To ensure the responsibilities, authorities and requirements for managing information under the control of the Correctional Service of Canada (CSC) are defined at all levels
Applies to all employees and authorized users of information under the control of CSC
The Chief Information Officer, as the delegated information management senior official, is responsible for ensuring the appropriate direction, processes and tools are in place to efficiently manage information under the control of the Correctional Service of Canada (CSC).
The Director, Information Management, will:
support CSC program leads in the fulfilment of their information management responsibilities
provide leadership for the strategic planning, resourcing and implementation of information management activities, including training and development for employees
Information management managers with regional and national oversight will serve as the authority for all information resources and the management of active, inactive and dormant administrative, operational and offender records.
Information management functional specialists will provide information management guidance and support to CSC employees to address information life cycle requirements in the development and operation of business processes, systems, standards and tools that support business information requirements.
All executives will:
ensure effective information management governance and accountability structures are in place throughout their area of responsibility
ensure information management requirements are addressed during strategic planning to support their information management/recordkeeping responsibilities
authorize disposition of records under their area of responsibility in accordance with the Records Retention and Disposition Schedule.
ensure IRBV are identified, effectively organized, managed and stored in an official CSC physical or electronic repository and are aligned with the CSC Information Classification Plan
ensure information management processes are followed throughout the information life cycle.
The Information Management Division at National Headquarters or the Regional Headquarters area responsible for information management must be contacted when planning to:
develop, modify or delete a program, service, business process, policy document or related activity
develop or amend a CSC form or cancel its use
use a new application, software or business system and/or upgrade or modify an existing one
dispose of IRBV not included in the CSC Records Retention and Disposition Schedule
request CSC specific information management/recordkeeping training for employees.
Protocol for Managing Information Resources of Business Value
Mechanisms for the protection of CSC IRBV include the establishment and implementation of key methodologies and tools to support the CSC Information Management Program and meet the recordkeeping requirements throughout the information life cycle.
All CSC authorized users of information are responsible for the life cycle management of IRBV under their responsibility, which includes:
planning: anticipating the information needed and how it will be generated, used and managed to support programs, projects and services
collection, creation, receipt and capture: identifying the information needed to support business needs and meet legislative or policy requirements as well as capturing decision making
organization: identifying and using the pre-established classification standard (including the CSC naming convention) when saving electronic IRBV
use and dissemination: maintaining a common business folder structure to organize and store/file as well as a mapping of what IRBV types are to be filed in what folders
Information Classification Plan: a structured information management tool to facilitate and promote the effective organization, retrieval, sharing, protection and disposal of CSC information resources of business value. It provides a systematic and logical arrangement of CSC information into various subject groups and categories that share common characteristics, to which unique file numbers are allocated. This hierarchically-based system includes a series of broad categories with lower level breakdowns that become increasingly specific. (See the CSC Information Classification Plan.)
Information life cycle: encompasses planning; collection, creation, receipt, and capture; organization; use and dissemination; maintenance, protection and preservation; disposition; and evaluation of information resources of business value.
Information resources of business value (IRBV): published and unpublished materials, regardless of medium or form, that are created or acquired because they enable and document decision making with regard to programs, services and ongoing operations, and support departmental reporting, performance and accountability requirements.
Recordkeeping: a framework of accountability and stewardship in which records are created, captured, and managed as a vital business asset and knowledge resource to support effective decision making and achieve results for Canadians.
Transitory records : records that are not of business value. They may include records that serve solely as convenience copies of records held in a government institution repository, but do not include any records that are required to control, support, or document the delivery of programs, to carry out operations, to make decisions, or to provide evidence to account for government activities.