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Overview
Every document you create, email you send, and file you save follows a defined lifecycle. Records Managers apply retention schedules to each record, which specify how long it should be kept, and when it should be preserved or destroyed.
Managing the records created by thousands of public employees each day is no small task. Effective information management depends on everyone playing their part.
Information management policy AD-7114
All public employees are responsible for managing information and records properly. This policy outlines the responsibilities of:
- employees
- information managers
- heads of government bodies
- the Provincial Archives
- Finance and Treasury Board
Managing records
Good information management enables your organization to make better decisions, be transparent and preserve history.
This involves identifying records, naming and storing them properly, and following retention schedules.
Do:
- use clear and descriptive file names like "ProjectX_Budget_2025"
- be consistent with file naming in your organization
- follow your organization’s shared drive folder structure
- save files in the right place
- store records securely
- preserve or destroy records at the end of their lifecycle
Don’t:
- use vague names like “Document1” or “FinalVersion.”
- save records only on your desktop or personal drives.
- store records where people outside your organization could access them
- store email records in Outlook
- save multiple copies in different places
Get help
Many public organizations have trained records professionals who can help you out. If you don’t know who to contact, you can reach out to an Information Strategist at the Provincial Archives.