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Interview Guide - Notes Template


ORGANIZATIONAL CONTEXT
Interviewee Date and Time Organization/Sector/Branch
Criteria Findings
Culture
Recognition by the organization that information is a strategic corporate asset requiring stewardship. Degree of support and reinforcing behavior that is consistent with these values.
Change Management
Mechanisms to facilitate the adoption of change within IM and related initiatives.
External Environment
The extent to which the organization conducts environmental scans and assesses their possible impacts on IM.


ORGANIZATIONAL CAPABILITIES
Interviewee Date and Time Organization/Sector/Branch
Criteria Findings
IM Community
The extent to which IM specialists have the competencies and the capacity to meet the challenges of IM on a sustained basis.
Expert Advice
Extent to which expert advisors are available and utilized for objective commentary and independent advice for supporting IM.
IM Tools
The extent to which IM Tools efficiently and effectively support the IM.

Examples of IM tools include policies, standards, guidelines, procedures, subject classification, IM/IT systems, etc.
Technology Integration
The degree to which IM enabling technologies are integrated across the organization to support the delivery of information, programs and services
Portfolio Management
The extent to which mechanisms to plan, track, and evaluate the overall IM project portfolio are available to staff.
Project Management
Extent to which mechanisms to manage projects in the organization exist to ensure the optimal design, development and deployment of IM initiatives
Relationship Management
The extent to which mechanisms or processes exist to facilitate partnerships and consultations between organizations (public and/or private) in support of effective IM.


MANAGEMENT OF IM
Interviewee Date and Time Organization/Sector/Branch
Criteria Findings
Leadership
The extent to which senior management is aware, understands, demonstrates commitment to a clear vision and set of strategic objectives for IM.
Strategic Planning
Quality of strategic, business and operational plans for IM, and the linkages between plans, costs, benefits, resources and controls.
Principles, Policies and Standards
Existence and use of a corporate policy and management framework to effectively support IM. Degree to which IM principles, policies and standards exist, are understood and applied within the organization.
Roles and Responsibilities
The extent to which roles, responsibilities, performance expectations, ownership and accountabilities are clearly defined, understood and accepted. Appropriateness of the organizational and governance structures to support IM.
Program Integration
Extent to which the organization's programs and projects proactively and efficiently integrate IM principles, policies and standards.
Risk Management
Mechanisms for identifying, measuring, and monitoring relevant risks for IM, including options for risk allocation and risk mitigation.
Performance Management
Extent to which the achievement of financial and operating results are embedded into the performance management framework for IM.


COMPLIANCE and QUALITY
Interviewee Date and Time Organization/Sector/Branch
Criteria Findings
Information Quality
The extent to which an organization's processes for ensuring information are accurate, consistent, complete and current.

* Information Quality applies to information generated within the organization and information selected and used from external sources.
Security
Extent to which mechanisms are in place to ensure information is protected from unauthorized access, use and destruction.
Privacy
Mechanisms to ensure that an individuals rights to privacy in the collections and disclosure of information are respected.
Business Continuity
The existence of contingency plans and mechanisms to ensure timely information recovery, the restoration of essential records and business resumption in the event of information corruption or loss.
Compliance
The extent to which audit and review processes are in place to ensure awareness of and compliance with applicable legislation, policies and standards.


INFORMATION LIFE CYCLE
Interviewee Date and Time Organization/Sector/Branch
Criteria Findings
Planning
The extent to which information life-cycle requirements are incorporated in the development of policies, programs, services and systems.
Collection, Creation, Receipt and Capture
The extent to which Information collection sharing and re-use, are optimized and decisions are documented.
Organization
The extent to which information is identified, categorized, catalogued and stored to effectively and efficiently support the business process.
Use and Dissemination
The extent to which the organization's information can be located, retrieved and delivered to provide users with timely and convenient access.
Maintenance, Protection and Preservation
The extent to which the long-term usability and safeguarding of information is ensured.
Disposition
The extent to which organization-level retention and disposal plans are followed to ensure the timely disposition of information, subject to legal and policy obligations.
Evaluation
The extent to which an organization can assess the overall compliance and performance of it's IM program.


USER PERSPECTIVE
Interviewee Date and Time Organization/Sector/Branch
Criteria Findings
User Awareness
The extent to which information users are aware of Organization's information products and services.
Expert Advice
Extent to which expert advisors are available and utilized for objective commentary and independent advice for supporting IM.
User Training and Support
The availability of user training and support programs to facilitate the access and use of information.
User Satisfaction
Mechanisms to measure, evaluate, and learn from user feedback on information products and services.