Info Source: Sources of federal government and employee information

Introduction to Info Source

Info Source is a series of publications describing the programs and activities of most federal institutions. The 2 main objectives of these publications are to uphold transparency and to assist Canadian citizens in making access to information requests under the Access to Information Act and the Privacy Act. An index of institutions that are subject to the Access to Information Act and the Privacy Act is 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.

Background

Founded in 1841 and originally known as The Board of Works, the department became Public Services and Procurement Canada (PSPC) in 2015. It was formerly known as Public Works and Government Services Canada (PWGSC) through the joining of the former Supply and Services Canada, Public Works Canada, Government Telecommunications Agency (previously at Communications Canada), and the Translation Bureau (previously at the Secretary of State of Canada).

However, as the title of the department has yet to be legally modified, the title of Public Works and Government Services Canada and its acronym are still in use for legislation, orders in council and contracting purposes only. The department's approved applied title of Public Services and Procurement Canada and its acronym must be used in all other instances.

The Department of Public Works and Government Services Act, passed in 1996, establishes the current department and sets out the legal authorities for PSPC services.

PSPC reports to Parliament directly through the Minister of Government Transformation, Public Services and Procurement.

The Office of the Procurement Ombud, an independent office, which is part of the same ministerial portfolio as PSPC, was established on May 5, 2008. Its creation marked 1 of the final steps in the implementation of the Federal Accountability Act. The details of its operations and performance results are provided in the Procurement Ombud's annual report, which is tabled in Parliament by the Minister of Government Transformation, Public Services and Procurement.

Responsibilities

PSPC plays an important role in the daily operations of the Government of Canada. It supports federal departments and agencies in reaching their mandated objectives. This is done through its role as their central purchasing agent, real property manager, linguistic authority, treasurer, accountant, pay and pension administrator, and common service provider. Its mission is to deliver high‑quality, central programs and services that ensure sound stewardship on behalf of Canadians and meet the program needs of federal institutions.

As an organization providing government departments, boards and agencies with support services, PSPC delivers on its mandate through 5 core responsibilities: government-wide support, payments and accounting, Procurement Ombud, property and infrastructure and purchase of goods and services.

The Office of the Procurement Ombud (OPO) operates at arm's length from the department. Although it is a PSPC program, the OPO reports to the Minister and is required to operate in an impartial and independent manner. It reviews complaints from suppliers as well as procurement practices in departments and agencies. It also makes recommendations for the improvement of those practices to ensure improved fairness, openness, and transparency in the procurement process.

PSPC creates its own internal policy instruments in the absence of, or to expand, policies from the Treasury Board Secretariat. They are intended to communicate PSPC's position or commitment towards a specific subject matter. These policy instruments provide a reliable guide for departmental employees on various aspects of their work, such as asset management and acquired services, compliance and risk management, financial management, health and safety, information and technology, people management, and security.

Institutional programs and activities

This section of Info Source contains information about all programs and activities at Public Services and Procurement Canada. It is divided into 2 subsections, which are "institution-specific content" and "internal services."

Institution-specific content

This subsection contains all Classes of Records and Personal Information Banks specific to Public Services and Procurement Canada, organized by core responsibilities.

In this section

Core responsibility: purchase of goods and services
Core responsibility: payments and accounting
Core responsibility: property and infrastructure
Core responsibility: government-wide support
Core responsibility: Procurement Ombud

Core responsibility: purchase of goods and services

PSPC purchases goods and services on behalf of the Government of Canada.

Procurement program

The Procurement program supports the daily operations of the Government of Canada as the government's central purchasing agent. It ensures the effective management of the procurement function by:

providing effective, efficient and fair commercial, defence and marine procurement services, by leading procurement strategies and processes on behalf of clients and putting procurement instruments in place while ensuring best value and contributing to Canada's socio-economic goals
overseeing the development and deployment of strategies and policies
designing modern processes and tools to preserve the integrity of the federal procurement system
delivering procurement information and education services
engaging stakeholders and providing them with direction and guidance

Build in Canada innovation program—Class of record

Description: Records related to individual companies/suppliers who wish to test their pre-commercial innovations with the Government of Canada. These individuals/companies/suppliers develop innovative products or services in the areas of environment, health, safety and security, enabling technologies and military.
Document types: Call for proposals, submissions, evaluations, list of pre-qualified innovations, memorandum of understanding between participating federal departments and the program, program feedback surveys, testing results data, company profiles, legal opinions, test department statistic reports and surveys, supplier statistical, feedback and satisfaction surveys, monthly reports to senior management, procedures, guidelines and policies, user manuals, work plans, privacy impact assessment, threat and risk assessment reports, technical database documentation, system logs, testing strategies, results and reports, database management documentation (statistics), training materials (process maps and flow charts of activities, procedures, sample situations and responses), Build in Canada Innovation Program contract data
Disclosure summaries: Under development
Record number: PWGSC ACQ 345

Client and supplier engagement and communications—Class of record

Description: Records are related to individuals, associations or representatives of businesses registered as suppliers of goods and services and databases of government departments and agencies and records of information shared with them.
Document types: Interdepartmental service agreements, agendas, records of discussions, memoranda, minutes of meetings, memoranda of understanding, surveys, e-publications, stakeholder communications
Disclosure summaries: Under development
Record number: PWGSC ACQ 400

Procurement services—Class of record

Description: Information on the provision of goods and services offered to federal organizations, the clients, from the definition of the requirements to the close-out of the contract, including a broad base of procurement solutions, such as procurement planning, solicitation planning, industry consultations, solicitation, suppliers selection, details on methods and tools that simplify and accelerate the acquisition of goods and services for satisfying customer's requirements in a manner that will result in the optimum product, resource, operating and contingent cost, solicitation, contract administration, specialized contracts, standing offers, supply arrangements and electronic procurement tools.
Document types: Statement of work, statement of requirements, technical description, material identification, specifications and standards, design changes or deviation, risks and quality assurance analysis, procurement plan, project plan, evaluation plan, requests for proposals, calls for proposals, requests for tender, requests for prices, request for interest, contract requests, contract amendment requests, contract amendments, contract approval forms, audit and evaluation proposals, summary of debriefing to bidders, contracts, standing offers, call-ups against standing offers, supply arrangements, certifications (employment equity, Canadian content, etc.), source of funds, price support, sole source justification (non-competitive requirement) legal opinions, financial opinions, contract quality control opinions, cost analysis and cost audits, memoranda, minutes of meetings, memoranda of understanding, and surveys, etc.
Disclosure summaries: Under development
Record number: PWGSC ACQ 300

Procurement services—Personal information bank

Note: Personal information bank updated in 2021 and includes information previously described in Private sector resources PPU 025, Supplier registration information PPU 071, and Vendor sourcing records PPU 005. Information may be stored in various electronic databases/systems including: supplier registration information database; vendor information management system; SELECT; professional services online; automated buyer environment and, acquisition information system.
Description: This bank describes personal information related to private firms' competitive information and any information generated by the procurement process for goods and services obtained by the Government of Canada. It also describes personal information related to the suppliers' diversity characteristics in federal procurement. Personal information may include: name; contact information; biographical information; criminal history checks; educational information; supplier's gender information (male, female or other), disability status, Indigenous status (First Nation, Métis or Inuit); employees' personal information including financial information, signature and language preference; lists of owners and operators including their percentage of ownership or leadership, directors and partners; diversity characteristic of socio-economic objectives identified or to be identified within the procurement system such as visible minority groups status described as "persons other than Aboriginal peoples who are non-Caucasian in race or non-white in colour" and can include Chinese, Black, South Asian, Filipino, Latin American, Southeast Asian, Arab, West Asian, Korean, Japanese, etc.; LGBTQ2 status; intersectionality identification (for instances where suppliers identify with more than 1 diversity characteristics); resumes; references; user security incident report information; participant test information; business number; and vendor restriction information, including but not limited to vendor performance details; user name and password; details of goods and services available from the private firms; details of previous departmental purchases, if any; personal histories and characteristics; education and performance of sole proprietors or partners. Note: In addition to the requirements specified in the Treasury Board of Canada Secretariat Personal Information Request Form, individuals requesting information described by this bank must provide the subject and date of correspondence and previous bank names and numbers (Supplier Registration Information PIB PPU 071 and Vendor Sourcing Records PIB PPU 005) if applicable.
Class of individuals: Current or former full or part-time employees of government institutions, Government of Canada procurement staff, contractors (IT administrators, procurement specialists), private firms, their sub-contractors, or any sole proprietor business (individual) who is doing business with the Government of Canada or who attempts to become a supplier of goods and services to the Government of Canada.
Purpose: Personal information is used to administer the Public Service and Procurement Canada Acquisitions Program (Procurement Services) including Social Procurement Policy and Programs. Authority to collect this information is found in the Department of Public Works and Government Services Act, sub-sections 5, 6(a) 6(b), paragraph 7(1)(c), 18(1)(2)(3), and 21(1)(2)(3). The authority to collect is also found in Order in Council PC 2015-0241, by which the Minister of Public Services and Procurement Canada may exercise the powers, duties and functions assigned under paragraphs 6(a), (b) and (c) for or on behalf of any department, board or agency of the Government of Canada, for or on behalf of the government of any province or municipality in Canada, any Canadian aid agency or public health organization or any intergovernmental organization or foreign government. Section 5 of the Department of Public Works and Government Services Act confirms PSPC role as a common services agency for procurement, giving the department the authority to establish Social Procurement Policy and Programs.
Consistent uses: Information on private firms and Government of Canada program administration may be used or disclosed for reporting to senior management for investigation, security and evaluation purposes. Information will be obtained from sources such as private firms, other government departments, other levels of government or any tip lines. Information may be disclosed to any Government of Canada departmental fraud and detection investigative function and Integrity programs and services to help ensure sound, prudent, ethical, lawful and compliant management and operations (PSPC PPU 184). Information may be disclosed to PSPC's financial management systems to administer payments. The Business Number will be disclosed to the Canada Revenue Agency for verification purposes. Information may be shared with RCMP for criminal background checks (PSU 917). Information may be shared with Indigenous and Northern Affairs Canada in relation to the Set-Aside Program for Aboriginal Business (INA PPU 132). Information may be collected and used for inventory purposes by federal institutions (PSU 912). Personal information may be obtained as part of the Social Procurement Policy and Programs, procurements undertaken in a manner to achieve socio-economic objectives, including diversity of suppliers and/or procurements that use social benefit criteria. This personal information will also be used to make administrative decisions as well as to conduct data analysis and statistical reporting.
Retention and disposal standards: A record disposition authority and retention period are under development.
Regional Development Agency (RDA) number: Under development
Related record numbers: PWGSC ACQ 300; PWGSC ACQ 320
TBS registration: 000709
Bank number: PWGSC PPU 071

Strategic acquisitions support services—Class of record

Description: Information to ensure the prudent use of federal resources, to develop effective and efficient acquisitions practices and fair access to government business, including tools and best practices, strategic and management leadership.
Document types: Reports, summary, analysis, associated project initiatives, procurement-related advice, guidance, policies, standards and guidelines in support of client organizations, guidance on contract quality control, risk and insurance advisory service, and management-level reports for departmental planning
Disclosure summaries: Under development
Record number: PWGSC ACQ 330

Core responsibility: payments and accounting

PSPC collects revenues and issues payments, maintains the financial accounts of Canada, issues financial reports, and administers payroll and pension services for the Government of Canada.

Cape Breton operations: Human resources legacy benefits

This program oversees and manages post-employment benefits for former Cape Breton Development Corporation (CBDC/Devco) employees, including miners. These benefits include the Early Retirement Incentive Program, Workers Compensation Board payments, and Employee Future Benefits.

Sydney Tar Ponds and coke ovens remediation project—Class of record

Note: Filing system based on International Standards Organization (ISO) project management.
Description: Information on project management, leadership, and coordination. Information on environmental management, agreement development, as well as legal, technical, communications and administration aspects of the project. Information about the operation of the implementing agency, the independent engineer, the design engineer and the design or implementation of long-term monitoring and various construction elements of the project.
Document types: General correspondence, internal and external communications, reports, contracts, site policies, agreements, memoranda of understanding, environmental assessment, project management framework, schedules, operational review audits and, geographical information system data.
Disclosure summaries: Under development
Record number: PWGSC RPB 095

Federal pay administration

This program administers pay and benefits processes for the Public Service of Canada and other organizations, in accordance with collective agreements, compensation policies and memoranda of understanding. Pay and benefits administration includes the development and delivery of services, processes and systems, and the provision of information, training and advice to compensation advisors. For most departments using the government accredited human resources system (Peoplesoft), PSPC also provides all compensation services.

