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Having standardized and rigorous IM practices will ensure that when requests for information arise, institutions are able to identify, preserve and collect relevant information resources in a way that: whether they are considered information resources of business value or transitory recordsįor information resources that exist as encrypted e-mails in employee inboxes, the content of these encrypted e-mails must be searchable in order to ensure that any records relevant to an information request are identified, preserved and collected.their format (for example, electronic or paper).The obligation to disclose and produce records extends to all information resources regardless of: This guideline was developed to address situations where encrypted e-mails that respond to information requests remain in an e-mail inbox. transitory e-mails should be regularly deleted Footnote 2Īll encrypted e-mails of business value should be decrypted and stored in the designated corporate repository in a manner appropriate to the security classification and sensitivity of the information within the e-mail.e-mails of business value should be transferred to a designated corporate repository as soon as possible.Treasury Board policy Footnote 1 and information management (IM) practice dictate that: In these and other cases, institutions must identify, preserve and collect all information resources that are relevant to the request. requests under the Access to Information Act and the Privacy Act.There are various instances where government institutions are obligated to search for and produce information.