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Record Keeping Methodology

FAQ’s – Record Keeping Executive Breakfast – May 23rd 2012 RKM PDF

Q: What about Legacy Information?

A: Legacy Information needs to be included in all of your recordkeeping and disposition activities. Compliance with the Directive on Recordkeeping includes identifying information resources of business value – which may be found within legacy collections. Contact us if you would like to understand more about how legacy information can be incorporated into your recordkeeping projects.

Q: What about Unstructured Content?

A: Unstructured Content needs to be included in all of your recordkeeping and disposition activities. Compliance with the Directive on Recordkeeping includes identifying information resources of business value – which may be found within unstructured content. Contact us if you would like to understand more about how unstructured content can be incorporated into your recordkeeping projects.

Q: What is the difference between the Recordkeeping Methodology and the RK Smart Method™?

A: On Second Thought Advisory and Library and Archives Canada co-developed the Recordkeeping Methodology to enable government departments to meet the requirements of the Directive on Recordkeeping and get disposition authority from Library and Archives Canada. Based on experience and practical implementation, On Second Thought Advisory has streamlined the first generation RK Methodology into the RK Smart Method™ while still maintaining all core components to enable government departments to meet the requirements of the Directive on Recordkeeping and get disposition authority from Library and Archives Canada. If you would like to discuss the best approach for your institution, please get in touch!

Q: What are LAC and TBS saying about the RK Smart Method™?

A: The Recordkeeping Methodology was co-developed by OSTA and LAC to enable government departments to meet the requirements of the Directive on Recordkeeping and get disposition authority from Library and Archives Canada. The RK Smart Method™ has the same core components to enable government departments to meet the requirements of the Directive on Recordkeeping and get disposition authority from Library and Archives Canada. If you would like to hear more about what LAC and TBS are saying about the RK Smart Method™, we’d love to hear from you!

Q: What can you offer Early Adopter Departments, Non-Early Adopter Departments, and Small Agencies?

A: The Recordkeeping Methodology and the RK Smart Method™ can be customized to your needs and implemented in modules in collaboration with your team for shared expertise and knowledge transfer. We have a lot of ideas about how we can customize our approach and work with your institution, no matter your level of readiness or resource capacity – contact us to discuss this further.

Q: How does risk factor in?

A: Business Risk and Information Risk are both reflected in the Recordkeeping Methodology and the RK Smart Method™. To hear more about how risk is important to recordkeeping and can be embedded in your recordkeeping projects and practices, please get in touch.

Q: What is GC Info Value Analytics™?

A: GC Info Value Analytics™ is a module of the RK Smart Method™ that has all common GC business processes documented with their respective IRBV and recommended retention periods, ready to be adapted and customized to your business environment. Contact us for a demonstration of GC Info Value Analytics™ that will change how you see value and accountability.

Q: Wouldn’t it be easier to just install an IT solution?

A: Not if your goals are compliance and disposition. A technology solution will not help you meet the requirement of identifying IRBV for both compliance with the Directive on Recordkeeping and receiving Disposition Authority from Library and Archives Canada. To hear more about why IT solutions do not present the full solution, give us a call.

Q: What about a new program or agency start-up?

A: The RK Smart Method™ will work within any environment. The principles are the same for an existing program or agency or a new start-up, and we can adapt the RK Smart Method™ to suit your needs. Contact us to learn more about how the RK Smart Method™ can be applied in a new program or agency.

Q: How can we ensure the sustainability of our recordkeeping after we’re done the project?

A: The “evergreening” or continuous monitoring of your RK environment is an important element of sustainable RK management. The IRBVs are linked to the strategic tools (PAA, MAF, MRRS) that the GC uses to manage programs and projects and to report performance results to Treasury Board. It is important for your IM team to monitor any changes to these tool or incorporate any new departmental programs or priorities. Contact us if you need help developing your RK evergreening protocols.

Q: Do we need to procure individual modules or can we just get started?

A: The components of the RK Smart Method™ can be completed sequentially, or individually, and you can procure one component at a time or all four components. Modules build on each other and are customized to your needs, while growing your internal capacity. The approach that you select depends on your context – management engagement, resources, budget, and timing. Contact us to hear more about how to get started.

Q: What procurement vehicles are available to us?

A: We have a range of procurement vehicles to meet your needs, including TBIPS (Task-Based Informatics Professional Services), SBIPS (Solutions-Based Informatics Professional Services), TSPS (Task and Solutions Professional Services), THS (Temporary Help Services), and PS Online (Professional Services Online). Please contact us to discuss the best procurement vehicle for your needs.

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Record Keeping Methodology

The ChallengeRKM PDF

The objective of the Directive on Recordkeeping is stated as follows: ensure effective recordkeeping practices that enable departments to create, acquire, capture, manage, and protect the integrity of information resources of business value in the delivery of Government of Canada programs and services.

