Accounts Payable (CFO)
Description: Information contained in this bank includes names and addresses of companies and individuals, personal banking information, when applicable, invoices for services rendered or products provided detailing the amount owing, and any supporting documentation to substantiate the account.
Note: This service is shared with HRSDC.
Class of Individuals: Canadians, foreign citizens, and companies.
Purpose: The purpose of this bank is to maintain information on the payment of accounts to companies or individuals for services or products provided to Service Canada.
Consistent Uses: This bank is used to account for all amounts paid to companies or individuals, and to authorize cheques.
Retention and Disposal Standards: Records are retained for 6 fiscal years and then destroyed.
RDA Number: 99/004
Related Record Number: HRSDC PPCA 227
TBS Registration: 005822
Bank Number: HRSDC PPU 055

Common System for Grants and Contributions (CSGC) for Employment Programs (CFO)
Description: The CSGC initiative (system) is a cross-branch development project that provides HRSDC and Service Canada with a single Web-based Intranet tool supporting all grants and contribution programs. The CSGC contains a series of business rules, edits, and validations based on Treasury Board policy and guidelines as well as HRSDC's and Service Canada's program and financial policies. Personal information elements contained in the CSGC: client's name, mailing address, home telephone number, language, date of birth, education, SIN, previous experience, gender, marital status, employment history, training, wages, and other sources of income.
Class of Individuals: Individuals who are eligible for EI benefits and other CRF funded program who agree to participate in the programs, persons with disabilities, Opportunities Fund, Aboriginals, EI claimants.
Purpose: To administer the Grants and Contributions and to ensure that the technical business requirements are addressed. To facilitate the administration of all grants and contributions, including a grant or contribution project life cycle and client information, in addition to any necessary reporting activities. The CSGC is used to store project and an applicant's personal information, and serves as a tool to administer grant and contribution projects and client interventions. The CSGC is also used for case management of Youth programs, including the verification of SIN with Employment Insurance database to establish eligibility.
Consistent Uses: As in-person services are delivered by Service Canada and as the CSGC initiative is used by both HRSDC and Service Canada, information under the administration of HRSDC may be shared with Service Canada for program delivery, internal audit, and/or evaluation purposes. As the use of the SIN is program-specific, all programs that use the CSGC initiative are authorized users of the SIN.
Retention and Disposal Standards: Disposition to be decided. No record can be disposed of and must be retained in its entirety.
RDA Number: Under development.
Related Record Number: HRSDC CFO 252
TBS Registration: 006226
Bank Number: HRSDC PPU 298

Departmental Accounts Receivable System (DARS) (CFO)
Description: This bank is a computerized record of accounts receivable other than Old Age Security. Each record contains the name, address, age, gender, SIN, and preferred language of the debtor along with information relating to the reason for the amount and the repayment method.
Class of Individuals: All individuals, or organizations who have an EI and/or Unemployment Insurance overpayment and /or penalty; a Training Allowance Groundfish Strategy, Canada Pension Plan, Operation and Maintenance, Grant and Contribution and/or Training program overpayment; and/or a defaulted student loan or Labour program receivables and federal employees for job related employment (including the accrued interest, where applicable) under an HRSDC or Service Canada program with the exception of OAS.
Purpose: To facilitate the management and collection of accounts receivable in compliance with TB directives, Public Accounts of Canada and with various directives from the Auditor General of Canada and the Receiver General for Canada.
Consistent Uses: To report accounts receivable in the Public Accounts of Canada. DARS is linked to PWGSC for certain key elements in order to deposit payments received from clients to DARS and to review the copied image related to cheques and statement of accounts in PWGSC database with regards to recovery activities. It is matched with the Report on Hirings (HRSDC PPU 210), the individual income tax return (RCT PPU 005), the Employment Insurance Databank (EID) (HRSDC PPU 501), Canada Student Loans (Full Time and Part Time) – Computer Loans Master File (HRSDC PPU 030), and Canada Pension Plan – Retirement Disability, Survivors and Death Benefits (individual) (HRSDC PPU 146) to trace the debtors and recover the account receivable. It may also be provided to private sector research companies for planning statistics, research and evaluations. Information may also be made available to the Department of Justice and/or Provincial Courts for the recovery of the EI Court Fines.
Retention and Disposal Standards: Paper records are kept for 6 years; records on electronic files are retained for 3 years after full recovery.
RDA Number: 99/004
Related Record Number: HRSDC PPCA 227
TBS Registration: 005823
Bank Number: HRSDC PPU 164

Loss of Money – Debtors 2000 (CFO)
Description: This database contains information concerning recovery of monies from individuals who were investigated by the RCMP for alleged fraud against the OAS and/or CPP. Information is maintained on a monthly basis detailing the amounts repaid and method used to recover overpayments.
Class of Individuals: Individuals who were investigated by the RCMP for suspected fraud against the OAS and/or CPP and clients whose accounts were affected.
Purpose: To record the progress and result of cases investigated by the RCMP.
Consistent Uses: The information is used in tracking repayments and outstanding overpayments for cases of fraud and abuse against the OAS and CPP.
Retention and Disposal Standards: Information is retained for the duration of the recovery period and then transferred to Library and Archives Canada.
RDA Number: 95/019
Related Record Number: HRSDC OPS 192
TBS Registration: 004459
Bank Number: HRSDC PPU 031

Security (CFO)
Description: The investigations unit of the Departmental Security Office (DSO) investigates employees of Service Canada primarily and employees of Human Resources and Social Development (HRSDC) where there is a suspected incident of individual or group wrongdoing, identity theft, security breaches. During the investigation, personal information such as an employee's name, position, Personal Record Identifier (PRI), home and work mailing address, work and home telephone numbers, cell phone numbers, job title, marital status, and financial records including any other personal information related to the suspected wrongdoing may be collected. Victims of identity theft have personal information that is on departmental databanks and that is on the falsely created identification collected.
Class of Individuals: Full and part-time employees of the Service Canada, as well as students, consultants, and contractors who have been hired by the Service Canada. Victims of identity theft that is related to Service Canada benefit programs.
Purpose: This information is used during the conduct an investigation to determine if any employee of HRSDC or Service Canada has committed any wrongdoing. This includes the investigation of possible cases of fraud, theft, breach of trust, etc. The investigation could reveal that the suspected wrongdoing is either of an administrative or criminal nature. Once the incident has been determined to be well-founded and, if it is of an administrative nature, it is handled internally through the appropriate policy area (e.g., the Policy on the Prevention and Resolution of Harassment in the Workplace, the Policy on the Internal Disclosure of Information Concerning Wrongdoing in the Workplace, and the Values and Ethics Code for the Public Service of Canada). If the wrongdoing is considered a possible offence under the Criminal Code of Canada, Service Canada transfers the file to the appropriate police authority (e.g., RCMP, local and/or provincial police, and possibly external police agencies that fall outside Canadian jurisdiction). In the cases of identity theft, this information is used to determine evidence against individuals responsible for creating false identities and assist the victims in re-secure their identity.
Consistent Uses: If the suspected wrongdoing is considered an offence under the Criminal Code of Canada, the Service Canada transfers the file to the appropriate police authority (e.g., Royal Canadian Mounted Police, local and/or provincial police, and possible external police agencies that fall outside Canadian jurisdiction). In order to conduct a thorough investigation, information may be disclosed to third parties such as other government institutions, former employers, financial institutions, etc. The information may also be aggregated and used for audit and statistical purposes. For purposes of the investigation, information may be shared between Service Canada and HRSDC.
Retention and Disposal Standards: For investigations of an administrative nature, the retention periods of the appropriate policy area should be applied.
RDA Number: 98/005
Related Record Number: HRSDC CFO 253
TBS Registration: 006227
Bank Number: HRSDC PPU 065

Human Resources Services Branch (HRSB)

Human Resources Services

Labour Program Branch (LAB)

Canada Labour Code Part II – Occupational Health and Safety (LAB)
Description: Information contained in this bank includes reports records dealing with health and safety matters in the workplace. The files contain information obtained during the course of an investigation, inspection or counselling activity.
Class of Individuals: Employees, employers and unions subject to federal jurisdiction.
Purpose: Record, enquire into and resolve various issues in connection with the application of the Canada Labour Code Part II (Occupational Health and Safety).
Consistent Uses: To determine if a violation exists under the Canada Labour Code, if the violation can be resolved between the parties, or if legal action is necessary. The information is used for statistical, planning and audit purposes. It may be used to provide information collected to a third party for the purpose of policy analysis, research and evaluation. It may also be provided to a third party for translation and transcribing purposes. The information may also be disclosed for the administration of a program or an activity of HRSDC.
Retention and Disposal Standards: Records are retained for 10 years and then transferred to Library and Archives Canada.
RDA Number: 69/131
Related Record Number: HRSDC LAB 240
TBS Registration: 003326
Bank Number: HRSDC PPU 024

Canada Labour Code Part III – Labour Standards (LAB)
Description: Information contained in this bank includes reports and records dealing with labour standards in the workplace. The files contain information gathered during an investigation, inspection or counselling activity.
Class of Individuals: Employees, employers and unions subject to federal jurisdiction.
Purpose: Record, enquire into and resolve various issues in connection with the application of the Canada Labour Code Part III (Labour Standards).
Consistent Uses: To determine if a violation exists under the Canada Labour Code, if the violation can be resolved between the parties, or if legal action is necessary. The information is used for statistical, planning and audit purposes. It may be used to provide information collected to a third party for the purpose of policy analysis, research and evaluation. It may also be provided to a third party for translation and transcribing purposes. The information may also be disclosed for the administration of a program or an activity of HRSDC or SDC.
Retention and Disposal Standards: Records are retained for two years after settlement of complaint and then destroyed.
RDA Number: 69/135, Amendment no. 4
Related Record Number: HRSDC LAB 180
TBS Registration: 000445
Bank Number: HRSDC PPU 006

Conciliation Commissioner/Board Members Files (LAB)
Description: Information contained in this file includes names, addresses of non‑governmental persons who have either acted for Dispute Resolution Services, Federal Mediation and Conciliation Service (FMCS) in the role of conciliation commissioners and board chairpersons, or who possess the required experience and qualifications to undertake third party work. In some cases, the files contain curricula vitae relating to the person's involvement in industrial disputes at the provincial level, or in respect of the service.
Class of Individuals: Canadian citizens.
Purpose: To maintain a list of qualified persons. To assist FMCS in recommending suitable persons to act as conciliation commissioners and board chairpersons in reaching settlements of collective bargaining disputes, pursuant to the jurisdiction of the Canada Labour Code, Part I.
Consistent Uses: None.
Retention and Disposal Standards: Records are destroyed two years after a person advises the Director General, FMCS that they no longer wish to be considered for the position of Conciliation Commissioner or Conciliation Board Chairperson.
RDA Number: 70/004, Amendment no. 1
Related Record Number: HRSDC LAB 040
TBS Registration: 000451
Bank Number: HRSDC PPU 036

Federal Mediation and Conciliation Service -Client Access Management System (LAB)
Description: Information contained in the automated file includes names, addresses, telephone and facsimile information for dispute resolution professionals and persons who have been the recipients of FMCS services.
Class of Individuals: Canadian citizens.
Purpose: To maintain an up-to-date mailing list. Mailing list. Portions of the list may be provided to a third party for the purpose of policy analysis, research and evaluation.
Consistent Uses: None
Retention and Disposal Standards: Disposition under review. No record can be disposed of and must be retained in its entirety.
RDA Number: Under development.
Related Record Number: HRSDC LAB 145
TBS Registration: 005225
Bank Number: HRSDC PPU 050

Government Employees Compensation -Compensation Claim Files (LAB)
Description: Information contained in this bank includes reports of accidents, claims for compensation, supporting medical documents, correspondence and records of monies paid.
Class of Individuals: Federal government employees and seamen employed on vessels registered in Canada. Suitable proof of identification will be required from those requesting access.
Purpose: To record all claims for compensation under the Government Employees' Compensation Act and the Merchant Seamen Compensation Act.
Consistent Uses: To establish validity of claims and to determine claimants' monetary entitlement.
Retention and Disposal Standards: Files are retained for 5 years after merchant seamen claims settled and 3 years after federal government employees' claims are settled; the complete paper files are microfilmed and then the paper files are destroyed. Microfilms are retained for 100 years and then destroyed.
RDA Number: 69/089, Amendment no. 1
Related Record Number: HRSDC LAB 235
TBS Registration: 000450
Bank Number: HRSDC PPU 032

Government Employees Compensation – Inmates Injury Compensation (LAB)
Description: Information contained in this bank includes accident reports, claims for compensation, supporting medical documents, correspondence and records of sums of money paid.
Class of Individuals: Inmates and former inmates of federal penitentiaries. Proof of identification to consult the files may be required before access is granted.
Purpose: To establish the validity of claims and determine inmates' monetary entitlement. To record all claims under the Correctional System and Conditional Release Regulations.
Consistent Uses: None.
Retention and Disposal Standards: Files are retained for 5 years after settlement of the claim; the complete paper files are microfilmed and then the paper files are destroyed. Microfilms are retained for 100 years and then destroyed.
RDA Number: 84/013
Related Record Number: HRSDC LAB 235
TBS Registration: 000449
Bank Number: HRSDC PPU 026

International Labour Organization – Conference (LAB)
Description: Information contained in this bank includes recommendations for payment, claims, invoices, contracts, transportation costs or tickets, hotel bills, hospitality claims and correspondence related to their costs, copies of cheque requisitions, proof of claims, journal vouchers with regard to salary changes, and standing advances.
Class of Individuals: Canadian citizens residing in Canada.
Purpose: To record all sums of money (accounts payable) to an individual attending an International Labour Organization conference.
Consistent Uses: None.
Retention and Disposal Standards: Records are retained for 6 fiscal years and then destroyed.
RDA Number: 99/004
Related Record Number: HRSDC LAB 120
TBS Registration: 000455
Bank Number: HRSDC PPU 064

Laboratory Recording and Reporting System (LAB)
Description: The Laboratory Recording and Reporting System is a multifunction database for recording investigations of occupational health and safety. The information holdings include employers, employer work sites, chemical exposure levels, industry sectors, work functions and an array of instruments used to conduct safety investigations. The names, telephone numbers and work addresses of active and retired Labour Program Inspectors are contained within the database. The database contains laboratory reports of chemical analyses conducted for workers within the federal jurisdiction of labour. The database contains calibration records for field deployable instruments that have been maintained by the Industrial Hygiene Laboratory on behalf of the Labour Program and external partners such as Transport Canada.
Class of Individuals: Individuals identified in the data bank are inspectors and officials employed for the delivery of occupational heath and safety. Employers within the federal jurisdiction of labour are identified, as are their worksites across Canada. Employees are not identified by name; however work functions are identified for worksites, example, sweeper within a grain elevator, bank teller, stevedore, etc.
Purpose: The database has a single focus, to assist in identifying unhealthy worksites and chemical dangers for the purpose of occupational heath and safety. The information bank is the record of occupational health and safety inspections by Labour Program and Human Resources and Social Development Canada in the investigations into worker exposures for hazardous physical and chemical substances. The database identifies worker exposures to asbestos fibres, benzene, solvents and a variety of other workplace substances The Industrial Hygiene Laboratory Information holdings go back to 1979-1980. Electronic information exists from 1984 until the present.
Consistent Uses: The information may be used for statistical purposes. The information may also be shared with provincial workers' compensation boards.
Retention and Disposal Standards: Disposition under review. No record can be disposed of and must be retained in its entirety. Occupational diseases are often slow to be identified, retention of the data is important for many years.
RDA Number: Under development.
Related Record Number: HRSDC LAB 240
TBS Registration: 005123
Bank Number: HRSDC PPU 051

Labour Adjustment Benefits Claim File Local Office (LAB)
Description: May contain summary employment data for up to 35 years, proof of age, notification of qualification and non‑qualification, correspondence regarding overpayments, entitlement information on certification and other related matters. The bank may also record the weekly payments, deductions, date on which the person will be 65 years old, and any information concerning interviews held with HRSDC staff.
Class of Individuals: Individuals claiming labour adjustment benefits.
Purpose: The administration of the Labour Adjustment Benefits Program.
Consistent Uses: Information may be shared with the Labour Adjustment Review Board, and with the RCMP in cases of fraud. It may also be used within HRSDC and by private sector research firms for statistical, planning, internal audit, research and evaluation purposes.
Retention and Disposal Standards: Disposition under review. No record can be disposed of and must be retained in its entirety.
RDA Number: Under development.
Related Record Number: HRSDC LAB 185
TBS Registration: 002368
Bank Number: HRSDC PPU 220

Non-smokers' Health Act (LAB)
Description: Information contained in this bank includes reports and records dealing with matters related to the application of the Non-smokers' Health Act in workplaces under federal jurisdiction. The files contain information obtained during the course of inspections, investigations, counselling/promotion activities and/or the service of a ticket or prosecutions.
Class of Individuals: Employees and employers under federal jurisdiction as well as members of the public in workplaces under federal jurisdiction.
Purpose: Record, enquire into and resolve various issues in connection with the application of the Non-smokers' Health Act.
Consistent Uses: To determine if a violation exists under the Non-smokers' Health Act, if the violation can be resolved by the employer, or if legal action is necessary. The information is used for statistical and planning purposes.
Retention and Disposal Standards: Disposition under review. No record can be disposed of and must be retained in its entirety.
RDA Number: Under development.
Related Record Number: HRSDC LAB 041
TBS Registration: 005275
Bank Number: HRSDC PPU 098

Unjust Dismissal Adjudicators, Grievance Arbitrators and Wage Recovery Referees (LAB)
Description: Information contained in this bank includes names, addresses, curricula vitae of the individuals available for Ministerial Appointment of unjust dismissal adjudicators, grievance arbitrators and wage recovery referees.
Class of Individuals: Canadian citizens.
Purpose: To assist FMCS in recommending suitable persons to act as grievance arbitrators unjust dismissal adjudicators, and wage recovery referees pursuant to the Canada Labour Code, Part I and Part III.
Consistent Uses: To maintain a list of qualified persons.
Retention and Disposal Standards: Disposition under review. No record can be disposed of and must be retained in its entirety.
RDA Number: Under development.
Related Record Number: HRSDC LAB 180
TBS Registration: 000452
Bank Number: HRSDC PPU 041

Workplace Information Directorate – Information Services Database (LAB)
|Description: Information contained in this bank includes names, addresses and/or telephone numbers and/or e-mail addresses of clients of the Strategic Policy Analysis and Workplace Information Directorate's information service.
Class of Individuals: Human resources and industrial relations practitioners and the general public in Canada and abroad.
Purpose: To record client information for response and follow-up. To receive and respond to requests for information on collective bargaining and industrial relations.
Consistent Uses: None.
Retention and Disposal Standards: No record can be disposed of and must be retained in its entirety.
RDA Number: Under development.
Related Record Number: HRSDC LAB 145
TBS Registration: 005227
Bank Number: HRSDC PPU 059

Workplace Information Directorate – Marketing Database (LAB)
Description: Information contained in this bank includes names and e-mail addresses of subscribers/users of the Workplace Bulletin subscribers.
Class of Individuals: Human resources and industrial relations practitioners in Canada and abroad.
Purpose: To maintain subscriber information for product delivery and follow-up purposes.
Consistent Uses: None.
Retention and Disposal Standards: Disposition under review. No record can be disposed of and must be retained in its entirety.
RDA Number: Under development.
Related Record Number: HRSDC LAB 145
TBS Registration: 005226
Bank Number: HRSDC PPU 060

Learning Branch (NDP)

Canada Education Savings Program (NDP)
Description: This data bank contains information on Registered Education Savings Plans (RESPs), including first and last names, Social Insurance Numbers (SINs), addresses, dates of birth, and sex for RESP beneficiaries, their Primary Caregiver and RESP contributors. It also includes financial information related to RESPs, the financial institution Business Number, personal and financial information provided by the Canada Revenue Agency (CRA) and CESG/CLB/Alberta Centennial Education Savings Grant (Alberta Grant) processing information. The data bank uses the beneficiary SIN as the primary identification field. The beneficiary's SIN is collected under the authority of Canada Education Savings Act.
Class of Individuals: Individuals identified in this data bank are contributors (subscribers) to or beneficiaries of Registered Education Savings Plans as well as beneficiaries' primary caregivers (PCG). Beneficiaries aged 0-17 are eligible for CESG and the Alberta Grant based upon contributions made to RESPs. Beneficiaries are also eligible for the CLB if a National Child Benefit Supplement or a special allowance under the Children's Special Allowance Act is payable in their respect.
Purpose: The information in this data bank is used for the administrative purpose of processing requests for the Canada Education Savings Grant, the Canada Learning Bond and the Alberta Grant. This data bank maintains information on CESG/CLB/Alberta Grant beneficiary accounts, based upon transactions sent to HRSDC from the Canada Revenue Agency (CRA), banks, mutual fund companies and educational trust funds. This data bank is used to account for all amounts of the CESG, CLB, Alberta Grant paid for beneficiaries. A validation is performed on all transactions to determine grant eligibility.
Consistent Uses: This data bank is used for program management, evaluation and policy analysis purposes, including program monitoring, conducting socio-economic analyses and forecasting statutory payments of CESG, CLB and Alberta Grant. The beneficiary's SIN is validated with the Social Insurance Number Registration data bank (number SDC PPU 390) to determine grant eligibility. The personal information in this data bank may be disclosed to the Canada Revenue Agency for RESP registration and to determine the CESG rate the beneficiary is eligible to receive. The information may also be disclosed to Statistics Canada for program evaluation purposes under the same legislative authority.
Retention and Disposal Standards: Disposition under review. No record can be disposed of and must be retained in its entirety.
RDA Number: Under development.
Related Record Number: HRSDC NDP 005
TBS Registration: 005100
Bank Number: HRSDC PPU 506

Canada Student Loans (Full Time and Part‑Time) -- Computer Loans Master File (NDP)
Description: This bank includes information about individuals who have borrowed money through the Canada Student Loans Program. Data includes individual loan documentation, social insurance number, name, date of birth, sex, correspondence and detailed information on personal financial circumstances related to the borrower, including a borrower's repayment information. May also contain information regarding potential infractions and other related matters. The Social Insurance Number Registration may be used to verify the applicant's name, social insurance number, date of birth and sex. This databank also includes information on borrowers who applied for Interest Relief and Debt Reduction in Repayment and includes data on their family size, gross family income, monthly Canada student loan payment amounts and the date and duration of Interest Relief and the date and approved amounts of reductions in principal of a student loan. In addition, information related to claims paid as a result of a student being in arrears on their loan payments on the guaranteed loans portfolio and for loans returned to the government on the direct loans portfolio (Loans issued after August 2000) of the Canada Student Loans Program. Information on claims paid as a result of a student's death or disability are also included in this databank. The information is copied from the following databanks: the data files exclusive to student loans of the Departmental Accounts Receivable System (DARS) from the Department of Human Resources and Social Development; Student loans and grants application and assessment information, as processed by participating provincial/territorial governments on behalf of HRSDC. All personal identifiers are masked and are only unmasked through limited and approved procedures for specific projects, e.g. to conduct a survey of clients. Individuals seeking access to this information bank must provide name, social insurance number and date of birth, and may only access their own records.
Class of Individuals: Individuals with Canadian citizenship or landed immigrant status or protected person at the time of loan authorization.
Purpose: To monitor loan disbursements and repayments to enable interest subsidies to be paid; to provide a legal basis for collecting debts due the Crown, and to monitor activity on a defaulted borrower's account; and for evaluation, research and policy analysis of various socio-demographic characteristics of specified cohorts of CSLP clientele to produce forecasting reports; interest relief and debt reduction analysis; needs assessment of loan applicants analysis and default and recovery analysis. In addition, the bank maintains information on the history of student loan and grant recipients in a form useful for research, evaluation and policy analysis. It is used for the research and for the evaluation of students' financial needs, loans and grants disbursed, in-study interest subsidy benefits, debt management measures, and to elaborate or modify policies related to the program.
Consistent Uses: Information may be shared for the purposes of administering the Canada Student Loans Program; information may also be shared with provinces/territories and other third parties for program delivery, statistics, planning, internal audit, research and evaluation.
Retention and Disposal Standards: Records are retained for a minimum of 10 years and a maximum of 60 years and then destroyed.
RDA Number: 83/025
Related Record Number: HRSDC NDP 042
TBS Registration: 000485
Bank Number: HRSDC PPU 030

Income Security and Social Development Branch (ISSDB)

Inter-Country Adoption – Case Files (ISSDB)
Description: Contains confidential information relating to the international adoption of children, i.e., personal information about the prospective parents (may include employment and income, police statement, home study, etc.) and about the child (birth date, birth place, social and medical history, etc.); correspondence between provinces, the federal government, and foreign governments and institutions.
Class of Individuals: Parents wishing to adopt children from other countries and children available for adoption.
Purpose: To facilitate the international adoption process.
Consistent Uses: Information is used by HRSDC for the sole purpose of conducting business between provincial/territorial adoption authorities and foreign authorities.
Retention and Disposal Standards: Retained for 2 years after the adoption order is received and then destroyed.
RDA Number: 93/040
Related Record Number: HRSDC ISSDB 160
TBS Registration: 003490
Bank Number: HRSDC PPU 218

Opportunities Fund for Persons with Disabilities (ISSDB)
Description: Participant and agreement holder information relating to the Opportunities Fund (OF) for Persons with Disabilities, which is an employment program to help persons with disabilities to prepare for and obtain employment or self-employment. Personal information collected may include, mailing address, telephone number, gender, marital status, SIN, education, self-identification of permanent physical or mental disability, as well as information on the services they have used. This information is under the administration of HRSDC.
Note: "Eligible participant" means a person with a disability who is unemployed, legally entitled to work in Canada, requires assistance to prepare for or obtain employment or become self-employed. An individual must self-identify as having a permanent physical or mental disability.
Class of Individuals: Individuals and individuals representing organizations that have applied to and/or are under agreement to assist in the delivery of or participate in Opportunities Fund services.
Purpose: This information is used to administer and monitor the effectiveness of the Opportunities Fund through evaluation activities, as well as maintaining information about individuals and organizations who have applied to and/or are under agreement to help deliver or participate in Opportunities Fund services.
Consistent Uses: As in-person services are delivered by HRSDC and/or Service Canada, HRSDC collects the participant and contractor information to administer the Consolidated Revenue Fund program. Human Resources and Social Development Canada uses the information for program accountability and evaluation purposes. The information may also be shared with other HRSDC branches for statistical, planning, research, internal audit, and evaluation purposes. As per the Treasury Board Secretariat policy on the Use of the Social Insurance Number, the Opportunities Fund is an authorized user of the SIN.
Retention and Disposal Standards: Disposition to be decided. No Record can be disposed of and must be retained in its entirety.
RDA Number: Under development.
Related Record Number: HRSDC ISSDB 195 and ISSDB SDS 395
TBS Registration: 006232
Bank Number: HRSDC PPU 300

Strategic Policy and Research Branch (SPRB)

Canada Out Of Employment Panel (COEP) Databank (SPRB)
Description: This bank contains information on individuals who are out of employment following a job separation and, in particular, UI/EI clients. The information is obtained through a survey called the Canada Out of Employment Panel (COEP) conducted by Statistics Canada or through a private contracted survey company. The survey is designed to collect a range of information for each respondent, including demographics, employment history, job search activity, training activity, the collection of UI/EI benefits and changes in household income and consumption. COEP was designed in 1996 to provide research data on out of employment Canadians prior to and following, the 1996 changes to the EI Act.
Note: Formerly Strategic Policy and Planning Branch.
Class of Individuals: Survey participants are randomly selected from among those who had a job separation roughly one year before the first set of survey interviews. There is a second set of survey follow-up interviews nine months after the first set of interviews. This includes both those who claimed UI/EI benefits and those who did not claim UI/EI. Only those participants who gave their informed consent to the survey and to sharing their survey data with HRSDC are included in the databank.
Purpose: The purpose of the bank is to provide and maintain timely and detailed individual and household-level data on job-leavers. The information permits the monitoring and evaluation of how individuals, communities and the economy have adjusted to unemployment and to changes in the EI system. The data are also used to meet the yearly requirements of the Monitoring and Assessment Report to Parliament.
Consistent Uses: The databank is collected and maintained to provide data for EI and labour market evaluation purposes.
Retention and Disposal Standards: Survey results at HRSDC will be kept for 10 years. Information at Statistics Canada is kept in accordance with their retention and disposition policy.
RDA Number: 2002/005
Related Record Number: HRSDC SPRB 630
TBS Registration: 005001
Bank Number: HRSDC PPU 229

