Soil and Water Conservation Programs
Description: Programs and activities which involve the storage of personal information include the PFRA Shelterbelt Program, the Southwest Saskatchewan Irrigation Projects, the Irrigation Demonstration Program, the Community Pasture Program, the Soil and Water On-Farm Activities, including the Rural Water Development and Soil Conservation Programs.
Class of Individuals: Prairie farmers.
Purpose: The information is used to administer programs on stabilizing and rehabilitating lands sub-marginal for cereal production and conserving and storing water on the drought-prone prairies.
Consistent Uses: Information may also be used to garnish payments received by individuals under several Agriculture and Agri-Food Canada programs. This activity would be made under the Family Orders and Enforcement Assistance Act.
Retention and Disposal Standards: Records are held for 53 to 66 years after the file was created, and then transferred to National Archives.
RDA Number: 2001/019
Related Record Number: AAFC 2000
TBS Registration: 001719
Bank Number: AAFC PPU 220

Soil Conservation Survey of Attitudes
Description: This bank contains the results of surveys conducted in order to determine farmers' attitudes towards soil conservation, and to understand the limitations of soil conservation activities as perceived by farmers.
Class of Individuals: Prairie farmers who have received technical, financial and material assistance from the Soil Conservation Program and prairie farmers whose farms are located in the vicinity of Prairie Farm Rehabilitation Administration groups.
Purpose: The survey provides baseline data for future evaluations and the subsequent progression of soil conservation activities. This information is used to evaluate the level of satisfaction of farmers who received services under the Soil Conservation Program and the program's effectiveness, according to farmers, in sustaining soil resources. The results will be used to evaluate the existing programs and to develop future programs.
Consistent Uses: Personal data will be cross-referenced with responses from the survey in order to assess the relative needs of certain target groups. The evaluation of the needs assessment may be used in revising existing programs as well as in the development of future programs.
Retention and Disposal Standards: Records are retained for five years after the survey, and then transferred to National Archives.
RDA Number: 2001/019
Related Record Number: AAFC 3200
TBS Registration: 002583
Bank Number: AAFC PPU 350

Innovation/Science Team

Applications for Employment
Description: This bank contains information on individuals who have submitted written Applications for Employment as a research scientist, veterinarian agricultural officer or primary products inspector with Agriculture and Agri-Food Canada. The files contain letters, completed application forms, résumés, letters of reference, letters from Agriculture and Agri-Food Canada acknowledging receipt of applications.
Class of Individuals: The bank contains personal information concerning individuals who are interested in securing employment with Agriculture and Agri-Food Canada and who meet the basic requirements for the above-mentioned positions.
Purpose: These records are used for referral when vacancies arise.
Consistent Uses: To maintain current inventories within the Department.
Retention and Disposal Standards: The information is updated regularly at the request of the applicant. The research Branch manages the inventory of applicants for research scientist positions, and the Food Production and Inspection Branch manages the inventories for veterinarian, agricultural officer and primary products inspector positions. Records are maintained on an active basis for varying periods according to the specific inventory, and they can be reactivated at the request of the applicant. These files are retained indefinitely.
RDA Number: 98/005
Related Record Number: AAFC 1275, 5300
TBS Registration: 002703
Bank Number: AAFC PPU 360

Inventory of Canadian Agri-Food Research
Description: This bank contains information on agricultural food, human nutrition, and Aquaculture and related biotechnology research projects under way in Canada. This includes research by federal and provincial governments, colleges, universities, corporations and private organizations.
Class of Individuals: All persons conducting agricultural and food research.
Purpose: To provide a current and retrospective inventory on research in agriculture and food and to produce a summary publication of person-year effort in agricultural research.
Consistent Uses: The inventory is used to manage and allocate resources and to answer queries on agri-food research.
Retention and Disposal Standards: These files are retained indefinitely.
RDA Number: 2002/012
Related Record Number: AAFC 4100
TBS Registration: 00895
Bank Number: AAFC PPU 130

