TIPS FOR MANAGING YOUR INFORMATION: SOME “INCONVENIENT TRUTHS!”

1. TIPS FOR MANAGING YOUR INFORMATION: SOME “INCONVENIENT TRUTHS!” “Our collective capacity to create and disseminate information is in danger of outstripping our ability to manage it.” (www.jiscinfonet.ac.uk/records management/guide for administrators) PLEASE NOTE: This presentation should be viewed in ”Normal View” so that the note field is visible.

2. MANAGING YOUR INFORMATION:AN INTRODUCTION • The problem spaces: - desktop (paper and electronic) - email - shared network drives - collaborative spaces & sharing files

3. ORGANIZATION GROUP WORKSPACE ORGANIZATION WORKSPACE INDIVIDUAL WORKSPACE

4. Problem areas, causes and some solutions • Creating information • Version control • Email management • Disposing of information • Preserving information

5. Legislation Universities in Ontario come under provincial legislation. Federal legislation covers federal government bodies and commercial enterprises. • Provincial legislation: - Freedom of Information, Protection of Privacy - or FIPPA • Federal legislation: - Personal Information Protection, & Electronic Documents Act - or PIPEDA

6. Whose information is it? • University records - created as part of the business activities of the university - “means any record of information however recorded, whether in printed form, on film, by electronic means or otherwise …” • Personal • Professional/creative, research • Grey areas - personal agenda books - teaching materials/curriculum - emails

7. Queen’s University Records Management Program • QU Records Management Policy http://archives.queensu.ca/rm/RMPolicy.htmlhttp://archives.queensu.ca/rm/RMPolicy.html • QU Records Management program: http://archives.queensu.ca/rm/ManagingUR.html

8. CREATING INFORMATION • Lost information is not only inconvenient, but is a huge waste of time and resources. • Losing information containing personal details of an individual is not compliant with the law. • Use good file names: objective, meaningful, concise, standardized • Scanning and indexing (the “paperless office”) • Electronic records management systems

9. VERSION CONTROL • Issued or draft - “I” or “D” • Time specific • Point (not attach) • Watermarks

10. DANGERS OF EMAIL - Mixed messages - Emails are disclosable - Evidence of decisions and actions lost - Sensitive information disclosure - Lack of privacy

11. MANAGING EMAIL - 2 • Manage your inbox • File core business records • Short term informal messages – keep current only • Personal email – delete once read. • Limit main recipients • Use cc for “information only” • One topic only per email • Be specific in subject lines • Do not include original text when replying

12. DISPOSING OF INFORMATION • DON’T KEEP MORE THAN YOU NEED • Office of primary responsibility • Ask records management or archives staff for advice on the value • How long should it be kept • Records retention schedules – safeguards • Secure disposal of paper records • Secure disposal of electronic records

13. PRESERVING INFORMATION • Paper – the deluge and the ark • Digital dilemma - technology changes, how to keep the records • What is “born digital” and why is it important?

14. SECURITY ISSUES • Due diligence • Smart practices • Mobile technologies • Faxes • Encryption

15. PRIVACY – RIGHTS AND RESPONSIBILITIES • Collective Agreement – Article 23 • Academic Freedom • Surveillance in the workplace • QU Access & Privacy Office

16. SOME TYPES OF RECORDS • Information excluded from FIPPA • Research records excluded from the Act • Teaching materials excluded from the Act • Employment related records excluded from the Act • Your own personal information in records held by the University

17. BIBLIOGRAPHY