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On this page
- Justice Canada’s Office Entry App: Your tool for gaining access to our buildings
- Working remotely with Protected Information during COVID-19
- Staying Informed During Emergency Situations
- Critical and Essential Services
Justice Canada’s Office Entry App: Your tool for gaining access to our buildings
While most of Justice employees are working from home and will continue to do so until further notice, some of you may need to enter the office, whether to perform critical services or to collect the equipment you need to work remotely.
In order to ensure the safety and wellbeing of everyone at Justice, we need to make sure we’re respecting safety protocols for building entry, based on advice and evidence from public health authorities. Now we have a new tool to make that happen.
Starting June 4, the new Office Entry App, developed in-house by our own Business Analytics Centre, replaces all existing protocols for entering Justice buildings.
Based on our recent Employee Pulse survey, we know that a majority of you are concerned about the number of people in the office when returning to the workplace. This tool will help the Department to ensure that building and floor occupancy levels and other safety protocols are being followed.
This new digital tool is available through Microsoft Power Apps via browser, phone or tablet, and will be accessed with the same Microsoft O365 account provided to you for MS Teams.
What it does
The Office Entry App allows staff to:
- request office entry for a specific floor, date and time and submit them to your manager for approval
- Submit asset retrieval requests for picking up necessary equipment (note that only essential items can be picked up at this time)
- View live info on floor occupancy levels to ensure capacity is not exceeded when requesting and approving entry
Previous building entry protocols are no longer in use. All building entry requests must be made through the application. No other requests will be accepted or approved.
App not yet available for DLSU employees. This initial version of the app will not apply to employees in DLSUs as their offices are hosted in other department’s buildings. Employees in DLSUs should continue to follow the process for their specific building. Access to the app will be added for DLSUs in future versions, along with other functions like signing in visitors.
We will keep you updated as the app continues to evolve and improve.
Privacy Act compliance
The data gathered through this application is collected under the authority of the Financial Administration Act, and will be used only for the purposes of monitoring workplace access and supporting a safe, healthy and gradual return to the workplace. The Office Entry App is not a contact tracing app, and it does not track the geographic location of employees. The app only collects:
- the name of the employee
- the building address and floor
- the planned (or requested) time of their attendance at the office
This allows management to approve and oversee office capacity to ensure health and safety protocols are respected, including physical distancing. The app does not collect any health-related information.
More information is included in the app’s Privacy Act Statement.
Information and support
For more information and instructions on using the app, see the User Guide, or contact the Business Analytics Centre.
If you don’t have a device that can access the app, please talk to your manager. You can also contact your managers with questions about building access or the Department’s plans for a phased and gradual easing of worksite restrictions.
Working remotely with Protected Information during COVID-19
When working remotely from home with Protected A or B information during this unprecedented time, employees must take reasonable care to protect sensitive government information against unauthorized disclosure, loss, theft, fire, destruction, damage or modification. By keeping a few security considerations in mind, we can all help take responsibility for protecting the Department’s information.
If there is a requirement to work remotely with Classified information (i.e. Secret and above), please contact your local security practitioner for advice and guidance.
Protected A is information that, if compromised, could cause a low degree of injury to personal or other non-national interests (i.e. date of birth, home address and telephone number, Personal Record Identifier (PRI), linguistic profiles, race, etc.).
Protected B is information that, if compromised, could cause serious injury to personal or other non-national interests (e.g. aggregation of personal information like a social insurance number and date of birth, most solicitor-client privilege, tax payer information, investigations, employees’ evaluation, etc.).
Removing information from the office
Access to Justice buildings is currently restricted. For more information, see Note on building access. Managers are encouraged to implement paperless work options for employees whenever and wherever possible. If you must remove critical information from the office:
- Ensure you have your manager’s approval prior to removing information from the workplace. For information on the approvals needed to enter a Justice building, see Update #12.
- Track information removed from the workplace. This can simply be an email to your manager of the information and assets being removed.
- Transport Protected A and B information in a single sealed envelope with no security marking and appropriately addressed. Use an approved lockable briefcase to transport large amounts of Protected A or B information.
- Make every reasonable effort to ensure that information displayed on a computer screen will not be exposed to the view of unauthorized personnel, including other members of the household.
- Avoid working by windows or close blinds so information cannot be viewed from the outside.
- Store Protected A or B information in a single sealed envelope or approved lockable briefcase when not in use.
