1. Background
2. Purpose
3. Policy
4. Scope
5. Definitions
6. Roles and Responsibilities
7. Guidelines
8. Monitoring
9. References
10. Cancellation
11. Inquiries

Information is a valuable resource which Public Works and Government Services Canada (PWGSC) must manage on behalf of all Canadians. The Treasury Board (TB) Policy on the Management of Government Information (MGI) stipulates that information, regardless of medium or format, under the control of the Government of Canada must be effectively and efficiently managed throughout its life cycle. The Policy on MGI also responds to the technical and managerial issues raised by the increased prevalence of electronic information.

As a component of information management, the management of records and information holdings impacts on all PWGSC employees and persons engaged under contract, on a daily basis. This departmental policy has been overhauled in order to address issues related to the responsibility and process that affect the management of records and information holdings, pursuant to the new MGI. The Department has also introduced the Enterprise Document and Records Management (E-DRM) system which is PWGSC's version of TB's Records Document Information Management System (RDIMS). The E-DRM system provides an electronic solution for managing records, regardless of medium, throughout their life cycle.

PWGSC will be issuing at a later date a departmental policy on the management of information to address information management and knowledge management policy issues, in accordance with TB's Policy on the Management of Government Information.

The purpose of this departmental policy (DP) is to:

1. ensure that records and information holdings under the control of PWGSC are effectively and efficiently managed throughout their life cycle;

2. provide direction on the management of records and all information holdings under the control of PWGSC, regardless of the medium in which they are received, created, collected and captured in the course of departmental business.

Public Works and Government Services Canada shall:

1. create and maintain integrated governance and accountability structures for effective management of records and information holdings;

2. manage and preserve records and information holdings, regardless of medium, to ensure their authenticity, integrity, clarity and completeness for as long as they are required by the Government of Canada to meet operational and legal obligations, as well as financial and other interests of the Department;

3. protect and maintain records and information holdings to control access and facilitate authorized accessibility;

4. organize and preserve PWGSC records and information holdings in accordance with the departmental classification structure and retention schedules;

5. dispose of records and information holdings no longer required for operational and legal purposes, in a timely and secure fashion, and consistent with the applicable records disposition authorities issued by the Library and Archives Canada.

This DP applies to departmental employees and persons engaged under contract.

See Annex A.

1. The Deputy Minister is responsible for the following:
   
   
   1. ensuring the implementation of this DP, and related standards and guidelines on information management;
   2. promoting a culture that values information and its effective management;
   3. ensuring the visibility and allocation of appropriate resources to support effective information management and to provide an ongoing centre of records management expertise within PWGSC;
   4. designating a senior executive responsible for ensuring the effectiveness of this DP and informing the Treasury Board of Canada Secretariat (TBS) of the appointment.
   
   
   
2. The Assistant Deputy Minister (ADM), Corporate Services, Human Resources and Communications Branch, as Departmental Senior Executive responsible for records management and information holdings, is responsible for the following:
   
   
   1. monitoring the application of this policy;
   2. providing liaison with the TBS on matters of records management and information holdings;
   3. ensuring the development, introduction and maintenance of a sustainable program to manage all types of departmental information, including the establishment and ongoing operation of a centre of records management expertise, and an accountability framework to support the information management program to be administered by that centre of expertise;
   4. championing the principles of effective and secure information management;
   5. co-ordinating the strategic planning, resourcing and implementation of information management activities within PWGSC;
   6. ensuring that effective information management accountability frameworks and terms of reference are in place when information is shared with other federal governments departments, other governments, non-governmental organizations, or the private sector;
   7. establishing a departmental committee on the management of records and information holdings.
   
   
   
3. The Director General, Health, Safety, Security, Emergencies and Administration, Corporate Services, Human Resources and Communications Branch, is responsible for the following:
   
   
   1. facilitating and overseeing the implementation of the departmental Records Management and Information Holdings Program;
   2. establishing and maintaining the departmental centre of records management expertise consistent with this DP and all applicable TB policies;
   3. identifying to the ADM, Corporate Services, Human Resources and Communications Branch, departmental organizations for inclusion in an audit plan;
   4. chairing a departmental committee on the management of records and information holdings which will provide leadership and advice to the ADM, Corporate Services, Human Resources and Communications Branch.
   
