The six key outputs from this stage include:
Long-term Availability, Understandability and Usability of Information Assets
Stage 5 sets up the right management framework to ensure that records and information remain available, understandable and usable over time. The framework includes migration (for example from paper to electronic)and conservation activities, as well as storage and management of semi-active and dormant information, often through a network of Federal Records Centres.
Knowledge management is a growing business discipline that is just coming of age. The concept of retaining information of all types as part of an asset called "corporate memory" relates to ensuring that information and knowledge survive the tenures of each employee. Important aspects include how to capture this knowledge, and how to recognize its relative importance in the overall information landscape.
Access and Privacy Controls
All Government of Canada departments and organizations are subject to strict legislation, policies and procedures for the access and privacy of information. Your department's unique access and privacy controls will be prescribed 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. Your department's unique security measures will be reflected in your department's IM plan. The Department of Justice's web page provides information on the Security of Information Act.
Essential Records Program
Essential records that are needed for resumption of business in the event of crisis or data loss need special treatment within the overall Information Management plan. These records need to be identified and tagged well in advance, often with different redundancy levels in their backup routines. Guidance on Essential Records Programs can be found on the IM Forum web site.
Re-appraisal of Business Value
Stage 5 is an appropriate time to re-appraise the value of each record to the business. This will help set the stage for decisions related to maintenance routines and protection and preservation procedures, as well as for upcoming disposition decisions.
Stage 5 deals with records and information right up until they are no longer active and hence become ready for disposition.