Info Source - Sources of Federal Government and Employee Information - Privy Council Office


Table of Contents

  1. Introduction to Info Source
  2. General Information
    1. Background
    2. Responsibilities
  3. Institutional Functions, Programs and Activities
    1. Classes of Personal Information
    2. Manuals
  4. Additional Information
    1. Reading Room

Introduction to Info Source

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.

General Information

Background

Privy Council Office (PCO) came into being under the Constitution Act of 1867 to "aid and advise in the Government of Canada."

The Federal-Provincial Relations Office (FPRO), formerly established as a federal department on January 1, 1975, was re-integrated with the Privy Council Office effective June 25, 1993.

The Privy Council Office (PCO) reports directly to the Prime Minister and is headed by the Clerk of the Privy Council and the Secretary to the Cabinet.  PCO is both the Cabinet secretariat and the Prime Minister’s source of public service advice across the entire spectrum of policy questions and operational issues facing the Government. 

Responsibilities

The Privy Council Office is the hub of public service support to the Prime Minister, other Ministers in the Prime Minister’s portfolio, and Cabinet and its decision-making structures. Led by the Clerk of the Privy Council, PCO facilitates the smooth and effective operations of Cabinet and the Government of Canada through the work of PCO secretariats.

The main roles of PCO are to: provide professional, non-partisan advice and operational support to the Prime Minister and other Ministers in the Prime Minister's portfolio, and to Cabinet, on questions of national, intergovernmental and international importance; manage the Cabinet's decision-making system by challenging and co-ordinating departmental policy, legislative and communications proposals, conducting policy, legal, legislative and communications analysis, and providing secretariat support to the Cabinet and its committees and on the practices and conventions of our Westminster system of government; provide advice on the appropriate structure and organization of the government and its entities; advance the development of the government's agenda across federal departments and agencies and with external stakeholders; help foster a high-performing and accountable public service for the 21st century; manage the appointment process for senior positions in federal departments, Crown corporations and agencies; and provide administrative support to the Prime Minister's Office, Ministers' offices within the Prime Minister's portfolio, commissions of inquiry, task forces and other independent bodies considering matters associated with good governance in Canada.

Institutional Functions, Programs and Activities

Cabinet And Cabinet Committees Advice And Support

PCO provides policy advice and secretariat support to Cabinet and Cabinet committees.

Integration Across the Federal Government

PCO facilitates integration across the federal community in support of the implementation of the government's agenda by departments and agencies, in particular through its support for meetings of deputy Ministers and other senior officials.

Arts and Culture

Description: Information relating to the promotion and fostering of arts and culture in Canada including programs designed to meet the needs of Canadian artistic and cultural organizations, copyright protection and museum programs. Documents may include information about copyrights, cultural events, programs and associations; federal-provincial-territorial conferences and meetings; history and heritage; and various task forces.

Document Types: Memoranda, presentations, briefing notes, Cabinet documents, and correspondence.

Record Number: PCO 004

Communications and Consultations

Description: Information relating to the advice given to the Prime Minister's Office, portfolio Ministers’ offices, Cabinet and departments on Government of Canada communications: advice on strategic communications, public engagement, advertising, public opinion research, and new media; planning/co-ordination of all Government of Canada announcements and public engagement activities; leadership and co-ordination of initiatives to modernize the communications function across the Government of Canada; corporate communications support to PCO; and support to PCO and PMO in monitoring the public environment through the Media Centre.

Document Types: Decks, presentations and briefing notes and emails. PCO’s Media Centre produces a variety of reports to monitor emerging stories and issues in the public environment.  PCO Communications also provides strategic advice on communications plans and materials produced by departments for major communications initiatives and management of public issues/crises.

Record Number: PCO 010

Operation of Cabinet Committees

PCO provides secretariat support to the Cabinet and its committees, including: preparing scenario notes and strategic policy briefings for each agenda item; scheduling meetings; proposing agendas; organizing meeting logistics; inviting participants; co-ordinating documents; and preparing reports, debriefs, minutes and records of decision. PCO will also continue to support the Cabinet by acting as custodian of Cabinet confidences, and will provide advice to a wide range of federal departments regarding issues involving Cabinet confidences.

