TABLE OF CONTENTSIntroduction to Info SourceBackgroundResponsibilities Institution Functions, Programs and Activities EDC Corporate Entity EDC Operations EDC Internal ServicesInternal ServicesClasses of Personal InformationManualsAdditional Information How to Request Information How to make an Informal Request outside the ATIP ProcessReading Room
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 them held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.
The Introduction and an index of institutions subject to the Access to Information Act and the Privacy Act are available centrally.
The Access to Information Act and the Privacy Act assign overall responsibility to the President of Treasury Board (as the designated Minister) for the government-wide administration of the legislation.
GENERAL INFORMATION ABOUT EXPORT DEVELOPMENT CANADA (EDC)
We are Canada's export credit agency. Established on October 1, 1969 (as Export Development Corporation) by the Export Development Act (ED Act), our job is to support and develop Canada's export trade by helping Canadian companies respond to international business opportunities. We are a self-financing, Crown corporation that operates at arm's length from the Government.
We provide insurance and financial services, bonding products and small business solutions to Canadian exporters and investors and their international buyers. We also support Canadian direct investment abroad and investment into Canada. Much of our business is done in partnership with other financial institutions and through collaboration with the Government of Canada.
EDC is governed by a Board of Directors whose representatives are primarily from the private sector. The Board's responsibility is to supervise the direction and management of EDC and oversee our strategic direction as outlined in our Corporate Plan. Board members are appointed by the Government of Canada. We report to Parliament through the Minister of International Trade and are subject to audits by the Auditor General.
Our mandate is spelled out in the ED Act. Under the Financial Administration Act, we are required to submit an annual Corporate Plan, which sets our performance measures and objectives, an Annual Report, which reports on our performance against these objectives, and an operating budget. We adhere to the guidelines and regulations concerning the management and governance of Crown corporations set by the Treasury Board Secretariat of the Government of Canada.
EDC supports the Government's Global Markets Action Plan (GMAP), which sets concrete targets to increase Canada's small-and medium-sized (SME) presence in emerging markets to 50 per cent by 2018. We also continued to strengthen our relationship with our shareholder to ensure Canadian exporters, particularly SMEs, are well served to grow internationally, EDC is subject to a Legislative Review by the Government of Canada every 10 years to ensure that our mandate and the ED Act meet the evolving needs of Canada's exporters and investors. Our last Legislative Review ended in 2009.
EDC operates on commercial principles and is financially self-sustaining. Its treasury and risk management strategies enable it to assist Canadian exporters without relying on tax dollars. EDC raises funds by charging fees for its services and interest on its loans, as well as issuing debt in capital markets.
INSTITUTIONAL FUNCTIONS, PROGRAMS AND ACTIVITIES
EDC CORPORATE ENTITY
Corporate Entity type functions enable EDC to operate as a corporation and include EDC's Governance structure and Legal Framework
Governance involves activities undertaken to: establish and maintain corporate governance structures; strategic and operational planning for the allocation of resources and delivery of programs; business continuity planning to ensure that essential operations may continue following a disaster; performance and compliance reporting; proceedings from corporate committees, working groups and the Board of Directors; and, Audits and Litigation. EDC's accountability to its stakeholders is facilitated by its strict adherence to the guidelines and regulations concerning the management and governance of Crown corporations set forth by the Treasury Board Secretariat of the Government of Canada.
Complaint and Disclosure Management Class of Record
Description: Includes records related to the handling of internal and external complaints associated with compliance with Legal Framework and Audits. Complaint and Disclosure Management may include information pertaining to: EDC Corporate Responsibility matters; complaints regarding EDC's respect for the environment in the course of operations or in the course of projects facilitated by transactions entered into by EDC; and, disclosure of wrongdoings by EDC employees.
Document Types: Completed request for review forms; letters of complaint; internal correspondence; notifications regarding the status of the complaint, reports of potential wrongdoings; and, investigation reports.
Note: Does not include records containing information about litigation.
