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Bank of Canada
Information Holdings
Institution-Specific Personal Information Banks
Access Cards and Access Control
Description: This bank describes the information used to create
Bank of Canada access cards and the access control program. Personal information
is collected through identification forms and includes an individuals' name,
home address, date of birth, marital status, education level, criminal
convictions, immediate relatives' information, etc. The personal information
elements included in this bank consist also of an individuals' photograph,
signature, card number on the pass and their unique personal identifier related
to the issuance and maintenance of Access Cards and Access Control records.
Class of Individuals: Employees; individuals on assignment/contract;
tenants who require access to the Bank of Canada facilities.
Purpose: The purpose of this information is to support the
administration of the Bank's Security program including controlling access to
Bank facilities. This involves the issuance, use and cancellation of access
cards to assist in ensuring the security of Bank facilities and the safety and
security of individuals and assets present in such facilities.
Consistent Uses: With the consent of the individual concerned,
photographs held on file may be used for identification purposes in support of
personnel security screening. The access card database does 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, the
information may be shared with appropriate law enforcement agencies and
emergency workers to ensure that any incidents of the above nature are
addressed appropriately.
Retention and Disposal Standards: Access card information is
retained for two years after the individual leaves the Bank, then destroyed.
Access control records are kept for two years after the last administrative
use, then destroyed.
RDA Number: 98/001
Related Record Number: BOC CSD 355
TBS Registration: 006966
Bank Number: BOC PPE 818
À la Carte "Benefits Enrolment"
Description: This bank describes information relating to the
administration of the Bank of Canada's benefits program for employees. The
records related to this PIB contain all documents created as a result of an
employee's enrolment or re-enrolment such as the enrolment forms and
acknowledgement of an employee's insurance level. Personal information
collected includes employee name, employee identifier, home address and
telephone number.
Class of Individuals: Current and former Bank employees.
Purpose: The purpose of this bank is to document the enrolment of
employees in this benefits program and the administration of employee-selected
benefits by the Bank of Canada.
Consistent Uses: Non-personal information may be used to provide
reports about the management of this program to the Bank's Senior Management.
The information may also be used for research, planning, audit and evaluation
purposes.
Retention and Disposal Standards: Records are kept for a period
of 16 years then destroyed after being superseded. If the employee leaves the
Bank, or in the case of the death of the employee, the records are held for 16
years after last administrative use.
RDA Number: 98/005
Related Record Number: BOC PRN 924
TBS Registration: 006324
Bank Number: BOC PPE 823
Attendance and Leave
Description: This bank contains absence input forms and summary
reports which include the employee identification number, leave applications,
and correspondence related to Attendance and Leave. The annual summary of
Attendance and Leave is attached to the Employee Personnel Record. Some
Attendance and Leave information exists in automated form, as modules of
institutional personnel databases, especially as time/attendance, leave control
and absenteeism systems.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to support the
administration of employee Attendance and Leave.
Consistent Uses: To record attendance and authorize leave, to
support decisions on pay and benefits, such as those concerning leave and
termination of employment, and to evaluate the use of leave and rates of
absenteeism.
Retention and Disposal Standards: Records are kept for a period
of three years, then destroyed.
RDA Number: 98/005
Related Record Number: BOC PRN 918
TBS Registration: 002211
Bank Number: BOC PPE 821
Conflict of Interest Declarations
Description: The Bank of Canada's Policy on Conflict of Interest
requires employees to declare if they have any interests that may be perceived
as, or may be in conflict with the interests of the Bank. The personal
information collected includes the employee's name, employee completed Conflict
of Interest Acknowledgement / Disclosure Statements, reports and details of
financial holdings provided by an employee with potential conflict of interest,
any other documents providing a record of advice to determine if a conflict of
interest exists as well as documents providing details on compliance measures
taken.
Class of Individuals: Current and former employees of the Bank of
Canada.
Purpose: The purpose of this information is to document the
processes that the Bank of Canada has implemented to avoid Conflicts of
Interest. This information documents if an employee has been provided an
opportunity to read and question the Conflict of Interest Policy; any potential
conflicts of interest, an employee may have; and any compliance measures taken
to resolve conflicts of interest.
Consistent Uses: To support decisions on transfers, discipline,
and termination of employment.
Retention and Disposal Standards: If no conflict exists, the
information will be retained for two years after the employee leaves the Bank,
then destroyed. If an actual conflict exists, the information will be kept for
7 years after conflict is resolved, then destroyed.
