Glossary of Terms

A corporate Repository is where information is stored, accessed and maintained.

Disposition is the process which enables government institutions to dispose of records which no longer have operational value, either by permitting their destruction (at the discretion of institutions), by requiring their transfer to Library and Archives Canada, or by agreeing to their alienation from the control of the Government of Canada. These decisions are based on appraisals conducted by archivists.

Source: Government Information Management and Disposition

Disposition authorities are the instruments that enable government institutions to dispose of records which no longer have operational value, either by permitting their destruction (at the discretion of institutions), by requiring their transfer to Library and Archives of Canada, or by agreeing to their alienation from the control of the Government of Canada.

Source: Directive on Recordkeeping

The Disposition Tracking Tool (DTT) aids in tracking the records disposition process from all program areas in ESDC. The main objective of the (DTT) is to provide a complete current inventory of disposed information resources and statistical data in order for our Chief Information Officer to accurately report the Department's progress to Treasury Board Secretariat.

Source: Disposition Tracking Tool

An EDRMS is an automated system used to manage, protect and preserve information resources from the time they are created until they can be deleted. This type of solution enables employees to access, use and dispose of information resources in a managed, systematic and auditable way in order to ensure accountability and transparency in program and service delivery.

An electronic record is information recorded by a computer that is produced or received in the initiation, conduct or completion of an agency or individual activity.

Examples of electronic records include e-mail messages, word- processed documents, electronic spreadsheets, digital images and databases.

A record essential to continuing or re-establishing critical institutional functions.

Source: Policy on Information Management

Generic Valuation Tools (GVT) provide Government of Canada institutions with a starting point for meeting two key requirements of the Treasury Board of Canada Secretariat (TBS) Directive on Recordkeeping (2009), namely the identification of information resources of business value (IRBV) and the establishment of retention specifications.

Source: Generic Valuation Tools

The structure of the information components of an enterprise, their interrelationships, and principles and guidelines governing their design and evolution over time. Information architecture enables the sharing, reuse, horizontal aggregation, and analysis of information.

Source: Policy on Information Management

A discipline that directs and supports effective and efficient management of information and data in an organization, from planning and systems development to disposal or long-term preservation.

Source: Policy on Information Management

A basic set of configuration rules for all GC EDRMS / GCDOCS implementations. The default configuration of all instances of GCDocs implemented through the GCDocs EPMO (PWGSC). Enables the Standard for Electronic Documents and Records Management Solutions (EDRMS): "Ensuring common, consistent, and cost effective departmental implementation of EDRM solutions to meet recordkeeping requirements".

Site: Information Management Common Core (IMCC) to Support EDRMS Implementation (GCpedia)

An employee who carries out roles and responsibilities that require function-specific knowledge, skills and attributes related to managing information such as those found in records and document management, library services, archiving, data management, content management, business intelligence and decision support, information access, information protection and information privacy.

The roles and responsibilities of information management functional specialists support departmental objectives and programs with planning, tools or services which provide accurate, reliable, current, and complete information to the appropriate people, in the appropriate format, at the appropriate time.

Source: Information Management Roles and Responsibilities, Directive on

Any documentary material produced in published and unpublished form regardless of communications source, information format, production mode or recording medium.

Information resources include:

• Textual records (memos, reports, invoices, contracts, etc.)
• Electronic records (e-mails, databases, internet, intranet, data etc.)
• New communication media (instant messages, wikis, blogs, podcasts, etc.)
• Publications (reports, books, and magazines), films, sound recordings, photographs, documentary art, graphics, maps, and artefacts.

Source: Directive on Recordkeeping

The Directive on Recordkeeping defines an information resource of business value as published and unpublished materials, regardless of medium or form, that are created or acquired because they enable and document decision-making in support of programs, services and ongoing operations, and support departmental reporting, performance and accountability requirements.

Source: Directive on Recordkeeping

Information resources that have long-term importance and relevance to Canadian society. For example, government records that have historical or archival value.

