Info Source

Sources of Federal Government and Employee Information

Foreign Affairs and International Trade Canada

Table of Contents

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Introduction to Info Source

Info Source: Sources of 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 to Info Source: Sources of Government and Employee Information 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.

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Background

Foreign Affairs and International Trade Canada had its origin in history 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.

The Department’s legislative foundation, The 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 its present ‘legal’ title, the Department of Foreign Affairs and International Trade (DFAIT). The Secretary of State for External Affairs’ title was changed to Minister of Foreign Affairs. The department took on its current ‘applied’ titled of Foreign Affairs and International Trade Canada in February 2006. Foreign Affairs and International Trade Canada reports to Parliament through the Minister of Foreign Affairs.

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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 (aside from activities assigned to other elements of the federal government). The department's specific areas of responsibility include international peace and security, 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 and international trade the department leads the government-wide approach to Canada's foreign affairs and international trade 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 passport, 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; and manages Canada's missions worldwide thereby delivering the Government of Canada's international platform.

The department has three ministers (the Minister of Foreign Affairs, the Minister of International Trade and Minister for the Asia-Pacific Gateway, and the Minister of International Cooperation) and three ministers of state (Minister of State of Foreign Affairs (Americas and Consular Affairs), Minister of State for La Francophonie, and Minister for the Arctic Council), and five parliamentary secretaries (two parliamentary secretaries to the Minister of Foreign Affairs, one parliamentary secretary to the Minister of International Trade, for the Atlantic Canada Opportunities Agency and for the Atlantic Gateway, one parliamentary secretary to the Minister of Fisheries and Oceans and for the Asia-Pacific Gateway, and one parliamentary secretary to the Minister of International Cooperation). The department’s portfolio consists of Passport Canada, the National Capital Commission, the Canadian International Development Agency, the International Development Research Centre, Export Development Canada, the International Joint Commission (Canadian Sector), the Canadian Commercial Corporation, and the Roosevelt Campobello International Park Commission.

The department fulfills its mandate through three 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, consular and passport services; and Canada's International Platform which manages a network of missions abroad on behalf of the Government of Canada.

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Institutional Functions, Programs and Activities

Consular Services and Emergency Management

This program activity manages and delivers consular services and advice to Canadians, and provides a coordinated Government of Canada response to emergencies abroad affecting Canadians. This work is done through consular agents and officers at missions abroad and through the use of the website, Travel.gc.ca. The program exists because Canadians travel, work, live, and die outside of Canada. This program activity prepares Canadians for international travel by informing them about safe travel habits and providing them with credible and timely information and advice to enable them to make responsible decisions about travel to foreign countries. In addition to helping Canadians prepare for international travel, this program activity assists Canadians outside Canada (24 hours a day, seven days a week) in handling individual cases of distress and routine requests for service and, in cooperation with partners and missions, provide a coordinated Government of Canada response to emergencies (such as natural disasters) affecting Canadians abroad. The main target groups are Canadians outside of Canada or Canadians planning to travel or live abroad.

Consular Services in Canada (Headquarters-provided Services)

This program sub-activity guides and supports missions abroad that provide services to Canadians outside of Canada. This work is done through consular officers located in Canada and through the use of the website, Travel.gc.ca, which provides travel warnings, reports and advice. The program exists because Canadians travel, work, live, and die outside of Canada. The program prepares Canadians for international travel by informing them about safe travel habits and providing them with credible and timely information and advice to enable them to make responsible decisions about travel to foreign countries. In addition to helping Canadians prepare for international travel, this program activity assists Canadians outside Canada (24 hours a day, seven days a week) in handling individual cases of distress and routine requests for service and, in cooperation with partners and missions, provide a coordinated Government of Canada response to emergencies (such as natural disasters) affecting Canadians abroad. The main target groups are Canadians planning to travel or live abroad, Canadians outside of Canada and their family in Canada.

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: DFAIT CND 146

Consular Point of Service Coordination (Policy and Initiatives)
Description: Records include information on Canadian consular policy matters that include extension of services abroad, social security plans, immigration and citizenship matters, enquiries and complaints, consular conventions, diplomatic and official visas, coordination of consular programs for posts abroad, consular training and honorary consuls; dealings with Canadian merchant shipping and seamen; 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 more long-term policy goals; bilateral and multilateral agreements; liaisons with other government departments (Human Resources and Skills Development Canada, Citizenship and Immigration Canada, Public Safety Canada, Elections Canada and Passport Canada specifically); administration and delivery of the consular services training program; research and analysis services related to the delivery of the consular program, reporting on consular workloads at missions, examining trends in consular services, and measuring missions' performance in meeting service standards in addition to capturing and measuring the level of client satisfaction providing results on a quarterly basis; monitoring of the quality of data entered into the Consular Management and Operations System (COSMOS).
Document Types: ministerial correspondence, 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, social security plans, immigration and citizenship documents, visas, enquiries and complaints, training material, deportation travel documents, meeting notes, camant notes
Format: COSMOS database, camant notes, photos, audio and video, maps
Record Number: DFAIT 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: DFAIT 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: DFAIT CLD 917, DFAIT CLD 918, DFAIT CED 908
    TBS Registration: 000343
    Bank Number: DFAIT 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).
    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 and International Trade 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 and International Trade 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 Class of Record Number: DFAIT CLD 917, DFAIT CLD 918
    TBS Registration: 20110209
    Bank Number: DFAIT PPU 032

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: DFAIT IFM 186

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; 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: services provided on-line or in print, 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, travel reports, warnings, consular publications, partnerships and outreach documentation, travel industry information, meeting minutes and notes, agendas, camant notes
Format: Consular Management and Operations System database
Record Number: DFAIT 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 and International Trade 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 Class of Record Number: DFAIT CLD 129
    TBS Registration: 20100552
    Bank Number: DFAIT PPU 031

Consular Services Outside of Canada (Mission-provided Services)

This program sub-activity delivers consular services and advice to Canadians outside of Canada. It exists because Canadians travel, work, live, and die outside of Canada. This work is conducted through face-to-face interaction, telephones calls, e-mails, visits to prisons, police stations, and hospitals where Canadians are detained, admitted or require assistance. The main target group is Canadians who live, work, and travel abroad.

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: DFAIT CLD 918

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: DFAIT 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 and International Trade, 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: DFAIT CLD 919
    TBS Registration: 000342
    Bank Number: DFAIT PPU 005

Emergency Management

This program sub-activity provides strategic coordination and support to missions, lead divisions and partner departments in preparing for and responding to international emergencies affecting Canadians and Canadian interests, as well as to the international dimension of domestic emergencies; ensures missions are prepared to respond to such emergencies. This work is done using emergency plans, training, standard policies and procedures, collaboration with like-minded countries, and various information management tools, such as a consular case management tool, emergency planning software and database and a crisis information portal. It also requires facilities, such as a call centre and meeting rooms, and tools for communicating emergency information to Canadians who live, work or travel abroad. The main target groups are Canada’s missions abroad, DFAIT branches/bureaus/divisions and partner departments involved in the management of international emergencies, and Canadians who live, work or travel abroad.

Emergency Services
Description: Records include information on services available 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; the Emergency Watch and Response Centre (Operations Centre); provision of strategic oversight in the planning, development and implementation of systems, operational frameworks, procedures and processes that guide Headquarters and Regional Emergency Support Officers in the delivery of emergency management support services worldwide and Policy Contingency Planning and Training.
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: DFAIT CED 908

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Diplomacy and Advocacy

This program activity engages and influences international players and delivers international programs and diplomacy. It allows Canada to implement its international policies to foreign audiences inside and outside of Canada and thus fulfill the mandated roles and responsibilities that are associated with the diplomatic work of a foreign and international trade ministry. This work is done by liaising with decision makers at all levels in other countries and hosting events where key messages can be advocated. It includes utilizing provincial expertise in specific areas of interest to them to advance Canada’s overall international policy. Additionally, it uses strategic promotion activities, including public diplomacy, as vehicles to promote Canadian views on issues of concern to Canadians and uses a number of discretionary grant and contribution programs to further Canada’s interests abroad. The main target groups are foreign decision makers in Canada and abroad, foreign publics, other levels of government within Canada, key constituencies within other countries (e.g. security and defence-related communities) and legislators.

Diplomacy Inside of Canada

This program sub-activity identifies, facilitates and maintains access to potential key partners and relevant decision makers who can have an impact on Canada’s foreign and economic policies. It enables Canada to meet its international obligations in relation to the Convention of Diplomatic Relations and the Vienna Convention on Consular Relations. It allows Canada to engage foreign diplomats in Canada on key messages in relations to its interests and builds on the already established networks with the diplomatic community and other levels of government within Canada. This work is done by liaising and consulting with foreign diplomats and other levels of government on Canadian positions of interest to the international community. The main target groups are the public, stakeholders and other levels of government and foreign diplomats in Canada.

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 Speakers Program and corporate 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: DFAIT 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 agreements between the provinces, territories and foreign governments; advice on the negotiation and implementation of co-location agreements (i.e. provincial or territorial representatives 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 to 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.); 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
Record Number: DFAIT BSD 140

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 four 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 four 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: DFAIT 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, 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 and their eligible family members; 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 and International Trade 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 and International Trade 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 Class of Record Number: DFAIT XDD 848
    TBS Registration Number: 20100223
    PIB Number: DFAIT 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 and International Trade Act.
    Consistent Uses: Lists of proposed attendees may be shared with other program areas of DFAIT 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 Class of Record Number: DFAIT XDD 848
    TBS Registration: 20100264
    Bank Number: DFAIT PPU 910

Diplomacy Outside of Canada

This program sub-activity enables the conduct and coordination of strategic advocacy internationally to advance Canada’s interests and values and it provides the diplomatic work of Canada’s Foreign Service. This work is done through managing a diverse sets of diplomatic relationships with different areas of focus (bilateral, multilateral and trade) and delivering diplomacy through the use of assessed and voluntary contributions to further Canadian interests. The target groups are foreign representatives in various countries, international, regional and multilateral bodies, legislators, decision makers and stakeholders.

