Introduction to Info Source
Info Source: Sources of Federal Government and Employee Information provide 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 to Info Source: Sources of Federal Government and Employee Information and a list of institutions subject to the Access to Information Act and the Privacy Act are available centrally.
The Access to Information Act and the Privacy Act assign overall responsibility to the President of Treasury Board (as the designated Minister) for the government-wide administration of the legislation.
Background
The Commissioner of Official Languages is the spokesperson for the Office of the Commissioner of Official Languages. The Commissioner is an Agent of Parliament who plays several key roles in promoting and achieving the objectives of the Official Languages Act (link is external). The first Official Languages Act came into effect in 1969, and an updated Act was adopted on September 15, 1988. These roles include ensuring that federal institutions comply with the Act, upholding the language rights of Canadians and promoting linguistic duality and bilingualism. Subsection 56(1) of the Official Languages Act sets out his mandate.
The Commissioner of Official Languages reports directly to Parliament.
Responsibilities
The mandate of the Commissioner of Official Languages is to oversee the full implementation of the Official Languages Act, protect the language rights of Canadians and promote linguistic duality and bilingualism in Canada.
Under the Act, the Commissioner is required to take every measure within his power to ensure that the three main objectives of the Official Languages Act are met:
- the equality of the status and use of English and French in Parliament, the Government of Canada, the federal administration, and institutions subject to the Act;
- the preservation and development of official language communities in Canada; and
- the advancement of the equality of English and French in Canadian society.
In pursuing these three objectives and their priorities, the Commissioner monitors the application of the Act by federal institutions and other organizations and promotes Canada’s official languages and respect for linguistic duality, which is a fundamental aspect of our national identity.
Institutional functions, programs and activities
Protection of linguistic rights
Through this program, the Office of the Commissioner of Official Languages investigates complaints filed by citizens who believe their language rights have not been respected; evaluates compliance with the Official Languages Act by federal institutions and other organizations subject to the Act through performance measurements and audits and intervenes proactively to prevent non-compliance with the Act. As well, the Commissioner may intervene before the courts in cases that deal with non-compliance to the Official Languages Act.
Compliance and assurance
- Description:
- Information on requests for information, the investigation of complaints, audits, performance measurement, and working relationships with institutions. This information illustrates the Commissioner of Official Languages’ ombudsman role.
- Document types:
- Complaint applications, documentary evidence, video and audio evidence, investigators' notes and records of discussions, auditors’ notes and records of discussions, technical analysis, internal and external correspondence, legal opinions, investigations reports, briefing notes, reports of findings, and records of follow-up on recommendations.
- Record number:
- COL CAB 100.
Investigations and Performance Measures
- Description:
- This bank consists of complaint files (complaints and investigations or their resolution), requests for intervention, audits and report cards. Files are also kept on requests for information regarding official languages.
- Class of individuals:
- Individuals who file complaints with the Commissioner of Official Languages, individuals with whom the Office of the Commissioner is in contact for investigation or study purposes, and individuals and groups who submit requests for information.
- Purpose:
- This information supports conclusions that the Commissioner of Official Languages draws and recommendations he makes as part of his duties pursuant to the Official Languages Act. Requests for information on official languages are kept for analytical and statistical purposes. Information from audits and report cards allows for an evaluation of institutions’ performance and helps raise institutions’ awareness of their obligations.
- Consistent uses:
- This information is used in accordance with the requirements of the Act to assess the results achieved. Every year, the Commissioner submits a report to Parliament on significant matters that arose from the investigations, studies and follow-ups on the recommendations he made while exercising his statutory mandate. To protect privacy, every precaution is taken to eliminate personal information from the report. Audits are published and made available to the public. Institution report cards are available on the Office of the Commissioner’s website. Investigation reports on complaints are provided only to the parties concerned. The information in complaint investigation files and the computer database remains confidential, in accordance with section 69 and sections 72 to 74 of the Act and is exempt under paragraph 16.1(1)(b) of the Access to Information Act. Legal opinions contained in investigation files are protected by solicitor–client privilege.
