PERSONAL INFORMATION BANKS:
Abusive Behaviour Case Files
| Title | Abusive Behaviour Case Files |
|---|---|
| Type | Personal Information Bank |
| Description | Files documenting clients (workers, employers, others) who have demonstrated a prior history of abusive behavior (yelling, swearing, sexist/racist comments). The information includes: name, address, claim number, and statements about the worker’s disruptive behavior. |
| Division | Human Resources |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | Used by the WSIB security team and case managers |
| Uses | Security Office staff and Operations staff |
| Individuals in Bank | Workers, employers, and other third parties |
| Retention and disposal | Onsite – CCY+5 years (after Claimant’s clean behavior) Offsite – Nil Destroy |
Corporate Health Centre – Employee Health Records
| Title | Corporate Health Centre – Employee Health Records |
|---|---|
| Type | Personal Information Bank |
| Description | Consists of medical files of Workplace Safety and Insurance Board employees who require medical treatment by Workplace Safety and Insurance Board physicians or nurses. Documentation may include: medical record progress notes, medical reports and notes, health questionnaire and confidential personal information, lab test results, related correspondence. Also includes employee medical cards (pre-1989) containing medical records. |
| Division | Human Resources |
| Legal Authority | Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31, and Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A |
| Uses | For collection and documentation of health services provided for any Workplace Safety and Insurance Board employee. To document the course of treatment and rehabilitation received by Workplace Safety and Insurance Board employees. |
| Users | Corporate Health staff |
| Individuals in Bank | Current and former Workplace Safety and Insurance Board employees |
| Retention and disposal | Onsite – CCY+1 year (after termination or death) Offsite – 49 years Destroy |
Corporate Health Centre – Short-Term Disability (STD) Files and Long-Term Disability (LTD) Files
| Title | Corporate Health Centre – Long-Term Disability (LTD) Files |
|---|---|
| Type | Personal Information Bank |
| Description | Consists of medical files of Workplace Safety and Insurance Board employees who are on STD (short-term disability) & LTD (long-term disability) as a result of a health disability not arising out of a compensable accident. Great-West Life & Sun Life Insurance pay the employee insurable benefits. Series includes documents produced as a result of prescribed treatment, medical consultative reports, doctor’s notes, applications for STD & LTD and related Great-West Life & Sun Life documents, and related correspondence. Includes: Name, address, telephone number, socio-economic information, age, sex, marital status, family status, education, employment history, medical reports, interview notes, vocational testing results, and physical and workshop assessment results. |
| Division | Human Resources |
| Legal Authority | Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31, and Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A |
| Uses | To document the course of treatment and rehabilitation received by Workplace Safety and Insurance Board employees, and for follow up and continued medical support, as required. Help reduce hardship associated with the disability; facilitate a return to the workforce. |
| Users | Corporate Health staff |
| Individuals in Bank | Current and former Workplace Safety and Insurance Board employees |
| Retention and disposal | Onsite – CCY+1 year (after termination, death, or return to work) Offsite – 49 years Destroy |
Grievances and Arbitrations
| Title | Grievances and Arbitrations |
|---|---|
| Type | Personal Information Bank |
| Description | Records relating to the administration of grievances, appeals arbitration, and adjudications within the Workplace Safety and Insurance Board. Records found within the sub-series may originate from any of the various steps within the grievance and arbitration process from the filing of grievances through to the issuance of arbitration awards. Records include correspondence, copies of grievances, legal documentation, notes, decisions, and settlement documents. |
| Division | Human Resources |
| Legal Authority | Workplace Safety and Insurance Act 1997. S.O. 1997, c. 16, Sched. A, Crown Employees Collective Bargaining Act |
| Uses | Document the grievance process. For dispute resolution including arbitration. |
| Users | Human Resources staff and managers |
| Individuals in Bank | Workplace Safety and Insurance Board employees submitting formal grievances |
| Retention and disposal | Onsite – CCY+1 year (after grievance is closed) Offsite – 20 years Destroy |
Health and Safety Training – Courses
| Title | Health and Safety Training – Courses |
|---|---|
| Type | General Class of Records |
| Description | Records relating to health and safety training for Workplace Safety and Insurance Board employees including first aid training, certification training, Workplace Hazardous Materials Information System (WHMIS) training, training relating to transportation of dangerous goods, and courses on managing health and safety. Records include employee attendance records, tests, evaluation reports and comments. |
| Division | Human Resources |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | To support the administration of health and safety related training provided to Workplace Safety and Insurance Board employees. |
| Users | Human Resources staff |
| Individuals in Bank | Current and former Workplace Safety and Insurance Board employees |
| Retention and disposal | Onsite – CCY+2 years (after training completed) Offsite – 18 years Destroy |
Incident Reports
| Title | Incident Reports |
|---|---|
| Type | General Class of Records |
| Description | Incident and injury reports and other related records relating to incidents and accidents and injuries requiring medical attention. |
| Division | Human Resources |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | Maintain reports of all incidents and injuries occurred to Workplace Safety and Insurance Board employees. |
| Users | Human Resources staff |
| Users in Bank | Current and former Workplace Safety and Insurance Board employees |
| Retention and disposal | Onsite – CFY+2 years (after investigation complete) Offsite – 8 years Destroy |
Individual Claims – Workplace Safety and Insurance Board (WSIB Employees
| Title | Individual Claims – Workplace Safety and Insurance Board (WSIB Employees) |
|---|---|
| Type | Personal Information Bank |
| Description | Series related to Workplace Safety and Insurance Board employees who during the course of employment, incur at work related injury. The injury may result in Lost Time or No Lost Time. Series may include accident report and any related forms, employees (WSIB) report, doctor's and rehabilitation reports, and related correspondences. Note: this is a "skeleton" file. The complete "claim file" is maintained in WBS (Board Employee Claim - BEC team). |
| Division | Human Resources |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | To administer WSIB claims made by Workplace Safety and Insurance Board employees. |
| Users | Human Resources staff |
| Individuals in Bank | Current and former Workplace Safety and Insurance Board employees |
| Retention and disposal | Onsite – CFY+1 year (after termination or death) Offsite – 49 years Destroy |
Individual Employee Files
| Title | Individual Employee Files |
|---|---|
| Type | Personal Information Bank |
| Description | Records documenting the work history of classified, unclassified, and student employees. Records may include employee application and group insurance enrolment forms, authorities for appointment, oaths, and affirmations, letters of appointment, return to work or employment accommodation plans, attendance support documentation, and disciplinary letters. Also may include performance appraisals, photographs, fingerprints and police background checks, exit records, authorizations for educational assistance, authorizations for payroll deductions, records related to employee leaves and absenteeism due to vacation, illness, or special leave, and any other appropriate documentation. For deceased WSIB employees, also includes: life insurance correspondence and related forms, death certificates, superannuation documentation, and other related documents. Note: Disciplinary letters must be pulled from the file and destroyed 3 years from the date of the letter, provided that the employee’s personnel file has been clear of similar offences for the past three years. Note: All accidents and incidents involving lost time or health care are reported to the Workplace Safety and Insurance Board. |
| Division | Human Resources |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | To research the history of former employees re-employing for employment, to respond to reference checks, to record salary and benefits. |
| Users | Human Resources staff |
| Individuals in Bank | Classified, unclassified, and student employees |
| Retention and disposal | Onsite – CCY+2 years (after termination of employment) Offsite – 48 years Destroy |
Individual Plan Beneficiaries Summary Pension Files
| Title | Individual Plan Beneficiaries Summary Pension Files |
|---|---|
| Type | Personal Information Bank |
| Description | Consists of summary pension plan records that pertain to individual beneficiaries and payment of their pension entitlements, including: WSIB Pensioner Summary Sheets: When final payment has been made from the Workplace Safety and Insurance Board Pension Plan to a beneficiary, the Pensions Department will create and retain a summary relating to the settlement of all entitlements from the WSIB Pension Plan. Terminated Employee Summary Sheets: Once a plan member has terminated his or her membership in the WSIB Pension Plan, the Pensions Department will create and retain a summary of the terminated member’s plan records that will identify the recipient of the payment, the exact amount paid to the beneficiary or plan member and the date when the payment was made. |
| Division | Human Resources |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | To verify payment status of terminated, deceased and retired members’ entitlement in order to avoid payment duplication. |
| Users | Current and former Workplace Safety and Insurance Board employees |
| Individuals in Bank | Classified, unclassified, and student employees |
| Retention and disposal | Onsite – CCY+2 years (when pension is no longer payable or after termination/transfer pension out of WSIB) Offsite – Indefinite Indefinite |
Security Files (General)
| Title | Security Files (General) |
|---|---|
| Type | Personal Information Bank |
| Description | Files on claimants that have caused disruptions while dealing with Workplace Safety and Insurance Board employees, by telephone, in writing, or in person. Some receive a warning letter detailing the occurrence, while others receive a registered letter restricting their access. Restrictions may include no further telephone calls, attendance at WSIB offices by appointment only, no attendance at WSIB offices (police may be called), dealing through an authorized representative only, or dealing through the Security Office. |
| Division | Human Resources |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | To document disruptions in Workplace Safety and Insurance Board offices and to prevent reoccurrences. To assess the seriousness of the disruptive behavior, decide whether to issue a warning, or restrict access to disruptive claimants. |
| Users | Human Resources, Operations, and Security Office staff |
| Individuals in Bank | Claimants |
| Retention and disposal | Onsite – CCY+5 years (after claimant’s clean behavior) Offsite – Nil Destroy |
Staffing Competitions
| Title | Staffing Competitions |
|---|---|
| Type | Personal Information Bank |
| Description | Records relating to staffing competitions. Includes: requisite approvals to begin competitions; job descriptions; internal job postings; external job advertisements (if applicable); applications/covering letters/resumes; lists of candidates (e.g. preliminary, qualified – if applicable); clearance number and date documentation (if applicable); work samples (questions, scoring guide, candidate responses, candidate scores); candidate results or any other tests (if applicable); hiring panel lists; interview schedules; interview matrices (questions, suggested responses, candidate responses, candidate scores); candidates’ written consent to check references; reference check information (questions, responses); summary/comments for selection decision and rationale; and correspondence with applicants, including offer or rejection letters where applicable. |
| Division | Human Resources and line managers' offices |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | Document the hiring process and provide statistical data. Also, document the recruitment process within the Workplace Safety and Insurance Board. |
| Users | Human Resources and Employment Equity staff, line managers, Human Rights officers, and auditors. |
| Individuals in Bank | Applicants for jobs with the Workplace Safety and Insurance Board. |
| Retention and disposal | Onsite – CCY Offsite – 6 years Destroy |
Terminated Employee Pension Case Files
| Title | Terminated Employee Pension Case Files |
|---|---|
| Type | Personal Information Bank |
| Description | Records relating to former Workplace Safety and Insurance Board employees terminated employment before retirement and not entitled to receive a pension from the WSIB at age of 65. Materials may include: Employee salary information, pension beneficiary form, Pension Beneficiary Administration System documents (PBAS), input/output control documents, pension calculations working papers, annual pension statements, copies of birth and marriage certificates, copies of TD2s, related Financial information, locked-in agreements, option election forms, and various memos and correspondence. |
| Division | Human Resources |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | To document and validate pensions being paid to former Board employees as required by Regulation 753/91 Pension Benefits Act and Income Tax Act. |
| Users | Human Resources staff |
| Individuals in Bank | Former Workplace Safety and Insurance Board employees |
| Retention and disposal | Onsite – CCY+2 years (after termination) Offsite – 48 years Destroy |
Threats, Criminal Harassment, Violence Case Files
| Title | Threats, Criminal Harassment, Violence Case Files |
|---|---|
| Type | Personal Information Bank |
| Description | Threats, Criminal Harassment or Violence Case Files (almost always involve the Police). The events are that serious that Security staff always want to keep a record of prior activity. |
| Division | Human Resources |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | For the use by the Workplace Safety and Insurance Board Security team and case managers |
| Users | Operations staff and Security Office team |
| Individuals in Bank | Individuals who have made threats, harass, or cause violence |
| Retention and disposal | Onsite – CCY (after Claimant is deceased) Offsite – Nil Destroy |
Unsolicited Resumes and Applications
| Title | Unsolicited Resumes and Applications |
|---|---|
| Type | Personal Information Bank |
| Description | Consists of unsolicited applications not considered when staffing a position and external resumes for employment not in response to job advertisements. May also includes Workplace Safety and Insurance Board acknowledgement letter. |
| Division | Human Resources |
| Legal Authority | Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A |
| Uses | To provide applications/resumes to hiring parties if they are unable to fill a vacant position through the internal recruitment and selection process. |
| Users | Human Resource staff |
| Individuals in Bank | Third parties who submit their resume for employment not in response to job advertisements |
| Retention and disposal | 3 months (after resume is received) Destroy |
Workplace Discrimination and Harassment and Human Rights Employee Case Files
| Title | Workplace Discrimination and Harassment and Human Rights Employee Case Files |
|---|---|
| Type | Personal Information Bank |
| Description | Records relating to official complaints by Workplace Safety and Insurance Board staff, including background material and histories, union correspondence, legal correspondence, and investigation reports. |
| Division | Human Resources (Employment Equity Program) |
| Legal Authority | Human Rights Code |
| Uses | Investigate and resolve perceived contraventions of the Ontario Human Rights Code or Workplace Safety and Insurance Board policies. To keep a history of complaints, investigation reports, and outcomes. |
| Users | Employment Equity Program staff |
| Individuals in Bank | Employees, applicants seeking to resolve issues of perceived discrimination and/or filing complaints with the Ontario Human Rights Commission. |
| Retention and disposal | Onsite – CCY+2 years (after case closed) Offsite – 8 years Destroy |
WSIB Pensioner Case Files
| Title | WSIB Pensioner Case Files |
|---|---|
| Type | Personal Information Bank |
| Description | Records relating to WSIB pension files for Workplace Safety and Insurance Board individual pensioners, including: WSIB Pension Files: Material may include: employee salary information, pension beneficiary form, Pension Beneficiary Administration System documents (PBAS), input/output control documents, pension calculations working papers, annual pension statements, copies of birth and marriage certificates, TD1 tax forms, group life insurance beneficiary forms and various memos and correspondence relating to the pensioner. Survivor Pension Files: Pension files for spouse or survivor of deceased Workplace Safety and Insurance Board employees/pensioners. Vested Files: Files maintained on former Workplace Safety and Insurance Board employees entitled to receive a pension at age 65. |
| Division | Human Resources |
| Legal Authority | Regulation 753/91 Pension Benefits Act, Income Tax Act |
| Uses | To document and validate pensions being paid out to Workplace Safety and Insurance Board pensioners, survivors of deceased WSIB pensioners, or former WSIB employees. |
| Users | Employment Equity Program staff |
| Human Resources staff | Retired Workplace Safety and Insurance Board employees |
| Retention and disposal | Onsite – CCY+2 years (when pension is no longer payable) Offsite – 18 years Destroy |