Access to Information and Privacy
Info Source
On this page
General information
Introduction
All government institutions subject to the Access to Information Act and the Privacy Act publish an inventory of their information holdings as well as relevant details about personal information under their control. The following can assist you in making an access to information or personal information request, or in exercising your privacy rights:
- Browse the list of government institutions to learn more about their programs, activities, and information holdings, including their classes of records and personal information banks.
Some programs and activities, such as human resources and financial management, are common to most government institutions. These are known as internal services and they involve the following types of information:
Standard classes of records: these are descriptions of all records created and used to support internal services.
- Standard personal information banks: these are descriptions of personal information contained in records, and collected and used to support internal services.
Background
Correctional Service Canada (CSC) was formed in 1979 through the amalgamation of the Canadian Penitentiary Service and the Parole Board of Canada. Learn more about CSC’s history and background.
CSC is an agency within the Public Safety Portfolio. The Portfolio brings together key federal agencies dedicated to public safety, including:
- the Royal Canadian Mounted Police
- the Parole Board of Canada
- the Canada Border Services Agency
- the Canadian Security Intelligence Service, and
- three review bodies, including the Office of the Correctional Investigator
Correctional Service Canada reports to Parliament through the Minister of Public Safety.
CSC has the fundamental obligation to contribute to public safety by actively encouraging and assisting offenders to become law-abiding citizens, while exercising reasonable, safe, secure and humane control. It does this by operating under the rule of law, in particular, the Corrections and Conditional Release Act (the CCRA), which provides its legislative framework. The Commissioner of CSC has the authority, extending from the CCRA, to issue directives, procedures and guidelines to carry out the agency’s operations.
CSC also has a variety of directives and procedures to exercise reasonable, safe, secure and humane control. Learn more about CSC's policy and legislation.
Responsibilities
CSC contributes to public safety by administering court-imposed sentences for offenders sentenced to two years or more. This involves managing institutions (penitentiaries) of various security levels and supervising offenders on different forms of conditional release, while assisting them to become law-abiding citizens. CSC also administers post-sentence supervision of offenders with Long Term Supervision Orders for up to 10 years.
CSC provides services across the country, from large urban centres with their increasingly diverse populations, to remote Inuit communities across the North. CSC manages:
- institutions
- mental health treatment centres
- Indigenous healing lodges
- community correctional centres, and
- parole offices
In addition, CSC has five regional headquarters that provide management and administrative support and serve as the delivery arm of CSC's programs and services. CSC also manages:
- an addictions research centre
- a correctional management learning centre
- regional staff colleges, and
- a national headquarters
Learn more about CSC’s organization.
CORCAN, a special operating agency of CSC, provides work and employability skills training to offenders in institutions in order to enhance job readiness upon their release to communities, and to increase the likelihood of successful reintegration. CORCAN also offers support services at 53 community-based employment locations across Canada to assist offenders on conditional release in securing employment. CORCAN's services are provided through partnership contracts internally (CSC and CORCAN) as well as externally with:
- other government organizations
- non-governmental organizations, and
- private enterprises
Institutional functions, programs and activities
CSC delivers its programs to accurately reflect the structure of its correctional environment. Offenders spend time in custody in institutions and they spend time being managed in the community under supervision. In both the institution and the community, offenders are offered correctional interventions aimed at helping them assume their accountability to become and remain law-abiding citizens. Indeed, some interventions begin while the offender is in the institution and continue or are maintained once the offender returns to the community. CORCAN is a separate agency within CSC that provides employment and job readiness programs for offenders as well as producing products for the marketplace. CSC's internal services serve to deliver on operational priorities and on all aspects of its mandate.
For additional information on CSC and its programs, please visit other areas of our website, starting on our home page.
Care and custody
CSC provides for the safety, security, and humane care of inmates, including day-to-day needs of inmates such as food, clothing, accommodation, mental health services, and physical health care. It also includes security measures within institutions such as drug interdiction and appropriate control practices to prevent incidents.
In this section
Institutional management and support
The Institutional Management and Support Program contributes to care and custody through the day-to-day management of operational activities and institutional services for offenders in custody.
Key activities include administering, operating and maintaining institutions; establishing operational processes and procedures; managing allocated financial and human resources; directing and overseeing the delivery of integrated correctional operations; monitoring the effectiveness of institutional security activities; considering threats, risks, vulnerabilities and physical security requirements and controls; managing the intelligence function for institutions; ensuring coordination across the criminal justice system; providing a safe environment for staff and inmates; and making decisions and recommendations related to offenders within delegated authorities.
Investigations: Class of records
Description: Records relating to the Incident Investigations Branch. An Investigation may be convened by the Commissioner of Corrections, the Director General, Incident Investigations Branch or Heads of Operational Units. Investigations of institutional and community incidents are intended to ensure responsibility, accountability and transparency, and to enhance the ability of the Correctional Service of Canada (CSC) to contribute to the safety of the public, staff, victims and offenders.
Document types:
- analyses
- briefing notes
- chronologies
- convening orders
- findings and recommendations
- interview notes
- manuals
- minutes
- policies, procedures and guidelines
- reference material
- reports
- terms of reference
Record number: CSC SDC 020
Operations and quality control: Class of records
Description: Records related to quality control and quantitative and qualitative performance in the institutions and district offices and application of policy and procedures in the region.
Document types:
- audit and evaluation reports
- briefing notes
- letters
- meeting agendas and minutes
- policies, procedures and guidelines
- presentations and training material
- templates
Record number: CSC COP 280
Research: Class of records
Description: Records related to research, including public opinion research into medical, psychiatric, psychological and socio-behavioural matters, and into matters involving the operation and delivery of correctional programs and services generally, such as, but not limited to, food services, education, employment, social and cultural development and visiting programs.
Document types:
- briefing notes
- correspondence
- forms
- letters
- meeting agendas and minutes
- memoranda
- policies, procedures and guidelines
- presentations and training material
- research
- templates
Record number: CSC COP 520
Rights, redress and resolution: Class of records
Description: Records related to the grievance process for offenders, human rights issues identified in complaints submitted by offenders to the Canadian Human Rights Commission and requests for information from the Office of the Correctional Investigator and records related to the electoral process for our federal offenders.
Document types:
- annual reports and special reports
- briefing notes
- bulletins
- convening orders
- correspondence
- court transcripts
- forms
- frameworks
- grievance responses
- legal opinions
- letters
- manuals
- meeting agendas and minutes
- memoranda
- memoranda of understanding
- policies, procedures and guidelines
- presentations and training material
- protocols
- recommendations
- reference material
- reports, templates
- responses to the Canadian Human Rights Commission and Office of the Correctional Investigator
Information is also available related to the various elections held including notices, posters, forms, spreadsheets.
Record number: CSC CDS 020
Personal information banks:
Supervision
The Supervision Program contributes to the Care and Custody of inmates through the provision of security activities to ensure that institutions are safe and secure, and that they facilitate an environment that supports rehabilitation and reintegration. The program directly assists with case management by identifying and managing illicit activities and security threats to contribute to the safety and security of institutions.
Key activities include gathering and sharing information and intelligence to prevent safety and security incidents through dynamic security and searches, performing security patrols and inmate counts, and addressing inmate behaviour that may jeopardize the safety and security of institutions in accordance with the inmate discipline system. As well, the monitoring of inmate movements, while considering institutional security requirements, supports an inmate’s participation in their correctional plan.
Contingency emergency plans: Class of records
Description: Records related to actions to be taken in the event of any emergency causing a disruption of the institutional routine and operational activity.
Document types:
- audit and evaluation reports
- briefing notes
- correspondence
- letters
- meeting agendas and minutes
- memoranda of understanding
- notes
- pamphlets/brochures
- policies, procedures and guidelines
- protocols
- research reports
- templates
Record number: CSC COP 090
Discipline and segregation: Class of records
Description: Records related to administrative and disciplinary segregation to be taken in order to maintain institutional routine. As segregation was abolished on November 30, 2019, these documents are still available but new records are no longer being created.
Document types:
- Prior to November 30, 2019 includes:
- correspondence
- forms
- letters
- meeting agendas and minutes
- memoranda of understanding
- pamphlets/brochures
- policies, procedures and guidelines
- presentations and training material
- statistics and statistical reports
- templates
Record number: CSC COP 130
Personal information banks:
Structured Intervention Units: Class of records
Description: Records related to Structured Intervention Units.
Document types:
- briefing notes
- correspondence
- forms
- legal opinions
- letters
- meeting agendas and minutes
- memoranda of understanding
- pamphlets/brochures
- policies, procedures and guidelines
- presentations and training material
- statistics and statistical reports
Record number: CSC COP 130
Hostage taking: Class of records
Description: Records related to the management of hostage-taking situations.
Document types:
- briefing notes
- correspondence
- forms
- letters
- meeting agendas and minutes
- memoranda
- pamphlets/brochures
- policies, procedures and guidelines
- presentations and training material
- protocols
- statistics and statistical reports
- templates
Format: In some cases video.
Record number: CSC COP 190
Incidents: Class of records
Description: Records related to incidents within the institutions.
Document types:
- briefing notes
- correspondence
- daily Situation Report (SITREP)
- forms
- findings and recommendations
- incident reports
- intelligence advisories
- intelligence reports
- letters
- meeting agendas and minutes
- notes
- policies, procedures and guidelines
- presentations and training material
- protocols
- statement/observation reports
- statistics and statistical reports
- templates
Format: In some cases video.
Record number: CSC COP 200
Offender population management: Class of records
Description: Records related to the procedures for managing the offender population.
Document types:
- briefing notes
- correspondence
- communication plans
- frameworks
- letters
- meeting agendas and minutes
- notes
- policies, procedures and guidelines
- presentations and training material
- statistics and statistical reports
- templates
Record number: CSC COP 240
Operational security: Class of records
Description: Records relating to the general operational security of all levels of institutions, as well as participate in investigations that relate to our mandate.
Document types:
- briefing notes
- correspondence
- directives
- frameworks
- letters
- meeting agendas and minutes
- memoranda
- policies, procedures and guidelines
- presentations and training material
- statistics and statistical reports
- templates
Format: Written, manuals, and in some cases video.
Record number: CSC COP 270
Policy and procedures: Class of records
Description: Records related to the development of general policies and procedures.
Document types:
- briefing notes
- correspondence
- legal opinions
- letters
- meeting agendas and minutes
- notes
- policies, procedures and guidelines
- presentations and training material
- templates
Record number: CSC COP 290
Security: Class of records
Description: Records related to the security of institutions and the collection of information and intelligence significant to the maintenance of good order within the institutions, and of benefit to law enforcement and correctional agencies.
Document types:
- incident reports
- intelligence advisories
- intelligence observation reports
- letters
- forms
- meeting agendas and minutes
- memoranda
- notes
- police reports
- pamphlets/brochures
- policies, procedures and guidelines
- presentations and training material
- security intelligence briefing records
- security intelligence reports
- statement/observation reports
- statistics and statistical reports
- templates
Format: In some cases video.
Record number: CSC COP 390
Personal information banks:
Security technology: Class of records
Description: Records related to the selection and use of security equipment.
Document types:
- briefing notes
- contracts
- correspondence
- letters
- manuals
- meeting agendas and minutes
- memoranda of understanding
- policies, procedures and guidelines
- presentations and training material
- recommendations
- templates
Record number: CSC COP 410
Visits and correspondence: Class of records
Description: Records related to offender visitors and the monitoring of offender correspondence, reading material, and telephone communication.
Document types:
- briefing notes
- contracts
- correspondence
- forms
- incident reports
- intelligence advisories
- letters
- manuals
- meeting agendas and minutes
- notes
- policies, procedures and guidelines
- presentations and training material
- security intelligence reports
- statement/observation reports
- templates
- threat risk assessments
- visitor application and telephone PIN list application
- visitor log
Record number: CSC COP 480
Personal information banks:
Preventive security and intelligence
The Intelligence and Supervision Program contributes to Care and Custody of inmates through the provision of intelligence information to inform and guide operational decisions in a tactical and/or strategic manner throughout all levels of the organization. Through the collection, analysis and sharing of intelligence information, the Preventive Security and Intelligence program directly contributes to security operations and interventions. This is achieved by supporting the case management process and identifying and managing illegal activities and security threats in institutions and in the community, in conjunction and cooperation with external partner agencies.
Key activities include gathering and sharing information and intelligence to prevent security incidents, disrupt illegal activity and support the case management process; continually assessing threats and risks to identify and mitigate internal and external threats to the safety of individuals (offenders, staff, and public), institutions, and community operational sites; collaborating, liaising and sharing information with justice partners both domestically and internationally; identifying and managing security threat groups; and preventing, intercepting, and eliminating illegal or threatening activities.
Incidents: Class of records
Description: Records related to incidents within the institutions.
Document types:
- briefing notes
- correspondence
- daily SITREP
- forms
- findings and recommendations
- incident reports
- intelligence advisories
- intelligence reports
- letters
- meeting agendas and minutes
- notes
- policies, procedures and guidelines
- presentations and training material
- protocols
- statement/observation reports
- statistics and statistical reports
- templates
Format: In some cases video.
Record number: CSC COP 200
Information and intelligence: Class of records
Description: Records related to the collection of information and intelligence significant to the maintenance of the safety and security within the institutions and in the community, and of benefit to law enforcement and correctional agencies.
Document types:
- briefing notes
- correspondence
- forms
- incident reports
- intelligence advisories
- intelligence observation reports
- intelligence products
- letters
- meeting agendas and minutes
- memoranda
- notes
- police reports
- policies, procedures and guidelines
- presentations and training material
- security intelligence briefing record
- security intelligence reports
- statement/observation reports
- statistics and statistical reports
- templates
Format: In some cases audio or video.
Record number: CSC COP 220
Policy and procedures: Class of records
Description: Records related to the development of general policies and procedures.
