Info Source: Sources of federal government and employee information

Introduction

Info Source: Sources of Federal Government and Employee Information provides information about the functions, programs, activities and related information holdings of government institutions subject to the Access to Information Act and the Privacy Act. It provides individuals and employees of the government (current and former) with relevant information to access personal information about themselves held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.

Information about programs and information holdings and a list of institutions subject to the Access to Information Act and the Privacy Act are available centrally.

The Access to Information Act and the Privacy Act assign overall responsibility to the President of Treasury Board (as the designated minister) for the government-wide administration of the legislation.

Background

Founded in 1841 and originally known as The Board of Works, the department became Public Services and Procurement Canada (PSPC) in 2015 formerly known as Public Works and Government Services Canada (PWGSC) through the amalgamation of the former Supply and Services Canada, Public Works Canada, Government Telecommunications Agency (Communications Canada), and the Translation Bureau (Secretary of State of Canada). However, as the title of the department has not been legally modified, the title of Public Works and Government Services Canada (PWGSC) and its acronym are still in use.

Our history

PWGSC reports to Parliament directly through the Minister of Public Works and Government Services Canada.

The Office of the Procurement Ombudsman (OPO), an independent office, and part of the portfolio of the minister, was established on May 5, 2008, as one of the final steps in the implementation of the Federal Accountability Act. The details of its operations and performance results are provided in the Procurement Ombudsman's annual report, which is tabled in Parliament by the Minister of Public Works and Government services Canada.

Responsibilities

PWGSC's mandate is to be a common service agency for the Government of Canada's various departments, agencies and boards.

With a strong focus on quality services and sound financial stewardship, we ensure optimum value by enabling other government departments and agencies to provide their programs and services to Canadians.

About Public Services and Procurement Canada (Public Works and Government Services Canada)
Our business

Public Works and Government Services Canada's departmental policy instruments are created in the absence of, or to augment policies and other related policy instruments from Treasury Board Secretariat (TBS). They are intended to communicate PWGSC's position or commitment towards a specific subject matter. Developed by mandated functional authorities, these policy instruments provide a continuing authoritative reference for departmental employees:

asset management and acquired services
compliance and risk management
financial management
health and safety
information and technology
people management
security

Although it is a program of PWGSC, the OPO reports to the Minister and is required to operate in an impartial and independent manner. It reviews complaints from suppliers as well as procurement practices in departments and agencies, and makes recommendations for the improvement of those practices to ensure improved fairness, openness, and transparency in the procurement process.

Institutional functions, programs and activities

PWGSC's program alignment architecture (PAA), as approved by Treasury Board, supports the strategic outcome to deliver high-quality, central programs and services that ensure sound stewardship on behalf of Canadians and meet the program needs of federal institutions. There are 9 program activities that comprise PWGSC's PAA, as follows:

Acquisitions
Accommodation Management and Real Property Services
Receiver General for Canada
Federal Pay and Pension Administration
Specialized Programs and Services
Procurement Ombudsman
Linguistic Management and Services
Integrity Programs and Services
Internal Services

Note

The creation of Shared Services Canada was announced in August 2011. That organization now carries out the information technology infrastructure services that were previously the responsibility of PWGSC.

Acquisitions

This program provides federal organizations with procurement solutions such as specialized contracts, standing offers, supply arrangements and memoranda of understanding for acquiring a broad range of goods and services, including construction services. This program delivers acquisitions and related common services using the smart procurement principles (early engagement, effective governance, independent advice and benefits for Canadians) through an open, fair and transparent process to ensure best value to Canadians and the federal government.

Acquisition stewardship

This sub-program ensures effective management of the acquisition function by providing direction and guidance to stakeholders, overseeing the development and deployment of government-wide strategies and designing processes and tools to preserve the integrity of the acquisition system. This is also done by maintaining the system's relevance and focus on the evolving needs of federal departments and agencies and the capacities of supplier communities. This work ensures the stewardship of acquisitions through a well-functioning procurement system.

Acquisition policy and strategic management

This sub-sub-program interprets the legislative and policy landscape in support of the management and continuous improvement of government acquisitions, the provision of acquisition related advice, guidance and oversight, including the development and application of standards and guidelines. This is done by developing and implementing tools and instruments to improve the effective and efficient management of the procurement life cycle for the federal government and suppliers.

Defence procurement strategy governance

This sub-sub-program ensures streamlined and effective decision-making in support of the Defence Procurement Strategy. The sub-sub-program provides strategic analysis, guidance and advice with a whole-of-government perspective for defence and major Canadian Coast Guard procurements. This is primarily achieved through senior level governance committees which serve as key decision-making bodies for the implementation of the strategy.

Strategic acquisitions support services—Class of record

Description: Information to ensure the prudent use of federal resources, to develop effective and efficient acquisitions practices and fair access to government business, including tools and best practices, strategic and management leadership.
Document types: Reports, summary, analysis, associated project initiatives, procurement-related advice, guidance, policies, standards and guidelines in support of client organizations, guidance on contract quality control, risk and insurance advisory service, and management-level reports for departmental planning.
Record number: PWGSC Acquisitions (ACQ) 330

Engagement with clients, suppliers and small and medium enterprises

This sub-sub-program manages a function that is responsive to the procurement needs of clients and suppliers, including small and medium enterprises. This is achieved by engaging clients (for example, federal departments and agencies), suppliers and others stakeholders in identifying best practices in the area of procurement and in informing the design and management of effective approaches and tools. Engagement with clients, suppliers and small and medium enterprises helps to mitigate risk, identify innovative solutions, enhance competition and improve client service.

Client and supplier engagement and communications—Class of record

Description: Records are related to individuals, associations or representatives of businesses registered as suppliers of goods and services and databases of government departments and agencies and records of information shared with them.
Document types: Interdepartmental service agreements, agendas, records of discussions, memoranda, minutes of meetings, memoranda of understanding, surveys, e-publications, stakeholder communications.
Record number: PWGSC Acquisitions (ACQ) 400

Procurement services

This sub-program provides timely, value-added procurement services to federal departments and agencies to facilitate their acquisition of goods and services. This is achieved through effective contract negotiations and award and management or use of PWGSC standing offers and supply arrangements. This is also achieved by initiating and maintaining dialogue between suppliers and clients throughout the procurement process.

Procurement services—Class of record

Description: Information on the provision of goods and services offered to federal organizations, the clients, from the definition of the requirements to the close-out of the contract, including a broad base of procurement solutions, such as procurement planning, solicitation planning, industry consultations, solicitation, suppliers selection, details on methods and tools that simplify and accelerate the acquisition of goods and services for satisfying customer's requirements in a manner that will result in the optimum product, resource, operating and contingent cost, solicitation, contract administration, specialized contracts, standing offers, supply arrangements and electronic procurement tools.
Document types: Statement of work, statement of requirements, technical description, material identification, specifications and standards, design changes or deviation, risks and quality assurance analysis, procurement plan, project plan, evaluation plan, requests for proposals, calls for proposals, requests for tender, requests for prices, request for interest, contract requests, contract amendment requests, contract amendments, contract approval forms, audit and evaluation proposals, summary of debriefing to bidders, contracts, standing offers, call-ups against standing offers, supply arrangements, certifications (employment equity, Canadian content, etc), source of funds, price support, sole source justification (non-competitive requirement) legal opinions, financial opinions, contract quality control opinions, cost analysis and cost audits, memoranda, minutes of meetings, memoranda of understanding, and surveys, etc.
Record number: PWGSC ACQ 300

Integrity Assessment Program—Personal information bank

Description: This bank describes information that is related to the evaluation of bidders and suppliers during the bid evaluation process as well as monitoring after awarding of a contract, lease, or tenant occupancy. The personal information may include name, contact information, biographical information, criminal checks/history, date of birth, financial information, physical attributes, signature and security screening information.
Class of individuals: Individuals convicted of offences specified in solicitation clauses and contract/lease conditions.
Purpose: The personal information is used to administer the Integrity Assessment Program, determine eligibility for the awarding of, and continuance thereof, a contract, lease, or tenant occupancy, and establish an inventory of individuals convicted of offences that would preclude them from being awarded a government of Canada contract, lease, or tenant occupancy agreement. Personal information is collected pursuant to Criminal Code of Canada, section 750(3); Financial Administration Act, paragraph 42(1) (c), and Department of Public Works and Government Services Act, sections 7 and 21.
Consistent uses: The information may be used or disclosed for the following purpose: evaluation. Information may be shared with the Royal Canadian Mounted Police (RCMP) to validate the criminal conviction certifications necessary for obtaining or maintaining a procurement instrument; refer to Operational Case Records—RCMP Priority Placement Unit (PPU) 005. Conviction information may be shared with other federal departments and agencies who may require this information for their own procurement processes; refer to standard personal information bank (PIB) on Professional Services Contract— Standard bank-general public (PSU) 912. Conviction information may be shared with the Acquisitions Branch and other branches to evaluate and monitor bidders and suppliers; refer to Supplier Registration Information—PWGSC institution-specific public bank (PPU) 071, and Professional Services Contracts—PSU 912. Information may also be shared with Industrial Security Sector to assist in determining whether individual security screening level should be denied, suspended, or revoked; refer to Industry Personnel Clearance and Reliability Records—PWGSC PPU 015.
Retention and disposal standard: Under development.
Records disposition authority (RDA) number: Under development.
Related class of record numbers: PWGSC ACQ 300, PWGSC ACQ 320; PWGSC Real Property Branch (RPB) 040, PWGSC Parliamentary Precinct Branch (PPB) 024, PWGSC Translation (TRA) 245
TBS registration: 20120412
Bank number: PWGSC PPU 184

Supplier registration information—Personal information bank

Note

Personal information bank updated in 2010 and includes information previously described in private sector resources, PWGSC PPU 025. Information may be stored in various electronic databases/systems including: supplier registration information database; vendor information management (VIM) system; SELECT; professional services online; automated buyer environment and, acquisition information system.

Description: This bank describes information about suppliers of goods and services. Personal information may include: name, contact information, procurement business number (PBN), financial information, biographical information, vendor restriction information, including but not limited to vendor performance details, user name and password, details of goods or services available as well as previous contracts.
Class of individuals: Individuals or representatives of business who register as suppliers of goods and services.
Purpose: Personal information is used to compile an inventory of qualified suppliers and to provide access to other government users. Personal information is collected under the authority of the Financial Administration Act.
Consistent uses: Information may be accessed by officials of federal institutions and to various levels of government in Canada for purchasing and invoicing purposes. The business number will be shared with Canada Revenue Agency (CRA) for verification purposes to enable the provision of a PBN. If applicable, information may be shared with Indigenous and Northern Affairs Canada in relation to the Set-Aside Program for Indigenous Business (see Procurement Strategy for Indigenous Business, Indian and Northern Affairs (INA) PPU 132). Information may be collected and used for inventory purposes by federal institutions (see standard personal information bank professional services contracts, PSU 912). Information may also be used or disclosed for evaluation and/or reporting purposes. Vendor restrictions, including but not limited to vendor performance corrective measures that may limit the vendor's ability to contract with PWGSC.
Retention and disposal standards: Information is retained indefinitely and is reviewed every 2 years. Dormant accounts are stored as "inactive accounts".
RDA number: 2006/008
Related record numbers: PWGSC ACQ 300; PWGSC ACQ 320
TBS registration: 000709
Bank number: PWGSC PPU 071

Vendor sourcing records—Personal information bank

Description

This bank describes business information such as financial data, indications of suppliers' manufacturing and distribution capabilities, lists of main products, equipment or services provided, and performance reports. It may also describe personal information such as names, addresses, commodities available from the supplier, details of previous departmental purchases, if any, personal histories and characteristics, education and performance of sole proprietors or partners.

Class of individuals

Individual companies/suppliers who wish to do business with the department.

Purpose

To identify potential suppliers.

Consistent uses

None.

Retention and disposal standards

The retention period is 5 years after the last administrative action and then destroyed, for automated records, 2 years for manual records after the last administrative use and then destroyed.

RDA number

69/048

Related record numbers

PWGSC ACQ 300; PWGSC ACQ 320

TBS registration

001367

Bank number

PWGSC PPU 005

Integrity Assessment Program—Personal information bank
Supplier registration information—Personal information bank
Vendor sourcing records—Personal information bank

Build in Canada Innovation Program

This sub-program supports Canadian businesses with the entry of their products and services into the marketplace. This is done by providing them with opportunities to test and evaluate their pre-commercial products and services in real world setting throughout the federal government.

Build in Canada Innovation Program—Class of record

Description: Records related to individual companies/suppliers who wish to test their pre-commercial innovations with the Government of Canada. These individuals/companies/suppliers develop innovative products or services in the areas of environment, health, safety and security, enabling technologies and military.
Document types: Call for proposals, submissions, evaluations, list of pre-qualified innovations, memorandum of understanding between participating federal departments and the program, program feedback surveys, testing results data, company profiles, legal opinions, test department statistic reports and surveys, supplier statistical, feedback and satisfaction surveys, monthly reports to senior management, procedures, guidelines and policies, user manuals, work plans, privacy impact assessment, threat and risk assessment reports, technical database documentation, system logs, testing strategies, results and reports, database management documentation (statistics), training materials (process maps and flow charts of activities, procedures, sample situations and responses), Build in Canada Innovation Program (BCIP) contract data.
Record number: PWGSC ACQ 345

Accommodation management and real property services

This program provides federal departments and agencies with affordable office and common use accommodation that supports the delivery of their programs and services. The department acts as steward for various public works such as buildings, bridges and dams and national treasures such as the parliamentary precinct as well as other heritage assets across Canada. PWGSC also provides other federal departments, agencies and the Parliament of Canada with responsive and cost-effective real property services.

Federal accommodation

This sub-program provides for the accommodation needs of federal organizations by providing and maintaining a cost effective portfolio of office facilities, common use assets and special properties (predominantly conference and training facilities). This sub-program is composed of 2 primary activities: the provision, on an obligatory basis, of general-purpose accommodation and common use space to support the delivery of government programs; and optimization of real property investments in direct support of the provision of accommodation.

Energy, sustainable development, environmental and health and safety compliance—Class of record

Description: Provide guidance on environmental regulatory compliance and services on building sustainability and management of contaminated sites for crown-owned and PWGSC managed assets.
Document types: Building sustainability reviews (energy, water conservation, non-hazardous waste, recyclables, green technologies, etc.), contaminated sites assessment studies as well as information exchange and cooperation.
Format: Photographs, cartographic records, microfilm, and videotapes.
Record number: PWGSC RPB 055

Property inventories—Class of record

Description: Property record documents pertaining to properties owned or leased by PWGSC for use by the federal government and its agencies.
Document types: Inventories, legal descriptions, deeds, transfers of administration, survey plans, geographic coordinates, agreements, licenses, land leases and title reports.
Format: Maps, computer-aided design and drafting (CADD) files, and photographs.
Record number: PWGSC RPB 060

Real property—Class of record

Description: Information on the provision of accommodation and related services to government departments and agencies, including leasing activities for both the public and private sector.
Document types: Policies, guidelines, standards, directives, best practices and frameworks related to assignment, fit-up and use of space, space management, planning, parking, accessibility, and tendering and leasing documents.
Format: Floor plans, sketches, and virtual tours.
Record number: PWGSC RPB 04

Integrity Assessment Program—Personal information bank

Signs and plaques—Class of record

Description: Information on the federal identity program and the design and development of standard signage for the identification of federal government facilities.
Document types: Building signage design and standards.
Record number: PWGSC RPB 170

Federal holdings

This sub-program includes diverse portfolio of federal facilities and activities under the purview of the Minister of PWGSC. It includes various components that are grouped for reporting purposes. They include the stewardship and management of major engineering assets and wharves as well as the development of strategies for their divestiture; the administration, capital management and leasing services for residential housing units in the Northwest Territories and Nunavut to support the delivery of federal government programs; appraisals for all acquisitions, dispositions and transfers of real estate, as well as the maintenance of related guidelines and policies; and the authoritative interpretation of expropriation legislation and regulations and the implementation of the expropriation process on behalf of the federal government.

Asset management—Class of record

Description: Information on the operation, maintenance and general upkeep of assets including buildings owned and leased by the Crown and other special purpose assets.
Document types: Property and facilities management agreements, asset performance condition assessments, and building management plans.
Record number: PWGSC RPB 065

Buildings and lands—Class of record

Description: Information on PWGSC's provision of a broad range of analytical real estate services to both internal clients and other government departments and agencies. Includes information on the acquisition of various real property rights required for departmental program purposes, as well as indigenous consultation, expropriation, valuation and appraisal, and accrual accounting services. Also includes information on services typically procured by PWGSC for clients from a third-party supplier through a standing offer or supply arrangement mechanism.
Document types: Acquisition, appraisals, leasing, sale, transfer and purchase documents; titles and deeds; expropriation documents; guidelines and standards; studies; memoranda of understanding; easements; surveys; heritage properties; title claims, marine documents, reports; business cases; risk analysis; accommodation and real property management frameworks; and investment plans and strategies.
Format: Microfiche, drawings, plans, and maps.
Record number: PWGSC RPB 045

Register of land surveyors—Personal information bank

Description: Realty services retains information relating to qualified land surveyors who can perform work for federal organizations. This includes names, addresses, personal qualifications and records of past performance, if any.
Class of individuals: Land surveyors.
Purpose: Information is used for the selection of land surveyors.
Consistent uses: None.
Retention and disposal standards: This bank is updated on a continuous basis with information supplied by land surveying contractors. It is maintained for 3 years following removal from the register.
RDA number: 79/008
Related record number: PWGSC RPB 045
TBS registration: 000700
Bank number: PWGSC PPU 070

Register of real property appraisers—Personal information bank

Description: PWGSC uses the Directory of Designated Members published annually by the Appraisal Institute of Canada and L'Ordre des évaluateurs agréés du Québec as its primary source lists of professional appraisers.
Class of individuals: Property appraisers.
Purpose: Information is used for the selection of property appraisers for projects administered by the department.
Consistent uses: The register of designated members is necessary to ensure that a complete, up-to-date, inventory of appraisers is available to the Valuation Program of the Valuation and Payments in Lieu of Taxes (PILT) Programs Directorate to assist in the selection of property appraisers for projects administered by the department.
Retention and disposal standards: This bank is updated on a continuous basis with information supplied by property appraisal firms, individual appraisers and departmental officials. This information is retained for 3 years following its removal from the register and then destroyed.
RDA number: 79/008
Related record number: PWGSC RPB 045
TBS registration: 000701
Bank number: PWGSC PPU 030

Housing—Class of record

Description: Information on housing provided to federal employees, dwelling occupants, landlords and proposed landlords, and individuals who purchase property from or sell and lease property to PWGSC.
Document types: Leasing; sale and purchase documents; titles and deeds; biographical information; and inventories.
Record number: PWGSC RPB 455

Crown and leased housing: Landlords—Personal information bank

Note

Personal information bank updated in 2010 and formerly entitled List of Landlords.

Description: This bank describes information related to landlords of leased housing with whom PWGSC has executed lease agreements. Personal information may include name, contact information, signature, and any other information contained in the lease agreement.
Class of individuals: Individuals who own property leased to PWGSC.
Purpose: Personal information is used to administer lease contracts on behalf of the Government of Canada and for the purchase and sale of Crown property. Personal information is collected under the authority of the Federal Real Property and Federal Immovables Act.
Consistent uses: Information on new leased units, such as property location and details, landlord's name, and interior and exterior photos of the dwelling, are shared with the Canadian Mortgage and Housing Corporation so that base shelter values can be provided to tenants. Information may also be used for evaluation and reporting purposes.
Retention and disposal standards: Records are destroyed 2 years after the last administrative action.
RDA number: 79/008-1
Related record number: PWGSC RPB 455
TBS registration: 000696
Bank Nbmber: PWGSC PPU 006

Crown and leased housing: Tenants—Personal information bank

Note

Personal information bank updated in 2010 and formerly entitled Crown Housing Records.

Description: This bank describes information relating to federal employees occupying or waiting to occupy Crown owned or administered leased housing. Personal information may include name, contact information, biographical information (including information about other inhabitants of the dwelling), and financial information including license number, medical information, and signature.
Class of individuals: Employees of government institutions who apply to reside in Crown owned or leased housing.
Purpose: Personal information is used for the administration of federal housing accommodations, including the processing of applications. Personal information is collected under the authority of the Federal Real Property and Federal Immovable Act.
Consistent uses: Information is shared with accommodation officers of government institutions to process applications of their respective employees—refer to institution-specific personal information banks of other institutions, such as Natural Resources Canada (NRCAN) institution-specific particular bank (PPE) (employees) 802 Crown owned Living Accommodation. Information may be used to establish an inventory of occupied Crown-owned and leased dwellings. Information (such as photographs of the dwelling for new leased units, property location and details, and landlord's name) may be shared with the Canadian Mortgage and Housing Corporation so that base shelter values can be provided to PWGSC and forwarded to client departments (tenants). Information may also be used for evaluation and reporting purposes.
Retention and disposal standards: Information is retained for 5 years in the case of housing requirements and for 3 years after termination of the lease (in the case of specific occupancy records) and then destroyed.
RDA number: 79/008-1
Related record number: PWGSC RPB 455
TBS registration: 000713
Bank number: PWGSC Central bank (employees) (PCE) 701

Ministers regional offices—Class of record

Description: Information related to accommodation and service delivery to cabinet ministers and their staff when conducting government business outside of the National Capital Region.
Document types: Client list, service agreements, memoranda of understanding, guidelines, services templates, invoicing documents, and statistical reports.
Record number: PWGSC Corporate Services and Strategic Policy Branch (CSSPB) 270

Property development—Class of record

Description: Information on the management and strategies for more efficient use of federal buildings and lands, including future development, infrastructure reinvestment and urban design.
Document types: Redevelopment strategies and plans; investment options and inventory rationalization.
Format: Maps, plans, and photographs.
Record number: PWGSC RPB 150

Research and innovation—Class of record

Description: Information on innovative products, systems and processes arising from research, demonstration and transfer activities applied to real property assets.
Document types: Properties and performance of new materials; laboratory and on-site testing results on the performance of building components; tools and methodologies for risk reduction due to hazards such as earthquake or fire; data analysis of specialized structures such as Prince Edward Island Bridge.
Format: Films.
Record number: PWGSC RPB 155

Surplus properties—Class of record

Description: Information on the disposition of real properties or structures surplus to the needs of government departments and agencies.
Document types: Notice of excess Crown property, reports and business plans, enquiries for real property, appraisals, technical reports, surveys and analyses, titles and deeds, listing agreements with local realtors, legal agreements and public tender documents.
Format: Microfilm, photographs and maps.
Record number: PWGSC RPB 050

Real property services

This sub-program provides real property services, on a fee for service basis, to the federal accommodation, federal holdings and parliamentary precinct programs of PWGSC, as well as to other departments.

Professional and technical services, design and construction—Class of record

Description: Professional and technical services, construction programs.
Document types: Project management, architectural and engineering standards, construction and quality assurance plans, master construction specifications, consultants project control, cost plans and estimates, environmental analysis, landscaping and site development standards, project control systems, reports and unsolicited proposals, questionnaires, and electrical, mechanical, structural, geotechnical, municipal, marine and engineering technical guides.
Format: Slides and film, brochures.
Record number: PWGSC RPB 025

Project files—Class of record

Description: Information on projects including renovations, alterations, minor works and repairs to buildings, site services, civil and marine structures, dredging, landscaping and paving. Also includes information pertaining to real property's modernization initiative including business strategies, frameworks and infrastructures (processes and systems), mechanisms and tools that support new service delivery models.
Document types: Tendering and contract documents, construction payments, claims, reports, testing, technical and project documents, lists of equipment, specifications and policies.
Format: Microfilm, microfiche, maps, plans, and photographs.
Record number: PWGSC RPB 030

Specifications—Class of record

Description: Instructions on how to handle, remove and dispose of the designated substances and hazardous materials identified. Specifications and Canadian government master specifications.
Document types: Specifications: architectural, structural, geotechnical, municipal landscaping, food services, conveyor systems, mechanical, electrical, marine and transportation.
Format: Microfiche.
Record number: PWGSC RPB 020

Payments in lieu of taxes

This sub-program administers the Payments in Lieu of Taxes Program on behalf of the Government of Canada by issuing payments to taxing authorities under the authority of the Payments in Lieu of Taxes Act. Local taxing authorities benefit through receipt of payments, which compensate them for the services they provide federal property located in their jurisdictions.

Payments in lieu of taxes—Class of record

Description: Information on the Payments in Lieu of Taxes Program, which is a program where the Government of Canada voluntarily makes payments in lieu of property taxes to taxing authorities (municipalities, school boards), to share in the cost of local government (municipalities, school boards and provinces) where federal property is located.
Document types: Applications, valuation reviews, reports detailing payments made to taxing authorities across Canada in a given taxation year, reports detailing payments made on behalf of all custodian departments, listing of all federal property eligible for payments in lieu of taxes.
Record number: PWGSC RPB 115

Parliamentary precinct

This sub-program provides essential office and special use accommodations space that supports the delivery of programs and services to the Parliament of Canada. The accommodations space is defined as the buildings occupied in majority by the Senate, the House of Commons and the Library of Parliament and the related premises and grounds, as well as required leases including swing space and rehabilitated buildings under the Long Term Vision and Plan (LTVP) necessary to support their work (constituency offices are excluded)

Asset management: Parliamentary precinct—Class of record

Description: Information on the programming, operation, maintenance and general upkeep of assets including buildings owned and leased by the Crown and other special purpose assets.
Document types: Facilities management documents, property management plans, management plans, accommodation plans, parking plans, historical implications and heritage recordings, contracts, service requests, purchase orders, invoices, condition assessments, reports, meeting agenda and minutes, briefing notes, building operations and maintenance activities.
Record number: PWGSC PPB 066

Commercial retail and letting: Parliamentary precinct—Class of record

Description: Information on the authorization for use/occupancy of available Crown inventory space by parties other than government departments or agencies, market vacant space, negotiation of leases and preparation of lease documentation for execution.
Document types: Tender documents, lease agreements and licenses.
Record number: PWGSC PPB 024

Integrity Assessment Program—Personal information bank

Parliamentary precinct—Class of record

Description: Information on programs for the long-term planning of parliamentary precinct rehabilitation, renovation and recapitalization works related to buildings, grounds and connectivity. This includes information on program planning and design, overarching project scheduling and program governance.
Document types: Planning and design documents, terms of references, tendering and contract award, change orders, meeting agenda and minutes, program of work, charters, governance, project scheduling, frameworks, reports, graphic images, records of projects.
Format: Maps, plans, CADD files, photographs and specifications.
Record number: PWGSC PPB 023

