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As a Crown corporation, the NCC is subject to the Access to Information Act, the Privacy Act and the Public Servants Disclosure Protection Act, as well as Government of Canada directives on proactive disclosure. These rules aim to strengthen public sector management by enhancing transparency and oversight of public resources in the federal government.

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Access to information

As a Crown corporation, the NCC is subject to the Access to Information Act, the Privacy Act and the Public Servants Disclosure Protection Act, as well as Government of Canada directives on proactive disclosure. These rules aim to strengthen public sector management by enhancing transparency and oversight of public resources in the federal government.

The Access to Information Act gives Canadian citizens and permanent residents the right to access records held by the federal government.

How to make a request

Online: Using the ATIP online request service is a quick and convenient way to submit a request. Submit a request now.

By mail:

  1. Print and fill out the Access to Information Request Form (Treasury Board) or write a letter:
    • stating that you are making a request under the Access to Information Act
    • describing the records you want to access (be as specific as possible)
    • indicating whether you want photocopies of documents or prefer to view the records
    • providing your name, telephone number and full address
    • including your signature and the date
  2. Enclose the application fee of 5$ (make cheque or money order payable to the National Capital Commission).
  3. Send the complete request (signed form or letter and application fee) to the contact below:

Access to Information and Privacy Coordinator
National Capital Commission
202-40 Elgin Street
Ottawa ON K1P 1C7

Telephone: 613-853-2246
Contact us by email with the form below.

Reading room

In accordance with the Access to Information Act and Privacy Act, the applicant may wish to review material in person at the National Capital Commission’s ATIP Office. The address is:

40 Elgin Street
Ottawa, Ontario K1P 1C7
Telephone: 613-853-2246
Toll free: 1-800-465-1867

Individuals interested in visiting the reading room must phone ahead to make an appointment.

Additional Information

The Government of Canada encourages the release of information through requests outside of the Access to Information and Privacy process.

A list of completed Access to Information requests is available on the Government of Canada website.

Access to personal information

The Privacy Act protects the personal information held by the federal government. It controls how the government collects, uses, stores, discloses and disposes of this information. The Act also gives all Canadian citizens and permanent residents the right to access any personal information about themselves that the federal government may have.

Individuals are entitled to request correction of this personal information, if they believe that there is an error or omission.

Requesting access to personal information

To request access to personal information or a correction of personal information:

Online: Using the ATIP online request service is a quick and convenient way to submit a request. Submit a request now.

By mail:

  • Print and fill out either the Personal Information Request Form or the Record Correction Request Form.
  • You may also write a letter stating clearly that you are requesting information under the Privacy Act or that you are requesting a correction to your personal information held by the NCC.
  • There is no charge to make a requester under the Privacy Act or to requets a correction.
  • Send the form or letter to the Access to Information and Privacy Coordinator.

Open data

Explore and download datasets provided by the National Capital Commission and licensed under the Government of Canada’s Open Government Licence. Discover the range of activities, recreation and features the NCC has to offer in the National Capital Region. Analyze or combine datasets to create your own applications.

Proactive disclosure

The NCC webpage combines: travel and hospitality expenses incurred by the chair of the board of directors, chief executive officer, board members, and senior executives during the past five years. This information will be updated every month.

Disclosure of wrongdoing in the workplace

The Public Servants Disclosure Protection Act seeks to encourage public servants to come forward if they have reason to believe that serious wrongdoing has taken place, and to provide protection against reprisal when they disclose this type of information.

In the event a wrongdoing is found as a result of a disclosure, the Act requires that the organization promptly provide public access to certain information. Specifically, it must describe the wrongdoing, the recommendations made to the chief executive and the corrective action taken by the organization’s chief executive. This page is updated when disclosures are founded.

Quarterly Financial Report

Info Source

Sources of Federal Government and Employee Information

GENERAL INFORMATION

Info Source 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.

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

BACKGROUND

The National Capital Commission (NCC) is a Crown corporation created through the National Capital Act in 1958 to succeed the Federal District Commission (1927-1958) and the Ottawa Improvement Commission (1899-1927). The NCC’s mission is to ensure that Canada’s Capital Region is of national significance and a source of pride for Canadians.

The NCC is governed by a board of directors responsible for: approving corporate plans and budgets; reviewing annual reports and financial statements; advising on issues, policies and strategies; and approving projects, transactions and action plans. The NCC Chairperson heads the Board, speaks on its behalf, and is the formal link between the corporation and the responsible minister, the Minister of Canadian Heritage. The Ombudsman position reports to the Board of Directors.

