Asset Management Policy

Table of Contents

1. Title

2. Effective Date

This Policy takes effect on Feb 1, 2014 and was revised on June 6, 2016.

3. Review Date

February 1, 2019

4. Application

4.1. "Department" refers to the Department of Employment and Social Development.
4.2. This Policy applies to the acquisition and management of all Departmental assets, defined as all moveable property, equipment and inventory in storage.
4.3. This Policy does not apply to fixed assets, such as real property and leasehold improvements.
4.4. This policy must be applied in conjunction with the Treasury Board (TB) Policy Framework for the Management of Assets and Acquired Services and the TB Policy on Management of Materiel. TB policies must be referred to for any areas not explicitly covered in this Policy and take precedent over this Policy.
4.5. This Policy must be applied and followed in conjunction with all related Departmental policy instruments, including but not limited to:
4.6. This Policy replaces the following Departmental policy instruments:
1. Materiel Management Policy
2. Disposal And Write-off Policy
3. Disposal of Business Equipment and Associated Supplies

5. Policy Objectives

5.1. Provide a consolidated and up to date Departmental Asset Management Policy.
5.2. Promote a consistent approach to the management of assets across the Department.
5.3. Complement and support Departmental procurement, investment management and accounting policies.
5.4. Promote sound asset management lifecycle principles in:
- Assessing and planning requirements to acquire assets;
- Acquiring assets;
- Operating, using, and maintaining assets; and
- Disposing of assets.
5.5. Document Departmental obligations of sound stewardship and make effective use of its investment in acquiring and managing assets.
5.6. Communicate policy and legislative requirements that need to be considered in the acquisition, provision, use and disposal of Departmental assets.

6. Policy Statements

6.1. The acquisition, use and disposal of Departmental assets must support programs and operations and be aligned with federal government priorities and Departmental investment and business plans.
6.2. All managers and employees are responsible for safeguarding assets and for the proper use of assets owned by the Department.
6.3. Equipment and financial information on tracked assets must be appropriately recorded in the Departmental integrated financial and materiel management system (myEMS).
6.4. Decisions to acquire capital assets should be based on a cost-benefit analysis of the options to satisfy program requirements and consider all lifecycle costs (total cost of ownership), including acquisition, ongoing operations, maintenance, repairs and disposal costs.
6.5. Where cost-effective and feasible, asset management decisions will support federal government and Departmental sustainable development policies and targets.

7. Accountability and Monitoring

7.1. Cost centre managers must regularly monitor the performance of assets in their control to ensure continued and proper use of assets in support of program objectives.
7.2. The Chief Financial Officer Branch, Investments, Procurement and Project Management (IPPM), will periodically evaluate this Policy and its provisions.
7.3. CFOB-IPPM will conduct oversight and monitoring activities towards Departmental compliance with this Policy.

8. Roles and Responsibilities

8.1. Deputy Heads

8.1.1. Ensure compliance with the TB Policy Framework for the Management of Assets and Acquired Services and the TB Policy on Management of Materiel.

8.2. Director General, Investments, Procurement and Project Management (IPPM)

8.2.1. Act as the Departmental functional authority for asset management activities, which include the distribution or dissemination of TB policies and guidelines, developing and maintaining Departmental policy instruments and providing advice and guidance.

8.3. Assets Management Policy and Procurement (AMPP)

8.3.1. Develop and maintain various asset management policies, standards and guidelines.
8.3.2. Provide asset management policy advice and guidance.
8.3.3. Provide capacity building support to the assets and materiel management community.
8.3.4. Establish assets management compliance and monitoring frameworks, plans and controls.
8.3.5. Establish common asset record policies or standards for myEMS.
8.3.6. Disseminate to the asset management, procurement and financial communities relevant policy-related information, including updates to any material and assets management related governmental or Departmental policies, guidelines, tools and best practices.
8.3.7. Analyze asset expenditures and evaluate the effectiveness of established processes, as required.
8.3.8. Support Departmental responses to internal and external reporting and information requests related to the acquisition and management of Departmental assets.
8.3.9. Support Departmental responses to audits and reviews related to the acquisition and management of Departmental assets.
8.3.10. Provide leadership and strategic direction on Intellectual Property for the Department consistent with the Intellectual Property Management Policy.
8.3.11. Provide leadership and strategic direction on the Departmental vehicle fleet consistent with the National Fleet Procedures and Guidelines for Light-Duty Vehicles.

