Office of the Saskatchewan Information and Privacy Commissioner. Guide to LA FOIP, Chapter 6, Protection of Privacy. Updated 27 February 2023. 295 when access requests are received. If records have been abandoned, it can be extremely difficult for staff to identify the appropriate individuals and offices to conduct a search. Designating staff as records management personnel can help to address this issue. Records management personnel are individuals or a group that is responsible for maintaining specific records or types of records. Depending on the nature of the records and the size of the organization, records management personnel may be an individual, a work unit or even a large branch. However, it is a best practice to identify a specific position or group that is most familiar with the records to be responsible for carrying out maintenance actions and responding to requests regarding the records. When records management personnel for the organization have been identified, document the designation, and make the document accessible to others in the organization that may need-to-know. This can be done in several ways, depending on the types of records. For example, consider using metadata. Metadata is descriptive information about a data set or record which can easily include contact information for the responsible records management personnel. For some types of records, it may be appropriate to designate records management personnel in job descriptions, file plan documentation or simply as a note on a shared drive. It is important to remember to keep this information up to date, changing designations and contact information as necessary. The key point in designating records management personnel is to ensure that records are appropriately managed and maintained over time to prevent records from being mishandled, lost, or forgotten. 5. Develop and implement record schedules Record schedules are tools that assist an organization in classifying, managing and disposing of their records. Schedules consist of a classification system to facilitate the systematic organization of records and a retention portion which establishes time periods for which records must be kept to meet all requirements. The retention portion also facilitates the disposition process. These schedules are an essential component of any RIM strategy and must form part of the policies and procedures used to implement that strategy. LA FOIP does not specify retention and destruction periods. Therefore, local authorities that do not have a records retention schedule implemented or are unsure if they have any legislative requirements related to records retention, should consult with their RIM and/or legal staff.
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