Recordkeeping

What is a record?

A record includes information recorded in various formats, for example, paper record, electronic record, hand written notes, audio, voicemail, video, photograph and so on.

The Act applies to records in the custody or control of the university. Upon request, certain records must be made available, subject to limited exemptions as provided for in the Act.

For additional information regarding these guidelines, you may contact the Access to Information and Privacy Office.

Creating and maintaining a record with access in mind

It is important to create records with the expectation that they may be disclosed under FIPPA.

The following tips can apply to all types of records and will allow a consistency in the disclosure of records and prevent unintended disclosure of records:

  • Exclude unnecessary information. Create and maintain information that is required to accomplish a task only.
  • Avoid including various subject matters in one record.
  • Avoid "strings" of e-mails; this includes numerous responses and forwards.
  • State views, comments and opinions as objective as possible. Note that individuals can view their personal information which can consist of an opinion of a person about the requestor.
  • Take care of the content of your e-mail to ensure that you are using proper language, style and correct information so that the disclosure of the record won't embarrass you.
  • Reduce mailing lists to a minimum.
  • Use brief but informative subject lines.
  • Note that not all records marked as confidential will be exempted from disclosure under the Act. To be exempt, the confidential information must fall within one of the specific exemptions provided for within the Act, such as personal information and information subject to solicitor/client privilege. Please refer to our list of exclusions and exemptions most often claimed.
  • Personal Information must be maintained for a minimum period of one year.  
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