Personal Information Banks
St. Joseph’s Continuing Care Centre
The information below summarizes all personal information under the institution's control which is organized or
intended to be retrieved by an individual's name or by an identifying number or symbol.
Accounts Payable/Receivable
Admission Records
Attendance Management
Board Membership
Freedom of Information Requests
Infection Prevention and Control
Labour Relations
Patient Records
Payroll Administration
Personnel Files
Physician Appointment Records
Procurement
Recruitment
Requests for Personal Health Information
Student Files
Volunteer Files
Workplace Accident/Incident Investigation
St. Joseph’s Continuing Care Centre
Personal Information Banks
Accounts Payable/Receivable
Location:
Legal authority :
Uses:
Information maintained:
Users:
Individuals in bank:
Retention:
Finance department’s work area
Section 38(2) of the Freedom of Information and Protection of Privacy Act, 1990
To document payable/receivable accounts.
Name, contact information, invoices, receipts, correspondence, packing slips,
cheque requisitions, payment approvals, copies of financial transactions,
accounting reports such as adjustment/batch listings, cheque register, void
cheques, and expense statements.
Staff
Business owners, vendors, staff, Board members
C+7
Admission Records
Location:
Legal authority :
Uses:
Information maintained:
Users:
Individuals in bank:
Retention:
Admission Coordinator’s Office
Public Hospitals Act, 1990
To manage applications for admission to the hospital.
Name, contact information, application forms, placement referral forms, RAI
forms, personal health profiles, health assessment forms, hospital records,
admissions contracts, Power of Attorney documentation, withdrawal reports, and
declined applications.
Admission Coordinator
Applicants for admission
See retention period for patient records (these records become part of patient
records upon admission). Declined or withdrawn applications should be kept for
one year.
Legend: C = Current Year; E = Event; P = Permanent; S/O = Superseded/Obsolete
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St. Joseph’s Continuing Care Centre
Personal Information Banks
Attendance Management
Location:
Legal authority :
Uses:
Information maintained:
Users:
Scheduler’s office
Employment Standards Act, 2000
To document and manage vacations, hours of work and leaves of paid staff.
Name, contact information, vacation schedules, work schedules, requests for time
off, sick day tracking sheets.
Managers, Schedulers, Staff
Individuals in bank:
Staff
Retention:
C+2
Board Membership
Location:
Legal authority :
Uses:
Information maintained:
Users:
Individuals in bank:
Retention:
President and CEO’s office
Corporations Act, 1990 and St. Joseph’s Continuing Care Centre by-laws
To document Board and Board Committee membership.
Name, contact information, resumes, driver’s license, application forms,
interview responses.
President and CEO, members of the Nominating and Board Effectiveness
Committee
Current and past Board members
P
Legend: C = Current Year; E = Event; P = Permanent; S/O = Superseded/Obsolete
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St. Joseph’s Continuing Care Centre
Personal Information Banks
Freedom of Information Requests
Location:
Legal authority :
Uses:
Information maintained:
Users:
Individuals in bank:
Retention:
Policy/Privacy Coordinator’s work area
Freedom of Information and Protection of Privacy Act, 1990
To process requests made under the Freedom of Information and Protection of
Privacy Act.
Name, contact information, details about the request, decisions regarding the
release of information.
Policy/Privacy Coordinator
Persons who have initiated a request for information.
C+5
Infection Prevention and Control
Location:
Legal authority :
Uses:
Information maintained:
Users:
Occupational Health Office
Section 38(2) of the Freedom of Information and Protection of Privacy Act, 1990
To track compliance with internal infection prevention and control policies.
Name, immunization status re influenza virus, results of routine Tuberculin Skin
Testing and N95 mask size.
Director of Care, Occupational Health Nurse
Individuals in bank:
Staff
Retention:
C+2
Legend: C = Current Year; E = Event; P = Permanent; S/O = Superseded/Obsolete
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St. Joseph’s Continuing Care Centre
Personal Information Banks
Labour Relations
Location:
Legal authority :
Uses:
Information maintained:
Users:
Individuals in bank:
Retention:
Human Resources
Section 38(2) of the Freedom of Information and Protection of Privacy Act, 1990
To document labour relations related to a specific staff person within the
organization.
Name, contact information, information related to current and resolved
grievances, memorandums of settlement, requests for union training.
Director, Human Resources, Vice Presidents
Union members, labour union representatives
E+3 CBA Cycles (E = expiry of current Collective Bargaining Agreement)
Patient Records
Location:
Legal authority :
Uses:
Information maintained:
Users:
Individuals in bank:
Retention:
Paper records are kept at nursing station closest to the patient. Electronic records
are accessible through PointClickCare and PointofCare (web-based databases
used for charting) and eMAR (web-based database used for medication
management).
Public Hospitals Act, 1990
To document patient care.
Name, contact information, biographical information, family or substitute
decision maker information, diagnoses, physician’s orders, medication lists,
MDS/RAI and other assessments, wound care records, test results, medical
directives, consents, critical incident information, care plans, referrals,
transitional planning and discharge summaries, copies of death certificates and
progress notes.
Members of the inter-professional care team contribute to patient records (e.g.
Physicians, Registered Nurses, Registered Practical Nurses, Nurse Practitioners,
Occupational Therapist, Physiotherapist, Dietitian, Dentist, Recreation Therapist,
Social Worker and Chaplain).
Patients
E+10 (E = discharge or death). If patient was under 18 years of age upon death or
discharge, we keep the record 15 years from the day the patient would have
turned 18. If the patient is re-admitted E=the most recent discharge date and not
Legend: C = Current Year; E = Event; P = Permanent; S/O = Superseded/Obsolete
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St. Joseph’s Continuing Care Centre
Personal Information Banks
the initial discharge date.
