Accounting Administration Products
Description: Information on assistance to client departments and agencies on accounts payable and other payments activity, Accounts of Canada and reporting services activity, and management, financial and other services activity.
Document Types: Accounts payable and other payments, and associated financial and related statistical data; and financial management and other services (services provided to departments and agencies at a price and quality that is competitive with services available from other sources).
Access: Requests for records of individual departments or agencies should be directed to the department or agency concerned.
Format: Computer databases and files.
Record Number: PWGSC ABC 130

Central Accounting
Description: The Receiver General maintains the Accounts of Canada (the Government's general ledger) and produces monthly, quarterly and annual financial reports.
Document Types: Central accounts; annual Public Accounts of Canada monthly statement of financial operations of the Government of Canada. The RG maintains a general ledger of the past 10 years. From fiscal year 1999-2000 to present the general ledger contains the account opening and account closing balances for each unique combination of government-wide coding. Prior years contain detailed financial transactions.
Access: requests for records of individual departments or agencies should be directed to the department or agency concerned.
Format: Central data bank is in machine readable form on the PWGSCmainframe.
Record Number: PWGSC ABC 145

Electronic Fund Transfer (EFT) Remittance Services
Description: The information collected enables us to identify the payees who make the electronic payment (Direct Deposit, Wire Transfer and Large Value Transfer System) to the federal government via financial institutions.
Document Types: Payee Information
Record Number: PWGSC ACQ 188

Insurance Administration Products
Description: Information on the administration of employee benefit plans such as determination of eligibility, maintenance of records, issue of statistical and other reports, and preparation and distribution of instructions to users.
Document Types: Public Service Health Care Plan; Public Service Management Insurance Plan; Disability Insurance Plan; Public Service Dental Care Plan; Post-Retirement Life Insurance Plan and Pensioners' Dental Services Plan.
Access: Files arranged by subject.
Format: Microfilm,computer and cards.
Record Number: PWGSC ABC 080

Pay Administration Products
Description: Information on administrative services required for the disbursement of pay and provision of information to employees on their pay; such as input, the compilation, calculation and issuance of pay and information; development and operation of system edits, validation and payroll accounting controls; the production of payroll error and statistical reports and statements of data, required by related systems, cheque stubs and related statements; and the development and promulgation of user instructions, procedures and web applications.
Document Types: Public Service pay, Royal Canadian Mounted Police pay, House of Commons pay.
Access: Files arranged by subject, by department.
Format: Magnetic tapes, microfilm, databases.
Record Number: PWGSC ABC 090

Payment Products
Description: Information on the maintenance of records and the making of payments for certain national socio-economic programs and tax-based programs, and government administration, and provision to client departments of related financial and statistical information.
Document Types: Old Age Security, Guaranteed Income Supplement; Canada Pension Plan; file maintenance on all of the above; Canadian Jobs Strategy; Veterans Affairs Pensions; War Veterans Allowance; agricultural subsidies; and government annuity payments; Child Tax Benefit, Income Tax refunds, Goods and Services Tax credits and refunds, and suppliers accounts.
Access: Access requests for individual payments should be directed to the program department concerned.
Format: Computer, Microfilm.
Record Number: PWGSC ABC 125

Pension Administration Products
Description: Information on the administration of public service employee pension plans, such as determination of eligibility to contribute, calculation of benefits, maintenance of records and web applications, issue of statements reports and instructions, for those pensions covered by the Public Service Superannuation Act and other retirement acts.
Document Types: Superannuation payments for public service, Canadian Forces; Members of Parliament Retiring Allowance payments; Judges pension payments; and file maintenance for Canadian Forces Superannuation, Members of Parliament Retiring Allowance, and Public Service Superannuation.
Access: Access requests for individual cheques or payments should be directed to the program/department concerned.
Format: Microfilm, magnetic tapes, database.
Record Number: PWGSC ABC 075

Personnel Information Products
Description: Information to assist client departments and agencies on personnel matters and processes.
Document Types: Extracts from public service pay; information related to personnel functions including Leave, Classification, Pay and Benefits, Staffing, Exclusions, Access to Information, Entitlements and Deductions, Workforce Adjustment and Second Language Evaluation. This information may be government-wide or department specific.
Format: Computer.
Record Number: PWGSC ABC 160

Public Money and Banking
Description: Information on arrangements by the Receiver General to establish bank accounts and facilities; establishgovernment banking services; receive, transfer, hold, earn interest on, and make and control disbursements of public money.
Document Types: Bank accounts and facilities; signing authorities; reports and statements on Receiver General balances; contracts for services; cheques issued, redeemed, and outstanding; and enquiries and investigations.
Access: Files arranged by Cheque Redemption Control Directorate; files associated with the cheque redemption and reconciliation process, and enquiries are organized by serial/cheque numbers. Access requests about individual payments should be directed to the program/department concerned.
Format: Machine readable records for bank facilities at headquarters. Cheque records and related machine readable records are at the Matane, Quebec office.
Record Number: PWGSC ABC 140

Public Works and Government Services Canada Compensation Questionnaires
Description: This activity relates to information obtained by Public Works and Government Services Canada through questionnaires targeted to the Federal Government of Canada's Compensation Community. Questionnaires are based on Client satisfaction elements regarding pay and pension products and services. Compensation population profile's data within Departments, Agenices and Crown Corporations are collected and maintained.
Note: Annual and biennial basis.
Document Types: Evaluation of pay and pension products and advisory and training services; regional and national results produced, internal action plans developed and, ongoing monitoring of service levels and performance.
Record Number: PWGSC ABC 111