RESPONSIBILITIES

The National Capital Act of 1958 (as amended in 1988) gave the NCC the mandate to “prepare plans for and assist in the development, conservation and improvement of the National Capital Region (NCR) in order that the nature and character of the seat of the Government of Canada may be in accordance with its national significance.”

The corporation fulfills this role through the following areas of activity: 

  • setting the long-term planning direction for federal lands in Canada’s Capital Region.
  • regulating the use and development of federal lands in Canada’s Capital Region.
  • managing, conserving, and protecting NCC assets (including Gatineau Park, the Greenbelt, urban parks, real property, and other assets such as bridges, pathways, and parkways); and
  • maintaining heritage sites in the National Capital Region, such as the official residences and commemorative sites.

Additional Information

The Government of Canada encourages the release of information through requests outside of the ATIP process. You may wish to consult the National Capital Commission's completed Access to Information (ATI) summaries on the Open Government Website.

The National Capital Commissions 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.

Reading Room

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

Institutional Functions, Programs and Activities

Capital Planning

The National Capital Commission (NCC) guides and coordinates the use of federal lands to ensure that they inspire Canadians, meet the needs of government and reflect the role and significance of the Capital. Through long-term plans, the identification of a National Interest Land Mass (NILM) and review and approval process, the NCC is able to ensure that federal land use in the National Capital Region reflects and respects the significance, natural environment, and heritage of the Capital. The organization also collaborates with federal, provincial and municipal governments on transportation issues.

Long-term planning, design and land use approvals

The NCC Guides the use and physical development of federal lands in the National Capital Region through the ongoing development of a Capital Planning Framework. Through visionary federal land use plans developed in consultation with other planning jurisdictions, federal departments, and agencies, the NCC guides long-term land use, development and management of federal lands. The NCC also consults widely with the Canadian public with a view to ensuring that a shared vision of the Capital is achieved. Lands required for the long-term functioning and experience of the Capital are identified as the NILM to be held in trust as a legacy for future generations of Canadians. The NCC coordinates the development and ensures excellence in design and planning by reviewing and approving proposals for land use changes, designs and land disposals on federal lands in the National Capital Region.

Description: Reviewing and approval process of plans and projects subject to the NCC’s approval authority including projects affecting land use, design and transaction on federal lands or proposed by the federal government in the National Capital Region. Projects of urban planners, architects, and landscape architects that operate in collaboration with heritage, archaeology, and environment specialists and other relevant NCC staff. The Division also has two programs, Heritage, and Archaeology, which advise the NCC and other federal organizations about responsible custodianship and management of heritage and archaeological resources as part of Canada’s legacy.

Document Types: Federal Land Use, Transaction and Design Reviews and Approvals; the interpretation and implementation of NCC or other federal plans, including the Plan for Canada’s Capital, 2017–2067, the Greenbelt Master Plan and the Parliamentary and Judicial Precinct Area Development Plan.

Format: Drawings, Plans, Maps, Electronic Data, Photographs and Oral histories.

Record Number: NCC CP-CP200

Transportation planning

The NCC collaborates and participates in joint studies with federal, provincial, and municipal partners to address interprovincial and urban transportation issues. The NCC also develops strategies and facilitates federal involvement in transportation and transit in the National Capital Region to achieve sustainable mobility objectives which make a positive contribution to the functioning and experience of the Capital. Moreover, by developing a vision and strategies to achieve a harmonized approach to regional transportation, high standards of design, environmental quality and land stewardship, the NCC supports the federal policy framework regarding urban areas and urban transportation.

Description: Information relating to the development of long-range plans for the NCC and other federal lands in the National Capital Region, and the monitoring of and responses to municipal planning and development control activities affecting NCC lands.

Document Types: Plan for Canada’s Capital, 2017–2067; Capital Agenda 21; Gatineau Park, Greenbelt and Urban Lands (in preparation) Master Plans; National Capital Core Area, Leamy Lake and Parkway Sector Plans; Moore Farm, Meech Creek Valley Area Plans; Confederation Heights Node Plan; LeBreton Flats Plan Implementation; Highway 5 extension; Islands Strategic Plan; Sparks Street Mall Revitalization; Ottawa River Integrated Development Plan; National Interest Land Mass (NILM); Capital Design Guidelines.

Format: Drawings, Plans, Maps, Photographs, Oral histories and Electronic Data.

Record Number: NCC CP-CP100

Description: Information relating to the development of transportation plans for the NCC, including the preparation of transportation studies in collaboration with municipal and provincial governments.

