Institution-specific Classes of Records (CoR) and Personal Information Banks (PIB)

Description:

Contains current and retrospective (to 1975) information about major acquisitions of published materials bought and gifts received by LAC. Information includes the name and contact information (telephone number, email address and address) of individuals and organizations. The database is organized first by fiscal year, then by a sequential number for each gift. Each entry includes a brief description of the gift, its nature/type, its monetary value and actions taken.

Class of individuals:

Donors to LAC.

Purpose:

The database provides LAC staff with information about donors, gifts and monetary values to evaluate and manage future gifts and to respond to questions from the Canada Revenue Agency (CRA).

Consistent uses:

To produce statistics on gifts.

Retention and disposal standards:

Information on gifts is retained for the period equivalent to the life of the gift. Under review.

DA number: 2015/007

Related record number: LAC DHC 030

TBS registration: 004478

Bank number: LAC PPU 060

Notes:

Gift agreements are sent to the CRA for taxation purposes. These specify the nature of the gift, its monetary value, and donor contact and identification information.

Description: 
Includes records related to research on potential archival acquisitions and correspondence with potential sources.

Class of individuals: 
Individuals and non-governmental organizations who have corresponded with LAC concerning potential acquisitions.

Purpose: 
To develop acquisition priorities and values, to authenticate acquisitions and to trace archival collections.

Consistent uses: 
The information is used to document provenance of archival donations and transfer of legal ownership of archival collections, to establish authority for restrictions on public use and copyright protection of donations, and to identify long-term trends in purchase prices of documentary material and document.

Retention and disposal standards: 
LAC will permanently retain this information for archival purposes.

DA number: 2015/007

Related record number: LAC DHC 114

TBS registration: 000549

Bank number: LAC PPU 025

Description: 
This personal information bank describes information related to individuals who corresponded with LAC about participating in its conservation training internships. Personal information in the correspondence may include the potential participant’s name; contact information; citizenship; student status; occupation; areas of interest in internships; previous experience in conservation; how the internship will further their studies and career plan; letters of reference from current supervisors or professors, along with opinions on their abilities and personal suitability; and the training evaluators’ opinions about their performance.

Class of individuals: 
Students; federal, provincial and municipal government employees; and the employee’s supervisor or professor and evaluators.

Purpose: 
Personal information is used to evaluate applications and to administer internships. Personal information is collected pursuant to the Library and Archives of Canada Act.

Consistent uses: 
There are no consistent uses.

Retention and disposal standards: 
Records are retained for five years after completion of the internship and are then destroyed.

DA number: 2015/007

Related record number: LAC DHC 320

TBS registration: 002339

Bank number: LAC PPU 060

Notes:
Individuals requesting information described by this personal information bank must provide the individual’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), contact information and signature. This PIB was formerly called “Conservation Training-LAC PPU 060.”

Description:
This personal information bank describes information related to libraries requesting loans of published material from LAC’s collection. Personal information includes the employee’s name and contact information.

Class of individuals:
Library employees.

Purpose of collection:
Personal information is collected to fulfill loan requests.

Consistent uses:
Personal information is used internally to fulfill loan requests.

Retention and disposition standards:
Under development.

DA number: 2015/007

Related record number: LAC PS 090

TBS registration number: 20091701

Bank number: LAC PPU 040

Description:
This personal information bank describes information that relates to individuals who use or seek access to LAC research facilities, collections and services for research, reference, genealogical or other inquiries in person, by telephone, by mail or by electronic means such as web forms and email. Personal information may include name, contact information, language preference, biographical information, employee personnel information, user card information such as bar code number and expiry date, education-related information such as school and program, research interests, and banking or credit card information for copy purchases. Depending on the nature of the research or inquiry, it may also include other personal information about the individual and about other individuals who are the subjects of inquiry or who are mentioned in it.

Notes:
Information related to the provision of client and reference services to the public may be stored in the following LAC systems: Query Management System (QMS) and the Contact Information Management System (CIMS).

Class of individuals:
Individuals using or seeking to use LAC’s research facilities, collections and services, including those who register for onsite use; also, individuals who are the subjects of reference queries or who are mentioned in them, particularly genealogical research inquiries.

Purpose of collection
Personal information is collected pursuant to the Library and Archives of Canada Act. It is used to administer LAC programs and activities that provide public access to information and collections through research and consultation services. It is also used to manage user accounts and to issue user cards.

Consistent uses:
Information may be used and disclosed for analysis, evaluation, and reporting purposes. The results of these activities are not disclosed in a manner that would identify individuals.

