Info Source - Sources of Federal Government and Employee Information


General Information

Introduction to Info Source

Info Source: Sources of Federal Government and Employee Information provides information about the functions, programs, activities and related information holdings of government institutions subject to the Access to Information Act and the Privacy Act. It provides individuals and employees of the government (current and former) with relevant information to access personal information about themselves held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.

The Introduction to Info Source: Sources of Federal Government and Employee Information and an index of institutions subject to the Access to Information Act and the Privacy Act are available centrally.

The Access to Information Act and the Privacy Act assign overall responsibility to the President of Treasury Board (as the designated Minister) for the government-wide administration of the legislation.

Background

In most respects, DND is an organization like other departments of government. It was established in 1923 by the National Defence Act, which sets out the Minister’s responsibilities, including the Minister’s responsibility for the Department and the CAF. Under the Act, the CAF are an entity separate and distinct from the Department.

The Governor General of Canada is the Commander-in-Chief of Canada. DND reports to parliament via the Minister of National Defence.  The Deputy Minister of National Defence is the Department’s senior civil servant and the CAF are headed by the Chief of the Defence Staff.

On behalf of the people of Canada, the Canadian Armed Forces (CAF), with the support of the Department of National Defence (DND), stand ready to perform three key roles:

  • Defend Canada - by delivering excellence at home;
  • Defend North America - by being a strong and reliable partner with the United States in the defence of the continent; and
  • Contribute to International Peace and Security - by projecting leadership abroad.

For more information about the Defence Team, please visit "About the Department of National Defence and the Canadian Armed Forces".

Additional information concerning the Department’s priorities and raison d’être can be found in the most recent Departmental Report on Plans and Priorities.

Responsibilities

The Defence mission is to defend Canada and Canadian interests and values while contributing to international peace and security.

The Canadian Armed Forces and the Department of National Defence have complementary roles to play in providing advice and support to the Minister of National Defence and in implementing the decisions of the Government on the defence of Canada and of Canadian interests at home and abroad. The separate authorities of the Deputy Minister and the Chief of the Defence Staff give rise to different responsibilities.

View the Departmental Organizational Structure here. 

Deputy Minister (DM)

The DM has responsibility for policy, resources, interdepartmental coordination and international defence relations.

Associate Deputy Minister (Assoc DM)

The Governor-in-Council may appoint not more than three Associate Deputy Ministers of National Defence, each of whom shall have the rank and status of a deputy head of a department and as such shall, under the Minister and the Deputy Minister, exercise and perform such powers, duties and functions as deputy of the Minister and otherwise as the Minister may specify.

There is currently one Assoc DM in DND.

Chief of the Defence Staff (CDS)

As defined in the National Defence Act, the Chief of the Defence Staff (CDS) has direct responsibility for the command, control and administration of the Canadian Armed Forces (CAF). He or she is appointed by the Governor-in-Council, on the advice of the Prime Minister. The CDS implements government decisions that involve the CAF, by issuing orders and instructions.

The Vice Chief of the Defence Staff (VCDS)

On behalf of the DM and CDS, the mission of the VCDS is to coordinate and, when appropriate, direct the activity necessary to ensure departmental Defence policy and strategic objectives are achieved.

The VCDS also performs the function of the Chief of Staff for the CDS and DM, manages security and military police operations, coordinates issues involving other nations, and manages the Reserves and Cadets.

Strategic Joint Staff (SJS)

The SJS is the means through which the CDS exercises strategic command. Accordingly, the SJS mission is to provide military analysis and decision support to the CDS as the principal military advisor to the Government of Canada, and to enable the CDS to effect strategic command.

Chief Military Judge (CMJ)

The Office of the CMJ is an independent, special entity, organization established in 1997 that provides statutory judicial and court-reporting services at courts martial and other judicial hearings such as pre-trial custody reviews.

Judge Advocate General (JAG)

The JAG is the senior legal advisor to the Minister, the Department and the Canadian Forces on matters of military justice. The JAG offers advice to the Government of Canada on military law.  The JAG also superintends the administration of military justice in the Canadian Armed Forces (CAF).

Royal Canadian Navy (RCN)

The RCN is a highly adaptable and flexible force. While being Canada's outer line of defence against an armed aggressor, it conducts sovereignty patrols, search and rescue operations, and assists other government departments in everything from disaster relief to law enforcement, such as conducting fishery or drug patrols. The RCN also supports Canadian foreign policy by remaining engaged internationally in everything from humanitarian assistance, to peace support operations, to maritime security operations.

Canadian Army (CA)

The CA - as part of the CAF - is a soldier-centric, professional and integrated force achieving operational excellence at home and abroad.  While working alongside Whole-of-Government Colleagues, key allies and partners, the CA will be a scalable, agile, and responsive force that operates among populations to deliver decisive land power in the achievement of Canadian defence objectives.

The Canadian Army will generate combat effective, multi-purpose land forces to meet Canada’s defence objectives.

Royal Canadian Air Force (RCAF)

The RCAF protects Canadians, Canadian sovereignty and Canadian interests at home and abroad. The RCAF has the key function of providing security of Canadian and North American airspace through the bi-national North American Aerospace Defence Command (NORAD) agreement. In cooperation with the RCN, CA and other government departments, the RCAF conducts maritime and northern patrols, search and rescue missions, and supports law enforcement agencies. In this manner, the RCAF plays a pivotal role in protecting Canada's sovereignty by guarding against those who would take advantage of its vast size, miles of coastline and border to carry out illegal or harmful activities. The RCAF also airlifts military personnel and supplies at home and abroad, and moves disaster relief supplies to stricken regions. Abroad, the RCAF's combat-ready air forces take an active role in multinational missions, representing Canada's interests and helping maintain global stability.

Chief of Military Personnel (CMP)

The CMP provides functional direction/guidance to the CAF on all military personnel management matters, monitors compliance with CAF personnel management policies, and is accountable for the effective management of the CF Personnel System. CMP is responsible for the development of strategies, policies and programs that foster and maintain the profession of arms as an honourable and desirable career.

The Five Personnel Functions performed by CMP are:

  • Recruit: includes attraction, recruiting and selection of CAF members.
  • Train and Educate: focuses on individual training, education, and career management for CAF members.
  • Prepare: includes medical, dental and spiritual support, all of which are focused on preparing a healthy – medically, dentally and spiritually fit force ensuring individuals are healthy and robust throughout their careers.
  • Support: includes casualty support, family support, fitness, sports, the commissariat, insurance, compensation and benefits, employment equity and diversity, Official Languages, and conflict resolution policy and programs.
  • Honour and Recognize: focuses on honouring and recognizing military personnel and their families and military history and heritage.

To be successful, CMP, in consultation with Senior Officers and Operational Commands, has a responsibility to develop and implement policies and programs that ensure that a "competent, committed and professional" work force is available to accomplish the operational mission.

Canadian Joint Operations Command (CJOC)

Canadian Joint Operations Command (CJOC) anticipates and conducts Canadian Armed Forces operations, and develops, generates and integrates joint force capabilities for operations.

CJOC is responsible for conducting full-spectrum Canadian Armed Forces operations at home, on the continent of North America, and around the world. With its integrated command-and-control structure, CJOC directs these operations from their earliest planning stages through to mission closeout, and ensures that national strategic goals are achieved.

CJOC anticipates operations by understanding the operating environment and preparing for potential operations.

Canadian Special Operations Forces Command (CANSOFCOM)

The mission of CANSOFCOM is to provide the Government of Canada with agile, high-readiness Special Operations Forces (SOF) capable of conducting special operations across the spectrum of conflict at home and abroad.

The creation of CANSOFCOM in 2006 brought together a number of unique capabilities; CANSOFCOM is comprised of a Command Headquarters, Joint Task Force 2 (JTF 2), the Canadian Joint Incident Response Unit (CJIRU), 427 Special Operations Aviation Squadron (427 SOAS) and the Canadian Special Operations Regiment (CSOR).

Canadian Forces Intelligence Command (CFINTCOM)

The mission of CFINTCOM is to provide credible, timely and integrated defence intelligence capabilities, products and services to the CAF, DND Government of Canada and allies in support of Canada’s national security objectives.

The Commander Canadian Forces Intelligence Command is also the Chief of Defence Intelligence, the chief intelligence advisor to senior DND/CAF leadership and functional authority over other DND/CAF intelligence organizations.

Assistant Deputy Minister (Finance) (ADM(Fin))

The ADM (Fin) is the Chief Financial Officer of the Department of National Defence, and is responsible for ensuring the integrity of financial management and comptrollership at DND/CAF. ADM (Fin) provides comptrollership guidance and the financial authorities framework and advice necessary to support the resource management process.

Assistant Deputy Minister (Human Resources - Civilian) (ADM(HR-CIV))

The ADM (HR - CIV) develops and implements plans, policies and programs to recruit, develop, and retain people to effectively support the Canadian Armed Forces in operations and meet the Defence Mission.

Assistant Deputy Minister (Information Management) (ADM(IM))

The ADM (IM) leads the institution in the planning, development, delivery and support of innovative IM/IT capabilities that enable successful Canadian Forces Operations and the achievement of Department of National Defence and Government of Canada objectives.

The IM Group ensures that initiatives are aligned to Canadian Forces, Defence, and Government priorities by providing IM/IT strategic planning, management, oversight, and reporting.

The mission is to establish strategic and tactical direction on IM/IT Program transformation for DND/CAF and supports CAF operations, departmental priorities, and government objectives by ensuring seamless and timely access to trusted information, intelligence, and technology in a secure environment.

It is also to strategically plan, design, develop, and deploy technology enabled solutions, capabilities, and changes to the IM/IT capability of DND/CF.

ADM(IM) delivers agile, integrated, and coordinated enterprise applications and IM environments that will enable work automation and inform decision-making across the DND/CAF.

The IM Group also coordinates, supports, and provides the command and control and intelligence capabilities the Canadian Forces and the Department need to do their job.

Assistant Deputy Minister (Infrastructure & Environnent)

The ADM (IE) is the portfolio manager and custodian for Real Property (RP) with a mandate to ensure the stewardship of Defence Infrastructure and Environment programs in support of DND and the CAF. The RP program includes RP management (including fire services; architecture and engineering), Acquisition, (including recapitalization & betterments of real property assets); Maintenance & Operating, and Disposals. ADM(IE) is also the delegated departmental steward for architecture and engineering, protection, nuclear safety and unexploded explosive ordinance (UXO); respiratory protection and ionizing radiation protection. The ADM (IE) is also the delegated departmental steward for Aboriginal consultations within DND/CAF (excluding Aboriginal Procurement and Human Resources) including Duty to consult, treaty obligations and reconciliation. The Canadian Forces Housing Agency is a Special Operating Agency within ADM(IE) and is responsible for Crown-controlled residential housing. Infrastructure and Environment activities are spread across the institutional structure and are linked directly and indirectly to various programs under the control of other DND/CAF organizations.

Assistant Deputy Minister (Materiel)

ADM (Mat) or the Materiel Group is the organization within DND that is responsible for the procurement and management of materiel - the supplies needed to keep a functioning military at work, from trucks and tanks to boots and rations.

Assistant Deputy Minister (Policy)

The ADM (Pol) is the principal source of defence policy advice and is responsible for the strategic analysis, planning, formulation, coordination, and management of defence policy. ADM (Pol) analyzes and develops policy options, coordinates defence policy with central agencies and other key government departments, manages international defence relations, and ensures overall policy coherence in support of domestic, continental, and international operations. ADM (Pol) also manages the Military Training and Cooperation Program, the Security and Defence Forum and other non-academic grants, and the Policy Officer Recruitment Program.

Assistant Deputy Minister (Public Affairs)

The ADM (PA) is accountable to the Deputy Minister and Chief of Defence Staff for leading and directing the development and implementation of national DND and CAF Public Affairs programs designed to inform Canadians of DND and CAF policies, programs, services, operations, issues and initiatives.

ADM(PA)’s mission is to deliver excellence in strategic communications advice, guidance, services and products in support of Government of Canada and Defence priorities. ADM(PA) also assists DND with its priorities by communicating on key issues, organizing relevant events and activities, and responding to media requests.

Assistant Deputy Minister (Review Services)

The ADM(RS) assists the DM and CDS, as well as senior managers, in meeting their mandates by providing services in the areas of Internal Audit (public and non-public property), Evaluation, and Special Examination and Inquiries.  ADM(RS) is also responsible for management of the Defence Ethics Program and is the departmental point of contact for Internal Disclosure of Wrongdoing in the Workplace and for the Office of the Auditor General. 

Assistant Deputy Minister (Science and Technology)

The ADM (S&T) is also the Chief Executive Officer (CEO) of Defence R&D Canada (DRDC), an Agency within the Department of National Defence. DRDC's mission is to facilitate and enhance the ability of decision makers to make informed decisions on defence policy, force generation, and procurement by providing expert Scientific and Technical (S&T) advice. DRDC contributes to the success of military and government operations by pursuing Research and Development (R&D) activities that provide improved support, knowledge, protection, and response to potential threats, and enhances the preparedness of the Canadian Armed Forces and public safety agencies by assessing technology trends, threats and opportunities, and by exploiting emerging technologies.

DRDC also plays an important role in the formulation and delivery of security S&T through the application of its existing research and development program as well as its leadership of the Chemical, Biological, Radiological and Nuclear (CBRN) Research and Technology Initiative (CRTI), the Canadian Police Research Centre, and its co-leadership of the Public Security Technical Program (PSTP).

DRDC contributes to the creation and maintenance of a Canadian defence S&T capability by contracting-out to industry, by transferring technology to industry and by entering into partnerships in which cost and risk are shared. DRDC also conducts S&T projects with partners external to DND (industry, academia, other government departments, provinces, municipalities, and allied militaries), in order to assist the Agency in developing and maintaining its defence-related technological capabilities and partnerships.

Corporate Secretary (Corp Sec)

With a mission to facilitate the success of the departmental governance through support to the Executive Cadre, and the provision of key corporate functions, the Corporate Secretary is responsible for the Directorate of Access to Information and Privacy; the publication of DAODs, CFAOs, and QR&Os; providing administrative and professional services to the Minister, the DM, and Parliamentary Secretary; and the coordination of Defence governance/executive meeting planning.


Institutional Functions, Programs, Activities

For descriptions of Defence Strategic Outcomes and associated programs, please refer to the Department's 2016-2017 Report on Plans and Priorities – Section II: Analysis of Programs by Strategic Outcome.

DEFENCE OPERATIONS AND SERVICES IMPROVE STABILITY AND SECURITY, AND PROMOTE CANADIAN INTERESTS AND VALUES

Defence Combat and Support Operations

The Defence Combat and Support Operations Program delivers military power in combat, security, stability and surveillance operations in response to armed threats, or potential armed aggression, for the purpose of protecting Canadian sovereignty, upholding the values of Canadians, and defending the interests of the Government of Canada. Results are achieved through this Program by the application of Defence capabilities in domestic, continental and international domains, either independently or in combination with allies, where the primary focus is to inflict military effects against threats. The term Defence capability is a collective term that refers to the ability of a military force to achieve a desired an effect against a threat during the execution of a Defence operation (or the delivery of a Defence service) by executing tasks according to understood concepts, doctrine and standards. The military forces delivered by Defence are composed of force elements which are organizational entities that are in-turn composed of members of the Canadian Armed Forces (CAF), and in some cases personnel from the Department of National Defence (DND). Force elements integrate people, with specialized information and expertise, materiel (e.g., equipment, platforms, and weapon systems) and in some cases real property.

Domestic and Continental Defence Operations

Domestic and Continental Defence Operations aim to deliver military power within Canada and across the North America in response to armed threats, or the potential for armed aggression, in order to protect Canadian sovereignty, uphold the values of Canadians, and defend the interests of the Government of Canada. Results are achieved through the employment of force elements, either independently or in concert with continental partners, that apply requisite military capabilities in the conduct of routine and contingency operations. Routine operations typically occur on an ongoing basis whereas contingency operations may be planned for but occur only in response to a particular event or upon specific request from the Government of Canada to the MND in response to requests from provincial authorities, or from other federal departments or ministries. Therefore not all of the sub-sub-programs under this Program may contain significant operations every fiscal year. However, regardless of when and if they occur, the operations within this Program typically aim to maintain and/or restore domestic and continental security through the detection and monitoring of threats and, when necessary, the deliver military intervention. This Program conventions and bi-national agreements such as the North American Aerospace Defence agreement that facilitates co-ordination and shared responsibilities for the defence of the North American continent. 

North American Aerospace Defence (NORAD)

Description: Correspondence, directives and information pertaining to North American Aerospace Defence (NORAD) including policy, agreements, operational requirements, plans and planning, joint studies, surveillance programs, etc.

Document Types: Reports on missions, records of decision, files on and about NORAD committees/conferences, exercises reports

Record Number: DND NOR 010

Continental Contingency Ops

Description: Operations - Records pertaining to planning, command and control of operations.

Document Types: Orders, plans briefs, reports, etc.

Record Number: DND OPS 010

Domestic Operational Plans

Description: Information pertaining to plans, operations and readiness dealing with domestic emergencies of military or civil nature including guidance for various commands and combined operations.

Document Types: Aid to other federal departments; aid to civil powers, armed assistance, etc; domestic emergency plans; emergency planning; operational studies and mobilization planning.

Record Number: DND MPO 300

International Combat Operations

International Combat Operations aim to achieve timely strategic effects in support of Canada’s national interests and in accordance with Canadian values, as directed by the Government of Canada through the delivery of military power outside of the domestic or continental setting, typically in response to armed aggression or the potential for armed aggression. Results are achieved through the application of Defence capabilities, in concert with national and international partners, within the context of military operations across the globe. Typically the military operations under this program are conducted to enhance global peace and security, counter international terrorism, assist failing states, or defuse intra- and interstate conflicts that may threaten Canada’s national security interests. These operations are usually delivered in the context of: a United Nations (UN) resolution; Canada’s membership in the North Atlantic Treaty Organization (NATO); or other international agreements. Some of the operations conducted under this Program are considered routine while other operations occur on a contingency basis. Routine operations occur on an ongoing basis whereas contingency operations may be planned for but occur only in response to a particular event or upon specific request from the Government of Canada. Therefore not all of the sub-programs under this Program may contain significant operations every fiscal year. This Program is bound by several federal laws, regulations, policies, and international conventions, agreements and laws, like the Law of Armed Conflicts, that pertain to the conduct military forces in armed conflict.

NATO

Description: Information on the North Atlantic Treaty Organization.

Document Types: NATO agreements; NATO committees; NATO defence measures and plans; NATO mutual aid; NATO organization and establishment; and NATO defence review; NATO Research and Technology Organization (RTO), NATO Research and Technology Board (RTB).

Record Number: DND PPB 145

International Operations

Description: Records pertaining to planning, command and control of operations,

Document Types: orders, plans, briefs, reports, etc.

Record Number: DND OPS 020   

Ongoing Centralized Operations and Operational Enablement Program

The Ongoing Centralized Operations and Operational Enablement Program ensures that programs delivering Defence Combat and Support Operations and delivering Defence Services and Contributions to Government have: clearly aligned operational objectives; a well-defined national command and communications structure; a balanced portfolio of resources and information; and access to the operational support capabilities, so that operations can be accomplished with an acceptable degree of risk. Results are achieved through the application of Defence capabilities that enable the delivery of strategic control, national command, diplomatic support, and provide operational support which includes the delivery of intelligence, surveillance and reconnaissance.

Aerospace Intelligence, Surveillance, Reconnaissance and Control

Description: Information on Air Defence as it applies to North America.

Document Types: Movement of aircraft; detection and tracking; and deployment of aircraft.

Record Number: DND ADO 230               

Intelligence

Description: Information dealing with Intelligence information for the use of the Department.

Document Types: Intelligence requirements; briefing; production; facilities; studies; and publications, plans, and analyses.

Record Number: DND MIS 080

Mapping and Charting

Description: Information on Mapping and Charting at the Department of National Defence pertaining to maps, mapping and charting including policy, requirements/requests from other countries, various applications available, equipment, technologies, distribution, security, metrication, computer systems, etc.

Document Types: Requirements; formal agreements; operational developments; and requests and issues.

Record Number: DND MEO 310

Over-flights

Description: Information on Over-flights of Canada by aircraft of various nations under various circumstances; also Over-flights of other countries.

Document Types: Policies pertaining to Over-flights, mission reports, plans and readiness records.

Record Number: DND ADO 270               

Accidents – Explosives

Description: Information produced by DND/CF on accidents and explosive hazards.

Document Types: Records related to explosives accidents – explosives safety; shipboard magazines-explosive hazards; and accident reports.

Records Number: DND WEE 695

Treaties, Pacts and Agreements

Description: Information on the administration, by the Department of National Defence, of Treaties, Pacts and Agreements.

Document Types: Treaties, pacts, agreements.

Record Number: DND JAG 030

Policy Planning with External Agencies (Canadian and Foreign)

Description: Information on the integration of all external (international) operations conducted by government, and liaison with foreign agencies regarding UN operations.
Document Types: Integration of government external operations; United Nations; policy; peacekeeping; and International Peace Academy.
Record Number: DND PPB 140               

Security Policy and International Defence Relations

Description: Information on policy support to domestic and continental operations, bilateral and multilateral defence and international security relations (including representation of Canada at the UN, NATO and other forums)

Document Types: Defence policy related to domestic and continental operations, arms (including nuclear) and proliferation control, NATO and NATO operations, peacekeeping and all other types of international engagements, the Asia-Pacific region, Canada-US relations and the western hemisphere, international organizations (agreements, meetings, decisions).

Record Number: DND MIS 086                

Air Doctrine - Operations

Description: Information on various modes of employment of air vehicles in both the combat and support role.

Document Types: Aerial, tactical and reconnaissance operations; flying rates; ejection; bailout and parachuting procedures; and doctrine development.

Record Number: DND ADO 235

Meteorology

Description: Information on all aspects of Meteorology in the Canadian Forces, mainly from an organizational and administrative point of view. Including daily production of briefings, forcasts, and warnings.

