Policy 9.2 - Records Management Program

Effective Date: 31-Jul-97
Responsible Branch: Information Management Group

Management Services Volume Table of Contents | Amendment Log

Scope

This policy describes the Records Management Program, which is the administration and control of all Ministry records.

Policy

As a valuable Ministry resource, Ministry records will be created, classified, maintained, retrieved, scheduled, and stored according to standards and procedures described in the Records Management Program and government policy.

Branches, regions, and districts will create and maintain records relating to their own functions.

Administration

The Deputy Minister has delegated authority to the Ministry Records Officer to administer records management policy as well as responsibility for:

• administration and control of all Ministry records, including the proposal of policies and procedures in related areas
• implementation, maintenance, and monitoring of records management systems and operations according to government and Ministry policy, standards, and guidelines
• liaisons with the BC Archives and Records Service concerning:
  • record classifications systems
  • semi-active records storage and retrieval
  • record schedules and disposal
  • training
• coordination with Ministry facilities and purchasing staff concerning space and filing equipment for active records
• Ministry Records Officers Council matters

Training

The Ministry Records Officer, in consultation with the Records Management Branch, will arrange for staff to be trained in the use of the Records Management Program.

Record Classification

Standardized record classification systems will be used to establish uniformity throughout the Ministry, as follows:

• Administrative Records Classification System (ARCS) - for records dealing with administration, buildings and properties, equipment and supplies, finances, personnel matters, and electronic data processing
• Operational Records Classification System (ORCS) - for records dealing with all other Ministry programs

Each record or document must be classified under one of these two systems and will bear the appropriate file number.

Disposal

Records identified as inactive will be scheduled for disposal according to the timetable applicable for each records classification. Records are disposed of under the Document Disposal Act.

• B.C. Government's General Management Operating Manual
• Document Disposal Act and pursuant B.C. Regulations
• Evidence Act
• Interpretation Act
• Ministry Policy Manual,  Management Services, 1.3 Responding to Requests for Information
• Ministry Policy Manual,  Management Services, 9.3 Forms Management
• Systems Act
• Freedom of Information and Protection of Privacy Act