Document types:
- briefing notes
- correspondence
- legal opinions
- letters
- meeting agendas and minutes
- notes
- policies, procedures and guidelines
- presentations and training material
- templates
Record number: CSC COP 290
Security: Class of records
Description: Records related to the security of institutions and the collection of information and intelligence significant to the maintenance of good order within the institutions, and of benefit to law enforcement and correctional agencies.
Document types:
- incident reports
- intelligence advisories
- intelligence observation reports
- letters
- forms
- meeting agendas and minutes
- memoranda
- notes
- police reports
- pamphlets/brochures
- policies, procedures and guidelines
- presentations and training material
- security intelligence briefing records
- security intelligence reports
- statement/observation reports
- statistics and statistical reports
- templates
Format: In some cases video.
Record number: CSC COP 390
Personal information banks:
Drug enforcement
The Drug Enforcement Program contributes to Care and Custody through the development, implementation, and coordination of policies and activities designed to prevent the introduction of illicit drugs and/or reduce their presence within CSC facilities. This is done to ensure a safe, drug-free institutional environment for inmates and to reduce the threats to institutional security posed by trafficking activities and violence associated with drug trafficking. Drug Enforcement is one element of CSC’s overall strategy which includes prevention, education, treatment and harm reduction.
Key activities include the collection and analysis of intelligence related to drug use and trafficking and the subsequent targeting and dismantling of drug trafficking efforts. Detecting, searching and deterring drug use and/or trafficking is accomplished through security and intelligence measures such as urinalysis, drug detector teams, drug detection and identification tools, dynamic security and the imposition of administrative measures.
Contraband and dangerous substances: Class of records
Description: Records related to the entry into or the discovery of contraband and/or unauthorized items and the control of dangerous substances within the institution.
Document types:
- briefing notes
- contracts
- correspondence
- forms
- incident reports
- intelligence advisories
- intelligence awareness bulletins
- intelligence reports
- letters
- meeting agendas and minutes
- memoranda
- memoranda of understanding
- pamphlets/brochures
- policies, procedures and guidelines
- presentations and training material
- statement/observation reports
- statistics and statistical reports
- templates
Record number: CSC COP 100
Visits and correspondence: Class of records
Description: Records related to offender visitors and the monitoring of offender correspondence, reading material, and telephone communication.
Document types:
- briefing notes
- contracts
- correspondence
- forms
- incident reports
- intelligence advisories
- letters
- manuals
- meeting agendas and minutes
- notes
- policies, procedures and guidelines
- presentations and training material
- security intelligence reports
- statement/observation reports
- templates
- threat risk assessments
- visitor application and telephone PIN list application
- visitor log
Record number: CSC COP 480
Personal information banks:
Clinical services and public health
The Clinical Services and Public Health Program contributes to the humane custody of inmates by providing essential health care and reasonable access to non-essential health care in accordance with professionally accepted standards.
Key activities across the continuum of care include disease prevention and control, health promotion, screening, assessment and treatment, hospital care, referral to medical specialists, pharmacy services and release planning.
Clinical services and public health: Class of records
Description: Records related to the provision of medical, clinical and public health services in institutions and the overall administration, development, implementation and updating of medical directives, policies, quality improvement, accreditation, research and performance measurement for health services.
Document types:
- assessment tools
- correspondence
- consultation reports
- forms
- findings and recommendations
- legal opinions
- letters
- meeting agendas and minutes
- memoranda
- notes
- presentations
- progress reports
- protocols
- recommendations
- screening tools
Record number: CSC HS 010
Dental services: Class of records
Description: Records related to the administration of dental services to offenders.
Document types:
- contracts
- forms
- policies, procedures and guidelines
- reports
- standards
Record number: CSC HS 7050
Personal information banks:
Health and hygiene: Class of records
Description: Records related to general matters pertaining to the cleanliness and physical well-being of offenders.
Document types:
- accident reports
- correspondence
- forms
- manuals
- meeting agendas and minutes
- memoranda
- notes
- policies, procedures and guidelines
- presentations and training material
- pamphlets/brochures
- standards
- studies
- surveys
Record number: CSC HS 040
Personal information banks:
Health care equipment: Class of records
Description: Records related to the acquisition of health care equipment.
Document types:
- agreements
- contracts
- purchase orders
- reports
- standing offers
Record number: CSC HS 050
Health services: Class of records
Description: Records related to the medical and mental health care of offenders.
Document types:
- audit and evaluation reports
- briefing notes
- checklists
- contracts
- correspondence
- discussion papers
- fact sheets
- forms
- frameworks
- manuals
- meeting agendas and minutes
- memoranda of understanding
- memoranda
- newsletters
- notes
- pamphlets/brochures
- policies, procedures and guidelines
- presentations and training material
- protocols
- research reports
- studies
- surveys
- templates
Record number: CSC HS 7070
Personal information banks:
Health services general: Class of records
Description: Records of a general nature on the health services of inmates.
Document types:
- correspondence
- policy documents
- protocols
- memoranda
- reports
- Treasury Board submissions
Record number: CSC HS 7000
Health services associations and societies: Class of records
Description: Records relating to associations, clubs, federations, foundations, leagues, orders, societies and other similar organizations directly involved with health services operations.
Document types:
- annual reports
- financial statements
- membership and fees
- minutes
- transcripts
Record number: CSC HS 7010
Health services committees and meetings: Class of records
Description: Records on the establishment, organization functions of panels, royal commissions, sub-committees, task forces, working groups, etc., and also participation on conferences, meetings, symposia and seminars, directly involved with Health Services operations.
Document types:
- agendas
- notices
- minutes
- reports
Record number: CSC HS 7020
Health services information management systems: Class of records
Description: Records on the development or consideration of automated or electronic data processing systems and programs directly involved with Health Services operations.
Document types:
- correspondance
- memoranda
- reports
Record number: CSC HS 7040
Health services contingency planning: Class of records
Description: Records on managing emergency health services situations.
Document types:
- policies, procedures and guidelines
- reports
Record number: CSC HS 7060
Health services policy development: Class of records
Description: Records on the development of policies, procedures and guidelines for the administration of health services.
Document types:
- policies
- procedures
- terms of reference
- reports
Record number: CSC HS 7100
Health services outside services: Class of records
Description: Records on the provision of health services treatment from outside institutions to patients.
Document types:
- policies, procedures and guidelines
Record number: CSC HS 7110
Health services accreditation: Class of records
Description: Records pertaining to the accreditation of CSC Health Services.
Document types:
- action plans
- forms
- practices
- policies
- reports
- training material
- surveys
Record number: CSC HS 7355
Health services mortality review: Class of records
Description: Records of Mortality reviews pertaining to Health Services and related to national investigations convened by designates at National Headquarters, under section 19 of the CCRA or under CD 041.
Document types:
- convening orders
- notes
- policies
- reports
Record number: CSC HS 7360
Health Services Quality Improvement and Patient Safety (QIPS): Class of records
Description: Records on quality improvement and patient safety of Health Services.
Document types:
- memoranda
- plans
- reports
Record number: CSC HS 7370
Institutional health services: Class of records
Description: Records related to the administration of health services policy in institutions, which includes the accreditation of CSC’s Health Services.
Document types:
- audit and evaluation reports
- boards of investigation
- briefing notes
- budget reports
- communication plans
- contracts
- correspondence
- fact sheets
- letters
- meeting agendas and minutes
- memoranda
- pamphlets/brochures
- policies, procedures and guidelines
- templates
- terms of reference
- Treasury Board submissions
Record number: CSC HS 070
Mental health services
The Mental Health Services Program contributes to the humane custody of inmates by providing essential mental health care and reasonable access to non-essential health care in accordance with professionally accepted standards. These services are delivered from intake to release, while considering the needs of vulnerable populations. The continuum of care is reflected through CSC’s comprehensive Mental Health Strategy.
Key activities include mental health screening at intake, primary mental health care, intermediate mental health care, psychiatric in-patient care, as well as release preparation and transitional care for release to the community.
Mental health services: Class of records
Description: Records related to essential mental health services and non-essential mental health services in institutions.
Document types:
- agreements
- annual reports
- assessment tools
- briefing notes
- budget reports
- contracts
- correspondence
- communication plans
- consultation reports
- directives
- fact sheets
- forms
- findings and recommendations
- frameworks
- legal opinions
- letters
- meeting agendas and minutes
- memoranda
- memoranda of understanding
- newsletters
- notes
- pamphlets/brochures
- policies, procedures and guidelines
- presentations and training material
- privacy impact assessments
- progress reports
- proposals
- protocols
- recommendations
- reference material
- standards
- speaking notes
- screening tools
- statistics and statistical reports
- studies
- terms of reference
- Treasury Board submissions
- work plans
Record number: CSC HS 080
Psychiatric services: Class of records
Description: Records related to the psychiatric care of offenders.
Document types:
- audit and evaluation reports
- briefing notes
- contracts
- correspondence
- discussion papers
- forms
- frameworks
- manuals
- meeting agendas and minutes
- memoranda
- memoranda of understanding
- notes
- pamphlets/brochures
- policies, procedures and guidelines
- presentations and training material
- research reports
- studies
- surveys
- templates
Record number: CSC HS 7080
Personal information banks:
Psychological services: Class of records
Description: Records related to psychological programs and the testing and treatment of offenders.
Document types:
- audit and evaluation reports
- briefing notes
- contracts
- correspondence
- discussion papers
- forms
- frameworks
- manuals
- meeting agendas and minutes
- memoranda of understanding
- memoranda
- notes
- policies, procedures and guidelines
- presentations and training material
- pamphlets/brochures
- research reports
- statistics
- studies
- surveys
- templates
- tests
Record number: CSC HS 7090
Personal information banks:
Public health services: Class of records
Description: Records related to the prevention, control and treatment of infectious diseases and the chronic conditions resulting from these diseases in institutions.
Document types:
- agreements
- annual reports
- assessment tools
- briefing notes
- budget reports
- contracts
- correspondence
- consultation reports
- directives
- fact sheets
- forms
- findings and recommendations
- frameworks
- legal opinions
- letters
- meeting agendas and minutes
- memberships
- memoranda
- memoranda of understanding
- newsletters
- notes
- pamphlets/brochures
- policies, procedures and guidelines
- presentations and training material
- progress reports
- proposals
- protocols
- recommendations
- reference material
- research reports
- standards
- screening tools
- statistics and statistical reports
- terms of reference
- Treasury Board submissions
- work plans
Record number: CSC HS 7020
Food services
The Food Services Program contributes to Care and Custody by providing nutritionally balanced meals to offenders in institutions. Meal preparation is based on appropriate nutrition standards for Canadians such as Canada’s Food Guide. The program meets the needs of offenders requiring specific diets for their faith or for therapeutic reasons.
Key activities include setting the overall policy direction for the delivery of food services; monitoring food services activities to ensure adherence to standards; ensuring all activities related to the ordering, storage, preparation and service of food and disposal of waste meet food safety standards, and planning for food service within the established budget.
Food services: Class of records
Description: Records related to the supply of food and the administration of the Food Services Program.
Document types:
- contracts
- correspondence
- forms
- meeting agendas and minutes
- memoranda
- menu plans
- notes
- policies, procedures and guidelines
- purchase orders
- recipes
- standing offers
- statements of work
Record number: CSC CSS 080
Accommodation services
The Accommodation Services Program contributes to Care and Custody through facilities planning, construction, maintenance and repair of institutional buildings/structures, and lands; acquisition, maintenance and repair of vehicles; as well as related basic services for offenders. This is done so that institutions can meet their operational requirements including the provision of safe and clean living and working conditions for staff and for offenders in custody.
Key activities include the provision of basic necessities to offenders, technical support, housekeeping, clothing and cell furnishings, laundry services, facilities planning services, construction project management, engineering services, environmental services, waste management, electrical, water and sewage, heating/co-generation of power, plumbing, fire protection, motor vehicle maintenance and operations, carpentry, masonry, painting, welding and millwright, general labour, general maintenance, and landscaping.
Facilities planning, and standards and capital projects implementation: Class of records
Description: Records related to the planning, design and construction of correctional facilities.
Document types:
- briefing notes
- building and construction drawings
- certificates
- contracts
- forms
- manuals
- meeting agendas and minutes
- memoranda
- models and concepts
- notes
- plans
- photographs
- project specifications
- policies, procedures and guidelines
- presentations and training material
- reports
- standards
- studies
- work orders and project delivery documents
Record number: CSC CSS 070
Facilities maintenance and utilities: Class of records
Description: Records related to the provision of heating utilities, ventilation and air conditioning, plumbing, building and grounds maintenance, utilities and power, generator maintenance as well as energy conservation and cost containment.
Document types:
- annual reports
- building and equipment drawings
- contracts
- correspondence
- data
- forms
- health and safety reports and procedures
- inspection results
- lists
- maintenance schedules
- maintenance requirements
- mandatory reporting records for equipment
- manuals
- meeting agendas and minutes
- memoranda of understanding
- memoranda
- notes
- operating and maintenance information
- policies, procedures and guidelines
- maintenance publications
- reports
- standing offers
- templates
- test results
- utility records
- warranties
Record number: CSC CSS 100
Information management projects: Class of records
Description: Records related to information management projects conducted by Correctional Service Canada.
Document types:
- contracts
- correspondence
- forms
- letters
- meeting agendas and minutes
- memoranda of understanding
- policies, procedures and guidelines
- presentations and training material
- templates
- work plans
Record number: CSC COP 510
Institutional library service: Class of records
Description: Records related to the administration of Institutional Library Services.
Document types:
- contracts
- forms
- meeting agendas and minutes
- memoranda
- policies, procedures and guidelines
- presentations and training material
Record number: CSC COP 250
Institutional goods and National inmate purchasing strategy: Class of records
Description: Records related to the management of the National Institutional Goods Program as well as the administration of the National Inmate Purchasing Strategy for Inmates.
Document types:
- briefing notes
- contracts
- correspondence
- forms
- manuals
- meeting agendas and minutes
- memoranda of understanding
- memoranda
- notes
- policies, procedures and guidelines
- statistics
- templates
- standing offers
- statements of work
Record number: CSC CSS 120
Clothing: Class of records
Description: Records related to the provision and management of inmate and employee clothing services.
Document types:
- briefing notes
- contracts
- correspondence
- forms
- meeting agendas and minutes
- memoranda
- notes
- policies, procedures and guidelines
- records
- statistics
- templates
Record number: CSC CSS 010
Fire protection: Class of records
Description: This associated program activity oversees the delivery of fire protection services and collects/stores records related to fire safety in order to provide technical advice and guidance aimed at minimizing risk to life and property. Information stored also includes general information on fire protection statistics as well as advice and guidance on general fire safety topics.
Document types:
- briefing notes
- bulletins
- contracts
- directives
- evaluations
- interpretations
- policies
- publications
- recommendations
- reports
- standards
- technical documents
- Treasury Board Secretariat standards
Record number: CSC CSS 040
Correctional interventions
CSC conducts assessment activities and program interventions to support federal offenders’ rehabilitation and facilitate their reintegration into the community as law-abiding citizens. CSC also engages Canadian citizens as partners in its correctional mandate and provides services to victims of crime.
In this section
Offender case management
The Offender Case Management program contributes to Correctional Interventions through a dynamic process that includes interventions to assess, guide, and support offenders throughout their sentences.
Key activities and outputs include constructing a changeable sentence continuum, effecting court orders, intake assessment, development of correctional plans, penitentiary placement, progress monitoring of correctional plans, transfers, institutional supervision, pre-release planning and case preparation for release, as well as community supervision to ensure the safe and successful management of offender risk and needs.
Indigenous initiatives: Class of records
Description: Records relating to the Strategic Plan for Indigenous Corrections, the Indigenous Continuum of Care and related policies including Healing Lodges, the National Indigenous Plan, Indigenous intervention centres, Indigenous community development officers, Indigenous community liaison officers, elders, Pathway Initiatives, Anijaarniq - Holistic Inuit Strategy for Inuit Offenders and other Indigenous initiatives and interventions that meet the cultural and spiritual needs of Indigenous offenders.
Document types:
- annual reports
- audit and evaluation reports
- contracts
- correspondence
- forms
- frameworks
- manuals
- meeting agendas and minutes
- memoranda of understanding
- memoranda
- notes
- policies, procedures and guidelines
- presentations
- regional funding allocations
- research reports
- statistics
- studies
- surveys
- templates
- terms of reference
- training material
Record number: CSC SDC 010
Case management: Class of records
Description: Records related to the assessment of offenders, the development of correctional plans for offenders, and case preparation for release.
Document types:
- application forms
- assessment tools
- correspondence
- court transcripts
- decision papers
- findings and recommendations
- legal opinions
- letters
- meeting agendas and minutes
- notes
- police reports
- policies, procedures and guidelines
- progress reports
- protocols
- recommendations
- screening tools
- templates
- threat risk assessments
Record number: CSC COP 050
Personal information banks:
Sentence management: Class of records
Description: Records related to the administration of offender sentences subject to custody, release, and long-term supervision orders, court orders and decisions, computation of sentences and extraditions.
Document types:
- correspondence
- court transcripts
- decision papers
- directives
- forms
- findings and recommendations
- indictments/information
- legal opinions and recommendations
- letters
- meeting agendas and minutes
- notes
- policies, procedures, guidelines
- warrants of committal
Record number: CSC COP 420
Personal information banks:
Transfers of offenders: Class of records
Description: Records related to the transfer of federal offenders between institutions and regions, to and from provinces, international transfers to and from Canada and international transfers of provincial offenders.
Document types:
- application forms
- briefing notes
- correspondence
- court transcripts
- decision papers
- forms
- legal opinions
- letters
- meeting agendas and minutes
- notes
- police reports
- policies, procedures and guidelines
- recommendations
- threat risk assessments
Record number: CSC COP 460
Personal information banks:
Women offenders: Class of records
Description: Records related to the management of Women Offenders.
Document types:
- briefing notes
- budget reports
- meeting agendas and minutes
- letters
- memoranda
- memoranda of understanding
- policies, procedures and guidelines
- presentations and training material
- statistical reports
Record number: CSC WOS 010
Personal information banks:
Community engagement
The Community Engagement Program contributes to Correctional Interventions through citizen engagement by developing and maintaining relationships with volunteers, partners, stakeholders, Canadian citizens and communities. CSC provides voluntary client-centered services focused on restorative justice and victim services that further contribute to the federal correctional process in areas including meeting victims’ needs and integrating their concerns, meaningful offender accountability, and their reintegration.
Key activities include raising public awareness to improve confidence in federal corrections; developing and maintaining partnership agreements; creating collaborative working relationships with diverse segments of the community, non-governmental agencies and other government departments; providing leadership to the volunteer program, engaging in restorative justice initiatives; providing / receiving information to / from victims; providing opportunities for and delivering victim-offender mediation services to address serious crime nationally, and supporting ongoing activities that promote the successful reintegration of offenders into the community.
National Ethnocultural Advisory Committee (NEAC) / Regional Ethnocultural Advisory Committee (REAC): Class of records
Description: Records related to the role of NEAC/REAC members, their advice and recommendations regarding correctional operations, programs, policies, plans, day-to-day activities and operations of CSC, correctional issues and the activities they undertake to support their roles and responsibilities towards ethnocultural offenders.
Document types:
- agreements
- annual reports
- assessment tools
- audit and evaluation reports
- briefing notes
- budget reports
- contracts
- correspondence
- communication plans
- consultation reports
- decision papers
- fact sheets
- forms
- findings and recommendations
- frameworks
- legal opinions
- letters
- meeting agendas and minutes
- memoranda
- notes
- pamphlets/brochures
- policies, procedures and guidelines
- presentations and training material
- outreach strategy
- progress reports
- proposals
- protocols
- reference material
- research reports
- speaking notes
- statistics and statistical reports
- studies
- telephone logs
- templates
- terms of reference
- Treasury Board submissions
- work plans
Record number: CSC CCE 020
Citizen Advisory Committees (CAC): Class of records
Description: Records related to the role of CAC members, their advice and recommendations regarding correctional operations, programs, policies, plans, day-to-day activities and operations of CSC, correctional issues and the activities they undertake to support their roles and responsibilities.
Document types:
- annual reports
- application forms
- audit and evaluation tools
- briefing notes
- budget reports
- correspondence
- communication plans
- directives
- findings and recommendations
- legal opinions
- letters
- meeting agendas and minutes
- memberships
- memoranda
- newsletters
- pamphlets/brochures
- photographs
- policies, procedures and guidelines
- presentations and training material
- progress reports
- protocols
- recommendations
- resignations
- resource manual
- studies
- templates
- terms of reference
- work plans
Record number: CSC CCE 010
Restorative justice: Class of records
Description: Records related to restorative justice programs, services and day-to-day activities of the Restorative Justice Division.
Document types:
- agreements
- annual reports
- briefing notes
- budget reports
- contracts
- correspondence
- communication plans
- directives
- evaluation reports
- fact sheets
- forms
- frameworks
- letters
- meeting agendas and minutes
- memoranda of understanding
- newsletters
- notes
- pamphlets/brochures
- policies, procedures and guidelines
- presentations
- proposals
- training material
- reference material
- speaking notes
- statistics and statistical reports
- terms of reference
- Web content
- work plans
Record number: CSC CCE 040
Personal information banks:
Stakeholder engagement: Class of records
Description: Records related to the engagement of stakeholders, which support information sharing, education and collaborative activities regarding correctional operations, programs, policies and public safety.
Document types:
- agreements
- annual reports
- briefing notes
- budget reports
- contracts
- correspondence
- communication plans
- consultation reports
- directives
- decision papers
- educational materials
- evaluation reports
- fact sheets
- findings and recommendations
- frameworks
- letters
- meeting agendas and minutes
- newsletters
- notes
- outreach strategies
- pamphlets/brochures
- photographs
- policies, procedures and guidelines
- presentations
- progress reports
- proposals
- protocols
- reference material
- speaking notes
- terms of reference
- Web content
- work plans
Record number: CSC CCE XXX
Victims: Class of records
Description: Records related to the National Victim Services Program that seeks to provide victims of federal offenders with timely information about the offender who harmed them.
Document types:
- agreements
- annual reports
- application forms
- assessment tools
- audit and evaluation reports
- briefing notes
- budget reports
- contracts
- complaints and complaints log
- correspondence
- communication plans and products
- consultation reports
- decision papers
- fact sheets
- finding and recommendations
- flowcharts
- forms
- frameworks
- information guides
- inquiry logs
- legal opinions
- letters
- meeting agendas and minutes
- memoranda
- notes
- policies, procedures and guidelines
- presentations and training material
- outreach strategy
- photographs
- progress reports
- proposals
- protocols
- reference material
- research reports
- speaking notes
- statistics and statistical reports
- strategies
- technological specifications
- templates
- terms of reference
- Treasury Board submissions
- victim statements
- work plans
Record number: CSC CCE 475
Personal information banks:
Volunteers: Class of records
Description: Records related to volunteer services within CSC.
Document types:
- application forms
- awards
- correspondence
- communication plans
- directives
- letters
- meeting agendas and minutes
- memberships
- memoranda
- newsletters
- pamphlets/brochures
- policies, procedures and guidelines
- presentations and training material
- protocols
- recognition program
- recommendations
- reference material
- statistics and statistical reports
- terms of reference
- work plans
Record number: CSC CCE 080
Personal information banks:
Chaplaincy services
CSC engages chaplaincy services as a key component in supporting an offender’s right - afforded under the Canadian Charter of Rights and Freedoms - to express and participate in religious or spiritual activities during incarceration. Chaplaincy services contribute to Correctional Interventions by offering a continuum of care that begins at intake, through incarceration to post-release.
Institutional chaplains provide and coordinate religious services, rites and rituals according to the diverse religious and spiritual needs of offenders at an institution. Through institutional chaplaincy services, offenders are provided with spiritually based encounters to address various aspects of human experience, crisis intervention in response to personal loss, institutional disruptions, and challenging life events. Institutional chaplains contribute to offender case management and provide opportunities for offenders to examine their behaviours and discover new ways of living during incarceration.
Key activities in the chaplaincy continuum of care include the provision of Religious and Spiritual Services and Support, Case Management Support, and Community Involvement. These services consist of the development, implementation, delivery, and management of religious and spiritual activities, which include volunteer and other faith community resources.
Chaplaincy: Class of records
Description: Records related to spiritual services provided to assist offenders during incarceration and reintegration.
Document types:
- briefing notes
- contracts
- correspondence
- forms
- letters
- meeting agendas and minutes
- notes
- pamphlets/brochures
- policies, procedures and guidelines
- presentations and training materials
- reports
Record number: CSC COP 060
Elder services
The Elder Services Program contributes to Correctional Interventions through the counselling, teachings and ceremonial services provided to First Nations, Métis and Inuit offenders who are following a traditional healing path. Elder services also include the provision of cultural and spiritual support and advice to the Institutional Head regarding ceremonies and offenders' access to ceremonial objects or traditional medicines within the institution.
Key activities include counselling, providing spiritual and cultural teachings to First Nations, Métis and Inuit offenders; delivering ceremonial services and establishing and maintaining partnerships to help offenders reintegrate and live in the community as law-abiding citizens.
Elder services: Class of records
Description: Records related to Elder services provided to assist offenders during incarceration and reintegration.
Document types:
- briefing notes
- contracts
- correspondence
- letters
- meeting agendas and minutes
- notes
- policies, procedures and guidelines
- presentations and training material
- reports
Record number: CSC SDC 350
Correctional programs
Correctional Programs contribute to Correctional Interventions by targeting empirically validated factors directly linked to an offender’s criminal behaviour, in order to reduce re-offending.
The key activity is the delivery of correctional programs. The correctional program models are comprised of three components:
- readiness programs that prepare offenders to address risk factors
- main programs that address risk factors related to offending at intensity levels that correspond to their identified risk and needs, and
- maintance programs that support offenders in maintaining skills learned through their participation in the main correctional program
The delivery of correctional programs teaches skills that help reduce problematic behaviour by assisting offenders to change pro-criminal attitudes and beliefs, and develop healthy interpersonal relationships, coping strategies, problem-solving skills, setting goals. As well, correctional programs support offenders to maintain and apply the skills that they learned.
Reintegration programs: Class of records
Description: Records related to correctional programs designed to address the criminogenic factors of offenders and contribute to their successful reintegration.
The Integrated Correctional Program Model (ICPM) replaced CSC’s traditional programs for men offenders (such as General Crime Prevention Programs, Substance Abuse Prevention Programs, Sexual Offender Programs, Family Violence Prevention Programs, and Violence Prevention Programs) in June 2017.
The Integrated Correctional Program Model (ICPM) includes a Multi-target, Sex Offender, Indigenous Multi-target and Indigenous Sex Offender streams, offered at the high and moderate intensity levels.
There is also:
- an Adapted Program (designed for offenders with significant learning and functioning challenges)
- the Community Program (for offenders who are released into the community prior to completing required programs)
- maintenance programs (both in the institution and community)
- as well as the Motivational Module (which provides support for offenders to continue to participate in and succeed in correctional programs)
Correctional programs for men also include the Inuit Integrated Correctional Program at the high and moderate intensity levels, Sex Offender Program and Maintenance Programs (in both institution and community). Women offender correctional programs include Women's Modular Intervention, Women and Indigenous Women's Engagement Programs, Women Offenders and Indigenous Women Offenders Moderate and High Intensity Programs, Women's Sex Offender Program, and Women Offenders and Indigenous Women Offenders Self-Management Programs.
Document types:
- annual reports
- application forms
- assessment tools
- audit and evaluation reports
- briefing notes
- contracts
- correspondence
- consultation reports
- forms
- frameworks
- legal opinions
- letters
- meeting agendas and minutes
- memoranda of understanding
- notes
- policies, procedures and guidelines
- presentations and training material
- program material
- proposals
- protocols
- recommendations
- reference material
- research reports
- screening tools
- statistics and statistical reports
- studies
- work plans
Record number: CSC COP 350
Offender education
The Offender Education Program contributes to Correctional Interventions by providing offenders with knowledge and skills that contribute to the successful reintegration of offenders thereby enhancing public safety.
