Information Management Results in the 2013-14 Departmental Performance Reports
November 4, 2014
On November 5, 2014, Tony Clement, President of the Treasury Board, tabled the 2013-14 Departmental Performance Reports for 92 government departments and agencies.
Departmental Performance Reports are a measure of how well individual organizations met their plans and expected results as set out in their respective annual Reports on Plans and Priorities, including those for internal services.
Below are the information management related results as identified by individual departments and agencies. Also provided are the IM-related priorities in the Report on Plans and Priorities for each department and agency.
Aboriginal Affairs and Northern Development Canada and Canadian Polar Commission
- Implement key projects to shift towards an Enterprise Architecture to deliver on three strategic areas: Improved Information Management and Information Technology Governance; Enterprise Information Management; and Project Portfolio Management.
AANDC continued to meet its obligations under the Indian Residential Schools Settlement Agreement, which includes financial compensation, a Truth and Reconciliation Commission, commemorative activities and measures to support healing and education. With the continued implementation of the Settlement Agreement AANDC has:
- Completed the disclosure of active, semi-active and legacy documents to the Commission, as well as preparing a plan to research and disclose relevant documents held at Library and Archives Canada.
Sub-Program 2.4.4: Support to the Truth and Reconciliation Commission
Support to the TRC comprised two elements: document disclosure and participation of government officials at TRC national events.
Canada completed the disclosure of its known “active and semi-active” documents (those in the possession of individual Departments) by September 30, 2013. Disclosure of known “legacy” documents (those held by the Department that speak to the legacy of Indian residential schools rather than to the operation of the schools) was completed by December 2013. Any hitherto unknown historical documents, such as Crown Personnel files, which continue to be identified as part of the IAP process, will be disclosed on an on-going basis.
Canada’s remaining obligation is to disclose its holdings at Library and Archives Canada. This will not be completed by June 30, 2014. The documents held at Library and Archives Canada were not considered relevant until January 30, 2013, when the Ontario Superior Court clarified that the federal government’s obligation to provide all relevant federal documents to the TRC included all documents housed at Library and Archives Canada. Initially, the federal government focused its document disclosure efforts on providing the TRC with all “active and semi-active documents.” Although the TRC also asked the government to provide all relevant federal documents in Library and Archives Canada, the federal interpretation of the Settlement Agreement was that it was only mandated to provide “access” to its archives. This Court case and the decision added unanticipated costs to the sub-program in 2013–2014.
AANDC sought additional financial resources to fund a plan to disclose the documents held at Library and Archives Canada, as this cost had not been previously anticipated.
The challenges of the past year have highlighted that a central coordinating committee is vital to the success of a file this complex. In this case, 24 government departments needed to be engaged in order to complete the work. Without a central working group, this would have been impossible.
Developed an Enterprise Architecture (EA) strategy in line with the Treasury Board Secretariat proposed strategy. Once implemented, EA will enable improved management of information and technology within AANDC.
Canada Border Services Agency
- The Agency will also take steps to strengthen information technology and information management systems and capacity.
Finally, Information Management (IM) initiatives continued to make progress in 2013–14 with the addition of 4,000 users to Apollo, the Agency’s branding of GCDOCS, the Government of Canada’s standard for all electronic document and records management systems. The Agency also evolved its planning to adopt Shared Services Canada’s new email system and practices. The Apollo implementation will be dovetailed with another business transformation project, the Email Transformation Initiative system. In addition, the Agency has updated its IM Policy and work continues with Library and Archives Canada to further update existing Record Disposition Authorities, specifically information shared between the CBSA and Citizenship and Immigration Canada.
Canada School of Public Service
- The School will capitalize on opportunities emerging from the Government of Canada’s Open Government Strategy and Recordkeeping Directive by rethinking the design of the School’s data management practices, information management system and engagement strategies. Furthermore, the School will continue its transition to GCDocs in order to increase collaboration and information sharing across the organization.
Program 1.1: Foundational Learning
The School continued to support whole-of-government priorities such as the Open Government initiative, which aims to transform data, information and dialogue practices to achieve a more transparent, cost-effective, efficient and responsive government. In 2013–14, the School delivered training to over 3,000 public service employees on GCDOCS, a government-wide solution for records management, to support members of the information management community and other public service employees transitioning to this new system.
Further, in collaboration with the Treasury Board of Canada Secretariat’s Chief Information Officer Branch and Library and Archives Canada, the School undertook a comprehensive review of its information management curriculum in order to support the new and emerging needs of information management specialists across the public service.
In support of the Government of Canada’s Email Transformation Initiative and in response to learning needs, the School worked in partnership with Shared Services Canada to offer training modules for public service employees, administrative users and IT service providers within the public service to support the transition to the new email system.
