Info source

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 current and former government employees 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 to Info Source: Sources of Government and Employee Information 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 the Treasury Board (as the designated Minister) for the government-wide administration of the legislation.

General Information

Background

The Port of Sept-Îles is a large deep-water (over 80 m) natural harbour located 650 km downstream from Quebec City on the North Shore of the St. Lawrence that is open to year-round navigation.

The Sept-Îles Port Authority was created on May 1, 1999, by letters patent issued by the Minister of Transport under Section 8 of the Canada Marine Act. It is therefore a Canadian Port Authority and an agent of Her Majesty in right of Canada under the aforementioned Act.

The Port of Sept-Îles is governed by a Board of Directors and reports to Parliament through the Minister of Transport.

Responsibilities

The Sept-Îles Port Authority helps implement the National Marine Policy, which provides Canada with the necessary marine infrastructure and effective support to achieve its local, regional and national economic and social objectives while ensuring and protecting the country’s competitiveness and trade.

Navigable waters under the jurisdiction of the Sept-Îles Port Authority and federal real property under its purview and those it occupies or holds are listed in appendices A and B of its letters patent.

The Sept-Îles Port Authority has the powers of a natural person. Its jurisdiction to manage a port is limited to the power to undertake port activities involving shipping, navigation, passenger transportation and the handling and storage of goods, to the extent that they are contained in the letters patent, and other activities deemed necessary to support the operation of the port in accordance with the letters patent.

Its rights and obligations include the management of federal real property and personal property and other related rights. It may determine the fees to be charged for ships, vehicles, aircraft and persons entering or using the port and the goods and services provided or any liens granted. The Sept-Îles Port Authority must also take appropriate measures to ensure the safety and security of persons and their property.

Port Functions, Programs and Activities

Commercial Operations

Sept-Îles Port Authority Commercial Operations plays a crucial role in establishing and sustaining the Port’s reputation based on its mission and in ensuring that the Port remains an important leader in its bulk handling operations, its commitment to sustainable development and its role as an economic development agent in the Sept-Îles region.

Port Operations

In accordance with the Canada Marine Act and appendices A and B of its letters patent, Port Operations is responsible for all activities related to Port operations.

Description: Records include information on the setting, implementation and prescription of fees for the brokering, shipping and handling of freight and the management of dangerous goods, industrial waste or pollutants, mobile ramp services (train ferry), safety and passengers.

Document Types: Harbour dues; berthage, anchorage and wharfage fees and descriptions; water service fees; mobile ramp fees; carrier rates; equipment rental rates; remittals, notices and procedures, policies and statistical reports; meeting minutes; contracts; memoranda and correspondence.

Record Number: APSI TAR 640

Description: Records include information on cargo management at the Port’s terminals (freight and passengers), fueling and pilotage services, mobile ramp services (train ferry), stevedoring and waste management and icebreaking services.

Document Types: Descriptions, fees and rates, permits, plans, procedures, policies, financial reports, budgets, statistical reports, forecasts and navigation strategies.

Record Number: APSI FRE 640

Description: Records include information on properties owned and managed by the Authority, including the rental and/or lease of these properties.

Document Types: Land and port use plans, lease agreements, permits, plans, procedures, policies, financial reports, budgets, statistical reports, community relations reports and strategies.

Record Number: APSI GES 490

Real Property Services Personal Information Bank

Description: This bank contains basic information on properties managed by the Sept-Îles Port Authority or tenants of those properties.

Class of Individuals: General public.

Purpose: This bank is used to document property transactions such as leases, agreements, sales, exchange or purchase of lands between Her Majesty, the Sept-Îles Port Authority and the general public.

Consistent Uses: This bank is used to document the decision-making process in property matters.

Retention and Disposal Standards: Records are retained for an undetermined period of time.

RDA Number: 2002/001

Related Record Number: APSI SBI 490

TBS Registration: 004375

Record Number: APSI PPU 490

Description: Records include information on complaints and claims filed by or against the Port Authority.

