Info Source

Last modified: September 2024

General Information

Introduction to Info Source

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

Info Source and an index of institutions subject to the Access to Information Act and the Privacy Act are available centrally.

The Access to Information Act and the Privacy Act assign overall responsibility to the President of Treasury Board (as the designated Minister) for the government-wide administration of the legislation. However, anything that is required to be done by the designated Minister is done in respect of the Bank of Canada by the Governor of the Bank of Canada.

Background

The Bank of Canada is the nation's central bank and it was established in 1934 as a privately owned corporation. In 1938, the Bank became a Crown corporation belonging to the federal government.

The Bank is not a government department and conducts its activities with considerable independence compared with most other federal institutions. The Bank’s Annual Report is submitted to the Minister of Finance for tabling in Parliament.

Responsibilities

The Bank of Canada’s principal role, as defined in the Bank of Canada Act, is "to promote the economic and financial welfare of Canada." The Bank of Canada's primary responsibilities can be grouped into five broad functions:

These functions are supported by corporate administration in providing a variety of internal services in such diverse areas as human resources, information technology, finance, legal, communications, knowledge and information management, facilities and security.

Institutional Functions, Programs and Activities

Core functions

Monetary policy

The objective of monetary policy is to preserve the value of money by keeping inflation low, stable and predictable.

Briefings and policy advice
Description: Information related to policy advice and briefings on domestic and global economic issues, macroeconomic developments, and the monetary policy framework.
Document types: May include briefings and records related to the development of the Monetary Policy Report and interest rate announcements, as well as to the Bank’s review of the monetary policy framework.
Record number: BOC MP 05

Committees and forums
Description: Information related to the Bank’s involvement with various internal and external (domestic or international) committees, councils and working groups on subjects related to monetary policy.
Document types: May include agendas, minutes, briefing material and presentation material.
Record number: BOC MP 10

Liaison
Description: Information related to internal and external partnerships, correspondence and contributions for the purposes of collaborating, sharing information and providing support and advice on monetary policy subjects.
Document types: May include correspondence, communications and modelling advice.
Record number: BOC MP 15

Models and tools
Description: Information related to models, tools, approaches and frameworks used to support the conduct of monetary policy analysis, such as monitoring and projections models.
Document types: May include monitoring models, projection models, statistical techniques and analytic tools and processes.
Record number: BOC MP 20

Monitoring, analysis and projections
Description: Information related to the current analysis and monitoring of economic and financial developments (domestic or international) and the production of economic outlooks.
Document types: May include analyses, monitoring summaries, historical data summaries, and projections and staff forecasts.
Record number: BOC MP 25

Research
Description: Information related to research on Canadian and global economies, such as on the conduct of monetary policy, exchange rates, commodity prices, global economic issues, Canadian economic issues, inflation and macroeconomic scenarios.
Document types: May include statistics, reports, working papers, analytical notes, discussion papers and economic surveys.
Record number: BOC MP 30

Speaking engagements
Description: Information related to presenting at or gathering material from speaking engagements of relevance to monetary policy, such as conferences, seminars and symposiums hosted either externally or at the Bank.
Document types: May include presentation material, speaker notes and schedules.
Record number: BOC MP 35

Financial system

The Bank promotes safe, sound and efficient financial systems, within Canada and internationally; oversees major clearing and settlement systems, and conducts transactions in financial markets in support of these objectives.

Authorizations
Description: Information related to ensuring that the appropriate Bank officers or representatives, including third-party authorizations, have been granted explicit powers to commit the Bank to binding agreements or courses of action.
Document types: May include signing authorizations for banking clients such as domestic financial institutions, central banks and international financial institutions.
Record number: BOC FS 05

Committees and meetings
Description: Information related to the Bank’s involvement with various committees and working groups (both internal and external) related to financial stability, such as domestic and international committees and forums.
Document types: May include agendas, minutes, briefings, rule revisions and presentations.
Record number: BOC FS 10

Conferences and speaking engagements
Description: Information related to Bank content presented at conferences, summits, seminars and symposiums (both internal and external) relevant to financial stability, hosted either externally or at the Bank.
Document types: May include presentations, speaker notes and schedules.
Record number: BOC FS 15

Financial system risk analysis and monitoring
Description: Information related to the Bank’s assessing, analyzing and monitoring of economic and financial developments, as well as its identification of risks to minimize economic threats to the financial system.
Document types: May include outlooks, reports on financial market conditions, monitoring and policy analyses, summaries, trend assessments and reports.
Record number: BOC FS 20

Liaison
Description: Information related to the Bank’s internal and external partnerships and correspondence for the purposes of collaborating, sharing information and providing support and advice on financial stability issues and developments.
Document types: May include correspondence and communications materials.
Record number: BOC FS 25

Liquidity provision
Description: Information related to the Bank’s provision of liquidity to promote financial stability by offering secured loans or advances. This includes the Bank’s role as lender of last resort, as well as emergency lending assistance, securities lending and extraordinary operations.
Document types: May include applications, confirmation of eligibility, terms and agreements.
Record number: BOC FS 30

Models and tools
Description: Information related to models, tools, approaches and frameworks used to conduct financial system analysis and monitoring and to support research.
Document types: May include programs, codes, processes and procedures, resolution guidelines, evaluation methods and monitoring models.
Record number: BOC FS 35

Oversight of payments, clearing and settlement systems
Description: Information related to the Bank’s role in ensuring that risks to payment, clearing and settlement systems are controlled.
Document types: May include issue documentation, reports, reviews, framework assessments, rule change reviews, responses and recommendations.
Record number: BOC FS 40

Policy advice and briefings
Description: Information related to policy advice, briefings, and recommendations on the design and development of the financial system, including markets advice.
Document types: May include summaries, notes and recommendations.
Record number: BOC FS 45

Research
Description: Information related to research on the financial system; financial stability; financial conditions; regulatory issues; financial risks, impacts, vulnerabilities; financial markets infrastructure; design of clearing and settlement systems; methodologies and regulatory frameworks; and the development of models and tools.
Document types: May include research papers, working papers, summaries and surveys.
Record number: BOC FS 50

Currency

The Bank designs, issues and distributes Canada’s bank notes; oversees the note distribution system; and ensures a consistent supply of quality bank notes that are readily accepted and secure against counterfeiting.

Bank note redemption
Description: Information related to the Bank’s provision of a bank note redemption service to provide settlement for damaged bank notes (that is, contaminated or mutilated bank notes).
Document types: May include claims, correspondence and evaluations.
Record number: BOC BNI 05

Mutilated bank notes
Description: This bank describes information related to the redemption of mutilated bank notes. Personal information may include name; contact information; comments related to the possession and condition of the bank notes; proof of identification, such as passport, residence card or driver’s licence; and proof of residence (if not provided as proof of identification), such as an income tax assessment, employment pay stub, utility or property bills or financial institution account statement.
Class of individuals: General public
Purpose: Personal information is obtained for processing claims and responding to general inquiries related to mutilated or contaminated bank notes. Some information may be shared with third parties, including but not limited to law enforcement agencies and the Financial Transactions and Reports Analysis Centre of Canada.
Consistent uses: Information can be used to establish an inventory of claims and for statistical and reporting purposes.
Retention and disposal standards: All records are kept seven years and then destroyed.
RDA number: 2023/002
Related record number: BOC BNI 05
TBS registration: 20110285
Bank number: BOC PPU 073

Bank note retirement
Description: Information related to the removal of bank notes from circulation for reasons such as replacement by another medium or withdrawal of a denomination.
Document types: May include status reports; distribution plans; meetings, strategy and project plans; and proposals.
Record number: BOC BNI 10

Committees, meetings and working groups
Description: Information on the Bank’s involvement with various internal and external committees and working groups related to currency.
Document types: May include agendas, meeting minutes, presentations and supporting documentation.
Record number: BOC BNI 15

Compliance
Description: Information related to ensuring compliance, including the Bank’s deterrence of bank note counterfeiting through communications programs and liaison activities with police and prosecutors.
Document types: May include correspondence, meetings, compliance policies, guidelines, image reproduction standards, statements of use and statistics.
Record number: BOC BNI 20

Education material, programs and services
Description: This bank describes information relating to requests for education material, programs and services. The personal information collected includes the individual's name, home and email addresses, and telephone and fax numbers. In addition, where applicable, the information includes the organization name for which the individual works, the organization's address, the individual's business title, work telephone number, e-mail address and fax number.
Class of individuals: General public who have made requests to obtain information or make reservations for programs and services.
Purpose: The purpose of this information is to respond to requests for education material and information sessions, reservations for programs and services. The purpose is also to receive comments or special instructions, how they heard about our materials, programs, and services, and whether they would agree to be contacted in the future. In addition, if the requester agrees to be contacted, the records are used to notify individuals of the availability of new materials, programs and services and for follow-ups such as assessing satisfaction with educational materials, programs and/or services received.
Consistent uses: The information is used for planning purposes and for in-house statistical purposes related to the volume and nature of requested materials, programs and services as well as the source of the requests.
Retention and disposal standards: Hard copy information is retained for up to three months at which point it is transferred to an electronic database. Electronic information is retained for a period up to 10 years and then destroyed.
RDA number: 2023/002
Related record number: BOC BN 8, BOC BNI 20
TBS registration: 20110264
Bank number: BOC PPU 068

Sale of photographic reproductions of objects in the National Currency Collection and reproduction of bank note images
Description: This bank describes information used to administer the sale and distribution of photographic reproductions of objects (numismatic) from the National Currency Collection of the Currency Museum and information requested when individuals seek permission from the Bank to reproduce bank notes images. The personal information collected includes the name, telephone number, mailing and e-mail address of the requester, name of organization where applicable and fax number. It includes also bank account numbers, signatures, order history and opinions expressed in surveys from individuals that purchase photographic reproduction. Requesters that seek permission to reproduce bank note are also asked to describe the nature of the proposed reproduction and explain how the reproduction will be exhibited.
Class of individuals: General public
Purpose: The Bank of Canada is the registered copyright owner of all design elements of Canadian bank notes. The reproduction of bank note images is protected by federal legislation including the Criminal Code of Canada and the Copyright Act. The purpose of this information is to ensure that appropriate permission is granted prior to the reproduction of bank note images, and to support the sale and distribution of Photo Reproductions through the Bank's Currency Museum.
Consistent uses: The records are used for planning purposes and for in-house statistical purposes such as source, nature of request, pieces sold, interest in particular objects, and returning customers to support the sale and distribution of photographic reproductions.
Retention and disposal standards: Paper records relating to the requests for permission to reproduce bank notes are kept for 2 years at which point they are transferred to a database and then destroyed. Database records are kept for a period of 5 years and then destroyed. Paper records relating to the sale of photographic reproductions are kept for 1 year at which point they are transferred to a database and then destroyed. The electronic copies are kept for a period of 7 years, and then destroyed.
RDA number: 2023/002
Related record number: BOC BN 8, BOC BNI 20
TBS registration: 006457
Bank number: BOC PPU 047

Currency conferences
Description: Information related to presenting at or gathering material from conferences, seminars and symposiums (hosted either externally or at the Bank) relevant to currency and Canadians’ preferred payment methods.
Document types: May include presentation material, speaker notes and schedules.
Record number: BOC BNI 25

Destruction
Description: Information related to the destruction of poor quality bank notes and other material (for example, printing material, plates and dies). This includes the management of the certificates of destruction of poor quality bank notes.
Document types: May include certificates of destruction, reconciliation reports and correspondence with printers.
Record number: BOC BNI 30

Development
Description: Information related to the development of new bank notes, including the specifications, design, pre-production trials and testing.
Document types: May include reports on currency use and technological developments, on coin/note boundaries and bank note design (including denominations, visual content and counterfeiting/simulation), and on security features.
Record number: BOC BNI 35