The key activities include conducting educational and learning disability assessments, and the delivery of education programs and services to offenders, such as those who:
- were assessed below grade 12 or its equivalent
- unable to communicate proficiently in either official language
- require additional secondary credits as a prerequisite to participate in other programs or employment opportunities, or
- request a referral to post-secondary education and meet the academic prerequisites
Educational programs are interventions that provide offenders with literacy, academic and personal development skills. Through educational achievements, offenders may receive formal recognition, certification, or accreditation from an educational authority recognized by the province through which the program is accredited.
Academic training: Class of records
Description: Records related to educational programs designed to assist offenders with upgrading their education levels and contribute to their reintegration into the community as law-abiding citizens. These include: Adult Basic Education Programming, General Education Development (GED) Program, English or French as an Additional Language Programming, Adult Basic Education - Adapted Programs, Post-Secondary Prerequisite Programs, as well as the facilitation of Postsecondary Education Programs.
Document types:
- agreements
- annual reports
- briefing notes
- contracts
- correspondence
- evaluation reports
- forms
- letters
- meeting agendas and minutes
- memoranda
- memoranda of understanding
- notes
- policies, procedures and guidelines
- presentations and training material
- reference material
- screening and assessment tools
- studies
- statistics and statistical reports
Record number: CSC COP 140
Personal information banks:
Provincial liaison and accreditation: Class of records
Description: Records related to the liaison with provincial governments on accreditation and issue of trades certificates and work placements.
Document types:
- briefing notes
- contracts
- correspondence
- forms
- letters
- meeting agendas and minutes
- memoranda
- memoranda of understanding
- policies, procedures and guidelines
- protocols
Record number: CSC COP 320
Vocational training: Class of records
Description: Records related to all types of vocational training, including commercial, third party vocational certification, apprenticeships, trades, manufacturing and all other vocational type courses delivered to offenders that result in a certification.
Document types:
- briefing notes
- correspondence
- forms
- letters
- meeting agendas and minutes
- notes
- policies, procedures and guidelines
- presentations and training material
Record number: CSC COP 490
CORCAN employment and employability
As part of correctional interventions utilized to contribute to offender rehabilitation, the CORCAN Employment and Employability Program provides offenders with skills training that develops technical and essential skills that are transferable to community employment. This is achieved through on-the-job training, apprenticeship hours and vocational certifications that improve their ability to find and maintain employment as part of a safe and successful release into the community.
Key activities include teaching a combination of industry standard technical skills (mastery of tools and processes associated with a specific occupational role), transferable skills (with opportunities for offenders to apply these skills in various industry jobs), and essential skills (improve employability and job readiness). These skills are foundational to secure employment opportunities. Other activities include assisting offenders through employment readiness, employment search support services throughout their sentence, as well as transitional employment and training at CORCAN Community Industries, provide interventions and services directly through CORCAN or as complimentary to other CSC employment and employability initiatives.
The program is designed to allow offenders to acquire skills and develop the pro-social attitudes and behaviours that are valued by employers, and is a key part of CSC’s commitment to actively support offenders to become law-abiding citizens.
Benefits and payment administration plan: Class of records
Description: Records related to offender payment, and the payment administration plan.
Document types:
- application forms
- audit and evaluation reports
- briefing notes
- correspondence
- directives
- forms
- frameworks
- legal opinions
- letters
- meeting agendas and minutes
- notes
- policies, procedures and guidelines
- presentations and training material
- protocols
- statistics and statistical reports
Record number: CSC COP 040
Personal information banks:
Industries: Class of records
Description: Records related to industrial operations.
Document types:
- agreements
- application forms
- audit and evaluation reports
- briefing notes
- budget reports
- contracts
- correspondence
- forms
- frameworks
- legal opinions
- letters
- meeting agendas and minutes
- memberships
- memoranda of understanding
- notes
- policies, procedures and guidelines
- proposals
- statistics and statistical reports
- work plans
Record number: CSC COP 210
Offender employment: Class of records
Description: Records relating to the employment of offenders both within the institution and externally while they are serving a sentence.
Document types:
- agreements
- application forms
- assessment tools
- briefing notes
- budget reports
- contracts
- correspondence
- directives
- forms
- legal opinions
- letters
- meeting agendas and minutes
- memoranda of understanding
- notes
- policies, procedures and guidelines
- progress reports
- protocols
- screening tools
- statistics and statistical reports
- threat risk assessments
Record number: CSC COP 230
Personal information banks:
Marketing: Class of records
Description: Records related to the development of markets and products.
Document types:
- agreements
- audit and evaluation reports
- briefing notes
- budget reports
- contracts
- correspondence
- communication plans
- directives
- forms
- findings and recommendations
- frameworks
- legal opinions
- letters
- meeting agendas and minutes
- memoranda of understanding
- notes
- policies, procedures and guidelines
- presentations and training material
- progress reports
- proposals
- protocols
- recommendations
- statistics and statistical reports
- work plans
Record number: CSC COP 260
Production program: Class of records
Description: Records related to manufacturing, inventory control, quality control and quality assurance of products manufactured by CSC.
Document types:
- agreements
- assessment tools
- audit and evaluation reports
- briefing notes
- budget reports
- contracts
- correspondence
- directives
- fact sheets
- forms
- findings and recommendations
- frameworks
- legal opinions
- letters
- meeting agendas and minutes
- notes
- policies, procedures and guidelines
- presentations and training material
- progress reports
- proposals
- protocols
- recommendations
- reference material
- standards
- statistics and statistical reports
- terms of reference
- work plans
Record number: CSC COP 310
Reports and statistics: Class of records
Description: Records related to administrative reports and statistics on industrial operations.
Document types:
- briefing notes
- budget reports
- correspondence
- findings and recommendations
- letters
- meeting agendas and minutes
- notes
- policies, procedures and guidelines
- progress reports
- standards
- statistics and statistical reports
- work plans
Record number: CSC COP 370
Sales: Class of records
Description: Records related to the sale, including installation, of products made by offenders.
Document types:
- contracts
- correspondence
- meeting agendas and minutes
- memoranda of understanding
- memoranda
- notes
- reports
Record number: CSC COP 380
Shops: Class of records
Description: Records related to the organization, administration and layout of industrial shops.
Document types:
- agreements
- briefing notes
- budget reports
- contracts
- correspondence
- legal opinions
- letters
- meeting agendas and minutes
- memoranda of understanding
- policies, procedures and guidelines
- standards
- statistics and statistical reports
- work plans
Record number: CSC COP 430
Work opportunities: Class of records
Description: Records related to the administration of Work Opportunities for offenders.
Document types:
- agreements
- application forms
- briefing notes
- contracts
- correspondence
- forms
- legal opinions
- letters
- meeting agendas and minutes
- memoranda of understanding
- notes
- policies, procedures and guidelines
- progress reports
- recommendations
Record number: CSC COP 500
Personal information bank:
Social program
The Social Program portfolio contributes to Correctional Interventions by providing structured and unstructured programs and activities designed to prepare offenders for reintegration into the community as law-abiding citizens.
To assist in supporting safe and effective reintegration, the programs and activities included within the social program portfolio encourage offenders to adopt pro-social lifestyles as well as acquire basic life skills. Research suggests that men who are most likely to be revoked within their first year of release demonstrate needs related to employment and community functioning. For women, the offenders’ odds of remaining in the community are significantly improved when a combination of services and programs are used in their rehabilitation. The social program portfolio therefore works in tandem with other interventions to provide offenders with occasions to practice social skills, establish and strengthen positive relationships with their peers, and become aware of their strengths and weaknesses, which assists them in overcoming challenges associated with successful reintegration. Further, skills reinforced in social programs encourage and reinforce the behaviours and thinking taught throughout correctional programming, thereby supporting offenders in addressing their criminogenic needs.
The Social Program portfolio also provides opportunities for offenders in Structured Intervention Units to engage in meaningful human contact, while reinforcing the skills needed to reintegrate and remain in the mainstream offender population.
Key activities include the Community Integration Program, the Social Integration Program for Women, and the Structured Intervention Unit Social Program.
Social and cultural development: Class of records
Description: Records related to social programs and activities designed to enhance the offender's social, cultural, personal, and physical development. These include community integration program, social integration program for women, recreation and leisure activities, hobby crafts, self-help, life skills training, social and cultural activities, and community contract opportunities.
Document types:
- assessment tools
- briefing notes
- contracts
- correspondence
- forms
- legal opinions
- memoranda
- meeting agendas and minutes
- pamphlets/brochures
- policies, procedures and guidelines
- presentations and training materials
- proposals
- protocols
- recommendations
- reference materials and studies
- review documents
- service planning
- statistics
- work plans
Record number: CSC COP 440
Community supervision
CSC supervises offenders in the community and provides structure and services to support their safe and successful reintegration into the community. Services include accommodation options, community health services, and the establishment of community partnerships. CSC manages offenders on parole, statutory release, and long-term supervision orders.
In this section
Community management and security
The Community Management and Security Program contributes to Community Supervision by monitoring and managing offenders in the community, and by gathering, analyzing, and sharing intelligence.
Key activities and outputs include community staff safety strategies as well as a number of initiatives and activities that serve to support the supervision of offenders, including urinalysis, electronic monitoring and partnership.
Electronic monitoring pilot: Class of records
Description: Records related to the Electronic Monitoring Pilots.
Note: Electronic Monitoring Pilots were implemented from 2008 to 2011 (EMPP), 2014 (EMP II) and 2015 to today.
Document types:
- briefing notes
- contracts
- correspondence
- forms
- findings and recommendations
- frameworks
- letters
- meeting agendas and minutes
- notes
- policies, procedures and guidelines
- presentations and training material
- requests for proposals
- statistics and statistical reports
- terms of reference
- work plans
Record number: CSC COP 301
Policy and procedures community release: Class of records
Description: Records related to the development of policies and procedures in preparation for community release.
Document types:
- briefing notes
- correspondence
- consultation reports
- directives
- findings and recommendations
- frameworks
- legal opinions
- letters
- meeting agendas and minutes
- notes
- policies, procedures and guidelines
- presentations and training material
- speaking notes
- statistics and statistical reports
Record number: CSC COP 300
Community supervision: Class of records
Description: Records related to case supervision after release.
Document types:
- application forms
- assessment tools
- briefing notes
- correspondence
- directives
- forms
- legal opinions
- letters
- meeting agendas and minutes
- memoranda of understanding
- notes
- policies, procedures and guidelines
- protocols
- recommendations
Record number: CSC COP 360
Community Staff Safety (CSS): Class of records
Description: Records related to ways to enhance and manage the safety and security of staff working with offenders in the community.
Document types:
- audit and evaluation reports
- briefing notes
- correspondence
- communication plans
- frameworks
- letters
- meeting agendas and minutes
- memoranda of understanding
- notes
- policies, procedures and guidelines
- presentations and training material
- protocols
- threat risk assessments
- work plans
RDA number: 2004-015
Record number: CSC COP 302
Community-based residential facilities
The Community-Based Residential Facilities (CBRF) Program contributes to Community Supervision by providing accommodation to offenders in CBRFs operated by non-governmental agencies under contract with CSC. CBRFs promote the successful reintegration of offenders in the community by providing accommodations in various types of CBRF options, such as Community Residential Facilities (structured facilities commonly known as “halfway houses”), treatment centres, hostels, private home placements, and supervised/satellite apartments.
Key activities include providing accommodation, interventions, support, and monitoring for those offenders under community supervision who are required to reside in community based residential facilities on release.
Community-Based Residential Facilities (CBRF): Class of records
Description: Records related to the planning and operational aspects of Community Correctional Centres, Community-Based Residential Facilities and parole supervision (including liaison with provincial parole services and partnerships with community agencies) for services such as parole supervision and residential services.
Document types:
- agreements
- application forms
- assessment tools
- briefing notes
- contracts
- correspondence
- forms
- frameworks
- legal opinions
- letters
- meeting agendas and minutes
- memoranda of understanding
- notes
- police reports
- policies, procedures and guidelines
- recommendations
- speaking notes
- screening tools
- statistics and statistical reports
- threat risk assessments
- work plans
Record number: CSC COP 080
Community correctional centres
The Community Correctional Centres (CCC) Program contributes to Community Supervision by providing a 24-hour structured living environment, monitoring and interventions for the purpose of the safe reintegration of offenders into the community. CCCs operate under Correctional Service Canada policies and procedures. The CCCs accommodate offenders under federal jurisdiction who have been released to the community on unescorted temporary absences, day parole, full parole with residency, work releases, statutory release with residency, as well as those subject to Long-Term Supervision Orders with residency.
Community health services
The Community Health Services Program contributes to Community Supervision by providing essential health services for offenders in the community where there are gaps in provincial health service delivery. In addition, CSC facilitates access to community services to support rehabilitation and successful reintegration.
Key activities include providing discharge planning services to ensure continuity of support, mental health services to address mental health needs (such as crisis intervention and counselling), and links to community agencies.
Community health services: Class of records
Description: Records related to the mental health services provided by CSC to offenders in the community and the essential health services for non-insured offenders in the community paid for by CSC.
Document types:
- agreements
- assessment tools
- audit and evaluation reports
- briefing notes
- budget reports
- correspondence
- communication plans
- consultation reports
- directives
- fact sheets
- forms
- findings and recommendations
- frameworks
- legal opinions
- letters
- meeting agendas and minutes
- memoranda
- newsletters
- notes
- pamphlets/brochures
- policies, procedures and guidelines
- presentations and training material
- progress reports
- protocols
- recommendations
- reference material
- research reports
- standards
- speaking notes
- screening tools
- statistics and statistical reports
- terms of reference
- Treasury Board submissions
- work plans
Record number: CSC HS 7030
Internal services
Internal Services are groups of related activities and resources that are administered to support the needs of programs and other corporate obligations of an organization. These groups are:
- management and oversight services
- communications services
- legal services
- human resources management services
- financial management services
- information management services
- information technology services
- real property services
- materiel services
- acquisition services, and
- travel and other administrative services
Internal Services include only those activities and resources that apply across an organization and not to those provided specifically to a program.
