I & T T r a i n i n g & E d u c a t i o n
http://insideto.toronto.ca/itweb/computertraining/pdf/classwelcomepolicy.pdf
C L A S S - W e l c o m e P o l i c y
Training Guide v.1
Wednesday, February 22, 2012
Sources of Federal Government and Employee Information 2010
http://www.infosource.gc.ca/emp/emp01-eng.asp
Sources of Federal Government and Employee Information 2010
Foreword
Info Source is a series of publications containing information about the Government of Canada's access to information and privacy programs. The primary purpose of Info Source is to assist individuals in exercising their rights under the Access to Information Act and the Privacy Act. Info Source also supports the government's commitment to facilitate access to information regarding its activities.
Info Source includes the following three publications:
Info Source: Sources of Government and Employee Information
provides information about the functions, programs, activities and related information holdings of government institutions subject to the Access to Information Act and the Privacy Act; and
provides individuals and employees of the government (current and former) with relevant information to access personal information about themselves held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.
Info Source: Bulletin - Statistical Reporting
contains statistical information about access to information and privacy requests on an annual basis; and
provides cumulative statistics about access to information and privacy requests since 1983.
Info Source: Bulletin - Federal Court Decision Summaries
includes an annual summary of key federal court cases related to the Access to Information Act and the Privacy Act.
Roles and Responsibilities
Treasury Board Secretariat
The Access to Information Act and the Privacy Act assign overall responsibility to the President of Treasury Board (as the designated Minister) for the government-wide administration of the legislation. The Treasury Board Secretariat (TBS) carries out these duties on behalf of the President of the Treasury Board and, as such, is responsible for:
publishing Info Source annually which includes an annual index that describes government institutions, their responsibilities, programs and information holdings; and an annual index of personal information under the control of government institutions;
issuing direction and guidance to government institutions with respect to the administration of the ATIA and the PA and interpretation of related policy instruments;
prescribing forms to be used in the administration of the Acts, as well as the format and content of reports made to Parliament;
reviewing new and modified Personal Information Banks, assigning a registration number to new PIBs, and prescribing forms to be used in the administration of the Acts, as well as the format and content of the annual report to Parliament;
advising all members of the Access to Information and Privacy community of any updates to the policy instruments;
preparing and distributing directives and guidelines regarding the operation of the Acts;
reviewing the manner in which records under the control of institutions are maintained and managed to ensure compliance with the provisions of the Acts and the regulations;
Collect statistics to assess compliance under the Acts.
Library and Archives Canada
In accordance with the Library and Archives of Canada Act, Library and Archives Canada is charged with various responsibilities regarding the disposition of records created by government institutions. These responsibilities include the authorization of records destruction by government institutions and the preservation of records for historical or archival purposes.
For more information, please visit the Library and Archives Web site.
Government Institutions
Government institutions are responsible for sound management practices and decisions with respect to the handling and protection of personal information and in the treatment of requests from applicants.
Institutions are also responsible for providing comprehensive, accurate and up-to-date descriptions of their functions, programs, activities, related information holdings and collections of personal information for the Info Source publications on an annual basis.
Each government institution also has an Access to Information and Privacy (ATIP) Coordinator. These individuals are responsible for ensuring that any ATIP requests received by the government institution are responded to in accordance with the Acts and also for the application of the legislation within the institution. The list of ATIP Coordinators, along with their contact information, is available online.
Office of the Information Commissioner and Office of the Privacy Commissioner
The Offices of the Information Commissioner and Privacy Commissioner receive and independently investigate complaints from applicants or may self-initiate complaints on any matter related to obtaining or requesting access to records held by government institutions subject to the Access to Information and Privacy Acts. They may also initiate or intervene in Court proceedings where necessary. Both Commissioners are required to report to Parliament on activities annually and may issue a special report to Parliament at any time on any important matter within the scope of the Commissioner's powers, duties and functions. The Privacy Commissioner may also conduct compliance reviews of the privacy practices of government institutions as the practices relate to the collection, retention, accuracy, use, disclosure and disposal of personal information by government institutions subject to the Privacy Act.
For more information, please visit the Office of the Information Commissioner's Web site or the Office of the Privacy Commissioner's Web site.
Access to Information Act
The Access to Information Act provides Canadian citizens and permanent residents, all individuals who are present in Canada as well as all corporations present in Canada, with the right of access to records under the control of a government institution subject to the Act. The Act complements, but does not replace, other means of obtaining government information and it is not intended to limit in any way the access to government information that is normally available to the public upon request.
Some information may not be released
Under the Access to Information Act, some information may not be provided for specific reasons. There are two kinds of exceptions to the right of access: exemptions and exclusions.
Exemptions: Exemptions allow, or require in some instances, institutions to refuse to release certain information in narrow and specific cases. For example, exemptions may be applied to information on national security, law enforcement or trade secrets.
Exclusions: The Access to Information Act does not apply to information that is already publicly available, such as government publications and material in libraries and museums. It also excludes material such as Cabinet confidences.
Note: The Access to Information Act cannot give individuals access to records that are not under the control of a government institution such as those maintained by provincial or municipal governments or by private organizations, including commercial banks and credit bureaus.
Privacy Act
The Privacy Act provides Canadian citizens and permanent residents with a right of access to and correction of personal information about themselves that is under the control of a government institution. The Act also provides the legal framework for the collection, retention, use, disclosure, disposition and accuracy of personal information in the administration of programs and activities by government institutions subject to the Act.
Under the Privacy Act, personal information is defined as "information about an identifiable individual that is recorded in any form". Examples include information relating to the race, national or ethnic origin, colour, religion, age or marital status of an individual, the education or the medical, criminal, financial or employment history of an individual, the address, fingerprints or blood type of the individual and any identifying number, symbol or other particular identifier assigned to the individual.
Some personal information may not be released
Under the Privacy Act, there is some personal information that government institutions may not release to applicants. There are two kinds of exceptions to the right of access: exemptions and exclusions.
Exemptions: Exemptions allow, or require in some instances, institutions to refuse to release certain information in limited and specific cases. For example, exemptions may be applied to information related to law enforcement investigations, information about other individuals or information which is subject to solicitor-client privilege.
Exclusions: The Privacy Act does not apply to information that is already publicly available, such as government publications and material in libraries and museums. It also excludes material such as Cabinet confidences.
Note: The Privacy Act cannot give individuals access to records that are not under the control of a government institution such as those maintained by provincial or municipal governments or by private organizations, including commercial banks and credit bureaus.
Safeguarding personal information
The protection of an individual's personal information is a very important aspect of the Privacy Act. The Act states how and when the government may collect, use, disclose, retain and dispose of personal information.
Disclosing personal information
Unless a person's consent is provided, a government may only disclose an individual's personal information for the same purpose for which it was collected, a consistent purpose or for other circumstances as provided for under the Privacy Act; for example, to comply with a subpoena.
Personal Information Banks
Personal Information Banks are descriptions of personal information that are maintained by government institutions about individuals, in support of specific programs and activities. The Privacy Act requires that Personal Information Banks include all personal information that is organized and retrievable by a person's name or by an identifying number, symbol or other particular assigned only to that person. Personal Information Banks must also include personal information that has been or is being used, or is available for use for an administrative purpose.
Please see the Glossary of Terms for descriptions of the various types of Personal Information Banks and an explanation of their contents.
How to Apply
Access to Information Act
The following procedures should be followed when making a formal request under the Access to Information Act.
Obtain an Access to Information Request form from the Treasury Board Secretariat web site. If the form is not used, a letter may be sent instead. See the instructions below.
Enclose the application fee.
Send the completed form or the letter to the Access to Information Coordinator of the appropriate government institution.
If a letter is submitted instead of the Access to Information Request form, the following information must be included:
statement that the information is being requested under the Access to Information Act;
name of the appropriate government institution;
description of the records requested (be as specific as possible);
preferred method of viewing the records (e.g. receiving photocopies of the original documents or viewing the originals in the government office where they are located);
name, street address, city or town, province or territory, postal code, telephone number(s) and signature of the applicant;
date of request; and
application fee.
The list of ATIP Coordinators, along with their contact information, is available online.
Fees
An application fee of $5 applies to all requests and additional fees may be charged for specific purposes, such as document searches over 5 hours, reproduction of records, and other limited reasons. Applicants will be notified in advance if there are additional fees and if a deposit is required.
Cheques and money orders are payable to the Receiver General of Canada with some exceptions. Please refer to Public Works and Government Services Canada's list of Institutions with Receiver General Accounts for a list of government institutions to which access to information requests must be accompanied by cheques or money orders made out the Receiver General of Canada. For all other institutions, cheques or money orders must be made out to the institution itself.
Time to process a request
Under the Access to Information Act, government institutions must respond to a request within 30 days; however, in certain cases, extensions may be applied by the institution where conditions established by the Access to Information Act are met; for example, where the request is for a large number of records, requires a search through a large number of records or where consultations are necessary. Applicants who feel that it is taking too long to process their requests may submit a complaint to the Office of the Information Commissioner (See Roles and Responsibilities).
Privacy Act
The following procedures should be followed when making a formal request under the Privacy Act.
Obtain a Personal Information Request Form from the Treasury Board Secretariat web site.
Send the completed form to the Privacy Coordinator of the appropriate government institution.
If a letter is submitted instead of the Personal Information Request Form, the following information must be included:
statement that the information is being requested under the Privacy Act:
name of the appropriate government institution;
description of the records requested (be as specific as possible);
preferred method of viewing the records (e.g. receiving photocopies of the original documents or viewing the originals in the government office where they are located);
name, street address, city or town, province or territory, postal code, telephone number(s) and signature of the applicant;
date of request.
The list of ATIP Coordinators, along with their contact information, is available online.
Fees
There is no fee to apply for or obtain information under the Privacy Act.
To correct personal information
If an individual believes that the personal information a government institution has on file about him/her is in error or has been omitted, the individual may ask to have it corrected by submitting a request for correction. Even if the institution does not agree to change this information, it must make a note that a request for the change was made and attach the note to the file.
Time to process a request
Under the Privacy Act, government institutions must respond to a request within 30 days. If a time extension is required, the applicant will be notified within the first 30 days and told why up to another 30 days may be needed. Applicants who feel that it is taking too long to process their requests may submit a complaint to the Office of the Privacy Commissioner (See Roles and Responsibilities).