Document Types: Accident or property damage reports, forms, settlements, legal opinions, court documents, policies, procedures and correspondence.

Record Number: APSI PLA 345

Claims Personal Information Bank

Description: This bank includes information on complaints filed by or against the Port Authority.

Class of Individuals: General public, Canadian or foreign companies and institutions.

Purpose: Support the resolution of complaints filed by or against the Port Authority.

Consistent Uses: The bank is used to support the legal resolution of complaints filed by or against the Port Authority.

Retention and Disposal Standards: Records are kept for 2 years after settlement and then destroyed.

RDA Number: 2002/001

Related Record Number: APSI NDP 345

TBS Registration: 004379

 Record Number: APSI PPU 345

Port Infrastructure

The Sept-Îles Port Authority manages the design, construction, maintenance and upgrading of its infrastructure, including cargo management; environmental, sustainable and economic development of the Port Authority’s properties and lands; regulatory compliance and community relations.

Description: Records include information on the receiving and processing facilities for train ferries and ship docking.

Document Types: Ship information, permits, plans, procedures, policies, financial reports, budgets, statistical reports and strategies.

Record Number: APSI TRA 546

Description: Records include information on the promotion of the Authority and its regional attractions, market research and development, communications planning and advertising to key audiences for partnerships and trade promotion. Newspaper and magazine ads, online advertising, social media, use of marketing and advertising agencies to promote the Sept-Iles Port Authority.

Document Types: Advertisements, brochures, posters, press releases, performance reports, planning documents, design statements, photos and illustrations, project statements, mock-ups, budget documents, presentations, market research reports, promotional materials, invoices, contracts.

Record Number: APSI TOU 250

Description: Records include information on the coastal infrastructure required for coastal and international trade, including by Canada Customs and Immigration offices, outsourced shipping facilities, stevedoring companies and other facilities in place that contribute to the operation of docks, shipyards, Sanipump stations, hydraulic cranes and waste and freshwater systems.

Document Types: Agreements, leases and rental contracts, plans, budgets, financial reports, policies, procedures and statistics.

Record Number: APSI TRA 400

Description: Records include information on the operation, maintenance and upgrading of existing structures related to waste management, pollution control and provisioning for the containment of minor spills.

Document Types: Environmental impact plan, energy development and conservation plans, studies, reports, financial reports, policies, procedures and agreements.

Record Number: APSI ENV 500

Description: Records include information on the planning, design, construction and maintenance of the Authority’s facilities.

Document Types: Contract files and related correspondence, award criteria, guidelines, regulations, approval terms and conditions, statements of work, requests for proposals, solicitation or tender documents, monitoring and inspection reports, invoices, requests for payment, evaluation and quality control reports, standing offers, supply arrangements, purchase requisitions, reports, contracts, estimates, research, plans, bids, progress reports and payment.

Record Number: APSI ING 546

Recreational Services

A popular destination for cruise ships from around the world, the Sept-Îles Port Authority offers boating and marina services. It is actively involved in the life of its community and contributes significantly to the local economy.

Description: Records include information on the outsourcing of boating and marina services to a non-profit organization.

Document Types: Rental and lease agreements, insurance policies, reports, financial reports, receipts, policies, procedures, correspondence.

Record Number: APSI MAR 400

Description: Records include information on the arrival and disembarkation of cruise ship passengers and other visitors to Sept-Îles who generate tourism in the region. The Port is actively involved in promoting the local culture and regional attractions with tourists.

Document Types: Information on Canadian Customs and Immigration, port services (restrooms, food, guided tours, etc.), reports, statistics, policies and procedures.

Record Number: APSI VOY 615

Stakeholder Relations

Stakeholder relations involves planning, contributing to and enhancing communication channels and initiatives tailored to all of the Authority’s stakeholders and audiences. It involves developing and implementing activities that promote the well-being and quality of life of the community as well as initiatives to foster relationships with federal, provincial and international stakeholders to ensure sustainability.

