Records Management Manual [2.2] Registration

Records Management Standards and Procedures
B.C. Ministry of Forests [GIF 1K]

Chapter 2 - Program Administration

Section 2.2 - Registration

Effective: March 31, 1995
Updated: September 15, 1997

General

Registration means that an organizational unit (branch, regional, or district office; nursery or research station) is granted authority to apply approved schedules to their records without prior Ministry Records Officer (MRO) approval. Registration status delegates the responsibility of complying with government records management legislation and policy to ministry records custodians. Ultimately, registration promotes efficiency and consistency by streamlining the scheduling process while simultaneously ensuring that individual offices comply with established records management standards.

Registration Status Exceptions

There are two cases where registration status cannot be used:

ARCS primaries or secondaries that have not received Legislative approval
Since ARCS was approved by the Legislative Assembly in 1987, new primaries and secondaries have been added or amended, but have not yet received Legislative approval. Until they are approved, these primary and secondary classifications and their retention schedules are drafts. Registered offices cannot apply these draft schedules to records without applying to BCIMS for approval (via the Records Services Application form, ARS 118). Refer to 7.6, Offsite Transfer/Final Disposition -- Procedures and Documentation, for instructions on how to complete the ARS 118.
Note: Offices should specify on the ARS 118 (in Section 1, as per diagram A below) whether or not they have an approved or pending schedule number, and if “yes,” what it is.
ORCS schedules not approved by the Legislative Assembly
Until this approval is received, disposal of inactive operational records classified under ORCS is not permitted. Records will be stored until schedules are approved.

Standards

Registration Prerequisites

To obtain registration, ministry offices must meet the following prerequisites:

the office’s records staff must display a high level of records management knowledge
the office’s records management program must be supported by office management
the office’s file operations procedures must be completed, approved by management, and submitted to the MRO (refer to 2.3, File Operations)
all inactive records must be transferred to storage

Procedures

Registration Review and Approval

Ministry offices are assessed for registration suitability and ongoing compliance via reviews. The process is as follows:

The MRO or delegate reviews the office’s records management program.
If the review is successful, the MRO authorizes registration.
The MRO performs post-registration reviews to ensure records are managed and scheduled in compliance with standards and legislation. Registration status may be revoked if standards are not met.

Note: Offices are required to be registered for ARCS and ORCS separately.

Offices that are not yet registered should contact the MRO for further details concerning application for registration and review criteria.

References

No applicable references.

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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/rm2-2.htm