Sources of Federal Government and Employee Information 2019 (Info Source)

Table of Contents

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

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

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.

Orders in Council 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 SSC, 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:

SSC reports to Parliament through the Minister of Public Services and Procurement Canada.

Responsibilities

SSC is responsible for delivering mandated email, data centre and network services to partner organizations in a consolidated and standardized manner to support the delivery of Government of Canada programs and services. SSC's mandate is to protect the infrastructure and associated data in transit, storage and use. SSC's role in strengthening 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.

SSC also provides certain optional technology-related services to government organizations on a cost-recovery basis. Budget 2013 further expanded SSC's mandate, adding the consolidation of government-wide procurement of software and hardware for workplace technology devices. The department's major transformation initiatives, which can be found in its transformation framework, are as follows:

By consolidating IT-infrastructure services and leveraging the Government of Canada's buying power, Shared Services Canada aims to reduce costs across the Government's departments and agencies and ensure the security of the Government of Canada's IT infrastructure meets or exceeds best practices of industry and other leading government agencies.

Institutional Functions, Programs, and Activities

E-mail and workplace technology

This program supports partner and client organizations with the procurement, configuration, management and protection of email services, including the Government of Canada-wide transition to a consolidated email system. It also provides access to software and hardware provisioning and support for program-specific and corporate applications. This includes workstation provisioning and technical support, as well as local area network (LAN) (physical or virtual) functionalities. Some of the services are provided on an optional basis to partner and client organizations.

Hardware provisioning

This service provides partner and client organizations with reliable, secure, and cost-effective delivery of local physical workstation hardware for accessing and using computer applications. This includes procurement services for access to standing offers for computers and computer-related peripherals and systems, such as desktop computers, notebooks, hybrid tablets, specialized devices, printing products and printing-related devices.

Hardware Provisioning
Description

Records related to the procurement of workplace technology devices (WTD) hardware. Components include documents related to the establishment of enterprise agreements and contracts, the resulting contracts, amendments to these contracts, and records pertaining to vendor relationship management. This also includes records and reports on transactions executed by the WTD Hardware Provisioning Service on behalf of partner and client 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, memorandum 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, services catalogue, standard statements of work, standing offers, call-ups against standing offers, statements of qualification, submissions, Treasury Board submissions, technical documents, templates, timesheets, terms of reference, work plans, project plans, presentations, and proposals.

Record number

SSC DCS 163

Software provisioning

This service ensures the reliable, secure and cost-effective provision of desktop and office productivity suite applications and LAN-based standard utilities for partner and client organizations. Serving as a single point of contact for Workplace Technology Devices (WTD) base software, the service provides an end-to-end request fulfillment process for WTD software, as well as access to enterprise software agreements. The procurement of software via Shared Services Canada (SSC) is a mandatory service.

Software Provisioning
Description

Records related to the procurement of workplace technology devices (WTD) software. Components include documents related to the establishment of enterprise agreements and contracts, the resulting contracts, amendments to these contracts, and records pertaining to vendor relationship management. This also includes records and reports on transactions executed by the WTD Software Provisioning Service on behalf of partner and client 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, services catalogue, standard statements of work, standing offers, call-ups against standing offers, statements of qualification, submissions, Treasury Board submissions, technical documents, templates, timesheets, terms of reference, work plans, project plans, presentations, and proposals.

Record Number

SSC DCS 164

Email services

This service includes the support of legacy email services, the Email Transformation Initiative (ETI) and email solution management after the ETI. The service maintains existing legacy email and Mobile device management infrastructures, as well as prepares and assists partner and client organizations with ETI transition to your.email@canada.ca.

Email
Description

Records related to email functionality including transmission, enterprise messaging, directory services, scheduling, and mobile device management. 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, contract documentation, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, line of business cost/variance analysis reports, manuals and guides, minutes, memorandum 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. Online requests can be made to some partner organizations through ATIP Online.

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 communicates 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 Communications Security Establishment - Cyber Defence -CSE PPU 007 Personal Information Bank).

