Info Source

Last modified: July 2025

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

Bank Note Redemption Service
Description: This bank describes information related to the redemption of bank notes that are mutilated, contaminated or no longer legal tender. Personal information may include name; contact information; comments related to the possession and condition of the bank notes; proof of identification (such as a passport, residence card or driver’s licence); and proof of residence such as an employment pay stub, a utility or property tax bill, or a financial institution account statement.
Class of individuals: General public
Purpose: Personal information is obtained for processing claims and responding to general inquiries related to bank notes that are mutilated, contaminated or no longer legal tender. 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 educational material, programs and services. The personal information collected includes the requesting individual's name, home and email addresses, and phone and fax numbers. In addition, where applicable, the information includes the name of the individual’s employer, the employer’s address, the individual's business title, work phone number, email address and fax number.
Class of individuals: Members of the 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 educational material and information sessions and requests for reservations for programs and services. The purpose is also to receive comments or special instructions as well as feedback on how they heard about the Bank’s 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 those individuals of the availability of new materials, programs and services and for follow-ups such as assessing satisfaction with the educational materials, programs and 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, after which it is transferred to an electronic database. Electronic information is retained for up to 10 years and then destroyed.
RDA number: 2023/002
Related record number: BOC BNI 20, BOC COM 15
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 Bank of Canada Museum and information requested when individuals seek permission from the Bank to reproduce bank note images. The personal information collected includes the requester’s name, phone number, mailing and email address, name of organization, where applicable, and fax number. It includes also bank account numbers, signatures, order history and opinions expressed in surveys from individuals who purchase photographic reproduction. Requesters who 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: Members of the 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 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 of Canada 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 requests for permission to reproduce bank notes are kept for two years, after which they are transferred to a database and then destroyed. Database records are kept for five years and then destroyed. Paper records relating to the sale of photographic reproductions are kept for one year, after which they are transferred to a database and then destroyed. Electronic copies are kept for seven years and then destroyed.
RDA number: 2023/002
Related record number: BOC BNI 20, BOC COM 15
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

Retail Payments Supervision Registration
Description: This bank describes information related to the administration of the registration of Payment Service Provider applicants under the Retail Payments Activities Act (RPAA). Personal information may include applicant’s preferred language, full business legal name of applicant, date of birth, salutation, other initial, country of residence, other operating names different from legal name, main trade name, other trade names, contact information, civic address, dwelling house status, mailing address, billing address, telephone number, fax number, email address, active business, website address, individual roles (designated point of contact, authorized user for payment of fees, job title, language of correspondence, business email), business structure, details of business operations, information about applicant’s end-user funds safeguarding practices, description of applicant’s Risk Management Framework.
Class of Individuals: General public; Individuals applying to be a Payment Service Provider and Representatives of applicants of Payment Service Providers.
Purpose: The purpose of this bank is to administer RPAA Registration including account creation within the Registration application, registration of applicants and individuals and sharing with prescribed entities, responses to information requests sent to entities, payment processing and the publication and maintenance of a public registry for Payment Service Provider decisions. The Bank collects this personal information as part of fulfilling its statutory responsibility to oversee and manage the PSP registration process pursuant to the RPAA and its regulations.
Consistent Uses: The Bank is required to disclose the entirety of the content of the PSP application to the Department of Finance. Similarly, the Bank is required to provide a subset of that information to FINTRAC under section 29 of the RPAA. The Bank is also required by the Act to publicly disclose prescribed information about applicants, including refused and revoked entities, in a Registry. The information in this bank may be used for planning purposes and for in-house statistical purposes related to the volume and nature of operational programs and services.
Retention and Disposal Standards: Records are kept for 10 years after account has closed then destroyed.
RDA Number: 2023/002
Related Record Number: BOC RPS 05
TBS Registration: 20240030
Bank Number: BOC PPU 010

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

This function includes the administration of awards programs and the management of internally provided administrative services.