In support of the Government of Canada’s Open Government initiative and Directive on Recordkeeping, the School undertook a number of business process improvements related to its technology infrastructure to improve system capacity and data integrity in support of its online common learning platform. The School also continued its transition to GCDOCS in support of increased collaboration and information sharing across the organization.
Canadian Environmental Assessment Agency
- Review knowledge and information management systems that support the delivery of the environmental assessment process under CEAA 2012, which will include identifying potential system improvements to streamline the management of EA information and tasks;
The number of Access to Information requests processed during this period remained comparable to the previous year, however the number of pages processed increased exponentially, representing a volume of pages processed that was 18 times higher than the previous fiscal year (2012-13) and more than 460 times higher than fiscal year 2011-12. This increase in processing has had a significant impact on human and financial resources and requirements.
The Agency carried out extensive planning to streamline and upgrade the Agency’s records and document management system, develop an information architecture, and assess human resource requirements to support longer-term information management. A five-year information strategy was developed.
Canadian Food Inspection Agency
- The Agency has developed a medium-term strategic plan (IM/IT Campaign Plan) to guide IM/IT activities. Another key initiative within this plan is information management. The objective of this initiative is to better enable active management of the Agency’s information holdings in order to fulfill the growing need for timely, consistent, accessible, and trusted information, and to ensure foundational systems are in place to support the Agency’s modernization efforts.
The CFIA made progress in the area of information and record management by exploring modern information management and collaborative solutions, while continuing to maintain and enhance its existing foundation. More specifically, the Agency:
- partnered with Library and Archives Canada , to improve its paper holdings archives;
- implemented TBS’s Standard on Email Management and Record Keeping policies;
- initiated, as part of Treasury Board Secretariat (TBS) Record Keeping compliance, a number of activities related to information assets, including:
- revision of the file classification plan to a function based system;
- identification and completion of an inventory of records; and
- revisions to the file retention plan to revisit the schedules for retention.
- explored software options for collaborative solutions, which will complement the existing information systems widely used by staff as standard repositories, so as to better manage information assets and fulfill the growing need for timely, consistent, accessible, and trusted information.
- as part of Open Government, implemented ATIP By-Online, which allows for access to information and privacy (ATIP) requests for CFIA information to be done online.
- In addition, Canadian Heritage implemented a standardized information classification system for the management of digital records, and initiated a department-wide review of digital information holdings.
Canadian Human Rights Commission
- implementing the Information Management and Record Keeping Directive by March 2015 to prepare the Commission for the closure of federal record centres and the launch of the government-wide eOffice initiative;
The Commission has made steady progress on the government’s Directive on Recordkeeping, which is a base requirement for eOffice, an open networked environment for service delivery. The Commission is well positioned to comply with the directive by March 2015, in line with the closure of the federal records centres. Many federal and international organizations, such as the Association of Records Managers and Administrators, have recognized the quality of the Commission’s work in this area.
Canadian International Trade Tribunal
- The ground work in implementing the CITT’s GCDocs solution was completed and only user implementation remains.
Citizenship and Immigration Canada
- meeting commitments to open government and reducing costs and improving productivity, information sharing and storage capacity by instituting the systematic use of modern information management tools such as GCDOCs
CIC supported the Government of Canada Open Data Initiative by expanding access to the CIC Access to Information and Privacy online request application to 11 additional departments. In addition, CIC piloted GCDOCS (a document management system) and prepared for full roll-out in 2014–2015.
CIC piloted and prepared for full roll-out of GCDOCS, a new Government of Canada (GoC) document and records management software; developed a comprehensive Information Technology Security Plan to ensure business continuity; aligned business processes to ensure compliance with Treasury Board Secretariat recordkeeping directives; and, supported the GoC Open Data Initiative by expanding access to the CIC Access to Information and Privacy online request application to six additional departments.
Courts Administration Service
- To meet CAS‘ information management needs and to comply with Treasury Board information management policies, principles, standards and practices, CAS will update its information management framework and implement a new Document Management System. This will enable technological integration with other corporate systems and ensure that digital information can be easily accessed and shared.
- CAS reviewed its Record Keeping Directive to ensure compliance with information management policies and practices. The review led to the development of training on information management and information security for members of the courts and employees. Further, the migration of court records to the new central repository database has set the foundation for the future implementation of an electronic document management system.
Department of Finance Canada
- The Department of Finance Canada will continue to improve its information management (IM) and information technology (IT) infrastructure and services, to manage security concerns in a manner that addresses both security and work environment requirements. The Department will also be updating its IM and IT Strategic Plan, first, to strengthen information management practices and work toward full implementation in 2015 of the Treasury Board Directive on Recordkeeping, and second, to ensure that the department’s employees continue to have the environment, tools and technical capacity to be effective and efficient by offering services in partnership with Shared Services Canada.
