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Accession
A body of records registered as a unit for the purposes of physical and administrative control (i.e., physical identification and control of transfer, storage, retrieval, and disposition). Accessions typically cover records maintained in a records storage facility contracted by government. Upon expiry of the active and semi-active retention periods, records in the accession are either destroyed, or if scheduled for selective or full retention, transferred to the custody of the government archives.
See also Records; Records schedule
Accession number
A six-digit number identifying a group of records storage boxes (or other records storage containers) to be transferred to records storage facilities contracted by government. Corporate Information Management Branch issues and tracks the numbers, which are used to label, transfer, store, retrieve, and dispose of records.
Example:
Box Number: 91-0123-01
91-0123 = the accession number issued by Records Centre Services, CIMB
-01 = the first consecutive box number in accession 91-0123
See also One-time accession number; Ongoing accession number
Active records
Records that are in current use and that need to be retained and maintained in office space and equipment close to users.
See also Inactive records; Records schedule; Semi-active records
Administrative records
Records that are common to all offices and that are distinct from operational records. Administrative records support functions such as the management of facilities, property, materiel, finance, personnel, and information systems. Administrative records also relate to common management functions such as committee activities, agreement development, contract management, information services and obtaining legal opinions. Although considered to be administrative, these records often are associated with operational functions (for example, a committee may serve an operational function). In the BC Government, administrative records are classified and scheduled according to ARCS.
See also Classification system; Records schedule
Administrative Records Classification System (ARCS)
The government-wide standard for classifying, filing, retrieving and disposition scheduling of administrative records. ARCS also includes freedom of information and protection of privacy designations. ARCS is a block numeric system, reflecting function and subject.
See also Operational Records Classification System
Alienation of records
The permanent transfer of records and all present and future rights to the records from the Crown provincial to another entity. Records may only be alienated from the Crown with the approval of the Legislative Assembly, which may be obtained in one of two ways:
1. Legislative approval of records retention and disposition schedules in accordance with the Document Disposal Act; or
2. new or amended legislation that approves the transfer of government assets, including records, from the Crown provincial to another entity.
See RIM Policy 2-04: Disposition of Government Records
Archival appraisal
The process of determining the final disposition of records. Records having enduring value to government and society are appraised by a government archivist, and preserved and made accessible at the government archives. Archival appraisal in the BC Government is part of the process of developing a records schedule. Archival appraisal focuses on the information content of the records and the context of their creation. It takes into consideration their value for current administrative, operational, legal and fiscal use, as well as long-term evidential and informational values. Further explanation and a list of standard appraisal questions is provided in chapter one of the Standard ORCS Kit.
Archival records
See Records
Archival value
See Enduring value
Archives
- Documents created or received and accumulated by a person or organization in the course of the conduct of affairs, and preserved because of their continuing value.
- The building or part of a building where archival materials are located. For the BC Government, the Royal British Columbia Museum Corporation is the agency responsible for preserving and making available archival materials (government archives).
ARCS
See Administrative Records Classification System
Audit value
The value records may have in documenting the generation, expenditure, or transfer of monies, or other types of business functions, which are required for audit purposes. Audit values may be affected by federal or provincial statutes and regulations that govern records retention and disposition. Audit value is determined by statutory or regulatory audit periods.
See also Fiscal value; Primary value
Block numeric system
A records classification system based on the assignment of blocks or groups of numbers to represent primary and secondary headings. The block numeric administrative and operational records classification systems (Administrative Records Classification System (ARCS) and Operational Records Classification Systems (ORCS) are the standards for describing the recorded information resources of the BC Government. They are based upon the federal government model and utilize three and four-digit numbers for ARCS and five-digit numbers for ORCS.
Case file
A file containing records pertaining to a specific time-limited entity, such as a person, event, project, transaction, product, or organization, that is part of a series of similar files.
Administrative Records Classification System (ARCS) and Operational Records Classification Systems (ORCS usually classify case file series under secondary numbers and titles at secondary number –20 and higher, followed by alphabetical or numerical codes.
See also Subject files
Classification
The process of identifying records or information in accordance with a predetermined filing or security system. This includes determination of the function and/or subject of a record and selection of the appropriate classification for filing; in the BC Government, this involves selecting the appropriate secondary number and title.
See also Classification system
Classification system
A system for organizing records based upon function and subject, for the purpose of facilitating retrieval and filing. In the BC Government, records classification is combined with scheduling in one integrated system known as Administrative Records Classification System (ARCS) and Operational Records Classification Systems (ORCS, using a block numeric system to provide a unique code for each classification (or “primary”).
See also File operations; Integrated records classification and scheduling system; Records schedule
Codes
Alphabetic or numeric symbols that help identify and locate a file within a series of case files or subject files.
Computer Output Microform (COM)
Computer output produced directly onto microfilm/microform, without paper printout as an intermediary.
Confidential record
A record containing certain information that requires protection against unauthorized access or disclosure in accordance with a security classification system.
Conservation
All actions that can be taken to ensure the long-term survival of the physical format of records.
Conversion of records format
The act of transferring recorded information from one physical medium or format to another. Conversion includes changing paper records to microform, optical disk or electronic format, and, conversely, transferring records in electronic format to paper or computer output microforms (COM) such as COMfiche.
See also Migration; Preservation.
Corporate Records Officer (CRO)
See Records Officer
Correspondence
Written communication in paper or electronic form (e.g., letters, memoranda, faxes, emails)
Creating agency
The government organization that is responsible for specific records at the time the file containing them was closed, or in other words, at the time they ceased to be active.
See also Current legal custodian; Transferring agency
Current legal custodian
The government organization that has legal custody of specific records, or in other words is currently responsible for them.
See also Creating agency; Physical custody; Transferring agency
Data
Individual facts or values not significant to a business until analysed and/or preserved as a record of the business’ transactions and operations. Data is the raw material stored in a structured manner that, given context, turns into information.
See also Data administration; Electronic data processing
Data administration
Developing and administering the policies, procedures, practices and plans for defining, organizing, protecting and efficiently utilizing data. Promotes consistency in scope, meaning, and handling of data throughout an organization.
Database
A common type of electronic system, consisting of a number of structured “fields” where pieces of information are stored, and can be sorted, manipulated, and retrieved in different ways for a variety of purposes. Complex databases re-use information and then display and print it in any number of combinations with other information, thereby creating electronic records.
Deposited
"Filed, registered, recorded and kept" as interpreted defined in the Document Disposal Act (RSBC 1996, c. 99, s. 1).
Destruction of records
The various methods of destroying inactive records scheduled for destruction when authorized under the Document Disposal Act (e.g., by shredding, incineration, pulping or recycling). Methods for secure destruction of electronic records are also covered by this term.
See also Records schedule
Digitize
To convert an image or signal into a form easily understood by digital computers. For example, visual images are digitized by scanning, a process which assigns a ‘binary’ code for each visual element sampled. Sounds are digitized by periodically measuring or sampling the sound wave, and assigning representative binary codes.
See also Electronic records; Imaging
Dispose
"To transfer by any method and includes assign, give, sell, grant, charge, convey, bequeath, devise, lease, divest, release and agree to do any of those things" as defined in the Interpretation Act (RSBC 1996, c. 238, s. 29).
See also Final disposition
Disposition
See Final disposition
Document
Information consigned to a medium.
See also Records
Document Disposal Act (RSBC 1996, c. 99)
The provincial legislation that grants power to dispose of records upon the written recommendation of the Public Documents Committee and the approval of the Executive Council or Legislative Assembly.
The Act governs the final disposition of the records of all offices in or under the ministries, branches and institutions of the Executive Government of the Province. It provides for the establishment and approval of records schedules that describe classes and series of records and their retention and final disposition requirements.
Documentation
In archival usage, the creation or acquisition of documents to provide evidence of the creator, an event, or an activity; and to describe the arrangement of records and the rationale for their acquisition.
In computer hardware and software product development, the information that describes the product to its users. It consists of technical manuals and online information, including online versions of technical manuals and help facility descriptions. The term also covers source information about a product contained in design documents, detailed code comments, white papers, and blackboard session notes.
