Canada Post Corporation

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Institution-Specific Personal Information Banks

Access Control Systems
Description: This bank contains signed identification card applications, temporary pass applications, photographs, visitor registers and occasional incident reports as well as related correspondence. Limited information exists in automated form. The Card Access/Alarm System may also produce reports for incident investigation purposes and statistical analysis. Individuals seeking access to this bank should specify employment location and dates.
Class of Individuals: Canada Post employees who have authorized access to Corporation facilities.
Purpose: The purpose of this bank is to control access to certain facilities, to provide for the security of Canada Post employees and property and anything in the course of post.
Consistent Uses: The records in it are used to issue and cancel identification cards or building passes, and to maintain building security.
Retention and Disposal Standards: The records are retained for two years after expiry of the cards. The card is destroyed when access is revoked or no longer required. Physical visitor/employee logs are retained for one year.
RDA Number: 91/020
Related Record Number: CPC CS 6
TBS Registration: 001364
Bank Number: CPC PPE 823

Accounts Payable
Description: This bank contains such records as claims, authorizations, expense reports, receipts, cheque requisitions, advances, deposit instructions, correspondence and other supporting documents relating to expenses being reimbursed, fees being paid, claims being settled and other payments. Records of transactions exist in automated form in the Accounts Payable System and in the Systems Applications and Products (SAP). This includes travel and other expenses claims, approvals and records of payments, including direct deposit information. (Note that payment and related records pertaining to permanent transfers and relocations are stored in Relocation, CPC PPE 816). Individuals seeking access to this bank should specify whether they are an employee, contractor or claimant and provide details of the payment such as location, type and dates.
Class of Individuals: Canada Post employees claiming travel and hospitality expenses, education course fees, isolation allowances and membership fees, or receiving rewards, ex gratia and other sundry payments.
Purpose: To support the payment of financial benefits to employees.
Consistent Uses: The records are used to substantiate and issue cheques for the above-noted expenses, fees, claims and other payments; and for planning, budgeting and audit purposes.
Retention and Disposal Standards: Records are retained for six years following the year during which the expenses were incurred and then destroyed.
RDA Number: 91/020
Related Record Number: CPC SM 5
TBS Registration: 001337
Bank Number: CPC PPE 820

Access Control Systems
Description: This bank contains identification card applications, temporary pass applications, photographs, visitor registers and occasional incident reports, as well as related correspondence. Limited information exists in automated form. The Card Access/Alarm System may also produce reports for incident investigation purposes and statistical analysis. Individuals seeking access to this bank should specify location and dates.
Class of Individuals: Canada Post contractors who have authorized access to Corporation facilities as well general public visiting or meeting with CPC representative.
Purpose: The purpose of this bank is to control access to certain facilities, to provide for the security of Canada Post employees and property and anything in the course of post.
Consistent Uses: The records are used to issue and cancel identification cards or building access passes, and to maintain building security.
Retention and Disposal Standards: Records are retained for two years after expiry of the cards. The card is destroyed when access is revoked or no longer required. Physical visitor logs are retained for one year.
RDA Number: 91/020
Related Record Number: CPC CS 1
TBS Registration: 001340
Bank Number: CPC PPU 080

Accounts Payable
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. Records of transactions also exist in automated form in the Accounts Payable System and in the Systems Applications and Products (SAP). This includes travel and other expenses claims, approvals and records of payments, including direct deposit information. Individuals seeking access to this bank should specify whether they are a contractor or claimant and provide details of the payment such as location, type and dates.
Class of Individuals: Canada Post suppliers of goods and services, including stamp designers and members of the Board of Directors claiming travel and hospitality expenses; and to members of the general public, indemnified for claims made against the Corporation (see Canada Post's contract and claims personal information banks for details).
Purpose: The purpose of this bank is to support the Accounts Payable function, which is to make non-payroll payments in accordance with authorizations.
Consistent Uses: The records are used to substantiate and issue cheques for the above- noted expenses, fees, claims and other payments; and for planning, budgeting and audit purposes.
Retention and Disposal Standards: Records are retained for six fiscal years following the fiscal year during which the expenses were incurred and then destroyed.
RDA Number: 91/020
Related Record Number: CPCSM 1
TBS Registration: 001337
Bank Number: CPC PPU 060

Board of Directors
Description: This bank contains such records as Orders-in-Council appointing directors, statements of qualifications, brief biographies, fees and expense documents and related correspondence. (Note that payment records also are stored in Accounts Payable, CPC PPU 060).
Class of Individuals: Existing and recent members of Canada Post's board of directors.
Purpose: The purpose of this bank is to support the nomination and remuneration of members of the board of directors.
Consistent Uses: The records in this bank assist in the preparation of appointments to the board and in the administration of the affairs, business and activities of the board; they are also used with respect to payments and for other purposes pertaining to the board and its individual members.
Retention and Disposal Standards: Records are retained for seven years after the fiscal year during which the director ceases to hold office and then destroyed.
RDA Number: 91/020
Related Record Number: CPC SEC 1
TBS Registration: 002007
Bank Number: CPC PPU 105

Conflict of Interest
Description: This bank contains records on conflict of interest and, on occasion, confidential financial and outside activity reports, reports on investigations into potential or actual conflict incidents and related correspondence. Individuals seeking access to this bank should specify name, position, title and employment location and dates.
Class of Individuals: Existing and recently terminated Canada Post employees who are involved in potential or actual conflicts of interest.
Purpose: The purpose of this bank is to support the implementation of the conflict of interest policy.
Consistent Uses: The records are used to help determine whether a conflict of interest exists and, if so, to support decisions on transfer, discipline or termination of employment.
Retention and Disposal Standards: Records are retained two years after the year of the conflict or after the potential conflict ceases to exist, or after the year of separation, and then destroyed.
RDA Number: 91/020
Related Record Number: CPC HR 7
TBS Registration: 002156
Bank Number: CPC PPE 814

Correspondence Service
Description: This bank contains letters and e-mail enquiries addressed or referred to the Minister, Chairman, President, other executives of Canada Post Corporation, and regional corporate representatives, background material compiled in the preparation of responses, and the responses. Certain information, such as the incoming letter, draft and final replies and an index, exists in automated form in the Corporate Correspondence System (CCS). In some but not all cases, the background material exists in automated form as well. Individuals seeking access to this bank should specify the family name and postal code pertinent to the previous enquiry.
Class of Individuals: Current or recently terminated employees, and retired employees who addressed letters to the Minister, Members of Parliament, other elected officials or to the Chairman, President or other executives of Canada Post. The records may contain personal information on other employees, where they are the subject of the enquiry
Purpose: The purpose of this bank is to support the preparation of responses to Ministerial, Chairman and Presidential employee enquiries.
Consistent Uses: The records are used to support the correspondence system, to monitor the preparation of responses, to monitor follow-up action associated with a letter; for reference purposes when subsequent or similar enquiries are received, and to identify issues of interest, concerns, trends or patterns in employee correspondence.
Retention and Disposal Standards: Draft replies stored in automated form are deleted when the correspondence is signed. Paper records and the automated index are retained for seven years after the year of the response and then destroyed and deleted, respectively. Disposal of records retained in the subject files of organizational units drafting responses is governed by the retention schedules for those files.
RDA Number: 91/020
Related Record Number: CPC COM 3
TBS Registration: 002077
Bank Number: CPC PPE 826

Corporate Correspondence Service
Description: This bank contains letters and e-mail enquiries addressed or referred to the Minister and Canada Post executives, letters addressed to Customer Relationship Network offices in the region, background material, and the responses. The incoming letter, final reply, and certain background material exist in automated form in the Corporate Correspondence System (CCS). Individuals seeking access to this bank should specify first name, family name and postal code. (Note that stamp suggestions may also be stored in Stamp Subjects and Designer References, CPC PPU 025).
Class of Individuals: Members of Parliament, other elected officials and the general public. The records may contain personal information on other individuals where they are the subjects of the enquiry (e.g. regarding Canada Post Corporation employees and contractors).
Purpose: The purpose of this bank is to support the preparation and approval of responses.
Consistent Uses: The records are used to monitor the preparation and follow-up action associated with a response, for reference purposes when subsequent or similar enquiries are received, for subsequent mailings when new developments warrant a follow-up letter to correspondents who have expressed an interest in particular subjects, and to identify trends or patterns.
Retention and Disposal Standards: Paper and automated records are retained for ten years after the year of the response and then destroyed and deleted, respectively.
RDA Number: 91/020
Related Record Number: CPC COM 1
TBS Registration: 002075
Bank Number: CPC PPU 030

Crown Debt Requests
Description: This bank contains requests from and responses to such federal institutions as the Canada Revenue Agency and Human Resources and Skills Development Canada seeking to locate individuals owing federal Crown debts (e.g., overdue income tax, unemployment insurance overpayments, customs duties, defaulted student loans) or to whom Crown payments are due. This bank also contains the Social Insurance Number, which is provided, unsolicited, by the federal institutions.
Class of Individuals: Individuals owing Crown debts, or to whom Crown payments are due, who are the subject of an inquiry.
Purpose: The purpose of this bank is to ensure Canada Post can properly decide and account for disclosures of this sort.
Consistent Uses: None
Retention and Disposal Standards: Records are retained for two years after the year of settlement and then destroyed.
RDA Number: 91/020
Related Record Number: CPC HR 1
TBS Registration: 002157
Bank Number: CPC PPU 120

Customer Relationship Network
Description: This bank contains such records as enquiries, complaints or claims, declarations (in the case of claims) and information relating to their processing. Certain information exists in automated form in the Customer Relationship Management (CRM) module of the Systems Applications and Processes systems (SAP). CRM provides a single point from the Customer Interaction Centre (CIC) screen where customer history can be viewed and transactions such as claims, orders, enquiries, customer contract or account enquiries can be launched from one screen. Data elements include the names and addresses of the sender and addressee, the nature of the shortcoming (e.g., delay, loss, damage, redirection, call-for), the type and value of the item, any special services purchased (registration), dates of mailing and claim, insured amount, result of investigation and amount paid. Individuals seeking access to this bank should specify the date and subject matter of their previous enquiry, as well as the names and addresses of the sender and addressee on the article or other identifying information.
Class of Individuals: Customers who have submitted enquiries or complaints to Customer Relationship Network; or who have applied for indemnification. (Note that payment records also are stored in Accounts Payable, CPC PPU 060; that written enquiries and complaints also are processed through the Corporate Correspondence system, CPC PPU 030; and that Risk Management Claims, CPC PPU 050, also includes claims records).
Purpose: The purpose of this bank is to support the management of responses to customer enquiries, as well as the resolution of complaints and claims.
Consistent Uses: The records are used to analyze and resolve complaints, claims and other concerns; to respond to enquiries about mail services, regulations and rates; for audit and market research purposes; and to identify trends or patterns. Certain information may be disclosed to Transport Canada, the Canada Customs and Revenue Agency, foreign postal authorities, law enforcement agencies and others, where necessary, to resolve the claim or enquiry.
Retention and Disposal Standards: Records are retained for two years after last administrative use (which is normally the issue of a response to an enquirer or indemnification), and then destroyed. Disposal of payment records stored in Accounts Payable is governed by the retention schedule for that bank.
RDA Number: 91/020
Related Record Number: CPC CR 1
TBS Registration: 001331
Bank Number: CPC PPU 100

