Government of Canada Public Key Infrastructure (GC PKI) Certificates
Description: This personal information bank relates to Public Key Infrastructure (PKI) certificates issued both online (anonymous) and face-to-face (identity based), for the purpose of providing access to Government of Canada(GC) applications and e-mail communications with the federal government, in a secure fashion. The certificates permit employees and other individuals to access and transact with GC systms/applications and to communicate/correspond with federal employees. The personal information bank includes: username, password, and recovery secret created by the user; encrypted program identifiers (PIDs); identification code (meaningless but unique number or MBUN) generated by the system for the anonymous certificate; individuals name and employement coordinates (organization, address, e-mail and telephone number) for the identify-based certificate that also requires face-to-face or oral identification not recorded by the Local Registration Authority (LRA), ie. Two pieces of ID (one with a photo, and one with a signature) or a shared secret (something known by the LRA from the previous interactin with the individual).
Class of Individuals: Federal and government employees, consultants, temporary help and individuals hired under contract to work on behalf of the federal government, and other individuals who apply for access to Government of Canada applications and/or communicate with federal employees, in a secure fashion.
Purpose: The administration of the program to establish and use PKI Certificates which are used to enable government employees,consultants and others to perform secure communications and transactions with and/or within the federal government. Once a Certificate has been used for enrollment into a particular application (or group of applications) and the individual has been authenticated, the certificate is linked to an encyrpted PID used by the application then stored into a central mapping database. This mapping database, although maintained by the CA, is created for the use of applications only which means that encrypted PIDs can only be decrypted by the applications. Moreover, information maintained about personal identifiers used by various applications is segregated from each other, to avoid the risk of data profiling. The CA also logs certificate usage. In the case of identify-based certificates, the CA is able to track each time a user accesses his/her certificate (this tracking does not normally record a particular application accessed byt can be retrieved for security inquiries/investigations). The tracking is also done for anonymous certificates but the information is not personally identifiable.
Consistent Use: In the case of security or privacy breaches, the CA may be permitted to access nomally encrypted data, sor use in security investigations and/or inquiries conducted by PWGSC Security staff. Suspected criminal activities are referred to the RCMP for investigation (CMP PPU 005-Operational Case Records).
Retention and Disposal Standards: Certificate usage logs are maintained for six years from the las utilization. The Certificates themselves may be kept for up to a maximum of 30 years, depending on the duration of employment of the individual concerned. Subscription request forms for identity-based certificates may be kept for up to 6 years after receipt.
RDA Number: An institute specific RDA is being developed.
Related Record Number: PWGSC CIO 030
TBS Registration: 006677
Bank Number: PWGSC PCU 606

Institution-Specific Personal Information Banks

Accounting, Banking and Compensation Branch

Claim for Payment on an ex Gratia Basis
Description: This bank describes the information provided by individuals from the public, businesses and non-profit organizations who are making claims on a voluntary basis against the Government of Canada for losses and/or extraordinary expenses incurred during Summit activities. Claimants complete the Claim for Payment on an Ex Gratia Basis form. The data requested on this form includes: description of losses and/ or extraordinary expenses incurred during Summit, claimant name, contact details (address, phone and fax numbers), and claimant insurance details (insurance policy number, company, broker, details of insurance claim). Business and non-profit organizations must additionally provide their Goods and Services Tax Number (GST), Business Number (BN), Procurement Business Number (PBN), or Corporate Income Tax Number, and may also name staff and provide information submitted by their staff and volunteers to substantiate claims.
Class of Individuals: Commercial businesses and their employees, non-profit organizations and their employees and volunteers, and individuals of the public submitting claims.
Purpose: Information in this bank is collected to assess claim eligibility and issue payment by the federal Government of Canada in accordance with the Financial Administration Act and TBS policies.
Consistent Uses: Information in this bank may also be used to advise claimants on the status of their claim, to track processing of claims, and to issue T4A receipts under the authority of the Income Tax Act.(Reference: PWGSC PPU 051).
Retention and Disposal Standards: Records are retained for six years after last administrative use and then destroyed.
RDA Number: 98/005
Related Record Number: PWGSC ABC 125
TBS Registration: 005255
Bank Number: PWGSC PPU 052

