Info Source: Sources of Federal Government and Employee Information 2013

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.

The Introduction and an index 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.

General Information

Background

The Department, founded in 1841 and originally known as The Board of Works, was instrumental in the building of our nation's canals, roads and bridges, the Houses of Parliament, post offices and federal buildings across the country.

In 1993, the Department became 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).

The Department of Public Works and Government Services Act, passed in 1996, established the Department and set out the legal authorities for PWGSC's services. The Act established PWGSC as a common service organization providing government departments, boards and agencies with support services for their programs.

Today, the Department has evolved into a sophisticated operational arm of government that employs nearly 12,000 people working across Canada and Headquartered in the National Capital Area, and abroad in the United States and in Europe.

The Office of the Procurement Ombudsman, an independent office, and part of the portfolio of the Minister of PWGSC, was established on May 5, 2008, as one of the final steps in the implementation of the Federal Accountability Act.

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

Responsibilities

Public Works and Government Services Canada plays an important role in the daily operations of the Government of Canada. The Department is its principal treasurer, accountant, central purchasing agent, linguistic authority, and real property manager.

The Department's vision is to excel in government operations, and its mission is to deliver high-quality services and programs that meet the needs of federal organizations and ensure sound stewardship on behalf of Canadians.

The Minister serves as the Receiver General for Canada and is responsible for maintaining the Accounts of Canada and producing the Public Accounts. The Minister also has the authority for the administration of services related to benefits, superannuation, pension plans, and the disbursement of pay to federal employees.

The Department's goal is to manage business in a way that demonstrates accountability, transparency, and adds value for its clients. In doing so, PWGSC injects more than $14 billion annually into the Canadian economy through government procurement; handles over $2.2 trillion in cash flow transaction through the Receiver General function; issues more than 14 million federal pay and pension payments; provides accommodation to parliamentarians and to more than 270,455 public servants in 1,796 locations across Canada; and, provides translation and interpretation services, annually, for more than 1,700 parliamentary sittings and parliamentary committee annually, and translates more than one million pages of text on behalf of other federal organizations.

The Office of the Procurement Ombudsman, which reports to the Minister and operates independently, reviews complaints from suppliers. It also reviews 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.

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 nine program activities that comprise PWGSC's PAA, as follows: Acquisitions; Accommodation and Real Property Assets Management; Receiver General for Canada; Information Technology Infrastructure Services; Federal Pay and Pension Administration; Linguistic Management and Services; Specialized Programs and Services; Procurement Ombudsman; and 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.

Institutional Functions, Programs and Activities

Acquisitions

This program activity shows Public Works and Government Services Canada (PWGSC) as the government's primary procurement service provider offering federal organizations a broad base of procurement solutions such as specialized contracts, standing offers, and supply arrangements. The role of PWGSC in this area is to provide timely value-added acquisitions and related common services to Canadians and the federal government.

Procurement Services

This program activity identifies PWGSC's primary role in the area of procurement for federal departments. The department provides timely value-added acquisitions and related common services to Canadians and the federal government.

Procurement Services
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, 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
  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 awarding 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 purposes: evaluation. Information may be shared with the RCMP to validate the criminal conviction certifications necessary for obtaining or maintaining a procurement instrument; refer to Operational Case Records - RCMP 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 PIB on Professional Services Contract - 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 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
  RDA Number: Under development
  Related Class of Record Number: PWGSC ACQ 300, PWGSC PPB 024, PWGSC TRA 245, PWGSC RPB 040, PWGSC PRN 912
  TBS Registration: 20120412
  Bank Number: PWGSC PPU 184

• Supplier Registration Information (SRI)
  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.
  Note: PIB 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 (PSO); Automated Buyer Environment (ABE); and, Acquisition Information System (AIS).
  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 for verification purposes to enable the provision of a Procurement Business Number. If applicable, information may be shared with Indian and Northern Affairs Canada in relation to the Set-Aside Program for Aboriginal Business (see Procurement Strategy for Aboriginal Business, 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 two years. Dormant accounts are stored as "inactive accounts."
  RDA Number: 2006/008
  Related Record Number: PWGSC ACQ 300
  TBS Registration: 000709
  Bank Number: PWGSC PPU 071

• Vendor Sourcing Records
  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: Five-year retention period after the last administrative action and then destroyed, for automated records, two years for manual records after the last administrative use and then destroyed.
  RDA Number: 69/048
  Related Record Number: PWGSC ACQ 300
  TBS Registration: 001367
  Bank Number: PWGSC PPU 005

Repair, Overhaul, Modification and Maintenance
Description: Information on repair, overhauls, modification or maintenance in order to achieve the greatest utilization and least cost of the aircraft, ship or armoured vehicle.
Document Types: Specifications and quality assurance; analysis, report on make (internal resources) or buy (private sector); reports on repair, overhaul, modification and maintenance cycle management; regional distribution of work.
Format: Negatives and film, microfilm, photographs.
Record Number: PWGSC ACQ 200

Traffic Management
Description: Information on ensuring least-cost for shipping or movement of goods via one or all six modes of transport (air, road, sea, pipeline, rail and off highway).
Document Types: Shipping arrangements (inland and overseas); travel and removal services; and freight audit and cost analysis.
Format: Microfiche.
Record Number: PWGSC ACQ 210

Customized/Unique Procurement Services

This program sub-activity identifies PWGSC as the government's procurement provider for customized procurement solutions including industry consultations, market surveys, conducting complex competitive solicitations and contract negotiations, award and management of contracts including legal agreements. Often such procurements include a wide range of technically complex systems and services, are unique, high in dollar value and are long-term agreements. Because of the complexity and the nature of the requirement they usually require early involvement of PWGSC procurement specialists in the definition phase of the program and require dedicated procurement teams in the implementation phase of the procurement strategies. Since these procurements may be sensitive in nature and/or require a multi-phased approach, risk management, performance management, and change management are all important aspects of the overall project management regime.

Customized / Unique Procurement Services
Description: Information on innovative, customized and unique procurement services, and specialized major projects provided to clients on a cost recovery basis, such as high in dollar value and for the military.
Document Types: Contractual documents, project, procurement and evaluation plans, market studies, reports on risk management, quality assurance, performance management, and change management, milestone reports, memoranda of understanding, and surveys.
Record Number: PWGSC ACQ 320

Strategic Acquisitions Support Services

This program sub-activity ensures prudent use of federal resources. PWGSC will continue to develop effective and efficient acquisition practices as well as fair access to government business. Incorporated within this program is: the engagement of both clients and suppliers by providing knowledge, tools and best practices; the provision of strategic and management leadership to continuously develop new directions for the ongoing renewal of Government procurement and identify associated project initiatives; the provision of procurement-related advice, guidance and oversight including the development of policies, standards and guidelines in support of client organizations while respecting the Government's trade obligations, socio-economic and environmental objectives; ensuring the integrity of the procurement process through contract quality control; delivering risk and insurance advisory services; enhancing contract management; providing a measurement and reporting system that offers management-level reports for departmental planning; improving tools and instruments based on best practices; and providing services through the Cost Audit Program to assist Acquisitions Branch in discharging its responsibilities to ensure that prices paid pertaining to cost-reimbursable contracts are in accordance with contract terms and conditions.

Conflict Management
Description: Internal neutral dispute resolution services to PWGSC contracting authorities, client departments and suppliers where PWGSC is the signing authority.
Document Types: Information regarding 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, specifics on the "story" of each party to the dispute, and what action was 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

• 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 (e.g. 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
Description: The FM Program engages independent third-party fairness monitors to observe all or part of a departmental activity in order to provide an unbiased and impartial opinion on the fairness of that activity.
Document Types: Information on third party procurement process; requests for proposals; bidder evaluation; complete and progress files (information on the process of selecting a Fairness Monitor including the Request for Proposal, and contact information of the winning bidder, 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 - Procurement Process
  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 (e.g. 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

Strategic Acquisitions Support Services
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 ACQ 330

Seized Properties

This program sub-activity was created for the purpose of discharging the Minister's responsibilities pursuant to the Seized Property Management Act (SPMA). Seized Property Management Program (SPMP) sub-activity established on September 1, 1993, provides consultative and other services to Canadian law enforcement agencies in relation to the seizure or restraint of property seized or restrained in connection with criminal offences; manages the property; disposes of the property when the courts declare forfeiture; and shares the proceeds of disposition with provincial and foreign governments in accordance with the provision of the SPMA and its regulations. Services offered by SPMD to police forces include the following: control and maintenance of seized property; management of restrained property; appraisal; inspections; disposal of property and allocation of proceeds; and, record keeping.

Seized Properties
Description: Information on the management and disposal of assets which are seized, blocked or confiscated: as offense related properties under the Controlled Drugs and Substances Act, Proceeds of Crime (Money Laundering) and Terrorist Financing Act or the Criminal Code.
Document Types: Pre-seizure advice and consultation; appraisal, inspection, sale, destruction, moving, warehousing, and repair reports; asset management and administration of lease, commercial and other types of financial instruments, including but not restricted to guaranteed placement certificates, bank accounts, and investments.
Record Number: PWGSC ACQ 215

• Seized Property Management Information System
  Description: This bank describes information collected under the authority of the Seized Property Management Act, regarding the management and disposal of all property that is seized, restrained and forfeited, in connection with designated offences or property that is or may be proceeds of crime or offence related property. Personal information may include: 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, the personal information is collected for the management of property seized or restrained in connection with the offence, the disposition of forfeited property 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 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: Information is retained for two years in Seized Property Management Directorate and six years at Library and Archives Canada with the exception of files that include disposal of real property and/or vessels and/or aircraft which are held indefinitely at Library and Archives Canada.
  RDA Number: 78/008
  Related Record Number: PWGSC ACQ 215
  TBS Registration: 20090468
  Bank Number: PWGSC PPU 125

Marine Inspection and Technical Services

This program sub-activity 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 PWGSC). The current operation provides 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 may provide 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
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

Shared Travel Services Initiative

This program sub-activity provides a portfolio of efficient cost-effective travel management services to other federal departments. These services include on-line and traditional services, a travel agency, travel card and an expense management system.

Shared Travel Services
Description: Documentation on records of travel transactions for the Government of Canada generated within the services contracted for by Shared Travel Services.
Document Types: Travel requests and bookings, expense management, business intelligence and customized reports, Travel Directive, development and acceptance test results, threat risk assessments, privacy impact assessments, customer questionnaire, promotion material, training, and information packages.
Record Number: PWGSC ACQ 220

• Shared Travel Services Initiative (STSI) - Traveller Profile
  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, American Express Designated Travel Card (DTC) information.
  Class of Individuals: Current and former federal government employees, casual employees and contractors
  Purpose: Personal information is collected to facilitate government travel arrangements for the individual.
  Consistent Uses: Information may be used to provide emergency assistance and may be provided to the third-party travel service provider and to American Express for travel card approval process. 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 ACQ 220
  TBS Registration: 20090466
  Bank Number: PWGSC PCE 706
  Notes: More information on the STSI program can be viewed on the internet at Shared Travel Services. In addition, you may also refer to Standard PIB PSU 934 - Travel

Canadian General Standard Board

This program sub-activity offers client-centered, comprehensive standards development and conformity assessment services in support of the economic, regulatory, procurement, health, safety, and environmental interests of our stakeholders - government, industry, and consumers. These services also include programs for certification of suppliers meeting product and services standards, registration of quality and environmental management systems conforming to International Organization for Standardization (ISO) standards and registration of food safety (HACCP) and Occupational Health & Safety (OHSAS 18001) management systems, as well as certification of procurement and material management personnel. Furthermore, the CGSB offers a registration program for quality management systems of water plants throughout the province of Ontario.

Certification Programs for Products and Services
Description: Information on the Canadian General Standards Board's independent certification/accreditation 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: carpets and underlay, construction materials, medical products, office furniture, paints and coatings, protective clothing, security personnel, testing services (Laboratory Acceptance Program), toner cartridges and drinking water systems.
Document Types: Documents related to the certification/accreditation and qualification including audits, evaluations, supplier profiles, suppliers representative names, suppliers product and service descriptions, product testing results.
Record Number: PWGSC ACQ 175
Personnel Certification Program
Description: Information on the Certification Program managed by the Canadian General Standards Board for the Federal Government Procurement and Materiel Management Community, which is a component of the government-wide Professional Development and Certification (PDC) 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
  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 Canadian General Standards Board 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 underdevelopment.
  RDA Number: 2008/001
  Related Record Number: PWGSC ACQ 190
  TBS Registration: 20100132
  Bank Number: PWGSC PCU 195

Registration Management Services
Description: Information on the assessment and registration of management systems for conformance to various standards of the Canadian General Standards Board, including ISO 9001 (quality), ISO 14001 (environmental), OHSAS 18001 (occupational health and safety) and HACCP Advantage (food safety).
Document Types: Quality assessment and registration.
Record Number: PWGSC ACQ 205

Standards Development Services
Description: Information on the development of the National Standards of Canada (NSC), CGSB standards, specifications and Government of Canada (GC) forms, and support to the development of International (ISO) Standards. 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, Government of Canada forms, paints, paper and paper products, 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, forms, publications, catalogues
Record Number: PWGSC ACQ 195

Crown Assets Distribution

This program sub-activity disposes of moveable federal government surplus materiel through 8 regional Crown Assets Distribution (CAD) Centers across Canada and its Headquarters, through direct sales and in some cases, through contracts with service providers. It provides best value for Canadians for the disposal of government surplus material. Sale methods include GCSurplus, CAD's web-based on-line bidding system and directed tenders for military surplus equipment.

Crown Assets Distribution
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 disposal of everything from computers, 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 PaperSave.
Document Types: Bids, invoices, description of assets, and sale's price.
Format: Photographs.
Record Number: PWGSC ACQ 340

• Buyer Information - Crown Assets
  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 (e.g. credit card and other payment 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
  Notes: PIB updated in 2010 and formerly entitled “Buyer Information”

Accommodation and Real Property Services

Federal Accommodation

This program sub-activity meets the accommodation needs of federal organizations by providing and maintaining a cost-effective portfolio of offices facilities and common use assets. This sub-activity is composed of two 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 and Environmental Compliance
Description: Information on PWGSC energy, sustainable development, and environmental compliance programs.
Document Types: Sustainable building guidelines, standards, and policies, information exchange and cooperation, studies, sustainable development strategies, strategies for greenhouse gas reductions (i.e., greening opportunities in buildings).
Format: Photographs, cartographic records, microfilm, and videotapes.
Record Number: PWGSC RPB 055

