Info Source. Sources of Federal Government and Employee Information Canadian Commercial Corporation. Table of Contents. General Information

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1 Info Source Sources of Federal Government and Employee Information 2013 Canadian Commercial Corporation Table of Contents General Information Background Responsibilities Institutional Functions, Programs and Activities Information Holdings o Standard Classes of Records and Related Standard Personal Information Banks o Manuals Additional Information Reading Room General Information Background Established in 1946, the Canadian Commercial Corporation (CCC) is a federal Crown corporation mandated to promote and facilitate international trade on behalf of Canadian industry, particularly within government markets. The Canadian Commercial Corporation (CCC) is governed by its enacting legislation, the 1946 Canadian Commercial Corporation Act. As a Crown corporation under Schedule III Part I of the

2 Financial Administration Act (FAA) and wholly owned by the Government of Canada, CCC reports to Parliament through the Minister of International Trade. In 1956, the Defence Production Sharing Agreement gave CCC additional responsibility as the gateway between the U.S. Department of Defense (U.S. DoD) and Canadian suppliers, a relationship that was soon expanded to include the U.S. National Aeronautics and Space Administration (NASA). Responsibilities The Canadian Commercial Corporation s mandate is to assist in the development of trade between Canada and other nations; and assist persons in Canada in either importing or exporting their goods and commodities. CCC provides procurement and contracting services for the benefit of Canadian exporters, allowing them to access markets where risk, transparency and competitiveness require a government-to-government arrangement. In the corporation signed $2.27 billion in contracts. As a key partner in Canada's International Trade Portfolio, CCC works closely with the Department of Foreign Affairs, Trade and Development (DFATD) and Export Development Canada (EDC). CCC also works closely with the United States Department of Defense (U.S. DoD), which allows Canadian exporters access to the U.S. defence market, as well as with various groups within the Canadian Department of National Defence (DND) to identify other foreign government buyers. CCC has three main business lines, they are: Sales to the U.S. DoD Under the Canada-US DPSA and to NASA; Global Defence and Security (GDS) Sales to Allies and Like- Minded Nations; and International Commercial Business (ICB) Sales (Mostly in the Infrastructure Sector) to Government Buyers in Emerging and Developing Markets, Particularly Latin America and Africa. CCC also offers three services that are aligned with the Government of Canada priorities. They are; Acquisition Services for Federal Government Departments to Support their International Government Assistance Programs (DFATD); China Trade Development Offices with DFATD; and Provision of Shared Corporate Services to PPP Canada Inc.. BUSINESS LINES Institutional Functions, Programs and Activities CANADA-US DPSA AND NASA This consists of export sales in the aerospace, defence and security sectors to all levels of government. The Canadian Commercial Corporation has two sub-activities to meet this objective; Defence sales to the U.S. DoD through the management of the Defence Production Sharing Agreement (DPSA) with the United States, supported by the Defence Procurement business unit, and the Corporation s defence sales to allies and like-minded

3 nations, supported by the two business units; Business Development and Sales and Contract Management and Procurement. Defence sales to the U.S. DoD Under the Canada-US DPSA and NASA (Canada/U.S. Defence Production Sharing Arrangements) Under the terms of the 1956 DPSA, Canadian exporters can sell to the U.S. DoD and all U.S. DoD contracts above a $100,000 U.S. threshold must be transacted through the Canadian Commercial Corporation. The DPSA is a critical element of Canada s overall relationship with the U.S. on defence trade, and CCC remains integral to ensuring continued access to United States military procurement opportunities for Canadian exporters through its defence sales to the U.S. DoD. CCC collaborates with DFAIT, DND, Industry Canada, Public Works and Government Services Canada (PWGSC), and Canadian exporters to develop strategies to maintain a strong North American defence industrial base with the United States. These strategies enable CCC to make well informed decisions in preserving a preferred status for Canadian companies in fulfilling U.S. DoD contracts. Sales to the U.S. DoD Under the Canada-US DPSA and NASA Files Description: Includes electronic and paper records related to the Canada-U.S. Defence Production Sharing Agreement (DPSA) which allows Canadian contractors to bid and be awarded U.S. DoD and NASA contracts through CCC. May include records related to selection of projects, security and contract requirements and term and conditions, sales and/or transfers of items to other foreign government buyers and organizations, selection of subcontractors, legal assessments, project selection criteria, cost-sharing arrangements, and contract management. Includes records related to selection and distribution of marketing material and distribution of corporate publications. Document Types: Electronic and paper project proposals and supporting documentation, project agreements, memoranda of understanding, non-disclosure agreements, letters of agreement, project completion reports, evaluation reports, contracts, financial statements, contract management documentation, and financial transactions records. Record Number: CCC 001 GLOBAL DEFENCE AND SECURITY Global Defence and Security (GDS) Sales To Allies And Like-Minded Nations (Global Defence) Through the defence sales to allies and like-minded nations program, the Canadian Commercial Corporation engages in defence sales as Canada s foreign military sales agency. This consists of non-dpsa export sales in the aerospace, defence and security sectors. These include sales to all levels of government. CCC creates new opportunities for collaboration to increase Canadian export sales, supports the acquisition of innovative Canadian capabilities by foreign governments, and enhances interoperability with other allied military forces.

