Standard personal information banks

Purpose: Personal information is used to administer occupational safety and health activities in government institutions, which includes the promotion of a safe and healthy workplace for employees and others, provision of corporate Wellness programs, the prevention of accidents, occupational injuries and illnesses and, where applicable, the investigation of occurrences of such injuries and illnesses. Information may be collected pursuant to paragraph 7(1)(e) and subsection 11.1 of the Financial Administration Act; sections 114 and 240 of the Public Service Labour Relations Act; Part II of the Canada Labour Code and Part XVI of the Canada Occupational Health and Safety Regulations, the Government Employees Compensation Act, and the National Joint Council Directives.

Consistent Uses: Information may be used or disclosed for the following reasons: to support decisions related to worker’s compensation and injury-on-duty leave; as a means of preventing injuries and illnesses and subsequent disabilities arising out of, or aggravated by, conditions of work; to establish that individuals subject to certain identified occupational risks are able to continue working without detriment to their health or safety or to that of others; and to establish the conditions under which certain individuals with identified illnesses or disabilities are able to continue to work under controlled conditions. Information may be shared with private sector health care providers. Information may be used to communicate with contacts of employees in emergency situations. Information concerning occupational health evaluations and all personal medical information is retained by the Medical Services Branch, Health Canada under medical confidential status (refer to Central Personal Information Banks: Occupational Health Medical Records – HC PCE 701 and Public Service Health Medical Advisory Committee – HC PCE 702). Information with respect to safety and health complaints and causes of accidents/injuries for accident prevention and health protection purposes is used to support the effective administration of each institution’s safety and health activity; such information is also disclosed to the institution’s work place health and safety committee. Information is also used to process payments and charge-backs with respect to injury compensation claims. Information related to injury compensation claims, including related correspondence and amounts paid, is retained by Employment and Social Development Canada and is shared with the institution of the affected employee and, where applicable, the relevant provincial or territorial workers’ compensation board. Employment and Social Development Canada holds information pertaining to employee compensation amounts, which are charged to institutions and distributed on a cost-recovery basis (refer to Personal Information Bank: Federal Workers Compensation – ESDC PPU 032). Information may also be shared with Employment and Social Development Canada, specifically, with safety officers for the purposes of accident and refusal to work investigations and the stipulation of corrective measures. Information may be shared with/described in other Standard Personal Information Banks pertaining to human resources activities including: Employee Personnel Record – PSE 901; Attendance and Leave – PSE 903; Employee Assistance – PSE 916; Pay and Benefits – PSE 904; and Grievances – PSE 910. The investigation and settlement of vehicle accidents is also described in Standard Personal Information Bank Vehicle, Ship, Boat and Aircraft Accidents – PSE 908. Information may also be used or disclosed for planning and program evaluation purposes.

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: 98/005

Related Record Number: PRN 922

Bank Number: PSE 907

Official Languages
Description: This bank contains course enrolment and attendance information; language training applications containing basic personal data, such as first official language, date of birth, and Personal Record Identifier for purposes of identification; language knowledge examination scores; training certificates and correspondence about the official languages qualifications of employees. The bank may also contain duplicate input forms for the Official Languages Information System. Language examination, exemption and training records are attached to the employee personnel record.

Note: Description last updated: December 2013.

Class of Individuals: Employees of the institution.

Purpose: The purpose of the information described by this bank is to provide documentation for administration of official languages policies as they pertain to employees of federal government institutions, to document and support decisions pertaining to official languages qualifications and language testing and to document the language training needs and accomplishments of employees.