Communications Services
Table of contents
How to use this tool
- This tool is designed for IM specialists to use with relevant business areas when identifying information resources of business value (IRBV) and retention specifications.
- The IRBV and retention specifications contained in this document are recommendations only and should be customized to apply in each institutional context. The complete document should be read before using any recommendations.
- This Generic Valuation Tool does not provide Government of Canada institutions with the authority to dispose of information. Generic Valuation Tools (GVT) are not Records Disposition Authorities (RDA) and do not replace the Multi-Institutional Disposition Authorities (MIDA).
Validation: The business processes and IRBV of this Generic Valuation Tool have been validated by subject matter experts from the following departments: Natural Resources Canada, Human Resources and Skills Development Canada, Public Works and Government Services Canada, Treasury Board Secretariat, Privy Council Office, Canadian Transportation Agency, Citizenship and Immigration Canada and Infrastructure Canada.
Defining the Activity
“Communications Services” is one of the internal services identified by the Treasury Board Secretariat in the Profile of Government of Canada Internal Services. It is defined as
“activities undertaken to ensure that Government of Canada communications are effectively managed, well-coordinated and responsive to the diverse information needs of the public. The communications management function ensures that the public…receives government information, and that the views and concerns of the public are taken into account in the planning, management and evaluation of policies, programs, services and initiatives.” Footnote1
The communications function in the Government of Canada is prescribed by numerous policies, guidelines and standards. These include: Communications Policy of the Government of Canada (2012), Policy on Access to Information (2008), Federal Identity Program Policy (1990), Standard on Web Accessibility (2011), Standard on Web Interoperability (2012), Standard on Web Usability (2011), Guideline for External Use of Web 2.0 (2011) and Communications Policy of the Government of Canada: Procedures (2008).
The communications function has links to all of the other activities of a government department. The user of this Generic Valuation Tool should determine if the content is being created and captured elsewhere in another function or if the content has been created specifically for the purpose of promotion and communication.
Relationship to Other GVT
Business processes and activities often overlap. When the IRBV from an activity is identified in another GVT, there is a note in the table of IRBV and retention recommendations (below) to direct the user to the proper tool.
Acquisitions GVT: Many business processes in the communications activity are contracted out to private companies, whether it is the design of a print advertisement or the creation of a video for YouTube. Whenever a third-party contract is used, the Acquisition Services GVT should be consulted for the IRBV related to the contracting process.
Information Technology GVT and Information Management GVT: Communications Services is closely intertwined with information technology and information management, and the associated business processes are interdependent. For example, responsibilities for web content are shared by the Information Technology (IT), Information Management (IM) and Communications sections. Some departments may define the distinctions between these functions differently. For example, the removal of obsolete material on the web may rest with any of these sections, depending on the department. This Generic Valuation Tool has attempted to define the scope of these activities based on Treasury Board Secretariat (TBS) guidelines, policies and definitions. Departments should use the three GVTs together to ensure the identification of IRBV from all the business processes.
Management and Oversight GVT: The process of creating departmental policies for any communication activities is identified in the Management and Oversight GVT.
Several other GVTs point to the business processes for public consultation covered in this Communications Services GVT. In particular, public consultation is often required for the creation or modification of policies, programs, services and regulations (Legal Services GVT), the granting of a licence (Authorization GVT), the granting of funds for a project (Transfer Payments GVT) and the modification or disposal of Crown lands (Real Property Services GVT).
Business Processes
Note: The first eight business processes described below align with the Treasury Board Secretariat (TBS) Profile of Internal Services service groupings for Communications Services Footnote2 and with the Information Management Common Core internal services classification structure. Footnote 3 However, to include all the common activities of the communications function, this Generic Valuation Tool has expanded on those TBS service groupings and describes a further seven activities. These were determined through a review of the Communications Policy of the Government of Canada and its associated procedures and guidelines, as well as a review of relevant legislation, consultations with departments and a review of existing business process analyses.
1. Public opinion research
Public opinion research (POR) is used by the Government of Canada to conduct a broad range of activities, including policy research, market research program evaluation, client satisfaction and product development, and most frequently, to measure the effectiveness of communications and advertising. Resulting from the Commission of Inquiry into the Sponsorship Program and Advertising Activities, the Federal Accountability Act (2006) and the Independent Review of Public Opinion Research (2007), the rules and regulations governing POR were further strengthened. The process of POR involves many players: departments coordinate their public opinion surveys with the Public Opinion Research Directorate at PWGSC and the Privy Council Office, often contracting out the research process to private companies and providing the results to Library and Archives Canada, Parliament and the Canadian public. Nearly all the IRBV created through contracting will be identified in the Acquisitions GVT. However, there are further IRBV created in POR as a result of the strict oversight that necessitates reporting to and having approval from Ministers or their equivalents, Public Works, and the Privy Council Office.
