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Info Source Publications Requirements 2006-2007
Please read this Implementation Report with careful attention, as it contains comprehensive instructions for all institutions. Info Source training is available February 8, 2006 (French) and February 22, 2006 (English). Further information is available at http://www.tbs-sct.gc.ca/atip-aiprp/docs/Traincalendar_e.asp. Input to the 2005-2006 edition of Info Source: Sources of Federal Government Information and Sources of Federal Employee Information is due no later than June 30, 2006. Extensions will only be granted by TBS in extenuating circumstances. AREAS OF FOCUS It is recommended that all content be examined by your institution's Communications Group to review for spelling and grammatical errors as well as consistency between the French and English versions. Submissions that are found to contain spelling or grammatical errors will not be accepted by TBS and will be returned. TBS continues to examine all Info Source publications to monitor and 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". The required information for institution-specific chapters in Info Source: Sources of Federal Employee Information, is outlined in "Appendix B" . To facilitate the update process this year, mandatory information that is missing has been highlighted in both the English and French versions of the electronic files of Info Source: Sources of Government Information and Federal Employee Information for your institution. It is essential that the files sent to the ATIP Coordinators from TBS be used for your preparation of the input to Info Source 2006-2007. PLAIN LANGUAGE Please be reminded that in accordance with the Communications Policy of the Government of Canada To ensure clarity and consistency of information, plain language and proper grammar must be used in Info Source. INPUT TO INFO SOURCE Input accepted by TBS for the 2006-2007 editions of Info Source: Sources of Federal Government Information and Sources of Federal Employee Information is due no later than June 30, 2006. Note: Please refer to "Appendix D" for a detailed timetable for both Info Source publications. Input not received and approved by the stated deadline will not be included in this year's Info Source publications. 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 2006-2007 version of this Info Source publication. The following is from the 2005-2006 version of Info Source." Please note that if an institution did not contribute an update for the 2005-2006 publications, the above notice will indicate the publication year in which the last update was received. This Implementation Report will be sent to every ATIP Coordinator by email. Electronic copies of your institution's information gathered from the 2005-2006 publications will be attached to the e-mail. It is essential that these files be utilized as they have been specifically formatted to facilitate the update process. Please forward these files to the person(s) responsible for the Info Source update process. Other file formats will not be accepted. "Appendix C" contains detailed format instructions for both Info Source publications. 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. It is recommended that institutional web sites and electronic mail addresses are included in this section.. Material must be submitted in both official languages and must be consistent in both versions. All content must be spellchecked and grammar checked by the institution prior to sending them to Treasury Board. Chapters that have grammatical or spelling errors will be returned to the institution for correction. This revised return will not be considered for a deadline extension. Institutions must provide entries for all of their information holdings (administrative and operational records), including those in electronic format. All PIBs appearing in Info Source must have been properly registered by TBS 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) #95. 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:
The review and approval process for new PIB registrations is a time-consuming and iterative process.
INFO SOURCE PUBLICATIONS UPDATE PROCESS
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
Donald Lemieux Acting Executive Director
cc: Heads of Communications Attachments
INFORMATION TO BE INCLUDED IN INFO SOURCE: SOURCES OF FEDERAL GOVERNMENT INFORMATION The following information should be included in all institutional chapters. GENERAL INFORMATION Background Provide a concise description of the institution's history, including reference to its legislative foundation. Responsibilities Briefly describe the institution's major policy and program responsibilities. Legislation List, in point form and in alphabetical order, all the acts and regulations that the institution administers, or for which the institution has primary responsibility. Organization Summarize the functions of all major organizational units corresponding to the "program" and "activity" levels. It is not recommended that units lower than activity level be described. INFORMATION HOLDINGS Program Records Records are distinct pieces of recorded information, regardless of physical form or medium, that are collected, created or received through the initiation, conduct or completion of an institutional activity or individual activity on behalf of the institution. Records support the business activities of the institution in meeting its legislated mandate, provide evidence of, and show how transactions were undertaken. Records are also required to fulfil administrative, legal, fiscal and other accountability purposes. Program Records include both administrative and operational records. Program Records were previously called "classes of records". To make them more descriptive of how they relate to the
institution, and because they constitute the information output, in any form, resulting from an institution's program activities,
their name was >
Note: For the purposes of Info Source, it is not necessary to relate Program Records to any organizational unit lower than a program or an activity. The following are the fields for Program Records: Description:
Topics:
Note:
Access:
Format:
Program Record Number:
Standard Program Records Many departments and agencies use Standard Program Records to list information about administrative subject areas, which are common to many institutions, such as Accounts and Accounting, Budgets, Buildings, etc. Only the title of the Standard Program Records is shown in the institution's information for Info Source. Note: Institutions may or may not have any Standard Program Records to declare. Personal Information Banks A PIB describes a collection or grouping of individual's personal information held by federal departments and agencies, subject to the Privacy Act. PIBs describe personal information that is:
PIBs are used to describe personal information if it is retrievable by a person's name or by an identifying number, symbol or other particular assigned only to that person or personal information that has been or is being used, or is available for use for an administrative purpose. PIBs that are to be included in Info Source: Sources of Federal Government Information describe personal information about:
Standard Personal Information Banks Standard Personal Information Banks describe information contained in common administrative records that many government institutions maintain about their employees, i.e. pay and benefits, training and development, performance, etc.
