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Corporate Records Management Branch

 

SUMMARY OF CHANGES - 1998 AMENDMENT

Administrative Records Classification System (ARCS) - Summary of Changes 1998 Amendment.

SECTION 1 [100-134]

Primary-
Secondary		 Records Series   OPR  
non-OPR
  
Type of Change
  
Comments
  A SA FD A SA FD        
.100 ADMINISTRATION - GENERAL   CY+2y nil DE         Changed default final disposition   From SR to DE
.100-20 Convenience files   6m nil DE         Changed final disposition and removed SR note   From SR to DE
.100-25 Convenience files created prior to 1 January 1980   NA NA SR         New secondary   Separation of post-January 1980 convenience files (low values) from pre-January 1980 files (high values)
.100-30 Appointment books, calendars, diaries (non-executive)   SO nil DE         Amended secondary title, changed final disposition from SR to DE

Added explanatory notes 		  Clarifies relationship between 100-30 and Special Schedule for Executive Records (102906)

Note specifies records management requirements for electronic records
.105-20 Branch, region and district organization and responsibilities   SO+1y nil SR         Added SO note   SO= when organization and/or responsibilities change
.105-30 Organization/re-organization projects   SO+1y nil SR         Added new case file secondary    
.110 ACCIDENTS                 Revised scope note

Changed title		   Broadened scope to include equipment and facilities as well as vehicles

Removed "General" as primary is no longer part of a primary block
.110-20 Specific incidents   SO+6m 2y DE         Removed secondary note   Note is vehicle-specific. Its removal reflects broader scope of primary
.116 ACCIDENTS - MOTOR VEHICLE                 Deleted primary   Functional overlap between 110 and 116
.120 LEGISLATION - GENERAL                 Amended primary title   Removed "Acts..." from title
.125 LEGISLATION - BRITISH COLUMBIA                 Amended primary title   Removed "Acts..." from title
.130 LEGISLATION - FEDERAL                 Amended primary title   Removed "Acts..." from title
.132 LEGISLATION - FOREIGN                 Amended primary title   Removed "Acts..." from title
.134 LEGISLATION - LOCAL GOVERNEMENT                 Amended primary title   Removed "Acts..." from title
.135 LEGISLATION - MINISTERIAL                 Amended primary title   Removed "Acts..." from title

SECTION 1 [145-199]

Primary-
Secondary		 Records Series   OPR  
non-OPR
  
Type of Change
  
Comments
  A SA FD A SA FD        
.145 LEGISLATION - OTHER PROVINCES                 Amended primary title   From "Acts and Legislation - Provincial" to "Legislation - Other Provinces" for clarity
.146 AGREEMENTS - GENERAL                 Deleted default SO statement

Added secondary notes for secondaries covering draft agreements		   Replaced with secondary specific SO statements for draft agreements and for approved agreements

Secondary notes clarify contents of draft case file and refers approved agreements to appropriate secondaries
.148 AGREEMENTS - FEDERAL                 Deleted default SO statement

Added secondary notes for secondaries covering draft agreements		   Replaced with secondary specific SO statements for draft agreements and for approved agreements

Secondary notes clarify contents of draft case file and refers approved agreements to appropriate secondaries
.150 AGREEMENTS - INTER-PROVINCIAL                 Deleted default SO statement

Added secondary notes for secondaries covering draft agreements		   Replaced with secondary specific SO statements for draft agreements and for approved agreements

Secondary notes clarify contents of draft case file and refers approved agreements to appropriate secondaries
.151 AGREEMENTS - INTER-MINISTRY                 Deleted default SO statement

Added secondary notes for secondaries covering draft agreements		   Replaced with secondary specific SO statements for draft agreements and for approved agreements

Secondary notes clarify contents of draft case file and refers approved agreements to appropriate secondaries
.152 AGREEMENTS - LOCAL GOVERNMENT                 Deleted default SO statement

Added secondary notes for secondaries covering draft agreements		   Replaced with secondary specific SO statements for draft agreements and for approved agreements

