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

Background

A deep water port situated 650 kilometres down river from Quebec city on the North Shore of the St. Lawrence, the Sept-Iles Port Authority is a large natural harbour, more than 80 metres in depth which is open to navigation year round.

The Sept-Îles Port Authority was created on May 1, 1999 by letters patent issued on that date by the Minister of Transport pursuant to Section 8 of the Canada Marine Act. Therefore, the Sept-Îles Port Authority is a Canadian Port Authority and an agent of Her Majesty in right of Canada within the framework of the Canada Marine Act.

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

Additional information related to the Port of Sept-Iles, its history, and mandate can be found here.

Responsibilities

The Sept-Îles Port Authority contributes to the implementation of a National Marine Policy that provides Canada with the marine infrastructure that it needs and that offers effective support for the achievement of local, regional and national social and economic objectives; and that promotes and safeguards Canada’s competitiveness and trade objectives.

Navigable waters under the jurisdiction of the Sept-Îles Port Authority as well as federal real property under its management and other federal real property occupied or held by it are listed in Schedules «A» and «B» to its letters patent.

The Sept-Îles Port Authority has the powers of a natural person and its authority to operate a port is limited to the power to engage in port activities related to shipping, navigation, transportation of passengers and handling and storage of goods, to the extent that these activities are specified in the letters patent and other activities that are deemed in the letters patent to be necessary to support port operations.

Among its rights and obligations the Sept-Îles Port Authority must see to the management of federal real property and personal property and any rights related thereto. It may set the fees to be paid in respect of ships, vehicles, aircraft and persons coming into or using the port and the goods and services it provides or any privilege conferred by it. As for order and safety, the Sept-Îles Port Authority shall take appropriate measures for the maintenance of order and the safety of persons and property of the Authority.

INSTITUTIONAL FUNCTIONS, PROGRAMS AND ACTIVITIES

COMMERCIAL OPERATIONS

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

PORT OPERATIONS

Pursuant to the Canada Marine Act, and Schedule “A” and “B” of its Letters Patent, Port Operations is responsible for performing all activities related to the operations of the Port.

Administration of Tariffs, Fees and Permits

Description: Files include information related to the development, implementation, and prescription of fees related to cargo brokerage, shipping and handling; the handling of dangerous goods, industrial waste, or pollutants, mobile ramp services (railcar ferry), security and passengers.
Document types: Harbour dues; berthage, anchorage and wharfage descriptions and fees; water service fees, mobile ramp fees;  carrier rates; equipment rental rates; remittals, notices and procedures, policies, statistical reports; meeting minutes; contracts; memoranda and correspondence.
Record Number: SIPA TAR 640

Cargo Management

Description: Records include information relating to cargo management within the port’s terminals (transportation of merchandise and passengers); fuelling services, pilotage services; mobile ramp services (railcar ferry); stevedoring; waste services and icebreaking.
Document types: navigation descriptions, fees and rates, licenses, plans, procedures, policies, financial reports, budgets, statistical reports, forecasts; and strategies.
Record Number: SIPA CAR 640

Property Management

Description: Records include information relating to properties owned and managed by the Authority including the rental and/or lease of these properties.
Document types: land and port development proposals, lease agreements, licenses, plans, procedures, policies, financial reports, budgets, statistical reports, community relations reports, and strategies.
Record Number: SIPA PMS 490

  • Property Services Personal Information Bank
    Description: This bank contains basic information on properties managed by the Sept-Îles Port Authority or tenants of these 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: SIPA PMS 490
    TBS Registration: 004375
    Bank Number: SIPA PPU 490

Complaints and Claims Management

Description: Files include information relating to complaints and claims made by and against the Authority.
Document types: accident or property damage reports, forms, settlements, legal opinions, court documents, policies, procedures and correspondence.
Record Number: SIPA CLA 345

  • Claims Personal Information Bank
    Description: This bank contains information relating to complaints by and against the Authority.
    Class of Individuals: General public, companies and institutions of Canadian or foreign extraction.
    Purpose: This bank documents the settlement of Claims by of against the Authority.
    Consistent Uses: This bank documents the legal settlements of all Claims by or against the Authority.
    Retention and Disposal Standards: Records are retained for two years after the settlement and then destroyed.
    RDA Number: 2002/001
    Related Record Number: SIPA CLA 345
    TBS Registration: 004379
    Bank Number: SIPA PPU 345

PORT INFRASTRUCTURE

The Sept-Iles Port Authority manages the development, production, maintenance and upgrades of its infrastructure, which includes cargo management, environmental, sustainable and economic development of the Authority’s properties and lands, regulatory compliance and community relations.

Transportation

Description: Files include information related to receiving and processing facilities related to rail car ferries and ship mooring.
Document types: information on ships, licenses, cargo, plans, procedures, policies, financial reports, budgets, statistical reports, strategies.
Record Number: SIPA TRA 546

Marketing of Tourism and Recreation

Description: Files include information relating to the promotion of the Authority and its regional attractions, market development and research, communications planning and advertising to key audiences to promote stakeholder development and market promotion.  Newspaper and magazine advertisements; on-line advertising, social media, marketing and advertising firms used to advertise and promote the Sept-Iles Port Authority.
Document types: Advertisements, brochures, posters, press releases, performance reporting documents, planning documents, design briefs, photos and illustrations, project briefs, artwork files, budget documents, presentations, market research reports, promotional material, invoices, contracts.
Record Number: SIPA MAR 250

Industrial Relations

Description: Files include records relating to shore infrastructure required for international and coastal trade, including Canada Customs and Immigration Offices, the outsourcing of shipping facilities, stevedoring companies, and other arrangements in place that contribute to the operation of docks, shipyards, sani-pump stations, hydro, waste removal and freshwater delivery systems.
Document types: agreements, lease and rental agreements, plans, budgets, financial reports, policies, procedures, statistics.
Record Number: SIPA IND 400

Environmental Infrastructure

Description: Files include information relating to the operation, maintenance and upgrade of existing structures related to waste management, pollution control and supplies for the containment of minor spills.
Document types: environmental impact plans, development and energy conservation plans, studies, reports, financial reports, policies, procedures, and agreements.
Record Number: SIPA ENV 500

Port Maintenance and Development

Description: Files include information relating to the planning, design, construction and maintenance of the Authority.
Document types: Contract files and related correspondence, award criteria, guidelines, regulations, approval requirements, statements of work, Requests for Proposals, solicitation or tender documents, monitoring and inspection reports, invoices, payment requisitions, evaluation and quality control reports, standing offers, supply arrangements, purchase requisitions, reports, contracts, quotes, research, plans, submissions, progress reports and payments.
Record Number: SIPA ING 546

RECREATION SERVICES

The Sept-Iles Port Authority provides boating and marina services and is a destination for cruise ships worldwide. The Authority maintains active participation in the regional community and contributes significantly to its economy.

Boating and Marina Services

Description: Files include information relating to 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: SIPA BMS 400

Travel and Tourism

Description: Records include information related to the arrival and disembarkment of cruise ship passengers and other visitors to Sept-Iles that contribute to the tourist trade throughout the region.  The port is active in promoting the local culture and regional attractions to visiting tourists.
Document types: information on Canada Customs and Immigration, port services (washrooms, food, tours, information, etc.), reports, statistics, policies, procedures.
Record Number: SIPA TRA 615

STAKEHOLDER RELATIONS

Stakeholder relations encompass the planning, contribution, and improvement of ongoing channels of communications and initiatives tailored to all Authority audiences and stakeholders.  It develops and carries out initiatives that contribute to the community’s well-being and quality of life as well as initiatives promoting relations with federal/provincial and international stakeholders that serve to ensure the Authority’s ongoing sustainability.