Document Types: Strategic Transportation Initiative; Environmental Assessment Study of Future Interprovincial Crossings in the National Capital Region; Interprovincial Transportation Studies; Long-Term Integrated Interprovincial Crossing Plan, Future of Wellington Street, STO Tram GO Feasibility Study, Interprovincial Transit Loop, Parkway Sector Plans; Confederation Boulevard Design Guidelines, Parkways Planning and Design Guidelines, Gatineau Park Transit Shuttle, National Capital Region Sustainable Transportation Plan, Refresh of Sixth Crossing Studies, National Capital Region Origin-Destination Travel Survey, Commercial Vehicle Movement studies, Multi-modal level of service analysis, Transportation Impact Assessment studies, Bike Share feasibility studies.

Format: Drawings, Plans, Maps, Photographs, Oral histories and

Record Number: NCC CP-CP120

Capital Stewardship and Protection

Through Capital Stewardship and Protection, the NCC aims to protect assets of national significance in the National Capital Region and to continue to enhance the Capital for future generations of Canadians. As steward of federal lands and assets in the region, the NCC rehabilitates, manages, develops, maintains and safeguards the Capital’s most treasured cultural, natural and heritage assets while ensuring safe, respectful and appropriate public access is maintained. The NCC also promotes and regulates public activities on federal lands and conserves natural resources through sound environmental management. Through its involvement in land development projects, its acquisition of national interest properties and its disposal of surplus properties, the NCC is further able to ensure that its vision for the Capital is reflected in the National Capital Region.

To assess whether the Capital Stewardship and Protection program is successful at protecting Capital assets for current and future generations of Canadians, the NCC monitors whether built Capital assets are accessible, safe, rehabilitated and maintained. The NCC also tracks whether the historical uniqueness of Capital heritage assets is being preserved and whether key natural areas are being safeguarded.

Land and Property Stewardship

Through Land and Property Stewardship activities, the NCC works toward ensuring that its extensive portfolio of assets (including land, property, and civil assets such as bridges and pathways) is managed, maintained, rehabilitated, and protected while adhering to principles of sustainability. Design, rehabilitation, and land development activities contribute to the ongoing preservation and improvement of parks, parkways, recreational facilities, monuments and other built heritage including rental properties. The NCC leases properties to finance their restoration, life cycle management and protection and to ensure that commercial properties in the NCC’s rental portfolio reflect the character of and vision for the National Capital Region. Moreover, the NCC ensures that the grounds of high-profile federal sites in the core area (e.g. Parliament Hill and the Supreme Court of Canada) are maintained. In addition to ensuring the optimization of the use of its existing assets, the NCC also acquires and disposes of lands in accordance with its long-term plans and vision for the Capital. The NCC also makes payments in lieu of (property) taxes on its portfolio of program lands and properties.

Description: Information relating to the management of agreements at the NCC, including the administration of the agreements system. This database may contain the name, address, telephone and fax numbers and email addresses of people who have requested or concluded an agreement with the National Capital Commission (NCC). The agreements maintained by the NCC are organized under the following categories: acquisition, disposal, easement, lease, licence of occupation, land management, land access permits, special event permits, wedding ceremony permit, broadcasting and public sector goods and services, purchase of advertising, borrowing of personal or movable property, volunteer services, sponsorship, concession and licence not-involving real property, sale of souvenirs, receipt of contribution or donation, grant or contribution by the NCC, donation by NCC, joint initiative, collaboration, and federal approvals.

Document types: Reports and agreements.

Record Number: NCC REMDC-A717

Description: Information relating to the provision of Design and Construction management, architectural, engineering, landscape architecture and life cycle inspection/management services to create, rehabilitate, and preserve NCC's real and heritage assets, landmarks, natural features, infrastructure, and industrial, private, and commercial buildings. These include assets such as: bridges; parkways; roadways; capital parks; commemorations; interpretive media; recreational pathway system; Urban Lands; Greenbelt and Gatineau Park assets; Confederation Boulevard and Official Residences.

Document Types: Project Management documents; Analysis; Project files including drawings, status report, project approvals and visual materials.

Format: Microform, Maps, Plans, Drawings, Electronic Data.

Record Number: NCC REMDC-DC100

Description: Information relating to the provision of Industrial Design and Environmental Graphics services in support of assets and NCC public programs and events. Activities include Signage, Interpretive Media, Environmental Graphics, Exhibit Design and Corporate Identity; design, fabrication, installation, and life-cycle refurbishment.

