Info Source Decentralized Publishing Requirements

Table of Contents

Context

The following instructions are for the decentralized self-publishing of institutional Info Source chapters, to be updated annually on the Info Source anniversary due date for each institution.

Institutions must update their annual chapters using these instructions and the feedback provided on the previous year's chapter. On the institution's anniversary due date, an email must be sent to the Information and Privacy Policy Division (IPPD) that:

  • Identifies changes made in response to feedback or an explanation of why changes weren't made;
  • Describes major changes to the chapter; and
  • Specifies which version of the Program Alignment Architecture was used, where applicable.

Major changes would include new program activities, sub-activities, institution-specific Classes of Records (CoRs) and institution-specific Personal Information Banks (PIBs).

Info Source Anniversary Due Dates

Each institution subject to the Access to Information Act and the Privacy Act must update its Info Source chapter annually. These updates should occur in June, September, December and March, depending on the institution's due dates. A checklist has been prepared to assist with chapter updates and to identify required components of emailed updates to be sent to IPPD.

I. Content of Info Source Chapter

The Treasury Board of Canada Secretariat (TBS) has attempted to give the greatest control possible to institutions to customize each chapter in Info Source, it is, nonetheless, important to balance this against the public's need to understand the government as a whole and the need to ensure that legislative requirements are met. To this end, the established headings and at least one link of text under each heading must be included.

Introduction to Info Source

TBS has prepared the following text to explain the purpose of the Info Source to individuals who might access the institution's chapter without seeing the main Introduction. Institutions must use the text exactly as provided below:

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

The Introduction 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

Where an institution has background information elsewhere on its website, include a statement and hyperlink to the following elements:

  • The institution's history;
  • Reference to its legislative foundation; and
  • How it reports to Parliament.

Where an institution does not have background information elsewhere on its website, provide a concise description of the institution's history, including reference to its legislative foundation and how it reports to Parliament.

Responsibilities

Where an institution has information on its responsibilities elsewhere on its website, include a statement and hyperlink to the following elements:

  • The institution's mandate;
  • The institution's program responsibilities; and
  • The institution's major policies.

Where an institution does not have this information elsewhere on its website, provide a concise description of the institution's mandate, its program responsibilities and its major policies.

Institutional Functions, Programs and Activities

Institution-Specific Content

Program activities, sub-activities and the related institution-specific CoRs, institution-specific PIBs and central PIBs must be presented in the following order:

  1. Description of the first program activity;
  2. Description of the first sub-activity that is associated to the first program activity;
  3. Description of all institution-specific CoRs that are associated with that sub-activity; and
  4. Description of institution-specific PIBs relevant to the preceding institution-specific CoR (where applicable).

This order must be applied and repeated to ensure that all program activities, sub-activities, and related institution-specific CoRs and institution-specific PIBs are described in this section. Where a program activity has multiple sub-activities, the program activity should appear only once before the first sub-activity. Where a program activity does not have any sub-activities, institution-specific CoRs and related institution-specific PIBs must follow directly after the program activity.

Internal Services

Each institution must include an internal services program activity, which contains relevant sub-activities, related standard CoRs and standard PIBs currently registered by the institution. Standard CoRs and related standard personal information banks have been identified and described by TBS under the internal services program activity. Institutions are reminded that they must register standard PIBs by sending an email to IPPD before they can be included in the Info Source chapter. Standard PIBs must always be associated with a standard CoR.

The Program Activity Internal Services template, with the format and layout provided for the internal services program activity, sub-activities and related standard CoRs and standard PIBs, must be respected and reflected in the institution's Info Source chapters. Hyperlinks are provided for each standard CoR and PIB. In the event that TBS updates or revises a standard CoR or PIB, users will have access to the most current version. Institutions must use the provided template and delete any standard CoRs or PIBs that the institution does not have registered with TBS.

There may occasionally be a requirement for standard CoRs or PIBs to appear outside of the internal services program activity. Similarly, in certain cases, institutions may need to insert institution-specific CoRs or PIBs within this program activity. Both of these cases would be the exception.

Note: Institutions that do not have a Program Alignment Architecture produced in accordance with the Policy on Management, Resources and Results Structures will be able to identify institutional functions and sub-functions in their corporate plans, annual reports and business plans, on their institution's website, or in a records classification system.

Further guidance on institution-specific CoRs, institution-specific PIBs, standard CoRs and standard PIBs is provided in the Detailed Content section below.

Classes of Personal Information

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

Manuals

The Manuals section comprises a bulleted list of manuals, organized in alphabetical order by title, of all instructions, handbooks or written procedures used by employees in administering or carrying out institutional programs and activities that affect the general public.