8.4. Regional CFOB Managers/Directors, Asset Management Services

8.4.1. Ensure compliance to governmental and Departmental asset management policies, guidelines and procedures.
8.4.2. Ensure that employees involved in asset management create and maintain asset records and lifecycle information in myEMS in accordance with this policy and the Departmental Standard for Managing and Tracking of Assets.
8.4.3. Ensure that employees involved in asset management have the knowledge, skills, required functional training and tools to effectively fulfill lifecycle asset management, inventory control and warehouse management activities.
8.4.4. Approve asset disposals and write-offs, including transfers or loans to other government departments, in accordance with delegated financial authorities.

8.5. CFOB Regional Asset Management Services (RAMS)

8.5.1. Ensure compliance to federal government and Departmental asset management policies, guidelines, standards and authorities.
8.5.2. Provide advice and guidance to regional clients, cost centre managers and Centrally Managed Cost Pool (CMCP) process owners on aspects of the asset management lifecycle consistent with the government and Departmental materiel and assets management frameworks.
8.5.3. Create and maintain complete asset record information in myEMS in accordance with this policy and the Departmental Standard for Managing and Tracking of Assets, regardless of the type of procurement instrument used to acquire the asset (e.g. Acquisition Card, call-up against a standing offer) including the redistribution or transfer of assets.
8.5.4. Maintain complete documentation to demonstrate appropriate asset management controls, approvals and authorities are exercised (e.g. documentation including packing slips related to the receipt of goods and documentation related to disposal decisions and approvals).
8.5.5. As directed by AMPP, ensure that the physical validation of assets (except IT assets which are under the control and the management of IITB) are conducted in their respective branches or regions and are consistent with Treasury Board and Departmental policies, standards and guidelines. Provide final reports to AMPP and make changes to the asset record information in myEMS accordingly.
8.5.6. In accordance with regional procedures, physically accept delivered goods and ensure that asset tags are affixed to tracked assets as identified in the Departmental Standard for Managing and Tracking of Assets.
8.5.7. Receive goods in myEMS to enable payment.
8.5.8. Act as a key control point for the receipt of goods in local offices and provide asset tags that they have obtained from NCR Asset Management Services that need to be affixed to tracked assets as identified in the Departmental Standard for Managing and Tracking of Assets.
8.5.9. Manage inventory kept in regional warehouses and storage locations and maintain lists of inventory. When possible, this should be done in myEMS.
8.5.10. Conduct day-to-day management of vehicles allocated to their region by AMPP and in accordance with Departmental vehicle policies and procedures.
8.5.11. Administer procedures for disposal and write-off of surplus assets, in accordance with this Policy and Departmental Delegation of Authority Manual.
8.5.12. Manage requests and obtain approval for any recommendations to write-off equipment that has been lost, stolen, or damaged beyond repair consistent with Departmental delegation, policies and procedures, and report any losses through public accounts as required.
8.5.13. Provide reports and documentation for any audit and monitoring activity as required.

8.6. CFOB National Capital Region (NCR) Asset Management Services

8.6.1. In addition to all the items outlined for CFOB Regional Asset Management Services, NCR Asset Management Services is also responsible to:
1. Control, manage and issue asset tags and asset numbers to other CFOB regional Asset Services.
2. Manage the distribution of proceeds from the sale of surplus assets through GCSurplus.