Delivery Control Systems
Description: This bank contains delivery records for signature services (Registered and Security Registered, Cash on Delivery, Insured Mail with Proof of Delivery, Priority Courier); directories or lists of customers used to ensure the accurate delivery of mail and the provision of related services (e.g., Community Mailbox, Group Mailbox and Rural Mailbox Delivery Mail Production and Delivery^TM) and related correspondence (e.g. eSignature- a service free for online requests that allows signature retrieval as proof of delivery for items within Canada Post distribution services. These records contain such information on customers as name, fees paid, present address, previous address, effective dates, signature and proof of identity (when needed in picking up mail). Limited account information exists in automated form in the Priority Courier Track and Trace and Mail Production and Delivery^TM systems.
Class of Individuals: Customers who subscribe to, or receive, postal signature services, submit a redirection/hold mail application or reside in areas requiring name/address lists to effect postal delivery.
Purpose: The records are used to support the provision of postal services, including signature mail services; to ensure accurate mail delivery where delivery service has changed or is difficult; to facilitate the reconciliation and audit of accounts; and to respond to inquiries or claims (see also Customer Relationship Network, CPC PPU 030). Electronic name and address lists and related information received from volume mailers are used in creating and addressing Lettermail Plus and Admail Plus items for subsequent delivery.
Consistent Uses: None
Retention and Disposal Standards: Signature service records are retained for a maximum of two years (eSignature online is retained for a maximum of one year) after the year of delivery and are then destroyed, with the exception of certain financial records, which are retained for seven years. As a convenience to customers, Mail Production and Delivery^TM data are retained under strict security for six months and are then deleted. Directories and lists are updated continuously and destroyed when superseded or obsolete.
RDA Number: 91/020
Related Record Number: CPC OPS 1
TBS Registration: 002558
Bank Number: CPC PPU 001

Employee Assistance
Description: Family Services Employee Assistance Program is a subcontracted service. All information is kept at the FSEAP office. There are no Canada Post files on Employee Assistance Program. Family services may retain case management records in both hard copy and automated form. Individuals seeking access to records that may exist on them are encouraged to deal directly with Family Services by phoning 1-800-668-9920.
Class of Individuals: A case is initiated when an employee calls the 1- 800 in-take line.
Purpose: Employee Assistance is a voluntary program for Canada Post employees experiencing personal or work-related problems that may be resolved through professional care.
Consistent Uses: Where information exists, it is used to support meaningful assistance and follow-up to employees, such as counseling; to assist in the development of preventative education and training programs, based on the incidence of certain problems; and for program evaluation purposes. Note that referral agents do not diagnose cases and that no personal information is disclosed by referral agents to third parties without the expressed consent of the individual to whom it relates.
Retention and Disposal Standards: FSEAP records are retained for a minimum period of seven years.
RDA Number: 91/020
Related Record Number: CPC HR 8
TBS Registration: 001354
Bank Number: CPC PPE 811

Employee Health Record
Description: This bank contains all recorded case information generated, acquired, or used in the provision of Occupational Health, Disability Management and Rehabilitation Services to Canada Post employees; certification documents containing confidential medical information; occupational fitness assessments (or equivalent); attending physician statements; medical reports; consent for release of information; correspondence with health care providers; case management notes; correspondence related to acquisition of medical information; functional abilities assessments; work hardening plans; referral sheets ; rehabilitation plans and checklists, interview forms, recommendation reports, case closure reports, and related correspondence; specialist's and consultants' reports; physical demands analyses; special medical reports concerning exposure to occupational hazards. Certain personnel health information may also exist on file, for example, health risk appraisals or fitness and lifestyle evaluations. Certain information exists in automated form. (Note that some consultative records may also be found in Grievances and Arbitrations, CPC PPE 813 and Workers' Compensation Board Claims, CPC PPE 845).
Class of Individuals: Canada Post employees who are temporarily or permanently partially disabled and have required accommodation or had accidents resulting in injuries on duty or off duty; short term and long-term certified sickness absence; or used the services of the Disability Management Provider; or, whose physician(s) has sent information to the Disability Management Provider.
Purpose: To support Occupational Health, Disability Management and Rehabilitation programs.
Consistent Uses: The records are used for case management purposes; to assist employees in dealing with Occupational Health, Disability Management and Rehabilitation concerns in order to encourage early recovery from given conditions via meaningful intervention, health education and counseling; to support benefit entitlements related to work-related injuries and illnesses; to assist employees who are subject to certain occupational risks or with identified illnesses or disabilities to be able to continue to work and to provide health promotion programs which emphasize healthy lifestyle activities. The records also facilitate the study and correction of workplace conditions that contribute to illness and injury, such as the development of preventive programs based on the incidence of certain illnesses and injuries. Composite information may be used in epidemiological studies.
Retention and Disposal Standards: Records are retained for a period of 100 years after termination from CPC. Two years after employment termination, the Employee Health Records are placed alphabetically in sealed boxes. Most boxes of records are transferred to the Library Archives of Canada but where volume and space permit, some regions keep them on site until they are destroyed.
RDA Number: 91/020
Related Record Number: CPC HR 9
TBS Registration: 003158
Bank Number: CPC PPE 840

Employee Involvement Program
Description: This bank contains such records as job titles, reports on cost-saving measures, evaluation reports and recognition granted (including cash awards). Limited personal information also exists in computerized form in the Employee Involvement Program (E.I.P.) system. Data elements include name, employee classification, suggestion number and subject. Individuals seeking access to this bank should specify the suggestion number, date and location.
Note: Closed in January 2005.
Class of Individuals: Canada Post employees who have submitted suggestions. (Note that payment records regarding awards may be stored in Accounts Payable, CPC PPE 820).
Purpose: The purpose of this bank is to support the Employee Involvement Program.
Consistent Uses: The records are used to promote, help identify, evaluate and recognize valuable suggestions made by Canada Post employees. (Notices regarding awards may be permanently attached to the Employee Personal File and/or to the Human Resources module of Systems Applications and Products (SAP). The computer system is used to control the processing of suggestions and the giving of awards, when appropriate. Limited personal information about award winners may be disclosed via the Corporation's publications.
Retention and Disposal Standards: Records are retained for six years after the year of last administrative use and then destroyed.
RDA Number: 91/020
Related Record Number: CPC HR 9
TBS Registration: 001351
Bank Number: CPC PPE 807

Employee Personal File
Description: This bank contains such records as letters of authorization (for example, performance pay, bilingual bonus, acting pay, staffing forms), health and dental insurance applications, retirement choice elections, applications disability insurance benefits and records related to allowances, incentives and termination. Other supporting documentation may include copies of named dependents for health and dental plans, birth certificates, marriage/separation/divorce papers, powers of attorney and estate records such as the names of beneficiaries. Certain information exists in automated form, in the Human Resources Management Benefits Administration (HRMBA) system and in the Systems Applications and Products (SAP). (Note that copies of records relating to allowances, incentives, prerequisites and termination may be stored in the payroll component of the Employee Personal File).
Note: Benefits component.
Class of Individuals: All existing and recently terminated Canada Post Corporation employees who are eligible to receive employee and/or post-retirement benefits.
Purpose: The purpose of this bank is to support the administration of benefit entitlements and the payment of some allowances for employees.
Consistent Uses: The records are used to provide information necessary for benefits administration for Canada Post Corporation. Information is shared with the Canada Post pension plan (re: pension administration), the Group RSP provider if applicable and with group medical insurers. The records are also used to assist in the processing of disability insurance claims and to determine continuous service dates for the purpose of calculating severance pay.
Retention and Disposal Standards: Two years after year of separation, these records are transferred to National Archives of Canada and destroyed when the employee reaches age eighty (provided two years have elapsed since last administrative use).
RDA Number: 91/020
Related Record Number: CPC HR 11
TBS Registration: 001346
Bank Number: CPC PPE 802

Employee Personal File
Description: This bank is also known as "Employee Human Resource Management." It contains performance appraisals (for management, exempt, APOC and PSAC), staffing transactions, letters of offer, probation progress reviews, career resumes diplomas, training certificates, testing results, official languages knowledge examination papers, letters of discipline, awards (e.g. Bravo and Service Excellence), letters of appreciation, documented time and attendance problems, employee profiles, career development forms and other information such as employee number, job title, location, position number and official language status. Certain information exists in automated form, in the Personal Development and Personal Administration modules of Systems Applications and Products (SAP). This includes such personal information as performance objectives, competency reviews, training and development plans, mid-year reviews, probation reports and improvement plans and year-end evaluations, as well as test results.
Note: Career component.
Class of Individuals: Most current or recently terminated Canada Post Corporation employees. (Career files do not yet exist in some regions and among some bargaining units).
Purpose: To support the development of an employee's career.
Consistent Uses: The records are used in support of such personnel functions as organizational design, staffing, human resource planning and development, performance evaluations, training, labour relations, promotions, succession planning, transfers, demotions and terminations; to conduct disciplinary or problem attendance interviews; and, to facilitate the supervision of employees (supervisors contribute and do have access to data on those employees reporting to them, as well as on those being considered for a position within their work unit).
Retention and Disposal Standards: Records are retained for 10 years after termination of employment from Canada Post and then destroyed. Performance appraisals are retained for 10 years after year of completion, subject to related provisions of collective agreements.
RDA Number: 91/020
Related Record Number: CPC HR 12
TBS Registration: 003546
Bank Number: CPC PPE 808

Employee Personal File
Description: This bank contains such records as letters of authorization, T4 and other tax deduction information, direct deposit information, union dues, Canada Pension Plan deductions, rebates and savings plan, and, if applicable, records related to allowances, incentives, perquisites, overpayments, termination and leave forms related to Workplace Safety & Insurance Board (WSIB) claims. Certain information exists in automated form, in Ceridian computer systems; our in-house EEMS system, Imaging and Systems Applications and Products (SAP). Note that copies of authorization, registration forms, TD1 information and records relating to allowances, incentives, perquisites and termination are also stored in the Employee Personal File (Benefits component, CPC PPE 802). This bank also contains the Social Insurance Number, which is obtained for the purpose of reporting to such statutory agencies as Canada Revenue Agency and Human Resources and Skills Development Canada. Employees seeking access to this bank should specify employment location and dates of interest, as well as whether specific payroll records are required and whether pay information is required.
Note: Payroll component.
Class of Individuals: All existing and recently terminated Canada Post Corporation employees.
Purpose: The purpose of this bank is to support the payment of salaries and financial benefits to employees.
Consistent Uses: The records are used to provide information necessary for all salary and payroll functions for Canada Post Corporation - for example, to calculate pay, to issue cheques for employees and to respond to employees' pay enquiries; to enable the audit and reconciliation of payroll accounts such as to settle overpayments; and provide other payroll data to management for pay/benefits costing and productivity analyses, for collective bargaining purposes, for budgeting, etc. Information is shared with the Canada Post pension plan (re: pension administration), with Canada Revenue Agency (re: income and deductions), with provincial WSIB and with provincial health insurance agencies. Information is also disclosed Human Resources and Skills Development Canada please refer to the name of the institution (which is HRSDC) and not to the Service Canada initiative as it is not a federal institution, notably with regard to terminated employees, in accordance with the Employment Insurance Act and Regulations. The records are also used to assist in the processing of disability and WSIB (CPC PPE 845) and pay related employee complaints and grievances (CPC PPE 813).
Retention and Disposal Standards: Two years after year of separation, these records are transferred to National Archives of Canada and destroyed when the employee reaches age eighty (provided two years have elapsed since last administrative use). Year-end Canadian Postmasters and Assistants Association data files are retained for two years. Data in the National Overpayment System are retained for six years after last administrative use.
RDA Number: 91/020
Related Record Number: CPC HR 13
TBS Registration: 002010
Bank Number: CPC PPE 815

Employee Reintegration Project
Description: This bank contains such records as field summary reports (providing permanent restrictions/limitations), fitness assessments, functional ability assessments, progressive work plans and optimized work plans, memoranda of agreements on accommodated employees, job task guidelines, check off sheets (outlining essential tasks within each section), initial employee summary sheets containing tombstone data and initial duties being performed, WSIB documents concerning permanent restrictions deemed by the Board, notices and summaries of employee optimization meetings and chronology notations.
Class of Individuals: All current or recently terminated Canada Post employees in the Toronto Region Letter Processing Plants who are permanently, partially disabled. Similar projects and records may exist in other large plants or depots, e.g., in Ottawa, Edmonton and Montreal.
Purpose: To support the placement of permanently, partially disabled employees in the South Central Letter Processing Plant and to ensure that employees are performing duties/tasks within their identified permanent restrictions/ limitations.
Consistent Uses: The records are used: for case management purposes to place PPD employees in useful work consistent with their work restrictions. The information is assessed by Health Services and the project coordinators, often shared with the employees concerned and their union representatives and used by current or prospective supervisors, to ensure proper work assignments. The records also facilitate the study and correction of workplace conditions that may contribute to illness and injury.
Retention and Disposal Standards: Under development.
RDA Number: 98/005
Related Record Number: CPC HR 14
TBS Registration: 005245
Bank Number: CPC PPE 880

