|
![,](/web/20061130014739im_/http://infosource.gc.ca/cioscripts/images/Spacer14px.gif) |
Export Development Canada![,](/web/20061130014739im_/http://infosource.gc.ca/cioscripts/images/line450x1.gif)
Particular Personal Information Banks
Conflict of Interest
Description: This bank contains voluntary disclosures by employees concerning potential conflict of
interest situations, as well as investigation reports and correspondence about potential and actual employee conflicts
between the private interests or holdings of employees and their official duties.
Class of Individuals: Current and former employees who are involved in potential or actual conflicts of
interest.
Purpose: To support the implementation of the Corporate Policy on Standards of Conduct.
Consistent Uses: To help determine whether a conflict of interest exists and, if so, to find a means of
resolving the conflict of interest situation.
Retention and Disposal Standards: Two years after potential conflict of interest no longer exists or
actual conflict of interest has been resolved, after which the records are destroyed.
RDA Number: 98/005
Related PR#: EDC 2000-C4, EDC 2080-A2
TBS Registration: 000160
Bank Number: EDC PPE 810
Employee Career File
Description: This bank contains information on personal characteristics including age, sex, social
insurance number (if provided by the employee), employee number, home address, citizenship, education, employment
history, career resumes and references, geographical and organizational location, appointments, transfers, salary,
promotions and demotions, periods of employment including probationary periods, classification, performance
appraisals, discipline, employee assistance, grievances, and may contain notations relating to staffing, training and
development, official languages, occupational health and safety, which may also be retained in other banks. Personal
information in this bank is also recorded in the computerized Human Resources Information System.
Class of Individuals: Current and former employees.
Purpose: To record information relevant to an employee's career including appointments, transfers,
promotions, demotions, classification, performance, assistance, discipline, grievances and termination of employment.
Consistent Uses: To support decisions on staffing; pay and benefits; training and development; official
languages; occupational health and safety.
Retention and Disposal Standards: Retained for duration of employment. Following termination, file is
combined with Employee Personal File which is retained for one year and then transferred to the control of National
Archives of Canada where it held until the individual has reached the age of 80, or until two years after death,
provided two years have elapsed since the last administrative action. It may also be retained permanently by the
National Archives of Canada if judged to be of historical value. For files of retired EDC employees, file is combined
with Employee Personal File which is held in EDC until the individual has reached the age of 115, or until two years
after death, provided two years have elapsed since the last administrative action. It may also be retained permanently
by the National Archives of Canada if judged to be of historical value.
RDA Number: 98/005
Related PR#: EDC 510
TBS Registration: 004246
Bank Number: EDC PPE 801
Employee Personal File
Description: This bank contains information on personal characteristics including age, sex, social
insurance number, provincial medicare number, employee number, marital status, disability, home address and telephone
number, and correspondence related to recruitment and termination, pay and allowances, deductions and benefits,
superannuation, attendance and leave, employment equity status if applicable, and physicians' certificates associated
with sick leave. Other supporting documentation includes copies of birth certificates of employees, spouses and their
children; marriage and death certificates; the name of persons to contact in case of an emergency; banking information
for salary deposits; and designation of beneficiary cards. Personal information in this bank is also recorded in the
computerized Human Resources Information System.
Class of Individuals: Current and former employees.
Purpose: To provide documentation and authorization of recruitment, termination and superannuation, as
well as on employment equity, attendance and leave, disbursement of salary and allowances and retention of deductions.
The social insurance number is used for purposes of identification and to ensure consistency in administration of pay
and benefits.
Consistent Uses: To authenticate decisions on engagement and termination; attendance and leave; pay,
allowances and benefits; superannuation; and to enable audit and reconciliation of payroll accounts. The social
insurance number is collected under the authority of the Income Tax Act. It is used for payroll activities, the
provision of T-4 records and pension purposes, and is provided along with other information to Canada Customs and
Revenue Agency for income tax purposes, to Supply and Services Canada for pension purposes, and to group insurers for
long-term disability claim purposes. Information is also disclosed to a financial institution to facilitate the
issuing of salary cheques and to Employment and Immigration Canada, notably with regard to terminated employees in
accordance with the Unemployment Insurance Act and Regulations.
Retention and Disposal Standards: Records are retained for the duration of employment. Following
termination, they are retained for one year and then transferred to the control of National Archives of Canada where
they are held until the individual reaches the age of 80, or until two years after death provided two years have
elapsed since the last administrative action. They may also be retained permanently by the National Archives of Canada
if judged to be of historical value. For files of retired EDC employees, file is held in EDC until the individual has
reached the age of 115, or until two years after death, provided two years have elapsed since the last administrative
action. It may also be retained permanently by the National Archives of Canada if judged to be of historical value.
RDA Number: 98/005
Related PR#: EDC 540
TBS Registration: 004247
Bank Number: EDC PPE 802
Expertise Database
Description: Information in this bank includes the name, position title and team membership of employees
choosing to participate in this program, as well as the employee's telephone numbers, languages of fluency,
professional designation, and information related to their areas of expertise.