Cabinet Documents

Description: Information relating to the master collection of documents issued, reviewed, and processed for Cabinet decision-making. Documents include information relating to records of decision and a historical record to Ministerial discussions and decisions at Cabinet and Cabinet committee meetings.

Document Types: Memoranda to Cabinet, aide memoires, decks, committee reports, records of decisions, minutes, briefing material, and Cabinet committee meeting agendas.

Record Number: PCO 006

Cabinet Papers System

Description: Information relating to the format, distribution and control of Cabinet papers, Cabinet committee meeting agendas, memoranda to Cabinet and other related documentation, records concerning the scheduling for Cabinet committee meetings and advice/training on preparing Cabinet documents.

Document Types: Cabinet papers, Cabinet committee meeting agendas, and Memoranda to Cabinet.

Record Number: PCO 007

Commissions of Inquiry

PCO provides financial and administrative support to assist commissions of inquiry in fulfilling their mandates.

Commissions of Inquiry

Description: Information relating to Commissions of Inquiry that have concluded their mandates and have officially transferred their records collection relevant to their activities to the Clerk of the Privy Council. These records may contain personal information in addition to business records. These documents are managed separately from departmental corporate records and are retained for short periods then transferred to Library and Archives Canada. In addition, information relating to administrative and financial matters of ongoing and active Commissions of Inquiry.

Document Types: Correspondence, briefing material, Cabinet documents, e-mails, research papers and legal opinions, invoices, reports.

Record Number: PCO 009

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.

Security Clearances and Assessments Bank

Description: This bank describes the security clearance records of employees, candidates for employment and contractors in: the Prime Minister’s Office; the Privy Council Office (PCO); the offices of the President of the Queen’s Privy Council for Canada and Minister of Intergovernmental Affairs, the Leaders of the Government in the House of Commons and the Senate, the Chief Government Whip, and Parliamentary Secretaries under the PCO’s portfolio; Commissions of Inquiry supported by the PCO; the Canadian Intergovernmental Conference Secretariat; the Office of the Commissioner of the Communications Security Establishment; and the Security Intelligence Review Committee. The bank also describes security clearance records of Deputy Ministers, certain Heads of agencies or Crown corporations, and of certain other Order-in-Council appointees. Security clearance records include: personnel screening, consent and authorization forms; security clearance forms; fingerprints; security screening certificate and briefing forms; the results of credit checks, criminal records checks, and of security assessments conducted by the Canadian Security Intelligence Service (CSIS); and correspondence related to the clearance process.

Class of Individuals: Public servants, contractors and candidates for the public service.

Purpose: The purpose of this bank is to record information pertinent to an individual’s security clearance and to provide confirmation to other government departments, on request, of that individual’s clearance.

Consistent Uses:  None

Retention and Disposal Standards: Records are destroyed 2 years after the term of employment except in cases where the clearance is still valid. In these cases, the files are destroyed upon expiry of the clearance.

RDA Number: 98/001

Related Record Number: PCO PRN 920 and PCO PRN 931

TBS Registration: 002546 Bank Number: PCO PPE 801

Information Management Services

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

Information Technology Services

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

Legal services

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

Management and Oversight Services

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

Materiel Services

Materiel services involve activities undertaken to ensure that materiel can be managed by departments in a sustainable and financially responsible manner that supports the cost-effective and efficient delivery of government programs.

Real Property Services

Real property services involve activities undertaken to ensure that real property is managed in a sustainable and financially responsible manner, throughout its life cycle, to support the cost-effective and efficient delivery of government programs.

Travel and Other Administrative Services

Travel and other administrative services include Government of Canada travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories.

Security Clearances and Assessments Bank

Description: This bank describes the security clearance records of employees, candidates for employment and contractors in: the Prime Minister’s Office; the Privy Council Office (PCO); the offices of the President of the Queen’s Privy Council for Canada and Minister of Intergovernmental Affairs, the Leaders of the Government in the House of Commons and the Senate, the Chief Government Whip, and Parliamentary Secretaries under the PCO’s portfolio; Commissions of Inquiry supported by the PCO; the Canadian Intergovernmental Conference Secretariat; the Office of the Commissioner of the Communications Security Establishment; and the Security Intelligence Review Committee. The bank also describes security clearance records of Deputy Ministers, certain Heads of agencies or Crown corporations, and of certain other Order-in-Council appointees. Security clearance records include: personnel screening, consent and authorization forms; security clearance forms; fingerprints; security screening certificate and briefing forms; the results of credit checks, criminal records checks, and of security assessments conducted by the Canadian Security Intelligence Service (CSIS); and correspondence related to the clearance process.

Class of Individuals: Public servants, contractors and candidates for the public service.

Purpose: The purpose of this bank is to record information pertinent to an individual’s security clearance and to provide confirmation to other government departments, on request, of that individual’s clearance.

Consistent Uses:  None

Retention and Disposal Standards: Records are destroyed 2 years after the term of employment except in cases where the clearance is still valid. In these cases, the files are destroyed upon expiry of the clearance.

RDA Number: 98/001

Related Record Number: PCO PRN 920 and PCO PRN 931

TBS Registration: 002546

Bank Number: PCO PPE 801

Prime Minister and Portfolio Ministers Support and Advice

PCO provides professional and non-partisan policy advice and support to the Prime Minister and portfolio Ministers, as well as to the Cabinet and Cabinet committees, on the full range of policy issues facing the Government, including the broad direction of government policy, the Government’s program in Parliament, and expenditures; specific social, economic and operational issues; the organization of government and Ministerial mandates; appointments to key positions, such as the heads of government entities; international affairs and national security; intergovernmental affairs; federal-provincial/territorial relations; and, management of the government's legislative agenda, parliamentary issues and democratic reform.

Administrative and Financial Support of Offices of the Prime Minister and Portfolio Ministers

Description: Includes records related to the financial and administrative support provided by the Privy Council Office to the offices of the Prime Minster and the portfolio Ministers. Documents may include information about budget, accounting of expenses, office accommodation, photocopy and printing services, parking, telephone, mail and messenger services, stationery, correspondence, travel and/or event plans and protocols, accounts payables and receivables, payroll information, purchase requisitions, statements of work and contracts for goods and/or services and information about contractors; e.g., company profile, résumé, work experience, records on telecommunications, business resumption plans and procedures, personnel screening, and transcripts of Ministers’ speeches.

Document Types: telephone lists, photocopier usage counts, print job order forms, purchase orders, acquisition cards, stationery supply orders and reports, parking permit applications, mail/courier records, procedures and contact lists, Treasury Board Secretariat policies and directives (if applicable), electronic system logs (e.g., electronic network and facilities access), travel advance and expense claims, expense receipts, travel and/or event itineraries and related correspondence, accounting and financial reports, transcripts.

Record Number: PCO 043

  • Administrative and Financial Support of Offices of the Prime Minister and Portfolio Ministers
    Description:

    This bank describes information that is related to the financial and administrative support provided by the Privy Council Office to the offices of the Prime Minister and the portfolio Ministers in the following areas: office administration (e.g., accommodations, operations (e.g., photocopy, telephone, printing, messenger services, stationary supplies), business continuity planning, procurement, contracting, parking), financial administration (e.g., accounts payable, hospitality, employee salary, travel), human resources support (e.g., employee pay administration, director deposit applications, cheques to reimburse travel claims), and security (e.g., personnel screening, access control and electronic network use logs). The personal information may include name, contact information, biographical information, biometric information, citizenship status, date of birth, employee identification number, financial information, signature, social insurance number (SIN) and character assessment, opinions or views of, or about, individual(s). 
    Class of Individuals:
    Full and part-time former and current employees, contractors and consultants, family members.
    Purpose:
    The purpose of this bank is to collect personal information used in the administration of the Offices of the Prime Minister and portfolio Ministers. Personal information is collected pursuant to the Financial Administration Act. The Social Insurance Number is collected pursuant to the Income Tax Act and is used for the provincial and federal administration of income tax. 
    Consistent Uses:
    The information may be used or disclosed for the following purposes: reporting to senior management and security; name, payroll information, and Social Insurance Number may be shared with Canada Revenue Agency and Province of Québec; refer to CRA PPU 150.
    PIA
    No PPIA or PIA has been developed prior to the development of the PIB. There is no new or different collection, use, disclosure, or retention of personal information occurring.
    Retention and Disposal Standards:
    For information about the length of time that specific types of common administrative records are maintained by a government institution, including the final disposition of those records, please contact the institution’s Access to information and Privacy Director.
    RDA Number: Under Development
    Related Class of Record Number: PCO 043
    TBS Registration Number: 20110305
    Personal Information Bank Number: PCO PPU 040

Intergovernmental Affairs

PCO provides advice and support on policies, communications and parliamentary affairs related to federal-provincial-territorial relations, including fiscal federalism, the evolution of the federation and Canadian unity, as well as providing support for major intergovernmental meetings (e.g. First Ministers).

Provinces and Territories

Description: Information and analyses of the Provinces and Territories of Canada including the impact of federal policies on the Provinces and Territories and vice-versa; the reaction of Provinces and Territories to federal initiatives. Documents cover many topics such as, federal-provincial-territorial relations; fiscal federalism; the evolution of the federation and Canadian unity, constitutional affairs, First Ministers' meetings; and intergovernmental affairs.

Document Types: General briefing notes, presentations/decks, specific briefing notes for the Deputy Minister and Minister of IGA, correspondence, memoranda of understanding, speaking notes, meeting schedules and contracts (First Ministers' meetings).

Record Number: PCO 033

International Affairs and National Security

PCO provides support and policy advice across the full spectrum of national and international issues, including foreign affairs, international development, public and national security, defence, international trade and assistance, intelligence assessments and reports on international matters relevant to Canadian political, economic and security interests.

Afghanistan

Description: Information relating to the government's management of Canada's engagement in Afghanistan, at both the national and provincial levels. This class of records deals with various topics such as: Canada's diplomatic, development, and defence activities to ensure coherence across government departments with programs in Afghanistan. The records also deal with the process associated with the Ad Hoc Committee of Parliamentarians established in June 2010.

Document Types: Memoranda to the Clerk, to the Prime Minister, to the Chair of the Cabinet Committees and to Cabinet, Cabinet documents, briefing notes, presentations, reports, e-mails, and contracts.

Record Number: PCO 002

Canadian Sovereignty

Description: Information relating to Canadian sovereignty, the evolution and promotion of Canadian nationalism, the concept of a "Canadian identity", Canada's claims to sovereignty over the Arctic waters and the Northwest Passage.

Document Types: Memoranda, briefing notes and correspondence.

Record Number: PCO 008

Defence

Description: Information relating to the formulation and execution of defence policy; the Canadian Armed Forces and all matters concerning national defence and civil defence including the land, sea and air elements of the armed forces; arms control and disarmament, Canada's international defence relations and search and rescue operations; emergency planning and preparedness; expenditures; North Atlantic Treaty Organization (NATO); peace initiatives; and strategic defence initiative.

Document Types: Memoranda, briefing notes, talking points, Cabinet documents.

Record Number: PCO 014

Foreign Relations

Description: Information relating to the formulation and execution of Canada's foreign policy including relations between Canada and other countries, the representation of Canada in foreign countries and at international conferences, and Canadian aid and assistance to other countries; assessments of conditions and trends in foreign countries including the implications for Canadian policy-makers; international diplomacy, security, defence, trade and commerce; development assistance; environment; international law; human rights; and international assessments.

Document Types: Memoranda, briefing notes and talking points, Cabinet documents and correspondence.

Record Number: PCO 022

Security and Intelligence

Description: Information on federal security and intelligence priorities, co-ordination across the intelligence community on security and intelligence issues, policies and programs; and intelligence assessments of foreign developments and trends; support for Cabinet committees on foreign affairs and defence, and national security, and the Deputy Minister committee on national security; public safety; national security; intelligence; counterterrorism; emergency management and preparedness; transportation security; legislative architecture; security certificates; perimeter security and human smuggling and illegal migration.

Document Types: Memoranda, briefing notes, speaking notes, Cabinet documents, presentations and proposals.