See also Metadata
Email (Electronic mail)
Correspondence in electronic form, exchanged using a public or private computer network. An email record consists of a message, contextual information provided in a standard format (e.g., sender and receiver addresses, date), and may be accompanied by an attached electronic document in text or non-text form (e.g., graphic images and sound files).
See also Electronic records
Electronic Data Processing (EDP)
The manipulation and storage of numeric and alphabetic data by computers to produce information.
Electronic forms
Forms in electronic format that can be printed off and completed or completed on-screen and transmitted or submitted electronically.
See also Forms management
Electronic records
Records consisting of data and information that is entered, created, manipulated and/or stored on electronic media, and that show evidence of actions and decisions occurring during the transaction of business. Records thus coded for manipulation by computers are stored in formats not intelligible without the use of specific hardware, software, manuals, and other metadata.
According to the Interpretation Act, Document Disposal Act, and Freedom of Information and Protection of Privacy Act, the definition of “record” includes all recorded information, including information stored electronically. Government records include electronic records and messages created, stored, sent or received using government’s information and communication technologies. Examples of electronic government records include, but are not limited to:
electronic mail (email);
electronic document exchange (electronic fax);
electronic data interchange (EDI);
word processing, spreadsheet and database files,
web pages;
voice mail;
instant messaging services (IMS);
short messaging services (SMS);
enhanced messaging services (EMS);
multimedia messaging services (MMS);
multimedia communications, e.g., teleconferencing and video-conferencing
See also Database; Electronic system
Electronic system
A computer-based system that takes one of a variety of forms, such as database, imaging system, geographical information system, or website.
See also Electronic records; Information system
Enduring value
Records of enduring value provide the best evidence of the activities and responsibilities of the BC Government (its accountability and the evolution of its powers, organizational structure, programs, policies, procedures, decisions and functions), and/or have significant historical, cultural, intrinsic or informational value. The government archives retains records appraised by a government archivist as having enduring value.
See also Archival appraisal; Primary value
Essential records
See Vital records
Executive records
Records created and/or accumulated and used by the offices of ministers, deputy ministers, assistant deputy ministers, executive directors and equivalent positions, including records created by incumbents in their executive capacity.
Executive records are government records and include the records of cabinet ministers that are created and/or accumulated and used by a minister (or a minister's office) in developing, implementing and/or administering programs of government.
Executive Records are covered by the government-wide special schedule 102906.
See also Non-government records; Legislative records; Member of the Legislative Assembly records, Personal records
Evidential value
See Enduring value
File
A set of related documents treated as a unit, uniquely identified, arranged in a logical sequence, and classified and scheduled together. The file is the logical entity used to organize and manage records. It identifies a group of records that together provide evidence of a transaction, case, subject or other business matter. A file may consist of one or more volumes.
File operations
The maintenance and update activities necessary for effective use of a records classification system. Basic file operation functions are: mail management, sorting, registration, classification, indexing and cross-reference, location control, filing, charge-out, distribution, recall and search, refiling, physical maintenance, purging, and retention and final disposition.
File list
A list used to describe, locate and retrieve files. Unless otherwise stated in government policy, file lists are required for the storage and final disposition of government records and must include the following information for each file: classification number, file code or ID, file title, date range, Office of Primary Responsibility (OPR) designation, retention period and final disposition.
Final disposition
The action taken when records become inactive under an approved records schedule. Final disposition can be:
- physical destruction of records;
- transfer of the records to the custody of the government archives for selective retention or full retention, which may include conversion to another physical format and destruction of the original records; or
- alienation of records from the Crown.
The Records Officer of a ministry/agency authorizes final disposition.
Finding aid
The descriptive tool (e.g., classification system, inventory, index, register, catalogue, file list) used to establish physical and/or intellectual control over records.
See also Active records; File list; Inactive records, Semi-active records
Fiscal value
The value records may have in documenting the fiscal activities of the BC Government relating to taxation, public revenues, public debt, budget operations, or other financial operations. Fiscal values may be affected by federal or provincial statutes and regulations that govern records retention and disposition.
See also Audit value; Primary value
Forms
Any documents that are printed or otherwise produced, with a fixed arrangement of captioned space(s) designed for entering, transferring and extracting prescribed information and data.
See also Forms management
Forms management
The centralized establishment of standards and their application combined with management techniques for the creation, analysis, design and revision of all official forms. Forms management assures better quality forms through controls on their design and production, greater efficiency in gathering and processing of information, and the economical and efficient distribution of forms.
Full retention
The archival appraisal decision by a government archivist to preserve a set of records (in most cases, the records covered by a secondary) in its entirety and in an accessible format. Retention decisions are documented in the records schedule. Under the terms of full retention, the archivist responsible may destroy unnecessary duplicates, publications, ephemera, and other items that are not an integral part of the record series.
See also Final disposition; Selective retention
Government archives
See Archives
Government records
All records regardless of physical format, that are received, created, deposited, or held by or in any ministry, agency, board, commission, Crown corporation, institution, committee or council reporting or responsible to the Government of British Columbia.
The Interpretation Act (RSBC 1996, c. 238, s. 29) defines "record" as follows: ‘"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.’
Government records consist of records in every physical format, including electronic records, film, audio and audiovisual tapes.
Government records include cabinet ministers' records that are created and/or accumulated and used by a minister (or a minister's office) in developing, implementing and/or administering programs of government. Government records do not include legislative records.
The retention and final disposition of most government records is governed by the Document Disposal Act.
See also Executive records; Member of the Legislative Assembly records; Non-government records; Personal records
Imaging
Capturing, processing, storing, retrieving, distributing, managing and displaying photographic or electronic (digital) copies or ‘images’ of records. Document imaging reproduces the visual presentation or ‘look’ of the originals when copying and storing them to another media (e.g., paper to microfilm, photograph to digital).
See also Digitize; Micrographics
Inactive records
Records that are no longer required for ongoing ministry or agency business. These are records that are ready for final disposition; in other words, records for which the scheduled active and semi-active retention periods have lapsed.
Information management
The systematic control of information from creation to storage and retrieval to dissemination, regardless of media or physical format.
See also Information resource management; Information technology; Records management
Information resource management
The management of data and information as an asset, for the purpose of making information use effective. Records management, data administration and database administration are key components of information resource management.
See also Information management
Information system
A system (involving people, machines, methods of organization, and procedures) that provides input, storage, processing, communications, output, and control functions in relation to information and data. This term is normally used to describe electronic systems, including data processing facilities, database administration, hardware, and software that contain electronic records.
Information Technology (IT)
The infrastructure, including hardware, software, and networks, necessary to support and facilitate the information resource management process, electronic information systems and telecommunications systems. IT encompasses all forms of technology used to create, store, exchange, and use information in its various forms.
Integrated records classification and scheduling system
A system that integrates records classification with retention and disposition schedules, such as Administrative Records Classification System (ARCS) and Operational Records Classification Systems (ORCS).
See also Block numeric system; Classification system; Records schedule
Inventory
See Records inventory
Legal custody
The legal responsibility for ensuring the guardianship of government records in accordance with predetermined rules and regulations. To ensure proper management of records, the current legal custodian is the designated office of responsibility.
Legal value
The value records may have in meeting legal requirements or uses. Legal value is determined by identifying any requirements for records to be retained for specific periods of time in the enabling legislation for the records creator or other relevant legislation, such as the Limitations Act (RSBC 1996, c. 266).
Legal values may also be present in records that: document a transaction such as a deed or mortgage; serve a licensing or regulatory function; protect the rights of individual citizens or the Province of British Columbia; are required for evidence in a court of law or to meet the statute of limitations for civil litigation.
See also Primary value
Legislative records
The records created and/or accumulated and used by an individual or an office in the administration or operation of the Legislative Assembly of British Columbia or by a Member of the Legislative Assembly.
Legislative records include records created by the Office of the Speaker, the Office of the Sergeant-at-Arms, the Office of the Clerk, the Hansard Office, and the Legislative Library.
