The following tracking table includes IM performance measure and metrics suggestions that can be tracked by departments or other public bodies as part of the organization’s IM Program. Departments and other public bodies are advised to modify this table to exclude or include measures and metrics relevant to their organization’s IM Program.

Measure and Metrics Categories

Program Administration

External Services

Internal Services

Compliance

Information Protection

Instruments and Tools

Policy Instruments and other Supports

Education and Awareness

Program Administration

Measure Name	Metric	Description	Milestone Date	Contact / Notes
Budget Allocation	Allocation of budget	Has funding been used as planned? Are there variances? Identify reason for changes in funding allocation (e.g., unexpected physical problem, such as a flood, required).	Quarter tracking Annual reporting	Financial Operations staff
Human Resources	Changes in resource allocation	Outline changes in the way that the IM Program is organized and delivered.	Annual Reporting

External Services

Measure Name	Metric	Description	Milestone Date	Contact / Notes
Use of Third Party Storage
Ongoing Storage (Physical Format)	# of Boxes	How many boxes are held in third party locations including the Provincial Records Centre? What is the cost?	Monthly tracking Annual reporting	Financial Operations staff Vendor contacts
Volume of Recall (Physical Format)	# of Recalls	How many boxes are recalled from third party locations including the Provincial Records Centre? What is the cost?	Monthly tracking Annual reporting	Financial Operations staff Vendor contacts
Total Cost Third Party Storage (Physical Format)	Total cost for storage	What is the total cost for third party storage for physical format?	Monthly tracking Annual reporting	Financial Operations staff Vendor contacts
Ongoing Storage (Digital Format)	Overall Volume	What is the volume of information held in digital format, including on premise and cloud storage? What is the cost?	Monthly tracking Annual reporting	Financial Operations staff Vendor contacts
Volume of Recall (Digital Format)	Overall Volume	What is the volume of information recalled and /or transferred in digital format, including on premise and cloud storage? What is the cost?	Monthly tracking Annual reporting	Financial Operations staff Vendor contacts
Total Cost Third Party Storage (Digital Format)	Total cost for storage volume	What is the total cost for third party storage of digital media?	Monthly tracking Annual reporting	Financial Operations staff Vendor contacts

Internal Services

Measure Name	Metric	Description	Milestone Date	Contact / Notes
IM Advisory Services
Provided (Quick)	Advisory Services tracking	Track reference calls to IM that result in quick turnaround of advice and guidance to employees	Monthly tracking	IM Staff
Provided (Involved)	Project or Initiative Name	Detail the contribution of IM to departmental projects or initiatives including level of engagement, value added, etc.	Annual Reporting	IM Staff
Usage	Project or Initiative Name	Detail the use of IM advisory services (e.g. OCIO) including level of engagement, value added, etc.	Monthly tracking	IM Staff
Other services	Total cost and volume of services	Detail the other services that have been used	Annual reporting	IM Staff

Compliance

Measure Name	Metric	Description	Milestone Date	Contact / Notes
Disposition
Archive	# of Boxes and/or volume of electronic information sent to the Archives	Reference the disposal authority name and identifier.	Quarterly tracking Annual reporting	IM Staff
Destruction of Boxes	# of Boxes and/or volume of electronic information securely destroyed	Reference the disposal authority name and identifier.	Quarterly tracking Annual reporting	IM Staff
Secure shredding	Total volume and cost	Reference the disposal authority name and identifier.	Quarterly tracking Annual reporting	IM Staff
RRDS for Operational Records Implementation	# of Boxes and/or volume of electronic information securely destroyed	Reference the disposal authority name and identifier.	Quarterly tracking Annual reporting	IM Staff
One Time Disposal (OTD)	# of Boxes and/or volume of electronic information securely destroyed	Reference the disposal authority name and identifier.	Quarterly tracking Annual reporting	IM Staff
Corporate Records IM Standard (CRIMS)	# of Boxes and/or volume of electronic information securely destroyed	Reference the disposal authority name and identifier.	Quarterly tracking Annual reporting	IM Staff
Legal Discover/ Holds	# of Discoveries or Holds	Reference the identifier.	Quarterly tracking Annual reporting	IM Staff
ATIPP Requests	# of requests and estimated effort	Provide a listing of the requests processed with statistics on retrieval time, volume of responsive materials, etc.	Quarterly tracking Annual reporting	ATIPP Coordinator IM Staff