- Never store Protected A or B information in a vehicle overnight; they can be temporarily stored in a secured vehicle.
- Be mindful of having work conversations while at home. Conversations must be kept at or below the Protected B level.
- Remember that Protected A and B information can only be destroyed in the workplace using an approved shredder. When you are finished using Protected A or B information, store it securely until it can be destroyed.
- When working on Protected A or B documents, only use Justice-provided laptops, or JUSaccess if using a personal computer.
- When using a personal computer through JUSaccess to work on Protected A or B documents, please ensure the documents are kept in JUSaccess and not saved directly to the personal device.
- When sending Protected emails:
- Protected A emails being sent outside of the GC must be encrypted.
- Protected B emails must always be encrypted.
Printing at home
- Only print unclassified documents from a home printer.
- If Protected A or Protected B information must be printed, please discuss and obtain approval from your manager and refer to the above points on storing and destroying Protected A or B information.
- Note that printers have both volatile memory, which is erased when you turn the printer off, and non-volatile memory (like computer hard drives) which sticks around until it is deleted.
- Before you print, refer to the printer manual on how to erase the memory of your printer. Erase the memory of your printer after each approved print job and confirmation to your manager that this has been done.
Any loss or compromise of information must be immediately reported to Security. For further information, please contact Corporate Security.
For more information about teleworking, please consult Network capacity and best practices for tips on working remotely, including access to your work email through Webmail.
Staying Informed During Emergency Situations
The Mass Notification System (MNS) and the Status of Operations Line will help to keep you informed when events affect your workplace.
Have You Registered for the MNS?
The MNS is an automated notification system that the Justice Security Team uses to keep employees informed during emergency situations or building closures, such as during extreme weather events, power outages or fire alarms. If regular business is disrupted in a Justice building and employees need to know immediately, the MNS sends alerts and other emergency information to all registered employees.
How does it work?
Employees must register for mass notifications, selecting their preferred channels of communication in order of priority. You can use your work and personal devices; and choose to receive texts, emails or phone calls. When an incident occurs, you will automatically receive a notification with emergency information.
- Enter your contact information in the Professional Registry of Employees (PRE) on the “General” and “Mass Notification System” tabs. Remember to keep this information up to date.
- Register for text message alerts (SMS) by sending ERMS START to 77222 via your work and/or your personal cellphone; please wait 24 hours after registering in order for your information to upload to the system.
How Do I Know If My Building Is Open?
The Status of Operations Line is available 24/7 and allows you to check the status of your building in the event of service disruptions and/or building shutdowns.
Save the Department of Justice’s Status of Operations Line, 1 (877) JUS-COMM (1-877-587-2666), in your contacts list. Saving this number will make it easier to get information during an emergency or disruption.
For more information about the MNS, please consult the Mass Notification System site or contact the Emergency Operations Centre.
Critical and Essential Services
In the context of COVID-19, the Government of Canada has asked that employees, at all work sites, work from home whenever and wherever possible. Managers are asked to be flexible while ensuring that we continue to provide critical government operations and services to Canadians.
Managers are to consider on-site work only if the work meets the definition of critical service and working remotely to support it is not feasible.
What Are Critical Services?
A critical service is one that, if disrupted, would result in a high or very high degree of injury to the health, safety, security or economic well-being of Canadians, or to the effective functioning of the Government of Canada. The term is generally used for services that must continue in an emergency or business continuity situation.
All departments are required to identify their own critical services and related supporting resources. For more information, please refer to the Policy on Government Security.
Here are some examples of critical services provided by Justice Canada:
- Legal Services to the Minister of Justice and Attorney General for Canada, the Deputy Minister of Justice, and other federal government ministers, including provision of legal advice, legislative and regulatory drafting, policy services and litigation
- Administration of the Family Orders and Agreements Enforcement Assistance Act Program
- International mutual legal assistance requests and extradition matters
- Applications for suspension of immigration proceedings
- Habeas corpus applications in immigration or prison matters
What Are Essential Services?
Under the Public Sector Labour Relations Act, an essential service describes a service, facility or activity of the Government of Canada that is or will be, at any time, necessary for the safety or security of the public or a sector of the public. This term is generally used for positions that must continue to provide service during strike activity. Essential service agreements are made with bargaining agents as part of the collective bargaining process. Employees with questions about essential services should speak with their managers or send an email to Labour Relations.
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