Retention and disposition standards: Four years

Disposition authority number: 2015/007

Related record number: LAC PS 013

Bank number: LAC PPU 011

TBS registration number: 20110255

Description: 
This personal information bank describes information related to pay records of Army Reserve Force personnel created from 1948 to 1979 by the Department of National Defence (DND). Personal information may include the service member’s name, service number(s) or Social Insurance Number (SIN), date of birth, and pay entitlements.

Class of individuals:
Former Army Reserve Force personnel.

Purpose: 
Personal information was transferred to the legal control of LAC pursuant to Order-in-Council 1971–1989. This personal information bank is used as a reference source of information about former military members’ service to support post-service programs and benefits administered by Veterans Affairs Canada (VAC) and DND. The SIN may be used in retrieving information for DND and VAC when it is the only identifier available for former Army Reserve Force personnel.

Consistent uses: 
The information may be shared with current authorized personnel of DND. Refer to PID “Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824” for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC. Refer to PIB “Financial Benefits-VAC PPU 510” and “Pensions and Compensation-VAC PPU 055” for administering post-release services and benefits to former Canadian Forces members.

Retention and disposal standards: 
Records are kept for 54 years from the date of creation; only those created before 1945 are retained permanently.

DA number: 2018/009

Related record number: LAC CMHI 155, LAC CMHI 170

TBS registration: 000567

Bank number: LAC PPU 715

Notes:
Individuals requesting information described by this personal information bank must provide the service person’s full given name(s) or initials and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable), and period of service. Individuals must also provide their contact information and signatures. This PIB was formerly called “Army Reserve Force Pay Sheets-LAC PPE 715.”

Description: 
This personal information bank describes information related to records of army personnel created from 1919 to 1954 by DND. Personal information may include the service member’s name, date of birth, service number(s), and pay entitlements.

Class of individuals: 
Former army personnel.

Purpose: 
The information is used as a reference source of additional information that may be missing or not contained in the former service person’s military personnel records. Personal information was transferred to the legal control of LAC pursuant to Order-in-Council 1971–1989.

Consistent uses: 
There are no consistent uses.

Retention and disposal standards: 
Records are retained for 54 years from the date of creation and preserved permanently for archival purposes. Information in the electronic system used to control and monitor the location and use of the records noted above is kept indefinitely.

DA number: 2018/009

Related record number: LAC CMHI 155, LAC CMHI 170

TBS registration: 20091661

Bank number: LAC PPU 727

Notes:
Individuals requesting information described by this personal information bank must provide the service person’s full given name(s) or initial(s) and surname(s), and maiden name, if applicable, date of birth, service number(s), and period of service. Individuals must also provide their contact information and signatures.

Description: 
This personal information bank describes limited personal information and service details, such as the person’s employment data, length and type of service, etc. Individuals seeking access to these records should provide their full given names and surname, date of birth, and the unit they served with. Firefighters should also provide their service number(s).

Class of individuals: 
Second World War Auxiliary Services personnel, including firefighters, Red Cross workers, special operators, war correspondents, and voluntary aid detachment personnel.

Purpose: 
To verify terms and periods of service and determine eligibility for benefits and services.

Consistent uses:
This personal information bank is used by employees of the federal government for administrative actions on archival records.

Retention and disposal standards: 
Records are retained until the individual reaches 90 years of age, then they are preserved by LAC for archival purposes.

DA number: 2018/009

Related record number: LAC CMHI 155

TBS registration: 000562

Bank Number: LAC PPE 710

Description: 
This personal information bank describes information related to individuals in medical facilities compiled by DND. Records include primarily hospital admissions. Other records may include discharge books, unit medical inspection room books, and treatment books from various Canadian hospitals and other medical facilities that were maintained by the Canadian Armed Forces (CAF). Personal information may include the person’s name, service number(s) (if applicable) or SIN (if applicable), the nature of the illnesses/diagnoses, clinical comments and opinions, wounds suffered, and prescribed treatments.

Class of individuals: 
Former personnel of the Canadian Active, Regular and Reserve Forces, their dependents and civilians.

Purpose: 
Personal information is used as a reference source of medical treatment received at a military medical facility. Personal information is transferred to the legal control of LAC pursuant to Order-in-Council 1971–1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former Army Reserve Force personnel of the Canadian Active, Regular and Reserve Forces.

