2011 THE NEW: LOCAL
GOVERNMENT WEBSITES
Website information as records
accessed Oct 29, 2013
What the law is saying…
• Facebook and other social media are
“documents” and relevant for production in
court (Sparks v. Dubé, 2011 NBQB 40
(CanLII))(MVA)
• Public interest may require disclosure and may
outweigh freedom of expression and right to
privacy (Warman v. Wilkins-Fournier, 2011
ONSC 3023 (CanLII))(defamation)
• Hyperlinking is not defamation (Crookes v.
Newton, 2011 SCC 47) (defamation)
Guidelines for Social Media Background Checks
(October 2011 )
Social Media – Policy
Framework
• Includes template for preparing
social media policy
• Issue - Systems of record vs.
systems of engagement
• Review of risks and requirements
2011 THE NEW: REGIONAL
DISTRICTS
• Concordance Volume 2
• Collection of subject headings of
relevance
• New subject groupings to reflect
regional government perspective
2011 THE NEW: LIMITATION
PERIODS
• New Part 3 to Volume 2
• BC government consultation on
amending Limitation Act (from
2006)
• No new Limitation Act to date
Security information
– ISO 27000 series
– ISO 27002 2005 Information Security
2011 THE NEW:
Generally Accepted Recordkeeping
Principles (GARP ®)
• Principle of Accountability
• Principle of Integrity
• Principle of Protection
• Principle of Compliance
• Principle of Availability
• Principle of Retention
• Principle of Disposition
• Principle of Transparency
Accountability
• “An organization shall assign a senior
executive who will oversee a recordkeeping
program and delegate program responsibility
to appropriate individuals, adopt policies
and procedures to guide personnel, and
ensure program auditability.”
– Linkages to ISO 15489:1-2001 –
Information and documentation – Records
Management, Part 1: General; CGSB
Electronic Records as Documentary
Evidence
35 Integrity
• “A recordkeeping program shall be constructed
so the records and information generated or
managed by or for the organization have a
reasonable and suitable guarantee of
authenticity and reliability.”
– Linkages to: ISO 15489; CGSB Electronic
Records as Documentary Evidence;
ANSI/ARMA 16-2007, The Digital Records
Conversion Process: Program Planning,
Requirements, Procedures
Protection
• “A recordkeeping program shall be constructed
to ensure a reasonable level of protection
to records and information that are
private, confidential, privileged, secret,
or essential to business continuity”
– Linkages to: ISO 15489:1-2001 – Information
and documentation – Records Management,
Part 1: General; ANSI / ARMA 8-2005
Retention Management for Records &
Information
37 Compliance
• “The recordkeeping program shall be
constructed to comply with applicable
laws and other binding authorities, as
well as the organization’s policies.”
– Linkages to: ISO 15489:1-2001 – Information
and documentation – Records Management,
Part 1: General; CGSB Electronic Records as
Documentary Evidence
Availability
• “An organization shall maintain records in a
manner that ensures timely, efficient, and
accurate retrieval of needed
information.”
– Linkages to: ISO 15489:1-2001 – Information
and documentation – Records Management,
Part 1: General; ANSI/ARMA 16-2007, The
Digital Records Conversion Process: Program
Planning, Requirements, Procedures
39 Retention
• “An organization shall maintain its records and
information for an appropriate time,
taking into account legal, regulatory,
fiscal, operational, and historical
requirements.”
– Linkages to: ISO 15489:1-2001 – Information
and documentation – Records Management,
Part 1: General; ANSI / ARMA 8-2005
Retention Management for Records &
Information
Disposition
• “An organization shall provide secure and
appropriate disposition for records that are no
longer required to be maintained by applicable
laws and the organization’s policies.”
– Linkages to: ISO 15489; CGSB Electronic
Records as Documentary Evidence; ANSI /
ARMA 8-2005 Retention Management for
Records & Information
41 Transparency
• “The processes and activities of an
organization’s recordkeeping program shall
be documented in an understandable
manner and be available to all personnel and
appropriate interested parties.”
– Linkages to ISO 15489:1-2001 – Information
and documentation – Records Management,
Part 1: General; CGSB Electronic Records as
Documentary Evidence
42 ADDED FEATURES
• Training notes in Appendix 2
• Diagrams to illustrate basic
processes
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