Sources of Federal Government and Employee Information 2016 (Info Source)
Table of contents
- Introduction to Info Source
- Background
- Responsibilities
- Institutional Functions, Programs, and Activities
- IT Infrastructure Services
- Internal Services
- Acquisition Services
- Communications Services
- Financial Management Services
- Human Resources Management Services
- Information Management Services
- Information Technology Services
- Legal Services
- Management and Oversight Services
- Material Services
- Real Property Services
- Travel and Other Administrative Services
- Manuals
- Additional Information
- Reading Room
Introduction to Info Source
Info Source: Sources of Government and Employee Information provides information about the functions, programs, activities and related information holdings of government institutions subject to the Access to Information Act and the Privacy Act. It provides individuals and employees of the government (current and former) with relevant information to access personal information about themselves held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.
The Introduction to Info Source: Sources of Federal Government and Employee Information 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.
Background
The Government of Canada created Shared Services Canada (SSC) on August 4, 2011, to fundamentally transform how the Government manages its information technology (IT) infrastructure.
Privy Council Office designated SSC as a department, appointed our President, and transferred certain portions of Federal Public Administration. The Shared Services Canada Act received royal assent on June 29, 2012 and is SSC’s legal authority to collect personal information for its programs. To better understand Shared Services Canada, read about its history, including its legislative foundation and how it reports to Parliament.
Sections 15 and 16 of the Shared Services Canada Act explicitly state that, for the purposes of the Access to Information Act and the Privacy Act any records belonging to or personal information collected by other government institutions residing on SSC's IT infrastructure remains under the control of SSC's partner organizations. It is understood that:
- Data housed in SSC-managed servers is segregated.
- Shared Services Canada's partner organizations continue to be responsible for the creation, maintenance, use, disclosure and disposal of their electronic information holdings.
- While SSC has control over how the data is stored and backed up on the IT infrastructure, partner organizations maintain ownership over their data.
- Access privileges have evolved since the Shared Services Canada Act came into effect and as partners onboard to enterprise services.
Shared Services Canada (SSC) reports to Parliament through the Minister of Public Services and Procurement Canada.
Responsibilities
Shared Services Canada’s (SSC) mandate is to transform how the Government of Canada manages its IT infrastructure, by delivering modern, reliable, and secure cost-effective services to its partner organizations. In addition, SSC is mandated to protect the infrastructure and associated data in transit, storage, and use. SSC cyber and IT security activities are aligned to a framework composed of prevention, detection, response and recovery functions that are executed using a combination of people, process, services and information. The department’s major transformation initiatives, which can be found in its transformation framework, are as follows:
- The Email Transformation Initiative which will move the partner organizations from separated e-mail services to one consolidated platform for the Government of Canada, and enhance program delivery to Canadian citizens and businesses.
- The Data Centre Consolidation Initiative which will reduce the more than 300 Government of Canada data centres to seven (7). The centralization of data centre management will improve efficiency and reduce costs.
- The Telecommunications Transformation Initiative which will move the Government of Canada to one single shared telecommunications network infrastructure. This will minimize duplication, reduce costs, and enhance the Government’s level of cyber security.
- The Workplace Technology Devices Initiative which is an enterprise approach to the procurement of workplace technology devices and related software for federal employees. This is a new area of standardization and consolidation that will bring efficiencies and security while strengthening the security of government information technology.
Through more efficient use of technology, SSC will increase productivity across the Government of Canada and help build a more modern public service.
Institutional Functions, Programs, and Activities
IT Infrastructure Services
This program delivers Information Technology Infrastructure Services to federal government departments to enable and support the management, coordination and delivery of government programs to Canadians and the achievement of Government of Canada priorities. The IT Infrastructure Services consist of four main IT service groups: (a) Distributed Computing, (b) Production and Operations Computing, (c) Telecommunications (Data, Voice and Video) Services, and (d) Cyber and IT Security. This program establishes a centralized common IT Infrastructure service leading to consolidation and standardization in the management and delivery of IT services across the partner organizations. This consolidation and standardization of services contributes to greater operational efficiencies and economies of scale resulting in forecasted cost savings, enhanced reliability and security of the IT services, reduction in duplication of effort and managerial oversight, and development of harmonized response to partner organizations’ business requirements.
Cyber and IT Security Services
Cyber and IT Security Services sub-program is concerned with applying “safeguards to preserve the confidentiality, integrity, availability, intended use and value of electronically stored, processed or transmitted information” (Policy on Government Security, and Operational Security Standard: Management of Information Technology Security (MITS)).
Cyber and IT Security Program Management
Description:
- Records related to management of the financial and human resources common to the sub-program, management and maintenance of the enterprise architecture associated with the sub-program’s services, quality management, risk management, project management, acquisition and implementation of hardware and software associated with the delivery of services, and the monitoring and assessment of the sub-program’s overall performance including internal control and assurance of any/all applicable regulatory compliance requirements.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentations, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit and loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposals, records of decision, service agreements, service level agreements, service level agreement templates, services catalogue, standard statements of work, statements of qualification, submissions, Treasury Board submission drafts, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.
Record Number: SSC CISS 183
Identification, Authentication, Authorization Services
Description:
Records related to access management, authentication, delegated administration, directory services, trusted identities, password management, privilege management, self-service, and single sign-on, and Public Key Infrastructure (PKI) management.
Document Types:
Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentation, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit & loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposals, records of decision, service agreements, service level agreements, service level agreement templates, services catalogue, standard statement of works, statements of qualification, submissions, Treasury Board submission drafts, technical documents, template documents, timesheets, terms of reference, work descriptions, work plan documents, project plans, presentations, and proposals.
Record Number: SSC CISS 180
External Credential Management Services
- Bank Number: SSC PCU 607
Description:
- This bank describes information related to the management of anonymous credentials for external users of the federal on-line environment which are used to provide authentication services for various Government of Canada on-line program applications, including the issuance of anonymous credentials to be used to access applications or communicate with the Government of Canada in a secure manner. The personal information may include username, password, password recovery questions and responses, Persistent Anonymous Identifier (PAI), Meaningless But Unique Number (MBUN) and Internet Protocol address.
Class of Individuals:
- Individuals from the general public or company representatives who apply for access to Government of Canada applications in a secure manner.
Purpose:
- The personal information is used to issue, manage and authenticate anonymous credentials of individuals accessing and/or communicating with Government of Canada online applications. The authority to collect this personal information is derived from Order in Council number PC 2012-0958, in accordance with section 6 of the Powers, Duties and Functions - Shared Services Canada Act.
Consistent Uses:
- The information may be used or disclosed for the following purposes: security, billing, evaluation, reporting and establishing successor programs. Information may also be used to establish audit trails of credential usage. In the case of suspected security or privacy breaches, information may be shared with departmental security and access to information and privacy officials, as well as federal government institutions under which the personal information may have been compromised; refer to Standard Personal Information Bank (PIB) Security Incidents and Privacy Breaches–PSU 939. For suspected criminal activity, information may also be disclosed to the Royal Canadian Mounted Police for investigation purposes; refer to institution-specific PIB Operational Case Records–RCMP PPU 005.
Retention and Disposal Standards:
- On October 16, 2012, Library and Archives Canada approved the amended Records Disposal Authority (RDA) No. 2010/005-1 for records related to government telecommunications and informatics functions, which covers all cyber-authentication files. Most records are retained for a minimum of two (2) years after the last use of the credential. PAIs and MBUNs will be retained, without being linked to an individual, for one (1) year past the sunsetting of the program to avoid duplication.
RDA Number: 2010/005-1
Related Record Number: SSC CISS 180
TBS Registration: 20140001
Bank Number: SSC PCU 607
Notes: This PIB was created as a result of a separation from PIB PWGSC PCU 606 – “Internal and External Credential Management Services,” which was transferred from PWGSC in 2012. For additional information, please refer to PIB SSC PCU 606 – “Internal Credential Management Services”. When requesting personal information contained in this PIB from a federal institution, individuals must provide their username as the services do not collect names or email addresses.
Internal Credential Management Services
- Bank Number: SSC PCU 606
Description:
- This bank describes information related to identification and authentication services for validating the credentials of internal users of the federal on-line environment, including the issuance of identity based Public Key Infrastructure (PKI) certificates. Certificates are used for encryption of data as well as for identification and authentication of individuals. Some certificates can be used for Digital Signature purposes. Certificates are stored on computers, Smart Cards or other secure media. Personal information may include: name, contact information, other identification numbers (i.e. encrypted program identifier or PID, and revocation reason codes), Personal Record Identifier, username, password, date of birth, email address, Internet Protocol address, and recovery secrets.
Class of Individuals:
- Federal employees, consultants, temporary help, and individuals hired under contract to work on behalf of the federal government, as well as other individuals who are enrolled in Government of Canada applications and/or communicate with federal employees, in a secure fashion.
Purpose:
- Personal information is used to validate and manage credentials of on-line users of federal government systems and applications. The authority to collect this personal information is derived from Order in Council number PC 2012-0958, in accordance with section 6 of the Shared Services Canada Act.
