Office of the Saskatchewan Information and Privacy Commissioner. Guide to LA FOIP, Chapter 6, Protection of Privacy. Updated 27 February 2023. 299 saved into the RM’s central records management system and recommending the RM implement an email management policy. 9. Storage of electronic records While records are in active use, they should be stored in a secure manner that allows for ease of access by authorized individuals. This is essential for responding to access requests as it can significantly reduce search time and resources. Shared drives, electronic records management systems or other shared organization storage resources are recommended, as they allow local authorities to set access controls and limit access to authorized individuals. When individuals save records on their assigned work computers or within their email or text messages, it is easy for those records to be lost should the computer break down, become lost or stolen or individuals leave the local authority. Shared storage resources should have automatic back-up to prevent inadvertent loss of information. In addition, they should have security controls that allow only authorized individuals to access information. For example, access to a shared drive may be appropriate for members of a work unit or department but not for other members of the local authority. Alternatively, sensitive, or personal information or personal health information may require that only specific individuals or management have access. 10. File naming File names are an important tool to help staff find information, especially in the context of an access request. However, when working on materials that are familiar to us, staff tend to use vague titles. While one staff member may easily recognize what “letter.doc” is, other staff will have to open the file to determine what the file actually is. In the context of an access request, this can result in significant search time and associated fees. Implementing file naming conventions throughout a local authority can standardize the way that staff save file records and help ensure that materials can be easily searched for and accessed. File naming conventions do not need to be complicated to be effective. Rather, they should capture the minimum amount of information necessary for staff unfamiliar with the file to access it using a standard search. Local authorities will need to consider the types of information that is necessary to easily identify records, but there are a few elements that are recommended:
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