Project files: Parliamentary precinct—Class of record

Description: Information on projects undertaken such as recapitalization, major projects, renovations, alterations, minor work repairs to buildings, landscaping and paving.
Document types: Planning and design documents, approval documents, project cost estimates, drawings and specifications, consultant contract awards, construction contract awards, tendering and contract award, construction payments, claims, change orders, meeting agendas and minutes, project scheduling, reports, assessments, terms of references, lessons learned, studies, scope of work, testing, fine art, graphic images of historical implication and heritage recordings, graphic records of real property asset facility management, material and equipment, specifications.
Format: Maps, plans, CADD files, and photographs.
Record number: PWGSC PPB 021

Real property: Parliamentary precinct—Class of record

Description: Information on the provision of accommodation and related services to legislative organizations, the Privy Council Office, and the Prime Minister's Office and third-party tenants including leasing activities.
Document types: Memoranda, records of decisions, schedules, reports, plans, assessments, requirements, regulations, guidelines, policies, standards and directives related to assignment, fit-up, use, management, planning, parking, accessibility, tendering and leasing of space.
Record number: PWGSC PPB 022

Signs and plates: Parliamentary precinct—Class of record

Description: Information on the interior signage guidelines for the Parliament buildings including the standard for signage.
Document types: Standard and guidelines.
Record number: PWGSC PPB 171

Cape Breton operations

This sub-program identifies PWGSC as responsible for Cape Breton operations which includes the overall management of the residual obligations of the Former Cape Breton Development Corporation (CBDC) as well as the real property portfolio of the former Enterprise Cape Breton Corporation (ECBC). The residual obligations include the management of post-employment benefits for former CBDC employees including miners, as well as obligations relating to the monitoring and oversight of environmentally impacted land holdings and mine water management. Also included in this sub-program are land management activities on properties transferred from ECBC, with activities such as the administration and management of real estate, and the development of strategies for divestiture.

Sydney Tar Ponds and Coke Ovens Remediation Project—Class of record

Note

Filing system based on International Standards Organization (ISO) project management.

Description: Information on project management, leadership, and coordination. Information on environmental management, agreement development, as well as legal, technical, communications and administration aspects of the project. Information about the operation of the implementing agency, the independent engineer, the design engineer and the design or implementation of long-term monitoring and various construction elements of the project.
Document types: General correspondence, internal and external communications, reports, contracts, site policies, agreements, memoranda of understanding, environmental assessment, project management framework, schedules, operational review audits and, geographical information system data.
Record number: PWGSC RPB 095

Receiver General for Canada

This program manages the operations of the federal treasury, produces the Public Accounts and maintains the Accounts of Canada. It provides federal departments with an optional departmental financial and materiel management system offering and bill payments services.

Stewardship of Consolidated Revenue Fund and Accounts of Canada

This sub-program safeguards the integrity of the Consolidated Revenue Fund and the Accounts of Canada on behalf of Canadians (receipt, transfer, holding and disbursement of public money and the redemption and settlement of all payments, production of Public Accounts and monthly statements of financial operations) and develops and maintains Receiver General treasury, accounting and reporting systems.

Government-wide accounting and financial reporting—Class of record

Note

Departments are responsible for the accuracy, integrity and completeness of the financial data submitted to the Receiver General.

This program maintains the Accounts of Canada and produces the Public Accounts and the monthly statements of financial operations. It provides federal departments with an optional departmental financial and materiel management system offering.

Description: Information on the Accounts of Canada, the monthly departmental trial balance information and records regarding various financial reporting and statements (such as the Public Accounts of Canada, monthly statement of financial operations, summary quarterly financial statements of Crown Corporations and other entities). It also includes records related to activities associated with the system development management life cycle.
Document types: Summary financial reports, financial statements, financial management reports and statistics, accounting guidance and instructions for departments, agencies and other entities, incident records, change requests, business requirements, system documentation, user guides, procedures, training material, project plans, testing scenarios, security authorization and authentication related documentation, audit results and user access requests.
Record number: PWGSC Accounting, Banking and Compensation (ABC) 145

Optional departmental financial and materiel management system—Class of record

Description: Includes records related to activities associated with the system development management life cycle.
Document types: Service level agreements, incident records, change requests, business requirements, system documentation, user guides, procedures, training material, project plans, testing scenarios, security authorization and authentication related documentation, audit results and user access requests.
Record number: PWGSC ABC 130

Public money and banking—Class of record

Description: Information on the Receiver General arrangements to establish bank accounts and facilities, establishment and procurement of government banking services, maintenance of treasury systems, receipt, transfer, hold, interest on, and disbursement of public money, redemption control and payment settlement.
Document types: Bank statements, chargeback notices, and turnaround remittance vouchers, statements of work, requests for proposals, contracts for services, vendor invoices, system specifications, risk assessments, testing strategies and results, change management logs and reports, user manuals and guides, cheques, correspondence regarding enquiries and investigations.
Record number: PWGSC ABC 140

Receiver General deposits—Personal information bank

Note

Personal information bank replaces institution-specific personal information bank Receiver General Buy Button PWGSC PPU 100. Requests about specific deposits should be directed to the department that accepted the payment(s).

Description: This bank describes information related to individuals who remit amounts to the Receiver General for Canada by various methods of payment. Types of remittances include: payments for goods and services and benefit repayments under federal and some provincial social programs. Personal information may include: name, contact information; credit card information, employee identification number, financial information, nature of payment, signature, social insurance number (SIN) (for payments received on behalf of Employment and Social Development Canada) and other identification numbers.
Class of individuals: Individuals who remit amounts to the federal government, including company and organization representatives, and current and former employees of government institutions.
Purpose: Personal information is used to process transactions for goods and services and is collected under the authority of the Financial Administration Act and other legislation specific to the government institution to which individuals remit their payments. The SIN may be collected for payments received on behalf of Employment and Social Development Canada (ESDC) and is collected under the authority of the Department of Human Resources and Skills Development Act and the Department of Social Development Act.
Consistent uses: Information may be shared with private sector service providers (namely, financial institutions) for transaction processing; with financial institutions of foreign countries for transaction processing purposes; and with collection agencies for debt recovery purposes. Information may also be disclosed to the government institution for which authority resides, for the purpose of refunds, reporting and reconciliation.
Retention and disposal standards: Information is retained for 6 years after transaction and then is destroyed.
RDA number: 99/004
Related record number: PWGSC ABC 140
TBS registration: 20100323
Bank number: PWGSC Central Bank (General Public) (PCU) 717

Receiver General payments—Personal information bank

Note

Requests about specific payments should be directed to the department that is responsible for the funds paid. Personal information bank revised in 2010 and replaces former institution-specific personal information banks: Direct Deposit and Interface System-PWGSC PPU 040; PWGSC T1204 Tombstone Information-PWGSC PPU 051; Claim for Payment on an ex Gratia Basis-PWGSC PPU 052; and Standard Payment System-PWGSC PPU 085.

Description

This bank describes information related to individuals who are issued payments by the Receiver General of Canada. Forms of payment include: cheque, direct deposit, electronic data interchange, and interdepartmental settlement and may involve travel and hospitality claims, education course fees, program payments, isolation allowances, membership fees, awards, ex gratia, and other sundry payments. Personal information may include: name, contact information, bank account numbers, bank transit numbers, nature of expenses/claim, employee identification number, other identification numbers, electronic signature, signature and SIN.

Class of individuals

Current and former employees of government institutions, claimants from the general public, contractors, and representatives of companies, and organizations who are issued payments from the Receiver General of Canada.

Purpose

Personal information is used to support the issuance and management of payments of financial benefits and entitlements in relation to expenses, fees, claims and other non-payroll payments. Personal information is collected pursuant to various acts, including the Financial Administration Act (and as required under the Payment and Settlements Requisitioning Regulations, Cheque Issue Regulations, and Electronic Payment Regulations), Canada Pension Plan, and Employment Insurance Act. Personal information is also used to enable PWGSC to issue T1204 supplementary slips to its service contractors in accordance with the TBS Contracting Policy. The SIN is collected under the authority of various acts, including the Excise Tax Act, Income Tax Act, Old Age Security Regulations (Old Age Security Act), and Veterans Allowance Regulations (War Veterans Allowance Act).

Consistent uses

Information may be used to take administrative follow-up action if payments or payment information slips are returned, lost, stolen or damaged, and to respond to enquiries. The information received from client departments is used to effect payment transactions and is therefore shared with the originating federal client institutions, for example:

Canada Revenue Agency for income tax refunds, child tax benefits, workers' income tax benefits, GST/HST tax credits, and universal childcare benefits—see institution-specific personal information banks: Canada Child Tax Benefit (CCTB) databank-CRA PPU 063; Canada Child Tax Benefit (CCTB) data bank-CRA PPU 063; and, Goods and Services Tax/Harmonized Sales Tax Credit (GST/HST credit)-CRA PPU 140
Employment and Social Development Canada for Old Age Security (OAS) benefits and annuities—see institution-specific PIBs: Guaranteed Income Supplement (GIS), Allowance-Human Resources and Skills Development Canada (HRSDC) PPU 116, International Social Security—Domestic and Foreign Benefits (Individual)-HRSDC PPU 116; and, Canada Pension Plan—retirement, disability, survivors and death benefits (individual)-HRSDC PPU 146

For transactions in Canada, information may be shared with the "direct clearer" bank—Alberta Treasury Branches, Bank of Montreal, Bank of Nova Scotia, Caisse Central Desjardins du Québec, Credit Union Central of Canada, Canadian Imperial Bank of Commerce, HSBC Bank of Canada, Laurentian Bank of Canada, National Bank of Canada, Royal Bank of Canada, Toronto-Dominion Bank. For foreign transactions, information may be shared with the Bank of America as foreign service provider for direct clearer services. Information may also be shared with other programs internal to PWGSC including for public service pension benefits and treasury systems used in the financial control and settlement framework processes. See related PIBs: Public Service Pensions Data Bank-PWGSC PCE 702. In some cases, the SIN and other information is shared with the Canada Revenue Agency and the Province of Quebec, and is used for data matching purposes, including income verification, refer to institution-specific personal information bank information returns (Infodec)-CRA PPU 150. Information may be used or disclosed for financial reporting and evaluation purposes.

Retention and disposal standards

Information is retained for 6 years following last financial transaction and then destroyed.

RDA number

99/004

Related record number

PWGSC ABC 140

TBS registration

20100138

Bank number

PWGSC PCU 712

Receiver General services

This sub-program provides optional bill payment services for departments and agencies, and maintains operations for an optional departmental financial and material management system offering.

Optional departmental financial and material management system—Class of record

Note

This system is used by other government departments to process financial and material management transactions and the financial data captured by client departments.

Description

Includes records related to activities associated with the system development management life cycle.

Document types

Service level agreements, incident records, change requests, business requirement, system documentation, user guides, procedures, training material, project plans, testing scenarios, security authorization and authentification related documentation, audit results and user access requests.

Record number

PWGSC ABC 130

Receiver General deposits—Personal information bank
Receiver General payments—Personal information bank

Document Imaging Solutions—Personal information bank

Note

Individuals are required to provide query-specific data elements/details in order for their information to be retrievable. In some cases this may include the SIN while other instances would require claim details.

Description: This bank describes information contained in records received from client institutions, sent to PWGSC to provide end-to-end document imaging business solutions, including shipping, tracking, receipt, document preparation and conversion of documents to digital images, quality assurance, archiving and destruction. Personal information may include name, contact information, credit information, date of birth, date of death, employee identification number, financial information, other identification numbers, signature, social insurance number (SIN) and legal information.
Class of individuals: General public including full and part-time employees and contractors.
Purpose: Information is used to administer the client base document imaging business services, including archiving (for certain clients). Personal information is collected under the authority of sections 5 and 15 of the Department of Public Works and Government Services Act, which allows the department to perform such services for other institutions. The SIN may be collected to support client base programs and services and is used to query information by client departments. The authorities for collection are various acts of Parliament, including Old Age Security (OAS) section 33.03, Canada Pension Plan (CPP) section 104.03 and the Department of Public Works and Government Services Act, section 15.
Consistent uses: Document images and document information may be shared with other federal departments for which the document imaging solutions are provided, such as Immigration, Refugees and Citizenship Canada, the Department of Fisheries and Oceans, and Service Canada, and Receiver General and PWGSC. Information may also be used or disclosed for evaluation or reporting purposes.
Retention and disposal standards: Under development.
RDA number: Under development.
Related record number: PWGSC ABC 085
TBS registration: 20100322
Bank number: PWGSC PCU 709

Federal pay and pension administration

This program activity provides reliable central systems and processes for pay and pension administration to other federal organizations. Through our pay and pension services, PWGSC ensures that federal government employees and pensioners are paid accurately and on time.

Pay

This sub-program administers the pay and benefits processes for the Public Service of Canada and other organizations, in accordance with collective agreements, compensation policies and memoranda of understanding. Pay and benefits administration includes the development and delivery of services, processes and systems, and the provision of information, training and advice to compensation advisors in departments. For most departments using the government accredited human resources (HR) system (Peoplesoft), PWGSC also provides all compensation services.

