Corporate Records Management Branch

 

2.4 Records Retention and Disposition Schedule

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ARCS includes a record retention and disposition schedule that indicates how long records should be retained in active storage space, when they should be transferred to semi-active storage, when they should be disposed of, and what their final disposition will be.

Scheduling information for each record series is indicated in the three columns to the right of the classification system information.  These columns are headed A (Active), SA (Semi-active), and FD (Final Disposition).  They correspond with the active, semi-active, and inactive phases of the life cycle of the record.  The abbreviations used in each column are explained in 2.7, " Key of Terms."

For further information regarding the scheduling system used in ARCS, see 3.7.

2.4.1 Active Retention Period Column

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The active (A) column indicates the length of time a record should be retained in the active phase of its life cycle.

Active records are those that are used frequently and therefore are retained and maintained in the office space and equipment of the user.

Entries in the active column often use the designations of "CY" or "FY", with an additional time period indicated.  The following are emaples of how to apply and interpret the active retention period using "CY" and "FY".

CY+1y
Maintain all records created or received within the calendar year (1 January to 31 December) together until the end of the calendar year.  Then retain them for an additional calendar year.

FY+1y
Maintain all records created or received within the fiscal year (1 April to 31 March) together until the end of the fiscal year.  Then retain them for an additional fiscal year.  When required by financial administration policy and procedures, place financial records relating to the prior fiscal year, but created or received after March 31, on the file for the prior fiscal year.

For information about Superseded or Obsolete (SO) and other terms and abbreviations used in the active retention period column, see 2.7.1.  For file maintenance quidelines see 3.8.1.

In the sample primary, extraterrestrial reports and statistics (secondary -03) are active for the calendar year (CY) of their receipt or creation, plus one more year.

2.4.2 Semi-active Retention Period Column

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The semi-active (SA) column indicates the length of time a record will be retained in the semi-active phase of its life cycle.

Semi-active records are those that are used only occasionally and therefore need not be maintained in the expensive office space and equipment of the ministry or agency responsible for them.  Semi-active records still retain administrative, operational, fiscal, audit, or legal value for the ministry or agency which created the records.  Storage of semi-active records in economical, off-site facilities until all values have lapsed results in significant savings.

In the sample primary, extraterrestrial reports and statistics (secondary -03) are semi-active for three years.  This means they will be transferred to off-site storage until no longer needed, or in other words until the semi-active period is over.  If required, these records may be retrieved from off-site storage during their semi-active phase.

For boxing and transfer instructions for semi-active records, see 3.9.

2.4.3 Final Disposition Column

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The final disposition (FD) column ensures that records with enduring value to the Province are preserved and those that have no enduring value are destroyed.  Records are eligible for final disposition when they become inactive, that is, when their active and semi-active retention periods have lapsed.

In the sample primary, extraterrestrial reports and statistics (secondary -03) are fully retained when they become inactive.  This means they will enter the custody of the government archives and can only be accessed through the BC Archives Access Services (655 Belleville Street, phone 387-1952, website http://www.bcarchives. gov.bc.ca).  Complaints and inquiries (secondary -02) will be destroyed under the primary default schedule.

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