Guidance on Preparing Information Sharing Agreements Involving Personal Information


Guidance on Preparing
Information Sharing Agreements
Involving Personal Information

July 2010

Table of Contents

  1. Introduction.
    1. 1.1 Background
    2. 1.2 Definition of an Information Sharing Agreement
  2. Deciding whether personal information should be shared.
    1. 2.1 Purpose of sharing.
    2. 2.2 Determining if the information is personal
    3. 2.3 Alternatives to sharing.
    4. 2.4 Determining the need.
    5. 2.5 Accurate, up-to-date and complete.
    6. 2.6 Verifying legal compliance.
    7. 2.7 Trans-border considerations.
  3. Verifying policy compliance.
    1. 3.1 TBS Policy on Privacy Protection.
    2. 3.2 TBS Directive on the Social Insurance Number (SIN)
    3. 3.3 TBS Directive on Privacy Practices.
    4. 3.4 TBS Directive on Privacy Impact Assessment
  4. Documenting the decision.
  5. Drafting the ISA.
    1. 5.1 Create an ISA - components.
  6. Detailed Explanatory Notes.
    1. 6.1 Purpose of sharing.
    2. 6.2 Definition of "personal information".
    3. 6.3 Alternatives to sharing personal information with other institutions.
    4. 6.4 Determining the need.
    5. 6.5 Defining the scope of the agreement
    6. 6.6 Ensuring Legal Compliance.
      1. 6.6.1 Canadian Charter of Rights and Freedoms.
      2. 6.6.2 Other Acts of Parliament
      3. 6.6.3 Privacy Act
        1. 6.6.3.1 Collection of personal information.
        2. 6.6.3.2 Determining the need for consent or notification.
        3. 6.6.3.3 Accuracy of personal information
        4. 6.6.3.4 Use of personal information
        5. 6.6.3.5 Disclosure of personal information
        6. 6.6.3.6 Retention and disposition of personal information
      4. 6.6.4 Protection of personal information
    7. 6.7 Ensuring policy compliance
      1. 6.7.1 TBS Policy on Privacy Protection
      2. 6.7.2 TBS Directive on Privacy Impact Assessment
      3. 6.7.3 TBS Directive on the Social Insurance Number (SIN)
      4. 6.7.4 TBS Directive on Privacy Practices
      5. 6.7.5 Government's Treaty Policy
    8. 6.8 Assessing the risks
    9. 6.9 Trans-border considerations
      1. 6.9.1 Increased privacy risks
      2. 6.9.2 Existing international agreements
      3. 6.9.3 Potential privacy risks posed by anti-terrorism legislation
      4. 6.9.4 Human rights considerations
    10. 6.10 Audit provisions
    11. 6.11 Other provisions
      1. 6.11.1 Conflict resolution
      2. 6.11.2 Signatures
  7. Definitions
  8. Reference documents and useful links


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