UNDERSTANDING INFORMATION MANAGEMENT (IM) WITHIN THE FEDERAL GOVERNMENT

WHAT YOU’LL GAIN: An understanding of the renewed importance of Information Management (IM) within the federal government context. Familiarity with IM roles and responsibilities in the federal government. An awareness of Government of Canada IM tools and resources that are available to support you.

THE IMPORTANCE OF INFORMATION IN OUR WORK It can be said that the Government of Canada is in the business of information. Departments and agencies produce, manage and consume vast quantities of information. –All of the services provided to citizens, businesses and clients within government involve information in some way: –Many government services are information services. Transactional services involve information also: The service is defined by information; The service generates information.

If everything that government does involves information then… Information needs to be recognized as a strategic business resource – and managed accordingly.

We’ve always had information. So why the sudden emphasis on IM? The Policy on Information Management

It is the critical notion that information is a VALUABLE ASSET that is the driving force behind the new Policy on Information Management

Policy on Information Management Released July 1, 2007 The Policy provides direction on how federal government institutions should create, use, and preserve information to: –fulfill their mandates; –support program and service delivery; –achieve strategic priorities; and –meet accountability obligations prescribed by law.

Ensuring that IM is integrated into departmental programs and services Ensuring that decisions and decision ‑ making processes are documented Ensuring that information is shared within and across departments Ensuring that all information is managed to ensure relevance, authenticity, quality, and cost-effectiveness The policy make deputy heads responsible for:

Ensuring electronic systems are the preferred means of creating, using, and managing information Designating a senior official to represent the deputy head Establishing, measuring and reporting on a departmental IM program Monitoring adherence to this policy within their departments

Great! But, what does all of this mean to me?

IN A NUTSHELL… Information Management is now an integral part of everyday business activities!

EVERYONE NEEDS TO UNDERSTAND THAT: Information is as important to the business of government as financial and human resources; Information is integral to all business inputs, processes, and outcomes, and needs to be managed from planning and approval stages, to implementation, delivery, evaluation and audit; Information must be managed in accordance with legislation, regulation and policies.

SO, WHAT IS INFORMATION MANAGEMENT EXACTLY? A discipline that directs and supports effective and efficient management of information in an organization, from planning and systems development to disposal or long-term preservation. Source: Policy on Information Management

THE GOALS OF SOUND INFORMATION MANAGEMENT ARE TO ENSURE THAT: Quality information is created and provided; Government program and service delivery is efficient; Decisions are documented; Information is available (captured, organized, accessible, maintained, preserved); Information is protected in accordance with legislation and policy requirements; and Information is disposed of in accordance with legislation and policy requirements.

SOUNDS GOOD - BUT ISN’T IM SOMEONE ELSE’S JOB? Information Specialists (librarians, records managers etc.) work within the Information Management discipline but they are not responsible for managing all of the information of an entire department. Employees, like you, are responsible for managing information that you deal with while doing your job. You will use Information Specialists to provide you with guidance and support in managing that information.

IN PRACTICAL TERMS, MANAGING INFORMATION MEANS THAT You need to think about information when: You are planning any new program, service or project – what information you will need, what information you will generate, how you will manage that information, how you will protect that information, how you will legally dispose of that information etc.; Developing a new electronic system - you need to specifically address the information perspective of the project – how you will store, protect, make accessible, legally dispose of, classify as records etc. the information in this system.

IN PRACTICAL TERMS, MANAGING INFORMATION MEANS THAT Every time you create or collect a piece of information you need to have an awareness of how best to manage that information: –Does this information need to be protected? Is this information sensitive? –Does the information document departmental business? Is it a record that needs to be saved? –Does this information need to be shared? Could it be repurposed? Where should I store it and how should I identify it to promote its use and reuse?

