Canada Border Services Agency

Info Source

Sources of Federal
Government Information
2008

Canada Border Services Agency

General Information

Background

Established in December 2003, it provides border services that support national security and public safety objectives and facilitate the flow of persons and goods, including animals and plants.

Responsibilities

The CBSA performs operations related to customs, immigration and the importation of food, plants and animals. Its activities include intelligence, interdiction and enforcement. It also administers international trade agreements and the collection of duties and taxes on imported goods.

Specifically it:

Administers over 90 pieces of legislation and regulations on behalf of other government departments and agencies, related to the admissibility of people and goods into, and out of, Canada,

Determines how people and goods move across our borders,

Detains people who are a danger to the public or are unlikely to present themselves to proceedings, or whose identity cannot be ascertained,

Removes people to whom a removal order has been issued. This includes people, who pose a threat to national security and those who are involved in organized crime or crimes against humanity,

Intercept illegal goods entering or leaving the country,

Protects food safety and the environment by intercepting prohibited and hazardous products,

Promotes Canadian business and economic benefits by administering trade legislation and trade agreements,

Protects Canadian producers from the injurious effects of dumped or subsidized goods,

Administers a fair and impartial redress mechanism, and

Promotes Canadian interests within various international organizations.

Legislation

Agriculture and Agri-Food Administrative Monetary Penalties Act
Canada Border Services Agency Act
Canadian International Trade Tribunal Act
Customs Act
Customs and Excise Offshore Application Act
Customs Tariff
Emergency Management Act
Excise Act
Excise Act, 2001
Feeds Act
Health of Animals Act
Immigration and Refugee Protection Act
Plant Protection Act
Presentation of Persons (2003) Regulations
Proceeds of Crime (Money Laundering) and Terrorist Financing Act
Seeds Act
Special Import Measures Act

Organization

The CBSA has four areas of program activity: Access, Security, Science and Technology-based Innovation and Internal Services.

Access activities include Trade, Access Management and Recourse. These ensure the lawful flow of people and goods while promoting compliance with border legislation and regulations.

Trade activities are national programs and policies relating to the administration of international trade agreements and domestic legislation with respect to trade in commercial goods.

Access Management activities provide border services that facilitate the movement of people and goods, including animals and plants.

Recourse reviews CBSA decisions related to trade programs and enforcement sanctions.

Security activities include Intelligence and Enforcement. These are designed to ensure the safety and security of Canadians.

Intelligence activities collect, analyse and distribute intelligence in support of the CBSA's programs and conduct threat and risk assessments.

Enforcement activities ensure the enforcement of all border legislation.

Science and Technology-based Innovation utilizes science and technology to modernize border management and increases the effectiveness and efficiency of border operations. Related activities include Business Solutions and Projects, Border Technology Operations, and Laboratory and Scientific Services.

Business Solutions and Projects designs, develops and delivers new science and technology solutions for the delivery of border services through major projects.

Border Technology Operations support and enhance the CBSA's current national technological infrastructure and operations capacity to deliver its services.

Laboratory and Scientific Services provide laboratory and scientific services to the CBSA, other government departments/agencies and external/international partners, particularly in relation to security and enforcement.

Lastly, Internal Services activities include: Management and Oversight, Public Policy Services, Human Resources Management Services, Financial Management Services, Supply Chain Management Services, Facilities/Asset Management Services, Information Management Services, Information Technology Services, Legal Services, Public Affairs / Communication Services, Evaluation Services, Internal Audit Services, and Other Support Services.

Information Holdings

Institution-Specific Classes of Records

Admissibility Branch

Account Security
Description: Information on Customs Brokers and Importers who have applied for release from Customs prior to Payment of Duties and/or Acceptance of Uncertified Cheques privileges.
Document Types: Records include original Surety and/or Bank Bonds; original riders/endorsements; annual security review letters; copies of acknowledgment/rejection letters pertaining to the submission of bonds/riders/endorsements; and various correspondence relating to the brokers and importers Account Security Profile e.g., B205, interim payment, defaults etc. Importer files are currently maintained with Brokers Licensing and Account Security programs, pending the scanning of the records by Information Management Division. Correspondence relating to the two options available to brokers, Direct Security and Goods and Services Tax, Direct Payment, is retained, as are copies of the Goods and Services Tax Agreement Letters, Direct Security Letters and acknowledgment letters. Note that not all Customs Brokers have a working paper file, as many brokers do not use the Direct Security or Goods and Services Tax Direct Payment Options.
Record Number: CBSA ENT 001

Administrative Monetary Penalty System (AMPS)
Description: Authorizes Border functions to assess a range of graduated monetary penalties for all contraventions of the Customs Act and the Customs Tariff Act and the regulations pursuant to these acts. This penalty regime largely replaces seizures and ascertained forfeitures for commercial importations and exportations of goods.
Document Types: Administrative Monetary Penalty System is based on an automated system called the Integrated Customs System. Each time a violation of border functions requirements is identified, a Notice of Penalty Assessment is issued against the client using the Integrated Customs System. Integrated Customs System records the violator's name, address and client identifier, which is a business number, carrier code or warehouse sub-office locator code. The Notice of Penalty Assessment also includes the description of the infraction, the penalty amount payable, and recourse options.
Record Number: CBSA ENT 002

Admission of Persons to Canada (shared with Citizenship and Immigration Canada)
Description: Information on policies, procedures and programs concerning the admission of persons to Canada.
Document Types: Admission data on immigrants according to component groups (economic, social and humanitarian immigrants) and of visitors, including tourists, temporary workers and foreign students. Related background information includes labour market and demographic data, description of selection criteria and processing systems.
Access: Paper and electronic records.
Record Number: CBSA ENT 003

Air and Marine Division
Description: The Air and Marine Division is responsible for the development and maintenance of policies, programs, and procedures related to the air and marine people processing mode. The division also develops and maintains internal and external working relationships with other government departments and agencies, and other stakeholders. The Division provides expert guidance and advice related to the delivery of people processing programs, involving admissibility of people, as well as plant, animal and food products accompanying individuals at the border. The divisional units are: Air Policy and Programs, Marine Policy and Programs, and Program Development.
Document Types: D and R Memoranda, forms and brochures relative to the processing of people in the air and marine modes; provides functional guidance and interpretation on CBSA people processing policies and procedures to internal and external stakeholders, regional and headquarter program areas; developing, implementing, maintaining and reviewing existing programs and new initiatives, policies and programs, in conjunction with internal and external clients, to strengthen people processing at the border (i.e. Transit Without Visa, Electronic Primary Inspection Line, Transfer Departure Facilities, CANPASS Private Boat, Private Air, and Corporate Air and the U.S. Direct Programs);providing expertise and impact analysis for ongoing and new activities that affect the CBSA people processing programs; and providing subject matter expertise to international organizations to enhance secure border management practices.
Record Number: CBSA ENT 041

Program Transformation Initiatives Division
Description: The Program Transformation Initiatives Division is responsible for the development of policies and procedures related to the delivery of people processing programs at the border. The divisional units are: the Registered Travellers Policy and Programs, Core Services Review and Horizontal Policy and Liaison.
Document Types: Provides functional guidance and interpretation on CBSA people processing policies and procedures, including the Registered Traveller Programs (NEXUS/FAST Driver/Commercial Driver Registration Program/CANPASS Air) and the Asia Pacific Economic Corporation (APEC) Business Travel Card, to external stakeholders, local, regional and headquarter program areas. Is responsible for the second level review of appeals of denials and revocations of Registered Traveller program authorizations. Has conducted, in conjunction with internal and external clients, the Core Services Review. Provides expertise and impact analysis for ongoing and new activities that affect the CBSA people processing programs.
Record Number: CBSA ENT 046

Dumping Investigations
Description: Information on the analysis of complaints alleging injurious dumping and on investigations into these complaints; consequent activities including reviews of normal values and expiry reviews.
Document Types: Original complaint; initial evaluation; factual investigation; re-investigations of normal values and expiry reviews; and calculations and working papers.
Access: Files are maintained by commodity.
Record Number: CBSA ENT 004

Appeals and requests for Review/Redeterminations (Anti-dumping and Countervailing)
Description: Information on the processing of B2 appeals against anti-dumping and countervailing decisions made under the Special Import Measures Act (SIMA); and in the case of requests for judicial review to the Federal Court of Appeal or, in the case of goods from NAFTA countries, at the choice of the interested party, to a Bi-national Panel of final determinations made by the CBSA in the course of dumping or subsidizing investigations, an Administrative Record comprised of an Index, information taken into consideration in the course of the investigation and related documentation.
Document Types: Appeal documents and related working papers.
Access: Files are maintained by commodity.
Record Number: CBSA ENT 005

Brokers Licensing
Description: Information on the licensing and control of Customs Brokers.
Document Types: Customs Brokers Qualifying Examinations, Licensing Advisory Committee; Customs Brokers $50,000 Performance Bonds; Customs Brokers documents agents; power of attorney.
Access: Customs broker's records are filed alphabetically by name and location.
Record Number: CBSA ENT 006

Telephony Reporting Center System (TRCS)
Description: Allows individuals entering Canada by private and corporate aircraft, private boat, NEXUS marine and snowmobile to report their arrival and any declarations to CBSA via telephone. The TRCS is an automated system that captures and stores traveller and conveyance information such as traveller name, conveyance name, license, date and time of arrival. It accepts calls from NEXUS and CANPASS permit holders, as well as non-permit holders.
Document Types: Travellers rates and declaration database; conveyance passage database; line officer reference manuals for all telephone reporting and modes of travel; procedural documents for problem reporting and resolution for CANPASS.
Record Number: CBSA ENT 007

Carrier Control
Description: Information on legislation, regulations and policies regarding the reporting and control of conveyances and cargo entering and transiting Canada. Information on the report and control of the use of non-duty-paid instruments of international conveyance entering, exiting and transiting Canada; all modes of transport and transport-related equipment in accordance with Customs and transportation policy.
Document Types: Carrier policy and procedures, carrier code, temporary importation of vessels, intoxicating liquors, and post audit system. Remission orders for, vessels, aircraft; policy directives and information of a general or specific nature relating to carriers of all modes; cargo containers.
Access: Information is contained in the D Memoranda, which can be accessed numerically. Case files are divided into different carrier modes and are filed by carrier codes.
Record Number: CBSA ENT 008

Casual Refund Program
Description: The CBSA Casual Refund Program authorizes the refund of duties and taxes that were collected, but should not have been, on certain goods imported by mail or courier or carried by the traveller, for casual (non-commercial) use. The Casual Refunds System (CRS) and the Casual Refund Electronic Data Interchange Transaction System (CREDITS) are the systems that facilitate the casual refund process by the electronic filing and forwarding pertinent information at the Casual Refund Centre (CRC) to Public Works and Government Services Canada (PWGSC) for cheque productions and distribution.
Document Types: Casual Refund regulations, operational policies, processes, and procedures. Each refund claim is assigned a unique bar code label for filing and can also be accessed by the claimant's name and address.
Access: Information regarding the Casual Refund Program is found in D6-2-6, D6-2-2, D11-6-1, D11-6-4, D17-1-0, and D17-1-19.
Record Number: CBSA ENT 019

Casual Refund System / CREDITS – Maintenance and Support

Client Service – Fees for Documents
Description: Information on the application of fees when clients request copies of documents related to the import or export of goods.
Document Types: General, policy/regulations (D1-3-1), public complaints, regulatory review process.
Access: Files are arranged numerically.
Record Number: CBSA ENT 011

Special Service Charges
Description: Information on the application of service fees pursuant to section 167 of the Customs Act for ad hoc border service provided outside authorized hours, at a location other than a border office or which is outside the normal realm of a border officer's duties.
Document Types: General, policy/regulations (D1-2-1), public complaints, regulatory review process.
Access: Files are arranged by number and subject.
Record Number: CBSA ENT 012

Commercial Border Policy Division – Contracting Out
Description: Information related to the data capture of entry accounting and cargo data by private sector firms using CBSA's equipment and facilities.
Document Types: Operating procedures manual; Public Works and Government Services Canada contract; various reports, forms and files.
Access: Manual is filed by name and files are indexed numerically and by subject.
Record Number: CBSA ENT 029

Commercial Verification
Description: Information on policies and procedures respecting the legislation administered by CBSA prior to the release of commercial goods to the importer or his agent and similar information on goods exported from Canada.
Document Types: Regulations, operational policies, processes, and procedures, contravention's and sanctions, and verification processes and methodology.
Access: Memoranda and files containing instructions can be accessed alphabetically.
Record Number: CBSA ENT 013

Compliance and Performance Surveys
Description: Information on the compliance of travellers; commercial goods arriving by highway, air and marine container; and courier and postal shipments.
Document Types: Traveller and commercial compliance rated, for travellers, the dollar value of duties evaded, percentages of travellers sampled who were fully satisfied to fully unsatisfied with border function service.
Access: Files are arranged by CBSA office name and by date of survey.
Record Number: CBSA ENT 014

Subsidizing Investigations
Description: Information on the analysis of complaints alleging injurious subsidizing of goods imported into Canada and on investigations into these complaints; consequent activities, including reviews of amounts of subsidy and expiry reviews.
Document Types: Original complaint; initial evaluation; factual investigation; re-investigations of amounts of subsidy and expiry reviews; and calculations and working papers.
Access: Files are maintained by commodity.
Record Number: CBSA ENT 015

Courier Low Value Shipment (LVS) Program and Procedures
Description: Information on the legislation, regulations and policies governing couriers involved with the importations and clearance of low-value shipments (importations valued at less than $1,600) through the Courier LVS program of the Canada Border Services Agency (CBSA).
Document Types: Courier LVS policy and procedures, Courier Imports Remission Order (CIRO), participation in the Courier LVS Program, cost recovery, statistics, and correspondence with courier companies and associations.
Access: Information is filed by subject matter. Related information can be found in CBSA D-Memos D5-1-13, D8-2-16, D17-1-0, D17-1-2, D17-1-22, D17-4-0 and D17-4-1.
Record Number: CBSA ENT 016

Drawbacks and Refunds
Description: Information on the administrative policies for drawbacks of border duties on imported goods, the refunds of border duties under various regulations (excluding appeals) and the development of Canadian legislation covering the drawback and refund programs.
Document Types: Correspondence on drawbacks – claims and claimants; refunds – claims and claimants; exports; obsolete or surplus goods; ships' stores; Textile and designer remission Orders in Council.
Access: Subject files and case files are arranged by subject or company name. Refund and drawback claims are filed by claim number.
Record Number: CBSA ENT 020

Duty Deferral
Description: Information on duties deferral unit and the development of Canadian legislation covering various relief/refund/remission programs.
Document Types: Duties relief of duty paid on imported goods that are subsequently exported; payment of claims withheld to offset debts due to the Crown; post-audit procedures; seizures arising from drawback or refund investigations; and trade talks and negotiations.
Access: Files are arranged by subject, company, country or Agency.
Record Number: CBSA ENT 021

Duties Relief, Drawback and Customs Bonded Warehouse
Description: Customs Bonded Warehouses are departmentally licensed and related facilities operated by the private sector. Goods in a customs bonded warehouse are considered to be imported into Canada but have not been released from CBSA. These facilities provide for the complete deferral of border duties, anti-dumping and countervailing duties, excise duties (except excise levies on tobacco and alcohol destined for release into Canada as these goods are not allowed in a customs bonded warehouse) and taxes including the GST.
Document Types: Customs Bonded Warehouses; Duties relief and Drawback.
Access: Individual Bonded Warehouse records are filed alphabetically by name and held in various CBSA offices. A license number is provided to the client by the CBSA regional office. Related information can be found in CBSA D-Memos D7-4-1, D7-4-2, D7-4-3, D7-3-2, D7-4-4 and D8-11-1 to D8-11-7.
Record Number: CBSA ENT 022

Duty Free Shop Licensing
Description: Information on the objectives and implementation of the duty free shop program at the land border, and information on airport duty free shops.
Document Types: Criteria and procedures for licensee selection; standards of operations; duty free shop regulations and directives.
Access: Individual land border and airport duty free shops records are filed by site; general information is filed by subject matter.
Record Number: CBSA ENT 023

Entry Accounting and Adjustment Policy
Description: Information on the entry of commercial goods and related documentation: invoicing and adjustments against accounting documents.
Document Types: B3 entry documentation; provisional entries; B2 requests for adjustment; amending entries; Canada Border Services Agency invoicing requirements.
Access: Records are filed alphabetically.
Record Number: CBSA ENT 024

Export Reporting
Description: Information on export policy and procedures applicable to commercial goods exported from Canada, permanently exported conveyances, goods moving in transit through Canada and the reporting of carrier conveyances and cargo.
Document Types: Export regulations and directives; forms and information pamphlets: electronic and manual reporting of goods and cargo.
Record Number: CBSA ENT 025

General
Description: Information on the overall functions of commercial entry systems (e.g., audits, co-operation and liaison, meetings, projects and reports).
Document Types: Commodity coding; contingency plans; Customs Act revisions; co-operation with the Canadian Exporters' Association, Canadian Society of Customs Brokers, Canadian Importers' Association, Canadian Industrial Traffic League, and external agencies in general.
Access: Information is contained in the D Memoranda, which can be accessed alphabetically.
Record Number: CBSA ENT 026

Harmonized Commodity Description and Coding System
Description: Information on the Harmonized Commodity Description and Coding System (HS).
Document Types: Results of the Harmonized System Committee of the World Customs Organization (WCO) and the HS Review Sub-committee; the HS Nomenclature; Canadian tariff and statistical nomenclature based on the HS.
Access: Files and reports are filed by topic.
Record Number: CBSA ENT 027

Highway and Rail Division
Description: Development of policies, procedures, alliances and working partnerships needed to maintain the facilitation of entry for returning Canadians, permanent residents, immigrants and visitors. Information relating to the administration and application of specific tariff items and remission orders pertaining to travellers' entitlements and control and processing of travellers and their goods entering Canada by highway and rail modes. Responsible for admissibility activities related to highway and rail mode, including: letters, briefing notes and ministerial correspondence; policies, directives, manuals, forms and pamphlets, operational memoranda on specific immigration and border functions and obligations; the Immigration and Refugee Protection Act and Regulations, the Customs Act and Regulations, Customs Tariff and Regulations and input into proposed amendments thereto, including other related statutory instruments.
Document Types: Interpretive guidance on tariff items pertaining to immigrants, visitors, former residents, and their goods; liaison with other departments and inspection procedures. Examination of persons entering Canada including primary and secondary examinations; documents required by persons seeking to enter Canada; examinations of Canadian citizens, registered Indians, permanent residents, and visitors; processing of study and work permits; preparation of voluntary withdrawals; border services officer functions related to immigration examinations at ports of entry; special treatment of unaccompanied minors; determinations of eligibility under the Immigration and Refugee Protection Act to have a claim to be a convention refugee referred; and Smart Border Accord Initiatives.
Record Number: CBSA ENT 045

Integrated Customs Systems
Description: The Integrated Customs System is based upon the Customs Blueprint initiatives designed to streamline and expedite legitimate trade and facilitate processing of low-risk travellers, enhanced import and export control effectiveness, and ensure Government revenues are collected. The Integrated Customs Systems combines new components, applications, and technical infrastructure, with interfaces to existing Commercial Traveller, and Enforcement systems.
Document Types: Documentation includes information on the design, development, testing, and implementation of the components, applications, and infrastructure that comprise Integrated Customs Systems. Systems descriptions, conceptual designs, database models, project development and deployment schedules, procurement records, integrated testing strategy and problem reporting instructions, and problem management strategy.
Record Number: CBSA ENT 028

Origin and Valuation Audits
Description: Information on audit and verification policies, procedures and activities, respecting the rules of origin regulations under the North American Free Trade Agreement (NAFTA), the Canada-Chile Free Trade Agreement (CCFTA), the Canada-Israel Free Trade Agreement (CIFTA), the Canada-Costa Rica Free Trade Agreement (CCRFTA) and the Least Developed Countries (LDCs) Market Access Initiative.
Document Types: Policies and procedures, related legislation and regulations, NAFTA Audit Manual, origin and valuation correspondence and working paper templates, audit plan and case files.
Access: Files are arranged by FTA and/or subject and/or company name.
Record Number: CBSA ENT 030

Policy and Procedures (Anti-dumping and Countervailing)
Description: Information on the development of Canadian legislation covering anti-dumping, countervail, and the development and review of systems and procedures relating to the application of these programs.
Document Types: Legislation; policy and technical interpretation of anti-dumping and countervail programs; correspondence and manuals; Agency involvement with the World Trade Organization (WTO) Agreement; trade negotiations such as multilateral trade negotiations (DOHA Round) and North American Free Trade Agreement (NAFTA).
Record Number: CBSA ENT 031

Policy and Administration (Origin)
Description: Information for the policies and procedures of the Memorandum of Understanding (MOU) for the Exchange of NAFTA-Related Information Between the Bureau of Customs and Border Protection and the CBSA that have been established in order to fulfill our commitment under Section 512 of the North American Free Trade Agreement (NAFTA) to collect and exchange information and statistics regarding the importation and exportation of goods in order to ensure equitable implementation of the NAFTA and ensuring all exporters of a level playing field.
Document Types: Reasons for the exchange of the trade data, policies and procedures, the Customs Notice 514-Memorandum of Understanding for the Exchange of North American Free Trade Agreement (NAFTA)-Related information, related legislation and Regulations, required data elements and documentation, manner in which data is to be exchanged and the timing of the exchange (monthly/quarterly).
Access: The individual origin verification determinations are filed by period.
Record Number: CBSA ENT 032

Policy and Administration (Valuation)
Description: Information on the development of Canadian legislation covering valuation and the development and review of systems relating to the administration of valuation; information on the delivery of international technical assistance; liaison with other Government Departments and other branches and divisions within CBSA; valuation legislation, policies and practices of World Trade Organization (WTO) signatories to the International Valuation Agreement.
Document Types: Legislation, policy and technical interpretation of the valuation program; correspondence and training material; documents concerning Agency participation at General Agreement on Tariffs and Trade (GATT) World Trade Organization (WTO) Agreement meetings and at the Customs Cooperation Council (CCC) World Customs Organization (WCO) Technical Committee on Customs Valuation meetings. Participation on Government Trade Agreement Initiatives (e.g. APEC, NAFTA, EFTA, FTAA, Chile, etc.).
Record Number: CBSA ENT 033

Postal Policies, Procedures and Automated Systems
Description: Information on various policies, procedures, operational and automated systems respecting the importation of goods through the postal system by commercial and non-commercial importers; also co-operation and liaison with domestic and foreign authorities.
Document Types: Interpretations of legislation, regulations and policies; postal methods of payment for duties and taxes; postal import remissions; postal release procedures; complaints; control of bound international mail; co-operation and liaison with domestic (and foreign) authorities such as the Royal Canadian Mounted Police, Agriculture Canada, Health Canada, Canada Post Corporation and Statistics Canada on issues such as admissibility of mail items, treatment of inadmissible and prohibited items, delivery of mail and collection of duties and taxes, and trade data.
Record Number: CBSA ENT 034