RDA Number: 98/005
Related Record Number: BOC PRN 921
TBS Registration: 006397
Bank Number: BOC PPE 813
Discipline
Description: This bank contains notices of disciplinary action
and correspondence about employee misconduct, testimony by witnesses, legal
opinions, investigations of possible misconduct, and analysis reports of these
investigations. It is important to note that notices of disciplinary action may
be attached to the Employee Personnel Record.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to maintain information used
in disciplinary actions.
Consistent Uses: To determine the need for and nature of
disciplinary actions, and to support decisions on pay and benefits, attendance
and leave, transfer, demotion and termination of employment.
Retention and Disposal Standards: Records are kept for a period
of five years following the date of disciplinary action, then destroyed.
RDA Number: 98/005
Related Record Number: BOC PRN 926
TBS Registration: 002219
Bank Number: BOC PPE 836
Employee Health Record
Description: This bank contains occupational health evaluations
and all personal medical data including employee assistance records and copies
of Workplace Safety Insurance Board (WSIB) reports. Prior to 2002, this bank
may also contain records relating to the Income Maintenance and Long-Term
Disability Programs, i.e. completed forms to apply for LTD; all interaction
between employee and Health Services; gradual return to work program records,
etc.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to maintain health
evaluations on Bank employees, and to provide documentation for the
administration of occupational health and certain benefit programs.
Consistent Uses: The information is used to support medical,
employment and pension decisions/entitlements.
Retention and Disposal Standards: Records are destroyed after a
period of 20 years from closure of files. Files are closed after employee
leaves the Bank or following the last intervention, if this occurs after the
employee has left the Bank. Certain records relating to designated substances
or procedures, i.e. audiograms are kept for a further 20 years, then destroyed.
RDA Number: 98/005
Related Record Number: BOC PRN 922
TBS Registration: 002215
Bank Number: BOC PPE 830
Employee Personnel Record
Description: Information concerning personal characteristics,
including age and sex; employee identification number; home address;
citizenship; education, including transcripts, certificates and diplomas;
employment history, curriculum vitae and references; geographical and
organization location; appointments, transfers, promotions and demotions;
periods of employment, including probationary periods, tenure; performance
reviews and employee appraisals; classification including position numbers,
groups, levels, titles and salaries; superannuation and insurance, including
names of beneficiaries, power of attorney and witness. Also included, where
applicable, is information concerning military service, including periods and
areas of service; and termination of employment, including certificates and
reasons for termination. The Employee Personnel Record may contain summary
records of decisions relating to staffing, attendance and leave, pay and
benefits, training and development, decisions concerning compensation and fitness
for work, official languages, discipline, and level of security clearance. The
major series of information concerning these topics is, however, found in other
personal information banks described in this chapter. The Employee Personnel
Record may not include the personal information actually used to make decisions
in the areas noted above. Some of the above information exists in a
computer-based system in order to generate reports on such topics as training,
human resources inventory searches, attendance and leave and other related
reports as required.
Class of Individuals: Current and former Bank employees.
Purpose: This bank provides a record of an individual's
employment and is maintained for the purpose of facilitating personnel
administration. Information about an individual may be used in decisions
relating to the areas of staffing, attendance and leave, pay and benefits
including superannuation, training and development, occupational health and
safety, official languages, discipline, and level of security, where
information in one area may affect a decision in another area. In some of the
above cases, the information in this bank is a summary which refers to other
more detailed information in other banks. This information may be used,
provided such use is consistent with the main uses of the information, to
ensure that personnel actions are co-ordinated in the interests of both the
individual and the employer.
Consistent Uses: The main use of this bank is to provide
documentation and authorization regarding appointments, transfers, promotions,
demotions, termination of employment and superannuation. It is also used to
authenticate decisions on staffing, attendance and leave; pay and benefits
including superannuation; training and development; occupational health and
safety; official languages; discipline; and level of security clearance; as
well as to verify employment references.
Retention and Disposal Standards: After an employee leaves the
Bank, the personnel record is kept until the individual reaches the age of
seventy, or two years after the death of the individual, provided two years
have elapsed since the last administrative action concerning the information.
Performance appraisals are kept on an employee's file for a period of five
years and then destroyed.
RDA Number: 98/005
Related Record Number: BOC PRN 918 and BOC PRN 921
TBS Registration: 002210
Bank Number: BOC PPE 810
Employment Equity Program
Description: This bank contains personal information on employees
that is needed to support the Bank's Employment Equity Program. This
information is collected on a voluntary basis, and respondents are asked to
identify their gender, whether they are an aboriginal person, whether they have
a disability, or are a member of a visible minority group.
Class of Individuals: Regular full-time employees; regular
part-time employees; contract and temporary employees of the Bank of Canada.
