Status of Women Canada

Particular Personal Information Banks

Departmental Credit Card Holder Master File
Description: This bank contains information relating to employees of Status of Women Canada who are custodians of a government acquisition card (e.g. Mastercard, Visa, etc) including the following: credit card number, cardholder's name, expiration date, credit limit.
Class of Individuals: Authorized employees of Status of Women Canada.
Purpose: To ensure that the correct acquisition card accounts are charged for purchases made by employees on behalf of the department.
Consistent Uses: The information is used to account for, and report on, departmental expenditures from acquisition cards.
Retention and Disposal Standards: Records are retained for two years after last administrative action, then destroyed.
RDA Number: 99/004
Related PR#: SWC PRN 914
TBS Registration: 005274
Bank Number: SWC PPE 805

Long-Term Service Awards
Description: This bank contains such records as name, service entry dates and award distribution.
Class of Individuals: Employees of Status of Women Canada.
Purpose: The Long-Term Service Award is the means by which Status of Women Canada acknowledges its employees' service achievements.
Consistent Uses: To provide commemorating gifts after the appropriate number of years of service.
Retention and Disposal Standards: Operational files are retained for a minimum of two years after the last administrative use then destroyed; financial files for six years, then destroyed; and precedent setting files for 15 years, then destroyed.
RDA Number: 98/005
Related PR#: SWC PRN 918
TBS Registration: 005276
Bank Number: SWC PPE 810

Managerial and Confidential Exclusions
Description: This bank pertains to employees excluded from collective bargaining, and includes date of exclusion, exclusion code, level, group, branch and division.
Class of Individuals: Records in this bank apply to Status of Women Canada employees excluded from collective bargaining for managerial or confidential reasons.
Purpose: The purpose of this bank is to record data on employees excluded from collective bargaining.
Consistent Uses: Used for compensation purposes and also in the event of strike actions.
Retention and Disposal Standards: Records are retained for five years after the information has been superseded or becomes obsolete, then destroyed.
RDA Number: 98/005
Related PR#: SWC PRN 926
TBS Registration: 005277
Bank Number: SWC PPE 815

Salary Management System
Description: This bank contains personal information for each employee of Status of Women Canada including the following: first and last name, occupational category and level, annual salary, employment anniversary date, and financial coding.
Class of Individuals: Employees of Status of Women Canada which includes full-time, term, part-time, casual, students, secondments in and secondments out.
Purpose: The Salary Management System is the department's financial record keeping system for salary management.
Consistent Uses: It is a forecasting tool to assist managers in administering their salary and full-time equivalent resources for the current fiscal year.
Retention and Disposal Standards: Records are retained for 5 years after superseded or obsolete, then disposed.
RDA Number: 98/005
Related PR#: SWC PRN 925
TBS Registration: 005278
Bank Number: SWC PPE 820