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

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

Before starting the orientation session Audio tracks are used in module##. Ensure to use headphones to avoid disruption coworker. Come back and revisit this information session at any time for additionnal help This information session will take approximately ## minutes Static Slide

Modules Introduction The Components, The Benefits and the IAG Links to each module Introduction The Components, The Benefits and the IAG The Structure Internal Services Where do I Save Permissions Metadata Transition Aids Support Welcome to the Information Architecture Session for Knowledge Users. There are 9 modules in this session. If this is the first time you are taking this session, please listen to all the modules. Afterwards you can come back any time and click on the modules you would like to review. You can do this as often as needed.

Objectives Introduce you to the TBS Information Architecture (IA) Discover the advantages of using the IA Identify the IA’s components Learn how to properly store your documents The Objectives of the IA information session are; Introduce you to the IA, a function based structure. Discover the numerous advantages of using the IA such as eliminating silos and easier retrieval of information. Identify the different components of the IA and become familiar with the IA structure Learn how to properly store documents in the IA.

Introduction With the adoption of the Corporate Information Architecture, TBS moved from an organizational-based information model to a functions/activities-based model aligned to the strategic outcomes and operational outputs of the department’s programs and services. This approach shelters the TBS information model from change in the organizational structure. The Corporate IA will be governed and sustained over time as the IA is an organic structure which evolves with the organization.  This Corporate Information Architecture serves multiple purposes and consists of several components which provide information for TBS to govern its information assets more effectively. The IA provides information to support; Records Management (business value, disposition) Document Management (version control, templates) Collaboration (workflow, functional groups) Security (access, permissions) capabilities and; Emerging industry disciplines such as Information Governance which focuses on knowledge management, data stewardship, transparency and accountability.

How was the Information Architecture established? Animation How was the Information Architecture, or the IA, established? As a result of a direct request from our Executive Committee. The decision was made to have an Enterprise wide architecture that reflects the Program Alignment Architecture, or the PAA. The IA Structure was also established to meet the LAC Modernization Process of no longer accepting born-digital information in paper as of 2017 while ensuring that it reflects our vision and mission – Please refer to the TBS Infosite for more information regarding TBS’ Vision and Mission. The IA was developed through a collaboration between the IM Enterprise Group, the IM Sector Representatives and their Sectors.

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 So, How do the components of the IA fit together? The first component is the Folder Structure itself which is where the information is stored and managed. The structure is covered in Modules 3 and 4. The second component is Users Functional Groups and Permissions , in other words who can access the information. Access in the IA is open by default for unclassified information and restricted where necessary for Protected information. Permissions are covered in Module 6. The third component is metadata. Over and above the system-generated metadata (ex. Owner, application, date of creation, document ID) that has always been available in GCDOCS, metadata has been added at the document level for easier retrieval of information. Metadata is covered in Module 7. The final component is Records Management. Every object within the IA has a life cycle assigned to it. This will ensure that documents that no longer have value and are considered obsolete are disposed of appropriately and documents of enduring value remain protected. The Records Management component manages these Life-cycles. The Governance of the IA, or how the components will be managed, is a partnership between the Enterprise IM group who set the standards and rules and the IM Sector Representatives who apply them. In the simplest terms, the IA establishes: Where we put the information Who can access the information How we find the information How long we keep the information

What are the Benefits of an Enterprise IA? What are the benefits of the IA? The IA promotes the break down of silos and supports collaboration with open information. In other words, all unclassified information is open by default to read and edit to all TBS employees. Another benefit is that the IA is a Function based structure that reflect the mandate of TBS. A function based structure is a more stable structure as it is not affected by changes in the organizational structure. In a function based structure, the information should be aligned to the program it is supporting, not your organization. The IA not only improves searchability with the addition of metadata at the document level. It also improves security for Protected Information through the presence of the Permissions Model. Last but not least, it manages the life cycle of the document - Sometimes its as much of a burden or risk to have too much information especially when it is no longer of any value. Applying life cycles to the IA ensures that obsolete information is eliminated and information of enduring value is preserved.