Employment Insurance Databank (EID) (SPRB)
Description: This bank may contain the following information on clients applying to and/or participating in EI programs operated or funded by HRSDC: Client's Social Insurance Number, gender, date of birth, name of the person, detailed information on periods of employment and unemployment, eligibility for employment insurance, training courses taken and other employment services received. The information is extracted from the following banks: The Record of Employment bank (HRSDC PPU 385);The Benefit and Overpayment Master File bank (HRSDC PPU 180); The Employment Benefits and Support Measures bank (HRSDC PPU 293); The Employment Programs and Services bank (HRSDC PPU 071); Social Insurance Number Registration bank (SDC PPU 390); Common System for Grants and Contributions (HRSDC PPU 298).
Class of Individuals: Individuals having experienced a job loss, applied for EI or participated in HRSDC Employment programs, administered by HRSDC or third parties, and HRSDC funded services administered by Provincial/Territorial Governments under Labour Market Development Agreements.
Purpose: The purpose of the bank is to maintain information on the work history of EI claimants in a form useful for research and analysis. It is used for the research and for the evaluation of employment and income support programs and to elaborate or modify policies related to these programs. The bank is used exclusively for policy formulation, research and evaluation purposes and cannot be used for any administrative purpose. All personal identifiers are masked and are only unmasked through limited and approved procedures for specific projects, e.g., to conduct a survey of clients.
Consistent Uses: Consistent Uses for some information include it being used by HRSDC, Provincial Government Departments and third parties administering programs where data sharing agreements are in place to conduct research into the labour force, labour market, income support and other related fields. Information may be provided to academics, research groups or private sector firms under specific contract to the Department, or to other government or contracted agencies under terms of Memoranda of Understanding, for policy formulation, planning, statistics, research and evaluations.
Retention and Disposal Standards: Records are retained for 25 years in order to undertake longitudinal analyses and studies.
RDA Number: 2002/005
Related Record Number: HRSDC SPRB 705
TBS Registration:005002
Bank Number: HRSDC PPU 501

Social Assistance Recipients (SPRB)
Description: This bank contains monthly data on provincial social assistance recipients. Included are data describing the basic characteristics of the applicants, i.e., age, sex, family status, number of dependants, as well as case‑related information such as total benefit and other sources of income.
Class of Individuals: Individuals who receive or have recently received social assistance benefits under provincial laws.
Purpose: Information is used for carrying out studies, analysis and evaluations to ensure that federal labour market, labour market related, income support policies and programs are developed and implemented in a manner consistent with national economic and social goals.
Consistent Uses: The information may be provided to private sector research firms under contract to HRSDC for the purposes of statistics, research and evaluation. Information may be provided to academics, research groups or private sector firms under specific contract to the Department, or to other governments or contracted agencies under terms of Memoranda of Understanding, for policy formulation, planning, statistics, research and evaluation.
Retention and Disposal Standards: The data will be kept for 25 years or until the end of the agreements with the provinces.
RDA Number: 2002/005.
Related Record Number: HRSDC SPRB 650
TBS Registration: 002398
Bank Number: HRSDC PPU 383

Skills and Employment Branch (SEB)

Seasonal Agriculture Workers Program
Description:Foreign worker and employer information such as name, address, Canada Revenue Agency business number, telephone number, type of business, occupation; and number of employees, salaries offered, and other relevant information. Persons seeking access should provide their approximate dates of employment and the name and location of the employer.
Note: Formerly Caribbean Mexican Seasonal Agriculture Workers.
Class of Individuals: Persons temporarily in Canada under the Commonwealth Caribbean or the Mexican Seasonal Agricultural Workers Program who are employed as seasonal labourers in the agricultural sector.
Purpose: Record information on persons temporarily in Canada as seasonal workers in the agricultural sector and to identify employers participating in either the Commonwealth Caribbean or the Mexican Seasonal Agricultural Workers Program.
Consistent Uses: Information is used by Human Resources and Social Development Canada and may be shared for the purposes of program delivery, statistics, planning, research, internal audit and evaluation.
Retention and Disposal Standards: Records before January 1, 1992 were retained for 2 years after the last action and then destroyed. Disposition is under review for records after December 31, 1991 and no record can be disposed of and must be retained in its entirety.
RDA Number: 91/011, amendment no. 1 for records before January 1,1992. RDA for records after December 31,1991 is under review.
Related Record Number: HRSDC SEB 385
TBS Registration: 001999
Bank Number: HRSDC PPU 110

Foreign Worker Program (SEB)
Description: Foreign worker and employer information such as name, address, Canada Revenue Agency business number, telephone number, type of business, occupation; and number of employees, salaries offered, and other relevant information.
Note: Formerly Workplace and Skills Branch.
Class of Individuals: Employers in Canada seeking a temporary foreign worker in specific occupational groups or interested in supporting permanent immigration of a foreign worker.
Purpose: To provide a labour market opinion (confirmation) or an arranged employment opinion on an offer of employment to a foreign worker.
Consistent Uses: Information is used by HRSDC and may be shared with appropriate federal-provincial-territorial organizations for the purposes of program delivery. As an example, information is shared on an ongoing basis with Citizenship and Immigration Canada for program purposes. The information may also be used for statistics, planning, research evaluation and/or policy analysis.
Retention and Disposal Standards: Records before January 1, 1992 are retained for 5 years after the last action and then destroyed. Disposition is under review for records after December 31, 1991 and no record can be disposed of and must be retained in its entirety.
RDA Number: 91/011, amendment no. 1 for records before January 1, 1992. RDA for records after December 31,1991 should be issued in 2006
Related Record Number: HRSDC SEB 385
TBS Registration: 003127
Bank Number: HRSDC PPU 440

Government Annuities (SEB)
Description: Contains the annuitant's contract number, name, SIN, sex, date of birth, beneficiary, address, records of employment with group policy holders, bank account number as well as premiums, annuity purchased or being paid, contract terms and conditions and taxation information. The bank may be accessed by use of a contract number if it is known.
Class of Individuals: People who bought government annuity as private individuals or through pension fund contributions.
Purpose: To administer annuity contracts.
Consistent Uses: The information is shared for administrative purposes with Public Works and Government Services Canada. It is also shared with Canada Revenue Agency – Taxation and Revenu Québec. It may also be provided to private sector research firms for planning, statistics, research, and evaluation.
Retention and Disposal Standards: Files are destroyed 5 years after all benefits from the annuities have been paid.
RDA Number: 69/115
Related Record Number: HRSDC SEB 545
TBS Registration: 002395
Bank Number: HRSDC PPU 395

List of Chairpersons and Members of Boards of Referees (SEB)
Description: Contains names, addresses, experience and work histories.
Class of Individuals: Chairpersons, members of Boards of Referees.
Purpose: To maintain a list of chairpersons and members of Boards of Referees who hear appeals against Commission decisions to deny employment insurance benefits.
Consistent Uses: May be used for planning, statistics, and research purposes.
Retention and Disposal Standards: Disposition under review. No record can be disposed of and must be retained in its entirety.
RDA Number: Under development.
Related Record Number: HRSDC PASRB 036
TBS Registration: 002364
Bank Number: HRSDC PPU 195

Service Canada

Citizen Service Branch (CSB)

Additional Labour Market Initiatives (CSB)
Description: Participant and contractor information relating to Work-Sharing, Enabling Fund for the Official Language Minority Communities, and the Apprenticeship Incentive Grant (AIG). Participant information may include name, address, gender, marital status, Social Insurance Number, education, etc.
Note: Replaces HRSDC PPU 296.
Class of Individuals: Clients who have participated in the programs listed above and persons and legal parties contracted under agreement to assist in the delivery of those programs listed above.
Purpose: To retain information on and monitor clients and effectiveness of the above-mentioned programs.
Consistent Uses: Client and agreement information is used by HRSDC for program accountability and evaluation purposes and may be shared with other HRSDC branches for statistical, planning, research, internal audit and evaluation. The participant and contractor information finance by Tresor and EI Part I funded programs is shared only with other internal branches for accountability/evaluation purposes.
Retention and Disposal Standards: Disposition under review. No record can be disposed of and must be retained in its entirety.
RDA Number: Under development.
Related Record Number: HRSDC CCSB 007
TBS Registration: 004468
Bank Number: HRSDC PPU 296

Employment Benefits, Support Measures and Other Programs (CSB)
Description: Information relating to the Employment benefits (Targeted Wage Subsidies, Self‑Employment, Job Creation Partnerships, Skills Development, Targeted Earning Supplement (Supplément de retour au travail – Quebec only) and Support Measures (Employment Assistance Services, Labour Market Partnerships, Research and Innovation) programs administered directly by Service Canada (in Ontario, Newfoundland and Labrador, Nova Scotia, Prince Edward Island, British Columbia and Yukon), or similar provincial/territorial programs under the Transfer Labour Market Development Agreements (New Brunswick, Quebec, Manitoba, Saskatchewan, Alberta, Northwest Territories, and Nunavut) A transfer LMDA has been negotiated with Ontario. Information also relating to Aboriginal Human Resources Development Agreements and to Youth Programs (Career Focus, Skills Links–Individual Skills Enhancement and Summer Work Experience). Participant information is available and may include information such as name, address, gender, marital status, number of dependants, and social insurance number. Data and information gathered for the EBSMs are maintained in a secure manner.
Class of Individuals: Employment benefits are available to individuals who are eligible participants as defined in Section 58 of the Employment Insurance Act for whom a benefit period has been established; whose EI benefit period ended within the last 36 months; or who are re-entering the labour force after having left it to care for newborn or newly adopted children. These individuals must have a benefit period that began within the last 60 months during which they were paid maternity or parental benefits. Support Measures as identified above are designed to assist unemployed Canadians, including those clients who are not eligible for Employment benefits. This may include individuals in need of assistance or legal parties contracted under agreement to assist in the delivery of those support measures listed above. Individuals between 15 and 30 years of age who are eligible to participate in the above-named Youth programs as per the terms and conditions.
Purpose: To monitor the effectiveness of the above‑mentioned programs.
Consistent Uses: Information may be shared for the purposes of program delivery, statistics, planning, research, internal audit and/or evaluation. Information is disclosed to Canada Revenue Agency for purpose of Income Tax Act. With the exception of the Employment Services component of Skills Link, youth program participants must not be in receipt of Employment Insurance benefits, therefore the applicant's SIN Number is matched with EI information to confirm that he/she is not in receipt of this benefit. In order to conduct the evaluation activities, the SIN is used to link employment and income information from HRSDC and other sources (e.g. Canada Revenue Agency for income level) with Youth Program participant data.
Retention and Disposal Standards: Disposition under review. No record can be disposed of and must be retained in its entirety.
RDA Number: Under development.
Related Record Number: HRSDC CCSB 003
TBS Registration: 004158
Bank Number: HRSDC PPU 293

