ARCS On-line
Corporate Records Management Branch

 

2.0 HOW TO READ A PRIMARY

Although the structure of the Administrative Records Classification System has been described earlier in this section, you will need to know more about its basic building block, the primary, in order to apply the ARCS schedule effectively.

The following is a sample primary in which each element is annotated with a number.  While this primary represents an operational function, which would normally be covered by an ORCS, the basic principles under which primaries operate apply just as well to ARCS primaries.  The pages following the sample primary explain the elements, as listed below.

  • 2.1 Primary Number and Title
  • 2.2 Scope Note
  • 2.3 Cross References
  • 2.4 Records Retention and Disposition Schedule
    • 2.4.1 Active retention period column
    • 2.4.2 Semi-active retention period column
    • 2.4.3 Final disposition column
  • 2.5 Office of Primary Responsibility (OPR)
  • 2.6 Secondary Number and Title
    • 2.6.1 Reserved secondaries
    • 2.6.2 Secondaries -02 to -19 (subject secondaries)
    • 2.6.3 Case file secondaries (-20 and higher)
    • 2.6.4 Coded series
  • 2.7 Key of Terms (Abbreviations in Footer)
    • 2.7.1 Terms used in the active and semi-active disposition columns
    • 2.7.2 Terms used in the final disposition column
    • 2.7.3 Other terms
  • 2.8 Freedom of Information and Protection of Privacy Flags
  • 2.9 Explanatory Notes
    • 2.9.1 Qualifiers
    • 2.9.2 Other notes
  • 2.10 Physical Format Designations
  • 2.11 Vital Records Flags

SAMPLE PRIMARY TO ILLUSTRATE ARCS

2.1 23120 - EXTRATERRESTRIAL REGISTRATION AND TRACKING
2.2 Records relating to the registration of extraterrestrial visitors to the province.  An extraterrestrial is any sentient being originating from another planet, regardless of appearance or ancestry.  Extraterrestrials are registered and tracked to ensure they do not contravene federal and provincial legislation by attempting world domination, body-snatching, or other anti-democratic activities.  Registrants must provide identifying information and report regularly to the ministry liaison assigned.

Record types include registration forms, reference materials, photographs, videotapes, correspondence, memoranda, and reports.
2.3 For a description of the Extraterrestrial Registration System (ERS), see Information System Overview (ISO) section.
For records relating to diplomatic etiquette and protocol used in communication with  representatives of foreign governments,
see ARCS primary 415.
2.4 Unless otherwise specified below, the ministry OPR (Unidentified Flying Objects Branch) will retain these records for:   CY+1y 3y DE  
2.5 Except where non-OPR retention periods are identified below, all other ministry offices will retain these records for:   SO nil DE
Primary
Secondary

Records Series

   OPR   non-OPR   PIB/PUR
   

A

 SA FD

A

 SA FD    
23120-00 Policy and procedures 2.6   SO 5y FR SO nil DE    
23120-01 General   CY+1y 3y DE SO nil DE   2.9
23120-02 Complaints and inquiries   CY+1y 5y DE SO nil DE    
23120-03 Extraterrestrial reports and statistics  

FR = The government archives will fully retain these records because they document and analyse extraterrestrial visitors to the province.

   CY+1y 3y FR CY+1y 3y DE    
23120-04 Visits by unidentified extraterrestrials
(includes reference materials relating to visits and visitors as yet unconfirmed and unidentified)

NA = Reclassify records to appropriate case file under secondary 23120-20 when visitor is identified.

2.8 FOI: As these records relate to extraterrestrials who may present a threat to provincial security, access is restricted under the Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165, s. 15(1)(b)).

   SO NA NA SO NA NA    
23120-20 2.8

2.9

 Extraterrestrial registrant case files

(arrange by registration number)

(includes textual records and photographs).

SO = when extraterrestrial visitor leaves the province.

NOTE: The OPR will store extraterrestrial registrant case files under ongoing RCS accession number 9-9111.

303y = This ensures that the file can be reopened if the extraterrestrial returns late in its lifetime.

SR = The government archives will selectively retain these records because they document the effect of extraterrestrial visitors on the province.  All files relating to green extraterrestrials will be retained.  All other files will be boxed separately and destroyed.

   SO+3y 300y SR SO nil DE   PIB
23120-30 2.11 Extraterrestrial Registration System (ERS)

2.10 (electronic database)

SO = when the function supported by the database is no longer performed by government

   SO nil DE SO nil DE   VR
Previous Page ~   Next Page ~   Up a Level ~
 
© Province of British Columbia 2003-2009
 Page last updated: November 27, 2007