Afghanistan Task Force
Description: Records include information on the Canadian positions on Afghanistan-related issues: policy needs and questions, partner nations and international organizations in Afghanistan, Afghan government and civil society, operations at missions in Kabul and Kandahar, and associated budgets and resources.
Note: July 31, 2012 marked the closure of the Department’s Afghanistan Task Force.
Document Types: speeches, meeting minutes and notes, agendas, briefs and discussion papers, ministerial correspondence, studies, submissions, policies, procedures, guidelines, directives, statistical reports, reports, assessments, presentations, memoranda, press releases, media lines, correspondence files, budgets
Record Number: DFAIT DFD 126

  • Focus Afghanistan e-Newsletter
    Description: This bank describes information about subscriptions to receive electronic newsletters containing podcasts, videos‚ photos‚ and stories from the field; and recent content updates regarding Canada's engagement in Afghanistan. Personal information may include name and contact information.
    Note: Information may be stored in the internal Lyris software database.
    Class of Individuals: Individuals who subscribe to receive newsletters and updates.
    Purpose: Personal information is used to disseminate news electronically about Canada's engagement in Afghanistan. Personal information is collected pursuant to the Department of Foreign Affairs and International Trade Act.
    Consistent Uses: No consistent uses.
    Retention and Disposal Standards: Records will be retained for as long as the subscription is active and then they are destroyed.
    RDA Number: 94/018
    Related Class of Record Number: DFAIT DFD 126
    TBS Registration: 20100553
    Bank Number: DFAIT PPU 909

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: DFAIT JLD 204

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: DFAIT GEO 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: DFAIT GEO 144

Canadian 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 DFAIT’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: DFAIT IRD 301

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.Records include information on the organizational structure and inter-governmental meetings of the Commonwealth and la Francophonie, and on Canada's participation in Commonwealth and Francophonie programs and activities; policy development; membership; Commonwealth Heads of Government Meetings and Francophonie Summits; ministerial meetings and conferences; 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 missionsdocuments for conferences and international meetings, meeting minutes and notes, agendas, policies, procedures, guidelines, directives, reports, assessments, presentations, memoranda, correspondence files, agreements, regulations, ministerial correspondence, exchanges with Canadian diplomatic missions
Record Number: DFAIT MID 120

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: DFAIT TPD 168

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: DFAIT GLD 135

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: DFAIT TAS 203

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: DFAIT TPD 131

Government Procurement, Trade and Environment
Description: Records include information on Canada's trade policy as it relates to government procurement, trade and environment; 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.
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: DFAIT TPD 134

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: DFAIT JLD 903

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: DFAIT MED 149

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.
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: DFAIT GFD 204

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: DFAIT 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 and International Trade 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 Class of Record Number: DFAIT DSMX 161
    TBS Registration: 20100603
    Bank Number: DFAIT PPU 904

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; 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.
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, 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: DFAIT TPD 133

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: DFAIT TAS 130

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: DFAIT TMD 165

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: DFAIT TND 163

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, Economic and Social Councils, the General Assembly of the United Nations, functional commissions and subsidiary bodies such as the Commission on Human Rights, the Commission on Sustainable Development, UN Women, United Nations organizations including the United Nations Conference on Trade and Development, specialized agencies such as the Food and Agriculture Organization, International Labour Organization, the United Nations Educational, Scientific and Cultural Organizations, International Civil Aviation Organization, the International Telecommunications Union and the United Nations Conference on Sustainable Development (Rio+20); lists of specialized.
Document Types: UN Charter, finance and administration, privileges and immunities, 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: DFAIT MID 115

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: DFAIT TPD 132

International Operations and Programs

This program sub-activity manages and delivers specific international programs that further Canada’s foreign and international trade policy objectives and interests abroad, including education promotion and youth mobility, international security, disarmament, counter-terrorism and anti-crime, and international development. This work is done by grants and contributions, including assessed and voluntary contributions to international organizations and individual projects aimed at advancing priority issues and building international environments that are favourable to the advancement of Canada’s political and economic interests. It also uses task forces aimed at delivering timely and effective disaster response and through training and workshops for foreign officials aimed at improving capacity-building efforts. The main target groups are key foreign influencers and decision makers and specific segments of foreign stakeholders, such as those involved in security sector reform and multilateral and regional organizations, and Canadian firms seeking to invest in developing countries.

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 system reform, (2) crime prevention, (3) illicit drugs, (4) human trafficking and migrant 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: DFAIT 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) legislative assistance, (3) law enforcement, security, military, and intelligence, (4) combatting the financing of terrorism, (5) critical infrastructure protection, and (6) chemical, biological, radiological, nuclear, explosives.
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: DFAIT 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 in the former Soviet Union and worldwide under the portfolios of chemical weapons destruction, nuclear submarine dismantlement, nuclear and radiological security, redirection of former weapons scientists, engagement of scientists with dual-use expertise, 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: DFAIT 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: DFAIT IRD 150

International Education and Youth
Description: 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, Canadian studies abroad, institutional linkages; International Experience Canada which facilitates youth travel and work abroad for both Canadian citizens interested in going abroad and non-Canadians interested in coming to Canada and, negotiates bilateral reciprocal arrangements and agreements with countries around the world to offer travel authorization and temporary work permits for up to one year; Edu-Canada 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, 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 Studies Program which provides support to academics outside Canada for teaching, research and publication about Canada in a variety of disciplines; management of the Cultural Personalities Exchange Program which provides exposure for outstanding Canadian achievers who have been invited to speak about their achievements or area of expertise at international events; co-ordination of Canada’s representation at international education conferences (with CMEC and Human Resources and Skills 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: scholarships and fellowships, 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, ministerial correspondence
Record Number: DFAIT GLD 142

  • International Experience Canada
    Description: This bank describes information about the International Experience Canada (IEC) initiative which, under Foreign Affairs and International Trade Canada, negotiates and manages bilateral youth mobility arrangements between Canada and foreign governments. These arrangements simplify the administrative process for young Canadians and international youth (18 and 35 years) to gain unique travel, work and life experiences abroad, generally for up to one year. Personal information may include full name, contact information, citizenship status, date and place of birth, education history, financial information, signature, gender, language, photos, passport information, and opinions or views about the admissibility of the individual.
    Note: In addition to the requirements specified on the Personal Information Request form, individuals requesting information described by this bank must provide the World Tracking Number, full name and date of birth. Information is stored in the IEC database. This initiative was formerly called International Youth Programs.
    Class of Individuals: Non-Canadian individuals who have applied under the IEC initiative.
    Purpose: Personal information is used to administer the IEC initiative, which includes the evaluation of eligibility of applicants, the processing of participation fees and the conduct of participation surveys.
    Consistent Uses: Information may be shared with Citizenship and Immigration Canada who is responsible for applying Canada’s immigration laws and regulations in order to issue work permits to IEC participants and, where applicable, a temporary resident visa (see institution-specific PIB Foreign Student Records and Case File, CIC PPU 051). Information may also be shared with Canada Border Services Agency for security purposes and to determine the eligibility of applicants at Port of Entry. Data may be shared with service providers under contract with DFAIT. With signed consent from participants, the information is also used or disclosed for two departmental surveys (pre and post participation). The information may also be used or disclosed for the following purposes: evaluation, reporting to senior management and security.
    Retention and Disposal Standards: Physical records will be retained for 2 years after the applicant is accepted, regardless of age. Electronic records will be kept until the applicant turns 39 years of age. The records are then destroyed.
    RDA Number: 75-023 and 75/023-1 to 75/023-6
    Related Class of Record Number: DFAIT GLD 142
    TBS Registration Number: 20110675
    Bank Number: DFAIT PPU 901

  • International Scholarships Program (ISP)
    Description: This bank describes information either received directly by the Department of Foreign Affairs and International Trade (DFAIT), or through DFAIT’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: DFAIT Scholarships for Non Canadians, DFAIT Scholarships for Canadians, and DFAIT 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 and International Trade 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 Class of Record Number: DFAIT GLD 142
    TBS Registration: 20100219
    PIB Number: DFAIT PPU 911

Investment Cooperation Program
Description: Records include information on the support of responsible, developmentally-beneficial private sector engagement in developing countries leading to sustained economic growth and poverty reduction. The program shares some of the costs involved in studying the viability of an investment demonstrating and adapting appropriate technologies, and undertaking activities aimed at enhancing the economic, environmental and social benefits of those investments.
Note: As of May 18, 2012, the Investment Cooperation Program was suspended.
Document Types: application forms, policies, guidelines, meeting minutes, agendas, procedures, reports, correspondence files
Record Number: DFAIT BTD 184

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.
Note: This class of record was omitted from the 2011 chapter and is now being included.
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: DFAIT IDD 863

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: DFAIT GND 157

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 and International Trade, 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: DFAIT GND 873

Understanding Canada Program
Description: Records include information related the various components of the program and its applicants. The program consists of a comprehensive set of grants designed to enable foreign international academics to: develop and teach courses about Canada, or to undertake research in their own discipline about an aspect of Canada, leading to publication in Canadian and foreign scholarly presses; assist foreign organizations in the promotion and development of the study of Canada (through seminars, conferences, workshops and roundtables), development of the Canadian Studies programs or activities abroad, strengthening of the Canadiana library holdings in support of teaching and provide incentives to foreign publishing houses to publish scholarly works about Canada in the national language. The program components include (for individuals): Faculty Enrichment Program, Faculty Research Program, Doctoral Student Research Award, International Research Linkages, Canada-Asia-Pacific Award in Canadian Studies, Canada-Europe Award in Canadian Studies, Canada-Latin America-Caribbean Award in Canadian Studies, and Canada-Mexico Facilitation of Exchanges Program; (for organizations) Assistance Program for Canadian Studies Associations, Program Development Grant, Canada Conference Grant Program, Student Mobility Support Program, University Library Support Program, Book Display Program, and Canadian Publishing Award for Japan.
Note: This program was terminated on April 30, 2012. No further grants will be issued under this program. Grants that were in effect at the time the program was terminated will conclude by September 20, 2013. The records are in the possession of Library and Archives Canada.
Types of Documents: resumes, letters of recommendation, application forms, memorandums, agreements, publishing/publication-related information, budget information, references, transcripts
Format: Electronic database (the Canadianists; available on the internet).
Record Number: DFAIT GLD 136

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Governance, Strategic Direction and Common Service Delivery

This program activity governs, provides strategic direction and leadership, manages change, delivers services and provides infrastructure to the mission platform. The work is done in coordination with various branches, bureaus and divisions within DFAIT and with federal and provincial departments and agencies (31 partners in 2009-2010) located at missions abroad. The main target group is DFAIT's branches, bureaus and divisions, the Government of Canada's missions abroad, as well as federal and other partners operating at missions abroad.

Mission Platform Governance and Change

This program sub -activity ensures the effective and efficient operation of the platform in alignment with the government's priorities and requires an integrated management structure. The platform takes a norms-based approach to resource allocation, adjusting for local factors. It balances resource allocation with the service standards agreed to with our clients. It is concerned with ensuring that this balance between resources and services in maintained in a sustainable way and that resources are continually redeployed as the platform changes each year. It is also responsible for managing whole-of-government appropriations on behalf of all clients and that the incremental costs of services and infrastructure are cost-recovered from programs or through quasi-statutory adjustments. This work is done through coordination activities with the various branches, bureaus and divisions within DFAIT and with federal and provincial departments and agencies located at missions abroad. The main target group is DFAIT's branches, bureaus and divisions, the Government of Canada network of missions abroad, as well as federal and other partners operating at missions abroad.

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: DFAIT AFD 123

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: DFAIT AFD 172

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: DFAIT ALD 128

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 Operations 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: DFAIT AFD 124

Services and Infrastructure

This program sub-activity manages the services and infrastructure of the platform, which includes the fixed package of common services and infrastructure as specified in the Memorandum of Understanding with clients, for which service standards are set and cost-recovery is undertaken. This work is done through coordination activities with the various branches, bureaus and divisions within DFAIT and with federal and provincial departments and agencies located at missions abroad. The main target group is DFAIT's branches, bureaus and divisions, the Government of Canada network of missions abroad, as well as federal and other partners operating at missions abroad.

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: DFAIT 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 and International Trade 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 Class of Record Number: DFAIT CFSI 844
    TBS Registration: 20120179
    Bank Number: DFAIT PPU 908

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: DFAIT 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: DFAIT 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 and International Trade (DFAIT) 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 DFAIT.
    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: DFAIT AED 860
    TBS Registration: 009953
    Bank Number: DFAIT 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: DFAIT AED 860
    TBS Registration: 000352
    Bank Number: DFAIT 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: DFAIT HSD 858

Information Technology and Information Management
Description: Records include information on the development, operation and maintenance of the information management and technology systems and infrastructure necessary to provide a communications and computer network to link all of the department’s offices and missions in Canada and abroad, corporate information systems and information technology (IT) applications and document storage and retrieval systems; IT security profile of the department’s networks; results of reviews; investigation and incident response; documentation of results of technical inspections of missions abroad; advice and guidance.
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: DFAIT AID_ATD 173

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: DFAIT 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: DFAIT SMD 187

Real Property
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: DFAIT ARD 137

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: DFAIT 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 DFAIT 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 and International Trade 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 DFAIT 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, DFAIT 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 International Development Agency, 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.
    Records Disposition Authority (RDA): 98/005
    Related Class of Record Number: DFAIT HFD 127 and DFAIT HFD 169
    TBS Registration: 20110674
    Personal Information Bank Number: DFAIT PPU 045

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: DFAIT HFD 169

  • Spousal Employment Job Bank
    Description: This bank contains information submitted by spouses of DFAIT employees who are actively seeking employment in the National Capital Region (NCR). Information is in the form of a résumé and/or a completed Spousal Employment Profile form. Information includes name, address, telephone number, citizenship, education, employment experience, and career interests.
    Class of Individuals: Spouses of DFAIT employees who seek employment in the NCR.
    Purpose: The purpose of the bank is to assist spouses of departmental employees in finding work in the Ottawa/Hull area. When job opportunities arise, a search is made to find suitably qualified candidates.
    Consistent Uses: This bank is used to provide names, telephone numbers, and employment experience to employers, on request.
    Retention and Disposal Standards: Records are retained unless updated or deleted by the person concerned. Records are also deleted in the event of divorce, separation, retirement or departure of the employee from the department when known.
    RDA Number: 75/023
    Related Record Number: DFAIT HFD 169
    TBS Registration: 002506
    Bank Number: DFAIT PPU 045

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Government of Canada Benefits

This program activity is the vehicle through which the International Platform and central agencies manage whole of government statutory payments on behalf of the Crown. These payments are made on behalf of Canadian and local employees. DFAIT manages the administration and payments for Foreign Service Directives as well as Locally Engaged Staff Pension Plans. This work is done through issuing timely benefit payments to Locally-Engaged and to Canada-Based staff. The main target group is the Government of Canada staff at missions abroad.

Employer Contributions to Locally Engaged Staff (LES)

This program sub-activity administers pensions, insurance and social security participation for approx. 5,600 locally engaged staff. The portfolio covers close to 100 participating countries in a worldwide pension scheme, some 30 different pension plans (with assets totalizing about $215 million), 78 separate insurance plans and participation in 79 local social security plans. DFAIT manages the administration and payment of LES pension plans. This work is done through issuing timely benefit payments to Locally-Engaged staff. The main target group is DFAIT programs and partner programs in missions.

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: DFAIT AED 180

Foreign Service Directives Payments

This program sub-activity manages the administration and payments of Foreign Service Directives, which consist of a suite of policies that describe the benefits, allowances and conditions of employment for personnel serving abroad. In 2010, approximately 1,500 Canada-Based Staff are in receipt of Foreign Service Directives annually. 1,007 employees and 1,689 dependants were also provided relocation services. Forty Foreign Service Directives govern all aspects of the posting cycle and include provisions for relocation, education, health, travel and allowances. Foreign Service Directives apply to career foreign-service employees, employees who accept a single assignment abroad, and to their eligible dependants. This work is done through issuing timely benefit payments to Canada-Based staff and through interpreting, providing advice in relation to the directives and contributing to the development of policies on the Foreign Service Directives and other policies which address the needs of Government of Canada employees who are assigned abroad and their dependants. FSD Client Advisors are assigned to each mission and are responsible for providing advice and administration of the FSDs to employees, and their dependants, assigned abroad. The target group is employees and their dependants who are assigned to Canada's missions abroad and who are admissible to the provisions of the Foreign Service Directives.

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: DFAIT AED 179

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Internal Services

Internal Services are 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.

Acquisitions 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
    • Standard Personal Information Banks

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International Commerce

This program activity manages and delivers commerce services and advice to Canadian business. It helps Canadian business succeed in international markets by providing expert counsel and advice and managing and delivering value-added services to Canadian business pursuing international business opportunities. This work is conducted through support to qualified business clients. The main target groups are Canadian business clients who are currently operating abroad or who have demonstrated a capacity to do so.

Export/Import Permits

This program sub-activity ensures that trade in restricted sectors is conducted in accordance with the Export Import Permit Act and ensuring the security of Canadians. This program conducts its work by monitoring trade in certain goods and authorizing the import and export of goods restricted by quotas and other measures. The main target group is Canadian business.

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: DFAIT TID 174

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, steels, agricultural products, softwood lumber products military, strategic and other sensitive goods and technology; associations and general economic data.
Document Types: legislative acts, consultations and negotiations, agreements, permits and certificates, violations and prosecutions, company information, commodities, policies, information related to countries, government departments, agencies and 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: DFAIT TID 175

International Business Services Network

This program sub-activity supports a network that leverages the full complement of departmental resources and expertise, located in 150 cities worldwide, 12 regional offices across Canada and at headquarters in Ottawa to provide advice, assistance and support to Canadian business efforts worldwide in trade, investment and science and technology flows. It also includes coordination with other members of the federal trade portfolio, Export Development Canada (EDC) and the Canadian Commercial Corporation (CCC), to ensure Canadian companies have the necessary financial and contracting capabilities to compete on a level playing field with international competitors. This work is conducted through the development and maintenance of policies and programs to support the efforts of Canadian business in foreign markets. The main target groups are Canadian business clients who are currently operating abroad or who have demonstrated a capacity to do so.

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.
Note: Formerly named International Trade Missions (record number DFAIT BTD 156)
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: DFAIT BBD 201

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 DFAIT 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: DFAIT BPD 202

Global Market Initiatives and e-Services
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 Commerce Strategy; generate advice, policies and solutions that seek to strengthen Trade Commissioner Service; addressing future challenges for a renewed Global Commerce Strategy (GCS 2.0); and coordinating collaboration with other government departments and agencies involved in global commerce.
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: DFAIT BPD 176

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: DFAIT BPD 139

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: DFAIT BTD 801

Investment, Innovation and Sectors

This program sub-activity provides synergistic expertise and advice on investment promotion, innovation and Canadian sectoral capabilities to attract foreign direct investment and support Canadian business in foreign markets; develops and maintains productive relationships with other orders of government, Canadian business and the scientific community to promote Canada’s international commercial, investment and scientific interests and inform priority setting by senior management. This work is conducted through collaboration with key and emerging companies, trade associations, and partner departments and agencies to develop solid understanding of Canadian business sectors and match business opportunities identified by missions abroad to Canadian suppliers. The main target groups are Canadian companies and trade associations.

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.
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: DFAIT BPD 138

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: DFAIT 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 Class of Record Number: DFAIT BTD 904
    TBS Registration: 20100604
    Bank Number: DFAIT PPU 906

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: DFAIT BTD 155

Forest and Building Products, Consumer Products, Service Industries and Environmental 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; forest industries (softwood); building products; service industries such as consulting services, construction services, education; environmental industries such as wastewater, waste services; consumer products such as apparel, fur; reports and statistics such as industry associations, conferences; trade missions, trade leads, follow-up reports; grants and contributions programs.
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: DFAIT BBD 177

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: DFAIT BID 913

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; Science, Technology and Innovation Council; Intergovernmental Network for International Science and Technology; Intergovernmental Working Group in International Science and Technology; The Scientific Research and Experimental Development tax credit program, intellectual property and policy; Organization for Economic Cooperation and Development innovation, science and technology studies; mission international business development plans and commercial economic plans; training and professional development; Canada-California Strategic Innovation Partnership; 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; FP7; space treaty; American Association for the Advancement of Science.
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: DFAIT BBT 802

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; coordination of 2010 Winter Games activities within the department in Canada and abroad.
Document Types: policies, plans, reports, treaties, agreements, legislation, regulations, studies, surveys, benchmarking, 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: DFAIT 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: DFAIT BID 819
    TBS Registration: 002766
    Bank Number: DFAIT PPU 101

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International Policy, Advice and Integration

This program activity provides strategic direction, intelligence and advice, including integration and coordination of Canada’s foreign and international economic policies. It allows the department to plan and strategically coordinate its international activities with a view to integrating Canada’s foreign and international economic policies. This is carried out by working to improve coordination within DFAIT, with other government departments and relevant stakeholders, and by utilizing advice provided from missions to develop all-of-government approaches that integrate different organizational mandates and perspectives to advance Canadian interests and values. The main target groups are other government organizations, policy and program groups within DFAIT, Heads of Mission and key mission personnel.

Foreign Affairs and International Trade Policy and Program Development

This program sub-activity develops foreign and international trade policy and program options that advance Canadian interests. The work is done by developing and recommending proposed courses of action in light of international considerations relevant to Canada, and domestic considerations relevant to Canada’s foreign and international trade policy. It includes analyzing practical, legal and communications implications of potential courses of action; collecting information on international issues relevant to a proposed course of action; sharing information and intelligence regarding the positions of other countries or international actors (including inter-governmental organizations); advising on whether a proposed course of action is consistent with established Canadian foreign and international trade policy and the relevant international legal framework; and identifying appropriate approval processes for proposals that go beyond the scope of existing Canadian foreign and international economic policy. The main target groups are the Prime Minister’s Office and the Cabinet.

Aerospace, Defense and Transportation, and Information and Communication Technologies
Description: Records include information on Canadian business capabilities and interests including Canada's innovation, science and technology community 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 including science and technology; management of Canada's science and technology arrangements with key partner countries; development of strategies, initiatives and tools for international science and technology engagement with an emphasis on commercialization and private sector/academic research and development collaboration; oversight for the Program for Export Market Development – Associations, Going Global Science and Technology Program; the International Science and Technology Partnerships Program; advanced manufacturing technologies such as industrial machinery, industrial automation, aerospace, aircraft (civil, commercial, and military), aircraft components and systems, maintenance, repair and overhaul; space; defense; security; automotive; information and communications technologies; telecommunications such as software, computer services, multimedia and digital content; ocean technologies; rail; urban transit; industry associations; conferences; trade missions; business development; grants and contributions programs.
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: DFAIT BBD 178

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: DFAIT 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: DFAIT JLD 020

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: DFAIT 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: DFAIT MED 090

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: DFAIT IDD 846

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: DFAIT JLX 159

Human Rights and Governance Policy
Description: Records include information relating to Canada’s international human rights and governance policy and activities; dialogue and engagement with civil society, other countries and international organizations on human rights and governance issues; country specific human rights reports; DFAIT’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.
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: DFAIT MID 847

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: DFAIT IGD 152

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: DFAIT TND 167

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: DFAIT JLD 185

Perimeter Security and Economic Competitiveness (PSEC) Initiative
Description: Records include information on the Government of Canada’s, whole-of-government initiative lead by Industry Canada, but hosted on DFAIT’s internet site; public consultation on the following topics: Addressing Threats Early, Trade Facilitation, Economic Growth and Jobs, Integrated Cross-Border Law Enforcement and Critical Infrastructure and Cyber Security; planning and implementation of the Web site made available to the public.
Note: Industry Canada holds the information resulting from the public consultation. In addition, this initiative is not held on a permanent basis.
Document Types: memoranda of instructions, static mock-ups of web pages, design files
Format: Digital images of photographs.
Record Number: DFAIT BCD 120

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: DFAIT IDD 864

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: DFAIT IRD 906

Strategic Planning and Performance
Description: Records include information on departmental strategic direction, management, planning and performance; Management Results Resources Structure (MRRS); accountability framework; country/market business environment (opportunities and challenges); results expectations; priority sectors/sub-sectors; achievements of the International Business Development program of the commercial-economic section at missions and regional offices as well as follow-up information from Trade Commissioner Service (TCS) clients on business results.
Document Types: presentations, management assessment reports, MMRS and Program Activity Architecture, parliamentary planning and performance reports, plans and reports, corporate business plans, TCS client business results, meeting minutes and notes, agendas, policies, procedures, guidelines, directives, statistical reports, assessments, memoranda, correspondence files
Record Number: DFAIT PDD 181

Trade and Economic Analysis
Description: Records include information related to economic analysis and research in support of Canada’s international trade and DFAIT’s priority commercial policies, activities that include trade policy and global value chains and, the impact of DFAIT’s policies on exporter performance; impact analyses of potential free trade agreements in support of trade negotiators; production of the following publication: Annual State of Trade and Trade Policy Research, Pocket Facts series and the Monthly Trade Report.
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
Record Number: DFAIT BED 145

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: DFAIT TND 162

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.
Document Types: policies and plans, reports, studies, meeting minutes and notes, agendas, guidelines, directives, assessments, presentations, memoranda, procedures, correspondence files
Record Number: DFAIT FXIT 147

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: DFAIT JLD 170

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 an dspace 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: DFAIT JLD 171

Planning, Integration and Coordination on International Policy Issues

This program sub-activity advances Canada’s interests and values by ensuring that coherent national positions on international policy issues are brokered by convening and coordinating partners and resources. In Canada, the work is done through providing leadership in developing coherent all-of-government positions on foreign policy issues and priorities, including with provinces and stakeholders. Abroad, the work is done by developing and coordinating international policy objectives through missions. The main target groups are Government of Canada partner departments and agencies and other levels of government (provincial-territorial and municipal).

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
Record Number: DFAIT MDD 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: DFAIT IDD 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: DFAIT IDD 862

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: DFAIT MDD 095

Trade and Environment
Description: Records include information on trade policy matters related to trade and environment, including 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.
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: DFAIT TPD 169

Political and Economic Information and Analysis on International Issues

This program sub-activity provides political and economic intelligence and analysis, identifies existing or emerging international issues and opportunities, and advises clients on their potential impact on Canadian interests and values. The work is done by ongoing monitoring of international developments relevant to Canada, and domestic developments relevant to Canada's foreign policy. It draws the attention of decision makers to such developments and opportunities and provides analysis on the significance of such developments for Canada. It also includes recommending possible courses of action in response to these developments. The main target groups are the Prime Minister, the Cabinet, and partner departments and agencies.

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: DFAIT CSD 141

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: DFAIT TMD 166

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.
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: DFAIT GLBX 158

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: DFAIT TND 164

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Passport Canada

Passport Canada is a special operating agency that focuses on the management and delivery of passport services. It is responsible for the issuance, revocation, refusal, recovery and use of Canadian passports. Although the Passport Office is a special operating agency, the head of the institution as defined under the Access to Information and Privacy Acts is the Minister for Foreign Affairs. The Passport Canada Info Source chapter can be viewed at:

http://www.pptc.gc.ca/transparent/infosource.aspx?lang=eng

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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.

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Manuals

  • 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.

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Additional Information

The Department of Foreign Affairs and International Trade 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 and International Trade Canada under the Access to Information Act must be accompanied by an application fee of $5.00, cheque or money order made payable to The Receiver General of Canada.

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

Enquiries Service (BCI)
Foreign Affairs and International Trade 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.voyage.gc.ca/about_a-propos/role-eng.asp (for Consular Services)

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Reading Room

In accordance with the Access to Information Act and Privacy Act, an area on the premises will be made available should the applicant wish to review materials on site. The address is:

Foreign Affairs and International Trade Canada
Lester B Pearson Building
125 Sussex Drive
Ottawa, ON K1A 0G2
Canada