Business Development Bank of Canada

Info Source

Sources of Federal
Government Information
2008

Business Development Bank of Canada

General Information

Background

The Business Development Bank of Canada (BDC) is a Crown corporation which was established by an Act of Parliament effective October 2, 1975 as the Federal Business Development Bank (FBDB), and continued under its new name by an Act of Parliament on July 13, 1995. FBDB, in turn, had succeeded the Industrial Development Bank which was formed in 1944.

BDC's mandate is to support Canadian entrepreneurship by providing financial and management consulting services, giving particular attention to the needs of small and medium-sized enterprises. A network of branches across Canada provide the full range of BDC's services to small and medium-sized businesses located in each branch territory.

Responsibilities

BDC is responsible for acting as a complementary lender, providing funds by means of loans and equity financing to small and medium-sized businesses to fill out or complete services available from commercial financial institutions. Through its Investment Group, BDC is also responsible for providing venture capital and subordinate financing in addition to, or in place of, loans and guarantees.

Legislation

Business Development Bank of Canada Act (1995, c. 28)

Organization

BDC has a network of approximately ninety branches across Canada organized into areas reporting to a Head Office located in Montreal.

Corporate resources located in regional Service Centres and Head Office provide guidance to branches with respect to the application of established BDC policy and procedures. They also process financing applications for amounts exceeding branch limits.

The branches provide financing and consulting services to small and medium-sized businesses located within their particular territory. Enquiries and applications for financing and consulting support are received by branch personnel and processed in accordance with established policy and procedure.

Furthermore, enquiries and applications may be received through the Business Service Centre located in Head Office.

The various services and departments of BDC include the following.

Consulting Group (formerly Management Services Division)
The Consulting Group offers BDC's consulting services to help Canadian entrepreneurs strengthen their management capabilities.

BDC's consulting services provide entrepreneurs with the specialized support they need to enhance their business performance. Consulting in a variety of areas including finance and accounting, human resources, marketing, planning and general management is provided through a network of experienced business professionals and specialists.

Financial Services
Establishes and oversees policies and procedures with respect to the provision of financial assistance to small and medium-sized businesses. In addition, the Division oversees the management of BDC's loan portfolio for the entire life of all accounts. Most financing is provided in the form of loans for such purposes as purchasing fixed assets, replenishing working capital, refinancing, and financing a change of ownership. Guarantees may be provided to other financial institutions to enable a business to obtain an adequate line of credit. Through the operations of BDC Connex - BDC's "virtual bank" - BDC offers on-line access to its financial services.

Investment Group
Responsible for all equity, venture capital and subordinate financing. Its role is to act as a catalyst in stimulating the formation of risk capital for companies with high growth potential. It ensures that all proposals satisfy BDC policy and are financially viable. This Division assesses, on a continuing basis, the adequacy and suitability of investment policy and procedures and, when necessary, recommends changes. The services of this Division include direct purchase of a minority ownership interest as well as syndication of proposals to other venture capitalists and financial institutions. BDC's investments may be held in the name of BDC Capital Inc., a wholly-owned subsidiary of BDC. All administration of such investments is performed by BDC employees, using BDC resources and facilities.

Head Office Departments

Corporate Office
Provides BDC with the strategic direction required to manage its activities and achieve its mandate and objectives.

Corporate Planning
Responsible for formulating BDC's strategic, corporate and operating plans, analysis of existing activities and corporate development. It also provides information on economic conditions and the impact of the BDC's activities upon the economy.

Enterprise Risk Management
Develops, improves and produces risk information required for strategic decision-making, regular reports oriented to driving action on risks such as concentration, repayment quality, risk mix and pricing and maintains and improves risk-oriented tools such as the pricing and risk rating systems.

Finance
Responsible for all financial planning, accounting and control in BDC.

Government Relations
Responsible for the coordination of communications between BDC and the Minister, the government and members of Parliament, and has responsibility for international relations.

Human Resources
Provides BDC with corporate-wide human resources management. It is also responsible for official languages, employment equity and payroll services

Insurance
Responsible for insurance related to loan security and corporate insurance.

Internal Audit Department
Conducts reviews of BDC's systems of internal control. Legal Services and Corporate Secretariat.

Provides legal advice to BDC in connection with its specific program activities and support departments. This department is also responsible for the Board of Directors and its Committees.

Marketing and E-business
Develops all financial products, and ensure that BDC's products evolve with the needs of its customers.

Ombudsman's Office
Resolves all customer complaints not solved at other levels.

Public Affairs
This department is responsible for advertising and public relations to promote the role and activities of BDC.

Real Estate and Facilities Management
Provides overall administration support services including lease administration of BDC's premises.

