New Standard Personal Information Banks and New Standard Program Records

Further to the June 29, 2004 Information Notice, the Information, Privacy and Security Policy Division (IPSPD) has finalized the descriptions for the Standard Program Records and Standard PIBs that were revised as a result of the Proactive Disclosure initiative. The descriptions are attached as Appendix A to this Information Notice.

Please note that there is no Standard PIB for Proactive Disclosure. That is because the personal information currently being made available relates to Travel and Hospitality and these are addressed separately. The information that your institution is collecting that is specifically related to Proactive Disclosure would include guidance on this new government activity, templates for the publishing of specific information elements on institutional web sites, etc. 

Registration of New Standard PIBs

Please register these new Standard PIBs using the attached Word Document Form. 

To complete this form:

1. Include the name of your institution (in both official languages) in the appropriate row.

2. In the third column, add the English and French acronym for your institution in front of the partial Bank Number (already provided in English and French).

3. In the fourth column, add the English and French Program Record Number (we recommend using the new Standard Program Records).

4. Print the form and have it signed by the ATIP Coordinator.

5. Fax it to Laura Simmermon at (613) 957-8020. The faxed copy will be used for registration purposes, but please send the originally signed version (this is required for our records) to:

Colette Dubois
Information, Privacy and Security Policy Division
Chief Information Officer Branch 
Treasury Board of Canada Secretariat
2745 Iris, 4th Floor
Ottawa ON K1A 0R5

Deletion of Pre-Existing Travel and/or Hospitality PIBs

Any pre-existing Travel and/or Hospitality PIBs in Info Source: Sources of Federal Employee Information must be deleted. This can be done by notifying Laura Simmermon via e-mail at Simmermon.Laura@tbs-sct.gc.ca. Please include the name of the PIB(s) being deleted, the TBS Registration Number and Bank Number.

Info Source Chapter Updates

Don't forget to declare the new Standard PIBs and the relevant Program Records in your chapter of Info Source: Sources of Federal Government Information (Main Book).

Descriptions of New Standard PIBs and Program Records

As soon as the complete descriptions of these new Standard PIBs and Program Records have been finalized, they will be disseminated to you. In addition, they will be included in the published 2004-2005 versions of Info Source: Sources of Federal Government Information.

If you need assistance or further information on this matter, please contact:
Nancy Olive at (613) 954-3720 or Laura Simmermon at (613) 948-2937 , both of whom are employees of the: 

Information, Privacy and Security Policy Division
Chief Information Officer Branch 
Treasury Board of Canada Secretariat
2745 Iris Street, 4th Floor
Ottawa, Ontario K1A 0R5
Fax: (613) 957-8020
E-mail: olive.nancy@tbs-sct.gc.ca or Simmermon.Laura@tbs-sct.gc.ca.   

Anne Brennan

Senior Director
Information, Privacy and Security Policy Division
Chief Information Officer Branch

Appendix A 

New Standard Personal Information Banks

Hospitality
Description: This information is collected to document hospitality-related activities and the circumstances in which they are incurred. The personal information collected may include the name and job title of government employees as well as the name and title of guests of the government (e.g. individuals from other governments, the private sector, etc). It may also include the names of their spouses or accompanying companions; and the name of the establishment where the hospitality function occurred and/or the name of caterer.

Class of Individuals: Deputy Ministers, Associate Deputy Ministers, Assistant Deputy Ministers, and their equivalents, including those individuals who incur hospitality expenses while acting in these positions, and their spouses or accompanying companions. Also includes Ministers, Ministers of State, Parliamentary Secretaries, and their office staff (also known as political or exempt staff because they are outside of the official Public Service) as well as Members of Parliament representing a Minister or Minister of State for official business purposes.

Purpose: Hospitality information is maintained to ensure that the provision of hospitality functions are done appropriately. 
Proactive disclosure on government websites of hospitality expense-related information promotes transparency, facilitates public access to government information, and provides relevant and timely information to Canadians. The specific elements that are made available in compliance with proactive disclosure are: Hospitality activity description and date, attendees, location and total amount.

Consistent Uses: This information may be used to provide reports on hospitality-related expenses to management. The information may also be used for research, planning, budget, audit and evaluation purposes.

Retention and Disposal Standards: For the specific amount of time that different types of common administrative documents are retained by a given government institution, please contact that institution's ATIP Coordinator.

RDA Number: 99/004

Related to Program Number: PRN 933 and PRN 935

Bank Number: PSU 908

Relocation
Description: This information is used to document the processes involved in the relocation of employees and their families. The personal information collected includes the individuals' name and job title, organization name, work telephone, work address, job classification and level, Personal Record Identifier (PRI), name of delegated departmental officer or manager, signatures, name of spouse or common-law partner, names of children and/or extended family members, special medical needs that may need to be accommodated, monthly statement of credit card expenses, personal declarations of expenses when receipts are not obtainable or have been inadvertently destroyed, mortgage or rental cost information, legal fees and real estate fees.

Class of Individuals: Employees who relocate and their spouses or common-law partners, their children and/or extended family members. Also includes individuals representing third party suppliers, such as moving and storage companies.

