DAOD 5050-3, Canadian Forces Personnel Casualty Administration Records

Identification

Date of Issue: 2006-06-16

Application: This is an order that applies to officers and non-commissioned members of the Canadian Forces ("CF members").

Approval Authority: This DAOD is issued under the authority of the Director Military Personnel Policy (DMP Pol).

Enquiries: Director Casualty Support Management (DCSM)


Definitions

CF Personnel Record (dossier personnel du militaire)
CF personnel record means the collection of all personal information required by the CF to manage the career of a CF member, regardless of the form of the information.
CF Personnel Record Component (élément d’un dossier personnel du militaire)
CF personnel record component means a part of the CF personnel record that is created and maintained by a CF personnel record custodian.
CF Personnel Record Custodian (responsable des dossiers personnels des militaires)
CF personnel record custodian means the office responsible for the management of a CF personnel record component on behalf of the Chief of Military Personnel.
Military Casualty (perte militaire)
Military casualty means:
  • an ill or injured CF member;
  • a CF member who is reported missing;
  • a CF member who is killed; or
  • a CF member who dies.
Records Disposition (disposition de documents)
Records disposition means the act of removing records from the control of the DND or the CF through authorized:
  • destruction;
  • transfer to Library and Archives Canada; or
  • transfer to the custody and control of an agency outside the Government of Canada, e.g. transferring records to a museum.

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Overview

Context

A CF personnel casualty administration record (CFCAR) is a CF personnel record that contains personal information required to support a CF member who becomes a military casualty.

CFCARs shall be accurately initiated, maintained, stored, secured, managed and available for access in accordance with the Privacy Act.

Policies and procedures on the origin and standards of CFCARs are described in the DAODs set out as references to this DAOD.

Director Casualty Support Management

As the CF personnel record custodian of CFCARs, DCSM shall:

DCSM maintains the following three CF personnel records as CFCARs:

Audit

DCSM shall conduct an audit of CFCARs at least every five years to confirm that the management and administration of these records are:

Ownership

CFCARs are generated or collected in the conduct of DND and CF activities and therefore belong to Her Majesty in right of Canada and not to any individual or organization.

Records Management Life Cycle

Military Casualty Database Life Cycle

The Military Casualty Database is a records management system that DCSM utilizes to capture and track all information DCSM receives concerning military casualties. The CF personnel records collected in the Military Casualty Database are used:

When contacted concerning a military casualty, DCSM shall create an entry record into the Military Casualty Database according to the CF member's service number and name. DCSM shall update the database to reflect action taken in response to the entry record.

CF personnel records created in the Military Casualty Database shall be retained permanently until archiving becomes necessary.

Form CF 98

Form CF 98 is completed on a CF member for:

Upon the receipt of a properly completed form CF 98, DCSM shall log it into the Military Casualty Database according to the CF member's service number and name.

Once logged in, DCSM shall action form CF 98 and distribute it as follows:

Casualty Investigation Record Life Cycle

When notified that a BOI or an SI has been ordered to investigate a military casualty, DCSM shall:

The file number assigned shall be:

Upon the closure of the file, DCSM shall:

CF Personnel Records in PERMIS

CF personnel records contained in the PERMIS are held for a period of ten years from the date of release of a Regular Force member and are then transferred to the LAC(PRC).

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Disclosure to an Individual

Sources of Federal Employee Information

Info Source - Sources of Federal Employee Information assists current and former federal employees and CF members to:

Personal Information Banks

Personal information banks (PIBs) are established through consultation with the LAC to ensure the correct disposition of a record. The Privacy Act requires that PIBs shall include all personal information that is organized and retrievable by:

PIBs are identified with a three-letter code and number for a specific set.

These databanks, accompanied by their retention policies and time frames, are listed in the Info Source - Sources of Federal Employee Information. They are reviewed annually to ensure that information created on CF members is recorded and directed in accordance with existing policies.

The DND and the CF have registered personal information in the following three types of PIBs:

CFCAR Personal Information Banks

CFCARs are described in Info Source - Sources of Federal Employee Information under the following PIBs:

Requests for CFCAR Information

For information concerning formal or informal requests for CFCARs, see
DAOD 1002-0, Personal Information and the other DAODs in the 1002 series.

Responsibilities

Responsibility Table

The following table identifies the responsibilities associated with this DAOD:

The … is responsible for …

DMP Pol

  • establishing a CF personnel records framework for individuals involved in the administration of CFCARs; and
  • providing guidance to DCSM on questions concerning the management of CFCARs.

DCSM

  • ensuring the integrity of CFCARs;
  • ensuring compliance with records disposition authorities (RDAs); and
  • conducting regular audits.

Director Access to Information and Privacy

  • coordinating requests under the Privacy Act for personal information in CFCARs.

References

Source References

Related References