In the course of conducting the programs and activities of the Department, categories of personal information may be accumulated which are not contained in the specific personal information banks previously described in this entry. Such personal information includes requests for information and publications, research proposals, expressions of public support, comments and suggestions, requests for funding and assistance, and complaints. This information is stored as part of the general subject files, the records of which are not normally retrievable by name of individual or other personal identifier. Specifics must be provided concerning the subject matter, related program activity, as well as the date on which the information was received by the Department and to whom it was addressed.

The personal information contained in these subject files is retained for the same period of time as the related subject information and is disposed of according to the appropriate subject records schedules.

Arts, Culture and Diversity
This class of personal information contains applications and supporting documentation submitted by organizations seeking financial assistance. These documents may contain personal information pertaining to the directors and officers of the institutions, including names and addresses. This program also maintains electronic databases with financial information on each organization that submits an application. This information is not filed by personal identifier but rather by the name of the cultural institution. This information is compiled to assess applications for funding. This information is also compiled to be able to report on results of the program. Records are maintained at headquarters and retained for seven years and then transferred to Library and Archives Canada for selective retention.

Arts Presentation Canada
This class of personal information contains applications and supporting documentation submitted by cultural organizations seeking financial assistance for their activities. These documents may contain personal information pertaining to the directors and officers of cultural organizations including names and addresses. This program also maintains electronic databases with financial information on each organization that submits an application. This information is not filed by personal identifier but rather by cultural organization or activity title. This information is compiled to assess applications for funding. This information is also compiled to be able to report on results of the program. Records are primarily maintained by the Department's Regional Offices that are responsible for the management of the Program. Records maintained are retained for seven years, and then transferred to Library and Archives of Canada for selective retention.

Book Publishing Industry Development Program
This class of documents contains separate files for each application for funding under the Book Publishing Industry Development Program. Files contain information about the corporate and financial status of the book publishers or industry groups involved. Personal information retained could include citizenship, nationality and other personal and financial information of company presidents, vice-presidents, boards of directors and shareholders. The information is used to determine eligibility for funding under the program. Files are retained for ten years and are then destroyed. (See also Class of Record for Book Publishing Industry Development Program.)

Canada Magazine Fund
This class of personal information is contained in applications from Canadian magazine publishers to the Canada Magazine Fund. These documents may contain personal information about publishers, owners, editors, shareholders, partners, directors and management, such as names, citizenship, addresses and telephone numbers. The information is used to determine eligibility to the program and for general operations. Records are filed by record number, assigned according to the title of the magazine or association, and are retained for seven years before being destroyed. (See also Class of Record for Canada Magazine Fund.)

Canada Music Fund
This class of documents contains separate files for each funding application submitted under the Music Entrepreneur and Support to Sector Associations components of the Canada Music Fund. Files contain information about the corporate and financial status of the applicants. Personal information retained includes citizenship, nationality and other personal and financial information of company presidents, vice-presidents and shareholders. The information is used to determine eligibility for funding under the fund. Files are retained for ten years and are then destroyed. (See also Class of Record for Canada Music Fund.)

Canadian Arts and Heritage Sustainability Program
This class of personal information contains applications and supporting documentation submitted by cultural organizations seeking financial assistance for their activities. These documents may contain personal information pertaining to the directors and officers of cultural organizations including names and addresses. As well, the curriculum vitae of participants and/or expert advisors to the proposed activity may be held on file. This program also maintains electronic databases with financial information on each organization that submits an application. This information is not filed by personal identifier but rather by cultural organization or activity title. This information is compiled to assess applications for funding of projects under the program including capacity building projects, networking projects, matching endowment grants and support to endangered arts organizations. This information is also compiled to be able to report on results of the program. Records are maintained either in the Department's regional offices or at headquarters since the program management is a shared responsibility. Records are retained for seven years, and then transferred to Library and Archives Canada for selective retention.

Canadian Audio-Visual Certification Office (CAVCO)
This class of documents contains confidential personal information pertaining to the creative personnel employed in productions that have applied to the Canadian Film or Video Production Tax Credit Program (CPTC), the Film or Video Production Services Tax Credit Program (PSTC) and the pre-existing Capital Cost Allowance Program (CCA). Information is not filed by personal identifier, but is filed with application forms. Files are retained for five years and then transferred to the Library and Archives Canada for selective retention. (See also Program Records– Canadian Audio-Visual Certification Office (CAVCO), Canadian Film or Video Production Tax Credit Program (CPTC) and Film or Video Production Services Tax Credit Program (PSTC).)

