Section 2.1 - Overview

General

Records Management Responsibilities

Ministry Records Officer

• propose, develop, and administer records management policy, procedures, and standards
• administer and control all ministry records
• implement, maintain, and monitor records management systems and operations according to government and ministry policy, standards, and procedures
• develop and deliver the ministry’s records management training program
• design the ministry’s Operational Records Classification System (ORCS)
• maintain the Administrative Records Classification System (ARCS)
• coordinate with ministry facilities and purchasing staff concerning space and filing equipment for active records
• liaise with B.C. Information Management Services (BCIMS) concerning:
  • records classification systems
  • semi-active records storage and retrieval
  • records schedules and disposal
  • training
• represent the ministry on the Ministry Records Officer Council and other cross-government committees on information and records management

Records Analyst

• provide support and advisory service for converting, scheduling, and maintaining operational records in compliance with ORCS
• supervise the ministry’s implementation and maintenance of government-wide ARCS
• coordinate the ministry’s ARCS/ORCS registration and certification program
• develop records management policy, procedures, and standards
• maintain the ministry’s automated records management information system
• develop and maintain ministry ORCS
• coordinate storage and disposal of ministry semi-active records
• develop and present records management training
• ensure compliance with legal and policy requirements
• analyze and recommend strategies to promote effective records management within the ministry
• provide assistance to staff on records management issues

Branch Directors, Regional and District Managers, Nursery Superintendents

• designate a staff member to function as records custodian
• reassign records custodian responsibilities when required
• note all records custodian designations and reassignments in the office’s records management procedures
• advise the MRO of all such designations or reassignments

Records Custodians

• ensure that ARCS and ORCS are used exclusively to identify records and to create files
• ensure that records are classified and managed in compliance with ministry policies, standards, and procedures (i.e., ensure the standards and procedures outlined in this manual are applied)
• maintain locally held records holding information
• maintain file control procedures to ensure the safety, integrity, and confidentiality of ministry records
• identify any lost records
• participate in records management audits and reviews
• coordinate the delivery of records management training
• ensure that the MRO is advised of any problems, issues, or new requirements associated with the management of program area records and any changes required to ARCS and ORCS

Records Clerks

• receive, sort, and file incoming correspondence/documents in accordance with established records management systems
• retrieve and re-file files and documents
• prepare new file folders
• maintain charge-out and bring-forward systems
• box and inventory records for transfer to inactive storage
• complete forms to transfer records to records storage facility
• complete forms for records ready for destruction
• maintain file room
• maintain database of files/classification codes

References

• General Management Operating Policy manual, 8.3
• Ministry of Forests Policy Manual, "Revenue and Corporate Services" volume, 9.2 Ministry of Forests

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/rm2-1.htm