Use for records that outline a public body’s approach to the overarching Governance and approval process to IM. An Information Management (IM) Governance Framework describes the actions supported by a department or other public body to meet IM legal, regulatory, and operational requirements.

Records include: IM Governance Framework diagram, IM Governance Roles and Responsibilities Matrix, IM organizational chart, IM Accountability structure, etc.

Use for records relating to a department or other public bodies overarching IM vision, mission, and guiding principles for the IM Program.

Records include: The department or other public body’s IM Vision, Mission Statement and Guiding Principles.

Use for records relating to a department or other public body’s IM legal and regulatory framework. An IM legal and regulatory framework is a document that incorporates all the legislation, regulations, policies and agreements that contain IM requirements that a department or other public body must satisfy.

Records include: legal opinions relating to the Legal and Regulatory Framework and the Legal and Regulatory Framework.

Event Date (ED) equals date current version is approved.

An IM Program Plan is a plan for how IM services are created, delivered, and managed. The plan is a valuable reference point; defines IM services; tracks and manages services/priorities; demonstrates compliance and is a basis for future planning.

Records include: IM Program Plan, list of IM services, IM operational procedures, IM service standards, service level management documents, documents outlining roles and responsibilities, etc.

Use for records relating to a department or other public body’s IM Policy Framework.

Records include: communication plans relating to department and other public body’s IM Policy Framework documents as well as approved IM Policies, Directives, Standards, Guidelines, Procedures, FYIs, Quick References, etc.

Use for records that document the measurement process of a department or other public body’s IM&P program, specifically, in service delivery, identified IM&P program goals, or objectives.

Records include: correspondence, presentations, reports, statistics, etc.

Use for records that document a department or other public body’s commitment to its IM education and awareness to staff, including records related to the development and planning of an education and awareness program and efforts to inform employees on the current IM policies, guidelines, procedures, etc.

Records include: IM orientation documents, IM campaigns, presentations, IM training material, IM Education and Awareness plans, IM Risk Management plans, etc.

Use for records relating to the tracking and management of inventory, storage and retrieval of semi-active physical records.

Records include: record transfer lists, record location information, retrieval requests, tracking documentation, records storage plans, correspondence, etc.

Event Date (ED) equals the date a record meets its final disposition (i.e., record was transferred or securely disposed).

Use for records documenting the secure destruction of physical and electronic records approved under one of the GNL Disposition Authorities.

Records include: Government Records Committee approvals, destroyed records inventory, disposal authorization (e.g. Memos, Disposition form, etc.), certificate of destruction, electronic document management systems deletion reports

PRD equals Permanent Retention by Department.

Use of records related to the development of a file classification system for records, and the associated classification plans.

Records include: Classification mapping records (e.g. spreadsheets, reports, etc.), executive approvals related to the development of classification systems, approved classification system documents, classification plans, etc.

Use for records relating to the development and approval process of operational records retention and disposal schedules.

Records include: Records of approvals from subject matter experts, ATIPP Coordinator, Finance, Legal, and the Provincial Records Archivist, Department submission to the Government Records Committee (Memo, Retention and Disposal Schedule) GRC Approval, Approved RRDSs, Amendments to RRDS, Void RRDSs, etc.

PRD equals Permanent Retention by Department.

Use for inventories (including electronic inventories) of active, semi-active or inactive records.

Records include: inventory lists for all active, semi-active and inactive records of a department or public body.

Note: Disposed record inventories are captured under function specific secondary 08-09.