Community/Regional Relations and Development

Description: Records include information relating to the Authority’s involvement and commitment to the regional and community quality of life and goals for economic growth.  The Authority’s commitment to community is guided by three areas of involvement: direct assistance for community players by way of a contribution and donation policy; participation in a number of committees that are deeply involved in the community’s economy; and the opening of the Authority’s facilities to anyone who seeks to better understand what the Authority does.
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: SIPA REL 112

Federal/Provincial/International Relations

Description:  Files include information on market research, new projects and opportunities aimed to maintain and create new partnerships with federal, provincial and international stakeholders that offer effective support for the achievement of local, regional and national social and economic objectives.
Document types: market research and testing, memoranda of understanding, correspondence with provincial and international partners, information on practices and operations, reports, budgets, plans, statistics, policies, and procedures.
Record Number: SIPA REL 155

ENVIRONMENTAL STEWARDSHIP

Environmental stewardship encompasses the Authority’s responsible use and protection of the region’s natural environment through conservation and sustainable practices. Through these activities the Authority has developed an environmental management system as well as other initiatives intended to reduce its environmental impact on the region and increase environmental protection efforts.

PROACTIVE PRESERVATION AND RESTORATION

The Authority is actively involved in the preservation and restoration of the port as well as the surrounding area.  Initiatives include an ecosystem enrichment project, energy conservation program, Green Award certification Program, as well as the development of an environmental management system aimed at developing and preserving the Bay, reducing environmental impact and increasing environmental protection efforts.

Special Environmental Programs

Description: Files include information on the Authority’s involvement in environmental projects (the Ecosystem Enrichment Project, the Energy Conservation Program and the Green Award Certification Program, and the Compensation 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: SIPA SEP 500

Emergency Disaster Management

Description: Files include information related to procedures for communications, emergency management and operational actions to be implemented by the Authority in the event of an emergency or disaster.
Document types: procedures, correspondence, briefing notes, summaries, research, reports, plans, summary documents, meeting minutes, agendas, financial reports, budgets, policies
Record Number: SIPA EDM 640

HARBOUR MASTER AND PORT SECURITY

Harbour Master and Port Security is responsible for marine traffic management within the limits; and enforcement of regulations as a port authority.  The operation of the Authority’s terminals is unique in that they operate twenty-four hours per day, seven days a week.  The Authority’s Terminals provide all the necessary shore services required for international and coastal trade, including Canada Customs and Immigration, shipping agents, stevedoring companies, and tugs.

PORT AND HARBOUR PROTECTION

Port and harbour protection activities encompass initiatives such as the Navigable Waters Protection Program which is managed by Transport Canada; Port Credentialing in relation to the production and issuance of passes for personnel and vehicles that enter the Authority premises; dangerous goods inspection in conjunction with Transport Canada for the inspection of sea containers registered as containing dangerous goods; and search and rescue operations in conjunction with the Canadian Coast Guard and Provincial Policing authorities to administer search and rescue operations and marine patrols within the Authority’s jurisdiction.

Navigable Waters Protection Program

Description: Files include information relating to the Navigable Waters Protection Program coordinated by Transport Canada to ensure the balance between the public right and need to navigate and the need to build works such as bridges, dams or docks in navigable waters.
Document types: plans, drawings, property ownership statements, approvals, licenses, applications, project advertisements, reports, briefing notes, budgets, financial reports, correspondence
Record Number: SIPA NWP 615

Port Community Credentialing Program

Description: Files include information related to the issuance of passes for personnel and vehicles that have business with the Authority such as employees, contractors, members of the Board, users, construction workers, etc. The security objective is to provide for the safety and security of people, cargo and infrastructure assets while facilitating the productive flow of commerce into, within and out of the Authority owned facilities.
Document types: badges, registration forms, badge revocations, company and individual information, policies, procedures, access controls (i.e. access to all or specific areas of the Port), correspondence, license numbers
Record Number: SIPA CRE 635

