Classes of Personal Information

The classes of personal information listed below describe particular program records which, because of their nature, are more likely to contain personal information involving offenders, staff or members of the public regarding injury sustained while on institutional property, damage or loss of personal property or departmental property and other unusual incidents such as fires which might result in a claim against the Crown. Individuals seeking access to these records must provide the location and the approximate date the inquiries were held. This class of records is used to process claims for and against the Crown, to establish the nature and length of disabilities and to determine the need for establishing or revising internal operating procedures. Retention periods are in accordance with the appropriate records schedules designated for the subject records.

Administrative Inquiries

This group is a class of records on incidents convened by various officials at the National and Regional levels. Certain information provided by or about individuals may also be found in administrative records, such as general correspondence and organizational planning files which are not contained in the specific information banks as noted above. Personal information is retrievable only if specifics are provided concerning the subject matter and related program activity. Retention periods are in accordance with the appropriate records schedules designated for the subject records.

Appreciation, Complaints, Inquiries

This group is a class of records generated by members of the public, or staff such as: letters of appreciation, complaints and general inquiries. The data contained in this class of records is only used for an administrative purpose in cases where a complaint or inquiry is acted upon. Individuals seeking access to these records must provide the approximate date that the letter of appreciation, complaint or inquiry was initiated. These records are retained for five years.

Complaints and Criticisms

This group is a class of records on complaints or criticisms received from staff regarding conditions of employment, including those from the Human Rights Commission and the Anti-discrimination Branch of the Public Service Commission. Individuals seeking access to these records must provide the approximate date the complaint or criticism was lodged. This class of records is used to record information dealing with complaints or criticisms involving staff and to make specific decisions to resolve the matter. Records are retained for two years.

Correctional Investigator Inquiries Records

This group is a class of records on inquiries initiated by the Correctional Investigator. This class of records is used to analyze and make action recommendations resulting from these inquiries conducted by the Correctional Investigator. These records are retained for twenty-five years. Historical records are transferred to Library and Archives Canada. Information sharing occurs with the Correctional Investigator.

Disciplinary Court Hearings

This group is a class of records on disciplinary court hearings. For each session of disciplinary court, recordings are made which contain the transcripts of the hearings on offenders who have been charged while incarcerated in an institution. This class of records is used to make decisions on the discipline of offenders resulting from the disciplinary court and during the grievance process. Individuals seeking access to these records must provide the name of the institution in which they were charged and the date of the disciplinary hearing. It should be noted, however, that the offender may obtain records by sending a written request directly to the warden of the institution where the disciplinary hearing occurred. These records are retained for two years following the suspension of all actions relating to the disciplinary hearing.

Electronic Monitoring

This group is a class of records containing information on the Electronic Monitoring Program (EMP). The EMP is an additional supervision strategy that was active from 2008 to 2011 that allowed certain offenders to wear an electronic monitoring device to ensure compliance with the release conditions. Records in this class include program committee minutes, referral notes and photocopies of offender information found in the Case Management bank. This class of records is used to make decisions surrounding the implementation of the program and to facilitate the service delivery of the EMP. Individuals seeking access to these records must provide the dates they were a part of the program. These records are currently held at national headquarters; however this is subject to change. The retention and disposal methods of this class of records have yet to be decided as it is a pilot project.

Information Services – Inquiries

This group is a class of records on miscellaneous inquiries received from the public, outside organizations and other government departments on services performed by the Department. This class of records is used to respond to requests to interview employees and offenders from external sources such as the media and provincial organizations. Individuals seeking access to these records must provide the approximate date that the inquiry was initiated. These records are retained for five years.

Institutional Security Threats

This group is a class of records on national and international groups, organizations and criminals. This class of records is used to provide background information on threats to institutional security and to provide reports on all security investigations to aid in preventing recurrences. Individuals seeking access to these records must provide the location and approximate date of the threat or investigation. These records are retained for ten years. Historical records are transferred to Library and Archives Canada.  Information sharing occurs with PBC, law enforcement agencies and provincial authorities.

Resource Management Tool (RMT)

This group is a class of records containing information extracts from the Resource Management Tool (RMT) General Ledger, Payables, Receivables and Manufacturing modules in order to provide internal departmental users with an integrated view of financial data.  The class also extracts forecast data from the Salary Management System (SMS), and this data is not easily identifiable by a personal identifier. This class of records is used on a daily basis by budget managers at all levels to report financial summary and detailed information as well as to track and enter forecast data. Individuals seeking access to these records must provide a description of the exact financial information they are looking for. RMT stores data for the past seven years.

Investigations

This group is a class of records on investigations on a wide variety of operational matters. The reports of the investigations include the terms of reference, facts gathered and recommendations. This class of records is used to resolve incidents involving offenders or employees and to correct, where required, methods of operation and internal procedures. Individuals seeking access to these records must provide the investigation, the location and approximate date it was initiated. Records are retained for twenty-five years. Historical records are transferred to Library and Archives Canada.

Ministerial Inquiries

This group is a class of records on inquiries received from the public, outside organizations and other government departments on parliamentary matters and material agendas and decisions of Cabinet. Individuals seeking access to these records must provide the subject matter, and approximate date the inquiry was initiated. Records are retained for five years.

Research/Public Opinion Research

This is a class of records generated by research subjects, offenders or staff who participate in research, including public opinion research, on a vast spectrum of topics, conducted in Correctional Service Canada. Retrievable records consist of data gathering instruments such as, but not exclusively, questionnaires containing personal information that reveals the identification of the research subject. Data contained in this class of records are not used for administrative purposes. Individuals seeking access to these records must provide the title of the research project in which they participated, the location and date of the research, and any other information that may help to identify and locate the personal information they are seeking.

Security Inquiries

This group is a class of records on serious security incidents. For each incident, the report includes the inquiry terms of reference, facts gathered and recommendations. This class of records also encompasses police reports and intelligence assessments and is used to provide documentation to prevent recurrences of security incidents. Individuals seeking access to these records must provide the type of incident, the location and approximate date of the incident. These records are retained for twenty-five years. Historical records are transferred to Library and Archives Canada. Information sharing occurs with PBC, law enforcement agencies and provincial authorities.