Sources of Federal Government Information 2008

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I. Description of Standard Classes of Records

Treasury Board Secretariat has developed Standard Classes of Records to describe records created, collected and maintained by most federal government institutions in support of common internal functions, programs and activities. Institutions may include one or more of these standard descriptions in their chapters rather than develop institution-specific Class of Record descriptions.

Individuals seeking access to the Standard Classes of Records of a particular government institution should forward their requests to the institution's Access to Information and Privacy Coordinator. A list of federal government ATIP Coordinators is available at: http://www.tbs-sct.gc.ca/atip-aiprp/apps/coords/index-eng.asp.

Accounts and Accounting
Description: Accounts and accounting generally; cash accounts; accounts payable; accounts receivable; and standing advances.
Record Number: PRN 915

Acts and Legislation
Description: Acts and legislation - general, departmental, federal, foreign and provincial.
Record Number: PRN 902

Access to Information and Privacy Requests
Description: Includes material related to the administration of, and internal procedures for, the processing of formal and informal requests, in accordance with the Access to Information Act and/or the Privacy Act. These records may contain the requests made by individuals to obtain access to information under the control of the institution in accordance with the Access to Information Act and/or the Privacy Act, related replies and information related to their processing, such as the software systems used within institutions to manage the administration of access and privacy requests, e.g. ATIP Flow, ATIP Image software, etc. These records may include requests for correction of personal information; informal requests; complaints, investigations and requests for judicial review; consultations received from or sent to other institutions; requests for advice received from institutional officials that raise privacy and/or access to information concerns, etc.
Document Types: These records may include material related to cases leading to a change of policy or procedure, material related to reports to Parliament on the administration of the Acts; conference material; committee information; copies of relevant legislation, and related policies, as well as information related to the interpretation and application of these laws and policies.
Record Number: PRN 930

Administration
Description: Administration generally; accidents generally; motor vehicle accidents; agreements; appreciation; complaints and enquiries; associations, clubs and societies; audit, review and evaluation; badges, emblems and flags; bilingualism and biculturalism; cafeterias and eating facilities; campaigns and canvassing; ceremonies and celebrations; circulars, directives and orders; committees; conferences, meetings and symposia; corporations, companies and firms; emergency measures; inventions, patents and copyrights; licences and permits; parliamentary matters; plans and programs; reports and statistics; visits and tours.
Record Number: PRN 901

Administration and Management Services
Description: Administrative and management services generally; correspondence management; duplication services; electronic data processing; electronic networks; forms management; information services; legal services; library services; mail, messenger and postal services; management services; records management; security services; telecommunications; travel and transportation services; secretarial, typing and word processing services; translation services.
Record Number: PRN 903

Audits
Description: Auditor General reports and internal audit reports.
Record Number: PRN 916

Automated Document, Records, and Information Management Systems
Description: Automated document, records and information management systems are used to manage the full life cycle, from creation/collection to final disposition, of electronic documents (e-mail, word processing documents, spreadsheets, graphics, images, etc.), as well as non-electronic records (hard copy, posters, photographs, video tapes, audio tapes, maps, etc.). Information contained within the automated system may be entered in an electronic format, i.e. the capture of an electronic object or the creation of an electronic object through scanning (OCR), or a summary (profile) of the non-electronic information that is manually entered into the automated system. This document/records/information life cycle management is done to facilitate compliance with the existing legislative and policy framework for the federal government. Automated systems of this type normally allow for the integration of records and document management, imaging, and optical character recognition (OCR). Other features include the ability to search the information repositories for any word or string of words (full-text index searching and retrieval) and reporting capabilities. The automated system may also be electronically integrated with the institution's correspondence tracking system that is used to manage the tracking of incoming correspondence to ensure that responses about departmental policies, programs, initiatives and issues are prepared in a consistent and time-efficient manner.
Document Types: The records related to Automated Document, Records and Information Management Systems may contain information about the institution's functional requirements, system specifications, the Treasury Board shared systems initiative, training information, procedures for the use of the system, implementation plans, maintenance procedures, migration strategies, technical support mechanisms, etc.
Record Number: PRN 929

Boards, Committees and Councils
Description: Includes records related to the establishment, organization, functions, activities and management of boards, committees, and councils (including Governor in Council appointments) which are exclusive to a particular institution and which have been established to provide oversight, guidance and recommendations to the institution. Records may include information related to the nomination, appointment, resignation and/or termination of members including criteria for the identification and selection of members, terms and conditions of appointment (e.g. salary, honoraria, per diem rates) roles and responsibilities, and administrative support documentation. Records may also include correspondence among members and with the institution, as well as the relevant Minister's Office about the selection of individuals and with the Privy Council Office about Governor-in-Council appointees.
Document Types: Terms of reference, agendas, minutes of meetings, notices, proceedings, recommendations documents, briefing and discussion papers, curricula vitae, travel claims, policy documents, photographs, communications materials released in all formats (including institutional web sites), speeches, audit and evaluation documentation, copies of Annual Reports, Orders-in-Council, correspondence, backgrounders, reports, etc.
Record Number: PRN 938

Business Continuity Planning
Description: In compliance with the 2004 Operational Security Standard - Business Continuity Planning (BCP) Program, institutions must establish a Business Continuity Planning Program. This program provides for the continued availability of services and associated assets that are critical to the health, safety, security or economic well-being of Canadians or the effective functioning of government.  The BCP Program complements emergency preparedness that is mandated by legislation or government policy (e.g. fire and building evacuation plans; civil emergency plans). It also supports planning that is necessary to restore other-than-critical services and their associated assets and resources; departments should use this program to incorporate their planning for other-than-critical services. The types of incidences for which the BCP may be initiated may vary from a minor incident, such as a building-specific power outage or an equipment or system failure, to one of provincial or national proportions. The BCP outlines and coordinates: the efforts of institutional staff; and the implementation of advance arrangements and procedures to ensure that the institution can continue or restart critical business operations within a reasonable timeframe.
Document Types: The records related to Business Continuity Planning may contain information about: Recovery plans; network and/or data backup procedures; emergency and recovery resources; service level agreements (including Memorandums of Understanding with other federal institutions); time-sensitive business functions; recovery or emergency response team members; essential records; plan escalation procedures; notification procedures for emergency response teams, institutional staff, Minister's staff, federal, provincial and municipal bodies; plan activation procedures; Command, Control and Emergency Centre Operations; Delegation/Designation of Authority; detailed business resumption, recovery and restoration procedures; software tools to create, and maintain the BCP; media handling procedures; etc..
Record Number: PRN 928

Budgets
Description: Budgets generally; estimates and supplementary estimates; and program forecasts.
Record Number: PRN 917

Buildings
Description: Buildings generally; acquisition; alterations and repairs; construction; contracts; damages; disposal; fire and fire prevention; and maintenance.
Record Number: PRN 906

Buildings and Properties
Description: Buildings and properties generally; accommodation; accounting and inventories; planning and requirements; reports and statistics.
Record Number: PRN 905

Classification of Positions
Description: Classification generally; audits; category and group; individual positions; and standards.
Record Number: PRN 919

Communications
Description: Includes records related to the management of an institution's internal and external communications. The Communications function includes, but is not limited to, the following activities: providing communications support and advice to ministers and senior officials on (non‑partisan) government matters, including the preparation of speeches, news releases, briefing notes, presentations, memoranda and correspondence;preparing and implementing communications plans and strategies (including analyses of the internal and external environments) in support of institutional policies, programs, services and initiatives; preparing, producing and disseminating information using all forms of media and graphic arts, including electronic publishing; collaborating with other Government of Canada institutions to promote common communication objectives; integrating all communication activities, including Internet applications, marketing, advertising, public opinion research and media relations to promote consistent and well co‑ordinated communications with the public; providing, co‑ordinating or contracting media monitoring services; communicating with the public, federal institutions, other government institutions (municipal, provincial, international) and private sector organizations and providing information services through the Internet and other electronic media; planning, co‑ordinating, implementing and evaluating advertising, publishing and public awareness programs and campaigns; planning, co‑ordinating and promoting the institution's participation in public events, including fairs and exhibitions; cultivating media contacts, coordinating access to the media, authorising and issuing press releases and briefings, and organising media interviews; marketing and supplying publications by the institution in various formats including the production, distribution and evaluation of film, video, audiovisual and multimedia productions via manual or electronic production (e.g. design, layout, typesetting, desktop publishing, printing, binding, etc.); developing and administering guidelines on the consistency in written style, graphic design etc. within the institution's documents; and designing logos, letterhead, stationery, publications etc. that incorporate the corporate image of the institution. Records may include information related to media relations, media monitoring and analysis, strategic communications advice and planning, public opinion research and analysis, institutional publications, the development, design, management and maintenance of internal and external websites, and the development and maintenance of internal and external mailing and distribution lists.
Document Types: Media analyses and media lines, communications plans, announcements, communiqués, newsletters and updates to staff, news releases, backgrounders, fact sheets, media advisories, speeches, questions and answers, scenario notes, speaking notes, briefing notes, calendar of planned events, news-clippings, biographies, protocols, PowerPoint presentations, mailing and distribution lists, public opinion research reports, style guides, institutional communications policies, guidelines, standards and procedures, notices, pamphlets, service/customer satisfaction studies, omnibus surveys,literature reviews, crisis and emergency communications plans and policies, documentation pertaining to the Depository Services Program, brochures, print and electronic publishing documentation, website content, and copies of institutional publications in all formats.
Record Number: PRN 939

Co-operation and Liaison
Description: Co-operation and liaison generally and at the federal, international, provincial, university, college and school levels.
Record Number: PRN 904

Disclosure to Investigative Bodies
Description: Includes records related torequests made to institutions by federal investigative bodies (as defined in Schedules 2, 3, and 4 of the Privacy Regulations) for information to facilitate investigations pursuant to paragraph 8(2)(e) of the Privacy Act and to the institution's response. The request from the investigative body must be received in writing and must include the following information: name of the investigative body, name of the individual who is the subject of the request or some other personal identifier, description of the requested information, section of the federal or provincial statute under which the investigative activity is being undertaken, and the name, title, and signature of the requester. The institution receiving the request must also indicate the following: decision to accept or refuse the request, date the request was received, title(s) of any relevant personal information bank(s) describing the personal information being requested, name, title, and signature of the official who authorized the response, and the name of the institution. The records must also contain copies of the information that was disclosed in response to the request. The records may also contain correspondence with the Privacy Commissioner of Canada and other information relating to the processing of the requests.
Document Types: Requests for information, responses and related correspondence, reports, policy interpretation, legal opinions, disclosure review and response procedures, copies of internal directives, etc.
Record Number: PRN 937

Equipment and Supplies
Description: Equipment and supplies generally; accountability and inventories; catalogues; clothing; disposal and surplus; food; forms; fuels; laboratory; loans; maintenance and repairs; price lists and stationery.
Record Number: PRN 909

Finance
Description: Finance generally; agreements and arrangements; allotments and transfers; allowances; banks and banking; cheques; claims; contracts; currency; encumbrances; expenditures; fees; funds; revolving funds and working capital advances; grants; signing authorities; taxes and travel allowances; and expenses.
Record Number: PRN 914

Furniture and Furnishings
Description: Furniture and furnishings generally; beds and bedding; chesterfields and sofas; drapes; filing cabinets; household and office furniture and furnishings; and pictures.
Record Number: 910

Hospitality
Description: Hospitality is the provision of a reception, meal or entertainment to guests of government institutions, including social events or ceremonies in accordance with established policies and guidelines. Records related to hospitality events may contain information about the circumstances of the function, including any event requiring special authority; the form of hospitality; cost; location; number of attendees listed by category, i.e. guests, government employees; and approvals by the appropriate delegated officials.
Document Types: The records may contain information about the function nature and scope, function type, i.e. dinner, reception, etc.; function location, i.e. private residence, restaurant, conference; financial limitations, who provided services related to the function, hospitality event protocols, etc. The records may also contain information about Hospitality Policies and Guidelines, financial signing authorities, the publication of hospitality information posted on-line, etc.
Record Number: PRN 933

Human Resources
Description: Human resources generally; career management; inventories; performance appraisal; reports and statistics; requirements and utilization.
Record Number: PRN 921

Information Technology Services
Description: This includes records related to the computer equipment and associated software for both institutional computer networks and employee workstations, electronic systems development and maintenance, technical assistant and support for networks, office systems and databases. May also include material related to the institution's technology architecture, standards and infrastructure; electronic mail systems and platforms, software and hardware acquisition, the annual planning process for the development of computer systems; and the business case process for application development and system acquisitions.
Document Types: Includes material related to network systems, hardware and/or software – including peripheral equipment, i.e. printers, Personal Digital Assistants (PDA), Wireless Handholds, system user manuals or guides, change management processes, IT training courses, personal computer or desktop support (Help Centre), computer maintenance, etc.
Record Number: PRN 932

Lands
Description: Lands - general; acquisition; concessions; development; disposal; fencing; flood control; landscaping parking areas; roads; streets and sidewalks.
Record Number: PRN 907

Occupational Health and Safety
Description: Occupational health, safety and welfare generally; counselling; health units; medical examinations; nursing services; recreation and sports; and surveys.
Record Number: PRN 922

