Appendix 1 - MGI Policy Requirements

MGI Policy Requirements - component parts

1. Enhancing public trust - to deliver programs, services, and information cost-effectively and consistent with the needs of Canadians, institutions must:

1. ensure the quality, consistency, and availability of information across delivery channels to respect Canadians' official language of choice and their preferred means of accessing information and of communicating with government;
   1. information quality and consistency
   2. information availability across delivery channels and preferred means of accessing information and communicating with government
   3. respect Canadians' official language of choice
2. organize information to provide clarity, context, and convenient access to relevant, comprehensive, and timely information and services.
   1. organize for clarity, context and relevant, comprehensive, information
   2. organize information for convenient and timely access to information and services
3. re-use and share information to the greatest extent possible, in accordance withlegal and policy obligations and in a manner that protects personal information and the privacy of individuals.
   1. re-use and share information to the greatest extent.
   2. re-use and share in accordance with legal and policy obligations
   3. re-use and share information in a manner hat protects personal information and privacy of the individual.
4. Document decisions and decision-making processes.
5. preserve the integrity of information, particularly when it is used in collaborative endeavours with other federal government institutions, other governments, or non-governmental organizations;
6. ensure the appropriate security, protection, and disposition of information.

2. Managing government information throughout its life cycle - to ensure the effective and efficient management of information, regardless of medium or format, throughout its life cycle, institutions must:

2.1 include information management considerations in the planning cycle to ensure that:

1.  
   1. information management requirements are incorporated at an early stage in the development of new or modified government policies, programs, services,
   2. information management requirements are incorporated at an early stage in the development of new or modified technology-based systems
2. governance and accountability structures are in place for the management of information; and
   1. governance structures are in place for the management of information
   2. accountability structures are in place for the management of information
3. opportunities for common infrastructures are maximized to optimize the interoperability of information management systems.

2.2 collect, create, receive and capture information in ways that:

1. support service delivery, informed policy and decision making, and business, legal, and accountability requirements;
   1. support service delivery, informed policy and decision making
   2. support business, legal, and accountability requirements
2. ensure its relevance, reliability, and completeness;
3. optimize its sharing and re-use, in accordance with policy and legal obligations;
4. document decisions and decision-making processes to account for government operations, reconstruct the evolution of policies and programs, support the continuity of government and its decision-making, and allow for independent audit and review; and
5. reduce the response burden on the public by avoiding the unnecessary collection f information.

2.3 organize, use, and disseminate information by:

1. establishing a co-ordinated and comprehensive approach to describing the institution's information;
2. maintaining a current and comprehensive classification structure or structures, including metadata; and
3. providing users with timely and convenient access to information, in accordance with legal and policy obligations.

2.4 maintain, protect, and preserve information to:

1. ensure its usability, including the usability of encrypted information, over time and through technological change;
2. ensure that information of enduring value to the Government of Canada or to Canadians is available for current and future use;
3. safeguard essential records; and
4. safeguard it from improper disclosure, use, disposition or destruction, in accordance with legal and policy obligations.

2.5 ensure disposition of information by:

1. adhering to departmental retention and disposition plans, the National Archives-approved Records Disposition Authorities, and other legal and policy obligations to ensure the timely disposition of information that is no longer required by the institution;
2. transferring to the National Archives information it has designated as having historical value;
3. transferring to the National Library publications that libraries of federal institutionshave declared surplus; and
4. considering its transfer to non-federal government organizations, subject to legaland policy obligations.

2.6 assess the effectiveness and efficiency of the management of information throughout its life cycle by:

1. establishing accountability frameworks to ensure the appropriate management of information; and
2. identifying, documenting, and reporting on specific risks, vulnerabilities, and other significant management issues and undertaking corrective action if required.