Note: Formerly listed under Capital Experience

Document Types: Design Records; Site Assessments; Minutes and Approvals.

Record Number: NCC REMDC-RD200

Description: Information relating to the management of parks, green and natural assets; the management of pathways and parkways that provide visitors with access to the Capital; documents pertaining to the management of core recreational facilities, programs and services that provide visitors with a positive experience of the Capital, the provision of maintenance and lifecycle operations, including the floral program and commemorations.

Document Types: Strategic Plans; Master Plans; Agreements; Maintenance Service Contracts and Land Access Permits.

Format: Maps; Plans and Drawings.

Record Number: NCC CLP-ULT100

Description: Documentation regarding the management of payments in lieu of taxes to municipalities and school boards in accordance with the National Capital Act, the Payments in Lieu of Taxes Act and the Crown Corporation Payments Regulations.

Document Types: Property Assessments Notices; Municipal and School Board's Tax Bills; Correspondence with taxation authorities and assessment authorities; Reports; Policies and Procedures.

Record Number: NCC PILT-RD610

Description: Information relating to the development of the NCC's real assets; the management of private sector joint projects to generate revenue and produce Capital programming; provision of planning advice regarding municipal and regional official Plans and zoning; the application of appropriate official Plan and zoning designations for the NCC's real assets; provision of urban design plans and strategies and, the implementation of the Core Area initiatives.

Document Types: Development Agreements; Drawings; Plans; Design Documents; Acquisitions; Disposals and Exchanges.

Format: Electronic Data; Maps; Plans and Drawings.

Record Number: NCC REMDC-RD100

Description: Information relating to the overall management of the NCC's rental properties (i.e. commercial, residential, agricultural, recreational, institutional and land leases) with ongoing support and assistance from third party Service Providers hired by the NCC to manage leased properties and the provision of property management, asset management, marketing and leasing of its assigned portfolio.

Document Types: Leases; Project Plans; Work Plans and Approvals; Project presentations and briefings; Financial reporting and information and correspondence with tenants.

Format: Legal Agreements; Various Financial Reports, Life Cycle Management System; Electronic Data; Maps; Plans; Drawings, Oral histories, and Microform.

Record Number: NCC REMDC-RD500

Description: This bank, which may be managed by external property management and leasing services companies on behalf of the NCC, may contain the names of former and present tenants, the former address of a tenant, employment background, annual earnings and number of children. The files contain basic personal information on past owners or tenants of the property and all information pertaining to the leasing of the property, rental charges, payments, collection and credit reports and related correspondence. These records may contain the results of credit investigations of the tenants which were conducted to determine financial capability to rent/lease the property. Applications to rent NCC properties are placed on the appropriate property file. The documents are filed by property ID numbers, and they include alphabetic references.

Class of Individuals: General public.

Purpose: The purpose of this bank is to maintain an inventory of all National Capital Commission tenants and applicants for tenancy and to maintain a record of information relating to the management of NCC properties.

Consistent Uses: It is used to identify past, present, and prospective tenants of Commission properties. Some information may be disclosed for the purpose of collecting debts owed by tenants as a result of their tenancy. It is also used to assist in the administration of properties acquired on behalf of the federal government. Some information may be disclosed to municipalities in which the properties are located for tax assessments and administration of the payments-in-lieu of taxes program and for water service.

Retention and Disposal Standards: Records on individuals are retained for two years after property is vacated. Collection records are retained for six fiscal years after accounts are settled and then destroyed.

RDA Number: 2015/031

Related Record Number: NCC REMDC-RD500

TBS Registration: 003020

Bank Number: NCC PPU 051

Description: Information relating to negotiation and completion of property transactions for the acquisition, disposal, expropriations or exchange of properties, and the granting of easements and licences of occupation, and encroachments, in order to generate revenue.

Document Types: Property Appraisals; Acquisition, Disposal and Divestiture Approvals; Plans; Drawings; Visual Materials; Easement and Licence of Occupation Agreements.

Format: Maps; Plans; Drawings; Photographs; Electronic Data, Oral histories and Microform.

Record Number: NCC REMDC-RD600

Description: The files contain general correspondence, appraisal reports, description of property and basic personal data on the owner such as name, address, and phone number. Also included is the final disposition of the case in the form of an option and copies of minutes of the NCC Advisory Committee and decision-making Committees. The records are organized by property parcel number with an alphabetical cross-reference system. Information is maintained in the form of paper records and digital or within the Integrated Asset Management Information System (IAMIS).