Insurance administration—Class of record

Description: Information relates to the administration of public service employee and pensioner insurance plans, such as the Public Service Health Care Plan, Public Service Management Insurance Plan, Disability Insurance Plan, Public Service Dental Care Plan, Post-Retirement Life Insurance Plan, and Pensioners' Dental Services Plan including eligibility, maintenance of records and preparation and distribution of instruction to users.
Document types: Briefing material, agreement reports, user instructions and procedures, training material, subject files and quality assurance survey.
Record number: PWGSC ABC 080

Federal Government employees, pensioners and survivors: Insurance information—Personal information bank

Note

In addition to the requirements specified on the Personal Information Request Form, individuals requesting information described by this bank must provide PRI and pension number. PIB updated in 2010 and formerly entitled Insurance Application Cards. Effective May 3, 2010, all personal information relating to the Public Service Health Plan Form, Disability and Long term Disability claims forms for current employees will be under the custody and control of the host department.

Description: This bank describes information related to the administration of public service employee and pension benefit plans, including the Public Service Health Care Plan, Public Service Dental Care Plan, the Post-Retirement Life Insurance Plan, the Disability Insurance Plan, the Public Service Management Insurance Plan and the Pensioners' Dental Services Plan. Personal information may include the following: name; contact information; employee/ personnel information; date of birth; biographical information; level of insurance coverage and monthly contributions; personal identification numbers, such as personal record identifier (PRI) or an individual agency number (IAN).
Class of individuals: Current and former federal government employees and their dependents.
Purpose: Personal information is used for the following purposes: to certify eligibility for coverage, registration, determining and amending status and coverage, obtaining authorization for payment and pension deductions, providing eligibility data to the plan administrators and for applying pay and pension deductions. Personal information is collected under the authority of the Federal Public Service Labour Relations Act.
Consistent uses: Some information is shared with certified private sector insurance plan administrators (such as Sun Life, Great-West Life) for benefits purposes. Information may be shared with/retrieved in central personal information banks: Public Service Compensation Systems—PWGSC PCE 705 and Public Service Pensions data bank—PWGSC PCE 702; and Standard Personal Information banks: employee personnel record, Standard bank (Employees) (PSE) 901 and Pay and Benefits, PSE 904. Where applicable, information may be shared with the employee's home institution and, if a member of the armed forces, with the Department of National Defence (PPE 859 Pension File), and if a member of the RCMP with the Royal Canadian Mounted Police (RCMP PPE 802 RCMP member service records) for verification purposes. Information may also be used for evaluation and reporting purposes.
Retention and disposal standards: Information is retained for 2 years after death of employee/former employee and then is destroyed.
RDA number: 98/005
Related record numbers: PWGSC ABC 080, PWGSC ABC 075
TBS registration: 001375
Bank number: PWGSC PCU 703

Management of Personal Record Identifier—Class of record

Description: Tombstone data related to Public Service records that are used in the creation or modification of a Personal Record Identifier (PRI) and IAN.
Document types: System extracts, statement of earnings, master employee record, reports.
Record number: PWGSC ABC 271

Central index—Personal information bank

Note

Individuals requesting information described by this bank should provide the PRI, individual agency number (IAN) or name. Some information may be stored in electronic databases, including: the Central Index System, Regional Pay System, the Contributor system, Electronic System Network Architecture Printing (E-SNAP), Payroll Tax Control System and Public Service Health Care Plan (PSHCP).

Description: This bank describes information about the administration of PRI numbers (the primary internal federal employee identification number) and Individual Agency Numbers (IANs) (the primary external federal employee identification number). Personal information may include: name, contact information, date of birth, SIN, other identification numbers (such as pension number, superannuation number), and financial information.
Class of individuals: All employees of government institutions that are subject to Schedule I of the Financial Administration Act.
Purpose: Personal information is used to issue and manage Personal Record Identifiers (PRIs) and the IANs. Some personal information is collected under the authority of the Financial Administration Act and the Department of Public Works and Governments Services Act. The SIN is collected under the authority of the Income Tax Act.
Consistent uses: Information may be shared with/described in Standard Personal Information Banks Employee Personnel Record-PSE 901 and Pay and Benefits-PSE 904. The SIN may be shared with Canada Revenue Agency and Revenue Québec, for Income Tax purposes. Information may also be used or disclosed for evaluation and reporting purposes.
Retention and disposal standards: The information must be retained indefinitely; therefore, there is no archiving or destroying mechanism in place. When the individual turns 80 years of age or after the individual's death, the central index is amended and the PRI is inactivated, as a means to ensure that there are no duplications when issuing PRI numbers.
RDA number: 98/005
Related record number: PWGSC ABC 271
TBS registration: 20100131
Bank number: PWGSC PCU 715

Pay administration—Class of record

Description: Information relates to administrative services required for the disbursement of pay and provision of information to employees on their pay; such as input, the compilation, calculation and issuance of pay and information; development and operation of the system including system edits, warnings and required legislative changes, validation and payroll accounting controls; the maintenance of salary records and web applications; and the issuance of statements of remuneration and reports on employees of the public service.
Document types: Payments and stubs; year-end tax statements; payroll error and statistical reports; statements of data; user instructions, procedures and web applications, quality assurance survey, pay centre and client instructions on roles and responsibilities.
Record number: PWGSC ABC 090

Public service compensation system—Personal information bank

Description: This bank describes information collected for the purpose of compensation for federal employees and pensioners. The personal information may include: name, contact information, salary and pension information, PRI number as well as contract number for effecting various deductions, garnishee and/or order of attachment and/or order of diversion of funds information.
Class of individuals: Federal public servants and public service pensioners.
Purpose: Information is collected to facilitate the payment of salaries and allowances and to effect retention of deductions. The SIN is collected pursuant to the Income Tax Act, parts of the Canada Pension Plan, and the Employment Insurance Act.
Consistent uses: The information may be used for reconciliation and validation of accounts, reports, and in the verification of pay cheques and related statements, in the recovery of debts to the Crown and in the preparation of statistical reports and information sheets for related systems. The PRI is also used for mapping purposes with public key infrastructure (PKI) certificate numbers for the purpose of registration into compensation web applications. The PRI is stored in the mapping database in an encrypted format which can only be decrypted by the applications. The PRI, date of birth and amount of total deductions from the most recent pay stub, and the pension number, are used for authentication purposes when enrolling into the web applications. Information may be used for audit, evaluation, research, and/r statistical purposes.
Retention and disposal standards: Records of compensation for employees are destroyed when the employee has reached 80 years of age, or it has been at least 2 years since the last administrative action, or one year after the employee's death.
RDA number: 98/005
Related record number: PWGSC ABC 090
TBS registration: 002596
Bank number: PWGSC PCE 705

Central index—Personal information bank

Pension

This sub-program administers the pension plans and benefits for the Government of Canada. Pension administration includes the development and delivery of services, processes and systems, and the provision of information and advice to, and liaison with, employees and pensioners. This permits PWGSC to administer pensions in accordance with applicable legislation and policies.

Pension administration—Class of record

Note

Access requests for individual cheques or payments should be directed to the program/department concerned.

Description: Information on the administration of public service employee pension plans, such as determination of eligibility to contribute, calculation of benefits, maintenance of records and web applications, issue of statements reports and instructions, for those pensions covered by the Public Service Superannuation Act and other retirement acts.
Document types: Pension and benefits statements; payment and year-end tax statements; superannuation payment and statistical reports; user instructions and procedures; subject files.
Record number: PWGSC ABC 075

Federal Government employees, pensioners and survivors: Insurance information—Personal information bank

Federal pensions administration—Personal information bank

Note

In addition to the requirements specified on the Personal Information Request Form, individuals requesting information described in this bank must provide either a PRI or a pension number. PIB updated in 2011 and previously entitled Public Service Pension Data Bank PWGSC-PCE-702.

Description: This bank describes information that is related to the public service pension plans and related insured benefits administered by Public Services and Procurement Canada (PSPC) on behalf of the Treasury Board Secretariat. The personal information may include name, contact information, biographical information, date of birth, date of death, financial information, Social Insurance Number (SIN), employee identification number, employee personnel information, medical information, physical attributes, place of birth, place of death, other identification numbers and signature.
Class of individuals: The general public, current and former full-and part-time public service employees. The Royal Canadian Mounted Police (RCMP) and the Department of National Defence (DND) members: spouses; common-law partners; and dependents: executive employees, terms and students; named representatives, beneficiaries or survivors.
Purpose: Personal information, including the SIN, is used for the administration of federal pension and death benefits. Personal information is collected under the authority of the Department of Public Works and Governments Services Act, Public Service Superannuation Act, Income Tax Act, Orders-in-Council PC 1969-655, 1982-63/3819, 1994-1631. Treasury Board Policies and other pension legislation administrated by Public Works and Government Services Canada.
Consistent uses: The information may be used or disclosed for the following purposes: enforcement, reporting to senior management and evaluation. New consistent uses for authentication with ePost, The Canada Post Corporation's (CPC) secure online document delivery service CPC PPU 004—ePost Service. Personal information may be shared with Canada Revenue Agency; Treasury Board Secretariat; Royal Canadian Mounted Police; Department of National Defence; Employment and Social Development Canada; Bank of Canada; Canada Post Corporation; Crown Corporations; Office of the Superintendent of Financial Institutions; and Office of the Auditor General; refer to the following Personal Information Banks: CRA PPU 125—Review and Control; CRA PPU 150 – Information Returns (Infodec) Data Bank; CRA PPU 070—Canada Pension Plan and Employment Insurance Program; CRA PPU 047 – —Business Returns and Payment Processing; CRA PPU 005—Individual Returns and Payments Processing; CRA PPU 050—Individual Tax Arrears; TBS PCE 789—Public Service Pension Cases; TBS PCE 799—Special Pension Plans; TBS PCE 741—Entitlements and Deductions System; RCMP PPE 802—RCMP Member Service Records; RCMP PPE 806— RCMP Member's Pay and Allowance Records; DND PPE 858—Pay Records Files; DND PPE 859—Pension Files; ESDC PPU 140—Canada Pension Plan: Record of Earnings; ESDC PPU 146—Canada Pension Plan: Retirement, Disability, Survivors and Death Benefits (individual) ; BOC PPU 005—Government of Canada Securities Registers; CPC PPU 001—Delivery Control Systems and CPC PPU 004—ePost Service; PSE 907—Occupational Health and Safety; and PSE 904—Pay and Benefits. Personal information may be shared with the Receiver General for Canada: refer to PSU 931—Accounts Payable; PSU 932 – Accounts Receivable; PCU 717 – Receiver General Deposits; PCU 712— Receiver General Payments; PCU 703—Federal Government Employees, Pensioners, and Survivors—Insurance Information; PCE 705—Public Service Compensation Systems; PCU 709—Digital Imaging Services and PCU 715—Central Index. Personal information may be shared with service providers contracted to administer insured benefit programs for pensioners, optional charitable giving programs and optional retiree membership organizations. The SIN may be shared with the Treasury Board Secretariat; Canada Revenue Agency; Revenue Québec; Régie des rentes du Québec; Canada Pension Plan; Canada Post Corporation; Royal Canadian Mounted Police and the Department of National Defence.
Retention and disposal standards: Information is retained for 2 years after death or employee or survivor and then it is destroyed.
RDA number: 2015-012
Related record number: PWGSC ABC 075
TBS registration: 001374
Bank number: PWGSC PCU 702

Central index—Personal information bank

Specialized programs and services

This program provides federal organizations with high quality, timely and accessible specialized services and programs.

Document imaging services

This sub-program provides quality and efficient document imaging and data capture offerings as a cost recovery service to federal organizations, leveraging internal and private sector solutions. The service consists of image processing, indexing and secure archiving of electronic records. Modernization of business processed through document imaging enabled services assists departments in reducing processing costs and in some cases, reducing warehousing costs, improves service levels to citizens and unlocks corporate knowledge stored in paper archives for improved decision making. This service is certified against the required Canadian standards for electronic records as documentary evidence for use in legal disputes.

Document Imaging Solutions—Class of record

Description: The files are related to Document Imaging Services management, such as service contracts, procurement, mail and storage services, training, systems and programs, etc.
Document types: Evaluations and audits, service level agreements, memoranda of understanding, financial data and documents, legal opinions and copies of legislative provisions, statements of work, statements of business needs, requests for proposals, teaching aids and procedures, survey results, statistical reports and correspondence.
Record number: PWGSC ABC 085

Document Imaging Solutions—Personal information bank

Government information services

This sub-program provides information to Canadians on Government of Canada programs and publications and supports the effectiveness of Government of Canada communications activities through the provision of: the Depository Services Program; public opinion research coordination; advertising coordination and partnerships; The Canada Gazette and; the Electronic Media Monitoring.

Advertising coordination services—Class of record

Description: Information on advertising campaigns managed by federal institutions and information related to the management of Government of Canada (GC) online advertising campaigns funded through the Whole-of-Government web buy initiative.
Document types: Campaign plans, documents related to Government of Canada media purchases, and GC advertising annual reports.
Record number: PWGSC Integrated Services Branch (ISB) 124

Canada Gazette—Class of record

Note

The official PDF version, which has been available online since 2003, is accessible on the Canada Gazette website.