Record Number: EDC 01-11
Conflict of Interest Personal Information Bank
Description: This bank contains voluntary disclosures by employees concerning potential Conflict of Interest situations, as well as investigation reports and correspondence about potential and actual employee conflicts between the private interests or holdings of employees and their official duties.
Class of Individuals: Current and former employees who are involved in potential or actual conflicts of interest.
Purpose: To support the implementation of EDC's Code of Conduct.
Consistent Uses: To help determine whether a Conflict of Interest exists and, if so, to find a means of resolving the Conflict of Interest situation.
Retention and Disposal Standards: Two years after potential Conflict of Interest no longer exists or actual Conflict of Interest has been resolved, after which the records are destroyed.
RDA Number: 2007/004
Related Record Number: EDC 01-10
TBS Registration: 000180
Bank Number: EDC PPE 810
Operational Planning Class of Record
Description: Includes records related to the planning and day-to-day management of EDC lines of business, business teams, virtual teams, working groups and committees.
Document Types: Business cases; team work plans; planning reports; roles and responsibility charts; meeting minutes; and, agendas.
Record Number: EDC 01-03
Telephone Services Audit Database Personal Information Bank
Description: This bank contains records of the use of EDC's telephone services. In particular, it contains details of telephone calls placed from and to EDC telephones and may include the name of the individual associated therewith, the incoming and outgoing call telephone number, the length of the call, the date and time of the call and the cost associated therewith. This information is also available for calls placed via EDC's calling card program.
Class of Individuals: Individuals placing a call from and to EDC telephones and employees using a calling card issued by EDC.
Purpose: To manage, control, forecast, plan and analyze the performance of EDC's telephone services.
Consistent Uses: The information is provided routinely and as required to responsibility centre managers to enable them to manage and control telephone usage, allocate costs internally and ensure the appropriate use of the services.
Retention and Disposal Standards: This information is maintained for two years after a report is issued and then destroyed.
RDA Number: 2007/004
Related Record Number: EDC 01-03
TBS Registration: 005341
Bank Number: EDC PPU 105
Operations functions are performed as part of EDC's core business which is providing financing, insurance, bonding services as well as foreign markets expertise in order to grow and develop Canada's trade, and the capacity of Canadian companies to participate in and respond to international business opportunities.
Product Delivery involves activities undertaken by EDC to deliver support to customers related to eligible transactions and includes: underwriting; administration; monitoring; and, delivery.
Financing Class of Record
Description: Includes records related to developing, coordinating and providing Financing solutions to clients and other counterparties using a variety of structures. Such solutions include extending credit to obligors/borrowers, providing guarantees and investing directly or indirectly in entities to support Canadian companies.
Document Types: Customer enquiries; Financing and equity support applications; risk assessments; environmental reviews; financing products; credit granting; term sheets; authorizations; and, financing documentation.
Record Number: EDC 800
Regulatory and Reputational Risk Program Personal Information Bank
Description: This bank describes information related to companies and/or individuals collected from third party databases in the context of detecting and assessing potential legal, regulatory and reputational risks in transactions involving EDC and various counterparties. The third party databases contain profiles of companies and/or individuals who present risks for various reasons including being named on official lists, such as terrorism, corruption, or sanctions lists, being identified as politically exposed, being investigated, charged or convicted for illegal activities, being subject to allegations of wrongdoing or being subject to adverse media. Profiles may contain personal information such as name, alias, birth date, country of birth, country of residence, family members, known associates and past convictions. This bank may also contain correspondence with security and intelligence authorities or with due diligence experts relating to the assessment of the information and related risks and courses of action. EDC may also obtain additional information from transaction counterparties for due diligence purposes, including information relating to investments and assets owned. Class of Individuals: Individuals, including existing customers and prospects, shareholders and associates of existing customers and prospects, suppliers to EDC or other individuals involved with EDC in any capacity, flagged or profiled by third party databases as potentially presenting a regulatory or reputational risk for various reasons such as the reasons set forth in the description above.
