Info source: sources of federal government and employee information 2014

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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

Founded in 1841 and originally known as The Board of Works, the Department became Public Works and Government Services Canada (PWGSC) in 1993 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).

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

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

Responsibilities

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

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

The PWGSC Departmental Policy Instruments are created in the absence of, or to augment policies and other related policy instruments from Treasury Board Secretariat. They are intended to communicate PWGSC's position or commitment towards a specific subject matter. Developed by mandated functional authorities, these policy instruments provide a continuing authoritative reference for departmental employees.

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

Institutional functions, programs and activities

PWGSC's Program Alignment Architecture (PAA), as approved by Treasury Board, supports the strategic outcome to deliver high-quality, central programs and services that ensure sound stewardship on behalf of Canadians and meet the program needs of federal institutions. There are nine program activities that comprise PWGSC's PAA, as follows: Acquisitions; Accommodation and Real Property Assets Management; Receiver General for Canada; Integrity Programs and 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.

Acquisitions

This program 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.

General procurement services

This sub-program identifies PWGSC as the government's primary procurement service provider offering the federal government a broad base of standard or unique procurement solutions including contracts, standing offers, supply arrangements and procurement tools. The role of PWGSC in this area is to manage contracts for goods, services and construction on behalf of client departments and agencies of the Government of Canada and includes the management of contractual activities such as planning, acquisitions and contract administration. In general, while the procurement solutions addressed in this sub-program can be complex, they are typically the common, frequently purchased requirements of most departments.

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, industry consultations, solicitation, suppliers selection, details on methods and tools that simplify and accelerate the acquisition of goods and services for satisfying customer's requirements in a manner that will result in the optimum product, resource, operating and contingent cost, solicitation, contract administration, specialized contracts, standing offers, supply arrangements and electronic procurement tools.

Document Types: Statement of work, statement of requirements, technical description, material identification, specifications and standards, design changes or deviation, risks and quality assurance analysis, procurement plan, project plan, evaluation plan, requests for proposals, calls for proposals, requests for tender, requests for prices, request for interest, contract requests, contract amendment requests, contract amendments, contract approval forms, audit and evaluation proposals, summary of debriefing to bidders, contracts, standing offers, call-ups against standing offers, supply arrangements, certifications (Employment Equity, Canadian content, etc), source of funds, price support, sole source justification (non-competitive requirement) legal opinions, financial opinions, contract quality control opinions, cost analysis and cost audits, memoranda, minutes of meetings, memoranda of understanding, and surveys, etc.

Record Number: PWGSC ACQ 300

Customized procurement services

This sub-program 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 procurement services sub-heading

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 such as 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, 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.

Record Number: PWGSC ACQ 320

Acquisition stewardship

This sub-program identifies PWGSC as the government's primary steward of government acquisitions providing the federal government and suppliers with a well functioning acquisition system. As such, PWGSC ensures effective management of the acquisition function by: providing direction and guidance to stakeholders; overseeing the development and deployment of government-wide strategies, designing processes and tools to preserve the integrity of the acquisition system; and maintaining the system's relevance and focus on the evolving needs and resource realities of federal departments and agencies, and the capacities of supplier communities.

Acquisition policy and strategic management

This sub-sub-program identifies PWGSC as the strategic leader in understanding and interpreting the legislative and policy landscape to support the management and continuous improvement of government acquisitions; the provision of acquisition-related advice, guidance and oversight including the development and application of standards and guidelines in support of Acquisition Program objectives; and developing and implementing tools and instruments designed to improve the effective and efficient management of the acquisition system for the federal government and suppliers.

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

Client and supplier engagement

This sub-sub-program identifies PWGSC as the lead in engaging federal departments and agencies, suppliers, and other stakeholders in identifying best practices in the area of procurement, and informing the design and management of effective approaches and tools.

