Public Works and Government Services Canada

Central Personal Information Banks

Crown Housing Records
Description: This bank contains information relating to federal employees occupying or waiting to occupy Crown-owned or administered housing.
Class of Individuals: Federal employees.
Purpose: Information in this bank is used for the administration of federal living accommodation.
Consistent Uses: PWGSC share the information in these records with Natural Resources Canada as described in their chapter PIB NRCan PPE 802.
Retention and Disposal Standards: This information is maintained for five years in the case of housing requirements and three years after termination in the case of specific occupancy records and then destroyed.
RDA Number: 79/008
Related PR#: PWGSC RPB 040
TBS Registration: 000713
Bank Number: PWGSC PCE 701

Insurance Application Cards
Description: This bank contains the locations, pay list numbers, dates of birth, coverage desired, superannuation numbers and names of dependents insured, for all federal government employees and pensioners who are members of the various plans. Cards are maintained only for optional participants of Disability Insurance.
Class of Individuals: All employees of the federal government and pensioners who are members of the various plans.
Purpose: To provide coverage, verify eligibility and support claims under the Public Service Health Care Plan, the Public Service Management Insurance Plan, the Disability Insurance Plan and the Post-Retirement Life Insurance Plan. DND data held in DND PPE 859 Pension file. RCMP data held in CMP PPE 802 RCMP member service records.
Consistent Uses: No Consistent Uses has been identified at this time.
Retention and Disposal Standards: Records are destroyed two year after death of employee.
RDA Number: 98/005
Related PR#: PWGSC ABC 080
TBS Registration: 001375
Bank Number: PWGSC PCE 703

Public Service Pay Systems
Description: This bank contains information on pay, pension plan, allowances and deductions necessary for the disbursement of pay for federal government employees and pensioners. This bank also includes the personnel record identification (PRI) number as well as contract numbers for effecting various deductions. The bank may also include garnishee orders or orders of attachment and orders for diversion of funds.
Class of Individuals: Federal public servants.
Purpose: The purpose of this bank is to make payment of salaries and allowances and to effect retention of deductions. The social insurance number is mandatory for identification purposes as required by the Income Tax Act and Regulations, by parts of the Canada Pension Plan, and the Employment Insurance Act.
Consistent Uses: Information enables the audit, reconciliation and validation of accounts. It is also used for reports, and in the verification of pay cheques and related statements, in the recovery of debts due the Crown and in the preparation of statistical reports and information sheets for related systems. The PRI is also used for mapping purposes with Public Key Infrastructure (PKI) certificate numbers for the purpose of registration into Pay Web Applications. This mapping is maintained by the Information Technology Branch of Public Works and Government Services Canada (PWGSC), representing the Certificate Authority (CA), on behalf of the Compensation Sector of PWGSC, which manages the Pay Web Applications. The PRI is stored in the mapping database in an encrypted format which can only be decrypted by the applications. The PRI, date of birth and amount of total deductions from a latest pay, (along with the Superannuation Number), are also used for authentication purposes when enrolling into the web applications.
Retention and Disposal Standards: Records for employees are destroyed when the employee has reached 80 years of age or one year after the employee's death.
RDA Number: 98/005
Related PR#: PWGSC ABC 090
TBS Registration: 002596
Bank Number: PWGSC PCE 705

Public Service Pensions Data Bank
Description: This bank is composed of automated and manual files containing instruments of appointment, the vital statistics, documents, elections, notices, calculations, correspondence, service records, geographic locations, pension benefits, Supplementary Death Benefit (SDB) coverage and beneficiary documentation, insurance information, and data on the service deductions and recent payments issued for pensioners under the Public Service Superannuation Act and the Supplementary Retirement Benefits Act, for annuitants under old pension acts and for their survivors.
Class of Individuals: Federal public servants and former federal public servants and their survivors under the Public Service Superannuation Act and annuitants under old pension acts.
Purpose: To assess eligibility to contribute, to calculate cost of prior service, to store employment records, to calculate retirement and survivor pensions, to respond to enquiries, to issue pension payments, to inform recipients of changed pension entitlements or deductions, to collect financial information as evidence of financial hardship in order to adjust repayment scheme, to deduct and remit deductions and premiums to Revenue Canada, Revenue Quebec, underwriters, etc., to support mailing activities for insurances, Canada Savings Bonds, United Way, policy changes (equalization payments), medicare rebates, annual notice of pension increases and tax changes, etc., FSNA (pensioner associations), to determine dental plan eligibility, to determine SDB beneficiary and for statistical purposes.
Consistent Uses: The information contained in this bank may be used for statistical research purposes, for employee benefit statements, for verifications of pension coverage with DND PPE 859 Pension file, RCMP PPE 802 RCMP Member Service Records and NHW PPU 155 Canada Pension Plan Computer Master Data bank, and Quebec Pension Plan, and for planning, implementing and evaluating government personnel policies relating to pensions and superannuation. The Superannuation Number (SN) is also used for mapping purposes with Public Key Infrastructure (PKI) certificate numbers for the purpose of registration into Pension Web Applications. This mapping is maintained by the Information Technology Branch of PWGSC, representing the Certificate Authority (CA), on behalf of the Compensation Sector of PWGSC, which manages the Pension Web Applications. The SN is stored in the mapping database in encrypted format which can only be decrypted by the applications. The SN (along with the PRI, date of birth and deductions from latest pay) is also used for authentication purposes when enrolling into the web applications.
Retention and Disposal Standards: Records are destroyed two years after all actions are completed. Processing tapes are reused within one year.
RDA Number: 98/005
Related PR#: PWGSC ABC 075
TBS Registration: 001374
Bank Number: PWGSC PCE 702