Information Management Overview for New Employees (Department Name)

What is Information Management? Information Management (IM) refers to the things that employees do everyday to manage and protect information that they use to do their work. This includes how information is: Collected, created or received as a part of daily work activities Organized and stored by employees to ensure that it is safe and easily retrieved Used by employees or shared with others Disposed of properly when the department no longer needs it

Why Manage Information? Information is a valuable government asset that may be required to: Support the delivery of programs and services Act as evidence of the government’s business activities Provide a historical record of the activities of government Like all other government assets, there are known requirements that support the management and protection of this important resource

Why Manage Information? Managing information is not optional. Many of the requirements for IM are driven by: Government-wide legislation such as the Management of Information Act, Financial Administration Act, Evidence Act, Access to Information and Protection of Privacy Act, etc. Government-wide operational requirements including the E-mail Policy, E-Mail Guidelines, Government of Newfoundland and Labrador Office Space Standard, etc. Departmental legislation such as the Municipalities Act, Municipal Elections Act, etc. Departmental legal commitments including legal agreements with partners such as municipal government, federal government, contractors, etc.

Employee Responsibilities Under the Management of information Act: A person who unlawfully damages, mutilates or destroys a government record or removes or withholds a government record from the possession of a public body or otherwise violates this Act is guilty of an offence and is liable on summary conviction to a fine of not less than $1,000 and not more than $50,000 and in default of payment to imprisonment for a term of not less than 3 months and not more than 18 months or to both a fine and imprisonment.

Employee Responsibilities All employees are responsible for the information created by them, and for information in their custody. This includes: Managing their e-mail, so that those e-mails and attachments which are government records are managed properly Knowing the basic policies governing the creation, use and disposal of government records Being familiar with legislation relating to the management of information Knowing where to find the answers to IM questions

Where to Start? The OCIO Website provides general IM training and resources that will help you to understand IM. These include: IM@Work – an online course that provides employees with basic IM foundation Information Protection Fundamentals – a presentation outlining IP best practices General information about the TRIM Electronic Document and Records Management System E-mail Policy and E-mail Guidelines For Your Information Quick References – One page references If you need further information contact IM@gov.nl.ca

Get to Know your Department! Departmental IM can provide: Departmental policies and procedures related to IM Legislative and operational requirements that are specific to the programs and services administered by the department Departmental tools and resources including: Registries, file rooms, shred and recycling areas and contact people/procedures that support their use Records Retention and Disposal schedules related to your work Business rules for use of things like the shared directories Use of the TRIM Electronic Document Management System

QUESTIONS? Contact: