ARCS and ORCS User Guide - Province of British Columbia
Contents
1. e Physical format designations see 2 10 for an explanation of this qualifier 2 9 2 Other Notes The notes below are presented in the order in which they may appear below a secondary Provides the name of the office of primary responsibility if it is different from the primary default OPR See discussion of OPR in section 2 5 Explains when a file designated SO should be closed See discussion of SO in section 2 7 1 Gives reasons for active and or semi active retention periods that are longer than seven years In the sample primary there is a 303y note under secondary 20 Explains why the usual active semi active or final disposition designation does not apply See discussion of NA in section 2 7 1 SR FR DE Explains why records are being selectively or fully retained or if not self evident why they are being destroyed See discussion of these notes in section 2 7 2 Explains issues of confidentiality relating to the records See discussion of the FOI note in section 2 8 Provides other useful information related to the scope of the secondary such as history of the records volume of the records filing procedures whether there is an ongoing accession number or location of copies BRITISH oe COLUMBIA Ministry of The Best Place on Earth Citizens Services last edit 2013 01 23 CORP029 16 ARCS ORCS User Guide ARCS 195 50 ARCH1 1370 20 2 10 Physical Format Designations Physical format desig2. boxed separately and destroyed VR 30 Extraterrestrial Registration System ERS SO nil DE e electronic database PORA X ___ SO when the function supported by the database is no longer 2 11 performed by government A Active CY Calendar Year SO Superseded or Obsolete SA Semi active FY Fiscal Year DE Destruction FD Final Disposition NA Not Applicable SR Selective Retention PIB Personal Information Bank w week m month FR Full Retention FOI Freedom of Information Privacy y year OD Other Disposition OPR Office of Primary Responsibility VR Vital Records 2013 01 23 last revised 2013 01 23 Schedule 222222 ETRT ORCS Section 1 2 BRITISH Jis COLUMBIA Ministry of The Best Placeon Earth Citizens Services last edit 2013 01 23 CORP029 7 ARCS ORCS User Guide ARCS 195 50 ARCH1 1370 20 2 1 Primary Number and Title Each primary in ARCS and ORCS has a primary number and a title The title reflects the function to which the records grouped under the primary relate 2 2 Scope Note The scope note describes the records to be classified within the primary the administrative or operational function to which the records relate and the activities and or work processes leading to records creation It also lists the record types e g memos forms reports and media e g photographs video recordings 2 3 Secondary Number and Title Secondary numbers and titles designate specific record series or groupi
3. final disposition is most often destruction BRITISH COLUMBIA Ministry of The Best Placeon Earth Citizens Services last edit 2013 01 23 CORP029 8 ARCS ORCS User Guide ARCS 195 50 ARCH1 1370 20 Do not use the General secondary for records that relate to two or more of the subject or case files secondaries Instead file the official file copy in one folder and duplicates in the other relevant folder s When appropriate provide a cross reference between files 2 3 2 Subject Secondaries 02 to 19 Secondary numbers 02 to 19 are used for specific subjects and other non case file series These are commonly referred to as subject files Subject files may be coded to aid in retrieval Coded subject files usually consist of many different files each dealing with a different aspect of the same subject Codes may take the form of names titles abbreviations or other alphabetic alphanumeric codes An oblique separates the code from the secondary number In the fictional sample primary secondaries 03 Extraterrestrial reports and statistics and 04 Visits by unidentified extraterrestrials are subject secondaries 2 3 3 Case File Secondaries 20 and higher Case file secondary numbers are used for files relating to a common function or activity A case file is part of a series of similar files each containing records pertaining to a specific time limited event project transaction or product or to a specific
4. person organization or other entity The records within each file are generally consistent with other files in the same series For example the same types of forms may appear in every file Case file series are assigned secondary numbers 20 and higher 30 40 50 etc Individual files within case file series are usually identified with a file code The code identifies the specific person event project or other entity covered by the file Codes can take many forms e g proper names acronyms alphanumeric An oblique separates the code from the secondary number For guidelines on developing file codes see the Standard Coding System In the fictional sample primary secondaries 20 Extraterrestrial registrant case files and 30 Extraterrestrial Registration System are case file secondaries 2 4 Cross References Cross references point users to other related classifications 2 5 Records Retention and Disposition Schedule The retention and disposition schedule which is linked to each secondary or record series indicates how long records should be retained in active storage space when or if they should be transferred to semi active storage what their final disposition will be and when that will take place BRITISH nae COLUMBIA Ministry of The Best Place on Earth Citizens Services last edit 2013 01 23 CORP029 9 ARCS ORCS User Guide ARCS 195 50 ARCH1 1370 20 Scheduling information for each recor
