The Department of Foreign Affairs and International Trade Canada (Office of Protocol) presents its compliments to Their Excellencies the Heads of Diplomatic Missions and notified Chargés d’Affaires, a.i. accredited to Canada, as well as to the Heads of international organizations and other offices established in Canada, and has the honour to provide an update on the efforts of the Diplomatic Corps Services Division to "go green", particularly regarding the provision of information to the diplomatic community via email and the Internet.
After having collected, over the past several months, email contact information from missions, the Department will now provide information to the diplomatic community primarily via email regarding, for example, outreach events and departmental briefings.
In addition, the Department will provide access via its Internet website to an increasing number of policies, guidelines and notices intended for the diplomatic community. These are posted on the "Policies and Guidelines" section of the Office of Protocol webpage. It is expected that the vast majority of policies developed or renewed over the years will be posted by the end of 2010.
The Department is resolved through these initiatives to improve its communications with the diplomatic community by making them more targeted, timely and accessible. At the same time, the environmental impact of faxing or mailing large packages of information will be reduced. The Department hopes that these initiatives will meet the needs of the Diplomatic Corps. Such needs were recently highlighted by its members, namely during the Evaluation of the Diplomatic Corps Service Division.
In order to ensure that the database which contains mission information (e.g. individual contacts, telephone numbers, fax numbers, email addresses) remains current, the Department requests your cooperation in promptly providing any changes to firstname.lastname@example.org. If you have any questions, please contact the Registrar at 613-944-0096 or by email.
Periodically, the Department is asked to provide the general email address of missions to other organizations (e.g. to the Ottawa Diplomatic Association, to another federal or provincial government department regarding a briefing of relevance to the diplomatic community). Please contact email@example.com if you do not want the general email address that has been provided by your mission to be released.
In order to ensure that missions are well informed of the Department’s new methods of electronic communication and given its historic practice of primarily faxing information to missions, this message is being communicated both by this diplomatic note and by an email from the Chief of Protocol.
As in any transition period, the Department appreciates your patience if, in the short term, your mission receives duplicate information and welcomes your continued support regarding its ongoing efforts to “go green”.
The Department of Foreign Affairs and International Trade Canada (Office of Protocol) avails itself of this opportunity to renew to Their Excellencies the Heads of Diplomatic Missions and notified Chargés d’Affaires, a.i. accredited to Canada, as well as to the Heads of international organizations and other offices established in Canada, the assurances of its highest consideration.
OTTAWA, May 18, 2010