Records Management Manual [7.1] Overview

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

7.1 Overview

General

For cost effectiveness, semi-active and inactive records are removed from the office in which they were created and are either stored in more economical offsite storage facilities (semi-active records) or sent for final disposition (inactive records).

At the same time, the ministry remains responsible and accountable for the administration, control, documentation, preservation, and security of records in its custody. As a result, stringent standards and procedures are applied to each records transfer activity to ensure that:

semi-active records sent for offsite storage can be efficiently accessed and retrieved
inactive records are efficiently and promptly disposed of or archived in accordance with the Document Disposal Act and government/ministry policies and initiatives

Records are transferred off-site for the following reasons:

Having been retained onsite during their active phase, they have become semi-active and must be transferred to offsite storage to make more efficient use of office space.
Having been retained onsite during their semi-active phase, they must be transferred offsite for final disposition.

Offsite transfer standards and procedures cover the following activities:

file listing
review of retention periods
boxing and detailed box listing
transfer and final disposition procedures/documentation (forms)

References

General Management Operating Policy manual, 3.5

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/rm7-1.htm