Purpose: This information is used for purposes specified in the
Employment Equity Act; that is for implementation of the employment equity
policy and program. Data are collected to provide a comprehensive picture of
Bank staff by designated groups (e.g., women, aboriginal peoples , persons with
disabilities and members of visible minority groups). This information may be
linked with that in other banks containing employee information using the
Employee Number in order to obtain statistical information used in the
preparation of the Annual Report to the Minister of Human Resources Development
Canada. This data is also used to compare the situation of designated group
members with non-designated group members within the Bank and with their
counterparts in the general labour market. Self-identification information may
also be obtained from the bank on Applications for employment (BOC PPU 035).
Consistent Uses: The information gathered is used in the delivery
of the Bank's Employment Equity Program to help create a more representative workforce.
It may be used to compile statistical data or for administrative purposes that
support measures to ensure that designated groups are equitably represented in
the Bank.
Retention and Disposal Standards: Employment Equity
questionnaires are retained for a period of two years after an employee leaves
the Bank, then destroyed. When questionnaires are superseded, the previous
questionnaires are immediately destroyed.
RDA Number: 98/005
Related Record Number: BOC PRN 901
TBS Registration: 001942
Bank Number: BOC PPE 817
Facility Management Database
Description: This bank contains records of employee names,
employee identification numbers, employment status, job levels and access card
numbers which are used to support the management of space allocation and
related resources.
Class of Individuals: Bank of Canada employees and contractors.
Purpose: To assist the Bank in managing space allocation
resources.
Consistent Uses: To allocate space and assets related to space
such as furniture, phones, etc.
Retention and Disposal Standards: Records are kept for a maximum
of 6 months after an individual leaves the Bank, then destroyed.
RDA Number: 99/003
Related Record Number: BOC PRN 905
TBS Registration: 004236
Bank Number: BOC PPE 819
Garnishees
Description: This bank contains orders of garnishment and related
correspondence.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to maintain information
concerning orders for garnishment. The social insurance number may or may not
be present. If present, it is in some cases authorized under the Income Tax Act
and the Family Orders and Agreements Enforcement Assistance Act and
Regulations.
Consistent Uses: To provide for the execution of orders of
garnishment.
Retention and Disposal Standards: Records are kept for a period
of six years after the garnishment order is no longer in force, then destroyed.
RDA Number: 98/005
Related Record Number: BOC PRN 925
TBS Registration: 0076
Bank Number: BOC PPE 822
Grievances
Description: This bank contains presentations by employees,
receipt notices and replies by management, testimony by witnesses, legal
opinions, investigation and analysis reports, job descriptions required in the
grievance process regarding classification; and correspondence about Grievances.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to record information used
in the grievance process.
Consistent Uses: Information contained in this bank is used
exclusively to accommodate and, where possible, to resolve Grievances at all
levels in the grievance process.
Retention and Disposal Standards: Records are kept for a period
of five years following date of resolution, then destroyed.
RDA Number: 98/005
Related Record Number: BOC PRN 926
TBS Registration: 002218
Bank Number: BOC PPE 835
Income Maintenance and Long-Term Disability Claims
Description: This bank contains specific case file records
relating to the Income Maintenance and Long Term Disability programs. It
contains notice of leave of absence, completed necessary forms applying to
programs, medical certificates, payment information, correspondence between
employee and Great West Life regarding their claim, gradual return to work
program records, etc. Class of individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to document information on
the administration of the Income Maintenance and Long-Term Disability Programs
of the Bank of Canada.
Consistent Uses: To administer specific claims and ensure
payments are made to employees who are on the income maintenance and long-term
disability programs.
Retention and Disposal Standards: Records are kept for a period
of 10 years after termination of the claim or after last administrative use,
then destroyed.
RDA Number: 98/005
Related Record Number: BOC PRN 924
TBS Registration: 005279
Bank Number: BOC PPE 832
Occupational Injury
Description: This bank contains accident and Occupational Injury
or illness records, claims for compensation, and related correspondence,
including first aid records. Summaries of accident reports are also produced
using a microcomputer.
Class of Individuals: Bank of Canada employees.
Purpose: To maintain records relating to occupational injuries or
illnesses and subsequent disabilities arising out of, or aggravated by,
conditions of work. It also provides documentation for the administration of
occupational safety and health programs in the Bank of Canada.
Consistent Uses: To record safety and health details and causes
of accidents/injuries in order to assist in accident prevention and health
protection. To assure Bank employees receive proper compensation for
accidents/injuries.
Retention and Disposal Standards: First aid records are retained
for two years, then destroyed. Accident and Occupational Injury or illness
records are held for 10 years following the date of the occurrence, then
destroyed.
