IM Best Practices
RM Best Practices
Email
AgriDOC
E-Cleanup
100
You rely on it every day in your work. We all do. In every area and at every level at AAFC, it is the fuel that drives our programs and services, the power that supports our decisions and actions, and the route to quality client service and program delivery.
What is “Information”?
100
All documents used by AAFC employees for the control, support or documentation of the delivery of its programs, the carrying out of its activities, decision making or the presentation of the Department's activities
What is an official document?
100
The emails that you didn't need anymore but that are still available if you haven't emptied your recycle bin afterwards.
What is your deleted items?
100
The last 30 documents you have created or modified in the last 90 days.
What is the "Recently edited documents" nod?
100
A place where employees should not save any official information. Can be used to save personal information such as their resume.
What is a "Personal drive" or “C: drive”?
200
Employees responsible for the management of departmental information.
Who is “everyone working at AAFC”?
200
It logs the information created, generated, collected or received in the context of the conducting of government business, regardless of its format (paper, web page, e-mail, map, etc.)
What is a document?
200
A copy of every email you have sent. They should be deleted regularly to avoid the usage of too much space on the servers.
What is your sent items?
200
To save time, it is the first thing you should do after getting you AgriDOC account.
What is "Setting your Defaults"
200
The place where we used to save our corporate information but is now too full and not enough accessible for the employees working on ATIP request. Doest not allow quick searches nor does it handle versions.
What is a "Shared drive"?
300
The duration of time in which an information resource is retained.
What is a “Retention period”?
300
Record type that is required only for a limited time to ensure the completion of a routine action or the preparation of a subsequent record. It can be disposed of when no longer needed unless it is related to an ATIP request or an ongoing litigation.
What is a transitory document?
300
Will allow an employee to view the most recent version of a document even though the employee received it while he was on vacation for a week and her team continued working on it after sending it to him. Will also use less space since the size is greatly reduced.
What is a reference?
300
When searching for a document, if you are not in the list of current trustees (have access), AgriDOC will tell you that it doesn't exist.
What is a “Protected (A-B) document”?
300
When importing active documents that were on a shared drive, renaming them should be the first step and should involve using this precious document created by a dedicated working group in your Branch.
What is a “naming convention”?
400
THINK CIRCLE... 1- IM Planning 2- Collection, Creation, Receipt & Capture 3- Organization 4- Use & Dissemination 5- Maintenance, Protection & Preservation 6- Disposition 7- Evaluation
What is the “Records and Information Life Cycle Management”?
400
They are asking all Government Departments’ employees to comply with the “Policy on IM” and the “Directive on IM roles and responsibilities” which is why we now need to use an EDMS such as AgriDOC.
Who is “Treasury Board Secretariat (TBS)”?
400
The highest level of security that the information you are sending can contain to be allowed to send it by email.
What is “Protected A”?
400
It simplifies the revision process, while keeping history and evolution of the decision making process intact. It is possible to create up to 99 of them.
What is a “Version”?
400
The document that should always be created and sent to Records Office before the disposition process of official information that have reach their retention period can start.
What is an inventory?
500
The Authority that permits Government of Canada’s Departments to dispose of information.
What are the "MIDAs for Common Administrative Records”?
500
No government or ministerial record, whether or not it is surplus property of a government institution, shall be disposed of, including by being destroyed, without the written consent of the Librarian and Archivist or of a person to whom the Librarian and Archivist has, in writing, delegated the power to give such contents.
What is the LAC Act?
500
AAFC employee responsible to save an email of corporate value that was sent from someone outside of Agriculture to a few employees in the Department.
Who is the “first person in the distribution list”?
500
The field you must remember to change on the AgriDOC profile of documents you have created, when leaving AAFC or changing position.
What is the Contact?
500
Old emails are put there faster than before mostly because AAFC employees don't clean-up their email messages often enough.
What is the Vault?
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