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

Foreign Affairs, Trade and Development Canada had its origin in history through an Act of Parliament in 1909 to deal with Canada's relations with other governments within the British Empire and with foreign states. In 1981, the foreign operations of the Immigration Service were brought into the department. In January 1982, there was a fundamental reorganization to include the foreign trade policy and international trade component of the Industry, Trade and Commerce Department. In 1992, the Immigration component of the Foreign Service was transferred to Employment and Immigration Canada. Certain other non-core functions such as the World Exhibition Program and International Sport Program were transferred to other departments. In 1993, the Investment Development Division of Investment Canada was merged within the department. In 2013, the Department of Foreign Affairs and International Trade amalgamated with the Canadian International Development Agency.

The Department’s legislative foundationThe Department of External Affairs Act of 1985, set forth the mandate of the department and provided for a Secretary of State for External Affairs and a Minister for International Trade. The name of the department was subsequently changed to External Affairs and International Trade Canada. In May 1995, the department assumed the name, Department of Foreign Affairs and International Trade; and the Secretary of State for External Affairs’ title was changed to Minister of Foreign Affairs. In June 2013, the department assumed its present ‘legal’ title, the Department of Foreign Affairs, Trade and Development (DFATD), as well as its ‘applied’ title of Foreign Affairs, Trade and Development Canada. Foreign Affairs, Trade and Development Canada reports to Parliament through the Minister of Foreign Affairs.

Responsibilities

The department is responsible for Canada's foreign policy and all matters relating to Canada's external affairs, including international trade and commerce, and international development. The department's specific areas of responsibility include international peace and security, international development assistance, global trade and commerce, diplomatic and consular relations, administration of the Foreign Service and Canada's missions abroad, and development of international law and its application to Canada.

As the federal government's centre of expertise on foreign affairs, trade and development, the department leads the government-wide approach to Canada's foreign affairs, trade and development policies; promotes international trade and commerce through initiatives such as negotiating agreements to open and/or expand markets, facilitating two-way trade and, investment and encouraging innovation through international partnerships, science and technology; offers consular and international commercial services, as well as timely and practical information on international issues and travel, enabling Canadians to participate in the international community; manages Canada’s official development assistance to deliver sustainable development programming, and manages Canada's missions worldwide thereby delivering the Government of Canada's international platform.

The department has four ministers (the Minister of Foreign Affairs, the Minister of International Trade, the Minister of International Development and La Francophonie, and the Minister for the Arctic Council), a minister of state (the Minister of State (Foreign Affairs and Consular)), and four parliamentary secretaries (the Parliamentary Secretary to the Minister of Foreign Affairs, the Parliamentary Secretary to the Minister of Foreign Affairs and for International Human Rights, the Parliamentary Secretary to the Minister of International Trade, and the Parliamentary Secretary to the Minister of International Development).

The department’s portfolio consists of the International Development Research Centre, Export Development Canada, the International Joint Commission (Canadian Section), the Canadian Commercial Corporation, and the Roosevelt Campobello International Park Commission.

The department fulfills its mandate through four main strategic outcomes, activities and priorities: Canada's International Agenda which provides policy advice and coordination, and conducts diplomacy and advocacy for the benefit of Canada and Canadians while reflecting the country's interests and values; International Services for Canadians which assists Canadians by providing international commercial and consular services; International Development and Humanitarian Assistance which helps Canada shape policy and promote a multilateral development and humanitarian system to address global problems; and Canada's International Platform which manages a network of missions abroad on behalf of the Government of Canada.

Institutional Functions, Programs and Activities

Consular Services and Emergency Management

The Consular Services and Emergency Management program provides travel advice and consular services to Canadians, as well as a coordinated Government of Canada response to emergencies affecting Canadians abroad. This work is done through consular agents and officers at missions abroad and through the use of the website travel.gc.ca and DFATD’s social network platform, which provides timely and accurate safe travel information and advisories to Canadians to allow them to make responsible decisions about travel to foreign countries. This program provides Canadians outside Canada with consular assistance for routine requests and also with 24 hours a day, seven days a week assistance in handling individual cases of distress. In cooperation with federal partners and missions, the program provides a coherent whole-of-government response to emergencies abroad affecting Canadians.

Consular Assistance for Canadians

The Consular Assistance for Canadians sub-program provides Canadians travelling abroad with timely and accurate travel information on travelling safely and with assistance related to routine and emergency consular situations outside Canada. It prepares Canadians for international travel through the provision of accurate, up-to-date travel information, including information on safety and security, local laws and customs, entry requirements, health conditions and other important travel issues. It supports outreach to the Canadian public and travel industry to make target groups aware that the department provides information allowing Canadians to make responsible decisions about travel to foreign countries. This sub-program provides Canadians abroad with assistance with routine requests for consular assistance (including proof of citizenship or passport replacement) as well as 24 hours a day, seven days a week emergency consular assistance in handling a wide variety of situations (including medical emergencies, death, arrest or incarceration). The sub-program enhances consular support for children and their family to deal with distress situations abroad such as child abduction cases and other complex international family issues. It also enables Canadians convicted abroad to access Transfer of Offenders Treaties and provides specialized services (authentication of Canadian documents, taking of oaths) for use by Canadian citizens abroad.

Authentication of Documents
Description: Records include information on the authentication of documents sometimes required by foreign governments/organizations for use abroad and include criminal record checks, fingerprint certificates and clearance certificates, translated documents, certificates of birth, marriage or death, educational documents, statements in-lieu of certificate of non-impediment to marriage abroad and other documents relating to legal documents and medical reports.
Document Types: birth certificates, marriage certificates, death certificates, powers of attorney, fingerprint forms, criminal record searches, marriages searches, wills, diplomas, transcripts
Record Number: DFATD JLD 204

Consular Assistance for Canadians in Distress Abroad
Description: Records include information on assistance and protection services for Canadians abroad, including assistance to distressed Canadians (e.g. during medical emergencies abroad or disasters); provision of emergency travel documents (temporary and emergency passports); access to the Transfer of Offenders Treaties by Canadians convicted abroad; children’s issues (including abduction, custody and well-being), and the ‘Our Missing Children’ program that works in co-operation with missions abroad and other federal and provincial government departments and agencies.
Document Types: policies, procedures, guidelines, directives, research and statistical reports, assessments, presentations, memoranda, correspondence files, agreements, regulations, training documents, budgets and expenditures, financial reporting, CAMANT notes
Format: Consular Management and Operations System database
Record Number: DFATD CLD 918

  • Consular Affairs - Assistance to Canadians
    Description: This bank contains information on Canadians residing in foreign countries registered with a Canadian mission, Canadians who sought or received assistance from a Canadian mission who were arrested or detained abroad, or Canadians who received advice or assistance from Consular Affairs related to visas, permits, etc. The information is in the form of applications, registration cards, memoranda, correspondence, reports and telegrams; information is received from the individuals themselves, Canadian and foreign agencies, and international organizations. This bank of information is stored electronically within a computerized client/server system called the Consular Management and Operations System (COSMOS). COSMOS consists of a series of Windows-based programs linked through a common centralized database located at the department’s headquarters. COSMOS provides consular staff with a comprehensive set of tools designed exclusively to facilitate the management of consular cases (including citizenship and immigration cases), the issuance of passports and the registration of Canadians abroad. Information entered into the database from either headquarters or the missions is instantly available to consular officials to assist their clients.
    Class of Individuals: Canadians resident in foreign countries who have registered with the nearest Canadian mission; Canadians who have sought or received assistance from Canadian missions; Canadians who have been arrested or detained abroad.
    Purpose: The information contained in this bank is used to provide consular assistance to Canadian nationals abroad. It may be used, where necessary, to contact, protect, rescue or evacuate registered Canadians and their family members.
    Consistent Uses: This information may also be used for the development of consular policy and the preparation of advice to missions abroad.
    Retention and Disposal Standards: Information on registration of nationals and completed individual consular cases may be retained in departmental files (electronic and paper) up to five years. Ultimately, the electronically-held data will be archived and stored indefinitely. Other information may be retained up to 15 years then transferred to Library and Archives Canada
    RDA Number: 75/023-5
    Related Record Number: DFATD CLD 917, DFATD CLD 918, DFATD CED 908
    TBS Registration: 000343
    Bank Number: DFATD PPU 010
  • Financial Assistance for Distressed Canadians
    Description: This bank describes information about individuals who request financial assistance when abroad, for expenses such as accommodation, medical, legal, and repatriation. Financial assistance may be provided either through the private transfer of funds, public transfer of funds, or through the Distressed Canadian Fund (DCF). Depending on the type of financial assistance provided, personal information collected may include: name, contact information, biographical information, citizenship status, credit card information, dates of birth and death; employment information, financial information, medical information; Social Insurance Number and other identification numbers; physical attributes, place of birth and death, signature, language, passport information; and travel and medical insurance information.
    Note: Information may be stored in the following internal system: Consular Services Case Management System (COSMOS).
    Note: DFATD formerly collected the social insurance number when it was provided as a document to support an individual’s identity. That practice has ceased and the social insurance number is no longer collected; however, historical collections of the social insurance number may remain in records under the control of the department.
    Class of Individuals: Individuals who apply for financial assistance; emergency contacts; family members; other individuals (e.g. friends, employers) or representatives of organizations or other institutions who provide private funding; representatives of private sector entities such as insurance or legal officials.
    Purpose: Personal information is used to facilitate the private or public transfer or funds, and/or to determine eligibility for the Distressed Canadian Fund, to disburse funds, and, where necessary, to recover funds disbursed. Personal information is collected pursuant to the Department of Foreign Affairs, Trade and Development Act. The Social Insurance Number is collected pursuant to the Distressed Canadians Fund Program and section 10(2)(a) of the Department of Foreign Affairs, Trade and Development Act and is used to determine eligibility for loans and for debt recovery.
    Consistent Uses: With consent of the individual, information may be disclosed to the individual’s financial institution for transfer of funds and to insurance company representatives to verify insurance coverage (if applicable). All information regarding Canadians who qualified and received funding from the Distressed Canadian Fund may be shared with the Canada Revenue Agency and Public Works and Government Services Canada, Receiver General for Canada for payment and recovery purposes – see Central PIBs Receiver General Payments (PWGSC PCU 712) and Receiver General Deposits (PWGSC PCU 717). The name, date of birth and passport number of Canadians who have received funding from the Distressed Canadian Fund may be shared with Passport Canada in cases where it is necessary to recover funds and, if applicable, added on to the Passport Security List – see institution-specific PIB Security and Intelligence Case Management (DFAIT PPU 020). Information (e.g. physical attributes, identification numbers) may be verified with information contained in the Registration of Canadians Abroad (ROCA) database to confirm identity. Where applicable, all information regarding the Canadians who qualified and received funding from the Distressed Canadian Fund may be shared with financial institutions of foreign countries for transaction purposes and with third party collection agencies for debt recovery purposes. Information may also be shared with Canada Revenue Agency for income verification and for cost recovery purposes (Information Returns (Infodec) Databank, CRA PPU 150). Information may also be used for the following purposes: reporting to senior management, safety, and security.
    Retention and Disposal Standards: Records will be retained for 7 years after the disbursed monies have been fully repaid by the individual and then records are transferred to Library and Archives Canada for archival purposes.
    RDA Number: 94/018, 98/001, and 99/004
    Related Record Number: DFATD CLD 917, DFATD CLD 918
    TBS Registration: 20110209
    Bank Number: DFATD PPU 032

Consular Case Management
Description: Records include information relating to the management of individual consular cases in partnership with missions abroad, and with other federal and provincial government departments and agencies that assist Canadians in dealing with the full range of consular problems; contact point in Canada for family members and friends of consular clients abroad; Children’s Issues relating to abduction, custody and well-being, the ‘Our Missing Children’ program that works in co-operation with missions abroad, and with other federal and provincial government departments and agencies; and research and strategic analysis including policy development with respect to clemency intervention.
Document Types: procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, correspondence files, agreements, regulations, budgets and expenditures, financial reporting, CAMANT notes
Format: Consular Management and Operations System database
Record Number: DFATD CND 146

Consular Point of Service Coordination (Policy and Initiatives)
Description: Records include information on Canadian consular policy matters that include: DFATD’s Consular Manual, immigration, citizenship and passport matters, enquiries and complaints, consular agreements and arrangements, consular and official accreditation, assistance with and guidance for the coordination of consular programs for posts abroad, consular training and honorary consuls; transfer of offenders; deportation; travel information; management of consular service fees, delegation of signing authorities to locally engaged staff; management of the Honorary Consuls Program; formulation of policies that relate to strategic policy goals; bilateral and multilateral agreements; liaison with other government departments (Citizenship and Immigration Canada, Public Safety Canada and Elections Canada specifically); administration and delivery of the consular services training program; research and analysis services related to the delivery of the consular program, examining trends in consular services, ministerial initiatives, including Minister of State (Foreign Affairs and Consular) and Minister of Foreign Affairs; strategic initiatives and policy development and vertical government and non-government engagement related to vulnerable children, including abduction, forced marriage and child welfare, content for consular communications and awareness products.
Document Types: studies, submissions, policies, procedures, guidelines, directives, research and statistical reports, assessments, presentations, memoranda, correspondence files, agreements, regulations, budgets and expenditures, financial reporting, plans, reports, conference material, enquiries and complaints, training material, meeting notes, CAMANT notes
Format: COSMOS database, photos, audio and video, maps
Record Number: DFATD CLD 916

Distress Case Management
Description: Records include information on assistance to distressed Canadians abroad, their family and friends, and includes the Distressed Canadian Fund which is an envelope of public monies that is managed and administered by the departmental Consular Services and Emergency Management Branch in order to assist eligible Canadians in distress to return to Canada.
Document Types: procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, correspondence files, agreements, regulations, budgets and expenditures, financial reporting, CAMANT notes
Format: Consular Management and Operations System database
Record Number: DFATD CLD 917

  • Consular Affairs - Assistance to Canadians
    Description: This bank contains information on Canadians residing in foreign countries registered with a Canadian mission, Canadians who sought or received assistance from a Canadian mission who were arrested or detained abroad, or Canadians who received advice or assistance from Consular Affairs related to visas, permits, etc. The information is in the form of applications, registration cards, memoranda, correspondence, reports and telegrams; information is received from the individuals themselves, Canadian and foreign agencies, and international organizations. This bank of information is stored electronically within a computerized client/server system called the Consular Management and Operations System (COSMOS). COSMOS consists of a series of Windows-based programs linked through a common centralized database located at the department’s headquarters. COSMOS provides consular staff with a comprehensive set of tools designed exclusively to facilitate the management of consular cases (including citizenship and immigration cases), the issuance of passports and the registration of Canadians abroad. Information entered into the database from either headquarters or the missions is instantly available to consular officials to assist their clients.
    Class of Individuals: Canadians resident in foreign countries who have registered with the nearest Canadian mission; Canadians who have sought or received assistance from Canadian missions; Canadians who have been arrested or detained abroad.
    Purpose: The information contained in this bank is used to provide consular assistance to Canadian nationals abroad. It may be used, where necessary, to contact, protect, rescue or evacuate registered Canadians and their family members.
    Consistent Uses:This information may also be used for the development of consular policy and the preparation of advice to missions abroad.
    Retention and Disposal Standards:Information on registration of nationals and completed individual consular cases may be retained in departmental files (electronic and paper) up to five years. Ultimately, the electronically-held data will be archived and stored indefinitely. Other information may be retained up to 15 years then transferred to Library and Archives Canada
    RDA Number: 75/023-5
    Related Record Number: DFATD CLD 917, DFATD CLD 918, DFATD CED 908
    TBS Registration: 000343
    Bank Number: DFATD PPU 010

  • Financial Assistance for Distressed Canadians
    Description: This bank describes information about individuals who request financial assistance when abroad, for expenses such as accommodation, medical, legal, and repatriation. Financial assistance may be provided either through the private transfer of funds, public transfer of funds, or through the Distressed Canadian Fund (DCF). Depending on the type of financial assistance provided, personal information collected may include: name, contact information, biographical information, citizenship status, credit card information, dates of birth and death; employment information, financial information, medical information; Social Insurance Number and other identification numbers; physical attributes, place of birth and death, signature, language, passport information; and travel and medical insurance information.
    Note: Information may be stored in the following internal system: Consular Services Case Management System (COSMOS).
    Note:  DFATD formerly collected the social insurance number when it was provided as a document to support an individual’s identity. That practice has ceased and the social insurance number is no longer collected; however, historical collections of the social insurance number may remain in records under the control of the department.
    Class of Individuals: Individuals who apply for financial assistance; emergency contacts; family members; other individuals (e.g. friends, employers) or representatives of organizations or other institutions who provide private funding; representatives of private sector entities such as insurance or legal officials.
    Purpose: Personal information is used to facilitate the private or public transfer or funds, and/or to determine eligibility for the Distressed Canadian Fund, to disburse funds, and, where necessary, to recover funds disbursed. Personal information is collected pursuant to the Department of Foreign Affairs, Trade and Development Act. The Social Insurance Number is collected pursuant to the Distressed Canadians Fund Program and section 10(2)(a) of the Department of Foreign Affairs, Trade and Development Act and is used to determine eligibility for loans and for debt recovery.
    Consistent Uses: With consent of the individual, information may be disclosed to the individual’s financial institution for transfer of funds and to insurance company representatives to verify insurance coverage (if applicable). All information regarding Canadians who qualified and received funding from the Distressed Canadian Fund may be shared with the Canada Revenue Agency and Public Works and Government Services Canada, Receiver General for Canada for payment and recovery purposes – see Central PIBs Receiver General Payments (PWGSC PCU 712) and Receiver General Deposits (PWGSC PCU 717). The name, date of birth and passport number of Canadians who have received funding from the Distressed Canadian Fund may be shared with Passport Canada in cases where it is necessary to recover funds and, if applicable, added on to the Passport Security List – see institution-specific PIB Security and Intelligence Case Management (DFAIT PPU 020). Information (e.g. physical attributes, identification numbers) may be verified with information contained in the Registration of Canadians Abroad (ROCA) database to confirm identity. Where applicable, all information regarding the Canadians who qualified and received funding from the Distressed Canadian Fund may be shared with financial institutions of foreign countries for transaction purposes and with third party collection agencies for debt recovery purposes. Information may also be shared with Canada Revenue Agency for income verification and for cost recovery purposes (Information Returns (Infodec) Databank, CRA PPU 150). Information may also be used for the following purposes: reporting to senior management, safety, and security.
    Retention and Disposal Standards: Records will be retained for 7 years after the disbursed monies have been fully repaid by the individual and then records are transferred to Library and Archives Canada for archival purposes.
    RDA Number: 94/018, 98/001, and 99/004
    Related Record Number: DFATD CLD 917, DFATD CLD 918
    TBS Registration: 20110209
    Bank Number: DFATD PPU 032

Routine Services for Canadians Abroad
Description: Records include information on the provision of passport services to Canadians abroad (replacements for passports that have expired or are nearing the end of their validity) and specialized legal and notarial services; provision of information about Canadian government programs or local government operations and improved access to cyclical programs (e.g. enabling Canadians abroad to vote during federal and provincial elections); acceptance of applications for citizenship (e.g. for children born abroad to Canadians); collecting fees for specialized services such as legal and notary services and passport provision.
Document Types: policies, procedures, guidelines, directives, research and statistical reports, assessments, presentations, memoranda, correspondence files, agreements, regulations, training documents, budgets and expenditures, financial reporting, CAMANT notes
Format: Consular Management and Operations System database
Record Number: DFATD CLD 919

  • Consular Affairs - Citizenship
    Description: This bank includes topics such as registration of births abroad, dual nationality, loss, retention, acquisition, or extension of citizenship, marriage, divorce, and other family-related aspects of citizenship; organizations and conferences; liaison with other government departments and agencies in Canada. Information is in the form of memoranda, reports, correspondence with the public and other government agencies, as well as application forms.
    Class of Individuals: Individuals who have dealt, outside Canada, with the Canadian citizenship authorities through consular services or the Department of Foreign Affairs, Trade and Development, or have claimed Canadian citizenship for themselves or their dependants.
    Purpose: The purpose of this bank is to retain administrative correspondence relating to the assistance rendered by consular officials to Canadians and to those claiming Canadian citizenship on their own behalf or on behalf of a dependant.
    Consistent Uses: TBD
    Retention and Disposal Standards: Information may be retained on departmental files up to 10 years, then transferred to Library and Archives Canada
    RDA Number: 94/018
    Related Record Number: DFATD CLD 919
    TBS Registration: 000342
    Bank Number: DFATD PPU 005

Safe Travel Promotion
Description: Records include information on the promotion of safe travel; country-specific information; a Travel Information Program that publishes country specific travel reports relating to safety and security, local laws and customs, entry requirements, health conditions and other important travel issues for approximately 200 travel destinations; Criminal Law Factsheets which provide basic information on how the criminal law system functions in various foreign countries, published on the travel.gc.ca website separate from Travel Advice and Advisories, not published for every record on which the Travel Information Program provides information, but gathered and released according to priorities established by the Program; publications to aid travellers in the preparation of safe and problem-free journeys that include current and ongoing situations around the world of particular interest to Canadians travelling abroad; Registration Service where registrants are contacted and assisted in emergency situations (eg. natural disasters, civil unrest, to advise of a family emergency at home); Safe Travel Action Maze; list of Canadian Offices Abroad providing assistance; partnership opportunities with companies, associations, and government programs in order to promote safe travel abroad;  providing an up-to-date Consular Services website.
Document Types: contracts, statements of work, proposals, evaluation criteria, policies, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, briefing notes, correspondence files, agreements, regulations, training documents, budgets and expenditures, financial reporting, travel advice and advisories, legal opinions, criminal law factsheets, partnerships documentation, travel industry information, meeting minutes, notes, memos, agendas, CAMANT notes
Format: Consular Management and Operations System database
Record Number: DFATD CLD 129

  • Daily Travel Updates
    Description: This bank describes information related to subscriptions to daily travel updates on various global issues such as, but not limited to: H1N1 Flu Virus, Hurricane Season, Natural Disasters and Influenza. It also provides Country Travel Reports related to safety and security issues, health concerns and entry requirements for international destinations. Personal information may include name, user name, and contact information.
    Class of Individuals: Individuals who register to receive Daily Travel Updates.
    Purpose: Personal information is collected under the authority of the Department of Foreign Affairs, Trade and Development Act and is used to provide travel updates to registered individuals.
    Consistent Uses: none
    Retention and Disposal Standards: Records will be retained for as long as the subscription is active and then are destroyed.
    RDA Number: 94/018
    Related Record Number: DFATD CLD 129
    TBS Registration: 20100552
    Bank Number: DFATD PPU 031

Emergency Preparedness and Response

The Emergency Preparedness and Response sub-program ensures that Canadians abroad receive timely and appropriate emergency consular services, and maintains a whole-of-government capacity to respond to emergencies affecting Canadians and Canadian missions abroad in a timely and coordinated manner. Through the Emergency Watch and Response Centre, the Regional Emergency Management Offices and Canadian missions abroad, it supports continuous monitoring of international events and the coherence and coordination of Canada’s response to emergencies affecting Canadians abroad. It also supports the development of emergency plans, training, exercises, standard policies and procedures, and information management tools such as the consular case management tool, emergency planning software and a crisis information portal. It maintains the Registry of Canadians Abroad to facilitate timely communication with Canadians abroad during emergencies and provides immediate crisis response, including emergency assistance to affected Canadians.