Visiting Fellowship Applications and Records
Description: This bank contains applications by and records about individuals seeking visiting fellowships in the department. It includes personal information about the applicants and details about their education and experience.
Note: The information is collected and distributed by the Natural Sciences and Engineering Research Council which administers this program on behalf of participating departments.
Class of Individuals: Individuals who received their doctoral degrees in the natural sciences or engineering no earlier than five years prior to the application deadline, or who expect to complete their doctoral degrees no later than 14 months following the application deadline.
Purpose: The information is used to assess and rank the applicants' qualifications against identified fellowship needs within the department.
Consistent Uses: The information is used to select the best qualified persons for fellowships within the department.
Retention and Disposal Standards: Unsuccessful files are retained for two years following the application deadline and successful files are retained for five years following the application deadline.
RDA Number: 2003/015
Related Record Number: AAFC 5300
TBS Registration: 002288
Bank Number: AAFC PPU 137

Markets and Trade Team

Animal Pedigree Act
Description: This bank contains information on the breed associations and clients' correspondence pertaining to the Animal Pedigree Act (APA) such as breed associations' names and addresses, telephone numbers, etc.
Class of Individuals: Breed Associations.
Purpose: This bank is used to monitor the breed associations and to store information on inquiries into the APA and the specific breed associations.
Consistent Uses: This bank is used to ensure that the breed associations are operating in compliance with the APA.
Retention and Disposal Standards: Files are retained for 10 years from the date the file was created, and then transferred to National Archives.
RDA Number: 2004/010
Related Record Number: AAFC 7500
TBS Registration: 002939
Bank Number: AAFC PPU 252

Enabling Teams

Asset Management Team

Identification and Access Control Cards
Description: This bank contains photographs, signatures, surnames and given names, date of birth and card numbers for AAFC staff and others who occupy AAFC buildings or who require routine access. The bank also contains information related to the access/egress to the buildings by cardholders. The identification/access control card information is collected by means of an application form and is stored in an automated database. Records are accessible by providing full name and date of birth.
Class of Individuals: Employees of AAFC and other departments who occupy AAFC space as well as contractors who require access to the building on a routine basis.
Purpose: The purpose of this bank is to maintain information related to the issuance, cancellation and use of identification and access cards. For safety and security reasons the cards are used to control building access and to certain areas within the buildings and to provide security and safety to the occupants and assets of the buildings.
Consistent Uses: Issuance of Identification and Access Control Cards. Information may be used to produce reports for statistical analysis or for incident investigation.
Retention and Disposal Standards: Information related to access to the AAFC buildings is collected solely for safety and security reasons. Information collected during core hours is purged on a daily basis. Information collected during silent hours and on entry control logs is retained for 2 years for investigation purposes and is then destroyed. Identification records are retained for 5 years after release from the department and are then destroyed.
RDA Number: 98/001
Related Record Number: AAFC 350
TBS Registration: 003981
Bank Number: AAFC PPU 211

Real Property Legal File
Description: This bank contains land grants, deeds, titles, leases and easements.
Class of Individuals: Property owners, proprietors, tenants, licensees, lessees.
Purpose: Information is used to conclude land transactions and for economic cost management of real property holdings.
Consistent Uses: The information is also used to maintain legal records of holdings and transactions, and for cost control.
Retention and Disposal Standards: Records are retained for a minimum of two years and then transferred to National Archives when they are of no further value to Agriculture and Agri-Food Canada. Original documents are retained in provincial or court registry offices.
RDA Number: 2001/013
Related Record Number: AAFC 325
TBS Registration: 002290
Bank Number: AAFC PPU 345

Communications and Consultations Team

Surveys
Description: From time to time, agricultural and non-agricultural Surveys are carried out by the Department to obtain information. These agricultural Surveys include information on the socio-economic characteristics of farm operators and information relating to crops, livestock, poultry, machinery, farm operating expenses and agriculture receipts. The non-agricultural Surveys include information on production, inventory and sales in the fruit, vegetable and dairy processing sectors. The bank also contains information from the grain and oilseed industries and the agri-food sectors. Program evaluations routinely collect information from the agricultural sector relating to program performance. Other similar Surveys may occur as the need arises.
Class of Individuals: Producers, processors, distributors, wholesalers and retailers.
Purpose: This bank provides a base inventory of Canadian agriculture, as well as information for production, marketing, administrative and policy decisions.
Consistent Uses: The results of the Surveys will be used to provide statistics which will assist the various branches in assessing the relevance and impact of Agriculture and Agri- Food Canada programs, and the extent to which these have successfully achieved their objectives.
Retention and Disposal Standards: Each survey will be retained for a minimum period of five years after the survey is completed. They are then transferred to National Archives for selective retention.
RDA Number: 2001/013
Related Record Number: AAFC 2000
TBS Registration: 001877
Bank Number: AAFC PPU 193