Insurance administration—Class of record

Description: Information relates to the administration of public service employee and pensioner insurance plans, such as the Public Service Health Care Plan, Public Service Management Insurance Plan, Disability Insurance Plan, Public Service Dental Care Plan, Post-Retirement Life Insurance Plan, and Pensioners’ Dental Services Plan including eligibility, maintenance of records and preparation and distribution of instruction to users.
Document types: Briefing material, agreement reports, user instructions and procedures, training material, subject files and quality assurance survey.
Disclosure summaries: Under development
Record number: PWGSC ABC 080

Federal Government employees, pensioners and survivors: Insurance information—Personal information bank

Note: In addition to the requirements specified on the Personal Information Request Form, individuals requesting information described by this bank must provide personal record identifier (PRI) and pension number. PIB updated in 2010 and formerly entitled Insurance Application Cards. Effective May 3, 2010, all personal information relating to the Public Service Health Plan Form, Disability and Long term Disability claims forms for current employees will be under the custody and control of the host department.
Description: This bank describes information related to the administration of public service employee and pension benefit plans, including the Public Service Health Care Plan, Public Service Dental Care Plan, the Post-Retirement Life Insurance Plan, the Disability Insurance Plan, the Public Service Management Insurance Plan and the Pensioners' Dental Services Plan. Personal information may include the following: name; contact information; employee/personnel information; date of birth; biographical information; level of insurance coverage and monthly contributions; personal identification numbers, such as PRI or an individual agency number (IAN).
Class of individuals: Current and former federal government employees and their dependents.
Purpose: Personal information is used for the following purposes: to certify eligibility for coverage, registration, determining and amending status and coverage, obtaining authorization for payment and pension deductions, providing eligibility data to the plan administrators and for applying pay and pension deductions. Personal information is collected under the authority of the Federal Public Service Labour Relations Act.
Consistent uses: Some information is shared with certified private sector insurance plan administrators (such as Sun Life, Canada Life) for benefits purposes. Information may be shared with/retrieved in central personal information banks: Public Service Pay Program—PWGSC PCE 705 and Public Service Pensions data bank—PWGSC PCE 702; and Standard Personal Information banks: employee personnel record, Standard bank (Employees) PSE 901 and Pay and Benefits, PSE 904. Where applicable, information may be shared with the employee's home institution and, if a member of the armed forces, with the Department of National Defence (PPE 859 Pension File), and if a member of the RCMP with the Royal Canadian Mounted Police (RCMP PPE 802 RCMP member service records) for verification purposes. Information may also be used for evaluation and reporting purposes.
Retention and disposal standards: Information is retained for 2 years after death of employee/former employee and then is destroyed.
RDA number: 98/005
Related record numbers: PWGSC ABC 080, PWGSC ABC 075
TBS registration: 001375
Bank number: PWGSC PCU 703

Management of Personal Record Identifier—Class of record

Description: Tombstone data related to Public Service records that are used in the creation or modification of a PRI and IAN.
Document types: System extracts, statement of earnings, master employee record, reports.
Disclosure summaries: Under development
Record number: PWGSC ABC 271

Central index—Personal information bank

Note: Individuals requesting information described by this bank should provide the PRI, IAN or name. Some information related to pay, compensation and benefit may be stored in electronic databases and/or systems under PSPC's responsibility to manage. This PIB is currently under review.
Description: This bank describes information about the administration of PRI numbers (the primary internal federal employee identification number) and IANs (the primary external federal employee identification number). Personal information may include: name, contact information, date of birth, SIN, other identification numbers (such as pension number, superannuation number), and financial information.
Class of individuals: All employees of government institutions that are subject to Schedule I of the Financial Administration Act.
Purpose: Personal information is used to issue and manage PRIs and the IANs. Some personal information is collected under the authority of the Financial Administration Act and the Department of Public Works and Governments Services Act. The SIN is collected under the authority of the Income Tax Act.
Consistent uses: Information may be shared with/described in Standard Personal Information Banks Employee Personnel Record-PSE 901 and Pay and Benefits-PSE 904. The SIN may be shared with Canada Revenue Agency and Revenue Québec, for Income Tax purposes. Information may also be used or disclosed for evaluation and reporting purposes.
Retention and disposal standards: The information must be retained indefinitely; therefore, there is no archiving or destroying mechanism in place. When the individual turns 80 years of age or after the individual's death, the central index is amended and the PRI is inactivated, as a means to ensure that there are no duplications when issuing PRI numbers.
RDA number: 98/005
Related record number: PWGSC ABC 271
TBS registration: 20100131
Bank number: PWGSC PCU 715

Pay administration—Class of record

Description: Information relates to program administrative services required for the disbursement of pay, compensation and/or benefits provisions of public servant; such as input, the compilation, calculation and general and/or procedural issuance of pay information; development and operation of public service current and historic pay systems including system edits, security access, audit capabilities, warnings and required legislative changes, validation and payroll accounting controls; the maintenance of salary records and web applications; and the issuance of statements of remuneration and reports on employees of the public service.
Document types: Payroll error and statistical reports; statements of data; user instructions, procedures, protocols, guidelines, checklists, agreements/memorandum of understanding(s)/contracts, policies, direction and/or records of decisions and web applications, quality assurance survey, pay centre and client instructions on roles and responsibilities
Disclosure summaries: Under development
Record number: PWGSC ABC 090

Public service pay program—Personal information bank

Note

PIB formerly titled: Public Service Compensation Systems, PWGSC PCE 705. Personal information relied upon to administer pay/compensation is securely stored in the following current and/or historic (pre-Phoenix/2016) systems; Phoenix, Compensation Web Application, Case Management Tool, Regional Pay System (RPS), and/or JIRA.

Description

This bank describes personal information required to administer and discharge legislative responsibilities related to federal pay/compensation processes administered by PSPC on behalf of federal public service employers. Personal information collected directly from employees and/or other federal employers includes: name, personal civic address and phone number (contact information), details related to specific employee salary and superannuation or pension information, other non-salary payments such as incidental and travel claims/reimbursement, historic employment/job and classification(s)/position(s) information, taxation information, information related to benefits and benefit payments, PRI numbers, historic IANs, biographical information such as sex, date of birth, date of death, unique employee identification number(s), HR systems employee identifiers, financial information such as employee's financial institution code, bank account number, transit number, transaction amount, and payment information including deduction/entitlement identifier(s), and Social Insurance Numbers (SIN).

Class of individuals

Current and former employees of the Government of Canada.

Purpose

Personal information, including the SIN, is used to allow employees self-serve access to their payroll information and to provide payroll/compensation administration services to the Treasury Board of Canada and other public service employers. Personal information including SIN is collected pursuant to the Department of Public Works and Government Services Act, provisions 5, 12, 13, and 15(b), Orders in Council PC 2011-1550, 2013-0624 and 2015-0647, and provisions 38, 155 and 161(1) of the Financial Administration Act. The SIN is also collected pursuant to the Income Tax Act, subsections 153(1) and 227(11) to deduct and withhold salary portions and in accordance with subsections 19(2) of the Employment Insurance Regulations to issue records of employment.

Consistent uses

Personal information from within the Phoenix system may be used and/or securely disclosed for the following purposes: PSPC's administration of and reporting related to federal employee pay/compensation and benefits to implicated PSPC and other authorized employer officials, from where the personal information originates and/or is related to, for employee pay file account reconciliation, pay program quality assurance data matching, authorized systems/applications/tools development and/or testing, employee authentication, compliance with authorized ss. 8(2) of the Privacy Act disclosures, and official federal audit(s) or evaluation(s) in order to improve delivery of pay program. SIN is used for employee employment insurance and taxation purposes, as one of several personal identifiers relied upon to authenticate employee identity, and to ensure data accuracy (data matching).

Limited personal information may be securely disclosed to responsible federal employers, legislatively authorized provincial governments (Revenu and Régie des rentes Québec) and/or third parties (employee's Union and insurance/benefits companies) only as is required to facilitate their mandated and/or legislative responsibilities associated with registered personal information banks; Pay and Benefits PSE 904 with employer institutions; to the Receiver General for requisition of payroll payments as described by Receiver General payments PSPC PCU 712 and Receiver General deposits PSPC PCU 717; to responsible federal employers concerning payroll, non-salary payment and federal expenditure management requirements associated with Accounts Payable PSU 931, Occupational Health and Safety PSE 907 and EX Talent Management PSU 934; to responsible employers in accordance with federal information management and filing requirements Employee Personnel Record PSE 901, Human Resource Planning PSU 935, Public Service Employment Identifiers (Central Index) PSPC PCE 715; on an individual basis to federal employer program areas responsible for Employee Performance Management Program PSE 912, Recognition Program PSE 920, Grievances PSE 910, and also Discipline PSE 911 with respect to any salary adjustments and related taxes; to responsible employer labour relations officials for compensatory and/or deduction purposes related to Grievances PSE 910 and with individual consent to the employee's Union as well; to federal institutions offering payroll deduction for Parking PSE 914 to their employees; to responsible federal employer for compensation and/or deductions related to Occupational Health and Safety PSE 907 and Relocation PSU 910 situations, which may in turn require documentation for as described by Accounts Receivable PSU 932; to implicated federal employers related to responsible oversight of their employee's compensation, case-management and/or adjudication associated with Entitlement and Deductions System TBS PCE 741, Extra Duty Reporting System TBS PCE 747, Performance Management Program for Employees TBS PCE 754, Leave Without Pay TBS PCE 765, and Workforce Adjustment Monitoring System TBS PCE 804; on behalf of federal employers to CRA or as requested by CRA for Individual Returns and Payments Processing CRA PPU 005, Collections PPU 050 and Canada Pension Plan and Employment Insurance Program CRA PPU 070 purposes; with Education and Social Development Canada and/or Régie des rentes du Québec in accordance with requirements as described within Record of Earnings ESDC PPU 140 and Canadian Pension Plan Program ESDC PPU 146, Employment Insurance Databank ESDC PPU 501; with Canada Post for print, mail and employee authentication purposes during access to e-post services as described within epost CPC PPU 004; to the Auditor General of Canada for audit purposes related to Financial Audit Files OAG PPU 001; to Department of Justice in order to administer responsibilities related to Garnishment Registry JUS PPU 150 and Family Orders and Agreements Enforcement Assistance JUS PPU 125; within PSPC for purposes related to administration of Federal Government Employees, Pensioners and Survivors—Insurance Information Personal Information Bank PWGSC PCU 703 and Federal Pensions Administration PWGSC PCU 702; in accordance with governing provincial legislation to Revenu Québec for income tax purposes, and for employees residing or working in Québec to Régie des rentes du Québec; and as per third party agreements to Union and insurance companies with respect to specific deductions for dues and/or service plans associated with the employee.

Retention and disposal standards

Personal information including the SIN will be retained until the employee has reached 80 years of age, or for a minimum of no less than 2 years after the last administrative action after the confirmed death of the employee and then will be destroyed in accordance with the Retention Disposition Authorization #2015/012.

RDA number

2015/012

Related record number

PWGSC ABC 090

TBS registration

002596

Bank number

PWGSC PCE 705

Federal pension administration

This program administers the pension plans and benefits for the Government of Canada. Pension administration includes the development and delivery of services, processes and systems, as well as the provision of information to employees and pensioners. This permits PSPC to administer pensions in accordance with applicable legislation and policies.

Pension administration—Class of record

Description: Information on the administration of public service employee pension plans, such as determination of eligibility to contribute, calculation of benefits, maintenance of records and web applications, issue of statements reports and instructions, for those pensions covered by the Public Service Superannuation Act and other retirement acts.
Note: Access requests for individual cheques or payments should be directed to the program/department concerned.
Document types: Pension and benefits statements; payment and year-end tax statements; superannuation payment and statistical reports; user instructions and procedures; subject files.
Disclosure summaries: the program or activity shares personal information via contracts, information sharing agreements, and information sharing arrangements with the following third parties: R.E. Gilmore Investments Corp., SEB Administrative Services Inc., Advanis, Canada Life, Canada Revenue Agency, Department of National Defence, Library and Archives Canada, Global Affairs Canada, Office of the Superintendent of Financial Institution Canada, Veteran Affairs Canada, National Research Council Canada, Federal Judicial Affairs Canada.
Record number: PWGSC ABC 075

Federal pensions administration—Personal information bank

Note

In addition to the requirements specified on the Personal Information Request Form, individuals requesting information described in this bank must provide either a PRI or a pension number. PIB updated in 2011 and previously entitled Public Service Pension Data Bank PWGSC-PCE-702.

Description

This bank describes information that is related to the public service pension plans and related insured benefits administered by PSPC on behalf of the Treasury Board Secretariat. Several categories of personal information may be collected. Biographical information, which may include: full name including surname, initial and given names, biological sex at birth, dates of birth and death, marital status including dates of marriage, changes to marital status including dates of marriage breakdown, family information including identification of spouse, dependents, dates of birth and contact information, names of survivors and or beneficiaries and their contact information, limited medical information for the purposes of determining eligibility to medical retirement, employee career history, periods of leave, salary, allowances, selected benefit option, financial institution, named representatives, if any, preferred official language, and signature. Employee contact information may also be collected, including: complete mailing address, telephone number, and email addresses, and fax number (if available). Information pertaining to employee personal information may include: a detailed service record including start and termination dates, service buybacks, employee status, employment related-identifiers, salary and allowances, member authorizations and selections for pension and insurance options, deductions at source (such as CPP, QPP, EI, and income tax), employee group insurance, type of insurance and insurance provider, certificate number, plan number, start and end dates, hospital level coverage, and supplementary or comprehensive coverage. Information pertaining to financial information being collected may include: salary, deduction amounts and types, monies received, monthly pension contributions, pension benefit amount, financial institution chosen by employee for direct deposit, banking institution number, transit number, bank account number, and Supplementary Death benefit amounts paid. Other personal information that are considered identifiable that may be collected include: date of birth, date of death, IAN, Universally Unique Identifier , Military record Number and Rank, Payee Account Key , PRI, RCMP Regimental Number and Division, SIN, and Superannuation Number.

Class of individuals

The class of individuals includes, but is not limited to, active (employees) and retired members (annuitants), and their spouses, dependents, survivors, beneficiaries and their named representatives associated of pension plans who are subject to provisions (as applicable to the member) set out in the following Acts and Regulations made thereunder below:

Public Service Superannuation Act
Canadian Forces Superannuation Act
The Defence Services Pension Continuation Act
Royal Canadian Mounted Police Act
Royal Canadian Mounted Police Pension Continuation Act
Royal Canadian Mounted Police Superannuation Act
Judges Act
Members of Parliament retiring Allowances Act
Diplomatic Service (Special) Superannuation Act
Lieutenant Governors Superannuation Act
Special Retirement Arrangements Act

Purpose

Personal information, including the SIN, is used for the administration of federal pension and death benefits. Personal information is collected under the authority of the Department of Public Works and Governments Services Act, Public Service Superannuation Act, Income Tax Act, Orders in Council PC 1969-655, 1982-63/3819, 1994-1631. Treasury Board Policies and other pension legislation administrated by Public Works and Government Services Canada.

Consistent uses

The information may be used or disclosed for the following purposes: enforcement, reporting to senior management, evaluation, and client satisfaction surveys—PSU 938 Outreach Activities and PSU 915 Internal Communications. New consistent uses for authentication with ePost, The Canada Post Corporation's (CPC) secure online document delivery service CPC PPU 004—ePost Service. Personal information may be shared with Canada Revenue Agency; Treasury Board Secretariat; Royal Canadian Mounted Police; Department of National Defence; Employment and Social Development Canada (ESDC); Bank of Canada; Canada Post Corporation; Crown Corporations; Office of the Superintendent of Financial Institutions; and Office of the Auditor General; refer to the following Personal Information Banks: CRA PPU 125—Review and Control; CRA PPU 150—Information Returns (Infodec) Data Bank; CRA PPU 070—Canada Pension Plan and Employment Insurance Program; CRA PPU 047—Business Returns and Payment Processing; CRA PPU 005—Individual Returns and Payments Processing; 6 PPU 050—Individual Tax Arrears; TBS PCE 789—Public Service Pension Cases; TBS PCE 799—Special Pension Plans; TBS PCE 741—Entitlements and Deductions System; RCMP PPE 802—RCMP Member Service Records; RCMP PPE 806—RCMPMember's Pay and Allowance Records; DND PPE 858—Pay Records Files; DND PPE 859—Pension Files; ESDC PPU 140—Canada Pension Plan: Record of Earnings; ESDC PPU 146—Canada Pension Plan: Retirement, Disability, Survivors and Death Benefits (individual); BOC PPU 005—Government of Canada Securities Registers; CPC PPU 001—Delivery Control Systems and CPC PPU 004—ePost Service; PSE 907—Occupational Health and Safety; and PSE 904—Pay and Benefits. Personal information may be shared with the Receiver General for Canada: refer to PSU 931—Accounts Payable; PSU 932—Accounts Receivable; PWGSC PCU 717—Receiver General Deposits; PWGSC PCU 712—Receiver General Payments; PWGSC PCU 703—Federal Government Employees, Pensioners, and Survivors—Insurance Information; PWGSC PCE 705—Public Service Compensation Systems; PWGSC PCU 709—Digital Imaging Services and PWGSC PCU 715—Central Index. Personal information may be shared with service providers contracted to administer insured benefit programs for pensioners, optional charitable giving programs and optional retiree membership organizations. The SIN may be shared with the Treasury Board Secretariat; Canada Revenue Agency; Revenue Québec; Régie des rentes du Québec; Canada Pension Plan; Canada Post Corporation; Royal Canadian Mounted Police and the Department of National Defence.

Retention and disposal standards

Information is retained for 2 years after death or employee or survivor and then it is destroyed.

RDA number

2015-012

Related record number

PWGSC ABC 075

TBS registration

001374

Bank number

PWGSC PCU 702

Government-wide accounting and reporting

This program is responsible for maintaining the financial Accounts of Canada and the government-wide Chart of Accounts (provides the framework for identifying, collecting and reporting financial transactions to satisfy the government's corporate information requirements), producing the Public Accounts of Canada including the annual consolidated audited Financial Statements and the Government of Canada's Monthly Statements of Financial Operations.

Government-wide accounting and financial reporting—Class of record

Note: Departments are responsible for the accuracy, integrity and completeness of the financial data submitted to the Receiver General. This program maintains the Accounts of Canada and produces the Public Accounts and the monthly statements of financial operations. It provides federal departments with an optional departmental financial and materiel management system offering.
Description: Information on the Accounts of Canada, the monthly departmental trial balance information and records regarding various financial reporting and statements (such as the Public Accounts of Canada, monthly statement of financial operations, summary quarterly financial statements of Crown Corporations and other entities). It also includes records related to activities associated with the system development management life cycle.
Document types: Summary financial reports, financial statements, financial management reports and statistics, accounting guidance and instructions for departments, agencies and other entities, incident records, change requests, business requirements, system documentation, user guides, procedures, training material, project plans, testing scenarios, security authorization and authentication related documentation, audit results and user access requests
Disclosure summaries: No third-party disclosures of personal information have occurred as a result of new or amended information sharing arrangements, information sharing agreements, and/or contracts since October 2022.
Record number: PWGSC ABC 145

Optional departmental financial and materiel management system—Class of record

Note: This system is used by other government departments to process financial and material management transactions and the financial data captured by client departments.
Description: Includes records related to activities associated with the system development management life cycle.
Document types: Service level agreements, incident records, change requests, business requirement, system documentation, user guides, procedures, training material, project plans, testing scenarios, security authorization and authentication related documentation, audit results and user access requests
Disclosure summaries: No third-party disclosures of personal information have occurred as a result of new or amended information sharing arrangements, information sharing agreements, and/or contracts since October 2022.
Record number: PWGSC ABC 130

Payments instead of property taxes to local governments

Payments Instead of Property Taxes to Local Governments Program issues payments to taxing authorities under the authority of the Payment in Lieu of Taxes Act. Local governments receive payments in recognition of the services they provide to federal property located in their jurisdictions because the Government of Canada property is exempt from taxation. The program is intended to provide fair and equitable administration of payments to taxing authorities on behalf of federal custodian departments and agencies.

Payments in lieu of taxes—Class of record

Description: Information on the Payments in Lieu of Taxes Program, which is a program where the Government of Canada voluntarily makes payments in lieu of property taxes to taxing authorities (municipalities, school boards), to share in the cost of local government (municipalities, school boards and provinces) where federal property is located.
Document types: Applications, valuation reviews, reports detailing payments made to taxing authorities across Canada in a given taxation year, reports detailing payments made on behalf of all custodian departments, listing of all federal property eligible for payments in lieu of taxes.
Disclosure summaries: Under development
Record number: PWGSC RPB 115

Payments and revenue collection

This program safeguards the integrity of the Consolidated Revenue Fund on behalf of Canadians (receipt, transfer, holding and disbursement of public money and the redemption and settlement of all payments) and develops and maintains Receiver General treasury systems. In addition the program provides federal departments with bank reconciliation, investigation and recovery services, a customer service centre and, the option of bill payment and debt recovery services.

Public money and banking—Class of record

Description: Information on the Receiver General arrangements to establish bank accounts and facilities, establishment and procurement of government banking services, maintenance of treasury systems, receipt, transfer, hold, interest on, and disbursement of public money, redemption control and payment settlement.
Document types: Bank statements, chargeback notices, and turnaround remittance vouchers, statements of work, requests for proposals, contracts for services, vendor invoices, system specifications, risk assessments, testing strategies and results, change management logs and reports, user manuals and guides, cheques, correspondence regarding enquiries and investigations
Disclosure summaries: Under development
Record number: PWGSC ABC 140

Receiver General deposits—Personal information bank

Note: PIB replaces institution-specific PIB Receiver General Buy Button PWGSC PPU 100. Requests about specific deposits should be directed to the department that accepted the payment(s).
Description: This bank describes information related to individuals who remit amounts to the Receiver General for Canada by various methods of payment. Types of remittances include: payments for goods and services and benefit repayments under federal and some provincial social programs. Personal information may include: name, contact information; credit card information, employee identification number, financial information, nature of payment, signature, SIN (for payments received on behalf of ESDC) and other identification numbers.
Class of individuals: Individuals who remit amounts to the federal government, including company and organization representatives, and current and former employees of government institutions.
Purpose: Personal information is used to process transactions for goods and services and is collected under the authority of the Financial Administration Act and other legislation specific to the government institution to which individuals remit their payments. The SIN may be collected for payments received on behalf of ESDC and is collected under the authority of the Department of Human Resources and Skills Development Act and the Department of Social Development Act. The SIN may be collected for payments received on behalf of the Canada Revenue Agency under the authority of the Income Tax Act and the Excise Tax Act.
Consistent uses: Information may be shared with private sector service providers (namely, financial institutions) for transaction processing; with financial institutions of foreign countries for transaction processing purposes; and with collection agencies for debt recovery purposes. Information may also be disclosed to the government institution for which authority resides, for the purpose of refunds, reporting and reconciliation.
Retention and disposal standards: Information is retained for 6 years after transaction and then is destroyed.
RDA number: 99/004
Related record number: PWGSC ABC 140
TBS registration: 20100138
Bank number: PWGSC PCU 717

Receiver General payments—Personal information bank

Note: Requests about specific payments should be directed to the department that is responsible for the funds paid. PIB revised in 2010 and replaces former institution-specific PIBs: Direct Deposit and Interface System—PWGSC PPU 040; PWGSC T1204 Tombstone Information—PWGSC PPU 051; Claim for Payment on an ex Gratia Basis—PWGSC PPU 052; and Standard Payment System—PWGSC PPU 085.
Description: This bank describes information related to individuals who are issued payments by the Receiver General of Canada. Forms of Payment include: cheque, direct deposit, electronic data interchange, and interdepartmental settlement. It may involve travel and hospitality claims, education course fees, program payments, isolation allowances, membership fees, awards, ex gratia, and other sundry payments. Personal information may include: name, contact information, bank account numbers, bank transit numbers, nature of expenses/claim, employee identification number, other identification numbers, electronic signature, signature and SIN.
Class of individuals: Current and former employees of government institutions, claimants from the general public, contractors, and representatives of companies, and organizations who are issued payments from the Receiver General of Canada.
Purpose: Personal information is used to support the issuance and management of payments of financial benefits and entitlements in relation to expenses, fees, claims and other non-payroll payments. Personal information is collected pursuant to various Acts, including the Financial Administration Act (and as required under the Payment and Settlements Requisitioning Regulations, Cheque Issue Regulations, and Electronic Payment Regulations), Canada Pension Plan, and Employment Insurance Act. Personal information is also used to enable PSPC to issue T1204 supplementary slips to its service contractors in accordance with the TBS Contracting Policy. The SIN is collected under the authority of various Acts, including the Excise Tax Act, Income Tax Act, Old Age Security Regulations (Old Age Security Act), and Veterans Allowance Regulations (War Veterans Allowance Act).
Consistent uses: Information may be used to take administrative follow-up action if payments or payment information slips are returned, lost, stolen or damaged, and to respond to enquiries. The information received from client departments is used to effect payment transactions and is therefore shared with the originating federal client institutions, for example: 1) Canada Revenue Agency for income tax refunds, child tax benefits, workers' income tax benefits, Goods and Services Tax (GST)/Harmonized Sales Tax (HST) tax credits, and universal childcare benefits—see institution-specific PIBs: Canada Child Tax Benefit (CCTB) Databank—Canada Revenue Agency (CRA) PPU 063; CCTB Data Bank—CRA PPU 063; and, GST/HST credit—CRA PPU 140; 2) Human Resources and Skills Development Canada for Old Age Security (OAS) benefits and annuities—see institution-specific PIBs: Guaranteed Income Supplement, Allowance—HRSDC PPU 116, International Social Security—Domestic and Foreign Benefits (Individual)—HRSDC PPU 175; and, Canada Pension Plan—Retirement, Disability, Survivors and Death Benefits (Individual)—HRSDC PPU 146. For transactions in Canada, information may be shared with the "direct clearer" bank—ATB Financial, Bank of Montreal, Bank of Nova Scotia, Fédération des caisses Desjardins du Québec, Central 1 Credit Union, Canadian Imperial Bank of Commerce, HSBC Bank of Canada, Laurentian Bank of Canada, National Bank of Canada, Royal Bank of Canada, Toronto-Dominion Bank, and Peoples Trust Company. For foreign transactions, information may be shared with the current foreign service provider for direct clearer services. Information may also be shared with other programs internal to PSPC including for public service pension benefits and treasury systems used in the financial control and settlement framework processes. See related PIBs: Public Service Pensions Data Bank—PWGSC PCE 702. In some cases, the SIN and other information is shared with the Canada Revenue Agency and the Province of Quebec, and is used for data matching purposes, including income verification, refer to institution-specific personal information bank Information Returns (Infodec)—CRA PPU 150. Information may be used or disclosed for financial reporting and evaluation purposes, and shared with departments and agencies other than the issuing department only where justified for the management of payments and the detection and avoidance of fraud and fraud losses.
Retention and disposal standards: Information is retained for 6 years following last financial transaction and then destroyed.
RDA number: 99/004
Related record number: PWGSC ABC 140
TBS registration: 20100138
Bank number: PWGSC PCU 712

Core responsibility: property and infrastructure

PSPC provides federal employees and Parliamentarians with work space; builds, maintains and manages federal properties and other public works such as bridges and dams; and provides associated services to federal organizations.

Cape Breton operations: portfolio management

This program is responsible for real property portfolio of the former Enterprise Cape Breton Corporation (CBDC/Devco). The program monitors and oversees environmentally-impacted land holdings and mine water management; as well as land management activities for properties transferred from CBDC/Devco and divestiture of surplus property.

Sydney Tar Ponds and coke ovens remediation project—Class of record

Note: Filing system based on ISO project management.
Description: Information on project management, leadership, and coordination. Information on environmental management, agreement development, as well as legal, technical, communications and administration aspects of the project. Information about the operation of the implementing agency, the independent engineer, the design engineer and the design or implementation of long-term monitoring and various construction elements of the project.
Document types: General correspondence, internal and external communications, reports, contracts, site policies, agreements, memoranda of understanding, environmental assessment, project management framework, schedules, operational review audits and, geographical information system data
Disclosure summaries: Under development
Record number: PWGSC RPB 095

Federal accommodation and infrastructure

The Federal Accommodation and Infrastructure Program is responsible for the management of accommodation needs of federal organizations through a portfolio of office facilities and common use assets, including the stewardship and management of heritage assets. The program includes a diverse portfolio of federal facilities and activities, such as the stewardship and management of major engineering assets; the administration, capital management and leasing services for residential housing units in the Northwest Territories and Nunavut to support the delivery of federal government programs; appraisals for all acquisitions, dispositions and transfers of real estate; expropriating land or properties on behalf of the federal government, including interpreting expropriation legislation and regulations.

Asset management—Class of record

Description: Information on the operation, maintenance and general upkeep of assets including buildings owned and leased by the Crown and other special purpose assets.
Document types: Property and facilities management agreements, asset performance condition assessments, and building management plans
Disclosure summaries: Under development
Record number: PWGSC RPB 065

Buildings and lands—Class of record

Description: Information on PSPC's provision of a broad range of analytical real estate services to both internal clients and other government departments and agencies. Includes information on the acquisition of various real property rights required for departmental program purposes, as well as indigenous consultation, expropriation, valuation and appraisal, and accrual accounting services. Also includes information on services typically procured by PSPC for clients from a third-party supplier through a standing offer or supply arrangement mechanism.
Document types: Acquisition, appraisals, leasing, sale, transfer and purchase documents; titles and deeds; expropriation documents; guidelines and standards; studies; memoranda of understanding; easements; surveys; heritage properties; title claims, marine documents, reports; business cases; risk analysis; accommodation and real property management frameworks; and investment plans and strategies
Disclosure summaries: Under development
Format: Microfiche, drawings, plans, and maps
Record number: PWGSC RPB 045

Register of land surveyors—Personal information bank

Description: Realty services retains information relating to qualified land surveyors who can perform work for federal organizations. This includes names, addresses, personal qualifications and records of past performance, if any.
Class of individuals: Land surveyors
Purpose: Information is used for the selection of land surveyors
Consistent uses: None
Retention and disposal standards: This bank is updated on a continuous basis with information supplied by land surveying contractors. It is maintained for 3 years following removal from the register.
RDA number: 79/008
Related record number: PWGSC RPB 045
TBS registration: 000700
Bank number: PWGSC PPU 070

Register of real property appraisers—Personal information bank

Description: PSPC uses the Directory of Designated Members published annually by the Appraisal Institute of Canada and L'Ordre des évaluateurs agréés du Québec as its primary source lists of professional appraisers. Since 2019, PSPC has for Appraisal and Valuation Services where you find a list of more than 85 firms and 350 qualified accredited or chartered appraisers mainly from these 2 professional associations.
Class of individuals: Property accredited or chartered appraisers
Purpose: Information is used for the selection of property appraisers for projects administered by the department.
Consistent uses: The register of designated members is necessary to ensure that a complete, up-to-date, inventory of appraisers is available to the Appraisal and Valuation Services Directorate to assist in the selection of property appraisers for projects administered by the department.
Retention and disposal standards: This bank is updated on a continuous basis with information supplied by property appraisal firms, individual appraisers and departmental officials. This information is retained for 3 years following its removal from the register and then destroyed.
RDA number: 79/008
Related record number: PWGSC RPB 045
TBS registration: 000701
Bank number: PWGSC PPU 030

