Government

Manitoba Regional Service Centre (MRSC)

Appendix C: Policy on providing a specific reason for requesting Employee Personnel Records

MRSC may only forward to the federal institution its former member's file for the purpose for which the personal information was obtained or compiled or for a consistent use with that purpose when the institution does not have the written authorization of the individual who is the subject of the file. The purpose and consistent use are referred to in InfoSource: Sources of Federal Employee Information.

Effective November, 2005, all requests for Employee Personnel Records must be made in writing. Due to a complaint recorded with the Privacy Commissioner of Canada, we have strengthened our processes to ensure that we comply with the Privacy Act and Info Source: Sources of Federal Employee Information. As Library and Archives Canada is the legal custodian, we reserve the right to refuse the request if we are not satisfied it is in accordance with the Privacy Act and Info Source: Sources of Federal Employee Information.

We will accept requests by fax at (204) 983-4649 or by email at
supciv@bac-lac.gc.ca only. Requests cannot be accepted via the telephone for any reason.

Requests may only be made for the following reasons:

• Administrative Action: "The use of personal information in a decision making process that directly affects the individual(s) to whom the information relates." Please document exactly what type of administrative action needs to be done on the record. Refer to the Info Source: Sources of Federal Employee Information for details regarding what actions are acceptable for your department. The record will be charged out on temporary loan, and it is expected that the record will be returned within 90 days. For temporary loans, departments are not authorized to add or remove any documents from the record, as the Library and Archives Canada is the legal custodian.
• Hired the employee: Hired or re-hired the person to work in the department. The record will be charged out on a permanent basis, as the employee has now commenced working for the department. The legal responsibility for this record now belongs to the requesting department.

In order to aid in the retrieval of these records, the following information will be required:

• Family and given names; PRI and any other identity numbers; date of birth; and name of Department(s) where individual has worked.