Records Management Standards and Procedures
B.C. Ministry of Forests [GIF 1K]
Chapter 4 - File Creation and Management

Section 4.7 - Special Records

Effective: September 15, 1997

General

This section provides guidelines for managing the following types of records:

Procedures

Guidelines: Contractors' Records

Section 15 of the General Major Service Contract states:
Everything produced, received, or acquired by the Contractor or subcontractor or as a result of this agreement, and any property provided by the Province to the Contractor or subcontractor (the "Material"), shall:
Prior to the start of a contract, contractors should be advised of the records management practices of the office and assigned ARCS and ORCS numbers to use on the materials they produce during the course of the contract.

At the end of every contract, the materials produced by Contractors must be turned over to a Ministry of Forests office. The records custodian should ensure that the records have been classified correctly and added into the office's records inventory.

Guidelines: Payroll and Leave Files

All volumes of an employee's 1410-20 (current employee pay files) and 1550-20 (employee leave records) must be maintained as active files. Portions or earlier volumes of these files should not be sent to offsite storage.

This will ensure that employee files can be maintained as a single entity so that payroll and leave information (e.g., the employee's pensionable service) can be easily verified.

When an employee moves to another office within the ministry or to a new ministry, the employee's pay and leave files must be transferred with the employee.

For an employee leaving Government service, the file is reclassified from 1385-20 (current employee files) to 1390-30 (terminated employees not claiming bridging of service) and retained according to the ARCS schedule.

An employee's pay file should include the following documents (originals are required, facsimiles are acceptable):

An employee's leave files should include the following documents:

Guidelines: Files of Seconded and Terminated Employees

Employees going on secondment should have their pay and leave files transferred to the new office. Once the secondment is over, the files should be returned to the originating office.

When boxing terminated employee files, they must be boxed separately and in alphabetic order, not by employee number. Employee numbers are reassigned after a few years, so it is important that the files be listed by the employee name.

Guidelines: Unsolicited Resumes

Offices receiving unsolicited resumes (i.e., resumes that cannot be directed to a specific competition) should process them as follows:

References

B.C. Ministry of Forests [GIF 1K]
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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/rm4-3.htm