Section 7.6 - Procedures & Documentation

General

• all authorizations are obtained prior to records being transferred or destroyed
• records to be transferred are described in sufficient detail to allow retrieval and access by the transferring office or the office that has custody and control of the records

• what is to be done with the records (according to the records schedule)
• where the records are currently stored
• whether or not the transferring office is registered to apply schedules

Section Overview

Procedure A -- covers processes common to all records to be transferred
Procedure B -- covers processes specific to records to be transferred to archival custody (selective [SR] or full [FR] retention)
Procedure C -- covers box pickup procedures
Procedure D -- covers processes specific to the destruction of inactive records (for both registered and non-registered offices)

Forms Overview

Records Services Application (ARS 118) -- used to request records services from BCARS, including requests for new records schedules. Refer to appendix A.

Records Transfer Location List (ARS 011a) -- used to establish security and access authorizations for records in offsite storage. Also used as a box locating tool by storage companies. Refer to appendix B.

Client Authority to Apply Schedule (ARS 517a) -- used to obtain authorization to transfer records that are covered by approved schedules and that require semi-active storage and/or have a final disposition of selective or full retention. Refer to appendix C.

Box Content File List (ARS 462a) -- used to record general information about boxed records that are scheduled for selective or full retention by BCIMS. Refer to appendix D.

Box Contents Detailed File List (FS 1079) -- used to record details about boxed records, including ARCS/ORCS numbers, schedules, and date ranges. Refer to appendix E. (Note: Automated Records Management System File Culling Reports can be used in place of the FS 1079. Refer to appendix F.)

Records Destruction Authorization (ARS 518) -- used to document the destruction of government records. Refer to appendix H.

Procedures

A. Transferring Semi-active and Inactive Records, General

1. Obtain accession number from BCIMS (phone (250) 387-1583). Box records as outlined in 7.5, Standards: Boxing and Labelling.
2. Separate draft and approved schedules and operational and administrative records. (For all subsequent steps in this procedure, and for all steps in procedure B, process draft and approved schedules separately.)
3. For records covered by an approved ARCS/ORCS schedule, record the accession number on an ARS 118 (Records Service Application) form (refer to appendix A for instructions).

   The schedule number for ARCS is 100001. It should be quoted on all forms when applying to transfer or dispose of ARCS records. Do not use this schedule number for administrative records which fall under one of the special schedules.

   The schedule number for ORCS is 881261. It should be quoted on all forms when applying to transfer or dispose of ORCS records. Do not use this schedule number for operational records which are not classified under ORCS, or for administrative (ARCS) records.

   For records not covered by an approved ARCS/ORCS schedule (or schedule is pending), complete an ARS 118 form in full (refer to appendix A for instructions).

4. Complete sections 1 - 4 of the ARS 011a (Records Transfer Location List) form (refer to appendix B for instructions). In section 6, write in the box range (e.g., 1 - 49).
5. For records that have completed their active phase and are to be transferred offsite for semi-active storage, proceed to C. Box Pickup.

   For records that have completed their active or semi-active phases and have become inactive with a final dispositions of FR and SR, proceed to B. Transferring Inactive (FD) Records to Archival Custody.

   For records that have completed their active or semi-active phases and have become inactive with a final disposition of DE, proceed to D. Destruction of Inactive (FD) Records.

6. Forward completed forms to the Records Management Section.

B. Transferring Inactive (FD) Records to Archival Custody

1. Complete an ARS 517a (Client Authority to Apply Schedule) form (refer to appendix C for instructions).
2. Complete an ARS 462a (Box Content File List Cover Sheet) form (refer to appendix D for instructions).
3. For each box, complete an FS 1079 (Box Contents/Detailed File List) form (refer to appendix E for instructions). (Note: A File Culling Report from the automated records management system can be used in place of the FS 1079. Refer to appendix F for sample.)

   Make 4 copies of this form and distribute as follows:
   1 copy -- place inside the box
   1 copy -- retain in your office
   2 copies -- send to the Records Management Section
   

4. Proceed to C. Box Pickup.

C. Box Pickup

• Offices in most of the Victoria area and the Lower Mainland will have their boxes picked up directly by one of the records storage companies. The company will contact your office to arrange a date and time for box pickup.
• Offices outside these areas will require a destination label for the appropriate records storage facility. BCIMS will advise of destination label requirements. Destination labels are applied to the top of the box (refer to 7.5, Boxing and Labelling Standards, for standards).
• Bar coded labels will be sent out prior to box pickup. One label is to be applied next to the BCIMS box label (on the end of the box).
• After the boxes are moved to semi-active storage, BCIMS will send out an ARS 194 (Access Authorization) form. File the ARS 194 in file 432-04 until changes are required.

