Treasury Board of Canada Secretariat

Particular Personal Information Banks

Access Control and Identification Cards
Description: This bank contains photographs, signatures, surnames and given names, and card numbers for TBS/Finance/PSHRMAC staff and others who occupy TBS/Finance/PSHRMAC sites or who require routine access. The bank also contains information related to the access/egress to the sites. The identification/access control card information is collected by means of an application form and is stored in an automated database. Records are accessible by providing full name or access card number. The bank also contains information related to the access and egress of certain facilities by employees. The information is collected by means of identification forms, correspondence, videocassette or camera.
Class of Individuals: Employees of TBS/Finance/PSHRMAC and other departments who occupy or visit TBS/Finance sites as well as contractors who require access to the building on a routine basis.
Purpose: The purpose of this bank is to maintain information related to the issuance, cancellation and use of identification and access cards. For safety and security reasons the cards are used to control building access and access to certain areas within the buildings and to provide security and safety to the occupants and assets of the buildings.
Consistent Uses: For safety and security reasons, the information is used to control access and egress to certain facilities, provide for the security of TBS/Finance/PSHRMAC employees and property, produce reports for statistical analysis or for incident investigation, and issuance of identification and access control cards.
Retention and Disposal Standards: Records related to access and egress is collected and stored for two years and then destroyed. Information collected during silent hours and on entry control logs is retained for two years and then destroyed. Videocassette images are retained for up to seven days and then destroyed All other records are retained for two years after release from the Department and then destroyed. Records, other than video images, are accessible by providing full name.
RDA Number: 98/001
Related PR#: TBS PRN 931
TBS Registration: 005083
Bank Number: TBS PPE 815

Complaints – Canadian Human Rights Commission
Description: This bank contains complaints lodged against Treasury Board and related CHRC decisions, as well as those of a tribunal and/or court, if applicable.
Class of Individuals: This information relates to individuals who have filed a formal CHRC complaint against Treasury Board.
Purpose: The purpose of this bank is to record information necessary for dealing with potential and/or current CHRC complaints lodged against the Treasury Board.
Consistent Uses: Consistent uses are to provide specific and general documentation for research purposes.
Retention and Disposal Standards: General Human Rights complaints are retained for 10 years and then destroyed. Complaints related to disability insurance are retained for 20 years and then destroyed. Complaints related to the Public Service Health Care Plan (PSHCP) needs to be determined. Complaints related to the Public Service Management Insurance Plan (PSMIP) need to be determined. Complaints related to pensions are retained for 25 years and then transferred to Library and Archives Canada. Complaints related to pay for work of equal value are retained for 10 years and then destroyed. Complaints related to nursing group are retained for 25 years and then transferred to Library and Archives Canada. Complaints related to the Hospital Services Group are retained for 25 years and then destroyed. Complaints related to maternity leave without pay need to be determined.
RDA Number: 93/031
Related PR#: TBS LRCO 505
TBS Registration: 005050
Bank Number: TBS PPE 803

Departmental Assignments Program (DAP)
Description: This bank may contain résumés, appraisals, assignment agreements, references, interview information, referral results, employee requests for assignment forms, assignment proposal forms and general correspondence.
Class of Individuals: Indeterminate federal government employees who have requested an assignment within Treasury Board as well as other departments.
Purpose: This bank was created to maintain an inventory of employees interested in assignments outside of their home area, within Treasury Board and other departments.
Consistent Uses: The information is used to identify interested employees for referral to available assignment opportunities within Treasury Board and other federal departments and agencies. It is also used for statistical purposes.
Retention and Disposal Standards: To be determined
RDA Number: To be determined
Related PR#: TBS PRN 920
TBS Registration: 005067
Bank Number: TBS PPE 805

Employee Personnel Record
Description: The file may contain completed personal history forms; information relating to security briefings, security clearances; conflict of interest and post-employment code; appointments, transfers, promotions, classification, performance appraisal and employee evaluations; requests for training and evaluation; auto identifications under the Employment Equity Program; the status of an employee; career development plans; disciplinary actions; manager's copy of the leave forms; reliability checks.
Class of Individuals: Employees of the institution.
Purpose: Information provides a record of an individual's employment and is maintained for the purpose of facilitating personnel administration. Information about an individual may be used in decisions relating to the areas of staffing, attendance and leave, pay and benefits, training and development, occupational health and safety, official languages, discipline, and level of security, where information in one area may affect a decision in another area. In some of the above cases, the information in this bank is a summary, which refers to other more detailed information in other banks. This information may be used, provided such use is consistent with the main uses of the information, to ensure that personnel actions are coordinated in the interests of both the individual and the employer.
Consistent Uses: The main use of this bank is to provide documentation and authorization regarding appointments, transfers, promotions, demotions, termination of employment and superannuation. It is also used to authenticate decisions on staffing, attendance and leave; pay and benefits; training and development; occupational heath and safety; official languages; discipline; and level of security clearance; as well as to verify employment references.
Retention and Disposal Standards: The personnel or employee file shall be retained by the employing institution for the duration of employment plus one (1) year. The institution shall then transfer it to Library and Archives Federal Records Centre (FRC). Library and Archives Canada will destroy the civilian personnel file when the individual turns eighty (80) years of age provided two years have elapsed since the last administrative action.
RDA Number: 98/005
Related PR#: TBS MPLR 390
TBS Registration: 004392
Bank Number: TBS PPE 800