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Information Management - Information Matters

Outputs from Stage 2: Collection, Creation, Receipt and Capture

The outputs from this stage include:

Information Assets
Each record or information file is an important information asset for the Government of Canada. As soon as it is collected, created, received or captured, the record must be assessed as to whether it will be included or excluded from the concept of legal control by the department, and hence by the Government of Canada.

The Access to Information Act, Privacy Act and the Library and Archives Canada Act all speak about records "under the control of" government institutions. Control issues relate to both who is controlling the records, and how the control is being exercised. More can be learned within the Department of Justice's website.

Appraisal of Business Value
Each time a record is created, it needs to be appraised in terms of its business value that is to say its importance to the core mandate and running of the business of the department. Since this appraisal must be performed by the person creating the record, formal procedures and guidelines should be developed to guide each government employee, regardless of their role in the organization, about how to assess their records. These appraisals set the stage for how records will be stored, shared, and disposed of.

Information Inventory
Each record and piece of information contributes to your department's information inventory. This growing inventory is built record by record, each of which is added using basic or advanced tombstone data. The tombstone data varies according to the business of each department, and is used to catalog and retrieve information assets.

If any information is in the form of a publication, copies must be forwarded immediately for legal deposit to the department's library and to Library and Archives Canada. When publications become obsolete, surplus publications must also be forwarded to Library and Archives Canada.

This stage is an important precursor to all the other Stages of the Records and Information Life Cycle. Stage 3 will organize the information to make it easy to locate and retrieve information when needed.