Info Source 2024 : Library and Archives Canada
On this page
1. Legend
List of abbreviations for terms used throughout the document:
- ATIA
- Access to Information Act
- ATI
- Access to Information and Privacy
- CAF
- Canadian Armed Forces
- CIP
- Cataloguing in Publication
- CoRs
- Classes of Records
- DAs
- Disposition Authorizations
- DND
- Department of National Defence
- GC
- Government of Canada
- IM
- Information Management
- LAC
- Library and Archives Canada
- LACA
- Library and Archives of Canada Act
- OCLC
- Online Computer Library Center
- PI
- Personal Information
- PIAs
- Privacy Impact Assessments
- PIBs
- Personal Information Banks
- PR
- Personnel Record
- PRI
- Personal Record Identifier
- PSPC
- Public Services and Procurement Canada
- RCN
- Royal Canadian Navy
- RDACS
- Records Disposition Authorities Control System
- SIN
- Social Insurance Number
- TBS
- Treasury Board of Canada Secretariat
- VAC
- Veterans Affairs Canada
2. General information
Introduction to Info Source
Info Source describes the programs and activities, as well as the information holdings related to programs and activities, of government institutions subject to the Access to Information Act to facilitate the right of access. It also provides individuals, including current and former employees of the Government of Canada, 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.
An index of institutions that are subject to the Access to Information Act and the Privacy Act is available centrally.
The Access to Information Act and the Privacy Act assign overall responsibility for the government-wide administration of the legislation to the President of Treasury Board as the designated Minister.
Background
Founded in 1872 as a division within the Department of Agriculture, the Dominion Archives was transformed into the autonomous Public Archives of Canada in 1912 and renamed the National Archives of Canada in 1987. The National Library of Canada was originally established by an Act of Parliament in 1953.
Specifically, the Library and Archives of Canada Act established Library and Archives Canada (LAC) on April 22, 2004. A subsequent Order-in-Council dated May 21, 2004, united the collections, services and personnel of the National Archives of Canada and the National Library of Canada.
Since inception, LAC has reported to Parliament through the Minister of Canadian Heritage.
Responsibilities
LAC is a federal institution tasked with acquiring, preserving, and making Canada’s documentary heritage accessible and combines the holdings, services and staff of both the former National Library of Canada and the National Archives of Canada. For information on LAC’s responsibilities, please consult our mandate.
LAC has two core program responsibilities:
- Acquiring and preserving documentary heritage
- Providing access to documentary heritage
For more information about these responsibilities and related program activities, please consult Departmental Plan 2023–2024.
LAC’s strategic policies
LAC uses evidence-based research and policies and makes strategic decisions to deliver its mandate to Canadians in an accountable and transparent manner. LAC’s strategic policy suites ensure consistency and coherence among different parts of the institution and alignment with relevant Government of Canada policies and priorities.
All LAC staff are involved in policy development. Strategic direction is provided by senior management who approve strategic policy frameworks (broad principles) and related policies (requirements and responsibilities). Operational areas implement these policies. LAC’s strategic policy suites are periodically reviewed.
For more information on LAC’s major policies, please consult LAC Strategic Policy Suites.
How to read Info Source
This section defines the components of Info Source to assist members of the public, government institutions, and employees to determine which resources are located within each of LAC’s information holdings.
Program
A program is a group of related resource inputs and activities that LAC directs to fulfill specific areas of its mandate. These programs align with the core responsibilities described in LAC's 2023–2024 Departmental Plan.
Sub-program
Each program is further divided into sub-programs. At LAC, the sub-program level is accountable for the records found in its Classes of Records (CoRs).
Class of Records (CoRs)
A Class of Records (CoR) describes the records created, collected, and maintained by LAC as evidence of and information about a particular institutional program or activity. These records are subject to requests under the Access to Information Act (ATIA). If these records contain personal information, the CoR will have a personal information bank associated with it.
Personal Information Banks (PIBs)
Personal Information Banks (PIBs) describe the personal information collected, used, and maintained by government institutions in support of specific programs and activities. The Privacy Act requires that a government institution maintain PIBs to describe all personal information that has been or is being used for administrative purposes and/or is organized and retrievable by a person’s name or by an identifying number, symbol, or other particular assigned only to that person.
Please see the Treasury Board Secretariat’s Glossary of Terms on Access to Information and Privacy for more information about PIBs.
As the government institution responsible for collecting and preserving Canada’s documentary heritage, LAC maintains PIBs relating to the personnel files of members of the Canadian Forces and former federal employees in addition to PIBs relating to its own institutional functions, programs, and activities in accordance with the Library and Archives of Canada Act.
3. Institutional programs and activities
Institution-specific content
Acquiring and preserving documentary heritage
LAC acquires documentary heritage of historical value and preserves it for current and future generations, as mandated by the Library and Archives of Canada Act (LACA).
Its collection is made up of documentary heritage preserved in a variety of media and formats.
LAC advises the Government of Canada and its institutions on the management of information and ensures that records of historical value are transferred to its collection.
Through legal deposit, all materials submitted by Canadian publishers become part of its collection, as well as sampling of Internet content.
Other records of national significance are acquired to document Canadian society.
LAC uses state-of-the-art techniques and infrastructure to restore the collection and provide optimal conditions for long-term preservation. LAC also builds its capacity and expertise to ensure the availability of digital records.
Government information is managed to support the continuing memory of the Government of Canada and its institutions
LAC facilitates the management of information within federal institutions by evaluating information resources, issuing records disposition authorizations and developing tools, advice, guidelines and information management (IM) community development events that support the implementation of sound recordkeeping practices. Furthermore, LAC provides input on IM policies and standards by participating in many intergovernmental, interjurisdictional and international committees.
Collaboration in the management of government records
In collaboration with central agencies, federal departments and agencies and other stakeholders, LAC plays a lead role in developing standards, tools and best practices for information management and recordkeeping.
Development of disposition authorizations
To enable effective recordkeeping within federal institutions, LAC issues disposition authorizations. These authorizations specify the records that must be transferred to LAC at the end of their active use, based on their historical importance. Other records, such as transitory records and records that do not have enduring business value, are disposed of by the institution at the end of their retention period upon the authority of the Librarian and Archivist of Canada.
Preservation
LAC manages a vast collection of materials in a wide range of formats, both digital and analog, to ensure their long-term preservation and accessibility for the benefit of all Canadians. The preservation of these materials includes all management activities and strategies aimed at ensuring the integrity and authenticity of Canada’s documentary heritage, as well as its short- and long-term availability.
There are various types of preservation activities for analog materials:
- those related to the physical management of the collection, such as storage
- those involving conservation, which include preventing documents from deteriorating as well as repairing already damaged documents
- those associated with reproduction and the making of replacement copies, which ensure the preservation and availability of documents that would otherwise be too fragile to access
On the digital side, digital documentary heritage is stored on stable preservation media and monitored for obsolescence and deterioration. When required, old media and formats are migrated to newer, more modern media and formats. In recent years, LAC has conducted several pilot projects involving its new Digital Asset Management System (DAMS). They have successfully demonstrated that DAMS can support the acquisition, evaluation, description, preservation and retrieval of LAC’s digital collections. This set of automated and semi-automated digital tools monitors the integrity of the data, allowing for the management and long-term preservation of digital assets. In addition, LAC contributes to the digital preservation of the Canadian web by harvesting web resources through the LAC Web Archiving Program and making them available through the Government of Canada Web Archive (GCWA).
Collections management
Collections management ensures that the LAC collection is safe, secure and well preserved at all times and in all places, whether materials are consulted by clients, being copied, on loan or exhibit, or during disaster recovery. It involves the development and implementation of plans, policies, standards and guidelines on the proper storage conditions for analog and digital documents; assessments of new collection management technologies; surveys to assess the physical condition of the collection; and long-term and short-term plans and procedures for conservation treatment, copying and housing. Preventive preservation activities include active programs in pest management, containerization, and care and handling training.
Conservation treatment
Treatment techniques slow down, prevent or repair damage done to documents, thereby permitting their continued availability for use. Treatments vary from minimal interventions (intended to make as many items available for consultation as possible) to more extensive treatments when an item is intended to be used for exhibition, publication or other special use. Activities range from the physical examination of new acquisitions to detailed work on single items, such as cleaning, consolidation, stain removal and repair. Preservation treatment is supported by media-specific laboratories, which treat both archival and published collections, including moving images and audio, books, manuscripts, maps, philately, documentary art and photography.
Preservation copying
Preservation copying involves the reproduction of an original from LAC’s collection of documentary heritage using a variety of analog or digital means. This copy serves as a permanent replacement for a deteriorated, unstable, fragile or obsolete original, or is used in lieu of rare or vulnerable items subject to loss or damage due to their medium, format or value. Preservation copying also includes the transfer and refreshment of audio, video, film and electronic files to new carriers, often to manage technological obsolescence. The goal of preservation copying is to transfer information as faithfully as possible, ensuring an accurate rendition of the original.
Providing access to documentary heritage
LAC provides access to its collection, while respecting legal, policy and contractual obligations.
Using cutting-edge technologies, LAC enables Canadians to access and consult its collection and enrich their knowledge of Canada’s documentary heritage.
LAC makes digital content available through its website and social media to improve access to its collection. As well, LAC provides in-person services at its four service points.
LAC uses innovative strategies such as crowdsourcing (Co-Lab) and the DigiLab to complement the digital content of its collection.
LAC also promotes Canadian heritage by creating exhibitions that enable the public to discover its collection in cultural sites throughout Canada.
Through the Documentary Heritage Communities Program, LAC supports memory organizations by increasing their capacity to preserve and make their collections accessible.
Military and civilian personnel records
The following Classes of Records (CoR) and Personal Information Banks (PIB) describe the personnel files of former members of the Canadian Forces and former Government of Canada employees held in LAC’s collection. Access to these records is provided via LAC’s Access to Information and Privacy (ATIP) team, pursuant to the Access to Information Act and the Privacy Act.
Internal services
Acquisition services
Acquisition services involve activities undertaken to acquire goods or services to fulfill a properly completed request (including a complete and accurate definition of requirements and certification that funds are available) until entering into or amending a contract.
Communications services
Communications services involve activities to ensure that Government of Canada communications are effectively managed, well coordinated and responsive to the diverse information needs of the public. The communications management function ensures that the public—internal or external—receives government information and that the views and concerns of the public are taken into account in the planning, management and evaluation of policies, programs, services and initiatives.
Financial management services
Financial management services involve activities to ensure the prudent use of public resources, including planning, budgeting, accounting, reporting, control and oversight, analysis, decision support and advice, and financial systems.
Human resource management services
Human resources management services involve activities for determining strategic direction and allocating resources among services and processes, as well as activities relating to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the federal government comply with applicable laws, regulations, policies and plans.
Information management services
Information management (IM) services involve activities to achieve efficient and effective information management to support program and service delivery; foster informed decision-making; facilitate accountability, transparency and collaboration; and preserve and ensure access to information and records for the benefit of present and future generations.
Information technology services
Information technology services involve activities to achieve efficient and effective use of information technology to support government priorities and program delivery, increase productivity and enhance services to the public.
Legal services
Legal services involve activities to enable government departments and agencies to pursue policy, program and service delivery priorities and objectives within a legally sound framework.
Management and oversight services
Management and oversight services involve activities for determining strategic direction and allocating resources among services and processes, as well as those activities related to analyzing exposure to risk and determining appropriate countermeasures. They ensure that the service operations and programs of the Government of Canada comply with applicable laws, regulations, policies or plans.
Materiel services
Materiel services involve activities to ensure that materiel can be managed by departments in a sustainable and financially responsible manner that supports the cost-effective and efficient delivery of government programs.
Real property services
Real property services involve activities to ensure that real property is managed in a sustainable and financially responsible manner throughout its life cycle to support cost-effective and efficient delivery of government programs.
Travel and other administrative services
Travel and other administrative services include GC travel services as well as those other internal services that do not smoothly fit with any of the internal services categories.
4. Classes of personal information
Classes of personal information describe personal information that is not used for administrative purposes or is not intended to be retrievable by personal identifiers. Examples include unsolicited opinions, complaints or correspondence. This category is included to ensure that LAC is accountable for all personal information it holds.
- Correspondence, reports and documentation from external organizations and individuals
- Learning materials
- News and media items
- External conference and event materials
- Documentation related to public service standards, strategies and operational practices
5. Manuals
LAC uses the following instructions, handbooks and written procedures in administering its institutional programs and activities that affect the general public:
- Access to Information, Privacy and Personnel Records Procedures Manual
- Canadian Subject Headings (English only)
- Class PS8000: A Classification for Canadian Literature
- Class FC: A Classification for Canadian History
- Collection Development Policy of the National Library of Canada
- Computerized Information Service Manual
- Cooperative Online Serials Program (CONSER) Cataloguing Manual and Editing Guide
- Government Operations Division (formerly Government Archives Division) Procedure Manual
- Information Classification and Designation Guide
- International Standard Music Number (ISMN) User’s Manual
- International Standard Serial Number (ISSN) Manual
- LAC Library and Archives Canada Rule Interpretations
- Machine-Readable Cataloguing (MARC) 21 Format for Authority Data
- Machine-Readable Cataloguing (MARC) 21 Format for Bibliographic Data
- MARC 21 Format for Holdings Data
- MARC 21 Format for Classification Data
- MARC 21 Format for Community Information
- National Library of Canada (NLC) Subject Cataloguing Manual
- Official Publications Manual
- Periodicals Section Manual
- Records Management File Classification Manual
- Records Management: Organization and Procedures
- Répertoire de vedettes-matière (French only)
- Resource Description and Access (RDA) Toolkit
- Rules for Archival Description
- Serials Records Section
- Statistics Manual
- Symbols and Interlibrary Loan Policies in Canada
- Systems Assurance Manual
- Technicians’ Manual
6. Contracts
(under development)
7. Information sharing arrangements
Information-sharing arrangements for ATIP services
Summary:
LAC has information-sharing arrangements with departments for the cost recovery of ATIP services when the documents coming from those departments must be redacted.
8. Additional information
Information about access to information and privacy at LAC, including how to file Access to Information Act or Privacy Act requests by mail and online, can be found on LAC’s Access to Information, Privacy and Personnel Records website.
Reading room
In accordance with the Access to Information Act and the Privacy Act, applicants may wish to review material in person. LAC has service points in Ottawa, Halifax, Winnipeg and Vancouver.
Completed access to information requests
The Government of Canada encourages the release of information through informal requests made outside of the ATIP process. Records released in response to completed Access to Information requests processed by LAC can be obtained informally. For more information, consult completed ATI requests.
Open data
The Government of Canada seeks to provide greater access to government data and information. Government data and digital records can be obtained through the Open Government portal.
9. Detailed content: Institution-specific Classes of Records (CoR) and Personal Information Banks (PIB)
Acquiring and preserving documentary heritage
Acquisitions
Description:
Includes records related to the acquisition (by legal deposit, purchase, or gift) of Canadian and non-Canadian publications in all formats. These publications are added to the national collection. Records include information related to descriptions of publications as well as information on suppliers, authors, publishers, etc. They are created, stored and managed using the OCLC WorldShare integrated library system acquisition module. Some reports from LAC’s former library management system, AMICUS, have been saved in LAC’s SharePoint system for staff reference.
Document types:
Machine-readable records related to the bibliographic information, ordering, invoicing and receipt of materials; committee records (agendas, minutes of meetings, records of decision); correspondence; acquisition criteria and agreements; statistical reports; program plans and evaluations; contracts; lesson plans and supporting documentation; research files; inventories; electronic publishing documentation; communication plans; etc.
Record number: LAC DHC 030
Note:
LAC replaced its former library management system AMICUS with OCLC WorldShare in 2018. Discovery of holdings of libraries across Canada is now provided through LAC’s two catalogues that use OCLC WorldShare functionality: Voilà (National Union Catalogue) and Aurora (catalogue of LAC’s own published holdings). For more information, please visit: The basics.
Gifts and Major Acquisitions Database (PIB)
Description:
Contains current and retrospective (to 1975) information about major acquisitions of published materials bought and gifts received by LAC. Information includes the name and contact information (telephone number, email address and address) of individuals and organizations. The database is organized first by fiscal year, then by a sequential number for each gift. Each entry includes a brief description of the gift, its nature/type, its monetary value and actions taken.
Class of individuals:
Donors to LAC.
Purpose:
The database provides LAC staff with information about donors, gifts and monetary values to evaluate and manage future gifts and to respond to questions from the Canada Revenue Agency (CRA).
Consistent uses:
To produce statistics on gifts.
Retention and disposal standards:
Information on gifts is retained for the period equivalent to the life of the gift. Under review.
DA number: 2015/007
Related record number: LAC DHC 030
TBS registration: 004478
Bank number: LAC PPU 060
Notes:
Gift agreements are sent to the CRA for taxation purposes. These specify the nature of the gift, its monetary value, and donor contact and identification information.
