General IM Issues
CFIA requires us to keep both official records and transitory records? True or False
False.
Can you save files directly in a folder in RDIMS? Yes or No?
Yes you can and it is a best practice to do so instead of saving it in the "cloud."
What are the three pieces of information you should add within the footer of a document?
a)RDIMS#
b)page#
c)status date (date the document was created)
Bonus round: Where should the three pieces of information be placed within the footer of a document?
In RDIMS, what kind/level of access should be given to each team within the AEB?
Full Access to your team, Normal Access to EDO and Read-only access to other teams within AEB
What is a record?
a)A record is any recorded information created, generated, collected, or received in the conduct of a government business activity. Records are either official or transitory.
Bonus round: Give three examples of a record.
Can you delete any record in RDIMS?
No. You can only delete the content of files that are not marked as “official”.
Bonus round: Can you delete folders?
Electronic mail messages (and attachments) that are created, collected or received in the conduct, control or completion of a business or operational activity, must be managed within RDIMS. True or False.
True.
It is one of the business rules of the Agency. Some e-mails could qualify as record and has business value for the Agency. Also, limited space in outlook.
The branch’s RDIMS Ambassador can help you with all of the following except:
1.Help with naming convention
2.First point of contact for problems with RDIMS
3.Save your files and set access control in RDIMS for you
4.Ensure directorate documents are adequately protected
All answers are correct, except answer 3.
Each employee is responsible for saving their own files appropriately.
What is a transitory record?
a)Transitory records are only required for a limited period of time in order to complete a routine action or to prepare a subsequent record. Transitory records, including transitory e-mail messages, must be deleted as soon as they have fulfilled their immediate requirements.
Bonus round: Give three examples of an transitory record.
Why is it important to have a file structure and a file naming convention?
a)It is a best practice for IM.
b)It will increase accessibility to information and make information search and retrievable more efficient.
c)It will prevent loss of information.
d)It will make life cycle management of information easier and possible.
Electronic records that are password protected and/or encrypted can be saved in RDIMS. What is the alternative method to protect documents within RDIMS?
An alternative method to protect a document would be to restrict access to the document within RDIMS.
Why is information mangement important?
Answers may vary.
- Information is an important asset
- Comply with the Agency and Government of Canada policies on information management
- facilitate collaborative work environment
- etc.
What is considered an official record?
a)Official records document or provide evidence of the Agency's business activities. Official records must be saved according to Agency retention schedules.
b)Records that are required by CFIA to control, support, or document the delivery of programs, to carry out operations, to make decisions, or to account for activities of the Agency - are official records. Official records must be saved.
Bonus round: Give three examples of an official record.
Examples: documents that reflect the Agency's position on an issue; documents a decision; provides evidence of the Agency's business activities, etc.
You can only save unclassified and protected A document in RDIMS. True or False
False. You can save documents with security designation of up to protected B.
Bonus: Documents with a security designation higher than PROTECTED B are not stored on the CFIA Local Area Network (LAN) or in the RDIMS repository. Such documents shall be saved on a removable drive and stored according to the Agency's information security requirements.
Who is responsible to save emails of business value in RDIMS?
As author, it is the responsibility of the sender to profile and save electronic mail messages in RDIMS and to ensure that the recipients are provided access to the profiled message and attachments (if profiled separately).
Bonus round: Who is responsible to save emails of business value in RDIMS that are received from outside the CFIA or from a non-RDIMS user that are addressed to multiple recipients within the CFIA?
We cannot give access to other groups in TeamMate? True or False.
False.
Access can be given by creating user names to the different databases, as long as they have TM on their computer.
What is information management?
Information Management is a discipline that directs and supports effective and efficient management of information in an organization, from planning and systems development to disposal or long-term preservation.
Once you save emails in RDIMS you cannot delete it? True or False.
True.
You cannot delete an email that is saved in RDIMS because it is automatically marked "official" as soon as you save it.
Is there anything you need be mindful of when deleting transitory information when they no longer have operational, fiscal, administrative or legal value?
If there is an outstanding Access to Information request, you cannot delete the transitory information.
What is the best rule of thumb to use when giving others (including those outside the AEB) access to a restricted document?
Adopt an "open by default" approach within the limits of Government Security Policy and Access to Information and Privacy Act. You can use "need-to-know" and "need-to-access" as a rule of thumb to identify who you give access to a restricted document.