Information Administrator 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 Your IM Sector Reps and Selected Super Users are members of the Information Administrator Group, also known as the IAG, for your sector. This group is important because they have privileges in GCDOCS that we as Knowledge workers do not. For instance, they can create folders at level 5 & 6 and they are the ONLY ones (Gail since the launch, there have been a couple more groups added with this functionality, such as HR administrators or Senior Execs groups – talk to Jess about them and see if we should include something here. Also, it was decided that all users can modify permissions in the secret network) who can modify permissions within the IA. Lets take a closer look at the IAG’s membership; The IM Sector Representatives worked closely with the Enterprise IM group in developing the folder structure, based on your sector requirements, at levels 5 and 6. They were also responsible for mapping TBS Library documents to the IA Structure and defining the permissions model for protected information. The IM Sector Representatives is accountable for “their” Office of Primary Interest folders and is the link between their colleagues and the Enterprise IM group. For more granular explanation of levels 5+, please see your IM Sector Representative. They have in-depth knowledge of your business operations. Selected Super Users that are nominated by their IM Rep and are approved by the Enterprise IM group become members of the IAG as a back-up to the IM Rep. Super Users that are not part of the IAG still play an important role as they tend to be more comfortable with GCDOCS. They are able to answer GCDOCS Functional questions.

How is the Information Architecture Structured? How is the IA structured? The departmental Corporate Information Architecture model consists of four levels. The first level is the Function which is related to major responsibilities that are managed by the department in order to fulfill its legislative mandate and directives. In this level you will find functions such as Decision Making Support and Oversight, Management Policies Development and Monitoring, Government Wide Programs Design and Delivery and Internal Services. The second level is the Sub-Function which provide a more granular organization of information resources and help better define how such resources should be categorized. In this level you may find sub-functions such as Financial Management, Government Wide Operations, Cabinet Decision Support, and Human Resources Management Services. The third level is the Business Activity which is related to the major tasks or actions performed by the department to accomplish each step of the business process. In this level you may find activities such as: Committee Management, Spending Review, Policy Development and Implementation, and Outreach and Consultation. The fourth level is the Subject which should relate to a specific transaction, topic, initiative or project.

TBS - IA Folder Structure Overview Level 1-4 Directly reflects the PAA. Cannot be modified. Level 5-6 Managed by the IA Group - Will evolve as required.    Level 7+ Knowledge Workers are able to add folders for organisational purposes. The IA is divided into three sections: The first section is Level 1 through 4. These levels directly reflects the PAA. They are managed by the Enterprise IM group and will only change if and when the PAA changes. You will never see documents at these levels. The second section is Levels 5 and 6. These levels will be more familiar to you as this is where your IM Sector Representative has defined the folder structure based on your business requirements. Levels 5 and 6 are flexible and will evolve as needed. Based on the folder permissions, you may be able to add documents to the folders within this section. The third section is Level 7 and below. Anyone can add folders and documents here. You will need to contact a member of your IAG if modifications are required to the permissions inherited from the parent folder. BEST PRACTICE: It is a Best Practice to add a description to the folders you create. BUSINESS RULE: All folders created within the IA must have a bilingual title and description. Business Rule Pop-Up Best Practice Pop-Up

IA folder structure based on functions and business activities under our programs and sub-programs This is an example of the four main levels of the IA Structure. In this slide we focus on the Internal Services structure. From Internal Services to Total compensation – these folders are controlled. From Leave Management and Pay & Benefits are created by the IM Rep and are flexible. Users who have permission to add to these folders will be able to do so.

What you will see at your desk… Simulation At your desk you will see the 4 main functions of the IA. These consist of the 3 mandated programs; Decision Making Support and Oversight Government Wide Programs Design and Delivery Management Policies Development and Monitoring and Internal Services The Legacy folder holds RDIMS files and when it reaches the end of its retention period or life-cycle, it will disappear. The TBS Library folder will disappear once migration to the IA is completed. RDIMS Public Folder ? – a confirmer avec Céline RDIMS User Folders ? – a confirmer avec Céline (Demo) Given that the IA is a folder based structure, you will notice that when I click on one of the mandated functions such as, Decision Making Support and Oversight…

Decision Making Support and Oversight …the sub-functions does not reflect any organisation within TBS.

Internal Services Structure Now let’s take a look at Internal Services. The first 4 levels of Internal Services are based on the Information Management Common Core or the IMCC. The IMCC was developed by CIOB as a common configuration of Internal Services for implementation within all federal departments. Internal services is the only place within the IA where you will see the structure broken down by sector (Gail, should we add: it is not part of the IMCC and does not count as a level). This was only done to facilitate the application and management of permissions. It also helps you easily situate yourself within the Internal services structure. (Demo) When you click on Internal services, at the Function level ,you are presented with a list of all the sectors within TBS. Next, locate and click on your sector.

