Standard classes of records

Record Number: PRN 912

Real Property Management
Description: Includes records related to the management of federal real property in a sustainable and financially responsible manner throughout its life-cycle. Real property is defined as any right, interest or benefit in land which includes mines, minerals and improvements on, above or below the surface of the land. Records may include information related to leases, licenses, purchases, gifts, loans, exchanges, easements, expropriation, and transfers of administration of real property. May also include information related to Heritage buildings, surplus properties, engineering services, sustainable development, disposition/disposal, communication systems, contaminated sites, hydro-electric structures, space management and planning, sewers and drainage, maintenance, alterations, damage, repairs and demolition, fire prevention and protection, building codes, signage, air conditioning, ventilation and refrigeration systems, flood control, parking, pest control, garbage disposal, lighting, plumbing and heating.

Document Types: Acquisition case files, operation, maintenance and disposal strategies, appraisal and estimates standards, legal documents, architectural drawings, leases, plans, and specifications, environmental assessments and reports, security requirements and standards, parking studies and surveys, deeds and title documents, title claims, properties and facilities management agreements, repairs project files, expansion/renovation project files, inventories, damage investigation reports, and copies of relevant legislation, regulations, and policies.

Record Number: PRN 948

Recruitment and Staffing
Description: Includes records related to the recruitment and staffing of people to fill full-time or part-time positions within the institution. Records may include information related to screening, examining, testing, interviewing, assessing, selecting, hiring, and promoting candidates for employment. May also include information related to terms and conditions of employment (including conflict of interest), deployments, assignments, and secondments, student, professional, and occupational recruitment, post-employment appeals, and area of selection, as well as information received from or shared with central agencies responsible for recruitment and staffing, other employment agencies, or both.

Note: Relevant information may be transferred to an employee’s personnel file if the individual accepts an offer of employment from the institution.

Document Types: Unsolicited résumés and curricula vitae, model interview questions and answers, competition posters and announcements, application forms, competition assessment tools and rating guides, reference check procedures, checklists, and letters, inventories of qualified candidates (including pre-qualified pools), candidate inquiries and responses, copies of letters of offer, ratings board assessments, information within automated or Web-based application tools, and second language evaluation results, etc.

Record Number: PRN 920

Relocation
Description: Includes records related to the authorized move of an employee from one place of duty to another or the authorized move of an employee from the employee’s place of residence to the employee’s first place of duty upon appointment to a position in the institution. Records may include information related to employee entitlements and obligations, employer obligations, third party service providers, interim accommodation, travel to new destination, spousal relocation, advances, legal fees, and long-term storage.

Document Types: Relocation expense claims, copies of institution-specific policies and procedures, and moving and storage company information.

Record Number: PRN 936

Security
Description: Includes records related to the application of safeguards to protect employees, preserve the confidentiality, integrity, availability and value of assets, and assure the continued delivery of services from accidental or intentional damage or from unauthorized access. Records may include information related to facilities’ design, physical safeguards, monitoring devices, access to restricted zones, storage, transportation and transmittal of information and goods, work-related violence, protected and classified information, entry and exit points, emergency services, signage, identification cards and/or access badges, personnel security screening, continuous security risk management, building and fire codes, and destruction of information and goods. May also include records related to liaison with other federal institutions that have security-related responsibilities (for example, the Canadian Security Intelligence Service, Public Safety Canada, Royal Canadian Mounted Police, Communications Security Establishment, etc.)

Document Types: Security access procedures and tools (access pass/identity cards), security incidents investigation reports, security training, copies of Threat and Risk Assessments (TRA), awareness and briefings documentation, security clearance records, incident response procedures, security program audit reports, baseline security requirements, evacuation plans, operational standards and technical documentation, business impact analyses, and copies of relevant labour, fire, building and electrical regulations and codes.