Public Body

Fiscal year

139 results

FormStack

Privacy Impact Assessment #: HPW-PIA-2022-05
Public Body Name : Highways and Public Works
Date of Approval: Friday, August 26, 2022

The TMB Safety and Operations Unit had developed and is using online forms (FormStack) for collecting and managing program information. These online forms are the New Hire Form, Driver Evaluation Form, and the Notification of Event Form.

FormStack is the data management solution that has been selected during a previous pilot wherein users of the forms include employees and management. The use of FormStack software for online forms will facilitate collection of Operational Management System data at TMB Safety and Operations to ensure Occupational Health and Safety Regulations are being met.

HSS Infolinx

Privacy Impact Assessment #: HSS-PIA-2022-07
Public Body Name : Health and Social Services
Date of Approval: Wednesday, August 10, 2022

Infolinx is a records and information management software that enables the Yukon Government (“YG”) to track, manage, and audit the complete lifecycle of physical records. The software was initially implemented within YG in 2018 to replace an older file-level physical records management system. The Department of Health and Social Services (“HSS”) initiated use of the Infolinx software in February, 2022. Pervious privacy work has been conducted on the Infolinx system, including an HPW Privacy Impact Assessment (“PIA”) which was completed in March 2021.

This HSS PIA will serve as a companion to the original HPW Infolinx PIA (2021) and highlight any differences or changes in the use of the Infolinx software within HSS, specifically to reference HIPMA as the legislative authority for the collection, use, and disclosure of Personal Health Information (“PHI”), and update the legal authority table for collection, use, and disclosure of Personal Information (PI) so it aligns with recent changes to the ATIPP Act.

Video Surveillance System

Privacy Impact Assessment #: YHC-PIA-2022-01
Public Body Name : Yukon Housing Corporation
Date of Approval: Friday, August 5, 2022

Yukon Housing Corporation (YHC) was established in 1972 under the Housing Corporation Act. The Corporation provides social housing to low income tenants and staff housing in the communities; lends money to Yukoners to become home-owners, repair their homes, or improve the energy efficiency of their homes; and assists seniors and people with disabilities to meet accessibility needs.
Many of the YHC building provide housing to seniors and vulnerable persons who have expressed concerns for their safety based on previous incidents. This project will deploy video surveillance cameras at 15 multi-unit housing buildings in Whitehorse. It will fulfill the desire to provide safe and secure housing facilities and answer tenants’ demands for 24/7 surveillance.

Yukon Panorama

Privacy Impact Assessment #: HSS-PIA-2022-06
Public Body Name : Health and Social Services
Date of Approval: Friday, July 29, 2022

This Privacy Impact Assessment (“PIA”) was conducted on behalf of the Yukon Department of Health and Social Services (“HSS”) on the current standing of the Panorama system. Panorama is a web-based public health information management tool that provides authorized public health users with the ability to collect, share and analyze a wide range of public health information that is critical for addressing public health problems. Panorama supports public health programs such as immunization, and communicable disease, outbreak management, inventory and family health. Panorama is a point-of-service system accessed by the service providers who deliver these services, conduct health surveillance activities, such as the monitoring of infectious diseases, and perform program evaluation within British Columbia (BC) and Yukon.

Panorama is organized as seven major functional components:
• Communicable disease investigation management,
• Outbreak management,
• Immunization management,
• Materials / Vaccine Inventory management,
• Notifications management,
• Work management, and
• Family Health management.

Early Learning Child Care Website

Privacy Impact Assessment #: EDU-PIA-2022-01
Public Body Name : Education
Date of Approval: Wednesday, June 22, 2022

Early childhood educators need coordinate training and networking opportunities for professional development. This supports high quality early learning and child care and improved outcomes for Yukon children.
Currently, the Government of Yukon has no website presence for early learning and child care educators. This publicly available website is a requirement of the Canada-Yukon Early Learning and Child Care Agreement Annex 3 & 4 2021-22 and it aligns with the government's mandate to implement the Yukon's universal early child care program.
The benefits of a website for early childhood educators include:
* The Government can show it is prioritizing its commitments to improve early learning and child care in the Yukon.
* Early childhood educators, any of whom work in isolation or with limited capacity to collaborate, will have supports, networks and communities of practice to support them in providing high quality early learning.
*Early childhood educators will feel valued in their field. This will support staff retention which underpins consistent early learning and child care services to Yukon children and families.
We anticipate approximately 350 early childhood educators and 75 licensed programs will access the website annually.