5. ARCS ORCS User Guide ARCS 195 50 ARCH1 1370 20 ARCS and ORCS User Guide 2011 Version 1 0 BRITISH couumBia Ministry of The Best Place on Earth Citizens Services BRITISH ini corumgia Ministry of The Best Place on Earth Citizens Services last edit 2013 01 23 CORP029 1 ARCS ORCS User Guide ARCS 195 50 ARCH1 1370 20 Contents 1 IPCC IGM gnn tennant RRE ewes een 4 1 1 General ceecee incnun is E S 4 1 2 What are ARCS and ORCS viicccccccssscessesssssssdeascssedeassssddeascasecsasseandsacsesndsavaseideancesedents 4 1 3 The Organization of ARCS and ORCS seesseessnerreeeesseererrrnrtrsseerrnnrrnnersrrrrrnrrnneesent 4 2 How t Read a Primary crisisen E a E EE EA EEEE 6 2 1 Primary Number and Title onc cirdientes ata cuetentece mere tmesceduereseeaeneieeeaedeieeenaadin ie eaeciagciet 8 2 2 SCOPE NOl ee ene eae ee a ee ee eee ee ere ee ere 8 2 3 Secondary Number and Title cccccccsccssscccdssccesscnsccscedeesecseenedeasedesseeseeneseesdencenteceese 8 2 3 1 Reserved SECONCALICS cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeess 8 2 3 2 Subject Secondaries 02 16 219 wcinccissete rece a ieee rare eeanen tiuenee ian bees wan eatee 9 2 3 3 Case File Secondaries 20 and higher ccccccceeeeeeeeeeeeeeeeeeeeeeeeeees 9 2 4 Cross RGIOMENCOS cass sasasasaceteenssselasasa R AE AAE AEA R 9 2 5 Records Retention and Disposition Schedule sssnssseessesssenrrneessserrrrrr
6. ORCS in the following different ways i Routine Records SO is commonly used to indicate the active retention period for records that are useful for reference or informational purposes In those cases SO is not defined by a specific event or action but is used to allow the creating offices the authority to decide when the records have no further value and are ready for storage or disposition The most common retention period is Active Semi Active Final Disposition SO nil DE SO is used throughout ARCS and ORCS to streamline the disposition of records with short term retention value especially for non OPR offices Upon authorization of the Records Officer records with the above retention and disposition schedule may be destroyed when no longer required BRITISH oe COLUMBIA Ministry of The Best Place on Earth Citizens Services last edit 2013 01 23 CORP029 12 ARCS ORCS User Guide ARCS 195 50 ARCH1 1370 20 In the fictional sample primary non OPR policy and procedures files secondary 00 are designated SO ii Specific Definition of SO SO is also used to identify the active retention period for records that must be retained until a case is closed or some other specified event occurs It may not be possible to predict the length of time a file may be required for active use and SO is defined in terms of some specific action event or the completion of a procedure In the fictional sample primary Extrater
7. What are ARCS and ORCS ARCS and ORCS are combined records classification and scheduling systems that facilitate the efficient and systematic organization retrieval storage and destruction or permanent retention of the government s records ARCS is the government standard for administrative records ORCS are specific to operational records A standard classification system is the cornerstone of an effective records management program ARCS and ORCS identify and describe the records created by offices throughout government and organize them into a structure that reflects administrative and operational functions This organizational structure ensures that records can be quickly and easily identified documented and retrieved ARCS and ORCS are also records scheduling systems A records schedule is a timetable that governs the life span of a record from creation through active use within an office and retention in off site storage to destruction or transfer to the government archives Records that have only short term or The records schedules in ARCS and ORCS ensure temporary usefulness are considered to be that records are retained for sufficient periods of transitory records and may be disposed time to meet the legal operational audit fiscal or of when no longer needed Since they will other requirements of government Records not become part of a final record of schedules identify records with enduring value for decision and do n
