Standard classes of records

Classes of records are descriptions of records and information created, captured and maintained by a government institution as evidence of the administration of a particular program activity and sub-activity specific to the institution.

Standard classes of records are descriptions of records maintained by most government institutions in support of common internal services. These include records relating to human resources management, materiel management, corporate communications and other administrative services. Standard classes of records are created by the Treasury Board of Canada Secretariat.

Individuals seeking access to the institution-specific classes of records of a particular government institution should consult the institution’s Information About Programs and Information Holdings chapter.

Access to Information and Privacy
Description: Includes records related to the administration of the Access to Information and/or the Privacy Act including processing requests, preparing Annual Reports to Parliament, statistical reports and updates to the Info Source publications, providing advice, guidance and training to employees, responding to complaints from requestors, conducting privacy impact assessments and responding to investigations by the Offices of the Information and/or Privacy Commissioners. Records may include information related to all requests for information under the control of the institution including correction of personal information and notification of correction of personal information, the identification, description and registration of personal information banks, informal requests, complaints, investigations and requests for judicial review, consultations with third parties and information received from or sent to other institutions, legal advice and requests for advice received from institutional officials that raise privacy and/or access to information concerns. Records may also include information related to requests leading to a change of policy or procedure and documentation pertaining to the software systems used within institutions to manage the administration of access to information and privacy requests.

Document Types: Request case files (may include written requests for information, request forms, letters of acknowledgement, fee estimates, working notes, news clippings, summaries of analyses, request response package including cover letter and copies of released documents, requests to correct personal information, and Commissioner and judicial recommendations and orders), Annual Reports to Parliament, statistical reports, copies of relevant legislation, regulations and related policy instruments, internal policies, guidelines, directives and procedures, legal opinions, copies of audits and/or investigations from the Office of the Privacy Commissioner and/or Office of the Information Commissioner, updates to the Info Source publications, delegation of authority, staff time logs, notices of transfer, fees or extension of time, file lists, indices or finding aids, reports, memoranda and correspondence files.

Record Number: PRN 930

Administrative Services
Description: Includes records related to the management of internally-provided administrative services, undertaken in the institution, which help to manage and deliver the institution’s programs and services. Records may include information related to office accommodation, construction and modification of workstations, photocopy services, printing services, parking, telephone services, mail and messenger services, translation and locksmith services.

Document Types: Telephone lists, photocopier usage counts, print job ordering forms, copies of translation services guidelines and procedures, stationery supply reports, parking permit applications and correspondence, telephone equipment catalogues and manuals, mail logbooks, mail/courier slips, shipment permits, copies of internal procedures and policies, product information and price lists, and stationery request forms.