Parliamentary Committee Notes: Q & As - Lab security, administration and mitigations
What measures have been put in place to improve security at the NML so this doesn’t happen again?
The NML’s expertise is internationally recognized and valued, and collaboration with the international community and institutions both inside and outside of Canada is critical to contribute to and advance scientific work worldwide.
The administrative investigation initiated in 2019, however, did highlight security gaps that had to be addressed. Since that time, the NML has invested significant time and attention to ensure research and science are conducted with a security mindset. While very specific measures have been taken, there is a strong emphasis placed on respecting and enforcing policies and procedures that secure the current work and safeguard against a continually evolving threat environment.
These improvements include:
- Enhanced overall physical and security screening measures for all staff and external visitors. The requirement to escort visitors at all times has been continually reinforced with employees, and additional monitoring has been put in place to ensure compliance;
- Strengthened access management and monitoring with a new access control system. The system uses modernized technology so that access controls can be modified as needed;
- Enhanced physical security posture, including additional, and continual review of guard services;
- Improved protocols for deliveries/shipping and receiving, including implementing controls to ensure all documentation is in place and verified for infectious materials;
- Implemented mandatory training to raise awareness and provide guidance on security responsibilities and accountabilities for staff and security guards;
- Updated training for new staff so they have a full understanding of their accountabilities and management expectations with respect to security are clear;
- Established clear and regular communication about employee responsibilities in the areas of security and conflict of interest, including monthly reminders to employees to reinforce their training;
- Improved management of intellectual property (IP) and materials by making it clear when employees are required to use Materials Transfer Agreements and Collaborative Research Agreements and enforcing their use;
- Completed comprehensive threat-risk assessments for physical and IT environments to ensure measures in place are sufficient;
- Reinforced information management and document classification requirements, including the use of corporate document repositories, messaging and training on acceptable use of devices, and Treasury Board Secretariat requirements related to information categorization, transmittal and destruction;
- Updated policy on affiliations with academic, research and health care organizations. All new collaborations both in Canada or abroad must be documented and reviewed by a new Science Security Committee; and
- Implemented new approaches to student hiring to align with broader, federal student hiring programs.
- Since 2019, the NML has strengthened the policies and processes that allow for scientific collaboration. Any new collaboration must be documented and reviewed from a security perspective by the Science Security Committee.
These processes and procedures will continually to be evaluated and improved upon with a view to ensuring events like this do not happen in the future, and that the NML and its employees are equipped to work in a continually evolving environment.
What actions has PHAC taken to protect intellectual property (IP) of federally-funded science at the NML?
IP generated by federal public servants belongs to the Crown, as defined by the Public Servants Invention Act (PSIA). The procedures that implement the PSIA within the NML have been updated since 2019 to provide enhanced training and awareness of obligations of employees and students. A comprehensive IP policy renewal is also under way.
Does Canada still deal with the Wuhan Institute of Virology?
The NML currently does not have active, bilateral collaborations with the Wuhan Institute of Virology.
Was any impropriety identified in the transport of Ebola and Henipah virus samples to China?
In response to a request from the Institute for viral samples of Ebola and Henipah viruses, the Public Health Agency of Canada sent samples for the purpose of scientific research in 2019. The National Microbiology Laboratory (NML) shares samples with other public health laboratories to contribute to the advancement of science. Transfers are subject to strict protocols, including requirements under the Human Pathogen and Toxins Act, the Transportation of Dangerous Goods Act, the Canadian Biosafety Standard, and standard operating procedures of the NML.
What paperwork is required in a shipment like this? Was it all provided?
All required documentation according to the provisions of the HPTA was in place.
Under the HPTA, the NML requires the requesting laboratory to provide:
- Laboratory certification (if the country has a certification scheme);
- Import permit (if the requesting country issues such permits. Not all countries issue import permits); and/or
- Letter from Director of Laboratory or Biosafety Officer of the institute attesting that the laboratory meets the containment requirements for safely working with a particular risk group of pathogens (if the country does not have a certification scheme).
Shipment of pathogens requires:
- NML transfer application/authorization and NML shipment requisition (both internal documents); and
- ERAP notification (for RG4 samples) and Transportation of Dangerous Goods documentation which includes shippers’ declaration, waybill and list of pathogens in package (both as per Transport Canada).
Did any visitors ever have access to the NML that should not have been there?
All visitors including researchers collaborating with the Public Health Agency of Canada (PHAC) must adhere to Government of Canada and PHAC security protocols, procedures and policies and must be escorted by an employee with a Secret clearance at all times.
Does PHAC regularly collaborate with foreign countries?
PHAC has and continues to collaborate with countries around the world. PHAC has established clear and regular training and communication on employee accountabilities. This includes putting in place the mandatory use of Materials Transfer Agreements and appropriate agreements to structure collaborations, such as Collaborative Research Agreements. Existing international collaborations were reviewed from a security perspective and new collaborations are reviewed by a new Science Security Committee.
The Government has recently introduced a series of measures to safeguard Canadian Research, including implementing the new Policy on Sensitive Technology Research and Affiliations of Concern, launching Canada’s new Research Security Centre, as announced in Budget 2022, and supporting post-secondary institutions with a total investment of close to $50 million through the Research Support Fund.
Is it appropriate for Government of Canada scientists to conduct research on dual-use technology?
One of PHAC’s priorities is to contribute to the development of tools to combat existing and emerging infectious diseases – research was that was invaluable in the global response to the Covid-19 pandemic. Work done at PHAC is done in accordance with all appropriate policies and procedures.
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