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Internal Services
Internal services constitute groups of related activities and resources that are administered to support the needs of programs and other corporate obligations of an organization. These groups are management and oversight services, communications services, legal services, human resources management services, financial management services, information management services, information technology services, real property services, material services, acquisition services, and travel and other administrative services. Internal services include only those activities and resources that apply across an organization and not to those provided specifically to a program.
Acquisition Services involve activities undertaken to acquire a good or service to fulfil a properly completed request (including a complete and accurate definition of requirements and certification that funds are available) until entering into or amending a contract.
Communications services involve activities undertaken to ensure that Government of Canada communications are effectively managed, well-coordinated and responsive to the diverse information needs of the public. The communications management function ensures that the public – internal or external – receives government information, and that the views and concerns of the public are taken into account in the planning, management and evaluation of policies, programs, services and initiatives.
Financial management services involve activities undertaken to ensure the prudent use of public resources, including planning, budgeting, accounting, reporting, control and oversight, analysis, decision support and advice, and financial systems.
Human Resources Management Services involve activities undertaken for determining strategic direction, allocating resources among services and processes, as well as activities relating to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies and/or plans.
- Awards (pride and recognition) class of record
- Classification of positions of class of record
- Compensation and benefits class of record
- Employment equity and diversity class of record
- Hospitality class of record
- Human resources planning class of record
- Labour relations class of record
- Occupational health and safety class of record
- Official languages class of record
- Performance management reviews class of record
- Recruitment and staffing class of record
- Relocation class of record
- Training and development class of record
CPC human resources
Description:
Records relate to organization and positions, workforce planning, compensation administration, employment benefits administration, workers compensation, recruitment/ staffing, individual employee administration, payroll administration, performance planning and evaluation, learning and development, workplace health and safety, employee health administration, and labour relations. Also included are records resulting from managing organizational structure, analyzing corporate resource requirements for business areas, definition, operation and review of employee base and incentive compensation levels, analysis of candidates against a specified position profile, employee training requirements, and negotiation of collective agreements.
Document types:
Organization, positions, employee classification, compensation, employment benefits, workers compensation, recruitment, staffing, employee administration, payroll administration, performance planning and evaluation, employee reviews, health and safety, labour relations, organizational structure, corporate resources, compensation levels, benefit plans, position profiles, employee payroll, performance plans, appraisals, training, employee health, collective agreements.
Record number:
CPC HR 6
Conflict of interest
Description:
This bank contains information related to conflict of interest and related correspondence. Personal information may be provided on Applications for Employment, Certification and Declaration forms, confidential financial and outside activity reports, reports on investigations into potential or actual conflict incidents and related correspondence. Individuals seeking access to this bank should specify name, position, title and employment location and dates.
Class of individuals:
External applicants/candidates, existing and recently terminated Canada Post employees who are involved in potential or actual conflicts of interest.
Purpose:
The purpose of this bank is to support the application and monitoring of the conflict of interest policy. The Canada Post Corporation Act provides authority to collect the personal information as described.
Consistent uses:
The records are used to help determine whether a conflict of interest exists and, if so, to support decisions on employee movement, transfer, competition, discipline or termination of employment.
Retention and disposal standards:
Records are retained for two years after the individual in question has been terminated or has resigned or retired, after which they are securely destroyed.
RDA number:
91/020
Related record number:
CPC HR 6
TBS registration:
002156
Bank number:
CPC PPE 814
Corporate human resources
Description:
This bank contains personal information compiled during the handling of sensitive personnel issues including assessments of the problem, alternative solutions, recommendations and the eventual decision, such as continuation, discipline, redeployment, demotion or separation. (Note that payment records are also stored in Accounts Payable, CPC PPE 820).
Class of individuals:
The non-unionized Canada Post employees referred to Special Services because they are believed to require additional attention, or because their positions have been declared redundant.
Purpose:
The purpose of this bank is to support the provision of objective advice to senior management on sensitive cases involving non-unionized employees.
