Records Management Manual [5.5] Security

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

Chapter 5 - Records Control

Section 5.5 - Security

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

General

Records security controls restrict access to active office records stored onsite and semi-active records stored offsite. Their purpose is to:

ensure the integrity of government records
prevent unauthorized use or disclosure of confidential information or sensitive personal information

Security controls are administered in each office for active records stored in that office. For semi-active records stored offsite, security is administered via access authorizations established for each accession.

Standards

Using Government Records

To prvent loss or theft, Government records should not be removed from Government offices. Instead, working copies should be used at meetings or for work outside of the office. NEW

Records Access

Active files containing confidential or personal information must be located in a lockable cabinet or a secure location and access to them restricted to authorized staff.

Semi-active records in offsite facilities can only be retrieved by personnel with access authorization.

Guidelines: Records Access Authorizations

Records custodians are responsible for:

maintaining and filing (to 432-04) a current list of persons with access authority for each accession
updating and forwarding to the Ministry Records Officer an Access Authorization Confirmation/Amendment form, ARS 194, indicating authorization changes for each accession (refer to appendix A for ARS 194 sample)

Records Protection

Records must be stored in equipment appropriate to the media so that they are protected from physical damage and are secure for confidentiality.

Guidelines: EDP Records

Make back-up copies of electronic data processing (EDP) records.
Store these copies separately from the originals.

Viewing Records

As stated in General Management Operating Policy 3.5.18 (Security of Records), security precautions are required to ensure the integrity of government records and to prevent the unauthorized use or disclosure of confidential information or sensitive personal information. The following guidelines apply:

At no time and under no circumstances should non-Government persons be left alone with Government records. To ensure the integrity of the information contained in a file, the Records Custodian or a Government employee must be present whenever files are being viewed.

The same applies when a Government employee wishes to view their personnel file. The employee may view the file, but not without a personnel officer in attendance.

In all cases, records must first be reviewed for confidentiality and personal information and severed if necessary.

Licencees are not allowed to use Ministry of Forests records to update their files. It is the Licencess's responsibility to maintain their records. NEW

References

General Management Operating Policy manual, 8.3

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/rm5-5.htm