Where to obtain more information
For more information about Info Source, the Access to Information Act or the Privacy Act, please contact
Treasury Board of Canada Secretariat
219 Laurier Avenue West, 14th Floor
Ottawa, Ontario K1A 0R5
General Enquiries:613-946-4945
Facsimile:613-957-8020
TTY:613-957-9090
Email:ippd-dpiprp@tbs-sct.gc.ca
Internet:www.tbs-sct.gc.ca
To purchase a copy of Info Source: Sources of Federal Government and Employee Information on CD-ROM, please contact:
Publishing and Depository Services
Public Works and Government Services Canada
Ottawa, Ontario K1A 0S5
E-Mail:publications@pwgsc.gc.ca
Telephone:613-941-5995
Telephone Toll-free:1-800-635-7943 (Canada & US)
Facsimile:613-954-5779
Facsimile Toll-free:1-800-565-7757 (Canada & US)
TTY:1-800-465-7735
Internet:http://publications.gc.ca
All Info Source publications are available free of charge on the Internet at: www.infosource.gc.ca.
Glossary of Terms
Term Definition
Administrative Purpose The use of personal information in a decision making process that directly affects that individual. This includes all uses of personal information for confirming identity (i.e. authentication and verification purposes) and for determining eligibility of individuals for government programs.
Bank Number A field in a Personal Information Bank. This unique identifying number is created by each institution for each PIB using the institution's Federal Identity Program acronym or commonly used acronym, Personal Information Bank code (e.g. PPU, PPE, etc.), and a three-digit reference number assigned by the institution.
Class of Individuals A field in a Personal Information Bank. Identifies the group or category of individuals about whom the information relates; e.g. current and former employees, contractors, program applicants, etc.
Classes of Personal Information Personal information not used for an administrative purpose or not intended to be retrievable by a personal identifier; for example, grants and contributions intended solely for organizations. Classes of personal information are created to ensure that government institutions account for all of the personal information that they hold.
Classes of Records Descriptions of the records created, collected and maintained by a government institution as evidence of and information about a particular institutional program or activity.
Formerly referred to as Program Records.
Consistent Uses A field in a Personal Information Bank which describes uses that have a reasonable and direct connection to the original purpose(s) for which the information was obtained or compiled.
Data Matching An activity involving the comparison of personal information from different sources, including sources within the same government institution, for administrative or non-administrative purposes. Data matching includes the disclosure or sharing of personal information with another organization for data-matching purposes.
Description (Classes of Records) A field in a Class of Record description. Identifies the records that an institution creates, collects and maintains as evidence of its mandated programs and activities.
Description (Personal Information Bank) A field in a Personal Information Bank. Indicates the specific elements or categories of personal information contained in the records which the PIB is describing. For example, name, contact information (may include home and e-mail addresses, telephone numbers, etc.), sex, marital status, country of birth, citizenship, employee identification numbers, fingerprints, etc.
Document Types A field in a Class of Record description. Identifies specific document types that are contained in an institution's files.
Format An optional field in a Class of Record description. Specifies records contained in an institution's files that have been created in a non-standard format such as photographs, audio-visual recordings, maps, etc.
Government Institution
Government institutions are defined in the Access to Information and Privacy Acts as:
any department or ministry of state of the Government of Canada;
bodies or offices listed in Schedule I of the Access to Information Act and the Schedule of the Privacy Act(e.g., Canada Revenue Agency, Canadian Wheat Board);
any parent Crown corporation (e.g., CBC, Canada Post); and
any wholly-owned subsidiary of a parent Crown corporation (e.g., Canada Post International Ltd., Cape Breton Casting Inc.).
About 250 Government institutions are subject to the Acts.
Manual Instructions, handbooks or procedures used by employees in administering or carrying out institutional programs and activities that affect members of the general public.
Personal Information Bank (PIB) A description of personal information that is organized and retrievable by a person's name or by an identifying number, symbol or other particular assigned only to that person. The personal information described in the personal information bank has been used, is being used, or is available for an administrative purpose and is under the control of a government institution.
There are three types of Personal Information Banks in this publication: central, institution-specific and standard.
Personal Information Bank – Central Central Personal Information Banks describe personal information about members of the general public and employees (current and former) from all or several government institutions and are maintained by central government departments and agencies such as the Public Service Commission of Canada, Public Works and Government Services Canada, and the Treasury Board of Canada Secretariat.
Central PIBs are identified with the unique identifier "PCU" or "PCE".
Personal Information Bank – Institution-Specific Institution-Specific Personal Information Banks describe personal information about members of the general public and employees (current and former) that is contained in the records of a specific government institution.
Institution-Specific PIBs are identified with the unique identifier "PPU" or "PPE".
Personal Information Bank – Standard Standard Personal Information Banks describe personal information about members of the general public and employees (current and former) that may be found in records created, collected and maintained by most government institutions to support common internal functions, programs and activities such as communications, travel and employment. Standard Personal Information Banks are created by Treasury Board Secretariat.
Standard PIBs are indentified with the unique identifier "PSU" or "PSE".
Purpose A field in a Personal Information Bank. Provides an explanation of the reason why the personal information was obtained or compiled.
Record Number A field in a Class of Record description. This unique identifying number is created by each institution for each Class of Record description using the institution's Federal Identity Program acronym (or commonly used acronym) and the institution's reference number.
Reading Room The Access to Information Act requires all government institutions subject to the Act to provide facilities where their information and/or manuals can be reviewed. One or more locations may be provided by an institution.
Records Disposition Authority (RDA) Number A field in a Personal Information Bank. A unique number assigned by Library and Archives Canada. A Records Disposition Authority is the instrument that the Librarian and Archivist of Canada issues to enable government institutions to dispose of records which no longer have operational or other utility. There are three disposition methods - destroying the records (at the discretion of institutions), transferring historical records to the control of Library and Archives Canada, or removing records from the control of the Government of Canada; e.g. transferring them to a Special Operating Agency or other level of government.
Related Record Number A field in a Personal Information Bank. Personal Information Banks must be cross-referenced to institutional Classes of Records. See the definition of Record Number above.
Retention and Disposal Standards A field in a Personal Information Bank. Identifies the length of time records are maintained under the control of an institution and the point at which the final disposition is applied.
Standard Classes of Records Standard Classes of Records describe records created, collected and maintained by most government institutions in support of common internal functions, programs and activities such as Human Resources Management, Materiel Management, and General Administrative Services. Standard Classes of Records are developed by Treasury Board Secretariat.
TBS Registration Number A field in a Personal Information Bank. Unique number assigned by Treasury Board Secretariat once a Personal Information Bank has been reviewed and registered in the TBS database.
Sources of Federal Government and Employee Information 2010
Foreword
Info Source is a series of publications containing information about the Government of Canada's access to information and privacy programs. The primary purpose of Info Source is to assist individuals in exercising their rights under the Access to Information Act and the Privacy Act. Info Source also supports the government's commitment to facilitate access to information regarding its activities.
Info Source includes the following three publications:
Info Source: Sources of Government and Employee Information
provides information about the functions, programs, activities and related information holdings of government institutions subject to the Access to Information Act and the Privacy Act; and
provides individuals and employees of the government (current and former) with relevant information to access personal information about themselves held by government institutions subject to the Privacy Act and to exercise their rights under the Privacy Act.
Info Source: Bulletin - Statistical Reporting
contains statistical information about access to information and privacy requests on an annual basis; and
provides cumulative statistics about access to information and privacy requests since 1983.
Info Source: Bulletin - Federal Court Decision Summaries
includes an annual summary of key federal court cases related to the Access to Information Act and the Privacy Act.
Roles and Responsibilities
Treasury Board Secretariat
The Access to Information Act and the Privacy Act assign overall responsibility to the President of Treasury Board (as the designated Minister) for the government-wide administration of the legislation. The Treasury Board Secretariat (TBS) carries out these duties on behalf of the President of the Treasury Board and, as such, is responsible for:
publishing Info Source annually which includes an annual index that describes government institutions, their responsibilities, programs and information holdings; and an annual index of personal information under the control of government institutions;
issuing direction and guidance to government institutions with respect to the administration of the ATIA and the PA and interpretation of related policy instruments;
prescribing forms to be used in the administration of the Acts, as well as the format and content of reports made to Parliament;
reviewing new and modified Personal Information Banks, assigning a registration number to new PIBs, and prescribing forms to be used in the administration of the Acts, as well as the format and content of the annual report to Parliament;
advising all members of the Access to Information and Privacy community of any updates to the policy instruments;
preparing and distributing directives and guidelines regarding the operation of the Acts;
reviewing the manner in which records under the control of institutions are maintained and managed to ensure compliance with the provisions of the Acts and the regulations;
Collect statistics to assess compliance under the Acts.
Library and Archives Canada
In accordance with the Library and Archives of Canada Act, Library and Archives Canada is charged with various responsibilities regarding the disposition of records created by government institutions. These responsibilities include the authorization of records destruction by government institutions and the preservation of records for historical or archival purposes.
For more information, please visit the Library and Archives Web site.
Government Institutions
Government institutions are responsible for sound management practices and decisions with respect to the handling and protection of personal information and in the treatment of requests from applicants.
Institutions are also responsible for providing comprehensive, accurate and up-to-date descriptions of their functions, programs, activities, related information holdings and collections of personal information for the Info Source publications on an annual basis.
Each government institution also has an Access to Information and Privacy (ATIP) Coordinator. These individuals are responsible for ensuring that any ATIP requests received by the government institution are responded to in accordance with the Acts and also for the application of the legislation within the institution. The list of ATIP Coordinators, along with their contact information, is available online.
Office of the Information Commissioner and Office of the Privacy Commissioner
The Offices of the Information Commissioner and Privacy Commissioner receive and independently investigate complaints from applicants or may self-initiate complaints on any matter related to obtaining or requesting access to records held by government institutions subject to the Access to Information and Privacy Acts. They may also initiate or intervene in Court proceedings where necessary. Both Commissioners are required to report to Parliament on activities annually and may issue a special report to Parliament at any time on any important matter within the scope of the Commissioner's powers, duties and functions. The Privacy Commissioner may also conduct compliance reviews of the privacy practices of government institutions as the practices relate to the collection, retention, accuracy, use, disclosure and disposal of personal information by government institutions subject to the Privacy Act.
For more information, please visit the Office of the Information Commissioner's Web site or the Office of the Privacy Commissioner's Web site.
Access to Information Act
The Access to Information Act provides Canadian citizens and permanent residents, all individuals who are present in Canada as well as all corporations present in Canada, with the right of access to records under the control of a government institution subject to the Act. The Act complements, but does not replace, other means of obtaining government information and it is not intended to limit in any way the access to government information that is normally available to the public upon request.
Some information may not be released
Under the Access to Information Act, some information may not be provided for specific reasons. There are two kinds of exceptions to the right of access: exemptions and exclusions.
Exemptions: Exemptions allow, or require in some instances, institutions to refuse to release certain information in narrow and specific cases. For example, exemptions may be applied to information on national security, law enforcement or trade secrets.
Exclusions: The Access to Information Act does not apply to information that is already publicly available, such as government publications and material in libraries and museums. It also excludes material such as Cabinet confidences.