Direct Deposit Interface System
Description: This bank describes information on payment data received from various payment systems for the purpose of delivering payment data to financial institutions for deposit to a recipient's account. This bank identifies recipients' Financial Institution Branch and account numbers, the user cross-reference number used by the payment system to identify the payee and the payee's name.
Class of Individuals: Retired federal employees and members of the general public residing in the U.S. receiving a pension payment from the federal government via direct deposit.
Purpose: The purpose of this bank is to effect direct deposit payments.
Consistent Uses: The information in this bank is used to effect direct deposit payments and for reconciliation and inquiry purposes.
Retention and Disposal Standards: All payment data is purged from the Direct Deposit Interface System (DDID) database 120 days after due date and saved on microfiche for an indefinite period of time. The payment tape to financial institutions is retained by CRCD in microfiche form for a period of six years in accordance with payment instrument regulations. The financial records have a retention period of six (6) years, whether they are electronic or paper and then destroyed.
RDA Number: 98/005
Related Record Number: PWGSC ABC 075
TBS Registration: 002784
Bank Number: PWGSC PPU 040

Receiver General Buy Button (RGBB)Credit Card Numbers
Description: This bank describes the information relating to credit card numbers and corresponding expiry dates that individuals have voluntarily provided as customers purchasing goods and services from afederal government department or agency using the Receiver General Buy Button (RGBB) to authorize payment. Also, this basic transaction information such as total purchase amount, department, transaction ID, and bank authorization number.
Class of Individuals: Members of the public who are customers purchasing goods and services from a federal government department or agency using the Receiver General Buy Button (RGBB) to authorize payment.
Purpose: The credit card numbers and corresponding expiry dates are required from customers purchasing goods and services from a federal government department or agency to process authorization and settlement of payment by credit card. The remaining basic transaction information is required to include in a payment receipt displayed to the customer.
Consistent Uses: The information described in the Bank is used for the purpose of processing creditcard payments and, therefore, partial disclosure to a third party payment service provider is required for the processing. The information (partially masked credit card number) will also be available to the originating selling department (only) in reports and online for administrative purposes (i.e.refunds, reporting and reconciliation).
Retention and Disposal Standards: The data maintained in this Bank is retained for six (6) fiscal years after the fiscal year in which the transaction occurred (accounts receivable - revenue). Data is subsequently disposed of.
RDA Number: 99/004
Related Record Number: PWGSC ABC 130
TBS Registration: 005380
Bank Number: PWGSC PPU 100

Standard Payment System
Description: This bank describes payment data received from various entitlement systems, financial institutions, program departments, the general public and Cheque Redemption Control Directorate. Information includes basic payment data (name and address of recipient, amount, date of issue, financial institution branch and account numbers, the user cross-reference number used by the payment system to identify the payee and the payee's name) plus the status of the payment at various points in the life cycle and control information. Stub information related to the calculation of the entitlement, may also be included.
Class of Individuals: All members of the general public receiving payments from the Receiver General.
Purpose: The purpose of the information is to support the issue and post-issue processes required by the Receiver General payment function.
Consistent Uses: The data is used to effect payments, take follow-up action if cheques are lost, stolen or damaged, and respond to enquiries.
Retention and Disposal Standards: Stub information is deleted when the payment is cashed or canceled. Information on redeemed payments is retained on line for a period specified by the program department, on average four months following redemption. The data is then purged from the SPS database and transferred to tape, where it is retained forsix years. The archived data is available online throughout that period. The financial records have a retention period of six (6) years after the last administrative action, whether they are electronic or paper and then destroyed.
RDA Number: 98/005
Related Record Number: PWGSC ABC 125and PWGSC ABC 075
TBS Registration: 003964
Bank Number: PWGSC PPU 085

Acquisitions Branch

Buyer Information
Description: This bank describes both personal and business information on potential sources for the sale of surplus Crown assets. The information held includes name, address, phone number, company warehousing and distribution capabilities, lists of commodities of interest, payment records, bids offered, credit ratings, performance ratings on period contracts; successful bids, volume of surplus goods bought and sold.
Class of Individuals: Individual buying or bidding on surplus Crown assets or companies buying surplus Crown
Purpose: To select buyers to solicit when selling surplus Crown assets; to provide trend analysis through historical statistics.
Consistent Uses: None.
Retention and Disposal Standards: Inactive records are kept for three years within Cass and an additional three years on backup after the last administrative action is taken and then destroyed. Active records are amended as appropriate.
RDA Number: 84/009
Related Record Number: PWGSC ACQ 185
TBS Registration: 003317
Bank Number: PWGSC PPU 026

