Workshop OAS/ICAO Bogota, Colombia November 10-12, 2008 Passport Canada Standards and Best Practices Debbie Richer District Manager, Edmonton

Secure Issuance of Travel Documents The passport document itself has become more difficult to alter or counterfeit. Criminals now focus on passports issuance process and systems. Breeder documents (birth and citizenship certificates) remain a high–risk area in the issuance process. It is impossible to eliminate 100% of the risks, but prevention and mitigation measures can reduce the risks. 2

International Civil Aviation Organization Passport Canada’s issuance process follows ICAO standards and recommendations.  International Standards and Recommended Practices – Annex 9 to the Chicago Convention (ICAO)  Machine Readable Travel Documents - ICAO Doc 9303  Minimum Security Measures for the Handling and Issuance of Machine Readable (and other) Passports - Appendix III to Section III of Doc

4 Presentation Outline 1.Blank travel document and secure material control and accountability 2.Applicant identity verification 3.Breeder documents 4.Capture of identifying data 5.Lost and stolen travel documents 6.Physical security of issuing facilities 7.Application and issuance procedural standards 8.Internal control, audit and staff training

Blank TD Control and Accountability Shipment of blanks and secure materials Storage of blanks and secure materials Disposal of used secure materials Inventory management  Dual control and restricted access  Daily usage and reconciliation  Monthly reporting and reconciliation 5

Applicant Identity Verification First-time applicant  3-page application  photos  original proof of citizenship  secondary identification to support identity  guarantor and 2 personal references 6

Applicant Identity Verification cont’d 7 Renewal applicant  previous full-validity passport issued within the past 6 yrs  photos  previous passport has not been reported lost or stolen and is not damaged  identification page information must remain exactly the same  applicant was at least 16 years of agewhen previous passport was issued  2 personal references

8 Breeder Documents Original documents  Birth certificate or Citizenship card Recognized issuing authorities  Provincial/Territorial Vital Statistics  Citizenship and Immigration Canada Authentication training and tools

Capture of Identifying Data Photographs - good quality - unaltered - taken within last 12 months - full front view of the face - neutral facial expression Signature - applicant’s usual signature required on each page of application 9

10 Lost and Stolen Travel Documents Documents reported lost or stolen are not eligible for renewal New application requires notarized statement explaining circumstances Lost/stolen documents are not valid for travel and cannot be re-activated if found or recovered Lost/stolen documents are recorded in passport database Lost/stolen documents are reported to national police database and Interpol Multiple lost/stolen documents will result in passport restrictions

11 Physical Security of Issuing Facilities Security standards for office construction Security of premises  Surveillance cameras throughout office  Secure materials stored in safes in secure rooms  Alarm systems monitoring Restricted access to office premises  Access levels  Security clearances  Tracking of access

Application/Issuance Procedures Encourage personal appearance  network of 33 offices and 189 receiving agents Workflows  Prescreening  Security Checks  Data Entry and Scanning  Entitlement Decision  Automated Alerts  Data Verification  Printing  Quality Control  Delivery 12

Internal control, audit and staff training IT security  Access to issuing system restricted  Computers in lock-down mode Separation of duties Quality assurance unit Compliance unit Performance monitoring of staff Staff training – initial training and ongoing training 13

14 Questions? Contacts: Debbie Richer Manager, Passport Canada, Edmonton Leslie Crone Director International Programs