8.7. Cost Centre Managers and National or Regional Centrally Managed Cost Pool (CMCP) Process Owners (Including IITB)

8.7.1. Comply with established federal government and Departmental policy and procedures for the control of assets using a life cycle approach.
8.7.2. Inform their CFOB Regional Asset Management Services of any tracked assets acquired to ensure that information on these assets is entered into myEMS upon receipt of the item(s) and receive asset tags in accordance with the Departmental Standard for Managing and Tracking of Assets, regardless of how it was acquired.
8.7.3. In accordance with regional procedures, arrange to accept physical delivery of goods and ensure that asset tags are affixed in accordance with this Policy and the Departmental Standard for Managing and Tracking of Assets, and consult their CFOB Regional Asset Management Services for guidance when required.
8.7.4. Report to CFOB Regional Asset Management Services any movement or transfer of tracked assets, so that myEMS can be updated accordingly.
8.7.5. Report to CFOB Regional Asset Management Services any assets determined to be surplus, to seek appropriate guidance and obtain approval in order that disposal transactions be completed in myEMS accordingly.
8.7.6. Ensure that assets under their control are used appropriately for approved program or operational purposes kept in good operational condition.
8.7.7. Control, store and safeguard assets in a manner appropriate to their nature or value and in accordance with Departmental policies and procedures.
8.7.8. As requested by CFOB Regional Asset Management Services or AMPP conduct, participate or assist in inventory validations.
8.7.9. Protect surplus assets from deterioration or loss until they are disposed or removed.

8.8. Employees

8.8.1. In accordance with regional procedures, accept physical delivery of goods on behalf of a cost centre manager and ensure that asset tags are affixed to the asset in accordance with this policy and the Departmental Standard for Managing and Tracking of Assets.
8.8.2. Inform CFOB Regional Asset Management Services of the receipt or movement of any tracked assets to ensure asset records are maintained in myEMS and in accordance with this Policy and the Departmental Standard for Managing and Tracking of Assets.
8.8.3. Ensure that assets are used appropriately for approved program or operational purposes kept in good operational condition.
8.8.4. Ensure proper usage, care and security of assets and report any issues with the assets under their control (e.g. loss, performance, breakage) to the appropriate Departmental authority as soon possible and in accordance with Departmental policies and procedures on reporting public losses.
8.8.5. As directed by CFOB Regional Asset Management Services or AMPP conduct or participate in inventory validations.

8.9. Director Asset Management Policy and Procurement

8.9.1. Promote and support compliance to federal government and Departmental materiel and assets management policies, guidelines and standards.
8.9.2. Ensure procurement staffs have the skills, knowledge and tools to maintain accurate data in myEMS when conducting transactions to purchase Departmental assets.
8.9.3. Promote the integration of the procurement and asset management functions and provide oversight of major project investments in the purchase or creation of capital assets through the Stage-Gate process for investment management.

8.10. Departmental Procurement Team (Procurement & Contracting)

8.10.1. Ensure compliance with federal government and Departmental asset management policies, guidelines and standards in the acquisition of Departmental assets.
8.10.2. Ensure the accuracy and completeness of purchase order information and coding in myEMS in support of the acquisition of Departmental assets.

8.11. Departmental Accounting and Financial Statements

8.11.1. Act as the functional authority for asset accounting and establish common capital asset information guidelines for myEMS.
8.11.2. Create and maintain capital assets records and accounting entries for all Departmental capital assets.
8.11.3. Provide advice regarding the accounting of Departmental capital assets.
8.11.4. Report on acquisitions, adjustments, disposals and write-offs of capital assets in the Public Accounts and Departmental financial statements.

