Info Source: Sources of Federal Government and Employee Information

Table of contents

• General Information
  • Introduction to Info Source
  • Background
  • Responsibilities
• Institutional functions, programs and activities
  • Core responsibility 1 - Fisheries
    • 1.1 Fisheries management
    • 1.2 Aboriginal programs and treaties
    • 1.3 Aquaculture management
    • 1.4 Salmonid Enhancement Program
    • 1.5 International engagement
    • 1.6 Small craft harbours
    • 1.7 Conservation and protection
    • 1.8 Aquatic animal health
    • 1.9 Biotechnology and genomics
    • 1.10 Aquaculture science
    • 1.11 Fisheries science
    • 1.12 Economics and statistics
    • 1.13 Fish and seafood sector
  • Core responsibility 2 - Aquatic ecosystems
    • 2.1 Fish and fish habitat protection
    • 2.2 Aquatic invasive species
    • 2.3 Species at risk
    • 2.4 Marine planning and conservation
    • 2.5 Aquatic ecosystems science
    • 2.6 Oceans and climate change science
  • Core responsibility 3 - Marine navigation
    • 3.1 Icebreaking services
    • 3.2 Aids to navigation
    • 3.3 Waterways management
    • 3.4 Marine communications and traffic services
    • 3.5 Shore-based asset readiness
    • 3.6 Hydrographic services, data and science
  • Core responsibility 4 - Marine operations and response
    • 4.1 Search and rescue services
    • 4.2 Marine environmental and hazards and response
    • 4.3 Maritime security
    • 4.4 Fleet operational capacity
    • 4.5 Fleet maintenance
    • 4.6 Fleet procurement
    • 4.7 Canadian Coast Guard college
    • 4.8 Incident management
    • 4.9 Canadian Coast Guard compliance and enforcement program
  • Internal Services
• Classes of personal information
• Manuals
• Summaries of Agreements Involving the Disclosure of Personal Information
• Additional information
  • Reading room
• Appendix A - List of personal information banks for DFO

General information

Introduction to Info Source

Info Source: Sources of Government and Employee Information provides information about the functions, programs, activities and related information holdings of government institutions subject to the Access to Information Act and the Privacy Act. It provides individuals and employees of the government (current and former) with relevant information to access personal information about themselves held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.

An Introduction to the Access to Information Act and the Privacy Act and an index of institutions subject to the Acts 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.

Eligible Access to Information and Privacy (ATIP) requesters can digitally submit their requests through the ATIP Online Request portal.

Background

Fisheries and Oceans Canada (DFO) and the Canadian Coast Guard (CCG) has existed as a department under various names, dating back to the birth of the country. Its mandate was established by the Constitution Act, 1867 and the 1868 Fisheries Act, which gave Parliament jurisdiction over “Sea, Coast and Inland Fisheries.”

In 1978, the Department of Fisheries and Oceans Act established the current Department and its responsibility to oversee coastal and inland fisheries, fishing and recreational harbours, hydrography and marine sciences and policies and programs respecting oceans. In 1995, the CCG joined the Department, and in 2005, CCG became a special operating agency of DFO; additional information regarding the history of CCG is available on the website.

Today, DFO has the lead federal role in managing Canada's fisheries and safeguarding its waters and CCG is responsible for services and programs that contribute to the safety, security, and accessibility of Canada’s waterways.

For more information on DFO's legislative foundation and how it reports to Parliament through the Minister of Fisheries and Oceans, follow the links provided.

Responsibilities

Follow the links provided to read about DFO's mandate, program responsibilities and major policies.

The CCG is a Special Operating Agency (SOA) of DFO that owns and operates the federal government's civilian fleet, and provides key maritime services to Canadians. To read about CCG's mandate and program responsibilities follow the links provided. For information on a few of CCG's policies click on the following links: Maritime Security, Policy and Operational Procedures on Assistance to Disabled Vessels and Ship Naming Policy.

Institutional functions, programs and activities

Core responsibility 1 - Fisheries

Manage Canada’s fisheries, Indigenous fisheries programs, aquaculture activities and support commercial fishing harbours while applying relevant legislation.

Contributing to the Departmental Result: A prosperous and sustainable blue economy; Fisheries, oceans and other aquatic ecosystems are protected from unlawful exploitation and interference.

1.1 Fisheries management

The Fisheries Management program administers Canada’s fisheries in consultation with Indigenous groups, federal departments, other levels of government, private industry and non-governmental stakeholders. The program promotes sustainability, allocating harvestable resources amongst Indigenous rights holders, commercial harvesters and recreational anglers. It derives authority from the Fisheries Act, Species at Risk Act and related regulations and relies on scientific assessments to develop tools such as Integrated Fisheries Management Plans and Rebuilding Plans.

Classes of Records (CoRs)

Commercial Fisheries Management

Description: Records include information related to licences issued to commercial fish harvesters and fishing vessels. As such, records include information related to commercial fishing licences and quotas that are issued consistent with management plans, licensing policies, legislative requirements and Indigenous, treaty and land claims obligations. In addition, records may include information related to prescribed fees for commercial fishing licences that are collected at the time of licence issuance.

Document types: Licences, allocations, notices to fish harvesters, policies, background papers, briefings, correspondence, records of decision, socio-economic analyses, legal opinions, legislation and regulations, Memoranda to Cabinet, presentations, publications, regulations and reports.

Record number: DFO EFM 400.1

Application and Licensing Process to Fish, Harvest or Relay in a Contaminated Area Personal Information Bank

Canada's Catch Certification Program Personal Information Bank

Commercial Fishing Registration Cards, Certificates, Permits and Licence Information Personal Information Bank

Dockside Monitoring Program Personal Information Bank

Financial Relief for Fishers Personal Information Bank

Fisheries Improvement Loan Program Personal Information Bank

Fishing Licence Appeal Boards Personal Information Bank

Grant and Contribution Initiatives Personal Information Bank

Ice Assistance Emergency Program Personal Information Bank

Marine Mammal Fishing Licences Personal Information Bank

Marine Mammal Transportation Licences (MMTL) Personal Information Bank

National Fisheries Intelligence Service Personal Information Bank

Seal Fishery Observation Licence to Observe a Seal Hunt Personal Information Bank

Vessel Monitoring Personal Information Bank

Violations under Canadian Fisheries and Fish Habitat Legislation Personal Information Bank

Wild Capture Fisheries Management Policies and Strategies

Description: Records include information relating to the coordination, development and analysis of the implementation of plans, policies, tools and mechanisms necessary, as determined through engagement processes and policy reviews, to support sustainable fisheries resources and a sustainable fisheries sector. The objective of this work is a national fisheries governance regime that is accountable, predictable and transparent to the people it governs, respects Indigenous treaty rights and promotes long-term sustainability and economic prosperity. The program provides a policy and governance framework to senior management at the national level, including the Minister, to direct and support fisheries decision-making initiatives. In addition, this program is responsible for all related business, human resources and corporate planning.

Document types: Memoranda, policy documents, discussion papers, strategies, guidelines, correspondence, presentations, meeting agendas, meeting reports, speeches, work plans, contracts, business planning, financial reports and legal opinions.

Record number: DFO EFM 401

Recreational Fisheries Management

Description: Records include information related to Recreational Fisheries. Recreational fisheries managers are important players in the development of Integrated Fisheries Management Plans and in ensuring that recreational fisheries interests are considered when allocation and other fisheries management decisions are made. Records include information related to the issuance of recreational fishing licences for tidal waters in British Columbia and for some species in marine waters of Atlantic Canada and Quebec. Information includes records related to partnerships, citizen-engagement and community stewardship and promoting public awareness about conservation and the sustainable use of fishery related resources.

Document types: Policies, memos, briefing notes, brochures, posters, meeting agendas and minutes, presentations, business plans, contracts, publications, licensing documents, Treasury Board submissions, memoranda to cabinet and notices to fish harvesters.

Record number: DFO EFM 400.2

Marine Mammal Fishing Licences Personal Information Bank

National Fisheries Intelligence Service Personal Information Bank

Nationally Regulated Recreational, Domestic, and Sport Fishing Personal Information Bank

Violations under Canadian Fisheries and Fish Habitat Legislation Personal Information Bank

Science Information in Support of Canadian Recreational Fisheries

Description: Records include information related to science in support of the recreational viability of Canadian fisheries. As such, records include information and advice on assessment techniques, fishery biology, abundance and distribution. In addition, records include scientific research and monitoring results, and peer reviewed advice which contribute to improved sustainability of fisheries resources and conservation.

Document types: Memoranda, reports, research documents, briefings, presentations, correspondence and media lines.

Record number: DFO SCI 302

Licence to Fish for Experimental, Scientific, Educational, Aquatic Invasive Species Control, or Public Display Purposes Personal Information Bank

Manuscript Reviews Personal Information Bank

1.2  Aboriginal Programs and Treaties (Indigenous Programs and Long-Term Fisheries and Marine Agreements)

The Aboriginal Programs and Treaties (APT) was established to build and maintain strong and stable relations with Indigenous groups and promotes fisheries-related economic opportunities for Indigenous communities; both of which are instrumental to maintaining a stable fisheries management regime with common and transparent rules for all. APT does this by supporting the involvement of Indigenous groups in the fishery where Fisheries and Oceans Canada (DFO) manages the fishery and where land claims agreements have not been concluded. The latter intended specifically to serve three functions: management of fisheries for consumption, social and ceremonial purposes; collaborative management, by building the capacity required to engage in fishery management processes; and, conservation, through monitoring and reporting. This work is achieved through the following: Aboriginal fisheries contribution agreements, treaty and non-treaty fisheries negotiations and mandate development, strategic advice for the ongoing management of Aboriginal rights, Aboriginal programs and policies renewal; allocation policies, frameworks for the implementation of treaties and Reconciliation Agreements, fisheries-related consultation and engagement. This program uses funding from the following transfer payments: Aboriginal Fisheries Strategy, Aboriginal Aquatic Resource and Oceans management program, Aboriginal Funds for Species at Risk program, Atlantic Integrated Commercial Fisheries Initiative, Pacific Integrated Commercial Fisheries Initiative, Reconciliation Agreements and Treaty Related Measures.

Classes of Records (CoRs)

Aboriginal Fisheries Strategy - Program Administration

Description: Records include information related to Indigenous Food, Social and Ceremonial (FSC) and commercial fishing activities supported by Aboriginal Fisheries Strategy (AFS) contribution funding. The information that is maintained is found in contribution agreements (budget details, contact information, FSC allocations, vessel and licence information), recipient capacity assessments and recipient reports (fisheries monitoring reports, fisheries management results, Aboriginal fisheries guardian reports, research/study results), among other documentation. A database is used to store and manage this data.

Note: This Class of Records was previously titled Aboriginal Fisheries Strategy.

Document types: Recipient work plans, recipient capacity assessments, contribution agreements and related arrangements, e-mails, briefing notes, memoranda, correspondence, records of discussions/decisions, audits, evaluations and financial planning tables.

Record number: DFO EFM 402.1

Aboriginal Aquatic Resource and Oceans Management (AAROM) - Program Administration

Description: Records include information related to collaborative aquatic resource and oceans management activities and governance undertaken by Indigenous aggregate bodies via AAROM contribution funding. The information that is maintained is found in contribution agreements (e.g., budget details, contact information), recipient capacity assessments (business plans) and recipient reports (fisheries monitoring reports, research/study results), among other documentation. A database is used to store and manage this data.

Note: This Class of Records was previously titled Aboriginal Aquatic Resource and Oceans Management (AAROM).

Document types:  Program applications from recipients, proposal evaluations, recipient work plans, recipient capacity assessments, contribution agreements, e-mails, briefing notes, memoranda, correspondence, records of discussions/decisions, audits, evaluations and financial planning tables.

Record number: DFO EFM 402.2

Aboriginal Fund for Species at Risk (AFSAR) – Program Administration

Description: Records include information on capacity development and implementation activities related to the Species at Risk Act, as undertaken by Indigenous groups through AFSAR contribution funding. The information that is maintained is found in recipient project proposals (resumes), contribution agreements (budget details, contact information), recipient capacity assessments (resumes, business plans) and recipient reports (knowledge sharing, study results), among other documentation. A database is used to store and manage this data.

Document types: Recipient project proposals, proposal evaluations, recipient work plans, recipient capacity assessments, contribution agreements, e-mails, briefing notes, memoranda, correspondence, records of discussions/decisions, audits, evaluations and financial planning tables.

Record number: DFO EFM 402.6

Atlantic Integrated Commercial Fisheries Initiative

Description: Records include information related to the commercial fisheries related activities of First Nation communities and aggregate bodies (vessels, licences, gear, priorities and plans). The information that is maintained could include contact information, aggregated training information, and correspondence information (oral, written and electronic). In addition, contribution agreement information (project activity, expenses, progress against plans, changes to level of maturity in business development planning and capacity and in co-management) is maintained. A web-based application updated by headquarters and regional personnel has been developed to capture, manage, and report on this data.

Document types: Background papers, briefings, contribution agreements, e-mails, correspondence, records of decision, evaluations, legal opinions, legislation, Memoranda to Cabinet, policies, presentations, publications, regulations, reports, statistics and Treasury Board submissions.

Record number: DFO EFM 402.4

Pacific Integrated Commercial Fisheries Initiative

Description: Records include information related to the commercial fisheries-related activities of First Nation communities and aggregate bodies, which is captured and reported on. The program also maintains information about expressions of interest by commercial licence holders (licences, vessels, gear, quota), resulting relinquishment agreements, contribution agreements, access agreements and the assessment of progress in the collaborative management of the resource. Records could also include information related to program performance indicators and management indicators (total access obtained and distributed, and key structures and processes funded by contribution agreements). Pacific Region has developed a network-based application utilizing an Access database and an Excel presentation and reporting tool to collect and report on process elements of the program.

Document types: Access agreements, background papers, briefings, contribution agreements, correspondence, records of decision, evaluations, e-mails, expressions of interest, legal opinions, legislation, Memoranda to Cabinet, policies, presentations, publications, regulations, relinquishment agreements, reports, statistics and Treasury Board submissions.

Record number: DFO EFM 402.5

Policy and Governance

Description: Records include information gathered to establish advice on issues related to the application of Aboriginal rights, related policy, as well as new jurisprudence to fisheries management and fish harvesting, and to advise on Comprehensive Land Claims Agreements and Self-Government Agreements, participate in Treaty and non-treaty negotiations and ensure the implementation of Treaty and non-Treaty agreements. Records may contain information related to Aboriginal fishing issues programs and related policies; commercial fishing enterprises, fisheries governance, acquisition of Access Vessels and Gear (AVG), single allocations and Food, Social and Ceremonial (FSC) related information that is required to incorporate economic and cultural issues into negotiations and future proposals. Records may also include information relevant to fisheries governance status and changes to status, and to records of interactions including Contribution Agreements and or Grants with Indigenous Nations. Information is aggregated and detailed in regards to the Treaties and non-Treaty Agreements.

Note: This Class of Records was previously titled Strategies and Governance.

Document types: Comprehensive Land Claims and Self-Government Agreements background papers, briefings, Rights and Reconciliation Agreements/ RIRDs, Contribution Agreements, correspondence, records of decision, evaluations, expressions of interest, legal opinions, legislation, Memoranda to Cabinet, policies, mandates, presentations, e-mails, publications, regulations, reports, tracking Treaty and non-treaty obligations, statistics, and Treasury Board Submissions.

Record number: DFO EFM 402.3

Northern Integrated Commercial Fisheries Initiative

Description: Records include information related to the commercial fisheries related activities of First Nation communities and aggregate bodies (vessels, licences, gear, priorities and plans). The information that is maintained could include contact information, aggregated training information, and correspondence information (oral, written and electronic). In addition, contribution agreement information (project activity, expenses, progress against plans, changes to level of maturity in business development planning and capacity and in co-management) is maintained. A web-based application updated by headquarters and regional personnel has been developed to capture, manage, and report on this data.

Document types: Comprehensive Land Claims and Self-Government Agreements background papers, briefings, Rights and Reconciliation Agreements/ RIRDs, Contribution Agreements, correspondence, records of decision, evaluations, expressions of interest, legal opinions, legislation, Memoranda to Cabinet, policies, mandates, presentations, e-mails, publications, regulations, reports, tracking Treaty and non-treaty obligations, statistics, and Treasury Board Submissions.

Record number: DFO EFM 402.7

Reconciliation Agreements Program (RAP)

Description: Records include information relating to the administration of funds associated with negotiated reconciliation agreements. Retained information may include records pertaining to funding to acquire fisheries access, vessels, and gear associated with fisheries activities. Records may also include information involving funds to support Indigenous partners in implementing the obligations set out in reconciliation agreements, such as the collaborative management of fisheries resources. Fulfilling these reconciliation agreements on fisheries matters facilitates the ongoing efforts of the DFO to support the implementation of fisheries rights and interests of Indigenous peoples.

Document types: Contribution agreements, e-mails, correspondence, records of decision, evaluations, presentations, publications, reports, and statistics

Record number: DFO EFM 402.8

1.3  Aquaculture management

The goal of Aquaculture Management is to contribute to an environmentally, economically and socially sustainable Canadian aquaculture sector. To achieve that goal, the Program leads and manages the Departmental regulatory frameworks. The Program derives its regulatory mandate from the Fisheries Act and also takes a lead role in regulatory management of aquaculture in British Columbia. In Prince Edward Island (PEI), DFO, together with the Province and industry, operates the PEI Aquaculture Leasing Management Board. In all provinces and territories, DFO builds partnerships with other federal and provincial/territorial departments for coordinating and implementing regulatory frameworks and management decisions. Partnerships are also maintained with Indigenous peoples and the aquaculture industry. The Program's regulation and policy development activities are supported by aquaculture research and peer-reviewed science advice carried out by the Department.

Classes of Records (CoRs)

Aquaculture - Program Management

Description: Records include information relating to existing federal, provincial and territorial environmental or natural resources management regulations and policies that affect aquaculture management. It also includes federal-provincial analyses covering areas for the streamlining and improving of regulations. More specific items include: information on federal-provincial aquaculture regulatory management; an environmental risk management framework; new policies; regulatory amendments; annual benthic survey and drug and pesticide use reports collected from aquaculture operators under the authority of the Aquaculture Activities Regulations; and, tools to assist in regulatory decision making. Other items include documents on the National Aquaculture Strategic Action Plan Initiative 2010-2015, the Aboriginal Aquaculture Engagement Initiative, and the Aquaculture Development Strategy 2016-2019.

Note: This Class of Records was previously titled Aquaculture Management.

Document types: Quantitative data, discussion and consultation documents, working documents, contribution agreements, reports, inter-departmental decisions, cost-benefit analyses, legal opinions, regulations, policies, review reports, memos, scenario notes, briefing notes, business planning and performance management, workplans, presentations, agendas and reports, terms of reference, contracts, Memoranda of Understanding and email messages.

Record number: DFO EFM 403.1

Application and Licensing Process to Fish, Harvest or Relay in a Contaminated Area Personal Information Bank

Aquaculture Licensing Personal Information Bank

Introductions and Transfers of Live Aquatic Organisms Personal Information Bank

Marine Mammal Fishing Licences Personal Information Bank

National Fisheries Intelligence Service Personal Information Bank

Prince Edward Island (PEI) Aquaculture Leasing Personal Information Bank

Violations under Canadian Fisheries and Fish Habitat Legislation Personal Information Bank

Fisheries and Aquaculture Clean Technology Adoption Program

Description: Records include information related to contribution funds provided to commercial enterprises including companies, individuals (self-employed); Indigenous organizations such as groups, associations, communities; and industry or professional associations to enhance the adoption of market-ready clean technologies into the day-to-day operations of existing aquaculture, wild capture fisheries or fish processing sectors to improve their environmental performance and global competitiveness. Records also include information on program management used internally at DFO.

Document types: Contribution agreements, applications, briefing notes, calls for proposals, e-mails, program management documents, proposal and application templates, project summaries, project completion reports, guidelines, financial reports, and photographs and videos.

Record number: DFO EFM 403.5

Grant and Contribution Initiatives Personal Information Bank

1.4  Salmonid Enhancement Program

The Salmonid Enhancement Program (SEP) supports achievement of Departmental fisheries management objectives by producing salmon to enable commercial, recreational and aboriginal harvest, science-based stock assessment, and salmon conservation and rebuilding; as well as to support stewardship and education initiatives. Through targeted enhancement efforts on key stocks, SEP helps Canada meet its enhancement obligations under the Canada-United States Pacific Salmon Treaty and supports secure international market access for Canadian salmon products. In addition, SEP engages communities, schools, First Nations and the public broadly in salmon stewardship through education and community involvement activities, often using community-based salmon enhancement facilities. The Restoration Centre of Expertise supports and through collaborative projects aimed at restoring and maintaining key salmon habitat in British Columbia and the Yukon. SEP works closely with the Fisheries Management Program, the Aquaculture Management Program and the Aquatic Animal Health and Biotechnology and Genomics programs. In addition, components of SEP are coordinated with the Canadian Food Inspection Agency, as well as provincial, territorial, and municipal governments.

Classes of Records (CoRs)

Community Involvement Program

Description: Records include information related to citizen participation in fisheries and watershed stewardship activities through education and awareness, small scale fish production, and partnerships with First Nations, communities, other governments and external parties. Records would include information on the Community Economic Development Program enhancement facilities operated under contract by local communities and First Nations, and the Public Involvement Program for community volunteers, which provides technical assistance and seed funding to volunteer groups who undertake projects to conserve and protect; salmon utilizing leveraged funds and donated expertise and equipment and supports school education and public awareness projects.

Document types: Background papers, briefings, correspondence, records of decision, evaluations, legal opinions, legislation, Memoranda to Cabinet, policies, presentations, publications, regulations, reports, statistics, grants and contribution agreements, and Treasury Board submissions.

Record number: DFO EFM 405.2

Habitat Restoration Centre of Expertise

Description: Records include information related to area-based operations, which undertake projects to restore and enhance fish habitat for fish production in collaboration with community, other government, corporate and First Nation partners. Records would also include information related to Salmonid Enhancement Program technical support and seed funding and leveraged resources from partners as well as information on watershed planning that is undertaken with community partners to ensure projects are integrated into local and area plans. Records include information related to Regional programs that undertake program planning such as Regional Restoration Priorities initiatives, the development of guidelines and standards of restoration both internally and through contractors, the development and implementation of restoration monitoring programs to track restoration success and implementation of an operation fund to undertake innovative restoration activities across the Region.

Note: This Class of Records was previously titled Resource Restoration Program.

Document types: Background papers, briefings, correspondence, records of decision, evaluations, legal opinions, legislation, Memoranda to Cabinet, policies, presentations, publications, regulations, reports, statistics and Treasury Board submissions.

Record number: DFO EFM 405.3

Aquatic Ecosystems Restoration Fund (AERF) – Salmonid Enhancement Program

Description: Records include information related to the Aquatic Ecosystems Restoration Fund (AERF), a national Grants & Contributions program, which provides funding to commercial and non-commercial organizations (e.g. commercial enterprises, research/academic institutions, environmental organizations, industry associations, and Indigenous partners) for activities to restore aquatic habitat, with a focus on coastal habitats. Records would include information related to support for wild Pacific species (emphasis on salmon) where benefits could be realized at a regional or area level.

Document types: Background papers, briefings, correspondence, records of decision, evaluations, policies, presentations, publications, reports, statistics, funding applications (Expressions of Interest, proposals, and supporting financial and technical information) Memoranda to Cabinet and Treasury Board submissions.

Record number: DFO EFM 405.5

Salmonid Enhancement Facilities - Hatcheries and Spawning Channels

Description: Records include information related to Salmonid Enhancement Facilities, which include hatcheries and managed spawning channels that produce salmon to provide harvest opportunities to First Nations, commercial and recreational fisheries and support vulnerable stocks. Records also include information related to stock assessment commitments under the International Pacific Salmon Treaty that enable domestic harvest management and international harvest sharing arrangements. Records may also include information related to the production of Pacific salmon from hatcheries to aid in the recovery of species at risk.

Document types: Background papers, briefings, correspondence, records of decision, evaluations, legal opinions, legislation, Memoranda to Cabinet, policies, presentations, publications, regulations, reports, statistics and Treasury Board submissions.

Record number: DFO EFM 405.1

Salmonid Enhancement Grant and Contribution Program - Program Administration

Description: Records include information related to grant and contribution arrangements with approximately 100 partner organisations including the Pacific Salmon Foundation. Records would also include information related to the delivery of community-based salmon and fish habitat projects that conserve, restore and enhance Pacific salmon, in partnership with communities, other governments, First Nation representatives and non-profit organizations.

Note: This Class of Records was previously titled Salmonid Enhancement Contribution Programs.

Document types: Background papers, briefings, correspondence, records of decision, evaluations, policies, presentations, publications, reports, statistics, draft and final agreements, and Treasury Board submissions.

Record number: DFO EFM 405.4

1.5 International engagement

Fisheries and Oceans Canada’s International Engagement is focused on enhancing ocean knowledge, development of sustainable economic growth and the blue economy, contributing to a stable international trade regime for Canadian fish and seafood products, strengthening ocean governance, and promoting safe and resilient coasts and communities. The program also works to advance gender equity and Canada’s Reconciliation with Indigenous populations as cross-cutting priorities. The program advances its goals via multilateral international organizations, conventions, agreements, multilateral and bilateral engagements and initiatives, and coordinated strategies with international partners from States and civil society.

Classes of Records (CoRs)

Fisheries and Marine Ecosystems Related Information

Description: Records include information relating to promoting and influencing sustainable regional fisheries management and healthy global marine ecosystems, and contributing to a stable international trade regime for Canadian fish and seafood products. Information could relate to various activities including negotiation and administration of international treaties and agreements relating to fisheries and marine mammal conservation and trade, trade authorization, protection of marine ecosystems, the conduct of bilateral and multilateral fisheries relations with other countries, advocacy, and the formulation and presentation of international fisheries advice to the Minister. The records include Memoranda of Understanding on fisheries cooperation with key international partners, international agreements to which Canada is a party, committee reports that address management issues in international waters, and export permits authorizing the trade in certain protected species. They may also include information relating to consultations with industry and other stakeholders.

Note: This Class of Records was previously titled International Engagement - Fisheries and Marine Ecosystems Related Information.

Document types: Background papers, briefings, memoranda, correspondence, evaluations, Memoranda to Cabinet, Memoranda of Understanding, Orders in Council, plans, presentations, publications, studies, Treasury Board submissions, agreements, consultations, committee reports, internal policies, guidelines, legal opinions, copies of audits and/or investigations from the Office of the Auditor General or Commissioner of the Environment and Sustainable Development, delegation of authority, staff time logs, copies of free trade agreements, export permits, copies of international reports, file lists and reports.

Record number: DFO INT 800

Convention on International Trade in Endangered Species (CITES) Permits Personal Information Bank

National Fisheries Intelligence Service Personal Information Bank

Violations under Canadian Fisheries and Fish Habitat Legislation Personal Information Bank

1.6 Small Craft Harbours

Under the authority of the Fishing and Recreational Harbours Act and its regulations, the Small Craft Harbours program operates and maintains a national network of harbours in support of the principal and evolving needs of the commercial fishing industry and the broader interests of coastal communities. Investment in small craft harbour infrastructure supports the economic prosperity of Canada's fisheries and maritime sectors and contributes to public safety.

The Small Craft Harbours program focuses its resources on keeping fishing harbours that are critical to the commercial fishing industry in good repair. The program is delivered in cooperation with Harbour Authorities, local not-for-profit organizations representing the interests of both commercial fish harvesters and the broader community, who manage the harbours under lease agreements with Fisheries and Oceans Canada. In line with the program's mandate to support the commercial fishing industry, low activity fishing harbours and recreational harbours are divested to third parties. The Small Craft Harbours program is funded through an annual appropriation which includes two transfer payment programs: the Grants in Support of Asset Disposal Programming Grant Program and the Small Craft Harbours Class Contribution Program.

Classes of Records (CoRs)

Harbour Operations and Maintenance

Description: Records are related to all aspects of DFO's Small Craft Harbours Program and include information on harbours and real property (assets); repair, maintenance and construction projects; harbour management, operations, and development; Harbour Authorities; non-core harbours divestiture and demolition; investment planning; program planning and reporting; program administration; and the Program's two transfer payment programs. The Program manages data in its national database (IPI: Information Portuaire / Port Information). Data are maintained for reporting purposes, as well as for central agency policy compliance, financial and investment planning, asset management, and long term harbour planning. Schedule I of the Fishing and Recreational Harbours Regulations lists all harbours administered by DFO, with amendments published as required in the Canada Gazette. The Program's IPI database contains information related to harbour location and management status; harbour and real property inventory (assets); repair, maintenance and construction projects; condition assessments for harbours and harbour components; Harbour Authorities; harbour revenues; and harbour divestitures.

Document types: Program plans and reports, studies, statistical reports, project approval documents and other project related documents, land title documents and survey plans, leases and licenses, cost estimate calculations, investment plans, financial reports, site plans, Treasury Board Submissions, Memoranda to Cabinet, memoranda, briefings, correspondence, internal policies and procedures, Grant and Contribution agreements, performance measurement strategies, procurement documents, legal opinions, publications, newsletters, agendas and records of discussion/decisions for internal governance structures, presentation decks, delegations of authority, environmental assessments, transfer agreements, manuals, directives, guides, and work plans.

Record number: DFO SCH 200.1

Harbour Authorities Personal Information Bank

Harbour Authority Recognition Program Personal Information Bank

Harbour Managers Personal Information Bank

1.7 Conservation and protection

Promotes compliance with legislation, regulations, and management measures for the conservation and sustainable use of aquatic resources, takes enforcement action against potential offenders and works in close collaboration with its partners/stakeholders to implement effective controls and acceptable standards using innovative compliance and enforcement tools & strategies. It is made up nationally of the National Fisheries Intelligence Service (NFIS), Enforcement Policy and Programs (EPP) and Integrated Business Management Solutions (IBMS). The program has adopted an intelligence-led compliance and enforcement model based on three pillars:

1. education, shared stewardship and stakeholder engagement
2. monitoring, control, and surveillance activities; and
3. major cases and special investigations

It works closely with a wide range of partners, including law enforcement, industry, provinces and territories and Indigenous communities, to promote safe, peaceful and orderly fisheries, to detect and deter illegal, unregulated and unreported (IUU) fishing, and to monitor contaminated shellfish closures ensuring only legally harvested & safe products enter the marketplace. It contributes , working with the CCG, to the protection of Canadian sovereignty and in identifying potential marine safety and security threats in Canadian waterways. The program is supported by third-party services and partnerships. The public assists, namely by reporting violations through “Observe, Record, Report” and Crime Stoppers programs.

Classes of Records (CoRs)

National Fisheries Intelligence Service - Program Administration

Description: Records include information related to complex compliance promotion issues that pose significant risks to the conservation and protection of the resource. Formal intelligence data are collected and analyzed with existing departmental catch and vessel position data. Information could include enforcement plans, detailed activity reports, documentation and evidence of non-compliance, documents required for prosecution, and details about penalties issued. Strategic planning and integrated risk assessments are carried out to identify operational priorities and program objectives that address compliance promotion activities where the resource is most at risk.

Note: This Class of Records was previously titled National Fisheries Intelligence Service.

Document types: Correspondence, policies, plans, reports, warnings, citations, tickets and legal documents.

Format: Photographs/video, any non-paper or digital evidence such as seized catch, geo-position records (GPS).

Record number: DFO EFM 404.5

National Fisheries Intelligence Service Personal Information Bank

Major Cases and Special Investigations

Description: Records include information related to complex compliance issues that pose significant conservation risks to conservation or compliance. Formal intelligence data are collected and analyzed with existing departmental catch and vessel position data. Information could include enforcement plans, detailed activity reports, documentation and evidence of non-compliance, documents required for prosecution, and details about penalties issued.

Document types: Correspondence, reports, policies, plans, reports, warnings, citations, tickets and legal documents.

Format: Photographs/video, any non-paper or digital evidence such as seized catch, geo-position records (GPS).

Record number: DFO EFM 404.3

National Fisheries Intelligence Service Personal Information Bank

Violations under Canadian Fisheries and Fish Habitat Legislation Personal Information Bank

Monitoring, Control and Surveillance

Description:Records include information related to traditional enforcement activities such as activities to promote compliance, inspections to verify compliance with relevant acts, regulations and investigations of suspected violations, prosecutions and penalties. Fishery Officers carry out their duties by monitoring offshore, inshore and inland fisheries and waters and detecting non-compliance with fisheries and habitat protection regulations and/or fishing licence conditions. Officers carry out at-sea and port inspections of domestic and foreign fishing vessels, verify fishing licences and records, as well as catch. Information could include enforcement plans, detailed activity reports, documentation and evidence of non-compliance, documents required for prosecution, and details about penalties issued.