Employment Equity
Description: This bank contains automated data about employees including such characteristics as gender, race and disability. This bank also contains the employee identification number. Individuals seeking access to this bank should provide their full name and work location.
Class of Individuals: Employees who have responded to the Employment Equity self-identification questionnaire. The information obtained by the questionnaire is segregated by designated groups: women, visible minorities, persons with disabilities and aboriginal peoples.
Purpose: The purpose of this bank is to develop a database to support the Corporation's Employment Equity program, to help ensure the equitable representation of designated groups in Canada Post and to meet the reporting requirements of the Employment Equity Act.
Consistent Uses: The records are used to compile profiles of employee groups and to compare the situation of designated group members with non-designated group members within the Corporation and the Canadian labour market. The statistical data is used to determine designated groups' representation by geographical location, salary, promotion, retention and occupation group within Canada Post and, where underrepresented, to identify appropriate policy and programs to rectify the situation. The Employment Equity data is also utilized on a yearly basis to provide the Annual Report to Human Resources and Social Development Canada. Certain information exists in the Systems Applications and Products (SAP).
Retention and Disposal Standards: Only electronic records are retained for three years after their use to compile reports to the Canadian Human rights Commission Automated records are retained indefinitely for current employees. Records for terminated employees are retained for two years after the date of termination and then destroyed. Hardcopy of questionnaire is destroyed after input in SAP.
RDA Number: 91/020
Related Record Number: CPC HR 15
TBS Registration: 001353
Bank Number: CPC PPE 810

Executive Services
Description: This bank contains personal information compiled during the handling of sensitive personnel issues including assessments of the problem, alternative solutions, recommendations and the eventual decision, such as continuation, discipline, redeployment, demotion or separation. (Note that payment records are also stored in Accounts Payable, CPC PPE 820).
Class of Individuals: A small percentage of non-unionized Canada Post employees, namely those referred to Special Services because they are believed to be problem employees or because their positions have been declared redundant.
Purpose: The purpose of this bank is to support the provision of objective advice to senior management on sensitive cases involving non-unionized employees.
Consistent Uses: The records in it are used to ensure that referrals are handled legally, humanely and consistently. Notations of decision taken (without reasons) may be attached to the individual's Employee Personal File, CPC PPE 802.
Retention and Disposal Standards: Records are retained for 12 years after last administrative use (e.g., resolution of the issue) and then destroyed.
RDA Number: 91/020
Related Record Number: CPC HR 29
TBS Registration: 001355
Bank Number: CPC PPE 812

Financial Accountability Cases
Description: This bank includes such information as job titles, work locations, occasional credit reports, investigation reports on losses, statements by persons involved, legal advice concerning disposition of cases, the decisions of the committees and follow-up information (for example, concerning collection, payment, prosecution, garnishment, other legal proceedings). (Legal documents may be stored in the Employee Personal File and Legal Affairs, CPC PPE 827).
Class of Individuals: Canada Post employees involved in actual or suspected losses of financial assets.
Purpose: The purpose of this bank is to support committees on financial accountability, which review financial losses incurred by the Corporation, and to facilitate the collection of accounts due to the Corporation.
Consistent Uses: The records in the bank are used to help correct situations that have led to financial losses within Canada Post, both in terms of recovering funds and preventing future losses.
Retention and Disposal Standards: Records are retained for six fiscal years after the year of recovery or write-off of the debt or loss and then destroyed. Disposal of related records in the above-noted information banks is governed by the retention schedule for those banks.
RDA Number: 91/020
Related Record Number: CPC HR 16
TBS Registration: 001763
Bank Number: CPC PPE 818

Fleet Management
Description: This bank contains such records as vehicle operator declarations, information supporting provincial and Canada Post Corporation Operators' permits, factual statements regarding medical restrictions on driving vehicles, safe driving awards, accident histories and reports, preventability assessments, training undertaken and copies of claims for damages, settlement transactions and other correspondence about accidents involving Corporation-owned and leased motor vehicles. Certain information exists in automated form. (Note that the greater proportion of records on motor vehicle accidents involving claims are stored in Risk Management Claims, CPC PPE 819). Individuals seeking access to this bank should specify CPC vehicle operator permit number and, if applicable, such accident details as location and date.
Class of Individuals: Drivers of Canada Post vehicles.
Purpose: The purpose of this bank is to support the efficient and safe use of vehicles.
Consistent Uses: Consistent uses for the records are to validate provincial and Canada Post Corporation permits and maintain a record thereof; to help determine liability for and the preventability of motor vehicle accidents and to help reach damage settlements with third parties; to grant safe driver awards; and to identify and provide for training needs and other preventative measures. (Notations concerning training undertaken and preventability assessments may be attached to the Employee Personal File). Identifying information is provided to provincial transportation departments with the full knowledge of the individual concerned, to obtain driving records (for example, demerit points, license suspensions).
Retention and Disposal Standards: Vehicle operator histories (which include a summary of training taken) are retained for two years after an individual ceases to be a Canada Post employee and then destroyed. Test scores are retained in accordance with the requirements of various collective agreements, but for a minimum of two years. Accident reports, preventability assessments and copies of claims settlement records are retained for six years after last administrative use and then destroyed.
RDA Number: 91/020
Related Record Number: CPC OPS 2
TBS Registration: 002011
Bank Number: CPC PPE 825

Financial Accountability Cases
Description: This bank includes such information as job titles, work locations, investigation reports on losses, occasional credit reports and statements by persons involved, legal advice concerning disposition of cases, the decisions of the committees and follow-up information (for example, concerning collection, payment, prosecution, garnishment, other legal proceedings). (Note that documents may also be stored in Legal Affairs, CPC PPU 110). Individuals seeking access to this bank should specify their name and other information sufficient to identify the case, such as the date, location, type and amount of the loss.
Class of Individuals: Canada Post agents, contractors and others involved in actual or suspected losses of financial assets.
Purpose: The purpose of this bank is to support committees on financial accountability, which review financial losses incurred by the Corporation, and to facilitate the collection of accounts due to the Corporation.
Consistent Uses: The records are used to help correct situations that have led to financial losses within Canada Post, both in terms of recovering funds and preventing future losses.
Retention and Disposal Standards: Records are retained for six fiscal years after the year of recovery or write-off of the debt or loss and then destroyed. Disposal of related records in the above-noted information banks is governed by the retention schedule for those banks.
RDA Number: 91/020
Related Record Number: CPC FIN 1
TBS Registration: 001762
Bank Number: CPC PPU 065

Grievances and Arbitrations
Description: This bank contains such information as presentations by employees and bargaining unit representatives, grievance receipt notices and replies by management, testimony by witnesses and occasional legal opinions, investigation and analysis reports prepared by outside agencies, (e.g. police, workers' compensation boards), job descriptions (for classification grievances) and decisions and statements by arbitrators, the Canada Labour Relations Board and the Provincial and Federal Court and related correspondence. Certain information exists in automated form in the Labour Relations Grievance and Jurisprudence Information Systems (LRGIS and LRJIS, respectively). LRGIS contains tombstone such data the arbitrators name, the griever name, work location, subject of the grievance, dates, and other information relating to its processing. LRJIS also contains written text as to facts of the case, union and employer's arguments, decision grounds and the arbitrator's decision and his comments. Individuals seeking access to records in this bank should specify their user id, and the grievance number or management number, date, location and subject matter.
Class of Individuals: Individual grievances submitted by certified bargaining units, or by Canada Post Corporation, who have alleged a violation of a collective agreement.
Purpose: The purpose of this bank is to support the resolution of grievances related to the interpretation and application of collective agreements.
Consistent Uses: The records in it are used to process and resolve collective agreement interpretation grievances through all levels in the grievance process, including referrals to divisional headquarters, corporate head office, arbitration, the Canada Industrial Relations Board, or the Federal Court; for research purposes, such as trend and subject analyses; to inform senior management of landmark cases and of growing or recurring labour relations problems; and to train and educate Labour Relations officers. LRGIS facilitates the processing of grievances and generates reports used in collective bargaining. LRJIS provides management with searching tool to accommodate easy reading and cross reference to the arbitration decisions. Arbitration decisions are largely public record but arbitration summaries that are prepared by Labour Relation are kept on a Regular or Formal index system.
Retention and Disposal Standards: Records are retained for three years after resolution or withdrawal and then destroyed, unless the case goes to arbitration, in which case the records are retained for 21 years after the year of decision or withdrawal and then destroyed. Publicly available Formal decisions are retained on CD's and the Regular decisions are retained on an index for easy reference. (in LRJIS).
RDA Number: 91/020
Related Record Number: CPC HR 17
TBS Registration: 001356
Bank Number: CPC PPE 813

Human Rights
Description: This bank contains confidential documents with respect to the submission of human rights complaints, as well as investigation and analysis reports and records of decisions taken during the investigation and resolution of said complaints. Background information varies with the complaint, but could include grievances, medical reports and other correspondence related to the subject of the complaint. Individuals seeking access to this bank should specify the name of the complainant and the location and date of the incident/complaint. Certain information exists in automated form as a confidential module of the Systems Applications and Products (SAP).
Class of Individuals: Employees or customers submitting discrimination complaints and employees alleged to have harassed or discriminated against complainants.
Purpose: The purpose of this bank is to support the investigation and resolution of the allegations of discrimination based on prescribed grounds set out in the Canadian Human Rights Act.
Consistent Uses: The records in it are used to help determine whether or not harassment or discrimination has occurred. (Note that records of complaints are not stored on the complainant's Employee Personal File) Employees found to have harassed or discriminated may have a disciplinary notice to that effect placed on their Employee Personal File. Information may be disclosed in confidence to relevant Corporation officials and to the Canadian Human Rights Commission, to facilitate resolution of complaint.
Retention and Disposal Standards: Records are retained for five calendar years after year of case closed and then destroyed.
RDA Number: 91/020
Related Record Number: CPC HR 19
TBS Registration: 001352
Bank Number: CPC PPE 809

Human Rights
Description: This bank contains confidential documents with respect to the submission of human rights complaints, as well as investigation and analysis reports and records of decisions taken during the investigation and resolution of said complaints. Background information varies with the complaint, but could include grievances, medical reports, and other correspondence related to the subject of the complaint. Individuals seeking access to this bank should specify the name of the complainant and the location and date of the incident. Certain information exists in automated form as a confidential module of the Systems Applications and Products (SAP).
Class of Individuals: Employees or customers submitting discrimination complaints and individuals alleged to have harassed or discriminated against complainants.
Purpose: The purpose of this bank is to support the investigation and resolution of allegations of discrimination based on prescribed grounds set out in the Canadian Human Rights Act, and allegations of personal harassment in the workplace.
Consistent Uses: The records are used to help determine whether or not harassment or discrimination has occurred (note that records of complaints are not stored on the complainant's Employee Personal File). Individuals found to have harassed or discriminated may have a disciplinary notice to that effect placed on their Employee Personal File. Information may be disclosed in confidence to relevant Corporation officials and to the Canadian Human Rights Commission to facilitate resolution of the complaint.
Retention and Disposal Standards: Records are retained for five calendar years after year of case closed and then destroyed.
RDA Number: 91/020
Related Record Number: CPC HR 2
TBS Registration: 001761
Bank Number: CPC PPU 096

