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2. Scope And Applicability

The GC RMAP is independent of implementation considerations related to applications, systems or technical platforms. The concepts used are applicable to electronic records management environments (where only electronic records are managed in an electronic document/records management system (EDRMS) and hybrid records management environments (where both electronic and paper records are managed through an EDRMS). Taken together, the GC RMAP and the GC RMMS should be regarded as a foundation for local implementations. Government institutions can build upon this foundation to satisfy additional specialized requirements using an institution-specific application profile; subject to GC guidelines (see Section 5).

This application profile applies to all records in the environments stated above regardless of the records' format and their status of completion. The concept of a "final", or "made read only" or "locked" status does not determine the point at which a resource becomes a record. Such terminology is usually technology-centric only. A resource becomes a record when it satisfies the following definition: "Any documentary material other than a publication, regardless of medium or form."7 Once a resource is deemed to be a record, it retains that status before and after it is declared "final", or "made read only" or "locked" within any EDRMS.

The GC RMAP advocates depositing all records, from the point of their creation, into an EDRMS and applying all mandatory elements and mandatory if applicable elements to such records. Consequently for example, all records should be classified with a file code and file name.

Excluded from the scope of this application profile are transitory records which are defined as "those records that are required only for a limited time to ensure the completion of a routine action or the preparation of a subsequent record."8

Although the life cycle of a resource includes archival consideration, the emphasis of the GC RMAP is on records management needs rather than the requirements of archival description. The latter is its own discipline that deserves and requires special consideration and, consequently, its own application profile.

The GC RMAP applies to all government institutions listed in Schedules I, I.1 and II of the Financial Administration Act (FAA). The Records Management Sub-Group - Application Profile has developed this application profile to document metadata requirements that apply to all government records irrespective of the activities they reflect.

7. Library and Archives of Canada Act, 2004, c.11, s. 2

8. Information Management Services, MIDA FAQ

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