Evaluation of the FCAC Information Management Program
Management Response and Action Plan
Recommendation 1
Extend IM Governance Framework across all data repositories.
FCAC's response
Agree
Office of primary interest
Data Management and Digital Adoption Services
Deliverables
- Document the disposition process for paper records.
- Document the disposition process for records held in Gcdocs.
- Establish and document the disposition process for transitory records.
- Publish quick reference documentation for end users to better understand retention and disposition activities at FCAC.
- Conduct a gap analysis on GCdocs.
Timeline
- Complete
- Complete
- Q4 2025-2026
- Q4 2025–2026
- Q4 2025-2026
Recommendation 2
Implement support from management and appropriate guidance from the Data Management and Adoption team for Data Stewards in ensuring the application of sound IM practices across the Agency
FCAC's response
Agree
Office of primary interest
Data Management and Digital Adoption Services
Deliverables
- Develop and distribute a kit outlining best practices, quick references guides, and key activities for Data Stewards.
- Schedule regular meetings between the Data Management and Digital Adoption Services team and the Data Stewards.
- Establish a formal mechanism for following up on recommendations from data stewards to IM-IT.
Timeline
- Q4 2025–2026
- Q1 2026-2027
- Q3 2025-2026
Recommendation 3
Strengthen oversight across data repositories by establishing targets, developing and implementing monitoring mechanisms to measure and report on IM activities
FCAC's response
Agree
Office of primary interest
Data Management and Digital Adoption Services
Deliverables
- Develop a dashboard for IM and data health, to monitor adherence to the Directive on Service and Digital, with monthly and quarterly metrics.
- Report annually on IM health to DCOM.
Timeline
- Q4 2025–2026
- Q1 2026-2027
Recommendation 4
Develop and implement IM lifecycle tools by platform according to their business value, including guidance on classification, access and security/confidentiality requirements
FCAC's response
Agree
Office of primary interest
Data Management and Digital Adoption Services
Deliverables
- Implement a dashboard to monitor the number, type, and age of records in SharePoint.
- Centralize the creation of new SharePoint sites and Teams under the Data Management and Digital Adoption Services team.
- Implement disposition practices in GCDocs.
- Create additional guidance for employees, including training for Team owners.
Timeline
- Complete
- Complete
- Q1 2026-2027
- Q2 2026-2027
Recommendation 5
Implement file plans and retention schedules for SharePoint and case management systems
FCAC's response
Agree
Office of primary interest
Data Management and Digital Adoption Services
Deliverables
- Implement retention and disposition identifiers for all end user SharePoint sites, OneDrive, Exchange and case management systems
Timeline
- Q4 2026-2027
Recommendation 6
Establish quality assurance and monitoring mechanisms to oversee the completeness, accuracy, correct classification and labelling of information.
FCAC's response
Agree
Office of primary interest
Data Management and Digital Adoption Services
Deliverables
- Develop a framework that includes regular audits of data quality and conduct annual reviews of the effectiveness of data and IM processes.
Timeline
- Q1 2026-2027
Recommendation 7
Establish an adoption plan based on training efficacy and needs analysis
FCAC's response
Agree
Office of primary interest
Data Management and Digital Adoption Services
Deliverables
- Use the Digital Competency Self-Assessment to establish employees' knowledge and skills related to IM practices.
- Develop a personalized adoption framework for digital, data and information related skills.
Timeline
- Complete
- Complete
Recommendation 8
Develop and implement a generic change management process to support IM adoption.
FCAC's response
Agree
Office of primary interest
Data Management and Digital Adoption Services
Deliverables
- Develop a change management framework that includes clear steps for implementing new IM practices and tools.
- Establish a communication to keep employees informed about IM best practices, upcoming changes, and how end users are affected.
Timeline
- Complete
- Ongoing with PAB