Access and Privacy at UWinnipeg

FIPPA/PHIA Tips – Protection of Personal Information

Remember: personal information (PI) is recorded information about an identifiable individual

Protecting Personal Information – Do:

• Know which of your records contain PI
• Lock up offices and filing cabinets and leave desks clean
• Use password protection and encryption for electronic PI
• Talk to your colleagues about the need to protect PI
• Limit access to PI to only those who need it to do their job
• Review policies and procedures to better protect PI
• Lock your computer when away from your desk
• Report privacy breaches to the FIPPA Office
• Destroy PI securely and completely

Protecting Personal Information – Don’t:

• Collect PI without a valid reason
• Keep PI for longer than is necessary
• Share PI with colleagues unless they need it to do their job
• Disclose PI except for the purpose it was collected unless you have the consent of the individual or disclosure is permitted for another reason
• Send PI by email unless it is necessary
• Take PI home with you unless it is necessary
• Give out PI over the phone/email unless you can verify the identity of the recipient
• Use personal email for work business