Homeless Individuals and Families Information System "HIFIS"

Privacy Impact Assessment #: HSS-PIA-2022-02
Public Body Name : Health and Social Services
Date of Approval: Tuesday, June 7, 2022

The Homeless Individuals and Families Information System (“HIFIS”) is a case management system designed to better understand the needs, resources, and required supports for the community. HIFIS is provided and developed by the Canadian Federal Government, Employment and Social Development Canada (“ESDC”), for use by governments and non-profits within Canada to aid in their support of the homeless and precariously housed populations.
The Yukon has determined that use of the HIFIS system by the Whitehorse Emergency Shelter (“WES”), would be beneficial to both case workers and individuals. As such, The Government of Yukon has entered into an agreement with ESDC and has been granted a license for use of the HIFIS system. The Agreement can be found at Appendix 6. At this time, HIFIS will be used exclusively by the WES, as managed and run by the Government of Yukon, Department of Health and Social Services (“HSS”).
HSS will host its own instance of the HIFIS system on the YG Servers, located in Whitehorse. Currently, WES uses the HIFIS system exclusively for registration and bed allocation. It is the intention of the WES to gradually increase their use of the other client and information management functionalities of HIFIS for case management and to enhance to provision of care provided to clients.

Coordinated Access

Privacy Impact Assessment #: HSS-PIA-2022-03
Public Body Name : Health and Social Services
Date of Approval: Tuesday, May 31, 2022

In response to the growing need for supports for Clients experiencing homelessness, the Yukon Government (“YG”) Department of Health and Social Services (“HSS”) is participating in the Coordinated Access program (“CA”). CA is a standardized approach to assessing a homeless Client or family’s needs and providing the services and supports they may require to achieve housing stability. The CA program is
funded in part by the Canadian Federal Government through the Reaching Home program. All organizations, non-profits, governments, and societies that receive funding through the Reaching Home program are required to participate in the CA program and are required to be a member of the Coordinated Housing Access Team (“CHAT”) and participate in the CHAT Table. The CA program streamlines access to housing and supports for homeless Clients and families, through a “no wrong door” model of care. Clients in need of housing can present at any CA Partner Agency and can begin the intake process to receive services or supports. In most cases, the Client will be a client of the CA Partner Agency with whom they completed their consent for the By-Name-List (“BNL”).

The CA program in Yukon is overseen by Safe at Home (“SAH”), a Society under the Yukon Societies Act. YG HSS does not oversee or manage the CA program but is a participant. SAH manages the BNL, which is a key component of the CA Program. The BNL is a centralized list of Clients in need of housing within the Yukon. Clients who have consented to being placed on the BNL will have their cases discussed at the CHAT Table, with the goal of finding the best housing option for their specific situation. Placement on the BNL is contingent on the Client completing the Vulnerability Index - Service Prioritization Decision Assistance Tool (“VI-SPDAT”). The VI-SPDAT is a triage tool that helps identify who should be recommended for each housing and support intervention, and the urgency of their needs.

Participating HSS program areas conduct the VI-SPDAT with their clients only and communicates the result (the VI-SPDAT number) to Safe at Home for placement on the BNL. HSS areas can be referral sites, which includes the completion of the VI-SPDAT. HSS does not share the responses provided by the Client or a copy of the VI-SPDAT questionnaire outside of the Department. If the other Partner Agencies want their Client to complete a VI-SPDAT assessment they will forward the request to Safe At Home to complete with the Client.

Currently, there is no electronic information system related to the CA Program, however, SAH is planning to utilize the Homeless Individuals and Families Information System (HIFIS). HIFIS is a federally provided client information management system. It should be noted that though the program is funded by the federal government, and they have provided guidance and obligations to the receiving organization, there is no transfer of personally identifiable data to the federal government for the purposes of the Coordinated Access program. SAH will have to meet the management information system’s stringent privacy and security protections. Data sharing is contingent upon written client consent, and must comply with local, provincial, and federal legal requirements.

Sexualized Assault Response Team (SART)

Privacy Impact Assessment #: HSS-PIA-2022-04
Public Body Name : Health and Social Services
Date of Approval: Tuesday, May 31, 2022

In 2020, the Yukon Government, in collaboration with several community agencies who provide services to victims of sexualized assault, launched the Sexualized Assault Response Team (“SART”). The Department of Health and Social Services (“HSS”) is one of seven SART agencies committed to providing a coordinated and collaborative response for all individuals victimized by sexualized violence and to
support them moving forward along whichever path of services they choose.