Information Protection

Measure Name	Metric	Description	Milestone Date	Contact / Notes
Incident Listing	Incident details	Describe each incident, timeline, resolution process, actions taken following the incident.	n/a	IM Staff Organization’s Management Team
Security Activities	Listing of security measures	Identify physical, administrative and electronic security safeguards that have been implemented in the organization to support information protection.	See planning documents	IM Staff Facilities Staff
Security Review	Results of security review	Outline the nature and scope of the review (e.g., walk around the building after hours to assess IM issues), the findings and actions taken as a result to demonstrate commitment to information security.	See planning documents	IM Staff Managers

Instruments and Tools

Measure Name	Metric	Description	Milestone Date	Contact / Notes
Records Retention and Disposal Schedule (RRDS) Name and/or Identifier	Status (e.g., planned, in progress with X% complete or completed)	Provide a listing of all the RRDS developed during the year.	See planning documents	IM or other contact within the organization
Inventory	Status (e.g., planned, in progress with X% complete or completed)	Describe the scope of the inventory, format of records and volume, etc.	See planning documents	IM or other contact within the organization
Classification Plan	Status (e.g., planned, in progress with X% complete or completed)	Describe the scope of the classification plan, target audience, etc.	See planning documents	IM or other contact within the organization
Email System	Overall size (e.g., organizational unit, account, etc.)	Provide a reference value to measure growth/reduction in overall email account size over a specified period.	Initiative/Project Based (Start and End) Annual reporting	IT-support services
Network File Shares	Overall size (e.g., organizational unit, folder, etc.)	Provide a reference value to measure growth/reduction in overall network file shares size over a specified period.	Initiative/Project Based (Start and End) Annual reporting	IT-support services
Electronic Document and Records Management Systems (EDRMS)	Overall size (e.g., organizational unit, classification, etc.)	Provide a reference value to measure growth/reduction in overall EDRMS size over a specified period.	Initiative/Project Based (Start and End) Annual reporting	System support services

Policy Instruments and other Supports

Measure Name	Metric	Description	Milestone Date	Contact / Notes
Policies
Policy Name	Status (e.g., planned, in progress with X% complete or completed)	Include a description, timeline and why this was a success for IM and/or the value that the policy instrument brought to the organization (e.g., this supports a legislative or regulatory requirement)
Directives
Directive Name	Status (e.g., planned, in progress with X% complete or completed)	Include a description, timeline and why this was a success for IM and/or the value that the policy instrument brought to the organization (e.g., this supports a legislative or regulatory requirement)
Standards
Standard Name	Status (e.g., planned, in progress with X% complete or completed)	Include a description, timeline and why this was a success for IM and/or the value that the policy instrument brought to the organization (e.g., this supports a legislative or regulatory requirement)
Procedures
Procedure Name	Status (e.g., planned, in progress with X% complete or completed)	Include a description, timeline and why this was a success for IM and/or the value that the policy instrument brought to the organization (e.g., this supports a legislative or regulatory requirement)
Guidelines
Guideline Name	Status (e.g., planned, in progress with X% complete or completed)	Include a description, timeline and why this was a success for IM and/or the value that the policy instrument brought to the organization (e.g., this supports a legislative or regulatory requirement)
Other Supports
Support Name	Status (e.g., planned, in progress with X% complete or completed)	Include a description, timeline and why this was a success for IM and/or the value that the policy instrument brought to the organization (e.g., this supports a legislative or regulatory requirement)

Education and Awareness

Measure Name	Metric	Description	Milestone Date	Contact / Notes
Education (Employee)	Employee Education	Detail the educational offerings of the annual IM Education and Awareness Plan made available to the staff and include known statistics on the % of staff that have participated. Consider both internal (organization-level) and external training (e.g., OCIO IM&P offerings, PSAccess, etc.).
Education (IM Staff)	IM Staff Education	Detail the educational offerings completed by IM staff including conferences, workshops, courses, webinars, etc. Even if free of charge completion demonstrates that the organization has supported this activity. Consider both internal (organization-level) and external training (e.g., OCIO IM&P offerings, PSAccess, etc.).
Awareness Activities (Employees)	Employee Awareness	List the awareness components of the annual IM Education and Awareness Plan, were planned activities completed. Consider both internal (organization-level) and external training (e.g., OCIO IM&P offerings, PSAccess, etc.).
Awareness Activities (IM Staff)	IM Staff Awareness	List the awareness activities supported by the organization for IM staff. Consider both internal (organization-level) and external training (e.g., OCIO IM&P offerings, PSAccess, etc.).