The function of CPC Operations Management refers to the induction, processing, transport and delivery of various types of mail to meet the needs of Canada Post’s commercial and retail customers.

Description:

These files refer to the induction, processing, transport and delivery of various types of mail to meet the needs of CPC’s commercial and retail customers.

Records relate to mail in general (induction, processing, transport, delivery, network management, undeliverable mail), mail processing systems (delivery facilitation to or from the CPC network).

Files may include information related to the transporting of mail (internationally, nationally and regionally, the delivery of mail by vehicle, letter carrier, postal box drop, community mail box drop or rural mail box drop within a local network), the network of facilities and resources that permit delivery or collection of mail and management of all mail that has been deemed undeliverable.

Document types:

Mail induction, mail processing, mail transport, mail delivery, network management, undeliverable mail, CPC network, international mail, national mail and regional mail, vehicle delivery, letter carrier, postal drop box, mail box drop, rural mail box drop, facilities and resources, collection of mail, mail management.

Record number:

CPC OP 10

Address accuracy and delivery of mail and parcels

Description:

This bank contains shipping and delivery records for tracked services including signature services (e. g. Registered, Collection on Delivery, Insured Mail with Proof of Delivery, Priority, and Proof of Identity); directories or lists of customers created or used by Canada Post to ensure the accurate delivery of mail and parcels and the provision of related services (e.g. Community Mailbox; Group Mailbox and rural mailbox delivery; mail production and delivery; and the management of commercial address lists) and related correspondence.

These records contain such information about customers as name, fees paid, present address, previous address, effective dates, signature and government issued identification numbers (e.g. driver’s license or passport numbers).

This bank also contains name and address information captured from envelopes and parcels to facilitate sortation and validation for delivery of the mail and parcels; and, to create, validate and correct mail marketing lists.

Class of individuals:

The general public. Personal information is collected from customers who receive addressed mail and parcels at their home or business location; and, customers who subscribe to, or receive postal signature services, submit a redirection or hold mail application (see also Change of Address, CPC PPU 002) or reside in areas requiring name and address lists to effect postal delivery.

Purpose:

The records are used to support the provision of postal services, including signature mail services and mail marketing lists. These records ensure accurate mail and parcel delivery; facilitate the reconciliation and audit of accounts; and respond to inquiries or claims (see also Customer Relationship Network, CPC PPU 100).

Electronic name and address lists and related information received from mailers are used in creating and addressing Letter mail and Ad mail items for subsequent delivery and may be validated using data lists created by Canada Post.

The general public may register their mail marketing preference with Canada Post and opt-out out this use if desired. This preference list will be used to inform mail marketing efforts processed through Canada Post. The Canada Post Corporation Act provides authority to collect the personal information as described.

Consistent uses:

The records are used to ensure the accuracy and efficient delivery of mail and parcels. The personal information collected from mail pieces and parcels (name and address) is also used in the creation, validation and correction of mail marketing lists. The general public may register their mail marketing preference with Canada Post and opt-out of this use if desired. This preference list will be used to inform mail marketing efforts processed through Canada Post.

Retention and disposal standards:

Signature service records are retained for a maximum of two years (eSignature online is retained for a maximum of one year) after the year of delivery and are then securely destroyed, with the exception of certain financial records, which are retained for seven years. As a convenience to customers, mail production and delivery data are retained under strict security for six months and are then securely deleted. Directories and lists (operational and commercial) are updated continuously and securely destroyed when superseded or obsolete. Commercial mail marketing lists initiated by Canada Post are retained for two years.

RDA number:

2004/006

Related record number:

CPC OP 10

TBS registration:

002558

Bank number:

CPC PPU 001

Fleet Management

Description:

This bank contains such records as vehicle operator declarations, information supporting provincial and Canada Post Corporation Operators’ permits, factual statements regarding medical restrictions on driving vehicles, safe driving awards, accident histories and reports, preventability assessments, training undertaken and copies of claims for damages, settlement transactions and other correspondence about accidents involving CPC-owned and leased motor vehicles. Certain information exists in automated form. Individuals seeking access to this bank should specify CPC vehicle operator permit number and, if applicable, such accident details as location and date.

Class of individuals:

Drivers of Canada Post vehicles.

