Info Source - Sources of Federal Government and Employee Information - Institutional Functions, Programs and Activities

RESOURCES ARE ACQUIRED TO MEET GOVERNMENT DEFENCE EXPECTATIONS

DEFENCE SCIENCE & TECHNOLOGY

RESEARCH, TECHNOLOGY, AND ANALYSIS

Applied Research
Description: Information on research, technology development, analysis and experimentation in support of Integrated Capabilities; Maritime; Land; Air; Personnel; and Command, Control, Communications, Computers, Intelligence, Surveillance and Reconnaissance (C4ISR) capabilities for the CF.
Document Types: Strategic guidance, program plans, organization change agendas, assessments, CF capability investment options, analysis for investment and operational decision making, technology and systems assessments and development, scientific reports, defence science contracting, grants, Science and Technology agreements/ Memoranda of Understanding (MOUs), Multilateral Partner Agreements (MPAs), Functional Planning Guidance.
Record Number: DND RDB 725

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

Inventions and Patents
Description: Information on patent administration and policies for DND/CF.
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

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 Organisation (RTO), NATO Research and Technology Board (RTB).
Record Number: DND PPB 145

Operational Research and Analysis
Description: Correspondence files on the preparation of programs, war game rules and techniques, concepts of operation, and strategic studies.
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 personnel development research.
Document Types: Various departmental studies on personnel (civilian and military) such as premature release, aircrew - future requirement (1976), and others.
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
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: DND CPS 600, DND PDB 360
TBS Registration: 002764
Bank Number: DND PPU 065

Technical Co-Operation Program
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

PUBLIC SECURITY SCIENCE AND TECHNOLOGY

Applied Research
Description: Information on research, technology development, analysis and experimentation in support of Integrated Capabilities; Maritime; Land; Air; Personnel; and Command, Control, Communications, Computers, Intelligence, Surveillance and Reconnaissance (C4ISR) capabilities for the CF.
Document Types: Strategic guidance, program plans, organization change agendas, assessments, CF capability investment options, analysis for investment and operational decision making, technology and systems assessments and development, scientific reports, defence science contracting, grants, S&T agreements/ Memoranda of Understanding (MOUs), Multilateral Partner Agreements (MPAs), Functional Planning Guidance.
Record Number: DND RDB 725

Public Security Science and Technology
Description: Information on the management of the joint DND and Public Safety Public Security S & T Program by DRDC. The program comprises multi-year projects with activities in research and development, technology demonstration, technology acceleration, analysis and experimentation applied to inform, enable and respond to Canada's public safety and security priorities. The program addresses the needs and challenges in four areas of emerging public safety and security risk: defeat of the chemical, biological, radiological-nuclear and explosives (CBRNE) threat; critical infrastructure protection; surveillance, intelligence and interdiction; and emergency management systems operability.
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

Security
Description: Policies, directives and correspondence relating to education and information on Security in the Canadian Forces.
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

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RECRUITING OF PERSONNEL AND INITIAL TRAINING

RECRUITMENT

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

Engagement and Re-engagement
Description: Information dealing with Engagement and Re-engagement of Canadian Forces personnel.
Document Types: Policy, extension of service, vested rights, and liability to serve.
Record Number: DND CSA 525

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

Recruitment of Policy Officers
Description: Information on the recruitment and development of Policy Officers.
Document Types: Promotional documents (posters, brochures), recruitment criteria and exams, candidate database, performance evaluations.
Record Number: DND MUD 566

TRAIN TO INITIAL OCCUPATION LEVEL

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

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

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

Trade Evaluation and Structure
Description: Information on trade evaluation structure and specifications.
Document Types: Policy on Trade.
Record Number: DND MUD 585

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

Training - General
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 Program (VAC PPU 550) 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 Job Placement Assistance Program (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

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EQUIPMENT ACQUISITION AND DISPOSAL

