Office of the Saskatchewan Information and Privacy Commissioner. Guide to FOIP, Chapter 6, Protection of Privacy. Updated 27 February 2023. 330 For more information concerning naming conventions, refer to the Provincial Archives of Saskatchewan resource Naming Conventions. 11. Entry and exit protocols As staff move between positions and government institutions, it is easy for records to be lost, mishandled, or destroyed inappropriately. Developing protocols for when staff start or leave positions can help prevent the loss of valuable information, as well as protect your organization from privacy breaches. For staff entering a new position, ensure that they are made aware of the following: • What records their position is responsible for maintaining. • The RIM standards in place and how to apply them. • Any mandatory or voluntary RIM training that is available. • How to access and use shared organization storage resources. • Who the contact is for questions about RIM. For staff exiting a position, it is important to ensure that records created or maintained during the individual’s tenure are appropriately saved, securely destroyed, or transferred to a replacement. Have the departing staff member or assigned staff member verify that the following is completed prior to their departure: • Records have been stored, transferred to an archive or destroyed based on their retention schedules following required disposal procedures. • Personal non-work-related information that may have been stored on a computer or in paper files has been destroyed. • Email records and text and picture messages have been appropriately saved in your organization’s records keeping system or destroyed as per your organization’s disposal requirements. • A list of all records that the individual is responsible for maintaining has been prepared for transfer to the new records management personnel. • Passwords for protected files or storage media have been reset and transferred to the new records management personnel. Managers are responsible for ensuring that departing staff have completed all RIM requirements and should take steps to verify their completion.
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