Systems and Technology
Develops and maintains business systems (manual and computerized) to support the operational functions and management information needs of BDC.

Training
Responsible for establishing and executing competency standards and accreditation methods to develop a balanced and skilled work force.

Treasury
Responsible for funding of corporate cash requirements, monitoring of cash flow, deposit and investment of corporate funds and interest rate forecasts.

Information Holdings

Institution-Specific Classes of Records

Accounts History File
Description: Statistical information on all (past and present, dormant and active) loans, guarantees, investments and customer accounts since 1944.
Document Types: Account number; date authorized; geographical code; industrial code; original maturity date; actual maturity date.
Access: Files are arranged by customer number.
Format: Computer tape.
Record Number: BDBC FLS 030

Advanced Commercial Banking System (ACBS) (formerly Loan Accounting and Processing System (LAPS))
Description: Database containing accounting and statistical information on BDC customer loans. The initial data, Loan Authorization, is bridged from "The Manager" software and is continually updated throughout the administration of a customer account.
Document Types: Customer identification – loan number, name, address, branch, industry code and banking information; loan information - type of loan, risk rating code, security, interest rate/repayment terms; disbursement, payment and write-off information.
Access: Files arranged by customer number.
Format: Computer disk or tape.
Record Number: BDBC FLS 025

Consulting Group
Description: Basic administrative records of the Consulting Group's management services, including publicity for the various services, budgets, costs, and financial statements; reports and operating statistics for each activity, as well as miscellaneous information, copyright data, and correspondence with other organizations.
Document Types: Complimentary letters; CASE and management training; budgets; operational plans; strategic overviews; accounting; auditors; sales tax; systems development; activity reports - head office, regional and branch statistical reports, evaluations and related correspondence; Small Business Week; Business Management Awards.
Access: Files arranged by subject.
Record Number: BDBC MTS 050

Corporate Secretariat
Description: Information relating to the administration of BDC's Board of Directors and its Committees.
Document Types: Minutes of meetings and lists of topics examined; Members of the Board and Committee Members; logistics of meetings.
Access: By subject.
Record Number: BDBC FLS 050

Dead Loan File
Description: Statistical information on all loans.
Document Types: Account number; name; type of financing; zone codes; modifier; interest rate; statistical codes; authorization date; maturity date; gross authorized; net authorized and write-offs.
Access: Files arranged by customer number.
Format: Computer tape.
Record Number: BDBC FLS 035

Investments and Venture Capital
Description: Correspondence, policy, procedures, and records related to the disbursement and monitoring of funds where there is an investment or venture capital factor.
Document Types: Enquiries; submission and authorization procedures; policy and procedures on superseding and supplementary proposals; disbursements; monitoring of investments; underwriting; mergers; acquisitions and divestitures; arrears; category classification; write-offs.
Access: Files arranged by customer name and number.
Record Number: BDBC FLS 045

Loans, Guarantees and Other Types of Financing
Description: Information on submission and authorization procedures, disbursements and category classification, as well as policy, procedures and correspondence related to other forms of financing.
Document Types: Superseding and supplementary credits; closely related accounts; leasing; interim bridge financing; conditional sales contracts; joint loans; disbursements; category classification and write-offs.
Access: Files arranged by customer number and/or subject.
Record Number: BDBC FLS 020

Management Counselling and Consulting
Description: Information on policy matters governing the administration of the Bank's counselling and consulting services, accounting procedures and related correspondence. For many years, FBDB and BDC carried on their counselling services under the acronym "CASE" (Counselling Assistance to Small Enterprises). Information on policy matters and activities of financial and strategic planning services and related correspondence.
Document Types: Engagement of coordinators; contract administration; coordinator conferences; recruiting of counsellors in each region; engagement of outside consultants; legal liability of counsellors; type of assignments; counsellor training; accounting and administration records; and the history of CASE. Evaluations of planning programs; conferences; activity reports; budgets; general administration.
Access: Files arranged by subject.
Record Number: BDBC MTS 055

Policy
Description: Information on BDC lending policy and, in particular, its policy with respect to the availability of funds elsewhere, commitment and standby fees, prepayment indemnities, interest rates, and refinancing of funds.
Document Types: Availability of funds; change of ownership; types of business; commitment and standby fees; interest rates; refinancing; prepayment indemnity; working capital; credit bureaus.
Access: Files arranged by subject.
Format: Electronic versions on BDC's intranet.
Record Number: BDBC FLS 010