Administrative support services
Description: Information related to the provision of office management and administrative advice, guidance, internal consulting and operational services including mail and messenger services and travel arrangements.
Document Types: May include completed request forms, correspondence, metrics, client satisfaction measurements, registered mail logs, travel and business itineraries, authorizations, stay accommodations and preferences, and administrative procedures.
Record Number: BOC ADM 05

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, stay 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 who travel with them.
Purpose: The purpose of this bank is to maintain information about employees’ travel expenses.
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 seven years and then destroyed.
RDA Number: 2023/002
Related Record Number: BOC ADM 05
TBS Registration: 000075
Bank Number: BOC PPE 841

Awards programs

Description: Information related to the administration and development of Bank awards programs aimed at supporting external individuals and institutions [organizations] that demonstrate excellence and innovation in a field related to the Bank's mandate.
Document types:  May include applications, nominations, correspondence, brochures, nomination acknowledgements, selection criteria and nominating committee meeting packages (agendas, minutes).
Record number: BOC ADM 10

Fellowship program nominations
Description: This bank describes information related to applications received by the Bank for the Fellowship Program (Fellowship Awards and Governor's Awards). Personal information collected includes the applicant’s name, home and work mailing address, phone number and email address, name of university and department where employed, curriculum vitae, resume, letters of nomination from university officials about the application, and 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 Award.
Consistent uses:  The information is used for the selection of recipients and for statistical and reporting purposes.
Retention and disposal standards:  Applications related to individuals granted a Fellowship Award are retained for five years following the termination of the Fellowship and then destroyed. Applications related to individuals not granted a Fellowship Award are retained for five years and then destroyed.
RDA number: 2023/002
Related record number: BOC ADM 10
TBS registration: 006348
Bank number: BOC PPU 036

Auditing

This function provides value-added, independent and risk-based assurance, advice, insight and foresight to support the effective management of the Bank and oversight by the Board of Directors.

Internal Auditing
Description: Information related to the independent and objective assessment of the appropriateness and effectiveness of the Bank's risk management, control and governance processes. The scope of services includes evaluating processes designed by management to ensure that assets are safeguarded, information is accurate and reliable, resources are protected, threats are mitigated, policies, procedures and legislative requirements are complied with, and strong ethics and values are promoted within the Bank.
Document Types: May include audit plans, internal audit reports, management letters, working papers, reviews and audit manuals including methodologies and templates.
Record Number: BOC AUD 05

Communications

This function includes the delivery and interaction of communications internally and externally.

Employee communications and support
Description: Information related to internal communications across all levels and divisions between the Bank and employees, departments and service lines. Includes advice, guidance, consulting and operational services provided internally, such as media monitoring, communications planning, editorial, translation, speechwriting and publishing.
Document Types: May include newsletters, articles, intranet and external website content, announcements, campaigns, completed request forms, correspondence, data and analytics, and reports.
Record Number: BOC COM 05

Event management
Description: Information related to the promotion, coordination, logistics, production and execution of events hosted by the Bank.
Document Types: May include correspondence, contact information, layouts, visitor arrangements, and itineraries.
Record Number: BOC COM 10

Conference Registration
Description: This bank describes information related to attendance at Bank of Canada-hosted conferences. Personal information is collected through a secure Bank website and includes each attendee’s name, business title, phone and fax numbers, email address, and mobility and dietary requirements. It may also include the name of the attendee’s spouse or companion and their related information.
Class of Individuals: Members of the 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., stay accommodation, transportation) and for conference documentation.
Consistent Uses: To provide services to attendees and their guests and for planning, evaluation and statistical purposes.
Retention and Disposal Standards: Records are kept for two years after the event and then destroyed.
RDA Number: 2023/002
Related Record Number: BOC COM 10
TBS Registration: 20110262
Bank Number: BOC PPU 058

External communications
Description: Information related to external communications, marketing, branding, website design, content for publishing and content for social media posts. Includes information related to the management of communications with the general public to promote the Bank’s commitment to openness and transparency and to establish a relationship with the media (representatives from television, print, digital, etc.). Includes education and awareness of the Bank’s functions through activities such as external stakeholder engagements by regional offices, exhibits hosted by the Bank of Canada Museum, as well as other programs and services offered internally and externally.
Document Types: May include plans and conceptualization, social media campaigns, promotional materials, correspondence, inquiries, complaints, press releases, distribution lists, reports, surveys, completed forms and public requests for services, educational material and information on programs.
Record Number: BOC COM 15

