Info Source: Sources of Federal Government and Employee Information

Appendix: Institution-Specific Personal Information Banks

Allan Memorial Institute Depatterned Persons Assistance Plan

Description: This bank contains information on individuals who have made application for an ex-gratia payment of $100,000 and who were former patients of Dr. Ewen Cameron at the Allan Memorial Institute and underwent a treatment termed "depatterning." The Plan was established by Order-in-Council (Privy Council #1992-2302, November 16, 1992) and terminated on January 31, 1994. This bank contains application forms identifying the individual information, release forms and other administrative documentation.

Class of Individuals: Individuals who have made applications for payment under the criteria set out in the Order-in-Council.

Purpose: The information was used in the administrative and operation activities required in carrying out the Government of Canada's responsibilities under the Order-in-Council.

Consistent Uses: No consistent use.

Retention and Disposal Standards: Legal records are retained for 12 years after the file closes, after which they are destroyed or transferred to Library and Archives Canada as historical records.

RDA Number: 2011/006

Related Record Number: JUS 3.0.5

TBS Registration: 003497

Bank Number: JUS PPU 135

Central Registry of Divorce Proceedings

Description: This bank contains information obtained from the Registration of Divorce Proceeding Forms and Disposition Reports received from provincial and territorial courts with respect to details of divorce proceedings. Personal information of the parties to the divorce proceedings may include surname(s) at birth and given name(s), date(s) of birth, date of marriage, date of application for divorce, date and disposition of the divorce proceeding.

Class of Individuals: Persons who filed for divorce in a Canadian court.

Purpose: The information in this bank is maintained in accordance with the Central Registry of Divorce Proceedings (CRDP) Regulations for the purpose of informing the court registrars of the existence of duplicate divorce proceedings for the same parties to the same marriage and to thereby assist the courts in determining jurisdiction, pursuant to section 3 of the Divorce Act.

Consistent Uses: This information may also be shared back with court registrars that originally submitted the data, with the Office of the Minister of Justice Canada on behalf of the constituent that has filed for divorce and within the Department of Justice Canada for research and reporting purposes.

Retention and Disposal Standards: Textual records are retained for one year after input into the electronic databank and electronic records are maintained for the life of the program or for the length of time that it is administered by the Department, after which the records are then destroyed or transferred to Library and Archives Canada for historical purposes.

RDA Number: 2011/006

Related Record Number: JUS 1.1.2

TBS Registration: 002274

Bank Number: JUS PPU 005

Civil Proceedings and Legal Services

Description: This bank contains information relating to civil legal proceedings and legal services provided to all federal departments and most government agencies and institutions. The information is used to provide legal advice and representation in a practice which ranges across many areas of law, including administrative, constitutional, torts, contract, debtor-creditor, commercial and real estate, employment, family, immigration, Aboriginal and tax law. The type of personal information that may be collected therefore depends on the subject matter of the file at hand. In particular, the social insurance number (SIN) may be included as part of the information transmitted by other federal institutions authorized to collect it, such as in some cases involving the Canada Revenue Agency or the Department of Employment and Social Development Canada.

Class of Individuals: Canadians, persons present in Canada, and persons who have been involved in civil litigation involving the federal government.

Purpose: The material in this bank is retained in order to enable the Department of Justice Canada to carry out its duties as legal advisor to the federal government pursuant to sections 4 and 5 of the Department of Justice Act.

Consistent Uses: A large part of the information contained in the bank is obtained from other federal institutions, as authorized by subsection 8(2)(d) of the Privacy Act.

Retention and Disposal Standards: Legal records are retained for 12 years after the file closes, after which they are destroyed or transferred to Library and Archives Canada as historical records. Aboriginal, Real Property & Land files as defined by the 2011/006 retention schedule are retained for 25 years after the file closes and transferred to the Library and Archives Canada.

RDA Number: 2011/006

Related Record Number: JUS 3.0.1 and JUS 3.0.5

TBS Registration: 002704

Bank Number: JUS PPU 010

Family Orders and Agreements Enforcement Assistance

Description: This bank contains information on individuals who are in default of family support orders or agreements or are in breach of familial obligations. It contains identifying information, as well as applications submitted by provincial authorities for tracing such persons, for the garnishment of federal payments owed to them, and for the denial or suspension of federally issued licences including passports. It also contains records of federal payments to such individuals that were diverted in compliance with a garnishee summons. The application form includes a request for the social insurance number (SIN) of the person being traced or garnished or whose licence is to be denied or suspended. Since the form is part of the regulations, this is a use authorized by statute and regulations.

