• Main Menu

• Foreign Policy
• International Trade
• Travel Assistance
• Countries and Regions
• Culture, Education and Youth
• Ministers and Parliamentary Secretaries
  • Foreign Affairs
  • International Trade

InfoSource
Sources of Federal Government Information, 1999-2000

Chapter 46

General Information

Background

The Department of Foreign Affairs and International Trade had its origin in an Act of Parliament in 1909 to deal with Canada's relations with other governments within the British Empire and with foreign states. In 1981, the foreign operations of the immigration service were brought into the Department. In January 1982, there was a fundamental reorganization to include the foreign trade policy and international trade component of the Industry, Trade and Commerce Department. In 1992 the Immigration component of the foreign service was transferred to Employment and Immigration Canada and certain other non-core functions, such as the World Exhibition program and international sport program, were transferred to other departments. In 1993 the Investment Development Division of Investment Canada was merged with the Department.

The Department of External Affairs Act of 1985 set forth the mandate of the Department and provided for a Secretary of State for External Affairs (SSEA) and a Minister for International Trade. The name of the Department was subsequently changed to External Affairs and International Trade Canada. In the fall of 1993 the Department assumed its present title, the Department of Foreign Affairs and International Trade (DFAIT), and the SSEA's title was changed to Minister of Foreign Affairs.

Responsibilities

The Department of Foreign Affairs and International Trade has the primary responsibility for the promotion and protection of Canada's interests abroad and the conduct of Canada's relations with other countries. Its legal mandate, as set out in the Department of Foreign Affairs and International Trade Act, RSC 1985, c. E-22, is to:

• conduct all diplomatic and consular relations on behalf of Canada;
• conduct all official communication between the Government of Canada and the government of any other country and between the Government of Canada and any international organization;
• conduct and manage international negotiations as they relate to Canada;
• coordinate Canada's economic relations;
• foster the expansion of Canada's international trade;
• coordinate the direction given by the Government of Canada to the heads of Canada's diplomatic and consular missions and to manage these missions;
• administer the foreign service of Canada;
• foster the development of international law and its application in Canada's external relations.

The Department has four basic roles, which flow from the legal mandate. They are:

• the development and coordination of the Government's international policy;
• advocacy of Canadian interests and values overseas;
• the provision of services to Canadians (trade and investment promotion, securing and improving market access, consular assistance, passports);
• support for other government departments and agencies abroad (including provincial governments).

Legislation

• Asia-Pacific Foundation of Canada Act, RSC 1985, c. A-13
• Canada Shipping Act, RSC 1985, c. S-9, s. 632.4
• Canada-Chile Free Trade Agreement Implementation Act, S.C. 1997, c. 14
• Canada-Israel Free Trade Agreement Implementation Act, S.C. 1996, c. 33
• Canada-United States Free Trade Agreement Implementation Act, RSC 1988, c. 65, ss. 1 to 7 and Parts I and V
• Canadian Commercial Corporation Act, RSC 1985, c. C-14
• Canadian Environmental Assessment Act, SC 1992, c. 37, ss. 40, 47, 58
• Canadian Laws Offshore Applications Act, SC 1990, c. 44, s. 10
• Canadian Security Intelligence Service Act, RSC 1985, c. C-23, ss. 13, 14, 16, 17, 19
• Chemical Weapons Convention Implementation Act SC 1995, c. 25
• Citizenship Act, RSC 1985, c. C-29, ss. 3, 23
• Coasting Trade Act, SC 1992, c. 31, ss. 3, 17
• Criminal Code, RSC 1985, c. C-46, ss. 7, 57, 477.4
• Cultural Property Export and Import Act, RSC 1985, c. C-51, ss. 4, 17, 39
• Customs Tariff, RSC 1985, c. C-54.01, s. 59
• Department of Foreign Affairs and International Trade Act, RSC 1985, c. E-22; 1995, c. 5
• Excise Tax Act, RSC 1985, c. E-15, s. 68.3
• Export and Import Permits Act, RSC 1985, c. E-19
• Export Development Act, RSC 1985, c. E-20
• Food and Agriculture Organization of the United Nations Act, RSC 1985, c. F-26
• Foreign Enlistment Act, RSC 1985, c. F-28, s. 7
• Foreign Extraterritorial Measures Act, RSC 1985, c. F-29, s. 5
• Foreign Missions and International Organizations Act, SC 1991, c. 41
• Fort-Falls Bridge Authority Act, SC 1970-71-72, c. 51
• Immigration Act, RSC 1985, c. I-2, s. 116
• International Boundary Waters Treaty Act, RSC 1985, c. I-17
• International Centre for Human Rights and Democratic Development Act, RSC 1985, c. I-17.3. (RSC 1985 (fourth supplement) c. 54)
• International Development (Financial Institutions) Assistance Act, RSC 1985, c. I-18
• International Development (Financial Institutions) Assistance Act, SC 1981-82-83, c. 73
• International Development Research Centre Act, RSC 1985, c. I-19
• Motor Vehicle Transport Act, 1987, RSC 1985, c. M-12.01, s. 17
• Mutual Legal Assistance in Criminal Matters Act, RSC 1985, c. M-13.6, s. 6
• National Transportation Act, 1987, RSC 1985, c. N-20.01, ss. 86, 156
• North American Free Trade Agreement Implementation Act, SC 1993, c. 44, s. 1 to 9 and Parts I and III
• Northern Pipeline Act, RSC 1985, c. N-26
• Privileges and Immunities (NATO) Act, RSC 1985, c. P-24
• Prohibition of International Air Services Act, RSC 1985, c. P-25
• Rainy Lake Watershed Emergency Control Act, SC 1939, c. 33
• Revolving Funds Act, RSC 1985, c. R-8, s. 4
• Roosevelt Campobello International Park Commission Act, SC 1964-65, c. 19
• Skagit River Valley Treaty Implementation Act, SC 1984, c. 11
• Special Economic Measures Act, SC 1992, c. 17
• Special Import Measures Act, RSC 1985, c. S-15, Parts I.1 and II
• State Immunity Act, RSC 1985, c. S-18, ss. 9, 14, 15
• Teleglobe Canada Reorganization and Divestiture Act, SC 1987, c. 12, s. 8
• Territorial Sea and Fishing Zones Act, RSC 1985, c. T-8, except for s. 6
• The Geneva Conventions Act, RSC 1985, c. G-3, ss. 6, 9
• Treaties of Peace; Austria, Germany, SC 1919 (second session), c. 30; Bulgaria, SC 1920, c. 4; Hungary, SC 1922, c. 49, SC 1948, c. 71 and SC 1950, c. 50, s. 10; Italy, Romania, Finland, SC 1948, c. 71 and SC 1950, c. 50, s. 10; Japan, SC 1952, c. 50; Turkey, SC 1922, c. 49
• United Nations Act, RSC 1985, c. U-2
• World Trade Organization Agreement Implementation Act, SC 1994, c. 47, ss. 1 to 7 and Parts I and III

Organization

The Department has two Ministers (Foreign Affairs, International Trade) and two Secretaries of State (one for the Asia-Pacific region and one for Latin America and Africa). The responsibilities of the two Ministers extend beyond this Department: the Minister of Foreign Affairs is also responsible for the International Development Research Centre, the International Joint Commission and the International Centre for Human Rights and Democratic Development. The Minister for International Trade is responsible for the Export Development Corporation, the Canadian Commercial Corporation and the North American Free Trade Agreement (NAFTA) Secretariat. In addition, the Minister for International Cooperation is responsible for la Francophonie.

Canadian Foreign Service Institute (CFSI)

The Institute plans and delivers training and development programs to Departmental employees. The programs are designed to facilitate career development and improve the effectiveness of employees in the delivery of the Department's programs in Canada and internationally. They include training in official and foreign languages and a broad range of work-related skills. Organizational development services are also provided to assist the Department in managing change. A research function also exists.

Client Services Bureau (SBD)

The Bureau provides personnel and financial administration services to employees and responsibility centres. It comprises six divisions: Financial Services and Systems; Foreign Service Directives and Travel Policy Services; Compensation Services; Distribution Services; Staff Relations Services; and Headquarters Administrative Services. The Bureau also includes a Services Centre which provides one stop shopping to employees across the entire range of services offered by the Bureau.

Communications Bureau (BCD)

The Communications Bureau consists of the Media Relations Division, The Foreign Policy Communications Division, the Trade Communications Division, the Communications Programs and Outreach Division, the Communications Services Division and the Public Environment Analysis Unit. The Bureau is responsible for increasing awareness and understanding of Canada's foreign policy and international trade agenda, and of the Department's role in shaping and carrying out that agenda; supplying quality communications advice to ministers and officials on issues, events and initiatives; ensuring Canadian and foreign media, as well as other groups and individuals, receive timely and accurate information; operating anti-drug, outreach, speaker and other communications programs; providing the Department with public opinion research and analysis; and promoting public understanding of the historical background of Canadian foreign relations.

