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

3. 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.

4. 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

5. IA Folder Structure – Quick Reference Guide

6. 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 knowledge workers are able to add folder for organisational purposes

7. 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)

8. 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”

9. 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

10. 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.

11. 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