8. archives The Extraterrestrial Registration System secondary 30 will be destroyed when the function supported by the database is no longer performed by government 2 6 Office of Primary Responsibility OPR The OPR maintains the official or master record in order to satisfy operational financial legal audit and other requirements All other offices are non OPR offices Non OPR retention periods and final dispositions are differentiated from OPR retention periods by being underscored The disposition of non OPR records must coincide with or precede the disposition of OPR records Your Records Officer is responsible for designating OPR offices 2 6 1 OPRin ORCS In ORCS the name of the OPR appears in a statement beneath the cross references e g Unless otherwise specified below the ministry OPR Unidentified Flying Objects Branch will retain these records for The ORCS non OPR retention and dispositions can appear in the active semi active and final disposition columns to the right of a secondary classification or they default to a non OPR retention and disposition established for the primary as a whole The default non OPR retention and disposition appears in a statement beneath the cross references e g Except where non OPR retention periods are identified below all other ministry offices will retain these records for SO nil DE To simplify the use of ARCS and ORCS in automated systems e g EDRMS TRIM all new an
9. cienewtrentvestacscnendientndadneuencucnndnendnamenetice 15 e NA Not Applicable osc saitcc ccocdcnsasatsaredenndosedsahdansdeosdanededhdaeedenstenatons 15 21 9 Other TEMS oerinoar eeaeee ieis 15 BRITISH COLUMBIA Ministry of The Best Place on Earth Citizens Services last edit 2013 01 23 CORP029 2 ARCS ORCS User Guide ARCS 195 50 ARCH1 1370 20 2 8 Freedom of Information and Protection of Privacy FlaQS cccccceeceeeseseeeeeeeeeeteeee 15 2 9 Explanatory INGISS corte ceten tetas cenit pled acovaid Delete ised Dele hie a e E a E E 16 Zod E E I E AA A 16 2 9 2 Other Notes ccccccceceeeeeeesceeceeeeeeeeeeeeeeeaaaeeeeeeeeeesessaaaaaeeeeeeeeeeeeseeeaaees 16 2 10 Physical Format DeSiQnatiOns iis cccviisasvsoincereheiweedestrwreiarsersieineeniemereiastiemieoemn 17 2 11 Vital Records FIAQS stescaciecictratecvsnissenciSeetncenaisiocerStecennciiacd oe iecemieseana Cleameuteeczietenets 17 2 12 Electronic Records and the Information System Overview ISO ceeeeeeeeeeeee 17 cotumsia Ministry of The Best Place on Earth Citizens Services last edit 2013 01 23 CORP029 3 ARCS ORCS User Guide ARCS 195 50 ARCH1 1370 20 1 Introduction 1 1 General This document explains the purpose organization and elements of the Administrative Records Classification System ARCS and Operational Records Classification Systems ORCS It is designed to help you understand interpret and use ARCS and ORCS 1 2
10. d amended ORCS have a standard non OPR retention period and final disposition of SO nil DE 2 6 2 OPR in ARCS OPR names do not appear in ARCS Instead ministries designate the OPR based on their individual requirements ARCS has a standard non OPR retention period and final disposition of SO nil DE For the names of your ministry or agency s ARCS OPRs contact your Records Officer BRITISH ae COLUMBIA Ministry of The Best Place on Earth Citizens Services last edit 2013 01 23 CORP029 11 ARCS ORCS User Guide ARCS 195 50 ARCH1 1370 20 In the fictional sample primary the Unidentified Flying Objects Branch is the OPR All other offices holding records covered by this primary are non OPR with a retention and disposition of SO nil DE 2 7 Key of Terms A variety of terms and abbreviations are used in the active semi active and final disposition columns 2 7 1 Terms Used in the Active and Semi Active Retention Period Columns a Calendar based abbreviations These are used in combination with numbers to indicate how long records will be kept in the office or offsite Ww week m month y year CY Calendar Year 1 January to 31 December FY Fiscal Year 1 April to 31 March b SO Superseded or Obsolete SO identifies records for which an active retention period cannot be predetermined because retention is dependent upon the occurrence of some event or action This retention category is used in ARCS and
11. d series is indicated in the A Active SA Semi active and FD Final Disposition columns to the right of the secondary classification The abbreviations used in each column are explained in 2 7 Key of Terms 2 5 1 Active A Retention Period The active column indicates the length of time a record is retained in the active phase of its life cycle Active records are used frequently and therefore are maintained in the office space and equipment of the creating Office Entries in the active column use the designations of SO or CY or FY and when applicable have an additional time period indicated For example CY 1y Maintain all records created or received within the calendar year 1 January to 31 December together until the end of the calendar year Then retain them for an additional calendar year In the fictional sample primary extraterrestrial reports and statistics secondary 03 are active for the calendar year CY of their receipt or creation plus one more year FY 1ly Maintain all records created or received within the fiscal year 1 April to 31 March together until the end of the fiscal year Then retain them for an additional fiscal year When required by financial administration policy and procedures place financial records relating to the prior fiscal year but created or received after March 31 on the file for the prior fiscal year For information about Superseded or Obsolete SO and other te