After the results of POR are reported and used to contribute to decision making, the raw data may be maintained in a database for future projects. Institutions need to determine the appropriate retention for data based on this projected need.
2. Corporate identity
The Federal Identity Program (FIP) Policy outlines the specific requirements for the use of logos and titles, the presentation of bilingual items, etc., in departments’ communications materials. These strict requirements are usually implemented by a FIP coordinator. This section of the GVT addresses the activities of ensuring and monitoring compliance with the Policy. Some departments with high public profiles, such as the RCMP or Coast Guard, design corporate identities in addition to the national government identity outlined by the FIP. Treasury Board must approve any corporate image design as well as any exemptions from using the images of the Federal Identity Program.
3. Consultations
The Communications Policy of the Government of Canada requires departments to consult the public and to listen to and take account of people's interests and concerns when establishing priorities, developing policies, and planning programs and services. Moreover, the Government of Canada recently committed to the Open Government Initiative. Therefore, the Government of Canada engages stakeholders, citizens and experts in various ways to develop more informed and effective policies, programs, services and regulations.
The range of types of public consultation is wide, from the more passive public feedback through a comments box on a website, to actively involving citizens in the decision-making process through hearings. The methods of consultation may include public meetings, advisory committees, stakeholder groups and voluntary associations.
Also addressed in this Generic Valuation Tool are the consultations with Aboriginal groups that fulfill the Crown’s Duty to Consult as outlined in Aboriginal Consultation and Accommodation: Updated Guidelines for Federal Officials to Fulfill the Duty to Consult. Footnote4
Departments should assess which business processes and IRBV are appropriate to their particular form of public consultation.
4. Media relations
Providing information to the media is closely related to providing information to the public, since the public is the ultimate consumer. The activities for managing media relations include the identification, training and performance of spokespeople, managing requests from the media, the provision of information to the media, and daily media monitoring. A media monitoring service can be internal, through a third-party provider or through PWGSC. News coverage about the department or Minister would have business value; general headlines of the day, provided for convenience and not directly related to the department, would be transitory.
5. Advertising, fairs, exhibits
The need for accountability in Government of Canada advertising has increased since the Auditor General’s report of 2003. That report led to the Commission of Inquiry into the Sponsorship Program and Advertising Activities and recommendations for improved oversight in the government’s advertising contracts. As a result, the business processes and information resources created through advertising are quite prescribed. The IRBV created when contracting out activities to a private company—which is the case for advertising—are identified in the Acquisitions GVT. However, there are further IRBV created in advertising as a result of the strict oversight that necessitates reporting to and having approval from Public Works, the Privy Council Office and TBS.
Departments work closely with PWGSC when advertising. When PWGSC is the lead, this Generic Valuation Tool assumes that the department will be creating “shadow” files to document the process and to allow for the re-creation of all actions undertaken during the advertising activities for purposes of accountability. These files may contain a mix of original information resources or working copies.
The IRBV described as “final copy of advertising regardless of format” include print, audio and video promotional material that is intended for social media channels of communication such as YouTube.
The “Fairs and Exhibits” requirement has been rescinded in the Communications Policy, and the Government of Canada Exhibitions Program has been discontinued. However, the activity of communicating with the public through fairs and exhibits still occurs but is now managed by individual departments. This activity does not include exhibits of historical or cultural significance.
6. In-person service, telephone, fax, mail, and internet
Government departments interact with and provide service to the public through a variety of channels. The IRBV identified in this business process are those created through liaison services and, for the communications function, would be predominantly a query-and-response service. Responding to complaints would also be included in this activity. For departments that fulfill their mandated functions through public service (such as the Canada Revenue Agency’s providing tax filing online), those functions would be part of the operational business processes and not a function of this Generic Valuation Tool.
7. Translation services
Since the provision of all government communications in both official languages is a requirement of the Communications Policy of the Government of Canada, translation services is a busy activity that produces a lot of information resources. However, it is important to bear in mind that the documents being translated and their translated versions would have business value within the creating function. It is the creating area that would use, corporately file and retain these information resources. Translation services might maintain copies for reference or for entering into a translation database such as MultiTrans, but they are convenience copies and are therefore transitory.
