7.6 Procedures and Documentation - Appendix H

COMPLETION INSTRUCTIONS, ARS 518, RECORDS DESTRUCTION AUTHORIZATION

GENERAL INSTRUCTIONS

• obtain authority for the destruction of ministry records where the approved ARCS and ORCS schedules indicate there is no semi-active (SA) period or the semi-active period has already expired and the records have a final disposition (FD) of destroy (DE)
• document disposition actions where the records have not been accessioned in off-site storage facilities by BCARS

Offices not registered for ARCS, and all offices wishing to apply approved ORCS schedules indicating final disposition of destroy with no semi-active period, or where the semi-active period has lapsed, are to complete sections 1, 2, and 3.

In section 3, obtain the signature of your branch or district manager, or the program manager responsible for originating the records.

On completion of the form, forward the original and two confirmation copies to the MRO for approval. The ARS 518 must be accompanied by a detailed file list that includes file numbers, descriptions, date ranges, and applicable schedules. Include a duplicate copy of this file list for the MRO’s records.

The MRO will complete section 4 and return the form to the originating office to indicate authorization to destroy the records.

The originating office will destroy the records, complete section 5 of the ARS 518, and forward the original to the MRO to confirm the destruction.

Offices that are registered in ARCS do not require MRO authorization. However, they must complete section 5 and forward the original with a detailed file list to the MRO to confirm the destruction.

Offices should amend their master file list after destroying records.

[ Prev page | Table of Contents ]
[ ISB Home | MoF Home | B.C. Home ]

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/rm7-6-h.htm