Personnel Award Application Files
Description:This bank contains the address, marital status, health-related employment history, educational background, publications, research and career plans, confidential assessments of candidates and letters of reference, and review committee members' comments on the application.
Class of Individuals:Health researchers - Canadian or landed immigrant, university graduates or applicants for graduate studies planning to begin or continue careers in health research are included in this bank.
Purpose:The purpose of this bank is to administer the review of applications for funds from the National Health Research and Development Program for training, career development, and career support and to administer the approved funds. In future it may be used in the internal evaluation of the awards program.
Consistent Uses:The information gathered in this bank is used only for the assessment of candidates in carrying out their proposals under the National Health Research and Development Program (NHRDP).
Retention and Disposal Standards:Non-funded applications are held for 3 yrs, funded applications for 6 yrs before disposal; final reports are retained 50 yrs then transferred to Library and Archives Canada.
RDA Number:74/007
Related Record Number:HCan PRN 918
TBS Registration:004090
Bank Number:HCan PPU 100

Request for Information Pursuant to 8(2) (e) of the Privacy Act
Description:This bank records all requests submitted to the Department pursuant to paragraph 8(2)(e) of the Privacy Act by an investigative body specified in the regulations to the Act for the purpose of enforcing any law of Canada or a province or carrying out a lawful investigation.
Class of Individuals:The information relates to those individuals who are being investigated by an investigative body specified in the regulations of the Privacy Act.
Purpose:This information serves to record such requests and disclosures pursuant to paragraph 8(2) (e) of the Privacy Act.
Consistent Uses:None.
Retention and Disposal Standards:Requests submitted to the Department by an investigative body are retained for two years as specified in paragraph 7(a) of the Privacy regulations and then destroyed.
RDA Number:98/001
Related Record Number:HCan PRN 930
TBS Registration:002741
Bank Number:HCan PPU 255

Requests for Information Submitted under the Provisions of the Access to Information and the Privacy Acts
Description:This bank records all requests by applicants for information under the control of the Department pursuant to the Access to Information Act and the Privacy Act.
Class of Individuals:The information relates to those individuals who have a right to request information pursuant to section 4 of the Access Act and subsection 12(1) of the Privacy Act.
Purpose:This information is compiled for the purposes of the administration of the Access to Information Act and the Privacy Act.
Consistent Uses:None
Retention and Disposal Standards:The records are retained for a minimum of two years then destroyed.
RDA Number:98/001
Related Record Number:HCan PRN 930
TBS Registration:002742
Bank Number:HCan PPU 260

Security Incident Reporting System (SIRS)
Description:This bank contains records which may include personal information such as the name and the description of the incident involving the individual.
Class of Individuals:Departmental employees and/or other individuals involved in security incidents.
Purpose:The purpose of this bank is to record and report all Health Canada security incidents such as theft/loss, security breach/violation, threat, violent client, physical assault, suspicious activity and vandalism.
Consistent Uses:The information will be used internally for program management purposes and for purposes of research, planning, evaluation, monitoring, and statistics and for internal audit purposes. Statistical data may be tabulated for the Loss of Crown Assets Program. Personal information may be shared with the local police authorities, the RCMP, human resource officials and managers on a need to know basis to determine appropriate action and support decisions regarding discipline or investigations.
Retention and Disposal Standards:Personal information contained in the database will be retained for the five years then destroyed.
RDA Number:98/001
Related Record Number:HCan PRN 931
TBS Registration:004086
Bank Number:HCan PPU 092

First Nations and Inuit Health Branch

Federal Hospital Files
Description:This bank contains some or all of the following types of information: admission and separation records, medical history, laboratory tests and reports, diagnostic services reports, requisitions, doctor's orders, nursing notes, counselling notes, accounting statements, x‑rays, operating room reports, pharmacy, social services and other patient and treatment and services records. The records are accessible through the hospital administrator or superintendent. Persons seeking access to this bank must supply their full name, date of birth and location of the record sought.
Class of Individuals:Status Indians.
Purpose:The purpose of this bank is to maintain records for departmentally operated hospitals for inpatients and outpatients.
Consistent Uses:Information may be used internally for program management purposes and for purposes of research, planning, evaluation, statistics and for internal audit purposes. Information may also be exchanged with federal nursing stations and health centers, provincial health facilities, provincial and private medical insurance plans, and provincial and municipal health agencies. Information may be shared with provincial health professional regulatory bodies for quality assurance purposes.
Retention and Disposal Standards:Records are retained for 25 years after the last entry in the file. Upon expiry of the retention period, some of these records will then be archived and stored at the federal facility and the remainder destroyed.
RDA Number:Under development
Related Record Number:HCan OF5
TBS Registration:002724
Bank Number:HCan PPU 015

Federal Nursing Stations and Health Centers Files
Description:This bank contains treatment and preventative nursing services records.
Class of Individuals:Status Indians.
Purpose:The purpose of this bank is to maintain records for departmentally operated nursing stations and health centers files.
Consistent Uses:Information may be used internally for program management purposes and for purposes of research, planning, evaluation, statistics and for internal audit purposes. Information may also be exchanged with federal hospitals, provincial health facilities, provincial and private medical insurance plans, and provincial and municipal health agencies. Information may be shared with health professional regulatory bodies for quality assurance purposes.
Retention and Disposal Standards:Records are retained for 25 years after the last entry in the file. Upon expiry of the retention period, some of these records will then be archived and stored at the federal facility and the remainder destroyed.
RDA Number:Under development
Related Record Number:HCan OF5
TBS Registration:002725
Bank Number:HCan PPU 020

Health Information and Claims Processing System
Description:This bank contains information recorded manually by regional offices and electronically in the Health Information Claims Processing System about registered Indians, Innu and recognized Inuit eligible for non‑insured health benefits, including name, address, date of birth and registration numbers, information relating to payment claims and payments for non‑insured health benefits including dental services, drugs, medical supplies and medical equipment; and information relating to prescriber, practitioner, provider and prescription details.
Class of Individuals:Registered Indians, Innu and recognized Inuit currently enrolled in a provincial or territorial health insurance plan and who continue to meet residency requirements for provincial/ territorial Medicare coverage.
Purpose:The purpose of this bank is to maintain a record of all individuals eligible to receive non‑insured health benefits; to facilitate client access to benefits to which they may be entitled; to facilitate claims processing and payment process; and to provide statistical information such as benefit utilization, and to ensure utilization is in compliance with program directives.
Consistent Uses:Information is used internally for program management purposes including research, statistics, planning and evaluation; information is collected by the contractor who administers the claims system for audit purposes; information may also be exchanged with goods and services providers to verify eligibility; information may be exchanged with provincially‑registered practitioners, pharmacists, and their respective health professional licensing bodies, and with the Therapeutic Products Program, to ensure compliance with program management policies on medical necessity.
Retention and Disposal Standards:Records will be retained for seven years after the last payment. Upon expiry of the retention period, some of these records will then be archived and stored at the federal facility and the remainder destroyed.
RDA Number:Under development
Related Record Number:HCan OF5
TBS Registration:003219
Bank Number:HCan PPU 016

First Nations and Inuit Health Information System
Description:This bank contains information about Status and non-Status First Nations and Inuit residents of all FNIHB regions that access health services on-reserve and / or at FNIHB health facilities off-reserve. Information includes name, address, gender, marital status, date of birth, Band registration number, resident status, provincial health card number, immunization status as well as data pertaining to reportable and chronic diseases, mortality, medication, medication allergy and adverse reaction, test and exams, maternal, psycho-social and environmental health. Information is maintained in a highly secure Intranet environment.
Class of Individuals:Status and non-Status First Nation people living on-reserve, and those who live off-reserve but access health services on-reserve.
Purpose:The purpose of this bank is to standardize and increase the reliability of collected information, facilitates case management, program planning and health surveillance.
Consistent Uses:Information used for service delivery, reporting requirements, health program planning, evaluation, research and surveillance. Where permitted by legislation and / or community consent, non-nominal information may be exchanged with the provincial ministries of health for compilation of statistics.
Retention and Disposal Standards:Records are retained for 25 years after the last service contact and/or 10 years after the death of the client.
RDA Number:Under development
Related Record Number:HCan OF5
TBS Registration:003675
Bank Number:HCan PPU 007

