Info Source: Sources of Federal Government and Employee Information

Introduction to Info Source

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

The Introduction and an index of institutions subject to the Access to Information Act and the Privacy Act are available centrally.

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

General information about the Canadian Grain Commission

Background

Founded in 1912, the Canadian Grain Commission is a federal agency reporting to the Canadian Parliament through the Minister of Agriculture and Agri-Food. The Canadian Grain Commission regulates grain handling in Canada and establishes and maintains standards of quality for Canadian grains. The Canada Grain Act established the Canadian Grain Commission and gives it the authority to regulate grain handling in Canada.

Responsibilities

The Canadian Grain Commission regulates the handling of 20 grains designated by regulation as a grain for the purposes of the Canada Grain Act to ensure grains grown in Canada are safe, reliable and marketable, and Canadian grain producers are protected. The Canadian Grain Commission is an unbiased, third party agency in Canada's grain sector and is the official certifier of Canadian grain. Through its activities, the Canadian Grain Commission supports a competitive, efficient grain sector and upholds Canada's international reputation for consistent and reliable grain quality.

Additional information on the Canadian Grain Commission's mandate, vision and values is available on the Canadian Grain Commission's website at Mandate, vision and values.

Institutional functions, programs and activities

Grain quality research

The Canada Grain Act requires the Canadian Grain Commission to undertake, sponsor and promote research related to grains. The Canadian Grain Commission conducts research in support of Canada's grain quality assurance system to address emerging issues and permit the effective marketing of Canadian grain. The Canadian Grain Commission's Grain Research Laboratory researches factors affecting the quality and safety of grain and grain-based products. Research in the Grain Research Laboratory forms the basis of grain specifications. This program benefits not only the agricultural sector, but also Canadians as consumers of grain products. Close collaboration with Canadian and international scientific, academic, analytical, grain industry organizations and other Canadian government departments (e.g., Agriculture and Agri-Food Canada, Canadian Food Inspection Agency, Health Canada) ensures that the Canadian Grain Commission remains abreast of new research developments and is able to adapt research priorities to emerging challenges. The grain quality research program is funded by a combination of revolving fund revenue and appropriations.

  • Grain research

    • Description: Under the Canada Grain Act, the Canadian Grain Commission assesses the quality and safety of grains on an annual basis. This information is shared with producers, grain handlers, exporters and end-customers to promote Canadian grain. In addition, the Grain Research Laboratory uses the quality and safety information as well as the grain material to assess end-use functionality, improve and develop new analytical testing methods and procedures, and investigate quality and safety factors within its scientific research programs. The Grain Research Laboratory closely collaborates with national and international groups that range from academia, government to stakeholder organizations and the private sector.
    • Document types: Enquiries, consultations, advice, research publications, new crop data, and reports.
    • Record number: CGC 575

Producer protection program

Pursuant to the Canada Grain Act and Canada Grain Regulations, the Canadian Grain Commission has implemented a number of programs and safeguards to ensure that grain producers are properly compensated for grain delivered to licensed grain companies. These include the licensing and security program, allocation of producer cars for producers and producer groups that wish to ship their own grain, and producer liaison measures including a grain grade reinspection system. In addition, the Canadian Grain Commission collects and updates grain quality data and grain handling information to facilitate producer sales and marketing decisions. The producer protection program is funded by revolving fund revenue.

Licensing and Security

Pursuant to the Canada Grain Act and Canada Grain Regulations, the Canadian Grain Commission licenses or exempts grain companies from licensing if their businesses meet certain legislated requirements. The licensing and security program mitigates risks to producers of not being properly compensated for grain delivered to licensed grain companies and provides the framework for establishing and maintaining the Canadian grain quality assurance system. Canadian Grain Commission licensees are required to obtain prescribed security for the purpose of covering their potential obligations to producers in the event of a company default.

    • Description: Includes information relating to the licensing of grain dealers and elevators, including reported liabilities and level of security tendered. Licensees 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, license certificates, notification of elevator construction or renovation, elevator information identifying storage capacity; year built; location, device inspection certificate, grain receipts, elevator receipts, cash purchase tickets, weigh scale certificates, financial statements, property insurance policies, declaration of producer liabilities, producer payment claim form and annual grain purchases from producers.
    • Record number: CGC 588

Producer 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.

