Info Source: Sources of Federal Government and Employee Information Public Health Agency of Canada

Updated: 2019

Info Source: Sources of Federal Government and Employee Information provides information about the functions, programs, activities and related information holdings of government institutions subject to the Access to Information Act and the Privacy Act. It provides individuals and employees of the government (current and former) with relevant information to access personal information about themselves held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.

The Introduction and an index of institutions subject to the Access to Information Act and the Privacy Act are available centrally.

The Access to Information Act and the Privacy Act assign overall responsibility to the President of Treasury Board (as the designated Minister) for the government-wide administration of the legislation.

Table of Contents

General Information

Background

In September 2004, the Public Health Agency of Canada (PHAC or the Agency) was established and confirmed as a legal entity in December 2006, by the Public Health Agency of Canada Act. The Agency's primary goal is to strengthen Canada's capacity to protect and improve the health of Canadians and to help reduce pressures on the health care system. The Agency's activities focus on prevention and control of chronic and infectious diseases, injury prevention and public health emergency preparedness and response.

The Agency is one of six departments and agencies that make up the federal government's Health Portfolio and reports to Parliament through the Minister of Health. The Agency is managed by the Chief Public Health Officer of Canada and the President of the Public Health Agency of Canada.

For more information, please consult: Background

Responsibilities

Public health involves the organized efforts of society to keep people healthy and to prevent injury, illness and premature death. It includes programs, services and policies that protect and promote the health of all Canadians. In Canada, public health is a responsibility that is shared by the three levels of government, the private sector, non-government organizations, health professionals and the public.

The Agency has the responsibility to:

  • Contribute to the prevention of disease and injury, and to the promotion of health;
  • Provide federal leadership and accountability in managing public health emergencies;
  • Serve as a central point for sharing Canada's expertise with the rest of the world and for applying international research and development to Canada's public health programs;
  • Strengthen intergovernmental collaboration on public health and facilitate national approaches to public health policy and planning.

Institutional Functions, Programs and Activities

Public Health Infrastructure

The Public Health Infrastructure Program strengthens Canada's public health workforce capability, information exchange, and federal, provincial, and territorial networks, and scientific capacity. These infrastructure elements are necessary for effective public health practice and decision-making in Canada. The program works with federal, provincial and territorial stakeholders in planning for and building strategic and targeted investments in public health infrastructure, including public health research, training, tools, best practices, standards, and mechanisms to facilitate information exchange and coordinated action. Public health laboratories provide leadership in research, technical innovation, reference laboratory services, surveillance, outbreak response capacity and national laboratory coordination to inform public health policy and practice. Through these capacity-building mechanisms and scientific expertise, the Government of Canada facilitates effective coordination and timely public health interventions which are essential to having an integrated and evidence-based national public health system based on excellence in science. Key stakeholders include local, regional, provincial, national and international public health organizations, practitioners and policy makers, researchers and academics, professional associations and non-governmental organizations.

Science Management

Description: This includes records related to leading the establishment and monitoring of Agency science priorities, strategies to support multi-year systematic, and transformational excellence, innovation and science integration, as well as science collaboration, and oversee the Agency's science support infrastructure. Science Management services involve activities undertaken to provide advice from an Agency-wide perspective and to bring consistency and cohesion to the Agency's approach to science and research, thus strengthening the alignment of science activities with Agency priorities while fostering a culture of excellence in the science community and the Agency's science support infrastructures.

Document Types: Terms of Reference, policies, procedures, committee agendas and records of decision, reports, frameworks, discussion papers, analyses, guidelines, memoranda, advice, recommendations, strategic and operational plans, correspondence, risks assessments, proposals, curricula vitae, travel claims, speaking notes, and other communications materials.

Record Number: PHAC 015 0001

Public Health Workforce

The Public Health Workforce activity contributes to the development and maintenance of a Canadian public health workforce which has the ability to respond to public health issues and requirements at any time. Working with federal, provincial and territorial partners and stakeholders, the activity provides training and support to public health professionals to develop and maintain their ability to carry out core functions and respond effectively and cooperatively to public health events. The activity takes a leadership role in developing; identifying core competencies required for public health workforce; coordinating and delivering training; strengthening national response capacity for disease outbreaks and public health events/emergencies, and providing funding to strengthen and advance the use of research to improve public health policies and practices. The activity uses funding from the following transfer payment: Public Health Scholarship and Capacity Building Initiative.

Public Health Science, Research, and Ethics

Description: Includes records related to the development of various policies and tools, the provision of advice and guidance on ethical issues and processes to employees and senior management, and research conducted by or on behalf of the Public Health Agency of Canada. Also includes records related to the establishment, organisation, functions, activities and management of the Public Health Ethics Consultative Group and the Health Canada and the Public Health Agency of Canada's Research Ethics Board, both of which have been established to provide advice and recommendations to the Public Health Agency of Canada, the nomination, appointment, resignation and termination of members (including criteria for the identification and selection of members, terms and conditions of appointment, roles and responsibilities, and administrative support documentation) as well as correspondence among members and between members and the Agency, and analyses and recommendations to senior management.

Document Types: Terms of Reference, policies, procedures, agendas, records of decision, annual reports, frameworks, reports, discussion papers, analyses, guidelines, memoranda, recommendations, project plans, correspondence, risks assessments, proposals, curricula vitae, travel claims, speaking notes, and other communications materials.

Record Number: PHAC 008 514

  • Research Projects

    Description: This bank describes information that is collected from and created about individuals who lead, collaborate or support research projects involving PHAC. The personal information may include name, title, contact information, education, credentials, work history, research proposals, references, current and former employers. Personal Information may also include professional and personal opinions related to the peer review of research findings, as well as reviews of the quality, efficacy and / or ethical nature of the research process in accordance with ethical and scientific standards.

    Note: In addition to the requirements specified on the Treasury Board of Canada Secretariat Personal Information Request form, individuals requesting information described by this bank must provide the name, location and year of research or study.

    Class of Individuals: Federal Government employees and other individuals including collaborators and supporters from external organizations such as universities, research institutes, granting and international bodies.

    Purpose: Personal information is used in support of the funding, approval and management of research projects, as well as the review of the research process. Personal information is collected pursuant to Section 3 of the Public Health Agency of Canada Act and section 4 of the Department of Health Act.

    Consistent Uses: Personal information may be shared with external members of the Health Canada-PHAC Research and Ethics Board and external collaborative research funders and partners involved in a research activity when questions of a quality, efficacy or ethical nature arise; information may be shared internally with PHAC Labour Relations when employees conduct research on behalf of the Agency (refer to Standard PIB: PSE 911).

    Retention and Disposal Standards: Under Development

    RDA Number: 2015/022

    Related Record Number: PHAC 008 514

    TBS Registration Number: 20170110

    Bank Number: PHAC PPU 290

Public Health Workforce

Description: Includes records related to the development of competencies (including skills, knowledge, expertise, education and experience), competency profiles and analytical tools to guide public health human resources planning. Records may also include information related to the availability of Public Health Agency of Canada employees to be mobilized to the field and/or to participate in response to public health events. Information related to requirements for the public health workforce such as learning needs and opportunities, and professional development tools and programs which enable public health professionals to acquire and maintain the competencies required to effectively carry out core public health functions may also be included in the records. Furthermore, records may include information related to the collaborative development of resources such as training modules, programs and records.

Document Types: Course and training materials, presentations, records, reports, plans, statistical documents, academic publications, contracts, business requirements, memoranda of agreement, terms of reference, agendas, minutes of meetings, notices, proceedings, recommendations documents, briefing and discussion papers, policy documents, workplans etc.

Record Number: PHAC 010 0021

  • All Events Response Operations (AERO)

    Description: This bank describes information that is related to Health Portfolio employees who may be selected to respond to emergency situations and to public health events. The personal information may include name, home and work contact information, biographical information, educational information, medical information, work and emergency response experience, availability, security related questions and answers, passwords, citizenship status, employee personnel information, training information, language proficiency, employment status, emergency contact, qualifications, professional designations and signature.

    Class of Individuals: Health Portfolio employees who apply to participate in public health response activities.

    Purpose: The personal information is used to establish an inventory of employees for responding to emergencies and public health events, and to select individuals to participate in field mobilisations and work at the Public Health Agency of Canada emergency operations centre. Personal information is collected pursuant to Section 3 of the Public Health Agency of Canada Act and section 4 of the Department of Health Act.

    Consistent Uses: The information may be used disclosed, audited or evaluated for reporting to senior management and statistical purposes. Personal information may be shared with Department of Foreign Affairs, Trade, and Development and Citizenship and Immigration Canada; refer to Consular Affairs - Assistance to Canadians DFATD PPU 010. Personal information may be shared with international organizations or institutions (e.g., World Health Organisation, Global Outbreak Alert and Response Network, Pan American Health Organization, United Nations), provincial and territorial governments, municipal or regional government(s) or institution(s) to respond to requests for support.

    Retention and Disposal Standards: Under development.

    RDA Number: 2015/022

    Related Class of Record Number: PHAC 010 0021, PHAC 010 0048

    TBS Registration: 20160012

    Bank Number: PHAC PPE 305

Skills Enhancement for Public Health

Description: Includes records related to monitoring, research, analysis and reporting on the Skills Online continuing professional development program which provides continuing education through a set of facilitated and self-directed Internet-based modules, in English and French, to public health practitioners across Canada and internationally.

Note: Skills Enhancement for Public Health was sunset in March 2017.

Document Types: online learning modules, contracts, memoranda of agreement, and reports.

Record Number: PHAC 008 516

  • Skills Enhancement

    Description: This bank describes information that is related to registration information for The Skills Online program, a professional development program which provides continuing education through a set of facilitated and self-directed Internet-based modules to public health practitioners across Canada and internationally. Personal information may include name, contact information, biographical information, date of birth, education history, employee personnel information, courses already taken, signature, and personal passwords.

    Class of Individuals: Public Health Practitioners.

    Purpose: Personal information is used to administer the public health workforce activity. Personal information is collected pursuant to Section 4 of the Department of Health Act.

    Consistent Uses: Information may be used or disclosed for the following purposes: reporting to senior management and safety. Information will be released to a third party administrator, who handles participants' registration and administers the modules on behalf of Public Health Agency of Canada. Information may be disclosed to provincial/territorial, federal government, public health agencies and organizations, and local organizations in the event of a public health crisis and subsequent human resource mobilization to respond to such crises. Information may also be used periodically to solicit participant feedback.

    Retention and Disposal Standards: Under development.

    RDA Number: Under development.

    Related Class of Record Number: PHAC 008 516

    TBS Registration: 20110483

    Bank Number: PHAC PPU 288

Canadian Field Epidemiology Program (CFEP)

Description: Includes records related to monitoring, research, analysis and reporting on the health of the population to enable the CFEP to hire Field Epidemiologists (FE) on a two year term basis. Records may also include information related to memorandum of agreements with various placement sites for the purpose of assigning a FE to their jurisdiction since FE work with public health stakeholders, in both PHAC and non-PHAC locations, across the country. Further, records may include information related to networking opportunities, specialised training in the practice of applied epidemiology, and mobilization to the field for outbreak response at the request of local, provincial, territorial, federal and occasionally international organizations to respond to public health emergencies requiring epidemiologic assistance.

Document Types: Letters of offer, human resources forms, curricula vitae, interview notes, evaluation criteria, outbreak reports, training reports, activity reports, contracts, statements of work, proposals, finance/salary reports, work plans, reference guides, manuals, performance appraisals; training reports; activity reports; memorandum and letters of agreements, and memorandum of understandings.

Record Number: PHAC 008 108

Canadian Public Health Service (CPHS)

Description: Includes records related to monitoring, research, analysis and reporting on CPHS program which hires Public Health Officers (PHOs) who are full-time permanent Federal staff placed in jurisdictions and organisations across the country on a rotational basis to provide public health capacity. Records may also include information related to training support offered to PHOs as well as information pertaining to mobilization to the field for outbreak response at the request of local, provincial, territorial and federal organizations to respond to public health emergencies requiring epidemiologic assistance. Further records may include information related to Letters of Agreements (LOAs) with placement sites for the purpose of assigning a PHO to their organization. Furthermore, records may include information related to the hiring of public health students that are placed in public health organizations in northern and remote locations in Canada.

Document Types: Strategic Policy Frameworks and supporting Plans and Procedures documents, Human Resource Plans, Letters of offer, human resources forms, curriculum vitae, interview notes, evaluation criteria, outbreak reports, training reports, activity reports, contracts, statements of work, proposals, finance/salary reports, work plans, reference guides, manuals, performance appraisals; training reports; activity reports; memorandum and letters of agreements, and memorandum of understandings.

Record Number: PHAC 008 700

Public Health Scholarship and Capacity Building Initiative

Description: Includes records related to monitoring, research, analysis and reporting on the Public Health Scholarship and Capacity Building Initiative (PHSCBI). Records may also include information related to PHSCBI grants and contributions programs which are aimed at improving capacity in the public health system by increasing capacity in people, systems, and tools, leading to a more robust public health workforce.

Document Types: Memoranda of agreement, reports, grant and contribution agreements.

Record Number: PHAC 010 0020

Public Health Information and Networks

The Public Health Information and Networks activity exists to enable public health partners to work collaboratively to address existing and emerging public health infrastructure issues and to ensure that public health professionals and partners have access to reliable, actionable public health data and information. It does this by facilitating coordination and collaboration among international, federal, provincial, and territorial partners. It establishes structures to facilitate access to accurate and reliable information, tools and models required by Canadian public health professionals and other stakeholders. With partners the activity provides leadership on the development of collaborative strategies, plans and responses to public health emergencies, emerging issues and those affecting the sharing of information for effective surveillance and action. The activity also invests in tools and processes to inform public health practice, providing evidence and applied knowledge, for effective decision making. The activity uses funding from the following transfer payments: National Collaborating Centres for Public Health, and the International Health Grants Program which pays Canada’s assessed contribution to the Pan American Health Organization.

Public Health Network

Description: Includes records related to supporting the Pan-Canadian Public Health Network and the Council of Chief Medical Officers of Health which collaborate with various sectors and partners across Canada to develop, strengthen and enhance Canada's public health capacity, enable F/P/T governments to better work together on the day-to-day business of public health, and anticipate, prepare for, and respond to public health events and threats.

Document Types: Terms of Reference, reports, guidance documents, memoranda, correspondence, presentations, records of decisions, briefing notes and analysis.

