Sources of Federal Government and Employee Information

General information

Background

The National Security and Intelligence Review Agency Secretariat (Secretariat), established in 2019, supports the National Security and Intelligence Review Agency (NSIRA), an independent agency responsible for reviewing and investigating national security and intelligence activities in Canada. NSIRA ensures that operations by agencies like the Canadian Security Intelligence Service (CSIS) and the Communications Security Establishment (CSE) are lawful, reasonable, and necessary, issuing non-binding recommendations and investigating national security-related complaints. The Secretariat plays a vital role in facilitating NSIRA’s operations by providing administrative and logistical support, ensuring the efficiency and effectiveness of the review and investigation processes.

The Secretariat’s responsibilities and powers are outlined in the National Security and Intelligence Review Agency Act (NSIRA Act), as are NSIRA’s mandate and authorities.

The NSIRA Secretariat is the “government institution” for the purposes of the Access to Information and Privacy Acts.

Responsibilities

The NSIRA Secretariat is led by an Executive Director, appointed by the Governor in Council, and plays a vital role in supporting NSIRA in its mandate to review and investigate the Government of Canada’s national security and intelligence activities. The Secretariat facilitates independent reviews to ensure these activities are lawful, reasonable, and necessary, while also supporting NSIRA in investigating national security-related complaints with consistency, fairness, and timeliness. This includes addressing complaints concerning CSIS, CSE, denial or revocation of security clearances, and referrals from the Civilian Review and Complaints Commission, the Canadian Human Rights Commission, or under the Citizenship Act.

The NSIRA Secretariat is a separate agency listed in Schedule V to the Financial Administration Act, and its Executive Director is the employer for Secretariat personnel.

Institutional Functions, Programs and Activities

The Secretariat is organized into five operational and administrative divisions: Review, Investigations, Technology, Central Administration and Access to Information and Privacy (ATIP), and Corporate Services. The Review Division supports NSIRA in conducting independent reviews of national security activities, assessing compliance, reasonableness, necessity, and efficacy, and issuing non-binding recommendations. The Investigations Division ensures complaints related to national security are investigated in a fair and timely manner. The Technology Division leads the review of information technology systems, thereby assisting NSIRA in ensuring compliance with applicable laws and policies, and recommending safeguards to minimize risks of legal non-compliance. The Central Administration and ATIP Division provides strategic communication and administrative support to NSIRA and the Secretariat, and ensures the Secretariat’s compliance with the Access to Information Act and the Privacy Act. Lastly, Corporate Services provides leadership in a broad range of internal services such as human resources, finance, procurement, security, information management and information technology, ensuring the Secretariat operates smoothly and effectively.

Reviews

Class of Record

Description: Includes records related to reviews performed by NSIRA on activities carried out by the Canadian Security Intelligence Service (CSIS), Communications Security Establishment (CSE), and any activities carried out by a federal institution related to national security or intelligence activities. These records may include information about the involvement of individuals in the national security and/or intelligence activities of the federal institutions under review, as well as employees and contractors of the federal institutions. 

Document Types: Correspondence, memoranda, notes, transcripts, exhibits, submissions, reports, briefing notes, legal opinions, security clearance records, intelligence analysis and threat assessments and recommendations, intelligence reports, security threats, Threats and Risk Assessments, security incidents and investigation reports.

Record Number: NSIR RVW 001

Personal Information Bank

Description: This bank contains personal information on individuals who come to the attention of the national security or intelligence program of a federal institution and that program (or institution) is being reviewed by NSIRA. The personal information collected may include: 

  • Biographical Information
  • Contact Information
  • Citizenship Status
  • Credit History
  • Criminal Checks/History
  • Date of Birth
  • Employee Identification Number
  • Employee Equity Information
  • Employee Personnel Information
  • Financial Information
  • Gender/Sex
  • Language
  • Medical Information
  • Name
  • Opinion or views of, or about, individuals
  • Photos
  • Signature

Class of Individuals: Current and former employees of government institutions and the general public whose information was collected by a national security or intelligence program/activity of the Government of Canada.

