Skip To Content

Athabasca University

< back to guidelines

Guidelines For Employees Storing Personal Records or Records of another Organization in Their Office or at Their Workstation

Guidelines – Employees Storing Personal Records or Records of another Organization in Their Office or at Their Workstation

The Freedom of Information and Protection of Privacy (FOIP) Act, R.S.A. 2000, c. F-25 applies to all records in the custody or under the control of Athabasca University (AU). If you store some of your personal records or records of an organization you are a member of in your office or at your workstation, you need to be aware of the possible FOIP impacts.

Custody means the possession of a record by AU, including situations where the records of a third party are stored on the premises of AU.

Control means when AU has the authority to manage the record, including restricting, regulating and administrating its use, disclosure and disposition.

Your personal records are not covered by the FOIP Act if:

  • they were not created in the course of your AU duties and responsibilities
  • the content does not relate to the AU mandate and functions
  • they are not integrated with AU records.

Your personal records are covered under the FOIP Act if:

  • they consist of records relating to the operational functions of AU
  • the records are used in making decisions relating to AU business
  • the records were created in the course of conducting your duties and responsibilities as an AU employee
  • they are integrated with other AU records in your office filing cabinet or on your computer.

Some suggested guidelines to follow:

  • do not store your personal records on AU premises
  • clearly label the records
  • file and store the records separate from AU records
  • do not integrate the records with other AU records
  • do not use AU resources to control and maintain the records
  • if you have in your custody the records of another organization and you use AU resources to control and maintain them then you should inform the AU that they are in your custody, the length of time you expect to have them on the premises, if any conditions apply to their control and maintenance, and clearly make note that they are not AU records.

Office of the University Secretariat, July 2006

Updated May 30 2014 by Office of the University Secretariat

AU, CANADA'S OPEN UNIVERSITY, is an internationally recognized leader in online and distance learning.