Record Number: PHAC 008 701

Data Coordination and Access Program

Description: The Data Coordination and Access Program (DCAP) acquires and manages centralized data holdings which are used by analysts across the Public Health Agency of Canada (PHAC) as well as Health Canada via the Data Extraction and Analysis application (DEXA), the Statistical Analysis System (SAS), and Enterprise Grid (EG). Includes records related to monitoring, researching and providing accurate information. Records may also include information related to the development of data sources and the standardized, protected acquisition of data related to health, as DCAP operates as a data broker on behalf of PHAC. Further, records may include information related to the coordination of data requirements through PHAC's Surveillance Integration Team (SIT). DCAP provides a liaison function with Statistics Canada, the Canadian Institute for Health Information and other data providers to represent the Agency's requirements pertaining to the negotiation of data sharing agreements. Finally, records may include information related to micro-level and summarized data required by epidemiologists and analysts within PHAC and Health Canada who use data to perform surveillance, research and policy development.

Document Types: Contracts, memoranda of understanding, micro-data files, health information system records, guidelines, policies, reports.

Record Number: PHAC 008 702

National Collaborating Centres for Public Health

Description: Includes records related to monitoring, researching and providing accurate information pertaining to the establishment of six National Collaborating Centres (NCCs) for Public Health. Records may also include information related to the over-arching mission for these Centres which is to build on existing strengths and create and foster linkages among researchers, the public health community and other stakeholders to ensure the efficiency and effectiveness of Canada's public health system, and to sharing of knowledge and help put it into practice at all levels of the public health system across Canada. Further records may also include information related to the six NCCs; each one specializing in a different priority area of public health as follows: environmental health (British Columbia); infectious disease (Winnipeg); public health methodologies and tools (Ontario); public policy and risk assessments (Quebec); health determinants (Atlantic) and Aboriginal health (British Columbia). Furthermore, records may include information related to the development of a pan-Canadian public health strategy through each NCC which draws on regional, national and international expertise and complement/collaborate with the contributions of other organizations in the pan-Canadian public health system, including the Public Health Agency of Canada, the provinces and territories, academia and non-government organizations.

Document Types: Reports, records of decision, policy papers, memoranda, , data analysis, publications, posters and presentations, factsheets, surveys, peer reviewed publications, contracts, project plans pertaining to environmental health; infectious diseases; public health; health determinants; Aboriginal health; public health collaboration; public health research; public health practices.

Record Number: PHAC 008 511

Multi-Lateral Information Sharing Agreement (MLISA) Executive Secretariat

Description: Includes records related to the operations of the Secretariat which supports the implementation of the Multi-lateral Information Sharing Agreement.

Note: MLISA Executive Secretariat was previously known as the MLISA Secretariat.

Document Types: Terms of reference, guidelines, policies, reports, and frameworks.

Record Number: PHAC 008 508

Planning, Reporting for PHAC

Description: Includes records related to the systematic management of planning, reporting and project management activities such as the development and review of business, strategic, and corporate plans and other long-term organizational strategies, monitoring and review of program, service and internal results, institutional performance measurement and reporting, and risk management. May also include records related to the preparation, organization, coordination and delivery of Annual Reports to Parliament, Departmental Results Framework (DRF), Program Activity Architecture (PAA) structure, Departmental Plan (DP), Report on Plans and Priorities (RPP), Departmental Results Report (DRR), Departmental Performance Report (DPR) and the Management Accountability Framework (MAF).

Document Types: Performance indicators and metrics, risk profiles and strategies, sustainable development plans, balanced scorecards, environmental scans, contingency plans, trends analysis, and copies of DRF, PAA structures, DP, RPP, DRR, DPR, and MAF results.

Record Number:  PHAC 008 509

Public Health Indicators Secretariat

Description: Includes records related to monitoring, researching and providing accurate information pertaining to the Federal, Provincial and Territorial Task Group which is collaborating with various partners to develop comparative public health indicators.

Document Types: Contracts, frameworks, terms of reference, project charter, reports.

Record Number: PHAC 010 0026

Population Health Assessments

Description: Includes past records related to monitoring, research, analysis and reporting on the health of the Canadian population and specific sub-populations. Records may include information related to preparing Annual Reports to Parliament, plus population health information related to a wide range of health determinants and health outcomes, including physical, biological, behavioural, social, cultural and economic factors. Further, records may include information related to researches; analysis and reports on the health of the population. As well, records may include information related to population health assessments which are used in public health to estimate the prevailing health of the population. Finally, records may include information related to the monitoring of a wide range of health determinants and health outcomes, including physical, biological, behavioural, social, cultural and economic factors, as well as various analysis, synthesis and integration of information from many sources.

Document Types: Statistical documents, academic publications, contracts, memoranda of agreement, terms of reference, agendas, minutes of meetings, notices, proceedings, recommendations documents, briefing and discussion papers, policy documents, audit and evaluation documentation, correspondence, backgrounders, draft chapters and reports.

Record Number: PHAC 010 0019

Population Health Approach

Description: Includes records related to monitoring, researching and providing accurate information pertaining to strategies which are now being employed to integrate population health approach into broader health portfolio activities in order to inform Canadians to both the approach and population health initiatives. Records may also include information related to these strategies which include a conceptual framework for thinking pertaining to health; decisions that are guided by consideration of the evidence; a framework for taking action; actions targeted at the societal, community, structural or system level; and requirements of collaboration between multiple sectors.

Document Types: Guides, reports, records of decision, policy papers, memoranda, scientific research records, data analysis, publications, posters and presentations pertaining to social, economic and physical environments; early childhood development; personal health practices; individual capacity and coping skills; human biology; health services.

Record Number: PHAC 008 328

International Health Partnerships

Description: Includes records relating to the Health Portfolio's international engagement as well as the International Health Grants Program. Records include global health policy information and information about multilateral and bilateral relations.  Records also include funding information for international organizations and bodies such as the World Health Organization (WHO), the  Pan American Health Organization (PAHO), the International Agency for Research on Cancer (IARC), the WHO Framework Convention on Tobacco Control, the United Nations, and the Global Health Security Initiative.

Document Types: briefing notes, memoranda, invitation assessments, correspondence, policies, presentations, issue research, backgrounders, analysis and reports, grant proposals, documentation, agreements, contracts, audit and evaluation documents, and meeting minutes.

Record Number: PHAC 015 0011

Surveillance and Information Expert Group (SIEG) Secretariat, Pan-Canadian Public Health Network (PHN)

Description: Includes records related to monitoring, researching and providing accurate information pertaining to the SIEG Secretariat which supports the Council of the PHN in providing coordination and leadership for public health surveillance, information collection, analysis, and knowledge dissemination across Canada as well as secretariat services, advices and background information on evolving issues.

Note: SIEG was sunset in 2011 following the re-structuring of the Pan Canadian Public Health Network.

Document Types: Guidance documents, strategic plans, recommendations, minutes, background documents, policies, reports, terms of reference, and project charter.

Record Number: PHAC 008 517

Public Health Human Resources Task Group (PHHRTG)

Description: Includes records related to monitoring, researching and providing accurate information pertaining to the PHHRTG which is an expert group accountable to the pan-Canadian Public Health Network Council. Records may also include information related to the PHHRTG's role which is to advance implementation of sound human resource planning in the public health sector, and to make recommendations to the Public Health Network Council with respect to public health human resources in the context of the overall Canadian health system.

Note: The PHHRTG was sunset in 2011 following the re-structuring of the Pan Canadian Public Health Network.

Document Types: Memoranda, reports, and records of meetings.

Record Number: PHAC 010 0025

Canadian Integrated Public Health Surveillance (CIPHS / iPHIS)

Description: Includes records related to monitoring, research, analysis and reporting on CIPHS which brings together a strategic alliance of public health and information technology professionals working collaboratively to build an integrated suite of computer and database tools specifically for use by Canadian public health professionals. Records may also include information related to custom tools which are being designed to support the systematic collection and collation of health surveillance data as a by-product of the normal work of public health professionals, and to data which will be used to support evidence-based public health decisions.

Note: The Canadian Integrated Public Health Surveillance was sunset in 2012.

Document Types: Contracts, memoranda of understanding, guidelines, policies, reports.

Record Number: PHAC 008 650

Geographic Information Systems (GIS)

Description: Includes records related to monitoring, researching and providing accurate information pertaining to the GIS Infrastructure which provided GIS services tailored to the Canadian public health community. Records may also include information related to PHAC's approach to work with public health professionals to make available GIS resources and information that support their spatial information needs and continuing education opportunities. Further, records may include information related to the GIS Infrastructure which developed two key tools that are currently being used nationally in the public health community: The Map and Data Exchange and the Public Health Map Generator.

Note: The Geographic Information Systems (GIS) was sunset in 2012.

Document Types: Reports, records of decision, policy papers, memoranda, scientific research records, data analysis, publications, posters and presentations pertaining to geographical based information.

Record Number: PHAC 008 505

Public Health Laboratory Systems

Public Health Laboratory Systems is a national resource providing Canada with a wide range of highly specialized scientific and laboratory expertise and access to state of the art technologies. The activity informs public health professionals at all levels of government to enable evidence-based decision-making in the management of, and response to diseases and their risk factors. The activity conducts public health research; uses innovative approaches to advance laboratory science; performs reference laboratory services; contributes to public health surveillance; provides outbreak response capacity; and leads national public health laboratory coordination. The activity also addresses public health risk factors arising from human, animal and environmental interactions by conducting research, surveillance and population risk analysis. These combined efforts work to inform infectious disease-specific strategies and prevention initiatives. The knowledge generated and translated by the activity supports the development and implementation of national and international public health policies, guidelines, interventions, decisions and actions that contribute to the lifelong health of the population.

Scientific Investigation of Infectious Diseases Affecting Human Health

Description: Includes records related to the scientific investigation of bacterial, viral and prion infectious diseases affecting human health, including reference services and diagnostics; laboratory-based public health surveillance; leadership, training, network and capacity development; and applied and discovery research.

Document Types: Requisitions for laboratory reference services; laboratory analyses and reports; public health surveillance and monitoring documentation; web-based Guide to Services; external quality assurance documentation; procedures; scientific research records; risk assessments; correspondence; collaborative research agreements; quality management documentation (e.g., non-conformance reports, corrective action reports, audit reports); manuals, policies, memoranda; training material, annual training reports, individual learning plans, training and skills needs analysis documents; posters and presentations; briefing notes; research proposals; committee meeting agendas; terms of reference and minutes; records of decision; planning documents; contracts, material transfer agreements, memoranda of understanding.

Record Number: PHAC 010 0004

Intellectual Property Management, Technology Transfer and Business Development

Description: Includes records related to the development of policies for the management of the Agency's Intellectual Property (IP) and related policies, as well as to the management of the Agency's IP associated with scientific and other discoveries. This includes advice pertaining to IP evaluation, protection and deployment as well as technology and market assessments, promotional strategies, commercialization plans focused on priorities, and the facilitation of collaborative arrangements with external partners including business, academia, non-government organisations and the public sectors (at home and abroad).

Document Types: Policies, protocols, analyses, risk assessments, advice, recommendations, patents of inventions, copyright and trademark registrations, agreements (e.g. material transfer, non-disclosure, collaboration, publication, licensing, etc.) intellectual property market information, standards, knowledge translation tools and strategies, memoranda, correspondence, and service agreements.

Record Number: PHAC 015 0002

Knowledge Access and Intelligence

Description: Includes records related to the provision of knowledge access and intelligence services to PHAC staff, including print and electronic information resources, literature search and alerting services, and tools and technologies that support the discovery and use of the best and most current evidence in research programs, policy development, knowledge translation, and risk analysis and response.

Document Types: ISO 9001 reports, information guides, resource lists, internal work instructions, and committee agendas and minutes.

Record Number: PHAC 015 0003

Antimicrobial Resistance

Description: Includes records related to monitoring, researching and providing accurate information pertaining to antimicrobial resistance. The Canadian Antimicrobial Resistance Surveillance System (CARSS) integrates antimicrobial resistance (AMR) and antimicrobial utilization (AMU) data for the Agency. The goal of CARSS is to integrate data from existing individual surveillance systems, to provide one complete Canadian picture of AMR/AMU to contribute to the evaluation of the success of interventions aimed at maintaining the effectiveness of antimicrobial drugs. Records may also include information related to several representative and methodologically unified surveillance components which can be linked to examine the relationship between antimicrobials used in food-animals and humans and the associated health impacts. This information supports:

  1. the creation of evidence-based policies to control antimicrobial use in hospital, community, and agricultural settings and thus prolong the effectiveness of these drugs, and
  2. the identification of appropriate measures to contain the emergence and spread of resistant bacteria between animals, food, and people in Canada.

Document Types: Reports, records of decision, policy papers, memoranda, scientific research records, data analysis, publications, posters and presentations pertaining to surveillance records including abattoir, retail meat, farm, human clinical isolates and animal clinical isolates, surveillance research records, publications, posters and presentations, surveillance data analysis records, planning and reporting records, collaborative research information, network and collaborative records, annual reports. Canadian Integrated Program for Antimicrobial Resistance Surveillance website and electronic databases (Labware, LDMS, AMRSS, DEXA).

Record Number: PHAC 010 0017

National Human Immunodeficiency Virus (HIV) and Retrovirology Laboratories

Description: Includes records related to monitoring, researching and providing accurate information pertaining to the Agency's National HIV and Retrovirology Laboratories (NHRL) which provides a comprehensive range of laboratory science services and expertise related to HIV and emerging retroviruses. Records may also include information related to the organizations that use these services which include laboratories associated with provincial ministries of health, hospital and blood-screening laboratories, and HIV laboratories abroad. Further, records may include information related to NHRL which provides HIV and Human T-cell Leukaemia Virus I/II (HTL) serology and molecular reference services in support of testing programs conducted by provincial ministries of health and the Canadian Blood Services. Furthermore, records may also include information related to NHRL's core activities: reference services; surveillance outbreak investigation; quality assurance; research; and international activities. Finally, records may include information related to NHRL which is comprised of the following laboratories: the National Laboratory for HIV Reference Services; the national Laboratory for HIV Genetics; the National Laboratory for HIV Immunology; and the Viral Evolution and Molecular Epidemiology Unit.

Document Types: Scientific research records, data analysis, publications, planning and reporting records, collaborative research information, network and collaborative records, procedures, reports, meeting records, records of decisions, policies pertaining to National HIV and Retrovirology Laboratories (NHRL); HIV and HTL (Human T-cell Leukaemia Virus I/II); HIV drug resistance testing; HIV antibody testing; Canadian HIV/ Acquired immunodeficiency syndrome (AIDS) Strain Surveillance and Drug Resistance Program.

Record Number: PHAC 008 185

  • Extraordinary Assistance Plan

    Description: Contains applications, correspondence, medical records of applicants who became infected with the Acquired immunodeficiency syndrome (AIDS) virus (Human immunodeficiency virus (HIV)) who received blood or blood products as well as their first order relative (spouse/partner or child) who was secondarily infected with HIV; and to living thalidomide victims who were born in Canada and whose mothers took thalidomide during the first trimester of pregnancy.

    Class of Individuals: Individuals or agents of their estates who have applied for benefits.

    Purpose: To determine eligibility and administer financial benefits to HIV infected persons and thalidomide victims.

    Consistent Uses: Information contained in these files is used to determine eligibility for receipt of financial benefits only.

    Retention and Disposal Standards: The HIV files are retained for a minimum of 20 years after last activity on file and the thalidomide files for 100 years after last activity on file.

    RDA Number: Under development.

    Related Record Number: PHAC 008 185

    TBS Registration: 009928

    Bank Number: PHAC PPU 039

National Microbiology Laboratory (NML)

Description: Includes records related to monitoring, researching, expert microbiological reference testing, and providing outbreak investigation support pertaining to bacterial, viral, and parasite diseases to the public health network in Canada. Records may also include information related to the NML which is a key element in Canada's preparedness for biologic terrorism and other infectious diseases emergencies. Further, records may include information related to the operation of six External National Reference Centres, on a cost sharing basis with the Provinces, for: Parasitology (Serology), Mycology, Yersinia, Streptococcus, Rabies and Epstein Barr Virus. Finally, records may include information related to: Nosocomial, Vaccine Preventable, Enterics, Tuberculosis, clinical microbiology, environmental microbiology, community acquired infections, hospital acquired infections and multi drug resistant organisms, vaccine preventable bacterial diseases, emerging bacterial pathogens, enteric food and water borne pathogens, Viral Sexually Transmitted Diseases; Respiratory Viruses and influenza; Poxviruses; Viral Exanthema; Diagnostic imaging and microscopy; Bloodborne Pathogens and Hepatitis; Enteroviruses and enteric viruses.

Document Types: Procedures, reports, meeting records, records of decisions, policies, scientific research records, data analysis, publications pertaining to parasitology; mycology; streptococcus; and molecular typing.

Record Number: PHAC 008 180

  • Influenza Sentinel Surveillance

    Description: This bank describes information that is related to a pilot study which involves the use of electronic medical records for surveillance of influenza. The personal information may include date of birth and medical information.

    Note: Information may be stored in the following internal systems / databases: Influenza sentinel surveillance system.

    Class of Individuals: General public.

    Purpose: The personal information is used to administer the science and technology for public health under the Public Health Agency of Canada's activity. Personal information is collected pursuant to Section 4 of the Department of Health Act.

    Consistent Uses: The information may be used or disclosed for the following purposes: reporting to senior management, safety and evaluation.

    Retention and Disposal Standards: Under development.

    RDA Number: Under development.

    Related Class of Record Number: PHAC 008 180

    TBS Registration: 20110478

    Bank Number: PHAC PPU 293

Health Promotion and Disease Prevention

The Health Promotion and Disease Prevention Program aims to improve the overall health of the population—with additional focus on those that are most vulnerable—by promoting healthy development among children, adults and seniors, reducing health inequalities, and preventing and mitigating the impact of chronic disease and injury, as well as infectious diseases. Working in collaboration with provinces, territories, and stakeholders, the Program develops and implements federal aspects of frameworks and strategies (e.g., Curbing Childhood Obesity: A Federal, Provincial and Territorial Framework for Action to Promote Healthy Weights, national approaches to addressing immunization, HIV/AIDS) geared toward promoting health and preventing disease. The Program carries out primary public health functions of health promotion, surveillance, science and research on diseases and associated risk and protective factors to inform evidenced-based frameworks, strategies, and interventions.

Infectious Disease Prevention and Control

The Infectious Disease Prevention and Control Program is the national focal point for efforts to help prevent, mitigate and control the spread and impact of existing and emerging infectious diseases in Canada. The Program provides leadership for integrating activities related to surveillance, laboratory science, epidemiology, research, knowledge translation and exchange,  intervention and prevention. Applying an evidence-based approach, the Activity informs targeted prevention and control initiatives, such as immunization,  for many infectious disease threats, including acute respiratory and vaccine preventable infections (e.g., influenza, measles), sexually transmitted and blood borne infections (e.g., Hepatitis B and C, HIV), hospital associated infections (e.g., C. difficile), and human diseases resulting from environmental exposures to food, water, animals and other vectors (e.g. Listeria, E. coli o157, West Nile virus) . This program reinforces efforts to protect the health and well-being of Canada’s population and, reinforces efforts to reduce the economic burden of infectious disease by coordinating effective responses to public health risks, integrating action amongst partners and stakeholders, contributing to global efforts and providing public health expert advice to guide individual health-related decision-making, and provides expert advice to federal, provincial and territorial partners and stakeholders. The knowledge generated and translated by this Activity influences and enables the development and implementation of public health policies, guidelines, interventions and action—including those required to meet Canada’s International Health Regulations obligations—and helps to guide the population in their decisions regarding their personal health and that of their families.

Immunization

The Immunization program seeks to protect Canada’s population from the health risks associated with vaccine preventable diseases, thereby reducing the burden of infectious disease and making Canada’s health care system more sustainable. This activity also allows Canada to meet its international obligations and commitments under the International Health Regulations. Working collaboratively with the provincial and territorial governments as well as with other stakeholders, intermediaries and researchers though the National Immunization Strategy, the Immunization Sub-Sub-Program plays a leadership role in activities that: secure a vaccine supply so that the Canadian population has timely access to safe, effective, economical and equitably distributed vaccines; support surveillance related to coverage and vaccine safety; enhance outbreak response; and establish national standards for registries and data collection. The Immunization program fosters, promotes and strategically manages surveillance, science and research to support evidence-based public health decisions and actions providing policy, process and knowledge leadership through: the collection and analysis of data; and the dissemination of timely, evidence-based guidance, decision-support tools, research and knowledge exchange and information products. Finally, this activity supports the work of the National Advisory Committee on Immunization, which provides science-based expert advice on the use of existing and new vaccines for Canadian jurisdictions.

Immunization

Description: Includes records related to seeking to reduce the rates of vaccine preventable diseases (VPD) through increased vaccination coverage. Records may include national level and evidence-based information related to the updated national vaccination coverage goals and VPD reduction targets; supporting research to identify under- and unvaccinated populations across Canada; equipping the public and public health partners with information and guidance on vaccination; funding projects that work to increase vaccination uptake and access in Canada; conducting VPD surveillance and monitoring vaccination coverage; leading, collaborating and coordinating actions that work towards improving vaccination coverage; and, coordinating Canada’s pandemic influenza preparedness activities. Records may include information related to adverse events case reports, which include information related to vaccines administered and reported adverse events (these records do not include any personal identifiers).

Document Types: Statistical documents, academic publications, contracts, memoranda of agreement, plans, requisitions, videos, terms of reference, agendas, records of decision, notices,  scientific and programmatic evidence-based recommendations documents, briefing and discussion papers, policy documents, speeches, audit and evaluation documentation, correspondence, backgrounders, reports, etc. on immunization issues.

Record Number: PHAC 010 0039

Infectious and Communicable Diseases

The Infectious and Communicable Diseases Program supports the prevention and control of infectious diseases by monitoring emerging and re-emerging infectious diseases which are identified by the Agency as leading causes of hospitalization and morbidity and mortality in Canada, and by developing strategic approaches to reduce the likelihood of infection. The Activity assesses and models public health interventions, monitors and reports risk factors and trends associated with infectious diseases and works collaboratively with federal, provincial, territorial, and international partners to develop national approaches to manage infectious disease threats including antimicrobial resistance and helps prevent the transmission of these infections (such as healthcare associated infections, sexually transmitted infections, including HIV/AIDS, hepatitis B and C, tuberculosis, vaccine preventable diseases, influenza, MERS-CoV and other respiratory infectious diseases). The Program also seeks to reduce the risk and incidence of infections and injuries associated with blood transfusions and organ transplantation by providing knowledge products to federal, provincial, and territorial health care experts. This Activity, informed by science, uses this knowledge to prevent infectious disease outbreaks and generate guidelines, education materials, frameworks and reports to guide decision making to support public health action. These activities inform national action plans and global responses to prevent and control infectious diseases, in accordance with the International Health Regulations. The Activity uses funding from the following transfer payments: Federal Initiative to Address HIV and AIDS in Canada; Hepatitis C Prevention, Support and Research Program; and the Blood Safety Program.

Surveillance and Risk Assessments of Infectious and Communicable Diseases

Description: Includes records related to monitoring, researching and providing accurate information pertaining to disease incidence and of exposure to infectious and communicable diseases, including infectious disease modelling, to enable public health action and to inform program and policy development for the purpose of preventing and controlling infectious and communicable diseases in Canada. Records may include information related to: HIV, surveillance of sexually transmitted infections, tuberculosis; transfusion-transmitted injuries and infections; transplantation of tissues and organs; hepatitis (B and C); and the Canadian Notifiable Disease Surveillance System.

Document Types: Statistical documents; academic publications; surveys; contracts; memoranda of agreement; terms of reference; agendas; minutes of meetings; notices; proceedings; external expert surveillance advisory group membership; recommendations documents; briefing and discussion papers; curricula vitae; travel claims; policy documents; speeches; audit and evaluation documentation; correspondence; backgrounders; reports; information collected from physicians, hospitals, and provinces, and scientific research records, data analysis, publications, interactive website (e.g. Notifiable Diseases On-Line), posters and presentations, submission requests for sequencing, planning and reporting records, collaborative research information, network and collaborative records, frameworks, guidelines, tables, surveillance reports, standards, training materials, contracts, committee records of decisions, meeting proceedings, research findings; Treasury Board Submissions, terms and conditions, memoranda of understanding, memoranda of agreement, proposals, standard procedures, performance measurement tools, evaluation criteria/reports.

Record Number: PHAC 008 518

Tuberculosis (TB) Prevention and Control

Description: Includes records related to monitoring, researching and providing accurate information pertaining to Infectious disease information and records that are used by PHAC and stakeholders to inform decision making, policies and practices to address TB drug resistance and infection, and for the prevention and management of health risks and determinants associated with TB.

Document Types: Policies, frameworks, guidelines, tables, surveillance reports, standards, training materials, contracts, committee records of decisions, meeting proceedings, research findings, memoranda of understanding, memoranda of agreement, proposals, standard procedures, performance measurement tools, evaluation criteria/reports.

Record Number: PHAC 008 519

Human Immunodeficiency Virus (HIV)/ Acquired Immunodeficiency Syndrome (AIDS) Policy, Coordination and Programs

Description: Includes records related to monitoring, researching and providing accurate information pertaining to infectious disease information and records that are used by PHAC and stakeholders to inform decision making, policies and practices for the prevention and management of health risks and determinants associated with HIV/AIDS.

Document Types: Infection prevention and control guidelines; policy frameworks for program development/implementation (e.g., Treasury Board Submissions; terms & conditions; memoranda of understanding; memoranda of agreement; requests for proposals; contracts; standard procedures; performance measurement tools; and evaluation criteria/reports, etc.), and audit and evaluation materials.

Record Number: PHAC 008 405

Sexual Health and Sexually Transmitted Infections (STI)

Description: Includes records related to monitoring, researching and providing accurate information pertaining to infectious disease information and records that are used by PHAC and stakeholders to inform decision making, policies and practices related to sexual health promotion, and the prevention and management of health risks and determinants associated with sexually-transmitted infections (including chlamydia, genital herpes, gonorrhea and syphilis.

Document Types: Policies, frameworks, guidelines, tables, surveillance reports, standards, training materials, contracts, committee records of decisions, meeting proceedings, research findings, memoranda of understanding, memoranda of agreement, proposals, standard procedures, performance measurement tools, evaluation criteria/reports.

Record Number: PHAC 008 515

Communicable Diseases

Description: Includes records related to monitoring, researching and providing accurate information pertaining to surveillance for and research on the epidemiology of infectious diseases directed at identification and quantification of risks, assessments of proposed prevention strategies and evaluation of existing surveillance, prevention and control activities. Records may also include information related to coordination of a network of scientific experts, public health officials and advisory committees / working groups to develop guidelines / recommendations for selected topics and to investigate diseases of provincial and/or national importance. Furthermore, records may also include information related to the Bloodborne Pathogens Division which is involved in blood safety and xenotransplantation issues pertaining to transmission of infectious, chronic and degenerative diseases.

Document Types: Reports, records of decision, policy papers, memoranda, scientific research records, data analysis, publications, posters and presentations pertaining to immunization; nosocomial and occupations infections; respiratory diseases; blood borne pathogens; xenotransplantation; and blood safety.

Record Number: PHAC 015 0007

Respiratory Infections

Description: Includes records related to seeking to reduce or eliminate the negative impact of emerging and re-emerging respiratory infectious diseases. Records may include information related to epidemiology, developing guidelines and protocols, and coordinating national responses to outbreaks of respiratory infectious diseases.

Document Types: Statistical documents, academic publications, contracts, memoranda of agreement, terms of reference, agendas, minutes of meetings, notices, proceedings, recommendations documents, briefing and discussion papers, speeches, audit and evaluation documentation, correspondence, backgrounders, chapters and reports, etc. pertaining to surveillance, scientific research records, data analysis, publications, posters and presentations, submission requests for reporting records, collaborative research information, network and collaborative records.

Record Number: PHAC 010 0040

Health Care Associated Infections

Description: Includes records related to monitoring healthcare associated infections identified through participating sentinel, acute-care hospitals in Canada and providing accurate information pertaining to surveillance of healthcare associated, infections through the Canadian Nosocomial Infection Surveillance Program (CNISP) as listed below.

Document Types: Surveillance reports, data analysis, publications, posters and presentations pertaining to surveillance records, statistical documents, academic publications, contracts, memoranda of agreement, terms of reference, agendas, minutes of meetings/records of decisions, notices, proceedings, recommendations documents, briefing and discussion papers, policy documents, speeches, audit and evaluation documentation, correspondence, backgrounders, etc.

Record Number: PHAC 010 0041

Blood Safety Surveillance

Description: Includes records related to monitoring, researching and providing accurate information pertaining to surveillance of transfusion errors and adverse events related to transfusion or transplantation, emerging bloodborne pathogens and populations at risk, statistics and risk assessments, public health capacity building and outbreak response.

Document Types: Policies, frameworks, guidelines, tables, surveillance reports, standards, training materials, contracts, committee records of decisions, meeting proceedings, research findings, Treasury Board Submissions, terms & conditions, memoranda of understanding, memoranda of agreement, proposals, standard procedures, performance measurement tools, evaluation criteria/reports.

Record Number: PHAC 008 401

  • Canadian Needle Stick Surveillance Network

    Description: This bank describes information that is related to voluntary data related to occupational exposure to blood/body fluids; blood borne pathogens Hepatitis B virus; Hepatitis C virus; and Human Immunodeficiency Virus. The personal information may include date of birth, medical information and province, type of health-care worker, nature of injury and device involved.

    Class of Individuals: General public.

    Purpose: The personal information is used to administer the infectious disease prevention and control, Public Health Agency of Canada program. Personal information is collected pursuant to Section 4 of the Department of Health Act.

    Consistent Uses: The information may be used or disclosed for the following purposes: reporting to senior management, safety and evaluation, gender and year of birth may be shared with all provinces and territories.

