Standard classes of records

Record Number: PRN 919

Communications
Description: Includes records related to the management of an institution’s internal and external communications. The Communications function includes, but is not limited to, the following activities: providing communications support and advice to ministers and senior officials on (non-partisan) government matters, including the preparation of speeches, news releases, briefing notes, presentations, memoranda and correspondence; preparing and implementing communications plans and strategies (including analyses of the internal and external environments) in support of institutional policies, programs, services and initiatives; preparing, producing and disseminating information using all forms of media and graphic arts, including electronic publishing; collaborating with other Government of Canada institutions to promote common communication objectives; integrating all communication activities, including Internet applications, marketing, advertising, public opinion research and media relations to promote consistent and well co-ordinated communications with the public; providing, co-ordinating or contracting media monitoring services; communicating with the public, federal institutions, other government institutions (municipal, provincial, international) and private sector organizations and providing information services through the Internet and other electronic media; planning, co-ordinating, implementing and evaluating advertising, publishing and public awareness programs and campaigns; planning, co-ordinating and promoting the institution’s participation in public events, including fairs and exhibitions; cultivating media contacts, coordinating access to the media, authorising and issuing press releases and briefings, and organising media interviews; marketing and supplying publications by the institution in various formats including the production, distribution and evaluation of film, video, audiovisual and multimedia productions via manual or electronic production (e.g. design, layout, typesetting, desktop publishing, printing, binding, etc.); developing and administering guidelines on the consistency in written style, graphic design etc. within the institution’s documents; and designing logos, letterhead, stationery, publications etc. that incorporate the corporate image of the institution. Records may include information related to media relations, media monitoring and analysis, strategic communications advice and planning, public opinion research and analysis, institutional publications, the development, design, management and maintenance of internal and external websites, and the development and maintenance of internal and external mailing and distribution lists.

Document Types: Media analyses and media lines, communications plans, announcements, communiqués, newsletters and updates to staff, news releases, backgrounders, fact sheets, media advisories, speeches, questions and answers, scenario notes, speaking notes, briefing notes, calendar of planned events, news-clippings, biographies, protocols, PowerPoint presentations, mailing and distribution lists, public opinion research reports, style guides, institutional communications policies, guidelines, standards and procedures, notices, pamphlets, service/customer satisfaction studies, omnibus surveys, literature reviews, crisis and emergency communications plans and policies, documentation pertaining to the Depository Services Program, brochures, print and electronic publishing documentation, website content, and copies of institutional publications in all formats.

Record Number: PRN 939

Compensation and Benefits
Description: Includes records related to the programs and activities that establish and administer pay, pension, and other benefit standards and practices to ensure that employees receive fair compensation/remuneration/payment for work performed. May include records related to continuous service, garnishment, maternity and parental benefits, attendance and leave, rates of absenteeism, overtime, bilingualism bonus, pay authorities, performance pay, rates of pay, severance pay, workforce adjustment, part-time, casual and seasonal employees, pay administration, emergency salary advance, life, disability, health and dental insurance plans, Canada Pension Plan, and Public Service Superannuation and/or institution-specific pension plans.

Document Types: Benefits chart, correspondence, compensation surveys, insurance plan directives and rules, copies of internal audit reports, terms and conditions relating to insurance eligibility, premiums, contributions, and benefits, memoranda of clarification, copies of collective agreements and terms and conditions of employment, part-time work agreements, and copies of relevant legislation, regulations, Treasury Board Secretariat policies and directives (if applicable), and/or institution-specific policies, procedures and guidelines.

Record Number: PRN 941

Cooperation and Liaison
Description: Includes records related to formal and informal cooperation and liaison activities with other federal, provincial/ territorial, municipal, and international governments/agencies, organizations, and academic institutions (where applicable) to ensure the effective management of horizontal initiatives, communicate institutional activities, and promote integrated approaches to developing and delivering institutional programs and services. May also include records related to coordinating programs for international delegations and visits, facilitating information exchanges in areas of common interest, sharing knowledge, expertise, and best practices, developing joint service delivery initiatives in partnership with other provinces and territories, reinforcing strategic partnerships with established partners and creating new networks of influence to expand and intensify ties with other governments and/or organizations, and building more strategic relationships to advance institutional interests and priorities. May also include records related to outreach activities, the development of new strategic networks and partnerships, hosting and sharing information with international delegations, and attending regional, national, and international for a, roundtables, symposia and conferences.