Transport Canada

Info Source

Sources of Federal
Employee Information
2005-2006

Transport Canada
Chapter 151

Table of Contents

Particular Personal Information Banks

Awards Program
Description: The bank includes information on public servants who have been nominated for awards under the Transport Canada (TC) Awards Program. Such information may include years of service, curricula vitae, performance evaluations, narratives in support of meritorious contributions related to their duties or practised suggestions for improvement of public service operations, and completed recommendation reports concerning either the Merit Award or the Suggestion Award.
Class of Individuals: Employees of the Department who have been nominated for awards under the TC's Awards Program.
Purpose: To identify individuals who have been nominated for awards under the TC's Awards Program.
Consistent Uses: The information in this bank is used to establish precedents for awards and to provide an audit trail for the disbursements of funds.
Retention and Disposal Standards: Operational files are kept for a minimum of two years, and then destroyed; financial files for six years, and then destroyed; and precedent-setting files for 15 years, and then destroyed.
RDA Number: 98/001
Related PR#: DOT COM 010
TBS Registration: 002306
Bank Number: DOT PPE 808

TC Directory Plus (TCD)
Description: The TC Directory Plus (TCD) is an electronic directory of employees, students, consultants and agency personnel working for Transport Canada. Personal information captured in this system includes the name, business title, business address, telephone number, fax number, e-mail address, work location, PRI number (which is used to eliminate duplicate entries), generic employment status, position number, official position title (these last three fields are visible to only the individual and their manager) of the individual within the organizational structure.
Class of individuals: Employees, students, consultants and agency personnel working for Transport Canada.
Purpose: The TCD is a web-based application that is the source of data that is sent to the Government Electronic Directory Service (GEDS) on a weekly basis, both the internal and external Transport Canada Web Site on a daily basis and the Transport Canada e-mail Global Address List (GAL) immediately. The Technology and Information Management Services Directorate (TIMSD) maintains the TCD application in order to provide a single point for individuals to make sure that their contact information is correct.
Consistent Uses: The TCD data is forwarded to Security Screening Section in order for that section to ensure that proper security screening has been performed before the individual's information is officially entered into the TCD. For consistent use purposes, the individual's name, title, business address, telephone number, fax number, and e-mail address are disclosed to, and publicly available through, the Government Electronic Directory Service (GEDS) found on the Government of Canada's website.
Retention and Disposal Standards: Data is retained for two years after an individual leaves the department and then destroyed.
RDA Number: 98/001
Related PR#: DOT COM 010
TBS Registration: 005852
Bank Number: DOT PPU 826

Transport Integrated Personnel System (TIPS)
Description: The Department maintains a personnel management information system on positions and employees. Data cover leave, base pay, staffing, classification, official languages, employment equity and staff relations.
Class of Individuals: Transport Canada employees.
Purpose: The information is used as a management tool to support personnel functions such as human resources planning and employment equity; to produce management reports such as official languages, employment equity, overview of employee age/service, possible retirement projections, as well as to interface with central agencies.
Consistent Uses: For the purpose described above.
Retention and Disposal Standards: Data is maintained, archived or destroyed after two years.
RDA Number: 98/001
Related PR#: DOT COM 010
TBS Registration: 001073
Bank Number: DOT PPE 801

Standard Personal Information Banks

Please see the INTRODUCTION to this publication for the definition of Standard Banks and a description of their contents.