Consistent Uses:
- In the case of suspected security or privacy breaches, information may be shared with departmental security and access to information and privacy officials (see Standard PIB Security Incidents-PSU 939). For suspected criminal activity, information may also be disclosed to the Royal Canadian Mounted Police for investigation purposes - see institution-specific PIB Operational Case Records - RCMP PPU 005. Information may also be used to monitor audit trails regarding credential usage and for evaluation and reporting purposes. Personal information is validated using such information as the date of birth or government-issued identification, which is shown but not recorded. Information including given name, surname, and e-mail address is published in a public repository in the Public Key Infrastructure x.500 directory and may be referred to in Certificate Revocation Lists. This public repository can be accessed from the Internet by using a Lightweight Directory Application Protocol Browser.
Retention and Disposal Standards:
- On October 16, 2012, Library and Archives Canada approved the amended Records Disposal Authority (RDA) No. 2010/005-1 for records related to government telecommunications and informatics functions, which covers all cyber-authentication files. Certificates issued for the purpose of encryption and authentication are retained for ten (10) years following the sun setting of the certificate program. Certificates issued for the purpose of authentication only will be retained for a minimum of two (2) years following the expiry or revocation of the certificates. This is done in accordance with the Digital Signature and Confidentiality Certificate Policies for the Government of Canada PKI, V4.0 (April 3, 2006). All personal information collected for the purpose of issuing or revoking of any certificate will be retained for a minimum of two (2) years following the expiry or revocation of the certificates.
RDA Number: 2010/005-1
Related Record Number: SSC CISS 180
TBS Registration: 006677
Bank Number: SSC PCU 606
Notes: This Personal Information Bank (PIB) was transferred from Public Works Government Services Canada (PWGSC) in 2012. It was formerly registered as PWGSC PCU 606 – “Internal and External Credential Management Services.” In 2013, the external credential information was separated from this PIB and now forms PIB SSC PCU 607 – “External Credential Management Services”, above.
IT Environment Protection Services
Description:
- Records related to physical security measures put in place to reduce the risk of unauthorized access to information, IT assets, and facilities. This includes the protection and disposal of sensitive IT media in appropriate containers designed to resist fire, environmental damage, and unforeseen hazards (for both on- and off-site storage). It also includes the use of TEMPEST protection to ensure emanations by radiated signals do not contain compromising information. IT environment protection services also involve records related to personnel identification that supports establishing trust in personnel and others who require access to government facilities, systems, and networks, including security requirements for personnel screening.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentation, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business (LOB) profit & loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposals, records of decision, service agreements, service level agreements, service level agreement templates, services catalogue, standard statement of works, statements of qualification, submissions, Treasury Board submission drafts, technical documents, template documents, timesheets, terms of reference, work descriptions, work plan documents, project plans, presentations, and proposals.
Record Number: SSC CISS 179
Perimeter Defence, Detection, Response, Recovery and Audit Services
Description:
- Records related to the monitoring, analysis, network mapping and collection of alarms, events and/or incidents of unauthorized access and/or entrance into computer systems, for the purpose of providing and improving incident response services. Included are network vulnerability assessments, analysis of threat agents, tools, techniques or technical trends, incident analysis support and training and awareness; as well as IT security policy, security audit, disaster recovery/business resumption planning, network vulnerability assessments and isolation activities.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentation, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit & loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposals, records of decision, service agreements, service level agreements, service level agreement templates, services catalogue, standard statement of works, statements of qualification, submissions, Treasury Board submission drafts, technical documents, template documents, timesheets, terms of reference, work descriptions, work plan documents, project plans, presentations, and proposals.
Record Number: SSC CISS 182
Secure Communication Services
Description:
- Records related to the provision of secure voice and data communications, cryptographic mechanisms such as encryption and digital signature, cryptographic security advice, and technical services to assure the protection of sensitive and classified information. Components include robust key management infrastructure, key management services, Classified Canadian Electronic Key Management Services (CCEKMS) and GC PKI.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentation, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit & loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposals, records of decision, service agreements, service level agreements, service level agreement templates, services catalogue, standard statement of works, statements of qualification, submissions, Treasury Board submission drafts, technical documents, template documents, timesheets, terms of reference, work descriptions, work plan documents, project plans, presentations, and proposals.
Record Number: SSC CISS 181
Distributed Computing Services (DCS)
This sub-program includes the provision and support that provides users with local and remote access to individual, workgroup, DCS program-specific and DCS corporate applications, workstation provisioning/support and Local Area Network (LAN, physical or virtual) functionality including file/print and directory services.
Desktop and Office Productivity Suite (DOPS) Services
Description:
- Records related to desktop/office productivity suite applications and local/LAN-based (physically or virtually) standard utilities. Components include desktop/standardized office suites software (word processing, presentation, spreadsheet, etc.) functionality, records and document management applications (e.g. RDIMS, GCDocs); provision and support activities (including procurement, installation/configuration, operating, protecting and de-installation activities); and local LAN-based standard utilities such as anti-virus, security, data handling tools, and client-side printing utilities.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentations, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit and loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposals, records of decision, service agreements, service level agreements, service level agreement templates, services catalogue, standard statements of work, statements of qualification, submissions, Treasury Board submission drafts, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.
Record Number: SSC DCS 164
Distributed Computing Services Program Management
Description:
- Records related to the management, investment and overall performance of the Distributed Computing Services program. Included is the management of the financial and human resources common to the program, management and maintenance of the enterprise architecture associated with the program’s services, quality management, risk management, project management, acquisition and implementation of hardware and software associated with the delivery of program services, monitoring and assessment of program’s overall performance including internal control and assurance of any/all applicable regulatory compliance requirements, and information on a full range of distributed computing environment program management services for federal departments and agencies.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentations, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit and loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposals, records of decision, service agreements, service level agreements, service level agreement templates, services catalogue, standard statements of work, statements of qualification, submissions, Treasury Board submission drafts, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.
Record Number: SSC DCS 168
Email and Directory Services
Description:
- Records related to email functionality including transmission, instant messaging, directory services and scheduling. Components include mail servers and all activities such as procurement, configuration and protection.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentations, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit and loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposals, records of decision, service agreements, service level agreements, service level agreement templates, services catalogue, standard statements of work, statements of qualification, submissions, Treasury Board submission drafts, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.
Record Number: SSC DCS 165
GC Your Email Service
- Bank Number: SSC PCU 608
Description:
- This bank describes personal information that is maintained in support of the GC Email Solution Services. Personal information is collected, organized and retrievable by name or by an identifying number, symbol or other particular assigned only to the user. It includes personal information that has been or is being used, or is available for use for an administrative purpose. Upon enrollment in the GC Email Solution Service, personal information created includes unique e-mail account identifiers, User IDs, passwords, password recovery questions and answers. In addition, email addresses and personal information in headers used in communication with federal employees may be collected.
- Note: The Government of Canada (GC) selected Bell Canada through a competitive process to operate a GC Email Solution Service for Shared Services Canada (SSC) and its partner organizations.
Only SSC has the authority to collect and control personal information required to provision the email service. Therefore, any requests for information under the Access to Information Act regarding the email service as well as any requests under the Privacy Act for personal information collected and used to administer email accounts should be directed to SSC’s Access to Information and Privacy Protection Division by email to ATIP-AIPRP@canada.ca.
Partner organizations have the authority to collect and control all data related to email content (i.e., email subject lines, attachments and body of the email message). Since organizations are responsible for the content of their employees’ emails, requests for actual email exchanges under the Access to Information Act or Privacy Act should be forwarded to their respective Access to Information and Privacy Office.
Class of Individuals:
- Federal employees, consultants, temporary help, and individuals hired under contract to work on behalf of the federal government, as well as any individual who communicate with federal employees.
Purpose:
- The personal information will be used to issue and manage your.email@canada.ca account for public servants as well as operate report on and secure the GC your Email Service system. On June 29, 2012, the Shared Services Canada Act received Royal Assent and is SSC’s legal authority to collect personal information for its programs such as the delivery of the email service. Order-in-Council (PC) Number 2015-1071 confers upon SSC the legal authority to provide services related to email. Legal authority is also embedded in sub-section 6 (a) of the Shared Services Canada Act which allows the Governor in Council to specify the services that the Minister must provide through SSC.
Consistent Uses:
- Information may be used for validating the credentials of internal users of the federal on-line environment, including the issuance of identity based Public Key Infrastructure (PKI) certificates (See SSC PIB Internal Credential Management Services - SSC PCU 606). In the case of suspected security or privacy breaches, information may be shared with departmental security and access to information and privacy officials (see Standard PIB Security Incidents and Privacy Breaches-PSU 939). For suspected criminal activity, information may be disclosed to the Royal Canadian Mounted Police for investigation purposes - see institution-specific PIB Operational Case Records - RCMP PPU 005. Information may also be used to monitor audit trails regarding usage, to monitor for cyber and IT security purposes, and for evaluation and reporting purposes (see Standard PIB Cyber Defence - Class of Record 7-CSE PPU 00).
Retention and Disposal Standards: Under development
RDA Number: Under development
Related Record Number: SSC DCS 165
TBS Registration: 20160013
Bank Number: SSC PCU 608
Directory Services
- Bank Number: SSC PCU 707
Description:
- This bank describes information provided for directories, such as on-line public directories (Government Electronic Directory Services [GEDS 2.0] Web/Direct 500), an online internal database for federal government employees (GEDS 2.0’s MyGEDS), and email directory exchanges (EMAX, SMTPAX). Public facing GEDS 2.0 contains the name and business contact information of federal employees. Internal to the federal Government of Canada (GoC) only, GEDS 2.0’s MyGEDS allows government employees to voluntarily post additional information about themselves that may appear in other GoCWeb 2.0 tools such as GCconnex and GCpedia. Personal information stored in MyGEDS may include: name, business contact information, personal photograph, employee profile description, employee additional contacts, employee website links and employee competencies, competency search, work preferences, and other information posted by employees using GoC 2.0 Tools.
- Note: The GEDS 2.0 directory is publicly available on the Internet. However, the MyGEDS directory is not accessible to the public. It is only accessible to GoC employees and individuals (students, casual employees, contractors and consultants) who are under a contractual arrangement with the Government of Canada who have access to the Government of Canada network.
Email addresses distributed through EMAX and SMTPAX are available in electronic directories, mostly accessible through the email software of participating government departments.
Class of Individuals:
- Current federal government employees, contractors, consultants, and temporary help.
Purpose:
- GEDS 2.0 information is obtained to populate the listed directories regarding federal employees providing up-to-date contact information for use by the public and private sectors. The authority to collect this information is derived from Order in Council number PC 2012-0958, in accordance with section 6 of the Shared Services Canada Act.
Consistent Uses:
- Third parties from the private sector may purchase a license to obtain access to the data. Information may be used for evaluation and reporting purposes. Some of the data is voluntarily provided in MyGEDS by federal government employees, contractors, consultants, and temporary help and is used to share professional personal information amongst other federal government employees, contractors, consultants, and temporary help. The personal information is for non-administrative purposes and it is the individual’s responsibility to ensure accuracy.
Retention and Disposal Standards:
- Data is retained for two years following the last profile update.
RDA Number: Not applicable
Related Record Number: SSC DSC 165
TBS Registration: 20120447
Bank Number: SSC PCU 707
File / Print Services
Description:
- Records related to the set of capabilities that support user/group access for the storage, retrieval and protection of office-type documents (such as word processing, spreadsheets, presentations, etc.), DCS data files and shared workgroup folders and the provision of ‘server-side’ print services. Components include the file sharing/management servers; and server-side printing servers.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentations, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit and loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposals, records of decision, service agreements, service level agreements, service level agreement templates, services catalogue, standard statements of work, statements of qualification, submissions, Treasury Board submission drafts, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.
Record Number: SSC DCS 166
Secure Remote Access Services
Description:
- Records related to the set of capabilities that support remote end-users with complete access to the standard distributed computing desktop components, applications and data via access over a Secure Remote, Access, dial-in or wireless service. Components include remote access software and hardware; and communications software.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentations, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit and loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposals, records of decision, service agreements, service level agreements, service level agreement templates, services catalogue, standard statements of work, statements of qualification, submissions, Treasury Board submission drafts, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.
Record Number: SSC DCS 167
Workstation Services
Description:
-
Records related to the local physical workstation hardware (desktop computer, notebook computer, thin-client device, Personal Digital Assistant (PDA) (data side)); access and use of the DCS applications; provision/support activities (including procurement, installation/configuration, operating, protecting and decommissioning); and operating system, Internet browser, and corporate portals.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentations, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit and loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposals, records of decision, service agreements, service level agreements, service level agreement templates, services catalogue, standard statements of work, statements of qualification, submissions, Treasury Board submission drafts, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.
Record Number: SSC DCS 163
Production and Operations Computing Services (Data Centres)
This sub-program includes the provision, technical support and certification for the hosting of the enterprise's day-to-day operations and production applications and database computing environments, including Web application environments, regardless of where they reside in the virtualized data centre or within the business unit (in a server room). Included in this program is the execution of business resumption plans and disaster recovery plans developed under Security Services.
Dedicated Application Hosting and Management Devices
Description:
- Records related to the operation and management of specialized computing equipment outside of ‘utility’ computing services (e.g. a Cray super computer) or computing services environments.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentations, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit & loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposal, records of decision, service agreements, service level agreement templates, service level agreements templates, services catalogue, standard statements of work, statements of qualification, submissions, Treasury Board submission drafts, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.
Record Number: SSC POCS 170
Facilities Management Services
Description:
- Records related to the ‘end-to-end’ management of physical complexes/computing facilities and facilities management services in a data centre or server room. Activities include physical security of the facility as well as provision and maintenance of non-IT equipment including heating, ventilation, and cooling systems, environmental controls, uninterrupted power supplies, generators, conditioned power and power distribution systems, cabling and equipment racking.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentations, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit & loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposal, records of decision, service agreements, service level agreement templates, service level agreements templates, services catalogue, standard statements of work, statements of qualification, submissions, Treasury Board submission drafts, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.