8. Publications
Broadly, the activities for publication are planning, production and dissemination. Depending on the information resource, and the needs of the institution, “production” can include both the creation of the content and the physical creation of the final product. Much of the activity surrounding government publications is addressed in other GVTs or in other areas of this Generic Valuation Tool. For example, the contracting out of any portion of the publishing process, such as the writing, design or printing, would be part of the procurement process in the Acquisitions GVT. Ensuring that publications adhere to standards of the Federal Identity Program is under “corporate identity” in this Generic Valuation Tool.
“Publications” include traditional paper-based publications as well as those created specifically for a digital environment.
9. Prepare and implement communications plans and strategies
This section includes the activities of high-level planning for developing departmental communications plans, including emergency communications and risk communications plans.
10. Provide communications support to the Minister, senior management and business areas
Communications staff support the Minister, senior management and business areas with the provision of advice on communications plans and activities. Communications staff also create speeches and other communication information resources. It is important to distinguish between the roles of the Minister: when the Minister gives a speech as spokesman for the department (as defined by the Communications Policy), it is written by departmental staff and filed in the corporate repository; political speeches are written by the Minister’s office, not by departmental communications staff, and are not filed corporately.
11. Provide editing services
This activity consists of receiving information resources from business areas, editing them, and returning the revised versions to the creating areas. Often, a copy of the revised version is maintained by the editing staff. However, these revised copies, maintained after they have been edited and returned, are only convenience copies and are therefore transitory. It is the creating area that would use, corporately file and retain these as information resources of business value. The IRBV identified in the chart below for the editing activity are the procedures or guides being created by the editing staff and the statistical data for tracking and reporting on the work being done.
12. Collaborate with other government institutions
Many government initiatives are done in cooperation with other government or private institutions. This section focusses on the IRBV created when coordinating the communication/promotion of these activities to the public.
13. Manage marketing events
This activity includes outreach activities both with the public and other departments/levels of government such as sessions with consumers and hosting symposiums, conferences, presentations and discussions. The IRBV include the planning and evaluation documents rather than the content.
14. Communicate with the public through a departmental website
One of the key ways an institution communicates with the public is through its outward-facing web pages. A website is a format of communication; most information posted on a website will be a copy of content created and maintained elsewhere. However, the website itself has business value as it is a composite of copies of IRBV from various business processes and original content. Also included in this Generic Valuation Tool are the processes and IRBV for the management of the website and compliance with government standards for language, accessibility, usability and interoperability.
Activities of web services can overlap with information management and information technology activities. Each department needs to identify where these activities are taking place.
Departments can use their websites both for providing information and for receiving comments or queries from the public. The website can be used to gather feedback in the process of formal public consultations; this is described in this Generic Valuation Tool under the activity “Consultations” (3.3). The role of the website in providing the public with answers to questions or requests is described in this Generic Valuation Tool under the activity “provide service to the public (in-person, telephone, fax, mail, internet)” (3.6).
The government also provides information to the public on social media platforms such as Twitter, Facebook and YouTube. The Directive on Recordkeeping states that information resources of business value must be managed regardless of medium. The Guideline for External Use of Web 2.0 Footnote5 states that social media messages will have business value only if:
- the information being disseminated is not a copy of information captured elsewhere and
- it documents decisions or decision-making processes, or
- it is information received from the public in response to a government request for information.
Information on a social media platform that is considered to have business value needs to be captured and maintained in a corporate repository. Departments will need to assess their social media sites for IRBV based on the purpose and content of the site.
Personal information captured in web analytics must be destroyed after 18 months as per the TBS Standard on Privacy and Web Analytics (2013) and with the use of LAC’s Multi-Institutional Disposition Authority 2013/001. Web analytics retained longer than 18 months must be anonymized.
15. Manage internal communications
Internal communications in Government of Canada institutions are to be two-way, both informing employees and receiving their opinions and feedback. Internal communications may include “a mix of published materials (in multiple formats), oral presentations, staff meetings and learning events.” Footnote6 Internal communications include managing an institution’s intranet content. All internal communications are subject to the requirements in the Official Languages Act and Federal Identity Program Policy.
Retention
Recommended retention specifications in GVTs are determined based on traditional or best practices, a review of government-wide legislation and policy, and validation with subject matter experts. Retention periods are suggestions only; departments must take into account their own legislative requirements and business needs.
Communications policies, plans and products are intricately linked to the needs and agenda of the government in office. As a practice, staff members continually refer to previous communications products to ensure consistency in messaging for a government. As a result, the trigger for the commencement of the retention period is often the change in governing political party.
