Access & Privacy Coordinator's Office

Identity area

Type of entity

Corporate body

Authorized form of name

Access & Privacy Coordinator's Office

Parallel form(s) of name

  • Access & Privacy Office

Standardized form(s) of name according to other rules

Other form(s) of name

  • FIPPA Office

Identifiers for corporate bodies

Description area

Dates of existence

2001-

History

The University of Manitoba Access & Privacy Coordinator's Office was initially established as the FIPPA/PHIA Office within the Archives & Special Collections unit in 2001. The purpose of the office was to implement The Freedom of Information and Protection of Privacy Act (FIPPA) and The Personal Health Information Act (PHIA) on behalf of the University. In 2008, the FIPPA/PHIA Office underwent administrative changes, being renamed the Access & Privacy Coordinator’s Office under the Vice-President (Administration). In 2010, the office was transferred to the newly formed Office of Fair Practices & Legal Affairs.

Places

Winnipeg, MB

Legal status

Active

Functions, occupations and activities

The University of Manitoba Access & Privacy Coordinator's Office was initially established as the FIPPA/PHIA Office within the Archives & Special Collections unit in 2001 to implement The Freedom of Information and Protection of Privacy Act (FIPPA) and The Personal Health Information Act (PHIA) on behalf of the University. The establishment of the Office satisfies section 2 of the Access and Privacy Regulation, which requires each government department and government agency to appoint an employee as an Access and Privacy Coordinator who is responsible for receiving application for access to records and for the day-to-day administration of the Act. This Office acts as the focal point for privacy expertise within the public body.
The Office is primarily responsible for ensuring that the University of Manitoba maintains compliance with FIPPA and PHIA by administering the legislation on behalf of the University; by implementing and sustaining a records management program for University administration according to the Acts; and by advising, educating and training employees, researchers, and students about the Acts. In 2008, the FIPPA/PHIA Office underwent administrative changes, being renamed the Access & Privacy Coordinator’s Office under the Vice-President (Administration), who acts as the Access & Privacy Officer of the University.
Some of the services the Access & Privacy Coordinator’s Office provides to the University community include:
 Responding to questions related to FIPPA or PHIA
 Developing and maintaining a records management program that promotes efficiency and accountability
 Helping the University comply with privacy legislation by providing policies and procedures
 Providing guidance for developing FIPPA and PHIA friendly forms to collect personal information
 Providing FIPPA training sessions for administrators
 Facilitating PHIA presentations for students and staff working in health-related areas
 Providing statements of purpose for University offices that need to collect personal information

Mandates/sources of authority

PHIA Procedures; Policy 216 FIPPA and PHIA; Administrative Bulletin No. 76; FIPPA; PHIA

Internal structures/genealogy

General context

Relationships area

Related entity

University of Manitoba Archives & Special Collections

Identifier of the related entity

Category of the relationship

hierarchical

Dates of the relationship

2001 - 2008

Description of relationship

Access points area

Occupations

Control area

Authority record identifier

Access & Privacy Coordinator's Office

Institution identifier

Rules and/or conventions used

Status

Level of detail

Dates of creation, revision and deletion

Language(s)

Script(s)

Sources

Maintenance notes

  • Clipboard

  • Export

  • EAC