Recourse Directorate (Enforcement related disputes)
Description: Information on all appealed enforcement actions made under the Customs Act, Excise Act, Excise Act 2001, Agriculture and Agri-Food Administrative Monetary Penalties Act, Proceeds of Crime (Money Laundering) and Terrorist Financing Act for contravention of these or other Acts of Parliament for which the Agency has administrative authority.
Document Types: Information retained includes original enforcement action documents, officer reports and supplementary reports, the letter of appeal, the Notice of Reasons for Action, and the decision.
Access: Cases are files by number.
Record Number: CBSA ENT 018

Recourse Directorate (Trade related disputes)
Description: Information on dispute resolution processes, including policies and procedures relating to K14D disputes for re-determinations of tariff classification, origin or value for duty decisions made under the Customs Act; appeals to the Canadian International Trade Tribunal and Federal Court; referrals and inquiries from regional appeals offices; consultations with the Department of Justice; the analysis of facts and positions as well as their ramifications with respect to Canadian International Trade Tribunal/Federal Court cases; objectives, organization and responsibilities; work plans; workload and resource projections and resource allocations; training; procedural type policies and manuals.
Document Types: Procedural guidelines; mandates; authority delegations; regional referrals; K14D's and notices of appeal with related documentation; position papers; protocols with other branches.
Access: Filed by Harmonized System Subheading, court reference number, and subject.
Record Number: CBSA ENT 017

Trade Incentives
Description: Information on the eligibility of companies and types of commodities for relief or remission of duties and taxes under standing or special remission Orders in Council, Canadian Goods Abroad (Customs Tariff Sections 101 to 105) and the development of Canadian legislation covering the trade incentives program.
Document Types: Applications, background information, research data and decisions relating to standing and special remission Orders in Council; Canadian goods abroad, temporary entry and export provisions.
Access: Cases are filed by company name, subject and Order in Council number.
Record Number: CBSA ENT 036

Rules of Origin
Description: Information on the determination of tariff treatment in accordance with the Canadian rules-of-origin regulations and trade agreements (the North American Free Trade Agreement in particular).
Document Types: Inquiries; reports; requests for information; verifications; investigations and final decisions on such things as entries; invoicing; preferential tariff; and direct shipment.
Access: Files are arranged by subject and country.
Record Number: CBSA ENT 037

Tariffs
Description: Information on the overall functions and programs that concern the Tariff Policy Division.
Document Types: End-use privileges; CBSA laboratory reports; industry complaints and reviews; Consultations with other government departments and bilateral and multilateral negotiations on tariff classification issues; the Customs and Excise Offshore Application Act; and regional referrals.
Access: Files are arranged by tariff item and commodity.
Record Number: CBSA ENT 039

Valuation
Description: Information in support of regionally conducted valuation verifications concerning the value for duty of imported goods.
Document Types: Instructions to importers; documentation, information on formal requests for re-appraisal.
Access: Files are maintained by file number for the commodity and by importer name.
Record Number: CBSA ENT 043

Warehouse Licensing
Description: Information on the licensing and operation of various types of Customs warehouses.
Document Types: Customs sufferance warehouses; frontier warehouses.
Access: Individual sufferance warehouse records are filed alphabetically by name and location.
Record Number: CBSA ENT 044

Comptrollership Branch

Contracting, Assets and Telecommunications Division
Description: Information on Procurement and Contracting; Policy, Quality Assurance and Training; Telecommunications and Assets Management.
Document Types: Policies, processes and procedures; lists of service levels; procurement records; contracts; project plans and reports.
Record Number: CBSA COM 002

Enforcement Branch

Anti-Evasion
Description: Information on anti-evasion, smuggling and fraud initiatives, on liaison with other organizations involved in anti-evasion, smuggling and fraud initiatives; on coordinated law enforcement activities.
Document Types: Research, analysis and assessment of smuggling and fraud; co-ordination of the activities on anti-evasion, smuggling and fraud; money laundering; organized crime.
Record Number: CBSA ENF 002

Commercial Enforcement
Description: Information on the development of enforcement policies, techniques and procedures.
Document Types: Import and export enforcement policies and procedures; policies on the utilization of intelligence data in enforcement programs.
Access: Files are in numerical order.
Record Number: CBSA ENF 003

CBSA Intelligence Data
Description: Electronic or paper information exchanged with foreign Customs administrations and law enforcement agencies who collect, analyze, develop and share information on individuals, organizations, events, and activities involving or suspected of involving national and international illegal cross-border activities and potential border violations.
Document Types: Offence-related data; profiles of individuals, companies, and organizations considered to be high-risk border offenders; information on past infractions by companies or persons; suspect files of individuals or companies; commodity data pertaining to goods likely to be smuggled; methods of concealment, modus operandi of the smuggler, routing; demographics of smugglers, etc.
Access: All data can be retrieved via printouts matching various selected fields or search of file material. Individual names, company names, addresses and telephone numbers can be the subject of search criteria. All fields can be sorted according to the data (i.e. alphabetically or numerically).
Record Number: CBSA ENF 004

Detection and Investigations
Description: Information specific to non-compliance, avoidance, evasion with respect to the Customs Act, Immigration and Refugee Protection Act, and other related laws. The information relates to the detection, identification and investigation of potential, alleged, and actual violations with respect to the provisions of the Acts.
Document Types: Information pertaining to persons, businesses specific to non-compliance, and duties avoidance, evasion and fraud.
Access: Cases are filed numerically by enforcement in the Criminal Investigations Information Management System (CIIMS database).
Record Number: CBSA ENF 005

Immigration Enforcement

Enforcement
Description: General correspondence relating to enforcement activities, including letters, briefing notes and ministerial correspondence; policies, statistics, directives, manuals, forms, operational memoranda on specific Immigration enforcement functions and obligations; the Immigration and Refugee Protection Act and Regulations, proposed amendments thereto, historical amendments and Regulatory Impact Analysis Statements (RIAS), and other related statutory instruments.
Document Types: Investigations, Removals, Hearings, and Detentions, including the monitoring of released security certificate cases; Lookouts; Section 44 reports, Maritime procedures; Search and seizure of documents and private vehicles, Holding, detaining and seizing vehicles operated by transportation companies; Obligations and liabilities of transportation companies; Memorandum of Understanding with commercial transporters; Verification of departure; Reciprocal Arrangement with the United States Memorandum of Understanding with Health Canada; Canada/US Accord on our shared border; Advance Passenger Information (API) / Passenger Name Record (PNR); Advance Passenger Processing (APP); Treaty on Mutual Legal Assistance with the United States; Investigations (peace officer status; use of force; police liaison); Searches and seizure; Arrests; Unaccompanied minors; Detention reviews and release including the monitoring of released security certificate cases; Admissibility hearings; Issuance of removal orders with respect to detention and release; Appeals of removal order by a permanent resident, a protected person, or a holder of a permanent resident visa; Refugee claims, Minister's interventions; Refugee vacation; Temporary Suspension of Removals; Removal order deferrals, stays of removal; Escort function; Warrants; Our Missing Children Program; General information on cooperation and liaison activities with law enforcement agencies, in particular the RCMP and CSIS; Memorandum of Understanding with CPIC services; Memorandum of Understanding with various police agencies; Administrative Framework Agreement with the Immigration and Refugee Board of Canada; Removal Arrangements with Jamaica, Vietnam, Slovenia, the Czech Republic, Hong Kong, Lebanon, Serbia and Portugal; Permanent Resident Card Project; Canada/US Border Vision; Intergovernmental Consultations on Refugee Asylum Policies and Migrations in Europe, North America and Australia (Working Group on Return).
Record Number: CBSA ENF 008

Immigration Intelligence

Strategic Intelligence
Description: Statistics, correspondence and reports.
Document Types: Activities involving organized irregular migration; co-operation and liaison with domestic and international enforcement agencies concerned with irregular migration; improperly documented arrivals at Canada's ports of entry; irregular marine migration; International irregular migration trends; intelligence assessment products.
Record Number: CBSA ENF 012

Integrated Customs Enforcement System (ICES)

Integrated Primary Inspection Line (IPIL) System
Description: Information on the design, development and implementation of the IPIL System. IPIL supports the primary Border Services Officers function by performing name and associated date of birth queries against the Integrated Customs Enforcement System (ICES) and Field Operations Support System (FOSS) databases.
Document Types: Systems Designs and Architecture Documents: Implementation plans and system descriptions.
Access: Files are indexed numerically by subject matter.
Record Number: CBSA ENF 010

Transportation
Description: Information on the transportation of persons to, from or within Canada.
Document Types: Transportation by air, land or sea; companies' obligations for the provision of examination facilities; payment of detention, removal and medical costs; administration fees, deposit of security for persons conveyed in companies' vehicles; responsibilities and regulations of travel agencies, and consultations with Transport Canada.
Record Number: CBSA ENF 011

Innovation, Science and Technology Branch

Accelerated Commercial Release Operations Support System (ACROSS)
Description: Information on the design, development testing and implementation of ACROSS, the major automated release system in the Customs Commercial stream. Included is information on the following ACROSS sub-systems: Goods Control (Cargo and Electronic Data Interchange (EDI) Release, including Air Highway and Rail Cargo as well as Advance Commercial Information (ACI) Marine Cargo and ACI Air Cargo); Release Notification System (RNS); the Automated Import Permit System (EXCAPS); G7 Import (One-step); the Customs Self-Assessment Program (CSA), the Commercial Driver Registration Program (CDRP); and Export (G7 and CAED). ACROSS interfaces with other systems including Other Government Departments (OGDs ) such as CFIA, ITCan, NRCan and Statistic Canada).
Document Types: System descriptions, Conceptual System Design (CSD), Business System Design (BSD), ACROSS Participant Requirements Document (PRD) RNS PRD, CSA PRD, EDI Rail Cargo PRD, ACI Marine Client Document (CD), and ACI Air CD; Implementation Plans; ACROSS User Guide; Bulletins and training material including Quick Reference Guides.
Access: Files are indexed numerically and by subject matter.
Record Number: CBSA TEC 001

Advance Passenger Information/Passenger Name Record Program (API/PNR)
Description: Information on related legislation, policies, and procedures as well as the design, development, testing, and implementation of the Passenger Information System (PAXIS). Legislative program authority is derived from the Customs Act and the Immigration and Refugee Protection Act. The PAXIS system supports targeters and intelligence officials in their role of identifying travellers that are related to or may be involved with serious transnational crime. The API/PNR program receives personal information collected by commercial carriers on passengers and crewmembers destined for Canada. This includes name, date of birth, travel document details and travel itinerary information. The High Risk Traveller Initiative (HRTI) also forms part of the API/PNR Program. Under HRTI, travellers are risk-scored and Canada and the United States may share API/PNR, passage history, lookouts and related enforcement information on suspected high risk persons.
Document Types: Regulations; operational policies and procedures; correspondence; system descriptions and test packages; evaluation reports; user manuals and training material; memoranda of understanding; disclosure release forms; statistics.
Access: Files are indexed numerically and by subject matter. Advance Passenger Information / Passenger Name Record data can be searched by name, flight and date of travel.
Record Number: CBSA ENF 001

Branch Automated Equipment Acquisition and Inventory Control and Management
Description: Information on automated systems equipment (hardware, software, communications devices) acquisition, inventory, determination of funding levels for technology support costs, deployment and replacement processes.
Document Types: Acquisition forms, inventory database, costing formulas, funding reports.
Access: Files are indexed numerically and by subject.
Record Number: CBSA TEC 003

