Info Source: Sources of Federal Government and Employee Information


Introduction

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, by integrating the Information Technology (IT) budgets, systems and personnel from 43 of the largest federal departments and agencies. SSC is responsible for operating and modernizing the Government of Canada’s IT infrastructure across the public sector.

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.

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:

Since SSC was created, the Department’s role has matured to reflect evolving business practices. In 2017, amendments to the Shared Services Canada Act made it more efficient for SSC customers to purchase some of the most frequently requested IT goods and services without the need to go through the Department.

SSC reports directly to the Minister of Digital Government, emphasizing the Government of Canada’s increased focus on the role SSC has to play in the transition to a more digital government.


Responsibilities

SSC is responsible for digitally enabling government programs and services. This department enables the public service to effectively deliver services to Canadians by providing networks and network security, data centres and Cloud offerings, digital communications and IT tools.

SSC’s mandate is to deliver email, data centre, and telecommunications services to federal government organizations. The Department also provides services related to cyber and IT security and the purchase of workplace technology devices, as well as offering other optional services to federal government organizations on a cost-recovery basis.


Institutional Functions, Programs, and Activities

Common Government of Canada Information Technology (IT) Operations

Using a government-wide approach, SSC delivers reliable and secure IT Operations, IT Infrastructure, and communication and workplace technology services that support and enable government-wide programs and digital services for the Public Service.

Workplace Technologies

This program involves the delivery of modern and timely workplace technology solutions and resources for all Government of Canada departments and agencies. This includes the delivery of the infrastructure architecture required to reliably transport data, voice and video to ensure modern, secure and reliable network connectivity, facilitating the delivery of customers' digital programs across the Government of Canada, to Canadians and international clients as well as the provisioning and delivery of hardware, software, digital communication and collaboration tools including email, and support services.

Cloud

The Cloud Program enables digital government through the delivery of Cloud Services. The Partners can review, purchase and access the combination of commercially available public cloud services and on-premises cloud offerings that best suits their unique business needs. As the Government of Canada adopts “Cloud-first” as the preferred approach for delivering IT services, Cloud program offers centralized, reliable and agile services to enable and support Partners in their journey to the Cloud.

Data Centre Information Technology Operations

Data Centre Information Technology Operations is responsible for the coordination of data centres facilities equipment repairs and maintenance contracts plus the life cycle of all SSC data centre facilities, from overall strategy, initial planning and design, through to day-to-day operations. It is also responsible for all data centre servers and appliances (ranging from mid-range to mainframe to supercomputers); platform services (application servers, web servers, and database software); operating systems; internal technical services; and storage, back up and archive. This not only includes day-to-day operations, but also overall strategy, initial planning, design life-cycle management, transformation, standardization and virtualization of all platforms to accommodate further IT demands of the Government of Canada.

Telecommunications

The Telecommunications program enables local and long-distance communications between internal stakeholders (Government of Canada employees) and external stakeholders (the general public and the private sector). The program includes the provisioning and management of the Voice Services including telephony devices (fixed line and mobile), the Video, Audio and Web Conferencing Services, the Contact Centres (call centres) Infrastructure, and the Toll Free Service.

Networks

Networks program is responsible for the deployment of modern, secure and responsive Government of Canada (GC) IT network infrastructure operations and services, data integration and timely improvements. It provides GC-wide IT network infrastructure design, operations and services, including GC-wide secret infrastructure; on-going Local Area Network (LAN) management, as well as wireless LAN, cabling and intra-data centre network services. It also provides support and management of Wide Area Network (WAN) services, Internet services, satellite services, network management, foundational services and managed secure file transfer.

Security

The security activities associated with 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 Government of Canada policy instruments, and that SSC and its customers manage the risks to each other or the government as a whole.