Acquisition Branch

Certification Programs for Products and Services
Description: Independent certification and qualification programs where products and services are assessed against performance and quality standards. These programs provide a voluntary and impartial mechanism for demonstrating the value of goods and services. Programs: online listings (Web), Standards Publishing Invoicing System (SPIS).
Document Types: Canadian General Standards Board (CGSB) certification and qualification programs cover the following products and services: carpets and underlay, construction materials, medical products, office furniture, packaging, paints and coatings, protective clothing, security personnel, testing services (Laboratory Acceptance Program), toner cartridges.
Format: Word processor and computer.
Record Number: PWGSC ACQ 175

Contracting
Description: Information on the procurement of a specific product or service, up to and including the awarding of the contract for purchase, service or lease.
Document Types: Description of requirement; sourcing (potential sources of supply); price availability; determination; bid solicitation; contract negotiations; and contract solicitation and award.
Access: Procurement database and Procurement History database.Files are arranged by contract, serial number, by subject, by company and by purchase order number.
Format: Word Processor, tapes, discs, microfiches and computer.
Record Number: PWGSC ACQ 185

Contract Administration
Description: Information on time, cost, performance conditions of the contract; expediting delivery; administering design changes and amendments; and ensuring quality and delivery. Also includes information on termination, settlement, audit, and security arrangements to secure the fulfillment of the contract.
Document Types: Monitor time, cost, and performance; expediting and follow-up; design change or deviation; contract amendment; quality assurance; delivery, acceptance, and payment; termination and settlement; cost audit; and plant and personnel security.
Access: Files arranged by contract, company, department, andsubject.
Format: Computer, disc, word processor, tapes and microfiches.
Record Number: PWGSC ACQ 190

Contracts Approval Process
Description: Procurement forms and supporting documentation requesting approval to enter into or amend a contract which exceeds Director General approval limits and ensures the proposed procurement and contract documentation adhere to policy and contract regulations.
Document Types: Procurement plan, contract requests, contract amendment requests, amendment approval form, proposal, certifications (employment equity, Canadian content, etc.), cost-source of finds, price support, sole source justification (for non competitive requirements), basis of payments, bids, evaluation summary, legal opinion, financial opinion, quality assurance opinion, audit and evaluation, risk assessment.
Record Number: PWGSC ACQ 245

Methods of Supply
Description: Information on methods for satisfying customer product (and service) requirements in a manner which will result in the optimum product, resource, operating and contingent cost.
Document Types: Make or buy (make is available within the public sector; buy is obtainable from the private sector); facility evaluation, regional or central acquisition and distribution, lease or purchase; and consignment (arrangements under which goods are shipped for futuresale or other purposes).
Format: Word processor and computer.
Record Number: PWGSC ACQ 010

Personnel Certification Program
Description: The Canadian General Standards Board (CGSB) is managing the Certification Program for the Federal Government Procurement and Materiel Management Community, which is a component of the government-wide Professional Development and Certification (PDC) Program administered by the Treasury Board of Canada Secretariat. Programs: Candidate Filing System (CFS), Standards Publishing Invoicing System (SPIS) and online listings (Web).
Document Types: Procurement specialists can become a Certified Federal Specialist in Procurement (CFSP), and material management specialists, a Certified Federal Specialist in Material Management (CFSMM).
Format: Word processor and computer.
Record Number: PWGSC ACQ 176

Registration Management Services
Description: The CGSB assesses and registers management systems for conformance to various standards. The CGSB's independent and impartial assessment provides organizations with a clear, recognized process to increase and demonstrate quality. Programs: Quality Assurance Program System (QAPS) data base, online listings (Web) and Standards Publishing Invoicing System (SPIS).
Document Types: Management systems registration: ISO 9001 (quality), ISO 14001 (environmental), OHSAS 18001 (occupational health and safety) and HACCP Advantage (food safety).
Format: Word processor and computer
Record Number: PWGSC ACQ 205

Repair, Overhaul, Modification, and Maintenance
Description: Information on repair, overhaul, modification or maintenance in order to achieve the greatest utilization and least cost of the asset.
Document Types: Specifications and quality assurance; make or buy; repair, overhaul, modification and maintenance cycle management; and regional distribution of work.
Access: Files arranged by contract, loan agreement number, and company.
Format: Computer documents, negatives and film, microfilm, photographs and brochures.
Record Number: PWGSC ACQ 200

Requirements Definition
Description: Information on the need for appropriate levels of value engineering and procurement planning, supported by goods cataloguing, clear specifications and appropriate quality assurance.
Document Types: Need determination; value engineering (cost reduction technique); procurement planning, material identification; specifications and standards; quality assurance requirements; Statement of Requirement (time, cost, performance); estimates.
Format: Word processor and computer.
Record Number: PWGSC ACQ 180

Seized Properties
Description: Information on delivery of property management services for federal, provincial and municipal Law Enforcement Agencies across Canada which includes taking custody and managing assets (cash, moveable assets, real property, financial instruments) which are seized under proceeds of crime legislation or as offense related properties under the Controlled Drugs and Substances Act, Proceeds of Crime (Money Laundering) and Terrorist Financing Act or the Criminal Code.
Document Types: Pre-seizure advice and consultation, appraisal, inspection, asset management, sale, destruction, warehousing and sharing.
Record Number: PWGSC ACQ 215

Standards Development Services
Description: The CGSB offers a wide range of standards development services, including development of National Standards of Canada (NSC), CGSB standards, specifications and Government of Canada (GC) forms, and support for the development of International (ISO) Standards. Programs: Committee Membership System (CMS), Standards Publishing Invoicing System (SPIS) and SiteScape.
Document Types: Standards in support of procurement, economic, regulatory, environmental and health and safety interests, covering a wide range of products and services: building and construction, business (office) equipment and supplies, communications and information technology, food, Government of Canada Forms, health care technology, paints, paper and paper products, personnel qualifications and competencies, protective clothing, societal security and emergency preparedness, textiles, transportation fuels, and transportation of dangerous goods.
Format: Word processor and computer.
Record Number: PWGSC ACQ 206