Purpose:

The purpose of this bank is to support the efficient and safe use of vehicles.

Consistent uses:

Consistent uses for the records are to validate provincial and Canada Post permits and maintain a record thereof; to help determine liability for and the preventability of motor vehicle accidents and to help reach damage settlements with third parties; to grant safe driver awards; and to identify and provide for training needs and other preventative measures. (Notations concerning training undertaken and preventability assessments may be attached to the Employee Personal File). Identifying information is provided to provincial transportation departments with the full knowledge of the individual concerned, to obtain driving records (for example, demerit points, license suspensions).

Retention and disposal standards:

Vehicle operator histories (which include a summary of training taken) are retained for two years after an individual ceases to be a Canada Post employee and then securely destroyed. Test scores are retained in accordance with the requirements of various collective agreements, but for a minimum of two years. Accident reports, preventability assessments and copies of claims settlement records are retained for six years after last administrative use and then securely destroyed.

RDA number:

2004/006

Related record number:

CPC OP 10

TBS registration:

002011

Bank number:

CPC PPE 825

Northern Services

Description:

Hard copy records include birth/marriage certificates; isolated post allowance, school acceptance and common law declarations; official native status certificates; travel entitlement and claim documents; and attendance records. Automated data includes name, employee ID number, marital status, birth date, home address, attendance, leave, salary and travel data, bargaining unit, office profile, position data, dependent profiles, isolated post allowance and other special entitlements. Some data on new employees is obtained from CPC’s Systems Applications and Products (SAP); and shared with Accounts Payable (CPC PPE 820) and Payroll Operations (see the pay component of the Employee Personal File).

Class of individuals:

Approximately 300 Northern Services employees and their dependents.

Purpose:

To support the compensation of Northern Services employees.

Consistent uses:

To determine and administer the isolated post allowances of Northern Services employees (a taxable benefit), including their families’ travel expenses; to verify appointment data; to monitor attendance and travel expenses; to conduct mailings of unique interest to Northern Services employees; and to respond to enquiries.

Retention and disposal standards:

Records are retained for a minimum two-year period following termination and then securely destroyed.

RDA number:

97/026

Related record number:

CPC OP 10

TBS registration:

003548

Bank number:

CPC PPE 832

Postal-related crimes/offenses

Description:

This bank contains information gathered during investigations and contains details of the crime(s) committed. For example, information on employees involves such offences as theft of mail or embezzlement. Information on members of the general public involves national or international crimes, burglary of post offices and street box equipment, forgery of money orders, theft of mail, the illegal transportation of explosives and other dangerous substances and mail vehicle robberies. In addition, intelligence is collected regarding individuals or firms suspected of using the mails for an illegal purpose. This bank also contains operational data from investigations into postal-related crimes/offenses and fraud detection.

Class of individuals:

Canada Post employees, contractors and members of the general public who are suspected or known to be involved in the above-noted postal related crimes/offences as defined by the Canada Post Corporation Act and Regulations, as well as Criminal Code offences involving the mail.

Purpose:

The purpose of this bank is to help solve and reduce postal related crimes and offences and to provide for the security of the officers and employees of Canada Post, the property of Canada Post, and anything in the course of post. Personal information is collected under paragraph 5(1)(a) of the Canada Post Corporation Act.

Consistent uses:

The records are used to support investigative and intelligence activities designed to identify, solve, and reduce crimes against Canada Post. Certain information may be shared with the security branches of other postal administrations, other federal investigative bodies, police agencies and, where warranted, with the Department of Justice for possible prosecution. These records may be provided to legal counsel for use in legal proceedings involving Canada Post.

Retention and disposal standards:

Investigative files are retained for ten years after completion of the investigation or judicial or quasi-judicial proceedings and then securely destroyed. Records of proceedings dealt with under subsection 41 of the Canada Post Corporation Act, when a prohibitory order has been issued, are retained for three years after the year the order ceases to have effect and are then transferred to Library and Archives Canada. If the records are judged by the Librarian and Archivist to be of historical/archival value, they are retained permanently. Call for Service files are retained for 5 years after the completion of the service and then securely destroyed.

RDA number:

97/020

Related record number:

CPC OP 10

TBS registration:

001341

Bank number:

CPC PPU 085