National Defence

The annual update for this institution was not received for inclusion in the 2005-2006 version of this Info Source publication. The following is from the 2004-2005 version of Info Source.

Particular Personal Information Banks

Academic Records - Students of the Royal Military College
Description: The bank contains academic results achieved by the subject during each year of attendance. They are kept by the College Registrar. Records are accessible by providing the: full name, service number and/or college number, student number when accessing files, and year(s) in attendance at Royal Military College (RMC).
Class of Individuals: This bank applies to students who are attending, or have attended the Royal Military College (RMC).
Purpose: The purpose of this bank is to maintain a record of academic results for students who are attending or have attended the Royal Military College (RMC). Files are used for administrative and statistical purposes and cover approximately 1000 students annually.
Consistent Uses: These results are used to view performance within the "academic pillar" of the College's four-pillar system, for statistical purposes, and to verify past performance should a member apply for PG studies at a later date.
Retention and Disposal Standards: Records are maintained indefinitely for historical purposes.
RDA Number: 98/005
Related PR#: DND RET 370
TBS Registration: 000212
Bank Number: DND PPE 844

Administrative Review Case Files
Description: This bank contains personal information on individuals who have been the subjects of administrative reviews related to Conduct, Misuse of Alcohol, Illicit Use of Drugs, Sexual Misconduct, Harassment, Family Violence and Abuse, and Racist Conduct, as well as information on administrative reviews related to Medical Employment Limitations. It includes documentation directly related to the individual's case from the initial incident report to the final decision, which formed the case file submitted to the Approving Authority. That same documentation was disclosed to the individual under procedural fairness at the time the administrative review was conducted. Documentation may contain duly-vetted Military Police Investigation reports. Persons are identified by a service number, name and initials. Information in this bank may be maintained on paper documents, as well as on microfilm and in automated form. Records are accessible by providing full name and Service Number.
Class of Individuals: Members of the Canadian Forces.
Purpose: This information may be used by departmental authorities in answering applications for redress of grievances, appeals, and in determining eligibility for pensions. It is also used for research, planning, evaluation and statistical purposes.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: The records in this bank are kept at NDHQ for a minimum period of two years and are then transferred to Nationals Archives where they will be kept indefinitely.
RDA Number: 98/005
Related PR#: DND CSA 520
TBS Registration: 000183
Bank Number: DND PPE 814

Alert Manning Personnel System (AMPS)
Description: The AMPS contains personal information relating to the selection of Communication Research (CommRsch291) personnel to be attach-posted to CF Station Alert. Specifically, it contains the: gender, rank, Individual attach posting history, security clearance, member's present unit, service number, Military Occupation Codes and special qualifications. Records are accessible by providing: surname and initials and SN.
Class of Individuals: This bank applies to Communication Research (CommRsch291) and other commissioned and non-commissioned members of the CF.
Purpose: The purpose of this bank is to: ensure the military personnel are treated fairly and equally if required to be posted to CF Station Alert on a rotational basis, and use this information when posting military personnel to CFS Alert.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: All information is retained until such time as CFS Alert closes.
RDA Number: 98/005
Related PR#: DND PCA 630
TBS Registration: 002856
Bank Number: DND PPE 871

Boards of Inquiry/Summary Investigations
Description: The bank contains a record of: the terms of reference of such inquiries, and the evidence, findings and recommendations of Boards of Inquiry or of the investigating officer. Records are accessible by providing: Military Occupation Code, name, rank, service number, location and type and year of incident.
Class of Individuals: This bank applies to members of the CF.
Purpose: The purpose of this bank is to record investigations convened or ordered by authorities appointed by Regulations and Orders. Investigations may be convened or ordered to investigate: administration or functions of the CF, or any command, formation, base or other unit or element thereof, any matter connected with the government, discipline, or of any matter affecting any member of the CF. The content of the bank is used to establish cause and liability/responsibility and as a basis upon which appropriate remedial action may be taken.
Consistent Uses: Summary Investigations or Boards of Inquiry into injuries or death may be accessed for purposes of making applications for disability pension under the Pension Act. Investigations into death of a CF member may be released to a legally designated family member who is in charge of the estate of the deceased member.
Retention and Disposal Standards: The files are retained for three calendar years. If the file contains an injury investigation then the file is held until the member is released from the CF and then transferred to National Archives of Canada or if the file contains a death investigation the file is held until all necessary administrative action has been completed and the file is then transferred to National Archives of Canada.
RDA Number: 98/005
Related PR#: DND PCA 630
TBS Registration: 000201
Bank Number: DND PPE 832

Cadet Instructors Cadre Personal Information Bank
Description: The bank consists of individual personnel documents and files, which contain personal information on officers of the Cadet Instructors Cadre (CIC). Contents include enrolment documentation, letters of reference, educational documentation, route letters, course reports, CIC Career Transaction Forms, pay authorization documents, Performance Evaluation Reports, medical and dental plan information, employment information and personal information documents containing service number, rank, surname, given names, addresses, telephone numbers, dates of birth, marital status, next of kin, military service, honours and awards, language capabilities, etc. Personnel documents and files are accessible by providing service number, surname and given names.
Class of Individuals: This bank applies to officers of the Cadet Instructors Cadre (CIC).
Purpose: These personnel documents and files are maintained for the purpose of preserving administrative details of a CIC officer's career.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: Following the release of the CIC officer the unit holding the personnel documents and files will retain them for a period of three years at which time they are then forwarded to National Archives.
RDA Number: 98/005
Related PR#: DND MUD 565
TBS Registration: 004440
Bank Number: DND PPE 822

Canadian Forces Casualty Database
Description: This information bank, situated within National Defence Headquarters in Ottawa, contains records of serious injuries, illnesses and deaths of Canadian Forces members. This information is provided by individual Canadian Forces units for storage in a central database administered by the Department of National Defence and Veterans Affairs Canada Centre for Support of Injured and Retired Members and their Families. It is solely maintained by staff of the Department of National Defence.
Class of Individuals: Members of the Canadian Forces.
Purpose: Information in this bank is used by DND staff to ensure that seriously injured and ill members and their families are referred for assistance to any programs and services which may help them. In the case of death, the information is used to coordinate the provision of benefits to surviving family members, as well as to facilitate the tracking of grave sites of deceased CF members. In providing assistance, personal information will be disclosed to other components of the Department of National Defence, Veterans Affairs Canada and other government and private sector agencies only with the client's knowledge and consent.
Consistent Uses: Information of an anecdotal nature, that does not identify individual clients, may be shared with senior management of the Department of National Defence and leadership of the Canadian Forces for the purpose of problem identification. No other use is made of personal information unless authorized pursuant to the Privacy Act.
Retention and Disposal Standards: Files are not destroyed, but are transferred to the National Archives Personnel Record Centre one year after their last administrative use.
RDA Number: 2000/014
Related PR#: DND SGB 490 and DND PCA 630
TBS Registration: 005369
Bank Number: DND PPE 817

Canadian Forces Command and Staff College - Boards/Selection Processes
Description: This bank contains results of Boards convened and Selection Processes undertaken to consider the selection of officers to attend a staff college. Board reports may include lists of officers selected and alternates plus proceedings, observations and findings. Records are accessible by providing: full name, rank, Military Occupation Code, service number, also particulars of the board such as, year, location and name of the staff college.
Class of Individuals: This bank applies to CF officers.
Purpose: The purpose of this bank is to record the results of the Command and Staff College Selection process to determine suitable officers to attend Command and Staff Colleges.
Consistent Uses: To select officers to attend staff college.
Retention and Disposal Standards: Records are retained for two years for statistical purposes, and then destroyed.
RDA Number: 98/005
Related PR#: DND CSA 520
TBS Registration: 000190
Bank Number: DND PPE 821

Canadian Forces Drug Testing Program
Description: This bank contains: results of laboratory tests conducted on urine specimens in support of the CF Mandatory Drug Testing Program, administrative details of all specimen collections, and career action on members who produced validated positive test results. The records are accessible by providing: full name, initials, and place of testing (Unit Identification Code), and service number and date of test.
Class of Individuals: This bank applies to members of the CF Regular and Reserves.
Purpose: The purpose of this bank is to maintain test results (of the CF Drug Testing Program) for statistical purposes and for use as a basis to initiate: enforcement, and other administrative measures as prescribed in CFAO 19-21. preventative education, rehabilitation, and/or treatment.
Consistent Uses: Information on positive urine test results is retained by the Drug Testing Administration Cell for statistical purposes. It is shared in-house only with: career managers, medical/social councillors, military police, and the member's Commanding Officer (CO). It is the basis on which the CO institutes administrative career action in accordance with CFAO 19-21.
Retention and Disposal Standards: Urine specimens are held at the testing laboratory for one year and all documentation is held for two years, unless otherwise directed by NDHQ, and then destroyed.
RDA Number: 98/005
Related PR#: DND PCA 630
TBS Registration: 003172
Bank Number: DND PPE 890