In this section
Acquisitions
Acquisition Services involve activities undertaken to acquire a good or service to fulfil a properly completed request (including a complete and accurate definition of requirements and certification that funds are available) until entering into or amending a contract.
Acquisitions: Class of records
Communications services
Communications Services involve activities undertaken to ensure that Government of Canada communications are effectively managed, well coordinated and responsive to the diverse information needs of the public. The communications management function ensures that the public - internal or external - receives government information, and that the views and concerns of the public are taken into account in the planning, management and evaluation of policies, programs, services and initiatives.
Communication services: Class of records
Financial management
Financial Management Services involve activities undertaken to ensure the prudent use of public resources, including planning, budgeting, accounting, reporting, control and oversight, analysis, decision support and advice, and financial systems.
Human resources management
Human Resources Management Services involve activities undertaken for determining strategic direction, allocating resources among services and processes, as well as activities relating to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies, and/or plans.
Human resources management: Class of records
- Awards (pride and recognition): Class of records
- Classification of positions: Class of records
- Compensation and benefits: Class of records
- Employment equity and diversity: Class of records
- Hospitality: Class of records
- Human resources planning: Class of records
- Labour relations: Class of records
- Canadian Human Rights Act - Complaints: Personal information bank
- Discipline: Personal information bank
- Grievances: Personal information bank
- Harassment: Personal information bank
- Internal disclosure of wrongdoing in the workplace: Personal information bank
- Values and ethics code for the public service: Personal information bank
- Occupational health and safety: Class of records
- Official languages: Class of records
- Performance management reviews: Class of records
- Recruitment and staffing: Class of records
- Applications for employment: Personal information bank
- Employee personnel records: Personal information bank
- EX talent management: Personal information bank
- Personnel security screening: Personal information bank
- Staffing: Personal information bank
- Values and ethics code for the public service: Personal information bank
- Relocation: Class of records
- Training and development: Class of records
Information management
Information Management Services involve activities undertaken to achieve efficient and effective information management to support program and service delivery; foster informed decision making; facilitate accountability, transparency, and collaboration; and preserve and ensure access to information and records for the benefit of present and future generations.
Information technology
Information Technology Services involve activities undertaken to achieve efficient and effective use of information technology to support government priorities and program delivery, to increase productivity, and to enhance services to the public.
Information technology: Class of records
Legal services
Legal services involve activities undertaken to enable government departments and agencies to pursue policy, program and service delivery priorities and objectives within a legally sound framework.
Legal services: Class of records
Management and oversight services
Management and Oversight Services involve activities undertaken for determining strategic direction, and allocating resources among services and processes, as well as those activities related to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies, and/or plans.
Management and oversight services: Class of records
Materiel
Materiel Services involve activities undertaken to ensure that materiel can be managed by departments in a sustainable and financially responsible manner that supports the cost-effective and efficient delivery of government programs.
Materiel: Class of records
Real property
Real Property Services involve activities undertaken to ensure real property is managed in a sustainable and financially responsible manner, throughout its life cycle, to support the cost-effective and efficient delivery of government programs.
Real property: Class of records
Travel and other administrative services
Travel and Other Administrative Services include Government of Canada (GC) travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories.
Travel and other administrative services: Class of records
- Administrative services: Class of records
- Boards, committees and councils: Class of records
- Business continuity planning: Class of records
- Disclosure to investigative bodies: Class of records
- Proactive disclosure: Class of records
- Security: Class of records
- Identification and building-pass cards: Personal information bank
- Internal disclosure of wrongdoing in the workplace: Personal information bank
- Personnel security screening: Personal information bank
- Security incident: Personal information bank
- Security video surveillance and temporary visitor access control logs and building passes: Personal information bank
- Travel: Classes of records
Classes of personal information
The classes of personal information listed below describe particular program records which, because of their nature, are more likely to contain personal information involving offenders, staff or members of the public regarding:
- injury sustained while on institutional property
- damage or loss of personal property or departmental property, and
- other unusual incidents such as fires which might result in a claim against the Crown
Individuals seeking access to these records must provide the location and the approximate date the inquiries were held. This class of records is used to process claims for and against the Crown, to establish the nature and length of disabilities and to determine the need for establishing or revising internal operating procedures. Retention periods are in accordance with the appropriate records schedules designated for the subject records.
In this section
- Administrative inquiries
- Appreciation, complaints, inquiries
- Complaints and criticisms
- Correctional investigator inquiries records
- Disciplinary court hearings
- Electronic monitoring
- Information services: Inquiries
- Institutional security threats
- Resource Management Tool (RMT)
- Investigations
- Ministerial inquiries
- Research / Public opinion research
- Security inquiries
Administrative inquiries
This group is a class of records on incidents convened by various officials at the National and Regional levels. Certain information provided by or about individuals may also be found in administrative records, such as general correspondence and organizational planning files which are not contained in the specific information banks as noted above. Personal information is retrievable only if specifics are provided concerning the subject matter and related program activity. Retention periods are in accordance with the appropriate records schedules designated for the subject records.
Appreciation, complaints, inquiries
This group is a class of records generated by members of the public, or staff such as: letters of appreciation, complaints and general inquiries. The data contained in this class of records is only used for an administrative purpose in cases where a complaint or inquiry is acted upon. Individuals seeking access to these records must provide the approximate date that the letter of appreciation, complaint or inquiry was initiated. These records are retained for five years.
Complaints and criticisms
This group is a class of records on complaints or criticisms received from staff regarding conditions of employment, including those from the Human Rights Commission and the Anti-discrimination Branch of the Public Service Commission. Individuals seeking access to these records must provide the approximate date the complaint or criticism was lodged. This class of records is used to record information dealing with complaints or criticisms involving staff and to make specific decisions to resolve the matter. Records are retained for two years.
Correctional investigator inquiries records
This group is a class of records on inquiries initiated by the Correctional Investigator. This class of records is used to analyze and make action recommendations resulting from these inquiries conducted by the Correctional Investigator. These records are retained for twenty-five years. Historical records are transferred to Library and Archives Canada. Information sharing occurs with the Correctional Investigator.
Disciplinary court hearings
This group is a class of records on disciplinary court hearings. For each session of disciplinary court, recordings are made which contain the transcripts of the hearings on offenders who have been charged while incarcerated in an institution. This class of records is used to make decisions on the discipline of offenders resulting from the disciplinary court and during the grievance process. Individuals seeking access to these records must provide the name of the institution in which they were charged and the date of the disciplinary hearing. It should be noted, however, that the offender may obtain records by sending a written request directly to the warden of the institution where the disciplinary hearing occurred. These records are retained for two years following the suspension of all actions relating to the disciplinary hearing.
Electronic monitoring
This group is a class of records containing information on the Electronic Monitoring Program (EMP). The EMP is an additional supervision strategy that was active from 2008 to 2011 that allowed certain offenders to wear an electronic monitoring device to ensure compliance with the release conditions. Records in this class include program committee minutes, referral notes and photocopies of offender information found in the Case Management bank. This class of records is used to make decisions surrounding the implementation of the program and to facilitate the service delivery of the EMP. Individuals seeking access to these records must provide the dates they were a part of the program. These records are currently held at national headquarters; however this is subject to change. The retention and disposal methods of this class of records have yet to be decided as it is a pilot project.
Information Services: Inquiries
This group is a class of records on miscellaneous inquiries received from the public, outside organizations and other government departments on services performed by the Department. This class of records is used to respond to requests to interview employees and offenders from external sources such as the media and provincial organizations. Individuals seeking access to these records must provide the approximate date that the inquiry was initiated. These records are retained for five years.
Institutional security threats
This group is a class of records on national and international groups, organizations and criminals. This class of records is used to provide background information on threats to institutional security and to provide reports on all security investigations to aid in preventing recurrences. Individuals seeking access to these records must provide the location and approximate date of the threat or investigation. These records are retained for ten years. Historical records are transferred to Library and Archives Canada. Information sharing occurs with PBC, law enforcement agencies and provincial authorities.
Resource Management Tool (RMT)
This group is a class of records containing information extracts from the Resource Management Tool (RMT) General Ledger, Payables, Receivables and Manufacturing modules in order to provide internal departmental users with an integrated view of financial data. The class also extracts forecast data from the Salary Management System (SMS), and this data is not easily identifiable by a personal identifier. This class of records is used on a daily basis by budget managers at all levels to report financial summary and detailed information as well as to track and enter forecast data. Individuals seeking access to these records must provide a description of the exact financial information they are looking for. RMT stores data for the past seven years.
Investigations
This group is a class of records on investigations on a wide variety of operational matters. The reports of the investigations include the terms of reference, facts gathered and recommendations. This class of records is used to resolve incidents involving offenders or employees and to correct, where required, methods of operation and internal procedures. Individuals seeking access to these records must provide the investigation, the location and approximate date it was initiated. Records are retained for twenty-five years. Historical records are transferred to Library and Archives Canada.
Ministerial inquiries
This group is a class of records on inquiries received from the public, outside organizations and other government departments on parliamentary matters and material agendas and decisions of Cabinet. Individuals seeking access to these records must provide the subject matter, and approximate date the inquiry was initiated. Records are retained for 5 years.
Research / Public opinion research
This is a class of records generated by research subjects, offenders or staff who participate in research, including public opinion research, on a vast spectrum of topics, conducted in Correctional Service Canada. Retrievable records consist of data gathering instruments such as, but not exclusively, questionnaires containing personal information that reveals the identification of the research subject. Data contained in this class of records are not used for administrative purposes. Individuals seeking access to these records must provide the title of the research project in which they participated, the location and date of the research, and any other information that may help to identify and locate the personal information they are seeking.
Security inquiries
This group is a class of records on serious security incidents. For each incident, the report includes the inquiry terms of reference, facts gathered and recommendations. This class of records also encompasses police reports and intelligence assessments and is used to provide documentation to prevent recurrences of security incidents. Individuals seeking access to these records must provide the type of incident, the location and approximate date of the incident. These records are retained for twenty-five years. Historical records are transferred to Library and Archives Canada. Information sharing occurs with PBC, law enforcement agencies and provincial authorities.
Manuals
The manuals listed below are instructions, handbooks or procedures that are used by employees in administering or carrying out CSC’s programs and activities that affect members of the general public.
- Access to Information and Privacy compliance manual
- Administrative writing guide
- Citizens' advisory committees: Resource manual
- Community forum program guide
- CORCAN code book
- CSC directives
- CSC guidelines
- Forms catalogue
- Information, classification and scheduling plan
- Inmate pay manual
- Offender records system user guide
- Records management operations procedures manual
- Sentence management manual
- Terms and conditions of the National Indigenous Reintegration Assistance Class Contribution Program
- Terms and conditions of the National Reintegration Assistance Class Contribution Program
- Volunteer handbook
Find a complete list of CSC’s publications:
Correctional Service Canada's personal information banks
A Personal Information Bank is a description of personal information that is organized and retrievable by a person’s name or by an identifying number, symbol or other particular assigned only to that person. The personal information described in a Personal Information Bank has been used, is being used, or is available for an administrative purpose and is under the control of a government institution.
The Personal Information Banks outlined below describe personal information about members of the general public that is contained in CSC records.
In this section
- Admission and discharge
- Body scanner images
- Claims
- Case management
- Case management: Institution "A"
- Case management: Institution "B"
- Case management: Community
- Discipline and dissociation
- Education and training
- Employer programs
- Employment
- Inmate trust fund: Current and savings accounts
- International transfers
- Monther-child program
- Offender grievances
- Offender health care
- Offender information
- Preventive security and intelligence
- Psychiatric treatment centres
- Psychology
- Record suspensions
- Sentence management
- Victim-offender mediation
- Victims
- Visits and correspondence
- Volunteers
Admission and discharge
Description: This bank contains admission and discharge records and data on the personal effects of incoming and outgoing offenders. It may also contain any operational information in this area that may be required by CSC to carry out its mandate under the relevant statutes.
Admission and discharge: CSC's personal information bank
Note: Personal Information may be stored in the following systems: Offender Management System (OMS), Offender Accommodation Management (OAM) system.
Class of individuals: Individuals who are or have been incarcerated in a federal institution.
Purpose: To compile an inventory listing of an offender's cell and stored effects, monies and securities, valuables and other important documents.
Consistent uses: This bank assists in the processing of claims against the Crown and in accessing the personal effects of offenders. Personal information may be shared with all levels of government for the administration of such matters as transfers, employment, education, corrections, health care and social services, for the purpose of applying the Immigration Act, and for monitoring, and/or investigating recipients of social benefits such as educational, social welfare and unemployment insurance benefits allocated by municipal, provincial or federal departments.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Records are retained until the offender reaches 70 years of age or five years after the last warrant expiry date, whichever is longest. Historical records are transferred to Library and Archives Canada.
RDA number: 96/048
Related record number: CSC COP 050
TBS registration: 001075
Bank number: CSC PPU 025
Body scanner images
Description: This bank describes information related to data and images taken by body scanners. Personal information may include name, sex, gender, physical attributes, cumulative radiation dose level, purpose of scan, scan outcome, nature of the contraband identified, operator remarks and comments potentially including medical information, and detailed x-ray image profiles.
Body scanner images: CSC's personal information bank
Note: Individuals seeking access to this bank should provide their name, date of birth, and approximate date the image was taken.
Class of individuals: Employees and visitors of CSC Correctional institutions that are searched using a Body Scanner.
Purpose: Personal information is collected to assess, via x-ray imagery, the potential that a staff member or visitor is concealing contraband.
