CanDox Records Management Blog

Is Anybody Listening To Records Managers?

Candox Ltd. — Thu, 25 Aug 2011 14:30:00 +0000

More Electronic Records Require More Records ManagementWith so many businesses in the Okanagan and around the world attempting to adopt electronic document and record management systems (EDRMS), the challenges to overcome are not only technical. According to a recent survey of organizations big and small, the major perceived challenges seem to come from end users resistant to change.

IDM, Image & Data Manager, sums up the results of the survey for us here. While electronic email management is on the rise, as are efforts to track copies of controlled documents, the standard operating procedure for other document types remains: print it and file it.

GARP - The Principle of Transparency

Candox Ltd. — Wed, 17 Aug 2011 19:00:00 +0000

Clearly Understood Recordkeeping Creates Clearly Understood RecordsThe eighth and final Generally Accepted Recordkeeping Principle deals with Transparency. ARMA’s guidelines, found in the download section of our website, state: “The processes and activities of an organization’s recordkeeping program shall be documented in an understandable manner and be available to all personnel and appropriate interested parties.”

All organizations must keep records, and the processes used to create and maintain those records should be clearly outlined and understandable, as well as available to legitimately interested parties.

Privacy and Protection of Personal Data is Your Responsibility

Candox Ltd. — Wed, 10 Aug 2011 19:00:00 +0000

Protection of Private and Personal Data is Everyone's ResponsibilityA recent audit by the office of the Privacy Commissioner of Canada has found that a certain big box store has not been properly removing customer data from returned laptops and storage devices before reselling them. CBC News reports that Privacy Commissioner Jennifer Stoddard said these findings are 'particularly disappointing' given that her office has investigated previous complaints involving returned storage devices in 2004 and 2008, and Staples Business Depot had committed to corrective action at that time.

Identity Theft: Canadian Passports Are A Target

Candox Ltd. — Mon, 01 Aug 2011 14:35:15 +0000

Canadian Passports Are Being Stolen More And More OftenNew US passport requirements for Canadian and other western travelers apear to have led to a surge in the number of Canadian passports reported to heve been stolen annually, according to numbers released by Passport Canada.

Before 2006, about 25,000 passports were reportedly lost or stolen annually. That number jumped to almost 43,000 in 2006-07, coinciding with a surge in demand because of new U.S. passport requirements for Canadian and other western travellers. By 2008-09, it was 53,000. Now, it's hit 60,781.

But only in the latest annual report has Passport Canada broken down the combined "lost and stolen" total and publicly revealed the extent of the theft problem.

While Passport Canada tried to downplay the problem, the RCMP believe the matter is a national security concern because of the number of stolen passports that end up in the hands of criminals or terrorists.

GARP - The Principle of Disposition

Candox Ltd. — Wed, 27 Jul 2011 19:00:00 +0000

Destruction of Records Must Maintain ConfidentialityThe seventh Generally Accepted Recordkeeping Principle covers Disposition. ARMA’s guidelines, found in the download section of the CanDox website, state: “An organization shall provide secure and appropriate disposition for records that are no longer required to be maintained by applicable laws and the organization’s policies.”

At the end of a record’s useful life cycle, it must be designated for disposition. In many cases, this means destruction, but could also mean that files are returned to clients, transferred to another organization, or transferred for ongoing preservation to an archive or records management firm.

Saskatchewan Doctor Faces Charges For Losing Patient Records

Candox Ltd. — Mon, 25 Jul 2011 15:00:59 +0000

Medical Records Found In A DumpsterCTV and other sources report that a Saskatchewan doctor is facing charges for failing to safeguard patient medical records in his possession.

Saskatchewan's information and privacy commissioner is recommending that a Regina doctor be prosecuted after thousands of patient files and other sensitive documents were found in a recycling bin at a shopping mall earlier this year.

BC Business and the HST Referendum

Candox Ltd. — Wed, 20 Jul 2011 19:00:00 +0000

BC Faces an Important Taxation DecisionWith the deadline for voting on the HST Referendum only weeks away, local business owners in the Okanagan, and all over British Columbia, have a very important decision to make. The results of this referendum will impact all of us living and working in BC for years to come, and as with any political decisions we the people make, it is important to know the facts and avoid the propoganda.

In her article for the Vancouver Sun, economic analyst Sasha Coad points out some of the misinformation being generated around this issue.

On Entrepreneurs and Champions

Candox Ltd. — Mon, 18 Jul 2011 16:08:45 +0000

CanDox Helps Clients Reach SuccessJoel Young wrote an interesting article in the Kelowna Capital News. He underlined the parallels between business people fighting to succeed in tough economic climates, and the heroes of older times.

What makes a champion? Is it an unrelenting attitude, belief in yourself, focus and determination?

A champion is a strong competitor who never quits, never surrenders.

A true champion, it is said, is one who would rather fall down while striving and exerting maximum effort, than to sit down because they are tired.

The same attitude and characteristics also describe the successful entrepreneur.

At CanDox, we work every day with clients who are succeeding, and we are proud to share a small part of their success!

GARP - The Principle of Retention

Candox Ltd. — Wed, 13 Jul 2011 19:00:00 +0000

Proper Records Retention Minimizes Risk & CostThe sixth Generally Accepted Recordkeeping Principle deals with Retention. ARMA’s guidelines, found in the download section of this website, state: “An organization shall maintain its records and information for an appropriate time, taking into account legal, regulatory, fiscal, operational, and historical requirements.”

It is vitally important to know what records you have, how long to keep them, and when to get rid of them.

Disaster Planning: Let CanDox Help Prepare Your Business To Recover After A Disaster

Candox Ltd. — Sun, 10 Jul 2011 20:27:30 +0000

CanDox Can Help With Disaster PlanningA recent article in the Houston Chronicle highlighted again the importance of disaster planning for small businesses.

"It improves your chances of staying in the game," U.S. Small Business Administration spokeswoman Carol Chastang said of emergency preparedness planning. "Being able to reopen as quickly as possible, that's the key. The longer you stay closed, the bigger the chance of not recovering at all."

One study suggests that as many as 40% of small businesses involved in a major disaster never re-open.