When Professor Michael Geist from the University of Ottawa spoke with Directors of Education on the topic of Privacy and Information Management he said, “it is important to view privacy as a number of stages and the act of matching the stages of privacy (implementation) within your own districts is also a very important task using a maturity model.”Click here to link to Professor Geist’s video presentation. Click here to link to the PIM Maturity ModelThe PIM Capacity Building Framework is a construct developed to facilitate the challenging task of implementing specific components of the PIM toolkit. In school boards, it is clear that the elements of the Privacy Standard and the RIM principles do not operate in isolation nor are they implemented one at a time. However, developing “how to” documents can be beneficial to schools boards in that they provide an approach to incorporating some of the foundational elements of the toolkit into school board practice. As well, they can provide content elements related to each foundational area and a methodology that can be replicated or adapted by school board teams should they choose to work in other PIM content areas.Click here to link to the Foundation section of the PIM toolkit: Privacy StandardClick here to link to the Foundation section of the PIM toolkit: RIM PrinciplesClick here to link to the PIM Capacity Building Framework Some Background Information
Creating “How To” Documents The following presentation highlights a process that school board teams might use to develop strategies to support their implementation of specific privacy standards and record and information management principles.
Working through this activity as a board team can contribute to: • Toolkit implementation strategies • Knowledge mobilization in the area of PIM The development of local PIM PD strategies • The use of the PIM self - assessment activities • PIM policy & procedure models • A culture change in the area of PIM
The process involves board teams working through the following three steps:Step 1. Selecting a specific privacy standard or record & information management principle as listed on the PIM capacity building framework.Step 2. Developing a specific goal for the selected component based on the PIM maturity model by completing the goal setting activity.Step 3. Identifying an implementation strategy to achieve the goal.
Step 1. Each team selects one of the elements of the privacy standard or one of the record and information management principles listed in the PIM Capacity Building Framework.
Step 2. Each team develops a specific goal for the standard / principle they have selected by working through the goal development activity.
Step 3. Each team identifies an implementation strategy by working through the activity sheet “Moving toward level 4”.
Working Through the Three Steps The following slides include links to resources, templates and examples of completed sections of the activity sheets. Teams can access these as they work through the next three slides to complete their own “level 4 goal and “how to” document.
Step 1. Each team selects one of the elements of the privacy standard or one of the record and information management principles listed in the PIM Capacity Building Framework (CBF). Click here for a printable version of the CBF Note: The PIM Privacy Standard and the Record and Information Management (RIM) Framework can be found in the Foundation section of the PIM toolkit and are an essential resource for completing this activity. Click here to link to the PIM Privacy Standard and click here to link to the RIM principles located on pages 18 to 40 of the PIM toolkit.
Step 2. Teams should answer each of the questions on the goal development sheet with your standard / principle in mind and then use this information to create a smart goal(s). Note: Writing a specific level 4 goal will create an explicit focus for actions to be taken to move through the levels of the PIM maturity model. Click here for a printable version of the goal development sheet A completed goal development sheet is available and can be used as an example for teams to look at as they work through this activity Click here to access a completed sample of the goal development sheet. Try This: Make the goal(s) more compelling by putting time limits on progress and allow for monitoring progress and measuring effectiveness of the implementation.
Step 3. Each team develops the details to support the implementation of their standard / principle using the “Moving toward level 4” sheet. Click here for a printable version of the “Moving toward level 4” sheet. • Note: Developing a specific implementation strategy involves: • identifying actions that need to be put in place and how they will be put in place. Click here to access a completed sample of specific strategy use. • detailing what supports and/or resources are necessary and available. Click here to access a completed sample of specific resource supports. • identifying who should be involved in the implementation. Click here to access a completed sample of who could be involved in the process. • putting monitoring systems in place in order to achieve the goal. Click here to access a completed sample of a monitoring description.
Some Resources to Support this Activity. Collins, Jim, Why Business Thinking is Not the Answer, Good to Great and the Social Sectors , All rights reserved, 2005. Gardner, Howard, Changing Minds, Harvard Business School Press, Boston, 2006. Heath, Chip and Heath, Dan, Why Some Ideas Survive and Others Die, Made to Stick , Random House, New York, 2008. Hume, Karen, The Evidence-Based School , Pearson Publishing, Toronto, Canada, 2010. Patton ,Michael Quinn, Utilization-Focused Evaluation , 3rd edition, Sage Publications, 1997.
With thanks to the following contributors whose input and effort provided much of the content for this presentation. Laurie Baines, Records Information Management Officer, Thames Valley DSB Kellie Barron, ICT Director Corporate Systems, Kawartha Pine Ridge DSB Leslie Chouinor, Information Officer, Near North DSB Marie Clarke, Coordinator of K-12 Programs/ MISA Exec Lead, Lakehead DSB/ NOEL Gina Coish, Co-chair, PIM taskforce, Simcoe County DSB Russ Coles, Senior Manager - Computer Applications, York Region DSB Roy Hart, Chief Information Officer, Durham CDSB Marianne Hendren, Senior Employee & Labour Relations Consultant , Kawartha Pine Ridge DSB Cheryl Kennedy, ER officer / HR, York Catholic DSB François Lee-Daigle, Direction des ressources humaines, CSDECSO David Midwood, PIM taskforce, MCI Stephen Mitchell, Ph.D., Chief Information Officer, St-Clair Catholic DSB Kathleen O’Flaherty, Finance Manager, Keewatin-Patricia DSB Jeff Roynon, Data Analyst, Near North DSB Nancy Sharpe, Manager of Communications and Freedom of Information/Protection of Privacy, PVNCCDSB Sandy Smith, Community outreach coordinator and privacy, HPEDSB Carol Stock, Executive Assistant, Board Services, Toronto DSB Norma Townsend, Records Administrator/Privacy Officer, London DCSB Erica vanRoosmalen, Co-chair, PIM taskforce, Halton Catholic DSB Sandra Vieira, Privacy and Records Management Officer, Waterloo Catholic DSB Janice Wright, Superintendent of Finance, Upper Grand DSB