Records Management Standards and Procedures
Chapter 7 - Offsite Transfer/Final Disposition
Section 7.7 - Retrieving Records From Offsite Storage
Effective: September 15, 1997
The following procedures explain how records are to be retrieved from and returned to offsite storage facilities.
Locating and Requesting Records, Delivery
- Use the automated records management system to locate the records (i.e., identify the accession).
- The yellow copy of the 011a form (refer to section 7.6, appendix B, for sample and instructions) will indicate the following information:
- name and telephone number of the storage facility
- listing of staff with accession authorization
- One of the staff listed as having accession authorization must call the facility to request the file(s)/box(es). The facility will request the following information:
- accession number
- file/box number(s) required
- name and telephone number of caller
- address of requesting office
- The following timelines apply for delivery of requested records:
- in Victoria and the Lower Mainland, next-day delivery
- for regional and district offices, delivery within 3 days
- for urgent requirements, same-day delivery can be arranged
Boxes will be delivered to the requesting office.
The staff person with accession authorization (as identified on the 011a) must sign for the file(s)/box(es). Note that the delivery company will not delivery the records without this signature.
There is no time limit as to how long an office can retain file(s)/box(es) from a storage facility.
To return the file(s)/box(es) to the storage facility, the office must call the company listed on the 011a form and provide them with the accession number and the file/box number(s) of the records being returned.
In Victoria and the Lower Mainland, pickup is generally within 3 days. Regional and district offices will be required to return the file(s)/box(es) via mail or courier.
No applicable references.
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Information Management Group, B.C. Ministry of Forests
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This page last updated: November 18, 1997.