   
   
4. The Director, Information Management Services, Corporate Services, Human Resources and Communications Branch, is responsible for the following:
   
   
   1. implementing the Records Management and Information Holdings Program and managing the operations of the departmental centre of records management expertise;
   2. promoting the effective use of automation in the delivery of the Records Management and Information Holdings Program;
   3. making recommendations to the Director General, Health, Safety, Security, Emergencies and Administration, for inclusion in a departmental audit plan.
   
   
   
5. The Manager, Records Management and Information Holdings, Corporate Services, Human Resources and Communications Branch, as Departmental Records Manager, is responsible for the following:
   
   
   1. managing and maintaining the Records Management and Information Holdings Program and operating the departmental centre of records management expertise in the management of records and information holdings;
   2. supporting departmental managers and employees in their adherence to this policy;
   3. designing, developing and maintaining the Departmental Records Classification Plan and the Departmental Records Retention and Disposal Plan for department-wide implementation;
   4. developing, implementing, maintaining and supporting a corporate electronic system for managing departmental records throughout their life cycle;
   5. conducting department-wide reviews of recordskeeping to measure compliance with this policy and reporting on findings to the Director, Information Management Services;
   6. designing and implementing effective records management procedures, standards, tools and guidelines, and evaluating their effectiveness;
   7. providing employees with advice, learning and reference materials with respect to records and information management procedures, standards, tools and guidelines;
   8. identifying and recommending new learning requirements needed to support the management of records and information holdings.
   
   
   
6. Branch/Agency Heads and Regional Directors General are responsible for the following:
   
   
   1. overseeing compliance with this DP;
   2. championing the principles of effective management of records and information holdings;
   3. overseeing the strategic planning and resourcing activities related to the management of records and information holdings;
   4. ensuring that their management of records and information holdings requirements are identified and addressed at an early stage of any operational program design;
   5. designating a senior manager who will be an active member of a national committee on the management of records and information holdings and an advocate of the records management principles;
   6. ensuring and facilitating the use of electronic systems for creating, using and managing records and information holdings throughout their life cycle.
   
   
   
7. Managers are responsible for the following:
   
   
   1. ensuring all employees and persons engaged under contract comply with this DP;
   2. ensuring all employees and persons engaged under contract receive the required training in the management of records and information holdings;
   3. planning, resourcing and implementing activities related to the management of their records and information holdings, including the use of automation;
   4. identifying and addressing requirements for their records and information holdings at an early stage of any program design;
   5. co-operating with departmental records management specialists on the efficiency and effectiveness of plans and activities related to the management of their records and information holdings.
   
   
   
8. Employees and persons engaged under contract are responsible for the following:
   
   
   1. applying effective principles, standards, guidelines and practices for managing records and information holdings in the ongoing performance of their duties;
   2. managing their records and information holdings throughout the life cycle, as established in Annex B, Guidelines;
   3. maintaining audit trails by documenting their activities and decisions, particularly with respect to electronic mail messages;
   4. safeguarding information shared with institutions and individuals outside the Government of Canada;
   5. supporting program development by identifying relevant records and information holdings' requirements and issues to their manager and to the departmental records management specialists;
   6. using electronic systems for creating, using and managing records and information holdings.
   
   
   
9. The Director General, Classification, Labour Relations, Compensation and Business Systems, Corporate Services, Human Resources and Communications Branch, is responsible for ensuring the transfer of personnel records of former PWGSC employees to the Federal Personnel Records Centre on an annual basis.
   
   
10. The Director General, Audit and Ethics Branch, is responsible for conducting periodic audits of departmental compliance with this DP.
    
    
11. The Director, Corporate Security, Corporate Services, Human Resources and Communications Branch is responsible for managing and maintaining the Departmental Security Program and updating DP 051 - Departmental Security Program, which includes protecting sensitive information and assets under departmental control.
    
    
12. The Director, Information Technology Security, Information Technology Services Branch, is responsible for developing the PWGSC Information Technology Security Program and an architecture of safeguards to protect government information under departmental control as indicated in DP 055 - Information Technology (IT) Security Program.
    
    
13. The Manager, Library Services, Corporate Services, Human Resources and Communications Branch, as Departmental Librarian, is responsible for developing, implementing and maintaining a collection of books, periodicals, and published materials to support PWGSC programs and activities.
    
    
14. The Director, Access to Information and Privacy (ATIP), Corporate Services, Human Resources and Communications Branch, is responsible for managing the departmental ATIP Program, in accordance with the DP 002-Policy on Access to Information and Privacy Acts, including:
    
    
    1. advising departmental officials on policies and procedures to ensure that personal information about individuals is used, protected, retained and disposed of in accordance with the Code of Fair Information Practices embodied in sections 4 through 8 of the Privacy Act;
    2. registering and updating Personal Information Banks with the Treasury Board of Canada Secretariat on behalf of the Department;
    3. coordinating and approving the annual update of the PWGSC's descriptions of its organization and record holdings for inclusion in the TB publication "Info Source".

See Annex B.

The ADM, Corporate Services, Human Resources and Communications Branch will review recommendations and prepare policy compliance reports as a key outcome of the periodic audit findings on the departmental adherence to this policy and its effectiveness. The ADM, Corporate Services, Human Resources and Communications Branch, will then ensure that the Department undertakes, within a reasonable period of time, necessary changes to procedures and practices based upon the reported audit findings.

• Access to Information Act;
• Emergency Preparedness Act.
• Library and Archives of Canada Act;
• Personal Information Protection and Electronic Documents Act;
• Privacy Act;
• Privacy Regulations;
• Canada Evidence Act;
• Security of Information Act.

Treasury Board Publications:

• Access to Information Policy;
• Government Security Policy;
• Info Source Publication;
• Policy on the Management of Government Information;
• Privacy and Data Protection Policy;

PWGSC Publications:

• DP 001 - Policy for Emergency Preparedness in Public Works and Government Services Canada;
• DP 002 - Policy on Access to Information and Privacy Acts;
• DP 014 - Protection of Personal and Private Information in the Workplace;
• DP 020 - Departmental Communications;
• DP 051 - Departmental Security Program;
• DP 052 - Corporate Security Program;
• DP 054 - Industrial Security Program;
• DP 055 - Information Technology (IT) Security Program;
• DP 066 - Headquarters Library Services;
• DP 067 - Management of Electronic Mail;
• Infoguide - Departmental Consolidated Information & Assets Classification and Designation Guide.

Other Publications:

• Guidelines for Managing Recorded Information in a Minister's Office;
• Multi-Institutional Disposition Authorities;
• Retention Guidelines for Common Administrative Records of the Government of Canada.

Royal Canadian Mounted Police Guideline:

• SSB/SG-30: Standard for the Transport and Transmittal of Sensitive Information and Assets.

Classification (classification) is the act of analyzing and determining the content of a document, selecting the category under which it will be filed and assigning the appropriate file number to the document for subsequent retrieval.

Classified information (renseignement classifié) means information related to the national interest that may qualify for an exemption or exclusion under the Access to Information Act or Privacy Act and the compromise of which would reasonably be expected to cause injury to the national interest. (National interest concerns the defence and maintenance of the social, political and economic stability of Canada.)

Corporate record (document du Ministère) is defined as information in any medium which departmental employees create, generate, collect and use to enable the Department to meet its operational, legal, financial, tactical and/or strategic needs to meet legislative or policy requirements. In general, corporate records are those records created and received by PWGSC organizations or employees in the conduct of official business and required by PWGSC to control, support or document the delivery of programs, to carry out operations, to make decisions or to account for activities of government.

Department (ministère) means Public Works and Government Services Canada.

Departmental Records Classification Plan (plan ministériel de classification des documents) is the corporate structure or the scheme used for classifying PWGSC information based on the mandate of the Department. It is a logical arrangement for categorizing and organizing information in a systematic and consistent way to facilitate all the activities associated with the life cycle of information.

Departmental Records Retention and Disposal Plan (plan ministériel de conservation et d'élimination) encompasses the corporate retention schedules and the records disposition authorities granted by the National Archivist (of Canada). The schedules indicate the required retention periods for the records and identify their final method of disposal, either destruction, preservation or alienation (removal from the control of the Government of Canada).

Designated information (renseignement désigné) means information related to other than the national interest that may qualify for an exemption or exclusion under the Access to Information Act or Privacy Act.

Disposition (élimination) is the process of disposing of records by destruction, by transfer to the custody and ownership of the Library and Archives Canada or by alienation, the removal from the control of the Government of Canada to another jurisdiction or private entity.

Enterprise Document and Records Management System (E-DRM) (Système de gestion des documents et des dossiers de l'entreprise [GDD-E]) is the PWGSC-endorsed version of Treasury Board's Records Document Information Management System (RDIMS), which emanated from the Treasury Board's Shared Systems Initiative. It is the corporate suite of automated tools for managing documents and records, regardless of medium, throughout their life cycle, from creation or receipt to final disposal, enabling the retrieval and sharing of information.

Government information (information gouvernementale) is information created, received, used and maintained regardless of physical form, and information prepared for or produced by the Government of Canada and deemed to be under its control in the conduct of government activities or in pursuance of legal obligations.

Information (information) is intelligence or knowledge capable of being represented in forms suitable for communication, storage or processing.

Information holdings (fonds de renseignements) include all information under the control of a government institution, regardless of the physical mode or medium (e.g. electronic) in which such information may be stored. Without restricting the generality of the foregoing, this may include e-mail messages, correspondence, memoranda, books, plans, maps, drawings, diagrams, pictorial or graphic works, photographs, films, micro forms, sound recordings, videotapes, machine readable records, published material, and any other documentary material. Excluded from the definition are materials held by federal libraries which were not prepared or produced by or for the government.

Information management (gestion de l'information) is the discipline that directs and supports effective and efficient management of information in an organization, from planning and systems development to disposal and/or long-term preservation.

Information of historical or archival importance (fonds de renseignements de valeur historique) is information identified through the scheduling process or other agreement with the Library and Archives Canada as having enduring value for purposes such as research or legal documentation.

Institutions (institutions) refer to departments or agencies of the Government of Canada.

Life cycle (cycle de vie) of information management encompasses the following: planning; the collection, creation, receipt, and capture of information; its organization, use and dissemination; its maintenance, protection and preservation; its disposition; and evaluation.

Personal information (renseignements personnels) means any information about an identifiable individual that is recorded in any form as defined in Section 3 of the Privacy Act (PA), including, without restricting the generality of the foregoing, race, age, marital status, education, medical, criminal, financial, employment records, identifying number, fingerprints, address, personal views, etc. It does not include certain information concerning the position or functions of a government employee (para. 3(j) of PA), the services performed by an individual under contract for a government institution (para. 3(k) of the PA), a discretionary benefit of a financial nature (para. 3(l) of the PA), and information about an individual who has been deceased for more than twenty years (para. 3(m) of the PA). Personal information is PROTECTED information.

Personal Information Bank (fichier de renseignements personnels) means a collection or grouping of personal information under the control of a government institution which has been used, is being used or is available for use for an administrative purpose, or is organized or intended to be retrieved by the name of an individual or by an identifying number, symbol or other particular assigned to an individual.

Personnel Record (dossier personnel de l'employé) is the individual file maintained by the Human Resources Sector when a person is taken on strength. It contains such information as personal characteristics, education certificates and diplomas, salaries and superannuation data.

