CBRM looking to modernize out-of-date data security, records management
The Cape Breton Regional Municipality is taking steps to enhance its data security and storage systems, which currently consist of physical paper documents stored in multiple locations and digital files that are at risk due to evolving technology. Municipal clerk Christa Dicks informed the council that the municipality’s records management policy has not been updated since 2005, making it outdated and non-compliant with legal and regulatory standards for privacy.
Dicks requested approval from the council to develop a new policy and to seek proposals from companies that can modernize the municipality’s record-keeping systems. She emphasized the importance of implementing a new records and information management policy to ensure that CBRM’s documents are properly classified, easily accessible, and in accordance with regulatory requirements. By doing so, unnecessary documents that occupy physical and digital space can be reduced.
While some information is stored digitally, Mayor Cecil Clarke highlighted the need for a centralized and secure approach to data storage. He emphasized the importance of efficiency in records management, especially considering the millions of hard copy documents currently in storage. Clarke suggested that a systematic approach to sorting and either retaining or disposing of paper documents would ultimately save money by eliminating the need for excessive storage space.
Developing a new policy and management system would not only improve efficiency in digital filing but also help CBRM comply with the Municipal Government Act and other privacy regulations related to confidential information storage. Clarke stressed the significance of physically assessing and organizing documents, as well as ensuring that data management practices meet compliance standards.
Various types of documents, such as property tax records, tax sale forms, utility bills, and payments containing sensitive information, need to be securely managed to protect individuals’ privacy. The council approved the municipality’s request to explore options for data storage and security services. The potential cost associated with these improvements will be discussed during upcoming budget deliberations.
As the Cape Breton Regional Municipality strives to modernize its data security and storage practices, the focus remains on enhancing efficiency, compliance, and privacy protection. By updating its records management policy and implementing a more robust system, CBRM aims to streamline operations and safeguard confidential information effectively.