Description: Part I, Part II and Part III of the Canada Gazette, the official newspaper of the Government of Canada.
Document types: Published every Saturday (but available on the Canada Gazette website as of 2 pm on Friday), Part I consists of proposed regulations, notices from departments and agencies, and decisions of administrative boards from the federal government as well as an assortment of public notices from the private sector. Published every second Wednesday (and available on the Canada Gazette website as of 9 am), Part II contains approved regulations and other classes of statutory instruments, such as orders in council and proclamations. Published on average 3 to 5 times a year, Part III consists of new statutes and their enactment proclamations. Furthermore, a Part I Quarterly Index is published every 3 months. A Consolidated Index with regulatory texts dating back to January 1, 1955, is published 4 times per year. As needed and according to specific criteria, extra editions are also published.
Record number: PWGSC ISB 400

Crown copyright and licensing—Class of record

Note

Program closed on March 31, 2014. Records are held for 5 years and then destroyed. Each government institution is now responsible for managing its Crown copyright and licensing.

Description: Information on intellectual property—specifically the Copyright Act and related regulations and policies, including its processes in the Government of Canada.
Document types: Documents related to copyright clearance requests, inquiries and licences.
Record number: PWGSC ISB 410

Public opinion research services—Class of record

Note

Public opinion research final reports are sent and deposited by institutions with Library and Archives Canada and the Library of Parliament.

Description: Information on public opinion research commissioned by federal government departments and agencies.
Document types: Statement of work, contract, public opinion research quality checklist, email correspondence with clients, requisition form, transmittal sheets, research instruments (screeners, interview guide, questionnaires as applicable), departmental public opinion research plan, public opinion research registration number.
Record number: PWGSC ISB 445

Greening of government operations

This sub-program aims to accelerate the greening of the government operations by providing government-wide leadership to enable significant reductions in the environmental impact of federal operations within its own operations and by working with other government departments and agencies to improve the environmental performance of the federal government. This is done through the development of policies by providing advice and by issuing guidelines pertaining to sustainable development and environmental stewardship.

Greening government operations project files—Class of record

Description: Information on "greening" of government operations projects, including policies, strategies, guidelines or publications or sustainable development planning and reporting related to greening government operations.
Document types: Project related documentation, briefing notes, presentations, correspondence, reports, policies, strategies, guidelines, publications.
Record number: PWGSC Office of Greening Government Operations (OGGO) 071

Shared travel services

This sub-program provides end-to-end travel related tools and services to federal departments and agencies to simplify, efficiently manage, and reduce the cost of government travel. This is achieved by negotiating discount agreements on flights and rail, offering a centralized travel management system and by disseminating relevant and timely information about government travel.

Shared travel services—Class of record

Description: Information on the shared travel services (STS) in the Government of Canada.
Document types: Employee travel, shared travel, expense management, business intelligence and customized reports, travel policy, acceptance tests, threat risk assessments, privacy impact assessments, customer questionnaire, promotion material, training and information packages.
Record number: PWGSC ACQ 220

Shared travel services: Traveler profile—Personal information bank

Note

More information on the program can be viewed on the internet at Travel on government business. In addition, you may also refer to Standard PIB PSU 934—Travel.

Description: This bank describes information contained in the traveller profile of the Shared Travel Services Initiative for federal employees who travel for business purposes. The personal information may include: name, contact information, emergency contact name and contact information, credit information (optional), passport information, visa information, loyalty program identifiers, communication language preference, security authentication information, credit card services providers information.
Class of individuals: Current and former federal government employees, casual employees and contractors.
Purpose: The personal information is used to process the Shared Travel Services Program or activity. Personal information is collected pursuant to the Department of Public Works and Government Services Act, sections 7, 15, 16 and 17. The authority to collect personal information is found in Order-in-Council Number: P.C. 1998-657.
Consistent uses: Information may be used to provide emergency assistance and may be provided to the third-party travel service provider and to the credit card services provider for travel card approval process. Information may also be used for audit, evaluation, research and/or statistical purposes.
Retention and disposal standards: Records will be retained for 1 to 10 years, employee emails are retained 7 years and then destroyed, agent emails are retained for 2 years restrict access, client transaction data are retained for 6 years and then destroyed, client reporting data and reconciliation data are retained for 10 years and then destroyed, corporate accounting/financial data are retained for 10 years and then destroyed, corporate tax data are retained for 7 years and then destroyed, phone data are retained for 1 year and then destroyed.
RDA number: 2008/001
Related record number: PWGSC ACQ 220
TBS registration: 20090466
Bank number: PWGSC PCE 706

Central relocation services

This sub-program manages a government-wide service that oversees moving operations for the relocation of federal government employees, excluding Department of National Defence and the Royal Canadian Mounted Police. This is done by managing and renewing household goods contracts to reduce relocation administrative costs, and ensure a consistent level of service to employees being relocated.

Traffic management—Class of record

Description: Information on re-location of household goods and effects via one of the various modes of transport (air, road, sea, rail).
Document types: Requisition form for removal and/or storage of household goods and effects, contractor invoices and supporting documentation for example, weigh scale tickets, air bills, border inspection form and central relocation services payment sheet—Payment process documentation.
Record number: PWGSC ACQ 210

MyGCHR—Class of record

Description: MyGCHR is a single human resources standard solution that will be used by all federal organizations to support the delivery of common human resources services to all public servants. It is a one-stop solution for all human resources administrative transactions such as leave management, work schedule assignment, training summary, etc.
Document types: Contracts, statements of work, interdepartmental service agreements, decision records, and annual operational plans.
Record number: PWGSC ISB 120

Shared integration and shared human resources services—Class of record

Description: Information on the services provided and the costs associated with the delivery of shared human resources services and the human resources information system.
Document types: Contracting documents, memoranda of understanding, governance documents such as agendas and records of decisions, and business line operational plans.
Record number: PWGSC ISB 110

Shared services integration—Class of record

Description: Information on the services provided and the costs associated with the delivery of these business lines: human resources services and systems (Shared Human Resources Services and the Human Resources Information System), finance (Integrated Financial and Materiel System and FreeBalance) and case management (the Shared Case Management System).
Document types: Contracting documents, memoranda of understanding, governance documents such as agendas and records of decisions, and business line operational plans.
Record number: PWGSC ISB 110

Asset disposal

This sub-program supports the federal government in disposing surplus moveable or seized goods, including through online GCSurplus. This service allows asset disposal in a transparent and financially sustainable manner.

Crown assets distribution—Class of record

Description: Information on the management and disposal of surplus crown assets on behalf of federal departments and agencies, and seized assets for other provincial governments, law enforcement agencies, and other countries. The records document the disposal of commodities such as, office equipment, vehicles, as well as military equipment like ships and planes, but not the disposal of federally owned buildings or land. Records also relate to the operation of a free paper-recycling program for client departments and agencies, in the National Capital Region, called the PaperSave Program.
Document types: Bids, invoices, description of asset, and sale's price.
Format: Photographs.
Record number: PWGSC ACQ 340

Buyer information: Crown Assets—Personal information bank

Note

This personal information bank was updated in 2010 and includes the information described above in buyer information.

Description: This bank describes information on potential sources for the sale of surplus Crown assets. Personal information may include: name, contact information, password, language, and financial information (amount of bids and volume of good bought).
Class of individuals: General public or representatives of companies who have registered to buy or bid on surplus Crown assets.
Purpose: Information is used to create an inventory of buyers to solicit when selling surplus Crown assets and for the administration of purchasing of surplus Crown assets. Personal information is collected under the authority of the Department of Public Works and Government Services Act and the Surplus Crown Assets Act.
Consistent uses: Information may be used or disclosed for program evaluation and reporting purposes.
Retention and disposal standards: Electronic information is updated on a yearly basis and dormant accounts are deleted. Hard copy records are retained for 3 years and are then transferred to Library and Archives Canada for archival purposes.
RDA number: 99/003
Related record number: PWGSC ACQ 340
TBS registration: 003317
Bank number: PWGSC PPU 026

Seized properties—Class of record

Description: Information on the management and disposal of assets that are seized, restrained or forfeited: as offence related properties under the authority of the Seized Property Management Act (SPMA).
Document types: Case data including, but not limited to, procedures relating to pre-seizure advice and consultation; court orders, legal documentation, appraisals, inspections, sales receipts, invoices, condition reports, administration of lease documents, types of financial instruments such as guaranteed placement certificates, bank accounts and investments.
Record number: PWGSC ACQ 215

Seized property management information System—Personal information bank

Description: This bank describes information collected under the authority of the Seized Property Management Act (SPMA), regarding the management and disposal of assets that are seized, restrained or forfeited, in connection with designated offences (including proceeds of crime). Personal information may include but is not limited to: name, date of birth, contact information, police case number, financial information, personal property including but not limited to real property and vehicles, and charges under applicable legislation.
Class of individuals: Individuals affected by former and current restrained, seized and/or forfeited assets.
Purpose: Under the Seized Property Management Act (SPMA), information is collected for the management of assets seized or restrained in connection with designated offences, the disposition of forfeited assets and the sharing of the net proceeds.
Consistent uses: Information may be used to communicate with the Royal Canadian Mounted Police and provincial and municipal law enforcement authorities to facilitate or manage the transfer of assets, and with the Department of Justice Canada (JUS) for the use in legal proceedings (JUS PPU 015—prosecution and related criminal matters). Information may also be used for audit, evaluation, research and/or statistical purposes.
Retention and disposal standards: Paper holdings directly related to the management and disposal of assets are retained for 2 years and subsequently transferred to a secured government facility for an additional 4 years (total retention, 6 years). Files that include real property and/or vessels and/or aircraft are held for an additional 10 years (total retention, 12 years).
RDA number: 78/008
Related record number: PWGSC ACQ 215
TBS registration: 20090468
Bank number: PWGSC PPU 125

Standards development and certification

This sub-program provides standards and conformity assessment services in support of the economic, regulatory, procurement, health, safety and environmental interests of government, industry and consumers. This is achieved by developing and reviewing standards and certifying products, services and management systems within specified timeframes to ensure consumer confidence.

Certification programs for products and services—Class of record

Description: Information on the Canadian General Standards Board (CGSB)'s independent certification and qualification programs relating to the products and services assessed against performance and quality standards. The Certification Program applies to the following products and services: construction materials, medical products, office furniture, protective clothing, security personnel, testing services (Laboratory Acceptance Program), and toner cartridges.
Document types: Audits, evaluations, supplier profiles, suppliers' representative names, supplier's product and service descriptions, product testing results.
Record number: PWGSC ACQ 175

Personnel Certification Program—Class of record

Description: Information on the Certification Program managed by the CGSB for the Federal Government Procurement and Materiel Management Communities, which is a component of the government-wide Professional Development and Certification Program administered by the Treasury Board of Canada Secretariat.
Document types: Certification and standards.
Record number: PWGSC ACQ 190

Certification Program for the Federal Government procurement and material management—Personal information bank

Description: This bank describes information about individuals who apply for the Certification Program for the Federal Government Procurement and Material Management Community. The program, based on the CGSB standard CGSB-12.1-2005 competencies of the Federal Government Procurement, material management and real property community, enables practitioners in procurement and material management to obtain a professional designation recognizing their level of qualifications. To obtain the professional designation, practitioners must meet the training, experience and knowledge requirements of the program outlined in the CGSB-12.1-2005 standard. Personal information may include name, contact information, biographical information, educational information, Personal Record Identifier (PRI), certification participant number, certification designation number, employment equity information, language, medical information, signature and evaluations of the individuals. This bank also describes the information of the applicant's manager or supervisor. This information may include name, contact information, correspondence and employee evaluations.
Class of individuals: Full and part-time employees of federal institutions and other private or public organization who apply and participate in the certification program as well as their manager or supervisor.
Purpose: Personal information is used to conduct an impartial assessment of a candidate's qualifications, to administer and to provide services for the Certification Program for the Federal Government Procurement and material management community. Personal information is collected pursuant to the Department of Public Works and Government Services Act, sections 7, 15, 16 and 17.
Consistent uses: The information may be used for evaluation, maintaining an inventory of certified federal specialists, reporting to senior management and/or statistical purposes (including providing aggregate statistics to Treasury Board Secretariat), and for follow-up purposes. The supervisor or manager of the program participant is provided with required personal information to agree to enrolment, payment, undertake required evaluations, and monitor employee progress. With consent of the individual, certification designation numbers may be posted to the Canadian Government Standards Board website.
Retention and disposal standards: The records will be retained indefinitely. A records retention and disposal schedule is under development.
RDA number: 2008/001
Related record number: PWGSC ACQ 190
TBS registration: 20100132
Bank number: PWGSC PCU 195

Certification management services—Class of record

Description: Information on the assessment and certification of management systems for conformance to various standards of the CGSB, including International Standards Organization (ISO) 9001 (quality), ISO 14001 (environmental), and occupational health and safety (OHSAS) 18001.
Document types: Audit report and registration certificate.
Record number: PWGSC ISB 205

Standards development services—Class of record

Description: Information on the development of the National Standards of Canada, CGSB standards, specifications and Government of Canada Standards, and support to the development of ISO. Standards in support of procurement, economic, regulatory, environmental and health and safety interests, covering a wide range of products and services: building and construction, business (office) equipment and supplies, food and organics agriculture, personnel qualifications and competencies, protective clothing, social security and emergency preparedness, textiles, transportation fuels and transportation of dangerous goods. Records relating to the publication of web catalogue for formal standard that the Government of Canada supports and the provisions of those standards for a fee.
Document types: Standards, specifications, publications, catalogues, forms.
Record number: PWGSC ACQ 195

Client Service Strategy

This sub-program leads PWGSC's Client Service Strategy and provides leadership across the department in the development and implementation of service renewal initiatives.