MARITIME EQUIPMENT ACQUISITION AND DISPOSAL

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 insignia; outerwear - men's, women's; clothing, special purpose; underwear - men's, women's; footwear - men's, women's; hosiery; 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 EQUIPMENT ACQUISITION AND DISPOSAL

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

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

AEROSPACE EQUIPMENT ACQUISITION AND DISPOSAL

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

Communications and Electronics
Description: Information dealing with Communications and Electronics in the Canadian Forces. (see French translation)
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 Equipment
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

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

JOINT AND COMMON SUPPORT EQUIPMENT ACQUISITION AND DISPOSAL

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

JOINT AND COMMON COMMAND AND CONTROL ACQUISITION AND DISPOSAL

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

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REAL PROPERTY AND INFORMATICS INFRASTRUCTURE ACQUISITION AND DISPOSAL

REAL PROPERTY ACQUISITION AND DISPOSAL

Construction Engineering
Description: 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: 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 CPB 710

Procurement and Contracting
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 Disposals
Description: The disposal process governs small, low value, non-sensitive surplus land, and properties with potentially high value and/or high sensitivity (these are properties or portfolios of properties) with potential for significantly enhanced value, those that are highly sensitive, or a combination of these factors.
Document Types: Documents including reports and plans.
Record Number: DND 1959 020

JOINT AND COMMON INFORMATICS INFRASTRUCTURE ACQUISITION AND DISPOSAL

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

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NATIONAL DEFENCE IS READY TO MEET GOVERNMENT DEFENCE EXPECTATIONS

MARITIME READINESS

CONTINGENCY TASK GROUP

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

NATIONAL TASK GROUP

Maritime Operations
Description: Correspondence on Maritime Operations.
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

SINGLE SHIP INTERNATIONAL DEPLOYMENT

DOMESTIC MARITIME READINESS

SUSTAIN MARITIME FORCES

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

Base Planning
Description: Information on Base Planning and development.
Document Types: Base closures; base consolidations; and base openings.
Record Number: DND IPC 115

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

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

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

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

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

Maritime Collisions
Description: Correspondence and reports on collisions at sea.
Document Types: Groundings; berthing incidents; and mishaps.
Record Number: DND MDO 175

Maritime Defence
Description: Correspondence on Maritime Defence.
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

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

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

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 Program (VAC PPU 550) 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 Job Placement Assistance Program (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

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

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

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Land Readiness

PRIMARY INTERNATIONAL COMMITMENT

SECONDARY INTERNATIONAL COMMITMENT

DOMESTIC AND STANDING GOVERNMENT OF CANADA TASKS

SUSTAIN LAND FORCES

Base Planning
Description: Information on Base Planning and development.
Document Types: Base closures; base consolidations; and base openings.
Record Number: DND IPC 115

Command and Control Systems - 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

Instructional Material
Description: Instructional pamphlets, books, manuals, etc. resulting from the development of land doctrine.
Document Types: Publications.
Record Number: DND LDO 210

Land Environment
Description: Information on the British Army Training Conference (training in Canada) and British exercises in Canada.
Document Types: Regulations and policies pertaining to UK forces in Canada.
Record Number: DND LDO 215

Organization (Army)
Description: Information on development of force structure and unit establishments.
Document Types: Units and formations.
Record Number: DND LDO 200

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AEROSPACE READINESS

AEROSPACE FORCE APPLICATION

AIR MOBILITY

TACTICAL HELICOPTER

AEROSPACE INTELLIGENCE, SURVEILLANCE, RECONNAISSANCE AND CONTROL

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

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.
Record Number: DND ADO 270

AIR EXPEDITIONARY SUPPORT

SUSTAIN AEROSPACE CAPABILITY

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.
Record Number: DND WEE 695

Air Doctrine and 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

Air Regulations - Infractions
Description: Information on security identification zones, air regulations in general, and investigation of infractions.
Document Types: Aircraft infraction reports, investigations, policies and procedures.
Record Number: DND ADO 240

