The CIB is in the process of implementing a data governance program to meet its requirements for information management as described in its Information Management Policy (the “Policy”), Information Management Procedure (the “Procedure”) and Library and Archives Guideline (the “Guideline”) (collectively, the “Project”). This involves implementing a classification model and retention policy by configuring metadata and labelling within the CIB’s Electronic Information Management System. Capitalized terms not otherwise defined herein shall have the meanings ascribed to them in the Policy, Procedure and Guideline, as applicable.
As a Crown corporation, the CIB is subject to Part X of the Financial Administration Act, which outlines the control and accountability framework for the CIB, including with respect to implementing information systems and management practices that provide reasonable assurance that:
- its assets are safeguarded and controlled;
- its transactions are in accordance with legislation and regulatory requirements; and
- its financial, human and physical resources are managed economically and efficiently and its operations are carried out effectively.
The CIB also has obligations to manage, classify, retain, protect and dispose of information pursuant to multiple laws and regulations, including the Canada Infrastructure Bank Act, the Library and Archives of Canada Act, the Access to Information Act, the Privacy Act as well as applicable Treasury Board of Canada policies, directives and guidelines.
These obligations are described in the Policy, the Procedure and the Guideline, which describe the CIB’s governance and accountability structure for the continuous and effective management of Information and Data under the control of the CIB to:
- Ensure Information and Data are managed effectively and efficiently as a strategic asset throughout the Information Lifecyle to support the CIB’s mandate and operations by:
- fostering informed decision making;
- facilitating accountability, transparency and collaboration; and
- preserving and ensuring access to Records.
- Sound and effective Information Management practices ensure that the Information and Data collected, created and maintained are:
- authentic, reliable, complete and accessible;
- protected and preserved, to satisfy operational needs, ensure current and future accountability, and support effective decision-making; and
- disposed of in compliance with legislation.
Under the Library and Archives of Canada Act, Library and Archives Canada (“LAC”) is charged with preserving the documentary heritage of Canada, facilitating cooperation among the communities involved in the acquisition, preservation and diffusion of knowledge and serving as the continuing memory of the Government of Canada and its institutions. LAC validates which CIB Records have historic or archival value through a validation process. The CIB has the obligation to transfer such Information Records of Enduring Value (“IREVs”) to LAC for preservation once they no longer have business value and their Retention Period has expired. The Librarian and Archivist of Canada has the authority to issue disposition authorities (or multi-institution disposition authorities) for all Records under the control of the government institution. Government institutions cannot dispose of any Records without a disposition authority.
