Public Body

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Yukon Public Library Integrated Library System Upgrade

Privacy Impact Assessment #: CS-PIA-2025-01
Public Body Name : Community Services
Date of Approval: Monday, May 26, 2025

The Yukon Public Libraries (YPL), a branch within the Department of Community Services, is implementing a new Integrated Library System (ILS) to host Whitehorse Public Library (the central branch) and 14 community libraries. The current ILS is outdated and YPL requires an updated, modern, and stable system.

The new ILS system will empower the public library to:
1. Maximize productivity for staff and patrons by streamlining back-office workflows, reducing time spent on weeding and supporting discovery and circulation as well as making the library resources, programs, and services more readily discoverable and available online.
2. Reach more users and turn online library visitors into frequent users by elevating their digital experience and using innovative technologies that are fast, intuitive, engaging and responsive 24/7.
3. Provide a value-added service to Yukoners by utilizing library technologies that collect data effectively and allow library staff to create meaningful reports to make informed decisions and make adjustments to increase program attendance, find new library members, increase circulation and show library’s impact in the community.

Through the standard YG procurement process, YPL has selected ByWater Solutions LLC (ByWater) to implement, configure and support the new ILS.

Envoke - Email Communication Distribution Client

Privacy Impact Assessment #: CS-PIA-2024-04
Public Body Name : Community Services
Date of Approval: Friday, July 19, 2024

The Yukon Government (YG) has implemented Envoke, a new email communication platform, which is a Canadian owned and operated company that specializes in working with communication professionals. The platform is used for email distribution and communication management and enables clients to effectively manage email communication in compliance with Canadian communications and privacy legislation. The Highways and Public Works (HPW) eServices department manages all implementations for YG.

Wildland Fire Management (WFM) is the wildfire response body of the Government of Yukon. Its mandate is to protect life, property, infrastructure and to facilitate the creation of wildfire resilient Yukon communities. WFM also manages burn permits, coordinates community wildfire protection planning, and provides wildfire updates to the public. The WFM Branch of Community Services is desirous of obtaining the services of the Envoke email distribution client. WFM will move from the existing emergency information distribution methods onto the Envoke platform in order to better and more effectively manage Yukon Community Wildfire communications.

This service promotes and ensures safety of lives and property of Yukoners as WFM navigates emergencies particularly during the fire seasons. Subscriptions allow Yukoners to receive emergency wildfire alerts and bulletin notifications for their chosen localities. These communications may include fire alerts, prescribed burning notices, prohibitions, advisories, and evacuation alerts. Yukoners may also receive links to further information about planned work and safety information on Yukon Protective Services social media pages

Hanger D Video Surveillance Camera System

Privacy Impact Assessment #: CS-PIA-2024-03
Public Body Name : Community Services
Date of Approval: Wednesday, June 26, 2024

The Department of Community Services Wildland Fire Management is responsible for managing wildfires; working to prevent personal injury, loss of life and to minimize social and economic disruption resulting from wildfires pursuant to the Government of Yukon's Legislation including the Forest Protection Act, and Civil Emergency Measures Act. In this regard the Department uses Hanger D as a point of assembly for centralized emergency incident management and dispatch. Hanger D also serves as a home to Wildland Fire Management's items and equipment including trailers, quads, oils, and gas tanks. Not only that, the Department has been subject to a few thefts of functional equipment and assets. The theft of these assets has resulted in a loss of capital investment and a diminished capacity for the department to deploy immediate emergency response when needed.

Sport & Recreation Use of Checkbox

Privacy Impact Assessment #: CS-PIA-2024-02
Public Body Name : Community Services
Date of Approval: Tuesday, April 30, 2024

The reporting and application forms for the Sport and Recreation Branch's (SARB) suit of grants will be updated by shifting to the use of Checkbox. The Checkbox will likewise be used for registration/sign-up forms and stakeholder/client surveys. This also includes the shift of the Foundations and Podium Pathway grants from the Drupal online format to Checkbox, as well as migrating PDF grant forms to Checkbox. This addresses challenges encountered when piloting the Drupal system for the 2022 intake. The Checkbox allows processes for application and reporting easier for the grant recipients as well as for the adjudication and review committees.