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] Web/Direct 500), an online internal database for federal government employees (GEDS 2.0 or MyGEDS), and email directory exchanges (EMAX, SMTPAX). Personal information may include name and business contact information. In addition, GEDS 2.0 (MyGEDS) allows government employees to voluntarily post additional information about themselves that may appear in other Government of Canada Web 2.0 tools such as GCconnex and GCpedia. Personal information stored in GEDS 2.0 (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 GC2.0 Tools.

Note

The GEDS directory is publicly available on the Internet.

The GEDS 2.0 (MyGEDS) directory, although available on the Internet, is not accessible to the public. It is only accessible to Government of Canada 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. GEDS 2.0 (MyGEDS) is an enhancement to GEDS that provides employees with an opportunity to voluntarily post additional information to their profiles about themselves that may appear in other Government of Canada Web 2.0 tools such as GCconnex and GCpedia.

Email addresses distributed through EMAX and SMTPAX are available in electronic directories, mostly accessible through the email software of participating government departments.

This Personal Information Bank (PIB) was transferred from Public Works and Government Services Canada in 2012.

Class of Individuals

Current federal government employees, contractors, consultants, and temporary help.

Purpose

Personal 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 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

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

Under development

Related Record Number

SSC DCS 165

TBS Registration

20120447

Bank Number

SSC PCU 707

Workplace technology services

This service delivers stable, managed desktop services delivered on an optional, cost-recovery basis to a small number of federal customer organizations. Services include provisioning of desktops, laptops and printers and the related office productivity software, as well as the associated support services, including service desk and desk side support. The Workplace Technology Services program ensures that customers receive high quality, timely and efficient software provisioning services that meet their needs.

Digital communications

The Digital Communications Program (DCP) has been created to ensure that the Government of Canada (GC) accesses modern, secure and reliable digital communications and collaboration services that can be used by public servants to serve Canadians effectively.

Data centres

SSC provides modern, secure and reliable data centre services to customer organizations for the remote storing, processing and distribution of data, including cloud storage and computing services.

Bulk print

This service provides standardized and fully managed print-to-mail function to meet both high-volume and specialized print media requirements. The service offers high-volume print and mailing capabilities from secure, centralized printing facilities.

Print and Insertion Services
Description

Records related to the provisioning of print and insertion services that support the printing and insertion of correspondence that support a department/agency's delivery of its legislative mandate. Components include High-speed printing and insertion equipment and the supporting hardware and software used to monitor, develop and provision these services.

Document Types

Agreements, action item reports, briefings and updates, budgets, contract documentation, invoices, manuals and guides, minutes, memorandum of understanding, operating level agreements, operational procedures, production reports, records of decision, service level agreements, services catalogue, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, electronic statement of mailings, supply contracts (toner, paper, equipment, etc.) maintenance and support contracts.

Record number

SSC DCS 166

File and print

SSC provides modern, secure and reliable data centre services to customer organizations for the remote storing, processing and distribution of data, including cloud storage and computing services.

File and print
Description

This service provides customer organizations with industry standard access to network printing and user files stored on servers within the Government of Canada network.

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, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.

Record Number

To be determined

Middleware and database

Platform Services is responsible for the lifecycle management of all middleware, databases and hosted production services supported by SSC. We provide customers with fully managed, secure, reliable and scalable standardized database platforms that they can use in non-production (development and testing), pre-production and production environments as they choose.

Middleware and database
Description

Platform Services is responsible for the lifecycle management of non-production (development and test), pre-production and production environments. We provide customers with fully managed, secure, reliable and scalable standardized database platforms that they can use in non-production (development and testing), pre-production and production environments as they choose.

Record number

To be determined

Data centre facility

SSC provides modern, secure and reliable data centre services to customer organizations for the remote storing, processing and distribution of data, including cloud storage and computing services.

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 tracking

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

High performance computing solution

This service provides a fully managed platform for extreme performance computing needs, such as intermittent computing or steady-state heavy computing in both research and production environments.