Consular Affairs Bureau (JPD)

The Consular Affairs Bureau has the sole responsibility for the provision of assistance to and protection of Canadians in other countries. In carrying out that mandate, it operates through staff at Canadian missions abroad as well as through five headquarters divisions consisting of: Case Management, Emergency Services, Program Services, Informatics Services, and Communications and Training. All divisions are under the direction of a Director General. The Bureau sets overall policy for the delivery of consular services, manages cases in cooperation with missions, establishes service standards, manages the cost recovery program, delivers passport and citizenship services overseas, manages the 24-hour, 7-days-a-week departmental/consular operations centre and ensures the application of the Vienna Convention on Consular Relations and related multilateral and bilateral agreements to its consular activities.

Economic Policy Bureau (EED)

The Bureau is responsible for the development and coordination of Canada's positions on international economic and development assistance issues, including G8 Economic Summits and the OECD. It is also responsible for research and analysis for policy options on Canada's international trade and economic agenda. It consists of three divisions: International Economic Relations and Summit Division; Economic Relations with Developing Countries Division; and Trade and Economic Analysis Division.

Executive Services (DCD)

The objective of this new Bureau is to provide dedicated one-stop support to all ministerial offices. It is composed of three divisions: DCP (Access to Information and Privacy issues); DCL (Cabinet and Parliamentary Liaison); DCC (Ministerial Correspondence).

Export and Import Controls Bureau (EPD)

The authority to control the export and import of goods and technology through the Export and Imports Permits Act (EIPA) is the basis of the Bureau's foreign and domestic policy mandate. The Act sets out criteria to govern the inclusion of particular goods on an Export Control List and an Import Control List, and the inclusion of particular countries on an Area Control List applicable to exports. Control over the flow of goods contained on these lists and to/from these destinations is effected through the issuance or denial of export and import permits. The Act delegates to the Minister of Foreign Affairs the discretion to grant or deny requests for permits, and thus confers on the Minister broad powers to control the flow of goods. The principal role of the Export and Import Controls Bureau is to manage Canada's export and import control regime. This it does through policy development; issue management; processing and issuance of permits; and multilateral and bilateral negotiations.

Geographic Bureaux

For the conduct of external relations, the world has been divided among eight geographic bureaux, each under a director general. These are: Africa (GGD); Central, East and South Europe (RBD); European Union, North and West Europe (RWD); Latin America and Caribbean (LGD); Middle East, North Africa and Gulf States (GMD); North Asia and Pacific (PND); South and Southeast Asia (PSD); and United States (URD). Each bureau is separated into divisions according to smaller geographic areas, and within the divisions, a country desk approach is normally used. The responsibilities and activities of the geographic bureaux have much in common and are best described together.

Each bureau is responsible for the management and coordination of the full range of relations with its region. Included are the operations of the Canadian posts abroad in its area, their guidance and instruction, the on-going dialogue with them, and the provision and allocation of resources to them. Under the Department of Foreign Affairs and International Trade Act, a head of mission is defined as responsible for the management and direction of the mission and the supervision of the official activities of the various Canadian departments and agencies in the country in question.

The geographic bureaux provide policy advice to Ministers, based on country and regional analysis, and generally are responsible for the handling of bilateral political and economic issues and trade policy with various parts of the world. Each bureau normally manages directly certain core DFAIT programs or "business lines"; for example, "international security and cooperation" or "international business development". In addition, the bureau - with its component divisions - coordinates the delivery within its area of other departmental business lines, including DFAIT's public affairs, consular and administrative programs, as well as the programs of other federal departments and agencies with major operations overseas. As the main point of contact for the Canadian business community, geographic divisions handle export promotion and country-specific market access issues. Most of them support tourist promotion activities in conjunction with the Canadian Tourism Commission, fairs and trade missions, investment development and science and technology cooperation. They also serve as a point of contact for non-governmental organizations with interests abroad and for foreign diplomatic missions based in Ottawa.

Global and Human Issues Bureau (AGD)

This Bureau is responsible for policy development and coordination of activity in issues which are transnational in nature and contribute to sustainable human development and human security. The Human Rights, Humanitarian Affairs and Women`s Equality Division ensures effective monitoring of human rights, women`s equality issues world-wide and the effective integration of these considerations into all relevant aspects of bilateral and multilateral relations. It also coordinates the foreign policy aspects of humanitarian affairs and migration and refugee issues. The Bureau is also responsible for departmental coordination of aboriginal affairs and for the activities of the Ambassador for Circumpolar Affairs as well as the Counsellor for International Indigenous Issues. The Bureau is responsible for the development of the Government`s Peacebuilding and human security initiative, including programs involving conflict resolution and democratic development. Aspects of social development, including children`s issues, are the responsibility of this Bureau as is the implementation of the Youth International internship Program. The International Crime Division coordinates international policy development on crime, drugs and terrorism issues.

Human Resources Development Bureau (SPD)

The Bureau is concerned with the management of the Department's human resources through the recruitment, assignment, classification and promotion processes. Its scope includes rotational (foreign service) and non-rotational as well as locally-engaged staff in missions abroad. The Bureau is also responsible for personnel policy and planning, in addition to the application in DFAIT of government-wide Official Language, Employment Equity, and Workforce Adjustment programs.

Information Management and Technology Bureau (SXD)

The Bureau provides corporate information management and information technology services to the Department and to other government departments with operations abroad. Through MITNET, the Department's telecommunications service, it provides secure and unclassified voice, facsimile, and data transmission. Through SIGNET, its local and wide-area computer network, it supports e-mail and access to departmental data and applications for 8,200 Canadian and locally-engaged staff around the world. The Bureau is responsible for the Department's data banks and electronic and conventional registries. It supports the production, retrieval and delivery of timely information to staff and outside clientele. As Chief Information Officer, the Bureau's Director-General also coordinates planning, standards and policies for all information management and technology operations across the Department.

International Cultural Relations Bureau (ACD)

This Bureau promotes Canada abroad and helps achieve foreign policy and trade objectives by assisting Canadian scholars and artists to undertake international activities. It assists Canadian cultural and education industries by promoting and facilitating the exports of cultural goods and services and education services in cooperation with the cultural industries and education sectors. It is responsible for promoting Canadian Studies abroad; monitoring and coordinating Canadian representation at international education conferences; supporting international youth and cultural personalities exchange; and promoting abroad Canadian education and training goods and services. It provides funding for international tours by Canadian performing artists, writers and film directors, supports exhibitions abroad of Canadian visual art at leading museums and galleries and important international Biennales. It also provides support to Canadian missions abroad in delivering cultural services. Information on Bureau programs and activities may be found on the Internet at: http://www.dfait-maeci.gc.ca.

International Organizations Bureau (IMD)

This Bureau coordinates Canada's participation in the United Nations and most of the specialized agencies and institutions that form part of the UN system. It is also responsible for coordinating Canada's multilateral relations with the Commonwealth and Canada's role and activities in la Francophonie.

International Security Bureau (IDD)

The International Security Bureau is the focal point of the Department's efforts concerning the Government's foreign policy objective of protecting Canadian security, within a stable global framework. The Bureau encompasses policy and operational responsibilities for non-proliferation, arms control and disarmament; regional security and peacekeeping; nuclear safety; North American and Euro-Atlantic security and defence relations.

Legal Affairs Bureau (JCD)

The main functions of the Legal Affairs Bureau are to promote the development of international law and dispute settlement mechanisms as instruments for peaceful change and the effective conduct of Canada's international relations. The areas of priority are: economic and trade law, international peace and security, state sovereignty and extraterritoriality, human rights law, international criminal law, environmental law, law of the sea, environmental management, and services to the public.

Office of Protocol (XDX)

The Chief of Protocol is the principal point of contact between the Government of Canada and foreign representatives accredited to Canada. The Office of Protocol is responsible for the accreditation and appointment of foreign diplomatic and consular representatives to Canada and of Canadian heads of diplomatic and consular missions to other countries. The Office manages all questions of privileges and immunities in respect to both foreign representatives in Canada and Canadian representatives abroad, as set out in the Foreign Missions and International Organizations Act, the State Immunity Act and the Vienna Conventions on Diplomatic and Consular Relations. The Office plans, organizes and manages state and official visits to Canada and participates in the logistical planning and conduct of travel abroad by the Governor General, the Prime Minister, the Minister of Foreign Affairs and the Minister for International Trade. The Office also organizes, arranges, and manages official hospitality functions for the Prime Minister, ministers and senior officials of this and other departments at Foreign Affairs Headquarters, at 7 Rideau Gate, the official Government guest house, and elsewhere in Canada and abroad.

Office of the Inspector General and Internal Audit and Evaluation (SIX)

The office of the Inspector General serves senior management of the Department by conducting a range of independent reviews, including Audits and Evaluations, at headquarters and Missions. Its purpose is to encourage accountability and improvements in Departmental management of processes and operations. The OIG's principal information holdings are reports of reviews perform.

