Info Source

Sources of Federal Government and Employee Information

2023

International Development Research Centre

TABLE OF CONTENTS

Introduction to Info Source

Background

Responsibilities

Institutional Functions, Programs and Activities

Internal Services

Manuals

Additional Information

Introduction to Info Source

Info Source: Sources of Federal 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 Actand to exercise their rights under the Privacy Act.

The Introduction to Info Source: Sources of Federal Government and Employee Information and an index of institutions subject to the Access to Information Act and the Privacy Act are available centrally.

The Access to Information Act and the Privacy Act assign overall responsibility to the President of the Treasury Board (as the designated Minister) for the government-wide administration of the legislation. 

Background

The Centre was created by an Act of the Canadian Parliament in May 1970. The IDRC Act received all-party support and was passed unanimously by the House of Commons and the Senate. IDRC was established as a Crown corporation with an innovative international dimension. The membership of the Board of Governors was an important part of the Centre's global scope: although the chairperson and the majority of the members of the Board of Governors were to be Canadian, the remaining positions could be occupied by non-Canadians, ensuring that the perspective and experience of developing countries would be well represented. 

The Centre reports to Parliament through the Minister of International Development. 

Responsibilities

The International Development Research Centre's mandate is to "initiate, encourage, support and conduct research into the problems of the developing regions of the world and into the means for applying and adapting scientific, technical and other knowledge to the economic and social advancement of those regions." 

Part of Canada’s foreign affairs and development efforts, IDRC invests in knowledge, innovation, and solutions to improve lives and livelihoods in the developing world. Bringing together the right partners around opportunities for impact, IDRC builds leaders for today and tomorrow and helps drive change for those who need it most.

The President of the Centre holds the rank of deputy minister. As chief executive officer and a member of the Board, the President manages and directs the work and staff of IDRC with the support of the Centre Management Committee. The Centre's head office is located in Ottawa and remains engaged in local and regional contexts by maintaining four regional offices across the developing world : (1) Montevideo (Latin America and the Caribbean), (2) New Delhi (Asia), (3) Amman (Middle East and North Africa), and (4) Nairobi (Sub-Saharan Africa).

Institutional functions, programs, and activities

By way of grants to researchers and institutions in both Canada and developing countries, the Centre’s programming supports the application of scientific, technical, and other knowledge to the economic and social advancement of developing regions of the world. In thematic areas determined by the Centre’s Board of Governors, these grants advance the generation, identification, and testing of solutions to developing-country problems, and help build leaders in government, research, and business in the developing world. A significant share of grants are made through partnerships with like-minded governments and private donor agencies.

Agriculture and Environment

Description: Includes information related to delivering evidence-based innovations and solutions in agriculture, climate change, and health.

Document Types: Prospectuses, workplans, budgets (including travel budgets), risk assessments, project evaluations, progress reports, trip reports, project approval documents, agreements, reports to the Board of Governors, newsletters, publications, brochures, processes, applications, evaluation criteria, institutional files, supporting documents, external reviews, documents related to workshops, contact information, project outputs, articles, communications materials.

Record Number: IDRC PB 020

Inclusive Economies

Description: Includes information related to securing the future of children and youth, stimulating sustainable economic growth, advancing gender equality, and helping to strengthen governance institutions and practices.

Document Types: Prospectuses, workplans, budgets (including travel budgets), risk assessments, project evaluations, progress reports, trip reports, project approval documents, agreements, reports to the Board of Governors, newsletters, publications, brochures, processes, applications, evaluation criteria, institutional files, supporting documents, external reviews, documents relating to workshops, contact information, project outputs, articles, communications materials.

Record Number: IDRC PB 025

Technology and Innovation

Description: Includes information related to supporting solutions, leaders, and networks to leverage science and advanced technologies, and to drive innovation and sustainable growth in developing countries.

Document Types: Prospectuses, workplans, budgets (including travel budgets), risk assessments, project evaluations, progress reports, trip reports, project approval documents, agreements, reports to the Board of Governors, newsletters, publications, brochures, processes, applications, evaluation criteria, institutional files, supporting documents, external reviews, documents relating to workshops, contact information, project outputs, articles, communications materials.

Record Number: IDRC PB 050

Foundations for Innovation

Description: The Foundations for Innovation program keeps records of all individuals (Canadian and non-Canadian) who applied for an award through the program. The files include the names of applicants, personal contact information, occupational and professional information, proposed program of study, name and address of the supervisor, and appraisals expressing views and opinions about the applicants. The successful applicant's Social Insurance Number (SIN) is retained by the Human Resources Division for the purposes of issuing a T4 form (Statement of Remuneration Paid). Data was previously kept in paper files and electronically, but current practice is to keep only electronic records.

