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Canada Mortgage and Housing Corporation
Information Holdings
Institution-Specific Personal Information Banks
CMHC Pension Plan
Description: The bank contains proofs of prior service; pension election forms;
pension observations and correspondence concerning pensions. Records are accessible by providing employee
number and full name.
Class of Individuals: Current or former CMHC employees.
Purpose: The purpose of this file is to determine the CMHC pension benefits
for its contributing employees. This information may be used for statistical research purposes and for
planning, implementing and evaluating CMHC policies, relating to pensions and CMHC benefits.
Consistent Uses: Pursuant to the Income Tax Act, documentation supporting
pension entitlements, including the social insurance number is provided to Canada Revenue Agency for
bank RCT PPU 005 Individual Income Tax Return. Information is also provided from time to time to federal
departments or agencies in cases of employee transfers or to employers with whom CMHC has pension transfer
agreements.
Retention and Disposal Standards: Records are retained for seven years after
the member and dependents are deceased, and the records are then transferred to a commercial off-site
storage facility and retained indefinitely.
RDA Number: 96/027
Related Record Number: CMH HRS 924
TBS Registration: 003134
Bank Number: CMH PPE 845
Conflict of Interest
Description: This bank contains voluntary disclosures by employees concerning
potential Conflict of Interest situations, investigation reports and correspondence about potential
and actual employee conflicts between the private interests or holdings of employees and their official
duties.
Class of Individuals: CMHC employees
Purpose: The purpose of this bank is to maintain information about potential
and actual Conflict of Interest situations for employees of a government institution, to record potential
conflicts of interest and to resolve actual conflicts of interest.
Consistent Uses: To support decisions on transfers, discipline and termination
of employment.
Retention and Disposal Standards: Seven years after potential Conflict of
Interest no longer exists or actual Conflict of Interest has been resolved, at which time the records
are destroyed.
RDA Number: 96/027
Related Record Number: CMH HRS 926
TBS Registration: 0097
Bank Number: CMH PPE 808
Electronic Network Monitoring Logs
Description: This bank contains information about electronic use which is
compiled when there is suspected misuse of the CMHC electronic networks, as defined by CMHC policies
on the use of electronic networks and Internet usage Guidelines for CMHC employees. Examples of information
that may be in the bank 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. It 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: CMHC employees
Purpose: The information contained in the bank is compiled to support the
investigation of suspected or alleged misuse of CMHC electronic networks.
Consistent Uses: The information may be used to substantiate any disciplinary
action taken where violation of CMHC policies on the use of electronic networks and internet usage Guidelines
for CMHC employees is determined.
Retention and Disposal Standards: Records are retained for three years following
the last use of the information at which time the records are destroyed.
RDA Number: 96/027
Related Record Number: CMH CSS 903
TBS Registration: 005072
Bank Number: CMH PPE 847
Employee Assistance Program
Description: This bank contains information pertaining to a voluntary confidential
counselling service offered to current or former CMHC employees. Individuals requiring counselling contact
the consultant directly. The services of the consultant have been retained by CMHC for the purpose of
providing an Employee Assistance Program to the above-mentioned group. Records relating to counselling
sessions are maintained with the consultant and not kept at CMHC. This is to ensure confidentiality
of the program.
Class of Individuals: Current or former CMHC employees.
Purpose: The bank allows the consultant to ensure continuity of service.
Consistent Uses: The consultant undertakes a systematic evaluation of the
EAP and provides statistical reports to CMHC in a format that ensures the confidentiality of the individuals
who have used the service.
Retention and Disposal Standards: The information is kept by the consultant
until contract termination. Upon termination, and in order to protect the confidentiality of the process,
a mutually agreed upon third party reviews the information and makes recommendations as to its disposal.
Prior to transferring files to a new service provider, written consent from the client is required.
RDA Number: 96/027
Related Record Number: CMH HRS 922
TBS Registration: 003135
Bank Number: CMH PPE 850
Employee Medical Files (1977 to 31/12/97)
Description: This bank maintains the medical record of employees.
Class of Individuals: Current or former CMHC employees.
Purpose: This bank contains records of all Health Centre consultations including
emergency treatments, return to work visits, counselling and referral examinations.
Consistent Uses: To provide employees' access to their medical records through
the Access to Information and Privacy Office.
Retention and Disposal Standards: Since 1977, the records are retained 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 and the records are then
destroyed.
RDA Number: 96/027
Related Record Number: CMH HRS 922
TBS Registration: 001937
Bank Number: CMH PPE 802
Employee Personal Record
Description: This bank contains a record of an individual's employment with
CMHC. It 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; terms
and conditions of employment; pay and benefits, training and development, occupational health and safety,
official languages. The Employee Personnel Record relating to an employee is under the control of CMHC
and contains information concerning personal characteristics, including age and sex; social insurance
number; home address; citizenship; education; including transcripts, certificates and diplomas; previous
employment history; career résumés and references; geographical and organization location; appointments,
transfers, promotions and demotions; periods of employment, including probationary periods, layoffs
and tenure; employee performance and appraisals; classification, including position numbers, groups,
levels, titles and salaries; insurance, including names of beneficiaries. Also included where applicable
is information concerning military service, including periods and areas of service; collective bargaining
designation status and bargaining agent identification; professional achievements, including publications,
patents and awards; termination of employment, including certificates and reasons for termination. The
Employee Personnel Record contains records of decisions relating to staffing; attendance and leave;
terms and conditions of employment; pay and benefits; training and development; decisions concerning
compensation and fitness for work; official languages; and level of security clearance.
Class of Individuals: CMHC employees.
Purpose: To authenticate decisions on staffing, attendance and leave; pay
and benefits; training and development; occupational health and safety; official languages; and level
of security clearance, as well as to verify employment references. Information is also provided to various
provincial health insurance plans; to group insurers, where applicable; to unions for dues check-off
purposes.
Consistent Uses: To provide documentation and authorization of appointments,
transfers, promotions, demotions, pension plan and termination of employment. Information is also provided
from time to time to federal departments or agencies in cases of employee transfers and with employers
with whom CMHC has pension transfer agreements.
Retention and Disposal Standards: Retained by CMHC for the duration of employment
plus one year, and then transferred to a commercial off-site storage facility. The information is destroyed
when the individual reaches the age of 80, or two years after the death of the individual, provided
two years have elapsed since the last administrative action concerning the information. Employee Performance
Evaluations are retained for five years and then destroyed.
RDA Number: 96/027
Related Record Number: CMH HRS 925
TBS Registration: 002991
Bank Number: CMH PPE 815
Diversity Management and Employment Equity Program
Description: This bank contains information on designated group members. Respondents
are asked to identify, by means of a questionnaire, whether they are a member of the Aboriginal peoples,
a person with disability, or a member of a visible minority group.
Class of Individuals: CMHC employees
Purpose: This bank provides documentation to assist the integration of diversity
principles within CMHC's business processes, while implementing the Employment Equity Act. Data are
collected to: measure the Corporation's progress in attracting and retaining a diverse workforce that
is representative of the Canadian labour force (specifically women, Aboriginal peoples, visible minorities
and persons with disabilities), capture relevant information on the needs of CMHC employees to ensure
the continuous development, revision and implementation of equitable policies, practices and systems
to benefit all employees. This includes information that will be used to compare the situation of designated
group members with non-designated group members within CMHC, and identify the cultural competencies,
such as language capabilities, residing within the Corporation to meet the needs of its diverse national
and international clients. The employee number may be used to link information in this bank with that
in another bank containing employee information (e.g. the Human Resources Management System) in order
to obtain statistical information, where the securing of such information would be consistent with the
uses for which the personal information was collected.
Consistent Uses: The information gathered will be used for institutional purposes
in the Corporation's Diversity Management and Employment Equity Program to identify and eliminate systemic
discrimination in employment and to introduce temporary special measures to ensure designated group
participation and equitable representation. The data is used to prepare reports such as CMHC's Annual
Report to Human Resources and Social Development Canada and internal CMHC reports on employment equity
and diversity. It may also be used for policy and planning purposes related to human resources.
Retention and Disposal Standards: Records are destroyed two years after the
employee leaves the Corporation.
RDA Number: 96/027
Related Record Number: CMH HRS 921
TBS Registration: 002198
Bank Number: CMH PPE 809
Grievances
Description: This bank contains presentations by unionized employees and bargaining
unit representatives; receipt notices and replies by management; testimony by witnesses; legal opinions;
investigation and analysis reports; and correspondence about Grievances.
Class of Individuals: Unionized CMHC employees.
Purpose: The purpose of this bank is to record information used in all levels
of the grievance process.
Consistent Uses: The purpose of this bank is to record information used in
the grievance process. Information contained in this bank is used exclusively to accommodate and, where
possible, resolve Grievances through all levels in the grievance process.
Retention and Disposal Standards: Five years following date of resolution,
the records are destroyed.
RDA Number: 96/027
Related Record Number: CMH HRS 926
TBS Registration: 002992
Bank Number: CMH PPE 820
Harassment (including discrimination and sexual harassment)
Description: This bank contains letters of complaint regarding incidents of
harassment; records of interviews both with complainants and alleged harassers; records of interviews
with witnesses; summations of investigations and analyses of events, as well as records of decisions
taken regarding particular incidents. Such information must be retained as a separate file and not placed
on the manpower files of parties involved. The results of an investigation which result in the application
of disciplinary action will be transferred to the Discipline Bank.
Class of Individuals: CMHC employees.
Purpose: The purpose of this bank is to record information necessary for dealing
with harassment complaints in the workplace and to make decisions in specific instances, more specifically
on whether harassment is occurring, and when this is the case, to determine the appropriate action to
take.
Consistent Uses: To support decisions on transfer and discipline of employees.
Retention and Disposal Standards: Records are destroyed five years after the
most recent administrative activity in relation to an individual case.
RDA Number: 96/027
Related Record Number: CMH HRS 926
TBS Registration: 002994
Bank Number: CMH PPE 830
Identification and Building-Pass Cards
Description: This bank could contain photographs, identification forms and
correspondence related to the issuance of Identification and Building-Pass Cards.
Class of Individuals: CMHC employees.
Purpose: The purpose of this bank is to maintain information relating to the
issuance of Identification and Building-Pass Cards.
Consistent Uses: To issue Identification and Building-Pass Cards.
Retention and Disposal Standards: Records are destroyed three years after
an individual has left the Corporation.
RDA Number: 96/027
Related Record Number: CMH CSS 903
TBS Registration: 002199
Bank Number: CMH PPE 810
Internal Appeals and Employee Complaint Files
Description: This bank records and provides information on internal appeals
and employee complaints to outside agencies such as the Canadian Human Rights Commission, Human Resources
and Social Development Canada – Labour Program and the Commissioner of Official Languages.
Class of Individuals: Employees who have used the internal appeal system or
an external complaint process.
Purpose: The purpose of this bank is to provide information gathered in the
course of an internal appeal hearing, the investigation of an external complaint and to maintain a precedent
file.
Consistent Uses: To support decisions of employee transfer and discipline.
To support decisions on changes to policies, processes and practices, and to report on these decisions.
Retention and Disposal Standards: Records are retained for three years from
the date of the decision and then destroyed.
RDA Number: 96/027
Related Record Number: CMH HRS 926
TBS Registration: 001938
Bank Number: CMH PPE 804
Investigation Files
Description: This bank records reports of complaints and irregularities in
relation to criminal or security matters. It contains records of investigations, interview notes, reports
and any subsequent redress action.
Class of Individuals: CMHC employees.
Purpose: The purpose of this bank is to investigate and determine the veracity
of alleged criminal or statutory offences against the Corporation or by an employee.
Consistent Uses: In the case of a criminal investigation, records are made
available to the RCMP or other recognized Police Force.
Retention and Disposal Standards: Records are retained for three years after
the last administrative activity in relation to an individual case and then destroyed.
RDA Number: 96/027
Related Record Number: CMH CSS 903
TBS Registration: 001939
Bank Number: CMH PPE 806
Official Languages
Description: This bank might contain course enrolment and attendance information;
language training applications containing first official language; language knowledge examination levels;
training certificates and correspondence about the Official Languages qualifications of employees. Language
examination, exemption and training records may be attached to the Employee Personnel Record.
Class of Individuals: CMHC employees.
Purpose: The purpose of this bank is to provide documentation for administration
of Official Languages policies as they pertain to employees of CMHC, to document and support decisions
pertaining to Official Languages qualifications and language testing, and to document the language training
needs and accomplishments of employees.
Consistent Uses: To support and document decisions concerning individual employees
on staffing, transfers and promotions; and to aid in determining the linguistic status of employees
and auditing of the administration of official language programs.
Retention and Disposal Standards: For language test results and for language
training attendance records, the retention period is five years, with a one-year dormant period; for
language designation of positions, a three-year retention and a five-year dormant period. The records
are then destroyed.
RDA Number: 96/027
Related Record Number: CMH HRS 923
TBS Registration: 002993
Bank Number: CMH PPE 825
Pay and Benefits
Description: This bank contains certificates for pay, allowances and deductions,
which set out pay and benefit information for each employee and pensioner, and include 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. (N.B. Earnings and CMHC Pension Plan
records are also attached to the Employee Personnel Record).
Class of Individuals: Current or former CMHC employees (pensioners).
Purpose: The purpose of this bank is to provide documentation for the administration
of Pay and Benefits within government institutions and to approve disbursement of salaries and allowances
and 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.
Consistent Uses: To enable audit and reconciliation of payroll accounts (e.g.
employee remuneration and entitlements), to support the recovery of 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, Attachments and Pension Diversion Act.
Retention and Disposal Standards: Records are sent to an off-site commercial
storage facility two years after expiry of fiscal year, for general pay and deduction documentation
and for correspondence, except in instances where there is a need to settle overpayments, to collect
debts owed to the Crown or to enforce orders of garnishment, attachment or diversion of funds, in which
case records are retained until the overpayment is settled, the debt collected or the garnishment, attachment
or diversion order is no longer in force.
RDA Number: 96/027
Related Record Number: CMH HRS 918
TBS Registration: 003133
Bank Number: CMH PPE 840
Staffing-Competition Files
Description: The bank contains staffing requests; position descriptions; salary
ranges; selection profiles; competition posters; interviewed candidates' applications; lists of candidates;
rating board assessments, including evaluation notes from selection committees; examination papers and
test results; offers of employment; and correspondence concerning staffing by various processes, including
competitions and human resources inventory searches. (N.B. Notations of staffing decisions may also
appear in the Employee Personnel Record).
Class of Individuals: Internal and external applicant.
Purpose: The bank provides a record of the information used in staffing positions.
Consistent Uses: To select candidates and staff positions. 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. On request, information may be provided to a participant in a selection action.
Access procedures: Competition number, where applicable, should be quoted.
Retention and Disposal Standards: Records are retained for one year and then
transferred to a commercial off-site storage facility. The information is destroyed two years after
any other administrative action.
RDA Number: 96/027
Related Record Number: CMH HRS 920
TBS Registration: 002995
Bank Number: CMH PPE 835
Insured/Non-insured Claims
Description: This bank contains reports on accidents; claims of damages; legal
decisions; settlement transactions and correspondence concerning accidents involving government-owned
and leased vehicles, as well as privately owned and leased vehicles, used on official business on reported
accidents, as well as liability, employee fraud, property damage and mortgage impairment claims.
Class of Individuals: CMHC Employees.
Purpose: The purpose of this bank is to maintain information regarding accidents
and claims involving CMHC.
Consistent Uses: To determine liability for such accidents and claims, to
approve damage settlements and provide statistics to meet insurance company's reporting requirements.
Retention and Disposal Standards: The records are retained active for five
years and dormant indefinitely.
RDA Number: 96/027
Related Record Number: CMH CSS 901
TBS Registration: 003295
Bank Number: CMH PPE 855