Classes of Personal Information Classes of Personal Information contain any personal information, which is not used for administrative purposes or not retrievable by personal identifiers. Examples include, for instance unsolicited opinions, complaints or correspondence. This category was included to ensure that government departments and agencies account for all personal information, that which they hold. Classes of Personal information are not subject to a registration process, and therefore do not have a TBS registration number or a PIB number. Note: Institutions may or may not have any Classes of Personal Information to declare Manuals For the purposes of Info Source, manuals are listed under a sub-heading in the "Information Holdings" section. As required by the legislation, institutions must provide a listing in alphabetical order of the titles of all the manuals, which they use in administering or carrying out policies, programs and activities that affect the public. ADDITIONAL INFORMATION This section can be used to provide the address and telephone number of the institution's main points of access to obtain information informally. A "general information" number must be listed as opposed to that of the ATIP office. It can also include regional addresses, which fulfil the same function. Reading Room The address/location of a reading room available to the general public must be included. INFORMATION TO BE INCLUDED IN INFO SOURCE: SOURCES OF FEDERAL EMPLOYEE INFORMATION INSTITUTION-SPECIFIC CHAPTERS Each Institution-specific chapter should include all Personal Information Banks that are under the control of that institution. A PIB is a collection or grouping of individual's personal information held by federal departments and agencies, subject to the Privacy Act. PIBs describe personal information that is captured in the institution's record keeping system; and collected or maintained in support of an institutional program or activity. PIBs should provide a summary of the types of personal information about individuals that is held by federal departments and agencies and:
Note: Please refer to Implementation Report #95 for detailed instructions related to the registration of Personal Information Banks. The following describes the three types of Personal Information Banks that may be contained within each institution-specific chapter. Central Personal Information Banks (if applicable) These PIBs describe information about employees from all or several government
Particular Personal Information Banks Describe personal information about employees that is specific to the requirements of each department or agency and is held within their record keeping systems
Standard Personal Information Banks Standard Personal Information Banks describe information contained in common administrative records that many government institutions maintain about their employees, i.e. pay and benefits, training and development, performance, etc.
FORMAT INSTRUCTIONS FOR INFO SOURCE: SOURCES OF FEDERAL GOVERNMENT INFORMATION AND SOURCES OF FEDERAL EMPLOYEE INFORMATION Page Style Format
Font
Plain Language
Spelling
Alphabetical Order
Spacing
Bullets
Addresses
Glossary of Terms Activity: Activities are the major tasks or components performed by the organization to accomplish each of its programs. Several activities may be associated with an institutional program. Administrative Purpose: The use of personal information in a decision making process that directly affects that individual. Administrative Records: Administrative records are created in support of administrative functions within an institution. Administrative functions are primarily concerned with the process that permits operational functions to be carried out, e.g. preparation of Main Estimates, authorization & control of expenditures, staffing of positions, etc. Administrative records are created as a result of these processes and document the interaction that occurs between operational and administrative areas for a particular process. Classes of Personal Information: Other personal information not used administratively or not retrievable by personal identifier, for instance unsolicited opinions, complaints or correspondence.
Data Matching: An activity that involves comparing personal data obtained from a variety of sources, including personal information banks, for the purpose of making decisions about the individuals to whom the data pertains. Information Life Cycle: This encompasses the stages of the planning, collection, creation, receipt, and capture of information; its organization, retrieval, use, accessibility, dissemination and transmission; its storage, maintenance, and protection; and its disposition and preservation Manuals: Directives, instructions, guidelines or procedures that are used by the employees of an institution to carry out its operations, activities or programs. Operational Records: Operational Records are records that are created or collected to support institutional activities that are performed as part of an institution's program mandate which is derived from the institution's enabling legislation. Operational records are often unique to that institution and an actual program element or service that is provided to achieve the policy objectives of the institution. Operational records reflect these functions and are primarily concerned with the overall purpose for which the functions are carried out, e.g. increased foreign trade, cultural preservation, law enforcement, providing benefits, etc. Personal Information Banks: A summary of the type of information about individuals that is held by federal institutions. Include all personal information that:
There are six types of Personal Information Banks (PIB):
Program: Programs are the largest unit of business activity in an institution – a unit set up to achieve institutional objectives as authorized by Parliament.
Program Records: Distinct pieces of recorded information, regardless of physical form or medium, that are collected, created or received through the initiation, conduct or completion of a departmental activity or individual activity on behalf of the institution. x
Program Record descriptions identify the subject areas covered by institutional programs. Program Record Number or Bank Number: A unique identifying number located at the end of each Program Record or Personal Information Bank.
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