Standards Publication Invoicing System (SPIS)
Description: The SPIS was originally created to publish a web catelogue fo formal standard for that the Government of Canada (GC) supports, and to provide copies of those standards for a fee. Customers, privat or coprorate, were able to pay by credit card. As of April 1, 2008 the invoicing component of the SPIS no-longer exists. The catelogue component is available on line. Financial transactions are handled by SIGMA.
Document Types: Standards, publications, catelogues
Format: VB Database.
Record Number: PWGSC ACQ 155

Shared Travel Services Initiative (STSI)
Description: Information on the first shared services initiative in the Government of Canada, and one of several non-legislated initiatives related to the modernization of human resources management.
Document Types: Travel, employee travel, shared travel, shared services, human resources modernization, expense management, business intelligence, information management, automated services, travel policy.
Access: Shared network drive.
Format: Electronic and paper records.
Record Number: PWGSC ACQ 220

Traffic Management
Description: Information on ensuring least-cost for shipping or movement of goods via one, or all six modes of transport (air, road, sea, pipeline, rail and off highway).
Document Types: Shipping arrangements (inland and overseas); travel and removal services; and freight audit and cost analysis.
Format: Microfiche.
Record Number: PWGSC ACQ 210

Audit and Evaluation Branch (AEB)

Auditor General
Description: Documentation relating to subject matters addressed in the Auditor General's and the Commissioner of the Environment and Sustainable Development reports, and prepared in response to questions raised by the Auditor General and the Commissioner.
Document Types: Auditor General reports; Commissioner of the Environment and Sustainable Development report.
Record Number:PWGSC AEB 235

Audit and Evaluation
Description: Completed audits and evaluations both approved and not approved due to special requests, on departmental programs and activities; the file includes terms of reference, assessments, methodology, analysis recommendations, action plans and follow-up; and the holding includes an annual audit and evaluation schedule. Audits are conducted to provide an independent assessment of the efficiency and effectiveness of the department in the achievement of policy implementation, resource deployment, objectives and identifies areas where improvements are required.
Document Types: Audit, evaluation, audit methodology, action plan, audit plan, evaluation plan.
Record Number: PWGSC AEB 265

Audit and Evaluation Committee
Description: Documents related to the Audit and Evaluation Committee meetings, which include: agenda, audit and evaluation reports, management action plans, status reports and records of decisions. Documents related to key areas of department control and accountability presented to the committee.
Document Types: Audit and Evaluation Committee, audit, control, accountability.
Record Number: PWGSC AEB 266

Audit Services Canada (ASC)

Audit Services
Description: Information related to assignments conducted for public service clients.
Document Types: Assurance, Accounting and Audit Services; Assurance and Audit Services: identifies, manages and meets the assurance, accounting and auditing needs of management in departments and agencies. Services include the internal audits, financial audits, reviews, verification and assurance engagements in areas of Risk Frameworks, Information Technology and Quality of Information. Cost Audit Services: provide professional audit opinions on the extent to which costs and profits paid to suppliers are fair, reasonable, measurable and in accordance with the terms and conditions of the contract; audit of government suppliers before, during and after the awarding of contracts, including Major Crown Projects. Contribution (Transfer of Payment) Audit Services: audit of recipients of government funds to ensure that their claims are in accordance with the terms and conditions of the agreements. Compliance Audit Services: audit of organizations to ensure that they are complying with federal government statutes, policies and regulations.
Access: Files arranged by subject, assignment number, and client program number. Requests for access to report titles may be directed to PWGSC whereas requests for access to specific reports should be directed to the client departments concerned.
Format: Computer, audio and video tapes, disks, slides, and transparencies.
Record Number: PWGSC ASC 135

Consulting, Information and Shared Services Branch (CISSB)

Canada Gazette Directorate
Description: Publishes Parts I, II and III of the Canada Gazette, the official newspaper of the Government of Canada.
Document Types: Official appointments and public notices from federal departments and agencies, proposed regulations, and miscellaneous notices from the private sector (Part I); enacted regulations (Part II); and recent public acts of Parliament (Part III).
Access: The official PDF version and alternate HTML format are available on-line at canadagazette.gc.ca and on the extranet at canadagazetteducanada.gc.ca. Subscriptions to the printed copy, published in 1841,can be purchased through Canadian Government Publishing at publications.gc.ca. Copies can be viewed in libraries across Canada through the Depository Services Program.
Format: Microforms
Record Number: PWGSC CISSB 400

Corporate Planning and Evaluation
Description: The Program Records belong to the former Communication Canada. The documents are from September 1, 2001 to March 31, 2004. The holding contains information on the development and issue of strategic planning documents, which define the key priorities on which the department will focus on a medium to long term basis; information pertaining to various corporate studies and evaluations.
Document Types: Corporate Planning, Business Plan, Report on Plans and Priorities, Departmental Performance Report, Performance Measurement, strategic directions.
Access: Computer files and hard copy classified by subject.
Record Number: PWGSC CISSB 410

Departmental Briefing Books
Description: The Program Records belong to the former Communication Canada. The documents are from September 1, 2001 to March 31, 2004.This information holding provides the Minister and senior management with an overview of the Department and contains data on the history and organization of the Department, including an introduction to the Department, a description of each sector, identification of current issues and financial management overview.
Document Types: An introduction to the Department, a description of each sector, current issues and a financial management overview.
Access: Computer files and hard copy classified by date and subject.
Record Number: PWGSC CISSB 005

Executive and Corporate Services
Description: The Program Records belong to the former Communication Canada. The documents are from September 1, 2001 to March 31, 2004. The holding contains information on the development of departmental policies and positions, which conform to government wide policies and programs. These holdings include: memoranda to Cabinet and supporting documentation, Treasury Board submissions, concept papers and briefing material for senior management.
Document Types: Government online and other issues arising periodically.
Access: Computer files and hard copy classified by subject.
Record Number: PWGSC CISSB 425

Government of Canada Exhibitions Program
Description: Information regarding its Canada Pavilion and related exhibitions activities.
Document Types: Any event in which the government is exhibiting with the Canada Pavilion coordination of departmental participation at events and coordination of departmental exhibitions plans.
Access: Information on each project coordinated by CISSB is stored in hard copy and computer files.
Record Number: PWGSC CISSB 430

Government of Canada Rural Exhibits Program
Description: The Canadian Rural Partnership, an interdepartmental program, ensures that programmes, policies and activities of the federal government offer an integrated support network to rural communities. The information created, captured and maintained is as follows: all tools related to the identification and management of events, selection criteria, governance documents, GCREP committee TOR, list of events selected
Document Types: Rural Exhibits, Agriculture and Agri-Food Canada, Fairs, Rural Secretariat.
Record Number: PWGSC CISSB 431

Government Consulting Services
Description: Information related to assignments conducted for public service clients.
Document Types: Organizational effectiveness, HR strategies and planning, program evaluation, performance measurement, governance, sustainable development, environmental management, financial management, risk management, decision support, IT and security management, project management, and knowledge, information and records management.
Access: Files are maintained on each project organized by project number.
Record Number: PWGSC CISSB 135

Industrial Security Sector
Description: Information on security programs to protect national and international classified and other sensitive information related to government contracts and projects available to industry by government departments.
Document Types: Agreement and exchanges (information between Canada and other countries); industrial contracts; industrial facility security clearances or checks; industrial information protection; material and classified or other sensitive documents control; North Atlantic Treaty Organization security; industrial security training.
Access: Files are accessed by employees with a need to know from the Industrial Security Sector as well as Corporate Security and Information Technology Security directorates. Departmental Industrial Security Information System (DISIS).
Format: Automated system for industrial personnel security clearance or reliability status files on industrial personnel and Public Works and Government Services Canada employees. This system is the Personnel Screening Data Collection Automation System (PSDCA).
Record Number: PWGSC CISSB 105

International and Intergovernmental Cooperation
Description: Provides PWGSC with processes for participating in foreign visits and intergovernmental cooperation as part of knowledge sharing through exchange of best practices, and uses this information for project management and reporting purposes.
Document Types: Planning Foreign Visits, Documentation and Reporting, Decision and Implementation Processes, Management Procedures, Logistics Preparation, Federal-Provincial-Territorial Activities.
Access: Files are arranged by activity, project and country.
Record Number: PWGSC CISSB 035

Public Opinion Research Services
Description: Information on public opinion research commissioned by government departments and agencies.
Document Types: Current activities or events about which the government may be interested in conducting public opinion research, such as public health, the environment, government communications and security.
Access: Information on each project submitted to PORD is stored in hard copy and/or computer files. Public opinion research final reports are sent and deposited with Library and Archives Canada and the Library of Parliament.
Record Number: PWGSC CISSB 445

Publishing and Depository Services
Description: Information on and access to publications produced by federal government departments and agencies; information on the depository library community.
Document Types: Federal publications, Depository libraries, Government Information sources.
Access: Bibliographic records accessible by author department, publication title, subject.
Format: The Depository Services Program's computer database called Government of Canada Publications database.
Record Number: PWGSC CISSB 420

Shared Service Integration
Description: Information related to the maintenance and enhancement of shared Governement of Canada information management systems (Integrated Financial Management System, Governement of Canada Human Resource Management System, FreeBalance, Automated Material Management Information System, Human Resources Information System).
Document Types: Contracts, statements of work, interdepartmental service agreements, decision records and annual operational plans.
Record Number: PWGSC CISSB 114

Corporate Services, Policy and Communications Branch (CSPCB)

Cabinet and Treasury Board Submission Services
Description: Information on Cabinet activities, Treasury Board Submissions and summaries of memoranda presented to various Cabinet committees.
Document Types: Summaries of memoranda presented to Cabinet by various sponsoring departments on matters of national and international concern and Treasury Board Submissions.
Access: Computer files and hardcopies classified by Cabinet committee, and by year and memorandum number.
Record Number: PWGSC CSPCB 295

Claims/Case Management Program
Description: The Claims/Case Management Program is responsible for reporting and administering all work-related accidents and occupational disease. The program is also responsible for assisting and coordinating the return to work process after a long period of absence due to work-related illness, occupational diseases or other reasons for disability. The program serves PWGSC employees.The Claims/Case Management Program provides support, help and necessary information to both employees and management by facilitating the return to work process, coordinating meetings with all participants in a multidisciplinary team approach, ensuring that the functional restrictions/limitations are well defined and respected and following-up with both employee and management on the return to work progress and accommodation process.
Document Types: Work schedule, Temporary Modified Work Agreement, functional limitations, restrictions, Commission de la santé et de la sécurité du travail (CSST), Workplace Safety and Insurance Board (WSIB) return-to-work, medical certificate, ergonomic assessment, Disability Insurance.
Access: Employee's name, Personal Record Identifier (PRI),Worker's Compensation Board Claim number, either from la Commission de la santé et la sécurité du travail (CSST) or Workplace Safety and Insurance Board (WSIB).
Record Number: PWGSC CEHS 119

