Office of the Saskatchewan Information and Privacy Commissioner. Guide to FOIP, Chapter 6, Protection of Privacy. Updated 27 February 2023. 336 contract. The contract should stipulate whether the records are to be transferred back to the government institution at the end of the retention period for destruction or the contractor is to destroy the records on behalf of the government institution. The contract should also state how the records are to be destroyed, including notification being provided to the government institution prior to destruction.825 Record Disposal All official government records must be retained by the responsible government institution for the length of time designated in the applicable records schedule (Administrative Records System 2014) for administrative records or an institution specific Operational Records System (ORS) for operational records).826 Official government records may only be disposed of once the retention periods described in these schedules are met, and after receiving written permission from the Provincial Archivist.827 Destruction means to permanently destroy or erase in an irreversible manner to ensure that the record cannot be reconstructed in any way and does not include recycling or placing in the trash.828 Disposition includes the destruction of records, as well as appraisal and transfer to the Provincial Archives. The disposal system is applicable to all formats, including digital.829 When responding to a FOIP request, it is necessary to know whether records have been destroyed and if so, whether this has been done in an authorized manner. It is equally 825 SK OIPC Investigation Report F-2013-001 at [68]. 826 Provincial Archives of Saskatchewan, Government of Saskatchewan Records Disposal System. Available at Government of Saskatchewan Records Disposal System | Provincial Archives of Saskatchewan (saskarchives.com). Accessed December 19, 2022. 827 Provincial Archives of Saskatchewan, Government of Saskatchewan Records Disposal System. Available at Government of Saskatchewan Records Disposal System | Provincial Archives of Saskatchewan (saskarchives.com). Accessed December 19, 2022. 828 ON IPC resource, Get rid of it Securely to keep it Private: Best Practices for the Secure Destruction of Personal Health Information, October 2009, at p. 3. Available at naid.pdf (ipc.on.ca). Accessed on December 17, 2022. 829 Provincial Archives of Saskatchewan, Government of Saskatchewan Records Disposal System. Available at Government of Saskatchewan Records Disposal System | Provincial Archives of Saskatchewan (saskarchives.com). Accessed December 19, 2022.
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