“Information resources of archival value are sometimes referred to as Information resources of enduring value.”

Source: Directive on Recordkeeping

Library and Archives Canada (LAC) combines the holdings, services and staff of both the former National Library of Canada and the National Archives of Canada. As outlined in the Preamble to the Library and Archives of Canada Act, LAC's mandate is as follows: to preserve the documentary heritage of Canada for the benefit of present and future generations; to be a source of enduring knowledge accessible to all, contributing to the cultural, social and economic advancement of Canada as a free and democratic society; to facilitate in Canada co-operation among communities involved in the acquisition, preservation and diffusion of knowledge and to serve as the continuing memory of the Government of Canada and its institutions.

Site: Library and Archives Canada

A Naming Convention is a framework for naming your files in a way that describes what they contain and how they relate to other files. These elements could include things like the date of creation, author's name, project name, name of a section or a sub-section of the project, the version of the file, etc.

An office of primary interest (OPI) is the federal government institution -- department, agency, board, office or commission -- to which the authority, responsibility and accountability to perform a particular function on behalf of the Government of Canada has been specifically assigned by legislation, regulation, policy or mandate.

Source: Government Records Disposition: Frequently Asked Questions (FAQs)

Paper records are physical documents produced or received in the initiation, conduct or completion of an agency or individual activity. For example signed documentation, photo's, microfiche.

Any library matter that is made available in multiple copies or at multiple locations, whether without charge or otherwise, to the public generally or to qualifying members of the public by subscription or otherwise. Publications may be made available through any medium and may be in any form, including printed material, on-line items or recordings.

Source: Information Management, Policy on

For the purpose of this directive, records are information created, received, and maintained by an organization or person for business purposes, legal obligations, or both, regardless of medium or form.

Source: Directive on Recordkeeping

The RDA outline the terms and conditions for disposition of records / IRBVs, providing a listing or description of those records / IRBVs deemed to be of historical or archival value (now referred to as Information Resources of Archiving Value, IRAV) that must be transferred to LAC at the end of their retention period.

A framework of accountability and stewardship in which information resources are created or acquired, captured, and managed as a vital business asset and knowledge resource to support effective decision-making and achieve results for Canadians.

Source: Directive on Recordkeeping

Duplicate information used to enhance day-to-day activities. For example:

• Journal articles and publications created outside of the department and accessible on the intranet
• Copies of reports or documents created outside ESDC

A repository is a preservation environment for information resources of business value. It includes specified physical or electronic storage space and the associated infrastructure required for its maintenance. Business rules for the management of the information resources captured in a repository(ies) need to be established, and there must be sufficient control for the resources to be authentic, reliable, accessible and usable on a continuing basis.

Source: Directive on Recordkeeping

Recommended retention specifications in GVTs are determined based on traditional or best practices, a review of government-wide legislation and policy, and validation with subject matter experts. Retention periods are suggestions only; departments must take into account their own legislative requirements and business needs.

Legislated retention specifications were identified by a thorough review of the Access to Information Act, the Privacy Act, the Library and Archives of Canada Act, the Policy on Information Management, the Directive on Information Management Roles and Responsibilities, and the Directive on Recordkeeping.

Source: Library and Archives Canada - Information management

What is a retention schedule?

Information is a strategic asset within the government, and it is important to effectively and efficiently manage it. A retention schedule is one of the important tools within information management and the department to achieve this goal.

The content of the retention schedule is based on the following needs:

• Operational
• Legal / Regulatory
• Financial
• Contractual
• Privacy
• Other needs

Transitory records are those information resources that are required only for a limited time to ensure the completion of a routine action or the preparation of a subsequent record. They 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.

Examples and definition for transitory records

Transitory records are not of business value. They may include records that serve solely as convenience copies of records held in a government institution repository, but do not include any records that are required to control, support, or document the delivery of programs, to carry out operations, to make decisions, or to provide evidence to account for the activities of government at any time.

(Source: Disposition Authorization #2016/001 for Transitory Records, Section A.2)