Purpose: Personal information is collected to support NSIRA’s mandate to review any activity carried out by the Canadian Security Intelligence Service or the Communications Security Establishment, or any federal institution that relates to national security or intelligence. Personal information is collected under the authority of section 8 of the National Security Intelligence Review Agency Act.

Consistent Uses: Personal information may be disclosed to the National Security and Intelligence Committee on Parliamentarians and to the Civilian Review and Complaints Commission with whom NSIRA cooperates in performing its review activities. Personal information may be disclosed to the Office of the Privacy Commissioner with whom NSIRA may coordinate its activities.

Retention and Disposal Standards: Records will be retained in an electronic format for 50 years after the closure of the file, at which time the electronic records will be transferred to Library and Archives Canada.

RDA Number: 94/016 (assigned to SIRC; RDA is under review by LAC)

Related Record Number: NSIR RVW 001

TBS Registration: 20240115

Bank Number: NSIR PPU 010

Investigations

Class of Record

Description: Includes records related to complaints submitted to NSIRA by individuals or reports/referrals submitted to NSIRA by other federal institutions for investigation. The complaint and investigation records are related to the activities of the Canadian Security Intelligence Service, Communications Security Establishment (CSE), and any federal institution who denied or revoked an individual’s security clearance which resulted in the denial of employment (or dismissal, demotion or transfer of an individual, or denial of a promotion or transfer to an individual) or the denial of a contract. The records also are related to referrals for investigation from the Civilian Review and Complaints Commission and the Canadian Human Rights Commission, as well as reports made to NSIRA from the Minister of Immigration, Refugees, and Citizenship. 

Document Types: Correspondence, memoranda, notes, audio/video recordings, transcripts, exhibits, submissions, reports, briefing notes, legal opinions, security clearance records, intelligence analysis and threat assessments and recommendations, intelligence reports, security threats, Threats and Risk Assessments, security incidents and investigation reports, final reports, and records of decision.

Record Number: NSIR INV 001

Note: This Class of Record (COR), which was formerly identified as SIR COM 001(Complaints), is pending transfer approval from Treasury Board Secretariat officials. The COR was formerly under the Security Intelligence Review Committee, which was succeeded by NSIRA in 2019.

Personal Information Bank

Description: This bank contains information related to individuals who have filed a complaint with NSIRA, as well as individuals whose information is reported or referred to NSIRA by other federal institutions for investigation.  The personal information collected varies on the investigation type and information submitted to NSIRA by individuals or referring federal institutions, as well as the records submitted by the federal institution whose activities are the focus of the investigation and who are required by the National Security and Intelligence Review Agency Act to provide NSIRA with access to all information related to the complaint with few exceptions. The personal information collected may include: 

  • Biographical Information
  • Biometric Information
  • Contact Information
  • Citizenship Status
  • Credit History
  • Criminal Checks/History
  • Date of Birth
  • Employee Identification Number
  • Employee Equity Information
  • Employee Personnel Information
  • Financial Information
  • Gender/Sex
  • Language
  • Medical Information
  • Name
  • Opinion or views of, or about, individuals
  • Other identification numbers
  • Photos
  • Physical attributes
  • Signature
  • NSIRA’s own investigative interviews, hearings, and other proceedings, including audio recordings
  • Security interviews
  • Surveillance information
  • Security Screening Records, including but not limited to criminal records (domestic and foreign), open-source checks, internal checks by a federal institution, credit report, CSIS security assessment, security interviews, and polygraph examination Information (including audio/video recording)

Note: This Personal Information Bank (PIB), which was formerly identified as SIR PPU 005 (Complaints). The PIB was formerly under the Security Intelligence Review Committee, which was succeeded by NSIRA in 2019.