Status Verification System
Description:This bank contains information about registered Indians and recognized Inuit eligible for non-insured health benefits, including client consent, name, address, gender, date of birth, registration numbers, residence status, health-care number (where available) and eligibility for non-insured health benefits.
Class of Individuals:Registered Indians and recognized Inuit currently enrolled in a provincial or territorial health insurance plan and who continue to meet residency requirements for provincial/territorial Medicare coverage.
Purpose:The purpose of this bank is to maintain a record of all individuals who are or have been eligible to receive non-insured health benefits; to facilitate client access to benefits to which they may be entitled and to facilitate claims processing and payment process.
Consistent Uses:Information is used internally for program management purposes including benefit eligibility and claims research, statistics, planning and evaluation; information may be provided to the contractor administering the claims system for payment and audit purposes; information may also be exchanged with goods and services providers to verify eligibility; information may be exchanged with provincial health facilities, Indian and Northern Affairs Canada, provincial medical insurance plans, and provincial or municipal welfare agencies to verify eligibility and compile statistics. Information may be used by an approved third party for data-matching purposes relating to administration and management, planning accountability, data analysis and health surveillance (e.g., vital statistics, diabetes information, morbidity rates, drug safety, cancer surveillance, immunization and public health). An approved third party is defined as an organization or individual outside the Non-Insured Health Benefits Program whose request for information has been reviewed by a First Nations and Inuit Health Branch committee and is subject to a Data Sharing Agreement signed and approved by the Assistant Deputy Minister of First Nations and Inuit Health Branch.
Retention and Disposal Standards:The retention and disposal schedule is under review.
RDA Number:Under development
Related Record Number:HCan OF5
TBS Registration:003220
Bank Number:HCan PPU 017

Conference and Forum Nominees
Description:Contains recommendations, applications (includes demographic information), references, curriculum vitae and/or financial claims of persons applying or selected to participate in Health Canada organized conferences and fora where registration is limited or selective.
Class of Individuals:Persons who have applied for or been nominated to participate in Health Canada organized conferences or fora, including those who are selected. Does not include persons who attend conferences or fora where registration and selection are unlimited or by lottery.
Purpose:To evaluate and select delegates to conferences and fora from applications received on the basis of criteria established by the organizing program area; to maintain an inventory of selected delegates and the activities they participate in; to process any travel claims or honorariums for selected delegates; to maintain an inventory of interested persons.
Consistent Uses:None.
Retention and Disposal Standards:Information about unsuccessful applicants will be retained for ten years after the date of the event, and information about successful applicants will be retained for ten years after the last administrative action.
RDA Number:Under development
Related Record Number:HCan PRN 901
TBS Registration:003887
Bank Number:HCan PPU 265

Methylmecury Levels in Canadian First Nations and Inuit Peoples
Description:Contains the name, Band number, family number, sex, birth date, region, community, sample date, sample type (blood, hair, etc.), contaminant type and level, school achievement and teachers' evaluation, neurological test, pregnancy.
Class of Individuals:First Nations and Inuit peoples residing in communities, especially fish eaters, women of childbearing age, school children and fishing guides. The testing is done on a voluntary basis.
Purpose:Monitoring of Mercury levels in First Nations/Inuit people to assess exposure.
Consistent Uses:Information may be shared with native communities and N.W.T. public health authorities, in regard to their residents only, for the administration of their environmental health programs. The provinces do not have access to the data file.
Retention and Disposal Standards:Retained a minimum of 10 years, and then reviewed for possible transfer to Library and Archives Canada.
RDA Number:61/6777
Related Record Number:HCan OF15
TBS Registration:004114
Bank Number:HCan PPU 021

Health Policy Branch

Applications for Contributions Files - National Health Research and Development Program (NHRDP) and Health Policy Research Program (HPRP)
Description:This bank contains a full description of the research to be undertaken as well as the curriculum vitae of each person responsible for the management of research projects, partnerships, conferences, etc., approved under the NHRDP and/or the HPRP. Includes the assessment made by members of the Review Committee and the external reviewers and the internal evaluation by departmental officers.
Class of Individuals:Persons involved in health research.
Purpose:The purpose of the bank is to administer the review of applications for funds from the NHRDP and the HPRP and to administer the approved funds. In future, it may be used in the internal evaluation of NHRDP and HPRP activities.
Consistent Uses:The information gathered in this bank is used only for the assessment of the scientific quality and policy priority of the research proposals, and the suitability of research personnel to carry out proposals. Program information is shared with the Medical Research Council.
Retention and Disposal Standards:Non-funded applications are held for 3 yrs, funded applications for 6 yrs before disposal; final reports are retained 50 yrs then transferred to Library and Archives Canada.
RDA Number:74/007
Related Record Number:HCan OF14
TBS Registration:004087
Bank Number:HCan PPU 105

Breastfeeding Database
Description:The database includes the names of individuals, organizations that they work for, complete addresses, telephone numbers and fax numbers.
Class of Individuals:Health Professional, such as family physicians, nurses and health personnel units.
Purpose:To conduct a telephone survey in order to evaluate Health Canada's 5‑year breastfeeding campaign.
Consistent Uses:None
Retention and Disposal Standards:Will be retained by the Partnerships and Marketing Division, Health Canada for three years and then reviewed for possible transfer to Library and Archives Canada.
RDA Number:Under development
Related Record Number: HCan OF7
TBS Registration:004180
Bank Number:HCan PPU 077

Committee Files - National Health Research and Development Program (NHRDP) and Health Policy Research Program (HPRP)
Description:This bank contains the curriculum vitae, education, address, employment and publications of each member of the advisory and review committees.
Class of Individuals:Canadian health researchers, health professionals and some representatives of interest groups promoting health research are included in this bank.
Purpose:The purpose of this bank is to record the background of each member of the advisory and review committees for the purpose of verifying, if requested, that the membership is representative of the health research community.
Consistent Uses:The information gathered is used only for obtaining internal departmental approval of committees' memberships.
Retention and Disposal Standards:Retained 6 years, then transferred to Library and Archives Canada.
RDA Number:74/007
Related Record Number:HCan OF14
TBS Registration:004088
Bank Number:HCan PPU 110

Consultation on Health Protection Legislation
Description:This bank contains the names and addresses of persons to whom documents are mailed from time to time for consultations purposes or of persons who have provided their views and opinions on the renewal of federal health protection legislation.
Class of Individuals:Private citizens with an interest in health protection, public interest groups, health institutions, health professionals, representatives of all levels of government, members of federal departments, members of the industry, Canadian corporations and other interested parties.
Purpose:To create a mailing list and tracking system for consultation and follow-up purposes in the process of renewing Canada's health protection legislation, and for other consultations relating to the health protection program.
Consistent Uses:None
Retention and Disposal Standards:Records of individual replies will be retained for 10 years then Library and Archives Canada will review for archival interest.
RDA Number:78/010
Related Record Number:HCan OF1
TBS Registration:004115
Bank Number:HCan PPU 051

Health Products and Food Branch

Branch Incident Reporting System
Description:This bank contains information about complaints or queries received in regard to actual or perceived problems or concerns with medical devices, pharmaceutical products, food and other items that are regulated by Health Canada. Information may include name, address, telephone number of the contact person, product description such as make, model, serial or other identifying number, location of incident, any follow-up action taken and other details required for any necessary intervention by Health Canada or other authorities.
Class of Individuals:Canadians or visitors to Canada, medical practitioners and hospital authorities, police and customs agents, coroners and provincial medical officers of health and representatives of manufacturers who may be involved with the reporting or investigation of a complaint.
Purpose:To investigate and track complaints received by the Department.
Consistent Uses:Information may be used to follow-up with complainants. It may be shared with other agencies including Agriculture and Agri-Food Canada, provincial regulatory bodies, provincial Medical Officers of Health and individual practitioners.
Retention and Disposal Standards:Retained for 25 years, and then transferred to Library and Archives Canada.
RDA Number:98/019
Related Record Number:HCan OF15
TBS Registration:004102
Bank Number:HCan PPU 088

Healthy Environments and Consumer Safety Branch

Canadian Accident Injury Reporting and Evaluation
Description:This bank includes the chart number, institution, age of victim, admittance date, number of days hospitalized, injury nature and cause, place of occurrence, disposition and product involved"
Note: Formerly CCA PPU 025.
Class of Individuals:General public.
Purpose:The bank was established to assist in setting of priorities and is used for internal and external data retrievals and regular publications.
Consistent Uses:None
Retention and Disposal Standards:Records are retained for a minimum of two years, and then transferred to Library and Archives Canada.
RDA Number:Under development
Related Record Number:HCan OF5
TBS Registration:002110
Bank Number:HCan PPU 025

Case-Control Study on Passive Smoking and Lung Cancer
Description:This bank contains demographic information, and information on exposure to passive smoking, familial history of cancer, personal history of respiratory illness, occupational history, diet, environmental exposures, residential history, and radon exposure for about 735 non-smoking lung cancer cases and about 735 controls, across Canada. This bank also contains demographic information on personal smoking history, and a brief occupational history for about 38,000 smoking lung cancer cases across Canada.
Class of Individuals:Individuals diagnosed with primary lung cancer between January 1, 1995 and December 31, 1996 (approx.). Controls matched to non-smoking lung cancer cases.
Purpose:To examine the relationship between exposure to environmental tobacco smoke and the incidence of lung cancer, adjusting for the effects of other potential risk factors including occupation, diet, and environmental radon; to estimate incidence of smoking among lung cancer cases in Canada.
Consistent Uses:None.
Retention and Disposal Standards:Retained a minimum of 10 years, and then reviewed for possible transfer to Library and Archives Canada (excluding questionnaires which may be destroyed after two years).
RDA Number:613215
Related Record Number: HCan OF3
TBS Registration:004095
Bank Number: HCan PPU 038