Record Number: SSC POCS 171
Production and Operations Computing Program Management
Description:
-
Records related to management of the financial and human resources common to the program, management and maintenance of the enterprise architecture associated with the program’s services, quality management, risk management, project management, acquisition and implementation of hardware and software associated with the delivery of program services, and the monitoring and assessment of program’s overall performance including internal control and assurance of any/all applicable regulatory compliance requirements.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentations, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit and loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposals, records of decision, service agreements, service level agreements, service level agreement templates, services catalogue, standard statements of work, statements of qualification, submissions, Treasury Board submission drafts, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.
Record Number: SSC DCS 172
Utility Computing Services
Description:
- Records related to technical provisioning services and program-specific activities that do not require specific technology infrastructure/technical services and corporate administrative application systems. Components include data centre or server room hardware and operating software systems; infrastructure operations, including certification of new hardware; database and application system specific storage and servers management; directories for applications, Data Naming Service (DNS) and other uses; data and applications (production) configuration; centralized storage, backup and recovery, including business resumption and disaster recovery (as an activity); software distribution/updates (standard versus require maintenance activities); data centre or server room hardware upgrades/extensions; centralized print and distribution services; sizing and scalability analysis for technology within scope of the utility computing services; system installs, moves, adds and changes (IMACs) in the data centre or server room; performance monitoring, adjusting, control and system; user account administration, asset inventory, licence management; and technical environments to support research and testing.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentations, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit & loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposal, records of decision, service agreements, service level agreement templates, service level agreements templates, services catalogue, standard statements of work, statements of qualification, submissions, Treasury Board submission drafts, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.
Record Number: SSC POCS 169
Telecommunications Services (Data, Voice and Video)
Telecommunications services sub-program includes the transmission of data, voice and video within and across the enterprise. Data network services include the provision and ongoing support of global multi-platform, multi-protocol electronic data and communications networks, which includes all software as well as wiring, switches, hubs, routers, and all other hardware required to support data communications between computing devices. The voice communication services include the provision of local and long-distance services globally, voice mail, contact centre infrastructure services, secure voice and other related services, which include all carrier software and hardware environments. Videoconferencing services include components such as cameras, microphones, monitors, multi-point control units, videoconferencing bridges, hardware or software coders/decoders, videoconferencing software/clients. This service program has a strong direction towards the convergence of voice and data networks.
Call Centre (Data and Voice Network Infrastructure) Services
Description:
- Records related to network and management operational activities for the call centre infrastructure. Components include interactive voice response, automatic call distributor, toll-free services; multi-media interface software; call recording; enhanced analytics telephony, related equipment; data storage and call centre management and monitoring systems.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentations, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit and loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposals, records of decision, service agreements, service level agreements, service level agreement templates, services catalogue, standard statements of work, statements of qualification, submissions, Treasury Board submission drafts, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.
Record Number: SSC TS 177
Telephone Call Detail Information
- Bank Number: SSC PCU 050
Description:
- This bank describes information about calls placed from government telephones, which are provided under the Government of Canada's (GC) long distance service contract. It also includes details of all calls made using Government of Canada calling cards. The personal information may include: name, contact information, calling card number.
Class of Individuals:
- Employees and contractors of government departments, agencies and Crown Corporations specified in Schedules 1, 2 and 3 of the Financial Administration Act; Members of Parliament, employees of Members of Parliament, and employees of the House of Commons; and Senators, employees of Senators, and employees of the Senate who have access to a Government of Canada telephone or calling card.
Purpose:
- Call-detail information is used to manage, control, forecast, plan and analyze the performance of the government telecommunications networks as well as for the resolution and payment of invoices. The authority to collect this personal information is derived from Order in Council number PC 2012-0958, in accordance with section 6 of the Shared Services Canada Act.
Consistent Uses:
- The data is used to validate service charges in support of payments made under the authority of the Financial Administration Act. As mandated, information is periodically provided to Government of Canada clients in support of security and criminal investigations (PSU 939 - Security incidents). Information may be disclosed to private-sector third party telephone card providers. Information may also be used for audit, evaluation, statistical, and reporting purposes.
Retention and Disposal Standards:
- Information is retained for six (6) years after the fiscal year in which the transaction occurred, and then destroyed.
RDA Number: 99/004
Related Record Number: SSC TS 177
TBS Registration: 003744
Bank Number: SSC PCU 050
Notes: This PIB was transferred from Public Works and Government Services Canada in 2012.
