Introduction

The Human Resources Branch Service Request Management (HR-SRM) application will serve as a mechanism for employees to submit requests related to compensation and staffing. The HR-SRM will become part of the Agency’s Helpdesk Expert Automation Tool Service Request Management application which is currently used by Statistics Canada’s Informatics Technology Services Division to handle and manage IT-related requests from employees.

Objectives

A privacy impact assessment for the Human Resources Branch Service Request Management application was conducted to determine if there were any privacy, confidentiality and security issues, and if so, to make recommendations for their resolution or mitigation.

Description

Statistics Canada’s Human Resources Branch has identified a need to change the process by which employees submit requests related to compensation and staffing. In order to streamline the work flow and improve service to human resources clients (i.e., employees), modifications are being made to the Agency’s Helpdesk Expert Automation Tool Service Request Management application. Employees will not only be able to submit their compensation and staffing-related inquiries electronically, but the application will also allow them to view the status of their requests.

The HR-SRM will also facilitate workload management in the compensation and staffing areas. The application includes an escalation process that will notify human resources managers if requests are not completed within a specified time frame.

Conclusion

This privacy impact assessment did not identify any privacy risks that cannot be managed using either current safeguards or others that have been specifically developed for the implementation of the HR-SRM.

Introduction

Because Statistics Canada's Human Resources Branch identified a requirement to modernize the process by which its employees submit applications to internal selection processes, the Employment Application Submission Tool (EAST) was developed as a secure on-line mechanism.

Objective

A privacy impact assessment of the Employment Application Submission Tool was conducted to determine if there were any privacy, confidentiality and security issues, and if so, to make recommendations for their resolution or mitigation.

Description

Prior to the development of EAST, employees were required to submit competition applications on paper. With the introduction of EAST employees will have the option of submitting applications for competitions electronically using a system that will offer the required level of protection for the personal information that employees must provide.

Conclusion

The privacy impact assessment did not identify any privacy risks that cannot be managed using either current safeguards or others that have been specifically developed for the implementation of the Employment Application Submission Tool.

Privacy Impact Assessment

Introduction

Statistics Canada will be implementing an e-File Transfer Service to enable organizations outside of Statistics Canada and Statistics Canada divisions to exchange electronic files in a secure manner using the Internet. This service will gradually replace a variety of practices currently employed by these divisions to exchange files with external contacts.

Objective

A privacy impact assessment of the e-File Transfer Service was conducted to determine if there were any privacy, confidentiality and security issues, and if so, to make recommendations for their resolution or mitigation.

Description

The e-FT Service is based upon a commercially acquired software product that provides highly secure storage surrounded by a number of connectivity interfaces that enable organizations to securely exchange sensitive information. The software has been customized by Statistics Canada so that it:

1. relies to the greatest extent possible on Statistics Canada’s network and computing infrastructure; and,
2. respects the network separation (“air gap”) between Networks A and B.

Conclusion

This privacy impact assessment did not identify any privacy risks that cannot be managed using either current safeguards or others that have been specifically developed for the implementation of the e-File Transfer Service.

Introduction

A new monitoring program of household survey interviews conducted by Statistics Canada field interviewers is being introduced. The Computer-Assisted Personal Interviewing (CAPI) Monitoring Program will:

• facilitate the evaluation of data quality of surveys conducted in households as well as interviewers' performance;
• provide a means to better identify the training needs of field interviewers both generally and specific to individual surveys; and
• more easily identify potential problems related to the collection tool or the questionnaire itself such as questions that elicit improper or inaccurate responses.

Objectives

A privacy impact assessment for Statistics Canada's CAPI Monitoring Program was conducted to determine if there were any privacy, confidentiality and security issues associated with the program, and if so, to make recommendations for their resolution or mitigation.

Description

For many years, there has been a monitoring program at Statistics Canada Headquarters and regional offices for surveys that are conducted by telephone. The program involves supervisors listening to the interview and subsequently assessing the interviewer's performance on select criteria.

For field interviewers who conducted face-to-face interviews in households of respondents, it has not been possible to have a similar program. Until now the principal means to collect information to assess the quality of interviews was to re-interview survey respondents or to have a senior Interviewer accompany the Interviewer to the respondent's home to observe the Interviewer's performance. However, re-interviewing respondents has proven to be cumbersome as well as having many disadvantages: it increases the burden on respondents by having them do the interview a second time; respondents tend to answer questions from a subjective perception rather than against specific criteria; and finally, in many cases, respondents may not recall the specific answers they had previously provided. The observation program significantly increases the cost of conducting the survey.

Therefore, the CAPI Monitoring Program will employ a computer program that will make an audio recording of interviews as the interviewer enters the respondent's answers onto his/her laptop computer. The recording will serve as a means for the interview to be assessed after it is being conducted according to the objectives listed above.

Because the recording contains information collected under the authority of the Statistics Act, the confidentiality provisions of the Act are applicable. This means that all security procedures and measures to protect the confidentiality of the information are in place. To address related privacy issues, additional measures have been implemented such as clarification on the use and retention of these files.

Conclusion

This assessment of the CAPI Monitoring Program did not identify any risks that cannot be managed using existing safeguards for the protection of confidential survey data and putting in place additional safeguards specific to this program.

Introduction

Statistics Canada's Canadian Vital Statistics Program obtains from the provincial and territorial vital statistics registrars personal information on births, deaths, stillbirths and marriages that take place in Canada as well receiving from the federal Department of Justice's Central Registry of Divorce Proceedings personal information on divorces. In addition, some state registries in the United States provide to Statistics Canada personal information on births, deaths and stillbirths of Canadian residents that occur in their jurisdictions. Vital statistics data are used by Statistics Canada in the production of population estimates and projections, demographic and health trend analyses, as well as for methodological studies and survey sampling. The Canadian Vital Statistics Program is a long-standing arrangement between the federal government and provincial/territorial governments and is overseen by the Vital Statistics Council for Canada.