Emergency Services
Description: Records include information on: services available and provided to Canadians in an emergency or crisis situation such as death abroad, hijackings, hostage takings and kidnappings, lost or stolen belongings, natural disasters and civil emergencies, physical and sexual assault, transportation accidents; on the Emergency Watch and Response Centre (Operations Centre); on emergency plans, procedures, protocols and policies designed to support Canada’s response to international emergencies; on training activities and exercises designed to test those plans and procedures; and on agreements with external partners.
Document Types: services provided on-line, ministerial correspondence, studies, submissions, policies, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, correspondence files, agreements, regulations, training documents, budgets and expenditures, financial reporting, CAMANT notes
Format: Consular Management and Operations System database
Record Number: DFATD CED 908

  • Consular Affairs - Assistance to Canadians
    Description: This bank contains information on Canadians residing in foreign countries registered with a Canadian mission, Canadians who sought or received assistance from a Canadian mission who were arrested or detained abroad, or Canadians who received advice or assistance from Consular Affairs related to visas, permits, etc. The information is in the form of applications, registration cards, memoranda, correspondence, reports and telegrams; information is received from the individuals themselves, Canadian and foreign agencies, and international organizations. This bank of information is stored electronically within a computerized client/server system called the Consular Management and Operations System (COSMOS). COSMOS consists of a series of Windows-based programs linked through a common centralized database located at the department’s headquarters. COSMOS provides consular staff with a comprehensive set of tools designed exclusively to facilitate the management of consular cases (including citizenship and immigration cases), the issuance of passports and the registration of Canadians abroad. Information entered into the database from either headquarters or the missions is instantly available to consular officials to assist their clients.
    Class of Individuals: Canadians resident in foreign countries who have registered with the nearest Canadian mission; Canadians who have sought or received assistance from Canadian missions; Canadians who have been arrested or detained abroad.
    Purpose: The information contained in this bank is used to provide consular assistance to Canadian nationals abroad. It may be used, where necessary, to contact, protect, rescue or evacuate registered Canadians and their family members.
    Consistent Uses: This information may also be used for the development of consular policy and the preparation of advice to missions abroad.
    Retention and Disposal Standards: Information on registration of nationals and completed individual consular cases may be retained in departmental files (electronic and paper) up to five years. Ultimately, the electronically-held data will be archived and stored indefinitely. Other information may be retained up to 15 years then transferred to Library and Archives Canada
    RDA Number: 75/023-5
    Related Record Number: DFATD CLD 917, DFATD CLD 918, DFATD CED 908
    TBS Registration: 000343
    Bank Number: DFATD PPU 010

International Critical Incidents
Description: Records include information on the Task Force on International Critical Incidents which provides specialized, expert resources to meet the considerable ongoing operational demands created by international critical incidents. Such incidents are defined as unforeseen events abroad with national security implications that pose significant risk to the safety of Canadians and/or Canadian assets, such as kidnappings, airline hijackings and terrorist attacks.
Document Types: policies, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, correspondence files, meeting minutes and notes
Record Number: DFATD CED 186

Diplomacy and Advocacy

The Diplomacy, Advocacy, and International Agreements program enables engagement with foreign governments and international organizations to gain support for decisions and influence actions that advance Canada’s interests and values. To achieve this, DFATD engages decision makers at all levels in other countries and facilitates high-level engagement and advocacy by Canadian officials, including the Prime Minister, so that Canada’s interests are reflected in bilateral, regional and multilateral agreements and initiatives, including international trade agreements. This program also supports public diplomacy activities to promote Canadian views on issues of concern to Canadians. Through assessed contributions and memberships, the program enables Canada to access international and multilateral organizations to further Canada’s interests abroad. The program is also responsible for Canada’s formal diplomatic representation abroad, and the accreditation of foreign representatives.

Assessed Contributions to International Organizations

The Assessed Contributions to International Organizations sub-program enables Canada to access international organizations to contribute to, and share responsibility for, the management of international issues through the timely payment of assessed contributions and membership dues. The sub-program uses funding from the following transfer payments: United Nations Peacekeeping Operations, United Nations Organization, North Atlantic Treaty Organization Civil Administration, Food and Agriculture Organization, World Health Organization, International Atomic Energy Agency, International Organisation of La Francophonie, Organisation for Economic Co-operation and Development (OECD), International Labour Organization, Organization for Security and Co-operation in Europe, United Nations Educational, Scientific and Cultural Organization, Organization of American States, International Criminal Court, World Trade Organisation, Commonwealth Secretariat, Comprehensive Nuclear-Test-Ban Treaty Organization, Inter-American Institute for Cooperation on Agriculture, Organization for the Prohibition of Chemical Weapons, International Civil Aviation Organization, Roosevelt Campobello International Park Commission, Commonwealth Youth Programme, United Nations Framework Convention on Climate Change, International Energy Agency, Commonwealth Foundation, International Tribunal for the Law of the Sea, Asia-Pacific Economic Cooperation Secretariat, Nuclear Energy Agency of the OECD, Convention on Biological Diversity, World Intellectual Property Organization, World Customs Organization, International Maritime Organization, International Seabed Authority, Peace Implementation Council, Non-proliferation, arms control and disarmament, Stockholm Convention on Persistent Organic Pollutants, Basel Convention on the Control of Transboundary Movements of Hazardous Wastes and their Disposal, OECD Centre for Education and Research, Vienna Convention for the Protection of the Ozone Layer and its Montreal Protocol on Substances that Deplete the Ozone Layer, Rotterdam Convention on the Prior Informed Consent Procedure for Certain Hazardous Chemical and Pesticides in International Trade, Wassenaar Arrangement, Permanent Court of Arbitration, International Commodity Organizations, and the International Humanitarian Fact-Finding Commission.

World Trade Organizations and Trade Negotiations
Description: Records include information on Canada's participation in the World Trade Organization (WTO) (including WTO negotiations, major trade policy reviews and protectionism issues); Canada’s participation in the Organization for Economic Co-operation and Development Trade Committee; management of Canada's involvement in trade and development issues; coordination of Canada's negotiation of certain new Free Trade Agreements (FTA) including exploratory discussions; modernization negotiations and participation in Canada's FTA strategy development.
Note: Formerly named World Trade Negotiations and Trade Negotiations.
Document Types: multilateral trade policies, notes and papers, reports and statistics, treaties and agreements, legislation and regulations, trade and development, General Agreement on Tariffs and Trade, Uruguay Round documentation, Doha agenda, ministerial conferences, research and analysis, model instruments, declarations, surveys, studies, guidelines, meeting minutes, agendas, briefs and discussion papers, ministerial correspondence, submissions, policies, procedures, directives, statistical reports, reports, assessments, presentations, memoranda, correspondence files
Record Number: DFATD TCD 132

Bilateral and Regional Diplomacy and Advocacy

The Bilateral and Regional Diplomacy and Advocacy sub-program ensures that bilateral and regional foreign representatives and decision makers are aware of Canada’s international policies and priorities. This awareness is critical to gaining their support for decisions and actions that advance Canada’s interests and values internationally. This is achieved by engaging foreign representatives and decision makers through démarches, official visits, public diplomacy, and other access and advocacy initiatives to ensure that Canada’s interests are well understood as bilateral and regional agreements and initiatives are being developed. The sub-program promotes Canada’s views and protects Canada’s interests in international organizations that are primarily regional, such as the Organization of American States, Asia-Pacific Economic Cooperation, European Union, etc. Through educational partnerships, it improves awareness of Canada. The sub-program enables Canada’s formal diplomatic representation abroad, and the accreditation of foreign representatives in Canada. This sub-program uses funding from the following transfer payments: the Canada Fund for Local Initiatives, the Religious Freedom Fund, the Grants and Contributions in Aid of Academic Relations, the Annual Host-Country Financial Support for the United Nations Convention on Biological Diversity, and the International Scholarships Program.

Canada Fund for Local Initiatives
Description: Records include information relating to local projects supported by Canadian Missions abroad, and which are consistent with Canada’s five thematic priorities for development assistance: stimulating sustainable economic growth; increasing food security; creating opportunities for children and youth; advancing democracy; and, ensuring security and stability with particular emphasis on DFATD’s priorities of advancing democracy and ensuring security and stability; information on humanitarian assistance projects supporting local responses to natural disasters and emergencies and information on Headquarters administration of the Canada Fund for Local Initiatives (CFLI) contribution and operational funding allocated to missions abroad.
Document Types: reports, briefing notes, memoranda, correspondence, submissions, policies, procedures, guidelines, directives, assessments, training outlines and materials
Record Number: DFATD IRD 301

Edu-Canada
Description: Records include information on the Edu-Canada Initiative and the promotion of Canada as a study and research destination to international students; promotion of Canadian education institutions as education partners; fostering the Education Brand for Canada along with our partner, the Council of Ministers of Education, Canada Secretariat; development, planning, co-ordinating, and promoting participation in public events, including education and recruitment fairs and exhibitions with interested provincial partners and stakeholders; meetings with provincial and territorial partners (through the Federal-Provincial Consultative Committee on Education Related International Activities) and with stakeholders, (through the National Education Marketing Roundtable).
Document Types: promotional materials, meeting materials, briefing notes, presentations, decks, memoranda, general correspondence
Record Number: DFATD BBD 135

Energy and Nuclear
Description: Records include information on questions and negotiations concerning nuclear energy, safeguards, international nuclear energy policy coordination and economic and commercial development; nuclear energy research and development; International Atomic Energy Association; technical assistance and information; research and development; export and import; safety standards.
Document Types: policies and plans, reports and statistics, agreements, conference material, legislation and regulations, research and development, safeguards, export and import, safety standards, meeting minutes and notes, agendas, briefs, ministerial correspondence, studies, procedures, guidelines, directives, assessments, presentations, memoranda, correspondence files
Record Number: DFATD IGD 846

International Education and Youth
Records include information on Canadian international education policies, in conjunction with the Council of Ministers of Education, Canada (CMEC), and other federal departments; management of a number of programs promoting Canadian foreign policy objectives including international development through scholarships, institutional linkages; bilateral reciprocal arrangements and agreements with countries around the world; Edu-Canada and the International Education Strategy, working with the provinces and territories and other stakeholders to promote Canada as a study destination; management of scholarship programs for Canadian and international students consisting of: Government of Canada/Foreign Government Awards, Emerging Leaders in the Americas (ELAP) Program, Canadian Commonwealth Scholarship Program, Organization of American States Fellowship Program, Canada-China Scholars' Exchange Program, and Canada-United States Fulbright Program; management of the Canadian Leadership Program; co-ordination of Canada’s representation at international education conferences (with CMEC and Employment and Social Development Canada); providing policy advice to advance Canada's position in education in multilateral fora; management of the Canada-European Union Framework Agreement for Higher Education.
Document Types:  educational materials, research, education marketing, treaties, agreements, policies, conference material, meeting minutes and notes, agendas, studies, submissions, policies, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, correspondence files, decks, ministerial correspondence.
Record Number: DFATD BBD 142

  • International Scholarships Program (ISP)
    Description: This bank describes information either received directly by the Department of Foreign Affairs, Trade and Development (DFATD), or through DFATD’s scholarships administrator for scholarship opportunities for non-Canadians to study or conduct research in Canada as well as reciprocal arrangements for Canadian to study in foreign countries. Personal information may include name, contact information, biographical information, citizenship status, date and place of birth, education history, employment equity information, language, language test/assessment results, views and opinions of or about individuals, identification numbers, research proposal, work completed (articles, artwork, photographs, musical compositions), password and login information (for alumni) signature and passport/visa information and photos.
    Note: Information may be stored in the following internal systems and databases: DFATD Scholarships for Non Canadians, DFATD Scholarships for Canadians, and DFATD Scholarships for Alumni.
    Class of Individuals: Canadians and non-Canadians who have applied and/or been accepted to one of the programs offered, spouse/partner and children, successful candidates and former participants registered in our Alumni Association; individuals who provide professional references, Canadian Scholarships Selection Committee members, and Collaboration mission participants.
    Purpose: Personal information is used to administer the International Scholarships Program and is collected under the authority of the Department of Foreign Affairs, Trade and Development Act and under international treaties.
    Consistent Uses: Information on applicants and recipients may be disclosed under agreements or other information-sharing arrangements (e.g. with the Commonwealth Scholarships and Fellowships Plan, the Organization of American States, etc.) and with applicable Canadian and foreign academic institutions, and with the Canadian Scholarships Selection Committee. If applicable, information may be shared with the student's diplomatic representation in Canada and Foreign Embassy in Canada and Canadian Embassy/High Commission/consulate abroad. Information may be used to create an inventory of scholarship participants. If applicable, information on successful candidates, Collaboration mission participants and Canadian Scholarships Selection Committee may also be shared with third-party travel and accommodation officials. Information may also be used or disclosed for evaluation and/or reporting purposes, for promotion purposes (with consent) for testimonials for websites, posters and brochures, and to invite alumni to attend functions and meetings in the Canadian mission in their home country.
    Retention and Disposal Standards: Under Development
    RDA Number: Under Development
    Related Record Number: DFATD BBD 142
    TBS Registration: 20100219
    PIB Number: DFATD PPU 911

Non-Proliferation, Arms Control and Disarmament
Description: Records include information on assistance provided in developing and implementing Canadian international policy and resulting international obligations with respect to chemical, biological and conventional weapons as well as space security and remote sensing; compliance and verification including aerial inspection; cut-off, use and transfer of fissionable material; reduction and elimination of nuclear weapons and nuclear weapons carriers; reduction and elimination of chemical and biological weapons; reduction of conventional armaments and armed forces; security aspects of outer space; reduction of the risk of war; denuclearized and other weapons-free zones; comprehensive test ban treaty and suspension of nuclear tests; nuclear war and its legal aspects, economic and social consequences; small arms and light weapons; Non-Proliferation, Arms Control and Disarmament (NACD) policy-related confidence building and transparency measures; regional NACD issues; NACD-related United Nations operations; missile non-proliferation; arms-related international export control regimes; NACD consultations with civil society on nuclear and related issues; international security research and outreach program.
Document Types: policies and positions, reports and statistics, public opinion in Canada and abroad, treaties and agreements, conference material, legislation and regulations, measures, plans and proposals, compliance and verification, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, studies, submissions, procedures, guidelines, directives, assessments, presentations, memoranda, correspondence files, financial reporting
Record Number: DFATD IGD 863

North American Platform Program Partnership
Description: Records include information on the North American Platform Program (NAPP), and NAPP Partnership; sustaining the enlarged network capacity and funds throughput in the form of advocacy and business development programming based on, and governed by, a partnership of departments and agencies such as the Department of Foreign Affairs, Trade and Development, Industry Canada, Agriculture and Agri-Food Canada, Western Economic Diversification Canada, Community Economic Development - Quebec, Atlantic Canada Opportunities Agency and the National Research Council operating on the principle of collaboration including with United States Posts and Canadian regional offices; governance committees and partnerships; finance and program funding; honorary consuls, general administration, contracting and human resources.
Document Types: strategic and business plans, communications, briefs, translations, program funding, reporting, contracting, human resources, Treasury Board submissions, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, policies, procedures, guidelines, directives, statistical reports, assessments, presentations, memoranda, correspondence files, agreements, financial reporting, budget planning and reporting, reports from United States Posts, projects and performance measurements, evaluations
Record Number: DFATD GND 873

Political Organizations
Description: Records related to the provision of long-term institutional support to political organizations as a member of both the Commonwealth and La Francophonie.
Document types:  Reports, statistics, agreements, audits, contracts, correspondences, memorandums, studies, briefing notes, and agreements.
Record number: DFATD MGD 014

Regional Security
Description: Records include information on policy advice and coordination, management of bilateral and multilateral peace and security consultations; defence relations and regional security; regional security forums and organizations; ship visits; deployment of Canadian Forces abroad; liaison with foreign forces; visiting forces; bilateral relations with other countries on peace and security and defence issues; disaster assistance involving the Department of National Defence; Canadian Forces Attaches; arms sales and regional security; military assistance; military and diplomatic aircraft clearance; counter piracy.
Document Types: visit reports, arms sales, aircraft clearances, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, policies, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, correspondence files, agreements, regulations
Record Number: DFATD CED 864

Sudan and South Sudan Task Force
Description: Records include information on the Canadian positions on Sudan and South Sudan related issues: policy needs and questions, partner departments and Canadian organizations with an interest in the Sudans, partner nations and international organizations dealing with the Sudans, Sudanese and South Sudanese government and civil society, operations at missions in Khartoum and Juba, including associated budgets and resources.
Note: The Sudan and South Sudan Task Force ceased operating in 2013 and responsibility for bilateral relations with Sudan and South Sudan was reintegrated into the Africa Bureau.
Document Types: speeches, meeting minutes and notes, agendas, briefs and discussion papers, ministerial and internal correspondence, studies, submissions, policies, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, press releases, media lines, correspondence files, budget details
Format: photographs, audio/media tapes
Record Number: DFATD GFD 204

Summitry and Multilateral Diplomacy and Advocacy

The Summitry and Multilateral Diplomacy and Advocacy sub-program ensures that summit and multilateral decision makers are aware of Canada’s international policies and priorities. This awareness is critical to gaining their support for decisions and actions that advance Canada’s interests and values internationally. This is achieved by engaging summit and multilateral decision makers through démarches, official visits, public diplomacy, and other access and advocacy initiatives to ensure that Canada’s interests are well understood as multilateral agreements and initiatives are being developed to build support abroad for Canada’s international policies and priorities. The sub-program enables Canada’s representation in multilateral organizations, such as United Nations, G-7, G-20, Arctic Council, Commonwealth, La Francophonie, North American Aerospace Defence Command, North Atlantic Treaty Organization, etc. The sub-program uses funding from the following transfer payments: the Religious Freedom Fund, the Projects and Development Activities Resulting from Francophonie Summits, and the Canadian International Arctic Fund.