Customs Commercial Systems
Description: Documentation on the development, implementation and maintenance of computer systems pertaining to commercial accounting and reporting.
Document Types: Importer and carrier identification, Commercial rates, B2 and B3 electronic documents, and accounting databases, as well as data dictionary and schemas; procedural documents for problem reporting and resolution for CCS/FIRM/G11.
Record Number: CBSA TEC 004

Electronic Data Processing (EDP) Systems (shared with Citizenship and Immigration Canada)
Description: EDP systems are used to gather or update the information needed for the operational support of citizenship and immigration programs. Citizenship and immigration-related programs and services are delivered using integrated clerical, manual and EDP systems. The EDP component consists of the sub-systems listed below. All sub-systems are linked to each other, either by a full computer connection (interface), or by common data elements that allow comparisons of information across systems. Therefore, actions in one sub-system may affect the smooth running of others. Approximately 500 separate immigration forms, with a total volume of 1,000,000 documents, are processed through these sub-system search years. Enforcement Information Index (EII): Please see Citizenship and Immigration Canada PPU 041 for details. A set of EII (CIC PPU 041) cases produced on CD was distributed to posts (Embassies and Consulates) abroad. Enforcement Data System (EDS): Please see Citizenship and Immigration Canada PPU 001 for for details. A set of EDS (CIC PPU 001) cases produced on CD was distributed to posts (embassies and consulates) abroad. Field Operations Support System (FOSS): The FOSS database is a central repository of information on all persons who have been, may be or are wanted to be seen by Immigration staff. FOSS is the main operational support system for Immigration operations in Canada. The system comprises of numerous components including query functions, status entry, document creation, refugee monitoring, case processing support, medical profiles, registry functions, client name and address, statistical functions, airport primary inspection line functions, access and security, appeals and litigation, quality assurance and records maintenance. All Immigration staff that work with the public and the staff that support these officers use FOSS. It is also used at all international airports by Border Services Officers and by a number of specialized groups, such as: Case Management, Query Response Centre, Social Insurance Registry, Immigration Health, Immigration Statistics, External Affairs Protocol Office and the U.S. Immigration Offices at Detroit and Buffalo. There are over 14 million client records and over 23 million document reference records. Computer-Assisted Immigration Processing System (CAIPS): CAIPS is the automated system for immigration application processing outside Canada. Information is entered in the system from application forms and supporting documentation submitted by applicants for immigrant and visitor visas, returning residence permits and student and employment authorizations. This information is transferred electronically to FOSS to facilitate inland processing. In addition, CAIPS users have real-time access to FOSS via the CAIPS-FOSS Integration module. Customs Processing Centre System (CPCS): The CPC system supports the processing of all in-Canada applications for the following six lines of Business: in- Canada sponsorship of family class; extension of visitor visas; extension of employment authorizations; extension of student authorizations; applications for Citizenship and Immigration Canada 385 permanent residence; applications based on Humanitarian and Compassionate grounds; and for persons deemed refugees. The system is tied very closely to FOSS. Citizenship Registry System (CRS): CRS manages processes related to citizenship, namely grants of citizenship and proofs of citizenship. The main functions are: Collect Fees; Collect Data; Certificate Preparation; Clearance; Decision: Scheduling; Log In (results) and File Retention. All record scheduling and workflow data related to citizenship processes are kept in this database and there is an interface with FOSS. National Case Management System (NCMS): The NCM system replaces several regional case tracking applications–Tracking Resource Allocation and Client Scheduling (TRACS), Système d'Affectation des Ressources et Calendrier des Enquêtes (SARCE), Investigations Tracking System (ITS), Investigation Case Management System (ICMS), Système Informatique pour le Suivi des Appels (SISA), and Appeals Tracking System (ATS). NCMS provides functionality that supports critical case tracking requirements from the regions and NHQ. It provides a facility aimed at satisfying management information needs. Key enforcement data is stored centrally to provide an integrated client case history for all domestic users. Its functions include case tracking, bring forward, scheduling, workload management, file registry, and forms and letters modules for all of Citizenship and Immigration Canada's major enforcement business lines (except port of entry examinations).
Document Types: Information systems generally; standard statistical coding for completing forms; information gathering systems (employment clearance, occupation, transportation tables, native language); data systems (immigrants processed abroad and in Canada, permanent residents, monthly program reports, special information retrieval procedures, foreign nationals visiting Canada).
Record Number: CBSA TEC 011

Mechanized Systems Development
Description: Information on ensuring effective border control over the movement and processing of international mail, by means of improved facility designs and both mechanical and non-mechanical systems.
Document Types: Facility improvements, correspondence and drawings, machinery and equipment.
Access: Records are filed by subject and by the border office
Record Number: CBSA TEC 006

Personal Computer/LAN Systems Maintenance and Testing

Postal Import Control System (PICS) – Maintenance and Support

Program Development – Systems Management and Enhancements
Description: Information on problem resolution, design and implementation of system enhancement, for ACROSS.
Document Types: Systems change procedures; system enhancements; various test packages to assess the different valid and invalid situations in the system functional specifications; security profiles.
Access: Files are indexed numerically and by subject matter.
Record Number: CBSA TEC 009

Project Management – Customs Commercial Systems (CCS) Systems Maintenance
Description: Information on problems resolution; design and implementation of system enhancements; audits and post-implementation reviews.
Document Types: CCS Priorities; systems problems; systems enhancements; pre-implementation and post-implementation audit reports and responses, various test packages to assess the different valid and invalid situations in the system functional specifications.
Access: Files are indexed numerically and by subject matter.
Record Number: CBSA TEC 010

Scientific/Engineering Services Scientific/Advisory Services
Description: Information on the scientific and engineering services provided in support of the administration of the Customs Tariff Act and related legislation; the Excise Act and related legislation and the Spirits Instrument Certification Program; on Forensic Document Analysis in support of investigations and prosecution of fraud; on scientific and technical research and development work in support of the administration of Customs and Excise policies, regulations and procedures and border security.
Document Types: Technical information and methodology for the analysis of commodity importations, suspected contraband, seized spirits and tobacco products, denatured alcohols and other goods subject to excise duty and/or taxes; laboratory reports and certificates on analysed products; certificates issued for the Spirits Instruments Certification Program; and laboratory reports related to the examination of fraudulent documents. Project reports and working papers associated with the investigation and development of scientific methods, systems and equipment for the detection and identification of goods subject to Customs and Excise control; reports from external consultants providing specialized laboratory services; and information from scientific equipment manufacturers.
Access: methods, laboratory reports and certificates indexed on EDP database; and project reports filed numerically by project or electronically, external consultants' reports filed by date and equipment filed by subject and manufacturer.
Record Number: CBSA ENT 038

Temporary Accounts Receivables System (TARS)
Description: Information on the maintenance of the TARS system used by collections officers in the Canada Revenue Agency (CRA) for the collection of Canada Border Services Agency (CBSA) receivables. The information includes the TARS user guide and bulletins issued to collections officers concerning TARS problems and changes.
Document Types: Systems maintenance instructions, systems problems and enhancements.
Access: Files are arranged by subject and date issued.
Record Number: CBSA TEC 005

Traveller Entry Processing System/ Postal Import Control System/ Primary Automated Lookout System/ Commercial Cash Entry Processing System/Tariff Publishing and History System (TEPS/PICS/PALS/CCEPS/TPHS)
Description: Documentation on the development, implementation and maintenance of computer systems pertaining to Commercial, Postal, Traveller, and Enforcement systems in the Customs and Trade Administration environment
Document Types: Commercial and Travellers rates and declaration database, postal rates and declaration database, vehicle passage database; as well as data dictionary and schemas, procedural documents for problem reporting and resolution.
Record Number: CBSA ENT 040

Operations Branch

Headquarters

Operational Service – Service Delivery at Border Services Offices
Description: Information concerning levels of service at Border Services (where, when and how service is provided) and on opening/closing of offices, hours of service offered, designation of at airports and other points of entry.
Document Types: General; policy, directory of Canada Border Services Offices (D1-1-1). Service Delivery Framework (operational procedures).
Access: Files are arranged by subject matter and by file name of Borders Services office.
Record Number: CBSA OPS 001

Operational Services – Special Service Charges
Description: Information on the application of service fees pursuant to section 167 of the Customs Act for ad-hoc customs service provided to a person in charge of imported goods or goods destined for export outside authorized hours, at a location other than a customs office or which is outside the normal realm of a customs officer's duties.
Document Types: General, policy/regulations (D1-2-1), public complaints, regulatory review process.
Access: Files are arranged by number and by subject.
Record Number: CBSA OPS 002

People's Year in Review
Description: The People's Year in Review is an annual publication providing an analytical look at statistical data (national and regional), and compliance measurement. It includes overviews of key events and activities within the CBSA.
Document Types: Summaries of compliance measurement stints conducted annually, traveller volumes, examination rates, enforcement rates and numbers of small collections on a national, regional and select CBSA office basis.
Access: The Year in Review is available on the Intranet and distributed to select managers in HQ and regionally.
Record Number: CBSA ENT 042

Regional Operations
Description: Information on the application of the programs, developed by the headquarters directorates, that pertain to the control of the international movement of people, goods and conveyances; the collection of revenue; entry examination and control; detection of smuggling; operation of warehouses; control of the operation of all modes of transport; and the primary inspection of services at all ports and outposts.
Document Types: Transportation documents on all modes, their manifests, special conditions such as diversions, temporary entry, freight forwarding; cargo, carrier and warehouse control; seizure reports; powers of attorney; uncollectible – records of individuals, firms; Carrier Penalty Assessments; temporary entries; ships' registries; investigation case files; detention orders; cultural properties – export permits; and commodity code rulings complaints.
Access: Carriers are filed by mode of transport and alphabetically by company; warehouses are filed alphabetically by name and location; Customs Brokers are filed alphabetically by name and cross-referenced by an assigned control number.
Record Number: CBSA OPS 003Arming

Task Force
Description: Information is maintained regarding implementation, systems development, acquisitions, training, policies and procedures, and human resources.
Document Types: Policies and procedures on firearm management, training and recertification, human resources management and incident reporting and review; incident reports; letters; briefing notes; presentations; ministerial correspondence; manuals; memoranda of understanding; general correspondence relating to implementation activities.
Record Number: CBSA OPS 004

Strategy and Coordination Branch

Access to Information and Privacy
Description: Information pertaining to requests made under the Access to Information Act and Privacy Act for access to records under the control of the department, as well as information concerning the administration of this legislation.
Document Types: Access requests, privacy requests, complaints, Federal Court cases, consultations, policies and procedures, statistical information, reports, training.
Record Number: CBSA STR 009

Agency Transition
Description: Information on the approach adopted by Canada Border Services Agency to effect its transition, including legislative development. Information on working papers (agendas, minutes, progress reports, consultants' reports on specific aspects of transition) of ad-hoc Agency transition committees.
Document Types: Stemming from the December 12, 2003 announcement regarding the creation of the CBSA.
Record Number: CBSA STR 001

Audit Directorate
Description: Information is maintained for the planning, conduct, reporting and presentation of internal audit reports. Methodologies for the development of the annual audit plan and individual audits are also developed and maintained in the Directorate.
Document Types: Annual Audit Plan, completed audit reports and audit working papers. The Directorate also maintains materials required for the presentation of the annual audit plan and audit reports findings and recommendations to the CBSA Audit Committee.
Record Number: CBSA STR 010

Briefing and Parliamentary Affairs (BMP)
Description: Information on written and oral questions in Parliament and other information required b y Parliament, its committees, or other government institutions.
Document Types: Order Paper questions and petitions; question period; government and private members; bills; motions for the production of papers; parliamentary committees; tabling of annual reports and returns.
Record Number: CBSA STR 002

