University Archives Advisory Committee

MINUTES - May 19th, 1993

Agenda

1. Minutes from Last Meeting
2. Business Arising
3. Data Management Presentation - Pat Hagey
4. "Freedom of Information / Protection of Privacy" at UBC
5. Date of Next Meeting

Minutes from Last Meeting

Approved without revision.

Business Arising

There was no business arising from the minutes not covered by the current agenda.

Data Management Presentation

Pat Hagey provided an overview of data management. He emphasized the importance of viewing data as a valuable resource which, when properly managed, represents an extremely valuable asset to the University. To increase the value of data it is necessary to develop standards and to ensure its wide accessibility and its appropriate use. Proper data management promotes enhanced accessibility, integrity and usefulness of data. Benefits arising from data management include better information upon which to make decisions, improved effectiveness and efficiency of UBC operations, and the provision of a reliable basis for future systems construction.

Pat pointed out that there are many areas of overlap between data and records management and that we should pursue cooperative ventures whenever possible. In this way we will ensure the maximum return from the information created by the University of British Columbia.

Freedom of Information/Protection of Privacy at UBC

Bertie McClean and Tony Fogarassy provided a short report on the institution's approach to implementing the F.O.I. requirements at UBC. What follows is a very brief summation of the presentation:

• Dr. Strangway, as UBC President, has been designated as head of the public body for the purposes of the legislation
• the VPs, associate VPs, and Assistant Provost have been designated to serve as the head of the institution in the event of absences
• each of the VPs have nominated representatives of their areas to receive some basic training which will be coordinated by Tony and Bertie
• it is hoped that eventually each unit will have one or two individuals with the basic information to handle routine requests for information
• the legislation has two components - the first is, within very limited restrictions, the provision (for whatever purpose) of information about the institution -- the second involves the requirement to protect the personal information under the control of the University
• for matters falling under the first category it should be relatively easy to follow the terms of the legislation -- we should as much as possible adopt a common sense approach and encourage people to make informal rather than formal requests -- concerns about requests for information should be forwarded to Bertie or Tony
• protection of personal information will perhaps be more difficult to administer -- the University maintains a great deal of personal information pertaining to faculty, staff and students -- under the legislation people have the right to access information held by the institution about them -- there are, however, some restrictions when it comes to assessments provided in confidence by third-party individuals -- this may require that some of the information relating to an individual may have to be severed before it is made available -- the legislation requires that personal information collected must have a "consistent use" with the purpose for which it was originally collected -- other requirements have resulted in changes, or planned changes, to the forms on which personal information is now collected -- again questions about releasing information should be addressed to Tony or Bertie
• the University will come under the provisions of the legislation when it is enacted later this fall or as late as very early next spring

Date of next meeting

Tentatively set for late September.

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