    Retention and Disposal Standards: Under development.

    RDA Number: Under development.

    Related Class of Record Number: PHAC 008 401

    TBS Registration: 20110473

    Bank Number: PHAC PPU 297

Food-borne, Environmental and Zoonotic Infectious Diseases

The Food-borne, Environmental and Zoonotic Infectious Diseases activity seeks to reduce the risk of food-borne, water-borne, environmental and zoonotic diseases in Canada which have the potential to adversely impact the health of Canada’s population. By examining the interrelationship between the environment, animals and human health, the program develops and disseminates measures to help address the risks associated with infectious disease threats such as Salmonella, E.coli 0157, West Nile virus, Legionella, and Listeria and, emerging antimicrobial resistance in the food chain (i.e., animals, food, and humans). The activity undertakes national surveillance of foodborne illness, zoonotic diseases and antimicrobial resistance in the food chain, conducts targeted research projects aimed at reducing infectious disease emergence, and manages Canada’s national and international response to food- and water-borne disease outbreaks. It also addresses the risk associated with rising global population mobility through enhancing evidence-based information. The program works with federal, provincial, territorial, and regional stakeholders as well as international public health organizations to help address emerging global food-borne, water-borne, environmental and zoonotic infectious diseases, in keeping with Canada’s obligations under the International Health Regulations.

Food-borne Environmental and Zoonotic Diseases

Description: Includes records related to risk analysis and response to address the incidence and mitigate the burden of food-borne, waterborne, environmental, and zoonotic illness in Canada; and the investigation and coordination of outbreak response. Records may include information related to strengthening public health capacity through technology and training, investigation of burden of disease and risk factors for infections, and development of national guidelines relating to risk reduction and prevention to address emerging and re-emerging risks resulting from changes to behaviour, environment and other factors - and ongoing risks from diseases including E. coli, Salmonella, Listeria, Campylobacter, Norovirus, West Nile Virus, Lyme Disease, Cryptosporidium, Giardia, Creutzfeldt-Jakob Disease and rabies. Further, records may include information related to the environment, drinking Water, recreational water, climate change, risk factors, vulnerability assessments, and acute gastrointestinal illness.

Document Types: Statistical documents, academic publications, contracts, memoranda of agreement, contribution agreements, terms of reference, agendas, minutes of meetings, notices, proceedings, recommendations documents, briefing and discussion papers, policy documents, speeches, audit and evaluation documentation, correspondence, backgrounders, reports, health records, questionnaires, administrative records, medical imaging results, laboratory test results, etc.

Record Number: PHAC 008 402

  • Canadian Surveillance for Creutzfeldt - Jakob Disease

    Description: This bank contains personal information, including diagnostic and epidemiologic information, provided to the CJDSS about patients with suspected or confirmed Creutzfeldt-Jakob disease (CJD) in Canada. Data are collected in conjunction with comprehensive support provided to referring physicians and other healthcare providers for laboratory investigations, clinical consultation and education. Personal information obtained through consultation with physicians, laboratory testing, review of medical records and a detailed interview with individuals with CJD or their representative includes: identifying information of a person including name, address, gender, language, signature, birth and death dates; biographical, dietary and work history; patient medical history, including medical conditions related to potential diagnosis of prion disease, surgeries, dental procedures and family history of prion disease; history of donation and therapeutic receipt of blood, tissues, cells or organs; and results of biochemical, genetic and pathological tests and other medical investigations. In addition, patients' biological specimens including blood, Deoxyribonucleic acid (DNA), cerebrospinal fluid, and brain tissue are stored with supporting documentation having patient and patient representative personal information at the NML in Winnipeg. Brain tissue specimens and supporting documentation with personal information are also stored at the University of Ottawa, in a laboratory under contract with the CJDSS to provide laboratory services for neuropathology. An electronic database, containing key information elements related to identifiable individuals that are abstracted from the paper files and protected by passwords and encryption, is stored on a computer housed at the CJDSS office in Ottawa.

    Class of Individuals: Persons in Canada suspected of having, or having CJD, who have consented to participate in the surveillance program.

    Purpose: The information is compiled for the purpose of assessing and minimizing risks to human health from infectious prion diseases, an ongoing cause of public health concern, using comprehensive, active surveillance, laboratory testing services and research.

    Consistent Uses: To perform public health-related activities such as surveillance and risk analyses for human prion diseases.

    Retention and Disposal Standards: Under development.

    RDA Number: 2015/022

    Related Record Number: PHAC 008 402

    TBS Registration: 009940

    Bank Number: PHAC PPU 286

Surveillance of Infectious Disease

Description: Includes records related to monitoring, researching and providing accurate information pertaining to disease incidence and exposure to infectious diseases, to enable public health action and to inform program and policy development for the purpose of preventing and controlling infectious diseases in Canada. Records may include information related to: the Canadian Notifiable Disease Surveillance System.

Document Types: Statistical documents; academic publications; surveys; contracts; memoranda of agreement; terms of reference; agendas; minutes of meetings; notices; proceedings; external expert surveillance advisory group membership; recommendations documents; briefing and discussion papers; curricula vitae; travel claims; policy documents; speeches; audit and evaluation documentation; correspondence; backgrounders; reports; information collected from physicians, hospitals, and provinces, and scientific research records, data analysis, publications, posters and presentations, submission requests for sequencing, planning and reporting records, collaborative research information, network and collaborative records.

Record Number: PHAC 010 0016

Enteric Pathogens

Description: Includes records related to monitoring, researching and providing accurate information pertaining to human enteric disease from the National Enteric Surveillance Program and FoodNet Canada which is an integrated surveillance program that collects information on illnesses and exposures to determine what food and other sources are making Canadians ill. Records may also include information related to changes in trends of human enteric disease incidence and pathogen exposure levels from food, animal and water sources, and to the proportion of human cases that are due to water, food and animal contact. Further, records may include information related to source attribution efforts in Canada, and to statistically significant risk factors for enteric illness.

Document Types: Reports, records of decision, policy papers, memoranda, scientific research records, data analysis, publications, posters and presentations, surveillance data analysis records, planning and reporting records, collaborative research information, network and collaborative records, annual reports pertaining to surveillance records, including retail meat, farm, and water isolate information as well as anonymized human case exposure and laboratory information. FoodNet Canada website and electronic databases (Labware, DEXA).

Record Number: PHAC 010 0018

Conditions for Healthy Living

The Conditions for Healthy Living activity supports improved health outcomes for Canada’s population throughout life by   enabling the development of healthy communities. Population-wide health promotion efforts that address health inequalities by responding to the needs of vulnerable and at-risk populations have been shown to improve health outcomes, especially where poor social, physical or economic living conditions exist. The program contributes to early childhood development, sustains healthy living conditions into youth and adolescence, and builds individual and community capacity to support healthy transitions into later life. In collaboration with provinces, territories, stakeholders, and organizations that assist individuals directly affected by a condition or disease, the activity advances initiatives to promote health and well-being. It also develops, tests, and implements evidence-based interventions that can help those facing challenging circumstances (e.g., family violence, poor mental health, communicable infections, and social isolation). Finally, the program provides evidence-based information for public health policies, practices and programs, and helps to build community public health capacity.

Healthy Child Development

The Healthy Child Development activity supports improvement of maternal and child health outcomes, and encourages positive health and development throughout the stages of infancy and childhood. Current research demonstrates that building resilience, developing empathy, exposing children to healthy eating practices and promoting breastfeeding can substantially compensate for adverse socio-economic conditions throughout their life. Through social science research, population health and community-based interventions, the activity works to promote positive physical, social and cognitive development, and reduce health inequalities in order to set a positive trajectory for sustained health throughout the life course. The activity engages key stakeholders to identify and address shared priorities related to healthy childhood and adolescent development, including fetal alcohol spectrum disorder, maternal and infant health, oral health, positive parenting practices, and health status in Aboriginal and Northern communities. It supports interventions to assist pregnant women, children, adolescents and families who face circumstances such as low socio-economic status, family violence, poor mental health, and isolation. As well, it facilitates development and use of practice guidelines, frameworks for action, training, tools and supports which benefit the Canadian population, their families, other jurisdictions, national non-governmental organizations, and public health practitioners. The activity provides funding through the following transfer payments: Canada Prenatal Nutrition Program (CPNP), Community Action Program for Children (CAPC), Aboriginal Head Start in Urban and Northern Communities (AHSUNC), Fetal Alcohol Spectrum Disorder (FASD), and Joint Consortium for School Health (JCSH).

Community Action Program for Children

Description: Includes records related to supporting community-based groups and coalitions to deliver culturally appropriate prevention and early intervention services. Records may also include information related to these services which promote the health and development of children (from newborn to 6 years of age) and their families who are living in conditions of risk, parent education and support. Further records may include information related to child injury prevention, mental health, and obesity prevention.

Document Types: contracts, terms of reference, agendas, minutes of meetings, notices, briefing and discussion papers, policy documents, presentations, posters, brochures and publications, evaluation documentation, research and evaluation reports, correspondence, contribution agreements, etc.

Record Number: PHAC 008 337

Children and Youth

Description: Includes records related to the coordination of programs and policies that promote the conditions for maternal and child health including children's rights, through federal leadership, support and strategic collaboration with other jurisdictions and key stakeholders with an emphasis on vulnerable populations and communities. Records may include information related to policy development, research and strategic analysis of trends regarding the broad determinants of health for children and youth in Canada, and strategic collaborations with other jurisdictions and key stakeholders on programs and activities related to children and youth.

Document Types: contracts, terms of reference, agendas, minutes of meetings, notices, briefing and discussion papers, policy documents, speeches, presentations, correspondence, finance data, corporate reports, etc.

Record Number: PHAC 011 0001

Early Child Development

Description: Includes records related to the Early Childhood Development Agreement announced in 2000 through which the Government of Canada provides transfers to the provinces and territories to build on existing services and supports services that promote the province and territories’ investments in early childhood programs and services. Records may also include information related to the increased funding which goes to: promote healthy pregnancy, birth and infancy; improve parenting and family supports; strengthen early childhood development, learning and care; and strengthen community supports. Further, records include activities associated with the sharing of governmental early childhood development research, knowledge, and effective practices and activities related to the development of the Well-Being of Canada's Young Children: Government of Canada Report, the Early Childhood Development Activities and Expenditures Report and the Early Learning and Child Care Activities and Expenditures: Government of Canada Report (these reports are part of the agreement in which all governments agree to report publicly on how children are faring and also to report on their investments related to early childhood programs and services).

Document Types: Interdepartmental letters of agreement, memoranda of understanding, contracts, terms of reference, agendas, minutes of meetings, presentations, publications, correspondence, etc.

Record Number: PHAC 008 336

Middle Childhood and Adolescence

Description: Includes records related to monitoring, researching and providing accurate information pertaining to research, knowledge development and dissemination, consensus building and policy development activities, focused primarily on the middle childhood and adolescence (6 to 18 years of age) stages of development, both nationally and internationally. Records also include information related to supporting opportunities and choices for youth; information on the health and well-being of school-aged children and the social contexts of their health behaviours and outcomes (such as the Health Behaviour in School-aged Children survey); intersectoral collaboration with communities, governments and the private sector (such as the Joint Consortium for School Health, which brings the health and education sectors together on the topic of school health); and models (such as Comprehensive School Health). Records within this area include any documents pertaining to the development of policy and research initiatives related to middle childhood and adolescence, including school health, youth engagement; health behaviours; youth health; obesity; physical activity; nutrition and healthy eating; injury prevention; mental health and well-being; parent-child relationships; smoking; substance use; and sexual health.

Document Types: Statistical documents, academic publications, contracts, interdepartmental letters of agreement, terms of reference, agendas, minutes of meetings, proceedings, recommendations documents, briefing and discussion papers, policy documents, speeches, evaluation documentation, promotional material, correspondence, backgrounders, reports, etc.

Record Number: PHAC 008 182

National Plan of Action for Children

Description: Includes records related to monitoring, researching and providing accurate information pertaining to A Canada Fit for Children, Canada's national plan of action for children (which was released in May 2004 in response to commitments made at the United Nations General Assembly Special Session on Children in May 2002 and based on A World Fit for Children. A Canada Fit for Children is a call to action, identifying strategies to which all Canadians can contribute in order to improve the lives of children in Canada and the world). Records also include information related to goals, strategies, and opportunities for action on key priorities within four central themes: supporting families and strengthening communities; promoting healthy lives; protecting from harm; and promoting education and learning. Records within this area include any documents pertaining to the management of Canada's National Plan of Action for Children, A Canada Fit for Children, including those related to family supports; community supports; health promotion; child rights; early childhood development; child protection; continuous learning.

Note: This program was concluded in 2014.

Document Types: Statistical documents, academic publications, contracts, terms of reference, agendas, minutes of meetings, proceedings, recommendations documents, briefing and discussion papers, policy documents, speeches, promotional material, correspondence, backgrounders, reports, etc.

Record Number: PHAC 008 313

Centres of Excellence for Children's Well-Being Program

Description: Includes records related to monitoring, researching and providing accurate information pertaining to the Centres of Excellence for Children's Well-Being Program (which was established in 2000 to provide tools, resources, advice and information to promote the health of Canadian children and youth. The Program has fulfilled its original mandate and objectives and funding from the Agency ended on March 31, 2010). Records also include information related to the Centres (The Centre of Excellence for Early Childhood Development; The Centre of Excellence for Child Welfare; The Centre of Excellence for Children and Adolescents with Special Needs; and The Centre of Excellence for Youth Engagement) which continue to work with their broad networks of partners to advance the health of children and youth.

Note: This program completed its mandate in 2010 and has been sunsetted.

Document Types: Agendas, minutes of meetings, briefing and discussion papers, presentations, posters, brochures and publications, correspondence, policy documentation, research, etc.

Record Number: PHAC 008 338

Child Rights

Description: Includes records related to monitoring, researching and providing accurate information pertaining to child rights which include ensuring a child's right to survival; healthy development, protection, and participation in all matters that affect them. Records may also include information related to activities which include National Child Day, and the sharing of best practices through international organizations such as the Inter-American Children's Institute. Further, records may include information related to Canada's national commitment to the United Nations Convention on the Rights of the Child and its optional protocols, as well as its commitment to supporting and raising awareness of children's rights worldwide. Furthermore, records include information related to the development of policy and research initiatives on child rights, including the UN Convention on the Rights of the Child, National Child Day, and the Inter-American Children's Institute.

Document Types: Statistical documents, academic publications, contracts, interdepartmental letters of agreement, terms of reference, agendas, minutes of meetings, proceedings, recommendations documents, briefing and discussion papers, policy documents, speeches, evaluation documentation, promotional material, correspondence, backgrounders, reports, etc.

Record Number: PHAC 008 171

Community Action Program for Children (CAPC)/Canada Prenatal Nutrition Program (CPNP) National Projects Fund

Description: Includes records related to funding initiatives that will support the objectives of the CAPC and/or the CPNP projects and have a direct and responsive relationship with CAPC and CPNP projects across Canada; to support local communities and joint management committees to work together on common problems and issues; and allow national, regional or local organizations, in partnership with the federal government, to work collaboratively to undertake specific, time limited initiatives in support of activities that generate knowledge and action about children, families and the role of the community in supporting families.

Note: The National Projects Fund was eliminated in 2012.

Document Types: contracts, terms of reference, agendas, minutes of meetings, notices, briefing and discussion papers, policy documents, presentations, brochures and publications, evaluation reports, correspondence, contribution agreements, etc.

Record Number: PHAC 008 436

Canada Prenatal Nutrition Program

Description: Includes records related to promoting the health of at-risk pregnant women, infants and their families through services that demonstrate leadership and support to community groups across Canada. Records may include information related to reducing the incidence of unhealthy birth weights, improving the health of both infant and mother, and encouraging breastfeeding.

Document Types: contracts, terms of reference, agendas, minutes of meetings, notices, briefing and discussion papers, policy documents, presentations, posters, brochures and publications, evaluation documentation, research and evaluation reports, correspondence, etc.

Record Number: PHAC 008 435

Aboriginal Head Start in Urban and Northern Communities

Description: Includes records related to supporting locally designed and controlled early childhood development, development intervention strategies for off-reserve Indigenous children and their families. Records may also include information related to the program which focuses on education and school readiness, Indigenous cultures and languages development, parental involvement, health promotion, nutrition and social support.

Document Types: Contracts, terms of reference, agendas, minutes of meetings, notices, briefing and discussion papers, policy documents, presentations, posters, brochures and publications, evaluation documentation, research and evaluation reports, correspondence, etc.

Record Number: PHAC 008 430

Fetal Alcohol Spectrum Disorder (FASD) Initiative

Description: Includes records related to coordination and collaboration in the development of the evidence based tools and resources to further support the capacity of communities, non-governmental organizations, and including research institutes and communities of practice to address FASD. Records may also include information related to building awareness and knowledge among women, families and the general population about FASD as a key building block towards prevention.

Document Types: contracts, terms of reference, agendas, minutes of meetings, notices, briefing and discussion papers, policy documents, presentations, posters, brochures and publications, evaluation documentation, research and evaluation reports, correspondence, contribution agreements, etc.

Record Number: PHAC 008 271

Healthy Communities

The Healthy Communities program aims to improve the community capacity to contribute to better health outcomes for Canada’s population, including those who are vulnerable and at-risk. Evidence demonstrates that supportive social and physical community environments can have a positive impact on health status through the life course. Certain populations such as seniors, new Canadians, Aboriginal Peoples or those living with a communicable or infectious disease, are more likely to experience health challenges that can be prevented or mitigated in a community context. By engaging federal departments, other levels of government and stakeholders, the Program implements shared priorities in disease prevention and health promotion initiatives. The activity develops, adapts and implements promising, or innovative population health and community-based initiatives and interventions that equip communities to support the population, including those affected by a communicable disease, in living the healthiest, most productive lives possible. The program facilitates the exchange and uptake of evidence-based information to inform decision making for policy and programs and improve public health outcomes within communities. The activity uses funding from the following transfer payments: Federal Initiative to Address HIV/AIDS, Innovation Strategy, Canadian HIV Vaccine Initiative and Hepatitis C Prevention, Support and Research Program and Investment to promote the health of Victims of Family Violence.

Health Promotion

Description: Includes records related to monitoring, researching and providing accurate information pertaining to Canada's population health approach to health promotion. Records may also include information related to health promotion which includes five key strategies: building healthy public policy; creating supportive environments; strengthening community action; developing personal skills; and reorienting health services. Further, records may include information related specifically to three of these strategies - building healthy public policy, creating supportive environments and reorienting health services - which are better addressed from a population health's systematic approach and responding to new evidence on the role played by the broad range of social, economic and environmental determinants in improving overall health.

Document Types: Reports, records of decision, policy papers, memoranda, Public Health Network membership list, agendas, contracts, statements of work, scientific research records, data analysis, publications, posters and presentations pertaining to determinants of health; mental health; national clearinghouse on family violence physical activity; rural health; seniors' health, and population health approach.

Record Number: PHAC 008 276

  • Quarantine Program

    Description: This bank describes information that is related to the Quarantine Program.  The Quarantine Program works to prevent the spread and the importation and exportation of communicable diseases into, and out of, Canada by screening and assessing ill travellers for communicable diseases at international points of entry and exit. The program implements public health measures when communicable diseases of significance are identified, and collaborates with partners including the Canada Border Services Agency to ensure efficient notification and response to border health events.  The personal information may include name, gender, contact information, citizenship status, date of birth, date of death, medical information, other identification numbers (e.g., Passport number), place of birth, place of death, signature and travel details (e.g., countries visited, itinerary).

    Note: Bank formerly called: Traveler Illness Reports - PHAC PPU 071.  Information may be stored in the following internal systems / databases: Traveller Health Assessment Database (THAD) and Traveller Health Operational Strategic Support System (THOSSS).

    Class of Individuals: General public, PHAC employees (e.g., Quarantine Officers), parents, guardians, or representatives of Travellers who require assistance, employees of Quarantine Program partners who are present during a Traveller’s health assessment (e.g., CBSA officer, Environment Health Officer).

    Purpose: The personal information is collected when assessing ill travellers for communicable diseases at international points of entry and exit; and is used to implement public health measures when communicable diseases of significance are identified; and enforce the Quarantine Act.  Personal information is collected pursuant to Sections 15, 38, 51 and 55 of the Quarantine Act.

    Consistent Uses:  The information may be used, disclosed, audited or evaluated for the following purposes: safety, and security, contact tracing, and to maintain the Public Health Travel Restriction (PHTR) list.  Personal information may be shared with the PHAC International Health Regulations Focal Point; the Canada Border Services Agency (CBSA – PPU 018); the United States Centers for Disease Control and Prevention (CDC); the United States Customs and Border Protection (CBP); municipal, state, provincial or territorial public health agencies; hospitals; medical personnel; law enforcement; and conveyance operators.  Personal information related to cadavers may be shared with funeral homes and other private sector institutions.

    Retention and Disposal Standards: Under development

    RDA Number: 2015/022

    Related Record Number: PHAC 008 276, PHAC 010 0045

    TBS Registration: 009931

    Bank Number: PHAC PPU 071

Family Violence and Gender-Based Violence

Description: Includes records related to: funding for projects to support the health of survivors of family violence, and to prevent gender-based violence. Also includes records related to the relationship between family violence and health; strengthening the capacity of health and social service systems and professionals to respond; supporting data collection, research and evaluation efforts to identify effective interventions.

Document Types: Statistical documents, academic publications, contracts, memoranda of agreement, terms of reference, agendas, minutes of meetings, notices, proceedings, recommendations documents, briefing and discussion papers, policy documents, speeches, audit and evaluation documentation, correspondence, backgrounders, reports, family violence clearing house, requests for proposals, network and collaborative records, literature reviews, publications, posters, pamphlets, draft reports, synthesis documents, overview papers/fact sheets, directories, items on cassette, video cassette, DVD format, databases, and library collection, etc.

Record Number: PHAC 010 0028

Mental Health Promotion and Suicide Prevention

Description: Includes records related to promoting the awareness of the importance of good mental health and contributing knowledge on the importance mental health promotion as a component of policies relating to all areas of health and other sectors across the life course. In addition, records may include information related to the Public Health Agency of Canada’s suicide prevention initiatives, including safe messaging to Canadians, supporting Crisis Services Canada on the delivery of the Canada Suicide Prevention Service, the development of a research and knowledge translation agenda on suicide and its prevention, the National Collaborative for Suicide Prevention, the Federal Coordinating Committee for Suicide Prevention and meeting legislative requirements of the Federal Framework for Suicide Prevention Act.

Document Types: Planning materials, documents, academic publications, contracts, memoranda of agreement, terms of reference, agendas, minutes of meetings, notices, proceedings, recommendations documents, briefing and discussion papers, policy documents, speeches, audit and evaluation documentation, correspondence, backgrounders, reports, etc.

Record Number: PHAC 008 270

Innovative Approaches to Prevention of Problematic Substances Use

Description: Includes records related to addressing priority public health issues through strategic and innovative action, including the prevention of problematic cannabis, opioid and other substance use.  Records may include information related to knowledge mobilization tools and tailored resources for public health and social sector professionals to reduce problematic cannabis use and help build resilience and prevent / reduce problematic cannabis and other substance use for youth; and promote safe messaging to families and pregnant women.

Document Types: Planning materials, assessments, statistical documents, data dictionary, records layout, academic publications, abstracts, posters, presentations, contracts, contract amendment, request for proposals, advance contract award notice, contribution agreements, memoranda of agreement, terms of reference, terms and conditions, program guidelines, agendas, minutes of meetings, notices, proceedings, recommendations documents, briefing and discussion papers, policy documents, speeches, audit and evaluation documentation, correspondence, backgrounders, reports, etc.

Record Number: PHAC 010 0030

Innovation Strategy

Description: Includes records related to the Innovation Strategy (IS), a national program that funds the testing and delivery of evidence-based population health interventions.  Records include information related to current IS priority areas:  Equipping Canadians – Mental Health Throughout Life; and Achieving Healthier Weights in Canadian Communities. Records may include information related to the Population Health Fund (PHF) as the IS was established based on the parameters of the PHF to strengthen the development, implementation and rigorous evaluation of innovative interventions and initiatives to reduce health inequalities. Furthermore, records may also include information related to the exchange and application of practical information on what works to address the underlying causes of health inequalities and on effective ways to deal with public health issues of a complex nature. Finally, records may include information related to recipients who include non-governmental organizations and networks; public health stakeholders at the national, provincial, territorial and community levels; and other organizations that have the capacity to develop, implement and evaluate innovative policies and activities.

Note: The Innovation Strategy was previously known as Population Health Fund.

Document Types: Statistical documents, data dictionary, records layout, academic publications, abstracts, posters, presentations, contracts, contract amendment, request for proposals, advance contract award notice, contribution agreements, memoranda of agreement, terms of reference, terms and conditions, program guidelines, agendas, minutes of meetings, notices, proceedings, recommendations documents, briefing and discussion papers, policy documents, audit and evaluation documentation, copies of Annual Reports, correspondence, network and collaboration records, backgrounders, reports, etc.

Record Number: PHAC 008 330

Aging and Seniors

Description: Includes records related to the development and support of policy, research, and data collection initiatives related to key seniors' health issues such as health promotion, injury prevention, mental health, and age-friendly communities. Records may also include information related to promoting awareness of seniors' health issues; efforts to identify effective interventions; development of evidence-based tools and resources; and collaboration with other jurisdictions and key stakeholders.

Document Types: Reports, information sheets, statistical documents, publications, contracts, memoranda of agreement, terms of reference, agendas, minutes of meetings, briefing and discussion papers, policy documents, audit and evaluation documentation, correspondence, backgrounders, reports.

Record Number: PHAC 008 259

Dementia Policy

Description: Includes records related to the development and support of policy, research, and data collection initiatives related to key dementia issues such as the development of a national dementia strategy and dementia awareness. Records may also include information related to collaboration with other jurisdictions and key stakeholders, and development of evidence-based tools and resources.

Document Types: Reports, information sheets, statistical documents, publications, contracts, terms of reference, agendas, minutes of meetings, briefing and discussion papers, policy documents, audit and evaluation documentation, correspondence, backgrounders, reports.

Record Number:  PHAC 008 281

Neurological Policy and Programs

Description: Includes records related to the development and support of policy, research, and data collection initiatives related to neurological issues and initiatives such as health promotion, awareness, innovation and programs. Records may also include information related to collaboration with other jurisdictions and key stakeholders, development of evidence-based tools and resources, information related to grants and contributions.

Document Types: Reports, grant and contribution agreements, information sheets, statistical documents, publications, contracts, terms of reference, agendas, minutes of meetings, briefing and discussion papers, policy documents, audit and evaluation documentation, correspondence, backgrounders.

Record Number: PHAC 008 282

Health Equity

Description: Includes records related to fulfilling domestic and international commitments, which includes building and gathering evidence, engaging with key partners both within and outside the health sector, with the aim of reducing health inequalities in Canada. Records include information on the Rio Political Declaration on Social Determinants of Health, the Pan-Canadian Health Inequalities Reporting Initiative, the Canadian Council on Social Determinants of Health, and Sex and Gender Based Analysis.

Document Types: plans, agendas, records of decisions, contracts, memoranda of agreement, frameworks and tools, presentations, briefing and discussion papers, policy documents, performance measurement documentation, correspondence, reports and publications pertaining to health equity.

Record Number: PHAC 015 0008

Hepatitis C Prevention, Support and Research Program - Community associated

Description: Includes records related to Infectious disease information and records that are used by PHAC and stakeholders to inform decision making, policies and practices for the prevention and management of health risks and determinants associated with hepatitis C.

Document Types: Policies, frameworks, standards, training materials, requests for proposals, contracts, committee records of decisions, meeting proceedings, research findings; Treasury Board Submissions, memoranda of understanding, memoranda of agreement, proposals, standard procedures, performance measurement tools, audit and evaluation materials, evaluation criteria/reports.

Record Number: PHAC 008 507

Community-Associated Infections

Description: Includes records related to sexually transmitted and bloodborne infections (STBBI) for example, HIV, chlamydia, genital herpes, gonorrhea (GC), syphilis, Lymphogranuloma venereum (LGV), Human Papillomavirus (HPV), hepatitis C, and tuberculosis; as well as sexual health promotion, STBBI prevention and detection; resistant TB and GC infection; research findings.

Document Types: Policies, frameworks, standards, training materials, contracts, committee records of decisions, meeting proceedings, research findings; Treasury Board Submissions, terms & conditions for grants & contributions, memoranda of understanding, memoranda of agreement, proposals, standard procedures, performance measurement tools, evaluation criteria/reports and educational materials for the public (e.g. webmails and media requests).

Record Number: PHAC 008 707

Chronic (Non-communicable) Disease and Injury Prevention

The Chronic (non-communicable) Disease and Injury Prevention activity works across sectors to design, deliver and expand innovative solutions for prevention in collaboration with the not-for-profit and private sectors to address complex public health problems.  The activity emphasizes population health approaches that address common risk and protective factors for chronic diseases.  The activity’s premise is that no one sector alone can meaningfully address the cause of chronic disease and injury, and that the combined resources and expertise of a wide range of partners are required to identify and generate sustainable solutions to improve the health of the population. Also within this activity, work is undertaken to conduct public health research and surveillance, with an emphasis on tracking and understanding the common risk and protective factors for chronic diseases and injuries across the life course, and utilizing emerging sources of surveillance information and methods of collection where possible.   The activity uses funding from the following transfer payments: Integrated Strategy for Healthy Living and Chronic Disease (Cancer, Diabetes, Cardiovascular Disease, Surveillance for Chronic Disease, Healthy Living, and Observatory of Best Practices), Canadian Breast Cancer Initiative, Federal Tobacco Control Strategy, and Promoting Access to Automated External Defibrillators in Recreational Hockey Arenas Initiative.