Secondary notes clarify contents of draft case file and refers approved agreements to appropriate secondaries
.154 AGREEMENTS - UNITED STATES                 Deleted default SO statement

Added secondary notes for secondaries covering draft agreements		   Replaced with secondary specific SO statements for draft agreements and for approved agreements

Secondary notes clarify contents of draft case file and refers approved agreements to appropriate secondaries
.160 ASSOCIATIONS, CLUBS, SOCIETIES                 Changed scope note and added primary NOTE

Added SR note		   Wording changes to ensure operational records relating to agencies which ministry has mandated or legislated relationship are not classified in 160 but in appropriate ORCS.

SR criteria: some pre 1 January 1997 records selectively retained if they reflect operational functions. Post 1 January 1997 will be destroyed
.185 CAFETERIAS AND EATING FACILITIES                 Moved primary to section 2   Renumbered to 520, as section reflects function more accurately

SECTION 1 [200-399]

Primary-
Secondary		 Records Series   OPR  
non-OPR
  
Type of Change
  
Comments
  A SA FD A SA FD        
.201 COMMITTEES AND COMMISSIONS - CABINET         SO+1y nil DE   Changed non-OPR default active retention   From CY+1y. Allows timely disposition of non-OPR records
.201-00 COMMITTEES AND COMMISSIONS - CABINET - Policy and procedures         SO nil DE   Added secondary-specific non-OPR retention   Changed from default non-OPR retention of CY+1y nil DE
.245 COOPERATION AND LIAISON - EDUCATIONAL INSTITUTIONS   CY+2y nil DE         Amended primary title

Revised scope note		   Changed from "Cooperation and Liaison - Universities, Colleges, Schools"

Revised to reflect broader scope of primary
.285-20 Ministry form design and history files   SO+1y nil DE         Changed final disposition

Added secondary note		   Changed from SR

Clarifies which records should be classified to 285-20
.295-03 Communications plan   SO+1y nil SR         Changed OPR active retention

Added SO note		   Changed from default of CY+2y to accommodate different planning cycles
.295-04 Newspaper clippings   SO+1y nil SR         Changed active retention   Changed from CY+1y
312-25 Publication review files   SO nil DE SO nil DE   Added new secondary   Allows timely disposition of records
.320-20 Inquiries - telephone conversation notes and responses   CY+1y nil SR         Changed active retention   Changed from CY+2y
.320-30 Inquiries - written requests and responses   CY+1y nil SR         Changed active retention   Changed from CY+2y
.375-06 Mail logbooks (incoming and outgoing)   SO nil DE         Removed SO definition   Ministries to determine own SO criteria
.375-08 Electronic mail                 Deleted secondary   New secondary will be created in Section 6

SECTION 1 [400-499]

Primary-
Secondary		 Records Series   OPR  
non-OPR
  
Type of Change
  
Comments
  A SA FD A SA FD        
.420 RECORDS MANAGEMENT - GENERAL                 Added cross-reference note   Cross-referenced to 975 for audits and compliance reviews
.423-03 Current file lists   SO nil DE         Changed semi-active retention and final disposition   Changed from NA NA. Records no longer to be re-classified to 423-04, but destroyed. Information located elsewhere
.423-04 Superseded file lists                 Deleted secondary   Functional overlap with 432-20 and 432-30
.427 RECORDS MANAGEMENT - IMAGING PROJECTS                 Amended primary title

Amended scope note		   From "Records Management - Micrographics"

Amended scope note clarifies function
.427-05 Digital imaging   CY+2y nil DE         Added new secondary    
.430-30 ORCS development, review and amendment files                 Amended secondary note   Amended to reflect deletion of 430-40
.430-40 Records services applications                 Deleted secondary   Redundant, as records retained on 432-20 case files
.432-20 Accession case files   SO nil DE         Changed OPR semi-active retention   Changed from SO 10y DE. Longer SA retention unnecessary (BC Archives retains information SO 10y FR)
.432-30 Disposition case files   SO 6y FR SO+1y nil DE   Changed OPR active and semi-active retentions