Document types: Correspondence, reports, plans, reports, warnings, citations, tickets and legal documents, photos, videos, and audio recordings.

Format: Hard-copy, digital, photographs/video, any non-paper or digital evidence such as seized catch, geo-position records (GPS).

Record number: DFO EFM 404.2

Designation of At-Sea Observers and At-Sea Observer Companies Personal Information Bank

Designation of Dockside Observers and Dockside Monitoring Companies Personal Information Bank

Dockside Monitoring Program Personal Information Bank

Fishery Guardian Services Personal Information Bank 

Marine Mammal Transportation Licences (MMTL) Personal Information Bank

Monitoring at Sea Using At-Sea Observers or Electronic Monitors (EM) Personal Information Bank

National Fisheries Aerial Surveillance Program Personal Information Bank

National Fisheries Intelligence Service Personal Information Bank

Reporting a Suspected Fishery-related Occurrence by a Member of the Public through DFO's Phone or Online Reporting Mechanisms Personal Information Bank

Vessel Monitoring Personal Information Bank

Violations under Canadian Fisheries and Fish Habitat Legislation Personal Information Bank

Compliance and Enforcement Program Capacity

Description: Records include information related to the development of and support for a cadre of approximately 700 Fishery Officers. Records related to these activities could include details about training courses, course curriculum, fishery officer Recruitment, competencies and deployment, as well as fishery officer Designations. Records may also include information related to the legal and policy framework, and systems for information collection and analysis that are important components of the support structure. Records relating to the ability to report on activities and results of the program at all levels of the organization include information relating to standards, audits, code of conduct, and statistics on enforcement effort which are all essential to the program. The acquisition and management of platforms and equipment is also necessary to ensure a well-equipped and effective workforce and as such includes information relating to planning, purchasing, and maintenance of equipment.

Document types: Correspondence, reports, policies, detailed statistical reports on any/all sectors of the program, Fishery Officer Demographics and plans.

Record number: DFO EFM 404.4

Fishery Officer Cadet Records Personal Information Bank

Psychological Assessments of Fishery Officers in Armed Enforcement Positions - DFO PPU 110 

Education and Shared Stewardship

Description: Records include information related to outlining strategies such as education, promotional campaigns, and engagement of partners and stakeholders. This could  include information related to consultation, engagement or education of key clients such as licensed fishers, individuals who live in fishing communities, groups interested in sustainable fisheries, individuals, groups or companies who are most likely to negatively impact fish habitat, including students (primary to post-secondary), and the Canadian general public.

Document types: Policies, memos, briefing notes, brochures, records of decision, correspondence, posters, educational (classroom) materials, meeting agendas and minutes.

Record number: DFO EFM 404.1

Conservation and Protection Ride-Along Program Personal Information Bank

1.8  Aquatic animal health

In collaboration with the Canadian Food Inspection Agency (CFIA), the Department co-delivers Canada’s National Aquatic Animal Health Program (NAAHP). The objective of the program is to protect against the introduction or spread of serious infectious diseases of national and international importance, in both wild and cultured aquatic animals.

This protection is critical to safeguarding the health of Canada’s aquatic resources and Canada’s domestic and export markets for fish and seafood products. In doing so, NAAHP provides greater economic stability and potential for growth of the industries and regions that depend on these resources. The Department provides the scientific advice, diagnostic testing and research which inform the certification of aquatic animal health status and support the delivery of federal responsibilities under the Health of Animals Act and the Fisheries Act. The regulatory diagnostic testing conducted by the Department’s aquatic animal health laboratories is a critical support service for the delivery of NAAHP for both DFO and CFIA. The program also supports the delivery of other Fisheries and Oceans Canada programs for diagnostic testing and advice on aquatic animal health.

Classes of Records (CoRs)

Aquatic Animal Health - Program Administration

Description: Records include information on priority aquatic animal pathogens. Through updates from the Canadian Food Inspection Agency (CFIA) and the World Organization for Animal Health (WOA), the evolving list of priority pathogens  directs the research activities of the Centre for Aquatic Animal Health Research and Development (CAAHRD). Records include information related to the presence or absence of aquatic animal diseases in specific aquaculture facilities and in the wild.. Surveillance projects are carried out to gain information on aquatic animal disease presence and potential spread. The majority of the documents produced are related to the administration of the NAAHP and to inform senior management of the status of disease of concern. Records also include information related to the management of research at the CAAHRD program.

Note: This Class of Records was previously titled Aquatic Animal Health.

Document types: Annual reports, correspondence, meeting minutes, budgets, plans, presentations, data, assessments, certificates, permits, memoranda, procedures, risk management documents, business continuity plans, scientific advice, briefing notes, backgrounders and manuals.

Record number: DFO SCI 313

Introductions and Transfers of Live Aquatic Organisms Personal Information Bank

1.9  Biotechnology and genomics

Genomics can provide leading-edge techniques and strategies for the sustainable development and conservation of aquatic resources. The Department's use of genomics tools and technologies improves Canada's ability to discriminate fish and marine mammal stocks and populations to improve fisheries management and protect species at risk, prosecute poaches, improve aquaculture practices, assess and manage aquatic animal health, detect aquatic invasive species for rapid management responses, understand responses and adaptation of aquatic species to stressors such as climate change, improve the effectiveness of salmon enhancement programs, characterize biodiversity, understand population structure and connectivity to help define marine protected areas, develop bioremediation tools for oil and gas spills, and remediate contaminated sites. The Department is also responsible for developing the knowledge that is required for the regulation and risk assessment of fish products of biotechnology.

Classes of Records (CoRs)

Biotechnology and Genomics - Program Administration

Description: Records include information related to providing advice for the administration of the Canadian Environmental Protection Act, 1999, New Substances Notification Regulations (Organisms) for fish products of biotechnology (based on a Memorandum of Understanding between DFO, Environment and Climate Change Canada and Health Canada), including responsibilities for regulatory research, risk assessments, assisting the New Substances Program and providing advice for the amendment of regulations that will apply to fish products of biotechnology. As such, records include information that is used to support program development and implementation (legislation, regulation, policies, operational procedures, and scientific research and assessment), including legal references, guidance for industry, regulatory foresight instruments, support for research planning, identification of stakeholders, interdepartmental collaborations and communication to senior management and general public. In addition, records include information related to the administration of the Genomics Research and Development Initiative.

Note: This Class of Records was previously titled Genomics and Biotechnology.

Document types:  Audit reports, background papers, briefing notes, budgets, business cases, contracts, correspondences, evaluation reports, guidelines, legal opinions, media lines, meeting agendas and minutes, memos, Memoranda to Cabinet, Memoranda of Understanding, New Substances Notifications, pre-notification consultations, presentations, peer-reviewed scientific publications, proposals, public responses, briefings, petitions, records of decision, reports, risk assessments, templates, Treasury Board submissions, terms of reference, studies and work plans.

Record number: DFO SCI 315

Manuscript Reviews Personal Information Bank

1.10  Aquaculture science

The objectives of the Aquaculture Science Program are to provide a strong science base to underpin regulatory, policy, and program decision-making, thereby increasing the stability and soundness of aquaculture-related decisions.

Additionally, through collaborative research with the aquaculture industry, the Aquaculture Science Program helps to improve the sustainability of the industry, facilitate technology and knowledge transfer, and increase the scientific capacity of the Canadian aquaculture industry. Science for decision-making contributes to transparency and public confidence. The key activities to achieve these objectives will include: (1) providing peer-reviewed science advice, including risk assessments for key aquaculture-environment interactions, and fish health; (2) conducting targeted regulatory research in areas such as fish pest and pathogen interactions, cumulative effects, ecosystem management and interactions with wild populations; (3) providing scientific advice on the development of national standards, the development and implementation of indicators and area-based options for addressing overlapping management considerations; (4) conducting collaborative research to enhance environmental performance and to optimize cultured fish health; (5) conducting long-term far-field environmental monitoring of aquaculture impacts; and, (6) conducting long-term ecosystem-based research on aquaculture-environmental interactions.

Classes of Records (CoRs)

Science Information in Support of Aquaculture Regulatory Requirements

Description: Records include science related information for developing an aquaculture environmental management framework. This includes information and advice in support of regulatory and policy requirements related to ecosystem carrying capacity, ecosystem indicators measuring aquaculture effects on fish habitat, genetic and ecological interactions of wild and cultured fish, environmental considerations in the siting and management of aquaculture operations, and fish health management.

Document types: Memoranda, reports, research documents, meeting minutes, briefing notes, presentations, research proposals, letters, e-mail messages, Memoranda of Understanding, ministerial correspondence, backgrounds, speaking notes and terms of reference.

Record number: DFO SCI 306

Grant and Contribution Initiatives Personal Information Bank

Science Information in Support of the Canadian Aquaculture Industry

Description: Records include science information related to the research conducted by Departmental researchers in collaboration with the Canadian aquaculture industry and partners from government and academia in order to improve the international competitiveness and sustainability of the Canadian industry. The information relates to new knowledge, technology transfer, and the commercialization of research by Canada's aquaculture industry, as well as optimum fish health, and environmental performance by industry.

Document types: Memoranda, reports, research documents, meeting minutes, briefing notes, presentations, correspondence, research proposals, letters, e-mail messages, Memoranda of Understanding, ministerial correspondence, backgrounds, speaking notes, terms of reference, collaborative agreements and contracts.

Record number: DFO SCI 305

Aquaculture Collaborative Research and Development Program (ACRDP) Personal Information Bank

Grant and Contribution Initiatives Personal Information Bank

Science Information in Support of Sustainable Aquaculture Science

Description: Records include science related information in support of sustainable aquaculture including research and science information related to environmental sustainability and research conducted by Departmental researchers in collaboration with the Canadian aquaculture industry and partners from government and academia in order to improve the sustainability of the Canadian industry. This includes information related to new knowledge on optimum fish health and environmental performance, far-field monitoring of aquaculture inputs, as well as research and advice in support of regulatory and policy requirements related to ecosystem carrying capacity, ecosystem indicators measuring aquaculture effects on fish habitat, genetic and ecological interactions of wild and cultured fish, environmental considerations in the siting and management of aquaculture operations and fish health management.

Document types: Memoranda, reports, research documents, research studies, meeting minutes, briefing notes, presentations, letters, e-mail messages, Memoranda of Understanding, ministerial correspondence, Treasury Board submissions, backgrounds, speaking notes, terms of reference, collaborative agreements and publications.

Record number: DFO SCI 304

Grant and Contribution Initiatives Personal Information Bank

1.11  Fisheries science

Scientific research and monitoring activities will be conducted to protect the health of fish stocks and support sustainable aquaculture and fisheries through the provision of scientific evidence for decision-making.

Classes of Records (CoRs)

Fisheries Resources

Description: Records include information related to science in support of fisheries management. As such, records include information and advice on assessment techniques, fishery biology, abundance and distribution. In addition, records include scientific research and monitoring results, and peer reviewed advice which contribute to improved sustainability of fisheries resources and conservation both domestically and internationally through regional fisheries management organizations such as the Northwest Atlantic Fisheries Organization.

Document types: Memoranda, reports, research documents, briefings, presentations, correspondence and media lines.

Record number: DFO SCI 303

Atlantic Salmon Recreation Fishery Licence Stub Return Project Personal Information Bank

Licence to Fish for Experimental, Scientific, Educational, Aquatic Invasive Species Control, or Public Display Purposes Personal Information Bank

Manuscript Reviews Personal Information Bank

Science Information in Support of Canadian Commercial Fisheries

Description: Records include information related to science in support of the commercial viability of Canadian fisheries. As such, records include information and advice on assessment techniques, fishery biology, abundance, distribution. In addition, records include scientific research and monitoring results, and peer reviewed advice which contribute to improved sustainability of fisheries resources and conservation both domestically and internationally through regional fisheries management organizations such as the Northwest Atlantic Fisheries Organization.

Document types: Memoranda, reports, research documents, briefings, presentations, correspondence and media lines.

Record number: DFO SCI 301

Licence to Fish for Experimental, Scientific, Educational, Aquatic Invasive Species Control, or Public Display Purposes Personal Information Bank

Manuscript Reviews Personal Information Bank

Science Information in Support of Canadian Recreational Fisheries

Description: Records include information related to science in support of the recreational viability of Canadian fisheries. As such, records include information and advice on assessment techniques, fishery biology, abundance and distribution. In addition, records include scientific research and monitoring results, and peer reviewed advice which contribute to improved sustainability of fisheries resources and conservation.

Document types: Memoranda, reports, research documents, briefings, presentations, correspondence and media lines.

Record number: DFO SCI 318

Licence to Fish for Experimental, Scientific, Educational, Aquatic Invasive Species Control, or Public Display Purposes Personal Information Bank

Manuscript Reviews Personal Information Bank

Science Information in Support of International Priorities

Description: Records include information related to sustainable regional fisheries management and healthy global marine ecosystems; information helps address fisheries and ecosystem challenges and contributes to international standards, agreements and management decisions that reflect Canadian approaches, as well as to a stable international trade regime for Canadian fish and seafood products. Records include information and advice on assessment techniques, fishery biology, abundance and distribution. In addition, records include scientific research and monitoring results, and peer reviewed advice which contributes to improved sustainability of fisheries resources and conservation. 

Document types: Reports, briefings, guidelines, work plans, terms of reference, memoranda, presentations, correspondence, project proposals and meeting minutes.

Record number: DFO SCI 307

Licence to Fish for Experimental, Scientific, Educational, Aquatic Invasive Species Control, or Public Display Purposes Personal Information Bank

Manuscript Reviews Personal Information Bank

1.12  Economics and statistics

The Economics and Statistics Program develops statistical data and information, conducts economic research and analysis, and provides statistical and economic advice in support of departmental decision making on all areas of DFO-CCG’s mandate. The program promotes decision making that maximizes the net-benefits to Canadians, while accounting for distributional impacts to small and medium businesses and to coastal and Indigenous communities, and for the international competitiveness of Canada’s fish and seafood and ocean-based industries.

Classes of Records (CoRs)

Economics and Statistics

Description: Administrative and survey data are obtained from various sources, and are used to produce fisheries related statistics, reports, and analyses, at the national and provincial level. The program maintains information about commercial license holders (licenses, vessels, gear, quota) from marine fisheries in the Atlantic region, customs records from Canadian importers, and commodity level data on international trade in fish and seafood, obtained from collaborative partnerships with other federal departments including Canada Border Services (CBSA), Statistics Canada (SC) and Canada Revenue Agency (CRA). Records also include survey information related to Canada's recreational fisheries and aquaculture producers. Socio-economic information are used to prepare overviews and profiles of commercial fisheries, Indigenous fisheries, and aquaculture production. Economic analysis and research  inform departmental decision-making concerned with these fisheries. Records include cost-benefit analyses to support regulatory decisions for the protection and recovery measures implemented under the Species at Risk Act, Oceans Act, Aquatic Invasive Species Regulations, regulations enacted under the Fisheries Act  and other federal Acts for which DFO is the responsible authority. Records may also include socio-economic analysis used to meet other non-regulatory obligations of the Department for implementing fishery resource, ecosystem management and climate change programs. Records include economic analyses and advice related to the management, operations, functions and services performed by the CCG fleet of ships and aircraft. This includes information on fuel operational requirements, capital and investment planning.

Note: This Class of Records was previously titled Fisheries Economics and Statistics. Three former programs (Fisheries Economics and Statistics, Aquatic Ecosystem Economics and Marine Operations Economics) were consolidated to form the Economics and Statistics Program.

Document types: Statistical reports; economic analyses; research studies, reports and papers; economic and statistical advice; cost analyses; cost-benefit analyses; socio-economic analyses; socio-economic risk assessments; background papers; review reports; financial reports; and economic newsletters. Data files; data collection templates; output from statistical and economic models. Frameworks; guidelines; procedures. Presentations; memos; scenario notes; briefing notes; emails; media lines. Contracts; Memoranda of Understanding; Memoranda to Cabinet; Treasury Board submissions. Policies; legal opinions; legislation; directives. Agendas and minutes of meetings; records of decision; terms of reference; work plans; program plans and reports; business cases; budgets; evaluations.