Housing—Class of record

Description: Information on housing provided to federal employees, dwelling occupants, landlords and proposed landlords, and individuals who purchase property from or sell and lease property to PSPC.
Document types: Leasing; sale and purchase documents; titles and deeds; biographical information; and inventories
Disclosure summaries: Under development
Record number: PWGSC RPB 455

Crown and leased housing—Landlords Personal information bank

Note: Personal information bank updated in 2010 and formerly entitled List of Landlords.
Description: This bank describes information related to landlords of leased housing with whom PSPC has executed lease agreements. Personal information may include name, contact information, signature, and any other information contained in the lease agreement.
Class of individuals: Individuals who own property leased to PSPC.
Purpose: Personal information is used to administer lease contracts on behalf of the Government of Canada and for the purchase and sale of Crown property. Personal information is collected under the authority of the Federal Real Property and Federal Immovables Act.
Consistent uses: Information on new leased units, such as property location and details, landlord's name, and interior and exterior photos of the dwelling, are shared with the Canadian Mortgage and Housing Corporation so that base shelter values can be provided to tenants. Information may also be used for evaluation and reporting purposes.
Retention and disposal standards: Records are destroyed 2 years after the last administrative action.
RDA number: 79/008-1
Related record number: PWGSC RPB 455
TBS registration: 000696
Bank number: PWGSC PPU 006

Crown and leased housing: Tenants—Personal information bank

Note: Personal information bank updated in 2010 and formerly entitled Crown Housing Records.
Description: This bank describes information relating to federal employees occupying or waiting to occupy Crown-owned or Crown-administered leased housing. Personal information may include name, contact information, biographical information (including information about other inhabitants of the dwelling), and financial information including licence number, medical information, and signature.
Class of individuals: Employees of government institutions who apply to reside in Crown-owned or -leased housing.
Purpose: Personal information is used for the administration of federal housing accommodations, including the processing of applications. Personal information is collected under the authority of the Federal Real Property and Federal Immovable Act.
Consistent uses: Information is shared with accommodation officers of government institutions to process applications of their respective employees—refer to institution-specific personal information banks of other institutions. Information may be used to establish an inventory of occupied Crown-owned and leased dwellings. Information (such as photographs of the dwelling for new leased units, property location and details, and landlord's name) may be shared with the Canadian Mortgage and Housing Corporation so that base shelter values can be provided to PSPC and forwarded to client departments (tenants). Information may also be used for evaluation and reporting purposes.
Retention and disposal standards: Information is retained for 5 years in the case of housing requirements and for 3 years after termination of the lease (in the case of specific occupancy records) and then destroyed.
RDA number: 79/008-1
Related record number: PWGSC RPB 455
TBS registration: 000713
Bank number: PWGSC PCE 701

Ministers regional offices—Class of record

Description: Information related to accommodation and service delivery to cabinet ministers and their staff when conducting government business outside of the National Capital Region.
Document types: Client list, service agreements, memoranda of understanding, guidelines, service templates, invoicing documents, and statistical reports
Disclosure summaries: Under development
Record number: PWGSC CSSPB 270

Property development—Class of record

Description: Information on the management and strategies for more efficient use of federal buildings and lands, including future development, infrastructure reinvestment and urban design.
Document types: Redevelopment strategies and plans; investment options and inventory rationalization
Disclosure summaries: Under development
Format: Maps, plans, and photographs
Record number: PWGSC RPB 150

Research and innovation—Class of record

Description: Information on innovative products, systems and processes arising from research, demonstration and transfer activities applied to real property assets.
Document types: Properties and performance of new materials; laboratory and on-site testing results on the performance of building components; tools and methodologies for risk reduction due to hazards such as an earthquake or a fire; data analysis of specialized structures such as Prince Edward Island Bridge.
Disclosure summaries: Under development
Format: Films
Record number: PWGSC RPB 155

Parliament hill and surroundings

The Program is delivered by the Science and Parliamentary Infrastructure Branch (SPIB) and provides essential office and special use accommodations space that supports the delivery of the programs and property management services to Parliament Hill and its surroundings. The accommodations space is defined as the buildings occupied in majority by the Senate, House of Commons, Library of Parliament, Parliamentary Protective Service and the related premises and grounds. This includes notably all the buildings and land on Parliament Hill and those north of Sparks Street, between Elgin and Bank Streets as a single, inclusive campus to facilitate more effective planning, development and support efficient Parliamentary operations. The "Parliament Hill and Surroundings" program acknowledges the portfolio's unique historical importance and heritage value while dealing with the distinct space needs of clients who, in large part, are not public servants but rather from the legislative arm of government.

Asset management: Parliamentary precinct—Class of record

Description: Information on the programming, operation, maintenance and general upkeep of assets including buildings owned and leased by the Crown and other special purpose assets.
Note: Formerly PWGSC PPB 066
Document types: Facilities management documents, property management plans, management plans, accommodation plans, parking plans, historical implications and heritage recordings, contracts, service requests, purchase orders, invoices, condition assessments, reports, meeting agenda and minutes, briefing notes, building operations and maintenance activities
Disclosure summaries: Under development
Record number: PWGSC SPIB 066

Commercial retail and letting: Parliamentary precinct—Class of record

Description: Information on the authorization for use/occupancy of available Crown inventory space by parties other than government departments or agencies, market vacant space, negotiation of leases and preparation of lease documentation for execution.
Note: Formerly PWGSC PPB 024
Document types: Tender documents, lease agreements and licenses
Disclosure summaries: Under development
Record number: PWGSC SPIB 024

Parliamentary precinct—Class of record

Description: Information on programs for the long-term planning of parliamentary precinct rehabilitation, renovation and recapitalization works related to buildings, grounds and connectivity. This includes information on program planning and design, overarching project scheduling and program governance.
Note: Formerly PWGSC PPB 023
Document types: Planning and design documents, terms of references, tendering and contract award, change orders, meeting agenda and minutes, program of work, charters, governance, project scheduling, frameworks, reports, graphic images, records of projects
Disclosure summaries: Under development
Format: Maps, plans, computer-aided design and drafting (CADD) files, photographs and specifications
Record number: PWGSC SPIB 023

Project files: Parliamentary precinct—Class of record

Note: Formerly PWGSC PPB 021
Description: Information on projects undertaken such as recapitalization, major projects, renovations, alterations, minor work repairs to buildings, landscaping and paving.
Document types: Planning and design documents, approval documents, project cost estimates, drawings and specifications, consultant contract awards, construction contract awards, tendering and contract award, construction payments, claims, change orders, meeting agendas and minutes, project scheduling, reports, assessments, terms of references, lessons learned, studies, scope of work, testing, fine art, graphic images of historical implication and heritage recordings, graphic records of real property asset facility management, material and equipment, specifications
Disclosure summaries: Under development
Format: Maps, plans, CADD files, and photographs
Record number: PWGSC SPIB 021

Real property: Parliamentary precinct—Class of record

Note: Formerly PWGSC PPB 022
Description: Information on the provision of accommodation and related services to legislative organizations, the Privy Council Office, and the Prime Minister's Office and third-party tenants including leasing activities.
Document types: Memoranda, records of decisions, schedules, reports, plans, assessments, requirements, regulations, guidelines, policies, standards and directives related to assignment, fit-up, use, management, planning, parking, accessibility, tendering and leasing of space
Disclosure summaries: Under development
Record number: PWGSC SPIB 022

Signs and plates: Parliamentary precinct—Class of record

Note: Formerly PWGSC PPB 171
Description: Information on the interior signage guidelines for the Parliament buildings including the standard for signage.
Document types: Standard and guidelines
Disclosure summaries: Under development
Record number: PWGSC SPIB 171

Real Property Services

This program provides real property services on a fee-for-service basis to the Federal Accommodation and Infrastructure and Parliament Hill and Surroundings programs of PSPC, as well as to other federal organizations. This program delivers its services in accordance with the instructions of its clients and functional direction received by the service leads. Therefore, office workplaces and other facilities (marine, airports, roads and highways, etc.) are maintained, updated and renovated to meet the requirements of government and to comply with health, safety and environmental standards. This program provides project delivery, property and facility management and advisory services. The new RPS Client-Centric model is expected to increase short and long term demand in the coming years. RPS will meet increased demand by establishing a balanced service delivery approach supported by both internal and external service delivery capacity. Sourcing mechanisms will play a key role in providing flexible, agile and effective service capacity to ensure these real property services are provided.

Energy, sustainable development, environmental and custodial health and safety compliance—Class of record

Description: Provide guidance on environmental regulatory compliance and services on building sustainability and management of contaminated sites for Crown-owned and PSPC managed assets.
Document types: Building sustainability reviews (energy, water conservation, non-hazardous waste, recyclables, green technologies, etc.), contaminated site assessment studies as well as information exchange and cooperation.
Format: Photographs, cartographic records, microfilm, and videotapes
Disclosure summaries: Under development
Record number: PWGSC RPB 055

Professional and technical services, design and construction—Class of record

Description: Professional and technical services, construction programs
Document types: Project management, architectural and engineering standards, construction and quality assurance plans, master construction specifications, consultants project control, cost plans and estimates, environmental analysis, landscaping and site development standards, project control systems, reports and unsolicited proposals, questionnaires, and electrical, mechanical, structural, geotechnical, municipal, marine and engineering technical guides
Disclosure summaries: Under development
Format: Slides and film, brochures
Record number: PWGSC RPB 025

Project files—Class of record

Description: Information on projects including renovations, alterations, minor works and repairs to buildings, site services, civil and marine structures, dredging, landscaping and paving. Also includes information pertaining to real property's modernization initiative including business strategies, frameworks and infrastructures (processes and systems), mechanisms and tools that support new service delivery models.
Document types: Tendering and contract documents, construction payments, claims, reports, testing, technical and project documents, lists of equipment, specifications and policies
Disclosure summaries: Under development
Format: Microfilm, microfiche, maps, plans, and photographs
Record number: PWGSC RPB 030

Property inventories—Class of record

Description: Property record documents pertaining to properties owned or leased by PSPC for use by the federal government and its agencies.
Document types: Inventories, legal descriptions, deeds, transfers of administration, survey plans, geographic coordinates, agreements, licences, land leases and title reports
Disclosure summaries: Under development
Format: Maps, CADD files, and photographs
Record number: PWGSC RPB 060

Real property—Class of record

Description: Information on the provision of accommodation and related services to government departments and agencies, including leasing activities for both the public and private sector.
Document types: Policies, guidelines, standards, directives, best practices and frameworks related to assignment, fit-up and use of space, space management, planning, parking, accessibility, and tendering and leasing documents
Disclosure summaries: Under development
Format: Floor plans, sketches, and virtual tours
Record number: PWGSC RPB 04

Signs and plaques—Class of record

Description: Information on the federal identity program and the design and development of standard signage for the identification of federal government facilities.
Document types: Building signage design and standards
Disclosure summaries: Under development
Record number: PWGSC RPB 170

Specifications—Class of record

Description: Instructions on how to handle, remove and dispose of the designated substances and hazardous materials identified. Specifications and Canadian government master specifications.
Document types: Specifications: architectural, structural, geotechnical, municipal landscaping, food services, conveyor systems, mechanical, electrical, marine and transportation
Disclosure summaries: Under development
Format: Microfiche
Record number: PWGSC RPB 020

Core responsibility: government-wide support

PSPC provides administrative services and tools to federal organizations that help them deliver programs and services to Canadians.

Asset disposal

This sub-program supports the federal government in disposing surplus moveable or seized goods, including through online GCSurplus. This service allows asset disposal in a transparent and financially sustainable manner.

Crown assets distribution—Class of record

Description: Information on the management and disposal of surplus crown assets on behalf of federal departments and agencies, and seized assets for other provincial governments, law enforcement agencies, and other countries. The records document the disposal of commodities such as, office equipment, vehicles, as well as military equipment like ships and planes, but not the disposal of federally owned buildings or land. Records also relate to the operation of a free paper-recycling program for client departments and agencies, in the National Capital Region, called the PaperSave Program.
Document types: Bids, invoices, description of asset, and sale's price
Format: Photographs
Disclosure summaries: No third-party disclosures of personal information have occurred as a result of new or amended information sharing arrangements, information sharing agreements, and/or contracts since October 2022.
Record number: PWGSC ACQ 340

GCSurplus personal—Information bank

Description: This bank describes the personal information related to the GCSurplus program within the Specialized Services Sector of the Receiver General and Pensions Branch of PSPC. The Program provides federal institutions and other client organizations with high quality, timely and accessible specialized services and programs for the management and disposal of surplus crown assets and forfeited goods in a manner that is transparent, financially sustainable and provides best value to the Canadian taxpayer. Assets for disposal may include office equipment and vehicles, military equipment such as ships and planes, and seized assets for provincial governments and law enforcement agencies but not the disposal of federally owned buildings or land. Personal information collected may include: family name, given name, initials; contact information that may include: address, telephone number, facsimile number, email address, street address, apartment/unit number, city, province, country and postal/zip code; language of preference and financial information (amount of bids and volume of goods bought).
Class of individuals: Classes of individuals include public servants employed by Public Services and Procurement Canada and other federal, provincial and municipal client institutions, bidders and the general public.
Purpose: Personal Information is used to conduct the sale of surplus crown assets by Government of Canada departments and agencies; provinces; municipalities and foreign governments and to administer the Public Services and Procurement Canada GCSurplus Program. Authority to collect your personal information is found in the Department of Public Works and Government Services Act, at 6(b), 7(c), and 16(b), as well as in the Surplus Crown Assets Act. Order in Council PC 2015-0241 is the legal authority to collect personal information in relation to the services offered to provinces, municipalities and foreign governments. The GCSurplus program is delivered via a set of custom applications which are internet hosted (Internet Data Center) directly with a Canadian third-party provider on 5-year contract managed by the Acquisitions Branch of PSPC.
Consistent uses: Personal information may be shared with other Government of Canada departments for the retrieval of assets not located on GCSurplus' premises and for shipping purposes at the request of the buyer. GCSurplus uses sessional and persistent digital markers (cookies) on some portions of its website to recognise a previous visit and to improve visitor's experience. During a visitors on-line session, their web browser exchanges data with GCSurplus' web server in order to remember certain pieces of information for the web server to reference during the same or subsequent visits to the website and to track what information is viewed on the site which helps website administrators ensure visitors find what they are looking for. The use of digital markers does not allow GCSurplus to identify individuals. Information may also be used or disclosed for audit, program evaluation and reporting and research and/or statistical purposes.
Retention and disposal standards: Electronic information is updated on a yearly basis and dormant accounts are deleted. Hard copy records are retained for 3 years and are then transferred to Library and Archives Canada for archival purposes.
RDA number: 99/003
Related record number: PWGSC ACQ 340
TBS registration: 003317
Bank number: PWGSC PPU 026

