Assets and Facilities (AF)
Description: These records relate to the management of CPC's real property (land, buildings) and physical assets (facilities, physical work environments, worksites, material goods). Includes information related to the purchase, leasing, sale, transfer and disposal (write-off) of these properties and/or assets as well as their ongoing maintenance and the processes involved with all aspects. Related material may consist of information about the selection and maintenance of utilities (air conditioning, heating, lighting, water), janitorial and cleaning agreements, contract negotiations with service providers, alarm system selection and maintenance, fire prevention systems and alarms.
Document Types: Acquisition plans, maintenance agreements, procedures and criteria for acquiring real property, building plans/blueprints/ designs, construction plans or specifications, property control logs, damage investigations and reports, signage, problem reports, resolution processes and reports, legal agreements, leases, rental agreements, property inspection reports.
Record Number: CPC-AF-1

Communication (C)
Description: These files refer to the business processes associated with internal and external communications (messages to employees and external audiences), event planning and coordination, public relations, industry relations, government and media relations, sponsorship, and correspondence administration (coordination, tracking). Records may include planning, response development and distribution of policy positions, responses to requests from the Minister and Parliament, media monitoring, and charitable contributions.
Document Types: Internal communications, external communications, public relations, event coordination, correspondence administration, correspondence tracking, government relations, media relations, industry relations, sponsorship, events, program planning, policy positions, Ministerial requests, parliamentary requests, media monitoring, communication with industry organizations, charitable contributions.
Record Number: CPC-C-2

Corporate Administration (CA)
Description: These files refer to the administration of teams, projects, and working groups that guide the development of CPC's corporate mandated activities, programs and services. These files include information related to business continuity and meetings, program management (initiative and project portfolios, projects in general), forms management (development, approval, circulation, etc), linguistic services (requests, intake, response, tracking and monitoring), graphic design services, and security (planning, investigation, analysis and reporting of security incidents). Records include planning for the continuation of CPC's services and resumption of business operations, documentation of internal meetings, the planning and implementation of business programs (operating parameters of programs, and the design and administration of key programs), project management (design, approval, and implementation and maintenance of projects).
Document Types: Emergency planning, preparedness, meeting administration, minutes of meetings, project portfolios, projects, process improvement, language services, official languages, resumption of business operations, internal meetings, business planning, project approvals, forms, security investigation, security incidents, reporting requirements, program activities.
Records Number: CPC-CA-3

Corporate Governance (CG)
Description: These files refer to the set of laws, procedures and common practices that determine the administration of committees, teams, projects, and working groups that guide the development of work products resulting from CPC's corporate mandated activities, programs and services. Records relate to administration (board, committee, subsidiary, policy, procedure, practice, compliance), strategic planning (corporate, business, market), planning (corporate business, operational), performance management (corporate, operational), corporate file, audit (external, internal), and control assurance. These files may include the proceedings of the Board of Directors and committees, development of corporate strategic plans, development of corporate business plans, corporate reporting, submission of formal corporate reports to external parties, auditing of CPC's internal processes and/or financial statements internally and externally, compliance requirements, internal policies governing the processes of the organization and how it conducts its business, corporate and functional practices and procedures. It also includes information access (requests, responses) privacy, privacy impact assessments, privacy incidents (requests, responses, privacy impacts assessments, reporting, investigation).
Document Types: Administration, committees, Board of Directors, subsidiary, strategic planning, corporate planning, business planning, market planning, operational planning, performance management, corporate file, internal audit, external audit, control assurance, compliance administration, policy administration, practice administration, procedure administration, Board proceedings, corporate reporting, corporate reports, internal process, financial statements, internal development, information access and privacy issues.
Record Number: CPC-CG-4

