Information Management Cycle

Information Management Cycle is a comprehensive approach to managing the flow of an

information system's data and associated metadata from creation and initial storage to the time
when it becomes obsolete and is deleted. Unlike earlier approaches to data storage management,
Information Management Cycle involves all aspects of dealing with data, starting with user
practices, rather than just automating storage procedures, as for example, hierarchical storage
management (HSM) does. Also in contrast to older systems, ILM enables more complex criteria
for storage management than data age and frequency of access.

Five Steps to Managing Records & Information Life Cycle

1. Creation:
When information and records are produced in a wide variety of formats using different
equipment and technologies.
• Official record owner: Responsible for any written, photographic, or machine readable
information created or received by or on behalf of the agency documenting activities in the
conduct of business
• Records Management: Certify the Record Retention Schedule (the only document that gives
UTMB legal authority to destroy records), Training
2. Use:
When information and records are transmitted to those who need them and, upon receipt, are
used in the conduct of business.
• Official record owner: Manage, classify and file the record according to the Records Retention
Schedule
• Records Management: Assist and train
3. Maintenance:
When information and records are filed or stored according to a logical scheme to
permit subsequent retrieval, housed in some type of storage device, and protected and maintained
so as to safeguard the integrity of the information. During this stage, the information is active; it
is
frequently referred to and is thus usually stored close to its users.
• Official record owner: Manage the records active use
• Records Management: Assist and train
4. Retention:
When information and records decline in value, become inactive, and are then removed
from active storage in prime office space, or are transferred to the university records center for the
duration of their retention life.
• Official record owner: Manage the records according to the Records Retention Schedule
• Records Management: Manage the Records Center, assist and train
5. Disposition:
When information and records reach the end of their retention and have no further
legal, fiscal, or administrative value they are: (1) safely destroyed or (2) preserved permanently in
an
archive for on-going historical reference or research purposes.
• Official record owner: The Department Records Coordinator assists employees with the
management of all information and records in their department, when retention has been met,
complete a Disposition Log and send it to Records Management for review and approval.
• Records Management: Review and approve department Disposition Log or create a log for
records stored at the Records Center, obtain official record owners’ approval before destroying
the records, assist and train.
Creating the Information Management Plan

Use of Information Management Plan Template or

Component Plan in the Project Management Plan
The Information Management Plan template is to be the standard planning document
for IM planning requirements. The Project Management Plan template contains a component
Information Management Plan that can be used where a standalone document is not
warranted by the purpose, size or complexity of the project.

Information Management Plan recommended contents include:

  Data, records and document management: In this section, list all data, documents and
records to be managed during the project lifecycle;
 Information flow: In this section, clearly identify the flow with a diagram, from point of
creation to point of storage for each type of document to be managed;
 Metadata: In this section, for each data, record etc., the project creates a chart,
containing elements such as description, owner, storage medium, date created etc.;
 Document versioning: In this section, it is recommended the project use
theITSB_Naming_Numbering _and Metadata_Standard.Doc;
 Classification and naming conventions: In this section, it is recommended the project use
theITSB_Naming_Numbering _and Metadata_Standard.Doc;
 Storage medium: This section is covered in the next section of this document;
 Access and security access: In this section, provide a description of controls for
authorized access to data, documents and records based on need to know in accordance
with legislation and regulations. Refer to DP 002-Policy on Access to Information and
Privacy Acts;
 Retention: In this section, identify how long the information will be required; how
essential records will be protected; discuss business continuity and recovery, etc.,
 Disposal: In this section, define the approach, processes, disposition authority and
schedule for each data type, records or documents;
 Knowledge Management (KM): In this section, identify practices to identify, share and
document knowledge;
 Strategy and tools: In this section, define the KM strategy and tools that will be used to
manage the project's knowledge;
 Considerations and processes: Corporate or legislative considerations. For example,
discuss how the project will comply with the Official Languages Act, document scanning
requirements, etc.; and
 IM standards: This section of the Information Management Plan describes project-
specific IMstandards to be followed by all members of the project team.

Storage Medium Example

Define the storage medium, which will be used in the context of the project lifecycle.

Table Summary

Storage medium Rational for use Location Resumption Plan

identified

Web site Provides information on PWGSC Information Internet City

project developments Technology Services provides 12X5
and communications Branch (ITSB) hosted support at 99.5%

E-DRM (Enterprise Digital Provides access to all PWGSC-ITSB hosted Service provision -
Rights Management) draft and final versions 12X5 support at
Departmental tool of documents 99.5%
Filing Cabinet Paper-based documents PWGSC-ITSB/ Standard working
Corporate Services, Policy hours
and Communications
Branch (CSPCB)

E-mail System used for PWGSC-ITSB hosted Service provision -

information exchange 12X5 support at
99.5%

Shared drive (not Other alternatives do not ITSB hosted Service provision -
recommended) meet information 12X5 support at
requirements 99.5%

Databases PWGSC-ITSB hosted