Description: Records include information on the Authority’s involvement in and commitment to regional and community quality of life and economic growth objectives. The Authority’s community involvement is threefold: It supports community actors through a Donation and Sponsorship Policy, it sits on multiple committees that are actively involved in the community’s economy and it provides access to its facilities to anyone who would like to better understand its activities.

Document Types: Correspondence with regional/community organizations, memoranda of understanding, information on practices and operations, research, donation awards, receipts, reports, budgets, plans, statistics, policies, procedures, meeting minutes and agendas.

Record Number: APSI REL 112

Description: Records include information on market research, new projects and opportunities to maintain and develop new partnerships with federal, provincial and international stakeholders that provide effective support toward local, regional and national social and economic objectives.

Document Types: Market and marketing research, memoranda of understanding, correspondence with provincial and international partners, information on practices and activities, reports, budgets, plans, statistics, policies and procedures.

Record Number: APSI REL 155

ENVIRONMENTAL STEWARDSHIP

Environmental stewardship focuses on the Authority’s protection and responsible use of the region’s natural environment through conservation and sustainable practices. As part of these activities, the Authority has implemented an environmental management system as well as other initiatives to reduce its environmental impact in the region and ramp up its environmental protection efforts.

Proactive Preservation and Restoration

The Authority is actively involved in the preservation and restoration of the Port and its surroundings. Its initiatives include an ecosystem enhancement project, an energy conservation program, the Green Award certification program and the development of an environmental management system to develop and preserve the bay in order to reduce its environmental impact and ramp up its environmental protection efforts.

Description: Records include information on the Authority’s involvement in environmental projects (ecosystem enhancement project, energy conservation program, Green Award certification program and offset project) and the development of a new environmental management system (policy).

Document Types: Environmental reports, research, studies, standards, certifications, financial reports, budgets, plans, policies, procedures, correspondence, committee meeting minutes, agendas.

Record Number: APSI PES 500

Description: Records include information on communication procedures, emergency management and operational measures to be implemented by the Authority in the event of an emergency or disaster.

Document Types: Procedures, correspondence, instructions, summaries, research, reports, plans, position papers, minutes, agendas, financial reports, budgets, policies.

Record Number: APSI GUC 640

HARBOUR MASTER AND PORT SECURITY

The Harbour Master and Port Security Officer manages marine traffic in its waters and enforces Port Authority regulations. The Authority’s unique terminals are open 24 hours a day, 7 days a week. They provide all the necessary shore services required for international and coastal trade, including Canada Customs and Immigration, shipping agents, stevedoring companies and tugs.

Port Protection

Port protection activities include initiatives such as the Navigable Waters Protection Program administered by Transport Canada, port credentialing consisting of the production and issuance of passes for personnel and vehicles entering Authority property, inspection of marine containers registered as carrying dangerous goods in cooperation with Transport Canada and search and rescue operations and marine patrols in Authority waters in conjunction with the Canadian Coast Guard and provincial police services.

Description: Records include information on the Navigable Waters Protection Program coordinated by Transport Canada to balance the public right and need to navigate with the need to build structures such as bridges, dams or docks in navigable waters.

Document Types: Plans, drawings, ownership statements, approvals, licences, applications, project advertisements, briefing notes, instructions, budgets, financial reports and correspondence,

Record Number: APSI PEN 615

Description: Records relate to the issuance of passes and security clearances for personnel and vehicles that have business with the Port such as employees, contractors, members of the Board, users, construction workers, etc. The objective is to ensure the safety and security of people, cargo and infrastructure while facilitating the productive flow of commerce into, within and out of Port-owned facilities.

Document Types: Badges, registration forms, badge revocations, company and individual information, policies, procedures, access controls (e.g., access to all or specific areas of the Port), correspondence, licence numbers.

Record Number: APSI ACR 635

Description: The bank describes information related to the Port Authority’s issuance of restricted area passes or keys to individuals who require access to specific restricted areas of the Port to perform their duties or do business with the Port on an occasional basis. Personal information may include full name, title or position, contact information, employment information, physical attributes (sex, height, hair and eye colour), pass or key number and valid government-issued photo ID or transportation security clearance.

