Reference Document Document de référence 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 resource has been deemed to have business value but is not an official publication of the Government of Canada. It is provided in the original language and format in which it was created.    Document de référence 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 lesquels ils ont été créés. Open Government Canada http://open.canada.ca Gouvernement ouvert Canada http://ouvert.canada.ca

Enterprise Information Architecture Information Administrator Group Understanding Roles, Responsibilities and Advanced GCDocs Training GCDocs 12434972

Training Objectives Introduce the Information Administrator role for working with ‘your’ section of the Enterprise IA. Understanding roles and responsibilities of the IA group Understanding the folder structure for business activity Understanding group membership and permissions Monitoring use of folders and metadata Why it’s a good thing – what does this really mean for you? As of Monday – you will have to use it to create new documents. The tools is not changing – GCDocs will remain the same.

Information Administration Group (IAG) Membership IM Sector Representatives Have fundamental knowledge of recordkeeping and in-depth knowledge of business operations supporting delivery of the mandated programs. Are responsible for: ensuring compliance with Enterprise IM standards, promoting best practices within their business unit, for the upkeep of information resources of business or enduring value generated in the conduct of program operations. Selected Super Users Nominated by IM Sector Representatives Approved by Enterprise IM Has extensive knowledge and is comfortable with the use of the GCDocs tool

IA Folder Structure – Quick Reference Guide

Overview of the Folder Structure Levels 1 to 4 are controlled and reflect the PAA (approved by EXCO) Levels 5 and 6 are managed by the IA group (are able to add business specific folders) Levels 7 + - knowledge workers are able to add folder for organisational purposes

Understanding the Folder Structure Internal Services – set for each Sector Top 4 levels of structure common to all Levels 5+ specific to Sector requirement Internal Services functions-specific folders – accessible to Enterprise Functional Groups (i.e. CSS-FMD have access to all Financial files within all Sector folder sets) Mandated programs – Restricted (accessible to all process contributors) Unclassified (accessible to all)  

What Can Each Group Do? Members of Sector IA Group Knowledge worker The “Add Item” button will be available at levels 4+ to allow the creation of business specific folders Will be able to edit the permissions Knowledge worker Will be able to add documents at levels 5 and 6 using the “Add item” button Will be able to add folders starting at level 7+ Will be able to save / edit / move / delete items that they own Will no longer be able to “edit permission”

Understanding Permissions See – enables user to see the item exists See content – enables item to be opened (underlined as hyperlink) Modify Edit Attributes – enables changes metadata values Add items – enables adding items (sub-folders or documents) Reserve – Edit button is available. Enables locking against edits (offline editing; temporary freeze on edits) Delete versions – enables removal of versions Delete – eliminates object from collection; required to move object (owner) Edit Permissions – revises settings for permissions All permissions are inherited from parent to child Function to business activity folder Folder to documents stored within Access restrictions applied to protected/classified information

Using the TITUS Application TITUS will become mandatory as of October 2015 Best practice is to apply security markings on all documents When marking a document, select the marking based on document content – do not under/over classify Ensure that the folder is restricted before saving (review the permissions using the “Permissions manager”) Link to security marking document : Guideline for determining and marking sensitive information Explain the use of sub-folder for material that requires tighter access control than the ‘Master’ folder.

Monitoring Use of IA (Responsibilities) Filing practices Identify resistance to function-based filing Identify need for training coaching Excessive use of sub-folders Encumbers effectiveness of metadata searches Increases navigation requirements Effective application of metadata Identify need for activity-specific metadata