Canadian Heritage Information Network (CHIN)
This class of personal information is pertinent to the collection of museum objects by Canadian museums. The purpose of the information is to create a national inventory of museum collections and to assist museums in managing their collections and developing online content. The documents may contain references to individuals with whom Canadian museums deal in relation to collecting or Web development. Also contained is basic biographical information on Canadian artists. The records are created and supplied by Canadian museums and are maintained as long as is necessary for their management. As well, information provided by Virtual Museum of Canada (VMC) users who register to receive e-mail updates is collected using Secure Socket Layer (SSL), a privacy enhancing technology. This information is kept under CHIN's control, protected under the Privacy Act, and is not provided to any third party. Information concerning the use of VMC content is gathered through "traffic data" for the purposes of statistical analysis, and is disclosed to third parties only in aggregate form. This information is captured in standard Web logs and through feedback.

Celebration and Commemoration Program – Celebrate Canada!
This class of personal information contains applications and supporting documentation submitted by individuals representing unincorporated or ad hoc groups seeking financial assistance for their celebratory or commemorative event. These documents may contain personal information pertaining to the representative(s), including names, addresses and telephone numbers. This information is not filed by personal identifier but rather by the title of the proposed event. This information is compiled to assess funding applications, communicate with applicants and to be able to report on results of the program. Records are primarily maintained by the Department's regional offices. Records are retained for five years after the last administrative action and then are destroyed.

Cultural Capitals of Canada Program
This class of personal information contains applications and supporting documentation submitted by Canadian municipalities seeking financial assistance to undertake cultural and arts development projects. These documents may contain personal information pertaining to the employees of the municipalities, including names and addresses. This program also maintains electronic databases with financial information on each organization that submits an application. As well, the curriculum vitae of individuals associated with the municipalities may be held on file. This information is not filed by personal identifier but rather by the name of the cultural institution. This information is compiled to assess applications for funding of operations under the Program. This information is also compiled to be able to report on results of the program. Records maintained by headquarters are retained for seven years, and then transferred to Library and Archives Canada for selective retention.

Cultural Spaces Canada
This class of personal information contains applications and supporting documentation submitted by organizations seeking financial assistance to improve their physical infrastructure. These documents may contain personal information pertaining to the directors and officers of the institutions, including names and addresses. This program also maintains electronic databases with financial information on each organization that submits an application. This information is not filed by personal identifier but rather by the name of the cultural institution. This information is compiled to assess applications for funding. This information is also compiled to be able to report on results of the program. Records are primarily maintained by the Department's regional offices that are responsible for the management of the program. Records are retained for seven years and then transferred to Library and Archives Canada for selective retention.

Fathers of Confederation Building Trust
This class of personal information contains applications and supporting documentation submitted by the organization seeking financial assistance. These documents may contain personal information pertaining to the directors and officers of the institution, including names and addresses. This program also keeps financial information on the organization that submits the application. This information is compiled to be able to report on results of the program. Records are primarily maintained by the Department's regional office. Records are retained for seven years and then transferred to Library and Archives Canada for selective retention.

Labour Market Study
Part 1 of this bank contains personal information on approximately 1200 employees of the museums across Canada and responses to questions on training and professional development opportunities, employment conditions, educational and training background, and some demographic data. Part 2 contains data on 500 museums and responses to questions on the museums labour market such as number of full-time and part-time positions; number of people employed for each job and their classifications; current budgets, etc. Records will be kept for five years (plus two years dormant).

National Arts Training Contribution Program
This class of personal information contains applications and supporting documentation submitted by cultural training institutions seeking financial assistance for their operations. These documents may contain personal information pertaining to the directors and officers of the institutions, including names and addresses. This program also maintains electronic databases with financial information on each organization that submits an application. As well, the curriculum vitae of individuals associated with the institution may be held on file. This information is not filed by personal identifier but rather by the name of the cultural institution. This information is compiled to assess applications for funding of operations under the Program. This information is also compiled to be able to report on results of the program. Records are maintained at headquarters and retained for seven years and then transferred to Library and Archives Canada for selective retention.

Publications Assistance Program (PAP)
This class of personal information is contained in applications from Canadian magazine and non-daily newspaper publishers to the Publications Assistance Program. These documents may contain personal information about publishers, owners, editors, shareholders, partners, directors and management, such as names, citizenship, addresses and telephone numbers. The information is used to determine eligibility to the program and for general operations. Records are filed by record number, assigned according to the title of the publications and are retained for seven years before being destroyed. (See also Class of Record for Publications Assistance Program.)

Trade Routes Program
This class of documents contains information collected as part of the application for funding, through participation in a program-sponsored event or through active participation in the Program's industry advisory board. The information is used to perform on-going operational activities such as evaluating applications for funding, disseminating information and to organize events and meetings. These documents may contain personal information pertaining to the directors and officers of cultural organizations including names and addresses. (See also Class of Record for Trade Routes Program).