High performance computing solution
Description

The High Performance Computing (HPC) service is a highly integrated high performance hardware, software and support solution that includes specialized service offerings. The integrated service offerings are designed to support large scale workloads and provide fully managed platforms for extreme performance computing needs, such as intermittent computing or steady-state heavy computing in both research and production 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

To be determined

Mid-range

This service is a combination of hosting technologies that form a fully managed platform on which to install an application. The midrange platform can include: physical or virtual servers, secure platform management, multi-tier platforms, converged infrastructure, managed operating systems, third-party appliances, and disaster recovery. Authorized individuals, as agreed upon with their organization's CIO, are eligible to access this service through the SSC IT Business Requests - Centralized Intake process or for incidents through the Enterprise Command Desk.

Mid-range
Description

Mid-Range is responsible for the modernisation, optimisation and associated reduction in costs of the IT infrastructure, as well as KTLO.

For Mid-Range, this includes transforming, standardising and virtualising the Mid-Range platform and establishing regular life cycle of this platform. All servers would be transformed to new standards x86 Linux or Windows or AIX Unix. The life cycling of the Mid-Range Legacy Infrastructure was risk managed in legacy in favour of establishing the new EDC capacity. The standardized, virtualized Mid-Range capacity in the Enterprise End State Datacenters is consumed as a result of WLM and DCC activities (and is dependent on the rate of execution of these activities).

Additionally, Mid-Range provides specialized services related to Remote Applications and Desktop Services (back end infrastructure), User File Servers and Data Centre Distributed Support Services.

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

To be determined

Mainframe

This service is a combination of hosting technologies that form a fully managed platform on which to install an application. The mainframe platform can include: physical or virtual servers, secure platform management, Multi-tier platforms, managed operating systems, third-party appliances, and disaster recovery.

Mainframe
Description

Mainframe and Bulk Print Management is responsible for the lifecycle management, including operations and maintenance, of the infrastructure used by SSC partners in support of mission critical and non-critical applications for the Government of Canada. Mainframe is a mature, fully managed, virtualized, shared, secure, reliable, recoverable, and scalable multi-tier platform, including some standardized middleware, which allows Departmental Clients to host and manage their data and business applications. The mainframe platform can include physical or virtual servers and it provides a standard approach to using these platforms in non-production (development and test), pre-production and production environments, as required by Departmental Clients' systems development life cycles.

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

To be determined

Storage

This service is an end-to-end managed infrastructure solution that offers secure, reliable and scalable storage capacity.

Storage
Description

Storage is a technical service available internally to SSC. Storage infrastructure provides storage capacity at block level (storage area network) and at file level (network attached storage). Capacity and performance are appropriately sized according to the business requirements provided by SSC partners. It is including Data protection in all storage services.

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, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.

Record number

To be determined

Cloud brokering

The Cloud Brokering Service (CBS) was launched in Q3 FY2017-18 to enable SSC customers to review, purchase and provision public cloud services for unclassified data. CBS has established 26 supply contracts capable of providing commercial public cloud services for unclassified data from eight leading Cloud Service Providers (Amazon, Microsoft, Oracle, Google, IBM, ThinkOn, OVH and Salesforce). Government of Canada departments and agencies that are able to access the service can browse the services of the qualified suppliers, request approval to proceed with purchases, and on approval, purchase and consume the services they need.

Cloud brokering
Description

The Cloud Brokering Service (CBS) was launched in Q3 FY2017-18 to enable SSC customers to review, purchase and provision public cloud services for unclassified data. CBS has established 26 supply contracts capable of providing commercial public cloud services for unclassified data from eight leading Cloud Service Providers (Amazon, Microsoft, Oracle, Google, IBM, ThinkOn, OVH and Salesforce). Government of Canada departments and agencies that are able to access the service can browse the services of the qualified suppliers, request approval to proceed with purchases, and on approval, purchase and consume the services they need.

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, technical documents, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.

Record number

To be determined

Telecommunications

This program delivers data, voice and conferencing services within and across the Government of Canada to partner and client organizations, thereby improving service delivery and enhancing value to Canadians. Data network services include the provision and ongoing support of multiplatform, multiprotocol electronic data and communications networks. Voice communication services include the provision of local and long-distance services, as well as secure voice and other related services. Conferencing services include the provision of a suite of video, web and audio conferencing services to partner and client organizations.

Local area network

This service provides customer organizations with the hardware and software infrastructure (cabling, switches, and routers) required to reliably transport data, voice and video to ensure a modern, secure and reliable network connectivity within and across the Government of Canada. Wired and wireless Local Area Network (LAN) services connect public servants located in diverse work environments (such as office buildings, small and rural/remote offices, and work environments requiring specialized network functions, such as mobile) to each other, as well as to printers, computers and other devices in order to share files and access business systems and applications. The services include network design and configuration, cabling, support (moves, changes), and equipment for provisioning wired LANs, wireless LANs (Wi-Fi) and intra-Data Centre Networks.

Local Area Network
Description

Records related to data network traffic within buildings and multi-building campus environments, client access connectivity, and network and management operational activities for the internal building data network infrastructure. Components include network switches, network routers, network optimizers, network accelerators, wireless access points, wireless controllers 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, memorandum 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

Wide area network

SSCs Network Service provides foundational WAN connectivity to over 3,500 geographically dispersed sites throughout Canada and around the world. It enables WAN connectivity between major data centers and buildings where the GC is a tenant.

Wide Area Network Infrastructure Services
Description

Records related to data network traffic between nodes on the network (internal and external origin of transmission) as well as network and management operational activities for the data network infrastructure. Components include network switches, network routers, network optimizers, network accelerators, 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, contract documentation, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, 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 184

Internet

This service provides connectivity for Government of Canada users to access the Internet and for the public to access Government of Canada websites. Key features of this service include enterprise and local level connectivity to the Internet, standardized service levels, service management processes, security monitoring, and enhanced security controls.

Internet Infrastructure Services
Description

Records related to data network traffic between GC infrastructure and the Internet.

Document Types

Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contract documentation, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, manuals and guides, minutes, memorandum 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, technical documents, templates, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.

Record number

SSC TS 174

Satellite

This service provides satellite-based telecommunications services including fixed and mobile solutions, both nationally and internationally. It provides WAN extensions where traditional network services may not be available to partner and client organizations.

Satellite Infrastructure Services
Description

Records related to data network traffic transiting satellite infrastructure and network and management operational activities for the infrastructure. Components include satellite ground systems and all related infrastructure.

Document Types

Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contract documentation, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, feasibility studies, guidelines, invoices, letters of acceptance, lists, 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 185

Mobile devices and fixed-line phones

This service includes the provisioning and management of all voice services components, including telephony devices, to enable local and long-distance voice communications between internal stakeholders (Government of Canada employees) and external stakeholders (the general public and the private sector). Fixed-line phone services are delivered through traditional means (Centrex and Public Branch Exchange (PBX), as well as through modern, fixed-line (VoIP) services infrastructure. Mobile devices are delivered through services infrastructure, leveraging carrier software and hardware environments.

Mobile Devices and Fixed-Line Voice Services
Description

Records related to the management and operations of mobile device and fixed-line voice services, covering 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, manuals and guides, minutes, memorandum 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

Conferencing services

This program / service enables two-way video, web and audio conferences between multiple public and private facilities and devices to support more effective and efficient communication and collaboration among partner and client organizations. The conferencing service allows connections among participants using various videoconferencing systems, video-enabled computers, web and voice devices. It also allows for a conference session host or participant to display content (such as documents, applications, browsing sessions and live desktop video) from their screen to all participants' screens. Existing Government of Canada equipment and infrastructure, as well as industry solutions, are leveraged to provide the capacity to deliver conferencing services.

