All departments and other public bodies that fall under the Management of Information Act (MOIA) have a responsibility to manage and protect the records created and received as work is performed on behalf of government.  It is important that public bodies that are arm’s length and do not use government’s corporate, administrative or IT/IM services be fully aware of their responsibilities under the MOIA.

A listing of the public bodies that fall under the MOIA can be found on the OCIO’s legislation webpage.

The OCIO has developed the following supports to assist external public bodies in their efforts to build effective IM programs:

Information Management Program Requirements for Public Bodies
This short presentation is a quick overview of IM program requirements as set out in the MOIA.

Guideline – Managing the Records of External Public Bodies
This guideline is intended for Information Management professionals and other resources responsible for the implementation and operation of a records and information management system (also referred to as an Information Management Program) within a department or other public body, as they provide support to those external public bodies (defined as small entities) that share the same reporting relationship (i.e., reporting to the same Minister).

Appendices for this Guideline are designed as outlines for departments and other public bodies to expand on to meet the needs of their organization and include:

A – Managing the Records of External Public Bodies – Checklist
B – Quick Reference – Records and Information Management System
C – Records Assessment Form – Template
D – IM Orientation Checklist – Template and Example
E – Recordkeeping Guide – Template and Example
F – Meeting Agenda – Template
G – Meeting Minutes (Sample 1) – Template
H – Meeting Minutes (Sample 2) – Template
I – IM Services Letter to Small Entities – Template and Example
J – Managing My Records – Checklist
K – Meeting Minutes (Oral Briefing) – Template

 

Should assistance be required with the provided materials please reach out to the Director responsible for IM within your reporting entity. Should further assistance be required on Managing the Records of External Public Bodies, contact IM@gov.nl.ca.