OCLC WorldShare (CoR)
Description:
Contains all records related to the addition and maintenance of description information in LAC’s two catalogues with OCLC WorldShare functionality: Voilà (National Union Catalogue listing the holdings of libraries across Canada) and Aurora (catalogue of LAC’s own published holdings). These two catalogues contain over 38 million records describing books, magazines, newspapers, government documents, theses, sound recordings, maps and electronic texts, as well as items in Braille and large print.
Document types:
Database records, committee minutes, committee records of decision, correspondence, memoranda, policies and procedures, statistical reports, briefing notes, project documentation (project plans, charters, etc.).
Record number: LAC ITB 010
Note:
LAC replaced its former library management system AMICUS with OCLC WorldShare in 2018. Discovery of holdings of libraries across Canada is now provided through LAC’s two catalogues that use OCLC WorldShare functionality: Voilà (National Union Catalogue) and Aurora (catalogue of LAC’s own published holdings). For more information, please visit: The basics.
Canadian Digital Information Strategy (CoR)
Description:
Includes records resulting from a series of discussions, held from 2005 to 2008, where LAC facilitated discussions on behalf of more than 200 stakeholder organizations from the private, public and academic sectors involved in the creation, preservation and dissemination of digital information in Canada. Consultations culminated in a National Summit in 2006, at which broad consensus on the elements of a national digital information strategy emerged. Responsibility was conferred on LAC by summit participants to prepare a final report. The development of the final report will continue to form the basis for the direction of LAC’s digital strategies within its legislated mandate.
Document types:
A final report entitled Canadian Digital Information Strategy: Final Report of Consultations with Stakeholder Communities 2005–2008.
Record number: LAC DHC 036
Canadian Theses (CoR)
Description:
Includes records related to the management and administration of the Theses Canada program, which acquires approved theses and dissertations from Canadian universities. Access to metadata and theses is available on the Theses Canada Portal, a sub-site of the LAC website. The Portal includes content about the program and a search interface to locate bibliographic records for theses and dissertations, access electronic theses online, and request hard copies through interlibrary loan.
Document types:
Theses and dissertations; advisory committee records (program updates, agendas, minutes); annual work plans; articles; presentations; briefing notes; budgets; client inquiries; contact information; contracts; copyright; development of the Theses Canada Portal (systems and content); financial records (invoices, invoice ledgers); inventories; legal issues; memberships; metadata; preservation master microfiche acquisition and storage; procedures; service issues with contractors; statistical reports; surveys; theses digitization; theses licences; travel plans; and university correspondence.
Record number: LAC DHC 110
Cataloguing in Publication (CoR)
Description:
Records generated from the Cataloguing in Publication (CIP) program, which catalogues Canadian books prior to publication. This cataloguing information is printed in the book at the time of publication. The CIP data gathered through the program are made available.
Document types:
Completed CIP application forms, statistics, contracts, communication documents, minutes, records of decision, memoranda, policies and procedures, briefing notes and project documentation.
Record number: LAC DHC 040
Digital Legal Deposit (CoR)
Description:
Includes records related to the management and administration of the digital component of the legal deposit program, which acquires electronic publications (e.g., books, reports, periodicals) from the federal government and other Canadian publishers (commercial, universities, associations, self-publishers). Digital publications are searchable through LAC’s catalogue. Access for digital titles is either open or restricted.
Document types:
Online publications (e.g., bulletins, journals, books), and administrative records including annual work plans, client inquiries, correspondence, supplier lists, policies, procedures and statistical reports.
Record Number: LAC DHC 021
Government Records (CoR)
Description:
Records related to the acquisition and management of archival federal government records transferred to LAC.
Document types:
Records related to training and guidance, internal research studies and project reports. Documentation on the development of methodology, policies, tools and instruments for disposition, arrangement, description of records and archival appraisal; documentation containing the analysis and rationale supporting the removal of Government of Canada records from LAC holdings; proceedings of committees and working groups.
Record number: LAC CMHI 011
International Organization for Standardization (CoR)
Description:
Information on the work of various committees and subcommittees of the International Organization for Standardization (ISO) regarding documentation and related standards. LAC hosts the national mirror committees for ISO TC46, TC46/SC4, TC46/SC8, TC46/SC9 and TC46/SC11.
Document types:
Reports from technical committees and working groups concerned with standards for information and documentation (ISO/TC46 and its subcommittees).
Record number: LAC DHC 130
International Standard Numbering Programs (CoR)
Description:
Records related to the assignment of International Standard Book Numbers (ISBNs) and International Standard Music Numbers (ISMNs) to publishers; and the assignment of International Standard Serial Numbers (ISSNs) to individual serial publications.
Document types:
Database entries, minutes, records of decision, correspondence, memoranda, policies, standards and procedures, statistical reports, briefing notes and project documentation.
Record Number: LAC DHC 065
National and International Bibliographic Projects (CoR)
Description:
Information on participation in national and international cooperative projects designed to foster the sharing of bibliographic information.
Document types:
Reports, correspondence, memoranda, briefing notes, minutes, and records of decisions.
Record number: LAC DHC 235
Private Archives (CoR)
Description:
Includes records related to the acquisition, arrangement and description of a national collection reflecting political, social, economic and cultural life in Canada. Records comprise information concerning private archives and special collections, such as literary archives, including children’s literature; rare books; music archives; sound recordings and moving images; art and photography; science and technology; labour, economic and political records; records of Parliament, Governors General, judges of the Supreme Court, the Federal Court and its predecessor courts; senior public servants (including diplomats and senior military officers); and ministerial records (including records of Canada’s prime ministers, cabinet ministers, members of Parliament, senators and national political parties). Also includes records pertaining to accessioning, intellectual arrangement, description, the creation of finding aids, the preparation of user guides, terms and conditions for transfer, purchases and donations, archival appraisals monetary evaluation, loans, quality assurance, and the creation and maintenance of databases, as well as other electronic systems for managing the collections.
Document types:
Transfer agreements, inventories, finding aids, memoranda of understanding, accession records, archival appraisal reports and supporting documentation, monetary evaluation reports, etc.
Record number: LAC DHC 114
Acquisition Records (PIB)
Description:
Includes records related to research on potential archival acquisitions and correspondence with potential sources.
Class of individuals:
Individuals and non-governmental organizations who have corresponded with LAC concerning potential acquisitions.
Purpose:
To develop acquisition priorities and values, to authenticate acquisitions and to trace archival collections.
Consistent uses:
The information is used to document provenance of archival donations and transfer of legal ownership of archival collections, to establish authority for restrictions on public use and copyright protection of donations, and to identify long-term trends in purchase prices of documentary material and document.
Retention and disposal standards:
LAC will permanently retain this information for archival purposes.
DA number: 2015/007
Related record number: LAC DHC 114
TBS registration: 000549
Bank number: LAC PPU 025
Resource Description and Access (RDA) (formerly Anglo-American Cataloguing Rules [AACR]) (CoR)
Description:
Information on the development and revision of the Resource Description and Access (RDA) and the work of the Joint Steering Committee (JSC) for Revision of the RDA.
Document types:
RDA 1st edition; RDA 2nd edition; JSC meetings; amendments to the RDA.
Record number: LAC DHC 060
Notes:
In 2012, LAC implemented the descriptive standard under RDA, which is an online web service. The Standards and Systems office generates documents in support of the development and maintenance of RDA.
Web Archiving Program and the Government of Canada Web Archive (CoR)
Description:
Information and records on web harvested and archived holdings of Canadian web resources from 2005 onward to ensure their preservation for future use and research.
Document types:
Database containing web archival collections, data and metadata. Index of websites of all departments, agencies and commissions of the Government of Canada, and administrative records including policies, procedures and statistical reports.
Record number: LAC DHC 041
Notes:
For more information about the preservation activities of this program, see Preservation.
Advice and Guidance (CoR)
Description:
LAC provides input, support and advice on information management to Government of Canada institutions through the creation of tools, guidelines and policies.
Document types:
Tools, guidelines, policies, briefing notes, plans, presentations, research reports, directives.
Record number: LAC CMHI 185
Federal Libraries Coordination Secretariat (formerly the Council of Federal Libraries Secretariat) (CoR)
Description:
Information on meetings, workshops, projects, publications of the former Federal Library Consortium (disbanded along with the Council of Federal Libraries in 2015), the Federal Libraries Coordination Secretariat’s related committees and working groups, and other activities related to its function of assisting the Librarian and Archivist of Canada in coordinating federal library services.
Document types:
Meeting notes about advisory committees and working groups; workshop notes on management topics, such as copyright; a list of fees for services; elections of steering committee members; publishing plans and publications information series packages; newsletters; annual reports; list of web and GCpedia sites; electronic discussion list.
Record number: LAC CMHI 010
Government of Canada Information Management Events (CoR)
Description:
Records related to the planning and implementation of events supporting the development of the information management community in the Government of Canada.
