Personal information banks

Common banks 

Title Payroll
Location Finance, various departments
Legal Authority Consent of individuals and as necessary to the proper administration of payroll for employees
Information Maintained Name, address, SIN, benefits, tax contributions, pension contributions, employee salaries, deductions, time away, banking information, paid hours
Uses Long and short term fiscal planning,
Users Management
Individuals in Bank Employees, previous employees
Retention & Disposal 7 Years
Title Personnel Files
Location Human Resources, various management offices
Legal Authority Consent of individual, Long-Term Care Homes Act, 2007, S.O. 2007, c. 8, s. 75 and as necessary to the proper administration of employment matters
Information Maintained Names, date of birth, contact information, education information, Opinions about performance, assessments, evaluations, time off requests, emergency contacts, job applications information, resumes, grievance information, criminal record checks, pension and benefit data, WSIB records, disciplinary actions, employment history, marital status, attendance and leave information, employment contracts, designated substance exposure records
Uses Human Resources program administration, departmental management
Users Human Resources staff, managers
Individuals in Bank Employees, paid students, post-doctoral and research fellows, retirees
Retention & Disposal 3 years after creation date for general employment records, 40 years for occupational health and safety, and workplace safety and insurance records.
Title Event Tracking Reports
Location Quality Safety & Best Practice, various management offices
Legal Authority Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s. 36 (1) and (2), as necessary to the proper administration of risk management program
Information Maintained Name, date of birth, contact information, communication related to event, details and description of the event, action plans
Uses Event investigation and resolution
Users Patient Safety Officer & Risk Manager; Director, Quality, Safety & Best Practice; Appropriate Leadership
Individuals in Bank Employees, volunteers, students, clients, family members
Retention & Disposal Until follow-up complete plus 2 years

Corporate services

Culture, Arts & Innovation

Title Artist information
Location Culture, Arts & Innovation administration
Legal Authority Consent of individuals and as necessary to the proper administration of the art collection.
Information Maintained Names, contact information, tax receipts, correspondence
Uses For collection/retention of art
Users Art Administrator
Individuals in Bank Artists who have donated works to Baycrest
Retention & Disposal 1 year after date of last use
Title Music therapy client records
Location Music Therapy
Legal Authority Consent of individuals
Information Maintained Names, medical history, consent for video/audio recording, referrals
Uses Provision of care to patients
Users Music Therapist
Individuals in Bank Apotex residents, hospital patients, clients of the Day Centre for Seniors
Retention & Disposal 10 years after discharge or death

Education

Title Student placement registration
Location Academic Education
Legal Authority Consent of individuals,  Long-Term Care Homes Act, 2007, S.O. 2007, c. 8, s. 75, and as necessary to the proper administration of student education
Information Maintained Name, discipline, contact information, emergency contacts, educational , institution, program, student number, evaluations, testimonials, criminal reference checks, immunization information.
Uses To administer student placements
Users Student Placement Coordinator
Individuals in Bank Students
Retention & Disposal 1 year after date of last use

eHealth

Title Patient Record (paper chart and meditech)
Location Health Records
Legal Authority Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s. 36 (1) and (2)
Information Maintained Name, names of substitute decision maker, OHIP number, contact information, age, ethnic origin, marital status, test results, prescriptions, diagnoses, religion, status, medical opinions, plan of care, billing information
Uses Record of care
Users Individuals in a patient’s circle of care, health records staff
Individuals in Bank Patients
Retention & Disposal 10 years after discharge or death
Title Death Registry Logs
Location Health Records
Legal Authority  Necessary to the proper administration of a health facility
Information Maintained Name of patient, cause of death, date and place of death
Uses Reports deaths
Users Nursing staff, Health Records staff,
Individuals in Bank Previous patients
Retention & Disposal 10 years after discharge or death
Title Access and Privacy tracking information
Legal Authority Consent if individuals, Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31,  s. 39(1)(b) and as necessary to the proper administration of access to information requests and privacy obligations
Information Maintained Names, contact information, date of birth, descriptions of privacy breaches, access to information requests/letters, consent forms , access forms, access to health records requests
Uses Resolve privacy breaches, respond to access requests
Users Chief Privacy Officer, Freedom of Information Coordinator, Health Records department
Individuals in Bank Some patients, substitute decision makers, individual requesters
Retention & Disposal 7 years after superseded or, as applicable, after appeal rights expire

