Artists and Agents
Description: This bank describes information about artists, performers, and artists' agents who have offered their services as potential clients or have worked under contract for the NCC. Basic information such as: names, mailing address, telephone numbers, e-mail addresses, musical type, portfolio, GST numbers, artist biographies and financial information when a contract is in place.
Class of Individuals: Canadian and international artist and agents.
Purpose: The purpose of this activity is to recruit artists or performers for festivals or events in the National Capital Region hosted by the NCC. This information is used to maintain an inventory of available talent who may be showcased at an event marketing and/or promoting the National Capital Region as well as promoting Canada to Canadians and international visitors.
Consistent Uses: This information may be used to provide reports on this program to senior management. The information may also be used for research, planning, audit and evaluation purposes.
Retention and Disposal Standards: Hard files (press folders, CD's, others) will be kept for two years or until superseded then destroyed.
RDA Number: 05/004
Related Record Number: NCC CECM-M200
TBS Registration: 005937
Bank Number: NCC PPU 078

Camp Site and Hut-to-Hut Program Registration Records
Description: This bank contains the names of campers at Gatineau Park. It may also contain addresses, telephone numbers, e-mail addresses, credit card numbers and fees paid for the rental of the sites. This bank is managed by the contractor on a day-to-day basis.
Class of Individuals: General public.
Purpose: The purpose of this bank is to control the allocation of camp sites and to maintain a record of revenue.
Consistent Uses: This bank is also used to maintain mailing lists for future reservations, revenue accountability and future planning.
Retention and Disposal Standards: Two years after expiry and then destroyed.
RDA Number: 96/035
Related Record Number: NCC ECLP-GP100
TBS Registration: 002197
Bank Number: NCC PPU 065

Catalogue of Contractors
Description: This bank may contain brochures, summaries of past contracts, product catalogues, resumes, references and declared areas of contractual interest.
Class of Individuals: General public.
Purpose: The purpose of this bank is to maintain a record of professional and business persons who have offered their goods and services to the National Capital Commission.
Consistent Uses: The information in this bank may be used to find suppliers who specialize in a particular field of work.
Retention and Disposal Standards: Records are retained for two years and then destroyed.
RDA Number: 01/009
Related Record Number: NCC FP-A200
TBS Registration: 00803
Bank Number: NCC PPU 020

Contracts
Description: Data may include terms of reference, specifications, contract documents, source lists, bid results, non-negotiable contract securities, performance reports and related correspondence.
Class of Individuals: General public.
Purpose: The purpose of this bank is to maintain an accurate account of all contract activities.
Consistent Uses: It is used to verify contract information as required and to provide official documents for audit purposes.
Retention and Disposal Standards: Records are retained for six fiscal years after completion of terms of contract and then destroyed.
RDA Number: 01/009
Related Record Number: NCC FP-A200
TBS Registration: 00804
Bank Number: NCC PPU 025

Damage Claims and Incident Reports
Description: This bank may contain incident and/or accident reports, police reports, witness reports, estimates, amounts paid or received, releases and related particulars.
Class of Individuals: General Public, Insurance Companies and Other Government Agencies.
Purpose: The purpose of this bank is to maintain records of cycling, vehicular and other accidents and/or incidents resulting in claims in favor of and against the Crown.
Consistent Uses: This information is used to determine liability and to negotiate settlements.
Retention and Disposal Standards: Records are retained for six fiscal years after settlement of claims and then destroyed.
RDA Number: 01/009
Related Record Number: NCC EXEC-LS100
TBS Registration: 00802
Bank Number: NCC PPU 015

Gatineau Park Skiing Pass
Description: This bank contains the names and addresses, telephone numbers, e-mail addresses, and credit card numbers of all skiers who have purchased a season ski pass for cross-country skiing in Gatineau Park. This data bank is managed by the contractor on a day-to-day basis.
Note: Previously Gatineau Park Skiing Permits
Class of Individuals: General public.
Purpose: The purpose of this bank is to manage a user-fee program for skiers in Gatineau Park.
Consistent Uses: This bank is also used to maintain a mailing list of skiers and to replace lost or stolen season permits.
Retention and Disposal Standards: Two years after expiry and then destroyed.
RDA Number: 96/035
Related Record Number: NCC ECLP-GP100
TBS Registration: 003730
Bank Number: NCC PPU 062

Information Disclosures to Investigative Bodies
Description: This bank contains copies of requests for disclosure of personal information submitted to the NCC under paragraph 8(2)(e) of the Privacy Act by investigative bodies listed in Schedule II of the Privacy Regulations. This bank also contains the replies to such requests and particulars related to their processing.
Class of Individuals: Individuals about whom requests have been received from investigative bodies under paragraph 8(2)(e) of the Privacy Act for the purpose of enforcing a law of Canada or a province, or carrying out a lawful investigation.
Purpose: The bank is used to record disclosures of personal information to federal law enforcement bodies under paragraph 8(2)(e) of the Privacy Act.
Consistent Uses: Information contained in this bank may be shared with federal investigative bodies such as the RCMP.
Retention and Disposal Standards: The information in this bank is retained for a minimum of two years after completion of the request and then destroyed.
RDA Number: 01/009
Related Record Number: NCC HRIM-A400
TBS Registration: 003985
Bank Number: NCC PPU 077

