Accounts Payable Files
Description: Files contain the names and addresses of firms and individuals; invoices for services rendered or products provided, detailing the amount owing and any supporting documentation to substantiate the account. Original accounts payable vouchers, together with supporting documentation, are filed by the names of the supplier and individuals. Access to this bank will require name, address and date of account.
Class of Individuals: Individuals, firms, employees.
Purpose: The purpose of this bank is to maintain information on the payment of accounts owing to firms or individuals for having provided a service or sold products to the Corporation or for the payment of travel advances and the reimbursement of travel expenses to Corporation employees.
Consistent Uses: Used to substantiate and issue cheques or reimbursement for the aboved-noted expenses, fees, claims and others payments; and for planning, budgeting and audit purposes.
Retention and Disposal Standards: The retention period for original accounts payable vouchers, together with supporting documentation is seven years and then destroyed.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 00294
Bank Number: JCCBI PPU 130

Accounts Receivable Files
Description: Files contain the names and addresses of firms and individuals, details of the amounts owing and any supporting documentation to substantiate the account. Access to this bank will require name and address.
Class of Individuals: Individuals, firms.
Purpose: The purpose of this bank is to maintain information on the recovery or payment of monies owing to the Corporation.
Consistent Uses: Billing third-parties for lease or others uses of Corporate lands and structures or for damages incurred to structures.
Retention and Disposal Standards: Seven years and then destroyed.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 00295
Bank Number: JCCBI PPU 135

Acquisition Contracts for Supply of Equipment and Materials
Description: This bank contains an estimate of the total cost of the equipment, purchase requisitions and specifications, tender and contract documents, list of prospective tenderers, tenders submitted by suppliers, analysis of tenders submitted, documentation awarding the contract, a contract signed by the contractor and the Corporation, correspondence and documentation for payment of the contract. The filing sequence is by contract number, with a brief description of the contract work appearing on the file cover. Access to this bank will require name, address and document number.
Class of Individuals: Firms.
Purpose: The purpose of this bank is to maintain information on the call and award of contracts for supply of materials and equipment.
Consistent Uses: The information is used for research purposes for future acquisition contracts.
Retention and Disposal Standards: Acquisition contracts are retained for the life of the equipment plus seven years and then destroyed.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 00273
Bank Number: JCCBI PPU 025

Acquisition, Sale and Transfer of Land and Immovable
Description: This bank contains information relating to the description of lands and immovable, appraisal reports for the acquisition, transfer or sale of lands and immovable. This bank contains offers to purchase or to sell, name and address of purchasers or vendors, authorization to buy or sell, the price of the transactions as well as a copy of the deed of sale or of purchase. The filing sequence is by transaction with the name of the purchaser or seller appearing on the file cover. Access to this bank will require name, address and document number.
Class of Individuals: Firms, individuals.
Purpose: The purpose of this bank is to maintain information on the sale or conveyance of land, together with any building that might be located thereon, to individuals or firms.
Consistent Uses: The information is used for reference purposes.
Retention and Disposal Standards: 30 years after sale of land or immovable provided 2 years have elapsed since the last activity on the file. Some files can be retained longer for administrative and legal purposes. After semi-active period and according to Corporate needs, files are transferred to National Archives of Canada.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 004473
Bank Number: JCCBI PPU 180

Claim, Accident Files
Description: This bank includes accident, investigation and claim reports, names and addresses of individuals or firms lodging claims or the names of persons involved in accidents. Access to this bank will require name, address and description of the reason for the claim or the accident.
Class of Individuals: Individuals, firms.
Purpose: The purpose of this bank is to maintain information relating to claims by or against the Corporation, debts due to or owed by the Corporation for damages or remuneration for losses suffered or incurred, motor vehicle accidents, equipment and property damages, fatalities and injuries occurring to individuals.
Consistent Uses: The information is used for reference purposes.
Retention and Disposal Standards: Accidents, fatalities, third-party injuries (other than staff), claims/debts due to or against the Crown are destroyed five years after settlement based on a sampling criterion.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 00293
Bank Number: JCCBI PPU 125

Lease Files
Description: This bank contains information relating to the property to be leased, requests for lease, name and address of person or firm leasing, appraisal report, establishment of amount of rental as well as a copy of the signed lease. The filing sequence is by document number with the name of the lessee appearing on the file cover. Access to this bank will require name, address and document number.
Class of Individuals: Firms, individuals.
Purpose: The purpose of this bank is to maintain information on the leasing of land, buildings, office accommodation and parking facilities by the Corporation as lessee or lessor.
Consistent Uses: The information contained in this bank is used for reference purposes.
Retention and Disposal Standards: 30 years after expiry provided 2 years have elapsed since the last activity on the file. Some files can be retained longer for administrative and legal purposes. After semi-active period and according to Corporate needs, files are transferred to National Archives of Canada.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 004472
Bank Number: JCCBI PPU 175

Licences
Description: This bank contains information relating to Licences, name and address of person or firm licensing, establishment of fees and a copy of the document. The filing sequence is by document number with the name of the firm or individual appearing on the file cover. Access to this bank will require name, address and document number.
Class of Individuals: Firms, individuals.
Purpose: The purpose of this bank is to maintain information on the granting of Licences to or by the Corporation for such privileges as drainage purposes, and powerline, pipeline and communication line crossing purposes.
Consistent Uses: The information contained in this bank is used for reference purposes.
Retention and Disposal Standards: 30 years after expiry provided 2 years have elapsed since the last activity on the file. Some files can be retained longer for administrative and legal purposes. After semi-active period and according to Corporate needs, files are transferred to National Archives of Canada.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 004471
Bank Number: JCCBI PPU 170

Major Maintenance Contracts (Construction, Repairs, Consulting)
Description: Files may contain an estimate of the total cost of the project, purchase requisition and specifications, tender and contract documents, list of prospective tenderers, tenders submitted by suppliers, analysis of tenders submitted, documentation awarding the contract, a signed contract, correspondence and documentation for payment of the contract. The filing sequence is by contract number with a brief description of the contract work appearing on the file cover. Access to this bank will require name, address, contract number and description of the contract.
Class of Individuals: Firms.
Purpose: The purpose of this bank is to maintain information on the call for tenders and award of contracts for construction, repair and consulting work related to major projects.
Consistent Uses: These files may be used for research purposes for future contracts.
Retention and Disposal Standards: Legal documents - 20 years; Technical documents - 20 years. Meetings - 10 years; Financial documents - 10 years; General correspondence - five years. Some legal and technical documents essential for each contract are kept indefinitely for research purposes for future work. After semi-active period and according to Corporate needs, files are transferred to National Archives of Canada.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 00298
Bank Number: JCCBI PPU 150

Purchase Orders and Tender Files
Description: Files may contain requisitions for items and assets, specifications or brochure describing the items, list of prospective tenderers, tenders submitted by suppliers, analysis of tender submitted and documentation awarding the purchase order. Access to this bank will require name, address and purchase order number.
Class of Individuals: Firms.
Purpose: The purpose of this bank is to maintain information on the call and award of orders for the purchase or supply of commodities, materials and equipment.
Consistent Uses: These files may be used as research for future purchase requirements.
Retention and Disposal Standards: Seven years and then destroyed.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 00297
Bank Number: JCCBI PPU 145

Regular Maintenance, Operation and Professional Service Contract Files
Description: Files may contain an estimate of the total cost of the project, purchase requisitions and specifications, tender and contract documents, list of prospective tenderers, tenders submitted by suppliers, analysis of tenders submitted, documentation awarding the contract, a signed contract, correspondence and documentation for payment of the contract. The filing sequence is by contract number with a brief description of the contract work appearing on the file cover. Access to this bank will require name, address, contract number and description of the contract.
Class of Individuals: Firms, individuals.
Purpose: The purpose of this bank is to maintain information on the call and award of regular maintenance contracts, such as lawn care, road sweeping, work teams, supervision of work teams, snow removal and salt, local paving repairs and replacement of guardrails, cleaning of expansion joints and structures. Operations contracts, such as road markings, vehicle towing and repairs, lane signals and lights, remote surveillance and police services. Professional service contracts, such as consulting, legal services, communications, auditing, laboratory, informatics, office automation, publishing and graphic production services.
Consistent Uses: These files may be used for research purposes for future contracts.
Retention and Disposal Standards: Legal documents - seven years. Technical documents - 20 years. Meetings - seven years. Financial documents - seven years. General correspondence - seven years. Some legal and technical documents essential to each contract are kept indefinitely for research purposes for future work. After semi-active period and according to Corporate needs, files are transferred to National Archives of Canada.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003and JCCBI ES 004
TBS Registration: 00299
Bank Number: JCCBI PPU 155

Suppliers' Files
Description: The bank contains letters of solicitation, names and addresses of firms or individuals and information or literature describing the services or products available from the suppliers. Access to this bank will require name and address.
Class of Individuals: Individuals, firms.
Purpose: The purpose of this bank is to maintain records on suppliers of services or products.
Consistent Uses: The bank is used to select suppliers.
Retention and Disposal Standards: Five years and then destroyed.
RDA Number: 98/027
Related Record Number: JCCBI CHJ 001, JCCBI HM 002, JCCBI TM 003 and JCCBI ES 004
TBS Registration: 00296
Bank Number: JCCBI PPU 140