Treasury Board of Canada Secretariat

Central Personal Information Banks

Access to Information and Privacy (ATIP) Community Awards for Excellence
Description: The bank includes information on individuals within the federal government who are or were members of the Access to Information and Privacy (ATIP) Community who have been nominated for awards under the ATIP Community Awards for Excellence initiative. Information may include curriculum vitaes, narratives of support of meritorious contributions related to nominees duties or accomplishments in accordance with the ATIP Community Awards for Excellence criteria.
Class of Individuals: All past and present employees of the ATIP Community or other individuals who have been nominated for awards under the ATIP Community Awards for Excellence initiative.
Purpose: The purpose of this bank is to maintain records of individuals who have been nominated and/or selected for awards under the ATIP Community Awards for Excellence.
Consistent Uses: The information in this bank is used to establish precedents for the ATIP Community Awards for Excellence and to provide an audit trail for the selection process.
Retention and Disposal Standards: To be determined
RDA Number: To be determined
Related PR#: TBS GOS 001
TBS Registration: 005082
Bank Number: TBS PCE 704

Adjudication – Section 92 (PSSRA) References
Description: The bank contains information on grievances referred to adjudication for which a PSLRB decision has been received.
Class of Individuals: All federal employees (Schedules and 4,, of the Financial Administration Act who have referred their grievances to adjudication.
Purpose: The purpose of this bank is to maintain a record of adjudication decisions along with the related grievances.
Consistent Uses: The information in this bank is used to provide background information for research purposes.
Retention and Disposal Standards: Retained for 10 years and then destroyed. Some samples were transferred to the Library and Archives Canada for permanent retention.
RDA Number: 94/011
Related PR#: TBS LRCO 440
TBS Registration: 001958
Bank Number: TBS PCE 705

Adjudication – Section 98 and 99 (PSSRA) References
Description: The bank contains information on section 99 references by the employer or bargaining agents and the PSRLB decisions.
Class of Individuals: This information relates to all federal employees (Schedules 1 and 4, of the Public Service Labour Relations Act) about whom references have been submitted.
Purpose: The purpose of this bank is to maintain records of references made by the employer or bargaining agents, pursuant to the Public Service Staff Relations Act, who are seeking to enforce an obligation that is alleged to arise out of the collective agreement or arbitral award.
Consistent Uses: It is used to provide background information for research purposes.
Retention and Disposal Standards: Retained for 10 years and then destroyed. Some samples were transferred to the Library and Archives Canada for permanent retention.
RDA Number: 94/011
Related PR#: TBS LRCO 440
TBS Registration: 001959
Bank Number: TBS PCE 706

Certification
Description: This bank contains records of bargaining unit and bargaining agent certification, recertification and decertification, under the Public Service Labour Relations Act.
Class of Individuals: All employees of the public service (Schedules 1 and 4, of the (Financial Administration Act) governed by the collective bargaining process.
Purpose: The purpose of this bank is to maintain an accurate record of each bargaining agent's certification within the bounds of Schedules and 4 of the Financial Administration Act, as well as a record of position exclusions. The bank includes information on the Public Service Labour Relations Board's decision, the bargaining agent's application, the intervenor's position, the position exclusion lists and the employer's representations.
Consistent Uses: The information in this bank is used for reference and to provide background for research purposes.
Retention and Disposal Standards: Retained for 10 years and then destroyed.
RDA Number: 94/011
Related PR#: TBS LRCO 445
TBS Registration: 001960
Bank Number: TBS PCE 722

Complaints by Bargaining Agents
Description: The bank contains representations made by complainants and may include names of complainants, their bargaining agents or legal representatives, as well as the decisions of the Public Service Labour Relations Board.
Class of Individuals: All federal employees (Schedule 1and 4,of the Financial Administration Act) who have submitted complaints or on whose behalf complaints have been submitted.
Purpose: The purpose of this bank is to maintain records of complaints made by bargaining agents on behalf of individuals pursuant to the Public Service Labour Relations Act.
Consistent Uses: Information in the bank is used to provide background information for research purposes.
Retention and Disposal Standards: Retained for 10 years and then destroyed. Some samples were transferred to Library and Archives of Canada for permanent retention.
RDA Number: 94/011
Related PR#: TBS LRCO 470
TBS Registration: 001961
Bank Number: TBS PCE 728

