Directory of Records

About the Directory of Records

The Directory of Records is a publication required by the Freedom of Information and Protection of Privacy Act. It makes available descriptions of Ontario Trillium Foundation’s (OTF) records and personal information banks in an effort to assist individuals in locating records maintained by the Foundation.

The Directory of Records classifies our record holdings into the following categories:

General Records: Any record not considered to be a personal information bank.
Personal Information Bank: A collection of personal information that is organized and can be retrieved by an individual’s name or some other personal identifier.

Below are descriptions of the departments within OTF and their record holdings.

For further information, please contact our Support Centre at:

416 963-4927
1 800 263-2887
otf@otf.ca

Office of the Chief Executive Officer

The CEO is accountable to the Board of Directors for the management of the Foundation’s operations. This involves translating the strategy into operational plans and activities and providing leadership, guidance and management to the Foundation staff. Another key role of the CEO is to nurture the relationship with the Government of Ontario and to represent the Foundation to the broader public. The CEO’s office is also responsible for coordination of Freedom of Information requests and management of the privacy program at the Foundation.

General Records

Board of Directors records
Budgets
Business and operational planning
CEO communications and publications
Governance documents
Ministry-Agency liaison records
Policies
Senior Leadership Team meeting records
Speaking engagement records
Special project files

Personal Information Banks

Board of Director member files

Legal Authority: Collected for the proper administration of OTF’s Board of Directors.
Individuals in Bank: OTF Board of Director members
Info Maintained: Name, contact information, appointment information, biographical information regarding board member and conflict of interest information.
Uses: Used to document and record Board members’ history with the OTF and ensure compliance with policies.
Users: Office of the Chief Executive Officer.
Retention: Files are retained for 20 years following the end of the Board members’ term and are transferred to the Archives of Ontario.

Community Investments

The Community Investments department is responsible for administering the granting process for OTF’s Grow, Seed and Capital Investments Streams and other Community Investment grants. Community Investments oversees every step of the grantmaking process from outreach, supporting grant application review and decision making and monitoring grantees to ensure compliance with OTF policies.

General Records

Grant application assessment records
Grant application records
Grant monitoring records
Grantee orientation records
Grant Review Team meeting records
Outreach and engagement records

Partnerships and other programs

The Partnerships and Measurement Department leads the Foundation’s broader province-wide initiatives, including the Youth Opportunities Fund (YOF), and other provincial programs administered by OTF on behalf of the government of Ontario. It also identifies and leverages strategic partnerships that advance OTF’s mission. Those partnerships might be with government, the private sector, other foundations and funders.

General Records

Action Area research and development files
Grant application assessment records
Grant application records
Grant monitoring records
Grantee orientation records
Grant Review Team meeting records
Outreach and engagement records
Partnership research and development records

Finance and Administration

The Finance and Administration department is responsible for risk management, quality assurance, audit and financial accountability at all stages of the grantmaking process and in our operations. Some of these policies come directly from Government, such as those related to staff and volunteer expenses, while others have been developed to meet the specific needs of OTF.

General Records

Budgets
Facilities records
Financial accounting records
Grantee audit records
Insurance records
Organization registration records
Procurement records
Quality assurance and risk management reports
Support Centre customer support records
Travel management records

Personal Information Banks

Payroll Information

Legal Authority: Public Service of Ontario Act.
Individuals in Bank: OTF employees.
Info Maintained: Name, address, work history, and payroll transactions.
Uses: Used to record and administer employee payroll transactions.
Users: Finance and Administration staff.
Retention: Files are retained for seven years after all administrative actions are complete and are destroyed.

Talent and Engagement and Volunteer Management

The Talent and Engagement department initiates and oversees strategies to deliver coaching, compensation planning, job evaluation, performance management, employee relations, recruitment and selection, training and development, health and safety and policies development and interpretation. Additionally the department manages volunteer relations which includes volunteer training, engagement and communication.

General Records

Employee engagement records
Employee onboarding and orientation records
Job position and classification files
Training and development files
Health and Safety program records
Performance management policy records
Volunteer relations files
Volunteer training materials

Personal Information Banks

Job Competitions and Applications

Legal Authority: Public Service of Ontario Act.
Individuals in Bank: Applicants for job competitions at OTF.
Info Maintained: Name, contact information, resume and evaluation information.
Uses: Used to document hiring process.
Uses: Human Resources staff and hiring managers.
Retention: Files are retained for six years following the closing of the job competition and are destroyed.

Medical Information (Personnel)

Legal Authority: Public Service of Ontario Act.
Individuals in Bank: Employees at OTF.
Info Maintained: Name, health records, reports and claims.
Uses: Used to verify health status and authorize leaves of absence.
Users: Human Resources and management.
Retention: Files are retained for 50 years following the termination of employment and are destroyed.

Performance Management

Legal Authority: Public Service of Ontario Act.
Individuals in Bank: Employees at OTF.
Info Maintained: Name, performance plan, and appraisal of work performance.
Uses: Used to manage employees’ performance and identify training needs.
Users: Human Resources and management.
Retention: Files are retained for 50 years following the termination of employment and are destroyed.

Personnel Files

Legal Authority: Public Service of Ontario Act.
Individuals in Bank: Employees at OTF.
Info Maintained: Name, Social Insurance Number, Contact Information, salary, and absences.
Uses: Used to document and record employee’s history with the OTF and ensure compliance with policies.
Users: Human Resources and management.
Retention: Files are retained for 50 years following the termination of employment and are destroyed.

Volunteer files

Legal Authority: Collected for the proper administration of OTF’s volunteer program.
Individuals in Bank: OTF volunteers.
Info Maintained: Name, contact information, relevant employment and educational experience and conflict of interest information.
Uses: Used to document and record volunteers’ history with the OTF and ensure compliance with policies.
Users: Volunteer Relations staff.
Retention: Files are retained for seven years following the end of the volunteer’s term and are destroyed.

Information Management

The Information Management department is responsible for the overall vision and strategy for information at OTF. This includes ensuring securing information technology infrastructure, support and training for information technology systems and applications, knowledge management, business intelligence, data analytics and measurement and evaluation of grant impacts.

General Records

Business intelligence records
Community of Practice records
Data analytics records
Information resource management files
Information technology application development and testing files
Information technology policy records
Information technology project records
Information technology training records
Knowledge management records
Open data records
Program evaluation records

Communications

The Communications department is responsible for all internal and external communications with all stakeholders. It also supports grant recipients in planning and hosting recognition events, OTF staff who do outreach and education, and our CEO and Board Chair who play leadership roles in the non-profit sector.

General Records

Advertising planning and development records
Communications planning records
Event planning records
Freedom of Information program records
Internal communications
Issues management records
Media scan records
Privacy program files
Public relations records
Speeches and speaking notes
Translation services files
Visual identity records
Website design and administration files

Personal Information Banks

Freedom of Information and Protection of Privacy Act access request case files
Legal Authority: Freedom of Information and Protection of Privacy Act.
Individuals in Bank: Individuals submitting requests under the Freedom of Information and Protection of Privacy Act.
Info Maintained: Name, contact information, details of request, correspondence and copies of responsive records.
Uses: Used to administer Freedom of Information access requests and maintain a record of access requests.
Users: Freedom of Information and Protection of Privacy staff.
Retention: Files are retained for six years following the close of a request or appeal and are destroyed.