Cabinet and Intergovernmental Affairs
Description: Information on Cabinet submissions as well as information on interdepartmental initiatives that impact the CBSA or in which it plays an active role.
Document Types: Records include Cabinet briefings, Cabinet documents and briefing material on interdepartmental meetings.
Record Number: CBSA STR 011

Business Strategies and Concepts
Description: Business Strategies and Concepts Unit, Strategy and Coordination Branch, is responsible for CanSim (border simulation computer model); coordination of CBSA position/portfolio input to PS and providing CBSA input to new and emerging border initiatives at a multiagency and bi-national level.
Document Types: Recommendations to Senior Management on CBSA business and documents, including position papers, decks and aide-memoirs; briefing material on interdepartmental meetings; briefing material for Senior Management in preparation for pre-Cabinet or Parliamentary Committee meetings; information on border processing practices such as processing times, examination rates, etc.
Record Number: CBSA STR 012

United States Relations
Description: The United States Relations unit, Strategy and Coordination Branch, manages the Canada Border Services Agency's (CBSA) overall bilateral border relations with the U.S., provides analysis and advice concerning this partnership and acts as the primary point of contact with U.S. officials.
Document Types: Briefing material for senior management on Canada-U.S. strategic policy issues as well as material pertaining to the Shared Border Accord, Smart Border Declaration and associated initiatives on Canada-U.S. relations, including: Briefing notes/books and presentations, Framework documents, position papers, recommendations, and Memoranda and letters, Coordination/planning for meetings/conferences, such as: The Shared Border Accord Coordinating Committee (SBACC) meetings, visits to Canada of senior U.S. Department of Homeland Security, Customs and Border Protection and U.S. Immigration and Customs Enforcement officials, and other key bilateral meetings of senior CBSA officials with their U.S. counterpart.
Record Number: CBSA STR 013

Corporate Planning and Research
Description: Information on the Agency's corporate planning and reporting, and corporate research and statistics.
Document Types: Strategic and operational planning, Environmental Scan, Enterprise Risk Profile and Integrated Risk Management Framework, Report on Plans and Priorities, Departmental Performance Report, Management Accountability Framework, Corporate Statistics, Socio-Economic Research, Senior Management Performance Management Agreements, Management Resources and Results Structure / Program Activity Architecture, Performance Measurement Framework.
Record Number: CBSA STR 003

Evaluation
Description: Manages evaluation activities in the CBSA, conducts evaluations and special studies, and provides advice and guidance on evaluation and results-based management and accountability frameworks to CBSA management.
Document Types: CBSA Evaluation Plan, results-based management and accountability frameworks, evaluation strategies, evaluation study and special study reports.
Record Number: CBSA STR 004

International Representation
Description: Information on Agency activities with various international organizations.
Document Types: World Customs Organization (WCO) ; World Trade Organization (WTO) ; Asia-Pacific Economic Cooperation (APEC); Four Country Conference (FCC); Customs Caribbean Law Enforcement Conference (CCLEC); and others.
Access: Filed by subject; organizations, by name; and trade negotiations, by country.
Record Number: CBSA STR 005

Privacy Impact Assessment (PIA) Related Records
Description: Records pertaining to Privacy Impact Assessment submissions.
Document Types: Correspondence and documents relevant to PIA issues for the Agency.
Record Number: CBSA STR 006

Regulations and Remissions
Description: Information on the development and amendment of regulations under the Customs Act, the Customs Tariff, Excise Act, Excise Act 2001 and the Immigration and Refugee Protection Act, and recommendations on requests for remission of customs duties and other taxes.
Document Types: Research, correspondence and recommendations on proposed regulations and remissions.
Access: Filed by subject.
Record Number: CBSA STR 008

Standard Classes of Records

Please see the Introduction to this publication for the descriptions of Standard Classes of Records.

Access to Information and Privacy Requests

Accounts and Accounting

Acts and Legislation

Administration

Administration and Management Services

Audits

Automated Document, Records, and Information Management Systems

Boards, Committees and Councils

Budgets

Buildings

Buildings and Properties

Business Continuity Planning

Classification of Positions

Communications

Disclosure to Investigative Bodies

Equipment and Supplies

Finance

Furniture and Furnishings

Hospitality

Human Resources

Information Technology Services

Lands

Occupational Health and Safety

Office Appliances

Official Languages

Pensions and Insurance

Personnel

Physical Security

Proactive Disclosure

Procurement and Contracting

Recruitment and Staffing

Relocation

Salaries and Wages

Staff Relations

Training and Development

Travel

Utilities

Vehicles

Institution-Specific Personal Information Banks

Admissibility Branch

Complaints
Description: The bank consists of investigation reports and replies to complaints from individuals who have experienced difficulties at customs. Information may also be retained in Customs Officer's notebooks – Customs form # CE1.
Class of Individuals: Members of the general public.
Purpose: The purpose of this bank is to maintain a record of complaints related to personnel and procedures.
Consistent Uses: To provide ongoing statistical reports to senior management and regional management on the number and types of complaints by mode and location.
Retention and Disposal Standards: Files are retained for five years and destroyed.
RDA Number: 2000/033
Related Record Number: CBSA OPS 003
TBS Registration: 000005
Bank Number: CBSA PPU 003

Confirmation and Tracking System (CATS)
Description: This bank contains information resulting from inquiries regarding an immigration warrant, an individual's status, a criminal record, a document confirmation, a photo request, a fingerprint request or other related matters. Immigration CATS entries may contain the following information: Information on the caller: surname, given name, phone number, badge number, agency name, city and caller type. It may also contain information on an individual: FOSS ID number, CRS ID number, citizenship certificate number, gender, surname, given name, country of birth, date of birth, call reason, warrant, non warrant and remarks field.
Class of Individuals: Individuals who have called for one of the reasons stated above, Permanent or Temporary Residents, and Convention Refugees.
Purpose: The CATS database is used to record all incoming calls in order to follow-up on cases that require evaluation, auditing, training purposes, and for further investigation. The database captures information on the call as well as information on an individual.
Consistent Uses: The database is used for internal statistical purposes.
Retention and Disposal Standards: The information in this bank is retained for ten years after the last administrative use and then destroyed.
RDA Number: 00/033
Related Record Number: CBSA ENF 003
TBS Registration: 005315
Bank Number: CBSA PPU 004

Recourse Directorate (Adjudications Program) Records
Description: The bank contains records of appealed enforcement actions, which includes personal information, as well as details pertaining to the enforcement action.
Class of Individuals: Travellers, importers, exporters and transportation companies, brokers, and warehouse operators.
Purpose: The principal purpose of the record is to assist Adjudicators and Officers of the Recourse Directorate in determining whether there is a contravention under the law and if the monetary terms should be mitigated or cancelled, or goods forfeited or returned. The records are also used for reporting purposes.
Consistent Uses: None.
Retention and Disposal Standards: Automated and paper records, including reports, are retained for six (6) years after the file is closed.
RDA Number: 2000/033
Related Record Number: CBSA ENT 018
TBS Registration: 000011
Bank Number: CBSA PPU 005

Customs Brokers – Professional and Qualified Status
Description: A database is maintained on the computers in the Broker Licensing and Account Security Section.
Class of Individuals: The database lists individual candidates who have successfully completed the "Qualifying" or "Professional" customs brokers' examination.
Purpose: The purpose of this bank is to maintain a record of all persons who have successfully completed one or both of the customs brokers' examinations and to record the customs brokerage firm under whose license authority they transact business. As some individuals may lose their status by being absent from the brokerage industry for a period of time in excess of one year, the database allows the determination of candidates who have "lost" their status and would be required to re-qualify in order to assume certain positions with licensed customs Brokerage firms. Individuals who have been appointed to "qualified positions" with licensed Brokerage firms would also be recorded on the individual's brokerage firm's files. It should be noted that the Qualified Person requirements is no longer in effect and that no further records will be maintained for the Qualified Person. The Qualified Officer requirement remains and records will continue to be maintained for these individuals. The information on the database is mostly available on brokers' files (7637-2/Name of Broker).
Consistent Uses: None.
Retention and Disposal Standards: Files are retained for seven years, and then destroyed. RDA Number: 2000/033
Related Record Number: CBSA ENT 021
TBS Registration: 000009
Bank Number: CBSA PPU 006

Duty Free Shop Applicants (Land Border)
Description: This bank contains application packages submitted to the Agency from individuals interested in operating a duty free shop at the land border and the Agency's evaluation as to their suitability.
Class of Individuals: Residents of Canada who are Canadian citizens or permanent residents and who are from the small or medium business sector.
Purpose: The purpose of this bank is to maintain application packages and related assessments.
Consistent Uses: None.
Retention and Disposal Standards: Files of unsuccessful applicants are retained for a period of two years, and then destroyed, and files of successful applicants (operators) are retained for a period of ten years, and then destroyed.
RDA Number: 2000/033
Related Record Number: CBSA ENT 023
TBS Registration: 000012
Bank Number: CBSA PPU 007

Passenger Information System (PAXIS)

Pre-examination of Travellers – Alternative Reporting Programs for Travellers – CANPASS
Description: Travellers wishing to participate in a pre-approval application process to determine eligibility for expedited Customs and immigration clearance programs, i.e. dedicated lanes at land borders, and kiosks at airports, will apply on an application form and provide some or all of the following types of information, as required by each program: Name; Date and Place of Birth; Address Information; Telephone Numbers; Criminal Record; Parental or Legal Guardian Consent for Minors; Proof of Citizenship; Employment History; Biometric Data; Purpose of Travel; and Credit Card Number.
Class of Individuals: Canadian and United States citizens including permanent residents and resident aliens who have continuously resided for a period of three years in either Canada or the United States, or a combination or those countries, immediately before the date of application as well as Canadian and American citizens posted to diplomatic missions and consular posts abroad.
Purpose: To determine if an applicant can be approved to participate in an expedited customs and immigration clearance program. Approval and rejection are based on criteria developed by participating agencies for each program. The primary agencies involved in expedited clearance programs are the Canada Border Services Agency; and United States Customs and Border Protection
Consistent Uses: Information provided may be shared with the participating agencies and with other government law enforcement agencies to determine eligibility. Applicants are rejected or approved by each agency based on information provided by the applicant and the performance of a security check assessed against joint program eligibility also according to each agency's individual criteria
Retention and Disposal Standards: Files are retained for a minimum of two years, for as long as memberships are active, and for longer periods, as required to satisfy each program's administration requirements and then are destroyed.
Related Record Number: CBSA ENT 003
RDA Number: 2000/033
TBS Registration: 002788
Bank Number: CBSA PPU 009

Travellers Entry Processing System (TEPS) / Travellers National Database System (TRANDS)
Description: This bank consists of information captured from travellers B15 – Casual Goods Accounting Document and K21 General Receipt. TEPS captures the information at the time of importation and TRANDS retrieves the information for management reporting purposes. The information consists of the traveller's name, address, commodity information and duty/tax summary.
Class of Individuals: Members of the general public.
Purpose: TEPS – Assists the Border Service Officers in the assessment and collection of duties, taxes and other relevant data on travellers' importations. TRANDS – Provides B15 data for Agency queries.
Consistent Uses: The information is used primarily to provide the Agency, other government departments and outside agencies with financial and statistical data pertaining to travellers' importations.
Retention and Disposal Standards: Records will be maintained for a minimum of three years plus current fiscal year and will then be destroyed.
RDA Number: 2000/033
Related Record Number: CBSA ENT 040
TBS Registration: 003778
Bank Number: CBSA PPU 010

