Section 7.4 - Inventory/Review of Retention Periods

General

Procedures

1. Prepare a draft file listing of records to be culled before completing any forms or other documentation (print culling report from the automated records management system).
2. For each file folder, include the following inventory information:
   • file number
   • file title
   • date range of records inside folder
3. Categorize files in the completed inventory as follows:
   • ARCS or ORCS draft or approved schedules
   • records which are due for immediate destruction (DE)
   • records which are due for transfer to semi-active storage with Final Disposition of Destruction (SA-DE)
   • records which are to be transferred directly to the custody of BCIMS (SR/FR)
   • records which are due for transfer to semi-active storage (SA, then SR/FR)
   • terminated employee files
4. Based on ARCS/ORCS schedules, review the approved retention periods for the inventoried files.
5. Use the following designations to annotate the file inventory (Note: BCIMS will not accept accessions of only 1 box):
   GROUP 1 ready for immediate destruction (DE)--with approved schedule
   GROUP 2 ready for destruction--with draft schedule
   GROUP 3 ready for transfer to semi-active storage (SA, then SR/FR)--with approved schedule
   GROUP 4 draft schedules ready for transfer to semi-active storage
   GROUP 5 ready for transfer directly to BCIMS custody (SR/FR)
   GROUP 6 ready for transfer to semi-active storage with Final Disposition of Destruction (SA/DE)
6. Calculate the appropriate dates for destruction, transfer to storage, or transfer of custody (refer to section 7.3). Establish the superceded or obsolete date (the automated records management system will do this function).
7. After culling, update the automated records management system with accession and box numbers.
8. File copies of completed accession forms in 423-20/[accession number] (refer to section 4.5 for details on how to manage accession files).

References

• General Management Operating Policy manual, 8.3

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/rm7-4.htm