Data Network Infrastructure Services
Description:
-
Records related to data network traffic between nodes on the network (internal and external origin of transmission), client access connectivity, and network and management operational activities for the data network infrastructure. Components include network switches, network routers, network optimizers, network accelerators, wireless access points, wireless controllers, satellite ground systems, microwave transmission antennas and relay towers, and cabling infrastructure.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentations, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit and loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposals, records of decision, service agreements, service level agreements, service level agreement templates, services catalogue, standard statements of work, statements of qualification, submissions, Treasury Board submission drafts, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.
Record Number: SSC TS 173
Image and Video Communication Services
Description:
- Records related to the infrastructure and technology components that support the communication of images (including facsimile) and video.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentations, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit and loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposals, records of decision, service agreements, service level agreements, service level agreement templates, services catalogue, standard statements of work, statements of qualification, submissions, Treasury Board submission drafts, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.
Record Number: SSC TS 176
Inter and Intra Data Centre Network Services
Description:
- Records related to interconnectivity, translation of network elements between transmission facilities and computing facilities, and network and management operational activities for inter and intra-data centre network infrastructure. Components include network switches (e.g. core network and top-of-rack switches), network routers, optical network devices, load balancers, protocol converters, firewalls, cabling infrastructure inside data centres.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentations, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit and loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposals, records of decision, service agreements, service level agreements, service level agreement templates, services catalogue, standard statements of work, statements of qualification, submissions, Treasury Board submission drafts, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.
Record Number: SSC TS 174
Telecommunications (Data, Voice and Video) Services Program Management
Description:
- Records related to the ‘end-to-end’ management of telecommunications resources and telecommunications services including planning, organizing, acquiring, implementing, monitoring and evaluating of the overall program effectiveness.
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentations, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit and loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposals, records of decision, service agreements, service level agreements, service level agreement templates, services catalogue, standard statements of work, statements of qualification, submissions, Treasury Board submission drafts, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.
Record Number: SSC TS 178
Voice Network Services
Description:
- Records related to the provision of long distance inter-campus, private network (i.e. internally managed across a corporate facility) and virtual network (i.e. external service provider managed) components along with the software and hardware for a virtual voice, secure voice and a private voice network. They include network and management operational activities for voice network infrastructure. Voice networking services also include services for cellular phones and other client-end devices. Components include Public Branch Exchange (PBX) switches; call controllers; session border controllers; telephony gateways; hard phones (such as desk phones; cellular phones and smart phones); soft phones application/software
Document Types:
- Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentations, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business profit and loss reports, manuals and guides, minutes, memorandums of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, pricing sheets, product roadmaps, reports, requests for proposals, records of decision, service agreements, service level agreements, service level agreement templates, services catalogue, standard statements of work, statements of qualification, submissions, Treasury Board submission drafts, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.
Record Number: SSC TS 175
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. Internal services include only those activities and resources that apply across an organization, and not those provided to a specific program. The groups of activities are Acquisition Services; Communications Services; Financial Management Services; Human Resources Management Services; Information Management Services; Information Technology Services; Legal Services; Management and Oversight Services; Materiel Services; Real Property Services; and Travel and Other Administrative Services.
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.
- Procurement and Contracting Class of Record
- Professional Services Contracts Personal Information Bank
Communications Services
Communications services involve activities undertaken to ensure that Government of Canada communications are effectively managed, well coordinated and responsive to the diverse information needs of the public. 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.
- Communications Class of Record
- Internal Communications Personal Information Bank
- Public Communications Personal Information Bank
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.
- Financial Management Class of Record
- Accounts Payable Personal Information Bank
- Accounts Receivable Personal Information Bank
- Acquisition Cards Personal Information Bank
Human Resources Management Services
Human resources management services 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.