While the community agencies are involved in the governance and management of SART through a number of committees including the SART Implementation Committee, the SART Oversight Committee, and the SART Protocol and Training Management Committee, these committees are not involved in the day-to-day operations, data collection, or working with the individual unless that individual has consented to be referred to that agency or they choose to access those agencies on their own. The key agencies that make up SART are: Department of Health and Social Services (“HSS”); Department of Justice; the Women and Gender Equity Directorate; the Women’s Transition Home; RCMP – M Division; Yukon Hospital Corporation; and the Public Prosecution Service of Canada.

Within HSS, the launch of the Yukon SART in 2020 saw the formation of a specific SART program unit within the broader Community Health Programs branch. This included the establishment of an individual’s forensic record associated with a sexualized assault being kept independent from their personal medical/health record for the protection of the individual’s privacy. The SART Clinical Coordinator role within HSS Community Health Programs includes retaining the individual's forensic record separate from their health record at Whitehorse General Hospital, providing system navigation services to individuals, facilitating collection and disclosure of the individual's forensic record across participating organizations based on the individual's consent (e.g., to the RCMP), and responsible for the overall clinical operations of the SART.

Yukon Emergency Relief Program

Privacy Impact Assessment #: ECD-PIA-2022-01
Public Body Name : Economic Development
Date of Approval: Wednesday, May 25, 2022

The Yukon Emergency Relief Program (YERP) supports Yukon businesses and nongovernment organizations (NGOs) impacted by the state of emergency declared on November 8, 2021, and restrictions imposed under the Civil Emergency Measures Act (CEMA). The funding program focuses on funding eligible fixed costs for businesses and non-recoverable financial commitments or incremental expenses incurred by NGOs for events cancelled or significantly altered due to CEMA orders.
The program is very similar to the Yukon Business Relief Program (YBRP) which was discussed in detail in the COVID-19 Stimulus Programs updated PIA completed in September 2021 (included in Appendix D). As noted in that PIA, any information collected relates to a business and not a specific individual.
YERP provides funding for eligible businesses that can demonstrate operating at a deficit as a direct result of the state of emergency. Funding is to cover eligible costs incurred from November 13, 2021 until 2 weeks following the end of the state of emergency. Documents
that applicant businesses will submit to support their application will include business revenue and fixed costs. Eligible fixed costs include: property taxes; business insurance; commercial rent or lease; electricity and heating; business licenses; mortgage interest on owned business premises; pest control; software, data services and financial and booking systems; telephone, cable, internet and satellite; vehicle leasing for vehicles used solely by the business; water, sewage and waste disposal. Home-based businesses are not eligible for
YERP.
YERP also provides funding for NGOs that can demonstrate they incurred costs relating to an event that was cancelled or significantly altered. Eligible events are those that were scheduled before November 8, 2021 and were intended to occur between November 13,
2021 and January 1, 2022. Due to additional restrictions imposed, the program was adjusted to include events scheduled between January 7 and February 5, 2022, or while the state of emergency was in place. The NGO may be eligible to receive a rebate to cover the actual
amounts incurred due to the cancellation of the event, or incremental costs for significantly altering the event in order to comply with health and safety measures (such as requiring a larger venue to accommodate the same number of guests). Examples of events include
conferences, trade and craft fairs; workshops with more than 25 confirmed participants; and seated, ticketed events (such as arts and sports). In this NGO stream, eligible costs may include perishable food and drinks; printing and advertising services; service booking and
cancellations with vendors; venue rental costs.
The program ended March 31, 2022.

Yukon Land Titles Registry

Privacy Impact Assessment #: JUS-PIA-2022-01
Public Body Name : Justice
Date of Approval: Tuesday, May 17, 2022