Purpose: The purpose of this bank is to ensure that EDC does not, directly or indirectly, unknowingly transact business with, procure goods or services from, companies and/or individuals who present legal, regulatory and reputational risks to EDC. EDC uses this information to comply with industry best practices and with Canadian laws including the United Nations Act, Special Economic Measures Act, Export and Import Permit Act, Freezing Assets of Corrupt Foreign Officials Act, Corruption of Foreign Public Officials Act and the Criminal Code of Canada. Personal information is collected to perform due diligence in fulfilling EDC’s mandate under the authority of section 10 of the Export Development Act.
Consistent Uses: Information will be used by Legal Services, Corporate Responsibility, Corporate Compliance & Ethics, Security Services and operational personnel such as, Insurance/Finance Teams and Business Development to: authenticate decisions to provide or not to provide financial or related services, and to procure or not to procure good or services, involving profiled individuals; and, in some cases, to determine whether EDC is in possession or control of any property owned or controlled by or on behalf of certain profiled persons. Information collected or generated by EDC with respect to any listed person may be disclosed to the appropriate enforcement authorities in accordance with applicable laws.
Retention and Disposal Standards: Personal information collected from outside sources is retained as long as necessary to comply with Canadian legislation and EDC’s transaction and policy based retention and disposition schedules. For further information about the length of time that specific types of common administrative records are maintained by a government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: 2007/004
Related Record Number: EDC 700, EDC 800
TBS Registration: 005340 (Updated Spring 2016)
Bank Number: EDC PPU 100
Financing and Insurance Services Personal Information Bank
Description: This bank contains information related to companies/individuals which is collected in relation to the administration of EDC's financing and insurance services. Personal information may include names, contact information, and financial information, Personal information is collected under the authority of section 10 of the ED Act.
Class of Individuals: Individuals, including existing customers and prospects who have contacted EDC for information about or applied for EDC's support under its financing and insurance services. Further, personal information about other individuals may also be accumulated in this bank as it is more fully described under the "Classes of Personal Information" heading.
Purpose: The purpose of this Personal Information Bank is to determine the eligibility for EDC's support under offered services and facilitate the administration of a transaction.
Consistent Uses: The information may also be used for statistical research purposes, and for planning, implementing and evaluating various programs offered by EDC. With the agreement of the applicant, EDC may disclose selected personal information about a successful applicant. This information includes: the name of the principal counterparty involved in the transaction; the EDC financial service provided; a general description of the commercial transaction/project; the amount of EDC support in an approximate dollar range; and the name of the applicant. Contact information may also be shared with other government institutions, if the other institution is deemed to be better positioned to provide support or facilitate potential business opportunities for the individual or company.
Retention and Disposal Standards: Records are retained for 10 years after the last administrative action on file, at which time the records are destroyed.
RDA Number: 2007/004
Related Record Number: EDC 800, EDC 700
TBS Registration: 005224
Bank Number: EDC PPU 015
FINANCIAL CRIMES PERSONAL INFORMATION BANK
Description: This personal information bank relates to EDC’s policies, guidelines and procedures aimed at deterring, preventing, detecting, assessing and mitigating financial crime risk in EDC’s business activities. Such policies, guidelines and procedures include due diligence requirements relating to (i) entities and/or individuals who are actual or potential, direct or indirect counterparties in EDC’s business activities and (ii) beneficial owners and/or controlling interests of such counterparties which are entities. Personal information encompassed in the due diligence may include name (including alias), contact information, residential address, date of birth, country of birth, country of citizenship, biographical information, identification number (e.g. birth certificate, driver's licence, passport), marital status, family members, known associates, security clearance, criminal history / criminal records checks, financial information (including credit score report), information regarding investments and assets owned by the person, profile and history of engagements with EDC, due diligence or investigative notes and opinions, such other information as may be compiled from the sources described below. The scope of relevant personal information will vary depending on the risk indicators under due diligence review.
Personal information may be obtained:
(i) from the relevant individual or the relevant entity concerning such individual,
(ii) from open source searches (including social media) and third party databases,
(iii) from third parties (such as bank or insurance partners),
(iv) derived from interactions with security and intelligence authorities related to the assessment of risk indicators, and
(v) derived from interactions with other government agencies related to the assessment of risk indicators.