Consistent uses:
The records are used to ensure that employment decisions are handled legally, humanely and consistently. Notations of decision taken (without reasons) may be attached to the individual’s Employee Personal File, CPC PPE 802.
Retention and disposal standards:
Records are retained for 7 years after last administrative use (e.g., resolution of the issue) and then securely destroyed.
RDA number:
91/020
Related record number:
CPC HR 6
TBS registration:
001355
Bank number:
CPC PPE 812
Employee health record
Description:
This bank contains all recorded case information generated, acquired, or used in the provision of Occupational Health, Disability Management and Rehabilitation Services to Canada Post employees. The information in this bank includes medical certificates or documents containing confidential medical information, occupational fitness assessment forms (or equivalent), attending physician statements, medical reports, consent for release of information, correspondence with employees, team leaders or other stakeholders, with health care providers, case management notes, correspondence related to acquisition of medical information, functional abilities assessments, work hardening plans, referral sheets, rehabilitation plans and checklists, interview forms, recommendation reports, case closure reports, and related correspondence, specialist’s and consultants’ reports, physical demands analyses, special medical reports concerning exposure to occupational hazards and correspondence received from third party providers including Long term disability/Disability insurance carrier. Certain personnel health information may also exist on file, for example, health risk appraisals or fitness and lifestyle evaluations. Certain information exists in automated form. (Note that some consultative records may also be found in Grievances and Arbitrations, CPC PPE 813 and Workers’ Compensation Board Claims, CPC PPE 845).
Class of individuals:
An employee health record is initiated upon receipt of any of the above-mentioned information for Canada Post employees who are temporarily or permanently partially disabled and have required accommodation or had accidents resulting in injuries on duty or off duty; short term and long-term certified sickness absence; or used the services of the Disability Management Provider; or whose physician(s) has sent information to the Disability Management Provider.
Purpose:
To support Occupational Health, Disability Management and Rehabilitation programs.
Consistent uses:
The records are used for case management purposes; to assist employees in dealing with Occupational Health, Disability Management and Rehabilitation concerns in order to support employees and encourage timely recovery from given conditions via meaningful intervention, health education and counselling; to support benefit entitlements related to injuries and illnesses; to assist employees who are subject to certain occupational risks or with identified illnesses or disabilities to be able to continue to work and to provide health promotion programs which emphasize healthy lifestyle activities. The records also facilitate the study and correction of workplace conditions that contribute to illness and injury, such as the development of preventive programs based on the incidence of certain illnesses and injuries. Composite information may be used in epidemiological studies.
Retention and disposal standards:
Records are retained for a period of 10 years after termination from CPC and then securely destroyed.
RDA number:
91/020
Related record number:
CPC HR 6
TBS registration:
003158
Bank number:
CPC PPE 840
Employee personal file (benefits component)
Description:
This bank contains such records as letters of authorization (for example, performance pay, bilingual bonus, acting pay, staffing forms), health and dental insurance applications, retirement choice elections, applications disability insurance benefits and records related to allowances, incentives and termination. Other supporting documentation may include copies of named dependents for health and dental plans, birth certificates, marriage/separation/divorce papers, powers of attorney and estate records such as the names of beneficiaries. Certain information exists in automated form, in the Human Resources Management Benefits Administration (HRMBA) system and in the Systems Applications and Products (SAP). (Note that copies of records relating to allowances, incentives, prerequisites and termination may be stored in the payroll component of the Employee Personal File).
Class of individuals:
All existing and recently terminated Canada Post employees who are eligible to receive employee and/or post-retirement benefits.
Purpose:
The purpose of this bank is to support the administration of benefit entitlements and the payment of some allowances for employees.
Consistent uses:
The records are used to provide information necessary for benefits administration for Canada Post. Information is shared with the Canada Post pension plan (re: pension administration), the Group RSP provider and DC pension provider if applicable, with group medical and life insurers. The records are also used to assist in the processing of disability insurance claims and to determine continuous service dates for the purpose of calculating severance pay. This file component may be used in conjunction with the Career and Payroll components, CPC PPE 808 and CPC PPE 815, for the purpose of a disciplinary interview under the applicable collective agreement.