The Department has been working toward the implementation of a collaborative client-focused approach to IM, a key element of the Treasury Board Directive on Recordkeeping, to which all departments must adhere by March 2015.
The Department worked toward the implementation of a collaborative client-focused approach to information management. The implementation of an information management solution is a key element of the Treasury Board Directive on Recordkeeping, which all departments must adhere to by March 2015.
The Department fulfilled its obligations under the Access to Information Act and the Privacy Act, although the caseload had almost doubled in the last three years. The Department’s compliance rate in responding to Access to Information Act requests within the statutory time frame was at 92 per cent.
Department of Justice Canada
- implement projects selected for their capacity to transform business processes through new ways of working, using modern, digital tools to create, share, and manage information securely
- contribute to Government of Canada initiatives including the modernization of websites that serve the public, and transform departmental web publishing through a centralized model
As planned, the Information@Justice vision was developed based on extensive client and stakeholder consultations. The goal is to transform the Department of Justice into a more modern and collaborative digital work environment. The Department defined projects to introduce new tools and training, and established engagement strategies to support new ways of working that will enable Justice employees to find, share and manage information in a more efficient and sustainable manner. In addition, the Department launched a reorganized and redesigned Internet site that responds better to the needs of Canadians and better reflects the Government’s priorities. This new site is compliant with Government of Canada Web Standards and will produce metrics that will allow for measurements and continual improvements. The Department also has reduced, reorganized and improved content on its Intranet site to better meet the needs of employees and to better support effective corporate communications.
Departmental Information Management and Information Technology (IM/IT) functions incorporated additional oversight, control and reporting initiatives from the TBS Office of the Chief Information Officer Branch, as well as standardization through Shared Services Canada and the GC clustering initiative. IM/IT functions were also engaged in the GC Email Transformation, Windows 7 Deployment and Digital Information Repository and Workspace initiatives. GC Cyber and IT Security initiatives included GC-ISB Security Certification for Justice Employees and implementation of a variety of GC standards and directives designed to improve security of, and access to GC systems and protection of IT security data.
Employment and Social Development Canada
Further strengthening approaches to information management: HRSDC is moving to integrate information management in a more systematic way across the Department and modernize recordkeeping functions. All Departments are required to be in compliance with Treasury Board Secretariat’s new Directive on Recordkeeping by 2015. As part of this process, Library and Archives Canada has returned a large number of paper documents to the Department for review. HRSDC will examine its existing paper file holdings to determine which records should be kept, archived electronically or destroyed if no longer required. The Department will also make more active use of new technologies to improve the sharing of knowledge and information internally, as well as make further improvements to information security, including the security of personal information.
Modernize the Government of Canada internet presence
The Government of Canada Web presence supports Canadians by providing easy, fast and convenient access to information and services online. Through Service Canada, ESDC is the principal publisher responsible for developing and managing a single Government of Canada website, Canada.ca. The site will provide an enhanced user experience; citizen-centric, theme-based content; and a common and enhanced Government of Canada search. Canadians will be able to locate detailed information on the programs and services offered through ESDC, as well as general information on all Government of Canada programs and services. The initial launch of Canada.ca in December 2013 established a number of key organizing principles focused on user needs. The key organizing principles were evolved and enhanced through subsequent releases that refined and improved the organization of topics within the themes and added features and functionality such as improved integration with social media content, improved feedback tools for users (such as an interactive blog) and mobile-optimized presentation.
Modernize privacy processes and policies and strengthen privacy training and awareness
In 2013–14, the Department finalized the review and approval of a new Departmental Policy on Privacy Management. The Policy lays out three strategic objectives:
- to codify the Department’s baseline requirements and standards for the management and protection of personal information;
- to communicate the roles and responsibilities of all employees with respect to privacy management and the protection of personal information; and
- to monitor compliance with this new policy.
In 2013–14, the Department established an integrated work plan of initiatives to support the strategic planning and implementation of the Department’s privacy and security priorities. These included the development, review, and approval of new policies and guidance, privacy impact assessments, information sharing agreements, continued implementation of Program-led Privacy Action Plans and non-administrative uses of personal information to support policy analysis, research and evaluation activities. Implementation of a re-designed Privacy Impact Assessment (PIA) process, including the development of new tools, continued. These tools include PIA guidance materials for employees who are new to PIAs; and a generic inbox to triage and prioritize requests.
