DAOD 5050-3, Canadian Forces Personnel Casualty Administration Records

1. Identification

Date of Issue: 2006-06-16

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 Director Military Personnel Policy (DMP Pol).

Enquiries: Director Casualty Support Management (DCSM)

2. Definitions

CF personnel record (dossier personnel du militaire)

CF personnel record means the collection of all personal information required by the CAF 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.

military casualty (perte militaire)

Military casualty means:

  • an ill or injured CAF member;
  • a CAF member who is reported missing;
  • a CAF member who is killed; or
  • a CAF member who dies.

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.

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3. Overview

Context

3.1 A CF personnel casualty administration record (CFCAR) is a CF personnel record that contains personal information required to support a CAF member who becomes a military casualty.

3.2 CFCARs shall be accurately initiated, maintained, stored, secured, managed and available for access in accordance with the Privacy Act.

3.3 Policies and procedures on the origin and standards of CFCARs are described in the DAODs set out as references to this DAOD.

Director Casualty Support Management

3.4 As the CF personnel record custodian of CFCARs, DCSM shall:

  1. maintain and process CFCARs; and
  2. provide direction and guidance on the management of all information placed on CFCARs.

3.5 DCSM maintains the following three CF personnel records as CFCARs:

  1. Military Casualty Database;
  2. completed form CF 98, Report on Injuries or Exposure to Toxic Material or Substances records; and
  3. casualty investigation records consisting of boards of inquiry (BOI) and summary investigations (SI) conducted to investigate the circumstances of a military casualty.

Audit

3.6 DCSM shall conduct an audit of CFCARs at least every five years to confirm that the management and administration of these records are:

  1. conducted in compliance with government legislation and professional standards; and
  2. effectively supported by useful, complete and accurate information.

Ownership

3.7 CFCARs are generated or collected in the conduct of DND and CAF activities and therefore belong to Her Majesty in right of Canada and not to any individual or organization.

4. Records Management Life Cycle

Military Casualty Database Life Cycle

4.1 The Military Casualty Database is a records management system that DCSM utilizes to capture and track all information DCSM receives concerning military casualties. The CF personnel records collected in the Military Casualty Database are used:

  1. to coordinate the DND/CAF response to a CAF member or surviving family members; and
  2. to analyze the information for the purpose of problem identification.

4.2 When contacted concerning a military casualty, DCSM shall create an entry record into the Military Casualty Database according to the CAF member's service number and name. DCSM shall update the database to reflect action taken in response to the entry record.

4.3 CF personnel records created in the Military Casualty Database shall be retained permanently until archiving becomes necessary.

Form CF 98

4.4 Form CF 98 is completed on a CAF member for:

  1. any injury; or
  2. any exposure or suspected exposure to toxic material or substances.

4.5 Upon the receipt of a properly completed form CF 98, DCSM shall log it into the Military Casualty Database according to the CAF member's service number and name.

4.6 Once logged in, DCSM shall action form CF 98 and distribute it as follows:

  1. for Regular Force members, DCSM shall forward it to National Defence Headquarters/Director Human Resources Information Management (Personnel Electronic Records Management Information System) ((NDHQ/DHRIM) (PERMIS)) where it is scanned into the CAF member's permanent PERMIS file; and
  2. for Reserve Force members, DCSM shall retain it until archiving becomes necessary.

Casualty Investigation Record Life Cycle

4.7 When notified that a BOI or an SI has been ordered to investigate a military casualty, DCSM shall:

  1. open a file for a casualty investigation record; and
  2. place within the file all information received concerning the military casualty.

4.8 The file number assigned shall be:

  1. 5090 followed by the CAF member's service number when the investigation concerns the death of the CAF member; and
  2. 5010 followed by the CAF member's service number when the investigation concerns the injury of the CAF member.

4.9 Upon the closure of the file, DCSM shall:

  1. send a copy of the closing letter for the particular BOI or SI:
    1. for Regular Force members, to NDHQ/DHRIM (PERMIS) where it is scanned into the member's permanent PERMIS file; and
    2. for Reserve Force members, to the CF personnel record custodian of the member's Unit Personnel Record where it shall be placed; and
  2. send all closed original files to NDHQ Shared Support Services (SSS), which on receipt shall:
    1. forward immediately any casualty investigation records concerning the death of a CAF member to Library and Archives Canada (Public Records Center) (LAC(PRC)); and
    2. retain any casualty investigation records concerning the injury of a CAF member until notified of their release and then forward it to LAC(PRC).

CF Personnel Records in PERMIS

4.10 CF personnel records contained in the PERMIS are held for a period of ten years from the date of release of a Regular Force member and are then transferred to the LAC(PRC).

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5. Disclosure to an Individual

Sources of Federal Employee Information

5.1 Info Source - Sources of Federal Employee Information assists current and former federal employees and CAF members to:

  1. locate their personal information held by the Government; and
  2. exercise their rights under the Privacy Act.

Personal Information Banks

5.2 Personal information banks (PIBs) are established through consultation with the LAC to ensure the correct disposition of a record. The Privacy Act requires that PIBs shall include all personal information that is organized and retrievable by:

  1. the name of an individual; or
  2. an identifying number, symbol or other particular detail assigned to an individual.

5.3 PIBs are identified with a three-letter code and number for a specific set.

5.4 These databanks, accompanied by their retention policies and time frames, are listed in the Info Source - Sources of Federal Employee Information. They are reviewed annually to ensure that information created on CAF members is recorded and directed in accordance with existing policies.

5.5 The DND and the CAF have registered personal information in the following three types of PIBs:

  1. PPU - Public Banks;
  2. PPE - Particular Banks; and
  3. PSE - Standard Banks.

CFCAR Personal Information Banks

5.6 CFCARs are described in Info Source - Sources of Federal Employee Information under the following PIBs:

  1. PPE 817 -Military Casualty Database;
  2. PPE 818 - CF Member Personnel Information File (for form CF 98 of a Regular Force member);
  3. PPE 832 - Boards of Inquiry/Summary Investigations; and
  4. PPE 836 - Unit Military Personnel Bank (UPR-CF 478) (for form CF 98 of a Reserve Force member).

Requests for CFCAR Information

5.7 For information concerning formal or informal requests for CFCARs, see DAOD 1002-0, Personal Information and the other DAODs in the 1002 series.

6. Responsibilities

Responsibility Table

6.1 The following table identifies the responsibilities associated with this DAOD:

The …is responsible for …

DMP Pol

  • establishing a CF personnel records framework for individuals involved in the administration of CFCARs; and
  • providing guidance to DCSM on questions concerning the management of CFCARs.

DCSM

  • ensuring the integrity of CFCARs;
  • ensuring compliance with records disposition authorities (RDAs); and
  • conducting regular audits.

Director Access to Information and Privacy

  • coordinating requests under the Privacy Act for personal information in CFCARs.

7. References

Acts, Regulations, Central Agency Policies and Policy DAOD

Other References

  • DAOD 1002-0, Personal Information
  • DAOD 1002-1, Requests under the Privacy Act for Personal Information
  • DAOD 1002-2, Informal Requests for Personal Information
  • DAOD 5018-0, Injured Members and Military Casualties
  • DAOD 5018-2, Report of Injuries and Exposure to Toxic Substances
  • Form CF 98, Report on Injuries or Exposure to Toxic Material or Substances