Retention is also linked to whether or not the communication refers to a strategic or important issue and therefore content and context must be taken into consideration when setting retention schedules.
Retention for content on the web: Since most web content is a copy of information resources created and maintained elsewhere, content does not have to stay on the website beyond the retention period of the original information resource. Departments must be vigilant to identify which is the official copy of the information resource and ensure that it has been captured in the corporate repository, and to capture any information of business value placed on the web that does not have another format off-line.
A recommended retention period for advertising information resources is 6 years, based on the fact that there are financial records associated with an advertising campaign. In practice, advertising information resources are likely to be maintained much longer as they will be referred to in future advertising campaigns. Since that timing cannot be predicted, only an absolute minimum retention period recommendation is provided.
Business Value and Retention Recommendations
1. Public opinion research
| Business Processes |
Recommendations: Information Resources of Business Value (IRBVs) |
Recommendations: Retention Period |
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Management of departmental POR
Create annual plan
Consult with Privy Council Office (PCO)
Gain approval of Minister
Gain approval of Public Opinion Research Directorate (PORD) at Public Works and Government Services Canada (PWGSC) as needed
Submit copies of the approved annual plan to PCO, PORD
|
(Throughout all processes, discussions and decisions made orally must be documented by note to file.)
Annual plan
Updates to annual plan
Ministerial approval of annual plan
Correspondence with PCO and PORD for unanticipated POR when related to the decision-making process
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10 years after superseded
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Plan POR projects
Define need for POR and determine if project will be contracted or non-contracted
Consult with PORD and Communications Procurement Directorate (CPD) at PWGSC
Consult with Privy Council Office
Gain approval from Minister’s office and senior management
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Correspondence with PCO and PORD
Approved POR project proposal
Approved POR project plan
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6 fiscal years after the end of the fiscal year in which the file closes, based on traditional practice applied to IRBV pertaining to financial transactions
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Create project templates
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Create project templates
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5 years after superseded
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Contract POR services
Consult with PORD and Communications Procurement Directorate (CPD) at PWGSC
Inform PORD and CPD of any changes to scope of work
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Key communications with PORD
Registration number of project
For remaining IRBV surrounding the procurement process please see the Acquisition Services GVT
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6 fiscal years after the end of the fiscal year in which the file closes, based on traditional practice applied to IRBV pertaining to financial transactions
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Conduct research
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Authorization from PWGSC
Correspondence with PORD and CPD regarding changes in work requirements
Research instruments (e.g., questionnaires, screeners and discussion guides)
Draft research instruments (that highlight key changes)
Analysis plan
Survey data
Data tables
Contracted deliverables – field data or report from contracted company
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6 fiscal years after the end of the fiscal year in which the file closes, based on traditional practice applied to IRBV pertaining to financial transactions
(Raw survey data is often retained longer.)
|
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Report results
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Final report (including certification from supplier’s senior officer)
English and French executive summaries
Correspondence with LAC showing fulfillment of reporting obligations
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10 years after last administrative use
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2. Corporate identity
| Business Processes |
Recommendations: Information Resources of Business Value (IRBVs) |
Recommendations: Retention Period |
|
Make decisions about presenting communications material in compliance with Federal Identity Program (FIP) Policy
Request exemptions from using FIP from TB
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Minutes from meetings with FIP manager / business areas / communications
Documentation providing advice
Correspondence with TBS
Minutes from consultations with TBS
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2 years after superseded
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Request approval for a corporate logo/image from Treasury Board (TB)
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Design brief
Implementation plan
Correspondence with TBS
Minutes from consultations with TBS
Please see the Treasury Board Submissions GVT for IRBV related to submissions to Treasury Board
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5 years after superseded
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Monitor compliance with FIP in communications products and activities
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Progress reports
Trend data
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2 years after last administrative use
|
3. Consultations
| Business Processes |
Recommendations: Information Resources of Business Value (IRBVs) |
Recommendations: Retention Period |
|
Prepare for consultation
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Consultation plan
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Same retention as for the project for which consultation was sought
|
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Give notice of consultation
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Notices of public consultation:
In Canada Gazette
On departmental and Consulting with Canadians
websites
Newspaper, television, etc.