Canadian Forces Employment Equity Program
Description: The bank contains personal information (Protected B) on members which is collected by means of a self-identification survey. Respondents are asked on a voluntary basis to identify whether or not they are a member of a designated group (Aboriginal person, visible minority, woman, or person with disability).
Class of Individuals: This bank applies to members of the Regular Force and Primary Reserves.
Purpose: The purpose of this bank is to provide documentation for the implementation of employment equity in the CF falling under the Employment Equity Act, Part 1, Section 9. Data are collected to provide a comprehensive picture of members by designated group status.
Consistent Uses: The CF may collect data for statistical purposes. The information gathered will be used for institutional purposes in the CF Employment Equity program to: identify and eliminate employment barriers against persons in designated groups, and introduce temporary special measures to ensure that designated groups participate in and are equitably represented in the CF, for policy and planning purposes related to employment equity. This information may only be disclosed in aggregate statistical form. However, if it is possible to identify an individual or individuals as a consequence of small numbers affected, those statistics shall not be disclosed. This information is used to compile a personnel profile of members; and compare the situation of designated group members with non-designated group members within the CF.
Retention and Disposal Standards: The data collected is maintained in perpetuity, in accordance with the Employment Equity Act. The actual forms are retained for five years and are then destroyed.
RDA Number: 98/005
Related PR#: DND MUD 565
TBS Registration: 003342
Bank Number: DND PPE 816

Canadian Forces Member Personal Information File
Description: This bank contains documents obtained upon enrolment/transfer to the Regular Forces and correspondence and documents relating to an individual's career, such as the: post-enrolment/transfer date information such as change of name, proof of change of name, citizenship, date and province of birth, marital status on enrolment, dependants' language of instruction preference, sex and year of birth of dependent children, enrolment medical profile, Change of Medical Category form CF 2088, career résumé, change of Reserve Service, Civil Convictions (except those for which pardons have been granted), consent to serve forms, course joining instructions, course reports, letters of commendation and awards, current statements of service, documentation regarding security/Personnel Reliability Program (PRP) clearance, previous service, Regional Social Work Officer reports, requests for compassionate posting, requests for special consideration, results of court marital, retirement option, regimental rebadging, Screenings for Overseas duty and/or Instructional/Recruiting duty, Statements of Understanding, uniform selection, educational certificates/reports of academic achievements, enrolment documents, release instructions and personal enquiries, remuster, leave preference at compulsory retirement age, letters of reference, notice of intended release, Personnel Selection Officer reports, messages, posting/temporary duty promotion; re-engagement (and career development plans), Administrative Review decisions and recommendations, Delegated Authority, Documentation related to removal of acting provisions status on re-enrolment, applications for programs, promotion recommendations and approvals and records of flying time. This bank may also contain casualty documents. Records are retrievable by service number, name and date of birth.
Class of Individuals: This bank applies to members of the Regular component of the CF.
Purpose: The purpose of the electronic file is to maintain a record of significant information regarding service members necessary to provide a support service to those engaged in personnel management or personnel administration of CF Regular Force personnel from enrolment to retirement.
Consistent Uses: To support decisions regarding promotions, transfers, demotion, employee assistance, discipline and termination of employment.
Retention and Disposal Standards: Records are retained for five years after release from the CF and then transferred to National Archives of Canada.
RDA Number: 98/005 and 2000/019
Related PR#: DND CSA 520
TBS Registration: 004249
Bank Number: DND PPE 818

Chaplain Service
Description: This bank contains the records of Chaplains in the CF as well as correspondence on subjects of interest and concern to them. Records are accessible by providing; full name, service number, rank, and denomination.
Class of Individuals: This bank applies to chaplains in the CF.
Purpose: The purpose of this bank is to be used as a guide to actions affecting chaplains and their work.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: Records are destroyed after three years.
RDA Number: 98/005
Related PR#: DND CGP 470; DND CRC 485
TBS Registration: 000176
Bank Number: DND PPE 807

Command and Staff Course Student Files
Description: The bank contains a record of all formal interviews with the student, assessments and gradings of written and spoken assignments; assessments of performance during specific tutorial discussions; autobiographies; periodic overall performance assessments, and personal and administrative histories. Records are accessible by providing: full name, rank/title, and service number.
Class of Individuals: This bank applies to: Officers of the CF, DND civilians, and visiting foreign and Allied Officers.
Purpose: The purpose of this bank is to maintain a temporary file record of the observed performance of CF officers, and visiting foreign, Allied officers who attend courses at the Canadian Forces College. The information is also used to provide transcripts of academic standing on CFC courses to requesting institutions. The bank is used to provide documented justification for the content of each student's formal course assessment.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: Records are destroyed after ten years.
RDA Number: 98/005
Related PR#: DND RET 370
TBS Registration: 000211
Bank Number: DND PPE 843

Conflict of Interest and Post-Employment Code - Military
Description: This bank contains Conflict of Interest Certification Documents; Confidential Reports of assets, liabilities, and participation in outside activities in accordance with DAOD 7021-1, Conflict of Interest; assessments, analyses and correspondence about actual potential and apparent conflicts between a member's private interests or and his or her official duties and responsibilities; reports and correspondence about actual and potential offers of post-employment. Records are accessible by providing: full name, rank/title, and service number.
Note: This impacts on a current CF member's or DND employee's ability to deal with a former senior member.
Class of Individuals: This bank applies to members of the: CF regular, and Reserves on full-time paid service.
Purpose: The purpose of this bank is to: enable designated officials to determine whether a CF member is in compliance with the conflict of interest compliance measures and whether a senior member or former senior member (as defined in DAOD 7021-2, Post Employment) is in compliance with the post-employment compliance measures; maintain information required to implement the DAOD 7021 series; record actual, potential and apparent conflicts of interest and their resolution and/or any post-employment compliance action, and support decisions on administrative or disciplinary action if a conflict of interest exists.
Consistent Uses: There are no consistent uses associated with the personal information.
Retention and Disposal Standards: Records are retained by this department for the duration of employment plus two years, after which the records are destroyed.
RDA Number: 98/005
Related PR#: DND CSA 520
TBS Registration: 001966
Bank Number: DND PPE 864

Dental Records
Description: This bank contains assessments of dental fitness to perform duties as a serving regular member of the CF and records of active dental treatment. The data includes: comments and opinions, dental and medical histories, special dental and medical examinations, and tests. Records are accessible by providing: date of birth, full name, rank, and service number.
Class of Individuals: This bank applies to members of the CF.
Purpose: Dental records are: used for ongoing planning and provision of required dental treatment throughout an individual's career, and may also be used for forensic identification during and following service in the CF.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: During the service career, dental records are retained by the dental detachment responsible for the individual's treatment requirements. One year after member's release from the CF, records are transferred to National Archives of Canada.
RDA Number: 98/005
Related PR#: DND DSD 510
TBS Registration: 004317
Bank Number: DND PPE 811

Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and their Families
Description: This information bank, situated within National Defence Headquarters in Ottawa, contains records of information about clients and services provided to them. Clients are members and former members of the Canadian Forces and their families who have contacted the Centre for assistance. The Centre is operated by the Department of National Defence, but also includes staff from Veterans Affairs Canada. Personal information is obtained directly from clients and from other government and private sector sources at the clients' request. Records may be received and retained on paper or other electronic media. The information is used to coordinate assistance to clients by answering their questions, referring them to other agencies, and in some cases providing services funded by the Centre. In some instances the Centre initiates contact with potential clients based on information collected in the Canadian Forces Casualty Data Base, which is also operated by the Centre. Records are accessible by providing: full name, rank/title, and service number.
Class of Individuals: Members and former members of the Canadian Forces and their families.
Purpose: Information in the bank is used by staff to identify programs and services to which clients may be referred for assistance, and for case management and documentation of assistance provided. In providing assistance, personal information is disclosed to other components of the Department of National Defence, Veterans Affairs Canada and other government and private sector agencies only with the client's knowledge and consent.
Consistent Uses: Information of an anecdotal nature, that does not identify individual clients, may be shared with senior management of the Department of National Defence or Veterans Affairs Canada for the purpose of problem identification and program evaluation. Information may be shared with private sector organisations in a manner that does not identify individual clients, to assist in the development and operation of their programs and services for members and former members of the Canadian Forces. No other use is made of personal information unless authorized pursuant to the Privacy Act.
Retention and Disposal Standards: Files are destroyed five years after their last administrative use by the Centre.
RDA Number: to be determined.
Related PR#: DND SGB 490 and DND DND PCA 630
TBS Registration: 005370
Bank Number: DND PPE 824

Dependant Education Allowances
Description: This bank consists of one database containing information concerning education and related care benefits for the dependants of DND personnel serving inside/outside Canada. This information may includes the: authorized benefits, name(s) and date(s) of birth of dependants, pertinent school years of benefit, posting location, and service number and name of DND personnel/CF members. Records are accessible by providing: name, and service number. Dependant education benefits records are identified by: date(s) of birth, dependants' name(s), name, and service number of the DND member.
Class of Individuals: This bank applies to: members of the CF, civilians employed by DND outside Canada, and teachers on loan of service from municipal school boards in Canada who are recipients of benefits.
Purpose: The purpose of this bank is to track requests for and approval of education and related care benefits for the dependants of DND personnel serving inside/outside Canada.
Consistent Uses: There are no consistent uses.
Retention and Disposal Standards: Records are retained for 10 years and then destroyed.
RDA Number: 98/005
Related PR#: DND DEP 465
TBS Registration: 003267
Bank Number: DND PPE 876

