Records Management Manual [6.3] Retention

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

6.3 Retention Periods

General

Definition: Retention Period

A retention period is the length of time a record is to be retained in the active or semi-active phase of its life cycle. Retention periods vary depending on the record’s use, value, physical format, and relationship to other records.

Retention periods in the ARCS/ORCS schedules are linked to primary and secondary classification numbers. (Refer to appendix A for example.)

Retention Periods: Active Records

For active records, retention periods are measured by 12-month sequence (begins in any month and ends 12 months later), calendar year (begins January 1 and ends December 31), or fiscal year (begins April 1 and ends March 31). In ARCS and ORCS, fixed and variable active record retention periods are used.

A fixed retention period means that files maintain their active status for a predetermined time period. Examples of fixed retention periods:

1y indicates that the record is to be retained for a 12-month period (1Y) from the last action or closure of the file. For example, if a record with an active retention period of “1y” was closed in August, 1995, it would remain active until August, 1996, after which it would move to the next phase (semi-active or final disposition).
CY+1y indicates that the record is to be retained in its active phase for the calendar year (CY), plus one more year (+1y). For example, if a record with an active retention of “CY+1y” was closed in February, 1995, it would remain active until December 31, 1996, after which it would move to the next phase (semi-active or final disposition).
FY+1y indicates that the record is to be retained in its active phase for the fiscal year (FY), plus one more year (+1y). For example, if a record with an active retention of “FY+1y” was closed in February, 1995, it would remain active until March 31, 1996, after which it would move to the next phase (semi-active or final disposition).

The following guidelines apply to active records with fixed retention periods:

Some files, such as accounts payable files, are traditionally closed after each fiscal year.
An active file may include more than one volume, and all volumes must remain in the active records area.

The variable retention period designation “SO” (Superseded or Obsolete) is used where the end of the active period of an event or entity cannot be predetermined in the ARCS or ORCS schedule. The definition of superseded or obsolete varies from classification to classification. For example:

   1070-20/	CONTRACTS - CONSULTANT/PROFESSIONAL
		Contract case files

		SO = “upon expiry of the contract and completion of any 
		litigation”

   11250-45	ROADS - FORESTS SERVICES
		FSR Construction

		SO = “when the road is de-activated or responsibility is
		transferred to another agency”

   877-20	VEHICLE - ROAD - VEHICLE ADMINISTRATION
		Vehicle unit history files

		SO = “upon disposal of vehicle”

Different case files within the same classification will often reach the end of their active retention period at different times. For example, the record classification “877-20” (cited above) has an active retention period of SO = “upon disposal of vehicle.” A branch may have several vehicles, each with its individual vehicle history case file. Since the vehicles are disposed of at various times, each case file will reach the end of its active period at a time that varies from other vehicle history files in the office.

The following guidelines apply to active records with variable retention periods:

Review subject files with SO retention periods to determine if the information on the file is still current, or has been superseded by newer information or rendered obsolete.
Consult with program staff on a regular basis to ensure files with SO retentions are moved to their next phase at the appropriate time.
If all information in a file is superseded or obsolete, close the file and move it to the next phase.

Retention Periods: Semi-active Records

For semi-active records, retention periods are measured by calendar year, beginning with the date on which the record begins its semi-active phase, and ending 12 months later. For example, the designation “2y” indicates that the semi-active record has a retention period of two years. In other words, if the record was moved to its semi-active phase February 1, 1995, it would remain semi-active until February 1, 1997, after which it would move to the next phase (final disposition).

Retention Schedules: OPR/non-OPR

For each record, the Office of Primary Responsibility (OPR) is the holder of the “master record” within the ministry and will retain it for the (usually) longer OPR retention schedule. This allows other offices to apply the shorter non-OPR schedules to other copies of the record.

MOF is currently assigning ministry OPR designations for ARCS classifications, and until this project is finished, all offices should apply OPR retentions to all of their ARCS records, with the exception of a limited number of ARCS schedules that have a designated OPR. This designation will be noted in the schedule scope note.

OPR designations for operational records are assigned in the ORCS manual.

References

Administrative Records Classification System manual, “How to Use”

Information Management Group, B.C. Ministry of Forests

Comments to: RMHELP
This page last updated: December 31, 1995.
URL: http://www.for.gov.bc.ca/tasb/manuals/recman/rm6-3.htm