The Department conducted a series of activities in 2013–14 to raise awareness of privacy and security requirements and promote the stewardship of information, including corporate communications, privacy and security awareness events (convened over 30 awareness sessions), and the establishment of an employee portal with easily accessible information on employee roles and responsibilities. In addition, all ESDC branches and regions developed plans to raise awareness of employee privacy and security responsibilities and reported full engagement of departmental employees.
The Department also launched a new mandatory training module on the Stewardship of Information and Effective Workplace Behaviours, which included training on privacy, security, information technology security, information management, access to information, and values and ethics. This course supports the Department’s commitment to the responsible use and care of departmental and personal information.
Modernize recordkeeping functions:
Employment and Social Development Canada (ESDC) developed a Recordkeeping Action Plan that outlines the goals, objectives, and approved information management strategies required to meet the Treasury Board Secretariat Directive on Recordkeeping by 2015. The action plan ensures that: recordkeeping requirements are built into programs, services design and processes; supportive governance and accountability structures are adopted; and information resources are managed, regardless of medium or form, to ensure their authenticity, accuracy, integrity, clarity, reliability, availability and completeness for as long as required to support business operations. By March 31, 2014, the integration of information management (IM) policies and practices, information architecture and a plan of action to adopt GCDOCS for document management was completed.
Integrate information management across the Department:
ESDC completed a cleanup of information and data of business value across data repositories, implementing a secure file service for sensitive documents, establishing a classification structure and making mandatory training and resource information available to all employees. To date, approximately 5,800 ESDC employees have taken the IM courses at the Canada School of Public Service.
Completed the transformation of library services into a virtual library, providing a full range of services to all employees across Canada.
Fisheries and Oceans Canada
- Use of Web Technology — Expand the use of web technology as a new service delivery channel by ensuring compliance with Treasury Board’s Standard on Web Accessibility by July 2013 and by increasing the Department’s virtual library services (led by the Human Resources and Corporate Services Sector).
- Information Management Strategy Action Plan — Implement the 2013-14 portion of the Department’s Information Management Strategy Action Plan to safeguard the Department’s information assets and improve service delivery (led by the Human Resources and Corporate Services Sector).
Demonstrated leadership in Information Management and Technology Services by implementing progressive and innovative working arrangements such as commencing implementation of Workplace 2.013 where economical and feasible; expanding the use of web technology as a new service delivery channel by ensuring compliance with Treasury Board’s Standard on Web Accessibility; implementing application and information strategies to improve service delivery such as updating Internet, Intranet sites, and the Department’s library catalogue; and implemented the 2013-14 portion of the Department’s Information Management Strategy Action Plan to safeguard the Department’s information assets.
Implemented the 2013-14 portion of the Department’s Information Management Strategy Action Plan.
- Key initiatives include the implementation of common HR processes; a strategy for aging IT; a National Accommodation Strategy; and, the initial implementation of an Enterprise Content Management System.
Deployment delays of the TBS authorized tool for GCDOCs, caused Health Canada to shift its efforts from the implementation of an Enterprise Content Management System towards Information Management Readiness.
Immigration and Refugee Board
In 2013–14, the IRB continued to emphasize its alignment to the Government of Canada’s new service model for the outsourcing of document storage and retrieval services. It established cost-recovered services from Library and Archives Canada for the disposition of information resources. The Board improved its information management (IM) program by completing several key and foundational projects identified in its IM Framework Action Plans. The IRB established an IM governance structure, completed a full inventory of its information repositories, identified its Information Resources of Business Value (IRBV) and established a risk profile for the protection of these IRBVs. The Board researched options for the introduction of an electronic document repository, which resulted in a GCDOCS End State Report and an implementation options report.
- Support the Government of Canada’s Directive on Recordkeeping: An Infrastructure Canada recordkeeping management project will be concluded to ensure compliance with the Treasury Board Secretariat Directive by March 31, 2015
Took measures to support the Treasury Board Secretariat Directive on Recordkeeping. This project is putting in place the tools and processes necessary to ensure that information of business value is managed in accordance with updated policy requirements and best practices. (This project is to be concluded by the Treasury Board Secretariat’s deadline of March 31, 2015).
National Film Board of Canada
- Modifying the media information system is an aspect of information management at the NFB. The objective is to adapt the existing systems to cope with the increasing digitization of data and the NFB’s various media management and processing activities. The NFB will thus improve the effectiveness of its systems, while ensuring they meet government standards.
The modification of the media asset management system began in 2013–14. It will be recalled that the objective is to adapt the existing systems to cope with the increasing digitization of data and the NFB’s various media management and processing activities. The new system should become operational in 2014–15.
Natural Resources Canada
- Adopt an enterprise-wide solution for electronic records and document management (GCDocs).
NRCan’s new document management application, GCDOCS, was advanced substantially in 2013-14. Key milestones completed include the development and approval of the Project Management Plan, employee engagement, functional testing, completion of pilots, and implementation in some parts of the Department.
NRCan met several milestones related to information and document management processes and tools in 2013-14. These included the launch of the new consolidated Departmental website, which replaced the existing collection of branch, sector and corporate websites. The new, smaller web presence allows for enhanced navigation and usability in accordance with the Standard on Web Usability. The Department completed some of its information management-related priorities. Key milestones related to the GCDOCS document management tool were completed in 2013-14, including the development and establishment of the GCDOCS environment, functional testing, development of the departmental information architecture, completion of pilots, resolution of some system performance issues, and partial implementation in some of NRCan’s organizational units.
Natural Sciences and Engineering Research Council of Canada
- Developing an Open Access Policy: In 2013-14 and beyond, NSERC will continue its work on developing an Open Access policy for research publications, in collaboration with SSHRC and CIHR.
- Follow-up Audit on Information Management: In 2013-14, NSERC will carry out a follow-up audit to ensure that recommendations outlined in previous information management audits have been implemented and that any issues identified have been addressed. This follow-up audit is expected to be completed in 2013-14.
In 2013-14, NSERC and the Social Sciences and Humanities Research Council of Canada (SSHRC) held an online consultation on the draft Tri-Agency Open Access Policy. A summary of the common themes raised in the online consultation and a full report on the consultation is available on the NSERC and SSHRC websites. NSERC, SSHRC, and the Canadian Institutes of Health Research (CIHR) are currently seeking final approvals for the adoption and implementation of a harmonized approach to the policy.
Northern Pipeline Agency
The Agency continued to implement its knowledge management and digitization project to digitize major historical and archival records of project and regulatory decisions.
The Agency updated its website with current and relevant information, including a link to an electronic library containing an extensive listing of historical reports on northern pipelines.
Office of the Chief Electoral Officer
- Strengthen Information Management
- In keeping with direction from central agencies, Elections Canada continues to strengthen its information management program. As we prepare to consolidate all employees in a single building, we are taking this opportunity to identify information of business value, establish information-retention periods and dispose of electronic and paper information that is no longer required.
- Additionally, we will extend our efforts to digitize paper records of business value, categorizing and storing them in a new corporate information structure. This information architecture will allow us to carry out a pilot project in 2013–2014 of a computer application that efficiently captures, retrieves and manages records in an electronic-information environment, while protecting the integrity of personal information.
In keeping with direction from central agencies, Elections Canada continued to strengthen its information management program by testing an electronic document management system (GCDocs) through a pilot project.
With the office relocation to Gatineau, Elections Canada identified and implemented efficiencies in collaboration with the other agents of Parliament in the building. These resulted in:
- a unique library serving four agencies
Office of the Commissioner for Federal Judicial Affairs
Information Technology maintained a high level of availability and quality of operation, and various upgrading initiatives were pursued to align FJA systems with government-wide ones and to improve efficiency (e.g., reduce double entry of data). FJA continued to implement the Management Action Plan of the Office of the Comptroller General (OCG) Horizontal Audit on electronic record keeping. Specific actions included the scanning of historical documents and updating the information architecture.
Office of the Commissioner of Official Languages
[W]orked with the other agents of Parliament located in the new building at 30 Victoria Street in Gatineau, Quebec, which resulted in:
- the establishment of a shared space for a library for four agents (the sharing of support systems and personnel will be explored next year);
Office of the Privacy Commissioner of Canada
- Further enhance information sharing and promote collaboration by fully implementing a new electronic document management system.
The Office continued to identify opportunities for collaborative services with other Agents of Parliament with a view to generate efficiencies, reduce operational risks and/or improve services. A number of collaborative services were established, including the consolidation of mailrooms with co-tenants, a shared library with the Office of the Commissioner of Official Languages (OCOL) and Elections Canada, and a shared interview room to conduct investigations and shared space for the provision of IT users assistance services with OCOL.
Office of the Superintendent of Financial Institutions
- Continue to develop and implement an enterprise information and FRFI data management strategy and framework, as per sound Enterprise Information Management principles, to ensure OSFI effectively obtains, captures and shares FRFI information.
Met all project milestones as part of OSFI’s Information Technology renewal program, including
- Developed correspondence and inquiry management and document/records management/collaboration systems.
Parks Canada Agency
- Continue identifying information resources of business value and required controls to facilitate the effective management, sharing and use of information in compliance with the Treasury Board Directive on Recordkeeping.
- In accordance with the Treasury Board Directive on Recordkeeping, Parks Canada business units continue to make good progress identifying and documenting Information Resources of Business Value (IRBV) that support and inform the Agency’s core decision‐making processes and management of programs.