Where the office is registered to apply approved ARCS schedules and the records have not been transferred to off-site storage facilities:

1. Complete an ARS 518 (Records Destruction Authorization) form, sections 1-5 (refer to appendix H for completion instructions).
2. Complete an FS 1079 (Box Contents/Detailed File List) form (refer to appendix E for instructions). Make 2 copies of this form. Note: An Accession Number Entry Report can be run off the automated records management system and used in place of the FS 1079. Refer to appendix F for sample.
3. Arrange to have records destroyed in a confidential and environmentally sound manner. Note: A Master Standing Offer for shredding is signed each year. Contact the MRO for the name of the company.
4. Forward white copy of the ARS 518 and 1 copy of the FS 1079 (or automated records management system report) to the MRO.
5. File 2nd copy of the FS 1079 (or automated records management system report) in 432-30 and code by program or function.

1. Complete an ARS 518 (Records Destruction Authorization) form (refer to appendix H for instructions). Include a file list showing file numbers, titles, date ranges, and schedules, or run an Accession Number Entry Report off the automated records management system (refer to appendix G for sample).
2. Complete an FS 1079 (Box Contents/Detailed File List) form (refer to appendix E for instructions) and make 2 copies. Note: An Automated Records Management System File Culling Report can be used in place of the FS 1079. Refer to appendix F for sample.
3. Forward the ARS 518 and attachments, and 1 copy of the FS 1079 (or automated records management system report) to the MRO. The MRO will sign off the ARS 518 (approval to proceed) and return to your office.
4. Upon receiving approval to proceed with destruction, arrange to have the records destroyed in a confidential and environmentally sound manner. Note: A Master Standing Offer for shredding is signed each year. Contact the MRO for the name of the company.
5. Complete section 5 (Confirmation of Destruction) of the ARS 518. Forward the white copy to the Records Management Section.
6. File the 2nd copy of the FS 1079 in 432-30 and code by program or function.

BCIMS will forward an ARS 196, “60-Day Notice of Final Disposition Action” memo to the records custodian prior to the final disposition, destruction, or transfer to archives of an accession (refer to appendix H for a sample notice). This notification is the final opportunity to retrieve records that may be required for use. Records custodians can call the boxes back to ensure that they are ready to have the final disposition applied. If the records custodian does not notify the MRO or BCIMS of records or boxes that may need to be reactivated, the final disposition will be carried out.

Offices that do not want the final disposition of the 60-Day Notice applied must notify the MRO as soon as possible and provide the requirements for the records not to be destroyed or transferred to the custody of BCIMS.

Sixty-Day Notices with a final disposition of destroy cannot be applied to accessions that may contain records required for an active Freedom of Information request. Notify the MRO that the records are part of an active FOI request; the MRO will advise BCIMS of the requirement to retain the records.

If the office requires the records for an additional time period, provide this information and BCIMS will reissue the 60-Day Notice with a revised final disposition date.

If the office requires only certain boxes of the accession to be retained in semi-active storage or reactivated (the remainder of the boxes in the accession can have the final disposition applied), they will have to:

• recall the boxes
• delete the boxes from the existing accession
• notify the MRO and storage facility that the boxes would not be returned
• create a new accession with completed ARS 118, 517a, 011a, and FS 1079 forms

Note how the following designations affect access to records:

FR (full retention) -- custodianship of the records is transferred to BCIMS. The ministry no longer has control over these records and cannot recall files if needed. Records retained at the Archives can be viewed at the Archives, but cannot be removed from this facility.

SR (selective retention) -- an archivist will appraise the records in the accession. A selection of records may be retained, or the whole accession may be retained. Custodianship of the records is transferred from the ministry to the Archives, and the records cannot be recalled from the Archives.

DE (destroy) -- the accession in its entirety will be destroyed on the date specified on the 60-day notice.

Disposal of Obsolete Software

To dispose of obsolete software, complete an FS 17, Inventory Transaction form (available on the Web). Forward the software and the form to the Corporate Equipment and Assets Officer, MOF Financial Management Branch, for processing.

References

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/rm7-6.htm