Sources of the Federal Government and Employee Information — The Seaway International Bridge Corporation, Ltd.
Table of Contents
General Information
Background
The Seaway International Bridge Corporation, Ltd. (the Joint Venture) is an agent of The Federal Bridge Corporation, Ltd. and its U.S. counterpart, the Saint Lawrence Seaway Development Corporation. The purpose of the Joint Venture is to operate and manage the international toll bridge system between Cornwall, Ontario and Rooseveltown, New York, based on a September 1957 joint venture agreement.
The crossing consists of two bridges and an interconnecting roadway located on Cornwall Island, in the St. Lawrence River. The crossing accommodates single lane traffic in both north and south directions.
The Federal Bridge Corporation Ltd. and the St. Lawrence Seaway Development Corporation are the owners of the bridges and roadway.
The Corporation obtains the majority of its funds from bridge tolls, and a nominal amount from leases and licenses as well as interest earned on short-term investments.
The Corporation’s objectives are to: Operate and maintain an international toll bridge system; ensure the safe and efficient movement of vehicle traffic and the protection of the environment; and return annual financial surpluses to the Seaway entities.
Responsibilities
The head office, located in Cornwall, Ontario, operates and manages an international toll bridge system between Cornwall, Ontario, and Rooseveltown, New York, on behalf of the owners – The Federal Bridge Corporation Ltd. of Canada and the United States Saint Lawrence Seaway Development Corporation.
Institutional Functions, Programs, and Activities
The President, appointed by the Federal Bridge Corporation and 7 other Directors, all appointed by the Federal Bridge Corporation and the Saint Lawrence Seaway Development Corporation, constitute the Corporation’s board of directors. The General Director, the Operations Manager, and the Maintenance Manager are based on Cornwall Island in the St. Lawrence River near Cornwall, Ontario. Corporate functions include a collection of tolls, maintenance of structures and roadways, and administration.
Administrative Services
These services include Office Support, accounting, and purchasing. Support the board of directors by providing assistance and advice in the technical and management areas of the Corporation’s organization to respond effectively to the Corporation’s business needs and objectives. Oversee the integrity of the Corporation’s financial statements and report to the board of directors on the financial performance of the organization. Plan and coordinate the Corporation’s budget process. Treasury, legal counsel, human resources, engineering and archives management services are provided by the head office, the Federal Bridge Corporation.
Operation
This service is in charge of operating and maintaining a toll system, issue bridge passes, debit cards for vehicle toll payment and access control to ensure the safe and efficient movement of vehicle traffic as well as to ensure safety of vehicle escort services. Provide external public relations.
Maintenance
This service is in charge of overseeing the conception of plans and term of references, put out calls for tenders and manage maintenance projects related to the bridge and roadways.
Information Holdings
Seaway International Bridge Corporation Ltd
Description: Information on The Seaway International Bridge Corporation, Ltd., the Roosevelt Bridge, the South Channel Bridge and the North Channel Bridge and tolls.
Document Types: The Seaway International Bridge Corporation Ltd, Roosevelt Bridge (relocation); New York Central Railroad Co. (purchase); Cornwall International Bridge Co. Ltd. (purchase of shares); operation and maintenance; agreement with the United States Saint Lawrence Seaway Development Corporation; South Channel and North Channel Bridges – construction, operation and maintenance, annual inspection, damages, complaints, lighting; tolls, bridge passes, toll collections equipment, toll revisions; reports on traffic statistics; shareholders’, directors’, and management committee meetings.
Record Number: SIBC SIBC 120
- Accounts Payable Files
Description: Files contain the names and addresses of firms and individuals, invoices for services rendered or products provided, detailing the amount owing, and any supporting documentation to substantiate the account. Original accounts payable vouchers together with supporting documentation are maintained in hard copy and are filed by date of payment. Access to this bank will require name, address and date of account.
Class of Individuals: Individuals, firms, employees.
Purpose: The purpose of this bank is to maintain information on the payment of accounts owing to firms or individuals for having provided services or sold products to the Corporation, or for the payment of travel advances and the reimbursement of travel expenses to Corporation employees.
