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Justice Canada’s Office Entry App: Your tool for gaining access to our buildings

While most 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.

As of June 4, the Office Entry App, developed in-house by our own Business Analytics Centre, replaced all existing protocols for entering Justice buildings.

This tool helps the Department ensure that building and floor occupancy levels and other safety protocols are being followed.

This 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:

Important notes

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.

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:

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 accessing and using the app through a browser, phone or tablet, 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.

Easing Workplace Restrictions

Easing Workplace Restrictions provides an overview of what to expect upon arrival and throughout Justice Canada buildings and work environments.

For details on the general phases that are planned for the easing of workplace restrictions, see the chart below. Your workplaces may have slightly different signage and measures in place, but the principles will be the same. Be alert and follow the protocols and measures in place that you receive from your workplace. If you have questions or concerns specific to your location, please speak with your manager.

Infographic: Easing Workplace Restrictions

Working in third-party premises

If you need to work or attend a meeting outside a Justice building, please read through the Department’s new tip sheet to help you prepare to work off-site.

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:

Working remotely

Recommended Risk Management

Infographic: Guidance on Secure Collaboration: Devices/Software

When working remotely, it is recommended that you follow these protocols, when possible, to mitigate any potential risks to department information.

Voice

Video Conferencing

IT Security

Printing at home

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.

To sign-up:

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.

More Information

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:

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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