The Workplace Buzz - includes Use of Generative AI, Flexible Working, Indoor Air Quality

The Workplace Buzz – Issue #6, 19th September 2023

Welcome

Welcome to the sixth edition of Informu Solutions’ LinkedIn newsletter.

Reflecting the work that we undertake with our clients, we will provide news on the intertwining themes of:

• Information Governance and Data Protection
• Facilities Management, the Workplace and ESG (Environmental, Social and Governance)

As always, we are happy to hear from you regarding any items or announcements you would like us to consider including in the newsletter going forward.

Thanks for reading.

Ren Leming & Jonathan Jerreat

Information Governance and Data Protection

Guide on the use of Generative AI

This Government of Canada document provides preliminary guidance to federal institutions on their use of generative AI tools. This includes instances where these tools are deployed by federal institutions. It provides an overview of generative AI, identifies challenges and concerns relating to its use, puts forward principles for using it responsibly, and offers policy considerations and best practices.

Data Protection Fundamental Rights and Freedoms

A draft statutory instrument laid before the Parliamentary Sifting Committees by the Department for Science, Innovation and Technology on 11 September 2023, The Data Protection (Fundamental Rights and Freedoms) (Amendment) Regulations 2023. The draft SI would amend the definition of ‘fundamental rights and freedoms’ in the UK GDPR and Data Protection Act 2018.

The changes and impact are explored in blog posts by Jon Baines in a post here and Handley Gill Limited in a post here.

Car driver data grab presents ‘privacy nightmare’, says study

Drivers have been warned that cars present a “privacy nightmare” with vehicle manufacturers collecting extensive personal data on drivers. Read more in this article in The Guardian.

Microsoft teams up Priva with Purview for privacy and compliance

微软 has announced a series of enhancements to Priva, its platform for identifying personal data and critical privacy risks in M365, including closer integration with Purview Compliance Manager. Read more here.

Microsoft has announced new capabilities in Purview Data Loss Prevention

This announcement includes delivering (OCR) in Exchange Online and Teams. With this capability, the DLP engine is able to extract text from images, quickly recognise if the image contains sensitive information, such as credit card or social security numbers, and prevent users from sharing such images.

What unbundling Microsoft Teams will mean for EU customers

"In the midst of an EU antitrust investigation, Microsoft Teams is now set to be offered to businesses separately from its Office suite". Read here for analysis by Aaron Hurst .

Microsoft says it will take the heat if Copilot AI commercial users get sued

Some users of Microsoft’s Copilot platforms can turn to the company if they get sued for copyright infringement. Read more in this article in The Verge.

Microfilm Market Update

A review of the last 12 months by Paul Negus .

Updated File Formats Guidance from NARA

For those interested in digital preservation, the U.S. National Archives and Records Administration has updated Appendix A: Table of File Formats of NARA Bulletin 2014-04, Format Guidance for the Transfer of Permanent Electronic Records. Please see here.

Information Governance Implementation Framework

ISO - International Organization for Standardization 's Technical Committee (TC) 46, specifically its Working Group 13 (WG 13), has begun work on a technical specification that will apply to all aspects of an organization's information, data, and knowledge asset management. See announcement here.

Choosing a Persistent Identifier Type for Your Digital Objects

The Digital Preservation Coalition (DPC) has made the next in its series of Technology Watch Guidance Notes, Choosing a Persistent Identifier Type for Your Digital Objects by Remco van Veenendaal of the National Archives of the Netherlands, available on general release. The document can be accessed here.

G4S and Allied Universal publish first-ever World Security Report

According to the first-ever edition of the World Security Report, large global companies lost a combined $1 trillion in revenue in 2022 due to physical security incidents. Economic unrest is expected to be the greatest security-impacting hazard in the next 12 months. This article covers more on the findings.

Personal data breaches: What to do when they happen

"This article is based on personal experience and the simple position that incidents will just happen, no matter what you put in place!" Very useful recent LinkedIn article on this subject by Andrew Harvey LLM FIRMS is here.

ICO public consultation on guidelines for biometric data use

Following on from reporting this consultation in the last issue, please see a useful insight on biometric data and the consultation by Paul Adams LLB (Hons) in this post.

ICO publishes new guidance on sending bulk communications by email

The Information Commissioner's Office has issued a warning to organisations to use alternatives to the blind carbon copy (BCC) email function when sending emails containing sensitive personal information, following a catalogue of business blunders, as the ICO publishes new guidance.

Email is Dead

A playful and immersive display at the Design Museum in partnership with Intuit Mailchimp to explore email’s transformational powers, running 28 Sept to 22 Oct 2023.

Data Security checklist

In this article published by the Federation of Small Businesses (FSB) , Zempler Bank provides useful suggestions for small businesses on how to protect data so that you're not vulnerable to cyber-attacks.

Facilities Management, the Workplace and ESG

First British Standard for Indoor Air Quality Launched

BS40102 Part One is the first British Standard for indoor air quality, and has been praised by The Building Engineering Services Association. The standard gives recommendations for building and facilities managers, to help them measure, monitor, and report indoor environmental quality in commercial buildings.

Top Five Tips to Go Green in Facilities Management

"There are many factors to consider when designing, executing, and the ongoing maintenance of the existing facility. It can be challenging to change traditional practices that have been in place for a long time. But small changes have the ability to positively impact your business’ contribution to climate change." Read more in this article by Louis Rayner .

Why are there so many slips, trips and falls?

Statistics from across the world indicate that slips and trips are a common problem. This article by Claire Deacon PhD PrCHSA looks at how they can be avoided.

Escape the AI Dystopia: Master Digital Awareness for a Better Future

A thoughtful article by Dr Mark van Rijmenam, CSP on the urgency for digital awareness. To navigate this complex landscape, a triad approach is vital - education to raise global digital literacy, verification methods to discern real from fake, and regulation to hold Big Tech accountable.

Gearing up for the industrial metaverse

"With the hype around the metaverse probably at an all-time low since the former Facebook invented it, it could be argued that its potential is at an all-time high. Where will this potential be exploited and though what tools?" This is explored by Joe O’Halloran in Computer Weekly.

'Rehumanize' Your Workplace by Working out Loud

This post by Katherine Gustafson provides insight and links on Working out Loud, based on ideas of making work observable and narrating one’s work.

How to Shake Up Your Approach to Remote Work

In this post on remote work Geoff Spick shares insights on five key considerations to create the best remote experience for employees and employers alike.

6/10 UK Hybrid Employees Work Longer Hours When Working From Home

Research from Compass Group shows that six in ten UK hybrid workers said they tend to work longer hours when working from home.

If we aren’t tracking flexible working… what’s the point?

"Flexible working has the potential now more than ever before to harness a truly inclusive workforce, to close gaps and to drive up equality. But if we aren’t tracking it, how will we stop non-inclusive behaviours from slowly creeping back in?" Read more in HR Magazine.

TUC launches AI taskforce to safeguard workers’ rights

The Trades Union Congress has created a new taskforce to draft new legal protections to ensure AI is regulated fairly at work. The taskforce will be led by a committee including the CIPD, the University of Oxford, the British Computer Society and the Communication Workers Union (CWU).

PPE: are women being discriminated against?

"During the pandemic, NHS professional bodies, experts and trade unions warned that female healthcare workers’ lives were being put at risk because personal protective equipment (PPE) is designed for men." This article explores PPE, the law and what employers can do.

New building requirements for separate male and female toilets

The government has announced it is acting to bring forward changes to regulations that will mean all new non-domestic public and private buildings will be required to provide separate single-sex toilets for women and men and/or a self-contained, private toilet as a minimum.

Just Eat for Business Trials Carbon Impact Labelling for Office Lunches

The new labels are intended to help raise awareness of the carbon impact of certain food choices. The ratings, from A (Very Low carbon impact) to E (Very High carbon impact) take into account the farming, production, transport and packaging of the dishes. Read more here

From the Archives

‘Loki’ Season 2 Is Dipping Into McDonald’s Archives

As Loki‘s second season grows closer, 麦当劳 transformed one of its Brooklyn locations, outfitting it with retro decorations, TVA gear, and Loki and Sylvie’s costumes. The company’s historian, Mike Bullington , was also on-site to answer questions. Read more here.

Taggart 40 years on

‘Taggart: The People’s Archive’ marks a collaboration between Glasgow Caledonian University archivists and Taggart star Blythe Duff. Article and video are here.

Company News

We are delighted to announce that the Informu Information Asset Management System now includes a configurable graphical dashboard. This can be used to create visual summaries of data stored relating to your electronic file content, system data, physical records, ICT equipment etc.

Thank you for reading