Standard classes of records

Document Types: Minutes, agendas and records of decisions of multilateral and bilateral meetings, proceedings of symposia, roundtables and conferences, copies of bilateral and liaison agreements, drafts and final case studies reports, memoranda of cooperation, records of consultation activities, and international activity reports.

Record Number: PRN 904

Disclosure to Investigative Bodies
Description: Includes records related to requests received by government institutions from investigative bodies listed in Schedule 2 of the Privacy Regulations for personal information, collected for the purpose of authorized programs and activities of the government institutions, to be disclosed pursuant to paragraph 8(2)(e) of the Privacy Act and the responses thereof. Records of requests and responses are kept by the government institution receiving the request pursuant to sections 8(4) Privacy Act and 7 Privacy Regulations.

Document Types: Requests for information, responses and related correspondence, reports, policy interpretation, legal opinions, disclosure review and response procedures, copies of internal directives, etc.

Record Number: PRN 937

Employment Equity and Diversity
Description: Includes records related to the programs and activities that ensure equitable representation and distribution in the workplace of Aboriginal people, members of visible minority groups, persons with disabilities and women. May include records related to workforce analysis, barriers identification, employment equity initiatives, monitoring activities, duty to accommodate, flexible work arrangements, self-identification, adaptive technologies, advertising campaigns and recruitment programs.

Document Types: Internal employment equity policies, copies of relevant legislation, regulations and policies, review and assessment reports, research studies and reports, repositories and/or inventories, guidelines for contractors, operational plans, statistical reports, surveys, delegation instruments, and Reports to Parliament.

Record Number: PRN 942

Executive Services
Description: Includes records related to the provision of various administrative services for the institution’s executive (e.g. minister, deputy minister, assistant deputy minister, president, chair, chief executive officer and equivalent positions). Records may include the control and tracking of correspondence, the selection and/or implementation of technological systems to support the provision of services, management of senior executive committees including secretariat support services, preparation of executive briefing notes, issues management, and the collection of information on current executive issues.

Document Types: Questions and Answers, Question Period (QP) Notes, correspondence, briefings and briefing notes, speaking engagement invitations, and Senior Executive Committee meeting minutes, agendas and records of decision.

Record Number: PRN 943

Financial Management
Description: Includes records related to the receipt, control, and expenditure of public funds within the institution including establishing, operating, and maintaining accounting systems, financial oversight, control and planning, budget submissions and budget reporting, obtaining grants, managing funds in the form of allocations from the Consolidated Revenue Fund managing revenue from trading and investments, financial risk (credit, liquidity, market, operational and legal risks) management. May include records relating to accounts payable (expenditures), accounts receivable (revenues), banking, budgeting, cash accounting, cost recoveries, goods and services tax, duties and tariffs, petty cash, grants, contributions and transfer payments, taxes, resource allocations, liability and revenue control, allotments and transfers, allowances, and accounting standards and methods. May also include documentation related to institutional automated financial management systems and, where applicable, liaison with other federal government financial agencies (for distribution of contract payments, for example).

Document Types: Invoices, vouchers, financial statements, summaries, financial management reports and statistics, cheques, accounting codes, cash receipt journals, audit and compliance reviews (internal and/or those undertaken by Agents of Parliament and other central agencies), estimates and working papers, budget forecasts, fiscal year reports, postage accounts, receipts, signing authority documentation (including Financial Delegation Authorities), packing slips, direct deposit applications, statements of account, taxation bulletins, purchase orders, insurance claims, commitment reports, fee information and schedules, encumbrance notices, grant management files, contribution case files, foreign exchange rates, acquisition cards and financial risk management policies, procedures, controls and contingency plans.

Record Number: PRN 914

Hospitality
Description: Includes records related to hospitality. Hospitality is the provision of a reception, meal or entertainment to guests of federal institutions, including social events or ceremonies in accordance with established policies and guidelines. Records may include information about the nature, scope, location, costs and type of function, including any event requiring special authority and approval by the appropriate delegated officials. The records may also include information related to the proactive disclosure of relevant hospitality expenses as required by the Treasury Board Secretariat, the Privy Council Office and/or institution-specific policies and procedures.