Consistent uses: Imagery data will be used to assess whether the subject of the search has contraband on or inside their person and will subsequently be used to grant or deny entry to an institution. Non-imagery data, such as profile information, number of scans and cumulative exposure information will be used to ensure compliance with health and safety requirements governing x-ray radiation exposure. If a scan indicates there is a risk the individual is carrying contraband, information may be used for the purpose of institutional or criminal investigations and may be disclosed to federal investigative bodies or local law enforcement agencies for the purpose of administering or enforcing a law or carrying out a lawful investigation. In this case, information may also be described in the following Standard Personal Information Bank: Security Incidents and Privacy Breaches - TBS PSU 939, or in the following offender-related Personal Information Bank: Preventive Security - CSC PPU 065. Anonymized or aggregated information may be used to monitor program compliance and to adjust/plan operational uses of the scanning devices.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Offender information will be retained until they have reached 70 years of age or five years after the last warrant expiry date, whichever is longest. For information about the length of time that other specific types of information will be retained, please contact the CSC’s Access to Information and Privacy Coordinator.
RDA number: 96/048 and 2004/15
Related record number: CSC COP 390
TBS registration: To follow, pending Treasury Board of Canada Secretariat approval
Bank number: CSC PPU 065
Claims
Description: This bank contains records on claims by and against the Crown, and debt due to and against the Crown, including the nature of the claim and settlement transactions which may result.
Claims: CSC's personal information bank
Note: Personal Information may be stored in the following systems: Offender Management System (OMS).
Class of individuals: Individuals who are or have been incarcerated in a federal institution.
Purpose: To document all claims involving the Crown and federal offenders.
Consistent uses: This bank is used to assess the validity of claims and to determine monetary settlements for compensation.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Records are retained for 6 fiscal years after all actions relating to the settlement of the claim have been taken and then they are destroyed.
RDA number: 99/004
Related record number: CSC CDS 020
TBS registration: 002675
Bank number: CSC PPU 120
Case management
Description: This bank contains records, data and sensitive information on all offenders under the responsibility of Correctional Service Canada, such as correctional planning, release programs, applications submitted by an offender as well as notifications given to an offender on case management matters. It may contain information provided under expressed or implied confidentiality related to the offender's conduct, such as routine police reports, community investigations and information of a general investigative nature. This bank also holds any operational information in this area that may be required by CSC to carry out its mandate under the relevant statutes. This bank includes information on those offenders who are participating or who have participated in the Electronic Monitoring Program (EMP). The EMP is an additional supervision strategy that allows certain offenders to wear an electronic monitoring device to ensure compliance with their release conditions.
Case management: CSC's personal information bank
Note: Personal Information may be stored in the following systems: Offender Management System (OMS).
Class of individuals: Individuals who are or have been incarcerated in a federal institution.
Purpose: To provide documentation to assist in the case management process for the offender and the decision-making process for parole and to record requests and events of short-term significance, such as escorted temporary absence permit, application for transfer (offender), etc.
Consistent uses: This bank is used in the day-to-day management of offenders and in the decision-making process for determining the type of institution in which an offender should be incarcerated and the type of custody, the type and number of escorts required in cases of temporary absences or transfer, plans and progress in regard to preparation for release. Information may be shared with victims of offenders, private after-care agencies, government institutions at all levels including foreign governments for the administration of matters such as transfers, employment, education, corrections, health care and social services, for the purposes of applying the Immigration and Refugee Protection Act, and for monitoring and/or investigating recipients of social benefits such as educational, social welfare and unemployment insurance benefits allocated by municipal, provincial or federal departments. For public safety purposes, the following information may be shared with the public in the event of an escape and to assist with the identification of the escaped inmate by a member of the public: the name of the inmate; the age of the inmate; the physical description of the inmate (such as height, weight, colour of hair and colour of eyes); a description of identifying features (such as visible tattoos, scars, markings); a photo of the inmate; the date of the escape/recapture; the name of the institution from which the inmate escaped; and the current offence for which the offender was convicted. This information can be shared using different mechanisms, including news releases, social media, and the web. The following information may be shared with the public in the event of a death in custody for the purpose of demonstrating transparency and accountability to the public: the name of the inmate, the age of the inmate and the institution where they were incarcerated. This information can be shared using mechanisms such as a news release.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Records are retained until the offender reaches 70 years of age or until five years after the last warrant expiry date, whichever is longest. Historical records are transferred to Library and Archives Canada.
RDA number: 96/048
Related record number: CSC COP 050
TBS registration: 003195
Bank number: CSC PPU 042
Case management: Institution "A"
Description: Status of CSC PPU 035 Case management: Institution "A" bank: Only those individuals who served time under the jurisdiction of CSC before the conversion of the case management records system that was gradually introduced since 1991, can have information on the CSC PPU 035 Case management: Institution "A" bank.
Case management: Institution "A": CSC's personal information bank
Note: Personal Information may be stored in the following systems: Offender Management System (OMS).
Class of individuals: Individuals who have been incarcerated in a federal institution prior to 1992.
Purpose: To assist in the case management process for the offender.
Consistent uses: This bank is used in the decision-making process for determining the type of institution in which an offender should be incarcerated and the type of custody; the type and number of escorts required in cases of temporary absences or transfer; plans and progress in regard to preparation for release. Information may be shared with victims of offenders, private after-care agencies, government institutions at all levels including foreign governments for the administration of matters such as transfers, employment, education, corrections, health care and social services; for the purposes of applying the Immigration and Refugee Protection Act; and for monitoring and/or investigating recipients of social benefits such as educational, social welfare and unemployment insurance benefits allocated by municipal, provincial or federal departments.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Records are retained until the offender reaches 70 years of age or until five years after the last warrant expiry date, whichever is longest. Historical records are transferred to Library and Archives Canada.
RDA number: 96/048
Related record number: CSC COP 050
TBS registration: 001077
Bank number: CSC PPU 035
Case management: Institution "B"
Description: Status of CSC PPU 040 Case management" Institution "B" bank: Only those individuals who served time under the jurisdiction of CSC before the conversion of the case management records system that was gradually introduced since 1991, can have information on the CSC PPU 040 Case management: Institution "B" bank.
Case management: Institution "B": CSC's personal information bank
Note: Personal Information may be stored in the following systems: Offender Management System (OMS).
Class of individuals: Individuals who have been incarcerated in a federal institution prior to 1992.
Purpose: To record requests and events of short-term significance, such as escorted temporary absence permit, performance notice, application for transfer (offenders), etc.
Consistent uses: This bank is used in the day-to-day management of offenders. Information may also be shared with victims of offenders; information may also be shared for the purposes of applying the Immigration and Refugee Protection Act; and for monitoring and/or investigating recipients of social benefits such as educational, social welfare and unemployment insurance benefits allocated by municipal, provincial or federal departments.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Records are retained until the offender reaches 70 years of age or until five years after the last warrant expiry date, whichever is longest. Historical records are transferred to Library and Archives Canada.
RDA number: 96/048
Related record number: CSC COP 050
TBS registration: 001078
Bank number: CSC PPU 040
Case management: Community
Description: This bank contains records and data on an offender's release programs as well as background information on their incarceration, if the offender was incarcerated prior to 1992. It may contain information provided under expressed or implied confidentiality related to the offender's conduct, such as routine police reports, community investigations and information of a general investigative nature. This bank also encompasses any operational information in this area that may be required by CSC to carry out its mandate under the relevant statutes.
Case management: Community: CSC's personal information bank
Note: Personal Information may be stored in the following systems: Offender Management System (OMS).
Class of individuals: Individuals who are or have been incarcerated in a federal institution; or individuals who belong (belonged) to a provincial jurisdiction but whose case preparation and supervision are (were) effected by Correctional Service Canada (example: provincial offenders serving time in Nova Scotia).
Purpose: To provide documentation to assist in the decision-making process for parole.
Consistent uses: This bank is used in the preparation of penitentiary placement and release. Information may be shared with victims of offenders, private after-care agencies, government institutions at all levels including foreign governments for the administration of matters such as transfers, employment, education, corrections, health care and social services; for the purposes of applying the Immigration and Refugee Protection Act; and for monitoring and/or investigating recipients of social benefits such as educational, social welfare and unemployment insurance benefits allocated by municipal, provincial or federal departments.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Records are retained until the offender reaches 70 years of age or until five years after the last warrant expiry date, whichever is longest. Historical records are transferred to Library and Archives Canada.
RDA number: 96/048
Related record number: CSC COP 050
TBS registration: 001076
Bank number: CSC PPU 030
Discipline and dissociation
Description: This bank contains discipline and dissociation records and data on disciplinary measures taken against the offender as a result of breaches of institutional regulations, or irregularities. It also encompasses any operational information in this area that may be required by CSC to carry out its mandate under the relevant statutes.
Discipline and dissociation: CSC's personal information bank
Note: Personal Information may be stored in the following systems: Offender Management System (OMS).
Class of individuals: Individuals who are or have been incarcerated in a federal institution.
Purpose: To document disciplinary measures taken against an offender.
Consistent uses: To assist in the decision-making process for parole, temporary absence and transfer applications as well as in sentence calculation.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Records are retained until the offender reaches 70 years of age or until five years after the last warrant expiry date, whichever is longest. Historical records are transferred to Library and Archives Canada.
RDA number: 96/048
Related record numbers:
- CSC COP 130
- CSC COP 390
TBS registration: 001079
Bank number: CSC PPU 045
Education and training
Description: This bank contains education and training records as well as some correctional program records and data created while an offender is incarcerated in an institution. It also encompasses any operational information in this area that may be required by the CSC to carry out its mandate under the relevant statutes.
Education and training: CSC's personal information bank
Note: Personal Information may be stored in the following systems: Offender Management System (OMS).
Class of individuals: Individuals who are or have been incarcerated in a federal institution.
Purpose: The purpose of this bank is to document the education and training progress of an offender as well as document specific information related to correctional programs.
Consistent uses: The information is used to monitor an offender's education and training progress as well as document specific information related to correctional programs. Information may be shared with the private sector, other federal departments/agencies, and provincial, regional and municipal levels of government in areas such as corrections, social services, health, education and employment.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Records are retained until the offender reaches 70 years of age or until five years after the last warrant expiry date, whichever is longest. Historical records are transferred to Library and Archives Canada.
RDA number: 96/048
Related record number: CSC COP 140
TBS registration: 001080
Bank number: CSC PPU 050
Employer programs
Description: This bank contains records on individuals, groups, agencies or firms who are involved in creating work opportunities for offenders, such as joint venture projects, or who wish to obtain goods produced and/or services provided by offenders.
Employer programs: CSC's personal information bank
Note: Personal Information may be stored in the following systems: Offender Management System (OMS).
Class of individuals: Individuals who are involved in creating work opportunities for offenders.
Purpose: It is used to manage offender employment programs, to record their expenditures and revenues, to market offender goods and services and to provide statistical and other data about these programs.
Consistent uses: This information is used to process the creation of employment opportunities for offenders or the obtention of their products or their services. This data allows the monitoring of offender employment programs and the marketing of their products and services, and can be shared with individuals, groups, agencies or firms who are involved in such programs.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Retained for six years. Historical records are transferred to Library and Archives Canada.
RDA number: 2004-015
Related record number: CSC COP 500
TBS registration: 003349
Bank number: CSC PPU 095
Employment
Description: This bank contains records and data on an offender's employment within the institution and the community. It also encompasses any operational information in this area that may be required by CSC to carry out its mandate under the relevant statutes.
Employment: CSC's personal information bank
Note: Personal Information may be stored in the following systems: Offender Management System (OMS).
Class of individuals: Individuals who are or have been incarcerated in a federal institution.
Purpose: To evaluate and assess an offender's progress and employability.
Consistent uses: To monitor and evaluate employment and pay progress. Information may be shared with the private sector, other federal departments/agencies, provincial, regional and municipal levels of government in areas such as corrections, social services, health, education and employment, and for monitoring and/or investigating recipients of socials benefits such as educational, social welfare and unemployment insurance benefits allocated by municipal, provincial or federal departments.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Records are retained until the offender reaches 70 years of age or until five years after the last warrant expiry date, whichever is longest. Historical records are transferred to Library and Archives Canada.
RDA number: 096/048
Related record numbers:
- CSC COP 040
- CSC COP 230
TBS registration: 001081
Bank number: CSC PPU 055
Inmate trust fund: Current and savings accounts
Description: This bank describes information that is used to establish and administer an Inmate Trust Fund for each inmate, consisting of a current account and a savings account. The fund is credited with moneys received from inmates at the time of incarceration, funds received on the inmate's behalf while the inmate is in custody, inmate pay, net of earnings of inmates from the sales of crafts or other custom work, or the proceeds of an approved inmate owned business as well as interest. The current account can be used for the inmate's everyday expenditures, such as canteen items, telephone calls, hobby craft, temporary absences and family assistance. The savings account is not for regular withdrawals or purchases, but rather to save money for approved expenditures and eventual release. Personal information may include name, FPS (Finger Print System) number, information on the inmate's accounts and related financial transactions. The Fund may also record the names and contact information of other individuals who contribute to an inmate's account (spouse, relatives, friends, etc.). The bank also collects information about inmate pay (such as net earnings) that is described in institution-specific personal information bank, Offender Program Assignments and Payments - CSC PPU 055.
Inmate trust fund: Current and savings accounts: CSC's personal information bank
Note: Personal Information may be stored in the following systems Offender Management System (OMS), Inmate Accounting System (IAS), Inmate Telephone System (ITS), Integrated Financial and Materiel Management System (IFMMS), and canteen Point of Sale (POS) system.
Class of individuals: Inmates and other individuals who contribute to an inmate's fund.
Purpose: Personal information is collected under the authority of the Corrections and Conditional Release Act (CCRA), the Corrections and Conditional Release Regulations (CCRR) and relevant Commissioner's Directives and is used to manage inmate money and inmate pay to ensure that inmate financial transactions are properly authorized and recorded and that adequate financial information and support is provided to inmates to answer questions on transactions and account balances. The information is also used to ensure that receipt, transfers and disbursements of funds are administered in compliance with the CCRA and relevant CSC policies and directives.
