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Canada Border Services Agency
Information Holdings
Institution-Specific Personal Information Banks
Activity Management and Costing Data Bank
Description: Data contained in this bank pertains to weekly
activities performed by each employee and includes data (in terms of time and
cost) by activity, organization/operating budget, and project/case, plus
non-compliance and unreported time/production reports.
Class of Individuals: Individuals identified in this bank are all
employees of Canada Border Services Agency, as well as staff members who have
been engaged under personal service contracts.
Purpose: The purpose of this information bank is to maintain
production utilization data, in terms of time and cost, on all continuing
departmental employees as well as term/casual employees and staff members who
have been engaged under personal service contracts. This bank is used to
provide managers and management information systems with information regarding
production time and cost of departmental employees and contract staff through a
series of reports. An individual report containing one staff member's
activities for the current fiscal year to date can be produced on request.
Access will not be permitted without adequate proof of identification and/or
authority.
Consistent Uses: None.
Retention and Disposal Standards: Input records in this bank are
maintained for two years and then destroyed.
RDA Number: 98/005
Related Record Number: CBSA PRN 921
TBS Registration: 003544
Bank Number: CBSA PPE 811
Employee Use of Material Card
Description: This bank consists of written agreements and cards
maintained to record the issuance of material, particularly equipment to agency
employees for use of government premises.
Class of Individuals: Employees of the Canada Border Services
Agency.
Purpose: To track and maintain the location of material when
being utilized off government premises.
Consistent Uses: None
Retention and Disposal Standards: Files are retained for two
years after return of equipment and then destroyed.
RDA Number: 98/005
Related Record Number: CBSA PRN 921
TBS Registration: 001764
Bank Number: CBSA PPE 806
Internal Investigations
Description: This bank contains investigative reports and
correspondence between officials of the Canada Border Services Agency with respect
to whether an allegation against an employee of the Canada Border Services
Agency is founded or not founded.
Class of Individuals: Current or former employees of the Canada
Border Services Agency and members of the general public interviewed in the course
of such investigations.
Purpose: The purpose of this bank is to record all information
concerning any alleged or suspected violation of Canada Border Services Agency
legislation, or of other laws, which could adversely affect the interests of
the Agency. The bank also contains notes of interviews with members of the
general public interviewed in the course of such investigation. This
information is used to determine an appropriate course of action, including
recovery of moneys owed to the Crown, disciplinary action against individuals
or prosecution against individuals and to comply with the Financial
Administration Act, the Treasury Board Policy on Losses of Money and Offences
and Other Illegal Acts Against the Crown, and the Canada Border Services Agency
Policy on Terms and Conditions of Employment.
Consistent Uses: Information contained in this bank may be
provided to the Royal Canadian Mounted Police, Enforcement or Investigation
Agencies prescribed by other related laws and to the Department of Justice.
Retention and Disposal Standards: Files are maintained for 5
years after the case is closed and then destroyed.
RDA Number: 98/005
Related Record Number: CBSA PRN 921
TBS Registration: 004
Bank Number: CBSA PPE 813
Managerial and Confidential Exclusions
Description: Information in this bank includes the criteria on
which the position is excluded, position number and title, organizational
location, bargaining unit identification, effective date of the exclusion
status of the position, the employee name, employee group and level.
Class of Individuals: Employees of the CBSA occupying or having
occupied a managerial, or confidential excluded position.
Purpose: The purpose of this bank is to maintain a complete
listing of all managerial or confidential excluded positions in the Agency.
Consistent Uses: None
Retention and Disposal Standards: Information is retained until
the position is de-excluded and then destroyed.
RDA Number: 98/005
Related Record Number: CBSA PRN 921
TBS Registration: 003
Bank Number: CBSA PPE 812
Mediation Files Bank
Description: This bank contains information on mediations
conducted between employees of the CBSA. All mediators, internal or external,
complete a Mediator's Report immediately following a case, and forward the
information in a private and confidential manner to the Office of Dispute
Management. The information is filed under lock and key and in a sealed
envelope and may contain the following documents: the Agreement to Mediate,
mediator notes and the Mediation Resolution Agreement.
Class of Individuals: Employees of the CBSA who participated in a
Mediation Session.
Purpose: The purpose of this bank is to ensure consistency and
confidentiality in the filing of Mediation documents.
Consistent Uses: The Mediator Reports will be used by the ODM for
statistical and quality assurance purposes. Records of mediation would be
viewed by the ODM in the following circumstances: need to contact the parties
regarding case-related or unrelated follow-up activities, and monitoring of the
nature of resolution agreements.
Retention and Disposal Standards: Records of mediation are
retained for two years after the mediation completion date, and then destroyed.
RDA Number: 98/005
Related Record Number: CBSA PRN 926
TBS Registration: 005106
Bank Number: CBSA PPE 825
Operations and Staff Matters Bank
Description: This information bank relates to the investigation
of Canada Border Services Agency employees emanating from allegations of fraud,
defalcation, bribe, breaches of trust, misuse of the Agency's electronic
networks, or misconduct. Access will not be permitted without adequate proof of
identification and/or the necessary authorization.
Class of Individuals: Employees of the Canada Border Services
Agency who are, or have been under investigation for fraud, defalcation, bribe
breaches of trust, misuse of the Agency's electronic networks or misconduct,
and members of the general public interviewed in the course of such
investigations.
Purpose: The information is compiled to carry out investigations
of such employees.
Consistent Uses: None.
Retention and Disposal Standards: Records in this bank are
retained for five years after the case is closed and then destroyed.
RDA Number: 98/005
Related Record Number: CBSA PRN 921
TBS Registration: 002026
Bank Number: CBSA PPE 803
Public Key Infrastructure (PKI) Internal Identification
Description: As per the CBSA Certificate Authority Internal
Certificate Policy (CBSA CA CP – Internal), the identity of individuals
employed by the CBSA must be verified prior to issuance of PKI certificates
enabling secure online transactions. The information may be collected in paper
or electronic format and may include protected information such as employee
name, PRI or date of birth. Information collected for identification and authentication
purposes includes the employee's name and SMTP mail address, which are
published to the X.500 directory.
Class of Individuals: Employees, contractors, organisational
roles, and applications within CBSA.
Purpose: PKI certificates will be used to enable telecommuting
capabilities and secure email for all CBSA employees.
Consistent Uses: The information gathered prior to the issuance
of PKI certificates is for identification and authentication purposes only.
Retention and Disposal Standards: All records containing
sensitive plaintext information are stored in accordance with the Government
Security Policy (GSP). CBSA correspondence (Subscribers' Agreements and any
identification and authentication information) and reports are archived for a
minimum of six (6) years. All records are considered Protected B and destroyed
as per guidelines.
RDA Number: 98/005
Related Record Number: CBSA PRN 921
TBS Registration: 004487
Bank Number: CBSA PPE 818
Recognition Program
Description: The bank includes information about CBSA's
Recognition Program. The information may include the name of the employee; a
synopsis of the achievements; the employee's group, level and work location;
and the type of award.
Class of Individuals: Agency employees who have been nominated
for a local regional or branch award, the Peace Officer Exemplary Service Medal
(POESM), a retirement certificate, a Long Service Award, the President's Award
and all external awards.
Purpose: To assist in the administration of the Recognition
Program.
Consistent Uses: Some local offices use the bank for local record
keeping. Some records are maintained on file nationally.
Retention and Disposal Standards: Local files should be kept for
a period of 5 years then archived.
RDA Number: 98/005
Related Record Number: CBSA PRN 921
TBS Registration: 003212
Bank Number: CBSA PPE 810
Students' Records of the Port of Entry Recruit Training (POERT)
Description: The data bank includes biographical information
prepared by the students, exams completed by the students and the results. The
file may occasionally include manuscript notes pertaining to performance or
behaviour of the students while at the College. Course titles and dates of the
particular training are to be quoted for access to information.
Class of Individuals: Employees of the Canada Border Services
Agency who are current or former students on the Port of Entry Recruit
Training.
Purpose: The purpose of this bank is to maintain up-to-date the
evolution of the students on this pass\fail training program. Also, this bank
is to maintain records for reference purposes to evaluate performance and to
assist in career planning and future work assignments.
Consistent Uses: None
Retention and Disposal Standards: Records are retained for two
(2) years after completion of the particular training and then destroyed.
RDA Number: 98/005
Related Record Number: CBSA OPS 003
TBS Registration: 002
Bank Number: CBSA PPE 801