Document Types: Communications; publications; secondment of personnel; forecasting; and observing., MOUs with other government departments.

Record Number: DND ADO 260   

Food Services (Mission Support)

Description: Information on the provision of Food Services in support of CF missions domestic, international and/or expeditionary.

Document Types:  Plans; staff assistance visits; unit returns, menu options, food acquisition, distribution and storage policies and requirements, nutrition information, and consumption stats.

Record Number: DND MSP 005               

Construction Engineering (Mission Support)

Description: Information regarding the provision of general engineer support services to CF operations, including the coordination of organizations required to plan, design and construct infrastructure to sustain and protect forces, and to allow for their freedom of movement.

Document Types:  Accommodation; airfields; construction and maintenance; fire prevention; grounds maintenance; heating systems; janitorial services; natural resources management; real property management; acquisition of works and buildings; lettings; disposal; research and development; sanitation services; and utilities.

Record Number: DND MSP 025               

Military Policing (Mission Support)

Description: Information relating to military police support to deployed forces by conducting police, security, and specialist operational tasks.

Document Types: Law enforcement, criminal intelligence gathering, civilian police force training, personnel and materiel security, and detention operations.

Record Number: DND MSP 045               

Communications and Information Systems (Mission Support)

Description: Information dealing with the management and servicing of communications and information technology for voice, text and data systems required to support CF operations worldwide.

Document Types:  Equipment specifications and capabilities, digital radios, ground telecommunications systems, radar systems, portable satellite terminals, fibre optics, cryptographic equipment and computers.

Record Number: DND MSP 020               

Land Equipment Maintenance Services (Mission Support)

Description: Information relating to the preparation for delivery, repair and maintenance of weapon systems, fighting vehicles, transport vehicles and general land equipment required to support CF mission.

Document Types:  Life-cycle management directives for land equipment, repair manuals, maintenance logs, design and engineering changes; drawings and specifications; maintenance techniques; modifications and alterations.

Record Number: DND MSP 010               

Logistics Operations (Mission Support)

Description: Information on logistic contingency plans and procedures and coordination of logistics aspects in support of theatre activation, and for the sustainment and termination of CF missions.

Document Types: Logistics Operations - national and international, logistic policy and doctrine, logistic systems evaluation, plans/briefing notes regarding movement control, transport, postal services, supply and delivery of equipment, ammunition, food and shelter.

Record Number: DND MSP 015

Defence Services and Contributions to Government Program

The Defence Services and Contributions to Government Program aims to support the delivery of Canadian Government safety and security initiatives and encourage recognition and pride in Canada and the Canadian military. This is accomplished through the provision of unique Defence services in support of other elements of Government or the Canadian public. To encourage and share pride and awareness of Canada’s military heritage, contributions, and leadership, Defence provides unique services and opportunities for outreach, awareness, preservation and development. Defence unique services also include operations conducted to ensure or enhance the security, safety, stability and/or well-being of Canadians, or international populations in peril, in accordance with Canadian values and the interests of the Canadian Government, in situations where there may be a need to defend against armed threats but where this is not the primary focus. The operations are delivered through the employment of force elements to achieve a desired effect within specific contexts through execution of tasks according to understood concepts, doctrine and standards. The force elements delivered by Defence are organizational entities which are composed of members of the Canadian Armed Forces and in some cases personnel from the Department of National Defence. Force elements have different sizes and compositions according to the capabilities they must apply during an operation. Defence remains consistently ready to employ force elements under this Program however significant operations do not always occur every fiscal year.

Disaster Relief and Humanitarian Operations

Disaster Relief and Humanitarian Operations aim to assist populations in distress in order to establish, re-establish or enhance the human safety and well-being through the use of military operations. Results are achieved through this Program by the employment of force elements with the requisite capabilities to minimize suffering, assist in recovery operations, facilitate synergies with other responding bodies, and conduct related support functions during natural disaster events, non-combat evacuation events, humanitarian emergencies, and other perilous situations as directed by the Government of Canada. Operations in this Program are bound by a number of federal and provincial laws, regulations, orders-in-council, federal policies, and international agreements.

Defence Services for Canadian Safety and Security

Defence Services for Canadian Safety and Security seeks to support Canadian Safety and Security initiatives across Canada through the delivery of force elements with the requisite capabilities to conduct military operations. Results are achieved by responding to a wide variety of threats to the safety and security of Canadians as part of a larger government-wide effort or a focused intervention. Examples of responses include providing, support to major Canadian events, anti-terrorism and terrorism event response, Search and Rescue operations, operations performed in direct support of other Government Departments and Agencies, as well as, related partnership programs such as the National Search and Rescue Program Coordination and the Canadian Safety and Security Program. Significant operations may not occur in all subordinate program areas every fiscal year as Defence only performs support operations when tasked by the Government of Canada.

Canadian Safety and Security Program

Description: The Canadian Safety and Security Program (CSSP) is the public safety and security component of DRDC’s S&T Program. The program provides funding to multi-year S&T projects designed to inform, enable and respond to Canada’s public safety and security priorities. This Program addresses multiple focus areas such as: Threats and Hazards (chemical, biological, radiological, nuclear, and explosives (CBRNE); natural disasters; serious accidents); Critical Infrastructure Interdependencies (physical and cyber); Border and Transportation Security; Emergency Management Systems & Interoperability; Scientific and Technical Support to Operations & Operations Analytics; S&T Transition Innovation; Emergency Responder Safety and Operational Effectiveness.

Document Types: Strategic guidance; program plans; assessments; security capability investment options; analysis for investment and operational decision making; technology and systems assessments and development.

Record Number: DND RDB 726               

Search and Rescue

Description: Information on all aspects of Search and Rescue as it pertains to the Department of National Defence and collaboration of federal departments, provincial/territorial governments and volunteer organizations working collectively to enhance Search and Rescue in Canada.

Document Types: Employment of SAR Helicopters; operational readiness; and records of missions. Aircraft; marine; missing persons; and mercy flights. Strategic directions, annual priorities and program plans.  Policies, guidelines, standards, statistical information and trend analysis, reports.   Memorandum of Understanding and Agreements between partners for funding programs, prevention, knowledge management and lessons learned

Record Number: DND ADO 275

National Search and Rescue Program Management Information System

Description: This bank consists of a body of machine-readable information obtained from various sources and concerning incidents that have occurred within Canada's area of responsibility since 1983, including: air, marine and ground search and rescue incidents, and medical evacuations and civil aid requests.

Class of Individuals: This bank applies to members of the general public who were the objects of a search and/or rescue.

Purpose: The purpose of the NSP MIS is to: provide information required in the management of the National Search and Program.

Consistent Uses: Data may be linked to other databases such as the DOT vessel and the aircraft registration data banks for data analysis. Data is used for administrative and statistical purposes. Identified sources of information include the: SARSTATS (1983-1987 DND), Aviation Safety Information System (ASIS 1988-91, Transportation Safety Board), Marine Casualty Information System (MCIS 1988-91, Transportation Safety Board), Occurrence Tracking Information System (OTIS Parks Canada, Canadian Heritage), Police Information Retrieval System (PIRS Royal Canadian Mounted Police, Solicitor General), Search and Rescue Information System (SARIS 1988-91, National Search and Rescue Secretariat), Ground Search and rescue Information System (SARIS GSARIS 1999, National Search and Rescue Secretariat), Search and Rescue Information System (SISAR Canadian Coast Guard, 1992-1997 Department of Fisheries and Oceans). The NSP MIS may include the: addresses, age, license numbers and qualifications of individuals involved in search and rescue incidents, names, sex, and vehicle ownership information. It may also include information such as: the conclusions drawn from the investigation of incidents, and certain operational information relating to each incident.

Retention and Disposal Standards: Data are retained indefinitely.

RDA Number: 98/001.

Related Record Number: DND ADO 275

TBS Registration: 003886

Bank Number: DND PPU 050

Military Heritage and Outreach Program

The Military Heritage and Outreach Program aims to instil in the Canadian public a sense of pride by sharing Canada’s military history and traditions, showcasing Canadian military expertise and values, and developing leadership and good citizenship in Canada’s youth. Results are accomplished through the delivery of military awareness events, historical preservation and communication services, and youth training opportunities. This Program also contributes to a cohesive culture within the Canadian Armed Forces and the Department of National Defence and helps to build and promote the Canadian identity. The Military Heritage and Outreach Program is directed to the Canadian Armed Forces, the Canadian public and the international community.

Battle Honours

Description: Information dealing with Battle Honours.

Document Types: Battle Honours presented to military units.

Record Number: DND DOC 415              

Historical Matters

Description: Specific official and unit histories, access to documents, bilingualism, instructions to historians, printing and distribution, information on annual historical reports and diaries, and the production of official histories.

Document Types: Land environment; air environment; and sea environment.

Record Number: DND DMH 070

Military History Document Collections

Description: Information on almost all activities of the Canadian Forces from the early twentieth century to recent times. Beginning dates vary from the turn of the century to the Second World War.

Document Types: Military historical documentation. Note: Files arranged by subject and accession number, source, author, or title.

Record Number: DND DMH 075                          

Badges and Insignia

Description: Information dealing with the Badges and Insignia of the Canadian Forces.

Document Types: Badges and Insignia for Canadian Forces; commands; units; branches; ranks; and qualification.

Record Number: DND DOC 410                          

Colours, Flags

Description: Information dealing with colours and flags.

Document Types: Flags; pennants; colours; devices; and accessories.

Record Number: DND DOC 425              

Ceremonies, Celebrations

Description: Information dealing with participation, by the Department of National Defence, in ceremonies and celebrations.

Document Types: Ceremonies and celebrations; centennials; and observance of special days.

Record Number: DND DOC 420                          

History, Heritage and Honours

Description: This bank contains: listings of personnel who have received military honours and awards, and certain limited military ceremonies concerning: buildings, freedom of cities, Governor General, royalty, ships and related activities such as unit commemorative events.

Class of Individuals: This bank applies to members of the CF and civilian employees of DND.

Purpose: The purpose of this bank is to establish and maintain a record of: certain limited DND ceremonial activities, primarily of a military nature, and honours and awards accorded to members of the CF.

Consistent Uses: There are no other consistent uses.

Retention and Disposal Standards: Records are retained for five calendar years and then transferred to Library and Archives Canada.

RDA Number: 98/005

Related Record Number: DND DOC 420, DND DOC 445

TBS Registration: 000192

Bank Number: DND PPE 823          

Dress Instructions

Description: Information on dress regulations and clothing requirements in the Canadian Forces.

Document Types: Ceremonial; environmental; women personnel; design; officers; other ranks; and special purpose.

Record Number: DND DOC 440                          

Honours and Awards

Description: Information on Honours and Awards.

Document Types: Honours; awards; citations; commendations; medals; and decorations.

Record Number: DND DOC 445              

History, Heritage and Honours

Description: This bank contains: listings of personnel who have received military honours and awards, and certain limited military ceremonies concerning: buildings, freedom of cities, Governor General, royalty, ships and related activities such as unit commemorative events.

Class of Individuals: This bank applies to members of the CF and civilian employees of DND.

Purpose: The purpose of this bank is to establish and maintain a record of: certain limited Department of DND ceremonial activities, primarily of a military nature, and honours and awards accorded to members of the CF.

Consistent Uses: There are no other consistent uses.

Retention and Disposal Standards: Records are retained for five calendar years and then transferred to Library and Archives Canada.

RDA Number: 98/005

Related Record Number: DND DOC 420, DND DOC 445

TBS Registration: 000192

Bank Number: DND PPE 823          

Bands

Description: Information dealing with Bands of the Canadian Forces.

Document Types: Policy; music and songs; regimental marches and calls; organization; and participation in ceremonies.

Record Number: DND DOC 435

Cadets and Junior Canadian Rangers

Description: Information on the organization, administration, establishment of Cadet Corps and Squadrons and Junior Canadian Ranger Patrols.  Information on Cadet training, exchanges, Regional / National Directed Activities; Mandatory; optional and complimentary training.

Document Types: Memorandums of Understanding; ministerial directives; briefing notes; Cadet Administration and Training Orders; Junior Canadian Rangers Administration and Training Orders; Letters; Records of Decisions; QR (Cadets); Military Personnel Instructions; Standard Operating Procedures; Qualification Standards and Plans; Instructional Guides; Promotional Materials; Directives; Significant Incident Reports; Statistical Reports; Program Evaluation and Validation Reports

Record Number: DND RCD 340  

Information on Cadets (Air, Army, Sea) and Junior Canadian Rangers

Description: This bank describes information about applicants and members of the Cadet Corps (Sea, Army, Air) and Junior Canadian Rangers. Personal information may include: name, signature, consent, and contact information of individual and parent(s) or guardian(s), biographical information, date of birth, educational information, medical information, language, physical attributes, cadet unique identifier (CUID), pay, training, service, and assessment information, Social Insurance Number (SIN), and financial institution information.

Class of Individuals: This bank applies to Applicants and members of the Cadets Corps (Sea, Army, Air) and Junior Canadian Rangers as defined in Queen's Regulations and Orders for the Canadian Cadet Organizations (QR (Cadets)) and their parent(s) or guardian(s).

Purpose: Information is collected for the administration of the Cadet Corps (Sea, Army, Air) and Junior Canadian Rangers. The Social Insurance Number (SIN) is collected for income tax purposes.

Consistent Uses: The Social Insurance Number (SIN) is shared with Canada Revenue Agency for income tax purposes. Information may be used for audit, evaluation, research and/or statistical purposes.

Retention and Disposal Standards: Original copies of records are provided to the individual upon their termination of membership. Photocopies of original records are retained until the individual reaches the age of 25 and are then destroyed.

RDA Number: 98/005

Related Record Number: DND RCD 340

TBS Registration: 000207

Bank Number: DND PPU 839         

Instructional Material

Description: Instructional pamphlets, books, manuals, etc. resulting from the development of land doctrine.

Document Types: Publications

Record Number: DND LDO 210               

DEFENCE REMAINS CONTINUALLY PREPARED TO DELIVER NATIONAL DEFENCE AND DEFENCE SERVICES IN ALIGNMENT WITH CANADIAN INTERESTS AND VALUES

Defence Ready Force Element Production Program

The Defence Ready Force Element Production Program produces and renews force elements on a continual basis for use in Defence Combat and Support Operations, as well as for the delivery of Defence Services and Contributions to Government, in order to increase the likelihood of success and decrease risk of failure in the defence of Canada and promotion of Canadian interests. Results are delivered by assembling force elements from the fundamental elements of Defence capability (i.e., military personnel, materiel and information systems, information, and, in some cases, real property), and integrating them through various training and certification programs so that they have the requisite amount of readiness in order to fulfill predefined roles within the operations for which they are destined. The term readiness refers to the volume, endurance, responsiveness and capability attributes of force elements that are not employed. These attributes are used to determine the degree of risk that would be associated with assigning them to fulfill perspective role(s) within on-going or contingency operations. The force elements produced by the Defence Ready Force Elements Production Program are organized into portfolios according to the land, aerospace, and maritime environments in which they operate. There are also portfolios for force elements that operate jointly across these domains and force elements that provide common support functions. Across these portfolios, force elements are produced to meet readiness targets. These readiness targets ensure that production can be sustained over short- and medium-term time horizons and that the number of force elements available for employment in on-going and contingency operations is in accordance with acceptable levels of operational risk.

Force Elements Readiness Sustainment Program

The Force Elements Readiness Sustainment Program aims to sustain the readiness state of force elements that have been assigned to roles that require them to be ready for operations. The force elements produced by the Canadian Armed Forces are organized into portfolios according to the land, aerospace, and maritime environments in which they operate. There are also portfolios for force elements that operate jointly across these domains and force elements that provide common support functions. In each portfolio there are subsets of force elements that are in one of three states: assigned to roles that required them to be ready to respond to contingency operations; delivering Defence operations and services; or in a reduced state of readiness. This Program focuses on force elements in the first of these states. In some cases the existence of ready force elements can act as a deterrent against threats. Results are achieved through the provision of periodic training, exercises, validation activities, and related production services which ensure that force elements capabilities that have been assigned to roles in contingency operations do not degrade and that these force elements remain responsive to fulfill assigned roles when called upon. Defence Services and Contributions to Government Program. Force elements participating in this program may be returned to Force Elements Integration Training Program for short periods. They may also be moved to the Force Elements Production Program once they have exceeded the amount of time for which they have been assigned to a contingency role.

Land Operations

Description: Information pertaining to land operations including land tactical doctrine, reports and plans as well as Low Level Air Defence operations including policy, automatic data processing system, structures and management control systems, drawings, specifications, research and development, simulation, technical information, test and trials, and committees, etc.

Document Type: Land tactical doctrine, reports, plans, policy, data, drawings, specifications, research, simulation, and technical information.

Record Number: DND OPS 030

Maritime Operations

Description: Information pertaining to maritime operations including employment in the maritime forces, fisheries, research and development, movement of ships and vessels, emergency and operational readiness, etc.

Document Types: Employment of maritime forces; ships' movement reporting system; naval gunfire support; operational readiness; and International Commission on North Atlantic Fisheries - fisheries patrols.

Record Number: DND MDO 190

Maritime Operations - Contingency

Description: Correspondence on maritime contingency operations.

Document Types: Civil direction of shipping; naval control of shipping; naval officer-in-charge organization; and fisheries emergency control organization.

Record Number: DND MDO 195

Maritime Defence

Description: Information pertaining to maritime defence including emergencies, deployment, planning, security, international waters, Royal Canadian Navy and Control System, etc. 

Document Types: Defence of ships; utilization of government-owned vessels during emergency or war; torpedo counter-measures; maritime forces deployment; Maritime Defence in the Arctic; security of Canadian ports, internal waters, and shipping.

Record Number: DND MDO 185  

Warfare - Anti-submarine

Description: Information on systems and techniques employed in anti-submarine warfare.

Document Types: Detection systems; and sound surveillance.

Record Number: DND ADO 280   

Auxiliary Fleet Administration

Description: Correspondence on the administration of the auxiliary fleet.

Document Types: General administration; docking and undocking reports; finance and accounting; replacement program; equipment; and personnel.

Record Number: DND MDO 170              

Air Regulations and Orders

Description: Information on air worthiness.

Document Types: Aircraft infraction reports, investigations, policies and procedures, air worthiness requirements, air regulation orders.

Record Number: DND ADO 240

Air Traffic Control

Description: Information on matters related to Air Traffic Control, mainly on a day-to-day basis in a peacetime environment.

Document Types: Reference material on policies and procedures; DND/TC use of airspace, MOU, LOAs and waivers, and program standards.

Record Number: DND ADO 245               

Air Weapons Safety

Description: Information on Air Weapons Safety in general.

Document Types: Reference material on policies and procedures, surveys and reports.

Record Number: DND ADO 250               

Canadian Forces Mobile Support Equipment Safety Program

Description: Information on the administration of the Canadian Forces Mobile Support Equipment Safety Program.

Document Types: Reports, returns and statistics; and competitions and awards.

Record Number: DND TRD 690

Aircraft Accidents

Description: Correspondence relating to general policy concerning Aircraft Accidents, investigations, and summaries of accidents in the Canadian Forces and other countries, replies to requests by the public for information, and aircraft salvage and wreckage recovery. Files on each aircraft in the Canadian Forces inventory contain reports of accidents and incidents to that aircraft.

Document Types: Aircraft Accidents - general; returns and summaries; aircraft of other countries; investigations; Canadian Forces and Transport Canada coordination; and salvage and wreckage recovery.

Record Number: DND FSD 090

Aircraft Flight Safety

Description: Correspondence dealing with general policy, guidelines, bulletins, posters, publications, awards, operational hazards and foreign object damage associated with flight safety.

Document Types: Statistics; industrial flight safety surveys; and bird hazards

Record Number: DND FSD 095               

Maritime Collisions

Description: Correspondence and reports on collisions at sea.

Document Types: Groundings; berthing incidents; and mishaps.

Record Number: DND MDO 175  

Flight Information

Description: Notices to airmen and women, instrument letdown procedures.

Document Types: publications; and aeronautical charts, flying regulations, orders and instructions.

Record Number: DND ADO 255

CANSOFCOM Readiness

Description: Records created during the development, generation, employment and sustainment of Special Operations Forces.

Document Types: Command briefings, facilities, intelligence, studies, publications, plans, and analyses.

Record Number: DND MDO 200

Food Services

Description: Information on the provision of Food Services in the Canadian Forces.

Document Types: General; staff visits; and unit returns.

Record Number: DND SUB 675

Postal Services

Description: Information on the Canadian Forces postal service.

Document Types: Handling of mail; regulations; postal inspections; special arrangements; and financial operations.

Record Number: DND TRD 685

Force Elements Integration Training Program

The Force Elements Integration Training Program produces force elements with enhanced levels of interoperability with other force elements so that they can operate together, to achieve the collective objectives of a larger formation. The force elements received by this Program are organized into portfolios according to the land, aerospace and maritime environments in which they operate. There are also portfolios for force elements that operate jointly across these domains and force elements that provide common support functions. Results are achieved through the execution of training events in which force elements within the same portfolio exercise together for the explicit purpose of enhancing interoperability. Results are also achieved through training events where the explicit focus is interoperability between force elements in different portfolios. These are considered joint training events. International (combined) training events focus on the interoperability of force elements produced in Canada with those of allied nations. After partaking in this Program, force elements typically attain new or improved abilities to deliver a broader range of military effects during a defence operation and therefore this Program enables them to enhance their state of readiness. If the level of readiness attained through this Program is sufficient, then individual force elements may be assigned to fulfill a contingency role or they may be employed to deliver Defence operations or Defence services already in progress. They may also be delivered back to the Defence Ready Force Element Production Program.

International Military Training and Cooperation

Description: Information pertaining to foreign military training including courses available, locations, policies and procedures, personnel, etc.

Document Types: Cooperation/agreement documentation with member countries, admission/participation of member countries, performance and risk reporting, projects sponsored by GAC, country rating profiles, communication with Canadian Defence Attachés, trip reports, special project approval documents and ministerial submissions.

Record Number: DND RDP 759

Chemical, Biological, Radiological and Nuclear Defence

Description: Information on the Canadian Forces defence to Chemical, Biological, Radiological and Nuclear threats as it relates to training and equipping the Canadian Forces.

Document Types: Equipment; and nuclear, biological and chemical training.

Record Number: DND MPO 295

Force Elements Production Program

The Force Elements Production Program aims to produce individual force elements with the ability to operate effectively as a cohesive unit, as per their design specification. The force elements produced by the Canadian Armed Forces are organized into portfolios according to the land, aerospace and maritime environments in which they operate. There are also portfolios for force elements that operate jointly across these environments and force elements that provide common support functions. This Program delivers results by assembling force elements from the fundamental elements of Defence capability (i.e., military personnel, materiel and information systems, information, and, in some cases, real property) and integrating them through various training and certification programs. Within this Program individual force elements attain a certain degree of readiness. If a sufficient level of readiness is attained, then individual force elements may be assigned to fulfill a contingency role or they may be directly employed to deliver Defence operations or Defence services that are already in progress. However, this program does not necessarily provide individual force elements with the ability to operate effectively as part of a larger integrated formation. If the force elements produced by this Program require advanced levels of interoperability, then they may be assigned to take part in the Force Element Integration Training Program.

Air Training

Description: Information pertaining to air training including training in various modes of air travel, flight simulator, flight safety, parachuting, aircrew procedures, systems and technical training, etc.              

Document Types: Training flights; flying boats; parachuting; aircrew; packer rigger; weapons instructor; and meteorology, air operational, search and rescue staff studies, aircrew training, proficiency flying & examinations, aerospace systems courses, tactical airlift training, familiarization flight, and flying supervisor’s course.        

Record Number: DND ADO 290   

Operational Readiness Production Coordination and Command and Control Program

The Operational Readiness Production Coordination and Command and Control Program aims to deliver the command and control structures that support the readiness and balance of Maritime, Land, Aerospace, Special Operations, and Joint and Common force elements. This is accomplished through the development of plans, distribution of resources, coordination of activities, and exercise of overarching control. This supports the programs that provide individual force elements and integrated Forces that are ready to be employed in Defence operations or deliver Defence services.

Command and Control - Land

Description: Information on development and user input to command and control system, development of operational concepts and organization for the land forces, and combat development in Canada.

Document Types: Command briefings, productions, facilities, intelligence, studies, publications, plans, and analyses.

Record Number: DND LDO 205               

Command and Control - Sea

Description: Correspondence on the various maritime systems, generically called command and control systems, which are concerned with the collection, evaluation, display, and dissemination of tactical information to permit effective command of a force at sea.

Document Types: Command briefing, productions, facilities, intelligence, studies, and publications, plans, and analyses.

Record Number: DND MDO 180              

Command and Control - Air

Description: Correspondence on the various air systems, generically called command and control systems, which are concerned with the collection, evaluation, display, and dissemination of tactical information to permit effective command of air forces.

Document Types: Command briefing, productions, facilities, intelligence, studies, and publications, plans, and analyses.

Record Number: DND ADO 180               

Defence Capability Elements Production Program

The Defence Capability Elements Production Program aims to sustain Defence by producing and maintaining portfolios of the fundamental Defence capability elements so that they are continuously available in the appropriate quantity, combination and condition to sustain the chain of programs delivered by Defence, from the Defence Capability Development and Research Program through to the Defence Ready Force Elements Production Program, which collectively give Defence the ability to conduct Defence Combat and Support Operations as well as deliver Defence Services and Contributions to Government. The primary elements of Defence capability are military personnel, materiel and information systems, information, and real property. A fundamental focus of the Defence Capability Elements Production Program is to provide an adequate and sustained supply of individual military personnel and materiel in the near-term and over long-term time horizons so that they can be integrated to produce force elements within the Defence Ready Force Element Production Program. Results are achieved through military personnel and organization; materiel; real property; or information systems. A lifecycle approach is used to manage each portfolio. The essential aspects of the lifecycle approach are sub-sub-programs that provide the principle lifecycle functions: introduction into service; maintenance, upgrade and supply; release from service; portfolio management; and overarching co-ordination and control. The character of activity that occurs within each of these primary functions depends on the portfolio of entities being produced and therefore the desegregation of the lifecycle functions into sub-sub-programs is unique to each portfolio. The authority for this program is derived from the National Defence Act.

The Military Personnel and Organization Lifecycle

Program seeks to enable the production of ready force elements and fulfill obligations of Defence Combat and Support Operations, Defence Services and Contributions to Government, and Defence Capability Development and Research through the provision of the military establishment, personnel, and personnel services. The Program also honours and recognizes the service and unique sacrifices of our military personnel, provides for a safe and secure workplace, and ensures the appropriate conduct of Defence military personnel. It ensures that personnel are available in the quantity, mix of occupations and with the requisite occupational skills that provides for an optimized military establishment that enables the readiness and employment of multi-purpose combat capable forces and other Defence services. The Program oversees the availability of Regular and Reserve Force personnel to fulfill the military establishment, and the delivery of services provided to the personnel, including recruitment services; transition and release services; professional development services, occupation training services; morale and well being services; health care services; compensation and benefits services, honours and recognition services, security, protection, justice and safety services, and the planning and governance of the Program. The Program coordinates the execution of subordinate programs responsible for promoting a unified Defence culture and a safe and secure workplace and the planning and governance of the Program. The authority for this Program is derived from the National Defence Act.

Canadian Forces Physical Education and Recreation

Description: Information on the Canadian Forces Physical Education and Recreation programs.

Document Types: Policy; physical education and recreation - sports; and sports competitions and championships - national and international.

Record Number: DND PSB 395

Officer Development

Description: Information on Officer Development, education, training, and commissioning requirements.

Document Types: Officer professional development program; the granting of degrees; post commissioning - general; entry and initial training; staff courses - general; and staff college training requirements.

Record Number: DND PDB 365               

Occupation Evaluation and Structure

Description: Information on military occupation evaluation structure and specifications.

Document Types: Policy on military occupation.

Record Number: DND MUD 585

Employment

Description: Information on the Employment of personnel in the Canadian Forces.

Document Types: Military employment of personnel resources and military reserves employment.

Record Number: DND MUD 565                          

Cadet Instructors Cadre Personal Information Bank

Description: The bank consists of individual personnel documents and files, which contain personal information on officers of the Cadet Instructors Cadre (CIC). Contents include enrolment documentation, letters of reference, educational documentation, route letters, course reports, CIC Career Transaction Forms, pay authorization documents, Performance Evaluation Reports, medical and dental plan information, employment information and personal information documents containing service number, rank, surname, given names, addresses, telephone numbers, dates of birth, marital status, next of kin, military service, honours and awards, language capabilities, etc.

Class of Individuals: This bank applies to officers of the Cadet Instructors Cadre (CIC).

Purpose: These personnel documents and files are maintained for the purpose of preserving administrative details of a CIC officer's career.

Consistent Uses: There are no other consistent uses.

Retention and Disposal Standards: Following the release of the CIC officer the unit holding the personnel documents and files will retain them for a period of three years at which time they are then forwarded to Library and Archives Canada.

RDA Number: 98/005

Related Record Number: DND MUD 565

TBS Registration: 004440

Bank Number: DND PPE 822

Canadian Forces Employment Equity Program

Description: The bank contains personal information (Protected B) on members which is collected by means of a self-identification survey. Respondents are asked on a voluntary basis to identify whether or not they are a member of a designated group (Aboriginal person, visible minority, woman, or person with disability).

Class of Individuals: This bank applies to members of the Regular Force and Primary Reserves.

Purpose: The purpose of this bank is to provide documentation for the implementation of employment equity in the CF falling under the Employment Equity Act, Part 1, Section 9. Data are collected to provide a comprehensive picture of members by designated group status.

Consistent Uses: The CF may collect data for statistical purposes. The information gathered will be used for institutional purposes in the CF Employment Equity program to: identify and eliminate employment barriers against persons in designated groups, and introduce temporary special measures to ensure that designated groups participate in and are equitably represented in the CF, for policy and planning purposes related to employment equity. This information may only be disclosed in aggregate statistical form. However, if it is possible to identify an individual or individuals as a consequence of small numbers affected, those statistics shall not be disclosed. This information is used to compile a personnel profile of members; and compare the situation of designated group members with non-designated group members within the CF.

Retention and Disposal Standards: The data collected is maintained in perpetuity, in accordance with the Employment Equity Act. The actual forms are retained for five years and are then destroyed.

RDA Number: 98/005

Related Record Number: DND MUD 565

TBS Registration: 003342

Bank Number: DND PPE 816

Enrolment and Recruiting

Description: Information dealing with Enrolment and Recruiting within the Canadian Forces.

Document Types: Recruiting advertising; enrolment enquiries for Canadians, aliens, and officer applicants, and for regular officer training plan; enrolment applications for officer candidate training plan and for females.

Record Number: DND RET 375                           

Enrolment Bank - Applicants

Description: This bank contains all enrolment applications and documentation; and may contain photocopies of personal documents, including: citizenship certificates, birth certificates, educational transcripts, curriculum vitae, and records of decisions of acceptance or rejection.

Class of Individuals: This bank applies to applicants for enrolment in the CF.

Purpose: The purpose of this bank is to maintain records, for administrative and statistical purposes, of persons applying for service careers.

Consistent Uses: The information in this bank is used to determine applicants' suitability for enrolment in the Canadian Forces, to determine whether or not suitable applicants will be offered enrolment, to establish terms of service that will be offered on enrolment to selected applicants and to formulate enrolment offers for selected applicants. Documents intended solely to determine suitability and aid in selection are not used for any other purpose. Basic identifying documents, documents related to entitlement to benefits after enrolment and those related to terms of service become part of the permanent personnel file following enrolment. Statistical data based on this bank does not include the identity of individual applicants.

Retention and Disposal Standards: Crew results, test results and CREW survey statistics are provided to data bank DND PPE 815 and documentation relating to successful applicants is transferred to the appropriate Particular Employee (PE) bank on enrolment. Unsuccessful applicants' records relating to unsuccessful applicants are destroyed after three calendar years.

RDA Number: 98/005

Related Record Number: DND RET 375

TBS Registration: 000166

Bank Number: DND PPU 025

Establishment and Official Position List

Description: Policy guidance, procedures, and correspondence files dealing with Canadian Forces establishments and the civilian official position list.

Document Types: Canadian Forces establishments (monthly and quarterly establishment recapitulations); civilian official position list; on-site manpower evaluation reports.

Record Number: DND OMD 160              

Organization

Description: Information on departmental Organization structure and Canadian Forces Organization Orders.

Document Types: Organization policy and procedures; Canadian Forces Organization Orders; and unit identification codes.

Record Number: DND OMD 155              

Health Care Programs and Services

Description: Includes records related to the administration of Canada’s military health system.  These records help to manage and deliver the institution’s medical, dental, psychosocial programs and services, public health, occupational health, educational, regulatory, research, administrative, and advisory functions.

Document Types: Corporate documents, including Executive Direction, Chain of Command, Professional-Technical Network, Senior Review Board/Project Management Board Inputs, and Executive Meeting Records. Documents regarding Spectrum of Care, entitlements to CF Health programs, services and treatment, health assessments and recruitment health. Pharmaceuticals, drugs and health products records. Performance Measurement, Workload Measurement, including monitoring and evaluating outcomes, Quality Assurance and Quality improvement Reports (Internal Audit), Action Plans and Lessons Learned. Force Health Protection including strategies to enhance health promotion, illness prevention and risk mitigation, and indicators of health. Medical operations including health science, research and development, reports, surveillance, tracking and statistics, health studies, surveys, publications, service contract administration records and accreditation records

Record Number: DND SGB 495               

Medical Professional Standards Register

Description: This bank contains: correspondence between Director General Health Services (DGHS) and the professional licensing body, correspondence between various agencies of DND concerning professional standards, minutes of the medical professional standards considering these cases, notes concerning the CF Medical Service (CFMS) members about whom concerns for professional competence and behaviour has been raised.

Class of Individuals: This bank applies to any or all CFMS personnel.

Purpose: The purpose of this bank is to maintain information on CF Medical Service personnel whose professional performance has been under consideration and the type of action that has been taken. The information will be made known only to those: individuals under review, and in the necessary chain of command for necessary action.

Consistent Uses: Information held in this bank may be disclosed to the CF Health Services Group (CF H Svcs Gp) professional-technical bodies, committees and investigators that review and investigate complaints about patient care, that determine whether a complaint is related to deficiencies of a systemic nature and/or problem with the competence and/or conduct of a CF health care provider, or that review the credentials, references, experience and other requirements of all CF H Svcs Gp health care providers and recommend on privileges and scope of practice.

Retention and Disposal Standards: The information will be retained for 5 years after the release from the Department and will then be destroyed. However where a change or complaint has been cleared, this information will be clearly attached to the specific case.

RDA Number: 98/005

Related Record Number: DND SGB 495

TBS Registration: 003960

Bank Number: DND PPU 898

Dental Records

Description: This bank contains assessments of dental fitness to perform duties as a serving regular member of the CF and records of active dental treatment. The data includes: comments and opinions, dental and medical histories, special dental and medical examinations, and tests.

Class of Individuals: This bank applies to members of the CF.

Purpose: Dental Records are used for ongoing planning and provision of required dental treatment throughout an individual's career, and may also be used for forensic identification during and following service in the CF. Information may be disclosed to appropriate personnel with Veterans Affairs Canada (VAC) for the purpose of administering benefits under the Pension Act or the Canadian Forces Members and Veterans Re-establishment and Compensation Act.

Consistent Uses: In accordance with applicable laws information is also shared with VAC's Rehabilitation Services and Vocational Assistance (VAC PPU 300) for the purpose of delivering Rehabilitation Services and Vocational Assistance to eligible DND participants. Information described in this bank may be shared with VAC's Disability Awards, Death Benefits and Detention Benefits Program (VAC PPU 560). In accordance with applicable laws the information may also be provided to qualified medical practitioners, health professionals, social agencies (established or accredited by federal or provincial law) and program administrators so that they may adequately provide a social or health service.

Retention and Disposal Standards: During the service career, Dental Records are retained by the dental detachment responsible for the individual's treatment requirements. One year after member's release from the CF, records are transferred to Library and Archives Canada.

RDA Number: 98/005

Related Record Number: DND  SGB 495

TBS Registration: 004317

Bank Number: DND PPE 811          

Medical Records

Description: This bank describes information relating to assessments of medical fitness to perform duties as a serving member of the Canadian Forces (CF). It also describes information related to medical care, including care given to CF members and other individuals at CF Medical Clinics. Personal information may include: name, date of birth, *Social Insurance Number (SIN), military or other identification number such as a provincial health card number, Military Occupation Code, clinic visit dates, date of release, details relating to medical histories, opinions and views, information related to special medical examinations and tests, and relationship to the serving member, if any.

Class of Individuals: Current and former members of the CF, spouses and dependants of serving members, others entitled to CF medical care including contractors, RCMP, and other individuals who are treated at CF facilities.

Purpose: The information is used to assess medical fitness to perform duties as a serving member of the Canadian Forces and to provide medical care to individuals, including non-CF personnel, if applicable. *The Social Insurance Number (SIN) was used as an identifier for Department of National Defence personnel between the years 1960 to 1990.

Consistent Uses: The information serves as a reference source for medical treatment and career medical/administrative/pension decisions, and as a data source for occupational and population health activities. Specific information may be disclosed personnel within Veterans Affairs Canada (Personal Information Bank no. VAC PPU 055, Pensions and Compensation) for the purpose of assessing and administering claims made under the Canadian Forces Members and Veterans Re-establishment and Compensation Act. In fulfillment of the necessary review of occupational and population health functions, information may be disclosed to members of the Surgeon General Professional Technical network for the purpose of reviewing the health status of or care provided to an individual or specified group. Relevant results of the analysis of the health status of or standard of care provided to groups of individuals may be provided to the individuals involved and / or to DND / CF authorities. Information held in this bank may also be used to conduct training/educational programs for health practitioners. Specific information relevant to an incident of death or injury may be disclosed to a Summary Investigation  and any other mandated DND/CF accident or hazardous occurrence investigation to a Board of Inquiry (Personal Information Bank no. DND PPU 832, Boards of Inquiry/Summary Investigations), the CF Military Police (Personal Information Bank no. DND PPE 835, Military Police Investigation Case Files), and specified Investigative Bodies for the purpose of carrying out a lawful investigation, to Provincial and Municipal Authorities according to existing statutes, and as required for use in judicial proceedings.

Retention and Disposal Standards: One year after a member's release, records are transferred to Library and Archives Canada.

RDA Number: 98/005

Related Record Number: DND SGB 495

TBS Registration: 004316

Bank Number: DND PPE 810

Psychosocial Services

Description: This bank describes information about individuals who are seen by psychosocial services clinicians. Personal information may include name, date of birth, *Social Insurance Number, military or other identification number, such as a provincial health card number, Military Occupation Code, place and date of interview(s), rank, relationship to the serving member, and opinions and views.

Class of Individuals: This bank applies to: Current and former members of the CF, spouses and dependants of serving members and others entitled to receive psychosocial services, including contractors, RCMP, and other individuals who are treated at CF facilities.

Purpose: The information is used by psychosocial services clinicians to treat individuals and for case management. *The Social Insurance Number (SIN) was used as an identifier for Department of National Defence personnel between the years 1960 to 1990.

Consistent Uses: The information serves as a reference source for treatment and career administrative/pension decisions and as a data source for occupational and population health activities. Information may also be disclosed to personnel within Veterans Affairs Canada (Personal Information Bank no. VAC PPU 055, Pensions and Compensation) for the purpose of administering claims made under the Canadian Forces Members and Veterans Re-establishment and Compensation Act. In fulfilment of the necessary review of occupational and population psychosocial functions, information may be disclosed to members of the Surgeon General Professional Technical Network for the purpose of reviewing the psychosocial status of or care provided to the individuals involved and/or to DND/CF authorities. Information may also be used to conduct training/educational programs for psychosocial students. Information may also be used for audit, evaluation, research, and/ or statistical purposes. Specific information relevant to an incident of death or injury may be disclosed to a Summary Investigation and any other mandated DND/CF accident or hazardous occurrence investigation to a Board of Inquiry (Personal Information Bank no. DND PPU 832, Boards of Inquiry/Summary Investigations), the CF Military Police (Personal Information Bank no. DND PPE 835, Military Police Investigation Case Files), and specified Investigative Bodies for the purpose of carrying out a lawful investigation, to Provincial and Municipal Authorities according to existing statutes, and as required for use in judicial proceedings.

Retention and Disposal Standards: One year after a member's release or one year after the closure of a case, records are transferred to Library and Archives Canada.

RDA Number: 1985/012

Related Record Number: DND SGB 495

TBS Registration: 000181

Bank Number: DND PPE 812          

Welfare

Description: Information dealing with the Canadian Forces Welfare Program and Services.

Document Types: Financial counselling, and social work services.

Record Number: DND PSB 405

Financial Assistance - Canadian Forces Personnel Assistance Fund (CFPAF)

Description: This bank contains applications for financial assistance from the Canadian Forces Personnel Assistance Fund. The bank also contains loan records and contracts.

Class of Individuals: This bank applies to current and former CF Regular Force personnel and eligible members of the Reserves.

Purpose: The purpose of this bank is to maintain a file of past and present CF personnel who applied for and obtained financial assistance from CFPAF; loan accounts, current and archived and loan contracts.

Consistent Uses: The information is strictly used for the administration (management) of the financial assistance programme. Aside from this there are no other uses.

Retention and Disposal Standards: Loan records and accounts are destroyed seven calendar years after a loan is paid up and application files are destroyed after three calendar years of inactivity.

RDA Number: 98/005

Related Record Number: DND PSB 405

TBS Registration: 005346

Bank Number: DND PPE 802          

Financial Counselling - SISIP Financial Services

Description: This bank contains financial information with respect to Canadian Forces personnel who are financial counselling clients.

Class of Individuals: This bank applies to current members of the Canadian Forces.

Purpose: The purpose of this bank is to maintain a file on those individuals who are financial counselling clients.

Consistent Uses: The information is strictly used for the administration (management) of the financial counselling programme. Aside from this, there are no other uses.

Retention and Disposal Standards: Files on clients who have received loans are retained for two years after the file has been closed. The file is then destroyed. Files on clients who have not received any loans are destroyed when the counselling service has been completed.

RDA Number: 98/005

Related Record Number: DND PSB 405

TBS Registration: 005347

Bank Number: DND PPE 803          

Financial Planning - SISIP Financial Services

Description: This bank contains applications for financial planning services, investment instructions and financial information with respect to our clients.

Class of Individuals: This bank applies to current and former members of the Canadian Forces and Canadian Forces Personnel Support Agency employees.

Purpose: The purpose of this bank is to maintain a file on clients who are Financial Planning clients.

Consistent Uses: The information is strictly used for the administration, management of the financial planning program. Aside from this, there are no other uses.

Retention and Disposal Standards: Records are destroyed seven years after the death of a client or cancellation of the services.

RDA Number: 98/005

Related Record Number: DND PSB 405

TBS Registration: 005348

Bank Number: DND PPE 804          

Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and their Families

Description: This information bank, situated within National Defence Headquarters in Ottawa, contains records of information about clients and services provided to them. Clients are members and former members of the Canadian Forces and their families who have contacted the Centre for assistance. The Centre is operated by the Department of National Defence, but also includes staff from Veterans Affairs Canada. Personal information is obtained directly from clients and from other government and private sector sources at the clients' request. Records may be received and retained on paper or other electronic media. The information is used to coordinate assistance to clients by answering their questions, referring them to other agencies, and in some cases providing services funded by the Centre. In some instances the Centre initiates contact with potential clients based on information collected in the Canadian Forces Casualty Data Base, which is also operated by the Centre.

Class of Individuals: Members and former members of the Canadian Forces and their families.

Purpose: Information in the bank is used by staff to identify programs and services to which clients may be referred for assistance, and for case management and documentation of assistance provided. In providing assistance, personal information is disclosed to other components of the Department of National Defence, Veterans Affairs Canada and other government and private sector agencies only with the client's knowledge and consent. Information may be disclosed to appropriate personnel with Veterans Affairs Canada (VAC) for the purpose of administering benefits under the Pension Act or the Canadian Forces Members and Veterans Re-establishment and Compensation Act.

Consistent Uses: Information of an anecdotal nature, that does not identify individual clients, may be shared with senior management of the Department of National Defence or Veterans Affairs Canada for the purpose of problem identification and program evaluation. In accordance with applicable laws information is also shared with VAC's Rehabilitation Services and Vocational Assistance (VAC PPU 300) for the purpose of delivering Rehabilitation Services and Vocational Assistance to eligible DND participants. Information described in this bank may be shared with VAC's Disability Awards, Death Benefits and Detention Benefits Program (VAC PPU 560). In accordance with applicable laws the information may also be provided to qualified medical practitioners, health professionals, social agencies (established or accredited by federal or provincial law) and program administrators so that they may adequately provide a social or health service. Information may be shared with private sector organisations in a manner that does not identify individual clients, to assist in the development and operation of their programs and services for members and former members of the Canadian Forces. No other use is made of personal information unless authorized pursuant to the Privacy Act.

Retention and Disposal Standards: Files are destroyed five years after their last administrative use by the Centre.

RDA Number: 98/005

Related Record Number: DND PSB 405

TBS Registration: 005370

Bank Number: DND PPU 824

Canadian Forces Casualty Database

Description: This information bank, situated within National Defence Headquarters in Ottawa, contains records of serious injuries, illnesses and deaths of Canadian Forces members. This information is provided by individual Canadian Forces units for storage in a central database administered by the Department of National Defence and Veterans Affairs Canada Centre for Support of Injured and Retired Members and their Families. It is solely maintained by staff of the Department of National Defence.

Class of Individuals: Members of the Canadian Forces.

Purpose: Information in this bank is used by DND staff to ensure that seriously injured and ill members and their families are referred for assistance to any programs and services, which may help them. In the case of death, the information is used to coordinate the provision of benefits to surviving family members, as well as to facilitate the tracking of gravesites of deceased CF members. In providing assistance, personal information will be disclosed to other components of the Department of National Defence, Veterans Affairs Canada and other government and private sector agencies only with the client's knowledge and consent. Information may be disclosed to appropriate personnel with Veterans Affairs Canada (VAC) for the purpose of administering benefits under the Pension Act or the Canadian Forces Members and Veterans Re-establishment and Compensation Act.

Consistent Uses: Information of an anecdotal nature, that does not identify individual clients, may be shared with senior management of the Department of National Defence and leadership of the Canadian Forces for the purpose of problem identification. In accordance with applicable laws information is also shared with VAC's Rehabilitation Services and Vocational Assistance (VAC PPU 300) for the purpose of delivering Rehabilitation Services and Vocational Assistance to eligible DND participants. Information described in this bank may be shared with VAC's Disability Awards, Death Benefits and Detention Benefits Program (VAC PPU 560). In accordance with applicable laws the information may also be provided to qualified medical practitioners, health professionals, social agencies (established or accredited by federal or provincial law) and program administrators so that they may adequately provide a social or health service.

Retention and Disposal Standards: Files are not destroyed, but are transferred to the Library and Archives Canada Personnel Record Centre one year after their last  administrative use.

RDA Number: 2000/014

Related Record Number: DND PSB 405

TBS Registration: 005369

Bank Number: DND PPE 817          

Personnel Insurance

Description: Information on policies and procedures for hospital and medical benefits to dependants of military personnel.

Document Types: Hospital and medical; Medicare; service income security insurance plan; etc.

Record Number: DND CBD 450                     

Designation of Additional Dependants Remuneration Supplement Claims and Hospital/Medical Claims Outside of Canada

Description: This bank contains information on personal characteristics of the person for whom application is being made. Dependant records are identified by the dependant's name, date of birth, name of serving member, relationship to the serving member, and the serving member's full name, service number, rank and Military Occupation Code.

Class of Individuals: This bank applies to: members of the CF, and dependants of members.

Purpose: The purpose of this bank is to maintain a record of designation of additional CF dependants outside of Canada for hospital and medical coverage.

Consistent Uses: There are no other consistent uses.

Retention and Disposal Standards: Records are destroyed after two calendar years.

RDA Number: 98/005

Related Record Number: DND CBD 450

TBS Registration: 000178

Bank Number: DND PPU 809         

Insurance - Service Income Security Insurance Plan (SISIP)

Description: This bank contains applications for coverage under the Service Income Security Insurance Plan (SISIP) as well as for the General Officers Insurance Plan (GOIP) for: all Regular Force, and Class C Reserve Force. The master policy is held by Maritime Life Assurance Company. The bank also contains: CF death notifications and life claim forms submitted by claimants.

Class of Individuals: This bank applies to current and former Regular Force and Class C Reserve Force members of the CF.

Purpose: The purpose of this bank is to maintain: a file of past and present CF personnel who have applied for SISIP and GOIP coverage; and a record of death and/or disability information, including benefits payable or reasons for rejection, for current and former members of the CF who are SISIP participants. Information may be disclosed to appropriate personnel with Veterans Affairs Canada (VAC) for the purpose of administering benefits under the Pension Act or the Canadian Forces Members and Veterans Re-establishment and Compensation Act.

Consistent Uses: The information is strictly used for the administration management of the SISIP programme. In accordance with applicable laws information is also shared with VAC's Rehabilitation Services and Vocational Assistance (VAC PPU 300) for the purpose of delivering Rehabilitation Services and Vocational Assistance to eligible DND participants. Information described in this bank may be shared with VAC's Financial Benefits Program (VAC PPU 510) for the purpose of calculating and administering benefits to Veterans.

Retention and Disposal Standards: Records are destroyed seven calendar years after death or cancellation of coverage.

RDA Number: 98/005

Related Record Number: DND CBD 450

TBS Registration: 000177

Bank Number: DND PPE 808          

Education of Children of Members of the Canadian Forces

Description: Information on the provision of education and facilities at the elementary and secondary levels within Canada and abroad.

Document Types: Overseas (schools); teachers' recruitment and nomination (overseas schools); financial; reports and statistics; non-resident school fees (Canada); and teachers' salaries (in Canada).

Record Number: DND DEP 465   

Dependant Education Allowances

Description: This bank consists of one database containing information concerning education and related care benefits for the dependants of DND personnel serving inside/outside Canada. This information may includes the: authorized benefits, name(s) and date(s) of birth of dependants, pertinent school years of benefit, posting location, and service number and name of DND personnel/CF members.

Class of Individuals: This bank applies to: members of the CF, civilians employed by DND outside Canada, and teachers on loan of service from municipal school boards in Canada who are recipients of benefits.

Purpose: The purpose of this bank is to track requests for and approval of education and related care benefits for the dependants of DND personnel serving inside/outside Canada.

Consistent Uses: There are no consistent uses.

Retention and Disposal Standards: Records are retained for 10 years and then destroyed.

RDA Number: 98/005

Related Record Number: DND DEP 465

TBS Registration: 003267

Bank Number: DND PPU 876

Careers

Description: Information dealing with career matters of Canadian Forces personnel including promotions, postings, engagement and re-engagement, qualifications and Remustering of tradesmen.

Document Types: Policies on careers, career development program, postings, engagement, re-mustering and promotions; posting orders and instructions; and postings - temporary duty to courses; extension of service, vested rights, and liability to serve; qualification requirements

Record Number: DND CSA 520   

Administrative Review Case Files

Description: This bank contains personal information on individuals who have been the subjects of administrative reviews related to Conduct, Misuse of Alcohol, Illicit Use of Drugs, Sexual Misconduct, Harassment, Family Violence and Abuse, and Racist Conduct, as well as information on administrative reviews related to Medical Employment Limitations. It includes documentation directly related to the individual's case from the initial incident report to the final decision, which formed the case file submitted to the Approving Authority. That same documentation was disclosed to the individual under procedural fairness at the time the administrative review was conducted. Documentation may contain duly vetted Military Police Investigation reports. Persons are identified by service number, name and initials. Information in this bank may be maintained on paper documents, as well as on microfilm and in automated form.

Class of Individuals: Members of the Canadian Forces.

Purpose: This information may be used by departmental authorities in answering applications for redress of grievances, appeals, and in determining eligibility for pensions. It is also used for research, planning, evaluation and statistical purposes. Information may be disclosed to appropriate personnel with Veterans Affairs Canada (VAC) for the purpose of administering benefits under the Pension Act or the Canadian Forces Members and Veterans Re-establishment and Compensation Act.

Consistent Uses: In accordance with applicable laws information is also shared with VAC's Rehabilitation Services and Vocational Assistance (VAC PPU 300) for the purpose of delivering Rehabilitation Services and Vocational Assistance to eligible DND participants. Information described in this bank may be shared with VAC's Disability Awards, Death Benefits and Detention Benefits Program (VAC PPU 560). In accordance with applicable laws the information may also be provided to qualified medical practitioners, health professionals, social agencies (established or accredited by federal or provincial law) and program administrators so that they may adequately provide a social or health service.

Retention and Disposal Standards: The records in this bank are kept at NDHQ for a minimum period of two years and are then transferred to Library and Archives Canada where they will be kept indefinitely.

RDA Number: 98/005

Related Record Number: DND CSA 520

TBS Registration: 000183

Bank Number: DND PPE 814          

Canadian Forces Command and Staff College - Boards/Selection Processes

Description: This bank contains results of Boards convened and Selection Processes undertaken to consider the selection of officers to attend a staff college. Board reports may include lists of officers selected and alternates plus proceedings, observations and findings.

Class of Individuals: This bank applies to CF officers.

Purpose: The purpose of this bank is to record the results of the Command and Staff College Selection process to determine suitable officers to attend Command and Staff Colleges.

Consistent Uses: To select officers to attend staff college.

Retention and Disposal Standards: Records are retained for two years for statistical purposes, and then destroyed.

RDA Number: 98/005

Related Record Number: DND CSA 520

TBS Registration: 000190

Bank Number: DND PPE 821          

Canadian Forces Member Personal Information File

Description: This bank contains documents obtained upon enrolment/transfer to the Regular Forces and correspondence and documents relating to an individual's career, such as the: post-enrolment/transfer date information such as change of name, proof of change of name, citizenship, date and province of birth, marital status on enrolment, dependants' language of instruction preference, sex and year of birth of dependent children, enrolment medical profile, Change of Medical Category form CF 2088, career résumé, change of Reserve Service, Civil Convictions (except those for which pardons have been granted), consent to serve forms, course joining instructions, course reports, letters of commendation and awards, current statements of service, documentation regarding security/Personnel Reliability Program (PRP) clearance, previous service, Regional Social Work Officer reports, requests for compassionate posting, requests for special consideration, results of court marital, retirement option, regimental re-badging, Screenings for Overseas duty and/or Instructional/Recruiting duty, Statements of Understanding, uniform selection, educational certificates/reports of academic achievements, enrolment documents, release instructions and personal enquiries, re-muster, leave preference at compulsory retirement age, letters of reference, notice of intended release, Personnel Selection Officer reports, messages, posting/temporary duty promotion; re-engagement (and career development plans), Administrative Review decisions and recommendations, Delegated Authority, Documentation related to removal of acting provisions status on re-enrolment, applications for programs, promotion recommendations and approvals and records of flying time. This bank may also contain casualty documents.

Class of Individuals: This bank applies to members of the Regular component of the CF.

Purpose: The purpose of the electronic file is to maintain a record of significant information regarding service members necessary to provide a support service to those engaged in personnel management or personnel administration of CF Regular Force personnel from enrolment to retirement. Information may be disclosed to appropriate personnel with Veterans Affairs Canada (VAC) for the purpose of administering benefits under the Pension Act or the Canadian Forces Members and Veterans Re-establishment and Compensation Act.

Consistent Uses: To support decisions regarding promotions, transfers, demotion, employee assistance, discipline and termination of employment. In accordance with applicable laws information is also shared with VAC's Rehabilitation Services and Vocational Assistance (VAC PPU 300) for the purpose of delivering Rehabilitation Services and Vocational Assistance to eligible DND participants. Information described in this bank may be shared with VAC's Disability Awards, Death Benefits and Detention Benefits Program (VAC PPU 560). In accordance with applicable laws the information may also be provided to qualified medical practitioners, health professionals, social agencies (established or accredited by federal or provincial law) and program administrators so that they may adequately provide a social or health service. Information described in this bank may be shared with VAC’s Career Transition Services (VAC PPU 530) for the purpose of delivering individual career counselling and job finding assistance to Veterans.

Retention and Disposal Standards: Records are retained for five years after release from the CF and then transferred to Library and Archives Canada.

RDA Number: 98/005 and 2000/019

Related Record Number: DND CSA 520

TBS Registration: 004249

Bank Number: DND PPE 818          

Conflict of Interest and Post-Employment Code - Military

Description: This bank contains Conflict of Interest Certification Documents; Confidential Reports of assets, liabilities, and participation in outside activities in accordance with DAOD 7021-1, Conflict of Interest; assessments, analyses and correspondence about actual potential and apparent conflicts between a member's private interests or and his or her official duties and responsibilities; reports and correspondence about actual and potential offers of post-employment. This impacts on a current CF member's or DND employee's ability to deal with a former senior member.

Class of Individuals: This bank applies to members of the: CF regular, and Reserves on full-time paid service.

Purpose: The purpose of this bank is to: enable designated officials to determine whether a CF member is in compliance with the conflict of interest compliance measures and whether a senior member or former senior member (as defined in DAOD 7021-2, Post Employment) is in compliance with the post-employment compliance measures; maintain information required to implement the DAOD 7021 series; record actual, potential and apparent conflicts of interest and their resolution and/or any post-employment compliance action, and support decisions on administrative or disciplinary action if a conflict of interest exists.

Consistent Uses: There are no consistent uses associated with the personal information.

Retention and Disposal Standards: Records are retained by this department for the duration of employment plus two years, after which the records are destroyed.

RDA Number: 98/005

Related Record Number: DND CSA 520, DND RCD 345

TBS Registration: 001966

Bank Number: DND PPE 864          

Human Resources Management Information System (HRMS)

Description: This bank is a single, integrated human resource (HR) information management system, designed using the PeopleSoft TM HR software that can be used by DND/CF members, employees and managers to support the regular, reserve and civilian components of the Department. The HRMS provides support to the following Military and Civilian HR processes: Assignment and Military Occupation Structure. Civilian Pay (pay & benefits/leave) maintains all data pertaining to the employee (such as address, employment situations, PRI, salary grad and step - Civ only); Priority Management position clearance requests and work force adjusted employees, and Staffing: maintains staffing related data (competition number, process, and candidate information human resources planning); maintains and tracks data pertaining to employment equity target groups; and measures participation in special development programs, data relating to the Civilian Reduction Program (CRP), employment records substitution availability, and Financial benefits and education benefits, Health and Safety, Recruitment, plus time away from home and Statement of Ordinary Residence for military members. Processes applicable to military and civilian maintains leave records as earned and used by employee; Position Management Process: position, section data, and Unit class, co-ordinates pertaining to the position, points, and the classification information such as class; and Personnel Administration: date and place of birth, dependants, duty location, educational level, engagement plan, former members of the Regular Force, marital status, medical category, military occupation, name, occupational qualifications, official languages updates (employee data, and Linguistics position), rank, service history for current, and service number. Serving Regular Force personnel may request individually from a local Enterprise User, a PRR, showing a resume of the data held on them or by viewing a web based system called Employee Member Access Application (EMAA). Records of members released from the CF are not subject to amendments.

Class of Individuals: This bank applies to: former and current members of the CF (Regular and Reserve), and Civilian employees of DND.

Purpose: The purpose of this transactional data bank is to provide and verify information for those engaged in the management or administration of DND/CF personnel, at all levels of the Department including: APMS, Automated Posting Message System supporting Career Managers, ARCIS, Automated Rank Change Instruction System supports generation of promotion messages, CFSS for Organizational Changes, Output Products Reporting Database, FIS, Financial Information System, Great West Dental, ITMIS - Individual Training Management Information System, MBSS, Merit Board Support System application used to assist the conduct of military merit boards, OL Official Languages Interface OPDP, Officers Professional Development Program tracking system, PASS, Personal Administration Support System, PWGSC, Public Works Government Services Canada, SNAMS, Service Number Access Management System, SUEP, Subsidized University Education Program, SWE - Salary Wage Envelope, Universal Classification System IM Support. Records are accessible by providing: full name, and or service number, PRI or Enterprise Employee ID. Information may be disclosed to appropriate personnel with Veterans Affairs Canada (VAC) for the purpose of administering benefits under the Pension Act or the Canadian Forces Members and Veterans Re-establishment and Compensation Act.

Consistent Uses: The information in this bank is used to: update and confirm the holdings of common data on personnel, maintained by the Central Computation Pay System (CCPS), facilitate decision making on personnel matters, reply to requests for specific personnel data on a controlled basis, support the maintenance of common information such as qualifications, produce reports to managers in order to facilitate their decision making, and update Environmental Command Headquarters and Group Principle sub systems. The SIN is collected in accordance with the: Income Tax Act and Unemployment Insurance Act for the purpose of managing and administering members' pay. The SIN is removed from HRMS after the first pay transaction is sent to CCPS. In accordance with applicable laws information is also shared with VAC's Rehabilitation Services and Vocational Assistance (VAC PPU 300) for the purpose of delivering Rehabilitation Services and Vocational Assistance to eligible DND participants. Information described in this bank may be shared with VAC's Disability Awards, Death Benefits and Detention Benefits Program (VAC PPU 560). In accordance with applicable laws the information may also be provided to qualified medical practitioners, health professionals, social agencies (established or accredited by federal or provincial law) and program administrators so that they may adequately provide a social or health service. Information described in this bank may be shared with VAC's Career Transition Services (VAC PPU 530) for the purpose of delivering individual career counselling and job finding assistance to Veterans. Information described in this bank may be shared with VAC's Financial Benefits Program (VAC PPU 510) for the purpose of calculating and administering benefits to Veterans.

Retention and Disposal Standards: Records are retained for a period of five years after the last administrative action. Records are then destroyed.

RDA Number: 98/005

Related Record Number: DND CSA 520

TBS Registration: 004155

Bank Number: DND PPE 805          

Military Personnel - Grievance File

Description: This bank constitutes a record of applications for: redress of grievances submitted, and the decisions made in respect of those grievances.

Class of Individuals: This bank applies to members of the CF.

Purpose: The purpose of this bank is to record: applications for redress of grievances submitted in accordance with Regulations and Orders made pursuant to the National Defence Act, and the decision made in respect of those grievances.

Consistent Uses: This information is used in investigation, by the CF, of complaints made, in accordance with the Canadian Human Rights Act, by the same person who submitted the grievance, and relating to the same subject.

Retention and Disposal Standards: The files are destroyed five years after last administrative action.

RDA Number: 98/005

Related Record Number: DND CSA 520

TBS Registration: 000200

Bank Number: DND PPE 831          

Officer Boards for Academic Enhancement and Specialist Training Plans

Description: This bank contains the annual boards for Post Graduate Training and for: University Training Plan (Officers); Initial Baccalaureate Degree Programme (IBDP); and Military Medical, Legal, Dental, Pharmacy and Chaplain Training Plans (MPLANS). Each board may contain: any resulting postings, lists of the officers selected, letters of disposition to each applicant, Post Graduate Training Board lists for those found suitable, alternates and those not selected, proceedings, and findings, and selection criteria.

Class of Individuals: This bank applies to officers of the CF who have made application for the training plans listed.

Purpose: The purpose of this bank is to record the findings of the annual boards convened to determine suitable officers from those who have applied for each of the training plan.

Consistent Uses: Used to select from officers found suitable for training and to assign them to training under a given plan.

Retention and Disposal Standards: Records are retained for statistical purposes for three calendar years and then destroyed.

RDA Number: 98/005

Related Record Number: DND CSA 520

TBS Registration: 002273

Bank Number: DND PPE 848          

Performance Evaluation Report File

Description: This bank contains: Performance Evaluation Reports.

Class of Individuals: This bank applies to: members of the Regular Force and members of the Reserve Force on Class C service.

Purpose: The purpose of this electronic bank is to: maintain a record of performance on the job and determine on a continuing basis the relative merit/suitability of members for: other management administrative decisions, promotion, release, retention, and training.

Consistent Uses: To support decisions regarding promotions, transfers, demotion, employee assistance, discipline and termination of employment.

Retention and Disposal Standards: Records are: retained for five years after the individual's release, and then transferred to Library and Archives Canada where they become integrated into bank LAC PPE 720.

RDA Number: 98/005 and 2000/019

Related Record Number: DND CSA 520

TBS Registration: 000206

Bank Number: DND PPE 838          

Personnel Security Investigation File

Description: This bank contains personal data, such as: credit check reports, criminal records, investigative reports, notations of the level of security clearance, related correspondence, reliability status granted, Security Clearance Review Board documentation, Security Intelligence Review committee appeals, and security/reliability analyses. Details of CSIS investigations are maintained in a CSIS bank. This bank contains personal information about the individual: his or her immediate family, the names and comments of: past employers, and character references, possibly the names and activities of associates with whom the individual would have contact.

Class of Individuals: This bank applies to: Perspective, current and former members of the CF, civilian employees of DND, or personnel who are on a personal services contract with DND. By virtue of the clearance and reliability check process, personal information may be held on individuals who are not themselves the subject of the security assessment or reliability check.

Purpose: The purpose of this bank, in accordance with the Government Security Policy, is to maintain personal information held on individuals who are or have been the subject of security screening procedures in relation to pre-employment/employment with the CF/DND. For those individuals who necessitate a security clearance, information has been obtained to support decisions taken to assess an individual's loyalty and reliability as it pertains to loyalty to Canada. Additionally, for those individuals who were reliability screened, information in support of these assessments is held on file. A reliability check is required as a condition of employment in the CF/DND and is required to assess the honesty, trustworthiness and discretion of an individual when given access to: sensitive information or government assets, access to valuables, drugs, hazardous or dangerous material; or responsibility for the well-being of persons or control of personnel. In making decisions on levels of clearance, institutions may refer only to the information contained in this bank and not to investigative information contained in the CSIS band.

Consistent Uses: Information may also be used in other lawful investigations. Personnel security screening information may be requested from or transferred to other Government agencies/departments upon request from respective Departmental Security Offices for employment purposes.

Retention and Disposal Standards: All security clearance records of personnel are retained for a minimum period of ten years from the time administrative action is taken on the file. All reliability-screening records for enrolled or employed personnel are retained for a minimum period of ten years from the time administrative action is taken on the file. All reliability-screening records for personnel only processed for a reliability screening and were not employed are retained for a minimum period of two years and are then destroyed.

RDA Number: 98/001

Related Record Number: DND CSA 520, DND MIS 085

TBS Registration: 004010

Bank Number: DND PPU 834         

Personnel Selection Officer (PSO) Training Files

Description: This bank contains academic qualifications, biographical data, letters of appreciation, posting and promotion messages, records of special employment or experience and reports on: courses, in-and out-service specialty training, on-job-training, post-graduate courses, professional development courses.

Class of Individuals: This bank applies to Personnel Selection Officers of the Regular and Reserve Forces.

Purpose: The purpose of this bank is to select individuals for appropriate training and professional development as well as selecting qualified individuals to be employed as instructors or supervisors.

Consistent Uses: There are no other consistent uses.

Retention and Disposal Standards: Information is retained until the individual reaches compulsory retirement age or the rank of Colonel at which time the records are destroyed.

RDA Number: 98/005

Related Record Number: DND CSA 520

TBS Registration: 003268

Bank Number: DND PPE 877          

Selection Boards for the In-Service Commissioning Plans

Description: This bank contains the selection boards for the following officer production as administered by Director General Military Careers (DGMC): Commissioning From the Ranks Plan (CFRP) and the Special Requirements Commissioning Plan (SRCP) starting in 1986. The following plans are administered by Canadian Forces Recruiting Group Headquarters; Officer Candidate Training Plan Military (OCTPM); Special Commissioning Plan (SCP) and University Training Plan Non-Commissioned Members (UTPNCM). Each contains copies of the Board's proceedings, findings and notifications to candidates for the preceding year.

Class of Individuals: This bank applies to Non-Commissioned Members of the CF who: have applied for UTPNCM, SCP or OCTPM; have been nominated for CFRP, or have been selected for SRCP.

Purpose: The purpose of this bank is to record the results of the boards convened to select Non-Commissioned Members to be commissioned under the listed plans.

Consistent Uses: There are no other consistent uses.

Retention and Disposal Standards: Board reports are retained for 20 years for statistical purposes, and then destroyed.

RDA Number: 98/005

Related Record Number: DND CSA 520

TBS Registration: 002272

Bank Number: DND PPE 847          

Unit Military Personnel Bank

Description: This bank contains: birth certificates, course reports, conduct sheets, divorce orders (nisi and absolute), proof of change of name, citizenship, dependants birth certificates, dependants' language of instruction preference, change of medical category form CF2088, civil convictions (except those for which pardons have been granted), consent to serve forms, enrolment documents, general employment information, marriage certificates, Physical Fitness Evaluation Envelopes, separation agreements, Statements of Ordinary Residence, document regarding security, previous service, request for compassionate posting, requests for special consideration, results of court martial, screening for overseas duty, statement of understanding, uniform selection, educational certificates/reports of academic achievements, personnel selection officer reports, messages posting/temporary duty course reports, letter of commendation and award, promotion, re-engagement, administrative review decisions and recommendations. It may contain: documentation concerning compulsory payments, Personnel Evaluation and Reports on Reservists. Records which have not been superseded and which have been relevant to personnel management are retained for the duration of the member's career. Other records are purged.

Class of Individuals: This bank applies to: serving members of the CF; and serving members of the Reserve Force and dependents, etc.

Purpose: The purpose of this bank is to maintain a travelling copy of personnel records for all personnel on strength from enrolment to release. Information for this bank is used to compile nominal rolls of personnel on strength at Units. Information may be disclosed to appropriate personnel with Veterans Affairs Canada (VAC) for the purpose of administering benefits under the Pension Act or the Canadian Forces Members and Veterans Re-establishment and Compensation Act.

Consistent Uses: Pursuant to the Canada Elections Act, lists of CF electors and their dependant electors (including their social insurance numbers) are compiled from the Statement of Ordinary Residence form. The Act requires that the lists be sent to the Chief Electoral Officer following the issue of the writs ordering a general election. Nominal rolls are produced from information held in this Bank at each Unit. In accordance with applicable laws information is also shared with VAC's Rehabilitation Services and Vocational Assistance (VAC PPU 300) for the purpose of delivering Rehabilitation Services and Vocational Assistance to eligible DND participants. Information described in this bank may be shared with VAC's Disability Awards, Death Benefits and Detention Benefits Program (VAC PPU 560). In accordance with applicable laws the information may also be provided to qualified medical practitioners, health professionals, social agencies (established or accredited by federal or provincial law) and program administrators so that they may adequately provide a social or health service. Information described in this bank may be shared with VAC's Career Transition Services (VAC PPU 530) for the purpose of delivering individual career counselling and job finding assistance to Veterans.

Retention and Disposal Standards: Once a member is released from the Regular Force, this bank is amalgamated in electronic format into the "CF Member Personal Information Files" (Info Bank DND PPE 818). Records are transferred to Library and Archives Canada for members of the CF - Regular Force five years after release and for the CF- Reserve Force three years after release. Records are then placed in data bank NA PPE 716.

RDA Number: 98/005 and 2000/019

Related Record Number: DND CSA 520

TBS Registration: 000204

Bank Number: DND PPE 836          

Selection Board and Supplementary Selection Board Results

Description: There are three sources of information in this bank: Selection Board Reports, Selection Listings for Promotion and Terms of Service (TOS), and Supplementary Selection Board Results. Selection Board Report: includes information in the form of: findings and recommendations, and scoring criteria for promotion and terms of service. Selection Listing for promotion and TOS includes information on each eligible individual: TOS Selection List includes: Service number, surname and initials, UIC URS, element TOS score/standing, MOC. Promotion Selection List includes: promotion position, rank, service number, surname, and initials, MOC, Second Official Language Profile and UIC. Supplementary Selection Board: includes: comparison scoring between randomly selected files, information in the form of scoring criteria duplicated from the applicable original Selection Board, and that of member(s) eligible for Supplementary Board review. Information on the President and Members of a given Selection Board such as: approving authority signature, date the Personnel Board Report was prepared and signed by convening members, service numbers, surnames, and initials. Annexes to this source include personal information regarding: selection list reduction report if applicable, non-promo-ability, non-suitability for terms of service, and Personnel Evaluation Report discrepancies. Findings are in the form of promo-ability, and suitability for terms of service.

Class of Individuals: This bank applies to members of the CF (Regular Forces Personnel).

Purpose: The purpose of this bank is to: record Selection Listings, and information contained within the Personnel Board Report resulting from the deliberations of a convened Selection Board. The Selection Boards are convened to establish a Promotion Listing and a Terms of Service Listing. Supplementary Boards are ordered to ascertain promo-ability and suitability for Terms of Service in specific cases. Information resulting from the convened Selection Boards/Supplementary Boards is used for: attendance on courses, and to determine suitability for employment, conversion of terms of service, and promotion selection.

Consistent Uses: There are no other consistent uses.

Retention and Disposal Standards: Records are retained for a period of 10 years. These and future records will be retained for a period of 10 years in microfiche, hard copy, or electronic format for statistical and promotional purposes and will then be destroyed.

RDA Number: 98/005

Related Record Number: DND CSA 520

TBS Registration: 004049

Bank Number: DND PPE 899

CAF Harassment

Description: This bank may contain information related to Harassment complaints, to the resolution of Harassment issues including mediation and investigations. The records include the letters of complaint regarding allegations of Harassment and responses; records of interviews both with complainants and respondents; records of interviews with witnesses to incidents; reports of investigations and analyses of events and findings, and records of decisions taken about particular incidents or Harassment complaints. When mediation is used, profiles and evaluations of the mediators, mediation and settlement agreements, and notes and opinions of the mediators may be included in the file. Such information must be retained as a separate record and not placed on the complainant's Employee Personnel Record. When a disciplinary action results from an investigation, information may be transferred to the Discipline Bank.

Class of Individuals: This bank applies to: CF members, employees of DND and other persons who work in the DND/CF workplace.

Purpose: The purpose of this bank is to: record information necessary for dealing with complaints of Harassment at the workplace; make decisions in specific instances on whether or not Harassment is occurring, and when this is the case, to determine the appropriate action, including disciplinary actions, to be taken to address and resolve a Harassment situation; support any subsequent administrative and/or disciplinary action taken with respect to the situation and the members, employees and other persons involved.

Consistent Uses: In support of the departmental goal of zero incidence of Harassment, the findings and recommendations of any investigation of Harassment may be disclosed to the complainant and the respondent. Any disciplinary and administrative action taken against the individual as a result of the findings may also be disclosed to the complainant if it is deemed appropriate to do so. Such information must be retained as a separate record and not placed on the complainant's personnel record. When a disciplinary action results from an investigation, information may be transferred to the Conduct sheet for Military personnel and to the Discipline Bank for DND Civilian employees. The information in this bank may be used relatively to a grievance, Canadian Human Rights Act complaint, complaint to the Public Service Commission of Canada, or any other form of complaint, inquiry, or legal proceeding where applicable. The information may be used in the compilation of statistical data. Investigation findings concerning respondent, in cases of founded complaints, and complainants, in cases of bad faith complaints, may be used for personnel selection purposes.

Retention and Disposal Standards: Records are retained for five years after the last administrative action, archived for three additional years and then destroyed with the consent of the Librarian and Archivist of Canada.

RDA Number: 98/005

Related Record Number: DND CSA 520 TBS Registration: 003005

Bank Number: DND PPU 875      

Alert Manning Personnel System (AMPS)

Description: The AMPS contains personal information relating to the selection of Communication Research (CommRsch291) personnel to be attach-posted to CF Station Alert. Specifically, it contains the: gender, rank, Individual attach posting history, security clearance, member's present unit, service number, Military Occupation Codes and special qualifications.

Class of Individuals: This bank applies to Communication Research (CommRsch291) and other commissioned and non-commissioned members of the CF.

Purpose: The purpose of this bank is to: ensure the military personnel are treated fairly and equally if required to be posted to CF Station Alert on a rotational basis, and use this information when posting military personnel to CFS Alert.

Consistent Uses: There are no other consistent uses.

Retention and Disposal Standards: All information is retained until such time as CFS Alert closes.

RDA Number: 98/005

Related Record Number: DND CSA 520

TBS Registration: 002856

Bank Number: DND PPE 871

Boards of Inquiry/Summary Investigations

Description: The bank contains a record of: the terms of reference of such inquiries, and the evidence, findings and recommendations of Boards of Inquiry or of the investigating officer. Note: Records are accessible by providing the Military Occupation Code, name, rank, service number, location and type and year of incident.

Class of Individuals: This bank applies to members of the CF.

Purpose: The purpose of this bank is to record investigations convened or ordered by authorities appointed by Regulations and Orders. Investigations may be convened or ordered to investigate: administration or functions of the CF, or any command, formation, base or other unit or element thereof, any matter connected with the government, discipline, or of any matter affecting any member of the CF. The content of the bank is used to establish cause and liability/responsibility and as a basis upon which appropriate remedial action may be taken.

Consistent Uses: Summary Investigations or Boards of Inquiry into injuries or death may be accessed for purposes of making applications for disability pension under the Pension Act. Investigations into death of a CF member may be released to a legally designated family member who is in charge of the estate of the deceased member.

Retention and Disposal Standards: The files are retained for three calendar years. If the file contains an injury investigation then the file is held until the member is released from the CF and then transferred to Library and Archives Canada or if the file contains a death investigation the file is held until all necessary administrative action has been completed and the file is then transferred to Library and Archives Canada.

RDA Number: 98/005

Related Record Number: DND CSA 520

TBS Registration: 000201

Bank Number: DND PPE 832

Canadian Forces Drug Testing Program

Description: This bank contains: results of laboratory tests conducted on urine specimens in support of the CF Mandatory Drug Testing Program, administrative details of all specimen collections, and career action on members who produced validated positive test results.

Class of Individuals: This bank applies to members of the CF Regular and Reserves.

Purpose: The purpose of this bank is to maintain test results (of the CF Drug Testing Program) for statistical purposes and for use as a basis to initiate: enforcement, and other administrative measures as prescribed in CFAO 19-21, preventative education, rehabilitation, and/or treatment.

Consistent Uses: Information on positive urine test results is retained by the Drug Testing Administration Cell for statistical purposes. It is shared in-house only with: career managers, medical/social councillors, military police, and the member's Commanding Officer (CO). It is the basis on which the CO institutes administrative career action in accordance with CFAO 19-21.

Retention and Disposal Standards: Urine specimens are held at the testing laboratory for one year and all documentation is held for two years, unless otherwise directed by NDHQ, and then destroyed.

RDA Number: 98/005

Related Record Number: DND CSA 520

TBS Registration: 003172

Bank Number: DND PPE 890

Appointments

Description: Information pertaining to the appointment of persons/personnel to Colonels/Captains(N) and CWOs employed in Senior Appointments, the assignment of Generals and Flag officers and administering the requirements for Honorary Appointments and Branch Advisors.

Document Types: Senior Appointments; aides-de-c commanders; colonel commandants; colonel of the regiment; and honorary.

Record Number: DND DOC 430

Retirement

Description: Information on Retirement of Canadian Forces personnel.

Document Types: Policy; premature Retirement; and compulsory Retirement.

Record Number: DND CSA 550                             

Releases

Description: Information on Releases of Canadian Forces personnel.

Document Types: Policy; officers; and other ranks.

Record Number: DND CSA 540                             

Chaplain Services

Description: Information on church and religious activities conducted for, or on behalf of, Canadian Forces personnel and their dependants.

Document Types: Chancery activities, religious services, religious training, parish organization and administration, pastoral activities, liturgy, religious education, vocations, moral issues, schools, chapels, ecclesiastical equipment, pilgrimages, ecclesiastical terms of reference command, base and officiating chaplains, ecclesiastical monthly reports, and ecumenism.

Record Number: DND CRC 485              

Chaplain Service

Description: This bank contains the records of Chaplains in the CF as well as correspondence on subjects of interest and concern to them.

Class of Individuals: This bank applies to chaplains in the CF.

Purpose: The purpose of this bank is to be used as a guide to actions affecting chaplains and their work.

Consistent Uses: There are no other consistent uses.

Retention and Disposal Standards: Records are destroyed after three years.

RDA Number: 98/005

Related Record Number: DND CRC 485

TBS Registration: 000176

Bank Number: DND PPE 807          

Courts Martial

Description: Information on the administration of Canadian Armed Forces Courts Martial.

Document Types:  Court Proceeding documents that may include convening orders, letters of advisement to the accused's chain of command of court martial notification and logistical requirements, list of eligible military members for panel selection and appointment, notification to accused of eligibility to elect the type of courts martial he/she wishes to be tried by pursuant to section 165.193 of the National Defence Act, Minutes of Proceedings, Court decisions, Business Plan, Budget, Acquisition Purchases and Military Travel Expense Claims.

Record Number: DND JAG 035                

Minutes of Proceedings of Courts Martial

Description: The minutes of proceedings of a court martial and an accurate record of all: decisions, findings, pleadings, sentence of a court martial, and including all exhibits in the form of documents, and testimonies.

Class of Individuals: This bank applies to: members of the CF, and other persons who are subject to the code of service discipline by virtue of section 60 of the National Defence Act.

Purpose: These records are kept for purposes of research, administration and appeals to the Court Martial Appeal Court, and to the Supreme Court of Canada.

Consistent Uses: There are no other consistent uses.

Retention and Disposal Standards: Documents created after 1 September 1999 are held by CMJ/CMA. Documents created earlier are retained by JAG/DMP. Records are never destroyed.

RDA Number: 98/005

Related Record Number: DND JAG 035

TBS Registration: 000199

Bank Number: DND PPE 830          

CAF Legal Matters

Description: Information on settlements pertaining to Legal Matters.

Document Types: General; lease termination liability; citizenship; Department of National Defence personnel testifying as witnesses; military courts; civil courts; Broadcast Musical Industries Canada Ltd. performing right fees; liability for loss and damage; non-military use of Canadian Forces trademarks, designs, titles, names, uniforms; application for incorporation; employment of civilian counsel - drivers of Department vehicles outside Canada; attendance at judicial proceedings; affidavits and statutory declarations; federal role in law enforcement in Canada; research projects, law, Judge Advocate General; and legal opinions, Judge Advocate General.

Record Number: DND JAG 015                

Judge Advocate General's Files/Service Estates

Description: This file contains: correspondence reflecting the names of estate beneficiaries, executors, court appointed administrators and legal counsel retained for estate administration purposes, financial records detailing monetary entitlements forming part of the military Service Estate; information pertaining to the disbursement of such monetary entitlements and personal effects, also forming part of the military Service Estate; subsequent correspondence between the Director of Estates and military units in relation to the collection, safeguarding and authorized shipment of the deceased's personal effects; correspondence between the Director of Estates and estate beneficiaries, executors, court appointed administrators and retained legal counsel reflecting the administrative process involved in distributing military Service Estates.

Class of Individuals: This bank applies to deceased members of the Regular Force and Reserve Force, Class "B" or "C" on active service at the time of death.

Purpose: The purpose of this bank is to document Service Estate administration in relation to members of the CF who were on active service at the time of death.

Consistent Uses: There are no other consistent uses.

Retention and Disposal Standards: The files are held until all necessary action has been taken by the Director of Estates and are then transferred to Library and Archives Canada.

RDA Number: 98/005

Related Record Number: DND JAG 015

TBS Registration: 000220

Bank Number: DND PPE 856          

Provision of Legal Aid to Members of the Canadian Forces

Description: The file normally contains an outline of the legal problem involved and the advice given or action taken with respect to the problem. For the most part, the records in this file are limited to cases where an interview has been conducted with the persons seeking legal advice.

Class of Individuals: This bank applies to: members of the CF, members of other armed forces attached or seconded to the CF, dependants of CF members serving outside Canada, and members of the civilian component of the CF and their dependants serving outside Canada.

Purpose: The purpose of this bank is to document the provision of personal legal advice by legal officers of the CF to individuals identified in the application block.

Consistent Uses: There are no other consistent uses.

Retention and Disposal Standards: The files are destroyed after two years.

RDA Number: 98/005

Related Record Number: DND JAG 015

TBS Registration: 000221

Bank Number: DND PPE 857          

Provision of Legal Counsel at Public Expense

Description: This bank contains information concerning applications by military personnel and civilian employees of DND who apply for the Provision of Legal Counsel at Public Expense under the Treasury Board Policy on the Indemnification of and Legal Assistance to Crown Servants.

Class of Individuals: This bank applies to: CF members, and civilian employees of DND.

Purpose: The purpose of this bank is to document applications for the Provision of Legal Counsel at Public Expense for servants who have acted within the scope of their duties and have met reasonable departmental expectations.

Consistent Uses: There are no other consistent uses.

Retention and Disposal Standards: Records are retained for six calendar years from when the file is closed. Files are then transferred to Library and Archives Canada.

RDA Number: 98/005

Related Record Number: DND JAG 015

TBS Registration: 003982

Bank Number: DND PPE 897          

CAF Security and Investigations

Description: Information on Security, education, and information within the Canadian Forces including that which pertains to security of operations such as security of personnel, physical and protection of facilities and installations, control and issuance of instructions concerning the safekeeping of classified information and the system for classification and declassification, technical security inspection teams, etc.

Document Types: Security in an emergency; internal Security operations; Security education (policy, bulletins, posters); briefings (by country); Security information systems (research and development); physical safeguards; release of information (by country); technical Security inspections; Security of installations (bases/units); Security of personnel training; and counter-intelligence.

Record Number: DND MIS 085

Complaints/Investigations against or by Military Police or its Members

Description: This bank describes information concerning complaints and investigations initiated against or initiated by the Military police. Personal information may include: name, contact information, date of birth, Canadian Forces or other identification number, opinions and views, criminal record information, work history/past duty, signature, and details of the complaint and investigation.

Class of Individuals: This bank applies to: Members of the Canadian Forces, Military Police, federal government employees, and the general public.

Purpose: Information is used to investigate complaints.

Consistent Uses: Information is shared with the Military Police Complaints Commission (MPCC PPU 050 and MPCC PPU 055). Information may be used to make recommendations regarding Military Police standards and conduct and for "lessons learned" instructions for Military Policy members. Information may also be used for audit, evaluation, research, and/or statistical purposes.

Retention and Disposal Standards: The records are retained for 5 years, after investigation is completed and then destroyed.

RDA Number: 2000/014

Related Record Number: DND MIS 085

TBS Registration: 004176

Bank Number: DND PPU 070         

Identification and Access Control Cards

Description: This bank contains: photographs, signatures, Service Number (SN) (military) / Personal Record Identifier (PRI)(civilian), surname and given names date of birth, Region and blood group (for CF members). The bank also contains information related to the access and egress of certain facilities in the National Capital Region (NCR) by employees. The information is collected by means of identification forms, correspondence and digital camera or scanned still photographs and is stored on an automated database.

Class of Individuals: CF members, civilian employees of National Defence, Allied Forces personnel and their dependants serving in Canada and contracted persons in the NCR.

Purpose: The purpose of this bank is to maintain information relating to the issuance and cancellation of identification and NCR access control cards. For safety and security reasons, the information is used to control access and egress to certain facilities in the NCR, and to provide for the security of DND employees and property.

Consistent Uses: Issuance of identification and NCR access control cards. Information may be used to produce reports for statistical analysis.