Additional Information

Where an institution has an Access to Information and Privacy (ATIP) page on its website that addresses all elements described in the requirements that follow, provide a link to the information on how to file a request under the Access to Information Act or Privacy Act. Institutions must reference requests outside the ATIP process, completed Access to Information summaries, privacy impact assessment summaries and, where applicable, open data.

Where an institution does not have an ATIP page on its website, the following standard text must be included in the Info Source chapter exactly as provided below:

The Government of Canada encourages the release of information through requests outside of the ATIP process. You may wish to consult [name of institution's] completed Access to Information (ATI) summaries [link] and open data [link] (where applicable). To make an informal request, contact:

[The address, telephone number and website (as applicable) of one or more central information source(s) where members of the public may obtain information informally. Institutions may also include regional addresses, as applicable. A general contact for information must be listed rather than the ATIP office.]

[Name of institution] conducts Privacy Impact Assessments (PIAs) to ensure that privacy implications will be appropriately identified, assessed and resolved before a new or substantially modified program or activity involving personal information is implemented. Summaries of completed PIAs [link] are available.

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. The following outlines how to make a formal ATIP request.

Where an institution does not have an ATIP page on its website and participates in Buy On-Line, the following standard text must be included in the Info Source chapter exactly as provided below:

Access Buy On-Line services (include hyperlink where applicable), or mail your letter or Access to Information Request Form (Access to Information Act) or Personal Information Request Form (Privacy Act), along with any necessary documents (such as consent or the $5.00 application fee for a request under the Access to Information Act) to the following address:

[Title and address of the ATIP Coordinator]

Where an institution does not have an ATIP page on its website and does not participate in Buy On-Line, the following standard text must be included in the Info Source chapter exactly as provided below:

Mail your letter or Access to Information Request Form (Access to Information Act) or Personal Information Request Form (Privacy Act), along with any necessary documents (such as consent or the $5.00 application fee for a request under the Access to Information Act) to the following address:

[Title and address of the ATIP Coordinator]

Where an institution does not have an ATIP page on its website and has a Receiver General Account the following standard text should be used:

Please note: Each request made to [name of institution] under the Access to Information Act must be accompanied by an application fee of $5.00, cheque or money order made payable to the Receiver General for Canada.

Where an institution does not have an ATIP page on its website and does not have a Receiver General Account, the following standard text must be included in the Info Source chapter exactly as provided below:

Please note: Each request made to [name of institution] under the Access to Information Act must be accompanied by an application fee of $5.00, cheque or money order made payable to [name of institution].

Reading Room

Where an institution has an ATIP page, the following standard text must be included in the Info Source chapter exactly as provided below:

In accordance with the Access to Information Act and Privacy Act, the applicant may wish to review material in person [link].

Where an institution does not have an ATIP page, the following standard text must be included in the Info Source chapter exactly as provided below:

In accordance with the Access to Information Act and Privacy Act, an area on the premises will be made available should the applicant wish to review materials on site. The address is:

[Street address of facility where records and/or manuals can be reviewed. Postal codes are not required.]

II. Detailed Content

Institution-Specific Classes of Records

Institution-specific CoRs must describe and be associated with the appropriate program activity and sub-activity to which they relate.

Note: Institution-specific CoRs are descriptions of all records and information created, captured and maintained by the institution as evidence of the administration of a particular program activity and sub-activity specific to the institution. Standard CoRs and standard PIBs are described and provided by IPPD as evidence of the administration of the internal services program activity and will not normally be used to replace institution-specific CoRs or institution-specific PIBs.

Each institution-specific CoR includes mandatory and optional fields such as title, description, note, document types, format and record number.

  • Title
    • This field is mandatory and the title should reflect the records being described.
  • Description
    • This field is mandatory and must describe in detail the records and information created, collected and maintained by the institution as evidence of, and information about, the particular program. The description must provide information about the records (not the program), activity or the branch that administers the activity.
  • Note
    • This field is optional and should be used only to describe relevant information that is not captured by other fields, for example, the former name of a program or the date when a program was terminated.
  • Document Types
    • This field is mandatory and must identify specific document types contained in the files, for example, contracts, statements of work, proposals, evaluation criteria, memoranda, procedures, policies, legal opinions, project plans, surveys, statistical reports, agendas and minutes of meetings.
  • Format
    • This field is optional and identifies non-standard record formats only, for example, audio tapes, video tapes, photographs, maps and specific types of database software. Do not list "electronic" or "paper" as formats.
  • Record Number
    • This field is mandatory and is composed of a unique number created by the institution using:
      • The institution's Federal Identity Program acronym or commonly used acronym; and
      • A unique file or identification number used within the institution to identify the CoR.

Institution-Specific Personal Information Banks and Central Personal Information Banks

When an institution-specific PIB is developed and subsequently registered by TBS, the description of this PIB must be included in the Info Source chapter by inserting it following the CoR(s) to which the PIB relates.

Note: All institution-specific and central PIBs must be registered by TBS prior to inclusion in the Info Source chapter. If an institution would like to remove or modify a PIB from its chapter, the institution must notify IPPD before reflecting the modification or change in the chapter.

For information on the development, registration and removal of PIBs, please refer to the Personal Information Banks Procedures Document.

Standard Classes of Records

Standard CoRs are developed by IPPD and posted on the Info Source website. Institutions are required to select relevant standard CoRs and insert the titles (with appropriate hyperlinks) within internal services program activity, under the sub-activity to which they relate.

Standard Personal Information Banks

Standard PIBs are developed by IPPD and posted to the Info Source website. Institutions are required to select the standard PIBs registered for their institution and associate each title (with appropriate hyperlinks) to the appropriate standard CoRs.

Note: All standard PIBs must be registered with IPPD prior to inclusion in Info Source chapters. If an institution would like to remove a standard PIB from its chapter, the institution must notify IPPD before reflecting the modification in the chapter.

For information on the development, registration and removal of PIBs, please refer to the Personal Information Banks Procedures Document.

III. Checklist

The following criteria should be considered part of the Info Source chapter publishing process:

  1. The ATIP Coordinator has reviewed and approved the chapter.
  2. The chapter is up to date and accurate.
  3. The chapter is published in both official languages.
  4. The chapter starts with the TBS text for "Introduction to Info Source."
  5. Standard CoRs and standard PIBs are updated in accordance with the "Internal Services" section on the Info Source website.
  6. All institution-specific, central and standard PIBs listed in the chapter are registered with IPPD.
  7. The institution has notified IPPD before removing or modifying any registered institution-specific, central or standard PIBs that are listed in the chapter.
  8. All institution-specific PIBs include related institution-specific CoRs.
  9. Addresses, telephone numbers and URLs in the "Additional Information" section have been updated.
  10. All internal approval processes have been followed, and the requirements of the Standard on Web Usability and the Standard on Web Accessibility (where applicable) have been followed prior to posting the document. Note: All institutions are encouraged to publish in HTML and follow the above-noted standards.
  11. An email has been sent to IPPD no later than the institution's review date, as per the instructions above.

IV. Info Source Internal Services Template with Hyperlinks

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 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

  • Standard Classes of Records (CoRs)
  • Standard Personal Information Banks (PIBs)

V. Info Source Anniversary Due Dates

Info Source Institutions

June

  • Agriculture and Agri-Food Canada
  • Atlantic Canada Opportunities Agency
  • Canada Border Services Agency
  • Canada Revenue Agency
  • Canada School of Public Service
  • Canadian Heritage
  • Canadian Radio-Television and Telecommunications Commission
  • Canadian Security Intelligence Service
  • Canadian Transportation Agency
  • Correctional Service Canada
  • Department of Finance Canada
  • Employment and Social Development Canada
  • Environment and Climate Change Canada
  • Export Development Canada
  • Fisheries and Oceans Canada
  • Global Affairs
  • Health Canada
  • Immigration, Refugees and Citizenship Canada
  • Indigenous and Northern Affairs Canada
  • Innovation, Science and Economic Development Canada
  • International Development Research Centre
  • Library and Archives Canada
  • National Defence
  • National Research Council
  • Office of the Superintendent of Financial Institutions Canada
  • Parks Canada Agency
  • Public Health Agency of Canada
  • Public Prosecution Service of Canada
  • Royal Canadian Mounted Police
  • Shared Services Canada
  • Statistics Canada
  • Transport Canada
  • Treasury Board of Canada Secretariat
  • Veterans Affairs Canada

September

  • Administrative Tribunal Support Services Canada
  • Bank of Canada
  • Canadian Broadcasting Corporation
  • Canadian Environmental Assessment Agency
  • Canadian Grain Commission
  • Canadian Human Rights Commission
  • Canadian Northern Economic Development Agency
  • Department of Justice
  • Economic Development Agency of Canada for the Regions of Quebec
  • Elections Canada
  • Farm Products Council of Canada
  • Financial Consumer Agency of Canada
  • Financial Transactions and Reports Analysis Centre of Canada
  • Immigration and Refugee Board
  • Infrastructure Canada
  • Military Grievances External Review Committee
  • Military Police Complaints Commission
  • National Energy Board
  • National Film Board
  • Natural Resources Canada
  • Northern Pipeline Agency
  • Office of the Auditor General
  • Office of the Commissioner of Lobbying
  • Office of the Commissioner of Official Languages
  • Office of the Correctional Investigator
  • Office of the Information Commissioner of Canada
  • Office of the Privacy Commissioner of Canada
  • Office of the Public Sector Integrity Commissioner of Canada
  • Parole Board of Canada
  • Patented Medicine Prices Review Board
  • Privy Council Office
  • Public Safety Canada
  • Public Service Commission
  • Public Services and Procurement Canada
  • Revera Inc.
  • Royal Canadian Mounted Police External Review Committee
  • Security Intelligence Review Committee
  • Status of Women Canada
  • Veterans Review and Appeal Board
  • Western Economic Diversification Canada

December

  • Asia Pacific Foundation of Canada
  • Atlantic Pilotage Authority Canada
  • Atomic Energy of Canada Limited
  • Business Development Bank of Canada (BDC)
  • Canada Council for the Arts
  • Canada Deposit Insurance Corporation
  • Canada Development Investment Corporation
  • Canada Hibernia Holding Corporation (to be merged with Canada Development Investment Corporation)
  • Canada Foundation for Innovation
  • Canada Mortgage and Housing Corporation
  • Canada Post Corporation
  • Canada Science and Technology Museums Corporation
  • Canadian Air Transport Security Authority (CATSA)
  • Canadian Centre for Occupational Health and Safety
  • Canadian Commercial Corporation
  • Canadian Dairy Commission
  • Canadian Food Inspection Agency
  • Canadian Institutes of Health Research
  • Canadian Museum of History
  • Canadian Museum of Human Rights
  • Canadian Museum of Nature
  • Canadian Nuclear Safety Commission
  • Civilian Review and Complaints Commission for the RCMP
  • Communications Security Establishment Canada
  • Copyright Board of Canada
  • Defence Construction Canada
  • Farm Credit Canada
  • Federal Economic Development Agency for Southern Ontario
  • First Nations Financial Management Board
  • First Nations Tax Commission
  • Halifax Port Authority
  • Hamilton Port Authority
  • National Arts Centre
  • National Battlefields Commission
  • National Capital Commission
  • National Gallery of Canada
  • Natural Sciences and Engineering Research Council of Canada
  • Office of the Administrator of the Ship Source Oil Pollution Fund
  • Office of the Ombudsman, National Defence and the Canadian Forces
  • Pierre Elliott Trudeau Foundation
  • Polar Knowledge Canada
  • Quebec Port Authority
  • Royal Canadian Mint
  • Social Sciences and Humanities Research Council
  • Standards Council of Canada
  • Telefilm Canada
  • Transportation Safety Board of Canada
  • VIA Rail Canada Inc

March

  • Belledune Port Authority
  • British Columbia Treaty Commission
  • Canada Eldor Inc
  • Canada Lands Company CLC Limited (WS)
  • Canada Lands Company Limited (CC)
  • Canada-Newfoundland and Labrador Offshore Petroleum Board
  • Canada-Nova Scotia Offshore Petroleum Board
  • Canadian Museum of Immigration at Pier 21
  • Canadian Race Relations Foundation
  • Canadian Space Agency
  • Destination Canada
  • Federal Bridge Corporation Limited
  • Federal Public Service Health Care Plan Administration Authority
  • Freshwater Fish Marketing Corporation
  • Great Lakes Pilotage Authority Canada
  • Gwinch'in Land and Water Board
  • Gwinch'in Land Use Planning Board
  • Historic Sites and Monument Board of Canada
  • Jacques Cartier and Champlain Bridges Incorporated
  • Laurentian Pilotage Authority Canada
  • Mackenzie Valley Environmental Impact Review Board
  • Mackenzie Valley Land and Water Board
  • Marine Atlantic Inc
  • Montreal Port Authority
  • Nanaimo Port Authority
  • Nunavut Water Board
  • Old Port of Montreal Corporation
  • Oshawa Port Authority
  • Pacific Pilotage Authority Canada
  • Parc Downsview Park Inc.
  • Port Alberni Port Authority
  • Port Metro Vancouver
  • PPP Canada Inc
  • Prince Rupert Port Authority
  • Public Sector Pension Investment Board
  • Ridley Terminals Inc
  • Saguenay Port Authority
  • Sahtu Land and Water Board
  • Sahtu Land Use Planning Board
  • Saint John Port Authority
  • Seaway International Bridge Corporation, Ltd
  • Sept-Iles Port Authority
  • St. John's Port Authority
  • Sustainable Development Technology Canada
  • Thunder Bay Port Authority
  • Toronto Port Authority
  • Trois-Rivieres Port Authority
  • Windsor-Detroit International Bridge
  • Windsor Port Authority
  • Yukon Environmental Socio-Economic Assessment Board
  • Yukon Surface Rights Board

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