Info Source

Table of Contents

Introduction to Info Source

Info Source: Sources of Federal Government and Employee Information provides information about the functions, programs, activities and related information holdings of government institutions subject to the Access to Information Act and the Privacy Act. It provides individuals and employees of the government (current and former) with relevant information to access personal information about themselves held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.

The Introduction and an index of institutions subject to the Access to Information Act and the Privacy Act are available centrally.

The Access to Information Act and the Privacy Act assign overall responsibility to the President of Treasury Board (as the designated Minister) for the government-wide administration of the legislation.

Background

The Department of Transport was established in 1936 by the Department of Transport Act, which amalgamated the functions of the Department of Railways and Canals, the Department of Marine, and the Civil Aviation Branch of the Department of National Defense. The structure and activities of Transport Canada are governed by the Canada Transportation Act. Transport Canada reports to Parliament through the Minister of Transport.

In addition to the National Capital Region (NCR), there are five regional offices representing the Pacific, Prairie and Northern, Ontario, Quebec and Atlantic regions, led by Regional Directors General. Regional offices are located in Vancouver, Winnipeg, Toronto, Montreal and Moncton. These offices provide transportation policy advice and coordination; regulatory surveillance, inspection, licensing and certification; regulatory compliance and enforcement; and transportation safety promotion.

In the construction of its railways, ports, airports, the Seaway and the Trans-Canada Highway, transportation has been the key to building Canada. For the first hundred years of Confederation, the federal role was to build, maintain, subsidize and regulate the infrastructure and services needed to meet the needs of a new nation. Managing change in the transportation sector has been a recurrent theme for Transport Canada in recent decades.

In the mid-1980s, guided by its landmark document, Freedom to Move, the Department initiated major economic deregulation measures in the rail, air and trucking sectors. Transport Canada was also a champion of program review in the mid-1990s and transformed itself from an operator and regulator of key transportation infrastructure and services with over 20,000 employees to a policy, regulatory and landlord organization with less than 25 percent of its former workforce. The operation of ports, airports, the Seaway and the air navigation system was transferred to not-for-profit entities, and annual subsidies were cut by $1 billion.

Responsibilities

Transport Canada is responsible for the Government of Canada’s transportation policies and programs. Under the Canada Transportation Act, the Department has the added responsibility of monitoring the safety and security of the national transportation system. While Transport Canada is not directly responsible for all aspects or modes of transportation, it plays a leadership role in ensuring that all parts of the transportation system work together effectively.

The Department, headed by a Minister, Deputy Minister and an Associate Deputy Minister, is organized according to three Strategic Outcomes (SOs): 1) An Efficient Transportation System; 2) A Clean Transportation System; and 3) A Safe and Secure Transportation System, as well as Internal Services.

Institutional Functions, Programs and Activities

Aviation Safety

The program develops, administers and oversees the policies, regulations and standards necessary for the safe conduct of civil aviation within Canada’s borders including establishment of safety standards for the design and manufacture of aeronautical products in a manner harmonized with international standards. The Program fosters the safety of the aviation system, provides oversight of the aviation sector and enforces international conventions signed by Canada. It also provides aviation services such as aircraft maintenance and engineering as well as related training to support Transport Canada and other government department operations.

Aviation Safety Oversight

This sub-program supports compliance of the aviation industry with the regulatory framework through services, assessments and validations, inspections, audits and enforcement.

Airworthiness of Civil Aeronautical Products

Description:

Records relate to the evaluation, certification and continuing airworthiness of aircraft, equipment and other aeronautical products.

Document Types:

Correspondence, application forms, reports, policies, assessment reports, safety promotion material, airworthiness directives, aircraft manufacturer designs, meeting agendas and minutes, terms of reference, memoranda of understanding, policies and guidelines, copies of contracts, presentations, corrective action plans, procedures and certificates.

Record Number: TC ASA 004    

Civil Aviation Medicine

Description:

Records relate to medical advice and the setting of physical standards for Civil Aviation personnel, as well as to the medical fitness of aircrew and air traffic controllers, the scientific knowledge of Canadian aviation medicine, and the promotion of health and safety in the field of aviation.

Document Types:

Correspondence, application forms, reports, assessments, learning material, safety promotion material, meeting agendas and minutes, terms of reference, memoranda of understanding, policies and guidelines, copies of contracts, evaluations, proposals, presentations and procedures.

Record Number: TC ASA 003

  • Civil Aviation Medical Assessments

    Description:

    This bank describes information that is related to personal medical assessments for civil aviation license holders. Medical assessments are required to establish medical fitness for the issuance or revalidation of medical certificates that validate personal licenses. Such assessments are conducted by Civil Aviation Medical Examiners (licensed physicians) who are appointed by the Minister. Personal information may include name, contact information, aviation permit/license type, permit/license number, date of birth, place of birth, gender, citizenship, education, occupation, employer, pilot flight time, aircraft accident information, aircraft registration marks, reasons for consulting a physician since last medical examination, date of last audiogram, date of last electrocardiogram (ECG), date of last civil aviation medical examination, primary type of flying intended, language of aeronautical publications, medical information, including results of physical examination, visual, colour vision, hearing tests and laboratory results.

    Class of Individuals:

    Pilots, Air Traffic Controllers and Flight Engineers.

    Purpose:

    Personal medical information is used to establish that the individual meets the requirements for the medical certification of licensed aviation personnel, as specified in the Canadian Aviation Regulations. Personal information is collected under the authority of the Aeronautics Act, pursuant to sections 404 and 424 of the Canadian Aviation Regulations. This bank was amended in 2011 and was formerly called Civil Aviation Medical Information System (CAMIS).

    Consistent Uses:

    Civil Aviation Medicine transmits a medical assessment regarding whether an individual is "fit" (with specific limitations) or "not fit" via a link to Aviation Licensing’s Distributed Air Pilots Licensing System (DAPLS). Aviation Licensing may issue the medical certificate, which is part of the licensing documentation. Information may be disclosed to the Transportation Appeal Tribunal of Canada as part of its review of licensing decisions. Information may also be used or disclosed for audit, evaluation, and reporting to senior management.

    Retention and Disposal Standards:

    Information is retained until the individual reaches 100 years of age or 15 years after the department is notified that the person is deceased. After the retention period expires, the information will be destroyed.

    RDA Number: 99/021

    Related Record Number: TC ASA 003

    TBS Registration: 001046

    Bank Number: TC PPU 020

  • Civil Aviation Medical Examiners (CAME)

    Description:

    This bank describes information about Civil Aviation Medical Examiners (licensed physicians) who are appointed by the Minister of Transport to conduct medical examinations of pilots, air traffic controllers and flight engineers. Personal information may include name, contact information, language of service capabilities, language of correspondence, professional qualifications, military service and information about appointment status. In addition, a unique identifier number is assigned to each physician, which is also used as an official stamp for the purposes of validating medical aviation medical certificates issued by Transport Canada.

    Class of Individuals:

    Appointed Civil Aviation Medical Examiners (Physicians)

    Purpose:

    Personal information is collected under the authority of the Aeronautics Act, pursuant to sections 404.16 of the Canadian Aviation Regulations and is used to appoint physicians as designated Civil Aviation Medical Examiners.

    Consistent Uses:

    Information is used to contact medical examiners regarding aeronautical publications and to advise them about mandatory training sessions. Information may also be used or disclosed for evaluation and reporting to senior management. Name and business contact information of examiners are posted on Transport Canada’s website so that clients may contact them to arrange an examination.

    Retention and Disposal Standards:

    Records will be retained for 10 years after last administrative use and will then be destroyed.

    RDA Number: 96/026

    Related Record Number: TC ASA 003

    TBS Registration: 20110265

    Bank Number: TC PPU 031

Civil Aviation Operations

Description:

Records relate to oversight of civil aviation operation, including service to the aviation industry and surveillance to the aviation system. Records include information about inspections, aviation occurrences, aircraft registration and leasing, assessments, audits and enforcement of all Canadian airports, aerodromes, air navigation service providers, air operators, aircraft licensed pilots, approved maintenance engineers and organizations, aircraft traffic controllers, flight clubs, flight schools and foreign air operators operating in Canada. Records may also include information relating to the appeal of regulatory decisions made on behalf of the Minister (for example, suspensions). Records also relate to emergency plans and procedures. Information may also include completed application forms for the registration and leasing of aircraft; legal documents which show eligibility of an applicant to be the registered owner of a Canadian aircraft (copies of Permanent Resident Card; articles of incorporation, etc.); legal documents which show legal custody and control (i.e. bills of sale, lease agreements, last will and testaments, divorce decrees); Certificates of Registration, Leasing Authorizations and Advisories; and correspondence between Transport Canada and the owner in regard to matters concerning the registration of aircraft.

Document Types:

Correspondence, application forms, reports, inspections, assessments, audit and enforcement reports, safety promotion material, procedures, meeting agendas and minutes, terms of reference, memoranda of understanding, policies and guidelines, copies of contracts, presentations, corrective action plans, inspectors’ notes, incident reports, emergency plans and procedures, notices of suspension and certificates.

Record Number: TC ASA 005

  • Aircraft Maintenance Engineer Licensing

    Description:

    This bank describes information that is related to Aircraft Maintenance Engineer (AME) licensing. Personal information may include name, contact information, gender, date of birth, language of preference, address, telephone number, citizenship, financial information, Canadian license number, ratings held, exam approval dates, training (i.e. school, course and dates) log book information or equivalent, or maintenance task information, exam marks, date of renewal/reissue of license, license validity period, Personnel Record Resumé, Unit Employment Record Information (for current and former military personnel) and photos.

    Class of Individuals:

    Employees of Transport Canada, current and former holders of an AME license; applicants for an AME license, license renewal, or endorsement.

    Purpose:

    Personal information is used to administer the AME licensing program which includes the issuing, re-issuing endorsement, renewal or suspension of AME licenses. An AME is a person licensed to ensure that aircraft are airworthy in accordance with local and international aviation standards. Personal information is collected under the authority of the Aeronautics Act, pursuant to the Canadian Aviation Regulations (CARs) Part IV – Subpart 3, Division 1,403 – Aircraft Maintenance Engineer Licenses; and Part V – Airworthiness Manual Chapter 566 – Aircraft Maintenance Engineer (AME) Licensing and Training.

    Note: This bank was revised in 2011 and was formerly called Aircraft Maintenance Engineer System (AMES).

    Consistent Uses:

    Personal information such as name and mailing address may be used by other branches within Transport Canada for the distribution of safety-related information to current license holders. Information may be disclosed to Canadian and foreign aviation authorities to determine the validity of an AME license (i.e. whether a license is valid, expired or suspended). Information may be used by Transport Canada enforcement officers for regulatory purposes. Information may be used for evaluation and reporting to senior management.

    Retention and Disposal Standards:

    The information will be retained until an individual reaches 100 years of age or for two years from the last administrative action after which the department is notified that the person is deceased. After the retention period expires, the information will be destroyed.

    RDA Number: 98/010

    Related Program Number: TC ASA 005, TC ASA 010

    TBS Registration: 005184

    Bank Number: TC PPU 011

  • Aircraft Registration and Leasing

    Description:

    This bank describes information that is related to the registration and leasing of Canadian registered aircraft to eligible individuals or entities that have custody and control of the aircraft. Personal information may include names, citizenship, addresses, telephone numbers, fax numbers, and e-mail address of current and previously registered owners, lessors and lessees of aircraft registered in Canada.

    Class of Individuals:

    Current and previously registered owners, lessors and lessees of Canadian registered aircraft.

    Note: This bank was revised in 2016. The personal information is stored in the Canadian Civil Aircraft Register which includes the name and address of each registered owner.  Personal Information is also used by the Canadian Civil Aircraft Register Computer System-Evolution (CCARCS-E), a live database that supports several mailings from various divisions of Transport Canada.

    Purpose:

    Personal information is used for the registration and leasing of Canadian registered aircraft to eligible individuals or entities that have custody and control of the aircraft. Personal information is collected under the authority of the Aeronautics Act, pursuant to subsections 202.02, 202.16, 202.35, 202.51, 202.52, 202.57 and 203.03 of the Canadian Aviation Regulations (CARs).

    Consistent Uses:

    By regulation, selected personal information is published on the internet to fulfill Transport Canada’s International Civil Aviation Organization obligation (ICAO). The information is published under the authority of the Canadian Aviation Regulations (CARS) Part II Aircraft ldentification and Registration and Operation of a Leased Aircraft by a Non-registered Owner, Sub-Part 2-mcraft Marking and Registration, Division IX – Canadian Civil Aircraft Register 202.69 Publication of Register. The names and addresses may also be used by Transport Canada and aircraft and component manufacturers for mailings or the dissemination of safety information. Airworthiness Directives (AD), Annual Airworthiness Information Reports (AAIR), Service Bulletins (SB), and other types of information that pertain to aircraft owners, their aircraft and the safety of flight in Canada are distributed using CCARCS-E. Names and addresses may also be disclosed to the general public, police and security services, customs and search and rescue authorities as well as foreign authorities involved in aviation safety. Information in the Canadian Civil Aircraft Register, such as the names and addresses of registered aircraft owners, is accessible by the general public. Personal information is used by and linked to other Civil Aviation databases such as the National Aeronautical Product Approval System (NAPA), the Continuing Airworthiness Web Information System (CAWIS), the National Aviation Company Information System (NACIS), the Enforcement Management System (EMS), and the Civil Aviation Daily Occurrence Reporting System (CADORS), in order to populate, within each respective database, information relating to the registration and licensing of aircraft.

    Retention and Disposal Standards:

    Information is retained for ten years after an aircraft is removed from the register and is then transferred to Library and Archives Canada.

    RDA Number: 98/010

    Related Program Number: TC ASA 005

    TBS Registration: 001044

    Bank Number: TC PPU 010

  • Aviation Enforcement

    Description:

    These files contain case histories of all individuals in enforcement actions.

    Class of Individuals:

    Persons identified in enforcement actions, whether or not they are holders of Canadian aviation documents, and foreign nationals, whether they are license holders or not.

    Purpose:

    This information is used in the development of enforcement policies and procedures, functional supervision and auditing of enforcement activities by regional offices, and communication with other federal departments, including the department of Justice and the Royal Canadian Mounted Police, concerning enforcement of Part I of the Aeronautics Act and its regulations and various related administrative functions and for statistical purposes.

    Consistent Uses:

    To monitor, assess and enforce regulations to protect public safety.

    Retention and Disposal Standards:

    Five years or less where regulated by law or policy.

    RDA Number: 80/029 and 98/010

    Related Record Number: TC ASA 005

    TBS Registration: 001045

    Bank Number: TC PPU 015

  • Aviation Occurrence Information Sources

    Description:

    Information on operational occurrences within the National Civil Air Transportation System. These banks contain the following information (when possible): occurrence type, date, location, event information, a narrative of the occurrence, aircraft make and model, aircraft operator and/or owner, number of fatalities, aerodrome information, Transportation Safety Board number and class of investigation, flight number, aircraft category, year aircraft was built, gear type, damage to aircraft, operator type, and aircraft registration.

    Class of Individuals:

    The aviation industry and other individuals of the general public.

    Purpose:

    This information is used to provide senior management with timely information concerning operational occurrences within the National Civil Air Transportation System (NCATS). It is intended to supplement, not replace, normal operational and functional reporting systems and investigation procedures: a) Information from the Civil Aviation Daily Occurrence Reporting System (CADORS) is used in the early identification of potential hazards and system deficiencies, and to assist in the assessment of associated risks. Information contained in these reports is of a preliminary nature. This information may be used or lead to enforcement action under the Aeronautics Act; b) Aviation Incident Reports (AIRs) are used to notify senior management of occurrences in a timely manner. Information contained in these reports is of a preliminary nature; c) Aviation Occurrences Reports (AORs) are produced by NAV Canada to fulfill their reporting requirements to Transport Canada and are used as a source of raw data to be entered into CADORS or to issue AIRs. Information contained in these reports is of a preliminary nature; d) Web-based reports provide an additional source of occurrence information from airports and the public, and are used for the identification of hazards and safety deficiencies. This is a voluntary system and information contained in these reports is of a preliminary nature.

    Consistent Uses:

    CADORS is used extensively within Transport Canada, the Transportation Safety Board, NAV Canada, Department of National Defence (DND) and Royal Canadian Mounted Police (RCMP) for the identification of hazards and safety deficiencies. AIRs are used to provide initial information on aviation occurrences to TC senior management and other concerned departments (DND, Solicitor General (SOLGEN)) or aviation authorities and foreign governments.

    Retention and Disposal Standards:

    Twenty years after concluded and then transfer to Library and Archives Canada.

    Related Record Number: TC ASA 005

    TBS Registration: 005336

    Bank Number: TC PPU 014

  • Civil Aviation Personnel Licensing

    Description:

    This bank describes information that is related to the issuance, validation, monitoring, and control of all Canadian Aviation Documents (i.e. licenses and permits) to persons who pilot or control aircraft. The personal information may include name, contact information, citizenship status, date of birth, other identification numbers, physical attributes, place of birth, signature and gender, photograph, certifications, category and class rating, special medical conditions, status and validity of licenses and medical certificates held, type(s) of permit(s) and license(s) held and aviation document booklet numbers.

    Class of Individuals:

    Aircraft flight crew members, air traffic controllers, and those applying for such licenses and permits.

    Purpose:

    The personal information is used to administer the Canadian civil aviation flight crew and air traffic controller licensing program or activity and determine eligibility for the flight crew and air traffic controller permits and licenses. Personal information is collected pursuant to section 4.9 of the Aeronautics Act and Part IV of the Canadian Aviation Regulations - Personnel Licensing and Training - Subpart 1 - Flight Crew Permits, Licenses and Ratings.

    Consistent Uses:

    The information may be used or disclosed for enforcement and safety. Names, addresses and license numbers may be shared with Accounts Receivable – TC PSU 932 to ensure that aviation document holders are charged for the processing of medical certificates and other related costs. Name, address and license status may be shared with other Civil Aviation Authorities as part of Transport Canada’s international commitments under ICAO. Information is used or disclosed for mailing list purposes. Information is included with regular program mailings.

    Retention and Disposal Standards:

    Records will be retained for 15 years after the department is notified that the person is deceased and will then be destroyed.

    RDA Number: 98/010

    Related Record Number: TC ASA 005

    TBS Registration: 001043

    Bank Number: TC PPU 005

    Note: In addition to the requirements specified on the Treasury Board of Canada Secretariat Personal Information Request form, individuals requesting information described by this bank must provide the legal authority for those acting on behalf of an account holder or estate and work-related need to maintain or access the data; legislative authority (such as enforcement or other investigations). Information on an individual’s type of license, ratings and validity date is released to the general public in response to a specific request.

Safety Management Services

Description:

Records relate to the analysis and reporting (statistical and technical) and risk assessment of aircraft incidents, occurrences and accidents, and concerns or issues raised by Aircraft Services employees, as well as records relating to recommendations based on the findings of their analyses, and to training records of personnel with Safety Management System training.

Document Types:

Correspondence, reports, meeting agendas and minutes, terms of reference, presentations, memoranda and manuals.

Record Number: TC ASA 011

Aviation Safety Regulatory Framework

The sub-program provides a balance of tools such as policies, guidelines, regulations, standards, as well as education and awareness activities, to promote a safe and harmonized aviation safety framework for Canadians, air travelers in Canada, and Canada’s aviation industry.

Aviation Safety Policies, Regulations and Standards

Description:

Records relate to the development, amendment and implementation of Canadian regulations, standards and policies on aviation safety, as well as to public consultation processes, such as the Canadian Aviation Regulation Advisory Council and the Canadian Aviation Executives’ Safety Network, which are joint undertakings of government and the aviation community. Also includes records relating to the application of risk management in a regulatory framework and the evaluation of the effect of regulations, as well as to international relations in the area of aviation safety with foreign authorities and ICAO.