Air Training
Description: Information on Air Training in general.
Document Types: Training flights; flying boats; parachuting; aircrew; packer rigger; weapons instructor; and meteorology, air operational, search and rescue.
Record Number: DND ADO 290

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: Control of airways; zones; and military flying areas.
Record Number: DND ADO 245

Air Weapons Safety
Description: Information on Air Weapons Safety in general, as well as.
Document Types: Statistics, policy and investigations of accidents and incidents.
Record Number: DND ADO 250

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

Base Planning
Description: Information on Base Planning and development.
Document Types: Base closures; base consolidations; and base openings.
Record Number: DND IPC 115

Flight Information
Description: Notices to airmen, danger and restricted areas, and annual air facility description.
Document Types: International Civil Aeronautical. Organization; publications; and aeronautical charts.
Record Number: DND ADO 255

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

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JOINT AND COMMON READINESS

JOINT OPERATIONS READINESS

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

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

COMMON DEFENCE SUPPORT

Base Planning
Description: Information on Base Planning and development.
Document Types: Base closures; base consolidations; and base openings.
Record Number: DND IPC 115

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 sp 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

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

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

Health Care 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, and publications.
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

Health Records
Description: Includes records of medical (includes mental health), dental and psychosocial fitness/assessments, conditions on enrolment, record of current health conditions and past conditions, the health programs, services and treatment received by individuals, including demographic data clinical data and administrative data, health plans.
Document Types: Demographic records, Clinical Records, and Administrative data.
Record Number: DND SGB 490

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 Program (VAC PPU 550) 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 PCA 630, DND SGB 490
TBS Registration: 005369
Bank Number: DND PPE 817
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 Program (VAC PPU 550) 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 490
TBS Registration: 004317
Bank Number: DND PPE 811
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 Program (VAC PPU 550) 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 PCA 630, DND SGB 490
TBS Registration: 005370
Bank Number: DND PPU 824
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 490
TBS Registration: 004316
Bank Number: DND PPE 810

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 sp 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
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

Medical and Dental Services (Mission Support)
Description: Files regarding the provision of services from basic doctor or dentist office functions to a hospital that has surgical and intensive care capabilities. Includes policy information, guidelines and procedures as outlined in medical orders, plus correspondence on medical and dental care and treatment.
Document Types: Mission support plans, medical plans and services; anatomy and physiology; medical care and attendance; bacteriology; blood and blood derivatives; cardiology; diseases and conditions; diseases and conditions - tuberculosis, venereal diseases; employment of civilian doctors and nurses; examinations and standards; hearing; human resources and military psychology; hygiene and sanitation; hygiene and sanitation - industrial, pest control; laboratory services; medicine; medicine - aviation, nuclear, bacteriological and chemical warfare, submarine, climatic, diving; nutrition; psychiatry; medical publications; radiation selection and protection; radiology; reports, returns and statistics; research; surgery, and vision.
Record Number: DND MSP 040

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

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

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DEFENCE OPERATIONS WILL IMPROVE PEACE, STABILITY, AND SECURITY WHEREVER DEPLOYED

SITUATIONAL AWARENESS

CONDUCT INTELLIGENCE, SURVEILLANCE AND RECONNAISSANCE

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

Meteorology
Description: Information on all aspects of Meteorology in the Canadian Forces, mainly from an organizational and administrative point of view.
Document Types: Communications; publications; secondment of personnel; forecasting; and observing.
Record Number: DND ADO 260

SUPPORT TO INTELLIGENCE, SURVEILLANCE AND RECONNAISSANCE

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CANADIAN PEACE, STABILITY AND SECURITY

CANADIAN SOVEREIGNITY OPERATIONS

Domestic Operational Plans
Description: Current national plans dealing with domestic emergencies of military or civil nature.
Document Types: Aid to other federal departments; aid to civil powers, armed assistance, etc; domestic emergency plans; emergency planning; and mobilization planning.
Record Number: DND MPO 300