Changed non-OPR final disposition		   Changed OPR from SO+6y nil FR

Changed non-OPR from SO+1y nil FR. Unnecessary to fully retain non-OPR case files as all ministries have assigned a single OPR for these records

SECTION 2 [500-699]

Primary-
Secondary		 Records Series   OPR  
non-OPR
  
Type of Change
  
Comments
  A SA FD A SA FD        
.505 BUILDINGS AND PROPERTIES - CHARGES   FY+1y nil DE SO nil DE   Changed default OPR schedule

Changed non-OPR default schedule

Added cross-reference note to 925-20

Changed title		   Changed OPR from CY+2y 3y DE

Changed non-OPR from CY+1y nil DE

Cross-referenced for invoices relating to buildings and properties

Removed "invoices" from title, as it is confusing when invoices are classified to 925
.655 UTILITIES - ENVIRONMENTAL CONTROL                 Amended scope note   Amended to add reference to HVAC systems

SECTION 3 [700-899]

Primary-
Secondary		 Records Series   OPR  
non-OPR
  
Type of Change
  
Comments
  A SA FD A SA FD        
.705 ASSET CONTROL AND INVENTORIES                 Amended scope note   Changed first sentence to "...control of fixed and unfixed assets..."
.705-20 Ministry asset control case files                 Amended secondary title   From "Ministry fixed asset control case files"
.736-02 Procurement procedures                 Deleted secondary   Functional overlap with -00 policy and procedures secondary
.785-02 Procurement procedures                 Deleted secondary   Functional overlap with -00 policy and procedures secondary
.795-02 Procurement procedures                 Deleted secondary   Functional overlap with -00 policy and procedures secondary
.805 IMAGING EQUIPMENT AND SUPPLIES                 Changed primary title   From Micrographic Equipment and Supplies
.805-02 Procurement procedures                 Deleted secondary   Functional overlap with -00 policy and procedures secondary
.815-04 Photocopier requests/renewals   SO nil DE         Changed active retention

Added SO= note		   From FY+2y

SO= upon renewal or expiry of current agreement
.825-05 Procurement instruments   FY+1y 2y DE FY+1y nil DE   Added new secondary   For procurement instruments not covered elsewhere in primary block
.858-13 Telephone/contact lists   SO nil DE         Changed OPR schedule   Changed from default of FY+2y nil DE. Retention now consistent with 375-07 (Mailing lists)
.865 VEHICLES - AIR - GENERAL                 Combined this primary (865) with primaries 867 and 869   Functional overlaps between primaries; one primary is sufficient for classification and scheduling
.865-08 Certificate of registration                 Deleted secondary   Functional overlap with -20 case file
.867 VEHICLES - AIR - LOGBOOKS                 Combined this primary (867) and 869 into primary 865   Functional overlaps between primaries; one primary is sufficient for classification and scheduling
.869 VEHICLES - AIR - MAINTENANCE AND REPAIR                 Combined this primary (869) and 867 into primary 865   Functional overlaps between primaries; one primary is sufficient for classification and scheduling
.892-04 Radio licences                 Amended SO note   Changed reference to "Federal Government" from specific agency name

SECTION 4 [900-1299]