Format: Maps, relational databases, datasets

Record number: DFO SP 100.1

Canada's Catch Certification Program Personal Information Bank

Commercial Fishing Registration Cards, Certificates, Permits and Licence Information Personal Information Bank

Dockside Monitoring Program Personal Information Bank

Fishing Licence Appeal Boards Personal Information Bank

Licence to Fish for Experimental, Scientific, Educational, Aquatic Invasive Species Control, or Public Display Purposes Personal Information Bank

Marine Mammal Fishing Licenses Personal Information Bank

Marine Mammal Transportation Licenses (MMTL) Personal Information Bank

National Fisheries Intelligence Service Personal Information Bank

Seal Fishery Observation Licence to Observe a Seal Hunt Personal Information Bank

Vessel Monitoring Personal Information Bank

1.13 Fish and seafood

The Fish and Seafood Sector Program consists of contribution programs that are cost-shared and delivered in partnership with participating jurisdictions. The Program concentrates on regional objectives. In some regions, activities target transformation and innovation in the fish and seafood sector in Canada with a focus on developing the sector to better meet growing market demands for sustainably sourced, high-quality fish and seafood products. In other regions, activities target conservation and sustainability objectives, including the protection and restoration of priority wild stocks. The program is expected to increase productivity and environmental stewardship in the sector through strategic investments in infrastructure, innovation, science partnerships, and market access and development. It supports projects at the national, regional and provincial/local levels.

Classes of Records (CoRs)

Atlantic Fisheries Fund (AFF)

Description: Includes records related to the development and management of contributions under the Atlantic Fisheries Fund, including the processing of applications, the disbursement process and the monitoring of projects. Records may include applicant profiles, financial information, project descriptions, proposals, project approvals, recovery information, advance payment requests, progress payment requests, final payment certificates, shareholder information, proof of payments and verification of contracts and contribution agreements compliance. Records may also include consultations with other government institutions, credit checks, environmental assessments, possible media coverage relating to specific projects, reports on results obtained, reports from recipients related to the determination of whether the agreement has been respected, announcements and briefing materials to the Minister.

Document types: Applications, audit reports, briefing notes, business plans, client monitoring reports, contracts, credit check reports, correspondence, evaluation reports, financial records, funding guidelines, letters of intent, letters of offer, contribution agreements, local purchase orders, manuals, marketing plans, memorandums of understanding, minutes, monitoring reports, news clippings, policy documents, project summary forms, project assessment forms, proposals, publications, question period notes, recommendations, repayment schedules, reports, requests for proposals, request for proposals results reports, research studies, statistical reports, Ministerial scenario notes, and statements of work.

Record number: DFO EFM 406.1

Grant and Contribution Initiatives Personal Information Bank

Quebec Fisheries Fund (QFF)

Description: Includes records related to the development and management of contributions under the Quebec Fisheries Fund, including the processing of applications, the disbursement process and the monitoring of projects. Records may include applicant profiles, financial information, project descriptions, proposals, recovery information, advance payment requests, progress payment requests, final payment certificates, shareholder information, proof of payments and verification of contracts and contribution agreements compliance. Records may also include consultations with other government institutions, environmental assessments, possible media coverage relating to specific projects, reports on results obtained and reports from recipients related to the determination of whether the agreement has been respected.

Document types: Applications, audit reports, briefing notes, business plans, client monitoring reports, contracts,  correspondence, evaluation reports, financial records, funding guidelines, letters of intent, letters of offer, amendment letter to the contribution agreement, contribution agreements, local purchase orders, manuals, marketing plans, memorandums of understanding, minutes, monitoring reports, news clippings, policy documents, project summary forms, project assessment forms, proposals, publications, question period notes, recommendations, repayment schedules, reports, requests for proposals, request for proposals results reports, research studies and statements of work.

Record number: DFO EFM 406.2

Grant and Contribution Initiatives Personal Information Bank

BC Salmon Restoration and Innovation Fund (BCSRIF)

Description: Records include information related to the BC Salmon Restoration and Innovation Fund Program (BCSRIF), a joint BC-DFO Grants & Contributions program, which provides funding to commercial and non-commercial organizations (e.g. commercial enterprises, research/academic institutions, environmental organizations, industry associations and Indigenous partners) for activities to protect and restore salmon stocks and habitat, as well as projects that support economic and environmental sustainability within the BC fish and seafood sector. Records would include information related to support for wild Pacific species (heavy emphasis on salmon), as well as commercial fishing, aquaculture and seafood processing projects where benefits could be realized at a regional or sectoral level.

Document types: Background papers, briefings, correspondence, records of decision, evaluations, policies, presentations, publications, reports, statistics, funding applications (Expressions of Interest, proposals, and supporting financial and technical information) Memoranda to Cabinet and Treasury Board submissions.

Record number: DFO EFM 406.3

Grant and Contribution Initiatives Personal Information Bank

Core responsibility 2 - Aquatic ecosystems

Conserve and protect Canada's oceans and other aquatic ecosystems and species from human impact and invasive species.

2.1 Fish and fish habitat protection

The Fish and Fish Habitat Protection Program is responsible for the administration of the fish and fish habitat protection provisions of the Fisheries Act including the establishment of guidelines and regulations. The program undertakes the review and determines whether to authorize the carrying on of proposed works, undertakings and activities that may affect fish and fish habitat and fulfills its legislative responsibilities in relation to federal environmental/impact assessment regimes and addresses its duty to consult in relation to Section 35 of the Constitution Act, 1982. Aboriginal and treaty rights relative to its authorization decisions. The program also provides science-based advice to federal custodial departments to support contaminated site management through the Federal Contaminated Sites Action Plan. The Fish and Fish Habitat Program has established partnering arrangements with some federal agencies and provinces which allow them to conduct initial reviews of projects, to determine if they require advice or review by the Fish and Fish Habitat Protection Program under the Fisheries Act. The Indigenous Habitat Participation Program, established in 2019, supports Indigenous Peoples in their participation in fish and fish habitat conservation and protection through funding that supports a range of activities, including consultation (duty to consult), engagement, capacity building and collaboration.

Classes of Records (CoRs)

Aboriginal Inland Habitat Program (closed program)

Description: Records include information related to the Aboriginal Inland Habitat Program (AIHP) which enhanced the ability of Aboriginal communities to work together to participate in decision-making related to fish habitat management activities, through the development and implementation of contribution agreements with aggregates of Aboriginal groups in Quebec, Ontario and the Prairie provinces. As such records contain information that the AIHP has developed to assess proposals from potential eligible recipients. In addition, records could include information related to proposal assessments and contribution agreements with selected eligible recipients. Information in these agreements aim to build capacity for the conservation and protection of fish and fish habitat in light of the impacts of activities occurring in and around fish bearing fresh waters, and to improve fish habitat through the administration of the habitat protection provisions of the Fisheries Act and the application of non-regulatory activities.

Note: This program closed in 2009.

Document types: Briefings, presentations, correspondence, proposal assessments, evaluations, policies, plans, and contribution agreements.

Record number: DFO HAB 601

Federal Environmental / Impact Assessments

Description: Records include information related to assessment of proposed projects in accordance with the Canadian Environmental Assessment Act, (2012), Impact Assessment Act, and for environmental assessment responsibilities in relation to other federal legislation in the North, or in relation to land claims agreements as well as regulatory advice under the Fisheries Act and Species at Risk Act. As such, records may contain information that identifies potential project effects on fish and fish habitat, aquatic species at risk and other areas within DFO’s mandate, as well as, proposed measures to avoid, mitigate or offset adverse effects, enforceable conditions related to the protection of fish and fish habitat, and follow-up monitoring programs related to fish and fish habitat. In addition, DFO may have records pertaining to consultation or advice to the Impact Assessment Agency or other environmental assessment bodies with regards to social and economic impacts, including with regards to impacts on rights of Indigenous Peoples and, when appropriate, accommodation. In order to support the environmental/impact assessment decision-making process, operational staff involved in the environmental/impact assessment process also brief the Departments senior management on DFOs involvement in environmental/impact assessments, may participate in Indigenous and public consultations, and may interact, including through correspondence with Indigenous groups, project proponents, provincial/territorial governments, environmental/impact assessment bodies and other interested stakeholders.

Note: This Class of Records was previously titled Environmental / Impact Assessments.

Document types: Briefings (scenario notes, question period notes, weekly ministerial notes), presentations, publications, correspondence, meeting minutes, hearing documents, legal opinions, planning documents, policy documents, decision documents, environmental/impact assessment reports, news releases, records related to Indigenous consultation and public notices.

Record number: DFO HAB 600.2

Fish and Fish Habitat Protection - Program Administration

Description: The goal of the Fish and Fish Habitat Protection Program is to provide for the conservation and protection of fish and fish habitat. The Program's regulatory role is based on the administration of the Fish and Fish Habitat Protection Provisions of the Fisheries Act and the Authorizations Concerning Fish and Fish Habitat Protection Regulations. The Fish and Fish Habitat Protection Program holds a variety of records. In order to support the regulatory decision-making processes, operational policies are developed to provide guidance to operational staff involved in the regulatory process and to brief the Departments senior management. Records relating to these activities include information that identifies protocols, frameworks, guidelines, standard operating procedures, and position statements. Records related to the administration and oversight of the program includes information that outlines governance mechanisms, terms of reference, service level agreements, business plans, memoranda of agreement, development and on-going support of information systems, internal and external reporting and meeting minutes. The Fish and Fish Habitat Protection Program also holds records related to the reviews of projects under the Fisheries Act and Species at Risk Act (SARA), as well as authorizations including project descriptions, aquatic impacts and risk assessments, mitigation plans, scientific advice, offsetting plans, legal and financial agreements, and authorizations. Records may also relate to Indigenous consultation when this is carried out in relation to authorization decisions.

Note: This Class of Records was previously titled Fisheries Protection - Program Administration.

Document types: Presentations, publications, correspondence, reports, meeting minutes, policy documents, procedures, plans (offsetting, monitoring, business), memoranda, news releases, hearing documents, planning documents, decision documents, news releases, manuals, Memoranda of Understanding, partnership agreements, terms of reference, system documentation, service level agreements, legal and financial agreements and Fisheries Act authorizations and SARA permits, and records related to Indigenous consultation.

Record number: DFO HAB 600.1

Habitat Management Referrals and Notifications Personal Information Bank

Quality and Performance Management (closed program)

Description: Records include information related to Quality and Performance Management (QPM) which provided internally facing services that supported the administration of the former Habitat Management Program (HMP). The QPM sub-program is being closed. Several documents are no longer in use. Documents that are still in use are now grouped under the Fisheries Protection Program. Records containing information related to QPM functions that were previously performed include: developing and implementing a mandatory training regime for the HMP; development and on-going support of the HMP information systems; coordination of HMP internal communications and external communications, coordination and production of program activity business plans and external and internal reporting documents, and Fisheries Act annual reports; the development and implementation of the program's performance measurement strategy; development and implementation of the program's quality management activities; and performing the secretariat function for program governance.

Note: This program closed in 2013.

Document types: Briefings, learning plans, training materials, presentations, publications, strategies, correspondence, reports (annual reports to Parliament, Quality Management reports), policy and procedural guidance documents, business and work plans, memoranda, news releases, Internet and Intranet communication products, internal communications documents, system documentation, records of decision and contracts.

Record number: DFO HAB 600.3

Recreational Fisheries Conservation Partnerships Program (closed program)

Description: Records include information related to fisheries habitat restoration projects undertaken by conservation, recreational fishing/angling and Indigenous organizations funded by the Recreational Fisheries Conservation Partnerships Program (funding application forms and supporting documents such as technical reports and habitat restoration plans), and internal processes in support of program delivery. The information that is maintained could include contact information, project information and correspondence information (oral, written and electronic). In addition, contribution agreement information (project activities, expenses, other sources of support to the project, project deliverables) is maintained.

Note: This program closed in 2019.

Document types: Image files, e-mails, letters, memoranda, ministerial correspondence, briefing notes, reports, presentations, forms, agendas, Question Period documents, minutes of meetings, contracts, budget documents, scenario notes, procedure manuals, speaking notes, contribution agreements, policies, statements of work, designs, legal opinions and Treasury Board submissions.

Record number: DFO HAB 600.4

Coastal Restoration Fund (CRF) (closed program)

Description: Records include information related to restoration of coastal aquatic habitats undertaken by Indigenous and community groups, as well as academics and non-profit organizations funded by the Coastal Restoration Fund (funding application forms and supporting documents such as technical reports, restoration plans and monitoring and reporting activities), and internal processes in support of program delivery. The information that is maintained could include contact information, project information and correspondence information (oral, written and electronic). In addition, contribution agreement information (project activities, expenses, other sources of support to the project, project deliverables) is maintained. For program audit and evaluation purposes, all material associated to G&C projects must be conserved by the program for a period of at least 6 years after the end of a contribution agreement.

Note: This program closed on March 31, 2022.

Document types: Image files, e-mails, letters, memoranda, ministerial correspondence, briefing notes, reports, presentations, forms, agendas, Question Period documents, minutes of meetings, contracts, budget documents, scenario notes, procedure manuals, speaking notes, contribution agreements, policies, statements of work, designs, legal opinions and Treasury Board submissions.

Record number: DFO HAB 600.5

Aquatic Ecosystems Restoration Fund (AERF) – Fish and Fish Habitat Protection

Description: Records include information related to projects that support restoration of aquatic habitats undertaken by Indigenous and community groups, as well as academics and non-profit organizations funded by the Aquatic Ecosystems Restoration Fund (funding application forms and supporting documents such as technical reports, restoration plans and monitoring and reporting activities), and internal processes in support of program delivery. The information that is maintained could include contact information, project information and correspondence information (oral, written and electronic). In addition, contribution agreement information (project activities, expenses, other sources of support to the project, project deliverables) is maintained. For program audit and evaluation purposes, all material associated to G&C projects must be conserved by the program for a period of at least 6 years after the end of a contribution agreement.

Document types: Image files, e-mails, letters, memoranda, ministerial correspondence, briefing notes, reports, presentations, forms, agendas, Question Period documents, minutes of meetings, contracts, budget documents, scenario notes, procedure manuals, speaking notes, contribution agreements, policies, statements of work, designs, legal opinions and Treasury Board submissions.

Record number: DFO HAB 600.7

Indigenous Habitat Participation Program

Description: Records include information related to work funded by the program undertaken by Indigenous recipients in relation to engagement on program, policy and regulatory initiatives of the Fish and Fish Habitat Protection Program, capacity building of Indigenous communities, collaborative work (such as monitoring, data collection), and consultation (duty to consult) related to regulatory decisions of the Fish and Fish Habitat Protection Program under the Fisheries Act and Species at Risk Act (e.g., authorization and permit decisions, habitat banking arrangements). Records include funding application forms and supporting documents such as related to work undertaken, input received, and reporting activities, and internal processes in support of program delivery. The information that is maintained could include contact information, project information and correspondence information (oral, written and electronic). In addition, contribution and grant agreement information (project activities, expenses, other sources of support to the project, project deliverables) is maintained.

Document Types: Image files, e-mails, letters, briefing notes, reports, presentations, forms, agendas, minutes of meetings, contracts, budget documents, procedural manuals, speaking notes, contribution agreements, grant agreements, policies, statements of work, designs, legal opinions, terms and conditions, and Treasury Board submissions.

Record Number:  DFO HAB 600.6

2.2  Aquatic invasive species

To further the objectives of the Canadian Action Plan that addresses the threat of AIS, the Aquatic Invasive Species Regulations came into force on May 29th, 2015. These regulations, made under the Fisheries Act, establish species to be controlled. The regulations also provide a suite of regulatory tools, such as powers to prevent new introductions and to manage the spread of aquatic invasive species in Canada. Additionally, they provide the authority to authorize the deposit of deleterious substances for the purpose of controlling or eradicating aquatic invasive species. The Department works with federal, provincial and territorial partners to administer and enforce these regulations. The administration of these regulations continues to be supported by ongoing scientific activities, such as research on pathways of invasion, methodologies to detect new invasions, risk assessments and control measures and by policies and guidelines.

Classes of Records (CoRs)

Science in Support of Aquatic Invasive Species

Description: Records include scientific research and monitoring results, science advice, and other available information on aquatic invasive species, such as reports, scientific data, and other material that may be used to inform decision-making. Records may also include information relating to Aquatic Invasive Species funding programs.

