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SUMMARY OF CHANGES - 2001 AMENDMENT

Administrative Records Classification System (ARCS) - Summary of Changes 2001 Amendment.

SECTION 1

Primary-
Secondary		 Records Series OPR
non-OPR
Type of Change
Comments
A SA FD A SA FD  
.134 Legislation - Local Government               Scope note Amended to clarify function and identify record types.
.134 Legislation - Local Government               Cross-reference deleted Not relevant
.145 Legislation - Other Provinces               Scope note Amended to clarify function.
.145-13 Legislation - Other Provinces - Nunavut SO+1y nil DE       New secondary New secondary for territory of Nunavut.
.145-02 to 20 Legislation - Other Provinces             Arrange qualifier deleted Unnecessary
.151 Agreements - Inter-Ministry             Primary title Changed to "Agreements - Inter-Ministry and Inter-Agency".
.151 Agreements - Inter-Ministry             Scope note Addition of "inter-agency".
.151-01 Agreements - Inter-Ministry CY+2y nil DE CY+1y nil DE active retention period and final disposition Changed OPR from SO+1y, 5y, SR; and non-OPR from SO, nil, DE.
.151-20 Agreements - Inter-Ministry - draft inter-ministry agreements             Secondary title Changed to "Draft inter-ministry and inter-agency agreements".
.151-20 Agreements - Inter-Ministry - draft inter-ministry agreements SO+1y 5y DE       Final disposition Changed from SR to DE
.151-25 Agreements - Inter-Ministry - approved inter-ministry agreements             Secondary title Changed to "Approved inter-ministry and inter-agency agreements".
.151-25 Agreements - Inter-Ministry - approved inter-ministry agreements SO+1y 5y FR       Final disposition Changed from SR to FR.
.151-25 Agreements - Inter-Ministry - approved inter-ministry agreements             FR note The government archives will fully retain approved inter-ministry and inter-agency agreements because these records document high-level decisions and arrangements concerning government structure and development over time.
.155 Appreciation, Complaints, Invitations SO nil DE       Default active retention period Changed from CY+1y to SO
.242-13 Cooperation and Liaison - Provincial - Nunavut CY+2y nil DE CY+1y nil DE New secondary New secondary for territory of Nunavut.
.290 Information and Privacy - General             Scope note Amended to clarify function.
.290 Information and Privacy - General             Primary note Orders of the Commissioner are filed with the relevant case file (see secondary 293-30). Copies may also be filed under the policy and procedures secondary.
.290 Information and Privacy - General             Cross-reference added For records relating to Information and Privacy Commissioner judicial reviews resulting from a request, see secondaries 292-30 and 292-40.
.290-01 to 03 Information and Privacy - General CY+1y nil DE SO nil DE OPR and non-OPR retention & disposition Changed OPR from SO, 5y, SR so that the active period is based on calendar year and the final disposition is DE for records with insufficient evidential value. Changed non-OPR from CY+1y, nil, DE.
.290-04 Information and Privacy - General - information and privacy - other public bodies CY+1y nil DE       New secondary New subject secondary for general information and privacy records relating to other public bodies covered under FOIPPA.
.290-20 Information and Privacy - General - information and privacy investigations SO 5y FR       Retention periods Change from SO+1y, 4y to make consistent with other retention periods in the primary block.
.290-20 Information and Privacy - General - information and privacy investigations             SO note Addition of SO note indicating that records are superseded or obsolete when they not required for reference.
.290-20 Information and Privacy - General - information and privacy investigations             FR note The government archives will fully retain information and privacy investigation case files because they document Information and Privacy Commissioner investigations. While these investigations do not relate to specific requests for information, they do relate to significant issues, incidents and complaints regarding information and privacy programs.
.290-20 Information and Privacy - General - information and privacy investigations             Secondary note Amended to clarify types of records classified under this secondary and to refer users to 290-04 for information relating to other public bodies.
.290-30 to 40 Information and Privacy - General - information and privacy reviews SO+1y 4y SR       Secondaries deleted Records relating to information and privacy and judicial reviews are classified with records relating to corresponding request (292-30/40).
.292 Information and Privacy - Freedom of Information             Scope note Updated and revised to clarify functions.
.292-01 to 05 Information and Privacy - Freedom of Information CY+1y nil DE SO nil DE OPR and non-OPR retention & disposition Changed OPR from SO, 5y, SR so that the active period is based on calendar year and the final disposition is DE for records with insufficient evidential value. Changed non-OPR from CY+1Y, nil, DE.
.292-20 Information and Privacy - Freedom of Information - public use records SO+1y nil DE       Active retention period Changed from SO+2y, nil, DE for consistency with -25.
.292-20 Information and Privacy - Freedom of Information - public use records             Secondary note Amended to clarify types of records.