Consultants' Inventory
Description: This bank contains information relating to firms and individuals specializing in architectural, engineering (A&E) and related disciplines associated with departmental activities whose services have been, are or may be commissioned by the Department. This bank contains names, addresses, personal qualifications, a record of previous commissions and experience, along with performance records.
Class of Individuals: Professional and paraprofessional consultants.
Purpose: This information is used to select consultants for projects administered by the Department.
Consistent Uses: To allow for the efficient selection of A&E consultants, the information is updated on an ongoing basis by architectural and engineering firms and their employees as required.
Retention and Disposal Standards: Information is updated continuously and is maintained for two years after removal from the inventory and then destroyed.
RDA Number: 97/005
Related Record Number: PWGSC ACQ 185
TBS Registration: 000703
Bank Number: PWGSC PPU 041

Contractors' Index
Description: This bank contains information relating to contractors in a variety of trades including areas such as plumbing,electrical, moving, cleaning, snow removal and other trades relating to general property management. This bank contains names, addresses, telephone numbers, specializations, licenses held, previous government work, if any, and in some cases, performance reports.
Class of Individuals: General and trade contractors.
Purpose: This information is used pursuant to departmental procedures to contact and select contractors and service agencies for departmental projects.
Consistent Uses: The information is updated on an ongoing basis as required by suppliers and their employees.
Retention and Disposal Standards: The files are deleted from the bank after two years of inactivity.
RDA Number: 97/005
Related Record Number: PWGSC ACQ 185
TBS Registration: 000698
Bank Number: PWGSC PPU 016

Register of Suppliers
Description: This bank describes the information on suppliers of materials and equipment. It contains names, addresses, commodities available from the supplier and details of previous departmental purchases, if any. Information in this bank is held at Headquarters and in regional offices.
Class of Individuals: Suppliers of materials and equipment.
Purpose:This bank is used to assist in the selection of suppliers.
Consistent Uses: None.
Retention and Disposal Standards: Information is maintained for two years after the last administrative action and then destroyed.
RDA Number: 78/001
Related Record Number: PWGSC ACQ 185
TBS Registration: 000709
Bank Number: PWGSC PPU 071

Vendor Sourcing Records
Description: This bank describes business information such as financial data, indications of suppliers' manufacturing and distribution capabilities, lists of main products, equipment or services provided, and performance reports. It may also describe personal information such as names, addresses, commodities available from the supplier, details of previous departmental purchases, if any, personal histories and characteristics, education and performance of sole proprietors or partners.
Class of Individuals: Individual companies/suppliers who wish to do business with the Department.
Purpose: To identify potential suppliers.
Consistent Uses: None.
Retention and Disposal Standards: Five-year retention period after the last administrative action and then destroyed, for automated records, two years for manual records after the last administrative use and then destroyed.
RDA Number: 69/048
Related Record Number: PWGSC ACQ 185
TBS Registration: 001367
Bank Number: PWGSC PPU 005

Consulting, Information and Shared Services Branch (CISSB)

Citizen Information Initiative Mailing List
Description: Names and addresses that respondents provided to the Consulting, Information and Shared Services Branch on postage-paid reply cards included in Your Guide to Government of Canada Programs and Services. This bank may also describe comments provided by Canadians who complete comment cards found in various Government of Canada publications.
Class of Individuals: The information relates to Canadians who received a copy of the guide in the mail and who indicated that they wished to be kept aware of GOC programs and services.
Purpose: To create and maintain mailing lists that will enable the Government Information Services Branch to keep people aware of GoC programs and services.
Consistent Uses: None.
Retention and Disposal Standards: The information will be retained for two years. Individuals who wish to have their names removed from the list can do so.
RDA Number: Under development
Related Record Number: PWGSC CSPCB 440
TBS Registration: 004230
Bank Number: PWGSC PPU 120

