Records Management For Community Engagement and Consultation with Aboriginal Peoples - Colin Ellis


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Join Colin Ellis of SustaiNet Software as he talks about "Records Management for Community Engagement and Consultation with Aboriginal Peoples" at the Expanding Our Knowledge Conference in Vancouver on April 15, 2013.

The conference was hosted by and powered by Indigenous Corporate Training Inc.

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  • Share some “best practices” and considerations to help you track and report on your Aboriginal engagement processes.I’m going to share some database essentials, talk about the unique environment that is Aboriginal engagement, I will then take you through 2 key methods to help you demonstrate transparency and maintain data integrity, and then conclude with sharing some Aboriginal engagement records management best practices.
  • 1. Different Rights therefore different needs 2. Think in terms of relationships and not timelines therefore records should be kept prior, during and following the regulatory process 3. Unique organizational structures + Blurred authority & responsibility - often hard to define, not ‘black and white’ 5. Land plays a big part in these people’s lives and therefore that relationship needs to be understood.
  • People like stories. For those of you involved in EA’s, stories get approved faster, it’s human nature to take on the easiest task first (Story – Suncor). A good starting point to help is to consider separating Communication records from Event Records.
  • Example – Events are often the starting point for your consultation processExample – Planning/at the meeting/following the meeting (action items)Story – Total (Aboriginal meeting reschedule)
  • Story many hats = Aboriginal chief, mayor of the town, family works a trapline and son operates a snow removal business.
  • So the landscape of who you’re talking to is inevitably going to change over time (snapshot story). In order to keep track of all these changes and clarify roles, responsibility and authority, I suggest doing the following:
  • Sub group examples: IRC’s (industry Relations Corporation) or Businesses (Tsleilwatuth story)
  • Records Management For Community Engagement and Consultation with Aboriginal Peoples - Colin Ellis

    1. 1. Records ManagementFor Community Engagement andConsultation with AboriginalPeoplesPresented by:Colin EllisSustaiNet Software International Inc.
    2. 2. Unique Considerations:• Aboriginal Peoples are not stakeholders• Relationship driven VS Deadline driven• Unique Organizational Structures• Often Blurred Authority and Responsibility• Land Interest and Land Use“The complexities are clear to the practitionerand should be clear in the documentation so itcan be shared and understood”
    3. 3. To help demonstrate transparency…Let your records tell the STORY!• Consider separating Communication records fromEvent Records
    4. 4. Meetings CeremoniesSite ToursEventEmails LettersPhone Calls Etc…Etc…Communications
    5. 5. Be sure to recognize andAddress the ‘many hats’ anindividual can wear duringthe process.Consider using three distinctStakeholder entities!
    6. 6. 2. Groups1. IndividualsStakeholders3. Land ParcelsAn Individual anda Group can be acontact for one ormore land parcelsAn Individualcan be a contactfor one or moreGroupsAn Individualcan be a contactfor one or moreGroups• Colin Ellis • SustaiNet Software Colin Ellis (Manager)• City of Vancouver Colin Ellis (Mayor)• Trapline ABC Colin Ellis (Trapper)CommunicationCommitment
    7. 7. How to clarify Roles, Responsibility and Authority:1. Date stamp an Individual’saffiliation to Groups Job Title and Job Role Contact Type (Primary/Secondary/Other)and Preferred Method of Contact Group Spokesperson (Yes/No)2. Date stamp an Individual’s interest to Land Land Interest (Trapper/Owner/Tenant/Etc)
    8. 8. Relationships:• Stakeholder Group Relationships Sub Group (parent – child) External Group (other)• Stakeholder Individual Relationships Stakeholder Groups Affiliations (many hats) Family Relationships (Father/Son) Employment/Skills
    9. 9. Best ‘Documentation’ Practices• Stakeholder Group Attributes (First Nations, Métis, Inuit)• Election Dates• Documents/Agreements/Email records• Confidentiality (security of sensitive information)• Geo-references (Points of Interest related to the land)• Issues (Topics) and Resolutions (Mitigation measures)• Commitments (Promises)• Incidents, Complaints and Grievances
    10. 10. Questions?Lauren & CharlotteApril 12 2013Please download our EBook:‘Best Practices for Documenting AboriginalCommunity Engagement And Consultationin Canada’