Consistent Uses: May be used for accounting and referential purposes. Retention and Disposal Standards:
Retention and Disposal Standards: Original accounts payable vouchers together with supporting documentation. Retained 7 years and then destroyed.
RDA Number: 99/004
Related Record Number: SIBC SIBC 120
TBS Registration: 000283
Bank Number: SIBC PPU 075 - Accounts Receivable Files
Description: Files contain the names and addresses of firms, individuals, details of the amounts owing and any supporting documentation to substantiate the account. Manual files exist to maintain hard copy documentation. Access to the bank will require name and address.
Class of Individuals: Firms, individuals.
Purpose: The purpose of this bank is to maintain information on the recovery or payment of monies owing to the Corporation.
Consistent Uses: May be used for accounting and referential purposes.
Retention and Disposal Standards: Retained 7 years and then destroyed.
RDA Number: 99/004
Related Record Number: SIBC SIBC 120
TBS Registration: 000284
Bank Number: SIBC PPU 080 - Application for Employment
Description: This bank contains completed employment application forms, resumes, letters of reference and replies to applications.
Class of Individuals: Individuals seeking employment.
Purpose: This bank exists to retain applications for employment.
Consistent Uses: To support decisions regarding the referral of candidates for staffing purposes.
Retention and Disposal Standards: Retained two years and then destroyed.
RDA Number: 98/005
Related Record Number: SIBC SIBC 120
TBS Registration: 001601
Bank Number: SIBC PPU 121 - Bridge passes
Description: Bridge Passes are issued to reserve inhabitants and workers of Cornwall Island to exempt them from bridge tolls. The personal information collected includes the individual’s name, band number and date of birth. This information is maintained electronically and access to this information requires the individual’s name.
Class of Individuals: Reserve inhabitants that are identified by the Mohawk Counsel of Akwesasne.
Purpose: Bride pass requests are received from the Mohawk Counsel of Akwesasne and the information is used to maintain a record of individuals to whom a bridge pass has been issued, and also to record pass usage.
Consistent Uses: This information may be used to generate statistical reports, i.e. pass usage. It may also be used to support litigation in the event of misuse of Bridge Passes. If litigation occurs, information may be shared with private legal counsel engaged for the purpose of litigation.
Retention and Disposal Standards: Retained permanently.
RDA Number: 98/028
Related Record Number: SIBC SIBC 120
TBS Registration: 006947
Bank Number: SIBC PPU 120 - Bridge passes / Parking access
Description: Bridge passes are issued to employees to exempt them from bridge tolls and to have access to the parking area. The personal information collected includes the individual’s name and job title. This information is maintained electronically and access to this information requires the individual’s name.
Class of Individuals: Employees, temporary, agency employees and contractors.
Purpose: The purpose of this information is to maintain a record of the names of employees, etc., to whom a bridge pass has been issued so they may access the institution’s parking area. This information is also used to record pass usage, i.e. what days the pass was used, to ensure that the individual to whom the pass was provided is using the pass on working hours.
Consistent Uses: This information may be used to generate statistical reports, i.e. pass usage. It may also be used to support litigation in the event of misuse of bridge passes. If litigation occurs, information may be shared with private legal counsel engaged for the purpose of litigation.
Retention and Disposal Standards: Retained permanently.
RDA Number: 98/028
Related Record Number: SIBC SIBC 120
TBS Registration: 006946
Bank Number: SIBC PPE 801 - Claim, Accident Files
Description: This bank includes accident, investigation and claim reports, names and addresses of individuals or firms lodging claims or the names of persons involved in accidents. Access to this bank will require name, address and description of the accident or the reason for the claim.
Class of Individuals: Individuals, firms.
Purpose: The purpose of this bank is to maintain information relating to claims by or against the Corporation, debts due to or owed by the Corporation for damages, or remuneration for losses suffered or incurred, motor vehicle accidents, equipment and property damages, fatalities and injuries occurring to individuals.
Consistent Uses: The information is used for referential purpose.
Retention and Disposal Standards: Kept six years after settlement and then destroyed.