EMERION fully understands many of the challenges Government of Canada departments and agencies are facing as they strive to be deemed compliant to the TBS Directive on Recordkeeping, such as:

  • Identifying and documenting the risk profile of information resources, taking into consideration the legal and regulatory risks, access to information, security of information, and protection of personal information;
  • Identifying, establishing, implementing, and maintaining repositories of information resources of business value that are stored or preserved in a physical or electronic storage space
  • Establishing, using and maintaining taxonomies or classification structures to facilitate storage, search, and retrieval of information resources of business value in all formats and
  • Developing and implementing a documented disposition process for all information resources.

Why EMERION

EMERION, in direct partnership with On Second Thought Advisory (OSTAdvisory), has the knowledge, experience, business and technical expertise to ensure all compliancy challenges are addressed.

The GoC approved Recordkeeping Methodology (RKM), developed by OSTAdvisory in collaboration with Library and Archives Canada, provides a comprehensive strategy to help Government of Canada (GoC) institutions meet the requirements of the TBS Directive on Recordkeeping. The RKM is supplemented by practical tools and guides, and it provides a streamlined process for identifying information resources of business and enduring value. It also establishes recordkeeping controls suitable for the Digital Office environment.

The RKM is the most efficient and effective approach to get Directive compliance, i.e. Information Resources of Business Value at the desktop, identifying and mitigating risk, timely disposition decreasing storage costs (physical and electronic), e-Litigation preparation (e-Discovery), Access to Information, Protection of Privacy, and IT requirements analysis.

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IMAGINE

The ChallengeIMAGINE PDF

Federal Government Departments and Agencies are facing a wide range of challenges in managing information.

Central Agencies have recognised these challenges and the risk they pose to the Federal Government. As such, Treasury Board has renewed its Policy on Information Management in 2007 and has developed a number of supporting directives, including the Directive on IM Roles and Responsibilities and the Directive on Record keeping.

IM Executives and Managers understand the elements required to implement a comprehensive IM Program, including:

  • A governance framework, with the right structure and accountabilities
  • A current and adopted IM strategy to support the effective management of information and records to meet program and service outcomes
  • Technology Solutions to support and automate the IM functions and processes and
  • Support and engagement from the program areas.

These elements must be communicated to the organization through IM awareness and training activities, and must be supported by best practices that are well-integrated into business activities, including documented practices for consistent management, search, and retrieval of information from all repositories.

Why EMERION

At EMERION, we understand the challenges faced by IM Executives and Managers within their IM Program. We also recognise that the wide range of expertise required to support our Clients in addressing the IM challenges is often not found in a single consultant; rather access to an array of different skills, available at different phases during the IM Program development and implementation process.

The EMERION IM Advisory Group have proven Governmentmof Canada experience and expertise in the delivery of a wide range of IM services, including:

  • IM policy aligned with departmental mandate
  • IM governance
  • IM strategy aligned with TBS policy and directives
  • IM roadmap tactical action planning
  • IM awareness and training development
  • Client engagement strategy and change management

The EMERION IM Advisory Group provides an approach for IM Executives and Managers to gain access to panel of experts to help define and validate the development of your IM Program, and to assist with the implementation at critical points in the process. IM Executives and Managers therefore get access to the right expertise at the right time to ensure success.

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EDRMS

The Challenge EDRMS PDF

Federal Government Departments and Agencies rely on information as a key asset to deliver their programs and services. As this information is moving to the digital world, a comprehensive Electronic Document and Records Management System (EDRMS) is required to ensure the integrity of this information, to allow for easy search and retrieval as well as to address compliance to Treasury Board Secretariat (TBS) Information Management (IM) policies and directives.

IM Executives and Managers know that to be successful with EDRMS initiatives, they must adopt a people focussed change management approach, and assemble the right project team with business andtechnical skills.

Why EMERION

EMERION has the expertise required to assist Federal Government departments and agencies with EDRMS initiatives. Our team of IM experts has the stakeholder engagement, project management, IM policy, business analysis, communication and training experience to guide our clients through this important change management initiative. In addition, our team of technical experts is well versed and experienced with the IM solutions utilized within the GoC including RDIMS eDocs and GCDocs Content Server (LiveLink) from OpenText, Microsoft SharePoint and CRM, as well as their integration with complementary technologies such as office suites, e-mail systems, collaboration platforms and line of business applications.

No matter if the EDRMS is a new implementation or a migration from a legacy technology, EMERION has the expertise to support you through the various phases of your EDRMS project, including:

  • The definition of the project vision, the development of the business case and the establishment of the governance model
  • The documentation of the business requirements, the definition of the solution architecture and the development of the project plan
  • The design of the information architecture and the selection of appropriate tools and technologies
  • The implementation of the solution, including the technology installation / configuration and the conversion of data and documents and
  • The deployment of the solution to the entire organization, including organizational change management, training and support.

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