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Information Management - Information Matters

Stage 5: Maintenance, Protection and Preservation

During Stage 5: Maintenance, Protection and Preservation, records and information are managed to ensure that they are kept current and secure, and they are not accidentally be disposed of. Requirements are often unique to each organization’s policies, procedures, mandates and legislation  -  for example, records related to history or law may be managed differently than records that provide broad information.

Why is Stage 5 Important?
At this stage, the information framework is placed within a larger management framework that allows systems to deal appropriately with each individual record over time.

Critical Notes about Stage 5: Maintenance, Protection and Preservation
The most important aspect of Stage 5 is the consideration for the many important inputs described below. Good information management over time is a critical aspect of the Records and Information Life Cycle.

Inputs to Stage Stage 5: Maintenance, Protection and Preservation
There are many key inputs that IM practitioners must consider when designing procedures for the maintenance, protection and preservation of records and information:

  • your departmental IM plan;
  • retention plans;
  • disposition submissions;
  • security of information;
  • migration plans;
  • records disposal plan;
  • access and privacy;
  • disaster recovery plan (including essential records);
  • information models; and
  • documentation standards.

Outputs from Stage 5: Maintenance, Protection and Preservation
The six key outputs from this stage include:

  • long-term availability, understandability and usability of information assets, with migration and conservation activities, and storage and management of semi-active and dormant information;
  • corporate memory;
  • access and privacy controls;
  • security of information;
  • essential records program; and
  • re-appraisal of business value.

Stage 5 deals with records and information right up until they are no longer active and hence become ready for disposition.

Library and Archives Canada’s Role in Stage 5: Maintenance, Protection and Preservation
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 maintenance, protection and preservation 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:

  • multi-year acquisition plans with cost of ownership models;
  • multi-year disposition plans;
  • archival appraisals;
  • transfer and monitoring agreements (with terms and conditions);
  • disposition authorities; and
  • records disposition program documentation, including:
    • RDACS (Records Disposition Authority Control System)
    • RDMIS (Records Disposition Management Information System).

Many of Library and Archives Canada’s legislated roles surround the issue of disposition and transfer of departmental archival records to its long-term care. Departments are disallowed by law from disposing of documents unless they have a Records Disposition Authority from Library and Archives Canada that permits them to do so. Stage 6: Disposition deals with this issue in more depth.

Resources that Support Stage 5: Maintenance, Protection and Preservation
Click here to access available resources that support Stage 5.

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.