Chapter 3 - Aircraft Registration Files

3.1  FILE IDENTIFICATION

Aircraft registration files are prefixed with the numbers 5008 and are followed with the four letters of the aircraft registration mark. The issue or reservation of an aircraft mark is necessary to create an aircraft file. A print-out from CCARCS is sent to the Records Management office for a file to be created and entered into the Records Management Information System (RMIS). When aircraft are registered to, or operated by, the Government of Canada - Transport Canada, Aircraft Services, the files are prefixed with 5006 followed by the four letters of the aircraft registration mark. 5006 files tend to be based in the Ontario region.

Aircraft files are "protected". Files can be accessed by staff in Aircraft Registration and Leasing, Enforcement, Maintenance and Manufacturing and Aircraft Certification. The section of this Manual dealing with Access to Information and Privacy provides guidance on what is and is not considered "publicly available" information.

3.2  TRANSFER OF FILES

Aircraft files are normally stored in the region where the owner is based. When legal custody and control ownership of the aircraft changes to another region, the file should be transferred to that other region. Because the files are also used by the Maintenance and Manufacturing office, transfer requests must be coordinated with their office. The file location field in CCARCS is updated when the file is received in the new Region, not by the Region transferring the file. Files can also be loaned to other regions for a short period. To ensure confidentiality and accurate tracking, file transfers or loans should be coordinated through Records Management.

Transfer Out/Loan:

  1. Complete a Records Transmittal Note and Receipt form 09-0133 (11-90). Alternatively, the cover of the file can be annotated to request that the Regional Records Management Office transfer the file to the appropriate Region.

  2. Route the file to the Regional Maintenance and Manufacturing office (ultra-light aeroplane files excluded).

  3. Route the file to the Regional Records Management Office.

Transfer In:

  1. Request the file (by phone or e-mail) from the other Region. CCARCS will indicate where the file is located.

  2. When received in the Region, Records Management will enter into RMIS and route to Aircraft Registration.

  3. Ensure the file is also routed to the Regional Maintenance and Manufacturing Office (ultra-light aeroplane files excluded).

3.3  REACTIVATION OF FILES (ARCHIVED FILES)

If an aircraft that was previously registered in Canada, is reassigned the same registration mark it last had, the cancelled file should be reactivated. The history and current information for the aircraft are then contained in one active file. When an aircraft is given a different registration mark, the archived file should be transferred into the region and combined with the new file.

Cancelled files are normally located in the region where the aircraft was registered at time of removal from the register.

Files that are no longer in Transport Canada’s record system are sent to the National Archives. They provide research services through the Researcher Services Division at 395 Wellington St., Ottawa, Ontario, K1A 0N3, telephone (613) 613-995-5139 or fax (613) 995-6274. If access to their files is required, contact your local Transport Canada library to arrange the loan. The National Archives will not release files to individuals.

3.4  ACCESS TO INFORMATION AND PRIVACY ACTS

CARs 202.69

Access to, and release of, information contained on aircraft files and the Canadian Civil Aircraft Register is controlled by the Access to Information and Privacy (ATIP) Acts.

The Canadian Civil Aircraft Register contains the name and address of each registered owner along with the aircraft make, model, serial number and marks. This information is publicly available in keeping with the requirement set out in CARs 202.69.

Other information contained in the files is not necessarily publicly available information. This can include certain information on application forms, legal custody and control documents (e.g. any information which stipulates whether or not an aircraft is leased) and the telephone numbers of individuals. (Note: The telephone number of a corporation is considered to be publicly available information and may be given out if someone requests it.)

Making an Access to Information request

A formal request for information may be made through the Access to Information Act. Request forms are found in most libraries, constituency offices of Members of Parliament and Canada Employment and Immigration offices. The request should be sent to the Access to Information and Privacy Coordinator in Transport Canada, 330 Sparks Street, 26th floor, Tower C, Place de Ville, Ottawa, Ontario K1A 0N5. Their phone number is (613) 993-6161 and the facsimile is (613) 991-6594.

Disclosure of personal information, in accordance with the Privacy Act.

Individuals or corporations may make an informal written request for the release of personal information that relates directly to them. Personal information about an individual or corporation may be released to a third party only with the written consent of that individual or corporation. The Privacy Act specifies those situations when personal information may be disclosed. For further details, consult the Act and direct any questions you may have to your regional ATIP coordinator.

Responding to an Access to Information or Privacy Request

If you receive an ATIP request, you should develop a response in conjunction with your regional ATIP coordinator who is responsible for coordinating all regional requests received either directly or from the ATIP office in Headquarters.

Canadian Civil Aircraft Register Information on the World Wide Web (WWW) and on CD-ROM

Canadian Civil Aircraft Register information is easily available to the public, at no cost, by accessing the Aircraft Registration and Leasing web site. The WWW offers users the option of downloading information. A CD-ROM version of the Register (which mirrors the information available on the WWW) may be purchased from the Civil Aviation Communications Centre in Ottawa - either as an annual subscription or on a quarterly basis. For further information on the CD-ROM, contact 1-800-305-2059 or visit the web site at: http://www.tc.gc.ca/eng/civilaviation/opssvs/secretariat-763.htm.

TYPICAL QUESTIONS

How can I be sure that the information posted on the World Wide Web is publicly available?

With the introduction of the Canadian Civil Aircraft Register on the World Wide Web, questions often arise about whether or not the information posted is, in fact, publicly available. It has been determined by HQ, in discussions with the ATIP office in Ottawa, that the information posted is "publicly available".

Why aren’t telephone and fax numbers contained in CCARCS accessible on the World Wide Web?

It is a HQ policy decision that telephone numbers of individuals or corporations and fax numbers are NOT posted on the WWW - although the telephone number of a corporation may be given out if someone requests it.

What if someone objects to their home address being published on the WWW?

People sometimes object to their home address being published on the WWW. In such cases, it is recommended that you politely explain the regulated requirement (as set out in CARs 202.69) and that an address on the Register is important because it is used by Transport Canada in mailing safety notices to aircraft owners. You can offer them the option of submitting their work address instead. This would then be handled as any other change of address.

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