Note: The Promoting Access to Automated External Defibrillators in Recreational Hockey Arenas Initiative was sunset in 2016.  The Centre for Chronic Disease Prevention and Health Equity still holds records related to this initiative.

Chronic Disease and Injury Surveillance

Description: Includes records related to monitoring, researching and providing accurate information pertaining to: chronic diseases (cancer, diabetes, cardiovascular diseases, chronic respiratory diseases, musculoskeletal disorders, mental illness and neurological conditions), opioid-related deaths and harms, health risk factors, health conditions, determinants of health, lifestyle factors, protective behaviours, family violence, injury, and maternal, child and youth health surveillance. Records may also relate to positive mental health; the analysis and reporting on activity results; and monitoring and assessing temporal, geographic and demographic trends to inform public health action. Further, records may include information related to current and emerging data needs of PHAC Centre for Surveillance and Applied Research when developing national data collection programs. Electronic records can be found in the following program databases:  Canadian Chronic Disease Surveillance System (CCDSS); Cancer in Young People in Canada (CYP-C) Surveillance System; Canadian Perinatal Surveillance System (CPSS); Canadian Incidence Study of Reported Child Abuse and Neglect (CIS); Canadian Hospitals Injury Reporting and Prevention Program (CHIRPP); Canadian Breast Cancer Screening Database (CBCSD); Canadian Congenital Surveillance System (CCSS); Canadian Paediatric Surveillance Program (CPSP) and National Autism Spectrum Disorder Surveillance System (NASS).

Note: Records may contain de-identified personal information that, although considered personal information for information management purposes, cannot be used to facilitate the right of access under the Privacy Act.

Document Types: Data collection instruments, data sets, data analysis  reports, data standards, data coding procedural manuals , data request guidelines, data request submissions, contracts , Notices (and notifications), publications, discussion papers, annual reports, correspondence and email, backgrounders, posters, project plans, surveys, memoranda, briefing notes, issue sheets, assessments, policy papers, parliamentary petitions, questions and responses, speeches, talking points, questions and answers, presentations, decks and placemats, agendas, records of decisions, terms of reference, memorandums of agreement, memorandums of understanding , letters of agreement, information sharing agreements, special studies, progress reports, knowledge development and exchange products , such as infographics and communications material.

Record Number: PHAC 015 0009

Cervical Cancer Screening

Description: Includes records related to monitoring, researching and providing accurate information pertaining to the Cervical Cancer Prevention and Control Network (CCPCN). Records may also include information related to the reduction in the incidence, morbidity and mortality of cervical cancer in Canada by providing a platform for discussion and debate regarding priorities of cervical cancer prevention and control in Canada; maintenance of a Pan-Canadian network that collaboratively addressed issues concerning cervical cancer prevention and control; the fostering of partnerships and opportunities for collaboration; learning from and promoting best practices among sectors and across jurisdictions; and, communicating consistent messages on key issues to stakeholders, including policy and decision makers. Further, records may include information related to the CCPCN, which was led by a screening committee made up of representatives from provincial and territorial screening programs, infectious disease departments, professional medical related associations, the Public Health Agency of Canada and the Canadian Partnership against Cancer. Furthermore, records may include information related to the names and coordinates of stakeholders and/or experts from various sources (such as other federal employees, academic institutions, non-governmental organizations, community-based groups, regional health authorities, and private consultant, provincial and territorial governments both nationally and internationally) on chronic disease policy issues.

Note: This program was transferred to the Canadian Partnership Against Cancer in 2009; however, the Public Health Agency of Canada will continue to maintain legacy records with the duration of time to be determined by Library and Archives Canada (LAC).

Document Types: Reports, records of decision, policy papers, memoranda, scientific research records, data analysis, publications, posters and presentations, factsheets, surveys, peer reviewed publications, contracts, and project plans pertaining to cervical cancer prevention, screening, and early detection.

Record Number: PHAC 010 0010

Avian Influenza and Pandemic Influenza Preparedness

Description: Includes records related to avian influenza and pandemic influenza preparedness measures in order to help ensure the health and safety of Canadians, and to assist with mitigating potential social and economic disruption.

Document Types: Statistical documents, academic publications, memoranda of agreement, terms of reference, agendas, minutes of meetings, notices, proceedings, recommendations documents, briefing and discussion papers, policy documents, audit and evaluation documentation, correspondence, backgrounders, reports, plans, etc.

Record Number: PHAC 010 0023

Chronic Disease and Injury Prevention Grants and Contributions Funding Programs, Policy Development and Advice

Description: Records include information related to Healthy Living and Chronic Disease Prevention Grants and Contributions funding programs, under the authorities of the Integrated Strategy on Healthy Living and Chronic Disease (Surveillance of Chronic Disease, Observatory of Best Practices, and Multisectoral Partnerships including: Cancer, Diabetes, Cardiovascular Disease, Healthy Living) as well as Canadian Breast Cancer Initiative, Federal Tobacco Control Strategy, and Promoting Access to Automated External Defibrillators in Recreational Hockey Arenas Initiative. In addition, records relate to chronic disease and injury prevention policy development and advice, including planning, audit and performance measurement. Further, records may include program policy information, interventions and best practices, knowledge development and exchange, interventions research, guideline development expertise as well as research advice and scientific support.  Records may also include information related to the Canadian Task Force on Preventive Health Care guidelines.  Furthermore, records may include information related to international organizations and networks, such as the World Health Organization Collaborating Centre on Chronic Disease Policy (WHO CC), which promotes leadership and innovation to combat non-communicable diseases through public health policy, planning, implementation and evaluation activities.

Note: The Promoting Access to Automated External Defibrillators in Recreational Hockey Arenas Initiative was sunset in 2016.

Document Types: Requests for Proposal, correspondence, Funding Approval Forms, reviews of projects (internal and external), Records of Decisions, Grants and Contribution Agreements/Amendments, Memorandums of Agreement / Memorandums of Understanding, financial audits and progress reports,  Memoranda (Briefing Notes, Issue Sheets), 48-hour assessments, policy/research papers, reports, documents, position papers, parliamentary responses (written questions/petitions), speeches (statements, talking points, questions and answers), presentations (decks, placemats), meetings (Agendas, Records of Decisions, Terms of Reference), legal responses, stakeholder information (including provincial and territorial documents), correspondence, planning documents (strategic plans, management implementation plans, integrated planning tool), audit reports (internal and external), performance measurement documents (strategies, data collection tools, studies, posters) and guidelines.

Record Number: PHAC 015 0004

Demonstration Projects for Chronic Disease Prevention

Description: Includes records related to monitoring, researching and providing accurate information pertaining to collaborative projects with Provinces/Territories, innovative programs and policies occurring across the country in the area of chronic disease prevention which are rigorously assessed and their impacts and results are shared nationally. Records also include information related to this program which develops a set of common tools, methodologies, and approaches for facilitating evidence-based practice, common evaluations, and knowledge exchange to maximize the impact and uptake of these innovations nationally. Further records include information related to the Demonstration Projects program which provides an opportunity to support and rigorously assess the implementation of strategies for integrated chronic disease prevention and control efforts through the application of standard scientific and evaluation assessments approaches. Furthermore, records include information related to other components of chronic disease prevention and control strategies, such as surveillance and community programming.

Note: This program activity was eliminated in the 2008 Strategic Review. The Centre for Chronic Disease Prevention and Health Equity still holds records related to this initiative.

Document Types: Statistical documents, academic publications, contracts, memoranda of agreement, terms of reference, agendas, minutes of meetings, notices, proceedings, recommendations documents, briefing and discussion papers, policy documents, speeches, audit and evaluation documentation, correspondence, backgrounders, reports, assessments, surveys, evaluations, etc.

Record Number: PHAC 008 503

Health Promotion and Chronic Disease Prevention in Canada: Research, Policy and Practice Journal

Description: Includes records related to this online open access scientific journal of the Health Promotion and Chronic Disease Prevention Branch of the Public Health Agency of Canada. Records include monthly published peer-reviewed and non-peer-reviewed articles on health promotion, chronic disease prevention, health equity, injuries and life course health.  Record content relates to research from fields such as public/community health, epidemiology, biostatistics, the behavioural and social sciences, and health services.

Document Types:  correspondence and communication materials, public health research articles, subscriber email information, meeting agendas, records of decision, presentations, letters of agreement, contracts, performance evaluation data, reports, journal publishing policies, procedures, and standards.

Record Number: PHAC 010 0034

Science Leadership in Health Promotion and Chronic Disease Prevention

Description: Includes records related to health promotion and chronic disease prevention science policy, leadership and applied research activities including building, gathering, validating, linking and analysing data across database sources and concerning the breadth of Branch research, coordination of the peer review of internal research proposals and facilitation of Branch research training activities. Research records relate to data collection instruments, , risk assessment, intervention assesment, - economic and population health modelling for policy, program and practice use.

Document Types: Plans, scientific journal publications, statistical documents, briefing and discussion papers, issue sheets, 48 hour assessments, abstracts and presentations, evaluation and performance measurement documentation, procedural guidelines, methodologies, research peer reviews, data visualizations, contracts, memoranda of agreement, agendas, proceedings, terms of reference and reports. 

Record Number: PHAC 015 0010

Health Security

The Health Security Program takes an all hazards approach to the health security of Canada's population, which provides the Government of Canada with the ability to prevent, prepare for and respond to public health events/emergencies. This Program seeks to bolster the resiliency of the populations and communities, thereby enhancing the ability to cope and respond. To accomplish this, its main methods of intervention include actions taken through collaborations with key jurisdictions and international collaborators. These actions are carried out by fulfilling Canada's obligations under the International Health Regulations and through the administration and enforcement of pertinent legislation and regulations.

Emergency Preparedness and Response

The Emergency Preparedness and Response activity is the central coordinating point among federal, provincial, territorial and non-governmental public health partners. The activity is also responsible for strengthening the nation’s capacity to help prevent, mitigate, prepare and respond to public health events/emergencies. In order to meet these goals, the activity’s interventions include emergency preparedness, emergency planning, training and exercises, ongoing situational awareness and risk assessment, maintenance of a Health Portfolio Operations Centre, coordination of inter-jurisdictional mutual aid, deployment of surge capacity to provinces and territories, and deployment of Microbiological Emergency Response Teams and associated mobile laboratories. The activity seeks to protect all persons living in Canada and provides surge capacity to provinces and territories and fulfills Canada’s international obligations for events, such as infectious disease outbreaks, pandemic influenza and bioterrorism. In addition, it coordinates the response to natural or man-made disasters and preparedness for mass gatherings and high profile events. The activity enables the Agency to meet its obligations under the Emergency Management Act and International Health Regulations.

Emergency Management

Description: Includes records relating to emergency management coordination anticipating and preparing for the public health complications resulting from disease outbreaks, natural disasters, human caused emergencies, mass gatherings, and special events (i.e. events of national significance) in Canada. Records may also include information related to the Agency's partnership with Health Canada, other federal departments, the provinces and territories, international organizations and the voluntary sector. Further, specific records may include information related to the enhancement of emergency preparedness for possible chemical, biological or radio-nuclear events and disease outbreaks such as avian flu. Furthermore, records may include information related to threats to the health and safety of Canadians through risk analysis and risk management documentation to assist in collaboration with other federal departments, provincial / territorial governments as well as international governments for emergency preparedness and response.

Document Types: Emergency management plans, reports, exercise and training materials, agreements, meeting records, procedures, statistical documents, memoranda of agreement, terms of reference, agendas, minutes of meetings, notices, proceedings, recommendations and lessons learned documents, presentations, briefing notes and discussion papers, policy documents, audit and evaluation documentation, correspondence, backgrounders, requests for assistance, information sharing agreements, etc.

Record Number: PHAC 010 0024

  • Emergency Preparedness and Conveyance Response Personnel

    Description: This bank describes information that is related to the qualifications and training of personnel, who conduct inspections, respond to emergency situations and to public health events on conveyances. The personal information may include name, home and work contact information, biographical information, educational information, employee identification number, employment status, emergency contact, qualifications, designation, immunization, and medical information.

    Note: Emergency Management responsibilities and the program records have been transferred from Health Canada to the Public Health Agency of Canada as of fiscal year 2013-2014.

    Class of Individuals: Current and former Health Canada employees who perform inspections and respond to emergencies and other public health events.

    Purpose: The personal information is used to ensure that emergency response personnel have the necessary immunization, specialized training, personal medical and security clearance, necessary credentials and delegation of authority to respond to a given outbreak or other emergency situation. Personal information is collected pursuant to Department of Health Act and Quarantine Act.

    Consistent Uses: The information may be used, disclosed, audited or evaluated for the following purposes: reporting to senior management and to establish an inventory of employees qualified to conduct inspections, respond to emergencies and to public health events on conveyances. During emergency situations personal information may be shared with other federal institutions, provincial or territorial governments and with other branches within the Public Health Agency of Canada for response purposes.

    Retention and Disposal Standards: Under development

    RDA Number: 2015/022

    Related Record Number: PHAC 010 0024

    TBS Registration: 20170109

    Bank Number: PHAC PPU 305

  • Canadian Accident Injury Reporting and Evaluation

    Description: This bank includes the chart number, institution, age of victim, admittance date, number of days hospitalized, injury nature and cause, place of occurrence, disposition and product involved".

    Note: Emergency Management responsibilities and the program records have been transferred from Health Canada to the Public Health Agency of Canada as of fiscal year 2013-2014.

    Class of Individuals: General public.

    Purpose: The bank was established to assist in setting of priorities and is used for internal and external data retrievals and regular publications.

    Consistent Uses: None

    Retention and Disposal Standards: Under development.

    RDA Number: 2015/022

    Related Record Number: PHAC 010 0024

    TBS Registration: 20170107

    Bank Number: PHAC PPU 307

Emergency Operations and Response

Description: Records may include information related to the National Emergency Strategic Stockpile of the Public Health Agency of Canada which provides surge capacity through the provision of medical supplies and equipment at strategic locations across the country. Records also include information related to providing situational awareness of unfolding situations with public health risk as well as records related to the Health Portfolio Operations Centres (HPOC) in times of national or international health-related emergencies which facilitate a coordinated and effective response to public health events. Further, records may include information related to systematic detection, monitoring, alerting, and creation of situational awareness based on an all hazards approach which focuses on events/emergencies with potential on-going public health impacts. These records are related to supporting Provinces and Territories (P/Ts) in response to natural and man-made disasters, and could also include records supporting P/Ts under Mutual Aid assistance in the area of surge capacity for the sharing of health professionals during emergencies. Furthermore, records may include information related to the National Antiviral Stockpile developed for use against an influenza pandemic.