Finance (F)
Description: These files consist of complex business processes associated with the administration of treasury funds, forecasting of revenue, tax (provincial, federal, regional), administration of pension funds and corporate accounting. Records relate to ledgers, reporting and reconciliation (expenses in general, sub and security ledger accounts), accounts receivable administration, accounts payable administration, insurance administration, treasury and cash, forecasting and budgeting, and financial reporting. Files include records related to confirming that the general ledger and sub ledger accounts are balanced, cash disbursement activities, administration of corporate insurance, cash holdings, planning, forecasting, and budgeting, financial expenditures, financial reports, corporate decision-making, asset depreciation, corporate assets (physical, real property), and pension plans.
Document Types: Ledgers, reporting and reconciliation, accounts receivable, accounts payable, insurance claims, treasury, petty cash, annual forecasting, budgets, reconciliation, financial transactions, accounts, general ledger, sub ledger cash disbursement, corporate insurance, cash holdings, financial expenditures, taxes, costs, tracking of depreciation, corporate assets, real property, property management, taxes, pension plans.
Record Number: CPC-F-5

Human Resources (HR)
Description: These files are comprised of business processes associated with the administration of individual employees, recruitment, workforce planning and worker's compensation, in addition to other activities that support the management of human resources. Records relate to organization and positions, workforce planning, compensation administration, employment benefits administration, workers compensation, recruitment/staffing, individual employee administration, payroll administration, performance planning and evaluation, learning and development, workplace health and safety, employee health administration, and labour relations. Included are records resulting from managing organizational structure, analyzing corporate resource requirements for business areas, definition, operation and review of employee base and incentive compensation levels, analysis of candidates against a specified position profile, employee training requirements, and negotiation of collective agreements.
Document Types: Organization, positions, employee classification, compensation, employment benefits, workers compensation, recruitment, staffing, employee administration, payroll administration, performance planning and evaluation, employee reviews, health and safety, labour relations, organizational structure, corporate resources, compensation levels, benefit plans, position profiles, employee payroll, performance plans, appraisals, training, employee health, collective agreements.
Record Number: CPC-HR-6

Information and Technology (IT)
Description: These records pertain to the provision of technical services, infrastructure design and maintenance, system issues, data management, and responses to information security. Records include network and telecommunications administration, architecture administration, application development and management (monitoring, updating, maintenance, implementation), IT infrastructure, breakfix management, web publishing, records management (classification, information lifecycle, archiving, disposal), data management (design and maintenance), information security (investigations, monitoring, assessment, security controls), voice and data networks, overall system architecture, customization of off-the-shelf applications/products.
Document Types: Networks, telecommunications, IT administration, systems architecture, hardware and software development, software management, peripherals, hardware and software inventory, IT infrastructure, breakfix management, web publishing, information holdings, data management, information security, voice networks, data networks, application customization, information and technology applications, maintenance of information, technology systems, application registration, software licenses, web content, records disposal, database design, database maintenance, security controls.
Record Number: CPC-IT-7

Legal (L)
Description: These files refer to the administration of legal instruments (agreements, licenses, contracts), the provision of legal advisory services, dispute resolution services, rights management services, information access and privacy services, and assessing the legal implications of issues or initiatives. Records may relate to agreement administration (supplier, employment, corporate development, real property, service level, ad hoc), legal advisory (opinions, discussions), dispute resolution and litigation, licensing, rights management, regulation drafting, and ministerial orders. Files may also include negotiation of terms and conditions, the finalization of contracts, agreements, memoranda of understanding, settlements and contractual relationships with suppliers, employment contracts (employee, executive), transfer of real property, provision of services according to the terms of the agreement, general contractual relationships with third parties, non-contractual rights (creation, transfer, assignment), regulations, and ministerial orders to CPC.
Document Types: Agreement administration, supplier agreements, employment contracts, corporate development, real property agreements, legal advice, legal opinions, legal discussions, dispute decision, litigation, licensing, rights management, copyright, trademarks, patents, registration of intellectual property, regulation drafting, ministerial orders, terms and conditions, contracts, agreements, memoranda of understanding, settlements, contractual relationships, merges, acquisitions, real property, general contractual relationships, trials, hearings, threatened litigations, cancellation of licenses, non-contractual rights.
Record Number: CPC-L-8

