Security Screening Requirements

Security screening requirements are the specified levels of screening that individuals and organizations must meet before they can access sensitive government information, assets, worksites or systems. In Canadian federal contracting, these requirements are written into security clauses and identify the personnel screening needed and, where it applies, the organization or facility screening needed.

Federal contracts contain clauses that specify the security levels required to safeguard sensitive information, assets and worksites, as described in the Government of Canada guidance on levels of security. The Contract Security Program (CSP) at Public Services and Procurement Canada screens organizations and personnel for solicitations and contracts that contain security requirements, according to the CSP overview of security screening for government contracts.

How security requirements are identified in a solicitation

The project authority identifies the security requirements of a contract using the Security Requirements Check List, form TBS/SCT 350-103. The applicable requirements and clauses then form part of the solicitation and contract documentation. The Contract Security Manual is the reference for how these requirements are applied in contracting with the Government of Canada.

Related terms include reliability status, security clearance, designated organization screening, facility security clearance, document safeguarding capability and security classification guides. Each one addresses a different part of the screening picture, and a single solicitation can call for several of them.

Organization screening: DOS and FSC

A supplier bidding on a Government of Canada or foreign-government solicitation with security requirements must be screened through the CSP, as set out in the guidance on obtaining security screening for an organization. The type of organization screening depends on the level of the work.

• Designated organization screening (DOS): permits an organization to obtain personnel screening at the reliability-status level for access to protected information, assets and worksites.
• Facility security clearance (FSC): permits an organization to obtain classified-level security clearances for its personnel.

Both are described on the CSP page about organization security clearances. In practice, a DOS supports protected-level work and an FSC supports classified-level work.

Personnel screening and the company security officer

Employees who need access to federal protected or classified information, assets or worksites under a contract, subcontract or lease must undergo personnel security screening. The personnel security screening overview sets out this obligation. Personnel must receive the required screening before they are given access, as outlined in the guidance on submitting requests and forms.

A screened organization must appoint a company security officer (CSO) or an alternate company security officer (ACSO). This person identifies employees who require access, initiates personnel screening requests and completes the required forms. The roles and responsibilities of the security officer are published by the CSP.

Screening for NATO-related work

For NATO work, the screening must correspond to the NATO classification being accessed. Personnel who access NATO classified information, assets or worksites require a NATO security clearance at the level that matches the material or access involved, according to the CSP's private sector organization screening request page. Organizations bidding on NATO opportunities must meet the security requirements stated in the solicitation or contract.

What it means for a supplier bidding on Canadian public contracts

Read the security clauses and the Security Requirements Check List in a solicitation before you commit to bid. If the work involves protected or classified material, your organization must be screened through the CSP, and the screening type depends on the level of the work. Appoint a CSO or ACSO early, because that role starts the personnel screening requests. Make sure every employee who will touch the work has the required screening before access begins.