Arctic
Description: Records include information on Canadian, regional and global issues related to the Arctic region; policy and activities related to the Arctic region; Arctic environment; Arctic sustainable development; Arctic foreign policy; Arctic energy; Arctic conservation; Arctic Aboriginal/Indigenous people (Inuit, Gwich’in, Athabascan); the Arctic Council; Indigenous Permanent Participant Organizations at the Arctic Council; bilateral relations with Arctic states; Arctic ocean coastal states; Canada’s Arctic sovereignty; Arctic resource development; international governance and international legal frameworks in the Arctic; Canada’s Northern Dimension Fund; the University of the Arctic region ("U Arctic").
Document Types: policies and plans, reports, correspondence files, statistics, agreements, conference logistics, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, studies, submissions, procedures, guidelines, directives, assessments, presentations, memoranda, regulations, financial reporting
Format: Video prepared for a variety of purposes to support program delivery; photos of Senior Arctic Officials and selected events to accompany various reports and briefings
Record Number: DFATD DSMX 121

Defence Programs and Advanced Technology
Description: Records include information on marine products and services; onboard electronics; civilian and military aircraft components systems; missile systems; avionics; space-based radar; satellites; build to print; security; nuclear, biological and chemical defence products; cold weather clothing; vehicles, weapons and ammunition; aircraft and finishing; civilian and defence applications for computer-based technologies and telecommunications/data communications; remote sensing; industrial process controls; electronic components; geological and geophysical instrumentation; test and laboratory equipment; Canada-United States (U.S.). defence production and development sharing agreements; research, development and production agreements with European countries; defence economic relations; access to U.S. defence procurement; assistance to Canadian companies in defence-related exports; North American Defence Industrial Base Organization; North Atlantic Treaty Organization Industrial Advisory Group and other infrastructure procurement; bilateral science and technology agreements; liaison with United Nations Agencies, Organization for Economic Cooperation and Development and other multilateral organizations on science, space policy collaboration and marketing; international aspects of science and technology related to telecommunications, information technologies, advanced industrial materials, arctic science and biotechnology; international activities on large science projects; administration of the Technology Inflow Program.
Document Types: foreign trade agreements, Foreign Investment Protection Agreements, policy and plans, reports and statistics, treaties and agreements, conference material, legislation and regulations, surveys and studies, public relations, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, submissions, procedures, guidelines, directives, assessments, presentations, memoranda, correspondence files, legislation, budgets and expenditures, financial reporting
Record Number: DFATD CSD 861

Defence Relations
Description: Records include information on the development and coordination of Canadian foreign and defence policies on issues such as North Atlantic Treaty Organization and its Missions, North American Aerospace Defence Command and other North American defence issues; Canadian and foreign forces; defence authorities; visiting forces; bilateral defence relations; armed forces policy and procedures; coordination of personnel: navy, army, air force, paramilitary forces; uniforms, insignia, and decorations; colleges and courses; commemorations and war graves; welfare and entertainment; non-military activities; conventional and nuclear armaments; defence research; military information; air defence systems; maneuvers and exercises; bases, installations and related activities; military transportation; communications; military assistance; mobilization for war; outer space.
Document Types: policy and plans, reports and statistics, treaties and agreements, conference material, visits, procedures, training, research material, maneuvers and exercises, installations, transportation, communications, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, studies, submissions, guidelines, directives, assessments, presentations, memoranda, correspondence files, regulations, budgets and expenditures, financial reporting
Record Number: DFATD CSD 862

Democracy, Commonwealth and Francophonie
Description: Records include information on the organizational structure and inter-governmental meetings of the Community of Democracies, Commonwealth, La Francophonie, and on Canada's participation in Community of Democracies, Commonwealth and La Francophonie programs or activities; policy development; democracy support programming, membership; Commonwealth Heads of Government Meetings and La Francophonie Summits; ministerial meetings and conferences of La Francophonie, the Commonwealth and the Community of Democracies; relations with the two participating governments in La Francophonie – New Brunswick and Quebec; Canadian funding; organization of official visits and annual celebration of Commonwealth Day and the International Day of La Francophonie.
Note: Previously titled Commonwealth and Francophonie.
Document Types: documents for conferences and international meetings, meeting minutes and notes, agendas, policies, procedures, guidelines, directives, reports, assessments, presentations, memoranda, project concept papers, correspondence files, agreements, regulations, ministerial correspondence, diplomatic notes, exchanges with Canadian diplomatic missions.
Record Number: DFATD MID 120

Development Policy and Institutions
Description: Records include information on foreign and development policy within the department and across the Government as well as within key international organizations; International Assistance Envelope; International Financial Institutions coordinating the department’s policy in relation to the Regional Development Banks, the World Bank, and the International Monetary Fund; Organization for Economic Cooperation and Development (OECD) and OECD Assistance Committee; Financing for Development which develops and advances whole-of-government policy on the Monterrey Consensus; Food Security that ensures a coordinated Canadian policy response to the global food crisis.
Document Types: meeting minutes and notes, agendas, studies, ministerial correspondence, submissions, policies and procedures, guidelines, directives, reports, legislation, assessments, presentations, memoranda, correspondence files, ministerial correspondence, financial reporting, policy goals, strategic policy, programs, briefs and discussion papers.
Record Number: DFATD MED 148

Economic Relations with Developing Countries
Description: Records include information on international economic development; Canada's policy on development assistance; trade policy involving developing countries; international coordination; project, non-project and technical assistance; food aid; debt relief; non-governmental organizations.
Document Types: policies and plans, programs, reports, statistics, treaties and agreements, organizations, conference material, legislation, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, studies, submissions, procedures, guidelines, directives, assessments, presentations, memoranda, correspondence files, regulations, financial reporting
Record Number: DFATD MED 090

Energy and Climate
Description: Records include information on Canadian bilateral and regional global climate change and energy issues, including information on Arctic and "northern" issues; related policy and activities in the fields of climate change, energy, and the Arctic; interaction with key international organizations such as the United Nations Framework Convention on Climate Change , Kyoto Protocol , Intergovernmental Panel on Climate Change , International Energy Agency, International Energy Forum, Organization of the Petroleum Exporting Countries, and the Arctic Council; key climate change issues include mitigation, adaptation, climate financing and climate change and trade; key energy issues include energy security, oil sands, natural gas, coal, uranium, renewable energy and energy efficiency.
Document Types: policies and plans, reports, correspondence files, statistics, agreements, conference logistics, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, studies, submissions, procedures, guidelines, directives, assessments, presentations, memoranda, regulations, financial reporting
Record Number: DFATD DSMX 095

Human Rights, Governance and Indigenous Affairs Policy
Description: Records include information relating to Canada’s international human rights and governance policy and indigenous affairs; dialogue and engagement with civil society, other countries and international organizations on human rights, governance and indigenous issues; country specific human rights reports; DFATD’s human rights training course; Canada’s involvement in natural resource governance multi-stakeholder initiatives; other documents concerning Canada’s advocacy and diplomacy efforts that promote human rights and governance.
Note: Formerly named Human Rights and Governance Policy
Document Types: reports, briefing notes, memoranda, presentations, meeting minutes and notes, agendas, correspondence files, delegation lists, Canadian statements, submissions, policies, procedures, guidelines, directives, agreements, assessments, expert comments, course outline and material
Record Number: DFATD MID 847

International Economic Relations and Summit
Description: Records include information on the coordination of Canada's engagement in the Asia-Pacific Economic Cooperation process, including meetings of Senior Officials, Ministers and the annual Leaders' Summit; information on the coordination of Canada’s engagement in G8 process including Leaders’ meeting, Sherpa meetings, Foreign Affairs Sous-Sherpa meetings, and other economic meetings (note – G8 Foreign Ministers’ meetings, Political Directors’ meetings and sub-groups such as Roma-Lyon); information on the coordination of Canada’s engagement in G20 process including Leaders’ meeting, Sherpa meetings and Development Working Group meetings; Canada's all-of-government engagement in the Paris-based Organization for Economic Cooperation and Development; economic reporting and advocacy of the Economic and Financial Affairs Council Counsellors macroeconomic briefs; organization of Talking Economics series of occasional presentations on a wide variety of economic-focused subjects.
Document Types: policies and plans, studies, reports, organizations, conferences material, legislation, meeting minutes and notes, agendas, discussion papers, ministerial correspondence, submissions, procedures, guidelines, directives, statistical reports, assessments, presentations, memoranda, correspondence files, agreements, regulations, financial reporting
Record Number: DFATD MED 149

Office of Protocol
Description: Records include information on the planning, coordinating and implementing of all official visits received in Canada or conducted abroad by the Governor General (GG), the Prime Minister (PM), or one of the five portfolio ministers; official events hosted in Canada and abroad by the GG, PM, and one of the four portfolio ministers; international travel by the GG, the PM-or one of the five portfolio ministers; facilitating the presence of foreign representatives and their dependents in Canada including their entitlement to accreditations, privileges and immunities, and related protections; overseeing the accreditation of Foreign Defence/Military Attachés, Foreign Heads of Mission as well as Canadian Heads of Mission; liaisons with other federal departments and agencies as well as provincial and municipal governments; management of certain aspects of State Ceremonial and special functions involving or attended by members of the diplomatic corps; support to the Royal Canadian Mounted Police in its role of discharging Canada's obligations with respect to the security and protection of eligible foreign representatives and their family members; support to Citizenship and Immigration Canada in its role of providing services to the foreign diplomatic corps in Canada; management of the Official Gift Bank and the Canadian Wine Initiative; country-specific information relating to the establishment, conduct and disruption of diplomatic relations including the means/channels of communication, the administration of federal laws, regulations and policies, the application or observance of courtesies and reciprocal privileges, and outreach activities; country-specific information relating to the acquisition, disposition and development of real property by foreign states in Canada; information relating to federal policies, programs and regulations concerning the personal and professional conduct of members of the diplomatic constituency in Canada, including alleged criminal activity; personal and country-specific information relating to foreign honors and awards.
Document Types: diplomatic correspondence, accreditation, policies and guidelines, privileges and immunities, reports and statistical information, the Foreign Missions and International Organizations Act and related regulations, bilateral and multilateral agreements and arrangements, reciprocity agreements, real property, honors and awards, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, studies, submissions, procedures, directives, assessments, presentations, memoranda, correspondence files, financial reporting
Record Number: DFATD XDD 848

  • Members of the Diplomatic Corps in Canada
    Description: This bank describes information related to services and programs for members of the Diplomatic Corps in Canada. Personal information may include name, gender, contact information, biographical information, employment information, designation, citizenship status, date and place of birth, education history, signature, photos, other identification numbers (e.g. driver’s license, identity card) and foreign passport information.
    Note: Information may be stored in electronic databases or systems such as the Diplomatic Registry System.
    Class of Individuals: Foreign nationals, Canadians or permanent residents present or appointed by a foreign state to a bilateral mission or consular post in Canada, or to an accredited international organization or any other representative office; persons for whom accreditation has ceased, been refused or subject to modification; individuals who were previously entitled to diplomatic, consular or official status; eligible family members (spouse, partner, children and other immediate family) and domestic workers; other emergency contacts; and contacts of other governments.
    Purpose: Information is used to administer the Diplomatic Corps Services, which includes: to determine eligibility for the diplomatic, consular and official accreditation in Canada, to facilitate the presence in Canada of foreign representatives, their eligible family members and domestic workers; to enable the Government of Canada to discharge its responsibilities in relation to their protection; to administer various privileges and immunities; and to manage certain aspects of State Ceremonial and special functions. Personal information is collected under the authority of the Department of Foreign Affairs, Trade and Development Act, the Foreign Missions and International Organizations Act and related Orders in Council, including the Vienna Convention on Diplomatic Relations, the Vienna Convention on Consular Relations, and the Convention on the Prevention and Punishment of Crimes Against Internationally Protected Persons.
    Consistent Uses: Information may be shared with the home country for administrative purposes. Selected information may be disclosed to appropriate law enforcement agencies, federal investigative bodies, designated federal departments and agencies (e.g. Canadian Security Intelligence Service, Canada Border Services Agency, Citizenship and Immigration Canada), immigration authorities, as well as provincial authorities, for any of the above purposes, or for verification purposes, including the carrying out of security checks and assessments; and for administering or enforcing any law or carrying out a lawful investigation, including the Immigration and Refugee Protection Act. Please see institution-specific PIBs: CSIS Act Security Assessments/Advice, CSIS PPU 005; and Immigration Case File, CIC PPU 042. Information may be disclosed to the Royal Canadian Mounted Police in order to discharge Canada's obligations respecting the protection of foreign representatives - see other institution-specific PIB: Indices Checks - For the Protection of Persons of National and International Importance, RCMP PPU 060. Selected information (name, title, date status begins and ends, and biographical information) may be disclosed to provincial intergovernmental ministries (provincial protocol offices) to enable the administration of provincially-administered programs intended for the diplomatic community. Selection information (name, home country, title, designation and location of posting) may be disclosed publicly on a search system on the Foreign Affairs, Trade and Development Canada (Office of Protocol) website. Information may also be used or disclosed for evaluation and reporting purposes (including reporting to senior officials and in the Annual Report to Parliament).
    Retention and Disposal Standards: Records will be retained for five years or for the period of posting in Canada, whichever is greater and then are transferred to Library and Archives Canada as archival records.
    RDA Number: 75/023-1 to 75/023-6 
    Related Record Number: DFATD XDD 848 
    TBS Registration Number: 20100223
    PIB Number: DFATD PPU 907
  • Official Events
    Description: This bank describes information about official events managed by Protocol Services, including events hosted by the Prime Minister or senior government officials in Canada and abroad. Personal information may include name, contact information, gender, employment equity information, medical information (eg. food allergies), physical attributes (eg. mobility issues), and dietary restrictions.
    Class of Individuals: Individuals who host or attend official events managed by Protocol Services (e.g. Prime Minister, Ambassadors, High Commissioners, foreign dignitaries).
    Purpose: Personal information is used for the preparation of seating arrangements, menus, invitations and place cards for the official event. Personal information is collected pursuant to the Department of Foreign Affairs, Trade and Development Act.
    Consistent Uses: Lists of proposed attendees may be shared with other program areas of DFATD who may propose additional attendees for a given event. Information may be shared with the Prime Minister's Office, for events for which the Prime Minister is in attendance. For security purposes and in the event of a security incident, information may also be shared with the Royal Canadian Mounted Police, selected law enforcement agencies and federal investigative bodies for administering or enforcing any law or carrying out a lawful investigation.
    Retention and Disposal Standards: Under development
    RDA Number: Under development
    Related Record Number: DFATD XDD 848
    TBS Registration: 20100264
    Bank Number: DFATD PPU 910

 

Summits
Description: Records include information on the planning and execution of various summits organized by Canada that include G8, G20, My Summit, Francophonie, North American Leaders Summit, Asia-Pacific Economic Cooperation, Commonwealth, Summit of the Americas, Quebec 400 and the Clinton-Yeltsin summit; summit activities include accreditation, communications, interpreters, health contingency plans, finance, administration, accommodation, conference services, motorcade, procurement, security, branding, greening (mitigating any environmental impacts on the local environment), community outreach, volunteer orientation, transportation, telecommunications and informatics.
Document Types: security checks, accreditation, badges, orientation, travel authorizations, agreements, protocol, transportation, itineraries, receipts, hospitality, security, conference logistics, catering, requisitions, payments, news releases, media/delegation guides, aide memoires, questions and answers, communication plans and strategies, branding, emails, memos, meeting minutes and notes, agendas, policies, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, correspondence files, agreements, regulations, training documents
Format: photographs, audio and video recordings, maps, site plans
Record Number: DFATD DSMX 161

  • Summits
    Description: This bank describes information either received from non-governmental organizations/other partners or received directly from individuals who wish to participate in International Summits hosted by the Prime Minister of Canada: G7, G8, G20, Youth Summits, La Francophonie, Summit of the Americas, North American Leaders’ Summit, and Clinton-Yeltsin Summit. Personal information may include name, contact information, biographical information, biometric information, citizenship status, criminal checks/history, date of birth, education history, equity information, medical information, identification numbers, physical attributes, place of birth, signature, name and contact in emergency, and flight and travel information.
    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 subject and approximate date of the Summit.
    Class of Individuals: Individuals who register for various Summits, including dignitaries, representatives of non-governmental organisations and other partners; journalism students who wish to participate in media outreach activities leading to upcoming summits; legal guardians of minor program applicants, claimants, or participants; and emergency contacts of summit participants.
    Purpose: Personal information is used to determine eligibility for participation in some media outreach activities leading to upcoming international Summits; and for the organization and administration of international Summits, including registration, accreditation, and security. Personal information is collected pursuant to Department of Foreign Affairs, Trade and Development Act.
    Consistent Uses: Information may be shared with Royal Canadian Mounted Police - refer to institution-specific PIB CMP PPU 060, Indices Checks-For the Protection of Persons of National and International Importance. Information may be posted publicly on the departmental website for advertising purposes, with consent of the subject individuals or their legal guardians. Travel information/expenses of speakers may be shared with/described in Standard PIB Accounts Payable PSU 931. Information may also be used or disclosed for the following purposes: enforcement, reporting to senior management, safety, security, and evaluation
    Retention and Disposal Standards: Under development
    RDA Number: Under development
    Related Record Number: DFATD DSMX 161
    TBS Registration: 20100603
    Bank Number: DFATD PPU 904

United Nations Affairs
Description: Records include information on the involvement of the department and the Government of Canada in the United Nations (UN) system; management of a diverse range of bodies, processes, and issues including the Security Council, Economic and Social Council, General Assembly, UN Entities and Specialized Agencies such as the International Labour Organization, United Nations Educational, Scientific and Cultural Organization, and International Civil Aviation Organization.
Document Types: UN Charter, finance and administration, public relations, personnel, policies and procedures, sessions, agendas, delegations, credentials, general and main committee documentation, Canadian statements, rules of procedure, reports to the General Assembly, conference material, reports, statistics, international coordination, payment of Canada's assessed contributions to the UN (including for peacekeeping operations), ministerial correspondence, studies, submissions, guidelines, directives, statistical reports, assessments, presentations, memoranda, correspondence files, agreements, regulations, treaties, legislation
Record Number: DFATD MID 115

United Nations, Human Rights and Economic Law Division
Description: Records include information on questions related to public international law and treaties including issues relating to the United Nations and the Security Council, as well as international peace and security; defence and disarmament; human rights law, humanitarian law; children’s rights; aboriginal matters; international health law; the implementation of UN and other economic sanctions regimes; and international air and space law; documents relating to the International Criminal Court and other international legal bodies.
Note: Documents may be subject to solicitor-client privilege.
Document Types: minutes, opinions, treaties, registers, procedures, publications, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, policies, guidelines, directives, presentations, memoranda, correspondence files, agreements, regulations, legislation
Record Number: DFATD JLD 171

Trade Agreements, Negotiations, Dispute Settlement and Controls

The Trade Agreements, Negotiations, Dispute Settlement and Controls sub-program works to maintain or improve global markets access for Canada, resolve or mitigate market access barriers for Canadian industry, and meet Canada’s obligations to control trade in specific goods and technologies. This is achieved by negotiating international trade, investment and air transportation agreements, and addressing trade disputes through participation in international trade dispute-resolution mechanisms, including the World Trade Organization and the North American Free Trade Agreement. It also includes managing Canada’s international trade and security obligations pursuant to the Export and Imports Permits Act to control trade in specific goods and technologies. This sub-program supports Canada’s overall trade relationships at the bilateral, regional and multilateral levels and includes issue management related to international trade policy. Open markets and a stable, rules-based trading framework contribute to Canadian prosperity by assisting Canadian businesses to operate internationally and access international markets securely. The sub-program uses funding from the World Trade Organization (transfer payment) Program.