Persons engaged under contract (personnel embauché à contrat) means personnel, other than PWGSC employees, engaged to carry out specific functions under contractual provisions with the Department.

Protected information (renseignements protégés) means information related to a matter other than the national interest that may qualify for an exemption or exclusion under the Access to Information Act or Privacy Act, and the compromise of which would reasonably be expected to cause injury to a non-national interest.

Records (documents) include any correspondence, memorandum, book, plan, map, drawing, diagram, pictorial or graphic work, photograph, film, micro form, sound recording, videotape, machine readable record, and any other documentary material, regardless of its physical form or characteristics, and any copy thereof.

Records disposition authority (autorisation de disposition de documents) enables government institutions to dispose of their records which have no further operational or legal value, either by permitting their destruction (at the discretion of institutions), by requiring their transfer to the Library and Archives Canada, or by agreeing to their removal from the control of the Government of Canada (alienation). This authority is granted and issued by the National Archivist of Canada.

Records, Document and Information Management System (RDIMS) (Système de gestion des dossiers, des documents et de l'information [SGDDI]) is the multi-institutionally-shared system from Treasury Board, comprising a suite of automated tools for managing documents and records, regardless of medium, throughout their life cycle, from creation or receipt to final disposal.

Recordskeeping (tenue des documents) is the act of documenting an activity by creating, collecting or receiving records and ensuring that they are available, understandable and usable for as long as they are needed.

Records management (gestion des documents) is the managerial processes relating to the systematic control of all records during their life cycle, including the planning, organizing, directing and controlling, and encompasses the policies, practices, procedures, systems, operations, space, equipment and people.

Records Management and Information Holdings Program (programme de gestion des documents et des fonds de renseignements) refers to the function of the administrative control and the technical operations and processes governing the organization of a classification system. It consists of the creation, maintenance and disposal of information and files, and includes the planning, organizing, controlling and co-ordinating of personnel, space and equipment while permitting:

1. the logical grouping and segregation by classification for retrieval of information and the systematic disposal of same;
2. the receipt, storage, care, custody, reference and research services for the information.

Retention schedule (plan de conservation) is a timetable that identifies the length of time that records must be retained before final disposition, and the method of disposition.

Sensitive information (renseignement de nature délicate) means classified or designated information.

Transitory record (document éphémère) constitutes information which is required for a limited time to ensure the completion of a routine action or the preparation of a subsequent document. Transitory records do not include records required by government institutions or ministers to control, support or document the delivery of programs, to carry out operations, to make decisions or to account for activities of government.

Under the control (relever de) means a record is under the control of a government institution when that institution is authorized to grant or deny access to the record, to govern its use and, subject to the approval of the National Archivist, to dispose of it. Regarding the question of physical possession, a record held by an institution, whether at headquarters, regional, satellite or other office, either within or outside Canada, is presumed to be under its control unless there is evidence to the contrary. A record held elsewhere on behalf of an institution is also under its control. Personal or political papers of a minister and ministerial records not relating to the administration or operation of the institution for which the minister is responsible and which are kept separate and apart from institutional files are not under the control of the institution.

Additional guidelines and procedures governing the management of records and information holdings will be available as part of the PWGSC's Records Management and Information Holdings Web Site.

1. The Life Cycle of Information Management

   Records and information holdings pass through the following stages during their life cycle:

   1. Planning;
   2. Collection, creation, receipt and capture;
   3. Organization, use, and dissemination;
   4. Maintenance, protection and preservation;
   5. Disposition through destruction, preservation or alienation (removal from the control of the Government of Canada).

   Each stage of the life cycle can be used as a basis to review an integral part of the management of information.

   Whether at the departmental or program level, an organization uses the information life cycle as a framework with which to manage its information.

   1. Planning

      The planning stage involves assessing how to meet the needs of the institution for operational, legislative and policy purposes. The Policy on the Management of Government Information (MGI) states that institutions should identify their information needs as early as possible in the project or management cycle. In keeping with that concept, institutions should collect, create or generate only what information they require. They should also make sure the information does not already exist in the institution or that it is readily accessible to the institution. Information should be kept only so long as it is of value to the institution in meeting its operational and legal requirements, responsibilities and obligations. In addition, when planning information systems, or making enhancements to existing information systems, institutions should identify and include all the important parameters related to the Policy on the MGI.