Finance Team

Expenditure Accounts – Public
Description: This bank contains information such as claims, authorizations, expense reports, receipts, cheque requisitions, advances, correspondence and other supporting documents relating to expenses being reimbursed, fees being paid, claims being settled, and other payments. This bank also contains personal information (i.e. name, address, and SIN) for individuals requiring a tax information slip (e.g. AGR.1) and T4As.
Class of Individuals: Contractors engaged by Agriculture and Agri-Food Canada and farmers receiving various forms of payments from the Department.
Purpose: The bank is used for the payment of invoices and claims to contractors engaged by the Department and farmers receiving various forms of payments from the Department. The SIN is required for inclusion on tax information slips, T4As, and on tax information files that the department must send to Canada Revenue Agency and Revenue Quebec.
Consistent Uses: Public Account Reports, Lists of recipients (names, addresses, amounts)
Retention and Disposal Standards: Records are retained for six years after fiscal year of the last administrative use, and then transferred to National Archives for selective retention.
RDA Number: 2001/019
Related Record Number: AAFC 850
TBS Registration: 002286
Bank Number: AAFC PPU 335

Revenue Accounting and Control
Description: This bank is used for managing the accounts receivable system to effect cost recovery on behalf of Agriculture and Agri-Food Canada. Related information is maintained to administer these responsibilities.
Class of Individuals: Private sector individuals to whom invoices are issued, to record their indebtedness to the Department.
Purpose: Information is used to manage the granting of credit by the Department to individuals and the collection of revenues owing to the Department. The collection of revenues may involve the use of Private Collection Agencies and the provision to them of information provided by the individuals.
Consistent Uses: Information may be used to recover debts due to the Department by set-off against any payment made by the Crown to individuals. Information may also be used to garnish payments received by individuals under several Agriculture and Agri-Food Canada programs. This activity would be made under the Family Orders and Enforcement Assistance Act.
Retention and Disposal Standards: Records are retained for six years after the fiscal year of the last administrative use, and then transferred to National Archives for selective retention.
RDA Number: 2001/019
Related Record Number: AAFC 875
TBS Registration: 002287
Bank Number: AAFC PPU 340

Human Resources Team

Policy and Planning Team

Farm-Level Data Services
Description: Agriculture and Agri-Food Canada (AAFC) has a variety of sources of farm level data. Under a five year Memorandum of Understanding between Agriculture and Agri-Food Canada and Statistics Canada, AAFC provides funding for the whole farm data project. Under the whole farm data project the Farm Financial Survey collects farm financial data annually from approximately 14,000 farms in Canada. Data collected includes balance sheet, investment and farm income data. The whole farm data project also consists of farm tax filer data. The farm tax filer project provides detailed data of farm revenues and expenses as well as income data for farm operators and farm families. Whole farm data is available for farms and farm families by farm type, farm size and by Census Agricultural Region and is available from 1990. Agriculture and Agri-Food Canada also has a data set of administrative data based on the Net Income Stabilization Account and the Canadian Agricultural Income Stabilization Program. This data set consists of detailed revenue and expense data for those farms participating in the NISA/CAIS programs. The Farm Environmental Management Survey is also funded under the AAFC/STC Memorandum of Understanding and provides details of on-farm environmental management practices.
Class of Individuals: All types and sized of farms are considered in the joint Statistics Canada/AAFC databases. Cost of production surveys represent very specific regions, commodities and are generally not conducted annually.
Purpose: To undertake farm level economic analysis on a wide variety of program and policy issues that impact at the farm level.
Consistent Uses: The information is used to monitor existing programs and policies and to evaluate potential changes to programs and policies.
Retention and Disposal Standards: The information will be kept for a minimum of 20 years following the creation of the dataset, then transferred to the National Archives.
RDA Number: Under development
Related Record Number: AAFC 1650
TBS Registration: 003122
Bank Number: AAFC PPU 141

Farm Support and Adjustment Measures II (FSAM II)
Description: Information collected under FSAM II will include names, addresses, Canadian Wheat Board permit book numbers, crop insurance contract numbers, telephone numbers, acreage figures, and farm sales and revenue data.
Class of Individuals: Agricultural producers and other entities who meet eligibility criteria.
Purpose: This information would be collected to provide financial assistance to eligible applicants in the Prairie and Atlantic provinces. Information may also be used for the purpose of locating individuals in order to collect a debt owing to the Crown.
Consistent Uses: The Government of Canada may use Canadian Wheat Board records, and\or Crop Insurance, Gross Revenue Insurance Plan, Net Income Stabilization Account, Special Canadian Grains Program, and Prairie Grain Advance Payments Administration records relating to the applicants' farming operations for 1989, 1990 and 1991 to verify the applicants' declarations. These records may also be used for program evaluation purposes.
Retention and Disposal Standards: Records are retained for six years after fiscal year of the last administrative use, and then transferred to National Archives for selective retention.
RDA Number: 2001/007
Related Record Number: AAFC 1650
TBS Registration: 003141
Bank Number: AAFC PPU 184

National Talent Bank of Farm and Rural Women
Description: Talent bank will be made up of names, addresses and phone contact numbers as well as personal profiles (résumés) of candidates qualified to serve on federal agencies, boards and commissions.
Class of Individuals: Farm and rural women from the private sector in Canada.
Purpose: The Farm Women's Talent Bank is used by the AAFC Minister and Deputy Minister when considering appointments to voluntary or paid positions on federal agencies, boards, commissions and consultation committees. The Bank supports the department's efforts to increase representation of women in agricultural decision and policy making. Secondly, it broadens the department's access to grassroots farm women in consultations on key policy and program issues.
Consistent Uses: As vacancies occur on AAFC agencies, boards and commissions; also when new committees/task forces are established. Ongoing access to, and maintenance of the talent bank will be restricted to the offices of the Minister, Deputy Minister and the Farm Women's Bureau. The Bureau will also monitor the consistent usage of the talent bank and produce quarterly or annual statistical reports for the Department's use.
Retention and Disposal Standards: Talent bank records will be updated annually and retained for departmental 2 year standard unless specifically notified to the contrary by the Minister's or Deputy Minister's office and then transferred to National Archives.
RDA Number: Under development
Related Record Number: AAFC 1650
TBS Registration: 004006
Bank Number: AAFC PPU 185

Resource and Environmental Programs
Description: This bank contains information on clients' names, addresses, description of projects and level of assistance requested from Agriculture and Agri-Food Canada. Some files may contain farm data on the number of hectares in production, type of crops and manure handling facilities. The goals of these agreements are to define and implement the activities, programs, coordination processes, and levels of human, technical, and financial resource commitments by the federal and provincial governments to soil conservation. The overall purpose of these activities is the development and adoption of the most appropriate technology in soil resource management and use that is within practical economic limits and is compatible with the soil's capability, in order to sustain the long term productivity of the land.
Class of Individuals: Dependent on the agreement, it may include individuals, groups of farmers, legally incorporated special interest groups, farm and agri-food organizations, conservation districts, universities, colleges, cooperatives, environmental groups, aboriginal groups, other provincial and municipal governments or agencies of these governments, provincial crown corporations, non-government corporations and financial institutions.
Purpose: This information bank is used to determine the eligibility of the applicants, to establish the level of assistance, to carry out the objectives of the federal/provincial agreements on environmental sustainability under the National Soil Conservation Program, Environmental Sustainability Initiative, Land Management Assistance Program and the Green Plan in the following provinces: Newfoundland and Labrador, Prince Edward Island, Nova Scotia, New Brunswick, Quebec, Ontario and British Columbia, and to make payments to farmers, farm organizations, consultant firms and research institutions.
Consistent Uses: This bank is used to record payments received by farmers, farm organizations, consultant firms and research institutions. Information may also be used to garnish payments received by individuals under several Agriculture and Agri-Food Canada programs. This activity would be made under the Family Orders and Enforcement Assistance Act.
Retention and Disposal Standards: Files are retained for six years after fiscal year of the last administrative use, and then transferred to National Archives for selective retention.
RDA Number: 2001/013
Related Record Number: AAFC 1650
TBS Registration: 002933
Bank Number: AAFC PPU 246