Legal Affairs
Description: This bank contains information relating to potential and actual claims by or against the Corporation, contracts and agreements, arbitrations, memoranda, opinions and advice and other legal matters involving the Corporation. Note that copies of opinions and other legal documents may also be stored in other personal information banks.
Class of Individuals: Current or terminated employees involved in legal matters.
Purpose: The purpose of this bank is to provide a record of legal opinions and advice to, as well as representation on behalf of, the Corporation.
Consistent Uses: The records are used to provide legal opinions and advice to the Corporation and for representing the Corporation and protecting its interests.
Retention and Disposal Standards: Records are retained for ten years after the year of termination of contract or disposal of the property and then destroyed. Claims by or against the Corporation, labour arbitrations and related legal matters are retained for twenty-one years after the year of settlement. Memoranda (citing authority), opinions and advice are retained 100 years after case closed and then destroyed.
RDA Number: 97/020
Related Record Number: CPC SEC 3
TBS Registration: 002078
Bank Number: CPC PPE 827

Legal Affairs
Description: This bank contains information relating to potential and actual claims by or against the Canada Post Corporation, contracts and agreements, arbitrations, memoranda, opinions and advice and other legal matters involving the Corporation. Note that copies of opinions and other legal documents may also be stored in other personal information banks.
Class of Individuals: Individuals involved in legal matters.
Purpose: The purpose of this bank is to provide a record of legal opinions and advice to, as well as representation on behalf of, the Corporation.
Consistent Uses: The records are used to provide legal opinions and advice to the Corporation and to represent the Corporation and protect its interests.
Retention and Disposal Standards: Records are retained for ten years after the year of termination of the contract or disposal of the property and then destroyed. Claims by or against the Corporation, labour arbitrations and related legal matters are retained for twenty-one years after the year of settlement. Memoranda (citing authority), opinions and advice are retained 100 years after case closed and then destroyed.
RDA Number: 97/020
Related Record Number: CPC SEC 2
TBS Registration: 002076
Bank Number: CPC PPU 110

Money Orders Service
Description: This bank describes information related to money order transactions. Personal information is collected only when an individual purchases or redeems a combination of money orders that equals or exceeds $3,000. It includes the name, address, date of birth or driver license number of the individual, and the serial numbers and amounts of the money orders.
Class of Individuals: Individuals who purchase or redeem postal money orders.
Purpose: The information is used for record keeping, client identification and to investigate cases of lost and stolen money orders, frauds, forgeries and other irregularities. It is also used to comply with the requirements of the Proceeds of Crime (Money Laundering) and Terrorist Financing Act. Suspicioustransactions and those over $3000 must be recorded and made available upon request to the Financial Transactions and Reports Analysis Centre of Canada. In addition, transactions over $10,000.00 must be reported to the Centre.
Consistent Uses: In the event of lost, stolen or other irregularities, information described in this bank may be shared with areas within Canada Post responsible for addressing these concerns. Please see CPC PPU 100 (Customer Relationship Network ) and CPC PPU 085 (Postal Related Crimes/Offences).
Retention and Disposal Standards: All money order records will be retained for seven years after the purchase or redemption of individual money orders and then destroyed once the Records Disposition Authority (RDA) has been established.
RDA Number: Under development.
Related Record Number: CPC RB 2
TBS Registration: 006261
Bank Number: CPC PPU 130

National Change of Address
Description: This bank contains data drawn from change of address forms, including: a mover's previous and new address; the mover's privacy choices (opt-out or opt-in); the length and dates for which redirection services have been purchased; payment data and records concerning participation in related services available to movers and mailers.
Class of Individuals: All subscribers to CPC's redirection of mail services whether purchased to a retail outlet or on-line.
Purpose: To facilitate the temporary or permanent redirection of mail.
Consistent Uses: To confirm service particulars and inform movers of address notification and other options; to produceletter carrier case cards and new address labels; with mover consent, to update the mailing lists of businesses and other organizations, including direct mailers, provided they have the movers' name and old address, and that the mover has provided consent by not opt in out of the program; to delete movers' names and old addresses from mailing lists; to resolve complaints and enquiries; to contact movers on a mailer's behalf (without disclosing the new address); and for research, statistical and audit purposes. Change of address data may also be disclosed to law enforcement agencies conducting lawful investigations, and to certain federal government departments seeking to locate individuals owing a Crown debt or being owed a Crown payment (see CPCPPU 090 and CPC PPU 120, respectively).
Retention and Disposal Standards: Change of Address forms retained by postal outlets are destroyed six fiscal years after the year of transaction. The input copies are destroyed after six years after the year of transaction. Records regarding payments received are retained for six fiscal years after year of payment and then destroyed. Agreements with mailers (including records pertaining to names and addresses of individuals who have moved) are retained for six fiscal years after the year of the termination of the contract and then destroyed. Every month three-year-oldaddresses are archived.
RDA Number: 91/020
Related Record Number: CPC IM 1
TBS Registration: 003294
Bank Number: CPC PPU 002

Northern Services
Description: Hard copy records include birth/marriage certificates; isolated post allowance, school acceptance and common law declarations; official native status certificates; travel entitlement and claim documents; and attendance records. Automated data includes name, employee ID number, marital status, birth date, home address, attendance, leave, salary and travel data, bargaining unit, office profile, position data, dependent profiles, isolated post allowance and other special entitlements. Some data on new employees is obtained from CPC's Systems Applications and Products (SAP); and shared with Accounts Payable (CPC PPE 820) and Payroll Operations (see the pay component of the Employee Personal File).
Class of Individuals: Approximately 300 Northern Services employees and their dependants.
Purpose: To support the compensation of Northern Services employees.
Consistent Uses: To determine and administer the isolated post allowances of Northern Services employees (a taxable benefit), including their families' travel expenses; to verify appointment data; to monitor attendance and travel expenses; to conduct mailings of unique interest to Northern Services employees; and, to respond to enquiries.
Retention and Disposal Standards: Records are retained for a minimum two-year period following termination and then destroyed
RDA Number: 98/005
Related Record Number: CPC OPS 3
TBS Registration: 003548
Bank Number: CPC PPE 832

Official Languages Complaints
Description: This bank contains records documenting the nature, extent, scope, type and location of official languages complaints, as well as the results of complaint investigations and resolution. Note that the identity of complainants is protected by section 60 of the Official Languages Act throughout the investigation process. Therefore, unless complainants agree to reveal their identity, the records are anonymous in nature. Certain information exists in automated form as a confidential module of Systems Applications and Products (SAP).
Class of Individuals: Individuals or groups who file complaints either directly with CPC or with the Commissioner of Official Languages (excludes official languages issues handled through Customer Relationship Network).
Purpose: The purpose of this bank is to support the investigation and resolution of complaints submitted by individuals or groups under the Official Languages Act and to retain an audit trail of actions taken.
Consistent Uses: The records are used to report internally to the management and to external agencies responsible for monitoring compliance of the Official Languages Act and related regulations. They may also be disclosed to the Federal Court or other authorized third parties to facilitate the resolution of complaints, grievances or court action.
Retention and Disposal Standards: Complaint files are retained for five calendar years after complaint resolved or withdrawn and will then be destroyed.
RDA Number: 98/005
Related Record Number: CPC HR 23
TBS Registration: 003932
Bank Number: CPC PPE 853

Office of the Ombudsman –Requests for Assistance – Complaints
Description: This bank contains such records as inquiries, complaints and information relating to their processing. Data elements may include all or some of the following: complainants name and address, nature of the postal complaint, products or services purchased, the names and addresses of the sender and addressee, the description and value of the item, dates of mailing and claim, insured amount, and outcome of the investigation. Individuals seeking access to this bank for the purpose of reviewing their personal files should specify the date and subject matter of their original inquiry with the Office of the Ombudsman, as well as their assigned file number. Individuals seeking access to this bank must submit their request in writing to the Privacy Coordinator within the Office of the Ombudsman at Canada Post.
Class of Individuals: Customers who have submitted a request for the review of their postal complaint to the Office of the Ombudsman.
Purpose: The purpose of this bank is to support the preparation of responses to customer inquiries, as well as the resolution of complaints concerning postal services.
Consistent Uses: The records are used to analyze and resolve complaints; to respond to inquiries about postal services; and to identify trends or patterns. The Office of the Ombudsman at Canada Post abides by the Standards of Practice and the Code of Ethics of Ombudsman Associations. The Ombudsman, as a neutral official, has the responsibility of maintaining strict confidentiality concerning matters that are brought to his/her attention. The only exceptions, at the sole discretion of the Ombudsman, are where there appears to be imminent threat of serious harm.
Retention and Disposal Standards: Records are retained for two years after last administrative use and then destroyed.
RDA Number: 91/020
Related Record Number: CPC OOB 1
TBS Registration: 004271
Bank Number: CPC PPU 099

Official Languages Complaints
Description: This bank contains records documenting the nature, extent, scope, type and location of official languages complaints, as well as the results of complaint investigations and resolution. Note that the identity of complainants is protected under section 60 of the Official Languages Act throughout the investigation process. Therefore, unless complainants agree to reveal their identity, records are anonymous in nature.
Class of Individuals: Individuals or groups who file complaints either directly with CPC or with the Commissioner of Official Languages (excluding official languages issues handled through Customer Service).
Purpose: The purpose of this bank is to support the investigation and resolution of official languages complaints submitted by individuals or groups to the Commissioner of Official Languages or CPC and to retain an audit trail of actions taken. Certain information exists in automated form as a confidential module of the Systems Applications and Products (SAP).
Consistent Uses: The records are used to report internally to the Management and to external agencies responsible for monitoring compliance of the Official Languages Act and related regulations. They may also be disclosed to the Federal Court or other authorized third parties to facilitate the resolution of complaints, grievances or court action.
Retention and Disposal Standards: Complaint files are retained for five calendar years after complaint resolved or withdrawn and then destroyed.
RDA Number: 98/005
Related Record Number: CPC HR 3
TBS Registration: 003737
Bank Number: CPC PPU 125

Parking
Description: This bank contains permit applications for parking, including special parking privileges, and related correspondence about parking of motor vehicles on property owned or leased by Canada Post. Records of transactions may also exist in automated form. Individuals seeking access to this bank should specify employment location and dates.
Note: Closed June 2008.
Class of Individuals: Canada Post employees who have applied for or received CPC parking permits.
Purpose: The purpose of this bank is to support the control of parking at certain Canada Post facilities.
Consistent Uses: The records are used to control the issue and revocation of parking permits and the prosecution of parking violators. The records also may be used to help co-ordinate car pools. Note that certain records are beyond CPC control as many employees have personal contracts with private parking lot operators.
Retention and Disposal Standards: The records are retained for two years after the fiscal year of expiry of the permit, and then destroyed.
RDA Number: 97/020
Related Record Number: CPC ADM 2
TBS Registration: 001359
Bank Number: CPC PPE 817

Parking
Description: This bank contains permit applications for parking, including special parking privileges, and related correspondence about parking of motor vehicles on property owned or leased by Canada Post. Records of transactions may also exist in automated form. Individual seeking access to this bank should specify employment location and dates.
Note: Closed June 2008.
Class of Individuals: Canada Post contractors and others who have applied for or received Corporate parking permits.
Purpose: The purpose of this bank is to support the control of parking at certain Canada Post facilities.
Consistent Uses: The records are used to control the issue and revocation of parking permits and the prosecution of parking violators. The records may also be used to help coordinate car pools. Certain records are beyond CPC control as many employees have personal contracts with private parking lot operators.
Retention and Disposal Standards: Records are retained for two years after the fiscal year in which the permit expired and then destroyed.
RDA Number: 97/020
Related Record Number: CPC ADM 1
TBS Registration: 001334
Bank Number: CPC PPU 045