4 Global Defence and Security (GDS) Sales To Allies And Like-Minded Nations Files Description: Includes electronic and paper records related to defence sales to allies and like-minded nations and international buyers. May include records related to selection of projects, security requirements, sales and/or transfers of items to other foreign government buyers and organizations, selection of subcontractors, legal assessments, project selection criteria, cost-sharing arrangements, and contract management. Includes records related to selection and distribution of marketing material and distribution of corporate publications. Document Types: Project proposals and supporting documentation, project agreements, memoranda of understanding, non-disclosure agreements, letters of agreement, project completion reports, evaluation reports, supplier disclosure forms, contracts, financial statements, research related to export markets, contract management documentation, and financial transactions records. Record Number: CCC 003 EMERGING AND DEVELOPING MARKETS The Canadian Commercial Corporation has one main activity to meet its objectives in emerging and developing markets which is comprised of sales (mostly in the infrastructure sector) to government buyers in emerging and developing markets. This activity is managed by the Business Development and Sales business unit and the Contract Management and Procurement business unit. International Commercial Business (ICB) Sales (Mostly in the Infrastructure Sector) to Government Buyers in Emerging and Developing Markets, Particularly Latin America and Africa (International Commercial Business) This is non-dpsa consisting of supply and construction projects in a variety of sectors and can include sales to all levels of government, federal, state and municipal. Through its sales to government buyers in emerging and developing markets, the Canadian Commercial Corporation links foreign governments to Canadian infrastructure capabilities. ICB Sales (Mostly in the Infrastructure Sector) to Government Buyers in Emerging and Developing Markets, Particularly Latin America and Africa Files Description: Includes electronic and paper records related to Engineering, Procurement and Construction/Construction Management (EPC/CM) projects, and International Commercial Projects. Includes records related to selection of projects, feasibility studies, sales and/or transfers of items to foreign government buyers and organizations, selection of subcontractors, legal assessments, project selection criteria, environmental impact assessments (EIA), cost-sharing arrangements, and contract management. Includes records related to selection and distribution of marketing material, collection of supplier and buyer information and distribution of corporate publications. Document Types: Project proposals and supporting documentation, project agreements, memoranda of understanding, non-disclosure agreements, letters of agreement, project

5 completion reports, evaluation reports, supplier disclosure forms, contracts, financial statements, contract management documentation, and financial transaction records. Record Number: CCC 004 SERVICES OTHER GOVERNMENT DEPARTMENTS AND CROWN CORPORATIONS Acquisition Services to Support International Government Assistance Programs Description: Includes electronic and paper records related to activities between CCC and other government departments, including DFATD. Includes records related to the Stabilization and Reconstruction Task Force (START) program, the Counter Terrorism Capacity Building (CTCB) Program, Global Peace and Security Fund (GPSF), Global Partnership Program (GPP), and the Anti-Crime Capacity Building Program (ACCBP), CIDA Projects governed by an Administrative Agreement, and the DFATD/EDC/CCC Joint Market Development Initiative, as well as CCC s network of offices in China. Includes records related to selection of projects, feasibility studies, sales and/or transfers of items to foreign government buyers and organizations, selection of subcontractors, legal assessments, project selection criteria, environmental impact assessments (EIA), cost-sharing arrangements, and contract management. Includes records related to selection and distribution of marketing material, collection of supplier and buyer information and distribution of corporate publications. Document Types: Project agreements, memoranda of understanding, non-disclosure agreements, letters of agreement, project completion reports, evaluation reports, contracts, financial statements, contract management documentation, and financial transaction records. Record Number: CCC 002 China Trade Development Offices Description: In collaboration with the Department of Foreign Affairs, Trade and Development Canada (DAFTD), CCC opened six representative offices in China. The offices provide clients with access to experts who can help them better navigate and compete in the Chinese market, find qualified contacts and resolve problems. Document Types: Includes records related to Human Resources such as payroll services, accounting, reporting, control and oversight, decision support and advice. Records related to legal services may include contracts and supporting documentation, project agreements, memoranda of understanding, non-disclosure agreements, letters of agreement. Record Number: CCC 002 Shared Corporate Services to PPP Canada Description:.To maximize efficiencies and avoid redundant costs, CCC provides shared services to PPP Canada in the areas of Information Technology; Human Resource Management; Procurement; Legal Services; Research and Communications; and

