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Agriculture and Agri-Food Canada
Information Holdings
Institution-Specific Personal Information Banks
Executive Group Personnel Record
Description: This bank contains the PRI No., Name, Branch, Group and Level,
Status, Status Start Date, Status end date, Region location, sex, language, appointment to level, appointment
to position, Potential retirement date, supervisor's name, orientation course, performance appraisals
from appointment date at the Executive Group level to present.
Class of Individuals: Members of the Executive Group in Agriculture and Agri-Food
Canada.
Purpose: To help in the staffing of Executive Group.
Consistent Uses: To update and maintain staffing information on members of
the Executive Group.
Retention and Disposal Standards: Records are kept for a period of 2 years
after which they are destroyed.
RDA Number: 98/005
Related Record Number: AAFC HRB 860
TBS Registration: 002698
Bank Number: AAFC PPE 819
Expenditure Accounts – Departmental Employees
Description: This bank contains such records as claims, authorizations, expense
reports, receipts, cheque requisitions, advances, correspondence and other supporting documents relating
to expenses being reimbursed, fees being paid, claims being settled, and other payments.
Class of Individuals: Employees of the Department claiming travel, relocation
and hospitality expenses; course fees, membership fees; and other payments.
Purpose: This bank is used for the payment of invoices and claims to employees
of the Department claiming travel, relocation and hospitality expenses; course fees; membership fees;
and other payments. The Social Insurance Number (SIN) is used for the purpose of identification and
to ensure consistency in administration in pay and benefits. Provisions of the SIN is mandatory for
this bank, subject to exemption of some individuals under special circumstances.
Consistent Uses: Records are also used for the issuance of statements of taxable
benefits for income tax purposes.
Retention and Disposal Standards: Records are retained for six years after
which they are destroyed.
RDA Number: 99/004
Related Record Number: AAFC CMB 914
TBS Registration: 002285
Bank Number: AAFC PPE 817
Departmental Financial Management System (DFMS)
Description: The official financial and material management information system
for the department, the Canadian Food Inspection Agency, the Canadian Pari-Mutuel Agency, the Canadian
Dairy Commission, and the Canadian Grain Commission. Information is classified as to: Responsibility
(fund/cost centre); Authority (fund); Purpose (activity) Project (Internal order) Work breakdown structure
and Object of Expenditure (GL) account. Personal information such as Personal Record Identifier (PRI),
employee name, addresses, telephone numbers, acquisition card number, contracts, employees assigned
to projects, departmental advances, working hours, employee tenure, employee classification, bank account
for deposit are captured in the Departmental Financial Management System (DFMS). For persons receiving
taxable payments from the department, their Social Insurance Numbers (SIN) are captured and retained
in DFMS.
Class of Individuals: Departmental employees.
Purpose: The SIN is required for inclusion on the Tax Information slip and
on the tax information file that the department is required to transmit to Canada Revenue Agency.
Consistent Uses: Refer to Purpose of the bank.
Retention and Disposal Standards: Information remains on Saturn and is rolled
from year to year. When there is no further activity, the information is marked for archiving.
RDA Number: 99/004
Related Record Number: AAFC CSMB 852
TBS Registration: 002945
Bank Number: AAFC PPE 805
Garnishment
Description: The purpose of this bank is to provide documentation for Garnishment
proceedings for the administration of pay and benefits within the Department.
Class of Individuals: Information is held on employees of the Department of
Agriculture and Agri-Food against whom Garnishment proceedings have been taken.
Purpose: To enable execution of orders of Garnishment attachment or diversion
of funds in accordance with the Garnishment Attachment and Pension Diversion Act.
Consistent Uses: This bank is also used to approve deductions from salary.
Retention and Disposal Standards: Files are retained two years after debt
is paid. If the employee moves to another department before the debt is paid, the file follows. If the
employee moves to another department after the debt is paid, the file remains with the Agriculture and
Agri-Food Canada and is destroyed after the two-year period.
RDA Number: 98/005
Related Record Number: AAFC HRB 925
TBS Registration: 002048
Bank Number: AAFC PPE 807
Managerial Profile
Description: Collection of data on the knowledge factors and identification
of the aggregate difference between the management abilities of an individual and the profile.
Class of Individuals: All employees of Agriculture and Agri-Food Canada occupying
positions from EX minus 2 to top of Executive Group.
Purpose: The purpose of identifying this difference, described above, is to
provide managers, at all levels, with greater opportunities to grow, professionally and personally,
by focusing their training and development on specific abilities.
Consistent Uses: Same as for 'Purpose'.
Retention and Disposal Standards: Minimum retention of 5 years as per authority
after which the documents are destroyed.
