Business Development Bank of Canada

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Information Holdings

Institution-Specific Personal Information Banks

Discipline
Description: This bank contains notices of disciplinary action and correspondence about employee misconduct, testimony by witnesses, legal opinions, investigations of possible misconduct, and analysis reports of these investigations. It is important to note that notices of disciplinary action may be attached to the Employee Personnel Record.
Class of Individuals: BDC employees.
Purpose: The purpose of this bank is to maintain information used in disciplinary actions.
Consistent Uses: To determine the need for and nature of disciplinary actions, and to support decisions on pay and benefits, attendance and leave, transfer, demotion and termination of employment.
Retention and Disposal Standards: Portions of these records are kept for 6 years then destroyed. Other portions may be transferred to the "Employee Personnel Record" and retention periods for those records apply.
RDA Number: 81/007 and 98/005
Related Record Number: BDBC PRN 921
TBS Registration: 003923
Bank Number: BDBC PPE 820

Employee Assistance Program
Description: This bank contains information pertaining to a voluntary confidential counselling service offered to employees and their dependents. Employees and their dependents requiring counselling contact the consultant directly. The services of the consultant have been retained by BDC for the purpose of providing an Employee Assistance Program to the above mentioned group. Records relating to counselling sessions are maintained with the consultant and not kept at BDC. This is to ensure confidentiality of the program.
Class of Individuals: BDC employees and their dependents.
Purpose: The bank allows the consultant to ensure continuity of service to BDC employees and their dependents in order to ensure confidentiality to those requesting these services.
Consistent Uses: To support decisions regarding employee assistance measures.
Retention and DisposalStandards: The information is kept by the consultant for 5 years following last contact with the employee, then destroyed.
RDA Number: 81/007
Related Record Number: BDBC PRN 921
TBS Registration: 003748
Bank Number: BDBC PPE 805

Employee Awards Program
Description: This bank contains information on employees who were nominated for awards under the BDC's former suggestion programs. Data elements include name, employee title, suggestion number, type of suggestion with outline, and whether it was awarded and/or implemented.
Class of Individuals: BDC employees who have applied under the program.
Purpose: The purpose of this bank was to identify individuals who have made suggestions and to provide a record of the evaluation of the suggestion.
Consistent Uses: The computer system was used to control the processing of suggestions and the giving of awards, when appropriate.
Retention and Disposal Standards: File is active for a 2 year period. If the suggestion is not acted upon within 2 years, the file is deemed inactive and records are retained for a further 3 years then destroyed.
RDA Number: 98/005
Related Record Number: BDBC PRN 921
TBS Registration: 003922
Bank Number: BDBC PPE 815

Employment Equity Survey
Description: This bank contains information on self-identification with regard to sex, race, ethnic origin and disabilities.
Class of Individuals: Permanent full-time employees; permanent part-time employees; and temporary employees.
Purpose: The purpose of this bank is to implement an employment equity program and to prepare workforce analysis reports which are to be submitted to Human Resources Development, Canada. Data are collected to provide a comprehensive picture of employees by designated-group status (e.g. women, aboriginal people, persons with disabilities and persons belonging to a visible minority).
Consistent Uses: The information gathered will be used for institutional purposes in the employment equity program to identify and eliminate systemic discrimination, and to introduce special measures (e.g. training, accommodations) to ensure that persons in designated groups are equitably represented. It may also be used for policy and planning purposes.
Retention and Disposal Standards: These records are retained for a period of five years after the year in respect of which a report is made and then destroyed.
RDA Number: 98/005
Related Record Number: BDBC PRN 920 and BDBC PRN 921
TBS Registration: 003752
Bank Number: BDBC PPE 801

Pay and Benefits
Description: This bank contains certificates for pay, allowances and deductions, which set out pay and benefit information for each employee, and include the social insurance number as well as correspondence related to the administration of pay and benefits. The bank may also include orders for garnishment, attachment, and diversion of funds. (N.B. Earning and superannuation records are attached to the Employee Personnel Record.)
Class of Individuals: Employees of the BDC.
Purpose: The purpose of this bank is to provide documentation for the administration of pay and benefits within the BDC and to approve disbursement of salaries and allowances and retention of deductions. The social insurance number is used for purposes of identification and to ensure consistency in administration of pay and benefits. Provision of the SIN is mandatory for this bank, subject to exemption of some individuals under special circumstances.
Consistent Uses: To enable audit and reconciliation of payroll accounts (e.g. employee remuneration and entitlements), to support the recovery of overpayments and debts owed to the Crown and, where applicable, to enable execution of orders of garnishment, attachment, or diversion of funds in accordance with the relevant legislation.
Retention and Disposal Standards: Records are retained by BDC for the duration of employment plus one year. They are then merged with the corresponding Employee Personnel Record file and transferred to the control of Library and Archives Canada and follow the same retention and disposal standards as the Employee Personnel Record standard file. Exception to this procedure occurs, however, in instances where there is a need to settle overpayments, to collect debts owed to the Crown, or to enforce orders of garnishment, attachment or diversion of funds, in which case records are retained until the overpayment is settled, the debt collected or the garnishment, attachment or diversion order is no longer in force.
RDA Number: 98/005
Related Record Number: BDBC PRN 921
TBS Registration: 003751
Bank Number: BDBC PPE 810

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