The retention and final disposition of legislative records is not governed by the Document Disposal Act.
See also Executive Records; Government Records; Member of the Legislative Assembly Records; Non-government records; Personal records
Life cycle
The life span of a record from its creation or receipt to its final disposition.
Retention periods in records retention and disposition schedules are closely associated with certain life cycle stages. The active period involves creation/receipt, classification, scheduling, maintenance and use; the semi-active period involves the continuing maintenance, use and storage; and the inactive period indicates the expiry of primary values and the disposition of the records by destruction or transfer to the archives, where they will be described, preserved, and made accessible.
See also Classification system; Records schedule
Member Of The Legislative Assembly (MLA) records
Records created and/or accumulated and used by a Member of the Legislative Assembly of British Columbia (MLA) acting in that capacity.
MLA records document a MLA's legislative and political activities and include records created by the MLA's constituency office. MLA records do not include a MLA's personal records or business records.
MLAs who are also cabinet ministers will also create government records in their capacity as cabinet ministers.
MLA records are a type of legislative record. Their retention and final disposition is not governed by the Document Disposal Act.
See also Executive records; Non-government records
Metadata
Literally "data about data", metadata documents the context, content, and structure of data and records Metadata supports the effective management of the government's information holdings. The term covers a range of structured tools such as: records profiles maintained electronically (e.g., the data in word processing 'properties' fields); online or hardcopy manuals, thesauri, indexes, and library catalogues.
See also Documentation; Electronic system
Microfiche
A microform in the shape of a rectangular sheet of transparent plastic having one or more miniaturized images usually arranged in a grid pattern, with a heading area across the top. Normal size is 148 x 105mm (6 x 4 inches).
See also Imaging
Microfilm
- A fine-grain, high-resolution film used in micrographics containing an image greatly reduced in size from the source document;
- the recording of microphotographs on film; or raw film with characteristics as indicated above.
See also Imaging
Microform
A generic term covering any form, either film or paper, that contains images greatly reduced in size. Microform may be produced through a photographic process or generated from a computer (computer output microform, also known as COMfiche/ COMfilm).
See also Imaging; Microfiche; Microfilm; Micrographics
Micrographics
Techniques associated with the production, handling and use of microforms.
See also Imaging
Migration
To preserve the integrity of electronic records/data by transferring them across hardware and software configurations and across subsequent generations of computer technology. Migration is used to ensure continued access to information as systems or media become obsolete or degrade over time.
See also Conversion of records format
Ministerial office
“Any office in or under the ministries, branches and institutions of the Executive Government of the Province, other than a record office" as defined in the Document Disposal Act.
See also Record office
Ministry Records Officer (MRO)
See Records officer
Ministry Records Officer Council
The body composed of Records Officers and representatives from Corporate Information Management Branch that is responsible for meeting regularly to facilitate consultation, discussion, sharing of information and development of consensus on records management matters, including policy and procedures standards, and guidelines.
MLA records
See Member of the Legislative Assembly records
Non-government records
Records created and/or accumulated and used by any entity (individual, family or corporate body) that is not responsible to the BC Government.
Non-government records include personal records and business records (including the personal and business records of a MLA) and records of associations and societies.
The retention and final disposition of non-government records is not governed by the Document Disposal Act.
See also Executive records; Government records; Legislative records; Member of Legislative Assembly records
Non-Office Of Primary Responsibility (non-OPR)
Any office or branch that is not the main custodian of the master record or record copy of a document or information for its ministry or agency.
See also Office of primary responsibility
Non-OPR
See Non-Office Of Primary Responsibility
Office Of Primary Responsibility (OPR)
The office that has primary responsibility for a category of records or holds the master copy of any record series for that ministry or agency. The OPR maintains the official master copy of the records in order to satisfy operational, financial, legal, audit and other requirements.
See also Audit value; Fiscal value; Legal value; Non-office of primary responsibility
One-time accession number
An accession number that is used by an office for a single transfer of records to a government approved records storage facility.
