Standard personal information banks

Note: This information may be stored in either hard copy format or electronically (e.g., in databases or on websites, including social media applications, etc.). Although Internet Protocol addresses are not specifically requested by an institution, they may be captured electronically when an e-mail is received.

Class of Individuals: Employees and other individuals with access to institutional networks including individuals who have prepared information for dissemination, such as publication on the institution’s intranet, or who act as contact points within the institution.

Purpose: Personal information is used to manage internal communications. For many institutions, personal information is collected under the authority of the Financial Administration Act, and in accordance with the Communications Policy of the Government of Canada. For those institutions not subject to the Act or the Policy, consult the institution’s Access to Information and Privacy Coordinator to determine the legal authority for the collection.

Consistent Uses: The names, photographs, recordings and other personal information about individuals who work for the institution may be included in documentation posted on the institution’s intranet: e.g., within speeches, newsletters, etc. Information may be used or disclosed to provide statistical reports to management as well as for program evaluation.

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 939

Bank Number: PSU 915

Library Services
Description: This bank describes information about individuals who use the facilities, collections, and services of libraries of government institutions. Services may include loans, reference and research, and alerting and current awareness services, including consideration of client requests for new acquisitions. Personal information may include name, contact information, organization affiliation, research topic, other identification numbers, including user card number and expiration date and client barcode number.

Class of Individuals: Full-and part-time, casual, and term employees of government institutions, agency employees, members of the general public, researchers, and employees of non-government institution libraries.

Purpose: Personal information is used to support the delivery of library services of government institutions, such as identifying user preferences, researching topics, analyzing trends in information needs, processing inter-library loans, and controlling the circulation of material.

Consistent Uses: Information may be used or disclosed for program evaluation.

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 944

Bank Number: PSU 936

Lobbying Act Requirements
Description: This bank describes information collected by designated public office holders (e.g., current and former Deputy Heads, Assistant Deputy Ministers, senior members of the Canadian Forces, etc.) for the verification of lobbyist activities when requested by the Commissioner of Lobbying. Personal information may include name, contact information, financial information, biographical information, date, and time of the communication/lobbying activity, opinions and views of, or about, individuals, and subject matter.

Class of Individuals: Designated public office holders and lobbyists as defined in the Lobbying Act.

Purpose: Information is collected pursuant to section 5 of the Lobbying Act to verify arranged meetings, telephone calls, and correspondence between public office holders and lobbyists. Lobbyists who have oral, arranged communications with designated public office holders must report these communications to the Commissioner of Lobbying; in turn, designated public officer holders must verify these communications if requested by the Commissioner of Lobbying.

Consistent Uses: Information may be made accessible to the public via the website of the Office of the Commissioner of Lobbying of Canada (refer to Information-Specific Personal Information Bank Lobbyist Registry – OCL PPU 039). Information may be also be used or disclosed for program evaluation.

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 904