FIPPA- Gathering the records
On January 1, 2012, Ontario hospitals will become subject to the Freedom of Information and Protection of Privacy Act (FIPPA).
In a recent poll on the OHA (Ontario Hospital Association) web site, 67 of the poll responders said their organization was prepared for managing FOI requests. That’s great news! The OHA has many documents that help Healthcare Organizations, here’s one:
https://www.oha.com/Education/Documents/Overview%20of%20FIPPA%20June%202%202011%20%28wn%29.pdf
At a very high level right now I see most organizations preparing for and they should be well in to the governance plan for FIPPA.
What can be requested? Anything recorded, or that can be made into a record, whether in print audio or electronic form and includes the following;
1. All emails, whether on the desktop, laptop or mobile device
2. All electronic files and databases/tangible documents
3. Non-final drafts and working notes
4. Expense claims and accounts
5. Day boos, agendas, meeting minutes
6. Handwritten notes, spreadsheets, sketches
That’s a pretty hefty list of records; imagine that these are spread out throughout the organization physically and electronically.
First thing comes to mind to me is after you made you governance plan will be how you will handle the FOI request? How will you gather the information? Who has the information you are looking for? Is the owner of the information still in your organization? Can you meet the timelines to respond to the request?
I think for most organizations this task of gather the documents for the request will be the most difficult part.
In my next document, I have some more information to help those struggling with meeting FOI requests.
Brooke