 Class of Individuals: General public, full-time and part-time employees, contractors/consultants, construction workers, members of the Board, anyone dealing with the Port.

 Purpose: Personal information is collected pursuant to Section 384 of the Marine Transportation Security Regulations and is used for the issuance, suspension, revocation, expiry, loss and/or theft of restricted area passes and keys for authorized Port personnel.

 Consistent Uses: This information may be shared with Transport Canada inspectors in accordance with the Marine Transportation Security Regulations. Please refer to TC PPU 093: Transportation Security Clearance Program.

 Retention and Disposal Standards: Information is retained for a period of 2 years after the expiry, suspension or revocation of the restricted area pass or key and then the information is destroyed.

 RDA Number: 2002/001

 Related Record Number: APSI ACR 635

 TBS Registration: 20150069

 Record Number: APSI PPU 635

Description: Records include information on the current formal inspection regime to ensure compliance with the Transportation of Dangerous Goods Act, the Safe Containers Convention Act and related regulations and codes.

Document Types: Legislation, regulations, codes, standards, forms, applications, reports, statistics, policies, procedures, licence numbers, statements of vessel ownership, declarations of dangerous goods and registrations of containers containing dangerous goods.

Record Number: APSI IMD 500

Description: Records contain information on search and rescue operations in conjunction with the Canadian Coast Guard and provincial police services to address safety issues and marine emergencies.

Document Types: Procedures, techniques, manuals, policies, incident reports, security information, emergency contact numbers, situation reports, operational plans, procedures for handling media inquiries.

Record Number: APSI ORS 600

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, asset management services, material management services, procurement management services, and travel management and other administrative services. Internal services include only those activities and resources that apply across an organization and not those provided to a specific program.

Acquisition Services

Acquisition services involve activities undertaken to procure the goods and services required to respond to a properly completed request (including a complete and accurate definition of requirements and assurance that funds are available) until a contract is entered into or amended.

Communications Services

Communications services involve activities undertaken to ensure that Government of Canada communications are effectively managed, well coordinated and responsive to the public’s diverse needs for information. 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

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

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

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.

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 Services

Activities undertaken to ensure that 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.

Categories of Personal Information

In carrying out its programs and activities, the Sept-Îles Port Authority may accumulate personal information, by category, that is not included in the Personal Information Banks listed above. These include inquiries, expressions of public support, offers of service and complaints. They are filed in general files from which records are not usually retrieved by name or other personal identifier.

Normally, this personal information can only be retrieved if specific details of the subject, the related program of activities, the date of receipt at the Sept-Îles Port Authority and the name of the recipient are available. Retention periods for these categories of personal information are controlled by disposal schedules for the general subject files in which they are filed.

Additional Information

The Government of Canada encourages the release of information through informal requests. Summaries of completed access to information requests and open data from the Sept-Îles Port Authority (if applicable) are available. To make an informal request, please contact:

Sept-Îles Port Authority

1 quai Mgr-Blanche

Sept-Îles, Quebec G4R 5P3

Phone: 418-968-1231

Fax: 418-962-4445

Web: www.portsi.com

Please see the Introduction to this publication for information on access to information procedures under the Access to Information Act and the Privacy Act. Follow the instructions below to make a formal 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 $5.00 application fee for a request under the Access to Information Act) to the following address:

Sept-Îles Port Authority

Access to Information and Privacy Officer

1 quai Mgr-Blanche

Sept-Îles, Quebec G4R 5P3

Phone: 418-968-1231

Please note: Each request made to the Sept-Îles Port Authority under the Access to Information Act must be accompanied by an application fee of $5.00, cheque or money order made payable to the Sept-Îles Port Authority.

You can find a summary of completed access to information requests for the current year and previous years by visiting the Access to Information section of the website.

Reading Room

In accordance with the Access to Information Act and the Privacy Act, a space will be made available on the premises if a requester would like to read materials onsite. The address is:

1 quai Mgr-Blanche

Sept-Îles, Quebec

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