Client service strategy documents—Class of record

Description: Information related to the PWGSC-wide strategy on client service including its projects, guidelines and publications.
Document types: Strategy related documentation, presentations, reports, service agreements, publications, guidelines, policies and briefing notes.
Record number: PWGSC ISB 450

Government of Canada administrative services

This sub-program has a horizontal focus to delivering corporate administrative and HR support services, on cost recovery basis, to achieve efficiencies for client federal organization. Government of Canada administrative services reduces the number of back-office administrative information technlogy (IT) systems across government, and purchases, creates, modifies and maintains common GC versions of products, which eliminates duplication in individual departments and agencies allowing them to focus resources on key programs.

MyGCHR—Class of record

Description: MyGCHR is a single human resources standard solution that will be used by all federal organizations to support the delivery of common human resources services to all public servants. It is a one-stop solution for all human resources administrative transactions such as leave management, work schedule assignment, training summary, etc.
Document types: Contracts, statements of work, interdepartmental service agreements, decision records, and annual operational plans.
Record number: PWGSC ISB 120

Shared integration and shared human resources services—Class of record

Description: Information on the services provided and the costs associated with the delivery of Shared Human Resources Services and the Human Resources Information System.
Document types: Contracting documents, memoranda of understanding, governance documents such as agendas and records of decisions, and business line operational plans.
Record number: PWGSC ISB 110

Service management strategy

This sub-program leads PWGSC's service management strategy and provides leadership across the department in the development and implementation of service renewal initiatives. The strategy is based on understanding our clients, improving service delivery, delivering a seamless service experience and serving ourselves better.

Service management strategy documents—Class of record

Description: Information related to the PWGSC-wide strategy on client service, including its projects, guidelines and publications.
Document types: Strategy related documentation, presentations, reports, service agreements, publications, guidelines, policies and briefing notes.
Record number: PWGSC ISB 450

Procurement Ombudsman

This program, operating at arms-length from the government, reviews procurement practices across federal departments and agencies, investigates complaints from suppliers regarding the award and administration of contracts for goods and services, and ensures the provision of alternative dispute resolution services for existing contracts. This program helps to promote fairness, openness and transparency in the federal procurement process.

Review of procurement practices

This sub-program allows for an independent review of departmental government-wide procurement practices, and makes recommendations to promote fairness, openness and transparency in federal procurement.

Review of departmental procurement practices—Class of record

Description: Includes records related to reviews of departmental procurement practices conducted under the authority of the Procurement Ombudsman Regulations.
Document types: Contract files and related correspondence; award criteria, policies, guidelines, regulations, approval requirements, statements of work, requests for proposals, contractor eligibility lists, planning documents, solicitation or tender documents or reports, monitoring reports, invoices, payment requisitions, post-completion evaluation reports, sole source contract justifications, standing offers, supply arrangements, purchase requisitions, and security clearances or checks; communications with federal officials; review plans; terms of references; analyses; recommendations; reports; and communications materials.
Record number: PWGSC OPO 015

Procurement Ombudsman: Review of procurement practices and supplier complaints—Personal information bank

Note

In addition to the requirements specified on the Personal Information Request Form, individuals requesting information described by this bank must provide the subject and date of correspondence and Solicitation or Contract Number.

Description: This bank describes information related to complaints from potential suppliers with respect to the awarding and administration of federal contracts for goods and services. Personal information may include name, contact information (including company name), financial information, identification numbers, views and opinions of or about individuals, and signature.
Class of individuals: Individuals or representatives of businesses who submit a complaint to the Office of the Procurement Ombudsman; and respondent(s) to complaint, which could include employees of federal institutions and/or members of the general public.
Purpose: Personal information is used to investigate supplier complaints submitted to the Office of the Procurement Ombudsman and is collected under the authorities of the Department of Public Works and Government Services Act Sections 22.1 to 22.3 and 23.1 and the Procurement Ombudsman Regulations.
Consistent uses: The findings and recommendations of the Ombudsman will be provided to the complainant(s), respondent(s), relevant federal minister and the Minister of Public Works and Government Services Canada. Information will be disclosed to any other government institution to which the complaint refers, and some information may be described in Standard PIB professional services contracts, PSU 912. Information may also be used or disclosed for: establishing of inventory of complaints, evaluation, and reporting purposes (including the Ombudsman's Annual Report to Parliament).
Retention and disposal standards: Under development.
RDA number: Under development.
Related record numbers: PWGSC OPO 015, PWGSC OPO 011
TBS registration: 20100136
Bank number: PWGSC PPU 001

Supplier complaints

This sub-program ensures that complaints from Canadian suppliers regarding the award or administration of contracts, as well as all other contracts to the office, are addressed in a timely manner by a knowledgeable and independent third party.

Suppliers complaints—Class of record

Description: Includes records related to inquiries, complaints and requests for alternate dispute resolution (ADR) services made by individuals or representatives of businesses who submit an inquiry, a complaint, or request for ADR services to the Office of the Procurement Ombudsman and respondent(s) to the complaint or request.
Document types: Complaints or enquiries; completed or in progress files which may contain names and contact information of the disputants, client department information, information on the nature of the dispute, specifics of the dispute from each party, actions taken by the department and complainant; chronology of events; records of decisions; minutes; correspondence between suppliers and federal officials; details of follow-up requests and actions; procedures, policies and regulations; action plans; analyses; recommendations; reports; and communications materials.
Record number: PWGSC OPO 011

Procurement Ombudsman: Review of procurement practices and supplier complaints—Personal information bank

Linguistic management and services

This program defines the Translation Bureau of PWGSC as a key component of the federal government's service delivery infrastructure. The bureau is the sole internal linguistic services provider and offers translation, revision, interpretation and other linguistic services for Parliament, the judiciary, and federal departments and agencies. It is also the terminology authority within the federal government and has been mandated to develop terminology standards to ensure clear, uniform and quality communications within government. The Linguistic Management and Services Program is mandated under the Translation Bureau Act.

Terminology Standardization Program

As the federal government's terminology standardization and linguistic authority, the Translation Bureau is mandated with the development, standardization and distribution of terminology in the public service. In this capacity, this sub-program aims to ensure the establishment of terminology and language standards to promote consistency and quality in the government's communication with Canadians and to optimally manage the government's terminology expertise, strengthen the government's role in the language field on the national and international scenes and showcase Canada's collective wealth of linguistic and terminological knowledge.

Standardization services—Class of record

Description: Information on the delivery of terminology standardization services, glossary preparation, and the revision of client-produced glossaries, storage, management and dissemination of terminology. Could include information about the development, organization, functions, activities and management of terminology committees. Information about committee members and their role and responsibilities and administrative support documents may also be included.
Document types: Terminology records, bulletins and updates, terminological information sheets, questions and answers, schedule of planned events, list of committees, list of the Translation Bureau's representatives on various committees (federal, national, international), mandates, agendas, meeting records, correspondence, minutes of meetings, reports, recommendation documents, briefing notes and discussion documents, travel records and hospitality files.
Record number: PWGSC TRA 240

Translation and other linguistic services

This sub-program aims to offer a full, integrated range of language solutions in both official languages, in Canada's Indigenous languages, and in over 100 foreign languages. It ensures an effective and efficient provision of quality translation, revision, editing, and language advice services at a reasonable cost to the judiciary and federal departments and agencies on a cost recovery basis.

Linguistic contracts—Class of record

Description: Information on the Translation Bureau contracting and procurement process to obtain professional language services. Files include information about identifying the services to be purchased; contract development and approval processes and procedures; contract negotiations; administration of awarded contracts, including amendments if required; post-contract evaluations; information about the contractor such as the company's profile, résumés, diplomas, work experience, previous contracts completed and clients.
Document types: Contract files and related correspondence, award criteria, guidelines, regulations, approval requirements, statements of work, requests for proposals, contractor eligibility lists, planning documents, solicitation or tender documents, solicitation or tender reports, monitoring reports, invoices, payment requisitions, post-completion evaluation reports, sole source contract justification, standing offers, supply arrangements, communications with clients and suppliers, purchase requisitions, security clearances or checks.
Record number: PWGSC TRA 245

Integrity Assessment Program—Personal information bank

Linguistic industry analysis—Class of record

Description: Information on the changing of the language industry, workforce availability, succession planning, language market trends, changing language technology.
Document types: Reports, analyses, recommendations, market studies, and action plans.
Record number: PWGSC TRA 234

Linguistic services—Class of record

Description: Information on the delivery of translation, revision and editing services to other departments and central agencies. Could include information on the delivery other linguistic services, such as writing assistance and proofreading.
Document types: Client list; rate list; service requests; estimates and service proposal; correspondence; service agreements; name of Translation Bureau client representative and client resource person; service delivery protocol and guidelines; client records; documentary research; invoicing documents; project data; information technology.
Record number: PWGSC TRA 230

Standards and policies—Class of record

Description: Information on standards and policies related to the hiring language professionals, quality standards for services provided by the Translation Bureau and professional development of language professionals.
Document types: Demographic reports and analyses; projected human resources requirements; professional performance analysis; analyses and reports on the quality of the Translation Bureau's services; recommendations.
Record number: PWGSC TRA 250

Training and development—Class of record

Description: Information related to the training of Translation Bureau employees to acquire new knowledge and skills, maximize their potential and increase their productivity. These files may contain information on language and terminology training programs, training requirements, professional development, learning and training policies, monitoring and reporting requirements, continuous learning, and career planning.
Document types: Annual training reports; employee guidance material; analysis documents on training and skill requirements; professional skills assessment files, descriptions, criteria, evaluations; course outline; and in-house exams.
Record number: PWGSC TRA 260

Translation and interpretation to Parliament

This sub-program aims to ensure the provision of timely translation, interpretation and other linguistic services to Parliament. This enables Parliament to function in both official languages and any other languages required. More precisely, the bureau translates and reviews documents from the House of Commons, the Senate, Senate and House of Commons committees, MPs' and Senators' offices, administrative services of both Houses, the Library of Parliament, the Office of the Conflict of Interest and Ethics Officer and the Office of the Senate Ethics Officer. It also provides official languages interpretation for the debates in the House of Commons, the Senate, Cabinet and their committees, press conferences and the proceedings of parliamentary associations. Furthermore, interpreters regularly accompany Senators and members of Parliament (MP) who belong to parliamentary committees when they travel in Canada and abroad.

Linguistic services to Parliament—Class of record

Description: Information on the delivery of translation, revision, editing and interpretation services and other linguistic services to Parliament. Could include information on the delivery of other linguistic services, such as writing assistance and proofreading.
Document types: Service requestor list; service requests; correspondence; service agreements; name of resource persons; service delivery protocol and guidelines; documentary research; project data.
Record number: PWGSC TRA 232

Conference interpretation

This sub-program aims to ensure the provision of conference interpretation services in official languages, in Canada's Indigenous languages, in foreign languages and in visual languages to all federal government departments and agencies, conference interpreters provide interpretation services at events such as international summits, bilateral or multilateral discussions between heads of state/government, intra- or inter-departmental conferences and meetings between federal ministers and their provincial or territorial counterparts.

Interpretation services for conferences—Class of record

Description: Information on the delivery of interpretation services at conferences.
Document types: Client list; rate list; service requests; correspondence; name of client resource person; client records, invoicing documents; travel expenses; priority ranking list; project data.
Record number: PWGSC TRA 231

Integrity programs and services

This program provides the Government of Canada with high quality, timely and accessible specialized services and programs in support of sound, prudent and ethical management and operations.

Contract security

This sub-program contributes to Canada's economic and national security agenda by safeguarding Canadian and foreign governments' sensitive information and assets entrusted to private-sector companies who are under government contract by evaluating, assessing risk, granting security clearances and inspecting private sector companies and their employees, and by negotiating and administering international bilateral industrial security arrangements.

Industrial security—Class of record

Description: Information on the Contract Security Program to protect national and international classified and other sensitive information related to government contracts and information on suppliers registered in the Contract Security Program and the security clearances or reliability status of their organizations, personnel and PWGSC employees.
Document types: International bilateral industrial security instruments (agreements, memoranda of understanding or arrangements), information shared between Canada and other countries, contracts with security requirements, industry registration applications and documents, inspections and investigations, security clearance application and evaluations of industry personnel and PWGSC employees, notification and decision letters, North Atlantic Treaty Organization security, industrial security training, in the context of the TB Policy on Government Security and the standard on security screening.
Record number: PWGSC Departmental Oversight Branch (DOB) 105

Industry personnel clearance and reliability records—Personal information bank

Note

The collection of information on security screening forms may be conducted through a source other than PWGSC. This includes other government departments and private sector individuals designated as company security officers (CSO) and key senior officials (KSO), authorized security officials in the Contract Security Program. The collection of personal information by authorized security officials in the government and private industry is only done with the consent of the individual.

Description: This bank describes information that is related to security screening assessments of individuals working or applying for work with a government institution and private industry by way of appointment, assignment or contract. Personal information may include completed personnel screening, consent and authorization forms, applicable security clearance and personal history documentation and completed security screening certificate and briefing forms. The personal information may include biographical information, biometric information (such as, fingerprints, digital photographs, etc.), character assessments (such as loyalty, trustworthiness, etc.) citizenship status, contact information, credit information, criminal checks/history information, date of birth, educational information, employee identification number, employee personnel information, financial information, other identification numbers, opinions and views of, or about, individuals, physical attributes, place of birth, signature and/or military service information. The bank may also describe personal information about any immediate relatives, including name, contact information, date of birth and death, and relationship to applicant.
Class of individuals: General public, including volunteers, all current and former employees, contractors, immediate relatives, current and former spouse/common law partner, agency, casual employees, and students, individuals who give character references (including neighbours), current/former employers.
Purpose: Personal information is used to support decisions for granting or reviewing for cause the reliability status, security clearance or site access of individuals working or applying to work through appointment, assignment or contract. A review for cause may result in the denying or revocation of the individual's reliability status, security clearance or site access. For many institutions, personal information is collected pursuant to subsection 7(1) of the Financial Administration Act and as required under the Treasury Board Policy on Government Security. For those institutions not subject to the Financial Administration Act or the Treasury Board Policy on Government Security, consult the institution's access to information coordinator to determine collection authority.
Consistent uses: Where applicable, information, including fingerprints, may be shared with the RCMP and Canadian Security Intelligence Service (CSIS) to conduct the requisite checks and/or investigation in accordance with the Treasury Board Policy on Government Security and Standard on Security Screening; refer to the following institution-specific personal information banks: for the RCMP, forensic science and identification services and Canadian criminal real time identification services-RCMP PPU 030; for CSIS, security assessments/advice-CSIS PPU 005. The security screening status may be shared with human resources officials to update the individual's personnel file, refer to standard personal information bank employee personnel record—PSE 901. Information may also be shared with credit bureaus to obtain credit rating to support decisions for granting or reviewing reliability status, security clearance or site access of individuals. Some information may be used or disclosed for program evaluation. Disclosure of some personal information is conducted for the purpose of fulfilling personnel security clearance requirements as defined in government contracts. The disclosure is made based on the consent of the individual received upon initial application for security clearance. Information of a personal nature is disclosed to RCMP in relation to: individuals' name, date of birth, fingerprints. Similar to information disclosed to RCMP, personnel information relayed to CSIS could pertain to an individual's residence, siblings, travel, employment and character references and so forth. In the event that adverse information is received, the responsibility center (Canadian Industrial Security Directorate) would solicit recommendations from PWGSC's legal counsel to clarify any ambiguities and provide a legal opinion in relation to the granting/denying of the requested security clearance. Some personal information may be disclosed to authorised persons within and outside the government. In terms of outside of government, personal information may be disclosed to any authorized security official of any organization registered in PWGSC's Contract Security Program, upon request. A consent form must be signed by the individual before personal information is provided to registered organizations. Within government, personal information may be disclosed to departmental security officers, procurement and integrity officers, and project authority officials. Periodic data matching may be employed to ensure validation of the personal information collected.
Retention and disposal standards: Records are retained for 2 years following the closure of the security clearance. If no action occurs during the 2 years following the closure of the security clearance, the paper records are submitted to Library and Archives Canada for destruction in accordance with the standard; electronic records are purged except for minimal tombstone data which is archived.
RDA number: 79/018
Related record number: PWGSC DOB 105
TBS registration: 001369
Bank number: PWGSC PPU 015

Integrity database services—Class of record

Description: Includes records related to the verification of supplier compliance with the Integrity Framework provisions. Verifications identify ineligible suppliers prior to contract award and monitor compliance during the life of the procurement/real property transaction. A supplier is non-compliant with provisions if they, members of their board of directors or affiliates have been convicted, or absolutely or conditionally discharged of an offence under the Integrity Framework in Canada or a similar offence abroad in the past 10 years.
Document types: Company verification request forms, company verification files, company profiles, corporate court documents (judgements and agreements), conviction list, caution list, legal opinions, supplier determination files, client statistic reports and satisfaction surveys, memoranda of understanding for information sharing and integrity verification services, monthly reports to senior management, database activity report, procedures, guidelines and policies, user manuals, work plans, privacy impact assessment, threat and risk assessment reports, technical database documentation, system logs, testing strategies, results and reports, database management documentation (statistics), training materials (process maps and flow charts of activities, procedures, sample situations and responses).
Record number: PWGSC DOB 005

International and intergovernmental cooperation—Class of record

Description: Information on foreign visits and international intergovernmental activities, such as information sharing and best practices, which are used for ensuring international security standards are being applied. Information also concerns the international bilateral industrial security instruments (arrangements, memoranda of understanding or agreements) with foreign countries or international organizations on the exchange of classified and protected information and assets.
Document types: International bilateral industrial security instruments (arrangements, memoranda of understanding or agreements), reports, legal opinions, decisions and implementation processes, management procedures and logistics.
Record number: PWGSC DOB 035

Forensic accounting services

This sub-program provides forensic accounting services to Canadian and international governments, law enforcement agencies and prosecution services primarily on criminal investigations that have a financial component. These services support police investigations, prosecutions and, thus, Canadian and international criminal justice systems by providing specialized advice, forensic accounting reports and expert witness testimony on the financial aspects of these investigations in an objective, independent and non-technical manner.

Forensic accounting—Class of record

Description: Electronic and paper documents (information) used to prepare forensic accounting reports and to provide forensic accounting advice during criminal or administrative investigations with financial and accounting components. Information is acquired and managed by client organizations (such as the Royal Canadian Mounted Police, Department of National Defence, Ontario Provincial Police or Service de Police de la Ville de Montréal) and provided to the organization so that it can complete the forensic accounting analysis. The original documents remain in the custody of the clients.
Document types: Forensic accounting reports, letters, charts, graphs, tables, summaries, and supporting notes. The forensic accounting working papers may also include, if relevant, parts or all of writs, transcripts of evidence, statements and/or affidavits.
Record number: PWGSC DOB 007

Forensic accounting services—Personal information bank

Note

In addition to the requirements specified on the Treasury Board of Canada Secretariat personal information request form, individuals requesting information described by this bank must provide the incident and location and legal authority for those acting on behalf of an account holder or estate. Personal information is collected and maintained by clients and partners. Access to the personal information is provided to PWGSC employees so that they do their work.

Description: This bank describes information which PSPC has access to and uses in requests from other government departments (provincial, territorial, municipal, indigenous) and related police forces to provide forensic accounting services for criminal or administrative investigations. Personal information may include name, contact information, biographical information, citizenship status, credit history, date of birth, date of death, employee identification number, employment equity information, employee personnel information, financial information, other identification numbers, place of birth, place of death, signature, opinions and views of or about individuals, and criminal checks/history.
Class of individuals: Individuals or legal entities (including businesses, trustee of estate, etc.) being investigated by law enforcement agencies, their legal representative(s), officials of other governments and police forces, and any other individuals involved in the criminal or administrative investigation.
Purpose: Personal information is used to provide prepared forensic accounting reports and supporting expert testimony for criminal investigations undertaken by national, provincial and municipal law enforcement agencies or in the context of administrative investigations.
Consistent uses: The information may be used or disclosed for enforcement purposes. Information in forensic accounting reports may be shared with the entity that requested the services from PWGSC, which may include namely the Royal Canadian Mounted Police, the Public Prosecution Services of Canada, Ontario Provincial Police, and the Service de Police de la Ville de Montréal.
Retention and disposal standards: Under development.
RDA number: Under development.
Related record number: PWGSC DOB 007
TBS registration: 20100308
Bank number: PWGSC PPU 210

Controlled goods

This sub-program mitigates the risk of proliferation of tactical and strategic assets, helps strengthen Canada's defence trade control, and supports Canada's domestic and international security interests, through the registration and inspection of private sector individuals and companies possessing, examining or transferring controlled goods.

Controlled goods registration—Class of record

Description: Information on all persons registered or exempted from registration (for example, visitors and temporary workers) examining, possessing, or transferring controlled goods in Canada.
Document types: Agreements and exchanges (information between PWGSC and other government agencies); registrations (including renewals and amendments); security assessments and or checks; applications for exemption; and consent to use a Government of Canada security clearance.
Record number: PWGSC DOB 415

Controlled Goods Program—Personal information bank

Description: Under the authority of the Defence Production Act (DPA) and of the Controlled Goods Regulations (CGR), the program is mandated to conduct a security assessment, the extent to which the person poses a risk of transferring controlled goods to someone who is not registered or exempt. This bank describes information on any persons, applying for registration, amendment or exemption, registered, exempt, denied, suspended or revoked, examining, possessing, or transferring controlled goods in Canada. Personal information may include: name, contact information, telephone number; biographical information, biometric information (fingerprints), place and date of birth, citizenship, information on criminal history, education, travel, and current and former employment.
Class of individuals: Individuals conducting business in Canada as defined by section 2 of the CGR, who apply for registration or submit exemption request to lawfully examine, possess or transfer controlled goods in Canada (section 37 of the DPA). Individuals may include sole proprietors, part-owners, directors, officers, designated officials within companies as per CGR section 10(d), as well as visitors, and temporary workers and international students defined in section 1 for exemption under section 17.
Purpose: Prior to any examining, possessing, or transferring controlled goods in Canada, individuals must be assessed against security risks and be registered or exempted from registration per DPA and CGR. Based on the personal information obtained from the applicant, an evaluation of the risk of transferring controlled goods by the applicant to someone who is not registered or exempt is made and registration or exemption is either granted or denied. The information is also reviewed on the basis of a security assessment to deny, suspend, amend or revoke existing registration or exemption. The name and contact information may be used or disclosed for corresponding with registrants or validation in a search capacity on the Controlled Goods Program website.
Consistent uses: The Controlled Goods Program (CGP) may share information with other federal institutions to assist in evaluating the risk of persons, wishing to register in the program, transferring controlled goods to persons who are not registered or exempt. As the Department of National Defence has chief interest in the DPA, CGP may exchange personal information described in the related Department of National Defence PIB and DND PPE 835 for the purpose of verifying individuals and companies that represent and possess the required import and export permits as well as authority identified on the Global Affairs Canada export control list (used to determine the list of controlled goods). Some data is shared with Department of Global Affairs Canada for the purpose of validating and assessing the risk of illegal transfers of importers and exporters and to validate the risk of illegal transfer of controlled goods by foreign visitors and temporary workers. This data may be exchanged with Canada Border Services Agency (CBSA) PIB CBSA PPU 016, and Security Intelligence Analysis Division (SIAD). Reports are shared with the Canadian Security Intelligence Services in PIB CSIS PPU 016 for the purposes of section 30 of the DPA. Information may be shared with other government departments, or any person authorized by a government department, requiring the information for the discharge of the functions of that department for the purpose of conducting investigations under the DPA, or any other offences against a Canadian law that requires this information, CGP may share with the RCMP PPU 005 or National Defence, DND PPE 835.
Retention and disposal standards: Operational files are retained by the Controlled Goods Directorate. Records for registration are destroyed 5 years after the person ceases to be registered. Records for temporary worker/international student and visitor exemption are destroyed 2 years after the exemption expires. Records for breach of the CGR and/or DPA are destroyed 2 years after the file is resolved. In the case of a confirmed breach, records are destroyed 5 years after the person ceases to be registered or the expiration of the exemption. Records for criminal investigation are destroyed 2 years after the file is resolved. In the case of a confirmed violation, records are destroyed 5 years after the person ceases to be registered or the expiration of the exemption.
RDA number: 2015/012
Related record number: PWGSC DOB 415
TBS registration: 005093
Bank number: PWGSC PPU 045

Integrity Framework

This sub-program supports accountability and integrity in PWGSC's procurement and real property transactions. This includes policies, procedures and governance measures to ensure it does business with suppliers that respect the law and act with integrity. This sub-program also provides integrity database verifications to ensure suppliers are in compliance with the Integrity Framework. This is also done on behalf of other governments departments with whom memoranda of understanding are in place.

Fairness Monitoring and Business Dispute Management

This sub-program provides assurance as to the fairness, openness, and transparency of selected departmental activities through the engagement of independent third party fairness monitors to observe all or part of a departmental activity. Business Dispute Management provides conflict prevention and alternative dispute resolution services to contractors, other government departments, and PWGSC employees, where PWGSC is the contracting authority.

Business dispute management—Class of record

Description: Information on internal neutral dispute resolution services provided to PWGSC contracting authorities, client departments and suppliers where PWGSC is the signing authority.
Document types: Complaints or enquiries; completed or in progress files which may contain names and contact information of the disputants, client department information, nature of the dispute including potential dollar amount in dispute and action taken by the department; chronology of events; records of decisions; minutes; correspondence; action plans; recommendations; and details of follow-up requests and actions.
Record number: PWGSC DOB 002

Business dispute management: Contracts—Personal information bank

Note

Formerly entitled conflict management contracts.