Payroll Administration
Location:
Legal authority :
Uses:
Information maintained:
Users:
Individuals in bank:
Retention:
Finance department’s work area
Section 38(2) of the Freedom of Information and Protection of Privacy Act, 1990
To administer employee salaries.
Name, contact information, employee salaries, Board honorariums, payroll
deduction reports, payroll deductions, salary increments, seniority list, nonroutine employee attendance such as leaves of absence and supporting
documentation, authorizations for payroll deductions, overtime reports for
banking compensating time, bank distributions, employment insurance, WSIB
employer payment information, monthly pension remittances and bank
distributions.
Finance staff
Staff, Board members
E+7
(E = day or week to which information relates)
Personnel Files
Location:
Legal authority :
Uses:
Information maintained:
Users:
Individuals in bank:
Retention:
Human Resources
Section 38(2) of the Freedom of Information and Protection of Privacy Act, 1990
To document the screening and work history of paid staff. Maintenance of
employment records.
Name, contact information, personal information included on resumes, cover
letters, applications for postings, interview assessment tools, references,
employment contracts, declaration of disclosure forms, immunization records,
proof of registration with professional colleges, benefit documents, incident report
forms unrelated to an injury claim, commendations, certifications and credentials,
professional memberships, performance management forms, disciplinary letters,
accommodation/ return to work plan and exit interview notes.
Human Resources staff, hiring manager
Staff
E+7 (E = employee termination)
Legend: C = Current Year; E = Event; P = Permanent; S/O = Superseded/Obsolete
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St. Joseph’s Continuing Care Centre
Personal Information Banks
Physician Appointment Records
Location:
Legal authority :
Uses:
Information maintained:
Users:
Individuals in bank:
Retention:
Executive Assistant to the President and CEO’s office
Section 38(2) of the Freedom of Information and Protection of Privacy Act, 1990,
Public Hospitals Act, 1990 and St. Joseph’s Continuing Care Centre by-laws
To document the credentials of physicians who apply for privileges to practice
within the hospital.
Name, contact information, certificate of professional conduct, application forms,
proof of medical malpractice insurance, immunization information
President and CEO, Board members, Chief of Staff
Physicians
E+15 (E = End of appointment year) Rejected applications are kept for two years
from the date of application.
Procurement
Location:
Legal authority :
Uses:
Information maintained:
Vice President’s Officer
Broader Public Sector Accountability Act, 2010
To procure goods, consulting and other services and product information.
Name, contact information, resumes, business information, quotes, proposals,
assessment tools, requests for proposals (RFP), requests for information (RFI),
requests for supplier qualification (RFQ).
Users:
Vice Presidents, Directors
Individuals in bank:
Business owners, vendors
Retention:
C+7
Legend: C = Current Year; E = Event; P = Permanent; S/O = Superseded/Obsolete
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Last Updated: 2015-05-11
St. Joseph’s Continuing Care Centre
Personal Information Banks
Recruitment
Location:
Legal authority :
Uses:
Information maintained:
Users:
Individuals in bank:
Retention:
Human Resources
Section 38(2) of the Freedom of Information and Protection of Privacy Act, 1990
To recruit staff.
Name, contact information and other personal information contained in resumes
and cover letters.
Human Resources staff, hiring managers
Internal and external applicants including
C+5 (Unsolicited resumes that were not used as part of a recruitment process can
be disposed of at the Director’s discretion.)
Requests for Personal Health Information
Location:
Legal authority :
Uses:
Information maintained:
Users:
Individuals in bank:
Retention:
Policy/Privacy Coordinator ’s office
Personal Health Information Protection Act, 2004
To process requests made under the Personal Health Information Protection Act.
Name, contact information, details about the request, decisions regarding the
release of information.
Policy/Privacy Coordinator , Director of Care
Persons who have initiated a request for information, patients
C+5
Legend: C = Current Year; E = Event; P = Permanent; S/O = Superseded/Obsolete
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St. Joseph’s Continuing Care Centre
Personal Information Banks
Student Files
Location:
Legal authority :
Uses:
Information maintained:
Users:
Individuals in bank:
Retention:
Manager of Volunteer Services’ office
Section 38(2) of the Freedom of Information and Protection of Privacy Act, 1990
To document the placement details of secondary and post-secondary students
within the organization.
Name, contact information, job shadowing forms, placement goals, institutional
information, information about the student’s professor, evaluations and forms.
Manager of Volunteer Services, preceptors
Students
C+7
Volunteer Files
Location:
Legal authority :
Uses:
Information maintained:
Users:
Individuals in bank:
Retention:
Manager of Volunteer Services’ office
Section 38(2) of the Freedom of Information and Protection of Privacy Act, 1990
To document the screening and work history of volunteers.
Applications, responses to interview questions, reference request sheets,
immunization records, hours, incident reports and disciplinary notes.
Manager of Volunteer Services
Volunteers
E+7 (E = last day on which work performed under agreement)
Legend: C = Current Year; E = Event; P = Permanent; S/O = Superseded/Obsolete
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St. Joseph’s Continuing Care Centre
Personal Information Banks
Workplace Accident/Incident Investigation
Location:
Legal authority :
Uses:
Information maintained:
Users:
Human Resources
Workplace Safety and Insurance Act, 1997 and the Occupational Health and
Safety Act, 1990
To document workplace accidents and incident investigations.
Name, incident report forms, medical information, correspondence with the
Workplace Safety and Insurance Board (WSIB), functional abilities assessment
reports, Form 7.
Human Resources staff
Individuals in bank:
Staff
Retention:
E+15
Legend: C = Current Year; E = Event; P = Permanent; S/O = Superseded/Obsolete
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Last Updated: 2015-05-11