Primary-
Secondary		 Records Series   OPR  
non-OPR
  
Type of Change
  
Comments
  A SA FD A SA FD        
.910-09 Payment diversion                 Amended secondary title   Changed from "Pay diversion" to clarify payroll records not classified here
.910-20 Accruals                 Amended secondary title   Changed from "Ongoing accruals at fiscal year end and close-off"
.975 AUDITS AND COMPLIANCE REVIEWS                 Amended cross-reference note relating to 410   Removed phrase "...including technical reviews..."
.985-02 Bank and financial institution addresses                 Deleted secondary   Functional overlap with 375-07 (Mailing lists)
.1050-02 Returned cheques   FY+1y 6y DE         Added secondary note   Added "Please notify BC Archives if volume of returned cheques necessitates transfer of active records to off-site storage"
.1150-20 Grant management files                 Amended SO note   Changed to "upon disbursement..."
.1150-30 Contribution case files   SO 7y SR FY+1y nil DE   Added new secondary    
.1210 TAXES                 Added cross reference   Cross referenced to 1385/1390 for records relating to individual employee's taxes or taxable benefits
.1210-02 Taxable benefits - individuals                 Deleted secondary   Secondary not required as records relating to individuals' taxable benefits should be classified to individual employee pay files
.1240 TRAVEL ALLOWANCES AND EXPENDITURES                 Added cross-reference note   Added "For reassignments and transfers, see primary 1585"

SECTION 5 [1300-1499]

Primary-
Secondary		 Records Series   OPR  
non-OPR
  
Type of Change
  
Comments
  A SA FD A SA FD        
.1300-03 Employee documentation                 Amended secondary title   Changed from "Documentation"
.1310-30 Employee suggestion case files   SO nil DE         Changed OPR active retention   Changed from default of CY+1y nil DE
.1310-40 Recongnition award case files   SO nil DE         Changed OPR active retention   Changed from default of CY+1y nil DE
.1380-05 Conflict of interest                 Amended secondary title   Changed from "Outside employment and conflict of interest"
.1440-11 Sexual orientation   SO 5y SR         Added new secondary    
.1440-12 Reasonable accommodation   SO 5y SR         Added new secondary    
.1460 HEALTH AND SAFETY                 Amended cross reference   Changed pointer from 116 to110

Amended wording to reflect 110
.1460-04 Employee Assistance Program         SO nil DE   Changed non-OPR retention   Changed from nil nil DE (change corrects typo)
.1475-06 Telecommuting   CY+4y nil DE         Added new secondary

Added cross-reference note		   Cross referenced to 1385 for job enhancement issues/agreements with individuals
.1475-30 Agreements and performance monitoring                 Deleted secondary   Functional overlap with 1385-20, Employee files

SECTION 5 [1500-1999]

Primary-
Secondary		 Records Series   OPR  
non-OPR
  
Type of Change
  
Comments
  A SA FD A SA FD        
.1505 LABOUR RELATIONS - DISCIPLINE                 Added cross-reference note   Reference to 1385/1390 for records relating to individuals
.1535-02 Unions   CY+1y nil DE         Added new secondary   For subject information on unions
.1540 LEAVE MANAGEMENT - GENERAL                 Deleted primary   Primary superfluous, all information classified to 1550
.1550 LEAVE MANAGEMENT - ATTENDANCE AND SENIORITY   CY+1y nil DE CY+1y nil DE   Changed OPR default retention

Changed non-OPR default retention		   Changed OPR from CY+4y nil DE

Changed non-OPR from CY+4y nil DE
.1585-20 Reassignment and transfer case files                 Amended secondary title   From "Case files"
.1590 RETIREMENTS AND PRE-RETIREMENTS                 Amended cross-reference note   Clarifies that retirement records relating to individual employees are classified to employee case files
.1590-05 Special retirement programs   FY+2y 5y DE         Added new secondary    
.1600 REGULATIONS AND DIRECTIVES                 Deleted primary   Functional overlap with 195 "Circulars, directives, orders, manuals"
.1660-20 Applications                 Amended SO note   Amended to clarify FOI requirements for superseded/obsolete
.1710 STUDIES AND SURVEYS   CY+1y 5y DE         Changed OPR default final disposition   Changed from SR
.1730-03 Educational leave   FY+2y nil DE         Changed OPR final disposition   Changed from SR
.1740 TRAINING AND DEVELOPMENT - RESOURCES                 Deleted primary NOTE   NOTE did not reflect type of records classified to secondary
.1740-04 Personnel resources (companies and individuals)   SO nil DE SO nil DE   Changed OPR and non-OPR retentions   Changed from OPR default of CY+4y nil SR and non-OPR default of CY+1y nil DE. Better reflects volume and value of records