Class of Individuals: Canadian and non-Canadian students, researchers, and professionals having an interest in pursuing research or related work in the field of international development. 

Purpose: The information is collected pursuant to sections 4(2) (c) and (d) of the International Development Research Centre Act to evaluate the merits of applicants who have requested funding, to determine which applicants should be selected for funding, and to facilitate administration of funding granted to successful applicants.

Consistent Uses: These files are used to monitor progress; maintain funding schedules; record final reports; prepare final evaluations of results; and conduct follow-up activities such as tracer surveys.

Retention and Disposal Standards: For successful applicants, paper and electronic records are destroyed seven years after project closure. Some electronic data are retained indefinitely for reference purposes. Records for ineligible applicants are destroyed six months after a competition closes. Records for eligible but unsuccessful applicants are retained for two years. In the event an unsuccessful applicant re-applies within two years, but is not successful in obtaining an award, the records are retained for a further two years following the date of re-application.   

RDA Number: 83/002-1

Related Record Number: IDRC PB 030

TBS Registration: 001151

Bank Number: IDRC PPU 005

Donor Partnerships

Description: Includes information on initiating, building, and maintaining key long-term relationships with donors and other institutions committed to the long-term development of Southern research capacities. May also include documentation relating to collaborations with other institutions around the world, business development, resource expansion, and knowledge-sharing.

Document Types: Operational budget guidelines, publications, program structure, reference documents (including charts of accounts, guidelines for preparing requests for proposals, translation guidelines).

Record Number: IDRC PB 085

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 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 to a specific 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

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

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

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 related to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies, and plans.

Awards (Pride and Recognition) Class of Record 

Classification of Positions Class of Record 

Compensation and Benefits Class of Record

Employment Equity and Diversity Class of Record

Hospitality Class of Record 

Human Resources Planning Class of Record 

Labour Relations Class of Record 

Occupational Health and Safety Class of Record 

Official Languages Class of Record 

Performance Management Reviews Class of Record 

Recruitment and Staffing Class of Record 

Relocation Class of Record 

Training and Development Class of Record 

Human Resources Division

Description: Information on policy development, human resources planning, organizational design and job evaluation, resourcing, employment equity, official languages, training and development, performance management, compensation, rewards and recognition, employee relations, health and wellness.

Document Types: Employment, official languages, pensions, insurance, personnel management, salaries and wages, staff relations, training and development.

Record Number: IDRC RB 010

  • Medical Records

Description: This bank contains the pre-employment examinations, health histories, and reports of physical examinations, results of biochemical tests, X-rays, and cardiograms of employees of the International Development Research Centre as well as of family members of staff who are posted overseas. It also holds records of the physician's or the nurse's notes on employees who present themselves to the unit requesting assistance with non-travel-related health problems. In addition, the bank contains the medical/health records of employees on short-term or long-term disability. The files are arranged in alphabetical order by last name.

Class of Individuals: Past and present IDRC employees, family members of overseas staff.

Purpose: Pursuant to the International Development Research Centre Act s.4 (1) (b) (c) (d) and 4 (2) (b) medical records are used to maintain a health history record of past and present employees of IDRC and of family members of staff posted in the regional offices.

Consistent Uses: This file is used to record the health history and medical examinations of employees and family members of overseas staff, to record annual and periodic medical examinations of all employees who travel overseas, and to maintain and update records of required inoculations of all employees who travel abroad.

Retention and Disposal Standards: The records are retained for 10 years after employment termination, then destroyed.

RDA Number: 98/005

Related Record Number: IDRC RB 010

TBS Registration: 001154

Bank Number: IDRC PPU 803

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 

Information Management Class of Record 

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

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 

Executive Services 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 

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 

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 

Boards, Committees and Council Class of Record 

Business Continuity Planning Class of Record 

Disclosure to Investigative Bodies Class of Record 

Proactive Disclosure Class of Record 

Security Class of Record 

Travel Class of Record

Legend

Standard Classes of Records (CoRs)

Standard Personal Information Banks (PIBs)

Manuals

Additional information

Please visit the IDRC website for information on how to file a request under the provisions of the Access to Information Act and the Privacy Act.

The Government of Canada encourages the release of information through informal requests. You may wish to consult International Development Research Centre summaries of completed Access to Information requests.

Please note that each request made to the International Development Research Centre under the Access to Information Act must be accompanied by an application fee of $5.00, cheque or money order, made payable to the International Development Research Centre. 

For additional information about the programs and activities of the International Development Research Centre, please contact: 

Communications 
International Development Research Centre
P.O. Box 8500
Ottawa, Ontario K1G 3H9 

Telephone: 613-236-6163
Facsimile: 613-238-7230