RDA Number: 99/004
Related Record Number: SIBC SIBC 120
TBS Registration: 000282
Bank Number: SIBC PPU 070 - Conflict of Interest
Description: This bank contains voluntary disclosures by employees concerning potential Conflict of Interest situations and investigation reports and correspondence about potential and actual employee conflicts between the private interests or holdings of employees and their official duties.
Class of Individuals: Departmental employees.
Purpose: The purpose of this bank is to maintain information about potential and actual Conflict of Interest situations for employees of a government institution, to record potential conflicts of interest and to resolve actual conflicts of interest.
Consistent Uses: To support decisions on transfers, discipline and termination of employment.
Retention and Disposal Standards: Two years after potential Conflict of Interest no longer exists or actual Conflict of Interest has been resolved, after which the records are destroyed.
RDA Number: 98/005
Related Record Number: SIBC SIBC 120
TBS Registration: 009925
Bank Number: SIBC PPE 802 - Construction Contract Files
Description: Files may contain an estimate of the total cost of the project, purchase requisition and specifications, tender and contract documents, list of prospective tenderers, tenders submitted by suppliers, analysis of tenders submitted, documentation awarding the contract, a signed contract, correspondence and documentation for payment of the contract. Access to this bank will require name, address, contract number and description of the contract.
Class of Individuals: Firms.
Purpose: The purpose of this bank is to maintain information on the call and award of contracts for construction projects.
Consistent Uses: These files may be used for research purposes for future contract work.
Retention and Disposal Standards: Kept ten years and then retained indefinitely.
RDA Number: 98/028
Related Record Number: SIBC SIBC 120
TBS Registration: 000286
Bank Number: SIBC PPU 090 - Deed Files
Description: This bank contains information relating to property to be expropriated or purchased, appraisal reports, name and address of the person or firm from whom the property was obtained as well as a copy of the purchase document. The filing sequence is by document number with name of the seller appearing on the file cover. Access to this bank will require name, address and document number.
Class of Individuals: Firms, individuals.
Purpose: The purpose of this bank is to maintain information on the Corporation’s acquisition of land, through expropriation or purchase, and any buildings that might be located thereon.
Consistent Uses: May be used for referential purpose.
Retention and Disposal Standards: Files are retained indefinitely.
RDA Number: 98/028
Related Record Number: SIBC SIBC 120
TBS Registration: 000289
Bank Number: SIBC PPU 105 - Easement Files
Description: This bank contains information relating to the granting of easement, request for a privilege, name and address of person or firm granting or obtaining the easement, establishment of a fee as well as a copy of the document. The filing sequence is by document number with the name of the firm or individual appearing on the file cover. Access to this bank will require name, address and document number.
Class of Individuals: Firms, individuals.
Purpose: The purpose of this bank is to maintain information on the granting of easements to or from the corporation for such privileges as drainage purposes, powerline, pipeline and communication line crossing purposes.
Consistent Uses: The information contained in this bank is used for reference purposes.
Retention and Disposal Standards: Files are retained for three years after expiry of privilege involved and then kept indefinitely.
RDA Number: 98/028
Related Record Number: SIBC SIBC 120
TBS Registration: 000291
Bank Number: SIBC PPU 115 - Incentive Awards
Description: This bank includes information on employees who have been identified for awards under the Federal Government’s Incentive Award Plan (long service) and the Institution’s Award Program (long service). Such information may include an employee number and date of entry. This bank also contains records of recipients of long service awards.
Class of Individuals: Employees of the institution.
Purpose: To identify individuals for awards under the Federal Government’s Incentive Awards plan (long service) and the institution’s awards program (long service).
Consistent Uses: To identify individuals for awards.
Retention and Disposal Standards: Operational files are kept for a minimum of two years then destroyed; financial files for 7 years then destroyed; and precedent setting files for 15 years then destroyed.
RDA Number: 98/005
Related Record Number: SIBC SIBC 120
TBS Registration: 002828
Bank Number: SIBC PPE 804 - Lease, Licence Files
Description: This bank contains information relating to the property or services to be leased or licensed, request for lease or licence, name and address of person or firm leasing or licensing, appraisal report, establishment of amount of rental as well as a copy of the document. The filing sequence is by document number with the name of lessee or licensee appearing on the file cover. Access to this bank will require name, address and document number.