Privy Council Office
- continue to implement PCO’s multi-year strategy to improve recordkeeping practices, in support of effective and efficient business processes and compliance with Government of Canada legislation and policy on the management of records and information
- Launched an initiative to modernize and strengthen PCO’s classified information technology (IT) networks, which is expected to be completed in 2014–15. Investments were also made to develop innovative IT solutions and tools, such as the Machinery Events Management System and the Autonomy Enterprise System;
- Working closely with Public Works and Government Services Canada, PCO launched a Digitization Strategy to successfully convert over three million pages of classified paper records into a digital format, allowing for fast and accurate search and retrieval;
- Implemented an electronic document management system in order to successfully streamline the review of documents, and the production of certificates, as required under section 39 of the Canada Evidence Act. This has resulted in considerable improvement in the efficiency of the review process
Public Health Agency of Canada
Efforts were also focussed on Information Management (IM) Readiness, including implementation of the IM Strategy and integration of harmonized IM policy instruments.
Public Safety Canada
- Public Safety Canada will also continue the implementation of the Information Management Strategic Action Plan in an effort to improve the effectiveness and efficiency of the information management function.
- [C]ontinue the Department’s transition to a Virtual Library, which includes the digitization of print materials and the collection of electronic resources to support the Department’s greening goals.
With regard to information management (IM) and information technology (IT), the Department participated in the development of the interim Government of Canada Secret Infrastructure (iGCSI), whereby information exchange gateways were established between Public Safety Canada and a number of federal departments. Moreover, existing secret networking capability was extended to Public Safety Canada’s regional offices and classified telephony was enhanced to meet requirements of senior departmental officials. Lastly, the Department finalized its implementation of the three-year IM Strategic Plan and completed the construction of a Virtual Library, enabling employees to access all library electronic resources from their desktop.
Public Service Labour Relations Board
- In addition to continuing to implement its IM strategy and action plan, throughout 2013-14, the PSLRB will issue an IM policy suite and promote good record-keeping practices. The organization also plans to create an IM Centre of Expertise that, combined with several communications initiatives, will offer employees the tools and support they need to effectively manage their information.
The PSLRB also continued to work towards implementing its information management strategy and action plan, focusing on training all employees on the upgraded version of its electronic records and document management system (i.e., Documentum). Key activities included finalizing the file classification structure and file naming convention and completing the Documentum user manual.
Public Works and Government Services Canada
- PWGSC will enhance Information Management practices to support effective decision making, facilitate knowledge retention and enable better delivery of PWGSC services and programs.
- PWGSC is also implementing a new records management Service Delivery Model comprised of a Centre of Expertise and Branch Operations Model, to focus on PWGSC‘s recordkeeping obligations and is also enhancing internal promotion of good recordkeeping practices. A project was also initiated to review, analyze and develop action plans to address branch legacy record and information holdings. This work will support the establishment of an inventory of all structured and unstructured information repositories, including shared drives. A review of the electronic records currently captured and maintained within the current electronic document management system is also underway to assess their business value and retention; and disposition requirements. This work will facilitate the migration to GC Docs the new information management software.
- In order to respond on time to Access to Information (ATI) requests, PWGSC‘s Access to Information and Privacy Directorate will continue to provide training and support for ATIP liaison officers and employees in the Department in order to maintain consistent results in ATI response rates. An action plan was developed in 2012-13 by the Privacy Working Group, which has been established to identify opportunities for the improvement of the PWGSC‘s management of personal information by looking at best practices in other institutions and reviewing the Department’s privacy breach protocol.
Expanded Document Imaging Services to support federal government departments and agencies in their transformation initiatives by reducing the need to store large volumes of paper documents and allowing departments to improve client service and reduce operational costs.
Enabled federal clients using Government of Canada common information, human resources and materiel management systems to leverage economies of scale through the sharing of common functionality, expertise and resources.
After almost 173 years, the printed copy of the Canada Gazette came to an end in 2013-14. On March 31, 2014, the PWGSC‘s Canada Gazette Directorate (CGD)—whose mandate until then was to publish, print and distribute the Canada Gazette, Part I, Part II and Part III—commemorated the end of the Canada Gazette’s paper era and highlighted its transition to an exclusively electronic format.
Apart from this major improvement in the publication of the Canada Gazette, PWGSC also continued with service improvements in other areas including: upgrades to its public opinion research and advertising information systems; improvements to the solicitation process and implementation of a new suite of procurement instruments for advertising services; and continued work for a new Integrated Library System (ILS) to better serve our clients.