Document Types: Memorandum of understanding, contracts, inventory records, protocols, memoranda, statistical documents, academic publications, memoranda of agreement, terms of reference, agendas, minutes of meetings, notices, proceedings, recommendations documents, briefing and discussion papers, policies, policy documents, speeches, audit and evaluation documentation, correspondence, regulatory and drug establishment licensure documents, backgrounders, reports, inventories, spreadsheets, warehouse information, planning documentation, emergency preparedness documentation, surveillance records, agreements, procedures, exchange of information, related to media monitoring for infectious disease outbreaks etc.

Record Number: PHAC 010 0048

  • All Events Response Operations (AERO)

    Description: This bank describes information that is related to Health Portfolio employees who may be selected to respond to emergency situations and to public health events. The personal information may include name, home and work contact information, biographical information, educational information, medical information, work and emergency response experience, availability, security related questions and answers, passwords, citizenship status, employee personnel information, training information, language proficiency, employment status, emergency contact, qualifications, professional designations and signature.

    Class of Individuals: Health Portfolio employees who apply to participate in public health response activities.

    Purpose: The personal information is used to establish an inventory of employees for responding to emergencies and public health events, and to select individuals to participate in field mobilisations and work at the Public Health Agency of Canada emergency operations centre. Personal information is collected pursuant to Section 3 of the Public Health Agency of Canada Act and section 4 of the Department of Health Act.

    Consistent Uses: The information may be used or disclosed for reporting to senior management and statistical purposes. Personal information may be shared with Department of Foreign Affairs, Trade, and Development and Citizenship and Immigration Canada; refer to Consular Affairs - Assistance to Canadians DFATD PPU 010. Personal information may be shared with international organizations or institutions (e.g., World Health Organisation, Global Outbreak Alert and Response Network, Pan American Health Organization, United Nations), provincial and territorial governments, municipal or regional government(s) or institution(s) to respond to requests for support.

    Retention and Disposal Standards: Under development.

    RDA Number: 2015/022

    Related Class of Record Number: PHAC 010 0021, PHAC 010 0048

    TBS Registration: 20160012

    Bank Number: PHAC PPE 305

International Health Regulations (IHR)

Description: Includes records related to IHR implementation and operations. Records may also include general information related to the IHR, which are a legally binding international agreement on Canada and other Member States of the World Health Organization.

Document Types: Planning documentation, emergency preparedness documentation, statistical (epidemiological) documents, academic publications, contracts, memoranda of agreement, terms of reference, agendas, minutes of meetings, notices, proceedings, recommendations documents, briefing and discussion papers, policy documents, audit and evaluation documentation, correspondence, backgrounders, reports, etc.

Record Number: PHAC 010 0046

Mobile Laboratories

Description: Includes records related to the development of Microbiological Emergency Response Teams to respond to bioterrorism or infectious disease outbreaks in Canada and internationally.

Document Types: Statistical documents, academic publications, contracts, memoranda of agreement, terms of reference, agendas, minutes of meetings, notices, proceedings, recommendations documents, briefing and discussion papers, policy documents, speeches, audit and evaluation documentation, correspondence, backgrounders, reports, etc.

Record Number: PHAC 010 0050

Border Health Security

The Border Health program helps protect Canadians from the introduction and spread of communicable disease across borders through administration and enforcement of the Quarantine Act and the Potable Water Regulations for Common Carriers under the Department of Health Act.  The activity includes quarantine services for travellers, cargo and conveyances at Canadian ports of entry.  It also includes a risk-based public health inspection program for passenger conveyances (including aircraft, trains, cruise ships and ferries), and ancillary services (such as flight kitchens and terminals).   The program provides Ship Sanitation Inspections pursuant to the International Health Regulations (IHR). The Border Health Security activity promotes coordinated border health measures by creating linkages between key border departments and agencies, including the Canadian Border Services Agency, Royal Canadian Mounted Police, and the Canadian Food Inspection Agency.

Travel Health

Description: Includes records related to evidence-based travel health information / recommendations to contribute to the reduction of illness and injury in Canadians travelling abroad and to the importation of infectious diseases to Canada.  This enables Canadians travelling abroad to make informed decisions with regard to their health and support health care professionals who care for them. Records include information related to monitoring and assessing the health-related risks associated with international travel and providing recommendations to reduce risks to the Canadian population travelling and living abroad; producing travel health related recommendations and advice for the public and health care professionals; and the designation of yellow fever vaccination centres in Canada and ensures compliance with the International Health Regulations (IHR)

Document Types: Data analysis and reports; academic publications; contracts; SOPs; terms of reference; agendas; records of decisions; notices; proceedings; recommendation documents; briefing and discussion papers; policy documents; audit and evaluation documentation; correspondence; backgrounders; reports; risk assessments of international travel health related events; Risk Assessment Framework; Travel related disease database; Posters and Presentations; Travel Health Notices; Technical and senior management approvals of Travel Health Notices; Statement recommendations; Committee to Advise on Tropical Medicine and Travel (CATMAT) statements; Web Country Pages and Fact sheets; Webinars (associated documentation includes invitations, posters, emails, presentation); Outreach Strategy (health care professionals and the public); Webmails; Designation and redesignation of YFVCs; Yellow Fever Vaccination program (YFVP) database.

Record Number:  PHAC 010 054

Quarantine

Description: Includes records related to provision of quarantine services at major points of entry and departure including air, marine and land border points through the administration and enforcement of the Quarantine Act to prevent and control the introduction of communicable diseases of serious concern to public health, and to assist in mitigating potential social and economic disruption.

Document Types: Agreements, memoranda of understandings, contracts, procedures, memoranda, statistical documents, academic publications, contracts, memoranda of agreement, terms of reference, agendas, minutes of meetings, notices, proceedings, recommendations documents, briefing and discussion papers, policy documents, speeches, audit and evaluation documentation, correspondence, backgrounders, reports, traveller health reports, traveller contact information cards, etc.

Record Number: PHAC 010 0045

  • Quarantine Program

    Description: This bank describes information that is related to the Quarantine Program. The Quarantine Program works to prevent the spread and the importation and exportation of communicable diseases into, and out of, Canada by screening and assessing ill travellers for communicable diseases at international points of entry and exit. The program implements public health measures when communicable diseases of significance are identified, and collaborates with partners including the Canada Border Services Agency to ensure efficient notification and response to border health events. The personal information may include name, gender, contact information, citizenship status, date of birth, date of death, medical information, other identification numbers (e.g., Passport number), place of birth, place of death, signature and travel details (e.g., countries visited, itinerary).

    Note: Bank formerly called: Traveler Illness Reports - PHAC PPU 071. Information may be stored in the following internal systems / databases: Traveller Health Assessment Database (THAD) and Traveller Health Operational Strategic Support System (THOSSS).

    Class of Individuals: General public, PHAC employees (e.g., Quarantine Officers), parents, guardians, or representatives of Travellers who require assistance, employees of Quarantine Program partners who are present during a Traveller’s health assessment (e.g., CBSA officer, Environment Health Officer).

    Purpose: The personal information is collected when assessing ill travellers for communicable diseases at international points of entry and exit; and is used to implement public health measures when communicable diseases of significance are identified; and enforce the Quarantine Act. Personal information is collected pursuant to Sections 15, 38, 51 and 55 of the Quarantine Act.

    Consistent Uses: The information may be used, disclosed, audited or evaluated for the following purposes: safety, and security, contact tracing, and to maintain the Public Health Travel Restriction (PHTR) list. Personal information may be shared with the PHAC International Health Regulations Focal Point; the Canada Border Services Agency (CBSA – PPU 018); the United States Centers for Disease Control and Prevention (CDC); the United States Customs and Border Protection (CBP); municipal, state, provincial or territorial public health agencies; hospitals; medical personnel; law enforcement; and conveyance operators.  Personal information related to cadavers may be shared with funeral homes and other private sector institutions.

    Retention and Disposal Standards: Under development

    RDA Number: 2015/022

    Related Record Number: PHAC 008 276, PHAC 010 0045

    TBS Registration: 009931

    Bank Number: PHAC PPU 071

Safe Environments – Passenger Conveyances

Description: Includes inspection records regarding the potential public health risks of food, water and sanitation on board cruise ships, passenger ferries and other passenger conveyances; draft regulations, policies, voluntary compliance guidance documents and compliance programs for industry and for the protection of the general public about environmental safety; research and policy instruments regarding the use of indicator organisms in drinking water supplies; publications about environmental safety and sanitation.

Document Types: conveyance and ancillary services inspection reports, laboratory test results, risk assessments, surveillance and monitoring documentation, annual activity reports by conveyance sector, draft legislation and regulatory frameworks, outbreak investigation reports, research proposals, analysis, and reports, health hazard assessments and evaluations, public opinion research, correspondence, questionnaires, briefing notes, presentations, contracts with collaborators, research files of published and unpublished data, strategic policy advice, fact sheets, committee reports and minutes, educational and outreach documentation.

Record Number: PHAC 010 0053

  • Travelling Public Program

    Description: This bank describes information that is related to public health inspections and responses to outbreaks, and other public health events. The Public Health Agency of Canada has voluntary compliance inspection programs for national and international transportation services in Canada, to prevent the introduction, transmission or spread of communicable diseases. Public health inspections and responses to outbreaks and public health events are carried out on domestic and international passenger conveyances such as cruise ships, ferries, trains, and aircraft. The personal information may include name, contact information, date of birth, financial information, medical information, physical attributes and sample testing results. Responses to questionnaires and/or interviews with persons who may have contracted, or are at risk of contracting, any food borne or waterborne illness while on board a passenger conveyance may contain the name, age, sex, medical symptoms.

    Class of Individuals: Employees of the Public Health Agency of Canada and other government institutions reporting outbreaks and public health events, passengers and crews of passenger conveyances.

    Purpose: The personal information is used to investigate and report on outbreaks and other public health events that occur on passenger conveyances, to recommend treatment and preventive measures and to issue ship sanitation certificates on a fee for service basis. Personal information is collected pursuant to Department of Health Act and Quarantine Act.

    Consistent Uses: The information may be used, disclosed, audited or evaluated for the following purposes: Other: during health emergencies, test results may be communicated with immigration officials, ship owners, crew representatives, medical practitioners and health institutions. During emergency situations personal information may be shared with provincial and territorial governments, other branches within the Public Health Agency of Canada and with passenger conveyances authorities, industry associations and operators.

    Retention and Disposal Standards: Under development

    RDA Number: Under development

    Related Class of Record Number: PHAC 010 0053

    TBS Registration: 004065

    Bank Number: PHAC PPU 072

    Last Updated: 2011

Biosecurity

The Biosecurity activity helps protect Canadians from threats to public health associated with the use of human and terrestrial animal pathogens and toxins. This program has specific responsibility under the Human Pathogens and Toxins Act, the Human Pathogens and Toxins Regulations, and select sections of the Health of Animals Regulations to promote, monitor and enforce safe and secure biosafety practices and laboratory environments. Through the fostering of a foresight-based collaborative Canadian framework for pathogen oversight and accountability, the activity further contributes to public health security by assessing and addressing emerging risks and by mitigating risks posed by the malicious use of pathogens with the intent to harm. The activity employs a risk and performance-based approach for promoting and ensuring compliance, and responding to non-compliances. The activity provides information, educational resources and technical assistance to assist regulated parties to achieve compliance. The Program authorizes the conduct of regulated activities through licensing and certification, monitors compliance with regulatory requirements through inspections and audits, and applies a graduated enforcement approach to correct non-compliance. The regulated activities for which licenses are issues are related to six distinct sectors: Academic, Hospital, Private Industry, Public Health, Environmental Health, and Veterinary/Animal Health. This function also promotes coordinated pathogen oversight and capacity building between pathogen regulators and security partners domestically and internationally.

Human Pathogens and Toxins

Description: Includes records related to administration and enforcement of the new Human Pathogens and Toxins Act, the Human Pathogens and Toxins Regulations and the administration of select sections of the Health of Animals Act and Health of Animals Regulations.

Document Types: Legislation, regulations, guidelines, standards, policies, directives, risk assessments, advisories; applications, license, permit, HPTA security clearance applications, and results of records checks, surveillance and monitoring documentation, inspection, incident and exposure reports, educational and outreach materials, reports, memoranda, project plans, letters, proposals, statistical documents, academic publications, contracts, memoranda of agreements, terms of reference, agendas, records from meetings, notices, proceedings, recommendations documents, briefing and discussion papers, policy documents, speeches, audit and evaluation documentation, correspondence, etc.

Record Number: PHAC 010 0047

  • Human Pathogens and Toxins Registrations

    Description: This bank describes information that is related to individuals who are responsible for activities with human pathogens or toxins (e.g., producing, storing, permitting any person access, transferring, importing or exporting, releasing or otherwise abandoning, or disposing of a human pathogen or toxin) and who have registered with the Public Health Agency of Canada, Centre for Biosecurity. The personal information may include name, contact information and place of employment, safety training information, and a notice to the Minister of Health indicating that they are responsible for human pathogens or toxins, the risk groups to which the human pathogens belong, and where activities they are responsible for are conducted.

    Note: On December 1, 2015, the Human Pathogens Importation Regulations (HPIR) were repealed. New applications are no longer being accepted under these regulations.

    Class of Individuals: Employees of government, academic, research, diagnostic, and medical institutions, and representatives of companies, corporations, and associations.

    Purpose: The personal information is used to register individuals who are responsible for activities involving human pathogens or toxins. Personal information is collected pursuant to section 70 of the Human Pathogens and Toxins Act (HPTA).

    Consistent Uses: The information may be used, disclosed, audited or evaluated for the following purposes: enforcement, safety and security. Personal information may be shared with the Canadian Food Inspection Agency (refer to CFIA PPU 096 Investigations: Violations of Acts and Regulations, CFIA PPU 097 Inspector/Grader Certificate & Application; CFIA PPU 011 Animal – Importation Program), the Canadian Border Services Agency, Public Safety Canada, Public Prosecution Service of Canada (refer to PPSC PPU 002 Prosecutions and Prosecution-related Activities), and Transport Canada for purposes related to the transportation of dangerous goods, Government(s) of foreign state(s) or (an) institution thereof, international organizations of state or (an) institution thereof, province(s) or (an) institution thereof; municipal or regional government(s) or (an) institution(s) thereof, if: the disclosure is necessary for the administration or enforcement of the Human Pathogens and Toxins Act or its regulations; the Minister of Health has reasonable grounds to believe that the disclosure is necessary to address a serious and imminent danger to the health or safety of the public; or the disclosure is necessary to enable Canada to fulfil its international obligations.