Note: This class of Records was previously titled Aquatic Invasive Species.

Document types: Reports, research documents, peer-reviewed publications, briefing notes, correspondence, data collection templates, guidelines, maps, meeting minutes, presentations, procedures, program evaluations, outreach materials and email correspondence.

Record number: DFO SCI 314

Licence to Fish for Experimental, Scientific, Educational, Aquatic Invasive Species Control, or Public Display Purposes Personal Information Bank

Manuscript Reviews Personal Information Bank

National Fisheries Intelligence Service Personal Information Bank

Violations under Canadian Fisheries and Fish Habitat Legislation Personal Information Bank

2.3 Species at risk

The Species at Risk Act is the federal legislative tool for protecting listed wildlife species at risk. It establishes a process for conducting scientific assessments of the status of wildlife species, by an arm's length organization, and for listing species assessed as extirpated, endangered, threatened and of special concern. The Species at Risk Act also includes provisions for the protection, recovery and conservation of listed wildlife species and their critical habitats and residences. The Minister of Fisheries, Oceans and the Canadian Coast Guard is the competent Minister for all aquatic species at risk in Canada (except those in, or on federal lands administered by Parks Canada). The Species at Risk Program is managed according to key principles in the Act, such as stewardship, engagement, consultation, cooperation, compliance, and enforcement. The program is informed by scientific research, social and economic research, and stakeholder and community views. This information then supports the assessment and listing of species; the recovery and protection of listed species at risk through recovery strategies, action plans and management plans; the identification and protection of species' critical habitats; the implementation of recovery measures; and reporting on progress. The Species at Risk Program helps improve the ecological integrity of aquatic ecosystems so that they remain healthy and productive for future generations of Canadians.

Classes of Records (CoRs)

Monitoring and Evaluation

Description: Records include information related to detecting changes in the status of species, determining the effectiveness of protection and recovery measures, measuring progress toward achieving set recovery objectives and evaluating the effectiveness of the Species at Risk Act. Records may also include information relating to Species at Risk (SAR) funding programs and the legal obligations for the SAR program.

Document types: Policies, Treasury Board submissions, annual reports to Parliament, memoranda, briefings, notes, records of discussion, records of inter-departmental work, permits and explanations, program evaluations, bi-lateral agreements, Parliamentary Reviews, maps and work plans.

Record number: DFO SAR 700.1

Protection of Species at Risk

Description: Records include information related to the identification of species that are at risk or trending toward risk identification and subsequent legal protection, including assessments by the Committee on the Status of Endangered Wildlife in Canada, scientific advice, socio-economic analysis, results of consultations, departmental listing recommendations, regulatory packages for Treasury Board, Orders, communication plans and compliance plans. Records may also include information related to the protection of species at risk habitat, including providing advice and guidance to Departmental staff, scientific advice, orders and protection statements. Records may also include information related to compliance and enforcement of the protection measures and legal obligations of the Species at Risk program.

Document types: Policies, guidelines, directives, procedures, Treasury Board submissions, annual reports to Parliament, memoranda, briefings, notes, records of discussion, records of inter-departmental work, legal opinions and judicial recommendations, permits and explanations, reports (Recovery Potential Assessment, socio-economic analysis), response statements, orders, protection statements, communication plans, compliance plans, Parliamentary Review submissions, bi-lateral agreements, maps and work plans.

Record number: DFO SAR 700.2

Convention on International Trade in Endangered Species (CITES) Permits Personal Information Bank

National Fisheries Intelligence Service Personal Information Bank

Species at Risk Act (SARA) Permits Personal Information Bank

Violations under Canadian Fisheries and Fish Habitat Legislation Personal Information Bank

Recovery of Species at Risk

Description: Records include information related to the development of objectives and approaches for recovery, as well as the identification of appropriate measures and actions to effectively achieve those objectives. Records include recovery planning documents, information providing advice and guidance to Departmental staff, information provided by recovery teams, information from consultations and scientific advice. Records may also include information related to the Species at Risk (SAR) funding programs, legal obligations for the SAR program, and compliance and enforcement of the recovery measures.

Document types: Policies, guidelines, directives, procedures, Treasury Board submissions, annual reports to Parliament, memoranda, briefings, notes, records of discussion, records of inter-departmental work, legal opinions and judicial recommendations, permits and explanations, reports (Recovery Potential Assessment, socio-economic analysis), recovery strategies, action plans, management plans, communications plans, Parliamentary Review submissions, bi-lateral agreements, maps and work plans.

Record number: DFO SAR 700.3

National Fisheries Intelligence Service Personal Information Bank

Species at Risk Act (SARA) Permits Personal Information Bank

Violations under Canadian Fisheries and Fish Habitat Legislation Personal Information Bank

Science Information in Support of Species at Risk Management

Description: Records include information relating to conveying science advice on aquatic species at risk to policy and decision-makers to support the implementation of the Species at Risk Act. As such, records include information and advice on the biology, abundance, distribution, population and habitat trends and critical habitat of species at risk as related to their status, recovery potential, listing recommendation and recovery strategies, action plans and management plans. The advice is used to support the conservation and protection of Canada's biological diversity and fulfils a key commitment under the United Nations Convention on Biological Diversity and Federal Sustainable Development Strategy.

Document types: Reports, research documents, peer-reviewed publications, briefings, guidelines, work plans, terms of reference, memoranda, presentations and correspondence.

Record number: DFO SCI 316

Licence to Fish for Experimental, Scientific, Educational, Aquatic Invasive Species Control, or Public Display Purposes Personal Information Bank

2.4 Marine planning and conservation

The Marine Planning and Conservation Program (MPC) takes an integrated and evidence-based approach to managing oceans issues and collaborates with other federal departments, other levels of government, Indigenous groups, and stakeholders. Building on a foundation of science, the Program addresses a number of challenges facing Canada's oceans, such as oceans health, marine habitat loss, declining biodiversity, climate change and growing demands for access to ocean space and resources. The Program gathers, disseminates and considers ecological, social and economic impacts to ensure the protection, conservation and sustainable use of Canada's oceans. Legal authority for the Program is found in the Oceans Act along with Canada's Oceans Strategy (2002) which provides the Department with a framework for managing estuarine, coastal and marine ecosystems.

Classes of Records (CoRs)

Marine Conservation Instruments

Description: Records include information related to the conservation of Canada’s ocean space and resources. The information relates to the actions that are undertaken to protect and manage unique and sensitive aspects of the ecosystem due to challenges related to oceans health, marine habitat loss, declining biodiversity, and climate change. Instruments used may include regulations to establish Oceans Act Marine Protected Areas (MPAs), regulatory instruments to establish other conservation measures (e.g., Fisheries Act marine refuges) or non-regulatory instruments such as management plans and monitoring indicators, Marine Environmental Quality guidelines, objectives and protocols. Federal, provincial and territorial MPAs, including Oceans Act MPAs, and other conservation measures contribute towards a conservation network in Canada. Records include information relating to engagement and consultation with provinces, territories, Indigenous groups and oceans stakeholders such as industry and communities, as well as science related information and advice, and socio-economic information, used to identify ecosystem boundaries, to develop conservation and management objectives, to select priority issues of concern and areas of high conservation value for conservation and protection, to monitor and assess the health of marine ecosystems, and to measure the effectiveness of management measures in place, identify management gaps, and to inform industry activity. Within the scope of this class of record, the program also utilizes the authority of the Oceans Management Contributions program, which includes records related to the funding of various projects.

Note: This Class of Records was previously titled Marine Conservation and Protection Instruments.

Document types: Background papers, briefing notes, communication material, contracts, contribution agreements, correspondence, question period documents, memorandum of understanding, data collection templates, discussion papers, guidelines, inventories, legal opinions, regulations and associated regulatory documents, maps, management plans, monitoring indicators and strategies, peer reviewed publications, policies, presentations, procedures, proposals, risk-based assessments, ecological and socio-economic overviews and assessments, status reports, reports, standards, statistics, studies and workshop proceedings, meeting minutes, project charters, project change requests, project implementation plans, and project progress reports.

Record number: DFO OCE 500.1

Manuscript Reviews Personal Information Bank

Marine Protected Area Activity Applications Personal Information Bank

National Fisheries Intelligence Service Personal Information Bank

Violations under Canadian Fisheries and Fish Habitat Legislation Personal Information Bank

Grant and Contribution Initiative Personal Information Bank

Marine Planning and Conservation Governance Structures and Tools

Description: Records include information related to integrated management governance structures and tools. Integrated planning and management, such as marine spatial planning processes, is a collaborative approach to managing Canada's ocean space and resources in a way that protects and supports sustainable use and development of Canada's oceans. The information contained in the records aids in decision making and management processes and attempts to reconcile the interdisciplinary nature and cumulative impacts of ocean management activities, including ecological, social, economic and cultural impacts. Governance structures provide a platform to bring together ocean regulators and users as appropriate, and may include other federal departments, provinces, territories, Indigenous groups, industry, non-governmental stakeholders and coastal communities. Tools include engagement strategies, websites, geospatial platforms, plans, frameworks, guidelines and policies to direct, guide and inform oceans activities. Within the scope of this class of record, the program also utilizes the authority of the Oceans Management Contributions program, which includes records related to the funding of various projects.

Note: This Class of Records was previously titled Oceans Management Governance Structures and Tools.

Document types: Assessments, backgrounders, briefing notes, communication material, contracts, contribution agreements, correspondence, frameworks, maps and atlases, guidelines, legal advice, legislations, letters of intent, meeting minutes, models, memorandums of understanding, partnering agreements, plans, policies, presentations, procedures, proposals, publications, question period documents, records of decision, reports, scientific knowledge and advice, service level agreements, socio-economic studies, speaking notes, strategies, terms of reference and web pages.

Record number: DFO OCE 500.2

Grant and Contribution Initiative Personal Information Bank

Science Information in Support of the Integrated Management of Aquatic Ecosystems

Description: Records include scientific information and advice in support of oceans management activities, including the implementation of the ecosystem-based approach to planning and protecting unique and significant ecosystem components. Scientific information and advice can include data, reports, syntheses, and science advisories developed through workshops, as well as briefing notes, memos, primary scientific literature publications, or primers on specific topics. Presentations are often prepared to deliver information to specific audiences. Within the scope of this class of record, the program also utilizes the authority of the Oceans Management Contributions program, which includes records related to the funding of various projects.

Document types: Reports, research documents, briefing notes, contribution agreements, correspondence, data collection templates, guidelines, maps, meeting minutes, peer reviewed publications, presentations, and procedures.

Record number: DFO SCI 309

Manuscript Reviews Personal Information Bank

Grant and Contribution Initiative Personal Information Bank

2.5 Aquatic ecosystems science

Building on investments in scientific expertise, technology, and enhanced partnerships, DFO will conduct scientific research and monitoring activities to better understand aquatic ecosystems, ultimately creating a stronger evidence base for decision-making.

Classes of Records (CoRs)

Science Information in Support of Departmental Decision-making

Description :Records include scientific information in support of departmental decision-making (including the Fish and Fish Habitat Protection Program, Marine Conservation Targets Program and Marine Spatial Planning Program), including information such as data, reports, state of knowledge syntheses, and science advisories developed through workshops and peer-review meetings. The advice can be delivered through briefing notes, memos, science advisory and technical reports or primers on specific topics. Presentations are often prepared to deliver information to specific audiences.

Document types: Reports, briefings, correspondence, data collection templates, guidelines, maps, meeting minutes, procedures, and emails.

Record number: DFO SCI 308

Licence to Fish for Experimental, Scientific, Educational, Aquatic Invasive Species Control, or Public Display Purposes Personal Information Bank

Manuscript Reviews Personal Information Bank

Science in Support of Aquatic Invasive Species

Description: Records include scientific research and monitoring results, science advice, and other available information on aquatic invasive species, such as reports, scientific data, and other material that may be used to inform decision-making.

Note: This class of Records was previously titled Aquatic Invasive Species.

Document types: Reports, research documents, peer-reviewed publications, briefing notes, correspondence, data collection templates, guidelines, maps, meeting minutes, presentations, procedures, outreach materials and email correspondence.

Record number: DFO SCI 319

Licence to Fish for Experimental, Scientific, Educational, Aquatic Invasive Species Control, or Public Display Purposes Personal Information Bank

Manuscript Reviews Personal Information Bank

National Fisheries Intelligence Service Personal Information Bank

Violations under Canadian Fisheries and Fish Habitat Legislation Personal Information Bank

2.6 Oceans and climate change science

The Oceans and Climate Change Science Program conducts ocean monitoring and observation, research and modelling, and manages the resulting data for the timely provision of knowledge, advice and forecasts of changes in ocean conditions that impact fisheries, ecosystems, the maritime economy and the health and security of Canadians in Canada's three oceans. 

Classes of Records (CoRs)

Aquatic Climate Change Adaptation Services Program - Program Administration

Description: Records include information related to the provision of science advice, including data, reports, syntheses, risk assessments, and science advisories developed through workshops, and outreach materials. In addition, the records may include information on collaboration with other federal agencies.

Note: This Class of Records was previously titled Climate Change Adaptation Program.

Document types: Reports, research documents, briefing notes, correspondence, meeting minutes, presentations, outreach materials, and project proposals.

Record number: DFO SCI 317

Licence to Fish for Experimental, Scientific, Educational, Aquatic Invasive Species Control, or Public Display Purposes Personal Information Bank

Manuscript Reviews Personal Information Bank

Ocean Forecasting - Program Administration

Description: Records include information related to DFO's Ocean Forecasting program, which generates products to acquire new knowledge about Canadian oceans, identify emerging ocean climate issues, and form the basis for advice. Products for numerous clients include: raw data for DFO, as well as other government Departments (Environment Canada and National Defence), as well as academic programs and post-graduate research; climate change forecasts, which support infrastructure investment decisions pertaining to Small Craft Harbours and Real Property; model outputs which are incorporated into ecosystem assessments to inform fisheries managers; real-time oceanography information which supports CCG operations; and, peer-review publications which add to the collective knowledge regarding the state of our oceans. Specific examples include information relating to tsunami and storm surge forecasting (models), science advisory reports in which climate science advice is articulated to managers and presentations at conferences and peer review articles, which all contribute to the greater state of knowledge on ocean climate issues.

Note: This Class of Records was previously titled Ocean Forecasting.

Document types: Reports, correspondence, memoranda, briefings, meeting minutes, records of decision, procedures, presentations, and data sets.

Record number: DFO SCI 310

Manuscript Reviews Personal Information Bank

Timothy R. Parsons Medal Personal Information Bank

Core responsibility 3 - Marine navigation

Provide information and services to facilitate navigation in Canadian waters.

3.1 Icebreaking Services

The Icebreaking Services program provides ice-related information services, operational awareness and icebreaking support to facilitate safe and accessible navigation by Canadian and International commercial marine transportation sectors and fishers through and around ice-covered Canadian waters. Other activities include escorting ships through ice-covered waters, freeing beset vessels in ice, maintaining open tracks through shore-fast ice, conducting harbour breakouts, providing ice routing advice and reducing the risk of flooding through monitoring, prevention and breaking up of ice jams. Icebreaking Services also contributes to Arctic sovereignty by transporting goods/supplies to Northern communities, providing support to other government agencies and organizations in ice covered waters, and being a visible federal government marine presence in the Canadian North. Coast Guard's Fleet Operational Capacity, Procurement and Maintenance programs are integral to the delivery of this program. This program is delivered in coordination with Environment and Climate Change Canada’s Ice Information services. The legal basis for this program is found in the Oceans Act, the Canada Shipping Act, 2001, the Constitution Act, 13 Provincial & territorial governments and in virtue of an agreement with Transport Canada, the Arctic Waters Pollution Prevention Act, 2001.

Classes of Records (CoRs)

Icebreaking Services

Description: Records include information related to icebreaking policies and levels of service, icebreaking services fees, icebreaking operations, route assistance, ice routing and information services, harbour breakouts, flood control, Northern resupply, Arctic sovereignty, research and development and the activities of the International Ice Patrol. There are two operational seasons for the icebreaking fleet: summer operations in the Canadian Arctic (from late June to November) and winter operations on the East Coast, Gulf, Saint Lawrence River and Great Lakes (from mid-December to April or May). This information includes such items as: icebreaking services fee schedules for commercial ships operating in Canadian waters; duration/position/destination of vessels escorted along with their tombstone data; daily ice charts as well as recommended ice routings for maritime traffic; identification and duration of harbour breakouts; duration of flood control operations; and aspects of Arctic operations including duration of escorts and amount of cargo delivered by Canadian Coast Guard (CCG) icebreakers to remote communities. In order to provide timely, accurate ice information and ice routing advice to the maritime community, the CCG relies on a partnership agreement with the Canadian Ice Service of the Meteorological Service of Canada, part of Environment Canada.