See also Ongoing accession number
One-time records schedule
A records schedule that authorizes the retention and final disposition of a specific set of records, and does not provide authority for ongoing final disposition of records of the same type.
Ongoing accession number
An accession number that is used by an office for the regular or continuing transfer of records to government-approved records storage facilities. An ongoing accession number differs from a one-time accession number in that it can be used for multiple transfers. OANs are used to regularly transfer high volume records series, usually related to a single secondary classification number
Ongoing records schedule
A records schedule that authorizes the retention and final disposition, on a continuing basis, of the types of records described in the schedule. Administrative Records Classification System (ARCS) and Operational Records Classification Systems (ORCS) serve as ongoing records schedules for ministry or agency administrative records and operational records. Special records schedules are another type of ongoing records schedules.
See also Integrated records classification and scheduling system
Operational records
Records that relate to the operations and services provided by a ministry or agency in carrying out the functions for which it is responsible according to statute, mandate, or policy. Operational records are distinct from administrative records and are unique to each government organization.
Operational Records Classification System (ORCS)
An integrated records classification and scheduling system tailored to the operational records of a specific function or program of government, in accordance with government-wide standards. ORCS facilitate classification, filing, retrieval and disposition; ORCS may also be used to identify vital records and freedom of information and privacy designations. ORCS is a block numeric records classification system, reflecting function and subject. Corporate Information Management Branch establishes standards for the development of ORCS that are published in the Standard ORCS Kit.
See also Administrative Records Classification System
OPR
See Office of Primary Responsibility
ORCS
See Operational Records Classification System
Original record
A complete and finished document that is able to produce the consequences intended by its author. It is the first to be issued in that form. In law, it means the first copy from which all others are transcribed, copied or initiated.
Personal information
As defined in the Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165). Personal information is recorded information about an identifiable individual other than contact information.
Personal Information Bank (PIB)
As defined in the Freedom of Information and Protection of Privacy Act a PIB is a collection of personal information that is organized or retrievable by the name of an individual or by an identifying number, symbol or other particular assigned to an individual. PIBs are flagged in Administrative Records Classification System (ARCS) and Operational Records Classification Systems (ORCS).
See also Public use records
Personal records
Records created and/or accumulated and used by an individual or family for personal and/or private purposes.
Personal records are a type of non-government record. The retention and final disposition of personal records is not governed by the Document Disposal Act.
See also Government records; Legislative records; Member of the Legislative Assembly records; Personal information
Physical custody
The responsibility for the care, preservation and security of a set of records in their physical location, in accordance with predetermined rules and regulations.
Physical format
The type of medium on which a specific version of a record is stored (e.g., paper, microfiche, or magnetic tape, CD ROM, DVD).
See also Records schedule; Special media
Preservation
Preservation consists of all the measures taken to extend the life expectancy of records possessing long-term legal, administrative, or cultural value.
See also Conservation
Primary
The basic building block of Administrative Records Classification System (ARCS) and Operational Records Classification Systems (ORCS). A primary relates to a function or subject. It consists of a 5-digit number and a descriptive title under which specific records may be classified and arranged.
See also Block numeric system; Secondary
Primary block
A set of primaries covering related functions that form a logical group and are assigned sequential numbers. Each block contains a general primary and two or more primaries covering functions or activities subordinate to the major function of the block.
See also Block numeric system
Primary value
Values that records have for assisting their creating office to carry out its operational mandate and administrative duties. Records with primary value are those that are necessary for administrative, operational, fiscal, audit, or legal purposes, that is, the purposes associated with the active and semi-active phases of the records schedule. Special categories of primary value include audit value, fiscal value, and legal value.
See also Enduring value
Private records
See Non-government records; Personal records
Provenance
- The office of origin (i.e., the office or administrative entity that created or received and accumulated the records in the conduct of its business);
- information on successive transfers of ownership and custody of a particular record; and
- in archival theory, the principle that the archival records of a given records creator must not be intermingled with those of other records creators.
Public records
See Government records
Public Use Records (PUR)
Records that are specifically created and organized with the expectation of access by the public, often with user fees. PURs are flagged in Administrative Records Classification System (ARCS) and Operational Records Classification Systems (ORCS).
