Records Management Standards and Procedures

Table of Contents

• 1.0 Introduction
  • 1.1 Records Management Overview
  • 1.2 Purpose of the Manual

• 2.0 Program Administration
  • 2.1 Overview
    • Appendix A, Ministry Records Management Program Policy
  • 2.2 Registration
  • 2.3 File Operations
  • 2.4 Training/Information
  • 2.5 Freedom of Information
  • 2.6 Related Programs

• 3.0 Records Classification
  • 3.1 Overview
  • 3.2 Records Classification System
    • Appendix A, ARCS Manual Sample Pages
    • Appendix B, Ministry Organizational Unit Codes List
  • 3.3 Records Classification Procedures

• 4.0 File Creation and Management
  • 4.1 Overview
  • 4.2 File Component Standards
    • Appendix A, labels placement (small) sample
    • Appendix B, labels placement (large and large/small combinations) sample
  • 4.3 File Storage Standards
    • Appendix A, form FS 396 (Closed Volume) sample
  • 4.4 Filing Supplies Procurement
    • Appendix A, Standard/Recommended Filing Supplies List
    • Appendix B, Records Management Forms List
  • 4.5 Managing Accession Files
    Appendix A, form ARS 130b (Client Authority to Apply Schedule) sample
  • 4.6 Cabinet Documents
  • 4.7 Special Records

• 5.0 Records Control
  • 5.1 Overview
  • 5.2 File Lists
  • 5.3 Finding Aids (To be developed)
  • 5.4 Location Control
    • Appendix A, form FS 613 (Off-site Records Retrieval Information) sample
    • Appendix B, form FS 143 (Transfer of Legal Custody) sample
  • 5.5 Security
    • Appendix A, form ARS 194 (Access Authorization Confirmation/Amendment) sample
  • 5.6 Automation

• 6.0 Records Scheduling
  • 6.1 Overview
  • 6.2 Records Life Cycle
  • 6.3 Retention Periods
    • Appendix A, ARCS Schedules Example
  • 6.4 Final Disposition
  • 6.5 Schedules for Special Categories of Records

• 7.0 Offsite Transfer/Final Disposition
  • 7.1 Overview
  • 7.2 Procedural Overview
  • 7.3 Records Culling/Purging
  • 7.4 Inventory/Review of Retention Periods
  • 7.5 Boxing and Labelling Standards
  • 7.6 Procedures & Documentation
    • Appendix A, form ARS 118 (Records Services Application) sample
    • Appendix B, form ARS 011a (Records Transfer Location List) sample
    • Appendix C, form ARS 517a (Authority to Apply Approved Schedule by Ministry or Agency) sample
    • Appendix D, form ARS 462a (Box Content File List) sample
    • Appendix E, form FS 1079 (Box Contents/Detailed File Sheet) sample
    • Appendix F, Automated Records Management System File Culling Report Example
    • Appendix G, Automated Records Management System Accession Number Entry Report Sample
    • Appendix H, form ARS 518 (Records Destruction Authorization) sample
    • Appendix I, "60-Day Notice of Final Disposition Action" Example
    • Appendix J, Offsite Transfer Flow Chart
  • 7.7 Retrieving Records From Offsite Storage
  • 7.8 Re-activating Files

• 8.0 Electronic Records
  • 8.1 Overview (To be developed)
  • 8.2 E-Mail
  • 8.3 Voice Mail

• 9.0 Disaster Recovery
  • 9.1 Water Damaged Records

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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/rmtoc.htm