Passport Office (JWD)

The Passport Office, a Special Operating Agency of the Department of External Affairs & International Trade, finances its operations entirely from the fees generated by passport services. Its administrative headquarters is located in Hull. The agency operates issuing offices (mail and personal service) in Hull and personal service counters at 27 regional offices across Canada. It also develops, promulgates, and monitors entitlement and issuance policies and procedures for application within Canada as well as at missions abroad.

Physical Resources Bureau (SRD)

The Bureau is a Special Operating Agency which is responsible for the Department's Long Range Capital Program directed at increasing Crown ownership of properties abroad and for the provision of chanceries and official residences through lease, purchase or design and construction. In addition, the Bureau is responsible for interior design services for accommodation abroad; the acquisition of materiel assets; and supervision of maintenance of overseas government properties. It performs a number of administrative functions relating to staff quarters at missions, and administers the Department's collection of Canadian works of art.

Planning Secretariat (CPD)

The Planning Secretariat provides general and specialized policy support to the Department. It is responsible for ensuring consistency and coherence across the whole range of Canadian foreign policy through the analysis, evaluation and development of policy, and by carrying out a number of specific policy tasks, such as the coordination of political input for G8 Summit.

Resource Planning and Management Secretariat (SMD)

The Bureau provides analysis and advice to the Executive Committee on program planning and resource allocation matters; liaises with central agencies on the Department's budget; manages the Department's internal business planning process; coordinates the preparation of the Department's annual Business Plan to Treasury Board and its Estimates, Plans and Priorities and Performance Report to Parliament; conducts activity based costing; manages the Department's salary budgets; and exercises comptrollership at the corporate level.|

Security and Intelligence Bureau (ISD)

The Bureau is responsible for providing timely and critical intelligence on world events, assuring the protection of Canadian personnel and their families, the safeguard of government premises and assets and the promotion and protection of Canadian national interests. The Bureau is also responsible, as the National Security Authority, for overseeing the security of all NATO classified matter conveyed to Canada and for Communication Security (COMSEC). The Current Intelligence Division produces briefs for senior managers based on various sources available to DFAIT. It also produces analytical, operationally-relevant assessments and updates on key developing issues or breaking events. The Foreign Intelligence Division provides, inter alia, information support for Department operations and ensures the coordination of intelligence activities.

The security divisions are responsible for all aspects of physical and technical security and personal safety at headquarters and abroad. This includes the security of buildings, information and information technology, security measures at headquarters and abroad, personnel security, clearances and investigations and security education.

Trade Commissioner Service: Overseas Programmes and Services (TCD)

Manages performance standards for TCS as well as the overseas programs and services of TCS, manages Canada's International Business Strategy process, and follow-up with federal and provincial governments, develops and implements policies and systems for the collection and dissemination of market intelligence jointly with Industry Canada, operates the International Business Opportunities Centre to direct solid trade leads to Canadian firms capable of filling overseas requirements program management of international marketing activities carried out with industry associations builds partnerships with industry associations active in support of members' international trade development objectives manages support programs for Canadian businesses (eg. PEMD and DFAIT international business development program resources) designs and operates world-wide WIN/Client Management Services, encompassing sourcing, trade planning and client management and tracking functions.

Trade Commissioner Service: Planning & Policy (TBD)

Manages medium- to long-term strategic planning for international business development, recommends appropriate allocation of international business development resources, provides and coordinates DFAIT input to Team Canada Inc, the entity responsible for government-wide management of IBD resources, promotes export awareness and education through the Canada Export Awards, various export programs, and the Centre for International Business Studies Program, delivers transactionable market information and market intelligence from selected posts on markets of opportunity to the private sector, manages regional trade networks and plans through the International Trade Centres (ITCs), negotiates and maintains federal-provincial-territorial partnerships agreements, attracts international business and technology to Canada through corporate liaison, company-specific briefs, and promotional activities, serves as DFAIT's focal point regarding the advancement of Canadian international science and technology objectives, serves the export needs of SMEs as well as the special requirements of women, aboriginal and youth entrepreneurs, manages Canada's business development strategy for international financial institutions, manages use of Canada Account financing analysis of the use and complementarity of government IBD resources

Trade Policy Bureaux I and II and Office of the Coordinator for NAFTA (EAD, EBD)

The two Bureaux work closely together and collectively are responsible for all aspects of Canadian trade policy, including the management of trade-policy disputes. Trade Policy Bureau I is responsible for maintaining broad oversight of the international framework for trade. In this respect, it is responsible for coordinating Canadian trade policy on the WTO and regional agreements and initiatives, such as the Free Trade Agreement of the Americas, APEC, trade-policy relations with Europe, trade-related work of the OECD and bilateral free trade agreements, such as those with Chile and Israel. Trade Policy Bureau II is responsible for all services, investment and intellectual property related trade policy issues which are increasingly becoming the focus of trade agreements and trade negotiations. The Director General for Trade Policy Bureau II is also the Coordinator for NAFTA and, as such, is responsible for coordinating Canada's participation in the NAFTA and its institutions.

The two Bureaux consist of the following seven divisions: Trade Policy Planning Division; Trade Remedies Division; Technical Barriers and Regulations Division; Tariffs and Market Access Division; Investment Trade Policy Division; Services Trade Policy Division; and the Information and Technology Trade Policy Division.

Headquarters Organization

The Department is headquartered in Ottawa but operates throughout Canada via local and regional passport offices and through its network of trade commissioners in regional offices. Below the deputy minister level, the Department is organized by function, by geography and for corporate services at the assistant deputy minister level and is supported by the Legal Adviser and Planning Secretariat. There are special ambassadors, based in Ottawa, for specific subjects such as Fisheries Conservation, the Environment, Air Negotiations and Circumpolar Affairs. The present headquarters structure came into effect in September 1996.

The functional Assistant Deputy Ministers (International Business and Communications, Trade and Economic Policy, Global and Security Policy) are accountable for developing coherent, effective global policies and initiatives to achieve worldwide the objectives of the government's foreign policy. The geographic Assistant Deputy Ministers (Asia Pacific and Africa; Americas; Europe, Middle East and North Africa) are accountable for the implementation of objectives within their respective regions and ensuring that policies and initiatives are consistent with the development and maintenance of effective and coherent relationships between Canada and each country.

The Department is divided into a number of bureaux, as listed below alphabetically, each headed by a director-general. The bureaux in turn are separated into divisions, each under a director. There are also some divisions and work units that do not form part of bureaux. The acronyms by which each major unit is known is shown after the name.

Missions Abroad

Outside Canada, the Department operates through a network of 129 missions and 33 offices in 107 countries. Overseas representation also exists through a number of honourary consuls. Details of missions abroad can be found in the publication Canadian Representatives Abroad, issued annually.

Bilateral missions are accredited to specific countries. They include larger missions that provide a full range of services within the business line framework and smaller missions that specialize in specific services, including those of other government departments such as CIDA and Citizenship and Immigration.

Multilateral missions serve Canadian interests in specific international organizations such as the World Trade Organization (WTO), the North Atlantic Treaty Organization (NATO), the United Nations (U.N.) and the U.N. Educational, Scientific and Cultural Organization (UNESCO), the Organization for Economic Co-operation and Development (OECD), the European Union (E.U.), and the Organization of American States (OAS). Missions also provide support to other government departments, including financial management, accommodation and property management, materiel management, communications, information management, personnel management of locally engaged staff, transportation and security.

Information Holdings

Program Records

Academic Relations
Description: Administration of awards, scholarships, and fellowships offered by the Canadian government to nationals of certain countries; administration of international Canadian Studies programs, relations with foreign and Canadian academics and educational institutions, international coordination of youth exchange programs; management of international educational interests multilaterally or bilaterally in cooperation with the Council of Ministers of Education, Canada; international marketing of educational goods and services.
Topics: Policy and plans; reports and statistics; treaties and agreements; organizations and conferences; legislation and regulations; visits, exchange of persons; fairs and exhibitions; trade; universities; colleges; education associations; awards, scholarships, fellowships; assistance to Canadian firms and institutions. Program Record Number: EAC IFB 150

Agri-Food, Fish and Resource Products
Description: This class covers information relating to the production and marketing, nationally and internationally, of agricultural, fish, processed food, forest, mining and chemical products, including world market situations and the general economic development of such Canadian industries. Also included is the Bureau's involvement with various associations and organizations from the public and private sectors and other countries; trade missions, visits, trade fairs, grants, loans and contributions and programs designed to assist the industries in the development and marketing of their products.
Topics:Agricultural products; feed; fresh fruits and vegetables; pulses; seeds; tobacco; livestock; meat; dairy products; grocery products; baked goods; beverages; processed foods; fur products; international commodities; lumber; plywood; panel products; timber frame construction; log homes; pulp and paper; ferrous and non-ferrous metals; peat moss; ceramic materials; metal powders; asbestos; potash; chemical fertilizers; pesticides; pharmaceuticals; biological reagents; synthetic resins; polymers; industrial chemicals; adhesives. Program Record Number:EAC TFB 035

Agriculture and Commodity Policy
Description:Information on international aspects of agricultural trade policy and international commodity agreements.
Topics:Agricultural industry; food and agriculture; commodity trade; policy and plans; organizations and conferences; treaties and agreements; schools and training; visits. Program Record Number:EAC EFB 070

Arms Control and Disarmament
Description: Information on various issues involved in formulating advice and recommendations on policy and positions intended to control the arms race.
Topics: Policy and positions; reports and statistics; public opinion in Canada, public opinion abroad; treaties and agreements; international organizations and conferences; legislation and regulations; measures; plans and proposals; control and verification; cut-off, use and transfer of fissionable material; reduction and elimination of nuclear weapons and nuclear weapons carriers; reduction and elimination of chemical and biological warfare (CBW) weapons; reduction of conventional armaments and armed forces; military budgets; foreign bases; transition from stage to stage of disarmament; outer space; reduction of the risk of war; disengagement and denuclearized zones; comprehensive test ban and disarmament studies and research; suspension of nuclear tests - policy and positions, treaties and agreements; organizations and conferences, plans and proposals; nuclear war; legal aspects; economic and social consequences; publication of the periodic Disarmament Bulletin. Program Record Number: EAC IFB 125

Arts Promotion
Description: Information on the promotion of cultural relations between Canada and other countries and on international cultural policy issues and programs.
Topics: Policy and plans; reports and statistics; treaties and agreements; organizations and conferences; legislation and regulations; visits; fairs and exhibitions; cultural centres; cultural information; book presentations; libraries and literature; architecture; visual arts; performing arts; culture and history. Program Record Number: EAC IFB 155

Bureau of Assistance for Central and Eastern Europe
Description: Information on humanitarian assistance program; bilateral technical assistance program; Canadian Nuclear Safety Initiative, regional cooperation programs, multilateral program, Peace and Democracy program. Information on Project Review Committee; global and country budget allocations; information material for the public; evaluation reports on the program, documents to central agencies.
Topics: Policy and plans; country programs; project proposals; project tracking forms; contribution agreements; contracts; organizational charts; statistics; reports; budget; minutes; guidelines; terms and conditions; government and departmental regulations. Program Record Number: EAC RZD 026

Canadian Foreign Service Institute
Description: Information on training and professional development programs, including needs analyses, curricula, course materials, resource information and general research.
Topics: Current policy and practice in the work of entry-level and junior officers, supervisors, heads of mission, and administrative and technical staff; foreign and official language training; leadership training; management of training budgets and training facilities; distance learning; training in other foreign service institutes. Program Record Number: EAC CFS 173

Capital Projects and Secondary Industries
Description: Information on international financing activities, Canada Account financing, capital projects, countertrade and the Cost Recoverable Technical Assistance Program; federal policies and issues relating to international marketing and export trade development for transportation, machinery and consumer goods sectors; and information on the development of export marketing strategies for particular foreign country markets.
Topics: Capital projects; Program for Export Market Development (PEMD); co-operation and liaison; foreign market intelligence;federal/provincial governments; associations; Canadian Commercial Corporation; investment; Export Development Corporation; export financing; international financial institutions; OECD; Cost Recoverable Technical Assistance; visits; countertrade; equipment - environmental, secondary and service industries, agriculture, construction, resource, heating, air conditioning, refrigeration, automotive, energy, marine systems, urban and rail systems; consumer products - clothing, fur apparel, footwear, textiles, jewellery, giftware, musical instruments, cultural industries, houseware, hardware, toys and games, sporting goods, furniture, appliances, medical equipment, health care products, educational equipment. Program Record Number: EAC TFB 040

Commonwealth
Description: Information on the organizational structure and inter-governmental meetings of the Commonwealth and on Canada's participation in Commonwealth programs and activities.
Topics: Policy: development; membership; Prime Ministers' meetings; inter-governmental conferences; secretariat; Commonwealth ministerial meetings and conferences; functional co-operation and the activities of non-governmental organizations. Program Record Number:EAC IFB 120

Consular Operations
Description:Information on Canadian consular operations.
Topics:Policy and plans; reports and statistics; treaties and agreements; organizations and conferences; legislation and regulations; fee collection and control; services on behalf of other countries; services as a protecting power; registration of nationals; emergency evacuation; government benefits and services; assistance to nationals; assistance through local authorities; offenses, arrests, detentions, conscription of Canadians abroad; merchant vessels and seamen, commercial aircraft and airmen, military personnel, veterans; social security; prisoners of war and civilian internees; death and estates, reunification of families; and visa registration. Program Record Number:EAC JFB 024

Consular Policy
Description:Information on Canadian consular policy matters.
Topics: Policy and plans; reports and statistics; treaties and agreements; organizations and conferences; legislation and regulations; extension of services abroad; social security plans; immigration and citizenship matters; enquiries and complaints; consular conventions and understandings; diplomatic and official visas; coordination of consular programs for posts abroad; consular training; honourary consuls; shipping and seamen; transfer of offenders; deportation; and travel industry. Program Record Number: EAC JFB 023

Cultural Industries Promotion
Description: Support for and promotion of export trade interests of Canadian exporters of cultural goods and services. Topics: Plans; reports and statistics; treaties and agreements; PEMD- Trade Association program for cultural industries; market studies; association information; internet site; visits, fairs, missions; sector information: aboriginal cultural industries; book publishing; sound recording; multimedia; visual art; craft; museum goods and services; film, broadcasting, television; contact information. Program Record Number: EAC IFB 160

Defence Programs and Advanced Technology
Description: This class covers information concerning the policies and procedures on the industrial and trade aspects of high technology and defence programs.
Topics: Marine Products and Services; onboard electronics; aircraft; civilian and military aircraft components systems; missile systems; avionics; space-based radar; satellites; 'Build to print'; security; nuclear, biological, and chemical (NBC) defence products; cold weather clothing; vehicles; weapons and ammunition; aircraft R & O and finishing; civilian and defence applications for computer-based technologies, telecommunications/datacommunications; remote sensing; industrial process controls; electronic components; geological and geophysical instrumentation; test and laboratory equipment; electronics; Canada/U.S. Defence Production and Development Sharing Agreements; Research, Development, and Production Agreements with European countries; Defence Economic Relations; Access to U.S. Defence Procurement; Assistance to Canadian companies in defence-related exports; North American Defence Industrial Base Organization; NATO industrial Advisory Group and other infrastructure procurement; Bilateral science and technology (S&T) agreements; liaison with U.N. Agencies, OECD, IIASA, and other multilateral organizations on science; space policy collaboration and marketing; international aspects of S&T related to telecommunications, information technologies, advanced industrial materials, Arctic science and biotechnology; international activities on large science projects; administration of the 'Technology Inflow Program'. Program Record Number: EAC TFB 046

Defence Relations
Description: Information on the development and coordination of Canadian foreign and defence policies on issues such as NATO, NORAD and other North American defence issues.
Topics: Policy and plans; reports and statistics; treaties and agreements; organizations and conferences; visits; Canadian forces, foreign forces, defence authorities; visiting forces; bilateral relations - Canada; bilateral relations - other countries; armed forces - policy and procedures, coordination personnel, navy, army, air force, paramilitary forces, uniforms and insignia, decorations, colleges and courses, commemorations and war graves, welfare and entertainment, non-military activities; conventional and nuclear armaments; peacekeeping; defence research; military information; air defence systems; manoeuvres and exercises; bases, installations and related activities; military transportation; communications; military assistance; mobilization for war; outer space. Program Record Number:EAC IFB 130

Domestic Communications
Description: Information on activities and materials used to inform Canadians about Canada's foreign policy, international relations and the role of the Department of Foreign Affairs and International Trade.
Topics: International affairs awareness; issue and program support; communications plans and strategies; reports and statistics; agreements; visits; requests for information on foreign policy; distribution and special mailings; Foreign Affairs publications; publications of non-governmental organizations; Annual Report; ministerial speeches; news feature articles; videos; news radio features; ethnic, smaller regional and weekly press; media monitoring and analysis; departmental speakers; tours of the Lester B. Pearson Building; press/information kits; Anti-Drug Information Program. Program Record Number: EAC BCD 170

Economic and Trade Law
Description: Information on legal aspects of Canada's international trade agreements and related matters.
Topics: Trade agreements including WTO, GATT, FTA, and NAFTA; commodity agreements; constitutional law; dispute settlement including Chapters 18 and 19 of the FTA and their NAFTA equivalents; international organizations; investment; industrial policy; commercial arbitration; energy issues; jurisdictional issues; sanctions and boycotts; transport and communications; bankruptcy issues; foreign claims; international development; international finance. Program Record Number: EAC JFB 015

Economic Relations with Developing Countries
Description: Information on international economic development, Canada's policy on development assistance and trade policy involving developing countries.
Topics: Policy, plans and programs; reports and statistics; treaties and agreements; organizations and conferences; legislation; international coordination; project assistance; non-project assistance; technical assistance; food aid; debt; non-governmental organizations. Program Record Number: EAC EFB 090