See also Personal information bank
Record office
"Any land title office and any office of a court in which documents are deposited" as defined in the Document Disposal Act.
See also Ministerial office
Record series
A group of records filed together in a unified arrangement that results from, or relates to, the same function or activity and permits evaluation as a unit for records scheduling purposes. A record series is classified based upon retrieval needs and maintained as a unit according to reference frequency. An Administrative Records Classification System (ARCS) or Operational Records Classification Systems (ORCS) secondary is in most cases equivalent to a record series.
Records
Any documents created or received by an organization in the course of a practical activity and maintained as evidence of that activity. 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" as defined in the Interpretation Act.
In electronic systems, a record is a collection of data items arranged for processing by a program. Multiple records are contained in a file or data set. The organization of data in the record is usually prescribed by the programming language that defines the record's organization and/or by the application that processes it.
See also specific types of records (e.g. Government records, Operational records, Non-government records)
Records classification system
See Classification system
Records disposition
See Final disposition
Records inventory
An analytical list of the records or part of the records of a unit of government. An inventory is usually organized by record type and provides the basis for establishing a records schedule. It fully describes the title, purpose and function, informational content, physical format, physical extent, and date range of the records, legal and fiscal retention requirements for the records, and other factors that may have a bearing on the retention periods and final disposition.
See also Audit value; Fiscal value; Legal value; Primary value
Records management
Records management is the exercise of physical and intellectual control over records to ensure their integrity in support of an organization’s accountabilities and actions. Ministries and agencies establish physical control by ensuring records are identified, documented, located, retrieved, and protected from loss, physical damage or inappropriate access. Ministries and agencies establish intellectual control over their records by ensuring they are classified, retained and disposed of in accordance with records schedules. The Corporate Information Management Branch is the central agency responsible for setting records management policy, procedures and standards.
See also Information management; Records officer
Records Officer
The individual designated by a ministry Deputy Minister or agency Chief Executive Officer to be responsible for the overall administration and control of the ministry or agency records. The Records Officer provides leadership and corporate expertise on records management, and represents the ministry or agency on the Ministry Records Officers' Council (MROC). Also known as Ministry Records Officer (MRO) or Corporate Records Officer (CRO).
Records retention and disposition schedule
See Records schedule
Records schedule
A prescribed timetable that governs the life cycle of a file from creation, through active use within an office, retention in off-site storage during its semi-active period, to final disposition when it becomes inactive.
See also One-time records schedule; Ongoing records schedule; Retention period
Records services application number
The unique number that identifies each application for records services submitted to Corporate Information Management Branch. The number is usually pre-printed in the top right-hand corner of the application form. If the application is for an Operational Records Classification Systems (ORCS) or one-time records schedule, the application number will become the schedule authority number.
Records values
See Enduring value; Primary value
Reserved secondaries
Secondary numbers used to cover record series that are repeated in several primaries. Secondaries -00 and -01 are reserved throughout all Administrative Records Classification System (ARCS) and Operational Records Classification Systems (ORCS) for policy and procedures files and general files respectively.
Residual values
See Enduring value
Retention period
The length of time a file is retained, as governed by the records schedule. The file may be disposed of after the active and semi-active retention periods that apply to it have elapsed.
See also Active records; Semi-active records
Retention schedule
See Records schedule
Schedule authority number
A unique 6-digit number linked to a records schedule. Used in conjunction with the accession number, the schedule authority number allows Corporate Information Management Branch, ministries and agencies to manage the storage and final disposition of government records.
See also Records services application number
Scope note
The component of a classification system that describes the functions, uses and content of the records that are to be classified together; in Administrative Records Classification System (ARCS) and Operational Records Classification Systems (ORCS), each primary has a scope note. A scope note describes the administrative or operational function to which the records relate and provides a general statement about the record types (memos, forms, reports, etc.) and media (photographs, video recordings, etc.) covered. A scope note may also contain information about related records classified elsewhere.
