Records Management Manual [7.8] Procedures

Records Management Standards and Procedures
B.C. Ministry of Forests [GIF 1K]

Chapter 7 - Offsite Transfer/Final Disposition

Section 7.8 - Re-activating Files

Effective: September 15, 1997

General

Due to administration or operational changes, records may need to be re-activated after being sent to offsite storage. This section provides guidelines for re-activating files.

Procedures

BCIMS requires a written request (e-mail) outlining the reason for re-activation and a list of records involved. Offices are to:

send the request to the Ministry Records Officer for review and forwarding to BCIMS
on receiving BCIMS approval, contact the offsite storage facility and retrieve the records (refer to section 7.7, Retrieving Records From Offsite Storage)

The requesting office must advise the storage facility that the records are being re-activated and will not be returned. This is important. If the storage facility assumes that the records will be returned, it will hold the space for the boxes and charge BCIMS for unused space.

Once the records have been re-activated, offices must update the accession file and the automated records management system.

References

No applicable 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/rm7-8.htm