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Public Services and Procurement Canada
Info Source: Sources of federal government and employee information

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

Information about programs and information holdings and a list of institutions subject to the Access to Information Act and the Privacy Act are available centrally.

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

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Background

Founded in 1841 and originally known as The Board of Works, the department became Public Services and Procurement Canada (PSPC) in 2015 formerly known as Public Works and Government Services Canada (PWGSC) through the amalgamation of the former Supply and Services Canada, Public Works Canada, Government Telecommunications Agency (Communications Canada), and the Translation Bureau (Secretary of State of Canada). However, as the title of the department has not been legally modified, the title of Public Works and Government Services Canada (PWGSC) and its acronym are still in use.

PWGSC reports to Parliament directly through the Minister of Public Works and Government Services Canada.

The Office of the Procurement Ombudsman (OPO), an independent office, and part of the portfolio of the minister, was established on May 5, 2008, as one 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 Ombudsman's annual report, which is tabled in Parliament by the Minister of Public Works and Government services Canada.

Responsibilities

PWGSC's mandate is to be a common service agency for the Government of Canada's various departments, agencies and boards.

With a strong focus on quality services and sound financial stewardship, we ensure optimum value by enabling other government departments and agencies to provide their programs and services to Canadians.

Public Works and Government Services Canada's departmental policy instruments are created in the absence of, or to augment policies and other related policy instruments from Treasury Board Secretariat (TBS). They are intended to communicate PWGSC's position or commitment towards a specific subject matter. Developed by mandated functional authorities, these policy instruments provide a continuing authoritative reference for departmental employees:

Although it is a program of PWGSC, 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, and makes recommendations for the improvement of those practices to ensure improved fairness, openness, and transparency in the procurement process.

Institutional functions, programs and activities

PWGSC's program alignment architecture (PAA), as approved by Treasury Board, supports the strategic outcome to deliver high-quality, central programs and services that ensure sound stewardship on behalf of Canadians and meet the program needs of federal institutions. There are 9 program activities that comprise PWGSC's PAA, as follows:

The creation of Shared Services Canada was announced in August 2011. That organization now carries out the information technology infrastructure services that were previously the responsibility of PWGSC.

Acquisitions

This program provides federal organizations with procurement solutions such as specialized contracts, standing offers, supply arrangements and memoranda of understanding for acquiring a broad range of goods and services, including construction services. This program delivers acquisitions and related common services using the smart procurement principles (early engagement, effective governance, independent advice and benefits for Canadians) through an open, fair and transparent process to ensure best value to Canadians and the federal government.

In this section

Acquisition stewardship

This sub-program ensures effective management of the acquisition function by providing direction and guidance to stakeholders, overseeing the development and deployment of government-wide strategies and designing processes and tools to preserve the integrity of the acquisition system. This is also done by maintaining the system's relevance and focus on the evolving needs of federal departments and agencies and the capacities of supplier communities. This work ensures the stewardship of acquisitions through a well-functioning procurement system.

Acquisition policy and strategic management

This sub-sub-program interprets the legislative and policy landscape in support of the management and continuous improvement of government acquisitions, the provision of acquisition related advice, guidance and oversight, including the development and application of standards and guidelines. This is done by developing and implementing tools and instruments to improve the effective and efficient management of the procurement life cycle for the federal government and suppliers.

Defence procurement strategy governance

This sub-sub-program ensures streamlined and effective decision-making in support of the Defence Procurement Strategy. The sub-sub-program provides strategic analysis, guidance and advice with a whole-of-government perspective for defence and major Canadian Coast Guard procurements. This is primarily achieved through senior level governance committees which serve as key decision-making bodies for the implementation of the strategy.

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.
Record number
PWGSC Acquisitions (ACQ) 330

Engagement with clients, suppliers and small and medium enterprises

This sub-sub-program manages a function that is responsive to the procurement needs of clients and suppliers, including small and medium enterprises. This is achieved by engaging clients (for example, federal departments and agencies), suppliers and others stakeholders in identifying best practices in the area of procurement and in informing the design and management of effective approaches and tools. Engagement with clients, suppliers and small and medium enterprises helps to mitigate risk, identify innovative solutions, enhance competition and improve client service.

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.
Record number
PWGSC Acquisitions (ACQ) 400

Procurement services

This sub-program provides timely, value-added procurement services to federal departments and agencies to facilitate their acquisition of goods and services. This is achieved through effective contract negotiations and award and management or use of PWGSC standing offers and supply arrangements. This is also achieved by initiating and maintaining dialogue between suppliers and clients throughout the procurement process.

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.
Record number
PWGSC ACQ 300
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 Criminal Code of Canada, section 750(3); Financial Administration Act, paragraph 42(1) (c), and 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 Royal Canadian Mounted Police (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
Under development.
Records disposition authority (RDA) number
Under development.
Related class of record numbers
PWGSC ACQ 300, PWGSC ACQ 320; PWGSC Real Property Branch (RPB) 040, PWGSC Parliamentary Precinct Branch (PPB) 024, PWGSC Translation (TRA) 245
TBS registration
20120412
Bank number
PWGSC PPU 184
Supplier registration information—Personal information bank

Personal information bank updated in 2010 and includes information previously described in private sector resources, PWGSC PPU 025. Information may be stored in various electronic databases/systems including: supplier registration information database; vendor information management (VIM) system; SELECT; professional services online; automated buyer environment and, acquisition information system.