Acquisition support and innovation

This sub-program identifies PWGSC as the government's primary provider of common services and programs for the federal government, industry and consumers that support or leverage the acquisition function: from the provision of standards development and conformity assessment services to the disposal of government goods, as well as programs that use the acquisition system to advance the government's socio-economic objectives for Canadians.

Canadian innovation commercialization program

This sub-sub-program identifies PWGSC as the leader in using the government's acquisition system as a vehicle to support innovative Canadian businesses by providing them with opportunities to test and evaluate their pre-commercial products and services to support their entry into the marketplace.

Asset disposal

This sub-sub-program identifies PWGSC as responsible for providing services to support the federal government to responsibly manage the disposal of surplus moveable or seized goods in a manner that is transparent, financially sustainable and provides best value to the government.

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 Paper Save.

Document Types: Bids, invoices, description of asset, and sale's price.

Format: Photographs.

Record Number: PWGSC ACQ 340

Seized properties

Description: Information on the management and disposal of assets which are seized, restrained or forfeited: as offence 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

Standards development and certification

This sub-sub-program identifies PWGSC as responsible for providing a client-centred, comprehensive development of standards and conformity assessment services in support of the economic, regulatory, procurement, health, safety and environmental interests of government, industry and consumers.

Certification programs for products and services

Description: Information on the Canadian General Standards Board's independent certification and qualification programs relating to the products and services assessed against performance and quality standards. The Certification Program applies to the following products and services: construction materials, medical products, office furniture, protective clothing, security personnel, testing services (Laboratory Acceptance Program), and toner cartridges.

Document Types: Audits, evaluations, supplier profiles, suppliers' representative names, supplier's product and service descriptions, product testing results.

Record Number: PWGSC ACQ 175

Personnel certification program

Description: Information on the Certification Program managed by the Canadian General Standards Board for the Federal Government Procurement and Materiel Management Communities, 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 management services

Description: Information on the assessment and certification of management systems for conformance to various standards of the Canadian General Standards Board, including International Organization for Standardization (ISO) 9001 (quality), ISO 14001 (environmental), and OHSAS 18001 (occupational health and safety).

Document Types: Quality assessment and certification.

Record Number: PWGSC ACQ 205

Standards development services

Description: Information on the development of the National Standards of Canada (NSC), Canadian General Standards Board (CGSB) standards, specifications and Government of Canada (GC) Standards, 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 and organics agriculture, personnel qualifications and competencies, protective clothing, social security and emergency preparedness, textiles, transportation fuels and transportation of dangerous goods. Records relating to the publication of Web catalogue for formal standard that the Government of Canada supports and the provisions of those standards for a fee.

Document Types: Standards, specifications, publications, catalogues, forms.

Record Number: PWGSC ACQ 195

Accommodation and real property services

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

Federal accommodation

This sub-program 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, 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

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, geographic coordinates, agreements, licenses, land leases and title reports.

Format: Maps, computer-aided design and drafting (CADD) files, and photographs.

Record Number: PWGSC RPB 060

Real property

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

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 sub-program 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 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.

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

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

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

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

Real property services

This sub-program provides real property services, on a fee for service basis, to the Federal Accommodation, Federal Holdings and Parliamentary Precinct programs of PWGSC, as well as to other departments.

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, and 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: 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

Payments in lieu of taxes

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

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 sub-program 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 management plans, management plans, accommodation plans, parking plans, historical implications and heritage recordings, contracts, service requests, purchase orders, invoices, condition assessments, reports, meeting agenda and minutes, briefing notes, building operations and maintenance activities.

Record Number: PWGSC PPB 066

Commercial retail and letting—Parliamentary precinct

Description: Information on the authorization for use/occupancy of available Crown inventory space by parties other than government departments or agencies, market vacant space, negotiation of leases and preparation of lease documentation for execution.

Document Types: Tender documents, lease agreements and licenses.

Record Number: PWGSC PPB 024

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: Maps, plans, CADD files, 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: Maps, plans, CADD files, 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 Ponds and Coke Ovens sites remediation project

This sub-program 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.

Note: Filing system based on ISO project management

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

Receiver General for Canada

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

Stewardship of consolidated revenue fund and accounts Canada

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

Government-wide accounting and financial reporting

Description: Information on the Accounts of Canada, the monthly departmental trial balance information and government-wide monthly, quarterly and annual financial reports.

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

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

Public money and banking

Description: Information on the Receiver General arrangements to establish bank accounts and facilities, establishment of government banking services, maintenance of treasury systems, receipt, transfer, hold, interest on, and disbursement of public money, redemption control and settlement of all payments.

Note: Requests about specific deposits and payments should be directed to the program or institution that received or issued them.

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

Receiver general services

This sub-program provides optional bill payment services for departments and agencies, and maintains operations for a Departmental Financial and Materiel Management System.

Common departmental financial system

Description: 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).

Note: Common departmental financial system (CDFS) is used by departments to process financial and material management transactions; the financial data captured by client departments and agencies are owned by the clients.

Document Types: Service level agreements, incident records, change requests, business requirement definitions, system documentation, user guides, procedures, training material, project plans.

Record Number: PWGSC ABC 130

Integrity programs and services

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

Contract security

This sub-program contributes to the government's national security agenda and safeguards Canadian and foreign governments' sensitive information and assets entrusted to private-sector companies or individuals when under government contract. In this context, it is responsible for evaluating and granting security clearance requests from industry. The program negotiates, concludes and administers international industrial arrangements between foreign governments and PWGSC to open new markets to Canadian industries in the domain of classified information and assets.

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

International and intergovernmental cooperation

Description: Information on foreign visits and international intergovernmental activities, such as information sharing and best practices, which are used for ensuring international security standards are being applied. Information also concerns the international industrial security Memorandum of Understanding and the exchange of classified and/or sensitive controlled information between North Atlantic Treaty Organization (NATO) nations and other countries with which Canada has an arrangement on Industrial Security.

Document Types: Foreign visits plans, international intergovernmental arrangements on industrial security, documentation and reporting, decision and implementation processes, management procedures, logistics, federal-provincial-territorial activities.

Record Number: PWGSC DOB 035

Controlled Goods

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

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 (for example registration number); biographical information, date of birth, gender; information on criminal history, fingerprints, and results of fingerprints checks provided by the Royal Canadian Mounted Police (RCMP); information on type of business; expiry date; and, certification status.

Document Types: Agreement and exchanges (information between PWGSC and other government agencies); registrations (including 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

Forensic accounting services

This sub-program provides forensic accounting services to federal, provincial and municipal governments, law enforcement agencies and prosecution services on criminal investigations in areas such as, proceeds of crime, white collar crime, commercial crime, money laundering, securities market fraud, organized crime, illicit drugs, bribery of foreign public officials and terrorist activities. The program supports police investigations and prosecutions by providing specialized advice, detailed forensic accounting reports, and expert witnesses testimony on the financial aspects of criminal investigations. The program's 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, juries, police prosecutors and government administrators 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 the clients (for example the Royal Canadian Mounted Police, Department of National Defence, Ontario Provincial Police or Service de Police de la Ville de Montréal) and provided to the organization so that it can complete the forensic accounting analysis. The original documents remain in the custody of the clients.

Document Types: Forensic accounting reports, letters, charts, graphs, tables, summaries, and supporting notes. The forensic accounting working papers may also include, if relevant, parts or all of writs, transcripts of evidence, statements and/or affidavits.

Record Number: PWGSC DOB 007

Operational integrity services

This sub-program provides management, client departments, government suppliers, Parliament and Canadians with independent assurance that PWGSC's activities are conducted with prudence, probity and integrity.

Conflict management

Description: Internal neutral dispute resolution services to PWGSC contracting authorities, client departments and suppliers where PWGSC is the signing authority.

