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Information Access OperationsRecommended Practices # 6

ARCS: 195-45 /RP #6 v.2.0 2009/12/14 Page 1 of 3

Microsoft Office GrooveMicrosoft Office Groove (Groove)provides a common collaborativespace where members of a team canwork together on the same task orproject regardless of their geographiclocations.

This guideline provides a briefoverview of employee responsibilitiesfor using and managing governmentrecords created/posted on Groovework spaces.

1. RecordkeepingResponsibilities

Employees need to create and keepcomplete and accurate recordssufficient to document their decision-making and work activities.1 Thisapplies to all types of governmentrecords including any documentskept on Groove workspaces that

provide the best evidence ofgovernment business activities,transactions, policy or decisions,

These records must be managed inaccordance with corporate recordsmanagement policy and standards.

Assign responsibility for theongoing management of thedocuments to a specific office,branch or individual. In most cases,

this responsibility falls to theindividual creating and inviting othermembers to participate in theworkspace.

For ministry committee or projectteam workspaces, the recommended

1IM/IT Supplemental Policy Manual

practice is for the office or branchresponsible for secretarial/projectlead functions to take long termcare of non-transitory records byserving as the Office of PrimaryResponsibility (OPR). Note that forinter-ministry or inter-jurisdictionalcommittees, copies of records mayalso need to be filed in individualcommittee members ministryrecordkeeping systems

Managing government records onthese workspaces can be achallenge. Do not wait until theproject is over before identifyingwho needs to manage and file thedocuments.

2. Document management:version control and

document naming

When documents are the result ofcollaboration among several authors,

recommended practice is for one ofthe authors to take responsibility for:

declaring them as final whenappropriate, and

creating new versions ofdocuments as and whenrequired.

Implement practices to ensure that

when a participants involvement ina project ends, or when a

contractors contract expires, thepersons membership in the Groove

workspace is revoked.

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Groove work groups should establishdocument naming standards at thestart of the project. Ask your Ministry

Records Officer or CorporateRecords Officer about standards foryour ministry or agency.

Good document naming practicesare:

Title: include a clear descriptionof the subject of the document,the version number, and the dateof the document (creation date ordate of update)

Format: establish a standardformat for including theseelements in the title; for example:o subject version date; date-

subject-versiono version 1; v.1.0o YYYY-MM-DD; DD MONTH

YYYY

3. Classify, File and Delete

Employees must ensure thatsufficient records documentinggovernment business activities,transactions and decisions arecopied or moved from MS Grooveworkspaces and saved to the officerecordkeeping system.

Documents need to be copied ormoved to the office recordkeepingsystem if and when:

the document represents a

substantive update or revisionto the content.

the document is declared asfinal.

the records retention anddisposition schedule requires the

document be transferred to thegovernment archives.

authorized staff, who are not

members of a specific Grooveworkspace, require access inorder to respond to FOIPP Actand litigation requests.

the project ends and theworkspace is shut down.

Once the official version of each

document is classified and filed, theduplicate copies in the MS Grooveworkspace may be treated astransitory records.

Storing and managingdocuments/records within MSGroove workspaces is notequivalent to using the officerecordkeeping or shared filingsystem.

Limitations of Grooveformanaging government recordsinclude:

no automatic backup ofworkspaces. The records do notreside on any network drive,unless copied there by theworkspace administrator. The

Groove workspaces are not backed up.

Users may send workspace records to a

SharePoint site for interim backup.

You can also send copies of individualdocuments from Groove workspaces

directly to EDRMS TRIM.

To send an entire file from Groove to

TRIM, first copy the file to either your

desktop, the LAN or SharePoint, and

then transfer it to TRIM.
http://www.lcs.gov.bc.ca/CIMB/special/spec1.asphttp://www.lcs.gov.bc.ca/CIMB/special/spec1.asphttp://www.lcs.gov.bc.ca/CIMB/special/spec1.asp

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records reside on the C drives ofthe desktop computers andlaptops of workspace

participants. restricted access. No one

outside of the Groove workspacemembership has access to therecords.

difficulty searching for records.Records may be missed whenresponding to search requests.

limited records managementtools. No automatic retention

and disposition processes for therecords.

control of records is assigned tostaff that do not necessarily haverecords management training.

loss of archival records. Noability to ensure long termpreservation of governmentshistoric records.

4. Sharing RecordsWhen individuals working in differentoffices, ministries, governments ornon-government agencies are invitedto an MS Groove workspace, copiesof every document and revision willbe stored on each memberscomputer.

Government employees mustmanage their copies of these shared

records in accordance with B.C.Government policy and standards.

Site members should be aware ofprocedures/policies relating to thesharing of sensitive or personalinformation on collaborative workspaces. For example:

Invite participants who do nothave an IDIR ID into a Grooveworkspace only when you are

authorized to do so by yoursupervisor.

Ensure that participants in aGroove workspace are authorizedto view the information in theworkspace.

For further information on managingexternal access to theseworkspaces, see the WorkplaceTechnology Services ACCS Best

Practices Guidelines(intranet site).

Additional Information

If you need more information orassistance with managing MSGroove records and workspaces,please contact your Ministry orCorporate Records Officer.

See also the AdvancedCommunication and Collaboration

Services (ACCS) Guidelines(internalpublication) which, in addition torecords management guidelines,contains information regardingprivacy and security issues.

For more information about ARCS,ORCS, EDRMS (TRIM), and relevantrecords management concepts,policies and standards, visit thegovernment records managementwebsite.
http://www.gov.bc.ca/citz/iao/records_mgmt/http://www.gov.bc.ca/citz/iao/records_mgmt/http://www.gov.bc.ca/citz/iao/records_mgmt/http://www.gov.bc.ca/citz/iao/records_mgmt/http://www.gov.bc.ca/citz/iao/records_mgmt/