Freedom of Information and Privacy Association
Applications will be assessed on a rolling basis
Purpose of the project
The BC Freedom of Information and Privacy Association (FIPA) is a non-partisan, non-profit society that was established in 1991 to promote and defend freedom of information and privacy rights in Canada. The project ensures that FIPA’s records are created, managed, retained, and disposed of in an effective and efficient manner:
- To facilitate the efficient management of FIPA’s records.
- To ensure the preservation of FIPA’s records of permanent value.
- To support both the protection of privacy and freedom of information services throughout FIPA.
- Annual retention schedule application and file management/cleanup.
- Apply existing retention schedule to all digital records, identifying records for:
- Destruction (destroying upon review at the end of the term);
- Transfer digital records to archives (as per our donor agreement, donations to the archives are done every 5 years, e.g., 2020, 2025, 2030,etc.); and
- Continued retention of active and semi-active records.
- Create ongoing documentation of records identified for destruction and transfer.
- Changing column coding/naming convention to files identified as inactive/SFU bound.
- Clean up folders and files based on existing records classification and retention schedules.
- Update file retention status for already existing files and add retention status classification for newly added files in the SharePoint sites.
- Validate & re-assess file naming conventions.
- Create metadata.
- Review existing documentation & policies, revise if needed, and produce documentation, such as procedures or guidelines to standardize the process.
- Review, develop, document, revise, and implement standards and procedures related to information management.
- Revise the FIPA Classification and Retention Schedule.
- Coordinate and transfer inactive folders and/or files classified for permanent retention to the SFU Archives.
- Create documentation for the transfer of digital records to the SFU Ar-chives to standardize the process.
- Review previous professional experience student’s change log for recent retention status changes.
- Comb through folders and files with selective retention periods.
- Other duties as assigned.
- The project will be distributed over120 hours in a given term (see Project term and Project deadline for more details).
- The student will work under the co-supervision of a professional archivist, and weekly supervision will be provided by the Executive Director of FIFA.
- Opportunity for continuing education through IAPP (CIPP-C, CIPP-E and CIPM training modules), InfoGovANZ (workshops), and other professional associations.
- Hours can be flexible and agreed upon commencement. Commitment to the student selection of hours is critical. Our hours of operation are Monday to Friday, 9 am to 5 pm.
- Professional Experience will be remote.
- Students need to have reliable internet.
- Students must be able to keep sensitive business financial information confidential.
- Experience using Microsoft Suite – Word, Teams, SharePoint, etc.
Summary of activities required to carry out the project
- Records Management
Expectations of the end result of the project for both host and student
For the host:
- Identified records
- Organized file management
- Correct file naming conventions
- Increased documentation of records management procedures, policies, and norms
For the student:
- Understanding of records management for small non-profit
- Experience utilizing and applying a retention schedule
- Research into retention legal compliance, best practices, records management policies, procedures, and workflows
- EDRMS management
- Privacy training
Time periods in which the project could be supervised
- Winter Term 1 (September – December)
- Winter Term 2 (January – April)
- Summer Term 1 (May – June)
- Summer Term 2 (July – August)
Is there a deadline by which the project must be completed?
Considering the project requirements, please suggest suitable coursework as pre-requisite or co-requisite:
- ARST 516 – Management of Current Records or LIBR516 Information Asset Management
Preferred, but not required:
- Completion of other MAS Core courses
- ARST 510 – Archival Diplomatics
- ARST 515 – Arrangement and Description of Archival Documents
- ARST 573 – Archival Systems and the Profession
- ARST 565 – Administering Records Under Freedom of Information and Protection of Privacy Legislation