Standard classes of records

Document Types: Accident/injury reports, safety guides, copies of ergonomic assessments, first aid needs assessments and treatment manuals, first aid reports, advisory notices, exposure to hazardous material case files, safety inspection reports, Occupational Health and Safety Committee records (agendas, minutes of meetings, records of decision, etc.), medical examination reports, occupational injury or illness investigation reports, first aid training programs, central agency and/or institution-specific policies, standards, guidelines and procedures, and copies of relevant legislation and regulations.

Record Number: PRN 922

Official Languages
Description: Includes records related to the provision of services to the public and to employees in both official languages in accordance with the Official Languages Act and its pursuant regulations. May include information related to language of work, minority official language rights, equitable participation, signage, communications with and services to the public, use of official languages on institutional web sites, and administration of the official languages program.

Document Types: Reports of the Commissioner of Official Languages, copies of central agency and/or institution-specific policies, procedures and guidelines, complaint investigation reports, reports to Senior Management and/or relevant central agencies and copies of relevant legislation and regulations.

Record Number: PRN 923

Performance Management Reviews
Description: Includes records related to the evaluation of the performance of employees based upon regularly established objectives. May include information related to training requirements, employee/employer objectives and expectations, competencies, employee misconduct, performance compensation, annual increments, probation, and discipline.

Document Types: Performance assessments, performance agreements, learning and development plan, talent management plan, investigation reports and action plan reports.

Record Number: PRN 946

Planning and Reporting
Description: Includes records related to the systematic management of planning and reporting activities such as the development and review of business, strategic, and corporate plans and other long-term organizational strategies, monitoring and review of program, service and internal results, institutional performance management and reporting, and risk management. May also include records related to the preparation, organization, coordination and delivery of Annual Reports to Parliament, Program Activity Architecture (PAA) structures, Management, Resources and Results Structure (MRRS), Report on Plans and Priorities (RPP) and the Management Accountability Framework (MAF).

Document Types: Performance indicators and metrics, risk profiles and strategies, sustainable development plans, balanced scorecards, environmental scans, contingency plans, trends analysis, and copies of Program Activity Architecture structures and MAF Results.

Record Number: PRN 947

Proactive Disclosure
Description: Includes records related to the mandatory publication on institutional web sites of specifically identified government information to promote transparency, facilitate public access, and provide relevant and timely information so that Canadians are better able to hold their federal and public sector officials accountable.

Document Types: Copies of policies and guidelines from Treasury Board Secretariat and other central agencies, reporting templates, and reports on travel and hospitality expenses, reclassification of positions, contracts over $10,000 and grants, contributions over $25,000 and relevant ministerial expenses.

Record Number: PRN 935

Procurement and Contracting
Description: Includes records related to the government procurement and contracting process to obtain goods and services in accordance with an agreement between a contracting authority within the institution and a person or firm. Records may include information about identifying the goods or services to be purchased, selecting the most effective procurement approach, contract development and approval processes and procedures, contract negotiations, debriefing unsuccessful bidders, administering awarded contracts, including amendments if required, and post-contract evaluations. May also include information related to the contractor; e.g. company profiles, résumés, work experience, previous contracts completed, and clients. These records also include information related to the proactive disclosure of relevant contracts for goods and services.

Document Types: Contract case files and related correspondence, award criteria, guidelines, regulations, approval requirements, statements of work, Requests for Proposals, contractor eligibility lists, feasibility studies, planning documents, solicitation or tender documents, monitoring reports, invoices, payment requisitions, post-completion evaluation reports, sole source contract justifications, standing offers, supply arrangements, customer and vendor liaison documentation, purchase requisitions, security clearances or checks, etc.