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Information Management - Information Matters

Resources for Stage 5: Maintenance, Protection and Preservation

Government Security Policy
Source: Treasury Board of Canada Secretariat
Description: The Government Security Policy prescribes the application of safeguards to reduce the risk of injury. It is designed to protect employees, preserve the confidentiality, integrity, availability and value of assets, and assure the continued delivery of services. Since the Government of Canada relies extensively on information technology (IT) to provide its services, this policy emphasises the need for departments to monitor their electronic operations.

Guidelines for Managing Recorded Information in a Minister's Office
Source: Library and Archives Canada
Description: Guidelines for design and operation of systems for managing recorded information in a minister's office, according to legislative requirements and the needs of ministers and their staff. Refers to a suggested Information Classification System and Security of Information.

Protecting Essential Records: A Short Guide for Government Institutions
Source: IM Forum
Description: Intended for senior officials responsible for ensuring the availability, security and reliability of information resources within government departments and agencies.

The Preservation of Essential Records: A guide for governments, organizations, institutions and businesses
Source: Office of Critical Infrastructure Protection and Emergency Preparedness (OCIPEP)
Description: Provides a brief introduction to the concept of essential records and gives basic guidelines on establishing an essential records program within the context of emergency preparedness and business resumption planning.

Guide on Emergency and Disaster Control
Source: Library and Archives Canada
Description: Library and Archives Canada own guidelines suggest procedures in three major components of emergency planning: Readiness, Response and Recovery. Strengthens the department's ability to prevent foreseeable disasters, minimize potential damage to records and to buildings, and foster a high degree of readiness.

Business Resumption Planning - Security
Source: Treasury Board of Canada Secretariat
Description: Technical standards to provide for timely and cost-effective resumption of essential business operations in the event of a disruption.

Securing Publicly Available Information
Source: Office of Critical Infrastructure Protection and Emergency Preparedness (OCIPEP)
Description: Assists security professionals in identifying risk management strategies for sensitive information that, if in the public domain, could place critical infrastructure (CI) at greater risk. Owners and operators of CI are encouraged to consider these criteria when deciding whether information should be made available to the public via the Internet or through other means.

Guide to the Audit of Security
Source: Treasury Board of Canada Secretariat
Description: A guide for planning and evaluating security measures.

Audit Guide - Information Technology Security
Source: Treasury Board of Canada Secretariat
Description: Provides guidance in conducting self-assessments and audits of the implementation of the Government Security Policy and the information technology security (ITS) operational standards.

Security and Contingency Management Standard
Source: Treasury Board of Canada Secretariat
Description: Contains operational standards for three aspects of managing security and contingencies: business resumption planning, contingency planning, and planning for security during emergencies.

Privacy Guidelines - General
Source: Treasury Board of Canada Secretariat
Description: Guidelines for public servants in their day-to-day administration of the Privacy Act.

Privacy Impact Assessment Guidelines: A Framework to Manage Privacy Risks
Source: Treasury Board of Canada Secretariat
Description: Presents a comprehensive framework to conduct a Privacy Impact Assessment (PIA). The PIA ensures that privacy principles and legislation are considered and adhered to throughout the lifecycle of a new program, service or initiative and where appropriate, for existing initiatives undergoing service transformation or redesign.

The Personal Information Protection and Electronic Documents Act and the Canadian Archival Community: A Guide and Commentary
Source: Privacy and Information Policy Consultants
Description: A series of introductory points set the stage for the analysis that follows in this guide and commentary, which focuses on the relationship between the Canadian archival community and privacy or data protection legislation.

Guidelines for the Safeguarding of Electronic Records in Non-Y2K Compliant Systems in Accordance with the National Archives of Canada Act
Source: Library and Archives Canada
Description: Provides guidelines on migration to electronic formats and conservation of electronic records.

A Guide for Records Disposition Submission on Records Related to the Business Activities of [Branch, Division, Unit] of the [Name of Federal Government Institution]
Source: Library and Archives Canada
Description: Provides guidance to departments on the development of Disposition Submissions.

Understanding Electronic Records: The Basics
Source: Library and Archives Canada
Description: Provides a basic introduction to electronic records, including basic information on the storage of semi-active and dormant information.

Leaving Archival Electronic Records in Institutions: Policy and Monitoring Arrangements
Source: Library and Archives Canada
Description: This policy document focuses on archival electronic records that are being maintained by institutions instead of by Library and Archives Canada.

IM Forum Information: Imaging
Source: IM Forum
Description: Explores all the IM issues surrounding the lifecycle of image assets.

