Office of the Saskatchewan Information and Privacy Commissioner. Guide to FOIP, Chapter 6, Protection of Privacy. Updated 27 February 2023. 329 management systems or other shared organization storage resources are recommended, as they allow government institutions to set access controls and limit access to authorized individuals. When individuals save records on their assigned work computers, or within their email or text messages, it is easy for those records to be lost should the computer break down, become lost or stolen or individuals leave the government institution. Shared storage resources should have automatic back-up to prevent inadvertent loss of information. In addition, they should have security controls that allow only authorized individuals to access information. For example, access to a shared drive may be appropriate for members of a work unit or department but not for other members of the government institution. Alternatively, sensitive, or personal information or personal health information may require that only specific individuals or management have access. 10. File naming File names are an important tool to help staff find information, especially in the context of an access request. However, when working on materials that are familiar to us, staff tend to use vague titles. While one staff member may easily recognize what “letter.doc” is, other staff will have to open the file to determine what the file actually is. In the context of an access request, this can result in significant search time and associated fees. Implementing file naming conventions throughout a government institution can standardize the way that staff save file records and help ensure that materials can be easily searched for and accessed. File naming conventions do not need to be complicated to be effective. Rather, they should capture the minimum amount of information necessary for staff unfamiliar with the file to access it using a standard search. Government institutions will need to consider the types of information that is necessary to easily identify records, but there are a few elements that are recommended: • The date the record was prepared. • A descriptive title. For example, rather than simply naming a document “New Practices,” a more descriptive title could be “RIM Practice Guidelines.” • A version number as it can be easy to become confused when there are many versions of a record. Adding a version number can help ensure that staff are accessing the most current materials. • Volume numbers if multiple files for a particular subject exist.
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