Corporate Records Management Branch

 

3.5 The File List

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The file list is a listing of every file created by or currently in use within an office.  An accurate file list is an essential tool, as it documents the creation and existence of government records.  It assures the integrity and authenticity of records and may serve as legal evidence.

The file list is vital to ARCS and is a primary tool for the retrieval, control, and maintenance of records.  ARCS specifies that file lists for both administrative and operational records will be maintained and classified under ARCS 423 "Records Management - File Control".  ARCS 423-03 classifies current lists covering both operational and administrative files.

The file list is also a ready retrieval guide.  For the frequent user, it indicates which files have been opened and quickly directs the user to the proper primary and secondary.  If a file does not appear on the current file list, a file may be opened under the appropriate primary and secondary.  File lists should be regularly updated.

3.6 Other Finding Aids

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A wide variety of finding aids may be created and used to facilitate retrieval and classification of administrative and operational records.  These include subject and keyword indexes, automated retrieval systems, file tracking systems, and lists of case file codes and corresponding titles.

Offices may also develop indexes to meet special needs, including subject cross-reference indexes, automated keyword indexes, proper name indexes, geographic location indexes, etc.  The indexes themselves are classified in ARCS 423-05.  Please note that they are selectively retained by the government archives.

The index included with ARCS contains an alphabetical listing of primary and secondary subjects, frequently used terms, organizations, and form titles or numbers.  This index is the main access point by which the user may quickly locate a subject and the appropriate primary.  For commonly used subjects or forms, the index allows rapid access into the classification system in order to determine a primary number.

As a further aid in the retrieval and classification of administrative and operational records, CRMB provides ARCS Online web site links to lists of standard codes compiled by various ministries and agencies of the British Columbia Government.  For information about using coded series, see 2.6.4. For guidelines on creating standardized file codes, see Appendix A.

3.7 The Scheduling System

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An essential element of ARCS is the retention and disposition schedule.  This schedule is based on the concept that records have a three-stage life cycle.

During the "active" stage, records are needed for frequent reference and updates.  At this stage, therefore, records are maintained and stored in the offices of the ministry or agency responsible for the records.

During the "semi-active" stage, records are needed for occasional reference and/or for legal, fiscal, or audit purposes.  At this stage records are transferred to the off-site storage facilities provided by Records Centre Services, CRMB (see 3.9 for boxing and transfer instructions).

When records retrieval ceases, and records no longer have any operational, administrative, legal, fiscal, audit, or other primary values, the records become "inactive," and are ready for final disposition.  Based on archival appraisal decisions, the final disposition may be to destroy the records, or to fully or selectively retain them for the government archives.

By retaining records for the retention periods specified in the records schedule, creating offices comply with statutory, regulatory, and policy requirements to maintain certain types of information and data.  By disposing of records as specified in the records schedule, creating offices ensure that records of enduring value are preserved for the province, in accordance with Legislature-approved ARCS.

The three stages of the records schedule are expressed in three columns on the right-hand side of the primary page, beside the relevant classification information (primary numbers, titles, and notes).  These columns are labelled "A" for active, "SA" for semi-active, and "FD" for final disposition.  Appropriate numbers and abbreviations appear in these columns beside the relevant secondaries, indicating what should be done with the records during each stage of the schedule.  Notes below the secondaries give any needed explanation and instructions about implementing the schedule.

For further information on the records retention and disposition schedule as it appears in a primary, refer to section 2.4.

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