Standard personal information banks

RDA Number: To be determined

Related Record Number: PRN 948

Bank Number: PSU 948

Recognition Program
Description: This bank describes information that is used to formally recognize the achievement of and give awards to employees. The personal information may include: name, contact information, biographical information, educational information, employee identification number, employee personnel information, photography, signature, opinion or views of or about individuals.

Note: Bank formerly called Recognition Policy. Description last updated: December 2013.

Class of Individuals: Employees of the government institution who have been nominated for awards.

Purpose: The personal information is used to identify employees who have been nominated for awards in accordance with a recognition program. The information is also used to disburse funds or distribute gifts. 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: reporting to senior management, evaluation and audit. Some elements of the information may be published on the Internet, intranet or other medium. Information may be shared with PSE 904 Pay and Benefit in cases where awards qualify as income. Information may be shared with PSE 901 Employee Personnel Record.

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 940

Bank Number: PSE 920

Relocation
Description: This information is used to document the processes involved in the relocation of employees and their families. The personal information collected includes: the individuals’ name and job title, organization name, work telephone, work address, job classification and level, Personal Record Identifier, name of delegated institutional officer or manager, signatures, name of spouse or common-law partner, names of children and/or extended family members, special medical needs that may need to be accommodated, monthly statement of credit card expenses, personal declarations of expenses when receipts are not obtainable or have been inadvertently destroyed, mortgage or rental cost information, legal fees and real estate fees.

Class of Individuals: Employees who relocate and their spouses or common-law partners, their children and/or extended family members. Also includes individuals representing third party suppliers, such as moving and storage companies.

Purpose: The purpose of this information is to document and administer the relocation of individuals and their family members. This includes information related to relocation planning, selection of new accommodations, shipment of personal and household effects, and move authorizations and claims.

Consistent Uses: Non-personal information may be used to provide reports on employee relocations to management. The information may also be used for research, planning, audit and 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: 98/001 and 99/004

Related Record Number: PRN 936

Bank Number: PSU 910

Security Incidents and Privacy Breaches
Description: This bank describes information related to physical, administrative, and technical security, which may include: security complaints and breaches, privacy breaches, threat and risk assessments, workplace violence, theft, fraud, vandalism, accidental damages, emergency and increased threat situations, or threats to the national interest of Canada. Personal information may include: name: contact information, physical attributes, employee identification number, employee personnel information, criminal charges/investigation information, financial information, opinions and views of, or about, individuals, and signature.

Note: Individuals seeking access to this bank should provide the type of incident, the location, and approximate date of the incident. Description last updated: December 2013.

Class of Individuals: Employees of government institutions and other individuals involved in security incidents.

Purpose: Personal information is collected to report and investigate security incidents and to ensure that vulnerabilities are identified and the risk of future occurrences reduced. For many institutions, personal information is collected under the authority of various Acts, including the Financial Administration Act (FAA) and as required under the Policy on Government Security, Public Service Employment Act (PSEA), Criminal Code, and the Defence Production Act (DPA). For those institutions not subject to the FAA, PSEA, DPA, or the Policy on Government Security, consult the institution’s Access to Information and Privacy Coordinator to determine collection authority.