Class of Individuals: Members of the general public or federal employees who submit a complaint to NSIRA for investigation of the activities carried out by the Canadian Security Intelligence Service (CSIS) or the Communications Security Establishment (CSE) or a decision by a federal institution to deny or revoke an individual’s security clearance.  Also, members of the general public or federal employees whose complaint related to the Royal Canadian Mounted Police (RCMP) is referred to NSIRA by the Civilian Review and Complaints Commission, as well as matters referred to NSIRA for investigations from the Canadian Human Rights Commission and reports made to NSIRA from the Minister of Immigration, Refugees, and Citizenship.  Furthermore, from the records of the federal institution under investigation, NSIRA may collect the personal information of federal employees or members of the general public.  Information is also collected through investigative interviews, case conferences, and hearings before NSIRA member(s) which may include counsel for the complainant, counsel for the Government of Canada, and witnesses.

Purpose: Personal information is collected under the authority of ss. 8(d) of the National Security and Intelligence Review Agency Act, which mandates NSIRA to investigate complaints under ss. 16(1) (related to CSIS), ss. 17(1) (related to CSE), or ss. 18(3) (related to denial/revocation of a security clearance), as well as complaints referred to NSIRA under subsection 45.53(4.1) or 45.67(2.1) of the Royal Canadian Mounted Police Act, reports made to the Agency under section 19 of the Citizenship Act, and matters referred to the Agency under section 45 of the Canadian Human Rights Act.  The purpose of all NSIRA investigations is to produce a report of findings and recommendations to the appropriate federal institution for consideration, as well as the individual in question (complainant, focus of referred matter or report).

Consistent Uses: Information submitted by complainants is disclosed to the federal institution under investigation.  Furthermore, additional information is gathered from the federal institution under investigation to come to an opinion on findings and recommendations.  To resolve a matter, NSIRA may conduct investigative interviews, case management conferences, hearings, and other proceedings.  NSIRA proceedings may be held with both parties or ex parte and include witnesses who are not considered a party to the investigation. 

The NSIRA final report is disclosed to the federal institution(s) that is the focus of the investigation. A declassified version of the final report is disclosed to the complainant or person who is the topic of a referred matter. Final reports which have had personal information redacted may be made public at the discretion of NSIRA. At the discretion of NSIRA and with the consent of the individual, a final report containing identifiable information may be made public.

Information may be used by NSIRA for its Review mandate under paragraphs 8(1)(a), (b), and (c) (see NSIR PPU 005; Reviews).

Information may be disclosed to the National Security and Intelligence Committee of Parliamentarians and to the Civilian Review and Complaints Commission with whom NSIRA cooperates in performing its review activities. Information may be disclosed to the Office of the Privacy Commissioner with whom NSIRA may coordinate its activities.

Retention and Disposal Standards: Retention of investigation files are retained in accordance with three categories of information holdings. Evidentiary Records are retained for two years after case closure of the file and transferred to Library and Archives Canada. The paper format of Administrative Files is retained for five years and destroyed after confirmation that all records have been digitized. The electronic format of Administrative Files is retained for seven years and transferred to Library and Archives Canada. Final Files are kept in an electronic format for 50 years after the case closure of the file and then transferred to Library and Archives Canada.

Records of the former Security Intelligence Review Committee are retained as follows: All SIRC Evidentiary Records and Administrative Files are being transferred to LAC.  Regarding Final Files, one copy of the final report will be retained for 50 years and then transferred to LAC.

Note:  Evidentiary Records are records submitted to NSIRA by the federal institution whose activities are being investigated, as well as records reported or referred to NSIRA and considered to evidentiary information. These records also include the transcripts of investigative interviews and NSIRA proceedings. Administrative Files include, but are not limited to, correspondences to parties, letters, all submissions by the complainant, and detailed notes taken by investigative staff, as well as all audio recordings of investigative interviews and NSIRA proceedings. Final Files are legal advice and all versions of the NSIRA investigation Final Report (Classified, Redacted, and Redacted and De-Identified). 

Note: A new Records Disposition Authority (RDA) is pending a decision by Library and Archives Canada which will reflect what information is of archival value within Evidentiary Records, Administrative Files, and Final Files. Once the NSIRA Secretariat-specific RDA is provided by Library and Archives Canada, any records not considered of archival value by Library and Archives Canada will be destroyed based on the above retention and disposal schedule.

RDA Number: 94/016 (Pending Review by LAC)

Related Record Number: NSIR INV 001

TBS Registration: 004449

Bank Number: NSIR PPU 005

Internal Services

Internal Services consist of various interconnected activities and resources that are managed to support the needs of an organization’s programs and other corporate responsibilities. These services are: Management and Oversight; Communications; Legal; Human Resources Management; Financial Management; Information Management; Information Technology; Real Property; Materiel; Acquisition; and Travel and Other Administrative Services. Internal Services are focused on activities and resources that serve the entire organization, rather than those dedicated to specific programs.

Acquisition Management Services

Acquisition management services involve activities undertaken to support the acquisition of goods, services or construction services identified as necessary for a department to fulfill its ongoing mandate and purpose. These activities include processing, monitoring and reporting, developing and implementing departmental policies and procedures, and activities that support the sound management of procurement contracts.

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. These activities ensure that the public 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.

This Internal Services category refers to communications that are corporate in nature, affecting the entire department whether through internal communications to all employees or external communications on behalf of the department.

Financial Management Services

Financial management services involve activities undertaken in the department to ensure the prudent use and stewardship of financial resources in an effective, efficient and economic manner. Activities include planning, budgeting, accounting, costing, reporting, control and oversight, analysis, decision support and advice, and financial systems.

Human Resources Management Services

Human resources management services include activities related to supporting human resources (HR) planning and reporting; reviewing, assessing and developing organizational design; reviewing and assessing job descriptions and classifications; supporting staffing processes; collecting and processing employee information related to compensation, leave and transfers; identifying and coordinating organization-wide training and learning requirements; promoting values, ethics and employment equity; managing employee recognition and awards programs; addressing workplace management and labour relations; and developing and maintaining HR information systems within the organization.

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 management (IM) is the discipline that directs and supports effective and efficient management of information in an organization, from planning and systems development to disposal or long-term preservation.

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. Activities include the provision of the following services: legal advisory, litigation and legislative services.

Management and Oversight Services

Management and oversight services involve activities undertaken to ensure that federal government service operations and programs comply with applicable laws, regulations, policies and plans. Activities include providing strategic direction, governance and corporate planning; allocating resources and taking investment decisions; and analyzing exposure to risk and determining appropriate countermeasures.

Materiel Management Services

Materiel management 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. Treasury Board’s Policy on Management of Materiel defines materiel as “all movable assets, excluding money or records, acquired by Her Majesty in right of Canada.” Movable assets are tangible and include a broad range of goods such as equipment (e.g., office, information technology, telecommunications, scientific), furniture and furnishings, and larger goods (e.g., vehicles and ships). Most materiel expenditures are specific program expenditures. However, as an Internal Services category, materiel management services include the expenditures from policy and administrative support for those who manage and dispose of materiel throughout the department.

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.

Manuals

  • NSIRA Rules of Procedure
  • Investigations Service Standards

Additional Information

The Government of Canada encourages the release of information through requests outside of the ATIP process. You may wish to consult the Secretariat’s completed Access to Information (ATI) summaries. To make an informal request, contact:

The Secretariat 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.

Please see the Introduction to this publication for information on formal access procedures under the provisions of the Access to Information Act and the Privacy Act. The following outlines how to make a formal ATIP request.

Mail your letter or Access to Information Request Form (Access to Information Act) or Personal Information Request Form (Privacy Act), along with any necessary documents (such as consent or the $5 application fee for a request under the Access to Information Act), to the following address:

Access to Information and Privacy Office
National Security and Intelligence Review Agency
P.O. Box 2430, Station “D”
Ottawa, Ontario, K1P 5W5

Please note: Each request made to NSIRA Secretariat under the Access to Information Act must be accompanied by an application fee of $5.00, cheque or money order made payable to the Receiver General for Canada.

Reading Room

In accordance with the Access to Information Act and the Privacy Act, the applicant may wish to review the material in person. Should you wish to review the materials in Ottawa, Ontario, you must make an advance appointment by emailing the Access to Information and Privacy Office at ATIP@nsira-ossnr.gc.ca.

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