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ARCHIVED - Management of Government Information Holdings (Review Guide) - November 11, 1995


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Executive Summary

This Guide was prepared in 1992-1993 and first released as an exposure draft in January 1994. It was written to help managers and staff assess the management of government information holdings (MGIH) in their own institutions. The Guide will also help auditors and evaluators conduct formal reviews of the management of government information. Throughout the Review Guide, the emphasis is on good practices for managing information. Although the Guide excludes the main part of the Management of Information Technology policy, it promotes the need to establish linkages between information technology and information holdings.

The Review Guide was developed by the National Archives under the guidance of an interdepartmental work group. Nearly forty officials in central agencies, lead agencies and line departments commented on earlier drafts of the Review Guide. These officials represented corporate policy planning, information collection, records management, data management and library services functions, as well as audit and evaluation and information management programs.

The management of information involves many information-based functions, including corporate policy and planning, data management, telecommunications, office systems and computer support, records management, library services, information collection, forms management, access to information, and privacy. The management of information also involves such media as paper, maps, photos, films, plans, videos, microfilms, and tapes. Within an institution, therefore, a review could potentially cover a broad range of functions and media.

Chapters four through eight of the Review Guide are based on the information life cycle model: planning; collection, creation, and receipt; organization, transmission, use and retrieval; storage, protection and retention; and disposition through transfer or destruction. A review can cover any or all aspects of the information life cycle.

The Guide presents useful information to help institutions assess the effectiveness of their implementation of the MGIH policy.