Info Source: Sources of Federal Government and Employee Information

Table of contents

Introduction to Info Source

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

The Information About Programs and Information Holdings and an list 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.

General information

Background

The Canadian Grain Commission was established in 1912 and is the federal government department responsible for administering the provisions of the Canada Grain Act.

The CGC reports to Parliament through the Minister of Agriculture and Agri-Food (AAF) and is led by a three-member Commission consisting of a Chief Commissioner, an Assistant Chief Commissioner, and a Commissioner.

In accordance with the Canada Grain Act, the Canadian Grain Commission establishes and maintains standards of quality for Canadian grain and regulates grain handling in Canada to ensure a valuable and dependable commodity for domestic and export markets. The Canadian Grain Commission is the official certifier of Canadian grain export shipments and is mandated to undertake, sponsor, and promote research related to grain and grain products.

Responsibilities

The Canadian Grain Commission is a federal government department which administers the provisions of the Canada Grain Act. The Canadian Grain Commission’s mandate, as set out in the Act, is to, “in the interests of the grain producers, establish and maintain standards of quality for Canadian grain and regulate grain handling in Canada, to ensure a dependable commodity for domestic and export markets.” Its vision is: “to be a world class, science-based quality assurance provider”. The Minister of Agriculture and Agri-Food is responsible for the Canadian Grain Commission.

The Canadian Grain Commission’s Core Responsibility is Grain Regulation, or, to regulate grain handling in Canada and to establish and maintain science based standards for Canadian grain. The commission regulates the handling of 20 grainsFootnote1 grown in Canada to protect producer rights and ensure the integrity of grain transactions.

The Departmental Results of this Core Responsibility are that domestic and international markets regard Canadian grain as dependable and safe and that farmers are fairly compensated for their grain. The Canadian Grain Commission supports its Core Responsibility through its programs: Grain Quality, Grain Research, and Safeguards for Grain Farmers.

Additional information on the Canadian Grain Commission’s mandate, vision & values is available on the Canadian Grain Commission’s website.

Institutional functions, programs and activities

Grain Quality Program

The Grain Quality Program is delivered in accordance with the Canadian Grain Commission’s responsibilities under the Canada Grain Act: to establish and maintain Canada’s grain quality standards and regulate grain handling in Canada to ensure a dependable commodity for domestic and export markets. The Canadian Grain Commission establishes standards, procedures and equipment for grading, sampling, inspection, weighing and other aspects of grain handling in Canada and develops, reviews and analyzes policies with respect to grain and grain quality. Provision of grain inspection and grain safety testing, grain sanitation services, grading and analytical services, and weighing oversight, and grain quality and safety analysis and monitoring are integral to Canada’s grain quality assurance system. In addition, the Canadian Grain Commission collects and publishes information about Canadian grain. The target groups for this program are the Canadian agriculture industry and farmers. The program is funded entirely by user fees revenue.

Grain Inspection Operations (Class of Record)

  • Description: Information on the inspection and grading of samples of grain and grain screenings obtained by Commission employees or submitted by grain industry; statistical reporting provided on licensed grain handlings.
  • Document types: Reports of quality of samples submitted; reports on quality of grain handled by terminal elevators; reports on special treatment of grain in terminal elevator; elevator inspection reports and infestation control reports; primary and export standard samples; reinspection reports.
  • Record number: CGC 565
  • Unofficial Sample File (Personal Information Bank)
    • Description: Contains information such as the name of the grower, the name of the requester and the quality of the sample.
    • Class of Individuals: Grain producers and companies.
    • Purpose: To maintain a record of all unofficial samples submitted for grading by grain inspectors.
    • Consistent Uses: None
      Retention and Disposal Standards: To be determined by Library and Archives Canada.
    • RDA Number: CGC 2017/014
    • Related Record Number: CGC 565
    • TBS Registration: 001718
    • Bank Number: CGC PPU 215

Weighing of Grain (Class of Record)

  • Description: These records relate to Canadian Grain Commission monitoring of grain weighing at terminal elevators; scale equipment inspections; investigations of complaints related to weight; weighing devices at terminal elevators - planning and control.
  • Document types: Weight related documents submitted by terminals, weighing device inspection reports, complaint and investigation reports, audit reports, planning and control documents.
  • Record Number: CGC 580

Grain Research Program

The Canada Grain Act requires the CGC to undertake, sponsor and promote research in relation to grain and grain products. Research forms the basis of Canadian grain grade specifications and Canada’s grain quality assurance system. The CGC conducts and promotes research as well as develops scientific procedures and technologies used in grain quality and safety determination. In addition, the CGC assesses Canadian grain harvest quality and studies how grading factors affect end-use properties. The CGC also develops new uses for Canadian grain and evaluates new varieties as part of the variety registration process. The CGC develops, reviews and analyzes policies with respect to grain quality and safety. This program benefits all Canadians as consumers of Canadian grains and grain products. The Grain Research Program is funded by a combination of fees revenue and appropriation amounts. The target of this Program is the CGC’s Grain Quality Program and the agriculture industry.