Designation of Additional Dependants Remuneration Supplement Claims and Hospital/Medical Claims Outside of Canada
Description: This bank contains information on personal characteristics of the person for whom application is being made. Dependant records are identified by: the dependant's name, date of birth, name of serving member, relationship to the serving member, and the serving member's full name, service number, rank and Military Occupation Code.
Class of Individuals: This bank applies to: members of the CF, and dependants of members.
Purpose: The purpose of this bank is to maintain a record of designation of additional CF dependants outside of Canada for hospital and medical coverage.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: Records are destroyed after two calendar years.
RDA Number: 98/005
Related PR#: DND CBD 450
TBS Registration: 000178
Bank Number: DND PPE 809

Human Resources Management Information System (HRMS)
Description: This bank is a single, integrated human resource (HR) information management system, designed using the PeopleSoftTM HR software that can be used by DND/CF members, employees and managers to support the regular, reserve and civilian components of the Department. The HRMS provides support to the following Military and Civilian HR processes: Assignment and Military Occupation Structure. Civilian Pay (pay & benefits/leave) maintains all data pertaining to the employee (such as address, employment situations, PRI, salary grad and step - Civ only); Priority Management position clearance requests and work force adjusted employees, and Staffing: maintains staffing related data (competition number, process, and candidate information human resources planning); maintains and tracks data pertaining to employment equity target groups; and measures participation in special development programs, data relating to the Civilian Reduction Program (CRP), employment records substitution availability, and Financial benefits and education benefits, Health and Safety, Recruitment, plus time away from home and Statement of Ordinary Residence for military members. Processes applicable to military and civilian maintains leave records as earned and used by employee; Position Management Process: position, section data, and Unit class, co-ordinates pertaining to the position, points, and the classification information such as class; and Personnel Administration: date and place of birth, dependants, duty location, educational level, engagement plan, former members of the Regular Force, marital status, medical category, military occupation, name, occupational qualifications, official languages updates (employee data, and Linguistics position), rank, service history for current, and service number. Serving Regular Force personnel may request individually from a local Enterprise User, a PRR, showing a resume of the data held on them or by viewing a web based system called Employee Member Access Application (EMAA). Records of members released from the CF are not subject to amendments.
Class of Individuals: This bank applies to: former and current members of the CF (Regular and Reserve), and Civilian employees of DND.
Purpose: The purpose of this transactional data bank is to provide and verify information for those engaged in the management or administration of DND/CF personnel, at all levels of the Department including: APMS, Automated Posting Message System supporting Career Managers, ARCIS, Automated Rank Change Instruction System supports generation of promotion messages, CFSS for Organizational Changes, Output Products Reporting Database, FIS, Financial Information System, Great West Dental, ITMIS - Individual Training Management Information System, MBSS, Merit Board Support System application used to assist the conduct of military merit boards, OL Official Languages Interface OPDP, Officers Professional Development Program tracking system, PASS, Personal Administration Support System, PWGSC, Public Works Government Services Canada, SNAMS, Service Number Access Management System, SUEP, Subsidized University Education Program, SWE - Salary Wage Envelope, Universal Classification System IM Support. Records are accessible by providing: full name, and or service number, PRI or Enterprise Employee ID.
Consistent Uses: The information in this bank is used to: update and confirm the holdings of common data on personnel, maintained by the Central Computation Pay System (CCPS), facilitate decision making on personnel matters, reply to requests for specific personnel data on a controlled basis, support the maintenance of common information such as qualifications, produce reports to managers in order to facilitate their decision making, and update Environmental Command Headquarters and Group Principle sub systems. The SIN is collected in accordance with the Income Tax Act and Unemployment Insurance Act for the purpose of managing and administering members' pay. The SIN is removed from HRMS after the first pay transaction is sent to CCPS.
Retention and Disposal Standards: Records are retained for a period of five years after the last administrative action. Records are then destroyed.
RDA Number: 98/005
Related PR#: DND MSD 785
TBS Registration: 004155
Bank Number: DND PPE 805

DSSPM - Clothing Online
Description: This bank contains: the Service Number (SN), Rank, Surname, First Name(s), Initials, Environment (Navy, Army or Air Force) and Class of Service (only Primary Reserve and CIC) of all active Regular Force, Primary Reserve (Class A, B and C), Cadet Instructor Cadre (CIC) members, Supplementary Reserve (SR) and active members with Honorary Appointments. Clothing Online is a DND e-commerce/e-business based direct delivery project providing non-operational uniforms to DND members. All active Regular Force, Primary Reserve (Class A, B and C), CIC members, Supplementary Reserve (SR) and active members with Honorary Appointments are authorized personnel. The bank will also be used to maintain an individual's point system and clothing entitlement inventory. The data is stored on a secure database. When the data is accessed online it is in 'https' mode, in which 128-bit encryption (SSL) is invoked. Records are accessible by providing: full name, rank/title, and service number.
Class of Individuals: Active Regular Force, Primary Reserve (Class A, B and C), Cadet Instructor Cadre (CIC) members, Supplementary Reserve (SR) and active members with Honorary Appointments.
Purpose: The Bank's purpose is to maintain information on active Regular Force, Primary Reserve (Class A, B and C), Cadet Instructor Cadre (CIC) members, Supplementary Reserve (SR) and active members with Honorary appointments and act as a means to identify personnel authorized to use the Clothing Online product.
Consistent Uses: Identifying authorized individuals and the maintenance of individual point system and clothing entitlements inventories. Information (Rank and Environment only) will be used by DSSPM to produce statistical reports. The database will not be linked with any other system.
Retention and Disposal Standards: Records will be destroyed two-year after the last administrative action.
RDA Number: 98/001 and 2000/14
Related PR#: DND 18415
TBS Registration: 005349
Bank Number: DND PPE 829

Financial Assistance - Canadian Forces Personnel Assistance Fund (CFPAF)
Description: This bank contains applications for financial assistance from the Canadian Forces Personnel Assistance Fund. The bank also contains loan records and contracts. Records are available by providing date of birth, full name and service number.
Class of Individuals: This bank applies to current and former CF Regular Force personnel and eligible members of the Reserves.
Purpose: The purpose of this bank is to maintain a file of past and present CF personnel who applied for and obtained financial assistance from CFPAF; loan accounts, current and archived and loan contracts.
Consistent Uses: The information is strictly used for the administration (management) of the financial assistance programme. Aside from this there are no other uses.
Retention and Disposal Standards: Loan records and accounts are destroyed seven calendar years after a loan is paid up and application files are destroyed after three calendar years of inactivity.
RDA Number: 98/005
Related PR#: DND PSB 405
TBS Registration: 005346
Bank Number: DND PPE 802

Financial Counselling - SISIP Financial Services
Description: This bank contains financial information with respect to Canadian Forces personnel who are financial counselling clients. Records are accessible by providing date of birth, full name and service number if applicable.
Class of Individuals: This bank applies to current members of the Canadian Forces.
Purpose: The purpose of this bank is to maintain a file on those individuals who are financial counselling clients.
Consistent Uses: The information is strictly used for the administration (management) of the financial counselling programme. Aside from this, there are no other uses.
Retention and Disposal Standards: Files on clients who have received loans are retained for two years after the file has been closed. The file is then destroyed. Files on clients who have not received any loans are destroyed when the counselling service has been completed.
RDA Number: 98/005
Related PR#: MDN PSB 405
TBS Registration: 005347
Bank Number: DND PPE 803

Financial Planning - SISIP Financial Services
Description: This bank contains applications for financial planning services, investment instructions and financial information with respect to our clients. Records are accessible by providing date of birth, full name and service number if applicable.
Class of Individuals: This bank applies to current and former members of the Canadian Forces and Canadian Forces Personnel Support Agency employees.
Purpose: The purpose of this bank is to maintain a file on clients who are Financial Planning clients.
Consistent Uses: The information is strictly used for the administration management) of the financial planning programme. Aside from this, there are no other uses.
Retention and Disposal Standards: Records are destroyed seven years after the death of a client or cancellation of the services.
RDA Number: 98/005
Related PR#: DND PSB 405
TBS Registration: 005348
Bank Number: DND PPE 804

Harassment
Description: This bank may contains information related to harassment complaints, to the resolution of harassment issues including mediation and investigations. The records include the letters of complaint regarding allegations of harassment and responses; records of interviews both with complainants and respondents; records of interviews with witnesses to incidents; reports of investigations and analyses of events and findings, and records of decisions taken about particular incidents or harassment complaints. When mediation is used, profiles and evaluations of the mediators, mediation and settlement agreements, and notes and opinions of the mediators may be included in the file. Such information must be retained as a separate record and not placed on the complainant's Employee Personnel Record. When a disciplinary action results from an investigation, information may be transferred to the Discipline Bank. Records are accessible by providing the names of the complainant and respondent, case file number, or other information identifying the specific record, including the unit and location where the case was administered, the approximate date the case was administered, etc.
Class of Individuals: This bank applies to: CF members, employees of DND and other persons who work in the DND/CF workplace.
Purpose: The purpose of this bank is to: record information necessary for dealing with complaints of harassment at the workplace; make decisions in specific instances on whether or not harassment is occurring, and when this is the case, to determine the appropriate action, including disciplinary actions, to be taken to address and resolve a harassment situation; support any subsequent administrative and/or disciplinary action taken with respect to the situation and the members, employees and other persons involved.
Consistent Uses: In support of the departmental goal of zero incidence of harassment, the findings and recommendations of any investigation of harassment may be disclosed to the complainant and the respondent. Any disciplinary and administrative action taken against the individual as a result of the findings may also be disclosed to the complainant if it is deemed appropriate to do so. Such information must be retained as a separate record and not placed on the complainant's personnel record. When a disciplinary action results from an investigation, information may be transferred to the Conduct sheet for Military personnel and to the Discipline Bank for DND Civilian employees. The information in this bank may be used relatively to a grievance, Canadian Human Rights Act complaint, complaint to the Public Service Commission of Canada, or any other form of complaint, inquiry, or legal proceeding where applicable. The information may be used in the compilation of statistical data. Investigation findings concerning respondent, in cases of founded complaints, and complainants, in cases of bad faith complaints, may be used for personnel selection purposes.
Retention and Disposal Standards: Records are retained for five years after the last administrative action, archived for three additional years and then destroyed with the consent of the National Archivist.
RDA Number: 98/005
Related PR#: DND PCA 605, DND CSA 520 and DND CPS 600
TBS Registration: 003005
Bank Number: DND PPE 875

