Canada Public Service Agency

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Information Holdings

Central Personal Information Banks

Accelerated Economist Training Program (AETP): Inventory of Applicants and Participants
Description: This bank may contain curriculum vitae, applications, transcripts of marks, interview notes, notations or referrals, notes to file, and faxes for all applicants to the program. It may also contain administrative documents related to security, travel, training, departmental assignment agreements/descriptions, reclassification notes, performance evaluations, job descriptions, and other printed material for the participants of the program.
Class of Individuals: Public servants and non-public servants applying to the AETP or past and present participants of the AETP.
Purpose: This bank exists under the authority of sections 5, 10, 11 and 16 of the Public Service Employment Act to provide an inventory of persons seeking positions with the AETP, and to maintain historical records of all persons who have participated in the AETP.
Consistent Uses: This bank is used to retain applications to the AETP, for the general management of the assignments, and for statistical purposes. It interfaces with the Inventory Management and Employee History systems to track the career progression of participants (for statistical purposes and studies).
Retention and Disposal Standards: Records of applicants are retained for two (2) years after an application is submitted and then are destroyed. Hardcopy records for participants are retained for five (5) years after the participant ceases to be in the program. Machine readable records are retained 25 years and then destroyed.
RDA Number: 2001/025
Related Record Number: CPSA TLN 005
TBS Registration: 003069
Bank Number: CPSA PCE 701

Accelerated Executive Development Program (AEXDP): Inventory of Applicants
Description: This bank may contain: correspondence; applications to the program; structured CVs; reference checks, the Track Record interview, and Selection Review Board (SRB) interviews; results of the integration process and program office notes.
Class of Individuals: Members of the Executive Group who have applied to the AEXDP.
Purpose: This bank exists in accordance with sections 10 and 16(1) of the Public Service Employment Act to record and provide information relating to the acceptance or rejection of applicants to the AEXDP, to record and present information for review and decisions by Integration Board members, the Committee of Senior Officials (COSO), the Public Service Commission (PSC) and the Agency (CPSA).
Consistent Uses: The bank is used to record and provide information to COSO, CPSA and PSC regarding acceptance to the program.
Retention and Disposal Standards: Hard copy records of an applicant whose candidacy is not accepted are retained for five (5) years after which they are destroyed. Hard copy records of an employee who is accepted to the program are transferred to the Participant files bank. These are retained for a period of ten (10) years following termination of AEXDP participation, after which they are destroyed. Selected information on all applicants is computerized and retained for statistical purposes 20 years.
RDA Number: 2001/025
Related Record Number: CPSA TLN 005
TBS Registration: 004019
Bank Number: CPSA PCE 702

Accelerated Executive Development Program (AEXDP): Inventory of Participants
Description: This bank contains: correspondence; structured CVs, assessment results of reference checks, the Track Record interviews, and the SRB interviews; results of the integration process; personalized learning plans; information on candidate assignments and related performance evaluations, mentoring/coaching assistance, the participant's attendance on courses, and appointment-to-level documentation; program office notes.
Class of Individuals: Members of the Executive Group who have been accepted as participants in the AEXDP.
Purpose: This bank exists in accordance with sections 10 and 16(1) of the Public Service Employment Act to record and provide information relating to participants in the AEXDP from acceptance to graduation as well as to provide information to the Agency and PSC regarding appointment-to-level.
Consistent Uses: The bank is used to record and provide information regarding AEXDP participants to departmental senior managers offering assignment and/or permanent employment opportunities to candidates.
Retention and Disposal Standards: All records are retained in hard copy until ten (10) years after termination of AEXDP participation and then are destroyed. Selected information is computerized and retained for statistical purposes for twenty (20) years.
RDA Number: 2001/025
Related Record Number: CPSA TLN 005
TBS Registration: 004018
Bank Number: CPSA PCE 703

Assistant Deputy Minister Business Support System
Description: This bank contains exhaustive and up-to-date information on Assistant Deputy Ministers. It also provides a source of accurate and timely contact information on ADM's as well as facilitating skills development and assignment or appointment of ADMs, and may include tombstone information, work history, professional qualifications and education, career interests, work experience, linguistic results, security check results.
Class of Individuals: Assistant deputy ministers and interchange participants.
Purpose: The purpose is to support the collective management system of ADMs as well as to conduct demographic studies and other analyses of the ADM population.
Consistent Uses: This bank is used to support the collective management of ADM's.
Retention and Disposal Standards: Retained for 10 years and then transferred to Library and Archives Canada.
RDA Number: 2003/011
Related Record Number: CPSA TLN 003
TBS Registration: 004391
Bank Number: CPSA PCE 715

Assistant Deputy Minister Resourcing — Closed Competition: Advertised Internal Process
Description: This bank may contain security clearance rating, language examination results, Board Reports letters of offer, letters of acceptance, letters to unsuccessful candidates, job descriptions, job profiles, statements of merit criteria, application forms, reference check results, screening reports, oaths or affirmation of candidates appointed from outside the Public Service, rationale for non-advertised processes, Employment Equity Identification, interview questions, first and second notifications to candidates and signed statements of persons present at a board. Individuals seeking access to this information are requested to give the pertinent reference number (i.e. process number).
Class of Individuals: Persons who are included in an ADM process administered by the ADM Corporate Secretariat of The Leadership Network on behalf of delegated deputies.
Purpose: This bank exists to record and provide information relating to ADM processes administered by The Leadership Network on behalf of delegated deputies.
Consistent Uses: This bank is used to provide information relating to ADM selection and appointments administered by the ADM Corporate Secretariat of The Leadership Network and made by delegated deputies.
Retention and Disposal Standards: Retained for 5 years or until the last staffing activity has ended and then destroyed.
RDA Number: 2003/011
Related Record Number: CPSA TLN 003
TBS Registration: 004381
Bank Number: CPSA PCE 716