History and current state
The Land Titles Office (LTO) of the Department of Justice maintains public documents that are accessible to stakeholders (e.g., lawyers, land surveyors) and the public to conduct land titles-related transactions and searches under Yukon’s Torrens system1 of land registration.
The increase in number and complexity of real estate transactions over the past 20+ years has resulted in strains on the processes and systems, including longer turnaround times for registrations, requests, and queries. These longer turnaround times have a direct and negative economic impact on professional stakeholders, developers, and members of the public. The LTO committed to modernizing and streamlining all aspects of its operations to allow staff to work to their full capacity and to meet the needs of stakeholders and the public more effectively.
The LTO has conducted business using only manual, paper-based processes for over 100 years. The introduction of a database (Land Interest Management System, LIMS) about 20 years ago to record many government land interests across departments resulted in land titles information being entered into the database. LIMS is a centralized land information repository but is not a land-titles-specific system. LIMS did not eliminate manual examination or handling of submitted paper documents. Instead, it created additional work to transfer information from paper into the system. LIMS can compile certificates of title for land titles that are in its database. However, LIMS does not contain many cancelled titles or some active titles. Since the implementation in December 2019 of the Yukon Land Titles Registry (YLTR), ownership of LIMS has transferred to Energy, Mines and Resources, Lands Branch.
In 2012, the Government of Yukon (YG) reviewed and analyzed the present state of the land titles systems in the Yukon and other Canadian jurisdictions: legislation, business processes, supporting computer platform, governance model, and financial/fee structure. This initiative included a full review of existing Yukon legislation, engagement with stakeholders, and business requirements gathering and analysis.
In 2015, legislation review and stakeholder engagement resulted in a new Condominium Act, 2015 and Land Titles Act, 2015, which were passed by the Legislative Assembly. The Land Titles Act, 2015 has been proclaimed but the Condominium Act, 2015 has since been amended and awaits proclamation on October 1, 2022.
Among other things, The Land Titles Act, 2015 enables business process changes that contribute to the LTO modernization. These changes include support for the move from the current paper-based system to an electronic system that can support the growth in complexity and volume of transactions as well as improvements to LTO business processes.
The LTO currently consists of 11 employees including the Registrar, processes approximately 9000-10000 documents per year, and manages approximately 19,000 certificates of title.
The LTO holds records dating from 1897 to present. These include original hand-written and word-processed records for all titles as well as a combination of microfilm, microfiche, and digital (LIMS) formats.
The paper filing system for all original paper records consists of over 240,000 documents, which are filed numerically and stored in a physical vault. This system includes all documentation related to land titles. Document formats vary in size and include paper, survey plans, bound books, cross-reference and index books, and patents.
The LTO has maintained a daybook since 1897 which records every instrument and caveat submitted for registration. From 1997 to 2019, the LTO has registered instruments and caveats manually in both the daybook and LIMS although only the entry in the daybook has legal effect. LTO staff entered a brief description of each instrument or caveat into LIMS and assigned the next sequential number to the instrument.
Since the implementation of the electronic registry on December 2, 2019, the Daybook is maintained by retaining a paper copy of every Document Registration Form and electronic reports that can be run detailing all registrations.
YG started a microfilm program in 1985 to microfilm original certificates of title, instruments, and daybooks. The YG Records Centre, which is in a different location than LTO, holds the master microfilm and master microfiche of land titles records while the LTO holds a microfilm/microfiche copy of the records. Certificates of title are microfiched (jacket system) and instruments are microfilmed (roll).
LTO registration fees are estimated by the system at the time of submission. Clients must provide payment either before services are provided or by way of maintaining a prepaid account with LTO. Fees and account balances are calculated, charged, and maintained electronically in the registry system. The system automatically creates and sends a monthly account balance statement for every account holder if there has been activity during that month or if the account holds a positive balance.
Anyone can request land titles information. Lawyers or surveyors are generally the ones who submit instruments or caveats for registration but members of the public may also do so. Requests for registration currently arrive in person at the LTO, and by mail; LTO also accepts requests for information (but not requests for registration) in person, by phone, and by email. LTO staff members process the paper documents, enter information into the registry system, and then file the registered instruments or caveats in the vault as required by legislation.
Future state
Most interactions require a secure, online solution. LTO staff have eliminated many administrative tasks such as paper handling, filing, and billing, and therefore have time to provide improved customer service to clients who require additional service or have complex questions that are not supported by the online tools. LTO staff have well-defined roles and expectations of service delivery.
The public and customers can access information via secure, online, self-serve tools to complete most tasks. Basic administrative tasks such as status inquiries and document submissions are automated. The LTO communicates changes to procedures broadly and consistently. Customers receive rapid responses to queries from trained staff.
The ongoing Land Titles Modernization project contains plans to formalize the return of paper documents to submitters and recognize the scanned electronic version as the authoritative record.
All LTO registry information is available online and via data interfaces for use by other YG departments.