255 - CORRESPONDENCE MANAGEMENT
Records relating to the control and tracking of correspondence. This includes the establishment of policies and guidelines on the format, terminology and style of outgoing correspondence, as well as the referral and tracking of incoming correspondence.
Record types include paper and electronic correspondence.
For forms management, see primary 285.
For information services, see primaries
295 to
338.
For ministry manuals, see primary 195.
For postal delivery logbooks, see secondary 375-06.
For reply letters for referred executive correspondence, see primary 280.
For signing authorities, see primary 265.
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 |
|
| 255-00 |
Policy and procedures |
|
SO |
5y |
FR |
|
| 255-01 |
General |
|
CY+2y |
nil |
DE |
|
| 255-04 |
Correspondence guidelines |
|
SO+1y |
nil |
DE |
|
| 255-05 |
External standards |
|
SO+1y |
nil |
DE |
|
| 255-06 |
Plain language |
|
SO+1y |
nil |
DE |
|
| 255-07 |
Gender inclusive language |
|
SO+1y |
nil |
DE |
|
| 255-20 |
Correspondence projects
SO = when project is completed |
|
SO+1y |
nil |
DE |
|
| •255-30 |
Correspondence tracking
(electronic records)
•9y = This is consistent with the retention period for executive briefing notes
and correspondence referral replies, which are classified under primary
280 or in the
relevant ORCS.
NOTE: Secondary -30 covers the tracking of incoming correspondence that has been
referred for a reply. It may also be used to track other types of records (e.g., briefing
notes, Treasury Board submissions, and internal policies). 'Correspondence tracking systems
include CLIFF. |
|
CY+9y |
nil |
DE |
PIB |