Human Resources

Title Recruitment and Hiring
Location Human Resources
Legal Authority

Consent of individual, Long-Term Care Homes Act, 2007, S.O. 2007, c. 8, s. 75 and as necessary to the proper administration of employment matters

Information Maintained Job applications, Resume, contact information, references, may include records related to application screening and acceptance/rejection of candidates
Uses Hiring
Users Human Resources staff
Individuals in Bank Individuals who have applied for positions with Baycrest
Retention & Disposal 3 years after creation date
Title Human Resources information system
Location Human Resources, eHealth
Legal Authority Consent of individual, Long-Term Care Homes Act, 2007, S.O. 2007, c. 8, s. 75 and as necessary to the proper administration of employment matters
Information Maintained Name, address, email address, telephone number, date of birth, education information, emergency contact information, names and dates of birth of beneficiaries and dependants, SIN, salary, disciplinary actions, pension data, Employee pay, performance and employment details
Uses HR program administration
Users Human Resources and Payroll staff
Individuals in Bank Employees, paid students, post-doctoral and research fellows, retirees
Retention & Disposal 3 years after creation date for general employment records
Title Human Resources Personnel Files   
Location Human Resources
Legal Authority Consent of individual, Long-Term Care Homes Act, 2007, S.O. 2007, c. 8, s. 75 and as necessary to the proper administration of employment matters
Information Maintained Names, date of birth, contact information, education information, Opinions about performance, assessments, evaluations, time off requests, emergency contacts, job applications information, resumes, grievance information, criminal record checks, pension and benefit data, WSIB records, disciplinary actions, employment history, marital status, attendance and leave information, employment contracts, designated substance exposure records. .
Uses   Human Resources program administration, departmental management
Users Human Resources, applicable manager as appropriate
Individuals in Bank  Employees, paid students, post-doctoral and research fellows, retirees
Retention & Disposal 3 years after creation date for general employment records, 40 years for occupational health and safety, and workplace safety and insurance records

Legal Affairs

Title Client/Family Records
Location Office of Director, Legal Affairs and law clerk
Legal Authority As necessary to the proper administration of institution’s   legal affairs
Information Maintained Client name, medical/psychiatric status, financial information, address, phone numbers, views, opinions, legal opinions, correspondence, marital or family status
Uses To address legal issues facing Baycrest
Users Director, Legal Affairs, law clerk, administrative assistant
Individuals in Bank Patients, families, visitors
Retention & Disposal 1 year after date of last use

Occupational Health & Safety

Title Parklange System/Employee Health Files
Location Occupational Health & Safety, eHealth
Legal Authority Consent of Individuals, Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s. 36 (1) and (2), as necessary to the proper administration of the occupational  health and safety
Information Maintained Employee health record
Uses Documentation of employee health issues and incidents
Users Occupational Health & Safety nurses and one administrator
Individuals in Bank Employees
Retention & Disposal  40 years

Ombudsperson

Title Ombudsperson’s Client Files
Location Office of Ombudsperson
Legal Authority  Consent of individuals, Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s. 36 (1) and (2), as necessary to the proper administration of ombudsperson functions, 
Information Maintained Name, marital/family status, telephone number, address, email address, age, complaints/concerns related to Baycrest’s services/programs
Uses Compliant follow up resolution
Users Ombudsperson, administrative secretary
Individuals in Bank Patients, residents, employees and family members
Retention & Disposal 2 years from the date of file closure
Or, if serious, until t finally resolved by settlement, judgment expiry of appeal period  

Organizational Effectiveness

Title Tuition assistance applications
Location Organizational Effectiveness
Legal Authority Consent of individuals and as necessary to the proper administration of  tuition assistance program 
Information Maintained Employee name, home phone number, copy of void cheque, education information, course of study, final grade
Uses Tuition assistance determination
Users Organization Effectiveness and Finance staff
Individuals in Bank Employees who have applied for tuition assistance
Retention & Disposal One year after last use.

Strategic Advancement & Stakeholder Relations

Title Media consent form
Location Public Affairs office
Legal Authority  Consent of individuals
Information Maintained Name, contact information
Uses To obtain consent for media interviews, photos and videos
Users Director, Public Relations
Individuals in Bank Interviewees
Retention & Disposal 1 year after date of last use

Support Services

Title List of Food & Nutrition services customers information
Location Food & Nutrition Services
Legal Authority Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s. 36 (1) and (2)
Information Maintained Name, patient or resident location, dietary requirements
Uses Meal preparation
Users Food & Nutrition staff
Individuals in Bank Patients
Retention & Disposal 7 years
Title Wandering client records
Location Communications Desk
Legal Authority Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s. 36 (1) and (2) and as necessary to the proper administration of risk management and client safety
Information Maintained Name, previous incidents, room number, patient description: photo, age, height, weight, eye colour, identifying marks
Uses To monitor, safeguard and retrieve wandering clients
Users Communications desk staff
Individuals in Bank Wandering clients
Retention & Disposal 2 years

Volunteer Services

Title Volunteer Information Files
Location Volunteer Services
Legal Authority Consent of individuals, Long-Term Care Homes Act, 2007, S.O. 2007, c. 8, s. 75, and as necessary to the administration of  the volunteer program.
Information Maintained Name, telephone number, address, date of birth, resumes, education and employment history, languages spoken, age, TB test results, hours worked, criminal record screening
Uses Volunteer Services administration, assigning volunteers
Users Volunteer Services staff
Individuals in Bank Volunteers
Retention & Disposal 1 year after date of last use

Research

Title Research Participant Database
Location Web server
Legal Authority Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s.36(1)(d)  and consent of individuals
Information Maintained Subject ID, status notes, images/photos, group information, source, source type, participation date, availability (scheduling), methods of contact, participation frequency, date of birth, occupation, gender, handedness, languages spoken, music, education, weight, metal, condition, neurological information, disease rating, psychological information, medication, memory issues, research test data.
Uses To compile research data about study participants
Users All Research Ethics Board approved investigators and research testing personnel.
Individuals in Bank Consented research participants (Baycrest staff, research staff, students, Baycrest patients, members of the community). Deidentified.
Retention & Disposal 25 years
Title Contact Information Database (Research)
Location Encrypted excel file, on independent Research server
Legal Authority  Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s. 36 (1)(d) and consent of individuals
Information Maintained Research subject ID, name, license plate, address, telephone numbers, email address, address, Dx, MMSE score, MoCA score, BNA score
Uses Contact information for all participants in the online research participant database
Users Subject coordinator, research & subject assistant, research staff
Individuals in Bank Consented research participants (Baycrest staff, research staff, students, Baycrest patients, members of the community)
Retention & Disposal 25 years
Title Stroke Patient Recovery Research Database (SPReD)
Location RRSI Sever Room
Legal Authority Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s.36(1)(d) and consent of individuals
Information Maintained Postal code, telephone numbers, Integrated Neuro-Cognitive Assessment System (INCAS) ID, health card number.
Uses Data is used to uniquely assign internal IDs to subjects and to look for common subjects between multiple projects.
Users Researchers of the Centre for Stroke Recovery
Individuals in Bank Patients seen by neurologists using INCAS who have agreed to be contacted as research subjects.
Retention & Disposal 25 years

Clinical and residential

Clinical Ethics:
Title Ethics referral forms
Location Clinical Ethics, administration
Legal Authority  Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s. 36 (1) and (2), and as necessary to the proper administration of clinical ethics program
Information Maintained Names, contact information, physician, background, age, sex, admission number, room number, health card number, falls risk assessment score, height, weight, reason for referral
Uses Resolve ethical issues at Baycrest
Users Ethics office administrative staff
Individuals in Bank Patients and family
Retention & Disposal One year after last use

Infection Prevention & Control

Title Infection tracking files
Location Infection Prevention & Control
Legal Authority Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s. 36 (1) and (2)
Information Maintained Infection status of clients
Uses Infection control surveillance and resolution
Users Infection Prevention & Control staff
Individuals in Bank Patients
Retention & Disposal 7 years

Health Disciplines

Title Records of inpatient dispensing & prescriptions
Location Pharmacy
Legal Authority  Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s. 36 (1) and (2)
Information Maintained Patient’s name, address, OHIP number, telephone numbers, account number, ordering physicians, prescription
Uses Record of medication dispensed
Users Pharmacy staff
Individuals in Bank Hospital patients
Retention & Disposal 2 years
Title Film Library
Location Diagnostic Imaging
Legal Authority Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s. 36 (1) and (2)
Information Maintained Names, health card number, X-Rays
Uses Retain and manage X-Rays
Users Diagnostic Imaging staff
Individuals in Bank Patients who had X-Rays
Retention & Disposal 5 years after day on which the image is created.
Title Access Requests
Location Diagnostic Imaging administration
Legal Authority Consent of individualsand as necessary to the proper administration of access to information requests 
Information Maintained Access request for diagnostic images: name, health card number, date of birth, requested records
Uses To respond to access to information requests
Users Diagnostic imaging staff, health records staff
Individuals in Bank Individuals who have made requests for information
Retention & Disposal 7 years after superseded
Title Dosimeter Reports
Location Diagnostic Imaging
Legal Authority Occupational Health and Safety Act, R.R.O. 1990, Reg. 861, s. 12(1)
Information Maintained Amount of radiation exposure of staff
Uses Ministry of Health and Long Term Care auditing
Users Diagnostic Imaging staff, MoHLTC
Individuals in Bank Diagnostic Imaging staff
Retention & Disposal 3 years
Title Physiotherapy evaluation database
Location Physiotherapy administration offices
Legal Authority Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s. 36 (1) and (2)
Information Maintained Name, gender, health information related to patient’s condition, attendances, satisfaction ratings.
Uses Program management and evaluation
Users Physiotherapists
Individuals in Bank Patients who participated in self-management programs
Retention & Disposal 10 years after discharge or death
Title Lab test results
Location Laboratory administration
Legal Authority Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s. 36 (1) and (2)
Information Maintained Names, address, telephone number, OHIP number,  test results
Uses Provision of care
Users Laboratory technicians
Individuals in Bank Staff, patients
Retention & Disposal 10 years after discharge or death

Quality, Safety & Best Practice:

Title Event tracking reports
Location Quality Safety & Best Practice, various management offices
Legal Authority Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s. 36 (1) and (2) and as necessary to the proper administration of risk management program
Information Maintained Name, date of birth, contact information, communication related to incident, details and description of incident,
Uses Incident investigation and resolution
Users Patient Safety Officer & Risk Manager; Director, Quality, Safety & Best Practice; appropriate leadership
Individuals in Bank Employees, volunteers, students, clients, family members
Retention & Disposal Until follow-up complete plus 2 years

Apotex Centre, Jewish Home for the Aged (long-term care home)

Title Apotex Resident Information
Location Apotex administration office
Legal Authority Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s. 36 (1) and (2), and as necessary to the proper administration of long-term care home
Information Maintained Resident ID, name, family names, contact information, medical history, prescriptions.
Uses Provision of care
Users Apotex nursing staff, circle of care
Individuals in Bank Apotex residents
Retention & Disposal One year after last use

Terraces of Baycrest and Joseph E. and Minnie Wagman Centre

Title Wagman Membership Information
Location Terrace/Wagman administration office
Legal Authority Consent of individuals and as necessary to the proper administration of a community centre for the elderly
Information Maintained Name, contact information, medical history, fitness assessments, attendance records, fee payments
Uses Provision of community services
Users Wagman staff
Individuals in Bank Community members
Retention & Disposal  One year after last use
Title Terraces Resident Information
Location Terraces health centre
Legal Authority Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s. 36 (1) and (2), consent of individuals, and as necessary to the proper administration of a retirement home.
Information Maintained Name, resident photo directory, floor listings, list of admissions and discharges, care plans, medical charts, intake assessments, home safety assessments, billing information, name, medical history, family contact information, medical opinions, prescriptions, financial information
Uses Provide care for and safeguard clients
Users Terraces administrative staff
Individuals in Bank Terraces residents
Retention & Disposal 7 years from last date of residency
Title Lifeline Monitoring Information
Location Terraces administration office
Legal Authority Personal Health Information Protection Act, S.O. 2004, c. 3, Sched. A, s. 36 (1) and (2) and consent of individuals.
Information Maintained Name, apartment number, telephone number, tracking information
Uses To provide information to monitoring company
Users Administration office staff members

Individuals in Bank

Terraces residents

Retention & Disposal

7 years from last day of person’s residency