Class of Individuals: General public.

Purpose: The purpose of this bank is to record the negotiations leading to property transactions and open transactions that did not occur.

Consistent Uses: It is used to assist in the administration of policies on the acquisition and expropriation of properties in the National Capital Region on behalf of the federal government.

Retention and Disposal Standards: Records are retained on-site two years and off-site for 8 years and then destroyed.

RDA Number: 2015/031

Related Record Number: NCC REMDC-RD600

TBS Registration: 000808

Bank Number: NCC PPU 045

Environmental Protections and Conservation

Protecting and conserving NCC lands and natural heritage builds on the NCCs longstanding tradition of good environmental stewardship. Environmental assessment, monitoring and decontamination ensure that projects and activities can be undertaken on NCC lands without risk to the environment. The NCC participates in the Federal Contaminated Sites Action Plan to secure funding for site assessment and decontamination of sites. In addition, conservation officers ensure that the use of NCC natural areas by residents and visitors respects the need to protect wildlife, including species at risk. A comprehensive and long-term natural resource management program is in place to increase scientific understanding and better conserve the NCC’s lands and its many valued ecosystems in Gatineau Park and the Greenbelt.

Description: Information relating to the conservation and protection of NCC natural areas, including the management of natural resources; emergency response services; enforcement of NCC and federal regulations; and surveillance of NCC properties for public safety and asset protection.

Document Types: Studies on ecosystems; invasive species; annual report on environmental strategy; occurrences reports; summary reports; infractions and communications with other government departments and institutions.

Format: Maps; Plans; Drawings; Slides and Photographs.

Record Number: NCC CLP-A800

Description: This bank describes information collected in the administration and management of the 24-Hour Emergency Communication Service (24 HECS). It contains the details of all electronic communications, telephone and radio calls received by the 24 HECS, including the reporting of: emergency situations, non-life-threatening safety hazards, observances of illegal behaviour, an injured or dead animal and maintenance issues. The personal information collected may include the name, address and phone numbers of the caller, along with the nature of the emergency situation.

The 24 HECS manual provides procedures and contact information in the event of an emergency. Personal information within the manual may include home phone numbers and addresses of NCC employees and third-party contractors.

Note: The contractor may choose to record the information as per their operational requirements.

Class of Individuals: NCC employees, third party contractors, and members of the general public.

Purpose: The detailed information collected is used to monitor the types of emergencies occurring on NCC lands; communicate with emergency services, mainly within the National Capital Region; and to follow-up or resolve certain situations after they have occurred. The purpose of the information, in the manual, described in this bank is also to ensure that the individuals answering the 24 HECS line are equipped with up-to-date contact information when responding to an emergency.

Consistent Uses: This information may be used by the NCC to assist with the monitoring, management and follow-up of emergency situations occurring on NCC lands.

Retention and Disposal Standards: Personal Information of employees and contractors is removed from the manual upon leaving the 24-Hour Employee Communication Service. Files relating to the 24-Hour Employee Communication Service are retained for five years after the last administrative action and then destroyed.

RDA Number: 2015/031.

Related Record Number: NCC CLP-A800

TBS Registration: 20110513

Bank Number: NCC PPU 024

Description: This bank identifies violators and may contain a description of the incident, the material seized, identification of witnessing officer and any relevant details. The Information is collected pursuant to section 10 of the National Capital Act. Personal Information collected may include name, address, telephone number, and the license plates of violators.

Class of Individuals: General public.

Purpose: The purpose of this bank is to record particulars of the violation of laws and regulations applicable to NCC land and properties.

Consistent Uses: This bank is used to facilitate the administration of justice within Commission-owned land and properties. Information may be shared with the Ontario Ministry of Transportation, Police of Jurisdiction and with legal services.

Retention and Disposal Standards: Files are retained for five years after the last administrative action and then destroyed.

RDA Number: 2015/031

Related Record Number: NCC CLP-A800

TBS Registration: 003018

Bank Number: NCC PPU 060

Description: Information relating to assessments of the potential environmental impact of NCC activities and initiatives involving NCC or federal lands and assets. As well as information relating to the NCC's compliance with relevant environmental laws, regulations, policies and standards federal environmental targets, standards and commitments and to the provision of opportunities and knowledge to NCC employees to ensure programs and activities are environmentally-sound.

Document Types: Environmental assessments reports and evaluations on projects; Site assessments and decontamination reports and studies; Ecosystems studies, assessment, and action plans; Management of Invasive species; and Geese and wildlife management.