Distribution
Description: Information related to all aspects of bank note distribution to authorized members of the Bank Note Distribution System to assure sufficient supply and maintain high quality of notes in circulation.
Document types: May include shipments (transportation), withdrawal orders and deposits.
Record number: BOC BNI 40

Policies and procedures
Description: Information related to the development and maintenance of the Bank’s policies and operational procedures related to design, production, distribution and destruction of bank notes.
Document types: May include policy documents, process maps and diagrams.
Record number: BOC BNI 45

Policy advice and briefings
Description: Information related to Bank policy advice, briefings and recommendations on the issuance, circulation, removal, and integrity of bank notes, as well as cash use and future trends of currency.
Document types: May include summaries, notes and recommendations.
Record number: BOC BNI 50

Production
Description: Information related to the production management of bank notes and their materials.
Document types: May include correspondence with printers, requisitions and release orders, delivery checklists, note order reconciliations and bank note processing reports.
Record number: BOC BNI 55

Quality management
Description: Information related to the monitoring of the quality, demand, inventories and authenticity of bank notes, including the monitoring done by operations centres.
Document types: May include demand forecasts, note inventories and circulation trials.
Record number: BOC BNI 60

Research
Description: Information related to research on the economy, counterfeiting, security features, substrates, different forms of currencies, and central bank digital currency. This also includes monitoring existing and developing technology, such as debit cards, note flows, reproduction equipment, e-money and automated teller machines.
Document types: May include research papers, working papers, summaries, reports and surveys.
Record number: BOC BNI 65

Stakeholder management
Description: Information related to monitoring the cash landscape and managing critical relationships and partnerships. This includes the development of education resources for stakeholder groups to raise awareness about Canada’s bank notes, the development and implementation of engagement plans, and the execution of communications strategies to deliver education and outreach activities across Bank regional offices.
Document types: May include surveys, correspondence, minutes of meetings, presentations, publications, strategy and project plans and reports.
Record number: BOC BNI 70

Funds management

The Bank provides funds-management services for the Government of Canada, itself and other clients. For the government, the Bank provides treasury-management services and acts as fiscal agent for the government’s public debt and foreign exchange reserves.

Account maintenance
Description: Information related to the Bank’s creation and maintenance of client accounts with foreign and domestic institutions to support funds management activities.
Document types: May include correspondence, reports and investigations.
Record number: BOC FM 05

Collateral
Description: Information related to Bank Act security client accounts and registration and to ensuring that the Bank obtains appropriate collateral in the advent of loan provision.
Document types: May include correspondence with client, form and reports.
Record number: BOC FM 10

Bank Act, section 427—client records
Description: This bank contains information about individuals' use of the registry services provided under section 427 of the Bank Act, including account information used to establish credit accounts for those individuals. Services include searches of the register and the provision of copies of notices of intention and certificates of release.
Class of individuals: Registry services clients including individuals who intend to give security under section 427 and individuals who seek to access information on the register.
Purpose: The purpose of this bank is to maintain a record of client account information. This includes requests for registry services by individual clients and financial information concerning the clients that will permit them to establish accounts for payment for registry services.
Consistent uses: The information is used to notify clients of errors made in the register, to assess and improve the delivery of registry services and to allow clients to pay for registry services by means other than cash on delivery.
Retention and disposal standards: Records are held for seven years after account closes and then destroyed.
RDA number: 2023/002
Related record number: BOC FM 10
TBS registration: 004038
Bank number: BOC PPU 046

Bank Act, section 427—register
Description: The section 427 register consists of notices of intention (which are registered pursuant to section 427 of the Bank Act) and certificates of release (which pertain to the notices of intention). A notice of intention contains the name of the person, firm or company, along with their mailing address, who intends to give security under section 427. It includes the name of the Schedule I or II bank to which they intend to give the security.
Class of individuals: Persons who intend to give security under section 427.
Purpose: To maintain a record of notices of intention that have been registered and registrations that have been cancelled by a certificate of release.
Consistent uses: The information is used to respond to inquiries from the general public about the existence of a notice of intention.
Retention and disposal standards: Records are held for seven years from date of cancellation or expiration and then destroyed.
RDA number: 2023/002
Related record number: BOC FM 10
TBS registration:  004037
Bank number: BOC PPU 045

Committees and meetings
Description: Information related to the Bank's involvement with various internal and external committees and working groups, such as those involving foreign and domestic debt, funds management governance, funds management and fiscal agent issues, and credit rating approvals.
Document types: May include agendas, minutes, briefings, dashboards and presentations.
Record number: BOC FM 15

Debt management
Description: Information related to the raising and management of funds through the issuance and redemption of marketable debt securities such as treasury bills and government bonds, and the purchasing, lending and management of other types of securities for the Government of Canada. This includes deliberations on the term structure and composition of the government’s debt structure.
Document types: May include auctions and markets analysis and operations, dealer correspondence, reports, surveys and statistics, and redemption.
Record number: BOC FM 20

Financial and operational risk management
Description: Information related to the monitoring, assessment, identification and management of financial and operational risks arising from the Bank's activities and those inherent to the Bank's balance sheet and pension fund, as well as financial risks to the Government of Canada.
Document types: May include credit assessments, credit risk advice, evaluations, investigation reports, decisions, intervention plans, sanctions and logs.
Record number: BOC FM 25

Foreign reserves management
Description: Information related to the management of Canada’s international reserves and fixed-income portfolio and the management of the Government of Canada’s foreign currency liabilities used to fund the foreign exchange reserves.
Document types: May include funding plans, reports and foreign exchange rates sheets.
Record number: BOC FM 30

Liaison
Description: Information related to internal and external partnerships and correspondence for the purposes of collaborating, sharing information and providing support and advice on funds management issues and developments.
Document types: May include correspondence and communications.
Record number: BOC FM 35

Payments, clearing and settlement operations
Description: Information related to the transmittance, confirmation and completion of funds transfers and provision of liquidity to facilitate settlement to ensure the circulation of money between institutions.
Document types: May include transactions, ledgers, correspondence and reports.
Record number: BOC FM 40

Pension fund management
Description: Information related to the management of investments for the Bank of Canada Pension Trust Fund to ensure appropriate funding of the Bank of Canada Pension Plan.
Document types: May include financial statements, pension journals, reports, analysis, investment administration, asset allocation research and asset class information.
Record number: BOC FM 45

Policies, models and procedures
Description: Information related to funds management and banking policies, as well as to the development, implementation and assessment of models, tools and processes used to enable transactions to support the management of funds.
Document types: May include policies, processes, procedures, resolution guidelines and codes.
Record number: BOC FM 50

Policy advice
Description: Information related to the policy advice, briefings and recommendations provided to the Government of Canada and to the Bank’s Governing Council, Governor and Deputy Governors on matters concerning foreign and domestic debt.
Document types: May include summaries, intervention plans, briefing notes and recommendations.
Record number: BOC FM 55

Treasury management
Description: Information related to the management of accounts of the Receiver General for Canada to ensure that these accounts have enough cash to meet daily requirements, as well as information related to the management of the Bank’s balance sheet.
Document types: May include monthly updates and reports, treasury flows and forecasting, evaluations and daily targeted cash settings.
Record number: BOC FM 60

Unclaimed properties

Description: Information related to the custodial management of unclaimed bank balances and the servicing and redemption of Government of Canada retail debt products.
Document types: May include inquiries and complaints, correspondences, forms, tax slips and statements, reports, customer cases, transaction records, call recordings, and procedures and guidelines.
Record number: BOC FM 65

Government of Canada securities registers and bondholder case files
Description: This bank describes information related to the Retail Debt Program, which has been outsourced to various third-party service providers. These maintain the bond registers or provide other services that pertain to the maintenance of the various products. The registers include information on the issuance, maintenance and redemptions of bonds. Personal information may include name, contact information, date of birth, date of death, employee identification number, login information, employer name, banking information, signatures, language preference, estate information, details of complaints, registration/account type and social insurance number (SIN). This bank also includes the bond administration register for wholesale debt products, which includes market issue bonds and old style Canada Savings Bonds series 1–31. Currently, these registers maintain the debt outstanding of wholesale products. Personal information may include name, contact information, account number, banking information and SIN.
Class of individuals: Individuals who purchased or own a bond and their authorized legal representatives or beneficiaries/heirs.
Purpose: The purpose of this bank is to authenticate identity of bondholders and establish eligibility to purchase bonds, establish a registry, document transactions related to bondholder accounts, issue redemptions and interest payments and respond to inquiries and complaints. Personal information is collected pursuant to the Domestic Bonds of Canada Regulations and the Receipt and Deposit of Public Money Regulations issued under the authority of the Financial Administration Act, and section 24 of the Bank of Canada Act. The SIN is collected under the authority of the Income Tax Act.
Consistent uses: Some information is shared with Public Services and Procurement Canada (PSPC), which is responsible for issuing the interest payments (cheques and direct deposit) on behalf of the Bank (see institution-specific PIB: PWGSC PCU 712). Information is also shared with Canada Revenue Agency for tax remittance (see institution-specific PIB: CRA PPU 140). Information may also be used to collect a debt owing to His Majesty in right of Canada and to investigate complaints received by the customer. With the consent of the bondholders, the information may also be shared with a third party for the purpose of conducting market research, such as surveys and focus groups for retail debt products.
Retention and disposal standards: Register records including debt product applications are kept for 30 years after redemption of the product and then destroyed. Records related to coupons and war saving certificates are kept for one year after redemption and then destroyed. Retention for registered products is 30 years from the date of the last withdrawal and there is a zero dollar balance. Interest payment records are kept for 30 years after the interest is paid and then destroyed. Change request records including change of address and direct deposit and payroll contributions data are kept for two years and then destroyed. Records related to customer cases/transactions and lost bonds/lost interest cheques are kept for 30 years following the closure of the case and then destroyed. In cases where a lost cheque or lost bond is recovered after the replacement has been issued, the lost cheque or lost bond is retained for 2 years and then destroyed. Undeliverable interest payment records are held indefinitely. Unclaimed bond records are held indefinitely. CSB Online Services records are held for 1 year and then destroyed. (For retention and disposition of copies of paid cheques or tracing direct deposit, please refer to PIB: PWGSC PCU 712.)
RDA number: 2023/002
Related record number: BOC FM 65
TBS registration: 004132
Bank number: BOC PPU 005

Unclaimed properties inquiries
Description: This bank describes information related to unclaimed properties that are maintained by the Bank. The Bank acts as custodian on behalf of the owners after the balances have been transferred from federally regulated financial institutions and trust companies when accounts have had no activity for a period of 10 years or more. Personal information may include name, date of birth, SIN, signature cards, contact information, financial information, language preference, signatures and legal documentation to support claimant eligibility.
Class of individuals: General public.
Purpose: The information is used to respond to inquiries from individuals, companies or their authorized legal representatives about an unclaimed balance and to return the unclaimed balance to the person entitled to receive payment of it. The personal information collected is pursuant to section 438 of the Bank Act, section 385.03 of the Cooperative Credit Associations Act and section 424 of the Trust and Loan Companies Act.
Consistent uses: The Bank publishes some of this information on its website as the disclosure of this information is consistent with Bank’s purpose for obtaining it: that is, to return unclaimed funds to the person entitled to receive payment of them. The Bank will transfer to the Receiver General of Canada balances of less than $1,000 after they have remained unclaimed for 30 years and balances of more than $1,000 after they have remained unclaimed for 100 years. The Bank does not share any identifiable personal information with the Receiver General. After the milestone date when a balance is transferred to the Receiver General, the Bank considers it a prescribed balance.
Retention and disposal standards: All the records related to paid and prescribed balances are kept for seven years and then destroyed. The records related to inquiries deemed to be valid claims against balances (but not paid) are kept for seven years and are then destroyed. If the claims are deemed to be invalid, the inquiry records are kept for two years and then destroyed.
RDA number: 2023/002
Related record number: BOC FM 65
TBS registration: 000073
Bank number: BOC PPU 020

Retail payments supervision

The Bank supervises payment service providers to determine their compliance with the Retail Payment Activities Act with the goal of building confidence in the safety and reliability of their services while protecting users from certain risks.