Record Number: PCO 037

  • Security and Intelligence Information Files
    Description: This bank contains documentary information concerning security-related investigations or reports on individuals identified as posing a potential risk to national security and who have been brought to the attention of the Privy Council Office by a federal investigative agency or by another department.
    Class of Individuals: Public servants, former public servants, candidates for the public service (95%); and a small number of persons whose activities have been brought to the attention of the Privy Council Office (5%).
    Purpose: The purpose of this bank is to inform the Privy Council Office of national security concerns relating to the individuals mentioned in these files. Most of the information was collected by the Canadian Security Intelligence Service or by the former Royal Canadian Mounted Police Security Service.
    Consistent Uses: None.
    Retention and Disposal Standards: This information is retained for 30 years.
    RDA Number: 69/076
    Related Record Number: PCO 037
    TBS Registration: 002551
    Bank Number: PCO PPU 005

Issues, Policies, Machinery and Appointments

PCO provides policy advice on the development, implementation and communication of the government's agenda, as well as on: specific social, economic and operational challenges facing the government; environmental, international, intergovernmental and security issues; the broad organization and machinery of government; the organization, membership and mandate of Cabinet and its committees; the conventions and principles of Canada's Westminster system of government; and on appointments to key positions made by the Governor in Council.

Constitution

Description: Information relating to the Canadian Constitution including the patriation and revision of the Constitution, the Constitution Acts, Constitutional law and convention.

Document Types: General briefing notes, presentations/decks, specific briefing notes for the Deputy Minister and Minister of IGA, correspondence, memoranda of understanding, and speaking notes.

Record Number: PCO 011

Crown and Royalty

Description: Information relating to the rights and privileges of the Crown and its representatives including the members of the Royal Family, the Governor General, Lieutenant-Governors and Royal visits.

Document Types: Correspondence, briefing material, Cabinet documents, e-mails, research papers and legal opinions.

Record Number: PCO 013

Government

Description: Information relating to the Government of Canada such as the structure, organization and functioning of government, Cabinet, its committees and Ministerial mandates, and the role of the Crown; transitions from government to government; Conflict of Interest Act; departments, agencies and Crown corporations; Deputy Ministers; elections; machinery of government; government contracting, advertising, major surveys and public opinion research; petitions to the Governor in Council; Prime Minister; priorities and planning; Queen's Privy Council for Canada; regulatory process; ethics; accountability; role of the Crown and the Governor General and Government House; honours, reports on plans and priorities, and departmental performance reports. Information is used to assist the government in defining its objectives and priorities and developing policies consistent with these priorities.

Document Types: Correspondence, briefing material, Cabinet documents, e-mails, research papers, legal opinions, Orders in Council and oath documents, guide to making federal Acts and regulations.

Record Number: PCO 023

Law and Legal Advice

Description: Information relating to the legal opinions and advice to the Prime Minister, Ministers in the Prime Minister’s portfolio, the Clerk of the Privy Council and PCO on any aspect of their mandate, such as Cabinet confidences, access to information and privacy, commissions of inquiry and court cases with government-wide implications, including federal electoral litigation.

Document Types: Correspondence, briefing material, Cabinet documents, e-mails, research papers and legal opinions.

Record Number: PCO 027

Orders in Council

Description: Information relating to monitoring, co-ordinating and advising on Orders in Council (OIC) issues and policies, and their consistency with economic, social, and federal-provincial-territorial policies as well as Orders in Council on a broad range of government issues, such as Cabinet shuffles and swearing-in ceremonies, Cabinet committee meetings, and support to Governor in Council appointments.

Document Types: Orders in Council, Governor in Council appointments procedures guide, lists of approved OICs, records to register publication in the Canada Gazette, statutory instruments, and submissions to Treasury Board.

Record Number: PCO 030

Legislation, Parliamentary Issues And Democratic Reform

PCO supports and provides advice on the development, co-ordination and implementation of the government's legislative policy and program and democratic reform agenda.

Aboriginal People

Description: Information relating to Canada's Aboriginal people including education and training, social assistance, health care, Indian reserves, lands and economic and constitutional development; Aboriginal constitutional affairs; comprehensive land claims; Métis; economic and native housing programs; requests for assistance and funding; and tripartite self-government negotiations.

Document Types: Memoranda, briefing notes, Cabinet documents, and correspondence.

Record Number: PCO 001

Agriculture

Description: Information relating to federal policies, programs and regulations concerning agriculture and food including agricultural research, human and animal protection, farm income support, market development and agricultural development dealing with subjects such as dairy and grain products, farms, food, and livestock.

Document Types: Memoranda, briefing notes, Cabinet documents, and correspondence.

Record Number: PCO 003

Consumers and Business

Description: Information relating to the interests of consumers and businesses including consumer aid and protection, patents and trademarks, bankruptcy and the metric system.

Document Types: Memoranda, briefing notes, Cabinet documents, and correspondence.

