Information and Privacy Tips

  • Douglas College employees must be aware of what a record is and take care to create written documentation in an objective and professional manner.

  • Email messages, handwritten notes, letters, contracts, and all forms of documentation which will be released to the public are considered records under FIPPA.

  • Email is often the subject of an FOI access request; therefore, keep the content professional and objective.

  • Teaching and research materials that are created and used by individual instructors are not defined as a record by the Act, and therefore are not subject to FIPPA.

  • Remember that records encompass everything where information is stored that is under the custody or control of Douglas College.

  • Avoid quoting or alluding to another person's statements in a record.

  • Don't record subjective comments particularly in connection with student or employee files.