Document types: Policies, agreements, directives, guidelines, reports, memoranda, electronic data, fee schedules and correspondence with industry.

Record number: DFO CCG 104

Marine Service Fees Personal Information Bank

3.2 Aids to navigation

The Aids to Navigation program provides aids to navigation systems, services and operational awareness to support safe and accessible navigation in Canadian waters by Canadian and International commercial marine transportation sectors, fishers and pleasure craft operators. Aids to navigation systems include approximately 17,000 short-range marine aids including visual aids, audible aids, as well as radar and electronic aids; and long-range marine aids. The program also provides navigation information to mariners. The program reviews aids to navigation systems on a cyclical basis to ensure they meet users' needs. Coast Guard's Fleet Operational Capability, Procurement, and Maintenance and Shore-Based Asset Readiness programs are integral to the delivery of this program. The legal basis for this program is found in the Constitution Act, 13 Provincial & territorial governments, the Oceans Act, and the Canada Shipping Act, 2001.

Classes of Records (CoRs)

Aids to Navigation

Description: Records include information related to aids to navigation operated by the CCG for the purpose of ensuring safe, accessible and effective vessel transit in Canadian waters. Records include documents describing the CCG aids to navigation system, and information related to the types of aids, their physical characteristics and geographic location as well as maintenance history. These records from the Aids Program Information System (APIS) form the basis of the List of Lights, Buoys and Fog Signals publications, Monthly Notices to Mariners publications and Annual Editions of the Notices to Mariners, all published by DFO on its Notices to Mariners website. Records also include national policies and directives, service standards, and operational requirements for their program's short and long range aids to navigation.

Document types: Notices, lists, policies, directives, guidelines, manuals, reports, memoranda, briefings and correspondence with industry.

Format: Electronic data and correspondence.

Record number: DFO CCG 101

3.3 Waterways management

The Waterways Management program provides mariners with services, information and operational awareness that helps ensure safe and accessible waterways in support of economic prosperity by: surveying certain commercial channels to identify the bottom conditions, restrictions or hazards to safe navigation and providing mariners with marine safety information, including available water depth forecasts in the St. Lawrence, Fraser, Detroit and Mackenzie Rivers; maintenance and utilization of main commercial channels; providing channel dredging in the Great Lakes U.S./Canada connecting channels; and managing dredging on the St. Lawrence River between Montréal and Cap Gribane on a cost-recovery basis. The Waterways Management program helps sustain navigable channels, reduce marine navigation risks to ensure safe and accessible navigation. The legal basis for this program is found in the Constitution Act, 13 Provincial & territorial governments, and the Oceans Act.

Classes of Records (CoRs)

Waterways Management

Description: Records include information related to water level forecasts and channel bottom conditions (soundings) for some waterways. Water level forecasts are carried out for the St. Lawrence River, Great Lake connecting channels, and the Mackenzie River. St. Lawrence shipping channels between Montreal and Quebec forecasts are posted twice a week. This information allows mariners to plan their route and cargo. The data from the Great Lakes is sent to Quebec and is posted on the Canadian Coast Guard e-Navigation portal (e-Navigation Portal (canada.ca)). The Canadian portions of the Great Lakes waterways are surveyed once per season, unless a special survey is required (report of obstruction/bottom touch). Forecasts of available water depths for the Fraser River, South Arm Shipping Channel is produced all year long and posted on the western regional CCG website AVADEPTH and; A forecast bulletin is issued twice per week during the ice-free season, beginning of June to mid-October, which provides the predicted water levels for the coming seven days of the Mackenzie River. The forecasted bulletin is distributed to shippers and oil companies. In addition, CCG provides information on channel bottom conditions (soundings), in specific commercial waterways, which is provided to mariners to advise them of available depth and current bottom conditions. This information is either accessible through the CCG website, e-Navigation portal or AVADEPTH or sent to stakeholders.

Document types: Electronic data on water level forecasts and water level forecast reports.

Record number: DFO CCG 102

3.4 Marine communications and traffic services

The Marine Communications and Traffic Services program ensures a reliable communication system is available 24 hours a day to contribute to the safety of life at sea, the protection of the marine environment, and the safe and efficient navigation in Canadian waterways. The program Services include marine distress and general radio communications, broadcasting maritime safety information, screening vessels entering Canadian waters, regulating vessel traffic in selected Canadian waters, providing marine information to other federal departments and agencies, and providing medical radiotelephone service.

The Shore-Based Asset Readiness and Canadian Coast Guard College programs are integral to the delivery of this program.

The legal basis for the program derives from the Constitution Act, 13 Provincial & territorial governments, the Oceans Act, and the Canada Shipping Act, 2001.

Classes of Records (CoRs)

Marine Communications and Traffic Services - Program Administration

Description: Records include information related the establishment and maintenance of Marine Communications and Traffic Services (MCTS) remote sites and operations of MCTS centers. This information includes statistics on radio communications and vessel traffic movements; NAVWARN; Publications: Radio Aids to Marine Navigation, Vessel Traffic Services (VTS) Zones Regulatory Specifications; Manuals: MCTS Standards Manual; Performance Measures: Quality Assurance Audits, Vessel Traffic Services Fact Finding Board reports; Directives: Operational Directives, Administrative Directives; Statement of Operational Requirements; Workload Standards; MCTS national recruitment materials, training program materials, national certification program materials; and Competency Profile for Marine Communications and Traffic Services Officers.

Note: This Class of Records was previously titled Marine Communications and Traffic Services.

Document types: Notices, memoranda, manuals, reports, directives, audits, training materials, guidelines, and correspondence with industry.

Format: Audio recording, digital and electronic files.

Record number: DFO CCG 103

Marine Communications and Traffic Services (MCTS) Personal Information Bank

3.5 Shore-based asset readiness

The Canadian Coast Guard Shore‐Based Asset Readiness program ensures that the Canadian Coast Guard's non‐fleet assets are available and reliable to deliver Canadian Coast Guard programs. These non‐fleet assets include both fixed and floating aids, such as visual aids (e.g. buoys); aural aids (e.g., fog horns); radar aids (e.g., reflectors and beacons); as well as electronic communications, navigation systems, IT applications and radio towers. These assets also include Environmental Response equipment such oil collection equipment such as but not limited to skimmers, oil containment equipment such as boom, oil storage equipment such as tanks as well as equipment and personnel decontamination equipment and equipment for transportation. The Shore‐Based Asset Readiness program ensures the availability and reliability of these assets through life cycle investment planning, engineering, acquisition, maintenance, and disposal services.

Activities associated with the program are legislated and guided by a number of international and national trade agreements, legal instruments such as the Financial Administration Act and Government Contract Regulations, as well as policies, directives, and guidelines provided by Treasury Board, Treasury Board Secretariat, Industry Canada, and Public Services and Procurement Canada. The legal basis for this program is found in the Constitution Act, 13 Provincial & territorial governments, and the Oceans Act.

Classes of Records (CoRs)

Shore-Based Assets Readiness - Program Administration

Description: Records include information related to the Shore Based Asset Readiness Program of the Canadian Coast Guard (CCG), which provides life-cycle engineering, acquisition, maintenance and disposal services for non-fleet physical assets such as stations, systems, bases, operational software, and equipment that provides communications, surveillance, and marine aids to navigation to CCG, industry, federal government departments, and the general public for marine transportation. Records include information related to conception, engineering, design, acquisition, procurement, construction, operation, maintenance, disposal, planning, and costs. It may also include records related to developing policies and procedures, establishing and maintaining standards and processes for engineering, integrated logistic support, performance measures and safety procedures.

Note: This Class of Records was previously titled Shore-Based Assets Readiness.

Document types: Policies, procedures, manuals, directives, guidelines, inventories, studies, financial reports, cost analysis, maintenance records, asset lists, memoranda, business plans and reports, performance management documents, service records, Memoranda of Understanding, contracts, work procedures, concessions and leases, briefings, presentations, technical and engineering reports and drawings, project reports, project management plans, project charters, project schedules, procurement plans, operational requirements training materials, project milestones, cost estimates, concept designs, technical documents, statements of work, statements of requirements, technical statements of requirements, solicitations of interest and qualification, requests for proposals, bid submissions, contracts, correspondence with industry, documents for the government, budgeting, reporting and evaluation cycle, risk profiles and integrated investment plans.

Format: Pictures, spreadsheets, drawings, text documents.

Record number: DFO CCG 110

3.6 Hydrographic services, data and science

The safe use of Canadian waterways requires knowledge of the physical limitations to navigation. The Canadian Hydrographic Service contributes to safety on Canadian waterways by acquiring hydrographic data from surveys using Canadian Coast Guard vessels, specialized launches, autonomous survey technologies and remote sensing to measure, describe, and chart the physical features of Canada's oceans and navigable inland waters. As Canada's hydrographic authority, the Canadian Hydrographic Service uses these data to produce up-to-date, timely and accurate nautical charts, publications and services in support of domestic and international marine transportation in accordance with the requirements of the Canada Shipping Act 2001 and the International Maritime Organization's Safety of Life at Sea Convention. In addition to supporting the departmental result mariners safely navigate Canada’s waters, hydrographic information is used in a number of research and development applications in engineering, ocean research, maritime security, marine navigation, ocean management, ecosystem science and the renewable and non-renewable energy sector.

Classes of Records (CoRs)

Territorial Delineation - Program Administration

Description: Records include information related to the delineation of Canada's maritime boundaries. Information includes hydrographic products and services to support and document the extent of Canada's marine boundaries; it also provides scientific data and expert advice in support of Canada's submission to the Commission on the Limits of the Continental Shelf, in accordance with the United Nations Convention on the Law of the Sea and in legal defence or challenges involving illegal activities in Canadian sovereign waters.

Note: This Class of Records was previously titled Territorial Delineation. This program ended in 2023.

Document types: Proposals, correspondence, memoranda, briefings, meeting minutes, records of decision, procedures, reports, status reports, presentations, background papers, statistics, Science Advisory reports, discussion papers, evaluations, data sets, forecasts, scenarios, models and assessments, tide and water level reports, technical manuals, reference manuals and material.

Format: Hydrographic source material (data, computations, field notes, analogue and digital source information, multibeam imagery).

Record number: DFO SCI 312

Manuscript Reviews Personal Information Bank

Hydrographic Products and Services - Program Administration

Description: Records include information related to nautical charts, hydrographic data and publications which are the primary navigational documents for mariners, and are used to plan and conduct navigation activities as safely as possible. The requirement to carry and use official government charts and publications is established under the Navigation Safety Regulations, 2020, made pursuant to the Canadian Shipping Act, 2001. Information that originates with the Canadian Hydrographic Service includes: paper charts, electronic navigational charts (S-57 format), raster navigational charts (BSB v3 format), sailing directions, hydrographic survey data, chart catalogues, publications containing explanations of symbols, terms and abbreviations, Canadian tide and current tables, atlas of tidal currents, and tidal observations, forecasts and predictions at https://www.tides.gc.ca. Additional records may include scientific data and expert advice related to the delineation of Canada's maritime zones pursuant to the Oceans Act. This also supports Canada's submission to the Commission on the Limits of the Continental Shelf and legal defence or challenges involving illegal activities in Canadian sovereign waters.

Hydrographic products, data and services are used for other purposes beyond marine navigation. They are also used in science and engineering applications, marine habitat programs, management of marine protected areas, energy research and development and natural resource development. Commercialization of hydrographic products and data is also increasingly common. Other documents include internal working documents, chart sales, product construction archives, metadata for hydrographic data and products, and data archives.

Note: This Class of Records was previously titled Hydrographic Products and Services.

Document types: Hydrographic products and data, in paper and/or digital form, chart and product catalogues, correspondence, memoranda, planning documents, records of meetings, licence agreements, statistics, presentations, operational procedures, reports, Treasury Board submissions, briefings, corporate documentation (personnel files, policies), contracting and procurement documents, reference manuals and documents.

Format: Charts in paper format, Electronic Navigational Charts in the vector S-57 format (International Hydrographic Organization standard). Raster Navigational Charts in the raster BSB. Data processing and nautical chart creation uses various formats current and archived, , and hydrographic source material (data, computations, field notes, analogue and digital source information, multibeam, LiDAR and satellite imagery).

Record number: DFO SCI 311

Canadian Hydrographic Services and Products Personal Information Bank

Core responsibility 4 - Marine operations and response

Provide marine response services and operate Canada's civilian maritime fleet.

4.1 Search and rescue services

The Canadian Coast Guard is responsible for maritime search and rescue (SAR) services on federally controlled waterways of 5.3 million square kilometers and works with the Department of National Defence and the Canadian Armed Forces to operate joint rescue coordination centres in each SAR region, plus two Coast Guard operated Maritime Rescue Sub-centres in St. John’s, NL and Quebec City, QC. In addition to the aeronautical SAR component operated by the Canadian Armed Forces, Canada’s national SAR network of responders is strengthened by the Canadian Coast Guard Auxiliary, vessels of opportunity, and other provincial and local SAR partners across Canada. Through communication, coordination, and response, the program increases the chances of rescue for people caught in on‐water distress situations.

The Fleet Operational Capacity, Procurement and Maintenance and Marine Communications and Traffic Services programs are integral to the delivery of this program.

The program's legal basis derives from the Constitution Act, 1867, 13 Provincial & territorial governments, the Oceans Act, and the Canada Shipping Act, 2001.

Classes of Records (CoRs)

Search and Rescue Program

Description: Records include information related to the SAR program, to support the search for, and the provision of aid to, persons, vessels or other craft which are, or are feared to be, in danger. Records include case file information relating to SAR operations and SAR stations. In addition, records include information related to liaison and partnerships with National Defence, the Canadian Coast Guard Auxiliary, provincial/territorial, and municipal governments.

Note: This Class of Records was previously titled Search and Rescue Coordination and Response - Program Administration.

Document types: Plans, operational procedures, policies, operations manuals, reports, legal opinions, lessons learned reports, directives, briefing notes, Question Period notes, business plans, performance measurement reports, and statistical search and rescue data.

Format: Digital and video.

Record number: DFO CCG 106

Communications - Search and Rescue / Environmental Response Personal Information Bank

Management of the Canadian Coast Guard Auxiliary Contribution Program

Description: Records include information relating to the management of the Canadian Coast Guard Auxiliary (CCGA) contribution program, recognizing the organizational structure of multiple federally incorporated, not-for-profit volunteer organizations. Records also include information related to the formal contribution agreements maintained by the Minister of Fisheries and Oceans and the Canadian Coast Guard with all regional CCGA corporations. Information is maintained in agreement with the corporations as separate legal entities from the Government of Canada that work in close partnership with the Canadian Coast Guard.

Note: This Class of Records was previously titled Management of the Canadian Coast Guard Auxiliary.

Document types: Contribution agreements, integrated terms and conditions, national guidelines, business plans, statements of account, legal opinions, briefings, insurance documents, program reporting, communiqués and governance documents.

Record number: DFO CCG 105

4.2 Marine environmental and hazards and response

The Canadian Coast Guard (Coast Guard) is the lead federal agency responsible for ensuring an appropriate response to all ship-source and mystery-source pollution incidents occurring in Canadian waters. The Marine Environmental and Hazards Response program minimizes the impacts of marine pollution incidents on public safety, the environment and economy. The Coast Guard is the lead federal agency for marine pollution and hazardous vessel incidents and applies the Incident Command System as its standard incident response methodology and responds as the Incident Commander for the federal government. Through the program, the Coast Guard establishes an appropriate and nationally consistent level of preparedness and response services in Canadian waters; investigates all reports of marine pollution and hazardous vessels in Canadian waters; addresses all hazards associated with problem vessels or wrecks in Canadian waters; and maintains the Government of Canada’s National Inventory of Wrecked, Abandoned and Hazardous Vessels and applies a risk-based approach for their remediation. The Coast Guard works in conjunction with other federal departments, provincial governments, Indigenous and coastal communities, industry and stakeholders, to ensure a consistent coordinated approach to the  preparedness of, and response to, marine pollution and hazardous vessel incidents. The program's legal basis derives from the Oceans Act, the Canada Shipping Act, 2001, Arctic Waters Pollution Prevention Act, the Constitution Act, 1867, the Marine Liability Act and the Wrecked, Abandoned or Hazardous Vessels Act.

