Records Management Standards and Procedures
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Chapter 1 - Introduction
Section 1.1 - Records Management Overview
Effective: March 31, 1995
Updated: September 15, 1997
General
Records management is a comprehensive program that facilitates the
identification and management of all government records throughout their
life cycle (i.e., creation, use, maintenance, and final disposition).
Definition: Government Record
A government record is recorded information in any physical form (as
defined by the term "record" in the Interpretation Act) that is received,
created, deposited, or held with (or in) any ministry, agency, board,
commission, committee, or council responsible to the Government of
British Columbia.
Purpose of Records Management
Government records constitute the government’s "corporate memory," and
are therefore a valuable resource. They must be managed accordingly. At
the same time, the value of preserving records must be weighed against
the cost of maintaining them. Records management optimizes the
accessibility of records while simultaneously applying controls to ensure
that they are effectively and efficiently stored or disposed of, as and when
required.
By utilizing standard classification systems and comprehensive retention
and disposition schedules, records management ensures that:
- information is obtained and managed so that it can be readily retrieved
when required
- valuable records are preserved and protected
- records of limited or no value are appropriately stored or disposed
Enabling Government Legislation and Policy
A government-wide records management program is mandated and
administered via policies, standards, and guidelines established by
B.C. Information Management Services (BCIMS). The Document Disposal Act
(administered by BCIMS) is the enabling legislation.
MOF Records Management Program
In the Ministry of Forests records management is mandated by ministry
policy (Revenue and Corporate Services policy 9.2). This policy delegates authority
to the Ministry Records Officer to administer the ministry records
management program. (Refer also to 2.1, Program
Administration -- Overview.)
References
- Document Disposal Act
- Freedom of Information and Protection of Privacy Act, Part 6, s. 71 and 72
- Interpretation Act
- General Management Operating Policy manual, 8.3
- Ministry Policy Manual, "Revenue and Corporate Services" volume, 9.2
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Information Management Group, B.C. Ministry of Forests
Comments to: RMHELP
This page last updated: November 18, 1997.
URL: http://www.for.gov.bc.ca/tasb/manuals/recman/rm1-1.htm