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Information Architecture (IA) Information Session for Knowledge Workers GCDocs 12434972

Objectives Introduce the TBS Information Architecture (IA) as the new standard for managing information resources within the GCDOCS repository, addressing: Components and structure of the IA Advantages of using an IA Where and how to find your documents within the IA Support and timing to launch the new IA

What are the Benefits of an Enterprise IA?

Components of the IA Folder Structure Records Management How long we keep information Folder Structure Where we put information Users, Functional Groups & Permissions Who can access the information Metadata How we find/ retrieve information How the components of the IA will be managed Governance

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

Standard for Document Access Unclassified Protected Classified Open by default Open with exceptions Restricted based on need-to-know Permission to see and open document Permission to modify document content Every change creates a version There is a full audit for all activities Only the owner can delete No one can change the permissions except IM Reps Permissions specific to functional groups, e.g. HR, legal, labour relations, audits, etc. determined during mapping Permissions are set based on which folder it is saved in Exception is the ASO restricted folder – the ASO retains full control IMTD will manage the exceptions All material classified as SECRET will be stored on the TBS2 network when available All information will be available on a need-to-know basis Same IA as the TBS1 network There will be 550 DTUs at the Flaherty Building and 200 at L’Esplanade Laurier Document owners will not be able to edit permissions Security marking will become mandatory (TITUS) Permissions now available for review (Permissions Manager)

Metadata Types

IA Folder Structure Overview Quick Reference Guide to IA functions and business activities

Ongoing Support Your IM Rep/Super Users (listing posted to IA Folder) IM & GCDocs Support: Phone: 613-995-0000 option 4 & option 1 or email: Services - IM and GCDocs Support /Soutien de la GI et de GCDocs Drop-in Sessions The drop in sessions are held Wednesday– from 11:00 to 12:00 East tower – Room 3D Flaherty building, room 3193 on Monday and Friday from 11;00 to 12:00 Follow-up email with information resource links Reminder: No old in new No new in old