Seized Property Management Directorate—Class of record

Note: Formerly PWGSC ACQ 215
Description: Information on the management and disposal of assets that are seized, restrained or forfeited: as offence related properties under the authority of the Seized Property Management Act.
Document types: Case data including, but not limited to, procedures relating to pre-seizure advice and consultation; court orders, legal documentation, appraisals, inspections, sales receipts, invoices, condition reports, administration of lease documents, types of financial instruments such as guaranteed placement certificates, bank accounts and investments.
Disclosure summaries: Under development
Record number: PWGSC RGPB 215

Seized property management information system—Personal information bank

Description: This bank describes information collected under the authority of the Seized Property Management Act (SPMA), regarding the management and disposal of assets that are seized, restrained or forfeited, in connection with designated offences (including proceeds of crime). Personal information may include but is not limited to: name, date of birth, contact information, police case number, financial information, personal property including but not limited to real property and vehicles, and charges under applicable legislation.
Class of individuals: Individuals affected by former and current restrained, seized and/or forfeited assets.
Purpose: Under the SPMA, information is collected for the management of assets seized or restrained in connection with designated offences, the disposition of forfeited assets and the sharing of the net proceeds.
Consistent uses: Information may be used to communicate with the Royal Canadian Mounted Police and provincial and municipal law enforcement authorities to facilitate or manage the transfer of assets, and with the Department of Justice Canada (JUS) for the use in legal proceedings (JUS PPU 015—prosecution and related criminal matters). Information may also be used for audit, evaluation, research and/or statistical purposes.
Retention and disposal standards: Paper holdings directly related to the management and disposal of assets are retained for 2 years and subsequently transferred to a secured government facility for an additional 4 years (total retention, 6 years). Files that include real property and/or vessels and/or aircraft are held for an additional 10 years (total retention, 12 years).
RDA number: 78/008
Related record number: PWGSC RGPB 215
TBS registration: 20090468
Bank number: PWGSC PPU 125

Surplus properties—Class of record

Description: Information on the disposition of real properties or structures surplus to the needs of government departments and agencies.
Document types: Notice of excess Crown property, reports and business plans, enquiries for real property, appraisals, technical reports, surveys and analyses, titles and deeds, listing agreements with local realtors, legal agreements and public tender documents
Disclosure summaries: Under development
Format: Microfilm, photographs and maps
Record number: PWGSC RPB 050

Canadian General Standards Board

The Canadian General Standards Board (CGSB) develops standards and offers conformity assessments in support of the economic, regulatory, procurement, health, safety and environmental interests of Canadians, governments, industry and consumers.

Certification management services—Class of record

Note: Formerly PWGSC ISB 205
Description: Information on the assessment and certification of management systems for conformance to various standards of the CGSB, including ISO 9001 (quality) and ISO 14001 (environmental).
Document types: Audit report and certification certificate
Disclosure summaries: No third-party disclosures of personal information have occurred as a result of new or amended information sharing arrangements, information sharing agreements, and/or contracts since October 2022.
Record number: PWGSC RGPB 205

Certification programs for products and services—Class of record

Note: Formerly PWGSC ACQ 175. The following programs have been decommissioned: medical products (2023), protective clothing (2023) and toner cartridges (2023).
Description: Information on the CGSB independent certification and qualification programs relating to the products and services assessed against performance and quality standards. The Certification Program applies to the following products and services: construction materials, security personnel, and testing services (Laboratory Acceptance Program).
Document types: Audits, evaluations, supplier profiles, suppliers' representative names, supplier's product and service descriptions, product testing results
Disclosure summaries: No third-party disclosures of personal information have occurred as a result of new or amended information sharing arrangements, information sharing agreements, and/or contracts since October 2022.
Record number: PWGSC RGPB 175

Personnel Certification Program—Class of record

Note: Formerly PWGSC ACQ 190. This program ended on March 31, 2023.
Description: Information on the Certification Program administered by the CGSB for the Federal Government Procurement and Materiel Management Communities, which is a component of the government-wide Professional Development and Certification Program managed by the Treasury Board of Canada Secretariat.
Document types: Certification and standards
Disclosure summaries: No third-party disclosures of personal information have occurred as a result of new or amended information sharing arrangements, information sharing agreements, and/or contracts since October 2022.
Record number: PWGSC RGPB 190

Certification Program for the Federal Government procurement and material management—Personal information bank

Description: This bank describes information about individuals who apply for the Certification Program for the Federal Government Procurement and Material Management Community. The program, based on Government of Canada Procurement and Materiel Management Community Competencies, enables practitioners in procurement and material management to obtain a professional designation recognizing their level of qualifications. To obtain the professional designation, practitioners must meet the training, experience and knowledge requirements of the program. Personal information may include name, contact information, biographical information, educational information, PRI, certification participant number, certification designation number, employment equity information, language, medical information, signature and evaluations of the individuals. This bank also describes the information of the applicant's manager or supervisor. This information may include name, contact information, correspondence and employee evaluations.
Class of individuals: Full and part-time employees of federal institutions and other private or public organization who apply and participate in the certification program as well as their manager or supervisor.
Purpose: Personal information is used to conduct an impartial assessment of a candidate's qualifications, to administer and to provide services for the Certification Program for the Federal Government Procurement and material management community. Personal information is collected pursuant to the Department of Public Works and Government Services Act, sections 7, 15, 16 and 17.
Consistent uses: The information may be used for evaluation, maintaining an inventory of certified federal specialists, reporting to senior management and/or statistical purposes (including providing aggregate statistics to Treasury Board Secretariat), and for follow-up purposes. The supervisor or manager of the program participant is provided with required personal information to agree to enrolment, payment, undertake required evaluations, and monitor employee progress. With consent of the individual, certification designation numbers may be posted to the Canadian Government Standards Board website.
Retention and disposal standards: The records will be retained indefinitely. A records retention and disposal schedule is under development.
RDA number: 2008/001
Related record number: PWGSC RGPB 190
TBS registration: 20100132
Bank number: PWGSC PCU 195

Standards development services—Class of record

Note: Formerly PWGSC ACQ 195
Description: Information on the development of the National Standards of Canada and support the development of ISO standards. Standards in support of procurement, economic, regulatory, environmental and health and safety interests, covering a wide range of products and services: building and construction, food and organics agriculture, personnel qualifications and competencies, protective clothing, textiles, petroleum and related products and transportation of dangerous goods. Records relating to the publication of web catalogue for National Standards of Canada and the provisions of those standards at no fee.
Document types: Standards, publications, catalogues
Disclosure summaries: No third-party disclosures of personal information have occurred as a result of new or amended information sharing arrangements, information sharing agreements, and/or contracts since October 2022.
Record number: PWGSC RGPB 195

Document imaging services

The Document imaging services program provides quality and cost efficient document imaging and data capture services to federal organizations by leveraging internal production and private sector contractors via the Enterprise Solution for Document Imaging. The service consists of image processing, indexing and secure archiving of electronic records. The document imaging services assists departments in reducing processing costs and typically reducing warehousing costs, improves service levels to citizens and unlocks corporate knowledge stored in paper archives for improved decision-making. This service is certified against the required Canadian standards for electronic records as documentary evidence for legal purposes.

Document imaging solutions—Class of record

Description: The files are related to Document Imaging Services management, such as service contracts, procurement, mail and storage services, training, systems and programs, etc.
Document types: Evaluations and audits, service level agreements, memoranda of understanding, financial data and documents, legal opinions and copies of legislative provisions, statements of work, statements of business needs, requests for proposals, teaching aids and procedures, survey results, statistical reports and correspondence
Disclosure summaries: No third-party disclosures of personal information have occurred as a result of new or amended information sharing arrangements, information sharing agreements, and/or contracts since October 2022.
Record number: PWGSC ABC 085

Document imaging solutions—Personal information bank

Note: Individuals are required to provide query-specific data elements/details in order for their information to be retrievable. In some cases this may include the SIN while other instances would require claim details.
Description: This bank describes information contained in records received from client institutions, sent to PWGSC to provide end-to-end document imaging business solutions, including shipping, tracking, receipt, document preparation and conversion of documents to digital images, quality assurance, archiving and destruction. Personal information may include name, contact information, credit information, date of birth, date of death, employee identification number, financial information, other identification numbers, signature, SIN and legal information.
Class of individuals: General public including full and part-time employees and contractors.
Purpose: Information is used to administer the client base document imaging business services, including archiving (for certain clients). Personal information is collected under the authority of sections 5 and 15 of the Department of Public Works and Government Services Act, which allows the department to perform such services for other institutions. The SIN may be collected to support client base programs and services and is used to query information by client departments. The authorities for collection are various acts of Parliament, including OAS section 33.03, Canada Pension Plan (CPP) section 104.03 and the Department of Public Works and Government Services Act, section 15.
Consistent uses: Document images and document information may be shared with other federal departments for which the document imaging solutions are provided, such as Immigration, Refugees and Citizenship Canada, the Department of Fisheries and Oceans, and Service Canada, and Receiver General and PWGSC. Information may also be used or disclosed for evaluation or reporting purposes.
Retention and disposal standards: Under development
RDA number: Under development
Related record number: PWGSC ABC 085
TBS registration: 20100322
Bank number: PWGSC PCU 709

Government-wide corporate services

The Government-wide corporate services program provides federal organizations with high quality, timely and accessible services, tools and systems for travel, information management, human resources, business processes and financial and materiel management. This program allows federal organizations to adopt modern, consolidated systems based on standard business processes which can reduce administrative or back office costs, enhance employee productivity and reduce overall government spending on internal services.

MyGCHR—Class of record

Description: MyGCHR is a single human resources standard solution that will be used by federal organizations to support the delivery of common human resources services to all public servants. It is a 1-stop solution for all human resources administrative transactions such as leave management, work schedule assignment, training summary, etc.
Document types: Contracts, statements of work, interdepartmental service agreements, decision records, and annual operational plans, and business line operational plans
Disclosure summaries: Under development
Record number: PWGSC ISB 120

Shared services integration—Class of record

Description: Information on the services provided and the costs associated with the delivery of these business lines: human resources services and systems (Shared Human Resources Services and the Human Resources Information System), finance (Integrated Financial and Materiel System and FreeBalance) and case management (the Shared Case Management System).
Document types: Contracting documents, memoranda of understanding, governance documents such as agendas and records of decisions, and business line operational plans
Disclosure summaries: Under development
Record number: PWGSC ISB 110

Shared travel services—Class of record

Note: Formerly PWGSC ACQ 220
Description: Information on the shared travel services in the Government of Canada.
Document types: Employee travel, shared travel, expense management, business intelligence and customized reports, travel policy, acceptance tests, threat risk assessments, privacy impact assessments, customer questionnaire, promotion material, training and information packages
Disclosure summaries: Under development
Record number: PWGSC DSB 220

Shared travel services: Traveler profile—Personal information bank

Note: More information on the program can be viewed on the internet at Travel on government business. In addition, you may also refer to Standard PIB PSU 909—Travel.
Description: This bank describes information contained in the traveller profile of the Shared Travel Services Initiative for federal employees who travel for business purposes. The personal information may include: name, contact information, emergency contact name and contact information, credit information (optional), passport information, visa information, loyalty program identifiers, communication language preference, security authentication information, credit card services providers information.
Class of individuals: Current and former federal government employees, casual employees and contractors
Purpose: The personal information is used to process the Shared Travel Services Program or activity. Personal information is collected pursuant to the Department of Public Works and Government Services Act, sections 7, 15, 16 and 17. The authority to collect personal information is found in Order in Council PC 1998-657.
Consistent uses: Information may be used to provide emergency assistance and may be provided to the third-party travel service provider and to the credit card services provider for travel card approval process. Information may also be used for audit, evaluation, research and/or statistical purposes.
Retention and disposal standards: Records will be retained for 1 to 10 years, employee emails are retained 7 years and then destroyed, agent emails are retained for 2 years restrict access, client transaction data are retained for 6 years and then destroyed, client reporting data and reconciliation data are retained for 10 years and then destroyed, corporate accounting/financial data are retained for 10 years and then destroyed, corporate tax data are retained for 7 years and then destroyed, phone data are retained for 1 year and then destroyed.
RDA number: 2008/001
Related record number: PWGSC ACQ 220
TBS registration: 20090466
Bank number: PWGSC PCE 706

Traffic management—Class of record

Description: Information on re-location of household goods and effects via one of the various modes of transport (air, road, sea, rail).
Document types: Requisition form for removal and/or storage of household goods and effects, contractor invoices and supporting documentation for example, weigh scale tickets, air bills, border inspection form and central relocation services payment sheet—Payment process documentation.
Record number: PWGSC ACQ 210

Information services (previously named communications services)

This program provides advisory services and technical advice on Government of Canada advertising to federal departments; a right of access to electronic news sources and offers capacity building activities; advisory services and technical advice and capacity building activities on public opinion research in the Government of Canada; centralized access to and assistance in locating Government of Canada publications; and produces and publishes the Canada Gazette, the official newspaper of the Government of Canada since 1841.

