Corporate Records Management Branch

3.1 The Purpose of ARCS

ARCS is a standard classification system for administrative records.  It is a system for the identification and management of administrative records regardless of physical format (paper files, microfilm, optical disk, magnetic tape, diskettes, etc.) or media (maps, photographs, videotapes, etc.).  It helps you find the information you need, when you need it, at the least possible cost.  ARCS also provides a framework to manage the retention and disposition of records.  With ARCS you can identify and preserve the essential and dispose of the valueless in a timely fashion.

ARCS integrates three vital records management concepts into one comprehensive management plan for your operational records.  ARCS is organized to serve as a retrieval aid, a records classification system, and a records retention and disposition schedule.

A records schedule is a timetable describing and governing the lifespan of a record from the date of its creation through the period of its active and semi-active use, to the date of its disposition, either by destruction, transfer to the custodianship of the government archives, or removal from the control of the Government of British Columbia.

The records schedules incorporated into ARCS identify records of permanent value; protect the administrative, audit, legal, and fiscal values of all records; and permit the routine, cost-effective disposition of inactive records.

3.2 Records and Recorded Information

The Document Disposal Act (RSBC 1996, c. 99) establishes approval requirements for the retention and disposition of records and recorded information.  ARCS is approved under the provisions of the Document Disposal Act and describes types of administrative records and specifies their retention periods.

The Document Disposal Act uses the term "record" as defined in the Interpretation Act (RSBC 1996, c. 238, s. 29).  Record is defined broadly to include all recorded information regardless of physical format or media:

"Record" includes books, documents, maps, drawings, photographs, letters, vouchers, papers and any other thing on which information is recorded or stored by any means whether graphic, electronic, mechanical or otherwise.

This definition applies to all recorded information created, kept, used, or filed by the ministries, commissions, boards, and other institutions of the Executive Government of British Columbia to which the Document Disposal Act applies.

The Document Disposal Act establishes procedures for the approval of the records schedules and classification systems developed by CRMB, government ministries, and other government agencies.  ARCS was reviewed by CRMB staff, the Public Documents Committee, and the Select Standing Committee on Public Accounts (commonly called the Public Accounts Committee).  It was then approved by resolution of the Legislative Assembly.  That resolution established ARCS as the retention and disposition schedule for the administrative records of the government.  This means that ARCS is a legally binding document.

3.3 An Effective Records Management System

An effective records management system has five essential elements to aid retrieval and maintenance:

• the classification and scheduling system
• the file list
• finding aids (indexes and cross-reference guides)
• filing and maintenance procedures
• boxing and transfer instructions