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DAOD 6001-0, Information Management

Table of Contents

  1. Introduction
  2. Definitions
  3. Policy Direction
  4. Consequences
  5. Authorities
  6. References

1. Introduction

Date of Issue: 2012-02-28

Date of Last Modification: 2021-07-14

Application: This DAOD is a directive that applies to employees of the Department of National Defence (DND employees) and an order that applies to officers and non-commissioned members of the Canadian Armed Forces (CAF members).

Supersession: DAOD 6420-0, Management of Recorded Information

Approval Authority: Assistant Deputy Minister (Information Management) / Chief Information Officer (ADM(IM)/CIO)

Enquiries: Director Knowledge Information Management (DKIM)

2. Definitions

data (données)

Set of values of subjects with respect to qualitative or quantitative variables representing facts, statistics, or items of information in a formalized manner suitable for communication, reinterpretation, or processing. (Policy on Service and Digital, Treasury Board)

Note – In the DND and the CAF, data is created, collected and used both in military operations and exercises, and in corporate administrative processes.

information (information)

The representation that a human or a machine assigns to data, facts or knowledge by means of known conventions such as reports, events, processes, decisions, ideas or opinions, in any medium or form. (Defence Terminology Bank record number 696374) )

information architecture (architecture de l’information)

The structure of the information and data components of an enterprise, their interrelationships, and principles and guidelines governing their design and evolution over time. Information architecture enables the sharing, reuse, horizontal aggregation, and analysis of information. (Policy on Service and Digital, Treasury Board)

information asset (ressource d’information)

A body of information defined and managed as a single unit so the body of information can be understood, shared, protected and exploited effectively.

Note – An information asset has recognizable and manageable value, risk and content for DND business and CAF operations. (Defence Terminology Bank record number 696375)

information management (gestion de l’information)

A discipline that directs and supports the handling of information throughout its life cycle, including its planning, collection, organization, control, dissemination, use and disposition. (Defence Terminology Bank record number 42250)

information management functional specialist (spécialiste fonctionnel en gestion de l'information)

An individual who provides expert information management advice, monitoring and oversight to DND employees and CAF members. (Defence Terminology Bank record number 696376)

information management officer (officier de gestion de l’information)

An individual who is an information management functional specialist at the level one advisor, commander of command or other organizational level. (Defence Terminology Bank record number 696377)

information technology (technologie de l’information)

Involves both technology infrastructure and information technology applications. Technology infrastructure includes any equipment or system that is used in the automatic acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission or reception of data or information. Information technology applications include all matters concerned with the design, development, installation and implementation of information systems and applications to meet business requirements. (Defence Terminology Bank record number 3161)

3. Policy Direction

Context

3.1 Information is a strategic asset and its management is integrated into all aspects of DND business and CAF operations for the delivery and support, on a timely basis, of trusted and secure information, in line with Canadian defence policy.

3.2 ADM(IM), in the role of Defence CIO, is accountable to the Deputy Minister (DM) and to the Chief of the Defence Staff (CDS) for the strategic management and protection of information, open government and recordkeeping. This forms the basis of sound evidence-based decision making that enables DND to meet its business objectives and the CAF to succeed in operations, while meeting the obligations of the Government of Canada (GC).

3.3 For purposes of the DAOD 6001 series, information management (IM) includes, but is not limited to, the management of:

  1. information assets;
  2. open government services;
  3. archival services;
  4. library material;
  5. forms; and
  6. information architecture services.

3.4 Assistant Deputy Minister (Data, Innovation and Analytics) (ADM(DIA)), as the Chief Data Officer, oversees the management of DND and CAF data. Given that information includes data, ADM(IM)/CIO policy and instructions with respect to IM are therefore complementary to, and should be read in conjunction with, ADM(DIA) policy and instructions with respect to data management and analytics.

3.5 The DAOD 6001 series should be read in conjunction with the DND and CAF IM and IT Policy Framework, and any other relevant policies, directives, instructions, standards and guidelines, including the Treasury Board:

  1. Policy on Service and Digital;
  2. Directive on Service and Digital;
  3. Standard on Email Management; and
  4. Guideline for Employees of the Government of Canada: Information Management (IM) Basics.

Policy Statement

3.6 The DND and the CAF are committed to the open and strategic management of information that:

  1. is transparent, applied consistently throughout its life cycle and supports the outcomes of programmes, services, operational requirements and accountabilities;
  2. establishes governance structures to ensure the integration and management of information within information technology (IT) and other processes;
  3. enables the delivery of timely, trusted and secure information to the right people;
  4. enables informed and evidence-based decision making; and
  5. documents business and operations for accountability, transparency and collaboration.

Requirements

3.7 The DND and the CAF must ensure that:

  1. DND employees, CAF members, contractors and other persons employed by or authorized to work with the DND and the CAF receive IM briefings and training;
  2. sufficient IM functional specialists, including full-time information management officers (IMOs) in level one advisor (L1), commander of command and commander of formation organizations, are available and trained to aid with the implementation of IM practices;
  3. the role of IMO is assigned to DND employees and CAF members;
  4. the IM governance model is supported by representatives at the appropriate level to foster and achieve a culture of sound IM practices;
  5. programmes, services, business and operations integrate IM requirements into their design, development, implementation, evaluation and reporting activities;
  6. IM services are client-centric by design and consider IM innovation and experimentation during the process;
  7. information is managed through its life cycle while remaining relevant, authentic, quality-controlled and cost-effective to meet operational needs and accountabilities;
  8. decisions and decision-making processes:
    1. are documented and recorded to support the continuity of business and operations;
    2. document the evolution of policies and programmes; and
    3. allow for independent evaluation, audit and review;
  9. information is shared in the DND and the CAF and with other government departments (OGD) and agencies and released to the GC Open Government portal to the greatest extent possible, while respecting security, privacy and legal requirements;
  10. electronic systems are the preferred means of IM; and
  11. IM is enabled by a digital transformation approach.

4. Consequences

General

4.1 Should clarification of the policy statement, requirements or authorities set out in this DAOD be required, DND employees and CAF members may seek direction through their channel of communication or chain of command, as appropriate. The anticipated results set out in the policy statement may not be achieved by the DND and the CAF if the requirements specified in this DAOD are not properly implemented. Not achieving the anticipated results could affect the ability of the DND and the CAF to ensure that the CAF is prepared to undertake missions for the protection of Canada and Canadians and the maintenance of international peace and stability.

5. Authorities

Authority Table

5.1 The following table identifies the authorities associated with this DAOD:

The … has or have the authority to …
ADM(IM)/CIO
  • set direction for the methodologies and use of digital systems as the preferred means of creating, using and managing the life cycle of information and recordkeeping;
  • oversee the implementation and compliance of open government requirements in the DND and the CAF;
  • direct and monitor the disposition of DND and CAF information assets and data;
  • authorize disposition if information assets or data are orphaned, i.e. without ownership or an office of primary interest;
  • oversee the monitoring of information sharing within the DND and the CAF and with OGD and agencies, while respecting security, privacy and legal requirements;
  • set direction for the establishment and maintenance of taxonomies and classification structures to manage, store, search and retrieve information in all formats, according to prescribed GC, DND and CAF standards;
  • oversee the establishment of the L1 IMO training requirements;
  • set direction for DND and CAF IM briefings and training;
  • oversee and approve the release of DND and CAF information and data as an open resource;
  • act as the DND and CAF representative in the negotiation and disposition of information and data with Library and Archives Canada; and
  • advise the DM, the CDS and Treasury Board on DND and CAF IM requirements and objectives, compliance and the development of national and international IM standards.
ADM(DIA)
  • oversee the management of DND and CAF data and analytics.
L1s and commanders of commands or formations
  • advise the ADM(IM) on IM requirements for their programmes and operations;
  • appoint an L1 IMO for their organizations;
  • establish IM governance within their organizations;
  • direct the disposition of information assets and data of their organizations;
  • direct the release of information and data under their organizational holding as a DND and CAF open resource; and
  • issue amplifying IM policies, directives, instructions and standards to meet their functional and operational requirements.
Judge Advocate General and DND/CF Legal Advisor
  • prohibit the disposition of information and data required by Crown and defence counsel as evidence in judicial proceedings until the proceedings or any related proceedings, including any appeals, are completed.
Commander, Canadian Forces Military Police
  • prohibit the disposition of information and data required by the National Investigation Service or military police as evidence in an investigation until the investigation, any resulting charges and judicial proceedings, including any appeals, are completed.
Director Access to Information and Privacy
  • prohibit the disposition of:
    • information subject to an Access to Information Act request until the request and any subsequent action, including a complaint or judicial review, are completed; and
    • personal information, as defined in the Privacy Act, which has been used for an administrative purpose:
    • for at least two years following the last time the personal information was so used; and
    • if a request for access to the information has been received, until such time as the individual has had the opportunity to exercise all their rights under the Privacy Act.
DND managers and commanding officers  authorize the disposition of the information assets and data under their control.

6. References

Acts, Regulations, Central Agency Policies and Policy DAOD

Other References

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