Standard classes of records

Document Types: Lists of attendees, locations, dates, and expenses, event protocols, hospitality policies and guidelines, financial signing authorities, and, where applicable, documents related to the mandatory on-line publication of hospitality expenses.

Record Number: PRN 933

Human Resources Planning
Description: Includes records related to the assessment of current human resources, the identification of future human resource requirements, and the development of plans to meet those requirements. Records may include information related to human resource planning and utilization, staff requisitions, pre-retirement, succession planning and knowledge transfer, vacancy and turnover rates, internal staff mobility, priority placements, workforce adjustment, demographic analysis and forecasting, labour market surveying and analysis, environmental scanning, needs analysis, skills and competencies requirements, and planning and performance monitoring activities.

Document Types: Environmental scans and gap analyses, employee surveys, labour market studies and reports, drafts and final versions of institutional multi-year human resource plans, human resources audits, discussion papers, Human Resources Planning Committee records, research studies and reports, special thematic studies, demographic data, statistical reports, and copies of relevant legislation, regulations and policies.

Record Number: PRN 949

Information Management
Description: Includes records related to the cost-effective and efficient management of information under the control of the institution throughout its life-cycle and regardless of format. Also includes the acquisition, control and disposal of library and other information products, items kept for reference purposes, and the provision of information management services to employees. May also include records related to the management, use and maintenance of an automated document, records and information management system. This type of system is used to capture and manage documents, records (including e-mail) and information created, collected or received by the institution in support of its business functions, programs and activities.

Document Types: Forms, library catalogues and acquisition materials, records and library inventories, retention schedules and disposition authorities, essential records policies, information management systems manuals, functional requirements and automated system specifications, business rules, implementation plans, maintenance procedures, migration strategies, reports on performance, training programs, manuals and curricula, records classification systems, loan and inter-library loan records, subscription renewals, library collection development policies, barcode and location lists, vital records plans, copyright policies, copyright declaration forms, institution-specific policies, guidelines and procedures related to the management of information, copies of relevant legislation and regulations, and documents related to liaison with Library and Archives Canada, the Council of Federal Libraries, and/or other relevant information management organizations.

Record Number: PRN 944

Information Technology
Description: Includes records related to the cost-effective and efficient management of computer equipment and associated software for both institutional computer networks and employees’ workstations, (including peripheral equipment such as printers, Personal Digital Assistants (PDA), Wireless Handholds, etc.), electronic systems development and maintenance, and technical assistance and support for networks, office systems and databases. May also include records related to the institution’s technology architecture, standards and infrastructure, electronic mail systems and platforms, software and hardware acquisition, the annual planning process for the development of computer systems, and the business case process for application development and system acquisitions.

Document Types: Network systems specifications, information system security policies and procedures, information technology strategic management plans, hardware and/or software research and history files, threat risk assessment reports, application specific data dictionaries, installation, configuration and relocation documentation, feasibility studies, pilot project documentation, system user manuals and/or guides, change management processes, computer activity reports, systems and programming standards, user specifications, IT training courses materials, personal computer or desktop support (Help Centre) procedures and guidelines, computer performance and maintenance reports, system logs, testing strategies, results and reports, database management documentation and institution-specific policies, guidelines and procedures related to the management and use of technology.

Record Number: PRN 932

Internal Audit and Evaluation
Description: Includes records related to the management of an institution’s internal audit and evaluation responsibilities. Audits review and assess the extent to which the management framework is directed toward ensuring the economy, efficiency and effectiveness of operations; the degree of compliance with statutes and policies; the reliability of information systems for decision-making and accountability purposes; and the level and quality of services provided to clients. Evaluation is an independent assessment of the performance of institutional policies and operations in order to provide credible, timely and relevant information for the purposes of supporting decision-making and accounting for performance. Records may include information related to evaluation requirements, accountability practices, and standards.