Controlled Goods Registry Information
Description: Established under the authority of the Defence Production Act (DPA). The Controlled Goods Program requires all "persons" examining, possessing, or transferring controlled goods in Canada to be registered, excluded or exempted from registration. The Controlled Goods Regulations came into effect April 30, 2001. Controlled goods (listed in the Schedule to the DPA) include Group 2 (with some restrictions), Group 5 (item 5504) and Group 6 of the Export Control List made under section 3 of the Export and Import Permits Act. This bank describes information on applicants such as: registration number; type of Controlled Goods; biographical information such as surname, full given name(s), family name at birth, all other names used (nicknames), date of birth, and gender; information on criminal history such as conviction of a criminal offence in or outside of Canada for which a pardon has not been granted, the RCMP fingerprint form, description of the charges, name of police force and location, date of conviction; legal status of business, sole proprietorship, partnership, ownership; designated official; business location(s); telephone number; expiry date; and, certification.
Class of Individuals: All "persons" who are in a position to lawfully examine, possess or transfer controlled goods in Canada. This includes visitors, temporary workers, and other business enterprises.
Purpose: To register and monitor all "persons" who are examining, possessing or transferring controlled goods.
Consistent Uses: To record information on all "persons" registered or exempted from registration (visitors and temporary workers), and on compliance inspections in the Controlled Goods Directorate database and Departmental Industrial Security Information System (DISIS). This information is updated on a daily basis.
Retention and Disposal Standards: Reviewed and updated every five years.
RDA Number: Under development
Related Record Number: PWGSC CISSB 105
TBS Registration: 005093
Bank Number: PWGSC PPU 045

Industry Personnel Clearance and Reliability Records
Description: Personal history data, fingerprints, consent, briefing request and authorization and citizenship documentation (if applicable), certification of reliability, credit information as well as correspondence related to the security clearance or verification of reliability of industry personnel and PWGSC employees.
Class of Individuals: Canadian industry personnel and PWGSC employees.
Purpose: To record security clearance and verification of reliability data on applicable Canadian industry personnel.
Consistent Uses: None.
Retention and Disposal Standards: If not renewed, records are destroyed two years after the expiry date of the security clearance and/or reliability. Records are also destroyed two years after the last administrative action, i.e. termination, revocation.
RDA Number: 79/018
Related Record Number: PWGSC CISSB 105
TBS Registration: 001369
Bank Number: PWGSC PPU 015

Private Sector Resources
Description: Inventories of registered private sector resources; individuals and firms.
Class of Individuals: Individuals and firms of the private sector.
Purpose: Inventories of registered private sector recources; individuals and firms
Consistent Uses: No Consistent Uses have been identified at this time.
Retention and Disposal Standards: Records are retained for three years or until updated by the registrant, whichever comes first and then destroyed.
RDA Number: Under development
Related Record Number: PWGSC CISSB 135
TBS Registration: 001371
Bank Number: PWGSC PPU 025

Skills Inventory System
Description: The system provides information on the skill sets of registered private sector resources.
Class of Individuals: Individuals and firms in the private sector seeking consideration for assignments with Consulting Services Canada.
Purpose: To register Private Sector Resources, their skills, rates and availability.
Consistent Uses: For retrieving and sorting skills information.
Retention and Disposal Standards: Reviewed and updated every five years.
RDA Number: Under development
Related Record Number: PWGSC CISSB 135
TBS Registration: 005018
Bank Number: PWGSC PPU 027

Corporate Services, Policy and Communications Branch (CSPCB)

Internet Services
Description: E-mail: Names, home/e-mail addresses, telephone/facsimile numbers and Internet provider addresses of individuals who have submitted solicited or unsolicited information to the PWGSC Internet site using comment/question forms and by sending free-form e-mail to the site. The bank includes responses to such comments/questions and any other information relevant to the processing of such comments/questions. Server Logs: It may also contain personal information captured, by the PWGSC server (server logs) such as Internet Server Provider addresses, over the course of normal navigation through the site. User metrics for Site Enhancements: In order to optimize service to users through the PWGSC, information on site usage patterns may be collected through a Statistics Program or the About Canada application. Optional Services: Customization, E-mail Notification – Users who choose to participate in these services, will through the nature of this activity, have provided personal information so that the department can provide them with personalized information. These databases contain usernames, passwords, email addresses.
Class of Individuals: Canadians and international public who have access to the Internet.
Purpose: This information is compiled in order to process the comments/questions received and to track the responses given. The information is made available to personnel in order to provide a response to the inquiry, and for the purposes of improving service to our Website clientele. The information is also used to provide e-mail updates of new links added to the site, bookmark profiles, statistical analysis of usage of the site.
Consistent Uses: The information will be used by various members of the department who are responsible for maintaining pages on the Department's Internet sites.
Retention and Disposal Standards: Under development.
RDA Number: Under development
Related Record Number: PWGSC CSPCB 440
TBS Registration: 005372
Bank Number: PWGSC PPU 115

