Records Management Manual [5.4] Location Control

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

Chapter 5 - Records Control

Section 5.4 - Location Control

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

General

Location controls track files that are removed from the file room. The purpose of location controls is to prevent the loss of records and to ensure that they are returned to the file room promptly.

This section provides standards and guidelines for establishing and implementing location controls.

Standards

Records custodians must use a charge-out system to track all active and semi-active records removed from file rooms.

Guidelines: Charge-out System

Use index cards and holders, or pre-printed charge-out cards, (refer to 4.4 for procurement instructions) to record charge-outs. Charge-out cards should show the borrower’s name, borrower’s telephone number (in larger offices), and the charge-out date.

NEW Automated charge out and tracking systems are available for the automated records management system. NEW Use a Retrieval Log form, FS 613 (refer to appendix A for sample), to track semi-active records retrieved from storage. This log documents offsite storage retrievals and returns and helps prevent the loss or misplacement of semi-active records. The Retrieval Log should be used when retrieving records from BCARS facilities and ministry semi-active storage.

Guidelines: Working File Copies

A file copy is the copy of the signed, approved, or final document produced. By contrast, working materials (i.e., “working copies,” “working files,” and “convenience copies”) are copies of official records meant for temporary use. Examples include rough notes, calculations, preliminary drafts, and research notes which are assembled or created in the preparation or analysis of other records. They are not intended for the master file. (Refer to 6.5, Records Scheduling -- Schedules for Special Categories of Records, for transitory records details.)

Use the following guidelines to control working copies:

Stamp or otherwise identify working copies as “duplicates, not for filing.”
Destroy working copies after use.

Transferring Records to Another Office

During reorganization, offices are centralized, decentralized, or separated into different offices. As a result, records must be divided among the offices and, concurrently, custodianship of these records must be transferred. In such cases, offices must document which records are transferred and who is taking custodionship of them. The following guidelines apply:

Complete a detailed list of files being transferred.

Complete a Transfer of Legal Custody form, FS 143 (refer to appendix B for detailed instructions).
Have the appropriate directors sign the form.
Forward the white and canary copies of the signed FS 143, file listing, and files to the new office.
Note: The FS 143 form is the official acknowledgment of the transfer of custodianship.
The originating office retains the pink copy of the FS 143.
The receiving office checks the files against the file listing, and signs the FS 143 and returns the canary copy to the originating office.

Removing Records from Government Offices

In accordance with the Document Disposal and Freedom of Information and Protection of Privacy acts, government records are not to be removed from government offices. If ministry personnel need to remove records from the office for work-related reasons, the following guidelines must be followed (exceptions to this practice are field cards and sheets) :

Copy the record and clearly identify it as a copy.
Complete and sign a memo that specifies which record is being removed and for what purpose.
Return the copy after it is used.

Note: The copy is classified as a transitory record (refer to 6.5) and will be destroyed after it is returned.

Transferring Records Required for Legal Reasons

If records are required by the ministry of Attorney General for leagal reasons, the following guidelines apply:

Complete a Transfer of Legal Custody form (refer to appendix B for sample and instructions) and check "temporary transfer" category.
Follow the guidelines listed under "Transferring Records to Another Office" in this section.
Be sure to update the location of the files int he automated records management system.

References

Administrative Records Classification System manual, “Introduction,” 2.5.2; “How to Use,” part 3 (Glossary of Terms)

indicate most recent changes

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/rm5-4.htm