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2016 Guidelines for Use of the Lists of Electors

IV. Security of Personal Information

Authorized recipients of the lists of electors should take reasonable precaution to protect the security and confidentiality of the personal information of Canadian electors. The safeguards listed below will assist authorized recipients in ensuring effective protection and management of the lists of electors.

Safeguards may include the following:

The following safeguards are provided as guidance. Authorized recipients may see fit to adopt other forms of safeguards that protect the confidentiality and security of the lists of electors.

a) Administrative Measures

It is recommended that privacy procedures be implemented and that the authorized recipients appoint a person who will be responsible for implementing privacy safeguards.

This person should be responsible for the following:

Training sessions regarding the authorized use of the lists of electors should be provided to all persons who will have access to the lists to ensure that they understand the importance of protecting the privacy of information.

Authorized recipients may also consider implementing the following additional administrative measures:

i. The lists of electors should be provided only on a "need to know" basis – that is, only to people who need to communicate with electors and constituents on behalf of the authorized recipients. Strictly limiting the number of people who have access to the lists of electors greatly reduces the chances of a privacy breach.

ii. If a person can perform his or her functions effectively with a paper copy of the lists, provide only a paper copy and not an electronic copy.

iii. Obtain a declaration from each person who will have access to the lists of electors. The declaration should include the following concepts:

Attached to these guidelines as annexes A, B and C are sample declaration forms that may be used by authorized recipients.

b) Technical and Physical Measures

Authorized recipients should also implement technical and physical measures to protect the security and confidentiality of the lists of electors, whether in paper or electronic format. The lists of electors should be kept in a secure and restricted area when not in use, such as a locked filing cabinet. The electronic copy of the lists of electors should be stored on a secure, password-protected computer. Passwords and keys to the area where lists of electors are stored should be strictly controlled by the person responsible for safeguards.