Information Governance Manual
Includes notebooks, documents, maps, drawings, photographs, letters, emails, text messages, voicemails, Skype messages, 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.
Protected by public bodies treating personal information responsibly and lawfully. This includes ensuring personal information is collected, used and disclosed appropriately.
What is privacy.
The yellow folders in EDRMS.
What are electronic records.
Recorded information about an identifiable individual other than their business contact information, and can include things like someone's name, home address and DNA.
What is personal information.
Defines the life span of each classification and is determined by legislation.
What are Retention Schedules.
Responsible for distinguishing transitory information from records and data that document decisions and actions.
Who is everyone!
They can help you to determine when and how you are authorized to collect, use, and disclose personal information
Who is your supervisor
The blue folders in EDRMS.
What are physical records.
If or when you suspect fraud, you must report it to them.
Who is the Comptroller General.
The record keeping software used by the ministry to manage and store records.
What is the Enterprise Document and Records Management System or EDRMS.
Meeting arrangements, copies created for convenience or reference purposes, advertising materials, routine correspondence about drafts and revisions, personal messaged.
What are examples of transitory records.
They are an expert in access to information and someone who can help you navigate responding to FOI requests
Who is your FOI coordinator
A list of users that should have sole access to particular folders restricting access to users not in this.
What is an access group.
Part of the BC Public Service Ethics Management Framework.
What is information management.
Common to all ministries and supports functions such as the management of facilities, property, material, finance, personnel, and information systems, as well as committee activities, agreement development, information services and obtaining legal opinions.
What is Administrative Records Classifications System or ARCS.
Drafts or revisions with information that is not documented elsewhere, legal advice and agreements, formal communication about government business, emails that document a policy decision, significant action, or how a case was managed.
What are examples of non-transitory information.
Physical measures such as clean desks, locked cabinets and restricted access to offices, technical measures such as using passwords, access controls for files, encryption, and organizational measures such as training, policies, procedures and security clearances
What are security measures
Title, Retrieval code, OPR, Location, SO Date, Container, Assignee, Home, Owner.
What are things that can be changed in EDRMS.
The government's primary information management law.
What is the Information Management Act (IMA).
Unique to each ministry and supports their operations and services.
What is Operational Records Management System or ORCS.
SO NIL DE
What is the retention schedule for a transitory record.
Records management, security, privacy and access.
What are the 4 domains of information management.
Delete folders, change created dates, change closed dates, classification number, retention schedule.
What are things that cannot be changed in EDRMS. (Contact EDRMS help desk at EDRMS.HELP@gov.bc.ca to change these things.)
Intake, search, review, approve, and release.
What are the 5 stages of an FOI request.