  • Restricted Area Passes or Keys Personal Information Bank
    Description: This bank describes information that is related to the issuance of restricted area passes or keys by the Port administration who require access to specific restricted areas of the Port in the performance of their duties or in doing 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 identification or transportation security clearance.
    Class of Individuals: General public, full and part time employees, contractors/consultants, construction workers, members of the Board, any individuals having business 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 to authorized Port personnel.
    Consistent Uses: Information may be shared with Transport Canada Inspectors in accordance with the Marine Transportation Security Regulations. Please refer to TC PPU 093 titled: Transportation Security Clearance Program.
    Retention and Disposal Standards: Information is retained for two 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: SIPA CRE 635
    TBS Registration: 20150069
    Bank Number: SIPA PPU 635

Dangerous Goods Inspection Program

Description: Files include information regarding the formal inspection regime in place to monitor compliance with the Transportation of Dangerous Goods Act, the Safe Container Convention Act, and related Regulations and Codes.
Document types: legislation, regulation, codes, standards, forms, applications, reports, statistics, policies, procedures, license numbers, statements of vessel ownership, declaration of dangerous goods, and registrations of containers containing dangerous goods
Record Number: SIPA DGI 500

Search and Rescue Operations

Description: Records include information relating to search and rescue operations in collaboration with the Canadian Coast Guard and Provincial Policing Authorities to respond to security matters and marine emergencies.
Document types: procedures, techniques, manuals, policies, incident reports, safety information, emergency contact information, situation reports, operational plans, procedures relating to media requests for information
Record Number: SIPA SAR 600

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.

Acquisition 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.
Procurement and Contracting Class of Record

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.
Communications Class of Record

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.
Financial Management Class of Record

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.
Classification of Positions Class of Record

Compensation and Benefits Class of Record

Human Resources Planning Class of Record

Labour Relations Class of Record

Occupational Health and Safety Class of Record

Official Languages Class of Record

Performance Management Reviews Class of Record

Recruitment and Staffing Class of Record

Training and Development Class of Record

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.
Access to Information and Privacy Class of Record

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.
Information Technology Class of Record

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.
Legal Services Class of Record

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.
Internal Audit and Evaluation Class of Record

Planning and Reporting Class of Record

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.
Materiel Management Class of Record

Real Property Services

Real property services involve 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.
Real Property Management Class of Record

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.
Boards, Committees and Council Class of Record

Security Class of Record

Travel Class of Record

Classes of Personal Information

In the course of conducting the programs and activities of the Sept-Îles Port Authority, classes of personal information may be accumulated that are not included in the specific personal information banks described above. Such personal information may include: requests for information, expressions of public support, and offers of services. This information is stored in the central registry files, where records are not normally retrieved by name or other identifier.

This form of personal information is normally retrievable if specifics are provided concerning the subject matter, related program activity, as well as the date on which the information was received by the Port Sept-Îles Port Authority, and the name of the person to whom it was addressed. The retention periods for these classes of personal information are controlled by the records disposal schedules for the general subject files in which they are stored.

Manuals

ADDITIONAL INFORMATION

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

  • Port of Sept-Îles
    1 Quai Mgr-Blanche
    Sept-Îles, Quebec G4R 5P3
  • Telephone: 418-968-1231
    Facsimile: 418-962-4445
    Internet: www.portsi.com

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 $5.00 application fee for a request under the Access to Information Act) to the following address:

  • Sept-Îles Port Authority
    Access to Information and Privacy Coordinator
    1 Quai Mgr-Blanche
    Sept-Îles, Quebec G4R 5P3
    Tel.: 418 968-1231

Please note: Each request made to the Sept-Iles 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-Iles Port Authority.

You can find the completed Acces to Information summaries for current and past years on our Acces to Information page.

Reading Room

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

  • Sept-Îles Port Authority
    1 Quai Mgr-Blanche
    Sept-Îles, Quebec