Document Types:

Correspondence, regulations, briefing and discussion papers, reports, assessments, meeting agendas and minutes, terms of reference, bilateral aviation safety agreements, technical agreements, memoranda of understanding, Treasury Board submissions, cabinet documents, policies and guidelines, copies of contracts, evaluations, proposals, presentations and procedures.

Record Number: TC ASA 002

Aircraft Services

The sub-program provides aircraft, aircraft operations, aircraft maintenance and engineering, as well as related training services, to Transport Canada and other federal government departments and agencies.

Aircraft Engineering

Description:

Records relate to the modification, upgrade and certification of Transport Canada’s aircraft.

Document Types:

Correspondence, reports, meeting agendas and minutes, terms of reference, presentations, service bulletins, engineering reports, drafting designs, certificates, memoranda, manuals, contracts, letters of agreement and memoranda of understanding.

Record Number: TC ASA 006

Aircraft Flight Operations

Description:

Records relate to the management of Transport Canada’s aircraft flight history. Also includes records relating to flight hour log sheets, dispatch, fuel costs and consumption, flight incidents, occurrences and accidents and suggested modification recommendations on aircraft. Records also include information related to pilots’ medical and training history and flying hours.

Document Types:

Correspondence, reports, meeting agendas and minutes, terms of reference, presentations, training material, memoranda, manuals, contracts, certificates, letters of agreement, memoranda of understanding, Standard Operating Procedures (SOPs), flight reports, flight plans, checklists, Operations Manuals, Operations Bulletins and Pilot Information Files (PIFs).

Record Number: TC ASA 008

Aircraft Maintenance

Description:

Records relate to the maintenance of Transport Canada’s aircraft, including aircraft maintenance modifications and certification, flight hours of the aircraft and inventory of aircraft parts. Also includes records about asset valuation (the monetary value of Transport Canada’s aircraft, aircraft rotable parts, aircraft hangars and other related assets), aircraft maintenance costs, life cycle management, and the Aircraft Maintenance Organization Certificate.

Document Types:

Correspondence, Standard Operating Procedures (SOPs), Airworthiness

Directives, engineering orders, Canadian aviation regulations (CARs), logbooks, history forms, release tags, condition and corrections, Aircraft Services Service Bulletins (ASSBs), reports, meeting agendas and minutes, terms of reference, presentations, service bulletins, memoranda, manuals, contracts, certificates, letters of agreement and memoranda of understanding.

Record Number: TC ASA 009

Aircraft Pilot and Maintenance Engineer Training

Description:

Records relate to the development, implementation and delivery of flight training for Transport Canada’s pilots and aircraft maintenance engineers.

Document Types:

Correspondence, reports, meeting agendas and minutes, terms of reference, certificates, presentations, training material, memoranda, simulator descriptions and literature, manuals, contracts, memoranda of understanding and pilot training records.

Record Number: TC ASA 010

  • Aircraft Maintenance Engineer Licensing

    Description:

    This bank describes information that is related to Aircraft Maintenance Engineer (AME) licensing. Personal information may include name, contact information, gender, date of birth, language of preference, address, telephone number, citizenship, financial information, Canadian license number, ratings held, exam approval dates, training (i.e. school, course and dates) log book information or equivalent, or maintenance task information, exam marks, date of renewal/reissue of license, license validity period, Personnel Record Resumé, Unit Employment Record Information (for current and former military personnel) and photos.

    Class of Individuals:

    Employees of Transport Canada, current and former holders of an AME license; applicants for an AME license, license renewal, or endorsement.

    Purpose:

    Personal information is used to administer the AME licensing program which includes the issuing, re-issuing endorsement, renewal or suspension of AME licenses. An AME is a person licensed to ensure that aircraft are airworthy in accordance with local and international aviation standards. Personal information is collected under the authority of the Aeronautics Act, pursuant to the Canadian Aviation Regulations (CARs) Part IV – Subpart 3, Division 1,403 – Aircraft Maintenance Engineer Licenses; and Part V – Airworthiness Manual Chapter 566 – Aircraft Maintenance Engineer (AME) Licensing and Training.

    Note: This bank was revised in 2011 and was formerly called Aircraft Maintenance Engineer System (AMES).

    Consistent Uses:

    Personal information such as name and mailing address may be used by other branches within Transport Canada for the distribution of safety-related information to current license holders. Information may be disclosed to Canadian and foreign aviation authorities to determine the validity of an AME license (i.e. whether a license is valid, expired or suspended). Information may be used by Transport Canada enforcement officers for regulatory purposes. Information may be used for evaluation and reporting to senior management.

    Retention and Disposal Standards: 

    The information will be retained until an individual reaches 100 years of age or for two years from the last administrative action after which the department is notified that the person is deceased. After the retention period expires, the information will be destroyed.

    RDA Number: 98/010

    Related Program Number: TC ASA 005, TC ASA 010

    TBS Registration: 005184

    Bank Number: TC PPU 011

Aviation Security

The program develops, administers and oversees policies, programs, regulations and standards to support the secure conduct of aviation activities in a manner harmonized with the international aviation community. It fosters security within the aviation transportation system and provides security oversight of the aviation industry while ensuring Canada’s compliance with international standards.

Aviation Security Oversight

This sub-program supports the aviation industry’s compliance with the regulatory framework through services, assessments and validations, inspections, audits and enforcement. It also contributes to aviation security through incident management procedures, plans and tools.

Aviation Security Operations

Description:

Records relate to the development and implementation of operations control, equipment, the Security and Emergency Preparedness Information Reporting System (SEPIRS), airport security inspections, audits, enforcement, and risk evaluations related to the Aeronautics Act in order to ensure the security of Canada’s airports and passengers. Also includes records about the accreditation of inspectors and the Passenger Protect Program.

Document Types:

Correspondence, briefing and discussion papers, reports, meeting agendas and minutes, terms of reference, presentations, legal opinions, memoranda, certificates, notices and orders, manuals, audits, risk evaluations, policies and guidelines.

Record Number: TC ASE 007

  • Office of Reconsideration (OoR) – Passenger Protect Program (PPP)

    Description:

    Since February 1, 2011, Transport Canada’s Office of Reconsideration no longer reviews decisions related to the Passenger Protect Program. Those individuals who have been denied boarding under the Passenger Protect Program and who have received an Emergency Direction must apply for Reconsideration at the Public Safety’s Office of Reconsideration, as it is Public Safety who is now in charge of the reconsideration aspect. The Public Safety PIB is currently under development.

    Class of Individuals:

    Purpose:

    Consistent Uses:

    Retention and Disposal Standards:

    The only file held by the Office of Reconsideration (OoR) is currently the subject of litigation. Once the case is settled, the OoR Director will likely transfer the file to Public Safety and inform all concerned parties as appropriate.

    Related Record Number: TC ASE 007

    TBS Registration: 20091033

    Bank Number: TC PPU 027

  • Passenger Protect Program (PPP) – Specified Persons List

    Description:

    This bank describes information relating to the Passenger Protect Program (PPP) held by Transport Canada for the purposes of PPP Operations and in particular, the Specified Persons List (SPL) and the SPL Support Database. The SPL is produced by Public Safety and consists only of the name(s), including alias(es), birthdate, and gender of the individual. The SPL Support Database is compiled by Public Safety (PS) and contains documents such as personal histories, briefs, intelligence reports, threat and risk assessments, briefing notes and other correspondence obtained from PS, the Canadian Security Intelligence Service (CSIS) or the Royal Canadian Mounted Police (RCMP). These documents may also include information received from other law enforcement agencies and Citizenship and Immigration Canada (CIC). Information collected from air carriers may be added to the SPL Support Database by Transport Canada. Personal information in the SPL Support Database may include name, contact information (including last known address), alias, gender, birthdates, biographical information, citizenship status, passport/visa/residency document number, any other known government-issued identification number or document, any known financial information, descriptions of individuals (including photographs), descriptions of known or suspected acts or activities performed by an individual, any known fraudulent documentation presented or used by an individual, any known affiliations with terrorist or criminal organizations, any known criminal record and travel details, such as name of the travel agency and agent, flight ticket information and itinerary details. The schedule in the Aeronautics Act provides details of the specific information that may be collected from air carriers or operators of a reservation system.

    Class of Individuals:

    Individuals who may pose a threat to aviation security, as deemed by Public Safety; individuals who have been issued an emergency direction by Transport Canada.

    Purpose:

    Personal information is collected from air carriers or operators of reservation systems pursuant to section 4.81 of the Aeronautics Act for the purposes of transportation security and is used in conjunction with the SPL Support Database by Transport Canada to evaluate the threat individuals on the SPL may pose who attempts to board a flight at designated Canadian and/or foreign airports for flights to, from and domestically within Canada. The SPL Support Database also facilitates TC’s decision-making under section 4.76 of the Aeronautics Act or to respond in the event that a specified person gets on board a flight. Personal information from the SPL is used by air carriers during pre-board screening to identify specified persons and notify Transport Canada of a match pursuant to the requirements of the Identity Screening Regulations of the Aeronautics Act.

    Consistent Uses:

    Disclosure of information by any person regarding a person specified to an air carrier is prohibited pursuant to section 11 of the Identity Screening Regulations. Authorized disclosure provisions for designated individuals regarding information about a specified person and the purposes for which it may be disclosed may be found in sections 4.81 and 4.82 of the Aeronautics Act. TC will disclose the SPL (not the SPL Support Database) to air carriers so that they can verify whether individuals who check in for a flight are on the list. Air carriers will ask individuals for one piece of government-issued photo identification (ID) or two government issued IDs without a photo. In instances where there is a possible match of a name on the SPL with an individual attempting to board an aircraft, air carriers will notify TC in accordance with the Identity Screening Regulations. Subject to subsection 4.81 (1) and as per the schedule in the Aeronautics Act, if there is a possible match, TC will ask the air carrier for additional personal information (e.g. passport information, driver’s license and travel details) from the air carrier or operator of a reservation system about the individual to validate or disprove the match. If TC is of the opinion that an individual may pose an immediate threat to aviation security, an emergency direction, which includes the name of the individual and flight information, will be issued, which will order specific actions to be taken to mitigate the threat. In the case of a positive match, information may be disclosed to PS, CIC, the CBSA, the Canadian Air Transport Security Authority or to designated persons of CSIS (refer to Personal Information Bank no. SIS PPU 070, Passenger Protect Program) or the RCMP (refer to Personal Information Bank no CMP PPU 011, Passenger Protect Program) pursuant to subsection 4.81 (3) of the Aeronautics Act for transport security purposes. TC will notify RCMP officials that an emergency direction has been made with respect to an individual for the purpose of transportation security in accordance with subsection 4.81 (3) (d) of the Aeronautics Act. The RCMP or local police may assist air carriers in cases where police presence is required at an aerodrome. In the event that a specified individual is found to be on board an aircraft, information may be disclosed to the RCMP, CATSA, CBSA or CSIS so that action may be taken to mitigate any threat posed by that individual. Information may be disclosed to PS Office of Reconsideration (OoR) if individuals wish to make an application for a review of the decision regarding their name being placed on the SPL. For additional information, refer to the PIB entitled Office of Reconsideration – Passenger Protect Program (TC PPU 021). Information may be used or disclosed for audit, evaluation, research or statistical purposes.

    Retention and Disposal Standards:

    Information is retained for five years after a name is removed from the SPL and is then transferred to Library and Archives Canada. Unless boarding was denied, the information provided by air carriers to Transport Canada must be destroyed within seven days of receipt as per Article 4.81(6) of the Aeronautics Act. Upon receipt of an updated SPL from TC, air carriers must immediately destroy the previous list.

    RDA Number: 96/019

    Related Record Number: TC ASE 007

    TBS Registration: 20091008

    Bank Number: TC PPU 001

    Note: Every 30 days or less, PSC provides to TC the SPL; information for the SPL Support Database in the form of case briefs of individuals added to the SPL; and, updates to existing case briefs. TC then provides the SPL to air carriers and operators of reservation systems for their use during pre-board security screening.

Aviation Security Policy

Description:

Records relate to the development, implementation, review and enhancement of policies to enhance aviation security in Canada, as part of a global environment. Also includes information about the Department’s liaison with internal and external stakeholders and other government departments and agencies on the subject.

Document Types:

Correspondence, briefing and discussion papers, memoranda, reports, meeting agendas and minutes, terms of reference, presentations, legal opinions, assessments, Treasury Board submissions, program policies and guidelines.

Record Number: TC ASE 014

  • Transportation Security Clearance Program

    Description:

    This bank describes information about individuals who apply for a security clearance at airports and marine facilities. A security clearance is required for individuals who are required to have access to restricted areas of aerodromes, those who perform certain designated duties at specified marine facilities, as well as those who are identified in section 503 of the Marine Transportation Security Regulations. Personal information may include name (including surname at birth and all other names used), contact information, employment status (including current and former employers), physical attributes (including sex, height, weight, hair and eye colour), birth certificate information, port of entry, date of entry, citizenship information, passport information, education information, resident history, employment history, travel history, marital status, names of current and former spouse(s)/common-law partner(s) (including their sex, date of birth, place of birth, address and date of death if applicable) and a unique Document Control Number (DCN). Information may also include documents such as personal histories, briefs, intelligence reports, threat and risk assessments, briefing notes and other correspondence obtained from the Canadian Security Intelligence Service (CSIS) and the Royal Canadian Mounted Police (RCMP). These documents may include information received from other law enforcement agencies and Citizenship and Immigration Canada (CIC). Applicants may undergo a Live Scan enrolment process, which includes the scanning of the application form, the inputting of biographical data, and the electronic capture of fingerprints and facial image. The LiveScan information is transmitted through the RCMP’s National Police Services Network to Transport Canada’s Automated Fingerprint Identification System (TCAFIS). TCAFIS is an integrated computer system that uses digital imaging technology to obtain, store and analyze fingerprint data and personal information for the purpose of conducting background checks of applicants. Enrolment sites without Live Scan equipment require that applicants undergo a manual enrolment process, which includes the capture of fingerprints and facial image. Prior to December 2006, application forms also requested information about parents and in-laws, as well as credit check information.

    Class of Individuals:

    Individuals who apply for a security clearance at airports and marine facilities. The application form also requests information about the application’s current and former spouse(s)/common-law partner(s). If the applicant is a minor, a parent/guardian/tutor must sign on his/her behalf.

    Purpose:

    The information is used to conduct background checks to grant or refuse security clearances under the Transportation Security Clearance Program. For airport security clearances, the collection of personal information is authorized under subsection 4.8 of the Aeronautics Act. For marine security clearances, the personal information is collected pursuant to part 5 of the Marine Transportation Security Regulations.

    Consistent Uses:

    Transport Canada (TC) discloses the applicant’s name, address, sex, date of birth, place of birth, physical attributes, fingerprints and employer information to the RCMP’s Automated Fingerprint Identification System (AFIS) to conduct a fingerprint based criminal record check. In addition to the information above, the RCMP discloses port of entry and date of entry to the Federal Bureau of Investigation (FBI) to conduct a criminal record check in the United States for applicants who live outside of Canada, who have lived in the United States within the last five years, or who are citizens of the United States. TC checks the applicant’s name, sex and date of birth with the RCMP’s Canadian Police Information Centre (CPIC) database. If the applicant has lived outside of Canada within the last five years, TC checks the FBIs National Crime Information Centre to determine whether the applicant has any criminal activity that does not appear in the RCMP’s AFIS (e.g. warrant, outstanding charges). The check will also determine if the applicant has a pattern of lost or stolen passports. The applicant’s name and date of birth are disclosed to the RCMP’s Security Intelligence Background Section to verify whether the applicant is linked to any criminal organizations. The applicant’s name, sex, address, date of birth, place of birth, marital status, occupation, work, education history, resident history, passport number, telephone number and identifying information about the applicant’s current and former spouse(s)/common-law partner(s) are disclosed to CSIS to determine whether the individual may constitute a threat to the security of Canada as defined in section 2 of the CSIS Act. If necessary, the complete application form is sent to CSIS if a security assessment of the applicant is required. For naturalized citizens or permanent residents, the name, date of birth, date of entry into Canada and/or immigration or citizenship reference numbers are disclosed to CIC to confirm that the information provided by the applicant matches that in the CIC database. Information may also be verified with other federal government institutions, other governments, foreign states, schools, landlords or employers to conduct checks on residency, employment, education or travel history. Transport Canada discloses the applicant’s name and date of birth to the airport/port authority or enrolment site to notify whether the clearance has been granted, refused, suspended or cancelled. For airport security clearances, the DCN, security clearance expiry date and current status are disclosed to the Canadian Air Transportation Security Authority (CATSA) to confirm that the applicant has a valid security clearance. The valid security clearance will enable CATSA to administer the issuance of an enhanced identification card, called the Restricted Area Identification Card (RAIC). After the security clearance has been granted, the Airport Pass Control Office may issue a RAIC. The RAIC allows employees who require access to restricted areas at airports to perform their work duties. For marine security clearance applications, the information may be disclosed to the Office of Reconsideration if applicants file for reconsideration due to refusal or cancellation of their security clearance under the Marine Transportation Security Clearance Program. Information may be used for evaluation, research and/or statistical purposes.

    Retention and Disposal Standards:

    Information is retained for two years after the worker’s departure or after the security clearance is expired, refused, suspended or cancelled and then destroyed. Applications that are not approved are retained for two years after the last administrative action and then destroyed.

    RDA Number: 98/001

    Related Record Number: TC ASE 010, TC ASE 014, TC MSE 004

    TBS Registration: 002868

    Bank Number: TC PPU 093

Aviation Security Technology

Description:

Records pertain to the research and testing of new technologies regarding aviation security equipment and threats, such as full body scanners and explosive devices. Also includes records about pilot projects for the implementation of these new technologies, as well as audit reports.

Document Types:

Correspondence, briefing and discussion papers, reports, meeting agendas and minutes, terms of reference, presentations, memoranda, scientific papers, essays, standards, technical procedures, product descriptions, literature, risk evaluations and audit reports.

Record Number: TC ASE 008

Aviation Transportation Security Screening

Description:

Records relate to the processing of applications and conducting of background checks for the purpose of granting or refusing an aviation transportation security clearance for individuals who are required to access restricted areas of an airport. Also includes records relating to the program administration and development of enhanced processes.

Document Types:

Correspondence, application forms, copies of birth certificates, copies of passports; copies of citizenship papers; assessment reports from the CSIS, RCMP, CIC, if appropriate, and police of local jurisdiction; briefing notes; backgrounders; questions and answers; media lines; meeting agendas and decision records; terms of reference; program policies and guidelines; Treasury Board submissions; statements of work; proposals; evaluations; presentations; Threat and Risk Assessments; memoranda of understanding and standard operating procedures.

Record Number: TC ASE 010

  • Transportation Security Clearance Program

    Description:

    This bank describes information about individuals who apply for a security clearance at airports and marine facilities. A security clearance is required for individuals who are required to have access to restricted areas of aerodromes, those who perform certain designated duties at specified marine facilities, as well as those who are identified in section 503 of the Marine Transportation Security Regulations. Personal information may include name (including surname at birth and all other names used), contact information, employment status (including current and former employers), physical attributes (including sex, height, weight, hair and eye colour), birth certificate information, port of entry, date of entry, citizenship information, passport information, education information, resident history, employment history, travel history, marital status, names of current and former spouse(s)/common-law partner(s) (including their sex, date of birth, place of birth, address and date of death if applicable) and a unique Document Control Number (DCN). Information may also include documents such as personal histories, briefs, intelligence reports, threat and risk assessments, briefing notes and other correspondence obtained from the Canadian Security Intelligence Service (CSIS) and the Royal Canadian Mounted Police (RCMP). These documents may include information received from other law enforcement agencies and Citizenship and Immigration Canada (CIC). Applicants may undergo a Live Scan enrolment process, which includes the scanning of the application form, the inputting of biographical data, and the electronic capture of fingerprints and facial image. The LiveScan information is transmitted through the RCMP’s National Police Services Network to Transport Canada’s Automated Fingerprint Identification System (TCAFIS). TCAFIS is an integrated computer system that uses digital imaging technology to obtain, store and analyze fingerprint data and personal information for the purpose of conducting background checks of applicants. Enrolment sites without Live Scan equipment require that applicants undergo a manual enrolment process, which includes the capture of fingerprints and facial image. Prior to December 2006, application forms also requested information about parents and in-laws, as well as credit check information.

