201 - COMMITTEES AND COMMISSIONS - CABINET
Records relating to the establishment, organization, and functions of Cabinet
committees.
Record types include: drafts of Cabinet submissions, Cabinet submissions, and supporting documentation that substantiates the
development of the submission, agendas, minutes, notices, records of decision, correspondence, memoranda, and reports.
For deputy ministers' committees not related to Cabinet, see primary 204.
NOTE: It is the policy of Cabinet Operations that ministry
copies of Cabinet submissions and draft Cabinet submissions, if they exist,
are to be kept locked in the deputy minister's or minister's office.
Requests from the public under the Freedom of Information and Privacy
Act for information filed under this primary must be referred to the
ministry's manager of information and privacy who will refer the request
to Cabinet Operations.
The ministry or agency OPR is the deputy minister's or minister's
office unless otherwise specified below.
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 |
|
| 201-00 |
Policy and procedures |
|
SO |
5y |
FR |
|
| 201-01 |
General |
|
CY+3y |
12y |
DE |
|
| 201-02 |
Cabinet submissions (from other ministries) |
|
SO |
nil |
DE |
|
| •201-20 |
Cabinet committees
(arrange by alphanumeric code)
For coding instructions, see Appendix A. |
|
CY+3y |
12y |
DE |
|
| •201-30 |
Deputy ministers' committees
(arrange by alphanumeric code)
For coding instructions, see Appendix A. |
|
CY+3y |
12y |
DE |
|
| •DE = |
Upon authorization of the records officer, Cabinet and deputy minister’s committee
records are eligible for destruction. Records of Cabinet committees and deputy ministers’
committees relating to Cabinet are fully retained under the Office of the Premier and
Executive Council ORCS (881099). |
|
|
|
|
|
Primary-
Secondary |
Records Series |
|
OPR |
|
PIB/PUR |
| | |
A |
SA |
FD |
|
| •201-40 |
Ministry cabinet submissions
(includes final draft of submission, developmental drafts, correspondence,
working papers, and other records leading to the preparation of cabinet
submissions by the ministry)
•FR = The government archives will fully retain Ministry Cabinet submissions because
they document the development of information that goes before Cabinet or its
committees or that is incorporated into a Cabinet submission or used as the
basis for developing a Cabinet submission. The records have significant
evidential value. |
|
CY+3y |
12y |
FR |
|
| 16y = |
The retention period for case files in this primary ensures that records of the deliberations
of the Executive Council or its committees are retained by the ministry or agency until such
time as the records no longer qualify as exceptions under the Freedom of Information and
Protection of Privacy Act (FOIPPA) (RSBC 1996, c. 165, ss. 1 & 2). This
retention period takes precedence over those in the special schedule for executive
records 102906.
|
|
|
|
|
|
| FOI: |
In accordance with FOIPPA, the head of a
public body must refuse to disclose to an applicant
information that would reveal the substance of deliberations
of the Executive Council or any of its committees until the
information has been in existence for fifteen or more years.
This includes advice, recommendations, policy considerations,
or draft legislation or regulations submitted or prepared for
submission to the Executive Council or any of its committees.
|
|
|
|
|
|
| NOTE: |
In the event of a change of government, the records of the previous Executive
Council and its committees will be accepted by Corporate Records
Management Branch for semi-active storage
immediately and retained with authorized access limitations for a combined
total active and semi-active retention period of 15 years, at which time
they will be transferred to archival custody. |
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