    Retention and Disposal Standards: Under development

    RDA Number: 2015/022

    Related Class of Record Number: PHAC 010 0047

    TBS Registration: 20150168

    Bank Number: PHAC PPU 306

Human Pathogens and Toxins Act Security Clearance Program

Description:  This bank describes information that is related to the Public Health Agency Canada's Human Pathogens and Toxins Act (HPTA) Security Clearance Program. Individuals are required to obtain an HPTA Security Clearance if they work with, or have access to, prescribed human pathogens and toxins, known as Security Sensitive Biological Agents (SSBAs), that if misused, can pose a risk to Canada's national security.  The personal information may include name, contact information, biographical and biometric information, marital status, citizenship status, entry into Canada and visa information, credit information, criminal checks and history, educational, employment and travel history, date and place of birth and death, identification numbers, gender, preferred language, other Government of Canada issued security clearances, financial information, medical information, physical attributes, photographs, signature and consent. 

Class of Individuals:  The general public and HPTA security clearance applicants and their current and former partners.

Purpose:  Personal information is used to support decisions to grant, refuse, suspend, revoke or appeal an HPTA Security Clearance.  Personal information is collected pursuant to sections 33 to 35 of the Human Pathogens and Toxins Act and sections 11 to22 of the Human Pathogens and Toxins Regulations.

Consistent Uses:  Personal information may be disclosed to the Royal Canadian Mounted Police to conduct criminal record checks (refer to RCMP OPS 1214) and the Canadian Security Intelligence Service to conduct a security assessment (refer to CSIS PPU 005). With consent, personal information may also be disclosed to credit reporting companies to conduct a credit check.  In accordance with section 39(1) of the HPTA, personal information may also be disclosed, evaluated or audited for the administration or enforcement of the HPTA or its regulations, to address a serious and imminent danger to the health or safety of the public and to meet international obligations.

Retention and Disposal Standards:  Under development

RDA Number:  2015/022

Related Record Number:  PHAC 010 0047

TBS Registration: 20180027

Bank Number:  PHAC PPU 308

Human Pathogens and Toxins Act Licensing

Description: This bank describes information related to applications for licences to conduct controlled activities involving human pathogens and toxins.  The personal information collected may include name, licence number, job title and employer, contact information, language preference, and signature.

Note: The HPTA Licence replaces the former registration requirement under the Human Pathogens and Toxins Act (HPTA). Refer to PHAC PPU 306.

Class of Individuals: Program applicants.

Purpose: The personal information is used to administer the HPTA Licensing Program, including granting, refusing, suspending, revoking, cancelling, varying or appealing licence applications or licences.  Personal information is collected pursuant to sections 18, 20 and 21 of the Human Pathogens and Toxins Act and subsection 2(1) of the Human Pathogens and Toxins Regulations (HPTR).

Consistent Uses: The information may be used, disclosed, audited or evaluated for compliance and enforcement of the HPTA and the HPTR.  Personal information may be disclosed to the Canadian Food Inspection Agency (CFIA) to verify the ongoing compliance of regulated facilities with a licence for controlled activities or importing or transferring terrestrial animal pathogens (refer to CFIA PPU 096 Investigations: Violations of Acts and Regulations, CFIA PPU 097 Inspector/Grader Certificate & Application; CFIA PPU 011 Animal – Importation Program).  In accordance with section 39(1) of the HPTA, personal information may also be disclosed to a department or agency of the government of Canada or a province, to a foreign government or to an international organization, for the administration or enforcement of HPTA or its regulations, to address a serious and imminent danger to the health or safety of the public and to meet international reporting obligations.

Retention and Disposal Standards: Under development

RDA Number: 2015/022

Related Class of Record Number:  PHAC 010 0047
TBS Registration:  20180028

Bank Number:  PHAC PPU 309

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:; Communications ; Financial Management; Human Resources Planning; Information Management; Information Technology; Legal Services; Management and Oversight Services; Material; Real Property; 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.

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.

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.

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.

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.

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.

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.

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.

Travel and Other Administrative Services

Travel and Other Administrative Services include Government of Canada travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories.

Classes of Personal Information

Complaints

This class contains personal information relating to the administration of the Public Health Agency of Canada and may relate to the legislation in general, or to any category of product or service. Most filing is done according to standard industrial classification coding; the key reference for retrieval purposes is the subject-matter involved. There is limited cross-referencing to and recording of incoming correspondence that may contain personal information. (Such correspondence includes complaints and requests for information) Personal information held by the Agency may be provided to federal or provincial departments and agencies to ensure a proper level of service to the person identified.

Conference Guest Lists

The guest list is the listing of all the names of people who can be allowed into the venue. This class contains personal information relating to the administration of the Public Health Agency of Canada and may relate to conferences held by the Agency. Personal information held by the Agency may be provided to federal or provincial departments and agencies to ensure a proper level of service to the person identified.

Event Feedback Survey

The Event Feedback Survey is done to assess participants' satisfaction to conferences and others events held by the Public Health Agency of Canada. This class contains personal information relating to the administration of the Agency and may relate to conferences and to similar events held by the Agency. Personal information held by the Agency may be provided to federal or provincial departments and agencies to ensure a proper level of service to the person identified.

General and Routine Correspondence

This class of information contains correspondence addressed to the Minister, the Chief Public Health Officer, and/or to the Associate Deputy Minister from external organizations and individuals in the form of requests for information, opinions and other submissions related to a broad range of policy issues pertaining to the Public Health Agency of Canada's activities, wherein some unsolicited personal information has been provided by the correspondent. This form of information would be retrievable only if specifics of name, date of communication and subject were to be provided; it is not arranged or retrievable by personal identifiers. The retention periods of these classes of personal information are controlled by the record schedules of the general subject files in which they are stored.

Inquiries

This class contains inquiries concerning the Public Health Agency of Canada's activities. The names of individuals appear in the files. Personal information held by the Agency may be provided to federal or provincial departments and agencies to ensure a proper level of service to the person identified.

Lists of Consultants

The List of Consultants is the listing of all the names of people who can offer services to the Public Health Agency of Canada. This class contains personal information relating to the administration of the Agency and may relate to services to be rendered to the Agency.

Lists of Guests and Partners

The list of guests and partners is the listing of all the names of people who can be invited to events organized by the Public Health Agency of Canada. This class contains personal information relating to the administration of the Agency. Personal information held by the Agency may be provided to federal or provincial departments and agencies to ensure a proper level of service to the person identified.

Mailing Lists

This class of personal information contains the names and addresses of individuals who are on a mailing list to receive specific information or publications on departmental programs and activities. The lists are used by the Public Health Agency of Canada to distribute agency information and to respond to requests by individuals. The lists are updated on a continuing basis. The lists are maintained for a minimum of two years.

Public Opinions

This is a class of records generated by the Public Health Agency of Canada officials who conducted public opinion research on a vast spectrum of topics related to the mandate and mission of the Agency. Retrievable records consist of data-gathering instruments, such as, but not exclusive to, questionnaires that may contain 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 the date of the research, and any other data that may help to identify and locate the personal information they are seeking.

Public Requests (mailing lists to forward certain publications)

This class of personal information contains the names and addresses of individuals who are on a mailing list to receive specific information or publications on the Corporation's programs and activities. The lists are updated on a continuing basis and maintained for a minimum of two years.

Unsolicited Opinions

Some programs and activities result in the accumulation of personal information which is not contained in the institution-specific personal information banks described in the Info Source publication. This personal information is stored within subject files described as part of the Public Health Agency of Canada's Information Holdings where records are not normally retrieved by the name of the individual or other personal identifier. This form of personal information consists of enquiries concerning particular matters, as well as requests for publications and reports. The information is normally retrievable only if specifics are provided concerning the subject matter. Retention of this form of personal information is controlled by the records schedules of the subject files in which the information is stored.

Manuals

  • A Framework for Strategic Risk Communications Within the Context of Health Canada and the PHAC's Integrated Risk Management (2007)
  • Adverse Events Following Immunization (AEFI) User Guide
  • AIDS Community Action Program (ACAP) Regional Operational Funding Guide
  • An Inclusion Lens: Workbook for Looking at Social and Economic Inclusion and Exclusion
  • Audit Readiness Workbook
  • Biosafety Advisories: Novel H1N1 Flu Virus (Human Swine Flu) Interim Guidelines (June 15th, 2009)
  • Biosafety Advisories: Highly Pathogenic Avian Influenza: Interim Guidelines (March 10, 2004)
  • Biosafety Advisories: Severe Acute Respiratory Syndrome: Interim Guidelines (March 25, 2003)
  • Biosafety Advisories: Validation of National Inventory for Wild Poliovirus (January 2003)
  • Biosafety Advisories: West Nile Virus (June 2001, Revised June 2003)
  • Canada Prenatal Nutrition Program (CPNP) National Evaluation Guidebook
  • Canadian Pandemic Influenza Plan (CPIP) for the Health Sector (http://www.phac-aspc.gc.ca/cpip-pclcpi/ )
  • Containment Level 2 Laboratories: Operational Practices (instructional DVD)
  • Containment Level 3 Facilities: Design and Operation
  • Containment Level 3 Laboratories: Operational Practices (instructional DVD)
  • CPHS Public Health Officer Orientation Manual
  • CPHS Student Orientation Manual
  • DFS Procedures
  • Drawings Review Checklist
  • Emergency Response Plan (Winnipeg Emergency Operations Centre)
  • Emerging Pathogens NML (National Microbiology Laboratory) Response Policy
  • Epi-Aid Procedural Manual for CFEP Program Directors
  • Generating a PRNP Analysis Report (Prion Diseases Program)
  • Generation and Maintenance of Guide to Service Information Sheets and Requisitions
  • Grants and Contributions Standard Operating Practices
  • Guide to Project Evaluation
  • Guidelines for Biomedical Facilities using sheep as research animals
  • Immunization Division Standard Operating Procedures For Project Management Staff-March 25, 2010
  • Individual Project Reporting Tool for Fetal Alcohol Spectrum Disorder (FASD)
  • Internal and External Reporting of High Profile/Sensitive Test Results (Prion Diseases Program)
  • Large Scale Containment Checklist
  • Legal Cases Specimen Receiving and Distribution for National Microbiology Laboratory (Draft)
  • LFZ (Laboratory for Foodborne Zoonoses) Quality Manual
  • MERT (Microbiological Emergency Response Team) Deployment & Support
  • NML (National Microbiology Laboratory) Confidentiality Policy for Test Results and Patient Information
  • Non-Pathogenic Organisms
  • Novel H1N1 Flu Virus (Human Swine Flu): Interim Guidelines - Biosafety Advisory
  • PHAC Green Meetings Tips
  • PHAC Green Procurement Tips
  • PHAC Green Travel Tips
  • PNC Report Procedure (Prion Diseases Program)
  • PNC Sample and Data Flow (Prion Diseases Program)
  • Project Evaluation and Reporting Tool (PERT) - A User Guide
  • Protecting Personal Information: NML (National Microbiology Laboratory) Confidentiality Policy
  • Public Health Agency of Canada - Emergency Contracting & Expenditure Approval Process (includes Confirming Order Procedures)
  • Receipt and Storage of CSF Samples (Prion Diseases Program)
  • Records Management (National Microbiology Laboratory)
  • Regional Interim Directives Manual (Manitoba)
  • Report Generation, Management and Distribution for CSF Testing (Prion Diseases Program)
  • Reporting Procedure (Bloodborne Pathogens)
  • Reporting Procedure (Bloodborne Pathogens)
  • Reporting Procedure (Viral Exanthemata Section)
  • Reporting Procedures at the NRCM (Safety and Environmental Services)
  • Reporting Procedures in the Influenza and Respiratory Viruses Section
  • Sample Receipt and Data Entry for CHMS (Prion Diseases Program)
  • Sample Receipt and Data Entry for CHMS 2 (Prion Diseases Program)
  • South Zone Field Administrative Manual (Manitoba)
  • Specimen and Test Samples Inventory and Storage Procedures (Viral Exanthemata Section)
  • Specimen Receiving and Distribution for National Microbiology Laboratory
  • Specimen Receiving and Tracking in the BPH Lab (Bloodborne Pathogens)
  • Specimen Receiving and Tracking in the BPH Lab (Bloodborne Pathogens)
  • Specimen Receiving and Tracking in the Viral Exanthemata Section
  • Specimen Receiving and Tracking in the Viral STD Section
  • Specimen Receiving for the Genetics Section of PDP (Prion Diseases Program)
  • Specimen Receiving in the Influenza and Respiratory Viruses Section
  • Specimen Receiving, Entering and Reporting Format (Emerging Bacterial Diseases)
  • Specimen Receiving, Testing and Reporting for Syphilis
  • Standard Operating Procedures (SOP) Biosafety Manual Requirement Checklist
  • Standard Operating Procedures (SOP) for Grants and Contributions
  • Strategic Risk Communications Framework and Handbook
  • Survival Guide for Program Consultants
  • Transportation of Dangerous Goods

Additional Information

The Government of Canada encourages the release of information through requests outside of the ATIP process. You may wish to consult The Public Health Agency of Canada's completed Access to Information (ATI) summaries and open data (where applicable). To make an informal request, contact:

The Public Health Agency of Canada
130 Colonnade Road
Ottawa, Ontario
K1A 0K9

Telephone: 613-957-2991
Toll free: 1-866-225-0709
TTY: 1-800-267-1245
Facsimile: 613-941-5366
E-mail: PHAC_Web_Mail@phac-aspc.gc.ca
Internet: Public Health Agency of Canada

The Public Health Agency of Canada conducts Privacy Impact Assessments (PIAs) to ensure that privacy implications will be appropriately identified, assessed and resolved before a new or substantially modified program or activity involving personal information is implemented. Summaries of completed PIAs are available.

Please see the Introduction to this publication for information on formal access procedures under the provisions of the Access to Information Act and the Privacy Act. The following outlines how to make a formal ATIP request.

Access Buy On-Line services or mail your letter or Access to Information Request Form (Access to Information Act) or Personal Information Request Form (Privacy Act), along with any necessary documents (such as consent or the $5.00 application fee for a request under the Access to Information Act) to the following address:

Director, Access to Information and Privacy Operations
The Public Health Agency of Canada

Holland Cross Tower B,
1600 Scott Street
7th Floor, suite 700
Address locator: 3107A
Ottawa, Ontario
K1A 0K9

E-mail: atip-aiprp@hc-sc.gc.ca
Telephone: 613-954-9165
Teletypewriter: 1-800-267-1245 (Health Canada)

Reading Room

In accordance with the Access to Information Act and Privacy Act, the applicant may wish to review material in person.

Access to Information and Privacy Division
Holland Cross Tower B,
Room 707
1600 Scott Street
Ottawa, Ontario
K1A 0K9

General Questions

If you have general questions about this publication, please contact:

The Privacy Management Division
11 Holland Avenue
Room 513
Ottawa, ON
K1A 0K9

E-mail: hc.privacy-vie.privee.sc@canada.ca
Telephone: 613-948-1219

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