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TIPS FOR MANAGING YOUR INFORMATION: SOME INCONVENIENT TRUTHS! Our collective capacity to create and disseminate information is in danger of outstripping.

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Presentation on theme: "TIPS FOR MANAGING YOUR INFORMATION: SOME INCONVENIENT TRUTHS! Our collective capacity to create and disseminate information is in danger of outstripping."— Presentation transcript:

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) - - shared network drives - collaborative spaces & sharing files

3 INDIVIDUAL WORKSPACE GROUP WORKSPACE ORGANIZATION WORKSPACE ORGANIZATION ORGANIZATION

4 Problem areas, causes and some solutions Creating information Version control 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 - s

7 Queens University Records Management Program QU Records Management Policy //archives.queensu.ca/rm/RMPolicy.htmlhttp: //archives.queensu.ca/rm/RMPolicy.html QU Records Management program:

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 - Mixed messages - s are disclosable - Evidence of decisions and actions lost - Sensitive information disclosure - Lack of privacy

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

12 DISPOSING OF INFORMATION DONT 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


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