Office of the Saskatchewan Information and Privacy Commissioner. Guide to FOIP, Chapter 6, Protection of Privacy. Updated 27 February 2023. 362 the government network subjects those emails to the security measures in place within the government network, managed by SaskBuilds and Procurement.863 Section 24.1 of FOIP explicitly requires government institutions to have adequate written policies and procedures in place that protect personal information against any reasonably anticipated threat or hazard to the security or integrity of the information. The policies and procedures must address administrative, technical, and physical safeguards for personal information. See Section 24.1 earlier in this Chapter for more on this requirement. Government institutions should have an email management policy.864 The Commissioner has addressed this issue with government institutions and local authorities in multiple reports which are summarized below: In Review Report 184-2016, the Commissioner addressed the issue of Global Transportation Hub (GTH) board members using personal email addresses to conduct government-related activities. Board members received sensitive government documents at personal email addresses. The Commissioner recommended GTH board members use the Government of Saskatchewan email system for government-related activities. In Review Report 051-2017, the Commissioner addressed the issue of the former Premier using a personal email account and a “saskparty.com” email account for government business. The Commissioner encouraged government leaders and public servants to use the Government of Saskatchewan email system to do government-related activities. In Investigation Report 101-2017, the Commissioner investigated a complaint by an individual that alleged the Minister of the former Saskatchewan Transportation Company responded to the complainant using a personal/business email account. The Commissioner confirmed the alleged complaint and offered best practice advice with regards to the use of personal email for government-related activities. In Review Report 216-2017, the Commissioner again raised concerns when it was learned that public servants with the Ministry of Economy (Economy) were using personal email 863 SK OIPC Investigation Report 101-2017 at [31]. Central Services has the mandate, resources, and expertise to support and manage the Government of Saskatchewan email system, including ensuring the security of email accounts. Its practices are also audited for adequacy by the Provincial Auditor. See SK OIPC Review Report 184-2016 at [17]. 864 The Ministry of Central Services was in the process of developing a government wide email management policy in 2017. See SK OIPC Investigation Report 101-2017 at [37] to [38].
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