Comptrollership Branch

Security Investigations
Description: Contains investigative reports and correspondence with respect to security incidents and allegations and threats against employees.
Class of Individuals: Current or former employees and clients.
Purpose: The information is compiled to carry out necessary investigations and may be shared with other investigative agencies and/or police departments.
Consistent Uses: Used to inform the President of security incidents, allegations and threats against employees.
Retention and Disposal Standards: Records are retained for five years and then destroyed.
RDA Number: 98/001
Related Record Number: CBSA COM 002
TBS Registration: 002771
Bank Number: CBSA PPU 039

Service Contracts
Description: This bank contains the contract information for professional services entered into by the Canada Border Services Agency offices nationally.
Class of Individuals: Individuals who bid on, or are awarded, professional service contracts with the CBSA. Purpose: The purpose of this bank is to maintain a record of the terms and conditions of professional service contracts along with the fees and payment schedule for procurement reporting and audit purposes.
Consistent Uses: Access to these records will be provided to the parties concerned upon adequate proof of identification and/or authority.
Retention and Disposal Standards: Records in this bank are maintained for seven years after all actions are completed and then destroyed.
RDA Number: 99/003
Related Record Number: CBSA COM 001
TBS Registration: 003541
Bank Number: CBSA PPU 040

Unpaid Accounts
Description: This bank contains records of those importers who have unpaid accounts. When an importer fails to account for customs duties payable on imported goods within a specified time limit, his or her name is circulated to ports of entry within that region and to other regions across Canada, depending on the circumstances.
Class of Individuals: Members of the importing public.
Purpose: The purpose of this bank is to maintain records of those importers who have unpaid accounts. The list of names is used to alert customs officials to detain the goods of those importers whose names appear thereon.
Consistent Uses: None.
Retention and Disposal Standards: Names are retained in this bank indeterminately.
RDA Number: 2000/033
Related Record Number: CBSA COM 003
TBS Registration: 000010
Bank Number: CBSA PPU 037

Enforcement Branch

Customs Enforcement

Assault Cases
Description: The bank consists of investigation reports and related correspondence as it relates to persons suspected of having committed an assault against border services officers. Information may also be retained in Customs Officer's notebooks – Customs form # CE1.
Class of Individuals: Members of the public.
Purpose: The purpose is to determine whether prosecution of the suspected individual is warranted.
Consistent Uses: The information is used to provide ongoing statistical reports to senior management and regional management on the number and type of assault cases.
Retention and Disposal Standards: Records are maintained for five years and destroyed.
RDA Number: 2000/033
Related Record Number: CBSA ENF 005
TBS Registration: 000006
Bank Number: CBSA PPU 012

Customs Seizure Records
Description: The bank contains seizure records, personal information about individuals who are suspected or known to be violators of the laws enforced in whole or in part by Agency officials. The bank also contains information on corporations companies and organizations that are known to have, or are suspected to have been involved in offences. Information may also be retained in Customs Officer's notebooks – Customs form #CE1.
Class of Individuals: Members of the general public.
Purpose: This information is used by the Agency, as well as by domestic and foreign law enforcement and investigative agencies, in the administration or enforcement of the laws especially as it concerns the laws relating to the importation and exportation of goods. Consistent Uses: In detention, prevention, or suppression of criminal activity and statistical purposes.
Retention and Disposal Standards: Records will be maintained for a minimum of ten years and will then be destroyed.
RDA Number: 2000/033
Related Record Number CBSA OPS 003
TBS Registration: 000007
Bank Number: CBSA PPU 015

Immigration Enforcement

Fugitive Information Bank
Description: The contents include photos, fingerprints and narrative descriptions of individuals of interest to the War Crimes Unit.
Class of Individuals: Persons of interest to the War Crimes Unit and/or subject to immigration warrants.
Purpose: To assist colleagues within the Department, police forces, and other enforcement partners with the identification.
Consistent Uses: Information is shared with the Royal Canadian Mounted Police (RCMP), Canadian Security Intelligence Service (CSIS) (SIS PPU 005 / SRS PPU 005), and the U.S.A. Department of Homeland Security.
Retention and Disposal Standards: Records are retained for execution of warrant or person(s) of interest, and subject to the Immigration and Refugee Protection Act and then destroyed.
RDA Number: 90/002
Related Record Number: CBSA ENF 008
TBS Registration: 005200
Bank Number: CBSA PPU 020

Immigration Detainees Management System (IDMS)
Description: This MS Access file contains information on individuals held in detention centers in Quebec by CBSA. The file makes it possible to manage their detentions by producing reports on detainees (including children) being held in the Prevention Centre and in other detention facilities in Quebec. It also makes it possible to track the movements of detainees. The file contains the following information: family name, first name, date of birth, date of arrival and time of arrival reported at the Centre, sex, country of birth, office, number of dependants (spouse and children), type of detainee (criminal, refugee protection claimant or other), height, weight, colour of eyes, colour of hair, remarks (e.g., tattoo), reason for detention, notification to Youth Protection Directorate (YPD) cases (for children), on complaints made by the detainee, and the list of places visited by the detainees during the detention (bank, hospital, etc.). Individuals who wish to consult this information must provide their family name, first name, date of birth and preferably their Field Operations Support System identification number.
Class of Individuals: Individuals who are detained for immigration related processes.
Purpose: The main function of this file is to provide follow-up on the activities of individuals being held in the Immigration Prevention Centre in all centers in Quebec Region. Employees performing duties associated with detention management enter information gathered on detainees into a database.
Consistent Uses: None.
Retention and Disposal Standards: The data in this file is retained for a period of five years and then destroyed.
RDA Number: 90/002
Related Record Number: CBSA ENF 008
TBS Registration: 005194
Bank Number: CBSA PPU 021

Immigration Intelligence

Enforcement Information Index System (EIIS)
Description: This is part of Field Operations Support System (FOSS), a Citizenship and Immigration Canada owned system. This bank contains summary information gathered by Canadian or foreign law enforcement agencies or investigative bodies on persons whose entry and re-entry to Canada would be dangerous to Canadian security.
Class of Individuals: Persons seeking admission to Canada, and some permanent residents of Canada.
Purpose: This bank is used for identifying the above individuals and subjecting them to a more detailed immigration examination. Information is used to enforce the Immigration and Refugee Protection Act and may be used for internal audit purposes.
Consistent Uses: Information contained in the EIIS entry in FOSS may be shared because it belongs to the CBSA. Information may be shared with Foreign Affairs and International Trade Canada (DFAIT), the Immigration and Refugee Board of Canada (IRB), the Royal Canadian Mounted Police (RCMP) and the Canadian Security Intelligence Service (CSIS) (SIS PPU 005 / SRS PPU 005) to facilitate the examination and to conduct criminal and security investigations related to immigration/citizenship legislation. It may be shared with foreign governments pursuant to an agreement or arrangement in order to conduct a lawful investigation or administer or enforce any law. It may be provided to private sector research firms for the purposes of planning, statistics, research and evaluation.
Retention and Disposal Standards: Automated information is retained for 50 years. Band microfilmed information is retained for 15 years and then destroyed.
RDA Number: 88/012
Related Record Number: CBSA ENF 008
TBS Registration: 002370
Bank Number: CBSA PPU 025

Immigration Mail and Courier Tracking System (IMPACT)
Description: The database contains information related to documents and things seized under the authority of the Immigration and Refugee Protection Act. Information on known senders, shippers and receivers of the packages, of handling and seizure information and of the contents of packages and their disposal is all recorded and tracked.
Class of Individuals: Any person listed as a sender or receiver of a package that is detained by CBSA under the Customs Act and referred for a decision regarding seizure or release under the Immigration and Refugee Protection Act.
Purpose: To track information related to the process in terms of discerning patterns of activity and to respond to client requests for information on the results of processes.
Consistent Uses: Information is shared with the Canada Revenue Agency (CRA) in terms of the results of their examination processes and with the Royal Canadian Mounted Police (RCMP) in terms of possible prosecution under the Immigration and Refugee Protection Act.
Retention and Disposal Standards: Materials seized are held for a period of five years from the last administrative update.
RDA Number: 98/001
Related Record Number: CBSA ENF 008
TBS Registration: 005197
Bank Number: CBSA PPU 022

Immigration Warrant File
Description: Immigration warrant files may contain the following information regarding an individual: Family name, given name, aliases, nicknames, maiden name, date of birth, country and place of birth, country of last permanent residence, sex, marital status, photos, fingerprints, height, weight, eye colour, hair colour, race, appearance, marks, scars, tattoos, amputations, deformities, passport number, copy of passport, address, phone number, caution flags, employer, occupation, name and address of next of kin, date of arrest, port and date of entry, NCIC/CPIC printout and FOSS printout.
Class of Individuals: The information pertains to permanent and temporary residents, and failed convention refugees wanted on outstanding immigration warrants.
Purpose: The purpose of this bank is to aid CBSA in the apprehension of individuals with outstanding immigration warrants.
Consistent Uses: Information may be shared with all agencies that have access to the Canadian Police Information Centre (CPIC). This includes institutions, United States authorities and Interpol. Personal information relating to warrants and arrests for examination, admissibility hearings, removal from Canada or a proceeding that could lead to the making of a removal order by an immigration officer, and removal orders (departure orders, deportation orders and exclusion orders) issued by CBSA officers, and their execution, may be disclosed by media relations officers when they determine that the disclosure is necessary for the administration and enforcement of the Immigration and Refugee Protection Act and the detection, suppression and prevention of immigration offences.
Retention and Disposal Standards: Retained indefinitely, or until the warrant is executed, cancelled or removed from CPIC. Once executed, cancelled or removed from CPIC entire contents of warrant files are relayed to the Immigrant Case File–CIC PPU 042 and disposed of according to the standards of that bank.
RDA Number: 88/012
Related Record Number: CBSA ENF 008
TBS Registration: 005314
Bank Number: CBSA PPU 026

Integrated Customs Enforcement System (I.C.E.S.)
Description: The bank consists of information on past and potential customs violators. It allows border services officers at all ports to query against a database of selected cases. The database contains subject information (Name, Date Of Birth, Address, Identification) on individuals and businesses. Commodity information, penalty information and conveyance information. This information is provided by the subject through questioning, identification, receipts and invoices. Information may also be retained in Customs Officer's notebooks – Customs form # CE1. Class of Individuals: Members of the general public.
Purpose: The purpose is to assist border services officers in establishing the risk factor, assessing rates of duties. The information is used by the Agency for the enforcement of the Customs Act.
Consistent Uses: The information is used to identify individuals who have committed/or are suspected of infractions against the Customs Act, Excise Act, the Export Permits Control Act and Agriculture Canada.
Retention and Disposal Standards: Records will be retained for a minimum of six (6) years from the date of the offence, however, the records are not accessible after 6 years but are archived.
RDA Number: 2000/033
Related Record Number: CBSA ENF 009
TBS Registration: 004136
Bank Number: CBSA PPU 016

Mail Seizure Database
Description: This database contains electronic records of all mail seizures executed by Intelligence Unit personnel in the BC/Yukon Region. Data includes individual's name, address, status in Canada, client identification number of both the addressee and sender; date item detained by the CBSA; date examined or seized by Immigration; disposition of seizure; seizure type (partial or full seizure); seizure documents (document holder name, nationality of document, document type); comments, and mail carrier information (carrier name, shipping and control number).
Class of Individuals: The bank contains information on individuals whose mail has been seized by CBSA.
Purpose: The purpose of the database is to provide a detailed record of every mail seizure in the BC/Yukon Region in order to support the intelligence function.
Consistent Uses: Information may be considered in relation to immigration applications processed by Citizenship and Immigration (CIC PPU 039 / CIC PPU 042 / / CIC PPU 055) personnel and for intelligence reports regarding the movement of documentation into Canada. Information may be shared with the Royal Canadian Mounted Police (RCMP) for the purpose of investigations related to immigration legislation.
Retention and Disposal Standards: Paper records are retained for two years after the last administrative action. In some cases that involve complex issues/proceedings, they are kept for 10 years. As for automated records, they are retained for policy analysis purposes to monitor effectiveness of the program and are kept for 10 years and then destroyed.
RDA Number: 88/012
Related Record Number: CBSA ENF 008
TBS Registration: 005204
Bank Number: CBSA PPU 023