Description
This bank describes information about suppliers of goods and services. Personal information may include: name, contact information, procurement business number (PBN), financial information, biographical information, vendor restriction information, including but not limited to vendor performance details, user name and password, details of goods or services available as well as previous contracts.
Class of individuals
Individuals or representatives of business who register as suppliers of goods and services.
Purpose
Personal information is used to compile an inventory of qualified suppliers and to provide access to other government users. Personal information is collected under the authority of the Financial Administration Act.
Consistent uses
Information may be accessed by officials of federal institutions and to various levels of government in Canada for purchasing and invoicing purposes. The business number will be shared with Canada Revenue Agency (CRA) for verification purposes to enable the provision of a PBN. If applicable, information may be shared with Indigenous and Northern Affairs Canada in relation to the Set-Aside Program for Indigenous Business (see Procurement Strategy for Indigenous Business, Indian and Northern Affairs (INA) PPU 132). Information may be collected and used for inventory purposes by federal institutions (see standard personal information bank professional services contracts, PSU 912). Information may also be used or disclosed for evaluation and/or reporting purposes. Vendor restrictions, including but not limited to vendor performance corrective measures that may limit the vendor's ability to contract with PWGSC.
Retention and disposal standards
Information is retained indefinitely and is reviewed every 2 years. Dormant accounts are stored as "inactive accounts".
RDA number
2006/008
Related record numbers
PWGSC ACQ 300; PWGSC ACQ 320
TBS registration
000709
Bank number
PWGSC PPU 071
Vendor sourcing records—Personal information bank
Description
This bank describes business information such as financial data, indications of suppliers' manufacturing and distribution capabilities, lists of main products, equipment or services provided, and performance reports. It may also describe personal information such as names, addresses, commodities available from the supplier, details of previous departmental purchases, if any, personal histories and characteristics, education and performance of sole proprietors or partners.
Class of individuals
Individual companies/suppliers who wish to do business with the department.
Purpose
To identify potential suppliers.
Consistent uses
None.
Retention and disposal standards
The retention period is 5 years after the last administrative action and then destroyed, for automated records, 2 years for manual records after the last administrative use and then destroyed.
RDA number
69/048
Related record numbers
PWGSC ACQ 300; PWGSC ACQ 320
TBS registration
001367
Bank number
PWGSC PPU 005

Build in Canada Innovation Program

This sub-program supports Canadian businesses with the entry of their products and services into the marketplace. This is done by providing them with opportunities to test and evaluate their pre-commercial products and services in real world setting throughout the federal government.

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 (BCIP) contract data.
Record number
PWGSC ACQ 345

Accommodation management and real property services

This program provides federal departments and agencies with affordable office and common use accommodation that supports the delivery of their programs and services. The department acts as steward for various public works such as buildings, bridges and dams and national treasures such as the parliamentary precinct as well as other heritage assets across Canada. PWGSC also provides other federal departments, agencies and the Parliament of Canada with responsive and cost-effective real property services.

In this section

Federal accommodation

This sub-program provides for the accommodation needs of federal organizations by providing and maintaining a cost effective portfolio of office facilities, common use assets and special properties (predominantly conference and training facilities). This sub-program is composed of 2 primary activities: the provision, on an obligatory basis, of general-purpose accommodation and common use space to support the delivery of government programs; and optimization of real property investments in direct support of the provision of accommodation.

Energy, sustainable development, environmental and 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 PWGSC managed assets.
Document types
Building sustainability reviews (energy, water conservation, non-hazardous waste, recyclables, green technologies, etc.), contaminated sites assessment studies as well as information exchange and cooperation.
Format
Photographs, cartographic records, microfilm, and videotapes.
Record number
PWGSC RPB 055
Property inventories—Class of record
Description
Property record documents pertaining to properties owned or leased by PWGSC for use by the federal government and its agencies.
Document types
Inventories, legal descriptions, deeds, transfers of administration, survey plans, geographic coordinates, agreements, licenses, land leases and title reports.
Format
Maps, computer-aided design and drafting (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.
Format
Floor plans, sketches, and virtual tours.
Record number
PWGSC RPB 04

Integrity Assessment Program—Personal information bank

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.
Record number
PWGSC RPB 170

Federal holdings

This sub-program includes diverse portfolio of federal facilities and activities under the purview of the Minister of PWGSC. It includes various components that are grouped for reporting purposes. They include the stewardship and management of major engineering assets and wharves as well as the development of strategies for their divestiture; 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, as well as the maintenance of related guidelines and policies; and the authoritative interpretation of expropriation legislation and regulations and the implementation of the expropriation process on behalf of the federal government.

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.
Record number
PWGSC RPB 065
Buildings and lands—Class of record
Description
Information on PWGSC'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 PWGSC 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.
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
PWGSC uses the Directory of Designated Members published annually by the Appraisal Institute of Canada and L'Ordre des évaluateurs agréés du Québec as its primary source lists of professional appraisers.
Class of individuals
Property appraisers.
Purpose
Information is used for the selection of property appraisers for projects administered by the department.
Consistent uses
The register of designated members is necessary to ensure that a complete, up-to-date, inventory of appraisers is available to the Valuation Program of the Valuation and Payments in Lieu of Taxes (PILT) Programs Directorate to assist in the selection of property appraisers for projects administered by the department.
Retention and disposal standards
This bank is updated on a continuous basis with information supplied by property appraisal firms, individual appraisers and departmental officials. This information 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 PWGSC.
Document types
Leasing; sale and purchase documents; titles and deeds; biographical information; and inventories.
Record number
PWGSC RPB 455
Crown and leased housing: Landlords—Personal information bank

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 PWGSC 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 PWGSC.
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

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 administered leased housing. Personal information may include name, contact information, biographical information (including information about other inhabitants of the dwelling), and financial information including license 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, such as Natural Resources Canada (NRCAN) institution-specific particular bank (PPE) (employees) 802 Crown owned Living Accommodation. 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 PWGSC 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 Central bank (employees) (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, services templates, invoicing documents, and statistical reports.
Record number
PWGSC Corporate Services and Strategic Policy Branch (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.
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 earthquake or fire; data analysis of specialized structures such as Prince Edward Island Bridge.
Format
Films.
Record number
PWGSC RPB 155
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.
Format
Microfilm, photographs and maps.
Record number
PWGSC RPB 050

Real property services

This sub-program provides real property services, on a fee for service basis, to the federal accommodation, federal holdings and parliamentary precinct programs of PWGSC, as well as to other departments.