Document Types: Complaints or enquiries; completed or in progress files which may contain names and contact information of the disputants, client department information, nature of the dispute including potential dollar amount in dispute, 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

Fairness monitoring

Description: The Fairness Monitor (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

Federal pay and pension administration

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

Pay

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

Compensation questionnaire

Description: Information obtained by PWGSC through questionnaires intended for the Federal Government of Canada's Compensation Community. Questionnaires are based on client satisfaction elements regarding pay products and services. Compensation population profile data within departments, agencies and Crown Corporations is collected and maintained.

Note: Biennial basis

Document Types: Regional and national results containing an evaluation of pay services and products, including advisory and training services; internal action plans.

Record Number: PWGSC ABC 100

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

Management of personal record identifier

Description: Tombstone data related to Public Service records that are used in the creation or modification of a Personal Record Identifier (PRI) and Individual Agency Number (IAN).

Document Types: System extracts, reports

Record Number: PWGSC ABC 271

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

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

Pension administration 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.

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

Document Types: Pension and Benefits Statements; payment and year-end tax statements; superannuation payment and statistical reports; user instructions and procedures; subject files.

Format: Microfilm, cartridges, database.

Record Number: PWGSC ABC 075

Linguistic management and services

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

Terminology standardization program

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

Standardization services

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 government of Canada's terminological and linguistic database. 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, minutes of meetings, reports, recommendation documents, briefing notes and discussion documents, travel records and hospitality files.

Record Number: PWGSC TRA 240

Translation and other linguistic services

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

Linguistic contracts

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

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

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, some of great complexity, related to all federal government lines of activity into the official languages, Aboriginal languages or foreign languages.

Document Types: Client list; rate list; service requests; estimates and service proposal; correspondence; service agreements; name of Translation Bureau client representative and client resource person; service delivery protocol and guidelines; client records; documentary research; invoicing documents; project data; information technology.

Record Number: PWGSC TRA 230

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

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.

Document Types: Annual training reports; employee guidance material; analysis documents on training and skill requirements; professional skills assessment files, descriptions, criteria, evaluations; course outline; and in-house exams.

Record Number: PWGSC TRA 260

Translation and interpretation to parliament

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

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

Interpretation services for conferences

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

Greening of government operations

This sub-program 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

Client Service Strategy

This sub-program leads PWGSC's Client Service Strategy and provides leadership across the Department in the development and implementation of service renewal initiatives. The strategy is based on six pillars: service standards; Departmental Service Agreements (DSAs); service offerings; client relationship management; service culture; and satisfaction measurement.

Client service strategy documents

Description: Information related to the PWGSC-wide strategy on client service and its six pillars (Clear Service Standards, Departmental Service Agreements (DSAs), Innovative Service Offerings, Integrated Client Engagement, Increased Client Satisfaction and Client Service Culture), including its projects, guidelines and publications.

Document Types: Strategy related documentation, presentations, reports, service agreements, publications, guidelines, policies and briefing notes.

Record Number: PWGSC ISB 450

Government information services

This sub-program provides information to Canadians on Government of Canada programs and publications and supports the effectiveness of Government of Canada communications activities through the provision of: the 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 and information related to the management of Government of Canada (GC) online advertising campaigns funded through the Whole-of-Government Web buy initiative.

Document Types: Campaign plans, documents related to Government of Canada media purchases, and GC Advertising Annual Reports

Record Number: PWGSC ISB 124

Canada Gazette

Description: Part I, Part II and Part III of the Canada Gazette, the official newspaper of the Government of Canada.

Note: The official Portable Document Format (PDF) version, which has been available online since 2003, is accessible on the Canada Gazette Web site.

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 ISB 400

Crown copyright and licensing

Description: Information on Intellectual Property – specifically the Copyright Act and related regulations and policies, including its processes in the Government of Canada.

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

Document Types: Documents related to copyright clearance requests, inquiries and licenses.

Record Number: PWGSC ISB 410

Government of Canada Exhibitions Program

Description: Information on the Canada Pavilion and related exhibitions activities.

Note: Program closed on March 31, 2012. Records are held for 6 years and then destroyed.