Enlargement of Time to Present a Grievance
Description: The bank contains information and Public Service Labour Relations Board decisions on employee requests for enlargement of time to present grievances. It may contain names of employees.
Class of Individuals: Federal employees (Schedules 1and 4, Financial Administration Act) who are requesting an enlargement of time to present their grievances.
Purpose: The purpose of this bank is to maintain records of employees who have requested an enlargement of time to present their grievances.
Consistent Uses: The information in this bank is used for reference and to provide background information for research purposes.
Retention and Disposal Standards: Retained for 10 years and then destroyed. Some samples were transferred to the Library and Archives of Canada for retention.
RDA Number: 94/011
Related PR#: TBS LRCO 470
TBS Registration: 001744
Bank Number: TBS PCE 740

Grievances
Description: The bank contains information on grievances referred to adjudication that were withdrawn by the grievers and may contain names of grievers.
Class of Individuals: All federal employees (Schedules 1and 4, of the Financial Administration Act) who have referred their grievances to adjudication.
Purpose: The purpose of this bank is to maintain records of grievances that were submitted for adjudication but were withdrawn, settled or otherwise resolved, thereby rendering an adjudication decision unnecessary.
Consistent Uses: The information in the bank is also used to provide background information for research purposes.
Retention and Disposal Standards: Retained for 10 years and then destroyed. Some samples were transferred to Library and Archives of Canada for retention.
RDA Number: 94/011
Related PR#: TBS LRCO 470
TBS Registration: 005055
Bank Number: TBS PCE 750

National Joint Council Grievances
Description: This bank contains information on grievances referred to the final level of the National Joint Council redress procedure. Files usually contain grievance forms specifying the name, address, telephone number, job classification, department and work location of the griever, as well as earlier level replies and background information pertinent to each case. This background information will vary according to the subject of the grievance but may include information concerning travel and relocation itineraries and expense claims, job search activities and results, and, very infrequently, health information on the griever.
Class of Individuals: Federal employees named in Schedules I, 4 and 5 of the Financial Administration Act(when both employer and bargaining agent are NJC participants) who have referred their grievances to the final level, the NJC Executive Committee.
Purpose: Information in this bank is obtained primarily from the General Secretary of the NJC and is compiled to resolve, in accordance with the NJC by-laws (section 7 – Resolution of Grievances), alleged misinterpretations or misapplications of policies, directives or regulations which have been the subject of NJC consultations and have been adopted by the NJC. This information is used by officers of the Treasury Board Secretariat to develop the employer's position in response to employees' grievances referred to the NJC.
Consistent Uses: Information is used for internal research to make comparisons between previous and present cases in an effort to identify precedents.
Retention and Disposal Standards: Retained for 10 years and then transferred to Library and Archives of Canada for permanent retention.
RDA Number: 94/011
Related PR#: TBS LRCO 015
TBS Registration: 002569
Bank Number: TBS PCE 770

Public Service Pension Cases
Description: This bank contains information used to make decisions in individual pension cases where no clear precedent exists, or where the Treasury Board was empowered to hear appeals in the past. The information relates to specific situations and contains minimal employment/personal data relating to specific aspect of the individual's pension situation.
Class of Individuals: Individuals who are subject to the following pension statutes: Public Service Superannuation Act, RCMP Superannuation Act, RCMP Pension Continuation Act, Canadian Forces Superannuation Act, Defence Services Pension Continuation Act.
Purpose: To maintain a record of the circumstances leading to decisions in individual pension cases which are referred to by the pensions division, in order to maintain consistency of policy application. The personal information is collected in fulfilment of Treasury Board's obligation to administer pension statutes.
Consistent Uses: The information contained in the bank may be used by the Pensions Division for statistical research purposes, for implementing and evaluating government pension policies. This bank may be used as a source of information or for linking with the following systems: incumbent System, the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission, the Superannuation Annuitant System Database (DSS PCE 701), and the Superannuation Hard Cover Files (DSS PCE 702) held by Supply and Services, the Pension File (DND PPE 859) held by National Defence, the RCMP Member Service Records (CMP PPE 802) held by the Royal Canadian Mounted Police. All linkages for the purpose of developing, administering human resources and Pension plans are in compliance with the provisions of the Privacy Act.
Retention and Disposal Standards: Retained for 75 years and then destroyed. Records deemed historical are transferred to Library and Archives of Canada after 25 years.
RDA Number: 93/031
Related PR#: TBS MPLR 380
TBS Registration: 005062
Bank Number: TBS PCE 789