PWGSC played a key role in the transformation and the advancement of the innovation agenda, working closely with TBS and Shared Services Canada (SSC) to advance the GC-wide implementation strategy for GCDOCS by supporting the development of the business case, functional requirements, and future operational model. PWGSC continued to support government initiatives such as the Email Transformation Initiative (ETI). PWGSC continued to implement the Enterprise Knowledge and Information Management Strategy (EKIMS), working extensively with the IM community to promote EKIMS, making links with the recordkeeping directive and the ETI transformation. Key highlight of the EKIMS implementation was the successful IM Day held in November 2013. Requisite policy changes progressed with the new Departmental IM/IT Governance Framework.
The Department established an inventory of all information repositories, and also reviewed the electronic records within its electronic document management system in order to facilitate the migration to the Government of Canada standard solution for document management.
- The Agency is conducting a comprehensive review and automation of its internal services and launching the development of the data service centre initiative for statistical information management.
- Consult with other departments and Treasury Board Secretariat to get more information about the functionality of Systems, Applications and Products (SAP) and PeopleSoft —and the interoperability of these tools —as well as GCDOCS and email, to evaluate the timing and roadmap for migration to these common tools.
Continue to strengthen the corporate information management framework: Information management (IM) is integral to the strategic outcome of the national statistical office—to provide Canadians with access to a trusted source of information. Statistics Canada’s IM Action Plan addresses the highest priority IM challenges that the Agency faces as it pursues the corporate objectives of relevance, trust, access and stewardship. Initiatives are aligned with the priority components of the Enterprise Government of Canada IM Framework: http://www.tbs-sct.gc.ca/im-gi/ims-sgi/ims-sgi-eng.asp. IM continues to be a key principle of the Agency’s CBA initiative. The integration of good IM practices into business processes is a key part of several strategic projects. The goal is to facilitate the identification and management of information resources of business value. In 2013/2014, Statistics Canada continued to monitor the implementation of the Directive on the Management of Statistical Microdata Files and the Directive on the Management of Aggregate Statistics. Work continued to prepare for the implementation of GCDOCS to replace the software used by the Document Management Centre. Business processes were analyzed to identify information resources of business value for statistical processes and their information management requirements including preservation and disposition schedules. A strategy on statistical standards was approved and the action plan received corporate funding for implementation. The data service centre initiative began. Once completed, this single corporate approach to registering files will facilitate access to all of the Agency’s key statistical holdings by authorized users.
Initiate the development of the new dissemination model: Over the last number of years, www.statcan.gc.ca has played a leading role in statistical data dissemination, both nationally and internationally. The goal of the new dissemination model is to modernize Statistics Canada’s methods and framework for the coherent dissemination of data to the public, including on the website, with the focus on aggregated statistics. This four-year project, launched in 2012/2013, includes developing a single output data repository to drive dynamically generated data tables; simplifying the product line to ensure consistency in product availability, presentation and functionality across the different subject-matter areas; reviewing the organization of the website and navigation strategy to ensure that Statistics Canada data are easy to find; and reviewing the output formats being offered, including the implementation of a web data service. In 2013/2014, the Agency initiated development of proposed systems, and began iterative usability testing of the proposed prototypes.
Develop, test and implement the new Government of Canada Open Data Portal infrastructure and user interface: The Government of Canada produces vast amounts of data to support delivery in areas such as health, environment, agriculture and natural resources. The Open Data Portal was developed to create a central location for making government data freely available in machine-readable formats. Statistics Canada was asked to host, develop, and maintain the next generation of the Government of Canada’s Open Data Portal that was successfully launched on June 18, 2013. The launch of this site enabled Canada to meet its international commitments under the G8 Open Data Charter. Statistics Canada continues to support and enhance the portal infrastructure and user interface. This extension to Statistics Canada’s portfolio ties into the Agency’s goals and objectives of providing greater access to statistical data for the Canadian public.
Develop a corporate approach for the governance, acquisition, use and disposition of administrative data: Statistics Canada has a long history of using administrative data for economic and social statistics, as well as for census and demographic programs. These data can provide high-quality input, while minimizing the burden on respondents. Statistics Canada recognizes the need to manage and reduce wherever possible the burden on small and medium-sized businesses and on individual Canadians. Further, administrative and secondary data sources yield the potential to develop new information series on new and emerging issues at a reduced cost and without increasing global response burden when compared to traditional statistical surveys. To enhance its use of administrative or secondary data, Statistics Canada will review its practices and use to ensure a consistent, coherent corporate approach to the acquisition, management, use, and disposition of such data. In 2013/2014, the Agency conducted an international review of governance and related frameworks for using administrative and secondary data sources. A review of current internal practices was undertaken to identify existing processes for acquiring, using and managing administrative data. Work started on developing an evaluation framework for administrative data that will more rapidly assess their fitness for use. Recommendations were made to optimize processing of administrative data.