Reports
Description: Activity reports prepared by Financial Services at Head Office, the areas and branches, including reports of accounts in arrears, equity investments, write-offs, and disbursements.
Document Types: Reports - from head office, areas and branches on accounts (over $500,000) in arrears for more than one month; progressive reports; estimate of possible losses; equity investments report (monthly and semi-annually); summary of write-offs and review report; applications declined; report on operations; regional activity schedule; report analysis of accounts by category; report on loan authorizations; liability reports; loans partially disbursed; recoveries expected on accounts written off; monthly report on loans fully undisbursed; and semi-annual investment return reports.
Access: Files arranged by subject.
Format: Electronic database.
Record Number: BDBC FLS 005

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

Cooperation and Liaison

Disclosure to Investigate Bodies

Equipment and Supplies

Finance

Furniture and Furnishings

Hospitality

Human Resources

Information Technology Services

Lands

Office Appliances

Official Languages

Pensions and Insurance

Personnel

Physical Security

Procurement and Contracting

Recruitment and Staffing

Relocation

Salaries and Wages

Training and Development

Travel

Utilities

Vehicles

Institution-Specific Personal Information Banks

Applications for Employment
Description: This bank contains recruitment documents or applications for employment with BDC and any related correspondence. This bank may also contain personnel or staffing interviews, psychological tests, test results and analysts' reports.
Class of Individuals: Potential BDC employees.
Purpose: To meet the human resources needs of BDC.
Consistent Uses: Information may be transferred to an employee bank if the individual is offered and accepts employment. This information may also be used for research, planning, evaluation and statistical purposes.
Retention and Disposal Standards: Retained a minimum of two years. However, unsolicited applications are destroyed after six months. Solicited applications are retained for 2 years after they are processed, then are destroyed.
RDA Number: 98/005
Related Record Number: BDBC PRN 920
TBS Registration: 003750
Bank Number: BDBC PPU 020

Board of Directors
Description: This bank contains correspondence relating to recommended nominees, the Order-in-Council appointing the member, a brief biography, statement of qualifications, statement of acceptances, oath of fidelity and secrecy and statement of conflict of interest.
Class of Individuals: Candidates for appointment and appointees to BDC's Board of Directors.
Purpose: The purpose of this bank is to assist in the appointment of individuals as directors of BDC and to record information regarding their services as directors, including declarations on conflict of interest.
Consistent Uses: The information in this bank is used for reporting required for Treasury Board Secretariat and the Privy Council Office.
Retention and Disposal Standards: Records are retained permanently for historical purposes.
RDA Number: 81/007-1
Related Record Number: BDBC FLS 050
TBS Registration: 003754
Bank Number: BDBC PPU 095

Consulting Group's Participants
Description: This bank contains the names, addresses and telephone numbers of participants in seminars and workshops offered under the consulting, counselling, training and mentoring programs of BDC's Consulting Group (formerly the Management Services Division). It may also contain company name, type of business, size of business and other company demographics.
Class of Individuals: Individuals, organizations, firms, businesses, etc.
Purpose: To maintain standard lists of individuals, organizations, firms and businesses for marketing purposes to mail information on current forthcoming events. The information may also be used for statistical purposes to provide analytical reports and have a better understanding of clientele profile.
Consistent Uses: The information is used to mail and distribute documentation to participants.
Retention and Disposal Standards: Records are updated continuously and information kept until superseded. The obsolete information is destroyed when superseded.
RDA Number: 98/001
Related Record Number: BDBC MTS 055
TBS Registration: 003756
Bank Number: BDBC PPU 040

Customer Surveys
Description: This bank contains responses obtained via questionnaires relating to customer knowledge of BDC products and/or satisfaction with its dealings with BDC and may include the customer's name, address and telephone number.
Class of Individuals: Potential, current, and former BDC customers.
Purpose: The information is used to obtain an accurate assessment of customer satisfaction and awareness.
Consistent Uses: Compiling statistics for required reports.
Retention and Disposal Standards: Records are kept for a period of 1 year, archived for 5 years then destroyed.
RDA Number: 81/007
Related Records Number: BDBC FLS 020 and BDBC MTS 050
TBS Registration: 003924
Bank Number: BDBC PPU 100

Loan Applications - Client Files
Description: This bank contains information relating to individuals who apply for different types of loans offered by BDC under various programs. The information consists of loan application forms, financial statements, appraisal reports, personal income and other client profile information, copies of correspondence relating to the repayment and ongoing administration of the loans and related legal documentation.
Class of Individuals: Individuals who apply for loans.
Purpose: The purpose of this bank is to determine eligibility for loans and the administration of loans.
Consistent Uses: Information in this bank is used for statistical purposes, monitoring, loan renewals, collection and recovery administration. Information may be shared with entities used by BDC in collection and recovery proceedings.
Retention and Disposal Standards: Records on approved loans are retained for 1 year from the date the loan is fully repaid/cancelled, and then archived for 9 years after which time they are destroyed. Files for abortive loans or withdrawn/rejected applications are kept for 2 years, and then destroyed. Written off accounts are kept one year after they've been written off and archived for another 9 years and then destroyed.
RDA Number: 81/007-1
Related Records Number: BDBC FLS 020 and BDBC FLS 025
TBS Registration: 003753
Bank Number: BDBC PPU 050

