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Housing providers and service managers come into contact with a huge volume of information, much of it confidential. While most of us are becoming more aware of, and compliant with, privacy and confidentiality policies for dealing with paper files, we are generally remiss when it comes to handling electronic data. Here are some tips on how you can better manage confidential information in the workplace.

1. Password protection: The desktop computer has become synonymous with file storage, yet many of us fail to place a “lock” on the cabinet. The simplest way to prevent unwanted access to your electronic files is with a password. You should create a password of at least 8 characters, preferably alphanumeric (a combination of letters and numbers). Then make sure to lock your computer EVERY TIME you walk away from it. While you’re at it, turn the screen off – the average computer screen uses 60% of the computer’s overall power consumption.
2. Antivirus software: Make your system as “unhackable” as possible by installing an antivirus program, and downloading Windows security updates regularly.
3. Be mindful of where you leave your technology footprint: If you use a laptop, keep it with you at all times. Never leave a laptop in an unattended vehicle. Also, exercise caution with wireless Internet connections, many of which are not secure and can have information siphoned from them.

Another example to illustrate the final point: let’s say you need to make 100 copies of the Annual Report, and your in-house photocopier has given up the ghost. So you decide to send the job to a copy shop. While you’re at it, you include a number of confidential documents that are needed for the next board meeting. Seems pretty straightforward, right?

Chances are the documents were sent to the copy shop on an electronic storage device like a memory key, also known as a USB flash drive, a memory stick and a pen drive, among others. Most memory keys are “plug-and-play”, meaning that once plugged into a computer, anyone has access to the data contained on them. That confidential board information is now potentially a whole lot less private.

The good news is that many memory key-type storage devices come with automatic encryption, or are password protected. Although they cost a bit more, the data stored on these units offer some peace-of-mind with respect to security.

Once the files are opened, however, it’s a whole different ball-game. The printing company uses photocopiers in the performance of their work. Today’s copiers are, in effect, computers with hard drives. Everything that is scanned or downloaded into the copier ends up on the hard drive, ready to be hacked. What can you do?

Well, there may be no alternative to using an outside printing company, but there are measures you can take to ensure the confidentiality of your files. The best approach is to request a copy of the company’s privacy policy and their records destruction procedure.

While we’re on the subject of photocopiers, many housing providers own or lease their own machine. Bear in mind that most copiers built in the past 5 years come equipped with a hard drive. When it’s time to replace the copier, you should first make certain that the drive is erased.

Regardless of the medium on which your data is stored, whether paper or electronic, stationary or mobile, it is in your best interests to ensure that ALL records are maintained securely and confidentially.

It’s Spring! Days are getting longer, birds are chirping. We are drawn to the outdoors, to the fresh air and sunshine that we missed during those long winter months.

Spring is traditionally associated with hope, growth, renewal. So what better time to show our commitment to sustainability? We all rely on stable and affordable energy, clean air and water, safe products and healthy food. But there are costs to the ways that we produce, use and dispose of these resources. The price is high, not only financially, but socially and ecologically as well.

So, what can we do?
The Social Housing sector can demonstrate leadership, not only by introducing technical improvements to buildings, but also by adopting sustainable practices and habits.

One such easy choice? Join GLOBE and SHSC as we participate in Earth Hour.

On March 27th, at 8:30 pm, turn off all of your building’s non-essential lighting and electronics. It’s not about sitting in the dark! Its’ about re-thinking how we use (and waste) energy.

Last year, 52% of adult Canadians participated in Earth Hour. Let’s show off our sector’s commitment: engage your staff and residents to participate in Earth Hour too. Then challenge them to join you in doing even more throughout the year!

1. Be energy and water efficient. When you use water and energy, use it well. Fix leaks. Insulate. Use efficient appliances, lighting and equipment. Look for the ENERGY STAR® symbol: you’ll know your using models that are best-in-class. Contact SHSC Customer Care to learn more about how you can access incentive funding for energy saving projects.
2. Recycle, reduce and reuse as much as possible. Reduce the amount that you send to landfill. Recycling saves a lot of energy needed to extract, process, transport and make new materials and products. Recycle 100% of your glass, aluminum, plastic, and paper and compost organic waste if possible.
3. Unplug: Electrical devices draw energy, even when they are switched off. If you want to make sure you are not unknowingly feeding these “energy vampires”, unplug them when not in use, or use a power bar to easily turned them on and off with the flick of a switch.
4. Get an Energy Audit – and act on it! Chances are, your building wastes a lot of energy, and money. An audit will show you how your building uses (and wastes) energy and will identify potential improvements. Making those improvements could result in thousands of dollars in energy savings each year – not too mention a large reduction in your carbon footprint. Plus, many of the energy-saving upgrades qualify for incentives.

To learn more about how you can access incentive funding for energy savings projects, or how to get and prepare for an energy audit contact SHSC Customer Care at 1.877.733.7472 or email customercare@shcorp.ca

Be sure to also check out the GLOBE Sustainable Landscaping for Healthy Communities where you can find practical information about green roofs, fertilizers, pest control, soil health, irrigation, and design.

In my last blog entry, I talked about the importance of ensuring that event organizers, who are using building common rooms, obtain the relevant Special Occasion Permit from the Alcohol and Gaming Commission of Ontario, if they are serving alcohol. Today, we’ll look at the liability issues that your corporation could face by allowing events that serve alcohol to take place on your property.

Some questions you need to consider: what happens if a minor consumes alcohol at the event and becomes ill? What if someone leaves the event after consuming alcohol hosted on your premises and gets into a car accident that results in injury or death? The injured party or parties could sue your corporation – even if your only connection to the event is the location.

Protecting yourself with a rental contract
So how do you protect yourself? Make sure you have a plainly written rental contract with unambiguous language that clearly sets out each party’s rights and obligations concerning the rental room. Your contract should include a clause that clearly indicates your corporation is not liable for injuries or damages incurred during the event. A carefully executed contract and a Special Occasion Permit will assist should you find it necessary to defend the corporation against a lawsuit.

Unfortunately, these documents likely won’t be enough to fully absolve you of liability. A better option is to require that the event organizers purchase their own insurance coverage. This is called Special Event insurance or Social Host Liability insurance and that’s what we’ll talk about next time.

Arif Jinha is one of the most recent interns to complete the joint SHSC/CPRN internship and scholar program. His paper, takes a first look at the effects of stimulus spending on affordable housing in Ontario. He recently took some time to answer a few questions about himself and his research.

Q. Where did you go to school for your bachelors and masters degrees?
A. University of Ottawa

Q. What did you take in your undergrad and your masters?
A. My undergrad was in Psychology, my MA is in Globalization and International Development.

Q. What is your thesis on?
A. My thesis is about the global move towards open access to journal research, and what that could mean to research and education in Africa in the context of information and communication technologies (ICT) development.

Q. Why do you think it’s important to provide an early look at the significance of the recession and stimulus spending to affordable housing in Ontario?
A. As quickly as the shovels are going in, we need to track all of the practical, political and philosophical opportunities for change. Ontario’s unemployment rate hit 11.7% at one point in 2008, and Ontario is a province that truly faces the need to change or face greater decline with the next decade being crucial. To me, that makes the current situation for affordable housing in Ontario both critical and fascinating.

Q. What are your future plans education or career-wise?
A. Writing, music, PhD, working less and having more free and creative time.

Q. What got you interested in social housing research?
A. Working in the three downtown shelters in Ottawa.

Q. Where did you grow up?
A. In Guelph, Brampton and Orleans (suburb of Ottawa).

Q. Any other jeopardy-type tidbits that might be of interest to readers?
A. “There is a crack in everything, that’s how the light gets in.” L. Cohen. I am a huge fan of Leonard Cohen and this quote is great for policy research I think.

Click here to read the full text of Arif Jinha’s paper, Recession and Stimulus Spending: A preliminary Examination of Stimulus spending on Affordable Housing in Ontario

Sustainability initiatives have long been associated with the colour green. Green products, green services and green initiatives are how people express their efforts to be gentler on the environment. Green is also the colour of money and that is exactly what you will be seeing when you take advantage of the retroactive component of the Multifamily Energy Efficiency Rebates. Have you done any retrofit work since January 1, 2008? It will only take you a few minutes to check what retrofits will qualify for the rebates.

If you’ve installed some ENERGY STAR® refrigerators, well that will be worth $60 a fridge. What about some new T8 light fixtures? Depending upon the type of fixture, your rebate will be anywhere from $12 to $21. And if you have a current energy audit, (less than 12 months old) you are entitled to up to $35 per unit. It is just that simple.

Retroactive retrofits that qualify for the rebates are the easiest way to access the Multifamily Energy Efficiency Rebates. Make sure you get some green for your energy conserving work. We have staff available to make sure that you are seeing green really soon!

Contact SHSC Customer Care if you want more information on MEER.

Many of you have common rooms and/or party rooms for your tenants’ social events or community meetings. But did you know that there are insurance considerations associated with the use of these rooms? Here are a few things you should know.

There are two ways to insure these events. The first is to rely on your own insurance. The second is to require the event’s organizers to provide their own insurance coverage.

Should you choose the former, there are two important considerations from an insurance perspective: the availability of alcohol at these events and who is responsible for property belonging to the events’ organizers and attendees.

Today, I will talk about the first of those considerations, which is whether or not alcohol will be served at or during the event. If alcohol is being served, the organizers will be required to obtain a Special Occasion Permit (SOP). There are three classes of SOPs; a Sale SOP, a No Sale SOP and an Auctions SOP. Details of these permits and application forms may be found on the Alcohol and Gaming Commission of Ontario’s website.

To protect yourself from liability, you should ensure the event organizers have applied and obtained the relevant permit and should take a copy for your records.

Next time, I will talk about liability and insurance concerns surrounding alcohol-included events.