Office of the Saskatchewan Information and Privacy Commissioner. Guide to FOIP, Chapter 6, Protection of Privacy. Updated 27 February 2023. 333 3. Communicate often: It is essential to keep RIM practices top of mind to ensure that staff don’t slip into old practices. 4. Communicate clearly: Communication and training on RIM should be clear and straightforward, using plenty of examples and real-world scenarios so that staff can fully understand their responsibilities and how to implement new practices. 5. Commit to maintaining practices over time: Implementing RIM practices is not a simple one-time event. It takes time and dedication to ensure that best practices become everyday practices. IPC Findings In Review Report 078-2016 to 091-2016, the Applicant received a fee estimate totaling $111,842.50 from the Global Transportation Hub Authority (GTH). The Commissioner found that the fee estimate was inappropriate as it was largely based on searching email archives, which would not have been an issue with effective records management policies and procedures in place. The Commissioner recommended GTH establish records management policies and procedures to ensure it is better equipped to handle access to information requests. In Investigation Report 072-2018, the Commissioner reviewed the Ministry of Central Services (Central Services) use and management of backup tapes. The Commissioner found that the data residing on the backup tapes was not the “primary record,” as the data was a copy of data that already existed elsewhere. As such, with some exceptions, backup tapes did not need to be included when conducting a search for responsive records related to an access to information request. The Commissioner made several recommendations to Central Services on the management of the backup tapes, including recommending it establish an internal retention and disposal procedure for backup tapes. Record Retention Government institutions collect personal information about citizens, employees, clients and prospective clients. This information can be in physical or electronic form. Once this
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