Record Number: PCO 012

Economics

Description: Information relating to facts and analysis of economic data and strategic policies on the economic and financial aspects/impact for Canada of major policy files, the budget and specific issues or events.

Document Types: memoranda, Cabinet documents, briefing notes, speaking notes, presentations for the Prime Minister and the Clerk, correspondence and reports.

Record Number: PCO 015

Education

Description: Information relating to the development and implementation of strategies to improve education in Canada including Canadian literacy, youth and student loan programs, and fiscal transfers from the federal government to the provinces and territories.

Document Types: Memoranda, briefing notes, Cabinet documents, and correspondence.

Record Number: PCO 016

Employment

Description: Information relating to employment and unemployment in Canada including employment equity, job creation, the labour market, training, employment insurance and employment programs for youth and students.

Document Types: Memoranda, briefing notes, Cabinet documents, and correspondence.

Record Number: PCO 017

Energy, Mines and Resources

Description: Information relating to the discovery, development and intelligent use of Canada's mineral and energy resources including research and development, energy conservation, electric power, nuclear power, oil and gas, renewable and non-renewable energy and mineral resources.

Document Types: Memoranda, briefing notes, Cabinet documents, and correspondence.

Record Number: PCO 018

Environment

Description: Information relating to the Canadian environment, management and protection of migratory birds, the provision of information on weather, climate, ice and sea conditions and air quality; the protection and enhancement of the quality of the natural environment (water, soil and air) and the conservation of renewable water, land and wildlife resources.

Document Types: Memoranda, briefing notes, Cabinet documents, and correspondence.

Record Number: PCO 019

Fisheries and Oceans

Description: Information relating to the seacoast and inland fishing including fishing standards, fish and seafood inspection, marine research and freshwater research.

Document Types: Memoranda, briefing notes, Cabinet documents, and correspondence.

Record Number: PCO 020

Fitness and Sport

Description: Information relating to the fitness of Canadians and their participation and excellence in sport including national and international amateur sport, amateur sport funding and fitness funding.

Document Types: Memoranda, briefing notes, Cabinet documents, and correspondence.

Record Number: PCO 021

Health, Welfare and Social Services

Description: Information relating to the promotion and preservation of health, social security and social welfare of Canadians including health protection, health information and education, health research and development, income security, social services and social development and policy; child care; disabled and handicapped persons; disease and disease control; drug and alcohol abuse; environmental quality and health hazards; federal-provincial-territorial meetings and conferences; housing; Medicare and health care services and programs; pensions and income security; services and programs for the elderly; social development and social policy; voluntary organizations; and women's issues.

Document Types: Memoranda, briefing notes, Cabinet documents, and correspondence.

Record Number: PCO 024

Honours, Awards and Memorials

Description: Information relating to the conferral of honours, awards, and memorials for the achievement of excellence in any field of endeavour, the acceptance and wearing by Canadians of foreign orders, and the dedication of memorials in honour of great achievements; commonwealth and foreign orders; and monuments.

Document Types: Correspondence, briefing material, Cabinet documents, e-mails, research papers and legal opinions.

Record Number: PCO 025

Immigration

Description: Information relating to the provision of immigration services including policy and programs, legal entry of visitors to Canada, applications for visas, refugees, deportation and the granting of citizenship to immigrants.

Document Types: Memoranda, briefing notes, Cabinet documents, and correspondence.

Record Number: PCO 026

Labour

Description: Information relating to industrial relations, standards for wages, conditions of employment, and occupational safety and health including arbitration, mediation and labour laws, working conditions and work benefits.

Document Types: Memoranda, briefing notes, Cabinet documents, and correspondence.

Record Number: PCO 028

Multiculturalism

Description: Information relating to the integration of Multiculturalism into all aspects of national life including race relations, education and in broadcasting.

Document Types: Memoranda, briefing notes, Cabinet documents, and correspondence.

Record Number: PCO 029

Parliament

Description: Information relating to the Parliament of Canada including the Government's legislative agenda, government bills and other initiatives to be advanced in Parliament, public servants appearing before Parliamentary committees, and Parliamentary returns. Documents may include topics such as the House of Commons; the Senate; the Government’s legislative program; Members of Parliament; the opening, proroguing and dissolution of Parliament; Parliamentary committees; and democratic and electoral reform.

Document Types: Memoranda, briefing notes, Cabinet documents, correspondence, Orders in Council and proclamations.

Record Number: PCO 031

Petitions and Submissions

Description: Petitions to the Governor in Council which are submitted due to legislative requirements or as an expression of personal concern. They can be sent to the Privy Council Office, Cabinet, the Prime Minister or the Clerk of the Privy Council. This class of record deals with various topics that include: legislative provisions including the Criminal Code; the Criminal Records Act; the Judges Act; the Immigration Act; the National Defence Act; the Broadcasting Act; and the National Transportation Act.

Document Types: Petitions and Submissions covering a wide variety of subjects and Orders in Council.

Record Number: PCO 032

  • Petitions and Submissions
    Description: This bank contains petitions or submissions made to the Governor in Council. The petitions can be pursuant to legislative requirements or may arise from the personal concerns of individual citizens. The petitions can also be sent to the Privy Council, Cabinet, the Prime Minister or the Clerk of the Privy Council. The legislative provisions include such statutes as the Criminal Code, the Criminal Records Act, the Judges Act, the Immigration Act, the National Defence Act, the Broadcasting Act, and the National Transportation Act.
    Class of Individuals: Individuals may be members of the general public, members of the Canadian Armed Forces, judges, or inmates of penitentiaries.
    Purpose: Every citizen of Canada has the right to petition the Crown concerning any matter. In addition, certain statutes provide a right to petition the Governor in Council. This material is not collected or obtained by the Office of the Privy Council; rather, it is sent to the Office. No form or format is required. The petition or submission is reviewed and an opinion regarding the validity of the claim is provided to the Governor in Council.
    Consistent Uses: No use is made of the material other than that specifically related to the claim of the petitioner or applicant.
    Retention and Disposal Standards: Records are retained for 30 years.
    RDA Number: 69/076
    Related Record Number: PCO 032
    TBS Registration: 002550
    Bank Number: PCO PPU 010
Public Works

Description: Information relating to the management of real property for the Government of Canada and to the provision of planning, design, construction and realty services to government institutions, departments and agencies concerning federally-owned lands; National Capital Region; official residences; Parliament Hill; and real property management.

Document Types: Memoranda, briefing notes, Cabinet documents, and correspondence.

Record Number: PCO 035

Research and Science

Description: Information relating to research and science in Canada, including industrial and manufacturing technology research, medical and space research and science and technology.

Document Types: Memoranda, briefing notes, Cabinet documents, and correspondence.

Record Number: PCO 036

Telecommunications

Description: Information relating to radio, television, cable television, pay television and specialty services about communications, broadcasting, the Canadian Radio-Television and Telecommunications Commission (CRTC), and petitions to Governor in Council for CRTC Decisions.

Document Types: Memoranda, briefing material, Cabinet documents, and correspondence.

Record Number: PCO 040

Trade and Industry

Description: Information relating to Canadian industries and Canadian international trade including the development and promotion of Canada's international trade, export marketing and promotion, exhibitions and trade fairs, the import and export of goods, foreign investment in Canadian industries and bilateral and multilateral trade.

Document Types: Memoranda, briefing material, Cabinet documents, and correspondence.

Record Number: PCO 041

Transportation

Description: Information relating to all methods of transportation including air, marine and rail transportation, roads and highways and transportation safety.

Document Types: Memoranda, briefing material, Cabinet documents, and correspondence.

Record Number: PCO 042

Public Service Leadership and Direction

PCO sets strategic direction for the public service to foster a high-performing and accountable public service that has the talent, leadership capacity and management frameworks to provide advice on and implement the government's agenda. It also plays a key role in the management, development and succession planning for senior leaders in the public service.

Management of Senior Leaders

PCO provides advice and support on public service management and human resources issues and initiatives affecting senior personnel, such as diversity, official languages, labour relations, recognition, and human resources management.

Senior Personnel

Description: Information related to advice and support on the selection, appointment, succession planning, compensation, performance and termination of Governor in Council appointees, particularly Deputy Ministers, Associate Deputy Ministers, heads of agencies and tribunals and Chief Executive Officers and Chairs of Crown corporations. This class of record deals with various topics that include: selection processes and appointments; human resources management issues such as allowances and benefits, succession, orientation and development, community relations, retirement and termination of employment, salaries and pensions.

