Accessing and Storing Information
Accessing and Storing InformationSharePoint: Library
Description: Online file location to create, collect, and update files with others.
Purpose: Built-in collaboration and sharing of work-related documents, presentations and spreadsheets.
Access: SharePoint site content owners and designers have the responsibility for managing who has permission to view libraries and the information contained within them. Access is only to be granted to employees who need to know the information to perform their duties. See Information Categorization Tool.
Self-serve tools available on iService.
Information classification for this Device:
Yes
Yes, see Access
Never
SharePoint: Site-collection, Sub-sites and Lists
Description: A list in SharePoint is used to store data across columns in separate rows.
Purpose: Built-in collaboration and sharing of work-related documents, presentations and spreadsheets.
Access: SharePoint site content owners and designers have the responsibility for managing who has permission to view libraries and the information contained within them. Access is only to be granted to employees who need to know the information to perform their duties.
Self-serve tools available on iService.
Information classification for this Device:
Yes
Yes, see Access
Never
Group Shared Drive (T:)
Description: Network drive for storing files.
Purpose: Collaborating and sharing of work-related materials with members of your immediate team.
Access: Access limited to approved employees. Information may need to be password protected or encrypted.
Information classification for this Device:
Yes
Yes, see Access
Never
Common Share Drive (U:)
Description: Network drive for storing files.
Purpose: Collaborating and sharing of work-related materials with members of your immediate team and other teams within the department.
Access: Access limited to approved employees. Strongly recommend files be password protected or encrypted.
Information classification for this Device:
Yes
Yes, see Access
Never
Sensitive Document Collaboration Service (SDCS)
Description: A secure centralized ESDC SharePoint site, that uses network authentication and active directory rights management services (ADRMS) to secure and control access to secret classified documentation.
Purpose: Access to sensitive work related materials with other employees with the same requirement to view or edit the same file. Also includes Secret classified documentation. Employees using this repository require Secret security clearance.
Access: Restricted access to a secured network location, with the combined use of network access control lists and ADRMS.
Self-serve tools available on iService.
Information classification for this Device:
No
No
Yes Employees requiring access to this repository are asked to contact their SDCS Branch coordinator.
CD/DVD Write Capability
Description: The ability to ‘burn’ information to Optical disks.
Purpose: For the limited storage of work-related materials.
For departing employee requirements to remove their ‘personal’ information, i.e. résumé, performance agreements, etc.
Access: Manager and/or ADM/Regional ADM approval required. Visit iService Self-serve: Portable Media (Approved) for more information.
Write-Access Exception Requests are approved on a case-by-case basis, and may include a time-limit to use the function.
Self-serve tools available on iService.
Do's and Don'ts for this Device
Information classification for this Device:
Yes
No
No
Printers
Description: Device that accepts output from a computer and transfer the information to paper.
Purpose: For creating a paper or ‘hard’ copy.
Access: N/A
Self-serve tools available on iService.
Information classification for this Device:
Yes
Must use Secure Print (Print-to-PIN).
Follow guidelines for Secret information.
Physical Storage of Hard Copy Materials
Description: Storing hard copies of materials in physical storage.
Purpose: For safely storing ‘hard’ copies of materials.
Access: N/A
Information classification for physical storage:
Yes Lock-up the information in cabinet. Open shelving can be used in some situations.
Locked cabinet or open shelving.
Secure cabinet recommended by RCMP.
Frequently Asked Questions
1. Can Secret and Protected “C” documentation be stored anywhere on the departmental network?
By policy, Protected “C” and Secret information must be stored using the Sensitive Document Storage Drive. Employees requiring access to this repository are asked to contact their Sensitive Document Collaboration Service (SDCS) Branch coordinator.
2. Am I able to listen to a music CD on the CD/DVD drive?
Yes, as CD/DVD drives have read-only capabilities.