Communications Strategies
Description: Information on the planning and management of internal and external communication activities and services, as well as the writing, editing, design and production of communications products.
Document Types: Communications plans, Doing Business publication, publications and creative services; audiovisual and exhibition services.
Format: Files, slides, photos, films, video cassettes, CD-Roms.
Record Number: PWGSC CSPCB 310

Corporate Planning
Description: Information on the development and issue of strategic planning documents, which define the key priorities on which the Department will focus on a medium to long term basis, and information pertaining to various corporate studies.
Document Types: Corporate Planning, Business Plan, Report on Plans and Priorities, Departmental Performance Report, performance measurement, strategic directions, Management Accountability Framework (MAF); and Program Activity Architecture (PAA).
Access: Files classified by subject.
Record Number: PWGSC CSPCB 240

Corporate Policy
Description: Contains information on the development of departmental policies and positions which conform with government wide policies and programs. These holdings include: Memoranda to Cabinet and supporting documentation, research and position papers, minutes of internal and interdepartmental meetings and briefing material for senior management. Also contains information about appointment of Crown Corporations' Board of Directors within the Minister's portfolio.
Document Types: Environment, aboriginal policy and agreements, federal real property, procurement, federal acts and regulations, international business development, rural initiatives, and federal disability strategy.
Access: Hard copy files classified by subject, chronologically.
Record Number: PWGSC CSPCB 280

Departmental Briefing Books
Description: This information holding provides the Minister and senior management with an overview of the Department and contains data on the organization of the Department, including a description of the Department'sprograms, services and activities. It identifies current issues and provides a financial management overview.
Document Types: Vision, roles and expectations, Departmental description and review of activities, calendar of activities, organization charts.
Record Number: PWGSC CSPCB 225

Library Services
Description: This program /activity generally includes the business processes and activities which produce records created by government institutions relating to the delivery of library services, sometimes referred to as documentation or reference services.
Document Types: Library records may include bibliographic information about library materials and information holdings; purchasing information; and payment information; client information in order to manage reference/research enquiries and circulation of library assets. The library also maintains a virtual repository of departmental publications in electronic form.
Record Number: PWGSC CSPCB 124

Media Relations
Description: Information on media and public relations, including press releases, press clippings, responses to questions from the media.
Document Types: Listings of press releases, capsules, speeches and contract highlights.
Record Number: PWGSC CSPCB 315

Memoranda of Understanding
Description: Memoranda of Understanding that the Department has ratified with Branches within the Department, with other federal departments, agencies or Crown Corporations, or with provincial, territorial or foreign governments.
Document Types: An agreement between interested parties establishing their respective rights and responsabilities regarding a project and serving as a basis for a future formal contract.
Access: Documents filed by control number.
Format: Diskettes.
Record Number: PWGSC CSPCB 290

Ministerial Correspondence
Description: Correspondence signed by and for the Minister, Deputy Minister and Associate Deputy Minister for the public, other Ministers, MPs and governmental/private sector representatives. The Correspondence Control Manager (CCM), is designed to follow every step of the Minister, Deputy Minister, and Associate Deputy Minister's correspondence.
Document Types: Management of Ministerial correspondence to the Minister, Deputy Minister and Associate Deputy Minister. Provides messenger services and mail distribution.
Access: Documents filed by control number. Procedures and guidelines available at PWGSC.gc.ca/es/text/mcu-e.html.
Format: All correspondence is scanned and originals are retained in the Ministerial Correspondence Directorate.
Record Number: PWGSC CSPCB 270

On-Line Services
Description: How to obtain on-line information about PWGSC programs, services, initiatives and publications.
Document Types: Activity, event, contracts and General Information on PWGSC programs, services and initiatives of interest to Canadians and public servants.
Record Number: PWGSC CSPCB 440

Office of Greening Government Operations

Project Files
Description: All project related information such as funding document, e-mail correspondence, reports, and quotations.
Document Types: Policies, strategies, guidelines or publications related to greening government's operations.
Access: The project number is required to access records.
Format: PBMS (Project Business Management System)
Record Number: PWGSC OGGO 071

Finance Branch

Financial Analysis
Description: Information on budgetary analysis and control; evaluation of vendor financial capability; financial business and qualitative analysis in support of departmental strategic initiatives; as well as the identification of various financing alternatives.
Document Types: Budgetary analysis and control; evaluation of vendor financial capability; product resource, formulation of pricing strategies; and identification of financing alternatives.
Access: Files arranged by subject, project and company.
Record Number: PWGSC FIN 095

Finance Branch Exit Interview Process
Description: Information as to why employees are leaving the Branch in order to take appropriate corrective measures in a timely fashion; to obtain feedback on the organization's functioning and health, and their workplace; and to better understand the financial community career expectations and aspirations.
Document Types: Exit interview, feedback.
Record Number: PWGSC FIN 091

Financial Information & System
Description: PWGSC departmental financial information.
Document Types: Expenditure, revenue, supplier, customer, budget, forecast, costing and various other financial information maintained by fiscal year for Central Agency reporting or internal operational requirements.
Access: As of April 1, 2008SIGMA is the PWGSC financial system of record. Financial Mangement ReportingSystems (FMS/R) and CDFS Database are the main financial databases for legacy reporting and will remain available in accordance with the departmental archiving strategy.
Access: Requests should be directed to Finance Branch, PWGSC.
Record Number: PWGSC FIN 030

Human Resources Branch (HRB)

Complaints – Official Languages
Description: This databank contains the complaints made under the Official Languages Act.
Document Types: Interpretation of the Official Languages Act and regulations, linguistics rights and obligations and resolution of complaints related to official languages and support to section 41, minority associated to Official languages.
Access: As this is not an official data bank, but rather a working tool.
Format: A computerized databank records all complaints. Copies of complaints are kept in the Human Resources Planning Branch, HRS.
Record Number: PWGSC HRB 280