Note: The Access to Information Act cannot give individuals access to records that are not under the control of a government institution such as those maintained by provincial or municipal governments or by private organizations, including commercial banks and credit bureaus.
Privacy Act
The Privacy Act provides Canadian citizens and permanent residents with a right of access to and correction of personal information about themselves that is under the control of a government institution. The Act also provides the legal framework for the collection, retention, use, disclosure, disposition and accuracy of personal information in the administration of programs and activities by government institutions subject to the Act.
Under the Privacy Act, personal information is defined as "information about an identifiable individual that is recorded in any form". Examples include information relating to the race, national or ethnic origin, colour, religion, age or marital status of an individual, the education or the medical, criminal, financial or employment history of an individual, the address, fingerprints or blood type of the individual and any identifying number, symbol or other particular identifier assigned to the individual.
Some personal information may not be released
Under the Privacy Act, there is some personal information that government institutions may not release to applicants. There are two kinds of exceptions to the right of access: exemptions and exclusions.
Exemptions: Exemptions allow, or require in some instances, institutions to refuse to release certain information in limited and specific cases. For example, exemptions may be applied to information related to law enforcement investigations, information about other individuals or information which is subject to solicitor-client privilege.
Exclusions: The Privacy Act does not apply to information that is already publicly available, such as government publications and material in libraries and museums. It also excludes material such as Cabinet confidences.
Note: The Privacy Act cannot give individuals access to records that are not under the control of a government institution such as those maintained by provincial or municipal governments or by private organizations, including commercial banks and credit bureaus.
Safeguarding personal information
The protection of an individual's personal information is a very important aspect of the Privacy Act. The Act states how and when the government may collect, use, disclose, retain and dispose of personal information.
Disclosing personal information
Unless a person's consent is provided, a government may only disclose an individual's personal information for the same purpose for which it was collected, a consistent purpose or for other circumstances as provided for under the Privacy Act; for example, to comply with a subpoena.
Personal Information Banks
Personal Information Banks are descriptions of personal information that are maintained by government institutions about individuals, in support of specific programs and activities. The Privacy Act requires that Personal Information Banks include all personal information that is organized and retrievable by a person's name or by an identifying number, symbol or other particular assigned only to that person. Personal Information Banks must also include personal information that has been or is being used, or is available for use for an administrative purpose.
Please see the Glossary of Terms for descriptions of the various types of Personal Information Banks and an explanation of their contents.
How to Apply
Access to Information Act
The following procedures should be followed when making a formal request under the Access to Information Act.
Obtain an Access to Information Request form from the Treasury Board Secretariat web site. If the form is not used, a letter may be sent instead. See the instructions below.
Enclose the application fee.
Send the completed form or the letter to the Access to Information Coordinator of the appropriate government institution.
If a letter is submitted instead of the Access to Information Request form, the following information must be included:
statement that the information is being requested under the Access to Information Act;
name of the appropriate government institution;
description of the records requested (be as specific as possible);
preferred method of viewing the records (e.g. receiving photocopies of the original documents or viewing the originals in the government office where they are located);
name, street address, city or town, province or territory, postal code, telephone number(s) and signature of the applicant;
date of request; and
application fee.
The list of ATIP Coordinators, along with their contact information, is available online.
Fees
An application fee of $5 applies to all requests and additional fees may be charged for specific purposes, such as document searches over 5 hours, reproduction of records, and other limited reasons. Applicants will be notified in advance if there are additional fees and if a deposit is required.
Cheques and money orders are payable to the Receiver General of Canada with some exceptions. Please refer to Public Works and Government Services Canada's list of Institutions with Receiver General Accounts for a list of government institutions to which access to information requests must be accompanied by cheques or money orders made out the Receiver General of Canada. For all other institutions, cheques or money orders must be made out to the institution itself.
Time to process a request
Under the Access to Information Act, government institutions must respond to a request within 30 days; however, in certain cases, extensions may be applied by the institution where conditions established by the Access to Information Act are met; for example, where the request is for a large number of records, requires a search through a large number of records or where consultations are necessary. Applicants who feel that it is taking too long to process their requests may submit a complaint to the Office of the Information Commissioner (See Roles and Responsibilities).
Privacy Act
The following procedures should be followed when making a formal request under the Privacy Act.
Obtain a Personal Information Request Form from the Treasury Board Secretariat web site.
Send the completed form to the Privacy Coordinator of the appropriate government institution.
If a letter is submitted instead of the Personal Information Request Form, the following information must be included:
statement that the information is being requested under the Privacy Act:
name of the appropriate government institution;
description of the records requested (be as specific as possible);
preferred method of viewing the records (e.g. receiving photocopies of the original documents or viewing the originals in the government office where they are located);
name, street address, city or town, province or territory, postal code, telephone number(s) and signature of the applicant;
date of request.
The list of ATIP Coordinators, along with their contact information, is available online.
Fees
There is no fee to apply for or obtain information under the Privacy Act.
To correct personal information
If an individual believes that the personal information a government institution has on file about him/her is in error or has been omitted, the individual may ask to have it corrected by submitting a request for correction. Even if the institution does not agree to change this information, it must make a note that a request for the change was made and attach the note to the file.
Time to process a request
Under the Privacy Act, government institutions must respond to a request within 30 days. If a time extension is required, the applicant will be notified within the first 30 days and told why up to another 30 days may be needed. Applicants who feel that it is taking too long to process their requests may submit a complaint to the Office of the Privacy Commissioner (See Roles and Responsibilities).
Where to obtain more information
For more information about Info Source, the Access to Information Act or the Privacy Act, please contact
Treasury Board of Canada Secretariat
219 Laurier Avenue West, 14th Floor
Ottawa, Ontario K1A 0R5
General Enquiries:613-946-4945
Facsimile:613-957-8020
TTY:613-957-9090
Email:ippd-dpiprp@tbs-sct.gc.ca
Internet:www.tbs-sct.gc.ca
To purchase a copy of Info Source: Sources of Federal Government and Employee Information on CD-ROM, please contact:
Publishing and Depository Services
Public Works and Government Services Canada
Ottawa, Ontario K1A 0S5
E-Mail:publications@pwgsc.gc.ca
Telephone:613-941-5995
Telephone Toll-free:1-800-635-7943 (Canada & US)
Facsimile:613-954-5779
Facsimile Toll-free:1-800-565-7757 (Canada & US)
TTY:1-800-465-7735
Internet:http://publications.gc.ca
All Info Source publications are available free of charge on the Internet at: www.infosource.gc.ca.
Glossary of Terms
Term Definition
Administrative Purpose The use of personal information in a decision making process that directly affects that individual. This includes all uses of personal information for confirming identity (i.e. authentication and verification purposes) and for determining eligibility of individuals for government programs.
Bank Number A field in a Personal Information Bank. This unique identifying number is created by each institution for each PIB using the institution's Federal Identity Program acronym or commonly used acronym, Personal Information Bank code (e.g. PPU, PPE, etc.), and a three-digit reference number assigned by the institution.
Class of Individuals A field in a Personal Information Bank. Identifies the group or category of individuals about whom the information relates; e.g. current and former employees, contractors, program applicants, etc.
Classes of Personal Information Personal information not used for an administrative purpose or not intended to be retrievable by a personal identifier; for example, grants and contributions intended solely for organizations. Classes of personal information are created to ensure that government institutions account for all of the personal information that they hold.
Classes of Records Descriptions of the records created, collected and maintained by a government institution as evidence of and information about a particular institutional program or activity.
Formerly referred to as Program Records.
Consistent Uses A field in a Personal Information Bank which describes uses that have a reasonable and direct connection to the original purpose(s) for which the information was obtained or compiled.
Data Matching An activity involving the comparison of personal information from different sources, including sources within the same government institution, for administrative or non-administrative purposes. Data matching includes the disclosure or sharing of personal information with another organization for data-matching purposes.
Description (Classes of Records) A field in a Class of Record description. Identifies the records that an institution creates, collects and maintains as evidence of its mandated programs and activities.
Description (Personal Information Bank) A field in a Personal Information Bank. Indicates the specific elements or categories of personal information contained in the records which the PIB is describing. For example, name, contact information (may include home and e-mail addresses, telephone numbers, etc.), sex, marital status, country of birth, citizenship, employee identification numbers, fingerprints, etc.
Document Types A field in a Class of Record description. Identifies specific document types that are contained in an institution's files.
Format An optional field in a Class of Record description. Specifies records contained in an institution's files that have been created in a non-standard format such as photographs, audio-visual recordings, maps, etc.
Government Institution
Government institutions are defined in the Access to Information and Privacy Acts as:
any department or ministry of state of the Government of Canada;
bodies or offices listed in Schedule I of the Access to Information Act and the Schedule of the Privacy Act(e.g., Canada Revenue Agency, Canadian Wheat Board);
any parent Crown corporation (e.g., CBC, Canada Post); and
any wholly-owned subsidiary of a parent Crown corporation (e.g., Canada Post International Ltd., Cape Breton Casting Inc.).
About 250 Government institutions are subject to the Acts.
Manual Instructions, handbooks or procedures used by employees in administering or carrying out institutional programs and activities that affect members of the general public.
Personal Information Bank (PIB) A description of personal information that is organized and retrievable by a person's name or by an identifying number, symbol or other particular assigned only to that person. The personal information described in the personal information bank has been used, is being used, or is available for an administrative purpose and is under the control of a government institution.
There are three types of Personal Information Banks in this publication: central, institution-specific and standard.
Personal Information Bank – Central Central Personal Information Banks describe personal information about members of the general public and employees (current and former) from all or several government institutions and are maintained by central government departments and agencies such as the Public Service Commission of Canada, Public Works and Government Services Canada, and the Treasury Board of Canada Secretariat.
Central PIBs are identified with the unique identifier "PCU" or "PCE".
Personal Information Bank – Institution-Specific Institution-Specific Personal Information Banks describe personal information about members of the general public and employees (current and former) that is contained in the records of a specific government institution.
Institution-Specific PIBs are identified with the unique identifier "PPU" or "PPE".
Personal Information Bank – Standard Standard Personal Information Banks describe personal information about members of the general public and employees (current and former) that may be found in records created, collected and maintained by most government institutions to support common internal functions, programs and activities such as communications, travel and employment. Standard Personal Information Banks are created by Treasury Board Secretariat.
Standard PIBs are indentified with the unique identifier "PSU" or "PSE".
Purpose A field in a Personal Information Bank. Provides an explanation of the reason why the personal information was obtained or compiled.
Record Number A field in a Class of Record description. This unique identifying number is created by each institution for each Class of Record description using the institution's Federal Identity Program acronym (or commonly used acronym) and the institution's reference number.
Reading Room The Access to Information Act requires all government institutions subject to the Act to provide facilities where their information and/or manuals can be reviewed. One or more locations may be provided by an institution.