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.
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.
Format
Microfilm, microfiche, maps, plans, and photographs.
Record number
PWGSC RPB 030
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.
Format
Microfiche.
Record number
PWGSC RPB 020

Payments in lieu of taxes

This sub-program administers the Payments in Lieu of Taxes Program on behalf of the Government of Canada by issuing payments to taxing authorities under the authority of the Payments in Lieu of Taxes Act. Local taxing authorities benefit through receipt of payments, which compensate them for the services they provide federal property located in their jurisdictions.

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.
Record number
PWGSC RPB 115

Parliamentary precinct

This sub-program provides essential office and special use accommodations space that supports the delivery of programs and services to the Parliament of Canada. The accommodations space is defined as the buildings occupied in majority by the Senate, the House of Commons and the Library of Parliament and the related premises and grounds, as well as required leases including swing space and rehabilitated buildings under the Long Term Vision and Plan (LTVP) necessary to support their work (constituency offices are excluded)

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.
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.
Record number
PWGSC PPB 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.
Document types
Tender documents, lease agreements and licenses.
Record number
PWGSC PPB 024

Integrity Assessment Program—Personal information bank

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.
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.
Format
Maps, plans, CADD files, photographs and specifications.
Record number
PWGSC PPB 023
Project files: Parliamentary precinct—Class of record
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.
Format
Maps, plans, CADD files, and photographs.
Record number
PWGSC PPB 021
Real property: Parliamentary precinct—Class of record
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.
Record number
PWGSC PPB 022
Signs and plates: Parliamentary precinct—Class of record
Description
Information on the interior signage guidelines for the Parliament buildings including the standard for signage.
Document types
Standard and guidelines.
Record number
PWGSC PPB 171

Cape Breton operations

This sub-program identifies PWGSC as responsible for Cape Breton operations which includes the overall management of the residual obligations of the Former Cape Breton Development Corporation (CBDC) as well as the real property portfolio of the former Enterprise Cape Breton Corporation (ECBC). The residual obligations include the management of post-employment benefits for former CBDC employees including miners, as well as obligations relating to the monitoring and oversight of environmentally impacted land holdings and mine water management. Also included in this sub-program are land management activities on properties transferred from ECBC, with activities such as the administration and management of real estate, and the development of strategies for divestiture.

Sydney Tar Ponds and Coke Ovens Remediation Project—Class of record

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.
Record number
PWGSC RPB 095

Receiver General for Canada

This program manages the operations of the federal treasury, produces the Public Accounts and maintains the Accounts of Canada. It provides federal departments with an optional departmental financial and materiel management system offering and bill payments services.

In this section

Stewardship of Consolidated Revenue Fund and Accounts of Canada

This sub-program safeguards the integrity of the Consolidated Revenue Fund and the Accounts of Canada on behalf of Canadians (receipt, transfer, holding and disbursement of public money and the redemption and settlement of all payments, production of Public Accounts and monthly statements of financial operations) and develops and maintains Receiver General treasury, accounting and reporting systems.

Government-wide accounting and financial reporting—Class of record

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.
Record number
PWGSC Accounting, Banking and Compensation (ABC) 145
Optional departmental financial and materiel management system—Class of record
Description
Includes records related to activities associated with the system development management life cycle.
Document types
Service level agreements, 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.
Record number
PWGSC ABC 130
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.
Record number
PWGSC ABC 140
Receiver General deposits—Personal information bank

Personal information bank replaces institution-specific personal information bank 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, social insurance number (SIN) (for payments received on behalf of Employment and Social Development Canada) 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 Employment and Social Development Canada (ESDC) and is collected under the authority of the Department of Human Resources and Skills Development Act and the Department of Social Development 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
20100323
Bank number
PWGSC Central Bank (General Public) (PCU) 717
Receiver General payments—Personal information bank

Requests about specific payments should be directed to the department that is responsible for the funds paid. Personal information bank revised in 2010 and replaces former institution-specific personal information banks: 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 and 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 PWGSC 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:
  • Canada Revenue Agency for income tax refunds, child tax benefits, workers' income tax benefits, GST/HST tax credits, and universal childcare benefits—see institution-specific personal information banks: Canada Child Tax Benefit (CCTB) CRA PPU 063; Canada Child Tax Benefit (CCTB) CRA PPU 063; and, Goods and Services Tax/Harmonized Sales Tax Credit (GST/HST credit)-CRA PPU 140
  • Employment and Social Development Canada for Old Age Security (OAS) benefits and annuities—see institution-specific PIBs: Guaranteed Income Supplement (GIS), Allowance-Human Resources and Skills Development Canada (HRSDC) PPU 116, International Social Security—Domestic and Foreign Benefits (Individual)-HRSDC PPU 116; 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—Alberta Treasury Branches, Bank of Montreal, Bank of Nova Scotia, Caisse Central Desjardins du Québec, Credit Union Central of Canada, Canadian Imperial Bank of Commerce, HSBC Bank of Canada, Laurentian Bank of Canada, National Bank of Canada, Royal Bank of Canada, Toronto-Dominion Bank. For foreign transactions, information may be shared with the Bank of America as foreign service provider for direct clearer services. Information may also be shared with other programs internal to PWGSC 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.
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

Receiver General services

This sub-program provides optional bill payment services for departments and agencies, and maintains operations for an optional departmental financial and material management system offering.

Optional departmental financial and material 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 authentification related documentation, audit results and user access requests.
Record number
PWGSC ABC 130
Document Imaging Solutions—Personal information bank

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, social insurance number (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 Old Age Security (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

Federal pay and pension administration

This program activity provides reliable central systems and processes for pay and pension administration to other federal organizations. Through our pay and pension services, PWGSC ensures that federal government employees and pensioners are paid accurately and on time.

In this section

Pay

This sub-program administers the 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 in departments. For most departments using the government accredited human resources (HR) system (PeopleSoft), PWGSC 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.
Record number
PWGSC ABC 080
Federal Government employees, pensioners and survivors: Insurance information—Personal information bank

In addition to the requirements specified on the Personal Information Request Form, individuals requesting information described by this bank must provide 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 personal record identifier (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, Great-West Life) for benefits purposes. Information may be shared with/retrieved in central personal information banks: Public Service Compensation Systems—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 Personal Record Identifier (PRI) and IAN.
Document types
System extracts, statement of earnings, master employee record, reports.
Record number
PWGSC ABC 271
Central index—Personal information bank

Individuals requesting information described by this bank should provide the PRI, individual agency number (IAN) or name. Some information may be stored in electronic databases, including: the Central Index System, Regional Pay System, the Contributor system, Electronic System Network Architecture Printing (E-SNAP), Payroll Tax Control System and Public Service Health Care Plan (PSHCP).

Description
This bank describes information about the administration of PRI numbers (the primary internal federal employee identification number) and Individual Agency Numbers (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 Personal Record Identifiers (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 administrative services required for the disbursement of pay and provision of information to employees on their pay; such as input, the compilation, calculation and issuance of pay and information; development and operation of the system including system edits, 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
Payments and stubs; year-end tax statements; payroll error and statistical reports; statements of data; user instructions, procedures and web applications, quality assurance survey, pay centre and client instructions on roles and responsibilities.
Record number
PWGSC ABC 090
Public Service Pay Program—Personal information bank
Description
This bank describes personal information required to administer and discharge legislative responsibilities related to federal pay/compensation processes administered by Public Services and Procurement Canada (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, personal record identifier (PRI) numbers, historic Individual Agency Numbers (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).
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 (CWA), Case Management Tool (CMT), Regional Pay System (RPS), and/or JIRA.

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, sections 5, 12, 13, and subsection 15(b), Orders-in-Council numbers PC 2011-1550, 2013-0624 and 2015-0647 and ss. 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 the Employment Insurance Regulations ss. 19(2) 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
Disposition Authorization # 2015/012.
Related record number
PWGSC ABC 090 Pay Administration
TBS registration
002596
Bank number
PSPC PCE 705

Central index—Personal information bank

Pension

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

Pension administration—Class of record

Access requests for individual cheques or payments should be directed to the program/department concerned.

Description
Information on the administration of public service employee pension plans, such as determination of eligibility to contribute, calculation of benefits, maintenance of records and web applications, issue of statements reports and instructions, for those pensions covered by the Public Service Superannuation Act and other retirement acts.
Document types
Pension and benefits statements; payment and year-end tax statements; superannuation payment and statistical reports; user instructions and procedures; subject files.
Record number
PWGSC ABC 075

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

Federal pensions administration—Personal information bank

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 Public Services and Procurement Canada (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, Individual Agency Number (IAN), Universally Unique Identifier (UUID), Military record Number and Rank, Payee Account Key (PAK), Personal Record identifier (PRI), RCMP Regimental Number and Division, Social Insurance Number (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:

  • 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; 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 070—Canada Pension Plan and Employment Insurance Program; CRA PPU 047—Business Returns and Payment Processing; CRA PPU 005—Individual Returns and Payments Processing; CRA 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— RCMP Member'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 PSU 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 PSU 709—Digital Imaging Services and PWGSC PSU 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 two 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

Central index—Personal information bank

Specialized programs and services

This program provides federal organizations with high quality, timely and accessible specialized services and programs.

In this section

Document imaging services

This sub-program provides quality and efficient document imaging and data capture offerings as a cost recovery service to federal organizations, leveraging internal and private sector solutions. The service consists of image processing, indexing and secure archiving of electronic records. Modernization of business processed through document imaging enabled services assists departments in reducing processing costs and in some cases, 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 use in legal disputes.

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.
Record number
PWGSC ABC 085

Document Imaging Solutions—Personal information bank

Government information services

This sub-program provides information to Canadians on Government of Canada programs and publications and supports the effectiveness of Government of Canada communications activities through the provision of: the Depository Services Program; public opinion research coordination; advertising coordination and partnerships; The Canada Gazette and; the Electronic Media Monitoring.

Advertising coordination services—Class of record
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.
Record number
PWGSC Integrated Services Branch (ISB) 124
Canada Gazette—Class of record

The official PDF version, which has been available online since 2003, is accessible on the Canada Gazette website.

Description
Part I, Part II and Part III of the Canada Gazette, the official newspaper of the Government of Canada.
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 other classes of 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.
Record number
PWGSC ISB 400
Crown copyright and licensing—Class of record

Program closed on March 31, 2014. Records are held for 5 years and then destroyed. Each government institution is now responsible for managing its Crown copyright and licensing.

Description
Information on intellectual property—specifically the Copyright Act and related regulations and policies, including its processes in the Government of Canada.
Document types
Documents related to copyright clearance requests, inquiries and licences.
Record number
PWGSC ISB 410
Public opinion research services—Class of record

Public opinion research final reports are sent and deposited by institutions with Library and Archives Canada and the Library of Parliament.

Description
Information on public opinion research 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.
Record number
PWGSC ISB 445

Greening of government operations

This sub-program aims to accelerate the greening of the government operations by providing government-wide leadership to enable significant reductions in the environmental impact of federal operations within its own operations and by working with other government departments and agencies to improve the environmental performance of the federal government. This is done through the development of policies by providing advice and by issuing guidelines pertaining to sustainable development and environmental stewardship.

Greening government operations project files—Class of record
Description
Information on "greening" of government operations projects, including policies, strategies, guidelines or publications or sustainable development planning and reporting related to greening government operations.
Document types
Project related documentation, briefing notes, presentations, correspondence, reports, policies, strategies, guidelines, publications.
Record number
PWGSC Office of Greening Government Operations (OGGO) 071

Shared travel services

This sub-program provides end-to-end travel related tools and services to federal departments and agencies to simplify, efficiently manage, and reduce the cost of government travel. This is achieved by negotiating discount agreements on flights and rail, offering a centralized travel management system and by disseminating relevant and timely information about government travel.

