Operations - Personal Information Bank

PERSONAL INFORMATION BANKS:


Chest X-Rays

Title Chest X-Rays

Type

Personal Information Bank

Description

Contains exposures of industrial employees’ chest x-rays with the name of the company indicated. Every 24 months a new x-ray is taken and the new x-ray is added to the employee’s file.  

Division

Operations division

Legal Authority

Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A

Uses

X-rays are used as a continuing history of employee’s chest x-rays for comparison purposes, as a technical tool for evaluation by physicians as to the progress of chest disease. They are also used to settle claims of prior disease and Workplace Safety and Insurance Board claims relating to occupational lung disease. They are collected to comply with the requirements of the Occupational Health and Safety Act regulation on silica and asbestos.

Users

Workplace Safety and Insurance Board adjudication and support

Individuals in Bank

Injured workers

Retention and disposal

Onsite – 1 month after x-ray is indexed 
Offsite – CCY+60 years after the date of last activity
Destroy


Claim Files - Compensation and Rehabilitation Benefits

Title Claim Files - Compensation and Rehabilitation Benefits
Type Personal Information Bank
Description Information to administer claim by worker or dependent(s). Identification and contact information (e.g. claim number, name, address, telephone number, date of birth, and date of death), social insurance number, health card number, medical and treatment information (e.g. injury, disease, medical history, opinions, reports, assessments, and medications), rehabilitation information (e.g. education, referrals, tests, reports, and assessments), assessments for eligibility, benefits/payment history, financial information (e.g. income and direct deposit), signature, employer’s name and address, employer’s submissions, employment and earnings information, investigation results and correspondence, socio-economic information, vocational rehabilitation information, summaries of interviews with employers and prospective employers, and decisions and appeals.
Division Operations division
Legal Authority Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A
Uses
 
Determine entitlement to workplace and insurance benefit, answer inquiries on entitlement, process objections to decisions on entitlement, provide management data concerning program delivery, provide statistical data on workplace safety and insurance benefits, provide accident and cost information to determine employer assessment rates, provide internal audit with information to verify receipt of benefits, promote accident prevention and health and safety, and conduct research.
Users Workplace Safety and Insurance Board adjudication and support staff; medical and rehabilitation staff; Special Investigations Branch; Appeals Branch; external medical, vocational and investigation agencies, external payment and service providers, injured workers and their representatives, employers and their representatives, Workplace Safety and Insurance Appeals Tribunal (WSIAT), Ministry of Labour and safety agencies, researchers and the Institute for Work & Health, Human Resources and Social Development Canada (Employment Insurance ), Canada Revenue Agency (Tax), and the Ministry of Health and others in accordance with the Workplace Safety and Insurance Act and the Freedom of Information and Protection of Privacy Act
Individuals in Bank Injured workers or their dependants claiming benefits.
Retention and disposal
 
Onsite – 100 years

Offsite – Nil

Destroy



Health Care Provider Files

Title Health Care Provider Files
Type Personal Information Bank
Description Contact information, license number, type of practice, ownership, education, specialty, banking, complaints, and investigations. 
 
Division Operations division
Legal Authority Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A
Uses Register Health Care Providers: verify professional status with college/association, direct payment to their financial institution, correspond with Colleges and professional associations, and investigate complaints.
Users Health Services Management and Treasury
Individuals in Bank Members of regulated health professions and WSIB-approved non-regulated professions
Retention and disposal
 
Onsite – After 8 years without billing

Offsite – Nil

Destroy


Industrial History Cards Form 3

Title Industrial History Cards Form 3

Type

Personal Information Bank

Description

Industrial history cards are used as a cross reference to the x-ray film taken on each individual every 24 months. Cards show individual name, address, social insurance number, birth date, occupation (including employment dates), company name, exposure code, doctor name and address, medical examination date and number of film, and Ontario film code reading with medical comments (if applicable).

Division

Operations division

Legal Authority

Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A

Uses

Used as a control card showing film number as a cross reference to the x-rays taken on an individual. Support the adjudication of long latency occupational disease claims.

Users

Workplace Safety and Insurance Board adjudication and support staff

Individuals in Bank

Ontario workers

Retention and disposal

Onsite – Permanent
Offsite – Nil


Mining Master File

Title Mining Master File

Type

Personal Information Bank

Description

The Mining Master File (MMF) contains work history and medical examination results for Ontario miners. The MMF lists approximately 400,000 mining histories on 93,526 Ontario miners and contains: mining certificate number cards and mining history records.

Division

Operations division

Legal Authority

Workplace Safety and Insurance Act, 1997. S.O. 1997, c. 16, Sched. A

Uses

Adjudicators require the entire mining history in order to adjudicate occupational disease claims. The MMF has also been used by external researchers for epidemiological studies.

Users

Workplace Safety and Insurance Board adjudication and support staff and external researchers

Individuals in Bank

Ontario miners

Retention and disposal

Onsite – Permanent 
Offsite – Nil