Description
The Personnel Security Screening Program at AAFC conducts security screenings of employees, volunteers, and contractors to ensure individuals accessing government information, assets, and facilities are trustworthy and reliable, as well as to identify national security risks. This process involves the collection, use, and disclosure of personal information, which must adhere to the requirements of the Treasury Board Secretariat (TBS) Directive on Security Screening, which came into effect in January 2025 and replaced the previous TBS security screening policy — the Standard on Security Screening.
The amount and sensitivity of personal information collected during the security screening process are dependent on the type of security screening level required for an individual's position. The collections range from tombstone data elements, such as name, date of birth, and address history to more sensitive information, such as criminal history, ties to foreign governments, national security concerns, and open-source information. The standard TBS security screening application form also collects information on family members, roommates/cohabitants, employers, and references. The security screening process also includes gathering information from outside sources, such as criminal records from the Royal Canadian Mounted Police, an assessment report conducted by the Canadian Security Intelligence Service, and a credit report collected from a credit bureau. Furthermore, when any adverse information is discovered, security officials will conduct an interview with the individual before any decision is made to deny, revoke, or suspend a security screening level, or administratively cancel the security screening application.
Within AAFC, the Departmental Security and Intelligence Services (DSIS) is responsible for the management of the Personnel Security Screening Program, including the checks, documentation, and interviews for employees and some contractors. Furthermore, in accordance with established agreements, AAFC provides security screening services for the following federal institutions: Farm Products Council of Canada, Canadian Dairy Commission, Farm Credit Council, the Canadian Grain Commission, and Natural Resources Canada. Moreover, historically, DSIS has provided security screening services for the Canadian Food Inspection Agency, but those services ended in 2025.
In 2024, DSIS began deployment of a new case management system to store and process security screening information. The new case management system is supported by a front-end, internet accessible, portal allowing for security screening applicants to complete their application form electronically. In parallel to the new system and its portal, process changes are being introduced to enhance the security screening services offered to departmental officials and to ensure the Personnel Security Screening Program is compliant with the Directive on Security Screening.
Why a privacy impact assessment was completed
According to Appendix C.2.2.9.2.1 of the TBS Directive on Privacy Practices, a PIA is required, in part, when any new or modified information technology or other process is being deployed. As the new system meets that threshold, this PIA is required.
Additional information
The PIA identified privacy risks associated with the administration of the program, including issues around accountability, notice, retention, transparency, and information security. In response to the risks, senior management within DSIS developed an action plan to mitigate the risks within a timely fashion.
Related personal information banks
Personnel Security Screening (Standard PIB PSU 917)
For more information about this privacy impact assessment
Karen Durnford-McIntosh
Title: Director General, Real Property and Asset Management
Email: karen.durnford-mcintosh@agr.gc.ca