Risk Management and Safety Net Program – Survey
Description: This bank contains the results of a national survey on risk management and safety net programs. The survey examined risk concerns, producers' use of government programs and private risk management tools, and producers' farm financial situation.
Class of Individuals: Interviews were completed with 2,400 producers in November and December 1999, whose main farm enterprise was field crops, beef cattle, hogs, or horticulture.
Purpose: The survey was conducted to examine the use of safety net programs and private risk management tools to help manage price and production risks, and to assess the impact of these tools on farm financial situations.
Consistent Uses: Data will be used to assess safety net programs and the Net Income Stabilization Account.
Retention and Disposal Standards: This data will be kept for seven years after the completion of the survey (December 1999) and then transferred to National Archives for selective retention.
RDA Number: Under development
Related Record Number: AAFC 1650
TBS Registration: 005111
Bank Number: AAFC PPU 306

Program Delivery Team

Agricultural Marketing Programs Act (AMPA) Advance Payments Program (APP)
Description: This bank contains information on procedures and producer organizations applying under the APP, the SCAP and the ESCAP, and on producers in default under the program. This information includes bank statements, credit checks, producers' and producer organizations' names and addresses, eligible crops and livestock, farm properties, product storage information, the amount of advances, payments, the repayment schedule, product sales information, information related to government Business Risk Management programs used as security, judgements against defaults, action taken by producer organization groups to obtain payment, organizational structures, management and organizational process description, audited financial statements, terms and conditions of guarantee provided.
Class of Individuals: Producer Organizations and Individual farm-product producers.
Purpose: To ensure repayment of advances to lenders and the producer groups who distribute the funds to individual producers under the APP, the SCAP and the ESCAP.
Consistent Uses: (1) Information is used to ensure adherence to the terms and conditions of AMPA, the SCAP or the ESCAP and to take the necessary actions to ensure collection from defaulters. (2) Information may also be used to garnish payments received by individuals under several Agriculture and Agri-Food Canada programs. This activity would be used by the provinces to collect accounts receivable owing to the federal government from several federal agricultural programs.
Retention and Disposal Standards: 1) Producer applicant files and data are kept for three years after repayment of the advance. These files may then be destroyed. 2) Files with information from organizations delivering the program, related program materials and defaulted files, are retained for six years after the fiscal year of the repayment of the advance, the last financial transaction or the last action taken to recover the loan whichever occurs last. The files are then transferred to National Archives for selective retention.
RDA Number: 2001/013
Related Record Number: AAFC 2000
TBS Registration: 00897
Bank Number: AAFC PPU 140

Agricultural Marketing Programs Act (AMPA) – Price Pooling Program
Description: This bank contains information on applicants under the Price Pooling Program, AMPA. This information includes names and addresses of the applicants, organizational structures, management and organizational process description, audited financial statements, marketing strategy, historical data on prices received, terms and conditions of guarantee provided.
Class of Individuals: Marketing agencies, producer organizations, processors.
Purpose: To make informed/consistent decisions regarding the eligibility of the applicant and to establish the price guarantee.
Consistent Uses: (1) Information is used to ensure adherence to the terms and conditions of AMPA; (2) to ensure compliance to the terms of the price agreement entered into with the marketing agency (3) to ensure the validity of claims for loss and to determine the government liability payment.
Retention and Disposal Standards: These files are retained for a minimum of six years after the fiscal year of the termination of the agreement of the liability payment. The files are then transferred to National Archives for selective retention.
RDA Number: 2001/013
Related Record Number: AAFC 2000
TBS Registration: 004270
Bank Number: AAFC PPU 209