6 Governance. The Shared Services achieve economic efficiencies in the management of resources, operations and carrying out their respective mandates. Document Types: Records related to legal services may include legal opinions,and memoranda of understanding.. Record Number: CCC 005 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 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. Procurement and Contracting (Record Number: PRN 912) o Professional Services Contracts 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. Communications (Record Number: PRN 939) o Internal Communications o Public Communications Financial Management 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.

7 Financial Management (Record Number: PRN 914) o Accounts Payable o Accounts Receivable 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. Awards (Pride and Recognition) (Record Number: PRN 940) o Recognition Policy Classification of Positions (Record Number: PRN 919) o Staffing Compensation and Benefits (Record Number: PRN 941) o Attendance and Leave o Pay and Benefits Employment Equity and Diversity (Record Number: PRN 942) o Employment Equity and Diversity Hospitality (Record Number: PRN 933) o Hospitality Human Resources Planning (Record Number: PRN 949) o Human Resources Planning Labour Relations (Record Number: PRN 926) o Discipline o Grievances o Harassment o Internal Disclosure of Wrongdoing in the Workplace o Values and Ethics Code for the Public Service Occupational Health and Safety (Record Number: PRN 922) o Employee Assistance o Harassment o Occupational Health and Safety Official Languages (Record Number: PRN 923) o Official Languages Performance Management Reviews (Record Number: PRN 946) o Discipline o Performance Management Reviews Recruitment and Staffing (Record Number: PRN 920) o Applications for Employment o Employee Personnel Record o Personnel Security Screening o Staffing

8 o Values and Ethics Code for the Public Service Training and Development (Record Number: PRN 927) o Training and Development Information Management 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 Management (Record Number: PRN 944) o Automated Document, Records, and Information Management Systems Information Technology 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. Information Technology (Record Number: PRN 932) 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. Legal services (Record Number: PRN 902) 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. Cooperation and Liaison (Record Number: PRN 904) o Outreach Activities Executive Services (Record Number: PRN 943) o Executive Correspondence Internal Audit and Evaluation (Record Number: PRN 916) Planning and Reporting (Record Number: PRN 947)

9 Real Property Real Property Services involve activities undertaken to ensure 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. Real Property Management (Record Number: PRN 948) Travel and Other Administrative Services Travel and Other Administrative Services include Government of Canada (GC) travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories. Access to Information and Privacy (Record Number: PRN 930) o Access to Information and Privacy Requests Administrative Services (Record Number: PRN 901) o Parking Boards, Committees and Councils (Record Number: PRN 938) o Governor in Council Appointments o Members of Boards, Committees and Councils Business Continuity Planning (Record Number: PRN 928) o Business Continuity Planning Proactive Disclosure (Record Number: PRN 935) o Hospitality o Travel Security (Record Number: PRN 931) o Identification and Building-Pass Cards o Internal Disclosure of Wrongdoing in the Workplace o Personnel Security Screening o Security Video Surveillance and Temporary Visitor Access Control Logs and Building Passes Travel (Record Number: PRN 934) o Travel Manuals Customer Credit Risk Policy Environmental Assessment Policy Exporter Support Policy Fraud Policy Personal Integrity Policy Purchasing Policy Risk Management Guidelines for Capital Projects Additional Information

10 Please see the Introduction to this publication for information on access procedures under the provisions of the Access to Information Act and the Privacy Act. For additional information about the programs and activities of the Canadian Commercial Corporation please contact: General Enquiries 50 O'Connor Street, 11 th Floor Ottawa, Ontario, K1A 0S6 Telephone: Please send all access requests to the Access to Information and Privacy Coordinator, Tamara Parschin-Rybkin. Please note: Each request made to the Canadian Commercial Corporation under the Access to Information Act, must be accompanied by an application fee of $5.00, cheque or money order made payable to Canadian Commercial Corporation. Reading Room In accordance with the Access to Information Act and Privacy Act, an area on the premises will be made available should you wish to review materials on site. The address is: 50 O'Connor Street, 11 th Floor Ottawa, Ontario

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