Shared travel services—Class of record
Description
Information on the shared travel services (STS) 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.
Record number
PWGSC ACQ 220
Shared travel services: Traveler profile—Personal information bank

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 934—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 Number: P.C. 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

Central relocation services

This sub-program manages a government-wide service that oversees moving operations for the relocation of federal government employees, excluding Department of National Defence and the Royal Canadian Mounted Police. This is done by managing and renewing household goods contracts to reduce relocation administrative costs, and ensure a consistent level of service to employees being relocated.

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
MyGCHR—Class of record
Description
MyGCHR is a single human resources standard solution that will be used by all federal organizations to support the delivery of common human resources services to all public servants. It is a one-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.
Record number
PWGSC ISB 120
Shared integration and shared human resources services—Class of record
Description
Information on the services provided and the costs associated with the delivery of shared human resources services and the human resources information system.
Document types
Contracting documents, memoranda of understanding, governance documents such as agendas and records of decisions, and business line operational plans.
Record number
PWGSC ISB 110
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.
Record number
PWGSC ISB 110

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.
Record number
PWGSC ACQ 340
Buyer information: Crown Assets—Personal information bank

This personal information bank was updated in 2010 and includes the information described above in buyer information.

Description
This bank describes information on potential sources for the sale of surplus Crown assets. Personal information may include: name, contact information, password, language, and financial information (amount of bids and volume of good bought).
Class of individuals
General public or representatives of companies who have registered to buy or bid on surplus Crown assets.
Purpose
Information is used to create an inventory of buyers to solicit when selling surplus Crown assets and for the administration of purchasing of surplus Crown assets. Personal information is collected under the authority of the Department of Public Works and Government Services Act and the Surplus Crown Assets Act.
Consistent uses
Information may be used or disclosed for program evaluation and reporting 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 properties—Class of record
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 (SPMA).
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.
Record number
PWGSC ACQ 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 Seized Property Management Act (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 ACQ 215
TBS registration
20090468
Bank number
PWGSC PPU 125

Standards development and certification

This sub-program provides standards and conformity assessment services in support of the economic, regulatory, procurement, health, safety and environmental interests of government, industry and consumers. This is achieved by developing and reviewing standards and certifying products, services and management systems within specified timeframes to ensure consumer confidence.

Certification programs for products and services—Class of record
Description
Information on the Canadian General Standards Board (CGSB)'s 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, medical products, office furniture, protective clothing, security personnel, testing services (Laboratory Acceptance Program), and toner cartridges.
Document types
Audits, evaluations, supplier profiles, suppliers' representative names, supplier's product and service descriptions, product testing results.
Record number
PWGSC ACQ 175
Personnel Certification Program—Class of record
Description
Information on the Certification Program managed 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 administered by the Treasury Board of Canada Secretariat.
Document types
Certification and standards.
Record number
PWGSC ACQ 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 the CGSB standard CGSB-12.1-2005 competencies of the Federal Government Procurement, material management and real property community, 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 outlined in the CGSB-12.1-2005 standard. Personal information may include name, contact information, biographical information, educational information, Personal Record Identifier (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 ACQ 190
TBS registration
20100132
Bank number
PWGSC PCU 195
Certification management services—Class of record
Description
Information on the assessment and certification of management systems for conformance to various standards of the CGSB, including International Standards Organization (ISO) 9001 (quality), ISO 14001 (environmental), and occupational health and safety (OHSAS) 18001.
Document types
Audit report and registration certificate.
Record number
PWGSC ISB 205
Standards development services—Class of record
Description
Information on the development of the National Standards of Canada, CGSB standards, specifications and Government of Canada  Standards, and support to the development of ISO. Standards in support of procurement, economic, regulatory, environmental and health and safety interests, covering a wide range of products and services: building and construction, business (office) equipment and supplies, food and organics agriculture, personnel qualifications and competencies, protective clothing, social security and emergency preparedness, textiles, transportation fuels and transportation of dangerous goods. Records relating to the publication of web catalogue for formal standard that the Government of Canada supports and the provisions of those standards for a fee.
Document types
Standards, specifications, publications, catalogues, forms.
Record number
PWGSC ACQ 195

Client Service Strategy

This sub-program leads PWGSC's Client Service Strategy and provides leadership across the department in the development and implementation of service renewal initiatives.

Client service strategy documents—Class of record
Description
Information related to the PWGSC-wide strategy on client service including its projects, guidelines and publications.
Document types
Strategy related documentation, presentations, reports, service agreements, publications, guidelines, policies and briefing notes.
Record number
PWGSC ISB 450

Government of Canada administrative services

This sub-program has a horizontal focus to delivering corporate administrative and HR support services, on cost recovery basis, to achieve efficiencies for client federal organization. Government of Canada administrative services reduces the number of back-office administrative information technology (IT) systems across government, and purchases, creates, modifies and maintains common GC versions of products, which eliminates duplication in individual departments and agencies allowing them to focus resources on key programs.

MyGCHR—Class of record
Description
MyGCHR is a single human resources standard solution that will be used by all federal organizations to support the delivery of common human resources services to all public servants. It is a one-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.
Record number
PWGSC ISB 120
Shared integration and shared human resources services—Class of record
Description
Information on the services provided and the costs associated with the delivery of Shared Human Resources Services and the Human Resources Information System.
Document types
Contracting documents, memoranda of understanding, governance documents such as agendas and records of decisions, and business line operational plans.
Record number
PWGSC ISB 110

Service management strategy

This sub-program leads PWGSC's service management strategy and provides leadership across the department in the development and implementation of service renewal initiatives. The strategy is based on understanding our clients, improving service delivery, delivering a seamless service experience and serving ourselves better.

