Office of the Saskatchewan Information and Privacy Commissioner. Guide to FOIP, Chapter 6, Protection of Privacy. Updated 27 February 2023. 331 12. Create a duty to document As was seen above, records can be in any format. However, in some cases, important information is conveyed without the creation of a record. Business or policy decisions are sometimes made in meetings, over the telephone or in other settings that do not automatically create a lasting record (such as over instant messaging programs). When these decisions or actions are not recorded, government institution’s may not be able to meet their access and privacy requirements. As such, government institutions should develop a policy requiring staff to document business or health service-related activities, including a duty to accurately document key decisions and actions. In addition, it is important to ensure that staff use appropriate communication tools for business information. In IPC resource, Best Practices for Managing the Use of Personal Email Accounts, Text Messaging and Other Instant Messaging Tools, the IPC also recommended that government institutions prohibit the use of non-government email accounts or instant messaging for conducting business or health services. Implementing a requirement to document decisions and actions requires the development of policies and training for staff so that they will fully understand what information should be recorded and how to manage it. Consider developing templates for use in specific situations, such as meeting notes or predeveloped nursing forms. Training on how and when to appropriately use these templates may help ease the transition for staff accustomed to making informal and undocumented decisions. 13. Ongoing training Initial training on RIM practices is essential. It will provide your staff with a strong basis upon which to build additional knowledge and skills. However, for long-term practice changes to take root, the lessons must be regularly refreshed and reinforced. Invest in a training program that allows staff to re-visit training materials and help them to understand RIM concepts and implement changes in their own work. Remember that the success of your RIM program is in the hands of your staff. Make sure that they have the resources and assistance that they need.
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