Volume 2 - Management Services
Chapter 7 - Information Management

Policy 7.1 - Standard Identification Codes and Symbols

Effective Date: 01-Apr-93
Responsible Branch: Information Management Group

Management Services Volume Table of Contents | Amendment Log

Scope

This policy contains guidelines for the development and maintenance of standard identification codes (SICs) used to exchange information among different areas of the Ministry.

Policy

Standard identification codes must be established for pieces of information that are of interest to more than one area of the Ministry.

Some areas of the Ministry use different and incompatible coding schemes to describe the same information, so it is not possible to take full advantage of data exchange capabilities until a standard code is defined and implemented.

Description of SICs

A standard identification code (SIC) is a combination of letters and/or digits that has the same meaning Ministry-wide. An SIC allows ministry information to be transmitted, stored, and retrieved quickly and efficiently from all areas of the ministry. The use of SICs helps reduce the inconsistency and confusion that results from various ministry areas using different codes for the same thing. For example, the standard Organizational Unit code represents all offices, sections, and programs within the Ministry.

The design structure of SICs and the elements and characters that comprise them must be compatible with general data administration standards, including:

  • conciseness
  • uniform size and format (using standard patterns)
  • expandability
  • ease of recognition
  • automated processing capability

A code should not be developed for its own sake, but to produce greater economy and efficiency within the Ministry.

When to Use SICs

Standard identification codes will only be defined for codes that:

  • significantly affect Ministry operations
  • are used by multiple areas of the Ministry, or have the potential to be used by more than one area

New automated and manual systems for all program areas and activities must use authorized standard identification codes where they exist.

Approval of New SICs

New standard identification codes (and changes to existing ones) that are recommended by a SIC working group, are subject to review and authorization by the SIC Committee prior to active use. The committee reviews and authorizes SICs based on proper and reasonable code structure.

Each SIC will be sponsored by a single Branch Director, designated as the custodian for that SIS.

Refer to the Data Administration Standards manual for an index and listing of SICs.

References