Office Appliances
Description: Office appliances generally; calculators; data processing hardware; duplicating equipment; photographic and microfilming equipment; recorders and typewriters.
Record Number: PRN 911

Official Languages
Description: Official languages generally; identification and designation of bilingual positions; language requirements program; recruitment; and replacements.
Record Number: PRN 923

Pensions and Insurance
Description: Pensions and insurance generally; superannuation plans; Canada Pension Plan; Quebec Pension Plan; reciprocal agreements; federal, provincial and private hospital and medical insurance plans; death benefit plan; disability insurance and unemployment insurance plan.
Record Number: PRN 924

Personnel
Description: Personnel - general; accidents and injuries; appointments; attendance; awards and honours; Corps of Commissionaires; positions and levels; hours of work and overtime; leave and holidays; promotions and reclassifications; regulations and directives; reports and statistics; retirements; and separations.
Record Number: PRN 918

Physical Security
Description: In accordance with the Physical Security Standard issued under the Government Security Policy, federal institutions are responsible for the establishment and maintenance of appropriate measures (physical, procedural and psychological) to prevent, detect and respond to unauthorized access and other threats. Related to this is the establishment and use of detection devices and methods to identify attempted or actual unauthorized access as well as procedures and tools to activate effective and appropriate responses.
Document Types: Includes material related to physical security design; physical safeguards, monitoring devices, security access procedures and tools (pass/identity cards), access to restricted zones; storage, transportation and transmittal of information and goods; destruction of information and goods; and the protection of personnel and the public at large.
Record Number: PRN 931

Proactive Disclosure
Description: These records include information about the mandatory publication on institutional web sites of specifically identified government information. The purpose of making these specific information elements available on the Internet is to promote transparency, facilitate public access, and provide relevant and timely information so that Canadians are better able to hold their Government and public sector officials to account. The intent of the proactive disclosure initiative is to ensure that this information is provided in a consistent manner across government and that information is regularly updated according to established timeframes and guidelines. Federal institutions are required to update information identified for the purpose of pro-active disclosure every three months and post it on-line within 30 days of the end of each period.
Document Types: These records include information related to tools and guidance from the Treasury Board Secretariat and other lead agencies about proactive disclosure; the maintenance of web sites related to proactive disclosure; etc.
Record Number: PRN 935

Procurement and Contracting
Description: Procurement generally; contracts; local purchase orders; procedures and regulations; requisitions; standing offer agreements.
Record Number: PRN 912

Recruitment and Staffing
Description: Employment and staffing generally; applications; casual and term employees; competitions; programs recruitment; requests for staffing action; and summer students.
Record Number: PRN 920

Relocation
Description: These records are used to document and administer the relocation of individuals and their families.
Document Types: Includes material related to employee entitlements and obligations, employer obligations, third party service providers, relocation claims, etc. May also include information about rental accommodations; travel to new locations; searching for new accommodation, i.e. house hunting; hotel/motel accommodation; copies of departmental policies and procedures pertaining to relocation; moving and storage company information; etc.
Record Number: PRN 936

Salaries and Wages
Description: Salaries and wages generally; acting pay; deductions; pay rates; pay system; performance and senior merit pay; regulations; salary revisions; and severance pay.
Record Number: PRN 925

Staff Relations
Description: Staff relations generally; adjudication; bargaining agents; collective agreements and interpretations; discipline; grievances; managerial and confidential exclusions; and union relations.
Record Number: PRN 926

Training and Development
Description: Training and development generally; attendance; course content; course evaluations; individual courses; language training; nominations; plans; schedules and directives; and types of courses.
Record Number: PRN 927

Travel
Description: These records are used to document and manage the travel activities of individuals who travel in support of their institution's mandate. These records may also include information related to the proactive disclosure of relevant travel expenses as specified in the Guidance Document: Proactive Disclosure of Travel and Hospitality Expenses issued by the Treasury Board Secretariat.
Document Types: Includes material related to travel allowances, or per diem rates, travel expense claims, hotel directories, airline directories, etc. May also include copies of institutional policies and procedures pertaining to travel including the employee entitlements and obligations, employer obligations, payment for official institutional travel; etc.
Record Number: PRN 934

Utilities
Description: Utilities - general; air conditioning; electric power; water and sewage; garbage disposal; gas and oil; heating; lighting; plumbing and ventilation.
Record Number: PRN 908

Vehicles
Description: Vehicles generally; air, land and water vehicles; insurance; maintenance and repairs; operating standards; registration and licences.
Record Number: PRN 913

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