Technology and System Policy

April 2019
Last Updated
May 20, 2022


The division will continually assess the potential of new and upcoming technologies to meet the current and future technology needs of its staff, participants, and other stakeholders. COBD will also evaluate its technology infrastructure at an organizational and division level on a periodic basis and look for ways to facilitate improvements in efficient operations and effective service delivery, as well as track performance improvements, through the use of technology.

One of the steps to achieving independence, employment, equality and first-class citizenship for people who are blind or DeafBlind is learning how to utilize cutting edge assistive and mainstream technologies. One of the biggest barriers faced by people who are Blind or Deafblind is the inability to access information needed to interact effectively and safely with the world around them. Technology, be it assistive or mainstream, has the potential to break down this information barrier. Division staff need to model how assistive technology is utilized in their work and personal lives. Service recipients need to have access to assistive technology to acquire essential technology skills.


Technology in the division is used for the following purposes:

1) By program staff (usually utilizing cloud storage and other technologies) to:
– Complete participant enrolment forms
– Access participant and staff resources
– Complete program reports
– Plan events

2) By training staff (usually utilizing cloud storage and other technologies) to:
– Complete student assessment forms
– Record student goals
– Track student progress through progress reports
– Complete student exit forms
– Schedule orientation interviews
– Teach computer skills remotely using remote desktop
– Run virtual classes, events, and meetings

3) By admin staff (usually utilizing cloud storage and other technologies) to:
– Record income and expenses
– Store invoices and receipts
– Store staff policy and best practice manuals, organizational documents and staff records
– Store and track grant applications and other fund raising activities
– Collect statistics
– Collaborate on document development

4) By service recipients to:
– Learn keyboarding, word processing, email and Internet skills using screen reader technology
– Learn how to use accessible mobile devices and smart speakers to make phone calls, send and receive emails and texts, access information, schedule activities, etc.
– Learn how to use hardware such as printers, scanners, etc.
– Learn how to use accessible means to code software and program hardware
– Participate in virtual classes, events, and meetings


Virus and Malware Protection

Virus and malware protection is used where applicable.

Password protection & Confidentiality:

 The computers storing confidential files are password protected and the additional measures are taken:

  • Staff are only given access to the files they need to perform their work duties.
  • Staff are required to change their passwords thrice a year (January, June, and September).
  • Staff are to log off before leaving the computer unattended.
  • Staff are to use a headset with low noise bleed when reading confidential files with a screen reader in combination with synthesized speech if those who do not have access to the files may hear.


The division uses cloud storage to backup files.

Review and Updates

This policy will be reviewed and updated at least annually for relevance and to ensure that it is aligned with the current division strategic Plan.