Standard classes of records

Record Number: PRN 901

Awards (Pride and Recognition)
Description: Includes records related to formal and informal recognition, through an awards program, of persons employed in the institution for outstanding performance of his/her duties, for leadership, for other meritorious contributions in the performance of his/her duties, and for long service. Pride refers to self-respect, to satisfaction derived from achievements, or to qualities or skills that do one credit. Recognition covers a range of formal and informal practices in the workplace that collectively express and reinforce values and the way that people work together. Records may include information related to Awards of Excellence, National Public Service Week, Outstanding Achievement Award, and Head of the Public Service Award, Leadership Network and/or institution-specific awards.

Document Types: Submissions, selection criteria, approved nominations, ceremony arrangements, Selection Committee records, photographs, sound recordings, call letters, and institution-specific policies, procedures and guidelines.

Record Number: PRN 940

Boards, Committees and Councils
Description: Includes records related to the establishment, organization, functions, activities and management of boards, committees, and councils (including Governor in Council appointments) which are exclusive to a particular institution and which have been established to provide oversight, guidance and recommendations to the institution. Records may include information related to the nomination, appointment, resignation and/or termination of members including criteria for the identification and selection of members, terms and conditions of appointment (e.g. salary, honoraria, per diem rates) roles and responsibilities, and administrative support documentation. Records may also include correspondence among members and with the institution, as well as the relevant Minister’s Office about the selection of individuals and with the Privy Council Office about Governor-in-Council appointees.

Document Types: Terms of reference, agendas, minutes of meetings, notices, proceedings, recommendations documents, briefing and discussion papers, curricula vitae, travel claims, policy documents, photographs, videos, communications materials released in all formats (including institutional web sites), speeches, audit and evaluation documentation, copies of Annual Reports, Orders-in-Council, correspondence, backgrounders, reports, etc.

Record Number: PRN 938

Business Continuity Planning
Description: Includes records related to an institution’s Business Continuity Planning which provides for the continued availability of services and associated assets that are critical to the health, safety, security or economic well-being of Canadians or the effective functioning of government in the event of a disaster or emergency. Business Continuity Planning complements emergency preparedness which is mandated by legislation, government or institutional policy (e.g. fire and building evacuation plans, civil emergency plans) and includes the development and implementation of a Business Continuity Plan. The types of incidences for which the Plan may be initiated may vary from a minor incident, such as a building-specific power outage or an equipment or system failure, to one of provincial or national proportions. The Business Continuity Plan outlines and coordinates the efforts of institutional staff and the implementation of advance arrangements and procedures to ensure that the institution can continue or restart critical business operations within a reasonable timeframe.

Document Types: Disaster/emergency recovery plans, network and/or data backup procedures, emergency and recovery resources, emergency evacuation procedures, service level agreements (including Memoranda of Understanding with other federal institutions), essential records policies, notification procedures for emergency response teams, institutional staff, Senior Executive or Minister’s staff, federal, provincial and municipal bodies, plan activation procedures, documentation pertaining to Command Control and Emergency Centre Operations, copies of Delegation/Designation of Authorities, disaster/emergency contact list, detailed business resumption, recovery and restoration procedures, and media handling procedures.

Record Number: PRN 928

Classification of Positions
Description: Includes records related to the factors, elements, and other criteria used to establish the relative value of work for an occupational group. Classification provides a means of grouping similar types of work together so that it can be ranked by levels of difficulty and differentiated from other, dissimilar work. It also provides a basis for employee compensation in the institution.

Document Types: Employee lists and inventories, position classifications and reclassifications, institution-specific classification policies, organization charts, copies of Treasury Board Secretariat and/or internal policies, directives and guidelines, identification of functions or positions, classification standards, classification performance reports, language requirements of positions, competency requirements and/or profiles, classification grievances, statistical data, audit reviews and reports, generic work descriptions and, where applicable, documents related to the mandatory on-line publication of the reclassification of occupied positions.