Modern War Crimes System-Classified (MWCS-C)
Description: This bank contains Protected B information on persons and information on places, events and organizations as they relate to modern war crimes and crimes against humanity. The bank may include information gathered by Canadian or foreign investigative bodies and law enforcement agencies, however, it mostly contains information gathered from open sources, particularly reports of international organizations and human rights groups and information from screening tools developed internally. The bank also includes information on persons who have never made an application for admission to Canada, but whose names appear in reports related to war crimes or crimes against humanity.
Class of Individuals: Persons seeking admission to Canada, as well as those already in Canada as visitors, permanent residents of Canada, Citizens and Temporary Resident permit holders who are known to engage or are suspected of engaging in war crimes and / or crimes against humanity. Purpose: Information contained in this bank may be used in the administration and enforcement of citizenship and immigration legislation.
Consistent Uses: The information may be disclosed to the Canadian Security Intelligence Service (CSIS) (SIS PPU 005 / SRS PPU 005) and the Royal Canadian Mounted Police (RCMP) for the purpose of conducting investigations related to immigration and citizenship legislation. It may also be disclosed to provincial authorities for assessment under the terms of an agreement or arrangement. Uses also include the sharing of information with Solicitor General Canada, CSIS, Financial Transactions and Reports Analysis Centre of Canada (FINTRAC) (FINTRAC PPU 020), the Department of Justice (JUS PPU 110) and the RCMP where these uses are pursuant to the law. Information may also be disclosed to various foreign governments, law enforcement bodies and detaining authorities with respect to the administration and enforcement of immigration and citizenship legislation. Other uses may include the sharing of information with the Immigration and Refugee Board of Canada, Foreign Affairs and International Trade Canada (DFAIT) as well as with provincial or municipal government departments under the terms of an agreement and for research purposes. It may also be shared with foreign governments under the terms of an agreement or arrangement in order to conduct a lawful investigation or administer or enforce any law. Information obtained from DFAIT, Health Canada, the Immigration and Refugee Board of Canada (that are contained in IRB PPU 105 – Immigration Appeal Board Records, IRB PPU 110 – Immigration Appeal Division Records, IRB PPU 115 – Convention Refugee Division Records, and IRB PPU 145 – Research Director, Claim Specific Information), CSIS, the RCMP and some provincial government departments may be matched for the purpose of administering or enforcing the immigration and citizenship legislation.
Retention and Disposal Standards: Information regarding person's known to have engaged or are suspected of engaging in activities contrary to the immigration and the citizenship legislation is retained for up to 65 years. Upon expiry of the retention period, Library and Archives Canada will preserve some of the records for archival purposes. The rest will be destroyed.
RDA Number: 88/012
Related Record Number: CBSA ENF 008
TBS Registration: 005208
Bank Number: CBSA PPU 028

Modern War Crimes System-Open (MWCS-O)
Description: This bank contains open source information on persons, places, events and organizations as they relate to modern war crimes and crimes against humanity. The information is gathered from reports of international organizations, human rights groups, news reports and information from screening tools developed internally. The bank may include information gathered by Canadian or foreign investigative bodies and law enforcement agencies.
Class of Individuals: Persons who have never made an application for admission to Canada, but whose names appear in open source reports related to war crimes or crimes against humanity and who are known to engage or are suspected of engaging in activities contrary to the Immigration and Refugee Protection Act. Purpose: Information may be used to refuse admission to Canada.
Consistent Uses: The information may be disclosed to the Canadian Security Intelligence Service (CSIS) (SIS PPU 005 / SRS PPU 005) and the Royal Canadian Mounted Police (RCMP) for the purpose of conducting investigations related to Immigration legislation. It may also be disclosed to provincial authorities for assessment under the terms of an agreement or arrangement. Uses also include the sharing of information with Solicitor General Canada, CSIS, the Department of Justice (JUS PPU 110) and the RCMP where these uses are pursuant to the law. Information may also be disclosed to various foreign governments, law enforcement bodies and detaining authorities with respect to the administration and enforcement of immigration legislation. Other uses may include the sharing of information with the Immigration and Refugee Board of Canada, (IRB) Foreign Affairs International Trade Canada (DFAIT) as well as with provincial or municipal government departments under the terms of an agreement and for research purposes. It may also be shared with foreign governments' authorities under the terms of an agreement or arrangement in order to conduct a lawful investigation or administer or enforce any law. Information obtained from DFAIT, Health Canada, the IRB (that are contained in IRB PPU 105–Immigration Appeal Board Records, IRB PPU 110–Immigration Appeal Division Records, IRB PPU 115–Convention Refugee Determination Division Records, and IRB PPU 145–Research Directives, Claim Specific Information), CSIS, the RCMP and some provincial government departments may be shared for the purpose of administering or enforcing immigration legislation and to administer and conduct the appeals process under the Immigration and Refugee Protection Act.
Retention and Disposal Standards: Information regarding persons known to have committed war crimes or crimes against humanity is retained for 65 years. Upon expiry of the retention period, some of the records will be preserved by the Library and Archives Canada for archival purposes and the rest will be destroyed.
RDA Number: 88/012
Related Record Number: CBSA ENF 008
TBS Registration: 005207
Bank Number: CBSA PPU 029

Policy and Program Development Enforcement Data System
Description: This bank contains information from the enforcement records of persons who have come under examination at a port of entry or investigation at an inland Canada Immigration Centre. This bank is a subsystem (batch system) of the Field Operations Support System (FOSS). The bank includes a report from an immigration officer and a record of the inquiry, appeal and removal process. Records may include name, address, birth date, country of birth, enforcement action undertaken (i.e. a report, arrest, inquiry or removal under the Immigration and Refugee Protection Act), and the date and place of each event in the process. The deportation order is available on persons subject to the removal process from January 1, 1973. The bank includes the electronic collection and use of fingerprints, digital photographs and personal histories of refugee and immigrant applicants to Canada. Some of the information may be duplicated in the Immigrant Case File–CBSA PPU 042 and the Permanent Resident Data System–CBSA PPU 053. Persons seeking access to this information should supply their name, date of birth, approximate date of entry to Canada and port of entry.
Class of Individuals: Persons who have been subject to the enforcement provisions of the Immigration and Refugee Protection Act of Canada.
Purpose: The purpose of this bank is to help determine the admissibility of persons to Canada or the right of persons to remain in Canada, and to produce statistical reports in support of the enforcement function.
Consistent Uses: Information is also used by the Department of Human Resources and Social Development Canada (HRSDC) and by the Immigration Appeal Division of the Immigration and Refugee Board of Canada (IRB). Other uses may include sharing information with Canadian Security Intelligence Service (CSIS) (SIS PPU 005 / SRS PPU 005), the Department of Justice (JUS PPU 110), Solicitor General Canada and other divisions of the IRB. Information may be shared between the IRB's Immigration Appeal Division–IRB PPU 110 and Adjudication Division–IRB PPU 140. Information may be shared with the Royal Canadian Mounted Police (RCMP) and the CSIS for the purpose of conducting security reviews or investigations related to immigration legislation. The bank electronically discloses fingerprints and personal histories to the RCMP for data matching and security checks with foreign government law authorities. The information is used to aid the officers at the Primary Inspection Line (PIL) in referring persons to secondary, for further examination as well as for the purpose of determining eligibility for the Alternate Inspection Systems (AIS). It is also shared with foreign governments under the terms of agreements/arrangements and the purpose of lawful investigations or the enforcement of any law.
Retention and Disposal Standards: Paper records are normally retained ten years after the last administrative action and then destroyed.
RDA Number: 90/002
Related Record Number: CBSA ENF 008
TBS Registration: 005218
Bank Number: CBSA PPU 032

Screening Referral Request (SRR) and Secure Tracking System
Description: The Screening Referral Request system (SRR) is a web-based application accessible via the SIGNET. The system allows Missions to electronically and simultaneously refer cases to the National Headquarters (HQ) of the Canada Border Services Agency (CBSA) as well as to partners involved in the screening of foreign nationals. The concept of SRR is to provide a standard means of sending information that complies with the current screening procedures.
Class of Individuals: Persons seeking admission to Canada, as well as those already in Canada as visitors and Temporary Resident Permit holders and who are suspected of engaging in activities contrary to the immigration/citizenship legislation.
Purpose: Information contained in this bank may be used in the administration and enforcement of citizenship and immigration legislation.
Consistent Uses: The information may be disclosed to the Canadian Security Intelligence Service (CSIS) (SIS PPU 005 / SRS PPU 005) and the Royal Canadian Mounted Police (RCMP) for the purpose of investigations related to immigration and citizenship legislation. It may also be disclosed to provincial authorities for assessment under the terms of an agreement or arrangement. Uses also include the sharing of information with Solicitor General Canada, CSIS, the Department of Justice (JUS PPU 110) and the RCMP where these uses are pursuant to the law. Information may also be disclosed to various foreign governments, law enforcement bodies and detaining authorities with respect to the administration and enforcement of immigration/citizenship legislation. Other uses may include the sharing of information with the Immigration and Refugee Board of Canada, Financial Transactions and Reports Analysis Centre of Canada (FINTRAC) (FINTRAC PPU 020, Foreign Affairs and International Trade Canada as well as with provincial or municipal government departments under the terms of an agreement and for research purposes. It may also be shared with foreign governments under the terms of an agreement or arrangement in order to conduct a lawful investigation or administer or enforce any law. Information obtained from Foreign Affairs and International Trade Canada, Health Canada, the CRA, the Immigration and Refugee Board of Canada [that contained in IRB PPU 105 (Immigration Appeal Board Records), IRB PPU 110 (Immigration Appeal Division Records) IRB PPU 115 (Convention Refugee Division Records), and IRB PPU 145 (Research Director, Claim Specific Information)], CSIS, the RCMP and some provincial government departments may be shared for the purpose of administering or enforcing legislation.
Retention and Disposal Standards: Case involving organized crime, is retained ten years from the last administrative action. Upon expiry of the retention period, some of these records will be preserved by the Library and Archives Canada. Information regarding known and suspected terrorists, and person known to have committed war crimes or crimes against humanity is retained for 50 years, the records are then destroyed.
RDA Number: 88/012
Related Record Number: CBSA ENF 008
TBS Registration: 005311
Bank Number: CBSA PPU 033

Seized Documents (Web Passport)
Description: This MS Access file contains data on documents that have been seized principally in the Quebec Region for verification. The file contains, in particular, the serial numbers of such documents as passports, visas, Records of Landing, etc. It also contains information on the holders of these documents, such as the family name, first name, date of birth, country of citizenship and country of birth. Individuals who wish to consult this information must provide their family name, first name and date of birth.
Class of Individuals: Holders of documents seized for verification.
Purpose: This database is used by officers and clerks of the Intelligence Unit of the Quebec Region, to ensure better follow-up of intercepted documents and thus avoid fraud.
Consistent Uses: None.
Retention and Disposal Standards: Indeterminate. Certain documents may be claimed by their holders.
RDA Number: 90/002
Related Record Number: CBSA ENF 008
TBS Registration: 005191
Bank Number: CBSA PPU 034

