Standard personal information banks

Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a government institution, including the final disposition of those records, please contact the institution’s Access to Information and Privacy Coordinator

RDA Number: Institution-specific

Related Record Number: PRN 949

Bank Number: PSU 935

Identification Cards and Access Badges
Description: This bank describes information used in support of physical security measures in the form of identification cards and access badges. The personal information may include: photographs, signatures, name and card numbers of holders.

Note: Description last updated: December 2013.

Class of Individuals: Employees and those individuals on assignment or contract who require access to a government institution’s facilities.

Purpose: The personal information is used to maintain information relating to the issuance, use and cancellation of identification cards and access badges, and to assist in ensuring the security of government institution facilities and the safety and security of individuals and assets present in such facilities. Personal information is collected pursuant to various federal laws and regulations. For the specific legal authority for the collection, consult the institution’s Access to Information and Privacy Coordinator.

Consistent Uses: The information may be used or disclosed for the following purposes: with the consent of the individual concerned, photographs held on file may be used for identification purposes in support of personnel security screening. The identification cards and access badges database may record entry and exit times from facilities and may be used in the event of security-related incidents such as thefts or emergency situations. In such cases, the information may be shared with emergency workers, appropriate staff relations officers, law enforcement or investigative bodies for further investigations, charges or disciplinary actions refer to Security Incidents and Privacy Breaches – PSU 939 and Discipline – PSE 911.

Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a government institution, including the final disposition of those records, please contact the institution’s Access to Information and Privacy Coordinator.

RDA Number: 98/001

Related Record Number: PRN 931

Bank Number: PSE 917

Internal Audit
Description: This bank describes personal information related to a government institution’s internal audit program, or horizontal audits directed, led or performed by the Office of the Comptroller General (Treasury Board of Canada Secretariat) or the Office of the Auditor General. Personal information may include name, contact information, signature, employee identification number, financial information, gender, and other personal information in relevant records held by the institution.

Note: Personal information in the institution’s records may be disclosed to the Office of the Auditor General for the purposes of audits or studies.

Class of Individuals: Employees and former employees of the institution, contractors, representatives of companies.

Purpose: Personal information is used to perform the institution’s internal audit program. In some cases, the audit program may include an investigative function (e.g., fraud, investigation). For many institutions, information is collected pursuant to sections 7 and 16 of the Financial Administration Act. For those institutions not subject to the Act, consult the institution’s Access to Information and Privacy Coordinator to determine the legal authority for the collection.

Consistent Uses: Information may be shared with responsible managers, and in some cases, the government institution Audit Committee, the Audit Committee of the Board of Directors, the Board of Directors, and/or the Office of the Auditor General. Information may be also be shared with: 1) Human Resources for disciplinary measures (refer to Discipline – PSE 911); 2) Security (refer to Security Incidents and Privacy Breaches – PSU 939); 3) Investigative personnel and law enforcement agencies in the event of an alleged criminal offence; and 4) consultants performing internal audit work on behalf of the institution’s Chief Audit Executive.

Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a government institution, including the final disposition of those records, please contact the institution’s Access to Information and Privacy Coordinator.

RDA Number: 99/004

Related Class of Record Number: PRN 916

Bank Number: PSU 941

Internal Communications
Description: This bank describes information used to communicate with individuals internal to the institution and may include employee surveys (which are considered to be public opinion research), internal communications material, internal mailing and distribution lists, success stories, and information posted to social media sites including wikis, blogs, and other collaborative technologies that are utilized or hosted by the institution. Personal information may include name, work contact information, user names and passwords, employee personnel information, biographical information, photographs, video and audio recordings, views and opinions of, or about, individuals, and Internet Protocol routing addresses.