CANADIAN DISASTER RELIEF AND HUMANITARIAN ASSISTANCE OPERATIONS

CANADIAN PEACE STABILITY AND SECURITY OPERATIONS

SEARCH AND RESCUE

National SAR Program
Description: The horizontal collaboration of federal departments, provincial/territorial governments and volunteer organizations working collectively to enhance Search and Rescue in Canada
Document Types: National SAR Program 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 and program elements such as COSPAS-SARSAT, prevention, knowledge management and lessons learned.
Record Number: DND ADO 274

Search and Rescue
Description: Information on virtually all aspects of Search and Rescue as it pertains to the Department of National Defence.
Document Types: Aircraft; marine; missing persons; and mercy flights.
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

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CONTINENTAL PEACE, STABILITY AND SECURITY

CONTINENTAL CONTINGENCY OPERATIONS

NORAD

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INTERNATIONAL PEACE, STABILITY AND SECURITY

COALITION OPERATIONS

Canadian Forces Commitments to the United Nations
Description: Canadian Forces commitments to United Nations operations and plans.
Document Types: United Nations Truce Supervisory Organization; United Nations Forces in Cyprus; and United Nations Disengagement Observer Force.
Record Number: DND MPO 305

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

MILITARY DIPLOMACY

International Military Training and Cooperation
Description: Information on training and cooperation relations with foreign militaries among non-NATO developing countries
Document Types: Cooperation/agreement documentation with member countries, admission/participation of member countries, performance and risk reporting, projects sponsored by DFAIT, country rating profiles, communication with Canadian Defence Attachés, trip reports, special project approval documents and ministerial submissions.
Record Number: DND RDP 759

Military Training Assistance Program
Description: Information on the military training assistance program.
Document Types: Policy; general; Turkish T33 aid program; and Portuguese aid program.
Record Number: DND RDP 760

Technical Co-operation Program
Description: Information on co-operation in research and development with defence departments in Australia, New Zealand, Britain and the United States.
Document Types: Guided missiles; undersea warfare technology; electronic devices; military space research; nuclear weapons defence; and behavioural sciences.
Record Number: DND RDB 720

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

INTERNATIONAL DISASTER RELIEF AND HUMANITARIAN RESPONSE OPERATIONS

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CARE AND SUPPORT TO THE CANADIAN FORCES, AND CONTRIBUTION TO CANADIAN SOCIETY

DEFENCE TEAM PERSONNEL SUPPORT

MILITARY PERSONNEL SUPPORT

Amenities - Canadian Forces
Description: Information on the Canadian Forces amenity programs.
Document Types: Policy; books, magazines, and newspapers; entertainment films; live shows; radio and television; spirits, wine and beer; and tobacco and cigarettes.
Record Number: DND PSB 390

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

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

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

Careers
Description: Information dealing with career matters of Canadian Forces personnel.
Document Types: Careers, officers; career development program, other ranks; and Careers, men.
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 Program (VAC PPU 550) 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 Program (VAC PPU 550) 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 Job Placement Assistance Program (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
TBS Registration: 001966
Bank Number: DND PPE 864
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
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 Program (VAC PPU 550) 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 Job Placement Assistance Program (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, DND PCA 630
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 PCA 630, 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 speciality 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 Program (VAC PPU 550) 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 Job Placement Assistance Program (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

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

Chaplain Training
Description: Information on the training of chaplains, seminarians and lay leaders to perform religious activities on behalf of Canadian Forces personnel and their dependants.
Document Types: Military training; indoctrination courses; special courses; orientation courses; and reserve officer training.
Record Number: DND CRC 480

Discipline - Courts Martial
Description: Information on the administration of Department of National Defence 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

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

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

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

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 trade marks, 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

Non-Public Funds - Canadian Forces
Description: Information on Canadian Forces non-public funds.
Document Types: Canadian Forces central funds; benevolent, welfare, trust and assistance funds; and public support to non-public funds.
Record Number: DND PSB 400

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 Program (VAC PPU 550) 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

