1. 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
Gouvernement ouvert Canada

2. TBS Information Management Presentation to OAG Liaison Community of Practice
GCDocs

3. What is Information Management?
Each day, government employees create and receive vast amounts of information in a wide variety of forms. Information is critical to the delivery of government programs and services, decision making, and accountability.
Information management (IM) is the discipline that defines and supports the effective management of information, from inception and planning to long-term preservation or disposal.

4. Tips on What to Keep Information Management: A Transformation
Information created, sent or received
Yes:
What category of information resources?
No:
May be deleted
Is there an ATIP request or litigation?
Does it relate to corporate business?
Information resources of business value
Information of limited business value
Retain information resources
Does it involve financial or legal matters, or have policy,
program or procedural implications?
Does it provide a record of why or how decisions or actions were taken?
Does it provide information needed to account for activities to Parliament?
Does it request an opinion on an activity of interest to the Department?
Does it provide comments on an activity that requires
administrative action?
Is it used to initiate or continue a departmental activity?
Is it subject to an ATIP request?
Employees often ask whether draft documents should be kept. If the drafts contain substantive changes that demonstrate the evolution of the document, they should be kept.
If the answer to any of these questions is yes, keep it!

5. Disposition Process Library and Archives Canada (LAC)
The Library and Archives of Canada Act stipulates that information of business value shall be managed according to approved retention and disposition schedules.
Examples of retention periods (must be set according to business requirements, unless specified in an act or policy):
Policy records: 20 years
Operational records: 10 years
Financial administrative records: 6 years
General administrative records: 2 to 5 years
Information resources of enduring value are transferred to LAC for permanent retention.
Placing documents in GCDocs Enterprise ensures that LAC guidelines will be applied. This is achieved by means of the inheritance model in the Enterprise folder structure. When documents are saved to the shared drives, there is no mechanism for applying LAC R&D schedules.

6. Transformation at TBS - Roadmap
STAGE 1
Roles and Responsibilities
STAGE 2
Assess, Inventory and Plan
STAGE 3
Learn, Sort and Destroy
STAGE 4
Scan and Transfer
STAGE 5
Adopting Good Habits
STAGE 6
Last Check
STAGE 7
Using New Tools and Ready to Move
Stages of Information Clean-Up Campaign
Fall 2013
Fall 2014
Information Architecture
Shared Drives
ETI
90 Elgin and Second Location
Move Your Digital Documents
(Early 2014 to Fall 2014)
Implementation of new information architecture
Migration of electronic documents to GCDocs
Moving away from use of shared drives
Move Your
(Spring to Fall 2014)
Implementation of ETI
2-GB Outlook limit (including , calendar, contacts and tasks)
Move Your Physical Documents
(Summer 2014 to Fall 2014)
Transfer physical records to Corporate Information Centre
Proper disposal of all corporate records
Move Your Two Boxes
(2015 and 2016)
Move with two boxes of belongings and all information stored digitally in GCDocs
GCPedia - TBS Information Clean-up Campaign

7. Shared Drive Clean-Up Do’s Don’ts Delete duplicate documents
Delete documents already saved in GCDocs
Delete personal documents, including videos, music and photos
Create meaningful names for folders and documents
Use a shortcut instead of copying the same document in several folders
Use shared drives for information created in applications that are not integrated with GCDocs
Delete empty folders
Use short but meaningful names for sub-folders
Insert the version number in the name of the document if there are several versions
Add “FinalVersion” at the end of a document name when it is the approved final version
Use the same language in the name as in the document
Be consistent when naming documents
Don’ts
Don’t store convenience copies or reference copies
Don’t store s (.pst files)
Don’t store personal information
Don’t use your name, acronyms or abbreviations when naming folders and documents
Don’t store the same document in several folders
Don’t store database files (MS Access) in GCDocs
Don’t keep casual communications
Don’t move documents or your folder structure from the shared drive to GCDocs before consulting your IM representative

8. Email Clean-Up: Dispose of…
Personal messages
Casual conversations
For your information (FYI) only
Confirmation of meetings and boardroom bookings
Read receipts
Outlook task requests and updates
Messages that contain no administrative, operational, fiscal or legal value
Messages needed for a limited time only
String of s except the last one or those with attachments
Calendar items over one year old
s that include duplicates of attachments
Your copy of messages sent to all staff or multiple addresses
Unsolicited advertising
Most of your is likely for reference.

9. Email Clean-Up: Save in GCDocs…
s documenting business actions:
Example: providing advice on the application of a policy
s documenting records of decisions or providing evidence of accountability:
Example: to follow up on actions decided during a meeting that took place
Approval of direction for an action:
Example: Reply from manager approving an action to a question previously sent requesting direction
Authorization for business transactions:
Example: approving a staffing action
The “Sent Items” folder is where most s have business value.

10. Paper Clean-Up: Dispose of…
Documents with an RDIMS or a GCDocs reference number
Print-outs of Internet information
Printed s
Printed Outlook calendars
Diskettes, CDs, DVDs and USB sticks that contain textual documents
All copies of administrative documents such as training forms, budget, résumes, answers to ATIP requests, etc. (excluding contracts)
Publications (ISBN and ISSN)
Incomplete or partial documents (i.e., missing pages)
Documents that have no date (includes documents that mention only a time period, e.g., 2009–2010 review)
Illegible handwritten notes
Convenience copies of Treasury Board Submissions and accompanying Submission detail
Drafts that contain minor changes
Copies of Cabinet documents (note that these should never be photocopied)
Information gathered during conferences or training, including completion certificates
Personal information and belongings

11. Paper Clean-Up: Send to the Corporate Information Centre…
Documents that have a “wet” signature
Information coming into the Department in a non-electronic format