Energy and nuclear
Description: Information on questions and negotiations concerning conventional and new forms of energy; international energy policy coordination; nuclear energy, safeguards, international nuclear energy policy coordination, and economic and commercial development.
Topics: Policy and plans; reports and statistics, co-operation and agreements; organizations and conferences; legislation and regulations; visits; electricity; petroleum and natural gas; conservation; coal; energy research and development; IAEA co-operation; technical assistance and information; research and development; safeguards; export and import; safety standards. Program Record Number: EAC EFB 100

Environment
Description: Canadian and international policy and activities in the field of the environment.
Topics: Policy and plans; reports and statistics; treaties and agreements, organizations and conferences, including the United Nations Conference on Environment and Development, and subsequent events; legislation and regulations; visits; environmental research and development; protection of nature; wildlife and aquatics; prevention of diseases; social development; pollution; pollution by industry; pollution by radiation; land spoliation; air, water and transportation pollution. Program Record Number: EAC EFB 095

Export and Import Controls
Description: Information relating to government administration of the Export and Import Permits Act and any other related acts and regulations; the Bureau's activities and involvement with individual companies in the area of export and import quotas and market restraints; the Bureau's activities in the control of imported and exported commodities; and its dealings with concerned government and non-government agencies.
Topics: Legislative acts; consultations and negotiations, country agreements, permits and certificates, violations and prosecutions; companies; general correspondence; commodities; policy, injurious imports; textiles, clothing, footwear; agricultural products; electronic products; other exported items; associations and general economic data; countries; government departments and agencies; associations, statistics and correspondence. Program Record Number: EAC EFB 110

Export Development Programs and Services
Description: Information on issues in the international marketing area. Also included is information on federal government programs of export education assistance to business and to export education activities and international business studies at Canadian universities; information on the activities of the federal government in gathering and disseminating market intelligence; information on the development of export marketing strategies for particular foreign country markets; federal government incentive and assistance programs related to export marketing; information on the activities of trading houses; information on international transportation services; information on the development of export marketing strategies.
Topics: International marketing strategy, co-operation and liaison; export marketing education; foreign market intelligence; export marketing planning and co-operation; market strategy; programs; Export Trade Month, Export Awards Program, trading houses; policies and plans in the field of transport; activities related to export development; trade development; International Trade Centres; trade information systems including WIN Exports and PEMD. Program Record Number: EAC TFB 032

External Communications
Description: Information materials on Canada sent to other countries, including information on Canadian government policies and programs.
Topics: Policy and plans; reports and statistics; conferences and seminars; visitors to Canada programs; requests for information; foreign press; Foreign Affairs publications; exhibits and displays; films, recordings, transcripts, radio and television programs; promotion and publicity; timely information to posts; and celebrations of anniversaries and international events. Program Record Number: EAC BCD 175

Federal-Provincial Relations
Description: Information on provincial involvement in international activities; provincial or federal-provincial implications for Canadian relations with foreign countries and groupings; the national unity issue as it affects Canada's foreign policy and international relations and; visits abroad by provincial representatives as well as visits of foreign representatives to the provinces.
Topics: Policy; surveys and reports; treaties and agreements; organizations and conferences; legislation; flow of information to the provinces; visits abroad of provincial personalities; foreign visitors to Canadian provinces; provincial representatives abroad; foreign representatives in Canadian provinces. Program Record Number: EAC JFB 003

Foreign Intelligence
Description: Information on foreign political and economic intelligence from other federal departments and agencies, the public media, foreign governments, international organizations and other sources that provides a basis for policy formulation on matters affecting Canada's interests.
Topics: Political affairs; policy and plans; reports and studies; agreements; organizations and conferences; legislation and regulations; visits; international associations and private organizations; release of information; foreign political parties; foreign personalities; special clearances; liaison arrangements; interviews with Canadian residents. Program Record Number: EAC IFB 135

GATT Affairs
Description: Information on the coordination and management of Canada's participation in the General Agreement on Tariffs and Trade.
Topics: Policy; charter; relations; membership; secretariat; financing; public relations; documents; sessions; council meetings; multilateral trade negotiations. Program Record Number: EAC EFB 065

Geographic Branches
Description: Information on the formulation and conduct of Canadian policy; the supervision of operations of the diplomatic and consular posts and Canada's relations with the country in which it is situated; bilateral matters involving diplomatic missions of other countries in Canada and policy advice; information on the activities of the branches and involvement with the public and private sectors in Canada's trade relations; the drawing up and negotiating of bilateral and multilateral agreements, acts, regulations, quotas and standards pertaining to Canada's foreign trade.
Topics: Policy and background; trends in global, international and national affairs; Canadian external policy and relations; foreign policy trends; internal policy trends; guidance to heads of post; reports and statistics; periodic reports; tour reports; treaties and agreements; organizations and conferences; laws; national historical outlines; nationalism; visits; neutralism and non-alignment; peace and non-aggression; intervention and non-intervention; dependent territories; colonialism and imperialism; interim control and surveillance; independence and recognition; political asylum; government, constitution, head of state, cabinet, legislature, judiciary, administration; national symbols; church-state relations; political parties, non-party groups and elections; provincial and municipal affairs; communism; internal security forces; political prisoners; subversion and espionage; demonstrations and riots; coups d'état; disputes and incidents; economic relations; development assistance; bilateral environmental and energy questions; transboundary issues such as pollution; trade relations; exchange of information for the trade sector; international trade relations; associations; clubs and societies; commodities; companies; conferences, seminars, conventions and meetings; committees; co-operation and liaison; economic and political conditions; environmental conditions; international organizations; statistics; taxation and taxes; tourism; transportation; acts, legislation and regulations, food and drug regulations; marketing and labelling acts; standards; agreements; customs and tariffs; financing and aid; Canadian banks and financial institutions; Canadian Commercial Corporation; contracts and tenders; development banks; foreign banks and financial institutions; government financing and aid; investment; international trade; assistance to exporters and importers; Canadian capabilities and competitiveness; Canadian trade; industrial co-operation; joint ventures; international economic boycotts; programs; selective identification systems for multilateral project opportunities; overseas projects; third country operations; fairs and exhibitions; missions and visitors. Program Record Number: EAC FGB 025

Industrial Trade Policy
Description: Information on trade relations and policies as they relate to domestic industrial policy.
Topics: Transportation equipment including the importation of automobiles, capital and consumer goods, pharmaceutical and health care products. Program Record Number: EAC EFB 075

International Economic Relations
Description: Information on international and domestic studies; trends and conditions; discussions on international economic policy and relations; macro-economic questions; OECD and APEC activities and Economic Summits; East-West multilateral economic issues, including the EBRD and Economic Commission for Europe.
Topics: Policy and plans; reports and statistics; treaties and agreements; organizations and conferences; legislation and regulations; visits; budgets; regional economic groupings. Program Record Number: EAC EFB 080

INTERNATIONAL ENVIRONMENTAL AFFAIRS BUREAU

International Finance
Description: Information on international finance and monetary matters, the activities of public and private agencies in the field of banking, investment and insurance.
Topics: Policy and plans; reports and statistics; treaties and agreements; organizations and conferences; legislation and regulations; visits; taxation; public debt; currency; foreign exchange and payments; capital movements; banking; gold; insurance; domestic investment; foreign investment; control of assets; companies and co-operatives; industrial property; multinational enterprises. Program Record Number: EAC EFB 085

Investment - General
Description: General information pertaining to investment development, promotion and services activities; general and specific projects committees, conferences, meetings, communications and plans relating to responsibilities carried on by the Investment Bureau.
Topics: Market Guides; Parinvest; Infoplace Data Base; success stories; Domestic and International Development Plans; Federal, Provincial, Municipal and International government programs Brokerage/Matchmaking; Alternative Canadian Buyers; Information and Training Sessions; Information Dissemination/Data Base; Contact List/Networking; Seminars, Conventions; Policies and Procedures; Canadian Edge; Canadian apparel. Program Record Number: INV DEV 180

Investment - Marketing
Description: General correspondence and information regarding communications and advertising at the foreign and domestic levels.
Topics: Communications strategies for Canada and abroad; general and sector targeted advertisements in business magazines, trade journals, periodicals and newspapers; publicity through exhibits, fairs and displays; Investment Canada and investment development program publications; speeches; contracts; external publications; international advertising campaign.
Access: Files arranged by name of publication and subject. Program Record Number: INV DEV 195

Investment Co-operation and Liaison - Federal
Description: Consultations with other federal departments and agencies on matters pertaining to investment and the development and promotion of investment.
Topics: Procedures for consultation with other federal departments; federal industrial and economic policies and initiatives; departmental responses concerning the Investment Canada Act; views on federal initiatives that may affect investment or Investment Canada activities.
Access: Files arranged by department or agency. Program Record Number: INV DEV 165

Investment Co-operation and Liaison - General
Description: Co-operation and liaison activities of an administrative nature with outside organizations, municipalities, corporations, companies, agencies and universities.
Topics: Proceedings; minutes; annual reports; financial statements and membership fees relating to associations, clubs, federations, etc.
Access: Files arranged by organization. Program Record Number: INV DEV 174

