Out of Date Treasury Board of Canada Secretariat © Her Majesty the Queen in Right of Canada. This information is released under an Open Government Licence - Canada. Disclaimer: This information has been deemed to have business value but it may be factually inaccurate because it is out of date. It is provided in the original language and format in which it was created. Périmé Secrétariat du Conseil du Trésor du Canada © Sa Majesté la Reine du chef du Canada. Les présents renseignements sont communiqués selon les termes de la Licence du gouvernement ouvert — Canada. Avis de non-responsabilité: On a jugé que les présents renseignements possèdent une valeur opérationnelle, mais il est possible qu’ils soient inexacts car ils sont périmés. Ils sont fournis dans la langue originale et le format dans lequel ils ont été créés. Open Government Canada http://open.canada.ca Gouvernement ouvert Canada http://ouvert.canada.ca

GCDocs Fundamentals Training Agenda Presented by Enterprise Information Management Services GCDocs #26626375

Agenda IM Orientation Web Interface vs Enterprise Connect and Outlook IA Folder Structure Create: Folders, documents and versions BREAK 5. Emailing 6. Searching

Information Management Everyone is responsible for managing the information they collect, create and use. As TBS employees, we create and receive vast amounts of information each day. The information comes in a wide variety of formats and is critical to the delivery of government programs and services, decision making, and accountability. We are all responsible for managing information on a daily basis and making decisions about how to store, share, and use it.

Where to Safeguard Information Resources of Business Value? GCDocs – Official departmental repository for electronic records. Emails and Office documents of corporate value must be saved in GCDocs. Personal Workspace – Information saved on the personal workspace is considered of limited business value and will be deleted when you leave the department. Refer to Best Practices when using your GCDocs Personal Workspace (My Workspace) Shared Drives –Use shared drives for information created in applications that are not integrated with GCDocs. Corporate Information Centres – storage of original physical information storage for containing business value.

Enterprise Information Architecture Folder Structure Decision Making Support and Oversight Through the Decision-Making Support and Oversight function, the Secretariat supports the Treasury Board in its roles as management board of the Government of Canada and as budget office in the government-wide expenditure cycle. The functions’ objective is to support the government in promoting value-for-money and results for Canadians in programs and operations. This function achieves its results by providing independent strategic advice, analysis, guidance and oversight of programs, operations, and expenditures. The Treasury Board Secretariat reviews departmental submissions, provides recommendations to the Treasury Board, and coordinates and reports on the allocation of expenditures across government organizations and programs. Government Wide Programs Design and Delivery Through the Government Wide Programs Design and Delivery Function, the Secretariat designs and delivers activities, systems, services and operations with, for, or on behalf of other organizations in the Government of Canada. This Function also establishes a platform for transformational initiatives. The Function’s objective is to provide consistent and cost-controlled operations across the Government of Canada. This function achieves its results by developing and delivering solutions where whole-of-government leadership is required or where standardization and cost-savings can be achieved.

Enterprise Information Architecture Folder Structure Management Policies Development and Monitoring Through the Management Policies Development and Monitoring Function, the Secretariat supports the Treasury Board in its role of establishing principles for sound governance and management by setting government-wide policy direction in targeted areas. The functions’ objective is to have a sound management policy framework for the Government of Canada. This function achieves its results by communicating clear management expectations for deputy heads and by adopting principles-based approaches and risk-informed monitoring of policy compliance. The Secretariat develops, reviews, leads implementation, supports, and monitors policies and departmental performance under a variety of Areas of Management. The Secretariat also engages with functional communities and undertakes outreach and monitoring to promote policy compliance and capacity building. This function is underpinned by legislation such as the Financial Administration Act, the Public Service Employment Act and the Federal Accountability Act. Internal Services Through the Internal Services Function, the Secretariat supports the needs of other programs and corporate obligations in the organization. These services and resources enable the efficient and effective delivery of TBS’ programs and services. Internal services include only those activities and resources that apply across an organization, and not those provided to a specific program. The groups of activities are- Management and Oversight Services; Communications Services; Legal Services; Human Resources Management Services; Financial Management Services; Information Management Services; Information Technology Services; Real Property Services; Material Services; and Acquisition Services.

GCDocs User Interface – Web Application

Enterprise Connect This application enables accessing the contents of GCDocs workspaces in the Enterprise Connect Tree Structure. It also facilitates adding documents to GCDocs using drag and drop from network drives. Navigation / File Path 2. Preview and Add Item buttons 3. Simple Search 4. GCDocs Tree Structure: The Navigation Pane – displays a hierarchical view of folders, options (such as Personal Settings) and other containers available to the User. The List Pane – shows the contents of the selected folder, container or option selected in the Navigation Pane. The Preview / Reading Pane – displays a detailed view of the item selected in the List Pane. From this view the User can preview and copy, view General information, view and manage Version information and edit some metadata.

Outlook

Training / Awareness Click the following link to register for GCDocs training, GCDocs advanced training and Correspondence Management Workflows : In-house Courses - Technology Skills and Information Management Please contact Services – IM and GCDocs Support/Soutien de la GI et de GCDocs if you would like to arrange a GCDocs Refresher Demo and/or an E-mail clean-up demo for your sector/group. Attend the Technologies drop-in sessions for additional guidance LEL Wednesday– from 11:00 a.m. to 12:00 p.m. East tower – Room 3D James Michael Flaherty building, Monday and Friday from 11:00 a.m. to 12:00 p.m. - Room 2063 Talk to your Sector IM representative for guidance concerning your Information Architecture. A detailed IA folder structure is available in GCDocs at the Enterprise level under the IA Training and Support Material folder.

How Can We Help You? Develop and deliver IM services, advice, training and awareness sessions. Provide training, guidance, support and on-floor support for IM tools, such as: GCDocs and Correspondence Management Workflows Folder structure for business activity, group membership and permissions IM Representatives and Super Users Best practices for Information Management and recordkeeping Information on the life cycles for elimination of obsolete information and the preservation of information of enduring value Records Office custodial services of physical files and records storage containers Access to Information (ATIP), discovery and litigation requests

INFOSITE

Contact Us For assistance, please contact us at: IM and GCDocs Support Team Services – IM and GCDocs Support/Soutien de la GI et de GCDocs 613-995-0000, option 4 Corporate Information Centre Services – TBS Corp Info Centre/Centre info min. du SCT Please visit our IM Page for additional information and guidance You can contact your IM Representative if you need assistance with the Information Architecture