Standard personal information banks

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 946

Bank Number: PSE 912

Employee Personnel Record
Description: This bank describes information about an individual’s employment with government institutions. Personal information may include name, contact information, biographical information (including any military service, professional certifications or designations), citizenship status, date and place of birth, educational information, employee identification number, employment equity information, delegated authorities given or assets loaned to employees (e.g., staffing and financial signing authorities, usage of institutional materiel), alternative work arrangements (e.g., telework, compressed work week), information related to superannuation, benefits, training and development, grievances, security incidents, any other employment-related requirements (e.g., firearms permits, security clearances, passport/visa information), financial information (for pay administration), medical information (including any special needs identified under duty to accommodate, or in the event of an emergency), other identification numbers, signature and Social Insurance Number (SIN).

Note: Description last updated: March 2014.

Class of Individuals: Current and former employees of government institutions, emergency contacts of employees, and may also include spouses, dependants, and beneficiaries.

Purpose: Personal information is used to facilitate personnel administration in the employing institution and to ensure continuity and accuracy when an employee is transferred to another institution. For most government institutions, personal information is collected under the authority of the Public Service Employment Act (PSEA). For those institutions not subject to the (PSEA), consult the institution’s Access to Information and Privacy Coordinator to determine the legal authority for the collection. The Social Insurance Number is collected pursuant to the Income Tax Act.

Consistent Uses: Information is disclosed to Canada Revenue Agency refer to Individual Returns and Payment Processing – CRA PPU 005 and to the Province of Quebec (where applicable) for income tax purposes. Information is also disclosed to Employment and Social Development Canada (ESDC) for employment insurance and pension purposes. Information may also be disclosed to Public Works and Government Services Canada (PWGSC) to facilitate payment of salary including direct deposit refer to Bank Public Service Compensation Systems – PWGSC PCE 705. Where applicable, information may also be disclosed to various provincial health insurance plans or third-party group insurance companies. Information may be used to confirm the identity of employees for access to government and institutional information technology infrastructure. Where applicable, information may be disclosed to Shared Services Canada (SSC). Selected information is shared with previous employers for the purpose of finalizing payments, including retroactive payments and the recovery of outstanding amounts owing to the Crown. Information may also be used or disclosed for 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 and 98/018

Related Record Number: PRN 920

Bank Number: PSE 901

Employment Equity and Diversity
Description: The records containing the information described in this bank include personal information on employees such as education, work history and career aspirations, and training and development, which is collected by means of questionnaires and/or interviews or compiled from employees’ files or automated data systems. The information is collected on a voluntary basis, and respondents are asked to identify whether they are male or female, whether they are an aboriginal person, and whether they have a disability or are a member of a visible minority group. The Personal Record Identifier may be used to identify employees in instances where government institutions are not able to employ an anonymous questionnaire, as well as when these identifiers are required to locate employee records.

Class of Individuals: Employees of the institution.

Purpose: Related records provide documentation for the implementation of the employment equity policy in government institutions. Data are collected to provide a comprehensive picture of employees by sex and by target group status (e.g., women, aboriginal peoples, persons with disabilities and members of visible minority groups). This information is used to compile a personnel profile of employees and to compare the situation of target group members with non-target group members within a government institution and with their counterparts in the general labour market. The Personal Record Identifier (PRI) may be used to link information in this bank with that in another bank containing employee information (e.g., the Personnel Management Information System) in order to obtain statistical information, where the securing of such information would be consistent with the uses for which the personal information was collected. Self-identification information may be obtained from the institutional records as described in the Standard Personal Information Bank Staffing – PSE 902.