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There are some personnel files that contain private information related to job searches for potential staff and current/former staff and are subject to the Personal Information Protection Act (PIPA). These records are closed for the full length of protection allowed by PIPA, one hundred years from the date of creation.
There are similar files that were created before the implementation of PIPA but will also remain closed for one hundred years from the date of creation. However, the donor has agreed to allow access to personnel records created before 2001 on the condition that researchers must sign a confidentiality agreement that includes the following stipulations as expressed in the PIPA Regulations 12(3):
(3) If personal information is to be disclosed under a research
agreement, the person to whom the information is to be disclosed
must agree to do all of the following:
(a) to use the information only for the research purpose;
(b) to make reasonable security arrangements to protect the
information;
(c) to maintain the confidentiality of the information;
(d) to not contact any individual to whom the information
relates;
(e) to remove or destroy, at the earliest reasonable time,
individual identifiers;
(f) to not disclose the information in individually identifiable
form;
(g) to notify the archival institution immediately of a breach
of the agreement.
There are also personnel files related to the employment of Barbara Moore, a dancer who filed a wrongful dismissal case against Alberta Ballet in 2001. The suit was settled but the parties were held to a non-disclosure agreement. Therefore, the donor has requested that these records be closed for one hundred years from the date of creation. |