Background information on initiative
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Same retention as for the project for which consultation was sought
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Receive feedback
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Submissions from public (emails, correspondence)
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Same retention as for the project for which consultation was sought
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Hold consultation session
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Consultation material
Minutes, reports, summaries from consultation session
Public comments, transcripts, letters
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Same retention as for the project for which consultation was sought
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Report on results
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Summaries, reports
Results published on departmental and Consulting with Canadians websites
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Same retention as for the project for which consultation was sought
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3a. Consultations (Duty to Consult)
| Business Processes |
Recommendations: Information Resources of Business Value (IRBVs) |
Recommendations: Retention Period |
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Develop departmental approach to Duty to Consult
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Procedures/policy
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5 years after superseded
|
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Identify need for consultation
Describe Crown conduct
Identify government departments and other stakeholders involved
Assess impact
Identify Aboriginal groups affected
Make initial decision whether a consultation is needed
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Project description
Assessment of impact
Review of other current assessments (e.g., environmental assessment)
Minutes, correspondence with AANDC, and/or other government departments
Minutes, correspondence with Aboriginal groups
Documentation about Aboriginal rights / background information about the Aboriginal groups affected
Strength of claim assessment
Legal counsel
Document of decision
Communication of decision (correspondence, notice)
|
Same retention as for the project for which consultation was sought
|
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Plan consultation
Coordinate with AANDC, other departments and other stakeholders (such as Aboriginal groups, provincial or territorial governments, and third parties)
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Agendas, minutes
Presentations
Reports
MOUs or other consultation agreements
Consultation plan
Notification of available funding (IRBV created in providing funding opportunities are found in the Transfer Payments GVT)
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Same retention as for the project for which consultation was sought
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Hold consultation
Notify Aboriginal groups
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Notification documentation (correspondence or other means)
Documentation that records interaction with Aboriginal groups (letters, email messages, notes on telephone calls)
Documentation that records coordination with other stakeholders
Agendas, minutes
Presentations by participants
Reports from participants
Transcripts of hearings
Feedback from Aboriginal groups
Departmental responses to requests/concerns from Aboriginal groups
Issues management tracking table
|
Same retention as for the project for which consultation was sought
|
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Report on consultation
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Reports, summaries
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Same retention as for the project for which consultation was sought
|
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Communicate decision
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Communications with Aboriginal groups (letters, email messages, notes on telephone calls)
Summaries, news releases
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Same retention as for the project for which consultation was sought
|
4. Media relations
| Business Processes |
Recommendations: Information Resources of Business Value (IRBVs) |
Recommendations: Retention Period |
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Coordination of media relations - planning
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Media relations plan
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10 years after superseded
|
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Coordination of media relations
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Correspondence with journalists
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2 years after last administrative use
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Coordination of spokespeople
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List of spokespeople
Summary of requirements for spokespeople
Summaries of / strategies for potential issues to be addressed
Recording of the spokesperson’s interview with the media
Annual report on performance of spokespeople
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2 years after last administrative use or after superseded
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Manage media requests
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Requests from media
Consultation correspondence with Minister’s office
Response
Spreadsheet of media requests
Summary of / report on media requests
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10 years after creation or aligned with retention period for other IRBV of the event or program to which the communication information resource relates
|
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Provide information to the media
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Press releases
Backgrounders / fact sheets
Technical briefings
Audio-visual presentations
Recordings of press conferences, interviews
Questions and answers
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10 years after creation or aligned with retention period for other IRBV of the event or program to which the communication information resource relates
|
|
Manage events and announcements
Coordination with Minister’s office and/or Privy Council
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Announcements
Correspondence
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10 years after creation or aligned with retention period for other IRBV of the event or program to which the communication information resource relates
|
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Media monitoring
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Summaries of media monitoring (including social media)
Copies of written, sound or video recordings from media
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2 years after last administrative use
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Answer requests for copies of press statements
(transcripts, sound recordings, etc.)
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Response to requests (email)
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2 years after last administrative use
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5a. Advertising
Throughout the advertising process: For IRBV related to any contracting of services, please refer to the Acquisition Services GVT.
Throughout all processes, discussions and decisions made orally must be documented by note to file.
