FOIP News, Issue No. 23, April 2008

PDF Version (pdf)

• What is FOIP News?
• Online FOIP Training
• Directory of Personal Information Banks
• Need Help Tracking Your FOIP Requests?
• OIPC Orders and Investigation Reports
• OIPC Publications and News Releases
• FOIP Training
• Meeting Calendar
• Upcoming Events
• Did You Know...

FOIP News is an electronic newsletter produced by Access, Privacy and Security, Service Alberta, to highlight news relating to Alberta’s Freedom of Information and Protection of Privacy (FOIP) Act. FOIP News is issued as needed. Web site links are provided to allow you to easily obtain more information on a news item.

Access, Privacy and Security is pleased to introduce a new FOIP training offering for all employees of public bodies.

FOIP: Focus on Privacy is an interactive online course that covers FOIP issues most relevant to the day-to-day activities of public body employees – in particular, those involving the collection, use, disclosure and protection of personal information.

FOIP Coordinators can use this course to promote awareness of the FOIP Act within their respective public bodies. For instance, it could be used as part of orientation for new employees. The course is intended to complement, but not replace, the FOIP instructor-led courses offered by Access, Privacy and Security.

This self-paced course requires about 1-2 hours to complete and contains short quizzes to test a participant’s knowledge and practical examples to help illustrate key concepts. To take the course or to learn more about it, visit the Online Training page of the FOIP web site at http://www.foip.gov.ab.ca/training/onlinetraining.cfm.

Directory of Personal Information Banks

Section 87.1 of the FOIP Act requires all public bodies to make a directory of personal information banks (PIBs) available to the public for viewing or copying. The purpose of this directory is to assist the public with identifying what personal information a public body has about them. The Act requires that the directory be as current as is practicable.

In order to assist public bodies, Access, Privacy and Security has developed the following resources on preparing a directory of personal information banks:

• Guide to Identifying Personal Information Banks - This publication explains what a PIB is and provides example PIB listings.
• Directory of Personal Information Banks Collection Tool - An Access 2003 database has been developed that may be used to compile PIB descriptions. The database can be downloaded and used with compatible Microsoft Access software. The database generates a report for publishing on a local public body web site and also reports for internal use (e.g., lists of PIBs by division).
• Collection Tool Instructions - Directions on using the Access database.

For more information, see http://www.foip.gov.ab.ca/resources/publications/pibguide.cfm.

Questions about the FOIP Act requirements and database can be directed to the FOIP Help Desk at (780) 427-5848 or e-mail foiphelpdesk@gov.ab.ca.

Need Help Tracking Your FOIP Requests?

Access, Privacy and Security offers a free web-based application (FOIPNet) that can assist public bodies in tracking access requests. FOIPNet enables a public body to record essential information about a request, create a log of activities related to a request and remind users when an action is required on a request. In addition, FOIPNet enables public bodies to generate statistical and internal reports and submit its annual FOIP statistics to Access, Privacy and Security. The system will be of benefit to users that average ten or more requests per year.

If you want more information, or are interested in using FOIPNet, contact Karen Hesson by phone at (780) 427-3950 or by e-mail at karen.hesson@gov.ab.ca.

Since the last newsletter, the following Orders and Investigation Reports (that relate to local public bodies) have been released by the Office of the Information and Privacy Commissioner (OIPC) of Alberta. Summaries of Orders and Investigation Reports are available on the FOIP web site. Where summaries are not yet available, links to the rulings are provided.

Training sessions are scheduled for April 14, 15 and 16 in Calgary and May 13, 14 and 15 in Edmonton. The last half-day FOIP General Awareness is scheduled for May 12 in Edmonton. These are the last course offerings before the summer.

The training program includes three one-day sessions for employees who are responsible for FOIP and a half-day session for employees who require a basic overview of the concepts of protection of privacy and access to information. Training sessions are held in Edmonton and Calgary several times a year, or arrangements can be made for delivery of training at your workplace.

For more information, contact Deloitte & Touche LLP, Enterprise Risk Services, at (780) 421-3768 or goafoiptraining@deloitte.ca, or visit http://www.foip.gov.ab.ca/dsp_training.cfm.

Manitoba Access & Privacy Conference 2008

IAPP Canadian Privacy Summit

Privacy Compliance: Practical Solutions for Meeting Your Obligations

IAPP: CIPP, CIPP/G and CIPP/C examinations

Access and Privacy Conference 2008

… Ontario’s Information and Privacy Commissioner Ann Cavoukian recently released a ruling on the Toronto Transit System’s expansion of its video surveillance system, for the purposes of public safety and security. Commissioner Cavoukian found the system to be in compliance with Ontario’s Municipal Freedom of Information and Protection of Privacy Act – but she has called on the TTC to undertake a number of specific steps to enhance privacy protection. For the complete report, go to http://www.ipc.on.ca/index.asp?navid=53&fid1=7874.

… The Times recently reported on a patent application filed by Microsoft “for a computer system that links workers to their computers via wireless sensors that measure...heart rate, body temperature, movement, facial expression and blood pressure.” The article reported that the system would potentially be able to detect emotions, like stress and frustration. The article went on to state “[p]hysical changes to an employee would be matched to an individual psychological profile based on a worker’s weight, age and health. If the system picked up an increase in heart rate or facial expressions suggestive of stress or frustration, it would tell management that he needed help.” The UK Information Commissioner was quick to denounce any such system. Yet another good reason not to sweat the small stuff.