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2. Information Architecture (IA) Information Session for Knowledge Workers
GCDocs

3. 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

4. What are the Benefits of an Enterprise IA?

5. 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

6. 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

7. 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)

8. Metadata Types

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

10. Ongoing Support Your IM Rep/Super Users (listing posted to IA Folder)
IM & GCDocs Support:
Phone: option 4 & option 1
or 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 with information resource links
Reminder: No old in new
No new in old