Sources of Federal Government and Employee Information 2016 (Info Source)

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

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

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

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
  • al903Attendance and Leave Personal Information Bank
  • Pay and Benefits Personal Information Bank
• 942Employment Equity and Diversity Class of Record
  • 918Employment Equity and Diversity Personal Information Bank
• 933Hospitality Class of Record
  • 908Hospitality Personal Information Bank
• 949Human Resources Planning Class of Record
  • 935Human 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
  • 919Harassment Personal Information Bank
  • Disclosure of Wrongdoing in the Workplace Personal Information Bankk
  • 915Values and Ethics Code for the Public Sector and Organizational Code(s) of Conduct Personal Information Bank
• 922Occupational Health and Safety Class of Record
  • 916Employee Assistance Personal Information Bank
  • 919Harassment Personal Information Bank
  • 907Occupational Health and Safety Personal Information Bank
  • Vehicle, Ship, Boat and Aircraft Accidents Personal Information Bank
• 923Official Languages Class of Record
  • 906Official 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
• 936Relocation Class of Record
  • 910Relocation Personal Information Bank
• 927Training and Development Class of Record
  • 905Training 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.

• 930Access to Information and Privacy Class of Record
  • 901Access 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.

• 902Legal 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.

• 948Real Property Management Class of Record
  • 914aReal 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
• 928Business Continuity Planning Class of Record
  • 903Business Continuity Planning Personal Information Bank
• 937Disclosure to Investigative Bodies Class of Record
  • 913Disclosure to Investigative Bodies Personal Information Bank
• Proactive Disclosure Class of Record
  • 908Hospitality Personal Information Bank
  • 909Travel 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
• 934Travel 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 sourcesSources 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.