Class of Individuals: In respect of counterparties which are entities, (i) members of the board of directors of the entity, (ii) beneficial owners of the entity (being natural persons who own or control the entity, such as shareholders or other equitable owners), (iii) principals/officers of the entity (such Chief Executive Officer, General Manager, Managing Director, Senior Management) and (iv) in the case of trusts, each Trustee, Settlor and known Beneficiary/ies.
In respect of counterparties which are sole proprietorships or partnerships, the individuals who are the sole proprietors or partners.
Purpose: Due diligence, including the assessment of relevant personal information, is consistent with industry standards and helps to ensure that EDC does not transact business with entities and/or individuals who are engaged in or associated with activities that may involve money laundering, terrorist financing, bribery/corruption, sanctioned activity or external fraud. Due diligence is performed in fulfillment of EDC’s mandate under the authority of section 10 of the Export Development Act. It also helps to ensure compliance with relevant legislation such as the United Nations Act, the Special Economic Measures Act, the Freezing Assets of Corrupt Foreign Officials Act, the Corruption of Foreign Public Officials Act, the Justice for Victims of Corrupt Foreign Officials Act and the Criminal Code of Canada.
Consistent Uses: Personal information will be used by subject matter specialists and operational personnel to:
(i) identify counterparties and/or transactions presenting a heightened financial crime risk to EDC,
(ii) determine and apply the level of due diligence, ongoing monitoring and transaction monitoring which is commensurate with the of financial crime risks identified,
(iii) determine whether or not to enter into a business relationship with a counterparty and, where appropriate, terminate a business relationship with a counterparty, and/or
(iv) test and assess the financial crime policies, guidelines and procedures as needed.
Personal information may be disclosed, together with other relevant information, to the appropriate authorities where required or permitted, in accordance with applicable laws.
Retention and Disposal Standards: Personal information is retained as long as necessary to comply with Canadian legislation and EDC’s transaction and policy based retention and disposition schedules. For further information about the length of time that specific types of common administrative records are maintained by a government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: TBD
Related Record Number: TBD
TBS Registration: TBD
Bank Number: TBD
Claims and Recoveries Class of Record
Description: Includes records related to servicing and administering insurance claims. It includes information related to mitigating the risks associated with a potential insurance claim, processing insurance claims and recovering for claims paid. Records also include information on risk prevention and mitigation, debt management, overdue accounts, loss anticipation, credit administration, and reclamation.
Document Types: Agreements; authorizations; approvals; policies; procedures; reports; and, guides. Record Number: EDC 710
Insurance Class of Record
Description: Includes records related to issuing Insurance policies to protect exporters trading on credit terms against non-payment due to commercial and political risks, to cover for risks inherent in performance related obligations, to provide Documentary Credits Insurance to financial institutions and to provide Political Risk Insurance for equity and other investments abroad.
Document Types: Customer enquiries; Insurance applications; risk assessments; environmental reviews; Insurance and guarantee products; credit granting; term sheets; authorizations; and, Insurance documentation.
Record Number: EDC 700
RISK MANAGEMENT SERVICES
EDC Risk Management Services actively manages the financial risks assumed by the corporation by balancing the objectives of providing suitable solutions to customers and ensuring the financial sustainability of the corporation. Risk Management Services involve activities such as: identifying and managing key credit; market and operational risks, including analytics; asset management; risk assessment; and, measurement, risk capacity and capital management.
Risk Management Class of Record
Description: Includes records related to ensuring that EDC uses its financial resources to their maximum use while not overstepping its financial capacity. It also includes information related to identifying and managing key credit, market and operational risks including analytics, asset management, Risk Management, risk assessment and measurement, risk capacity and capital management.
Document Types: Authorizations; approvals; policies; procedures; methodologies; protocols; reports; guides; and, portfolio reviews.
Record Number: EDC 24
EDC INTERNAL SERVICES
Internal Services are those functions which support the delivery of EDC's programs and services
EDC COMMUNICATIONS SERVICES
EDC's Communications Services involve activities to ensure that internal and external stakeholders and the public have an understanding of EDC's role and delivery methods.
EDC Proactive Disclosure Class of Record
Description: Includes records related to information published on EDC's website pertaining to its business activities in accordance with EDC's Disclosure Policy and travel and hospitality expenses disclosure practices.
Document Types: Disclosure Policy; aggregate quarterly reports; individual transaction reports, Canada Account transactions; reports related to EDC Financing Exposure in Heavily Indebted Poor Countries; environmental and social reports; and, reports on travel and hospitality expenses.
Record Number: EDC 05-02-03
FACILITIES MANAGEMENT SERVICES
Facilities Management Services involves activities related to providing a safe and comfortable working environment for EDC employees including: location management; alterations to facilities under lease to EDC including large-scale move projects; the formal management of the contents of facilities leased to EDC; and, the administration and oversight of provisions of all services required under the terms of storage contracts.
Location Management Class of Record
Description: Includes records related to the administration and oversight of all services required under the terms of leases for all EDC locations, as well as direct response to requests not covered by the relevant lease.
Document Types: Architectural drawings; building maintenance requests; facilities requests and correspondence; parking permit applications and correspondence; and, inventory control logs.
Record Number: 07-01
Parking Personal Information Bank
Description: This bank contains permit applications and correspondence about Parking of motor vehicles on corporation-leased property. Records for deductions for payment of Parking fees are also included in the pay and benefits records retained on the Employee Personal File. Personal information contained in this bank is also recorded in the computerized Human Resources Information and Administration Information Systems.
Class of Individuals: Current and former employees who have applied for Parking permits.
Purpose: To support the administration of Parking privileges.
Consistent Uses: To control the issuing and revocation of Parking permits and to facilitate the deduction of Parking fees from salaries.
Retention and Disposal Standards: Two years after the permit expires, after which the records are destroyed
RDA Number: 2007/004
Related Record Number: EDC 07-01
TBS Registration: 000159
Bank Number: EDC PPE 808
Financial Control involves activities relating to the accounting and control of incoming and outgoing funds including: ledger entry; forecasting; controlling incoming and outgoing funds; providing for sufficient funds to meet obligations and to capitalize on opportunities; reconciling transactions; measuring and producing statements and interim reports of financial control; and, responding to special analytical requests, in regard to EDC's operations.
EDC Accounts Payable Class of Record
Description: Includes records related to ensuring that Accounts Payable transactions, such as disbursements pursuant to financing transactions, are administered in accordance with relevant policy and procedure, and that overall authorities are not exceeded.
Document Types: Reimbursements, refunds; payments; Board expenses; payment of all forms of taxes; Treasury loans; permanent advance payment; travel advances; General Expense Claims and backup documentation (e.g. travel authorization form); cost centre cards; taxi chits; corporate credit cards; disbursements of pension related funds; invoices to be paid by EDC; and, Payroll administration.
Record Number: 09-04
EDC Accounts Receivable Class of Record
Description: Includes records related to ensuring that anticipated receivables are declared by business teams, the monitoring or processing of deposits, the application of received amounts to declared receivables by business teams.
Document Types: Incoming cheque receipts; daily deposit related documentation; and, declarations of receivables from business teams.
Record Number: 09-05
EDC Accounts Receivable Personal Information Bank
Description: This bank describes information related to individuals who remit monies payable to government institutions, including the Receiver General for Canada. Payments may be made in cash or electronically. Types of remittances include reimbursement of overpayments, payments for goods or services, including government merchandise (e.g., publications, coins, stamps, memorabilia, etc.), royalties, loan payments, etc. Personal information may include name, contact information, credit information, financial information, nature of remittance, employee identification number, other identification numbers, signature, and SIN.
Class of Individuals: Individuals who remit monies to the institution/Receiver General for Canada, including representatives of companies, corporations, and associations; current and former employees of government institutions.
Purpose: Personal information is used to support the collection of monies owing to the institution/Receiver General for Canada in relation to goods and services, loans and investments, etc. Personal information is collected pursuant to various federal laws and regulations. For the specific legal authority for the collection, consult the institution's Access to Information and Privacy Coordinator. The SIN is collected pursuant to the Income Tax Act and may be used to issue income reporting documentation.
Consistent Uses: Information may be shared with Public Works and Government Services Canada (Receiver General for Canada) to process payments to the federal government; refer to institution-specific Personal Information Bank Standard Payment System - PWGSC PPU 085. Information may be shared with financial institutions of foreign countries for transaction purposes. Information may also be shared with collection agencies for debt recovery purposes. In some cases, the SIN and other information is shared with the Canada Revenue Agency and the Province of Quebec, and is used for data matching purposes, including income verification, refer to Personal Information Bank Information Returns (Infodec) - CRA PPU 150. Information may be used or disclosed for financial reporting and program evaluation.
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: 99/004
Related Record Number: EDC 09-05
TBS Registration: 20100702
Bank Number: EDC PPU 932
Notes: Individuals seeking access to this bank should specify whether they are an employee, member of the general public, contractor, representative of a company, corporation, or association, and provide details of the monies remitted such as amount, type, date(s), relevant account number, and type of program or service and name of institution.
EDC HUMAN RESOURCES MANAGEMENT
EDC Human Resources Services involve activities related to: employee management; recruiting and staffing; official languages; providing for foreign representation; supporting business units in regard to all human resource needs; improving organizational effectiveness through learning and development; employee compensation; pensions; managing HR programs; and, ensuring staff members working in foreign locations have the support and infrastructure necessary to function in their professional capacity.
Employee Management Class of Record
Description: Includes records related to the overall planning, deployment and management of the domestic and internationally deployed EDC workforce, the management of individual employees, and career planning for individual employees.
Document Types: Job classifications; compensation classification grids; guides related to compensation, incentive pay, and payroll earnings and deductions; performance plan templates and tools; Competency Guide; and, public transit subsidy rebate application.
Record Number: EDC 10-03
Employee Career File Personal Information Bank
Description: This bank contains information on personal characteristics including age, sex, SIN (if provided by the employee), employee number, home address, citizenship, education, employment history, career resumes and references, geographical and organizational location, appointments, transfers, salary, promotions and demotions, periods of employment including probationary periods, classification, performance appraisals, discipline, employee assistance, grievances, and may contain notations relating to staffing, training and development, official languages, occupational health and safety, which may also be retained in other banks. Personal information in this bank is also recorded in the computerized Human Resources Information System.
Class of Individuals: Current and former employees.
Purpose: To record information relevant to an employee's career including appointments, transfers, promotions, demotions, classification, performance, assistance, discipline, grievances and termination of employment.
Consistent Uses: To support decisions on staffing; pay and benefits; training and development; official languages; occupational health and safety.
Retention and Disposal Standards: Retained for duration of employment. Following termination, file is combined with Employee Personal File which is retained for one year and then transferred to the control of Library and Archives Canada where it is held until the individual has reached the age of 80, or until two years after death, provided two years have elapsed since the last administrative action. It may also be retained permanently by Library and Archives Canada if judged to be of historical value. For files of retired EDC employees, file is combined with Employee Personal File which is held in EDC until the individual has reached the age of 115, or until two years after death, provided two years have elapsed since the last administrative action. It may also be retained permanently by Library and Archives Canada if judged to be of historical value.
RDA Number: 2007/004
Related Record Number: EDC 10-03
TBS Registration: 004246
Bank Number: EDC PPE 801
Employee Personal File Personal Information Bank
Description: This bank contains information on personal characteristics including age, sex, SIN, provincial Medicare number, employee number, marital status, disability, home address and telephone number, and correspondence related to recruitment and termination, pay and allowances, deductions and benefits, superannuation, attendance and leave, employment equity status if applicable, and physicians' certificates associated with sick leave. Other supporting documentation includes copies of birth certificates of employees, spouses and their children; marriage and death certificates; the names of persons to contact in case of an emergency; banking information for salary deposits; and designation of beneficiary cards. Personal information in this bank is also recorded in the computerized Human Resources Information System.
