Office of the Saskatchewan Information and Privacy Commissioner. Guide to FOIP, Chapter 6, Protection of Privacy. Updated 27 February 2023. 320 Government institutions must define a public record (also referred to as an official record) in accordance with The Archives and Public Records Management Act and manage it in compliance with this Act. The Information Lifecycle The “information lifecycle” refers to the various stages that records go through from their creation or acquisition to their final destruction or archiving. It is important to remember that access and privacy laws apply to records at any stage of their lifecycle. As a result, it is necessary to ensure that your RIM practices address each stage to protect and preserve valuable information. Briefly, the information life cycle is: 1. Creation and Collection: This is the birth of a record. At this stage, a record is either created or collected. This can include several different types of records, such as drafts, research materials, and final versions of documents, data, or analytics. 2. Use and Maintenance: Once a record has been created or collected, it enters this stage. Use and maintenance is typically focused on preserving records to ensure they remain accessible, legible, and searchable. Their authenticity and integrity are preserved until they are approved for disposition. 3. Disposition: When a record is no longer useful, it will either be retained permanently (archived) or destroyed. The decision to archive or destroy the record will be based on historical assessment and evaluation of the record. Records with a short-term value will generally be saved for a defined period before being destroyed, while records with a long-term value will be retained for a longer period and may be archived. Records that are deemed to be of no lasting value, such as transitory records, will be destroyed. The method of destruction will vary depending on the sensitivity of the information contained within the record. For example, a publicly available newsletter may simply be recycled, whereas a document containing personal information or personal health information would require a secure destruction in accordance with records disposal policies.
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