DAOD 5050-0, Canadian Armed Forces Personnel Records

Table of Contents

1. Introduction
2. Definitions
3. Abbreviations
4. Policy Direction
5. Consequences
6. Authorities
7. References

1. Introduction

Date of Issue: 2004-09-03

Effective Date: 2025-01-29

Date of Last Modification: 2025-01-29

Date of Last Review: 2025-02-11

Application: This DAOD is a directive that applies to employees of the Department of National Defence (DND employees) and an order that applies to officers and non-commissioned members of the Canadian Armed Forces (CAF members).

Approval Authority: Chief of Military Personnel (CMP)

Enquiries: Administrative Response Centre (ARC)

2. Definitions

Canadian Armed Forces personnel record (dossier du personnel des Forces armées canadiennes)

A record that contains personal information on a CAF member.

Note 1 – For example, medical records, security files and service records are personnel records.

Note 2 – Personal information can be in any format. (Defence Terminology Bank record number 42959)

disposition authorization (autorisation de disposition)

The instruments enabling government institutions to dispose of information that no longer has operational value.

Note 1 – A disposition authorization permits the disposition of information by either alienation, destruction or transfer to Library and Archives Canada.

Note 2 – A disposition authorization can only be issued by Library and Archives Canada. (Defence Terminology Bank record number 48282)

disposition (disposition)

The act of removing information assets from the control of the DND or the CAF through authorized: alienation, destruction or transfer to Library and Archives Canada.

Note – This is the last step of the information life cycle. (Defence Terminology Bank record number 43225)

record (document)

Any documentary material other than a publication, regardless of medium or form. (Library and Archives of Canada Act) (Defence Terminology Bank record number 43222)

3. Abbreviations

4. Policy Direction

Context

4.1 DND and CAF are responsible for the management of CAF personnel records within a framework that is compatible with the procedures and processes established by the ADM(DS) and DCDO for the management of other corporate records. CMP is the functional authority for CAF personnel records.

4.2 The DAOD 5050 series sets out policy and instructions specifically for CAF personnel records while DAOD 6001-0, Information Management, sets out authorities for the life cycle management and security of all records, including DND civilian personnel records management.

4.3 For specific security requirements related to CANSOFCOM records, also refer to DAOD 8001-0, Canadian Special Operations Forces Command – Information and Asset Management and DAOD 8001-1, Canadian Special Operations Forces Command – Information and Asset Security Management.

Policy Statement

4.4 The DND and the CAF are committed to:

1. creating CAF personnel records, and maintaining their integrity, in accordance with applicable federal laws and Government of Canada, DND and CAF directives, policies, orders, instructions and procedures;
2. allowing CAF members to review their CAF personnel records in accordance with applicable federal laws; and
3. facilitating the disposition of CAF personnel records in conformity with applicable disposition authorizations, in accordance with LAC.

Requirements

4.5 Consistent with applicable federal laws, TB directives and policies, the DND and the CAF must ensure that:

1. all persons who manage CAF personnel records do so in accordance with the Privacy Act and National Defence Security Orders and Directives;
2. individuals are able to access their applicable information in CAF personnel records in accordance with the Privacy Act;
3. CAF personnel records are maintained from the enrolment of a CAF member to a specified time after their release, and then transferred to the LAC in accordance with RDAs 2000/019-1; and
4. regular verifications of CAF personnel records are conducted to confirm that the management and administration of military human resources are supported by useful, complete and accurate information as required by the TBS.

Records Management Framework

4.6 The DND and the CAF manage two types of records:

1. CAF personnel records; and
2. other corporate records.

4.7 The record management framework used by the DND and the CAF is shown in the following table:

CAF Personnel Record OPIs, Custodians and Components

4.8 The components of CAF personnel records are managed by the OPIs and custodians shown in the following table:

Note: Policy Custodian may/may not be the holder of the records.

5. Consequences

General

5.1 Should clarification of the policy statement, requirements or authorities set out in this DAOD be required, DND employees and CAF members may seek direction through their channel of communication or chain of command, as appropriate. The anticipated results set out in the policy statement may not be achieved by the DND and the CAF if the requirements specified in this DAOD are not properly implemented. Not achieving the anticipated results could affect the ability of the DND and the CAF to ensure that the CAF is prepared to undertake missions for the protection of Canada and Canadians and the maintenance of international peace and stability.

6. Authorities

Authority Table

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

7. References

Acts, Regulations, Central Agency Policies and Policy DAOD

• Access to Information Act
• Library and Archives of Canada Act
• Privacy Act
• Directive on Privacy Practices
• Directive on Service and Digital
• Framework for the Management of Compliance
• Policy on Privacy Protection
• DAOD 1000-7, Policy Framework for Military Personnel Management
• DAOD 5050-1, Canadian Armed Forces Personnel Records of the Director General Military Careers and the Director Human Resources Information Management, and Service Estate Records of the Judge Advocate General
• DAOD 5050-3, Canadian Armed Forces Personnel Casualty Administration Records
• DAOD 6000-0, Information Management and Information Technology
• DAOD 6001-0, Information Management
• DAOD 8001-0, Canadian Special Operations Forces Command – Information and Asset Security

Other References

• DAOD 8001-1, Canadian Special Operations Forces Command – Information and Asset Security Management
• National Defence Security Orders and Directives
• A-P9-050-000/PT-013, Canadian Forces Individual Training & Education System
• Military Human Resources Records Procedures (MHRRP)
• RDA 2000/019-1 The Personnel Electronic Records Information Management System (PERMIS)
• Access to Information and Privacy (ATIP) Web site - Info Source - General Information