Info Source

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 (current and former) of the government with relevant information to access their own personal information held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.

The Introduction to Info Source: Sources of Federal Government and Employee Information and 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 Treasury Board (as the designated minister) for the government-wide administration of the legislation.

Institution history

Read about the history of Passport Canada.

How Passport Canada reports to Parliament

Passport Canada reports to Parliament through the Minister of Foreign Affairs and derives its mandate from the Canadian Passport Order.

Institution's mandate

Passport Canada was established in 1990 as a special operating agency responsible for the issuing, revoking, withholding, recovery and use of Canadian passports. The organization reports to Parliament through the Minister of Foreign Affairs and derives its mandate from the Canadian Passport Order. The organization provides guidance to missions issuing passports abroad and supervises all matters relating to Canadian travel documents.

Institutional functions, programs and activities

Passport services

Passport Canada is a special operating agency that focuses on the management and delivery of passport services. It is responsible for the issuance, revocation, refusal, recovery and use of Canadian passports. Although Passport Canada is a special operating agency, the head of the institution as defined under the Access to Information Act and the Privacy Act is the Minister for Foreign Affairs.

Operations

The Operations Bureau, with staff in 34 regional offices, two call centres, and two print centres, is responsible for service delivery and the passport issuance process, including application acceptance, entitlement determination, quality control, printing, and passport delivery. Passport Canada print centres also print and deliver passports to Canadian citizens worldwide through 236 DFAIT points of service. In addition, the Operations Bureau processes official passports as well as certificates of identity and refugee travel documents.

Security

The Security Bureau ensures the integrity of Canadian travel documents and the related entitlement and issuance processes. This is achieved through the provision of strategic guidance on entitlement and issuance policies and expert advice on complex entitlement decisions, and investigations of suspected fraudulent activity, collection and sharing of information on lost or stolen passports, and development of domestic and international intelligence networks.

Enterprise Alignment and Innovation

The Enterprise Alignment and Innovation Bureau acts as an office of strategy management. In support of the Chief Executive Officer (CEO) and the Executive Committee, it leads and facilitates the establishment of the organization's strategic direction, determines the portfolio of corporate initiatives, develops the corporate risk profile and program performance framework, oversees corporate reporting obligations, and associated strategic management practices.

Issuance of passports

Description

Records include information on the issuance of passports to Canadian citizens in Canada and abroad and on the issuance of certificates of identity and United Nations Convention refugee travel documents, as appropriate, to non-Canadians who reside in Canada or are in Canada under the authorization of a minister's permit.

Document Types

policy and plans, reports and statistics, treaties and agreements, legislation and regulations, memoranda, correspondence, surveys, studies, information activities, public relations, legal affairs and services, documentary evidence of citizenship, visas, travel, fee collection and control, passport accountability, application forms, entitlement, and issuance, urgent passports, certificates of identity, control lists, lost or stolen passports, refusal of service and revocations, fraud reports, security precautions.

Record number: PPTC PPD 001
Notes: Formerly Record Number DFAIT PTC 834

Certificates of Identity and Refugee Travel Documents

Description

This bank describes information related to the processing and verification of applications for certificates of identity and refugee travel documents. Personal information may include name, current and previous contact information, biographical information, biometric information (including facial recognition alphanumeric photo identifier), citizenship/immigration status, credit card information, date and place of birth, date and place of death, education history, gender, language, financial information (including any immigration loan), recent travel, other identification numbers, e.g. on document to support identification and immigration status, views and opinions of or about individuals, photos, physical attributes, and signature.

Class of individuals

Non-Canadian citizens requesting the issuance of a certificate of identity or refugee travel document; Canadian citizens who have made an application for any type of travel document in Canada or abroad; permanent residents of Canada who are not yet Canadian citizens and who are stateless or who are unable to obtain a passport of their nationality and who have made an application for a certificate of identity; persons with protected person status in Canada, including Convention refugees; persons in need of protection who have made an application for a refugee travel document; individuals who act as guarantors, references; emergency contacts; photographers; and parents/guardians (for minors).