Service management strategy documents—Class of record
Description
Information related to the PWGSC-wide strategy on client service, including its projects, guidelines and publications.
Document types
Strategy related documentation, presentations, reports, service agreements, publications, guidelines, policies and briefing notes.
Record number
PWGSC ISB 450

Procurement Ombudsman

This program, operating at arms-length from the government, reviews procurement practices across federal departments and agencies, investigates complaints from suppliers regarding the award and administration of contracts for goods and services, and ensures the provision of alternative dispute resolution services for existing contracts. This program helps to promote fairness, openness and transparency in the federal procurement process.

In this section

Review of procurement practices

This sub-program allows for an independent review of departmental government-wide procurement practices, and makes recommendations to promote fairness, openness and transparency in federal procurement.

Review of departmental procurement practices—Class of record
Description
Includes records related to reviews of departmental procurement practices conducted under the authority 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.
Record number
PWGSC OPO 015
Procurement Ombudsman: Review of procurement practices and supplier complaints—Personal information bank

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 awarding 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 signature.
Class of individuals
Individuals or representatives of businesses who submit a complaint to the Office of the Procurement Ombudsman; and respondent(s) to complaint, which could include 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 Ombudsman 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 and the Procurement Ombudsman Regulations.
Consistent uses
The findings and recommendations of the Ombudsman will be provided to the complainant(s), respondent(s), relevant federal minister and the Minister of Public Works and Government Services Canada. Information will be disclosed to any other government institution 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 Ombudsman's Annual Report to Parliament).
Retention and disposal standards
Under development.
RDA number
Under development.
Related record numbers
PWGSC OPO 015, PWGSC OPO 011
TBS registration
20100136
Bank number
PWGSC PPU 001

Supplier complaints

This sub-program ensures that complaints from Canadian suppliers regarding the award or administration of contracts, as well as all other contracts to the office, are addressed in a timely manner by a knowledgeable and independent third party.

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 Ombudsman 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.
Record number
PWGSC OPO 011

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

Linguistic management and services

This program defines the Translation Bureau of PWGSC as a key component of the federal government's service delivery infrastructure. The bureau is the sole internal linguistic services provider and offers translation, revision, interpretation and other linguistic services for Parliament, the judiciary, and federal departments and agencies. It is also the terminology authority within the federal government and has been mandated to develop terminology standards to ensure clear, uniform and quality communications within government. The Linguistic Management and Services Program is mandated under the Translation Bureau Act.

In this section

Terminology Standardization Program

As the federal government's terminology standardization and linguistic authority, the Translation Bureau is mandated with the development, standardization and distribution of terminology in the public service. In this capacity, this sub-program aims to ensure the establishment of terminology and language standards to promote consistency and quality in the government's communication with Canadians and to optimally manage the government's terminology expertise, strengthen the government's role in the language field on the national and international scenes and showcase Canada's collective wealth of linguistic and terminological knowledge.

Standardization services—Class of record
Description
Information on the delivery of terminology standardization services, glossary preparation, and the revision of client-produced glossaries, 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, 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, minutes of meetings, reports, recommendation documents, briefing notes and discussion documents, travel records and hospitality files.
Record number
PWGSC TRA 240

Translation and other linguistic services

This sub-program aims to offer a full, integrated range of language solutions in both official languages, in Canada's Indigenous languages, and in over 100 foreign languages. It ensures an effective and efficient provision of quality translation, revision, editing, and language advice services at a reasonable cost to the judiciary and federal departments and agencies on a cost recovery basis.

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.
Record number
PWGSC TRA 245

Integrity Assessment Program—Personal information bank

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.
Record number
PWGSC TRA 234
Linguistic services—Class of record
Description
Information on the delivery of translation, revision and editing services to other departments and central agencies. Could include information on the delivery other linguistic services, such as writing assistance 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.
Record number
PWGSC TRA 230
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.
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.
Record number
PWGSC TRA 260

Translation and interpretation to Parliament

This sub-program aims to ensure the provision of timely translation, interpretation and other linguistic services to Parliament. This enables Parliament to function in both official languages and any other languages required. More precisely, the bureau translates and reviews documents from the House of Commons, the Senate, Senate and House of Commons committees, MPs' and Senators' offices, administrative services of both Houses, the Library of Parliament, the Office of the Conflict of Interest and Ethics Officer and the Office of the Senate Ethics Officer. It also provides official languages interpretation for the debates in the House of Commons, the Senate, Cabinet and their committees, press conferences and the proceedings of parliamentary associations. Furthermore, interpreters regularly accompany Senators and members of Parliament (MP) who belong to parliamentary committees when they travel in Canada and abroad.

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.
Record number
PWGSC TRA 232

Conference interpretation

This sub-program aims to ensure the provision of conference interpretation services in official languages, in Canada's Indigenous languages, in foreign languages and in visual languages to all federal government departments and agencies, conference interpreters provide interpretation services at events such as international summits, bilateral or multilateral discussions between heads of state/government, intra- or inter-departmental conferences and meetings between federal ministers and their provincial or territorial counterparts.

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.
Record number
PWGSC TRA 231

Integrity programs and services

This program provides the Government of Canada with high quality, timely and accessible specialized services and programs in support of sound, prudent and ethical management and operations.

In this section

Contract security

This sub-program contributes to Canada's economic and national security agenda by safeguarding Canadian and foreign governments' sensitive information and assets entrusted to private-sector companies who are under government contract by evaluating, assessing risk, granting security clearances and inspecting private sector companies and their employees, and by negotiating and administering international bilateral industrial security arrangements.

Industrial security—Class of record
Description
Information on the Contract Security Program to protect national and international classified and other sensitive 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.
Record number
PWGSC Departmental Oversight Branch (DOB) 105
Industry personnel clearance and reliability records—Personal information bank

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 (CSO) and key senior officials (KSO), 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 Canadian Security Intelligence Service (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 database services—Class of record
Description
Includes records related to the verification of supplier compliance with the Integrity Framework provisions. Verifications identify ineligible suppliers prior to contract award and monitor compliance during the life of the procurement/real property transaction. A supplier is non-compliant with provisions if they, members of their board of directors or affiliates have been convicted, or absolutely or conditionally discharged of an offence under the Integrity Framework in Canada or a similar offence abroad in the past 10 years.
Document types
Company verification request forms, company verification files, company profiles, corporate court documents (judgements and agreements), conviction list, caution list, legal opinions, supplier determination files, client statistic reports and satisfaction surveys, memoranda of understanding for information sharing and integrity verification services, monthly reports to senior management, database activity report, 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).
Record number
PWGSC DOB 005
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.
Record number
PWGSC DOB 035

Forensic accounting services

This sub-program provides forensic accounting services to Canadian and international governments, law enforcement agencies and prosecution services primarily on criminal investigations that have a financial component. These services support police investigations, prosecutions and, thus, Canadian and international criminal justice systems by providing specialized advice, forensic accounting reports and expert witness testimony on the financial aspects of these investigations in an objective, independent and non-technical manner.

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.
Record number
PWGSC DOB 007
Forensic accounting services—Personal information bank

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

Controlled goods

This sub-program mitigates the risk of proliferation of tactical and strategic assets, helps strengthen Canada's defence trade control, and supports Canada's domestic and international security interests, through the registration and inspection of private sector individuals and companies possessing, examining or transferring controlled goods.

Controlled goods registration—Class of record
Description
Information on all persons registered or exempted from registration (for example, visitors and temporary workers) 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; and consent to use a Government of Canada security clearance.
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 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 companies as per CGR section 10(d), as well as visitors, and temporary workers and international students defined in section 1 for exemption under section 17.
Purpose
Prior to any examining, possessing, or transferring controlled goods in Canada, individuals must be assessed against security risks and be registered or exempted from registration per 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, suspend, amend or revoke existing registration or exemption. 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, transferring controlled goods to persons who are not registered or exempt. As the Department of National Defence has chief interest in the DPA, CGP may exchange personal information described in the related Department of National Defence PIB and DND PPE 835 for the purpose of verifying individuals and companies that represent and possess the required import and export permits as well as authority identified on the Global Affairs Canada export control list (used to determine the list of controlled goods). Some data is shared with Department of Global Affairs Canada for the purpose of validating and assessing the risk of illegal transfers of importers and exporters and to validate the risk of illegal transfer of controlled goods by foreign visitors and temporary workers. This data may be exchanged with Canada Border Services Agency (CBSA) PIB CBSA PPU 016, and Security Intelligence Analysis Division (SIAD). Reports are shared with the Canadian Security Intelligence Services in PIB CSIS PPU 016 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, CGP may share with the RCMP PPU 005 or National Defence, 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. 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

Integrity Framework

This sub-program supports accountability and integrity in PWGSC's procurement and real property transactions. This includes policies, procedures and governance measures to ensure it does business with suppliers that respect the law and act with integrity. This sub-program also provides integrity database verifications to ensure suppliers are in compliance with the Integrity Framework. This is also done on behalf of other governments departments with whom memoranda of understanding are in place.

Fairness Monitoring and Business Dispute Management

This sub-program provides assurance as to the fairness, openness, and transparency of selected departmental activities through the engagement of independent third party fairness monitors to observe all or part of a departmental activity. Business Dispute Management provides conflict prevention and alternative dispute resolution services to contractors, other government departments, and PWGSC employees, where PWGSC is the contracting authority.

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 signing 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.
Record number
PWGSC DOB 002
Business dispute management: Contracts—Personal information bank

Formerly entitled conflict management contracts.

Description
This bank describes information related to disputes, either those being discussed or those which are in the appeals/review process for procurement-related disputes and extra-cost claims arising from goods and services contracts, construction and architectural and engineering services contracts. Personal information may include: name, contact information, business information, details of complaint or dispute, and other identification numbers (such as PWGSC case identifier).
Class of individuals
Suppliers providing services to PWGSC and/or client departments.
Purpose
Information is collected to enable PWGSC to manage and resolve complaints and/or disputes, either informally through negotiations, or formally through board proceedings, with suppliers or contractors.
Consistent uses
If the claims are complex and in excess of $100,000, the board proceedings may be attended by, and information would be shared with, private sector consultants, an independent representative from the project authority, as well as the board's legal advisor. If the negotiation process has reached an impasse, information may be shared with arbitrators from a recognized provincial institute of arbitrators. If the settlement amount exceeds departmental approval authorities, the settlement is subject to the approval of Treasury Board ministers. 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
Fairness monitoring—Class of record
Description
Information on third-party fairness monitoring of departmental procurement activities to provide assurance that those activities are conducted in a fair, open and transparent manner.
Document types
Requests for proposals; bidder evaluation; complete and progress files (information on the process of selecting a Fairness Monitor including the call-up against standing offer, 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.
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, corporate logo, 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

Internal services

Internal services are groups of related activities and resources that are administered to support the needs of programs and other corporate obligations of an organization. These groups are: Management and Oversight services, Communications services, Legal Services, Human Resources Management services, Financial Management services, Information Management services, Information Technology services, Real Property services, Material services and Acquisition services. Internal services include only those activities and resources that apply across an organization and not those provided specifically to a program.

In this section

Management and oversight services

Management and oversight services involve activities undertaken for determining strategic direction and allocating resources among services and processes, as well as those activities related to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies or plans.

Communications services

Communications services involve activities undertaken to ensure that Government of Canada communications are effectively managed, well-coordinated and responsive to the diverse information needs of the public. The communications management function ensures that the public—internal or external—receives government information, and that the views and concerns of the public are taken into account in the planning, management and evaluation of policies, programs, services and initiatives.

Legal Services

Legal services involve activities undertaken to enable government departments and agencies to pursue policy, program and service delivery priorities and objectives within a legally sound framework.

Legal Services—Class of record

Human resources management services

Human resources management services involve activities undertaken for determining strategic direction, allocating resources among services and processes, as well as activities relating to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies and plans.

Financial management services

Financial management services involve activities undertaken to ensure the prudent use of public resources, including planning, budgeting, accounting, reporting, control and oversight, analysis, decision support and advice, and financial systems.

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 technology services

Information technology services involve activities undertaken to achieve efficient and effective use of information technology to support government priorities and program delivery, to increase productivity, and to enhance services to the public.

Real property services: Internal services

Real property services involve activities undertaken to ensure that real property is managed in a sustainable and financially responsible manner, throughout its life cycle, to support the cost-effective and efficient delivery of government programs.

Real Property Management—Class of record

Materiel services

Materiel services involve activities undertaken to ensure that materiel can be managed by departments in a sustainable and financially responsible manner that supports the cost-effective and efficient delivery of government programs.

Acquisition services

Acquisition services involve activities undertaken to acquire a good or service to fulfill a properly completed request (including a complete and accurate definition of requirements and certification that funds are available) until entering into or amending a contract.

Defunct activities

The following sub-programs or program sub-activities have been abolished.

In this section

Audit services Canada

This program sub-activity provided Federal organizations with access to professional audit services that give them confidence that their programs, policies and procedures have been audited to appropriate standards.

Audit services Canada—Class of record

Audit services Canada ceased to provide services in March 2012. Requests for access to report titles may be directed to PWGSC whereas requests for access to specific reports should be directed to the federal client departments concerned.

Description
Audit opinions, assessments, recommendations and/or information related to engagements conducted for clients.
Document types
Memoranda of understandings for audit service engagements, engagement plans, programs to conduct examinations, correspondence, draft reports, final reports, briefing notes, and working papers supporting reports.
Record number
PWGSC Audit Services Canada (ASC) 010

Government consulting services

This program sub-activity was the federal government's internal centre of public service knowledge and expertise that assists departments and agencies in resolving public sector management issues. The mandate of Government consulting services (GCS) was to advance the priorities of government and foster a more effectively managed public service by providing expert advice on an optional, fee-for-service basis. In so doing, GCS enabled its clients to deliver their core programs in a more efficient and cost-effective manner, thereby achieving cost savings and increased value for Canadian taxpayers. GCS had a legislated mandate to serve all levels of government in Canada as well as foreign governments and international organizations, upon request.

Government consulting services—Class of record

PWGSC Government consulting services ceased operations on March 31, 2012. Records are held for 7 years and then destroyed.

Description
Information related to the delivery of assignments conducted for its clients.
Document types
Memoranda of understanding and amendments; work plans; project financials, key project correspondence and final deliverables.
Record number
PWGSC ISB 135
Skills inventory system—Personal information bank

The personal information is no longer being used as PWGSC Government consulting services ceased operations on March 31, 2012. On March 31, 2019 the documents will have all met their retention schedule. A retention period of 7 years applies to these records.

Description
The system provides information on the skill sets of registered private sector resources.
Class of individual
Individuals and firms in the private sector seeking consideration for assignments with Government consulting services.
Purpose
To register private sector resources, their skills, rates and availability.
Consistent uses
For retrieving and sorting skills information.
Retention and disposal standards
Reviewed and updated every 5 years.
RDA number
Under development.
Related record number
PWGSC ISB 135
TBS registration
005018
Bank number
PWGSC PPU 027

Marine inspection and technical services

This sub-program was established in 1977 by an order-in-council from Treasury Board. It was deemed that all government marine construction, repair and supply contracts would be inspected by an independent group of qualified government marine inspectors working under the Department of Supply and Services (now Public Services and Procurement Canada). The operation provided a quality assurance function for marine contracting authorities with the inspection of all civilian ships and associated equipment to ensure alignment of the work with the contract. As well, resources permitting, technical inspection provided client departments, foreign governments and other public or commercial organizations with a variety of technical services, such as condition surveys on ships, specification preparation, technical advice and ship construction inspection and project management on a cost recovery basis.

Marine inspections and technical services—Class of record

Sub-program abolished on December 31, 2011. Most of documents transferred to Canadian Coast Guard. However, for reference purposes, technical inspection reports only are still being kept at PWGSC for an additional 5 years (until 2019).

Description
Records on the purchase and construction of boats, ships and replacement parts and repairs carried out in shipyards, specialized yards, and aboard ships, and maritime technical inspections mainly for civilian ships. Information includes contract compliance reviews to ensure that work covered in PWGSC contracts complies with specifications. Information also relates to technical services provided for departments that do not have the necessary maritime expertise. These include drafting specifications and assessing requirements.
Document types
Reports on project operations and technical inspections, specifications and assessment documents.
Record number
PWGSC ACQ 350

Classes of personal information

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

Canadian Government publications

This class of personal information describes information about individuals who have ordered Government of Canada publications from Canadian Government Publishing through the order desk or on-line. The information is used to process orders for Governments of Canada publications. Data includes names, addresses, and customer numbers.

This class of personal information includes members of the general public, federal employees and individuals representing firms, libraries, schools (all levels), and health and community organizations who have ordered Canadian Government publications.

Client names and addresses are shared with our warehouse and distribution service provider in order to process orders, including mail-out

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

Additional information

The Government of Canada encourages the release of information through requests outside of the Access to Information and Privacy (ATIP) process. You may wish to consult PWGSC's summaries of completed Access to Information requests, proactive disclosure, and open data.

For additional information about the programs and activities, please visit the Public Works and Government Services website or contact us for general requests or corporate inquiries.

PWGSC conducts privacy impact assessments to ensure that privacy implications will be appropriately identified, assessed and resolved before a new or substantially modified program or activity involving personal information is implemented. Consult the summaries of completed privacy impact assessments.

For information on the procedures to make a formal access request or a privacy request under the provisions of the Access to Information Act or the Privacy Act, or Contact Access to Information and Privacy.

Reading room

In accordance with the Access to Information Act and Privacy Act, an area on the premises will be made available should the applicant wish to review materials in person. Please refer to the mail address on the Contact Access to Information and Privacy page for the location.

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