Investment Co-operation and Liaison - Provincial
Description: Consultation with the provinces and territories on matters pertaining to the development and promotion of investment.
Topics: Procedures for consultation with the provinces and territories; provincial and territorial laws and regulations affecting investment; provincial and territorial industrial and economic policies and objectives.
Access: Files arranged by province or territory. Program Record Number: INV DEV 170

Investment Promotion - Programs
Description: Information on promotional program activities throughout the world.
Topics: General; promotional plans and activities in markets in Europe, U.S.A., Pacific Rim, Latin America, Middle East, as well as other areas of the world; specific projects in geographic intelligence service; financing and alliances; promoting investment in Canada's telecommunications, microelectronics and medical devices industries; R&D tax credits and interprovincial competition for investment.
Access: Files arranged by geographic area or project. Program Record Number: INV DEV 200

Investment Promotion - Prospecting
Description: Information and correspondence pertaining to the promotion of investment in Canadian high- technology sectors.
Topics: General; associations and companies in the area of industrial materials; studies and specific projects in advanced industrial materials; biotechnology industry; environmental technology; information technology; Canadian laser based opto-electronics industry; geomatics; First Choice software, Italian plastics, Japanese subsidiaries in Canada; ocean industry; food packaging.
Access: Files arranged by association or company name, specific issue, material or project.
Program Record Number: INV DEV 202

Investment Promotion - Specific Events
Description: Correspondence relating to the general administration of events; requests for participation by the Minister and officials of Investment Canada in conferences, seminars, trade fairs and visits of foreign delegates in which investment in Canada is a topic, including speeches by the Minister and senior Investment Canada officials.
Topics: General; calendars and special events; inventory of speakers; speaking engagements; missions and incoming visits in Canada, U.S.A., Europe, Pacific Rim; Middle East, as well as other areas of the world.
Access: Files arranged by geographic area and subject. Program Record Number: INV DEV 205

Investor Services - Inquiries
Description: Correspondence, work in progress, memoranda, etc., relating to specific inquiries from Canadian, European, American, Pacific Rim and Middle Eastern companies and companies in the rest of the world.
Topics: Canadian investment opportunities; how to do business in Canada; financial incentive programs; access to capital or transfers of technology.
Access: Files arranged primarily by name of company and location or by topic. Program Record Number: INV DEV 185

Legal Advice and Treaties
Description: Information on questions of public and private international law and treaties.
Topics: Policy and plans; reports and statistics; judicial and legal services; authentication and notarial acts; diplomatic and consular privileges and immunities; consular questions; sovereign immunity; recognition of states and governments; provincial participation in international arrangements; passport matters; defence regulations; security matters; transfer of offenders; narcotics control; transborder police operations; immigration legislation and regulations; extradition; childnapping; private international law; maintenance orders; letters rogatory; depositions; service of documents; treaty negotiation, interpretation, registers, procedures and publication. Program Record Number: EAC JFB 020

Legal Operations
Description: Information on maritime legal questions, international legal activities in the environmental field and UN legal issues.
Topics: Territorial and high seas matters; fishing zones; fisheries agreements; fishing treaties; fisheries regulations; fisheries exports; international fisheries commissions; fish stocks; maritime boundaries; transboundary fish stocks; fisheries negotiations; fisheries conservation; marine scientific research; marine mammals; Law of the Sea; continental shelf; international seabed area; compensatory financing; transfer of technology; Arctic sovereignty; deep-seabed enterprise; seabed authority; nickel production; marine environmental protection and preservation; marine vessel traffic agreements; navigation safety; admiralty law; marine pollution control; bonding arrangements; oil and hydrocarbon exploration; transportation regulations; environmental law; environmental relations; offshore mining and drilling; air pollution control; weather modification; aviation organizations; outer space law; international space committees; space agreements and treaties; human rights; refugees; terrorism; hijacking; disarmament; direct broadcast satellites; nuclear- powered satellites; International Law Commission. Program Record Number: EAC JFB 010

Library Services
Description: Ensures that externally generated information relevant to the Department is accessible to its personnel and the general public; the Department's collection contains more than one million volumes and government documents.
Topics: Reference/research (manual and automated); lending service (including interlibrary loans); routing and/or distribution of periodicals, documents and newspapers; on-line research service to access literature and statistical data from databases; newspaper clipping service; acquisitions of, and cataloguing support for, library materials in Canada and overseas. Program Record Number: EAC MCB 172

Multilateral Trade Negotiations
Description: Information on multilateral trade agreements, principally the negotiation of a round of multilateral trade negotiations under the GATT.
Topics: GATT; investment issues; procurement; provincial involvement; reports and statistics; multilateral trade negotiations; conferences; issues; markets; regions; sectors. Program Record Number: EAC OMT 002

Office of Protocol
Description: Information on the accreditation and appointment of foreign and Commonwealth representatives to Canada and of Canadian representatives to other countries; diplomatic privileges and immunities; and the planning, organization and management of state and official visits to Canada.
Topics: Diplomatic representation; policy and plans; reports and statistics; treaties and agreements; organizations and conferences; legislation and regulations; status and precedence; accreditation; privileges and immunities; privileges and immunities abroad; Canadian representatives abroad - heads of post, consular officers, special envoys; foreign representatives in Canada - heads of post, political advisors, military advisors, commercial advisors, special advisors; consular officers and trade commissioners; provincial representatives abroad; diplomatic and consular lists; ceremonials; honours and awards; hospitality and security of foreign diplomatic missions in Canada.
Program Record Number: EAC XDX 005

Passport Office
Description: Information on the issuance of passports to Canadian citizens in Canada and abroad, Certificates of Identity and United Nations Refugee Convention travel documents.
Topics: Policy and plans; reports and statistics; treaties and agreements; organizations and conferences; legislation and regulations; surveys and studies; information activities; public relations; legal affairs and services; citizenship; visa and travel; fee collection and control; passport accountability, application, eligibility, issuance, validation and amendment, and categories; emergency certificates; certificates of identity; control lists; lost or stolen passports; denial of services; fraudulent activities; security precautions. Program Record Number: EAC JFB 215

Policy Staff
Description: Information on policy studies, research, analysis, and advice on a broad range of political, economic, and trade-related subjects; information on coordination of Canada's participation in the G8 Summit process.
Topics: Policy and background; political evaluations, briefings, analyses, papers, research, trade statistics, economic analysis, policy papers, foreign and trade policy reviews. Program Record Number: EAC EAC 006

Regional Security and peacekeeping

Description: information on policy advice, coordination, and activities related to peace support operations, management bilateral and multilateral peace and security consultations and defence relations (not including Europe, the USA and the Middle East).

Topics: Military, police and civilian deployment to peace support operations; Peacekeeping; Peacekeeping training; regional security forums and organizations; Rapidly deployable forces; Ship visits; Deployment of Canadian forces abroad; Liaison with foreign forces; Visiting forces; Bilateral relations with other countries on peace & security and defence issues; Disaster assistance involving DND; Canadian Force Attaches; Arms sales and regional security; Military assistance; Military and diplomatic aircraft clearance; Disarmament, demobilization and reintegration of ex-combatants; Security secure reform; UN sanctions; UN Security Counceil; UN DPKO; General security of information agreements."

Resources Policy
Description: Information on trade relations and policies as they relate to resources industries; information on export markets and marketing strategies for these industries.
Topics: Coal and petrochemicals, metals and minerals, industrial materials and forest products.
Program Record Number: EAC EFB 105

Security
Description: Information on matters concerning the physical security of documents, communications and buildings, and the safety of personnel both at posts abroad and in Ottawa; personnel security; and issues affecting national security.
Topics: Policy and coordination; reports and information; treaties and agreements; legislation and regulations; visits; arrangements; conferences and delegations; assistance to foreign missions; the Vienna Conventions; passport security; immigration security; foreign intelligence activities in Canada; vulnerability; exchange and release of information; travel by Canadian residents; threat assessments; foreign representatives in Canada; visitors; communications services; documents and information; violations; inspections; education and training; responsibility of staff; guard protection; personnel debriefing; physical, technical, equipment, security clearances. Program Record Number: EAC IFB 140

Summit and Francophone Affairs
Description: Information on the multilateral aspects of Canada's relations with French-speaking countries; formulation and implementation of Canadian policy; coordination of the Canadian contribution to their aid programs; establishment and coordination of Canadian participation in various meetings of an official or semi-official nature;intergovernmental conferences; international associations and private organizations.
Topics: Policy and plans; reports and statistics; treaties and agreements; orientation and development; admission and participation; attitudes of non-member countries; international conferences; secretariat; intergovernmental agencies and private associations; programs and activities; documentation and studies; aid and development; culture and information; science and technology; education and youth exchange. Program Record Number: EAC IFB 121

Trade Communications
Description: Information on programs and activities to promote exports and to inform the export business community about policies and programs for the development of overseas markets.
Topics: Export information; regional and provincial programs; conferences, conventions and meetings; federal programs, evaluations, associations, organizations and institutes; promotion; media relations; private companies; government departments and agencies; communications; advertising; trade fairs. Program Record Number: EAC BCD 176

