Data Management BULLETIN ISSUE No 5 -January 2001 Corporate Information Management Directorate

Welcome to a special issue of the Data Management Bulletin! The goal of the Data Management Bulletin is to not only increase awareness of data management issues, but to provide First Nations and Regions with a forum for sharing information on best practices and topics of interest to all readers. To this end, we are pleased to present an article contributed by Peter Goudswaard of the Sto:lo Nation in British Columbia, on the need for sound policies governing the use of the Internet.

The move to the World Wide Web has had a major impact on the way First Nations, the Department of Indian Affairs and Northern Development (DIAND) and, indeed, the Government of Canada as a whole do business. In keeping with this issue's focus on the growing use of technology, specifically the Internet, to access information and services, we will also spotlight Canada's government-wide initiative, Government On-Line (GOL). What is GOL and how will it impact on not only DIAND but all Canadians?

DIAND and the INET

The Department of Indian Affairs and Northern Development (DIAND) developed its INET (Intranet, Internet and Extranet) Policies and Usage Statement in response to the increasing importance and use of the Internet, Intranet and Extranet, and the impact of this medium on program delivery. The purpose was to establish guidelines, policies and standards for the appropriate use of the INET by all DIAND staff and to clearly communicate the department's expectations with respect to the acceptable use of all three web technology applications.

It is important to note that every time DIAND employees sign on to the network, a pop-up window informs them that the network is private and restricted and that the network is monitored and analysed regularly. Employees acknowledge these conditions by hitting any key. This serves as a regular reminder of our INET Policy and Usage Statement.

Although DIAND has already implemented INET policies and Usage Statements, the following article by Peter Goudswaard serves to highlight the importance of and the need for similar policies in all organizations. Please note that Mr. Goudswaard does not intend for this article to be construed as legal advice, but merely helpful guidelines in developing an acceptable use policy.

A First Nation's Approach!

When we speak of policy, we tend to think of guidelines that communities set to help them plan their activities and services, such as the provision of Health care, etc. However, good information systems planning also requires policies to help guide an organization's technology investments.

One of the best investments that an organization can make is to develop an acceptable use policy for both the Internet and e-mail. The potential for the misuse of these tools can be extremely high if an organization fails to provide its employees with clear guidelines and expectations for their use. For first-time Internet users especially, such a policy may be invaluable in identifying what constitutes inappropriate or illegal material, as well as, eliminating the temptation to spend unproductive hours online.

As an organization, however, one must be careful with the definition of "acceptable". In those instances where viewing of descriptive or sensitive material is required for the function of the employee, an organization must ensure that its policies are flexible enough to allow for these situations.

Developing an acceptable use policy - where do you start? There are many good examples on the Internet! For instance, LibraryNet (http://www.schoolnet.ca) provides some good, easily understood examples. Additional information can also be obtained by going to any popular search engine, such as Yahoo or Altavista, and conducting a search for "acceptable use policy".

Policies are of no use if they are not read and understood! Therefore, it may be in an organization's best interest to ensure that all employees are taught the policies as part of their workplace training. Finally, it is important that policies are written in plain, understandable wording.....nothing stops people from reading more than legalese!

Government On-Line

Starting in 2001, Canadian citizens will have on-line access to up-to-date, accurate, bilingual information on key programs and services, as well as, downloadable and printable versions of commonly-used forms, all of which are available through one access point called the "Canada Site", the gateway to all federal web sites.

By the year 2004, the goal of GOL is to provide key federal programs and services on-line and to give clients the ability to complete secure and interactive transactions over the Web.

The GOL vision is to provide better service and better government to all Canadians, access to government information, stimulate e-commerce and, at the same time, be committed to providing choice, privacy and accessibility. "Getting Government On-Line is an important part of the federal strategy to accelerate Canada's participation in the digital economy."

DIAND is committed to the success of GOL as a government-wide intiative and, most importantly, as a complement to the Connecting Aboriginal Canadians and Gathering Strength framework. GOL is providing DIAND with an opportunity to both confirm the services it delivers to First Nations, Inuit and Northern partners, and to examine, redesign and streamline the service delivery processes.

GOL also means that DIAND will have an expanding presence on-line. With the soon to be released Aboriginal Canada Portal Site, DIAND in collaboration with other government departments and National Aboriginal Organizations, is committed to providing citizens with a one-stop access point to information on Aboriginal art, culture, statistics, services and more.

As GOL unfolds from now until 2004, DIAND will be providing even more electronic information and services on-line in keeping with the client centred vision of GOL.

Data Managers Get Together

In September 2000, Saskatchewan Region hosted the ninth annual Program Data Managers Workshop. Over the years, these workshops, which are organized by the Data Operations Section of the Corporate Information Management Directorate, have proven to be an effective vehicle for discussing and sharing with regions, new initiatives and data management issues.

This year, First Nations representatives also took part in the workshop and their contributions made a valuable addition to the agenda. Although the main focus of the workshop was GOL, other important topics included the National Child Benefit, Non-Registered On-Reserve Population, Electronic Data Interchange, TPMS Manager, as well as various data reporting issues. In addition, participants benefited from a Statistical Training Seminar which included a case study approach to the analysis of program data.

By all accounts, the 2000 Workshop was an overwhelming success! Participants enjoyed the opportunity to, once again, get together and share in an open exchange of ideas and information. These workshops are an important tool in fostering and maintaining the ongoing communication that is necessary between regions, headquarters and First Nations administrators as we work towards a common goal....the timely receipt of quality program data.

Quote of the Day

"Progress lies not in enhancing what is, but in advancing toward what will be." -Khalil Gibran (1883-1931)

Do you have any comments you wish to share with us? Please contact Kathy Hoskins, CIMD, DIAND, at (819) 994-4878 or by e-mail at : hoskinsk@inac.gc.ca.

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