Advertising coordination services—Class of record

Note: Formerly PWGSC ISB 124
Description: Information on advertising campaigns managed by federal institutions and information related to the management of Government of Canada (GC) online advertising campaigns funded through the Whole-of-Government web buy initiative.
Document types: Campaign plans, documents related to Government of Canada media purchases, and GC advertising annual reports
Disclosure summaries: No third-party disclosures of personal information have occurred as a result of new or amended information sharing arrangements, information sharing agreements, and/or contracts since October 2022.
Record number: PWGSC RGPB 124

Canada Gazette—Class of record

Note: Formerly PWGSC ISB 400
Description: Part I, Part II and Part III of the Canada Gazette, the official newspaper of the Government of Canada. The PDF version, which has been available online since 2003, is accessible on the Canada Gazette website.
Document types: Published every Saturday (but available on the Canada Gazette website as of 2 pm on Friday), Part I consists of proposed regulations, notices from departments and agencies, and decisions of administrative boards from the federal government as well as an assortment of public notices from the private sector. Published every second Wednesday (and available on the Canada Gazette website as of 9 am), Part II contains approved regulations and statutory instruments, such as orders in council and proclamations. Published on average 3 to 5 times a year, Part III consists of new statutes and their enactment proclamations. Furthermore, a Part I Quarterly Index is published every 3 months. A Consolidated Index with regulatory texts dating back to January 1, 1955, is published 4 times per year. As needed and according to specific criteria, extra editions are also published.
Disclosure summaries: No third-party disclosures of personal information have occurred as a result of new or amended information sharing arrangements, information sharing agreements, and/or contracts since October 2022.
Record number: PWGSC RGPB 400

Public opinion research services—Class of record

Note: Formerly PWGSC ISB 445
Description: Information on public opinion research studies commissioned by federal government departments and agencies.
Document types: Statement of work, contract, public opinion research quality checklist, email correspondence with clients, requisition form, transmittal sheets, research instruments (screeners, interview guide, questionnaires as applicable), departmental public opinion research plan, public opinion research registration number
Disclosure summaries: No third-party disclosures of personal information have occurred as a result of new or amended information sharing arrangements, information sharing agreements, and/or contracts since October 2022.
Record number: PWGSC RGPB 445

Linguistic services

The Linguistic services program offers a full, integrated range of linguistic services in both official languages, in Canada's Indigenous languages, and in over 100 foreign languages. It provides quality translation, interpretation, visual interpretation, closed captioning, revision, editing and language advice to Parliament, the Canadian judiciary and federal departments and agencies, in order to help the federal government meet its obligations under the Official Languages Act. It also develops, standardizes and provides terminology, and develops, maintains and promotes the Language Portal of Canada in order to manage the government's terminology expertise, promote consistency, quality, and encourages Canadians to use both official languages.

Interpretation services for conferences—Class of record

Description: Information on the delivery of interpretation services at conferences.
Document types: Client list; rate list; service requests; correspondence; name of client resource person; client records, invoicing documents; travel expenses; priority ranking list; project data
Disclosure summaries: Under development
Record number: PWGSC TRA 231

Linguistic contracts—Class of record

Description: Information on the Translation Bureau contracting and procurement process to obtain professional language services. Files include information about identifying the services to be purchased; contract development and approval processes and procedures; contract negotiations; administration of awarded contracts, including amendments if required; post-contract evaluations; information about the contractor such as the company's profile, résumés, diplomas, work experience, previous contracts completed and clients.
Document types: Contract files and related correspondence, award criteria, guidelines, regulations, approval requirements, statements of work, requests for proposals, contractor eligibility lists, planning documents, solicitation or tender documents, solicitation or tender reports, monitoring reports, invoices, payment requisitions, post-completion evaluation reports, sole source contract justification, standing offers, supply arrangements, communications with clients and suppliers, purchase requisitions, security clearances or checks
Disclosure summaries: Under development
Record number: PWGSC TRA 245

Linguistic industry analysis—Class of record

Description: Information on the changing of the language industry, workforce availability, succession planning, language market trends, changing language technology.
Document types: Reports, analyses, recommendations, market studies, and action plans
Disclosure summaries: Under development
Record number: PWGSC TRA 234

Linguistic services—Class of record

Description: Information on the delivery of translation and revision services to other departments and central agencies. Could include information on the delivery of other linguistic services, such as technical advice on questions relating to translation, terminology and style and proofreading.
Document types: Client list; rate list; service requests; estimates and service proposal; correspondence; service agreements; name of Translation Bureau client representative and client resource person; service delivery protocol and guidelines; client records; documentary research; invoicing documents; project data; information technology
Disclosure summaries: Under development
Record number: PWGSC TRA 230

Linguistic services to Parliament—Class of record

Description: Information on the delivery of translation, revision, editing and interpretation services and other linguistic services to Parliament. Could include information on the delivery of other linguistic services, such as writing assistance and proofreading.
Document types: Service requestor list; service requests; correspondence; service agreements; name of resource persons; service delivery protocol and guidelines; documentary research; project data
Disclosure summaries: Under development
Record number: PWGSC TRA 232

Standardization services—Class of record

Description: Information on the delivery of terminology standardization services, glossary preparation, storage, management and dissemination of terminology. Could include information about the development, organization, functions, activities and management of terminology committees. Information about committee members and their role and responsibilities and administrative support documents may also be included.
Document types: Terminology records and bulletins and updates, terminological information sheets, questions and answers, schedule of planned events, list of committees, list of the Translation Bureau's representatives on various committees (federal, national, international), mandates, agendas, meeting records, correspondence, reports, recommendation documents, briefing notes and discussion documents, travel records and hospitality files
Disclosure summaries: Under development
Record number: PWGSC TRA 240

Standards and policies—Class of record

Description: Information on standards and policies related to the hiring language professionals, quality standards for services provided by the Translation Bureau and professional development of language professionals.
Document types: Demographic reports and analyses; projected human resources requirements; professional performance analysis; analyses and reports on the quality of the Translation Bureau's services; recommendations.
Disclosure summaries: Under development
Record number: PWGSC TRA 250

Training and development—Class of record

Description: Information related to the training of Translation Bureau employees to acquire new knowledge and skills, maximize their potential and increase their productivity. These files may contain information on language and terminology training programs, training requirements, professional development, learning and training policies, monitoring and reporting requirements, continuous learning, and career planning.
Document types: Annual training reports; employee guidance material; analysis documents on training and skill requirements; professional skills assessment files, descriptions, criteria, evaluations; course outline; and in-house exams
Disclosure summaries: Under development
Record number: PWGSC TRA 260

Security and oversight services

Security and Oversight Services support the ethical and secure management of Government of Canada activities. This program is responsible for inspections, investigations and integrity verifications for the Department, other government departments and Canadians. Security and Oversight Services include: Contract Security, Controlled Goods, Integrity Regime, Fairness Monitoring Services and Forensic Accounting Services, Business Dispute Management, and Data Analytics and Fraud Detection. It aims at providing high quality programs and services that ensure government operations are carried out securely, with probity and with integrity; and ensures the government does business with ethical suppliers.

Business dispute management—Class of record

Description: Information on internal neutral dispute resolution services provided to PWGSC contracting authorities, client departments and suppliers where PWGSC is the contracting authority.
Document types: Complaints or enquiries; completed or in progress files which may contain names and contact information of the disputants, client department information, nature of the dispute including potential dollar amount in dispute and action taken by the department; chronology of events; records of decisions; minutes; correspondence; action plans; recommendations; and details of follow-up requests and actions
Disclosure summaries: No third-party disclosures of personal information have occurred as a result of new or amended information sharing arrangements, information sharing agreements, and/or contracts since October 2022.
Record number: PWGSC DOB 002

Business dispute management: Contracts—Personal information bank

Note: Formerly named conflict management contracts
Description: This bank describes information related to procurement or real property related disputes regarding common goods and services acquisition contract. Personal information may include: name, contact information, business information, details of complaint or dispute, and other identification numbers (such as PSPC or OPO case identifier).
Class of individuals: Suppliers providing services and/or goods to PSPC and/or client departments.
Purpose: Information is collected to enable PSPC to manage and resolve complaints and/or disputes with suppliers. This includes complaints and requests received directly by PSPC or through OPO.
Consistent uses: Information used for resolving contractual disputes. It may be shared with the parties to the dispute including the supplier, PSPC contracting authority, and client department representatives. Information may be used to coordinate between PSPC and OPO for inquiries, procurement practice reviews, supplier complaints, and alternative dispute resolution requests. Information may also be used for audit, evaluation, research, and/or statistical purposes.
Retention and disposal standards: Under development
RDA number: Under development
Related record number: PWGSC DOB 002
TBS registration: 20090463
Bank number: PWGSC PPU 182

Controlled goods registration—Class of record

Description: Information on all persons registered or exempted from registration (for example, temporary workers, international students, and visitors) examining, possessing, or transferring controlled goods in Canada.
Document types: Agreements and exchanges (information between PWGSC and other government agencies); registrations (including renewals and amendments); security assessments and or checks; applications for exemption; inspections and investigations; designated official training, and consent to use a Government of Canada security clearance
Disclosure summaries: Under development
Record number: PWGSC DOB 415

Controlled Goods Program—Personal information bank

Description: Under the authority of the Defence Production Act (DPA) and of the Controlled Goods Regulations (CGR), the program is mandated to conduct a security assessment, the extent to which the person poses a risk of transferring controlled goods to someone who is not registered or exempt. This bank describes information on any persons, applying for registration, amendment or exemption, registered, exempt, denied, suspended or revoked, examining, possessing, or transferring controlled goods in Canada. Personal information may include: name, contact information, telephone number, biographical information, biometric information (fingerprints), place and date of birth, citizenship, information on criminal history, education, travel, and current and former employment.
Class of individuals: Individuals conducting business in Canada as defined by section 2 of the CGR, who apply for registration or submit an exemption request to lawfully examine, possess or transfer controlled goods in Canada (section 37 of the DPA). Individuals may include sole proprietors, part-owners, directors, officers, designated officials within organizations as per CGR paragraph 10(d), as well as visitors, and temporary workers and international students as defined in section 1 for exemption under section 17.
Purpose: Prior to any examining, possessing, or transferring of controlled goods in Canada, individuals must be assessed against security risks and be registered or exempted from registration per the DPA and CGR. Based on the personal information obtained from the applicant, an evaluation of the risk of transferring controlled goods by the applicant to someone who is not registered or exempt is made and registration or exemption is either granted or denied. The information is also reviewed on the basis of a security assessment to deny a new or renewing registration or exemption, or suspend, amend or revoke an existing one. The name and contact information may be used or disclosed for corresponding with registrants or validation in a search capacity on the Controlled Goods Program website.
Consistent uses: The Controlled Goods Program (CGP) may share information with other federal institutions to assist in evaluating the risk of persons, wishing to register in the program, or receive an exemption, transferring controlled goods to persons who are not registered or exempt. As the Department of National Defence (DND) has prime interest in the DPA, the CGP may exchange personal information described in the related DND PIB and DND PPE 835 for the purpose of verifying individuals and organizations that possess the required import and export permits as well as authority identified on Global Affairs Canada's (GAC) export control list (used to determine the list of controlled goods). Information may also be disclosed to the Royal Canadian Mounted Police (RCMP) (RCMP PPU 030—Information and Identification Services Criminal Records) and the Canadian Security Intelligence Service (CSIS) (CSIS PPU 005—Security Assessments/Advice) for their conducting of the requisite checks in accordance with the Treasury Board Policy on Government Security. Some information is shared with GAC for the purpose of validating and assessing the risk of illegal transfers by importers and exporters and to validate the risk of illegal transfer of controlled goods by temporary workers, international students, and visitors. This information may be exchanged with Canada Border Services Agency (CBSA) PIB CBSA PPU 016, and Security Intelligence Analysis Directorate. Reports are shared with the CSIS in PIB CSIS PPU 015 for the purposes of section 30 of the DPA. Information may be shared with other government departments, or any person authorized by a government department, requiring the information for the discharge of the functions of that department for the purpose of conducting investigations under the DPA, or any other offences against a Canadian law that requires this information. For example, the CGP may share information with the RCMP, RCMP PPU 005, or DND, DND PPE 835.
Retention and disposal standards: Operational files are retained by the Controlled Goods Directorate. Records for registration are destroyed 5 years after the person ceases to be registered. When a registration is renewed, all documentation pertaining to the previous registration is destroyed 5 years after the received date, except for any proof of business documentation, the latest inspection report and security plans for all sites (active and inactive). Records for temporary worker/international student and visitor exemption are destroyed 2 years after the exemption expires. Records for breach of the CGR and/or DPA are destroyed 2 years after the file is resolved. In the case of a confirmed breach, records are destroyed 5 years after the person ceases to be registered or the expiration of the exemption. Records for criminal investigation are destroyed 2 years after the file is resolved. In the case of a confirmed violation, records are destroyed 5 years after the person ceases to be registered or the expiration of the exemption.
RDA number: 2015/012
Related record number: PWGSC DOB 415
TBS registration: 005093
Bank number: PWGSC PPU 045

Fairness monitoring—Class of record

Description: Information on third-party fairness monitoring of departmental activities, such as procurement or acquisition and disposal of real property, to provide assurance that those activities are conducted in a fair, open and transparent manner.
Document types: Requests for proposals and other solicitation documents; bidder evaluation; complete and progress files (information on the process of selecting a Fairness Monitor including the call-up against standing offer or task authorizations, and contact information of the contractor, contract, and associated information); invoices from suppliers; deliverables received from the contract; background information on the departmental activity; correspondence; and information on follow-up activities
Disclosure summaries: No third-party disclosures of personal information have occurred as a result of new or amended information sharing arrangements, information sharing agreements, and/or contracts since October 2022.
Record number: PWGSC DOB 003

Fairness monitoring—Personal information bank

Description: This bank describes information related to independent third-party contractors engaged to perform fairness monitoring of PWGSC activities. Personal information may include: name, contact information, biographical information including professional qualifications, financial information, business type, other identification numbers (such as PWGSC supplier and/or case identifiers).
Class of individuals: Suppliers providing services to PWGSC and/or client departments
Purpose: The information is collected in the proposals/bids submitted by potential Fairness Monitor (FM) suppliers seeking to be engaged by PWGSC as independent third-party fairness monitors and is used to evaluate and rate the supplier's ability.
Consistent uses: Final Fairness Monitoring reports, which are published on PWGSC's internet site, normally include: the FM contractor's company name, and names of the contractor's employees who performed the FM work. Information may also be used for audit, statistical, and reporting purposes.
Retention and disposal standards: Under development
RDA number: Under development
Related record number: PWGSC DOB 003
TBS registration: 20090462
Bank number: PWGSC PPU 183

Forensic accounting—Class of record

Description: Electronic and paper documents (information) used to prepare forensic accounting reports and to provide forensic accounting advice during criminal or administrative investigations with financial and accounting components. Information is acquired and managed by client organizations (such as the Royal Canadian Mounted Police, Department of National Defence, Ontario Provincial Police or Service de Police de la Ville de Montréal) and provided to the organization so that it can complete the forensic accounting analysis. The original documents remain in the custody of the clients.
Document types: Forensic accounting reports, letters, charts, graphs, tables, summaries, and supporting notes. The forensic accounting working papers may also include, if relevant, parts or all of writs, transcripts of evidence, statements and/or affidavits
Disclosure summaries: No third-party disclosures of personal information have occurred as a result of new or amended information sharing arrangements, information sharing agreements, and/or contracts since October 2022.
Record number: PWGSC DOB 007