Canadian Crop Drought Assistance Program
Description: This bank contains records of applications for drought assistance under the Canadian Crop Drought Assistance Program for the 1988 crop year. This information includes producer names, addresses and land locations, Canadian Wheat Board numbers, irrigation license numbers, and Irrigation District/Prairie Farm Rehabilitation project name.
Class of Individuals: Producers of all cultivated crops in areas determined by the Program to have significantly reduced yields as a result of the 1988 drought in Alberta, Saskatchewan, Manitoba and Ontario.
Purpose: The information in this bank was compiled in order to facilitate the implementation of the program. It is used to determine the eligibility of producers for assistance and the level of assistance that they will receive under the program formula. It is also used to issue payments.
Consistent Uses: (1) Information is used to determine the eligibility and the level of assistance to producers under the program formula, and to issue payments. (2) Data matching is done under Section 155 of the Financial Administration Act. The Minister may authorize retention of funds for indebtedness to recover funds owing under the following: the Advance Payments for Crops Act, the Farm Improvement Loans Act, the Agricultural Stabilization Act, and the Special Canadian Grains Act. The potential for this disclosure was outlined in both the Program Terms and Conditions and the Claim Forms. (3) Information may be used to garnish payments received by individuals under several Agriculture and Agri-Food Canada programs. This activity would be made under the Family Orders and Enforcement Assistance Act. (4) The information will be used by the provinces to collect accounts receivable owing to the federal government from several federal agricultural programs under the Farm Income Assistance Initiative.
Retention and Disposal Standards: Records are retained for six years after the date of application, and then transferred to National Archives.
RDA Number: Under development
Related Record Number: AAFC 2000
TBS Registration: 002584
Bank Number: AAFC PPU 182

Canadian Farm Business Management Program (CFBMP)
Description: This bank contains information on the CFBMP including information necessary to effectively deliver the various activities. CFBMP is an initiative funded by Agriculture and Agri-Food Canada. Implementation is generally through a provincial delivery organization which undertakes to have training materials developed, and training provided to eligible applicants. Program elements differ significantly between provinces.
Class of Individuals: Farm producers participating in training courses. Contractors and consultants hired to develop materials and deliver courses.
Purpose: This bank is used to identify and address the farm management needs in the agricultural sector and those contracted to undertake the development and delivery of farm business management courses.
Consistent Uses: This bank is used to monitor farm management training and related services provided to producers.
Retention and Disposal Standards: Files will be retained for the purpose of delivering the three-year initiative and for audit and evaluation purposes by the delivery organizations for periods specified in the agreements; after which, files will then be destroyed.
RDA Number: Under development
Related Record Number: AAFC 2000
TBS Registration: 002940
Bank Number: AAFC PPU 253

Canadian Rural Transition Program (CRTP)
Description: The bank contains information on clients' names, addresses, social insurance numbers, descendants' lists, as well as specific business criteria for making determination on eligibility. The case files are kept secured in Canada Employment Centre offices.
Class of Individuals: Farmers who, by reason of financial difficulty, have left or are leaving agriculture and are seeking assistance under the CRTP.
Purpose: The application is the basis for determining the eligibility of an applicant to receive assistance under the Program, i.e. the Transition Grant and Supplementary Transition Assistance. Social insurance numbers (SINs) are collected by the CRTP under the authority of the Employment Insurance Act and are also required to determine applicants' eligibility, i.e., whether or not he/she is in receipt of unemployment insurance or social assistance. In addition, the SIN is the basis of identification for payment of eligible applicants by the Department of Supply and Services and is also of use in advising Canada Revenue Agency of any taxable benefits received under CRTP in a given tax year, and receipts are issued accordingly to the client.
Consistent Uses: In cases of acceptance, information rests with Canada Employment Centre offices. In cases of rejection, information is transferred to Ottawa Human Resources Development Canada – CRTP Office/policy Agriculture and Agri-Food Canada where all rejections are reviewed, and in some instances, decisions to reject are overturned.
Retention and Disposal Standards: All files will be kept for a minimum of two years after the client's farming activities have ceased. Canada Employment Centres will keep all files for the duration of the program (until March 31, 1997) and then transferred to National Archives.
RDA Number: 2001/007
Related Record Number: AAFC 2000
TBS Registration: 002044
Bank Number: AAFC PPU 325