Mailing Lists
Description: This bank contains mailing lists with the names and addresses of individuals, fims, companies, groups, etc.
Class of Individuals: Individuals, firms, companies, groups, etc.
Purpose: To maintain standard lists of individuals, organizations, groups, businesses, etc., for the purpose of mailing publications, reports, newsletters, information bulletins and other documentation on BDC's activities, programs and marketing.
Consistent Uses: The information is used to mail and distribute documentation to individuals on the mailing lists.
Retention and Disposal Standards: Records are updated continuously and the information is kept until superseded. The obsolete information is destroyed when superseded.
RDA Number: 98/001
Related Records Number: BDBC FLS 025 , BDBC FLS 045 and BDBC MTS 055
TBS Registration: 003755
Bank Number: BDBC PPU 045

Regional Register of CASE Counsellors and Consultants
Description: This bank contains information on business and professional people who are registered as counsellors under BDC's Consulting Services Group (formerly, the CASE counselling program) . The information consists of their name, address, telephone number, SIN number, areas of specialization, availability, travel restrictions and background.
Class of Individuals: Business and professional people registered under the program.
Purpose: The data was compiled or obtained to provide information to coordinators on the qualifications and experience of counsellors with a view to matching them with the needs of the applicant business.
Consistent Uses: The bank is used for statistical purposes and human resources administration and planning.
Retention and Disposal Standards: Records are retained for six years from the date they become inactive and then destroyed.
RDA Number: 98/005
Related Record Number: BDBC MTS 055
TBS Registration: 003371
Bank Number: BDBC PPU 005

Requests from Federal Investigative Bodies
Description: This bank contains requests for personal information pursuant to paragraph 8(2)(e) of the Privacy Act by federal investigative bodies, the replies to such requests, the records of information disclosed, any correspondence with the Privacy Commissioner and all records relating to the processing of the requests.
Class of Individuals: Individuals being investigated by federal investigative bodies.
Purpose: The purpose of this bank is to meet the requirements of the Act.
Consistent Uses: Compiling statistics relating to requests from federal investigative bodies.
Retention and Disposal Standards: Files are retained for six years after their last administrative action and are then destroyed.
RDA Number: 98/001
Related Records Number: BDBC FLS 025, BDBC FLS 045 and BDBC MTS 055
TBS Registration: 003746
Bank Number: BDBC PPU 025

Temporary Help Agencies
Description: This bank contains a list of calls made for temporary help services. It includes the names of the agencies contacted, the name of the person referred, the hourly rate charges by the agency, the approximate duration of employment, the name of the contact person at the agency and a description of the selection criteria.
Class of Individuals: Personnel referred by the agencies.
Purpose: The purpose of this bank is to maintain a record of temporary help personnel.
Consistent Uses: This bank is also used to back up financial records and invoices.
Retention and Disposal Standards: The records are retained for two years for administrative purposes and then destroyed.
RDA Number: 98/005
Related Record Number: BDBC PRN 912
TBS Registration: 003749
Bank Number: BDBC PPU 015

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 Investigate Bodies

Electronic Network Monitoring Logs

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

Classes of Personal Information

In the course of conducting the programs and activities of the Financial Services, Investment Group and Consulting Group Divisions, some personal information may be accumulated within BDC's client files. Information may include such items as an individual's name, age, marital status, employment or managerial history, or information relating to financial transactions in which the individual is or has been involved. This form of personal information is normally retrievable only if specific information concerning the name of the enterprise or the number of the account concerned is provided.

Manuals

BDC Operational Policies

Environmental Risk Management Manual

Legal - Miscellaneous Procedures Guides

Modules and resource books for Credit Personnel Training Program

Standard File Classification Manual

Various guidebooks for new BDC financing products and consulting services

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.

Each request made to the Business Development Bank of Canada under the Access to Information Act, must be accompanied by an application fee of $5.00, cheque or money order made payable to the Business Development Bank of Canada.

For additional information about the programs and activities of the Business Development Bank of Canada, please contact:

Public Affairs
Business Development Bank of Canada
BDC Building
5 Place Ville Marie
Montreal, Quebec H3B 5E7

Telephone: 514-283-7515
Internet: www.bdc.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:

Head Office
BDC Building
5 Place Ville Marie
Montreal, Quebec

Business Development Bank of Canada

Info Source

Sources of FederalGovernment Information2008