Crop Research

The crop research programs provides research support in the areas of bread and durum wheat; milling and malting/research on barley and other grains; pulses and oilseeds. The research assesses Canadian grain harvest quality and studies how grading factors, composition and physical grain attributes affect end-use properties. Crop research also explores new and innovative uses for Canadian grain and evaluates new varieties as part of the variety registration process. As part of Canada’s quality assurance system, the crop research programs participate in cargo monitoring to assess the quality and safety of export shipments.

Crop Research files (Class of Record)

  • Description: May include records related to research on crop quality of bread and durum wheat; milling and malting of barley and other grains (oats, rye, canary seeds); pulses and oilseeds (canola, rapeseed, flax, soybean and mustard); quality analyses of samples; provides information on crop quality characteristics, functionality and performance of Canadian grains or cereals, pulses and oilseeds, and is used to assess end-use functionality, and improve and develop new analytical testing methods and procedures. Cargo quality monitoring activities ensure that export shipments meet quality requirements.
  • Document types: Agreements, enquiries, consultations, policy briefs, briefing notes, ministerial correspondence, memoranda to cabinet, advice, research publications, new crop data, reports, project descriptions, presentations, datasets, intellectual property, licences, statistical information.
  • Record Number: CGC 575

Technology Research

The technology research programs evaluates and develops methods to assess the quality and safety of Canadian grain in the areas of trace organics and trace elements analysis; microbiology and grain genomics, analytical services and grain biotechnology. The CGC monitors harvest and export cargo grain shipments. Research is conducted related to pesticides, mycotoxins, fungal biomarkers, and elemental analysis, including heavy metals to ensure the quality of grain and prevent contaminated grain from entering the grain handling system. New tools and technologies are developed for the detection, identification, and characterization of microorganisms associated with Canadian grain and products made from Canadian grain. DNA-based methods are developed for identifying and quantifying genetically modified organisms in grains and oilseeds.

Technology Research files (Class of Record)

  • Description: May include records related to the assessment of quality and safety of Canadian grain and monitoring of export cargo grain shipments; analysis of samples to support the CGC’s grain inspection services; development of new technologies for detection, identification and characterization of microorganisms.; Cargo quality monitoring activities ensure that export shipments meet safety requirements and identify contaminated grain and prevent it from entering the grain handling system.
  • Document types: Agreements, consultations, briefing notes, research publications, crop data reports, Statements of Assurance, Letters of Analysis surveys, scientific reports, technical bulletins, presentations, intellectual property, statistical information.
  • Record Number: CGC 575

Safeguards for Grain Farmers Program

In accordance with the Canada Grain Act, the Canadian Grain Commission regulates grain handling to ensure that Canadian grain producers receive fair compensation when they deliver grain to licensed grain companies. This includes a payment protection program for farmers when they deliver grain to a Canadian Grain Commission licensed facility, services that provide grade information to farmers prior to delivery, and binding determination of grade and dockage when there is a grade or dockage dispute. The Canadian Grain Commission also allocates available producer cars for grain farmers and producer groups that wish to by-pass the primary elevator system and ship their own grain. In addition, the Canadian Grain Commission develops, reviews and analyzes policies with respect to the safeguards for grain farmers. This program is entirely funded by user fees revenue.

Licensing and Security

The Canadian Grain Commission licenses grain companies or exempts grain companies from licensing requirements under the Canada Grain Act. Licensing and Security ensures that applicants satisfy requirements to obtain and maintain licences. The main purposes are ensuring producer protection, facilitating operation of the grain quality and quantity assurance system; and regulating the grain handling system. Generally, the following grain companies must hold one or more Canadian Grain Commission licences or be exempted from licensing requirements: those that carry on business as a grain dealer, those that operate an elevator located in the Western Division, and those that operate an elevator located in the Eastern Division along the St. Lawrence Seaway and along the Great Lakes.

Licensing and Security Files (Class of Record)

  • Description: May include information relating to the licensing of grain dealers and elevators, including reported liabilities and level of security tendered. Licencsees are required to report monthly to Canadian Grain Commission on their liabilities which allow Canadian Grain Commission to monitor risk to producers of not being compensated for grain deliveries and establish the amount of security that each licensee must provide in order to cover outstanding liabilities.
  • Document types: Licensing applications, articles of incorporation, mode of operations, security documentation, reports of liabilities and audited liability, licence certificates, notification of elevator construction or renovation, elevator information identifying storage capacity, year built and location, device examination certificate, grain receipts, elevator receipts, cash purchase tickets, financial statements, policy briefs, consultations, briefing notes, ministerial correspondence, memoranda to Cabinet, declaration of producer liabilities, producer payment claim form and annual grain purchases from producers.
  • Record number: CGC 588

Producer Railway Car Allocation

Pursuant to the Canada Grain Act and Canada Grain Regulations, the Canadian Grain Commission provides an alternate grain delivery mechanism for producers and producer groups that wish to ship their own grain by railcar. The Canadian Grain Commission works closely and cooperatively with the grain industry and the railways in an effort to ensure that producer car orders are filled in a timely manner. The Canadian Grain Commission has sole responsibility for the allocation of producer cars for all grains.

Producer Railway Car Allocation Files (Class of Record)

  • Description: May include records related to producer car applications. Producer car applications contain information such as the producer's name, email address, application number; type, quality and quantity of grain, and the producer identification number which information is used for the purpose of allocating producer cars. Information is also collected from licensed grain dealers in order to allocate producer cars.
  • Document types: Applications; correspondence; car number shipments; scheduling information and reports.
  • Record number: CGC 587
  • Producer Railway Car Application Files (Personal Information Bank)
    • Description: Correspondence and producers car applications contain information such as the producer's name, address, phone number, fax number, email address, application number; type, quality and quantity of grain; and the producer identification number.
    • Class of individuals: Grain producers.
    • Purpose: This information is used to allocate railcars to grain producers for the transport of their crop to terminal elevators or other destinations as set out in section 87 of the Canada Grain Act.
    • Consistent uses: None
    • Retention and disposal standards: To be determined by Library and Archives Canada
    • RDA number: CGC 2017/014
    • Related record number: CGC 587
    • TBS registration: 001716
    • Bank number: CGC PPU 205

Statistics Information (Class of Record)

  • Description: Administer regulatory statistical reporting requirements of all licence classes; reviews and updates to official CGC Test Weight (i.e. bushel weight) charts, and analysis and reporting on CGC services on vessel cargoes and submitted samples to support CGC program activities. Liaise with provincial and federal departments and stakeholders for data collection and data-sharing. Technical and statistical expertise support research activities and sampling standards. Analysis of data from surveys and forecasting of grain volumes pertinent to fees.
  • Document types: Regulatory statistical reporting forms for all license classes. Weekly, monthly and yearly reports on commercial receipts, shipments and stocks of Canadian grain at licensed facilities. Yearly aggregate reports on provincial insured acreage of grain varieties. Summaries of elevator charge and crop year producer deliveries to licensed primary and process elevators.
  • Record number: CGC 570

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

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 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 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 or plans.

Materiel

Materiel services involve activities undertaken to ensure that materiel can be managed by departments in a sustainable and financially responsible manner that supports the cost-effective and efficient delivery of government programs.

Real property

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

Travel and Other Administrative Services

Travel and other administrative services include Government of Canada travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories.

Classes of Personal Information

Other programs and agreements

This class reflects other programs and agreements not specifically covered under the other classes. These other programs and agreements are aimed at resolving specific problems of a limited nature or in specifically defined areas of the country. This information may include financial, employment, demographic and educational data on individuals. Such data, however, would be stored as part of the general subject files where records are not normally retrieved by name of individual or other personal identifier. This form of personal information is normally retrievable only if specifics are provided concerning the name of the program concerned and the name of the specific project.

Manuals

Additional information

How to request information

For information on how to file a request under the Access to Information Act or Privacy Act please see About Access to Information Requests.

Summaries of completed Access to Information requests are available from the Government of Canada's Open Government portal. Please see Completed Access to Information Requests.

The Government of Canada encourages the release of information through requests outside of the ATIP process. To make an informal request, contact:

Canadian Grain Commission
600-303 Main Street
Winnipeg, Manitoba R3C 3G8
1-800-853-6705

For additional information about the programs and activities of the Canadian Grain Commission, please contact:

ATIP Coordinator
303 Main Street, Suite 600
Winnipeg, Manitoba R3C 3G8
Telephone: 204-983-3081
Internet: www.grainscanada.gc.ca

Reading room

In accordance with the Access to Information Act and Privacy Act, an area on the premises of this institution has been designated as a public reading room. The address is:

Library
303 Main Street, 8th Floor
Winnipeg, Manitoba