Information Management and Transferring Employees

Information Management and Transferring Employees

Your organization needs reliable information to operate effectively. When preparing to leave, make sure you understand your organization’s rules around information and properly take care of the information you have.

• Review all information in your custody.
• File information.
• Delete transitory information.

Key information management activities:

• Know government's information management policies and any ministry specific requirements applicable to your role. See the policies listed under Key Resources.
• Review all information located in your email account, personal drives, as well as your physical workspace.
• Delete any transitory information not required by your organization. See the Transitory Information Guide for a definition and examples of transitory information.
• Return signed-out files.
• File information in an appropriate system, following your organization’s established practices and procedures.
• Name and save information so that it is easily identifiable and accessible to those who need it.
• Ensure all confidential information is secure and retained by your organization so it is accessible by the appropriate staff.
• Remove any document level access restrictions to ensure information is accessible to others when filed.
• Avoid saving confidential information to portable storage devices.
• Talk with your supervisor or the relevant project lead or business owner when needing clarification about any of the above.

Supervisors

• Ensure employees are aware of their obligations.
• Document that employees have met these requirements.
• Where necessary, remove employee's access to your organization's information.
• For short notice departures, information contained in an employee’s account should be reviewed by the supervisor or designate and managed in line with policy.