Farm Debt Mediation Service (FDMS)
Description: The bank contains information on insolvent farmers who have applied for a review of their financial situation and mediation under section 5(1) (a) or (b) of the Farm Debt Mediation Act. Specific information includes the applicant's names, address, principal commodity, creditors, estimated liabilities and list of all assets. The case files are kept secured in the FDMS offices.
Class of Individuals: Insolvent farmers
Purpose: The Farm Debt Mediation Act ensures that insolvent farmers, whether or not they have received a Notice of Intent to Realize on their security, have access to an impartial third party review and mediation. This includes a review of the farmer's financial affairs and mediation between the farmer and the farmer's creditors for the purpose of assisting them to reach a mutually acceptable arrangement. In order for the FDMS to conduct a proper review, accurate financial information is required of the applicant. The information is provided on a Farm Financial Statement and may also include a Recovery Plan.
Consistent Uses: Copies of the farmer's Farm Financial Statement (and Recovery Plan) are provided to the mediator and to persons who will be participating in the mediation. The information is used in evaluating the farmer's alternatives and in mediation discussions with the farmer's creditors. The financial information of farmers in the province of Saskatchewan and Manitoba may be provided, with the farmer's consent, to the Saskatchewan farm Land Security Board and the Manitoba Board respectively to assist in their farm debt review programs.
Retention and Disposal Standards: All files will be kept for a period of six years from the date the file closed or the last administrative action, and then transferred to National Archives for selective retention.
RDA Number: 2001/013
Related Record Number: AAFC 2000
TBS Registration: 004008
Bank Number: AAFC PPU 227

Farm Improvement and Marketing Co-operatives Loans Information
Description: This bank contains names and addresses of borrowers, the purposes and amounts of loans, and other financial details when a claim for loss is submitted.
Class of Individuals: Farmers.
Purpose: To facilitate the availability of intermediate and short-term credit to farmers for the improvement or development of farms.
Consistent Uses: To ensure the validity of loss claims. Information may also be used to garnish payments received by individuals under several Agriculture and Agri-Food Canada programs. This activity would be made under the Family Orders and Enforcement Assistance Act. The information will also be used by the provinces to collect accounts receivable owing to the federal government from several federal agricultural programs under the Farm Income Assistance Initiative.
Retention and Disposal Standards: Records are retained for six years after fiscal year of the last administrative use, and then transferred to National Archives for selective retention.
RDA Number: 2001/013
Related Record Number: AAFC 2000
TBS Registration: 00902
Bank Number: AAFC PPU 165

Net Income Stabilization Account (NISA)
Description: This bank contains information provided by producers including name, address, financial information, Social Insurance Number (SIN) or Trust number, and corporation or business number.
Class of Individuals: Canadian Agriculture Producers who are eligible or that have applied for income assistance under the Farm Income Protection Act (FIPA).
Purpose: Information in this bank is used to determine eligibility and entitlements of the individual to any financial assistance under the Net Income Stabilization Account (NISA). NISA is a voluntary stabilization program in which individual producers make deposits to an individual account and contributions are matched by the federal and provincial governments. The producer is entitled to make account withdrawals when his/her net income is low. Portions of this account may be held with private financial institutions such as banks or credit unions. Information in this bank is collected on an annual basis directly from producers and agencies of provincial governments which have agreements in place to administer programs such as NISA, Canadian Farm Income Program (CFIP), the Canadian Agricultural Income Stabilization (CAIS) Program and/or equivalent programs as defined in the Agricultural Policy Framework (APF) Agreements. Collection of this information is authorized through FIPA.
Consistent Uses: (1) Information may also be shared with authorized parties to assist the Department in the collection of NISA overpayments. (2) Data consisting of producers' NISA bank deposits will be exchanged with institutions with the producer's consent. (3) Information herein may be used for further verification, program evaluation purposes and/or for the administration of CFIP and the CAIS Program. (4) The information may be shared with the provincial department responsible for agriculture for the purposes of audit, analysis, evaluation, program development and administration of NISA or an equivalent program as defined in the provincial APF agreement which is in place. (5) Names and addresses of producers may be used for distribution of material on new agricultural programs. (6) Data obtained may be used for public opinion polling on a regular basis. (7) In order to ensure that information submitted is consistent with information provided to the Canada Revenue Agency for income tax purposes, a link with the SIN or the Corporate Tax Number will be required. Use of the SIN is authorized under sections 10 and 11 of FIPA and section 241(4) (d) (xi) of the Income Tax Act. FIPA authorises collection and disclosure of the SIN to federal government institutions or departments. (8) Information may be used to garnish payments received by individuals under several Agriculture and Agri-Food Canada programs. This activity would be made under the Family Orders and Enforcement Assistance Act.
Retention and Disposal Standards: Records are held for 7 years after the last administrative action and then transferred to National Archives for selective retention.
RDA Number: 2001/008
Related Record Number: AAFC 2000
TBS Registration: 002929
Bank Number: AAFC PPU 183