Statistics Canada continues to
- seek opportunities with other federal departments to obtain administrative data as a means of reducing response burden and expanding information holdings.
- leverage the network of provincial/territorial statistical agencies and resources to develop additional national information products, based on federal/provincial/territorial administrative data. For example, in 2013/2014, Statistics Canada began a collaborative proof-of-concept pilot project to produce a new nationally comparable data series, using income support/social assistance administrative data. This work will continue in 2014/2015.
- collaborate with international organizations to share best practices and pool research findings to facilitate enhanced use of administrative data.
- explore potential for official statistical purposes of transactional data held by private enterprises.
Supreme Court of Canada
- The Library and Information Management Branch supports the information management needs of the organization. Priorities for 2013-14 include:
- Reviewing the results of the GC Docs Pilot Project and developing a migration strategy to deploy GC Docs across the organization.
- Improving the search experience and the efficiency and effectiveness of searching for information across organizational repositories.
- Ensuring that the Office of the Registrar is able to meet its obligations under the Treasury Board Secretariat’s Directive on Recordkeeping.
The Library and Information Management Branch supports the information management needs of the organization. Results for 2013-14 include:
- To confirm that the GC Docs Pilot Project could be deployed across the organization, a proof of concept to test the interoperability of C-doc, the Court’s document system for case-related documents and GCDOCS, using the AGA tool from Open Text, was investigated. A prototype demonstrated that closed case files, with their proceedings related metadata, could be migrated from C-doc to GCDOCS, and that enterprise searching across both systems could be achieved. Shortcomings in the transfer of case-related metadata, and in the management of physical case files, will be reviewed in the coming year. Archiving and preservation of the case file in electronic format is the ultimate goal.
- An improved search experience for internal users of the document and records systems, and the efficiency and effectiveness of searching for information across organizational repositories, was successfully demonstrated. An older repository of historical case summaries and judgments will be migrated in the coming year.
- Ensuring that the Office of the Registrar is able to meet its obligations under the Treasury Board Secretariat’s Directive on Recordkeeping has been a key objective. An implementation plan for the Recordkeeping Directive was approved and submitted to TBS CIO Branch for review.
Transportation Safety Board of Canada
- The second priority for Internal Services in 2013–14 is to improve the tools and guidance with respect to information management. During 2012–13, the TSB undertook two important initiatives that serve as important information management foundation work: the identification of information resources of business value and the implementation of an electronic records and data management system on a pilot basis. The TSB will build on the lessons learned from these initiatives in prioritizing the next steps to improve its information management tools and guidance. Additionally, the TSB will complete its work on the modernization of the Marine investigations database that captures occurrence information and initiate work on the modernization of the Air investigations database.
- The elimination of support positions prompted a review and a realignment of some internal services. Examples of changes include the closure of the TSB library, the closure of the department’s warehouse in the National Capital Region and the transfer of compensation activities to Public Works and Government Services Canada shared services. Internal Services procedures were reviewed and updated to streamline and eliminate redundancies. Employees have been encouraged to use on-line self-service tools. Internal service levels were reviewed and reduced in some areas. Work was redistributed to other positions within the organization, including making greater use of existing support staff within the branches.
Treasury Board of Canada Secretariat
- Continue to implement Open Government, including key commitments in Canada’s Action Plan on Open Government, in particular “open data,” and modernize the Access to Information and Privacy program
The Secretariat exceeded its target for completion of planned policy activities that support the management of information across the Government of Canada.
The Secretariat successfully completed the five-year review of the Policy on Information Management. In addition, it published a new Standard on Email Management, which provides direction on managing email and instant messages, and safeguarding information of business value. Also, draft policy instruments including the Directive on Open Government and the Standard on Digitization of Source Paper Records were shared on GCpedia.
Veterans Affairs Canada
- The Department will continue its work on retention and disposition of records. The goal is to complete the appropriate disposal of all electronic and paper records by March 2015.
The Department implemented various initiatives during the year to provide employees with more streamlined processes and the tools to deliver internal services. Examples include:
- A new Access to Information and Privacy system allowing requestors to submit and pay for ATIP requests online.
- Preparation for implementation of a new electronic document and records management system (GCDocs) to allow for more efficient and effective management and access to electronic documents.
The Department recognizes that effective privacy management requires ongoing vigilance and commitment. During the year, there was continued focus on improving staff awareness by providing training on the requirements of privacy protection to 898 people. The Department’s efforts to promote a privacy-aware culture were evidenced by the fact that privacy breaches decreased by over 40% in the 2013–14 fiscal year.