Corporate Records Management Branch

SUMMARY OF CHANGES - 2007 - MISCELLANEOUS AMENDMENT

The following table lists all changes covered by the ARCS 2007 Miscellaneous Amendment.

SECTION 1

Primary	Secondary	Title	Schedule	Type of Change	Comments

127		Legislation - First Nations	SO+1y, nil, DE	New primary	For records relating to individual bills, acts, regulation, bylaws, and ordinances enacted by First Nations bands.
155		Appreciation, Complaints, Apologies, Invitations		New cross-reference: “for complaint monitoring files, see secondary 460-20.”	Refer users to appropriate classification for complaint monitoring.
201	-01, -20, -30	Committees and Commissions - Cabinet - general; Cabinet committees; Deputy ministers’ committees	CY+3y, 12y, DE	Change final disposition from FR to DE	Records are eligible for destruction because records of Cabinet committees, and deputy ministers’ committees relating to Cabinet are fully retained under the Office of the Premier and Executive Council ORCS.
201	-20, -30	Committees and Commissions - Cabinet - Cabinet committees; Deputy ministers’ committees	CY+3y, 12y, DE	Revise qualifier statement by adding “arrange”	Clarifies arrangement of case files.
201	-40	Committees and Commissions - Cabinet - ministry Cabinet submissions	CY+3y, 12y, FR	Add FR note: The government archives will fully retain Ministry Cabinet submissions because they document the development of information that goes before Cabinet or its committees or that is incorporated into a Cabinet submission or used as the basis for developing a Cabinet submission. The records have significant evidential value.	Provides rationale for full retention.
255	-30	Correspondence Management - Correspondence tracking	CY+9y, nil, DE	Change active retention from CY+6y to CY+9y	This is consistent with the retention period for executive briefing notes and correspondence referral replies, which are classified under primary 280.
292		Information and Privacy - Freedom of Information		Revise scope note	Clarifies functions and activities and brings it up to date with current formatting and content standards for scope notes.
292	-27	Information and Privacy - Freedom of Information - Routine release review files	SO+1y, nil, DE	New secondary	Covers records relating to the review of records for routine release.
293		Information and Privacy - Protection of Privacy		Revise scope note	Clarifies functions and activities and brings it up to date with current formatting and content standards for scope notes.
293		293		New cross-reference: “For information system documentation, see primary 6450.”	Refer users to appropriate classification for information system documentation.
293	-60	Information and Privacy - Protection of Privacy - Privacy impact assessments	SO+1y, DE	New secondary	Covers records relating to privacy impact assessments to determine if new legislation, systems, projects, or programs meet the requirements of part 3 of the Freedom of Information and Protection of Privacy Act.
308	-03	Information Services - Books and Publications - General - Publication distribution summaries	SO+10y, nil, DE	Add active base retention trigger of SO
308	-20	Information Services - Books and Publications - General - Chargeable publication requests	FY+2y, nil, DE	Change active base from CY to FY	Bases retention on fiscal year for financial management purposes.
330	-03	Information Services - Media Relations - Media contact lists	SO, nil, DE	Revise secondary title from “Media lists” to “Media contact lists”	New title more accurately represents type of record.
330	-03	Information Services - Media Relations - Media contact lists	SO, nil, DE	Change active retention from CY+2y to SO
423		Records Management - File Control		Revise scope note	Provides a clearer description of function and activities.
423		Records Management - File Control		New cross-reference: For agreements, see primaries 146 to 154.”	Refers users to appropriate classification for agreements.
423	-05	Records Management - File Control - File retrieval and indexing systems	SO, nil, SR	Revise SO definition to “upon expiry of the semi-active period for the records to which the systems refer”	Clarifies when records are superseded and/or obsolete
423	-05	Records Management - File Control - File retrieval and indexing systems	SO, nil, SR	Revise SO definition to “upon expiry of the semi-active period for the records to which the systems refer”	Clarifies when records are superseded and/or obsolete
423	-05	Records Management - File Control - File retrieval and indexing systems	SO, nil, SR	Add explanatory note: “When transferring records with a final disposition of selective or full retention, place a copy of the records retrieval aid or index in the box(es) of records to which it relates. List the retrieval aid or index on the box content list.	Provides direction about how to document and transfer retrieval aids or indexes
423	-06	Records Management - File Control - Transfer of legal custody	CY+2y, nil, DE	Amend semi-active retention from 5y to nil, and revise qualifier: “covers topical material relating to the transfer of legal custody within, to, or from other ministries/agencies”	Clarifies what is covered in this secondary.
423	-20	Records Management - File Control - Custody management case files	SO, nil, DE	New secondary	Covers cases where the legal custody of records is transferred within, to, or from other ministries/agencies.
460	-20	Security - General - Complaint case files	SO+1y, nil, DE	New secondary	Covers persistent complaints and visits by an individual or group

SECTION 4

Primary	Secondary	Title	Schedule	Type of Change	Comments

1025	-20	Budgets - Planning - Budget forecasts	SO, 6y, DE	Change active base from FY to SO	Provides an active period based on the completion of the budget planning process.
1180	-35	Financial Reporting - Reports - electronic	FY+7y, nil, DE	New secondary	Provides for the retention and disposition of financial reports in electronic format.
1180	-40	Financial Reporting - Report working records	FY+1y, 6y, DE	Revise secondary title	Clarifies the type of records

SECTION 6

Primary	Secondary	Title	Schedule	Type of Change	Comments

6620	-02	Information Resource Management - Data Administration - Corporate information model	SO, 5y, DE	Change active period from CY+2y to SO, with SO defined as “when data model is superseded or obsolete"	Provides an active period based on the life of the information model.