Human Resource Research and Evaluation Information Data Bank
Description: This automated data bank contains: Data on selection tests; Information from applicants to the Canadian Forces on: Education; Applicant plan; Applicant career preferences; Employment equity; Assessment Rating; Assessment Narrative; and Military Potential Score; and Data provided by personnel leaving the Canadian Forces who have completed the Attrition Information Questionnaire. Records are accessible by providing: SIN, Service Number, Surname, and enrolment year of application.
Class of Individuals: This bank applies to: Applicants to the CF, and serving and former members of the CF.
Purpose: The purpose of this automated data bank is to provide a database for human resource research and evaluation (i.e. occupational selection and program/policy development and evaluation) and occupational selection.
Consistent Uses: The applicant number, service number or Social Insurance Number may be used to link or match information in this bank with (DND/PPE 805, DND Defence Integrated Human Resource System - (DIHRS) and bank PSE 918 (Employment Equity Program) for purposes consistent with both banks and with the reasons for which the information was collected. Matched information may subsequently be held in either or both banks.
Retention and Disposal Standards: CF 283 Applicant Assessment forms and DND 2158 Non-Commissioned Member Applicant Assessment forms are retained in hard copy until document image is transferred to microfiche or electronic format; and indefinitely on microfiche or electronic format. CF Selection Tests, CF Applicant Surveys and CF Attrition Information Questionnaire are held in hard copy until information is transferred to computer database; and automated data indefinitely. Automated data is retained indefinitely.
RDA Number: 98/005
Related PR#: DND PDB 360
TBS Registration: 000184
Bank Number: DND PPE 815

Identification and Access Control Cards
Description: This bank contains: photographs, signatures, Service Number (SN) (military) / Personal Record Identifier (PRI)(civilian), surname and given names date of birth, Region and blood group (for CF members). The bank also contains information related to the access and egress of certain facilities in the National Capital Region (NCR) by employees. The information is collected by means of identification forms, correspondence and digital camera or scanned still photographs and is stored on an automated database. Records are accessible by providing SN/PRI and full name and date of birth.
Class of Individuals: CF members, civilian employees of National Defence, Allied Forces personnel and their dependants serving in Canada and contracted persons in the NCR.
Purpose: The purpose of this bank is to maintain information relating to the issuance and cancellation of identification and NCR access control cards. For safety and security reasons, the information is used to control access and egress to certain facilities in the NCR, and to provide for the security of DND employees and property.
Consistent Uses: Issuance of identification and NCR access control cards. Information may be used to produce reports for statistical analysis.
Retention and Disposal Standards: Information related to access and egress of DND facilities in the NCR is collected solely for safety and security reasons and is retained for five years, and is then destroyed. Identification records of deceased individuals are destroyed two years from date of death. Records of Allied Forces personnel are destroyed at termination of their tour of duty in Canada. All other records are retained for five years after release from the Department and are then destroyed.
RDA Number: 98/001
Related PR#: DND MIS 085
TBS Registration: 003681
Bank Number: DND PPE 896

Insurance - Service Income Security Insurance Plan (SISIP)
Description: This bank contains applications for coverage under the Service Income Security Insurance Plan (SISIP) as well as for the General Officers Insurance Plan (GOIP) for: all Regular Force, and Class C Reserve Force. The master policy is held by Maritime Life Assurance Company. The bank also contains: CF death notifications, and life claim forms submitted by claimants. Records are accessible by providing: date of birth, full name and service number.
Class of Individuals: This bank applies to current and former Regular Force and Class C Reserve Force members of the CF.
Purpose: The purpose of this bank is to maintain: a file of past and present CF personnel who have applied for SISIP and GOIP coverage; and a record of death and/or disability information, including benefits payable or reasons for rejection, for current and former members of the CF who are SISIP participants.
Consistent Uses: The information is strictly used for the administration management of the SISIP programme. Aside from this, there are no other uses.
Retention and Disposal Standards: Records are destroyed seven calendar years after death or cancellation of coverage.
RDA Number: 98/005
Related PR#: DND CBD 450
TBS Registration: 000177
Bank Number: DND PPE 808

Judge Advocate General's Files/Service Estates
Description: This file contains: correspondence reflecting the names of estate beneficiaries, executors, court appointed administrators and legal counsel retained for estate administration purposes, financial records detailing monetary entitlements forming part of the military Service Estate; information pertaining to the disbursement of such monetary entitlements and personal effects, also forming part of the military Service Estate; subsequent correspondence between the Director of Estates and military units in relation to the collection, safeguarding and authorized shipment of the deceased's personal effects; correspondence between the Director of Estates and estate beneficiaries, executors, court appointed administrators and retained legal counsel reflecting the administrative process involved in distributing military Service Estates. Records are accessible by providing: date of death, full name, and service number.
Class of Individuals: This bank applies to deceased members of the Regular Force and Reserve Force, Class "B" or "C" on active service at the time of death.
Purpose: The purpose of this bank is to document Service Estate administration in relation to members of the CF who were on active service at the time of death.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: The files are held until all necessary action has been taken by the Director of Estates and are then transferred to National Archives of Canada.
RDA Number: 98/001
Related PR#: DND JAG 015
TBS Registration: 000220
Bank Number: DND PPE 856

La Relève Executive Feeder Group
Description: This bank is a single, integrated human resource (HR) database. Respondents voluntarily provide data on completed questionnaires which includes personnel data, work related data, official languages data, academic qualifications, professional accreditation, learning and development completed, ten-year employment history, areas of expertise, scope of experience and career aspirations over the next ten-year period.
Class of Individuals: This bank applies to civilians currently employed by DND.
Purpose: The database was created to present the Deputy Minister's Human Resources Committee (DM HRC) with a demographic profile of the EX-minus 1, EX-minus 2 and EX-minus 3 communities in the Department of National Defence (DND). This questionnaire was designed to provide departmental management, the DM HRC, with information to describe this pool and put into place the requisite developmental initiatives to prepare candidates for anticipated EX vacancies.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: Records will be destroyed two-year after the last administrative action.
RDA Number: 98/005
Related PR#: DND SGB 490
TBS Registration: 005114
Bank Number: DND PPE 861

Medical Professional Standards Register
Description: This bank contains: correspondence between Director General Health Services (DGHS) and the professional licensing body, correspondence between various agencies of DND concerning professional standards, minutes of the medical professional standards considering these cases, notes concerning the CF Medical Service (CFMS) members about whom concerns for professional competence and behaviour has been raised. Records are accessible by providing: name and initials, SN for CF members or SIN for civilian medical professionals.
Class of Individuals: This bank applies to any or all CFMS personnel.
Purpose: The purpose of this bank is to maintain information on CF Medical Service personnel whose professional performance has been under consideration and the type of action that has been taken. The information will be made known only to those: individuals under review, and in the necessary chain of command for necessary action.
Consistent Uses: Information held in this bank may be disclosed to the CF Health Services Group (CF H Svcs Gp) professional-technical bodies, committees and investigators that review and investigate complaints about patient care, that determine whether a complaint is related to deficiencies of a systemic nature and/or problem with the competence and/or conduct of a CF health care provider, or that review the credentials, references, experience and other requirements of all CF H Svcs Gp health care providers and recommend on privileges and scope of practice.
Retention and Disposal Standards: The information will be retained for 5 years after the release from the Department and will then be destroyed. However where a change or complaint has been cleared, this information will be clearly attached to the specific case.
RDA Number: 98/005
Related PR#: DND SGB 495
TBS Registration: 003960
Bank Number: DND PPE 898