Property Assessment and Tax Solution System (AtENT)

Privacy Impact Assessment #: CS-PIA-2024-01
Public Body Name : Community Services
Date of Approval: Wednesday, March 27, 2024

This initiative relates to the replacement of the current Property Assessment and Taxation office (PAT) systems, with a single, modern, end-to-end property assessment, valuation, and taxation platform for use within the Yukon Territory. The PAT office has determined a replacement system is needed, as there is concern regarding the future support of the mainframe infrastructure. The new system implemented is called the ATENT Assessment & Tax (ATENT system). It is a property assessment and tax solution that provides a web-based, GIS-enabled tool set to help agencies, such as PAT, manage appraiser business processes and the entire property tax life cycle. It is a comprehensive solution delivering a suite of tools for computer-aided mass appraisal, personal property valuation, assessment administration, and tax billing.

Better Buildings Program

Privacy Impact Assessment #: CS-EMR-PIA-2022-03
Public Body Name : Community Services
Date of Approval: Tuesday, November 1, 2022

The Better Buildings Program (BBP) is a shared service initiative between the Departments of Community Services and Energy, Mines and Resources. This new program will provide Yukon property owners with funding to undertake energy-efficient retrofits to improve energy performance to residential and commercial buildings.

in1Touch Licensing Online System

Privacy Impact Assessment #: CS-PIA-2022-02
Public Body Name : Community Services
Date of Approval: Friday, September 23, 2022

The Professional Licensing and Regulatory Affairs (PLRA) branch in Community Services Regulatory Affairs and Consumer Services program is implementing an online licensing system to manage the registration, licensing and regulation of Licensed Professional Nurses (LPN), Registered Psychiatric Nurses (RPN) and Physiotherapists. This new system, in1Touch, replaces current paper-based processes, and will allow for licensees to manage their applications and license renewals online.

The information collected, used and disclosed by PLRA is made in accordance with the Licensed Practical Nurses Act and Health Professions Act (Registered Psychiatric Nurses and Physiotherapists) and related regulations.

Sport and Recreation eServices Forms

Privacy Impact Assessment #: CS-PIA-2022-01
Public Body Name : Community Services
Date of Approval: Friday, March 25, 2022

We are updating the reporting and application forms for both YRAC and Yukon Sport for Life (YS4L) grants to move to an online format. The primary reason we are doing this is to make the application and reporting process easier for our clients – the grant recipients. The secondary reason is to make the process easier for the adjudication committee. The tertiary reason is to make the process more efficient for Sport and Recreation Branch (SARB) employees and to reduce the possibility of error.
Grant recipients, the Yukon Recreation Advisory Committee (YRAC) adjudication committee, SARB staff, and the general public (due to increased efficiency of government staff and reduced errors) will all benefit from this. The updated forms will be ready for use by March 1, 2022.

Online Rural Property Taxation Form

Privacy Impact Assessment #: CS-PIA-2021-02
Public Body Name : Community Services
Date of Approval: Monday, May 31, 2021

This project is to update the online payment form for rural property taxes through the Property Assessment and Taxation (PAT) branch of Community Services. The updated form will allow individuals to use any electronic device (computer, laptop, mobile device, etc.) to access the form and submit payments online. At the time of payment, eligible individuals may also claim their Home Owner Grant (HOG).
Rural property taxes can be remitted online during the period May 15, 12:00am to 11:59pm on July 2 of each calendar year. Outstanding accounts receive a 10% penalty effective July 3 and must be paid in person or by mail.
The web form works in conjunction with Bambora, YG's online payment service to collect payment information. Limited information (transaction ID, date and information entered into the web form are stored in Bambora and are accessible by limited PAT employees for the purpose of reconciling accounts. The scope of this PIA is to replace the online payment system with a web form on the Drupal platform.

Societies Legislation

Privacy Impact Assessment #: CS-PIA-2021-01
Public Body Name : Community Services
Date of Approval: Tuesday, February 23, 2021

The existing societies legislation is outdated. It is being modernized and replaced by a completely new statute and regulations. The new societies legislation will align with modern regulatory approaches in Canada. It will also provide societies with greater accountability and
increased ability to manage their own affairs, by providing clear direction on requirements, duties, and obligations.

The Corporate Statutes Amendment Act, received assent in Dec 2020, amended the new 2018 Societies Act, along with the new regulations, is hoped to be proclaimed on Feb 15, 2021.