Retention and disposal standards:
Two years after year of separation, these records are transferred to Library and Archives Canada (LAC) and securely destroyed when the employee reaches age eighty (provided two years have elapsed since last administrative use). As of 2017, LAC is no longer receiving, retaining and disposing of these files. This, however, does not affect the retention period.
RDA number:
91/020
Related record number:
CPC HR 6
TBS registration:
001346
Bank number:
CPC PPE 802
Employee personal file (career component)
Description:
This bank is also known as “Employee Human Resource Management. It describes performance appraisals (for management, exempt, APOC and PSAC employees), staffing transactions, letters of offer, probation progress reviews, career resumes diplomas, training certificates, testing results, official languages knowledge examination papers, letters of discipline, awards (e.g. Bravo and Service Excellence), letters of appreciation, documented time and attendance problems, employee profiles, career development forms and other information such as employee number, job title, location, position number and official language status. Certain information exists in automated form, in the Personal Development and Personal Administration modules of Systems Applications and Products (SAP). This includes such personal information as performance objectives, competency reviews, training and development plans, mid-year reviews, probation reports and improvement plans and year-end evaluations, as well as test results.
Class of individuals:
Most current or recently terminated Canada Post employees. (Career files do not yet exist in some regions and among some bargaining units).
Purpose:
To support the development of an employee’s career. The Canada Post Corporation Act provides authority to collect the personal information as described.
Consistent uses:
The records are used in support of such Human Resources functions as Staffing, Human Resources Planning and Development, Performance Management, Learning & Development, Labour Relations, and for such activities as promotions, succession planning, transfers, demotions and terminations; to conduct disciplinary or problem attendance interviews; and to facilitate the supervision of employees (supervisors contribute and do have access to data on those employees reporting to them, as well as on those being considered for a position within their work unit).
Retention and disposal standards:
Two years after year of separation, these records are transferred to Library and Archives Canada (LAC) and securely destroyed when the employee reaches age eighty (provided two years have elapsed since last administrative use). As of 2017, LAC is no longer receiving, retaining and disposing of these files. This, however, does not affect the retention period.
RDA number:
91/020
Related record number:
CPC HR 6
TBS registration:
003546
Bank number:
CPC PPE 808
Employee personal file (payroll component)
Description:
This bank describes electronic and some hardcopy documents/ records relating to salary information, Work Force Management (WFM), allowances, overpayments and letters of authorization. Information such as T4s, R1’s, and other tax related documents, direct deposit information, elective deductions (ie: Canada Savings Bonds, United Way, FTO), union dues, Canada Pension Plan deductions, and if applicable, rebates and savings plan, and, if applicable, records related to allowances, incentives, perquisites, overpayments, termination and leave forms related to Worker’ compensation claims. Date of birth/death and marital status exist in automated formats housed in various systems such as: System Application and Products (SAP), Employee Interaction Centre (EIC), Imaging, Microfilm and CD’s. Some information also exists in the Ceridian Canada Limited computer systems for executive payroll (current) and non- executive (historical). Access to these systems is limited to security clearance. Copies of authorization, registration forms, TD1 information and records relating to allowances, incentives, perquisites and termination are also stored in the Employee Personal File (Benefits component, CPC PPE 802). This bank also contains the Social Insurance Number, which is obtained for the purpose of reporting to such statutory agencies as Canada Revenue Agency and Human Resources and Skills Development Canada.
Employees seeking access to this bank should specify employment location and dates of interest, as well as whether specific payroll records are required and whether pay information is required.
Class of individuals:
All existing and recently terminated Canada Post employees and the Board of Directors members.
Purpose:
The purpose of this bank is to support the payment of salaries and financial benefits to employees. Personal information is collected pursuant to the Canada Post Corporation Act.
Consistent uses:
The records are used to provide information necessary for all salary and payroll functions for Canada Post - for example, to calculate pay, to issue cheques for employees and to respond to employees’ pay enquiries; to enable the audit and reconciliation of payroll accounts such as to settle overpayments; and provide other payroll data to management for pay/ benefits costing and productivity analyses, for collective bargaining purposes, for budgeting, etc. Information is shared with the Canada Post pension plan (re: pension administration), with Canada Revenue Agency (Taxation) (re: income and deductions), with provincial WCB and with provincial health insurance agencies. Information is also disclosed Human Resources and Skills Development Canada for purposes such as EI, ROEs, etc. The records are also used to assist in the processing of disability and WCB (CPC PPE 845) and pay related employee complaints and grievances (CPC PPE 813). Note that Ceridian Canada Limited is a third party provider which processes certain aspects of Canada Post payroll and they store confidential information in line with privacy standards and legislative requirements. This file component may be used in conjunction with the Career and Benefits components, CPC PPE 808 and CPC PPE 802, for the purpose of a disciplinary interview under the applicable collective agreement.
Retention and disposal standards:
Two years after year of separation, these records are transferred to Library and Archives Canada (LAC) and securely destroyed when the employee reaches age eighty (provided two years have elapsed since last administrative use). As of 2017, LAC is no longer receiving, retaining and disposing of these files. This, however, does not affect the retention period.
RDA number:
91/020
Related record number:
CPC HR 6
TBS registration:
002010
Bank number:
CPC PPE 815
Financial accountability cases
Description:
This bank includes such information as job titles, work locations, occasional credit reports, investigation reports on losses, statements by persons involved, legal advice concerning disposition of cases, the decisions of the committees and follow-up information (for example, concerning collection, payment, prosecution, garnishment, bankruptcies and, other legal proceedings). (Note that documents may also be stored in Legal Affairs, CPC PPU 110). Individuals seeking access to this bank should specify their name and other information sufficient to identify the case, such as the date, location, type and amount of the loss.
Class of individuals:
Canada Post employees, agents, contractors and other individuals involved in actual or suspected losses of financial assets.
Purpose:
The purpose of this bank is to support committees on financial accountability, which review financial losses incurred by Canada Post, and to facilitate the collection of accounts due to Canada Post. The Canada Post Corporation Act provides authority to collect the personal information as described.
Consistent uses:
The records are used to help correcting situations that have led to financial losses within Canada Post, both in terms of recovering funds and preventing future losses. The records could also be used by Garnishee officers to fulfill court orders.
Retention and disposal standards:
Records are retained for six fiscal years following the last fiscal year during which the expenses were incurred and then securely destroyed.
RDA number:
2000/025
Related record number:
CPC HR 6
TBS registration:
001762
Bank number:
CPC PPU 065
Grievances and arbitrations
Description:
This bank describes such information as presentations by employees and bargaining unit representatives, grievance receipt notices and replies by management, testimony by witnesses and occasional legal opinions, investigation and analysis reports prepared by outside agencies, (e.g. police, workers’ compensation boards), job descriptions (for classification grievances) and decisions and statements by arbitrators, the Canada Industrial Relations Board and the Provincial and Federal Court and related correspondence.
Note: Certain information exists in automated form in the Grievance Management System (GMS). GMS contains such data as griever name, the location, level and subject of the grievance, dates, and other information relating to its processing.
GMS also contains summaries of arbitration cases, such as griever name and type of grievance, decision grounds and arbitrator’s comments. Individuals seeking access to records in this bank should specify their name, employee id, bargaining unit and the grievance/arbitration number or other particulars, such as date, location and subject matter.
Class of Individuals:
Individual grievances submitted by certified bargaining units, or by Canada Post, who have alleged a violation of a collective agreement.
Purpose:
The purpose of this bank is to support the resolution of grievances related to the interpretation and application of collective agreements. The Canada Post Corporation Act provides authority to collect the personal information as described.