Educational material, programs and services
Description: This bank describes information relating to requests for educational material, programs and services. The personal information collected includes the requesting individual's name, home and email addresses, and phone and fax numbers. In addition, where applicable, the information includes the name of the individual’s employer, the employer’s address, the individual's business title, work phone number, email address and fax number.
Class of Individuals: Members of the 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 educational material and information sessions and requests for reservations for programs and services. The purpose is also to receive comments or special instructions as well as feedback on how they heard about the Bank’s 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 those individuals of the availability of new materials, programs and services and for follow-ups such as assessing satisfaction with the educational materials, programs and 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, after which it is transferred to an electronic database. Electronic information is retained for up to 10 years and then destroyed.
RDA Number: 2023/002
Related Record Number: BOC BNI 20, BOC COM 15
TBS Registration: 20110264
Bank Number: BOC PPU 068

Mailing Lists
Description: This bank describes the components of mailing lists maintained by the Bank. The personal information collected includes the name, mailing and email address, phone and fax numbers of private individuals and contacts within private sector, federal, provincial and non-government organizations, as well as 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 who 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 Bank 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 three years and then destroyed. Database records relating to paid publications are kept for three years after their last administrative use and then destroyed.
RDA Number: 2023/002
Related Record Number: BOC COM 15
TBS Registration: 006323
Bank Number: BOC PPU 055

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 Bank of Canada Museum and information requested when individuals seek permission from the Bank to reproduce bank note images. The personal information collected includes the requester’s name, phone number, mailing and email address, name of organization, where applicable, and fax number. It includes also bank account numbers, signatures, order history and opinions expressed in surveys from individuals who purchase photographic reproduction. Requesters who 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: Members of the 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 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 of Canada 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 requests for permission to reproduce bank notes are kept for two years, after which they are transferred to a database and then destroyed. Database records are kept for five years and then destroyed. Paper records relating to the sale of photographic reproductions are kept for one year, after which they are transferred to a database and then destroyed. Electronic copies are kept for seven years and then destroyed.
RDA Number: 2023/002
Related Record Number: BOC BNI 20, BOC COM 15
TBS Registration: 006457
Bank Number: BOC PPU 047

Bank of Canada Museum

This function includes the administration and programs of the Bank of Canada Museum, including management of the National Currency Collection. The Museum offers educational activities as well as various exhibits.

Museum programming
Description: Information related to the planning and implementation of exhibits, tours, activities, workshops, gallery development, school programs, Museum website, Museum marketing and advertising, and special events.
Document Types: Planning documentation, marketing plan design and audio-visual assets, promotional material, and correspondence.
Record Number: BOC COM 20

National Currency Collection management
Description: Information related to the management of the National Currency Collection, including acquisitions, registration, review, analysis, deaccessioning and disposal of objects, conservation, maintenance, and environmental monitoring and assessments. Includes loans—borrowing and lending of numismatic objects with other institutions.
Document Types: May include condition reports; treatment proposals; taxonomies; schemas; deaccession reports or transactions supporting the transfer, sale or disposition of objects; donation or exchange of objects; correspondence; treatment actions; statements of purchase; environmental reports; agreements; and transportation arrangements.
Record Number: BOC NCC 05

Corporate Governance

This function includes the governance, strategic direction and senior management activities of the Bank across its functions so that responsibilities are clear and objectives are met.

Continuity management
Description: Information related to business continuity planning and management, which provides for the continued availability and resumption of services in the event of a potential threat, disaster or emergency. The Continuity of Operations (COOP) program outlines and coordinates the efforts of Bank staff and the implementation of advance arrangements and procedures to ensure that the Bank can continue or restart critical business operations within a reasonable timeframe.
Document Types: May include disaster and emergency recovery plans; network and data backup procedures; emergency and recovery resources; emergency evacuation procedures; service level agreements; essential records policies; notification procedures for emergency response teams, institutional staff,  senior executives, and federal, provincial and municipal bodies; plan activation procedures; documentation pertaining to the Bank’s facilities; disaster and emergency contact lists; detailed business resumption, recovery and restoration procedures; and media handling procedures.
Record Number: BOC CG 05

Continuity of operations (COOP)
Description: This bank describes information contained in the Bank's Continuity of Operation (COOP) Program. The COOP Program was established by the Bank to provide for the continued availability of services and associated assets that are critical to the effective functioning of the Canadian financial system and the health, safety, security and economic well-being of Canadians. Personal information may include the names and personal coordinates of employees who are part of the Bank's COOP Response Team and Incident Management Team, as well as similar emergency contact information for senior and executive management staff and tenants who have access to the Bank's facilities. Also included are the names and emergency contact numbers of disaster response and 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 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, those under contract with the Bank, members of the Board of Directors, tenants who have access to the Bank's facilities, vendors, service providers and onsite visitors to the Bank's facilities.
Class of Individuals: Bank staff and new hires, those under contract with the Bank, members of the Board of Directors, tenants who have access to the Bank's facilities, emergency response officials, vendors, service providers, business contacts, and onsite visitors, including members of the general public.
Purpose: The purpose of this information is to ensure that the Bank 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 Canadians.
Consistent Uses: This personal information may be shared with other federal institutions, police, fire, other emergency response agencies, and health agencies on an as-needed 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's COOP plans.
Retention and Disposal Standards: COOP Program records containing contact information are updated as required, and outdated information is replaced. For the duration of the program, information is kept for two years after it has been replaced. Records related to health information are kept for two years following the end of the related exceptional circumstances. When appropriate, certain information linked to public health and safety is treated as transitory and not retained for the full two-year retention period. Third-party retention may differ from that of the Bank.
RDA Number: 2023/002
Related Record Number: BOC CG 05
TBS Registration: 20110263
Bank Number: BOC PPU 060

Cooperation and liaison
Description: Information related to liaison activities that include the exchange of information, routine notifications, inquiries and relations at the federal, provincial, intergovernmental and international levels and with other central banks. Includes Parliamentary visits and relations; international delegations and visits; technical assistance; facilitating information exchanges in areas of common interest; sharing knowledge, expertise and best practices; reinforcing partnerships; and establishing partnerships and creating new networks.
Document Types: May include correspondence, summaries, proceedings of symposia, roundtables and conferences, and records of consultation activities.
Record Number: BOC CG 10

Corporate planning and reporting
Description: Information related to strategic planning and the preparation and completion of corporate reports. This includes information on developing, assessing, maintaining, prioritizing and implementing plans to achieve strategic corporate objectives. Moreover, information on the preparation and finalization of corporate reports such as annual and quarterly financial reports, audit reports and progress reports. This specifically includes audited financial statements that report on the financial position and results of operations of the Bank of Canada and its entities. Also includes the Bank’s climate disclosure activities.
Document Types: May include Bank strategic plans, bi-annual corporate progress reports, annual workplans, audited financial statements, external audit reports, annual and quarterly reports, climate-related reports, and other documents to be published on the Bank’s external website.
Record Number: BOC CG 15

Enterprise risk
Description: Information related to the identification, assessment and management of enterprise-wide risks to respond to threats to the Bank.
Document Types: May include risk policies and frameworks, risk appetite and tolerance statements, annual and quarterly enterprise risk reports and associated risk assessments (final and draft versions with metrics).
Record Number: BOC CG 20

Governance committees
Description: Information related to the Bank’s involvement with various internal and external committees, meetings and working groups related to the governance and strategic direction of the Bank, including Governing Council, Executive Council and the Board of Directors and its associated committees. This includes a review function for some of the Bank’s enforcement decisions under the Retail Payments Activities Act (RPAA).
Document Types: May include agendas, minutes, summaries of deliberations, terms of reference, records of decisions, correspondence, speeches (and related webcasts of speeches, press conferences and audience Q&As), member information and RPAA decision reviews for publication.
Record Number: BOC CG 25

Members of Boards, Committees and Councils

Governance policies
Description:  Information related to the creation, maintenance and implementation of corporate policies, directives, guidelines and instructions that support the corporate governance of the Bank and safeguard against strategic, financial and operational risks.
Document Types: May include Code of Business Conduct and Ethics, compliance policies, risk policies and procedures to support executives. 
Record Number: BOC CG 30

Financial management

This function includes the management of financial operations to provide sound accounting and reporting for the Bank and its related entities.

Accounting
Description: Information related to accounting of all financial transactions (financial assets, financial liabilities, payable/receivable, payroll, etc.), accounting controls, financial reports and analysis.
Document Types: May include invoices, vouchers, purchase orders, expense claims, financial statements, financial management reports and analyses, cheques, accounting codes, cash receipt journals, cost recoveries, goods and services tax, tax remittances, duties and tariffs, petty cash, payments, taxes, resource allocations, liability and revenue control, ledgers, allotments and transfers, and accounting policies and methods.
Record Number: BOC FIN 05

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, and payments for goods or services including Bank merchandise (e.g., publications, souvenirs, etc.), rent and royalties. Personal information may include name, contact information, Certificate of Indian Status (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 the Bank and members of the 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 Certificate of Indian Status (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 or 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 Bank’s Governing Council are proactively disclosed on Bank’s website.
Retention and Disposal Standards:  Records are kept for seven years and then destroyed.
RDA Number: 2023/002
Related Record Number: BOC FIN 05
Bank Number: BOC PPU 083

Authorizations
Description: Information related to ensuring that the appropriate Bank officers or representatives have been granted explicit powers to commit the Bank to a binding agreement or course of action.
Document Types: May include signing authorizations, correspondence, circulars and the Financial Authorities Framework.
Record Number: BOC FIN 10

Budgeting and monitoring
Description: Information related to the planned use of annual financial resources. It also includes information pertaining to monitoring performance versus budgets and forecasts, at the corporation, division, department and initiatives levels.
Document Types: May include budget submissions, work plans, strategic initiatives business cases, Board of Directors approvals of budgets, and financial management and project health reports.
Record Number: BOC FIN 15

Procurement and tendering
Description: Information related to the process to obtain goods and services in accordance with an agreement between a contracting authority within the Bank and a person or firm. Includes information about identifying the goods or services to be purchased, selecting the most effective procurement approach, sourcing (tendering), contract development and approval, including contract negotiations in collaboration with the Bank’s Legal Services department, third-party risk, debriefing unsuccessful bidders, and vendor evaluations.
Document Types: May include proposals (Requests for Proposals, Requests for Information), solicitation or tender documents, quotes, purchase requisitions, feasibility studies, award criteria, approval requirements, sole source justifications, standing offers, supplier/vendor evaluations, risk assessments, resumes, purchasing cardholder agreement forms, and cardholder correspondence.
Record Number: BOC FIN 20

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

This function includes the direction and delivery of services to enable and promote responsible and secure use of information and data throughout their life cycle to foster effective decision-making and accountability, operational efficiency and effectiveness and to facilitate learning and collaboration.

Life cycle management
Description: Information related to programs to manage information (whether corporate, purchased or acquired), regardless of format, throughout its life cycle. Includes description, storing and securing, maintenance, enrichment, preservation, retention and disposition activities for information and data.
Document Types: May include policies, standards, catalogues, classification schemes, archival descriptions, taxonomies, file plans, preservation documentation, condition reports, retention schedules, disposition authorities, disposition processes and documentation, inventories, and liaison documentation with Library and Archives Canada.
Record Number: BOC IM 05

Support and analytics services
Description: Information related to the provision of information, data, analytics, and library services such as advice, guidance and consulting in response to client requests and inquiries or to support analytic functions, access to publications and data resources, enterprise information architecture and metadata services, data science, data fluency, data analytics and insights, research and reference support, business applications and tools support, data enhancement and governance.
Document Types: May include completed request forms, client needs assessments, learning resources, training guides, best practices, terms of use, data quality framework, data fluency program, correspondence, metrics and client satisfaction measurements.
Record Number: BOC IM 10

Legal

This function includes activities undertaken to enable the Bank to pursue policy, program and service delivery priorities and objectives within a legally sound framework.