Federal Records Centres Users' Guide
Source: Library and Archives Canada
Description: Provides criteria for the eligibility of storing records as well as procedures for preparing records and gaining access to them. Also provides guidance to departments on the development of a Records Accommodation Plan and Records Disposal Plan.

Year 2000 Initiatives: Record Keeping Guidelines for the Government of Canada
Source: IM Forum's Year 2000 Record Keeping and Archives Working Group
Description: Provides a model subject classification system for Year 2000 records that can be used as a guide for building new classifications systems.

Managing Internet and Intranet Information for Long Term Access and Accountability - Implementation Guide
Source: IM Forum's Internet and Intranet Working Group
Description: Provides guidelines for implementing the IM Forum's Approach to Managing Internet and Intranet Information for Long-term Access and Accountability.

An Approach to Managing Internet and Intranet Information for Long-Term Access and Accountability
[http://www.imforumgi.gc.ca/documents/1999/approach-approche_e.asp]
Source: IM Forum Internet and Intranet Working Group
Description: Provides guidance to departments on Information Strategy, Service Delivery Strategy, IM Governance and Accountability Framework, Information and Application Architecture, Information Models, Stewardship & Ownership, Retention Plans, Disaster Recovery & Essential Records Plans, Disposition Submissions, Information Assets, Description and Metadata in Place, Migration and Conservation Activities, and Transfer of Archival Records to Library and Archives Canada.

Guidelines for Microfilming Records of Archival Value
Source: Library and Archives Canada
Description: Provides guidance to government institutions on microfilming records of archival value to achieve archival film and on the quality control and archival storage conditions necessary to achieve stable images and media permanence. Can also be adopted by organizations wishing to retain microfilm for lengthy periods of time.

Managing Photographic Records in the Government of Canada
Source: Library and Archives Canada
Description: Contains detailed guidance on the life cycle management of a variety of photographic materials generated or collected by government institutions.

Managing Audio-visual Records in the Government of Canada
Source: Library and Archives Canada
Description: Contains advice on how to identify, organize, protect and dispose of audio-visual records. The Appendices contain a sample audio-visual record form, a list of suppliers, a glossary of audio-visual terms and a reading list.

Guidelines for Records Created under a Public Key Infrastructure Using Encryption and Digital Signatures
Source: Library and Archives Canada
Description: Provides current input to the Information Strategy, Service Delivery Strategy, and Information and Application Architecture. Also provides guidance on the management of Information Assets, Long-Term Availability, Understandability and Usability of Records, and Transfer of Archival Records to Library and Archives Canada.

Managing cartographic, architectural and engineering records in the Government of Canada
Source: Library and Archives Canada
Description: A comprehensive guide that describes all the aspects of managing cartographic, architectural and engineering records.

Records Management Standards and Guidance
Source: Public Record Office - Records Management; Government of United Kingdom
Description: Standards and best practice guidance on all aspects of records management.

Records Management Publication Series
Source: New Brunswick Provincial Archives
Description: Provides reference publications that are part of the Provincial Archives Records Management Publication series: Classification Plan and Retention Schedules for Administrative Records, Guidelines for Managing Files and Directories on the LAN, Guidelines for Electronic Imaging, Standard for Departmental Use of Electronic Imaging, Guidelines for Electronic Recordkeeping, Email Guidelines, Guidelines for Departmental Records Management Programs, How to request transfer of boxes, Email - What to keep and delete, Guidelines for the Legal Admissibility of Electronic Records, Municipal Records Authority Publications, Using Records Centre Services, Records Retention and Disposition Schedule.

Records Tools
Source: Environmental Protection Agency, USA
Description: A good set of instructions and tools for managing and disposing of records, including specific guidance on emails.

Managing Your Information: Justice Sector Information Management Policy Guidebook
Source: Ministry of Justice, New Zealand
Description: Provides good practice principles for the management of information throughout its lifecycle, a model policy for agencies to adapt and a memorandum of understanding for justice sector agencies sharing information.

Guidelines on best practices for using electronic information
Source: DLM Forum, European Commission
Description: Guidelines that help define strategies to solve the pressing problems of managing and conserving electronically stored data.

Archives Advices
Source: National Archives of Australia
Description: Advice on technical archival matters such as records management and storage, handling and disposal of records.

Practical Tools for Electronic Records Management and Preservation
Source: Center for Technology in Government, University of Albany, USA
Description: Helps information and program managers integrate essential records management requirements into the design of new information systems.

The Preservation of the Integrity of Electronic Records
Source: University of British Columbia, School of Library, Archival & Information Studies
Description: Research project that examines various aspects of the electronic record within electronic systems against different administrative, juridical, cultural and disciplinary points of view.

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