Retention and Disposal Standards: Information related to access and egress of DND facilities in the NCR is collected solely for safety and security reasons and is retained for five years, and is then destroyed. Identification records of deceased individuals are destroyed two years from date of death. Records of Allied Forces personnel are destroyed at termination of their tour of duty in Canada. All other records are retained for five years after release from the Department and are then destroyed.

RDA Number: 98/001

Related Record Number: DND MIS 085

TBS Registration: 003681

Bank Number: DND PPU 896

Military Police Audit Reports Data Bank

Description: This bank contains professional standards audit and program evaluation reports. General compliance audit reports are conducted every three years at all Military Police units and include a comprehensive compliance audit of all policing duties performed at the units. Focused audit reports are conducted on a required basis and normally consist of an examination of a specific policing incident. Program Evaluation Reports consist of a long-term research process involving the provision of a certain policing function. These audit reports include: the unit or policing function audited, identity of individuals interviewed in the conduct of the audit, documentary exhibits, auditor's working notes and recommendations and directions to improve provision of policing duties. These audit reports will be cross-referenced to Military Police Investigation Case files (Security and Military Police Case Information System (SAMPIS)), if applicable.

Class of Individuals: This bank applies to members of the CF, civilian employees of DND and the general public.

Purpose: The purpose of this bank is to document audit activities of the Canadian Forces Provost Marshal.

Consistent Uses: The Canadian Forces Provost Marshal, Deputy Provost Marshal Professional Standards and other senior commanders in the CF may use the information to assess the quality and if necessary make the requisite changes to improve the quality of policing duties within the CF.

Retention and Disposal Standards: Information in this bank is retained for a minimum of 5 years, after its last administrative use. If the record has been designated as having archival or historical value, the record shall be transferred to the control of Library and Archives Canada. If the record has not been designated as having archival or historical value, then the record shall be destroyed.

RDA Number: 2000/014

Related Record Number: DND MIS 085

TBS Registration: 005365

Bank Number: DND PPU 071         

Military Police Credential Review Board Data Bank

Description: This MPCRB bank and corresponding files contain personal information on individuals who have been involved in complaints against or by the Military Police or its members. The data bank records progress made in the sequence of events required for the completion of the MPCRB process. The bank includes the MPCRB Administrator's notes, an overview of allegations; decisions regarding the suspension of Military Police personnel; investigation and court results; unit recommendations; the MPCRB decision or recommendation to CFPM as well as any terms and conditions that may apply. The bank cross-references to the appropriate Professional Standards Investigation and Military Police Investigation Case File (Security and Military Police Information System (SAMPIS)) if applicable.

Class of Individuals: The bank applies to Military Police but may include information on others (i.e. military police investigation reports).

Purpose: The purpose of this bank is to document the progress of monitored and suspended cases as well as maintaining a historical database for concluded files.

Consistent Uses: The Deputy Provost Marshal Professional Standards reviews the contents monthly to observe progress on monitored and suspended files. It may also be used for research, evaluation and statistical purposes. Collected information is used at Board convening's. Some information is passed to D Mil C 5 for career managing purposes.

Retention and Disposal Standards: Information in this bank is retained for a minimum of 5 years, after its last administrative use, at National Defence Headquarters, Ottawa. If the record has been designated as having archival or historical value, the record shall be transferred to the control of Library and Archives Canada. If the record has not been designated as having archival or historical value, then the record shall be destroyed.

RDA Number: 2000/014

Related Record Number: DND MIS 085

TBS Registration: 005371

Bank Number: DND PPU 833         

Military Police Investigation Case Files

Description: This bank contains personal information pertaining to individuals who have been involved in an incident, investigated by the Military Police (or brought to the attention of the Military Police by another police service). Military Police Investigation Case Files may include such personal information as names, addresses, telephone numbers, dates of birth, citizenship, PRI number, service number, marital status, ethnicity and/or distinct physical markings.

Class of Individuals: This bank applies to: members of the CF, civilian employees of DND, and members of the public involved in an incident on DND establishments. It also applies to persons subject to the Code of Service Discipline who have been involved in an incident off DND establishments, investigated by a competent investigative authority and where the information has been made known to the Military Police.

Purpose: This information is used to assist in the determination of whether a criminal or service offence has been committed and to provide the results of Military Police investigations to the appropriate departmental (DND) authorities.

Consistent Uses: Information contained in Military Police Investigation Case Files may be used to support: other investigations, both by the Military Police and by other legitimate law enforcement agencies in the detection, prevention and suppression of crime generally, disciplinary measures, appeals, civil actions, pensions, criminal injuries compensation, career review, research, security and reliability screening, and statistical purposes and evaluations.

Retention and Disposal Standards: All incidents designated as Protected B and generated after 2001 on the Security and Military Police Information System (SAMPIS) are retained indefinitely. In addition, significant incidents designated as Protected B and generated after 1994 are also retained indefinitely. Prior to 1994, hard copy records of files that were held at NDHQ that were classified/designated higher than Protected B and deemed to be of significance were transferred to Library and Archives Canada after 5 calendar years. Some records may be retained for a longer period: if judged to be of archival value, or if deemed to be of historical value to DND. Files not deemed to be of significance were held outside NDHQ and were destroyed two years after the last administrative or judicial use.

RDA Number: 2000/014

Related Record Number: DND MIS 085

TBS Registration: 000203

Bank Number: DND PPE 835          

National Defence Fingerprint File

Description: The following information is held for identification: fingerprints; service number (SN); civilian PRI number; surname and given names; signature; sex; date and place of: birth, engagement and fingerprinting; occupation or trade; colour of hair and eyes; height; weight; complexion; scars, amputations, birthmarks, deformities and tattoos; previous registration by fingerprints as well as dates of all previous employment with the Canadian Forces, RCMP or Public Service.

Class of Individuals: Members of the Canadian Forces: civilian employees of National Defence and Allied Forces personnel serving in Canada.

Purpose: This information bank is maintained purely for service considerations to provide an infallible means of identifying personnel who may have been victims of a serious injury, amnesia or death during times of war and peace.

Consistent Uses: Used for identification purposes only.

Retention and Disposal Standards: Records of members of the CF, and civilian employees of DND are retained by the department for five years from date of release, and then destroyed. Records of deceased individuals are destroyed two years from the date of death. Records of Allied Forces personnel are destroyed at termination of their tour of duty in Canada.

RDA Number: 98/001

Related Record Number: DND MIS 085

TBS Registration: 000170

Bank Number: DND PPU 801

Personnel Security Investigation File

Description: This bank contains personal data, such as: credit check reports, criminal records, investigative reports, notations of the level of security clearance, related correspondence, reliability status granted, Security Clearance Review Board documentation, Security Intelligence Review committee appeals, and security/reliability analyses. Details of CSIS investigations are maintained in a CSIS bank. This bank contains personal information about the individual: his or her immediate family, the names and comments of: past employers, and character references, possibly the names and activities of associates with whom the individual would have contact.

Class of Individuals: This bank applies to: Perspective, current and former members of the CF, civilian employees of DND, or personnel who are on a personal services contract with DND. By virtue of the clearance and reliability check process, personal information may be held on individuals who are not themselves the subject of the security assessment or reliability check.

Purpose: The purpose of this bank, in accordance with the Government Security Policy, is to maintain personal information held on individuals who are or have been the subject of security screening procedures in relation to pre-employment/employment with the CF/DND. For those individuals who necessitate a security clearance, information has been obtained to support decisions taken to assess an individual's loyalty and reliability as it pertains to loyalty to Canada. Additionally, for those individuals who were reliability screened, information in support of these assessments is held on file. A reliability check is required as a condition of employment in the CF/DND and is required to assess the honesty, trustworthiness and discretion of an individual when given access to: sensitive information or government assets, access to valuables, drugs, hazardous or dangerous material; or responsibility for the well-being of persons or control of personnel. In making decisions on levels of clearance, institutions may refer only to the information contained in this bank and not to investigative information contained in the CSIS band.

Consistent Uses: Information may also be used in other lawful investigations. Personnel security screening information may be requested from or transferred to other Government agencies/departments upon request from respective Departmental Security Offices for employment purposes.

Retention and Disposal Standards: All security clearance records of personnel are retained for a minimum period of ten years from the time administrative action is taken on the file. All reliability-screening records for enrolled or employed personnel are retained for a minimum period of ten years from the time administrative action is taken on the file. All reliability-screening records for personnel only processed for a reliability screening and were not employed are retained for a minimum period of two years and are then destroyed.

RDA Number: 98/001

Related Record Number: DND CSA 520, DND MIS 085

TBS Registration: 004010

Bank Number: DND PPU 834         

Security Intelligence Records

Description: This bank contains information on individuals and organizations whose activities may: have been suspected, on reasonable grounds, of constituting a threat to the security of DND/CF personnel, information or property at home or abroad. Such activities include: espionage, sabotage, subversion, terrorism, criminal or organized crime activity; and/or be detrimental to the interests of Canada and may result in a request to DND for assistance in maintaining public welfare or public order emergencies. The following individual information is held: age, case file serial number, citizenship and/or nationality, country of birth, marital status, name, address and/or telephone number, sex, and service number (1994).

Class of Individuals: This bank applies to individuals suspected of, or involved, in: espionage, sabotage, subversion, and terrorist activities in Canada and abroad that constitute a threat to the security of DND/CF.

Purpose: The purpose of this bank is to: assess the threat posed to DND/CF security by hostile intelligence organizations or individuals engaged in: espionage, sabotage, subversions, terrorism, or other hostile intelligence collection activities directed at DND/CF personnel, establishments or the conduct of CF operations; brief departmental authorities on situations that may result in a request for assistance in maintaining public welfare or public order emergencies, develop policy and provide advice in relation to provisions of the National Defence Act, Queen's Regulations and Orders, Security of Information Act and the Criminal Code of Canada regarding activities by individuals or groups that constitute a threat to the security of DND personnel, information or property; and formulate plans or other measures to counter, or respond to, threats to the security of this department during periods of peace and war.

Consistent Uses: The information contained in this bank may be disclosed to domestic law enforcement and government investigative or review authorities including, though not limited to, the Royal Canadian Mounted Police (RCMP), the Canadian Security Intelligence Service (CSIS), Citizenship and Immigration Canada (CIC) and the Security Intelligence Review Committee (SIRC), in relation to activities constituting threats to the security of Canada or for the investigation or prosecution of an alleged contravention of the law. Information may be disclosed to foreign governments, law enforcement bodies, military forces and other authorities with respect to matters of national defence, national security or international affairs. Personal information concerning human sources and witnesses is used in the administration and management of these individuals. This information may be used by federal departmental security officers for security and reliability screening.

Retention and Disposal Standards: The records in this bank are destroyed after three calendar years following the last administrative action, however, they may be retained for a longer period if deemed to have archival value or to be of historical value to the Department of National Defence.

RDA Number: 2000/14

Related Record Number: DND MIS 085

TBS Registration: 001968

Bank Number: DND PPU 060

Service Prison and Detention Barrack Records

Description: This bank contains records respecting persons who have been incarcerated in military service prisons and detention barracks. The records are completed and used by custodial staffs for administrative and control purposes during the incarceration of a person serving a sentence. Included among these records are those entries, which concern: admission, discharge, discipline, maintenance of personal property, and sentence remission.

Class of Individuals: This bank applies to individuals who are or have been incarcerated in military service prisons and detention barracks.

Purpose: The purpose of this bank is to: assist in the calculation of, the decision-making process respecting, the number of days remission earned by an inmate, control the administrative and legal documents respecting an individual's incarceration, ensure adherence to policies and procedures respecting the administration of an inmate's incarceration, and record any disciplinary measures taken.

Consistent Uses: There are no other consistent uses.

Retention and Disposal Standards: Documents in this information bank are destroyed two years following their last administrative use.

RDA Number: 98/001

Related Record Number: DND MIS 085

TBS Registration: 001765

Bank Number: DND PPE 863

Communications Training and Employment

Description: Files dealing with the Training and Employment of communications personnel in the Canadian Forces.

Document Types: Communications training, including security; electronic warfare; communications officer Training and Employment; and employment of communications personnel.

Record Number: DND MCE 330

Officer Production

Description: Information on the policies and procedures for the production of officers.

Document Types: Regular officer training plan; officer candidate training plan; and the admission of women to military colleges.

Record Number: DND PDB 350

CAF Training

Description: Information on policy guidelines for coordinating training development activities in the Canadian Forces.

Document Types: Basic training; courses in-service; courses out-service; management training; post-graduate training; and training technology.

Record Number: DND RET 370

Academic Records - Students of the Royal Military College

Description: The bank contains academic results achieved by the subject during each year of attendance. They records are kept by the College Registrar.

Class of Individuals: This bank applies to students who are attending, or have attended the Royal Military College (RMC).

Purpose: The purpose of this bank is to maintain a record of academic results for students who are attending or have attended the Royal Military College (RMC). Files are used for administrative and statistical purposes and cover approximately 1000 students annually.

Consistent Uses: These results are used to view performance within the "academic pillar" of the College's four-pillar system, for statistical purposes, and to verify past performance should a member apply for PG studies at a later date.

Retention and Disposal Standards: Records are maintained indefinitely for historical purposes.

RDA Number: 98/005

Related Record Number: DND RET 370

TBS Registration: 000212

Bank Number: DND PPE 844

Command and Staff Course Student Files

Description: The bank contains a record of all formal interviews with the student, assessments and grading of written and spoken assignments; assessments of performance during specific tutorial discussions; autobiographies; periodic overall performance assessments, and personal and administrative histories.

Class of Individuals: This bank applies to: Officers of the CF, DND civilians, and visiting foreign and Allied Officers.

Purpose: The purpose of this bank is to maintain a temporary file record of the observed performance of CF officers, and visiting foreign, Allied officers who attend courses at the Canadian Forces College. The information is also used to provide transcripts of academic standing on CFC courses to requesting institutions. The bank is used to provide documented justification for the content of each student's formal course assessment.

Consistent Uses: There are no other consistent uses.

Retention and Disposal Standards: Records are destroyed after ten years.

RDA Number: 98/005

Related Record Number: DND RET 370

TBS Registration: 000211

Bank Number: DND PPE 843

Military Postgraduate Student Records

Description: This bank contains basic personal and course-related information concerning officers undergoing postgraduate training at the Royal Military College of Canada, such as: Course: course loading authorization (CLA), request reference course start and end dates, course title, date assigned, date thesis received, FMS/WCN numbers (applicable to US military courses), name and location of institution, program type, Member's: military occupation code and description, name and initials, obligatory service completion date, occupation speciality qualification code, posting date and message rank, service number, target position in establishment Financial: estimated total cost file and CLA numbers, financial planning code (GRC) training source category.

Class of Individuals: This bank applies to officers of the CF and other students selected for postgraduate training at the Royal Military College of Canada.

Purpose: The purpose of this bank is to: assist in the assignment of trained personnel to those establishment positions requiring specific postgraduate qualifications, and maintain administrative records of officers and other students undergoing postgraduate training.

Consistent Uses: There are no other consistent uses.

Retention and Disposal Standards: Computer records are retained indefinitely for statistical purposes.

RDA Number: 98/005

Related Record Number: DND RET 370

TBS Registration: 003269

Bank Number: DND PPU 878

Personnel Files - Training

Description: The files contain: appearance, personal particulars, records of performance during the course, and records regarding personal behaviour.

Class of Individuals: This bank applies to members of the CF.

Purpose: The purpose of this bank is to maintain files on all personnel undergoing individual training at CF Schools other than Military Colleges and Staff Colleges. Files enable the school to have information regarding the candidate and to collect pertinent information used by the school staff to counsel and prepare the final course reports on the students. Information may be disclosed to appropriate personnel with Veterans Affairs Canada (VAC) for the purpose of administering benefits under the Pension Act or the Canadian Forces Members and Veterans Re-establishment and Compensation Act.

Consistent Uses: Information may be used to substantiate qualifications. In accordance with applicable laws information is also shared with VAC's Rehabilitation Services and Vocational Assistance (VAC PPU 300) for the purpose of delivering Rehabilitation Services and Vocational Assistance to eligible DND participants. Information described in this bank may be shared with VAC's Career Transition Services (VAC PPU 530) for the purpose of delivering individual career counselling and job finding assistance to Veterans.

Retention and Disposal Standards: Records are destroyed after two years as the information is incorporated into a formal course report, which is retained in the member's performance evaluation report files (DND PPE 838) for the duration of the individual's career. Schools maintain these files for one year and then forward the files to the regional office of Library and Archives Canada where they are held for one year. Exceptions to this are the files of officer candidates at CF Leadership and Recruit School, Saint-Jean, where the files are maintained for eight months and then forwarded to the regional office of Library and Archives Canada.

RDA Number: 98/005

Related Record Number: DND RET 370

TBS Registration: 000210

Bank Number: DND PPE 842

Squadron Personnel File - Officer Cadets

Description: The Squadron Personnel File contains: reports of academic and military training; achievements; awards; counselling sessions; notes from academic advisors; and administrative and disciplinary decisions.

Class of Individuals: This bank applies to officer cadets attending the Royal Military College.

Purpose: The purpose of this bank is to maintain a record of military and academic progress/achievement for officer cadets attending the Royal Military College. Files are used on a daily basis by Squadron Commanders and cover approximately 1000 members on a continuous basis.

Consistent Uses: No other consistent uses.

Retention and Disposal Standards: After graduation, records are maintained at the college for five years and then destroyed.

RDA Number: 98/005

Related Record Number: DND RET 370

TBS Registration: 000213

Bank Number: DND PPE 845

Military Engineering Training

Description: Information on Military Engineering Training in the Canadian Forces.

Document Types: General; officers; civilians; field engineers; structures; mechanical; and fire prevention.

Record Number: DND MEO 320

Reserves

Description: Information on the administration, training, doctrine for employment, operation, structure and development, and equipment acquisition for the Reserves.

Document Types: Reserves general administration; policy; and equipment policy for the reserves.

Record Number: DND RCD 345              

Conflict of Interest and Post-Employment Code - Military

Description: This bank contains Conflict of Interest Certification Documents; Confidential Reports of assets, liabilities, and participation in outside activities in accordance with DAOD 7021-1, Conflict of Interest; assessments, analyses and correspondence about actual potential and apparent conflicts between a member's private interests or and his or her official duties and responsibilities; reports and correspondence about actual and potential offers of post-employment. This impacts on a current CF member's or DND employee's ability to deal with a former senior member.

Class of Individuals: This bank applies to members of the: CF regular, and Reserves on full-time paid service.

Purpose: The purpose of this bank is to: enable designated officials to determine whether a CF member is in compliance with the conflict of interest compliance measures and whether a senior member or former senior member (as defined in DAOD 7021-2, Post Employment) is in compliance with the post-employment compliance measures; maintain information required to implement the DAOD 7021 series; record actual, potential and apparent conflicts of interest and their resolution and/or any post-employment compliance action, and support decisions on administrative or disciplinary action if a conflict of interest exists.

Consistent Uses: There are no consistent uses associated with the personal information.

Retention and Disposal Standards: Records are retained by this department for the duration of employment plus two years, after which the records are destroyed.

RDA Number: 98/005

Related Record Number: DND CSA 520, DND RCD 345

TBS Registration: 001966

Bank Number: DND PPE 864

Human Resources Management Information System (HRMS)

Description: This bank is a single, integrated human resource (HR) information management system, designed using the PeopleSoft TM HR software that can be used by DND/CF members, employees and managers to support the regular, reserve and civilian components of the Department. The HRMS provides support to the following Military and Civilian HR processes: Assignment and Military Occupation Structure. Civilian Pay (pay & benefits/leave) maintains all data pertaining to the employee (such as address, employment situations, PRI, salary grad and step - Civ only); Priority Management position clearance requests and work force adjusted employees, and Staffing: maintains staffing related data (competition number, process, and candidate information human resources planning); maintains and tracks data pertaining to employment equity target groups; and measures participation in special development programs, data relating to the Civilian Reduction Program (CRP), employment records substitution availability, and Financial benefits and education benefits, Health and Safety, Recruitment, plus time away from home and Statement of Ordinary Residence for military members. Processes applicable to military and civilian maintains leave records as earned and used by employee; Position Management Process: position, section data, and Unit class, co-ordinates pertaining to the position, points, and the classification information such as class; and Personnel Administration: date and place of birth, dependants, duty location, educational level, engagement plan, former members of the Regular Force, marital status, medical category, military occupation, name, occupational qualifications, official languages updates (employee data, and Linguistics position), rank, service history for current, and service number. Serving Regular Force personnel may request individually from a local Enterprise User, a PRR, showing a resume of the data held on them or by viewing a web based system called Employee Member Access Application (EMAA). Records of members released from the CF are not subject to amendments.

Class of Individuals: This bank applies to: former and current members of the CF (Regular and Reserve), and Civilian employees of DND.

Purpose: The purpose of this transactional data bank is to provide and verify information for those engaged in the management or administration of DND/CF personnel, at all levels of the Department including: APMS, Automated Posting Message System supporting Career Managers, ARCIS, Automated Rank Change Instruction System supports generation of promotion messages, CFSS for Organizational Changes, Output Products Reporting Database, FIS, Financial Information System, Great West Dental, ITMIS - Individual Training Management Information System, MBSS, Merit Board Support System application used to assist the conduct of military merit boards, OL Official Languages Interface OPDP, Officers Professional Development Program tracking system, PASS, Personal Administration Support System, PWGSC, Public Works Government Services Canada, SNAMS, Service Number Access Management System, SUEP, Subsidized University Education Program, SWE - Salary Wage Envelope, Universal Classification System IM Support. Records are accessible by providing: full name, and or service number, PRI or Enterprise Employee ID. Information may be disclosed to appropriate personnel with Veterans Affairs Canada (VAC) for the purpose of administering benefits under the Pension Act or the Canadian Forces Members and Veterans Re-establishment and Compensation Act.

Consistent Uses: The information in this bank is used to: update and confirm the holdings of common data on personnel, maintained by the Central Computation Pay System (CCPS), facilitate decision making on personnel matters, reply to requests for specific personnel data on a controlled basis, support the maintenance of common information such as qualifications, produce reports to managers in order to facilitate their decision making, and update Environmental Command Headquarters and Group Principle sub systems. The SIN is collected in accordance with the: Income Tax Act and Unemployment Insurance Act for the purpose of managing and administering members' pay. The SIN is removed from HRMS after the first pay transaction is sent to CCPS. In accordance with applicable laws information is also shared with VAC's Rehabilitation Services and Vocational Assistance (VAC PPU 300) for the purpose of delivering Rehabilitation Services and Vocational Assistance to eligible DND participants. Information described in this bank may be shared with VAC's Disability Awards, Death Benefits and Detention Benefits Program (VAC PPU 560). In accordance with applicable laws the information may also be provided to qualified medical practitioners, health professionals, social agencies (established or accredited by federal or provincial law) and program administrators so that they may adequately provide a social or health service. Information described in this bank may be shared with VAC's Career Transition Services (VAC PPU 530) for the purpose of delivering individual career counselling and job finding assistance to Veterans. Information described in this bank may be shared with VAC's Financial Benefits Program (VAC PPU 510) for the purpose of calculating and administering benefits to Veterans.

Retention and Disposal Standards: Records are retained for a period of five years after the last administrative action. Records are then destroyed.

RDA Number: 98/005

Related Record Number: DND CSA 520, DND RCD 345

TBS Registration: 004155

Bank Number: DND PPE 805

Performance Evaluation Report File

Description: This bank contains: Performance Evaluation Reports.

Class of Individuals: This bank applies to: members of the Regular Force and members of the Reserve Force on Class C service.

Purpose: The purpose of this electronic bank is to: maintain a record of performance on the job and determine on a continuing basis the relative merit/suitability of members for: other management administrative decisions, promotion, release, retention, and training.

Consistent Uses: To support decisions regarding promotions, transfers, demotion, employee assistance, discipline and termination of employment.

Retention and Disposal Standards: Records are: retained for five years after the individual's release, and then transferred to Library and Archives Canada where they become integrated into bank LAC PPE 720.

RDA Number: 98/005 and 2000/019

Related Record Number: DND CSA 520, DND RCD 345

TBS Registration: 000206

Bank Number: DND PPE 838

Personnel Selection Officer (PSO) Training Files

Description: This bank contains academic qualifications, biographical data, letters of appreciation, posting and promotion messages, records of special employment or experience and reports on: courses, in-and out-service specialty training, on-job-training, post-graduate courses, professional development courses.

Class of Individuals: This bank applies to Personnel Selection Officers of the Regular and Reserve Forces.

Purpose: The purpose of this bank is to select individuals for appropriate training and professional development as well as selecting qualified individuals to be employed as instructors or supervisors.

Consistent Uses: There are no other consistent uses.

Retention and Disposal Standards: Information is retained until the individual reaches compulsory retirement age or the rank of Colonel at which time the records are destroyed.

RDA Number: 98/005

Related Record Number: DND CSA 520, DND RCD 345

TBS Registration: 003268

Bank Number: DND PPE 877

Unit Military Personnel Bank

Description: This bank contains: birth certificates, course reports, conduct sheets, divorce orders (nisi and absolute), proof of change of name, citizenship, dependants birth certificates, dependants' language of instruction preference, change of medical category form CF2088, civil convictions (except those for which pardons have been granted), consent to serve forms, enrolment documents, general employment information, marriage certificates, Physical Fitness Evaluation Envelopes, separation agreements, Statements of Ordinary Residence, document regarding security, previous service, request for compassionate posting, requests for special consideration, results of court martial, screening for overseas duty, statement of understanding, uniform selection, educational certificates/reports of academic achievements, personnel selection officer reports, messages posting/temporary duty course reports, letter of commendation and award, promotion, re-engagement, administrative review decisions and recommendations. It may contain: documentation concerning compulsory payments, Personnel Evaluation and Reports on Reservists. Records which have not been superseded and which have been relevant to personnel management are retained for the duration of the member's career. Other records are purged.

Class of Individuals: This bank applies to: serving members of the CF; and serving members of the Reserve Force and dependents, etc.

Purpose: The purpose of this bank is to maintain a travelling copy of personnel records for all personnel on strength from enrolment to release. Information for this bank is used to compile nominal rolls of personnel on strength at Units. Information may be disclosed to appropriate personnel with Veterans Affairs Canada (VAC) for the purpose of administering benefits under the Pension Act or the Canadian Forces Members and Veterans Re-establishment and Compensation Act.

Consistent Uses: Pursuant to the Canada Elections Act, lists of CF electors and their dependant electors (including their social insurance numbers) are compiled from the Statement of Ordinary Residence form. The Act requires that the lists be sent to the Chief Electoral Officer following the issue of the writs ordering a general election. Nominal rolls are produced from information held in this Bank at each Unit. In accordance with applicable laws information is also shared with VAC's Rehabilitation Services and Vocational Assistance (VAC PPU 300) for the purpose of delivering Rehabilitation Services and Vocational Assistance to eligible DND participants. Information described in this bank may be shared with VAC's Disability Awards, Death Benefits and Detention Benefits Program (VAC PPU 560). In accordance with applicable laws the information may also be provided to qualified medical practitioners, health professionals, social agencies (established or accredited by federal or provincial law) and program administrators so that they may adequately provide a social or health service. Information described in this bank may be shared with VAC's Career Transition Services (VAC PPU 530) for the purpose of delivering individual career counselling and job finding assistance to Veterans.

Retention and Disposal Standards: Once a member is released from the Regular Force, this bank is amalgamated in electronic format into the "CF Member Personal Information Files" (Info Bank DND PPE 818). Records are transferred to Library and Archives Canada for members of the CF - Regular Force five years after release and for the CF- Reserve Force three years after release. Records are then placed in data bank NA PPE 716.

RDA Number: 98/005 and 2000/019

Related Record Number: DND CSA 520, DND RCD 345

TBS Registration: 000204

Bank Number: DND PPE 836

Exchanges, Loans and Secondments

Description: Information on the administration of personnel exchanges, loans, and secondments.

Document Types: United Nations; Commonwealth nations; allied nations; and other government departments

Record Number: DND MUD 570                            

Materiel Lifecycle Program

The Materiel Lifecycle Program aims to provide the defence materiel products and services required to ready Defence force elements and fulfill obligations of Defence Combat and Support Operations, Defence Services and Contributions to Government , and Defence Capability Development and Research activities. It ensures that defence materiel capability elements are available in the quantity, mix and condition that enables the production of ready force elements, the employment of multi-purpose combat capable forces, and Defence services. The Program oversees and delivers defence materiel, and the lifecycle management services provided to ensure the availability of defence materiel, including acquisition services, equipment upgrade and insertion services; divestment and disposal services; engineering, testing, production and maintenance services; inventory management and distribution services; investigation, assurance and certification services; and the planning and governance of the Program. The authority for this Program is derived from the National Defence Act.

Equipment and Supplies – Research and Development

Description: Information on the management of the life cycle of research and development equipment and supplies including Information technology.

Document Types: Acquisition; contracts; licensing; cataloguing and identification; maintenance; inventory; packing, packaging and preservation; recovery, recuperation and salvaging; replacement program; sales, transfers and free issues; spare parts; storage and warehousing; supply and demand; surplus and excess stores; disposal.

Record Number: DND RDB 730                           

Equipment and Supplies

Description: Correspondence files on various stages of acquisition, life of, and disposal of Equipment and Supplies.

Document Types: Cataloguing and identification; contract demands; disposal; initial provisioning; issues from and restocking; local purchases; packing, packaging and preservation; recovery, recuperation and salvaging; replacement program; sales, transfers and free issues; scales and tables-Canadian Forces scales; spare parts; stocktaking and inventories; storage and warehousing; supply and demand; and surplus and excess stores.

Record Number: DND SUB 670               

Military Clothing and Personal Equipment

Description: Correspondence, reports, scaling, and technical information on Military Clothing and Personal Equipment.

Document Types: Flags and pennants; clothing - individual equipment and  underwear - men's, women's; footwear - men's, women's; hosiery insignia; outerwear - men's, women's; clothing, special purpose; and badges and insignia.

Record Number: DND WEE 665              

DSSPM - Clothing Online

Description: This bank contains: the Service Number (SN), Rank, Surname, First Name(s), Initials, Environment (Navy, Army or Air Force) and Class of Service (only Primary Reserve and CIC) of all active Regular Force, Primary Reserve (Class A, B and C), Cadet Instructor Cadre (CIC) members, Supplementary Reserve (SR) and active members with Honorary Appointments. Clothing Online is a DND e-commerce/e-business based direct delivery project providing non-operational uniforms to DND members. All active Regular Force, Primary Reserve (Class A, B and C), CIC members, Supplementary Reserve (SR) and active members with Honorary Appointments are authorized personnel. The bank will also be used to maintain an individual's point system and clothing entitlement inventory.

Class of Individuals: Active Regular Force, Primary Reserve (Class A, B and C), Cadet Instructor Cadre (CIC) members, Supplementary Reserve (SR) and active members with Honorary Appointments.

Purpose: The Bank's purpose is to maintain information on active Regular Force, Primary Reserve (Class A, B and C), Cadet Instructor Cadre (CIC) members, Supplementary Reserve (SR) and active members with honorary appointments and act as a means to identify personnel authorized to use the Clothing Online product.

Consistent Uses: Identifying authorized individuals and the maintenance of individual point system and clothing entitlements inventories. Information (Rank and Environment only) will be used by DSSPM to produce statistical reports. The database will not be linked with any other system.

Retention and Disposal Standards: Records will be destroyed two-years after the last administrative action.

RDA Number: 98/001 and 2000/14

Related Record Number: DND WEE 665

TBS Registration: 005349

Bank Number: DND PPE 829

Land Mines

Description: Information on Land Mines and land mine warfare in the Canadian Forces and allied armies.

Document Types: Anti-tank mines; anti-personnel mines; off-route mines; scatterable mine systems; mine countermeasures; mine dispensing equipment; and mine detection.

Record Number: DND MEO 315              

Ammunition and Explosives

Description: Information on Ammunition and Explosives of all calibers, land mines, torpedoes, missiles, pyrotechnics, demolition materials, fuses, design, modification, and storage.

Document Types: Design engineering; maintenance; storage; explosive safety; disposal; technical information; and ammunition restrictions.

Record Number: DND WEE 700              

Equipment and Supplies - Engineering and Maintenance

Description: Information pertaining to equipment and supplies being considered for acquisition, in the course of acquisition, or in service within the Canadian Forces.

Document Types: Defects and failures; design and engineering changes; drawings and specifications; maintenance techniques; and modifications and alterations.

Record Number: DND WEE 645              

Machinery, Vehicles, Engines - Engineering and Maintenance

Description: Correspondence, instructions and technical information on cataloguing and identification, defects, maintenance, repair, and overhaul, and supply and demand.

Document Types: Ship and boat propulsion components; deck machinery; passenger motor vehicles; trucks and truck tractors (wheeled), by type; trailers; combat, assault and tactical vehicles (tracked); engines by type and application; and turbines by type and application. Class of main system and type.

Record Number: DND WEE 655              

Weapons and Systems - Engineering and Maintenance

Description: Correspondence, instructions, and technical descriptions on weapon systems and primary equipment platforms of maritime and air elements, and guns, missiles, and launchers for all environments.

Document Types: Guns by type; launchers; fire control systems; aircraft by type; ships by class and name; and guided missiles.

Record Number: DND WEE 650              

Operational Equipment Requirements - Air

Description: Information on various air-related equipment requirements including air vehicles, ground support equipment, and some ground installations.

Document Types: Tactical requirement; ground support; and training requirement.

Record Number: DND ADO 285               

Logistics

Description: Information on logistic contingency plans and procedures and coordination of logistics aspects of operation.

Document Types: Logistics Operations - national and international, logistic policy and doctrine, and logistic systems evaluation.

Record Number: DND RSD 745

Real Property Lifecycle

The Real Property Lifecycle Program provides the real property products and services required to ready Defence force elements and fulfill obligations of Defence Combat and Support Operations, Defence Services and Contributions to Government, and Defence Capability Development and Research activities. It ensures that defence real property capability elements are available in the quantity, mix and condition that enables the production of ready force elements, the employment of multipurpose combat capable forces, and other Defence services. The Program oversees and delivers real property and the lifecycle management services to ensure the availability of real property, including acquisition and new capability construction services, recapitalization and betterment services, divestment and disposal services, operation, maintenance and repair services, navigation and traffic control services, environment and remediation services, and the planning and governance of the Program. The authority for this Program is derived from the National Defence Act.

Real Property Portfolio Planning

Description:  Comprehensive, long-term, strategic and investment planning services for future Real Property development and life-cycle management in support of Canadian Armed Forces operational requirements, with the objective of aligning Defence infrastructure with defence capabilities. 

Document Types: Portfolio strategies, RP investment plan, decision-making frameworks for prioritization & investment planning, RP management framework, stakeholder requirements, RP facility and building condition assessments, lifecycle costing models,

Record Number: DND 1959 040              

Request for use of National Defence Facilities

Description: Information on the civil use of Department of National Defence aerodromes.

Document Types: Requests; authorization; and coordination.

Record Number: DND IPC 120                             

Real Property Program Management

Description: Program management of real property including  investment funding opportunity assessments, analysis services, requirement identification services, inventory data management, and service delivery coordination for defence real property acquisitions, operations, maintenance and repairs, divestments, disposals, environmental, and remediation services. Acquisition results are achieved through purchase, lease, exchange, gift, easement, transfer, expropriation services or other means as required

Document Types: Documents and plans including corporate capital construction investment, master real property development plans, asset management plans. Related reports governing RP strategies, RP management framework, stakeholder requirements, RP facility and building condition assessments, lifecycle costing models, RP lease and letting  agreements, land parcels reports and RP heritage asset inventory

Record Number: DND 1959 030              

Real Property Divestment and Disposals

Description: Site identification services, property/land assessment services, estimate/appraisal services, solicitation process services, consultation services, negotiation services, and agreement development services to identify opportunities for divestments and demolitions and disposals in accordance to the RP strategy.  Demolition projects management through all phases of the demolition project, including: Project Coordination; Feasibility Studies etc.

Document Types: Site plans, master real property development plans, property assessments, transfer agreements, estimates, property appraisal documents,  Feasibility Studies, Project Specifications and Tender Documents; Regulatory Approvals; Tender Coordination; Pre-condition Surveys of Surrounding Properties  

Record Number: DND 1959 020  

Construction Engineering Project Delivery

Description: Full range of project management support to Realty Asset Portfolio Managers Information on the acquisition, disposal, utilization, and management of real property or interest therein; design and construction of works projects; the maintenance of works and buildings; utilities services; and similar functions within the Department of National Defence.

Document Types: Project charters, Construction statement of requirement, risk, environmental assessments, fire prevention incident reports; grounds maintenance contracts; heating/ventilation systems technical documents for the management for acquisition of works and buildings and utilities.

Record Number: DND CPB 710

Architecture and Engineering Services

Description: Developing, implementing and monitoring Departmental policies, standards and guidelines for real infrastructure in areas of Architecture & Engineering (A&E) expertise.  A&E support to all phases of construction projects.  Delivering advice, guidance and directions to ADM(IE) groups, NDHQ, CF deployed operations, NATO, Commands, Bases/Wings, other government departments (OGD) and inter-department forums, all as related to A&E areas of expertise and responsibilities

Document Types:  Documents related construction projects cost estimate, planning and control, construction technical design drawings, technical requirements, building systems, utilities, waste management,  zoning analysis including zoning classification, setback requirements, building height restrictions, allowable density, parking requirements, servicing requirements, rights-of-way, airfields zoning, range/explosive safety templates         

Record Number: DND 1959 050   

Real Property Procurement Strategies

Description: Real property procurement and contracting includes activities in the areas of procurement strategy, requests for proposal, bid evaluations, and tenders in support of acquiring a service or asset.

Document Types: Documents related to general administration, procurement strategy and contract management including performance reports.

Record Number: DND 1959 010              

Real Property Operations Service Delivery

Description:  RP service delivery and facility management (including building services, maintenance, municipal services, recapitalization, and minor new construction/alterations to operate and maintain DND/CAF Real Property in order to ensure responsive and sustainable support to CAF operations and departmental programs.  Repair and operation services such as grounds keeping, HVAC, waste collection, navigation, air traffic and range control, and the provision of other real property related amenities.

Document Types: Project charters, Construction statement of requirement, risk / environmental assessments, fire prevention / incident reports; grounds maintenance contracts; heating systems; janitorial service documents of works and buildings and utilities. Maintenance and Repair investment plans, decision-making frameworks,  project prioritization documents,  Management frameworks, stakeholder requirements, facility and building condition assessments, lifecycle costing models

Record Number: DND 1959 060

Base Planning

Description: Information on Base Planning and development.

Document Types: Base closures; base consolidations; and base openings.

Record Number: DND IPC 115

Housing and Accommodations

Description: This bank describes information relating to the Canadian Forces Housing Agency (CFHA)'s administration of housing and accommodations for the Department of National Defence (DND). Personal information may include: name; contact information, date of birth, Canadian Forces or other identification number, financial information, employee personal information such as salary deductions, biographical information, employment equity information, financial institution information, and signature. The Social Insurance Number (SIN) may be collected from contractors.

Class of Individuals: Members of the Canadian Forces, spouses, and dependents, civilians and contractors.

Purpose: Information is used to administer the allocation of housing, and related contracting. The SIN may be collected, where required, under the authority of the Income Tax Act.

Consistent Uses: The information may be used to administer payments to contractors, and for internal financial reporting. The SIN and other information is disclosed to the Canada Revenue Agency (Information Returns (Infodec), Databank, no. CRA PPU 150) and the Province of Quebec for income tax purposes. Information may also be used for audit, evaluation, research and/or statistical purposes.

Retention and Disposal Standards: Under development.

RDA Number: Under development.

Related Record Number: DND IPC 115

TBS Registration: 20090534

Bank Number: DND PPU 885

Environmental Stewardship

Description:  Leadership, oversight, promotion and awareness initiatives to incorporate environment activities into direction to Defence operational and functional communities.  Environmental assessments, environmental management, horizontal integration, communication, advice and consultation services.

Document Types: Plans, strategies, studies, technical environmental assessment documents, compliance reports, records related to air, solid waste disposal, and toxic hazardous waste disposal pollution control; and environmental assessment and review.

Record Number:  DND CPB 715              

Environmental Remediation

Description:  Environmental remediation aims to ensure that Defence reduces its liability related to real property. The remediation of defence real property capability elements also achieves results through the delivery of contaminates/UXO (unexploded ordnance) site identification, site assessment, site characterizations, and site classification services as well as sampling, testing, risk management and mitigation, and long-term monitoring services

Document Types: Project charters, plans, strategies, studies, technical environmental assessment documents, contaminated site identification documents compliance, sampling, testing reports

Record Number: DND CPB 915

Real Property Strategic Planning, Reporting and Integration  

Description:  Real Property 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, planning, corporate governance design, policy development, implementation, coordination, control, performance management, reporting, relationship and stakeholder management, and advice services as they relate to defence real property in order to meet Defence readiness needs and to respond to the Federal Government agenda.

Document Types: Strategies, policy instruments and frameworks, business plans, performance reports, action and implementation plans, committee agendas, decision documents, minutes, terms of reference

Record Number: DND 1959 070

Fire and Nuclear Safety

Description: Information on the develop and implementation of regulatory and compliance regimes based on national and international obligations and the assessed nature and risk of DND/CAF Fire, Nuclear Safety and respiratory protection activities and technologies. Also pertains to the control of activities and material with radioactive materials.

Document Types: Documents related to fire prevention, fire/nuclear accidents and incidents; field activities; safety; storage; transportation, disposal and supplementary arrangements including reports, studies, inventory control documents, member training and qualification documents

Record Number: DND ADO 265               

Municipal Taxes and Charges

Description: Information on the administration of Department of National Defence Municipal Taxes and Charges.

Document Types: General correspondence on Municipal Taxes and Charges.

Record Number: DND JAG 040                            

Information Systems Lifecycle Program

The Information Systems Lifecycle Program seeks to ensure that the information systems infrastructure and applications are made available to the production ready force elements, capability development and research, and Defence services and to fulfill obligations of Defence Combat and Support Operations, Defence Services and Contributions to Government, and Defence Capability Development and Research activities. It ensures that the defence information systems infrastructure and applications capability elements are available in the quantity, mix and condition that enables the readiness and employment of multi-purpose combat capable forces and other Defence services. The Program oversees and delivers defence information systems infrastructure and applications, and the lifecycle management services provided to ensure the availability information systems and applications, including acquisition services, development and deployment services, system management and user support services, and the planning and governance of the Program. The authority for this Program is derived from the National Defence Act.

Communications and Electronics

Description: Information dealing with Communications and Electronics in the Canadian Forces.

Document Types: Air traffic control systems; air transportable system; automated data processing (ADP) system; electronic warfare; fixed communications; frequencies; fleet communications; navigation aids; and radar.

Record Number: DND MCE 325

Communications - Electronics Systems and Equipment - Engineering and Maintenance

Description: Correspondence, reports, scaling, and technical information on communications - electronics systems.

Document Types: Telephone and telegraph; teletype and facsimile; radio and television; radio navigation; intercommunication and public address; radar; underwater sound equipment; also components and connectors.

Record Number: DND WEE 660 

Communications and Information Systems

Description: Correspondence and directives dealing with the procurement and distribution of certain electronics equipment.

Document Types: Communications security equipment and components; and electronic warfare equipment.

Record Number: DND MCE 335              

Defence Capability Development and Research Program

The Defence Capability Development and Research Program seeks to provide the analytical bases and knowledge to anticipate foreseeable changes in the threat and security environment and to determine the associated demand for Defence capabilities across near- and long-term time horizons in order to enable evidence-based strategic decisions that align the introduction, modification and divestment of Defence capabilities and guide the application of existing capabilities with an acceptable levels of risk. Results are achieved by: establishing and monitoring the fulfillment of near-term targets for readying force elements and conducting Defence operations; identifying lessons from past operations; assessing defence and security trends; developing and integrating new knowledge and systems/methods for conducting operations; developing approaches and conducting Defence capability analyses at strategic, operational and tactical levels; present to future capability assessments; designing and assessing defence alternatives; providing Defence capability oversight and expertise; and Defence capability use planning for sustainable Defence capabilities in future time horizons. As such, this Program sustains Defence by providing key products and services to the Defence Capability Elements Production Program, the Defence Ready Force Element Production Program and parts of the Defence Combat and Support Operations, and Defence Services and Contributions to Government programs. This Program also directly enables the management and oversight of Defence as a whole.

Capability Design, Development and Integration Program

The Capability Design, Development and Integration Program provides focused expertise to develop and introduce new capabilities, develop new knowledge, integrate knowledge from internal and external sources, develop new concepts, innovate ways to provide competitive advantage to military operations, and enhance the effectiveness of Defence programs. Results from this Program are accomplished by: developing, demonstrating, testing and evaluating advanced systems and technologies and integrating these and other scientific research into Defence programs; identifying lessons from on-going and historical operations; producing new concepts and doctrine; designing and assessing alternative capabilities; providing planning, oversight and expertise for the introduction and divestment of capabilities; and developing analyses to enable evidence-based decisions concerning the selection and effective use of capabilities at strategic, operational and tactical levels. The products and services from this program sustain Defence by directly enabling the Strategic Direction and Planning Support Program. the Defence Ready Force Element Production Program, and the programs that deliver Defence Combat and Support Operations as well Services and Contributions to Government.

Applied Research

Description: Information on research, technology development, analysis and experimentation in support of Strategic Decision Support; Navy; Army; Air Force; Personnel; Joint Force Development; and Force Employment capabilities for the CAF.

Document Types: Strategic guidance, program charters, project charters, project management plans, assessments, CAF capability investment options, analysis for investment and operational decision making, technology and systems assessments and development, scientific reports, defence science contracting, Memoranda of Understanding (MOUs), Partnership Agreements (PAs), Functional Planning Guidance.

Record Number: DND RDB 725   

Inventions and Patents

Description: Information on patent administration and policies for DND/CAF.

Document Types: Inventions and Patents; inventions submitted to the Department; patent filing applications on behalf of DRDC, licence agreements, revenue generation, patent applications referred to the Department; patent opinions, validity and infringement; trade mark matters; copyright matters; design matters; and inventions arising from Department contracts.

Record Number: DND RSD 740    

Operational Research and Analysis

Description: Information on the preparation of programs, war game rules and techniques, concepts of operation, and strategic studies including that pertaining to operational research and analysis including review of programs and services, communications, aircraft, computers and other equipment, etc.

Document Types: Operational research - land, maritime, air; and research analysis of logistics, manpower, mathematics, and statistics (social, economic, and strategic).

Record Number: DND ORA 150

Personnel Studies

Description: Studies on military and civilian personnel and human resources management.

Document Types: Various departmental studies on personnel (civilian and military), including in domains such as personnel generation, operational and organizational effectiveness, and military personnel and family support.

Record Number: DND PDB 360

Human Resource Research and Evaluation Information Data Bank

Description: This automated data bank contains: Data on selection tests; Information from applicants to the Canadian Forces on: Education; Applicant plan; Applicant career preferences; Employment equity; Assessment Rating; Assessment Narrative; and Military Potential Score; and Data provided by personnel leaving the Canadian Forces who have completed the Attrition Information Questionnaire.

Class of Individuals: This bank applies to: Applicants to the CF and serving and former members of the CF.

Purpose: The purpose of this automated data bank is to provide a database for human resource research and evaluation (i.e. occupational selection and program/policy development and evaluation) and occupational selection.

Consistent Uses: The applicant number, service number or Social Insurance Number may be used to link or match information in this bank with (DND/PPE 805, DND Defence Integrated Human Resource System - (DIHRS) and bank PSE 918 (Employment Equity Program) for purposes consistent with both banks and with the reasons for which the information was collected. Matched information may subsequently be held in either or both banks.

Retention and Disposal Standards: CF 283 Applicant Assessment forms and DND 2158 Non-Commissioned Member Applicant Assessment forms are retained in hard copy until document image is transferred to microfiche or electronic format; and indefinitely on microfiche or electronic format. CF Selection Tests, CF Applicant Surveys and CF Attrition Information Questionnaire are held in hard copy until information is transferred to computer database; and automated data indefinitely. Automated data is retained indefinitely.

RDA Number: 98/005

Related Record Number: DND PDB 360

TBS Registration: 000184

Bank Number: DND PPU 815

The Technical Co-Operation Program (TTCP)

Description: Information on co-operation in research and development with defence departments in Australia, New Zealand, the United Kingdom and the United States. It includes applied research, basic research and technology development. Areas of focus are Aerospace Systems; Command, Control, Communications and Information Systems (C3I); Electronic Warfare Systems; Human Resources and Performance; Joint Systems and Analysis; Land Systems; Maritime Systems; Materials and Processes Technology; Sensors; and Conventional Weapons Technology.

Document Types: Publications, symposia, meetings, recommendations for new research and development activities, methods and standards for tests and evaluation of experimental results, TTCP Project Arrangements (PA), agreements.

Record Number: DND RDB 720   

Strategic Direction and Planning Support Program

The Strategic Direction and Planning Support Program aims to identify the strategic demand for Defence capabilities and to enable strategic decisions and the development of strategic direction concerning the corresponding use of available resources to: apply and maintain existing capabilities; introduce new or modified capabilities; and divest of surplus capabilities with acceptable levels of risk across near- and long-term time horizons. In the near-term, a quantifiable relationship is established between Government and strategic direction, ongoing and contingency operations requirements and performance, defence roles, and readiness targets in order to align force element production resources. In the long-term, challenge areas that may require changes to the Defence capability and program portfolios are established. Results are achieved through monitoring, threat and security environment analysis, change requirement identification, trend synthesis, portfolio challenge identification, and portfolio alteration approach formulation and assessment. This Program sustains Defence by directly enabling the Defence Ready the Defence Capability Element Production Program, the Defence Capability Development and Research Program, and the management and oversight of Defence as a whole.

Internal Services

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; Materiel Services; Acquisition Services; 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.

Acquisitions

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.

Procurement and Contracting Class of Record

Professional Services Contracts Personal Information Bank

Communications Services

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.

Communications Class of Record

Internal Communications

Public Communications Personal Information Bank

Financial Management

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.

Financial Management Class of Record

Accounts Payable Personal Information Bank

Accounts Receivable Personal Information Bank

Acquisition Cards Personal Information Bank

Finance and Accounting

Description: Files on the overall financial administration of the Department.

Document Types: Accounting; allotments; financial arrangements and agreement; costing; administration of pay and allowances; and write-offs.

Record Number: DND FSB 765               

Pay Records File

Description: This bank enables the Central Computation Pay System (CCPS) and the Revised Pay System for the Reserves (RPSR) to determine and record pay entitlements and applicable deductions. The bank contains: acquittance roll payments, third party pay allotments, including documentation concerning compulsory payments, CPP and Employment Insurance (EI) contributions, deductions such as Income Tax, hospital and medical plan premiums and pension contributions and records of their pay and allowances entitlements and attendance for the reserves. Records are accessible by providing: full name and service number.

Class of Individuals: This bank applies to members of the CF (Regular and Reserve).

Purpose: The purpose of this bank is to: record the individual pay records for members of the CF (Regular and Reserve services), administer the recovery of debts owed to the Crown by designated agents of DND, for statistical research information, gather, plan, implement and evaluate government personnel policies relating to pay and allowances. Information may be disclosed to appropriate personnel with Veterans Affairs Canada (VAC) for the purpose of administering benefits under the Pension Act or the Canadian Forces Members and Veterans Re-establishment and Compensation Act.

Consistent Uses: Pursuant to the Income Tax Act, Employment Insurance Act and Canada Pension Plan Act, documentation to support pay and deductions', including the social insurance number, is provided to: the Departments of Public Works and Government Services Canada and National Revenue (Taxation), and designated agents of DND (e.g. collection agencies, Department of Justice). Information described in this bank may be shared with VAC's Financial Benefits Program (VAC PPU 510) for the purpose of calculating and administering benefits to Veterans.

Retention and Disposal Standards: The Master Pay Records for the regular force member were microfilmed on a regular basis and destroyed after 54 years. Since 1976, the records are kept on computer disk/tape and are computer readable. Printed copies of records prior to 1976 are not available at this time but provisions will be made to permit viewing of records.

RDA Number: 98/005 and 96/024

Related Record Number: DND FSB 765

TBS Registration: 003788

Bank Number: DND PPE 858          

Pension File

Description: The bank contains: copies of vital statistics of serving CF members and their dependants, pension election forms, pension observations and correspondence concerning pensions, proof of prior service and payment information, division of pension information and information on deaths of former members and payment information on survivors.

Class of Individuals: This bank applies to members of the CF and survivors.

Purpose: The purpose of this file is to: determine superannuation benefits for members of the CF (Regular) upon release, and gather statistical research information for planning, implementing and evaluating government personnel policies relating to pensions and superannuation. Information may be disclosed to appropriate personnel with Veterans Affairs Canada (VAC) for the purpose of administering benefits under the Pension Act or the Canadian Forces Members and Veterans Re-establishment and Compensation Act.

Consistent Uses: Pursuant to the Income Tax Act, documentation supporting pension entitlements, including the social insurance number, is provided to the: Department Public Works and Government Services Canada (DSS PCE 701, Superannuation Annuitant System Database) for the issue of pension cheques, and Department of National Revenue (Taxation) for bank RCT PPU 005 Individual Income Tax Return. Information described in this bank may be shared with VAC's Financial Benefits Program (VAC PPU 510) for the purpose of calculating and administering benefits to Veterans.

Retention and Disposal Standards: Records are retained by Director Accounts Processing, Pay and Pensions until the member is released, at which time they are forwarded to Library and Archives Canada where they become integrated into bank LAC PPE 719.

RDA Number: 98/005 and 96/024

Related Record Number: DND FSB 765

TBS Registration: 000223

Bank Number: DND PPE 859

Financial Benefits - Pay and Allowances

Description: Information on policies and programs for military compensation, allowances, and personnel benefits, as related to comparable benefits available to the Public Service.

Document Types: Pension deductions; contributions and deferred pay; pay allotments and remittances; fines; forfeitures and deductions; transportation and travelling expenses; and miscellaneous entitlements and grants.

Record Number: DND CBD 460               

Human Resources Management

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

Recognition Program Personal Information Bank

Classification of Positions Class of Record

Staffing Personal Information Bank

Compensation and Benefits Class of Record

Attendance and Leave Personal Information Bank

Pay and Benefits Personal Information Bank

Employment Equity and Diversity Class of Record  

Employment Equity and Diversity Personal Information Bank

Hospitality Class of Record

Hospitality Personal Information Bank

Human Resources Planning Class of Record

Human Resources Planning Personal Information Bank

Workplace Day Care Personal Information Bank

Labour Relations Class of Record

Canadian Human Rights Act – Complaints Personal Information Bank

Discipline Personal Information Bank

Grievances Personal Information Bank

Harassment Personal Information Bank

Disclosure of Wrongdoing in the Workplace Personal Information Bank

Values and Ethics Codes for the Public Sector and Organizational Code(s) of Conduct Personal Information Bank

Occupational Health and Safety Class of Record

Employee Assistance Personal Information Bank

Harassment Personal Information Bank

Occupational Health and Safety Personal Information Bank

Vehicle, Ship, Boat and Aircraft Accidents Personal Information Bank

Official Languages Class of Record

Official Languages Personal Information Bank

Performance Management Reviews Class of Record

Discipline Personal Information Bank

Performance Management Reviews Personal Information Bank

Recruitment and Staffing Class of Record

Applications for Employment Personal Information Bank

Employee Personnel Record Personal Information Bank

EX Talent Management Personal Information Bank

Personnel Security Screening Personal Information Bank

Staffing Personal Information Bank

Values and Ethics Codes for the Public Sector and Organizational Code(s) of Conduct Personal Information Bank

Staffing Program

Description: This data bank contains records, commencing in 1989, relating to applicants for trades with Fleet Maintenance Facility Cape Scott (formerly known as Ship Repair Unit (A)). The bank consists of information taken from PSC 3000 (Application for Employment), and contains: applications, screening information, staffing board results, supporting documents, and trade tests results.

Class of Individuals: This bank applies to applicants for employment with the Public Service in the Ship Repair trades in Halifax.

Purpose: This bank exists in accordance with the Public Service Employment Regulations to provide for the maintenance of an inventory of applicants who applied for employment in the Public Service of Canada in the Fleet Maintenance Facility - Cape Scott, Maritime Forces Atlantic, and Halifax, Nova Scotia.

Consistent Uses: To identify candidates suitable for referral and appointments to positions in the ship repair trades at Fleet Maintenance Facility Cape Scott (Formerly known as the Ship Repair Unit (Atlantic)), to maintain an inventory of applicants who have applied for employment with the Public Service of Canada in the ship repair trades on Halifax, and to retrieve statistics related to the inventory and staff competitions.

Retention and Disposal Standards: Records have been maintained since 1989 and are destroyed: 1) immediately following requested removal from the inventory, or 2) if file/application is not updated annually.

RDA Number: 98/005

Related Record Number: PRN 920

TBS Registration: 002764

Bank Number: DND PPU 065

Relocation Class of Record

Relocation Personal Information Bank

Training and Development Class of Record

Training and Development Personal Information Bank

Information Management

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.

Access to Information and Privacy Class of Record

Access to Information Act and Privacy Act Requests Personal Information Bank

Information Management Class of Record

Library Services Personal Information Bank

Information Technology

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.

 Information Technology Class of Record

Electronic Network Monitoring Personal Information Bank

Public Key Infrastructure (PKI) Service Request Forms

Description: This bank contains: surname, given names and initials, signatures, Service Number (SN) (military) / Personal Record Identifier (PRI) (civilian) / building pass number (contractor/casuals) including expiry date, organization, building / location, office telephone, fax number, SMTP Address, security clearance including expiry date and supervisor's name, signature and telephone number. The bank also contains the type and number of the identification provided to receive the service requested (one or two of: department ID, driver's licence, birth certificate, passport, citizenship card, provincial health card). The information is collected by means of a Service Request Form. Records are accessible by providing: full name, service number or PRI number and place of employment.

Class of Individuals: CF members, civilian employees of National Defence as well as contractors and casual employees requiring PKI services.

Purpose: The purpose of this bank is to maintain information relating to the PKI services such as issuance, recovery, revocation, deactivation, reactivation, name change, etc. The information is used to provide auditable proof of identity of all PKI users requesting and receiving PKI services.

Consistent Uses: Forms will only be used for the auditing of adherence to system procedures or for the resolution of disputes or legal issues with respect to activities conducted with the PKI.

Retention and Disposal Standards: All records are securely stored in a central repository in Ottawa, and are retained for two years after the individual is released from the Department and are then destroyed.

RDA Number: 98/001

Related Record Number: PRN 931

TBS Registration: 005368

 Bank Number: DND PPU 813

Legal Services

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.

Legal Services Class of Record

Management and Oversight Services

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, and/or plans.

Cooperation and Liaison Class of Record

Lobbying Act Requirements Personal Information Bank

Outreach Activities Personal Information Bank

Executive Services Class of Record  

Executive Correspondence Personal Information Bank  

Internal Audit and Evaluation Class of Record

Evaluation Personal Information Bank

Planning and Reporting Class of Record

Defence Programming

Description: Information on the planning, programming, budgeting, and managing of the defence services program.

Document Types: The control and identification of all defence activities.

Record Number: DND DPB 125

Defence Renewal Program Activities

Description: Information on the governance of the Defence Renewal Program and the resulting Reinvestment Profile.

Document Types: Defence Renewal Program governance documents.

Record Number: DND DPB 135

Policy Coordination

Description: Information on the integration and coordination of DND’s responsibilities and activities with the Government’s overall policies, programs and priorities

Document Types: Liaison with central agencies and other departments, Question Period notes and other advice and support to the Minister with regard to the functional relationship with Parliament, Cabinet briefing material, speeches for the Minister and other senior officials.

Record Number: DND POL 005               

Policy Planning

Description: Information on the development and planning of all areas of defence policy

Document Types: Evaluations of strategic developments, major proposals on the Government’s defence policy, options development in all areas of defence policy.

Record Number: DND POL 010

Strategic Assessment

Description: The Department of National Defence Strategic Assessment files dealing with the study of international political, economic, and military events and trends.

Document Types: Defence Policy, NATO policy, Arms Proliferation policy, Peacekeeping policy, Asia Pacific policy, Military Training Assistance policy, Western hemisphere policy.

Record Number: DND PPB 135               

Exports and Imports

Description: Information on Department of National Defence export permits.

Document Types: Policy; applications for export; intelligence and security implications; and reports of export permits.

Record Number: DND RDP 750               

Politics

Description: Information on elections in relation to Canadian Forces electors, public service electors, and dependent electors.

Document Types: General correspondence on electoral processes.

Record Number: DND JAG 025

Material

Material Services involve activities undertaken to ensure that material can be managed by departments in a sustainable and financially responsible manner that supports the cost-effective and efficient delivery of government programs.

Materiel Management Class of Record

Vehicle, Ship, Boat and Aircraft Accidents Personal Information Bank

Real Property

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.

Real Property Management Class of Record

Real Property Management Personal Information Bank

Travel and Other Administrative Services

Travel and Other Administrative Services include Government of Canada 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

Parking Personal Information Bank

Boards, Committees and Council Class of Record

Governor in Council Appointments Personal Information Bank

Members of Boards, Committees and Councils Personal Information Bank

Business Continuity Planning Class of Record

Business Continuity Planning Personal Information Bank

Disclosure to Investigative Bodies Class of Record

Disclosure to Investigative Bodies Personal Information Bank

Proactive Disclosure Class of Record

Hospitality Personal Information Bank

Travel Personal Information Bank

Security Class of Record

Identification Cards and Access Badges Personal Information Bank

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

Travel Personal Information Bank

Canadian Forces Exchange System (CANEX)

Description: Information on the Canadian Forces Exchange System.

Document Types: Organization and management; accounting and finance; communications; facilities; merchandising; operations; personnel; and public support.

Record Number: DND PSB 385

Non-Public Fund (NPF) Employee Personnel Records

Description: This bank contains names, applications for employment of successful candidates, date of employment, unit of employment, career history, date of birth, employee's Social Insurance Number, sex, marital status, salary, record of pay adjustments, benefit plan information, pension information, employee evaluation reports, complaints from employees and commendation letters. The information both centralized and decentralized is maintained in manual and electronic systems.

Class of Individuals: This bank applies to Non-Public Fund employees in the Bases, Units and Wings of the CF and those employed directly by the Canadian Forces Personnel Support Agency.

Purpose: The purpose of this bank is to store employee information related to employment, benefits and pensions.

Consistent Uses: Pursuant to the Income Tax Act, the Employment Insurance Act and the Pension and Benefits Standards Act (1985) documentation to support income tax deductions, pension deductions and entitlements, is provided to Canada Customs and Revenue Agency (Taxation).

Retention and Disposal Standards: Files are currently destroyed five calendar years after an employee terminates if there are no benefit or pension implications. Records where there are benefit implications are kept until resolution of the situation, while pension files are maintained until death of the pensioner or his survivor and are held for two years after the last administrative action.

RDA Number: 98/005

Related Record Number: DND PSB 385

TBS Registration: 005115

Bank Number: DND PPU 865

Transportation - General

Description: Information on the Department's transportation services.

Document Types: Material; personnel; programming and requirements; rates and tariffs; reports and returns; special flights; systems development; and vehicles.

Record Number: DND TRD 680

Additional Information

The Government of Canada encourages the release of information through requests outside of the formal ATIP process. Whenever possible, general requests for information should be satisfied using direct lines of communication between departmental program and the public. For assistance please contact.

You may also wish to consult the consult the departments completed Access to Information Request Summaries or search for DND data collections in the Government of Canada Open Government portal.

If the information cannot be obtained informally, a formal request for information can be submitted to the Directorate Access to Information and Privacy (DAIP) at:

Director Access to Information and Privacy
National Defence Headquarters
Major-general George R. Pearkes Bldg.
101 Colonel By Drive Ottawa, Ontario
K1A 0K2

Please see the Introduction to the Info Source publication for information on formal access procedures under the provisions of the Access to Information Act and the Privacy Act. The Department’s Directorate Access to Information and Privacy website includes links to request forms and contact information.

Please note: Each request made under the Access to Information Act must be accompanied by an application fee of $5.00 – cheque or money order made payable to the Receiver General for Canada.

Privacy Impact Assessments

The Department of National Defence conducts Privacy Impact Assessments (PIAs) to ensure that privacy implications will be appropriately identified, assessed and resolved before a new or substantially modified program or activity involving personal information is implemented. Summaries of completed PIAs are available online.

Reading Room

In accordance with the Access to Information Act and Privacy Act, the applicant may wish to review material in person at the Directorate Access to Information and Privacy reading room located at:

Place de Ville
17th Floor, Tower B
112 Kent St.
Ottawa

Independent Units also reporting to the Minister of National Defence:

The following are organizations which, while reporting to the Minister of National Defence, maintain their own Info Source presence:

The Office of the Ombudsman DND/CF Info Source chapter:

(http://www.ombudsman.forces.gc.ca/en/ombudsman-ati/info-source.page). 

The Communications Security Establishment Canada (CSEC)  Info Source chapter at (https://www.cse-cst.gc.ca/en/transparency-transparence/atip-aiprp/infosource);

The Military Grievance External Review Committee (MGERC) publishes an Info Source chapter at (http://mgerc-ceegm.gc.ca/pd-dp/is-is-eng.html); and

 The Military Police Complaints Commission of Canada ( publishes an Info Source chapter at (http://www.mpcc-cppm.gc.ca/05/1400-eng.aspx).