Records Disposition Authority (RDA) Number A field in a Personal Information Bank. A unique number assigned by Library and Archives Canada. A Records Disposition Authority is the instrument that the Librarian and Archivist of Canada issues to enable government institutions to dispose of records which no longer have operational or other utility. There are three disposition methods - destroying the records (at the discretion of institutions), transferring historical records to the control of Library and Archives Canada, or removing records from the control of the Government of Canada; e.g. transferring them to a Special Operating Agency or other level of government.
Related Record Number A field in a Personal Information Bank. Personal Information Banks must be cross-referenced to institutional Classes of Records. See the definition of Record Number above.
Retention and Disposal Standards A field in a Personal Information Bank. Identifies the length of time records are maintained under the control of an institution and the point at which the final disposition is applied.
Standard Classes of Records Standard Classes of Records describe records created, collected and maintained by most government institutions in support of common internal functions, programs and activities such as Human Resources Management, Materiel Management, and General Administrative Services. Standard Classes of Records are developed by Treasury Board Secretariat.
TBS Registration Number A field in a Personal Information Bank. Unique number assigned by Treasury Board Secretariat once a Personal Information Bank has been reviewed and registered in the TBS database.
Checklist for documentation of employee file
Checklist for documentation of file
http://www.tbs-sct.gc.ca/tou/pmc-dgr/docs/fil-dos-eng.asp
Management should have a comprehensive, well-documented confidential file for every employee.
The documentation on file should :
Provide a working document outlining performance throughout the course of a given performance review period;
Record objective facts, concerning actual performance, as they occur rather than relying on memory (include dates, times, parties involved in record of facts);
Record only job-related behaviour;
Record direct observations rather than rely on hearsay reports from others;
Describe specific behaviour rather than making evaluative statements or describing an individual’s personality;
Record both positive and negative behaviours;
Keep the same level of detail and format of documentation for each employee;
Record ongoing discussions that have taken place with employees over the course of a review period;
Be accurate – document facts, not opinions;
Be consistent;
Be congruent with actions taken;
Do not condemn an employee for one undesirable action;
Record efforts taken to improve performance (detailed action plans); and
Record options investigated when performance does not improve.
How much documentation?
Enough to have a third party reach the same conclusion; and
Only those aspects of performance that significantly contribute to or hamper the work effort are appropriate.
Back to mapping tool:
Performance Management – Overview
Performance Management During Probation
Dealing with Discipline
Dealing with Unsatisfactory Performance
Dealing with Non-Disciplinary Termination/Demotion (Medical Incapacity)
http://www.tbs-sct.gc.ca/tou/pmc-dgr/docs/fil-dos-eng.asp
Management should have a comprehensive, well-documented confidential file for every employee.
The documentation on file should :
Provide a working document outlining performance throughout the course of a given performance review period;
Record objective facts, concerning actual performance, as they occur rather than relying on memory (include dates, times, parties involved in record of facts);
Record only job-related behaviour;
Record direct observations rather than rely on hearsay reports from others;
Describe specific behaviour rather than making evaluative statements or describing an individual’s personality;
Record both positive and negative behaviours;
Keep the same level of detail and format of documentation for each employee;
Record ongoing discussions that have taken place with employees over the course of a review period;
Be accurate – document facts, not opinions;
Be consistent;
Be congruent with actions taken;
Do not condemn an employee for one undesirable action;
Record efforts taken to improve performance (detailed action plans); and
Record options investigated when performance does not improve.
How much documentation?
Enough to have a third party reach the same conclusion; and
Only those aspects of performance that significantly contribute to or hamper the work effort are appropriate.
Back to mapping tool:
Performance Management – Overview
Performance Management During Probation
Dealing with Discipline
Dealing with Unsatisfactory Performance
Dealing with Non-Disciplinary Termination/Demotion (Medical Incapacity)
Boy Scouts 'perversion files'
http://jacksonville.com/news/crime/2011-11-02/story/boy-scouts-perversion-files-bring-light-decades-sex-abuse-accusations
Boy Scouts 'perversion files' bring to light decades of sex abuse accusations
Posted: November 2, 2011 - 10:12am | Updated: November 2, 2011 - 10:30am
By McClatchy-Tribune
Read more at Jacksonville.com: http://jacksonville.com/news/crime/2011-11-02/story/boy-scouts-perversion-files-bring-light-decades-sex-abuse-accusations#ixzz1n7lGDI2B
Boy Scouts 'perversion files' bring to light decades of sex abuse accusations
Posted: November 2, 2011 - 10:12am | Updated: November 2, 2011 - 10:30am
By McClatchy-Tribune
Read more at Jacksonville.com: http://jacksonville.com/news/crime/2011-11-02/story/boy-scouts-perversion-files-bring-light-decades-sex-abuse-accusations#ixzz1n7lGDI2B
Thursday, February 9, 2012
tab
http://www.tab.com/common/downloads/space/TABWhitePaper-SpacePlanning.pdf
Doing More with Less:
Space-Planning in
Records Management
Doing More with Less:
Space-Planning in
Records Management
tab
Mobile Shelving
http://www.tab.ca/Filing-Equipment/Mobile-Shelving/Default.aspx
With the cost and availability of workplace space at a premium, using space effectively is crucial. TAB can provide you with a range of flexible, high-density mobile file storage solutions to meet your unique filing needs.
Our systems are available in either manual, mechanical-assist or electrically operated styles, depending on the type and weight of media you need to store. Shelving units are mounted onto moving carriages that can more than double the storage capacity of your filing area or free up space for other uses.
Make better use of your space
Mobile shelving offers the highest possible density for storing files and other media. TAB mobile systems maximize existing storage space by eliminating aisles and compacting several storage cabinets or shelving systems into a much smaller amount of space. An aisle or access to your files is opened up only when and where you need it by easily shifting entire rows of shelving.
Save money by using your existing shelving and storage systems
Your existing shelving or cabinets can easily be adapted into TAB’s mobile systems, allowing you to store the same information in a more secure environment. TAB custom builds a carriage that wraps around your existing shelving to match your environment. The carriages are mounted to rails and move easily — maximizing the efficiency of your existing storage areas.
Speed access and retrieval of information
By allowing you to store all your information requirements in one space-efficient area, files and other media are accessible within a few feet of each other. Mobile storage systems allow you to keep files close to those that need them and minimize off-site storage. Productivity increases as the amount of time required for access, filing and retrieval of your information is reduced.
EXPRESS-TRAC: The value solution for modular file storage
Increase your storage capacity. Store more files, supplies, electronic media or reference materials in less space than traditional mobile systems.
Learn More
Modular Mobile: An economical first step in mobile storage
TAB’s Modular Mobile storage system is a cost-effective way to store more files in less space. Simple and economical, the system can double the amount of useful space in your storage area by putting filed materials on wheels. You can convert your existing filing equipment to Modular Mobile, or let TAB design and build a customized mobile storage system just for you.
Learn More
POWER-TRAC: The heavy duty high-density storage solution
Strong, powerful and secure, TAB’s POWER-TRAC electrical mobile storage system offers superior filing density for even the heaviest of media. Shelving is arranged in a “T” intersection to the wall, allowing you to create aisles only where and when you need them - at the touch of a button.
Learn More
Rollok Rolling Doors: Secure information
Rollok doors make any existing file storage unit or structure completely secure and compliant. The doors can be placed in front of lateral filing systems, custom-built shelving units or be used as a door to close off an entire file room.
Learn More
SIDE-TRAC: The simple lateral mobile storage solution
TAB's SIDE-TRAC lateral mobile storage system makes your cabinets even more efficient. Cabinets are arranged in two compact rows, eliminating aisle space, and let you store more files in less space.
Learn More
TAB-TRAC: The flexible high-density mobile storage solution
TAB-TRAC high-density mobile storage system compacts so you can increase storage capacity while using less space. Shelving is arranged in a “T” intersection to the wall, eliminating the need for fixed aisles and allowing you to create aisles only where and when you need them.
Learn More
http://www.tab.ca/Filing-Equipment/Mobile-Shelving/Default.aspx
With the cost and availability of workplace space at a premium, using space effectively is crucial. TAB can provide you with a range of flexible, high-density mobile file storage solutions to meet your unique filing needs.
Our systems are available in either manual, mechanical-assist or electrically operated styles, depending on the type and weight of media you need to store. Shelving units are mounted onto moving carriages that can more than double the storage capacity of your filing area or free up space for other uses.
Make better use of your space
Mobile shelving offers the highest possible density for storing files and other media. TAB mobile systems maximize existing storage space by eliminating aisles and compacting several storage cabinets or shelving systems into a much smaller amount of space. An aisle or access to your files is opened up only when and where you need it by easily shifting entire rows of shelving.
Save money by using your existing shelving and storage systems
Your existing shelving or cabinets can easily be adapted into TAB’s mobile systems, allowing you to store the same information in a more secure environment. TAB custom builds a carriage that wraps around your existing shelving to match your environment. The carriages are mounted to rails and move easily — maximizing the efficiency of your existing storage areas.
Speed access and retrieval of information
By allowing you to store all your information requirements in one space-efficient area, files and other media are accessible within a few feet of each other. Mobile storage systems allow you to keep files close to those that need them and minimize off-site storage. Productivity increases as the amount of time required for access, filing and retrieval of your information is reduced.
EXPRESS-TRAC: The value solution for modular file storage
Increase your storage capacity. Store more files, supplies, electronic media or reference materials in less space than traditional mobile systems.
Learn More
Modular Mobile: An economical first step in mobile storage
TAB’s Modular Mobile storage system is a cost-effective way to store more files in less space. Simple and economical, the system can double the amount of useful space in your storage area by putting filed materials on wheels. You can convert your existing filing equipment to Modular Mobile, or let TAB design and build a customized mobile storage system just for you.
Learn More
POWER-TRAC: The heavy duty high-density storage solution
Strong, powerful and secure, TAB’s POWER-TRAC electrical mobile storage system offers superior filing density for even the heaviest of media. Shelving is arranged in a “T” intersection to the wall, allowing you to create aisles only where and when you need them - at the touch of a button.
Learn More
Rollok Rolling Doors: Secure information
Rollok doors make any existing file storage unit or structure completely secure and compliant. The doors can be placed in front of lateral filing systems, custom-built shelving units or be used as a door to close off an entire file room.
Learn More
SIDE-TRAC: The simple lateral mobile storage solution
TAB's SIDE-TRAC lateral mobile storage system makes your cabinets even more efficient. Cabinets are arranged in two compact rows, eliminating aisle space, and let you store more files in less space.
