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Corporate Records Management Branch
 

SUMMARY OF CHANGES - 2002 AMENDMENT

Administrative Records Classification System (ARCS) - Summary of Changes 2002 Amendment.

SECTION 1

Primary Secondary Records Series OPR
non-OPR
Type of Change
Comments
A SA FD A SA FD
100   Administration - General             Scope note Scope note revised to clarify types of records (meeting room booking calendars added).
100 01 Administration - General CY+1y nil DE       Active retention Active retention amended from CY+2y.
100 25 Administration - General - convenience files created prior to 1 January 1980             Final disposition note revised





Explanatory note added		 A government archivist will identify convenience files that document programs for which there is a lack of other records for retention by the archives.

Wording moved from former SR note.
135   Legislation - Ministerial             Scope note


Cross-references		 Scope note revised to clarify function and types of records.

Cross-reference added.
135 01 Legislation - Ministerial - general SO+1y nil DE       Final disposition Final disposition amended from SR - consistent with other general secondaries.
135 02 Legislation - Ministerial - drafting procedures for proposed changes to legislation             Secondary deleted Records should be classified under new primary 140.
135 03 Legislation - Ministerial - instructions and forms for preparing OICs SO+1y nil DE       Final disposition Final disposition amended from SR.  Rationale:  This function is adequately documented under the Order in Council Administration ORCS.
135 20 Legislation - Ministerial - ministry/agency regulation projects             Secondary title

Qualifiers and SO note		 Secondary title and notes amended so that deregulation projects can be classified here.
135 30 Legislation - Ministerial - ministry/agency order in council drafts             Secondary title Secondary title amended to include "agency".
135 25, 30, 35, 45 Legislation - Ministerial - approved ministry/agency regulations, OICs, and legislation             Secondary title Titles amended to include "agency".
135 25, 35, 45 Legislation - Ministerial - approved ministry/ agency regulations and legislation             Final disposition Final disposition amended from SR.  Rationale:  records are FR under Legal Services ORCS (105050) and Order in Council Administration ORCS (107559).
135 40 Legislation - Ministerial - ministry legislation projects             Secondary deleted Records should be classified under new primary 140.
135 04, 20, 30, 50, and 60 Legislation - Ministerial - legislative program, OIC drafts, emergency orders, and ministerial orders             Final disposition note added The BC Archives will selectively retain these records because they document the development of ministry/agency legislation and orders.
140   Legislation - Development             New primary Rationale:  provides a place for records of ministerial legislation development projects, and complements approved Legal Services ORCS.
155   Appreciation, Complaints, Apologies, Invitations             Scope note Revised to include "criticism."
155 06 Appreciation, Complaints, Apologies, Invitations - letters of condolence or apology             Secondary title Addition of "apology" to secondary title.
155 20 Appreciation, Complaints, Apologies, Invitations - ombudsman's investigations             Final disposition note added The BC Archives will retain records of significant and representative ombudsman's investigations.
201   Committees and Commissions - Cabinet             Scope note Scope note revised to clarify types of records.
201 All Committees and Commissions - Cabinet       SO nil DE Non-OPR retention Non-OPR retention amended from CY+1y, nil, DE.
201 01, 20, 30, 40 Committees and Commissions - Cabinet CY+3y 12y FR       OPR active retention

Explanatory notes added		 OPR active retention amended from 3y.

Addition of retention rationale and FOI explanatory notes, revision of final disposition note.
255   Correspondence Management             Primary title

Scope note

Cross-references		 "Communication Management" removed from primary title.

Scope note revised to clarify function and record types.

Cross-references revised.
255 01 Correspondence Management - general CY+2y nil DE       Active retention period Amended from SO+1y, nil, DE.
255 20 Correspondence Management - correspondence projects SO+1y nil DE       Secondary title

Retention and final disposition		 Deletion of "communication" from secondary title.

Amended from SO+1y, 3y, SR.  Rationale:  records reflect routine administrative actions and decisions.
255 30 Correspondence Management - correspondence tracking CY+6y nil DE       New secondary Rationale:  covers correspondence tracking records, for which no classification was previously available.
280   Executive Services - General             Scope note

Cross-references		 Scope note revised to clarify function

New references added.
280 All Executive Services - General       SO nil DE Non-OPR retention Non-OPR retention amended from CY+1y, nil, DE.
280 01 Executive Services - General - general CY+2y nil DE       Retention and final disposition Amended from CY+1y, 5y, SR.  Rationale:  consistent with other general secondaries.
280 20, 30 Executive Service - General - executive briefing notes and executive correspondence referral replies CY+1y 9y SR       Semi-active retention

Explanatory note added		 Amended from 5y to be consistent with the retention period in the special schedule for executive records.

Note that copies of these records should be placed in relevant ARCS/ORCS files.
280 20, 30, 40 Executive Service - General - executive briefing notes, executive correspondence referral replies, and executive issues             Final disposition note added

Explanatory note		 These records will be selectively retained in a manner consistent with the executive records special schedule (102906).  An archivist will select significant operational and administrative decisions and actions, identified by the archivist or by ministry/agency staff.

Note that executive offices must use schedule 102906 for these records, and other offices must use secondary 280.
280 30 Executive Services - General - executive correspondence referral replies CY+1y 9y SR       Secondary title and explanatory notes Secondary title revised from "executive correspondence referrals" and explanatory notes revised and added to clarify record types.
280 40 Executive Services - General - executive issues SO 10y SR       Semi-active retention Amended from nil.  The combined active and semi-active retention period of 10y is consistent with the retention in the special schedule for executive records.
340   Information Services - World Wide Web and Internet Sites             New primary Rationale:  This provides a place for web sites not covered by ORCS, and will be especially useful for scheduling dormant web sites of discontinued programs.
345   Intellectual Property             Primary title

Scope note

Cross-references		 Revised from "Inventions, Patents, Copyrights."

Scope note revised to clarify function

References added.
345 All Intellectual Property       SO nil DE Non-OPR retention Non-OPR retention amended from CY+1y, nil, DE.
345 03 Patents             Secondary deleted Records covered in secondary 345-40
345 20, 30, 40, 50 Intellectual Property - registration case files     DE       Final disposition

Explanatory notes added		 Final disposition amended from SR to DE.  Rationale:  This information is also documented by the Government of Canada.

Notes added explaining semi-active retentions (to cover registration period) and the purpose of the registrations.
345 20 Intellectual Property - industrial design registration files SO 10y DE       Secondary title Secondary title revised from "Applications for industrial designs."
345 30 Intellectual Property - Trade-mark registration files SO 15y DE       Secondary title Secondary title revised from "Applications for trade marks."
345 35 Intellectual Property - Official mark registration files SO+2y nil DE       New secondary Rationale:  covers records for which no classification was previously available.
345 40 Intellectual Property - Patent registration files SO 20y DE       Secondary title

Retention and final disposition		 Secondary title revised from "Application for patents."

Retention and disposition amended from SO, 17y, SR.  See explanation of new final disposition above.
345 50 Intellectual Property - copyright files SO+1y 50 DE       Secondary title

Final disposition		 Secondary title revised from "Applications for copyrights."

Final disposition amended from SR to DE.  See explanation above.
352   Legal Requests for Records             New primary Rationale:  covers documentation of records gathered for the purpose of litigation and other legal requests.
450   Risk Management and Insurance             Scope note

Cross-references		 Scope note revised to clarify function and record types.

Cross-references revised and added.
450 All Risk Management and Insurance       SO nil DE Non-OPR active retention period Non-OPR active retention period amended from CY+1y.
450 02 Risk Management and Insurance - insurance coverage requests SO+1y nil DE       New secondary Rationale:  covers records for which a classification was not previously available.
450 20 Risk Management and Insurance - insurance claim files SO+3y nil DE       Secondary title

Retention and final disposition

Explanatory notes		 Secondary title revised from "Claim files."

Retention and final disposition amended from SO+2y, 5y, SR.  Rationale:  Risk Management Branch holds the main records of this function.

SO note revised and note re:  claims referrals added.
450 30 Risk Management and Insurance - risk management project files SO+1y nil DE       Secondary title

Retention and final disposition		 Secondary title revised from "Project files."

Retention and final disposition amended from SO+2y, 5y, SR.  Rationale:  Risk Management Branch holds the main records of this function.

SECTION 2

Primary Secondary Records Series OPR
non-OPR
Type of Change
Comments
A SA FD A SA FD
550   Buildings - Damages             Scope note

Cross-references		 Scope note revised to clarify records types.

New cross-reference added.
550 All Buildings - Damages       SO nil DE Non-OPR retention Non-OPR retention for all secondaries changed from CY+1y, nil, DE.
550 02 Buildings - Damages - vandalism and theft CY+2y nil DE       Final disposition Final disposition amended from SR.  Records are typical in nature and do not relate to specific insurance or security investigations.
550 20 Buildings - Damages - investigation case files             Secondary deleted Rationale:  records should be classified under secondary 450.

SECTION 4

Primary Secondary Records Series OPR
non-OPR
Type of Change
Comments
A SA FD A SA FD
910   Accounting - General             Scope note Scope note revised to clarify record types.
910 01 Accounting - General - general FY+1y nil DE       Retention period Semi-active retention period amended from 6y to nil.
910 20 Accounting - General - accruals SO 7y DE       Retention periods

Arrange qualifier		 Schedule amended from FY+1y, 6y, DE, with SO = upon the end of the FY in which accrual account settled.

Qualifier revised to clarify arrangement.
935   Accounts - Receivable             Scope note Scope note revised to clarify record types.
935 20, 25 Accounts - Receivable - accounts receivable invoice and receipt books SO+1y 6y DE       Active retention period Active retention period amended from FY+1y, with the SO defined as upon the end of the fiscal year in which the last transaction in book is completed.
935 30 Accounts - Receivable - outstanding accounts SO+1y 6y DE       Active retention period Active retention period amended from FY+1y to SO+1y with SO defined as upon the end of the fiscal year in which the debt is collected or written off.
935 40 Accounts - Receivable - write-offs             Deleted secondary Write-offs or uncollectible accounts are covered in secondary 935-30.
1055   Claim Payment             Primary title

Scope note

Cross-references		 Primary title revised from "Claims."

Scope note revised to clarify function and record types.

Cross-references revised.
1055 00 Claim Payment - policy and procedures SO 5y DE       Final disposition Amended from SR.  Rationale:  insufficient value to warrant preservation.
1055 02 Claim Payment - consolidated revenue fund payments             Secondary title Secondary title revised from "consolidated revenue fund."
1055 20 Claim Payment - claim case files             Deleted secondary Records should be classified under secondary 450.

SECTION 6

Primary Secondary Records Series OPR
non-OPR
Type of Change
Comments
A SA FD A SA FD
6900   Reports and Statistics - General             Scope note Scope note revised to clarify record types.
6900 25 Reports and Statistics - General - job control language reports SO nil DE       New secondary Rationale:  covers records for which no classification was previously available.
6900 All Reports and Statistics - General             Explanatory note SO note revised.