Secondary
A subdivision of a primary that, like the primary, consists of a number and a descriptive title. The 2-digit secondary number is combined with the 5-digit primary number and the records schedule number to form a unique classification number for a file series.
Security classification
A category assigned to information (and records) according to a security system in order to clearly show the appropriate level of protection against access or disclosure (e.g., open, restricted, or confidential). Government policy requires ministries to provide reasonable security arrangements for their information holdings based on a range of security categories (see Core Policy and Procedures Manual).
See also Confidential record
Selective retention
The archival appraisal decision by a government archivist to preserve part of a set of records (in most cases, the records covered by a secondary). Explicit selective retention criteria are developed during archival appraisal, and documented in the records schedule. Explanatory notes within Administrative Records Classification System (ARCS) and Operational Records Classification Systems (ORCS) often include instructions requiring staff to box selected records separately from those to be destroyed, or to help identify records for selection.
See also Final disposition; Full retention
Semi-active records
Records that are used only occasionally and therefore need not be maintained in the office space and equipment of the ministry or agency responsible for them. Semi-active records still retain administrative, operational, fiscal, audit, or legal value for the ministry or agency that created the records. Storage of semi-active records in economical, off-site facilities (or their electronic equivalent) until all values have lapsed results in significant savings.
See also Active records; Records schedule; Inactive records
Special media
Records in forms other than text on paper, including photographs, sound recordings, motion picture films, video recordings, audio-visual materials, paintings, prints, maps, plans, blueprints, architectural drawings, and other sound, film, video, photographic, or cartographic materials. All records relating to a function are classified in Administrative Records Classification System (ARCS) or Operational Records Classification Systems (ORCS) as appropriate, regardless of media.
See also Physical format
Special records schedules
Records schedules for special broad categories of records that may apply to all ministries and agencies. Special records schedules are used for routine, temporary and transitory records (or data) that serve no lasting purpose. They may also cover records that:
1. contain information stored and used in special media;
2. originate from a specific creator; or
3. document a unique and/or short-term event.
Other special records schedules exist to cover such things as executive records, e-mail records, and voice mail records
Subject files
Files containing records that relate to specific subjects or functions and that are classified according to general informational content. The purpose of subject files is to bring together records on the same topic in order to facilitate information retrieval.
Operational Records Classification Systems (ORCS) and Administrative Records Classification System (ARCS) usually classify subject files under secondary numbers between -02 and -19.
See also Case file
Transferring agency
The agency responsible for specific records at the time they are transferred to off-site storage. When this happens, an accession number is assigned to the records.
See also Creating agency; Current legal custodian
Transitory records
Records of temporary usefulness that are not integral to an administrative or operational record series. Transitory records are not regularly filed within a standard records classification system, and are only needed for a limited period of time for completion of an action or preparation of a document. Transitory records are not required to meet statutory obligations or to sustain administrative or operational functions. Transitory records are covered by special records schedules.
Vital records
The records of government that contain information essential to:
- conduct emergency operations during and immediately following a disaster;
- resume/continue government services or operations;
- re-establish the legal, financial and functional responsibilities of government; and
- re-establish the rights and obligations of individuals, corporate bodies and other governments with respect to the Government of British Columbia.
See also Primary value
Volume
A component of a file. A volume contains records, and may exist in any media or format (e.g., file folder, electronic folder, microfilm roll, and map drawer). Volumes are also referred to as folders, enclosures, directories, supplements, file parts or sub-files).
Web site
A web site is an electronic system composed of interrelated web pages used to provide information about and access to the programs and services of an organization, as well as to facilitate ongoing projects. A web site may be provided on the Internet (making information publicly available via the World Wide Web), on an intranet (a secure site where information is shared within an organization), or via an extranet (a secure site where certain information is shared with clients).
Working materials
Rough notes, calculations, preliminary drafts, and research notes that are assembled or created in the preparation or analysis of other records, such as correspondence, reports, and statistical tabulations. When the final documents have been produced and classified, working materials generally become transitory records. Working materials relating to statutes, audits, or other records specified in a records schedule are not transitory records.
