tips for managing your information: some inconvenient truths! our collective capacity to create and...
TRANSCRIPT
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TIPS FOR MANAGING YOUR INFORMATION:
SOME “INCONVENIENT TRUTHS!”
“Our collective capacity to create and disseminate information is in danger of outstripping our ability to manage it.”
(www.jiscinfonet.ac.uk/records management/guide for administrators)
PLEASE NOTE:
This presentation should be viewed in ”Normal View” so that the note field is visible.
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MANAGING YOUR INFORMATION:AN INTRODUCTION
• The problem spaces:
- desktop (paper and electronic)
- shared network drives
- collaborative spaces & sharing files
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INDIVIDUAL WORKSPAC
E
GROUP
WORKSPACE
ORGANIZATIONWORKSPACE
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Problem areas, causes and some solutions
• Creating information
• Version control
• Email management
• Disposing of information
• Preserving information
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Legislation
Universities in Ontario come under provincial legislation.
Federal legislation covers federal government bodies and commercial enterprises.
• Provincial legislation:- Freedom of Information, Protection of Privacy- or FIPPA
• Federal legislation:- Personal Information Protection, &
Electronic Documents Act - or PIPEDA
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Whose information is it?
• University records- created as part of the business activities of the university
- “means any record of information however recorded, whether in printed form, on film, by electronic means or
otherwise …”
• Personal • Professional/creative, research• Grey areas
- personal agenda books
- teaching materials/curriculum
- emails
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Queen’s University Records Management Program
• QU Records Management Policy http://archives.queensu.ca/rm/RMPolicy.htmlhttp://archives.queensu.ca/rm/RMPolicy.html
• QU Records Management program:
http://archives.queensu.ca/rm/ManagingUR.html
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CREATING INFORMATION
• Lost information is not only inconvenient, but is a huge waste of time and resources.
• Losing information containing personal details of an individual is not compliant with the law.
• Use good file names: objective, meaningful, concise, standardized
• Scanning and indexing (the “paperless office”)
• Electronic records management systems
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VERSION CONTROL
• Issued or draft - “I” or “D”
• Time specific
• Point (not attach)
• Watermarks
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DANGERS OF EMAIL
- Mixed messages
- Emails are disclosable
- Evidence of decisions and actions lost
- Sensitive information disclosure
- Lack of privacy
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MANAGING EMAIL - 2
• Manage your inbox• File core business records• Short term informal messages – keep current only• Personal email – delete once read.• Limit main recipients• Use cc for “information only”• One topic only per email• Be specific in subject lines• Do not include original text when replying
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DISPOSING OF INFORMATION
• DON’T KEEP MORE THAN YOU NEED• Office of primary responsibility• Ask records management or archives staff for advice
on the value• How long should it be kept• Records retention schedules – safeguards• Secure disposal of paper records• Secure disposal of electronic records
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PRESERVING INFORMATION
• Paper – the deluge and the ark
• Digital dilemma - technology changes, how to keep the records
• What is “born digital” and why is it important?
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SECURITY ISSUES
• Due diligence
• Smart practices
• Mobile technologies
• Faxes
• Encryption
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PRIVACY – RIGHTS AND RESPONSIBILITIES
• Collective Agreement – Article 23
• Academic Freedom
• Surveillance in the workplace
• QU Access & Privacy Office
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SOME TYPES OF RECORDS
• Information excluded from FIPPA
• Research records excluded from the Act
• Teaching materials excluded from the Act
• Employment related records excluded from the Act
• Your own personal information in records held by the University
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BIBLIOGRAPHY