Information Management in the Government of Canada - A Situation Analysis

Appendix A - Terms of Reference

The Treasury Board Secretariat (TBS) has announced a joint initiative with the National Archives of Canada (NA) to identify and to scope the issues associated with the management of information in the Government of Canada and to recommend the means by which the issues can be addressed.

The initiative results from the recognition by the IM/IT communities that "information management" is an issue that transcends government and is key to the delivery of programs and services to the public.

• The Service Canada and Strategic Infrastructure initiatives have identified service delivery opportunities for government to do its business electronically and to better serve Canadians in innovative ways through the provision of secure electronic technologies. These initiatives have significant IM implications. For instance, to respond to citizen requests for information and services or to conduct electronic transactions with citizens and businesses, government information must be current, accurate, understandable, trustworthy and available in a timely manner. It must also continue to have integrity for as long as it is required.
• With the successful resolution of the Year 2000 challenge, the emphasis of TBS will be placed increasingly on the strategic use of information by the Government of Canada. The Strategic Infrastructure Initiative (SII) and its associated federated architecture reflects this direction. Information issues connected with the SII range from the development of directories and document standards, to the secure exchange and storage of sensitive personal and other information, to the management of e-mail and related attachments.
• The Advisory Committee on Information Management has identified IM as a strategic issue to be scoped. While appreciating the IM issues associated with the Government On-line, Service Canada, and SII initiatives, they are also concerned about the availability of policies, systems, standards, best practices and people to manage the multiple forms of information generated in their institutions. Some of the questions being raised are:
  • how should e-mail messages and other electronic documents be managed?
  • how long should electronic and other information be retained to support program and service delivery?
  • how should they be kept to ensure their integrity, accessibility, and security through time?
  • what policies, systems, standards, and best practices are already available to address these issues?
  • what are the gaps and how should they be filled?
  • what knowledge, skills, and abilities are required to manage information and are these available?

Other related questions include:

• how can the information stored in both the information holdings and the minds of staff in a given institution be exploited in order to pursue existing and emerging opportunities (i.e. how should a knowledge management environment be cultivated)?
• what navigation tools are needed to permit public servants and citizens to access and use government information?
• how should accountability for information be assigned (as already exists for human and financial resources)? Is it possible?
• The Report on the Future Roles of the National Archives and the National Library (i.e. the English Report) makes recommendations, within the context of the Government of Canada's Management of Government Information Holding Policy, which impact on the management of information across the government. Among its recommendations, the Report suggested that:
• the NA take a leadership role in the management of current records in the federal government;
• the NA develop a records and information management infrastructure for government;
• the NA develop a strategic plan for electronic records and record keeping systems;
• The Report of the Information Commissioner commented on the poor state of records management which, in the opinion of the Commissioner, was contributing to the inability of the government to fully meet its obligations. There have also been several well-publicized instances where the inability to manage organized information holdings has embarrassed or compromised the government and its effectiveness.
• The IM Forum, the KM Forum and other groups in the information management field represent a rich resource base of information and knowledge specialists and yet they are developing their work agenda independent of any senior level guidance or context.

The cumulative effect of these concerns caused TBS, upon the recommendation of the IM/IT community to identify IM as an issue area to be addressed. The questions raised were as follows:

• What is IM within the context of the Government's responsibility to deliver its programs and services and meet its accountability requirements?
• Within the context of the IM landscape, what are the issues facing government with respect to its ability to reduce risk, achieve cost savings and/or avoidance, and pursue opportunities?
• What should TBS and others be doing to address the IM issues?

The work began in mid September and is being undertaken through a partnership of the National Archives of Canada and the Chief Information Officer Branch of the TBS. John McDonald, Senior Advisor with the National Archives will be the project authority reporting to the Deputy CIO. The work will be based on substantial consultation with lead agencies, government departments, and the IM and related communities. A report with recommendations will be prepared by the end of February, 2000 for the CIO and the National Archivist.