Bilateral and Regional Trade Policy
Description: Records include information on Free Trade Agreements (FTAs), Technical Barriers and Regulation and Tariffs and Market Access.
Document Types: FTAs, , policy and plans, reports and statistics, treaties and agreements, conference arrangements, legislation and regulations, surveys and studies, information activities, public relations, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, studies, submissions, procedures, guidelines, directives, reports, assessments, presentations, memoranda, correspondence files
Record Number: DFATD TID 174

Defence Procurement
Description: Records include information on trade policy matters related to defence procurement with the United States.
Document Types: notes, briefing notes, studies and reports, memoranda, legal opinions and submissions, ministerial and other correspondence, submissions and representations, presentations, trade and other statistical reports, agreements, policies, laws, regulations, procedures.
Record Number: DFATD TND 168

Environmental Assessments of Trade Negotiations
Description: Records include information on Canada's environmental assessments of trade negotiations; research to support environmental assessments; and records of consultations with experts and the Canadian public.
Document Types: notes and papers, reports and statistics, studies, guidelines, meeting minutes, agendas, policies, procedures, assessments, presentations, memoranda, submissions
Record Number: DFATD TAS 203

Export and Import Controls
Description: Records include information on government administration of the Export and Import Permits Act and all other related acts and regulations; activities and involvement with individual companies and customs brokers licensed by the Canada Revenue Agency in the area of export and import quotas and market restraints; activities in the control of imported and exported commodities; dealings with concerned government and non-government agencies; controls that deal with injurious imports, textiles, clothing, steel, agricultural products, softwood lumber products, military, strategic and other sensitive goods and technology; associations and general economic data.
Document Types: legislative acts, regulations and negotiations, agreements, permits and certificates, violations and prosecutions, company information, commodities, policies, information related to countries, government departments, agencies, associations, statistics, ministerial correspondence, meeting minutes and notes, agendas, briefs, submissions, procedures, guidelines, directives, assessments, presentations, memoranda, correspondence files, regulations, treaties, budgets and expenditures, financial reporting
Record Number: DFATD TID 175

Free Trade Agreements
Description: Records include information on Canada's overall management of existing Free Trade Agreements (FTA); negotiation of new FTAs and closely-related initiatives, FTA strategy, including exploratory discussions.
Document Types: bilateral and regional trade policies, notes and papers, reports and statistics, treaties and agreements, legislation and regulations, statements, research and analysis, model instruments, declarations, surveys, studies, guidelines, meeting minutes, agendas, briefs and discussion papers, ministerial correspondence, submissions, policies, procedures, directives, statistical reports, reports, assessments, presentations, memoranda, correspondence files, regulations
Record Number: DFATD TCD 131

Government Procurement
Description: Records include information on Canada's international trade policy as it relates to government procurement; Canada’s government procurement policies and procedures; other countries’ government procurement policies and procedures; World Trade Organization Agreement on Government Procurement; bilateral and plurilateral negotiations and/or discussions; dispute settlement; country reports; free trade agreements; negotiation mandates; administrative issues; state trading enterprises; stakeholder consultations.
Note: Formerly named Government Procurement, Trade and Environment
Document Types: trade policies, notes and papers, reports and statistics, treaties and agreements, legislation and regulations, statements, research and analysis, model instruments, declarations, surveys, studies, guidelines, meeting minutes, agendas, briefs and discussion papers, ministerial correspondence, policies, procedures, directives, assessments, presentations, memoranda, agreements, mandates, submissions.
Record Number: DFATD TPD 134

Intellectual Property Trade Policy
Description: Records include information on Canada's Intellectual Property (IP) Trade Policy; international IP conferences; IP agreements; papers on global and domestic impacts of an international IP system; information on trade negotiations and IP agreements at the World Trade Organization and World Intellectual Property Organization; regional trade negotiations and agreements; culture; United Nations Educational, Scientific and Cultural Organizations; Anti-Counterfeiting Trade Agreement; Security and Prosperity Partnership.
Document Types: IP trade policy, notes and papers, reports and statistics, treaties and agreements, legislation and regulations, discussion papers, instructions, patents, industrial designs, trade-marks, copyright, geographical indications, genetic resources, free trade agreements, country positions, meeting minutes and notes, agendas, briefs, ministerial correspondence, studies, submissions, procedures, guidelines, directives, presentations, memoranda, correspondence files
Record Number: DFATD TMD 166

North America Trade
Description: Records include information on trade policy matters related to the United States and Mexico, including the North American Free Trade Agreement.
Document Types: notes, briefing notes, studies and reports, memoranda, legal opinions and submissions, ministerial and other correspondence, submissions and representations, presentations, trade and other statistical reports, agreements, policies, laws, regulations and procedures.
Record Number: DFATD TND 167

Sanitary and Phytosanitary Measures
Description: Records include documents on promoting and defending Canadian trade interests with respect to standards and regulatory measures related to food safety, human, plant and animal health; specialized analysis or policy advice on Sanitary and Phytosanitary (SPS) issues, documents related to compliance with international SPS obligations (e.g. under the World Trade Organization (WTO) SPS Agreement or regional/bilateral agreements), negotiation of bilateral trade agreements related to SPS, notification of SPS issues through the WTO enquiry point or dedicated bilateral or regional contact points; and discussions of SPS issues in committees of the WTO NAFTA or other regional/bilateral trade agreements, or with respect to dispute settlement processes. 
Document Types: Notes, briefing notes, studies and reports, memoranda, legal opinions and submissions, ministerial and other correspondence, submissions and representations, presentations, trade and other statistical reports, agreements, policies, procedures
Record Number: DFATD TPD 008

Steel Trade
Description: Records include information on trade policy matters related to the steel sector, including Canadian and foreign government steel trade and trade policies, import surveillance, the Organization for Economic Co-ordination and Development Steel Committee and North American Steel Trade Committee.
Document Types: notes, briefing notes, studies and reports, memoranda, ministerial and other correspondence, agreements, policies, submissions and representations, presentations, statistical reports
Record Number: DFATD TND 164

Tariffs and Goods Market Access
Description: Records include information on trade policy as it relates to bilateral/multilateral market access and tariffs for non-agricultural and agricultural goods, rules of origin, trade facilitation, import licensing; goods-related World Trade Organization (WTO) negotiations, committees, disputes and accessions; goods market access in other fora including the Organization for Economic Co-operation and Development, G8/G20 and the Asian Pacific Economic Cooperation. Environmental Goods issues, including plurilateral negotiations.
Document Types: notes, reports, memos on WTO market access negotiations, agricultural negotiations, trade facilitation correspondence, disputes, WTO accessions, bilateral/multilateral agricultural and non-agricultural market access issues and negotiations, national treatment market access, emergency actions, import licensing, tariffs, general preferential tariff, least developed country tariff, import bans, export restrictions, export taxes, WTO committees and documentation, sectoral trade agreements, trade statistics, ministerial correspondence, studies, submissions, policies, procedures, guidelines, directives, statistical reports, assessments, presentations, memoranda, correspondence files, agreements, regulations
Record Number: DFATD TPD 133

Technical Barriers and Regulations
Description: Records include documents on promoting and defending Canadian trade interests with respect to technical regulations, standards, conformity assessment procedures, and related matters; regulatory cooperation between Canada and trading partners; Free Trade Agreement Chapters on Technical Barriers to Trade (TBT) and Regulatory Coherence / Cooperation; complying with international obligations related to transparency under the WTO TBT and Sanitary and Phytosanitary (SPS) Agreements by operating an enquiry point; and policy advice and analysis to support related dispute settlement and advocacy processes.
Document Types: Notes, briefing notes, studies and reports, memoranda, legal opinions and submissions, ministerial and other correspondence, submissions and representations, presentations, trade and other statistical reports, agreements, policies, procedures
Record Number: DFATD TPD 009

Trade Agreements and the NAFTA
Description: Records include information on dispute settlement proceedings under Chapters 19 and 20 of the North American Free Trade Agreement (NAFTA), and other matters relating to the administration of international trade dispute resolution mechanisms; and information relating to the roster members (including candidates) and panellists established pursuant to Chapters 19 and 20 of the NAFTA.
Note: Formerly named International Trade Dispute Settlement.
Document Types: pleadings (complaints, briefs, notice of motion, order, decision and other written submissions related to trade disputes under Chapters 19 and 20 of the NAFTA and Chapters 18 and 19 of the Canada-U.S. Free Trade Agreement (CUFTA); rules of procedures and code of conduct; disclosure statements of roster members and panellists; notes and papers, reports and statistics, studies, guidelines, meeting minutes, agendas, policies, procedures, assessments, presentations, memoranda, submissions
Format: Registry Information System database (case management system)
Record Number: DFATD TAS 130

Trade and Environment
Description: Records include information on trade policy matters related to trade and environment, including the conduct of negotiations for environmental obligations in trade agreements, the North American Free Trade Agreement (NAFTA) Commission for Environmental Cooperation, the Organization for Economic Co-operation and Development, Asia-Pacific Economic Cooperation and the World Trade Organization (WTO); includes plurilateral WTO Environmental Goods negotiations.
Document Types: notes, briefing notes, studies and reports, memoranda, legal opinions and submissions, ministerial and other correspondence, representations, presentations, trade and other statistical reports, agreements, policies, laws, regulations, procedures related to North America trade policy
Record Number: DFATD TPD 169

Trade in Services
Description: Records include information on the World Trade Organization (WTO) service negotiations and services elements of other WTO work (trade policy reviews, accessions); free trade agreements and negotiations; services and temporary entry of business persons; regional trade initiatives related to services in non-negotiating forums (Organization for Economic Cooperation and Development, Asia-Pacific Economic Cooperation, United Nations Educational, Scientific and Cultural Organization, La Francophonie); regional and bilateral services; multilateral and plurilateral trade negotiations (services); negotiations and issues (North American Free Trade Agreement, Asia-Pacific Economic Cooperation, Organization for Economic Cooperation and Development, all services and temporary entry of business persons input to Free Trade Agreement negotiations); bilateral air transport agreements, negotiations and overflight clearances; labour mobility; mutual recognition agreements of professional qualifications, economic and policy analysis on trade in services; information related to trade in services in sectors such as financial, transport, professional, business, environmental, energy, construction, telecommunications, tourism, health, education, culture, distribution, logistics, and postal/courier, as well as details of consultations with provincial/territorial/municipal governments, other government departments, service industry associations and other services stakeholders (academics, Non-Governmental Organizations).
Document Types: Trade in Services general agreements, bilateral air transport agreements and negotiations, diplomatic notes on very important persons (VIPs), overflights and bilateral air negotiations, overflight clearances, instructions for negotiations, legal opinions, ministerial correspondence, reports on federal/provincial consultations, statistics, reports and studies related to economic and policy analysis on services trade, meeting minutes and notes, agendas, briefs and discussion papers, submissions, policies, procedures, guidelines, directives, reports, assessments, presentations, memoranda, correspondence files, regulations, legislation, financial reporting
Record Number: DFATD TMD 165

Trade Policy and Negotiations
Description: Records include information on bilateral, regional and multilateral international trade and investment negotiations; issues related to dispute settlement; policy and regulatory requirements for the import and export of goods restricted by quotas and/or tariffs; International Trade and Investment Policy; Free Trade Agreements; Foreign Investment Promotion and Protection Agreements; investor to State dispute settlement cases; multilateral trade; trade in services and goods; government procurement; intellectual property rights; technical barriers to trade; North American Free Trade Agreement; World Trade Organization; softwood lumber; market access; export and import controls; stakeholder consultations.
Document Types: policies, procedures, guidelines, directives, reports, memoranda, agreements, mandates, procurement, intellectual property rights, trade rules, regulations, permits, quotas, correspondence files, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, studies, submissions, statistical reports, reports, assessments, presentations, memoranda, regulations, treaties, legislation, air services agreements; negotiation mandates, trade rules, regulations and remedies, permits, questionnaires, quotas
Record Number: DFATD TND 162

Trade Remedy, Subsidy Measures, Softwood Lumber Issues, and Investment Trade Policy
Description: Records include information on trade and investment policy matters in the areas of softwood lumber, trade and investment measures and trade remedy and subsidy measures, including Canadian and foreign government policies, programs and actions in these areas (including at the federal/national and provincial/territorial/sub-national levels); multilateral, plurilateral and bilateral trade or investment agreements (e.g. World Trade Organization (WTO), Foreign Investment Protection Agreements; bilateral trade agreements); State-to-State and investor-to-State dispute-settlement proceedings (eg. WTO, London Court of International Arbitration), and investor to State disputes; WTO accessions; international organizations involved in trade and investment matters (e.g., WTO, the Organization for Economic Co-operation and Development; and Committees and Working Groups established with other countries, whether or not under a formal international agreement (e.g., North American Steel Trade Committee, Binational Softwood Lumber Council).
Document Types: notes, briefing notes, studies and reports, memoranda, legal opinions and submissions, ministerial and other correspondence, submissions and representations, presentations, trade and other statistical reports, agreements, policies, laws, regulations, trade remedy and subsidy measures procedures
Record Number: DFATD TND 163

Integrated Foreign Affairs, Trade, and Development Policy

The Integrated Foreign Affairs, Trade and Development Policy program ensures that Government of Canada decision makers are provided with international information, analysis and policy advice in order to establish integrated and well-informed policies that advance Canada’s interests and values internationally. This is achieved through policy coordination within DFATD, with other government departments and stakeholders, and by utilizing advice provided from DFATD’s network of missions abroad to develop integrated and coherent whole-of-government policies on international issues.

International Information and Analysis

The International Information and Analysis sub-program provides Government of Canada decision makers with information products such as mission reports, information memoranda, and political and economic research so that they are well informed on issues related to Canada’s international interests and values. With the benefit of this information, research and analysis on developments around the world, Government of Canada decision makers are better able to plan and direct Canada’s foreign affairs, trade, and development policies. This sub-program includes DFATD’s Global Security Reporting Program, which generates focused diplomatic reporting on security and stability issues in countries of strategic interest to Canada. These reports are provided to a wide audience in DFATD, and shared with partner departments. The sub-program uses funding from the International Development Assistance (transfer payment) Program.

Continental Shelf
Description: Records include information on the delineation of Canada’s continental shelf and preparation of Canada’s submission to the Commission on the Limits of the Continental Shelf; boundaries; the Law of the Sea; marine scientific research; offshore resources (hydrocarbons, minerals); the International Seabed Authority.
Note: Documents may be subject to solicitor-client privilege.
Document Types: agreements, research notes and data, meeting minutes and notes, agendas, briefs and discussion papers, correspondence, studies, opinions, submissions, policies, procedures, guidelines, directives, reports, assessments, presentations, memoranda, regulations, treaties, legislation
Record Number: DFATD JLD 160

Criminal, Security and Diplomatic Law
Description: Records include information on questions related to public and private international law and treaties including judicial and legal services; authentication and notarial acts; diplomatic and consular privileges, immunities and correspondence; consular questions; sovereign immunity; recognition of states; security matters; transfer of offenders; narcotics control; transborder police operations; extradition; international aspects of child napping; maintenance orders; service of documents; treaty negotiations; transnational organized crime; international migration, terrorism.
Note: Documents may be subject to solicitor-client privilege.
Document Types: extraditions, letters rogatory, publications, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, policies, guidelines, directives, presentations, memoranda, correspondence files, agreements, regulations, legislation, dispositions
Record Number: DFATD JLD 020

Engagement of the Public and Stakeholders
Description: Records include information on the international context, goals and priorities of international activities of domestic stakeholders, notably the business community as represented by national business associations, and municipalities as represented by the Federation of Canadian Municipalities; memberships in and invitations to structured and ad hoc consultations; the preparation and execution of events by or with stakeholders that involve Ministers or officials (e.g. “Trade Days”) or touch on international issues; municipalities’ interests in international relations; and coordination of the domestic outreach.
Document Types: conference material, meeting minutes and notes, agendas, submissions, policies, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, ministerial correspondence, correspondence files, regulations, training documents, administrative forms, terms of reference, evaluation forms, letters of agreement
Record Number: DFATD BSD 122

Federal-Provincial-Territorial Relations
Description: Records include information on the context, goals and priorities of international activities by provinces and territories; advice on the drafting and negotiation of arrangements between the provinces, territories and foreign governments; advice on the negotiation and implementation of co-location arrangements (i.e. provincial or territorial representatives co-located within Canadian diplomatic missions); provincial and territorial participation in international organizations and forums; information related to provincial and territorial offices and representatives abroad; follow-up and advice related to federal-provincial-territorial relations; cooperation and open federalism in areas related to international activities; Canada-Quebec Agreement Concerning United Nations Educational, Scientific and Cultural Organization; transmission of information to provinces and territories; application of guidelines for provincial and territorial visits abroad and for the visits of foreign dignitaries to Canada involving provincial and territorial authorities; consultations with provinces and territories related to international trade (C-Trade meetings, etc.), foreign affairs and development; federal-provincial-territorial collaboration in international business development; and relations with the Forum of Federations.
Document Types: treaties and agreements, legislation, conference material, meeting minutes and notes, agendas, submissions, policies, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, ministerial correspondence, correspondence files, regulations, training documents, Memorandum of understanding, arrangements.
Record Number: DFATD BSD 140

Inquiries
Description: Records include information related to a legal database of departmental records relevant to three public inquiries and related civil litigation, including those led by former Justices Major and Iacobucci; consular and related documents relevant to the Commissions of Inquiry into the actions of Canadian officials in the case of Maher Arar; the investigation into the Bombing of Air India Flight 182 and the Internal Inquiry into the Actions of Canadian officials in relation to Abdullah Almalki, Ahmad Abou-Elmaati and Muayyed Nureddin.
Document Types: meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, submissions, policies, procedures, guidelines, directives, reports, assessments, presentations, memoranda
Format: database
Record Number: DFATD JLD 903

International Development Policy
Description: Records include information on the formulation and conduct of international development policies and priorities; strategic direction of Canada’s development policy; analysis (including economic analysis), briefings, advice, and implementation consistent with foreign policy direction; research to support the international development portfolio; engagement with international organizations; development agendas of the G8 and G20 and at the United Nations General Assembly; OECD's Development Assistance Committee; post-2015 Millennium Development Goals
Document Types: meeting minutes and notes, agendas, studies, ministerial correspondence, submissions, policies and procedures, guidelines, directives, reports, legislation, assessments, presentations, memoranda, correspondence files, ministerial correspondence, financial reporting, policy goals, strategic policy, programs, briefs and discussion papers.
Record Number: DFATD PVD 021

Oceans and Environmental Law
Description: Records include information on the Law of the Sea; maritime and fisheries-related legal questions and environmental law issues that includes territorial and high seas matters; fisheries’ agreements; maritime boundaries; marine scientific research; Arctic sovereignty; marine environmental protection and preservation; offshore oil and hydrocarbon exploration; international environmental law (climate change, biodiversity, emission controls, trans-boundary transportation of hazardous waste, long range trans-boundary air pollution, desertification, trans-boundary environmental impact assessment); the Commission on Environmental Cooperation under the North American Agreement on Environmental Cooperation; International Joint Commission concerning Canada-United States boundary waters issues.
Note: Documents may be subject to solicitor-client privilege.
Document Types: agreements, boundaries, research data, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, studies, submissions, policies, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, regulations, treaties, legislation, correspondence files
Record Number: DFATD JLD 185

Treaty Law
Description: Records include information on treaties adopted, amended or terminated by Canada, and files related to the finalization, domestic adoption and ratification of those documents; specific questions of interpretations under treaty law; legal opinions on treaty law matters; formal instruments relating to the ratification and signature of international treaties.
Note: Documents may be subject to solicitor-client privilege.
Document Types: treaties, orders in council, registers, procedures, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, policies, guidelines, directives, presentations, memoranda, correspondence files, agreements, regulations, legislation
Record Number: DFATD JLD 170

International Policy Advice

The International Policy Advice sub-program provides Government of Canada decision makers with decision products such as action memos, briefing notes, memorandums to Cabinet, and presentations so that they are well advised on options for actions and policies regarding Canada’s international interests and values. To provide this policy advice, consultations are undertaken with international partners through DFATD’s missions, and stakeholders in Canada such as partner departments, non-governmental organizations, academics and research institutes, as well as with provincial and territorial governments, to seek their views when developing Canada’s foreign affairs, trade and development policies. The sub-program uses funding from the International Development Assistance (transfer payment) Program.

Bilateral Relations - Foreign Policy
Description: Records include information on the formulation and conduct of foreign policy and priorities between Canada and all countries and regions of the world, regional and sub-regional organizations; legislative and regulatory needs; bilateral political matters involving diplomatic missions of other countries in Canada and policy advice; promotion of Canadian interests and policy abroad; country and regional strategies; negotiations of various bilateral agreements.
Document Types: letters, speeches, memoranda, political and economic reports, treaties, agreements, Canadian foreign policy papers, country and regional strategies, advocacy strategies, mission plans and reports, foreign policy trends, visit reports, structure of government in other countries, studies, diplomatic notes, policy and background papers, Questions and Answers (Q&As)
Record Number: DFATD POD 143

Bilateral Relations - Foreign Trade
Description: Records include information on the formulation and conduct of Canadian trade policy and priorities; bilateral matters involving diplomatic missions of other countries in Canada and policy advice on trade-related issues; engagement with the public and private sectors in Canada's trade relations; negotiation of bilateral and multilateral agreements; government financing and aid; investment; assistance to exporters and importers; Canadian capabilities and competitiveness; Canadian trade; industrial co-operation; joint ventures; international economic boycotts; selective identification systems for multilateral project opportunities; overseas projects; third country operations; fairs and exhibitions; missions and visitors; trends in global, international and national trade issues; internal policy trends; bilateral environmental and energy questions; transboundary issues such as pollution; trade relations; exchange of information for the trade sector; international trade relations; trade associations, clubs and societies; commodities; conferences, seminars, conventions, committees and meetings; cooperation and liaison; economic and political conditions; environmental conditions; international organizations, taxation and taxes; tourism; transportation; acts, legislation and regulations on a range of trade issues; Canadian banks and financial institutions; contracts and tenders; development banks, foreign banks and financial institutions; multilateral agreements; guidance to heads of post; economic relations; and standards pertaining to Canada's foreign trade.
Document Types: policy and background documents, reports and statistics, tour reports, treaties and agreements, contracts and tenders, laws, national historical outlines, visit reports, trade disputes and incidents reports, food and drug regulations, marketing and labeling acts, acts, regulations, quotas, standards, agreements, customs and tariffs
Record Number: DFATD POD 144

Corporate Planning, Performance and Risk Management
Description: Records include information on departmental strategic direction, management, planning and performance measurement, and risk management; Management Results Resources Structure (MRRS); Management accountability framework (MAF); Performance Management Framework; Corporate Risk Profile; Integrated Corporate Business Plan;
DFATD Program Alignment Architecture.
Note: Formerly named Strategic Planning and Performance
Document Types: presentations, management assessment reports, MMRS and Program Activity Architecture, parliamentary planning and performance reports, plans and reports, corporate business plans, meeting minutes and notes, agendas, policies, procedures, guidelines, directives, statistical reports, assessments, memorandums, decks, correspondence files
Record Number: DFATD PDS 181

Fisheries Conservation
Description: Records include information on the ongoing management of critical and complex issues related to fisheries conservation in support of the Ambassador for Fisheries Conservation; promotional information related to the Canadian strategy to strengthen international fisheries and oceans governance, including through the implementation of more effective fisheries management; bilateral relations and cooperation with fishing countries to achieve support for Canadian objectives; contribution to the development of a diplomatic strategy to defend Canada's sealing interests and manage issues relating thereto; reforms within the Northwest Atlantic Fisheries Organization and other regional fisheries management organizations (RFMOs) of which Canada is a member; garnering cooperation from other countries to eliminate overfishing within all RFMOs in which Canada participates, especially through greater adherence to scientific advice and implementation of reforms in order to secure stronger fisheries governance; promotion of the ratification and implementation of the United Nations Fish Stocks Agreement as well as the implementation of other internationally agreed instruments and measures for flag states, port states, and market states.
Document Types: strategies, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, policies, procedures, guidelines, directives, reports, assessments, presentations, memoranda, correspondence files, agreements, regulations
Record Number: DFATD JLX 159

Foreign Intelligence
Description: Records include information on threats facing Canadian missions, personnel, programs, assets and information; foreign political and economic intelligence from other federal departments and agencies, the public media, foreign governments, international organizations and other sources that provide a basis for policy formulation on matters affecting Canada's interests; political affairs; international associations and private organizations; release of information; foreign political parties; foreign personalities; special clearances; liaison arrangements.
Document Types: threat reporting, mission baseline threat assessments, policies and plans, reports, studies, agreements, legislation, regulations, special clearances, liaison arrangements, meeting minutes and notes, agendas, guidelines, directives, assessments, presentations, memoranda, ministerial correspondence, submissions, procedures, correspondence files
Record Number: DFATD CSD 141

Political Economic Renewal Initiative
Description: Records include information on the political/economic reporting and public affairs program called The New Way Forward which is an integral component of the department’s Transformation Agenda; alignment with the Government’s policies, programs, key priorities and operations of the political economic program, political officer’s competencies; the role, profile and competencies of the political/economic stream officers vis-à-vis the needs of the department in the XXI Century.
Note: December 31, 2013 marked the closure of the Department’s Office of Transformation.
Document Types: meeting minutes and notes, agendas, briefs, ministerial correspondence, submissions, policies, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, correspondence files
Record Number: DFATD GLBX 158

Trade, Investment and Economic Analysis
Description: Records include information related to economic analysis and research in support of Canada’s international trade and investment objectives and DFATD’s priority commercial policies. Activities include: analysis of trade policy and global value chains, and of the impact of DFATD’s policies on exporter performance; impact analyses of potential free trade agreements in support of trade negotiators;  assessment and refinement of DFATD’s foreign investment attraction strategy, and analysis of the investment climate and development of related messaging;  production of the following: Annual State of Trade, Trade Policy Research, Monthly Trade Report, Think Canada, Investment Messages, bilateral Foreign Direct Investment (FDI) briefs, investment fact sheets, and databases on economic, trade, and investment statistics.
Note: Formerly named Trade and Economic Analysis
Document Types: policies and plans, reports, studies, statistics, treaties, agreements, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, submissions, procedures, guidelines, directives, assessments, presentations, memoranda, correspondence files, financial reporting, publications, presentations, analytical papers, promotional products, fact sheets.
Record Number: DFATD BED 145

Transformation
Description: Records include information on the department’s process of transformation aimed at building a state-of-the-art foreign and trade ministry which includes focusing on the delivery of the government’s foreign and trade policy priorities; bolstering our presence abroad; improving services to Canadians who live, work, travel and do business abroad; focusing on the department’s core business - peace and security, trade and investment, international law and human rights; strengthening the department’s accountability; renewing human resources.
Note: December 31, 2013 marked the closure of the Department’s Office of Transformation.
Document Types: policies and plans, reports, studies, meeting minutes and notes, agendas, guidelines, directives, assessments, presentations, memoranda, procedures, correspondence files
Record Number: DFATD FXIT 147

International Commerce

The International Commerce program delivers commerce services and advice to Canadian businesses to help them succeed internationally. This is primarily achieved through Canada’s Trade Commissioner Service (TCS), which provides trade promotion tools, expert advice and services that match identified priority markets with the capabilities and interests of Canadian businesses. The TCS organizes sector-specific, targeted trade missions to priority markets, helps Canadian businesses access global value chains, and supports the facilitation, expansion or retention of foreign direct investment as well as international innovation, science and technology partnerships. The TCS facilitates the conclusion of international commercial agreements and actively monitors its responsiveness to the needs of Canadian businesses.

Foreign Direct Investment in Canada

The Foreign Direct Investment in Canada sub-program increases potential foreign investors’ awareness and interest in Canada as a competitive investment location to ensure that foreign direct investment is facilitated, expanded or retained, in order to contribute to Canadian competitiveness, productivity and prosperity. It supports analysis of Canada’s sectoral requirements and priorities for investment attraction and retention, as well as engagement with federal partners and other levels of government to ensure that Canada remains a competitive investment location. It helps raise Canada’s visibility abroad as a business location of choice by leveraging major international events and pursuing and attracting international investment prospects. It supports partnerships with municipalities to develop and implement strategies and programs to attract and retain foreign investments.

Global Commerce Support Program
Description: Records include information on the activities of the Global Commerce Support Program, a contribution program that is accessed by clients who apply for financial support to assist them to attract, retain and expand foreign direct investment, increase Canadian innovation and commercialization opportunities and to increase Canada’s business share in foreign markets; amalgamation of three existing funding programs: Invest Canada – Community Initiatives (formerly known as Community Investment Support Program) designed to support Canadian community efforts to achieve the ultimate outcome of creating jobs through attracting, retaining and expanding Foreign Direct Investment, communities are provided with assistance to aid in the development and delivery of localized investment attraction strategies, a critical element of a community’s ability to be innovative; Going Global Innovation (formerly known as Going Global Science and Technology Program) designed to promote and enhance Canada’s international collaborative efforts by supporting Canadian researchers in pursuing international research and development opportunities through the development of partnerships with key players in other countries/economies, supports projects that aim to build on targeted relationships between Canadian companies and/or researchers and key players in other countries with the expectation that these relationships will progress to formal discussions leading to future international research and development initiatives eventually leading to downstream commercialization results; Global Opportunities for Associations (formerly known as Program for Export Market Development – Associations) which will increase Canadian prosperity and competitiveness in the international marketplace by financially supporting national sectoral trade or industry associations (or a regional sectoral association with a national perspective) or national horizontal/multi-sectoral organizations to undertake new or expanded international business development promotion activities for the benefit of its entire industry (member and non-member firms).
Document Types: submissions, policies, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, correspondence files, agreements, regulations, applications, budgets and expenditures, financial reporting
Record Number: DFATD BID 913

Invest in Canada
Description: Records include information on the department’s Foreign Direct Investment (FDI) attraction and expansion activities; providing Headquarters, posts and regional offices with intelligence, marketing products and tools, and other support related to attracting FDI; content and guidance for investment training; strategic orientation for the department’s FDI Attraction Program; results and performance of the FDI Attraction Program; Canada's value propositions through marketing products and online tools; provision of investment and company intelligence to posts and partners of proactive industry sectors.
Document Types: policies, plans, reports, treaties, agreements, legislation, regulations, studies, surveys, performance measurements and indicators, agendas, meeting notes, conference material, marketing, promotional literature, investment and economic summary, site visit reports, mergers and acquisition summaries, procedures, guidelines, directives, statistical reports, assessments, presentations, memoranda, correspondence files, ministerial correspondence
Record Number: DFATD BID 819

  • Investor Information
    Description: Information in this bank is provided by investors when inquiring about possible services to be provided. This information includes the name, address, telephone number, description of the investor's business activities, description of the project to be undertaken, province of interest, size of proposed investment and the name and telephone number of any intermediaries.
    Note: Formerly Bank Number DFAIT PPU 005.
    Class of Individuals: Business community and individual investors seeking to invest in Canada either by acquiring a Canadian business or by establishing a new business.
    Purpose: The information in this bank is used to identify and assist investors with similar investment intentions.
    Consistent Uses: This bank is also used for compiling statistics for use in the preparation of reports to the Minister and to assist in the preparation annual reports.
    Retention and Disposal Standards: Records are retained for fifteen years from last action and are then destroyed.
    RDA Number: 75/023
    Related Record Number: DFATD BID 819
    TBS Registration: 002766
    Bank Number: DFATD PPU 101

International Business Development through Promotion of Exports and Trade in Canada and Abroad

The International Business Development through Promotion of Exports and Trade in Canada and Abroad sub-program links Canadian business clients to services, contacts and leads that increase their access to international commerce opportunities, by matching opportunities identified abroad with Canadian exporters’ capabilities and interests. This is achieved through Canada’s Trade Commissioner Service (TCS), a network of over 1000 international business development experts located in over 150 trade offices worldwide and at regional offices across Canada. The TCS provides advice, assistance and support to help Canadian businesses capitalize on business opportunities abroad in support of global and regional value chains, investment, and science and technology flows. The TCS delivers a suite of integrated services that includes information, intelligence and assistance in preparing for international markets, market potential assessments, qualified local contacts, and problem solving. Canada’s International Education Strategy seeks to assist public and private education goods and service providers in their international business development goals, including student recruitment and institutional linkages. This sub-program also facilitates coordination with other members of the federal trade portfolio, Export Development Canada and the Canadian Commercial Corporation to ensure that Canadian business clients have the financial and contracting capabilities needed to compete in the global economy. It uses funding from the Global Commerce Support (transfer payment) Program and the Investment Cooperation (transfer payment) Program.

Aerospace, Automotive, Information & Communication Technologies, and Defence & Security industries
Description: Records include information on Canadian business capabilities and interests in global markets; creation and maintenance of a database of Canadian companies; integrative trade objectives; dealing with other government departments and agencies on policies and initiatives that promote our international commercial competitiveness; oversight for the Global Opportunities for Associations (GOA) Program;, aerospace, aircraft (civil, commercial, and military), aircraft components and systems, maintenance, repair and overhaul; space; defence; security; automotive; information and communications technologies; telecommunications such as software, computer services, multimedia and digital content, machine-to-machine (M2M) technology; industry associations; conferences; trade missions; business development; grants and contributions programs.
Note: Formerly named Aerospace, Defense and Transportation, and Information and Communication Technologies
Document Types: business plans, grants and contributions, reports, statistical reports, specifications, agreements, conference material, meeting minutes and notes, agendas, policies, procedures, guidelines, directives, assessments, presentations, memoranda, correspondence files, regulations, training documents
Format: database
Record Number: DFATD BBD 178

Asia-Pacific Gateway and Corridor Initiative
Description: Records include information on the Asia-Pacific Gateway and Corridor Initiative as an integrated set of investment and policy measures focused on trade with the Asia-Pacific Region; strategic marketing projects, knowledge and awareness among foreign businesses about the capabilities and strengths of the Asia-Pacific Gateway and Corridor; records relating to collaboration with the Gateway and Corridor stakeholders in the design and implementation of the mission showcasing and communications marketing products; increased awareness by missions in Asia-Pacific and the United States of America on the Gateway and Corridor leading to the development of territory-specific and regional strategic marketing initiatives to position Canada as the gateway of choice between North America and Asia.
Note: Transport Canada is the lead department for the Asia-Pacific Gateway and Corridor Initiative
Document Types: marketing and promotional material, reports, agreements, meeting notes, agendas, studies, policies, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, correspondence files
Record Number: DFATD BPD 138

Canada Trade Missions
Description: Records include information on the planning, coordinating and executing of trade missions led by the Minister of International Trade and other senior government officials on behalf of the department; liaisons with and provide advice to stakeholders such as the office of the Minister of International Trade, the department’s senior management, divisions and missions, other government departments and agencies; the Canadian business community; consultations regarding priority markets and sectors; identification of departmental and private sector partners for planning and delivering trade missions; coordination of partners in planning programs and logistics, recruiting companies and delivering overall trade missions.
Record Types: invitations, waiver and consent forms, registration packages, meeting minutes and notes, agendas, policies, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, correspondence files, agreements, regulations, financial reporting
Record Number: DFATD BBE 201

Corporate Social Responsibility Counsellor
Description: Records include information on activities undertaken by the Corporate Social Responsibility Counsellor; review of issues on receipt of a request from an individual, group or community who reasonably believes it is being, or may be adversely affected by the activities of a Canadian extractive sector company in its operations outside Canada, or believes that the company’s activities are inconsistent with the performance guidelines, or a Canadian extractive sector company that believes it is the subject of unfounded allegations concerning its corporate conduct outside Canada in relation to the performance guidelines; an annual report on the activities of the Office of the Counsellor to the Minister, the Minister of Natural Resources and the Minister of International Cooperation.
Document Types: summary of activities, annual report, mandate, speeches, decks, reports, recommendations, presentations, ministerial correspondence, meeting minutes and notes, procedures, guidelines, directives, memoranda, correspondence files, report of findings
Record Number: DFATD BTD 904

  • Extractive Sector Corporate Social Responsibility Counsellor
    Description: This bank describes information that is related to reviews of corporate social and environmental practices of Canadian mining, oil and gas companies (extractive sector) operating outside of Canada and to advice given to stakeholders on the implementation of endorsed performance standards. Personal information may include name; contact information; life experiences and views and opinions of, or about, individuals; language; and signature. If a third-party mediator is engaged in the review, personal information may also include biographical information about the mediator.
    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 subject and approximate date of correspondence, incident, and location.
    Class of Individuals: Individuals or representatives of a group, community, or a Canadian extractive sector company who submit a request for review to the Office of the Extractive Sector-Corporate Social Responsibility (the Office) Counsellor; responding parties; any individual or representative of an organization authorized by the parties involved to provide aid or assistance; members of the advisory panel who provide strategic advice to the Office; external mediator (if applicable), and any other independent third parties involved in the case.
    Purpose: Personal information is collected under the authority of Order-in-Council Number 2009-0422 and is used to conduct reviews submitted to the Extractive Sector- Corporate Social Responsibility Counsellor. The Counsellor accepts requests for reviews from individuals or representatives of organizations who reasonably believe that the public or the environment may be adversely affected by the activities of a Canadian extractive sector company in its operations outside Canada, or who feels that the activities of these companies are inconsistent with the endorsed Performance Guidelines.
    Consistent Uses: With consent, information may be used/disclosed to third-parties for the following purposes: structured dialogue, fact-finding, and mediation. Selected information in the interim and final reports will be published on the Office’s website. The information may also be used or disclosed for reporting and evaluation purposes.
    Retention and Disposal Standards: Under development
    RDA Number: Under development
    Related Record Number: DFATD BTD 904
    TBS Registration: 20100604
    Bank Number: DFATD PPU 906

e-services – Trade Commissioner Service
Description: Records include information on activities related to the provision of Trade Commissioner Service (TCS) services to Canadian business clients. The TCS website includes a form that records contact information and company profiles from visitors interested in market access studies, marketing and promotional messages on TCS activities, services, events and tools. A second database, TRIO, is a TCS client-relationship management database that records contact information as well as related service requests and interactions with Canadian business clients, partner clients (other government departments and agencies, provinces, municipalities, associations, educational institutions, etc.), and internal DFATD staff; additional records relate to project management and maintenance and development of information systems.
Note: The Virtual Trade Commissioner was decommissioned on February 28, 2013.
Document Types: agendas, meeting minutes, notes, policies, procedures, guidelines, directives, statistical reports, market studies, presentations, promotional documents, recommendations, correspondence files, feedback forms, surveys, client and service definition, training material, internal user support requests, user meeting reports, training and usage report
Format: Databases TRIO (client relationship management)
Record Number: DFATD BPD 202

Extractive and Health Industries
Description: Records include information on the development of sector assessments and strategies focused on Canadian capabilities, key company information, industry interests and strategies, sector trade missions, sector insights, sectoral training for trade commissioners, International Business Opportunities Centre, Program for Export Market Development – Associations; Canadian Wine Initiative such as wine and spirits, wine promotion; extractive industries such as oil, gas, renewable energy and mining; plastics; chemicals; life sciences and health industries such as biotechnology, pharmaceuticals, medical devices; industry associations; conferences; trade missions; business development; grants and contributions programs.
Document Types: correspondence files, briefings, presentations, reports, statistical reports, promotional documents, training documents, conference material, meeting minutes and notes, agendas, submissions, policies, procedures, guidelines, directives, assessments, memoranda, agreements, regulations, budgets and expenditures, trade leads, grants and contributions
Record Number: DFATD BBD 155

Global Market Initiatives
Description: Records include information on cross-cutting policy analysis on the present and future Global Commerce Strategies by developing strategic direction and advice on immediate, short, and medium-term policy issues that have the potential to impact departmental operations and/or business clients active in international commerce; facilitating integrated and coordinated delivery of Global Markets Action Plan; generate advice, policies and solutions that seek to strengthen Trade Commissioner Service; Implement the Global Markets Action plan; and coordinating collaboration with other government departments and agencies involved in global commerce.
Note: Formerly named Global Market Initiatives and e-Services
Document Types: meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, policies, frameworks, procedures, guidelines, tools, initiatives, international forums and events participation, directives, statistical reports, reports, assessments, presentations, memoranda, correspondence files
Record Number: DFATD BPD 176

Multi-Industry Sectors and Virtual Practices
Description: Records include information on the development of sector assessments and strategies focused on Canadian capabilities, key company information, industry interests and strategies, sector trade missions, sector insights, and sectoral training for trade commissioners. Records also include information related to the Global Opportunities for Associations program, reports and statistics, conferences, trade missions, trade leads, follow-up reports, and grants and contributions programs. The sectors included are agriculture & processed foods, chemicals, consumer products, financial & insurance services, fish & seafood, forestry & wood products, industrial machinery, mining, nuclear technology, oil & gas, professional services, tourism, transportation, and wine, beer & spirits. 
Document Types: assessments, briefs, presentations, training documents, reports, statistical reports, grants and contributions, product information, meeting minutes and notes, agendas, policies, procedures, guidelines, directives, strategies, assessments, memoranda, correspondence files, agreements, regulations, trade leads.
Record Number: DFATD BBD 006

North American Commercial Relations
Description: Records include information on business development in the United States (U.S.) and Mexico and management of Canada-U.S. and Canada-Mexico commercial issues; principal contact, coordinator and advocate of the U.S. and Mexican posts' business development and commercial policy interests with Canadian partners and clients; officer networks support which are theme-based (foreign direct investment, innovation, gateways/corridors, new exporter programs) or sector-based (priority sectors in each country) with market information and initiatives, coordination with other units in the department, as well as research, analysis, and program delivery tools; assistance in managing budget allocations and accountabilities; post Commercial Economic Planning cycles; annual staffing and pre-posting processes on the trade side; facilitation of commerce-related training as well as providing other services that contribute to the execution of the U.S. and Mexican business development programs at posts.
Document Types: correspondence files, briefs and briefing books, ministerial correspondence, questions and answers, reports from U.S.’s missions, studies relevant to Canada-United States economic activity (from third parties), advocacy planning and messaging documents, marketing plans and mission business plans, performance measurement and reporting, financial reporting, human resource documentation, meeting minutes and notes, agendas, policies, procedures, guidelines, directives, statistical reports, assessments, presentations, memoranda, agreements, regulations, treaties, legislation
Record Number: DFATD GND 157

Portfolio Collaboration
Description: Records include information on research and policy advice on the following topics: ministerial oversight and operations of Export Development Canada and the Canadian Commercial Corporation, Canada Account, export credit disciplines at the Organization for Economic Co-operation and Development, foreign export credit agencies, foreign development finance institutions, multilateral development banks, the Canada Investment Fund for Africa, training materials on trade finance and the aid market, and the Credit Insurance Advisory Group.
Document Types: reports, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, studies, submissions, policies, procedures, guidelines, directives, assessments, presentations, memoranda, agreements, regulations, treaties, legislation, budgets and expenditures, financial reporting, corporate plans, annual reports, trade finance guides
Record Number: DFATD BPD 139

Sustainable Technologies, Infrastructure, Life Sciences and Ocean Technologies Industries Practices
Description: Records include information on the development of sector assessments and strategies focused on Canadian capabilities and opportunities abroad and industry interests, key company information and strategies, sector trade missions, conferences, events, sector insights, sectoral training for trade commissioners; building products, service industries such as consulting services, engineering & construction services, environmental industries such as wastewater, waste services; renewable energies, smart grid, ocean technology; life sciences including health IT, pharmaceuticals, medical devices, reports and statistics, industry associations, trade leads, follow-up reports; grants and contributions programs (Global Opportunities for Associations – GOA).
Note: Formerly named Forest and Building Products, Consumer Products, Service Industries and Environmental Industries
Document Types: assessments, briefs, presentations, conference/events/trade mission information, training documents, reports, statistical reports, grants and contributions documentation, product information, meeting minutes and notes, agendas, policies, procedures, guidelines, directives, strategies, assessments, memoranda, correspondence files, agreements, regulations, trade leads
Record Number: DFATD BBD 177

Trade Commissioner Service - Operations
Description: Records include information on developing policies and guidelines related to the work of trade commissioners; management of the website of the Trade Commissioner Service (Horizons) and up-to-date information for users in coordination with content owners; management of Client Service Fund allocations; implementation of government strategy on corporate social responsibility abroad; National Contact Point for related government commitments under the Organization for Economic Cooperation and Development Guidelines for Multinational Enterprises; policy framework, guidelines and tools for facilitating Canadian direct investment abroad; promotion of the renewal and continuous improvement within the Trade Commissioner Service; development and delivery of international trade courses.
Document Types: feedback forms, surveys, client and service definitions, policies, guidelines, training materials, funding submissions, financial reporting, recruitment/retention, delivery guidelines, audits, feedback, promotional material, meeting minutes and notes, agendas, studies, policies, procedures, directives, statistical reports, reports, assessments, memoranda, correspondence files
Record Number: DFATD BTD 801

International Innovation, Science and Technology

The International Innovation, Science and Technology sub-program supports Canadian business clients’ access to networks, partners and resources that enhance their ability to innovate. Increased innovation successes are facilitated in knowledge-intensive, export-driven sectors aligned with the Global Markets Action Plan. Canadian business gain access to international technology networks, partners and resources to enhance their ability to compete, innovate and secure new markets. Canada’s profile of science, technology and innovation excellence is highlighted in key bilateral forums to increase innovation and investment opportunities. Bilateral science, technology and innovation agreements are leveraged in support of Government of Canada objectives, and related action plans are developed for priority countries in support of enhanced commercial outcomes.

International Innovation, Science and Technology Collaboration
Description: Records include information on international innovation, science and technology activities and cooperation including documents related to innovation, science and technology policy; senior management meetings between the Department and science-based departments and agencies and universities; plans and reports on innovation, science and technology partnering activities generated under the International Science and Technology Partnerships Program, ISTPCanada, and Going Global Innovation program; interdepartmental science and technology working groups; international science and technology partnering and collaboration; intellectual property and policy; science and technology studies; mission international business development plans and commercial economic plans; training and professional development; venture capital; Canadian Venture Capital and Private Equity Association risk financing; bilateral science and technology cooperation; Canada-Israel Industrial Research and Development Fund; Canada-India Science and Technology Agreement; Canada-Brazil Science and Technology Agreement; Canada-China Science and Technology Agreement, ERA-CAN (European Research Area - Canada Project); EU science, research and development; EU framework program.
Document Types: policies, meeting notes, minutes, reports, annual reports, training and professional development materials, studies, correspondence, briefing notes, business development plans, regulations, partnering agreements/collaboration, procedures, guidelines, directives, statistical reports, assessments, presentations, memoranda, correspondence files, treaties, legislation, regulations
Record Number: DFATD BID 802

International Development

The International Development program contributes to poverty alleviation by engaging in long-term development support in developing countries that have demonstrated a capacity to effectively plan and advance poverty reduction initiatives. To ensure the greatest impact, the program prioritizes its programming in themes identified by partner countries and where Canada maintains a particular expertise, including sustainable economic growth, children and youth, and food security. A key Canadian initiative included in this program is Canada’s commitment to Maternal, Newborn, and Child Health. The program’s investments in complementary programming areas, such as multi-sector assistance, provide the linkages that ensure that Canada’s international development programming remains coherent and supportive of Canada’s interests and values. The program is implemented mainly through contributions that target governments in developing countries, multilateral organizations, and non-governmental organizations.

Children and Youth, including Maternal, Newborn and Child Health

The Children and Youth, including Maternal, Newborn and Child Health sub-program contributes to the well-being and empowerment of children and youth in targeted developing countries by achieving increased health outcomes for girls, boys and mothers, increased completion of quality basic education, especially for girls, and enhanced protection of the human rights of girls and boys. It is done through improvement of child and maternal health, equitable access to quality education and learning opportunities, and protection from violence, exploitation, and abuse. Contributions target developing country governments, their institutions and agencies, multilateral development institutions, and non-governmental organizations. The sub-program uses funding from the following transfer payments: the International Development Assistance Program, the International Financial Institutions Program, and the Advance Market Commitment for Pneumococcal Vaccines.

Food Security

The Food Security sub-program contributes to increased sustainable agricultural production and productivity for smallholder farmers, strengthened agricultural innovation systems, and improved consumption of nutritious foods or supplements for food insecure, undernourished or food aid dependent families. The sub-program achieves this by improving sustainable agricultural development at local, national and regional levels, providing more flexible, predictable and needs-based funding to meet long-term food and nutrition needs of the most vulnerable, especially for women and young children, and broaden and deepen research that makes significant improvements to food security. Contributions target developing country governments, their institutions and agencies, multilateral development institutions, and non-governmental organizations. This sub-program uses funding from the International Development Assistance (transfer payment) Program, and the International Financial Institutions (transfer payment) Program.

Food Assistance
Description: Records related to the provision of food assistance to vulnerable populations who require food assistance as a result of war, civil conflict, or natural disasters, including droughts.
Document types: Reports, agendas, briefing notes, correspondence, minutes.
Record number: DFATD MSD 019

Multisector Assistance, Social Development, and Development Engagement

The Multi-sector Assistance, Social Development, and Development Engagement sub-program provides services that support the targeted interventions of other development programming and enables the continued engagement of Canadians as global citizens. To achieve this, it ensures programming coordination across key complementary programming areas such as multi-sector assistance and social development, including health that does not specifically target children and youth, and gender equality. It also ensures the continued engagement of Canadians as global citizens through learning and exchange opportunities related to international development. Grants target country governments, related institutions and agencies, multilateral institutions, non-governmental organizations, and Canadian institutions such as colleges, universities and provincial development councils. This sub-program uses funding from the International Development Assistance (transfer payment) Program, and the International Financial Institutions (transfer payment) Program.

Geographic Programs
Description: Information on geographic programs, sub-Saharan Africa, North Africa and Middle East, Americas, Asia, Eastern Europe, strategic planning results and specialists, operations and field support, international organizations, international humanitarian assistance, peace and security, emergency relief and rehabilitation, Canada Fund For Africa Secretariat, population and health, education, governance, natural resources, economic growth, environment, gender equality, democratic development, social sustainability, social development priorities, poverty reduction, human settlements, food assistance, human rights, reconstruction, refugee relief, official development assistance, antipersonnel landmines, country development programming framework, trade and development, cooperants.
Document types: Policies and programs, priorities and objectives, strategies, reports and statistics, security, communications, organizations, conferences and meetings, project assistance, selection files, contracts, briefing notes, work plans, financial, committees and councils, studies, research and impact, consultations, visits, and correspondence.
Record number: DFATD MGD 027

  • Inventory of individuals interested in contracting with DFATD as cooperants in a developing country
    Description: The databank consists of personal data, academic qualifications, and experience of individuals who have registered for assignments as cooperants in a developing country. This data bank is used to select candidates having the appropriate skills and experience to work on DFATD projects as cooperants. It may also be used to assist international development organizations in identifying suitable candidates. The registration forms and files of these individuals are updated annually and are kept for 10 years after the last correspondence.
    Note: Bank formerly called Inventory of individuals interested in contracting with CIDA as cooperants in a developing country
    Class of Individuals: Cooperants
    Purpose: Used as a current inventory to respond to needs of developing countries.
    Consistent Uses: Used for the selection of cooperants for assignments in developing countries.
    Retention and Disposal Standards: The forms and the files are kept for 10 years, after which, with the authorization of the archivist, they are destroyed. Inscriptions are updated on request.
    RDA number: 2000/008
    Related record number: DFATD MGD 026, DFATD MGD 027
    TBS registration: 003421
    Bank number: DFATD PPU 015

Global Citizens
Description: Information on Canadian partnership, engaging Canadians, youth programs, internships, voluntary sector, tied and untied aid, international organizations, official development assistance, institutional evaluation of Canadian partnership, Canadian relations, policy coordination, public participation program, non-governmental organizations, trainees and awards, and calls for proposals.
Document Types: programs and projects, calls for proposals, strategic planning and policy, briefing notes, visits and tours, internal audits, financial documents, committees and councils, conferences and meetings, contracts, studies, research and impact, evaluation of DFATD programs, trainees and awards, reports, correspondence.
Record Number: DFATD KED 010

  • Files and Records of Foreign Student Scholarship Holders
    Description: The personal information record contains the files of foreign students and of professionals who have applied for or received a scholarship under the Canadian Francophonie Scholarship Program. DFATD fully funds all scholarships designed to build the institutional capacities of countries of La Francophonie eligible for official development assistance. The record may include the name, address in the student's country of origin and in Canada, proposed and approved program of studies, student's professional references, career plan, official transcripts, invoices for training costs, and any other correspondence relating to the program of study. The record also contains information about the terms and conditions imposed by Canada (DFATD), and the student's acceptance of these terms and conditions, which are very clearly explained in the guide prepared for the student.
    Class of Individuals: Foreign students and professionals who have applied for or received a scholarship.
    Purpose: To preserve the files of foreign students and professionals who have applied for or received a scholarship.
    Consistent Uses: Information may be shared with the Department of Foreign Affairs, Trade and Development, Citizenship and Immigration Canada, the university or educational institution concerned, and the authorities of the country of origin to ensure compliance with the terms and conditions to which the student has agreed, especially upon returning to the country of origin when training is completed. Failure to honour these commitments could cause DFATD to withdraw the scholarship and to exercise its right to recover the financial assistance provided.
    Retention and Disposal Standards: When scholarship applications are rejected, files are kept for seven years following the examination of the application. When scholarship applications are accepted, files are kept for the duration of the scholarship, and then another seven years after the scholarship and the training have ended. Once these above periods have ended, files are destroyed with the authorization of the archivist.
    RDA Number: 2000/008
    Related Record Number: DFATD KED 010
    TBS Registration: 20140082
    Bank Number: DFATD PPU 016

Health Programming
Description: Records related to the provision of funding to multilateral and global organizations for health programming focusing on reducing death rates and achieving the Millennium Development Goals related to health; on preventing and treating major diseases such as HIV/AIDS, tuberculosis, and malaria; and on addressing maternal and child health with such programming as micronutrient programming, immunization programming, and community health outreach.
Document types:  Reports, statistics, agreements, audits, contracts, correspondences, memorandums, studies, briefing notes, and agreements.
Record number: DFATD MND 017

Multilateral and Global Programming
Description: Information on multilateral and global programming, multilateral development institutions, global initiatives, international humanitarian assistance, international organizations, Commonwealth programs, Commonwealth institutions, the Commonwealth Secretariat, the United Nations, the General Assembly of the United Nations, UNHCR, the International Atomic Energy Agency, the Consultative Group on International Agricultural Research, the Food and Agriculture Organization, the World Trade Organization, and the Uruguay Round of multilateral trade negotiations, the International Monetary Fund, the United Nations Educational, Scientific and Cultural Organization, the United Nations Conference on Trade and Development, the United Nations Development Programme, the United Nations Environment Programme, the World Health Organization, the World Meteorological Organization, the United Nations Industrial Development Organization, UNFPA, UNICEF, official development assistance, HIV/AIDS, antipersonnel mines, grants and contributions, private sector development, evaluation of multilateral assistance, food assistance, transportation and procurement, the International Fund for Agriculture Development, the African Development Bank, the Asian Development Bank, the Caribbean Development Bank, the Inter-American Development Bank, the Multilateral Investment Fund, the World Bank Group, international humanitarian assistance, peace and security, disaster preparedness, emergency relief and rehabilitation, bilateral and multilateral technical cooperation projects, La Francophonie programs, population and health, renewable natural resources, and the Global Environment Facility.
Document types: Policies and programs, priorities and objectives, strategies, reports, and statistics, communications, visits and tours, conferences and meetings, briefing notes, correspondence, and projects.
Record number: DFATD MGD 026

  • Inventory of individuals interested in contracting with DFATD as cooperants in a developing country
    Description: The databank consists of personal data, academic qualifications, and experience of individuals who have registered for assignments as cooperants in a developing country. This data bank is used to select candidates having the appropriate skills and experience to work on DFATD projects as cooperants. It may also be used to assist international development organizations in identifying suitable candidates. The registration forms and files of these individuals are updated annually and are kept for 10 years after the last correspondence.
    Note: Bank formerly called Inventory of individuals interested in contracting with CIDA as cooperants in a developing country
    Class of Individuals: Cooperants
    Purpose: Used as a current inventory to respond to needs of developing countries.
    Consistent Uses: Used for the selection of cooperants for assignments in developing countries.
    Retention and Disposal Standards: The forms and the files are kept for 10 years, after which, with the authorization of the archivist, they are destroyed. Inscriptions are updated on request.
    RDA number: 2000/008
    Related record number: DFATD MGD 026, DFATD MGD 026
    TBS registration: 20140081
    Bank number: DFATD PPU 015

Non-food Assistance
Description: Records related to the provision of non-food assistance, including essential emergency goods and services such as water and sanitation, shelter, medical care, protection, and basic household items.
Document types: Reports, agendas, briefing notes, correspondence, minutes.
Record number: DFATD MHD 016

Partners for Development
Description: Information on Canadian partnership, human development, economic growth and environmental sustainability, governance, tied and untied aid, international organizations, official development assistance, bilateral projects, institutional evaluation of Canadian partnership, DFATD Services and Canadian Relations, voluntary sector, policy coordination, World Bank Group, volunteer cooperation program, non-governmental organizations, civil society, trainees and awards.
Document Types: programs and projects, strategic planning and policy, briefing notes, visits and tours, internal audits, financial documents, committees and councils, conferences and meetings, contracts, studies, research and impact, evaluation of DFATD programs, trainees and awards, reports, correspondence.
Record Number: DFATD KED 011

Sectors/Themes Other than Health
Description: Records related to the provision of funding to multilateral and global organizations for programming in sectors and themes other than health contributing to specific initiatives that are effective and in line with Canadian development and foreign policy. Sectoral and thematic priorities evolve or shift over time. They may include economic growth, the environment, education, governance, and specific Canadian initiatives.
Document types:  Reports, statistics, agreements, audits, contracts, correspondences, memorandums, studies, briefing notes, and agreements.
Record number: DFATD MND 018

Sustainable Economic Growth

The Sustainable Economic Growth sub-program helps developing countries to sustainably grow their economies and provide opportunities for their citizens in a way that: builds economic foundations by improving the broad investment climate; enables the growth of sustainable and competitive businesses, especially micro, small and medium-sized enterprises and those led by women; and, invests in the employment and entrepreneurial skills of individuals, particularly women and youth. It achieves this by strengthening fiscal and economic management, enabling trade and investment, promoting business and financial sector development, including in the extractive sector, and investing in entrepreneurship and labour market ready skills, while advancing the economic empowerment of women. Contributions target developing country governments, their institutions and agencies, multilateral development institutions, private sector enterprises, and civil society organizations. This sub-program uses funding from the International Development Assistance (transfer payment) Program, and the International Financial Institutions (transfer payment) Program.

International Financial Institutions
Description: Records related to the provision of long-term institutional support to international financial institutions, which is governed by the International Development (Financial Institutions) Assistance Act.
Document types: Reports, statistics, agreements, audits, contracts, correspondences, memorandums, studies, briefing notes, agreements.
Record number: DFATD MED 012

International Humanitarian Assistance

The International Humanitarian Assistance program reduces the vulnerability of people in crisis situations due to armed conflicts, acute food insecurity and natural disasters. It ensures that they receive timely and appropriate emergency food, water and sanitation, nutritional interventions, emergency medical care, shelter coordination and protection, and facilitates this by also supporting coordination and other shared humanitarian services. It addresses acute humanitarian needs through responses to international appeals for assistance. This program features short-term programming to ensure delivery of essential humanitarian services. It also provides long-term institutional support for day-to-day activities and operations of key humanitarian assistance partners. Canada engages on partner organizations’ governing bodies and policy issues to ensure that they are effectively empowered to fulfill their humanitarian mandate and have the ability to deliver results in an increasingly challenging political and environmental context.

Humanitarian Programming

The Humanitarian Programming sub-program ensures timely and effective responses to humanitarian crises in developing countries. It responds to specific appeals and provides crisis-affected populations with humanitarian assistance and protection based on assessed needs through experienced humanitarian assistance partners active in the country. Grants target internationally recognized humanitarian assistance organizations. This sub-program uses funding from the International Development Assistance (transfer payment) Program.

Partners for Humanitarian Assistance

The Partners for Humanitarian Assistance sub-program improves the effectiveness of the International Humanitarian System to respond to humanitarian crises. This is achieved by providing long-term institutional support to key humanitarian assistance partners to improve their effectiveness and ensure their continued disaster preparedness in an ever-evolving global political and environmental context. This allows partners to better fulfill their mandate and deliver results on the ground. Grants target humanitarian assistance partners such as the World Food Programme, the Canadian Foodgrains Bank, the International Committee for the Red Cross, the United Nations High Commissioner for Refugees, the Office for Coordination of Humanitarian Affairs, and the United Nations Central Emergency Response Fund. This sub-program uses funding from the International Development Assistance (transfer payment) Program.

Humanitarian Assistance Organizations
Description: Records related to the provision of long-term institutional support to humanitarian assistance organizations, including the World Food Programme, Canadian Foodgrains Bank,  the International Committee for the Red Cross, UNHCR, the United Nations Office for Coordination of Humanitarian Affairs,   and the United Nations Central Emergency Response Fund.
Document types:  Reports, statistics, agreements, audits, contracts, correspondences, memorandums, studies, briefing notes, and agreements.
Record number: DFATD MHD 015

International Development Institutions
Description: Records related to the provision of long-term institutional support to international development institutions, including United Nations development funds and programs such as the United Nations Development ProgrammeUNICEFUNFPA, and UNAIDS and sector-focused global organizations such as the Global Fund to Fight AIDS, Tuberculosis and Malaria and the Consultative Group on International Agricultural Research.
Document types:  Reports, statistics, agreements, audits, contracts, correspondences, memorandums, studies, briefing notes, agreements.
Record number: DFATD MGD 013

International Security and Democratic Development

The International Security and Democratic Development program contributes to increased security by enhancing the capacity of foreign governments and international organizations to manage international peace and security challenges, prevent and respond to transnational crime and terrorism, and reduce the threat of weapons of mass destruction. It also supports democracy by working with partners in developing countries and regions, fragile states, states in transition to democracy and states governed by repressive regimes to promote the participation of people in political processes, enhance respect for human rights and the rule of law, and promote the emergence of effective and accountable institutions. The program partners with Crown Corporations and other institutions of the Government of Canada, foreign governments, institutions and agencies, multilateral organizations, and civil society organizations to build the stable, democratic foundations necessary for peace, sustainable development and poverty alleviation.

Advancing Democracy, Human Rights, Freedom, and the Rule of Law

The Advancing Democracy, Human Rights, Freedom, and the Rule of Law sub-program promotes the development and maintenance of democratic, well-governed, pluralistic societies whose governments respond effectively to the needs of their citizens. This is done by working with partners in developing countries and regions, fragile states, states in transition to democracy and states governed by repressive regimes to promote the participation of people in political processes, enhance respect for human rights and the rule of law and promote the emergence of effective and accountable institutions. Contributions provided aim to strengthen civil society, legislatures and other representative bodies, electoral processes and institutions, independent media and political party systems. This sub-program uses funding from the International Development Assistance (transfer payment) Program.

Religious Freedom Fund Program
Description: Records include information on the identification, elaboration, approval, planning, financing, implementation, coordination, and evaluation of projects promoting religious freedom delivered through bilateral and multilateral channels, to provide funding to implementing partners in countries where religious communities are facing intolerance or persecution, focusing on four priority areas: 1)  interreligious dialogue and education on freedom of religion or belief and pluralism; 2) research on freedom of religion or belief that provides governments and decision-makers around the world with sources of information and analysis related to freedom of religion or belief; 3) dialogue among different religious groups leading to clearly identified outcomes in countries where religious issues are principal factors of tension between communities; 4) legal and legislative or related forms of support on issues of freedom of religion or belief in order to build local capacity and help protect communities that are targeted because of their faith.
Document Types: Memorandum to Cabinet, Treasury Board submissions, Terms and conditions, Solicited and unsolicited project proposals, Project assessment and approval documents, Projects budgets and expenditures, Financial tables and reports, Fiduciary Risk assessments, Risk Assessment, Project measurement frameworks and logic models, Narrative reports, Implementing agreements or arrangements (Grants and Contributions), Payments, Project lists, Media Products, Presentations, Guidelines, Program Country strategies.
Record Number: DFATD MIR 007

International Security and Threat Reduction

The International Security and Threat Reduction sub-program enhances the capacity of foreign governments and international organizations to prevent and respond to international peace and security challenges. This is done by advocating for Canadian values and interests at multilateral and regional institutions, linking civilian crisis management to political, development and diplomatic efforts, and supporting international capacity to prevent and respond to threats of transnational crime, terrorism, and weapons and materials of mass destruction. Contributions target Canadian government organizations, regional organizations such as the Organization of American States, and international organizations such as Interpol. This sub-program uses funding from the following transfer payments: the International Development Assistance Program, the Global Partnerships Program, the Counter-Terrorism Capacity Building Program, the Anti-Crime Capacity Building Program, and the Annual Voluntary Contribution to the United Nations Office on Drugs and Crime.

Anti-Crime Capacity Building Program
Description: Records include information on the identification, elaboration, approval, planning, financing, implementation, coordination, and evaluation of international security assistance projects, delivered through bilateral and multilateral channels to provide training, funding, equipment, and technical and legal assistance worldwide to key beneficiary states, government entities, and international organizations to enable them to prevent and respond to threats posed by transnational criminal activity in the Americas region, focusing on six priority areas of (1) security sector reform, (2) crime prevention, (3) illicit drugs, (4) human smuggling, (5) money laundering and proceeds of crime, and (6) corruption; Canada’s contributions to the United Nations Office on Drugs and Crime and the Organization of American States’ Inter-American Drug Abuse Control Commission for capacity building activities in the hemisphere.
Document Types: solicited and unsolicited project proposals, financial tables and reports, budgets and expenditures, project approval documents, project lists, accountability, risk, and audit frameworks, project management frameworks, logic models, audits and evaluations, contracts, concept papers, letters of agreement, meeting minutes and notes, agendas, briefing notes, ministerial and other official correspondence, Treasury Board submissions, terms and conditions, policies, procedures, guidelines, statistical reports, annual reports, final project reports, risk assessments, environmental assessments, presentations, public correspondence, contribution agreements and arrangements, regulations, recommendations, conference papers and proceedings, promotional and outreach material, media products, Questions and Answers (Qs & As), contact lists, training documents
Record Number: DFATD IGD 151

Counter-Terrorism Capacity Building Program
Description: Records include information on the identification, elaboration, approval, planning, financing, implementation, coordination, and evaluation of international security assistance projects delivered through bilateral and multilateral channels, to provide training, funding, equipment, technical and legal assistance worldwide to key beneficiary states, government entities, and international organizations to enable them to prevent and respond to terrorist activity in a manner consistent with international counter-terrorism and human rights norms, standards, and obligations, focusing on six priority areas of (1) border and transportation security, (2)  legal assistance, (3) law enforcement (4) combatting the financing of terrorism, (5) critical infrastructure protection including cyber security, and (6), countering improvised explosives devices (7) military and intelligence.
Document Types: solicited and unsolicited project proposals, financial tables and reports, budgets and expenditures, project approval documents, project lists, accountability, risk, and audit frameworks, project management frameworks, logic models, audits and evaluations, contracts, concept papers, letters of agreement, meeting minutes and notes, agendas, briefing notes, ministerial and other official correspondence, Treasury Board submissions, terms and conditions, policies, procedures, guidelines, statistical reports, annual reports, final project reports, risk assessments, environmental assessments, presentations, public correspondence, contribution agreements and arrangements, regulations, recommendations, conference papers and proceedings, promotional and outreach material, media products, Questions and Answers (Qs & As), contact lists, training documents
Record Number: DFATD IGD 153

Global Partnership Program
Description: Records include information on the identification, elaboration, approval, planning, financing, implementation, coordination, and evaluation of international security assistance projects delivered through bilateral and multilateral channels, which seek to reduce the threat posed by weapons of mass destruction (WMD) and related materials and expertise worldwide under the portfolios of chemical weapons destruction, nuclear and radiological security, , biological non-proliferation, and implementation of United Nations Security Council Resolution 1540; Canada’s participation in the G8-led Global Partnership and related G8 meetings, the Nuclear Security Summit process, the Global Initiative to Combat Nuclear Terrorism, the International Atomic Energy Agency’s Nuclear Security Fund, the Chemical Weapons Convention and the Organization for the Prohibition of Chemical Weapons, the Biological and Toxin Weapons Convention, and WMD threat reduction initiatives undertaken by foreign governments including the United States.
Document Types: solicited and unsolicited project proposals, financial tables and reports, budgets and expenditures, project approval documents, policy papers, audits and evaluations, statistical reports, annual reports, bi-monthly reports, final project reports, accountability, risk, and audit frameworks, risk assessments, environmental assessments, project management frameworks, logic models, treaties, conference papers and proceedings, promotional and outreach material, media products, Questions and Answers (Qs & As), contact lists, Treasury Board submissions, terms and conditions, contracts, concept papers, letters of agreement, contribution agreements and arrangements, meeting minutes and notes, agendas, briefing notes, ministerial and other official correspondence, studies, procedures, guidelines, presentations, public correspondence, recommendations, regulations, training documents, legislation
Format: photographic and video records of project work
Record Number: DFATD IGD 830

Global Peace and Security Fund
Description: Records include information on the Global Peace and Security Fund that supports three programs: the Global Peace and Security Program, the Global Peace Operation Program and the Glyn Berry Program that provide financial and operational resources to support and facilitate timely, effective and accountable conflict prevention, crisis response, peace operations, civilian protection and stabilization interventions in fragile states and the Mine Action/Explosive Remnants of War envelope; collaboration with other Canadian government departments, multilateral and bilateral partners, as well as with Canadian and international civil society groups; engaging and/or deploying Canadian expertise on issues pertaining to fragile states including peacekeeping, peace building, conflict prevention and humanitarian affairs with the purpose of enhancing programming capability.
Document Types: meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, studies, submissions, policies, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, correspondence files, agreements, regulations, training documents, legislation, budgets and expenditures, financial reporting
Record Number: DFATD IRD 150

International Crime and Terrorism
Description: Records include information on the development, integration, and whole-of-government coordination of Canada’s international policies in both bilateral and multilateral arenas with regards to counter-terrorism (including work on terrorist listings, military and police aspects of counter-terrorism, transport security, victims of terrorism, security certificates, countering violent extremism, and cyberterrorism); transnational criminal activity (including work on illicit drug production and distribution); trafficking in persons and irregular migration; corruption; money laundering; cybercrime; information on the development of international legal instruments to combat terrorism and transnational organized crime including the United Nations Convention against Transnational Organized Crime and its Protocols on Smuggling in Migrants and Trafficking in Persons and Firearms, the United Nations Convention against Corruption, the United Nations Global Counter Terrorism Strategy, and the “16+2” universal instruments on terrorism; Canada’s engagement in the G8 Counter-Terrorism Action Group and Roma-Lyon Group, the United Nations Office on Drugs and Crime, the United Nations Commission on Crime Prevention and Criminal Justice, the Financial Action Task Force, the International Narcotics Control Board, the Dublin Group, the Organization of American States’ Inter-American Drug Abuse Control Commission and Inter-American Committee against Terrorism, and the G20 Anti-Corruption Working Group; cooperation and partnerships with foreign governments and stakeholders in relevant international, regional, and non-governmental organizations including the United Nations, the Organization of American States, the G8, Asia-Pacific Economic Cooperation, and the Organization for Security and Cooperation in Europe.
Document Types: meeting minutes and notes, agendas, briefing notes, discussion papers, policy papers, ministerial and other official correspondence, studies, Treasury Board submissions, policies, procedures, guidelines, resolutions, reports, assessments, presentations, speeches, public correspondence, agreements, regulations, treaties, legislation, budgets and expenditures, financial reporting, conference papers and proceedings, media products, Questions and Answers (Qs & As)
Record Number: DFATD IGD 152

Stabilization and Reconstruction Task Force
Description: Records include information on the department’s Stabilization and Reconstruction Task Force, formed in September 2005; support to and involvement in complex crises such as conflict or natural disaster; coordination of whole-of-government policy and program engagements in fragile states such as Afghanistan, Haiti and Sudan; policy leadership on fragile states such as issues pertaining to countries in or at risk of crisis; operational agility such as responses to crises (conflicts and natural disasters) requiring whole-of-government action, deployment of Canadian experts, and provision of support for international partners working in these contexts; effective programming such as conflict prevention and peacebuilding, peacekeeping and peace operations including security system reform through the Global Peace and Security Fund.
Document Types: meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, studies, submissions, policies, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, correspondence files, agreements, regulations, treaties, budgets and expenditures, financial reporting
Record Number: DFATD IRD 906

Management of Government of Canada Terms and Conditions of Employment Abroad

The Management of Government of Canada Terms and Conditions of Employment Abroad program supports the operation of Canada’s mission network by ensuring that Canada-based staff receive timely and accurate Foreign Service Directives (FSD) payments and services, and locally engaged staff (LES) receive timely and accurate Pension, Insurance and Social Security Program payments and support. This is achieved through the effective governance and administration of FSD policy, payments and services, as well as the policies and payments to service providers associated with LES pension, insurance, and social security programs.

Administration of Foreign Service Directives

The Administration of Foreign Service Directives (FSD) sub-program ensures that Canada-based staff (CBS) and their dependents at Canada's missions abroad relocating back to Canada or to missions receive, and are satisfied with, the FSD services and benefits, which govern all aspects of the mission-posting cycle and include provisions associated with relocation, education, health, travel, and a range of allowances. This is achieved by providing timely and accurate FSD allowances, benefits and services to CBS, and by ensuring that CBS have a good awareness of FSD policies, benefits and procedures.

Foreign Service Directives Payments
Description: Records include information on the administration and payments of Foreign Service Directives (FSDs), which consist of a suite of policies that describe the benefits, allowances and conditions of employment for personnel serving abroad; all aspects of the posting cycle and include provisions for relocation, education, health, travel and allowances; benefit payments to Canada-Based staff; advise and administration of FSDs to employees and their dependants by FSD Client Advisors are assigned to each mission.
Document Types: directives, policies, statistical reports, agreements, meeting minutes and notes, procedures, guidelines, reports, assessments, memoranda, correspondence files, financial reporting, audits, briefs, presentations, memoranda
Record Number: DFATD AED 179

Administration of Locally Engaged Staff Pension, Insurance and Social Security Programs

The Administration of Locally Engaged Staff (LES) Pension, Insurance and Social Security Programs sub-program administers pensions, insurance, and local social security affiliation for LES who work at Canada’s missions abroad. Services administered by this sub-program include the provision of information to LES regarding pensions, insurance, social security programs, and service standards, as well as the delivery of timely and accurate payments related to pensions, insurance, and local social security affiliation, such as employer contributions and local administrative costs.

Employer Contributions to Locally Engaged Staff (LES) Plans
Description: Records include information on the employer contributions to LES plans (pension, insurance, and social security).
Document Types: directives, policies, statistical reports, agreements, meeting minutes and notes, agendas, procedures, guidelines, reports, assessments, memoranda, correspondence files
Record Number: DFATD AED 180

Mission Network Governance, Strategic Direction and Common Services

The Mission Network Governance, Strategic Direction and Common Services program enables DFATD and the Government of Canada to achieve its international priorities by providing sound governance, strategic direction, and efficient and cost-effective common services to Canadian missions abroad and mission partners. These common services include management of real property and mission security, the provision of information management and information technology support, and the governance of the network’s locally engaged staff. Management of this mission network is provided through cooperation with DFATD, federal departments and agencies, Crown corporations, provincial governments, other national governments, and non-governmental organizations to ensure common-service standards are clearly defined, and sustainably delivered, and that ongoing changes to the network are effectively managed.

Information Management / Information Technology

The Information Management/Information Technology (IM/IT) sub-program ensures that Canadian missions abroad and mission partners receive efficient and cost-effective IM/IT services. These services include the maintenance of a global, secure, and reliable telecommunications and computing platform that provides continuous electronic access to information and expertise. The sub-program also aligns IM/IT investment decisions with whole-of-government business needs while safeguarding the security, integrity and availability of information and technology. DFATD provides 65% of the resources required to deliver this sub-program, with Shared Services Canada contributing the remainder.

Business Solutions
Description: Records related to the delivery of corporate applications, business solutions, and enabling DFATD's web presence in alignment with business priorities through collaboration with stakeholders; protecting the integrity of DFATD infrastructure; recommending and implementing IT solutions to improve and support business processes; providing IT project management or project management expertise to DFATD along with technical application expertise and advice.
Document Types: policies and plans, reviews, inspection/incident reports, security precautions, meeting minutes and notes, agendas, briefs and discussion papers, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, correspondence files, questionnaires, templates.
Record Number: MAECD SID 001

Client Relations and IT Governance
Description: Records related to management, governance and planning for Information Management/Information Technology (IM/IT) across the Department and departmental participation in Government of Canada IM/IT and service delivery;  Management and support of the DFATD IM/IT governance framework; Coordinating branch business planning and priority setting initiatives/events; Coordinating marketing and communications of IM/IT products and services; Managing the intranet site of the Chief Information Officer and the IM/IT Bureau; Promoting effective relations with DFATD and other government department clients on IM/IT issues and requirements; Oversight of project management framework and reporting system for all IM/IT projects, and selected DFATD projects.
Note: Formerly named Information Technology and Information Management
Document Types: policies and plans, reviews, inspection/incident reports, security precautions, meeting minutes and notes, agendas, briefs and discussion papers, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, correspondence files, questionnaires, templates.
Record Number: MAECD SID 002

Information Technology Client Support
Description: Records related to the effective Information Technology Client support provided to DFATD and other government department clients at missions abroad, regional offices, and the National Capital Region; management of IM/IT Help Centre and Service Desk.
Document Types: policies and plans, reviews, inspection/incident reports, security precautions, meeting minutes and notes, agendas, briefs and discussion papers, procedures, guidelines, directives, statistical reports, Remedy ticket logs, reports, assessments, presentations, memoranda, correspondence files, questionnaires, templates.
Record Number: MAECD SID 003

Knowledge and Information Management
Description: Records related to development and administration of knowledge and information management policies, best practices, guidelines; provides Library (including Virtual Library) Knowledge Management services; provides Information Management services which includes providing corporate documents and information to the DFATD; develops and manages DFATD file plans. Document Types: policies and plans, reviews, inspection/incident reports, security precautions, meeting minutes and notes, agendas, briefs and discussion papers, procedures, guidelines, directives, statistical reports, Remedy ticket logs, reports, assessments, presentations, memoranda, correspondence files, questionnaires, templates.
Record Number: MAECD SID 004

Locally Engaged Staff Supporting Other Government Departments

The Locally Engaged Staff (LES) Supporting Other Government Departments sub-program ensures that LES supporting the international work of mission partners receive timely and cost-effective salary determination. This is done through the development, amendment, and implementation of the policy framework governing DFATD LES working in Canadian missions abroad.

Locally-Engaged Staff and HQ Workforce Programs Corporate Policy
Description: Records include information on internal policies, guidelines, directives, tools, procedures to support the delivery of Locally Engaged Staff programs and services around the world.
Document Types: policies, procedures, guidelines, directives, tools, standards, presentations, regulations, training documents
Record Number: DFATD ALD 128

Management of Common Services

The Management of Common Services sub-program provides timely and cost-effective common services and support to Canada’s mission network, including materiel management, procurement, mission logistics, diplomatic mail, banking and financial advisory services, and management of the policy framework and Terms and Conditions of Employment governing locally engaged staff (LES) at missions. This sub-program also provides standardized human-resource management of all LES, including the provision of appropriate compensation and benefits.

Canada’s Network Abroad
Description: Records include information on the overview of Canada’s Network Abroad and supporting documentation related to partners and co-locators; a listing of Embassies, High Commissions, Permanent Missions and Consulates of Canada and maps of the mission network as well as the staffing profile of the missions. The International Platform section also enumerates all of the services offered to missions by Headquarters: Responsibilities and Governance, Property Services, Information Management and Technology, Foreign Service Directives Administration, Diplomatic Mail and Logistics, and Mission Security Services.
Document Types: reports, lists, statistics, graphics, tables, policies, procedures, financial reporting, guidelines, directives, standards, presentations, regulations, training documents, meeting minutes, agreements, statistical reports
Format: images
Record Number: DFATD AFD 123

Canadian Foreign Service Institute
Description: Records include information on course delivery of international affairs, professional and management development, learning advisory services and corporate accountability; corporate services training, foreign languages training and testing, and intercultural effectiveness training; learning policy and plans; cooperation arrangements; studies, course registrations and participation; contractual arrangements with outside subject matter experts; cost recovery arrangements for non-departmental participants; agreements with other governmental departments and agencies; training needs analyses and evaluations.
Document Types: training/developmental material, training applications, testing, needs analyses, evaluations, reports, studies, statistical reports, cooperation arrangements, conference planning, contracts, meeting minutes and notes, agendas, policies and plans, procedures, guidelines, directives, assessments, presentations, memoranda, correspondence files, regulations, cost recovery and financial reporting
Format: on-line training
Record Number: DFATD CFSI 844

  • Training for Spouses or Common-Law Partners of Government of Canada Employees
    Description: This bank describes information that is related to the provision of training to spouses or common-law partners of Government of Canada employees to be posted abroad or for those posted abroad. The personal information may include name, contact information, date of birth and general views and opinions from training participants about the training that they received.
    Note: Information may be stored in the following internal systems / databases: Human Resources Management System and Registration database.
    Class of Individuals: Spouses or common-law partners of Government of Canada employees
    Purpose: The personal information is used to administer the pre-posting and skills retention training, determine the eligibility of individuals for the training, complete the registration of eligible individuals and to deliver the training. The views and opinions provided by the training participants (spouses or common-law partners) relate to the training that they received and are collected for program evaluation purposes. Personal information is collected pursuant to the Department of Foreign Affairs, Trade and Development Act.
    Consistent Uses: The information may be used or disclosed for reporting and program evaluation purposes. Selected information may also be shared with the responsible officer for approval for the creation of a new SIGNET Network Account. If approved, selected information will be shared with the departmental SIGNET Network Account Administration Unit who will create the new account. Selected information may also be shared with the Canadian Foreign Service Institute course manager and the course facilitator.
    Retention and Disposal Standards: The personal information will be retained for two years after its last use and will then be destroyed.
    RDA Number: 98/005
    Related Record Number: DFATD CFSI 844
    TBS Registration: 20120179
    Bank Number: DFATD PPU 908

Changes to Positions in Canadian Missions Abroad
Description: Records include information on authorizations and supporting documentation related to changes to positions at Canadian missions abroad (creations, deletions, conversions, extensions and reclassifications); costing and authorizations.
Document Types: directives, evaluation criteria, costs, reclassifications, policies, statistical reports, agreements, meeting minutes and notes, agendas, procedures, guidelines, reports, assessments, memoranda, correspondence files
Record Number: DFATD AFD 172

Distribution Services, Diplomatic Mail and Transportation
Description: Records include information on delivery operations of diplomatic mail and material.
Types of Records: reports, statistics, agreements, diplomatic mail security, invitations to tender, registration of freight notes data and electronic equipment disposal, correspondence
Record Number: DFATD AAD 183

Employee Services Abroad
Description: Records include information on client-centered services and benefits that respond to the needs of foreign services employees and their families; national and global issues related to conditions of foreign service; comprehensive services and support throughout the assignment cycle (pre-posting and during) including pre-posting medicals, relocation, accommodation, spousal assistance, education, health, travel and leave and, allowances through the Foreign Service Directives; stewardship of public funds and management of budget; reciprocal employment arrangements; the National Joint Council; the Foreign Service Directives; spousal issues; co-development; cyclical review; common services.
Document Types: agreements, entitlements, statistical reports, audits, benefits, allowances, loans, budgets/expenditures, meeting material from Working Groups, Committee on Accommodation Deficiency Adjustments, and Interdepartmental Post Hardship Committee, directives, briefs, policies, procedures, guidelines, reports, assessments, reviews, presentations, memoranda, correspondence files, medicals, accommodation/relocation, leave, assistance programs
Record Number: DFATD AED 860

  • Personnel Administration: Non Foreign Affairs Appointments
    Description: The bank contains records pertaining to individuals who have been posted to a mission abroad. The information in the bank relates to the Foreign Service Directives (FSDs) for the individual.
    Class of Individuals: Federal government employees who are not employees of the Department of Foreign Affairs, Trade and Development (DFATD) who have been posted to a mission abroad.
    Purpose: The purpose of this bank is to retain information relevant to the policies and procedures concerning the posting to a Canadian diplomatic mission abroad of federal government employees other than employees of DFATD.
    Consistent Uses: TBD
    Retention and Disposal Standards: Information is retained in the bank for two years after the completion of the individual's posting and then destroyed.
    RDA Number: 75/023-1
    Related Record Number: DFATD AED 860
    TBS Registration: 009953
    Bank Number: DFATD PPE 701
  • Security and Personal Safety of Employees
    Description: This bank contains detailed information concerning each Canadian mission abroad, including records covering the various facets of security of personnel, information and Canadian Government property. Information in the bank is provided by federal government employees and third-party sources in Canada and abroad. Individual employees would be mentioned only incidentally, for instance as the source of information and would not be the reason for assembling material in this bank.
    Class of Individuals: Canadian government employees who have been assigned to a Canadian mission abroad.
    Purpose: The purpose of this bank is to retain detailed information concerning each Canadian mission abroad, including records covering the various facets of security of personnel, information and Canadian Government property.
    Consistent Uses: TBD
    Retention and Disposal Standards: These records are retained indefinitely.
    RDA Number: 75/023
    Related Record Number: DFATD AED 860
    TBS Registration: 000352
    Bank Number: DFATD PPE 802

Foreign Services Development Program
Description: Records include information on the Foreign Services Development Program (FSDP) which recruits foreign service officers at the FS-01 group and level and develops them by means of a structured development program to enable them to become fully operational at the working level, i.e. FS-02. The FSDP aims to instil foreign service competencies through diverse work and professional development experiences at headquarters and sometimes abroad which include a variety of assignments, mentoring, on-the-job learning and an organized educational component.
Document Types: performance reports, meeting minutes and notes, agendas, policies, guidelines, statistical and other reports, surveys and assessments, presentations, correspondence files, training documents, assignment documents, documents related to various types of leave, test documents, letters of offer, resumes, promotion documents
Record Number: DFATD HSD 858

Mail Service to Government of Canada Employees and Their Families on Posting
Description: Records include information regarding the use of the Department’s mailing facilities for mail service to Government of Canada Employees and their families on post abroad.
Note: Name changed from Mailing Addresses of Employees and Their Families Posted Abroad
Types of Records: emails, registration forms
Record Number: DFATD AAD 182

Mission Financial and Banking
Description: Records include information on monitoring the financial management practices of missions to ensure that they comply with financial policies, procedures and the guidelines set out by the Financial Administration Act, TBS, Government of Canada and our department including; banking and cash management services including processing missions’ funding requirements; management and assistance to missions with the Locally Engaged Staff Pay System and required tax implications; in case of a crisis or an emergency situation in the financial operations at a mission, to coordinate resource sharing with other missions or to provide direct support to the mission.
Document Types: directives, policies, statistical reports, agreements, meeting minutes and notes, procedures, guidelines, reports, assessments, memoranda, correspondence files, financial reporting, audits, presentations
Record Number: DFATD SMD 187

Representation Abroad Governance Structure
Description: Records include information on the responsibilities for the Governance of the Mission Network, on Common Services Abroad, on the various boards, committees and councils that are responsible for providing oversight, discussing mission issues and giving some guidance to the institution. These include: the Deputy Minister (DM) Sub-Committee on Representation Abroad, the Associate Deputy Minister (ADM) Council on Representation Abroad, the Missions Committee, the Corporate Management Committee, the Interdepartmental Working Group on Common Services Abroad (IWGCSA), and the Committee on Representation Abroad (CORA).
Document Types: terms of reference, letters, agendas, minutes, tables, records of decisions, recommendation documents, reports/statistics, presentations, briefing and discussion papers, operating procedures, guidelines, assessments, definitions, guiding principles
Record Number: DFATD AFD 124

Spousal Employment Support
Description: Records include information on assistance provided to spouses of rotational employees related to finding employment and managing their careers and includes: employment information for spouses; career management support; obtaining a security clearance; training and education; information for foreign-born spouses; counselling services and support.
Document Types: policies, procedures, guidelines, correspondence files, agreements, reports
Record Number: DFATD HFD 169

  • Information Related to Employment Support for Spouses or Common-law Partners of Rotational Employees
    Description: This bank describes personal information related to spouses of rotational employees of DFATD and other federal departments who are looking for work in Canada or abroad. Personal information may include the names, contact information, biographical information, citizenship information, date of birth, educational information and personnel information of the employee and the spouse or common-law partner.
    Note: Bank formerly called: Spousal Employment Job Bank, DFAIT PPU 045. Information may be stored in the following internal systems / databases: Infobank
    Class of Individuals: Full- or part-time employees of institutions (on site or teleworkers), family members such as spouses or common-law partners, and other types of employees of institutions (agency, casual, student or term).
    Purpose: The personal information is used to administer the employment support program for spouses or common-law partners of rotational employees, establish an inventory of names of spouses or common-law partners looking for work and an inventory of names of managers looking for employees, provide services for the program and obtain views and opinions on the delivery of those services. Personal information is collected pursuant to the Public Service Employment Act and related regulations and the Department of Foreign Affairs, Trade and Development Act.
    Consistent Uses: The information may be used or disclosed for the following purposes: establishing an inventory of names of spouses or common-law partners looking for work and an inventory of names of managers looking for employees, reporting to senior management, for security and evaluation purposes. Some information pertaining to spouses or common-law partners may be shared with managers who have positions to fill so that a job offer might be made. Some information may also be shared with the Personnel Security Services Unit for personnel security screening purposes—Standard Personal Information Bank DFATD PSU 917—and with the Labour Relations and Occupational Health and Safety Division for telework purposes—Standard Personal Information Bank relating to an employee personnel record, DFATD PSE 901. For the purposes of pre-departure training, some personal information may be shared with the Foreign Service Directives Policy and Monitoring Division, the department’s Centre for Learning Advisory Services, eLearning and Administration, and the Centre for Language Training—Personal Information Bank under development. With the consent of the spouse or common-law partner, some information may also be shared with the following federal institutions in order to provide job search assistance to spouses or common-law partners: the Canadian Security Intelligence Service and Citizenship and Immigration Canada—Standard Personal Information Bank for applications for employment. Some information may also be shared with Citizenship and Immigration Canada in order to provide spouses or common-law partners who are leaving Canada and going abroad with training so they can acquire the skills or qualifications needed to work abroad—Personal Information Bank under development.
    Retention and Disposal Standards: Personal information will be retained for two years after its last use and will then be destroyed.
    RDA Number: 98/005
    Related Record Number: DFATD HFD 127 and DFATD HFD 169
    TBS Registration: 20110674
    Bank Number: DFATD PPU 045

Staffing Processes for Rotational Employees and Assignments at Headquarters (HQ) and Abroad
Description: Records include information on assignments at HQ and abroad; rotational staffing (foreign service officers, management consular officers, foreign service administrative assistants); pool management for the Commerce and Economic and Social Services pool; spousal employment support.
Document Types: policies, procedures, guidelines, correspondence files, agreements, reports, classification documents
Record Number: DFATD HFD 127

  • Information Related to Employment Support for Spouses or Common-law Partners of Rotational Employees
    Description: This bank describes personal information related to spouses of rotational employees of DFATD and other federal departments who are looking for work in Canada or abroad. Personal information may include the names, contact information, biographical information, citizenship information, date of birth, educational information and personnel information of the employee and the spouse or common-law partner.
    Note: Bank formerly called: Spousal Employment Job Bank, DFAIT PPU 045. Information may be stored in the following internal systems / databases: Infobank
    Class of Individuals: Full- or part-time employees of institutions (on site or teleworkers), family members such as spouses or common-law partners, and other types of employees of institutions (agency, casual, student or term).
    Purpose: The personal information is used to administer the employment support program for spouses or common-law partners of rotational employees, establish an inventory of names of spouses or common-law partners looking for work and an inventory of names of managers looking for employees, provide services for the program and obtain views and opinions on the delivery of those services. Personal information is collected pursuant to the Public Service Employment Act and related regulations and the Department of Foreign Affairs, Trade and Development Act.
    Consistent Uses: The information may be used or disclosed for the following purposes: establishing an inventory of names of spouses or common-law partners looking for work and an inventory of names of managers looking for employees, reporting to senior management, for security and evaluation purposes. Some information pertaining to spouses or common-law partners may be shared with managers who have positions to fill so that a job offer might be made. Some information may also be shared with the Personnel Security Services Unit for personnel security screening purposes—Standard Personal Information Bank DFATD PSU 917—and with the Labour Relations and Occupational Health and Safety Division for telework purposes—Standard Personal Information Bank relating to an employee personnel record, DFATD PSE 901. For the purposes of pre-departure training, some personal information may be shared with the Foreign Service Directives Policy and Monitoring Division, the department’s Centre for Learning Advisory Services, eLearning and Administration, and the Centre for Language Training—Personal Information Bank under development. With the consent of the spouse or common-law partner, some information may also be shared with the following federal institutions in order to provide job search assistance to spouses or common-law partners: the Canadian Security Intelligence Service and Citizenship and Immigration Canada—Standard Personal Information Bank for applications for employment. Some information may also be shared with Citizenship and Immigration Canada in order to provide spouses or common-law partners who are leaving Canada and going abroad with training so they can acquire the skills or qualifications needed to work abroad—Personal Information Bank under development.
    Retention and Disposal Standards: Personal information will be retained for two years after its last use and will then be destroyed.
    RDA Number: 98/005
    Related Record Number: DFATD HFD 127 and DFATD HFD 169
    TBS Registration: 20110674
    Bank Number: DFATD PPU 045

Real Property

The Real Property sub-program ensures that Canadian missions abroad and mission partners receive timely and efficient real property services in support of programs abroad. These services include real property investment planning, project management, the provision of office and staff accommodations, asset management, and property maintenance services. This sub-program manages DFATD’s Critical Infrastructure Protection Program and ensures compliance with physical security policies and standards in the planning, construction, renovation and upgrading of Canada’s missions abroad. It also manages the acquisition and deployment of security equipment and systems.

Real Property Planning
Description: Records include information created and maintained by departmental Physical Resources Bureau on real property programs and policies at Mission associated with funding, approvals and all major property activities such as construction, purchases, fit-ups, renovations and non-routine maintenance; leasing of Chanceries and Official Residences; Canadian works of art and household services; controlling heritage assets; annual review of mission property; analysis of investment options and project development; inspection visits; management of co-locations and letting of property; professional quantity surveying and commissioning and engineering services.
Document Types: market research, trends and analysis, space studies, property business plan, budgets and expenditures, cost planning, accounting, investment analysis, risk management analysis, construction/renovation plans, specifications and drawings, environmental and technical building assessments, cost estimates and schedules, purchase agreements, leasing, maintenance, property management and licensing, titles including Crown-owned properties, co-locators and letting, inspection reports, technical and administrative manuals, ISO 9001 certificate, submissions, annual updates, statistical reports, evaluations, proposals, inventory, leases, health and safety, presentations, memoranda, correspondence files
Format: photographs, plans, drawings
Record Number: DFATD ARD 137

Security

The Security sub-program ensures that Canadian missions abroad are secure, that mission personnel are safe, and that the assets and information of DFATD and mission partners are protected. This is achieved through the annual review and implementation of DFATD’s Departmental Security Plan (DSP) which provides a framework for mission security. The DSP also establishes annual priorities for mission threat assessments, measures to keep personnel, information and assets secure, the provision of security awareness training, mission physical security analysis, and the deployment of military security specialists and mission security officers. This sub-program also supports on-site security inspections, safety audits, and personnel security services and security screening.

Mission Security
Description: Records include information on the security policies and procedures at Canada’s missions abroad; providing physical security abroad; advice and guidance on the design, application and implementation of interior and exterior physical security elements; implementation and maintenance of the protective equipment, security communications and intrusion detection systems, and physical hardening upgrades at missions; securing personnel, information, and government and partner assets; safety risk management; risk response strategies; guidelines on security training; mission security governance
Document Types:  policies and plans, reports, studies, agreements, legislation, regulations, meeting minutes and notes, agendas, guidelines, directives, assessments, presentations, memoranda, ministerial correspondence, submissions, procedures, correspondence files
Record Number: DFATD ARD 022

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

Advisory Panel on Canada’s International Education Strategy

This Class of Personal Information describes personal information collected through the consultation process for Canada’s International Education Strategy. The personal information collected and used relates to contact information and opinions of representatives of stakeholder organizations/institutions. 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 destroyed following a retention period of 5 years.

Comprehensive Economic Partnership Agreement between Canada and India

This Class of Personal Information describes information used for the sole purpose of assisting Canada in its comprehensive economic partnership agreement negotiations with India. The personal information collected and used relates to the contact information of representatives of Canadian companies and associations. 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 destroyed following a retention period of 7 years.

Geographic Branches

This Class of Personal Information describes information used in the conduct of bilateral and regional political, economic and trade relations. The personal information collected and used relates to contact information and possibly dietary restrictions and allergies of representatives of other Embassies in Canada and in countries abroad, international organizations, non-governmental organizations, business associations, private sector, universities/think tanks amongst others. 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 for a period of 10 years and will then be transferred to Library and Archives Canada for archival purposes.

Global Commerce Support Program

This Class of Personal Information describes information used in support of the administration of the Global Commerce Support Program for funding that is intended for non-federal institutions such as municipalities, and also for Canadian or Foreign owned companies and organizations that are located in Canada. The personal information collected and used relates to contact information of representatives of the municipalities, companies and organizations. 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 personal information collected will be retained as long as the file is active and will be destroyed 2 years after inactivity.

Intergovernmental Relations

This Class of Personal Information contains information on the Department’s relations with Canada’s provinces and territories, both in Canada and abroad (including where provinces/territories have established standalone offices or co-locations in Canadian missions). The personal information collected relates to provincial/territorial officials and is used to contact them when necessary.
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. Retention of this information is 10 years and will then be sent to Library and Archives Canada for archival purposes.

International Science and Technology Partnership Program

This Class of Personal Information describes information used in support of the administration of the International Science and Technology Partnership Program for funding that is intended for arm-length, non-government bilateral science and technology relationships with partner countries. The personal information collected and used relates to contact information of representatives of the organizations. 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. Retention of this information is 15 years and will then be transferred to Library and Archives Canada for archival purposes.

Investment Trade Policy

This Class of Personal Information describes information used in support of the analysis and assessment of investment trade policy issues. The personal information collected and used relates to consultations with representatives of private sector companies and associations on investment matters, and comprises official title, public biographic information and office contact information. The information will not be used for an administrative purpose affecting these individuals, nor is it organized or intended to be retrieved by name or other personal identifier. The information will be retained for a period of 10 years and will then be transferred to Library and Archives Canada for archival purposes.

Mission Advocacy Activity Tracker (MAAT)

This Class of Personal Information describes information used in support of the tracking and reporting of advocacy activities conducted by, or participated in, mission staff and the public. The information will be used to generate reports on advocacy activities by program, by mission and for the Department as a whole. The personal information collected and used relates to the individuals responsible for initiating and coordinating the advocacy activity and activity participants (public). 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 destroyed following a retention period of 5 years.

North American Trade

This Class of Personal Information describes information used in support of the analysis and assessment of North American trade policy issues, including the North American Free Trade Agreement Work Plan. The personal information collected and used relates to consultations with representatives of companies and industry associations and, comprises official titles, public biographic information and office contact information of private sector representatives. The will not be used for any administrative purpose affecting these individuals, nor is it organized or intended to be retrieved by name or other personal identifier. The information will be retained for a period of 10 years and will then be transferred to Library and Archives Canada for archival purposes.

Softwood Lumber

This Class of Personal Information describes information used in support of the analysis and assessment of softwood lumber related issues and, trade remedy and policy matters. The personal information collected and used relates to consultations with representatives of private sector companies and associations and, comprises official title, public biographic information and office contact information. The information will not be used for any administrative purpose affecting these individuals, nor is it organized or intended to be retrieved by name or other personal identifier. The information will be retained for a period of 10 years and will then be transferred to Library and Archives Canada for archival purposes.

Steel Trade

This Class of Personal Information describes information used in support of the analysis and assessment of steel trade issues. The personal information collected and used relates to representatives of privacy sector steel companies and industry associations and, comprises official titles, public biographic information and office contact information. The information will not be used for any administrative purpose affecting these individuals, nor is it organized or intended to be retrieved by name or other personal identifier. The information will be retained for a period of 10 years and will then be transferred to Library and Archives Canada for archival purposes.

Trade Remedy and Subsidy Measures

This Class of Personal Information describes information used in support of the analysis and assessment of trade remedy and subsidy measures. The personal information collected and used relates to consultations with representatives of private sector companies and associations, and comprises official title, public biographic information and office contact information. The information will not be used for any administrative purpose affecting these individuals, nor is it organized or intended to be retrieved by name or other personal identifier. The information will be retained for a period of 10 years and will then be transferred to Library and Archives Canada.

Manuals

  • Access to Information Manual
  • Manual of Consular Instructions
  • Manual of Protocol

In addition, the Department manages an extensive Library of documents available to the public. One can search the on-line catalogue by subject, title and author.

Additional Information

The Department of Foreign Affairs, Trade and Development Canada has an established Access to Information and Privacy Protection Division to process formal requests made under the Access to Information Act and the Privacy Act. For additional information, including how to submit an access to information or privacy request, please refer to the following links:

Please note: Each request made to Foreign Affairs, Trade and Development Canada under the Access to Information Act must be accompanied by an application fee of $5.00. This request can be made by mail or online via ATIP Online Request.  Payment can be made by cheque or money order payable to “The Receiver General for Canada,” as well as in cash or by credit card.

For additional information regarding the programs and activities of Foreign Affairs, Trade and Development Canada please contact:

Enquiries Service (BCI)
Foreign Affairs, Trade and Development Canada
125 Sussex Drive
Ottawa, ON K1A 0G2
Canada

Telephone: 1-800-267-8376 (toll-free in Canada)
613-944-4000 (in the National Capital Region and outside Canada)
613-944-9136 (TTY)
Facsimile: 613-996-9709

Email: enqserv@international.gc.ca
Website: http://www.international.gc.ca/international/index.aspx?lang=eng
Website: http://www.voyage.gc.ca/about_a-propos/role-eng.asp (for Consular Services)

Reading Room

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