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 retention period:

Record Number: PWGSC ISB 430

Government of Canada publications

Description: Information on and access to publications produced by Government of Canada departments and agencies. Manages the Government of Canada Publications database.

Note: The Publishing Program closed on March 31, 2014. Records are held for 5 years and then destroyed.

Document Types: Government of Canada publications which are downloadable as well as publications listed for reference purposes only.

Record Number: PWGSC ISB 420

Public opinion research services

Description: Information on public opinion research commissioned by federal government departments and agencies.

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

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

Document imaging services

This sub-program provides document imaging and data capture solutions as cost-recovery service to federal organizations. The service consists of imaging processing, indexing and secure archiving of electronic records. The service is certified against CAN/CGSB-72.34-2005 for electronic records as documentary evidence and CAN/CGSB-72.11-93 Microfilm and Electronic Images as Documentary Evidence. Modernization of business processes through document imaging enabled services assists departments in reducing processing costs, improves service levels to citizens and unlocks corporate knowledge stored in paper archives for improved decision making.

Document imaging solutions

Description: As a service provider in document imaging for other Government departments and agencies, Cheque Redemption Control Directorate (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.

Note: 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 Types: The type of documents includes: forms, correspondence, white mail, personal information and remittances.

Record Number: PWGSC ABC 085

Shared travel services

This sub-program identifies PWGSC as responsible for providing government-wide common and standardized tools to simplify and efficiently manage and reduce the cost of government travel, as well as supporting enhanced transparency, accountability and financial reporting for government travel.

Shared travel services sub-heading

Description: Information on the Shared Travel Services in the Government of Canada.

Document Types: Employee travel, shared travel, expense management, business intelligence and customized reports, travel policy, acceptance tests, threat risk assessments, privacy impact assessments, customer questionnaire, promotion material, training and information packages.

Record Number: PWGSC ACQ 220

Central relocation services

This sub-program identifies PWGSC as responsible for managing a government-wide common service that oversees moving operations for the relocation of all federal government employees relocating, excluding Department of National Defence (DND) and RCMP.

Traffic management

Description: Information on ensuring least-cost for shipping or movement of goods via one or all five modes of transport (air, road, sea, rail, and off highway).

Document Types: Shipping arrangements (inland and overseas) and removal services; and freight audit and cost analysis.

Format: Microfiche

Record Number: PWGSC ACQ 210

Shared services integration

This sub-program provides shared corporate administrative support services, on cost recovery basis, to achieve efficiencies for client federal organizations. Shared Services Integration (SSI) reduces the number of administrative Information Technology (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 therefore reducing overall investment and risk by government on HR activities.

Shared services

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, the Human Resources Information System, GCDOCS and the Shared Case Management System (SCMS).

Document Types: Contracts, statements of work, interdepartmental service agreements, decision records, and annual operational plans.

Record Number: PWGSC ISB 110

Ministers' Regional Offices

This sub-program 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.

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

Review of procurement practices

This sub-program allows for an independent third party review of systemic issues in government-wide procurement practices, and makes recommendations in support of fairness, openness and transparency in federal procurement. This sub-program helps promote the integrity, transparency and accountability of the government's procurement activities.

Review of departmental procurement practices

Description: Includes records related to reviews of departmental procurement practices conducted under the authority of the Procurement Ombudsman Regulations.

Document Types: Requirements of the Procurement Ombudsman Regulations, related to procurement practice reviews, including documents on the planning, execution, and reporting stages of the report.

Record Number: PWGSC OPO 015

Supplier complaints

This sub-program helps ensure that complaints regarding the award and administration of contracts are addressed in a helpful and timely manner by a knowledgeable and independent third-party. It also ensures the provision of facilitation and dispute resolution services which can provide a timely and cost-effective process for the resolution of contract disputes.

