Sources of Federal Government Information 2008

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L. Descriptions of Standard Personal Information Banks

Treasury Board Secretariat has developed Standard Personal Information Bank (PIBs) to describe personal information that may be found in records created, collected and maintained by most federal government institutions to support common internal functions, programs and activities. Institutions may register one or more of these Standard Personal Information Banks and list them in their chapter rather than develop institution-specific PIBs.

Individuals seeking access to the Standard Personal Information Banks of a particular government institution should forward their requests to the institution's Access to Information and Privacy Coordinator.  A list of federal government ATIP Coordinators is available at: http://www.tbs-sct.gc.ca/atip-aiprp/apps/coords/index-eng.asp.

Access to Information and Privacy Requests
Description: The records containing the information described in this bank include requests made by individuals to obtain access to information under the control of the institution in accordance with the Access to Information Act and/or the Privacy Act, the replies to such requests, and information related to their processing. These records may include requests for correction of personal information; informal requests; records related to complaints, investigations and requests for judicial review; consultations received from other institutions; and requests for advice received from institutional officials that raise privacy or access to information concerns. Personal information may include the name of the requester, mailing address, telephone and facsimile numbers, e-mail address and other processing information related to the request, as well as personal information contained in institutional records that are relevant to the request.
Note: Personal information contained in institutional records relevant to the request is not used for administrative purposes.
Class of Individuals: Individuals who exercised their rights under the Access to Information Act and/or the Privacy Act, including individuals who made informal requests to obtain information under the control of the institution.
Purpose: The information described by this bank is used to administer the Access to Information Act and/or the Privacy Act as well as processing and responding to informal requests. This information may also be used during consultations with other government institutions, during investigations by the Offices of the Information and Privacy Commissioners and Ad hoc Commissioners responsible for investigations within the OIC and OPC and during court reviews. Aggregate information (does not identify individuals) is used to report to Parliament on the administration of the Acts.
Consistent Uses: Non-personal information may be used to provide reports on ATIP activities to management, Treasury Board Secretariat and other institutions. The information may also be used for research, planning, audit and evaluation purposes.
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a federal government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: 98/001
Related Record Number: PRN 930
Bank Number: PSU 901

Applications for Employment
Description: This bank describes personal information related to individuals who have submitted applications for employment or provided curricula vitae (solicited or unsolicited) and related correspondence. The personal information provided by individuals on application forms, curricula vitae, and correspondence may include name, contact information, employment status and history, educational background, marital status, date of birth, gender, official language proficiency, employment equity, physical disability considerations, citizenship, Personal Record Identifier (PRI), Client Service Number, transcripts, letters of recommendation, and other personal information.
Class of Individuals: Public service employees and non–public service employees seeking employment with the institution; individuals whose names have been provided as employment references, personal references, or both; and individuals referring another individual for a position.
Purpose: To maintain an inventory of potential candidates that may be used for consideration in a staffing process when vacancies arise within the institution.
Consistent Uses: Relevant information would be transferred to an employee personnel record (see "Employee Personnel Record"—Standard Personal Information Bank PSE 901) if the individual accepts an offer of employment. This information may also be used for planning and evaluation purposes. The information may also be transferred to another institution, if the other institution is deemed to be more appropriate for potential employment opportunities for the individual. The data collected and maintained may be used for statistical purposes, training requirements, and other development opportunities. The personal information about individuals self-identified in employment equity groups may be used for statistical purposes by the institution and may be shared with the Public Service Commission of Canada, Treasury Board of Canada Secretariat, and the Canada Public Service Agency for the same purpose.
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a federal government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.  
RDA Number: 98/005
Related Record Number: PRN 920
Bank Number: PSU 911

Automated Document, Records, and Information Management Systems
Description: The automated system described by this bank is used to capture and manage documents, records (including email) and information received and/or created by the institution in support of the institution's functions and activities. Documents and email received by the institution may be entered into the automated system in an electronic format or summarized (profiled) and entered manually into the system.
Class of Individuals: Any individual about whom the institution may collect information in support of a function, program or activity. All employees of an institution, including contractors, agency employees and students, as well as any individual corresponding with the institution.
Purpose: This type of an automated system is used to manage the life cycle of the institution's document, records and information collections, as well as facilitating access thereto. The automated system is used to ensure the information is available to support the operations of the institution, and then disposed of appropriately. The automated system also makes searching and retrieving information from the institution's information collections faster and easier.
Consistent Uses: The information may be used in an aggregate format to report on system use, growth of the information collection, etc. The automated system may also be electronically integrated with the institution's correspondence tracking system that is used to manage the tracking of incoming correspondence to ensure that responses about departmental policies, programs, initiatives and issues are prepared in a consistent and time-efficient manner. The information may also be used for research, planning, audit and evaluation purposes.
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a federal government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: 98/001
Related Record Number: PRN 929
Bank Number: PSU 904

