Page 293 - DLIS402_INFORMATION_ANALYSIS_AND_REPACKAGING

Information Analysis and Repackaging

Notes as widely as possible, subject to statutory constraints, and also by eliminating any unnecessary
collection of information; and
• in 1987, the National Archives of Canada Act placed statutory controls over the disposal of gov-
ernment records. Institutions are required to seek the consent of the National Archivist for
the disposal of government records regardless of the medium used for storage.
These developments in information law and policy represent the increasing emphasis being placed
on the management of the government’s information holdings in recognition of their value to both
the government and the public.

14.4 Information Management

Managing information-based resources is now widely recognized in industry and government to be
as critical as managing financial and human resources. This has led to the acceptance of information
management, namely, the coordinated management of an organization’s information-based resources,
including its information holdings and investments in technology. It implies planning, directing and
controlling all of the organization’s information-based resources to meet corporate goals and to deliver
programs and services. It is a consequence of the premise that an organization’s information holdings
and investments in information technology are valuable resources and critical factors in the
achievement of its objectives.

14.4.1 Information Management Planning
Planning for information and information technology assures that information systems will meet
future operational requirements. It should build on existing planning processes for information
technology and should evolve to reflect the convergence of information technology-based functions
(data processing and telecommunications) and information-based functions (computer data
management, records management, libraries, forms management, and information collection) both
within institutions and government-wide.
Institutions currently differ in the degree of their commitment to information management. Those
that have determined it is important in helping them meet their objectives have made substantial
progress in implementing it and are reaping benefits. Others are challenged to assess the value of
information management to their organization and to proceed with implementing it.
Linkages between information technology and information holdings should be established only to
the extent that they are useful and meaningful. Some linkages to be considered include:
• organizing and storing information in major office automation systems to ensure it can be
retrieved quickly in usable form, and complying with appropriate standards to ensure the
integrity and durability of the information;
• identifying major new collections of information from the public for review purposes and
consideration of paper burden implications;
• including restrictions on the use and disclosure of information (for instance, to address con-
cerns about privacy and security) in the design of information systems to prevent expensive
retro-fits;
• incorporating requirements to ensure the widest possible use of information (for economy,
efficiency, and reduction of response burden) in the design of, for example, database man-
agement systems and office communications systems;
• including retention and disposal standards in the design of information systems;
• applying technology to implement many of the requirements in the Treasury Board Manage-
ment of Government Information Holdings policy; and
• automating for greater effectiveness, automating the inventory of government information.

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