Document types:
Conference materials including planning and logistics, invitations, registration forms, lists of attendees, contracts, memoranda of understanding, presentations, speaking notes, locations, dates, expenses, evaluation forms, event protocols, frequently asked questions, reports and statistics.
Record number: LAC CMGI 200
Liaison Centre (CoR)
Description:
Records related to responses to queries received from federal institutions concerning the management of information as well as promoting learning and awareness events in support of the development of the IM community.
Document types:
Questions from clients and responses provided, maintained in the Query Management System database. Information may include names, addresses and telephone numbers.
Record number: LAC CMGI 300
Participation in National and International Organizations Related to Information Management (CoR)
Description:
Information relating to participation of LAC in national and international organizations, such as the International Organization for Standardization, the Federal-Provincial-Territorial Recordkeeping Council, and the International Council on Archives.
Document types:
Correspondence, agendas, minutes, policies, standards, reports.
Record number: LAC CMGI 400
Disposition Authorizations (CoR)
Description:
Contains records used by the Librarian and Archivist of Canada to allow government institutions to dispose of records that no longer have operational utility. There are three disposition methods: destroying the records (at the discretion of the institutions); transferring historical records to the control of LAC; or removing records from the control of the Government of Canada, e.g., transferring them to a special operating agency or another level of government.
Document types:
Disposition authorizations and associated appendices, briefing notes, appraisal reports, validation reports and application guides; guidelines and procedures related to the management of information and to the disposition program; and documents related to liaison with Government of Canada institutions subject to the Library and Archives of Canada Act.
Record number: LAC CMGI 100
Disposition and Recordkeeping Portal (DRKP) (CoR)
Description:
An information portal that contains applicable disposition authorizations (DAs) granted by the Librarian and Archivist of Canada to federal institutions, as well as copies of relevant documentation.
Document types:
Disposition authorizations, disposition frameworks, application guides.
Record number: LAC CMGI 350
Preservation of documentary heritage
Audiovisual and Motion Picture Film Copying (CoR)
Description:
Information on the copying of audiovisual and motion picture film holdings to ensure their preservation for future use and research.
Document types:
Policy and strategy documents, work order documentation.
Record number: LAC DHC 300
Conservation (CoR)
Description:
Information on the conservation treatment of documentary heritage to ensure its preservation for future use and research.
Document types:
Policy documents, work order documentation, condition reports, treatment reports, photographic images.
Record number: LAC DHC 320
Conservation Training Internship Participant Records (PIB)
Description:
This personal information bank describes information related to individuals who corresponded with LAC about participating in its conservation training internships. Personal information in the correspondence may include the potential participant’s name; contact information; citizenship; student status; occupation; areas of interest in internships; previous experience in conservation; how the internship will further their studies and career plan; letters of reference from current supervisors or professors, along with opinions on their abilities and personal suitability; and the training evaluators’ opinions about their performance.
Class of individuals:
Students; federal, provincial and municipal government employees; and the employee’s supervisor or professor and evaluators.
Purpose:
Personal information is used to evaluate applications and to administer internships. Personal information is collected pursuant to the Library and Archives of Canada Act.
Consistent uses:
There are no consistent uses.
Retention and disposal standards:
Records are retained for five years after completion of the internship and are then destroyed.
DA number: 2015/007
Related record number: LAC DHC 320
TBS registration: 002339
Bank number: LAC PPU 060
Notes:
Individuals requesting information described by this personal information bank must provide the individual’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), contact information and signature. This PIB was formerly called “Conservation Training-LAC PPU 060.”
Digital Preservation (CoR)
Description:
Includes records and metadata related to the preservation of published and archival collections that are born digital or digitized. Preservation, technical and descriptive metadata are recorded in a digital repository database and used to support the digital preservation function. Documents related to the advancement of digital preservation toward the status of a trusted digital repository are also included. This activity is to support LAC’s mandate to preserve and provide access to Canada’s documentary heritage.
Document types:
Database containing metadata describing the holdings stored in LAC’s preservation vaults, as well as access copies. Policies, procedures, statistical reports, presentations, strategies, project management documents, systems development documents, reports and analyses.
Record number: LAC DHC 315
Digitization (CoR)
Description:
Includes records and information related to the effort made to digitize all media types of analog material. The activity is to ensure the preservation of LAC’s collection of documentary heritage for future use and to enable enhanced access to LAC holdings.
Document types:
Policy and strategy documents, work order documentation.
Record number: LAC DHC 310
Environmental Monitoring (CoR)
Description:
Temperature and relative humidity data are collected by Smart Reader data loggers (monitors) placed in collection storage areas and exhibit cases, as required. When a monitor is removed, data are transferred to hard disc for analysis. Raw data are not typically retained once graphed and analyzed.
Document types:
Raw data, graphs, short summary reports.
Record number: LAC DHC 225
Collections Monitoring (CoR)
Description:
Information on the condition of the collection, treatment plans, treatment requirements and surveys.
Document types:
Databases, spreadsheets, reports.
Record number: LAC DHC 340
Pest Monitoring (CoR)
Description:
To provide passive and active pest control, reduce or eliminate the use of chemicals, and introduce control methods, such as adhesive pest monitors and catch-all traps (for rodents) in all collection areas and building entry points. Pest monitors are checked monthly; data are kept electronically and periodically checked against stored data to establish patterns and to indicate potential problem areas.
Document types:
Spreadsheets.
Record number: LAC DHC 031
Providing access to documentary heritage
Loans for Exhibition (CoR)
Description:
Includes information and records created to support the loan of documentary heritage for public exhibition at national and international museums, galleries and other memory institutions.
Document types:
Policies and procedures, loan agreements, administrative materials, condition reports, insurance, facilities reports and publications.
Record number: LAC DHC 330
Loans to Other Institutions (CoR)
Description:
The Loans to Other Institutions program was instituted in 2013, replacing the former Interlibrary Loan (ILL) program. Records are maintained in LAC’s SharePoint system and in OCLC WorldShare ILL. Information and records include loan requests received by LAC and loan policy information used by Canadian libraries.
Document types:
Loan requests, correspondence, statistics and policies.
Record number: LAC PS 090
Client Information (Loans to Other Institutions) (PIB)
Description:
This personal information bank describes information related to libraries requesting loans of published material from LAC’s collection. Personal information includes the employee’s name and contact information.
Class of individuals:
Library employees.
Purpose of collection:
Personal information is collected to fulfill loan requests.
Consistent uses:
Personal information is used internally to fulfill loan requests.
Retention and disposition standards:
Under development.
DA number: 2015/007
Related record number: LAC PS 090
TBS registration number: 20091701
Bank number: LAC PPU 040
Reference and Related Services (CoR)
Description:
Includes information and records created, collected and maintained to support public access to documentary heritage collections held by LAC through the provision of general reference services, genealogical services and related information transactions conducted at LAC’s national locations. Records relate to client inquiries made in person, by telephone, by mail or by electronic means such as web forms and email. May include information resources created to support autonomous research on Indigenous, ethnocultural or general subjects, including databases, bibliographies, research aids and thematic guides.
Document types:
Forms including user agreements, registration, reprography and client requests; logs, data and statistical records; reports generated by data management systems; correspondence; agendas, minutes and other meeting documents; procedures, guidelines, manuals and service standards; presentations; documents to support public tours and workshops.
Record number: LAC PS 013
Client and Reference Services to the Public (PIB)
Description:
This personal information bank describes information that relates to individuals who use or seek access to LAC research facilities, collections and services for research, reference, genealogical or other inquiries in person, by telephone, by mail or by electronic means such as web forms and email. Personal information may include name, contact information, language preference, biographical information, employee personnel information, user card information such as bar code number and expiry date, education-related information such as school and program, research interests, and banking or credit card information for copy purchases. Depending on the nature of the research or inquiry, it may also include other personal information about the individual and about other individuals who are the subjects of inquiry or who are mentioned in it.
Notes:
Information related to the provision of client and reference services to the public may be stored in the following LAC systems: Query Management System (QMS) and the Contact Information Management System (CIMS).
Class of individuals:
Individuals using or seeking to use LAC’s research facilities, collections and services, including those who register for onsite use; also, individuals who are the subjects of reference queries or who are mentioned in them, particularly genealogical research inquiries.
Purpose of collection
Personal information is collected pursuant to the Library and Archives of Canada Act. It is used to administer LAC programs and activities that provide public access to information and collections through research and consultation services. It is also used to manage user accounts and to issue user cards.
Consistent uses:
Information may be used and disclosed for analysis, evaluation and reporting purposes. The results of these activities are not disclosed in a manner that would identify individuals.