RDA Number: 98/005
Related Record Number: AAFC HRB 860
TBS Registration: 002946
Bank Number: AAFC PPE 820
Priority Placement System
Description: The content of the data base consists of 3 different screens.
1) Basic data which comprise of the first and last name of the priority employees priority type, reason
for surplus, department, region, directorate, position number, first official language, sex, advisor
name and phone number and if the employee has been offered and accepted the Early Retirement Incentive
(ERI) or the Early Departure Incentive (EDI). 2) Marketing Data which contains the start and end date
of priority, their mobility, the work location, their availability for work, their second language,
results and dates that they were tested, their willingness to accept a lower level position, the possible
group and level acceptable, the title of their actual position, their skill profile, their education
and experience, and their home and business telephone numbers. 3) Outcome (Managers cannot access this
screen; it can only be accessed by the HRB unit for statistical purposes.) This screen contains information
on employees who have accepted positions, who have resigned from the Public Service, laid-off and entail
details such as whether they are salary protected, whether they have been retrained and at what cost.
Information on employees paid out benefit such as pay in view, separation benefits, turnkey payments
and retention payments.
Class of Individuals: Priority employees.
Purpose: To market our employees who have been put on priority for other suitable
employment.
Consistent Uses: There will be no other use of this information.
Retention and Disposal Standards: Two years after the last administrative
use after which the information is destroyed.
RDA Number: 98/005
Related Record Number: AAFC HRB 920
TBS Registration: 003320
Bank Number: AAFC PPE 800
Research Skills Inventory
Description: The bank contains personal information on employees such as:
name, PRI, classification, first official language, professional skills and retirement data.
Class of Individuals: Research Branch Scientific and Professional Category
employees.
Purpose: To be used for human resources planning purposes. This inventory
serves to establish the Branch's actual scientific and professional population and to forecast the future
needs/demand.
Consistent Uses: To plan future demand for scientific and professional personnel.
Retention and Disposal Standards: The bank is to be updated annually. Records
are kept for a period of five years then destroyed.
RDA Number: 98/005
Related Record Number: AAFC HRB 921
TBS Registration: 002700
Bank Number: AAFC PPE 803
Salary Management System
Description: This bank contains information about employees of the institution
including the following: Personal Record Identifier, First and Last Name, Occupational Category and
Level, Annual Salary, Employment Anniversary Date, and Financial Coding.
Class of Individuals: Employees of the institution.
Purpose: The Salary Management System is a subsidiary system of Saturn, the
institution's finance and material management system. It is also the department's official record keeping
system for salary management. The system has two main functions: first, it is a means to forecast salary
expenditures and is therefore a tool in the management of operating budgets; second, it processes raw
data from the government's Regional Pay System into data that can be used by the department's financial
system. To meet the system's requirements to be able to perform these two functions, the bank is used
to add financial coding to pay records received from the Pay System, and to provide data about employees
and positions that is needed to calculate forecasted expenditures.
Consistent Uses: The Salary Management System has only the two functions described
above.
Retention and Disposal Standards: Information is kept for six fiscal years,
then destroyed.
RDA Number: 98/005 and 99/004
Related Record Number: AAFC CMB 700
TBS Registration: 005113
Bank Number: AAFC PPE 831
Telecommunication
Description: This bank contains all or part of the following information about
Telecommunication equipment and services installed or available for use at departmental offices including
details of long distance calls placed from a departmental telephone, lists of employees assigned government
authorization codes allowing access to the Government Intercity Network and the cost associated with
the equipment and use of these services. It may include call detail recording information for long distance
calls placed from departmental telephones. The information could consist of the originating number or
extension, the number dialled, the location dialled, the date and time the call started and ended, the
duration of the call, the route taken and cost. The above information is also available for long distance
calls using government authorization codes. Telephone numbers dialled may include any telephone which
is accessible locally or through the government intercity network, the commercial long distance service
and other dedicated departmental networks. Since many telephone numbers or extensions are identified
with specific employees, the call patterns and numbers dialled may reveal information about a specific
departmental employee.
Class of Individuals: Employees of the Department.
Purpose: This bank is compiled to facilitate Telecommunication management.
The call detail recording information is collected to provide a basis to calculate and charge the actual
cost of services to departmental organizations. It also provides managers of organizational units with
information to monitor the use of services and their related costs.
Consistent Uses: This information is used for day-to-day Telecommunication
management, allocating actual costs based on utilization of services and to provide information on employees'
usage of the services to their respective departmental manager.
Retention and Disposal Standards: These records are retained for two years,
except for the information on financial transactions is kept for six years then destroyed.
RDA Number: 98/001
Related Record Number: AAFC CMB 852
TBS Registration: 003319
Bank Number: AAFC PPE 827
