Section 7.7 - Retrieving Records From Offsite Storage

General

Procedures

Locating and Requesting Records, Delivery

1. Use the automated records management system to locate the records (i.e., identify the accession).

2. 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

3. 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

4. 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

Receiving/Returning Records

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.

References

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/rm7-7.htm