Format: Maps; Plans; Drawings; Slides and Photographs.

Record Number: NCC ENV-CP220

Official Residences

The official residences include some of the oldest and most valuable heritage architecture in the National Capital. The NCC, as steward of the six official residences in the National Capital Region, ensures that the residences are furnished, maintained and rehabilitated to safeguard their historical character and to provide safe and appropriate accommodations for Canada’s official leaders. These inspiring properties and grounds must also be maintained to conduct important state events and ceremonies. Activities include maintenance of grounds, floral and design services, greenhouse operations, horticultural expertise, design and implementation of interior décor, renewal projects and selection of furniture and artifacts for the Crown collection. The long-term rehabilitation plans are carried out according to the funding allocated by the government, with an emphasis on health and safety issues as well as the preservation of the National Capital Region’s symbolic national heritage assets.

Description: Information relating to the management of the Official Residences' portfolio; the provision of property management, interior design, ceremonial support, greenhouse and grounds maintenance operations services for Canada's six Official Residences within the National Capital Region (Rideau Hall, Stornoway, 24 Sussex, Harrington Lake, Kingsmere (the Farm) and 7 Rideau Gate).

Document Types: Inventories; Research Reports; Planning Documents and Procedures.

Format: Maps; Plans; Drawings; Photographs; Slides; Electronic Data.

Record Number: NCC OR-OR100

Outdoor experience

The objective of Outdoor Experience is to encourage Canadians to immerse themselves in, understand and enjoy the Capital’s distinctive natural setting and man-made features and appreciate their significance. The NCC provides visitors and residents of the National Capital Region with access to its parks (including Gatineau Park), green spaces, recreational venues such as the Rideau Canal Skateway, the Capital pathway network, beaches, trails and camping sites, and the Greenbelt. In addition to these venues, programs such as NCC Weekend Bikedays, Fall Rhapsody, as well as a variety of outdoor summer and winter activities allow Canadians to experience the Capital in an active manner and to appreciate the national significance of its natural assets.

Description: Information relating to services provided in support of NCR events, including liaison with major event stakeholders and the maintenance and safeguarding of NCC properties and assets.

Note: Formerly listed under Capital Experience

Document types: Plans; agreements; permits; meeting minutes and agenda.

Record Number: NCC CLP-ULT120


Description: Information relating to interpretation services offered within Gatineau Park, including the management and cultural interpretation of Mackenzie King Estate; nature interpretation along the many pathways, parkways and green space within the boundaries of Gatineau Park; permanent and seasonal exhibits offered at the Visitor Centre in Chelsea.

Note: Formerly listed under Capital Experience

Document types: Interpretation plans; Strategic plans; Gatineau Park master plan; Pamphlets; Reports; Statistics.

Format: Photographs; Maps; Plans; Drawings.

Record Number: NCC CLP-GP200

Description: Information relating to interpretation services offered within the area identified as the Greenbelt, including forestry interpretation and interpretative exhibits on geology and natural history.

Note: Formerly listed under Capital Experience

Document Types: Greenbelt master plan; Strategic planning documents; Reports; Statistics; Minutes; Agenda.

Format: Photographs; Maps; Plans; Drawings.

Record Number: NCC CLP-GB200

Description: Information relating to the management of recreational activities and programs associated with the provision of services and facilities for year-round public enjoyment in Gatineau Park and the Greenbelt.

Note: replaces Environmental and Natural Resources

Document Types: Planning documents; Statement of requirements; Agreements; Reports; Statistics; Concessions; Trail and Recreational facilities management.

Format: Drawings; Maps

Record Number: NCC CLP-GP100

Description: The personal information bank contains information about people who camped in Gatineau Park. Details may include contact information (name, telephone number, email address, language preference and postal address) and the price paid for the product purchased. Only the last four digits of the credit card used are retained. Neither the contractor nor the third party retains or has access to the credit card information.

Note: This bank is managed by the contractor on a day-to-day basis.

Class of Individuals: General public

Purpose: The purpose of this bank is to control the allocation of campsites as well as ready-to-camp units and to maintain a record of revenue. Personal information is collected according to section 10(2)(c) and 10(2)(f) of the National Capital Act.

Consistent Uses: This information is also used to maintain mailing lists for future reservations, client services, revenue accountability, program review and future planning.

Note: Clients will have the option of remaining on the mailing list or not by checking a box at the time of reservation or later.

