Library and Archives Canada
Symbol of the Government of Canada

Institutional links

Government

Information Management - Information Matters

Inputs to Stage 2: Collection, Creation, Receipt and Capture

IM practitioners need to refer to their departmental Information Management plan for guidance on:

If your department has not created an IM plan, refer to Stage 1: IM Planning for some helpful information on aspects to consider when collecting, creating, receiving and capturing records and information with the Government of Canada.

Documentation Standards
Your department's documentation standards may include guidance on issues such as standard formats, software platforms, structure, classification systems, tombstone data, and metadata (used by search engines).

Governance and Accountability Frameworks
All Government of Canada departments and organizations are subject to strict governance and accountability frameworks. These will be reflected in your department's IM plan.

Policies and Procedures for the Access and Privacy of Information
All Government of Canada departments and organizations are subject to strict legislation, policies and procedures for the access and privacy of information. These will be reflected in your department's IM plan. The Department of Justice's web page provides information on the Access to Information and Privacy Act.

Security of Information
All Government of Canada departments and organizations are subject to strict legislation, policies and procedures for the security of information. These will be reflected in your department's IM plan. The Department of Justice's web page provides information on the Security of Information Act.

Multi-jurisdictional Information Management Plans
There are many instances when multiple departments and/or external groups collaborate on projects, issues development, or areas of interest and expertise. It is helpful to put in place a multi-jurisdictional Information Management plan that reflects the distributed nature of information supporting these initiatives. Things to consider are common formats and legal control, access routines, retention periods, duplication of records, version controls, and disposition.

Authentication Requirements
Treasury Board Secretariat's web site provides guidance on electronic authorization and authentication.

Version Controls
Every document, whether it is paper or electronic, goes through a number of revisions as it is being developed. Version controls are needed to ensure that the latest and approved versions are made available for use and dissemination.

Previous