Governement Affairs
Description: This bank contains records of telephone or written enquiries from Ministerial staff, Members of Parliament, Senators or other elected officials pertaining to Canada Post and its operating programs or on behalf of constituents. It also contains letters addressed or referred to the Minister, Chairman, President, other executives of Canada Post or Customer Service offices referred to Government Affairs for advice or response; background material compiled in the preparation of responses, and the responses themselves. Certain information exists in automated form. Other information includes correspondence and documentation for briefing elected officials, case files, House of Commons petitions and Order Paper questions. (Related records may be found in Corporate Correspondence Service, CPC PPE 826). Individuals seeking access to this bank should specify names, dates, locations and subject matter, as this information is not retrievable by personal identifier.
Class of Individuals: Employees, where they are the subjects of the enquiry.
Purpose: The purpose of this bank is to support and respond to enquiries.
Consistent Uses: The records are also used to monitor the preparation of responses, for reference purposes when subsequent or similar enquiries are received, and to identify and monitor trends.
Retention and Disposal Standards: General correspondence is retained for two calendar years after last administrative use and then destroyed. Case files and House of Commons petitions and Order Paper questions are retained for 10 years after last administrative use and then destroyed
RDA Number: 97/020
Related Record Number: CPC COM 2
TBS Registration: 004001
Bank Number: CPC PPU 003

Parliamentary Relations
Description: This bank contains records of telephone or written enquiries from Ministerial staff, Members of Parliament, Senators or other elected officials pertaining to Canada Post and its operating programs or on behalf of constituents. It also contains letters addressed or referred to the Minister, Chairman, President, other executives of Canada Post or Customer Service offices referred to Parliamentary Relations for advice or response; background material compiled in the preparation of responses, and the responses themselves. Certain information exists in automated form. Other information includes correspondence and documentation pertaining to the organization of Canada Post and operational programs for the purposes of briefing the Minister and elected officials, case files, House of Commons petitions and Order Paper questions. (Related records may be found in Corporate Correspondence Service, CPC PPE 826). Individuals seeking access to this bank should specify names, dates, locations and subject matter, as this information is not retrievable by personal identifier.
Class of Individuals: Employees, where they are the subject of the enquiry.
Purpose: The purpose of this bank is to support and respond to enquiries.
Consistent Uses: The records are also used to monitor the preparation of responses, for reference purposes when subsequent or similar enquiries are received, and to identify and monitor trends.
Retention and Disposal Standards: General correspondence is retained for two calendar years after last administrative use and then destroyed. Case files and House of Commons petitions and Order Paper questions are retained for 5 years after last administrative use and then destroyed.
RDA Number: 97/020
Related Record Number: CPC COM 3
TBS Registration: 004000
Bank Number: CPC PPE 833

Pension Administration Database
Description: The Canada Post Corporation Registered Pension Plan (CPCRPP) Database contains demographic and employment information for employees and retirees covered under the CPCRPP. It contains such information as pension eligibility date, years of pensionable service, employee identification number, birthdate, sex, marital status, marital status effective date, home address, home phone number, bargaining unit designator, employee type, base salary, pensionable allowances, appointment history, termination date and reason, amount of contributions deducted, annual pensionable earnings base, length of work week, employee status, paylist, payment deduction information including garnishee information if applicable, banking details, mailing addresses for retirees and survivors, tax credits and deduction information. The social insurance number is collected for statutory purposes in the issuance of the appropriate taxation forms.
Class of Individuals: There are records and data for all existing CPC employees that are members and retirees of the CPCRPP. Individuals seeking access to their records in this bank are encouraged to phone the toll free number: 1-877-480-9220.
Purpose: To calculate, authorize, and pay pension benefits for all CPCRPP members and their survivors.
Consistent Uses: The records are used to administer, maintain and pay employee and retiree benefits under the plan, including spouse and survivor benefits, Pension Benefits Division as required by marriage breakdown, commuted pension benefits, Pension Adjustments (PA) for T4 reporting, Pension Adjustment Reversals (PAR) for T10 reporting, Past Service Pension Adjustments (PSPA), and the calculation of personalized pension statement or deficient employee contributions. The information may also be used for statistical reports and information sheets to aid in the administration of the plan.
Retention and Disposal Standards: Records are maintained permanently.
RDA Number: 98/005
Related Record Number: CPC HR 24
TBS Registration: 005246
Bank Number: CPC PPE 885

Philatelic Customers
Description: This bank contains information in both paper and automated form such as customer enquiries and mailing lists, coded to include special areas of interest, as well as invoices, funds on deposit, credit card numbers, order history, survey responses, and other sales records. A list of former customers who have issued bad cheques is also retained. Individuals seeking access to this bank should provide as many details as possible, such as name, address, subject matter, dates and account numbers.
Class of Individuals: Canada Post's national and international customers of philatelic products, sponsors of stamp clubs and those who have expressed an interest.
Purpose: The purpose of this bank is to support the sale and distribution of philatelic products and related promotional material.
Consistent Uses: The records are used to support philatelic sales and subscription services; to assist in the presentation of philatelic exhibits; to generate particular lists of customers/subscribers (for example, by area of interest); to control inventory; and for market research purposes, such as the identification of promotional needs and opportunities.
Retention and Disposal Standards: Financial records are retained for six years after last administrative use, which is usually payment for and mailing of philatelic products and then destroyed. Mailing lists are updated continuously, verified annually and retained until superseded or obsolete (for example, when customers submit change-of-address cards or requests to be deleted from the list; or move, leaving no forwarding address). General correspondence is retained for two years and then destroyed.
RDA Number: 91/020
Related Record Number: CPC RB 3
TBS Registration: 001327
Bank Number: CPC PPU 010

Post Office Savings Bank
Description: Contains Post Office Savings Bank (1868-1969) unclaimed account information. Account holders wishing to confirm if funds remain on deposit in their name must forward a written request together with appropriate documentation, preferably the account passbook, which identifies the assigned account number. Legal authority is required by those acting on behalf of an account holder or an estate.
Class of Individuals: Individuals having funds on deposit with Canada Post, either currently or within the past 15 years.
Purpose: To support administration of the remaining 56,600 accounts currently outstanding in the Post Office Savings Bank, the value of which is 2.6 million dollars.
Consistent Uses: Records of the Post Office Savings Bank are accessed monthly to facilitate the confirmation and withdrawal of funds by valid account holders or their legal representatives. Accounts having a balance of less than $25.00 and no activity in relation thereto for a period of 30 years are transferred to the credit of the Receiver General for Canada. (Note that payment records are also stored in Accounts Payable, CPC PPU 060 and by Money Order Services).
Retention and Disposal Standards: Records are retained for a period of 15 years after the year an account is closed, whether by withdrawal or through transfer to the Receiver General for Canada, and then destroyed.
RDA Number: 91/020
Related Record Number: CPC FIN 2
TBS Registration: 001336
Bank Number: CPC PPU 055

Postage Meter Services
Description: This bank describes information related to postage meter services provided by Canada Post. Limited personal information is contained in the Postage Meter Inventory Control System, a database that includes the name and mailing address of the client or individual representing the client institution, the postage meter model numbers, the names of the suppliers or the individual representing the postage meter supplier and, in some cases, the products and services purchased.
Class of Individuals: Individuals or individuals representing organizations who have purchased postage to be used in a Canada Post approved postage meter.
Purpose: The information is used to record and verify postal transactions and report sales; to locate customers and postage meters; to resolve issues related to defective, destroyed, lost, stolen and returned postage meters. Data contained in the Postage Meter Inventory Control System is shared with the postage meter suppliers i.e. private companies to monitor equipment leases, sales and supplies.
Consistent Uses: The information is used to conduct market and related research, including new metering technology. Names of individuals and individuals representing client institutions may be shared with postage meter supply companies.
Retention and Disposal Standards: Hard copy records exist only for defective meters and are retained for a period of six years as of the date the meter is determined to be defective, then destroyed. Electronic records about customers are retained until two years after the customer has become inactive, then destroyed.
RDA Number: 91/020
Related Record Number: CPC RB 1
TBS Registration: 006260
Bank Number: CPC PPU 135

Postal-Related Crimes/Offences
Description: This bank contains information gathered during investigations and details of the crime(s) committed. For example, information on employees involves such offences as theft of mail or embezzlement. Information on members of the general public involves national or international crimes, burglary of post offices and street box equipment, forgery of money orders, theft of mail, the illegal transportation of explosives and other dangerous substances and mail vehicle robberies. In addition, intelligence is collected regarding individuals or firms suspected of using the mails for an illegal purpose.
Class of Individuals: Canada Post employees, contractors and members of the general public who are suspected or known to be involved in the above-noted postal related crimes/offences as defined by the Canada Post Corporation Act and Regulations, as well as Criminal Code offences involving the mail.
Purpose: The purpose of this bank is to help solve and reduce postal related crimes and offences, and to provide for the security of the officers and employees of the Corporation, the property of the Corporation, and anything in the course of post.
Consistent Uses: The records in it are used to support investigative and intelligence activities designed to solve or reduce crimes against Canada Post Corporation. Certain information may be shared with the security branches of other postal administrations, other federal investigative bodies, police agencies and, where warranted, with the Department of Justice for possible prosecution.
Retention and Disposal Standards: Investigative files are retained for ten years after completion of the investigation or judicial or quasi-judicial proceedings and then destroyed. Records of proceedings dealt with under subsection 41 of the Canada Post Corporation Act, when a prohibitory order has been issued, are retained for three years after the year the order ceases to have effect, and then transferred to the National Archives of Canada. If the records are deemed by the National Archivist to be of historical/archival value, they are retained permanently. Call for Service files are retained for 5 years after the completion of the service and then destroyed.
RDA Number: 88/007
Related Record Number: CPC CS 7
TBS Registration: 001365
Bank Number: CPC PPE 824

Postal Boxes
Description: This bank contains Postal Box Rental Agreements, Ledgers, and receipt form including service particulars (e.g. primary delivery mode, rental periods and the redirection of mail), the names of agents or others authorized to receive mail and whether the Postal Box service is for private or commercial use. Other records include general enquiries, receipts and other payment records, audits and accounts of terminating services. Certain information exists in automated form (Retail Outlet Support System {ROSS}). Individuals seeking access to this bank should provide Postal Box location, number, and rental dates.
Class of Individuals: Canada Post customers who have applied for or expressed interest in Postal Box services.
Purpose: The purpose of this bank is to support the provision of Postal Box services.
Consistent Uses: The records are used to provide the services requested and, if applicable, to facilitate the collection and refund of rent for Postal Boxes (receipts are forwarded to corporate head office to reconcile accounts), for periodic audits, for the Address Improvement Program and for market surveys and marketing purposes. Certain information may be disclosed to law enforcement and other federal or provincial agencies, pursuant to lawful investigations.
Retention and Disposal Standards: Postal Box applications and related records are retained for two years after the termination of service and then destroyed. Waiting lists are updated continuously, as boxes become available.
RDA Number: 91/020
Related Record Number: CPC RB 4
TBS Registration: 001326
Bank Number: CPC PPU 005

Postal-Related Crimes/Offenses
Description: This bank contains information gathered during investigations and contains details of the crime(s) committed. For example, information on employees involves such offenses as theft of mail or embezzlement. Information on members of the general public involves national or international crimes, burglary of post offices and street box equipment, forgery of money orders, theft of mail, the illegal transportation of explosives and other dangerous substances and mail vehicle robberies. In addition, intelligence is collected regarding individuals or firms suspected of using the mails for an illegal purpose.
Class of Individuals: Canada Post employees, contractors and members of the general public who are suspected or known to be involved in the above-noted postal related crimes/offenses as defined by the Canada Post Corporation Act and Regulations, as well as Criminal Code offenses involving the mail.
Purpose: The purpose of this bank is to help solve and reduce postal related crimes and offences and to provide for the security of the officers and employees of the Corporation, the property of the Corporation, and anything in the course of post.
Consistent Uses: The records are used to support investigative and intelligence activities designed to solve or reduce crimes against Canada Post Corporation. Certain information may be shared with the security branches of other postal administrations, other federal investigative bodies, police agencies and, where warranted, with the Department of Justice for possible prosecution.
Retention and Disposal Standards: Investigate files are retained for ten years after completion of the investigation or judicial or quasi-judicial proceedings and then destroyed. Records of proceedings dealt with under subsection 41 of the Canada Post Corporation Act, when a prohibitory order has been issued, are retained for three years after the year the order ceases to have effect and are then transferred to National Archives of Canada. If the records are judged by the National Archivist to be of historical/archival value, they are retained permanently. Call for Service files are retained for 5 years after the completion of the service and then destroyed.
RDA Number: 91/020
Related Record Number: CPC CS 3
TBS Registration: 001341
Bank Number: CPC PPU 085

Postmark Awards
Description: This bank contains such records as nomination forms for various Golden and Silver Postmark awards, and records related to their processing. Types of personal information collected includes name, work location, home address and phone number, and information supporting the nomination. Taxable benefits are reported to Finance for the completion of T-4 statements.
Note: Closed in 2005.
Class of Individuals: Employees who have been nominated in any of the award categories, including commitment to service standards, outstanding customer service, business growth, personal merit, volunteer services, leadership and team of the year. As well as retired employees who have been nominated in the Heritage Club Involvement category.
Purpose: To recognize and honour the exceptional achievements of CPC employees.
Consistent Uses: Nominations are acknowledged and facts verified prior to their submission to divisional selection committees. These committees apply selection criteria to choose winners in each category. Award winners may be identified in internal and external communications and posters (with their consent). The fact of winning an award may also be attached to the Employee Personal File.
Retention and Disposal Standards: Rejected nominations and related documentation are destroyed immediately after winner's selection. Winning nominations and related documentation, including Postmark Awards Automated database, are retained for five years after the year of last administrative use and then destroyed.
RDA Number: 91/020
Related Record Number: CPC HR 25
TBS Registration: 003160
Bank Number: CPC PPE 850

Purchasing Contracts
Description: This bank contains records relating to contracts, renewals and terminations and supporting documentation, which may include the request for proposal, price quotes, curriculum vitae, company résumé, records of experience, terms of reference, financial/insurance/bonding information, reliability checks and/or security clearance levels, and performance records. This bank also contains data relating to Vendor Master data for Canada Post, which consists of Vendor/Contractor address and contact information, GST/HST, business number, or Social Insurance Number (as required under section 237 of the Income Tax Act) and banking information. Individuals seeking access to this bank should provide their full name, the name of their company (if applicable), the Canada Post contract/proposal number, and the location of the procurement office. Certain information may exist in the Systems Applications and Products (SAP).
Class of Individuals: A limited number of individuals offering or providing professional services in management and information technology consulting, market research, health services, security, translation, labour arbitration, counseling and temporary help, as well as in architecture, engineering, construction, property appraisal, property development and property management, including cleaning and maintenance; and equipment, supplies and other goods. (Note that payment records are stored in Accounts Payable, CPC PPU 060; that records on contractors providing mail or letter carrier transportation services are stored in Transportation Contracts, CPC PPU 035; and that records on retail postal outlet operators are stored in Retail Postal Outlet Contracts, CPC PPU 020). This bank also contains a limited list of vendors and contractors that offer or provide goods and services to Canada Post. The records for vendors and contractors are used to enable Canada Post to pay vendors, generate contracts and purchase orders and prepare income tax information.
Purpose: The purpose of this bank is to support the award and administration of Canada Post's procurement and certain other service contracts. And, to process contracting activity, payment of invoices, preparation of T1204's under section 237 of the Tax Regulations for vendors and contractors.
Consistent Uses: The records are used to monitor performance or equipment supplied against requirements, so as to verify entitlements; and for evaluation and audit purposes. For example, the information may be collated and analyzed to determine average costs by geographic areas and specialties.
Retention and Disposal Standards: Tenders not awarded are retained for two fiscal years and then destroyed. Contracts awarded and supporting documentation are retained for six years after fiscal year of completion and non-renewal and then destroyed. All contracts relating to accepted designs for stamps, first day covers and postal stationery are retained for six years after the completion of the contract and then destroyed. All correspondence and contracts with stamp suppliers relating to the production of quantities of stamps, first day covers and postal stationery, are retained for six years after completion of the contract and then destroyed. Vendors and contractors calendar is under review. However, contract files dealing with Intellectual Property are kept indefinitely since these contracts are the only proof of Canada Post ownership of the property in situations of copyright infringements. Intellectual Property files are retained by Canada Post.
RDA Number: 97/020
Related Record Number: CPC SM 2
TBS Registration: 003293
Bank Number: CPC PPU 031

Real Estate Contracts
Description: This bank contains records relating to contracts, transfers, renewals and terminations and supporting documentation, including requests for proposal, price quotes, curriculum vitae, company résumé, records of experience, terms of reference, financial/insurance/bonding information, reliability checks and/or security clearance levels, performance and payments records. Individuals seeking access to this bank should provide their full name, the name of their company (if applicable) and the Canada Post project and location. If the contract in question has been let via Government Services Canada, provide those details.
Note: Closed June 2008
Class of Individuals: Companies and a limited number of individuals offering or providing professional services in architecture, engineering, construction, property appraisal, brokerage services, property development and property management, including cleaning and maintenance. (Note that payment records are also stored in Accounts Payable, CPC PPU 060).
Purpose: The purpose of this bank is to support the award and administration of Canada Post's real estate lease and property management contracts.
Consistent Uses: The records are used to prepare source lists and select from among potential contractors and to monitor performance against requirements, so as to verify entitlements; and for evaluation and audit purposes. For example, the information may be collated and analyzed to determine average costs by geographic areas and specialties. The information is shared with and often held by Canada Post's major procurement and real property management agents (e.g., Government Services Canada).
Retention and Disposal Standards: Tenders not awarded are retained for two fiscal years and then destroyed. Contracts awarded and supporting documentation are retained for six years after fiscal year of completion and non-renewal and then destroyed.
RDA Number: 97/020
Related Record Number: CPC SM 4
TBS Registration: 003291
Bank Number: CPC PPU 038

Reliability Checks
Description: This bank contains criminal record name checks and if applicable, fingerprints, criminal records, recommendations, decisions, appeals and related correspondence. Limited information exists in automated form as a data element of the Maintain Applicant Activities, Conduct Security Checks module of Systems Applications and Products (SAP). Individuals seeking access to this bank should specify employment location and dates.
Class of Individuals: Prospective and existing Canada Post employees who do not have security clearances, but who require reliability checks because of their ready access to mail, cash and other valuable assets.
Purpose: The purpose of this bank is to help ensure the security of Canada Post employees and property and anything in the course of post.
Consistent Uses: The records are used to help determine an individual's reliability. Identifying information is disclosed to the RCMP, in order to determine whether individuals have criminal records.
Retention and Disposal Standards: Records are retained for six years after the employee has been terminated, resigned, or retired and then destroyed. If notified that a pardon has been granted, the criminal records in question are destroyed immediately.
RDA Number: 91/020
Related Record Number: CPC CS 8
TBS Registration: 001363
Bank Number: CPC PPE 822

Reliability Checks
Description: This bank contains criminal record name checks and, if applicable, fingerprints, criminal records, recommendations, decisions, appeals and related correspondence. Limited information may exist in automated form as a data element of the Maintain Applicant Activities, Conduct Security Checks module of Systems Applications and Products (SAP). Individuals seeking access to this bank should specify location and dates.
Note: CISD (Canadian Industrial Security Directorate) will also holds security clearance documents as well on all contractors. The RSMC group will also hold security screening records on RSMC helper/paid assistant (only).
Class of Individuals: Prospective Canada Post employees and contractors who do not have security clearances, but who require reliability checks because of their ready access to mail, cash and other valuable assets.
Purpose: The purpose of this bank is to help ensure the security of Canada Post employees and property and anything in the course of post.
Consistent Uses: The records are used to help determine an individual's reliability. Identifying information is disclosed to the RCMP in order to determine whether individuals have criminal records.
Retention and Disposal Standards: Records are retained for six years after the prospective employee or contractor has been terminated, resigned, or retired and  then destroyed. If notified that a pardon has been granted, the criminal records in question are destroyed immediately.
RDA Number: 91/020
Related Record Number: CPC CS 4
TBS Registration: 001339
Bank Number: CPC PPU 075

Relocation
Description: This bank contains such records as letters of offer, authorization, advances, claims supplier payments, receipts and correspondence about relocation and, where applicable, records of real estate transactions. Expense data also exists in automated form in the Relocation Sub-Ledger System. (Note that payment records also are stored in Accounts Payable, CPC PPE 820.) Automated system also includes records pertaining to real estate matters. Individuals seeking access to this bank should specify the locations involved and the approximate dates.
Class of Individuals: Canada Post employees who have been relocated, as well as on new employees who move to take up Canada Post positions.
Purpose: The purpose of this bank is to support the relocation of employees.
Consistent Uses: The records are used to administer the relocation function, involving authorizations, advances, claims and payments; and for budgeting, audit and research purposes. Information may be disclosed with full knowledge of the individuals concerned to relocation firms and moving companies and to lawyers acting for either party, to facilitate the relocation.
Retention and Disposal Standards: Records are retained for six fiscal years after the year of the last financial transaction. Housing subsidy case files are retained for six fiscal years after the end of the housing subsidy and then destroyed. Relocation sub-ledger system records are destroyed six fiscal years after receipt and verification of input data.
RDA Number: 91/020
Related Record Number: CPC HR 27
TBS Registration: 001358
Bank Number: CPC PPE 816

Retail Postal Outlet Contracts
Description: This bank contains hardcopy and computerized records, including the terms and conditions of contracts with retail postal outlet operators and, from time to time, credit history reports. Individuals seeking access to this bank should provide full name, the retail postal outlet concerned and dates.
Class of Individuals: Individuals and businesses contracted to provide a range of basic postal services to the public. (Note that payment records also are stored in Accounts Payable, CPC PPU 060).
Purpose: The purpose of this bank is to administer a network of retail postal outlets.
Consistent Uses: The records in it are used to administer the network of retail postal outlets, including the authorization of payment of commissions on sales; and for periodic audits and market research.
Retention and Disposal Standards: Contracts awarded and supporting documentation are retained for six years after fiscal year of completion and non-renewal and then destroyed. Financial records are also retained for six years and then destroyed. Tenders not awarded are retained for two fiscal years and then destroyed.
RDA Number: 91/020
Related Record Number: CPC RB 5
TBS Registration: 001329
Bank Number: CPC PPU 020

Risk Management Claims
Description: This bank contains records regarding claims for damages involving, general liability and motor vehicle liability, legal opinions, settlement transactions and other correspondence relating to incidents involving third parties. The records contain information on the parties involved, their insurers (if applicable) and the nature of the injury or loss (e.g., lost employment income or medical expense). The records also concern losses to Canada Post property due to fire, storm impact and such crimes as robbery, break and enter and vandalism. Limited information exists in automated form in the Risk Management Information System. Data elements include the names of the employee and claimant, the cause and type of loss and settlement cost. Note that payment records are also stored in Accounts Payable, CPC PPE 820; that vehicle driver records (including records of accidents not involving third party claims) are stored in Fleet Management, CPC PPE 825; that workers' compensation board claims are stored in Workers' Compensation Board Claims, CPC PPE 845; and that claims involving delayed, lost or damaged mail are stored in Customer Relationship Network, CPC PPU 030. Individuals seeking access to this bank should specify details such as incident location and date.
Class of Individuals: Canada Post employees involved in claims, such as drivers of Corporation vehicles and letter carriers. (See also Financial Accountability Cases, CPC PPE 818).
Purpose: The purpose of this bank is to support the resolution of Corporation and third party claims.
Consistent Uses: Records are used to determine liability for motor vehicle, and other accidents involving third parties, as well as damage to CPC property; to approve damage settlements, such as payments by and to the Corporation (claims requiring investigation, particularly those involving injury, are handled by outside adjusters); to support claims by Canada Post against insurance policies in force; and to facilitate loss control and other measures to prevent and mitigate recurrences. Note that certain information may be provided to insurance companies, lawyers acting on behalf of either party and the police, to facilitate resolution of the claim.
Retention and Disposal Standards: Records are retained for six years after the fiscal year during which the claim by or against the Corporation is settled, and then destroyed unless a minor was involved, in which case the records are retained for six fiscal years after the minor's age of majority (varies from province to province).
RDA Number: 91/020
Related Record Number: CPC CS 8
TBS Registration: 001360
Bank Number: CPC PPE 819

Risk Management Claims
Description: This bank contains records regarding claims for damages involving general liability and motor vehicle liability, legal opinions, settlement transactions and other correspondence relating to incident involving third parties. The records contain information on the parties involved, their insurers (if applicable) and the nature of the injury or loss (e.g., lost employment, income or medical expense). The records also concern losses to Canada Post property due to fire, storm impact and such crimes as robbery, break and enter, and vandalism. Limited information exists in automated form in the Risk Management Information System. Data elements include the names of the employee and claimant, the cause and type of loss and settlement cost. Note that payment records are also stored in Accounts Payable, CPC PPU 060, and that claims involving delayed, lost or damaged mail are stored in Customer Relationship Network, CPC PPU 030. Individuals seeking access to this bank should specify details such as incident location and date.
Class of Individuals: Third parties making claims or from whom Canada Post is seeking damages.
Purpose: The purpose of this bank is to support the resolution of Corporation and third-party claims.
Consistent Uses: Records are used to determine liability for motor vehicle, and other accidents involving third parties; as well as damage to CPC property; to approve damage settlements, such as payments by and to the Corporation (claims requiring investigation, particularly those involving injury are handled by outside adjusters); to support claims by Canada Post against insurance policies in force; and to facilitate loss control and other measures to prevent and mitigate recurrences. Note that certain information may be provided to insurance companies, lawyers acting on behalf of either party or the police, to facilitate resolution of the claim.
Retention and Disposal Standards: Records are retained for six years after the fiscal year during which the claim by or against the Corporation is settled and then destroyed. Unless a minor was involved, in which case the records are retained for six fiscal years after the minor's age of majority (varies from province to province).
RDA Number: 91/020
Related Record Number: CPCFIN 3
TBS Registration: 001335
Bank Number: CPC PPU 050

Security Clearances
Description: This bank contains such records as personal history forms, criminal record name checks and, if applicable, fingerprints, criminal records, summaries of RCMP and Canadian Security Intelligence Service (CSIS) investigations adverse findings, appeals, updates, cancellations, pardons and related correspondence. Limited information may exist in automated form as data elements of the Maintain Applicant Activities, Conduct Security Checks module of Systems Applications and Products (SAP). Data elements include name, clearance level granted versus level required for the position and whether it is due for renewal. Individuals seeking access to this bank should specify employment location and dates.
Class of Individuals: Canada Post employees who occupy or are about to occupy positions involving access to financial and other assets and sensitive information and systems.
Purpose: The purpose of this bank is to help determine the suitability of employees being considered for, or in, security-risk positions.
Consistent Uses: The records in it are used to determine the level of security clearance; and to support decisions on transfers, promotions and termination of employment. Monthly computer printouts are used to ensure the security clearance level of individuals is adequate for the positions they occupy. A notation of level of clearance may be attached to the Employee Personal File. Details of RCMP and CSIS investigations that may have taken place are stored in those agencies' security clearance banks.
Retention and Disposal Standards: Paper records are retained for six years after termination of employment and then destroyed. If notified that a pardon has been granted, the criminal records in question are destroyed immediately.
RDA Number: 91/020
Related Record Number: CPC CS 9
TBS Registration: 001362
Bank Number: CPC PPE 821

Security Clearances
Description: This bank contains such records as personal history forms, criminal record name checks and, if applicable, fingerprints, criminal records, summaries of RCMP and Canadian Security Intelligence Service (CSIS) investigations, adverse findings, appeals, updates, cancellations, pardons and related correspondence. Limited information may exist in automated form, as data elements of the Maintain Applicant Activities, Conduct Security Checks module of Systems Applications and Products (SAP), CPC PPE 804. Data elements include name and clearance level granted versus level required for the position and whether it is due for renewal. Individuals seeking access to this bank should specify location and dates.
Class of Individuals: Canada Post contractors who occupy or are about to occupy positions involving access to financial and other assets and sensitive information and systems.
Purpose: The purpose of this bank is to help determine the suitability of contractors being considered for or in security-risk positions.
Consistent Uses: The records are used to determine the level of security clearance, and to support decisions on transfers, promotions and termination of employment. Monthly computer printouts are used to ensure the security clearance level of individuals is adequate for the positions they occupy. Details of RCMP and CSIS investigations that may have taken place are stored in those agencies' security clearance banks.
Retention and Disposal Standards: Paper records are retained for six years after termination of contract and then destroyed. If notified that a pardon has been granted, the criminal records in question are destroyed immediately.
RDA Number: 91/020
Related Record Number: CPC CS 5
TBS Registration: 001338
Bank Number: CPC PPU 070

Scholarship Program
Description: This bank contains such records as application forms, awards, and related correspondence. Personal information collected on scholarship applicants includes home and school addresses and telephone numbers, samples of work, letters of recommendation, educational transcripts, and proof of university registration. A limited amount of personal information exists in automated form. Social insurance numbers are collected from winning candidates as, by law, scholarship data must be reported to Canada Customs and Revenue Agency. These are reported to Finance for the completion of T-4 statements.
Class of Individuals: Children of regular full and part-time employees who have submitted applications.
Purpose: To support the administration of a scholarship program for the children of Canada Post employees.
Consistent Uses: Applications are evaluated on the basis of academic achievements and leadership qualities as demonstrated through school and/or community involvement. Divisional selection committees choose the winning candidates, who are thereby notified by the program manager. After the award of a scholarship and prior to the remittance of a cheque, the candidate's SIN and proof of university registration are collected. As a condition of renewal of the scholarship, an official transcript and proof of registration for the following year are required. Scholarship winners and/or their parents may be publicized, mainly for internal communication purposes.
Retention and Disposal Standards: Unsuccessful applications are retained for three years after the year of the scholarship award decision and then destroyed. Successful scholarship records are retained for six years after the year the scholarship is awarded. Scholarship program database records are retained for six fiscal years after receipt and verification of input data.
RDA Number: 91/020
Related Record Number: CPC 28
TBS Registration: 003157
Bank Number: CPC PPE 835

Service Recognition Program
Description: The Service Recognition database contains such records as: name, home address and telephone number, service entry, award distribution and, employee identification numbers.
Class of Individuals: The Service Recognition program recognizes employees at five year intervals.
Purpose: The Service Recognition Program is the means by which Canada Post acknowledges its employees' service achievements.
Consistent Uses: To track service recognition within Canada Post.
Retention and Disposal Standards: Records are retained for the duration of employment plus two years and then destroyed.
RDA Number: 91/020
Related Record Number: CPC HR 21
TBS Registration: 002989
Bank Number: CPC PPE 830

Staffing and Employment
Description: This bank contains such records as solicited and unsolicited job applications, acknowledgement of receipt letters, job descriptions, selection profiles, competition posters, transfer requests, resumes of work experience and education, reference letters and checks, official languages knowledge examination papers, tests and results, lists of candidates, interview notes and rating board assessments, eligibility lists, offers of employment, notes of post-board interviews and related correspondence. A limited number of records may also be retained by the Internal Audit department for those employees who are candidates for the Internal Audit Development stream program (automated records are stored in the Audit Development Stream electronic system). Individuals seeking access to this bank should specify the competition number and date, if applicable, as well as position title and location.
Class of Individuals: Employees who apply for or are hired to fill temporary and permanent positions with Canada Post Corporation.
Purpose: The purpose of this bank is to support internal staffing and external recruitment activities.
Consistent Uses: Job applications are screened when vacancies arise. Staffing records are used to provide impartial information to match new and vacant positions to the most qualified candidates (notations of staffing decisions may be stored in the Employee Personal file; certain information exists in automated form, in the Recruitment module of Systems Applications and Products (SAP). To assist in succession planning and career development; to provide feedback to candidates regarding their applications and job interviews; and to process complaints, appeals and grievances concerning appointments and promotions (see Grievances and Arbitrations, CPC PPE 813). Limited personal information regarding seniority, surplus and layoffs may be posted, as well as provided to collective bargaining agents. Personal information about successful candidates may be disclosed to unsuccessful candidates under strict conditions of confidentiality, to better explain decisions taken.
Retention and Disposal Standards: Records are retained for two years after last administrative use (which is usually the expiration of the appeal period for competitions), and then destroyed. Layoff/transfer lists are updated continuously and destroyed when superseded.
RDA Number: 91/020
Related Record Number: CPC HR 30
TBS Registration: 001345
Bank Number: CPC PPE 801

Staffing and Employment
Description: This bank contains such records as solicited and unsolicited job applications, acknowledgement of receipt letters, job descriptions, selection profiles, competition posters, transfer requests, resumes of work experience and education, reference letters and checks, official languages knowledge examination papers, tests and results, lists of candidates, interview notes and rating board assessments, eligibility lists, offers of employment, notes of post-board interviews and related correspondence. Individuals seeking access to this bank should specify the competition number and date, if applicable, as well as position title and location.
Class of Individuals: Individuals who apply for or are hired to fill temporary and permanent positions with Canada Post Corporation.
Purpose: The purpose of this bank is to support internal staffing and external recruitment activities.
Consistent Uses: Job applications are screened when vacancies arise. Staffing file helps to provide feedback to candidates regarding their applications and job interviews results. Personal information about successful candidates may be disclosed to unsuccessful candidates under strict conditions of confidentiality, to better explain decisions taken.
Retention and Disposal Standards: Records are retained for two years after last administrative use (which is usually the expiration of the appeal period for competitions), and then destroyed. Layoff/transfer lists are updated continuously and destroyed when superseded.
RDA Number: 91/020
Related Record Number: CPC HR 5
TBS Registration: 001343
Bank Number: CPC PPU 095

Stamp Subjects and Designer References
Description: This bank contains such information as subject suggestions, their supporters, and enquiries, general correspondence, résumés, samples of art work (usually reproduced on 35mm slides) and, if applicable, letters of commission. Individuals seeking access to this bank should provide name and date of previous submission. (Note that stamp subject suggestions may also be stored in Corporate Correspondence Service, CPC PPU 100, and payment records concerning commissioned designs are also stored in Accounts Payable, CPC PPU 060).
Class of Individuals: Canadian designers, artists, illustrators, photographers and others who have indicated their interest in being considered for a postage stamp design commission.
Purpose: The purpose of this bank is to provide a visual reference file of the work of Canadian designers and artists who could be considered for a postage stamp design commission.
Consistent Uses: The records are used to consider possible designers to be commissioned to submit design proposals for new stamp issues.
Retention and Disposal Standards: Samples of work are returned to designers upon request. Records regarding rejected solicitations are retained for two years after the year of rejection and then destroyed. Records relating to commissioned stamp designers are retained for ten years and then transferred to National Archives of Canada. If the records are judged by the National Archivist to be of historical/archival value, they are retained permanently.
RDA Number: 91/020
Related Record Number: CPC RB 6
TBS Registration: 001330
Bank Number: CPC PPU 025

Stamp Vendors
Description: This bank contains the sales histories of stamp vendors, such as records of stamp purchases, amount of the discount and amount paid. Individuals seeking access to this bank should specify registered name and address as well as stamp sales details.
Class of Individuals: Individuals and small businesses who have applied for or been granted a permit to purchase stamps at a discount for resale to the public.
Purpose: The purpose of this bank is to support the sale of stamps via a network of stamp vendors.
Consistent Uses: Vendors use permits to purchase stamps at a discount.
Retention and Disposal Standards: Records are retained for two years after last administrative use and then transferred to National Archives of Canada. Information judged by the National Archivist to be of archival/historical value is retained permanently. The remainder is destroyed.
RDA Number: 91/020
Related Record Number: CPC RB 7
TBS Registration: 001328
Bank Number: CPC PPU 015

Supervisory Records
Description: This bank contains working files and notes maintained by some supervisors on employees reporting to them, especially when the employees' official files are maintained off-site. Where files exist, they largely contain convenience copies of records stored in other employee information banks, e.g., leave applications; Systems Applications and Products (SAP) print-outs; performance appraisals and awards; accident reports; fitness assessments; attendance, disciplinary and other letters; E-mail print-outs; grievances and replies; and transfer, file and other employee requests and enquiries (see Staffing and Employment, CPC PPE 801; all three components of the Employee Personal File, CPC PPE 802, 808 and 815; Systems Applications and Products (SAP), CPC PPE 804; Grievances and Arbitrations, CPC PPE 813; Workers' Compensation Board Claims, CPC PPE 845; Employee Health Record, CPC PPE 840; Vocational Rehabilitation, CPC PPE 851; and Postmark Awards, CPC PPE 850). Original documentation could include uniform entitlements, attendance calendars, interview and other notes (including annotated copies) and drafts of letters or reports not yet finalized. To obtain access, employees are encouraged to deal directly with their supervisor. Those submitting formal requests to CPC's privacy coordinator are requested to provide the name and work location of their supervisor(s).
Class of Individuals: Current or recently terminated CPC employees on whom supervisors retain files.
Purpose: To support the supervision of employees, especially at remote work sites. These files provide convenient access to both supervisors and their employees.
Consistent Uses: To monitor attendance, process leave applications, assign work, schedule replacements, document special achievements and recommend employees for corporate recognition programs, impose discipline, respond to grievances, report injuries, and prepare any other correspondence pertinent to the day-to-day administration of the work unit.
Retention and Disposal Standards: Minimum two years for records used in decision making.
RDA Number: 98/005
Related Record Number: CPC HR 31
TBS Registration: 003739
Bank Number: CPC PPE 803

Training
Description: This bank contains such records as course applications, authorizations, registrations and evaluations (for both participants and trainers), official languages declarations, examination results and certificates, fee payment records and related correspondence. Information on file includes first official language; work location; training requested, required or taken; and dates of training. Limited training data also exists in the training and event management module of Systems Applications and Products (SAP). (Note that vehicle driving training records are stored in Fleet Management, CPC PPE 825, and certain fee payment records are stored in Accounts Payable, CPC PPE 820.) This bank also contains the Social Insurance Number where older records are concerned. Individuals seeking access to this bank should specify position title and employment location and dates, as well as types, locations and dates of training courses taken.
Class of Individuals: Employees engaged in training programs or taking outside courses sponsored by Canada Post Corporation, such as in management, official languages, marketing and sales, equipment maintenance, encoding and quality control.
Purpose: The purpose of this bank is to support the training of employees.
Consistent Uses: The records are used to support the approval, registration, participation and evaluation of employees in training programs (including courses conducted by outside parties), and to certify their achievements; to help carry out needs assessments and prepare skill profiles of positions and their incumbents; to project training requirements, course schedules, instructor workloads and budgetary needs; to support decisions on succession planning, attendance and leave, payroll, entitlements and benefits, expense accounts, transfers, promotions and performance appraisals; and to respond to enquiries by employees, their supervisors and their bargaining agent. Participation, exemption and achievement records may be attached to the Employee Personal File (see CPC PPE 802), while information on employees' needs and achievements may be contained in the Systems Applications and Products (SAP).
Retention and Disposal Standards: Most records (authorizations and tests in particular) are destroyed two years after completion of training. Permanent documents (including official language exemptions, language competence tests, certificates and course descriptions), as well as computerized records, are retained for two years after termination of employment. An historical master file is maintained for ten years, for statistical purposes only.
RDA Number: 91/020
Related Record Number: CPC HR 32
TBS Registration: 001349
Bank Number: CPC PPE 805

Transportation Contracts
Description: This bank contains records relating to contracts, transfers, renewals and terminations and supporting documentation, including distance, stops, equipment used, costs and duration, financial/insurance/bonding information. Individuals seeking access to this bank should specify the name, dates and location of the service provided.
Class of Individuals: Individuals owning businesses which have bid on, or been awarded contracts for the carriage of mail or for the transportation of letter carriers.
Purpose: The purpose of this bank is to support the award and administration of transportation contracts.
Consistent Uses: The records are used to create source lists and otherwise perform the tender process; to administer contracts, including the monitoring of performance and the granting of adjustments; to facilitate budgeting and cost control; and to produce internal reports and responses to external enquiries. Note that the name of the successful tendered may be disclosed to unsuccessful tenderness and others, upon award of the contract.
Retention and Disposal Standards: Tenders not awarded are destroyed two years after the contract is awarded. Other records are retained for six years after termination and non-renewal of contract and then destroyed, except for registers of contracts, which are transferred to National Archives of Canada for selective retention.
RDA Number: 91/020
Related Record Number: CPC SM 3
TBS Registration: 001332
Bank Number: CPC PPU 035

Vocational Rehabilitation
Description: This bank contains records such as referral sheets, occupational fitness assessments, functional abilities evaluations, summaries of medical status, vocational rehabilitation plans and checklists, interview forms, progress notes, recommendation reports, case closure reports, and related correspondence. In regions where there is a separate Vocational Rehabilitation (VR) file, it is considered an extension of the Employee Health Record. In regions where there is not a separate VR file, some of the following file contents may be found in the Employee Health Record. (Note that some consultative records may also be found in Grievances and Arbitrations, CPC PPE 813, Employee Health Record, CPC PPE 840, and Workers' Compensation Board Claims, CPC PPE 845).
Note: Combined with the Employee Health Record. Closed July 2007
Class of Individuals: Canada Post Corporation employees who are permanently partially disabled as a result of injury or illness.
Purpose: To support the reintegration of permanently partially disabled employees.
Consistent Uses: The records in it are used to develop and implement programs for affected employees, to facilitate communications with those concerned with the employee's case (e.g., treating physicians, medical consultants, occupational health nurses, line management) to respond to grievances or complaints, to ensure compliance with the Canada Labour Code, Workers' Compensation legislation and Canadian Human Rights Act, and to conduct follow-ups and audits.
Retention and Disposal Standards: Records are retained 100 years after termination from CPC. Two years after employment termination, the Vocational Rehabilitation file and the Employee Health Records are merged and then placed alphabetically in sealed boxes. Most boxes of records are sent to National Archives of Canada but where volume and space permit, some regions keep them on site.
RDA Number: 91/020
Related Record Number: CPC HR 33
TBS Registration: 003292
Bank Number: CPC PPE 851

Work Refusals
Description: This bank contains records such as documented refusals by employee to work in an unsafe condition or location, investigation reports by Canada Post and Human Resources Development Canada safety officers, management-employee interview notes and summaries, Human Resources Development Canada decisions, daily information book entries, records of corrective action taken, and general management correspondence and background material. Employees seeking access to this bank are requested to provide details, such as the date and location where they refused to work.
Class of Individuals: All existing or recently terminated employees of Canada Post who have refused to perform work for safety reasons.
Purpose: The purpose of this bank is to ensure and promote a safe workplace.
Consistent Uses: The records are used to evaluate the safety of a specific work location or environment, to conduct fact-finding interviews with the employee(s) concerned, to facilitate the conduct of a CLRB investigation when required, to prepare corporate positions before Human Resources Development Canada safety boards, to implement solutions to safety hazards, and to advise affected employees of identified hazards and the precautions needed to avoid them.
Retention and Disposal Standards: The records are destroyed two years after the incident.
RDA Number: 98/005
Related Record Number:CPC HR 6
TBS Registration: 003740
Bank Number: CPC PPE 806

Workers' Compensation Board
Description: This bank contains such information as: accident and work injury or illness investigation reports; workers' compensation board claims and associated correspondence and forms; occasional legal opinions; records and correspondence regarding referrals and results. Certain medical information may also exist on file, including diseases or injuries that are unrelated to work. Certain records also exist in automated form, in the Accident Information Reporting System (AIRS). AIRS contains background data (age, sex, etc.) on injured employees, as well as the location, nature, cause, and severity of the accidents and their associated direct and indirect costs. (Note that accident information involving Corporate vehicles or claims by or against the Corporation unrelated to workers' compensation boards are stored in Fleet Management, CPC PPE 825, and Risk Management Claims, CPC PPE 819, respectively). This bank also contains the Social Insurance Number where required by the Workers' Compensation Board in question. Individuals seeking access to this bank should specify employment location as well as date, location and details of injury or illness. There is also a corporate WCB database that reflects all the costs charged to CPC by HRDC on individual claims.
Class of Individuals: Canada Post employees who have had injuries and accidents on duty or, who have made accident or workers' compensation board claims.
Purpose: To support Workers' Compensation Board programs.
Consistent Uses: The records are used to assist employees in dealing with medical problems and to avoid aggravating given conditions via meaningful intervention, medical education and counseling; to authorize leave and benefits (including WCB paid medical and vocational rehabilitation) related to work-related injuries and illnesses; to facilitate the processing of provincial workers' compensation board claims and the administration of injury-on-duty leave and disability benefits (AIRS and the corporate WCB database support the resolution of claims and the reconciliation of accounts); to establish conditions under which employees subject to certain occupational risks or with identified illnesses or disabilities are able to continue to work, including reinstatement; to provide health and safety details for accident prevention and health protection purposes; and, to process grievances and appeals related to Occupational Health, Safety and Environment (see Grievances and Arbitrations, CPC PPE 813). The records also facilitate the study and correction of workplace conditions that contribute to illness or injury, such as the development of preventive programs based on the incidence of certain illnesses and injuries. Composite information may be used in epidemiological studies. Certain information may be disclosed to provincial workers' compensation boards, Human Resources Development Canada, medical practitioners and bargaining unit representatives, to facilitate claims administration. Limited information is disclosed to Transport Canada regarding, for example, chemical spills involving Canada Post employees.
Retention and Disposal Standards: Paper records are retained for 100 years after the fiscal year of the last injury. Data in AIRS is transferred to the National Archives of Canada two years after the employee returns to work.
RDA Number: 91/020
Related Record Number: CPC HR 34
TBS Registration: 003159
Bank Number: CPC PPE 845

Workforce Management and Planning
Description: This bank contains such records as expressions of interest for incentive payments, employee name, length of service, salary history, estimated retirement/separation incentive amounts, acceptances or refusals of incentive offers, referrals to career counseling consultants and other related tax/financial data. Limited master data is drawn from the Systems Applications and Products (SAP). Related records may also be found in the Employee Personal file.
Class of Individuals: Current or former employees of Canada Post Corporation who have expressed interest in a separation or retirement incentive or who have left CPC after receiving such an incentive. In addition, this bank applies to current employees who are considered subject matter experts in their fields.
Purpose: The purpose of this bank is to support CPC's restructuring objectives by offering a voluntary package of retirement or separation incentives to eligible employees. The listing and ranking of subject matter experts is intended to assess the impact of their eventual departure and to assist in the development of knowledge transfer plans to minimize the risk.
Consistent Uses: The records are used to ensure the eligibility of applicants to the incentive program, evaluate the amounts for the incentive on an individual basis, make offers to eligible applicants, and to process payments to employees who have accepted. The listing of subject matter experts is used for human resources planning purposes.
Retention and Disposal Standards: The records are retained for 10 years after Canada Post Corporation accepts or refuses expressions of interest from current or former employees and then destroyed.
RDA Number: 98/005
Related Record Number:CPC HR 35
TBS Registration: 003738
Bank Number: CPC PPE 834

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