This section provides an overview of ARCS and ORCS, including an
A. Records labelling components
B. Related classification and management elements
To illustrate the structure and purpose of these components, the sample file number, "420-03" is explained in detail on the following pages. To illustrate where these components are found in ARCS and ORCS, a sample ARCS page is provided in appendix A.
Refer to the BCIMS Administrative Records Classification System manual for a detailed listing of ARCS numbers. Refer to the MOF Operational Records Classification System manual for a detailed listing of ORCS numbers.
|1. Administration||4. Finance|
|2. Buildings and Property||5. Personnel|
|3. Equipment and Supplies||6. Electronic Data Processing|
|10. Forest Services-General||17. Research|
|11. Engineering||18. Silviculture|
|12. Planning||19. Timber|
|13. Inventory||20. Revenue|
|14. Protection||22. Initiatives and Programs|
|15. Range||23. Regulatory Activities|
In the example, the primary number "420" represents the subject/function "RECORDS MANAGEMENT--GENERAL." The primary is the first component to appear in the file number:
420 - 03
Refer to appendix A, note 1, for an illustration of how primaries are listed in the ARCS manual.
Secondary numbers consist of 2 digits preceded by a dash (-). In the example, the secondary number "-03" represents a subdivision of the main subject (as described above) into the sub-function/subject "ELF (Eliminate Legal Files)." The secondary is the second component to appear in the file number:
Refer to appendix A, note 2, for an illustration of how secondaries are
listed in the ARCS manual.
The following types of secondary numbers are used in both ARCS and ORCS:
|-00||Policy and Procedures (ARCS)|
|-01||General (ARCS & ORCS)|
Tertiaries are created by the user as required.
A code is an alphabetic or numeric symbol which helps to identify and locate a file within a series of case or subject files. Codes become an integral part of the file number and are included on the record itself, on master file lists, on file description labels, and on file number labels.
Codes facilitate the records retrieval process by providing specific subject/function information about a record. Established codes and new codes may be used.
Established Codes are standard identifiers used to label commonly used subject/function categories. Where established codes are available, they must be consistently used to ensure the integrity of the records classification system. Examples of established codes:
|ARCS||Administrative Records Classification System|
|EMS||Export Management System|
|HDBS||Harvest Database System|
|HRS||Harvest Revenue System|
|ORCS||Operational Records Classification System|
|RMIS||Records Management Information System|
|TEAC||Timber Export Advisory Committee|
|USA||United States of America|
The code appears after the secondary number and is preceded by an oblique (/). In the example, the code "/MROC" represents "Ministry Records Officer Council" and indicates that the file contains records related to this subject/function. The code is the third component to appear in the file number.
Standard codes are listed in the ARCS manual, appendices A-H. Standard ministry organizational codes are listed in this section, appendix B.
A coded case file series results when a case file secondary (see above) is coded to provide a more detailed identifier. The code can be made up of the name or title of the case (i.e., person, event, project, transaction, product, or organization) but usually consists of an abbreviated (numeric or alphabetic) code.
Freedom of Information and Protection of Privacy Flags
Levels of Responsibility (OPR/non-OPR)
Records Retention and Disposition Schedules
These elements appear in ARCS/ORCS manuals to provide records management information related to each classification category (e.g., Personal Information Bank designations, retention schedules, notes to better define the classification category, etc.). To illustrate how this information is structured, a sample ARCS system manual page is provided in appendix A.
Refer to appendix A, note 3, for an ARCS/ORCS scope note sample.
Refer to appendix A, note 4, for an ARCS PIB/PUR flag sample.
Refer to appendix A, note 5, for an ARCS/ORCS explanatory note sample.
Refer to appendix A, note 6, for ARCS/ORCS levels of responsibility note samples.
Active records are records that are referred to and required constantly for current use to conduct business. Active records need to be retained and maintained in the office space of the user. The schedule indicates the length of time records are to be retained in their active phase.
Semi-active records are records that are not required for current use and need not be maintained in expensive office space. Semi-active records still retain administrative, operational, fiscal, audit, or legal value, but may be stored in more economical offsite facilities until the semi-active phase lapses. The schedule indicates the length of time such records are to be retained in their semi-active phase.
Records are eligible for final disposition when they become inactive (i.e., when their active and semi-active retention periods have lapsed). The schedule indicates whether such records are to be destroyed or whether they are to be transferred to the custodianship of BCIMS for selective or full retention.
Refer to appendix A, note 7, for ARCS retention and disposition schedule samples.
|Employee File:||1385-20/(code with employee name) - P.I.B.|
|Employee Pay File:||1410-20/(code with employee name) - P.I.B.|
|Employee Leave File:||1550-20/(code with employee name) - P.I.B.|
Individual employee files (1385-20), pay files (1410-20) and leave files (1550-20) are confidential and are to be stored in locked cabinets.
Appendix A - British Columbia Ministry Codes
Appendix B - Provinicial and Territorial Numbers
Appendix C - Federal Agency Codes
Appendix D - Local Government Codes
Appendix E - Education Institutional Codes
Appendix F - School District Codes
Appendix H - Table of Provincial Statutes
In addition, common words such as act, agreement, association, board, committee, company, conference, congress, corporation, limited, meeting, organization, report, seminar, society, statement, or symposium are not considered to be significant words if they appear at the end of a proper name or title. For example:
/BECA Board of Examiners for Certificate of Assayers
/ICIY Inter-ministerial Committee on International Youth Year
/IRMR Indian Reserve Mineral Resource Act
If a name or title has only three significant words, take the first letter of the first three significant words and the second letter of the third word. For example:
/EWCE East-West Centre
/IFMA International Facilities Management Board
If a name or title has only two significant words, take the first letter of the first two significant words and the second and third letters of the second word. For example:
/MMIN Mine Ministers' Conference
/PREG Park (Regional) Act
If a name or title has only one significant word, take all four letters from the beginning of that word. For example:
/COAL Coal Act
/EXEC Executive Committee
/RECL Reclamation Symposium
If a coded file is subdivided into more than one file with the same code, place a number at the end of the code. For example:
/MMIN1 Mine Ministers' Conference - Agendas and Minutes
/MMIN2 Mine Ministers' Conference - Submissions
Cases generating five or fewer records within a fiscal or calendar year may be grouped together in a coded case file. For example:
represents an accounts payable file for infrequent suppliers whose names begin with "A"
represents a pay file for short-term employees employed and paid in 1992
Case files generating five or fewer records within a fiscal year must be monitored. When the number of records per year pertaining to an individual or entity exceeds five, an individual case file must be created. Custodians must ensure that all records grouped in this way belong in the same case file series and have common retention and disposition schedules.
Information Management Group, B.C. Ministry of Forests
Comments to: RMHELP
This page last updated: November 18, 1997.