DAOD 6001-0, Information Management


1. Introduction

Date of Issue: 2012-02-28

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) (ADM(IM))

Enquiries: Director Information Management Policy and Standards (DIMPS)

2. Definitions

information architecture (architecture d'information)

Has the same meaning as in the Treasury Board Policy on Information Management.

information management (gestion de l'information)

Has the same meaning as in the Treasury Board Policy on Information Management.

information technology (technologies de l'information)

Has the same meaning as in the Treasury Board Policy on Management of Information Technology.

publication (publication)

Has the same meaning as in the Treasury Board Policy on Information Management.

record (document)

Has the same meaning as in the Treasury Board Policy on Information Management.

3. Policy Direction

Context

3.1 Information is an essential component of effective management. The availability to decision makers of high-quality, authoritative information supports the delivery of programmes and services, enabling the DND and the CAF to be more responsive and accountable.

3.2 For purposes of the DAOD 6001 series, information management (IM) includes the management of:

  1. documents;
  2. data;
  3. terminology;
  4. library material;
  5. forms;
  6. publications;
  7. Web pages;
  8. information collaboration; and
  9. information architectures.

3.3 IM is aligned with and integrated into all aspects of DND and CAF business and operations in order to provide access to relevant information in a timely manner and meet the obligations of the Government of Canada (GC).

3.4 The DND and the CAF increasingly use information technology to implement and integrate IM requirements. Planning is required to ensure that information can be migrated from one version or system to the next and that it remains compatible with all other systems in use in the DND and the CAF.

3.5 All DND employees and CAF members are required to effectively manage the information under their stewardship.

Policy Statement

3.6 The DND and the CAF are committed to:

  1. managing information, throughout its life cycle, as a valuable asset and strategic resource to support the outcomes of programmes, services, operational needs and accountabilities;
  2. establishing governance structures, mechanisms and resources to ensure the continuous and effective management of relevant, reliable, accurate, comprehensive and timely information;
  3. achieving effective and efficient IM to support business, operations, programmes and service delivery;
  4. documenting business and operations for accountability, transparency and collaboration;
  5. fostering proper IM practices to enable informed and effective decision making; and
  6. preserving and ensuring access to information for the benefit of present and future generations.

Requirements

3.7 The DND and the CAF must ensure that:

  1. IM practices are understood by all DND employees and CAF members, and fully implemented;
  2. sufficient IM specialists are available and trained to aid with the implementation of IM practices;
  3. business, operations, programmes and services integrate IM requirements into their development, implementation, evaluation and report activities;
  4. information is relevant, authentic, quality-controlled and cost-effective for as long as it is required to meet operational needs and accountabilities;
  5. information of business value is made available centrally in the DND and the CAF;
  6. decisions and decision-making processes:
    1. are documented 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;
  7. information is shared in the DND and the CAF and with other departments and agencies to the greatest extent possible, while respecting security and privacy requirements;
  8. electronic systems are the preferred means of IM;
  9. the DND and the CAF participate in setting GC-wide or coalition direction for IM; and
  10. compliance with this DAOD is monitored and appropriate remedial action is taken to address any deficiencies.

4. Authorities

Authority Table

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

The … has or have the authority to …
ADM(IM)
  • establish strategic direction and governance structures, and approve plans and programmes, for IM in the DND and the CAF;
  • issue policies, instructions and standards for IM in the DND and the CAF, and oversee their compliance;
  • authorize changes to DND and CAF file classification structures;
  • negotiate required changes to the retention and disposition authorities and schedules with Library and Archives Canada;
  • authorize the disposition of DND and CAF information holdings in accordance with disposition authorities;
  • align IM policy instruments, requirements, procedures and tools with DND and CAF requirements, GC legal and policy obligations, and agreements with allies; and
  • approve the implementation of common electronic tools, processes, infrastructure, training, education and performance measurement criteria necessary to support IM requirements.
level one advisors
  • issue amplifying IM policies, instructions and guidance to meet their requirements, and oversee compliance;
  • determine business and operational processes, supporting information and information exchange plans to meet their requirements;
  • advise the ADM(IM) on IM matters;
  • manage information under their control; and
  • act on behalf of the DND and the CAF with other government departments, agencies and allies to define information and IM practices, with promulgation of the results through the ADM(IM).
Judge Advocate General and DND/CF Legal Advisor
  • prohibit the disposition of records required by Crown or defence counsel as evidence in judicial proceedings until the proceedings or any related proceedings, including any appeal, are completed.
CF Provost Marshal
  • prohibit the disposition of records 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 appeal, are completed.
Director General Information Management Strategic Planning
  • approve IM standards for the DND and the CAF.
Director Access to Information and Privacy
  • prohibit the disposition of records subject to an Access to Information Act request until the request and any subsequent action, including a complaint or judicial review, is completed; and
  • prohibit the disposition of personal information, as defined in the Privacy Act, concerning an individual that has been used for an administrative purpose:
    • for at least two years following the last time the personal information was used for an administrative purpose; 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.
commanding officers and equivalent civilian managers
  • assign appropriately trained staff to manage information in their unit or organization; and
  • enforce IM policies, instructions and standards within their area of responsibility.
DND employees and CAF members
  • create and collect information, and share information under their control.

5. References

Acts, Regulations, Central Agency Policies and Policy DAOD

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