Postings
Description: Information on Postings and transfers of Canadian Forces personnel.
Document Types: Policy; Postings - officers; Postings - other ranks; posting orders and instructions; and Postings - temporary duty to courses.
Record Number: DND CSA 515

Promotions
Description: Information on Promotions of Canadian Forces personnel.
Document Types: Promotions - officers; and Promotions - other ranks.
Record Number: DND CSA 530

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 530
TBS Registration: 004049
Bank Number: DND PPE 899

Qualifications
Description: Information on the Qualifications of officers and other ranks.
Document Types: Qualifications; requirements; officers and other ranks. Note: File arranged by military occupation code (MOC) numbers.
Record Number: DND MUD 580

Releases
Description: Information on Releases of Canadian Forces personnel.
Document Types: Policy; officers; and other ranks.
Record Number: DND CSA 540

Remustering of Tradesmen
Description: Information on the re-mustering of Canadian Forces personnel.
Document Types: Policy, pertaining to remuster.
Record Number: DND CSA 545

Retirement
Description: Information on Retirement of Canadian Forces personnel.
Document Types: Policy; premature Retirement; and compulsory Retirement.
Record Number: DND CSA 550

Service Personnel - Occupational Analysis
Description: Information on miscellaneous aspects of service personnel activities.
Document Types: Officers; and other ranks.
Record Number: DND MUD 555

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
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: 98/005
Related Record Number: DND PSB 405
TBS Registration: 000181
Bank Number: DND PPE 812

LEARNING AND CAREER CENTRES

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CANADIAN IDENTITY

CADETS

Cadets
Description: Information on the administration, organization, and establishment of cadet corps and schools, cadet training courses, and cadet exchanges.
Document Types: Cadets; and Cadets - Air, Army, Sea.
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

HISTORY, PROTOCOL, AND HERITAGE CEREMONIAL ACTIVITIES

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

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

Battle Honours
Description: Information dealing with Battle Honours.
Document Types: Battle Honours presented to military units.
Record Number: DND DOC 415

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 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

Colours, Flags
Description: Information dealing with colours and flags.
Document Types: Flags; pennants; colours; devices; and accessories.
Record Number: DND DOC 425

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

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

Non-Commissioned Members
Description: Information on ranks and rank structure of the Canadian Forces.
Document Types: Ranks, general; ranks, qualifying examinations; and rank structure.
Record Number: DND CSA 535

Officer Classification Structure
Description: Information on the Officer Classification Structure.
Document Types: Environment (land, sea, and air); revenues; and classification specifications.
Record Number: DND MUD 560

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ENVIRONMENT PROTECTION AND STEWARDSHIP

ENVIRONMENT

Environmental Stewardship
Description: Information on Environmental Protection and Pollution Control within the Department of National Defence.
Document Types: Records related to air, solid waste disposal, and toxic hazardous waste disposal pollution control; and environmental assessment and review.
Record Number: DND CPB 715

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

Ionizing Radiation Safety
Description: Information on policy and various administrative procedures and understandings that pertain to the control of activities and material with radioactive materials.
Document Types: Documents related to administration; accidents and incidents; field activities; safety; storage; and supplementary arrangements including reports.
Record Number: DND ADO 265

UNEXPLODED ORDNANCE

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NON-SECURITY SUPPORT

SUPPORT TO FEDERAL GOVERNMENT

SUPPORT TO OTHER ORGANIZATIONS

Academic Program
Description: Promotion/development of scholarly interests in contemporary security and defence issues
Document Types: Grant agreements and communication with candidates, special projects, communication with Centres of Expertise, Centres of Expertise and Chair in Defence Management Studies' Annual Reports, newsletters.
Record Number: DND IPC 110

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

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INTERNAL SERVICES

Internal Services are 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 Travel and Other Administrative Services. Internal Services include only those activities and resources that apply across an organization and not to those provided specifically to a program.