- Retention and disposal standards:
- Files pertaining to complaints, audits, and follow-ups are retained for 20 years. Files pertaining to report cards are retained for 10 years, and evidentiary documents are retained for one year after the date of publication. Files that were subject to a court remedy are then transferred to Library and Archives Canada as information resources of enduring value; the others are destroyed. Requests for information on a given file or set of files are retained for three years and then destroyed.
- RDA number:
- 2015/018
- Related record number:
- COL CAB 100
- TBS registration:
- 001261
- Bank number:
- COL PPU 005
Promotion of linguistic duality
Through this program, the Office of the Commissioner of Official Languages (OCOL) works with parliamentarians, federal institutions and other organizations subject to the Official Languages Act, official language communities, and the Canadian public in promoting linguistic duality. OCOL builds links between federal institutions, official language communities, and the different levels of government to help them better understand the needs of the official language communities, the importance of bilingualism, and the value of respecting Canada’s linguistic duality. To fulfill its promotion role, OCOL conducts research, studies and public awareness activities, as well as intervenes with senior federal officials to help them instill a change in culture to fully integrate linguistic duality in their organizations.
Policy and Communications
- Description:
- Information on research and analysis aimed at identifying opportunities and implementing strategies for effecting change among stakeholders, as well as information on activities to inform the public about the provisions and scope of the Act and about the Commissioner’s role.
- Document types:
- Speeches, interviews, news releases, briefing notes, reports, correspondence, presentations at seminars and conferences and promotional items distributed.
- Record number:
- COL COM 100
Documentation requests by members of Parliament and senators
- Description:
- This bank contains information on members of Parliament and senators, as well as their assistants, to whom information produced by the Office of the Commissioner of Official Languages is provided. The information on file may include the name, address, telephone number and preferred official language of the Member of Parliament or senator, as well as any details on the information requested and delivered.
- Class of individuals:
- Members of Parliament, senators and/or their assistants.
- Purpose:
- This information is used for distribution, analytical and statistical purposes.
- Consistent uses:
- This information is used mainly for distributing information related to official languages, and occasionally for analysis and statistics to support these efforts.
- Retention and disposal standards:
- Records are destroyed after five years.
- RDA number:
- 2015/018
- Related record number:
- COL COM 100
- TBS registration:
- 003450
- Bank number:
- COL PPU 016
Opinions, observations and representations
- Description:
- This bank contains information on individuals who wish to express their opinion or make observations or representations to the Office of the Commissioner on any matter related to the mandate of this organization that is not a complaint or a request for information.
- Class of individuals:
- General public.
- Purpose:
- This information is used to respond to correspondence received.
- Consistent uses:
- This information is used for data research in order to reply to subsequent correspondence.
- Retention and disposal standards:
- Records are destroyed after five years.
- RDA number:
- 2015/018
- Related record number:
- COL COM 100
- TBS registration:
- 003337
- Bank number:
- COL PPU 015
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. Internal services include only those activities and resources that apply across an organization and not to those provided specifically to a program. 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.
Acquisition Services
Acquisition services involve activities undertaken to acquire a good or service to fulfill a properly completed request (including a complete and accurate definition of requirements and certification that funds are available) until entering into or amending a contract.
- Procurement and Contracting Class of Record
- Professional Services Contracts Personal Information Bank
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 Class of Record
- Internal Communications Personal Information Bank
- Public Communications Personal Information Bank
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.
- Financial Management Class of Record
- Acquisition Cards Personal Information Bank
- Accounts Payable Personal Information Bank
- Accounts Receivable Personal Information Bank
- Hospitality Class of Record
- Hospitality Personal Information Bank
- Proactive Disclosure Class of Record
- Hospitality Personal Information Bank
- Travel Personal Information Bank
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.