    Class of Individuals:

    Individuals who apply for a security clearance at airports and marine facilities. The application form also requests information about the application’s current and former spouse(s)/common-law partner(s). If the applicant is a minor, a parent/guardian/tutor must sign on his/her behalf.

    Purpose:

    The information is used to conduct background checks to grant or refuse security clearances under the Transportation Security Clearance Program. For airport security clearances, the collection of personal information is authorized under subsection 4.8 of the Aeronautics Act. For marine security clearances, the personal information is collected pursuant to part 5 of the Marine Transportation Security Regulations.

    Consistent Uses:

    Transport Canada (TC) discloses the applicant’s name, address, sex, date of birth, place of birth, physical attributes, fingerprints and employer information to the RCMP’s Automated Fingerprint Identification System (AFIS) to conduct a fingerprint based criminal record check. In addition to the information above, the RCMP discloses port of entry and date of entry to the Federal Bureau of Investigation (FBI) to conduct a criminal record check in the United States for applicants who live outside of Canada, who have lived in the United States within the last five years, or who are citizens of the United States. TC checks the applicant’s name, sex and date of birth with the RCMP’s Canadian Police Information Centre (CPIC) database. If the applicant has lived outside of Canada within the last five years, TC checks the FBIs National Crime Information Centre to determine whether the applicant has any criminal activity that does not appear in the RCMP’s AFIS (e.g. warrant, outstanding charges). The check will also determine if the applicant has a pattern of lost or stolen passports. The applicant’s name and date of birth are disclosed to the RCMP’s Security Intelligence Background Section to verify whether the applicant is linked to any criminal organizations. The applicant’s name, sex, address, date of birth, place of birth, marital status, occupation, work, education history, resident history, passport number, telephone number and identifying information about the applicant’s current and former spouse(s)/common-law partner(s) are disclosed to CSIS to determine whether the individual may constitute a threat to the security of Canada as defined in section 2 of the CSIS Act. If necessary, the complete application form is sent to CSIS if a security assessment of the applicant is required. For naturalized citizens or permanent residents, the name, date of birth, date of entry into Canada and/or immigration or citizenship reference numbers are disclosed to CIC to confirm that the information provided by the applicant matches that in the CIC database. Information may also be verified with other federal government institutions, other governments, foreign states, schools, landlords or employers to conduct checks on residency, employment, education or travel history. Transport Canada discloses the applicant’s name and date of birth to the airport/port authority or enrolment site to notify whether the clearance has been granted, refused, suspended or cancelled. For airport security clearances, the DCN, security clearance expiry date and current status are disclosed to the Canadian Air Transportation Security Authority (CATSA) to confirm that the applicant has a valid security clearance. The valid security clearance will enable CATSA to administer the issuance of an enhanced identification card, called the Restricted Area Identification Card (RAIC). After the security clearance has been granted, the Airport Pass Control Office may issue a RAIC. The RAIC allows employees who require access to restricted areas at airports to perform their work duties. For marine security clearance applications, the information may be disclosed to the Office of Reconsideration if applicants file for reconsideration due to refusal or cancellation of their security clearance under the Marine Transportation Security Clearance Program. Information may be used for evaluation, research and/or statistical purposes.

    Retention and Disposal Standards:

    Information is retained for two years after the worker’s departure or after the security clearance is expired, refused, suspended or cancelled and then destroyed. Applications that are not approved are retained for two years after the last administrative action and then destroyed.

    RDA Number: 98/001

    Related Record Number: TC ASE 010, TC ASE 014, TC MSE 004

    TBS Registration: 002868

    Bank Number: TC PPU 093

Canadian Air Transport Security Authority (CATSA)

Description:

Records relate to the financial contributions provided to CATSA.

Document Types:

Correspondence, briefing and discussion papers, reports, assessments, meeting agendas and minutes, terms of reference, Treasury Board submissions, Cabinet documents, program policies and guidelines and audit reports.

Record Number: TC ASE 012

Operational Performance Framework

Description:

Records relate to the development of an operational performance framework for aviation security, including information about the Department’s liaison with other government agencies, academia and other international collaborators on the subject.

Document Types:

Correspondence, briefing and discussion papers, reports, terms of reference, presentations and research literature.

Record Number: TC ASE 009

Aviation Security Regulatory Framework

This sub-program develops and uses a balance of tools such as policies, guidelines, regulations and standards to promote a harmonized aviation security regulatory framework for Canadians and the Canadian aviation industry.

Air Cargo Security

Description:

Records relate to the development and implementation of the Air Cargo Security Program and associated regulations. Includes records regarding the Department’s liaison with internal and external stakeholders and other government departments and agencies on the subject.

Document Types:

Correspondence, briefing and discussion papers, reports, meeting agendas and minutes, terms of reference, presentations, Treasury Board submissions, memoranda, and product descriptions and literature.

Record Number: TC ASE 013

Aviation Security Regulatory Affairs and Regulatory Review

Description:

Records relate to the development, implementation and harmonization of aviation security regulations and airport security programs at airports related to the Aeronautics Act. Includes associated records about the Department’s liaison with internal and external stakeholders and other government departments and agencies on the subject.

Document Types:

Correspondence, briefing and discussion papers, reports, meeting agendas and minutes, terms of reference, database application forms, regulatory instruments and procedures.

Record Number: TC ASE 006

Center of Expertise of Transfer Payment

Description:

Records relate to the development and implementation of grants and contributions programs in support of Transport Canada’s strategic outcomes to provide an efficient, clean, safe and secure transportation system. Records include information about tools to support program implementation and management, including risk assessment frameworks, performance measurement strategies, service standards, recipient engagement, grant and contribution program training and program design. Also includes records about the implementation of the Policy on Transfer Payments as it relates to the federal government’s implementation approach as a whole.

Document Types:

Correspondence, reports, presentations, terms of reference, templates and forms, consultation papers, meeting agendas and minutes, procedures and guidelines, checklists, manuals, communication plans.

Record Number: TC MOS 007

Aviation Security Technological Infrastructure

This sub-program develops, evaluates and provides stakeholders access to standards, research data and best practices for technologies that assist the effective, consistent management of aviation security risks.

Bilateral and International Agreements

Description:

Records relate to the provision of advice and support for initiatives pursuant to bilateral and international agreements that implicate aviation security technology.

Document Types:

Correspondence, agreements, reports, meeting agendas and minutes, procedures and guidelines

Record Number: TC ASE 501

Clean Air from Transportation Program

The program advances the federal government’s environmental agenda in the transportation sector and complements other federal programs designed to reduce air pollutant and green house gas emissions to improve the health of Canadians and the environment. It regulates air pollutant and/or greenhouse gas emissions from the air, marine, and rail sectors, as well as implements Transport Canada’s clean air program obligations and commitments.

Clean Air Initiatives

The sub-program advances the federal government’s environmental agenda in the transportation sector by promoting and demonstrating ways to reduce transportation greenhouse gas emissions and other air pollutants. It also promotes, tests and demonstrates advanced vehicle technologies to reduce transportation greenhouse gas emissions and other air pollutants from motor vehicles, as well as creates partnerships and designs, negotiates and manages initiatives for transportation emission reduction.

Clean Air

Description:

Records relate to the development and implementation of technology assessments, analysis and provision of advice for the development of standards; the implementation and commissioning of emission reducing technologies and practices; the analysis and advice concerning domestic climate change and air quality issues related to transportation and the mitigation of greenhouse has and air pollutants emissions from transportation; and the participation in fora related to climate change. Records also include recommendations of good practices and the development of international standards.

Document Types:

Correspondence, memoranda of understanding, briefing notes, memoranda, contracts, studies, technical reports, press releases, presentations, key messages, speeches, newsletters, meeting agendas and minutes, policies and guidelines, contribution agreements, publications and Question Period notes.

Record Number: TC CAP 001

  • ecoauto Rebate Program

    Description:

    Records relate to the design and implementation of the ecoauto Rebate Program, a two-year program to encourage Canadians to buy or lease (for 12 months or more) eligible 2006, 2007 and 2008 model-year fuel-efficient vehicles as part of the Government of Canada’s plan to protect the environment. Also includes records relating to applications, rebates and inquiries.

    Document Types:

    Correspondence, briefing notes, memoranda, meeting agendas and minutes, grant agreements, project and program management documentation, presentations, reports, budget forecasts, audits and evaluation reports, news releases, Question Period notes, questions and answers and media lines.

    Record Number: TC CAT 013

    Note: The program ended March 31, 2009.

    ecoauto Rebate Program

    Description:

    This bank describes information related to individuals applying for the ecoauto Rebate program. Personal information may include name, contact information, language of preference, ownership details, vehicle information, including vehicle identification number (VIN), bill of sale, lease agreement and provincial/territorial registration form.

    Class of Individuals:

    General public and representatives of other levels of government in Canada.

    Purpose:

    The information is used to administer the ecoauto Rebate Program, which grants rebates of up to $2000 to any person, organization, provincial, territorial or municipal government for buying or leasing (12 months or more) an eligible, fuel-efficient vehicle between March 20, 2007, and December 31, 2008. The information is collected pursuant to section 48 of the Canada Transportation Act, order in council PC 2007-1140 and paragraph 2(a) of the Public Service Rearrangement and Transfer of Duties Act - order in council PC 2007-1310.

    Consistent Uses:

    The applicant’s name and VIN are disclosed to the Canadian Council of Motor Transport Administrators to authenticate the VIN and to validate the provincial/territorial vehicle registration information. The applicant’s name and VIN may also be disclosed to Dealerships, ESP Data Inc., Carfax and Used Car Dealership Associations to obtain additional information that may be required to validate the eligibility of a rebate. The name and address is disclosed to Public Works and Government Services Canada (Personal Information Bank no. PWGSC PPU 085, Standard Payment System) for the issuance of the cheque for approved applications. Information may also be used for research, planning, audit and evaluation purposes.

    Retention and Disposal Standards:

    Information is retained for seven years after the end of the program (March 31, 2009) and then destroyed.

    RDA Number: 2005/006

    Related Record Number: TC CAT 013

    TBS Registration: 20090646

    Bank Number: TC PPU 024

ecoTechnology Vehicles II Initiative

Description:

Records relate to the conduct of proactive, in-depth safety, environmental and performance testing on a range of new and emerging advanced vehicle technologies for passenger cars and heavy-duty trucks, as well as testing results.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, grant agreements, project and program management documentation, presentations, reports, budget forecasts, audits and evaluation reports, news releases, Question Period notes, questions and answers and media lines.

Record Number: TC CAT 502

Gateway Carbon Footprint Initiative

Description:

Records relate to the performance of Canada’s strategic gateways and trade corridors as well as the creation of an inventory of existing information sources on production and energy consumption for the supply chains of Canada’s three gateway and corridor initiatives.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, audit and evaluation reports, project and program management documentation, progress reports, technical sheets, budget forecasts, news releases, public newsletters and media lines.

Related Record Number: TC CAT 503

Shore Power Technology for Ports Program

Description:

Records relate to the provision of transfer payment funding to support the deployment of shore power for all types of commercial vessels.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, audits and evaluations reports, project and program management documentation, progress reports, technical sheets, budget forecasts, news releases, public newsletters and media lines.

Related Record Number: TC CAT 504

Truck Reservation System Program

Description:

Records relate to ways innovative technology applications and improved operational practices can help increase efficiency and environmental sustainability for port terminal and trucking fleet operators, as well as transfer payment funding to support the deployment of truck reservation systems.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, audit and evaluation reports, contracts, project and program management documentation, progress reports, technical sheets, budget forecasts, news releases, public newsletters and media lines.

Related Record Number: TC CAT 505

Clean Air Regulatory Framework and Oversight

The sub-program sets the legal and regulatory frameworks that govern air pollutant and greenhouse gas emissions from the air, marine and air sectors and oversees transportation firms’ compliance with their regulatory obligations. It also represents Canada in discussions to set international standards for air pollutant and greenhouse gas emissions in these sectors and provides support to Environment Canada in developing road vehicles greenhouse gas emission regulations. It contributes to developing and implementing instruments to reduce air emissions from Canada’s transportation sector.

Aviation Emissions Policy

Description:

Records relate to the development and implementation of international and domestic emissions reduction policy/initiatives, including records about Canada’s contribution to the International Civil Aviation Organization on international aviation and the development of a domestic plan (Memorandum of Understanding with the Air Transport Association of Canada). Records also include information regarding the monitoring of international trends to develop market-based measures, as well as positions in collaboration with other departments on goals; briefings and advice to the Minister; as well as recommendations to Cabinet and consultation with air industry stakeholders.

Document Types:

Correspondence, memoranda of understanding, briefing notes, memoranda, contracts, studies, technical reports, Cabinet documents, Treasury Board submissions, press releases, presentations, key messages, speeches, newsletters, meeting agendas and minutes, policies and guidelines, agreements, publications and Question Period notes.

Record Number: TC CAT 005

Environmental Policy - Analysis and Evaluation Group

Description:

Records relate to the development of tools to support the analysis of key issues related to climate change and sustainable transportation. Includes records about the development and evaluation of new transportation climate change mitigation measures to support the federal government’s greenhouse gas (GHG) emission reduction targets through analysis of transportation-targeted measures and regulations.

Document Types:

Correspondence, briefing notes, memoranda of understanding, analysis and research reports, memoranda, contracts and proposals, studies, statistics, Cabinet documents, Treasury Board submissions, policy documents, presentations, key messages, speeches, meeting agendas and minutes, publications and Question Period notes.

Record Number: TC CAT 001

Environmental Policy - Climate Change

Description:

Records relate to the analysis and provision of policy advice concerning domestic and international climate change issues related to transportation and the mitigation and reduction of greenhouse gas emissions from the sector. Records also include information regarding participation in provincial/territorial fora related to climate change. Lastly, records relate to the development of international standards and recommended practices with the ICAO and the IMO to reduce emissions from international transportation, as well as the support of federal issues related to Canada’s north and climate change adaptation.

Document Types:

Correspondence, briefing notes, memoranda of understanding, analysis and research reports, memoranda, contracts and proposals, studies, statistics, Cabinet documents, Treasury Board submissions, policy documents, presentations, key messages, speeches, meeting agendas and minutes, publications and Question Period notes.

Record Number: TC CAT 002

Environmental Policy - Regulatory Policy

Description:

Records relate to the analysis and development of air emissions regulations, including information about emission regulations for vehicles, rail, marine and aviation.

Document Types: Correspondence, briefing notes, Memorandum of Understanding, analysis and research reports, memoranda, contracts and proposals, studies, statistics, Cabinet documents, Treasury Board submissions, policy documents, press releases, presentations, key messages, speeches, meeting agendas and minutes, publications and Question Period notes.

Record Number: TC CAT 003

Clean Water from Transportation

The program regulates and monitors the release and impact of discharges from marine vessels into the marine environment. It regulates ballast water and contributes to setting domestic and international rules that govern limits to liability of marine pollution incidents. The program advances the federal government’s clean water agenda in the transportation sector and complements other federal programs designed to protect the marine environment for the health of Canadians and the environment and generations to come. It also represents Canada in discussions to set international standards to prevent pollution from vessels operating in Canada’ waters and address the threat of aquatic invasive species.

Clean Water Regulatory Framework

The sub-program sets the legal and regulatory frameworks that govern the protection of the marine environment from pollution, the introduction of invasive species, and the environmental impact of pollution incidents.

Marine Safety Environmental Protection

Description:

Records relate to the development and management of regulations, guidelines, various official Transport Canada publications, programs and initiatives that focus on pollution prevention in maritime operations in inland waters and at sea, including the management of vessels’ ballast water. Also includes records about the issuance of insurance liability for vessels over 1,000 gross register tonnage that transport bunkers either as fuel or cargo.

Document Types:

Correspondence, reports, awareness material, meeting agendas and minutes, terms of reference, memoranda of understanding, policies and guidelines, copies of contracts, evaluations, proposals, presentations and procedures.

Record Number: TC CWT 001

Clean Water Regulatory Oversight

The sub-program contributes to reducing pollution from vessels by monitoring compliance of marine transportation firms with the Marine Safety regulatory framework through surveillance, inspections, audits, monitoring and enforcement.

Marine Safety Environmental Response

Description:

Records relate to the development and management of policies, regulations and programs to protect the marine environment, mitigate the environmental impact of marine pollution incidents in Canadian waters and ensure the safety of the general public. Also includes records regarding the management of the National Aerial Surveillance Program and the Department’s response to spills of hazardous noxious substances.

Document Types:

Correspondence, reports, awareness material, meeting agendas and minutes, terms of reference, memoranda of understanding, policies and guidelines, copies of contracts, evaluations, proposals, presentations, procedures, rules and regulations.

Record Number: TC CWT 002

Environmental Stewardship of Transportation

The program fulfills Transport Canada’s responsibilities to implement a Departmental Sustainable Development Strategy under the Federal Sustainable Development Act and ensures that Transport Canada’s lands and facilities are managed in an environmentally responsible manner in compliance with federal legislation and policies. It provides functional support for environmental assessments, including for major resource projects and manages contaminated sites. It also advises on Aboriginal consultation, engagement, and treaty negotiations and implementation, as well as seeks to increase the national transportation system’s resilience to the current and anticipated climate and extreme weather events.

Aboriginal Agreements

Description:

Records relate to transportation matters in the development of Aboriginal self-government and comprehensive claims agreements.

Document Types:

Correspondence, briefing notes, memoranda, presentations, instructions, guidelines, minutes, reports, statistics, comparative charts and analytical reviews.

Record Number: TC MOS 001

Aboriginal Consultations

Description:

Records relate to the consultation process (pre-consultation analysis and planning, consultation, assessing the adequacy of the consultation process, monitoring and following up) and the development of the federal government’s approach to Aboriginal consultation, including liaison with Indigenous and Northern Affairs Canada, the Major Projects Management Office, and the Canadian Environmental Assessment Agency.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, project proposals, presentations, work plans, budget forecasts, legal opinions, procedures, policy papers, business cases, consultation reports, benchmarking material, training materials, guidelines and tools, news releases, questions and answers, speaking points and media lines.

Record Number: TC MOS 002

Contaminated Sites

Description:

Records relate to the identification, assessment and remediation/risk management of the Department’s contaminated sites. Records include information about environmental site assessments, national contaminated sites and storage tank inventories, and contaminated sites management plans.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, project proposals, presentations, work plans, budget forecasts, Memoranda to Cabinet, legal opinions, memoranda of understanding, Treasury Board submissions, monthly and annual reports, assessments, management plans, manuals, monitoring reports, notices, research studies and reports, speeches, procedures, policies and guidelines, inventories, maps, terms of reference, contracts, audit reviews and reports, news releases, questions and answers, speaking points and media lines.

Record Number: TC EST 001

Environmental Assessment

Description:

Records relate to environmental assessments of transportation projects and major resource projects. Includes records concerning ongoing program evaluation, improvement and national consistency in the implementation of national policies, guidance statements, training and environmental assessment frameworks. Also includes records relating to the management of Transport Canada’s Strategic Environmental Assessment Program for proposed policies, plans and programs that require approval by the Minister of Transport and/or Cabinet.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, project proposals, presentations, work plans, budget forecasts, Memoranda to Cabinet, legal opinions, memoranda of understanding, Treasury Board submissions, monthly and annual reports, assessments, management plans, manuals, procedures, monitoring reports, notices, research studies and reports, speeches, policies and guidelines, inventories, maps, terms of reference, contracts, audit reviews and reports, news releases, questions and answers, speaking points and media lines.

