighted in the Directive on Security Management (DSM), limiting access to sensitive information on a need-to-know, need-to-access basis is a requirement for all employees. This responsibility extends to safeguarding conversations and assets, particularly during work-related events and conferences. To address these risks and mitigate potential consequences, the RCMP Lead Security Agency (LSA) has published the following practical guidelines for safeguarding information and asset security and the following best practices.
With the easing of COVID-19 restrictions, GC employees have resumed engagement with stakeholders and participation in various work-related conferences and events. While this marks a positive return for government operations, it also re-introduces security concerns that have not been taken into consideration for some time; the security of information and assets while attending these engagement activities. Transportation hubs, conference halls and hotels may be subject to surveillance or targeted by threat actors, making it essential for employees to remain vigilant and practice discretion when attending work events whether in your home city or elsewhere.
When engaging in work related conversations while attending events and conferences, it is important to consider if the topic is something that should be discussed in public, or if it would be better suited in a more appropriate setting. Sensitive conversations pertaining to GC information should never be discussed in public spaces, but rather in an area or zone specific to the categorization of information discussed. While most government employees are privy to a large amount of information, it is important to keep in mind that this information is entrusted to the departments and agencies who require it to perform their function. Employees are not authorized to share information with those without the appropriate security clearance and a need-to-know, need to-access. Below are key considerations to keep in mind when engaging in work discussions while traveling, especially in public environments.
Time and place
- Ensure all work-related sensitive conversations are happening in the appropriate zones/areas.
- When engaging in conversations in public, consider what information is being discussed, and how it may be perceived if it is overheard.
- Avoid having conversations pertaining to sensitive personal information (health, finances, area of work, etc.) in public places.
- If appropriate zones/areas are unavailable, do not have sensitive conversations until such a space becomes available.
Be aware
- Ensure no one is eavesdropping (“shoulder surfing”) when engaging in sensitive conversations.
- Take note of where people are located when you enter a public space, threat actors may attempt to find favourable locations to overhear conversations.
- Eavesdroppers will attempt to listen discreetly. Be mindful of people around you.
- Be mindful of your surroundings, threat actors may wait until targets are comfortable before attempting to eavesdrop.
When attending events, conferences and other work related activities, GC employees must take extra precautions to safeguard sensitive assets and information. Public environments are vulnerable to surveillance, increasing the risk of assets being compromised. By staying vigilant and adhering to best security practices, employees help protect the integrity of GC operations and ensure information or assets do not fall into the wrong hands. Below is a list of Do's and Don'ts when attending events, conferences, and other work related activities.
Do
- Plan your route in advance and use reputable transportation when not using your own vehicle.
- Prioritize reputable accommodation over options like Airbnb or hostels if staying overnight.
- Only bring what you need; documents, credit or bank cards, and other personal information.
- Secure all devices and accounts with strong passwords, and utilize issued physical locks (locking cables, USB port locks) if available.
- Maintain care and control of your work issued devices at all times.
- Use your government issued charging cord and AC power brick when charging your work devices.
- Consider the physical security of your government issued devices and identification papers and lock them up appropriately.
- Travel with a burner or travel device containing limited government information where possible.
Don't
- Don't bring your issued devices if you may be asked to surrender them.
- Don't leave your work devices unattended.
- Don't connect your work issued cell to rental vehicles.
- Don't scan QR codes with your devices while traveling.
- Don't connect your issued device to unsecured public Wi-Fi spots.
- Don't use public charging stations, such as USB ports on public transit.
- Don't wear clothing or accessories that will easily identify you or your organization.
- Don't log into personal accounts using public service (hotel/conference Wi-Fi).
- Don't forget devices may be accessed by customs and border agents when travelling internationally including government issued devices.
Contact us
Contact the RCMP LSA with your Physical Security inquiries at: rcmp.lsa-grc.posm@rcmp-grc.gc.ca or visit the RCMP LSA webpage.
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