Class of Individuals: EDC's employees choosing to participate in this program.
Purpose: To create a tool which promotes the sharing of information and best practices amongst employees
thereby enabling them to make better and quicker business decisions.
Consistent Uses: The information is used to identify the areas of expertise of participating employees.
Retention and Disposal Standards: The information is provided and updated by the participating employee
and is deleted by the employee at the time of his/her termination or retirement, or by EDC with the consent of the
employee.
RDA Number: 98/005
Related PR#: EDC 241
TBS Registration: 005343
Bank Number: EDC PPE 820
Identification and Building-Pass Cards
Description: This bank contains photographs, identification forms and correspondence related to the
issuance of identification and building-pass cards.
Class of Individuals: Current and former employees.
Purpose: To issue identification and building-pass cards.
Consistent Uses: none
Retention and Disposal Standards: Two years after expiry of identification and building-pass cards,
after which the records are destroyed.
RDA Number: 98/005
Related PR#: EDC 338
TBS Registration: 000161
Bank Number: EDC PPE 809
Occupational Health and Safety
Description: This bank contains accident and occupational injury or illness investigation reports and
related correspondence as well as copies of the Supervisor's Accident Investigation Report, which is retained in the
appropriate responsibility centre. The reports contain personal information about injured employees, including age,
sex, marital status, social insurance number, home address, salary and employment as required by Human Resources
Development Canada. First aid treatment records are retained in accordance with Treasury Board policy. Records
including medical documents about individuals, claims for compensation, related correspondence and records of sums of
money paid are held by Human Resources Development Canada.
Class of Individuals: Current and former employees.
Purpose: To record safety and health details and causes of accidents/injuries for accident prevention
and health protection purposes and to enable the effective administration of the health and safety program.
Consistent Uses: To support decisions relating to worker's compensation and injury-on-duty leave; to act
as a means of preventing injuries and illnesses and subsequent disabilities arising out of, or aggravated by,
conditions of work; to establish that individuals subject to certain identified occupational risks are able to
continue working without detriment to their health or safety or that of others; and to establish the conditions under
which certain individuals with identified illnesses or disabilities are able to continue to work under controlled
conditions. The social insurance number is collected under the authority of the Income Tax Act and is included in
accident reports submitted to Human Resources Development Canada.
Retention and Disposal Standards: Five years for first aid treatment records; ten years for accident and
occupational illness or injury investigation reports and related correspondence, as well as the supervisor's accident
investigation report, after which the records are destroyed. Records held by Human Resources Development Canada are
retained for the periods specified in the relevant bank description.
RDA Number: 98/005
Related PR#: EDC 281-3
TBS Registration: 000156
Bank Number: EDC PPE 806
Official Languages
Description: This bank contains course enrolment and attendance information; language training
applications containing basic personal data such as first official language, date of birth and social insurance number
for identification purposes; language knowledge examination scores; and correspondence about the official language
qualifications of employees. Language examination and exemption records are attached to the Employee Career File.
Personal information in this bank is also recorded in the computerized Human Resources Information System.
Class of Individuals: Current and former employees.
Purpose: To document and support decisions pertaining to official language training and language testing
as well as to document the language training needs and accomplishments of employees.
Consistent Uses: To support and document decisions concerning individual employees on staffing,
transfers, and promotions; and to aid in determining the linguistic status of employees and auditing of the
administration of the official languages program. The social insurance number is collected under the authority of the
Income Tax Act. It is used as an identifier in connection with the language training of employees and is provided to
the Public Service Commission and Treasury Board Secretariat as required.
Retention and Disposal Standards: Two years following the date of last documentation, after which the
records are destroyed.
RDA Number: 98/005
Related PR#: EDC 582 and EDC 510
TBS Registration: 000155
Bank Number: EDC PPE 805
Parking
Description: This bank contains permit applications and correspondence about parking of motor vehicles
on Corporation-leased property. Records for deductions for payment of parking fees are also included in the pay and
benefits records retained on the Employee Personal File. Personal information contained in this bank is also recorded
in the computerized Human Resources Information and Administration Information Systems.
Class of Individuals: Current and former employees who have applied for parking permits.
Purpose: To support the administration of parking privileges.
Consistent Uses: To control the issuing and revocation of parking permits and to facilitate the
deduction of parking fees from salaries.
Retention and Disposal Standards: Two years after the permit expires, after which the records are
destroyed.
RDA Number: 98/005
Related PR#: EDC 338 and EDC 540
TBS Registration: 000159
Bank Number: EDC PPE 808
Pension Plan for Employees of Export Development Canada and Supplementary Retirement Plan for Certain Employees
of Export Development
Description: This bank contains pension election forms, pension beneficiary forms, proofs of prior
services and correspondence concerning pensions. In particular, it contains the name of the employee, his/her employee
number, social insurance number, date of birth, gender, language, address, marital status, dates of cohabitation in
case of marriage breakdown, date of hire, date of termination/retirement, contributions and interest, pensionable
salary, pensionable service, prior service, elective service, accrued pension. It may also contain the name, date of
birth and gender of beneficiaries. Records are accessible by providing employee number and full name. Information in
this bank is also recorded in EDC's information system.