Account maintenance
Description: Information related to individuals or entities that may be payment service providers including the relationship with account holders.
Document types: May include contact information for individuals or entities that have submitted a registration application or are potential payment service providers, as well as notice of registration, refusals, cessations and revocations.
Record number: BOC RPS 05

Committees and meetings
Description: Information related to the Bank's involvement with various internal and external committees and working groups, such as those involving retail payments supervision.
Document types: May include agendas, briefing material, minutes, presentation material and other supporting documentation.
Record number: BOC RPS 10

Conferences / speaking engagements
Description: Information related to presenting at or gathering material from conferences, summits, seminars and symposiums that are relevant to retail payments supervision and hosted either externally or at the Bank.
Document types: May include presentation material, speakers’ notes and schedules.
Record number: BOC RPS 15

Liaison
Description: Information related to internal and external partnerships and correspondence for the purposes of collaborating, sharing information and providing support and advice on retail payments supervision issues and developments.
Document types: May include correspondence, communications and advice.
Record number: BOC RPS 20

Monitoring and enforcement
Description: Information related to monitoring, assessments and investigations of payment service providers to identify risks or non-compliance and to determine and carry out any required enforcement actions.
Document types: May include payment service providers’ contact information, risk assessments, investigations, information collected from payment service providers, records of supervisory actions, notices of violations, compliance agreements, notices to de-register or revoke registration, and compliance and violation history.
Record number: BOC RPS 25

Policies and procedures
Description: Information related to the development, establishment and maintenance of retail payment policies and procedures, such as the supervisory framework and operational processes.
Document types: May include policies, procedures, process maps and diagrams.
Record number: BOC RPS 30

Policy advice
Description: Information related to opinions, comments, guidance and briefings provided to Bank senior management and the Government of Canada for the purpose of informing and influencing retail payments supervision policy discussions.
Document types: May include summaries, briefing notes and recommendations.
Record number: BOC RPS 35

Projects
Description: Information related to the initiatives undertaken to deliver or improve services that support the retail payments supervision function.
Document types: May include project organization, coordination, management, deliverables, close-out and transition to operations.
Record number: BOC RPS 40

Research
Description: Information related to research on subjects or areas of interest related to the retail payments supervision mandate and operational responsibilities, as well as research into best practices and industry standards.
Document types: May include research papers, working papers, surveys and statistical reports.
Record number: BOC RPS 45

Corporate Administration

This function is responsible for supporting the sound management of the Bank's human, financial, information, technology, and physical resources and related infrastructure through the development of corporate policies and the maintenance of cost-effective, integrated systems and practices.

Administration

Administration
Description: Includes records related to the management of internally-provided administrative services, undertaken in the institution, which help to manage and deliver the institution’s programs and services. Records may include information related to office accommodation, construction and modification of workstations, photocopy services, printing services, telephone services, mail and messenger services, translation and locksmith services.
Document Types: Telephone lists, photocopier usage counts, print job ordering forms, copies of translation services guidelines and procedures, stationery supply reports, telephone equipment catalogues and manuals, mail logbooks, mail/courier slips, shipment permits, copies of internal procedures and policies, product information and price lists, and stationery request forms.
Record Number: BOC CSD 401

Auditing

Internal Auditing
Description: Includes records related to audit activities performed by an institution’s internal audit. Audits are responsible for independently and objectively assessing the effectiveness of the Bank’s processes, as designed and implemented by management, to ensure that:
Bank assets and client valuables are safeguarded from losses of all kinds, including those arising from fraud, irregularity, or corruption; significant financial, managerial, and operational information is accurate, reliable, and timely; resources are protected adequately and are acquired economically and used efficiently; potential threats to the achievement of Bank objectives are identified, assessed, mitigated, and monitored; Bank policies, standards, and procedures, and applicable laws and regulations, are complied with; and strong ethics and values are promoted within the Bank.
Document Types: Internal audit reports, audit working papers, and audit manual including methodologies and templates.
Record Number: BOC CSD 456

Communications

Communications
Description: Includes records related to the management of an institution's internal and external communications. The Communications function includes, but is not limited to, the following activities: providing communications support and advice to senior officials, including the preparation of speeches, news releases, briefing notes, presentations, memoranda and correspondence; preparing and implementing communications plans and strategies (including analyses of the internal and external environments) in support of institutional policies, programs, services and initiatives; preparing, producing and disseminating information using all forms of media and graphic arts, including electronic publishing; integrating all communication activities, including Internet applications, marketing, advertising, public opinion research and media relations to promote consistent and well co-ordinated communications with the public; providing, co-ordinating or contracting media monitoring services; communicating with the public, federal institutions, police agencies, other government institutions (municipal, provincial, international) and private sector organizations and providing information services through the Internet and other electronic media; planning, co-ordinating, implementing and evaluating advertising, publishing and public awareness programs and campaigns; planning, co-ordinating and promoting the institution's participation in public events, including fairs and exhibitions; cultivating media contacts, coordinating access to the media, authorising and issuing press releases and briefings, and organising media interviews; marketing and supplying publications by the institution in various formats including the production, distribution and evaluation of film, video, audiovisual and multimedia productions via manual or electronic production (e.g. design, layout, typesetting, desktop publishing, printing, binding, etc.); developing and administering guidelines on the consistency in written style, graphic design etc. within the institution's documents; and designing logos, letterhead, stationery, publications etc. that incorporate the corporate image of the institution. Records may include information related to media relations, media monitoring and analysis, strategic communications advice and planning, public opinion research and analysis, institutional publications, the development, design, management and maintenance of internal and external websites, and the development and maintenance of internal and external mailing and distribution lists.
Document Types: Media analyses and media lines, communications plans, announcements, communiqués, newsletters and updates to staff, news releases, backgrounders, fact sheets, media advisories, speeches, questions and answers, scenario notes, speaking notes, briefing notes, education and training material, calendar of planned events, news-clippings, biographies, protocols, PowerPoint presentations, mailing and distribution lists, public opinion research reports, style guides, institutional communications policies, guidelines, standards and procedures, notices, pamphlets, service/customer satisfaction studies, omnibus surveys, literature reviews, crisis and emergency communications plans and policies, brochures, print and electronic publishing documentation, website content, and copies of institutional publications in all formats.
Record Number: BOC COM 165

Mailing Lists
Description: This bank describes the components of mailings lists maintained by the Bank of Canada. The personal information collected includes name, mailing and e-mail address, phone or facsimile numbers of private individuals and contacts within private sector, federal, provincial and non-government organizations, photocopies of cheques if required for refunds, cheque number is recorded in database.
Class of Individuals: Members of the general public or individuals representing private sector companies and federal, provincial and non-government organizations that have provided their contact information to obtain copies of relevant documentation.
Purpose: To create and maintain standardized mailing lists for the distribution of communications material, publications, reports and other documentation related to the Bank of Canada programs and activities, etc.
Consistent Uses: The information is used for planning purposes.
Retention and Disposal Standards: Paper records relating to Free and Paid Publications are kept for 3 years and then destroyed. Database records relating to Paid Publications are kept for 3 years after last administrative use, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC COM 165
TBS Registration: 006323
Bank Number: BOC PPU 055

Hospitality
Description: Includes records related to hospitality. Hospitality is the provision of a meal or entertainment, including social events or ceremonies in accordance with established policies and guidelines. Records may include information about the nature, scope, location, costs and type of function. The records may also include information related to the proactive disclosure of relevant hospitality expenses.
Document Types: Includes lists of attendees, locations, dates, and expenses, event protocols, hospitality policies and guidelines, and documents related to the on-line publication of hospitality expenses.
Record Number: BOC CSD 446

Conference Registration
Description: This bank describes information related to attendance at Bank of Canada hosted conferences. The personal information is collected through a secure Bank of Canada web site and includes the name, business title, phone and facsimile numbers, email address, mobility and dietary requirements of the attendees. It may also include the name of the spouses or companions of the attendees and their related information.
Class of Individuals: General public and representatives of external organizations and businesses, other government agencies and international governments.
Purpose: Information is used to complete logistical requirements (i.e., accommodation, transportation) and for conference documentation.
Consistent Uses: To provide services to the attendee and their guests, and for planning, evaluation, and statistical purposes.
Retention and Disposal Standards: Records are kept for a period of 2 years after the event, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 446
TBS Registration: 20110262
Bank Number: BOC PPU 058

Corporate Governance

Board of Directors and Executive Services
Description: Includes records related to the provision of various administrative services for the institution’s Board of Directors and executive (Governing Council, Management Council). Records may include the control and tracking of correspondence, the selection and/or implementation of technological systems to support the provision of services, management of senior executive committees including secretariat support services, and preparation of executive briefing notes.
Document Types: Correspondence, briefings, and briefing notes, speaking engagement invitations, committee meeting minutes, agendas and records of decision.
Record Number: BOC CSD 436

Members of Boards, Committees and Councils

Business Continuity Planning
Description: Includes records related to an institution’s Business Continuity Planning which provides for the continued availability of services and associated assets that are critical to the health, safety, security or economic well-being of Canadians in the event of a disaster or emergency. Business Continuity Planning complements emergency preparedness (e.g. fire and building evacuation plans, civil emergency plans) and includes the development and implementation of a Continuity of Operations Program (COOP). The types of incidences for which the Plan may be initiated may vary from a minor incident, such as a building-specific power outage or an equipment or system failure, to one of provincial or national proportions. The COOP Program outlines and coordinates the efforts of institutional staff and the implementation of advance arrangements and procedures to ensure that the institution can continue or restart critical business operations within a reasonable timeframe.
Document Types: Includes disaster/emergency recovery plans, network and/or data backup procedures, emergency and recovery resources, emergency evacuation procedures, service level agreements essential records policies, notification procedures for emergency response teams, institutional staff, and Senior Executive, or federal, provincial and municipal bodies, plan activation procedures, documentation pertaining to the Bank of Canada’s facilities, disaster/emergency contact list, detailed business resumption, recovery and restoration procedures, and media handling procedures.
Record Number: BOC CSD 406

Continuity of Operations (COOP)
Description: This bank describes information that is contained in the Bank of Canada's Continuity of Operation (COOP) Program. A COOP Program is established by the Bank of Canada to provide for the continued availability of services and associated assets that are critical to the effective functioning of the Canadian financial system, the health, safety, security or economic well-being of Canadians. The personal information may include the names and personal coordinates of employees who are part of the Bank of Canada's COOP Response Team and Incident Management Team, as well as similar emergency contact information for senior and executive management staff and tenants having access to the Bank's facilities. Also included are the names and emergency contact numbers of disaster response and/or recovery vendors and other service providers, in addition to international, federal, provincial, and municipal officials who may have to be contacted to assist the Bank of Canada as the result of an emergency situation. All employees may choose to provide their personal contact information for the purposes of this program. In exceptional circumstances, limited health information may be collected from Bank staff, new hires, and those under contract with the Bank of Canada, Members of the Board of Directors, tenants who have access to the Bank of Canada's facilities, vendors, service providers, and onsite visitors to the Bank's facilities.
Class of Individuals: Bank of Canada staff and new hires, and those under contract with the Bank of Canada, Members of the Board of Directors, tenants who have access to the Bank of Canada's facilities, emergency response officials, vendors, service providers, business contacts, and onsite visitors including the general public.
Purpose: The purpose of this information is to ensure that the Bank of Canada can contact appropriate and responsible individuals to respond in the event of an interruption in normal business operations. Limited personal health information is collected under the Bank of Canada Act and the Canada Labour Code in exceptional circumstances linked to public health and safety to protect the health of Bank employees and of Canadians.
Consistent Uses: This personal information may be shared with other federal institutions, the police, fire, other emergency response agencies, and health agencies on an "as required" basis. This information may also be used or shared with third parties delegated by the Bank for assessment and audit purposes. This information may also be used or shared within the Bank for purposes related to Employee Relations or Occupational Health and Safety (PIB BOC PPE 831). Aggregated information may be used to provide reports to senior management about the execution of Bank of Canada's COOP Plans.
Retention and Disposal Standards: COOP Program records containing contact information are updated as required, and outdated information is superseded. For the duration of the program, information is kept for two years after it has been superseded. Records related to health information are kept for a period of two years following the end of the related exceptional circumstances. When appropriate, certain information linked to public health and safety will be treated as transitory and not retained for the full 2-year retention period. Third party retention may differ from that of the Bank.
RDA Number: 2015/021
Related Record Number: BOC CSD 406
TBS Registration: 20110263
Bank Number: BOC PPU 060