Purpose

Personal information is used to determine the applicant's current and ongoing entitlement to certificate of identity and travel documentation, to administer the services and to provide information to the Consular Affairs Bureau in the event that the applicant requires assistance while travelling abroad. Personal information is collected pursuant to the Canadian Passport Order (SI/81-86).

Consistent uses

Passport Canada uses facial recognition technology to convert the applicant's photo into a biometric template and to compare it to information contained in the facial recognition database. Passport Canada may use the services of third parties for the purposes of transmittal of applications, to receive travel document applications submitted in person, and to process the return of incomplete travel document applications. Information may be disclosed to other governments, police forces, an international organization of states, or an international organization established by the governments of states, e.g. Interpol, for the purpose of administering or enforcing any law or carrying out a lawful investigation (including for vital statistics purposes). Information may also be shared with the Royal Canadian Mounted Police, Citizenship and Immigration Canada, e.g. to verify immigration loans, Canadian Security Intelligence Service, Canada Border Services Agency, and may be shared with/described in Standard Personal Information Bank (PIB), Disclosure to Investigative Bodies, PSU 913. Information may also be shared with consular offices to provide consular assistance to Canadians abroad (refer to institution-specific Personal Information Bank DFAIT PPU 010). In the case where an offender or parolee is granted permission to travel, selected information may be received from the Parole Board of Canada (see institution-specific PIB Conditional Release Decisions (Parole), PBC PPU 005) to allow Passport Canada to issue a limited validity passport. Passport Canada may also share selected passport information with the Parole Board of Canada (Conditional Release Decisions (Parole), PBC PPU 005) where in the case of an emergency, e.g. the offender or parolee went missing, the Parole Board of Canada would require information regarding the passport of the offender or parolee. Information may be used or disclosed for the following purposes: evaluation, reporting, and verification.

Retention and Disposal Standards

Electronic passport applications and all documentation will be retained until the bearer has reached 100 years of age. When the applicant holds a valid Canadian passport that will not expire until the bearer exceeds his/her 100th birthday, the passport application and all documentation will be retained for one additional period that is equivalent to the validity of the passport issued. Microfilmed passport applications and all documentation will be retained for 75 years.

Retention Disposal Authority (RDA) Number: 94/018
Related class of record number: PPTC PPD 001
Treasury Board of Canada Secretariat (TBS) registration: 000346
Bank number: PPTC PPD 101
Note: Former PIB number DFAIT PPU 025

Regular and Official Travel Passports

Description

This bank describes information related to the processing and verification of applications for regular and official travel passports. Personal information may include name (current and previous), contact information, biographical information, financial information (for payment), biometric information (including facial recognition alphanumeric photo identifier), citizenship status, credit card information, date and place of birth, date and place of death, travel information, education history, gender, language, other identification numbers, e.g. on proof of identification documents, photos, physical attributes, and signature.

Class of individuals

Canadian citizens applying for passports; individuals who are guarantors or personal references; family members; emergency contacts; parents or guardians (for minors); and photographers.

Purpose

Personal information is used to determine an applicant's current and ongoing entitlement to a Canadian passport, to administer passport services, and to provide information to the Consular Affairs Bureau in the event that the applicant requires assistance while travelling abroad. Personal information is collected pursuant to the Canadian Passport Order (SI/81-86).