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 (Record Number: PRN 912)

Professional Services Contracts

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 (Record Number: PRN 939)

Internal Communications
Public Communications

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 (Record Number: PRN 914)

Accounts Payable
Accounts Receivable

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.

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

Awards (Pride and Recognition) (Record Number: PRN 940)

Recognition Policy

Classification of Positions (Record Number: PRN 919)

Staffing

Compensation and Benefits (Record Number: PRN 941)

Attendance and Leave
Pay and Benefits

Employment Equity and Diversity (Record Number: PRN 942)

Employment Equity and Diversity

Hospitality (Record Number: PRN 933)

Hospitality

Human Resources Planning (Record Number: PRN 949)

Human Resources Planning
Workplace Day Care

Labour Relations (Record Number: PRN 926)

Canadian Human Rights Act - Complaints
Discipline
Grievances
Harassment
Internal Disclosure of Wrongdoing in the Workplace
Values and Ethics Code for the Public Service

Occupational Health and Safety (Record Number: PRN 922)

Employee Assistance
Harassment
Occupational Health and Safety
Vehicle, Ship, Boat and Aircraft Accidents

Official Languages (Record Number: PRN 923)

Official Languages

Performance Management Reviews (Record Number: PRN 946)

Discipline
Performance Management Reviews

Recruitment and Staffing (Record Number: PRN 920)

Applications for Employment
Employee Personnel Record
EX Talent Management
Personnel Security Screening
Staffing
Values and Ethics Code for the Public Service

Relocation (Record Number: PRN 936)

Relocation

Training and Development (Record Number: PRN 927)

Training and Development

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.

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

Mapping and Charting
Description: Information on Mapping and Charting at the Department of National Defence.
Document Types: Requirements; formal agreements; operational developments; and requests and issues.
Record Number: DND MEO 310

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

Security
Description: Information on Security, education, and information within the Canadian Forces.
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

Information Management (Record Number: PRN 944)

Automated Document, Records, and Information Management Systems
Library Services

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 (Record Number: PRN 932)

Electronic Network Monitoring

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 (Record Number: PRN 902)

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.

Appointments
Description: Information dealing with military Appointments.
Document Types: Senior Appointments; aides-de-c commanders; colonel commandants; colonel of the regiment; and honorary.
Record Number: DND DOC 430

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

Documentation and Records
Description: Information on the requirement for Documentation and Records for Canadian Forces personnel.
Document Types: Records of service; documents; trade qualification records; statement of ordinary residence; release documentation; certificates; personal documents required for records and pension purposes; and unit employment records.
Record Number: DND PCA 630

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 PCA 630
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 PCA 630
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 PCA 630
TBS Registration: 003172
Bank Number: DND PPE 890
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, DND PCA 630
TBS Registration: 000200
Bank Number: DND PPE 831
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 PCA 630, DND MIS 085
TBS Registration: 005371
Bank Number: DND PPU 833
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 PCA 630, DND MIS 085
TBS Registration: 004010
Bank Number: DND PPU 834
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: DND PCA 630
TBS Registration: 005368
Bank Number: DND PPU 813
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 PCA 630
TBS Registration: 001765
Bank Number: DND PPE 863

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 (TBD)

Logistics Operations
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

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

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

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. Focussed 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 PCA 630, 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 PCA 630, 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

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

Cooperation and Liaison (Record Number: PRN 904)

Lobbying Act Requirements
Outreach Activities

Executive Services (Record Number: PRN 943)

Executive Correspondence

Internal Audit and Evaluation (Record Number: PRN 916)

Planning and Reporting (Record Number: PRN 947)

MANAGEMENT AND OVERSIGHT - CF READINESS

NATO
Description: Information on the North Atlantic Treaty Organization.
Document Types: NATO agreement; NATO committees; NATO defence measures and plans; NATO mutual aid; NATO organization and establishment; and NATO defence review.
Record Number: DND PPB 145

Nuclear, Biological and Chemical Defence
Description: Information on the Canadian Forces defence to nuclear, biological, and chemical 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

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

MATERIEL

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

Materiel Management (Record Number: PRN 945)

Vehicle, Ship, Boat and Aircraft Accidents

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 (Record Number: PRN 948)

TRAVEL AND OTHER ADMINISTRATIVE SERVICES

Travel and Other Administrative Services include Government of Canada (GC) travel services, as well as those other internal services that do not smoothly fit with any of the internal services categories.

Access to Information and Privacy (Record Number: PRN 930)

Access to Information and Privacy Requests

Administrative Services (Record Number: PRN 901)

Parking

Boards, Committees and Councils (Record Number: PRN 938)

Governor in Council Appointments
Members of Boards, Committees and Councils

Business Continuity Planning (Record Number: PRN 928)

Business Continuity Planning

Disclosure to Investigative Bodies (Record Number: PRN 937)

Disclosure to Investigative Bodies

Proactive Disclosure (Record Number: PRN 935)

Hospitality
Travel

Security (Record Number: PRN 931)

Identification and Building-Pass Cards
Internal Disclosure of Wrongdoing in the Workplace
Personnel Security Screening
Security Incidents
Security Video Surveillance and Temporary Visitor Access Control Logs and Building Passes

Travel (Record Number: PRN 934)

Travel

INFORMATION HOLDINGS

Canadian Human Rights Act
Description: Now part of PRN 926 (2011).
Record Number: DND PCA 605

Civilian Personnel Services
Description: Replaced by PRN 920 (2011)
Record Number: DND CPS 600

Staffing Program
Description: For the purpose of personnel records now part of PSE 902 (2011).
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.
Related Record Number: DND CPS 600, DND PDB 360
Bank Number: DND PPU 065

Dental Treatment Services
Description: Now part of SGB 495 (2010)
Record Number: DND DSD 505

Incentive Award Plan
Description: Replaced by PRN 940 (2011).
Record Number: DND ESD 045

Suggestion Award Program
Description: Replaced by PSE 920 (2011).
Retention and Disposal Standards: Suggestions that are accepted which results in awards under $1000 are destroyed after three calendar years. Suggestions that are accepted which results in awards $1000 or over are destroyed after five calendar years. Suggestions that have been declined for adoption will be protected for a twelve-month period and will be destroyed after three calendar years.
Related Record Number: DND ESD 045
Bank Number: DND PPE 825

Industrial Relations and Compensation
Description: Duplication of CBD 460 (2011)
Record Number: DND CBD 455

La Relève Executive Feeder Group
Description: This bank is a single, integrated human resource (HR) database. Respondents voluntarily provide data on completed questionnaires, which includes personnel data, work related data, official languages data, academic qualifications, professional accreditation, learning and development completed, ten-year employment history, areas of expertise, scope of experience and career aspirations over the next ten-year period.
Class of Individuals: This bank applies to civilians currently employed by DND.
Purpose: The database was created to present the Deputy Minister's Human Resources Committee (DM HRC) with a demographic profile of the EX-minus 1, EX-minus 2 and EX-minus 3 communities in the Department of National Defence (DND). This questionnaire was designed to provide departmental management, the DM HRC, with information to describe this pool and put into place the requisite developmental initiatives to prepare candidates for anticipated EX vacancies.
Consistent Uses: There are no other consistent uses.
Retention and Disposal Standards: Records will be destroyed two years after the last administrative action.
RDA Number: 98/005
Related Record Number: DND SGB 490
TBS Registration: 005114
Bank Number: DND PPE 861

Management Information Systems (Design and Analysis)
Description: Replaced by PRN 944 and 932 (2011).
Record Number: DND MSD 785

Medical, Dental and Veterinary Equipment and Supplies
Description: Now part of SGB 495 (2010/2011)
Record Number: DND SGB 500

Personnel Dental Records
Description: Now part of SGB 490 (2010/2011)
Record Number: DND DSD 510

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MARITIME EQUIPMENT ACQUISITION AND DISPOSAL

LAND EQUIPMENT ACQUISITION AND DISPOSAL

AEROSPACE EQUIPMENT ACQUISITION AND DISPOSAL

JOINT AND COMMON SUPPORT EQUIPMENT ACQUISITION AND DISPOSAL

JOINT AND COMMON COMMAND AND CONTROL ACQUISITION AND DISPOSAL

REAL PROPERTY AND INFORMATICS INFRASTRUCTURE ACQUISITION AND DISPOSAL

REAL PROPERTY ACQUISITION AND DISPOSAL

JOINT AND COMMON INFORMATICS INFRASTRUCTURE ACQUISITION AND DISPOSAL

NATIONAL DEFENCE IS READY TO MEET GOVERNMENT DEFENCE EXPECTATIONS

MARITIME READINESS

CONTINGENCY TASK GROUP

NATIONAL TASK GROUP

SINGLE SHIP INTERNATIONAL DEPLOYMENT

DOMESTIC MARITIME READINESS

SUSTAIN MARITIME FORCES

Land Readiness

PRIMARY INTERNATIONAL COMMITMENT

SECONDARY INTERNATIONAL COMMITMENT

DOMESTIC AND STANDING GOVERNMENT OF CANADA TASKS

SUSTAIN LAND FORCES

AEROSPACE READINESS

AEROSPACE FORCE APPLICATION

AIR MOBILITY

TACTICAL HELICOPTER

AEROSPACE INTELLIGENCE, SURVEILLANCE, RECONNAISSANCE AND CONTROL

AIR EXPEDITIONARY SUPPORT

SUSTAIN AEROSPACE CAPABILITY

JOINT AND COMMON READINESS

JOINT OPERATIONS READINESS

COMMON DEFENCE SUPPORT

DEFENCE OPERATIONS WILL IMPROVE PEACE, STABILITY, AND SECURITY WHEREVER DEPLOYED

SITUATIONAL AWARENESS

CONDUCT INTELLIGENCE, SURVEILLANCE AND RECONNAISSANCE

SUPPORT TO INTELLIGENCE, SURVEILLANCE AND RECONNAISSANCE

CANADIAN PEACE, STABILITY AND SECURITY

CANADIAN SOVEREIGNITY OPERATIONS

CANADIAN DISASTER RELIEF AND HUMANITARIAN ASSISTANCE OPERATIONS

CANADIAN PEACE STABILITY AND SECURITY OPERATIONS

SEARCH AND RESCUE

CONTINENTAL PEACE, STABILITY AND SECURITY

CONTINENTAL CONTINGENCY OPERATIONS

NORAD

INTERNATIONAL PEACE, STABILITY AND SECURITY

COALITION OPERATIONS

MILITARY DIPLOMACY

INTERNATIONAL DISASTER RELIEF AND HUMANITARIAN RESPONSE OPERATIONS

CARE AND SUPPORT TO THE CANADIAN FORCES, AND CONTRIBUTION TO CANADIAN SOCIETY

DEFENCE TEAM PERSONNEL SUPPORT

MILITARY PERSONNEL SUPPORT

LEARNING AND CAREER CENTRES

CANADIAN IDENTITY

CADETS

HISTORY, PROTOCOL, AND HERITAGE CEREMONIAL ACTIVITIES

ENVIRONMENT PROTECTION AND STEWARDSHIP

ENVIRONMENT

UNEXPLODED ORDNANCE

NON-SECURITY SUPPORT

SUPPORT TO FEDERAL GOVERNMENT

SUPPORT TO OTHER ORGANIZATIONS

INTERNAL SERVICES

ACQUISITIONS

COMMUNICATIONS SERVICES

FINANCIAL MANAGEMENT

HUMAN RESOURCES MANAGEMENT

INFORMATION MANAGEMENT

INFORMATION TECHNOLOGY

LEGAL SERVICES

MANAGEMENT AND OVERSIGHT SERVICES

MANAGEMENT AND OVERSIGHT - CF READINESS

MATERIEL