Business Continuity Planning
Description: The information described by this bank includes personal information that is contained in institutional Business Continuity Plans (BCP). A BCP is established by a federal institution to provide for the continued availability of services and associated assets that are critical to the health, safety, security or economic well-being of Canadians, or the effective functioning of government. The personal information contained within a BCP may include the names, home addresses, home telephone, pager and cellular phone numbers of employees and officers who are part of the institution's BCP response team, as well as similar emergency contact information for Ministers, exempt staff, senior officials. Also included are the names, emergency contact numbers (including cellular phone and pager numbers) of disaster response and/or recovery vendors and other service providers, in addition to federal, provincial and municipal officials who may have to be contacted to assist the institution as the result of an emergency situation.
Class of Individuals: Employees and officers who are members of the institution's response team, as well as Ministers, exempt staff, senior institutional officials and emergency response officials and recovery vendors/service providers.
Purpose: The purpose of the collection and use of the personal information described in this Bank is to ensure that the institution can contact appropriate and responsible individuals to respond in the event of an interruption in normal business operations.
Consistent Uses: Personal information described in this Bank may be shared with other federal institutions, police, fire and other emergency response agencies on an "as required" basis. Non-personal information may be used to provide reports to senior management about the execution of institutional Business Continuity Plans. This information may also be used for research, planning, audit and evaluation purposes.
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a federal government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: 98/001
Related Record Number: PRN 928
Bank Number: PSU 903

Disclosure to Investigative Bodies
Description: This bank describes personal information about individuals that may be requested by and/or disclosed to an investigative body pursuant to paragraph 8(2)(e) of the Privacy Act. The records may include any personal information that an institution collects about an individual and that is subsequently requested by an investigative body listed in Schedule 2 of the Privacy Regulations.
Class of Individuals: Individuals whose personal information has been requested by federal investigative bodies pursuant to paragraph 8(2)(e) of the Privacy Act.
Purpose: To document requests received from investigative bodies pursuant to paragraph 8(2)(e) of the Privacy Act and the responses to such requests. In accordance with subsection 8(4) of the Privacy Act, records of such requests and disclosures shall be maintained by institutions and upon request be made available to the Privacy Commissioner of Canada (see "Disclosure to Investigative Bodies" Standard Class of Record - PRN 938).
Consistent Uses: The information may be used for compiling statistics and for audit purposes. Investigative bodies that receive personal information as a result of disclosures pursuant to paragraph 8(2)(e) of the Privacy Act may subsequently share such personal information with other federal investigative bodies or law enforcement agencies, for the purpose of the administration or enforcement of a law and/or the detection, prevention, or suppression of crime.
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a federal government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: Institution-specific.
Related Record Number: PRN 937
Bank Number: PSU 913

Electronic Network Monitoring Logs
Description: The records containing the information described in this bank relate to the use by individuals of federal government electronic networks. Logs containing details of network use by individuals are compiled and are reviewed by appropriate officials of the institution when there is suspected misuse of a federal government electronic network, as defined by institutional policies or the Treasury Board "Policy on the Use of Electronic Networks". Examples of information that may be in the records include network logs that may link an employee's workstation to an IP address, listings of sites visited and information on any transactions conducted, including date, time, duration and nature of the visit or transaction. The records may also include information on the use of authorization codes assigned to particular individuals, including successful or unsuccessful use of the codes, date, time and frequency.
Class of Individuals: Employees of the institution and other individuals using federal government electronic networks, including student employees, contract staff and agency personnel. Members of the public, Ministerial staff, Members of Parliament that send e-mail to the institution or to specific individuals within the institution.
Purpose: The information contained in the records is compiled to support the investigation of suspected or alleged misuse, or deliberate impairment of government electronic networks by persons employed by the institution or by other individuals from outside the institution.
Consistent Uses: The information may be used to substantiate any disciplinary action taken where violation of institutional policies or the Treasury Board "Policy on the Use of Electronic Networks" is determined. If an internal investigation determines that criminal actions may have taken place, the information may be shared with appropriate police authorities. This information may be used to provide reports to management. The information may also be used for research, planning, audit and evaluation purposes.
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a federal government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: 98/001
Related Record Number: PRN 932
Bank Number: PSU 905

Executive Correspondence Management Systems
Description: The records containing the information described in this bank include general correspondence to the Minister or Secretary of State, their Staff and other senior executives within the institution. Records used in preparation of responses to incoming correspondence may also contain personal information about individuals that is sometimes provided by institutional officials to address issues and concerns raised in the incoming correspondence. Personal information may include the name of the correspondent, mailing address, telephone and facsimile numbers, e-mail address and other personal information that may be included by the originator and/or respondent within the content of the correspondence.
Class of Individuals: General public, Members of Parliament, and officials representing other levels of government or international governments and agencies, external organizations and/or businesses.
Purpose: To manage, in a consistent and time-efficient manner, the receipt of, and responses to, correspondence or inquiries received from outside the institution that require replies from senior executives of the institution.
Consistent Uses: Incoming correspondence may be forwarded to other federal or provincial institutions for a full or partial response if it is determined by the receiving institution that the issue(s) contained within the correspondence fall under the jurisdiction of, and should be addressed by, the other institution(s). In some cases, incoming correspondence and the response may be copied to another federal or provincial institution where the correspondence impacts on their roles and responsibilities. The information may be used in an aggregate format to report on system use, growth of the information collection, etc. The Executive Correspondence Management System may be integrated with the institution's Automated Document, Records and Information Management System (see Standard Personal Information Bank Number PSU 929 for more details).
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a federal government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: 98/001
Related Record Number: PRN 903
Bank Number: PSU 902

Governor in Council Appointments
Description: This bank describes information that is collected to support Governor in Council appointments to federal institutions. The personal information collected may include the individual's full name, contact information, official language of choice, date of birth, country of birth, citizenship, gender, marital status, Social Insurance Number (SIN), unique identification number (e.g. unique employee number), terms and conditions of appointment including remuneration (e.g. salary, honoraria, per diem rate) and benefits, signature, physical limitations and any other relevant medical information, photographs or other image recordings, educational background, employment status, work history, professional affiliations, credit card and financial institution information, government security clearances, biographical information (including information about family members), conflict of interest declarations, appointment date and duration and resignation dates, if applicable.
Class of Individuals: Current and former appointees and their family members.
Purpose: The personal information collected is used to support the identification and selection of individuals to serve as Governor in Council appointments which include Chairpersons and Chief Executive Officers of Crown Corporations, Heads of Agencies, and Boards of Governors. Successful individuals are named through an Order in Council – a process that is managed by the Privy Council Office. The personal information is also used to manage the administration of expenses (e.g. travel) and compensation and benefits packages, conduct performance evaluations, maintain an inventory of current and former appointees, record potential conflicts of interest and any compliance action required, and to communicate with these individuals.
Consistent Uses: Personal information about the appointee is contained in the Order in Council (OIC) document which includes full name, contact information, the position to which s/he is being appointed, the length and tenure of the appointment, and the terms and conditions of the appointment (e.g. remuneration, benefits, vacation leave, etc.). This information is provided by the Privy Council Office to the institution. (See Governor in Council Personnel Records - PCO PPU 020).  Additionally, this information may be used in the preparation of reports for senior management and broader audiences (e.g. Annual Reports) and communications materials (e.g. press releases, biographies, etc.) that may be disseminated in multiple formats, including the institution's web site. In some instances, the Privy Council Office receives notes and performance ratings to support the conduct of performance evaluations of selected individuals (See Governor in Council Personnel Records - PCO PPU 020). The Social Insurance Number (SIN) is collected under the authority of the Income Tax Act (Information Returns (Infodec) Databank - CRA PPU 150) and, where applicable, the Province of Quebec Income Tax Act.
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a federal government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: Institution-specific.
Related Record Number: PRN 938
Bank Number: PSU 918

Hospitality
Description: This information is collected to document hospitality-related activities and the circumstances in which they are incurred. The personal information collected may include the name and job title of government employees as well as the name and title of guests of the government (e.g. individuals from other governments, the private sector, etc). It may also include the names of their spouses or accompanying companions; and the name of the establishment where the hospitality function occurred and/or the name of caterer.
Class of Individuals: Deputy Ministers, Associate Deputy Ministers, Assistant Deputy Ministers, and their equivalents, including those individuals who incur hospitality expenses while acting in these positions, and their spouses or accompanying companions. May also include Ministers, Ministers of State, Parliamentary Secretaries, and their office staff (also known as political or exempt staff because they are outside of the official Public Service) as well as Members of Parliament representing a Minister or Minister of State for official business purposes.
Purpose: Hospitality information is maintained to ensure that the provisions of hospitality functions are done appropriately. Proactive disclosure on government websites of hospitality expense-related information promotes transparency, facilitates public access to government information, and provides relevant and timely information to Canadians. The specific elements that may be made available are: Hospitality activity description and date, attendees, location and total amount.
Consistent Uses: This information may be used to provide reports on hospitality-related expenses to management. The information may also be used for research, planning, budget, audit and evaluation purposes.
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a federal government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: 99/004
Related Record Number: PRN 933 and PRN 935
Bank Number: PSU 908

Internal Communications
Description: This bank describes information used in support of communicating with individuals internal to the institution.  Personal information may include the individual's full name, work contact information, position title, interests and hobbies, photographs and recordings, e.g. video, DVD, MP3, etc.
Class of Individuals: Individuals working for the institution (full-time, part-time, contractors, temporary agency staff, students, etc.), including individuals who have prepared information for dissemination (including publication on the institution's intranet and internet web sites), or who act as contact points within the institution.
Purpose: The information described by this bank is used to support the management of internal communication activities including the dissemination of information about the functions, programs and activities of the institution, the distribution of internal communications material (newsletters, "To All Staff" memos, information about new employees, new initiatives), and the management of internal distribution lists.
Consistent Uses: Non-personal information may be used to provide statistical reports to management as well as for research, planning, audit and evaluation purposes. The names, photographs, recordings and other personal information about individuals employed within the institution may be embedded in documentation that may be posted on the institution's intranet sites; e.g. within speeches, newsletters, etc.
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a federal government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: Institution-specific.
Related Record Number: PRN 939
Bank Number: PSU 915

Internal Disclosure of Wrongdoing in the Workplace
Description: The records containing the personal information described by this bank include general inquiries, advice, as well as formal and informal complaints of wrongdoing. Personal information may include the date and nature of the alleged wrongdoing, name of the individual alleged to have committed the wrongdoing and other pertinent information including name of individual(s) reporting or impacted as a result of the alleged wrongdoing, records of interviews, investigations and analyses of events and records of decision taken.
Class of Individuals: Employees reporting to all departments and organizations of the Public Service listed in Part I, Schedule I, of the Public Service Staff Relations Act. Any individual reporting an alleged wrongdoing or about whom the institution may collect information in support of a function, program or activity and who may be impacted upon as a result of the investigation of an alleged wrongdoing.
Purpose: This information is collected to investigate and resolve complaints submitted in accordance with the "Policy on the Internal Disclosure of Information Concerning Wrongdoing in the Workplace" or other similar policy requirements. In well-founded cases, personal information may be used to determine appropriate remedial action, including administrative, disciplinary or legal action. Information is also used to develop an annual report that provides statistics, issues, challenges and recommendations for the deputy head of the institution.
Consistent Uses: The information may also be used for research, planning, audit and evaluation purposes.
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a federal government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: 98/005
Related Record Number: PRN 921
Bank Number: PSU 906

Members of Boards, Committees and Councils
Description: This bank describes information used in the identification and selection of individuals to fill positions on institutional Boards, Committees and Councils. The personal information collected may include the following: full name, contact information, official language of choice, date of birth, country of birth, citizenship, gender, marital status, Social Insurance Number (SIN), unique identification number (e.g. unique employee number), terms and conditions of appointment including remuneration (e.g. salary, honoraria, per diem rate) and benefits, signature, physical limitations and any other relevant medical information, photographs or other image recordings, educational background, employment status, work history, professional affiliations, credit card and financial institution information, government security clearances, biographical information (including information about family members), conflict of interest declarations, letters of reference/recommendation, appointment date, and duration and resignation dates, if applicable.
Class of Individuals: Candidates, as well as current and former members of Boards, Committees, and Councils, their family members, and individuals whose names have been provided as personal references.
Purpose: The personal information collected is used to support the identification and selection of individuals to serve on oversight or governance bodies. The information may be used to provide advice to the Minister or Head of the institution to fill existing and/or forthcoming vacancies and to maintain an inventory of potential candidates. The personal information is also used to manage the administration of expenses (e.g. travel) and compensation and benefits packages, conduct performance evaluations, maintain an inventory of current and former appointees, record potential conflicts of interest and any compliance action required, and to communicate with these individuals.
Consistent Uses: This information may be used in the preparation of reports for senior management and broader audiences (e.g. Annual Reports), planning and evaluation purposes, and communications materials (e.g. press releases, biographies, etc.) that may be disseminated in multiple formats, including the institution's web site. The Social Insurance Number (SIN) is collected for the Canada Revenue Agency (CRA) under the authority of the Income Tax Act (Information Returns (Infodec) Databank - CRA PPU 150) and, where applicable, the Province of Quebec Income Tax Act.
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a federal government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: Institution-Specific.
Related Record Number: PRN 938
Bank Number: PSU 919