Assistant Deputy Minister Resourcing — Open Competition: Advertised External Process
Description: This bank may contain security clearance rating, language examination results, Board Reports letters of offer, letters of acceptance, letters to unsuccessful candidates, job descriptions, job profiles, statements of merit criteria, application forms, reference check results, screening reports, oaths or affirmation of candidates appointed from outside the public service, rationale for non-advertised processes, Employment Equity Identification, interview questions, first and second notifications to candidates and signed statements of persons present at a board. Individuals seeking access to this information are requested to give the pertinent reference number (i.e. process number).
Class of Individuals: Persons who are included in an ADM process administered by the ADM Corporate Secretariat of The Leadership Network on behalf of delegated deputies.
Purpose: This bank exists to record and provide information relating to ADM processes administered by the Leadership Network on behalf of delegated deputies.
Consistent Uses: This bank is used to provide information relating to ADM selection and appointments administered by the ADM Corporate Secretariat of The Leadership Network made by delegated deputies.
Retention and Disposal Standards: Retained for 5 years or until the last staffing activity has ended and then destroyed.
RDA Number: 2003/011
Related Record Number: CPSA TLN 003
TBS Registration: 004390
Bank Number: CPSA PCE 718

Assistant Deputy Minister Resourcing — Without Competition: non-advertised external and internal processes
Description: This bank may contain security clearance ratings, language examination results, Board Reports, letters of offer, letters of acceptance, letters to unsuccessful candidates, job descriptions, job profiles, statements of merit criteria, application forms, reference check results, screening reports, oaths or affirmation of candidates appointed from outside the Public Service, rationale for non-advertised processes, Employment Equity Identification, interview questions, first and second notifications to candidates and signed statements of persons present at a board. Individuals seeking access to this information are requested to give the pertinent reference number (i.e. process number).
Class of Individuals: Persons who are included in an ADM process administered by the ADM Corporate Secretariat of The Leadership Network on behalf of delegated deputies.
Purpose: This bank exists to record and provide information relating to ADM processes administered by The Leadership Network on behalf of delegated deputies.
Consistent Uses: This bank is used to provide information relating to ADM selection and appointments administered by the ADM Corporate Secretariat of The Leadership Network and made by delegated deputies.
Retention and Disposal Standards: Retained for 5 years or until the last staffing activity has ended and then destroyed.
RDA Number: 2003/011
Related Record Number: CPSA TLN 003
TBS Registration: 004470
Bank Number: CPSA PCE 719

Assistant Deputy Minister Resourcing — Deployment from Pool
Description: This bank contains language examination results, memoranda, letters of offer, letters of acceptance, job descriptions, statements of qualification, and records of persons considered for positions. Individuals seeking access to this information are requested to give the deployment action.
Class of Individuals: Public servants.
Purpose: This bank exists to record and provide information relating to ADM resourcing competitions administered by The Leadership Network on behalf of the Public Service Commission.
Consistent Uses: This bank is used to provide information relating to ADM selection and appointments administered by The Leadership Network and made by the Public Service Commission.
Retention and Disposal Standards: Retained for 6 years and then destroyed.
RDA Number: 2003/011
Related Record Number: CPSA TLN 003
TBS Registration: 004469
Bank Number: CPSA PCE 717

Assistant Deputy Minister (ADM) Prequalification Process (PQP): Inventory of Applicants
Description: This bank contains correspondence; applications to the program; curriculum vitae; reference checks, the Full Circle Appraisal Questionnaire, Track Record interviews, Selection Review Board (SRB) interviews and Program office notes.
Class of Individuals: Members of the Executive Category and EX equivalents who have applied to the PQP.
Purpose: This bank exists in accordance with sections 10 and 16(1) of the Public Service Employment Act to record and provide information relating to the acceptance or rejection of applicants to the PQP, to record and present information for review and decisions by screening panels and (SRB) members, the Committee of Senior Officials (COSO), and the Public Service Commission (PSC).
Consistent Uses: The bank is used to record and provide information to COSO, the PSC and the Agency regarding acceptance to the program.
Retention and Disposal Standards: Hard copy records of an applicant whose candidacy is not accepted are retained for five (5) years after which they are destroyed. Hard copy records of employees who are appointed to the ADM pool are transferred to the Participant files bank. These are retained for a period of ten (10) years following termination of PQP participation either through appointment to an ADM level position or removal from the pool by the PSC, after which they are destroyed. Selected information on all applicants is computerized and retained for statistical purposes for twenty (20) years.
RDA Number: 2001/025
Related Record Number: CPSA TLN 003
TBS Registration: 004020
Bank Number: CPSA PCE 712

Assistant Deputy Minister (ADM) Prequalification Process (PQP): Inventory of Participants
Description: This bank contains; correspondence; reference checks, the Full Circle Appraisal Questionnaire, Track Record interviews and SRB interview; self-assessment by the participant; and program office notes.
Class of Individuals: Members of the Executive Category and EX equivalents who have been selected in the ADM PQP.
Purpose: This bank exists in accordance with sections 10 and 16(1) of the Public Service Employment Act to record and provide information relating to participants into the PQP as well as to provide information to the Agency and PSC regarding appointment-to-level.
Consistent Uses: The bank is used to record and provide information regarding PQP selected applicants to departmental Senior Managers offering employment opportunities at the ADM level to candidates.
Retention and Disposal Standards: All records are retained in hard copy until ten (10) years after termination of PQP participation either through appointment to an ADM level position or removal from the pool by the PSC, after which they are destroyed. Selected information is computerized and retained for statistical purposes for twenty (20) years.
RDA Number: 2001/025
Related Record Number: CPSA TLN 003
TBS Registration: 004021
Bank Number: CPSA PCE 713

Assistant Deputy Minister and Successful PQP Personal Files
Description: This bank contains basic personal data skills and work history, tombstone information, professional qualifications, applications, letters of offer, acceptance and acknowledgement, notations of referrals, notes to file, curriculum vitae, career aspirations, managerial experience, linguistics results, in relation to Assistant Deputy Ministers and successful PQP participants.
Class of Individuals: Non public servants and public servants applying for positions in the Executive Group at the Assistant Deputy Minister level as well as persons seeking participation and participating on Interchange Canada or International Assignments.
Purpose: The purpose is to support the collective management system.
Consistent Uses: The bank is used to support the career of ADM's.
Retention and Disposal Standards: Retained for 10 years and then transferred to Library and Archives Canada.
RDA Number: 2003/011
Related Record Number: CPSA TLN 002
TBS Registration: 004387
Bank Number: CPSA PCE 714

Career assignment program (CAP): Inventory of Candidates and Participants
Description: This bank may contain basic personal information, Executive Simulation for CAP forms, curriculum vitae, career plans, appraisal information, assessment results, overall integration results, including reference checks, course participation, and general correspondence related to CAP candidates. This bank may also include information retained for a previous program: Special Development Program.
Class of Individuals: Non-public servants and public servants who have competed in a competitive process and/or have participated in CAP.
Purpose: This bank exists in accordance with sections 10 and 16(1) of the Public Service Employment Act to record and provide information relating to initial and final nominations to CAP. This bank also exists to maintain an historical record of all persons who have participated in CAP.
Consistent Uses: This bank is used to record and provide information on CAP candidates to the assessment and selection phase for statistical, administrative, and counselling purposes.
Retention and Disposal Standards: Records are retained in hard copy for three (3) years for employees who do not proceed beyond the selection phase, and for five (5) years after termination of CAP participation, after which they are destroyed. Selected information on all candidates is computerized and retained for statistical purposes for twenty (20) years.
RDA Number: 2001/025
Related Record Number: CPSA TLN 021
TBS Registration: 001705
Bank Number: CPSA PCE 751

Classification Grievances Tracking System
Description: This bank contains information on all aspects of position classification grievances submitted by employees in accordance to Classification Grievance policy. The bank may include information such as position title, position classification and rating, position number, supervisor's position number, employees' name and employees' Personal Record Identifier (PRI), committee's recommendation and a summary of the deliberations. The system is linked with the Position and Classification Information System (PCIS).
Class of Individuals: All federal employees for whom Treasury Board is classed as the employer under the Public Service Staff Relations Act, who have presented a classification grievance.
Purpose: To maintain records of all classification grievances both delegated to departments and non-delegated.
Consistent Uses: The information is used to administer and monitor the application of the classification grievance policy, and to provide statistical data to other departments. It is also used in the research of precedents, and to ensure that the final and binding nature of the classification decision is respected.
Retention and Disposal Standards: Records are retained for 10 years and then destroyed. Some samples were transferred to Library and Archives Canada for permanent retention.
RDA Number: 93/031
Related Record Number: CPSA PSRD 015
TBS Registration: 001134
Bank Number: CPSA PCE 723

Classification Standards Review System
Description: This system contains current and proposed position classification data for specific occupational groups under review. Data is restricted to occupied or encumbered positions within specific groups. Departments under PSSRA Schedule 1, Part 1, provided current classification data, indirectly via the Position and Classification Information System (PCIS) and proposed classification data directly. Occupied positions are confirmed by verification with the incumbent System.
Class of Individuals: Individuals occupying positions within the occupational groups under review.
Purpose: The information bank is used to model and analyze proposed changes to specific classification standards under review and to make recommendations to the Treasury Board.
Consistent Uses: The information bank is used to access the impact of revisions to the specific standards under review. Once recommendations are developed, the proposed classification changes are shared with Staff Relations Branch. The information bank is not shared with any organization outside the Federal Government. With Treasury Board approval, departments are requested to implement the new standard, based on the proposed classification originating in each department.
Retention and Disposal Standards: Under development.
RDA Number: Under development.
Related Record Number: CPSA PSRD015
TBS Registration: 005049
Bank Number: CPSA PCE 724

Employment Equity Data Bank (EEDB)
Description: This bank contains information on those employees of the federal public service (PSSRA Schedule I, Part 1 population) who have self-identified as being in one or more of the minority designated groups, i.e. Aboriginal people, persons with disabilities and members of visible minority groups. The bank facilitates comparison of their representation in the Public Service to their presence in the Canadian workforce. The bank is also used to analyze and monitor the situation and progress of the minority designated groups, as compared to the rest of the public service, in terms of regional and occupational distribution, mobility, etc. These comparisons are made periodically in order to determine the situation with respect to employment equity in the public service and to identify areas where improvement is needed. With the consent of the individual to whom it refers, self-identification information may also be used for human resources management purposes related to the employer's obligations under the Employment Equity Act. Personal information indicating that an individual is a member of a minority designated group may be matched, using the Personal Record Identifier, to other files, such as the Incumbent File, other appropriate files of the Personnel Management Information System (PMIS), the Position and Classification Information System (PCIS), all from the Public Service Human Resources Management Agency of Canada, and human resource data files of the Public Service Commission, such as the Quarterly Statistics File, the Appointment Information Management System and the Priority Administration System. The bank contains data extracted from the Government of Canada's self-identification form and departmental versions thereof. In particular, the bank contains the Personal Record Identifier and data indicating that an individual is a member of one or more minority designated groups. Data in the bank is matched (via the Personal Record Identifier) to the above-mentioned files in order to obtain information relating to age, sex, occupational group, subgroup and level, salary, etc., so that tabulations can be produced in support of analysis as described above. The bank acquires information from other banks containing self-identification data, such as the standard departmental employment equity bank (PSE 918), and serves as the source of an annual exercise for reconciliation with these departmental banks. An individual requesting to access self-identification information on him/her should submit a written request, including his/her Personal Record Identifier.
Class of Individuals: All current employees for whom Treasury Board is classed as the employer under Public Service Staff Relations Act, Schedule 1, Part 1.
Purpose: Self-identification information is collected under the authorities and obligations described in the Employment Equity Act. Pursuant to the general powers described under the Financial Administration Act and the Public Service Staff Relations Act, the Public Service Human Resources Management Agency of Canada maintains personnel information systems on public service employees. This bank is the primary source of data for the Public Service Human Resources Management Agency of Canada users and is used for planning, implementing, evaluating and monitoring government policies. The bank is used to respond to special requests for information and to conduct research, special studies and surveys as these relate to personnel information and Access to Information and Privacy requests.
Consistent Uses: Information is used by the Agency and provided to Treasury Board Secretariat, Statistics Canada and other federal departments or agencies. This system may be used as a source of information or for linking with the following systems: Extra Duty Reporting System, Incumbent System, Entitlements and Deductions System, Leave Reporting System, Public Service Pay System, Executive and Management Compensation System and the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission. All linkages for the purpose of administering human resources and compensation plans are in compliance with the provisions of the Privacy Act.
Retention and Disposal Standards: Computer-Based Data: Fiscal year master files are transferred yearly to Library and Archives Canada. Textual and Electronic Records: Retained for 10 years and then transferred to Library and Archives Canada.
RDA Number: 93/031 and 94/004
Related Record Number: CPSA PSRD 001
TBS Registration: 003560
Bank Number: CPSA PCE 739

Entitlements and Deductions System
Description: This bank contains individual federal employee data relating to pay and benefits. The employee record may include information concerning personal characteristics, including sex, Personal Record Identifier, date of birth, salary, name and classification. Also included are the reference numbers for various insurance and medical plans and the entitlements and deductions of each individual.
Class of Individuals: All current employees for whom Treasury Board is classed as the employer under the Public Service Staff Relations Act, Schedule 1, Part 1. Also included are some of the employees employed by the separate employers identified under schedule 1, Part 2 of the Public Service Staff Relations Act.
Purpose: Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Public Service Staff Relations Act (PSSRA). Pursuant to the general powers described under the FAA and the PSSRA, the Agency of Canada maintains personnel information systems on public service employees. This bank is the prime source of pay and benefits data for the Agency and Treasury Board Secretariat users and is used for planning, implementing, evaluating and monitoring government policies. The information is used to support human resources planning and management, which include collective bargaining, compensation analysis, official languages, employment equity, and personnel policy planning, implementation, evaluation and monitoring. The bank is also used to support the development and administration of various insurance and medical plans, to respond to special requests for information and to conduct research, special studies and surveys as it relates to employee-related personnel information and Access to Information and Privacy requests.
Consistent Uses: Information may be provided to the Agency and Treasury Board Secretariat, the Employment Equity Data Bank, the Public Service Commission, public service bargaining agents, Statistics Canada, insurers of public service group insurance plans, the Public Service Staff Relations Board and other federal departments or agencies. This system may be used as a source of information or for linking with the following systems: Incumbent System, Leave Reporting System, Extra Duty Reporting System, Position and Classification Information System (PCIS), Mobility File, Leave Without Pay System, Training and Development Information System, Public Service Pay System, Executive and Management Compensation System and the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission. All linkages for the purpose of administering human resources and compensation plans are in compliance with the provisions of the Privacy Act.
Retention and Disposal Standards: Computer-Based Data: Retained for 25 years and then destroyed. Textual and Electronic Records: Retained for 10 years and then destroyed.
RDA Number: 93/031
Related Record Number: CPSA PSRD 015
TBS Registration: 002321
Bank Number: CPSA PCE 741

EX-04 to EX-05 Promotion Process
Description: This bank may contain language examination results, letters of application, memoranda, letters of offer, letters of acceptance, job descriptions, statements of qualification and merit, candidate reports, track record and 360 degree evaluations, reference check results, Individuals seeking access to this information are requested to give the pertinent reference number (i.e. process number).
Class of Individuals: Public servants.
Purpose: This bank exists to record and provide information relating to ADM resourcing competitions administered by The Leadership Network on behalf of the Public Service Commission.
Consistent Uses: This bank is used to provide information relating to ADM selection and appointments administered by The Leadership Network and made by the Public Service Commission.
Retention and Disposal Standards: Retained for 10 years and then transferred to Library and Archives Canada.
RDA Number: 2003/011
Related Record Number: CPSA TLN 003
TBS Registration: 004388
Bank Number: CPSA PCE 742

Exclusion System (EXCL)
Description: This bank contains individual federal employee data relating to exclusions. The employee record contains information concerning personal characteristics, including sex, name, appointment dates and employee classification. Also included is information concerning reasons for exclusions.
Class of Individuals: All former and currently excluded employees for whom Treasury Board is classed as the employer under the Public Service Staff Relations Act.
Purpose: Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Public Service Staff Relations Act (PSSRA). Pursuant to the general powers described under the FAA and the PSSRA, the Treasury Board maintains personnel information systems on public service employees. This bank is the prime source of exclusions data for Treasury Board Secretariat users and is used for monitoring the exclusions process as well as to support human resources planning and management, which include collective bargaining, designations, compensation analysis, and personnel policy planning, implementation, evaluation and monitoring. It is also used to respond to special requests for information and to conduct research, special studies and surveys as it relates to employee-related personnel information and Access to Information and Privacy requests.
Consistent Uses: Information may be provided to public service bargaining agents, the Employment Equity Data Bank, the Public Service Staff Relations Board and other federal departments or agencies. This system may be used as a source of information or for linking with the following systems: Incumbent System, Entitlements and Deductions System, Leave Reporting System, Extra Duty Reporting System, Mobility File, Leave Without Pay System, Public Service Pay System (WPGS), Executive and Management Compensation System and the Position and Classification Information System (PCIS). All linkages for the purpose of administering human resources and compensation plans are in compliance with the provisions of the Privacy Act.
Retention and Disposal Standards: Computer-Based Data: Destroyed after the operational needs have expired. Textual and Electronic Records: Retained for 10 years and then destroyed.
RDA Number: 94/011
Related Record Number: CPSA HRMM 002
TBS Registration: 005051
Bank Number: CPSA PCE 743

Executive Group Classification Information System
Description: This bank contains classification information on individual Executive Group positions in the Public Service.
Class of Individuals: All current federal employees for who the Treasury Board is classed as the employer under the Public Service Staff Relations Act, Schedule 1, Part 1.
Purpose: To provide information for monitoring, analysis and other purposes related to the organization of departments and the Executive Group classification process.
Consistent Uses: Also used for research and statistical purposes.
Retention and Disposal Standards: Computer-Based Data: Transferred yearly to Library and Archives Canada. Textual and Electronic Records: Retained for 10 years and transferred to Library and Archives Canada.
RDA Number: 93/031
Related Record Number: CPSA TLN 006
TBS Registration: 005053
Bank Number: CPSA PCE 745

Extra Duty Reporting System
Description: This bank contains individual federal employee data relating to overtime and extra duty usage. The employee record contains information concerning personal characteristics, including sex, Personal Record Identifier (PRI), date of birth, name, salary, classification, hours and frequency and type of overtime.
Class of Individuals: All current employees for whom Treasury Board is classed as the employer under the Public Service Staff Relations Act, Schedule 1, Part 1.
Purpose: Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Public Service Staff Relations Act (PSSRA). Pursuant to the general powers described under the FAA and the PSSRA, the Agency maintains personnel information systems on public service employees. This bank is the prime source of overtime and extra duty usage data for Agency and Treasury Board Secretariat users and is used for planning, implementing, evaluating and monitoring government policies. The information is used to support human resources planning and management, which include collective bargaining, compensation analysis, employment equity programs, and personnel policy planning, implementation, evaluation and monitoring. The bank is also used to respond to special requests for information and to conduct research, special studies and surveys as it relates to employee-related personnel information and Access to Information and Privacy requests.
Consistent Uses: Information is provided to the Agency and to Treasury Board Secretariat, the Employment Equity Data Bank, Statistics Canada and other federal departments or agencies. This system may be used as a source of information or for linking with the following systems: Incumbent System, Entitlements and Deductions System, Leave Reporting System, Public Service Pay System, Executive and Management Compensation System and the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission. All linkages for the purpose of administering human resources and compensation plans are in compliance with the provisions of the Privacy Act.
Retention and Disposal Standards: Computer-Based Data: Destroyed after the operational needs have expired. Textual and Electronic Records: All records excluding records on Negotiations are retained for 10 years and then destroyed. Files on Negotiations are retained for 10 years and transferred to Library and Archives Canada.
RDA Number: 94/011
Related Record Number: CPSA PSRD 015
TBS Registration: 005054
Bank Number: CPSA PCE 747

Incentive Awards
Description: The bank contains information on public servants who have been nominated for awards under the federal government's Incentive Awards Plan and the new Recognition Policy. Such information may include curriculum vitae, narratives in support of meritorious contributions related to their duties or practical suggestions for improvement of Public Service operations.
Class of Individuals: All employees of the public service who have been nominated for awards under the Incentive Awards Plan and Recognition Policy.
Purpose: The purpose of this bank is to identify individuals who have been nominated for awards under the federal government's Incentive Awards Plan.
Consistent Uses: The information in this bank is used to establish precedents for awards and to provide an audit trail for the disbursements of funds.
Retention and Disposal Standards: Textual and Electronic records: Retained for 10 years and then destroyed.
RDA Number: 93/031
Related Record Number: CPSA TLN 004
TBS Registration: 005056
Bank Number: CPSA PCE 752

Incumbent System
Description: This bank contains individual federal employee data relating to personnel matters. The employee record contains information concerning personal characteristics, including age, sex, personal record identifier, date of birth, name, salary, appointment dates, classification, Superannuation number and years of continuous/ pensionable service. Also included are information concerning collective bargaining, exclusions, bargaining agents and languages.
Class of Individuals: All current employees for whom Treasury Board is classed as the employer under the Public Service Staff Relations Act, Schedule 1, Part 1. Also included are some of the employees employed by the separate employers identified under Schedule 1, Part 2 of the Public Service Staff Relations Act.
Purpose: Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Public Service Staff Relations Act (PSSRA). Pursuant to the general powers described under the FAA and the PSSRA, the Agency maintains personnel information systems on public service employees. This bank is the prime source of incumbent data for Agency and Treasury Board Secretariat users and is used for planning, implementing, evaluating and monitoring government policies. The information it contains is used to support human resources planning and management, which include collective bargaining, exclusions, designations, compensation analysis, official languages, employment equity programs, and personnel policy planning, implementation, evaluation and monitoring. The bank is also used to support the development and administration of various insurance and medical plans, to respond to special requests for information and to conduct research, special studies and surveys as it relates to employee-related personnel information and Access to Information and Privacy requests.
Consistent Uses: Information is provided to the Agency and Treasury Board Secretariat, the Employment Equity Data Bank, the Public Service Commission, public service bargaining agents, Statistics Canada, insurers of public service group insurance plans, the Public Service Staff Relations Board and other federal departments or agencies. This system is used as a source of information or for linking with the following systems: Entitlements and Deductions System, Leave Reporting System, Extra Duty Reporting System, Mobility File, Leave Without Pay System, Training and Development Information System, Position and Classification Information System (PCIS), Public Service Pay System, Executive and Management Compensation System and the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission. All linkages for the purpose of administering human resources and compensation plans are in compliance with the provisions of the Privacy Act.
Retention and Disposal Standards: Computer-Based Data: Transferred to Library and Archives Canada on a yearly. Textual and Electronic Records: Retained for 10 years and transferred to Library and Archives Canada.
RDA Number: 93/031 and 94/011
Related Record Number: CPSA PSRD 015
TBS Registration: 002316
Bank Number: CPSA PCE 753

Interchange Canada: Inventory of Applicants and Participants
Description: This bank may contain curriculum vitae, records of instances of consideration, notations of referrals, performance reviews and employee appraisals, agreements, job descriptions, interview notes and correspondence related to the Program. Some information exists in computerized form.
Class of Individuals: Public servants and non-public servants applying for positions in Interchange Canada, or who are currently on, or have completed an assignment.
Purpose: This bank exists under the authority of sections 5, 10, 11 and 16 of the Public Service Employment Act, to provide an inventory of persons seeking Interchange Canada assignments and to maintain historical records of all persons who have participated in the Interchange Canada.
Consistent Uses: This bank is used for the general management of the assignments. This bank interfaces with the Inventory Management system.
Retention and Disposal Standards: Records of applicants are retained for two (2) years after the candidate is declared inactive, then destroyed. Records of public servants participants are retained for two (2) years after termination of participation and destroyed. Records of non-public servants are retained for five (5) years after termination of participation and destroyed.
RDA Number: 2001/025
Related Record Number: CPSA TLN 030
TBS Registration: 001952
Bank Number: CPSA PCE 729

Language Training Module (LTM)
Description: The LTM was a central bank eliminated in 1996 containing information on language training provided to public servants at government expense. Primarily, the bank includes information such as proficiency levels trained to, hours used for language training and type of training received. The social insurance number will be used until such time as it is phased out and replaced by a unique federal employee identifier. Source of the data: Departments and Agencies are responsible to update the LTM using the LTIF A-8 form. There is an interface between the Language Training System (LTS) of the Public Service Commission (PSC) and the LTM for training related to statutory needs and Government-Wide Corporate needs. The training related to other needs is reported to the LTM by departments and agencies. An interface also exists between the Official Languages Information System (OLIS) TBS PCF 703 and the LTM of the Treasury Board Secretariat.
Class of Individuals: The information relates to public servants, current and previous, of departments and agencies listed in Schedule 1, Part 1 of the Public Service Staff Relations Act and, as of April 1990, to employees from organizations listed in Schedule 1, Part 2, of the Public Service Staff Relations Act.
Purpose: The purpose of this bank is to provide accurate, timely and reliable information to support the Government, Central Agencies, Departments and Agencies in the implementation and control of that segment of the Official Languages Program that pertains to language training provided to public servants.
Consistent Uses: The information is used by the departments involved as well as by the central agencies for reference, research and statistical purposes to monitor that segment of the Official Languages Program that pertains to language training provided to public servants. All linkages done using LTS and OLIS are in compliance with provisions of the Privacy Act.
Retention and Disposal Standards: Computer-Based Data: Quarterly Extract Files are retained for 25 years. Textual and Electronic Records: The general file is retained for 10 years and transferred to Library and Archives Canada. Information to departments is retained for 10 years and then destroyed. Information from the LTM is available up to March 31 1996, date on which the system was eliminated.
RDA Number: 94/004
Related Record Number: CPSA OLB 010
TBS Registration: 005057
Bank Number: CPSA PCE 759

Leave Reporting System
Description: This bank contains individual federal employee data relating to leave. The employee record contains information concerning personal characteristics, including sex, personal record identifier, name, salary, age, classification, hours, frequency and duration of the various leaves taken by individuals.
Class of Individuals: All current employees for whom Treasury Board is classed as the employer under the Public Service Staff Relations Act.
Purpose: Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Public Service Staff Relations Act (PSSRA). Pursuant to the general powers described under the FAA and the PSSRA, the Agency maintains personnel information systems on public service employees. This bank is the prime source of leave data for Agency and Treasury Board Secretariat users and is used for planning, implementing, evaluating and monitoring government policies. The information is used to support human resources planning and management, which include collective bargaining, compensation analysis, employment equity programs, and personnel policy planning, implementation, evaluation and monitoring. The bank is also used to respond to special requests for information and to conduct research, special studies and surveys as it relates to employee-related personnel information and Access to Information and Privacy requests.
Consistent Uses: Information may be provided to the Agency and Treasury Board Secretariat, the Employment Equity Data Bank, the Public Service Commission, Statistics Canada and other federal departments or agencies. Aggregated data on senior levels are presented to external advisory committees for consideration and recommendation. This system may be used as a source of information or for linking with the following systems: Incumbent System, Entitlements and Deductions System, Extra Duty Reporting System, Mobility File, Leave Without Pay System, Position and Classification Information System (PCIS), Public Service Pay System, Executive and Management Compensation System and the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission. All linkages for the purpose of administering human resources and compensation plans are in compliance with the provisions of the Privacy Act.
Retention and Disposal Standards: Computer-Based Data: Destroyed after the operational needs have expired. Textual and Electronic Records: Retained for 10 years and then destroyed.
RDA Number: 93/031
Related Record Number: CPSA PSRD 015
TBS Registration: 005058
Bank Number: CPSA PCE 764

Leave Without Pay System
Description: This bank contains individual federal employee data relating to leave without pay. The employee record contains information concerning personal characteristics, including age, sex, personal record identifier, date of birth, name, salary, appointment dates and classification. Information is also included concerning the reason for leave without pay and the effective and return dates.
Class of Individuals: All employees for whom Treasury Board is the employer under the Public Service Staff Relations Act, Schedule 1, Part 1. Also included are some of the employees employed by the separate employers identified under schedule 1, Part 2, of the Public Service Staff Relations Act.
Purpose: Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Public Service Staff Relations Act (PSSRA). Pursuant to the general powers described under the FAA and the PSSRA, the Agency maintains personnel information systems on public service employees. This bank is the prime source of leave- without-pay data for Agency and Treasury Board Secretariat users and is used for planning, implementing, evaluating and monitoring government policies. The information is used to support human resources planning and management, which include collective bargaining, compensation analysis, employment equity programs, and personnel policy planning, implementation, evaluation and monitoring. The bank is also used to respond to special requests for information and to conduct research, special studies and surveys as it relates to employee-related personnel information and Access to Information and Privacy requests.
Consistent Uses: Information is provided to the Agency and Treasury Board Secretariat, the Employment Equity Data Bank, the Public Service Commission, public service bargaining agents, Statistics Canada, and other federal departments and agencies. Aggregated data on senior levels are presented to external advisory committees for consideration and recommendation. This system may be used as a source of information or for linking with the following systems: Incumbent System, Entitlements and Deductions System, Extra Duty Reporting System, Leave Reporting System, Mobility File, Training and Development Information System, Position and Classification Information System (PCIS), Public Service Pay System, Executive and Management Compensation System and the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission. All linkages for the purpose of administering human resources and compensation plans are in compliance with the provisions of the Privacy Act.
Retention and Disposal Standards: Computer-Based Data Destroyed after the operational needs have expired. Textual and Electronic Records: Retained for 10 years and then destroyed.
RDA Number: 93/031
Related Record Number: CPSA PSRD 015
TBS Registration: 005059
Bank Number: CPSA PCE 765

Management Trainee Program (MTP): Inventory of Applicants and Participants
Description: The objective of the Management Trainee Program (MTP) is to recruit and develop highly qualified individuals for key positions of responsibility in the federal Public Service of Canada. The personal information collected includes the individual's full name; home address and telephone number; work address and telephone number; citizenship, date of birth, test scores, assignment evaluations, highest level of education attained, transcripts of marks, performance evaluations, bilingual capacity and employment equity status.
Class of Individuals: Current and former applicants and participants of the MTP, both public servants and non-public servants.
Purpose: This information is used to manage the MTP and it is used to track candidates' progress within the Public Service. The MTP includes current and historical information so that it can be used to prepare future recruitment campaigns and to produce statistical reports.
Consistent Uses: To refer candidates to departmental senior managers for future employment opportunities. An electronic mailing list is maintained for the MTP community and is used only to send information to participants.
Retention and Disposal Standards: This information is scheduled to be retained for two years and then destroyed, once a Records Disposition Authority has been established.
RDA Number: Under development.
Related Record Number: CPSA TLN 005
TBS Registration: 006439
Bank Number: CPSA PCE 768

Mobility File
Description: This bank contains individual federal employee data relating to the mobility of public servants. The employee record contains information concerning personal characteristics, including age, sex, personal record identifier, date of birth, name, appointment dates and classification. Also included is information concerning the reason for mobility and the effective dates.
Class of Individuals: All employees for whom Treasury Board is the employer under the Public Service Staff Relations Act, Schedule 1, Part 1. Also included are some of the employees employed by the separate employers identified under schedule 1, Part 2, of the Public Service Staff Relations Act.
Purpose: Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Public Service Staff Relations Act (PSSRA). Pursuant to the general powers described under the FAA and the PSSRA, the Agency maintains personnel information systems on public service employees. This bank is the prime source of mobility data for Agency and Treasury Board Secretariat users and is used for planning, implementing, evaluating and monitoring government policies. The information it contains is used to support human resources planning and management, which include collective bargaining, compensation analysis, employment equity programs, and personnel policy planning, implementation, evaluation and monitoring. The bank is also used to respond to special requests for information and to conduct research, special studies and surveys as it relates to employee-related personnel information and Access to Information and Privacy requests.
Consistent Uses: Information is provided to the Agency and Treasury Board Secretariat, the Employment Equity Data Bank, the Public Service Commission, Statistics Canada and other federal departments or agencies. Aggregated data on senior levels are presented to external advisory committees for consideration and recommendation. This system may be used as a source of information or for linking with the following systems: Incumbent System, Entitlements and Deductions System, Extra Duty Reporting System, Leave Reporting System, Training and Development Information System, Position and Classification Information System (PCIS), Public Service Pay System, Executive and Management Compensation and the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission. All linkages for the purpose of administering human resources and compensation plans are in compliance with the provisions of the Privacy Act.
Retention and Disposal Standards: Computer-Based Data: Transferred yearly to Library and Archives Canada Textual and Electronic Records: Retained for 10 years and transferred to Library and Archives Canada.
RDA Number: 93/031
Related Record Number: CPSA PSRD 015
TBS Registration: 005060
Bank Number: CPSA PCE 769

Official Languages Information System (OLIS II)
Description: OLIS II is a central file containing information from institutions on the resources necessary to meet their official languages obligations. The file may include employee names and information such as the employment category, the first official language, the communications requirements related to service to the public, internal services and supervision. Source of data: Data are provided by the institutions either by filling out five tables or by submitting an electronic file on an annual basis.
Class of Individuals: All employees of the federal institutions and privatized organizations (Not part of the Core Public Administration) subject to the Official Languages Act except employees of the public service (Annex 1, Part 1, of the Public Service Staff Relations Act) that are appointed on a full time indeterminate or part time determinate for more than three months.
Purpose: Pursuant to the 1988 Official Languages Act, an annual report must be submitted to Parliament on the status of the Official Languages Program.
Consistent Uses: The information is used for statistical purposes to monitor that segment of the Official Languages Program that pertains to language obligations.
Retention and Disposal Standards: Computer-Based Data: Transferred yearly to Library and Archives Canada Textual and Electronic Records Under development.
RDA Number: 94/004
Related Record Number: CPSA OLB 009
TBS Registration: 005061
Bank Number: CPSA PCE 775

Point of Contact (Assignment Service)
Description: This bank contains personal information such as name, address, telephone number, classification, department, language, employment history, employment status, curriculum vitae, skills assessment and referral results.
Class of Individuals: Federal government employees (including separate employers and crown corporations) in finance, internal audit, program evaluation and human resources who have requested an interdepartmental assignment.
Purpose: The bank maintains an inventory of candidates for the purpose of referring interested employees to departments who are looking to fill available assignments.
Consistent Uses: The bank is used to identify employees for referral to available developmental assignment opportunities. It is also used for statistical purposes and human resources planning.
Retention and Disposal Standards: Under development.
RDA Number: N/A
Related Record Number: CPSA DCG 005
TBS Registration: 002870
Bank Number: CPSA PCE 782

Policy Research and Development Program (PRDP)
Description: This bank may contain curricula vitae, applications, transcripts of marks, interview notes, assessment centre notes, notations of referrals, notes to file and faxes for all applications to the Program. It may also contain administrative documents related to security, travel, training, departmental/agency assignment agreements/descriptions, reclassification notes, performance evaluations, job descriptions and other printed material for the participants in the Program.
Note: This program ceased in 2005.
Class of Individuals: Public servants and non public servants who applied to the PRDP or past participants of the PRDP.
Purpose: This bank exists under the authority of Sections 5, 10, 11 and 16 of the former PSEA to provide an inventory of persons seeking positions with the PRDP and to maintain historical records of all persons who have participated in the PRDP.
Consistent Uses: This bank is used to retain applications to the PRDP, for the general management of the assignments and for statistical purposes. It interfaced with Inventory Management and Employee History systems to track the career progression of participants (for statistical purposes and studies)
Retention and Disposal Standards: Records of applicants are retained for two (2) years after the application is submitted and then are destroyed. Hard copy records for participants are retained for five (5) years after the participant ceases to be in the Program. Machine readable records are retained for twenty-five (25) years and then destroyed.
RDA Number: 2001/025
Related Record Number: PSC SPB 030 and 031
TBS Registration: 005301
Bank Number: CPSA PCE 777

Position Classification Information System (PCIS)
Description: This bank contains individual federal employee data relating to position classification matters and may include position numbers. The system is used mainly to support the development and administration of the classification system and the Official Languages Program. The position record contains the Personal Record Identifier. Also included is information concerning position classification data, Official Languages Information System (OLIS) and Position Information Collection System (PICS).
Class of Individuals: All current employees for whom Treasury Board is classed as the employer under the Public Service Staff Relations Act, Schedule 1, Part 1, (core public administration).
Purpose: Personnel management information is collected under the authorities and obligations described in the Financial Administration Act (FAA) and the Public Service Staff Relations Act (PSSRA). Pursuant to the general powers described under the FAA and the PSSRA, the Agency maintains personnel information systems on public service employees. This bank is a prime source of position data for Agency and Treasury Board Secretariat users and is used for planning, implementing, evaluating and monitoring government policies. The information it contains is used to support human resources planning and management, which include collective bargaining, compensation analysis, official languages, and personnel policy planning, implementation, evaluation and monitoring. The bank is also used to support the development and administration of the classification system within the public service, to respond to special requests for information and to conduct research, special studies and surveys as it relates to employee-related personnel information and Access to Information and Privacy requests. The results of monitoring activities may be forwarded to departments for review and action, if required.
Consistent Uses: Information may be provided to the Agency and Treasury Board Secretariat, the Employment Equity Data Bank, the Public Service Commission, public service bargaining agents, Statistics Canada and other federal departments or agencies. This system may be used as a source of information or for linking with the following systems: Incumbent System, Entitlements and Deductions System, Extra Duty Reporting System, Leave Reporting System, Mobility File, Training and Development Information System, Public Service Pay System, Executive and Management Compensation System, the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission and departmental personnel information systems. All linkages for the purpose of administering human resources and compensation plans are in compliance with the provisions of the Privacy Act.
Retention and Disposal Standards: Computer-Based Data: Arrangements will be made for the yearly transfer of the PCIS data to Library and Archives Canada. The data for OLIS and for the "Position Information Collection System (PICS) was transferred to Library and Archives Canada until 1995 when it was replaced by PCIS. Textual and Electronic Records: there are no textual or electronic records for the new PCIS. The textual records for the defunct PICS are retained for 10 years and transferred to Library and Archives Canada.
RDA Number: 93/031
Related Record Number: CPSA PSRD 015
TBS Registration: 002318
Bank Number: CPSA PCE 784

Workforce Adjustment Monitoring (WFAM) System
Description: This system contains Workforce Adjustment cash-out information pertaining to all Federal Government employees, as specified under class of Individuals below. This bank uses information which has been extracted from data submitted for three other systems, i.e. the Public Service Pay System (PWGSC), the Priority Administration System (PSC) and the Incumbent System (CPSA).
Class of Individuals: All employees, including Senior Management; for whom Treasury Board is the employer under PSSRA, Schedule 1, Part 1; who have been affected by the WFA policy (PMM Volume 4, Chapter 20, Section 10), or by the Executive Employment Transition Policy and who, in accordance with these policies, received payments in lieu of their unfulfilled surplus period.
Purpose: This system is used to monitor the implementation and ongoing departmental compliance with the Work Force Adjustment Policies Departure Incentive Programs and Executive Employment Transition Policy.
Consistent Uses: The WFAM system has been developed for the related policy groups in the Agency and Treasury Board Secretariat. Regularly scheduled electronic extracts are provided to the users, showing cumulative and year-to-date totals for employees receiving «cash-out» payments, as well as the amount and period for these payments.
Retention and Disposal Standards: Computer-Based Data: Destroyed after the operational needs have expired. Textual and Electronic Records: Retention Under development.
RDA Number: 93/031
Related Record Number: CPSA PSRD 015
TBS Registration: 005065
Bank Number: CPSA PCE 804

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