.292-25 Information and privacy - Freedom of Information - Public Record Index case files             SO note SO = upon publication of the Index
.292-30 Information and Privacy - Freedom of Information - FOI requests for general information SO+1y 5y SR       Retention periods Changed from CY+2y, nil, SR to meet active administrative requirements and to ensure records are available for ongoing administrative requirements.
.292-30 Information and Privacy - Freedom of Information - FOI requests for general information             SO note Records are superseded or obsolete when request is closed, all avenues of appeal are exhausted, and the information is no longer needed for reference.
.292-30 Information and Privacy - Freedom of Information - FOI requests for general information             SR note The government archives will retain significant & representative FOI request case files. These records provide evidence of the way in which FOI requests are responded to throughout government.
A representative sample will be preserved by retaining the files of different public bodies on a rotating basis, that is, by retaining all files sent off-site by a particular public body in a given year.
A selection of significant files will also be retained, & boxed separately from other files covered by this secondary. Each time files covered by this secondary are being boxed to send off-site, the relevant DMIP will identify significant files. Significant files include all files that document Commissioner’s or judicial reviews. Significant files also include all files relating to requests which the DMIP &/or BC Archives (as the agency with central responsibility for FOI) identify as being important to the history of corporate & ministry FOI requests & responses to them.
All files covered by this secondary that are not selected will be destroyed.
.292-40 Information and Privacy - Freedom of Information - FOI request for personal information SO+1y 2y SR       Retention & disposition Changed from CY+2y, nil, DE to meet active administrative requirements and to ensure records are available for ongoing administrative requirements. Final disposition changed from DE to SR.
.292-40 Information and Privacy - Freedom of Information - FOI request for personal information             SO note Records are superseded or obsolete when request is closed, all avenues of appeal are exhausted, and the information is no longer needed for reference.
.292-40 Information and Privacy - Freedom of Information - FOI request for personal information             SR note The government archives will retain significant and representative FOI request case files. These records provide evidence of the way in which FOI requests are responded to throughout government.
A representative sample will be preserved by retaining the files of different public bodies on a rotating basis, that is, by retaining all files sent off-site by a particular public body in a given year.
A selection of significant files will also be retained, and boxed separately from other files covered by this secondary. Each time files covered by this secondary are being boxed to send off-site, the relevant Director/Manager of Information and Privacy (DMIP) will identify significant files. Significant files include all files that document Commissioner’s or judicial reviews. Significant files also include all files relating to requests which the DMIP and/or BC Archives (as the agency with central responsibility for FOI) identify as being important to the history of corporate and ministry FOI requests and responses to them.
All files covered by this secondary that are not selected will be destroyed.
.292-45 Information and Privacy - Freedom of Information - FOI consultation requests SO+1y 5y SR       New secondary For records created or received by one public body as a result of being consulted by another public body that has received an FOI request.
.292-45 Information and Privacy - Freedom of Information - FOI consultation requests             SO note Records are superseded or obsolete when request is closed, all avenues of appeal are exhausted, and the information is no longer needed for reference.
.292-45 Information and Privacy - Freedom of Information - FOI consultation requests             SR note The government archives will selectively retain FOI consultation request case files because they document the manner in which the Act and related legislation and policies are applied to records held by other jurisdictions.  A representative sample will be preserved by retaining the files of different public bodies on a rotating basis, that is, by retaining all files sent off-site by a particular ministry or agency in a given year.  All files covered by this secondary that are not selected will be destroyed
.292-45 Information and Privacy - Freedom of Information - FOI consultation requests             Secondary note This case file secondary is used for records relating to the response to requests for consultation from other public bodies and other jurisdictions.
.292-50 Information and Privacy - Freedom of Information - freedom of information issues SO+1y 5y SR       Active retention period Changed from SO for consistency with other active retention periods in the primary.
.292-50 Information and Privacy - Freedom of Information - freedom of information issues             SO note When issue has been resolved, the information is no longer current, and/or the information is no longer required for reference purposes.
.292-50 Information and Privacy - Freedom of Information - freedom of information issues             SR note  The government archives will retain freedom of information issues case files that document the identification and resolution of significant issues over time.  Files kept purely for reference purposes (that is, convenience copies of issues dealt with by other jurisdictions) should be removed and destroyed, upon authorization of the Records Officer, when files are being boxed for transfer to off-site storage. 
.293 Information and Privacy - Protection of Privacy             New cross-references For records relating to correction of personal information resulting from a request for information, see secondary 292-30 or 292-40. For records relating to records management see primaries 420 to 432.
.293-01 to 04 Information and Privacy - Protection of Privacy CY+1y nil DE SO nil DE OPR and non-OPR retention & disposition Changed OPR from SO, 5y, SR for active period based on calendar year and the final disposition for records with insufficient evidential value. Changed non-OPR from CY+1y, nil, DE.
.293-05 Information and Privacy - Protection of Privacy - collection of personal information CY+1y nil DE       New secondary New subject secondary for information related to Ss 26 & 27 of the FOIPP Act.
.293-20 Information and Privacy - Protection of Privacy - personal information banks SO+1y 5y DE       Active retention period Changed from SO to be consistent with other active retention periods in the primary.
.293-30 Information and Privacy - Protection of Privacy - requests to correct personal information SO+1y 2y DE       Semi-active retention period Changed from nil for records to be available for administrative purposes.
.293-30 Information and Privacy - Protection of Privacy - requests to correct personal information             Secondary note Requests to correct personal information resulting from FOI requests are classified on the appropriate case file under secondary 292-30 or 292-40.
.293-50 Information and Privacy - Protection of Privacy - protection of privacy issues SO+1y 5y SR       Active retention period Changed from SO for consistency with other active retention periods in the primary.
.293-50 Information and Privacy - Protection of Privacy - protection of privacy issues             SO note When issue has been resolved, the information is no longer current, and/or the information is no longer required for reference purposes.
.293-50 Information and Privacy - Protection of Privacy - protection of privacy issues             SR note The government archives will retain protection of privacy issue case files which document the identification and resolution of significant issues over time. Files kept purely for reference purposes (that is, convenience copies of issues dealt with by other jurisdictions) should be removed and destroyed, upon authorization of the Records Officer, when files are being boxed for transfer to off-site storage.
.430 Records Management - Retention and Disposition Schedules             Scope note Expanded with addition of an "includes" statement.
.430-35 Records Management - Retention and Disposition Schedules - ongoing records schedule development, review and amendment files             SO note When ongoing schedule is formally approved or superseded by another schedule, or project is abandoned.
.430-40 Records Management - Retention and Disposition Schedules - approved records schedules SO+1y nil DE       New secondary Includes approved schedules and ARS 008 forms (Records Retention and Disposition Authority).  SO = when all records to which this schedule refers are destroyed or when the schedule is superseded.
.470 Security - Physical             Scope note Clarified description of function and records.
.470 Security - Physical CY+2y nil DE       Default final disposition Changed from SR to DE.
.470-02 Security - Physical - security distribution and control list             SO note When list is superseded or obsolete.
.470-10 Security - Physical - surveillance recordings SO nil DE       New secondary Includes video, audio and other types of surveillance recordings.
.470-10 Security - Physical - surveillance recordings             SO note When recordings are not longer required for administrative purposes.
.470-10 Security - Physical - surveillance recordings             Secondary note Recordings resulting in an investigation are reclassified in secondary 470-20 Security incidents/investigations.
.470-10 Security - Physical - surveillance recordings             FOI note Use surveillance recordings in scheduled rotation and erase all previous recording prior to reuse.  Public bodies must securely dispose of old recordings.
.470 Security - Physical - security incidents/ investigations             Primary explanatory note Please notify BC Archives before disposing of any files that contain building plans created before 1977, when BCBC became the central agency responsible for these plans.
.470-20 Security - Physical - security incidents/ investigation             SR note The government archives will retain security incidents/investigations case files which cover incidents resulting in significant damage or threat to persons or property.  All other files covered by this secondary will be boxed separately and destroyed

SECTION 3

Primary-
Secondary		 Records Series OPR
non-OPR
Type of Change
Comments
A SA FD A SA FD  
.755 Forms Procurement and Distribution             Primary title Amended to clarify function.
.755 Forms Procurement and Distribution             Scope note Addition of includes statement.
.755-03 Forms Procurement and Distribution - forms distribution             Secondary title Amended to clarify subject.
.755-20 Forms Procurement and Distribution - forms procurement and distribution case files             Secondary title Amended to clarify types of records.
.825 Procurement - General             Cross-reference For accounts payable, see 925.
.877 Vehicles - Road - vehicle administration             Scope note Addition of vehicle "leasing".
.877-04 Vehicles - Road - vehicle administration - Operator abuse             Secondary includes qualifier Includes photo radar tickets and other motor vehicle infractions documentation.
.877-20 to 45 Vehicles - Road - vehicle administration - Unit history files             SO note Amended to "when vehicle is no longer owned or leased by government and all outstanding issues have been addressed".
.877-20 to 45 Vehicles - Road - vehicle administration - Unit history files             Secondary includes qualifier Includes parking permits, accident reports, repair authorizations, insurance documents & vehicle inspection reports.

SECTION 4

.925 Accounts - Payable             Cross-reference For procurement instruments, see primary 825.
.925-06 Accounts - Payable - direct deposit applications SO+1y nil DE       New secondary Records relating to direct deposit applications for vendors and for employees to designate a bank account to receive travel claims.

SECTION 5

Primary-
Secondary		 Records Series OPR
non-OPR
Type of Change
Comments
A SA FD A SA FD  
.1310 Awards and Honours             New cross-reference For public awards programs, see primary 336
.1310-30 and -40 Awards and Honours - employee suggestion and recognition award case files SO+1y nil DE       Active retention period Amended from SO to accommodate the 90-day appeal period and Section 1 of FOIPPA. The SO note has also been updated: SO = when evaluation and appeal period is complete.
.1310-30 and -40 Awards and Honours - employee suggestion and recognition award case files             Primary note Copies of records relating to the improvements in service, operations or work environment resulting in an award should also be classified on the appropriate administrative or operational program file.

SECTION 6

Primary-
Secondary		 Records Series OPR
non-OPR
Type of Change
Comments
A SA FD A SA FD  
.6450 Development - Projects             Cross-reference For Y2K project documentation and test data, see Special Record Schedule 112916.
.6900 to 6940 Reports and Statistics             Scope note Amended to clarify function.
.6900 to 6940 Reports and Statistics SO+2y nil DE       Default OPR active retention Amended from CY+2y to allow offices to dispose of records more efficiently. SO = upon production of the report.