New Standard Personal Information Banks and New Standard Program Records

As part of the 2004-2005 update of Info Source: Sources of Federal Employee Information (Employee Book), and Info Source: Sources of Federal Government Information (Main Book), the following new Standard Personal Information Banks (PIB) have been developed. Please note that these new Standard PIBs will be contained within Info Source: Sources of Federal Government Information.

• Automated Document, Records and Information Management Systems

• Disclosure of Wrongdoing (Please note: this Standard PIB was previously contained in the Employee Book)

• Executive Correspondence Management Systems

New Standard Program Records

In addition, the following new Standard Program Records have been developed and will be included in the Main Book. These are linked to the Standard Banks described above.

• Automated Document, Records, Information Management Systems 

The complete descriptions for all of the Standard Banks and Program Records identified above are attached to this Information Notice.

Registration of New Standard PIBs

Please review these new Standard PIBs and related Standard Program Records. If they meet the requirements of your institution, please delete existing Institution-specific PIB (if one exists) by notifying Laura Simmermon via e-mail at Simmermon.Laura@tbs-sct.gc.ca and submit PIB Registration Forms (http://www.tbs-sct.gc.ca/tbsf-fsct/350-84_e.asp) for any new Standard PIBs that are required. Don't forget to declare relevant Program Records (Standard or Institution-specific) in your chapter of Info Source: Sources of Federal Government Information.

Upcoming Standard PIBs and Program Records

The following is a list of additional Standard Banks and Standard Program Records that are still being finalized, but will be shared with you within the very near future for inclusion in the 2004-2005 versions of Info Source.

Standard Personal Information Banks

• Hospitality Expenses

• Travel and Relocation Expenses (Please note: this Standard PIB was previously contained in the Employee Book)

Standard Program Records

• Hospitality Expenses

• Proactive Disclosure

• Travel and Relocation Expenses

If you need assistance or further information on this matter, please contact: Nancy Olive at (613) 954-3720 or Laura Simmermon at (613) 948-2937 , both of whom are employees of the:

Information, Privacy and Security Policy Division
Chief Information Officer Branch 
Treasury Board of Canada Secretariat
L'Esplanade Laurier, East Tower
2745 Iris Street, 4th Floor
Ottawa, Ontario 
K1A 0R5 
Fax: (613) 957-8020
E-mail: olive.nancy@tbs-sct.gc.ca or Simmermon.Laura@tbs-sct.gc.ca. 

Anne Brennan

Senior Director
Information, Privacy and Security Policy Division
Chief Information Officer Branch

Appendix A - New Standard Personal Information Bank

Automated Document, Records, Information Management Systems
Description: The automated system described by this bank is used to capture and manage documents, records (including email) and information received and/or created by the institution in support of the institution's functions and activities. Documents and email received by the institution may be entered into the automated system in an electronic format or summarized (profiled) and entered manually into the system.
Class of Individuals: Any individual about whom the institution may collect information in support of a function, program or activity.
All employees of an institution, including contractors, agency employees and students, as well as any individual corresponding with the institution. 
Purpose: This type of an automated system is used to manage the life cycle of the institution's document, records and information collections, as well as facilitating access thereto. The automated system is used to ensure the information is available to support the operations of the institution, and then disposed of appropriately. The automated system also makes searching and retrieving information from the institution's information collections faster and easier.
Consistent Uses: The information may be used in an aggregate format to report on system use, growth of the information collection, etc. The automated system may also be electronically integrated with the institution's correspondence tracking system that is used to manage the tracking of incoming correspondence to ensure that responses about departmental policies, programs, initiatives and issues are prepared in a consistent and time-efficient manner.
The information may also be used for research, planning, audit and evaluation purposes.
Retention and Disposal Standards: For the specific amount of time that different types of common administrative documents are retained by a given government institution, please contact that institution's ATIP Co-ordinator.
RDA Number: 98/001
Related to Program Number: PRN 929
Bank Number: PSU 904