Consistent uses:
The records are used to process and resolve collective agreement interpretation grievances through all levels in the grievance process, including referrals and schedules to arbitration to National head office, arbitration, the Canada Industrial Relations Board, or the Federal Court; for research purposes, such as trend and subject analyses; to inform senior management of landmark cases and of growing or recurring labour relations problems; and to train and educate Labour Relations officers. GMS facilitates the processing of grievances and generates reports used in collective bargaining and also provides management with ready access to arbitration summaries (which are largely a matter of public record).
Retention and disposal standards:
The signed memorandum of agreement is retained for three years after CPC is dissolved and then securely destroyed.
Grievances that have been settled or sustained by the memorandum of agreement must be kept for six years after being settled/sustained and then securely destroyed, and grievances that have been abandoned, adjusted, denied or withdrawn must be kept for twenty-one years and then securely destroyed.
RDA number:
91/020
Related record number:
CPC HR 6
TBS registration:
001356
Bank number:
CPC PPE 813
Pension administration database
Description:
The Canada Post Corporation Registered Pension Plan (CPCRPP) Defined Benefit Component. Database contains demographic and employment information for employees and retirees covered under the Defined Benefit Component of the CPCRPP. It contains such information as pension eligibility date, years of pensionable service, employee identification number, birth date, sex, marital status, marital status effective date, home address, home phone number, bargaining unit designator, employee type, base salary, pensionable allowances, appointment history, termination date and reason, amount of contributions deducted, annual pensionable earnings base, length of work week, employee status, paylist, payment deduction information including garnishee information if applicable, banking details, mailing addresses for retirees and survivors, name and date of birth of survivors, tax credits and deduction information. The social insurance number is collected for statutory purposes in the issuance of the appropriate taxation forms.
Class of individuals:
There are records and data for all existing CPC employees that are members and retirees of the Defined Benefit Component of the CPCRPP. Individuals seeking access to their records in this bank are encouraged to phone the toll free number: 1-877-480-9220.
Purpose:
To calculate, authorize, and pay pension benefits for all CPCRPP members, their survivors and beneficiaries.
Consistent uses:
The records are used to administer, maintain and pay member and retiree benefits under the plan, including survivor and beneficiary benefit payments, Pension Benefits Division as required by marriage breakdown, commuted pension benefits, Pension Adjustments (PA) for T4 reporting, Pension Adjustment Reversals (PAR) for T10 reporting, Past Service Pension Adjustments (PSPA), and the calculation of personalized pension statement or deficient employee contributions. The information may also be used for statistical reports and information sheets to aid in the administration of the plan.
Retention and disposal standards:
Records are maintained permanently.
RDA number:
98/005
Related record number:
CPC HR 6
TBS registration:
005246
Bank number:
CPC PPE 885
Scholarship and awards programs
Description:
This bank contains such records as application forms, awards, and related correspondence. Personal information collected on scholarship and awards applicants includes home and school addresses and telephone numbers, email addresses, birth certificate information, samples of work, letters of recommendation, educational transcripts, employment history including resumes, and proof of university registration. Personal information of successful applicants includes their bank account information. A limited amount of personal information exists in automated form. Social insurance numbers are collected from winning candidates as, by law, scholarship and awards data must be reported to Canada Revenue Agency. These are reported to Finance for the completion of T-4 statements.
Class of individuals:
Children of regular full and part-time Canada Post employees who have submitted applications, as well as the applicants for awards programs from the general public.
Purpose:
To support the administration of a scholarship or awards program for the children of Canada Post employees, as well as the applicants for awards programs from the general public.
Consistent uses:
Scholarship and awards program winners and/or their parents may be publicized, mainly for internal communication purposes.
Retention and disposal standards:
Unsuccessful applications are retained for two years after the year of the scholarship award decision and then securely destroyed. Successful scholarship or awards applicants’ records are retained for six years after the year the scholarship or award is awarded and then securely destroyed. Scholarship and award program database records are retained for six fiscal years after receipt and verification of input data and then securely destroyed.
RDA number:
91/020
Related record number:
CPC HR 6
TBS registration:
003157
Bank number:
CPC PPE 835
Service recognition program
Description:
The Service Recognition database contains such records as name, home address and telephone number, service entry, award distribution and, employee identification numbers.
Class of individuals:
Canada Post employees.
Purpose:
The Service Recognition Program is the means by which Canada Post acknowledges its employees’ service achievements.
Consistent uses:
To track service recognition within Canada Post. Retention and Disposal Standards: Records are retained for the duration of employment plus two years and then securely destroyed.
RDA number:
91/020
Related record number:
CPC HR 6
TBS registration:
002989
Bank number:
CPC PPE 830
Staffing and employment
Description:
This bank contains such records as solicited and unsolicited job applications including job applications submitted via the e-Recruitment system, acknowledgement of receipt letters, job descriptions, selection profiles, competition posters, transfer requests, resumes of work experience and education, reference letters and reference checks, official languages knowledge examination papers, tests and results, lists of candidates, interview notes and rating board assessments, eligibility lists, driver’s abstracts, proof of applicable vehicle insurance, offers of employment, notes of post-board interviews and related correspondence. Individuals seeking access to this bank should specify the competition number and date, if applicable, as well as position title and location.
Class of individuals:
Individuals who apply for or are hired to fill temporary and permanent positions with Canada Post including Canada Post’s employees who apply to other positions within the institution.
Purpose:
The purpose of this bank is to support internal staffing and external recruitment activities. The Canada Post Corporation Act provides authority to collect the personal information as described.
Consistent uses:
Staffing file helps to provide feedback to candidates regarding their applications and job interviews results. Personal information about successful candidates may be disclosed to unsuccessful candidates under strict conditions of confidentiality, to better explain decisions taken.
Retention and disposal standards:
Records are retained for two years after last administrative use (which is usually the expiration of the appeal period for competitions), and then securely destroyed.
RDA number:
91/020
Related record number:
CPC HR 6
TBS registration:
001343
Bank number:
CPC PPU 095
Supervisory records
Description:
This bank describes information that is related to working files and notes maintained by supervisors on employees reporting to them, especially when the employees’ official files are maintained off-site. Where files exist, they may contain copies of records stored in other employee information banks, e.g., performance appraisals; accident reports; attendance, disciplinary and other letters; grievances and replies; transfer requests, System Applications and Products (SAP) print-outs; e-mail correspondence, and other employee requests and enquiries. See Staffing and Employment, CPC PPE 801; all three components of the Employee Personal File, CPC PPE 802, 808 and 815; Grievances and Arbitrations, CPC PPE 813; Original documentation may include leave applications, uniform entitlements, attendance calendars, interview and other notes. To obtain access, employees are encouraged to deal directly with their supervisor. Those submitting formal requests for information in this bank are requested to provide the name and work location of their supervisor(s).
Class of individuals:
Current or recently terminated, retired, resigned or released CPC employees on whom supervisors retain files.
Purpose:
The personal information is used to support the supervision of employees, especially at remote work sites. Personal information is collected pursuant to the Canada Post Corporation Act.
Consistent uses:
To monitor attendance, process leave applications, assign work, schedule replacements, document special achievements and recommend employees for corporate recognition programs, administer discipline, respond to grievances, report injuries, and prepare any other correspondence pertinent to the day-to-day administration of the work unit staff.
Retention and disposal standards:
Records are retained for two years after the individual in question has been terminated, resigned or retired, after which they are securely destroyed.
RDA number:
98/005
Related record number:
CPC HR 6
TBS registration:
003739
Bank number:
CPC PPE 803
Training
Description:
This bank contains such records as descriptions of courses offered to employees, course registrations and evaluations (for both participants and trainers), fee payment records and related correspondence, training schedules. Training data exists in the LSO module of Systems Applications and Products
(SAP) and in SharePoint. (Note that vehicle driving training records are stored in Fleet Management, CPC PPE 825, and certain fee payment records are stored in Accounts Payable, CPC PPE 820.) Individuals seeking access to information in this bank should specify position title and employment location and dates, as well as types, locations and dates of training courses taken.
Class of individuals:
Employees engaged in training programs or taking outside courses sponsored by Canada Post, such as in management, official languages, marketing and sales, project management, leadership development and office automation software.
Purpose:
The purpose of this bank is to support the training of employees.
Consistent uses:
The records are used to support the registration, participation and evaluation of employees in training programs (including courses conducted by outside parties), and to certify their achievements (where applicable); to ensure job-readiness and safety training of employees; to forecast training schedules and instructor workloads; to support decisions on succession planning, HR movement, talent management; and to respond to enquiries by employees, their supervisors and their bargaining agent. Participation, exemption, testing results (e.g. checklists) and achievement records may be attached to the Employee Personal File (see CPC PPE 802), while information on employees’ needs and achievements may be contained in the Systems Applications and Products (SAP).
Retention and disposal standards:
Most records (authorizations and tests in particular) are securely destroyed two years after completion of training. Permanent documents (including official language exemptions, language competence tests, certificates and course descriptions), as well as computerized records, are retained for two years after termination of employment, and are then archived with Library and Archives Canada. A historical master file is maintained for ten years, for statistical purposes only, and then securely destroyed.
RDA number:
91/020
Related record number:
CPC HR 6
TBS registration:
001349
Bank number:
CPC PPE 805
Vocational rehabilitation
Description:
This bank contains records such as referral sheets, occupational fitness assessments, functional abilities evaluations, summaries of medical status, vocational rehabilitation plans and checklists, interview forms, progress notes, recommendation reports, case closure reports, and related correspondence. In regions where there is a separate Vocational Rehabilitation (VR) file, it is considered an extension of the Employee Health Record. In regions where there is not a separate VR file, some of the following file contents may be found in the Employee Health Record. (Note that some consultative records may also be found in Grievances and Arbitrations, CPC PPE 813, Employee Health Record, CPC PPE 840, and Workers’ Compensation Board Claims, CPC PPE 845).
Note: Since 2007, the Vocational Rehabilitation records have been combined with Employee Health Records.
Class of individuals:
Canada Post employees who are permanently partially disabled as a result of injury or illness.
Purpose:
To support the reintegration of permanently partially disabled employees. Consistent Uses: The records are used to develop and implement programs for affected employees, to facilitate communications with those concerned with the employee’s case (e.g., treating physicians, medical consultants, occupational health nurses, line management) to respond to grievances or complaints, to ensure compliance with the Canada Labour Code, Workers’ Compensation legislation and Canadian Human Rights Act, and to conduct follow-ups and audits.
Retention and disposal standards:
Records are retained 20 years after termination from CPC and then securely destroyed.
RDA Number:
91/020
Related record number:
CPC HR 6
TBS Registration:
003292
Bank number:
CPC PPE 851
Workers’ compensation board
Description:
This bank contains such information as: accident and work injury or illness investigation reports; workers’ compensation board claims and associated correspondence and forms; legal opinions; records and correspondence regarding referrals and results. Certain medical information may also exist on file, including diseases or injuries that are unrelated to work. Certain records also exist in automated form, in the Accident Information Reporting System (AIRS) now converted to the Information Management system in SAP. AIRS and SAP contain background data (age, sex, etc.) on injured employees, as well as the location, nature, cause, and severity of the accidents and their associated direct and indirect costs. This bank also contains the Social Insurance Number where required by the Workers’ Compensation Board in question. Individuals seeking access to this bank should specify employment location as well as date, location and details of injury or illness. There is also a corporate WCB database that reflects all the costs charged to CPC by HRDC on individual claims maintained by the Business Analytics Group at Canada Post.
Class of individuals:
Canada Post employees who have had injuries and accidents on duty or who have made accident or workers’ compensation board claims.
Purpose:
To support Workers’ Compensation Board programs.