Trade Development Policy and Liaison
Description: Information on policies and special issues on trade development that are generally non- recurring, as well as details of liaison activities with provincial governments, other government departments, and private sector associations. Financial records relating to the International Trade Development Branch are also included in this class.
Topics: Reports on federal/provincial consultations; briefing books for consultations, ministerial and non- ministerial federal-provincial meetings; provincial export assistance summary; Branch financial records; reports and statistics; private sector associations; trade development; evaluation of actual or potential trade development programmes and activities.
Program Record Number: EAC TFB 030

Trade Policy
Description: Information on international trade, customs tariffs, international trade conferences, trade promotion, policies and restrictions, trade agreements, export controls, strategic controls and embargoes, trade in services.
Topics: Policy and plans; reports and statistics; treaties and agreements; organizations and conferences; legislation and regulations; visits; tariff negotiations; customs; low-cost imports; surplus disposal; subsidies; anti-dumping; countervail; safeguards; quantitative restrictions; state trading; commercial relations; trade promotion; trade fairs; tourism; quarantine regulations; strategic trade controls. Program Record Number: EAC EFB 060

United Nations Affairs
Description: Information on the organization, structure, administration, relations and sessions of the United Nations; including the Security Council, the General Assembly, and other UN organizations such as the United Nations Educational, Scientific and Cultural Organization (UNESCO), the International Labour Organization (ILO), Food and Agriculture Organization (FAO), World Health Organization (WHO), International Civil Aviation Organization (ICAO), United Nations Centre for Human Settlements (HABITAT), United Nations Environment Program (UNEP), International Telecommunications Union (ITU), Universal Postal Union (UPU), and International Maritime Organization (IMO); information on Canada's participation in United Nations human rights, status of women, minorities and race relations, social and humanitarian activities.
Topics: Policy and programs - UN Charter, relations with countries, specialized agencies, inter-governmental organizations, non-governmental organizations, membership; Secretariat - finance and administration, privileges and immunities, public relations, documentation, personnel; General Assembly - rules and procedures, sessions, agenda, delegations, credentials, general committee, main committees, Canadian statements; Security Council - rules of procedure, delegations, membership, reports to General Assembly; Economic and Social Council - sessions; United Nations system, including above agencies; policy; plans; programs; international, national and non-governmental human rights organizations and conferences; reports and statistics; international coordination; promotion of human rights; status of women; minorities and race relations; drugs and crime prevention; human rights violations; treaties and agreements; multilateral human rights matters and policies.
Program Record Number: EAC IFB 115

Personal Information Banks

Access Request Data Bank
Description: This bank contains the access request forms sent by individuals requesting access to departmental records and personal information, the replies to such requests, and information related to their processing. It is used for processing access requests only, and to report on the number of requests received annually.
Class of Individuals: Canadian citizens, landed immigrants, or others authorized by Order-in-Council who have made requests under the Access to Information Act or the Privacy Act.
Purpose: The purpose of this bank is to store information related to requests made under the Access to Information Act and the Privacy Act.
Retention and Disposal Standards: Records are retained for two years after completion of the request.
TBS Registration: 000348
Bank Number: EAC PPU 035

Consular Affairs - Assistance to Canadians
Description: This bank contains information on Canadians resident in foreign countries registered with a Canadian mission, and Canadians who sought or received assistance from a Canadian mission who have been arrested or detained abroad, or if Consular Affairs advice or assistance has been sought to obtain visas, permits, etc. of foreign countries. The information is in the form of applications, registration cards, memoranda, correspondence, reports and telegrams. The information is received from the individuals themselves, Canadian and foreign agencies, and international organizations. This bank of information is stored electronically within a computerized client/server system called COSMOS. COSMOS consists of a series of Windows-based programs linked through a common centralized database located at DFAIT headquarters. COSMOS provides consular staff with a comprehensive set of tools designed exclusively to facilitate the management of consular cases (including citizenship and immigration cases), the issuance of passports and the registration of Canadians abroad. Information entered into the database from either HQ or the missions is instantly available to all staff, thereby promoting increased service delivery levels to our clients.
Class of Individuals: Canadians resident in foreign countries who have registered with the nearest Canadian mission; Canadians who have sought or received assistance from Canadian missions; Canadians who have been arrested or detained abroad.
Purpose: The information contained in this bank is used to provide consular assistance to Canadian nationals abroad. It may be used, where necessary, to contact, protect, rescue or evacuate registered Canadians and their family members.
Consistent Uses: This information may also be used for the development of consular policy and the preparation of advice to missions abroad.
Retention and Disposal Standards: Information on registration of nationals and completed individual consular cases may be retained on departmental files (electronic and paper) up to five years. Ultimately, the electronically-held data will be archived and stored indefinitely. Other information may be retained up to 15 years then transferred to the National Archives of Canada.
TBS Registration: 000343
Bank Number: EAC PPU 010

Consular Affairs - Citizenship
Description: This bank includes topics such as registration of births abroad, dual nationality, loss, retention, acquisition, or extension of citizenship, marriage, divorce, and other family-related aspects of citizenship; organizations and conferences; liaison with other government departments and agencies in Canada. Information is in the form of memoranda, reports, correspondence with the public and other government agencies, as well as application forms.
Class of Individuals: Individuals who have dealt, outside Canada, with the Canadian citizenship authorities through consular services or the Department of Foreign Affairs and International Trade, or have claimed Canadian citizenship for themselves or their dependants.
Purpose: The purpose of this bank is to retain administrative correspondence relating to the assistance rendered by consular officials to Canadians and to those claiming Canadian citizenship on their own behalf or on behalf of a dependant.
Retention and Disposal Standards: Information may be retained on departmental files up to 10 years, then transferred to the National Archives of Canada.
TBS Registration: 000342
Bank Number: EAC PPU 005

Investment - Mailing Lists
Description: Information in this bank is provided by individuals interested in receiving publications and investment information created by the former Investment Canada. This information includes individual's name, identification number, address and telephone number, language preference and, where applicable, company name and position held.
Class of Individuals: Business community, individual investors and students interested in receiving publications and investment information created by the former Investment Canada, other government departments and agencies and the private sector.
Purpose: The information in this bank is used to provide individuals with copies of publications requested which originate with the former Investment Canada.
Consistent Uses: This bank is also used for bulk mailing of publications and information created by Investment Canada.
Retention and Disposal Standards: Records are retained for six months or when superseded or converted to machine operations.
PAC Number: 86-001
Related to PR#: INV DEV 195
TBS Registration: 002768
Bank Number: INV PPU 030

Investment: Cases
Description: Information in this bank is provided by investors when inquiring about possible services to be provided. This information includes the name, address, telephone number, description of the investor's business activities, description of the project to be undertaken, province of interest, size of proposed investment and the name and telephone number of any intermediaries.
Class of Individuals: Business community and individual investors seeking to invest in Canada either by acquiring a Canadian business or by establishing a new business.
Purpose: The information in this bank is used to identify and assist investors with similar investment intentions.
Consistent Uses: This bank is also used for compiling statistics for use in the preparation of reports to the Minister and to assist in the preparation annual reports.
Retention and Disposal Standards: Records are retained for fifteen years from last action and are then destroyed.
PAC Number: 91-017
Related to PR#: INV DEV 185
TBS Registration: 002766
Bank Number: INV PPU 005

Investment: Contracts
Description: This bank contains information such as the request for service by the manager, the original contractual document and reasons for not authorizing payment if the terms of the contract have not been met. Active files were normally kept within the Financial and Administrative Services Section of Investment Canada, but further information may be contained in files of the Bureau.
Class of Individuals: Individuals from the private sector under contract for services to the Bureau.
Purpose: The purpose of this bank is to keep a record of all personal and professional service contracts entered into by the Bureau. The bank is used to administer contracting services, to make payments when required, to collect receivables, and to perform accounting and administrative functions. The information is also used to facilitate the selection of consultants and to carry out auditing and evaluation.
Retention and Disposal Standards: Records are retained for six fiscal years and are then destroyed.
PAC Number: 86-001
TBS Registration: 002556
Bank Number: INV PPU 010

Passport Office - Certificates of Identity and Refugee Travel Documents
Description: This bank contains applications for certificates of identity and refugee travel documents. Individual records include the application form and an alphabetical and numerical index to facilitate file retrieval; demographic and personal characteristics which describe the applicant, his children and custody arrangements; nationality status, and immigration status in Canada. Information contained in the bank is in the form of application forms and correspondence with other federal departments and agencies. Persons seeking access to this information bank should provide their date of birth.
Class of Individuals: Individuals who are residents of Canada but not Canadian citizens and who cannot obtain passports from their countries of origin.
Purpose: The purpose of this bank is to store completed applications for certificates of identity and refugee travel documents submitted by those residents of Canada who are not Canadian citizens and who cannot obtain passports from their countries of origin. The application forms are used to establish the identity of applicants and their entitlement to a travel document in accordance with Canadian and international conventions.
Consistent Uses: Consistent use may include disclosure to police agencies in order to determine whether a false statement has been made which could lead to a prosecution under the Criminal Code.
Retention and Disposal Standards: Hard copy records are retained for two years; microfilm records are retained indefinitely.
TBS Registration: 000346
Bank Number: EAC PPU 025

Passport Office Control Files
Description: This bank contains information on persons whose requests for passport services might be subject to denial or restriction. The information is in the form of a master control list, reports, memoranda,correspondence, telegrams and application forms. Information is supplied by individuals applying for a passport or assistance abroad, by federal, provincial and municipal agencies and security authorities, by Foreign Affairs and International Trade missions abroad and by foreign governments and international organizations. Persons seeking access to this information bank should provide their date of birth.
Class of Individuals: Individuals who are the subject of a ministerial denial; who have fraudulently acquired Canadian citizenship; who have fraudulently acquired or misused a passport, or have lost more than one passport; who have applied on behalf of, but do not have legal custody of, a child; who have submitted fees for service in some form of NSF or fraudulent cheque; or who are wanted by Canadian law enforcement agencies.
Purpose: The purpose of this bank is to assist passport and consular officials in determining whether an individual applicant is the subject of a ministerial denial; has lost or fraudulently acquired Canadian citizenship; has fraudulently acquired or misused a passport, or lost more than one passport; applied on behalf of, but does not have legal custody of, a child; has submitted fees for service in some form of NSF or fraudulent cheque; or is wanted by Canadian law enforcement agencies.
Consistent Uses: Consistent use may include disclosure to police agencies in order to determine whether a false statement has been made which could lead to a prosecution under the Criminal Code.
Retention and Disposal Standards: Records are retained in the bank up to 10 years, except for cases of special interest which are retained for an indefinite period.
TBS Registration: 000345
Bank Number: EAC PPU 020

Passport Offices - Regular and Official Travel Passports
Description: This bank contains applications for regular and official travel passports. Individual records include the application form and an alphabetical and numerical index to facilitate file retrieval. The data content of each record includes demographic information and the personal characteristics of family and children, custody provisions concerning children, and address and employment information concerning the applicant's guarantor. Most of the information is supplied by the applicant. Some is received from local, provincial or federal authorities. Persons seeking access to this information bank should provide their date of birth.
Class of Individuals: Canadian citizens and government employees who have applied for regular or official travel passports.
Purpose: The purpose of this bank is to store completed applications for regular and official travel passports submitted by Canadian citizens and government employees travelling on official business, on their own behalf and on behalf of their dependants. Information on the application forms is used to verify the identity and citizenship of an applicant, to confirm entitlement to a Canadian passport and to enable the Consular Bureau to provide assistance where necessary to travelling Canadians.
Consistent Uses: Consistent use may include disclosure to police agencies in order to determine whether a false statement has been made which could lead to a prosecution under the Criminal Code.
Retention and Disposal Standards: Hard copy records are retained in the bank for 10 years; microfilm records are retained indefinitely.
TBS Registration: 000347
Bank Number: EAC PPU 030

Personal Information Disclosed to Federal Investigative Bodies
Description: In accordance with subsection 8(4) of the Privacy Act, this bank has been established to retain copies of requests received from authorized federal investigative bodies for personal information pursuant to paragraph 8(2)(e) of the Privacy Act, for the purpose of enforcing a law of Canada or a province or carrying out a lawful investigation.
Class of Individuals: Individuals about whom requests for personal information have been received pursuant to paragraph 8(2)(e) of the Privacy Act from federal investigative bodies for the purpose of enforcing a law of Canada or a province or carrying out a lawful investigation.
Purpose: The purpose of this bank is to permit the Privacy Commissioner to review disclosures made under paragraph 8(2)(e) of the Privacy Act to federal investigative bodies for the purpose of enforcing a law of Canada or a province or carrying out a lawful investigation.
Retention and Disposal Standards: Records are retained for two years after completion of the request.
TBS Registration: 000349
Bank Number: EAC PPU 040

Spousal Employment Job Bank
Description: This bank contains information submitted by spouses (of employees of the Department of Foreign Affairs and International Trade) who are actively seeking employment in the NCR. Information is in the form of a résumé and/or a completed Spousal Employment Profile form. Information includes name, address, telephone number, citizenship, education, employment experience, and career interests.
Class of Individuals: Spouses of Foreign Affairs employees who seek employment at home.
Purpose: The purpose of the bank is to assist spouses of departmental employees in finding work in the Ottawa/Hull area. When job opportunities arise, a search is made to find suitably qualified candidates.
Consistent Uses: This bank is used to provide names, telephone numbers, and employment experience to employers, on request.
Retention and Disposal Standards: Records are retained 2 years, unless updated or deleted by the person concerned. Records are deleted in the event of divorce, separation, retirement or departure of the employee from the Department.
TBS Registration: 002506
Bank Number: EAC PPU 045

Classes of Personal Information

In the course of conducting the programs and activities of the Department of Foreign Affairs and International Trade, categories of personal information may be accumulated which are not contained in the specific information banks described in this entry. This information exists in a fragmented form throughout the subject files of the Department, which are described in the program records. This information is stored as part of the general subject files, where records are not normally retrieved by name of individual or other personal identifier. This form of information is retrievable only if specifics are provided concerning the subject matter, related departmental activity, the date on which the information was received by the Department and to whom it was addressed. The personal information contained in these subject files is retained for the same period of time as the related subject information and is disposed of according to the appropriate subject record schedules. The classes of personal information listed below describe particular program records which, because of their nature, are more likely to contain personal information.

International Security, Arms Control and CSCE Affairs Bureau
Personal information may be held by the bureau concerning individuals who have been involved in defence activities with NATO, NORAD, or other international defence or arms control organizations, or in conferences or visits. Personal information might include personal biographies, tours of defence colleges, military travel and training, and nominations of Canadians for positions in international defence organizations concerned with defence or arms control. Persons seeking access should specify the subject of the enquiry, country and/or city, contacts, incident,conference/organization, visits, dates and circumstances which may have led to the establishment of a record.

Legal Affairs Bureau
The Legal Affairs Bureau handles a number of important functions including multilateral legal issues, peace and security law, humanitarian law, economic law, trade agreements, treaties, international law, dispute settlement, individual legal cases, and implementation of environmental legislation and Access to Information and Privacy legislation. Personal information held by the Bureau may include enquiries from Canadian residents seeking advice about international and foreign legal systems or concerning authentification of documents, and claims by Canadian citizens for possible support by the Canadian government. Other personal information would relate to specific issues handled by the Bureau. Persons seeking access must specify the subject of the enquiry, as well as country and/or city, legal firm, contacts, incidents, dates and circumstances which may have led to the development of a record.

Office of Protocol
The Office of Protocol is responsible for the administration of protocol-related programs of the Department and for the development of policies and procedures which direct the administration of protocol programs. Personal information in this class would pertain to individuals who have participated in, or have been the subject of protocol-related activities within programs such as accreditation and ceremonies, privileges and immunities, government hospitality, protection of foreign representatives and foreign decorations, and awards and honours to Canadians. Persons seeking access should specify the subject of the enquiry, country and/or city, contacts, incident, visits, conference, delegation, dates and circumstances which may have led to the establishment of a record.

Manuals

• Appraisals and Promotion Systems
• Export and Import Permits Act Handbook
• Finex Manual
• Foreign Service Directives
• Handbook of Import and Export Commodity Codes
• Locally Engaged Staff
• Manager's Guide
• Manual of Consular Instructions
• Manual of Correspondence and Communications
• Manual of Financial Management
• Manual of management of goods
• Manual of Materiel Management Property Management Manual
• Manual of Post Administration
• Manual of Procedures
• Manual of Protocol
• Manual of Regulations
• Manual of Security Instructions
• Notices to Exporters
• Notices to Importers
• Passport Office Administrative Procedures Manual
• Passport Office Operating Procedures Manual
• Passport Office Policy and Examining Practices Manual
• Records Classification Guide
• Security Classification Guide
• Summary of Canada's Bilateral Restraint Arrangements - Textiles and Clothing

Additional Information

Please see the INTRODUCTION to this publication for information on access procedures under the provisions of the Access to Information Act and the Privacy Act.

Information may also be obtained from the addresses listed below:

Historical Section

Corporate Communications Division
C-2, Pearson Building
(613) 992-4349
Hours 09: 00 to 17: 00 weekdays

Information Centre

Main Floor, Pearson Building
(613) 944-4000 or
1-800-267-8376
Hours 09: 00 to 16: 30 weekdays
Fax Link Interactive Fax Service (613) 944-4500

Media Relations Office

A-2, Pearson Building
(613) 995-1874
Hours 8: 30 to 18: 00 weekdays

Reading Room

The library of this institution has been designated as a public reading room under the Access to Information Act. The address is:

Main Floor, Lester B. Pearson Building
125 Sussex Drive
Ottawa, Ontario
(613) 992-6150
Hours 10: 00 to 17: 00 weekdays