Medical Records
Description: This bank contains assessments of medical fitness to perform duties as a serving member of the Canadian Regular Forces and records of medical care, including those at CF Hospitals. The data may include: comments, medical histories, opinions, and special medical examinations, and tests. Records of military members are accessible by providing: CF Hospital with dates of admission and discharge, full name, Military Occupation Code, date of birth, service number, and date of release. Dependant medical records are accessible by providing: name of serving member, the members service number, the dependant's name and date of birth, the CF hospital where treatment was provided and relationship to the serving member.
Class of Individuals: This bank applies to: members of the CF, dependants of serving members, others entitled to CF medical care as well as former members of the CF.
Purpose: The records serve as a reference source for medical treatment and career medical/administrative/pension decisions, and as a data source for occupational and population health activities.
Consistent Uses: Information held in this bank may be disclosed to a Summary Investigation into the death or injury of an individual where either a Summary Investigation or a Board of Inquiry is required by the Queen's Regulations and Orders for the Canadian Forces, to a Board of Inquiry, the Military Police and specified Investigative Bodies for the purpose of carrying out a lawful investigation, to Provincial and Municipal Authorities according to existing statutes, and as required for use in judicial proceedings. Information in this bank may also be disclosed to health care workers for the purpose of providing medical care, and to appropriate personnel within Veterans Affairs Canada for the purpose of assessing and administering claims made under the Pension Act. In fulfillment of the necessary occupational and population health functions, information in this bank may be disclosed to responsible members of the Surgeon General Professional Technical network for the purpose of reviewing the health status of or care provided to an individual or specified group. Relevant results of the analysis of the health status of or standard of care provided to groups of individuals may be provided to the individuals involved and / or to responsible DND / CF authorities.
Retention and Disposal Standards: One year after a member's release, records are transferred to National Archives of Canada. These records remain under the control of DND for a total of five years whereupon they become the responsibility of NAC.
RDA Number: 98/005
Related PR#: DND SGB 490
TBS Registration: 004316
Bank Number: DND PPE 810

CSE Mentor Program
Description: This bank contains personal information voluntarily given by mentors and protégés within the Communication Security Establishment (CSE). It includes name, education, training, goals and personal opinions. It may also include resumes, work and experience histories, reviews and statistics of the mentoring program as well as individual reviews and updates of a mentor or protégé.
Class of Individuals: Employees of CSE.
Purpose: This information is maintained to provide documentation for the planning, administration and operation of the mentor program.
Consistent Uses: To register the participation of mentors and protégés. To plan, administer, report on and evaluate the mentor program. To develop and maintain a catalogue of available mentors and what they have to offer.
Retention and Disposal Standards: These records will be destroyed six months after an employee has withdrawn from the program.
RDA Number: 97/003
Related PR#: Not available.
TBS Registration: 000439
Bank Number: DND PPE 820

Merit Award Program
Description: This bank contains: minutes of meetings, personal data of nominees, regulations governing the Merit Award Program, rules, and statistics and employee employment records. Records are accessible by providing: date of birth, date of nomination and/or award, full name, Military Occupation Code, and rank.
Class of Individuals: This bank applies to: military personnel, and civilian employees of DND.
Purpose: The purpose of this bank is to administer DND Merit Award Program. The bank is used to process Merit Award nominations for consideration by Command or Group Merit Award Committees.
Consistent Uses: Social insurance number and mailing address are required for: award cheque requisitioning through the Department of Public Works and Government Services, and for income tax purposes by the Canada Custom and Revenue Agency, pursuant to the Income Tax Act.
Retention and Disposal Standards: Records are destroyed after three calendar years.
RDA Number: 98/005
Related PR#: DND ESD 045
TBS Registration: 000195
Bank Number: DND PPE 826

History, Heritage and Honours
Description: This bank contains: listings of personnel who have received military honours and awards, and certain limited military ceremonies concerning: buildings, freedom of cities, Governor General, royalty, ships and related activities such as unit commemorative events. Records are accessible by providing: date and event concerned, date of birth, full name, and rank and Military Occupation Code.
Class of Individuals: This bank applies to members of the CF and civilian employees of DND.
Purpose: The purpose of this bank is to establish and maintain a record of: certain limited Department of DND ceremonial activities, primarily of a military nature, and honours and awards accorded to members of the CF.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: Records are retained for five calendar years and then transferred to National Archives of Canada.
RDA Number: 98/005
Related PR#: DND DOC 420; DND DOC 445
TBS Registration: 000192
Bank Number: DND PPE 823

Military Personnel - Grievance File
Description: This bank constitutes a record of applications for: redress of grievances submitted, and the decisions made in respect of those grievances. Records are accessible by providing: Military Occupation Code, name, rank, service number, and year of grievance.
Class of Individuals: This bank applies to members of the CF.
Purpose: The purpose of this bank is to record: applications for redress of grievances submitted in accordance with Regulations and Orders made pursuant to the National Defence Act, and the decision made in respect of those grievances.
Consistent Uses: This information is used in investigation, by the CF, of complaints made, in accordance with the Canadian Human Rights Act, by the same person who submitted the grievance, and relating to the same subject.
Retention and Disposal Standards: The files are destroyed five years after last administrative action.
RDA Number: 98/005
Related PR#: DND PCA 630 and DND CSA 520
TBS Registration: 000200
Bank Number: DND PPE 831

Military Police Credential Review Board Data Bank
Description: This MPCRB bank and corresponding files contain personal information on individuals who have been involved in complaints against or by the Military Police or its members. The data bank records progress made in the sequence of events required for the completion of the MPCRB process. The bank includes the MPCRB Administrator's notes, an overview of allegations; decisions regarding the suspension of Military Police personnel; investigation and court results; unit recommendations; the MPCRB decision or recommendation to CFPM as well as any terms and conditions that may apply. The bank cross-references to the appropriate Professional Standards Investigation and Military Police Investigation Case File (Security and Military Police Information System (SAMPIS)) if applicable. Records are accessible by providing: date of birth, date and location of complaint, full name and initials, full civic address and service number or civilian (PRI) number.
Class of Individuals: The bank applies to Military Police but may include information on others (i.e. military police investigation reports).
Purpose: The purpose of this bank is to document the progress of monitored and suspended cases as well as maintaining a historical database for concluded files.
Consistent Uses: The Deputy Provost Marshal Professional Standards reviews the contents monthly to observe progress on monitored and suspended files. It may also be used for research, evaluation and statistical purposes. Collected information is used at Board convening. Some information is passed to D Mil C 5 for career managing purposes.
Retention and Disposal Standards: Information in this bank is retained for a minimum of 5 years, after its last administrative use, at National Defence Headquarters, Ottawa. If the record has been designated as having archival or historical value, the record shall be transferred to the control of the National Archives of Canada. If the record has not been designated as having archival or historical value, then the record shall be destroyed.
RDA Number: 2000/014
Related PR#: DND MIS 085 and DND PCA 630
TBS Registration: 005371
Bank Number: DND PPE 833

Military Police Investigation Case Files
Description: This bank contains personal information pertaining to individuals who have been involved in an incident, investigated by the Military Police (or brought to the attention of the Military Police by another police service). Military Police Investigation Case Files may include such personal information as names, addresses, telephone numbers, dates of birth, citizenship, PRI number, service number, marital status, ethnicity and/or distinct physical markings. Records are accessible by providing: full surname and given names, location and date, Service Number or Personal Records Identifier (not mandatory), and type of incident or offence.
Class of Individuals: This bank applies to: members of the CF, civilian employees of DND, and members of the public involved in an incident on DND establishments (it also applies to persons Subject to the Code of Service Discipline who have been involved in an incident off DND establishments, investigated by a competent investigative authority and where the information has been made known to the Military Police).
Purpose: This information is used to assist in the determination of whether a criminal or service offence has been committed and to provide the results of Military Police investigations to the appropriate departmental (DND) authorities.
Consistent Uses: Information contained in Military Police Investigation Case Files may be used to support: other investigations, both by the Military Police and by other legitimate law enforcement agencies in the detection, prevention and suppression of crime generally, disciplinary measures, appeals, civil actions, pensions, criminal injuries compensation, career review, research, security and reliability screening, and statistical purposes and evaluations.
Retention and Disposal Standards: All incidents designated as Protected B and generated after 2001 on the Security and Military Police Information System (SAMPIS) are retained indefinitely. In addition, significant incidents designated as Protected B and generated after 1994 are also retained indefinitely. Prior to 1994, hard copy records of files that were held at NDHQ that were classified/designated higher than Protected B and deemed to be of significance were transferred to National Archives after 5 calendar years. Some records may be retained for a longer period: if judged to be of archival value, or if deemed to be of historical value to DND. Files not deemed to be of significance were held outside NDHQ and were destroyed two years after the last administrative or judicial use.
RDA Number: 2000/014
Related PR#: DND MIS 085
TBS Registration: 000203
Bank Number: DND PPE 835

Military Postgraduate Student Records
Description: This bank contains basic personal and course-related information concerning officers undergoing postgraduate training at the Royal Military College of Canada, such as: Course: course loading authorization (CLA), request reference course start and end dates, course title, date assigned, date thesis received, FMS/WCN numbers (applicable to US military courses), name and location of institution, program type, Member's: military occupation code and description, name and initials, obligatory service completion date, occupation speciality qualification code, posting date and message rank, service number, target position in establishment Financial: estimated total cost file and CLA numbers, financial planning code (GRC) training source category. Records are accessible by providing: course title and program type, full name, Military Occupation Code, name and location of the institution where training was received, rank, and service number.
Class of Individuals: This bank applies to officers of the CF and other students selected for postgraduate training at the Royal Military College of Canada.
Purpose: The purpose of this bank is to: assist in the assignment of trained personnel to those establishment positions requiring specific postgraduate qualifications, and maintain administrative records of officers and other students undergoing postgraduate training.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: Computer records are retained indefinitely for statistical purposes.
RDA Number: 98/005
Related PR#: DND RET 370
TBS Registration: 003269
Bank Number: DND PPE 878

