Info Source Publications Requirements 2004-2005

Please read this Implementation Report with careful attention, as it contains new instructions for all institutions. 

Input to the 2004-2005 edition of Info Source: Sources of Federal Government Information and Sources of Federal Employee Information is due on June 30, 2004.

AREAS OF FOCUS 

TBS is currently examining all Info Source publications as part of its recent Review Project, one objective of which is to improve the content of these publications. In keeping with this objective, institutions are asked to focus on ensuring that all mandatory information has been included in their Info Source chapters.  

The required information for institution-specific chapters in Info Source: Sources of Government Information is outlined in "Appendix A".

For Info Source: Sources of Federal Employee Information, institutions are asked to ensure that all mandatory PIB fields have been addressed. Please see "Appendix B" for more details. 

To facilitate the update process this year, mandatory information that is missing has been highlighted in the electronic files of Info Source: Sources of Government Information and Federal Employee Information for your institution. It is essential that these files be used for your preparation of the input to Info Source 2004-2005. Other file formats will not be accepted. "Appendix C" contains format instructions for both Info Source publications. 

PLAIN LANGUAGE 

Please be reminded that in accordance with the Communications Policy of the Government of Canada (http://www.tbs-sct.gc.ca/pubs_pol/sipubs/comm/comm1_e.asp#pla), "An institution's duty to inform the public includes the obligation to communicate effectively. Information about policies, programs, services and initiatives must be clear, relevant, objective, easy to understand and useful. 

To ensure clarity and consistency of information, plain language and proper grammar must be used in all communication with the public." 

INPUT TO INFO SOURCE 

Input to the 2004-2005 edition of Info Source: Sources of Federal Government Information and Sources of Federal Employee Information is due on June 30, 2004. All institutions require changes for this year's update. 

Note: Please refer to "Appendix D" for a detailed timetable for both Info Source publications. 

Input not received by the stated deadline will not be included in this year's Info Source publications – unless an extension has been granted by TBS for extenuating circumstances. Instead the following notation will appear at the beginning of the institution's chapter  "The annual update for this institution was not received for inclusion in the 2004-2005 version of this Info Source publication. The following is from the 2003-2004 version of Info Source." 

An e-mail will be sent to every ATIP Coordinator. Electronic copies of your institution's information gathered from the 2003-2004 publications in Word format, will be attached to the e-mail. It is essential that these files are utilized as these files have been specifically formatted to facilitate the update process. Other file formats will not be accepted. 

CONTENT 

Submissions that do not comply with the instructions provided in this Implementation Report will not be accepted.

• Institutions are responsible for ensuring that their entries are up-to-date and for editing them.

• Addresses and telephone numbers located in the introduction and under the "Additional Information" section of your department's chapter should be verified. Additions of web site and electronic mail addresses are appropriate.

• Material must be submitted in both official languages and must be consistent in both versions.

• Institutions must provide entries for all of their information holdings, including those in electronic format.

• Ensure that all PIBs currently appearing in Info Source have been properly registered prior to inclusion in Info Source.

•  Attention must be paid to identifying and describing all data-matching activities that involve the collection, use and disclosure of personal information. 

PERSONAL INFORMATION BANKS (PIBs) 

For instructions on the registration process for PIBs, please see Implementation Report (IR) #91. 

VERY IMPORTANT NOTICE:

To ensure that new PIB Registrations are reviewed and approved in time for inclusion with an institution's Info Source update, the following timelines must be respected:

• All new institution-specific PIBs must be submitted to TBS by April 30th.

• All new standard PIBs must be submitted to TBS by May 31st. 

The review and approval process for new PIB registrations is a time-consuming and iterative process.

• New PIB registrations should be submitted to the Information, Privacy and Security Policy Division (IPSPD) of the Treasury Board Secretariat throughout the year – on an ongoing basis.

• New PIB Registrations that are submitted to IPSPD with an institution's Info Source update will not be reviewed and approved in time to be included in that year's Info Source. Info Source updates submitted with PIBs that have not been approved and registered by TBS will be revised and the unregistered PIBs removed.

INFO SOURCE PUBLICATIONS UPDATE PROCESS 

• ATIP Coordinators must approve the submission.

• Entries must be submitted in electronic format 

• Entries must be returned to TBS by June 30, 2004.

A Glossary of Terms is attached as "Appendix E". 

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 ON 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 and Security Policy Division
Government Operations Sector

Attachments

Appendix A
Appendix B
Appendix C
Appendix D
Appendix E