Conferencing Services
Description

Records related to the management and operations of videoconference services. Covering videoconferencing bridges, various videoconferencing systems, and video-enabled computers.

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, 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

Contact centre infrastructure

This service includes the provisioning and management of the IT infrastructure supporting contact centres (call centres) to enable communications between external stakeholders (the general public and the private sector) and internal stakeholders (Government of Canada programs), as well as Government of Canada internal support functions. It provides all the call handling, agent support, reporting, supervision and administration capabilities required to operate and manage a contact centre. The service is delivered using both internal and external equipment and infrastructure to allow for communications via various media channels.

Contact Centre Services
Description

Records related to operational activities for the contact centre service. Components include interactive voice response, automatic call distributor, multi-media interface software, call recording, enhanced analytics, data storage, and contact 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, vendor reports, performance data, charts, graphs and diagrams, communiqués, correspondence, feasibility studies, guidelines, invoices, letters of acceptance, lists, manuals and guides, minutes, memoranda 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, services catalogue, standard statements of work, statements of qualification, Treasury Board submission drafts, technical documents, 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 between telephones and Government of Canada telephones.

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; and the general public.

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 2015-1071, 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 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 / SSC TS 187 / SSC PCU 607 / SSC PCU 606

TBS Registration

003744

Bank Number

SSC PCU 050

Notes

This PIB was transferred from Public Works and Government Services Canada in 2012.

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 2015-1071, in accordance with section 6 of the 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-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 sun-setting 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 - CMP 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 email 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.

Toll-free voice

This service provides external stakeholders (the general public and the private sector) and internal stakeholders (Government of Canada programs) with toll free long distance (1-800) access to Government of Canada departments and agencies across Canada to enable communications.

Toll-Free Voice Services
Description

Records related to the management and operations of toll-free voice services including partner requests and service contracts. In addition, records related to the coordination of vendor-led design work, service level agreements, provisioning, training, implementation, maintenance and monitoring.

Document Types

Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentations, client agreements, vendor reports, performance data, charts, graphs and diagrams, communiqués, correspondence, feasibility studies, guidelines, invoices, letters of acceptance, lists, manuals and guides, minutes, memoranda 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, services catalogue, standard statements of work, statements of qualification, Treasury Board submission drafts, technical documents, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.

Record number

SSC TS 187

Telephone Call Detail Information

Bank Number: SSC PCU 050

Description

This bank describes information about calls placed between telephones and Government of Canada telephones.

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 and general public.

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 2015-1071, 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 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 / SSC TS 187 / SSC PCU 607 / SSC PCU 606

TBS Registration

003744

Bank Number

SSC PCU 050

Notes

This PIB was transferred from Public Works and Government Services Canada in 2012.

Cyber and IT security

This program preserves the confidentiality, integrity, availability, intended use and value of electronically stored, processed or transmitted information by providing safety measures in accordance with the Policy on Government Security and the Operational Security Standard: Management of Information Technology Security. The services included in this program are provided to Government of Canada departments and agencies.

Cyber security strategic planning

Cyber Security Strategic Planning (CSSP) is responsible for managing the relationship between SSC and the Canadian Centre for Cyber Security (CCCS) created under Communications Security Establishment (CSE). CSSP is also responsible for providing Enterprise and Legacy Vulnerability Management Services, tailored security services to ETI, and to provide administrative Investigations support to SSC's Partners.

Cyber Security Strategic Planning
Description

Records related to management of the financial and human resources common to the sub-program, management and maintenance of the enterprise security architecture associated with the sub-program's services, Supply Chain Integrity, quality management, risk management, vulnerability assessment, 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 budgetary planning and reporting, manuals and guides, minutes, memoranda 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, architectural design and verification artefacts (for example, reference architecture, technical architecture, detailed service description, technical COMSEC inspections, project dashboards, roles and responsibilities matrix), security standards, security assessment reports/service authorization to operate letters, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.

Record number

SSC CISS 183

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 2015-1071, in accordance with section 6 of the 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-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 sun-setting 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 - CMP 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 email 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.