Child Acute Respiratory Effects Study
Description:This bank contains information on the respiratory illnesses and pulmonary function measures and the ages of 100 females aged 7 to 15 years attending a Girl Guide camp (Camp Kiawa) in July and August of 1986. Data on parental smoking habits, education and other home characteristics were collected. Allergy test and heart rate monitoring results are also recorded.
Class of Individuals:Girls aged 7 to 15 years who attended Camp Kiawa from July 1 to August 10, 1986.
Purpose:The purpose of this bank is to examine the relationship between transported air pollution and respiratory health in children.
Consistent Uses:There will be no disclosure of any personal information from this data bank. Only summary statistics and conclusions drawn from the study will be publicly disclosed. There will be no linking and matching of information in this data bank with any other information or data bank presently existing.
Retention and Disposal Standards:Retained a minimum of 10 yrs, and then reviewed for possible transfer to Library and Archives Canada (excluding questionnaires which may be destroyed after two years).
RDA Number:613215
Related Record Number:HCan OF15
TBS Registration:004096
Bank Number:HCan PPU 036

Children's Respiratory Health Study
Description:This bank contains information about children and adolescents currently residing in Saint John, New Brunswick. The data consists of questionnaires completed by parents for grade five students and self-completed by grade twelve students. In addition, students will have height, weight and their lung capacity measured. The information collected includes name, address, telephone number of the students and parent or legal guardian and the gender of the child/adolescent.
Class of Individuals:Grade five children, ages nine to eleven and grade twelve students, ages sixteen to eighteen, residing in Saint John, New Brunswick.
Purpose:To assess the longer term effects of exposure to air pollution in children and adolescents.
Consistent Uses:Information may be used to contact these individuals in follow-up survey.
Retention and Disposal Standards:Retained a minimum of 10 yrs and then reviewed for possible transfer to Library and Archives Canada (excluding questionnaires which may be destroyed after 2 yrs).
RDA Number:61/3215
Related Record Number:HCan OF15
TBS Registration: 004097
Bank Number:HCan PPU 089

Fish and Wildlife Nutrition Project in Areas of Concern
Description:This bank contains information about Ontario anglers and consumers of aquatic wildlife in areas of concern. These groups may not be licensed or may otherwise be outside the mainstream due to language or ethnicity. Information includes name, address, telephone number, gender, marital status, country of birth, fish and aquatic wildlife consumption patterns, household income and language spoken in the home.
Class of Individuals:Ontario anglers and consumers of fish and aquatic wildlife in selected geographic locations.
Purpose:The purpose of this bank is to conduct research into fish and aquatic wildlife consumption patterns among high-risk Ontario anglers and consumers.
Consistent Uses:Information may be used to contact these individuals in follow-up surveys.
Retention and Disposal Standards:Retained a minimum of 10 yrs, and then reviewed for possible transfer to Library and Archives Canada (excluding questionnaires which may be destroyed after 2 yrs).
RDA Number:61/3215
Related Record Number:HCan OF7
TBS Registration:004099
Bank Number:HCan PPU 079

Record of Researchers
Description:This bank provides a list of persons authorized to use, and who are using narcotic, controlled and restricted drugs in research work.
Class of Individuals:It is primarily concerned with scientists and medical and paramedical professionals.
Purpose:The bank is used to ensure that persons using narcotic, controlled and restricted drugs for research purposes have been authorized to do so.
Consistent Uses:None
Retention and Disposal Standards:Records in individual cases are held for ten years and then reviewed for possible transfer to Library and Archives Canada.
RDA Number:Under development
Related Record Number:HCan OF14
TBS Registration: 002726
Bank Number:HCan PPU 040

Great Lakes Health Effects Cohort Study
Description:This bank contains basic personal information, fish consumption patterns, household income, current employment information (kind of work, exposures in the workplace), and medical history data on a sample of Ontario Sport Fish License holders (1988) and their families.
Class of Individuals:Phase I: 1988 Ontario Sport Fish License holders (approximately 1,000,000). Phase II: A sub-sample of Phase I, plus adult and child members of their household (approximately 100,000 records). Phase III: Further data on a sub-sample of Phase II.
Purpose:The data were collected for research and statistical purposes as part of a study designed to investigate the adverse health effects of Great Lakes water pollution as bio-concentrated by fish.
Consistent Uses:The data collected were intended to be used to determine the risk of cancer, adverse reproductive outcomes (for example, birth defects) and mortality from certain causes associated with consumption of fish caught in the Great Lakes Basin. The individuals identified in the data bank may be followed up over time by linkage to cancer incidence, congenial anomaly or mortality registries. However, do to budgetary and other constraints this, may not be done.
Retention and Disposal Standards:Retained a minimum of 10 yrs, and then reviewed for possible transfer to Library and Archives Canada (excluding questionnaires which may be destroyed after 2 yrs).
RDA Number:61/3215
Related Record Number:HCan OF9
TBS Registration: 004100
Bank Number:HCan PPU 076

Health Effects of Molds in Homes
Description:This bank contains information collected since 1991 about adults and children resident in approximately 500 dwellings in Wallaceburg, Ontario, including name, address, telephone number, age, sex, general health data of the child, blood and mucous samples, audio recordings of nocturnal coughing, dust, mould and mildew samples and general description of the home itself.
Class of Individuals:Residents of selected Wallaceburg, Ontario households who agree to participate in the study.
Purpose:To conduct research into indoor air quality and moulds and their impact on childhood illness.
Consistent Uses:Non-personal information will be shared with Canada Mortgage and Housing Corporation, co-sponsors of the study. Information may be used to contact these individuals in follow-up surveys.
Retention and Disposal Standards:Retained a minimum of 10 yrs, and then reviewed for possible transfer to Library and Archives Canada (excluding questionnaires which may be destroyed after 2 yrs).
RDA Number:61/3215
Related Record Number:HCan OF14
TBS Registration: 004101
Bank Number:HCan PPU 083

Ontario Farm Family Health Study
Description:Information collected from 2000 farm families, including name, address, religion, age, sex, and country of birth, farm characteristics, chronic disease and accident histories of farm families participating in this study.
Class of Individuals:Ontario Farm Families.
Purpose:Information is collected for use in a study designed to assess potential exposures on the farm and health effects.
Consistent Uses:Research and Statistical Purposes.
Retention and Disposal Standards:Retained a minimum of 10 yrs, and then reviewed for possible transfer to Library and Archives Canada.
RDA Number:61/3215
Related Record Number:HCan OF15
TBS Registration: 004104
Bank Number:HCan PPU 037

Pesticide Exposure Assessment Pilot Study
Description:Contains the name, address, sex, sample date, sample type (urine, semen, and drinking water), pesticide handling practices of applicator, and pesticides used for farm families participating in this study.
Class of Individuals:Ontario farm families selected from the previous Ontario Farm Family Health Study (Personal Information Bank HCan-PPU-037 refers).
Purpose:Measure the extent to which applicators and family members are exposed to herbicides during normal handling activities on Ontario farms.
Consistent Uses:Research and statistical purposes. Data is linked to PPU 037 Ontario Farm Family Health Study.
Retention and Disposal Standards:Retained a minimum of 10 yrs, and then reviewed for possible transfer to Library and Archives Canada (excluding questionnaires which may be destroyed after 2 yrs).
RDA Number:61/3215
Related Record Number:HCan OF15
TBS Registration: 004105
Bank Number:HCan PPU 035

Indoor Air Quality in the Health of Infants: a birth cohort study focusing on indoor microbials
Description:This bank contains information about Canadian children from birth to two years of age. Data will be collected by: questionnaire, blood samples and an instrument which records from the home. It will also contain information on the indoor environment (irritants and allergens) and healthy information on the child and the family. Blood tests will be taken for evidence of allergy and lymphocyte activation. Information will include name, address and telephone numbers of the child and the family. The Child will be followed up at two week intervals for incidence of illnesses up until the age of two years. The children are not selected based on illness.
Class of Individuals:Children born to mothers living in Prince Edward Island will be recruited from physician's offices.
Purpose:To determine the environmental factors which increase the incidence of illness in infants.
Consistent Uses:None. Information may be used to contact these individuals for follow-up surveys.
Retention and Disposal Standards:Retained a minimum of 10 yrs, and then reviewed for possible transfer to Library and Archives Canada (excluding questionnaires which may be destroyed after 2 yrs).
RDA Number:61/3215
Related Record Number:HCan OF15
TBS Registration:004103
Bank Number:HCan PPU 285

Sales Records of Licensed Dealers
Description:This bank contains sales records of narcotics and controlled drugs made by licensed dealers who are entitled to import, export, manufacture and distribute narcotic and controlled drugs under the Controlled Drugs and Substances Act and Regulations.
Class of Individuals:Pharmacists, physicians, dentists, veterinarians, hospitals and licensed pharmaceutical companies.
Purpose:This bank is used to ensure that licensed narcotic and controlled drugs dealers supply narcotic and controlled drugs only to authorized persons.
Consistent Uses:It is also used to monitor and assess purchases of narcotics and controlled drugs made by pharmacists, physicians, dentists, veterinarians, hospitals and licensed pharmaceutical companies. Information from this bank may be released to provincial licensing authorities of the health professions.
Retention and Disposal Standards:Records on individual cases are held for three years for licensed dealers' sales reports and then reviewed for possible transfer to Library and Archives Canada.
RDA Number:98/019
Related Record Number:HCan OF15
TBS Registration: 004107
Bank Number:HCan PPU 045

Methadone Program
Description:This bank contains the names and addresses of practitioners authorized to purchase, prescribe or dispense methadone.
Class of Individuals:Practitioners.
Purpose:To keep records for practitioners authorized to purchase, prescribe or dispense methadone.
Consistent Uses:Information from this bank may be released to provincial licensing authorities of the health professions.
Retention and Disposal Standards: Practitioner files are kept two years after the death of a doctor, five years after the last correspondence or last record of registration if there is no history of drug-related problems, and ten years after the last correspondence or last record of registration if there is a history of drug-related problems.
RDA Number:98/019
Related Record Number:HCan OF15
TBS Registration:002730
Bank Number:HCan PPU 060

National Dose Registry for Occupational Exposures
Description:This bank currently includes information on occupational exposures to radiation. Records are kept on an individual basis and include, in addition to personal identifying information, cumulative radiation exposures and a record-by-record account of the entries into the Registry. Exposure records are inputted from the National Dosimetry Service, organizations that have their own radiation monitoring programs, and commercial dosimetry processors. Persons requesting records should include their SIN on their request form.
Class of Individuals:Occupationally-exposed radiation workers.
Purpose:To keep records for individuals whose occupational radiation exposure has been monitored. The records are used for epidemiological and statistical studies, informational purposes, and in support of the regulatory control of occupational radiation exposures.
Consistent Uses:The Registry is designed and used primarily for epidemiological and informational purposes. It is also used to advise the individual, his or her employer and the appropriate regulatory authorities when the record shows that the maximum permissible dose has been exceeded or is about to be exceeded, as described in relevant provincial Acts, the Canada Labour Safety Code or Treasury Board recommendations for federal employees, and the Nuclear Safety and Control Act. Information is supplied to federal and provincial authorities responsible for the control of occupational radiation exposure and may be used in subsequent litigation relating to matters of non-compliance by industry. Upon request, it is also supplied to the Workers' Compensation Board in relation to a compensation claim.
Retention and Disposal Standards:Kept for 80 years and then transfer to Library and Archives Canada.
RDA Number: 72/004
Related Record Number:HCan OF15
TBS Registration:000038
Bank Number:HCan PPU 080

St. Lawrence Vision 2000 Health Components Project
Description:Contains information about persons tested or interviewed pursuant to a number of research projects in the Health Component of the St. Lawrence Vision 2000 program. May include name, address, marital status, sex, language, date of birth, education, income and employment data, food and nutritional profiles, immigration data, health data, alcohol and cigarette consumption, reproductive and fertility histories, and certain very specific recreational activities. Samples may include hair, blood, urine, semen and placental tissue.
Class of Individuals:Only contains information about persons residing in the immediate vicinity of the St. Lawrence River in Quebec who have been interviewed by investigators.
Purpose:To conduct epidemiological research; to assess health risks associated with certain behaviours and environmental agents; to contribute to future health promotion activities.
Consistent Uses:None. There may be longitudinal surveys of some respondents.
Retention and Disposal Standards: Retained a minimum of 10 yrs, and then reviewed for possible transfer to Library and Archives Canada (excluding questionnaires which may be destroyed after 2 yrs).
RDA Number:61/3215
Related Record Number:HCan OF15
TBS Registration:004109
Bank Number:HCan PPU 084

Surveillance of Ship-borne Illnesses
Description:This bank contains responses to questionnaires and/or interviews with persons who may have contracted, or are at risk of contracting, any food borne or waterborne illness while on board a cruise ship with a Canadian port of call. The questionnaire contains the name, age, sex, medical symptoms of persons on board a cruise ship. May also contain results of analytical testing of samples taken from subjects.
Class of Individuals:Passengers and crews of commercial cruise ships.
Purpose:To investigate and report on incidents and to recommend treatment and preventive measures.
Consistent Uses:Test results may be communicated with immigration officials, ship owners, crew representatives, medical practitioners and institutions.
Retention and Disposal Standards:According to TB 61/6988 questionnaires and test results are retained for 10 years, and then transferred to Library and Archives Canada.
RDA Number:Under development
Related Record Number:HCan OF12
TBS Registration:004065
Bank Number:HCan PPU 010

Technical Support Files
Description:This bank contains environmental health surveillance reports, as well as results of tests performed on biological samples (blood, hair, urine) of individuals. Persons seeking access to this bank must supply their full name, the date the sample was submitted and the community where tested. Aboriginals should provide their Band Number.
Class of Individuals:Exposed Aboriginal populations and federal government employees.
Purpose:This bank is used to monitor the health of individuals exposed to a wide variety of environmental and occupational hazards such as dust, mercury, PCB's, arsenic and lead.
Consistent Uses:Information may be used internally for program management purposes and for purposes of research, planning, evaluation, statistics and for internal audit purposes. Information may also be shared with provincial/territorial departments of health.
Retention and Disposal Standards:Records are retained for ten years. Upon expiry of the retention period, some of these records will be preserved by the Library and Archives Canada of Canada for archival purposes and the remainder destroyed.
RDA Number:Under development
Related Record Number:HCan OF15
TBS Registration:002722
Bank Number:HCan PPU 005

Authorizations for marihuana for medical use
Description:The office of Cannabis Medical Access, Drug Strategy and Controlled Substances Program has the mandate to process applications from individuals residing in Canada, to possess and cultivate marihuana for their medical use. The initial process that was put in place in June 1999 is called the exemption process under section 56 of the Controlled Drugs and Substances Act (CDSA). The exemption process was replaced by the application process under the Marihuana Medical Access Regulations (MMAR) on July 30, 2001, date of the coming into force of the Regulations. Files detained by the program contain applications documents submitted by individuals and their physicians, records of decision provided to the applicant. Records of decisions may contain one or more of the following documentation: exemption letters under section 56 to possess or to possess and cultivate marihuana for medical purposes; MMAR Authorizations to possess dried marihuana; Personal Use Production Licenses; Designated Person Production Licenses; and correspondence informing of refusals, when applicable. These files contain personal information, including names, addresses, date of birth, phone numbers, medical conditions, medical records, photographs, exemption letters, authorization letters, copies of ID cards and ID card numbers, correspondence from applicants and physicians and contact reports summarizing telephone conversations. Files may also contain applications to obtain marihuana seeds or dried product from the Health Canada supply, follow-up correspondence and records of decisions pertaining to possible shipment of seeds or dried marihuana.
Class of Individuals:Individuals requesting to use marihuana for a medical purpose.
Purpose:Files used to process applications under section 56 of the CDSA and under the MMAR.
Consistent Uses:No information contained in the files is provided without the consent of the individuals. If a Consent to Disclose Information to Medical Practitioner and/or Representative is given, Health Canada is able to discuss the case directly with the medical practitioner (and specialist) and/or, if applicable, the representative chosen by the applicant, and to collect from them and disclose to them any personal information, including medical information, necessary to carry out the review of the application. This consent will also specifically authorize the medical practitioner and/or representative to disclose such information to Health Canada. The "representative consent" allows Health Canada to deal directly through the representative for the purposes of the application. In the case where an exemption under section 56 of the CDSA, an Authorization to Possess dried marihuana, Personal Use Production License or Designated Person Production License have been granted, and if a Consent to Disclose Information to Police Agencies is given, Health Canada is permitted to disclose personal information and the terms and conditions of the exemption under section 56 or the Authorization or License under the MMAR.
Retention and Disposal Standards:Minimum of 5 years after the date of last correspondence and then reviewed for possible transfer to Library and Archives Canada.
RDA Number:Under development
Related Record Number:HCan OF3
TBS Registration:005331
Bank Number:HCan PPU 073