Personnel Management
Description: Information on personnel management policies, practices and procedures.
Document Types: Classification; staffing; human resources; occupational health and safety; official languages; salaries and wages; employee relations; training and development, workforce adjustment; security; HR Planning; awards and recognition.
Access: Files arranged by subject. Human Resources Management Systems (HRMS), Integrated Training System (ITS), WinOrg and Leave Information Management System (LIMS).
Format: Databases.
Record Number: PWGSC HRB 305

Information Technology Services Branch (ITSB)

Chief Information Officer (CIO)
Description: Information related to the mandate and functions of the Chief Information Officer (CIO).
Note: Government on Line portion only.
Document Types: Government On-Line; Public Key Infrastructure; Organizational Readiness; Communications; Departments and agencies.
Record Number: PWGSC CIO 040

Communications and Public Relations
Description: Information on communications plans and activities including Web Development.
Note: GoL portion only.
Document Types: Communication; Government On-Line (GoL); Internet/intranet, procedures, publiservice, reports and statistics, and strategic plans.
Record Number: PWGSC CIO 125

CS Development Program (non CS and CS-01)
Description: The CS Development Program (formerly known as the "CS Trainee Program") is a special two-year apprenticeship program for post-secondary graduates, as well as current employees. Candidates who have completed the Program's requirements are prepared to be appointed to a CS-02 level position.
Document Types: Apprenticeship Program; CS-02 appointment without competition.
Access: Workforce Development Services.
Record Number: PWGSC CIO 045

Directory Services
Description: Personal information of federal employees, contractors and temporary help is gathered to populate different directories.
Document Types: On-line directories (Government Electronic Directory Services Web/Direct 500 (GEDS), Email directory exchanges (EMAX), SMTP Address eXchange.
Record Number: PWGSC ITSB 074

Government Telecommunications Services
Description: Information on a full range of telecommunications facilities and services for federal departments and agencies, including shared and customized voice and data systems, Government of Canada telephone directories, and professional and advisory services.
Document Types: Systems: data, dedicated, voice, shared, intercity network consolidation, teleconferencing; Coordination: guidelines and standards, interdepartmental coordination; Telecommunications projects, research, policy and planning.
Record Number: PWGSC ITSB 165

Infrastructure Architecture and Security Division
Description: Information on the Government of Canada Public Key Infrastructure, including progress across federal government departments and working groups, and liaison with other levels of government and the private sector.
Note: GoL portion only.
Document Types: Certification Policies; Committees-cross-certification and interoperability sub-committee (XCIS), Framework establishment and documentation sub-committee (FEDS), Policy and Legal sub-committee (PALS), Security domain architecture, Senior interdepartmental lead committee (SILC); Communications; Conferences and Trade Shows; Cross-certification; Electronic Authorization and Authentication; Electronic Commerce; Enterprise-Wide Entrust License; Information Management; Liaison -International-General, International Records Management Trust; Liaison- Provinces; Liaison with Companies, Firms, Associations; Liaison with Departments and Agencies – Social Development Canada (SDC), Public Works and Government Services (PWGSC), Treasury Board Secretariat - policies; Meetings - Directory Management Authority (DMA), Electronic Services Delivery (ESD), Policy Management Authority (PMA) - new, advisory, executive committee; and Policy - Electronic service delivery. Policy Law; Projects - Pathfinders, Secure Messaging Pilot; Record and Archives Working Group Technology - General Technology - Directories, Standards, Vendors IT Security (ITS), IT Security Standards (ITSS); management trust Architecture and Infrastructure; Governance; Plans and Projects; Policy and Procedures; Standards-general, TBITS; Strategic IM/IT Infrastructure (SII); Administration; Financial monitoring; Governance; Guidelines; Project management; Architecture - Consultations, planning; SII Project Management Office (PMO), administration, ad hoc material, Business plan, IMIT collaborations, Committees and meetings, Communications, Information management, Funding, Governance; Liaison - Government On-line (GoL), Human resource (HR), Information technology security (ITS); Policies; Presentations; Research; Status Reports; Program management.
Record Number: PWGSC CIO 030

Self Serve Password Management Solution
Description: Project Charter, Procedures for how to enable this solution on the PWGSC network, Procedures for the service desk to follow if users calls with issues, A website that contains FAQs, help information and other related details. All the project information regarding the implementation of PSS within the PWGSC network.
Document Types: Password Self Serve, Password Self Service, Novell Netware, Challenge Questions, Password Management.
Format: The data for the person record is stored in encrypted in the Novell e-directory database.
Record Number: PWGSC ITSB 001

Investigation and Litigation support Office (ILO)

Sponsorship and Advertising Activities Records
Description: Information, in records collections and databases, related to:the Government's sponsorship program and advertising activities during the period January 1, 1994 to March 31, 2004. These records were brought together to allow the Department to respond to the information needs of the various inquiries and investigations established to respond to the Report of the Auditor General of Canada on the Government-Wide Audit of the Sponsorship Program, the Advertising Activities and the Management of Public Opinion Research dated November 2003. The inquiries and investigations include those conducted by: the Standing Committee on Public Accounts; the Commission of Inquiry into the Sponsorship Program and Advertising Activities; the Special Counsel for Financial Recovery; and the Royal Canadian Mounted Police and Sûreté du Québec. PWGSC records accumulated during the response phase beginning in February 2004 to the present.
Document Types: Sponsorship, advertising activities.
Access: Hard copy and electronic files organized by: a) file/document inventory; and b) Classification system; Electronic database organized by contract number; PDF files accessible through full-text search.
Format: databases, images, full text, CD-ROMS.
Record Number: PWGSC ILO 051