Objectives

A privacy impact assessment for Statistics Canada's Vital Statistics Program was conducted to determine if there were any privacy, confidentiality and security issues associated with the program, and if so, to make recommendations for their resolution or mitigation.

Description

The provincial/territorial registries provide standard registration information to Statistics Canada using a variety of media, including machine-readable format, paper, optical images and microfilm. This privacy impact assessment examined possible privacy risks related to the receipt, processing and the return of information back to provincial/territorial registries or other organizations.

While the method of transmittal of files and documents to Statistics Canada is the responsibility of the registries and the Department of Justice, the Agency encourages these organizations to follow Statistics Canada's standards for the transmittal of sensitive statistical information. This includes sending electronic data and images on encrypted or password-protected compact discs and sending any encryption keys or passwords separately. Use of bonded couriers is recommended also for the delivery of compact discs, microfilm, and paper copies of registration documents. As well, in collaboration with the vital statistics registries, Statistics Canada is currently developing enhanced standards for more secure means of transmittal of files and documents. The return of any records to the registries complies with the Agency standards for the transmittal of sensitive statistical information.

Upon receipt by Statistics Canada, all vital statistics information is provided the same level of security afforded to all information obtained under the authority of the Statistics Act. This information forms a personal information bank and is listed in the annual publication Info Source: Sources of Federal Government Information.

Conclusion

This assessment of the Canadian Vital Statistics Program did not identify any privacy risks that cannot be managed using existing safeguards.

Introduction

Since 1999, Statistics Canada’s Canadian Community Health Survey has been a fundamental part of the Health Information Roadmap, a collaborative effort among Statistics Canada, the Canadian Institute for Health Information and Health Canada. Its goal is to meet priority requirements for health information that serves to improve public health and the quality of Canada’s health system.

Objectives

A privacy impact assessment for Statistics Canada’s Canadian Community Health Survey Pilot on Healthy Aging was conducted to determine if there were any privacy, confidentiality and security issues associated with the program, and if so, to make recommendations for their resolution or mitigation.

Description

Although in general, the generic privacy impact assessment for Statistics Canada surveys addresses privacy concerns for this pilot survey, this privacy impact assessment focuses on and examines the risks associated with the use of audio recording to capture respondent responses for selected questions on the survey and transmission of these data back to Statistics Canada for data coding.

Conclusion

This assessment of the Canadian Community Health Survey Pilot on Healthy Aging did not identify any privacy risks that cannot be managed using existing safeguards.

Introduction

The Client Relationship Management System will improve the level of service provided to Statistics Canada clients by streamlining the methods of operation in fulfilling purchases of products and services from clients and in responding to their enquiries. The CRM will also serve as a central repository of strategic business intelligence at Statistics Canada and ensure the security of client names and contact information by centralizing the information.

Objectives

A privacy impact assessment for the Client Relationship Management System was conducted to determine if there were any privacy, confidentiality and security issues associated with the system, and if so, to make recommendations for their resolution or mitigation.

Description

Prior to the development of this system, many divisions within Statistics Canada were individually responsible for their transactions with clients and each maintained databases with client information. Although there were some systems that served a central function in fulfilling client orders, there was no real integration of client information in a secure environment by which business intelligence could be shared throughout the Agency.

The development of the Client Relationship Management System will allow Statistics Canada to manage client relations in a centralized manner in the Agency.

By maintaining a central repository of client information, the security of client information will be enhanced by offering a more secure and integrated approach to both access to, and use of, client information. As well, the implementation strategy has ensured that technical safeguards have been put in place that meet all Government of Canada technology security standards for the protection of personal information.

Conclusion

This assessment of the Client Relationship Management System did not identify any privacy risks that cannot be managed using either current safeguards or others that have been specifically developed for the implementation of the system.

Introduction

Beginning in October 2006, Statistics Canada will conduct the Canadian Health Measures Survey. This new survey will collect information through self-reported data on health and direct physical measures from a representative sample of Canadians.

The Canadian Health Measures Survey (CMHS) Pre-test was conducted in Calgary, Alberta in the fall of 2004 in order to assist the development of this survey, including the identification and resolution of privacy and confidentiality issues unique to this survey.

Objectives

A privacy impact assessment for the Canadian Health Measures Survey Pre-test was conducted to determine if there were any privacy, confidentiality and security issues associated with the survey, and if so, to make recommendations for their resolution or mitigation.

Description

The Canadian Health Measures Survey will collect information that will help evaluate the extent of health problems among Canadians in such areas as chronic diseases (e.g. diabetes and cardiovascular disease), infectious diseases, lifestyle characteristics (e.g. physical activity and nutritional status) and environmental exposures. The survey will also provide a means to explore emerging public health issues and new measurement technologies.

As part of the data collection, respondents undergo a series of physical tests and are asked to provide tissue samples (blood and urine) that are subsequently sent to various medical laboratories under contract to Statistics Canada.

Because of the highly personal nature of the information being collected, tested and processed, the privacy impact assessment identified numerous potential privacy risks.

Conclusion

This assessment concluded that the privacy risks in the pre-test were either negligible or were such that Statistics Canada was able to manage the risk using either its existing safeguards or implementing additional safeguards, including those put in place at the South Calgary Health Centre and the reference laboratories.

As Statistics Canada continues to develop the Canadian Health Measures Survey, this privacy impact assessment will serve as an important model for an updated privacy impact assessment for the main survey.