Retention and Disposal Standards: Personal customer information is retained for the duration of our contract with a client (in this instance, the NCC). Personal customer information will not be readily available to customers online, but we retain it for queries and report requests. Financial data, other than the last four digits of the credit card and the cardholder’s name, are kept for only the duration of the transaction, then expunged.

RDA Number: 2015/031

Related Record Number: NCC CLP-GP100

TBS Registration: 002197

Bank Number: NCC PPU 065

Description: This bank contains the names, addresses, telephone numbers, e-mail addresses, years of services related to volunteering and basic personal information such as age, emergency contact (name, phone number), possibly first aid certification and possibly security clearance, and personal preferences of volunteers who have offered to assist in various capacities for NCC projects and events.

Class of Individuals: General public.

Purpose: The purpose of this data base is to maintain a record of volunteers, their participation in events and their preferences for volunteer activities.

Consistent Uses: This data base is used to select volunteers for suitable placement in support of NCC projects and events. The data base also may represent a mailing list which could be used to contact volunteers about other NCC activities.

Retention and Disposal Standards: The volunteer files are kept for two years after they leave the NCC. Thereafter, they are archived for one year and then deleted.

RDA Number: 2015/031

Related Record Number: NCC CLP-GP100

TBS Registration: 002196

Bank Number: NCC PPU 070

Description: The personal information bank contains information about individuals who have purchased a winter season pass to access ski, snowshoe and snow bike trails in Gatineau Park or a permit for paid parking lots in Gatineau Park and Leamy Lake Park. Details may include contact information (name, telephone number, email address, language preference, postal address, date of birth, vehicle information and photo) and the price paid for the product purchased. Neither the contractor nor the third party retains or has access to the credit card information.

Note: This data is managed by the contractor on a day-to-day basis.

Class of Individuals: General public

Purpose: The personal information is used to administer a user-fee program for passes in Gatineau Park and Leamy Lake Park as well as to maintain a record of revenue. Personal information is collected according to section 10(2)(c) and 10(2)(f) of the National Capital Act.

Consistent Uses: The information may be used or disclosed for the following purposes: to maintain a mailing list of individuals who have purchased passes, to replace lost or stolen season passes, client services, revenue accountability, program review, future planning, and focused promotional opportunities.

Retention and Disposal Standards: 10 years

RDA Number: 2015/031

Related Record Number: NCC CLP-GP100, NCC PACM-M700

TBS Registration: 003730

Bank Number: NCC PPU 062

Public, Legal and Corporate Affairs

Public, Legal and Corporate Affairs is responsible for providing corporate-wide professional services in the areas of legal services, strategic planning, public affairs, strategic communications, media relations, marketing and partnerships as well as access to information and privacy. The Branch is also responsible for all public engagement for the NCC, therefore, must ensure that the public’s views and interests are considered and are an integral part of the decision-making process at the NCC.

Description: Information to support the delivery of promotion of public programs which contribute to a better understanding and appreciation of the national significance of the Capital, its institutions, and attractions.

Document Types: Maps; Signs; Studies; Design Records.

Format: Electronic Data.

Record Number: NCC CE-M400

Description: Information relating to the development and implementation of high-quality client services and public engagement activities, including the incorporation of the public's views and interests into the decision-making process at the NCC. These include records relating to the public consultations processes; community relations programs; the management of public requests and complaints, including coordination with the Ombudsman office.

Note: Formerly listed under Capital Experience.

Document Types: Public Consultation Reports; Communications tools and documents provided to the public for those consultations; Annual Public Meetings agendas and minutes; correspondence to and from the public regarding requests and complaints.

Format: Electronic Data.

Record Number: NCC PACM-A650

Description: This bank describes information about complaints submitted to the National Capital Commission (NCC) Ombudsman. Personal information may include name, contact information, language, signature, views, and opinions of, or about, individuals, nature of complaint; identification number, and information about NCC representatives named in the complaint, which may include name; title; and details of the complaint.

Class of Individuals: General public and authorized representatives who submit a complaint to the National Capital Commission's Ombudsman regarding issues related to any aspect of programs and services offered by the NCC or NCC representatives.

Purpose: Personal information is used to process complaints; facilitate resolution of disputes; initiate investigations; identify emerging and systemic issues related to NCC programs and services; document findings; and to provide non-binding recommendations. Personal information is collected under the authority of the National Capital Act.

Consistent Uses: To resolving complaints, information may be shared with NCC representatives responsible for the subject matter involved. At the conclusion of the review, information will be disclosed to the complainant, the NCC Board of Directors, the NCC Chief Executive Officer and the responsible Vice-President. Information, in an anonymous format, may also be used for research and statistical purposes in the annual report on the activities of the NCC Ombudsman office.

