Government of Canada prohibits e-mail storage outside Canada

Due to the broad data/information collection, review, and retention provisions of the USA Patriot Act, RIM professionals have expressed concern about the risks to privacy rights and confidentiality when Canadian organizations store e-mails (and other cloud-based data) on servers in the United States. Recent developments suggest the Government of Canada (GoC) shares their concern when

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access to information

McGuinty Liberals Broke Ontario’s Archives and Recordkeeping Act

In the just released report – Deleting Accountability: Record Management Practices of Political Staff – A Special Investigation Report – Ontario’s Information and Privacy Commissioner (Ann Cavoukian) says high-ranking staff in Dalton McGuinty’s liberal government illegally deleted documents tied to the $585M gas plant scandal. The Commissioner’s investigation was prompted by NDP complaints that key liberal political

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Tips for mastering your InBox

Some e-mail messages are critically important, others much less so.  All of us struggle – every day – to tame a never-ending flow of messages.  How can we better manage the flow? Over the years, I’ve read several articles about how to master (tame) your InBox.  A recent article that really caught my attention is The 9 Simple

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“Received. Thanks, Mike” – 3 simple words with big consequences

Most Canadian records and information management (RIM) professionals have heard about the Zubulake v. UBS Warburg litigation presided over by Judge Shira Scheindlin in the United States District Court for the Southern District of New York.  But what you may not know is how a simple e-mail that would typically be considered a transitory record (or perhaps a non-record) provided a key piece of evidence for establishing the timeline critical to Ms. Zubulake’s victory.

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Self Destructing Email

What will they think of next? Self destructing e-mail

For the past few years, technology gurus have been developing software to allow an e-mail message to vanish or become unreadable after a certain length of time or upon the sender’s request.  There are two types of self destructing e-mail software. The first type is retractable e-mail such as the Gmail Labs (the testing ground for Gmail features) “undo

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Blooper – Using e-mail to fire 1,300 employees . . . by mistake

E-mail is a wonderful communication tool!  A great way to communicate with numerous individuals simultaneously!  So easy to use!  All it takes is the push of a button . . . in this case to mistakenly fire 1,300 employees. Bloomberg reports that the HR Dept. of the investment unit of Aviva PLC (the UK’s second largest insurer

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  • About the Author

  • Sheila Portrait
    Sheila Taylor
  • Sheila Taylor is a well known consultant, educator, speaker and writer with more than 25 years of experience in the information management (IM) field.

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    Case in Point

    That's A Lot of Records!
    Often the requirement for a needs assessment is driven by a specific initiative being considered or an immediate problem to be solved, rather than a general desire to establish a corporate (or organization-wide) IM program. We had a client wanting to improve its management of a specific group of critical records – thousands of member files in paper, microform and digital formats containing hundreds of unique document types.
    Assess, Plan and Schedule
    Ergo reviewed the organization’s current practices for managing those records, compared those practices to best practices, and identified risks and areas for improvement. From there we developed a strategic plan with a focus on records storage and retention. The plan identified the operational, financial and technological requirements for implementing the recommended changes, improvements and enhancements in the lifecycle management of the member records. Activities in the plan were classified as short term (next 6-12 months), medium term (next 12-24 months) and longer term (next 25+ months).
    Step by Step Success
    Implementation of the strategic plan enabled this organization to ensure its member records are properly identified, organized, accessible, protected and retained as long as necessary to meet operational and other requirements.
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