Class of Individuals: Firms, individuals.
Purpose: The purpose of this bank is to maintain information on the leasing or licensing of land, buildings, office accommodation, parking facilities to or from the Corporation.
Consistent Uses: The information contained in this bank is used for reference purposes.
Retention and Disposal Standards: Retained 7 years after the outcome, then kept indefinitely.
RDA Number: 98/028
Related Record Number: SIBC SIBC 120
TBS Registration: 000290
Bank Number: SIBC PPU 110 - Pension Plan Records
Description: The bank contains individual data pertaining to the Pension Plan.
Class of Individuals: Employees of the institution.
Purpose: The purpose is to report total remittances to superannuation fund during the year based on employee deduction.
Consistent Uses: Public Works Government Services Canada – Pension and Benefits Plan ensures that total deductions balance with total remittance.
Retention and Disposal Standards: 2 years after the outcome, then sent to Library and Archives Canada (LAC).
RDA Number: 98/005
Related Record Number: SIBC SIBC 120
TBS Registration: 002831
Bank Number: SIBC PPE 807 - Procurement Contract Files
Description: Files may contain an estimate of the total cost of the project, purchase requisition and specifications, tender and contract documents, list of prospective tenderers, tenders submitted by suppliers, analysis of tenders submitted, documentation awarding the contract, a signed contract between the contractor and the corporation, correspondence and documentation for payment of the contract. Access to this bank will require name, address, contract number and description of the contract.
Class of Individuals: Firms.
Purpose: The purpose of this bank is to maintain information on the call and award of contracts for the supply of materials and equipment.
Consistent Uses: These files may be used for research purposes for future contract work.
Retention and Disposal Standards: Retained 7 years after the outcome. Then destroyed except documents pertaining to capital assets which are retained indefinitely.
RDA Number: 98/025
Related Record Number: SIBC SIBC 120
TBS Registration: 00285
Bank Number: SIBC PPU 085 - Professional Service Contract Files
Description: Files may contain an estimate of the total cost of the project, purchase requisition and specifications, tender and contract documents, list of prospective tenderers, tenders submitted by suppliers, analysis of tenders submitted, documentation awarding the contract, a signed contract, correspondence and documentation for payment of the contract. Access to this bank will require name, address, contract number and description of the contract.
Class of Individuals: Firms, individuals.
Purpose: The purpose of this bank is to maintain information on the call and award of contracts for the supply of professional services such as consulting, engineering, design, legal and inspection services.
Consistent Uses: These files may be used for research purposes for future contract work.
Retention and Disposal Standards: Retained 7 years after the outcome. Then destroyed except documents pertaining to capital assets which are retained indefinitely.
RDA Number: 98/025
Related Record Number: SIBC SIBC 120
TBS Registration: 000288
Bank Number: SIBC PPU 100 - Purchase Orders and Tender Files
Description: Files may contain a requisition for items, specifications or brochure describing the items, list of prospective tenderers, tenders submitted by suppliers, analysis of tender submitted, documentation awarding the purchase order, delivery follow-up and price escalation correspondence. Access to this bank will require name, address and purchase order number.
Class of Individuals: Firms.
Purpose: The purpose of this bank is to maintain information on the call and award of orders for the purchase or supply of commodities, materials and equipment.
Consistent Uses: These files may be used as research for future purchase requirements.
Retention and Disposal Standards: Retained seven years and then destroyed.
RDA Number: 99/003 and 99/004
Related Record Number: SIBC 120
TBS Registration: 000287
Bank Number: SIBC PPU 095 - Sun Life Insurance Reports
Description: This bank contains individual Seaway employee data related to insurance coverage matters.
Class of Individuals: Employees of the institution.
Purpose: Sun Life Insurance Company uses the information to establish the monthly premiums of the life, major medical and long term disability insurances.
Consistent Uses: To establish the monthly premiums of the life, major medical and long term disability insurances.
Retention and Disposal Standards: Two years and then destroyed.
RDA Number: 98/005
Related Record Number: SIBC SIBC 120
TBS Registration: 002830
Bank Number: SIBC PPE 806 - Taxation Records
Description: The bank contains individual Bridge active and some retired employees data related to salary and various deductions including taxes.
Class of Individuals: Active and retired employees of the institution.
Purpose: The purpose is to comply with Revenue Canada requirements.
Consistent Uses: To determine individual Income and Taxes.
Retention and Disposal Standards: 7 years and then destroyed.
RDA Number: 99/004
Related Record Number: SIBC SIBC 120
TBS Registration: 002832
Bank Number: SIBC PPE 808 - Vehicle Escort Requests
Description: The information collected is used to support the provision of guides to vehicles through bridge managed properties. The personal information collected includes the individual’s name, work mailing address, telephone and fax number, permit number, signature, title, name of organization represented.
Class of Individuals: Individuals working on behalf of transportation companies who drive over-weight load vehicles or who are authorized to approve the escort service request and bridge employees who are responsible for authorizing the escort service.
Purpose: The purpose of this information is to support the recovery or payment of monies owing to the Corporation and the control of Vehicle Escort Requests.
Consistent Uses: The information can be use for the provision of reports to management; statistical reports and the control of Vehicle Escort Requests.
Retention and Disposal Standards: Once the RDA has been established, records will be retained 7 years from collection year and then destroyed.
RDA Number: 98/028
Related Record Number: SIBC SIBC 120
TBS Registration: 006460
Bank Number: SIBC PPU 060 - Vehicle Toll Payments
Description: The information is used to support the financial accounting function within the Seaway International Bridge Corporation. The files may contain the individual’s names, title, name of the organization represented, work mailing address, work telephone and fax numbers and cell phone numbers, signatures, bank account and debit card information, details of credit required and billing amounts.
Class of Individuals: Employees of the Seaway International Bridge Corporation and individuals representing transportation companies, banking institutions and any other users of the Seaway International Bridge.
Purpose: The purpose of this information is to support the accounting procedures related to the recovery of monies owing to the Corporation or payments that the Corporation must make.
Consistent Uses: The information is used for the delivery of debit cards and access control. It may be use also for the provision of reports to management and statistical reports.
Retention and Disposal Standards: Once the RDA has been established, records will be retained 7 years from collection year and then destroyed.
RDA Number: 98/028
Related Record Number: SIBC SIBC 120
TBS Registration: 006461
Bank Number: SIBC PPU 065
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.
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.
- Classification of Positions
- Compensation and Benefits
- Employment Equity and Diversity
- Hospitality
- Labour Relations
- Occupational Health and Safety
- Official Languages
- Performance Management Reviews
- Recruitment and Staffing
- Relocation
- Training and Development
- Staffing
- Attendance and Leave
- Pay and Benefits
- Employment Equity and Diversity
- Hospitality
- Discipline
- Harassment
- Employee Assistance
- Harassment
- Occupational Health and Safety
- Official Languages
- Discipline
- Performance Management Reviews
- Employee Personnel Record
- Staffing
- Relocation
- Training and Development
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.
- Security
- Travel
- Identification and Building-Pass Cards
Manuals
- Accident Prevention Manual
- Canada Labour Code
- Operations Manual
- Personnel Manual
- Purchasing Manual
- Records Management Manual
- Emergency Response Plan Manual
Additional Information
Please see the Introduction to this publication for information on access procedures under the provisions of the Access to Information Act and the Privacy Act.
Each request made to the Seaway International Bridge Corporation, Ltd under the Access to Information Act, must be accompanied by an application fee of $5.00, cheque or money order made payable to the Seaway International Bridge Corporation, Ltd.
For additional information about the programs and activities of the Seaway International Bridge Corporation, Ltd, please contact:
The Seaway International Bridge Corporation, Ltd.
Counsel and Secretary
55 Metcalfe Street, Suite 200
Ottawa, Ontario K1P 6L5
Telephone: 613-366-5074
Email: info@federalbridge.ca
Internet: www.sibc.ca
Reading Room
In accordance with the Access to Information Act, an area on the premises of this institution has been designated as a public reading room. The address is:
The Seaway International Bridge Corporation, Ltd
Administration Building
Cornwall Island
Cornwall, Ontario