Advisory services
Description: Information related to the provision of legal 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 and guidelines, and representing the Bank’s interests in litigation.
Document Types: May include legal opinions, working papers, correspondence, copies of enacted legislation, records documenting consultations with other federal institutions, schedules, written questions and briefing books.
Record Number: BOC LEG 05

Compliance
Description: Information related to ensuring compliance with various policies and legislation, including access to information, privacy, disclosure of wrongdoing, and the Code of Business Conduct and Ethics. Includes processing informal and formal requests for information; managing declarations of conflict of interest; addressing suspected breaches and allegations of wrongdoing; preparing reports and updates; providing advice on the identification, mitigation and management of privacy and conduct risks; and training to employees. Additionally, it includes responding to complaints and investigations from various oversight bodies, such as the Office of the Information Commissioner of Canada, the Office of the Privacy Commissioner of Canada, and the Office of the Public Sector Integrity Commissioner of Canada, and other relevant regulatory bodies. It also addresses responding to privacy breaches involving the unauthorized collection, use, disclosure, retention and disposal of personal information. Finally, it includes proactive disclosure activities and updates to the Bank’s chapter of the Info Source publication, including Personal Information Banks.
Document Types: May include requests for information, responses and related correspondence, requests for correction to personal information, general inquiries, case files, reports (including to Parliament), statistics, legal opinions, allegations, recommendations and investigations (including regulatory and judicial recommendations and orders), internal policies, guidelines, directives and procedures, delegations of authority, privacy impact assessments, privacy breach notifications, file administration documents, disclosure review and response procedures, summaries of analyses, completed certification forms, incidents of conflict of interest, breaches of the Code of Business Conduct and Ethics, confirmations, compliance measures, outcomes and consequences.
Record Number: BOC LEG 10

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 Bank 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; and consultations received from other institutions. Personal information may include the requester’s name, contact information and other processing information related to the request, as well as personal information contained in Bank 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 Office of the Information Commissioner of Canada and the Office of the Privacy Commissioner of Canada.
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 and then destroyed.
RDA Number: 2023/002
Related Record Number: BOC LEG 10
TBS Registration: 20110641
Bank Number: BOC PPU 103

Conflict of interest declarations
Description: The Bank'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 and 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.
Purpose: The purpose of this information is to document the processes that the Bank 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 is retained for two years after the employee leaves the Bank and then destroyed. If an actual conflict exists, the information is kept for seven years after the conflict is resolved, and then destroyed.
RDA Number: 2023/002
Related Record Number: BOC LEG 10
TBS Registration: 006397
Bank Number: BOC PPE 813

Disclosure to federal investigative bodies
Description: This bank has been established in accordance with subsection 8(4) of the Privacy Act 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 for 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 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: 2023/002
Related Record Number: BOC LEG 10
TBS Registration: 20110642
Bank Number: BOC PPU 025

Contracts and agreements
Description: Information related to the development, amendment and management of contracts or agreements on behalf of the Bank to ensure that its interests are protected.
Document Types: May include contracts, agreements, waivers, memoranda of understanding, amendments, sole source contract justifications, customer and vendor liaison documentation, security clearances or checks, supply arrangements and other supporting documentation.
Record Number: BOC LEG 15

Litigation
Description: Information related to any action, suit, litigation or other legal proceeding involving the Bank.
Document Types: May include case files, legal matters and correspondence.
Record Number: BOC LEG 20

Physical asset management

This function includes the acquisition, management, maintenance and disposition of physical assets such as real property, equipment, materiel and artwork.