Consistent uses:
The records are used to assist employees in dealing with medical problems and to avoid aggravating given conditions via meaningful intervention, medical education and counselling; to authorize leave and benefits (including WCB paid medical and vocational rehabilitation) related to work-related injuries and illnesses; to facilitate the processing of provincial workers’ compensation board claims and the administration of injury-on-duty leave and disability benefits (AIRS, SAP and the corporate WCB database support the resolution of claims and the reconciliation of accounts); to establish conditions under which employees subject to certain occupational risks or with identified illnesses or disabilities are able to continue to work, including reinstatement; to provide health and safety details for accident prevention and health protection purposes; and, to process grievances and appeals related to Occupational Health, Safety and Environment and related to WCB claims (see Grievances and Arbitrations, CPC PPE 813). The records also facilitate the study and correction of workplace conditions that contribute to illness or injury, such as the development of preventive programs based on the incidence of certain illnesses and injuries. Composite information may be used in epidemiological studies. Certain information may be disclosed to provincial workers’ compensation boards, Human Resources Skills Development Canada, medical practitioners and bargaining unit representatives, to facilitate claims administration. Limited information is disclosed to Transport Canada regarding, for example, chemical spills involving Canada Post employees.
Retention and disposal standards:
Records are retained for 20 years after termination from CPC and then securely destroyed.
RDA number:
91/020
Related record number:
CPC HR 6
TBS registration:
003159
Bank number:
CPC PPE 845
Workforce management and planning
Description:
This bank contains such records as expressions of interest for incentive payments, employee name, and length of service, salary history, estimated retirement / separation incentive amounts, acceptances or refusals of incentive offers, referrals to career counselling consultants and other related tax /financial data. Limited master data is drawn from the Systems Applications and Products (SAP). Related records may also be found in the Employee Personal file. This activity is currently restricted to the PSAC / UPCE bargaining group as well as the Association of Postal Officials of Canada after their position has been declared surplus.
Class of individuals:
Current or former employees of Canada Post who have expressed interest in a separation or retirement incentive or who have left CPC after receiving such an incentive. In addition, this bank applies to current employees who are considered subject matter experts in their fields.
Purpose:
The purpose of this bank is to support CPC’s restructuring objectives by offering a voluntary package of retirement or separation incentives to eligible employees. The listing and ranking of subject matter experts is intended to assess the impact of their eventual departure and to assist in the development of knowledge transfer plans to minimize the risk.
Consistent uses:
The records are used to ensure the eligibility of applicants to the incentive program, evaluate the amounts for the incentive on an individual basis, and make offers to eligible applicants and to process payments to employees who have accepted. The listing of subject matter experts is used for human resources planning purposes.
Retention and disposal standards:
The records are retained for 10 years after Canada Post accepts or refuses expressions of interest from current or former employees and then securely destroyed.
RDA number:
98/005
Related record number:
CPC HR 6
TBS registration:
003738
Bank number:
CPC PPE 834
Information management services involve activities undertaken to achieve efficient and effective information management to support program and service delivery; foster informed decision making; facilitate accountability, transparency and collaboration; and preserve and ensure access to information and records for the benefit of present and future generations.
Information Technology Services involve activities undertaken to achieve efficient and effective use of information technology to support government priorities and program delivery, to increase productivity, and to enhance services to the public.
Legal services involve activities undertaken to enable government departments and agencies to pursue policy, program and service delivery priorities and objectives within a legally sound framework.
Management and oversight services involve activities undertaken for determining strategic direction and allocating resources among services and processes, as well as those activities related to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies or plans.
Materiel services involve activities undertaken to ensure that materiel can be managed by departments in a sustainable and financially responsible manner that supports the cost- effective and efficient delivery of government programs.
Real Property Services involve activities undertaken to ensure real property is managed in a sustainable and financially responsible manner, throughout its life cycle, to support the cost- effective and efficient delivery of government programs.
Travel and Other Administrative Services include Government of Canada (GC) travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories.
- Administrative services class of record
- Boards, committees and council class of record
- Business continuity planning class of record
- Disclosure to investigative bodies class of record
- Proactive disclosure class of record
- Security class of record
- Disclosure of wrongdoing in the workplace personal information bank
- Personnel security screening personal information bank
- Security incidents and privacy breaches personal information bank
- Security video surveillance and temporary visitor access control logs and building passes personal information bank
- Travel class of record