Standard for Electronic Documents and Records Management Solutions (EDRMS)

Supports efficient and effective management of information through the use of electronic documents and records management solutions (EDRMS), and maximizes the benefit of EDRMS-related Government of Canada investments.
Date modified: 2010-06-24

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EDRM solutions (solutions de GEDD)
Are automated systems used to manage, protect and preserve information resources creation to disposition. These solutions maintain appropriate contextual information (metadata) and enable organizations to access, use and dispose of records (i.e., their retention, destruction or transfer) in a managed, systematic and auditable way in order to ensure accountability, transparency and meet departmental business objectives.
essential record (document essentiel)
A record essential to continuing or re-establishing critical institutional functions.
functional specialist (spécialiste fonctionnel)
An employee who carries out roles and responsibilities that require function-specific knowledge, skills and attributes in the following priority areas: finances, human resources, internal audit, procurement, materiel management, real property, and information management.
information architecture (architecture d'information)
The structure of the information 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.
information life cycle (cycle de vie de l'information)
The life cycle of information management encompasses the following: planning; the collection, creation, receipt, and capture of information; its organization, use and dissemination; its maintenance, protection and preservation; its disposition; and its evaluation.
information management (gestion de l'information)
A discipline that directs and supports effective and efficient management of information in an organization, from planning and systems development to disposal or long-term preservation.
information resources (ressources documentaires)
Any documentary material produced in published and unpublished form regardless of communications source, information format, production mode or recording medium. Information resources include textual records (memos, reports, invoices, contracts, etc.), electronic records (emails, databases, internet, intranet, data etc.), new communication media (instant messages, wikis, blogs, podcasts, etc.), publications (reports, books, magazines), films, sound recordings, photographs, documentary art, graphics, maps, and artefacts.
information resources of business value (ressources documentaires à valeur opérationnelle)
Are published and unpublished materials, regardless of medium or form, that are created or acquired because they enable and document decision-making in support of programs, services and ongoing operations, and support departmental reporting, performance and accountability requirements.
information technology (technologies de l'information)
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. It includes all matters concerned with the design, development, installation and implementation of information systems and applications to meet business requirements.
investment (investissement)
Is the use of resources with the expectation of a future return, such as an increase in output, income or assets, or the acquisition of knowledge, or capacity.
management of information technology (gestion des technologies de l'information)
Includes planning, building (or procuring), operating and measuring performance.
metadata (métadonnées)
The definition and description of the structure and meaning of information resources, and the context and systems in which they exist.
publication (publication)
Any library matter that is made available in multiple copies or at multiple locations, whether without charge or otherwise, to the public generally or to qualifying members of the public by subscription or otherwise. Publications may be made available through any medium and may be in any form, including printed material, on-line items or recordings.
record (document)
For the purpose of this standard, records are information created, received, and maintained by an organization or person for business purposes, legal obligations, or both, regardless of medium or form.
recordkeeping (tenue de documents)
A framework of accountability and stewardship in which information resources are created or acquired, captured, and managed as a vital business asset and knowledge resource to support effective decision-making and achieve results for Canadians.
repository(ies) (dépôt(s))
A repository is a preservation environment for information resources of business value. It includes specified physical or electronic storage space and the associated infrastructure required for its maintenance. Business rules for the management of the information resources captured in a repository(ies) need to be established, and there must be sufficient control for the resources to be authentic, reliable, accessible and usable on a continuing basis.
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