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Information Management - Information Matters

Stage 3: Organization

During Stage 3: Organization, records and information are organized according to a structured set of business rules and information technology requirements. These rules and requirements prescribe the ways in which records and information must be stored and handled over time in order to support each organizationís unique policies, procedures, mandates and legislation.

Why is Stage 3 Important?
This is the stage where records and information are organized for effective use, dissemination, maintenance and disposition. At this stage, each record is placed within a larger framework that defines its context within the organizationís overall information landscape and allows electronic and traditional systems to deal appropriately with each individual record.

Critical Notes about Stage 3: Organization
The most important aspect of Stage 3 is the presence and consistent application of Information Management guidelines that reflect the inputs described below. Good information organization is a critical aspect of supporting timely and accurate information exchange.

Inputs to Stage 3: Organization
While Stage 2: Collection, Creation, Receipt and Capture provides for the creation of records, there are many other key inputs that IM practitioners must consider when setting up organization frameworks for their records and information, or when enabling users to organize their own records and information:

  • your departmental IM plan;
  • information models;
  • information classification system framework;
  • multi-jurisdictional Information Management plans;
  • information architecture;
  • documentation standards;
  • stewardship and ownership; and
  • policies and procedures for access, privacy and security of information.

Outputs from Stage 3: Organization
The three key outputs from this stage include:

  • retrievable information assets, with an information classification system, descriptions and metadata in place;
  • access and privacy controls; and
  • security measures.

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

Library and Archives Canadaís Role in Stage 3: Organization
Library and Archives Canada plays a key role in guiding federal government IM practitioners about the importance of effective Records and Information Life Cycle Management. We increasingly make a range of tools, standards, guidelines and practices available to the IM community at large, and Government of Canada employees in particular. Where needed, we provide advice, consultation, training and orientation to support the effective organization of government records and information.

Resources that Support Stage 3: Organization
Click here to access available resources that support Stage 3.

If you have resources that you feel will contribute to the overall IM communityís success, we invite you to contact us so that we can add your resources to our growing pool of shared knowledge.