Corporate Offices

Canadian Pari-Mutuel Agency

Application for Pari-Mutuel Betting Permits
Description: This bank contains correspondence, personal information submitted by the applicant, criminal histories and corporate ownership (directors, and signing officer over 10 per cent of the shares).
Class of Individuals: Race track operators.
Purpose: The purpose of this bank is to consolidate information used to grant qualified applicants permits to conduct pari-mutuel betting on horse races pursuant to section 204 of the Criminal Code.
Consistent Uses: The bank is used to qualify associations for betting privilege, and to fix dates for betting.
Retention and Disposal Standards: These files are retained for 10 years from the date the file was created, and then transferred to National Archives for selective retention.
RDA Number: 2001/007
Related Record Number: AAFC 8100
TBS Registration: 00894
Bank Number: AAFC PPU 125

Executive Offices

Quality Service Request Data Base and Public Information Request Services (PIRS)
Description: This database contains contact coordinates for individuals, Associations, and firms that have contacted either the Agriculture and Agri-Food Canada or the Canadian Food Inspection Agency 1-800 line and general inquiries.
Class of Individuals: General public.
Purpose: To maintain an administrative record of such calls to ensure all callers receive the requested information in a timely manner.
Consistent Uses: To allow follow-up with the caller to permit quality service assurance such as to measure the timeliness of response and determine if the proper information has been provided and for statistical purposes.
Retention and Disposal Standards: The records will be kept for a period of 24 months from the end of the fiscal year in which they occur and then these will be destroyed.
RDA Number: 96/022
Related Record Number: AAFC 1500
TBS Registration: 004004
Bank Number: AAFC PPU 010

Rural and Co-operatives Secretariats

Canadian Rural Partnership Initiative

Regional Coordination and Rural Dialogue citizen/community centered activities
Description: This bank (database) contains the names and coordinates of people who have participated or acted as observers in citizen/community centered activities conducted by the Rural Secretariat across Canada. Namely: rural, remote and northern citizens; representatives from rural and youth organizations; individuals from the voluntary and private sectors; representatives from federal, provincial/territorial, municipal and Aboriginal governments.
Class of Individuals: Rural, remote and northern citizens; representatives from rural and youth organizations; individuals and organizations from the voluntary and private sectors; representatives from federal, provincial/territorial, municipal and Aboriginal governments.
Purpose: Names, coordinates (e.g. mailing and e-mail addresses, tel. / fax numbers) and other demographic information are collected for the purpose of: (i) sending reports of citizen/community centered activities; (ii) contacting people to respond to future questionnaires or surveys; (iii) inviting people to future events and activities of interest to rural, remote and northern Canadians; and (iv) sending material, of interest to rural, remote and northern Canadians, published by the Rural Secretariat, other federal, provincial/territorial government departments and agencies and organizations.
Retention and Disposal Standards: Individual records will be immediately deleted when a person has made a request to remove his/her name and coordinates from the bank.
RDA Number: Under development
Related Record Number: AAFC 1000
TBS Registration: 005110
Bank Number: AAFC PPU 302