Consistent Uses

Passport Canada uses facial recognition technology to convert an applicant's photo into a biometric template and to compare it to the Passport Canada facial recognition database. Passport Canada may use the services of third parties to receive passport applications submitted in person. Information may be disclosed to other governments, police forces, an international organization of states, or an international organization established by the governments of states, e.g. Interpol, for the purpose of administering or enforcing any law or carrying out a lawful investigation (including for vital statistics purposes). Information may also be shared with the Royal Canadian Mounted Police, Citizenship and Immigration Canada, Canadian Security Intelligence Service, Canada Border Services Agency and may also be shared with/described in Standard Personal Information Bank (PIB) Disclosure to Investigative Bodies, PSU 913. Information may also be shared with consular offices to provide consular assistance to Canadians abroad (refer to institution-specific PIB Consular Affairs-Assistance to Canadians, DFAIT PPU 010). In the case where an offender or parolee is granted permission to travel, selected information may be received from the Parole Board of Canada (see institution-specific PIB Conditional Release Decisions (Parole), PBC PPU 005) to allow Passport Canada to issue a limited validity passport. Passport Canada may also share selected passport information with the Parole Board of Canada (Conditional Release Decisions (Parole), PBC PPU 005) where in the case of an emergency, e.g. the offender or parolee went missing, the Parole Board of Canada would require information regarding the passport of the offender or parolee. Official passports may be sent to different foreign embassies/high commissions to obtain official visas. Information may also be used or disclosed for evaluation and reporting, and verification purposes.

Retention and Disposal Standards

Electronic passport applications and all documentation will be retained until the bearer has reached 100 years of age. When the applicant holds a valid Canadian passport that will not expire until the bearer exceeds his/her 100th birthday, the passport application and all documentation will be retained for one additional period that is equivalent to the validity of the passport issued. Microfilmed passport applications and all documentation will be retained for 75 years.

Retention Disposal Authority (RDA) Number: 94/018
Related Class of Record Number: PPTC PPD 001
Treasury Board of Canada Secretariat (TBS) Registration: 000347
Bank Number: PPTC PPD 102
Note: Former PIB number DFAIT PPU 030

Internal services

Internal Services are groups of related activities and resources that are administered to support the needs of programs and other corporate obligations of an organization. These groups are: Management and Oversight Services, Communications Services, Legal Services, Human Resources Management Services, Financial Management Services, Information Management Services, Information Technology Services, Real Property Services, Materiel Services, Acquisition Services, and Travel and Other Administrative Services. Internal Services include only those activities and resources that apply across an organization and not to those provided specifically to a program.

Acquisitions

Acquisition services involve activities undertaken to acquire a good or service to fulfill a properly completed request (including a complete and accurate definition of requirements and certification that funds are available) until entering into or amending a contract.

Communications

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.

Financial Management

Financial Management Services involve activities undertaken to ensure the prudent use of public resources, including planning, budgeting, accounting, reporting, control and oversight, analysis, decision support and advice, and financial systems.

Human Resources Management

Human Resources Management Services involve activities undertaken for determining strategic direction, allocating resources among services and processes, as well as activities relating to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies, and/or plans.

Information Management

Information Management Services involve activities undertaken to achieve efficient and effective information management to support program and service delivery, foster informed decision making, facilitate accountability, transparency, and collaboration, and, preserve and ensure access to information and records for the benefit of present and future generations.

Information Technology

Information Technology Services involve activities undertaken to achieve efficient and effective use of information technology to support government priorities and program delivery, to increase productivity, and to enhance services to the public.

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.

Management and Oversight Services

Management and Oversight Services involve activities undertaken for determining strategic direction and allocating resources among services and processes, as well as those activities related to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies, and/or plans.

Real Property

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

Travel and Other Administrative Services

Travel and Other Administrative Services include government of Canada (GC) travel services, as well as those other internal services that do not smoothly fit within any of the internal services categories.

Classes of Personal Information

Personal information in this class relates to routine correspondence received in the course of Passport Canada activities such as requests for general information and unsolicited correspondence not relating to an active file. The personal information normally includes the name and contact information of the enquirer. This information is not retrievable by personal name or other personal identifier and is generally not used for administrative purposes. Such information is stored as part of the general subject files and the retention period for these classes of information is controlled by the record schedules of the general subject files in which they are stored.

Manuals

  • Authentication tools
  • Documentary Evidence of Citizenship book (DECB)
  • Operations Knowledge Centre
  • Passport Official Abroad – Manuals
  • Passport Policy Manual
  • ATIP Procedure Manual

Additional information

Please visit the Access to Information and Privacy page for information on how to submit an Access to Information Act or Privacy Act request.