Office of the Independent Advisor on Public Opinion Records
Description: Information in records collections, databases, and Websites related to the mandate of the Independent Advisor on Public Opinion Research and its review. These records were brought together to allow the Independent Advisor to analyze the period under review, draw conclusions and write his report. Also contains information related to the administration of his office.
Document Types: Public opinion research
Record Number: PWGSC ILO 031

Office of the Chief Risk Officer (OCRO)

Conflict Management
Description: Information on inquiries, informal complaints, and formal complaints, the latter of which are submitted to the Contract Settlement Board, and the Contract Dispute Advisory Board. With the exception of bid challenges and claims arising from Terminations for Convenience, these two boards act as an appeal/review process in PWGSC for all procurement-related disputes and extra-cost claims arising from goods and services contracts, construction and architectural and engineering services contracts. These holdings contain both complete files and files in process; files include names and contact information of the disputants, client department information (federal departments are PWGSC clients for procurement), nature of the dispute including potential dollar amount in dispute, specifics on the "story" of each party to the dispute, and what action was taken by OCRO. In many cases the information also includes a chronology of events, and whether there are any follow-up actions.
Document Types: Complaints and disputes related to procurements underway; policy; procedures.
Record Number: PWGSC OCRO 002

Ethics Directorate – Case Management
Description: This information holding contains multiple databases compiling enquiries on a variety of ethics-related issues received by ethics advisors. Each DG organization has a dedicated database that is accessible only to the manager for case management and the respective ethics advisor. The databases do not contain information that may identify employees.
Purpose: The information described above is required to track trends in ethical enquiries across PWGSC.
Document Types: Values and Ethics, dilemma, enquiries.
Record Number: PWGSC OCRO 001

Fairness Monitoring
Description: Information on the third party monitoring of procurements which meet specific criteria, to observe and report on the conduct of fairness in the carrying out of the bidding process – from developing the Request for Proposal to entering into a contract with the selected bidder. These holdings contain both complete files and files in process; files include information on the process of selecting a Fairness Monitor including the Request for Proposal, and contact information of the winning bidder, contract, and associated information. Invoices received from the supplier, deliverables received from the contract (interim and final reports). Some background information on the departmental activity being monitored is also held in these files. Where applicable, information on follow-up activities is also included.
Document Types: Monitoring of departmental activities; policy; procedures.
Record Number: PWGSC OCRO 003

General Inquiries Relating to the PSPDA
Description: All general enquiries relating to the Public Servants Disclosure Protection Act (PSPDA) and processes and procedures.
Document Types: General information related to legislative requirements, policies, requirements of the PSDPA, obligations of supervisors.
Record Number: PWGSC OCRO 005

Other Disclosures
Description: Information related to the disclosure reports made by persons other than public servants within PWGSC and is beyond the scope of the Public Servants Disclosure Protection Act. These disclosures could be anonymous.
Document Types: Disclosure or complaint details, investigations, reports etc.
Record Number: PWGSC OCRO 006

PWGSC Internal Disclosure
Description: Information within internal disclosure reports made by public servants within PWGSC under the Public Servants Disclosure Protection Act.
Document Types: Requirements of the PSDPA, obligations, disclosure details, investigations, reports etc related to wrongdoings.
Record Number: PWGSC OCRO 007

PWGSC Quality Management Initiative
Description: Information relating to the development and implementation of the departmental Quality Management Initiative, including analysis, strategies, options, recommendations, guidance, tools, templates, training and presentation material, plans, assessments and status reports.
Document Types: Briefings, discussion papers, presentations, communication products, frameworks, policies, methodology, course material, action plans, progress reports, as well as terms of reference, agendas and minutes of departmental networks.
Record Number: PWGSC OCRO 004

Risk Management
Description: Information on the development of the corporate risk profile which identifies the key risks to the department in relation to the achievement of the departmental strategic objectives.
Document Types: Risk Management.
Record Number: PWGSC OCRO 008

Special Investigations Records
Description: Information related to internal investigations on fraud or other wrongdoing, commissioned by the Deputy Minister, Chief Risk Officer or other ADM level management. The records may contain working papers, supporting documents, reports with recommendations provided to senior management on findings of investigations on wrongdoing or Conflict of Interest situations. Reports on investigations that reveal criminal activity may be shared with the Royal Canadian Mounted Police and or police of jurisdiction. Note that Investigations reports under the Public Service Disclosure Protection Act are exempted from release under the Access to Information and Privacy Acts.
Document Types: Investigation reports, final reports to DM, Investigations action plans, Investigations guidelines documents, Fraud Awareness Presentation material.
Record Number: PWGSC OCRO 009

Office of the Procurement Ombudsman (OPO)

Complaints – Suppliers
Description: Records are kept relating to complaints made by suppliers, to satisfy the requirements of the Procurement Ombudsman Regulations made under the Federal Accountability Act.
Document Types: Requirements of the Procurement Ombudsman Regulations, obligations and resolutions of complaints related to suppliers, investigators, procurement issues, final reporting.
Access: File number.
Record Number: PWGSC OPO 011

Procurement Practices Review
Description: Records are kept relating to information gathered by departments and supplier complaints on procurement practices and/or procedures, to satisfy the requirements of the Procurement Ombudsman Regulations made under the Federal Accountability Act.
Document Types: Requirements of the Procurement Ombudsman Regulations, procurement reviews, recommendations, final reporting.
Access: File number.
Record Number: PWGSC OPO 015

Parliamentary Precinct Branch (PPB)

