IM Advisory Services provides departments and public bodies with assistance in the coordination of various IM activities including:

On-site Evaluations

Advisory Services staff will provide hands on site visits, assist with interviewing appropriate staff and provide follow-up documentation/reports with findings and recommendations. Advice will be specific to the needs of the client and their organization.

• Review of physical space in the event of a move.
• Renovations/upgrades to a records facility.
• Set up of a new registry or review of current registry.

Departmental Records Clear Out Days

Holding a Departmental Paper Records Clear Out Day educates employees on Information Management (IM) best practices and can assist departments with the identification of abandoned or semi-active records. Likewise a Departmental email clear out day educates employees on better email practices and can result in an immediate reduction in email storage.

We can assist with the coordination and facilitation of departmental records (both paper and email) clear out activities. Organizing a Departmental Paper Clear Out Day encourages employees to dispose of a backlog of paper/email records during an established period of time. Some of the records maintained by departments are transitory and this process helps employees identify these records. Transitory records, whether paper or electronic, may be disposed of (when they are no longer of value) without the authorization of the Government Records Committee (GRC).

Shared Drive Cleanup

Most areas of Government have access to a customized shared drive structure to store documents for security and collaboration purposes. The shared drives can become cluttered with redundant or outdated records due to a lack of consistency with naming conventions, classification schemes, security models or an absence of an allocation of responsibility. This results in a decline in user confidence and inefficient records retrievals; the reliability, integrity and usability of the records is significantly affected.

A Shared Drive cleanup is the process of decluttering and reorganizing the departmental shared drive files for ease of use and access.IM Advisory Services, in collaboration with departmental owners, can reorganize and classify the folders and implement appropriate access controls.

Knowledge Transfer of Exiting IM Employees

When an employee leaves a position, it is very useful to conduct an exit interview to ensure the transfer of IM knowledge. This is particularly the case with IM employees who often play a key role in divisional activities

Advisory Services has developed an exit interview which captures an exiting IM employee’s daily operational activities, this should enable departments to have an easier transition when a new incumbent is introduced into the role. Having a document outlining work processes, security restrictions, location of records and contacts allows new employees to get acquainted with their role and to transition more quickly into everyday operations.

For more information, please contact IM@gov.nl.ca