Canadian Armed Forces Military Personnel Instruction 08/04 – Health Records

1. Identification

Date of Issue: 2004-04-23

Date of Modification: 2024-12-01 

Application: This instruction applies to officers and non-commissioned members (NCM) of the Canadian Armed Forces (CAF Members) 

Approval Authority: Chief of Military Personnel (CMP)

Enquiries: Administrative Response Centre (ARC) 

2. Definitions

CF Medical/Dental Record (Dossier médical/dentaire des FC)

A Canadian Forces (CF) medical/dental record means the collection of all information required to describe all aspects of health care provided to a CF member throughout a military career, regardless of physical mode or medium in which the information is stored.

CF Medical/Dental Record Component (Responsable des dossiers médicaux/dentaires des FC)

The CF medical/dental record component means documentation that is created and maintained as an integral part of the CF medical or dental record.

CF Medical/Dental Record Custodian (Élément du dossier médical/dentaire des FC)

A CF medical/dental record custodian means the office responsible for the management of a CF Medical or dental record component on behalf of CMP.

Records Disposition (Disposition de documents)

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

• Transfer to the National Archives (NA); or
• Transfer to the custody and control of any agency outside of the Government of Canada, i.e., transferring records to a museum; or
• Destruction.

Disposition may also be referred to as disposal.

Record Disposition Authority (Autorisation de disposition de documents)

A Records Disposition Authority (RDA) is the authority issued by the National Archivist of Canada to the CAF/DND, which identifies records that, when no longer required for operational, legal or informational purposes:

• May be disposed of through destruction or transfer outside the Government of Canada; or
• Must be transferred to the custody of NA where they are subsequently reviewed 90 years from the member’s date of birth (DOB) for military or historical value and determination of final disposition.

3. Abbreviations

4. Introduction

Overview

4.1 CF medical and dental records contain personal health information. This information is required to manage the health of the CAF member throughout a military career. It is essential that these records are accurately initiated, maintained, stored, secured, managed and available for access in accordance with the Privacy Act or the Access to Information Act.

4.2 This instruction outlines and defines:

1. The obligation to register PIBs with Treasury Board Info Source;
2. PIBs applicable to CF medical and dental records;
3. The CF medical and dental record custodians, components and responsibilities;
4. Ownership of CF medical and dental records; and
5. CF medical and dental records managed by CF H Svcs Gp HQ.

5. Policy Direction

Context

5.1 DND is responsible for the management of CF Medical and Dental records within an all-inclusive framework compatible with procedures and processes established by CMP for the management of health records. Medical and dental records will be maintained from enrolment to a specific period of time after release, at which time DND will transfer the CF Medical and Dental records to the NA in accordance with the established RDAs.

Policy Statement

5.2 Medical and Dental Records will be created and maintained for all members of the CAF. CF Medical and Dental Record Custodians will ensure that CAF personnel records are managed in accordance with Canadian Government guidelines through policies and procedures that:

1. Maintain the integrity of the Medical and Dental records;
2. Maintain the CF Medical and Dental records in accordance with the timelines established in Treasury Board (TB) and NA policies; and
3. Allow CAF members to review their Medical and Dental records.

Policy Advisor

5.3 Director General Health Services (DGHS) acts as Policy Advisor to CMP concerning CF medical and dental record management matters.

Canadian Forces (CF) Health Record Custodians

5.4 The Surgeon General and the Deputy Chief of Staff Dental Services (DCOS Dent Svcs) provide professional-technical guidance regarding the use, content and clinical processes associated with medical and dental records, respectively. The CAF health record custodian for CF H SVCS GP is the SSO HSI.

Treasury Board Info Source

5.5 Info Source, published by Treasury Board, is a series of publications and databases containing information about the Government of Canada, its organization and information holdings. It supports the government’s policy to explain and promote open and accessible information regarding its activities. It is a key reference tool to assist members of the public in exercising their rights under the Access to Information Act and the Privacy Act. The Departmental Registration OPI is DAIP.

Public Information Banks (PIBs)

5.6 PIBs are established through consultation with National Archives to ensure the correct disposition of a record. The Privacy Act requires that PIBs include all personal information that is organized and retrievable by a person’s name, an identifying number or symbol, or other particular detail assigned only to that person. PIBs are identified with a three-letter code and number for a specific set.

5.7 These databanks, accompanied by their retention policies and time frames, are listed in the Info Source Manual. They are reviewed annually to ensure that information created on CAF members is recorded and directed in accordance with existing policies.

5.8 Information regarding CAF member access is published in the 1000 series of DAODs.

5.9 The CAF has registered information in the applicable categories of PIBs:

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

6. Responsibilities

Responsibility Table

6.1 The following table identifies responsibilities for management of CF Medical and Dental records.

7. References

Acts, Regulations, Central Agency Policies and Associated DAOD

• Access to Information Act
• National Archives of Canada Act
• Privacy Act
• Treasury Board Policy on the Management of Government Information

Other References

• DAOD 1000-0, Foundation Framework for Defence Administrative Orders and Directives
• DAOD 6000-0, Information Management
• DAOD 6005-0, Management of Recorded Information (DRAFT)
• DAOD 6005-6, Disposal of Recorded Information
• A-PM-245-001/FP-001, Military Human Resources Records Procedures (this document can only be accessed on the DWAN)
• Defence Subject Classification and Disposition System Manual (this document can only be accessed on the DWAN)
• Info Source