Appendix A:

Info Source Steering Committee

Terms of Reference

All Government of Canada institutions are required to provide descriptions of their organization and information holdings to Treasury Board Secretariat on an annual basis for inclusion in Info Source publications. Section 5 of the Access to Information Act and Section 10 of the Privacy Act support this requirement.

There are three sections that require annual review and update.

Directory of Federal Government Enquiry Points: This publication is intended for use by the public and by public service employees. It contains one section entitled, "Federal Government Enquiry Points", which lists contact information for federal departments and agencies.

• contains addresses and telephone numbers for federal departments and agencies subject to the Access to Information Act and/or the Privacy Act; and
• other institutions associated with the federal government are included to facilitate access.

Sources of Federal Employee Information: This publication lists personal information banks on federal employees for all government institutions subject to the Privacy Act.

• Provides information about the Government of Canada, its organization and its information holdings;
• helps individuals determine which institution to contact about requesting information formally or informally; and
• provides individuals who are not, and who have never been employees of the federal government, with relevant information to facilitate access to personal information about them held by a federal government institution subject to the Privacy Act.

Sources of Federal Government Information: This publication describes the organization and information holdings of all federal government institutions subject to the Access to Information Act and/ or the Privacy Act.

• Contains information to help current and former federal government employees to locate personal information held by the government; and
• is intended to help former and current government employees to exercise their rights under the Privacy Act.

Standard Program Records: Universally collected information that is maintained by federal institutions in support of common functions and activities (i.e. Human Resources, Material Management, Corporate Services, etc.). Standard program record descriptions have been established by Treasury Board Secretariat and are included in this publication. Institutions may declare one or more of these standard records, rather than develop institution-specific record descriptions.

Standard Personal Information Banks (PIB): Standardized descriptions of personal information that is commonly maintained by federal institutions. Standard PIBs have been established by Treasury Board Secretariat and are included in this publication. Institutions may choose to register and declare one or more of these standard Personal Information Banks rather than develop institution-specific PIBs.

In WD, the delegated authority for Access to Information and Privacy (ATIP) is the Director General, Corporate Services, who also has responsibility for Info Source. The role of ATIP Coordinator’s staff is to answer questions and help identify the records or information being requested.

Purpose

The Info Source Steering Committee has been established to review the current WD Info Source listings, and initiate improvements.

This goal of the committee is to assist the department in improving its management accountability, as required in the various reporting requirements of the Management Accountability Framework, Areas of Management #12 – Effectiveness of Information Management, which reviews and evaluates the department’s performance and Info Source reporting requirements.

Outcomes

The Steering Committee will meet periodically to review the opportunities available to WD to improve the listings in Info Source, and ensure that new Personal Information Banks (PIBs) are registered, and ensure that existing listings are reviewed and updated annually within the prescribed deadlines issued by Treasury Board Secretariat (TBS).

The committee will assist with creating awareness of the collection of personal information and the requirement for a Privacy Impact Assessment for all new programs or projects before a system is implemented, as well as the Information Management specialists are also aware of the need to create new listings when new information holdings are established and ensure the information is updated as required.

Representatives from different units within WD will been given direct responsibility for ensuring specific listings that are within the purview of their units are completed in accordance with TBS guidelines and timelines.

The Steering Committee will prepare an action plan for the Director General, Corporate Services, and assist in the implementation of approved recommendations to ensure that listings are updated, approved and translated to meet TBS reporting requirements and timelines.

Committee Members

The ATIP Coordinator has designated the Manager, Corporate Administration, as chair of this committee, with the goal of preparing a departmental action plan and addressing the recommendations, ensuring listings are maintained and updated, and TBS reporting requirements are meet.

The ATIP Officer will provide assistance in coordination, advice and preparation of the Info Source requirements.

The Director, Information Management and Technology (Chief Information Officer), will ensure sure linkages to WD’s wider Information Management Agenda and Information Architecture.

The Corporate Security and Administrative Policy Officer, who has responsibility for physical records management, will provide advice and guidance on the care and control of departmental records, will also be members of the committee.

Finally, representatives from each regional office or corporate unit will sit on this committee or a sub-committee responsible for updates in specific areas. These representatives must includes members from Central Registry, Human Resources, Communications, Programs, and others, as may be appropriate.

Accountability

The Steering Committee is accountable to the Director General, Corporate Services, as the designated authority for WD. The committee’s key responsibilities include:

• Review WD listings for Sources of Government Information and Sources of Federal Employee Information.
• Prepare a departmental action plan, including timelines and responsibilities of various business lines within the department to input and update the listing.
• Meeting on an “as needed” basis at specific milestones.

The ATIP Officer will brief the Director General, Corporation Services, as required on progress and present the action plan, as well as ensure all TBS timelines and reporting requirements are met.

The Steering Committee will continue to operate until all identified areas have been addressed, updated and implemented, and will terminate when a set process for completion and updating of these listing become an integral and ongoing commitment of the responsibility centers.

Appendix B

WD Web Site Information.