Treasury Board of Canada Secretariat

Particular Personal Information Banks

Access to Information Act Requests
Description: This bank contains the requests under the Access to Information Act submitted by individuals to access records under the control of the Treasury Board of Canada Secretariat; the replies to such requests; and any other information relevant to the processing of the requests.
Class of Individuals: Individuals requesting access to certain documents or files of the Treasury Board Secretariat.
Purpose: This bank was compiled to maintain records of requests for access to information and to facilitate processing of such requests.
Consistent Uses: The information is used to process requests and for research and statistical purposes.
Retention and Disposal Standards: Records are retained for a period of two years after the last administrative action has been taken, after which records are destroyed.
RDA Number: 98/005
Related PR#: TBS SCMA 005
TBS Registration: 001953
Bank Number: TBS PPU 005

Applications for Employment
Description: This bank serves to maintain an inventory of applications from individuals requesting employment with the Treasury Board Secretariat. These requests usually consist of a letter containing such information as name, address, education and experience. These applications are screened if positions become available.
Class of Individuals: Individuals requesting employment with the Treasury Board Secretariat.
Purpose: This bank holds applications of individuals requesting employment with the Treasury Board Secretariat.
Consistent Uses: The bank is used to review applications of individuals requesting employment with the Treasury Board Secretariat when positions become available.
Retention and Disposal Standards: Records are retained for two years and then destroyed.
RDA Number: 98/005
Related PR#: TBS ADM 920
TBS Registration: 001956
Bank Number: TBS PPU 020

Educational Leave / Co-op Replacement Program (EDCO)
Description: This bank contains personal information such as name, address, telephone number, social insurance number, classification, department, employment and educational history, curriculum vitae, transcripts, letters of offer of employment, and salary.
Class of Individuals: A first group consists of federal government employees in finance, internal audit, human resources, and information technology that have been granted departmental full-time educational leave. A second group is made up of Co-op students from Canadian universities who are assigned to participating departments.
Purpose: The bank maintains an inventory of participants and co-op students for general administration purposes.
Consistent Uses: The bank is used for statistical purposes and human resources planning.
Retention and Disposal Standards: Records disposition will be established by the next Authority of the National Archives of Canada.
RDA Number: To be determined
Related PR#: TBS LRCO 380
TBS Registration: 005047
Bank Number: TBS PPU 035

Financial Officer/Internal Auditor Recruitment and Development (FORD/IARD)
Description: This bank contains personal information such as name, address, telephone number, social insurance number, language, employment equity, employment history, classification, education, curriculum vitae and interview assessment.
Class of Individuals: Recent University graduates applying as participants to the FORD/IARD Program through the Public Service Commission Post-Secondary Recruitment Campaign.
Purpose: The bank maintains an inventory of qualified university graduates to fill entry-level financial officer and internal auditor positions in departments and agencies across the federal government.
Consistent Uses: The bank is used for the recruitment, appointment, training and general administration of the FORD/IARD program. It is also used for historical and statistical purposes.
Retention and Disposal Standards: The records on participants are retained for three years and then destroyed. The disposition of records on recruitment, screening process and rejected applications will be established by the next Authority of the National Archives of Canada.
RDA Number: To be determined
Related PR#: TBS HRMO 380
TBS Registration: 005048
Bank Number: TBS PPU 030

Internet Mail
Description: This bank contains the names and/or e-mail addresses of individuals who have submitted comments or question using the feedback form on Treasury Board Secretariat of Canada's Intranet/Internet sites; the responses to such comments/questions and any other information relevant to the processing of these comments/questions. Only point of entry information will be maintained in this Bank. Information may exist in other Banks as the responses are processed, these responses will be retained according to the appropriate response Banks.
Class of Individuals: General public and federal employees.
Purpose: This information is compiled in order to process the comments/questions received and to track the responses given. In addition, the information is made available to Treasury Board Secretariat personnel and other government Departments or Agencies as required in order to provide a response to the inquiry and for the purpose of improving service to our Web Site clientele.
Consistent Uses: The information will be used by various members of the department who are responsible for maintaining pages on the Treasury Board Secretariat Web Sites.
Retention and Disposal Standards: 2 years and then deleted.
RDA Number: To be determined
Related PR#: TBS SPC 006
TBS Registration: 005073
Bank Number: TBS PPU 050

Personal Service Contract
Description: This bank contains contracts placed, types of services rendered length of contracts and amount of money expended. The bank contains the contracts and supporting documents.
Class of Individuals: Individuals hired under personal service contracts by the Treasury Board Secretariat.
Purpose: The purpose of this bank is to provide data on the number of contracts and amount of money expended.
Consistent Uses: This bank is used for internal reference. It may also be used for statistical research purposes and for planning, implementing and evaluating government policies.
Retention and Disposal Standards: Administrative records are retained for a period of six fiscal years after completion and non-renewal and then destroyed. Records on personal service contracts procurement policy are retained for a period of 10 years and then transferred to National Archives of Canada; excluding those records relating to Departments and Agencies, which are retained for 10 years and then destroyed.
RDA Number: 91/009
Related PR#: TBS LRCO 390
TBS Registration: 001955
Bank Number: TBS PPU 015

Privacy Act Requests
Description: This bank contains requests under the Privacy Act submitted by individuals to access records under the control of the Treasury Board Secretariat, the replies to such requests and any other information relevant to the processing of the requests.
Class of Individuals: Individuals requesting access to certain documents or files of the Treasury Board Secretariat.
Purpose: This bank was compiled to maintain records of requests for access to personal information and to facilitate the processing of such requests.
Consistent Uses: The information is used to process requests and for research and statistical purposes.
Retention and Disposal Standards: Records are retained for a period of two years after last administrative action has been taken, after which records are destroyed.
RDA Number: 98/005
Related PR#: TBS SCMA 005
TBS Registration: 001954
Bank Number: TBS PPU 010

Special Pension Plans
Description: This bank contains minimal information relating to appointment to positions, salary, length of service under the plan, and vital statistics on plan member and their survivors.
Class of Individuals: Individuals who are subject to Governor General's Act, Lieutenant Governors Superannuation Act, the pension plans set up by the International Fisheries Commission Society, employees engaged by the Government outside Canada, certain senior public servants and certain Members of Parliament.
Purpose: To calculate and authorize payment of pension benefits for both plan members and their survivors. The information is collected in fulfilment of Treasury Board's obligation to administer the pension statutes named in part 4.
Consistent Uses: The information contained in the bank may be used by the Pension Division for statistical reports and information sheets for related systems, and for developing and evaluating government pension policies. This bank may be used as a source of information or for linking with the following systems: Incumbent System, the EDP Statistical System bank (PSC/P-CE-761) held by the Public Service Commission, the Superannuation Annuitant System Database (DSS/P-CE-701), and the Superannuation Hard Cover Files (DSS/P-CE-702) held by Public Works and Government Services Canada, the Pension File (DND/P-PE-859) held by National Defence, the RCMP Member Service Records (CMP/P-PE-802) held by the Royal Canadian Mounted Police. All linkages for the purpose of developing, administering human resources and pension plans are in compliance with the provisions of the Privacy Act.
Retention and Disposal Standards: Non-historical records are retained for 75 years and then destroyed. Records deemed historical are transferred to the National Archives of Canada after 25 years.
RDA Number: 93/031
Related PR#: TBS LRCO 380
TBS Registration: 002572
Bank Number: TBS PPU 025