Personnel Security Screening
Description: The records containing the information described in this bank include information gathered by government institutions in conducting reliability checks and/or security clearances on individuals working or applying for work with a government institution by way of appointment, assignment or contract. This information is collected under the authority of subsections 7(1) and 11.1(1) of the Financial Administration Act and the "Government Security Policy (GSP)" of the Government of Canada. The records may include completed Personnel Screening, Consent and Authorization Forms, applicable Security Clearance and Personal History documentation and completed Security Screening Certificate and Briefing Forms. The personal information collected may include full name (surname, family name at birth, given names, maiden name, nick name, all other names and initials), photographs, gender, date and place of birth, citizenship, residential addresses (including timeframes lived at each), current home telephone number, fingerprint impressions and signature. If born outside of Canada, date of entry into Canada, certificate number and date of issue, date of naturalization, citizenship status and country of citizenship other than Canada may also be collected. Personal information related to marriages may also be collected, including marital status, date(s) of marriages or common-law partnerships (including date separated, divorced or widowed) and locations of partners and other immediate family. Employment related information may include employment history, name and address of employing organization and supervisor/manager, title, work telephone and facsimile numbers, position or contract number, group and level of position, employee ID number (including Personal Record Identifier (PRI) or Service number), length of time employed, reasons for leaving workplace, reliability status, security clearance levels, professional qualifications.
Note: Copies of completed Security Screening Forms may be retained on an individual's Employee Personnel Record (see PIB PSE 901 - Employee Personnel Record in Info Source – Source of Federal Employee Information).
Class of Individuals: Individuals working or applying for work with the federal government by way of appointment, assignment, temporary agency engagement or contract whose position requires a reliability screening status, site access and/or security clearance classification. May also include current and former spouses (including common-law partners), immediate relatives, character references (including neighbourhood references), employers (current and former) of the individuals undergoing the security screening.
Purpose: Personal information is used in support of the security screening process to determine the honesty, trustworthiness, ability to safeguard and reliability of individuals who will have access to government assets, including information, networks and facilities.
Consistent Uses: Some personal information may be disclosed to entities outside the federal government (e.g., credit bureaus). Personal information may be used to support decisions on individuals working or applying to work through appointment, assignment or contract, transfers, promotions, discipline, re-assessment of reliability status and termination of employment or contractual agreements. Notation of level of reliability/clearance authorizations may be attached to the Employee's personnel file (Standard PIB - PSE 901 – Employee Personnel Record). Information may also be disclosed to the Royal Canadian Mounted Police (RCMP) (RCMP PPU 030 - Information and Identification Services Criminal Records, Summaries of Police Information, and Identification Fingerprints) and the Canadian Security Intelligence Service (CSIS) (CIS PPU 005 - Security Assessments/Advice), which conduct the requisite checks in accordance with the GSP or, for purposes of transferability as defined within the Personnel Security Standards of the GSP, with other federal department's security offices.
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a federal government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: 98/001
Related Record Number: PRN 920 & PRN 921
Bank Number: PSU 917 (formerly PSE 924)

Professional Services Contracts
Description: This bank describes personal information related to contractors, their employees, and the contracting process. The personal information collected may include name, contact information, employment status and history, official language proficiency, educational background, security clearance information, curricula vitae, letters of reference, indemnification status, bank account information, rates of pay, records of payment, business number, GST number, Social Insurance Number (SIN), and any other personal information provided by individuals under contract to the institution.
Class of Individuals: Individuals representing themselves or employed through private companies that have submitted responses to Requests for Proposals (RFP) and who have been engaged through personal service contracts or standing offers. Also includes individuals whose names and contact information have been provided for the purpose of reference and employment history checks as well as security clearance or indemnification information.
Purpose: To manage the contracting process, which includes the request for and receipt of proposals, assessment of contracts, selection of contractor, preparation, negotiation, execution, and award of contract, the disbursement of funds for services, deliverables, or both as specified within the contract, and post-contract evaluation. The information may also be used to maintain an inventory of potential contractors. Proactive disclosure on institutional websites of contract expense–related information promotes transparency, facilitates public access to information, and provides relevant and timely information to Canadians. The specific elements that are made available in compliance with proactive disclosure are as follows: vendor name, reference number (normally the number used in the institution's financial system), contract date, description of the work (using the economic object), contract period or delivery date as applicable, and contract value.
Consistent Uses: Under the Income Tax Act, the Social Insurance Number (SIN) and tax-related information (e.g. T4A-NR Supplementary slips and T1204 slips) may be collected and disclosed to the Canada Revenue Agency ("Individual Income Tax Return" - CRA PPU 005) and to the Province of Quebec, where applicable, for tax purposes. Information may be used to provide reports to management for research, planning, audit, and evaluation purposes. Aggregate information may be used to compile statistical data. Information may also be used to recover overpayments and debts owed to the Crown and, where applicable, to enable execution of orders of garnishment, attachment, or diversion of funds in accordance with the Garnishment, Attachment and Pension Diversion Act and the Family Support Orders and Agreements Garnishment Regulations.
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a federal government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: 99/004
Related Record Number: PRN 912
Bank Number: PSU 912

Public Communications
Description: This bank describes information used in support of providing institutional information to individuals outside of the institution, including the dissemination of static communication tools, e.g. reports, publications, etc. Personal information may include the individual's full name, work and/or home contact information, position title, language preference, views or opinions, biographical information (including hobbies and interests), photographs, image and voice recordings, e.g. video, DVD, MP3, etc. and Internet Protocol (IP) routing address. 
Note: This information may be stored in either hard copy format, on web sites or in electronic repositories (unstructured, i.e. word processing or presentation applications, and structured repositories, i.e. database applications) as well as in generic e-mail accounts or generic electronic distribution lists maintained by federal institutions on network servers. Although Internet Protocol (IP) addresses are not specifically requested by an institution, they may be captured electronically when an email is received.
Class of Individuals: Employees of the institution, including individuals who have prepared information for dissemination (including publication on the institution's internet web sites), or who act as contact points within the institution. Members of the public and individuals representing private sector organizations, other government institutions (municipal, provincial, international) or federal institutions that have requested or agreed to be included in an institution's mailing or distribution lists, or have requested information from an institution and have provided their contact information.
Purpose: The information described by this bank is used to disseminate information about the functions, programs and activities of the institution and the people that work within the institution, the distribution of public awareness and communications material (newsletters, news releases, speeches, brochures, fact sheets, promotional material for exhibits or conferences, etc.;) about institutional functions, programs or activities as well as responding to inquiries from outside the institution, distributing general communications material (publications, reports and other documentation) and managing external mailing/distribution and telephone lists.  These requests for information may be sent to the institution via any means, including traditional mail, general information e-mail accounts, feedback forms, the "Contact Us" or the automated "subscription" feature of the institution's web site.   
Consistent Uses: Non-personal information may be used to provide statistical reports to management as well as for research, planning, audit and evaluation purposes. The names, photographs, recordings and other personal information about individuals that work with the institution (i.e. employees, contractors, members of advisory or governing bodies) may be embedded in documentation that may be posted on the institution's internet sites; e.g. within speeches, newsletters, etc. Information may be shared with other areas of the institution for the development and maintenance of program-specific mailing/distribution lists and/or telephone lists. Responses to enquiries and any other information relevant to those replies are addressed by the PIB related to the specific program area within the institution that prepared and sent the response. Information requests may also be transferred to another institution, with the consent of the individual, for a response if the relevant program or activity falls within the mandate of the other institution.
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a federal government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: Institution-specific
Related Record Number: PRN 939
Bank Number: PSU 914

