Standard personal information banks

Class of Individuals: Current and former employees of government institutions, family members, and other individuals with whom the employee may have a business interest.

Purpose: Personal information is used to provide direction and authorizations, support decision on transfers, discipline and termination of employment, if conflict of interest exists, resolve situations of perceived, potential and actual conflicts of interest in current and post-employment This includes conflicts of interest in relation to 1) assets and liabilities, 2) gifts, hospitality and other benefits, 3) outside employment or activities, 4) preferential treatment and 5) solicitation. Personal information is also used in assessing the need for the establishment of a blind trust or for approving reimbursement for costs associated with such a divestment. Personal information is collected pursuant to section 5 and 6 of the PSDPA. Personal information is collected pursuant to sections 7 and 11.1 (1)(j) of the Financial Administration Act (FAA) for setting terms and conditions of employment. For those institutions not subject to the PSDPA or the FAA, consult the institution’s Access to Information and Privacy Coordinator to determine collection authority.

Consistent Uses: In some cases, information may be disclosed to the Office of the Chief Human Resources Officer, Treasury Board Secretariat for the purpose of obtaining advice on possible conflicts of interest. In cases where an allegation of wrongdoing is made, information may be disclosed either to the Office of the Public Sector Integrity Commissioner of Canada, which may make recommendations where warranted to Deputy Heads of institutions, refer to Case Review and Investigation Files – PSIO PPU 005 or to the senior officer responsible for receiving and dealing with disclosures of wrongdoing in the government institution, refer to Disclosure of Wrongdoing in the Workplace – PSU 906. Information may be shared with human resources officials where a conflict of interest results in discipline or termination of employment, refer to Discipline – PSE 911. Information may also be used or disclosed for program evaluation, policy analysis, research, audit or statistical 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 920 and PRN 926

Bank Number: PSE 915

Vehicle, Ship, Boat and Aircraft Accidents
Description: The records containing information described in this bank may contain reports on accidents; claims of damages; legal decisions; settlement transactions and correspondence concerning accidents involving government-owned and leased vehicles, ships, boats and aircraft as well as privately-owned vehicles, ships, boats and aircraft used on official business. Records concerning occupational health and safety, as well as authorization of leave and benefits associated with work-related injury or illness are described in Standard Personal Information Bank Occupational Health and Safety – PSE 907.

Class of Individuals: Employees of the institution.

Purpose: The purpose of these records is to maintain information regarding vehicle, ship, boat and aircraft accidents involving employees of a government institution.

Consistent Uses: To determine liability for such accidents and to approve damage settlements.

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 and PRN 945

Bank Number: PSE 908

Workplace Day Care
Description: The records containing information described in this standard bank may contain information collected from employee surveys conducted by government institutions for the purpose of estimating employee demand for workplace day care and from workplace day care centre records for evaluating the workplace day care policy. Such information may include employee or user personal data, data on their children, anticipated demand for day care and probability and reasons for enrolling a child in an institutionally sponsored workplace day care centre.

Class of Individuals: All federal employees included in Schedules I and IV of the Financial Administration Act.

Purpose: These records are to be used to determine whether sufficient employer interest and demand exist to merit further consideration (viability study) by the government institution of the possibility of establishing a workplace day care centre. They will be used to determine the level of ongoing federal rental support for the workplace day care centre. This information will also be used for the purposes of evaluating the day care centre policy.