Project Files - Parliamentary Precinct Branch
Description: Information on projects undertaken such as renovations, alterations, minor works and repairs to buildings, landscaping and paving.
Document Types: Planning and design; consultants; tendering and contract award; construction payments; claims; change orders; meetings; project scheduling; reports; shop drawings; testing; fine art; graphic images/records of prestigious projects such as Parliamentary Precinct; graphic records of real property asset facility management; and materials and equipment.
Format: Machine - readable records, microfilm, microfiche, video, CD, cassettes, maps, plans, CADD, photographs and specifications.
Record Number: PWGSC PPB 021

Real Property Branch

Asset Management
Description: Information on the programming operation, maintenance and general upkeep of assets including buildings owned and leased by the Crown and other special purpose assets.
Document Types: Facilities management including property and facilities management agreements, open office landscaping, redecorating, horticulture, moving, parking, housing, and historical implications; and building operations including utilities, inspections, cleaning, elevators, eating facilities, garbage disposal and pest control.
Format: EDP systems, maps, plans, and photographs.
Record Number: PWGSC RPB 065

Buildings and Lands
Description: Information on the provision of real estate services to government departments and agencies.
Document Types: Acquisition; appraisals; deeds and title documents; expropriations; easements; heritage properties; title claims; marine; Harbour Commission properties; breakwaters; wharves; offers of sites and buildings; sale of lands; transfer and zoning of land.
Format: Machine-readable records, microfiche, drawings, plans, maps.
Record Number: PWSGC RPB 045

Design and Construction
Description: Construction programs.
Document Types: Construction and quality assurance; master construction specifications; consultants project control; cost planning and estimating; environmental analysis; landscaping and site development standards; project control systems; reports and unsolicited proposals; questionnaires; electrical, mechanical, marine and civil engineering.
Format: EDP systems, slides and film, brochures, microfilm, photographs.
Record Number: PWGSC RPB 025

Energy and Sustainable Development
Description: Information on PWGSC energy and sustainable development program.
Document Types: Guidelines and standards; information exchange and cooperation; studies; building energy systems analysis; district heating and cooling; solid waste management; solar energy programs; geothermal energy and thermography strategies for greenhouse gas reductions; greening opportunities in buildings.
Format: Machine-readable records, photographs, cartographic records, microfilm videotapes, and disc storage.
Record Number: PWGSC RPB 055

Payments in Lieu of Taxes
Description: Information on payments to municipal, school, provincial, territorial and other taxing authorities in lieu of real property tax for a taxation year and in lieu of frontage or area tax in respect of federal property situated within the area in which the taxing authority has power to levy and collect real property tax or the frontage or area tax.
Document Types: Payments to municipalities, taxing authorities, Payments in lieu of taxes Act, federal property, municipal services, real property tax, taxable property owner, evaluation, appraisals, Crown lands, federal programs and property assessment.
Access: Files are arranged by region with their taxing authorities in alpha-numeric order.
Format: Photographs (digital and hard copy) and electronic database.
Record Number: PWGSC RPB 115

Project Files
Description: Information on projects undertaken such as renovations, alterations, minor works and repairs to buildings, civil and marine structures, as well as such work as dredging, landscaping and paving.
Document Types: Planning and design; consultants; tendering and contract award; construction payments; claims; change orders; meetings; project scheduling; reports; shop drawings; testing; fine art ; graphic images/records of projects; graphic records of real property asset facility management; and materials and equipment.
Format: Machine-readable records, microfilm, microfiche, maps, plans, photographs and specifications.
Record Number: PWGSC RPB 030

Property Development
Description: Information on federal land management.
Document Types: Redevelopment strategies and inventory rationalization.
Format: Maps, plans, photographs.
Record Number: PWGSC RPB 150

Property Inventories
Description: (Law records) Inventories of properties owned or leased by the federal government and its agencies.
Document Types: Inventories; Directory of Federal Real Property inventory; Public Works and Government Services Canada real property inventory.
Format: EDP systems, microfilm records, maps, survey plans, photographs, prints, and film.
Record Number: PWGSC RPB 060

Real Property
Description: Information on the provision of accommodation and related services to government departments and agencies.
Document Types: Assignment and use of space; guidelines and standards; parking; charging; housing; lettings; space management; and planning.
Format: Machine-readable records, floor plans.
Record Number: PWGSC RPB 040

Research and Innovation
Description: Information on innovative products/systems/processes arising from research, demonstration and transfer activities applied to real property assets.
Document Types: Properties and performance of new materials; laboratory and on-site testing results on the performance of building components; tools and methodologies for risk reduction due to hazards suchas earthquake or fire; data and analysis of specialized structures such as Prince Edward Island Bridge.
Format: Hard copy report, EDP systems, films, CDs, disc storage.
Record Number: PWGSC RPB 155

Signs and Plaques
Description: Information on the federal identity program and the design and development of standard signage.
Document Types: Identification of buildings; national signage program and its implementation.
Access: Files arranged by topic.
Record Number: PWGSC RPB 170

Specifications
Description: Specifications and Canadian government master specifications.
Document Types: Specifications – architectural, structural, landscaping, food services, conveyor systems, mechanical, electrical and civil.
Format: Microfiche.
Record Number: PWGSC RPB 020

Surplus Properties
Description: Information on the disposition of properties or structures surplus to the needs of government departments and agencies.
Document Types: Notice of excess Crown property; demolition; disposal; surplus properties and enquiries for real property.
Format: EDP systems and microfilm records.
Record Number: PWGSC RPB 085

Translation Bureau (TB)

Services
Description: Information on translation services, simultaneous interpretation, sign language service and other linguistic services, notably terminology, training and translation quality evaluation provided to government institutions.
Note: Database – Suppliers Information Management System (SIMS).
Document Types: General; associations and organizations; bilingualism; conferences and seminars, foreign languages, Aboriginal languages.
Record Number: PWGSC TB 220