Temporary Fisheries Income Programs (CSB)
Description: Information includes age, education, employment history, wages and other sources of income, training, mobility and benefit rates gathered through application to the Temporary Fisheries Income Program.
Class of Individuals: Fishers and plant workers who have been affected by the closure of the three cod fishing stocks and crab fishery in the Gulf of St. Lawrence. Now in close-out.
Purpose: To assist in monitoring and reviewing the above-mentioned cost-shared program. This program provided income support to clients who have been affected because of declining fish stocks in the Atlantic fishery.
Consistent Uses: Information is used by Service Canada and may be shared for the purposes of program delivery, statistics, planning, research, internal audit and evaluation.
Retention and Disposal Standards: Disposition under review. No record can be disposed of and must be retained in its entirety.
RDA Number: Under development.
Related Record Number: HRSDC CCSB 007
TBS Registration: 004169
Bank Number: HRSDC PPU 012

Integrity Services Branch (ISB)

Automated Earnings Reporting System (AERS) (ISB)
Description: This is an early intervention detection program in which participating Canadian organizations and businesses submit payroll data to HRSDC which is matched against the EI Claim file.
Class of Individuals: EI claimants.
Purpose: To administer the Act, to detect possible fraud and abuse of the EI program.
Consistent Uses: Information used for the Investigation and Control Case Management System (ICCM) which produces a number of monthly operational and managerial reports beneficial to the operations of the Directorate.
Retention and Disposal Standards: Retain a minimum of 2 years and then destroy.
RDA Number: 02/1995 amendment to 70/001.
Related Record Number: HRSDC ISB 051
TBS Registration: 002366
Bank Number: HRSDC PPU 215

Business Registration Investigation (BRI) (ISB)
Description: This program uses data obtained from Canada Revenue Agency, matches it to the EI Claim load file to verify if a person has become involved in the operation of a business while in receipt of Employment Insurance benefits. Revenue Agency.
Class of Individuals: EI Claimants.
Purpose: To administer the Act, to detect possible fraud and abuse of the EI program.
Consistent Uses: Information used for the Investigation and Control Case Management System (ICCM) which produces a number of monthly operational and managerial reports beneficial to the operations of the Directorate.
Retention and Disposal Standards: Retain a minimum of 2 years and then destroy.
RDA Number: Under development.
Related Record Number: HRSDC ISB 051
TBS Registration: 004159
Bank Number: HRSDC PPU 080

Combined Overpayment Detection System (COD) (ISB)
Description: The COD system matches transactions from several information sources to the EI Claim File to determine overlap periods of employment and the receiving of Employment Insurance benefits.
Class of Individuals: EI Claimants.
Purpose: To administer the Act, to detect possible fraud and abuse of the EI program.
Consistent Uses: Information used for the Investigation and Control Case Management System (ICCM) which produces a number of monthly operational and managerial reports beneficial to the operations of the Directorate.
Retention and Disposal Standards: Retain a minimum of 2 years and then destroy.
RDA Number: Under development.
Related Record Number: HRSDC ISB 051
TBS Registration: 004167
Bank Number: HRSDC PPU 085

Computer Post Audit Program (ISB)
Description: This program compares information provided on a Record of Employment with the EI Claim file.
Class of Individuals: EI claimants.
Purpose: To administer the Act, to detect possible fraud and abuse of the EI program.
Consistent Uses: Information is used for the Reason for Separation Program for the purpose of undisclosed reason for separation and is also used for the Investigation and Control Case Management System (ICCM) which produces a number of monthly operational and managerial reports beneficial to the operations of the Directorate.
Retention and Disposal Standards: Retain a minimum of 2 years and then destroy.
RDA Number: 70/001
Related Record Number: HRSDC ISB 051
TBS Registration: 004160
Bank Number: HRSDC PPU 090

Control Initiatives
Description: This bank contains personal information related to the administrative process of directed studies on Canada Pension Plan and Old Age Security programs. (This program has been phased out, the records contained in this bank will be disposed of at the end of the retention period). Each record may contain the pensioner's SIN, name, address, type of benefit and the information related to the directed studies such as dates and status of the account according to the review. Some of the information in this bank may be shared with CCRA.
Class of Individuals: Individuals identified in this bank have applied for and/or are receiving Canada Pension Plan and/or Old Age Security benefits and have been selected for review purposes.
Purpose: To administer CPP/OAS program.
Consistent Uses: The information in this bank is used to assess the integrity of Canada Pension Plan and Old Age Security benefit delivery process; to support the review process and the production of reports regarding the studies. Systematic data matching is performed between CPP and OAS only for administrative purposes such as verifying and confirming continuity eligibility and correct entitlements to benefits paid under the OAS and CPP.
Retention and Disposal Standards: A minimum of two years.
RDA Number: 95/019
Related Record Number: HRDC PPU 146, HRDC PPU 175, HRDC PPU 649, HRDC PPU 116, HRDC PPU 140
TBS Registration: 005007
Bank Number: HRDC PPU 336

Employment Insurance – CPP Retirement Match (ISB)
Description: This is a program that verifies if a person is receiving CPP Retirement Pension while in receipt of EI benefits.
Class of Individuals: EI Claimants.
Purpose: To administer the Act, to detect possible fraud and abuse of the EI program.
Consistent Uses: Information used for the Investigation and Control Case Management System (ICCM) which produces a number of monthly operational and managerial reports beneficial to the operations of the Directorate.
Retention and Disposal Standards: Retain a minimum of 2 years and then destroy.
RDA Number: Under development.
Related Record Number: HRSDC ISB 051
TBS Registration: 004162
Bank Number: HRSDC PPU 095

False Claim Detection Program (FCDP) (ISB)
Description: This is a program to detect EI fraud using false identities, false Record of Employment(s) or a combination of both.
Class of Individuals: EI claimants or those pretending to be claimants.
Purpose: To qualify for EI benefits, a person must have been employed in insurable employment and therefore should have filed a tax return and should have been issued a T4 by their employer. Observations are created for those persons who have not filed a tax return in the last 4 years but were receiving EI benefits.
Consistent Uses: Information used for the Investigation and Control Case Management System (ICCM) which produces a number of monthly operational and managerial reports beneficial to the operations of the Directorate.
Retention and Disposal Standards: Retain a minimum of 2 years and then destroy.
RDA Number: Under development.
Related Record Number: HRSDC ISB 054
TBS Registration: 004163
Bank Number: HRSDC PPU 108

Front‑End SIN Validation Program (ISB)
Description: This program identifies irregularities involving SIN holders.
Class of Individuals: EI claimants.
Purpose: This program collects the SIN of all incoming claims and, on a weekly basis, matches them against the Social Insurance Register (SIR).
Consistent Uses: Information used for the Investigation and Control Case Management System (ICCM), which produces a number of monthly operational and managerial reports beneficial to the operations of the Directorate.
Retention and Disposal Standards: Retain a minimum of 2 years and then destroy.
RDA Number: Under development.
Related Record Number: HRSDC ISB 054
TBS Registration: 004168
Bank Number: HRSDC PPU 118

Identity Management Services and Social Insurance Number Register (ISB)
Description: Information in the individual records may include the applicant's given name(s), surname(s), date of birth, gender, whether the applicant is a twin, place of birth, father's name(s), mother's name(s) at birth, any SIN issued or re‑issued, status in Canada, telephone number, mailing address at the time of application, marital status and the name and address of the employer(s), the date of application, the applicant's signature, and witnesses when required a microfilmed image of approved SIN applications, proof-of-identity information used to support the SIN application, the Birth Registration Number or numbers from document of issuing source used to support the SIN application, expiry date for 900-series SINs, Immigration document expiry date, account status and other annotations death data (e.g. date, place, source of data and Death Registration number). All requests for access must include the SIN, name, place and date of birth, family name at birth of the individual's mother, as well as the same documentary proof of identity as is required when submitting an application for a SIN.
Class of Individuals: Canadian citizens Registered Indians, Permanent Residents and those who are neither Canadian citizens nor Permanent Residents residing in Canada.
Purpose: To register persons pursuant to section 138 of the Employment Insurance Act, and section 98 of the Canada Pension Plan Act, and those on whose behalf a SIN application has been received by the Canada Employment Insurance Commission, and maintain a register containing the names of all persons registered and such other information as required to accurately identify all persons so registered. It is also used in administering certain Acts of Canada such as the Employment Insurance Act, and the Income Tax Act. Release of information from the SIR is provided for within the Employment Insurance Act for the accurate identification of individuals and for the effective use by those individuals of SINs and SIN cards.
Consistent Uses: Subsection 139(5) of the EI Act provides for the use of the Social Insurance Number Register data for the accurate identification of individuals and for effective use by those individuals of the SIN and SIN cards. Such uses include sharing with an employer or former employer who has lost contact with an employee, but requires that employee's SIN to meet legal requirements, the Royal Canadian Mounted Police for investigation purposes, the Canada Student Loans Program to validate the SIR record of student loan applicants, as well as for the use of other SIN-based programs.
Retention and Disposal Standards: Paper-based SIN application forms are destroyed immediately after microfilming. Microfilmed copies and electronic applications are retained for 100 years.
RDA Number: M-59-73
Related Record Number: HRSDC ISB 060
TBS Registration: 002396
Bank Number: HRSDC PPU 390

Insured Earnings Match (IEM) (ISB)
Description: This program compares files provided to HRSDC from the Canada Revenue Agency (T4‑Supplementaries) to the EI Claim File using a formula to identify claimants whose actual insurable earnings are in excess of their projected or possible insured earnings during the tax year under review, who may be working while on claim and have not reported it.
Class of Individuals: EI claimants.
Purpose: To administer the Act, to detect possible fraud and abuse of the EI program.
Consistent Uses: Information used for the Investigation and Control Case Management System (ICCM), which produces a number of monthly operational and managerial reports beneficial to the operations of the Directorate.
Retention and Disposal Standards: Retain a minimum of 2 years and then destroy.
RDA Number: Under development.
Related Record Number: HRSDC ISB 051
TBS Registration: 004164
Bank Number: HRSDC PPU 115

Investigation and Control Case Management System (ICCM) (ISB)
Description: This system records progress and results of potential Employment Insurance investigations as identified from various feeder systems, such as the Combined Overpayment Detection System (COD), the Control Indicator System, and the Insured Earning Match (IEM).
Class of Individuals: EI Claimants.
Purpose: To record the progress and results of investigations of potential fraud and abuse of the EI program. A correspondence system prints letters to EI claimants and to employers upon request. Operational and managerial reports are also produced.
Consistent Uses: Data is used to track EI investigations, to generate letters to claimants and to employers and to produce operational and managerial reports.
Retention and Disposal Standards: Information is retained for up to 5 years and is then destroyed.
RDA Number: 70/001
Related Record Number: HRSDC ISB 051
TBS Registration: 005101
Bank Number: HRSDC PPU 171

Investigation and Information System (IIS) (ISB)
Description: This bank contains information to track the progress and results of investigations of individual cases of potential abuse and fraud against CPP and OAS benefits. This bank is automated and managed by a computer software program named the Investigation Information System (IIS).
Class of Individuals: Individuals suspected of defrauding the CPP and/or the Old Age Security (OAS) programs.
Purpose: To record the progress and results of investigations of potential fraud and abuse of the CPP/OAS Program.
Consistent Uses: The information is used to track investigations into cases of suspected abuse, fraud, and/or misrepresentation against the CPP and OAS.
Retention and Disposal Standards: Information is retained for the duration of the recovery period and then transferred to Library and Archives Canada.
RDA Number: 95/019
Related Record Number: HRSDC ISB 192
TBS Registration: 004258
Bank Number: HRSDC PPU 649

Record of Employment (Second Copy) (ISB)
Description: Copies of individual Record of Employment forms. Each record may contain employee's name, address, SIN, payroll reference number and occupation, employer's name, address, and CRA Business Number, pay period type, data pertaining to length of employment, date and reason for separation, expected date of recall, and insured hours and earnings as well as the telephone number of the person who submitted the record of employment on behalf of the employer. All requests for access must identify the period of employment covered by the Record of Employment.
Class of Individuals: EI claimants.
Purpose: Used in the administration and enforcement of the Employment Insurance Act.
Consistent Uses: Statistical, planning and internal audit purposes. Subject to formal agreement, some information may be shared with other federal or provincial departments for planning, research and evaluation. Information may also be shared with the Department of Justice for the administration of the Family Orders and Agreements Enforcement Assistance Act. It may also be released to the issuing employer in exceptional circumstances. Release of information is subject to Part 4 of the Department of Human Resources and Skills Development Act.
Retention and Disposal Standards: Record of Employment (Second Copy – paper) are destroyed immediately after microfilming. Microfilmed copies are retained for 11 years by HRSDC ROE National Services in New Brunswick and are then destroyed. Records of Employment stored in electronic format are kept 11 years and are then destroyed.
RDA Number: M-4-86 and 96/023
Related Record Number: HRSDC OPS 056, HRSDC PCB 286 and HRSDC ISB 051
TBS Registration: 001971
Bank Number: HRSDC PPU 385

Report on Hirings (ISB)
Description: This is an early intervention detection program in which participating employers send the Social Insurance Number (SIN) and the First Day Worked (FDW) of newly-hired or recalled employees. Hirings data is received by HRSDC and matched against the EI Claim File to identify cases where a person could be collecting EI benefits while working and not reporting, or underreporting their earnings.
Class of Individuals: EI claimants.
Purpose: To administer the Act, to detect possible fraud and abuse of the EI program.
Consistent Uses: Information is used for the Investigation and Control Case Management System (ICCM), which produces a number of monthly operational and managerial reports beneficial to the operations of the Directorate.
Retention and Disposal Standards: Retained for a minimum of 2 years and then destroyed.
RDA Number: 70/001
Related Record Number: HRSDC ISB 051
TBS Registration: 002367
Bank Number: HRSDC PPU 210

Returning Canadian Resident Program (RCRP) (ISB)
Description: This program compares travel information provided by Canada Border Services Agency (CBSA), with the EI Claim File to identify claimants who have neglected to report their absence from Canada and who travelled by air.
Class of Individuals: EI claimant
Purpose: To administer the Act, to detect possible fraud and abuse of the EI program.
Consistent Uses: Information used for the Investigation and Control Case Management System (ICCM), which produces a number of monthly operational and managerial reports beneficial to the operations of the Directorate.
Retention and Disposal Standards: Retain a minimum of 2 years and then destroy.
RDA Number: Under development.
Related Record Number: HRSDC ISB 051
TBS Registration: 004165
Bank Number: HRSDC PPU 120

Self -Employed Earnings Match (SEEM) (ISB)
Description: This program uses data obtained from Canada Revenue Agency to verify if a person has been involved in self‑employment activity while in receipt of EI benefits.
Class of Individuals: EI claimants involved in self‑employment activity.
Purpose: To administer the Act, to detect possible fraud and abuse of the EI program.
Consistent Uses: Information used for the Investigation and Control Case Management System (ICCM) which produces a number of monthly operational and managerial reports beneficial to the operations of the Directorate.
Retention and Disposal Standards: Retain a minimum of 2 years and then destroy.
RDA Number: Under development.
Related Record Number: HRSDC ISB 051
TBS Registration: 004166
Bank Number: HRSDC PPU 085

Operations Branch (OPS)

Benefit and Overpayment File (OPS)
Description: This bank is a computerized record of benefit information based on documents used to establish first and continuing entitlement. It may include a routing number to the claimant's account at a financial institution. It may also contain information from Canada Revenue Agency PAYDAC and Taxation Taxpayer Master Files.
Class of Individuals: Individuals who are receiving or have received EI benefits.
Purpose: To determine the status of a claim, whether benefits are payable or not, the amount and method of payment (direct deposit or warrant). To keep a record of each payment or adjustment made during the life of the claim.
Consistent Uses: Information is used for statistical, internal audit and planning purposes. Selected information is duplicated in an income tax system for issuance of T4s and related statements, and is provided to Canada Revenue Agency and Revenue Québec for taxation purposes. It may also be shared with Statistics Canada for statistical, analytical and planning purposes, with Canada Revenue Agency for locating debtors to the Crown, and subject to formal agreement, with federal, provincial and municipal levels of government for the administration and enforcement of their programs and the coordination of payment benefits and research. Information may also be shared with employers in order to assist them in fulfilling their responsibilities under the EI Act. It may be shared with the Department of Justice for the purpose of administering the Family Orders and Agreements Enforcement Assistance Act. Information is shared with authorized parties in order to obtain information to assist the Commission in the administration of the EI program and in the collection of overpayments. Some of the information may be provided to private sector survey companies for evaluations, research, statistical and planning purposes.
Retention and Disposal Standards: Records for any claim are retained for 11 years. After 6 years, they are purged of information received from CRA. Basic claim information is retained on separate tapes for an additional 5 years at which point it is destroyed.
RDA Number: 70/001
Related Record Number: HRSDC OPS 162
TBS Registration: 002362
Bank Number: HRSDC PPU 180

Canada Pension Plan – Record of Earnings (OPS)
Description: This bank contains information related to issuing and/or replacing social insurance numbers approved by HRSDC, enquiries received from the Canada Pension Plan (CPP) and the Régie des rentes du Québec (RRQ) and contributors identified as "dual contributors," and information relating to employment/self-employment earnings of individuals and the history of contributions made to the CPP. Access to this bank requires name, address, and SIN.
Class of Individuals: Individuals identified in this bank are CPP and QPP contributors only.
Purpose: The information in this bank is used to verify the SIN found on CPP benefit applications, to ensure that the contributory earnings posted to the record of earnings are attributed to the correct SIN in order to guarantee accurate benefit calculations, to determine individual benefit entitlements, to calculate the amount of CPP benefits payable, and to ensure that personal data is correct.
Consistent Uses: The information is also used to administer requests made under Part I of the Family Orders and Agreements Enforcement Assistance Act and to support applications retained in International Social Security – Domestic and Foreign Benefits (Individual) (HRSDC PPU 175) to help foreign institutions determine entitlement to foreign benefits. Information may also be shared with other designated federal departments including the Canada Revenue Agency for the purpose of administering the Canada Pension Plan Act, provincial governments for the purpose of administering a social program, an income-assisted program, or a health insurance program. When information within this bank is used for research, planning, evaluation, and statistics, it will be rendered anonymous.
Retention and Disposal Standards: Disposition to be decided. No Record can be disposed of and must be retained in its entirety.
RDA Number: Under development.
Related Record Number: HRSDC OPS 165
TBS Registration: 003393
Bank Number: HRSDC PPU 140

Canada Pension Plan – Retirement, Disability, Survivor's and Death Benefits (Individual) (OPS)
Description: The bank contains personal data on retirement, disability, survivors, and death benefit applicants, and may contain the following: application forms, supporting documentation, information on master data base payment history, a secure access code for the purposes of accessing electronic services, a tax slips database for the purposes of administering the Tax Information Slips online service, medical and employment records, birth, marriage, and death evidence, decisions of the Minister and any subsequent appeals. Access to this bank requires name, address, and SIN.
Class of Individuals: Individuals identified in this bank have applied for and/or are receiving Canada Pension Plan benefits.
Purpose: To administer their related programs, including the prevention and detection of abuse and fraud against these programs.
Consistent Uses: May be used in support of applications retained in HRSDC PPU 175 to help foreign institutions determine entitlement to benefits, HRSDC PPU 116 to confirm date of birth, marital status, and date of death, and HRSDC PPU 140 to obtain earnings and contributions records required to calculate CPP benefits. Information in this bank may be matched with information pertaining to EI. It may be shared with other designated federal departments including the Canada Revenue Agency, provincial governments or public bodies for the purpose of administering a federal law or a provincial social program, an income-assisted program, or a health insurance program. Agreements have been signed to match information relating to individuals receiving both CPP disability benefits and disability income program benefits in the provinces of Alberta, Prince Edward Island, Nova Scotia, New Brunswick, and Manitoba for the better administration of both programs. Information is shared with and received from the Canada Revenue Agency. The data contained in this bank may be used to authenticate the identity of clients wishing to access electronic services. When information within this bank is used for research, planning, evaluation, and statistics, it will be rendered anonymous.
Retention and Disposal Standards: Various retention requirements.
RDA Number: 95/019
Related Record Number: HRSDC OPS 192
TBS Registration: 003394
Bank Number: HRSDC PPU 146

Contract Agents List (OPS)
Description: Information on the agent, such as name, address, qualifications and work experience and information pertaining to the individual's activity as an agent.
Class of Individuals: Claims‑taking agents under contract with Service Canada
Purpose: Information is used to identify and monitor the activities of claims‑taking agents under contract with Service Canada.
Consistent Uses: Information may be used for audit purposes, and may also be provided to private sector research firms under contract with Service Canada for the purposes of planning, statistics, research and evaluation.
Retention and Disposal Standards: Information is kept for 3 years after the individual ceases to be a contract agent and is then destroyed.
RDA Number: 70/001
Related Record Number: HRSDC OPS 179
TBS Registration: 002363
Bank Number: HRSDC PPU 185

Employment Insurance Bi‑Weekly Claimant's Report (OPS)
Description: Claimants report (Teledec – by telephone and Interdec – by Internet) may include the following types of information: date, time and length of call or session, SIN, dates covered, success or termination status of call or session, assistance level of call or session, the individuals confirmed responses the declaration of dates available for work, earnings, illness or medical condition, hours of attendance at school or training and employer telephone number. Paper reports may include the following types of information: SIN, dates covered, the individual's signed declaration of the dates available for work, earnings, illness or medical condition, attendance at school or training and name and address of employer. Individual seeking access to this file must specify the two-week period covered by the report card they wish to consult.
Class of Individuals: Individuals on claim for Employment benefits and Unemployment benefits.
Purpose: To provide a record of claimants' eligibility to benefits during a two‑week period.
Consistent Uses: Information from this bank may be used for research, planning, evaluation and statistics and for control and internal audit purposes. It may also be provided to private sector research firms for these purposes. It may also be shared with the RCMP for fraud investigations.
Retention and Disposal Standards: Reports are retained for 7 years and are then destroyed.
RDA Number: 70/001, Amendment no. 5
Related Record Number: HRSDC OPS 196 and HRSDC OPS 190
TBS Registration: 002361
Bank Number: HRSDC PPU 155

Employment Insurance Overpayment (OPS)
Description: This bank contains name, address, telephone number and SIN of individuals to whom financial penalties have been assessed and/or overpayments have been made prior to June 2002. It may also contain amounts repaid and outstanding, present claim status, credit reports, tracing actions and comments of claimants and collecting officers, and other related correspondence.
Class of Individuals: Individuals who have received EI benefits in excess of entitlement prior to June 2002.
Purpose: To record and monitor the collection of outstanding EI overpayments.
Consistent Uses: Information in this bank may be used by Service Canada for research, planning, evaluation, statistics and may be provided to private sector research firms. This bank is matched with Report on Hirings (HRSDC PPU 210), DARS (HRSDC PPU 164), and the Individual Income Tax Return (RCT PPU 005).
Retention and Disposal Standards: Information is retained for 3 years after the overpayments are repaid, recouped or cancelled and is then destroyed.
RDA Number: 70/001
Related Record Number: HRSDC ISB 051
TBS Registration: 002402
Bank Number: HRSDC PPU 161

Insurance Claim File – Local Office (OPS)
Description: May include the following type of information: name, SIN, age, date of birth, gender, address and telephone number, bank routing information for direct deposit of benefit payment, preferred official language, income tax exemption level, summary of employment data for up to 3 years, educational instruction currently being received, participation in employment development programs, incarceration, medical certificates, appeals to Boards of Referees, disentitlement notices, disqualification notices, Canada Revenue Agency assessment notices, information and correspondence regarding overpayments, potential infractions and other related matters, amount and duration of employment insurance benefits payable, any interviews or investigations conducted by HRSDC and Service Canada staff, documentation obtained by Canada Revenue Agency relative to determining insurable employment and earnings, penalties or criminal procedures undertaken for fraud of the EI Act. May also include information collected from the Canada Revenue Agency PAYDAC and Taxation Taxpayer Master Files. All requests for access must include the SIN.
Class of Individuals: Individuals who have applied for EI benefits.
Purpose: To administer the EI program, including the prevention and detection of abuse and fraud against this program.
Consistent Uses: Information from this bank is used for the administration of all Insurance, Employment Program Operations and Learning Programs including the provision of training to claimants as required, and for statistical, planning and internal audit purposes, and may be provided to private sector research firms for the same purposes. It may also be shared with the RCMP for investigation of alleged EI fraud. Information may also be shared, subject to formal agreement, with federal, provincial and municipal governments for the administration of their own programs or for the administration or enforcement of provincial and municipal laws, as with Québec Parental Insurance Plan. Information may also be shared with employers for the purpose of assisting them with their responsibilities under the EI Act.
Retention and Disposal Standards: Records are retained for 6 years after the last administrative action at which point they are destroyed.
RDA Number: 70/001
Related Record Number: HRSDC OPS 179 and HRSDC OPS 196
TBS Registration: 001989
Bank Number: HRSDC PPU 150

International Social Security – Domestic and Foreign Benefits (Individual) (OPS)
Description: This bank contains applications, supporting documentation, correspondence, benefit calculations, payment history of OAS and CPP paid to beneficiaries and/or their dependents, decisions and any subsequent appeals. Access to this bank requires name, address, and SIN or account number.
Class of Individuals: Persons who have applied for and/or are receiving benefits.
Purpose: To administer the OAS and CPP legislation, including the prevention and detection of abuse and fraud against these programs.
Consistent Uses: Information in this bank may be matched with information contained in HRSDC PPU 116 – OAS, GIS ALW (Individual) replaced by HRSDC PPU 116, HRSDC PPU 140- CPP Record of Earnings replaced by HRSDC PPU 140, and HRSDC PPU 146 – CPP Retirement, Disability, Survivors and Death Benefits (Individual – replaced by HRSDC PPU 146 in order to determine an applicant's eligibility to benefits as a result of an international agreement. It may also be shared with provincial governments for the purpose of administering a social program, income assistance program, or health insurance program. When information within this bank is used for research, planning, evaluation, and statistics, it will be rendered anonymous.
Retention and Disposal Standards: Various retention requirements.
RDA Number: 95/019
Related Record Number: HRSDC OPS 196
TBS Registration: 003390
Bank Number: HRSDC PPU 175

Interstate Employment Insurance Claims (OPS)
Description: Statistics relative to liable and agent state claims. Individuals may gain access by supplying either their SIN or their Social Security Number.
Class of Individuals: The claimants identified in this bank are divided into 2 groups: agent state claimants who are Canadians or non‑Canadian residents in each of the employment insurance regions of Canada, and liable state claimants with working visas or U.S. citizenship or landed immigrants residing in all American States, the District of Columbia, Puerto Rico or the Virgin Islands.
Purpose: To facilitate the payment of EI benefits to persons in all American States, the District of Columbia, Puerto Rico, Virgin Islands, and Canada residing outside the state in which their entitlement was earned. To create, maintain, and control claim files when Canada is the agent state and to provide administrative assistance to liable states concerned. To create, maintain, control, adjudicate, and provide payment of benefit when Canada is the liable state.
Consistent Uses: The information in this may be used by HRSDC or Service Canada or private sector research firm for the purposes of research, planning, evaluation, internal audit, and statistics.
Retention and Disposal Standards: Records are retained for 5 years after the last action and then destroyed.
RDA Number: 70/001
Related Record Number: HRSDC OPS 179
TBS Registration: 001990
Bank Number: HRSDC PPU 170

Listing of Employees by Nominal Roll (OPS)
Description: Contains information received from employers involved in labour disputes. Each record may contain the employee's name, SIN, badge or clock number, information pertaining to a stoppage of work, first and last day worked, site location, reason for separation, return to work date and types/amounts of additional monies paid.
Class of Individuals: Employees involved in labour disputes, or related claims for EI benefits or monies paid to individuals.
Purpose: To administer the EI Act in determining eligibility and to facilitate in the processing of claims.
Consistent Uses: Information in this bank is used to administer Insurance and Employment programs and for statistical, planning and internal audit purposes and may be shared with private sector research firms for these purposes. It may also be provided to the RCMP for investigation of offences against the EI Act, subject to formal agreement it may be shared with federal, provincial, and municipal governments for the administration of their own programs. It may also be shared with employers for the purpose of assisting them with their responsibilities under the EI Act.
Retention and Disposal Standards: Records are destroyed 3 years after the last action.
RDA Number: 70/001
Related Record Number: HRSDC OPS 179
TBS Registration: 003409
Bank Number: HRSDC PPU 281

Old Age Security (OAS), Guaranteed Income Supplement (GIS), Allowance (Formerly Spouse's Allowance), (Individual) (OPS)
Description: Contains personal data on OAS, GIS, and Allowance applicants and may contain the application forms, supporting documentation, information on master database payment history, a secure access code for the purposes of accessing electronic services, a tax slips database for the purpose of administering the Tax Information Slips online service, decisions, and any subsequent appeals. Access to this bank requires name, address, and account number or SIN.
Class of Individuals: Individuals identified have applied for and/or are currently receiving benefits.
Purpose: Applications are used to administer their related programs, including the prevention and detection of abuse and fraud against these programs.
Consistent Uses: Information may be used in support of applications retained in HRSDC PPU 175 – International Social Security – Domestic and Foreign Benefits (Individual) to help foreign institutions determine entitlement to foreign benefits, and HRSDC PPU 146 – CPP Retirement, Disability, Survivors and Death Benefits (Individual) to confirm rates of CPP benefits, date of birth, marital status, and date of death. Information in this bank may be provided to the Canada Revenue Agency for the administration of the Income Tax Act and to provincial governments for the administration of their own social programs. Demographic tables are produced and used as input for social policy planning and program development for seniors by federal, provincial, territorial, and municipal governments. The data contained in this bank may be used to authenticate the identity of clients wishing to access electronic services. When information within this bank is used for research, planning, evaluation, and statistics, it will be rendered anonymous.
Retention and Disposal Standards: Various retention requirements.
RDA Number: 95/019
Related Record Number: HRSDC OPS 196
TBS Registration: 003391
Bank Number: HRSDC PPU 116

Service Delivery (SD) Enterprise Data Base (OPS)
Description: This database is a consolidated view of a number of other data bases within the SD. The SD Enterprise Database consists of data from the CPP Record of Earnings (refer to PIB HRSDC PPU 140), the CPP Master File (refer to PIB HRSDC PPU 146), the OAS Master File (refer to PIB HRSDC PPU 116), and the International Social Security (refer to bank HRSDC PPU 175). The database contains information such as the SIN, individual's name, home and mailing address, bank account number, employment records, record of contributions made to the CPP, medical information, death evidence, benefits payment information, and client note/remarks information and decisions of the Minister regarding an individual's benefits and any subsequent appeals by the individual about their benefits.
Note: Access to the SD Enterprise database requires the individual's name, home and mailing address, and SIN.
Class of individuals: Individuals to whom this database relates are CPP and Régie des rentes du Québec (RRQ) contributors, CPP applicants and recipients, OAS applicants and recipients, and recipients of foreign benefits for social security agreements.
Purpose: To administer all related programs of CPP and the OAS plans. More specifically, this information may be used to support applications retained in the above-mentioned databases in determining entitlement to benefits, to confirm date of birth, marital status, and date of death, and to obtain earnings and contributions records required to calculate CPP benefits, determine entitlement to OAS benefits, and determine eligibility and entitlement to benefits under international agreements. The SD Enterprise Data Base will eventually encompass all the data currently held in CPP master file (HRSDC PPU 146), the CPP record of earnings (HRSDC PPU 140), the OAS master file (HRSDC PPU 116), and the International Social Security file (HRSDC PPU 175).
Consistent Uses: Information in this database may be matched with information pertaining to the EI program. It may also be shared with other designated federal departments including the Canada Revenue Agency, Veteran's Affairs, HRSDC, the Department of Justice, and provincial governments or public bodies for the purpose of administering a federal law or a provincial social program, an income-assisted program, or a health insurance program. Agreements have been signed to match information relating to individuals who receive both CPP disability benefits and disability income program benefits in the provinces of Alberta, Prince Edward Island, Nova Scotia, New Brunswick, and Manitoba for the better administration of both programs. Information is shared with and received from the Canada Revenue Agency (refer to Program Record HRSDC OPS 181). As outlined in the Treasury Board Secretariat's Policy on the Use of the SIN, the Canada Pension Plan Act and the Old Age Security Act are authorized users of the SIN.
Retention and Disposal Standards: Disposition to be decided. No Record can be disposed of and must be retained in its entirety.
RDA Number: Under development.
Related Record Number: HRSDC OPS 160, HRSDC OPS 160, HRSDC SDS 342, HRSDC SDS 382 and HRSDC OPS 165
TBS Registration: 006233
Bank Number: HRSDC PPU 380

Policy, Partnerships and Corporate Affairs Branch (PPCA)

Evaluation and Data Development (PPCA)
Description: This bank contains information from various surveys, administrative forms and interviews done as part of the Audit and Evaluation activities. The data might include participants' socio‑economic characteristics, information on their employment situation following program participation, and their opinions on satisfaction with a program or service received from HRSDC and Service Canada or one of its delivery agents. It may also contain information from interviews with representatives, sponsors, key informants, and experts related to the programs or projects evaluated.
Note: This is a shared service with HRSDC. This bank helps to determine effectiveness and efficiency of Service Canada and HRSDC programs or projects.
Class of Individuals: Participants of the various HRSDC and Service Canada programs evaluated.
Purpose: This bank helps to determine effectiveness and efficiency of programs and projects and whether or not the objectives of the programs are being attained: In no instance is this information used to make administrative decisions affecting individuals who have provided the information.
Consistent Uses: The information may be used for internal audit purposes and linked to other evaluation studies.
Retention and Disposal Standards: The questionnaires are kept for 3 years from the date the survey was completed and then destroyed. Personalized data is kept on magnetic tapes for 5 years or until the completion of a new evaluation study on the same subject matter and then destroyed.
RDA Number: 2002/005
Related Record Number: HRSDC SP 689
TBS Registration: 003776
Bank Number: HRSDC PPU 450

Evaluation Services (PPCA)
Description: This bank contains information used to undertake evaluations conducted by the Audit and Evaluation Directorate of Service Canada. Information includes survey responses, the results of focus groups and key informant interviews, and masked administrative data used for analyses. The data may include socio‑economic characteristics, program intervention information, information on employment status following program participation, and opinions on the levels of satisfaction with programs or services delivered by Service Canada or one of its delivery agents.
Note: Shared services with HRSDC
Class of Individuals: Participants (key informants, survey respondents, focus group participants) of various Service Canada evaluation projects undertaken by the Audit and Evaluation Directorate, and clients of Service Canada and HRSDC programs.
Purpose: Information in this bank is used to provide rigorous, objective, evidence-based information on the economy, efficiency, and effectiveness of the HRSDC'S and Service Canada's policies, programs, and initiatives, including their continued relevance, design, success, impacts, alternatives, and overall effectiveness. Evaluation studies are carried out in accordance with the professional standards and values as outlined in the Treasury Board Evaluation Policy. Information is used exclusively for evaluation purposes, and in no instances is it used to make administrative or operational decisions affecting individuals who may have provided this information.
Consistent Uses: The information may be used for internal audit purposes and be linked to other evaluation studies.
Retention and Disposal Standards: Questionnaires, survey responses, and personalized data are retained in a masked format for a specified period. Retention periods generally vary from 2 to 5 years, or until a new evaluation study is completed on the same subject matter. The retention period is determined on a project-by-project basis. Upon expiry of the retention period, the data is destroyed by authorized personnel.
RDA Number: 2002/005
Related Record Number: HRSDC SAAE 630
TBS Registration: 003775
Bank Number: HRSDC PPU 445

Strategic Evaluation (PPCA)
Description: This bank contains information from various surveys done as part of the Employment Insurance program evaluation activities. The information concerns situations that precede or follow the use of the program. Workers, the unemployed and employment insurance claimants must provide identification and the Social Insurance Number to obtain access to these files.
Note: Shared services with HRSDC
Class of Individuals: Workers, employers, employment insurance training sponsors, unemployed people and Employment Insurance claimants.
Purpose: This bank helps to determine the effectiveness and efficiency of the Employment Insurance program, whether or not its objectives are being attained and how it affects claimants. It also provides information about the behaviour, expectations and perceptions of users and participants involved in the program. In no instance is this information used to make administrative decisions affecting individuals who have provided the information.
Consistent Uses: The information may be used for internal audit purposes and linked to other evaluation studies. It may be provided to private sector research firms for planning, statistics, research and evaluations. Each record of a surveyed person is also matched with the Benefits and Overpayments Master File (HRSDC PPU 180).
Retention and Disposal Standards: The questionnaires are kept for 3 years from the date the survey was completed and then destroyed. Personalized data is kept on magnetic tapes for 5 years or until the completion of a new evaluation study on the same subject matter and then destroyed.
RDA Number: 2002/005
Related Record Number: HRSDC SP 690 and HRSDC SP 657
TBS Registration: 002399
Bank Number: HRSDC PPU 371