      In the planning stage, organizations should identify their own information needs for each of the stages in the information life cycle. The subsequent collection, creation and/or generation of information should be directly linked to the needs that have been identified. The information that result should be organized, stored and protected. Finally, information of no further use or value to the institution should be disposed of pursuant to provisions of the National Archives of Canada Act and the National Library Act.

   2. Collection, creation, receipt and capture

      Planning should determine what information should be collected, created or received, based on operational needs and legislative or policy requirements. This suggests that generating or gathering of information should be articulated in terms of the nature of information needed (what), its operational, legislative or policy purpose (why), which persons or groups of the institution will have custody and use of the information (who), the frequency of need (when), and whether it is to be generated internally or gathered from other sources (where and how).

      The TB Policy on the MGI states some additional requirements concerning the collection of information. Government institutions are required to avoid collecting information that is already available, minimize the response burden and costs associated with collection, and collect personal information in accordance with the Privacy Act.

   3. Organization, use and dissemination

      In order to maximize the value of information, these activities/functions should relate to the needs of the institution. Consequently, institutions should identify and describe their information to meet their operational requirements (decision making and program delivery) and to meet legislative or policy requirements. Description provides context and meaning. Information should also be organized or arranged in a logical manner that facilitates access by employees. In this regard, access includes transmission, use and retrieval.

      In the transmission, use and retrieval of information, employees should respect the applicable legal and policy constraints, including the Access to Information Act and Privacy Act, and the Government Security Policy. In addition, the Policy on the MGI requires that information of government institutions be identified in appropriate government public reference sources and that it be available to the public and for use within the government - subject to legal and policy constraints.

      In addition, institutions must recognize the importance of having a skilled workforce and the right equipment to facilitate the transmission, use and retrieval of information.

   4. Storage, maintenance, protection and retention

      Information of continuing relevance to the business of the institution should be stored in media appropriate to the characteristics of the information. Thus, the media (paper, books, microfilm, computer diskettes, magnetic computer tape, CDs, DVDs, etc.) should be selected to facilitate employee accountability, keeping in mind the length of time required to satisfy business needs, and archival or historical requirements. To preserve the corporate memory, information needs to be protected against unauthorized loss, access, use, alteration, destruction or alienation (i.e., transfer outside the control of the government).

      Institutions keep information as long as it is useful for decision making, program operations and service delivery. As well, the requirement under the Policy on the MGI to retain information that serves to reconstruct the evolution of policy and program decisions should guide institutions in this matter.

   5. Disposition through destruction, preservation or alienation

      The corporate memory of the Government of Canada includes all government information which is created, collected or received by government institutions to meet operational needs and requirements of legislation and policy. The information should be disposed of when institutions have no further operational need or legislative or policy requirement for keeping the information, and when authority for disposal has been granted by the National Archivist. In accordance with the terms and conditions for disposal stipulated in the disposal authorities, the information may then be disposed of either through destruction, through preservation by transferring to the control of the Library and Archives Canada if assessed as information of historical or archival importance, or through alienation by removal from the control of the Government of Canada and transferring to the control of an entity outside of the Government of Canada.

2. Key Attributes of Information

   The six interrelated attributes referring to the quality of information are useful as a basis to review and assess the management of information within institutions.

   Key Attributes:

   - Available - Understandable - Usable - Complete - Accurate - Up-to-date

   1. Available

      Throughout its life cycle, information should be available to those who require it. Information - regardless of the medium used - must be accessible to employees, for retrieval and use when required. In short, information must be accessible on a timely basis. Where information technology is used for storage or transmission, the technology should be available to employees in order to facilitate retrieval and use of information.

   2. Understandable

      To be of any use, information needs to be understandable. Identification and description of information must be meaningful to employees. For example, technical information described in abbreviated terms understood by technical experts may not be understood by other employees.

   3. Usable

      Information needs to be usable by those who require it. Information must relate to the purposes for which it was created, collected or received. In other words, the content must be applicable or relevant to employees. In addition, the information must be in a form that can be used by the persons who need to use it. Both the content and form of information should provide for efficient and effective use of information.

   4. Complete

      Employees may need a variety of information in support of decision making or program delivery. Information should meet the needs of every program within their organization.

   5. Accurate

      Information needs to be correct. Accuracy of information can affect decision making and program delivery.

   6. Up-to-date

      Information holdings need to contain the most current information relevant to employee needs. A lack of up-to-date information can impair decision making and program delivery. Anyone planning to collect or create information should take into consideration the requirements for keeping the information up-to-date.

3. Evidential Value of Records

   In the course of conducting business, employees create and receive records documenting the various transactions undertaken. The records provide a complete picture, from start to completion, of the particular business activity, such as a construction project, a procurement contract, a staffing action, an audit review. The records provide proof of what was done, how it was done, and why. This proof is the evidence needed to support and explain business actions when responding to enquiries on projects, decisions taken, litigation issues and access to information requests. It also provides reference and lessons learned for future business activities and decision making. The evidence provided in all records has potential legal value to PWGSC. Although employees recognize the importance in safekeeping documents commonly referred to as legal records, for example, agreements, contracts, leases, etc., the evidential value in all departmental or corporate records makes it important that employees maintain and protect them throughout their life cycle (from creation to disposal) in accordance with departmental and federal government policies and guidelines.

4. PWGSC Electronic Solution for Managing Records

   As the electronic solution for managing records in PWGSC, the Department selected and endorsed Enterprise Document and Records Management (E-DRM) System, as the corporate document and records management system. As the departmental version of the Treasury Board Secretariat's RDIMS, E-DRM is a suite of automated tools for managing records and documents, regardless of medium, throughout their life cycle. E-DRM will allow employees to manage at their workstations both their electronic and non-electronic records (e.g. paper) in accordance with the TB's Policy on the MGI. Even if E-DRM is not yet available at the employee's workstation, all records, including electronic records, must still be managed in accordance with this DP. As an interim solution, employees are to use shared drives structured in accordance with the Departmental Records Classification Plan.

5. Records Maintenance and Protection
   
   
   1. Records are either centrally controlled within the various branches/agencies or are managed on a decentralized basis. Regardless of the method utilized, all employees have a responsibility to ensure that corporate information is retained and disposed of in accordance with the TB's Policy on the MGI, the Government Security Policy and RCMP guidelines.
   2. Even if E-DRM is not available at an employee's workstation, the management of all records, including electronic and paper records, must still be in accordance with this DP.
   3. All records must be protected from being altered, falsified, concealed and improperly destroyed, in particular, as per Bill C-208, amendment to Section 67 of the Access to Information Act, as it relates to access to information requests which are overseen by the Director, Access to Information and Privacy.
   4. All records under the control of PWGSC, including transitory records, which are subject to an ongoing access to information request must be retained, and, not disposed of before they have met the retention requirements governing such requests and the records subject to such requests.
   
   
6. Year 2000 (Y2K) Initiative: Recordskeeping

   Because of possible system failures, it was extremely important at the turn of the millennium for all employees of PWGSC to be aware of their responsibilities and obligations in effectively managing their records which related to the Y2K initiative. All records, regardless of medium, relative to the Y2K initiative and Y2K issues must still be managed so that the information is readily accessible, complete and accurate, and shall continue to be retained until March1,2010. In the event of issues such as system failures arising prior to the expiry of the retention period, the records shall be retained for a minimum of six years after final resolution/settlement, subject to a longer retention if so required at that time to satisfy legal and operational requirements. This also includes all transitory records relative to Y2K issues. The Authority for the Destruction of Transitory Records, issued by the National Archivist, does not apply to transitory records relative to the Y2K issues.