Section 7.2 - Procedural Overview

General

The following procedural overview can be used as a checklist to ensure that all transfer and final dispostion activities are completed. Detailed procedures for specific transfer activities are included in subsequent sections of this chapter.

Procedures

File Listing

1. Run culling reports from the automated records management system. (These reports consist of “file status” and “offsite file” listings. Refer to the Automated Records Management System Quickstart Guide, or the "help" menu on the system, for details.), OR
2. Complete a detailed draft list of:
   • file titles
   • ARCS/ORCS classification of each file title
   • date ranges of records within each file folder
   • applicable retention period

   Review of Retention Periods

3. Annotate the list to show which records are:
   a) ready for immediate destruction (categorize as GROUP 1)
   b) to be transferred to semi-active storage with Final Disposition of Selective or Full Retention by BCIMS (categorize as GROUP 2a), or to be transferred directly to BCIMS custody (classify as GROUP 2b)
   c) to be transferred to semi-active storage with Final Disposition of Destruction (catagorize as GROUP 3)

   Boxing and Labelling

4. Obtain labels and forms from the Records Management Section.
5. Contact BCIMS to obtain accession numbers and boxes for each group. Have ARS 118 ready before calling for accession number.
6. Arrange records into separate boxes according to GROUP 1, 2, or 3 categories.
7. Place labels at the end of each box, showing the accession and box number.

   Completion of Forms and Detailed Box Listing

8. Complete specific sections of the Records Service Application (ARS 118) and Records Transfer Location List (ARS 011a) forms, and where applicable (i.e., for SR/FR dispositions only), the Authority to Apply Approved Schedule (ARS 517a/517b), Detailed Box File List (FS 1079), and Box Content File List (ARS 462a) forms.
9. File copies of the Records Service Application, Records Transfer Location List, and inventory document in branch file 432-20.
10. Place a copy of the final box listing in each box that it refers to.
11. Obtain responsibility centre (branch, region, or district) signatures, attach 2 copies of the detailed box listing, and forward package to the Records Management Section.

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/rm7-2.htm