Internal services Sub-Functions You are now at the Sub-function level and regardless of which sector you click on you will see the same 9 sub-functions – from Acquisition Services to Real Properties Services.

Internal Services – Business Owners Internal Services functions-specific folders are accessible to Business Owners of the Sub-Function (i.e. HRD have access to all HR files within each Sector folder set) Promotes the use of links Eliminates the need for copies less duplicates = less confusion. It is important to note that each Sub-Function within Internal Services has a Business Owner. The Business Owner has, by default, access to all its functional folders throughout Internal services. For example, HRD has access to all HR folders in Internal services regardless of which sector the folder resides under. This configuration eliminates duplication (copies) by promoting the use of links. In other words, if HR requires a “copy” of your document you can now send them a link to the document in your HR folder and they will be able, by default, to access the document… One document with multiple versions that will always open in the most current version.

Internal Services – Management and Oversight Most of the Internal Services sub-functions are pretty self explanatory, however Management and Oversight is the one sub-function that may not be clear to all users. Let’s take a closer look at this Sub-function.

Management and Oversight There are three folders in particular that we will highlight in this presentation: The Assistant Secretary’s Office (can also be called DM Office and CIO office – check all variations) (Restricted), Management Bilateral (Restricted) and Transitory Office Material. Click on one of the three Activities for more information. Set up “buttons” and text captions– let user pick which activity they want to see.

Management and Oversight – ASO (Restricted) From the Management & Oversight folder, you will notice the difference between the ASO folder and the Internal Audit folder. The ASO is not hyperlinked (or underlined) meaning this folder has restricted access to only ASO staff. The rest of us can see that the folder exists but we cannot access the content. This folder is intended for use on time and/or content sensitive initiatives. It gives the ASO staff a protected “place” where they can work securely. Once the information is ready to be shared with all of TBS, it will be moved into a folder with open access.

Management and Oversight – Management Bilateral (restricted) This folder is intended for Managers who require a restricted area in which to save and share bilat information with specific individuals.

Management and Oversight – Transitory Office Material The Transitory Office Material is for documents that your team uses on a daily basis but has no corporate value. Examples of such document are: Summer vacation spreadsheets, birthday lists, social event planning, staff meeting agendas, community fridge cleaning schedule… It is important to note the Life-cycle of this folder. Since the documents are considered transitory in nature, they will automatically be destroyed 2 years after the last modification date. A good rule of thumb to follow here is: If the life-cycle of “2 years – destroy” makes you nervous, you are most likely not saving the document in the right folder. For assistance with selecting the appropriate folder, please see your IM Sector Representative.

Placing the Document - Where do I start? When trying to identify the function of a document, ask yourself, what is the purpose of this document? Why does it exist? The function will often times relate to your every day business – Do you work in an area that provides Internal Services to the department? Then most likely the bulk of your documents will be classified under Internal Services. Do you work in an area that develops Policies for the Public Service? Then most likely the bulk of your documents will be classified under Management Policies Development and Monitoring. When trying to identify the sub-function of a document, ask yourself, What sub-function does the document refer to specifically? Is the document you are creating about Communications? Then most likely it will be classified under Communications. When trying to identify the activity of a document ask yourself, Which task does the document help achieve? Are you developing a internal procedure for your team? Then you save the document under the activity “ Corporate Policy, Standards and Guidelines “ under Management and Oversight Services in Internal Services. When trying to identify the subject of the document ask yourself, What is this document about within this activity? If you’ve identified that the document is about Contract Management, then the subject would be the Contract Number. Need more Help? Contact a Member of your IAG. Link to the IA Folder Structure – Quick Reference Guide https://gcdocsp.tbssct.local/gcdocs/llisapi.dll/open/15920710

Permissions – Who can Access Information? Document permissions are inherited from the parent folder Permissions are based on the need to prevent unauthorized access to protected information *Knowledge workers cannot change permissions Who can Access Information within the IA? The answer is: Anybody that needs to. As mentioned in Module 2, if the information is unclassified it is open by default to all of TBS employees. However, if the information is protected, it is restricted where necessary as defined by the permissions model. Some examples of restricted areas would be; HR, Security and Finance. And if the information is classified, it will be in the Secret network. So, what is the Permissions Model? The Permission Model was designed by the Enterprise IM group in consultation with each IM Sector Representative. It ensures that only the people who need to, can access the information. Permissions on all sub-items will be inherited from the parent folder. It is important to note that Knowledge Workers cannot change permissions within the IA Structure in the Protected B Network. They can however save, edit, move and delete any items that they own. Need help? Contact a member of your IAG.