Enterprise Services Design and Delivery

The Enterprise Services Design and Delivery program focuses on client-centric service, service inventory, service standards and ongoing service reviews. This program drives a strategic approach to the design and delivery of enterprise services that are client-centric (including providing centralized support for partner bi-lateral governance and community engagement activities), realizes operational efficiencies and promotes a culture of service management excellence. The core function of this program includes providing support to SSC partners, from long-term planning to transformation readiness (including risk mitigation) and continual service improvements.

Internal services

Internal services constitute groups of related activities and resources that are administered to support the needs of programs and other corporate obligations of an organization. These groups are management and oversight services, communications services, legal services, human resources management services, financial management services, information management services, information technology services, real property services, materiel services, acquisition services, and travel and other administrative services. Internal services include only those activities and resources that apply across an organization and not to those provided specifically to a program.

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 the 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.

Material 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.

Legend


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 how access to information and personal information requests work 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.


Detailed Content

Workplace Technology Devices Provisioning

Description

Records related to the procurement of workplace technology devices (WTD) hardware and 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 Hardware Provisioning Service and Devices 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 WTS 100

Email Class of Record

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 WTS 102

GC Your Email Service Personal Information Bank

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 SSC.atip-aiprp.SPC@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 Internal Credential Management Services Personal Information Bank - 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 Security Incidents and Privacy Breaches Personal Information Bank – PSU 939). For suspected criminal activity, information may be disclosed to the Royal Canadian Mounted Police for investigation purposes - see Operational Case Records Personal Information Bank - 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 Personal Information Bank - CSE PPU 007 ).

Retention and Disposal Standards

Under development

RDA Number

2016/016

Related Record Number

SSC WTS 102

TBS Registration

20160013

Bank Number

SSC PCU 608

Directory Services Personal Information Bank

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

Under development

RDA Number

2016/016

Related Record Number

SSC WTS 102

TBS Registration

20120447

Bank Number

SSC PCU 707

Cloud Services Class of Record

Description

Records related to the Cloud Service (CS) which was launched in Q3 FY2017-18 to enable SSC customers to review, purchase and provision public cloud services for unclassified data. CS 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

SSC CS 200

Facilities Management Class of Record

Description

Records related to the coordination of data centre facilities equipment repairs and maintenance contracts, plus the life cycle of all SSC data centre facilities, from overall strategy, initial planning and design, through to day-to-day operations. This includes the physical security for all data centre facilities; the assurance that environmental requirements (power, uninterruptible power supply, cooling, fire suppression, physical security, etc.) are met; the installation and removal of all equipment as part of data centre closures and IT evergreening, as well as the further development and production of end-state data centre facilities to accommodate further IT demands of the Government of Canada.

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 DCS 302

Integrated High-Performance Computing Management Class of Record

Description

Records related to the Integrated High-Performance Computing service which 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

SSC DCS 303

Enterprise Operations Class of Record

Description

Records related to the lifecycle management of all computer platforms supported by SSC that are located in modern enterprise data centres. We provide a Branch-wide focus on converged infrastructure, ensure consistency in how solutions are engineered for our customers and execute workload migration from aging to modern data centres. We provide integrated IT services for enterprise class customers across Canada, which include specialized services for virtual applications and desktop services.

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 304

Linux/Unix Class of Record

Description

Records related to the lifecycle management of the majority Linux/Unix-based platforms supported by SSC. We also contribute to the evolution of SSC’s midrange services, which includes transforming, standardizing and virtualizing the mid-range platform.

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 305

Windows and Virtualization Management Class of Record

Description

Records related to the design, provision, support and maintenance of the Government of Canada’s Windows Server environments, as well as providing virtualization infrastructure that hosts a variety of operating systems in support of both SSC and its partners. This includes: maintaining existing infrastructure; evergreening outdated equipment; managing licenses; and continuously modernizing Windows servers and virtualization infrastructure to ensure that equipment and toolsets are standardized, supported, efficient and centrally managed wherever possible.