Secret infrastructure

This service supports the enterprise-wide need to create, store and transmit information at the classified (up to Secret) level, by consistently applying Government of Canada security and Information Management policies and by providing streamlined service management and holistic IT security design and management. This service includes office automation and classified information exchange for the Government of Canada and non-Government of Canada entities, as well as in-service support to Government of Canada classified networks, reporting, accounting and procuring assets for Shared Service Canada's partner and client organizations. This also involves planning and development for the GCSI expansion project, including a classified voice and video communications interface to ensure the continued availability of classified networks on modernized digital tools used in day-to-day office operations.

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

Infrastructure security

This service secures the Government of Canada's data and technology assets through collaboration with Government of Canada departments and agencies to plan, design, build, operate and maintain an effective, efficient and responsive Cyber and IT Security Infrastructure. It also provides a holistic view of an organization's IT security which enables the Cyber and IT Security Operations Centre to monitor and assist in the mitigation of unauthorized access, misuse or denial of network-accessible resources and data. This is achieved through strategic planning, design, engineering and implementation of enterprise-wide IT security infrastructure to minimize the impact to government operations and services to Canadians. Products and services include: network access controls, firewalls, security gateways, anti-malware, intrusion detection and prevention, data-loss prevention, advance persistent threat, vulnerability assessment, and security information and event management systems.

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 requirement documents, briefings and updates, budgets, contracts documentations, client agreements, charts, graphs and diagrams, communiqués, correspondence, cover letters, guidelines, invoices, letters of acceptance, lists, manuals and guides, minutes, memorandums of understanding, strategies and plans, preliminary assessments, reports, requests for proposals, records of decision, standard statements of work, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.

Record number

SSC CISS 182

Security management and governance

The security activities associated to this program are the management of risks, through the integration and compliance of identified security requirements into end-to-end operations of SSC managed IT infrastructure to ensure that people, information, assets and services are safeguarded in accordance with GC policy instruments, and that SSC and its customers do not increase risks to each other or the government as a whole.

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 budgetary planning and reporting, manuals and guides, minutes, memorandum 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,, technical documents, architectural design and verification artefacts (for example, reference architecture, technical architecture, detailed service description, technical COMSEC inspections, project dashboards, roles and responsibilities matrix), security standards, security assessment reports/service authorization to operate letters, templates, timesheets, terms of reference, work descriptions, work plans, project plans, presentations, and proposals.

Record number

SSC CISS 183

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) budgetary planning and reporting, manuals and guides, minutes, memorandum 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,, technical documents inclusive of facilities emission security inspection assessment reports and certificates, template documents, timesheets, terms of reference, work descriptions, work plan documents, project plans, presentations, and proposals.

Record number

SSC CISS 179

Customer relationships and service management

SSC provides customer relationship and service management functions to ensure customers are supported and engaged and their IT services are well managed throughout their lifecycle.

Strategic direction

This function provides long-term planning and support services that enable partner business alignment, migration readiness, and integration of business priorities and governance. It helps customers prepare for the transformation process by providing guidance concerning business impact, risk mitigation and change management. It also serves as a single, integrated focal point for measuring the progress and performance of the alignment to the Government of Canada's Digital Operations Strategic Plan. This program also develops the enterprise architecture vision, strategy, roadmaps, reference and transition architectures, and standards for SSC, catalogue services and associated partner project solutions.

Governance and Strategy
Description

Includes records related to the monitoring of the progress of SSC's alignment to the GC Digital Operations Strategic Plan (formerly the GC Strategic Plan for IM/IT), oversight and continuous improvement to the Services and Technology Road Map, support of GC wide enterprise governance and the design and vision of an IT infrastructure supporting an agile public service and the delivery of services to customers and to Canadians. Records may include information related to transformation strategies, targets, timelines, priorities and plans, performance measures, impact analysis for internal and external stakeholders, strategies related to sourcing, services and software, functional direction, program management, program integrity, project management framework, preparation of memorandum to Cabinet and Treasury Board submission, presentation on GC wide enterprise governance, Enterprise Architecture guiding principles and lifecycle management framework.

Document Types

Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, briefings and updates, budgets, contracts documentation, charts, graphs and diagrams, correspondence, cover letters, feasibility studies, guidelines, letters of acceptance, lists, manuals and guides, minutes, memorandums of understanding, memoranda to cabinet, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, product roadmaps, reports, records of decision, 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 PM 188

Service management

This function establishes enterprise standards for Government of Canada IT services and aligns IT service management to optimize enterprise services and resources. It spans a wide range of areas including service desk and monitoring functions, process activities including incident and problem management, change management, asset and configuration management, and tooling support and strategic functions to establish service life cycle management. These functions drive a strategic approach to the design and delivery of enterprise services that is customer-centric, realizes operational efficiencies and promotes a culture of service management excellence.

Production and Operations Computing Program Management
Description

Records related to the Service Management Transformation Program and associated Service Management governance, policy and processes, business input to the Enterprise IT Service Management (ITSM) Tool Project, the Process Evolution Initiative; the IT Service Management Operations enterprise processes and capabilities, the operational service management activities; the management of customer IT business requests, and the service delivery from intake of requests to implementation of services.

Document Types

Agendas, agreements, action item reports, business analysis documents, business cases, business requirement documents, Task Financial Authorization (TFA), Service Level Agreements (SLA), briefings and updates, budgets, contracts documentations, organizational charts, graphs and diagrams, communiqués, correspondence, cover letters, guidelines, invoices, letters of acceptance, lists, reports, minutes, memoranda of understanding, operating level agreements, operational procedures, policies, strategies and plans, preliminary assessments, reports, analysis and advice documents; requests for proposals, records of decision,, services catalogue, standard statements of work, statements of qualification, Cabinet Documents drafts, Treasury Board submission drafts, training Strategy and related materials, technical documents, templates, timesheets, terms of reference, work plans, presentations, and proposals.

Record number

SSC DCS 172

Customer relationships

This function manages relationships with SSC customers and facilitates business arrangements with all SSC partner organizations and supporting both new business intake and service management escalation. It provides centralized support for partner bi-lateral governance and community engagement activities.

Account Management
Description

Includes records related to the development of business arrangements that define the service levels, expectations and commitments that exist between SSC and its customers, customer satisfaction measured across five critical dimensions, customer satisfaction surveys, bilateral engagement by Client Executives, ADMs and DMs levels, governance and oversight of partner issues and files, engagement of the CIO community, build a sustained culture of customer service excellence, development of the SSC Science Strategy to provide IT solutions for Science Based Departments and Agencies. Records may include information related to SSC's service catalogue, Account Manager/Executive and partners (customer) communication, the Customer Satisfaction Feedback Initiative, facilitation of business arrangement, community engagement, Strategies related to satisfaction, oversight of service, Account Management record keeping tools, meeting related files and financial records.

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, memorandum 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, standard statement of works, statements of qualification, submissions, surveys and survey results, technical documents, template documents, timesheets, terms of reference, work descriptions, work plan documents, project plans, presentations, and proposals.

Record number

SSC PM 189

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.

Communications Services

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

Financial Management 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.

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.

Information Management Services

Information management services involve activities undertaken to achieve efficient and effective information management to support program and service delivery; foster informed decision making; facilitate accountability, transparency and collaboration; and preserve and ensure access to information and records for the benefit of present and future generations.

Information Technology Services

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

Legal Services

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

Management and Oversight Services

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

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.

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.

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.

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Additional Information

The Government of Canada encourages the release of information through informal requests. You may wish to consult Shared Services Canada's completed Access to Information (ATI) summaries. To make an informal request, please refer to Making an ATIP Request.

Please see the Introduction to this publication for information on formal access procedures under the provisions of the Access to Information Act and the Privacy Act. 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, applicants may wish to review material in person at the Access to Information and Privacy Protection Division.

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