Directory of Records & personal information bank

What is a Directory of Records

The Directory contains a list of the general classes or types of records in the custody or under the control of the Red Lake Margaret Cochenour Memorial Hospital. Its purpose is to assist members of the public in exercising their rights of access under the Freedom of Information and Protection of Privacy Act (FIPPA) by listing and describing the Hospital’s records holdings.

The Directory does not contain the actual records; to access any of the listed records you must submit a FIPPA Request to the Hospital’s Freedom of Information and Privacy Office using the procedure described on the Freedom of Information page

The Directory of Records classifies record holdings into the following categories:

General Class Record (GCR) - any record not considered to be a personal information bank or a public record.  For each class of General Records, the following information is provided:

  • The title of the type or class of records

  • A description of the type of information maintained

  • The department responsible for maintaining the records

  • Retention and disposal period (how long we keep the records)

Personal Information Bank (PIB) - a collection of personal information that is organized and can be retrieved by an individual's name or some other personal identifier.

Public Class Record (PCR)- a record containing personal information that is available to all members of the public on an equal basis.

Common Class Record (CCR)-  some classes of records are common to most departments. Examples are general administration records and minutes of meetings. When a record type is commonly held, it is indicated under the “DEPARTMENT” column.


Types of Directory Records currently held by Red Lake Margaret Cochenour Memorial Hospital:


  • Administration
  • Board of Directors
  • Devices Reprocessing & Sterilization
  • Finance
  • Food Services
  • Human Resources
  • Information Technology
  • Laboratory
  • Maintenance
  • Privacy Quality and Risk
  • Transitory Records
  • Unions

Here is the current detailed list of RLMCMH Directory of Records - PIB to view or download.


What is a Personal Information Bank (PIB)

A "Personal Information Bank" is a collection of records containing personal information about one or more individuals held by RLMCMH. The following list identifies classes of records in which personal information is held, its location within the hospital, users of that information, purpose for collection, and its retention, use and disclosure.


For each Personal Information Bank, the following information is provided:

  • The title of the PIB

  • A description of the type of information maintained

  • Legal authority for collection of the personal information

  • Types of personal information maintained (e.g. name, contact information)

  • The record uses (how the information is normally used)

  • Categories of users (individuals who would have access on a regular basis)

  • Categories of individuals in the bank (the categories of individuals about whom the personal information is maintained)

  • Retention and disposal period (how long the information is kept)

In some cases, a record may qualify as both a general record and a PIB because the general record includes a small amount of personal information. The record type listed will then have both “GCR” and “PIB” next to it in the Directory to indicate that the record includes both general and personal information.


The retention and disposal section may indicate “to be determined” (TBD) which means that the retention and disposal period for the record has not yet been finalized.


Questions or Concerns?

Some hospital records may already be available to you without making a request in writing under FIPPA. If you cannot find the information located on our website, or have any questions about the access or request process, please contact our Freedom of Information and Privacy Office by phone at 807-727-3804 or by email: