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InfoSource
Sources of Federal Employee Information, 1999-2000
Chapter 46
Central Banks
Personnel Administration: Non-Foreign Affairs Appointments
Description: The bank contains records pertaining to individuals who have been posted to a mission abroad. The information in the bank relates to the appointment, personal characteristics and administrative posting arrangements for the individual. Class of Individuals: Federal government employees who are not employees of the Department of Foreign Affairs and International Trade (DFAIT)who have been posted to a mission abroad. Purpose: The purpose of this bank is to retain information relevant to the policies and procedures concerning the posting to a Canadian diplomatic mission abroad of federal government employees other than employees of DFAIT. Retention and Disposal Standards: Information is retained in the bank for two years after the completion of the individual's posting and then destroyed. TBS Registration: 000350 Bank Number: EAC PCE 701
Particular Banks
In 1990, the Department commenced the development of a comprehensive electronic database of personal information banks related to both non-rotational and rotational departmental personnel. The system, known as INFONNEL (Information/Personnel), is to incorporate existing data banks into one system but continue to limit access to specific data on a need-to-know basis. The integrated database is required for efficient administration particularly of the rotational service. Affected banks, as they apply to rotational personnel, are EAC PPE 802, EAC PPE 803, EAC PPE 804, EAC PPE 805, EAC PPE 806, EAC PPU 045, Standard Banks EAC PSE 901, PSE 902, PSE-903, PSE 904, PSE 910, PSE 911, PSE 913, PSE 915; the label «INFONNEL» follows the individual bank title.
Department of Foreign Affairs and International Trade: Security and Personal Safety of Employees
Description: This bank contains detailed information concerning each Canadian mission abroad, including records covering the various facets of security of personnel, information and Canadian Government property. Information in the bank is provided by federal government employees and third-party sources in Canada and abroad. Individual employees would be mentioned only incidentally, for instance as the source of information and would not be the reason for assembling material in this bank. Class of Individuals: Canadian government employees who have been assigned to a Canadian mission abroad. Purpose: The purpose of this bank is to retain detailed information concerning each Canadian mission abroad, including records covering the various facets of security of personnel, information and Canadian Government property. Retention and Disposal Standards: These records are retained indefinitely. TBS Registration: 000352 Bank Number: EAC PPE 802
Employment Equity Program
Description: The bank contains personal information on employees such as education, work history and career aspirations, training and development, which is collected by means of questionnaires and/or interviews or compiled from employees' files or automated data systems. Respondents are asked to identify whether they are a native person, if they have a persistent disability, or form part of a visible minority. The social insurance number or an employee number may be used to identify employees in instances where government institutions are not able to employ an anonymous questionnaire as well as when these identifiers are required to locate employee records. Class of Individuals: Departmental employees. Purpose: This bank provides documentation for the implementation of the employment equity policy in government institutions falling under the Public Service Staff Relations Act, Part 1, Schedule 1. Data is collected to provide a comprehensive picture of employees by sex and by target group status (e.g. women, aboriginal peoples, physically or mentally handicapped persons, and members of visible minorities). This information is used to compile a personnel profile of employees and to compare the situation of target group members with non-target group members within a government institution and with their counterparts in the general labour market. The social insurance number or employee number may be used to link information in this bank with that in another bank containing employee information (e.g. the Personnel Management Information System) in order to obtain statistical information, where the securing of such information would be consistent with the uses for which the personal information was collected. Consistent Uses: The information gathered will be used for institutional purposes in the government's employment equity program to identify and eliminate systemic discrimination in employment, to monitor the progress of the program and to introduce temporary special measures to ensure that target groups participate in and are equitably represented in the federal public service. It may also be used for policy and planning purposes related to employment equity. Retention and Disposal Standards: The disposal criteria for this bank are to be established. TBS Registration: 000370 Bank Number: EAC PPE 805
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 purposes of identification; Second Language Evaluation (SLE) scores; training certificates and correspondence about the official languages qualifications of employees. The bank may also contain duplicate input forms for the Official Languages Information System (OLIS) and the Language Training Module (LTM). Language examination, exemption and training records are attached to the Employee Personnel Record. Similar data is also held in Particular Banks of the Public Service Commission and Treasury Board Secretariat. Class of Individuals: Departmental employees. Purpose: The purpose of this bank is to provide documentation for administration of official languages policies as they pertain to employees of the federal Public Service, to document and support decisions pertaining to official languages qualifications and language testing and to document the language training needs and accomplishments of employees. Consistent Uses: To support and document decisions concerning individual employees on staffing, entitlement to bilingual bonus, transfers and promotions; and to aid in determining the linguistic status of employees and auditing of the administration of official language programs. Access to this data bank is bilingual. Retention and Disposal Standards: Two years after last documentation the records are destroyed. TBS Registration: 000358 Bank Number: EAC PPE 803
Performance Reviews and Employee Appraisals
Description: This bank contains appraisals, reports and correspondence concerning an employee's work performance in terms of skills, abilities,accomplishments and interests. Class of Individuals: Departmental employees. Purpose: The purpose of this bank is to maintain information regarding the level of performance of individual employees within government institutions, and to determine the level of performance of individual employees, including the identification of training and development needs, approval of performance pay and annual increments, retention of employees, extension of probation and rejection of employees on probation. Consistent Uses: To support decisions regarding promotions, transfers, demotion, employee assistance, discipline and termination of employment. Retention and Disposal Standards: For executive level and rotational officers, reviews are kept for the duration of employment and then transferred to the National Archives of Canada. Records are retained ten years for employees in the Management Resources Information System and three years for all other employees, after which the records are destroyed. TBS Registration: 000364 Bank Number: EAC PPE 804
Non-Salary Reimbursement by Receiver General for Canada Cheques
Description: The bank contains the postal address or bank account information on each employee. Class of Individuals: Departmental employees who have incurred a non-salary related financial transaction requiring reimbursement to the employee. Purpose: The purpose of this bank is to maintain information relating to the issuance of cheques to employees' postal address or to their banks for deposit in the employees' bank accounts. Consistent Uses: To issue cheques to employees' postal addresses or banks. Retention and Disposal Standards: Six years after the last administrative use, the records are destroyed. Contact: Note: PAC Number: Related to PR#: TBS Registration: 004047Bank Number: FAI PPE 808
Personnel Administration - Locally-Engaged Staff
Description: The bank contains appointments, appraisals, classification, geographic location, pay, pension, separation, training and travel of locally-engaged staff at Canadian missions abroad. Class of Individuals: Individuals who have been employed as locally-engaged staff at Canadian missions abroad. Purpose: The purpose of this bank is to retain information relating to the administration of staff engaged by Canadian missions in the countries where the missions are located. Retention and Disposal Standards: Records at the mission are destroyed six months after the employee leaves the service of the mission; records at Ottawa headquarters are retained and disposed of in accordance with normal departmental policy for personnel records. TBS Registration: 000351 Bank Number: EAC PPE 801
Training and Development
Description: This bank contains personal data including course applications and evaluations; social insurance number; examination results and certificates; records of fee payments; and correspondence related to participation of employees in training and development activities, sponsored both by the government and operated by private organizations. It should be noted that participation and achievement records are attached to the Employee Personnel Record and that information on an employee's needs for individual development related to performance is contained in the Performance Reviews and Employee Appraisals Bank. Class of Individuals: The bank concerns employees of the institution. Purpose: The purpose of this bank is to provide documentation for the administration of training and development programs within government institutions. Consistent Uses: It is used to approve and register the participation of employees in training and development activities and to certify the achievements of employees. Retention and Disposal Standards: Records are retained for the duration of employment plus one year until employee personnel records are automated, at which time records beyond three years will be destroyed. TBS Registration: 002507 Bank Number: EAC PPE 806
Standard Banks
Please see the INTRODUCTION to this publication for the definition of Standard Banks and a description of their contents.
Attendance and Leave
Conflict of Interest and Post-Employment Code
Discipline
Employee Assistance
Employee Personnel Record
Grievances
Harassment
Identification and Building-Pass Cards
Occupational Safety and Health
Parking
Pay and Benefits
Security Clearances
Staffing
Travel and Relocation
Vehicle, Ship, Boat and Aircraft Accidents
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