Note: The Canadian Coast Guard Compliance and Enforcement program works alongside to the Marine Environmental and Hazards Response program to form the CCG’s new integrated national marine pollution and hazards response approach.

Classes of Records (CoRs)

Marine Environmental and Hazards Response Program

Description:Records include information related to the mandate of the Coast Guard as the lead federal agency responsible for ensuring an appropriate response to ship-source and mystery-source marine pollution incidents and addressing all hazards associated with problem vessel or wrecks occurring in Canadian waters. The program's operational records are divided into two areas: preparedness and response. Information for preparedness purposes includes levels of service and program standards such as policies, directives, operational procedures; national, regional and area marine spill and hazardous vessel contingency plans, joint contingency plans, Memoranda of Understanding, letters of agreements, life cycle management system documentation and procedures for pollution countermeasures equipment, the conduct of training, and national, regional and international exercises. Information for response purposes includes marine pollution and hazardous vessel incident reports, incident management documentation, incident after-action reports and cost recovery documentation.

Note: This Class of Records was previously titled Environmental Response Program.

Document types: Response plans, operational procedures, marine pollution incident reports, lessons learned reports, legal opinions, contracts, Memoranda of Understanding, letters of agreement, directives, policies, users' guides and manuals, reports, pollution response equipment inventories, financial reports, maintenance records, memos, briefing notes, Questions and Answers, Question Period notes, business plans and performance measurement reports.

Format: Digital and video.

Record number: DFO CCG 107

Communications - Search and Rescue / Marine Environmental and Hazards Response Personal Information Bank

National Response Team Members Personal Information Bank

4.3 Maritime security

The Canadian Coast Guard's Maritime Security Branch supports the work of federal departments and agencies with maritime security and enforcement mandates, including the Royal Canadian Mounted Police, the DFO Conservation and Protection program, the Canadian Armed Forces, the Canada Border Services Agency, Global Affairs Canada, Public Safety Canada, and Transport Canada. The Coast Guard provides such support through the provision of maritime expertise, information to support building Maritime Domain Awareness through the Marine Security Operations Centers (MSOC), and providing platforms for the delivery of enforcement activity at sea, such as through the Marine Security Enforcement Team (MSET) program and to the DFO Conservation and Protection program. The Coast Guard’s Maritime Security branch deploys subject matter experts internationally to provide capacity building in core Coast Guard mandated activities, and demonstrates the value of a comprehensive approach to maritime safety and security. Exporting Coast Guard’ expertise abroad at multinational maritime exercises supports other government departments, and proactively contributes to Canada’s national security interests.

The Fleet Operational Capacity, Procurement, Maintenance, Marine Communications and Traffic Services, as well as Shore-Based Asset Readiness programs are integral to the delivery of the Maritime Security Program.

The legal basis for the support to other federal departments or agencies is established in the Oceans Act.

Classes of Records (CoRs)

Activities and Services

Description: Information on activities and services performed by Canadian Coast Guard to support national and maritime security. This includes information regarding the provision of on-water platform capacity, maritime expertise and non-personal maritime traffic information to federal enforcement and intelligence agencies, such as the RCMP.

Note: This Class of Records was previously titled Maritime Security.

Document types: Briefing notes, memoranda, policy papers, reports, standard operating procedures, financial reports, business plans, performance measurement reports, presentations and briefings.

Record number: DFO CCG 108

4.4 Fleet operational capacity

The Canadian Coast Guard's Fleet Operational Capacity program includes fleet operations, fleet management and the staffing of fleet personnel. The program ensures that certified professionals safely operate vessels, air cushion vehicles, helicopters, and small craft that are maintained and upgraded to adapt to a changing maritime environment, in order for Coast Guard to be ready to respond to on-water and marine related needs.

The Canadian Coast Guard College is integral to the delivery of this program.

The program is guided by a number of international conventions and domestic marine-related regulations such as the International Safety Management Code, the International Ship and Port Facility Security Code, and the International Labour Code (applicable to Seafarers). The System design is also influenced by the International Convention for the Prevention of Pollution by Ships, the findings of Transportation Safety Board Marine Investigation Reports, the internal safety investigations, the Maritime Occupational Health and Safety Regulations, and the Canada Shipping Act, 2001 regulations governing certification of seafarers, the inspection of vessels, the marine equipment requirements, and other operational regulatory aspects. The legal basis for this program is found in the Constitution Act, 13 Provincial & territorial governments and the Oceans Act.

Classes of Records (CoRs)

Ships and Aircraft - Canadian Government

Description: Records include information related to the management, operations, functions and services performed by the CCG fleet of ships and aircraft; vessel and aircraft support to Canadian Coast Guard (CCG) programs (Aids to Navigation, Waterways Management, Marine Communications and Traffic Services, Icebreaking Services, Search and Rescue Services and Environmental Response Services); support to Oceans, Fisheries Management and Science (including Hydrographic Services) sectors. This includes information on management strategies, life cycle management, planning, policies, scheduling, costs, crewing practices, performance measures and safety (ISM Code) procedures, fuel operational requirements, capital planning, and helicopter management.

Document types: Policies, procedures, directives, guidelines, leases, inventories, studies, financial reports, cost analyses, project schedules, memoranda, briefings pertaining to strategic planning, business planning, performance management, charters, fleet lists, fleet program delivery plans, services, service accords and Memoranda of Understanding.

Format: Pictures, spreadsheets, drawings, audio/video recordings.

Record number: DFO CCG 109

Canadian Coast Guard Competency Certificate Personal Information Bank

Maritime Fleet Management-Seagoing Personnel File Information Personal Information Bank

Recruitment and Staffing-Fleet Personal Information Bank

4.5 Fleet maintenance

The Canadian Coast Guard's Fleet Maintenance program ensures that Canadian Coast Guard's vessels, air cushioned vehicles and small craft are available and reliable for the delivery of Canadian Coast Guard programs. The Fleet Maintenance program ensures the availability and reliability of these assets through life cycle investment planning, engineering, maintenance, and disposal services.

Activities associated with Fleet Maintenance are guided by a number of international and national trade agreements, legal instruments such as the Financial Administration Act and Government Contract Regulations, as well as policies, directives, and guidelines provided by Treasury Board, Treasury Board Secretariat, Industry Canada and Public Services and Procurement Canada. The legal basis for building fleet capability is found in the Constitution Act, 13 Provincial & territorial governments and the Oceans Act.

Classes of Records (CoRs)

Maintenance of Ships and Aircraft – Canadian Government

Description: Records include information related to the management of refit and maintenance of vessel fleet assets including: management strategies, life-cycle management/engineering, capital/investment planning, construction, acquisitions, procurement, refit, maintenance, apparatus, supplies/inventory, utilities, disposals, ship-based communications, navigation systems, surveillance systems, electronics, and equipment or systems on board Canadian Coast Guard vessels. May also include records related to the development of policies and procedures, establishment and maintenance of standards and process for engineering, integrated logistic support, performance measures and safety procedures.

Document types: Policies, procedures, manuals, directives, guidelines, inventories, studies, financial reports, cost analyses, maintenance records, asset lists, memoranda, business plans and reports, performance management documents, service accords, Memoranda of Understanding, contracts, work procedures, concessions and leases, briefings, presentations, technical and engineering reports and drawings, project reports, project management plans, project charters, project schedules, procurement plans, operational requirements, training materials, project milestones, cost estimates, concept designs, technical documents, statements of work, statements of requirements, technical statements of requirements, solicitations of interest and qualification, requests for proposals, bid submissions, contracts, correspondence with industry, documents for the government, budgeting, reporting and evaluation cycle, risk profiles and integrated investment plans.

Format: Pictures, spreadsheets, drawings, audio/video tape, text documents.

Record number: DFO CCG 117

4.6 Fleet procurement

The Canadian Coast Guard (CCG)'s Fleet Procurement program is responsible for the management of the design and construction of new large and small vessels, air cushioned vehicles, helicopters, and interim measures to support the operational requirements identified in the Fleet Renewal Plan and the Integrated Investment Plan. The program provides project management support to ensure effective and efficient project integration related to scope, time, cost, quality, human resources, communications, risk, and procurement.

Activities associated with Fleet Procurement are guided by a number of international and national trade agreements; legal instruments such as the Financial Administration Act and Government Contract Regulations; and policies, directives, and guidelines provided by Treasury Board, Innovation, Science and Economic Development Canada, and Public Services and Procurement Canada. The legal basis for building fleet capability is found in the Constitution Act, 13 Provincial & territorial governments and the Oceans Act.

Classes of Records (CoRs)

Procurement of Ships and Aircraft – Canadian Government

Description: Records include information on activities performed by CCG to procure fleet assets. This includes information regarding the planning, management, verification, and acceptance of the design and construction of these assets, and the associated engineering and project management support. The procurement of fleet assets is consistent with CCG's operational requirements as identified in the Fleet Renewal Plan and Integrated Investment Plan.

Document types: Policies, procedures, directives, guidelines, inventories, studies, financial reports, domestic and foreign travel plans, financial management plans, cost analyses, cost estimates, project approval and project approval authorities documents, maintenance records, asset lists, memoranda, business planning, HR management plan, performance management, services, service accords, Memoranda of Understanding, work procedures, concessions and leases, briefings, presentations, technical and engineering reports and drawings, project reports, stakeholder engagement plan, project management plans, project management directives, project charters, project schedules, project brief, procurement plans, operational requirements, baseline requirements, validation matrix, mission profiles, project milestones, concept designs, integrated project schedule, technical documents, statements of work, solicitations of interest and qualification, requests for proposals, bid submissions, bid evaluation matrix, contracts, correspondence with industry, documents for the government, budgeting, reporting and evaluation cycle, risk profiles, risk management plans, risk registers, integrated investment plans, lessons learned procedures, lessons learned registers, change management plans, operationalization plans, operational evaluation test plans and project closure reports.

Format: Pictures, spreadsheets, drawings, text, presentations, Microsoft Office suite.

Record number: DFO CCG 118

4.7 Canadian Coast Guard College

The Canadian Coast Guard College is the centre of excellence for Coast Guard operational training that educates the marine professionals necessary to deliver Canadian Coast Guard programs in support of marine safety, security, and environmental protection.

Coast Guard's Fleet Operational Capacity, Procurement, and Maintenance, Shore-Based Asset Readiness, Marine Communications and Traffic Services, Search and Rescue, and Marine Environment and Hazards Response programs are able to function as a direct result from the delivery of this program.

The legal basis for this program is found in the Constitution Act, 13 Provincial & territorial governments, and the Oceans Act.

Classes of Records (CoRs)

College Training

Description: Records include information related to management, operations and courses to support the education of marine professionals, more specifically: courses and certification; Coast Guard Officer Training Program; search and rescue; environmental response; Marine Communications and Traffic Services; marine engineering; navigation; electronics training. In addition, information may relate to Canadian Coast Guard careers such as: navigators, marine engineers, electronics technicians; Marine Communications and Traffic Services Officers, as well as other areas of operational training specific to mandate delivery.

Note: This Class of Records was previously titled Canadian Coast Guard College.

Document types: Course materials, testing instruments, manuals, course schedules, reports, presentations, policies, guidelines, memoranda, briefings, plans, procedures, contracts and student records, internal audits, forms, emails, spreadsheets and schedules.

Record number: DFO CCG 112

Canadian Coast Guard College Officer Trainee Information Personal Information Bank

Campus Facilities

Description: Records include information related to the Canadian Coast Guard campus facilities including:, Wellness Centre and Sports Complex schedules, outside use agreements for use of Wellness Centre, conference room bookings by outside guests, guest room accommodations records, marine engineering and waterfront training facilities, simulators, laundry facilities, media and music rooms, lounge with a games room, and Business Centre.

Document Types: action plan, agendas, agreements, analytical notes, announcements, annual reports, applications, assessments, audits, backgrounders, briefing and discussion papers, briefing notes, communications material, contracts, copies of relevant legislation, directives and procedures, discussion papers, e-mails, emergency plans, executive correspondence, fact sheets, feasibility studies, fire safety documentation, forms, guidelines, incident reports, internal policies, inventories, investigations, letters, manuals, meeting minutes, memorandum of understanding, ministerial correspondence, news release, newsletters, notes, notices, outside use of pool, gym and boardrooms records, permits, planning documents, policies, presentations, procedures, public correspondence, publications, regulations and related policy, reports, routing slips, schedules, selection criteria, security reports, service level agreements, specifications, vehicle use records.

Record Number: DFO CCG 114

Canadian Coast Guard College Campus Facilities Personal Information Bank

4.8 Incident management

The Incident Management Directorate (IM) plays a critical role in guiding and supporting Response Branch program policy and activities to keep Canadians safe on their waterways, protect those waterways from pollution, and ensures the Canadian Coast Guard’s (Coast Guard) readiness to effectively respond to marine incidents. IM’s role includes developing and implementing tools for integrated incident response, providing services, direction and oversight on various subjects, including emergency management planning, budgeting allocations, business planning, grants and contributions, training and exercises and program policy development.IM provides support to the four Response programs (Marine Pollution, Preparedness Response and Recovery (MPPRR), Marine Environmental and Hazards Response (MEHR), Search and Rescue (SAR), and Compliance and Enforcement (C&E)) and is the functional linkage to the regional incident management offices.

IM provides policy guidance relating to increased Indigenous participation in the marine safety system, as well as the development, monitoring, and oversight of Coast Guard agreements aimed at strengthening Canada’s marine response system. 

IM has played a key role in revitalizing the Coast Guard’s training and exercise program and providing leadership and support when marine incidents occur. Following the World-Class Tanker Safety System report recommendations and the Oceans Protection Plan funding that has made these recommendations achievable, IM has been steadfastly committed to enhancing service delivery in marine incident and emergency management across Canada.

Classes of Records (CoRs)

Incident Management Program

Description: Records include information related to the mandate of the Canadian Coast Guard (Coast Guard) as the lead federal agency for the response component of Canada's Marine Incident Preparedness and Response Regime. The program's operational records include: preparedness and response, pollution, and revitalizing the Coast Guard training and exercise program and providing leadership and support to incidents when they occur. Information for preparedness purposes includes national, regional and area contingency plans, levels of service and service standards, joint contingency plans, policies, directives, operational procedures, Memoranda of Understanding, letters of agreements, life cycle management systems and procedures for pollution countermeasures equipment, regional and area contingency plans, the conduct of training and national and international exercises and associated lessons learned reports. Information for response purposes includes marine pollution incident reports, incident action plans, cost recovery documentation, business planning and analysis, and after action reports, including lessons learned and analysis to support continuous improvement in Coast Guard response.

Document types: Plans, operational procedures, marine pollution incident reports, lessons learned reports, legal opinions, contracts, Memoranda of Understanding, contribution agreements, directives, policies, users' guides and manuals, reports, pollution response equipment inventories, financial reports, maintenance records, memos, briefing notes, Questions and Answers, Question Period notes, business plans and performance measurement reports.

Record number: DFO CCG 115

4.9 Canadian Coast Guard Compliance and Enforcement Program

The Canadian Coast Guard Compliance and Enforcement program works alongside to the Marine Environmental and Hazards Response program to form the CCG’s new integrated national marine pollution and hazards response approach.

The Compliance and Enforcement program will ensure vessel owners address and are responsible for their vessels when they become hazardous, for example, by posing threats to the environment. The Compliance and Enforcement program uses a number of strategies and tools, including communicating and collaborating with responsible parties to seek compliance with the legislation, and ensures enforcement actions are applied against violators where vessel owners are unwilling or unable to fulfill their responsibilities. The Compliance and Enforcement program manages case files, conducts inspections, reviews documentation, requests, collects and analyzes evidence to verify compliance and for enforcement purposes. The program also works to uphold the polluter pay principle by making best efforts to recover, from the responsible party, the costs incurred by the CCG to respond to incidents. 

The program's legal basis derives from the Canada Shipping Act, 2001 and the Wrecked, Abandoned or Hazardous Vessels Act.

