DAOD 5050-0, Canadian Forces Personnel Records

1. Introduction

Date of Issue: 2004-09-03

Date of Modification: 2006-07-28

Application: This is an order that applies to officers and non-commissioned members of the Canadian Armed Forces (CAF members).

Approval Authority: This DAOD is issued under the authority of the Chief of Military Personnel (CMP).

Enquiries: Director Military Personnel Policy (DMP Pol)

2. Abbreviations

AbbreviationComplete Word or Phrase

ADM(Fin CS)

Assistant Deputy Minister (Finance and Corporate Services)

ADM(IM)

Assistant Deputy Minister (Information Management)

ADM(Mat)

Assistant Deputy Minister (Materiel)

CF H Svcs Gp

Canadian Forces Health Services Group

CFPM

Canadian Forces Provost Marshal

CMIS

Career Management Information System

CMP

Chief of Military Personnel

COS

Chief of Staff

DCSM

Director Casualty Support Management

D Dent Svcs

Director Dental Services

DG Fin Ops

Director General Financial Operations

DGMC

Director General Military Careers

DHRIM

Director Human Resources Information Management

DJAG

Deputy Judge Advocate General

DMCA

Director Military Careers Administration

D Mil C

Director Military Careers

DMP Pol

Director Military Personnel Policy

DOB

date of birth

DSA

Director Senior Appointments

DSCDS

Defence Subject Classification and Disposition System

DSCO

Director Supply Chain Operations

HRMS

Human Resource Management System

HSI

Health Services Information

JAG

Judge Advocate General

LAC

Library and Archives Canada

OPI

Office of Primary Interest

PERMIS

Personnel Electronic Records Management Information System

RDA

records disposition authority

TB

Treasury Board

TBS

Treasury Board of Canada Secretariat

VCDS

Vice Chief of the Defence Staff

3. Definitions

CF personnel record (dossier personnel du militaire)

CF personnel record means the collection of all personal information required by the CF to manage the career of a CAF member, regardless of the form of the information.

CF personnel record component (élément d'un dossier personnel du militaire)

CF personnel record component means a part of the CF personnel record that is created and maintained by a CF personnel record custodian.

CF personnel record custodian (responsable des dossiers personnels des militaires)

CF personnel record custodian means the office responsible for the management of a CF personnel record component on behalf of the Chief of Military Personnel.

records disposition (disposition de documents)

Records disposition means the act of removing records from the control of the DND or the CAF through authorized:

  • destruction;
  • transfer to Library and Archives Canada; or
  • transfer to the custody and control of an agency outside the Government of Canada, e.g. transferring records to a museum.

records disposition authority (autorisation de disposition de documents)

Records disposition authority means the authority issued by the National Archivist of Canada to the DND and the CAF, which identifies records that, when no longer required for operational, legal or informational purposes:

  • may be disposed of through destruction or transfer outside the Government of Canada; or
  • must be transferred to the custody of Library and Archives Canada.

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4. Policy Direction

Context

4.1 The DND and the CAF are responsible for the management of CF personnel records within an all-inclusive framework compatible with procedures and processes established by the ADM(IM) for the management of other corporate records.

4.2 CF personnel records remain the property of the Crown. After transfer to LAC, they are subsequently reviewed 90 years after the date of birth of the CAF member for military or historical value and determination of final disposition.

Policy Statement

4.3 The DND and the CAF are committed to:

  1. creating and maintaining CF personnel records for all CAF members in accordance with applicable TB and LAC policies and procedures;
  2. managing CF personnel records in accordance with applicable legislation and TB policies and procedures that:
    1. maintain the integrity of CF personnel records; and
    2. allow CAF members to review their personnel records; and
  3. disposing of CF personnel records in conformity with RDAs.

Requirements

4.4 Consistent with TB and LAC policies, the DND and the CAF shall ensure that:

  1. CF personnel records are maintained from enrolment to a specific period of time after release, and then transferred to LAC in accordance with the established RDAs;
  2. only appropriate access to CF personnel records is permitted;
  3. CAF members have access to their own personnel records in accordance with the Privacy Act; and
  4. regular audit of CF personnel records is conducted to confirm that the management and administration of human resources are effectively supported by useful, complete and accurate information as required by the TBS, and that audit findings are provided on request to the TBS for review.

Records Management Framework

4.5 The DND and the CAF manage two types of records:

  1. CF personnel records; and
  2. other corporate records.

4.6 The following chart establishes the records management framework:

Text version - Records Management Framework

 

CF Personnel Record OPIs, Custodians and Components

The components of CF personnel records are managed by the OPIs and custodians shown in the following chart:

Text Version - CF Personnel Record OPIs, Custodians and Components

 

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DAOD Structure

The 5050 number series has been assigned to CF personnel records policy and instructional DAODs. The DAOD structure is shown in the chart below:

Text version - DAOD Structure

Note - Most of the DAODs listed in the chart above are still at the draft stage.

5. Authorities

Authority Table

5.1 The following table identifies the authorities for the management of CF personnel records:

The …has the authority to …

CMP

  • approve orders, directives and instructions required for the management of CF personnel records; and
  • advise and assist group principals and environmental chiefs of staff to ensure compliance with applicable legislation with respect to the management of CF personnel records from inception to disposition.

6. References

Acts, Regulations, Central Agency Policies and Policy DAOD

Other References

  • DAOD 5050-1, Canadian Forces Personnel Records of the Director General Recruiting and Military Careers and the Director Human Resources Information Management, and Service Estate Records of the Judge Advocate General
  • DAOD 6000-0, Information Management and Informaton Technology
  • The Military Human Resources Records Procedures (MHRRP)
  • Defence Subject Classification and Disposition System