Inquiries, complaints and alternate dispute resolution services

Description: Includes records related to inquiries, complaints and requests for alternate dispute resolution (ADR) services made by individuals or representatives of businesses who submit an inquiry, a complaint, or request for ADR services to the Office of the Procurement Ombudsman (OPO) and respondent(s) to the complaint or request.

Document Types: Requirements of the Procurement Ombudsman Regulations, related to inquiries, complaints, reviews of supplier complaints as well as ADR services.

Record Number: PWGSC OPO 011

Internal services

Internal Services are groups of related activities and resources that are administered to support the needs of programs and other corporate obligations of an organization. Internal Services include only those activities and resources that apply across an organization and not those provided specifically to a program, such as human resources, information technologies, finance and corporate services.

Governance and management support

Management oversight

Management and Oversight Services involve activities undertaken for determining strategic direction and governance, program planning and design; representing values and ethics; and allocating resources and taking investment decisions; 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, and/or plans.

Service Groupings for Management and Oversight Services include: Strategic Policy and Planning and Government Relations (incl. Federal / Provincial / Territorial / International); Executive Services; Corporate Policy, Standards, Guidelines; Investment Planning; Project Management; Risk Management; Performance and Reporting; Internal Audit; Evaluation.

Communications

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.

Key ongoing business activities include strategic and operational communications planning and advice, issues management, public environment analyses, media services, ministerial and event services, internal communications, creative services, corporate Web and social media.

Legal

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. Services include the provision of: policy and program advice, direction in the development and drafting of the legal content of bills, regulations, and guidelines; assistance in the identification, mitigation and management of legal risks; legal support in ensuring compliance and enforcement of standards, regulations and guidelines; and representing the Crown's interests in litigation.

Service Groupings for Legal Services include: Legal Advice; Preparation of Legal Documents; Litigation Services; Legislative Drafting; Legal Oversight.

Resources management services
Human resource management

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/or plans.

Service Groupings for Human Resources Management Services include: HR Planning, Work, Organization Design and Reporting; Job and Position Management; Employee Acquisition and Orientation; Total Compensation; Employee Performance, Learning, Development and Recognition; Permanent and Temporary Separations; Workplace Management.

Financial management

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.

Service Groupings for Financial Management Services include: Financial Planning & Budgeting; Accounting Management; Expenditure Control; Payments Service; Collections and Receivables Service; Asset and Liability Management Service.

Information management

Information Management Services involve activities undertaken to achieve efficient and effective information management to support program and service delivery; foster informed decision making; facilitate accountability, transparency, and collaboration; and preserve and ensure access to information and records for the benefit of present and future generations. Information management is the discipline that directs and supports effective and efficient management of information in an organization, from planning and systems development to disposal or long-term preservation.

Service Groupings for Information Management Services include: Enterprise Information Architecture Services; Data Management Services; Records and Document Management Services; Library Services; Content Management Services; Archival Services; Business Intelligence and Decision Support Services; Access to Information and Privacy Services.

Information technology

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. The management of information technology includes planning, building (or procuring), operating and measuring performance.

Service Groupings for Information Technology Services include: Distributed Computing; Application/Database Development & Maintenance; Production and Operations Computing; Telecommunications Network – (Data and Voice); IT Security.

Travel and other administrative services

Other Administrative Services include GC travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories.

Service Groupings for Other Administrative Services include: Travel; Other Administrative Services.

Asset management services
Real property

Real Property Services involve activities undertaken to ensure 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 is defined as any right, interest or benefit in land, which includes mines, minerals and improvements on, above or below the surface of the land.

Service Groupings for Real Property Services include: Acquisition; Operations and Management; Disposal.

Material

Material 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. Material is defined as all movable assets, excluding money and records, acquired by Her Majesty in right of Canada. Materiel management entails all activities necessary to acquire, hold, use and dispose of materiel, including the notion of achieving the greatest possible efficiency throughout the life cycle of materiel assets.

Service Groupings for Material Services include: Acquisition; Operations and Management; Disposal.

Acquisition

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.