- Awards (Pride and Recognition) Class of Record
- Recognition Program Policy Personal Information Bank
- Classification of Positions Class of Record
- Staffing Personal Information Bank
- Compensation and Benefits Class of Record
- Attendance and Leave Personal Information Bank
- Pay and Benefits Personal Information Bank
- Employment Equity and Diversity Class of Record
- Employment Equity and Diversity Personal Information Bank
- Hospitality Class of Record
- Hospitality Personal Information Bank
- Human Resources Planning Class of Record
- Human Resources Planning Personal Information Bank
- Workplace Day Care Personal Information Bank
- Labour Relations Class of Record
- Canadian Human Rights Act – Complaints Personal Information Bank
- Discipline Personal Information Bank
- Grievances Personal Information Bank
- Harassment Personal Information Bank
- Disclosure of Wrongdoing in the Workplace Personal Information Bankk
- Values and Ethics Code for the Public Sector and Organizational Code(s) of Conduct Personal Information Bank
- Occupational Health and Safety Class of Record
- Employee Assistance Personal Information Bank
- Harassment Personal Information Bank
- Occupational Health and Safety 7 Personal Information Bank
- Vehicle, Ship, Boat and Aircraft Accidents Personal Information Bank
- Official Languages Class of Record
- Official Languages Personal Information Bank
- Performance Management Reviews Class of Record
- Discipline Personal Information Bank
- Employee Performance Management Program Personal Information Bank
- Recruitment and Staffing Class of Record
- Applications for Employment Personal Information Bank
- Employee Personnel Record Personal Information Bank
- EX Talent Management Personal Information Bank
- Personnel Security Screening Personal Information Bank
- Staffing Personal Information Bank
- recruitmentandstaffingValues and Ethics Code for the Public Sector and Organizational Code(s) of Conduct Personal Information Bank
- Relocation Class of Record
- Relocation Personal Information Bank
- Training and Development Class of Record
- Training and Development Personal Information Bank
Information Management Services
Information management services involve activities undertaken to achieve efficient and effective information management to support program and service delivery; foster informed decision making; facilitate accountability, transparency and collaboration; and preserve and ensure access to information and records for the benefit of present and future generations.
- Access to Information and Privacy Class of Record
- Access to Information and Privacy Act Requests Personal Information Bank
- Information Management Class of Record
- Automated Document, Records, and Information Management Systems Personal Information Bank
- Library Services Personal Information Bank
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.
- Information Technology Class of Record
- Electronic Network Monitoring Logs Personal Information Bank
Legal Services
Legal services involve activities undertaken to enable government departments and agencies to pursue policy, program and service delivery priorities and objectives within a legally sound framework.
- Legal Services Class of Record
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.
- Cooperation and Liaison Class of Record
- Lobbying Act Requirements Personal Information Bank
- Outreach Activities Personal Information Bank
- Executive Services Class of Record
- Executive Correspondence Personal Information Bank
- Internal Audit and Evaluation Class of Record
- Evaluation Personal Information Bank
- Internal Audit Personal Information Bank
- Planning and Reporting Class of Record
Materiel 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.
- Materiel Management Class of Record
- Vehicle, Ship, Boat and Aircraft Accidents Personal Information Bank
Real Property 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
- Real Property Management Personal Information Bank
Travel and Other Administrative Services
Travel and other administrative services include Government of Canada travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories.
- Administrative Services Class of Record
- Parking Personal Information Bank
- Boards, Committees and Council Class of Record
- Governor in Council Appointments Personal Information Bank
- Members of Boards, Committees and Councils Personal Information Bank
- Business Continuity Planning Class of Record
- Business Continuity Planning Personal Information Bank
- Disclosure to Investigative Bodies Class of Record
- Disclosure to Investigative Bodies Personal Information Bank
- Proactive Disclosure Class of Record
- Hospitality Personal Information Bank
- Travel Personal Information Bank
- Security Class of Record
- Identification Cards and Access Badges Personal Information Bank
- Internal Disclosure of Wrongdoing in the Workplace Personal Information Bank
- Personnel Security Screening Personal Information Bank
- Security Incidents and Privacy Breaches Personal Information Bank
- Security Video Surveillance and Temporary Visitor Access Control Logs and Access Badges Personal Information Bank
- Travel Class of Record
- Travel Personal Information Bank
Legend
- Standard Classes of Records (CoRs)
- Standard Classes of Records (CoRs)
- Standard Personal Information Banks (PIBs)
Manuals
- Infrastructure and Facilities Guiding Principles
- Operations Service Management Manual (OSMM) and Functions
- Security Access Control Officers Procedures Manual
- Single Sign-On /Electronic Authorization and Authentication - User Procedure Manual
Additional Information
The Government of Canada encourages the release of information through informal requests. You may wish to consult Shared Services Canada’s Summaries of Completed Access to Information Requests. To make an informal request, please refer to Making an ATIP Request.
Please see the Sources of Federal Government and Employee Information under the provisions of the Access to Information Act and the Privacy Act. You can submit your Access to Information or Privacy request online or by mail. To make a formal request please refer to Making an ATIP Request.
Shared Services Canada conducts Privacy Impact Assessments (PIAs) to ensure that potential privacy implications will be appropriately identified, assessed and resolved before a new or substantially modified program or activity involving personal information is implemented. Summaries of completed PIAs are available at Publications – Access to Information and Privacy.
Reading Room
In accordance with the Access to Information Act and Privacy Act, the applicant may wish to review material in person at the ATIP - Contact Us.
Page details
- Date modified: