Records Management Manual [6.5] Schedules

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

Chapter 6 - Records Scheduling

Section 6.5 - Schedules for Special Categories of Records

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

General

Broad-category records schedules that apply across all ministries and agencies have been created for special categories of records. These special categories include records or data which serve no ongoing purpose (i.e., transitory records), special types of records (e.g., executive records), copies of published maps, and information stored on special media (e.g., videotape, paintings). Note: Schedules covering special categories of records are not part of ARCS.

The following is a summary of schedules for special categories of records (refer to the ARCS manual, "Special Schedules," for details):

1. Transitory Records	(schedule 102901)
2. Transitory Electronic Data Processing (EDP) Records	(schedule 102902)
3. Electronic Mail	(schedule 102903)
4. Word Processing Records	(schedule 102904)
5. Special Media Records	(schedule 102905)
6. Executive Records	(schedule 102906)
7. Commission of Inquiry Records	(schedule 112907)
8. Record Copies of Published Maps	(schedule 112908)
9. General Records Schedule	(schedule 112909)
10. Computer System Electronic Backup Records	(schedule 112910)
11. Government House Records	(schedule 112911)
12. Lieutenant-Governor Records	(schedule 112912)
13. Unsolicited Records	(schedule 112913)
14. Voice Mail Records	(schedule 112914)

The MRO has authority to administer the retention and disposition authorities for the routine and transitory records included in schedules 102901, 102902, 102903, and 102904.

Transitory Records

Transitory records are records of temporary usefulness that are not part of an administrative or operational record series, that are not regularly filed with standard records or filing systems, and that are only required for a limited period of time for the completion of a routine action or the preparation of an ongoing record.

Transitory records include:

Convenience copies (working copies) -- extra copies created for convenience of reference (refer also to 5.4, Record Control -- Location Control).

Unnecessary duplicates -- e.g., stocks of publications, pamphlets, blank forms, and informational material which have no further usefulness.

Working material and drafts -- materials (e.g., rough notes, calculations) used in the preparation of correspondence, reports, memoranda, statistical tabulations, or other records.

Refer to the ARCS manual, "Special Schedules," for details and exceptions.

Transitory Electronic Data Processing (EDP) Records

Transitory EDP records are records of temporary usefulness that are not part of an administrative or operational record series, that are not regularly filed with standard records or filing systems, and that are only required for a limited period of time for the completion of a routine action or the preparation of an ongoing record.

Transitory EDP Records Include:

Transitory Input Records -- includes input source documents (forms or other records used to enter data into a master file), input screens and input transactions (information recorded on a screen or in an EDP transaction file which is used to update a master file), and automated data collection processes (information gathered electronically by some automated method and stored temporarily in the memory of the collection system).

Transitory Processing Records -- includes intermediate processing copies (EDP copies of a master file or a portion of a master file which are transferred into the system’s main memory for some operational purpose or system function) and transmittal copies (EDP copies of information from a master file or a portion of a master file used to send information to some other location).

Transitory Output Records -- includes output records (physical media such as hardcopy, microfilms, tapes, and other storage media), user views of master files (output records that present information from a set of master files and that can be reconstituted from the masters), sub-sets of existing user views (outputs from existing user views that are used for specific and immediate purpose and can be reconstituted from the existing user view), display screens (display of information on a screen), and failed job output records (outputs resulting from abnormally ended jobs, program errors, improper selection criteria, and unsuccessful input of data).

Refer to the ARCS manual, "Special Schedules," for details and exceptions.

Electronic Mail Records

Electronic mail (E-mail) may be a transitory record, depending on its contents. Refer to 8.2, Electronic Records -- E-mail, for details.

Word Processing Records

Word processing records are transitory if they meet all of the criteria of a transitory electronic record. They may be disposed of as soon as they become obsolete (refer to ARCS manual, "Special Schedules," for details).

Other Special Records

Detailed descriptions and scheduling information for the following types of special records are included in the ARCS manual, "Special Schedules":

Special Media Records
Executive Records
Commission of Inquiry Records
Record Copies of Published Maps

References

Administrative Records Classification System manual, "Records Schedules for Special Categories of Records"

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/rm6-5.htm