National Capital Commission

Particular Personal Information Banks

Corporate Human Resources Management System (PeopleSoft)
Description: These databases are on-line systems which support virtually all major personal management functions. These databases contain personnel information, such as: Personnel Record Identifier (PRI), employee number, SIN number, sex, classification level, address, name, date of birth and dates of performance evaluations. This system also contains all compensations related event histories for all NCC employees since 1971; position information since 1998; competition and training information since 2000. Also, PeopleSoft is used to generate employees' pay cheques with earnings and deductions. PeopleSoft also contains information on current fiscal year employees. It is used to track hours worked and leave information. Finally, PeopleSoft is used to record job and position related information, especially job evaluation information and job descriptions. The Employment Equity Computerized Reporting and Information system (EECRIS) produces annual reporting for Employment Equity regulations using data downloaded from PeopleSoft.
Class of Individuals: NCC Employees.
Purpose: The purpose of this system is to provide personnel information to the Commission's Managers and Personnel Administrators in order to facilitate decision making on personnel matters. They are also used for replying to requests for specific personnel data on a controlled basis.
Consistent Uses: The information in these databases is used to produce reports to managers in order to facilitate their personnel decision making.
Retention and Disposal Standards: Computerized records are updated as required. Information maintained in the system is kept according to the type of information; for the most part, information is part of the personnel file and is retained until age 80 or 2 years after death and then destroyed. Employee Compensation record are retained forever.
RDA Number: 98/005
Related PR#: NCC HR 004
TBS Registration: 003732
Bank Number: NCC PPE 800

Corporate Information Inventory System (CIIS)/Employee Database
Description: This bank is a component of an on-line information holdings management system. This bank contains each employee's name, identification number and security clearance level.
Class of Individuals: NCC employees.
Purpose: The purpose of this bank is to ensure that corporate records are accessed by employees with the appropriate level of Security clearance.
Consistent Uses: The information is used to safeguard designated and classified information.
Retention and Disposal Standards: Employee information is deleted from the system immediately after the employee has left the NCC.
RDA Number: 01/009
Related PR#: NCC CIMS-A400
TBS Registration: 003664
Bank Number: NCC PPE 802