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Information Management - Information Matters

Resources for Stage 1: IM Planning

A Business Plan For the Establishment of a Records Management Community Infrastructure To Support Service-Wide Human Resource Initiatives
Source: IM Forum
Description: The Records Management (RM) community will be undergoing enormous change over the next 5 years, particularly as regards the business processes, the way in which records work will be done and the resulting shift in competencies required to do the work. The community wants to face these human resource challenges in an active, service-wide, and focused way. As RM groups in a given Department or Agency can also be relatively small in numbers, the most effective means of obtaining a critical mass for change is to work together as one collectivity.

Case for Action For an Information Management Strategy For the Government of Canada
Source: Library and Archives Canada
Description: Discusses the importance of information management in the Government of Canada and proposes that a strategy be developed to improve the government's information management infrastructure.

Preserving the Archival and Historical Memory of Government
Source: Library and Archives Canada
Description: This policy document outlines the role of Library and Archives Canada in selecting archival and historical government records of national significance and in managing the business records of the Government of Canada.

IM/IT Investment Evaluation Guide
Source: Treasury Board of Canada Secretariat
Description: Detailed description of how to plan, choose, track and evaluate IM/IT Investments.

Information Management Resource Centre
Source: Treasury Board of Canada Secretariat
Description: Assists federal departments and agencies to optimize information management in their quest to improve service to Canadians. Provides relevant information and useful tools that address the IM requirements of Government On-line plans.

Information Management Guidelines
Source: Treasury Board of Canada Secretariat
Description: Includes definitions, Information Management planning, business case approach, government Information and Technology standards program, liaison of common-service organizations and lead agencies with clients, education and training for the introduction of information technology, information technology in the workplace: planning for people and Office-support systems.

Management of Government Information (MGI) Policy
Source: Treasury Board of Canada Secretariat
Description: Replaces the Policy on the Management of Government Information Holdings approved in 1987 by Treasury Board and last revised on July 31, 1994.

Developing an IM Community Vision
Source: Treasury Board of Canada Secretariat
Description: Organizational Readiness Office ensures that the departments and communities such as the IM Community of Practice are identifying and addressing human resource management needs related to Government On-Line (GOL) and Service Improvement agendas. One of the first needs was to develop a consensus on a common vision of the role members of the community are being called upon to play. A community vision will assist the many IM stakeholders being called upon to meet the challenge of managing the government's information assets in implementing departmental IM Policies and practices and in incorporating government-wide IM initiatives such as the shared IM Framework.

Records Management Community Focus Group and Interview Report
Source: IM Forum
Description: Summarizes focus group and interview discussions on the topic of Community Management for the Records Management Community.

IM Work Description Repository
Source: Treasury Board of Canada Secretariat
Description: Provides access to work descriptions reflecting the full range, specialization, and scope of IM work in the federal Public Service.

Information Management Capacity Check
Source: Library and Archives Canada
Description: A flexible self-assessment tool that can help institutions and workgroups assess the state of their IM abilities and practices against a common standard. Brings together all the elements of IM, compares against best practices, and provides information to enable management to develop plans for improvements to their own IM practices.

Report from The Ad Hoc IM Competency Review Team
Source: Treasury Board of Canada Secretariat
Description: Provides minutes from a March 25, 2002 meeting of the team, along with its recommendations for moving forward.

Preliminary Study on the Core Competencies of the Future Records Specialist
Source: Information Management Standards and Practices Division, Library and Archives Canada
Description: Provides a recommendation for the competencies for records specialists within the Government of Canada.

Government of Canada Internet Guide
Source: Treasury Board of Canada Secretariat
Description: Supports the Government of Canada's Government On-line (GOL) initiative by giving you a resource to help you put your services and information on-line.

Common Look and Feel Self-Assessment Guide
Source: Treasury Board of Canada Secretariat
Description: Helps departments and agencies determine the compliance level of their Internet Web sites with the Common Look and Feel Standards.

A How-to-Guide for the Service Improvement Initiative
Source: Treasury Board of Canada Secretariat
Description: Assists with the implementation of the Service Improvement Initiative.

Risk Management
Source: Treasury Board of Canada Secretariat
Description: At the tactical or project level, the goals of risk management are to pro-actively assess what could go wrong with a project, determine which risks are important to deal with, and implement strategies to deal with those risks.

Project Management
Source: Treasury Board of Canada Secretariat
Description: Detailed description of how to plan, choose, track and evaluate IM/IT Investments.

Performance Measurement
Source: Treasury Board of Canada Secretariat
Description: By using comprehensive performance information, more informed decisions can be made about IT investments at a time when resources are limited and public demands for improved government service are high.

Government Security Policy
Source: Treasury Board of Canada Secretariat
Description: The Government Security Policy prescribes the application of safeguards to reduce the risk of injury. It is designed to protect employees, preserve the confidentiality, integrity, availability and value of assets, and assure the continued delivery of services. Since the Government of Canada relies extensively on information technology (IT) to provide its services, this policy emphasizes the need for departments to monitor their electronic operations.

Business Resumption Planning - Security
Source: Treasury Board of Canada Secretariat
Description: Technical standards to provide for timely and cost-effective resumption of essential business operations in the event of a disruption.

Guide to the Audit of Security
Source: Treasury Board of Canada Secretariat
Description: A guide for planning and evaluating security measures.

Audit Guide - Information Technology Security
Source: Treasury Board of Canada Secretariat
Description: Provides guidance in conducting self-assessments and audits of the implementation of the Government Security Policy and the information technology security (ITS) operational standards.

Security and Contingency Management Standard
Source: Treasury Board of Canada Secretariat
Description: Contains operational standards for three aspects of managing security and contingencies: business resumption planning, contingency planning, and planning for security during emergencies.

Privacy Guidelines - General
Source: Treasury Board of Canada Secretariat
Description: Guidelines for public servants in their day-to-day administration of the Privacy Act.

Privacy Impact Assessment Guidelines: A Framework to Manage Privacy Risks
Source: Treasury Board of Canada Secretariat
Description: Presents a comprehensive framework to conduct a Privacy Impact Assessment (PIA). The PIA ensures that privacy principles and legislation are considered and adhered to throughout the lifecycle of a new program, service or initiative and where appropriate, for existing initiatives undergoing service transformation or redesign.

How to Provide Alternative Formats
Source: Treasury Board of Canada Secretariat
Description: Helps departments ensure that alternative formats are available for people using assistive technologies.

Financial Information Strategy: Change Management
Source: Treasury Board of Canada Secretariat
Description: A Plan For Change Management for Financial Information Strategies.

The People Side of Re-Engineering
Source: Treasury Board of Canada Secretariat
Description: Helps managers address the human resources implications of re-engineering activities.

The Personal Information Protection and Electronic Documents Act and the Canadian Archival Community: A Guide and Commentary
Source: Privacy and Information Policy Consultants
Description: A series of introductory points set the stage for the analysis that follows in this guide and commentary, which focuses on the relationship between the Canadian archival community and privacy or data protection legislation.

Collection of Personal Information
Source: Treasury Board of Canada Secretariat
Description: Guides government employees on policies and procedures related to the Government of Canada's collection of personal information.

Multi-Institutional Disposition Authorities (MIDA): Useful Definitions and Frequently Asked Questions
Source: Library and Archives Canada
Description: A short glossary of terms and list of frequently asked questions relating to Multi-Institutional Disposition Authorities.

A Guide for Records Disposition Submission on Records Related to the Business Activities of [Branch, Division, Unit] of the [Name of Federal Government Institution]
Source: Library and Archives Canada
Description: Provides guidance to departments on the development of Disposition Submissions.

Understanding Electronic Records: The Basics
Source: Library and Archives Canada
Description: Provides a basic introduction to electronic records, including basic information on the storage of semi-active and dormant information.

IM Forum Information: Imaging
Source: IM Forum
Description: Explores all the IM issues surrounding the lifecycle of image assets.

Federal Records Centres Users' Guide
Source: Library and Archives Canada
Description: Provides criteria for the eligibility of storing records as well as procedures for preparing records and gaining access to them. Also provides guidance to departments on the development of a Records Accommodation Plan and Records Disposal Plan.

Approach to the Description and Classification of Government Records
Source: IM Forum's Description and Classification of Government Records Working Group
Description: Good interim guidance on how to develop an Information Classification System [metadata, thesauri, etc.]. Will be superceded by the formal Classification System Design and Implementation Guide - BASCS (Business Activity Structure Classification System), a Government of Canada initiative.

Protecting Essential Records: A Short Guide for Government Institutions
Source: IM Forum
Description: Intended for senior officials responsible for ensuring the availability, security and reliability of information resources within government departments and agencies.

Year 2000 Initiatives: Record Keeping Guidelines for the Government of Canada
Source: IM Forum's Year 2000 Record Keeping and Archives Working Group
Description: Provides a model subject classification system for Year 2000 records that can be used as a guide for building new classifications systems.

Managing Internet and Intranet Information for Long Term Access and Accountability - Implementation Guide
Source: IM Forum's Internet and Intranet Working Group
Description: Provides guidelines for implementing the IM Forum's Approach to Managing Internet and Intranet Information for Long-term Access and Accountability.

An Approach to Managing Internet and Intranet Information for Long-Term Access and Accountability
Source: IM Forum Internet and Intranet Working Group
Description: Provides guidance to departments on Information Strategy, Service Delivery Strategy, IM Governance and Accountability Framework, Information and Application Architecture, Information Models, Stewardship and Ownership, Retention Plans, Disaster Recovery and Essential Records Plans, Disposition Submissions, Information Assets, Description and Metadata in Place, Migration and Conservation Activities, and Transfer of Archival Records to the Library and Archives of Canada.

Guidelines for Microfilming Records of Archival Value
Source: Library and Archives Canada
Description: Provides guidance to government institutions on microfilming records of archival value to achieve archival film and on the quality control and archival storage conditions necessary to achieve stable images and media permanence. Can also be adopted by organizations wishing to retain microfilm for lengthy periods of time.

Managing Photographic Records in the Government of Canada
Source: Library and Archives Canada
Description: Contains detailed guidance on the life cycle management of a variety of photographic materials generated or collected by government institutions.

Managing Audio-visual Records in the Government of Canada
Source: Library and Archives Canada
Description: Contains advice on how to identify, organize, protect and dispose of audio-visual records. The Appendices contain a sample audio-visual record form, a list of suppliers, a glossary of audio-visual terms and a reading list.

Guidelines for Records Created under a Public Key Infrastructure Using Encryption and Digital Signatures
Source: Library and Archives Canada
Description: Provides current input to the Information Strategy, Service Delivery Strategy, and Information and Application Architecture. Also provides guidance on the management of Information Assets, Long-Term Availability, Understandability and Usability of Records, and Transfer of Archival Records to the Library and Archives of Canada.

The Fine Art of Destruction: Speech by the National Archivist
Source: Library and Archives Canada
Description: This recent speech by the National Archivist provides significant information on the role and mandate of Library and Archives Canada in the disposition of government records.

Functional Plan for the Record Keeping Community of the Government of Canada - A Framework for Renewal
Source: Library and Archives Canada
Description: Identifies the human resources issues associated with the management of records in the Government of Canada, and proposes how these issues should be addressed.

Records/Document/Information Management (RDIM): Integrated Document Management System for the Government of Canada. Request for Proposal (RFP) Software Requirements
Source: Library and Archives Canada
Description: The requirements described in this document are the result of an interdepartmental committee led by the Shared Systems Program of the Treasury Board Secretariat, which produced the requirements in the form of a Request for Proposal (RFP). It was used to procure a system that will be used by government departments for the management of their electronic and hardcopy records.

Managing cartographic, architectural and engineering records in the Government of Canada
Source: Library and Archives Canada
Description: A comprehensive guide that describes all the aspects of managing cartographic, architectural and engineering records.

Guidelines for Managing Recorded Information in a Minister's Office
Source: Library and Archives Canada
Description: Guidelines for design and operation of systems for managing recorded information in a minister's office, according to legislative requirements and the needs of ministers and their staff. Refers to a suggested Information Classification System and Security of Information.

Guide on Emergency and Disaster Control
Source: Library and Archives Canada
Description: Library and Archives Canada's own guidelines and suggested procedures in three major components of emergency planning: Readiness, Response and Recovery. Strengthens the department's ability to prevent foreseeable disasters, minimize potential damage to records and to buildings, and foster a high degree of readiness.

Trustworthy Information Systems Handbook
Source: State Archives Department, Minnesota Historical Society
Description: Help information systems developers and policy makers to be confident that their information systems can support accountability to elected officials and citizens by creating reliable, authentic, and accessible information and records.

Guidelines for Developing an Information Strategy
Source: Coopers & Lybrand and the Joint Information Systems Committee (JISC)'s Information Strategies Steering Group
Description: Provides guidance and advice to institutions and to the community to help them draw up their own information strategies

FAO Fisheries Department Information Strategy: Supporting Informed Decisions and Actions
Source: Food and Agriculture Organization of the United Nations (FAO)
Description: Provides a good example of an information strategy

Justice Sector Information Strategy
Source: Ministry of Justice, New Zealand
Description: Provides a good example of a public-sector information strategy.