Relocation Policy Exceptions – Individual Cases
Description: This bank contains ministerial and departmental correspondence; background documentation, information relating to Treasury Board submissions, memoranda to the President, decision letters and analysts' notes on individual cases concerning requests for exceptions from the relocation policy.
Class of Individuals: Any individuals whose relocation costs are partially or completely paid by the government.
Purpose: Information is compiled to maintain a record of individual cases where decisions were provided relating to specific relocations.
Consistent Uses: Information is used for research in policy development, and in considering other requests for relocation policy exceptions.
Retention and Disposal Standards: Retained for 10 years and then destroyed.
RDA Number: 93/031
Related PR#: TBS LRCO 085
TBS Registration: 005063
Bank Number: TBS PCE 792

Special Pension Plans
Description: This bank contains minimal information relating to appointment to positions, salary, length of service under the plan, and vital statistics on plan members and their survivors.
Class of Individuals: Individuals who are subject to Governor General's Act and the Lieutenant Governors Superannuation Act; employees engaged by the Government outside Canada, certain senior public servants and certain Members of Parliament.
Purpose: To calculate and authorize payment of pension benefits for both plan members and their survivors. The information is collected in fulfilment of Treasury Board's obligation to administer the pension statutes named in Class of Individuals above.
Consistent Uses: The information contained in the bank may be used by the Pension Division for statistical reports and information sheets for related systems, and for developing and evaluating government pension policies. This bank may be used as a source of information or for linking with the following systems: Incumbent System, the EDP Statistical Systems bank (PSC PCE 761) held by the Public Service Commission, the Superannuation Annuitant System Database (DSS PCE 701), and the Superannuation Hard Cover Files (DSS PCE 702) held by Public Works and Government Services, the Pension File (DND PPE 859) held by National Defence, the RCMP Member Service Records (CMP PPE 802) held by the Royal Canadian Mounted Police. All linkages for the purpose of developing, administering human resources and pension plans are in compliance with the provisions of the Privacy Act.
Retention and Disposal Standards: Retained for 75 years and then destroyed. Records deemed historical are transferred to Library and Archives of Canada after 25 years.
RDA Number: 93/031
Related PR#: TBS LRCO 380
TBS Registration: 005064
Bank Number: TBS PCE 799

Submissions to Treasury Board
Description: This bank may contains personal information used for administrative purposes that is included in those submissions made by departments and agencies to the Treasury Board for the purpose of obtaining administrative, personnel or other authorities that the Treasury Board is empowered to grant. This information relates to employees of the public service and, in pension cases, their dependants and survivors. The purpose of this bank is to record and maintain submissions made to the Treasury Board by departments and agencies concerning current or previous employees of a government institution. The information is used to present situations which by statute or specific direction require resolution by the Treasury Board.
Note: The information collected in this bank will be transferred to the Executive Group Classification Information System.
Class of Individuals: This information related to employees of the public service and, in pension cases, their dependants and survivors.
Purpose: The purpose of this bank is to record and maintain submissions made to the Treasury Board by departments and agencies concerning current or previous employees of a government institution. The information is used to present situations which by statute or specific direction require resolution by the Treasury Board.
Consistent Uses: Information used for decision making
Retention and Disposal Standards: Retained for 3 years and then transferred to Library and Archives Canada.
RDA Number: 97/028
Related PR#: TBS SCMA 015
TBS Registration: 003562
Bank Number: TBS PCE 802

Travel Policy Exception – Individual Cases

Description: This bank contains ministerial and departmental correspondence; background documentation relating to Treasury Board submissions; memoranda to the President; decision letters and analysts' notes on individual cases pertaining to requests for travel policy exceptions.
Class of Individuals: Any individuals seeking compensation that differs from the stated terms of the travel policy.
Consistent Uses: Information is used for research regarding policy development, and in considering other requests for travel policy exceptions
Retention and Disposal Standards: are Retained for 10 years and then destroyed.
RDA Number: 93/0031
Related PR#: TBS MPLR 085
TBS Registration: 002570
Bank Number: TSB PCE 803