Collect/Create/Receive/Capture

What You Need to Know

• Information Resources of Business Value (IRBV) are a subset of all information resources created or received by the Department and must be kept and managed accordingly. IRBV document decision-making and the delivery of programs, services and ongoing operations. They enable and support our department’s performance requirements and legislated mandate.
  • By properly capturing and storing IRBV, it is easier to access and share information within our organization and with other departments, as needed.
• Information Resources of Enduring Value (IREV) are a subset of IRBV which may have long-term significance, historical importance, and form part of Government of Canada’s documentary heritage.
• Transitory Information Resources can be deleted/disposed of once no longer needed, as long as they are not part of an Access to Information request, litigation hold, audit or an investigation. It may include (but is not limited to) drafts, material kept only for convenience or reference, copies of existing documents, casual communication, information lacking context and logical or coherent organization, meeting reservations, etc.
• E-mail messages are information resources and must be treated the same way as other types of information:
  • Only keep e-mail messages (and attachments) that have business value.
  • Regularly clean-up your e-mail inbox and e-mail archives (.pst). Sorting through e-mails to identify IRBVs and delete what is transitory and you no longer need.
  • Report all suspected phishing attacks or excessive spam to the National Service Desk.
  • Send links within e-mails instead of attachments whenever possible.
  • Avoid vague subject lines (or no subject lines at all).
• Acquire knowledge and information as appropriate and as required by your work.
  • Limit the amount of personal information collected to only that which is absolutely needed to perform the duties of your job description.
• Save your secret documents in the Sensitive Document Collaboration Service (SDCS) contact your coordinator for more information
• When uploading a document within the SharePoint ESDC repository, properly populate the required fields such as Content Type, Security Classification, Document Keywords, Recipient and Business Function.

Tools and Resources

• Information Categorization Tool
• Phishing and Spam

Frequently Asked Questions

• What is meant by only collecting information which is absolutely needed?

  As an employee, if you only need a person’s name and address in order to do the task at hand, then that is the only information you can collect.

• How can I tell if a message I receive is related to spam or phishing?

  Some of the indicators to signify it is a not a legitimate e-mail include:

  • Time stamp – the message will arrive at strange times, outside of normal business hours
  • Spelling and grammatical errors.
  • No detailed contact information provided.
  • Non-personalized, generic addressing.
  • Messages create a sense of urgency to respond.
  • The link provided is different than the site it takes you to. When resting the mouse pointer on the link, it reveals another Internet address.
  • The message will request some form of personal information.
• How should I manage my e-mails?

  Please refer to the Manage Your Emails page in the Information Management section on iService.