Consistent uses:
The information may be shared with current authorized personnel of DND. Refer to PIB “DND and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and their Families-DND PPU 824” for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC. Refer to PIBs “Agent Orange ex-gratia Payment-VAC PPU 200, Assistance Fund-VAC PPU 045,” “Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005,” “Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560,” “Financial Benefits-VAC PPU 510,” “Health Benefits Program/Public Service Health Care Plan-VAC PPU 520,” “Health Care Programs (Non-Pension Related)-VAC PPU 020,” “Immediate Post-Discharge Benefits-VAC PPU 015,” “Job Placement Assistance-VAC PPU 530,” “Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090,” “Payment of Short-Term Allowances-VAC PPU 025,” “Pensions and Compensation-VAC PPU 055,” “Rehabilitation Services and Vocational Assistance-VAC PPU 550,” “Residential Care-VAC PPU 016,” “Treatment of a Pensioned/Awarded Condition-VAC PPU 030,” “Veterans Independence Program-VAC PPU 056” and “War Veterans Allowance-VAC PPU 040” for administering post-release services and benefits to former Canadian Forces members.

Retention and disposal standards: 
Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. These records from the Collective Medical Records series for the CAF cover the years 1921 to date. They consist of two different records series: the medical units’ Admissions and Discharge Records (ADRs) and the Daily Sick Parade Records (DSPRs) for all the units of the CAF.

The ADRs are retained 90 years after the date of birth of those mentioned in the records. After that time, only ADRs documenting wartime service, immediate post-war service and deployed operations are retained. As for the DSPRs, produced as the result of a morning roll call, they have a retention period of 90 years after the date of birth of all those mentioned in the records; after this time, they are disposed of.

DA number: 2018/009

Related record number: LAC CMHI 155, LAC CMHI 170

TBS registration: 20091653

Bank number: LAC PPU 017

Notes:
Individuals requesting information described by this personal information bank must provide the person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), service number(s) (if applicable) or SIN (if applicable), the unit(s) or place of examination or name of the hospital they were treated in, and the period of examination. Individuals must also provide their contact information and signatures (if applicable).

Description: 
This personal information bank describes information related to occurrence records of former Royal Canadian Air Force (RCAF) members created by DND from the 1920s to 1966 and is organized according to the RCAF unit issuing the order. Personal information may include the service person’s name, ranks, units, service number(s), assignments, taskings, marital status, and contact information.

Class of individuals: 
Former personnel of RCAF and other Forces (e.g., Australian and British) stationed with RCAF units, their dependents or next of kin.

Purpose: 
The information is used as a reference source of additional information that may be missing or not contained in the former service person’s military personnel records and to identify other former Canadian Forces personnel who were attached to the RCAF. Personal information was transferred to the legal control of LAC pursuant to Order-in-Council 1971–1989.

Consistent uses:
There are no consistent uses.

Retention and disposal standards: 
Records are retained for 90 years from the latest date of correspondence. At the end of their retention period, some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA number: 2018/009

Related record number: LAC CMHI 155, LAC CMHI 170

TBS registration: 000560

Bank number: LAC PPU 027

Notes:
Individuals requesting information described by this personal information bank must provide the service person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), service number(s) and period of service. Individuals must also provide their contact information and signatures. This PIB was formerly called “Royal Canadian Air Force-Daily Routine Orders-LAC PPE 708.”

Description: 
This personal information bank describes information related to dental occurrence reports of former Canadian military service personnel compiled by DND. Personal information may include the service person’s name, date of birth, service number(s) or SIN, histories, special examinations, comments, opinions, and X-rays.

Class of individuals: 
Personnel of the Reserves, Canadian Active and Regular Forces whose years of service were from 1939 onward. Excluded from this class of individuals are those Canadian Forces members who died while serving during the Second World War.

Purpose: 
Personal information is used as a reference source of information about former military members to support post-service programs and benefits administered by VAC and DND. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserves pursuant to Order-in-Council 1971–1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former personnel of the Reserves, Canadian Active and Regular Forces.

Consistent uses:
The information may be shared with current authorized personnel of DND. Refer to PIB “Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824” for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC. Refer to PIBs “Assistance Fund-VAC PPU 045,” “Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005,” “Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560,” “Financial Benefits-VAC PPU 510,” “Health Benefits Program/Public Service Health Care Plan-VAC PPU 520,” “Health Care Programs (Non-Pension Related)-VAC PPU 020,” “Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090,” “Pensions and Compensation-VAC PPU 055,” “Rehabilitation Services and Vocational Assistance-VAC PPU 550” and “Treatment of a Pensioned/Awarded Condition-VAC PPU 030” for administering post-release services and benefits to former Canadian Forces members.

Retention and disposal standards: 
Records of Reserve Forces personnel are retained until the service person reaches 70 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Records of Canadian service personnel who served during the Second World War, survived the war, and had no further active service after this war are retained until the service person reaches 90 years of age and preserved permanently for archival purposes. Records of Special Forces personnel (Korean Conflict) are retained until the service person reaches 90 years of age and preserved permanently for archival purposes. Records of Regular Force and Class C Reserve personnel are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA number: 2018/009 and 99/014

Related record number: LAC CMHI 155, LAC CMHI 170

TBS registration: 001943

Bank number: LAC PPU 721

Notes:
Individuals requesting information described by this personal information bank must provide the service person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable), and period of service. Individuals must also provide their contact information and signatures (if applicable). Dental X-rays may be provided only by LAC Winnipeg directly to the current dentist of the individual with the individual’s (patient’s) written consent. If a former military member re-engages in the CAF, DND requests and receives the previous dental records. Legal control is then transferred to DND, with the obligation to respond to any request concerning these records under the Access to Information Act and the Privacy Act. This PIB was formerly called “Dental Records-World War II, Special, Reserve and Regular Forces-LAC PPE 721.”

Description: 
This personal information bank describes information compiled by government institutions used in support of managing former civilian employees’ employment. Personal information may include the employee’s name, date of birth, dates of employment, contact information, age, gender, SIN, Personal Record Identifier (PRI), citizenship status, educational information, biographical information, and personnel information.

Class of individuals: 
Former civilian employees of the Government of Canada, their dependents, spouses and next of kin.

Purpose: 
Personal information is used to identify employment information about former Government of Canada personnel. The authority to collect personal information from personnel records stems from various authorizations issued throughout the history of the Government of Canada. Since 1988, the authority to dispose of personnel records rests with the National Archives Act and, after 2003, the Library and Archives of Canada Act. The SIN is authorized for use in the retrieval of historical employee personnel files in instances when it is the only identifier available. This is because the SIN was the identifier used before the conversion to an employee identification number.

Consistent uses: 
The information may be shared with government institutions of former civilian employees of the Government of Canada and may refer to Employee Personnel Record-PSE 901.

Retention and disposal standards:  
Records are retained until former employees reach 80 years of age. Some of those records are preserved permanently for archival purposes. For records that are preserved permanently, the information in the electronic system is retained indefinitely.

DA number: 2015/007

Related record number: LAC CMHI 155, LAC CMHI 170

TBS registration: 000554

Bank number: LAC PCU 748

Notes:
Individuals requesting information described by this personal information bank must provide the former employee’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, SIN (if applicable) or PRI (if applicable), former employing department, and period(s) of employment. Individuals must also provide their contact information and signatures (if applicable). If a former government institution employee is re-employed with the Government of Canada, the new employing government institution requests and receives the previous employee personnel record. Legal control is transferred to that new employing government institution, with the obligation to respond to any request under the Access to Information Act or the Privacy Act. This PIB was formerly called “Former Civilian Employees-Employee Personnel Record-LAC PCE 748.”

Description: 
This personal information bank describes information about individuals’ medical reports compiled by DND. Personal information may include the person’s name, date of birth, service number(s) or SIN, history reports, special examinations, sick parade reports, tests, clinical comments and opinions.

Class of individuals: 
Personnel of the Reserves, Canadian Active and Regular Forces whose years of service were from 1939 onward and their dependents, spouses or next of kin. Excluded from this class of individuals are those Canadian Forces members who died while serving during the Second World War.

Purpose: 
Personal information is used as a reference source of information about former military members’ service to support post-service programs and benefits administered by VAC and DND. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserves pursuant to Order-in-Council 1971–1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former personnel of the Reserves, Canadian Active and Regular Forces.

Consistent uses:
The information may be shared with current authorized personnel of the DND. Refer to PIB “Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824” for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC. Refer to “Agent Orange ex-gratia Payment-VAC PPU 200,” “Assistance Fund-VAC PPU 045,” “Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005,” “Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560,” “Financial Benefits-VAC PPU 510,” “Health Benefits Program/Public Service Health Care Plan-VAC PPU 520,” “Health Care Programs (Non-Pension Related)-VAC PPU 020,” “Immediate Post-Discharge Benefits-VAC PPU 015,” “Army Reserve Force Pay Sheets Description-VAC PPU 530,” “Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090,” “Payment of Short-Term Allowances-VAC PPU 025,” “Pensions and Compensation-VAC PPU 055,” “Rehabilitation Services and Vocational Assistance-VAC PPU 550,” “Residential Care-VAC PPU 016,” “Treatment of a Pensioned/Awarded Condition-VAC PPU 030,” “Veterans Independence Program-VAC PPU 056” and “War Veterans Allowance-VAC PPU 040” for administering post-release services and benefits to former Canadian Forces members.

Retention and disposal standards: 
Records of Reserve Forces personnel are retained until the service person reaches 70 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Records of Canadian service personnel who served during the Second World War, survived the war and had no further active service after this war are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Special Forces personnel (Korean Conflict) are retained until the service person reaches 90 years of age and preserved permanently for archival purposes. Records of Regular Force and Class C Reserve personnel are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA number: 2018/009 and 99/01

Related record number: LAC CMHI 155, LAC CMHI 170

TBS registration: 000569

Bank number: LAC PPU 018

Notes:
Individuals requesting information described by this personal information bank must provide the person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable), and period of service. Individuals must also provide their contact information and signatures (if applicable). If a former military member re-engages in the CAF, DND requests and receives the previous medical records. Legal control is then transferred to DND, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. This PIB was formerly called “Medical Records-World War II, Special, Reserve and Regular Forces-LAC PPE 717.”

Description: 
This personal information bank describes information concerning individuals’ medical X-rays and copies of radiologist reports compiled by DND. Personal information may include the service person’s name, date of birth, service number(s), photographic images of their body parts, clinical comments, and opinions.

Class of individuals:
Reserve Forces, Regular Force and Class C Reserve personnel.

Purpose: 
Personal information is used as a reference source of medical diagnoses. Personal information is transferred to the legal control of LAC pursuant to Order-in-Council 1971–1989.

Consistent uses: 
The information may be disclosed by the LAC Winnipeg Service Centre directly to the current doctor of the individual with the individual’s (patient’s) written consent.

Retention and disposal standards: 
Records are retained for 10 years following receipt at LAC Winnipeg and then destroyed, provided no administrative action has been taken within the last two years of the retention period. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed.

DA number: 89/026

Related record number: LAC CMHI 155, LAC CMHI 170

TBS registration: 20091700

Bank number: LAC PPU 722

Notes:
Individuals requesting information described by this personal information bank must provide the service person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s), and date(s) of X-ray(s).

Description:

This personal information bank describes information about individuals compiled by DND. Personal information may include the person’s name, service number(s) or SIN, marital status, medical information, release items, and biographical information.

Class of individuals:

Former Regular and Reserve Forces personnel, their dependents, spouses or next of kin.

Purpose:

Personal information is used as a reference source of additional information that may not be contained in the former service person’s military personnel records. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserves pursuant to Order-in-Council 1971–1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former personnel of Regular and Reserve Forces.

Consistent uses:

The information may be shared with current authorized personnel of DND. Refer to PIB “Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824” for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC. Refer to PIBs “Agent Orange ex-gratia Payment-VAC PPU 200," “Assistance Fund-VAC PPU 045,” “Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005,” “Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560,” “Educational Assistance-Army Reserve Force Pay Sheets Description-VAC PPU 010,” “Financial Benefits-VAC PPU 510,” “Health Benefits Program/Public Service Health Care Plan-VAC PPU 520,” “Health Care Programs (Non-Pension Related)-VAC PPU 020,” “Honours and Awards-VAC PPU 110,” “Immediate Post-Discharge Benefits-VAC PPU 015,” “Job Placement Assistance-VAC PPU 530,” “Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090,” “Payment of Short-Term Allowances-VAC PPU 025,” “Pensions and Compensation-VAC PPU 055,” “Rehabilitation Services and Vocational Assistance-VAC PPU 550,” “Residential Care-VAC PPU 016,” “Treatment of a Pensioned/Awarded Condition-VAC PPU 030,” “Veterans Independence Program-VAC PPU 056” and “War Veterans Allowance-VAC PPU 040” for administering post-release services and benefits to former Canadian Forces members.

Retention and disposal standards:

Records are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA number: 2018/009

Related record number: LAC CMHI 155, LAC CMHI 170

TBS registration: 000570

Bank number: LAC PPU 023

Notes:

Individuals requesting information described by this personal information bank must provide the service person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable), and period of service. Individuals must also provide their contact information and signatures (if applicable). If a former military member re-engages in the CAF, DND requests and receives the previous microfiche personal records. Legal control is then transferred to the DND, with the obligation to respond to any request concerning these records under the Access to Information Act and the Privacy Act. This PIB was formerly called “Microfiche Personal File-Regular Force and Class C Reserves-LAC PPE 718.”

Description: 
This personal information bank describes information about individuals compiled by DND. Personal information may include the person’s name; citizenships; service number(s) or SIN; biographical information; educational information; military personnel information and documents, such as birth certificates, conduct sheets, divorce orders (nisi and absolute), proof of change of name, dependents’ birth certificates and language of instruction preferences, civil convictions (except those for which pardons have been granted), consent to serve forms, enrolment documents, marriage certificates, separation agreements, Statements of Ordinary Residence, documents regarding security level, requests for compassionate posting and for special considerations, results of court martial, screenings for overseas duty, and educational certificates/reports of academic achievements.

Class of individuals:
Personnel of the Reserves, Canadian Active and Regular Forces whose years of service were from 1939 onward and their dependents, spouses or next of kin. Excluded from this class of individuals are those Canadian Forces members who died while serving during the Second World War.

Purpose:
Personal information is used as a reference source of information about former military members’ service to support post-service programs and benefits administered by VAC and DND. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserves pursuant to Order-in-Council 1971–1989. The SIN may be used in retrieving the above information for the DND and VAC when it is the only identifier available for former personnel of the Reserves, Canadian Active and Regular Forces.

Consistent uses:
The information may be shared with current authorized personnel of DND. Refer to PIB “Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824” for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC. Refer to “Agent Orange ex-gratia Payment-VAC PPU 200,” “Assistance Fund-VAC PPU 045,” “Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005,” “Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560,” “Educational Assistance-VAC PPU 010,” “Financial Benefits-VAC PPU 510,” “Health Benefits Program/Public Service Health Care Plan-VAC PPU 520,” “Health Care Programs (Non-Pension Related)-VAC PPU 020,” “Honours and Awards-VAC PPU 110,” “Immediate Post-Discharge Benefits-VAC PPU 015,” “Job Placement Assistance-VAC PPU 530,” “Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090,” “Payment of Short-Term Allowances-VAC PPU 025,” “Pensions and Compensation-VAC PPU 055,” “Rehabilitation Services and Vocational Assistance-VAC PPU 550,” “Residential Care-VAC PPU 016,” “Treatment of a Pensioned/Awarded Condition-VAC PPU 030,” “Veterans Independence Program-VAC PPU 056” and “War Veterans Allowance-VAC PPU 040” for administering post-release services and benefits to former Canadian Forces members.

Retention and disposal standards: 
Records of Reserve Forces personnel are retained until the service person reaches 70 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Records of Canadian service personnel who served during the Second World War, survived the war and had no further active service after this war are retained until the service person reaches 90 years of age and preserved permanently for archival purposes. Records of Special Forces personnel (Korean Conflict) are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Regular Force and Class C Reserve personnel are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA number: 2018/009 and 99/014

Related record number: LAC CMHI 155, LAC CMHI 170

TBS registration: 000568

Bank number: LAC PPU 024

Notes:
Individuals requesting information described by this personal information bank must provide the service person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable) and period of service. Individuals must also provide their contact information and signatures (if applicable). If a former military member re-engages in the CAF, DND requests and receives the previous military personnel records. Legal control is then transferred to DND, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. This PIB was formerly called “Military Personnel Bank-World War II, Special, Reserve and Regular Forces-LAC PPE 716.”

Description: 
This personal information bank describes information related to individuals’ occurrence reports created from 1939 to 1966 by DND. Personal information may include the person’s ranks, units and periods of service, name, service number(s), marital status, contact information, and pay.

Class of individuals: 
Former personnel of the Canadian Active, Special and Regular Forces and other Forces (e.g., British), their dependents and next of kin.

Purpose: 
The information is used as a reference source of additional information that may be missing or not contained in the former service person’s military personnel records and to identify other former Forces personnel who were attached to the CAF. Personal information was transferred to the legal control of LAC pursuant to Order-in-Council 1971–1989.

Consistent uses: 
There are no consistent uses.

Retention and disposal standards: 
Records are retained for 90 years from the latest date of correspondence. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA number: 2018/009

Related record number: LAC CMHI 155, LAC CMHI 170

TBS registration: 000561

Bank number: LAC PPU 026

Notes:
Individuals requesting information described by this personal information bank must provide the former service person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), service number(s), period of service, and the unit where they served. Individuals must also provide their contact information and signatures. This PIB was formerly called “Canadian Army Wartime, Special Force and Regular Force-Part II Orders.”

Description: 
This personal information bank describes information related to the performance records of former Canadian military service personnel compiled by DND. Personal information may include the person’s name, date of birth, ranks, units, service number(s) or SIN, course reports, personal evaluation reports, confidential personal assessments, and unit employment records.

Class of individuals:
Former personnel of the Canadian Active, Regular and Reserve Forces, and their dependents.

Purpose:
Personal information is used as a reference source of information about former military members’ service to support post-service programs and benefits administered by VAC and the DND. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserve pursuant to Order-in-Council 1971–1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former personnel of the Canadian Active, Regular and Reserve Forces.

Consistent uses:
The information may be shared with current authorized personnel of DND. Refer to PIB “Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824” for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC. Refer to PIB “Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560,” “Financial Benefits-VAC PPU 510,” “Job Placement Assistance-VAC PPU 530,” “Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090,” “Treatment of a Pensioned/Awarded Condition-VAC PPU 030” and “Rehabilitation Services and Vocational Assistance-VAC PPU 550” for administering post-release services and benefits to former Canadian Forces members. The information may be shared with current authorized personnel of VAC.

Retention and Disposal Standards:
Records of Reserve Forces personnel are retained until the service person reaches 70 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Records of Canadian service personnel who served during the Second World War, survived the war and had no further active service after this war are retained until the service person reaches 90 years of age and preserved permanently for archival purposes. Records of Special Forces personnel (Korean Conflict) are retained until the service person reaches 90 years of age and preserved permanently for archival purposes. Records of Regular Force and Class C Reserve personnel are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA number: 2018/009 and 99/014

Related record number: LAC CMHI 155, LAC CMHI 170

TBS registration: 000572

Bank number: LAC PPU 028

Notes:
Individuals requesting information described by this personal information bank must provide the service person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable), and period of service. Individuals must also provide their contact information and signatures (if applicable). If a former military member re-engages in the CAF, DND requests and receives the previous performance evaluation records. Legal control is then transferred to DND, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. This PIB was formerly called “Performance Evaluation Bank-World War II, Special, Reserve and Regular Force-LAC PPE 720.”

Description:
This personal information bank describes information related to pay records of former Reserve Component personnel created from 1979 onward by DND. Personal information may include the service person’s name, date of birth, ranks, units, service number(s), SIN, pay entitlements, and items of release.

Class of individuals:
Former Reserve Force personnel.

Purpose:
Personal information is used as a reference source of information about former military members’ service to support post-service programs and benefits administered by VAC and DND. Personal information is transferred to the legal control of LAC two years after release from the Reserves pursuant to Order-in-Council 1971–1989. The SIN may be used in retrieving the above information for VAC when it is the only identifier available for former Reserve Force personnel.

Consistent uses:
The information may be shared with current authorized personnel of VAC. Refer to PIB “Financial Benefits-VAC PPU 510 and Pensions and Compensation-VAC PPU 055” for administering post-release services and benefits to former Canadian Forces members.

Retention and disposal standards: 
Records are retained for 54 years from the date of creation and then some are preserved permanently for archival purposes. Information in the electronic system used to control and monitor the location and use of the records noted above is retained indefinitely.

DA number: 2018/009

Related record number: LAC CMHI 155, LAC CMHI 170

TBS registration: 20091659

Bank number: LAC PPU 725

Notes:
Individuals requesting information described by this bank must provide the service person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, and service number(s) or SIN. Individuals must also provide their contact information and signatures.

Description: 
This personal information bank describes information related to pension records of former Regular Force members compiled by DND. Personal information may include the service person’s name, service number(s), SIN, date of birth and pension-related documents, such as birth certificates of former members and their dependents, divorce and separation documents, pension observations, correspondence concerning pensions, death certificates, and payments to survivors.

Class of individuals: 
Former Regular Force personnel, their dependents and former spouses.

Purpose: 
Personal information is used as a reference source of contributions to a pension plan or pension entitlements by former military members. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members pursuant to Order-in-Council 1971–1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former Regular Force personnel.

Consistent uses: 
The information may be shared with current authorized personnel of DND. Public Services and Procurement Canada (PSPC) administers the pension benefits to former Canadian Forces members. Information may be shared with current authorized PSPC pension administrators.

Retention and Disposal Standards: 
Records are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.

DA number: 2018/009

Related record number: LAC CMHI 155, LAC CMHI 170

TBS registration: 000571

Bank number: LAC PPU 719

Notes:
Individuals requesting information described by this personal information bank must provide the service person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN, and period of service. Individuals must also provide their contact information and signatures. If a former military member re-engages in the CAF, DND requests and receives the previous service pension records. Legal control is then transferred to DND, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. This PIB was formerly called “Service Pensions Bank-Regular Forces-LAC PPE 719.”

Description:
This personal information bank describes information compiled by PSPC about all transactions affecting former government institution employees’ pensionable status under the Public Service Superannuation Act. Personal information may include the employee’s name, date of birth, SIN, PRI, contact information, payments, benefits, and decisions concerning pensions and beneficiaries.

Class of individuals: 
Former civilian employees of the Government of Canada, their dependents, spouses, and next of kin.

Purpose: 
Personal information is used to serve as a reference source about former Government of Canada employees’ contributions. The authority to collect personal information from superannuation records stems from various authorizations issued throughout the history of the Government of Canada. Since 1988, the authority to dispose of superannuation records rests with the National Archives Act and, after 2003, the Library and Archives of Canada Act. The SIN is authorized for retrieval of historical superannuation records in instances when it is the only identifier available for former government employees. This is because the SIN was the identifier used before the conversion to an employee identification number.

Consistent uses: 
Information may be shared with current authorized personnel of PSPC. Refer to Public Service Pensions Data Bank-PWGSC ABC 075 for assessing and calculating prior service and benefits/pensions. PSPC may retain these records until these administrative actions have been completed.

Retention and disposal standards: 
Records are retained until the former employee reaches 80 years of age and are then destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed.

DA number: 2015/007

Related record number: LAC CMHI 155, LAC CMHI 170

TBS registration: 000556

Bank number: LAC PPU 029

Notes:
Individuals requesting information described by this bank must provide the former employee’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, SIN (if applicable) or PRI (if applicable), former employing department, and period(s) of employment. Individuals must also provide their contact information and signatures (if applicable). If a former government institution employee is re-employed with the Government of Canada, the new employing government institution requests and receives the previous employee superannuation record to ensure a complete record of contributions and entitlements. Legal control is transferred to the new employing federal institution, with the obligation to respond to any request under the Access to Information Act or the Privacy Act. This PIB was formerly called “Former Civilian Employees-DSS Superannuation Record-LAC PPE 704.”

Army Reserve Force Pay Sheets (PIB)

See LAC PPU 715.

Army Unit Paylists

See LAC PPU 727.

Collective Medical Records

See LAC PPU 017.

Daily Routine Orders

See LAC PPU 027.

Dental Records

See LAC PPU 721.

Employee Personnel Record

See LAC PCU 748.

Medical Records

See LAC PPU 018.

Medical X-rays and Radiologist Reports

See LAC PPU 722.

Microfiche Personal File

See LAC PPU 023.

Military Personnel Bank

See LAC PPU 024.

Description: 
This personal information bank describes personal information and service details, which might include the service person’s full name, service number(s), period of service, the units they served with, medical information, etc. Individuals seeking access to these records should provide their full given names and surname, date of birth, and service number(s).

Class of individuals: 
Personnel who served with the Newfoundland Forces from 1939 to 1946.

Purpose: 
To verify terms and periods of service of former Newfoundland Forces personnel to determine their entitlement to benefits and services.

Consistent uses: 
This bank is used by employees of the federal government for administrative actions.

Retention and disposal standards: 
Records are retained until the individual reaches 90 years of age, and then some are preserved by LAC for archival purposes.

DA number: 2018/009 and 99/014

Related record number: LAC CMHI 170

TBS registration: 000565

Bank number: LAC PPE 713

Notes:
Records information for all other services within the Newfoundland Forces may be obtained by contacting VAC, St. John’s, Newfoundland and Labrador.

Part II Orders

See LAC PPU 026.

Performance Evaluation Records

See LAC PPU 028.

Reserve Pay Sheets

See LAC PPU 725.

Description:
This bank describes pay information for members of the Royal Canadian Navy, including the service member’s name, service number(s), pay entitlements, the ship(s) they served on and period of service. Individuals seeking access to these records should provide their full given names and surname, service number(s), and the names of the ship(s) they served on.

Class of individuals:
Royal Canadian Navy personnel who served during the Second World War.

Purpose:
To verify the service and pay records of former Royal Canadian Navy members to determine their entitlement to benefits and services.

Consistent uses:
This bank is used by employees of the federal government for administrative actions.

Retention and disposal standards:
Records are retained for 54 years from the date of compilation, and then only some are preserved by LAC for archival purposes.

DA number: 2018/009

Related record number: LAC CMHI 170

TBS registration: 000564

Bank number: LAC PPE 712

Service Pensions Records

See LAC PPU 719.

Superannuation Record

See LAC PPU 029.

Description: 
This personal information bank describes personal information and service details for individuals called out for military training under the National Resources Mobilization Act during the Second World War. Personal information may include the person’s name, service number(s), unit, period and location of service, medical category, etc. Individuals seeking access to these records should provide their full given names and surnames, service number(s), and date of birth.

Class of individuals: 
Personnel who underwent a 30-day military training under the National Resources Mobilization Act of 1940.

Purpose: 
To verify the service of personnel during the training period to determine their entitlement to benefits and services.

Consistent uses: 
This personal information bank is used by employees of the federal government for administrative actions.

Retention and disposal standards: 
Records are retained until the individual reaches 90 years of age. These records are preserved by LAC for archival purposes.

DA number: 2018/009

Related record number: LAC CMHI 170

TBS registration: 000563

Bank number: LAC PPE 711