Support System for Intelligence (SSI)
Description: This bank contains information on persons who either arrive in Canada or attempt to gain access to Canada in contravention of IRPA, as well as persons known or suspected to have counselled or assisted, their movements. SSI assists CBSA to monitor the overall irregular movement of people to Canada by tracking irregular migrants at major Canadian airports, seaports, land borders, inland offices and overseas. Records in the bank may contain some or all of the following information: reports from CIC offices overseas, ports of entry and CBSA offices in Canada concerning persons who arrived or attempted to arrive in Canada without proper travel or identity documents; reports from CIC offices overseas, ports of entry, or CIC offices in Canada concerning persons who counselled or assisted any persons to enter Canada or seek to enter Canada improperly. Information may include personal biographical data, passport and identity document details, type of fraud, and details concerning persons who counselled or assisted the traveller to attempt to enter Canada improperly.
Class of Individuals: Persons who arrived in Canada or attempted to travel to Canada contrary to IRPA and persons who are known or suspected to have assisted or counseled such individuals. Purpose: Information contained in this bank may be used in the administration and enforcement of citizenship and immigration legislation.
Consistent Uses: The information may be disclosed to the Royal Canadian Mounted Police (RCMP) for the purpose of conducting investigations related to immigration legislation. Uses include the sharing of information with the Canadian Security Intelligence Service (CSIS) (SIS PPU 005 / SRS PPU 005), and the Immigration and Refugee Board of Canada (IRB) where these uses are pursuant to the law. Some information may be disclosed to various foreign governments, law enforcement bodies, and other authorities with respect to the administration and enforcement of immigration legislation. Some information may also be disclosed to transportation companies within the terms of their responsibilities under immigration legislation.
Retention and Disposal Standards: Under negotiation with the Library and Archives Canada.
RDA Number: 88/012
Related Record Number: CBSA ENF 008
TBS Registration: 005187
Bank Number: CBSA PPU 035

Travel and Identity Document System (TIDS)
Description: The databank contains the records of seizures of travel or identity documents made in the course of port of entry examinations or authorized investigations under the authority of the Immigration and Refugee Protection Act. Any travel or identity documents considered by Canada Post as lost are forwarded to CBSA for disposal and are recorded for tracking purposes. The databank may contain information on the person from whom the documents were seized, the reasons for detention, the types of documents, and the ultimate disposition of the documents.
Class of Individuals: Any person's documents seized by CBSA or referral to CBSA by Canada Post.
Purpose: The purpose of the databank is to record events and key information related to these seizures as well as track handling and disposition of the documents.
Consistent Uses: Could be shared with the RCMP for prosecution.
Retention and Disposal Standards: Documents are held for five years or until the case that they relate to has been finally determined and are then destroyed.
RDA Number: 90/002
Related Record Number: CBSA ENF 008
TBS Registration: 005198
Bank Number: CBSA PPU 036

Innovation, Science and Technology Branch

Passenger Information System (PAXIS)
Description: The Passenger Information System (PAXIS) contains personal information on travellers destined for Canada received under the Advance Passenger Information / Passenger Name Record (API/PNR) Program. API data includes the traveller's name, date of birth and other travel document information. PNR data is information contained in a reservation system that includes travel itinerary and check-in information. This information is analysed and queried against the Integrated Customs Enforcement System (ICES) and the Field Operations Support System (FOSS) in order to identify high-risk travellers. Access to API/PNR data is limited to CBSA officials performing targeting functions or intelligence activities. Over time, access to PNR information is progressively restricted. The High Risk Traveller Initiative (HRTI) also forms part of the API/PNR Program and is built into the PAXIS system. Under HRTI, travellers are risk-scored and Canada and the United States may share API/PNR, passage history, lookouts and related enforcement information on suspected high risk persons.
Class of Individuals: Travellers destined for Canada on commercial conveyances. Purpose: To identify persons related to serious transnational crimes such as terrorism, and the smuggling of drugs and humans. Consistent Uses: The CBSA may disclose the information provided to Canadian Government Departments and to Governments of Foreign States only in accordance with CBSA policy and guidelines supporting relevant legislation. Relevant legislation includes section 107 of the Customs Act, sections 9 and 10 of the Protection of Passenger Information Regulations of the Immigration and Refugee Protection Act, and subsection 8(2) of the Privacy Act.
Retention and Disposal Standards: Information retained in PAXIS is destroyed at 3.5 years from receipt. Where information relates to a person who is the subject of an investigation in Canada, it may be transferred to an enforcement system of the CBSA and be retained in that system for a period of no more than 6 years.
RDA Number: 90/002
Related Record Number: CBSA ENF 001, 008, 009, and CBSA ENT 003
TBS Registration: 005388
Bank Number: CBSA PPU 008

Pre-examination of Travellers – Alternative Reporting Program for Travellers – NEXUS
Description: Travellers wishing to participate in a pre-approval application process to determine eligibility for an expedited border clearance program, i.e. dedicated lanes at the border, kiosks at airports and marine reporting (recreational boating) will apply on an application form (on-line or paper) and provide the following types of information, as required: Name; Date and Place of Birth; Address Information; Telephone Numbers; Type, Make, Model and License Information for Conveyance; Criminal Record; Violation of Customs and/or Immigration Laws; Family Members; Parental or Legal Guardian Consent for Minors; Proof of Citizenship; Employment History; Purpose of Travel; and Credit Card Number. Data is entered and stored in the Global Enrolment Component (GEC).
Class of Individuals: Canadian and United States citizens including permanent residents and resident alien citizens who have continuously resided for a period of three years in either Canada or the United States, or a combination of those countries, immediately before the date of application as well as Canadian and American citizens posted to diplomatic missions and consular posts abroad.
Purpose: To determine if an applicant can be approved to participate in an expedited border clearance program. Approval and denial are based on criteria developed by participating agencies for each program. The primary agencies involved in expedited clearance programs are the Canada Border Services Agency and the United States Customs and Border.
Consistent Uses: Information provided may be shared among the participating agencies and with other government law enforcement agencies to determine program eligibility. Applicants are denied or approved by each agency based on information provided by the applicant and also according to each agency's individual criteria.
Retention and Disposal Standards: Files are retained for a minimum of two years, for as long as memberships are active, and for longer periods, as required to satisfy each program's administration requirements. The records are then destroyed.
RDA Number: 2000/033
Related Record Number: CBSA ENF 001
TBS Registration: 002788
Bank Number: CBSA PPU 031

Transit Without Visa (TWOV) Program and China Transit Trial (CTT)
Description: This bank describes personal information collected in support of the Transit Without Visa (TWOV) Program and the China Transit Trial (CTT) which allows foreign nationals of pre-approved countries who are in possession of a valid United States (US) visa and travelling on an authorized air carrier to transit through a participating Canadian airport to and from the US without having to obtain a Canadian transit visa. The personal information collected includes surname, first name and initial or initials of any middle names, date of birth, citizenship or nationality, travel document used (e.g. passport), issuing country and document number, and U.S. Visa number.
Class of Individuals: Foreign nationals from pre-approved countries transiting through a participating Canadian airport to and from the United States on an approved airline. Purpose: To monitor compliance of the TWOV Program and the CTT and to identify the number of passengers who travelled on approved airlines and who used the TWOV Program or CTT. The personal information will be collected directly from the affected individuals by asking them to voluntarily complete a Transit Without Visa card upon arrival.
Consistent Uses: The information collected will be used internally for monitoring, evaluation and statistical purposes. This is consistent with section 7 of the Privacy Act. Information collected will be compiled, analyzed and summarized in statistical reports with the personal information removed. Statistical reports may be shared with Citizenship and Immigration Canada (CIC) to monitor the effectiveness of the program.
Retention and Disposal Standards: Completed Transit Without Visa Cards will be retained for two years from the date the cards were completed and then destroyed. Statistical Reports will be maintained in electronic format as long as required for evaluation and monitoring purposes and then destroyed.
RDA Number: 2000/033
Related Record Number: CBSA ENF 008; CBSA ENT 003
TBS Registration: 008395
Bank Number: CBSA PPU 011

Standard Personal Information Banks

Please see the Introduction to this publication for the descriptions of Standard Personal Information Banks.

Access to Information and Privacy Requests

Applications for Employment

Business Continuity Planning

Disclosure to Investigative Bodies

Electronic Network Monitoring Logs

Executive Correspondence Management Systems

Governor in Council Appointments

Hospitality

Internal Communications

Members of Boards, Committees and Councils

Personnel Security Screening

Professional Services Contracts

Public Communications

Relocation

Security Video Surveillance and Temporary Visitor Access Control Logs and Building Passes

Travel

Manuals

Access to Information Manual
Acquisition Card
Administrative Monetary Penalty System Reference Manual
Admissibility (AD)
Advance Passenger Information
Appraisal Handbook
Border Services Officer Handbook on Immigration
Casual Employment Manager's Guide
Casual Refund System (CRS)
CBSA Contracting Policy
Citizenship and Immigration Reference
Citizenship Policy Manual (CP)
Citizenship Registration Manual
Classification List
Coding Manual (COD)
Community Relations Handbook
Comptrollership Manual
Corporate Records Management
Critical Illness Stress Management (CISM) Guidelines and Standard Operating Procedures
Employee Assistance Program (EAP) Guidelines
Enforcement Manual (ENF) Enforcement and Control (EC)
File Retention Policy–Archiving
Financial Accounting Manual
Financial Administration Control Framework
Financial Coding Manual
Financial Policy Manual
Foreign Worker Manual (FW)
Guide for Transporters
Guide to Administration Services
Guide to Handling Public Money
Guidelines for Briefing Notes for the Minister and the Deputy Minister
Guidelines for Corporate Committees at Citizenship and Immigration Canada
Guidelines for Minister and Deputy Minister's Correspondence
Guidelines for Processing Business Category Applications by Source Country
Human Resources Management Manual
Human Rights Manual
Immigration and Refugee Protection Act and Regulations
Information Control Manual
Information Sharing Manual (IN)
Inland Processing Manual (IP)
Inland Services Procedures Manual
Instrument of Human Resources Signing Authorities (March 1998)
Integrated Customs Enforcement System User Reference Manual
Interventions Procedures Guidelines
Investigations Manual
Isolated Posts
Overseas Processing Manual (OP)
Performance Measures Reference Manual
Point of Service User Guide (POS+2000)
Privacy Manual
Project Manager's Handbook
Protected Persons (PP)
Radio Communication – Policy, Processes and Procedures
Recorded Information Management Policy and Procedures Manual
Reference Manual (IR)
Reporting and Liaison Handbook
Security Policy and Procedures Manual
Service Delivery Framework
Telework Handbook
Trade Verification Manual
Training and Education Allowance Guide
Traveller Processing
Use of Force Disengagement Guide
War Crimes–Abusive Regimes Training
Workforce Adjustment Guide

Additional Information

Please see the Introduction to this publication for information on access procedures under the provisions of the Access to Information Act and the Privacy Act.

For additional information about the programs and activities of the Canada Border Services Agency, please contact:

Canada Border Services Agency
191 Laurier Avenue West
Ottawa, Ontario K1A 0L8

Telephone: 1-800-461-9999

Enquiries: Border Information Service 1-800-461-9999
Outside Canada 1 -204-983-3500 or 1-506-636-5064 (long distance charges may apply)
Access to Information / Privacy: 613-941-7431
Additional information is available on www.cbsa-asfc.gc.ca

Reading Room

In accordance with the Access to Information Act, an area on the premises of this institution has been designated as a public reading room. The address is:

National Capital Region
Sir Wilfred Laurier Building
340 Laurier Avenue West, 10th Floor
Ottawa, Ontario

Canada Border Services Agency

Info Source

Sources of FederalGovernment Information2008