Cooperation and Liaison
Description: Includes records related to formal and informal cooperation and liaison activities with other governments and agencies, organizations, and academic institutions, to communicate institutional activities, and delivering institutional programs and services. May also include records related to coordinating programs for international delegations and visits, facilitating information exchanges in areas of common interest, sharing knowledge, expertise, and best practices, reinforcing partnerships and establishing partners and creating new networks.
Document Types: Minutes, agendas and records of decisions of multilateral and bilateral meetings, proceedings of symposia, roundtables and conferences, records of consultation activities.
Record Number: BOC CSD 421

Fellowship Program

Description: The goal of this program is to encourage research at Canadian universities in areas critical to the Bank's mandate: macroeconomics, monetary economics, international finance, and the economics of financial markets and institutions. The records contain the applications and supporting document, including research papers, letters of nomination, and other material to substantiate how the applicants meet the criteria of the program; criteria used to determine successful applicants; committee meeting agenda and minutes, etc.
Document Types: Fellowship Program - General, Policies and Procedures; Press Releases; Nominating Committee; Meetings; Presentations by Recipients of Research Findings.
Record Number: BOC ELS 400

Fellowship Program Nominations
Description: This bank describes information related to applications received by the Bank of Canada for the Fellowship Program (Fellowship and Governor's Awards). Personal information collected includes name of the applicant, home and work mailing address, telephone number and e-mail address, name of university and department where employed, curriculum vitae, letters of nomination from university officials about the application and also letters of reference.
Class of Individuals: Applicants to the program.
Purpose: The purpose of this information is to assist the Fellowship Nominating Committee in the annual selection process for recipients of the Fellowship Program.
Consistent Uses: The information is used for the selection of recipients, for statistical and reporting purposes.
Retention and Disposal Standards: Applications related to individuals granted Fellowships will be retained for 5 years following the termination of the Fellowship, then destroyed. Applications related to individuals not granted Fellowships will be retained for 5 years, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC ELS 400
TBS Registration: 006348
Bank Number: BOC PPU 036

Currency Museum
Description: Includes information related to the administration and programs of the Currency Museum including the National Currency Collection, the largest collection of Canadian bank notes, coins, and tokens in the world. The Museum offers educational activities as well as various exhibits.
Document Types: These records may include material related to general information about the Currency Museum, communications, records documenting the sale and distribution of photographic reproductions; information related to the planning and implementation of Exhibits, Tours, Activities/Workshops, Gallery Development, School Programs, Special Events; records relating to the National Currency Collection - Exhibits and Speeches, Acquisitions, including Specimen notes and Coins from Central Banks handed to Currency Collection, Items on Loan from the National Currency Collection, Items on Loan to Currency Collection, Donations, Gifts, Statement of Purchases.
Record Number: BOC BN 8

Education Material, Programs and Services
Description: This bank describes information relating to requests for education material, programs and services. The personal information collected includes the individual's name, home and email addresses, and telephone and fax numbers. In addition, where applicable, the information includes the organization name for which the individual works, the organization's address, the individual's business title, work telephone number, e-mail address and fax number.
Class of Individuals: General public who have made requests to obtain information or make reservations for programs and services.
Purpose: The purpose of this information is to respond to requests for education material and information sessions, reservations for programs and services. The purpose is also to receive comments or special instructions, how they heard about our materials, programs, and services, and whether they would agree to be contacted in the future. In addition, if the requester agrees to be contacted, the records are used to notify individuals of the availability of new materials, programs and services and for follow-ups such as assessing satisfaction with educational materials, programs and/or services received.
Consistent Uses: The information is used for planning purposes and for in-house statistical purposes related to the volume and nature of requested materials, programs and services as well as the source of the requests.
Retention and Disposal Standards: Hard copy information is retained for up to three months at which point it is transferred to an electronic database. Electronic information is retained for a period up to 10 years and then destroyed.
RDA Number: 2023/002
Related Record Number: BOC BN 8, BOC BNI 20
TBS Registration: 20110264
Bank Number: BOC PPU 068

Sale of Photographic Reproductions of Objects in the National Currency Collection and Reproduction of Bank Note Images
Description: This bank describes information used to administer the sale and distribution of photographic reproductions of objects (numismatic) from the National Currency Collection of the Currency Museum and information requested when individuals seek permission from the Bank to reproduce bank notes images. The personal information collected includes the name, telephone number, mailing and e-mail address of the requester, name of organization where applicable and fax number. It includes also bank account numbers, signatures, order history and opinions expressed in surveys from individuals that purchase photographic reproduction. Requesters that seek permission to reproduce bank note are also asked to describe the nature of the proposed reproduction and explain how the reproduction will be exhibited.
Class of Individuals: General public
Purpose: The Bank of Canada is the registered copyright owner of all design elements of Canadian bank notes. The reproduction of bank note images is protected by federal legislation including the Criminal Code of Canada and the Copyright Act. The purpose of this information is to ensure that appropriate permission is granted prior to the reproduction of bank note images, and to support the sale and distribution of Photo Reproductions through the Bank's Currency Museum.
Consistent Uses: The records are used for planning purposes and for in-house statistical purposes such as source, nature of request, pieces sold, interest in particular objects, and returning customers to support the sale and distribution of photographic reproductions.
Retention and Disposal Standards: Paper records relating to the requests for permission to reproduce bank notes are kept for 2 years at which point they are transferred to a database and then destroyed. Database records are kept for a period of 5 years and then destroyed. Paper records relating to the sale of photographic reproductions are kept for 1 year at which point they are transferred to a database and then destroyed. The electronic copies are kept for a period of 7 years, and then destroyed.
RDA Number: 2023/002
Related Record Number: BOC BN 8, BOC BNI 20
TBS Registration: 006457
Bank Number: BOC PPU 047

Financial Management

Description: Includes records related to the receipt, control, and expenditure of public funds or institutional revenue which may include establishing, operating, and maintaining accounting systems, financial oversight, control and planning, budget submissions and budget reporting, managing funds in the form of allocations. May include records relating to accounts payable (expenditures), accounts receivable (revenues), banking, budgeting, cash accounting, cost recoveries, goods and services tax, duties and tariffs, petty cash, grants, contributions and transfer payments, taxes, resource allocations, liability and revenue control, allotments and transfers, allowances, and accounting standards and methods. May also include documentation related to institutional automated financial management systems.
Document Types: Invoices, vouchers, financial statements, summaries, financial management reports and statistics, cheques, accounting codes, cash receipt journals, internal audit and compliance reviews, estimates and working papers, budget forecasts, fiscal year reports, postage accounts, receipts, signing authority documentation, packing slips, direct deposit applications, statements of account, purchase orders, insurance claims, commitment reports, and acquisition cards.
Record Number: BOC CSD 441

Accounts Payable/Receivable
Description: This bank describes information related to individuals who are issued payments by the Bank, and individuals who remit monies payable to the Bank. Payments may be issued and made by cheque, cash or electronically, and may involve travel and hospitality claims, education course fees, program payments, isolation allowances, membership fees, awards, ex gratia, reimbursement of overpayments, payments of goods or services, including Bank’s merchandise (e.g., publications, souvenirs, etc), rent, royalties. Personal information may include name, contact information, certificates of Indian Status card, financial information, credit card information, nature of expense/claims/remittance, employee identification number, other identifying number, signature, and Social Insurance Number (SIN).
Class of Individuals: Current and former employees of Bank and general public.
Purpose: Personal information is used to support the payment of financial benefits and entitlements in relation to expenses, fees, claims and other non-payroll payments, and the collection of monies owing to the Bank in relation to goods and services. The SIN is collected pursuant to the Income Tax Act and may be used to issue various income reporting slips and reporting documentation. The certificates of Indian Status card is collected pursuant to s. 87 of the Indian Act as well as pursuant to the Ontario First Nations Point-Of-Sale Exemptions.
Consistent Uses: Information may be shared with financial institutions for transactions purposes. In some cases, the SIN and other information are shared with the Canada Revenue Agency /Revenue Québec, and are used for data matching purposes -see institution-specific PIBs: Individual Returns and Payment Processing-CRA PPU 005; GST/HST Returns and Rebates Processing-CRA PPU 241; Business Number and Program Account Registration-CRA PPU223; Commodity Tax Objections, Determinations and Appeals to the Courts-CRA PPU 177; Excise and GST/HST Rulings and Interpretations-CRA PPU 092; Goods and Services Tax / Harmonized Sales Tax Credit (GST/HST credit)-CRA PPU 140; GST / HST Audit and Examination-CRA PPU 430; Part XIII Non-Resident Withholding Program-CRA PPU 094. Information may be used or disclosed for financial reporting and program evaluation. Travel and hospitality expenses incurred by members of the Banks’ Governing Council are proactively disclosed on Bank’s website.
Retention and Disposal Standards: Records are kept for 7 years then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 441
Bank Number: BOC PPU 083

Procurement and Contracting
Description: Includes records related to procurement and contracting process to obtain goods and services in accordance with an agreement between a contracting authority within the institution and a person or firm. Records may include information about identifying the goods or services to be purchased, selecting the most effective procurement approach, contract development and approval processes and procedures, contract negotiations, debriefing unsuccessful bidders, administering awarded contracts, including amendments if required, and post-contract evaluations. May also include information related to the contractor; e.g. company profiles, résumés, work experience, previous contracts completed, and clients. These records also include information related to the proactive disclosure of relevant contracts for goods and services.
Document Types: Contract case files and related correspondence, award criteria, guidelines, regulations, approval requirements, statements of work, Requests for Proposals, contractor eligibility lists, feasibility studies, planning documents, solicitation or tender documents, monitoring reports, invoices, payment requisitions, post-completion evaluation reports, sole source contract justifications, standing offers, supply arrangements, customer and vendor liaison documentation, purchase requisitions, security clearances or checks, etc.
Record Number: BOC CSD 481

Travel
Description: Includes records related to the authorized travel of individuals in support of the institution’s mandate. Records may include information related to employee entitlements and obligations, employer obligations, and travel allowances and/or per diem rates. The records may also include information related to the proactive disclosure of relevant travel expenses.
Document Types: Travel advance claims, expense claims and receipts, itineraries and correspondence, applications for travel cards, reporting templates, hotel, and airline directories
Record Number: BOC CSD 501

Travel
Description: This bank contains advances, claims, receipts, travel arrangements, itineraries and correspondence concerning employee business travel. Personal information may include name, contact information, employee identification number, financial information, travel history, travel claims, accommodations, meals, and preferences. Travellers may also be requested to provide date of birth and gender when booking travel arrangements.
Class of Individuals: Bank of Canada employees, who travel on official institutional business, and their spouses or common-law partners and/or dependants.
Purpose: The purpose of this bank is to maintain information regarding the travelling expenses of employees.
Consistent Uses: To provide advances and approve claims for business travel expenses. Information may be used or disclosed for program evaluation and reporting purposes.
Retention and Disposal Standards: Records are kept for a period of seven years, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 501
TBS Registration: 000075
Bank Number: BOC PPE 841

Human Resources

Compensation and Benefits
Description: Includes records related to the programs and activities that establish and administer pay, pension, and other benefit standards and practices to ensure that employees receive fair compensation/remuneration/payment for work performed. May include records related to continuous service, garnishment, maternity and parental benefits, attendance and leave, rates of absenteeism, overtime, pay authorities, performance pay, rates of pay, severance pay, temporary and summer students, part-time employees, pay administration, emergency salary advance, life, disability, health and dental insurance plans, Canada Pension Plan, and the Bank of Canada Pension Plan and Supplementary Pension Arrangement plans.
Document Types: Correspondence, compensation surveys, insurance plan directives and rules, copies of internal audit reports, terms and conditions relating to insurance eligibility, premiums, contributions, and benefits, and copies of relevant legislation, regulations, and procedures and guidelines.
Record Number: BOC CSD 416

À la Carte "Benefits Enrolment"
Description: This bank describes information relating to the administration of the Bank of Canada's benefits program for employees. The records related to this PIB contain all documents created as a result of an employee's enrolment or re-enrolment such as the enrolment forms and acknowledgement of an employee's insurance level. Personal information collected includes employee name, employee identifier, home address and telephone number.
Class of Individuals: Current and former Bank employees.
Purpose: The purpose of this bank is to document the enrolment of employees in this benefits program and the administration of employee-selected benefits by the Bank of Canada.
Consistent Uses: Non-personal information may be used to provide reports about the management of this program to the Bank's Senior Management. The information may also be used for research, planning, audit and evaluation purposes.
Retention and Disposal Standards: Records are kept for a period of 16 years then destroyed after being superseded. If the employee leaves the Bank, or in the case of the death of the employee, the records are held for 16 years after last administrative use.
RDA Number: 2015/021
Related Record Number: BOC CSD 416
TBS Registration: 006324
Bank Number: BOC PPE 823

Attendance and Leave
Description: This bank contains absence input forms and summary reports which include the employee identification number, leave applications, and correspondence related to Attendance and Leave. The annual summary of Attendance and Leave is attached to the Employee Personnel Record. Some Attendance and Leave information exists in automated form, as modules of institutional personnel databases, especially as time/attendance, leave control and absenteeism systems.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to support the administration of employee Attendance and Leave.
Consistent Uses: To record attendance and authorize leave, to support decisions on pay and benefits, such as those concerning leave and termination of employment, and to evaluate the use of leave and rates of absenteeism.
Retention and Disposal Standards: Records are kept for a period of three years, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 416
TBS Registration: 002211
Bank Number: BOC PPE 821

Garnishees
Description: This bank contains orders of garnishment and related correspondence.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to maintain information concerning orders for garnishment. The social insurance number may or may not be present. If present, it is in some cases authorized under the Income Tax Act and the Family Orders and Agreements Enforcement Assistance Act and Regulations.
Consistent Uses: To provide for the execution of orders of garnishment.
Retention and Disposal Standards: Records are kept for a period of six years after the garnishment order is no longer in force, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 416,
TBS Registration: 000076
Bank Number: BOC PPE 822

Income Maintenance and Long-Term Disability Claims
Description: This bank contains specific case file records relating to the Income Maintenance and Long Term Disability programs. It contains notice of leave of absence, completed necessary forms applying to programs, medical certificates, payment information, correspondence between employee and Great West Life regarding their claim, gradual return to work program records, etc.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to document information on the administration of the Income Maintenance and Long-Term Disability Programs of the Bank of Canada.
Consistent Uses: To administer specific claims and ensure payments are made to employees who are on the income maintenance and long-term disability programs.
Retention and Disposal Standards: Records are kept for a period of 16 years after termination of the claim or after last administrative use, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 416, BOC CSD 471
TBS Registration: 005279
Bank Number: BOC PPE 832

Pay and Benefits
Description: This bank contains certificates for pay, allowances and deductions, which set out pay and benefit information for each employee, including the Social Insurance Number (SIN), as well as correspondence related to the administration of Pay and Benefits. The bank may also include banking information for pay and pension, orders for garnishment, attachment, and diversion of funds. Earning and superannuation records are attached to the Employee Personnel Record. Some of the above information exists in a computer-based system in order to generate salaries, pensions, deductions or to adjust an employee payroll/personnel record.
Class of Individuals: Current and former Bank employees.
Purpose: The purpose of this bank is to provide documentation for the administration of Pay and Benefits. The use of the social insurance number is a requirement under the Income Tax Act, the Employment Insurance Act.
Consistent Uses: To approve the disbursement of salaries and allowances and the retention of deductions. The SIN is used for purposes of identification and to ensure consistency in administration of Pay and Benefits. Provision of the SIN is mandatory for this bank, subject to exemption of some individuals under special circumstances. The bank enables audit and reconciliation of payroll accounts (e.g., employee remuneration and entitlements) and supports the recovery of overpayments and debts owed to the Crown and, where applicable, enables execution of orders of garnishment, attachment, or diversion of funds in accordance with the Garnishment, Attachment and Pension Diversion Act.
Retention and Disposal Standards: After an employee leaves the Bank, the personnel record is kept until the individual reaches the age of 80, or two years after the death of the individual and then destroyed, provided two years have elapsed since the last administrative action concerning the information. Payroll Transaction records are kept 7 years then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 416
TBS Registration: 002212
Bank Number: BOC PPE 820

Employment Equity and Diversity
Description: Includes records related to the programs and activities that ensure equitable representation and distribution in the workplace of women, aboriginal peoples, persons with disabilities, and members of visible minority groups. May include records related to workforce analysis, employment equity initiatives, monitoring activities, duty to accommodate, flexible work arrangements, self-identification, adaptive technologies.
Document Types: Internal employment equity policies, copies of relevant legislation, regulations and policies, review and assessment reports, statistical reports, surveys, and Reports to Parliament.
Record Number: BOC CSD 431

Equity, Diversity and Inclusion Program
Description: This bank contains Self-Identification Information from external candidates and employees that is needed to support the Bank's Equity, Diversity and Inclusion (EDI) Program. This information is collected on a voluntary basis. External candidates are asked to self-identify in one or more of any applicable designated groups as outlined in the Employment Equity Act (Indigenous (Aboriginal) Peoples, persons with disabilities, or members of visible minorities/racialized groups) and this information is used to measure representation and identify potential barriers in the selection process. Once hired, Bank employees are also invited to self-identify in one or more of any applicable designated groups and to volunteer additional information about their identities to help shape Human Resources (HR) and Bank programming and initiatives for a more inclusive and barrier-free work environment. Further descriptors include racial identity and/or cultural ethnic identity, Indigenous communities, language spoken, types of disability, identification as the LGBTQ2S+ including sexual orientation, gender identity or expression, or status of veteran of the Canadian Armed Forces.
Class of Individuals: Permanent, term, short-term employees of the Bank of Canada and secondees to the Bank, and external recruitment candidates.
Purpose: Self-Identification Information (SII) is obtained voluntarily for the implementation of the Bank’s EDI Program, in keeping with the Bank’s Employment Equity Policy, Recruitment Policy, Use of Self-Identification Guideline, and its Equity, Diversity and Inclusion Strategy 2022-24, and also in accordance with sections 5(a), 5(b) and 10 of the Employment Equity Act and section 16(1) of the Canadian Human Rights Act. The Bank is required, at minimum, to invite self-identification for Indigenous (Aboriginal) Peoples, persons with disabilities, and members of visible minorities/racialized groups. We are also required to collect data for women for reporting, but this is mandatory data collected at time of hire. The Bank does request additional voluntary SII from employees for the purposes of its own EDI Program.
Consistent Uses: The Bank’s EDI program and related initiatives aim to measurably reduce any barriers that are identified in the representation of designated groups across the Bank compared to the labour market; and to provide a snapshot of the Bank’s workforce for legislated reporting.
SII is matched with other personal information of employees and of external candidates contained in other PIBS, such as Employee Personnel Record (PPE 810), Attendance and Leave (PPE 821), Staffing, Applications for Employment (PPU 035), Pay and Benefits (PPE 820), Training and Development (PPE 825), etc., in order to meet EDI Program and reporting requirements. When SII is matched with other employee personal information, it is commonly referred to as EDI data.

SII and EDI data is used for statistical purposes in the preparation of legislative reports (such as the Annual Report to the Labour Program) and corporate reports, including progress against our strategy commitments. It is also used to evaluate and inform broader EDI policies, programs and management practices to help shape priorities that will increase equity in opportunities and outcomes, retention and inclusion. It may also be used to inform business decisions and specific projects intended to measure employment experiences and outcomes for employees, identify potential barriers in all aspects of the employee lifecycle, and enhance policy and programs.
Retention and Disposal Standards: External Candidates and Bank employees can opt out from the program and delete their own Self-Identification Information.

Self-identification information is retained for a period of two years after an employee leaves the Bank, then destroyed. When Self-Identification Information are superseded, the previous information is immediately destroyed.
RDA Number: 2023/002
Related Record Number: BOC CSD 431
Bank Number: BOC PPE 817

Evaluation of Positions
Description: Includes records related to the factors, elements, and other criteria used to establish the relative value of work for an occupational group. Evaluation provides a means of grouping similar types of work together so that it can be ranked by levels of difficulty and differentiated from other, dissimilar work. It also provides a basis for employee compensation in the institution.
Document Types: Inventories, job evaluations, organization charts, internal policies, and guidelines, identification of functions or positions, job evaluation standards, language requirements of positions, competency requirements and/or profiles, statistical data, audit reviews and reports, generic work descriptions and job profile.
Record Number: BOC CSD 411

Labour Relations
Description: Includes records related to relations between employer and employee (through the bargaining agents or units on behalf of the employees) within the institution. May include information related to adjudication and unfair labour practices complaints, discipline, demotion and termination, exclusions, certifications and union dues, human rights complaints, pay equity, collective agreement administration, conflict resolution/alternative dispute resolution processes and procedures, certification process, mediation, and workplace assessment.
Document Types: Grievance and conflict resolution procedures, copies of relevant acts and regulations, settlement documentation, investigation reports, documentation of adjudication hearings (e.g. legal documents, subpoenas, proceedings, records of decisions, witness statements), institutional codes of conduct, dispute resolution reports, workplace assessment reports, and mediation agreements.
Record Number: BOC CSD 461

Discipline
Description: This bank contains notices of disciplinary action and correspondence about employee misconduct, testimony by witnesses, legal opinions, investigations of possible misconduct, and analysis reports of these investigations. It is important to note that notices of disciplinary action may be attached to the Employee Personnel Record.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to maintain information used in disciplinary actions.
Consistent Uses: To determine the need for and nature of disciplinary actions, and to support decisions on pay and benefits, attendance and leave, transfer, demotion and termination of employment.
Retention and Disposal Standards: Records are kept for a period of five years following the date of disciplinary action, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 461
TBS Registration: 002219
Bank Number: BOC PPE 836

Grievances
Description: This bank contains presentations by employees, receipt notices and replies by management, testimony by witnesses, legal opinions, investigation and analysis reports, job descriptions required in the grievance process regarding classification; and correspondence about grievances.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to record information used in the grievance process.
Consistent Uses: Information contained in this bank is used exclusively to accommodate and, where possible, to resolve Grievances at all levels in the grievance process.
Retention and Disposal Standards: Records are kept for a period of five years following date of resolution, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 461
TBS Registration: 002218
Bank Number: BOC PPE 835

Personal Harassment
Description: This bank contains letters of complaint regarding incidents of harassment; records of interviews with both complainants and alleged harassers; records of interviews with witnesses to incidents; summations of management investigations; and analyses of events and records of decisions taken about particular incidents. 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 will also be filed in the Discipline Bank.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to record information necessary for dealing with complaints of Personal Harassment at the workplace.
Consistent Uses: To make decisions in specific instances on whether or not Personal Harassment is occurring and when this is the case to determine the appropriate action, including disciplinary action, to be taken to end a harassment situation.
Retention and Disposal Standards: Records are kept for a period of five years following the date of the most recent administrative activity in relation to an individual case, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 461
TBS Registration: 002237
Bank Number: BOC PPE 837

Occupational Health and Safety
Description: Includes records related to the provision of a safe and healthy working environment for all Bank of Canada employees. Records may include information related to occupational health and safety training, health assessments of employees and emergency medical services, environmental health investigations and surveys, first aid training, facilities, services and supplies, the selection and use of personal protective equipment and clothing, the rehabilitation and retraining of employees disabled by work injuries or illnesses, employee assistance services, the development and monitoring of occupational and environmental standards, procedures and other directives for the prevention of occupational illness and injury, the Canada Labour Code, workplace fitness programs, and the Workplace Health and Safety Committee.
Document Types: Accident/injury reports, safety guides, copies of ergonomic assessments, first aid needs assessments and treatment manuals, first aid reports, advisory notices, exposure to hazardous material case files, safety inspection reports, Workplace Health and Safety Committee records (agendas, minutes of meetings, records of decision, etc), medical examination reports, occupational injury or illness investigation reports, first aid training programs, policies, standards, guidelines and procedures, and copies of relevant legislation and regulations.
Record Number: BOC CSD 471

Employee Health Record
Description: This bank contains occupational health evaluations and all personal medical data including employee assistance records and copies of Workplace Safety Insurance Board (WSIB) reports. Prior to 2002, this bank may also contain records relating to the Income Maintenance and Long-Term Disability Programs, i.e. completed forms to apply for LTD; all interaction between employee and Health Services; gradual return to work program records, etc.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to maintain health evaluations on Bank employees, and to provide documentation for the administration of occupational health and certain benefit programs.
Consistent Uses: The information is used to support medical, employment and pension decisions/entitlements.
Retention and Disposal Standards: Records are destroyed after a period of 20 years from closure of files. Files are closed after employee leaves the Bank or following the last intervention, if this occurs after the employee has left the Bank. Certain records relating to designated substances or procedures, i.e. audiograms are kept for a further 20 years, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 471
TBS Registration: 002215
Bank Number: BOC PPE 830

Income Maintenance and Long-Term Disability Claims
Description: This bank contains specific case file records relating to the Income Maintenance and Long-Term Disability programs. It contains notice of leave of absence, completed necessary forms applying to programs, medical certificates, payment information, correspondence between employee and Great West Life regarding their claim, gradual return to work program records, etc.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to document information on the administration of the Income Maintenance and Long-Term Disability Programs of the Bank of Canada.
Consistent Uses: To administer specific claims and ensure payments are made to employees who are on the income maintenance and long-term disability programs.
Retention and Disposal Standards: Records are kept for a period of 16 years after termination of the claim or after last administrative use, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 416, BOC CSD 471
TBS Registration: 005279
Bank Number: BOC PPE 832M

Occupational Health and Safety
Description: This bank describes information that is used in support of the occupational health and safety activity, including the prevention of accidents and injuries or illnesses related to occupations, authorization of leave and benefits associated with work-related injury or illness, fitness to return to work assessments, duty to accommodate, health and ergonomic assessments, health and safety complaints, injury compensation, and rehabilitation and retraining. Personal information may include name, contact information, employee identification number, employee personnel information, financial information, nature of complaint, medical information, opinions and views of, or about, individuals, and signatures.
Class of Individuals: Current and former Bank of Canada employees.
Purpose: To maintain records relating to occupational injuries or illnesses and subsequent disabilities arising out of, or aggravated by, conditions of work. It also provides documentation for the administration of occupational safety and health programs at the Bank of Canada, which includes the promotion of a safe and healthy workplace for employees and others, the prevention of accidents, occupational injuries and illnesses and, the investigation of occurrences of such injuries and illnesses. Information is collected under the Canada Labour Code and the Canada Occupational Health and Safety Regulations.
Consistent Uses: To record safety and health details and causes of accidents/injuries in order to assist in accident prevention and health protection. To assure Bank employees receive proper compensation for accidents/injuries. Information may be used or disclosed for the following reasons: to support decisions related to worker's compensation and injury-on-duty leave; as a means of preventing injuries and illnesses and subsequent disabilities arising out of, or aggravated by, conditions of work; to establish that individuals subject to certain identified occupational risks are able to continue working without detriment to their health or safety or to that of others; and to establish the conditions under which certain individuals with identified illnesses or disabilities are able to continue to work under controlled conditions. Limited information may be shared with private sector health service providers with the consent of the individual it concerns. Information may be used to communicate with contacts of employees in emergency situations. Information is also used to process payments and chargebacks with respect to injury compensation claims. Information related to injury compensation claims, including related correspondence and amounts paid, is retained by Human Resources and Skills Development Canada (HRSDC) and is shared with the institution of the affected employee. HRSDC holds information pertaining to employee compensation amounts, which are charged to institutions and distributed on a cost-recovery basis. The information may also be used for reporting and statistical purposes.
Retention and Disposal Standards: First aid records are retained for two years, then destroyed. Accident and Occupational Injury or illness records are held for 10 years following the date of the occurrence, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 471
TBS Registration: 002217
Bank Number: BOC PPE 831

Official Languages
Description: Includes records related to the provision of services to the public and to employees in both official languages in accordance with the Official Languages Act and its pursuant regulations. May include information related to language of work, minority official language rights, equitable participation, signage, communications with and services to the public, use of official languages on institutional web sites, and administration of the official languages program.
Document Types: Includes Review on Official Languages, policies, procedures and guidelines, complaint investigation reports, reports to Senior Management and copies of relevant legislation and regulations.
Record Number: BOC CSD 476

Official Languages
Description: This bank contains basic personal data such as first official language and the employee identification number for purposes of identification; language knowledge levels; training certificates and correspondence about the official languages' qualifications of employees.
Class of Individuals: Bank of Canada employees.
Purpose: The purpose of this bank is to provide documentation for administration of official languages policies as they pertain to employees.
Consistent Uses: To document the language training needs and accomplishments of employees, to aid in determining the linguistic status of employees and in auditing the administration of official language programs.
Retention and Disposal Standards: Records are kept for a period of two years after the employee leaves the Bank, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 476
TBS Registration: 002214
Bank Number: BOC PPE 826

Recruitment and Staffing
Description: Includes records related to the recruitment and staffing of people to fill full-time or part-time positions within the institution. Records may include information related to screening, examining, testing, interviewing, assessing, selecting, hiring, and promoting candidates for employment. May also include information related to terms and conditions of employment (including conflict of interest), deployments, assignments, and secondments, student, professional, and occupational recruitment, as well as information received from or shared with employment agencies.
Note: Relevant information may be transferred to an employee’s personnel file if the individual accepts an offer of employment from the institution.
Document Types: Unsolicited résumés and curricula vitae, model interview questions and answers, competition posters and announcements, application forms, competition assessment tools and rating guides, reference check procedures, checklists, and letters, inventories of qualified candidates, candidate inquiries and responses, copies of letters of offer, ratings board assessments, information within automated or Web-based application tools, and second language evaluation results, etc.
Record Number: BOC CSD 486

Employee Personnel Record
Description: This bank describes information concerning personal characteristics, including age and sex; employee identification number; home address; citizenship; education, including transcripts, certificates and diplomas; employment history, curriculum vitae; geographical and organization location; appointments, transfers, promotions and demotions; periods of employment, including probationary periods, tenure; performance reviews and employee appraisals; classification including position numbers, groups, levels, titles and salaries; banking information for pay and pension; superannuation and insurance, including names of beneficiaries, power of attorney and witness. Also included, where applicable, is information concerning military service, including periods and areas of service; and termination of employment, including certificates and reasons for termination. The Employee Personnel Record may contain summary records of decisions relating to staffing, attendance and leave, pay and benefits, training and development, inventory of technical qualifications, decisions concerning compensation and fitness for work, official languages, discipline, and level of security clearance. The major series of information concerning these topics is, however, found in other personal information banks described in this chapter. The Employee Personnel Record may not include the personal information actually used to make decisions in the areas noted above. Some of the above information exists in a computer-based system in order to generate reports on such topics as training, human resources inventory searches, attendance and leave and other related reports as required.
Class of Individuals: Current and former Bank employees.
Purpose: The purpose of this bank is to have a record of an individual's employment and to facilitate personnel administration.
Consistent Uses: The main use of this bank is to provide documentation and authorization regarding appointments, transfers, promotions, demotions, termination of employment and superannuation. It is also used to authenticate decisions on staffing, attendance and leave; pay and benefits including superannuation; training and development; assignment of project work to staff with required skills set, occupational health and safety; official languages; discipline; and level of security clearance; as well as to verify employment references. In some of the above cases, the information in this bank is a summary which refers to other more detailed information in other banks. This information may be used, provided such use is consistent with the main uses of the information, to ensure that personnel actions are co-ordinated in the interests of both the individual and the employer.
Retention and Disposal Standards: After an employee leaves the Bank, the personnel record is kept until the individual reaches the age of seventy, or two years after the death of the individual, provided two years have elapsed since the last administrative action concerning the information. Performance appraisals are kept on an employee's file for a period of five years and then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 486
TBS Registration: 002210
Bank Number: BOC PPE 810

Staffing, Applications for Employment
Description: This bank contains all applications received from Bank of Canada employees and the general public requesting employment with the Bank of Canada. It includes completed application forms and self-identification information on employment equity group status, letters, curriculum vitae, complaints and other personal information. This bank also contains staffing requests; position descriptions; salary ranges; selection profiles; competition posters; transfer requests; layoff lists; human resources inventory print-outs; lists of candidates; rating committee assessments, including evaluation notes from staffing committees; test results; eligibility lists; offers of employment; notices to candidates; and correspondence concerning staffing by various processes, including by competition and human resources inventory searches. Records in the bank contain a variety of personal information which may include education levels and the employee identification number.
Class of Individuals: Internal and external individuals seeking employment.
Purpose: To maintain a record of applications for employment and information used in staffing positions.
Consistent Uses: The files are used in the selection of staff, and for reporting and statistical purposes. Some information may be shared with a third-party service provider in order to validate educational credentials and professional designations. Notations of staffing decisions may also appear in the Employee Personnel Record -PPE 810 bank.
Retention and Disposal Standards: Internal and external applications which have been considered in a staffing process are to be kept for a period of two years after the last administrative use, then destroyed. Complaint files are kept for five years following date of resolution, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 486
TBS Registration: 001597
Bank Number: BOC PPU 035

Relocation
Description: Includes records related to the authorized move of an employee from one place of duty to another or the authorized move of an employee from the employee's place of residence to the employee's first place of duty upon appointment to a position in the institution. Records may include information related to employee entitlements and obligations, employer obligations, third party service providers, interim accommodation, travel to new destination, spousal relocation, advances, legal fees, and long-term storage.
Document Types: Relocation expense claims, copies of institution-specific policies and procedures, and moving and storage company information.
Record Number: BOC CSD 491

Relocation
Description: This bank contains authorizations, advances, claims, receipts, and correspondence concerning the relocation of employees and their families. Personal information may include the employee's name; contact information; salary; bank account information; education; citizenship; reference letters; date of birth; marital status; if applicable, employee's housing or rental accommodation status, credit status; payroll notifications for allowances and subsidies including information about related tax liabilities.
Class of Individuals: Bank of Canada employees, and their spouses or common-law partners, their children and/or extended family members who are considered dependants for tax purposes
Purpose: The purpose of this bank is to maintain information regarding the relocation of employees.
Consistent Uses: To administer the relocation functions with respect to their approval, as well as advances and claims. Some information may be shared with external service providers who assist in the provision of relocation services and related services for the Bank's employees who are relocated.
Retention and Disposal Standards: Records are kept for a period of seven years following the date of the last transaction, after which they are destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 491
TBS Registration: 000074
Bank Number: BOC PPE 840

Training and Development
Description: Includes records related to formal and informal training received by employees to develop their knowledge, skills and competencies, maximise their potential and increase their productivity. Records may include information related to language training, training requirements, professional development, leadership development programs, learning and training policies, monitoring and reporting requirements and continuous learning. May also include records related to liaison with training providers.
Document Types: Annual training reports, individual learning plans, employee orientation information, educational leave criteria, training and skills needs analysis documents, knowledge assessment criteria and results, performance level descriptions, criteria, assessments and agreements, institutional policies on membership fees, and second language training requirements.
Record Number: BOC CSD 496

Training and Development
Description: This bank describes personal information collected to support the Bank's training and development programs. Personal information include name, language preference, course applications and evaluations; employee identification numbers; examination results and grades; records of fee payments; and correspondence related to employee participation in Training and Development activities, such as mentoring, coaching, developmental assignments, tuition assistance and courses.
Class of Individuals: Bank of Canada employees
Purpose: The purpose of this bank is to provide documentation for the administration of Training and Development programs.
Consistent Uses: To approve the participation of employees in Training and Development activities, to register the employees and to certify their achievements. Information related to the needs for individual development mentioned on the Performance Review and Employee Appraisal Form is also contained in the Employee Personnel Record – PPE 810 bank. Information is also used for statistical, administrative and career planning purposes.
Retention and Disposal Standards: Records related to training and development are kept for a period of five years, then destroyed. Records related to the Development Assignment Programs are retained for 2 years after completion of assignments or 2 years of inactivity (no assignments). Selected information on all candidates is computerized and retained for statistical purposes for 5 years, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 496
TBS Registration: 002213
Bank Number: BOC PPE 825

Information Management

Data Administration
Description: Documentation of data bases and requirements.
Document Types: Data base documentation; data requirements; data definitions; data adjustments; data sources; data operations manuals.
Record Number: BOC MFA 165

Legal Services

Access to Information and Privacy
Description: Includes records related to the administration of the Access to Information and/or the Privacy Act including processing requests, preparing Annual Reports to Parliament, statistical reports and updates to Info Source publications, providing advice, guidance and training to employees, responding to complaints from requestors, conducting privacy impact assessments and responding to investigations by the Offices of the Information and/or Privacy Commissioners. Records may include information related to all requests for information under the control of the institution including correction of personal information and notification of correction of personal information, the identification, description and registration of personal information banks, informal requests, complaints, investigations and requests for judicial review, consultations with third parties and information received from or sent to other institutions, legal advice and requests for advice received from institutional officials that raise privacy and/or access to information concerns. Records may also include information related to requests leading to a change of policy or procedure and documentation pertaining to the software systems used within institutions to manage the administration of access to information and privacy requests.
Document Types: Request case files (may include written requests for information, request forms, letters of acknowledgement, fee estimates, working notes, news clippings, summaries of analyses, request response package including cover letter and copies of released documents, requests to correct personal information, and Commissioner and judicial recommendations and orders), Annual Reports to Parliament, statistical reports, copies of relevant legislation, regulations and related policy instruments, internal policies, guidelines, directives and procedures, legal opinions, copies of audits and/or investigations from the Office of the Privacy Commissioner and/or Office of the Information Commissioner, updates to the Info Source publications, delegation of authority, staff time logs, notices of transfer, fees or extension of time, file lists, indices or finding aids, reports, memoranda and correspondence files.
Record Number: BOC ELS 385

Access to Information and Privacy
Description: The records containing the information described in this bank include requests made by individuals to obtain access to information under the control of the institution in accordance with the Access to Information Act and the Privacy Act, replies to such requests, and information related to their processing. These records may include requests for correction of personal information; informal requests; records related to complaints, investigations and requests for judicial review; consultations received from other institutions. Personal information may include the name of the requester, contact information and other processing information related to the request, as well as personal information contained in institution records that are relevant to the request.
Class of Individuals: Individuals who exercise their rights under the Access to Information Act or the Privacy Act, and individuals who make informal requests to obtain information under the control of the institution.
Purpose: Personal information described in this bank is used to administer the Access to Information Act and the Privacy Act, and to process and respond to informal requests. If required, information may also be used during investigations by the Offices of the Information and Privacy Commissioners.
Consistent Uses: The information may be used for research, planning, audit and evaluation purposes.
Retention and Disposal Standards: These files are held for two years after the last administrative use, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC ELS 385
TBS Registration: 20110641
Bank Number: BOC PPU 103

Disclosure to Investigative Bodies
Description: Includes records related to requests made to institutions by federal investigative bodies (as defined in Schedules 2, 3, and 4 of the Privacy Regulations) for information to facilitate investigations pursuant to paragraph 8(2)(e) of the Privacy Act and to the institution’s response. The request from the investigative body must be received in writing and must include the following information: name of the investigative body, name of the individual who is the subject of the request or some other personal identifier, description of the requested information, section of the federal or provincial statute under which the investigative activity is being undertaken, and the name, title, and signature of the requester. The institution receiving the request must also indicate the following: decision to accept or refuse the request, date the request was received, title(s) of any relevant personal information bank(s) describing the personal information being requested, name, title, and signature of the official who authorized the response, and the name of the institution. The records must also contain copies of the information that was disclosed in response to the request. The records may also contain correspondence with the Privacy Commissioner of Canada and other information relating to the processing of the requests.
Document Types: Requests for information, responses and related correspondence, reports, legal opinions, disclosure review and response procedures.
Record Number: BOC ELS 390

Disclosure to Federal Investigative Bodies
Description: This bank has been established in accordance with subsection 8(4) of the Privacy Act in order to retain copies of requests received from authorized federal investigative bodies for personal information pursuant to paragraph 8(2)(e) of the Privacy Act, for the purpose of enforcing a law of Canada or a province or carrying out a lawful investigation.
Class of Individuals: Individuals about whom requests for personal information have been received pursuant to paragraph 8(2)( e) of the Privacy Act from federal investigative bodies.
Purpose: The purpose of this bank is to permit the Privacy Commissioner to review disclosures, investigate complaints and report on any abuse of this disclosure provision. The use of the social insurance number is a requirement under the Income Tax Act.
Consistent Uses: This bank is used to service inquiries from federal investigative bodies.
Retention and Disposal Standards: Records are retained for at least two years following the date on which a request is received.
RDA Number: 2015/021
Related Record Number: BOC ELS 390
TBS Registration: 20110642
Bank Number: BOC PPU 025

Legal Services
Description: Includes records related to activities undertaken to enable the Bank to pursue policy, program and service delivery priorities and objectives within a legally sound framework. Legal Services include the provision of policy and program advice, direction in the development and drafting of the legal content of guidelines, assistance in the identification, mitigation and management of legal risks, legal support in ensuring compliance and enforcement of standards, guidelines, and representing the institution's interests in litigation. May include information related to legal advice, preparation of legal documents and litigation services.
Document Types: Legal opinions, working papers, correspondence, copies of enacted legislation, records documenting consultations with other federal institutions, schedules, parliamentary returns, written questions and briefing books.
Record Number: BOC CSD ELS 395

Conflict of Interest Declarations
Description: The Bank of Canada's Policy on Conflict of Interest requires employees to declare if they have any interests that may be perceived as, or may be in conflict with the interests of the Bank. The personal information collected includes the employee's name, employee completed Conflict of Interest Acknowledgement / Disclosure Statements, reports and details of financial holdings provided by an employee with potential conflict of interest, any other documents providing a record of advice to determine if a conflict of interest exists as well as documents providing details on compliance measures taken.
Class of Individuals: Current and former employees of the Bank of Canada.
Purpose: The purpose of this information is to document the processes that the Bank of Canada has implemented to avoid Conflicts of Interest. This information documents if an employee has been provided an opportunity to read and question the Conflict of Interest Policy; any potential conflicts of interest, an employee may have; and any compliance measures taken to resolve conflicts of interest.
Consistent Uses: To support decisions on transfers, discipline, and termination of employment.
Retention and Disposal Standards: If no conflict exists, the information will be retained for two years after the employee leaves the Bank, then destroyed. If an actual conflict exists, the information will be kept for 7 years after conflict is resolved, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC ELS 395
TBS Registration: 006397
Bank Number: BOC PPE 813

Physical Asset Management

Material Management
Description: Includes records related to the sustainable and financially responsible management of an institution’s movable assets (excluding money and records) such as furniture, furnishings, equipment, supplies, vehicles, and other materiel used or acquired by the institution to facilitate the efficient delivery of institutional programs and services. May include information relating to planning, purchasing, maintenance, repair and disposal of materiel, and operating standards.
Document Types: Inventories, price lists, disposal and surplus policies and procedures, insurance policies, licences, asset loss investigation reports, inventory control system specifications, asset transfer and disposal reports, user specifications, standing offer agreements, and copies of procurement procedures, policies and guidelines.
Record Number: BOC CSD 466

Facility Management Database
Description: This bank contains records of employee names, employee identification numbers, employment status, job levels and access card numbers which are used to support the management of space allocation and related resources.
Class of Individuals: Bank of Canada employees and contractors.
Purpose: To assist the Bank in managing space allocation resources.
Consistent Uses: To allocate space and assets related to space such as furniture, phones, etc.
Retention and Disposal Standards: Records are kept for a maximum of 6 months after an individual leaves the Bank, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 466
TBS Registration: 004236
Bank Number: BOC PPE 819

Security

Security
Description: Includes records related to the Bank's security program which includes personnel, information, and physical security, as well as the Security Risk Management function. The bank’s security program is informed by the bank’s Corporate Security Policy which is based on the Policy for Government Security. It also includes records related to developing policies, operational standards and procedures related to the security programs elements.
Document Types: Physical access control; security breaches; access cards; security screening and clearances; policies and standards; threat and risk assessments; security awareness and training; physical security systems and equipment; advice and training on the use of security equipment; access control credentials and associated access rights to the Bank's IT environment.
Record Number: BOC CSD 355

Employee Protection
Description: This bank describes information related to the security of specific employees and/or their immediate family members. Personal information includes name, date of birth, contact information, physical description, medical information, identification numbers such as employee ID, passport number or driver’s license number, financial information, and personal vehicles information.
Class of Individuals: Specific Bank employees and their immediate family members
Purpose: The information is used to capture critical information that may be of assistance to law enforcement and/or officials at the Bank of Canada in the event of an emergency situation involving the person(s) for whom the profiles have been created.
Consistent Uses: Some information may be shared with law enforcement agencies to conduct investigations.
Retention and Disposal Standards: The information will be kept for two years after employee leaves the position then destroyed.
RDA Number: 2015/021
Related Records Number: BOC CSD 355
TBS Registration: 20110644
Bank Number: BOC PPE 845

Identification and Access Control
Description: This bank describes information related to the administration of access controls to Bank facilities, networks and restricted areas including temporary employee/tenant, contractors, visitors passes and access control logs. Personal information may include name, contact information, employer name, job title (for visitors), photographs, physical attributes, including biometrics, signatures, access card numbers, and information relating to the use of such access cards (i.e., access logs).
Class of Individuals: Employees, visitors and individuals on assignment or contract who require access to the Bank facilities or networks, as well as tenants of Bank facilities.
Purpose: The bank is used to maintain information relating to the issuance, use and cancellation of identification and building/network-access and to assist in ensuring the security of the facilities and networks used by the Bank and the safety and security of individuals and assets.
Consistent Uses: With the consent of the individual concerned, photographs and signatures held on file may be used for identification purposes in support of personnel security screening for the facilities, networks and applications accessed. The identification and building-pass database will record entry and exit times from facilities. This information will be used to support compliance with Bank of Canada policies and program evaluation and may be matched with other employee information to do so. It may also be used in the event of security-related incidents such as thefts or emergency situations. In such cases, the information may be shared with appropriate law enforcement agencies and emergency workers.
Retention and Disposal Standards: All the records will be kept for five years after an individual’s last access to Bank networks or facilities then destroyed, except for biometric templates that will be kept for two years after an individual no longer requires access to Bank facilities and/or restricted areas at the Bank.
RDA Number: 2023/002
Related Record Number: BOC CSD 355
TBS Registration: 20110645
Bank Number: BOC PPU 113

Public Key Infrastructure Subscriber Information
Description: This bank contains subscriber's information collected by the Certification Authority of the Bank of Canada's Public Key Infrastructure. The Certification Authority is an internal entity used to issue, sign, revoke and manage digital certificates. A digital certificate is a secure electronic identity. Certificates typically contain a user's name and public key. Individuals that are subscribers of the Bank's Public Key Infrastructure have provided some identification and authentication information that may consist of their first and last name, photocopies of their passport, birth certificate, driver's license, employee service specific identification card, health card or marriage certificate.
Class of Individuals: Bank of Canada employees, contractors, business partners and the public.
Purpose: To assist the Bank in providing security services for Web based transactions. These services include encryption, authentication and digital signature services.
Consistent Uses: The information collected by the Certification Authority will only be used for the purpose of issuing digital certificates and to enrol and verify a subscriber's identity.
Retention and Disposal Standards: Private decryption keys stored by the CA never expire and will be kept indefinitely. Audit information, subscriber agreements and acknowledgements, and any identification and authentication information is retained for a minimum of seven (7) years following the termination of a certificate and then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 355
TBS Registration: 005156
Bank Number: BOC PPU 050

Reliability Checks and Security Clearances
Description: This bank describes information related to reliability checks and security screening assessments of individuals working at or applying for employment at the Bank of Canada. Personal information may include employee identification numbers, completed fingerprint forms, results of the Royal Canadian Mounted Police criminal records name checks and/or fingerprinting records checks, credit bureau checks and Access Card Authorization forms, contact information, character assessments, citizenship status, date of birth, educational information, physical attributes, place of birth, signature, and previous employment information. In addition, this bank describes completed Personnel Security Clearance Questionnaires and Personnel Security Assessments, summaries of Canadian Security Intelligence Service records checks and investigations, completed Government of Canada Personnel Screening Request and Authorization forms, security briefings and other documentation providing positive identification. The bank may also describe personal information about any immediate relatives, including name, contact information, date of birth and death, and relationship to applicant.
Class of Individuals: All current and former Bank's employees, employees of a contracted company, service personnel and construction workers requiring temporary access to buildings and students.
Purpose: Personal information is collected to maintain reliability check and security clearance support documentation; the bank is used to record information pertinent to the determination of the appropriate level of security clearance for employees whose position requires security screening.
Consistent Uses: Some information may be shared with the RCMP and CSIS to conduct the requisite checks. Notation of level of security clearance may be attached to the Employee Personnel Record -PPE 810 bank.
Retention and Disposal Standards: Records are kept for a period of five years after an employee leaves the Bank, then destroyed. Contracted company employees' records are kept for five years after departure from the Bank, then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 355
TBS Registration: 002216
Bank Number: BOC PPE 816

Security Incidents
Description: This bank describes information related to physical, administrative, and technical security, including: security complaints and breaches, privacy breaches, workplace violence, theft, fraud, vandalism, accidental damages, emergency and increased threat situations, and threats to the national interest of Canada. Personal information may include name, contact information, physical attributes, employee identification number, employee personnel information, criminal charges/investigation information, financial information, opinions and views of, or about, individuals, and signature.
Class of Individuals: Employees of the Bank and other individuals involved in security incidents.
Purpose: Personal information is collected to report and investigate security incidents and to ensure that vulnerabilities are identified, and the risk of future occurrences reduced.
Consistent Uses: Information may be disclosed to the following entities: the departmental security office, departmental ATIP office, the appropriate law enforcement authority for incidents suspected to be criminal offences; the Privy Council Office for incidents involving the compromise of Cabinet confidences; the Canadian Security Intelligence Service for incidents involving threats to the national interest; the Office of Critical Infrastructure Protection and Emergency Preparedness for incidents and threats affecting the availability of critical assets and services; the health and safety committee and to Health and Safety Officers appointed under the Canada Labour Code for incidents which can be considered as a "hazardous occurrence" or involve employee injury; and the Treasury Board of Canada Secretariat for incidents that have an impact on government operations or that could require revisions to operational standards or technical documentation. In the case of privacy breaches, information may also be disclosed to the Office of the Privacy Commissioner of Canada. Information may also be shared with human resources officials and managers, as required, to determine appropriate action and to support decisions regarding discipline or investigations. The information may also be used or disclosed for program evaluation.
Retention and Disposition Standards: Records are kept for 7 years then destroyed. Privacy incidents not related to a security event/incident and not subject to a security investigation are kept 2 years.
RDA Number: 2015/021
Related Record Number: BOC CSD 355
TBS Registration: 20140042
Bank Number: BOC PPU 123

Security Video Surveillance
Description: This information relates to video surveillance recordings generated by closed circuit television (CCTV) cameras located on the perimeters of, or within institutionally operated buildings and facilities. Personal information collected includes recorded visual images.
Class of Individuals: Any person within proximity of video surveillance recording capabilities.
Purpose: This information is used to enhance the security of facilities used by the Bank of Canada and of individuals and assets present in such facilities. Video surveillance is sometimes conducted in real time, or recordings can be used to investigate past occurrences, security incidents or emergency situations.
Consistent Uses: Recordings indicate entry and exit times from facilities and may be used in the event of security-related incidents such as thefts or emergency situations. In such cases, this information may be shared with appropriate law enforcement agencies and emergency workers. Video information that reveals evidence of illegal activity, employee misconduct or accidents may be disclosed to appropriate Bank officials, law enforcement agencies or investigative bodies for further investigations, charges or disciplinary actions.
Retention and Disposition Standards: Video recordings are retained for 180 days before being recorded over. For high-security areas, video recordings are retained for up to 365 days before being recorded over. If the recordings are required for an investigation, however, they will be kept for five years and then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 355
TBS Registration: 20110640
Bank Number: BOC PPU 118

Technology

Information Technology
Description: Includes records related to the cost-effective and efficient management of computer equipment and associated software for both institutional computer networks and employees’ workstations, (including peripheral equipment such as printers, Personal Digital Assistants (PDA), wireless devices etc.), electronic systems development and maintenance, and technical assistance and support for networks, office systems and databases. May also include records related to the institution’s technology architecture, standards and infrastructure, electronic mail systems and platforms, software and hardware acquisition, the annual planning process for the development of computer systems, and the business case process for application development and system acquisitions.
Document Types: Network systems specifications, information system security policies and procedures, information technology strategic management plans, hardware and/or software research and history files, threat risk assessment reports, application specific data dictionaries, installation, configuration and relocation documentation, feasibility studies, pilot project documentation, system user manuals and/or guides, change management processes, computer activity reports, systems and programming standards, user specifications, IT training courses materials, personal computer or desktop support (Service Desk) procedures and guidelines, computer performance and maintenance reports, system logs, testing strategies, results and reports, database management documentation and institution-specific policies, guidelines and procedures related to the management and use of technology.
Record Number: BOC CSD 451

Electronic Network Monitoring Logs
Description: The records containing the information described in this bank relate to the use of the Bank of Canada information and communication technologies infrastructure. Logs containing details of use by individuals are compiled and are reviewed by appropriate officials of the institution when use is in contravention of the Use of Bank Information and Communication Technologies policy. Examples of information that may be in the records include infrastructure logs that may link an employee's workstation to an IP address, listings of sites visited and information on any transactions conducted, including date, time, duration and nature of the visit or transaction.
Class of Individuals: Any individuals who use or access the Bank of Canada information and communication technologies infrastructure, and any individuals who send electronic information to the Bank or to specific individuals within the Bank.
Purpose: The information contained in the records is compiled to support the investigation of suspected or alleged contravention of the policy, or deliberate impairment of the Bank’s information and communication technologies infrastructure by individuals who are accessing the institutional infrastructure internally or externally.
Consistent Uses: The information may be used to substantiate any disciplinary action taken where violation of institutional policies is determined. If an internal investigation determines that criminal actions may have taken place, the information may be shared with appropriate authorities. This information may be used to provide reports to management. The information may also be used for research, planning, audit and evaluation purposes.
Retention and Disposal Standards: The records are kept for a period of two years then destroyed.
RDA Number: 2015/021
Related Record Number: BOC CSD 451
TBS Registration: 20110643
Bank Number: BOC PPU 098

Classes of Personal Information

General Correspondence and Enquiries
Correspondence received from external organizations and individuals including requests for information, complaints, comments and suggestions related to a broad range of policy issues pertaining to the Bank's activities.

The personal information contained in this class normally includes the name and address of the enquirer; however, this form of personal information exists in a fragmented form throughout the subject files and is normally retrievable only if specifics of name, subject and the date of communication are provided.

The retention periods of these classes of personal information are controlled by the record schedules of the general subject files in which they are stored.

Surveys

This class describes personal information collected by the Bank in support of survey activities involving Bank employees as well as external survey participants in relation to the Bank’s programs and activities. The personal information collected may include, but is not limited to, data elements such as: name, contact information, views and opinions of individuals on various topics, and demographic information, as required. The information is used to help inform the Bank’s research, business and policy considerations. Personal information collected through surveys is not used for any administrative purposes that affect a survey respondent and is not organized or intended to be retrieved by name or other personal identifier.

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Additional Information

Formal Access to Information Requests

To make a formal request, mail your letter or Access to Information Request Form (Access to Information Act) or Personal Information Request Form (Privacy Act), along with any necessary documents (such as consent or the $5.00 application fee for a request under Access to Information Act) to the following address:

Access to Information and Privacy Coordinator
Bank of Canada
234 Wellington Street
Ottawa, Ontario K1A 0G9

Please note: Requests made to the Bank of Canada under the Access to Information Act, must be accompanied by an application fee of $5.00, cheque or money order made payable to Bank of Canada.

Completed Access to Information Requests

The Bank of Canada also makes available previously released records in response Access to Information Act requests available at no charge. Please refer to our list of completed request summaries.

It is normally not necessary to make a formal request under the Privacy Act for information relating to an individual's own bond holdings or unclaimed bank balances. Individuals who wish to inquire about their status with respect to Canada Savings Bonds or other Government of Canada bonds, may do so informally by writing to or contacting the Bank of Canada’s Unclaimed Properties Office:

Contact us

Toll Free: 1‑833‑876‑2267 (1 833 UPO-BBNR)
Outside North America: 1‑613‑782‑7911
TTY* Teletypewriter only: 1‑833‑608‑7800
Monday to Friday, 9 a.m. to 5 p.m. (ET)
Claimants, bond owners & general public: Online inquiry form

Bank of Canada
Unclaimed Properties Office
234 Wellington Street
Ottawa, Ontario, K1A 0G9

*Telecommunication device for the hearing impaired

For general enquiries about the programs and activities of the Bank of Canada, please contact:

Bank of Canada
Public Information Services
234 Wellington Street
Ottawa, Ontario K1A 0G9

Contact Us: Online Form
Telephone: 1‑800‑303‑1282 (toll-free, North America)
Telephone: 613‑782‑8111 (outside North America)
TTY *: 1 888-418-1461
Fax: 613 782-7713

For access to press releases, many of our major publications, and current financial data:
Internet: www.bankofcanada.ca

Reading Room

In accordance with the Access to Information Act and the Privacy Act, the applicant may wish to review material in person on the premises of this institution.

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