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Canadian Dairy Commission
Information Holdings
Institution-Specific Personal Information Banks
Employee Personnel Records
Description: This bank is under the control of the Human Resources Office.
It provides a summary record of an individual's employment at the CDC. The data include appointment
certificates, performance assessments, attendance, leave and overtime records, letters of recommendation,
curriculum vitae, development and training courses and other personnel and organizational documents.
The bank contains records of all employees, who may access their records by contacting the Human Resources
Office. The bank is used to provide information for manpower planning and general personnel management.
Class of Individuals: Employees and former employees of the Commission.
Purpose: To provide a record of information on employees and former employees
relating to their employment with the Commission.
Consistent Uses: Information may be used for purposes of employment references
or group insurance.
Retention and Disposal Standards: Records of former employees are transferred
to Library and Archives Canada five years following termination of employment.
RDA Number: 98/005
Related Record Number: CDC PRN 919, CDC PRN 921, CDC PRN 918, CDC PRN 925,
CDC PRN 927
TBS Registration: 004048
Bank Number: CDC PPE 801
Staffing
Description: The bank may contain Staffing requests; position descriptions;
salary ranges; selection profiles; competition posters; transfer requests; candidates' applications;
list of candidates; rating board assessments, including evaluation notes from Staffing boards; examination
papers and test results; eligibility lists; offers of employment; notices to candidates; and correspondence
concerning Staffing by various processes, including competitions and human resources inventory searches.
Records in the bank contain a variety of personal information which may include age, sex, education
levels, and voluntary self-identification data relating to employment equity. (N.B. Notations of Staffing
decisions may also appear in the Employee Personnel Record).
Class of Individuals: Employees of the Commission.
Purpose: The bank provides a record of the information used in Staffing positions
within the Commission. It is also a source of data for employment equity programs and services.
Consistent Uses: To select candidates, staff positions and process complaints
for appointments and promotions. Voluntary self-identification information relating to employment equity
programs and services may be linked with data contained in other banks where the securing of this information
is consistent with the uses for which the personal information was collected.
Retention and Disposal Standards: Records are retained for five years from
last administrative use, at which time the records are destroyed.
RDA Number: 98/005
Related Record Number: CDC PRN 920
TBS Registration: 004322
Bank Number: CDC PPE 815
Travel and Employees Expenditure Accounts
Description: This bank contains authorizations, advances, claims, receipts,
travel arrangements and itineraries, and correspondence concerning travel of employees. It also contains
expense reports, receipts, cheque requisitions, advances and other supporting documents relating to
expenses being reimbursed, fees being paid, claims being settled, and other payments.
Class of Individuals: Employees of the Commission claiming travel expenses;
course fees, membership fees; and other payments.
Purpose: The purpose of this bank is to maintain information regarding travel
of government employees. It is also used for the payment of invoices and claims to employees of the
Commission claiming travel 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 of
pay and benefits.
Consistent Uses: To administer the travel function with respect to their approvals
as well as posting authorizations, advances and claims. Records are also used for the issuance of statement
of taxable benefits for income tax purposes.
Retention and Disposal Standards: Records are destroyed six years following
the fiscal year in which the travel or relocation claim was settled.
RDA Number: 98/004
Related Record Number: CDC PRN 903
TBS Registration: 004321
Bank Number: CDC PPE 810