    • Description: Includes 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 car program
      • 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: Records are held for 10 years and then destroyed.
      • RDA number: CGC 2017/014
      • Related record number: CGC 587
      • TBS registration: 001716
      • Bank number: CGC PPU 205

Producer support

The Canadian Grain Commission has several programs and activities to ensure producers are properly compensated for the quality of grain delivered and shipped. These programs and activities are not material enough to be considered independently. They include the submitted samples program, the harvest sample program, reinspection of samples on producer request, and investigation of quality and dockage complaints. In addition, the Canadian Grain Commission continually collects and updates grain quality data and grain handling information and makes it available to producers and other interested parties to facilitate producer sales and marketing decisions.

  • Policy development and coordination

    • Description: Develop, review and analyze policies with respect to the grain handling and transportation system, the Canada Grain Act and the Canada Grain Regulations. Provide policy advice with respect to the grain handling and transportation system, the Canada Grain Act and the Canada Grain Regulations.
    • Document types: Policy briefs, presentations, analysis, reports, working papers, consultations, briefing notes, ministerial correspondence, memoranda to Cabinet, Canadian Grain Commission memos and directives to the grain trade.
    • Record number: CGC 585
  • Statistics and business information

    • Description: Economic and and statistical information on grain handling and tariffs, storage and export which information is used for internal program support. Statistical information is published to provide market information and transparency to the grain industry. Collection of data from grain samples keeps test weight charts current for grain industry use.
    • Document types: Licensee statistical reporting requirements (all license classes); grain handling information, statistical publications and data-dissemination/sharing; reporting of official inspections, weights and grade appeals; manage data-integrity and master-table maintenance; data compilation, cleaning and analysis; statistical analysis of grain quality research studies and sampling protocols (Canadian Grain Commission and ISO); internal reporting, monitoring and forecasting of licensed grain handlings; reports on grain varieties by commercial insured acerage.
    • Record number: CGC 570

Quality assurance

The Canadian Grain Commission's quality assurance program is delivered pursuant to the Canada Grain Act and the Canada Grain Regulations. This program assures consistent and reliable grain quality that meets the needs of international and domestic markets. Grain quality refers to end-use processing quality, grain safety and cleanliness, and, in some cases, the composition of varieties in shipments of grain. Provision of grain inspection, grain safety, and grading services, as well as strong scientific and technical support programs and services are integral components to the overall delivery of an effective quality assurance program. The program includes a complaints resolution process for resolving customer complaints and disputes with respect to grain quality assurance. An effective grain quality assurance program is a key factor in permitting Canadian exporters to market successfully in competitive international grain markets and is essential for producers to realize maximum value from their grain. The quality assurance program is funded by revolving fund revenue.

  • Grain inspection operations

    • 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
      • 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: Records are held for 7 years, and then destroyed.
      • RDA number: CGC 2017/014
      • Related record number: CGC 565
      • TBS registration: 001718
      • Bank number: CGC PPU 215

Quantity assurance

The Canadian Grain Commission's quantity assurance program is delivered pursuant to the Canada Grain Act and the Canada Grain Regulations. The services delivered under this program facilitate the official weighing of export shipments of grain discharged from terminal elevators and the issuance of accompanying quantity assurance documentation. This program ensures international grain buyers and end users that Canadian export grain shipments are accurately weighed and that the weighed product is delivered to conveyances as reported on Canadian Grain Commission documentation. The program includes weighing systems certifications at terminal elevators, input into weighing equipment requirements and device inspection frequency at primary elevators to ensure accurate weighing of producer deliveries, and a quantity assurance dispute resolution process. To maintain relevancy and to address constantly changing industry demands, the quantity assurance program is supported through legislative requirements and technically based responsibilities. The quantity assurance program is funded by revolving fund revenue.

  • Weighing of grain

    • 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

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 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 Services

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

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 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.

Materiel Services

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

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

  • Canadian Grain Storage CD-ROM (co-produced with AAFC)
  • Canadian Grain Commission Glossary
  • Conversion Tables for use with Model 919/3.5 and 393/3.5 Moisture Meters
  • Malting barley methods: Grain Research Laboratory
  • Official Grain Grading Guide
  • Oilseeds methods: Grain Research Laboratory
  • Production segregation code books
  • Protection of Farm stored grains and oilseeds from insects mites and molds (brochure)
  • Sampling Systems Handbook and Approval Guide
  • Test weight conversion charts

Additional 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, Canadian Grain Commission.

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
700-303 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:

Regulatory Coordinator
303 Main Street, Suite 700
Winnipeg, Manitoba R3C 3G8
Telephone: 204-983-3081
Internet: Canadian Grain Commission

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