Finance Branch

PWGSCs T1204 Tombstone Information
Description: PWGSC supplier identifier: legal name of business entity or individual; address including postal code; business type, contractor (either individual, partnershipor corporate); and one or more of the following Revenue Canada identifiers: SIN, Business numbers, GST/HST number.
Class of Individuals: Suppliers providing services to PWGSC. These suppliers are individuals or partnerships.
Purpose: The information described above is required to enable PWGSC to issue T1204 supplementary slips to its service contractors in accordance with the TB Information Bulletin of April 30, 1998.
Consistent Uses: This information will only be used to issue T1204 supplementary slips.
Retention and Disposal Standards: Minimum of six years from the end of the last taxation year to which it relates and then destroyed. The legal authority for retention/disposal of the information related to tax document; i.e., T4s comes from the Canadian Income Tax Act under article 230(4) and the same limitation is imposed by la Loi sur le Ministère du Revenue for Quebec.
RDA Number: 86/001, schedule 4.
Related Record Number: PWGSC ACQ 185
TBS Registration: 004154
Bank Number: PWGSC PPU 051

Information Technology Services Branch (ITSB)

Telephone Call – Detail Information
Description: This bank contains details of most commercial long-distance calls and all Government Intercity Calling Service (GICS) calls placed from government telephones, which are provided as part of the GTIS Local Shared Services (LSS). It also includes details of all GICS calls made using government TeleCanada Card authorization codes.
Class of Individuals: Anyone who has access to an LSS telephone or a TeleCanada Card can place calls which will be recorded in this information bank. This includes employees and contractors of government departments, agencies and Crown Corporations specified in Schedules 1, 2 and 3 of the Financial Administration Act; Members, employees of Members, and employees of the House of Commons; and Senators, employees of Senators, and employees of the Senate.
Purpose: GTIS collects call-detail information only for purposes relevant to its legislative mandate, including the provision of information to customers to enable them to manage their operations and control their expenditures in an effective manner.
Consistent Uses: Call-detail information is used by GTIS to manage, control, forecast, plan and analyze the performance of GTIS-managed government networks. The information is provided to all GTIS customers or Authorized Customer Representatives to enable them to manage and control GICS usage, allocate costs internally, and ensure that GICS-related services are used appropriately.
Retention and Disposal Standards:T he information is retained for six (6) fiscal years after the fiscal year in which the transaction occurred, and then destroyed.
RDA Number: 99/004
Related Record Number: PWGSC ITSB 165
TBS Registration: 003744
Bank Number: PWGSC PPU 050

Real Property Branch

List of Landlords
Description: Information relating to existing landlords with whom the Department has executed lease agreements, such as names, addresses, commencements and expiry dates of leases and length of options (if any).
Class of Individuals: Landlords doing business with the Department of Public Works and Government Services Canada.
Purpose: Administration of the leasing contracts on behalf of the government.
Consistent Uses: The information is updated on an ongoing basis as required by the Department and their employees.
Retention and Disposal Standards: Information is retained for two years after last administrative use and then destroyed.
RDA Number: 79/008
Related Record Number:PWGSC RPB 040
TBS Registration: 000696
Bank Number: PWGSC PPU 006

Register of Land Surveyors
Description: Realty Services retains information relating to qualified land surveyors who can perform work for federal organizations. This includes names, addresses, personal qualifications and records of past performance, if any.
Class of Individuals: Land surveyors.
Purpose: Information is used for the selection of land surveyors.
Consistent Uses: None.
Retention and Disposal Standards: This bank is updated on a continuous basis with information supplied by land surveying contractors. It is maintained for three years following removal from the register.
RDA Number: 79/008
Related Record Number: PWGSC RPB 045
TBS Registration: 000700
Bank Number: PWGSC PPU 070

Register of Real Property Appraisers
Description: PWGSC uses the Directory of Designated Members published annually by the Appraisal Institute of Canada and L'Ordre des évaluateurs agréés du Québec as its primary source lists of professional appraisers.
Class of Individuals: Property appraisers.
Purpose: Information is used for the selection of property appraisers for projects administered by the Department.
Consistent Uses: The register of designated members is necessary to ensure that a complete, up-to-date, inventory of appraisers is available to the Valuation Program of the Valuation and PILT Programs Directorate to assist in the selection of property appraisers for projects administered by the Department.
Retention and Disposal Standards: This bank is updated on a continuous basis with information supplied by property appraisal firms, individual appraisers and departmental officials. This information isretained for three years following its removal from the register and then destroyed.
RDA Number: 79/008
Related Record Number: PWGSC RPB 045
TBS Registration: 000701
Bank Number: PWGSC PPU 030