Consistent uses: To control and monitor the flow of money in institutions to ensure the safety of persons and the security of the penitentiary and to establish Inmate Welfare Funds for the purpose of contributing to the welfare of inmates collectively or for recognized charitable purposes outside the institution. Inmates' account information may be disclosed between institutions when inmates are transferred to other institutions. Upon their release, all money from their trust fund is credited to an offender either as cash (up to a maximum of $750) or as a Receiver General cheque. The information may also be disclosed to the institution's Security Intelligence Officer (SIO) or to police agencies for verifying the legitimacy of funds where there are reasonable grounds to suspect that money from an outside source may involve illicit activity. In addition, personal information may be disclosed to government institutions at all levels including foreign governments for the administration of matters such as transfers, employment, education, corrections, health care and social services, for the purposes of applying the Immigration Act, and for monitoring or investigating recipients of social benefits such as educational, social welfare and unemployment insurance benefits allocated by municipal, provincial or federal departments.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Records are retained until the offender reaches 70 years of age or until five years after the last warrant expiry date, whichever is longest. Historical records are transferred to Library and Archives Canada.
RDA number: 1999/004, 2004/015
Related record numbers:
- CSC COP 040
- CSC COP 230
TBS registration: 20110210
Bank number: CSC PPU 0860
International transfers
Description: This bank, located at National Headquarters, contains applications for transfer, offender personal data, family data, citizenship data, case histories, offence data, sentence data, warrant(s) of committal and confirmation of judgement. It may also contain other documents specifically required by individual countries.
International transfers: CSC's personal information bank
Note: Personal Information may be stored in the following systems: International Transfer System.
Class of individuals: Canadians who are or have been incarcerated abroad or foreign offenders who are incarcerated in a Canadian federal institution and have requested a transfer to their country of origin.
Purpose: To provide documentation in order to assist and support the decision-making process for international transfers.
Consistent uses: This bank is used to prepare international transfer cases. Information may be shared with the Department of Justice, Global Affairs Canada, as well as Immigration, Refugees and Citizenship Canada.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: The records are retained until the offender reaches 70 years of age or until five years after the last warrant expiry date, whichever is longest. Historical records are transferred to Library and Archives Canada.
RDA number: 2004-015
Related record number: CSC COP 460
TBS registration: 002681
Bank number: CSC PPU 125
Mother-child program
Description: This bank permits the storage and retrieval of records and data on a woman offender's participation in the Mother-Child Program while ensuring the rights of children and information concerning children involved in the program are protected. These records are used to document the participation of the woman and her child (children) in the Mother-Child Program and will follow the offender through incarceration and into the community.
Mother-child program: CSC's personal information bank
Note: Personal Information may be stored in the following systems: Offender Management System (OMS).
Class of individuals: Women who are or have been incarcerated in a federal institution as well as their children who participate in the program.
Purpose: To maintain a record of the mother and her child(ren)'s participation in the Mother-Child Program.
Consistent uses: These records are used to document the participation of the offender and her child (children) in the Mother-Child Program and will follow the offender through incarceration and into the community. They include documents that address application to, participation in and/or termination of the program, all operational, security and program aspects of the woman and her child's (children's) participation in the program, Parenting Agreements, case reviews, health information on the child, information from outside sources (such as child welfare agencies), etc.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: This bank is retained until the offender reaches 70 years of age or 5 years after the last warrant expiry date, whichever is the longest. Historical records are transferred to Library and Archives Canada.
RDA number: 96/048
Related record number: CSC WOS 010
TBS registration: 005332
Bank number: CSC PPU 096
Offender grievances
Description: This bank, at the different levels, contains complaints and grievances presented by offenders; receipt notices and replies by management; legal opinions; investigation and analysis; and all correspondence related to a grievance.
Offender grievances: CSC's personal information bank
Note: Personal Information may be stored in the following systems: Offender Management System (OMS).
Class of individuals: Individuals who are or have been incarcerated in a federal institution and who have presented a grievance.
Purpose: The purpose of this bank is to record information used in the grievance process at all levels.
Consistent uses: Information contained in this bank is used to accommodate and, where possible, resolve grievances at all levels in the grievance process. Personal information may be used for program management purposes and for purposes of research, planning, evaluation, statistics and audit purposes. Information contained in this bank may also be shared with members of CSC Boards of Investigation, or health care professionals designated by such Boards for the purpose of conducting investigations pursuant to the Corrections and Conditional Release Act.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Individual case files created at the initial level are to be kept two years after settlement then destroyed. Individual case files created at the final level are to be kept five years after decision, then transferred to Library and Archives Canada for historical purposes.
RDA number: 2004-015
Related record number: CSC CDS 020
TBS registration: 001584
Bank number: CSC PPU 082
Offender health care
Description: Information created in this bank is currently held in the Electronic Medical Record (EMR) for the offenders. Prior to the implementation of the EMR this information was kept in a paper medical file; therefore, some offenders may have a hybrid file with some of the information in the EMR and historical information in the paper file. Any use made of or access to this information is permitted only within the strict guidelines, medical confidentiality and Canadian legislation that protects private medical information. This bank contains records on the health care provided to an offender within the federal institution and the community. The bank contains health care histories, screenings and assessments, health education and teaching, immunizations, test results and interpretations, clinical diagnoses, medical and clinical recommendations and treatments provided.
Offender health care: CSC's personal information bank
Note: Personal Information may be stored in the following systems: Electronic Medical Record (EMR).
Class of individuals: Individuals who are or have been incarcerated in a federal institution.
Purpose: The bank is used for treatment purposes, and to record and respond to offender health care problems such as illness or injury.
Consistent uses: Certain health care records are used for research, evaluation and training purposes, but no decisions directly affecting the individual result from these uses. Aggregate or unidentifiable information may also be shared with the private sector in the areas of health and social services, and with the public sector in the areas of health and social services, the Employment Accident Compensation Program and Corrections. Information contained in this bank may also be shared with members of CSC Boards of Investigations, or health care professionals designated by such Boards, for the purpose of conducting investigations pursuant to the Corrections and Conditional Release Act. Health information contained in this bank will only be shared as per CSC policy, professional codes of conduct and Canadian law.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Records are retained until the offender reaches 70 years of age or until ten years after the last warrant expiry date, whichever is longest. However, with respect to X-ray films, these records are retained, at the institution of taking, for a minimum of five calendar years. Historical records are transferred to Library and Archives Canada.
RDA number: 96/048, 94/020
Related record numbers:
- CSC HS 7000
- CSC HS 7010
- CSC HS 7030
- CSC HS 7050
- CSC HS 7060
- CSC HS 7070
- CSC HS 7080
- CSC HS 7090
- CSC HS 7110
TBS registration: 003345
Bank number: CSC PPU 060
Offender information
Description: This bank, located at National Headquarters, contains administrative records of a general nature and background information on all aspects of an offender's incarceration in a federal institution. It may contain copies of correspondence retained on other offender banks at the institutional level.
Offender information: CSC's personal information bank
Class of individuals: Individuals who are or have been incarcerated in a federal institution.
Purpose: To provide documentation to assist in the decision-making process for sentence management, institutional program planning and release on parole.
Consistent uses: This bank is used to prepare departmental correspondence.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Records are retained for five years after last action is complete. Historical records are transferred to Library and Archives Canada.
RDA number: 71/023
Related record number:
- CSC COP 130
- CSC COP 390
- CSC COP 480
- CSC HS 7050
- CSC HS 7060
- CSC HS 7070
- CSC HS 7080
- CSC HS 7090
- CSC COP 050
- CSC COP 420
- CSC COP 140
- CSC COP 230
TBS registration: 002674
Bank number: CSC PPU 115
Preventive security and intelligence
Description: This bank contains records, such as incident reports, reports linked to intercept activities, police reports, intelligence reports and products, Statement/Observation Reports, modus operandi and any other information related to incidents investigations, intelligence probe, and institutional dynamics. Documents may contain personal information relating to offence history, criminal and illicit activity, contraband activity, security threat group (STG) affiliation and participation, incompatible offenders, confidential informants, offender contacts and victims, body scanner x-ray images and operator remarks and comments (pending Treasury Board of Canada Secretariat approval), and investigations (both institutional and criminal).
Preventive security and intelligence: CSC's personal information bank
Note: Personal Information may be stored in the following systems: Offender Management System (OMS), Reports of Automated Data Applied to Reintegration (RADAR), Security Intelligence Network (SINet), Correctional Intelligence Management System (CIMS), National Intelligence Filing System (NFIS), and Electronic Statement Observation Report (ESOR) portal, Secure Web Intelligence Forms Tool (SWIFT), Interception of Communication System, Structured Intervention Unit (SIU) application.
Class of individuals: Individuals who are or have been incarcerated in a federal institution.
Purpose: Information in this bank is used by CSC staff whose duties involves the detection, investigation, suppression and prevention of incidents in both the institution and in the community in carrying out CSC’s mandate and responsibilities in relation to the protection of society as per section 3.1 of Corrections and Conditional Release Act. These records are also used to support case management and operational decisions that contribute to the safety and security of CSC institutions and the community.
Personal information is collected pursuant to the Corrections and Conditional Release Act and Regulations, and paragraphs 8(2)(b), (e) and (f) of the Privacy Act and Schedule III of the Privacy Regulations, which lists the Preventive Security and Intelligence Branch as an investigative body.
Consistent uses: Information described in this bank will be used for intelligence purposes to allow CSC to carry out its mandate and responsibilities in relation to section 3(a)-(b), 3.1, and 5(a)-(d) of the Corrections and Conditional Release Act. Through the collection, analysis and sharing of intelligence information, this information directly contributes to security operations, interventions, and protection of the society. This is achieved by supporting the case management process. This is also achieved by identifying and managing illegal activities and security threats, including organized crime activity, in institutions and in community, in conjunction and cooperation with external public safety partner agencies. Information described in this bank will also be used for the purpose of administering or supporting lawful investigations. Personal information concerning confidential informants is used in the administration and management of these individuals.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: The records are retained until the offender reaches 70 years of age or until five years after the last warrant expiry date, whichever is longest. Historical records are transferred to Library and Archives Canada.
Notes: Individuals requesting information related to this bank should provide their name, date of birth and Fingerprint Section (FPS) number.
RDA number: 96/048
Related record number: CSC COP 390
TBS registration: 002685
Bank number: CSC PPU 065
Psychiatric treatment centres
Description: Information in this bank is held in the Electronic Medical Record (EMR) for the offenders. Therefore, any use made of or access to that information is permitted only within the strict guidelines, medical confidentiality and Canadian legislation that protects private medical information. This bank contains records on an offender's psychiatric health care within the federal psychiatric treatment centre, the treatment provided and related information. The dockets contain health care histories, test results and interpretations, treatment provided and related information. The federal psychiatric treatment centres are: the Regional Treatment Centre at Dorchester Penitentiary (Atlantic Region), the Mental Health Regional Centre at Archambault Institution (Quebec Region), the Regional Treatment Centre (Ontario Region), the Regional Psychiatric Centre (Prairies Region), and the Regional Treatment Centre (Pacific Region).
Psychiatric treatment centre: CSC's personal information bank
Note: Personal Information may be stored in the following systems: Electronic Medical Record (EMR).
Class of individuals: Individuals who are, or have been, incarcerated in a federal psychiatric treatment centre.
Purpose: This bank is used for treatment purposes and to record offenders' mental health problems while incarcerated in a Treatment Centre facility.
Consistent uses: The information recorded in this bank can be used for the transfer of the offender to a provincial psychiatric treatment centre after the last warrant expiry date. Information may also be shared with the private sector, and with the public sector in the areas of health, social services and corrections. Information contained in this bank may also be shared with members of CSC Boards of Investigations, or health care professionals designated by such Boards, for the purpose of conducting investigations pursuant to the Corrections and Conditional Release Act.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Records are retained until the offender reaches 70 years of age or until five years after the last warrant expiry date, whichever is longest. Historical records are transferred to Library and Archives Canada.
RDA number: 96/048
Related record number: CSC HS 7080
TBS registration: 001585
Bank number: CSC PPU 061
Psychology
Description: Information in this bank is held in the Electronic Medical Record (EMR) for the offenders. Prior to the implementation of the EMR this information was kept in the Psychology Files of the offenders. Therefore, any use made of or access to that information is permitted only within the strict guidelines, medical confidentiality and Canadian legislation that protects private medical information. This bank contains records on an offender's mental health care within the federal institution and the community, as well as the treatment provided and related information. The dockets contain health care histories, test results and interpretations, treatment provided and related information. Information filed on the psychiatric docket includes, although not exclusively, all documentation prepared on an offender to determine if there is a requirement to transfer the subject to a psychiatric treatment centre.
Psychology: CSC's personal information bank
Note: Personal Information may be stored in the following systems: Electronic Medical Record (EMR).
Class of individuals: Individuals who are or have been incarcerated in a federal institution.
Purpose: To provide a psychological profile of an offender and to determine any treatment required.
Consistent uses: The bank contains individual program and treatment plans of offenders which assist in the classification of the offender and document the offender's progress toward treatment goals by monitoring the psychological treatment received. Information may be used for program management purposes and for purposes of research, planning, evaluation, statistics and audit purposes. Information may be shared with the private sector, other federal departments and other levels of government in the areas of corrections and social services, health care, education and employment. Information contained in this bank may also be shared with members of CSC Boards of Investigation, or health care professionals designated by such Boards for the purpose of conducting investigations pursuant to the Corrections and Conditional Release Act.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Records are retained until the offender reaches 70 years of age or until five years after the last warrant expiry date, whichever is longest. Historical records are transferred to Library and Archives Canada.
RDA number: 96/048
Related record number: CSC HS 7090
TBS registration: 001082
Bank number: CSC PPU 070
Record suspensions
Description: When an offender is granted a record suspension under the Criminal Records Act, all personal information banks pertaining to that individual are segregated from the regular records holdings and are not disclosed for any purpose unless the record suspension is revoked and the records are returned to the regular records holdings.
Records suspensions: CSC's personal information bank
Class of individuals: Individuals who have been under federal jurisdiction or supervised by a federal parole office and have been granted a record suspension.