Permits, Permissions, and Licences
Description: This bank contains the names of individuals who have applied for, received or have been rejected a permit, permission or licence to use a property or other asset managed by the NCC. The permits, permissions and licences cover the following activities: scientific study permits, facility access permits, equipment rental permits, and construction permits. It may also contain addresses, telephone numbers, credit card numbers, and fees paid.
Class of Individuals: General public.
Purpose: The purpose of this bank is to control the allocation of the various NCC facilities, to maintain a record of revenues, and to restrict access where required.
Consistent Uses: This bank is also used to maintain a contact list for the purpose of future contact with the individuals, to control the distribution of permits, and to monitor activities on various NCC properties.
Retention and Disposal Standards: Two years after expiry and then destroyed.
RDA Number: 96/035
Related Record Number: NCC ECLP-GP100
TBS Registration: 003649
Bank Number: NCC PPU 063

Property Management and Property Tenant Records
Description: This bank, which may be managed by external property management and leasing services companies on behalf of the NCC, may contain the names of former and present tenants, the former address of a tenant, employment background, annual earnings and number of children. The files contain basic personal information on past owners or tenants of the property and all information pertaining to the leasing of the property, rental charges, payments, collection and credit reports and related correspondence. These records may contain the results of credit investigations of the tenants which were conducted to determine financial capability to rent/lease the property. Applications to rent NCC properties are placed on the appropriate property file. The documents are filed by property ID numbers and they include alphabetic references.
Class of Individuals: General public.
Purpose: The purpose of this bank is to maintain an inventory of all National Capital Commission tenants and applicants for tenancy and to maintain a record of information relating to the management of NCC properties.
Consistent Uses: It is used to identify past, present and prospective tenants of Commission properties. Some information may be disclosed for the purpose of collecting debts owed by tenants as a result of their tenancy. It is also used to assist in the administration of properties acquired on behalf of the federal government. Some information may be disclosed to municipalities in which the properties are located for tax assessments and administration of the payments-in-lieu of taxes program.
Retention and Disposal Standards: Records on individuals are retained for two years after property is vacated. Collection records are retained for six fiscal years after accounts are settled and then destroyed.
RDA Number: 01/009
Related Record Number: NCC CPRAM-RD500
TBS Registration: 003020
Bank Number: NCC PPU 051

Property Transaction Records
Description: The files contain general correspondence, appraisal reports, description of property and basic personal data on the owner. Also included is the final disposition of the case in the form of an option and copies of minutes of the NCC Advisory Committee and decision-making Committees. The records are organized by property parcel number with an alphabetical cross-reference system. Information is maintained in the form of paper records and Integrated Asset Management Information System (IAMIS).
Class of Individuals: General public.
Purpose: The purpose of this bank is to record the negotiations leading to property transactions.
Consistent Uses: It is used to assist in the administration of policies on the acquisition and expropriation of properties in the National Capital Region on behalf of the federal government.
Retention and Disposal Standards: Records are retained on-site two years and off-site for 8 years and then destroyed.
RDA Number: 01/009
Related Record Number: NCC CPRAM-RD600
TBS Registration: 00808
Bank Number: NCC PPU 045

Public Consultation Lists
Description: Records may contain names, addresses, telephone numbers of members of the public, associations, businesses and public officials on various public consultation initiatives involving the NCC.
Class of Individuals: General public.
Purpose: This bank allows the NCC to provide interested members of the public with additional or follow-up information on various public consultation initiatives.
Consistent Uses: The bank is used to communicate with people who have or could express an interest in specific NCC consultation activities or who may be interested in new NCC consultation initiatives.
Retention and Disposal Standards: Two years or when superseded and then destroyed.
RDA Number: 05/004
Related Record Number: NCC CPA-EX200
TBS Registration: 003271
Bank Number: NCC PPU 008

Public Contact System (PCS)
Description: This bank contains the name, address, telephone number, type of contact, contact tracking data (such as date of contact and reason for contact). It lists individuals as well as organizations with which the NCC communicates in support of various programs. The lists include, but are not restricted to, people from the following categories: Government/ Political, Community Groups, Associations, Special Interest Groups, General public, Volunteers, NCC Commissioners, Tenants Advisory Committee Members, Media, Sponsors, Land Developers, Contractors, Universities and Students.
Class of Individuals: General public.
Purpose: This bank identifies individuals and organizations that have requested printed information from the NCC and that have been contacted in the past and may be contacted in the future. It is used as the single repository for accurate addresses and information relating to individuals.
Consistent Uses: The bank is used to store the address of and track contact with individuals and groups. It is used to provide addresses for the mailing of individual and/or mass correspondence such as press releases, annual reports and other program-related materials; and it supports communications via telephone. It may be used to track public opinion on various issues regarding the programming of the NCC.
Retention and Disposal Standards: Two years or when superseded and then destroyed.
RDA Number: 05/004
Related Record Number: NCC CECM-NP700
TBS Registration: 003920
Bank Number: NCC PPU 076