| Business Processes |
Recommendations: Information Resources of Business Value (IRBVs) |
Recommendations: Retention Period |
|
Planning and approval
Develop ad campaign
Submit campaign proposal (to PCO)
Submit Memorandum to Cabinet (when applicable)
Submit Treasury Board Submission for approval (when required)
|
Meeting minutes
Advertising or social marketing plan which includes:
Communications objectives
Key themes and messages
Target audiences
Public environmental analysis
Proposed tactics and timetable
Research
Evaluation methods
Project work plan
Project budget
Final documents that show:
Senior management approval of plan
Privy Council Office approval of campaign funding
Cabinet approval of campaign (for those part of the GC Annual Advertising Plan or included in a program Memorandum to Cabinet) and Treasury Board approval of campaign funding
Note: For IRBV related to submissions to Treasury Board, please refer to the Treasury Board Submissions GVT
|
6 fiscal years after the end of the fiscal year in which the file closes, based on traditional practice applied to IRBV pertaining to financial transactions
|
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Contract advertising services
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Record of advice provided by PWGSC’s Advertising Coordination and Partnerships Directorate (ACPD) on the development of the Statement of Work
Reports, minutes of meetings, correspondence, etc., that describe work progress or that address quality of the services/deliverables received
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6 fiscal years after the end of the fiscal year in which the file closes, based on traditional practice applied to IRBV pertaining to financial transactions
|
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Advertising production
Work with agency to develop strategy, design and creative materials
Inform ACPD of changes to Statement of Work
Inform ACPD about creative product
Manage and approve agency work
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Briefing to advertising agency
Advertising agency creative brief
Creative concepts, including rough layouts/storyboards, scripts and mock-ups
Revised concepts or scripts, if required
Media plan/strategy and supporting rationale
Marketing plans
Client contact reports (obtained from advertising agency)
Memoranda to and from the advertising agency approving concepts/scripts/details
Approved estimates and approved amendments of estimates of production costs
Production schedule
Subcontractors’ bids, if applicable
Production approvals from institution, regional offices
Privy Council Office advice
Supplier time sheets
Copyright clearances and releases (talent, music, photos, graphics, etc.)
Advertising agency invoices and supporting receipts (including Financial Administration Act section 34 sign-off)
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6 fiscal years after the end of the fiscal year in which the file closes, based on traditional practice applied to IRBV pertaining to financial transactions
|
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Pre-testing
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Note to file that pre-testing was coordinated through Public Opinion Research Directorate (PORD)
Pre-testing plan (e.g., a Statement of Work to be provided to a research supplier or an email to your institution’s Public Opinion Research coordinator advising of the requirement to pre-test and recommending options, or a note to file)
Pre-testing budget
Pre-testing timetable
Research instruments (recruiters’ guides, moderators’ guides, etc.)
Final report of the evaluation of the initial concepts prior to implementation
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6 fiscal years after the end of the fiscal year in which the file closes, based on traditional practice applied to IRBV pertaining to financial transactions
|
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Media planning
Develop media plan with agency
Review and approve plan
Submit plan to PCO, ACPD
Inform PCO and ACPD of any changes to plan
Approve and pay supplier invoices
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Budget control report
Approved media buy plan
Documentation of institutional approval of the plan
Pre- and post-buy reports from the Agency of Record (AOR)
Media authorization number (ADV) issued by ACPD
AOR invoices (including Financial Administration Act section 34 sign-off)
Traffic reports (a summary of what time of day and in which media the advertisement appeared, obtained from the AOR)
Advertising agency timesheets
Status reports
Post-buy analysis and reconciliation of budget control report
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6 fiscal years after the end of the fiscal year in which the file closes, based on traditional practice applied to IRBV pertaining to financial transactions
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Promote
|
Final copy of the advertisement in all languages (regardless of format)
Promotional items
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6 years after the campaign ceases, or after no longer used for reference purposes
|
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Post-campaign evaluation and reporting
Research and evaluate impact and value of advertising
Distribute results as required
|
Note to file that Advertising Campaign Evaluation Tool (ACET) was used, if applicable (for IRBV relating to POR, see section 1. Public Opinion Research )
Note to file that post-campaign evaluation and reporting was coordinated through Public Opinion Research Directorate (PORD)
Research instruments (questionnaires, etc.)
Evaluation plan
Evaluation budget
Evaluation timetable
Final evaluation report (including data tables)
Any other evaluation indicators of campaign’s success
|
10 fiscal years after the end of the fiscal year in which the file closes
|
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File close-out
|
Advertising campaign file checklist
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6 fiscal years after the end of the fiscal year in which the file closes, based on traditional practice applied to IRBV pertaining to financial transactions
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5b. Fairs and Exhibits
| Business Processes |
Recommendations: Information Resources of Business Value (IRBVs) |
Recommendations: Retention Period |
|
Plan
|
Exhibit plan
Meeting agendas, minutes
Schedules
Correspondence and other documentation showing coordination with other departments or jurisdictions
|
2 years after end of event
|
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Contract
|
For all business processes and IRBV relating to contracting out the creation of material for display at fairs and exhibits, please see the Acquisition Services GVT.
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For retention please see the Acquisition Services GVT.