Document Types: Briefing notes and books, submissions to Governor in Council, presentations, selection criteria, notices of vacancy, press releases and Orders in Council.

Record Number: PCO 038

  • Governor in Council Personnel Records
    Description: This bank contains manual and computerized personnel information on current, former and possible incumbents of positions occupied by individuals appointed by the Governor in Council. Records include appointment information, classification level, education and employment history, pay, and superannuation data.
    Class of Individuals: Governor in Council appointees and potential candidates for Governor in Council positions.
    Purpose: The purpose of this bank is to support the requirements of the Senior Personnel Secretariat in its role of identifying candidates, personnel planning, career development, performance ratings and salary reviews and maintenance of information on the Governor in Council appointments.
    Consistent Uses: No use is made of personal information other than specifically related to supporting Senior Personnel in identifying candidates, terms and conditions, employment history, succession planning, performance ratings and compiling statistical information for parliamentary responses.
    Retention and Disposal Standards: Records are retained for 30 years and, upon the date of the latest document, are transferred to the Library and Archives of Canada.
    RDA Number: 69/075, 69/076, 92/004
    Related PR#: PCO 038 
    TBS Registration: 002548
    Bank Number: PCO PPU 020
Standards of Conduct Compliance

Description: Information relating to compliance with Conflict of Interest Act and other guidelines. This class of record deals with various topics that include: ethical issues; political activities and conflict of interest.

Document Types: Briefing notes and guidance materials.

Record Number: PCO 039

  • Standards of Conduct Compliance Records
    Description: This bank consists of material related to compliance with the government's policy on conflict of interest and other standards of conduct by holders of public office.
    Class of Individuals: Holders of public office, including Ministers, parliamentary secretaries, exempt ministerial staff, Governor in Council appointees, public servants and other persons hired or appointed by the government.
    Purpose: These records are used for determining precedents regarding compliance with the Conflict of Interest Act and for considering amendments to existing policies.
    Consistent Uses: None.
    Retention and Disposal Standards: Records are retained for 30 years.
    RDA Number: 69/076
    Related Record Number: PCO 039
    TBS Registration: 002547
    Bank Number: PCO PPU 030

Renewal and Human Resources Management of the Public Service

PCO provides advice and support to the Clerk of the Privy Council and Secretary to the Cabinet as Head of the Public Service on public service management, overall leadership and direction to the public service in support of the government's agenda, as well as a range of human resources management issues and initiatives. PCO supports the Deputy Minister Committee on Public Service Renewal and the Prime Minister's Advisory Committee on the Public Service.

Public Service

Description: Information relating to the management and strategic direction of the Public Service of Canada.  This class of record deals with various topics that include: briefing notes and books for the Prime Minister's Advisory Committee on the Public Service Renewal and the Deputy Minister Committee on Public Service Renewal; public service awards; human resources and the management issues.

Document Types: Briefing notes and books, presentations and reports.

Record Number: PCO 034

Classes of Personal Information

In the course of conducting the activities of the Privy Council Office, categories of personal information may be accumulated which are not contained in specific information banks described in this entry.

Such information could include enquiries, complaints and general correspondence stored as part of the general subject files and is not retrievable by any personal identifier. The retention period associated with this information would be consistent with the general subject files wherein they are stored.

It should be noted that Orders in Council are published in Part II of the Canada Gazette and are, therefore, records in the public domain. Similarly, public opinion information, deposited with the Library and Archives of Canada, is also considered to be in the public domain. Requests for these types of material should not be made under the provisions of the Access to Information Act.

Manuals

  • Governor in Council Appointments Procedures Guide (November 2008)
  • Guide to Making Federal Acts and Regulations

Additional Information

The Government of Canada encourages the release of information through requests outside of the ATIP process. You may wish to consult the Privy Council Office’s completed Access to Information (ATI) summaries. To make an informal request, contact:

General Enquiries to reach us by:

The Privy Council Office 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.

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.

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:

Access to Information and Privacy Division
Privy Council Office
55 Metcalfe Street, Room 1500
Ottawa Ontario K1A 0A3

Please note: Each request made to the Privy Council Office 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.

Reading Room

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:

Access to Information and Privacy Division
Privy Council Office
55 Metcalfe Street, Room 1500
Ottawa Ontario K1A 0A3