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 306

Mainframe and Bulk Print Class of Record

Description

Records related to Mainframe and Bulk Print Management which 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

SSC DCS 307

Storage Backup, Archives and Files Class of Record

Description

Records related to the support of storage infrastructure, provision of storage capacity, files shares, network printing and archive services. This includes storage capacity at block level (storage area network) and at the file level (network attached storage); capacity and performance sized according to the business requirements provided by SSC partners; data protection in all storage services; files share services access and network printing services and archives services following industry standard to accommodate SSC partner demands.

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

SSC DCS 308

Mobile Devices and Fixed-Line Phones Class of Record

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 400

Conferencing Services Class of Record

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 401

Contact Centre Infrastructure Services Class of Record

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 402

Toll-Free Voice Services Class of Record

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 403

Telephone Call Detail Information Personal Information Bank

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 (see Security Incidents and Privacy Breaches Personal Information Bank – PSU 939). Information may also be used for audit, evaluation, statistical, and reporting purposes.

Retention and Disposal Standards

Under development.

RDA Number

2016/016

Related Record Number

SSC TS 402 / SSC TS 403

TBS Registration

003744

Bank Number

SSC PCU 050

Notes

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

Local Area Network Class of Record

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 NS 500

Wide Area Network Class of Record

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 NS 501

Internet Class of Record

Description

Records related to data network traffic between Government of Canada 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 NS 502

Satellite Class of Record

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 NS 503

Cyber Security Strategic Planning Class of Record

Description

Records related to the 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 SS 600

Internal Credential Management Services Personal Information Bank

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 the 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 Security Incidents and Privacy Breaches Personal Information Bank – PSU 939). For suspected criminal activity, information may also be disclosed to the Royal Canadian Mounted Police for investigation purposes – refer to the Operational Case Records Personal Information Bank – RCMP PPU 005. Information may also be used to monitor audit trails regarding credential usage and for evaluation and reporting purposes. Personal information is validated using such information as the date of birth or government-issued identification, which is shown but not recorded. Information including given name, surname, and 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

Under development

RDA Number

2016/016

Related Record Number

SSC SS 600

TBS Registration

006677

Bank Number

SSC PCU 606

Notes

This Personal Information Bank (PIB) was transferred from Public Services and Procurement Canada (PSPC), formerly known as Public Works Government Services Canada (PWGSC), in 2012. It was previously registered as Internal and External Credential Management Services PIB - PWGSC PCU 606. In 2013, the external credential information was separated from this PIB and now forms External Credential Management Services Personal Information Bank - SSC PCU 607.

External Credential Management Services Personal Information Bank

Description

This bank describes information related to the management of anonymous credentials for external users of the federal on-line environment that 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 Security Incidents and Privacy Breaches Personal Information Bank – PSU 939. For suspected criminal activity, information may also be disclosed to the Royal Canadian Mounted Police for investigation purposes; refer to the Operational Case Records Personal Information Bank – RCMP PPU 005.

Retention and Disposal Standards

Under development

RDA Number

2016/016

Related Record Number

SSC SS 600

TBS Registration

20140001

Bank Number

SSC PCU 607

Notes

This PIB was created as a result of a separation from Internal and External Credential Management Services Personal Information Bank - PWGSC PCU 606, which was transferred from PSPC (formerly PWGSC) in 2012. For additional information, please refer to the Internal Credential Management Services Personal Information Bank - SC PCU 606. 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.

Secure Communication Services Class of Record

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 SS 601

Perimeter Defence, Detection, Response, Recovery and Audit Services Class of Record

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 SS 602

Cyber and IT Security Program Management Class of Record

Description

Records related to the 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 SS 603

IT Environment Protection Services Class of Record

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 SS 604

Governance and Strategy Class of Record

Description

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 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 benefits, 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, benefits realization artifacts, 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 ESDD 700

Production and Operations Computing Program Management Class of Record

Description

Records related to the Service Management 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, 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 ESDD 701

Account Management Class of Record

Description

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 ESDD 702

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