Retention and Disposal Standards: Under Development

RDA Number: 2015/031

Related Record Number: NCC PACM-A650

TBS Registration: 20100557

Bank Number: NCC PPU 079

Description: This bank may contain incident and/or accident reports, police reports, witness reports, estimates, amounts paid or received, releases and related particulars. Personal information may include name, address, telephone number, medical and financial information, and names and addresses of witnesses.

Class of Individuals: General Public, Insurance Companies and Other Government Agencies.

Purpose: The purpose of this bank is to maintain records of cycling, vehicular and other accidents and/or incidents resulting in claims in favour of and against the Crown. Personal Information is collected under the authority of the National Capital Act.

Consistent Uses: This information is used to determine liability and to negotiate settlements. Personal information may be shared or received from insurance companies, medical professionals, police departments, and other government agencies.

Retention and Disposal Standards: Records are retained for six fiscal years after settlement of claims and then destroyed.

RDA Number: 2015/031

Related Record Number: NCC PACM-A650

TBS Registration: 000802

Bank Number: NCC PPU 015

Description: Information relating to partnerships with corporate, private and public sector groups who are interested in supporting NCC programs, services, assets or infrastructures that would generate a return on their investment and in-turn provide NCC monetary and in-kind benefits. Information related to engagement with indigenous community members on NCC programs, projects and initiatives relating to reconciliation and the Duty to consults and accommodate indigenous groups. NCC programs, services, assets or infrastructures include Gatineau Park, Greenbelt, Rideau Canal Skate way, Recreational Pathways, Capital Parkways and Sunday Bike days.

Note: Formerly listed under Capital Experience

Document Types: Evaluation Reports; Agreements and Solicitation Material.

Format: Photographs, Maps

Record Number: NCC PACM-M700

Description: Information relating to the National Capital as being an inspiring reflection of the people, values and achievements that define this country and continue to drive it forward and ultimately stimulate their interest in experiencing the Capital physically, via broadcast or virtually. Marketing activities include: Developing Marketing and Communications Plans, Deploying Capital Branding Strategy, Event and Program Promotion; Advertising campaigns on multi-media platforms such as Web, social media, print, tv, billboards etc.; Publication and Writing / Editing / Translation; Graphic Design; Photography, Video Production Coordination; Distribution Services and Database Management and Marketing, Protecting trademarks of the NCC and its logo and ensuring proper utilization.

Document Types: Design Records; Publications; Posters; Stock and Production footage and Marketing Plans; Statements of Requirement; Project Briefs; Media Plans; and Creative Briefs.

Format: Electronic Data; Photographs; Videos.

Record Number: NCC PACM-NP700

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.

Acquisitions 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.

Communications Services

Communications services involve activities undertaken to ensure that the National Capital Commission 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 NCC 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 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 advised, and financial systems.

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/or plans.

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.

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.

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 or plans.

Material Services

Material services involve activities undertaken to ensure that material can be managed by departments in a sustainable and financially responsible manner that 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 with any of the internal services categories.

Classes of Personal Information

The National Capital Commission as a whole is involved in activities which tend to generate public response in one form or another. As a result, personal information may be accumulated which is not contained in specific NCC banks listed in this index.

Such personal information may consist of compliments, complaints, suggestions, opinions, proposals, agreements, permits and permissions and may include name, address, telephone number and, in some cases, marital status, age and employment.

This personal information is stored throughout the general subject files and is not normally retrievable by the name of an individual or other personal identifier. It can be located only if specific and sufficient details are provided concerning the event or activity of interest such as: acquisition, development, management, and disposal of properties; planning, construction, maintenance and operation of roads, bridges, parks, pathways and other works; joint projects with municipalities; construction and operation of concessions; grants and subsidies, historical sites and buildings; plans for federal elements in the National Capital Region; public, cultural and recreational activities; tours and services for visitors; promotion of national understanding and awareness of the national capital of Canada; violation of laws and regulations.

The personal information contained in these subject files is retained for the same period as the related subject information and is disposed of according to the appropriate subject records schedules.

Manuals

  • Emergency Manual for Information Officers
  • Training Manual for Contact Centre Information Officers
  • Training Manual for Contact Centre Supervisor
  • Volunteer Management Standards and Procedures Manual (Guidebook for NCC staff)

Documents

Legislative Reports

The NCC is required to provide annual updates on the actions it is taking to comply with specific laws and acts. Below is a list of these annual reports.

Documents

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