Forensic accounting services—Personal information bank

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 incident and location and legal authority for those acting on behalf of an account holder or estate. Personal information is collected and maintained by clients and partners. Access to the personal information is provided to PWGSC employees so that they do their work.
Description: This bank describes information which PSPC has access to and uses in requests from other government departments (provincial, territorial, municipal, indigenous) and related police forces to provide forensic accounting services for criminal or administrative investigations. Personal information may include name, contact information, biographical information, citizenship status, credit history, date of birth, date of death, employee identification number, employment equity information, employee personnel information, financial information, other identification numbers, place of birth, place of death, signature, opinions and views of or about individuals, and criminal checks/history.
Class of individuals: Individuals or legal entities (including businesses, trustee of estate, etc.) being investigated by law enforcement agencies, their legal representative(s), officials of other governments and police forces, and any other individuals involved in the criminal or administrative investigation.
Purpose: Personal information is used to provide prepared forensic accounting reports and supporting expert testimony for criminal investigations undertaken by national, provincial and municipal law enforcement agencies or in the context of administrative investigations.
Consistent uses: The information may be used or disclosed for enforcement purposes. Information in forensic accounting reports may be shared with the entity that requested the services from PWGSC, which may include namely the Royal Canadian Mounted Police, the Public Prosecution Services of Canada, Ontario Provincial Police, and the Service de Police de la Ville de Montréal.
Retention and disposal standards: Under development
RDA number: Under development
Related record number: PWGSC DOB 007
TBS registration: 20100308
Bank number: PWGSC PPU 210

Industrial security—Class of record

Description: Information on the Contract Security Program to protect national and international classified or protected information related to government contracts and information on suppliers registered in the Contract Security Program and the security clearances or reliability status of their organizations, personnel and PWGSC employees.
Document types: International bilateral industrial security instruments (agreements, memoranda of understanding or arrangements), information shared between Canada and other countries, contracts with security requirements, industry registration applications and documents, inspections and investigations, security clearance application and evaluations of industry personnel and PWGSC employees, notification and decision letters, North Atlantic Treaty Organization security, industrial security training, in the context of the TB Policy on Government Security and the standard on security screening
Disclosure summaries: Under development
Record number: PWGSC DOB 105

Industry personnel clearance and reliability records—Personal information bank

Note: The collection of information on security screening forms may be conducted through a source other than PWGSC. This includes other government departments and private sector individuals designated as company security officers and key senior officials , authorized security officials in the Contract Security Program. The collection of personal information by authorized security officials in the government and private industry is only done with the consent of the individual.
Description: This bank describes information that is related to security screening assessments of individuals working or applying for work with a government institution and private industry by way of appointment, assignment or contract. Personal information may include completed personnel screening, consent and authorization forms, applicable security clearance and personal history documentation and completed security screening certificate and briefing forms. The personal information may include biographical information, biometric information (such as, fingerprints, digital photographs, etc.), character assessments (such as loyalty, trustworthiness, etc.) citizenship status, contact information, credit information, criminal checks/history information, date of birth, educational information, employee identification number, employee personnel information, financial information, other identification numbers, opinions and views of, or about, individuals, physical attributes, place of birth, signature and/or military service information. The bank may also describe personal information about any immediate relatives, including name, contact information, date of birth and death, and relationship to applicant.
Class of individuals: General public, including volunteers, all current and former employees, contractors, immediate relatives, current and former spouse/common law partner, agency, casual employees, and students, individuals who give character references (including neighbours), current/former employers
Purpose: Personal information is used to support decisions for granting or reviewing for cause the reliability status, security clearance or site access of individuals working or applying to work through appointment, assignment or contract. A review for cause may result in the denying or revocation of the individual's reliability status, security clearance or site access. For many institutions, personal information is collected pursuant to subsection 7(1) of the Financial Administration Act and as required under the Treasury Board Policy on Government Security. For those institutions not subject to the Financial Administration Act or the Treasury Board Policy on Government Security, consult the institution's access to information coordinator to determine collection authority.
Consistent uses: Where applicable, information, including fingerprints, may be shared with the RCMP and CSIS to conduct the requisite checks and/or investigation in accordance with the Treasury Board Policy on Government Security and Standard on Security Screening; refer to the following institution-specific personal information banks: for the RCMP, forensic science and identification services and Canadian criminal real time identification services-RCMP PPU 030; for CSIS, security assessments/advice-CSIS PPU 005. The security screening status may be shared with human resources officials to update the individual's personnel file, refer to standard personal information bank employee personnel record—PSE 901. Information may also be shared with credit bureaus to obtain credit rating to support decisions for granting or reviewing reliability status, security clearance or site access of individuals. Some information may be used or disclosed for program evaluation. Disclosure of some personal information is conducted for the purpose of fulfilling personnel security clearance requirements as defined in government contracts. The disclosure is made based on the consent of the individual received upon initial application for security clearance. Information of a personal nature is disclosed to RCMP in relation to: individuals' name, date of birth, fingerprints. Similar to information disclosed to RCMP, personnel information relayed to CSIS could pertain to an individual's residence, siblings, travel, employment and character references and so forth. In the event that adverse information is received, the responsibility center (Canadian Industrial Security Directorate) would solicit recommendations from PWGSC's legal counsel to clarify any ambiguities and provide a legal opinion in relation to the granting/denying of the requested security clearance. Some personal information may be disclosed to authorised persons within and outside the government. In terms of outside of government, personal information may be disclosed to any authorized security official of any organization registered in PWGSC's Contract Security Program, upon request. A consent form must be signed by the individual before personal information is provided to registered organizations. Within government, personal information may be disclosed to departmental security officers, procurement and integrity officers, and project authority officials. Periodic data matching may be employed to ensure validation of the personal information collected.
Retention and disposal standards: Records are retained for 2 years following the closure of the security clearance. If no action occurs during the 2 years following the closure of the security clearance, the paper records are submitted to Library and Archives Canada for destruction in accordance with the standard; electronic records are purged except for minimal tombstone data which is archived.
RDA number: 79/018
Related record number: PWGSC DOB 105
TBS registration: 001369
Bank number: PWGSC PPU 015

Integrity verification services—class of record

Description: Includes records on specific charges and convictions of offences listed under the Ineligibility and Suspension Policy and provides a consistent and reliable approach in verifying supplier information to help mitigate the risk of awarding contracts and real property agreements to unethical suppliers. Integrity verifications validate that a supplier is not ineligible or suspended prior to contract or real property agreement award. Compliance is monitored during the life of the procurement/real property transaction. A supplier may be determined to be ineligible or suspended if the supplier, its affiliate, or its owner/trustee/director/manager/senior officer have been charged with, or convicted of, an offence listed in the Ineligibility and Suspension Policy, including a similar offence abroad in the past 3 years.
Document types: Suppliers verification request forms, supplier profiles, case files containing convictions and charges, court documents (judgements and agreements), enhanced due diligence files, integrity verification forms, satisfaction surveys, memoranda of understanding for information sharing, statistics, quarterly reports database activity reports, procedures, guidelines and policies, user manuals, work plans, privacy impact assessment, supplier intelligence reports, risk assessment reports, technical database documentation, system logs, user acceptance testing strategies/results/reports, training materials and process maps.
Disclosure summaries: No third-party disclosures of personal information have occurred as a result of new or amended information sharing arrangements, information sharing agreements, and/or contracts since October 2022.
Record number: PWGSC DOB 005

Integrity Assessment Program—Personal information bank

Description: This bank describes information that is related to the evaluation of bidders and suppliers during the bid evaluation process as well as monitoring after awarding of a contract, lease, or tenant occupancy. The personal information may include name, contact information, biographical information, criminal checks/history, date of birth, financial information, physical attributes, signature and security screening information.
Class of individuals: Individuals convicted of offences specified in solicitation clauses and contract/lease conditions.
Purpose: The personal information is used to administer the Integrity Assessment Program, determine eligibility for the awarding of, and continuance thereof, a contract, lease, or tenant occupancy, and establish an inventory of individuals convicted of offences that would preclude them from being awarded a Government of Canada contract, lease, or tenant occupancy agreement. Personal information is collected pursuant to the Criminal Code of Canada, section 750(3); the Financial Administration Act, paragraph 42(1)(c), and the Department of Public Works and Government Services Act, sections 7 and 21.
Consistent uses: The information may be used or disclosed for the following purpose: evaluation. Information may be shared with the RCMP to validate the criminal conviction certifications necessary for obtaining or maintaining a procurement instrument; refer to Operational Case Records—RCMP Priority Placement Unit-PPU 005. Conviction information may be shared with other federal departments and agencies who may require this information for their own procurement processes; refer to standard personal information bank (PIB) on Professional Services Contract—Standard bank-general public-PSU 912. Conviction information may be shared with the Acquisitions Branch and other branches to evaluate and monitor bidders and suppliers; refer to Supplier Registration Information—PWGSC institution-specific public bank (PPU) 071, and Professional Services Contracts—PSU 912. Information may also be shared with Industrial Security Sector to assist in determining whether individual security screening level should be denied, suspended, or revoked; refer to Industry Personnel Clearance and Reliability Records—PWGSC PPU 015.
Retention and disposal standard: An archiving system in the database will be developed in the next fiscal year (under development) and new retention and disposal standards will be done via the Record Disposition Authority. We therefore expect to have new standards developed in the summer of 2022.
Records disposition authority number: Under development
Related class of record numbers: PWGSC ACQ 300, PWGSC ACQ 320, PWGSC RPB 040, PWGSC SPIB 024, PWGSC TRA 245, PWGSC DOB 005
TBS registration: 20120412
Bank number: PWGSC PPU 184

International and intergovernmental cooperation—Class of record

Description: Information on foreign visits and international intergovernmental activities, such as information sharing and best practices, which are used for ensuring international security standards are being applied. Information also concerns the international bilateral industrial security instruments (arrangements, memoranda of understanding or agreements) with foreign countries or international organizations on the exchange of classified and protected information and assets.
Document types: International bilateral industrial security instruments (arrangements, memoranda of understanding or agreements), reports, legal opinions, decisions and implementation processes, management procedures and logistics
Disclosure summaries: Under development
Record number: PWGSC DOB 035

Service management

The Program Service Management enables the designated service official to deliver programs of work, and data for departmental service results reporting.

Client service strategy documents—Class of record

Description: Information related to the PWGSC-wide strategy on client service including its projects, guidelines and publications.
Note: Formerly PWGSC ISB 450
Document types: Strategy related documentation, presentations, reports, service agreements, publications, guidelines, policies and briefing notes
Disclosure summaries: Under development
Record number: PWGSC DSB 450

Core responsibility: Procurement Ombud

The Office of the Procurement Ombud operates at arm's-length from federal organizations. It is legislated to review the procurement practices of federal organizations, review complaints from Canadian suppliers, and provide dispute resolution services.

Procurement Ombud

Review of departmental procurement practices—Class of record

Description: Includes records related to reviews of departmental procurement practices conducted under the authority of section 22.1 (3)(a) of the Department of Public Works and Government Services Act and section 4(1) of the Procurement Ombudsman Regulations.
Document types: Contract files and related correspondence; award criteria, policies, guidelines, regulations, approval requirements, statements of work, requests for proposals, contractor eligibility lists, planning documents, solicitation or tender documents or reports, monitoring reports, invoices, payment requisitions, post-completion evaluation reports, sole source contract justifications, standing offers, supply arrangements, purchase requisitions, and security clearances or checks; communications with federal officials; review plans; terms of references; analyses; recommendations; reports; and communications materials.
Disclosure summaries: No third-party disclosures of personal information have occurred as a result of new or amended information sharing arrangements, information sharing agreements, and/or contracts since October 2022.
Record number: PWGSC OPO 015

Procurement Ombud: Review of procurement practices and supplier complaints—Personal information bank

Note: In addition to the requirements specified on the Personal Information Request Form, individuals requesting information described by this bank must provide the subject and date of correspondence and Solicitation or Contract Number.
Description: This bank describes information related to complaints from potential suppliers with respect to the award and administration of federal contracts for goods and services. Personal information may include name, contact information (including company name), financial information, identification numbers, views and opinions of or about individuals, and signatures. All personal information obtained from communications relating to Office of the Procurement Ombud's (OPO) legislatively mandated activities is contained in the Procurement Ombud Database (POD). OPO often receives media inquiries and unsolicited communications from the general public, which may include personal information in their text, general inquiries unrelated to cases being overseen by OPO, all of which are retained outside of POD.
Class of individuals: Individuals or representatives of businesses who submit a complaint to the Office of the Procurement Ombud; and respondent(s) to complaint, which could include current or former employees of federal institutions and/or members of the general public.
Purpose: Personal information is used to investigate supplier complaints submitted to the Office of the Procurement Ombud and is collected under the authorities of the Department of Public Works and Government Services Act, sections 22.1 to 22.3 and 23.1, paragraph 22.1(3)(b) and section 18(1) of the Procurement Ombudsman Regulations.
Consistent uses: The findings and recommendations of the Ombud will be provided to the complainant(s), respondent(s), relevant federal minister and the Minister of Public Works and Government Services Canada in accordance with the Procurement Ombudsman Regulations. Information will be disclosed to relevant individuals within other government institutions to which the complaint refers, and some information may be described in Standard PIB professional services contracts, PSU 912. Information may also be used or disclosed for: establishing of inventory of complaints, evaluation, and reporting purposes (including the Ombud's Annual Report to Parliament). The Office of the Procurement Ombud only publishes personal information that the complainant has consented to share, and only shares it in the context and for the purpose that it was consented to.
Retention and disposal standards: The information is retained for 7 years after which it is destroyed.
RDA number: 2016/009
Related record numbers: PWGSC OPO 015, PWGSC OPO 011
TBS registration: 20100136
Bank number: PWGSC PPU 001

Suppliers complaints—Class of record

Description: Includes records related to inquiries, complaints and requests for alternate dispute resolution (ADR) services made by individuals or representatives of businesses who submit an inquiry, a complaint, or request for ADR services to the Office of the Procurement Ombud and respondent(s) to the complaint or request.
Document types: Complaints or enquiries; completed or in progress files which may contain names and contact information of the disputants, client department information, information on the nature of the dispute, specifics of the dispute from each party, actions taken by the department and complainant; chronology of events; records of decisions; minutes; correspondence between suppliers and federal officials; details of follow-up requests and actions; procedures, policies and regulations; action plans; analyses; recommendations; reports; and communications materials.
Disclosure summaries: No third-party disclosures of personal information have occurred as a result of new or amended information sharing arrangements, information sharing agreements, and/or contracts since October 2022.
Record number: PWGSC OPO 011

Internal services

This subsection lists all Standard Classes of Records and Standard Personal Information Banks in use at Public Services and Procurement Canada.

