How Does the PIA Process Work?

UBC's PIA process is a highly collaborative and iterative risk-based approach, with the level of review varying according to the project's complexity. Here is a simplified breakdown: 

1. Initiation:  The process begins with the submission of a PIA request via the UBC Self-Service Portal, where the requestor is assigned an incident ticket number. This step integrates tracking and administrative oversight from the onset. 

2. Self-Assessment: Following the initiation, the requester completes a detailed Self-Assessment to identify potential privacy and security risks. This foundational assessment is crucial for outlining the scope and risks of the project. 

3. Risk Advisor Engagement: Depending on the risk profile of the project, either an automated response is generated, and the ticket is closed, or a Risk Advisor from PrISM SRS consults with the requestor, to refine the understanding of risks and tailor the risk management strategies to the project’s specific needs.  

4. Final Approval and Risk-Based Decision Making:  The Risk Advisor documents the risks, proposed mitigations and complies the report. This report ensures the project complies with FIPPA and UBC's security standards.  

5. Ongoing Compliance: The Administrative Head of Unit (AHoU) holds the accountability for maintaining privacy compliance throughout the project's lifecycle. Any changes to how personal information are used, stored, or accessed, as well as any significant changes to the project itself, require the AHoU to engage with the PIA team for a potential update to the PIA. 

Benefits of the PIA Process 

The PIA process benefits everyone at UBC. It ensures: 

• Comprehensive Compliance: Aligns with privacy laws and UBC's Information Security Policy to safeguard personal information effectively. 
• Improved Project Planning: Addresses privacy and security concerns early, preventing costly delays and redesigns. 
• Transparency & Accountability: Enhances clarity and responsibility in protecting data, reinforcing UBC’s commitment to data protection. 

This structured approach ensures that UBC upholds the highest standards of privacy and security, supporting the successful delivery of its programs and services.