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Information Management - Information Matters

Stage 4: Use and Dissemination

During Stage 4: Use and Dissemination, records and information are actively being accessed and shared by government employees. The rules for who can access each record will have been determined in Stages 2 and 3, providing the right environment for easy access to timely, accurate and available information within security and privacy guidelines.

Why is Stage 4 Important?
This is the stage where records and information are actively used and shared. All the other Stages support this important phase of the Records and Information Life Cycle.

Critical Notes about Stage 4: Use and Dissemination
The most important aspect of Stage 4 is the encouragement of government employees to actively use and share complete and accurate information, in a timely manner, with each other and with the public. Good information is a critical aspect of supporting public sector reform, conforming to governance policies, and improving service to Canadians.

Inputs to Stage 4: Use and Dissemination
While all the previous stages of the Records and Information Life Cycle have provided the foundations for planning, creating and organizing records and information, there are two key inputs that IM practitioners must consider when enabling users to access and disseminate information:

  • your departmental IM plan, and
  • policies and procedures for access, privacy and security of information.

Outputs from Stage 4: Use and Dissemination
Effective use and dissemination of records and information yields timely, accurate and available information that is accessible by those who need it, when they need it, and in a form that they can use. Some records may stay active and in use for decades, while others quickly become semi-active or ready for disposition. Stage 5 addresses records that are about to move into semi-active or inactive states.

Library and Archives Canada’s Role in Stage 4: Use and Dissemination
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 use and dissemination of government records and information.

While we support good Information Management practices at all stages of the Records and Information Life Cycle, we also play a key role in specific areas including helping departments provide access to semi-active and archival records.

Resources that Support Stage 4: Use and Dissemination
Click here to access available resources that support Stage 4.

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