Service Groupings for Acquisition Services include: Goods Acquisitions; Services Acquisitions; Construction Acquisitions; Other Acquisitions (acquisitions that fall outside the definitions of goods or services).

Defunct activities

Audit services canada

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

Audit services Canada sub-heading

Description: Audit opinions, assessments, recommendations and/or information related to engagements conducted for clients.

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

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

Government Consulting Services

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

Government Consulting Services sub-heading

Description: Information related to the delivery of assignments conducted for its clients.

Note: PWGSC Government Consulting Services ceased operations on March 31, 2012. Records are held for 7 years and then destroyed.

Document Types: Memoranda of Understanding and amendments; work plans; project financials, key project correspondence and final deliverables.

Record Number: PWGSC ISB 135

Marine inspection and technical services

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

Marine inspections and technical services

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.

Note: Sub-program abolished on December 31, 2011. Most of documents transferred to Canadian Coast Guard. However, for reference purposes, Technical Inspection Reports only are still being kept at PWGSC for an additional five years (until 2019).

Document Types: Reports on project operations and technical inspections, specifications and assessment documents.

Record Number: PWGSC ACQ 350

Personal information banks

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 (for example credit card and other payment information, amount of bids and volume of good bought).

Note: This Personal Information Bank (PIB) was updated in 2010 and includes the information described above in Buyer Information.

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.

Records disposition authority (RDA) Number: 99/003

Related Record Number: PWGSC ACQ 340

Treasury Board Secretariat (TBS) Registration: 003317

Bank Number: PWGSC PPU 026

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 (for example pension number, superannuation number), and financial information.

Note: 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).

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

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

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 (for example 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

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 (CGP) may share information with other federal institutions to assist in evaluating the risk of persons, wishing to register in the program, transferring controlled goods to persons who are not registered or exempt. As the Department of National Defence has chief interest in the DPA, CGP may exchange personal information described in the related Department of National Defence PIB, 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, CGP 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

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.

Note: PIB updated in 2010 and formerly entitled List of Landlords.

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

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.

Note: PIB updated in 2010 and formerly entitled Crown Housing Records.

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, for example Natural Resources Canada (NRCAN) PPE 802 Crown owned Living Accommodation. Information may be used to establish an inventory of occupied Crown-owned and leased dwellings. Information (for example 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

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.

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

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: 20122

Bank Number: PWGSC PCU 709

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 (for example 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

Federal government employee, 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 (for example 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).

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

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 (for example 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 (RCMP PPE 802 RCMP member service records) for verification purposes. Information may also be used for evaluation and reporting purposes.

Retention and Disposal Standards: Information is retained for 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

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 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.

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 Quebec 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

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.

Note: In addition to the requirements specified on the Treasury Board of Canada Secretariat Personal Information Request form, individuals requesting information described by this bank must provide the incident and location and legal authority for those acting on behalf of an account holder or estate. Personal Information is collected and maintained by clients and partners. Access to the personal information is provided to 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.

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

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: Program abolished on 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: Retention period of the records is 5 years.

RDA Number: Under development

Related Record Number: PWGSC RPB 055

TBS Registration: 20091310

Bank Number: PWGSC PPU 185

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 (for example, fingerprints, digital photographs, etc.), character assessments (for example 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.

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.

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 RCMP, Forensic Science and Identification Services and Canadian Criminal Real Time Identification Services - RCMP PPU 030; for CSIS, Security Assessments/Advice - CSIS PPU 005. The security screening status may be shared with Human Resources officials to update the individual's personnel file, refer to Standard Personal Information Bank Employee Personnel Record - PSE 901. Information may also be shared with credit bureaus to obtain credit rating to support decisions for granting or reviewing reliability status, security clearance or site access of individuals. Some information may be used or disclosed for program evaluation. Disclosure of some personal information is conducted for the purpose of fulfilling personnel security clearance requirements as defined in government contracts. The disclosure is made based on the consent of the individual received upon initial application for security clearance. Information of a personal nature is disclosed to RCMP in relation to; individuals' name, date of birth, fingerprints. Similar to information disclosed to RCMP, 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

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 ACQ 320; PWGSC RPB 040, PWGSC PPB 024, PWGSC TRA 245, PWGSC PRN 912

TBS Registration: 20120412

Bank Number: PWGSC PPU 184

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.

Note: In addition to the requirements specified on the Personal Information Request form, individuals requesting information described by this bank must provide the subject and date of correspondence and Solicitation or Contract Number. The Procurement Ombudsman is a new program effective May 5, 2008.

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

Public service compensation systems

Description: This bank describes information collected for the purpose of compensation for federal employees and pensioners. The personal information may include: name, contact information, salary and pension information, 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

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.

Note: 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).

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

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).

Note: 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.

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, Goods and Services Tax (GST)/Harmonized Sales Tax (HST) tax credits, and universal childcare benefits -see institution-specific PIBs: Canada Child Tax Benefit (CCTB) Databank - Canada Revenue Agency (CRA) PPU 063; Canada Child Tax Benefit (CCTB) Data Bank - CRA PPU 063; and, 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

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

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 (JUS) for the use in legal proceedings (JUS PPU 015 - Prosecution and Related Criminal Matters). Information may also be used for audit, evaluation, research and/or statistical purposes.

Retention and Disposal Standards: 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

Shared travel services—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, Credit card services providers information.

Note: More information on the STS program can be viewed on the internet at Shared Travel Services. In addition, you may also refer to Standard PIB PSU 934 – Travel.

Class of Individuals: Current and former federal government employees, casual employees and contractors.

Purpose: The personal information is used to process the shared travel services program or activity. Personal information is collected pursuant to Department of Public Works and Government Services (DPWGS) Act, section 7, 15, 16 and 17. The authority to collect personal information is found in Order-in-Council Number: P. C. 1998-657.

Consistent Uses: Information may be used to provide emergency assistance and may be provided to the third-party travel service provider and to the credit card services provider for travel card approval process. Information may also be used for audit, evaluation, research and/or statistical purposes.

Retention and Disposal Standards: Records will be retained for 1 to 10 years, Employee Email are retained 7 years and then Destroy, Agent Email are retained for 2 years Restrict access, Client Transaction Data are retained for 6 years and then Destroyed, Client Reporting Data and Reconciliation Data are retained for 10 years and then Destroyed, Corporate Accounting / Financial Data are retained for 10 years and then Destroyed, Corporate Tax Data are retained for 7 years, and then Destroyed, Phone Data are retained for 1 year and then Destroyed.

RDA Number: 2008/001

Related Record Number: PWGSC ACQ 220

TBS Registration: 20090466

Bank Number: PWGSC PCE 706

Skills inventory system

Description: The system provides information on the skill sets of registered private sector resources.

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

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

Supplier registration information

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, Indian and Northern Affairs (INA) PPU 132). Information may be collected and used for inventory purposes by federal institutions (see Standard Personal Information Bank Professional Services Contracts, PSU 912). Information may also be used or disclosed for evaluation and/or reporting purposes. Vendor restrictions, including but not limited to vendor performance corrective measures that may limit the vendor's ability to contract with PWGSC.

Retention and Disposal Standards: Information is retained indefinitely and is reviewed every two years. Dormant accounts are stored as "inactive accounts".

RDA Number: 2006/008

Related Record Number: PWGSC ACQ 300; PWGSC ACQ 320

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; PWGSC ACQ 320

TBS Registration: 001367

Bank Number: PWGSC PPU 005

Classes of personal information

Canadian Government Publications

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

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

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

Project records

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

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

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

Manuals

Additional information

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

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

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.

Please consult our page on requesting access to information or requesting personal information for information on the procedures to make a formal request under the provisions of the Access to Information Act or the Privacy Act, or contact Access to Information and Privacy at Public Services and Procurement Canada.

Reading room

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

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