Class of Individuals: Permanent employees, designated beneficiaries and pensioners.
Purpose: To determine the EDC pension benefits for its participating employees. This information may be
used for statistical research purposes, for actuarial valuation of liabilities and cost to EDC, and for planning,
implementing and evaluating EDC policies relating to pensions and benefits.
Consistent Uses: To authenticate decisions on pension entitlements. The social insurance number is
collected under the authority of the Income Tax Act for purposes of tax deductibility of employee contributions and
for benefits taxation. Information is provided, in summarized or detailed format, to: (i) the federal Office of the
Superintendent of Financial Institutions Canada and Canada Customs and Revenue Agency pursuant to the requirements of
the Pension Benefits Standards Act and the Income Tax Act; (ii) federal government departments or agencies, other
employers or their trustees and financial institutions of employees in cases of employee transfers; and, (iii) the
trustees and the pension plan services providers with whom EDC has trust agreements or service agreements.
Retention and Disposal Standards: Records are retained for the duration of employment. Following
termination, files of employees who have elected to take the actual value of their pension are retained for two years
and then transferred to the control of National Archives of Canada where they are held until the individual reaches
the age of 80, or until two years after death provided two years have elapsed since the last administrative use. These
files may also be retained permanently by the National Archives of Canada if judged to be of historical value. Files
of former employees who have elected to receive a deferred annuity and files of retired employees are held in EDC
until the individual has reached the age of 115, or until two years after death, provided two years have elapsed since
the last administrative use. These files are then transferred to the control of National Archives of Canada and may be
retained permanently by the National Archives of Canada if judged to be of historical value.
RDA Number: 98/001
Related PR#: EDC 465 and EDC 540
TBS Registration: 005344
Bank Number: EDC PPE 825
Security Clearances
Description: This bank contains personal histories; summaries of Canadian Security Intelligence Service
(CSIS) investigations; fingerprint cards; criminal histories; security briefings and correspondence related to the
security clearances of employees. (Details of CSIS investigations are maintained in the CSIS Security Assessment bank
SIS PPU 005).
Class of Individuals: Current and former employees.
Purpose: To determine the level of security clearance and to provide information for the administration
of government security measures. In making decisions on levels of clearance, institutions may refer to the information
contained in this bank only and not to investigative information contained in the CSIS's Security Clearance Records
Bank.
Consistent Uses: To support decisions on staffing, transfers, promotions, discipline and termination of
employment.
Retention and Disposal Standards: Two years after an employee leaves the institution for which the
clearance was done, after which the records are destroyed.
RDA Number: 98/005
Related PR#: EDC 286
TBS Registration: 000157
Bank Number: EDC PPE 807
Staffing
Description: This bank contains staffing requests; position descriptions; salary ranges; selection
profiles; candidates' applications; evaluation notes from staffing boards; examination papers and test results; offers
of employment; notices to candidates and correspondence concerning staffing by various processes, including human
resources inventory searches. Records in the bank contain a variety of personal information such as education levels
and professional qualifications, and may contain the age, sex and social insurance number, if provided by the
candidate.
Class of Individuals: Employee applicants.
Purpose: To select candidates and staff positions.
Consistent Uses: none
Retention and Disposal Standards: Records are retained for two years after staffing action has been
completed or two years have elapsed after any other administrative action, after which the records are destroyed.
Records pertaining to successful applicants are retained on the Employee Personal File and Employee Career File.
RDA Number: 98/005
Related PR#: EDC 512
TBS Registration: 000153
Bank Number: EDC PPE 803
Training and Development
Description: This bank contains personal data including course applications and evaluations; examination
results and certificates; records of fee payments; and correspondence related to participation of employees in
training and development activities sponsored by the government and operated by non-government organizations, which
may require the use of the social insurance number. Participation and achievement records are attached to the Employee
Career File and information on an employee's needs for individual development related to performance may be contained
in the Performance Appraisal Form retained on the Employee Career File. Personal information in this bank is also
recorded in the computerized Human Resources Information System.
Class of Individuals: Current and former employees.
Purpose: To approve and record the participation of employees in training and development activities.
Consistent Uses: To support decisions on pay and benefits, attendance and leave, transfers, promotions
and performance appraisals. The social insurance number is collected under the authority of the Income Tax Act. It may
be used as an identifier when required in connection with the training and development of employees.
Retention and Disposal Standards: Two years after completion of the particular training and development
undertaken by an employee, after which the records are destroyed.
RDA Number: 98/005
Related PR#: EDC 492, EDC 510, EDC 590
TBS Registration: 000154
Bank Number: EDC PPE 804
|