Emergency Management Exemplary Service Award

Section 1 – Privacy Impact Assessment Overview

  1. Name of Program or Activity:
    Emergency Management Exemplary Service Award
  2. Institution responsible for delivering Program or Activity:
    Public Safety Canada
  3. Government Official Responsible for the Privacy Impact Assessment:
    Director General, Emergency Management Policy and Planning Directorate
  4. Head of Institution/Delegate:
    Assistant Deputy Minister, Emergency Management and Programs Branch
  5. Description of Program or Activity (from Program Activity Architecture):

    Public Safety Canada works to protect Canada and Canadians by providing national leadership and setting a clear direction for emergency management and critical infrastructure protection for the Government of Canada, as stipulated in the Emergency Management Act of 2007. This is achieved through emergency management policy and planning, provision of training and exercises, and research activities that support a unified emergency management system.

    The Department develops and maintains the federal government's capacity to manage emergencies; monitors and coordinates the federal response; and provides support to provinces and territories when federal assistance is needed. The Department also promotes public awareness of emergency management directly to Canadian citizens and businesses. Working closely with international counterparts, federal departments, provinces, territories, the first responder community and industry, to address all hazards (natural, technological and human induced), this program activity aims to foster a safe and resilient Canada through policy and program coordination across the four pillars of emergency management: prevention/mitigation, preparedness, response and recovery.

  6. Description of the class of records associated with the program or activity:

    Title: Emergency Management Exemplary Service Award Description: Records pertaining to the establishment of an Emergency Management Exemplary Service Award, as announced by Federal/Provincial/Territorial Ministers Responsible for Emergency Management in May 2012. Note: Program expected to begin accepting nominations in 2014. Document Types: Briefing notes, presentations, contact lists, nomination forms, procedures, recommendations, selection criteria, terms of reference. Record Number: PS EMRO 01

  7. Personal Information Bank:

    Title: Nominations for the Emergency Management Exemplary Service Award Description: Personal information contained in this bank consists of name of nominee, their language preference (E/F) and optional information as follows: preferred salutation (Title, Mr., Mrs., Ms., etc.), home address, daytime telephone number, alternate telephone number, e-mail address, narrative assessments and summary of achievement for the Award. Class of Individuals: Canadian Emergency Management practitioners who are nominated for the Emergency Management Exemplary Services Award. Purpose: Public Safety and provincial and territorial senior officials responsible for emergency management will use this personal information to assess merit for an emergency management exemplary service award which will be conferred on winners by the Federal/Provincial/Territorial Senior Officials Responsible for Emergency Management. This award is made under the Minister of Public Safety's responsibilities for national leadership in emergency management. Consistent Uses: Personal information will be used to contact winner of this Award. Retention and Disposal Standards: To be determined. RDA Number: 2013/002 Related Record Number: EMRO 01 TBS Registration: Will be included once received. Bank Number: PS PPU 08

  8. Legal Authority for Program or Activity:

    Under the Emergency Management Act, (S.C. 2007) the Minister is generally responsible for exercising leadership relating to emergency management in Canada, by coordinating, among  government institutions and in cooperation with the provinces and other entities, emergency  management activities, including establishing policies and programs respecting emergency  management. (S.C. 2007, c.15 - Para 4…4. (m)).

    Public Safety's authority to incur program expenses related to administration of the Emergency Management Exemplary Service Award is found in the Financial Administration Act. (S.C., 1985, c. F-11 Part III – Public Disbursements).

  9. Summary of the project / initiative / change:

    This initiative for an  EM Exemplary Service Award to recognize individuals (including volunteers) who have distinguished themselves by exemplary conduct, actions and leadership as emergency management professionals.

    When the program is approved, (now in final stages) the Award will be made by the federal/provincial/territorial (FPT) Ministers Responsible for Emergency Management acting on the recommendations of their officials and trusted individuals from the Canadian emergency management community. It is to be a non-monetary award in the form of a plaque, medal and/or certificate as determined by the FPT Ministers from time to time.

Section 2 - PIA Risk Area Identification and Categorization

The following section contains risks identified in the PIA for the new or modified program. A risk scale has been included for each risk area lettered "a – f". The numbered risk scale is presented in ascending order: the first level represents the lowest level of potential risk for the risk area; the fourth level (4) represents the highest level of potential risk for the given risk area. Please refer to “Appendix C” of the TBS Directive on PIAs to learn more about the risk scale.

  1. Type of program or activity
    Administration of program or activity and services Risk Scale - 2
  2. Type of Personal Information Involved and Context
    Personal information, with no contextual sensitivities after the time of collection, provided by the individual with consent to also use personal information held by another source Risk Scale - 2
  3. Program or Activity Partners and Private Sector Involvement
    With other institutions or a combination of federal, provincial or territorial, and municipal governments Risk Scale - 3
  4. Duration of the Program or Activity
    Long-term program Risk Scale - 3
  5. Program Population
    The program affects certain individuals for external administrative purposes. Risk Scale - 3
  6. Technology and Privacy

    Does the new or modified program or activity involve the implementation of a new electronic system, software or application program including collaborative software (or groupware) that is implemented to support the program or activity in terms of the creation, collection or handling of personal information? No

    Does the new or modified program or activity require any modifications to IT legacy systems and / or services? No

    The new or modified program or activity involve the implementation of one or more of the following technologies:

    • Enhanced identification methods? No
    • Use of Surveillance? No
    • Use of automated personal information analysis, personal information matching and knowledge discovery techniques? No
  7. Personal Information Transmission
    The personal information is transferred to a portable device (i.e., USB key, diskette, laptop computer), transferred to a different medium or is printed Risk Scale - 3
  8. Risk Impact Risk
    Impact to the Institution:
    Managerial harm Risk Scale - 1
    Risk Impact to the Individual or Employee
    Inconvenience Risk Scale – 1
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