9. Policy Requirements

9.1. Use of Departmental Assets by Employees

9.1.1. Personal use of computers and devices should be limited and in accordance with the TB Policy on Acceptable Network and Device Use.
9.1.2. Cost centre managers and CMCP process owners are responsible to report losses of Departmental assets, including but not limited to thefts, vandalism and accidents, to the Regional Security Officer, CFOB Regional Asset Management Services or local police, based on circumstances and their judgement.
9.1.3. Items purchased from public funds, whether tracked or not tracked, remain the property of the Department and should be managed appropriately by the cost centre manager, the CMCP process owner or CFOB Regional Asset Management Services.
9.1.4. Improper use of any Departmental assets may result in loss of privileges or other disciplinary action.

9.2. Tracked and non-Tracked Assets

9.2.1. Tracked assets are those deemed to be tracked by individual asset records, numbers and tags and in accordance with the Departmental Standard for Managing and Tracking of Assets.
9.2.2. Non-tracked assets are those not deemed to be tracked by individual asset records, numbers and tags in accordance with the Departmental Standard for Managing and Tracking of Assets.
9.2.3. Non-tracked assets are not permitted to have individual asset records created in myEMS without the written permission of AMPP.
9.2.4. Assets with a value of $10,000 or greater per individual item and with a useful life greater than one year are considered capital assets and must be tracked in myEMS. Additional information is provided in the Guideline on Accounting for Capital Assets.

9.3. Departmental Integrated Financial and Materiel Management System (myEMS)

9.3.1. The Department’s integrated financial and materiel management system (myEMS) is the official system of record and must be used to record asset record information and manage Departmental assets and to accomplish asset management functions as identified in this policy.
9.3.2. All tracked assets, as identified in the Departmental Standard for Managing and Tracking of Assets, must have asset numbers generated by the NCR Asset Management Services and corresponding individual asset records created in myEMS. These records must be complete and maintained throughout the lifecycle of the tracked asset.
9.3.3. While data pertaining to the operation and maintenance of the Department’s motor vehicles may be maintained in a federal government Fleet Management Information System (FMIS), asset records for motor vehicles must also be created and managed in myEMS to capture the full value of the Departmental inventory.

9.4. Inventory Control and Asset Tagging

9.4.1. Asset tags are generally issued and affixed at the time a tracked asset is received by either CFOB Regional Asset Management Services, a cost centre manager or by an employee on behalf of a cost centre manager.
9.4.2. For large or bulk acquisitions, asset tags may also be set aside and provided to cost centre manager or to the vendor supplying the materials to physically apply asset tags before delivery or deployment of the assets into service.
9.4.3. Regardless of the method of purchase, an asset tag must be issued and affixed to the asset when required by either this policy or the Departmental Standard for Managing and Tracking of Assets.
9.4.4. CMCP process owners, functional authorities or large programs responsible for acquiring tracked assets are responsible to ensure proper asset tagging is conducted and in accordance with the Departmental Standard for Managing and Tracking of Assets.

9.5. Use of Assets by Employees Off Premises

9.5.1. Employees must adhere to applicable policies and guidelines on the use and management of assets, in accordance with TB and Departmental Policies.
9.5.2. Managers and employees must consult the specific policies and procedures regarding the use of electronic devices off premises provided by the Information, Innovation and Technology Branch (IITB) or Shared Services Canada (SSC) (e.g. desktops, laptops, tablets and Blackberries).
9.5.3. The removal of other assets from Departmental premises must be authorized and documented on form Loan of Departmental Equipment (ADM3004) (PDF, 142 KB) (opens new window) . The return of any loaned equipment must be further documented on form Return of Departmental Equipment (ADM5018) (PDF, 112 KB) (opens new window).
9.5.4. Use of the loaned asset by anyone other than the authorized user(s) is prohibited.
9.5.5. The Department retains the right of access to any loaned asset for the purposes of security monitoring, audit, inspection, repair, maintenance or replacement.