Relocation
Description: This information is used to document the processes involved in the relocation of employees and their families. The personal information collected includes the individuals' name and job title, organization name, work telephone, work address, job classification and level, Personal Record Identifier (PRI), name of delegated departmental officer or manager, signatures, name of spouse or common-law partner, names of children and/or extended family members, special medical needs that may need to be accommodated, monthly statement of credit card expenses, personal declarations of expenses when receipts are not obtainable or have been inadvertently destroyed, mortgage or rental cost information, legal fees and real estate fees.
Class of Individuals: Employees who relocate and their spouses or common-law partners, their children and/or extended family members. Also includes individuals representing third party suppliers, such as moving and storage companies.
Purpose: The purpose of this information is to document and administer the relocation of individuals and their family members. This includes information related to relocation planning, selection of new accommodations, shipment of personal and household effects, and move authorizations and claims.
Consistent Uses: Non-personal information may be used to provide reports on employee relocations to management. The information may also be used for research, planning, audit and evaluation purposes.
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a federal government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: 98/001 and 99/004
Related Record Number: PRN 936
Bank Number: PSU 910

Security Video Surveillance and Temporary Visitor Access Control Logs and Building Passes
Description: This information relates to video surveillance recordings generated by closed circuit television (CCTV) cameras located on the perimeters of, or within institutionally operated buildings and facilities. Additionally, in support of employee and visitor access control, the records related to these subjects contain the actual access logs/registers used to issue temporary employee passes and temporary visitor passes.
Personal information collected may include recorded visual images, data logs, signatures, surnames, given names, telephone numbers, temporary pass control numbers and visitor company/organization information related to the issuance of temporary visitor passes.
Class of Individuals: Employees, and those on assignment or contract and visitors who require access to a federal institution or any other person within proximity of video surveillance recording capabilities.
Purpose: This information is used to enhance the security of government facilities and of individuals and assets present in such facilities. Video surveillance is sometimes conducted in real time or recordings can be used to investigate past occurrences, security incidents or emergency situations. Access logs/registers, temporary passes and any other records related to employee and visitor access control may also be used to monitor or investigate current or past security incidents.
Consistent Uses: To assist security officials in the monitoring of activities and/or the issuance of temporary access passes. Additionally, records and recordings may record entry and exit times from facilities and may be used in the event of security-related incidents such as thefts or emergency situations. In such cases, this information may be shared with appropriate law enforcement agencies and emergency workers. Video information that reveals evidence of illegal activity, employee misconduct or accidents may be disclosed to appropriate staff relations, enforcement or investigative bodies for further investigations, charges or disciplinary actions.
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a federal government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.  
RDA Number: 98/001
Related Record Number: PRN 931
Bank Number: PSU 907

Travel
Description: This information is used to document travel activities and expenses related to official institutional business. The personal information collected includes the individuals' name and job title, organization name, work telephone, work address, job classification and level, Personal Record Identifier (PRI), name of delegated departmental officer or manager, signatures, name of spouse or common-law partner, name of children, monthly expense statements, personal declarations of expenses when receipts are not obtainable or have been inadvertently destroyed.
Class of Individuals: Employees and travellers (including term or casual employees, temporary agency staff, volunteers, students, consultants and contractors, and witnesses) ,who travel on behalf of an institution and their spouses or common-law partners and/or dependants. This includes Deputy Ministers, Associate Deputy Ministers, Assistant Deputy Ministers, and their equivalents, including those individuals who travel while acting in these positions, and their spouses and/or dependents. May also include Ministers, Ministers of State, Parliamentary Secretaries, and their office staff (also known as political or exempt staff because they are outside of the official Public Service) as well as Members of Parliament representing a Minister or Minister of State or accompanying them as a guest for official business purposes.
Purpose: The purpose of this information is to document and administer the travel of individuals in support of the institution's mandate. This includes information related to employee entitlements and obligations, travel advances and related claims. Proactive disclosure on government websites of travel expense-related information promotes transparency, facilitates public access to government information, and provides relevant and timely information to Canadians. The specific elements that may be made available are: the purpose of travel; date(s) and destination(s); air fare and other transportation costs; accommodation, meals and incidentals; other expenses (all other expenses incurred that are not reflected in the information fields above, such as cost of a special passport, visas, and associated photos, calls to the office or home, dependant care where applicable, etc.); and the total amount.
Consistent Uses: This information may be used to provide reports on travel activities and costs to management. The information may also be used for research, planning, budget, audit and evaluation purposes.
Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a federal government institution, including the final disposition of those records, please contact the institution's Access to Information and Privacy Coordinator.
RDA Number: 98/001 and 99/004
Related Record Number: PRN 934
Bank Number: PSU 909

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