Information Governance Manual
Includes notebooks, documents, maps, drawings, photographs, letters, emails, text messages, voicemails, MS Teams chats, post it notes and any other thing on which information is recorded or stored by any means whether digital, physical, or otherwise.
What is a record.
True or false: Transitory records do not need to be filed in your government's recordkeeping system.
What is true; they are only needed for short-term use and are not needed to document an action or decision.
The naming convention in order to find fire photos in the future.
What is Fire Photos.
The yellow folders in EDRMS.
What are electronic records.
Information of temporary usefulness that is needed only to complete a routine action or prepare a subsequent record.
What is transitory information.
The government-wide standard for classifying, filing, retrieving and disposition scheduling of administrative records.
What is the Administrative Records Classification System or ARCS.
The original from which a copy is made.
What is a source document.
A record containing certain information that requires protection against unauthorized access or disclosure in accordance with a security.
What is confidential information (in the field)
The blue folders in EDRMS.
What are physical records.
Recorded information created, received and maintained by an organization or person, in pursuance of legal obligations or in the transaction of business.
What is a record.
The record keeping software used by the ministry to manage and store records.
What is the Enterprise Document and Records Management System or EDRMS.
A record containing certain information that requires protection against unauthorized access or disclosure in accordance with a security classification system.
What is a confidential record.
Where fire notebooks get returned to.
What is to the Incident Management Team (IMT) Document Unit, Plans section, Fire Centre or Fire Zone, and kept with the original fire file in a locked, secured location.
Records consisting of information that is entered, created, manipulated and/or stored on digital media/storage devices.
What are digital records.
The lifespan of information from its creation or receipt and use, through to its final disposition: destruction, transfer to the government archives or alienation.
What is a lifecycle.
An integrated records classification and scheduling system tailored to the operational records of a specific function or program of government, in accordance with government-wide standards.
What is the Operational Records Classification System or ORCS.
Records consisting of information that is entered, created, manipulated and/or stored on digital media/storage devices.
What are digital records
Where all fire information is stored until the Records person files it into EDRMS.
What is the incident drive.
The process of identifying records or information in accordance with a predetermined filing or security system.
What is a classification.
Provides a timetable that governs the lifecycle of government information, and specify how records are managed to ensure that government information is kept for as long as required and authorize the holding, transfer and disposal of records.
What is an information schedule.
Information including but not limited to home telephone number, personal email address, religious and/or political beliefs, age, sexual orientation, marital status, finances, and criminal record.
What is personal information.
When these are no longer required for ongoing ministry or agency business, and are ready for final disposition; in other words, files for which the scheduled active and semi-active retention periods have lapsed.
What are inactive records.
This should be in a legible, detailed fire notebook with a name on it.
What is the 5 W's.
The length of time a file is retained, as governed by the information schedule. The file may be disposed of after the active and semi-active retention periods.
What is the retention schedule.
Government information that has been replaced and rendered redundant by authoritative copies, once those copies have been verified to ensure their accuracy and authenticity.
What is redundant source information.