IM roles and responsibilities in the Government of Canada

GOVERNMENT EMPLOYEES All employees are responsible for managing the information they collect, create and use by: –Applying GC and departmental information management policy, standards, procedures, directives, guidelines, tools and best practices –Documenting their activities and decisions –Providing and bringing to their manager's attention information requirements and issues and, when appropriate, to IM specialists –Treating departmental information in a manner that facilitates access while ensuring privacy and security requirements are met.

INFORMATION SPECIALISTS Are responsible for supporting the effective management of departmental information throughout its life cycle by: –Implementing government-wide policies, directives and standards –Adopting guidelines, tools and best practices –Developing supporting information management initiatives –Developing and delivering IM services, advice and training and awareness sessions –Supporting integration of IM requirements into departmental business and information technology strategies and plans –Collaborating with program managers to address IM requirements in the development and operation of processes, systems, standards and tools

SENIOR OFFICIAL FOR INFORMATION MANAGEMENT The designated senior executive is responsible for ensuring the appropriate direction, processes and tools are in place for IM by: Participating in GC IM committees and ensuring participation from their department in the development and implementation of government-wide policy instruments. Ensuring IM requirements are addressed during departmental strategic planning. Advising the designated IT senior executive for the department, on IM requirements and objectives. Ensuring IM requirements are addressed during the planning phase and during system design.

SENIOR OFFICIAL FOR INFORMATION MANAGEMENT Ensuring that adequate IM governance and accountability structures are in place. Coordinating the implementation of IM initiatives. Identifying, addressing and monitoring departmental IM training requirements. Ensuring the effectiveness of the IM policy and its instruments is regularly assessed against objectives within the department. Adopting, as applicable, government-wide solutions for IM. Advising Treasury Board Secretariat (TBS) of any impact that new or amended legislation and policies will have on departmental IM.

INSTITUTIONS Treasury Board Secretariat –Provides advice on the Policy on Information Management –Develops and promotes, in consultation with other federal government departments, a program and framework for the management of information. –Promotes functional communities for the management of information to develop and sustain IM specialist capacity and practices. –Develops competency and other professional standards for IM specialists.

INSTITUTIONS Library and Archives Canada Library and Archives Canada (LAC) is responsible for administering the Library and Archives of Canada Act. Specifically, LAC: –Acquires, preserves, makes known and facilitates access to the documentary heritage of Canada. –Preserves the published heritage of the nation and of the Government of Canada. –Provides direction and assistance on recordkeeping for the Government of Canada. –Identifies, selects, acquires and preserves government records, as defined in the Library and Archives of Canada Act, in all media considered to be of enduring value to Canada as documentary heritage. –Issues records disposition authorities, pursuant to the Library and Archives of Canada Act, to enable departments to carry out their records retention and disposition plans.

INSTITUTIONS Statistics Canada Statistics Canada is responsible for administering the Statistics Act. Specifically, Statistics Canada: –Collaborates with and provides assistance to federal government departments in the collection, compilation, analysis and publication of statistical information. –Recognizes and addresses opportunities to avoid duplication in statistical collection across the Government of Canada.

INSTITUTIONS Canada School of Public Service The Canada School of Public Service is responsible for the development and delivery of a government wide core learning strategy and program for all public servants involved in the management of information.

WEB SITES: Government of Canada Chief Information Officer – –Offers tools, guidance and resources to help departments and agencies implement the Government of Canada's information management, information technology and service transformation strategies. The Information Management Portal - –A single point of access to resources related to information management for use in the GoC. Targeted to Information Specialists and Managers. Library and Archives Canada - –Detailed and easy to use information on all manner of IM topics. Policy on the Management of Government Information – sct.gc.ca/pubs_pol/ciopubs/TB_GIH/mgih-grdg_e.asp Framework for the Management of Government Information (FMI) in the GoC -

CONGRATULATIONS! You have just completed Understanding IM within the Federal Government – an IM self-study module. –You may now: –Test your knowledge with the following quiz. Review other IM self-study modules in this series: Information Management 101 Managing Effectively Information Security Records Management and You! IM and the Departing Employee Privacy and Personal Information – What Canadians Expect