Minutes of Proceedings of Courts Martial
Description: The minutes of proceedings of a court martial and an accurate record of all: decisions, findings, pleadings, sentence of a court martial, and including all exhibits in the form of documents, and testimonies. Records are accessible by providing: surname and initials, year and place of court martial and, when applicable, the rank of the accused.
Class of Individuals: This bank applies to: members of the CF, and other persons who are subject to the code of service discipline by virtue of section 60 of the National Defence Act.
Purpose: These records are kept for purposes of research, administration and appeals to the Court Martial Appeal Court, and to the Supreme Court of Canada.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: Documents created after 1 Sep 99 are held by CMJ/CMA. Documents created earlier are retained by JAG/DMP. Records are never destroyed.
RDA Number: to be determined.
Related PR#: DND JAG 035
TBS Registration: 000199
Bank Number: DND PPE 830

National Defence Fingerprint File
Description: The following information is held for identification: fingerprints; service number (SN); civilian PRI number; surname and given names; signature; sex; date and place of: birth, engagement and fingerprinting; occupation or trade; colour of hair and eyes; height; weight; complexion; scars, amputations, birthmarks, deformities and tattoos; previous registration by fingerprints as well as dates of all previous employment with the Canadian Forces, RCMP or Public Service. Records are accessible by providing full name, service number (SN)/civilian (PRI) number, date of birth and, as proof of identity, one rolled fingerprint done in black ink, indicating which finger and hand.
Class of Individuals: Members of the Canadian Forces: civilian employees of National Defence and Allied Forces personnel serving in Canada.
Purpose: This information bank is maintained purely for service considerations to provide an infallible means of identifying personnel who may have been victims of a serious injury, amnesia or death during times of war and peace.
Consistent Uses: Used for identification purposes only.
Retention and Disposal Standards: Records of members of the CF, and civilian employees of DND are retained by the department for five years from date of release, and then destroyed. Records of deceased individuals are destroyed two years from the date of death. Records of Allied Forces personnel are destroyed at termination of their tour of duty in Canada.
RDA Number: 98/001
Related PR#: DND MIS 085
TBS Registration: 000170
Bank Number: DND PPE 801

Non-Public Fund (NPF) Employee Personnel Records
Description: This bank contains names, applications for employment of successful candidates, date of employment, unit of employment, career history, date of birth, employee's Social Insurance Number, sex, marital status, salary, record of pay adjustments, benefit plan information, pension information, employee evaluation reports, complaints from employees and commendation letters. The information both centralized and decentralized, is maintained in manual and electronic systems. Records are obtainable by providing full name, Social Insurance Number, date of birth and location and period of employment.
Class of Individuals: This bank applies to Non-Public Fund employees in the Bases, Units and Wings of the CF and those employed directly by the Canadian Forces Personnel Support Agency.
Purpose: The purpose of this bank is to store employee information related to employment, benefits and pensions.
Consistent Uses: Pursuant to the Income Tax Act, the Employment Insurance Act and the Pension and Benefits Standards Act (1985) documentation to support income tax deductions, pension deductions and entitlements, is provided to Canada Customs and Revenue Agency (Taxation).
Retention and Disposal Standards: Files are currently destroyed five calendar years after an employee terminates if there are no benefit or pension implications. Records where there are benefit implications are kept until resolution of the situation, while pension files are maintained until death of the pensioner or his survivor and are held for two years after the last administrative action.
RDA Number: 98/005
Related PR#: DND PSB 385
TBS Registration: 005115
Bank Number: DND PPE 865

Officer Boards for Academic Enhancement and Specialist Training Plans
Description: This bank contains the annual boards for Post Graduate Training and for: University Training Plan (Officers); Initial Baccalaureate Degree Programme (IBDP); and Military Medical, Legal, Dental, Pharmacy and Chaplain Training Plans (MPLANS). Each board may contain: any resulting postings, lists of the officers selected, letters of disposition to each applicant, Post Graduate Training Board lists for those found suitable, alternates and those not selected, proceedings, and findings, and selection criteria. Records are accessible by providing: full name Military Occupation Code, particular plan, rank, service number, and year of application.
Class of Individuals: This bank applies to officers of the CF who have made application for the training plans listed.
Purpose: The purpose of this bank is to record the findings of the annual boards convened to determine suitable officers from those who have applied for each of the training plan.
Consistent Uses: Used to select from officers found suitable for training and to assign them to training under a given plan.
Retention and Disposal Standards: Records are retained for statistical purposes for three calendar years and then destroyed.
RDA Number: 98/001
Related PR#: DND CSA 520
TBS Registration: 002273
Bank Number: DND PPE 848

Pay Records File
Description: This bank enables the Central Computation Pay System (CCPS) and the Revised Pay System for the Reserves (RPSR) to determine and record pay entitlements and applicable deductions. The bank contains: acquaintance roll payments, third party pay allotments, including documentation concerning compulsory payments, CPP and Employment Insurance (EI) contributions, deductions such as Income Tax, hospital and medical plan premiums and pension contributions and records of their pay and allowances entitlements and attendance for the reserves. Records are accessible by providing: full name and service number.
Class of Individuals: This bank applies to members of the CF (Regular and Reserve).
Purpose: The purpose of this bank is to: record the individual pay records for members of the CF (Regular and Reserve services), administer the recovery of debts owed to the Crown by designated agents of DND, for statistical research information, gather, plan, implement and evaluate government personnel policies relating to pay and allowances.
Consistent Uses: Pursuant to the Income Tax Act, Employment Insurance Act and Canada Pension Plan Act, documentation to support pay and deductions, including the social insurance number, is provided to: the Departments of Public Works and Government Services Canada and National Revenue (Taxation), and designated agents of DND (e.g. collection agencies, Department of Justice.
Retention and Disposal Standards: The Master Pay Records for the regular force member were microfilmed on a regular basis and destroyed after 54 years. Since 1976, the records are kept on computer disk/tape and are computer readable. Printed copies of records prior to 1976 are not available at this time but provisions will be made to permit viewing of records.
RDA Number: 98/005 and 96/024
Related PR#: DND FSB 765
TBS Registration: 003788
Bank Number: DND PPE 858

Pension File
Description: The bank contains: copies of vital statistics of serving CF members and their dependants, pension election forms, pension observations and correspondence concerning pensions, proof of prior service and payment information, division of pension information and information on deaths of former members and payment information on survivors. Records are accessible by providing: full name, and service number.
Class of Individuals: This bank applies to members of the CF and survivors.
Purpose: The purpose of this file is to: determine superannuation benefits for members of the CF (Regular) upon release, and gather statistical research information for planning, implementing and evaluating government personnel policies relating to pensions and superannuation.
Consistent Uses: Pursuant to the Income Tax Act, documentation supporting pension entitlements, including the social insurance number, is provided to the: Department Public Works and Government Services Canada (DSS PCE 701, Superannuation Annuitant System Database) for the issue of pension cheques, and Department of National Revenue (Taxation) for bank RCT PPU 005 Individual Income Tax Return.
Retention and Disposal Standards: Records are retained by Director Accounts Processing, Pay and Pensions until the member is released, at which time they are forwarded to National Archives of Canada
RDA Number: 98/005 and 96/024
Related PR#: DND FSB 765
TBS Registration: 000223
Bank Number: DND PPE 859

Performance Evaluation Report File
Description: This bank contains: Performance Evaluation Reports. Records are accessible by providing: date of release if applicable, full name and service number.
Purpose: The purpose of this electronic bank is to: maintain a record of performance on the job and determine on a continuing basis the relative merit/suitability of members for: other management administrative decisions, promotion, release, retention, and training.
Class of Individuals: This bank applies to: members of the Regular Force and members of the Reserve Force on Class C service.
Consistent Uses: To support decisions regarding promotions, transfers, demotion, employee assistance, discipline and termination of employment.
Retention and Disposal Standards: Records are: retained for five years after the individual's release, and then transferred to National Archives of Canada
RDA Number: 98/005 and 2000/019
Related PR#: DND CSA 520
TBS Registration: 000206
Bank Number: DND PPE 838

Personnel Files - Training
Description: The files contain: appearance, personal particulars, records of performance during the course, and records regarding personal behaviour. Records are accessible by providing: course attended, full name, Military Occupation Code, rank, school where course was taken, and service number.
Class of Individuals: This bank applies to members of the CF.
Purpose: The purpose of this bank is to maintain files on all personnel undergoing individual training at CF Schools other than Military Colleges and Staff Colleges. Files enable the school to have information regarding the candidate and to collect pertinent information used by the school staff to counsel and prepare the final course reports on the students.
Consistent Uses: Information may be used to substantiate qualifications.
Retention and Disposal Standards: Records are destroyed after two years as the information is incorporated into a formal course report which is retained in the member's performance evaluation report files (DND PPE 838) for the duration of the individual's career. Schools maintain these files for one year and then forward the files to the regional office of the National Archives of Canada where they are held for one year. Exceptions to this are the files of officer candidates at CF Leadership and Recruit School, Saint-Jean, where the files are maintained for eight months and then forwarded to the regional office of the National Archives of Canada.
RDA Number: 98/001
Related PR#: DND RET 370
TBS Registration: 000210
Bank Number: DND PPE 842

