IMpress

privacy

communication

Organizational Data + An Internet Connection = A Recipe for Disaster

For many years, most organizations have had policies governing employees’ use of e-mail (e.g. no political solicitations, no profanity, etc.) and the Internet (e.g. don’t download or share information that’s offensive, illegal, discriminatory, etc.). And many organizations are in the process of implementing policies to guide employees on what organizational information/data can (and cannot) be

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April 4, 2014 No Comments
cloud

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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March 19, 2014 No Comments
communication

Metadata . . . Its Not Just for Records

Information management practitioners are familiar with metadata (or data about data) in the context of records.  It is one of many tools that can be used to identify and categorize information, thus making it easier and faster to find in the future.  Records metadata is a useful tool which doesn’t get a lot of attention. But metadata

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July 26, 2013 No Comments
privacy

It’s Time to Update PIPEDA’s Privacy Protection Provisions

The Personal Information Protection and Electronic Documents Act (PIPEDA) received Royal Assent on April 13, 2000 and came into force in stages between January 1, 2001 and January 1, 2004.  When drafting Part 1 of the act – Protection of Personal Information in the Private Sector – lawmakers didn’t have to contend with the widespread use of content

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May 26, 2013 No Comments
e-discovery

Managing GPS Data as a Record

Many organizations such as municipalities, utilities, construction firms, mining and resource companies, waste management contractors, and transportation and logistics companies have fleets of vehicles and large mobile workforces.  If you are an IM manager in one of these organizations, do you manage global positioning system (GPS) data as records? Recently the CBC reported that 31 public

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April 5, 2013 No Comments
admissibility

Privacy rights in the workplace

If you’re like me, you’ve read many e-mail and other records management policies stating that an employee should not expect any privacy when using a workplace computer (i.e. a computer owned by his/her employer). Many organizations are likely revising their policies to prohibit the personal use of workplace computers as a result of a recent Supreme Court of Canada decision

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December 21, 2012 No Comments

  • 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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    • Ergo Information Management Consulting provides product-independent advisory services to assist organizations in managing and controlling their information.

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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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