Records Management Standards and Procedures
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Chapter 2 - Program Administration
Section 2.5 - Freedom of Information
Effective: March 31, 1997
Updated: September 15, 1997
General
The provisions of the Freedom of Information and Protection of Privacy Act
(the Act) ensure that:
- the public has access to records in the custody or under the control of
the ministry, and public bodies which fall under the jurisdiction of the
ministry
- individuals have access to -- and the right to correct -- personal
information about themselves held in ministry records
- there is no unauthorized collection, use, or disclosure of personal
information by the ministry
This section outlines MOF records management standards and procedures
that support the Freedom of Information and Protection of Privacy
Program.
Scope
These standards and procedures apply to all records in the custody or
under the control of the Ministry of Forests.
FOI Definition of Record
"Record," as defined in the Act:
"...includes books, documents, maps, drawings, photographs, letters,
vouchers, papers and any other thing on which information is recorded or
stored by graphic, electronic, mechanical or other means, but does not
include a computer program or any other mechanism that produces
records;"
Standards
Storage of Personal Records on Government Premises
As a general rule, employees should not store personal records on
government premises.
If employee records relate to the operational functions of the ministry, then
the records are the property of the ministry and are covered by the
provisions of the Act.
If an employee’s personal records become integrated with other
information held by the public body and are used by the ministry in
decision making or program activity, then they are considered to be
government records even though they were not originally collected for
government.
Destruction of Confidential Records
Confidential records should be disposed of in a secure and confidential
manner. Records can be shredded in-house, or a mobile shredding
company can be used. The Government of B.C. has a standing offer for
these services. Check with the MRO. Offices are responsible for
determining the confidentiality level of their information.
References
- No applicable references.
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Information Management Group, B.C. Ministry of Forests
Comments to: RMHELP
This page last updated: November 18, 1997.
URL: http://www.for.gov.bc.ca/tasb/manuals/recman/rm2-5.htm