9.6. Inventory, Warehousing and Stores

9.6.1. As per TB Policy on the Management of Materiel, inventory is defined as items held in stock at storage facilities, including assets that are undergoing repair or is in the supply system.
9.6.2. In cases where inventory is stored in Departmental or vendor managed storage facilities, items in inventory must be recorded and tracked. To ensure proper assessment and management of items held in inventory the information must include recording the types and quantities of items held in inventory and must be periodically reviewed to ensure that inventory is held for the least amount of time possible.
9.6.3. Assets required to support Departmental programs on a large scale should be acquired by sourcing methods aimed to minimize the need for the Department to store inventory for significant periods of time or in large quantities. Every effort must be made to ensure adequate sourcing strategies are implemented to satisfy just-in-time requirements based on project or program plans.
9.6.4. Inventory sent for repair or overhaul must be recorded and tracked. This is to ensure proper assessment and management of all items held in repair facilities. This may occur within myEMS.

9.7. Surplus Asset Plans and Disposal

9.7.1. Disposal is an important part of the lifecycle in the management of assets and disposal decisions should be based on a balance between obtaining maximum benefit from assets when in use and the maximum value from its disposal as surplus.
9.7.2. Assets are surplus to the Department when they can no longer be used effectively to support operations or when they are no longer economical to keep them in use or storage.
9.7.3. The TBS Policy on Management of Materiel (section 6.1.12) states that the overriding disposal objective is

"to ensure the disposal of surplus materiel assets is concluded as effectively as possible, as soon as possible after they become surplus to the requirements of program delivery, in a manner that obtains highest net value for the Crown, and in compliance with the TBS Directive on Disposal of Surplus Materiel."
9.7.4. Surplus and disposal activities must be in accordance with the TBS Directive on Disposal of Surplus Materiel and Departmental policies and, where required by regional procedures, facilitated or managed by Regional CFOB Asset Management Services.
9.7.5. Cost centre managers and CMCP process owners must manage their assets and routinely plan what assets are subject to surplus.
9.7.6. Disposal activities apply to all assets that have been purchased or acquired by the Department, regardless of whether or not they are tracked assets recorded in myEMS.
9.7.7. Disposal of assets requires delegated financial authority, which rests within CFOB and as specified in the following sections related to disposal and surplus activities. Cost centre managers and CMCP process owners must therefore advise their CFOB Regional Asset Management Services of any plans to surplus equipment and take proper care of the surplus assets until they are removed from the area.
9.7.8. Cost centre managers and CMCP process owners initiate or recommend an item for disposal based on the timing to surplus assets in their control by completing and submitting the Asset Disposal Form (ADM2476) to their CFOB Regional Asset Management Services.
9.7.9. Tracked assets cannot be deleted from myEMS without first obtaining approval from an individual possessing delegated financial authority for disposal and write-off, in accordance with the Departmental Delegation of Authority Manual.
9.7.10. Sufficient segregation of duties for various asset management activities needs to exist. For example, an employee responsible for expenditure initiation or purchasing of an asset should not also be responsible for approving the disposal of the same asset.
9.7.11. Disposal and write-off of assets decisions must be properly substantiated, documented, and authorized in accordance with Financial Delegation Instrument and recorded in myEMS.
9.7.12. The sale of any surplus assets should be managed by GCSurplus, with the exception of low-dollar-value items, cost-minimizing disposals, donations, trade-ins and interdepartmental transfers.
9.7.13. CFOB Regional Asset Management Services must determine on a case-by-case basis whether a cost-minimizing disposal option is appropriate. In accordance with the TB Directive on Disposal of Surplus Materiel, a cost-minimizing disposal option must be used when the estimated market value of an asset is less than the costs that would be incurred to sell it through the disposal-for-proceeds process (e.g. direct handling, transportation and warehousing costs, marketing costs, sales fees and commissions, staff salary costs).
9.7.14. Regional CFOB Regional Asset Management Services must document disposal decisions and, where appropriate, should include a cost analysis to support a disposal decision. This analysis could include items such as a listing of all the disposed assets disposed, the method of disposal, rationale to justify the most cost effective method of disposal and the appropriate approval to continue with the disposal.
9.7.15. Where practical, CFOB Regional Asset Management Services should:
1. fill requests for assets from items in the current inventory; and
2. identify opportunities to reallocate assets to other locations or recover and recycle material with the objective to generate less waste and reduce the Department’s environmental impact through sustainable disposal choices.

9.8. Transfer of Tracked Assets

9.8.1. When transferring tracked assets between cost centers it is the responsibility of the manager receiving the tracked asset(s) to fill out the OMTM - Asset Transfer Document (ADM 2707) (opens new window) and to provide it their CFOB Regional Asset Management Services to ensure the asset record in myEMS is updated accordingly.
9.8.2. Whenever practical, the Department must first make surplus assets available to other federal departments and agencies. Any transfer will be direct between the departments involved. The transfer of assets to another department is considered a method of managing surplus assets for the department and, as such, the appropriate delegation of authorities in accordance with the Departmental Financial Delegation Instrument is required.
Transfers are appropriate under one of the following conditions:
1. The asset supports government programs and the exchange is cost effective for the federal government as a whole; or
2. The asset consists of adaptive equipment or furniture and is provided to an employee in accordance with the Policy on the Duty to Accommodate Persons with Disabilities in the Federal Public Service.
9.8.3. When transferring capital asset(s) between departments, the Departmental Accounting and Financial Statements group is responsible for amending the asset record accordingly. It is important that managers provide information about the assets being transferred and in accordance with the Guideline on Accounting for Capital Assets.

9.9. Donation of Surplus Assets

9.9.1. CFOB Regional Asset Management Services may donate surplus assets to any of the following:
1. A Crown corporation, federal agency, provincial government, First Nation or municipal government in Canada.
2. A recognized charity or non-profit organization located within Canada.
9.9.2. Donations to individuals and private sector organizations require Treasury Board Secretariat and the Governor in Council approval through a Treasury Board submission or Order in Council explaining the reasons for such a donation.
9.9.3. As indicated in 9.7.12, assets may be donated when the cost of selling the item(s) exceeds the probable proceeds, or when the Crown can gain a significant non-monetary benefit. However, direct Ministerial approval (not that of a delegated official) in writing is required when donating an item when the proceeds of sale would exceed the disposal cost.
9.9.4. Donations must be made in a way that is perceived as fair, equitable and transparent.
9.9.5. The organization receiving donated assets should be responsible for all associated costs and sign a gratuitous transfer agreement.

9.10. Surplus Commercial Computer Software and Hardware

9.10.1. Managers and CMCP process owners must notify CFOB Regional Asset Management Services, in accordance with regional procedures, of any computer hardware, software and associated information technology that requires disposal.
9.10.2. As identified in TB Directive on Disposal of Surplus Materiel, assorted surplus computer equipment must be first declared to Industry Canada's Computers for Schools program and offered first right of refusal. Any assets not selected by the program remains the responsibility of the Department, and can be disposed by using other methods.
9.10.3. With security and classification policy direction from the Chief Security Officer, IITB must ensure that all information has been completely removed from the hard disk on all data-containing devices before disposal.

9.11. Disposal of Surplus Electronic and Electrical Equipment

9.11.1. When disposing of any surplus Electronic or Electrical Equipment (EEE), CFOB Regional Asset Management Services must address information security and environmental issues. PWGSC has established environmental disposal standards for potentially hazardous material in electronic products and the Department has established a National Standard on the Disposal of Surplus Electronic and Electrical Equipment that must be followed.

9.12. Disposal of Vehicles

9.12.1. AMPP must approve any decisions to surplus Departmental vehicles and disposal activities and must be managed by CFOB Regional Asset Management Services using the services of GCSurplus.
9.12.2. All markings identifying the vehicle as a Government of Canada vehicle must be removed before the vehicle is disposed or sold.