Purpose: The purpose of this information is to document and administer the relocation of individuals and their family members. This includes information related to relocation planning, the selection of new accommodations, the shipment of personal and household effects, move authorizations and claims.

Consistent Uses: Non-personal information may be used to provide reports on employee relocations to management. The information may also be used for research, planning, audit and evaluation purposes.

Retention and Disposal Standards: For the specific amount of time that different types of common administrative documents are retained by a given government institution, please contact that institution's ATIP Coordinator.

RDA Number: 98/001 and 99/004

Related to Program Number: PRN 936

Bank Number: PSU 910

Travel
Description: This information is used to document travel activities and expenses related to official institutional business. The personal information collected includes the individuals' name and job title, organization name, work telephone, work address, job classification and level, Personal Record Identifier (PRI), name of delegated departmental officer or manager, signatures, name of spouse or common-law partner, name of children, monthly expense statements, personal declarations of expenses when receipts are not obtainable or have been inadvertently destroyed.

Class of Individuals: Employees and travellers (including term or casual employees, temporary agency staff, volunteers, students, consultants and contractors, and witnesses) ,who travel on behalf of an institution and their spouses or common-law partners and/or dependants. This includes Deputy Ministers, Associate Deputy Ministers, Assistant Deputy Ministers, and their equivalents, including those individuals who travel while acting in these positions, and their spouses and/or dependents. Also included are Ministers, Ministers of State, Parliamentary Secretaries, and their office staff (also known as political or exempt staff because they are outside of the official Public Service) as well as Members of Parliament representing a Minister or Minister of State or accompanying them as a guest for official business purposes.

Purpose: The purpose of this information is to document and administer the travel of individuals in support of the institution's mandate. This includes information related to employee entitlements and obligations, travel advances and related claims. 
Proactive disclosure on government websites of travel expense-related information promotes transparency, facilitates public access to government information, and provides relevant and timely information to Canadians. The specific elements that are made available in compliance with proactive disclosure are: the purpose of travel; date(s) and destination(s); air fare and other transportation costs; accommodation, meals and incidentals; other expenses (all other expenses incurred that are not reflected in the information fields above, such as cost of a special passport, visas, and associated photos, calls to the office or home, dependant care where applicable, etc.); and the total amount.

Consistent Uses: This information may be used to provide reports on travel activities and costs to management. The information may also be used for research, planning, budget, audit and evaluation purposes.

Retention and Disposal Standards: For the specific amount of time that different types of common administrative documents are retained by a given government institution, please contact that institution's ATIP Coordinator.

RDA Number: 98/001 and 99/004

Related to Program Number: PRN 934

Bank Number: PSU 909

New Standard Program Records

Hospitality
Description: Hospitality is the provision of a reception, meal or entertainment to guests of government institutions, including social events or ceremonies in accordance with established policies and guidelines. Records related to hospitality events may contain information about the circumstances of the function, including any event requiring special authority; the form of hospitality; cost; location; number of attendees listed by category, i.e. guests, government employees; and approvals by the appropriate delegated officials.

Topics: The records may contain information about the function nature and scope, function type, i.e. dinner, reception, etc.; function location, i.e. private residence, restaurant, conference; financial limitations, who provided services related to the function, hospitality event protocols, etc. The records may also contain information about Hospitality Policies and Guidelines, financial signing authorities, the publication of hospitality information posted on-line, etc.

Program Record Number: PRN 933

Proactive Disclosure
Description: These records include information about the mandatory publication on institutional web sites of specifically identified government information. The purpose of making these specific information elements available on the Internet is to promote transparency, facilitate public access, and provide relevant and timely information so that Canadians are better able to hold their Government and public sector officials to account. The intent of the proactive disclosure initiative is to ensure that this information is provided in a consistent manner across government and that information is regularly updated according to established timeframes and guidelines.
Federal institutions are required to update information identified for the purpose of pro-active disclosure every three months and post it on-line within 30 days of the end of each period. 

Topics: These records include information related to tools and guidance from the Treasury Board Secretariat (TBS) and other lead agencies about proactive disclosure; the maintenance of web sites related to proactive disclosure; etc.

Program Record Number: PRN 935

Relocation
Description: These records are used to document and administer the relocation of individuals and their families.

Topics: Includes material related to employee entitlements and obligations, employer obligations, third party service providers, relocation claims, etc. May also include information about rental accommodations; travel to new locations; searching for new accommodation, i.e. house hunting; hotel/motel accommodation; copies of departmental policies and procedures pertaining to relocation; moving and storage company information; etc.

Program Record Number: PRN 936

Travel
Description: These records are used to document and manage the travel activities of individuals who travel in support of their institution's mandate. These records also include information related to the proactive disclosure of relevant travel expenses as specified in the Guidance Document: Proactive Disclosure of Travel and Hospitality Expenses issued by the Treasury Board Secretariat.

Topics: Includes material related to travel allowances, or per diem rates, travel expense claims, hotel directories, airline directories, etc. May also include copies of institutional policies and procedures pertaining to travel including the employee entitlements and obligations, employer obligations, payment for official institutional travel; etc.

Program Record Number: PRN 934