Class of Individuals: Individuals who are in default of family support orders or agreements, or who are in violation of custody or access rights.

Purpose: The information in this bank is maintained to carry out the federal government's responsibilities under the Family Orders and Agreements Enforcement Assistance Act and related regulations, namely the Release of Information for Family Orders and Agreements Enforcement Regulations, the Family Support Orders and Agreements Garnishment Regulations and the Denial of Licences for Family Orders and Agreements Enforcement Regulations. The information is used by authorized organizations to locate individuals in default of family obligations, to comply with legal garnishee summonses served on the Crown and to deny or suspend federal licences.

Consistent Uses: This information is in accordance with the Act and regulations, which provide for the search of designated federal data banks for matching and compiling data in the administration of the tracing, interception, and licence denial schemes. The designated banks are from Employment and Social Development Canada, the Social Insurance Number Registry, the Canada Revenue Agency, Citizenship and Immigration, Transport Canada and the Bank of Canada. Some of the information may also be shared with the applicants, Public Trustees acting on behalf of the individual concerned, the office of the Minister of the Department of Justice Canada on behalf of a constituent and the Family, Children and Youth Section research and monitoring purposes in accordance with the Privacy Act.

Retention and Disposal Standards: Paper information is retained for a period of 24 calendar years from the time of receipt, after which they are destroyed. Electronic records are kept until related applications have expired or have been cancelled or at a minimum for a period of 5 years and are thereafter archived for a period of 7 years, after which they are destroyed or transferred to Library and Archives Canada as historical records.

RDA Number: 2011/006

Related Record Number: JUS 1.1.2

TBS Registration: 001870

Bank Number: JUS PPU 125

Federally Appointed Judges

Description: This bank contains information on federally appointed judges prepared and provided by the Office of the Commissioner for Federal Judicial Affairs, which operates at arm's length from the Department of Justice Canada, including lists of: current federally appointed judges, their dates of birth, the courts on which they sit and the dates of their appointment; current and future vacancies; women judges; judicial appointments; elevations and transfers; and press releases issued to announce appointments and elevations of judges. Some records include material compiled from public sources concerning potential candidates for appointment to the Supreme Court of Canada prior to 2007.

Class of Individuals: Federally appointed judges and potential candidates for appointment.

Purpose: The information is collected and disclosed to the Department by the Commissioner for Federal Judicial Affairs pursuant to section 74(1) of the Judges Act in order to: provide statistical information for court profiles; to assess the adequacy of judicial resources and predict vacancies; to monitor the representation of women in the federal judiciary; and to provide advice to the Minister of Justice Canada.

Consistent Uses: The information in this bank is used to assist the Department in providing legal and policy advice on matters relating to the judiciary and judicial institutions to the Commissioner as well as to the Minister and Deputy Minister of the Department, as required.

Retention and Disposal Standards: Legal records are retained for 12 years after the file closes, after which they are destroyed or transferred to Library and Archives Canada as historical records.

RDA Number: 2011/006

Related Record Number: JUS 3.0.3

TBS Registration: 003916

Bank Number: JUS PPU 160

Garnishment Registry

Description: This bank contains information on federal public servants and contractors in the National Capital Region who are subject to salary garnishment and other remuneration. It contains the surname(s), given name(s), the date of birth, residential address, the social insurance number, financial information on the nature and amount of debts owed, the employment status of the civil servant or contractor, court orders, garnishment summonses and administrative documentation.

Class of Individuals: Federal public servants and contractors in the National Capital Region who are subject to salary garnishment and other remunerations in accordance with relevant legislation.

Purpose: To fulfill the Department of Justice Canada's responsibility for the National Capital Region to administer Part I, Division I of the Garnishment, Attachment and Pension Diversion Act and the Garnishment and Attachment Regulations.

Consistent Uses: This personal information may be shared with the respective government departments and/or agencies that employ individuals or contractors subject to Part I, Division I of the Act (in accordance with standard personal information bank Pay and Benefits, PSE 904).

Retention and Disposal Standards: The records are retained for 12 years from the time that the garnishment proceeding has ceased, and are then destroyed.

RDA Number: 2011/006

Related Record Number: JUS 1.1.2

TBS Registration: 003914

Bank Number: JUS PPU 150

Grants and Contributions

Description: This bank contains information on projects submitted for financial assistance or funded under the terms and conditions of various Department of Justice Canada grants and contributions funds. The Department administers a discretionary fund designed to promote and implement selected reforms in the justice system. Funds are available to individuals, Canadian or international non-profit organizations, provincial or territorial governments, regional or municipal governments, universities, bands and tribal councils for the development of short-term, non-recurrent initiatives. The bank contains project-specific information including the name and address of the funding applicant, project description, time frames, financial data, etc.

Class of Individuals: Individuals and members of private and government organizations who have submitted requests for financial assistance.

Purpose: The information is used to evaluate the merits of the proposals and to monitor the progress of funded projects.

Consistent Uses: The information may be used for reporting purposes, the recovery of debt, audit risk assessments, the verification of stacking limits and Parliamentary inquiries.

Retention and Disposal Standards: Legal records are retained for 12 years after the file closes, after which they are destroyed or transferred to Library and Archives Canada as historical records. Aboriginal, Real Property & Land files as defined by the 2011/006 retention schedule are retained for 25 years after the file closes and transferred to the Library and Archives Canada.

RDA Number: 2011/006

Related Record Number: JUS 1.2.3, JUS 1.2.8, JUS 1.2.9, JUS 1.2.11, JUS 1.2.15 and JUS 1.2.16

TBS Registration: 003918

Bank Number: JUS PPU 165

Legal Agents

Description:This bank contains information on private sector law practitioners appointed as legal agents of the Minister of Justice Canada in order to carry out advisory and litigation activities on behalf of the Department of Justice Canada. Personal information includes the name of the agent, contact, biographical, education and financial information, membership status with a law society or the Chambre des notaires as well as the year of call to the bar.

Class of Individuals: Private sector law practitioners appointed by the Minister of Justice as legal agents.

Purpose: Personal information is used to appoint and manage legal agents and is collected in order to fulfill the Minister's mandate pursuant the Department of Justice Act as well as to the Department's Policy on Contracting for Legal Services and Legal Agent Appointments.

Consistent Uses: No consistent use.

Retention and Disposal Standards: Records are retained for 6 years, and are then destroyed.

RDA Number: 2011/006

Related Record Number: JUS 3.0.1 and JUS 3.0.5

TBS Registration: 001655

Bank Number: JUS PPU 025

Prosecution and Related Criminal Matters

Description:The information contained in this bank is used to provide legal advice and representation in criminal prosecutions and other criminal matters. The bank contains information on prosecutions for infractions of federal statutes within the jurisdiction of the Attorney General of Canada, extradition to and from Canada, mutual legal assistance cases and mercy of the Crown proceedings. The information is compiled from a number of sources both Canadian and foreign. Considering the sources of personal information compiled, the social insurance number (SIN) is in some cases part of the information transmitted by other institutions authorized to collect it.

Class of Individuals: Canadians, persons present in Canada, and persons who have been the subject of prosecution, extradition to and from Canada, mutual assistance, or mercy of the Crown proceedings.

Purpose: The material in this bank is used to enforce or administer federal statutes (such as the Controlled Drugs and Substances Act, the Customs Act and the Excise Act) and for the implementation of Canada's obligations under the Extradition Act and the Mutual Legal Assistance in Criminal Matters Act.

Consistent Uses: The greater part of the information contained in the bank is obtained from other federal institutions, provincial, municipal, and foreign governments, as authorized by subsection 8(2)(d) of the Privacy Act.

Retention and Disposal Standards: Legal records are retained for 12 years after the file closes, after which they are destroyed or transferred to Library and Archives Canada as historical records. Aboriginal, Real Property & Land files as defined by the 2011/006 retention schedule are retained for 25 years after the file closes and transferred to the Library and Archives Canada.

RDA Number: 2011/006

Related Record Number: JUS 3.0.5

TBS Registration: 002705

Bank Number: JUS PPU 015

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