Record Number: TC EST 002

Environmental Protection

Description:

Records relate to the environmental management and oversight of Transport Canada’s owned, operated and leased facilities and properties in compliance with federal environmental laws, regulations and policies. Also includes records regarding the development and ongoing implementation and operation of the Department’s environmental management system, as well as studies and reports related to transportation research. Records may also include information about employee awareness programs, including commuter options and transit passes, and the Department’s ongoing partnerships with other transportation agencies and other levels of government, both domestic and international, such as the Canadian Airports Council, the International Civil Aviation Organization and the Transport Canada/Federal Aviation Association/National Aeronautics and Space Administration Center of Excellence.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, project proposals, presentations, work plans, budget forecasts, Memoranda to Cabinet, legal opinions, memoranda of understanding, Treasury Board submissions, monthly and annual reports, assessments, management plans, manuals, monitoring reports, notices, research studies and reports, speeches, environmental emergency plans, procedures, policies and guidelines, inventories, maps, terms of reference, contracts, audit reviews and reports, news releases, questions and answers, speaking points and media lines.

Record Number: TC EST 003

Sustainable Development

Description:

Records relate to the development and implementation of the Federal Sustainable Development Strategy and Transport Canada’s Sustainable Development Strategy. Also includes records about environmental petitions pursuant to the Auditor General Act.

Document Types:

Correspondence, briefing notes, analysis and research reports, memoranda, contracts and proposals, studies, environmental petitions, statistics, Cabinet documents, policy documents, presentations, key messages, speeches, meeting agendas and minutes, publications and Question Period notes.

Record Number: TC CAT 004

Marine Safety

The program develops, implements and administers policies, regulations, and standards necessary for the safe conduct of marine activities in a manner harmonized with international standards. The program fosters the safety of the marine transportation system, provides oversight of the marine industry including domestic and foreign vessels, whether pleasure or non-pleasure craft, and enforces international conventions signed by Canada. It also protects the public right to navigate on Canadian waterways, regulates lights or markers required for safe navigation during and/or on completion of certain works, as well as regulates the placement of private buoys.

Canada's Oceans Protection Plan

Description:

Records relate to the development and maintenance of regulations, policies and standards to better respond to local marine traffic issues including measures to improve marine safety, prevent marine pollution incidents, and better respond to them. Includes records relating to the oversight, auditing and sharing of marine traffic information with local communities. Also includes records on environmental sensitivity in support of spill response, proactive vessel management, and new, more protective Arctic navigation regimes.

Document type:

Correspondence, reports, awareness material, meeting agendas and minutes, terms of reference, memoranda of understanding, policies and guidelines, copies of contracts, evaluations, proposals, presentations, procedures, rules and regulations, surveys, agreements, action plan documents, enforcement and audit reports.

Record Number: TC MSA 700

Marine Safety Oversight

The sub-program supports the compliance of the marine industry with the regulatory framework through services, assessments, validations, inspections, audits and enforcement.

Marine Safety International Inspection Standards (Port State Control)

Description:

Records relate to the development and amendment of inspection standards for the Port State Control program, including information about Marine Safety inspections and ship detentions.

Document Types:

Correspondence, committee and working group reports, legislation, legal opinions, project plans, meeting agendas and minutes, terms of reference, presentations, memoranda, memoranda of understanding and notices.

Record Number: TC MSA 006

Marine Personnel Standards

Description:

Records relate to the development and maintenance of regulations, policies and standards concerning marine personnel requirements, training, examinations and certification of seafarers (masters, mates, engineers, and ratings, as well as seafarer identity documents, and discharge books), pleasure craft operator requirements and marine occupational health and safety. Includes records relating to the oversight and auditing of provincial seafarer marine training courses and examinations delivered by nautical colleges, including Marine Emergency Duties, as well as the Marine Simulator Contribution Program. Also includes information about audits of approved course providers and Transport Canada Marine Safety examination centers.

Document Types:

Correspondence, course syllabi, examinations, certificates, policies, bulletins, notices, communication materials (posters, advertisements, flyers, etc.) and audit reports

Record Number: TC MSA 005

  • Canadian Seafarers’ Identity Documents, Discharge Books and Records of Sea Service

    Description:

    This bank describes information about seafarers, specifically as it relates to their identity documents, discharge books, and records of sea service. Personal information may include full name, identity number, address, phone number(s), date and place of birth, sex, height, eye colour, citizenship, nationality, any special characteristics that may assist identification, original photograph, emergency contact information (name, address, relationship), vessel information (name and description of voyage), capacity served on board vessel, date and place of engagement and discharge, facial image, fingerprint minutiae (when required) and signature.

    Class of Individuals:

    Canadian seafarers or permanent residents of Canada employed on board commercial vessels.

    Purpose:

    Personal information is collected for the purpose of issuing discharge books, records of sea service, and seafarers’ identity documents to Canadian seafarers or permanent residents of Canada. Personal information is collected under the authority of the Canada Shipping Act, 2001, the Marine Personnel Regulations, and the International Labour Organization’s Seafarers’ Identity Documents Convention (C-108) or the Convention (Revised), 2003 (C-185).

    Consistent Uses:

    Personal Information may be disclosed to the Transportation Safety Board of Canada, as specified under the Canadian Transportation Accident Investigation and Safety Board Act in order to investigate marine occurrences. Information may be used or disclosed for evaluation and reporting to senior management.

    Retention and Disposal Standards:

    All personal information relating to the seafarer’s identity document will be retained in an electronic database until the seafarer reaches the age of 100 years. Hardcopy application forms will be retained for seven years from the date of issue of the seafarers’ identity document. After the retention period expires, the information will be destroyed. With the coming into force of the Canada Shipping Act, 2001 (CSA 2001) on July 1, 2007, and the implementation of the Marine Personnel Regulations, the responsibility for maintaining seafarer records has shifted to the seafarer and the authorized representative. To respond to the modern activities of the Central Registry of Seafarers, Official Log Books and Articles of Agreement will be opened and closed by the master of a vessel and retained by the authorized representative for a minimum period of five years. Transport Canada will maintain Official Log Books and Articles of Agreement for Canadian commercial vessels whose voyages were engaged prior to July 1, 2007. These records cover the periods from 1948 to 1949 and 1954 to June 30, 2007. Records of merchant seafarers who served in the Canadian Merchant Navy between 1939 and 1947, and between 1950 and 1953, continue to be maintained by Veterans Affairs Canada (VAC); refer to the VAC personal information bank, Records of Sea Service for Canadian Merchant Seaman - VAC PPU 120.

    RDA Number: 2001/012

    Related Record Number: TC MSA 005

    TBS Registration: 001050

    Bank Number: TC PPU 040

    Note: This bank was revised in 2011 and was formerly called Records of Sea Service for Canadian Merchant Navy (DOT PPU 040)

  • National Pleasure Craft Operator Competency Program

    Description:

    This bank describes information about individuals who received their Pleasure Craft Operator Card (PCOC) or have received a token to take their online boating safety test in order to obtain their PCOC. Personal information may include name, address, date of birth, gender, cardholder number, name of course provider, date of issuance of the card, log in ID and password. PCOC records and test results are maintained by the accredited course providers if the test was taken with the course provider. Results for online testing via the TC portal are held by TC.

    Class of Individuals:

    Information will be held in the Transport Canada’s Pleasure Craft Operator Competency Database System (PCOCDS).

    Class of Individuals:

    Individuals who have received a PCOC; individuals who have received a token to take their online test; and users of the PCOCDS.

    Purpose:

    Personal information is collected pursuant to Section 207 1 of the Canada Shipping Act, 2001, and is used to populate a database, enabling Transport Canada to protect cardholder information and facilitate the replacement of lost or stolen cards.

    Consistent Uses:

    The personal information collected is used by Transport Canada and provided to Service Canada to advise cardholders how to replace lost or stolen cards. The information may be provided to water way enforcement officers, on request. Cardholder information is also made available to enforcement officers via the Canadian Police Information Centre (Operational Case Records - RCMP PPU 005) for the purpose of on-water enforcement. The information is also used for statistical purposes, trend analysis and to monitor program compliance.

    Retention and Disposal Standards:

    Cardholder information will be held until the individual turns 100 or two years after notification of the death of the individual. Records are then destroyed. Online test results are held for five years after the test has been administered and are then destroyed.

    RDA Number: 2001/012

    Related Record Number: TC MSA 005

    TBS Registration: 20110593

    Bank Number: TC PPU 023

  • Seafarers’ Certificates and Documents

    Description:

    This bank describes information about individuals who apply for or are issued Canadian Maritime Documents (CMDs) or other Transport Canada Marine Safety (TCMS) documents. A CMD means a license, permit, certificate or other document, including a TCMS document, that is issued by or on behalf of the Minister of Transport under Part 3 (Personnel) of the Canada Shipping Act , 2001, to verify that the person has met requirements under Part-3. CMDs enable the individuals to work on board Canadian or foreign registered vessels and are mandatory for seafarers in Canada to obtain work on vessels. Personal information may include name, contact information, age, sex, date and place of birth, citizenship, photograph, signature, medical information, citizenship, record of qualifying service, training taken, places and results of examination (pass/fail), grades, classes, and dates of certificates issued, rank or rating, CMDs issued, candidate document number, application date, days at sea, dates of engagement and discharge, and validity of certificate use.

    Class of Individuals:

    Canadian and non-Canadian seafarers, deck officers, marine engineers, other marine workers and commercial vessel owners, including designated agents.

    Purpose:

    Personal information is collected pursuant to the Canada Shipping Act, 2001 and the Marine Personnel Regulations and is used by or on behalf of Transport Canada to issue CMDs or other TCMS documents.

    Consistent Uses:

    Personal Information may be disclosed to the Transportation Safety Board of Canada, as specified under the Canadian Transportation Accident Investigation and Safety Board Act in order to investigate marine occurrences. Personal Information is used to verify the authenticity of certificates when it is requested by other parties that employ Canadian seafarers on Canadian or foreign vessels. The individual’s name, birth date, certificate title and number may be disclosed to the Department of Justice for data matching purposes in accordance with the Family Orders and Agreements Enforcement Assistance Act; refer to the Department of Justice personal information bank, Family Orders and Agreements Enforcement Assistance - JUS  PPU 125. Information may be used or disclosed for evaluation and reporting to senior management.

    Retention and Disposal Standards:

    All personal information will be retained in an electronic database until the seafarer reaches the age of 100 years. Hardcopy application forms will be retained for two years after last administrative action. After the retention period expires, the information will be destroyed.

    RDA Number: 2001/012

    Related Record Number: TC MSA 005

    TBS Registration: 20110257

    Bank Number: TC PPU 030

    Note: This bank replaces four banks formerly called: Air Cushion Vehicle Personnel Certification - TC PPU 039; Certificates of Competency and Service as Engineer at Sea TC PPU 038; Certificates of Competency and Service as Master or Mate -TC PPU 030; and Certificates of Competency as a Marine Engineer TC PPU 035. Information may be stored in Transport Canada’s Automated Certification and Examination System (ACES) and the Certificate of Competence Issuing System (CCIS) and the Marine Personnel Document Information System (MPDIS).

Marine Safety Cargoes and Ship-Port Interface

Description:

Records relate to the management of and contribution to a variety of programs concerning general, bulk, liquid and solid cargoes, dangerous goods containers, as well as standards and operations concerning cargo lifting gear. Also includes records about the amendment and development of regulations and standards concerning cargoes and ship-port interface.

Document Types:

Correspondence, reports, awareness material, meeting agendas and minutes, terms of reference, memoranda of understanding, policies and guidelines, copies of contracts, evaluations, proposals, presentations, procedures, rules and regulations.

Record Number: TC MSA 001

Marine Safety Navigation and Radiocommunications

Description:

Records related to the development and management of policies, regulations and programs to ensure that ships navigate and operate safely, and avoid collisions and groundings, and that navigational errors are minimized.

Document Types:

Correspondence, reports, awareness material, meeting agendas and minutes, terms of reference, memoranda of understanding, policies and guidelines, copies of contracts, evaluations, proposals, presentations, procedures, rules and regulations.

Record Number: TC MSA 002

Marine Safety Personnel Medicine

Description:

Records relate to medical advice and the setting of physical standards for marine personnel, including their medical fitness of marine personnel, the scientific knowledge of Canadian marine medicine, and the promotion of health and safety in the maritime field.

Document Types:

Correspondence, application forms, reports, policies, assessments, certificates, learning material, safety promotion material, meeting agendas and minutes, terms of reference, memoranda of understanding, policies and guidelines, copies of contracts, evaluations, proposals, presentations and procedures.

Record Number: TC MSA 007

  • Marine Medical Examiners

    Description:

    This bank describes information that is related to Marine Medical Examiners (licensed physicians) who are designated by the Minister of Transport to conduct medical examinations of seafarers. The personal information may include name, contact information, biographical information, date of birth, educational information, and employee identification number; and information is collected from provincial colleges to ascertain whether individuals are in good standings and whether the registered health provider has any findings registered against them.

    Class of Individuals:

    Designated Marine Medical Examiners (Registered Healthcare Providers, typically physicians.)

    Purpose:

    The personal information is used to designate registered healthcare providers (typically physicians) as marine medical examiners. Personal information is collected pursuant to Canada Shipping Act, 2002 pursuant to Part II, division 8 of the Marine Personnel Regulations.  

    Consistent Uses:

    The information may be used or disclosed for the following purposes: reporting to senior management and evaluation.

    Retention and Disposal Standards:

    Records will be retained for 3 years after retirement, death, resignation, removal of designation by Transport Canada and then are destroyed.

    RDA Number: 2001/012

    Related Record Number: TC MSA 007

    TBS Registration: 20120207

    Bank Number: TC PPU 054

Marine Safety Ship Registration

Description:

Records related to the development and management of policies, regulations and programs for the registration of large and small commercial vessels.

Document Types:

Correspondence, reports, awareness material, meeting agendas and minutes, terms of reference, memoranda of understanding, policies and guidelines, copies of contracts, evaluations, proposals, presentations, procedures, rules, regulations and a database.

Record Number: TC MSA 003

Marine Transportation Safety Domestic Inspection Standards (Flag State Control)

Description:

Records related to the development, amendment and enforcement of inspection standards as required under the International Maritime Organization and the International Labour Organization for vessels that are registered under the Canadian flag.

Document Types:

Correspondence, committee and working group reports, legislation, legal opinions, project plans, meeting agendas and minutes, terms of reference, presentations, memoranda, memoranda of understanding and notices.

Record Number: TC MSA 008

  • Marine Safety Enforcement Program

    Description:

    This bank describes information that is related to seafarers, authorized representatives of vessels and marine facilities. The personal information may include name, contact information, biographical information, date of birth, educational information, other identification numbers and mariner identification number.

    Class of Individuals:

    Authorized representatives of vessels and marine facilities, and seafarers.

    Purpose:

    The personal information is used to administer the marine safety enforcement program, as well as encourage and promote compliance with the Canada Shipping Act, 2001 and its regulations.

    Consistent Uses:

    The information may be used or disclosed for enforcement and safety. Personal information may be shared with police forces for enforcement purposes.

    Retention and Disposal Standards:

    Records will be retained for five years after closure of each case and will then be destroyed.

    RDA Number: 2001/012

    Related Record Number: TC MSA 008

    TBS Registration: 20120392

    Bank Number: TC PPU 021

    Note: Transport Canada Marine Safety (TCMS) sporadically obtains reports from the Canadian Coast Guard regarding possible contraventions of the Canada Shipping Act , 2001 and its regulations which may result in enforcement actions being taken by TCMS. These enforcement actions are specified under Marine Safety’s Compliance and Enforcement Program.

Marine Transportation Safety Regulatory Services

Description:

Records relate to the development and amendment of marine safety and environmental legislation and related regulations, including coordination of consultation and communication activities, compliance and enforcement policy, and delegation of statutory functions pursuant to sections 12 and 13 of the Canada Shipping Act, 2001. Also includes information about secretariat services for the Marine Technical Review Board, the Canadian Marine Advisory Council and the International Affairs Secretariat, which supports Canada’s presence at the International Maritime Organization.

Document Types:

Correspondence, committee and working group reports, legislation, legal opinions, project plans, meeting agendas and minutes, terms of reference, presentations, memoranda, memoranda of understanding and notices.

Record Number: TC MSA 009

  • Marine Occurrences and Hazardous Occurrences

    Description:

    This bank contains reports on accidents and incidents related to commercial vessels and fishing vessels, as well as certain pleasure craft. Records concerning occupational safety and health reported as hazardous marine occurrences are also contained in the bank.

    Class of Individuals:

    Non-government individuals involved in marine transportation occurrences.

    Purpose:

    The purpose of the bank is for analysis related to marine safety, and risk management.

    Consistent Uses:

    Compiling statistics, trend analysis, and measuring and assessing marine transportation risks.

    Retention and Disposal Standards: Five years and then destroyed.

    RDA Number: 2001/12

    Related Record Number: TC MSA 009

    TBS Registration: 003338

    Bank Number: TC PPU 048

Pilotage

Description:

Records relate to the Pilotage authorities (Crown Corporations), including the liaison and coordination between Transport Canada, the marine industry, other governmental agencies and pilot associations on matters required to ensure a safe, efficient and effective pilotage service in Canadian waters. Also includes information about the development and approval of policies, regulations and standards pertaining to marine pilotage services, as well as to the impact marine pilotage services has on international and domestic clientele.

Document Types:

Correspondence, bulletins, memoranda, policies, procedures and legal opinions.

Record Number: TC MSA 010

Marine Safety Regulatory Framework

This sub-program provides a balance of tools such as policies, guidelines, regulations and standards to support a harmonized marine safety regulatory framework for Canada’s marine industry which emcompasses seafarers, commercial vessels and pleasure crafts. It also works to harmonize Canada’s marine safety regulatory framework with other jurisdictions.

Design, Equipment, and Boating Safety

Description:

Records relate to the development, implementation and maintenance of legislation, regulations, standards, programs, policies, and procedures concerning pleasure craft licenses, small vessels compliance notices, vessel construction and marine safety equipment. Includes records about the enhancement and promotion of commercial vessel, fishing vessel and pleasure craft safety. Also includes records of and relating to approved products, service stations for lifesaving equipment, and manufacturers and importers of small vessels; records of research and development; and technical records pertaining to vessel design, equipment (fire protection, lifesaving, engines, boilers, machinery), and the Arctic shipping regulatory regime.

Document Types:

Correspondence, bulletins, memoranda, policies and procedures, legal opinions, educational material, reports, capacity/conformity labels, declarations of compliance, guidelines and product approval certificates.

Record Number: TC MSA 004

  • Pleasure Craft Licenses

    Description:

    This bank describes personal information related to the pleasure craft licenses program. Personal information may include name, contact information, date of birth and vessel information.

    Class of Individuals:

    Current and previous owner(s) of pleasure craft.

    Purpose:

    The personal information is collected to issue/transfer/cancel pleasure craft licenses; verify the identity of current and previous owner(s) of pleasure craft; and enforce pleasure craft regulatory compliance in keeping with the program’s objective of promoting safety. The authority to collect personal information is authorized pursuant to Part 10 of the Canada Shipping Act, 2001 and the Small Vessel Regulations.

    Consistent Uses:

    Information is used by enforcement officers, defined in Part 10 of the Canada Shipping Act, 2001, to administer and enforce the Act and the Small Vessel Regulations. Information may be disclosed to parties involved in search and rescue activities. Information is disclosed to investigative bodies specified in the regulations, such as the Royal Canadian Mounted Police, Canada Revenue Agency and Canada Border Services Agency for the purpose of enforcing any law of Canada or carrying out a lawful investigation pursuant to paragraph 8(2)(e) of the Privacy Act. Information is also disclosed to provincial/territorial law enforcement agencies under an arrangement or agreement to administer or enforce any law or carry out a lawful investigation pursuant to paragraph 8(2)(f) of the Privacy Act.

    Retention and Disposal Standards: Under development

    RDA Number: 2001/012

    Related Record Number: TC MSA 004

    TBS Registration: 005319

    Bank Number: TC PPU 044

Navigation Protection Program

The sub-program reviews and authorizes works, as well as manages obstructions in scheduled waters. It also enforces prohibitions against depositing or throwing material into navigable waters, as well as dewatering of navigable waters.

Marine Safety Navigable Waters – Protection

Description:

Records relate to the approval of any works built or placed in, on, over, under, through or across navigable water in Canada, as well as the removal of obstructions to navigation including authorized works or other obstructions such as sunken or wrecked vessels. It also includes information concerning regulations about the provision and maintenance of lights, markers, etc. required for safe navigation during and/or on completion of the construction of certain works, and any records related to the responsibility of Receiver of Wreck as applied in the Canada Shipping Act, 2001, Part VII. Information also relates to policies, regulations, applications and approvals for industrial and other construction plans affecting navigable waters, including information on obstructions in navigable waters.

Document Types:

Correspondence, application forms, reports, assessments, awareness and education material, meeting agendas and minutes, terms of reference, memoranda of understanding, policies and guidelines, copies of contracts, evaluations, proposals, presentations and procedures.

Record Number: TC MSA 012

  • Navigable Waters Protection Program

    Description:

    This bank describes information that is related to the protection of the public right to navigation through the administration of the Navigable Waters Protection Act (NWPA). Specifically, the NWPP approves any works built or placed in, on, over, under, through or across navigable water in Canada prior to construction of the work(s); removes obstructions to navigation including unauthorized works or other obstructions such as sunken or wrecked vessels; regulates the provision and maintenance of lights, markers, etc. required for safe navigation during and/or on completion of the construction of certain works; and acts as the Receiver of Wreck by applying the Canada Shipping Act, 2001, Part VII. The personal information may include name and contact information.

    Class of Individuals: Seafarers

    Purpose:

    The personal information is used to administer the navigable waters protection program. Personal information is collected pursuant to Navigable Waters Protection Act and the Canada Shipping Act, 2001.

    Consistent Uses:

    The information may be used or disclosed for the following purposes: enforcement, reporting to senior management, safety, security, evaluation, research, statistical and investigation, compliance and educational. Personal information may be shared with other departments, such as the RCMP; refer to facilitate investigations, compliance and enforcement of the Navigable Waters Protection Program. Personal information may be shared with industry stakeholders. Information may be shared with other stakeholder for which MOUs are in place.

    Retention and Disposal Standards:

    Records will be retained for 5 after the last action and then are transferred to Library and Archives Canada (LAC) as archival records.

    RDA Number: 2000/005

    Related Record Number: TC MSA 012

    TBS Registration: 20110592

    Bank Number: TC PPU 086

Marine Security

The program develops, administers and oversees the policies, regulations and standards necessary for the secure conduct of marine activities in a manner consistent with international standards. It promotes security within the marine transportation system, oversight of the regulated marine transportation industry and enforces international conventions signed by Canada. It also coordinates marine security policy and regulatory development across the Government of Canada through its leadership of the Interdepartmental Marine Security Working Group and associated activities.

Marine Security Operations Centres

The sub-program works to detect, assess, and support a response to threats in Canada’s maritime domain. It conducts threat and risk assessments of vessels entering Canadian waters, and threat assessments of facilities within Canada. It serves as a maritime-centric interface between national and international partners and stakeholders.

Marine Security Operations

Description:

Records relate to the implementation, oversight and enforcement, emergency management and promotional awareness of regulations and other legal instruments related to Canadian marine security. Includes records regarding the inspection and enforcement, emergency management, certification of marine facilities, security plans and assessments, security clearances for marine security personnel, security awareness and training of industry security personnel and inspection personnel. Also includes records about the Coastal and Great Lakes Marine Security Operations Centres.

Document Types:

Correspondence, reports, operational policies, procedures and bulletins, inspection, assessment, and enforcement reports, security promotional material, meeting agendas and records of decision, terms of reference, memoranda of understanding, copies of contracts, presentations, security plans and assessments, inspectors’ notes, incident reports, emergency plans and procedures, notices of suspension and certificates.

Record Number: TC MSE 002

Marine Transportation Security Screening

Description:

Records relate to the processing of applications and conducting and verifying background checks for the purpose of granting or refusing a marine transportation security clearance for individuals who are required to access restricted areas of a marine port or who perform certain designated duties at specified marine facilities. Also includes records about  program administration and development of enhanced processes.

Document Types:

Correspondence, application forms, copies of birth certificates, copies of passports, copies of citizenship papers, assessment reports from the Canadian Security Intelligence Service, Royal Canadian Mounted Police, Citizenship and Immigration, if appropriate, and police of local jurisdiction, briefing notes, backgrounders, questions and answers, media lines, meeting agendas and decision records, terms of reference, program policies and guidelines, Treasury Board submissions, statements of work, proposals, evaluations, presentations, threat and risk assessments, memoranda of understanding, and standard operation procedures.

Record Number: TC MSE 004

  • Marine Security and Identification Clearance

    Description:

    A security clearance can be required for individuals who are required to have access to restricted areas and those who perform certain designated duties at specified marine facilities. Personal information may include name, contact information, date of birth, language and signature.

    Class of Individuals:

    This bank describes information about individuals who apply to become an enforcement officer at Canadian ports, as well as individuals appointed by the Minister of Transport Canada to become a Harbour Master or Wharfinger.

    Purpose:

    To conduct and verify background checks for the purpose of granting or refusing the position of enforcement officers, and to provide Harbour Masters and Wharfingers with their identification cards.

    Consistent Uses:

    Selected personal information is shared with Transport Canada Security Screening personnel to validate the security level of potential enforcement officers. Selected personal information is used to contact the individuals to provide them with their identification cards.

    Retention and Disposal Standards:

    The personal information will be retained for five years after last use and will then be destroyed.

    RDA Number: 98/001

    Related Record Number: TC MSE 004

    TBS Registration:

    Bank Number: TC PPU 700

  • Transportation Security Clearance Program

    Description:

    This bank describes information about individuals who apply for a security clearance at airports and marine facilities. A security clearance is required for individuals who are required to have access to restricted areas of aerodromes, those who perform certain designated duties at specified marine facilities, as well as those who are identified in section 503 of the Marine Transportation Security Regulations. Personal information may include name (including surname at birth and all other names used), contact information, employment status (including current and former employers), physical attributes (including sex, height, weight, hair and eye colour), birth certificate information, port of entry, date of entry, citizenship information, passport information, education information, resident history, employment history, travel history, marital status, names of current and former spouse(s)/common-law partner(s) (including their sex, date of birth, place of birth, address and date of death if applicable) and a unique Document Control Number (DCN). Information may also include documents such as personal histories, briefs, intelligence reports, threat and risk assessments, briefing notes and other correspondence obtained from the Canadian Security Intelligence Service (CSIS) and the Royal Canadian Mounted Police (RCMP). These documents may include information received from other law enforcement agencies and Citizenship and Immigration Canada (CIC). Applicants may undergo a Live Scan enrolment process, which includes the scanning of the application form, the inputting of biographical data, and the electronic capture of fingerprints and facial image. The LiveScan information is transmitted through the RCMP’s National Police Services Network to Transport Canada’s Automated Fingerprint Identification System (TCAFIS). TCAFIS is an integrated computer system that uses digital imaging technology to obtain, store and analyze fingerprint data and personal information for the purpose of conducting background checks of applicants. Enrolment sites without Live Scan equipment require that applicants undergo a manual enrolment process, which includes the capture of fingerprints and facial image. Prior to December 2006, application forms also requested information about parents and in-laws, as well as credit check information.

    Class of Individuals:

    Individuals who apply for a security clearance at airports and marine facilities. The application form also requests information about the application’s current and former spouse(s)/common-law partner(s). If the applicant is a minor, a parent/guardian/tutor must sign on his/her behalf.

    Purpose:

    The information is used to conduct background checks to grant or refuse security clearances under the Transportation Security Clearance Program. For airport security clearances, the collection of personal information is authorized under subsection 4.8 of the Aeronautics Act. For marine security clearances, the personal information is collected pursuant to part 5 of the Marine Transportation Security Regulations.

    Consistent Uses:

    Transport Canada (TC) discloses the applicant’s name, address, sex, date of birth, place of birth, physical attributes, fingerprints and employer information to the RCMP’s Automated Fingerprint Identification System (AFIS) to conduct a fingerprint based criminal record check. In addition to the information above, the RCMP discloses port of entry and date of entry to the Federal Bureau of Investigation (FBI) to conduct a criminal record check in the United States for applicants who live outside of Canada, who have lived in the United States within the last five years, or who are citizens of the United States. TC checks the applicant’s name, sex and date of birth with the RCMP’s Canadian Police Information Centre (CPIC) database. If the applicant has lived outside of Canada within the last five years, TC checks the FBIs National Crime Information Centre to determine whether the applicant has any criminal activity that does not appear in the RCMP’s AFIS (e.g. warrant, outstanding charges). The check will also determine if the applicant has a pattern of lost or stolen passports. The applicant’s name and date of birth are disclosed to the RCMP’s Security Intelligence Background Section to verify whether the applicant is linked to any criminal organizations. The applicant’s name, sex, address, date of birth, place of birth, marital status, occupation, work, education history, resident history, passport number, telephone number and identifying information about the applicant’s current and former spouse(s)/common-law partner(s) are disclosed to CSIS to determine whether the individual may constitute a threat to the security of Canada as defined in section 2 of the CSIS Act. If necessary, the complete application form is sent to CSIS if a security assessment of the applicant is required. For naturalized citizens or permanent residents, the name, date of birth, date of entry into Canada and/or immigration or citizenship reference numbers are disclosed to CIC to confirm that the information provided by the applicant matches that in the CIC database. Information may also be verified with other federal government institutions, other governments, foreign states, schools, landlords or employers to conduct checks on residency, employment, education or travel history. Transport Canada discloses the applicant’s name and date of birth to the airport/port authority or enrolment site to notify whether the clearance has been granted, refused, suspended or cancelled. For airport security clearances, the DCN, security clearance expiry date and current status are disclosed to the Canadian Air Transportation Security Authority (CATSA) to confirm that the applicant has a valid security clearance. The valid security clearance will enable CATSA to administer the issuance of an enhanced identification card, called the Restricted Area Identification Card (RAIC). After the security clearance has been granted, the Airport Pass Control Office may issue a RAIC. The RAIC allows employees who require access to restricted areas at airports to perform their work duties. For marine security clearance applications, the information may be disclosed to the Office of Reconsideration if applicants file for reconsideration due to refusal or cancellation of their security clearance under the Marine Transportation Security Clearance Program. Information may be used for evaluation, research and/or statistical purposes.

    Retention and Disposal Standards:

    Information is retained for two years after the worker’s departure or after the security clearance is expired, refused, suspended or cancelled and then destroyed. Applications that are not approved are retained for two years after the last administrative action and then destroyed.

    RDA Number: 98/001

    Related Record Number: TC ASE 010, TC ASE 014, TC MSE 004

    TBS Registration: 002868

    Bank Number: TC PPU 093

Marine Security Oversight

This sub-program supports marine security industry compliance with the regulatory framework through services, assessments and validations, inspections, audits and enforcement.

Office of Reconsideration - Marine

Description:

Records relate to the review, analysis and recommendations concerning the decision to refuse or cancel transportation security clearances, issued by the Minister of Transport for marine workers who require a security clearance in order to access restricted areas or to carry out certain duties.

Document Types:

Correspondence, audio CDs, application forms, contracts, reports, briefing notes, memoranda, meeting agendas and minutes, audits, Treasury Board submissions, due diligence reports, legal opinions, risk assessments, progress reports, annual reports, site visit reports, news releases, Question Period notes, questions and answers, speaking points and media lines.

Record Number: TC HRM 001

  • Office of Reconsideration (OoR) – Marine Transportation Security Clearance Program (MTSCP)

    Description:

    This bank describes information about individuals who have submitted an application to the OoR because they have had their security clearance refused or cancelled under the Marine Transportation Security Clearance Program (MTSCP). Personal information collected on the application form includes name, contact information, grounds for reconsideration, and a copy of the decision that is the subject of the request for reconsideration. The OoR has access to personal information used by the Security Screening Program (SSP) to recommend to the Minister that an individual’s security clearance be refused or cancelled; (refer to the Transport Canada Personal Information Bank entitled Transportation Security Clearances, no. TC PPU 093). This information contains documents previously gathered by Security Screening Program and may include personal histories, briefs, intelligence reports, threat and risk assessments, briefing notes, correspondence, from the Canadian Security Intelligence Service (CSIS), Royal Canadian Mounted Police (RCMP), law enforcement agencies and Citizenship and Immigration Canada (CIC) as well as information obtained from a foreign country and correspondence from probation officers and legal representatives. The OoR does not contact other departments or agencies to obtain the information.

    Class of Individuals:

    Marine workers who apply for reconsideration after their security clearance has been refused or cancelled under MTSCP.

    Purpose: The information is used to enable the Minister to reconsider his/her decision to refuse or cancel an individual’s security clearance under the MTSCP. The authority to collect personal information is authorized by section 517 of the Marine Transportation Security Clearance Regulations.

    Consistent Uses:

    Independent Advisors will ensure that the information gathered by Security Screening Program for the Minister to make his/her decision is verifiable, reliable and sufficient. If additional information or clarification is needed, the IAs may contact the OoR to obtain it from the Security Screening Program. Further to the Independent Advisor’s report, the Minister will decide whether to refuse or cancel a security clearance. Information may be used for audit, evaluation, research and/or statistics. The material collected by the SSP may be shared with Independent Advisors (IAs) engaged by the Minister to provide advice with respect to the application for reconsideration. Following a written or oral representation from the applicant, new information gathered by the IA will be sent to the OoR along with their report containing their recommendation.

    Retention and Disposal Standards:

    Information is retained for two years after the last administrative use and then destroyed.

    RDA Number: 96/019

    Related Record Number: TC HRM 001

    TBS Registration: 20091012

    Bank Number: TC PPU 028

Marine Security Regulatory Framework

The sub-program provides a balance of tools such as policies, guidelines, regulations, and standards to promote a harmonized maritime security regulatory framework for Canadians and the marine industry.

Marine Security Policy and Coordination

Description:

Records relate to the development and coordination of Canadian policies across 17 different departments and agencies involved in marine security. Records also include information about the Interdepartmental Marine Security Working Group and the allocation of annual funding from the Marine Security Coordination Fund to Interdepartmental Marine Security Working Group members.

Document Types:

Correspondence, reports, policies, meeting agendas and minutes, terms of reference, records of decision, briefing notes, policies and guidelines; presentations, Treasury Board submissions and Cabinet documents.

Record Number: TC MSE 001

Marine Security Regulatory Affairs

Description:

Records relate to the development, amendment and harmonization of regulations and other legal instruments related to Canadian marine security, including the Marine Transportation Security Regulations, Domestic Ferries Security Regulations, proposed Administrative Monetary Penalties Regulations and the Marine Transportation Security Act. Also includes records about security measures, exemptions and regulatory comparisons with international trading partners.

Document Types:

Correspondence, reports, consultation meeting agendas and decision records, briefing notes, regulations, security measures, exemptions, memoranda of understanding, presentations, Treasury Board submissions for regulations and Cabinet documents.

Record Number: TC MSE 003

Motor Vehicle Safety

The program develops, administers and oversees the policies, regulations and standards necessary for the safety of motor vehicles and commercial vehicle operations in a manner that is harmonized with international and national standards. It contributes to reduced road deaths and injuries and provides safety oversight of the motor vehicle industry.

Motor Carrier Safety

The sub-program achieves safer motor carrier operations by advancing implementation of the National Safety Code and by managing a contribution program for provinces and territories towards consistent implementation of the National Safety Code. It is also achieved by maintaining the Federal Hours of Service Regulations for commercial vehicle drivers.

Motor Carrier Safety

Description:

Records relate to the facilitation of reduction of fatalities, injuries and crashes involving large commercial trucks and buses in Canada. Records include information about consultations with the provinces, territories and industry on rules and regulations governing the safe operation of commercial vehicles, drivers and operators. Also includes records relating to regulations that govern the construction and importation of new motor vehicles under the Motor Vehicle Safety Act and limited operational matters for commercial motor vehicles (buses and trucks) under the Motor Vehicle Transport Act. Information also relates to the National Safety Code, a comprehensive set of 15 standards, created to improve motor carrier safety in Canada through the consistent implementation of safety standards.

Document Types:

Correspondence, regulations, statistics and briefing notes.

Record Number: TC RSA 005

Road Safety Outreach

Description:

Records relate to road-user and road infrastructure safety for the increased safety of the traveling public. Records include information about driver distractions, child safety, commercial vehicle drivers, impaired driving, traffic safety and winter driving. Also includes records regarding the Canada Motor Vehicle Safety Act and consultations with industry, the provinces, universities, police, community groups and government partners.

Document Types:

Correspondence, briefing and discussion papers, reports, meeting agendas and minutes, terms of reference, presentations, legal opinions, evaluations, memoranda of understanding, standard operating procedures, publications, displays and brochures.

Record Number: TC RSA 006

Motor Vehicle Safety Oversight

The sub-program assesses compliance of the Motor Vehicle manufacturing industry with the regulatory framework through inspections, audits, physical testing and enforcement.

Motor Vehicle Regulations Enforcement

Description:

Records related to the verification that regulated vehicles and vehicle parts, child restraints, and tires made in or imported into Canada meet safety performance requirements and equipment installation standards, as stated in the Motor Vehicle Safety Act. Includes records related to compliance testing, fleet operation, audits, enforcement, importation and defect investigations and recalls.

Document Types:

Correspondence, briefing and discussion papers, reports, meeting agendas and minutes, terms of reference, presentations, legal opinions, evaluations, memoranda of understanding, Treasury Board submissions, Cabinet documents and standard operating procedures.

Record Number: TC RSA 002

  • Importation of Vehicles

    Description:

    This bank describes information about individuals who import vehicles temporarily or permanently into Canada. Personal information may include name, contact information, language of preference, vehicle information, vehicle identification number (VIN), port code and last four digits of credit card.

    Class of Individuals:

    Persons importing vehicles into Canada.

    Purpose:

    The information is collected to ensure that permanently imported vehicles comply with the CMVSSs and to permit the temporary importation of non-compliant vehicles into Canada. The collection of personal information is authorized under paragraph 7(1)(a) of the Motor Vehicle Safety Act.

    Consistent Uses:

    The VIN is disclosed to other parties (e.g. dealerships) to confirm that vehicles pass the Registrar of Imported Vehicles (RIV) inspection in accordance with the CMVSSs. For the temporary importation of vehicles, Transport Canada discloses the VIN to provincial/territorial governments and the Canadian Council of Motor Transport Administrators (CCMTA) to recommend that a vehicle not be licensed if the agent/importer has not confirmed that the vehicle has been exported or destroyed prior to the expiry date of authorization. Information is disclosed to the CCMTA for recall purposes. Information may be used for evaluation purposes.

    Retention and Disposal Standards:

    For permanent importation of vehicles, information is retained in the database for ten years after the last administrative action and then destroyed. For importation of temporary vehicles, information is retained in the database for five years and then destroyed. All hardcopy application forms are retained for five years after the last administrative action and then destroyed.

    RDA Number: 97/019

    Related Record Number: TC RSA 002

    TBS Registration: 003938

    Bank Number: TC PPU 006

    Note: The RIV, on behalf of Transport Canada, inspects vehicles originally manufactured for the U.S. market to ensure that they comply with the Canada Motor Vehicle Safety Standards (CMVSSs). Transport Canada regulates passenger cars, trucks, multipurpose passenger vehicles, incomplete vehicles, trailers, motorcycles, restricted-use motorcycles, low-speed vehicles, three-wheeled vehicles, trailer converter dollies, snowmobiles less than 15-years old and buses manufactured after January 1, 1971. This bank was revised in 2009 and was formerly named the Registry of Imported Vehicles.

  • Motor Vehicle and Motor Vehicle Equipment Safety - Related Defect Complaints

    Description:

    This bank describes information that is about individuals who have reported safety-related problems involving their vehicles, tires or child car seats to Transport Canada’s Defect Investigations and Recalls Division. This information includes the names of the complainants, their contact information, their preferred language of communication, and often their vehicle identification numbers. Defect complaint reports may contain descriptions of defects and damage, as well as of motor vehicle crashes and resultant property damage, references to police reports, medical information relating to injuries suffered in motor vehicle crashes, information on pre-existing medical conditions and description of physical attributes. There may also be photographs of injuries and damaged vehicles, defective tires and child car seats. All the information is provided on a voluntary basis. The personal information may include name, contact information, medical information, other identification numbers and physical attributes.

    Class of Individuals:

    General public, parents and caregivers where child car seats are concerned, barristers and solicitors, officials from fleet management groups, insurance companies, private consulting firms, police services, other federal departments and provincial and municipal governments.

    Purpose:

    The personal information is used to investigate suspected violations of section 10 of the Motor Vehicle Safety Act. Section 10 of the Act obliges manufacturers and importers to notify Transport Canada and all current owners as soon as they become aware of a safety-related defect in their vehicles, tires or child car seats. Personal information is collected pursuant to paragraph 20(1)(a) of the Motor Vehicle Safety Act.

    Consistent Uses:

    The information may be used or disclosed for the following purposes: Other: Transport Canada defect investigators use the information collected to conduct research and studies and to make evaluations in the administration and enforcement of the Act. The information may be used to contact complainants in order to obtain additional information and evidence during investigations. With the consent of the complainant, the information may be shared with the manufacturer or importer of the vehicle, tire or child car seat concerned in order to inform them of the reported safety-related problem. The information may also be disclosed to Transport Canada’s Legal Services and the Attorney General of Canada when prosecuting a corporation or an individual who is accused of having contravened the requirements of the Act.

    Retention and Disposal Standards:

    Records will be retained for 15 years after last action and then are destroyed.

    RDA Number: 97/019

    Related Record Number: TC RSA 002

    TBS Registration: 20120442

    Bank Number: TC PPU 003

Motor Vehicle Test Centre Operations

Description:

Records relate to fund management, the management of fiduciary responsibilities, modernization of federal laboratories and, the management of the investments of the Motor Vehicle Test Centre Operations to perform needed maintenance and to expand its technological capabilities, and activities related to regulation updates, vehicle testing, research and regulations enforcement executed at the Center.

Document Types:

Correspondence, briefing and discussion papers, reports, meeting agendas and minutes, terms of reference, presentations, legal opinions, contracts, evaluations, memoranda of understanding and standard operating procedures.

Record Number: TC RSA 004

Motor Vehicle Safety Regulatory Framework

The sub-program provides a balance of tools such as policies, guidelines, regulations and standards to create and maintain a harmonized motor vehicle safety framework for Canadians and Canada’s Motor Vehicle manufacturing industry. The framework is developed using evidence obtained from field investigations, physical testing of vehicles, collision statistics, and joint regulatory development with our trading partners.

Motor Vehicle Standards, Research and Development

Description:

Records relate to the development and updating of policies and legislation (Motor Transport Safety Act/Motor Vehicle Transport Act). Includes records about regulations, standards development and updates. Also includes information concerning crash avoidance, crashworthiness evaluations of new vehicles sold in Canada, and scientific papers and reports relating to supporting the activities of regulatory updates and standards development.

Document Types:

Correspondence, briefing and discussion papers, reports, meeting agendas and minutes, terms of reference, presentations, legal opinions, scientific papers, evaluations, memoranda of understanding and standard operating procedures.

Record Number: TC RSA 003

Road Safety Program

Description:

Records relate to the promotion and development of best practices and national direction in road safety in the areas of road users and road infrastructure. Records include data collection and analysis on the numbers of road users, collisions, fatalities, seat belt use, etc. Records include information regarding the development and updating of the national vision, as well as work to meet the commitment to reduce the number of road fatalities and injuries and make Canada’s roads the safest in the world. Information also relates to the development and updating of policies and legislation (Motor Vehicle Safety Act).

Document Types:

Correspondence, briefing and discussion papers, reports, meeting agendas and minutes, terms of reference, presentations, legal opinions, evaluations, scientific papers, memoranda of understanding, project plans, surveys, statistical reports, Treasury Board submissions, Cabinet documents and standard operating procedures.

Record Number: TC RSA 001

Multimodal Safety and Security

The program contributes to policies and standards that enhance safety and or security in more than one transportation mode. It also provides a technical training regime for inspectors and technical experts, ensuring the required competencies are acquired and maintained to meet or surpass nationally consistent standards. Lastly, it works to prepare for and coordinate the response to emerging safety and security threats and situations that may impact the national transportation system or the department.

Emergency Preparedness and Situation Centres

The sub-program works to ensure that Transport Canada is prepared for and able to respond to emerging threats and situations that may impact the national transportation system by collaborating closely with partners throughout the Department, industry, stakeholders and other government departments and or agencies.

Emergency Preparedness

Description:

Records relating to planning exercises, training, liaison and operations (Situation Centre) in support of modes and regions regarding emergency preparedness. Records relate to the management of crises, which have included H1N1, emergencies such as the ice storm of 1998 and the sinking of the B.C. Ferry, as well as events such as the G8/G20 Summits and the Olympics.

Document Types:

Correspondence, briefing notes, discussion papers, reports, meeting agendas and records, terms of reference, program policies and guidelines, presentations, Memoranda of Understanding and Standard Operating Procedures.

Record Number: TC ASA 001

Integrated Technical Training

The sub-program is responsible to maintain an integrated technical training branch that is accountable for assessing training needs, designing, developing, delivering and evaluating technical training products and services. It is also responsible for the management of an integrated Learning Management System to manage, track and report technical learning, including the hosting of e-learning courses.

Security Expertise - Critical Information

Description:

Records relate to the development, delivery and documentation of the application development life cycle to support the business needs of each of the modes within the four security directorates, including the provision of technical advice to all modes, and the liaison with corporate informatics to ensure adherence to the Information Management/Information Technology Framework of the Department.

Document Types:

Correspondence, briefing and discussion papers, reports, meeting agendas and minutes, terms of reference, presentations, memoranda of understanding, funding documents and standard operating procedures.

Record Number: TC ASE 003

Security Expertise - Education and Training

Description:

Records relate to training needs analysis, design, development, delivery and evaluation of security inspectors’ national training programs and on-the-job training (OJT) for all modes, as well as training standards and guidelines provided to the aviation security industry to assist it in the development of training programs that meet the regulated requirements. Records include participant and instructor training manuals, including lesson plans, handouts, etc., training needs assessments, course evaluation reports, learning files (OJT checklists, progress reports, etc.), and guidance material for industry.

Document Types:

Correspondence, training manuals, assessments, evaluation reports, terms of reference, technical blueprints, exams, checklists, progress reports, training records and guidance material.

Record Number: TC ASE 002

Security Expertise – Security Management Systems

Description:

Records relate to the development of the Security Management Systems (SeMS) Policy, including documents relating to SeMS policy and criteria development, presentation materials related to SeMS education, and reports derived from research activities conducted by the SeMS team (security learning activities, including security assessments).

Document Types:

Correspondence, briefing notes, backgrounders, presentation materials, reports, meeting agendas and minutes, terms of reference and charts.

Record Number: TC ASE 004

Security Expertise - Security Technology Coordination

Description:

Records related to security-related research, such as projects that apply to aviation, marine, rail and mass transit, as well as activities such as regular technology meetings to share information among the three modes of transportation.

Document Types:

Correspondence, meeting agendas and minutes, terms of reference, proposals and reports.

Record Number: TC ASE 005

Multimodal Strategies and Integrated Services

The sub-program provides strategic direction and advice on, and leads the coordination of, cross-cutting issues, the delivery of departmental enforcement services and regulatory and policy initiatives affecting transportation in Safety and Security. It also directs integrated planning and reporting initiatives and serves as the main departmental point of contact for security and intelligence matters through its liaison with the Canadian intelligence community and its central role in the sharing and analysis of intelligence information. The program is also responsible for processing requisite transportation security clearances for workers within the national transportation infrastructure.

Intelligence Assessment

Description:

Records relate to the assessment of threats to transportation, transportation economic intelligence, intelligence liaison, events, exercises, training and awareness in support of the surface, air and marine safety and security modes in each region.

Document Types:

Correspondence, assessments, briefing and discussion papers, reports, meeting agendas and minutes, terms of reference, program policies and guidelines, presentations, memoranda of understanding and standard operating procedures.

Record Number: TC ASE 001

Rail Safety

The program develops, administers and oversees policies and regulatory instruments necessary for the safety of railway operations in a manner consistent with North American and International safety standards/levels. It fosters safety within the rail transportation system and provides oversight of the rail industry. Lastly, it promotes public safety at crossings, identifies the risks of trespassing and provides funds to improve safety at grade crossings.

Rail Safety Awareness and Grade Crossing Improvement

The sub-program provides funding for safety improvements at grade crossings and promotes public and stakeholder awareness and education in order to prevent fatalities and injuries.

Grade Crossing Closure Program

Description:

Records relate to the allocation of funds to the annual grant program, funded under section 12 of the Railway Safety Act for the closure of unsafe private and public road crossings.

Document Types:

Correspondence, briefing and discussion papers, reports, contribution agreements, assessments, meeting agendas and minutes, terms of reference, Treasury Board submissions, Cabinet documents, program policies and guidelines, application forms, copies of contracts, evaluations, audit reports, proposals and procedures.

Record Number: TC RAS 002

Grade Crossing Improvement Program

Description:

Records related to the allocation of funds for the annual contribution program, funded under section 12 of the Railway Safety Act.

Document Types:

Correspondence, briefing and discussion papers, reports, contribution agreements, assessments, meeting agendas and minutes, terms of reference, Treasury Board submissions, Cabinet documents, program policies and guidelines, application forms, copies of contracts, evaluations, audit reports, proposals and procedures.

Record Number: TC RAS 003

Rail Safety Oversight

The sub-program promotes compliance of the rail industry with the regulatory framework through inspections, audits and enforcement.

Rail Safety Operations Management

Description:

Records relate to the development, implementation and monitoring of Transport Canada’s Rail Safety Operations Management programs, covering a variety of complex areas in rail transportation for the Canadian public and businesses. Includes records about the development and approval of standards, rules and regulations pertaining to safety of railway equipment, operations, signals and communications systems, road crossings, access control and infrastructure (tracks, bridges, and rights-of-way). Also includes records concerning the development and oversight of Transport Canada’s rail safety monitoring programs, as well as records regarding the development and establishment of a national framework, strategies, goals and operations, plans for the railway safety management system regulatory compliance program, performance measurement indicators and audit framework strategies and plans.

Document Types:

Correspondence, briefing and discussion papers, reports, meeting agendas and minutes, terms of reference, presentations, legal opinions, Cabinet documents, regulations, rules, and standards, memoranda, certificates, notices and orders, audits, risk evaluations, studies and surveys, policies and guidelines.

Record Number: TC RAS 004

Rail Safety Regulatory Framework

The sub-program provides a balance of tools such as policies, guidelines, regulations, rules and engineering standards to promote a harmonized rail safety regulatory framework for the rail industry and the public, at large, while ensuring viability of the rail sector.

Rail Safety Regulatory Affairs

Description:

Records relate to the development, implementation and management of Transport Canada’s Rail Safety Regulatory Affairs program, including legislation, harmonization, regulatory development, policy and regulatory affairs encompassing all aspects of rail safety for the Canadian public, industry and businesses. Includes records about the development and amendment of legislation and harmonization of regulatory requirements for the safety of the Canadian railway system in concert with the Department of Justice, Transportation Safety Board, the Privy Council Office and provincial and international counterparts on rail safety. Records also include information about the development of procedures for Administrative Monetary Penalties and the development and maintenance of the Rail Safety Inspectors’ Manual.

Document Types:

Correspondence, briefing and discussion papers, reports, meeting agendas and minutes, terms of reference, presentations, legal opinions, Cabinet documents, regulations, rules, and standards, memoranda, policies and guidelines.

Record Number: TC RAS 001

Surface and Intermodal Security

The program develops, administers and oversees the policies, regulations/voluntary frameworks, standards and guidance material necessary for the secure conduct of Surface and Intermodal activities. It fosters the security of the surface and intermodal transportation system across Canada.

Emergency Planning and Emergency Management

Description:

Records relate to the development and implementation of policies and regulations related to surface transportation emergency planning and emergency management, transportation planning boards and committees, emergency exercises and the Situation Centre.

Document Types:

Correspondence, briefing and discussion papers, reports, agreements, assessments, meeting agendas and minutes, terms of reference, memoranda, business continuity plan, drills and exercises, Treasury Board submissions, policies and guidelines, Cabinet documents and procedures.

Record Number: TC SIS 002

Surface and Intermodal Security Operations

Description:

Records relate to the oversight and enforcement of the regulations and voluntary frameworks related to surface and intermodal security including passenger and freight rail, intercity busing, urban transit, such as inner-city busing, rail and subway, and international bridges and tunnels, gateway and trade corridors. Also includes records about the development and implementation of the regulations related to the Railway Safety Act, the Transportation of Dangerous Goods Act and the International Bridges and Tunnels Act, as well as the implementation of the Memorandum of Understanding between Transport Canada and the Railway Association of Canada to enhance the signatories’ ability to improve the security of their operations. Also includes information about security promotion for surface transportation operators through newsletters, workshops, partnerships, meetings, development of guidance materials and evaluations, and the development and implementation of related manuals, such as the Closed-Circuit Television Manual. Records and studies also relate to the testing, evaluation, research and development of security technologies that are applicable to surface and intermodal security.

Document Types:

Correspondence, briefing and discussion papers, reports, agreements, assessments, meeting agendas and minutes, terms of reference, memoranda, Treasury Board submissions, Cabinet documents, policies and guidelines.

Record Number: TC SIS 003

Transportation of Dangerous Goods

The program develops, administers and oversees the policies, regulations and standards necessary for the safe transportation of dangerous goods by all modes of transport in Canada in a manner harmonized with international standards and, provides expertise in emergency response in the event of a release of dangerous goods. It works to prepare for and coordinate the response to safety and security threats and incidents that may impact the national transportation system or the department with regards to chemical, radiological, biological, nuclear or explosive substances. Lastly, the program fosters safety in the transport of dangerous goods, provides oversight of the transportation industry, enforces international conventions signed by Canada and responds to emergency situations that affect the safety of Canadians.

Emergency Response for Transportation of Dangerous Goods

The sub-program protects the safety of human life and health and of property and the environment by providing immediate 24-hour scientific advice, safety precautions and action measures to first responders through CANUTEC following an incident involving dangerous goods. It is also attending dangerous goods incidents and providing onsite response direction by Transportation of Dangerous Goods’s Remedial Measure Specialist as well as producing the Emergency Response Guide book as a tool for initial response during the first 15 minutes at the scene of an accident involving dangerous goods. Finally, it is conducting research on emergency response to releases of chemicals.

Transportation of Dangerous Goods Emergency Response

Description:

Records relate to the reporting of dangerous goods incidents or accidents and the operation of the Canadian Transport Emergency Centre (CANUTEC), which is a 24-hour technical information, safety precautions and action measures emergency response centre for first responders to transportation accidents involving dangerous goods. Includes records concerning the research and investigation of developments in emergency technologies and new information regarding dangerous goods, as well as co-production of the Emergency Response Guidebook.

Document Types:

Correspondence, legislation, regulations and safety standards, training and awareness material, policies, inspection reports, accident reports, advisory notices, bulletins, alerts, emergency response plans and guidebooks, evaluations, reports, certificates, agendas and minutes of meetings, briefing notes and memoranda of agreement and understanding.

Record Number: TC TDG 003

Transportation of Dangerous Goods Oversight

The sub-program supports compliance of industry with the regulatory framework through services, assessments and validations, inspections, audits and enforcement.

Transport Dangerous Goods Compliance Program

Description:

Records relate to the compliance with the Transportation of Dangerous Goods (TDG) Act and Regulations through national awareness activities, inspection, investigation, enforcement and the Emergency Response Assistance Plan registration program. Records also relate to liaising with federal departments, the provinces, territories and U.S. and international agencies, Transport Canada’s attendance at accidents involving dangerous goods, the provision of training for designated TDG inspectors, the development and compliance with the TDG Act and Regulations in a manner consistent with international provincial and modal harmonization. Records also include information about the development of tools developing tools and guidelines for inspectors and emergency responders, as well as the recording of ticket issuance related to offences designated as contravention.

Document Types:

Correspondence, legislation, regulations and safety standards, training and awareness material, inspectors’ manual, policies, inspection reports, accident reports, advisory notices, bulletins, alerts, emergency response plans and guidebooks, evaluations, reports, certificates, agendas and minutes of meetings, briefing notes and memoranda of agreement and understanding.

Record Number: TC TDG 002

Transportation of Dangerous Goods Regulatory Framework

The sub-program promotes public safety in the transportation of dangerous goods. The program provides a balance of tools such as policies, guidelines, regulations and standards to promote a harmonized regulatory framework for the safe transportation of dangerous goods within Canada and imported to Canada.

Transport of Dangerous Goods

Description:

Records relate to the development, implementation and administration of the Transportation of Dangerous Goods Act and Regulations. Includes records concerning to the representation of Canada in the North American Free Trade Agreement and United Nations Sub-Committee on Transportation of Dangerous Goods meetings. Records include information about the development of national and international standards for the manufacture, selection and use of dangerous goods transport containers and management of a container facility assessment and approvals program. Lastly, the information relates to the issuance of certificates for equivalent level of safety to allow non-compliance with regulations, the application of risk management in a regulatory framework, the evaluation of the impact of regulations, as well as research for the development of means of containment.

Document Types:

Correspondence, legislation, regulations and safety standards, evaluations, reports, certificates, agendas and minutes of meetings, briefing notes, Treasury Board submissions, Cabinet documents and memoranda of agreement and understanding.

Record Number: TC TDG 001

Gateways and Corridors

The program supports Canada’s international commerce by creating more efficient, reliable and seamless trade-related transport systems in Canada. It develops initiatives to improve and integrate transportation networks in key regions as well as fosters partnerships between all levels of government and the private sector. It supports and oversees projects that contribute to the increased capacity and efficiency of gateway and corridor infrastructure and also develops and puts in measures that remove impediments to the effective development of gateways and corridors. Lastly, it markets the use of gateways and corridors within Canada internationally.

Asia-Pacific Gateway and Corridor Initiative

The sub-program works to make Canada the best trade link between Asia and North America. It coordinates and manages an integrated set of investment and policy measures to boost Canada’s commerce with the Asia-Pacific region as well as increases the share of North American bound container imports from Asia. It also improves the reliability of the Gateway and Corridor.

Asia-Pacific Gateway and Corridor

Description:

Records relate to marine, road, rail and air transportation infrastructure challenges and opportunities of national significance for international commerce, including investment, policy and regulatory issues related to the efficiency of the Asia-Pacific Gateway and Corridor. Includes records related to competitiveness measures that affect the development, operation and marketing of the gateway. Also includes records relating to activities (trade missions, business-to-business outreach, etc.) undertaken to deepen international partnerships with key Asia-Pacific trading partners, such as China, to boost Canada’s trade.

Document Types:

Correspondence, memoranda of understanding, briefing notes, memoranda, contracts, contribution agreements, studies, Cabinet documents, Treasury Board submissions, press releases, presentations, key messages, speeches, technical analysis reports, meeting agendas and minutes, newsletters and publications.

Record Number: TC GAC 001

Value-Added Gateway

Description:

Records relate to initiatives undertaken to capture and retain the economic value associated with gateway investments, that is, to create more jobs for Canadians, generate greater wealth and contribute to long-term sustainable economic growth. Includes records regarding the provision of advice on policy alignment, regulatory and operational measures that impact the competitiveness of Canadian business. May also include records related to proposed changes in tariff legislation and regulations and the development of pilot projects and publications to raise awareness of Canada’s tax and duty relief advantages.

Document Types:

Correspondence, briefing notes, memoranda, contracts, contribution agreements, studies, publications, press releases, presentations, key messages, speeches, meeting agendas and minutes, technical analysis reports and publications.

Record Number: TC GAC 003

Gateways and Border Crossings Fund

The sub-program works to improve the flow of goods between Canada and the rest of the world by enhancing infrastructure at key locations, such as major border crossings between Canada and the United States, including the new Windsor-Detroit crossing.

Atlantic Gateway

Description:

Records relate to marine, road, rail and air transportation infrastructure challenges and opportunities of national significance for international commerce, including investment, policy and regulatory issues related to the efficiency of the Atlantic Gateway. Also includes records about the competitiveness measures that effect the development, operation and marketing of the gateway.

Document Types:

Correspondence, memoranda of understanding, briefing notes, memoranda, contracts, contribution agreements, studies, Cabinet documents, Treasury Board submissions, press releases, presentations, key messages, speeches, technical analysis reports, meeting agendas and minutes, newsletters and publications.

Record Number: TC GAC 004

Gateways and Border Crossings Fund

Description:

Records relate to the design and implementation of the Gateways and Border Crossings Fund, as well as analysis and advice concerning the possible funding of proposed transportation projects and studies under the Fund.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, reports, project proposals, performance indicators and metrics, payment requisitions and media lines.

Record Number: TC GAC 005

Ontario-Quebec Continental Gateway and Trade Corridor

Description:

Records relate to the assessment of marine, road, rail and air transportation infrastructure with respect to the handling of significant volumes/values of international commerce. Records include information regarding the identification of challenges and opportunities related to the multimodal transportation system, including investment, policy and regulatory issues related to the efficiency of the Ontario-Quebec Continental Gateway and Trade Corridor. Records also include information regarding competitiveness measures that effect the development, operation and marketing of the gateway.

Document Types:

Correspondence, memoranda of understanding, briefing notes, memoranda, contracts, contribution agreements, studies, Cabinet documents, Treasury Board submissions, press releases, presentations, key messages, speeches, technical analysis reports, meeting agendas and minutes, newsletters and publications.

Record Number: TC GAC 006

Windsor-Detroit Gateway

Description:

Records relate to policies, studies and funding for the planning, development and implementation of a new Detroit River crossing. Records include information relating to surface transportation infrastructure of national significance for international commerce, including investment, policy and regulatory issues concerning the Windsor-Detroit Gateway. Records relate specifically to the planning of a new Detroit River crossing project, including project components such as bridge, border inspection plazas, access road linking Highway 401 to the new bridge, interchange with Interstate 75, as well as projects in Windsor funded by the Border Infrastructure Fund, for instance the Walker Road rail underpass.

Document Types:

Correspondence, briefing notes, memos, contracts, Treasury Board submissions, Cabinet submissions and studies.

Record Number: TC GAC 007

Transportation Infrastructure

The program oversees, funds and manages multimodal transportation infrastructure under Transport Canada’s mandate to improve efficiency and service delivery for the benefit of Canadian taxpayers. It acts as the steward of certain commercial transportation assets operated by third parties on behalf of the federal government (airport authorities, port authorities, federal bridges, VIA Rail, Seaway, Marine Atlantic) as well as provides funding for Canada’s strategic transportation infrastructure, targeted to support federal objectives. It also develops transportation infrastructure policy through consultation with stakeholders and manages Transport Canada ports and airports. It supports essential services in some remote communities and manages legacy commitments as well as divests assets.

Airport Infrastructure

The sub-program looks after airport services under federal purview for the benefit of Canadian travelers and businesses. It provides stewardship of airport authorities with the goal of protecting the government’s interests as the landlord and ensuring compliance with lease terms. It operates federally owned regional, local and remote airports. It also provides financial support to non-federal eligible airports to maintain the ongoing operation and safety of airside infrastructure and, managers other airports’ infrastructure legacy commitments by providing financial support to twelve Labrador communities, through the provincial government, to maintain airstrips built under federal and provincial agreements.

Airport Authority Stewardship

Description:

Records relate to the management of contractual relationships with National Airports System, airport authorities, and NAV CANADA. Records include information pertaining to the management and monitoring of leases, letters patent, managed asset agreements, transfer agreements and financial statements and Transport Canada’s Environmental Information System. It also includes information relating to real property management such as title searches, bills of sale and other agreements.

Note: This class of records was formerly called Authorities Management and Real Property – Airports.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, audits, contribution agreements, Cabinet documents, Treasury Board Submissions, due diligence reports, legal opinions, project proposals, environmental screening reports, environmental monitoring reports, training manuals, contracts, claims, business plans, risk assessments, environmental assessments, concessionary agreements, third party agreements, pre-consultation and/or consultation reports, progress reports, annual reports, site visit reports, news releases, Question Period notes, questions and answers, speaking points and media lines.

Record Number: TC TIN 001

Aircraft Facilities

Description:

Records relate to the management and upkeep of aircraft hangars (leased and owned) and the Aircraft Services Training Centre. Records also include information about financials, environmental issues and maintenance of the buildings.

Document Types:

Correspondence, meeting agendas and minutes, terms of reference, security requirements and standards, deeds and title documents, maintenance manuals, contracts, architectural drawings, building permits, legal documents, leases, environmental assessments, presentations, memoranda, commissioned reports, memoranda of understanding, letters of agreement and manuals.

Record Number: TC ASA 007

Airport Operations

Description:

Records relate to the administration, design and management of airport legacy programs, as well as to the oversight of 17 airports and 1 water aerodrome owned/operated by Transport Canada. It includes information about the renewal of programs such as evaluations, program audits and management action plans. Records also contain information relating to the delivery of programs including proposals from applicants, guidelines, pamphlets, project review and approval, negotiation of contribution agreements and financial claims and payments, risk assessments, environmental assessments and Aboriginal consultations, as well as the management and monitoring of operations at Transport Canada’s owned/operated airports and airport capital projects, leases, licenses and revenue, operations and maintenance contracts for the sites and aviation refueling licenses; and project monitoring reports and monitoring for service standards, and documentation relating to changes to regulations.

Note: This class of records was formerly called Program Management – Airport.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, audits and evaluations reports, contribution agreements, Treasury Board submissions, legal opinions, project proposals, environmental screening reports, environmental monitoring reports, contracts, claims, financial statements, leases, business plans and feasibility assessments, progress reports, annual reports, news releases, Question Period notes, questions and answers, speaking points and media lines.

Record Number: TC TIN 003

  • Airside Vehicle Operators’ Permits (AVOPs)

    Description:

    This bank describes information that is related to Airside Vehicle Operator’s permits (AVOPs), which are issued by Transport Canada to individuals authorized to operate a vehicle without escort on that portion of an airport to which public access is normally restricted. Personal information may include name, contact information, employment information, provincial driver’s license number, name of company, permit information and security clearance number, site endorsement information, and results of evaluated knowledge and skill tests.

    Class of Individuals:

    Applicants for an AVOP or current or former holders of an AVOP issued by Transport Canada.

    Purpose:

    Personal information is collected under the authority of the Government Property Traffic Act, pursuant to sections 5 and 6 of the Airport Traffic Regulations, and is used to administer the AVOP program, which includes issuing, suspending, or revoking AVOPs. An AVOP ensures that individuals driving vehicles on the airside of airports have the required licensing and training to safely operate equipment in an aircraft operational setting.

    Consistent Uses:

    Information is shared with provincial motor vehicle licensing authorities to validate drivers’ licenses. For individuals who work for a company, information is disclosed for the company to confirm that they are required to drive vehicles or equipment on the airside of airports. Also, information may be used or disclosed to support evidence in court cases. In the event of an at-fault accident or wilful damage, the license information may be used in court, however this is a very rare occurrence. Information may be used for evaluation or reporting to senior management.

    Retention and Disposal Standards:

    Information is retained for two years after an employee’s departure and then destroyed.

    RDA Number: 99/009

    Related Record Number: TC TIN 003

    TBS Registration: 001898

    Bank Number: TC PPU 085

Small Aerodrome Support

Description:

Records relate to the provision of support for airside safety capital projects through the Airports Capital Assistance Program, which provides financial support to eligible non-federally owned airports that demonstrate a financial need to fund the capital expenditures necessary to maintain safety. Includes records relating to airside safety-related projects, such as rehabilitation of runways, taxiways, aprons, and heavy airside mobile equipment, as well as information relating to air terminal building safety-related projects, such as fire alarm systems and asbestos removal.

Note: This class of records was formerly called Program Management - Airports Capital Assistance Program.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, audits and evaluations reports, Treasury Board submissions, legal opinions, project proposals and evaluations, financial statements, business plans and contribution agreements, news releases, Question Period notes, questions and answers, speaking points and media lines.

Record Number: TC ASA 012

Marine Infrastructure

The sub-program operates from a commercially-based policy framework, and supports Canadian trade by making marine assets available for commercial use. The program is delivered by methods such as providing stewardship of assets operated by third parties, providing direct public-sector delivery, and managing contribution agreements. The program acts as steward of Canada Port Authorities and the land they manage and operates and divests Transport Canada’s public ports. It also acts as steward of, and provides support to, remote, regional and constitutionally-mandated ferry services as well as the Canadian portion of the Seaway.

Canada Port Authorities

Description:

Records relate to the management and monitoring of leases, letters patent, managed asset agreements, transfer agreements and financial statements and Transport Canada’s Environmental Information System. Also includes records relating to real property management such as title searches, bills of sale and other agreements.

Note: This class of records was formerly called Authorities Management and Real Property – Ports.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, audits, contribution agreements, Cabinet documents, Treasury Board Submissions, due diligence reports, legal opinions, project proposals, environmental screening reports, environmental monitoring reports, training manuals, contracts, claims, business plans, risk assessments, environmental assessments, concessionary agreements, third party agreements, pre-consultation and/or consultation reports, progress reports, annual reports, site visit reports, news releases, Question Period notes, questions and answers, speaking points and media lines.

Record Number: TC TIN 014

Ferry Services Stewardship and Support

Description:

Records relate to the development and implementation of government policies with respect to the federal government’s role in the provision of ferry services. Includes records concerning the stewardship responsibilities related to Marine Atlantic Incorporated, the Crown Corporation that provides ferry services between Newfoundland and Labrador and Nova Scotia as part of the constitutional obligation. Also includes records relating to the federal government’s role in supporting other ferry services such as Digby, Nova Scotia-Saint John, New Brunswick; Wood Islands, Prince Edward Island-Caribou, Nova Scotia; and Souris, Prince Edward Island-Les-Iles-de-la Madeleine, as well as the grant to B.C. Ferries.

Note: This class of records was formerly called Ferry Policy.

Document Types:

Correspondence, briefing notes, reports, presentations, agreements, consultation papers, Cabinet documents, meeting agendas, meeting minutes, memoranda, policies, guidelines and Treasury Board submissions.

Record Number: TC TIN 006

Port Operations

Description:

Records relate to the administration, design and management of ferry programs such as the Ferry and Coastal Passenger and Freight Services Program as well as to the oversight of 67 ports owned/operated by Transport Canada. Records contain information about the renewal of programs, including evaluations, program audits and management action plans, as well as the delivery of programs, including proposals from applicants, guidelines, pamphlets, project review and approval, negotiation of contribution agreements and financial claims and payments, risk assessments, environmental assessments and Aboriginal consultations.

Note: This class of records was formerly called Program Management – Ferry.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, audits and evaluations reports, contribution agreements, Cabinet documents, Treasury Board submissions, legal opinions, project proposals, environmental screening reports, environmental monitoring reports, contracts, claims, financial statements, leases, business plans and feasibility assessments, progress reports, annual reports, news releases, Question Period notes, questions and answers, speaking points and media lines.

Record Number: TC TIN 016

Seaway Stewardship and Support

Description:

Records relate to the development and implementation of government policies with respect to domestic marine transportation services in the areas of coasting trade, short sea shipping and northern marine transportation. Records also relate to the management of contractual relationships with the St. Lawrence Seaway Management Corporation.

Note: This class of records was formerly called Authorities Management and Real Property - St. Lawrence Seaway.

Document Types:

Correspondence, forms, briefing notes, memoranda, meeting agendas and minutes, audits, contribution agreements, Cabinet documents, Treasury Board Submissions, due diligence reports, legal opinions, project proposals, environmental screening reports, environmental monitoring reports, training manuals, contracts, claims, business plans, risk assessments, environmental assessments, concessionary agreements, third party agreements, pre-consultation and/or consultation reports, progress reports, annual reports, site visit reports, news releases, Question Period notes, questions and answers, speaking points and media lines.

Record Number: TC TIN 015

Surface and Multimodal Infrastructure

The sub-program supports Canada’s trade and mobility by fostering efficient and economic access to surface transportation networks while furthering transportation safety. The program develops, designs, negotiates and manages federal funding for highways, borders, railways, transit and federal bridges. It also works with provinces, territories and other partners on infrastructure programs and policies, with a particular focus on the National Highway System. Lastly, it acts as steward for VIA Rail and federal bridges and manages regional rail service legacy commitments.

Crown Corporation Matters

Description:

Records relate to the coordination and facilitation of the provision of policy advice, governance and strategic direction to the Minister relating to Crown corporation matters and horizontal issues impacting the Minister’s portfolio. Includes records related to the management boards of the Atlantic Pilotage Authority, Great Lakes Pilotage Authority, Laurentian Pilotage Authority, Pacific Pilotage Authority, Blue Water Bridge Authority , Canada Post, Ridley Terminals Inc., VIA Rail Canada Inc., Marine Atlantic Inc. Canadian Air Transport Security Authority, and Federal Bridge Corporation Limited and subsidiaries. Records include information about the appointments and reappointments of both Governor in Council and Ministerial appointments.

Document Types:

Correspondence, legislation, reports, certificates, agendas and minutes of meetings, briefing notes, Treasury Board submissions, Cabinet documents, memoranda of agreement and understanding, presentations, corporate plans and Governor in Council appointments.

Record Number: TC MOS 003

Federal Bridge Stewardship

Description:

Records relate to the oversight of bridge-related Crown corporations such as Federal Bridge Corporation Limited, Jacques Cartier and Champlain Bridges Incorporated, Seaway International Bridge Corporation, St. Mary’s River Bridge Company (Sault Ste. Marie International Bridge) and Blue Water Bridge Canada. Records also contain information about the management and monitoring of various projects including financial contributions, agreement management with Victoria Bridge and Confederation Bridge, the administration of the International Bridges and Tunnels Act, including applications, compliance, safety reports related to ownership, alteration and construction, as well as policy development and analysis of federal involvement in various bridges

Note: This class of records was formerly called Bridge Policy and Programs.

Document Types:

Correspondence, briefing notes and memoranda, memoranda to cabinet, corporate plans, meeting agendas and minutes, audits, legal agreements, Cabinet documents, Treasury Board Submissions, due diligence reports, legal opinions, safety reports, project proposals, environmental screening reports, environmental monitoring reports, contracts, claims, business plans, environmental assessments, risk assessments, third party agreements, pre-consultation and/or consultation reports, progress reports, annual reports, news releases, Question Period notes, questions and answers, speaking points and media lines.

Record Number: TC TIN 009

Highway and Other Transportation Infrastructure Support

Description:

Records relate to studies on and the framework, criteria and analysis of the development of the National Highway System (NHS) and highway policy in general that supports the best possible transportation system for Canada. Records include information relating to federal, provincial and territorial discussions and negotiations on the subject of highway policy and the NHS.

Note: This class of records was formerly called Safety Management Services.

Document Types:

Correspondence, briefing notes, memoranda, presentations, statistics, meeting agendas and minutes, reports, studies and media lines.

Record Number: TC TIN 011

Railway Passenger Policy

Description:

Records relate to the development, implementation and monitoring of government policies with respect to the role of Canada’s passenger rail industry in the multimodal passenger marketplace and to ensuring that it meets the varied requirements of the Canadian economy and needs of Canadian travelers. Records also relate to the department’s stewardship and funding responsibilities for VIA Rail Canada, the Crown Corporation that provides national passenger rail services across Canada. Also includes records relating to the management of a class contribution program focusing on the provision of funding to remote and regional passenger rail services in northern areas of Manitoba, Ontario and Quebec where there are limited or no other options for connecting to the national transportation system.

Document Types:

Correspondence, briefing notes, reports, presentations, agreements, consultation papers, legislation, regulations, Cabinet documents, meeting agendas, meeting minutes, memoranda and Treasury Board submissions.

Record Number: TC TIN 008

Surface Infrastructure Programs

Description:

Records relate to the management of surface infrastructure funding programs, such as the Strategic Highway Infrastructure Program (SHIP), the Border Infrastructure Fund (BIF), the Canada Strategic Infrastructure Fund (CSIF), the Asia-Pacific Gateway and Corridor Initiative (APGCI), the Gateways and Border Crossings Fund (GBCF) and the Building Canada Fund (BCF). Records include information such as the proposals from prospective proponents, due diligence process, project review and approval, contribution agreement negotiation, project management oversight documents (for example, project annual reports, financial audits and retrospective analysis) and reports. It also includes information about risk assessments, environmental assessments and Aboriginal consultations.

Document Types:

Correspondence, briefing notes, memoranda, meeting agendas and minutes, audits, contribution agreements, Treasury Board submissions, due diligence reports, legal opinions, project proposals, environmental screening reports, environmental monitoring reports, project maps, contracts, claims, cash flow forecasts, concessionary agreements, third party agreements, affidavits of project completion, pre-consultation and/or consultation reports, progress reports, project annual reports, site visit reports, news releases, Question Period notes, questions and answers, speaking points and media lines.

Record Number: TC TIN 012

Transportation Marketplace Frameworks

The program encourages transportation efficiency by fostering a competitive and viable transportation sector. It sets regimes governing the economic behavior of carriers in all modes of transportation and sets the rules of governance for all the transportation infrastructure providers falling under federal authority. It also monitors, analyzes, researches, and reports on the transportation system as well as promotes innovation in transportation. It enables access to transportation for Canadians and represents the interests of Canada in trade negotiations, international transportation fora and other international bodies. Lastly, it promotes access to markets in the context of international trade and fosters greater cooperation to support economic activity.

Air Marketplace Framework

The sub-program encourages transportation efficiency by fostering a competitive and viable air industry, including airlines, airports and NAV CANADA. It provides opportunities for Canadian airlines to grow and compete successfully in a more liberalized global environment and sets the governance regimes of national air infrastructure providers. The program activities include establishing laws and regulations governing the economic behavior of air carriers and air infrastructure providers; encouraging competition and the development of new and expanded international air services to benefit travelers, shippers, and the tourism and business sectors by managing bilateral and multilateral air service relations; working collaboratively with other government departments and industry stakeholders to promote air transport facilitation policies and initiatives in support of broader Government of Canada industry, trade, travel and tourism objectives such as Gateways and Corridors Initiatives and the Blue Sky International air policy; fostering greater cooperation in the area of Civil Aviation to support economic activity, and representing the interests of the Canadian aviation sector at the International Civil Aviation Organization.

Air Navigation Services Policy

Description:

Records relate to the development and implementation of economic policy and legislative initiatives governing the air navigation system, such as the Civil Air Navigation Services Commercialization Act. Records also relate to the representation of Canada at the International Civil Aviation Organization in relation to fee-setting standards. Lastly, it includes records about briefings and advice to the Minister, recommendations to Cabinet and consultation with air industry stakeholders.

Document Types:

Correspondence, memoranda of understanding, briefing notes, memoranda, contracts, studies, Cabinet documents, Treasury Board submissions, press releases, presentations, key messages, speeches, newsletters, meeting agendas and minutes, policies and guidelines, agreements, publications and Question Period notes.

Record Number: TC TMF 002

Canada’s Permanent Mission to the International Civil Aviation Organization (ICAO)

Description:

Records relate to Canada’s representation and positions on aviation issues, including liaison and collaboration with other countries on diplomatic issues, public relations, governance, and communications as they pertain to the ICAO and the other 190+ member states of ICAO. Records relate to the participation in the development, administration and implementation of ICAO policies, programs and activities, consultation with Transport Canada, Foreign Affairs, Trade and Development Canada, the Canadian Transportation Agency and other federal agencies on issues arising in ICAO. Records include information concerning the representation of Canada’s positions on issues affecting Canada at ICAO, the provision advice to Transport Canada and other federal agencies on ICAO matters, the liaison between Canadian authorities and ICAO and member’s representatives, as well as management of the Headquarters Agreement and related issues as the hosting country on behalf of Foreign Affairs, Trade and Development Canada.

Document Types:

Correspondence, memoranda of understanding, analysis and research reports, briefing notes, memoranda, contracts, studies, technical reports, statistics, presentations, key messages, speeches, meeting agendas and minutes, agreements and publications.

Record Number: TC TMF 003

International Air Policy

Description:

Records relate to the development and implementation of policy frameworks affecting international air transport in Canada, including the management of bilateral and multilateral air service relations and the negotiation of bilateral air services treaties, in collaboration with Global Affairs Canada (GAC), the provision of advice to and collaboration with the Canadian Transportation Agency (CTA) on bilateral relations with other countries, recommendations concerning applications for international air service, analysis of international trends, the facilitation of international air travel to and through Canada, the designation of preclearance areas in Canadian airports. It also includes information regarding the provision of briefings and advice to the Minister, as well as recommendations to Cabinet, and consultation with air industry stakeholders. Includes records relating to the administration of the Blue Sky international air policy, Multiple Designation Policy for International Scheduled Air Services, Policy for International Passenger Charter Air Services, Policy for International All-Cargo Charter Air Services and the Air Cargo Transshipment Program, as well as Transport Canada’s liaison and collaboration with other countries, other government departments (GAC, CTA, the Canada Border Services Agency, Justice Canada, etc.) and within Transport Canada.

Document Types:

Correspondence, briefing notes, memoranda, contracts, studies, Cabinet documents, Treasury Board submissions, press releases, presentations, key messages, speeches, newsletters, meeting agendas and minutes, policies and guidelines, agreements, publications and Question Period notes.

Record Number: TC TMF 004

National Air Services Policy

Description:

Records relate to the development and implementation of economic policy and legislative initiatives governing domestic air carriers, such as the Canada Transportation Act and the Air Transportation Regulations. Records include information relating to the financial viability monitoring of airlines, the reviews of mergers and acquisitions and exemptions to the Canada Transportation Act and the Canadian Aviation Regulations from the public interest perspective, as well as the protection of passenger rights, including official languages. It also includes information about the provision of advice to and collaboration with the Canadian Transportation Agency on domestic air issues, briefings and advice to the Minister, including recommendations to Cabinet, and consultation with air industry stakeholders.

Document Types:

Correspondence, briefing notes, memoranda, contracts, studies, Cabinet documents, Treasury Board submissions, press releases, presentations, key messages, speeches, newsletters, meeting agendas and minutes, policies and guidelines, agreements, publications, Question Period notes and parliamentary questions.

Record Number: TC TMF 006

National Airports Policy

Description:

Records relate to the development and implementation of economic policy and legislative initiatives governing the operation of airports in Canada, such as the Airport Transfer Act (Miscellaneous Matters) and the National Airports Policy. Includes information relating to the financial viability monitoring of National Airports System to ensure the ongoing health of the Canadian airports system and representation of Canada at the International Civil Aviation Organization regarding fee-setting standards. Also includes records about briefings and the provision of advice to the Minister, recommendations to Cabinet and consultation with air industry stakeholders.

Document Types:

Correspondence, memoranda of understanding, briefing notes, memoranda, contracts, studies, Cabinet documents, Treasury Board submissions, press releases, presentations, key messages, speeches, newsletters, meeting agendas and minutes, policies and guidelines, agreements, publications and Question Period notes.

Record Number: TC TMF 005

International Frameworks and Trade

The sub-program ensures that policy objectives and stakeholder interests regarding transportation system efficiency are advanced at the international level and considered in the formulation of Government of Canada foreign policy and trade negotiation initiatives. It contributes to a coherent government-wide approach to managing international priorities as well as the broader trade, jobs and economic growth agenda, in order to bring maximum benefit to Canadians.

Trade Policy

Description:

Records relate to the transportation matters in bilateral, regional and multilateral free trade negotiations being led by Global Affairs Canada and transportation matters related to existing free trade agreements.

Document Types:

Correspondence, briefing notes, reports and memoranda.

Record Number: TC MOS 010

National Transportation System Analysis

Description:

Records relate to the analysis of marine, road, rail and air transportation and the integration of the entire transportation system for international trade. Records include information regarding the analysis of the current and future challenges and opportunities effecting the efficient movement of international freight across Canada. It also includes advice on future strategic investment, competitiveness measures, policies and regulations related to the optimization and adaptation of the three gateway initiatives.

Document Types:

Correspondence, memoranda of understanding, briefing notes, memoranda, contracts, contribution agreements, studies, press releases, presentations, key messages, speeches, technical analysis reports and meeting agendas and minutes.

Record Number: TC GAC 002

Marine Marketplace Framework

The sub-program encourages transportation efficiency by ensuring the appropriate economic policy and legislative frameworks in order to foster a competitive and viable Canadian marine industry. It is responsible for developing policies, legislation and regulations as well as monitoring the Canadian marine industry and ports system and establishing the rules of governance for Canada port authorities. It also negotiates and adopts international conventions and agreements and establishes the economic regimes governing market entry to both the Canadian marine marketplace and Canadian international marine trade. Lastly, it is representing the interest of Canada’s marine sector in international forums including the International Maritime Organization and setting the marine transportation liability regime.

International Marine Policy

Description:

Records relate to the development and implementation of government policies with respect to international marine transportation services in the areas of marine liability related to oil spills, marine and aviation war risk insurance, and liner shipping. Information also relates to the development, implementation and administration of legislation such as the Marine Liability Act , the Shipping Conferences Exemption Act and the Marine and Aviation War Risks Act. Lastly, records include information relating to the development and implementation of bilateral and multilateral maritime agreements developed under the auspices of various intergovernmental organizations such as International Maritime Organization (IMO), Asia-Pacific Economic Cooperation (APEC) and the Consultative Shipping Group.

Document Types:

Correspondence, briefing notes, reports, presentations, international agreements, consultation papers, legislation, regulations, Cabinet documents, meeting agendas and minutes, memoranda and Treasury Board submissions.

Record Number: TC TMF 007

Ports Policy

Description:

Records relate to the development and implementation of government policies with respect to the establishment and administration of the National Ports System, which includes 17 Canada Port Authorities. Records also relate to the development, implementation, amendment and administration of the Canada Marine Act and Letters Patent for each of the Canada Port Authorities. Records contain information regarding the stewardship responsibilities associated with Ridley Terminals Incorporated, the Crown Corporation that manages a coal handling terminal located at the Port of Prince Rupert.

Document Types:

Briefing notes, reports, presentations, correspondence, agreements, consultation papers, legislation, regulations, Cabinet documents, meeting agendas, meeting minutes, memoranda, Letters Patent and Treasury Board submissions.

Record Number: TC TMF 008

Surface Marketplace Framework

The sub-program encourages transportation efficiency by fostering healthy and competitive rail, motor carrier and bus industries in Canada. It develops, oversees and implements policy frameworks, legislation, regulations and international agreements and establishes economic regimes governing access the rail industry. It also oversees freight rail services and relationships between railways and shippers and passenger rail operations. It administers and the grain hopper car operating agreements with Canadian National and Canadian Pacific railways and the Grain Monitoring Program. It reviews mergers and acquisitions involving surface modes and conditions of entry into the commercial trucking and bus marketplace. It works with the provinces, territories and North American partners to harmonize rules affecting surface transportation as well as provides analysis and advice regarding the movement of freight in the surface mode and related issues such as congestion, road pricing, urban rail and encroachment. Lastly, it conducts ongoing national freight transportation system analysis in consultation with key stakeholder and addresses relevant international bridge and tunnel issues.

Motor Carrier Policy

Description:

Records relate to the analysis of motor carrier (truck and bus) policy issues related to the Motor Vehicle Transport Act and other motor carrier issues of interest to the federal government, such as vehicle weights and dimensions. Includes records related to the development of policy, legislation and regulations, industry trends, funding, external research and liaising with provinces/territories, foreign governments and stakeholders on initiatives related to motor carrier issues.

Document Types:

Correspondence, briefing notes, memoranda of understanding, analysis and research reports, memoranda, contracts and proposals, studies, statistics, due diligence reports, Cabinet documents, policy documents, press releases, presentations, key messages, speeches, newsletters, meeting agendas and minutes, publications and Question Period notes.

Record Number: TC TMF 009

Railway Freight Policy

Description:

Records relate to the development, implementation and monitoring of government policies with respect to Canada’s freight rail industry, facilitating rail freight service that meets the requirements of the Canadian economy and the needs of Canadian shippers, within multimodal logistics chains for goods and services. The information relates to periodic reviews of specific rail freight policies, such as the Canada Transportation Act Review and Rail Freight Service Review, including records relating to the federal government’s ownership of 13,000 hopper cars used in the rail transportation of western grain.

Document Types:

Correspondence, briefing notes, reports, presentations, agreements, consultation papers, legislation, regulations, Cabinet documents, meeting agendas and minutes, memoranda and Treasury Board submissions.

Record Number: TC TMF 010

Surface and Intermodal Security Policy

Description:

Records relate to the development and implementation of policies, regulations and voluntary frameworks related to surface (road and rail) and intermodal (use of multiple modes of transportation and a degree of interconnectivity and interchange between the modes) transportation security, including passenger and freight rail, intercity busing subject to federal jurisdiction, urban transit, such as inner-city busing, commuter rail and subway. Records also include information concerning international bridges and tunnels and supply-chain security. Lastly, information relates to the development and implementation of surface and intermodal transportation policies related to the Railway Safety Act, the Transportation of Dangerous Goods Act, the International Bridges and Tunnels Act, the federal government’s transportation security mandate, as well as Transport Canada’s voluntary surface security regime, including the Memorandum of Understanding between Transport Canada and the Railway Association of Canada, which commits signatories to enhancing the security of their operations, and Codes of Practice, which are a series of voluntary security standards for rail and urban transit operators (for example, Codes of Practice on Developing and Maintaining Security Plans for Rail and Transit Operators and on Conducting Security Risk Assessments of Rail and Transit Operations).

Document Types:

Correspondence, briefing and discussion papers, reports, agreements, assessments, meeting agendas and minutes, terms of reference, memoranda, Treasury Board submissions, Cabinet documents, policies and guidelines.

Record Number: TC SIS 001

Transportation Analysis and Innovation

The sub-program conducts research and analysis to advance the understanding of key drivers for change in transportation, and inform policy decisions, which a view to increasing efficiency and promoting innovation and technological advances in the transportation sector. It manages transportation data collection efforts and monitors and reports on performance on the supply chain as well as related trends and outlooks in the transportation system. Finally, it conducts economic and exploratory and applied research to identify and foster the adoption of promising technologies as well as provides advice regarding that manner. 

Innovation Policy

Description:

Records relate to research and development and innovation-promising new and emerging technologies, innovation-related policies and regulations and workforce development. Includes records relating to sector productivity, environmental effects including climate change, aging infrastructure, changing demographics and northern transportation. Records also include information about the development and implementation of a strategic innovation framework, based on the analysis of emerging issues and trends, as well as departmental science and technology and workforce development activities.

Document Types:

Correspondence, reports, agreements, contracts, presentations, correspondence, meeting agendas, meeting minutes, memoranda of understanding, memorandum of cooperation, memoranda, briefing notes, policies and guidelines, procedures and communications products.

Record Number: TC TNN 001

Intelligent Transportation System (ITS)

Description:

Records relate to policies, studies, strategies and programs with respect to the research, development and deployment of intelligent transportation systems. Records typically include information regarding sensing, computing and communications technologies that are used together to manage transportation challenges across urban and rural Canada, as well as  technology components of infrastructure renewal, congestion, environmental concerns, climate change impacts and changing demographics.

Document Types:

Correspondence, reports, agreements, contracts, presentations, meeting agendas and minutes, memoranda of understanding, memorandum of cooperation, memoranda, briefing notes, policies and guidelines, procedures and communications products.

Record Number: TC TNN 002

Transportation Development Centre

Description:

Records relate to policies, studies and program records on the research and development of innovative technologies in all modes of transportation that improve the efficient and integrated movement of goods and people. The information relates to infrastructure renewal, congestion, environmental concerns, climate change effects and changing demographics.

Document Types:

Correspondence, technical reports, agreements, contracts, presentations, correspondence, meeting agendas, meeting minutes, memoranda of understanding, memorandum of cooperation, memoranda, briefing notes, policies and guidelines and procedures.

Record Number: TC TNN 003

Economic Analysis of all modes of Transportation

Description:

Records relate to the analysis and research fundamental in understanding and explaining trends and the evolution of different elements of the Canadian transportation system. The records include a wide range of analytical products related to passenger and/or freight transportation, including time series, statistical profiles (records contain data collected from the transportation industry and used in the development of the vast majority of other products, including the annual overview on the state of transportation in Canada), forecasts, performance indicators and socio-economic issues related to the transportation system, including the externalities of transportation.

Document Types:

Correspondence, memoranda of understanding, analysis and research reports, briefing notes, memoranda, contracts, studies, technical reports, statistics, Cabinet documents, Treasury Board submissions, press releases, presentations, key messages, speeches, newsletters, meeting agendas and minutes, policies and guidelines, agreements, publications and Question Period notes.

Record Number: TC MOS 004

Policy Integration and Research

Description:

Records relate to policy, regulatory and research initiatives in marine, road, rail, air and intermodal transportation, including environmental scans and documents pertaining to transportation policy frameworks.

Document Types:

Correspondence, briefing notes, presentations, policy research studies, Treasury Board submissions, technical analysis reports, Cabinet documents, key messages, contracts, contribution agreements and meeting minutes and agendas.

Record Number: TC TMF 001

Internal Services

Internal services constitute groups of related activities and resources that are administered to support the needs of programs and other corporate obligations of an organization. These groups are management and oversight services, communications services, legal services, human resources management services, financial management services, information management services, information technology services, real property services, materiel services, acquisition services, and travel and other administrative services. Internal services include only those activities and resources that apply across an organization and not to those provided specifically to a program.

Acquisition Services

Acquisition services involve activities undertaken to acquire a good or service to fulfill a properly completed request (including a complete and accurate definition of requirements and certification that funds are available) until entering into or amending a contract.

Communications Services

Communications services involve activities undertaken to ensure that Government of Canada communications are effectively managed, well coordinated and responsive to the diverse information needs of the public. The communications management function ensures that the public—internal or external—receives government information, and that the views and concerns of the public are taken into account in the planning, management and evaluation of policies, programs, services and initiatives.

Financial Management Services

Financial management services involve activities undertaken to ensure the prudent use of public resources, including planning, budgeting, accounting, reporting, control and oversight, analysis, decision support and advice, and financial systems.

Human Resources Management Services

Human resources management services involve activities undertaken for determining strategic direction, allocating resources among services and processes, as well as activities relating to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies and plans.

Information Management Services

Information management services involve activities undertaken to achieve efficient and effective information management to support program and service delivery; foster informed decision making; facilitate accountability, transparency and collaboration; and preserve and ensure access to information and records for the benefit of present and future generations.

Information Technology Services

Information technology services involve activities undertaken to achieve efficient and effective use of information technology to support government priorities and program delivery, to increase productivity, and to enhance services to the public.

Legal services

Legal services involve activities undertaken to enable government departments and agencies to pursue policy, program and service delivery priorities and objectives within a legally sound framework.

Management and Oversight Services

Management and oversight services involve activities undertaken for determining strategic direction and allocating resources among services and processes, as well as those activities related to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies or plans.

Materiel Services

Materiel services involve activities undertaken to ensure that materiel can be managed by departments in a sustainable and financially responsible manner that supports the cost-effective and efficient delivery of government programs.

Real Property Services

Real property services involve activities undertaken to ensure that real property is managed in a sustainable and financially responsible manner, throughout its life cycle, to support the cost-effective and efficient delivery of government programs.

Travel and Other Administrative Services

Travel and other administrative services include Government of Canada travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories.

Legend

  • Standard Classes of Records (CoRs)
    • Standard Personal Information Banks (PIBs)

Classes of Personal Information

Sampling, Testing and Controlling Moisture Content

This Class of Personal Information describes information used for approval of procedures for sampling, testing and controlling moisture content of cargoes which may liquefy. The personal information collected and used relates to contact information of individuals representing organizations applying for the issuance of Letter of Approval of procedures for sampling, testing and controlling moisture content under the International Maritime-Solid Bulk Cargoes (IMSBC) Code. This information will not be used for any administrative purpose affecting these individuals, nor is the information organized or is intended to be retrieved by name or other personal identifier. The information will be retained until we are informed of a change in company contact or until a request to remove a name from our database. The personal information will then be destroyed.

Manuals

  • Audit Procedure (Rail Safety)
  • Complaint Handling Procedure (Rail Safety)
  • Easy Does It! Transport Canada’s Plain Language Guide
  • Inspection Procedure (Rail Safety)
  • Investigation/Prosecution Procedure (Rail Safety)
  • Lost and Stolen Official Credentials Procedure (Rail Safety)
  • Manager’s Handbook on Security Screening
  • Motor Vehicle Regulations Enforcement
  • Notice and Order Procedure
  • Procedures for the 1-800 Office (Road Safety)
  • Publishing at Transport Canada
  • Rail Safety Compliance and Enforcement Manual
  • Security Screening Coordinator’s Manual
  • Standard Operating Procedures (Marine)
  • Transportation Appeal Tribunal of Canada Procedure
  • Transport Canada Interim Aboriginal Consultation and Accommodation Guidelines
  • Transport Canada Emergency Preparedness Manual
  • Transport Canada Rail Safety Interpretation Manual for Work Rest Rules
  • Transport Canada Aboriginal Consultation and Accommodation Training Manual
  • Transport Canada Visual Identity Manual

Additional Information

To make a formal request, mail your letter or Access to Information Request form (Access to Information Act) or Personal Information Request Form (Privacy Act), along with any necessary documents (such as consent or the $5.00 application fee for a request under the Access to Information Act) to the following address: 

Transport Canada
Access to Information and Privacy Coordinator
330 Sparks Street
Place de Ville, Tower C, XMSP
Ottawa, Ontario
K1A 0N5

The Government of Canada encourages the release of information through informal requests. To make an informal request, contact us at the address noted above or e-mail us at atip/aiprp@tc.gc.ca or by fax at 613-991-6594. You may also wish to consult Transport Canada’s proactive disclosure webpage, completed Access to Information ATI Summaries, summaries of completed Privacy Impact Assessments which will be published shortly on Transport Canada’s ATIP website, as well as the Government of Canada open data website. For general information about the programs and activities at Transport Canada, please call 613-990-2309.

Reading Room

In accordance with the Access to Information Act and Privacy Act, the applicant may wish to review material in person .

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