Class of Individuals: Current and former employees.
Purpose: To provide documentation and authorization of recruitment, termination and superannuation, as well as on employment equity, attendance and leave, disbursement of salary and allowances and retention of deductions. The SIN is used for purposes of identification and to ensure consistency in administration of pay and benefits.
Consistent Uses: To authenticate decisions on engagement and termination; attendance and leave; pay, allowances and benefits; superannuation; and to enable audit and reconciliation of payroll accounts. The SIN is collected under the authority of the Income Tax Act. It is used for payroll activities, the provision of T-4 records and pension purposes, and is provided along with other information to Canada Customs and Revenue Agency for income tax purposes, to Supply and Services Canada for pension purposes, and to group insurers for long-term disability claim purposes. Information is also disclosed to a financial institution to facilitate the issuing of salary cheques and to Employment and Immigration Canada, notably with regard to terminated employees in accordance with the Unemployment Insurance Act and Regulations.
Retention and Disposal Standards: Records are retained for the duration of employment. Following termination, they are retained for one year and then transferred to the control of Library and Archives Canada where they are held until the individual reaches the age of 80, or until two years after death provided two years have elapsed since the last administrative action. They may also be retained permanently by Library and Archives Canada if judged to be of historical value. For files of retired EDC employees, file is held in EDC until the individual has reached the age of 115, or until two years after death, provided two years have elapsed since the last administrative action. It may also be retained permanently by Library and Archives Canada if judged to be of historical value.
RDA Number: 2007/004
Related Record Number: EDC 10-03
TBS Registration: 004247
Bank Number: EDC PPE 802
Registered Pension Plan and Supplementary Retirement Plan for Permanent Employees of Export Development Canada Personal Information Bank
Description: This bank describes information that is related to Export Development Canada's pension plans which are the registered pension plan (the "Registered Pension Plan") and the supplementary retirement plan applicable to certain employees (the "Supplementary Retirement Plan" with both plans being referred to as the "pension plans"). The personal information may include name, contact information, biographical information, date of birth, date of death, educational information, employee identification number, employee personnel information, user name and password for pension service provider database, financial information, gender, signature, SIN and language preference, plan enrolment selection, information as well as information related to witnesses and beneficiaries. For employees who contributed to the public service superannuation, personal information may also include Personal Record Identifier, Superannuation Number, Elective Pensionable Service period and its cash cost for any past service pension buy-backs.
Note: The personal information bank was formerly called: Pension Plan for Employees of Export Development Canada and Supplementary Retirement Plan for Certain Employees of Export Development Canada. 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 Export Development Canada employee identification number. Information may be stored in the following internal systems / databases: Human Resources Information System, the employee module of PeopleSoft and the payroll processing system. Information may be stored in the pension service provider database. Members of the Supplementary Retirement Plan are those members of the pension plan whose benefits and contribution limits under the plan are affected by the Income Tax Act maxima. Personal Information Bank last updated: 2009.
Class of Individuals: Current and former permanent employees, current and former spouses, current and former common-law spouses, dependents, representative acting on behalf of employee's estate, pensioners, designated beneficiaries, witnesses.
Purpose: The personal information is used to administer, determine eligibility and disburse funds in respect of the pension plans. Personal information is collected pursuant to ED Act, s.16 (d.1). The SIN is collected pursuant to the Income Tax Act and is used to report pension contributions, pension adjustments, pension adjustment reversals and past service pension adjustments.
