CAARA Policy and procedures on information collected in surveys

Background

From time to time CAARA conducts surveys to collect data and information about the archives and records management sectors.

The ethical handling of this information is of great importance to CAARA and its members. CAARA aims to ensure no individual or organisation can be identified through survey results, unless there is a warning about identification before the survey is undertaken.

Generally CAARA does not undertake surveys that collect significant amounts of personal information.

Policy and procedures

Each jurisdiction that collects information for the purpose of contributing to a CAARA survey does so under their relevant privacy regime, and in consideration of their local obligations with regards to information security, records management requirements and other policy obligations.

CAARA surveys will clearly state the purpose(s) for collecting information and the information will only be used for that purpose, unless otherwise required by law or consent has be given.

The procedures governing disclosure of information collected in surveys will be developed on a case-by-case basis, and each survey collection form will clearly state those procedures.

Most survey data collected is stored in written and/or electronic form and identifiable tracking information such as IP addresses and respondents’ email addresses is removed from reports, survey dashboards and data reports prior to analysis.  Identifiable survey responses will be kept for verification purposes only.  Physical, electronic and procedural safeguards will be maintained to protect personal and/or sensitive information.

Information collected in surveys, including personal information, will not be shared by CAARA or sold or otherwise disclosed to third parties.  Access to this survey data will be limited by the disclosure procedures.

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