When a person terminates his/her employment with a federal government institution that is subject to the
Privacy Act, that institution keeps all department files on that person for a prescribed period. Once this person's personnel file is sent to LAC, legal control over this file, along with the obligation to respond to any request under ATIP legislation, is also transferred to LAC.
If a former federal employee is re-employed with a federal government institution that is subject to the
Privacy Act, the personnel file of the individual is sent from LAC to the new employing institution. Legal control is transferred to that institution, along with the obligation to respond to any request under ATIP legislation.
For a detailed list of LAC's record holdings and groupings of personal information, see
Info Source: Sources of Federal Government and Employee Information.
To obtain the personnel files of former civilian federal employees that are under the control of LAC, an online
Application for Former Federal Employee Personnel Records form can be submitted, or a printable
request form can be completed, signed and sent to:
Library and Archives Canada
Access to Information, Privacy and Personnel Records Office
550 de la Cité Boulevard
Gatineau, Quebec J8T 0A7
CANADA
The request can also be delivered in person at the same address, or submitted by fax at: 613-947-8456.
Personnel records for the federal public service contain information about the individual's employment history, as well as personal information. Files are retained for 80 years dating from the individual's birth date. After 80 years, all these records are destroyed. A few selected personnel files are retained for historical purposes.
To obtain the records of another former federal employee, access restrictions will apply:
- Access to personal information relating to an individual who is still living requires that person's signed consent.
- If the individual has been deceased for less than 20 years, limited information may be released to immediate family. Proof of death and relationship must be provided.
- There are no restrictions on access to information relating to an individual who has been deceased for more than 20 years. Proof of death is required.
Proof of death: A copy of a death certificate, newspaper obituary, funeral notice or photograph of the gravestone. Note that proof of death is not required if the individual died while still employed with the public service.
Proof of relationship: A document that clearly demonstrates the relationship between the individual concerned and the person requesting the record. Both names must appear on the document. A newspaper obituary, baptismal certificate or full-form birth certificate are acceptable. A wallet-sized birth certificate that does not indicate parents' names cannot be accepted. Please do not send original documents; photocopies are acceptable.
Immediate family: A parent, spouse, child, sibling or grandchild of the individual.
Access to federal public service personnel records can be
requested online, or by completing this
printable version which must be signed and sent to:
Library and Archives Canada
Access to Information, Privacy and Personnel Records Office
550 de la Cité Boulevard
Gatineau, Quebec J8T 0A7
CANADA
The request can also be delivered in person at the same address, or submitted by fax at: 613-947-8456.