Marketing (M)
Description: These files relate to the analysis, planning, establishment and ongoing adaptation to market changes, including the development, release, and promotion of new services or products to specific market segments through the Stage Gate process. Records include market research and analysis (new product / service development and administration, leveraging existing markets), promotion administration, competition, innovation process, and customer service (customer satisfaction, complaints), lifecycle of products or services (product/service launch, product/service removal).
Document Types: Market research, market analysis, new products, product development, service development, service administration, promotion administration, new markets, existing markets, market review, market research, competitors, competition, innovation, customer service, research and development, customer satisfaction, product testing, product/service lifecycle, product/ service launch, product/service removal.
Record Number: CPC-M-9

Operations (O)
Description: These files refer to the induction, processing, transport and delivery of various types of mail to meet the needs of CPC's commercial and retail customers. Records relate to mail in general (induction, processing, transport, delivery, network management, undeliverable mail), mail processing systems (delivery facilitation to or from the CPC network). Files may include information related to the transporting of mail (internationally, nationally and regionally, the delivery of mail by vehicle, letter carrier, postal box drop, community mail box drop or rural mail box drop within a local network), the network of facilities and resources that permit delivery or collection of mail, and management of all mail that has been deemed undeliverable.
Document Types: Mail induction, mail processing, mail transport, mail delivery, network management, undeliverable mail, CPC network, international mail, national mail and regional mail, vehicle delivery, letter carrier, postal drop box, mail box drop, rural mail box drop, facilities and resources, collection of mail, mail management.
Record Number: CPC-O-10

Sourcing (SO)
Description: These records refer to the business processes associated with the purchase of goods and services to support business operations (purchasing, procurement, RFPs, purchase requisitions, purchase orders, standing offers). The records also pertain to the acquisition and disposal of material goods, criteria for the selection of material goods and the processes for their acquisition, as well as the types of material goods acquired and used by employees of CPC such as office furniture and furnishings (desks, chairs, filing cabinets, storage cabinets, lighting fixtures, etc.), computer equipment (computers, servers, back up systems, zip drives, cables, routers, hardware cabinets, uninterrupted power sources, monitors, etc.), office appliances (calculators, fans, photocopy machines, shredders, facsimile machines, printers, etc.), office supplies (pens, paper, memory sticks, diskettes, etc.).
Document Types: Purchasing, procurement, goods and services, purchase requisitions, RFPs, service contracts, purchase orders, standing offers, catalogues, call-ups against standing offers, goods and real property, inventories, contracting procedures.
Record Number: CPC-SO-11

Sales (SS)
Description: These records pertain to the preparation and tendering of proposal packages in response to solicited and unsolicited interest expressed by third parties. These files also include sales of products or services to retail customers, CPC sales teams, opportunity qualification (assessment of customer needs), standard proposals, non-standard proposals, retail sales, and operations of CPC retail outlets.
Document Types: Sales teams, account management, opportunity qualification, proposals, retail sales, customer-needs assessment, retail outlets, customer service needs, product sales, service sales, solicited and unsolicited proposals, contract management, inventories, catalogues.
Record Number: CPC-SS-12

Service (SV)
Description: These files refer to managing customer accounts and establishing and maintaining a relationship with customers to ensure that needs are identified and addressed. Records relate to sales support, customer orders, customer inquiries, retail networks (corporate and franchise), merchandising and inventory control (corporate and franchise retail outlets), and claims administration. These files may also include records from managing the accounts of customers that have entered into sales agreements, and the administration of insurance product claims, product and service warranties, and indemnities.
Document Types: Sales, customer enquiries, claims, customer satisfaction, disputes, returns, insurance, customer accounts, account management, sales agreements, customer orders, customer inquiries, customer service, CPC retail network, return policies, corporate retail outlets, franchise retail outlets, stock, insurance, product claims, product warranties, service warranties, indemnities.
Record Number: CPC-SV-13