Description: This bank describes information related to disputes, either those being discussed or those which are in the appeals/review process for procurement-related disputes and extra-cost claims arising from goods and services contracts, construction and architectural and engineering services contracts. Personal information may include: name, contact information, business information, details of complaint or dispute, and other identification numbers (such as PWGSC case identifier).
Class of individuals: Suppliers providing services to PWGSC and/or client departments.
Purpose: Information is collected to enable PWGSC to manage and resolve complaints and/or disputes, either informally through negotiations, or formally through board proceedings, with suppliers or contractors.
Consistent uses: If the claims are complex and in excess of $100,000, the board proceedings may be attended by, and information would be shared with, private sector consultants, an independent representative from the project authority, as well as the board's legal advisor. If the negotiation process has reached an impasse, information may be shared with arbitrators from a recognized provincial institute of arbitrators. If the settlement amount exceeds departmental approval authorities, the settlement is subject to the approval of Treasury Board ministers. Information may also be used for audit, evaluation, research, and/or statistical purposes.
Retention and disposal standards: Under development
RDA number: Under development.
Related record number: PWGSC DOB 002
TBS registration: 20090463
Bank number: PWGSC PPU 182

Fairness monitoring—Class of record

Description: Information on third-party fairness monitoring of departmental procurement activities to provide assurance that those activities are conducted in a fair, open and transparent manner.
Document types: Requests for proposals; bidder evaluation; complete and progress files (information on the process of selecting a Fairness Monitor including the call-up against standing offer, and contact information of the contractor, contract, and associated information); invoices from suppliers; deliverables received from the contract; background information on the departmental activity; correspondence; and information on follow-up activities.
Record number: PWGSC DOB 003

Fairness Monitoring—Personal information bank

Description: This bank describes information related to independent third-party contractors engaged to perform fairness monitoring of PWGSC activities. Personal information may include: name, contact information, biographical information including professional qualifications, financial information, business type, other identification numbers (such as PWGSC supplier and/or case identifiers).
Class of individuals: Suppliers providing services to PWGSC and/or client departments.
Purpose: The information is collected in the proposals/bids submitted by potential Fairness Monitor (FM) suppliers seeking to be engaged by PWGSC as independent third-party fairness monitors and is used to evaluate and rate the supplier's ability.
Consistent uses: Final Fairness Monitoring reports, which are published on PWGSC's internet site, normally include: the FM contractor's company name, corporate logo, and names of the contractor's employees who performed the FM work. Information may also be used for audit, statistical, and reporting purposes.
Retention and disposal standards: Under development.
RDA number: Under development.
Related record number: PWGSC DOB 003
TBS registration: 20090462
Bank number: PWGSC PPU 183

Internal services

Internal services are groups of related activities and resources that are administered to support the needs of programs and other corporate obligations of an organization. These groups are: Management and Oversight services, Communications services, Legal Services, Human Resources Management services, Financial Management services, Information Management services, Information Technology services, Real Property services, Material services and Acquisition services. Internal services include only those activities and resources that apply across an organization and not those provided specifically to a program.

Management and oversight services

Management and oversight services involve activities undertaken for determining strategic direction and allocating resources among services and processes, as well as those activities related to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies or plans.

Communications services

Communications services involve activities undertaken to ensure that Government of Canada communications are effectively managed, well-coordinated and responsive to the diverse information needs of the public. The communications management function ensures that the public—internal or external—receives government information, and that the views and concerns of the public are taken into account in the planning, management and evaluation of policies, programs, services and initiatives.

Communications—Class of record
- Internal communications—Personal information bank
- Public communications—Personal information bank

Legal Services

Legal services involve activities undertaken to enable government departments and agencies to pursue policy, program and service delivery priorities and objectives within a legally sound framework.

Legal Services—Class of record

Human resources management services

Human resources management services involve activities undertaken for determining strategic direction, allocating resources among services and processes, as well as activities relating to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies and plans.

Financial management services

Financial management services involve activities undertaken to ensure the prudent use of public resources, including planning, budgeting, accounting, reporting, control and oversight, analysis, decision support and advice, and financial systems.

Financial management—Class of record

Information management services

Information management services involve activities undertaken to achieve efficient and effective information management to support program and service delivery; foster informed decision making; facilitate accountability, transparency and collaboration; and preserve and ensure access to information and records for the benefit of present and future generations.

Information technology services

Information technology services involve activities undertaken to achieve efficient and effective use of information technology to support government priorities and program delivery, to increase productivity, and to enhance services to the public.

Information Technology—Class of record
- Electronic Network Monitoring—Personal information bank

Real property services: Internal services

Real property services involve activities undertaken to ensure that real property is managed in a sustainable and financially responsible manner, throughout its life cycle, to support the cost-effective and efficient delivery of government programs.

Real Property Management—Class of record

Materiel services

Materiel services involve activities undertaken to ensure that materiel can be managed by departments in a sustainable and financially responsible manner that supports the cost-effective and efficient delivery of government programs.

Materiel Management—Class of record
- Vehicle, Ship, Boat and Aircraft Accidents—Personal information bank

Acquisition services

Acquisition services involve activities undertaken to acquire a good or service to fulfill a properly completed request (including a complete and accurate definition of requirements and certification that funds are available) until entering into or amending a contract.

Procurement and Contracting—Class of record
- Professional Services Contracts—Personal information bank

Defunct activities

The following sub-programs or program sub-activities have been abolished.

Audit services Canada

This program sub-activity provided Federal organizations with access to professional audit services that give them confidence that their programs, policies and procedures have been audited to appropriate standards.

Audit services Canada—Class of record

Note

Audit services Canada ceased to provide services in March 2012. Requests for access to report titles may be directed to PWGSC whereas requests for access to specific reports should be directed to the federal client departments concerned.

Description: Audit opinions, assessments, recommendations and/or information related to engagements conducted for clients.
Document types: Memoranda of understandings for audit service engagements, engagement plans, programs to conduct examinations, correspondence, draft reports, final reports, briefing notes, and working papers supporting reports.
Record number: PWGSC Audit Services Canada (ASC) 010

Government consulting services

This program sub-activity was the federal government's internal centre of public service knowledge and expertise that assists departments and agencies in resolving public sector management issues. The mandate of Government consulting services (GCS) was to advance the priorities of government and foster a more effectively managed public service by providing expert advice on an optional, fee-for-service basis. In so doing, GCS enabled its clients to deliver their core programs in a more efficient and cost-effective manner, thereby achieving cost savings and increased value for Canadian taxpayers. GCS had a legislated mandate to serve all levels of government in Canada as well as foreign governments and international organizations, upon request.

Government consulting services—Class of record

Note

PWGSC Government consulting services ceased operations on March 31, 2012. Records are held for 7 years and then destroyed.

Description: Information related to the delivery of assignments conducted for its clients.
Document types: Memoranda of understanding and amendments; work plans; project financials, key project correspondence and final deliverables.
Record number: PWGSC ISB 135

Skills inventory system—Personal information bank

Note

The personal information is no longer being used as PWGSC Government consulting services ceased operations on March 31, 2012. On March 31, 2019 the documents will have all met their retention schedule. A retention period of 7 years applies to these records.

Description: The system provides information on the skill sets of registered private sector resources.
Class of individual: Individuals and firms in the private sector seeking consideration for assignments with Government consulting services.
Purpose: To register private sector resources, their skills, rates and availability.
Consistent uses: For retrieving and sorting skills information.
Retention and disposal standards: Reviewed and updated every 5 years.
RDA number: Under development.
Related record number: PWGSC ISB 135
TBS registration: 005018
Bank number: PWGSC PPU 027

Marine inspection and technical services

This sub-program was established in 1977 by an order-in-council from Treasury Board. It was deemed that all government marine construction, repair and supply contracts would be inspected by an independent group of qualified government marine inspectors working under the Department of Supply and Services (now Public Services and Procurement Canada). The operation provided a quality assurance function for marine contracting authorities with the inspection of all civilian ships and associated equipment to ensure alignment of the work with the contract. As well, resources permitting, technical inspection provided client departments, foreign governments and other public or commercial organizations with a variety of technical services, such as condition surveys on ships, specification preparation, technical advice and ship construction inspection and project management on a cost recovery basis.

Marine inspections and technical services—Class of record

Note

Sub-program abolished on December 31, 2011. Most of documents transferred to Canadian Coast Guard. However, for reference purposes, technical inspection reports only are still being kept at PWGSC for an additional 5 years (until 2019).

Description: Records on the purchase and construction of boats, ships and replacement parts and repairs carried out in shipyards, specialized yards, and aboard ships, and maritime technical inspections mainly for civilian ships. Information includes contract compliance reviews to ensure that work covered in PWGSC contracts complies with specifications. Information also relates to technical services provided for departments that do not have the necessary maritime expertise. These include drafting specifications and assessing requirements.
Document types: Reports on project operations and technical inspections, specifications and assessment documents.
Record number: PWGSC ACQ 350

Classes of personal information

Classes of personal information describe personal information that is not used for administrative purposes or is not intended to be retrievable by personal identifiers, for example, unsolicited opinions, complaints or correspondence. This category is included to ensure that institutions account for all personal information they hold.

Canadian Government publications

This class of personal information describes information about individuals who have ordered Government of Canada publications from Canadian Government Publishing through the order desk or on-line. The information is used to process orders for Governments of Canada publications. Data includes names, addresses, and customer numbers.

This class of personal information includes members of the general public, federal employees and individuals representing firms, libraries, schools (all levels), and health and community organizations who have ordered Canadian Government publications.

Client names and addresses are shared with our warehouse and distribution service provider in order to process orders, including mail-out

Project records

In carrying out its mandate, the department generates and receives a large volume of information and correspondence related to work projects. These projects include property acquisition, disposal, expropriation and management; building, highway and marine construction repair and demolition; dredging services and fleet management; and the provision of associated research, development and consulting services.

Included in this material are often found the personal views and opinions of individuals; evaluations of contractors' and consultants' performance; financial information relating to the management of projects; and any other correspondence associated with specific projects. The retention periods associated with this class of personal information are controlled by the records schedules of the general subject files in which they are stored.

Project records are organized by location. Consequently, access to personal information in project records requires the individual to provide the location of a specific project as well as the nature of the project.

Manuals

Access to Information and Privacy Directorate Desk Procedures
At-Sea Observer Corporations—Program Manual
Bill Payment Service—Terms of Engagement
Canadian General Standards Board (CGSB) Policy and Procedures Manual for the Development and Maintenance Standard (The)
Card Acceptance Service—Terms of Engagement
CGSB Certification Program for Polyethylene Vapour Barrier, 6 Mil Program Manual
Handbook for the Qualification Program of Canadian Air Transport Security Authority (CATSA) screening contractors
CGSB Qualification Program for Dockside Monitoring Companies Program Manual
CGSB Certification Program for Medical Examination Gloves (Manufacturers) Program Manual
CGSB Certification Program For Hydrocarbon Flash Fire Protective Clothing Program Manual
CGSB Certification Program For Fireline Workwear for Forest Firefighters Program Manual
CGSB Qualification Program for Security Officers and Security Officer Supervisors Program Manual
CGSB Qualification Program for Remanufactured Toner Cartridges Program Manual
CGSB Laboratory Acceptance Program, Program Manual
CGSB Qualification Program For Cabinets Program Manual
Compensation Help
Contracting Procedures Guide—Linguistic Services Contracts
Directive on Registering Linguistic Services Suppliers
Electronic Fund Transfer (EFT) Service—Terms of Engagement
Electronic Fund Transfer (EFT) Users Guide
Energy management
Family Allowance Program Policy and Procedures Manual
Federal Government Card Acceptance Departmental User's Guide
Federal Government Electronic Fund Transfer (EFT) Service—Terms of Engagement
Foreign Deposit Service: Terms of Engagement
Green Building Implementation Guide 2012
Government of Canada Pension Centre Online Desktop Procedures Manual—Public Service Pension Plan
Government of Canada Pension Centre Online Desktop Procedure Manual—Royal Canadian Mounted Police (RCMP) Pension Plan
Guideline for greening services procurement
Guideline for Integration of Environmental Performance Considerations in Federal Government Procurement
Guideline for the Disposal of Federal Surplus Electronic and Electrical Equipment
Industrial Security Manual
Government of Canada Pension Centre Online Desktop Procedures Manual—Canadian Armed Forces Pension Plan
Insurance Administration Manual
Personnel Pay Input Manual (Manual and Online)
Pre-Authorized Debit Service—Terms of Engagement
PWGSC Publications Standards
PWGSC Real Property Sustainability Framework 2015
Qualification Program for Chairs Program Manual
Qualification Program for Freestanding Office Desk Products and Components Program Manual
Qualification Program for Panel Systems Program Manual
RCMP Pay Procedures Manual
Receiver General Buy Button—Terms of Engagement
Receiver General Manual, Directives and Information Notices
Request for Supply Arrangements EN966-140305/C
Service and Quality Standards
Standard Acquisition Clauses and Conditions (SACC) Manual
Standard Deposits Service—Terms of Engagement
Superannuation Procedures Manual—Public Service Corporations (PSC)
Supply Manual
TR Group Qualification Standards

Additional information

The Government of Canada encourages the release of information through requests outside of the Access to Information and Privacy (ATIP) process. You may wish to consult PWGSC's summaries of completed Access to Information requests, proactive disclosure, and open data.

For additional information about the programs and activities, please visit the Public Works and Government Services website or contact us for general requests or corporate inquiries.

PWGSC conducts privacy impact assessments to ensure that privacy implications will be appropriately identified, assessed and resolved before a new or substantially modified program or activity involving personal information is implemented. Consult the summaries of completed privacy impact assessments.

For information on the procedures to make a formal access request or a privacy request under the provisions of the Access to Information Act or the Privacy Act, or contact the Access to Information and Privacy Directorate.

Reading room

In accordance with the Access to Information Act and Privacy Act, an area on the premises will be made available should the applicant wish to review materials in person. Please refer to the mail address on the contact the Access to Information and Privacy Directorate page for the location.

Date modified:: 2020-12-16