PIA Summary for the Documentum Interim E-file Project

The interim e-file project involves storing and managing digitized conditional release files within Documentum Records Manager 6.7. It includes a process to facilitate the Board members' study of the electronic files for the Parole Board of Canada (PBC) hearings. The e-file project is lead by Information Management Services (within Corporate Services) and involves a low-cost, low-resource interim solution for digitizing the paper-based conditional release files. It includes a trial in the Atlantic region in order to make the necessary adjustments before deploying the project on a national scale.

In order to ensure compliance with the Privacy Act and associated Treasury Board Secretariat privacy policies, this Privacy Impact Assessment examined privacy risks associated with the interim e-file project using Documentum. The Privacy Impact Assessment's analysis of the risks was made against 10 universal privacy and fair information practice principles of the Canadian Standards Association's Model Code for the Protection of Personal Information.

The PBC takes the protection of Canadians' information very seriously. An action plan was setup in order to mitigate the low to moderate identified privacy risks associated with accountability, purpose, safeguards and limiting use, disclosure and retention. With the implementation of this action plan, privacy risks will be mitigated, reduced or eliminated.

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