Audit Criteria for the Assessment of the Fairness and Reliability of Performance Information
Source: Office of the Auditor General of Canada
Description: Provides the detailed criteria the Office uses to assess the fairness and reliability of performance information in annual reports.

Securing Publicly Available Information
Source: Office of Critical Infrastructure Protection and Emergency Preparedness (OCIPEP)
Description: Assists security professionals in identifying risk management strategies for sensitive information that, if in the public domain, could place critical infrastructure (CI) at greater risk. Owners and operators of CI are encouraged to consider these criteria when deciding whether information should be made available to the public via the Internet or through other means.

The Preservation of Essential Records: A guide for governments, organizations, institutions and businesses
Source: Office of Critical Infrastructure Protection and Emergency Preparedness (OCIPEP)
Description: Provides a brief introduction to the concept of essential records and gives basic guidelines on establishing an essential records program within the context of emergency preparedness and business resumption planning.

Records Management Standards and Guidance
Source: Public Record Office - Records Management; Government of United Kingdom
Description: Standards and best practice guidance on all aspects of records management.

Records Management Publication Series
Source: New Brunswick Provincial Archives
Description: Provides reference publications that are part of the Provincial Archives Records Management Publication series: Classification Plan and Retention Schedules for Administrative Records, Guidelines for Managing Files and Directories on the LAN, Guidelines for Electronic Imaging, Standard for Departmental Use of Electronic Imaging, Guidelines for Electronic Recordkeeping, EMail Guidelines, Guidelines for Departmental Records Management Programs, How to request transfer of boxes, Email - What to keep and delete, Guidelines for the Legal Admissibility of Electronic Records, Municipal Records Authority Publications, Using Records Centre Services, Records Retention and Disposition Schedule.

Records Tools
Source: Environmental Protection Agency, USA
Description: A good set of instructions and tools for managing and disposing of records, including specific guidance on emails.

Managing Your Information: Justice Sector Information Management Policy Guidebook
Source: Ministry of Justice, New Zealand
Description: Provides good practice principles for the management of information throughout its lifecycle, a model policy for agencies to adapt and a memorandum of understanding for justice sector agencies sharing information.

Guidelines on best practices for using electronic information
Source: DLM Forum, European Commission
Description: Guidelines that help define strategies to solve the pressing problems of managing and conserving electronically stored data.

Accessibility Standards
Source: Library and Archives Canada
Description: Promotes accessibility for people using assistive technology and makes Web content more available to all users, no matter what platform they are using or the conditions of their current environment.

DIRKS: A Strategic Approach to Managing Business Information
Source: National Archives of Australia
Description: A Strategic Approach to Managing Business Information (also known as the DIRKS Manual) provides government agencies with practical guidance on managing business information and records. It complies with the eight-step methodology recommended in the Australian Standard for Records Management AS ISO 15489 - 2002.

Archives Advices
Source: National Archives of Australia
Description: Advice on technical archival matters such as records management and storage, handling and disposal of records.

Practical Tools for Electronic Records Management and Preservation
Source: Center for Technology in Government, University of Albany, USA
Description: Helps information and program managers integrate essential records management requirements into the design of new information systems.

The Preservation of the Integrity of Electronic Records
Source: University of British Columbia, School of Library, Archival & Information Studies
Description: Research project that examines various aspects of the electronic record within electronic systems against different administrative, juridical, cultural and disciplinary points of view.

Government Policy Framework for Electronic Records Management
Source: Office of the e-Envoy: Leading the drive to get the UK online
Description: A framework for electronic records management and exploration of standards for metadata and interoperability.

NARA Records Management
Source: National Archives and Records Administration (NARA), USA
Description: A comprehensive look at the US government's records management policies and practices.

New ISO standard for managing business records
Source: International Organization for Standardization (ISO)
Description: ISO 15489, Information and Documentation - Records Management; focuses on the business principles behind records management and how organizations can establish a framework to enable a comprehensive records management program.

Recordkeeping Metadata Standard for Commonwealth Agencies
Source: National Archives of Australia
Description: Standard that describes the metadata that the National Archives of Australia recommends should be captured in the recordkeeping systems used by Commonwealth government agencies.

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