Internal Services are those groups of related activities and resources that the Federal Government considers to be services in support of programs and/or required to meet corporate obligations of an organization. Internal Services refer to the activities and resources of 10 distinct services that support program delivery in the organization, regardless of the Internal Services delivery model in a department. These services are: Acquisition Management Services, Communications Services, Financial Management Services, Human Resources Management Services, Information Management Services, Information Technology Services, Legal Services, Materiel Management Services, Management and Oversight Services, Real Property Management Services.

Acquisition management services

Acquisition management services involve activities undertaken to support the acquisition of goods, services or construction services identified as necessary for a department to fulfill its ongoing mandate and purpose. These activities include:

processing
monitoring
reporting
developing and implementing departmental policies and procedures
developing and implementing activities that support the sound management of procurement contracts

Procurement and Contracting—Class of record

Professional Services Contracts—Personal information bank

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. These activities ensure that the public 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.

This Internal Services category refers to communications that are corporate in nature, affecting the entire department whether through internal communications to all employees or external communications on behalf of the department.

Communications—Class of record

Internal Communications—Personal information bank
Public Communications—Personal information bank

Financial management services

Financial management services involve activities undertaken in the department to ensure the prudent use and stewardship of financial resources in an effective, efficient and economic manner. Activities include planning, budgeting, accounting, costing, reporting, control and oversight, analysis, decision support and advice, and financial systems.

Financial management—Class of record

Accounts payable—Personal information bank
Accounts receivable—Personal information bank
Acquisition cards—Personal information bank

Human resources management services

Human resources management services include activities related to supporting human resources (HR) planning and reporting; reviewing, assessing and developing organizational design; reviewing and assessing job descriptions and classifications; supporting staffing processes; collecting and processing employee information related to compensation, leave and transfers; identifying and coordinating organization-wide training and learning requirements; promoting values, ethics and employment equity; managing employee recognition and awards programs; addressing workplace management and labour relations; and developing and maintaining HR information systems within the organization.

Awards (Pride and recognition)—Class of record

Recognition Program—Personal information bank

Classification of positions—Class of record

Staffing—Personal information bank

Compensation and Benefits—Class of record

Attendance and Leave—Personal information bank
Pay and Benefits—Personal information bank

Employment Equity and Diversity—Class of record

Employment Equity and Diversity—Personal information bank

Hospitality—Class of record

Hospitality—Personal information bank

Human Resources Planning—Class of record

Human Resources Planning—Personal information bank
Workplace Day Care—Personal information bank

Labour Relations—Class of record

Canadian Human Rights Act—Complaints Personal information bank
Discipline—Personal information bank
Grievances—Personal information bank
Harassment and violence—Personal information bank
Disclosure of wrongdoing in the workplace—Personal information bank
Values and Ethics Codes for the Public Sector and Organizational Code(s) of Conduct—Personal information bank

Occupational Health and Safety—Class of record

Employee Assistance—Personal information bank
Harassment—Personal information bank
Occupational Health and Safety—Personal information bank
Vehicle, Ship, Boat and Aircraft Accidents—Personal information bank

Official Languages—Class of record

Official Languages—Personal information bank

Performance Management Reviews—Class of record

Discipline—Personal information bank
Performance Management Reviews—Personal information bank

Recruitment and Staffing—Class of record

Applications for Employment—Personal information bank
Employee Personnel Record—Personal information bank
EX Talent Management—Personal information bank
Personnel Security Screening—Personal information bank
Staffing—Personal information bank
Values and Ethics Codes for the Public Sector and Organizational Code(s) of Conduct—Personal information bank

Relocation—Class of record

Relocation—Personal information bank

Training and Development—Class of record

Training and Development—Personal information bank

Information management services

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 management (IM) is the discipline that directs and supports effective and efficient management of information in an organization, from planning and systems development to disposal or long-term preservation.

Access to Information and Privacy—Class of record

Access to Information Act and Privacy Act Requests—Personal information bank

Information Management—Class of record

Library Services—Personal information bank

Information technology services

Information technology services involve activities undertaken to achieve efficient and effective use of information technology (IT) to support government priorities and program delivery, to increase productivity and enhance services to the public. IT management activities includes planning, developing (or procuring), and operating IT computing, telecommunications, infrastructure and applications.

Information Technology—Class of record

Electronic Network Monitoring—Personal information bank

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. Activities include the provision of the following services: legal advisory, litigation and legislative services.

Legal services—Class of record

Management and oversight services

Management and oversight services involve activities undertaken to ensure that federal government service operations and programs comply with applicable laws, regulations, policies and plans. Activities include providing strategic direction, governance and corporate planning; allocating resources and taking investment decisions; and analyzing exposure to risk and determining appropriate countermeasures.

Cooperation and liaison—Class of record

Lobbying Act Requirements—Personal information bank
Outreach Activities—Personal information bank

Executive Services—Class of record

Executive correspondence—Personal information bank

Internal audit and evaluation—Class of record

Evaluation—Personal information bank
Internal audit—Personal information bank

Planning and reporting—Class of record

Materiel management services

Materiel management 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. Treasury Board's Policy on Management of Materiel defines materiel as "all movable assets, excluding money or records, acquired by Her Majesty in right of Canada." Movable assets are tangible and include a broad range of goods such as equipment (for example, office, information technology, telecommunications, scientific), furniture and furnishings, and larger goods (for example, vehicles and ships). Most materiel expenditures are specific program expenditures. However, as an Internal Services category, materiel management services include the expenditures from policy and administrative support for those who manage and dispose of materiel throughout the department.

Materiel Management—Class of record

Vehicle, ship, boat and aircraft accidents—Personal information bank

Real Property Management Services

Real property management services involve activities undertaken to ensure that real property (for example, land, bridges, and buildings) is managed in a sustainable and financially responsible manner throughout its life cycle to support the cost-effective and efficient delivery of government programs. Most federal real property services are captured under specific program expenditures. As an Internal Services category, real property management services are limited to those expenditures associated with office accommodations that are not funded by Public Services and PSPC, as well as to expenditures for real property services. Also included in this category are the expenditures of any FTEs that provide real property policy advice to real property practitioners throughout the department.

Real Property Management—Class of record

Real Property Management—Personal information bank

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.

Administrative services—Class of record

Parking—Personal information bank

Boards, committees and council—Class of record

Governor in council appointments—Personal information bank
Members of Boards, Committees and Councils—Personal information bank

Business Continuity Planning—Class of record

Business Continuity Planning—Personal information bank

Disclosure to investigative bodies—Class of record

Disclosure to investigative bodies—Personal information bank

Proactive disclosure—Class of record

Hospitality—Personal information bank
Travel—Personal information bank

Security—Class of record

Physical Access Controls—Personal information bank
Disclosure of Wrongdoing in the Workplace—Personal information bank
Personnel Security Screening—Personal information bank
Security Incidents and Privacy Breaches—Personal information bank

Travel—Class of record

Travel—Personal information bank

Classes of personal information

Classes of personal information describe personal information that is not used for administrative purposes and is not intended to be retrievable by personal identifiers, for example, unsolicited opinions, complaints or correspondence. This section is included to ensure that institutions account for all personal information they hold.

Government of Canada publications

This category of personal information contains information about individuals who communicate with the Government of Canada Publications Directorate (formerly known as Publishing and Depository Services Directorate) through customer service or online.

The information is used to process inquiries or requests. The information includes the names, addresses, phone numbers and emails of customers.

This category of personal information includes members of the public, federal employees and individuals representing businesses, libraries, schools (all levels), as well as health and community organizations who have inquired about Government of Canada publications.

The name, address, e-mail and telephone number of these persons could be communicated to another federal government institution if the request concerns that institution.

Claim of right requests

The Receiver General Operations Division receives unsolicited correspondence to Receiver General postal addresses from members of the public who wish to claim a right or submit a general complaint. Requests are digitized and a generic reply is returned to the sender, along with a paper copy of the original documentation. Digitized copies of requests are kept for an indeterminate time in our folders and are sorted by correspondence date. The correspondences may contain various type of personal information about the requestor, depending on what the latter decided to include (name, contact information, financial information, etc.)

Project records

In carrying out its mandate, the department generates and receives a large volume of information and correspondence related to work projects. These projects include property acquisition, disposal, expropriation and management; building, highway and marine construction repair and demolition; dredging services and fleet management; and the provision of associated research, development and consulting services.

Included in this material are often found the personal views and opinions of individuals; evaluations of contractors' and consultants' performance; financial information relating to the management of projects; and any other correspondence associated with specific projects. The retention periods associated with this class of personal information are controlled by the records schedules of the general subject files in which they are stored.

Project records are organized by location. Consequently, access to personal information in project records requires the individual to provide the location of a specific project as well as the nature of the project.

Manuals

Access to Information and Privacy Directorate Desk Procedures
Bill Payment Service—Terms of Engagement
Canadian General Standards Board Policy and Procedures Manual for the Development and Maintenance of Standards
Canadian General Standards Board style manual for the preparation of standards
Card Acceptance Service- Terms of Engagement
CGSB Certification Program for Polyethylene Vapour Barrier, 6 Mil Program Manual
CGSB Qualification Program for Security Officers and Security Officer Supervisors Program Manual
CGSB Laboratory Acceptance Program, Program Manual
Contracting Procedures Guide—Linguistic Services Contracts
Directive on Registering Linguistic Services Suppliers
Electronic Fund Transfer (EFT) Service- Terms of Engagement
Electronic Fund Transfer (EFT) Users Guide
Energy management
Family Allowance Program Policy and Procedures Manual
Federal Government Card Acceptance Departmental User's Guide
Federal Government Electronic Fund Transfer (EFT) Service—Terms of Engagement
Foreign Deposit Service: Terms of Engagement
Government of Canada Pension Centre Online Desktop Procedures Manual—Public Service Pension Plan
Government of Canada Pension Centre Online Desktop Procedure Manual—Royal Canadian Mounted Police (RCMP) Pension Plan
Guideline for greening services procurement
Guideline for Integration of Environmental Performance Considerations in Federal Government Procurement
Guideline for the Disposal of Federal Surplus Electronic and Electrical Equipment
Industrial Security Manual
Government of Canada Pension Centre Online Desktop Procedures Manual—Canadian Armed Forces Pension Plan
Insurance Administration Manual
Personnel Pay Input Manual (Manual and Online)
Pre-Authorized Debit Service—Terms of Engagement
PWGSC Publications Standards
Receiver General Buy Button—Terms of Engagement
Receiver General Manual, Directives and Information Notices
Request for Supply Arrangements EN966-140305/C
Service and Quality Standards
Standard Acquisition Clauses and Conditions (SACC) Manual
Standard Deposits Service—Terms of Engagement
Superannuation Procedures Manual—Public Service Corporations (PSC)
Supply Manual
TR Group Qualification Standards

Additional information

For general information about making a request for access to information or personal information, see Make an access to information or personal information request.

To make a request for information online, access the Access to Information and Personal Information Online Request Service.

To make a request for information under the Access to Information Act or the Privacy Act by mail, mail your letter or completed 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 application fee for a request under the Access to Information Act), to the following address:

Senior Director, Access to Information and Privacy and ATIP Coordinator

Mailstop 164-1
161, Goldenrod Driveway—Suite 130
Ottawa, Ontario K1A 0S5
Telephone: 1-844-417-2847
Facsimile: 819-994-2119
aiprp.atip@tpsgc-pwgsc.gc.ca

An on-site area will be available for the applicant to review original materials if that is what the applicant prefers (and if it is practical to do so), or if it is not practical to create copies of the material.

Each Access to Information Act request must include a $5 application fee. For requests made online, this is paid at the time of application via credit card. For requests made by mail, this is paid by enclosing a cheque or money order made payable to the Receiver General for Canada.

PSPC carries out privacy impact assessments (PIAs) to ensure that privacy issues are identified, assessed and resolved before a new or significantly changed program or activity involving personal information is put in place. Summaries of completed privacy impact assessments are available.

Page details

Date modified:: 2025-09-26

Info Source: Sources of federal government and employee information

On this page

Introduction to Info Source

Background

Responsibilities

Institutional programs and activities

Institution-specific content

In this section

Core responsibility: purchase of goods and services

Procurement program

Build in Canada innovation program—Class of record

Client and supplier engagement and communications—Class of record

Procurement services—Class of record

Procurement services—Personal information bank

Strategic acquisitions support services—Class of record

Core responsibility: payments and accounting

Cape Breton operations: Human resources legacy benefits

Sydney Tar Ponds and coke ovens remediation project—Class of record

Federal pay administration

Insurance administration—Class of record

Federal Government employees, pensioners and survivors: Insurance information—Personal information bank

Management of Personal Record Identifier—Class of record

Central index—Personal information bank

Pay administration—Class of record

Public service pay program—Personal information bank

Federal pension administration

Pension administration—Class of record

Federal pensions administration—Personal information bank

Government-wide accounting and reporting

Government-wide accounting and financial reporting—Class of record

Optional departmental financial and materiel management system—Class of record

Payments instead of property taxes to local governments

Payments in lieu of taxes—Class of record

Payments and revenue collection

Public money and banking—Class of record

Receiver General deposits—Personal information bank

Receiver General payments—Personal information bank

Core responsibility: property and infrastructure

Cape Breton operations: portfolio management

Sydney Tar Ponds and coke ovens remediation project—Class of record

Federal accommodation and infrastructure

Asset management—Class of record

Buildings and lands—Class of record

Register of land surveyors—Personal information bank

Register of real property appraisers—Personal information bank

Housing—Class of record

Crown and leased housing—Landlords Personal information bank

Crown and leased housing: Tenants—Personal information bank

Ministers regional offices—Class of record

Property development—Class of record

Research and innovation—Class of record

Parliament hill and surroundings

Asset management: Parliamentary precinct—Class of record

Commercial retail and letting: Parliamentary precinct—Class of record

Parliamentary precinct—Class of record

Project files: Parliamentary precinct—Class of record

Real property: Parliamentary precinct—Class of record

Signs and plates: Parliamentary precinct—Class of record

Real Property Services

Energy, sustainable development, environmental and custodial health and safety compliance—Class of record

Professional and technical services, design and construction—Class of record

Project files—Class of record

Property inventories—Class of record

Real property—Class of record

Signs and plaques—Class of record

Specifications—Class of record

Core responsibility: government-wide support

Asset disposal

Crown assets distribution—Class of record

GCSurplus personal—Information bank

Seized Property Management Directorate—Class of record

Seized property management information system—Personal information bank

Surplus properties—Class of record

Canadian General Standards Board

Certification management services—Class of record

Certification programs for products and services—Class of record

Personnel Certification Program—Class of record

Certification Program for the Federal Government procurement and material management—Personal information bank

Standards development services—Class of record

Document imaging services