Equipment management
Description: Information related to the sustainable and financially responsible management of the Bank’s movable assets (excluding money and records) such as furnishings, equipment, supplies, vehicles, artwork and other materiel used or acquired by the Bank to facilitate the efficient delivery of Bank programs and services. Includes maintenance and inspections of regulated systems and equipment in accordance with legislation.
Document Types: May include inventories, planning, price lists, valuations and appraisal statements, insurance policies, licenses, condition reports, maintenance schedules and inspection reports, repairs and disposal documentation.
Record Number: BOC PAM 05

Real property management
Description: Information related to the acquisition and disposition of Bank-owned land and buildings, including plans, drawings, design, construction, top current and future planning and requirements, as well as plans for expansion, allocations of space, offers of space and sale of property. Includes heritage projects and major renovations to the Bank's head office building.
Document Types: May include building inspection reports, plans and drawings.
Record Number: BOC PAM 10

Space management
Description: Information related to the management of physical space, including interior and exterior design, office relocation and storage activities, to ensure that space is appropriately utilized.
Document Types: May include space allocation studies, design of office layout, employee space allocation, space utilization data and reports, and related resources.
Record Number: BOC PAM 15

Facility management database
Description: This bank contains records of employee names, employee identification numbers, employment status, job levels and access card numbers that 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 six months after an individual leaves the Bank and then destroyed.
RDA Number: 2023/002
Related Record Number: BOC PAM 15
TBS Registration: 004236
Bank Number: BOC PPE 819

Security

This function includes the management and delivery of appropriate policies and measures to safeguard Bank assets (physical, personnel, information and technology).

Access control
Description: Information related to electronic and physical measures put in place to ensure appropriate access for authorized employees, guests and clients in order to safeguard Bank assets.
Document Types: May include requests for digital or physical access, completed access and programming forms, visitor registration forms and subscriber accounts and agreements.
Record Number: BOC SEC 05

Identification and access control
Description: This bank describes information related to the administration of access controls to Bank facilities, networks and restricted areas. This includes passes for permanent and temporary employees, tenants, contractors and visitors, as well as access control logs. Personal information may include an individual’s name, contact information, employer name, job title (for visitors), photographs, physical attributes including biometrics, signatures and access card numbers.
Class of Individuals: Employees, visitors and individuals on assignment or contract who require access to Bank facilities or networks, as well as tenants of Bank facilities.
Purpose: This bank is used to maintain information relating to the issuance, use and cancellation of identification and building/network-access, and to assist in ensuring both 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 records are kept for five years after an individual’s last access to Bank networks or facilities and then destroyed, except for biometric templates, which are kept for two years after an individual no longer requires access to Bank facilities or restricted areas at the Bank.
RDA Number: 2023/002
Related Record Number: BOC SEC 05
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 who 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 as well as photocopies of their passport, birth certificate, driver's license, employee-service-specific identification card, health card or marriage certificate.
Class of Individuals: Bank employees, contractors, business partners and members of the general 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 be used only 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 Certification Authority never expire and are kept indefinitely. Audit information, subscriber agreements and acknowledgements, and any identification and authentication information are retained for a minimum of seven years following the termination of a certificate and then destroyed.
RDA Number: 2023/002
Related Record Number: BOC SEC 05
TBS Registration: 005156
Bank Number: BOC PPU 050

Incident management
Description: Information related to the monitoring, evaluation and investigation of detected security events and incidents that indicate a potential threat to the security of the Bank’s assets (physical, personnel, information and information technology).
Document Types: May include monitoring, evaluation and investigation reports, video surveillance recordings, mitigation strategies and recommendations.
Record Number: BOC SEC 10

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 or 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 is reduced.
Consistent Uses: Information may be disclosed to the following entities: the departmental security office, departmental Access to Information and Privacy (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 health and safety officers appointed under the Canada Labour Code for incidents that can be considered a "hazardous occurrence" or that 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 Disposal Standards:  Records are kept for seven years and then destroyed. Privacy incidents not related to a security event or incident and not subject to a security investigation are kept for two years and then destroyed.
RDA Number: 2023/002
Related Record Number: BOC SEC 10
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 and within Bank-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 and of individuals and assets present in such facilities. Video surveillance is sometimes conducted in real time, or recordings may 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 Disposal 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 are kept for five years and then destroyed.
RDA Number: 2023/002
Related Record Number: BOC SEC 10
TBS Registration: 20110640
Bank Number: BOC PPU 118

Oversight, assessments, and advisory services
Description: Information related to the evaluation of facilities, systems, networks, equipment and other assets according to business and regulatory requirements to ensure compliance with agreed security standards, policies, protocol and legislative requirements.
Document Types: May include threat and risk assessments (physical and cyber), security oversight and advisory reports, security briefing notes, statements of sensitivity, vulnerability scans, security awareness and training materials, inspections, reports and surveys.
Record Number: BOC SEC 15

Protection and screening services
Description: Information related to the provision of protection services to specific employees and their immediate family members and security screening services.
Document Types: May include client requests, completed forms, questionnaires, assessments and personnel profiles.
Record Number: BOC SEC 20

Employee protection
Description: This bank describes information related to the security of specific employees and 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 vehicle 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 officials at the Bank 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 is kept for two years after an employee leaves a position and then destroyed.
RDA Number: 2023/002
Related Record Number: BOC SEC 20
TBS Registration: 20110644
Bank Number: BOC PPE 845

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. Personal information may include an individual’s employee identification number, completed fingerprint forms, results of the Royal Canadian Mounted Police criminal record name check and fingerprinting record check, credit bureau check and Access Card Authorization form, 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 includes an individual’s completed Personnel Security Clearance Questionnaire and Personnel Security Assessment, summaries of Canadian Security Intelligence Service record check and investigations, completed Government of Canada Personnel Screening Request and Authorization forms, security briefings and other documentation providing positive identification. This bank may also describe personal information about any immediate relatives, including name, contact information, date of birth and death (if applicable), and relationship to applicant.
Class of Individuals: All current and former Bank 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 supporting documentation for reliability checks and security clearance. This bank [of records] is also used to record information pertinent to determining the appropriate level of security clearance for employees whose position requires security screening.
Consistent Uses: Some information may be shared with the Royal Canadian Mounted Police and Canadian Security Intelligence Service 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 five years after an employee leaves the Bank and then destroyed. Contracted company employees' records are kept for five years after departure from the Bank and then destroyed.
RDA Number: 2023/002
Related Record Number: BOC SEC 20
TBS Registration: 002216
Bank Number: BOC PPE 816

Security policies and procedures
Description: Information related to the development, establishment and maintenance of corporate security policies, directives, standards and guidelines to ensure personnel, information, physical assets and services are safeguarded and security risks are managed and mitigated.
Document Types: May include the Corporate Security Policy and associated guidelines, security processes and procedures and security training manuals.
Record Number: BOC SEC 25

Technology

This function includes the acquisition, provision and management of standardized information technology services and environments that deliver advanced technologies to enhance business value.

Acquisitions and system management
Description: Information related to planning for the acquisition of technology solutions and the maintenance of existing systems, applications, servers and networks including updating, testing, supporting and decommissioning processes.
Document Types: May include acquisition plans, technological reviews and analyses, compatibility verifications, licensing information, prioritizations, risk assessments, requirements and recommendations, system specifications, codes, procedures, user manuals, logs, enhancements, test plans and results, and decommissioning documentation.
Record Number: BOC TEC 05

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’s 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 two years and then destroyed.
RDA Number: 2023/002
Related Record Number: BOC TEC 05
TBS Registration: 20110643
Bank Number: BOC PPU 098

Technology services and support
Description: Information related to the provision of technology advice, guidance, consulting and operational services in response to incidents and client requests and to support the management and delivery of technological programs and projects.
Document Types: May include request system tickets, completed request forms, correspondence, metrics, client satisfaction measurements, FAQs, procedures, processes and guidelines, and project documentation including testing, installation and configuration of technology solutions.
Record Number: BOC TEC 10

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.

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

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