Learn More
TAB-TRAC: The flexible high-density mobile storage solution
TAB-TRAC high-density mobile storage system compacts so you can increase storage capacity while using less space. Shelving is arranged in a “T” intersection to the wall, eliminating the need for fixed aisles and allowing you to create aisles only where and when you need them.
Learn More
HON 4 Drawer Lateral File with Lock, 600 Series, 36" Wide, Black
HON 4 Drawer Lateral File with Lock, 600 Series, 36" Wide, Black
http://www.buyonlinenow.ca/search.asp?keyword=hon+four+drawer+lateral
http://www.buyonlinenow.ca/search.asp?keyword=hon+four+drawer+lateral
labour cost
http://epp.eurostat.ec.europa.eu/statistics_explained/index.php?title=File:Labour_cost_per_hour_in_euros,_2008-2010.png&stable=1
File:Labour cost per hour in euros, 2008-2010.png
Labour cost index - recent trends
File:Labour cost per hour in euros, 2008-2010.png
Labour cost index - recent trends
floor loading
http://www.spacefile.com/ad/loading.html
floor loading
HIGH DENSITY FLOORING FLOOR LOADS VS. DESIGN FLOOR LOADS
Building Code
The subject of actual floor loading versus design floor loading is often misunderstood.
The Uniform Building Code requires at a minimum, floors be designed to support the dead load of the floor and the required live load. For an office building, the live load is normally a uniform load of 50 pounds per square foot (PSF) over the entire tributary floor area for a framing member or a 2,000 pound load placed upon any 2 ½ x 2 ½ foot square space. The load producing the greatest stress in a framing member is the governing load for that member.
The Load is an Average Value
The requirement to design a floor for a uniform load of 50 PSF over the entire tributary area for a particular member does not mean that this is the largest load that can be placed on the floor.
The load is an average value for a typical office space with desks, filing cabinets, aisles, etc. As can be seen by the concentrated load requirement, the 2,000 pounds in 6.25 square feet (2 ½ x 2 ½ ft) is a load of 320 PSF. This high loading assumes that the area around the concentrated load is unloaded. This would occur if the heavy object was surrounded by aisle space. Each loading condition must be reviewed individually.
The typical floor load for high density filing is 250 PSF. This is greater than the 50 PSF uniform design load. Since the design load is assumed over every square foot of floor area, including aisles, the floor is not overloaded if there is four square feet of aisle area for each square foot of file storage floor area. This statement is a simplification of the issue and cannot be used as a basis of approval for every high density storage application.
Each installation must be considered as a separate case. To avoid the danger of overloading the floor, the approximate weight of the system and the materials to be stored should be calculated and evaluated individually by a licensed architect or engineer.
FLOOR LOADING CALCULATIONS
As mobile storage increases the capacity in a given area, the weight of the system automatically increases. To verify whether a mobile storage system is within the approved floor loading weight as indicated by building specifications, the following calculations can be used. NOTE: It is extremely important to obtain the approved floor loading for each individual system and installation, prior to any calculations and final evaluations being made.
1. Determine the area the mobile system will utilize. Take the actual length and width and add 3’ to the width for the main walking aisle. In some cases, if the mobile system is the only equipment within a room, take the area of the entire room. This will be the system area as noted in the example below.
2. Calculate the weight of the system, including the mobile components, storage units and stored material. The mobile product and storage unit weights can be calculated from the estimate of what is to be included within the system. The weight of the stored material is calculated by multiplying the capacity (linear measurement) by the stored material weight (per linear measurement). NOTE: In many cases, a mobile system will never be loaded to more than 80% of its full capacity.
3. To obtain the total system loading weight, divide the total weight of the system by the system floor area.
4. Ensure the total system weight does not exceed the specified building floor loading.
EXAMPLE: 4/3 Bi-File, Letter Tiers, 8 high, in a 10’x17’ room
Floor area 10’ x 17’ = 170 sq ft.
System Weight:
Mobile (Bi-File) Weight: 190 lbs.
Storage Unit (Tier) Weight: 1,240 lbs.
Stored Material Weight: 7 units x 8 shelves/unit x 90lbs/ shelf = 5040 lbs x 80% (average load factor): 4032 lbs. TOTAL SYSTEM WEIGHT = 5,462 lbs.
Floor Loading: 5,462lbs/170 sq ft. = 32 lbs/sq ft.
5. Approved Floor Loading (Data obtained from Engineer/Architect) = 50 lbs/sq ft.
In the above example, based on floor loading data provided by an Architect/Engineer and through estimating the contained weights of the file units, mobile units and materials, the system complies with the floor loading requirements specified.
Weight of Stored Material
Some commonly stored items and their approximate weights are listed below. For storage of other types of material - parts, industrial supplies, samples, dry goods, etc. - an estimate should be obtained.
Lbs. /Inch Lbs./Foot Lbs. Per 36” Section
Letter size documents 2 24 70
Medical records 2 24 70
Legal size documents 2 ½ 30 90
X-ray film w/jackets 8 96 280
Printouts (in binders) 3 ½ 42 125
Books 1 ¼ 15 45
floor loading
HIGH DENSITY FLOORING FLOOR LOADS VS. DESIGN FLOOR LOADS
Building Code
The subject of actual floor loading versus design floor loading is often misunderstood.
The Uniform Building Code requires at a minimum, floors be designed to support the dead load of the floor and the required live load. For an office building, the live load is normally a uniform load of 50 pounds per square foot (PSF) over the entire tributary floor area for a framing member or a 2,000 pound load placed upon any 2 ½ x 2 ½ foot square space. The load producing the greatest stress in a framing member is the governing load for that member.
The Load is an Average Value
The requirement to design a floor for a uniform load of 50 PSF over the entire tributary area for a particular member does not mean that this is the largest load that can be placed on the floor.
The load is an average value for a typical office space with desks, filing cabinets, aisles, etc. As can be seen by the concentrated load requirement, the 2,000 pounds in 6.25 square feet (2 ½ x 2 ½ ft) is a load of 320 PSF. This high loading assumes that the area around the concentrated load is unloaded. This would occur if the heavy object was surrounded by aisle space. Each loading condition must be reviewed individually.
The typical floor load for high density filing is 250 PSF. This is greater than the 50 PSF uniform design load. Since the design load is assumed over every square foot of floor area, including aisles, the floor is not overloaded if there is four square feet of aisle area for each square foot of file storage floor area. This statement is a simplification of the issue and cannot be used as a basis of approval for every high density storage application.
Each installation must be considered as a separate case. To avoid the danger of overloading the floor, the approximate weight of the system and the materials to be stored should be calculated and evaluated individually by a licensed architect or engineer.
FLOOR LOADING CALCULATIONS
As mobile storage increases the capacity in a given area, the weight of the system automatically increases. To verify whether a mobile storage system is within the approved floor loading weight as indicated by building specifications, the following calculations can be used. NOTE: It is extremely important to obtain the approved floor loading for each individual system and installation, prior to any calculations and final evaluations being made.
1. Determine the area the mobile system will utilize. Take the actual length and width and add 3’ to the width for the main walking aisle. In some cases, if the mobile system is the only equipment within a room, take the area of the entire room. This will be the system area as noted in the example below.
2. Calculate the weight of the system, including the mobile components, storage units and stored material. The mobile product and storage unit weights can be calculated from the estimate of what is to be included within the system. The weight of the stored material is calculated by multiplying the capacity (linear measurement) by the stored material weight (per linear measurement). NOTE: In many cases, a mobile system will never be loaded to more than 80% of its full capacity.
3. To obtain the total system loading weight, divide the total weight of the system by the system floor area.
4. Ensure the total system weight does not exceed the specified building floor loading.
EXAMPLE: 4/3 Bi-File, Letter Tiers, 8 high, in a 10’x17’ room
Floor area 10’ x 17’ = 170 sq ft.
System Weight:
Mobile (Bi-File) Weight: 190 lbs.
Storage Unit (Tier) Weight: 1,240 lbs.
Stored Material Weight: 7 units x 8 shelves/unit x 90lbs/ shelf = 5040 lbs x 80% (average load factor): 4032 lbs. TOTAL SYSTEM WEIGHT = 5,462 lbs.
Floor Loading: 5,462lbs/170 sq ft. = 32 lbs/sq ft.
5. Approved Floor Loading (Data obtained from Engineer/Architect) = 50 lbs/sq ft.
In the above example, based on floor loading data provided by an Architect/Engineer and through estimating the contained weights of the file units, mobile units and materials, the system complies with the floor loading requirements specified.
Weight of Stored Material
Some commonly stored items and their approximate weights are listed below. For storage of other types of material - parts, industrial supplies, samples, dry goods, etc. - an estimate should be obtained.
Lbs. /Inch Lbs./Foot Lbs. Per 36” Section
Letter size documents 2 24 70
Medical records 2 24 70
Legal size documents 2 ½ 30 90
X-ray film w/jackets 8 96 280
Printouts (in binders) 3 ½ 42 125
Books 1 ¼ 15 45
Weight of Stored Material
http://www.spacefile.com/ad/loading.html
Weight of Stored Material
Some commonly stored items and their approximate weights are listed below. For storage of other types of material - parts, industrial supplies, samples, dry goods, etc. - an estimate should be obtained.
Lbs. /Inch Lbs./Foot Lbs. Per 36” Section
Letter size documents 2 24 70
Medical records 2 24 70
Legal size documents 2 ½ 30 90
X-ray film w/jackets 8 96 280
Printouts (in binders) 3 ½ 42 125
Books 1 ¼ 15 45
Books
1 ¼
15
45
Weight of Stored Material
Some commonly stored items and their approximate weights are listed below. For storage of other types of material - parts, industrial supplies, samples, dry goods, etc. - an estimate should be obtained.
Lbs. /Inch Lbs./Foot Lbs. Per 36” Section
Letter size documents 2 24 70
Medical records 2 24 70
Legal size documents 2 ½ 30 90
X-ray film w/jackets 8 96 280
Printouts (in binders) 3 ½ 42 125
Books 1 ¼ 15 45
Books
1 ¼
15
45
Floor Load Capacity
http://www.ehow.com/how_7485788_calculate-floor-load-capacity.html?ref=Track2&utm_source=ask
How to Calculate Floor Load Capacity
By Joseph West, eHow Contributor
Read more: How to Calculate Floor Load Capacity | eHow.com http://www.ehow.com/how_7485788_calculate-floor-load-capacity.html#ixzz1luiZTFNE
Instructions
1
Write down the beam strength formula: Maximum load in pounds = FBd^2 / 9L.
2
Fill in the values for B, d and L. B is the breadth of the joist, in inches. If your floor system uses standard 2-by lumber, this will be 1.5 inches. d is the depth of the joist in inches, which you will have to measure. Most floors use 2-by-8 or 2-by-10 joists; the depth of a 2-by-8 is usually 7.25 inches, and the depth of a 2-by-10 is usually 9.25 inches. L is the span, in feet. The span is the unsupported distance over which the joist must bear its load.
3
Determine the value for F, which stands for the fiber stress in bending of the wood. This may be difficult to find, because it depends on the species of tree that your joists came from. If the joists are relatively new, the F value may be stamped right on the piece of lumber. If you know the species of the wood, you can refer to a lumber manual to find the corresponding F value. If all else fails, you can safely use 1,000 for F, as almost all graded lumber will have an F value of 1,000 or higher.
4
Calculate the maximum load in pounds that one of your floor joists can support. For example, if you have 2-by-10 joists spaced 16 inches on center with a span of 14 feet, the calculation would be the following: ( (1,000) x (1.5) x (9.25^2) ) / (9 x 14) = 1,019 pounds per joist.
5
Calculate the total area supported by one joist according to this formula: joist spacing (in feet) x span (in feet). Continuing the previous example, 1.333 x 14 = 18.7 square feet.
6
Divide the maximum load of one joist by the area supported by one joist: 1,019 pounds / 18.7 square feet = 54.5 pounds per square foot. This number tells you how much load your floor can support for each square foot of floor space.
7
Multiply the maximum load per square foot by the total square footage of the floor. If the example floor is 20 feet x 30 feet, the total area is 600 square feet; 600 x 54.5 = 32,700 pounds. This number tells you the total load capacity of your floor.
Read more: How to Calculate Floor Load Capacity | eHow.com http://www.ehow.com/how_7485788_calculate-floor-load-capacity.html#ixzz1luigBxLU
How to Calculate Floor Load Capacity
By Joseph West, eHow Contributor
Read more: How to Calculate Floor Load Capacity | eHow.com http://www.ehow.com/how_7485788_calculate-floor-load-capacity.html#ixzz1luiZTFNE
Instructions
1
Write down the beam strength formula: Maximum load in pounds = FBd^2 / 9L.
2
Fill in the values for B, d and L. B is the breadth of the joist, in inches. If your floor system uses standard 2-by lumber, this will be 1.5 inches. d is the depth of the joist in inches, which you will have to measure. Most floors use 2-by-8 or 2-by-10 joists; the depth of a 2-by-8 is usually 7.25 inches, and the depth of a 2-by-10 is usually 9.25 inches. L is the span, in feet. The span is the unsupported distance over which the joist must bear its load.
3
Determine the value for F, which stands for the fiber stress in bending of the wood. This may be difficult to find, because it depends on the species of tree that your joists came from. If the joists are relatively new, the F value may be stamped right on the piece of lumber. If you know the species of the wood, you can refer to a lumber manual to find the corresponding F value. If all else fails, you can safely use 1,000 for F, as almost all graded lumber will have an F value of 1,000 or higher.
4
Calculate the maximum load in pounds that one of your floor joists can support. For example, if you have 2-by-10 joists spaced 16 inches on center with a span of 14 feet, the calculation would be the following: ( (1,000) x (1.5) x (9.25^2) ) / (9 x 14) = 1,019 pounds per joist.
5
Calculate the total area supported by one joist according to this formula: joist spacing (in feet) x span (in feet). Continuing the previous example, 1.333 x 14 = 18.7 square feet.
6
Divide the maximum load of one joist by the area supported by one joist: 1,019 pounds / 18.7 square feet = 54.5 pounds per square foot. This number tells you how much load your floor can support for each square foot of floor space.
7
Multiply the maximum load per square foot by the total square footage of the floor. If the example floor is 20 feet x 30 feet, the total area is 600 square feet; 600 x 54.5 = 32,700 pounds. This number tells you the total load capacity of your floor.
Read more: How to Calculate Floor Load Capacity | eHow.com http://www.ehow.com/how_7485788_calculate-floor-load-capacity.html#ixzz1luigBxLU
linear footage
http://eetd.lbl.gov/paper/counting/html/storage.htm
Storage
Most of us store lots of paper on our desks, on shelves, in filing cabinets, and perhaps in central long-term storage away from our individual offices, possibly in a different building. With less paper around, you might be able to do with fewer filing cabinets, saving the cost of the cabinet and the floor space it occupies. While paper sits on your desk, it isn’t reasonable to include the cost of the desk and the space it uses as part of the cost of paper as you’d need a desk regardless of how much paper you use.
To get a handle on your paper storage costs, first count, or estimate, the number of file cabinets you have. You can measure or estimate how much floor area they occupy. A common footprint for a file cabinet is 2.5 ft2, though if you count the space an open drawer uses, you might double this figure. Multiply by the value of that floor area and you might get a cost from $25 to $100 per year for the space.
Assuming 2,000 sheets/foot of file space, a typical 4-drawer cabinet might have a capacity of 16,000 sheets. Assuming it is just 75% full, it would contain 12,000 sheets or 24 reams. At $2.50/ream, this is $60 of paper, and so the value of the floor area is often comparable to an annual paper purchase cost of the paper in it.
While the file cabinet itself lasts many years, it costs several times the cost of this paper, so is notable, but less than the paper or floor area cost. All of these usually pale in comparison to the value of the time spent filing and retrieving papers from the file cabinet.
Whoever is responsible for your long-term storage can probably provide some cost figures.
Storage
Most of us store lots of paper on our desks, on shelves, in filing cabinets, and perhaps in central long-term storage away from our individual offices, possibly in a different building. With less paper around, you might be able to do with fewer filing cabinets, saving the cost of the cabinet and the floor space it occupies. While paper sits on your desk, it isn’t reasonable to include the cost of the desk and the space it uses as part of the cost of paper as you’d need a desk regardless of how much paper you use.
To get a handle on your paper storage costs, first count, or estimate, the number of file cabinets you have. You can measure or estimate how much floor area they occupy. A common footprint for a file cabinet is 2.5 ft2, though if you count the space an open drawer uses, you might double this figure. Multiply by the value of that floor area and you might get a cost from $25 to $100 per year for the space.
Assuming 2,000 sheets/foot of file space, a typical 4-drawer cabinet might have a capacity of 16,000 sheets. Assuming it is just 75% full, it would contain 12,000 sheets or 24 reams. At $2.50/ream, this is $60 of paper, and so the value of the floor area is often comparable to an annual paper purchase cost of the paper in it.
While the file cabinet itself lasts many years, it costs several times the cost of this paper, so is notable, but less than the paper or floor area cost. All of these usually pale in comparison to the value of the time spent filing and retrieving papers from the file cabinet.
Whoever is responsible for your long-term storage can probably provide some cost figures.
Friday, February 3, 2012
Security
http://csrc.nist.gov/publications/nistpubs/800-60-rev1/SP800-60_Vol1-Rev1.pdf
Volume I:
Guide for Mapping Types of
Information and Information
Systems to Security Categories
Standards to be used by all Federal agencies to categorize all information and information
systems collected or maintained by or on behalf of each agency based on the objectives
of providing appropriate levels of information security according to a range of risk levels;
Volume I:
Guide for Mapping Types of
Information and Information
Systems to Security Categories
Standards to be used by all Federal agencies to categorize all information and information
systems collected or maintained by or on behalf of each agency based on the objectives
of providing appropriate levels of information security according to a range of risk levels;
personal identifiable information PII
GUIDE TO PROTECTING THE CONFIDENTIALITY OF PERSONALLY IDENTIFIABLE INFORM
http://csrc.nist.gov/publications/nistpubs/800-122/sp800-122.pdf
define personal identifiable information and procedures to protect
http://csrc.nist.gov/publications/nistpubs/800-122/sp800-122.pdf
define personal identifiable information and procedures to protect
What gets disclosed?
What gets disclosed?
The Acts give a right of access to any record; however, certain information
may be exempt from release. The Acts provide a balance between
access and confidentiality and include both mandatory and discretionary
exemptions from disclosure. Examples include: records that disclose a
confidence of Cabinet; certain third party information; records subject to
solicitor-client privilege; and personal information.
The Acts give a right of access to any record; however, certain information
may be exempt from release. The Acts provide a balance between
access and confidentiality and include both mandatory and discretionary
exemptions from disclosure. Examples include: records that disclose a
confidence of Cabinet; certain third party information; records subject to
solicitor-client privilege; and personal information.
file format
file format
http://www.edrm.net/resources/data-sets/edrm-file-format-data-set
The EDRM File Format Data Set consists of 381 files covering 200 file formats.
The files types include:
Adobe Photoshop Mac WordPerfect PFS: Plan
Ami Draw Mac Works Post Script
Corel Draw MacPaint Q&A Database
Corel Presentations MacWrite Q&A Write
dBASE Micrografax Designer Quattro Pro
First Choice DB, SS, WP Microsoft Access Reflex
Freelance Microsoft Excel Smart Spreadsheet
Harvard Graphics Microsoft PowerPoint ShartWare II
Gem File Microsoft Project StarOffice Calc
Gem Image Microsoft PST StarOffice Impress
IBM DCA/RFT Microsoft Visio StarOffice Writer
IBM DisplayWrite Microsoft Win Metafile SuperCalc
IBM Graphics Data Format Microsoft Word Symphony
IBM Picture Interchange Microsoft Works Targa
IBM Writing Assistant MultiMate Total Word
IGES Drawing Mutipage vCard
Kodak Photo CD Multiplan Volkswriter
Lotus 1-2-3 OfficeWriter VP Planner
Lotus Manuscript Paintbrush Wang IWP
Lotus PIC Paint Shop Pro WordPerfect
Lotus Screen Snapshot Paradox Word Star
Mac PowerPoint PDF XyWrite
Mac Word PerfectWorks for Windows
http://www.edrm.net/resources/data-sets/edrm-file-format-data-set
The EDRM File Format Data Set consists of 381 files covering 200 file formats.
The files types include:
Adobe Photoshop Mac WordPerfect PFS: Plan
Ami Draw Mac Works Post Script
Corel Draw MacPaint Q&A Database
Corel Presentations MacWrite Q&A Write
dBASE Micrografax Designer Quattro Pro
First Choice DB, SS, WP Microsoft Access Reflex
Freelance Microsoft Excel Smart Spreadsheet
Harvard Graphics Microsoft PowerPoint ShartWare II
Gem File Microsoft Project StarOffice Calc
Gem Image Microsoft PST StarOffice Impress
IBM DCA/RFT Microsoft Visio StarOffice Writer
IBM DisplayWrite Microsoft Win Metafile SuperCalc
IBM Graphics Data Format Microsoft Word Symphony
IBM Picture Interchange Microsoft Works Targa
IBM Writing Assistant MultiMate Total Word
IGES Drawing Mutipage vCard
Kodak Photo CD Multiplan Volkswriter
Lotus 1-2-3 OfficeWriter VP Planner
Lotus Manuscript Paintbrush Wang IWP
Lotus PIC Paint Shop Pro WordPerfect
Lotus Screen Snapshot Paradox Word Star
Mac PowerPoint PDF XyWrite
Mac Word PerfectWorks for Windows
what is records retention
what is records retention
http://www.arma.org/rim/101/articles.cfm?key=rim101retention
http://www.arma.org/rim/101/articles.cfm?key=rim101retention
Guidance on Information Governance
http://www.arma.org/news/index.cfm?NewsID=977&Type=Industry
ARMA International and EDRM Jointly Release White Paper to Provide Guidance on Information Governance
ARMA International and EDRM Jointly Release White Paper to Provide Guidance on Information Governance
KPMG SERVICE ADVISORY
http://insideto.toronto.ca/itweb/eservice/pdf/action-plan.pdf
March 10, 2010 DRAFT
City of Toronto
Service Office
Terms of Reference and Action Plan
ADVISORY SERVICES
March 10, 2010 DRAFT
City of Toronto
Service Office
Terms of Reference and Action Plan
ADVISORY SERVICES
Protecting the Confidentiality
Guide to Protecting the Confidentiality of
Personally Identifiable Information (PII)
http://csrc.nist.gov/publications/nistpubs/800-122/sp800-122.pdf
Personally Identifiable Information (PII)
http://csrc.nist.gov/publications/nistpubs/800-122/sp800-122.pdf
ARMA RETENTION
http://www.arma.org/rim/101/articles.cfm?key=rim101retention
What Is Records Retention?
Organizations create records through daily business transactions. These records are considered active for as long as they are needed to be easily accessible for the organization to use to perform its current functions.
Once a record is no longer useful for performing current activities, it becomes inactive. But it must be kept, or “retained,” as long as it is needed to meet the organization’s administrative, fiscal, legal, or historical requirements. The length of time the record must be kept to meet those requirements is referred to as its retention period.
Because records grow at an excessive rate and cost the organization resources to maintain and store (regardless of the format), they must be disposed of at the end of their retention period.
The retention requirements for an organization’s records are recorded on an approved retention schedule, which is a comprehensive list of records series (a group of related records that are filed/used together) that indicates for each series the length of time it is to be maintained and how it is to be disposed of.
The records retention schedule is compiled by a records and information management (RIM) professional using best practices and methodology. This begins with gathering information by conducting a records inventory and interviewing staff to determine what records exist, their formats, their origin, and who accesses them. The schedule is reviewed and approved by appropriate departments and signed off by the leadership of the organization.
Retention periods are not arbitrarily created. Rather, they are determined by appraising their usefulness or value in these four areas:
administrative –conducting business
legal – satisfying legal requirements or obligations
fiscal –conducting financial business or proof thereof
historical – documenting organizational history
Simply keeping records forever – past their usefulness – is neither cost-effective nor prudent. The assignment of retention periods must be carefully considered and crafted in a meaningful way to support the organization and its functions.
In creating the retention schedule and program, vital records – those records that are fundamental to the functioning of an organization and necessary to continue its operations immediately under abnormal conditions – are also identified. These records must be identified and protected so they can be retrieved easily in the event of a disaster, allowing the organization to restore business functions quickly, resume operations, and continue to thrive. Great care must be taken to identify those records that are truly vital to the resumption of business operations; a small percentage of all organizational records are.
Disposition is a final administrative action taken with regard to records, and may include destroying them transferring them to another entity, or preserving them permanently. During the disposition process, records are approved for destruction or other disposition according to the policies and procedures of the program. One goal of this process is to provide proof that records have been consistently and properly dispositioned during the normal course of business. A record is frozen from ordinary disposition procedures when a legal hold is in place. A legal hold is a communication issued as a result of current or anticipated litigation, audit, government investigation, or other such matter that suspends the normal disposition or processing of records. Once a record is released from this hold, records may resume the disposition process or may be subject to other treatments as prescribed by a judge.
The retention and disposition phase is an important piece of the records life cycle and the cornerstone of a sound records and information management program. Organizations enjoy several benefits from creating, implementing, and documenting compliance with a records retention program. They include increased operating efficiency through faster and consistent access of information, compliance with legal and regulatory requirements, assistance in litigation readiness and response, and reduction in space, resources, and costs associated with storage of records past their usefulness.
Know Retention Terms…
Active record – A record needed to perform current operations, subject to frequent use, and usually located near the user.
Administrative value – The usefulness of a record in the conduct of an organization’s business.
Archiving – To conduct all activities related to caring for records of continuing value.
(2005IMJ) A Records Management Program that Works for Archives (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1534
Arranging & Describing Archives https://www.arma.org/bookstore/productdetail.cfm?ProductID=1010
Convenience file – An unofficial file that is maintained for ease of access and reference.
Copy – A reproduction of an original document.
Destruction – The definitive obliteration of a record beyond any possible reconstitution.
Disposition – A final administrative action taken with regard to records, including destruction, transfer to another entity, or permanent preservation.
(2006IMJ) Retention and Disposition of Structured Data: The Next Frontier for Records Managers (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1791
(2000IMJ) Electronic Records Retention: Fourteen Basic Principles (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1345
Fiscal value – The worth of records for the conduct of current or future financial business and/or evidence thereof.
Historical value – The determination that records possess value in documenting the history of an organization and are thus worthy of permanent preservation.
Inactive record – A record no longer needed to conduct current business but preserved until it meets the end of its retention period.
Information – Data that has been given value through analysis, interpretation, or compilation in a meaningful form.
Legal hold – A communication issued as a result of current or anticipated litigation, audit, government investigation, or other such matter that suspends the normal disposition or processing or records.
Legal Holds and Spoliation (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1507
(2005IMJ) Know When to Hold 'Em, When to Destroy 'Em (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1523
Sedona Principles: Best Practices for Addressing Electronic Document Production https://www2907.ssldomain.com/arma/bookstore/productdetail.cfm?ProductID=1992
Legal value – The usefulness of a record in complying with statutes and regulations, as evidence in legal proceedings, as legal proof of business transactions, or to protect an individual’s or organization’s rights and interests.
Legal Obstacles to E-Mail Message Destruction (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1978
(2002IMJ) A Brave New World (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1267
(2002IMJ) Lies, Corruption, and Document Destruction (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1256
Media/Medium – A general term referring to the material unto which business information has been recorded and may be subsequently used for business purposes.
Record – Recorded information regardless of medium or characteristics, made or received by an organization in pursuance of legal obligations or in the transaction of business.
Records appraisal – The process of evaluating records to determine their retention based on administrative, legal, and fiscal requirements and historical value.
Records inventory – A detailed listing that includes types, locations, dates, volumes, equipment, classifications systems, and usage data of an organization’s records in order to evaluate, appraise, and organize the information.
Retention period – The length of time a record must be kept to meet administrative, fiscal, legal, or historical requirements.
Electronic Records Retention: New Strategies for Data Life Cycle Management
https://www.arma.org/bookstore/productdetail.cfm?ProductID=1203
Retention Management for Records and Information https://www.arma.org/bookstore/productdetail.cfm?ProductID=1529
Retention schedule – A comprehensive list of records series, indicating for each the length of time it is to be maintained and its disposition.
(2006IMJ) Condition Critical: Developing Records Retention Schedules (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1768
(2006IMJ) Creating a Process-Focused Retention Schedule (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1985
(2000IMJ) Electronic Records Retention: Fourteen Basic Principles (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1345
Records series – A group of related records filed/used together as a unit and evaluated as a unit for retention purposes, e.g., personnel file containing an application, reference letters, benefit forms, etc.
Ready for Retention
Assemble retention committee and include representatives from records, legal, information technology, and appropriate business unit stakeholders.
Assign clear roles and responsibilities for retention program using position identifiers instead of personnel names.
Develop retention policy and secure approval from appropriate leadership, e.g., ethics committee, risk management group, executive management.
Create interview questions and inventory criteria prior to conducting departmental interviews. This will minimize interview time and maximize results.
Evaluate all records created by the organization, regardless of medium.
Develop retention schedule using RIM methodology, inventory and interview data, and appropriate legal research.
Ensure appropriate stakeholders approve final retention plan.
Adopt retention best practices into organizational training program. Take advantage of various training tools available from your organization to deliver timely, effective retention training.
Include a periodic review of the retention program as part of the records and information management department’s auditing practices.
Learn More About Retention…
Articles
(2006IMJ) Retention and Disposition of Structured Data: The Next Frontier for Records Managers (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1791
(2006IMJ) The Risk-Cost Retention Model: Building a New Approach to Records Retention (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1807
(2005IMJ) The Why and How of International Records Retention (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1743
(2006IMJ) Creating a Process-Focused Retention Schedule (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1985
(2000IMJ) Electronic Records Retention: Fourteen Basic Principles (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1345
(2006IMJ) Condition Critical: Developing Records Retention Schedules (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1768
(2005IMJ) Know When to Hold 'Em, When to Destroy 'Em (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1523
(2004IMJ) Can You Understand Me Now? (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1452
(2000IMJ) Retention of Merger and Acquisition Records and Information (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1329
(2003IMJ) The Corporate Records Conundrum (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1318
(2006IMJ) Product Liability: Retention and Risk Management Solutions (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1767
(2003IMJ) Protecting Records - What the Standards Tell Us (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1219
Publications
Retention Management for Records and Information (PDF) http://www.arma.org/bookstore/productdetail.cfm?ProductID=1528
Retention Manager (software) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1121
Electronic Records Retention: New Strategies for Data Life Cycle Management https://www.arma.org/bookstore/productdetail.cfm?ProductID=1203
Lawyer's Guide to Records Management and Retention https://www.arma.org/bookstore/productdetail.cfm?ProductID=1991
Records Retention Procedures https://www.arma.org/bookstore/productdetail.cfm?ProductID=1115
Financial Institutions Rec.Ret. Manual, 5th Ed. https://www.arma.org/bookstore/productdetail.cfm?ProductID=1038
Sarbanes-Oxley Act: Implications for Records Management + 2004 Supplement https://www.arma.org/bookstore/productdetail.cfm?ProductID=1486
Did you know … how an organization selects storage for its records can influence how records are recovered after a disaster? RIM professionals use best practices and methodologies to determine how to store records safely for optimum protection, ease of use, and maximum space efficiency. Water, not fire, is the leading cause of records damage during a disaster. Paper records can swell and double in size, making them difficult or impossible to retrieve, identify, and subsequently recover.
Learn More about Records Storage and Disaster Recovery…
(2006IMJ) Dealing With Disaster (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1845
(2006IMJ) Taking Charge: Disaster Fallout Reinforces RIM's Importance (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1846
Records Center Operations, 2nd Ed. https://www.arma.org/bookstore/productdetail.cfm?ProductID=1198
Guideline for Evaluating Offsite Records Storage Facilities http://www.arma.org/bookstore/productdetail.cfm?ProductID=2220
What Is Records Retention?
Organizations create records through daily business transactions. These records are considered active for as long as they are needed to be easily accessible for the organization to use to perform its current functions.
Once a record is no longer useful for performing current activities, it becomes inactive. But it must be kept, or “retained,” as long as it is needed to meet the organization’s administrative, fiscal, legal, or historical requirements. The length of time the record must be kept to meet those requirements is referred to as its retention period.
Because records grow at an excessive rate and cost the organization resources to maintain and store (regardless of the format), they must be disposed of at the end of their retention period.
The retention requirements for an organization’s records are recorded on an approved retention schedule, which is a comprehensive list of records series (a group of related records that are filed/used together) that indicates for each series the length of time it is to be maintained and how it is to be disposed of.
The records retention schedule is compiled by a records and information management (RIM) professional using best practices and methodology. This begins with gathering information by conducting a records inventory and interviewing staff to determine what records exist, their formats, their origin, and who accesses them. The schedule is reviewed and approved by appropriate departments and signed off by the leadership of the organization.
Retention periods are not arbitrarily created. Rather, they are determined by appraising their usefulness or value in these four areas:
administrative –conducting business
legal – satisfying legal requirements or obligations
fiscal –conducting financial business or proof thereof
historical – documenting organizational history
Simply keeping records forever – past their usefulness – is neither cost-effective nor prudent. The assignment of retention periods must be carefully considered and crafted in a meaningful way to support the organization and its functions.
In creating the retention schedule and program, vital records – those records that are fundamental to the functioning of an organization and necessary to continue its operations immediately under abnormal conditions – are also identified. These records must be identified and protected so they can be retrieved easily in the event of a disaster, allowing the organization to restore business functions quickly, resume operations, and continue to thrive. Great care must be taken to identify those records that are truly vital to the resumption of business operations; a small percentage of all organizational records are.
Disposition is a final administrative action taken with regard to records, and may include destroying them transferring them to another entity, or preserving them permanently. During the disposition process, records are approved for destruction or other disposition according to the policies and procedures of the program. One goal of this process is to provide proof that records have been consistently and properly dispositioned during the normal course of business. A record is frozen from ordinary disposition procedures when a legal hold is in place. A legal hold is a communication issued as a result of current or anticipated litigation, audit, government investigation, or other such matter that suspends the normal disposition or processing of records. Once a record is released from this hold, records may resume the disposition process or may be subject to other treatments as prescribed by a judge.
The retention and disposition phase is an important piece of the records life cycle and the cornerstone of a sound records and information management program. Organizations enjoy several benefits from creating, implementing, and documenting compliance with a records retention program. They include increased operating efficiency through faster and consistent access of information, compliance with legal and regulatory requirements, assistance in litigation readiness and response, and reduction in space, resources, and costs associated with storage of records past their usefulness.
Know Retention Terms…
Active record – A record needed to perform current operations, subject to frequent use, and usually located near the user.
Administrative value – The usefulness of a record in the conduct of an organization’s business.
Archiving – To conduct all activities related to caring for records of continuing value.
(2005IMJ) A Records Management Program that Works for Archives (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1534
Arranging & Describing Archives https://www.arma.org/bookstore/productdetail.cfm?ProductID=1010
Convenience file – An unofficial file that is maintained for ease of access and reference.
Copy – A reproduction of an original document.
Destruction – The definitive obliteration of a record beyond any possible reconstitution.
Disposition – A final administrative action taken with regard to records, including destruction, transfer to another entity, or permanent preservation.
(2006IMJ) Retention and Disposition of Structured Data: The Next Frontier for Records Managers (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1791
(2000IMJ) Electronic Records Retention: Fourteen Basic Principles (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1345
Fiscal value – The worth of records for the conduct of current or future financial business and/or evidence thereof.
Historical value – The determination that records possess value in documenting the history of an organization and are thus worthy of permanent preservation.
Inactive record – A record no longer needed to conduct current business but preserved until it meets the end of its retention period.
Information – Data that has been given value through analysis, interpretation, or compilation in a meaningful form.
Legal hold – A communication issued as a result of current or anticipated litigation, audit, government investigation, or other such matter that suspends the normal disposition or processing or records.
Legal Holds and Spoliation (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1507
(2005IMJ) Know When to Hold 'Em, When to Destroy 'Em (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1523
Sedona Principles: Best Practices for Addressing Electronic Document Production https://www2907.ssldomain.com/arma/bookstore/productdetail.cfm?ProductID=1992
Legal value – The usefulness of a record in complying with statutes and regulations, as evidence in legal proceedings, as legal proof of business transactions, or to protect an individual’s or organization’s rights and interests.
Legal Obstacles to E-Mail Message Destruction (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1978
(2002IMJ) A Brave New World (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1267
(2002IMJ) Lies, Corruption, and Document Destruction (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1256
Media/Medium – A general term referring to the material unto which business information has been recorded and may be subsequently used for business purposes.
Record – Recorded information regardless of medium or characteristics, made or received by an organization in pursuance of legal obligations or in the transaction of business.
Records appraisal – The process of evaluating records to determine their retention based on administrative, legal, and fiscal requirements and historical value.
Records inventory – A detailed listing that includes types, locations, dates, volumes, equipment, classifications systems, and usage data of an organization’s records in order to evaluate, appraise, and organize the information.
Retention period – The length of time a record must be kept to meet administrative, fiscal, legal, or historical requirements.
Electronic Records Retention: New Strategies for Data Life Cycle Management
https://www.arma.org/bookstore/productdetail.cfm?ProductID=1203
Retention Management for Records and Information https://www.arma.org/bookstore/productdetail.cfm?ProductID=1529
Retention schedule – A comprehensive list of records series, indicating for each the length of time it is to be maintained and its disposition.
(2006IMJ) Condition Critical: Developing Records Retention Schedules (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1768
(2006IMJ) Creating a Process-Focused Retention Schedule (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1985
(2000IMJ) Electronic Records Retention: Fourteen Basic Principles (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1345
Records series – A group of related records filed/used together as a unit and evaluated as a unit for retention purposes, e.g., personnel file containing an application, reference letters, benefit forms, etc.
Ready for Retention
Assemble retention committee and include representatives from records, legal, information technology, and appropriate business unit stakeholders.
Assign clear roles and responsibilities for retention program using position identifiers instead of personnel names.
Develop retention policy and secure approval from appropriate leadership, e.g., ethics committee, risk management group, executive management.
Create interview questions and inventory criteria prior to conducting departmental interviews. This will minimize interview time and maximize results.
Evaluate all records created by the organization, regardless of medium.
Develop retention schedule using RIM methodology, inventory and interview data, and appropriate legal research.
Ensure appropriate stakeholders approve final retention plan.
Adopt retention best practices into organizational training program. Take advantage of various training tools available from your organization to deliver timely, effective retention training.
Include a periodic review of the retention program as part of the records and information management department’s auditing practices.
Learn More About Retention…
Articles
(2006IMJ) Retention and Disposition of Structured Data: The Next Frontier for Records Managers (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1791
(2006IMJ) The Risk-Cost Retention Model: Building a New Approach to Records Retention (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1807
(2005IMJ) The Why and How of International Records Retention (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1743
(2006IMJ) Creating a Process-Focused Retention Schedule (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1985
(2000IMJ) Electronic Records Retention: Fourteen Basic Principles (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1345
(2006IMJ) Condition Critical: Developing Records Retention Schedules (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1768
(2005IMJ) Know When to Hold 'Em, When to Destroy 'Em (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1523
(2004IMJ) Can You Understand Me Now? (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1452
(2000IMJ) Retention of Merger and Acquisition Records and Information (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1329
(2003IMJ) The Corporate Records Conundrum (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1318
(2006IMJ) Product Liability: Retention and Risk Management Solutions (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1767
(2003IMJ) Protecting Records - What the Standards Tell Us (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1219
Publications
Retention Management for Records and Information (PDF) http://www.arma.org/bookstore/productdetail.cfm?ProductID=1528
Retention Manager (software) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1121
Electronic Records Retention: New Strategies for Data Life Cycle Management https://www.arma.org/bookstore/productdetail.cfm?ProductID=1203
Lawyer's Guide to Records Management and Retention https://www.arma.org/bookstore/productdetail.cfm?ProductID=1991
Records Retention Procedures https://www.arma.org/bookstore/productdetail.cfm?ProductID=1115
Financial Institutions Rec.Ret. Manual, 5th Ed. https://www.arma.org/bookstore/productdetail.cfm?ProductID=1038
Sarbanes-Oxley Act: Implications for Records Management + 2004 Supplement https://www.arma.org/bookstore/productdetail.cfm?ProductID=1486
Did you know … how an organization selects storage for its records can influence how records are recovered after a disaster? RIM professionals use best practices and methodologies to determine how to store records safely for optimum protection, ease of use, and maximum space efficiency. Water, not fire, is the leading cause of records damage during a disaster. Paper records can swell and double in size, making them difficult or impossible to retrieve, identify, and subsequently recover.
Learn More about Records Storage and Disaster Recovery…
(2006IMJ) Dealing With Disaster (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1845
(2006IMJ) Taking Charge: Disaster Fallout Reinforces RIM's Importance (PDF) https://www.arma.org/bookstore/productdetail.cfm?ProductID=1846
Records Center Operations, 2nd Ed. https://www.arma.org/bookstore/productdetail.cfm?ProductID=1198
Guideline for Evaluating Offsite Records Storage Facilities http://www.arma.org/bookstore/productdetail.cfm?ProductID=2220
Bound by law
http://www.law.duke.edu/cspd/comics/pdf/cspdcomicscreen.pdf
Bound by law
comic
copyright issue
http://boingboing.net/2008/10/24/bound-by-law-the-und.html
Duke University Press has just released an expanded edition of “Bound By Law”, the comic book by three law profs about copyright, fair use, and documentary film. It includes a wonderful new Introduction by BoingBoing’s own Cory Doctorow and Foreword by Oscar-winning filmmaker Davis Guggenheim, and is freely available under a Creative Commons license.
Bound by law
comic
copyright issue
http://boingboing.net/2008/10/24/bound-by-law-the-und.html
Duke University Press has just released an expanded edition of “Bound By Law”, the comic book by three law profs about copyright, fair use, and documentary film. It includes a wonderful new Introduction by BoingBoing’s own Cory Doctorow and Foreword by Oscar-winning filmmaker Davis Guggenheim, and is freely available under a Creative Commons license.
saskatchewan records management
http://www.municipal.gov.sk.ca/publications/Records-Retention
RECORDS
RETENTION and
DISPOSAL GUIDE
January 2006
RECORDS
RETENTION and
DISPOSAL GUIDE
January 2006
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