Retention and disposition standards: Four years
Disposition authority number: 2015/007
Related record number: LAC PS 013
Bank number: LAC PPU 011
TBS registration number: 20110255
Symbols and Interlibrary Loan Policies in Canada (CoR)
Description:
LAC maintains the Directory of Library Symbols and Interlibrary Loan Policies in Canada. The Directory includes names of Canadian institutions, postal addresses, telephone numbers, fax numbers, email addresses and other information to support interlibrary loan activities.
Document types:
Correspondence, directory data and policy documentation.
Record number: LAC PS 170
Military and civilian personnel records
Information transferred to the legal control of LAC pursuant to Order-in-Council 1971–1989 (CoR)
Description:
Information from the War Service Records Division used in support of managing former military personnel was transferred to LAC, where it became part of Military Personnel Records under the jurisdiction of the Librarian and Archivist of Canada. The transfer ensured that all service records of former members of the Canadian Forces were under a single authority. This Class of Records also includes records of former civilian employees of the Government of Canada.
Document types:
Personnel files.
Record number: LAC CMHI 155
Army Reserve Force Pay Sheets (PIB)
Description:
This personal information bank describes information related to pay records of Army Reserve Force personnel created from 1948 to 1979 by the Department of National Defence (DND). Personal information may include the service member’s name, service number(s) or Social Insurance Number (SIN), date of birth and pay entitlements.
Class of individuals:
Former Army Reserve Force personnel.
Purpose:
Personal information was transferred to the legal control of LAC pursuant to Order-in-Council 1971–1989. This personal information bank is used as a reference source of information about former military members’ service to support post-service programs and benefits administered by Veterans Affairs Canada (VAC) and DND. The SIN may be used in retrieving information for DND and VAC when it is the only identifier available for former Army Reserve Force personnel.
Consistent uses:
The information may be shared with current authorized personnel of DND. Refer to PID “Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824” for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC. Refer to PIB “Financial Benefits-VAC PPU 510” and “Pensions and Compensation-VAC PPU 055” for administering post-release services and benefits to former Canadian Forces members.
Retention and disposal standards:
Records are kept for 54 years from the date of creation; only those created before 1945 are retained permanently.
DA number: 2018/009
Related record number: LAC CMHI 155, LAC CMHI 170
TBS registration: 000567
Bank number: LAC PPU 715
Notes:
Individuals requesting information described by this personal information bank must provide the service person’s full given name(s) or initials and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable) and period of service. Individuals must also provide their contact information and signature. This PIB was formerly called “Army Reserve Force Pay Sheets-LAC PPE 715.”
Army Unit Pay lists (PIB)
Description:
This personal information bank describes information related to records of army personnel created from 1919 to 1954 by DND. Personal information may include the service member’s name, date of birth, service number(s) and pay entitlements.
Class of individuals:
Former army personnel.
Purpose:
The information is used as a reference source of additional information that may be missing or not contained in the former service person’s military personnel records. Personal information was transferred to the legal control of LAC pursuant to Order-in-Council 1971–1989.
Consistent uses:
There are no consistent uses.
Retention and disposal standards:
Records are retained for 54 years from the date of creation and preserved permanently for archival purposes. Information in the electronic system used to control and monitor the location and use of the records noted above is kept indefinitely.
DA number: 2018/009
Related record number: LAC CMHI 155, LAC CMHI 170
TBS registration: 20091661
Bank number: LAC PPU 727
Notes:
Individuals requesting information described by this personal information bank must provide the service person’s full given name(s) or initial(s) and surname(s), and maiden name, if applicable, date of birth, service number(s) and period of service. Individuals must also provide their contact information and signature.
Auxiliary Services Record – World War II (PIB)
Description:
This personal information bank describes limited personal information and service details, such as the person’s employment data, length and type of service, etc. Individuals seeking access to these records should provide their full given names and surname, date of birth and the unit they served with. Firefighters should also provide their service number(s).
Class of individuals:
Second World War Auxiliary Services personnel, including firefighters, Red Cross workers, special operators, war correspondents and voluntary aid detachment personnel.
Purpose:
To verify terms and periods of service and determine eligibility for benefits and services.
Consistent uses:
This personal information bank is used by employees of the federal government for administrative actions on archival records.
Retention and disposal standards:
Records are retained until the individual reaches 90 years of age, then they are preserved by LAC for archival purposes.
DA number: 2018/009
Related record number: LAC CMHI 155
TBS registration: 000562M
Bank Number: LAC PPE 710
Collective Medical Records (PIB)
Description:
This personal information bank describes information related to individuals in medical facilities compiled by DND. Records include primarily hospital admissions. Other records may include discharge books, unit medical inspection room books and treatment books from various Canadian hospitals and other medical facilities that were maintained by the Canadian Armed Forces (CAF). Personal information may include the person’s name, service number(s) (if applicable) or SIN (if applicable), the nature of the illnesses/diagnoses, clinical comments and opinions, wounds suffered and prescribed treatments.
Class of individuals:
Former personnel of the Canadian Active, Regular and Reserve Forces, their dependents and civilians.
Purpose:
Personal information is used as a reference source of medical treatment received at a military medical facility. Personal information is transferred to the legal control of LAC pursuant to Order-in-Council 1971–1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former Army Reserve Force personnel of the Canadian Active, Regular and Reserve Forces.
Consistent uses:
The information may be shared with current authorized personnel of DND. Refer to PIB “DND and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and their Families-DND PPU 824” for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC. Refer to PIBs “Agent Orange ex-gratia Payment-VAC PPU 200, Assistance Fund-VAC PPU 045,” “Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005,” “Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560,” “Financial Benefits-VAC PPU 510,” “Health Benefits Program/Public Service Health Care Plan-VAC PPU 520,” “Health Care Programs (Non-Pension Related)-VAC PPU 020,” “Immediate Post-Discharge Benefits-VAC PPU 015,” “Job Placement Assistance-VAC PPU 530,” “Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090,” “Payment of Short-Term Allowances-VAC PPU 025,” “Pensions and Compensation-VAC PPU 055,” “Rehabilitation Services and Vocational Assistance-VAC PPU 550,” “Residential Care-VAC PPU 016,” “Treatment of a Pensioned/Awarded Condition-VAC PPU 030,” “Veterans Independence Program-VAC PPU 056” and “War Veterans Allowance-VAC PPU 040” for administering post-release services and benefits to former Canadian Forces members.
Retention and disposal standards:
Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. These records from the Collective Medical Records series for the CAF cover the years 1921 to date. They consist of two different records series: the medical units’ Admissions and Discharge Records (ADRs) and the Daily Sick Parade Records (DSPRs) for all the units of the CAF.
The ADRs are retained 90 years after the date of birth of those mentioned in the records. After that time, only ADRs documenting wartime service, immediate post-war service and deployed operations are retained. As for the DSPRs, produced as the result of a morning roll call, they have a retention period of 90 years after the date of birth of all those mentioned in the records; after this time, they are disposed of.
DA number: 2018/009
Related record number: LAC CMHI 155, LAC CMHI 170
TBS registration: 20091653
Bank number: LAC PPU 017
Notes:
Individuals requesting information described by this personal information bank must provide the person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), service number(s) (if applicable) or SIN (if applicable), the unit(s) or place of examination or name of the hospital they were treated in, and the period of examination. Individuals must also provide their contact information and signature (if applicable).
Daily Routine Orders (PIB)
Description:
This personal information bank describes information related to occurrence records of former Royal Canadian Air Force (RCAF) members created by DND from the 1920s to 1966 and is organized according to the RCAF unit issuing the order. Personal information may include the service person’s name, ranks, units, service number(s), assignments, taskings, marital status and contact information.
Class of individuals:
Former personnel of RCAF and other Forces (e.g., Australian and British) stationed with RCAF units, their dependents or next of kin.
Purpose:
The information is used as a reference source of additional information that may be missing or not contained in the former service person’s military personnel records and to identify other former Canadian Forces personnel who were attached to the RCAF. Personal information was transferred to the legal control of LAC pursuant to Order-in-Council 1971–1989.
Consistent uses:
There are no consistent uses.
Retention and disposal standards:
Records are retained for 90 years from the latest date of correspondence. At the end of their retention period, some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.
DA number: 2018/009
Related record number: LAC CMHI 155, LAC CMHI 170
TBS registration: 000560
Bank number: LAC PPU 027
Notes:
Individuals requesting information described by this personal information bank must provide the service person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), service number(s) and period of service. Individuals must also provide their contact information and signature. This PIB was formerly called “Royal Canadian Air Force-Daily Routine Orders-LAC PPE 708.”
Dental Records (PIB)
Description:
This personal information bank describes information related to dental occurrence reports of former Canadian military service personnel compiled by DND. Personal information may include the service person’s name, date of birth, service number(s) or SIN, histories, special examinations, comments, opinions and X-rays.
Class of individuals:
Personnel of the Reserves, Canadian Active and Regular Forces whose years of service were from 1939 onward. Excluded from this class of individuals are those Canadian Forces members who died while serving during the Second World War.
Purpose:
Personal information is used as a reference source of information about former military members to support post-service programs and benefits administered by VAC and DND. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserves pursuant to Order-in-Council 1971–1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former personnel of the Reserves, Canadian Active and Regular Forces.
Consistent uses:
The information may be shared with current authorized personnel of DND. Refer to PIB “Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824” for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC. Refer to PIBs “Assistance Fund-VAC PPU 045,” “Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005,” “Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560,” “Financial Benefits-VAC PPU 510,” “Health Benefits Program/Public Service Health Care Plan-VAC PPU 520,” “Health Care Programs (Non-Pension Related)-VAC PPU 020,” “Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090,” “Pensions and Compensation-VAC PPU 055,” “Rehabilitation Services and Vocational Assistance-VAC PPU 550” and “Treatment of a Pensioned/Awarded Condition-VAC PPU 030” for administering post-release services and benefits to former Canadian Forces members.
Retention and disposal standards:
Records of Reserve Forces personnel are retained until the service person reaches 70 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Records of Canadian service personnel who served during the Second World War, survived the war and had no further active service after this war are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Special Forces personnel (Korean Conflict) are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Regular Force and Class C Reserve personnel are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.
DA number: 2018/009 and 99/014
Related record number: LAC CMHI 155, LAC CMHI 170
TBS registration: 001943
Bank number: LAC PPU 721
Notes:
Individuals requesting information described by this personal information bank must provide the service person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable) and period of service. Individuals must also provide their contact information and signature (if applicable). Dental X-rays may be provided only by LAC Winnipeg directly to the current dentist of the individual with the individual’s (patient’s) written consent. If a former military member re-engages in the CAF, DND requests and receives the previous dental records. Legal control is then transferred to DND, with the obligation to respond to any request concerning these records under the Access to Information Act and the Privacy Act. This PIB was formerly called “Dental Records-World War II, Special, Reserve and Regular Forces-LAC PPE 721.”
Employee Personnel Record (PIB)
Description:
This personal information bank describes information compiled by government institutions used in support of managing former civilian employees’ employment. Personal information may include the employee’s name, date of birth, dates of employment, contact information, age, gender, SIN, Personal Record Identifier (PRI), citizenship status, educational information, biographical information and personnel information.
Class of individuals:
Former civilian employees of the Government of Canada, their dependents, spouses and next of kin.
Purpose:
Personal information is used to identify employment information about former Government of Canada personnel. The authority to collect personal information from personnel records stems from various authorizations issued throughout the history of the Government of Canada. Since 1988, the authority to dispose of personnel records rests with the National Archives Act and, after 2003, the Library and Archives of Canada Act. The SIN is authorized for use in the retrieval of historical employee personnel files in instances when it is the only identifier available. This is because the SIN was the identifier used before the conversion to an employee identification number.
Consistent uses:
The information may be shared with government institutions of former civilian employees of the Government of Canada and may refer to Employee Personnel Record-PSE 901.
Retention and disposal standards:
Records are retained until former employees reach 80 years of age. Some of those records are preserved permanently for archival purposes. For records that are preserved permanently, the information in the electronic system is retained indefinitely.
DA number: 2015/007
Related record number: LAC CMHI 155, LAC CMHI 170
TBS registration: 000554
Bank number: LAC PCU 748
Notes:
Individuals requesting information described by this personal information bank must provide the former employee’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, SIN (if applicable) or PRI (if applicable), former employing department and period(s) of employment. Individuals must also provide their contact information and signature (if applicable). If a former government institution employee is re-employed with the Government of Canada, the new employing government institution requests and receives the previous employee personnel record. Legal control is transferred to that new employing government institution, with the obligation to respond to any request under the Access to Information Act or the Privacy Act. This PIB was formerly called “Former Civilian Employees-Employee Personnel Record-LAC PCE 748.”
Medical Records (PIB)
Description:
This personal information bank describes information about individuals’ medical reports compiled by DND. Personal information may include the person’s name, date of birth, service number(s) or SIN, history reports, special examinations, sick parade reports, tests, clinical comments and opinions.
Class of individuals:
Personnel of the Reserves, Canadian Active and Regular Forces whose years of service were from 1939 onward and their dependents, spouses or next of kin. Excluded from this class of individuals are those Canadian Forces members who died while serving during the Second World War.
Purpose:
Personal information is used as a reference source of information about former military members’ service to support post-service programs and benefits administered by VAC and DND. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserves pursuant to Order-in-Council 1971–1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former personnel of the Reserves, Canadian Active and Regular Forces.
Consistent uses:
The information may be shared with current authorized personnel of the DND. Refer to PIB “Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824” for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC. Refer to “Agent Orange ex-gratia Payment-VAC PPU 200,” “Assistance Fund-VAC PPU 045,” “Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005,” “Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560,” “Financial Benefits-VAC PPU 510,” “Health Benefits Program/Public Service Health Care Plan-VAC PPU” 520,” “Health Care Programs (Non-Pension Related)-VAC PPU 020,” “Immediate Post-Discharge Benefits-VAC PPU 015,” “Army Reserve Force Pay Sheets Description-VAC PPU 530,” “Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090,” “Payment of Short-Term Allowances-VAC PPU 025,” “Pensions and Compensation-VAC PPU 055,” “Rehabilitation Services and Vocational Assistance-VAC PPU 550,” “Residential Care-VAC PPU 016,” “Treatment of a Pensioned/Awarded Condition-VAC PPU 030,” “Veterans Independence Program-VAC PPU 056” and “War Veterans Allowance-VAC PPU 040” for administering post-release services and benefits to former Canadian Forces members.
Retention and disposal standards:
Records of Reserve Forces personnel are retained until the service person reaches 70 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Records of Canadian service personnel who served during the Second World War, survived the war and had no further active service after this war are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Special Forces personnel (Korean Conflict) are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Regular Force and Class C Reserve personnel are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.
DA number: 2018/009 and 99/01
Related record number: LAC CMHI 155, LAC CMHI 170
TBS registration: 000569
Bank number: LAC PPU 018
Notes:
Individuals requesting information described by this personal information bank must provide the person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable) and period of service. Individuals must also provide their contact information and signature (if applicable). If a former military member re-engages in the CAF, DND requests and receives the previous medical records. Legal control is then transferred to DND, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. This PIB was formerly called “Medical Records-World War II, Special, Reserve and Regular Forces-LAC PPE 717.”
Medical X-rays and Radiologist Reports (PIB)
Description:
This personal information bank describes information concerning individuals’ medical X-rays and copies of radiologist reports compiled by DND. Personal information may include the service person’s name, date of birth, service number(s), photographic images of their body parts, clinical comments and opinions.
Class of individuals:
Reserve Forces, Regular Force and Class C Reserve personnel.
Purpose:
Personal information is used as a reference source of medical diagnoses. Personal information is transferred to the legal control of LAC pursuant to Order-in-Council 1971–1989.
Consistent uses:
The information may be disclosed by the LAC Winnipeg Service Centre directly to the current doctor of the individual with the individual’s (patient’s) written consent.
Retention and disposal standards:
Records are retained for 10 years following receipt at LAC Winnipeg and then destroyed, provided no administrative action has been taken within the last two years of the retention period. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed.
DA number: 89/026
Related record number: LAC CMHI 155, LAC CMHI 170
TBS registration: 20091700
Bank number: LAC PPU 722
Notes:
Individuals requesting information described by this personal information bank must provide the service person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) and date(s) of X-ray(s).
Microfiche Personal File (PIB)
Description:
This personal information bank describes information about individuals compiled by DND. Personal information may include the person’s name, service number(s) or SIN, marital status, medical information, release items and biographical information.
Class of individuals:
Former Regular and Reserve Forces personnel, their dependents, spouses or next of kin.
Purpose:
Personal information is used as a reference source of additional information that may not be contained in the former service person’s military personnel records. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserves pursuant to Order-in-Council 1971–1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former personnel of Regular and Reserve Forces.
Consistent uses:
The information may be shared with current authorized personnel of DND. Refer to PIB “Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824” for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC. Refer to PIBs “Agent Orange ex-gratia Payment-VAC PPU 200," “Assistance Fund-VAC PPU 045,” “Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005,” “Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560,” “Educational Assistance-Army Reserve Force Pay Sheets Description-VAC PPU 010,” “Financial Benefits-VAC PPU 510,” “Health Benefits Program/Public Service Health Care Plan-VAC PPU 520,” “Health Care Programs (Non-Pension Related)-VAC PPU 020,” “Honours and Awards-VAC PPU 110,” “Immediate Post-Discharge Benefits-VAC PPU 015,” “Job Placement Assistance-VAC PPU 530,” “Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090,” “Payment of Short-Term Allowances-VAC PPU 025,” “Pensions and Compensation-VAC PPU 055,” “Rehabilitation Services and Vocational Assistance-VAC PPU 550,” “Residential Care-VAC PPU 016,” “Treatment of a Pensioned/Awarded Condition-VAC PPU 030,” “Veterans Independence Program-VAC PPU 056” and “War Veterans Allowance-VAC PPU 040” for administering post-release services and benefits to former Canadian Forces members.
Retention and disposal standards:
Records are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.
DA number: 2018/009
Related record number: LAC CMHI 155, LAC CMHI 170
TBS registration: 000570
Bank number: LAC PPU 023
Notes:
Individuals requesting information described by this personal information bank must provide the service person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable) and period of service. Individuals must also provide their contact information and signature (if applicable). If a former military member re-engages in the CAF, DND requests and receives the previous microfiche personal records. Legal control is then transferred to the DND, with the obligation to respond to any request concerning these records under the Access to Information Act and the Privacy Act. This PIB was formerly called “Microfiche Personal File-Regular Force and Class C Reserves-LAC PPE 718.”
Military Personnel Bank (PIB)
Description:
This personal information bank describes information about individuals compiled by DND. Personal information may include the person’s name; citizenships; service number(s) or SIN; biographical information; educational information; military personnel information and documents, such as birth certificates, conduct sheets, divorce orders (nisi and absolute), proof of change of name, dependents’ birth certificates and language of instruction preferences, civil convictions (except those for which pardons have been granted), consent to serve forms, enrolment documents, marriage certificates, separation agreements, Statements of Ordinary Residence, documents regarding security level, requests for compassionate posting and for special considerations, results of court martial, screenings for overseas duty, and educational certificates/reports of academic achievements.
Class of individuals:
Personnel of the Reserves, Canadian Active and Regular Forces whose years of service were from 1939 onward and their dependents, spouses or next of kin. Excluded from this class of individuals are those Canadian Forces members who died while serving during the Second World War.
Purpose:
Personal information is used as a reference source of information about former military members’ service to support post-service programs and benefits administered by VAC and DND. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserves pursuant to Order-in-Council 1971–1989. The SIN may be used in retrieving the above information for the DND and VAC when it is the only identifier available for former personnel of the Reserves, Canadian Active and Regular Forces.
Consistent uses:
The information may be shared with current authorized personnel of DND. Refer to PIB “Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824” for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC. Refer to “Agent Orange ex-gratia Payment-VAC PPU 200,” “Assistance Fund-VAC PPU 045,” “Counselling, Rehabilitation, Sheltered Employment, Burial and Trust Fund Benefits, Estates Information-VAC PPU 005,” “Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560,” “Educational Assistance-VAC PPU 010,” “Financial Benefits-VAC PPU 510,” “Health Benefits Program/Public Service Health Care Plan-VAC PPU 520,” “Health Care Programs (Non-Pension Related)-VAC PPU 020,” “Honours and Awards-VAC PPU 110,” “Immediate Post-Discharge Benefits-VAC PPU 015,” “Job Placement Assistance-VAC PPU 530,” “Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090,” “Payment of Short-Term Allowances-VAC PPU 025,” “Pensions and Compensation-VAC PPU 055,” “Rehabilitation Services and Vocational Assistance-VAC PPU 550,” “Residential Care-VAC PPU 016,” “Treatment of a Pensioned/Awarded Condition-VAC PPU 030,” “Veterans Independence Program-VAC PPU 056” and “War Veterans Allowance-VAC PPU 040” for administering post-release services and benefits to former Canadian Forces members.
Retention and disposal standards:
Records of Reserve Forces personnel are retained until the service person reaches 70 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Records of Canadian service personnel who served during the Second World War, survived the war and had no further active service after this war are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Special Forces personnel (Korean Conflict) are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Regular Force and Class C Reserve personnel are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.
DA number: 2018/009 and 99/014
Related record number: LAC CMHI 155, LAC CMHI 170
TBS registration: 000568
Bank number: LAC PPU 024
Notes:
Individuals requesting information described by this personal information bank must provide the service person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable) and period of service. Individuals must also provide their contact information and signature (if applicable). If a former military member re-engages in the CAF, DND requests and receives the previous military personnel records. Legal control is then transferred to DND, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. This PIB was formerly called “Military Personnel Bank-World War II, Special, Reserve and Regular Forces-LAC PPE 716.”
Part II Orders
Description:
This personal information bank describes information related to individuals’ occurrence reports created from 1939 to 1966 by DND. Personal information may include the person’s ranks, units and periods of service, name, service number(s), marital status, contact information and pay.
Class of individuals:
Former personnel of the Canadian Active, Special and Regular Forces and other Forces (e.g., British), their dependents and next of kin.
Purpose:
The information is used as a reference source of additional information that may be missing or not contained in the former service person’s military personnel records and to identify other former Forces personnel who were attached to the CAF. Personal information was transferred to the legal control of LAC pursuant to Order-in-Council 1971–1989.
Consistent uses:
There are no consistent uses.
Retention and disposal standards:
Records are retained for 90 years from the latest date of correspondence. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.
DA number: 2018/009
Related record number: LAC CMHI 155, LAC CMHI 170
TBS registration: 000561
Bank number: LAC PPU 026
Notes:
Individuals requesting information described by this personal information bank must provide the former service person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), service number(s), period of service and the unit where they served. Individuals must also provide their contact information and signature. This PIB was formerly called “Canadian Army Wartime, Special Force and Regular Force-Part II Orders.”
Performance Evaluation Records (PIB)
Description:
This personal information bank describes information related to the performance records of former Canadian military service personnel compiled by DND. Personal information may include the person’s name, date of birth, ranks, units, service number(s) or SIN, course reports, personal evaluation reports, confidential personal assessments and unit employment records.
Class of individuals:
Former personnel of the Canadian Active, Regular and Reserve Forces, and their dependents.
Purpose:
Personal information is used as a reference source of information about former military members’ service to support post-service programs and benefits administered by VAC and the DND. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members and two years after the release of Reserve pursuant to Order-in-Council 1971–1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former personnel of the Canadian Active, Regular and Reserve Forces.
Consistent uses:
The information may be shared with current authorized personnel of DND. Refer to PIB “Department of National Defence and Veterans Affairs Canada Centre for the Support of Injured and Retired Members and Their Families-DND PPU 824” for administering post-release programs and services to former Canadian Forces members. The information may be shared with current authorized personnel of VAC. Refer to PIB “Disability Awards, Death Benefit and Detention Benefit-VAC PPU 560,” “Financial Benefits-VAC PPU 510,” “Job Placement Assistance-VAC PPU 530,” “Legal Services for Disability Applicants and Allowance Appellants-VAC PPU 090,” “Treatment of a Pensioned/Awarded Condition-VAC PPU 030” and “Rehabilitation Services and Vocational Assistance-VAC PPU 550” for administering post-release services and benefits to former Canadian Forces members. The information may be shared with current authorized personnel of VAC.
Retention and Disposal Standards:
Records of Reserve Forces personnel are retained until the service person reaches 70 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Records of Canadian service personnel who served during the Second World War, survived the war and had no further active service after this war are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Special Forces personnel (Korean Conflict) are retained until the service person reaches 90 years of age and are preserved permanently for archival purposes. Records of Regular Force and Class C Reserve personnel are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.
DA number: 2018/009 and 99/014
Related record number: LAC CMHI 155, LAC CMHI 170
TBS registration: 000572
Bank number: LAC PPU 028
Notes:
Individuals requesting information described by this personal information bank must provide the service person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN (if applicable) and period of service. Individuals must also provide their contact information and signature (if applicable). If a former military member re-engages in the CAF, DND requests and receives the previous performance evaluation records. Legal control is then transferred to DND, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. This PIB was formerly called “Performance Evaluation Bank-World War II, Special, Reserve and Regular Force-LAC PPE 720.”
Reserve Pay Sheets (PIB)
Description:
This personal information bank describes information related to pay records of former Reserve Component personnel created from 1979 onward by DND. Personal information may include the service person’s name, date of birth, ranks, units, service number(s), SIN, pay entitlements and items of release.
Class of individuals:
Former Reserve Force personnel.
Purpose:
Personal information is used as a reference source of information about former military members’ service to support post-service programs and benefits administered by VAC and DND. Personal information is transferred to the legal control of LAC two years after release from the Reserves pursuant to Order-in-Council 1971–1989. The SIN may be used in retrieving the above information for VAC when it is the only identifier available for former Reserve Force personnel.
Consistent uses:
The information may be shared with current authorized personnel of VAC. Refer to PIB “Financial Benefits-VAC PPU 510 and Pensions and Compensation-VAC PPU 055” for administering post-release services and benefits to former Canadian Forces members.
Retention and disposal standards:
Records are retained for 54 years from the date of creation and then some are preserved permanently for archival purposes. Information in the electronic system used to control and monitor the location and use of the records noted above is retained indefinitely.
DA number: 2018/009
Related record number: LAC CMHI 155, LAC CMHI 170
TBS registration: 20091659
Bank number: LAC PPU 725
Notes:
Individuals requesting information described by this bank must provide the service person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth and service number(s) or SIN. Individuals must also provide their contact information and signature.
Service Pension Records (PIB)
Description:
This personal information bank describes information related to pension records of former Regular Force members compiled by DND. Personal information may include the service person’s name, service number(s), SIN, date of birth and pension-related documents, such as birth certificates of former members and their dependents, divorce and separation documents, pension observations, correspondence concerning pensions, death certificates and payments to survivors.
Class of individuals:
Former Regular Force personnel, their dependents and former spouses.
Purpose:
Personal information is used as a reference source of contributions to a pension plan or pension entitlements by former military members. Personal information is transferred to the legal control of LAC one year after the release of Regular Force members pursuant to Order-in-Council 1971–1989. The SIN may be used in retrieving the above information for DND and VAC when it is the only identifier available for former Regular Force personnel.
Consistent uses:
The information may be shared with current authorized personnel of DND. Public Services and Procurement Canada (PSPC) administers the pension benefits to former Canadian Forces members. Information may be shared with current authorized PSPC pension administrators.
Retention and Disposal Standards:
Records are retained until the service person reaches 90 years of age. Some of these records are preserved permanently for archival purposes, while the remainder are destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed. For records that are preserved permanently for archival purposes, the information in the electronic system is retained indefinitely.
DA number: 2018/009
Related record number: LAC CMHI 155, LAC CMHI 170
TBS registration: 000571
Bank number: LAC PPU 719
Notes:
Individuals requesting information described by this personal information bank must provide the service person’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, service number(s) or SIN and period of service. Individuals must also provide their contact information and signature. If a former military member re-engages in the CAF, DND requests and receives the previous service pension records. Legal control is then transferred to DND, with the obligation to respond to any request concerning these records under the Access to Information Act or the Privacy Act. This PIB was formerly called “Service Pensions Bank-Regular Forces-LAC PPE 719.”
Superannuation Record (PIB)
Description:
This personal information bank describes information compiled by PSPC about all transactions affecting former government institution employees’ pensionable status under the Public Service Superannuation Act. Personal information may include the employee’s name, date of birth, SIN, PRI, contact information, payments, benefits and decisions concerning pensions and beneficiaries.
Class of Individuals:
Former civilian employees of the Government of Canada, their dependents, spouses and next of kin.
Purpose:
Personal information is used to serve as a reference source about former Government of Canada employees’ contributions. The authority to collect personal information from superannuation records stems from various authorizations issued throughout the history of the Government of Canada. Since 1988, the authority to dispose of superannuation records rests with the National Archives Act, and after 2003, the Library and Archives of Canada Act. The SIN is authorized for retrieval of historical superannuation records in instances when it is the only identifier available for former government employees. This is because the SIN was the identifier used before the conversion to an employee identification number.
Consistent uses:
Information may be shared with current authorized personnel of PSPC. Refer to Public Service Pensions Data Bank-PWGSC ABC 075 for assessing and calculating prior service and benefits/pensions. PSPC may retain these records until these administrative actions have been completed.
Retention and disposal standards:
Records are retained until the former employee reaches 80 years of age and are then destroyed. Information in the electronic system used to control and monitor the location and use of the records noted above is destroyed one month after those records have been destroyed.
DA number: 2015/007
Related record number: LAC CMHI 155, LAC CMHI 170
TBS registration: 000556
Bank number: LAC PPU 029
Notes:
Individuals requesting information described by this bank must provide the former employee’s full given name(s) or initial(s) and surname(s) (and maiden name, if applicable), date of birth, SIN (if applicable) or PRI (if applicable), former employing department and period(s) of employment. Individuals must also provide their contact information and signature (if applicable). If a former government institution employee is re-employed with the Government of Canada, the new employing government institution requests and receives the previous employee superannuation record to ensure a complete record of contributions and entitlements. Legal control is transferred to the new employing federal institution, with the obligation to respond to any request under the Access to Information Act or the Privacy Act. This PIB was formerly called “Former Civilian Employees-DSS Superannuation Record-LAC PPE 704.”
LAC Winnipeg inquiries on personnel information files (CoR)
Description:
Personnel information collected during the employment of former federal government public servants as well as former members of the CAF.
Document types:
Individuals’ employment history with federal departments, pension details (if available) and personal information. Documents may also include frequently asked questions, reports and statistics.
Record Number: LAC CMHI 170
Army Reserve Force Pay Sheets (PIB)
See LAC PPU 715.
Army Unit Pay lists (PIB)
See LAC PPU 727.
Collective Medical Records (PIB)
See LAC PPU 017.
Daily Routine Orders (PIB)
See LAC PPU 027.
Dental Records (PIB)
See LAC PPU 721.
Employee Personnel Record (PIB)
See LAC PCU 748.
Medical Records (PIB)
See LAC PPU 018.
Medical X-rays and Radiologist Reports (PIB)
See LAC PPU 722.
Microfiche Personal File (PIB)
See LAC PPU 023.
Military Personnel Bank (PIB)
See LAC PPU 024.
Newfoundland Forces—World War II (PIB)
Description:
This personal information bank describes personal information and service details, which might include the service person’s full name, service number(s), period of service, the units they served with, medical information, etc. Individuals seeking access to these records should provide their full given names and surname, date of birth and service number(s).
Class of individuals:
Personnel who served with the Newfoundland Forces from 1939 to 1946.
Purpose:
To verify terms and periods of service of former Newfoundland Forces personnel to determine their entitlement to benefits and services.
Consistent uses:
This bank is used by employees of the federal government for administrative actions.
Retention and disposal standards:
Records are retained until the individual reaches 90 years of age, and then some are preserved by LAC for archival purposes.
DA number: 2018/009 and 99/014
Related record number: LAC CMHI 170
TBS registration: 000565
Bank number: LAC PPE 713
Notes:
Records information for all other services within the Newfoundland Forces may be obtained by contacting VAC, St. John’s, Newfoundland and Labrador.
Part II Orders (PIB)
See LAC PPU 026.
Performance Evaluation Records (PIB)
See LAC PPU 028.
Reserve Pay Sheets (PIB)
See LAC PPU 725.
Royal Canadian Navy (RCN) Pay Record Sheets—World War II (PIB)
Description:
This bank describes pay information for members of the Royal Canadian Navy, including the service member’s name, service number(s), pay entitlements, the ship(s) they served on and period of service. Individuals seeking access to these records should provide their full given names and surname, service number(s) and the names of the ship(s) they served on.
Class of individuals:
Royal Canadian Navy personnel who served during the Second World War.
Purpose:
To verify the service and pay records of former Royal Canadian Navy members to determine their entitlement to benefits and services.
Consistent uses:
This bank is used by employees of the federal government for administrative actions.
Retention and disposal standards:
Records are retained for 54 years from the date of compilation, and then only some are preserved by LAC for archival purposes.
DA number: 2018/009
Related record number: LAC CMHI 170
TBS registration: 000564
Bank number: LAC PPE 712
Service Pensions Records (PIB)
See LAC PPU 719.
Superannuation Record (PIB)
See LAC PPU 029.
Thirty Day Trainees – World War II (PIB)
Description:
This personal information bank describes personal information and service details for individuals called out for military training under the National Resources Mobilization Act during the Second World War. Personal information may include the person’s name, service number(s), unit, period and location of service, medical category, etc. Individuals seeking access to these records should provide their full given names and surnames, service number(s) and date of birth.
Class of individuals:
Personnel who underwent a 30-day military training under the National Resources Mobilization Act of 1940.
Purpose:
To verify the service of personnel during the training period to determine their entitlement to benefits and services.
Consistent uses:
This personal information bank is used by employees of the federal government for administrative actions.
Retention and disposal standards:
Records are retained until the individual reaches 90 years of age. These records are preserved by LAC for archival purposes.
DA number: 2018/009
Related record number: LAC CMHI 170
TBS registration: 000563
Bank number: LAC PPE 711