9.13. Disposal of Intellectual Property

9.13.1. Intellectual property (IP) owned by the Department is subject to the Surplus Crown Assets Act, and disposal of IP is to be done in accordance the guidance provided by the Intellectual Property Centre of Excellence.

9.14. Disposal of Books

9.14.1. All surplus books must be managed in accordance with paragraph 4.2 of the TB Directive on Disposal of Surplus Materiel.

9.15. Write-Off

9.15.1. The write-off process is conducted to account for any asset that is lost, stolen or no longer usable as a result of misuse, neglect or disaster.
9.15.2. Regional CFOB Asset Management Services or Departmental Accounting and Financial Statements can administer the write-off of assets in the Department, in accordance with Departmental Delegation of Authority Manual.
9.15.3. Tracked assets may not be identified as inactive in myEMS without delegated financial authority for write-off.
9.15.4. Cost centre managers or CMCP process owners must initiate and provide documentation for the write-off of any assets in their custody to CFOB Regional Asset Management Services.
9.15.5. Cost centre managers or CMCP process owners are responsible to:
1. identify write-off of damaged or lost asset including cost;
2. inform Regional CFOB Asset Management Services of the need for a write-off so they can ensure asset records are updated accordingly.
9.15.6. Regional CFOB Asset Management Services are responsible to:
1. review requests to write-off assets and obtain write-off authorization for the write-off based on delegated financial authorities, in accordance with the Departmental Delegation of Authority Manual;
2. update myEMS;
3. maintain sufficient documentation of items written-off for the purpose of audit, control and reporting to Public Accounts.
9.15.7. In accordance with any Departmental write-off procedures, Regional CFOB Asset Management Services and Departmental Accounting and Financial Statements must ensure that asset records are modified in myEMS.

9.16. Physical Verification of Assets

9.16.1. Validation and physical counts of assets must be planned and performed on a regular basis. To support this, AMPP directs an annual asset validation exercise towards maintaining the accuracy of asset information in myEMS and towards assessing the health or condition of assets.
9.16.2. Physical counts of all tracked assets are required to be taken on a regular basis or as directed by AMPP, for Capital assets once every (1) one year; non-capital assets once every three (3) years.
9.16.3. Physical counts may be undertaken more frequently if deemed appropriate by a cost centre manager in light of special circumstances or as directed by AMPP or Regional CFOB Asset Management Services.

9.17. Information Technology (IT) Assets

9.17.1. For much of their life-cycle, IT assets are under the control and management of IITB.
9.17.2. IITB is responsible for the acquisition, lifecycle management and tracking of all encrypted devices, including USB keys.
9.17.3. Use of portable hard drives and USB keys must be in accordance with the ESDC Portable Storage Devices Directive.
9.17.4. Regional CFOB Asset Management Services will ensure that, where required, IT assets are adequately accounted for in myEMS and to satisfy Departmental accounting requirements.
9.17.5. Regional CFOB Asset Management Services are accountable for IT Assets disposal and are to work with IITB on the disposal transactions and update asset record information in myEMS to reflect disposal activities.

9.18. Fleet Management

9.18.1. Information on the Department’s vehicles is captured in the separate FMIS managed by a Fleet Management Support Services provider. Asset records for vehicles held in myEMS must therefore be reconciled with the data in the FMIS at least once a year.
9.18.2. All vehicles must be issued and affixed with asset tags upon receipt and the corresponding asset record information maintained in myEMS.
9.18.3. Specific direction for the management of fleet is contained in the Departmental National Fleet Procedures and Guidelines for Light-Duty Vehicles.

9.19. Passport Production Assets

9.19.1. Passport production assets are assets used to personalize a passport book and include specialized equipment, belong to Canadian Citizenship and Immigration Canada and must be managed in accordance with the Departmental Policy on Passport Production Assets.

Enquiries

Enquiries concerning this policy should be addressed to: NC-PURCHASING_PORTAL-PORTAIL_D'ACHATS-GD.