Accuracy and documentation

For any disclosure of personal information, you must take reasonable steps to ensure the information is as accurate, complete and as up-to-date as necessary for the purpose of the disclosure. Alternatively, you must inform recipients of any limitations on the accuracy, completeness, or up-to-date character of the information.⁵⁶

A family you worked with five years ago requests that you forward their records to their new service provider.

Before sending the records, you make a note on the records identifying them as out of date, and specifying when they were last updated.

Service providers should document disclosures of personal information. For example, if you believe a disclosure without consent is reasonably necessary to reduce a risk of serious harm, you should record what information you disclosed, when and to whom, along with the reason for doing so.⁵⁷

56. CYFSA, s. 306(2)

57. Note that s. 306(3) of the CYFSA requires service provider to record disclosures made under the prescribed provisions in the prescribed manner. However, at this time, no such provisions/manners have been prescribed. Also note that recording disclosures is a best practice, given your obligations in the event of a request for a correction, under s. 315(11)(c) of the CYFSA.