Executive Correspondence Management Systems
Description: The records containing the information described in this bank include general correspondence to the Minister or Secretary of State, their Staff and other senior executives within the institution. Records used in preparation of responses to incoming correspondence may also contain personal information about individuals that is sometimes provided by institutional officials to address issues and concerns raised in the incoming correspondence. 
Personal information may include the name of the correspondent, mailing address, telephone and facsimile numbers, e-mail address and other personal information that may be included by the originator and/or respondent within the content of the correspondence.
Class of Individuals: General public, Members of Parliament, and officials representing organizations, other levels of government or international governments and agencies, external organizations and/or businesses.
Purpose: To manage, in a consistent and time-efficient manner, the receipt of, and responses to, correspondence or inquiries received from outside the institution that require responses from senior executives of the institution.
Consistent Uses: Incoming correspondence may be forwarded to other federal or provincial institutions for a full or partial response if it is determined by the receiving institution that the issue(s) contained within the correspondence fall under the jurisdiction of, and should be addressed by, the other institution(s). In some cases, incoming correspondence and the response may be copied to another federal or provincial institution where the correspondence impacts on their roles and responsibilities. The information may be used in an aggregate format to report on system use, growth of the information collection, etc. The Executive Correspondence Management System may be integrated with the institution's Automated Document, Records and Information Management System (see Standard Personal Information Bank Number PSU 929 for more details).
Retention and Disposal Standards: For the specific amount of time that different types of common administrative documents are retained by a given government institution, please contact that institution's ATIP Co-ordinator.
RDA Number: 98/001
Related to Program Number: PRN 903
Bank Number: PSU 902


Internal Disclosure of Wrong Doing in the Work-Place
Description: The records containing the personal information described by this bank include general inquiries, advice, as well as formal and informal complaints of wrongdoing. Personal information may include the date and nature of the alleged wrongdoing, name of the individual alleged to have committed the wrongdoing and other pertinent information including name of individual(s) reporting or impacted as a result of the alleged wrongdoing, records of interviews, investigations and analyses of events and records of decision taken.
Class of Individuals: Employees reporting to all departments and organizations of the Public Service listed in Part I, Schedule I, of the Public Service Staff Relations Act. 
Any individual reporting an alleged wrongdoing or about whom the institution may collect information in support of a function, program or activity and who may be impacted upon as a result of the investigation of an alleged wrongdoing.
Purpose: This information is collected to investigate and resolve complaints submitted in accordance with the Policy on the Internal Disclosure of Information Concerning Wrongdoing in the Workplace. In well-founded cases, personal information may be used to determine appropriate remedial action, including administrative, disciplinary or legal action. Information is also used to develop an annual report that provides statistics, issues, challenges and recommendations for the deputy head of the institution. 
Consistent Uses: The information may also be used for research, planning, audit and evaluation purposes.
Retention and Disposal Standards: For the specific amount of time that different types of common administrative documents are retained by a given government institution, please contact that institution's ATIP Co-ordinator.
RDA Number: 98/005
Related to Program Number: PRN 921
Bank Number: PSU 906


Appendix B - New Standard Program Records

Automated Document, Records, Information Management Systems 
Description: Automated document, records and information management systems are used to manage the full life cycle, from creation/collection to final disposition, of electronic documents (e-mail, word processing documents, spreadsheets, graphics, images, etc.), as well as non-electronic records (hard copy, posters, photographs, video tapes, audio tapes, maps, etc.). Information contained within the automated system may be entered in an electronic format, i.e. the capture of an electronic object or the creation of an electronic object through scanning (OCR), or a summary (profile) of the non-electronic information that is manually entered into the automated system.
This document/records/information life cycle management is done to facilitate compliance with the existing legislative and policy framework for the federal government.
Automated systems of this type normally allow for the integration of records and document management, imaging, and optical character recognition (OCR). Other features include the ability to search the information repositories for any word or string of words (full-text index searching and retrieval) and reporting capabilities. 
The automated system may also be electronically integrated with the institution's correspondence tracking system that is used to manage the tracking of incoming correspondence to ensure that responses about departmental policies, programs, initiatives and issues are prepared in a consistent and time-efficient manner. 
Topics: The records related to Automated Document, Records and Information Management Systems may contain information about the institution's functional requirements, system specifications, the Treasury Board shared systems initiative, training information, procedures for the use of the system, implementation plans, maintenance procedures, migration strategies, technical support mechanisms, etc.
Program Record Number: PRN 929