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Promote
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Promotional materials such as
product demonstrations
interactive video games
films
promotional giveaways
brochures
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2 years after end of event
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Report
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Feedback forms, comments
Reports on exhibits to management
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5 years after end of event
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6. In-person service, telephone, fax, mail, internet
| Business Processes |
Recommendations: Information Resources of Business Value (IRBVs) |
Recommendations: Retention Period |
|
Ensure coherence and consistency of communications across all channels
Ensure compliance with standards
Provide liaison services with the public
|
Procedures
Service standards
Response templates
Q&As
|
5 years after superseded
|
|
Reports
Correspondence, phone logs
Queries (requests for information, complaints)
Responses
Query management database
|
2 years after last administrative use
|
7. Translation services
| Business Processes |
Recommendations: Information Resources of Business Value (IRBVs) |
Recommendations: Retention Period |
|
Provide translation services
|
Request forms
Emails confirming receipt and/or return of documents
Logs, spreadsheets, statistics
Style guides for departments
|
2 years after last administrative use
|
8. Publications
The business processes and IRBV created by the use of corporate logos in publications will be found in the activity “Corporate Identity” within this GVT.
The business processes and IRBV created by contracting out any part of the publication process (design, printing, distribution) will be found in the Acquisition Services GVT.
| Business Processes |
Recommendations: Information Resources of Business Value (IRBVs) |
Recommendations: Retention Period |
|
Plan publications
Contact Publishing and Depository Services at Public Works and Government Services Canada
|
Strategic plans for publications
Approval of final designs, layouts, proofs
Advice on publication, print run, distribution
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2 years after last administrative use
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Produce publications
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Final copies of:
Books, manuals, guides
Booklets, pamphlets, brochures
Newsletters
Kit folders
Flyers
Posters
Bulletins
Technical backgrounders
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Since government publications are transferred to Library and Archives Canada through legal deposit (Library and Archives of Canada Act, section 10), copies in departments need only be retained until reference ceases.
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Manage copyright and licensing
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Correspondence with Publishing and Depository Services
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2 years after last administrative use
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Manage ISBN and ISSN numbers
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Notification of control number from Publishing and Depository Services
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2 years after last administrative use
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Distribute publications
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Approved distribution plan
Correspondence with Publishing and Depository Services
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2 years after last administrative use
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Fulfill requirements for legal deposit
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Correspondence with Publishing and Depository Services
Shipping documentation
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2 years after last administrative use
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Manage publications
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List of publications
Reports (of sales figures, distribution numbers, etc.)
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2 years after last administrative use
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9. Prepare and implement communications plans and strategies
| Business Processes |
Recommendations: Information Resources of Business Value (IRBVs) |
Recommendations: Retention Period |
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Develop departmental communications plan
Manage risk communications
Manage emergency communications
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Departmental communications plan (reviews, updates)
Communications strategies (program- or issue-based)
Risk communications plan
Emergency communications plan
Minutes and agendas from planning meetings
Internal and external environmental scans
Please see Cabinet Affairs GVT for IRBV surrounding submission of communications plans as Memorandum to Cabinet
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10 years after plan superseded or no longer used for reference purposes
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Documentation of consultation with other departments
Feedback from stakeholders
Evaluation reports
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2 years after last administrative use
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10. Provide communications support to the Minister, senior management and business areas
| Business Processes |
Recommendations: Information Resources of Business Value (IRBVs) |
Recommendations: Retention Period |
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Provide advice
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Briefing notes or other documents providing advice
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2 years after last administrative use
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Prepare speeches for Ministers, Deputy Ministers or Assistant Deputy Ministers
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Speeches
Media lines
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2 years for routine;
10 years for key speeches (retention of speeches should be aligned with program to which they refer)
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Meeting minutes
Reference material
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2 years after last administrative use
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Manage Parliamentary affairs
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Please see the Management and Oversight GVT for IRBV surrounding Question Period responses, preparation for Parliamentary hearings, etc.
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Please see the Management and Oversight GVT for IRBV surrounding Question Period responses, preparation for Parliamentary hearings, etc.
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11. Provide editing services
| Business Processes |
Recommendations: Information Resources of Business Value (IRBVs) |
Recommendations: Retention Period |
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Provide editing services
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Request forms
Emails confirming receipt and/or return of documents
Logs, spreadsheets, statistics
Style guides for department
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2 years after last administrative use or after superseded
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12. Collaborate with other government institutions
| Business Processes |
Recommendations: Information Resources of Business Value (IRBVs) |
Recommendations: Retention Period |
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Manage communications created with other departments
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Agendas and minutes from meetings with interdepartmental consultation committees
Correspondence
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2 years after last administrative use
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Manage communications created with external stakeholders, other jurisdictions
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Agendas and minutes from meetings with consultation committees
Correspondence
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2 years after last administrative use
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13. Manage marketing events
| Business Processes |
Recommendations: Information Resources of Business Value (IRBVs) |
Recommendations: Retention Period |
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Plan
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Communications plan for event
Briefing notes
Meeting agendas, minutes
Schedules
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2 years after end of program being marketed
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Contract
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For all business processes and IRBV relating to contracting out marketing events, please see the Acquisition Services GVT.
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For all retention recommendations relating to contracting out marketing events, please see the Acquisition Services GVT.
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Report
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Feedback forms
Reports to management
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2 years after end of program being marketed
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14. Communicate with the public through a departmental website
Note: For IRBV related to the contracting of services to design or maintain the website, please refer to the Acquisition Services GVT.
| Business Processes |
Recommendations: Information Resources of Business Value (IRBVs) |
Recommendations: Retention Period |
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Analyze website use (for design, management, and ensuring compliance)
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Web analytics
Usability testing data
Access testing data
Testing reports
Server logs
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2 years after change that it supported is gone or after no longer useful for research purposes
Note: Web analytics retained longer than 18 months must be anonymized
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Design departmental website
Develop website plan
Implement website plan
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Web strategy plan
Website plan
Graphic design plans
Information architecture, graphs, models
Correspondence with PCO (re domain names and links to government priorities)
User research (interviews, analytics)
Business needs analysis
User needs analysis
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2 years after superseded
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Minutes of meetings with business areas
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2 years after last administrative use
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Manage website
Maintain website content
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Correspondence with clients
Web Content Review Plan
Web Inventory Report
Minutes
Presentations
Documentation re coordination with IT
Documentation re coordination with IM
Documentation re coordination with other departments
Departmental website
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2 years after last administrative use or after superseded (as applicable)
Please note: The official version of content should be retained by business area for appropriate time according to their retention schedule.
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Ensure compliance:
Communications Policy of the Government of Canada
Official Languages Policy
Federal Identity Program Policy
Standard on Web Accessibility
Standard on Web Interoperability
Standard on Web Usability
Privacy Act
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Procedures, tools, guidelines
Minutes
Compliance/status reports
Reports to TBS (when requested)
Correspondence with TBS
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2 years after last administrative use; 5 years after superseded for procedures
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Monitor public needs and comments
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Summaries of social media comments
Environmental analysis
Reports on web analytics
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2 years after last administrative use
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Provide proactive disclosure information
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Reports
Supporting IRBV for each of the categories of proactive disclosure reports will be found in the appropriate GVT: Travel and Hospitality Expenses (Financial Management), Contracts (Acquisition Services), Position Reclassifications (Human Resources Management), Grant and Contribution Awards (Transfer Payments) and Founded Wrongdoing in the Workplace (Travel and Other Administrative Services).
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To Be Determined (based on consultation with Treasury Board Secretariat)
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Communicate through social media
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Departmental social media strategy
Procedures, guidelines, tip sheets
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5 years after superseded
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TBS approvals when required
Approval documents
Rules of Engagement for public
Advice from Legal Services
Documentation of coordination with IM, IT and Legal Services
Privacy impact assessments
Reports
Correspondence, phone logs
Queries (requests for information, complaints)
Responses
Query management database
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2 years after last administrative use
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Information posted on social media that is:
not captured elsewhere
concerns decisions or the decision-making process
is a response from the public to a departmental request for information
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Retention will depend on content captured; trigger will be after IRBV has been put into corporate repository
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15. Manage internal communications
| Business Processes |
Recommendations: Information Resources of Business Value (IRBVs) |
Recommendations: Retention Period |
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Manage intranet
Design intranet site
Monitor intranet site
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For IRBV associated with contracting external service providers, please see Acquisition Services GVT
Design plan
Minutes from meetings with service provider (if applicable)
Approval of design
Internal communications plan
Inventory of pages on intranet site
Guide for use of intranet site
Monitoring reports
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2 years after superseded
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Produce department newsletter
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Final versions
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2 years after last administrative use
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Develop internal communication products
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Final versions
Messages from the Deputy Minister
Messages from senior management
Speeches from DM or senior management
Announcements for the launch of new initiatives
Event notifications
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2 years after last administrative use
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Create institutional intranet site
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Intranet site
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Content of intranet: 2 years after superseded
Official version of content retained by business area for appropriate time
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