Purpose: The purpose of this bank is to store and protect records of record suspensions granted under the Criminal Records Act.
Consistent uses: These records cannot be used and disclosed for any purpose without the prior approval of the Minister of Public Safety who must be satisfied that the disclosure is for the administration of justice or supports public safety.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: The records are normally retained until the offender reaches 70 years of age. Historical records are transferred to Library and Archives Canada.
RDA number: 96/048
Related record numbers:
- CSC COP 050
- CSC COP 130
- CSC COP 140
- CSC COP 230
- CSC COP 390
- CSC COP 420
- CSC COP 480
- CSC HS 7050
- CSC HS 7060
- CSC HS 7070
- CSC HS 7080
- CSC HS 7090
TBS registration: 002121
Bank number: CSC PPU 110
Sentence management
Description: This bank contains records and data related to the administration and management of an offender's sentence such as warrants of committals, court orders, sentence computation and transfer warrants and other warrants such as suspension warrants. records of earned remission, sentence computation and transfer warrant. It also encompasses any operational information in this area that may be required by the CSC to carry out its mandate under the relevant statutes.
Sentence management: CSC's personal information bank
Note: Personal Information may be stored in the following systems: Offender Management System (OMS), Reports of Automated Data Applied to Reintegration (RADAR).
Class of individuals: Individuals who are or have been incarcerated in a federal institution.
Purpose: To ensure that policies and procedures on the administration of the offender's sentence are followed.
Consistent uses: To control the administration and legal documents pertaining to an offender's incarceration. Information may be shared with victims or potential victims of offenders, private after-care agencies, government institutions at all levels including foreign governments for the administration of matters such as transfers, extradition, employment, education, corrections, health care and social services, for the purposes of applying the Immigration and Refugee Protection Act, and for monitoring and/or investigating recipients of social benefits such as educational, social welfare and unemployment insurance benefits allocated by municipal, provincial or federal departments.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Records are retained until the offender reaches 70 years of age or until five years after the last warrant expiry date, whichever is longest. Historical records are transferred to Library and Archives Canada.
RDA number: 96/048
Related record number: CSC COP 420
TBS registration: 001083
Bank number: CSC PPU 075
Victim-offender mediation
Description: This bank describes information that is about individuals who have requested and provided consent for victim-offender mediation services. It contains information such as the names and contact information of victims and offenders, as well as information on the offender's sentence and background information on their incarceration. It may also contain correspondence between CSC staff and participants, as well as written correspondence and videos from message exchanges between participants. Details of the offence against a victim and some victim information such as contact information or other information directly related to the offence could also be present in this bank. All information held in this bank is held in separate files by the Restorative Justice Division at NHQ. The personal information may include name, contact information, biographical information, citizenship status, credit information, criminal checks/history, date of birth, date of death, educational information, medical information, other identification numbers, physical attributes, place of birth, place of death and signature.
Victim-offender mediation: CSC's personal information bank
Note: Personal Information may be stored in the following systems: GCdocs and HRG (contact information for travel arrangements).
Class of individuals: Individuals who have requested to participate or are participating in CSC's victim-offender mediation program including, but not exclusively, individuals who are recognized victims of crime as defined in section 2 of the CCRA and individuals who are or have been incarcerated in a federal institution and / or supervised by a federal parole office.
Purpose: The personal information is used to administer the Restorative Opportunities program and provide services for the program of victim-offender mediation activity. Personal information is collected pursuant to Corrections and Conditional Release Act which provides CSC with the authority to develop programs to assist offenders in their rehabilitation and reintegration and recognizes the rights of victims. CSC has Commissioner's Directives (CDs) that provide direction on areas prescribed by the CCRA and on fundamental areas of corrections that require consistent application. The Restorative Opportunities program has developed CD 785 - Restorative Opportunities Program and Victim-Offender Mediation Services.
Consistent uses: The information may be used or disclosed for the following purposes: enforcement, reporting to senior management, safety, security and evaluation.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Non-historical records are retained until the offender reaches 70 years of age or until five years after the last warrant expiry date of the offender, whichever occurs last. Historical records are transferred to Library and Archives Canada.
RDA number: 96/048
Related record number: CSC COP 010
TBS registration: 20110398
Bank number: CSC PPU 200
Victims
Description: This bank contains correspondence exchanges between the Correctional Service Canada and victims harmed by offenders who are serving (or have served) a federal sentence. The bank contains the names and contact information of victims who request information about the offender(s) who harmed them in accordance with section 26 of the Correctional and Conditional Release Act (CCRA), as well as victims who are eligible to receive information under subsection 745.6(2.8) of the Criminal Code. This bank records correspondence containing CSC's provision of information to victims who meet the definition of 'victim' as defined in subsections 2(1), 2(3) and 26(3) of the CCRA and as required by subsection 745.6(2.8) of the Criminal Code, as well as information received from victims. In addition, this bank may contain extremely sensitive information that, if revealed, could endanger the safety of one or more individuals.
Victims: CSC's personal information bank
Note: Personal Information may be stored in the following systems: GCdocs and and Victims Application module.
Class of individuals: Individuals who request offender information including, but not exclusively, victims of crime as defined in subsections 2(1), 2(3) and 26(3) of the CCRA and as required by subsection 745.6(2.8) of the Criminal Code.
Purpose: This information is used to administer the provision of information to victims of crime in accordance with section 26 of the CCRA and subsection 745.6(2.8) of the Criminal Code and to manage information provided by victims. It also provides enhanced protection for the storage and handling of extremely sensitive information (Protected B and C).
Consistent uses:
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Non-historical records are retained until the offender reaches 70 years of age or until five years after the last warrant expiry date of the offender, whichever occurs last. Historical records are transferred to Library and Archives Canada.
RDA number: 96/048
Related record number: CSC COP 475
TBS registration: 005389
Bank number: CSC PPU 135
Visits and correspondence
Description: This bank contains records and data on an offender's visits and correspondence, such as applications for participation in visiting programs, declaration of common-law union, and listing of visitors.
Visits and correspondence: CSC's personal information bank
Note: Personal Information may be stored in the following systems: Reports of Automated Data Applied to Reintegration (RADAR), Security Intelligence Network (SINet), Correctional Intelligence Management System (CIMS), National Intelligence Filing System (NIFS), and Electronic Statement Observation Report (ESOR) portal Secure Web Intelligence Forms Tool (SWIFT), Structured Intervention Unit (SIU) application, Inmate Telephone System, Video Visits System.
Class of individuals: Individuals who are or have been incarcerated in a federal institution and individuals who have visited or corresponded with them.
Purpose: To administer the offender's visits and correspondence privileges.
Consistent uses: To control the entrance of visitors or contraband into an institution. Information may be shared with victims of offenders, private after-care agencies, other government institutions at all levels including foreign governments for the administration of matters such as transfers, employment, education, corrections, health care and social services.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Records are retained until the offender reaches 70 years of age or until five years after the last warrant expiry date, whichever is longest. Historical records are transferred to Library and Archives Canada.
RDA number: 96/048
Related record number: CSC COP 480
TBS registration: 001084
Bank number: CSC PPU 080
Volunteers
Description: This bank contains records of individuals offering their services on a voluntary basis. Information includes addresses, telephone numbers, biographies, resumes, security clearances, and training.
Volunteers: CSC's personal information bank
Note: Personal Information may be stored in the following systems: PeopleSoft HRMS volunteer module and GCdocs.
Class of individuals: Individuals (excluding offenders) who are, or have been, volunteers.
Purpose: The personal information is issued to administer the CSC Volunteer Program and management of volunteer efforts within CSC operational units.
Consistent uses: It is used to maintain an inventory of CSC volunteers, and to monitor and control volunteers' activities and achievements.
Please see the Additional Information section for information about other possible uses or disclosures of personal information as well as for more information about personal information sharing.
Retention and disposal standards: Retained for 5 years. Historical records are transferred to Library and Archives Canada.
RDA number: 2004-015
Related record number: CSC CCE 080
TBS registration: 003348
Bank number: CSC PPU 000
Additional information
Additional information is available on our ATIP page, including information on:
- submitting a request for personal information
- submitting an access to information request
- duty to assist
- correcting your personal information
- filing a complaint
- privacy impact assessments
- resources
- contact information
The Government of Canada encourages the release of information through informal requests. You may wish to consult CSC's:
In this section
- Note on consistent uses of personal information banks
- General information on personal information sharing
- Sharing of personal information with law enforcement agencies
- Sharing of personal information with the Parole Board of Canada
- Sharing of personal information with provincial authorities
- Method of personal information sharing
- Contact us
- Reading room
Note on consistent uses of personal information banks
Personal information may be disclosed without the consent of the individual in accordance with section 8(2) of the Privacy Act. Personal information will be used most often in compliance with subsection 8(2)(a) which states that personal information under the control of a government institution may be disclosed for the purpose for which the information was obtained or compiled by the institution or for a use consistent with that purpose. CSC may also disclose personal information under subsection 8(2)(a) or other subsections of section 8(2) such as to an investigative body during the course of lawful investigations and for research or statistical purposes.
General information on personal information sharing
The mandate of Correctional Service Canada requires that it routinely shares personal information with other areas of the Criminal Justice Community, to ensure that offenders are appropriately managed in a safe, secure and humane environment, and to ensure the safety of the offender, other offenders, staff and the community at large. In order for CSC to carry out its mandate and to administer its' legislation and directives, the Service needs to obtain a variety of information provided by other agencies and therefore information sharing is conducted.
Sharing of Personal Information with Law Enforcement Agencies
(municipal, provincial, international, federal police forces or another law enforcement body)
Following an offender's sentence to a federal institution, CSC requests the criminal record (history information) from the Royal Canadian Mounted Police (RCMP)
This information is used to assess the impact of the offender's criminal behaviour and to alert staff who will deal with the offender. CSC also requests a police report from the arresting and/or investigating law enforcement body in order to have a full understanding of the events surrounding the offence.
Following a sentence to a federal institution in the case of foreign nationals, CSC must also request from the Inland Service (Immigration) that they provide information that is relevant to the administration of the offender's sentence and to the case management process.
When an offender is released to the community, there is a requirement to notify the RCMP and/or the local/provincial police force, and, when necessary, the Inland Service (Immigration), of the offender's address and the terms and conditions of the release. If an offender violates conditions of release, or is considered to be a risk, CSC will issue a warrant for the apprehension of the offender. The warrant is transmitted to the local police and the data is entered into the Canadian Police Information Centre (CPIC) system. The police are requested to locate and apprehend the offender.
Sharing of personal information with the Parole Board of Canada
CSC data is shared with the Parole Board of Canada (PBC). With the current renewal of the OMS by both CSC and PBC, seamless data/information sharing continues to occur and be a priority for both organizations since both organizations play a key role in managing offenders.
While it is CSC's responsibility to manage the offenders for the duration of their sentence, it is the PBC's responsibility to assess:
- the offenders' progress during incarceration
- their risk to society, and
- their potential for successful reintegration into the community as law-abiding citizens
CSC information is shared with PBC pertaining to all aspects related to an offender prior to and during incarceration. Once PBC has assessed the information, and through a hearing process, makes their decision, CSC is notified. If the PBC makes a decision to conditionally release an offender, it is CSC staff that are responsible for the supervision and control of the offender in the community and keeping PBC informed of the offender's progress.
Sharing of personal information with provincial authorities
An offender, who is sentenced to a period of incarceration of two years or more, will serve this sentence under the jurisdiction of CSC. Offenders sentenced to less than two years will serve their sentence under a provincial jurisdiction. However, CSC is doing the case preparation and supervision for some provinces that do not have a provincial parole board.
Often an offender will have a history of provincial incarceration, further, prior to sentencing the offender could be held in a provincial institution or a remand centre. Information collected during any period of incarceration is deemed significant and sometimes crucial to the successful management of that offender. It is for these reasons that information is routinely shared between CSC and provincial authorities, which also include the boards of education and hospitals.
Information is also requested from the sentencing judge and could also be requested from:
- the crown attorney
- from provincial parole, and
- probation services
CSC uses this information in the management of the offender and decision-making process.
Method of personal information sharing
Every effort is taken to ensure that the personal information shared concerns the appropriate individual. In order to validate that the different agencies are dealing with the same individual, a number of personal identifiers are matched. These include:
- name
- sex
- date of birth
- fingerprint series (FPS) number, and
- physical features (in some cases)
CSC may conduct or assist others in conducting ad hoc personal information sharing for the purpose of the administration or the enforcement of any law (such as Criminal Code).
Contact us
For additional information about the programs and activities of Correctional Service Canada, please contact us.
Requests for information under the Access to Information and Privacy Acts must be sent to the following address. You may also learn more about the Access to Information and Privacy processes at CSC.
Correctional Service CanadaSarah Hunter
Access to Information and Privacy Coordinator
Sir Wilfrid Laurier Building
340 Laurier Avenue West
Ottawa, Ontario K1A 0P9
You may also contact National Headquarters or any of the Regional Headquarters listed below, or search for the contact information of CSC’s other facilities and institutions:
National Headquarters
340 Laurier Avenue West
Ottawa, Ontario K1A 0P9
Phone: 613-992-5891
Fax: 613-943-1630
1045 Main Street, 2nd Floor
Moncton, New Brunswick E1C 1H1 Ontario Regional Headquarters
443 Union Street
PO Box 1174
Kingston, Ontario K7L 4Y8 Pacific Regional Headquarters
Unit 100 - 33991 Gladys Avenue
PO Box 4500
Abbotsford, British Columbia V2S 2E8 Prairies Regional Headquarters
3427 Faithfull Avenue
PO Box 9223
Saskatoon, Saskatchewan S7K 3X5 Quebec Regional Headquarters
400-4 Laval place
Laval, Quebec H7N 1A2
Reading room
In accordance with the Access to Information Act and Privacy Act, the applicant may wish to review material on site. The address is:
360 Albert Street, 13th FloorOttawa, Ontario
Reading rooms are also available at each of the regional headquarters mentioned above.
Related links
Page details
- Date modified: