Standard personal information banks

Consistent Uses: Information may be disclosed to entities such as: the institutional security office, the institutional information technology security office, institutional ATIP office, institutional legal services, and the appropriate lead security agency which may include: the appropriate law enforcement authority for incidents suspected to be criminal offences; the Privy Council Office for incidents involving the compromise of Cabinet confidences; the Canadian Security Intelligence Service for incidents involving threats to the national interest; the Office of Critical Infrastructure Protection and Emergency Preparedness for incidents and threats affecting the availability of critical assets and services; the health and safety committee and to Health and Safety Officers appointed under the Canada Labour Code for incidents which can be considered as a “hazardous occurrence” or involve employee injury; and the Treasury Board of Canada Secretariat for incidents that have an impact on government operations or that could require revisions to operational standards or technical documentation. In the case of privacy breaches, information may also be disclosed to the Office of the Privacy Commissioner of Canada. Information may also be shared with human resources officials and managers, as required, to determine appropriate action and to support decisions regarding discipline or investigations. In this case, information may also be described in the following employee-related Standard Personal Information Banks: Discipline – PSE 911, Employee Personnel Record – PSE 901, and Personnel Security Screening – PSU 917. The information may 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: 98/001

Related Record Number: PRN 931

Bank Number: PSU 939

Security Video Surveillance and Temporary Visitor Access Control Logs and Access Badges
Description: This bank describes information related to video surveillance recordings generated by cameras located on the perimeters of, or within institutionally operated buildings and facilities. Additionally, in support of employee and visitor access control, the records related to these subjects contain the actual access logs/registers used to issue temporary employee passes and temporary visitor passes. Personal information may include: name, signature, images.
Personal information collected may include recorded visual images, data logs, signatures, surnames, given names, telephone numbers, temporary pass control numbers and visitor company/organization information related to the issuance of temporary visitor passes.

Note: Description last updated: December 2013.

Class of Individuals: Employees, and those on assignment or contract and visitors who require access to a government institution or any other person within proximity of video surveillance recording capabilities.

Purpose: The personal information is used to enhance the security of government institutions facilities and of individuals and assets present in such facilities. Video surveillance is sometimes conducted in real time or recordings can be used to investigate past occurrences, security incidents or emergency situations. Access logs/registers, temporary passes and any other records related to employee and visitor access control may also be used to monitor or investigate current or past security incidents. 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.

Consistent Uses: The information may be used or disclosed to assist security officials in the monitoring of activities and/or the issuance of temporary access passes. Additionally, records and recordings 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, this information may be shared with appropriate law enforcement agencies and emergency workers. Video information that reveals evidence of illegal activity, employee misconduct or accidents may be disclosed to appropriate staff relations, facility owners, enforcement or investigative bodies for further investigations, charges or disciplinary actions.

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.