Permission Manager The Permissions Manager is a tool that is available within the IA Structure. You can access the Permissions Manager by clicking on the Functions menu of the folder and selecting “Permissions Manager”. It is important to note that this will not work at the document level! The Permissions Manager allows you to quickly and easily verify the permissions on a folder before saving a protected document to it, giving you piece of mind that the document can only be accessed by those who need it. (Gail – could we have a screenshot of a structure with the appropriate permission model i.e. no names, noone at full permissions, public access at modify, etc.?) * Permissions on an item will be inherited from the parent folder.

Metadata Types Lets take a look at the different types of metadata available within the IA; First, we have System Metadata. It is the basic metadata that is common to all GCDOCS objects. This metadata is auto-generated by the system whenever you create or modify an object. Example of System Metadata are: who created the document, when it was created, when it was last modified, which application it was created in, etc. Secondly we have Common Metadata that has been added to the IA. Common Metadata is a requirement from the IMCC. It is applied to all documents within the IA structure. Document Type and Language are mandatory metadata meaning you will be prompted to select a value for each in order to save a document. An lastly we have Business Metadata. This is metadata that is specific to a business process. If your are in an area that decided more metadata must be captured to allow for ease of retrieval, business metadata can be developed and applied at the folder level.

Mandatory fields You still save your documents in GCDOCS the same you always have. The only difference, when saving to the IA, is that you will be prompted to fill out the mandatory metadata fields. The yellow icons indicate mandatory fields. In other words, you must select a Document Type and Language in order to save your document. The Sub-Function field will always auto-populate based on the folder you are saving the document to. The Document type list will reflect the sub-function and only display the types that apply. For example, if you are saving a document in an HR folder, the document type will only list the applicable types. Lets take a closer look at the Document Types…

Document Type As mentioned in the last slide, Document Type is one of two mandatory metadata types. You will be prompted to select the document type for every document you create. If you are the owner of the document you will, by default, be able to modify the document type of your documents as required. The document type reflects the type of document and not the content of the document. For example, when replying to an ATIP request, the document you are creating is a memo and not a request. Another example would be, when saving an email to GCDOCS, the document type is Correspondance and not the subject of the email. A document providing definition for each document type is available in GCDOCS. You can easily retrieve it from the « IA Training and Support material » folder at the Enterprise level of GCDOCS.

Filtering by Metadata Type You can filter your information using the mandatory metadata that has been applied to your document In the content filter pane, click on a document type, for example training material…

Filtering by Document Type Only the documents that have been tagged with Training Material are displayed. You can further filter the results by clicking the document language type, for example English…

Filtering by Document Type and Language The results will display all documents that were tagged as Training Material in English.

Quick Retrieve Button Quick Retrieve Buttons have been added to GCDOCS. They are available to you at the Enterprise level. The first button is the Work in progress button... *Add in a Branch (Captivate) here and let the user click on each button.

Work in Progress The Work in Progress button allows you to easily retrieve all the documents that you modified within the last 90 days.

My Created Documents The middle button, My created Documents, displays all the documents you created in the last 90 days.

Documents Accessed And the last button, Documents Accessed, displays all the documents you open in Read Only format within the last 90 days.

IA Training and Support Material The IA Training and Support Material folder is located just below the Quick Retrieve Buttons at the Enterprise level providing you with a multitude of support documents with just one click. It contains support documents such as Presentations, Procedures, Quick Reference Guides and FAQs Click on FAQs…

FAQs Located within the IA Training and Support Material folder are the Frequently Asked Questions. The “FAQ – Working with the Information Architecture” is divided into categories; Document Mapping and Migration Email Filing Documents Folders and Metadata Information Retention and Disposition Training Contacts Keep checking back on a regular basis as both the IA Training Support Material Folder and the FAQs are evergreen and will continue to evolve and grow along with the IA.

Ongoing Support Your IM Rep/Super Users 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 Wednesday from 11:00 to 12:00 East tower – room 3D Monday and Friday from 11:00 to 12:00 Flaherty building room 3193