• Green Citizenship Passport Program
  Description: This bank describes information related to the Green Citizenship Passport Program, which promotes sustainable development awareness for federal government employees. Personal information may include: name, contact information, password, hobbies and interests, points earned and rewards given.
  Note: This program no longer exists since April 1, 2011.
  Class of Individuals: Current federal government employees
  Purpose: The personal information is used for the administration of the Green Citizenship Passport Program, including the determination of eligibility for incentives and the distribution of rewards.
  Consistent Uses: Information pertaining to the rewards available to employees, based on points earned towards lifestyle choices, may be shared with participating government institutions to provide employees with rewards earned. Personal information may be used for evaluation purposes.
  Retention and Disposal Standards: Under development
  RDA Number: Under development
  Related Record Number: PWGSC RPB 055
  TBS Registration: 20091310
  Bank Number: PWGSC PPU 185

Property Inventories
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; agreements; licenses; land leases; and, title reports.
Format: Electronic and hard copies, maps, survey plans, geographic coordinates, CADD files, textual descriptions and photographs.
Record Number: PWGSC RPB 060
Real Property
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 040

• Integrity Assessment Program
  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 awarding 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 purposes: evaluation. Information may be shared with the RCMP to validate the criminal conviction certifications necessary for obtaining or maintaining a procurement instrument; refer to Operational Case Records - RCMP 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 PIB on Professional Services Contract - 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 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
  RDA Number: Under development
  Related Record Number: PWGSC ACQ 300, PWGSC PPB 024, PWGSC TRA 245, PWGSC RPB 040, PWGSC PRN 912
  TBS Registration: 20120412
  Bank Number: PWGSC PPU 184

Signs and Plaques
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 program sub-activity manages a diverse portfolio of federal facilities 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 twenty-one major engineering assets and wharves as well as the development of strategies for their divestiture. Other components include: appraisals for all acquisitions, dispositions and transfers of real estate, as well as the maintenance of related guidelines and policies; authoritative interpretation of expropriation legislation and regulations and the implementation of the expropriation process on behalf of the federal government; the provision of space to support the delivery of federal government programs through the stewardship and management of special properties (predominantly conference and training facilities); 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; a leadership role within the federal government regarding advice, training and consultation with respect to real property and the related impact on First Nations issues; and, the Surplus Federal Real Property Homelessness Initiative (SFRPHI) aimed at preventing and reducing homelessness across Canada by making surplus federal real property available as non-cash contributions.

Housing
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
  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 two years after the last administrative action
  RDA Number: 79/008-1
  Related Record Number: PWGSC RPB 455
  TBS Registration: 000696
  Bank Number: PWGSC PPU 006
  Notes: PIB updated in 2010 and formerly entitled List of Landlords

• Crown and Leased Housing - Tenants
  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 Immovables 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, e.g. NRCAN PPE 802 Crown owned Living Accommodation. Information may be used to establish an inventory of occupied Crown-owned and leased dwellings. Information (e.g. 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 five years in the case of housing requirements and for three 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 PCE 701
  Notes: PIB updated in 2010 and formerly entitled Crown Housing Records

Property Development
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
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

Professional and Technical Services

This program sub-activity is the delivery arm for the Federal Accommodation program and the Federal Holdings program of PWGSC. The department also provides real property services to other departments on a fee for service basis. Services fall into three broad categories: advisory, project delivery, and property and facility management.

Asset Management
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
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 aboriginal 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
  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 three 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
  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 three 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

Design and Construction
Description: Construction programs
Document Types: 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; electrical, mechanical, marine and civil engineering technical guides.
Format: Slides and film, brochures, microfilm, and photographs.
Record Number: PWGSC RPB 025

Project Files
Description: Information on projects including renovations, alterations, minor works and repairs to buildings, 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: Consultants; 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
Description: Specifications and Canadian government master specifications.
Document Types: Specifications: architectural, structural, landscaping, food services, conveyor systems, mechanical, electrical, and civil.
Format: Microfiche
Record Number: PWGSC RPB 020

Disposition Incentives

This program sub-activity provides other federal organizations with maximum value for the disposition of their federal surplus properties. This is done on an optional basis, with up-front funding as financial incentive to declare properties as surplus to operational requirements and mandate PWGSC to proceed with routine disposals of surplus federal real property.

Surplus Properties
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

Payment In Lieu of Taxes

This program sub-activity 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.

Program Files - Payments in Lieu of Taxes
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 program sub-activity provides effective property and facility management services to the Parliament of Canada. The buildings and grounds of the Parliamentary Precinct are defined as the premises which the Senate, the House of Commons and the Library of Parliament occupy, including those enabling Senators and members to perform their parliamentary work and the related premises and grounds required to support that work (excluding constituency offices). The Minister of PWGSC is the official custodian of the buildings and grounds and is responsible of their care, upkeep, structural integrity and appearance, for the management of major renovations and new construction as well as for provision of general purpose accommodation.

Asset Management - Parliamentary Precinct
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 and facilities management agreements, management plans, accommodation plans, parking plans, historical implications and heritage recordings; contracts, work orders, service requests, purchase orders, invoices, condition assessments, reports, meeting agenda and minutes, briefing notes, building operations and maintenance activities covering utilities metering, preventive maintenance inspections and log books on various mechanical/electrical and vertical transportation systems, grounds keeping, landscaping, building envelop including doors, windows, masonry, iron work and roofing as well as environmental program including waste management and recycling, integrated pest management, indoor air quality testing and designated substance reports.
Record Number: PWGSC PPB 066

Commercial Retail and Letting - Parliamentary Precinct
Description: Authorize use/occupancy of available Crown inventory space by parties other than government departments or agencies; market vacant space, negotiate leases and prepare lease documentation for execution.
Document Types: Tender documents, lease agreements and licenses.
Record Number: PWGSC PPB 024

• Integrity Assessment Program
  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 awarding 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 purposes: evaluation. Information may be shared with the RCMP to validate the criminal conviction certifications necessary for obtaining or maintaining a procurement instrument; refer to Operational Case Records - RCMP 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 PIB on Professional Services Contract - 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 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
  RDA Number: Under development
  Related Class of Record Number: PWGSC ACQ 300, PWGSC PPB 024, PWGSC TRA 245, PWGSC RPB 040, PWGSC PRN 912
  TBS Registration: 20120412
  Bank Number: PWGSC PPU 184

Program Files - Parliamentary Precinct
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: Video, CD, cassettes, maps, plans, CADD, photographs and specifications.
Record Number: PWGSC PPB 023

Project Files - Parliamentary Precinct
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: Microfilm, microfiche, video, cassettes, maps, plans, CADD, and photographs.
Record Number: PWGSC PPB 021

Real Property - Parliamentary Precinct
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: Assignment and use of space; space management, planning, parking, accessibility, agreements, tendering and leasing documents.
Format: Floor plans
Record Number: PWGSC PPB 022

Signs and Plates - Parliamentary Precinct
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

Sydney Tar Pond Coke Ovens Remediation Project

This program sub-activity addresses Canada's commitment to the cost effective and environmentally sound stewardship of joint federal and provincial property. This reflected in a Memorandum of Agreement (MOA) signed on May 12, 2004, between the Minister of Public Works and Government Services and the Premier of Nova Scotia wherein the governments negotiated a $400M cost share agreement legally bonding both parties to the remediation of the Sydney Tar Ponds and Coke Ovens Sites.

Sydney Tar Ponds and Coke Ovens Remediation Project
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; and memoranda of understanding; environmental assessment; project management framework; schedules; operational review audits; and, geographical information system data.
Record Number: PWGSC RPB 095
Notes: Filing system based on ISO project management

Receiver General for Canada

This program activity manages the operations of the federal treasury and maintains the Accounts of Canada. It provides federal departments with an optional financial management system, bill payment services and document imaging.

Stewardship of Public Money and Accounts of Canada

This program sub-activity 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
Description: The Receiver General maintains the Accounts of Canada, collects monthly departmental trial balance information and produces government-wide monthly, quarterly and annual financial reports.
Document Types: Summarized government-wide financial data (10 years); government-wide financial reports (Public Accounts of Canada, Monthly Statement of Financial Operations and Summary Quarterly Financial Statements of Crown Corporations and Other Entities); accounting guidance and instructions for departments, agencies and other entities relating to the Accounts of Canada and financial reporting requirements.
Record Number: PWGSC ABC 145
Notes: Departments are responsible for the accuracy, integrity and completeness of the financial data submitted to the Receiver General.

Public Money and Banking
Description: Information on arrangements by the Receiver General to establish bank accounts and facilities; establish government banking services; maintain treasury systems; receive, transfer, hold, earn interest on, and disburse public money; and control the redemption and settlement of all payments.
Document Types: Bank statements, signatory specimen cards, chargeback notices, and turnaround remittance vouchers; statements of work, Requests for Proposals, security clearances or checks, contracts for services, vendor invoices; system specifications, threat and risk assessments, privacy impact analyses, testing strategies and results, change management logs and reports, user manuals and guides; cheques; correspondence regarding enquiries and investigations.
Record Number: PWGSC ABC 140
Notes: Requests about specific deposits and payments should be directed to the program or institution that received or issued them.

• Receiver General Deposits
  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 Human Resources and Skills 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 Social Insurance Number (SIN) may be collected for payments received on behalf of HRSDC 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 six years after transaction and then is destroyed.
  RDA Number: 99/004
  Related Record Number: PWGSC ABC 140
  TBS Registration: 20100323
  Bank Number: PWGSC PCU 717
  Notes: PIB replaces institution-specific PIB Receiver General Buy Button (RGBB) - PWGSC PPU 100. Requests about specific deposits should be directed to the department that accepted the payment(s).

• Receiver General Payments
  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 Social Insurance Number (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 (FAA) (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 Social Insurance Number (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: 1) 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 PIBs: 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; 2) Human Resources and Skills Development Canada for Old Age Security (OAS) benefits and annuities - see institution-specific PIBs: Guaranteed Income Supplement (GIS), Allowance - HRSDC PPU 116, International Social Security - Domestic and Foreign Benefits (Individual) - HRSDC PPU 175; 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 six 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
  Notes: Requests about specific payments should be directed to the department that is responsible for the funds paid. PIB revised in 2010 and replaces former institution-specific PIBs: 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.

Receiver General Services

This program sub-activity provides optional bill payment services for federal organizations and maintains operations for a Departmental Financial Management System. Optional services are provided on a cost-recovery basis.

Common Departmental Financial System (CDFS)
Description: As the product manager for CDFS, the Receiver general also maintains records related to functions associated with the system management life cycle i.e. operations, maintenance and control, development, the management of technical components and customer services (service desk, documentation, business continuity and training).
Document Types: The type of documents includes: service level agreements, incident records, change requests, business requirement definitions, system documentation, user guides, procedures, training material, project plans.
Record Number: PWGSC ABC 130
Notes: CDFS is used by departments to process financial transactions; the financial data captured by client departments and agencies are owned by the clients.

Document Imaging Services

This program sub-activity provides document imaging and data capture business solutions, which include ISO 9001:2008 quality management and certified imaging processing, indexing and secure archiving of paper or electronic records to federal organizations on a cost-recovery basis.

Document Imaging Solutions
Description: As a service provider in document imaging for other Government departments and agencies, CRCD maintains records related to programs and services administered by other departments and agencies. PWGSC provides an end to end document imaging business solution consisting of shipping, tracking, receipt, document preparation and conversion of all documents to digital images.
Document Types: The type of documents includes: forms, correspondence, white mail, personal information and remittances.
Record Number: PWGSC ABC 085
Notes: Document imaging services are used by departments and agencies to process financial and non-financial documents; the data and images captured by Cheque Redemption Control Directorate for client departments and agencies are owned and used by the clients.

• Document Imaging Solutions
  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 Social Insurance Number (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 Canadian and Immigration Canada, the Department of Fisheries and Oceans, and Service Canada, and Receiver General, 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
  Notes: 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.

Information Technology Infrastructure Services

This program activity provides leadership in supporting government-wide Information Technology (IT) initiatives. It works closely with client federal organizations to understand and respond to their IT requirements, while delivering secure IT services and solutions. It includes the brokering, developing and/or managing of products and services for distributed computing environments, data centres, telecommunications and IT security.

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. See the Info Source chapter for Shared Services Canada.

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 program sub-activity administers the pay and benefits processes for the Public Service of Canada; develops and maintains computer systems and a national service office infrastructure; provides training and advice to departmental compensation advisors. This allows departments to administer pay and benefits in accordance with collective agreements and compensation policies.

Compensation Questionnaire
Description: Information obtained by PWGSC through questionnaires targeted to the Federal Government of Canada's Compensation Community. Questionnaires are based on client satisfaction elements regarding pay and pension products and services. Compensation population profile data within departments, agencies and Crown Corporations are collected and maintained.
Document Types: Evaluation of pay and pension products and advisory and training services; regional and national results produced; internal action plans developed, and on-going monitoring of service levels and performance.
Record Number: PWGSC ABC 100
Notes: Annual and biennial basis

Insurance Administration Products
Description: Information related to the administration of public service employee and pensioner insurance plans, including eligibility, maintenance of records and preparation and distribution of instructions to users.
Document Types: Information on coverage under 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.
Format: Microfilm and cards.
Record Number: PWGSC ABC 080

• Federal Government Employees, Pensioners and Survivors - Insurance Information
  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, name, contact information, employee personnel information, date of birth, biographical information, level of insurance coverage and monthly contributions, personal identification numbers (e.g. Personal Record Identifier (PRI), Individual Agency Number (IAN) superannuation number, RCMP Regimental number and Division, previous plan number), and date entered / departed Canada (for coverage outside of Canada).
  Class of Individuals: Current and former federal government employees and their dependants
  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 Public Service Labour Relations Act (PSLRA).
  Consistent Uses: Some information is shared with certified private sector insurance plan administrators (e.g. 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, 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 (RMCP 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 two years after death of employee / former employee and then is destroyed.
  RDA Number: 98/005
  Related Record Number: PWGSC ABC 080, PWGSC ABC 075
  TBS Registration: 001375
  Bank Number: PWGSC PCU 703
  Notes: 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.

Management of Personal Record Identifier
Description: Tombstone data related to Public Service records that are used in the creation or modification of a PRI (personal record identifier) and IAN (Individual Agency Number).
Document Types: System extracts, reports
Record Number: PWGSC ABC 271

• Central Index
  Description: This bank describes information about the administration of Personal Record Identifier (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, Social Insurance Number (SIN), other identification numbers (e.g. 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 Individual Agency Numbers (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 Social Insurance Number 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 Social Insurance Number (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 eighty (80) years of age or after the individual's death, the Central Index is amended and the Personal Record Identifier (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
  Notes: Individuals requesting information described by this bank should provide the Personal Record Identifier (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, E-SNAP (Electronic System Network Architecture Printing), Payroll Tax Control System and PSHCP (Public Service Health Care Plan).

Pay Administration Products
Description: Information on 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.
Format: Cartridges, microfilm, databases.
Record Number: PWGSC ABC 090

• Public Service Compensation Systems
  Description: This bank contains information collected for the purpose of compensation for federal employees and pensioners. The personal information may include: name, contact information, salary and pension information, personnel record identification (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 Social Insurance Number (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 /or 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 two 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

Personnel Information Products
Description: Information to assist client departments and agencies on personnel matters and processes.
Document Types: Extracts from public service pay; information related to personnel functions including Leave, Classification, Pay and Benefits, Staffing, Exclusions, Access to Information, Entitlements and Deductions and Workforce Adjustment. This information may be government-wide or department specific.
Record Number: PWGSC ABC 160

Pension

This program sub-activity administers the pension administration for the Public Service of Canada, including development and maintenance of services, processes and systems, provision of training and advice to compensation staff and employees, and provision of advice to, and liaison with pensioners. This allows departments to administer pensions and benefits in accordance with collective agreements and compensation policies, as well as to fulfill the requirements of the Public Service Superannuation Act.

Pension Administration Products
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.
Format: Microfilm, cartridges, and database
Record Number: PWGSC ABC 075
Notes: Access requests for individual cheques or payments should be directed to the program/department concerned.

• Federal Government Employees, Pensioners and Survivors - Insurance Information
  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, name, contact information, employee personnel information, date of birth, biographical information, level of insurance coverage and monthly contributions, personal identification numbers (e.g. Personal Record Identifier (PRI), Individual Agency Number (IAN) superannuation number, RCMP Regimental number and Division, previous plan number), and date entered / departed Canada (for coverage outside of Canada).
  Class of Individuals: Current and former federal government employees and their dependants
  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 Public Service Labour Relations Act (PSLRA).
  Consistent Uses: Some information is shared with certified private sector insurance plan administrators (e.g. 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, 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 (RMCP 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 two years after death of employee / former employee and then is destroyed.
  RDA Number: 98/005
  Related Record Number: PWGSC ABC 080, PWGSC ABC 075
  TBS Registration: 001375
  Bank Number: PWGSC PCU 703
  Notes: 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.

• Federal Pensions Administration
  Description: This bank describes information related to the federal pension and supplementary death benefits plans. Personal information may include name, employee personnel information, biographical information, Personal Record Identifier (PRI), contact information, insurance information, date of birth, date of death, financial information, Social Insurance Number (SIN), employee identification number, other identification numbers (i.e. Pension Number such as Superannuation Number, case number), and signature. Note: In addition to the requirements specified on the Personal Information Request form, individuals requesting information described by this bank must provide either a Personal Record Identifier or a pension number. PIB updated in 2011 and previously entitled Public Service Pensions Data Bank PWGSC PCE 702.
  Class of Individuals: Active and former members and annuitants of pension plans administrated and /or serviced by the Department of Public Works and Government Services Canada (PWGSC). Some data may pertain to those who make contributions for pension and death benefits, employees who have been dead less than 20 years, spouses, dependants, beneficiaries, and authorized representatives.
  Purpose: Personal information, including the Social Insurance Number (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 (PSSA), and other pension legislation administrated by PWGSC.
  Consistent Uses: Information is shared with Department of National Defence (DND), Human Resources and Skills Development Canada (HRSDC), and Royal Canadian Mounted Police (RCMP) for verification of pension coverage (see institution-specific Personal Information Banks (PIBs) DND PPE 859 Pension File, RCMP PPE 802 RCMP Member Service Records, HRSDC PPU 146 Canada Pension Plan-Retirement, Disability, Survivors and Death Benefits (Individual), and HRSDC PPU 140 Canada Pension Plan - Record of Earnings and (if applicable) with the province of Québec for their pension plan. Information may be used for mapping and authentication purposes with Public Key Infrastructure (PKI) certificates for registration into various Compensation Web Applications as outlined in PWGSC PCU 606 Internal and External Credential Management Services Information may be shared with/described in Standard PIBs Pay and Benefits (PSE 904) and Employee Personnel File (PSE 901). Information may also be shared, with consent, for Canada Savings Bonds and for donations to the Government of Canada Workplace Charitable Campaign. Information may be used for the following purposes: statistical, research, program evaluation, planning, mail-out, and reporting.
  Retention and Disposal Standards: A new disposal schedule is under development.
  RDA Number: 2006/008
  Related Record Number: PWGSC ABC 075
  TBS Registration: 001374
  Bank Number: PWGSC PCU 702
  Note: In addition to the requirements specified on the Personal Information Request form, individuals requesting information described in this bank must provide either a Personal Record Identifier or a pension number. PIB Updated in 2011 and previously entitled Public Service Pension Data Bank PWGSC PCE 702

Linguistic Management and Services

This program activity shows the Translation Bureau as the manager of the government's terminology and linguistic authority mandated with the development, standardization and distribution of Terminology. It also ensures that there is a sustainable, qualified and secure supply of linguistic resources available to support any linguistic requirements of the government and to support Canada's economic and social agenda. Translation Bureau is the sole internal linguistic services provider offering federal organizations a broad base of linguistic solutions such as translation, interpretation and terminology. The program is mandated under the Translation Bureau Act.

Management of Translation Function

This program sub-activity aims to provide federal organizations with a sustainable supply of linguistic services through the establishment of professional practices and quality assurance mechanisms for translation services. It helps to establish and enhance the Official Languages as well as the Aboriginal and foreign language capacity that the Government and Canada requires to achieve the country's social, economic, diplomatic and security related objectives.

Linguistic Contracts
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
  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 awarding 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 purposes: evaluation. Information may be shared with the RCMP to validate the criminal conviction certifications necessary for obtaining or maintaining a procurement instrument; refer to Operational Case Records - RCMP 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 PIB on Professional Services Contract - 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 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
  RDA Number: Under development
  Related Class of Record Number: PWGSC ACQ 300, PWGSC PPB 024, PWGSC TRA 245, PWGSC RPB 040, PWGSC PRN 912
  TBS Registration: 20120412
  Bank Number: PWGSC PPU 184

Linguistic Industry Analysis
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

Standards and Policies
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
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. This may include files on client relations.
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

Terminology Standardization Program

The program sub-activity establishes 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
Description: Information on terminology research, including terminology standardization, glossary preparation, and the revision of client-produced glossaries, storage, management and dissemination of terminology. Terminology research consists of standardizing and disseminating the terminology used in the public service and co-ordinating the terminology standardization activities of Crown agencies. Include the creation of glossaries based on particular themes or on the terminology of a specific department. To achieve this, the Translation Bureau operates and manages the Language portal of Canada which includes TERMIUM®, the federal government's linguistic database. This bank includes information about the development, organization, functions, activities and management of Translation Bureau committees. Information about terminology committee members and their role and responsibilities and administrative support document 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 records, 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

The program sub-activity aims to ensure the provision of quality and cost-effective translation, revision, technolinguistic and other linguistic services to the judiciary and federal departments and agencies on a cost recovery basis. The program is mandated under the Translation Bureau Act.

Linguistic Services
Description: Information on the delivery of translation services to other departments and central agencies. Information related to translation services delivery that entails translating a wide variety of texts related to all federal government lines of activity into the official languages, Aboriginal languages or foreign languages. These texts can be general, specialized or ultra specialized.
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; multimedia products in Web and multimedia localization.
Record Number: PWGSC TRA 230

Other Linguistic Services
Description: Information on the delivery of other linguistic services such as editing, writing assistance, proofs reading and quality assessment.
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
Record Number: PWGSC TRA 233

Translation and Interpretation to Parliament

This program sub-activity provides timely translation, interpretation and other linguistic services to Parliament. This enables Parliament to function in both official languages and any other languages required. It is managed from a special purpose allotment excluded from the revolving fund.

Linguistic Services to Parliament
Description: Information on the delivery of translation and interpretation services and other linguistic services to Parliament.
Document Types: Service requests and agreements
Record Number: PWGSC TRA 232

Conference Interpretation

This program sub-activity aims to ensure the provision of conference interpretation services in both official languages and other languages to the judiciary and federal departments and agencies in support of government's operations, official events and missions abroad.

Interpretation Services for Conferences
Description: Information on the delivery of interpretation services at conferences.
Document Types: Client list; rate list; service requests; client records, invoicing documents; travel expenses, and priority ranking list
Record Number: PWGSC TRA 231

Specialized Programs and Services

This program activity provides federal organizations with high quality, timely and accessible specialized services and programs to federal institutions in support of sound, prudent and ethical management and operations.

Government Information Services

This program sub-activity 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 Government of Canada Exhibitions Program; the Depository Services Program; Crown Copyright and Licensing; Government of Canada Publishing; Public Opinion Research Coordination; Advertising Coordination and Partnerships; The Canada Gazette and; Electronic Media Monitoring.

Advertising Coordination Services
Description: Information on advertising campaigns managed by federal institutions.
Document Types: Campaign plans, documents related to Government of Canada media purchases, and GC Advertising Annual Reports
Record Number: PWGSC ISB 124

Canada Gazette
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 Web site as of 2:00 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 Web site as of 9:00 am), Part II contains approved regulations and other classes of statutory instruments, such as Orders in Council and proclamations. Published on average three to five times a year, Part III consists of new statutes and their enactment proclamations.
Record Number: PWGSC CISSB 400
Notes: The official PDF version, which has been available online since 2003, is accessible on the Canada Gazette Web site at Canada Gazette. Subscriptions to the printed copy, which has been published since 1841, can be purchased through the Government of Canada Publications Web site at Government of Canada Publications. Printed copies can also be consulted in libraries across Canada through the Depository Services Program.

Government of Canada Exhibitions Program
Description: Information on the Canada Pavilion and related exhibitions activities.
Document Types: Records related to events in which the government is exhibiting with the Canada Pavilion coordination of departmental participation at events and coordination of departmental exhibitions plans.
Record Number: PWGSC ISB 430

Public Opinion Research Services
Description: Information on public opinion research commissioned by federal government departments and agencies.
Document Types: Description of activities or events about which the federal government may be interested in conducting public opinion research related to public health, environment, government communications, and security.
Record Number: PWGSC ISB 445
Notes: Public opinion research final reports are sent and deposited by institutions with Library and Archives Canada and the Library of Parliament.

Publishing and Depository Services
Description: Information on and access to publications produced by federal government departments and agencies; information on the depository library community including a Government of Canada Publications database. Protect and administer the Crown copyright on Government of Canada publications.
Document Types: Federal publications, list of depository libraries, and government information sources.
Record Number: PWGSC ISB 420

Shared Services Integration

This program sub-activity provides shared corporate administrative support services, on a fee-for-service basis, to achieve efficiencies for client federal organizations. Shared Services Integration (SSI) streamlines internal service operations and provides significant cost and risk avoidance. SSI reduces the number of administrative IT systems across government, and purchases, creates, modifies and maintains common GC versions of products, eliminating duplication in individual departments and allowing them to focus resources on key programs. SSI provides the full range of HR services and expertise to small federal departments and agencies.

Shared Service Integration
Description: Information on Shared Human Resources services and the maintenance and enhancement of shared information management systems of the Government of Canada: Integrated Financial & Materiel System, Government of Canada Human Resources Management System, FreeBalance, AMMIS, a materiel management system, and the Human Resources Information System.
Document Types: Contracts, statements of work, interdepartmental service agreements, decision records and annual operational plans.
Record Number: PWGSC ISB 110

Government Consulting Services

This program sub-activity is 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) is 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 enables 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 has a legislated mandate to serve all levels of government in Canada as well as foreign governments and international organizations, upon request.

Government Consulting Services
Description: Information related to the delivery of assignments conducted for its clients.
Note: PWGSC ceased to provide management consulting services as of March 2012.
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
  Description: The system provides information on the skill sets of registered private sector resources.
  Class of Individuals: 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 five years.
  RDA Number: Under development
  Related Record Number: PWGSC ISB 135
  TBS Registration: 005018
  Bank Number: PWGSC PPU 027

Industrial Security Program

This program sub-activity supports the Government's obligations to protect sensitive and classified information entrusted to the private sector through government contracts awarded by PWGSC and to safeguard controlled goods within Canada from unauthorized possession, examination and/or transfer. It is the government's primary service provider for the delivery of contract security and controlled goods activities. It also supports Canada's economic growth by ensuring security in government contracts and enabling Canadian industry to access classified and sensitive domestic and international opportunities.

Controlled Goods Registration
Description: Information on all persons registered or exempted from registration (i.e.: visitors and temporary workers) examining, possessing, or transferring controlled goods in Canada. Personal information may include: name, contact information, other identification number (e.g. registration number); biographical information, date of birth, gender; information on criminal history, fingerprints provided by RCMP; information on type of business; expiry date; and, certification.
Document Types: Agreement and exchanges (information between PWGSC and other government agencies); registrations (also include renewals and amendments); security assessments and or checks; application for exemption; and consent to use a Government of Canada security clearance.
Record Number: PWGSC DOB 415

• Controlled Goods Program
  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 s. 2 of the CGR, who apply for registration or submit exemption request to lawfully examine, possess or transfer controlled goods in Canada (s. 37 of the DPA). Individuals may include sole proprietors, part-owners, directors, officers, Designated Officials within companies as per CGR s. 10(d), as well as visitors, and temporary workers defined in s. 1 for exemption under s. 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 Controlled Goods Regulations (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 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, DND PPE 835. For the purpose of verifying individuals and companies they represent possess the required import and export permits as well as authority identified on the DFAIT Export Control List used to determine the list of controlled goods, some data is shared with Department of Foreign Affairs and International Trade (DFAIT). 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, data may be exchanged with Canada Border Services Agency (CBSA) PIB CBSA PPU 016, Security Intelligence Analysis Division (SIAD) Reports are shared with the Canadian Security Intelligence Services in PIB CSIS PPU 016. For the purposes of s. 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, GGP may share with the RCMP PPU 005 or National Defence, DND PPE 835.
  Retention and Disposal Standards: Under development. Operational files are retained by Controlled Goods Directorate until an RDA is approved.
  RDA Number: Under development
  Related Record Number: PWGSC DOB 415
  TBS Registration: 005093
  Bank Number: PWGSC PPU 045

Industrial Security
Description: Information on the security programs to protect national and international classified and other sensitive information related to government contracts and projects available to industry and information on industrial personnel security clearance or reliability status files on industrial personnel and PWGSC employees.
Document Types: Agreement and exchanges (information between Canada and other countries); industrial contracts; industrial facility security clearances or checks; industrial information protection; material and classified or other sensitive documents control; North Atlantic Treaty Organization security; industrial security training.
Record Number: PWGSC DOB 105

• Industry Personnel Clearance and Reliability Records
  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 (e.g., fingerprints, digital photographs, etc.), character assessments (e.g. 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 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 (FAA) and as required under the Policy on Government Security. For those institutions not subject to the FAA or the 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 CSIS to conduct the requisite checks and/or investigation in accordance with the Policy on Government Security; refer to the following institution-specific personal information banks: for the RMCP, Forensic Science and Identification Services and Canadian Criminal Real Time Identification Services - RMCP 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, the following 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 Industrial 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 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 two years following the closure of the security clearance. If no action occurs during the two 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
  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 authorized Security Officials in the Industrial Security Program. The collection of personal information by authorized Security Officials in the government and private industry is done with the consent of the individual.

International and Intergovernmental Cooperation
Description: PWGSC holds information on foreign visits and international intergovernmental activities, such as information sharing and best practices, which is used for ensuring international security standards are being applied. Information also concerns the international industrial security Memorandum of Understanding and the exchange of classified and/or sensitive controlled information between NATO nations and other countries with which Canada has an arrangement on Industrial Security.
Document Types: Planning foreign visits, international intergovernmental arrangements on industrial security, documentation and reporting, decision and implementation processes, management procedures, logistics preparation, federal-provincial-territorial activities.
Record Number: PWGSC DOB 035

Forensic Accounting

This program sub-activity provides forensic accounting services to national and international governments, law enforcement agencies and prosecution services on criminal investigations in areas such as white collar crime, proceeds of crime, commercial crime, money laundering, securities market fraud, organized crime, illicit drugs and terrorist activities. The program supports police investigations and prosecutions by providing specialized advice, detailed forensic accounting reports, and expert witness testimony on the financial aspect of criminal investigations. The program's ultimate goal is to serve the Canadian Criminal Justice system by identifying, analyzing, and explaining complex financial and accounting elements of criminal activities in an objective, independent and non-technical manner, thus helping judges and juries make informed decisions.

Forensic Accounting Records
Description: Information used to prepare forensic accounting reports and to provide forensic accounting advice and testimony in investigations and prosecutions of criminal activities with financial components. Information is acquired by other parties (e.g. the Royal Canadian Mounted Police, Ontario Provincial Police or Service de Police de la Ville de Montréal) and provided to the organization so that it can prepare forensic accounting analysis and written reports in support of the investigation and prosecution of criminal activities with financial components.
Document Types: Hard copy and electronic versions of draft and final forensic accounting reports, memos, charts, graphs, tables, summaries and supporting notes. It 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
  Description: This bank describes information which PWGSC has access to and uses in requests from other governments (provincial, territorial, municipal, aboriginal) and related police forces to provide forensic accounting services for the detection of security market fraud, proceeds of crime and money laundering. 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 investigation.
  Purpose: Personal information is used to provide prepare forensic accounting reports and supporting expert testimony for criminal investigations undertaken by national, provincial and municipal law enforcement agencies.
  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 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
  Notes: 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 the PWGSC forensic accountants and accounting assistants so that they can provide forensic accounting expertise with respect to financial analysis pertaining to proceeds or crime, money laundering, white collar crime and security market fraud.

Audit Services Canada

This program sub-activity provides 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
Description: Audit opinions, assessments, recommendations and/or information related to engagements conducted for clients.
Note: Audit Services Canada ceased to provide its services as of March 2012.
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 ASC 010
Notes: 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.

Greening of Government Operations

This program sub-activity provides government-wide leadership in greening government operations to be achieved through both effective greening of its own operations and providing government-wide leadership to enable significant reductions in the environmental impact of federal operations. This is done through the development of polices and guidelines pertaining to environmental stewardship.

Greening Government Operations Project Files
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 OGGO 071

Minister's Regional Offices (MRO's)

This program sub-activity facilitates administrative efficiency and public access by supporting all Federal Cabinet Ministers and their officials through the provision of secure regional offices and administrative support, which enables them to conduct Government of Canada business outside the National Capital Region.

Ministers Regional Offices
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 CSSPB 270

Procurement Ombudsman

This program activity, operating at an arms length from the government, reviews procurement practices across federal departments and agencies, investigates complaints from potential suppliers with respect to awards of contracts for goods and services below certain thresholds, and complaints concerning the administration of contracts; and ensures the provision of an alternative dispute resolution program for contracts. This activity helps to promote fairness and transparency of the procurement process.

Review of Procurement Practices

This program sub-activity allows for an independent third party to review government-wide procurement practices and makes recommendations for improvement. The program is important to ensure integrity, transparency and the sound management of government's procurement activities.

Procurement Practices Review
Description: Information gathered from federal departments and agencies, and supplier on procurement practices and/or procedures, to satisfy the requirements of the Procurement Ombudsman Regulations made under the Department of Public Works and Government Services Act.
Document Types: Requirements of the Procurement Ombudsman Regulations, related to procurement practice reviews, recommendations, and final reporting
Record Number: PWGSC OPO 015

• Procurement Ombudsman: Review of Procurement and Supplier Complaints
  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 may be provided to the complainant(s), respondent(s), relevant federal Minister and the Minister of PWGSC. Information may 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 Number: PWGSC OPO 015, PWGSC OPO 011
  TBS Registration: 20100136
  Bank Number: PWGSC PPU 001
  Notes: 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. The Procurement Ombudsman is a new program effective May 5, 2008.

Supplier Complaints

This program sub-activity ensures that complaints regarding contract award and administration from potential suppliers and the Canadian public are addressed in a fair, impartial and timely manner by an independent third party. It also establishes a resolution process for contract disputes.

Supplier Complaints
Description: Information on inquiries and complaints made by Canadian suppliers and the general public, as well as information related to alternative dispute resolution process, to satisfy the requirements of the Procurement Ombudsman Regulations made under the Department of Public works and Government Services Act.
Document Types: Requirements of the Procurement Ombudsman Regulations, related to contract award and administration complaints, investigations, and final reporting, as well as alternative dispute resolution.
Record Number: PWGSC OPO 011

• Procurement Ombudsman: Review of Procurement and Supplier Complaints
  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 may be provided to the complainant(s), respondent(s), relevant federal Minister and the Minister of PWGSC. Information may 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 Number: PWGSC OPO 015, PWGSC OPO 011
  TBS Registration: 20100136
  Bank Number: PWGSC PPU 001
  Notes: 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. The Procurement Ombudsman is a new program effective May 5, 2008.

Internal Services

Internal services constitute 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, materiel services, acquisition services, and travel and other administrative services. Internal services include only those activities and resources that apply across an organization and not to those provided specifically to a program.

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

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

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
  • Accounts Payable Personal Information Bank
  • Accounts Receivable Personal Information Bank
  • Acquisition Cards Personal Information Bank

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.

• Awards (Pride and Recognition) Class of Record
  • Recognition Program Personal Information Bank
• Classification of Positions Class of Record
  • Staffing Personal Information Bank
• Compensation and Benefits Class of Record
  • Attendance and Leave Personal Information Bank
  • Pay and Benefits Personal Information Bank
• Employment Equity and Diversity Class of Record
  • Employment Equity and Diversity Personal Information Bank
• Hospitality Class of Record
  • Hospitality Personal Information Bank
• Human Resources Planning Class of Record
  • Human Resources Planning Personal Information Bank
  • Workplace Day Care Personal Information Bank
• Labour Relations Class of Record
  • Canadian Human Rights Act - Complaints Personal Information Bank
  • Discipline Personal Information Bank
  • Grievances Personal Information Bank
  • Harassment Personal Information Bank
  • Internal Disclosure of Wrongdoing in the Workplace Personal Information Bank
  • Values and Ethics Code for the Public Service Personal Information Bank
• Occupational Health and Safety Class of Record
  • Employee Assistance Personal Information Bank
  • Harassment Personal Information Bank
  • Occupational Health and Safety Personal Information Bank
  • Vehicle, Ship, Boat and Aircraft Accidents Personal Information Bank
• Official Languages Class of Record
  • Official Languages Personal Information Bank
• Performance Management Reviews Class of Record
  • Discipline Personal Information Bank
  • Performance Management Reviews Personal Information Bank
• Recruitment and Staffing Class of Record
  • Applications for Employment Personal Information Bank
  • Employee Personnel Record Personal Information Bank
  • EX Talent Management Personal Information Bank
  • Personnel Security Screening Personal Information Bank
  • Staffing Personal Information Bank
  • Values and Ethics Code for the Public Service Personal Information Bank
• Relocation Class of Record
  • Relocation Personal Information Bank
• Training and Development Class of Record
  • Training and Development Personal Information Bank

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.

• Access to Information and Privacy Class of Record
  • Access to Information and Privacy Requests Personal Information Bank
• Information Management Class of Record
  • Automated Document, Records, and Information Management Systems Personal Information Bank
  • Library Services Personal Information Bank

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

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

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.

• Cooperation and Liaison Class of Record
  • Lobbying Act Requirements Personal Information Bank
  • Outreach Activities Personal Information Bank
• Executive Services Class of Record
  • Executive Correspondence Personal Information Bank 
• Internal Audit and Evaluation Class of Record
  • Evaluation Personal Information Bank
  • Internal Audit Personal Information Bank
• Planning and Reporting 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

Real Property 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

Travel and Other Administrative Services

Travel and other administrative services include Government of Canada travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories.

• Administrative Services Class of Record
  • Parking Personal Information Bank
• Boards, Committees and Council Class of Record
  • Governor in Council Appointments Personal Information Bank
  • Members of Boards, Committees and Councils Personal Information Bank
• Business Continuity Planning Class of Record
  • Business Continuity Planning Personal Information Bank
• Disclosure to Investigative Bodies Class of Record
  • Disclosure to Investigative Bodies Personal Information Bank
• Proactive Disclosure Class of Record
  • Hospitality Personal Information Bank
  • Travel Personal Information Bank
• Security Class of Record
  • Identification and Building-Pass Cards Personal Information Bank
  • Internal Disclosure of Wrongdoing in the Workplace Personal Information Bank
  • Personnel Security Screening Personal Information Bank
  • Security Incidents Personal Information Bank
  • Security Video Surveillance and Temporary Visitor Access Control Logs and Building Passes Personal Information Bank
• Travel Class of Record
  • Travel Personal Information Bank

Classes of Personal Information

Canadian Government Publications
This class of personal information contains 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

• 5-phase water management protocol (theory)
• 5-phase water management protocol (workbook)
• Access to Information and Privacy Directorate Desk Procedures
• Accessibility evaluation guide
• Acoustic commissioning guidelines
• Acoustic requirements of meeting rooms
• AFD management handbook standard operating procedure: commercial and retail letting
• Air leakage control: guidelines for installation of air leakage control measures in commercial buildings
• Architect's Guide for Sustainable Design of Office Building
• Barrier-free design: cost guidelines
• Business operations guide
• Cable systems: installation and testing
• Canadian Forces Superannuation Procedures Manual
• Career Profiles in Canada's Language Industry (AILIA 2007)
• Commercial and retail letting manual
• Compensation Help
• Contracting Procedures Guide - Linguistic Services Contracts
• Coop Program (Memorandum of Understanding)
• Dam inspection manual
• Design-build manual
• Directive on Registering Linguistic Services Suppliers
• Durability guidelines for roof systems
• Durability guidelines for the design, construction, repair and maintenance of parking structures
• Electronic Fund Transfer (EFT) Users Guide
• Elevators, dumbwaiters, escalators and moving walks
• Energy management
• Environmental standards for office accommodation, MD 15000
• Environmentally responsible construction and renovation handbook, second edition
• Environmentally responsible green office at a glance, first edition
• Family Allowance Program Policy and Procedures Manual
• Federal Government Bill Payment Service (BPS) Departmental User's Guide
• Federal Government Card Acceptance Departmental User's Guide
• Federal Government Electronic Fund Transfer (EFT) Service - Terms of Engagement
• Final Assessment of the Language Industry Initiative (Industry Canada 2008)
• Generic Lease Documentation Package
• Green project delivery
• Guide on power frequency magnetic fields
• Guide to seasonal heat storage
• 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
• Guideline on durability in buildings, draft 10
• Guideline on seismic evaluation and upgrading of non-structural building components
• Guidelines for Arctic foundation design
• Guidelines for energy conservation in existing government offices: power factor improvement
• Guidelines for geotechnical investigations for buildings
• Guidelines for the design and commissioning of smoke management systems
• Guidelines for the seismic assessment of stone masonry structures
• Guidelines for the seismic upgrading of stone masonry structures
• Guidelines for window cleaning anchors
• Heating, ventilating and air conditioning (HVAC): air filters, MD 15600-5
• Heating, ventilating and air conditioning (HVAC): outside air takes and exhaust terminals
• Highway standards and guidelines
• Industrial Security Manual
• Insurance Administration Manual
• Metric conversion handbook for mechanical engineers in the building industry
• National construction, renovation and demolition (CRD) non-hazardous solid waste management protocol
• National Master Specification guide to environmentally responsible specifications for new construction and renovations
• National Master Specification user's guide
• Operational Procedures Manual - Payroll Accounting Office (PAO)
• Pay Policy and Procedures Manual
• Perchloric acid fume hoods and their exhaust systems: guidelines for the use of perchloric acid fume hoods in PWGSC and other Government of Canada facilities, MD 15129
• Personnel Pay Input Manual (Manual and Online)
• Professional Development Program - TR3
• Protection of PWGSC buildings against chemical, biological and radiological events (draft)
• Public Service Pension Centre Online Desktop Procedures Manual
• PWGSC bridge inspection manual
• PWGSC commissioning guidelines (CP.3 - CP.13 inclusive)
• PWGSC commissioning manual (CP.1)
• PWGSC Customer Manual
• PWGSC daylighting manual: preliminary assessment of daylighting for office buildings
• PWGSC national CADD (computer assisted drafting and design) standard
• PWGSC Publications Standards
• RCMP Pay Procedures Manual
• Real Property Branch accessibility procedure
• Receiver General Manual, Directives and Information Notices
• Recommended practice for geotechnical investigations for roads
• Regional Pay Office Procedures Manual
• Service and Quality Standards
• Standard Acquisition Clauses and Conditions (SACC) Manual
• Strategy for energy technology development for Public Works and Government Services Canada building (A)
• Superannuation Administration Manual
• Superannuation Procedures - The Production Control/File Locator System (PCFLS)
• Superannuation Procedures Manual - Accounting
• Superannuation Procedures Manual - Public Service Corporations (PSC)
• Supplier Information Management System (SIMS)
• Town planning guidelines, revised edition
• TR Group Qualification Standards
• Underground thermal energy storage (UTES): procedures for environmental impact assessment, working report
• Use of fly ash and slag in concrete: a best practice guide
• Way finding in public buildings: a design guideline

Additional Information

The Government of Canada encourages the release of information through requests outside of the ATIP process. You may wish to consult Public Works and Government Services Canada's summaries of completed Access to Information (ATI) requests and open data.

To make an informal or formal request under the Access to Information Act or the Privacy Act, please contact the Access to Information and Privacy Directorate.

For additional information about the programs and activities of Public Works and Government Services Canada, please visit the departmental website: Public Works and Government Services Canada

Public Works and Government Services Canada conducts Privacy Impact Assessments (PIAs) 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. Summaries of completed PIAs are available at Publications and Reports.

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 on site. The address is:

Access to Information and Privacy Directorate
Place du Portage, Phase III
11 Laurier Street, Room 5C1
Gatineau, Quebec