- Awards (Pride and Recognition) Class of Record
- Recognition Program Personal Information Bank
- Classification of Positions Class of Record
- Staffing Personal Information Bank
- Compensation and Benefits Class of Record
- Attendance and Leave Personal Information Bank
- Pay and Benefits Personal Information Bank
- Employment Equity and Diversity Class of Record
- Employment Equity and Diversity Personal Information Bank
- Labour Relations Class of Record
- Discipline Personal Information Bank
- Grievances Personal Information Bank
- Harassment Personal Information Bank
- Disclosure of Wrongdoing in the Workplace Personal Information Bank
- Values and Ethics Codes for the Public Sector and Organizational Code(s) of Conduct Personal Information Bank
- Occupational Health and Safety Class of Record
- Employee Assistance Personal Information Bank
- Harassment Personal Information Bank
- Official Languages Class of Record
- Official Languages Personal Information Bank
- Performance Management Reviews Class of Record
- Discipline Personal Information Bank
- Performance Management Reviews Personal Information Bank
- Recruitment and Staffing Class of Record
- Applications for Employment Personal Information Bank
- Employee Personnel Record Personal Information Bank
- Personnel Security Screening Personal Information Bank
- Staffing Personal Information Bank
- Values and Ethics Codes for the Public Sector and Organizational Code(s) of Conduct Personal Information Bank
- Relocation Class of Record
- Relocation Personal Information Bank
- Training and Development Class of Record
- Training and Development Personal Information Bank
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.
- Access to Information and Privacy Class of Record
- Access to Information Act and Privacy Act Requests Personal Information Bank
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.
- Information Technology Class of Record
- Electronic Network Monitoring Personal Information Bank
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 Class of Record
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.
- Internal Audit and Evaluation Class of Record
- Internal Audit Personal Information Bank
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.
- Materiel Management Class of Record
- Vehicle, Ship, Boat and Aircraft Accidents Personal Information Bank
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.
- Administrative Services Class of Record
- Parking Personal Information Bank
- Boards, Committees and Council Class of Record
- Governor in Council Appointments Personal Information Bank
- Members of Boards, Committees and Councils Personal Information Bank
- Business Continuity Planning Class of Record
- Business Continuity Planning Personal Information Bank
- Disclosure to Investigative Bodies Class of Record
- Disclosure to Investigative Bodies Personal Information Bank
- Occupational Health and Safety Personal Information Bank
- Vehicle, Ship, Boat and Aircraft Accidents Personal Information Bank
- Occupational Health and Safety Class of Record
- Security Class of Record
- Identification Cards and Access Badges Personal Information Bank
- Disclosure of Wrongdoing in the Workplace Personal Information Bank
- Personnel Security Screening Personal Information Bank
- Security Incidents and Privacy Breaches Personal Information Bank
- Security Video Surveillance and Temporary Visitor Access Control Logs and Building Passes Personal Information Bank
- Travel Class of Record
- Travel Personal Information Bank
Legend
- Standard Classes of Records (CoRs)
- Standard Personal Information Banks (PIBs)
Manuals
- External Audit Policy
- Investigation Procedures Manual
- Rating Guide 2013-2014
Additional Information
The Government of Canada encourages the release of information through informal requests. You may wish to consult the Office of the Commissioner of Official Languages’ Completed Access to Information Summaries.
To make an informal request, contact:
Access to Information and Privacy (ATIP) Unit
30 Victoria Street, 6th Floor
Gatineau, Quebec K1A 0T8
E-mail : AIPRP-ATIP@clo-ocol.gc.ca
For additional information on the Office of the Commissioner of Official Languages, as well as its programs and activities, please contact:
Office of the Commissioner of Official Languages
30 Victoria Street, 6th Floor
Gatineau, Quebec K1A 0T8
Telephone: 819-360-6207
Toll free: 1-877-996-6368
information.information@clo-ocol.gc.ca
Please see the Introduction to this publication for information on formal access procedures under the provisions of the Access to Information Act and the Privacy Act. Here’s how to make a formal ATIP request:
Mail your letter or Access to Information Request Form or Personal Information Request Form (Privacy Act), along with any necessary documents (such as consent or the $5.00 application fee for a request under the Access to Information Act) to the following address:
ATIP Coordinator
Access to Information and Privacy Unit
Office of the Commissioner of Official Languages
30 Victoria Street, 6th Floor
Gatineau, Quebec K1A 0T8
Please note that the $5.00 cheque or money order, must be made payable to the Receiver General for Canada.
Consultation space
In accordance with the Access to Information Act and the Privacy Act, an area on the premises will be made available should the applicant wish to review materials on site.
Office of the Commissioner of Official Languages
30 Victoria Street, 6th Floor
Gatineau, Quebec K1A 0T8