Records Management Manual [4.5] Managing Accession Files

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

Chapter 4 - File Creation and Management

Section 4.5 - Managing Accession Files

Effective: September 15, 1997

General

This section provides guidelines for managing records that are to be transferred (i.e., records that comprise an accession).

Definitions

Accession: a group of files to be transferred.
Accession number: the number used to identify a group of records to be transferred. It provides a means to track boxes of records as they move through semi-active storage to final disposition. Accession numbers are issued and tracked by BCIMS.

Procedures

Obtaining Accession Numbers

An accession number must be obtained for each type of final disposition (SA, SR/FR). Call BCIMS ((250) 387-1583) to obtain an accession number.

Accession Register

Offices must establish and maintain an Accession Register. The register must list the application number, accession numbers issued, and the date range and categories of the records in the accesssion.

The following is an sample register:

Application Number	Accession Numbers	Date Range of Records	Categories of Records
89-1226	90-1336	1986 - 1988	cheques, reconciliations and admin. files
01-1000	90-1337	1987 - 1988	n/a

Labelling and Filing Accessions

The following procedures are to be used to label and file accesssions:

Separate accessions onto individual file backs that have been labeled according to ministry standard (refer to section 4.2, File Component Standards).
Ensure that the following are attached to each fileback:
- Records Services Application, ARS 118 (refer to section 7.6, appendix A)
- Records Transfer Location List, 011a (refer to section 7.6, appendices B1 and B2)
- Box Contents/Detailed File List, FS 1079, or Automated System File Culling Report (refer to section 7.6, appendices E and F)
- Client Authority to Apply Schedule (ARS 517a, refer to section 7.6, appendix C) and Box Content File List (ARS 462a, refer to section 7.6, appendix D) if the final disposition is selective or full retention (SR/FR)
- copies of any correspondence regarding the accession
- 60-Day Notices (refer to section 7.6, appendix I)
- Authority to Apply Schedule (ARS 130b, refer to appendix A for sample and instructions)
File accession filebacks in numerical order in expansion pockets.

References

Administration Records Classification System, 2.6.1

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/rm4-3.htm