Office of the Saskatchewan Information and Privacy Commissioner. Guide to FOIP, Chapter 6, Protection of Privacy. Updated 27 February 2023. 332 14. Review and audit Implementing strong RIM practices should be a long-term goal. Do not expect quick and easy fixes. Staff are accustomed to their own filing and RIM practices, so changing habits can take a long time. As with any change, it will take time, patience, and regular reinforcement. To help keep staff accountable for maintaining RIM practices, it is highly recommended that government institutions include regular review and monitoring of RIM practices in their ongoing plans. In addition, including RIM actions and targets in annual performance plans will help keep staff engaged and accountable. Conclusion817 By implementing RIM best practices, government institutions can vastly improve conditions for accessing information. Information that is appropriately created, managed, and stored is eminently easier to find and use. In addition, following a well-documented disposal process regularly provides accountability for disposed information and reduces volume of information to search. Access requests can be processed with greater ease and efficiency. Staff time associated with record searches can be significantly reduced. Risks associated with failure to provide responsive records or with failing to meet the required response timelines can be avoided. Ultimately, a comprehensive RIM plan can help government institutions to be more agile, efficient, and accountable to the public. Implementing RIM policies and practices can be challenging. Institutions, departments and individuals in a government institution should establish effective procedures to manage their records over time, to engage staff and change ingrained habits. When preparing to develop and implement new or improved RIM practices, remember the following: 1. Compliance: Make sure you follow RIM legislative requirements applicable to your government institution. 2. Be engaged: Senior management should understand the importance of RIM practices to the legislated obligations of the acts and actively support the efforts to introduce or update RIM practices in your institution. 817 The remainder of this section originates from SK OIPC resource, Improving Access and Privacy with Records and Information Management. Available at improving-access-privacy-rim.pdf (oipc.sk.ca). Accessed December 17, 2022.
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