Consistent Uses: The information may be used or disclosed for the following purposes: reporting to senior management, evaluation, research, actuarial valuation of liabilities and cost to Export Development Canada, planning and implementing policies relating to the pension plans. Information may be shared with Public Works and Government Services Canada (refer to central Personal Information Bank Public Service Pensions Data Bank – PWGSC PCE 702). Information, including the SIN, may be shared with Canada Revenue Agency (refer to Personal Information Bank Individual Income Tax Return – CRA PPU 005). Information may be shared with other employers or their trustees and financial institutions of employees in cases of employee pension entitlements transfers in order to facilitate the transfer of the pension obligations. Information may be shared with the trustees, administrators and the pension plan service providers with whom Export Development Canada has trust agreements or service agreements in order to assure that the pension will continue to be managed. Information is used or disclosed for mailing list purposes and is included with regular program mailings.
Retention and Disposal Standards: Records will be retained for the duration of employment. Following resignation or termination of employment, records of employees who have elected to take the actuarial value of their pension are retained for one year and then are transferred to the control of Library and Archives Canada where they are held until the earlier of the individual reaching the age of 80, or until two years after death, provided two years have elapsed since the last administrative use, at which time the records are destroyed. Records of former employees who have elected to receive a deferred annuity and records of retired employees are held by Export Development Canada until the earlier of the individual reaching the age of 115, or until two years after death, provided two years have elapsed since the date of the last administrative use, at which time the records are destroyed.
RDA Number: 2007/004
Related Class of Record Number: EDC 10-03
TBS Registration: 005344
Bank Number: EDC PPU 825
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.
Acquisition Services involve activities undertaken to acquire a good or service to fulfil 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 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.
Human Resources Management
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/or plans.
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 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 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, and/or plans.
Materiel Services involve activities undertaken to ensure that material can be managed by departments in a sustainable and financially responsible manner that supports 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.
CLASSES OF PERSONAL INFORMATION
In the course of conducting the programs and activities of Export Development Canada, categories of personal information not used for administrative purposes may be accumulated. Such personal information includes, among other things, general biographies of individuals in relation to EDC's program services and employee profile information posted on EDC's internal electronic collaboration network. This form of personal information is retrievable if specifics are provided concerning transactions filed e.g. names of exporters, countries and projects, rather than by name of individual or other personal identifier.
Other information provided by or about individuals may also be found in corporate record holdings such as information services, and accounts payable. This class of personal information is retrievable only if the requester identifies, in sufficient detail, the subject of the information that they wish to access. The retention periods are controlled by the record schedules of the general subject files in which they are stored.
Anti-Corruption Policy Guidelines
Code of Business Ethics and Code of Conduct
Environmental and Social Review Directive
Environmental Policy Review Process
Procurement Procedure: Supplier Complaint Review Process
How to make an Access to Information Act request at EDC
To make an Access to Information Act request for information held by EDC, complete the Access to Information Request Form or send a letter mentioning the Act and describing the records you are seeking to the ATIP Office. Please include details that will enable us to search for relevant records.
An application fee of $5 applies. You may send the application fee in the form of a cheque or money order made payable to: Export Development Canada. We work to ensure that every reasonable effort is made to help requesters receive complete, accurate and timely responses to their requests and without regard to the requesters' identities.
To access your personal information held by EDC
To access your own personal information held by EDC, you may complete the Personal Information Request Form or send a letter mentioning the Act and describing the information you are seeking to the ATIP Office. Please include details that will enable us to search for relevant records. There are no fees associated with making a request under the Privacy Act. If you need to contact us for advice on how to complete a Privacy Act request, contact us at the address below.
How to make an Informal Request outside the ATIP Process
The Government of Canada encourages the release of information through informal requests outside of the ATIP process. You may wish to consult Export Development Canada's completed Access to Information (ATI) request summaries and open data. To make an informal request or for additional information about the programs and activities of Export Development Canada, please contact us online or at the following:
Access to Information and Privacy
Export Development Canada
150 Slater Street
Phone: (613) 598-2500
Fax: (613) 598-3835
Contacting EDC's ATIP Office
ATIP Program Coordinator
Access to Information and Privacy Office
Export Development Canada
150 Slater Street
Ottawa, Ontario K1A 1K3
Toll free: 1-800-267-8510
In accordance with the Access to Information Act and Privacy Act, the applicant may wish to review material in person. The address is:
Export Development Canada
150 Slater Street