Create records with the expectation that they could be made accessible under FIPPA or in the course of a legal dispute.
Avoid quoting another person. Unless required for a specific reason (e.g., harassment cases, personnel issues) or an individual specifically requests it, records should be without attribution. Meeting minutes should be concise and objective with the decision clearly recorded.
Be objective and factual in what you write. Avoid recording unsubstantiated or subjective comments.
Clearly identify items (correspondence, minutes etc.) that contain advice or recommendations.
Mark records containing information requiring protection as CONFIDENTIAL and treat accordingly. Although a CONFIDENTIAL mark does not ensure a records will not be released, it does provide strong evidence for a decision not to release a document.
Collect/record only information you need. Write it down only if you are prepared to have it read.
E-mail messages are records. Manage them as you do any other record.
If a record has some ongoing administrative, financial, legal research or historical value, file the record at the time of its creation it in a way that facilitates retrieval by others.
Regularly dispose of records that have only short-term, immediate or no value except those which relate to a FIPPA access request or an ongoing legal action. The Privacy Officer of the Secretary of the University will notify you when records should be retained because of a FIPPA request.
Dispose of records containing confidential or sensitive information in a secure manner. Papers containing confidential or sensitive information should not be placed in recycling bins.
Handle requests for information quickly, informally and in the spirit of openness; using this approach may reduce the number of formal FIPPA requests.