Corporate Records Management Branch

•1665 - STAFFING, RECRUITMENT, AND COMPETITIONS

Records relating to the staffing of positions, including recruitment of employees and competitions for vacant positions.

Record types include correspondence, forms, reports, and other types of records as indicated under relevant secondaries.

NOTE:  This primary is designed for ministries and agencies served by the BC Public Service Agency (BCPSA).  Agencies not served by BCPSA will need additional secondaries and different retention periods.  For guidance, please contact your Records Officer.

For branch employee files, see secondary 1385-20.
For direct recruitment, including appointments, see secondary 1385-20.
For executive leadership development and advancement, see secondary 1705-02.
For job descriptions, see secondary 1360-20.

non-OPR NOTE: Offices will retain non-OPR copies of records for: SO nil DE  

Primary- Secondary	Records Series		OPR				PIB/PUR
			A	SA	FD
1665-00	Policy and procedures		SO	nil	de
1665-01	General		CY+1y	nil	DE
1665-02	(superseded by secondary -20 Staffing competition files, effective April 2006)
1665-03	Model interview questions		SO	nil	DE
1665-04	Criminal record check consent forms (not hired)   6y = The six-year retention period satisfies the five-year retention period required by Royal Canadian Mounted Police (RCMP) Canadian Police Information Centre (CPIC) auditors for the retention of Criminal Records Review Act (RSBC 1996, c. 86) consent forms. NOTE:  This secondary covers unsuccessful applicants' consent forms and for records checks under the Criminal Records Review Act and Public Service Act Directive 3.6 Police Records Checks NOTE:  Consent forms of successful job applicants are sent to BCPSA for filing on the relevant employee personnel file. NOTE:  As required by part D of Public Service Act Directive 3.6 Police Record Checks, ministries are required to destroy or return all police documentation to job applicants, including the results of police record checks, and eliminate all references that identify applicants with criminal records.  Therefore, police record check consent forms should only indicate that a check has been undertaken.		CY	5y	DE
1665-05	Selection standards reference material NOTE:  This secondary covers a reference collection of standard qualifications for public service positions, which are developed by BCPSA.		SO	nil	DE
1665-06	Student recruitment/selection information NOTE:  This secondary includes co-op, articling, intern, and summer student recruitment information.  When students are hired, their employment records are sent to BCPSA for filing on their employee personnel files.  Copies may be maintained by their supervisors on the branch employee file under secondary 1385-20.		SO	nil	DE
1665-07	Unsolicited offers of service - not considered (includes résumés) NOTE: This secondary covers unsolicited résumés and similar personal offers of service that were not considered.  Applications and résumés of applicants under consideration are classified under secondary -20.		SO	nil	DE		PIB
1665-20	Staffing competition files (includes correspondence, applications, résumés, job descriptions, posting request forms, job postings, eligibility lists, and tests) (arrange by competition) SO = upon the date the successful applicant is placed into new position (i.e., the effective date of the appointment), and if an eligibility list or inventory has been established, when the list has been exhausted or the term of the list has expired, whichever is earlier 2y = The two-year retention period satisfies the audit requirements of the Office of the Merit Commissioner. NOTE:  These files include candidates’ qualifications, scores, and test results, competition assessment tools including criteria and rating methodology, copies of approvals or waivers for special considerations or restrictions, reference check procedures and ranking guides, decisions, copies of offer letters, and letters of regret and feedback to unsuccessful candidates. NOTE:  Original applications and résumés of successful candidates are sent to BCPSA for filing on the relevant employee personnel file.  Copies are retained on the competition files.		SO+2y	nil	DE