RDA Number: 98/005
Related Record Number: BOC PRN 922
TBS Registration: 002217
Bank Number: BOC PPE 831
Official Languages
Description: This bank contains basic personal data such as first
official language and the employee identification number for purposes of
identification; language knowledge levels; training certificates and
correspondence about the Official Languages qualifications of employees.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to provide documentation for
administration of Official Languages policies as they pertain to employees.
Consistent Uses: To document the language training needs and
accomplishments of employees, and to aid in determining the linguistic status
of employees and in auditing the administration of official language programs.
Retention and Disposal Standards: Records are kept for a period
of two years after the employee leaves the Bank, then destroyed.
RDA Number: 98/005
Related Record Number: BOC PRN 923
TBS Registration: 002214
Bank Number: BOC PPE 826
Parking
Description: This bank contains permit applications and
correspondence about Parking of motor vehicles on public property. Records for
deductions for payment of Parking fees are included in the Pay and Benefits
Bank.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to maintain information for
the administration of Parking privileges.
Consistent Uses: To maintain a record of Parking permits.
Retention and Disposal Standards: Records are kept for a period
of three years after the permit expires, then destroyed.
RDA Number: 98/001
Related Record Number: BOC PRN 914
TBS Registration: 002236
Bank Number: BOC PPE 842
Pay and Benefits
Description: This bank contains certificates for pay, allowances
and deductions, which set out pay and benefit information for each employee,
including the social insurance number, as well as correspondence related to the
administration of Pay and Benefits. The bank may also include orders for
garnishment, attachment, and diversion of funds. Earning and superannuation
records are attached to the Employee Personnel Record. Some of the above
information exists in a computer-based system in order to generate salaries,
pensions, deductions or to adjust an employee payroll/personnel record.
Class of Individuals: Current and former Bank employees.
Purpose: The purpose of this bank is to provide documentation for
the administration of Pay and Benefits. The use of the social insurance number
is a requirement under the Income Tax Act, the Employment Insurance Act.
Consistent Uses: To approve the disbursement of salaries and
allowances and the retention of deductions. The social insurance number is used
for purposes of identification and to ensure consistency in administration of
Pay and Benefits. Provision of the SIN is mandatory for this bank, subject to
exemption of some individuals under special circumstances. The bank enables
audit and reconciliation of payroll accounts (e.g., employee remuneration and
entitlements) and supports the recovery of overpayments and debts owed to the
Crown and, where applicable, enables execution of orders of garnishment,
attachment, or diversion of funds in accordance with the Garnishment,
Attachment and Pension Diversion Act.
Retention and Disposal Standards: After an employee leaves the
Bank, the personnel record is kept until the individual reaches the age of 70,
or two years after the death of the individual, provided two years have elapsed
since the last administrative action concerning the information.
RDA Number: 98/005
Related Record Number: BOC PRN 925 and BOC PRN 924
TBS Registration: 002212
Bank Number: BOC PPE 820
Personal Harassment
Description: This bank contains letters of complaint regarding
incidents of harassment; records of interviews with both complainants and
alleged harassers; records of interviews with witnesses to incidents;
summations of management investigations; and analyses of events and records of
decisions taken about particular incidents. Such information must be retained
as a separate record and not placed on the complainant's Employee Personnel
Record. When a disciplinary action results from an investigation, information
will also be filed in the Discipline Bank.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to record information
necessary for dealing with complaints of Personal Harassment at the workplace.
Consistent Uses: To make decisions in specific instances on
whether or not Personal Harassment is occurring and when this is the case to
determine the appropriate action, including disciplinary action, to be taken to
end a harassment situation.
Retention and Disposal Standards: Records are kept for a period
of five years following the date of the most recent administrative activity in
relation to an individual case, then destroyed.
RDA Number: 98/005
Related Record Number: BOC PRN 926
TBS Registration: 002237
Bank Number: BOC PPE 837
Reliability Checks and Security Clearances
Description: This bank contains employee identification numbers,
completed fingerprint forms, results of the Royal Canadian Mounted Police
criminal records name checks and/or fingerprinting records checks, credit
bureau checks and Access Card Authorization forms. In addition, this bank
contains completed Personnel Security Clearance Questionnaires and Personnel
Security Assessments, summaries of Canadian Security Intelligence Service
records checks and investigations, completed Government of Canada Personnel
Screening Request and Authorization forms, and security briefings. Notation of
level of security clearance may be attached to the Employee Personnel Record.
Class of Individuals: Bank of Canada employees; employees of a
contracted company; service personnel and construction workers requiring
temporary access to buildings.
Purpose: The purpose of this bank is to maintain reliability
check documentation; to record information pertinent to the determination of
the appropriate level of security clearance for employees whose position
requires a security clearance.
Consistent Uses: The records are used to help determine an
individual's reliability, to determine the level of security clearance and to
provide information for the administration of the Bank's security measures. It
is also used to support decisions on Reliability Checks and Security
Clearances, transfers, promotions, discipline and termination of employment.
Retention and Disposal Standards: Records are kept for a period
of two years after an employee leaves the Bank, then destroyed. Contracted
company employees' records are kept for two years after the last administrative
use, then destroyed. In the case where a criminal record exists, and if
notified that a pardon has been granted, the criminal record in question is
destroyed immediately.
RDA Number: 98/001
Related Record Number: BOC PRN 903
TBS Registration: 002216
Bank Number: BOC PPE 816
Relocation
Description: This bank contains authorizations, advances, claims,
receipts, and correspondence concerning the Relocation of employees.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to maintain information
regarding the Relocation of employees.
Consistent Uses: To administer the Relocation functions with
respect to their approval, as well as advances and claims.
Retention and Disposal Standards: Records are kept for a period
of seven years following the date of the last transaction, after which they are
destroyed.
RDA Number: 99/004
Related Record Number: BOC PRN 914
TBS Registration: 0074
Bank Number: BOC PPE 840
Staffing
Description: This bank contains Staffing requests; position
descriptions; salary ranges; selection profiles; competition posters; transfer
requests; layoff lists; human resources inventory print-outs; candidates'
applications; lists of candidates; rating committee assessments, including
evaluation notes from Staffing committees; test results; eligibility lists;
offers of employment; notices to candidates; and correspondence concerning
Staffing by various processes, including by competition and human resources
inventory searches. Records in the bank contain a variety of personal
information which may include education levels and the employee identification
number. Notations of Staffing decisions may also appear in the Employee
Personnel Record.
Class of Individuals: Bank of Canada employees.
Purpose: The bank provides a record of the information used in
Staffing positions.
Consistent Uses: To select candidates and staff positions.
Retention and Disposal Standards: Staffing records are kept for a
period of two years after the year in which they are created, or two years
after the last administrative use, then destroyed.
RDA Number: 98/005
Related Record Number: BOC PRN 920
TBS Registration: 002013
Bank Number: BOC PPE 815
Training and Development
Description: This bank contains personal data including sex of
the individual, language preference, course applications and evaluations;
employee identification numbers; examination results and certificates; records
of fee payments; and correspondence related to employee participation in
Training and Development activities, both sponsored by the Bank and operated by
other organizations. It should be noted that participation and achievement records
are attached to the Employee Personnel Record. Information on an employee's
needs for individual development related to performance is mentioned on the
Performance Review and Employee Appraisal Form which is in turn attached to the
Employee Personnel Record.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to provide documentation for
the administration of Training and Development programs.
Consistent Uses: To approve the participation of employees in
Training and Development activities, to register the employees and to certify
their achievements.
Retention and Disposal Standards: Records are kept for a period
of five years, then destroyed.
RDA Number: 98/005
Related Record Number: BOC PRN 927
TBS Registration: 002213
Bank Number: BOC PPE 825
Training and Development — Development Assignment Programs
Description: This bank contains employee profiles, interview
information, details of assignments, assignment proposal forms and agreements,
and correspondence related to various development assignment programs.
Class of Individuals: Bank of Canada employees who have been
selected for possible assignments within their own department as well as in
other departments of the Bank as well as those who have expressed their intention
of participating in one of the programs.
Purpose: This bank was created to maintain an inventory of
employees interested in or selected for possible assignments within the Bank,
and to administer the programs.
Consistent Uses: The information is used to identify interested
employees for referral to available assignment opportunities within the Bank.
It is also used for statistical, administrative and career planning purposes.
Retention and Disposal Standards: Records are retained for 2
years after completion of assignments or 2 years of inactivity (no
assignments). Selected information on all candidates is computerized and
retained for statistical purposes for ten (10) years, then destroyed.
RDA Number: 98/005
Related Record Number: BOC PRN 927
TBS Registration: 003424
Bank Number: BOC PPE 827
Travel
Description: This bank contains advances, claims, receipts,
Travel arrangements, itineraries and correspondence concerning employee
business Travel.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to maintain information
regarding the Travelling expenses of employees.
Consistent Uses: To provide advances and approve claims for
business Travel expenses.
Retention and Disposal Standards: Records are kept for a period
of seven years, then destroyed.
RDA Number: 99/004
Related Record Number: BOC PRN 914
TBS Registration: 0075
Bank Number: BOC PPE 841