Records of the Members of the Commission and of Committees
Description: Files may contain curricula vitae, letters of recommendation, photographs, Orders-in Council, general correspondence and a record of travel expenses and honoraria.
Class of Individuals: Professional people.
Purpose: The purpose of this bank is to maintain a record of all members of the board of directors and members of the various corporate and advisory committees within the Commission, and to maintain a record of the communications with these people.
Consistent Uses: The bank is used to help identify personal skills, abilities and suitability of candidates to serve as members of the Board and various corporate advisory committees. It is also used to help identify past members of the Board of Directors.
Retention and Disposal Standards: Records are retained for six years after expiry of terms and then destroyed.
RDA Number: 97/029
Related Record Number: NCC CPA-A020
TBS Registration: 00800
Bank Number: NCC PPU 005

Site Access Security Clearances
Description: This bank describes information gathered by the NCC to conduct Site Access Security Clearances on individuals requiring access to facilities that are critical to the national interest or to restricted areas for major events. The related records include completed Personnel Screening, Consent and Authorization Forms (TBS-SCT 330-23), Security Clearance Forms (TBS-SCT 330-60), applicable Security Clearance and Personal History Documentation, including individual's name, maiden name (if applicable) mailing address, certification of educational and professional qualifications, employment, name of employer, job title, date of death (if applicable), criminal records (including fingerprint impressions used in support of security screening), credit data where required, photographs, family status, country of birth and immediate relatives.
Class of Individuals: Individuals that have submitted applications to the NCC as contractors, volunteers, employees or students and information submitted about their immediate relatives.
Purpose: The purpose of this information is to record the determination of an individual's reliability to protect Crown assets; and to provide information necessary to make a security screening determination in accordance with the Government Security Policy. This information is also used to support decisions on contractual agreements and to accept the services of employees, students and volunteers.
Consistent Uses: Information provided by applicants may only be shared with credit bureaus, the Royal Canadian Mounted Police (RCMP) and the Canadian Security Intelligence Service (CSIS), which conduct security checks in accordance with the Government Security Policy (GSP). Pertinent information may also be shared with other federal departments' security offices if required in order to confirm the individual's security clearance.
Retention and Disposal Standards: Records are retained for two years after the last administrative action then destroyed.
RDA Number: 98/001
Related Record Number: NCC HRIM-A800
TBS Registration: 005939
Bank Number: NCC PPU 030

Violation and Enforcement Records
Description: This bank identifies violators and may contain a description of material seized, identification of witnessing officer and any relevant details.
Class of Individuals: General public.
Purpose: The purpose of this bank is to record particulars of the violation of laws and regulations applicable to NCC land and properties.
Consistent Uses: This bank is used to facilitate the administration of justice within Commission-owned land and properties.
Retention and Disposal Standards: Case files are retained for twenty years, while the on-going master computer tape is retained for ten years and then destroyed.
RDA Number: 96/035
Related Record Number: NCC ECLP-GP100
TBS Registration: 003018
Bank Number: NCC PPU 060

Volunteer Data Bank
Description: This bank contains the names, addresses, telephone numbers, e-mail addresses, years of services and basic personal information such as age, sex, and personal preferences of volunteers who have offered to assist in various capacities for NCC projects and events. Also to gather information about the origin of volunteers, we collect information about the country of birth and the date of arrival in Canada, if available.
Class of Individuals: General public.
Purpose: The purpose of this data base is to maintain a record of volunteers, their participation in events and their preferences for volunteer activities.
Consistent Uses: This data base is used to select volunteers for suitable placement in support of NCC projects and events. The data base also may represent a mailing list which could be used to contact volunteers about other NCC activities.
Retention and Disposal Standards: The volunteer files are kept in the data base for two year, then archived for one year, and then deleted.
RDA Number: 05/004
Related Record Number: NCC CECM-M400
TBS Registration: 002196
Bank Number: NCC PPU 070

Wireless Updater
Description: This bank describes the information collected to administer the NCC Mobile Updater service. The personal information collected includes the name of service subscribers, cellular phone number, e-mail address, voice mail and other mobile service device address, and the subscribers' personal preferences.
Class of Individuals: General public who subscribe to the service.
Purpose: The purpose of the Mobile Updater service is to feed up-to-date information as requested to the subscriber on current and upcoming activities within the National Capital Region, according to the subscriber's preferences.
Consistent Uses: This Mobile service is hosted by an outsourced service provider. Usage and demographic information is disclosed on a need-to-know basis.
Retention and Disposal Standards: Information is retained for two years after the subscribers have removed themselves from the program and then destroyed.
RDA Number: 01/009
Related Record Number: NCC HRIM-A500
TBS Registration: 005938
Bank Number: NCC PPU 027