Personnel Security Investigation File
Description: This bank contains personal data, such as: credit check reports, criminal records, investigative reports, notations of the level of security clearance, related correspondence, reliability status granted, Security Clearance Review Board documentation, Security Intelligence Review committee appeals, and security/reliability analyses. Details of CSIS investigations are maintained in a CSIS bank. This bank contains personal information about the individual: his or her immediate family, the names and comments of: past employers, and character references, possibly the names and activities of associates with whom the individual would have contact. Records are accessible by providing: date of birth, given names, and surname, Those individuals who were released/left the CF/DND prior to 1992 should also provide their Social Insurance Number (SIN). To assist in expediting the processing of their request, applicants should identify the specific information desired.
Class of Individuals: This bank applies to: Perspective, current and former members of the CF, civilian employees of DND, or personnel who are on a personal services contract with DND. By virtue of the clearance and reliability check process, personal information may be held on individuals who are not themselves the subject of the security assessment or reliability check.
Purpose: The purpose of this bank, in accordance with the Government Security Policy, is to maintain personal information held on individuals who are or have been the subject of security screening procedures in relation to pre-employment/employment with the CF/DND. For those individuals who necessitate a security clearance, information has been obtained to support decisions taken to assess an individual's loyalty and reliability as it pertains to loyalty to Canada. Additionally, for those individuals who were reliability screened, information in support of these assessments is held on file. A reliability check is required as a condition of employment in the CF/DND and is required to assess the honesty, trustworthiness and discretion of an individual when given access to: sensitive information or government assets, access to valuables, drugs, hazardous or dangerous material; or responsibility for the well-being of persons or control of personnel. In making decisions on levels of clearance, institutions may refer only to the information contained in this bank and not to investigative information contained in the CSIS band.
Consistent Uses: Information may also be used in other lawful investigations. Personnel security screening information may be requested from or transferred to other Government agencies/departments upon request from respective Departmental Security Offices for employment purposes.
Retention and Disposal Standards: All security clearance records of personnel are retained for a minimum period of ten years from the time administrative action is taken on the file. All reliability-screening records for enrolled or employed personnel are retained for a minimum period of ten years from the time administrative action is taken on the file. All reliability-screening records for personnel only processed for a reliability screening and were not employed are retained for a minimum period of two years and are then destroyed.
RDA Number: 98/001
Related PR#: DND PCA 630, DND CSA 520 and DND MIS 085
TBS Registration: 004010
Bank Number: DND PPE 834

Personnel Selection Officer (PSO) Training Files
Description: This bank contains academic qualifications, biographical data, letters of appreciation, posting and promotion messages, records of special employment or experience and reports on: courses, in- and out-service speciality training, on-job-training, post-graduate courses, professional development courses. Records are accessible by providing: name, rank, and service number.
Class of Individuals: This bank applies to Personnel Selection Officers of the Regular and Reserve Forces.
Purpose: The purpose of this bank is to select individuals for appropriate training and professional development as well as selecting qualified individuals to be employed as instructors or supervisors.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: Information is retained until the individual reaches compulsory retirement age or the rank of Colonel at which time the records are destroyed.
RDA Number: 98/005
Related PR#: DND CSA 520
TBS Registration: 003268
Bank Number: DND PPE 877

Provision of Legal Aid to Members of the Canadian Forces
Description: The file normally contains an outline of the legal problem involved and the advice given or action taken with respect to the problem. For the most part, the records in this file are limited to cases where an interview has been conducted with the persons seeking legal advice. Records are accessible by providing: full name, location of the interview, and service number.
Class of Individuals: This bank applies to: members of the CF, members of other armed forces attached or seconded to the CF, dependants of CF members serving outside Canada, and members of the civilian component of the CF and their dependants serving outside Canada.
Purpose: The purpose of this bank is to document the provision of personal legal advice by legal officers of the CF to individuals identified in the application block.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: The files are destroyed after two years.
RDA Number: to be determined.
Related PR#: DND JAG 015
TBS Registration: 000221
Bank Number: DND PPE 857

Provision of Legal Counsel at Public Expense
Description: This bank contains information concerning applications by military personnel and civilian employees of DND who apply for the provision of legal counsel at public expense under the Treasury Board Policy on the Indemnification of and Legal Assistance to Crown Servants. Records are accessible by providing: full name; SN/PRI, and DOB.
Class of Individuals: This bank applies to: CF members, and civilian employees of DND.
Purpose: The purpose of this bank is to document applications for the provision of legal counsel at public expense for servants who have acted within the scope of their duties and have met reasonable departmental expectations.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: Records are retained for six calendar years from when the file is closed. Files are then transferred to National Archives of Canada.
RDA Number: to be determined.
Related PR#: DND JAG 015
TBS Registration: 003982
Bank Number: DND PPE 897

Public Key Infrastructure (PKI) Service Request Forms
Description: This bank contains: surname, given names and initials, signatures, Service Number (SN) (military) / Personal Record Identifier (PRI) (civilian) / building pass number (contractor/casuals) including expiry date, organization, building / location, office telephone, fax number, SMTP Address, security clearance including expiry date and supervisor's name, signature and telephone number. The bank also contains the type and number of the identification provided to receive the service requested (one or two of: department ID, driver's licence, birth certificate, passport, citizenship card, provincial health card). The information is collected by means of a Service Request Form. Records are accessible by providing SN/PRI and full name. Records are accessible by providing: full name, service number or PRI number and place of employment.
Class of Individuals: CF members, civilian employees of National Defence as well as contractors and casual employees requiring PKI services.
Purpose: The purpose of this bank is to maintain information relating to the PKI services such as issuance, recovery, revocation, deactivation, reactivation, name change, etc. The information is used to provide auditable proof of identity of all PKI users requesting and receiving PKI services.
Consistent Uses: Forms will only be used for the auditing of adherence to system procedures or for the resolution of disputes or legal issues with respect to activities conducted with the PKI.
Retention and Disposal Standards: All records are securely stored in a central repository in Ottawa, and are retained for two years after the individual is released from the Department and are then destroyed.
RDA Number: 98/001
Related PR#: DND PCA 630
TBS Registration: 005368
Bank Number: DND PPE 813

Requests from and Disclosures to Investigative Bodies
Description: This bank maintains a record of all: requests submitted by investigative bodies as listed in Schedule II of the Privacy Regulations, to the Department of National Defence, under section 8(2)(e) of the Privacy Act, and replies to such requests and information related to their processing. Records are accessible by providing: service number or PRI number, classification or Military Occupation Code, full name and rank.
Class of Individuals: This bank applies to: members of the CF, and civilian employees of DND.
Purpose: The purpose of this bank is to maintain a record that provides the statistics required to report on the number of requests received annually under section 8(2)(e) of the Privacy Act to the Privacy Commissioner.
Consistent Uses: Some information may be shared with accredited domestic and foreign law enforcement and investigative agencies in the administration or enforcement of the law and in the detection, prevention or suppression of crime generally.
Retention and Disposal Standards: Information is destroyed two years after date of last correspondence.
RDA Number: 98/005
Related PR#: DND PCA 610
TBS Registration: 000218
Bank Number: DND PPE 854

Sea, Army and Air Cadet Personnel Files
Description: This bank contains: form CF 1158 - Application for Membership in the Canadian Cadet Organizations, form CF 51 - Application and Approval - Cadet Activities (Employment - Course - Exchange), form CF 910 - CF Statement of Medical Fitness Cadet Applicant, (discontinued - content included in form CF 1158) form CF 1364 - Sea/Army/Air Cadet Course Report, records of appointment, promotion, pay, training programs qualification courses and cadets activities (employment, courses, exchanges). The above forms are contained in and records are kept on CF 1398 - Certificate of Service - for Royal Canadian Sea Cadets; DND 1888 - Record of Service - for Royal Canadian Army Cadets; and CF 1322 - Record of Service and DND 1964 - Cadet Information Sheet - for Royal Canadian Air Cadets. Records are accessible by providing: full name, date of birth, service number, and number, title and location of Corps or Squadron.
Class of Individuals: This bank applies to the members of the Sea, Army and Air Cadets.
Purpose: The purpose of this bank is to: maintain information on members of the Sea, Army and Air Cadets of the Canadian Cadet Organization as defined in Queen's Regulations and Orders for the Canadian Cadet Organizations (QR (Cadets)), from the application date until the cadet leaves the Organization.
Consistent Uses: The personnel file is used for the cadet's progression within the organization. Social insurance number is required for pay and income tax reporting purposes by the Department of National Revenue (Taxation), pursuant to the Income Tax Act, when a cadet is employed as a staff cadet.
Retention and Disposal Standards: The original Cadet Personnel File is provided to the cadet upon release from the Cadet organization. A complete Record of Service is photocopied and is retained by the cadet unit for a minimum of 5 years and then may be destroyed.
RDA Number: 98/005
Related PR#: DND RCS 340
TBS Registration: 000207
Bank Number: DND PPE 839

Selection Boards for the In-Service Commissioning Plans
Description: This bank contains the selection boards for the following officer production as administered by Director General Military Careers (DGMC): Commissioning From the Ranks Plan (CFRP) and the Special Requirements Commissioning Plan (SRCP) starting in 1986. The following plans are administered by Canadian Forces Recruiting Group Headquarters; Officer Candidate Training Plan Military (OCTPM); Special Commissioning Plan (SCP) and University Training Plan Non-Commissioned Members (UTPNCM). Each contains copies of the Board's proceedings, findings and notifications to candidates for the preceding year. Records are accessible by providing: full name, service number, rank, Military Occupation Code (at the time), specific plan and year of application, nomination or selection, and year of request.
Class of Individuals: This bank applies to Non-Commissioned Members of the CF who: have applied for UTPNCM, SCP or OCTPM; have been nominated for CFRP, or have been selected for SRCP.
Purpose: The purpose of this bank is to record the results of the boards convened to select Non-Commissioned Members to be commissioned under the listed plans.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: Board reports are retained for 20 years for statistical purposes, and then destroyed.
RDA Number: 98/001
Related PR#: DND CSA 520
TBS Registration: 002272
Bank Number: DND PPE 847

Selection Board and Supplementary Selection Board Results
Description: There are three sources of information in this bank: Selection Board Reports, Selection Listings for Promotion and Terms of Service (TOS), and Supplementary Selection Board Results. Selection Board Report: includes information in the form of: findings and recommendations, and scoring criteria for promotion and terms of service. Selection Listing for promotion and TOS includes information on each eligible individual: TOS Selection List includes: Service number, surname and initials, UIC URS, element TOS score/standing, MOC. Promotion Selection List includes: promotion position, rank, service number, surname, and initials, MOC, Second Official Language Profile and UIC. Supplementary Selection Board: includes: comparison scoring between randomly selected files, information in the form of scoring criteria duplicated from the applicable original Selection Board, and that of member(s) eligible for Supplementary Board review. Information on the President and Members of a given Selection Board such as: approving authority signature, date the Personnel Board Report was prepared and signed by convening members, service numbers, surnames, and initials. Annexes to this source include personal information regarding: selection list reduction report if applicable, non-promotability, non-suitability for terms of service, and Personnel Evaluation Report discrepancies. Findings are in the form of promotability, and suitability for terms of service. Records are accessible by providing name, initials, and rank, MOC, SN, and year of board.
Class of Individuals: This bank applies to members of the CF (Regular Forces Personnel).
Purpose: The purpose of this bank is to: record Selection Listings, and information contained within the Personnel Board Report resulting from the deliberations of a convened Selection Board. The Selection Boards are convened to establish a Promotion Listing and a Terms of Service Listing. Supplementary Boards are ordered to ascertain promotability and suitability for Terms of Service in specific cases. Information resulting from the convened Selection Boards/Supplementary Boards is used for: attendance on courses, and to determine suitability for employment, conversion of terms of service, and promotion selection.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: Records are retained for a period of 10 years. These and future records will be retained for a period of 10 years in microfiche, hard copy, or electronic format for statistical and promotional purposes and will then be destroyed.
RDA Number: 98/001
Related PR#: DND CSA 530
TBS Registration: 004049
Bank Number: DND PPE 899

Service Prison and Detention Barrack Records
Description: This bank contains records respecting persons who have been incarcerated in military service prisons and detention barracks. The records are completed and used by custodial staffs for administrative and control purposes during the incarceration of a person serving a sentence. Included among these records are those entries which concern: admission, discharge, discipline, maintenance of personal property, and sentence remission. Records are accessible by providing: dates of incarceration, detention identification number, name, place, and service number.
Class of Individuals: This bank applies to individuals who are or have been incarcerated in military service prisons and detention barracks.
Purpose: The purpose of this bank is to: assist in the calculation of, the decision-making process respecting, the number of days remission earned by an inmate, control the administrative and legal documents respecting an individual's incarceration, ensure adherence to policies and procedures respecting the administration of an inmate's incarceration, and record any disciplinary measures taken.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: Documents in this information bank are destroyed two years following their last administrative use.
RDA Number: 98/001
Related PR#: DND PCA 630
TBS Registration: 001765
Bank Number: DND PPE 863

Social Work Services
Description: This bank records professional social work information on clients seen by social work officers. Records are accessible by providing: interviewer (if possible), member's full name, Military Occupation Code, place and date of interview(s), rank, and service number.
Class of Individuals: This bank applies to members of the CF and members of their immediate families.
Purpose: The purpose of this bank is to assist the social work officer in professional treatment and case management.
Consistent Uses: Within the parameters of CF Medical Order 8-02, information concerning members of the CF and dependants covered under the Code of Service Discipline may be disclosed to: a Board of Inquiry or Summary Investigation conducting an investigation into an accident or occurrence resulting in injury or death to an individual, as required for use in judicial proceedings, Military Police and specified Investigative Bodies for the purpose of carrying out a lawful investigation, Provincial and Municipal Authorities according to existing statutes, and the Commanding Officer.
Retention and Disposal Standards: Files are destroyed five calendar years after the case is closed.
RDA Number: 98/005
Related PR#: DND PSB 405
TBS Registration: 000181
Bank Number: DND PPE 812

Squadron Personnel File - Officer Cadets
Description: The Squadron Personnel File contains: reports of academic and military training; achievements; awards; counselling sessions; notes from academic advisors; and administrative and disciplinary decisions. Ex students of the Royal Military College, files are accessible by providing the: full name, service number and/or college number, and year(s) in attendance at the Royal Military College. Student number and the year of departure are essential when requesting files. Student Files are accessible upon proper identification while the student is in attendance.
Class of Individuals: This bank applies to officer cadets attending the Royal Military College.
Purpose: The purpose of this bank is to maintain a record of military and academic progress/achievement for officer cadets attending a the Royal Military College. Files are used on a daily basis by Squadron Commanders and cover approximately 1000 members on a continuous basis.
Consistent Uses: No other consistent uses.
Retention and Disposal Standards: After graduation, records are maintained at the college for five years and then destroyed.
RDA Number: to be determined.
Related PR#: DND RET 370
TBS Registration: 000213
Bank Number: DND PPE 845

Suggestion Award Program
Description: This bank contains: documents on the administration of suggestions, minutes of meetings, personal information from individuals and statistical data, regulations governing the Suggestion Award Program, and rules. Records are accessible by providing: date of suggestion and/or award, file number or subject of suggestion, full name, and originating Command or Base Suggestion Award Committee.
Class of Individuals: This bank applies to: members of the CF, and civilian employees of DND.
Purpose: The purpose and use of this bank is to administer DND Suggestion Award Program.
Consistent Uses: Social insurance number and mailing address are required for award cheque requisitioning through the Department of Public Works and Government Services Canada, and for income tax purposes by the Canada Customs and Revenue Agency, pursuant to the Income Tax Act.
Retention and Disposal Standards: Suggestion that are accepted which results in awards under $1000 are destroyed after three calendar years. Suggestions that are accepted which results in awards $1000 or over are destroyed after five calendar years. Suggestions that have been declined for adoption will be protected for a twelve-month period and will be destroyed after three calendar years.
RDA Number: 98/001
Related PR#: DND ESD 045
TBS Registration: 000194
Bank Number: DND PPE 825

Unit Military Personnel Bank
Description: This bank contains: birth certificates, course reports, conduct sheets, divorce orders (nisi and absolute), proof of change of name, citizenship, dependants birth certificates, dependants' language of instruction preference, change of medical category form CF2088, civil convictions (except those for which pardons have been granted), consent to serve forms, enrolment documents, general employment information, marriage certificates, Physical Fitness Evaluation Envelopes, separation agreements, Statements of Ordinary Residence, document regarding security, previous service, request for compassionate posting, requests for special consideration, results of court martial, screening for overseas duty, statement of understanding, uniform selection, educational certificates/reports of academic achievements, personnel selection officer reports, messages posting/temporary duty course reports, letter of commendation and award, promotion, re-engagement, administrative review decisions and recommendations. It may contain: documentation concerning compulsory payments, Personnel Evaluation and Reports on Reservists. Records which have not been superseded and which have been relevant to personnel management are retained for the duration of the member's career. Other records are purged. Records are accessible by providing: full name, rank, service number, and Unit.
Class of Individuals: This bank applies to: serving members of the CF; and serving members of the Reserve Force. Also dependents, etc..
Purpose: The purpose of this bank is to maintain a travelling copy of personnel records for all personnel on strength from enrolment to release. Information for this bank is used to compile nominal rolls of personnel on strength at Units.
Consistent Uses: Pursuant to the Canada Elections Act, lists of CF electors and their dependant electors (including their social insurance numbers) are compiled from the Statement of Ordinary Residence form. The Act requires that the lists be sent to the Chief Electoral Officer following the issue of the writs ordering a general election. Nominal rolls are produced from information held in this Bank at each Unit.
Retention and Disposal Standards: Once a member is released from the Regular Force, this bank is amalgamated in electronic format into the "CF Member Personal Information Files" (Info Bank DND PPE 818). Records are transferred to National Archives of Canada for members of the CF - Regular Force five years after release and for the CF- Reserve Force three years after release. Records are then placed in data bank NA PPE 716.
RDA Number: 98/005 and 2000/019
Related PR#: DND CSA 520
TBS Registration: 000204
Bank Number: DND PPE 836