Classes of Records (CoRs)

Canadian Coast Guard Compliance and Enforcement Program

Description: Records include case file information to support compliance and enforcement actions when vessels become hazardous. The program’s operational records include: case files, including documentation related to cases such as correspondence, evidence, fieldnotes, notices, warning letters, decisions or orders; data on offenders and violations; reports and records detailing enforcement actions taken, investigations conducted, assessments, and outcomes achieved; and cost recovery documentation. These records are used for an administrative purpose and for compliance or regulatory investigations and enforcement, including decision-making to issue directions, orders, and administrative monetary penalties.

The Canadian Coast Guard Compliance and Enforcement program also provides policy guidance and training. Policy records include: training materials and lessons learned reports, policies, directives, operational procedures, Memoranda of Understanding and letters of agreements, memoranda and directives related to compliance and enforcement strategies.

Note: In April 2023, Environmental Response and Vessels of Concern were consolidated in NHQ and the Regions, enabling the creation of a C&E Program. This Class of Records was previously titled: Vessels of Concern – Vessels of Concern Program.

Document types: Operational procedures, lessons learned reports, legal opinions, contracts, Memoranda of Understanding, letters of agreement, directives, policies, training materials, case files, notices, orders and directions, communication records, users' guides and manuals, reports, financial reports, memos, briefing notes, business plans and performance measurement reports.

Format: Digital and video.

Record number: DFO CCG 116

Internal services

Internal services constitute 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

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 
  • Accounts Payable Personal Information Bank
  • Accounts Receivable Personal Information Bank
  • Acquisition Cards 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
• Hospitality Class of Record
  • Hospitality Personal Information Bank
• Human Resources Planning Class of Record
  • Human Resources Planning Personal Information Bank
• Labour Relations Class of Record
  • Canadian Human Rights Act-Complaints Personal Information Bank
  • 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
  • Occupational Health and Safety Personal Information Bank
  • Vehicle, Ship, Boat and Aircraft Accidents Personal Information Bank
• Official Languages Class of Record
  • Official Languages Personal Information Bank
• Performance Management Reviews Class of Record
  • Discipline Personal Information Bank
  • Employee Performance Management Program Personal Information Bank
• Recruitment and Staffing Class of Record
  • Applications for Employment Personal Information Bank
  • Employee Personnel Record Personal Information Bank
  • EX Talent Management 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 Management Class of Record
  • Library Services 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.

• Cooperation and Liaison Class of Record
  • Lobbying Act Requirements Personal Information Bank
  • Outreach Activities Personal Information Bank
• Executive Services Class of Record
  • Executive Correspondence Personal Information Bank
• Internal Audit and Evaluation Class of Record
  • Evaluation Personal Information Bank
  • Internal Audit Personal Information Bank
• Planning and Reporting Class of Record

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

Real property services

Real property services involve activities undertaken to ensure that real property is managed in a sustainable and financially responsible manner, throughout its life cycle, to support the cost-effective and efficient delivery of government programs.

• Real Property Management Class of Record
  • Real Property Management 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
• Proactive Disclosure Class of Record
  • Hospitality Personal Information Bank
  • Travel Personal Information Bank
• Security Class of Record
  • Disclosure of Wrongdoing in the Workplace Personal Information Bank
  • Personnel Security Screening Personal Information Bank
  • Physical Access Controls
  • Security Incidents and Privacy Breaches Personal Information Bank
• Travel Class of Record
  • Travel Personal Information Bank

Legend

• Standard Classes of Records (CoRs)
• Standard Personal Information Banks (PIBs)

Classes of personal information

Classes of personal information describe personal information that is not used for administrative purposes or is not intended to be retrievable by personal identifiers.

Grant and contribution programs

This class describes personal information used in support of DFO grant and contribution programs for organizations other than sole proprietorships and general partnerships. Personal information regarding representatives of organizations is not collected for administrative purposes at any time during the processing of grant and contribution applications or program administration. This personal information may be shared with other programs of the institution and with programs of other federal institutions and provincial and municipal governments in order to administer and audit the programs. Information on the programs is held by year, organization name and project name. Retention and disposal standards vary from one program to another.

Reporting incidents, sightings or occurrences on or near the water

DFO encourages members of the public to report incidents, sightings and/or occurrences via phone or email. This reporting includes, but is not limited to, shark sightings, marine mammals and sea turtles in distress, marine environmental emergencies, and the sighting of aquatic invasive species that could result in ecological damage to native species and habitat. Personal information is used by DFO in support of its lead federal role, in managing Canada's fisheries and safeguarding its waters. Personal information is not used for an administrative purpose directly affecting the individual to whom the information pertains, nor is it organized or intended to be retrievable by personal identifier. Personal information may be shared for the purpose of responding to the incident, sighting or occurrence. Personal information is held by the regional office the report was made to, and will be retained and disposed of in accordance with the associated program's retention and disposal standards.

Manuals

The Access to Information Act requires institutions to include in their Info Source chapter a list of manuals. For the purpose of Info Source, manuals are defined as: Instructions, handbooks or procedures used by employees to carry out institutional programs or activities that affect the general public. Manuals that are produced to govern internal processes that do not affect the general public are not included in the following list.

• Abandoned and Derelict Vessels
• Addressing Public Complaints
• Administration of Naloxone Spray
• Applicant's Guide Supporting the “Authorizations Concerning Fish and Fish Habitat Protection Regulations”
• Applicant’s Guide to Submitting an Application for Authorization under Paragraph 35(2)(b) of the Fisheries Act
• Applications for Investigations of Alleged Offences under Section 93 of the Species at Risk Act
• Arrest With or Without a Warrant
• Atlantic Recreational Fishing Licence Program
• Business Planning Guide for Harbour Authorities
• Canadian Coast Guard Pollution Response Officer Procedures Manual
• Canadian Marine Differential Global Positioning System (DGPS) Control Monitor, Operation Procedure Manual
• CCG Oil Spill Field Response Guide
• Marine Spills Contingency Plan - National Chapter
• CC Marine Spills Contingency Plan – Regional Chapters
• CCG Ships Crew Officers Training Program – Documentation
• CCG Ships Crew Officers Training Program – Practical Training Manual Operational
• Clean Harbour Initiatives
• Compendium of Funding Sources Available to HAs
• Consideration of Factors set out in Section 6 of the Fisheries Act
• Fisheries Productivity Investment Policy: A Proponent's Guide to Offsetting
• Guidance for the Consideration of Fisheries Management Objectives related to Paragraph 35(2)(b) Fisheries Act Authorizations
• Harbour Authority Fee Collection Unofficial Tips
• Harbour Authorities GST/HST Info Sheet
• Harbour Authority Manual
• Harbour Maintenance Inspection Manual
• Harbour-Specific Environmental Emergency Response Plans
• Harbour-Specific Environmental Management Plans
• Icebreaking Operations Data Information System IODIS – Version 2009 – User Guide
• Inspection and Maintenance Modules for Harbour Authorities
• Inspection of Suspect Firearm
• Insurance Guide for Harbour Authorities
• Interim Guide to Proponent-led Habitat Banking
• Investigative Body Designation Directive
• Large Scale Inspections
• Media and Public Relations
• National Harbour Manager Pocket Guidebook
• National Standard Operating Procedure for Illegal, Unregulated or Unreported Audit Function
• Non-Employees in C&P Workspaces directive
• Operating Patrol Vehicles in Emergency Situation
• Posting Contaminated Fisheries Area Closure Signs
• Procedures Manual for Design and Review of Marine Short Range Aids to Navigation and Procedures Manual Revised Supplement
• SAR Seamanship Reference Manual
• Ship's Crew On-the-Job Training Manual
• Signage Guidelines/Signage Checklist
• Remotely Piloted Aircraft System Pilot Projects Directive
• Ticketable Offences
• Transition Package for Harbour Authorities
• Use of Force and Officer Safety Policy
• Use of Targeted Video Monitoring Directive

Summaries of Agreements Involving the Disclosure of Personal Information

In accordance with clause 4.2.26 of the Directive on Privacy Practices, the following is a list of agreements pertaining to the disclosure of personal information held by DFO:

Memorandum of Understanding (MOU) Respecting the Coordination of Activities with Regards to Transportation Occurrences Between the Department of Fisheries and Oceans (DFO) and the Transportation Safety Board (TSB)

This MOU provides for the coordination of activities of TSB and DFO with respect to transportation occurrences (or incidents) as contemplated by section 17 of the Canadian Transportation Accident Investigation and Safety Board Act (CTAISB Act). Effective and efficient exchange of information, services and data is one of the main principles of this MOU. Subject to the CTAISB Act, the participants, upon a written request, share any relevant data that can assist with the interpretation of individual accidents, such as fishing activity, licensing, geographic and economic data regarding fisheries. All information exchanged is protected by the CTAISB Act and the Privacy Act.

Memorandum of Understanding (MOU) between Fisheries and Oceans Canada (DFO) and Transport Canada (TC) regarding Safety at Sea of Commercial Fish Harvesters

This MOU is to provide a framework for cooperation between DFO and TC with regard to promoting safety at sea of commercial fish harvesters. The scope is limited to commercial fish harvesters. TC, DFO and CCG will all cooperate closely at the national and regional levels to promote safety culture amongst commercial fish harvesters and this includes exchange of information and consult with the objective of improving the safety of commercial fish harvesters at sea and develop safety goals and report progress at the Canadian Marine Advisory Council. With cooperation regard to fishing vessel safety, data sharing between departments are subject to the Access to Information Act and Privacy Act. Also joint or shared databases for DFO and TC fishing vessel registration information, and DFO fishing licenses, are subject to both Acts as well.

Memorandum of Understanding (MOU) between Fisheries and Oceans Canada (DFO) and Transport Canada (TC) regarding Safety at Sea of Food, Social and Ceremonial (FSC) & Recreational Fish Harvesters

The purpose of this MOU is to provide a framework for cooperation between DFO and TC to promote safety at sea of FSC and recreational fish harvesters. TC, DFO and CCG will work more closely to cooperate at a national and regional level to establish the promotion of a safety culture among FSC and recreational fish harvesters as well as exchange information and consult with the objective of improving safety at sea. With cooperation regarding to fishing vessel safety data sharing between TC, DFO and CCG that is subject to both the Access to Information Act and Privacy Act.

Information Sharing Agreement to Enforce/Administer the Fish Harvesters Registration and Certification Board Act in the Province of Nova Scotia

This MOU with the Fishing Industry of Nova Scotia (NS), specifically the Fish Harvesters Registration and Certification Board of NS promotes fish harvester professionalization by allowing for the exchange of information (including personal information) for the purpose of registering fish harvesters, as per the requirements of the Board and of DFO. This MOU helps to ensure the continued prosperity and growth of the fishing industry and coastal communities through supporting the professionalization of the fishing industry in Nova Scotia by facilitating a collaborative approach between DFO and Fish Harvesters Registration and Certification Board of NS (the Board) in providing harvesters the choice of being registered and certified with the Board or continue to register with DFO.

Information Sharing Agreement to Facilitate the Enforcement/ Administration of the Fish Harvester Organizations Support Act in the Province of Nova Scotia

This MOU with the Province of Nova Scotia (NS), specifically the NS Department of Fisheries and Aquaculture (NSFA), strengthens license holder collectivity by providing provide for the disclosure of personal information that is under the control of DFO, to NSFA for the purpose of administering or enforcing the Province of Nova Scotia’s Fish Harvester Organizations Support Act (FHOSA). This MOU supports DFO in achieving its strategic outcomes in that it helps to ensure economically prosperous fisheries through support the professionalization of the fishing industry in Nova Scotia. (This MOU was updated in 2022 from the original signed on August 15, 2016. The same MOU was signed with DFO Gulf Region.)

Additional information

To be eligible to make a request under the Access to Information Act , a requester must be a Canadian citizen, a permanent resident of Canada or an individual or corporation currently present in Canada. Pursuant to Privacy Act Extension Order, No. 3,  all individuals, including outside of Canada, are eligible to make a request for their personal information. The ATIP Online portal  provides electronic delivery, one-click downloads of response packages, and real-time status updates. A requester account can be created through the ATIP Online page.  

The Government of Canada encourages the release of information through requests outside of the ATIP process. You may wish to consult DFOs completed Access to Information (ATI) summaries, List of Briefing Note Titles and other information that is proactively published through the Open Government Portal. To make an informal request for information, follow the link provided.

DFO conducts Privacy Impact Assessments (PIAs) to ensure that privacy implications will be appropriately identified, assessed and resolved before a new or substantially modified program or activity involving personal information is implemented. Summaries of completed PIAs are available.

Please follow the links provided for information on formal access procedures under the provisions of the Access to Information Act and the Privacy Act and to access the Buy On-Line services.

Reading room

In accordance with the Access to Information Act and Privacy Act, the applicant may wish to review material in person.

Appendix A

List of Personal Information Banks for DFO (including PPU numbers)

• Application and Licensing Process to Fish, Harvest or Relay in a Contaminated Area - DFO PPU 100
• Aquaculture Collaborative Research and Development Program (ACRDP) - DFO PPU 020
• Aquaculture Licensing - DFO PPU 130
• Atlantic Salmon Recreation Fishery Licence Stub Return Project - DFO PPU 343
• Billing for Marine Ship/Shore Telephone Calls - DFO PPU 105
• Canada's Catch Certification Program - DFO PPU 080
• Canadian Coast Guard College Campus Facilities - DFO PPU 030
• Canadian Coast Guard College Officer Trainee Information - DFO PPU 012
• Canadian Coast Guard Competency Certificates - DFO PPU 115
• Canadian Hydrographic Services and Products- - DFO PPU 331
• Commercial Fishing Registration Cards, Certificates, Permits and Licence Information- DFO PPU 410
• Communications - Search and Rescue / Environmental Response - DFO PPU 106
• Conservation and Protection Ride-Along Program - DFO PPU 155
• Convention on International Trade of Endangered Species (CITES) Permits - DFO PPU 780
• Designation of At-Sea Observers and At-Sea Observer Companies - DFO PPU 010
• Designation of Dockside Observers and Dockside Monitoring Companies - DFO PPU 015
• Dockside Monitoring Program - DFO PPU 060
• Financial Relief for Fishers - DFO PPU 036
• Fish Health Officials - DFO PPU 340
• Fisheries Improvement Loan Program - DFO PPU 435
• Fishery Guardian Services - DFO PPU 040
• Fishery Officer Cadet Records - DFP PPU 050
• Fishing Licence Appeal Boards - DFO PPU 490
• Grant and Contribution Initiatives - DFO PPU 047
• Habitat Management Referrals and Notifications - DFO PPU 680
• Harbour Authorities - DFO PPU 070
• Harbour Authority Recognition Program - DFO PPU 275
• Harbour Managers - DFO PPU 270
• Ice Assistance Emergency Program - DFO PPU 045
• Introductions and Transfers of Live Aquatic Organisms - DFO PPU 095
• Licence to Fish for Experimental, Scientific, Educational, Aquatic Invasive Species Control, or Public Display Purposes - DFO PPU 085
• Manuscript Reviews - DFO PPU 320
• Marine Communications and Traffic Services (MCTS) - DFO PPU 150
• Marine Mammal Fishing Licences - DFO PPU 165
• Marine Mammal Transportation Licences (MMTL) - DFO PPU 145
• Marine Protected Area Activity Applications - DFO PPU 500
• Marine Service Fees - DFO PPU 025
• Maritime Fleet Management - Seagoing Personnel File Information - DFO PPU 118
• Monitoring at Sea Using At-Sea Observers or Electronic Monitors (EM) - DFO PPU 055
• National Fisheries Aerial Surveillance Program - DFO PPU 125
• National Fisheries Intelligence Service - DFO PPU 140
• National Recreational Fisheries Awards - DFO PPU 416
• Nationally Regulated Recreational, Domestic, and Sport Fishing - DFO PPU 415
• National Response Team Members - DFO PPU 117
• Prince Edward Island (PEI) Aquaculture Leasing - DFO PPU 090
• Psychological Assessments of Fishery Officers in Armed Enforcement Positions - DFO PPU 110
• Recruitment and Staffing – Fleet - DFO PPU 119
• Reporting a Suspected Fishery-related Occurrence by a Member of the Public through DFO's Phone or Online Reporting Mechanisms - DFO PPU 075
• Seal Fishery Observation Licence to Observe a Seal Hunt - DFO PPU 135
• Species at Risk Act (SARA) Permits - DFO PPU 770
• Timothy R. Parsons Medal - DFO PPU 005
• Uniforms - DFO PPU 790
• Vessel Monitoring - DFO PPU 065
• Violations under Canadian Fisheries and Fish Habitat Legislation- DFO PPU 460