12. e on Earh Citizens Services last edit 2013 01 23 CORP029 6 ARCS ORCS User Guide ARCS 195 50 ARCH1 1370 20 OPERATIONAL RECORDS CLASSIFICATION SYSTEM This records schedule is approved in accordance with the Document Disposal Act RSBC 1996 c 99 It constitutes authority for retention and disposition of the records described herein provided it has been implemented according to government policy and procedures For assistance contact your Records Officer A SA FD 23120 EXTRATERRESTRIAL REGISTRATION AND TRACKING continued 03 Extraterrestrial reports and statistics CY 1ly 8y FR FR The government archives will fully retain these records because they document extraterrestrial visitors to the province 04 Visits by unidentified extraterrestrials SO NA NA NA Reclassify to secondary 23120 20 when visitomconfirmed 28 FOI Access is restricted under the Freedom of Information and Protection of Privacy Act RSBC 1996 e9165 15 1 b d 20 Extraterrestrial registrant case files SO 3y 300y SR arrange by registration number lt SO when extraterrestrial visitor leaves the province 2 9 Ls allows for fileto be reopened if registrant returns SR The government archives will selectively retain these records because they document the effect of extraterrestrial visitors on the province The office will box files relating to green extraterrestrials with other recordswith a final disposition of FR all other files will be
13. he Final Disposition Column FD The purpose of the final disposition column is explained in 2 5 3 BRITISH te COLUMBIA Ministry of The Best Place on Earth Citizens Services last edit 2013 01 23 CORP029 13 ARCS ORCS User Guide ARCS 195 50 ARCH1 1370 20 Some government records contain information that has long term value to the agency responsible for them the government generally and or the public These records are part of the documentary heritage of the Province of British Columbia and are transferred to the custody government archives for permanent retention The final disposition of records can be full retention selective retention or destruction as explained below Check to ensure that you have authorization from your Records Officer prior to disposing of government records a FR Full Retention FR means that a government archivist has determined that all of the records covered by a secondary have enduring value and will be preserved in their entirety by the British Columbia Archives Under the terms of full retention the archivist responsible may destroy unnecessary duplicates publications waste and scrap materials ephemera and other items which are not an integral part of the record series The reasons for full retention may be explained in an FR statement In the fictional sample primary Extraterrestrial reports and statistics secondary 03 are FR because they document extraterrestrial visitors
14. ill provide information relating to the specific method to be used for alienation of the records e g sale transfer or other method e NA Not Applicable Where appropriate some government records are reclassified to a new primary and or secondary at the end of their active or semi active retention period The final disposition of such records is NA See the explanation of NA in 2 7 1 2 7 3 Other Terms The purpose of the other terms that appear in the key of terms is explained in other sections see references below Freedom of Information Privacy see 2 8 Office of Primary Responsibility see 2 5 Personal Information Bank see 2 8 Vital Record see 2 11 2 8 Freedom of Information and Protection of Privacy Personal Information Banks PIB The Freedom of Information and Protection of Privacy Act RSBC 1996 c 165 s 69 1 defines a PIB as 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 can be identified in ARCS and ORCS In the fictional sample primary the PIB acronym appears to the left of the Extraterrestrial registrant case files secondary 20 In ARCS PIBs are identified with a note underneath the relevant secondary Where more information about why the information contained in a record series is restricted in whole or in part from public disclosure a special form of explanatory
15. n electronic system are scheduled under secondaries like all other forms of records as well as being documented in the ISO An electronic system may be scheduled in the ISO Section and also may be included under the primary covering the function or activity to which it relates In the fictional sample primary the Extraterrestrial Registration System ERS appears as secondary 30 A system related to functions covered by an entire section of the ORCS will appear in the section default primary or if it relates to the entire ORCS in the ORCS default primary Information in the database relating to specific entities is covered by the schedules relating to the relevant case files for example the registration information in the ERS concerning a specific extraterrestrial can be purged when the relevant extraterrestrial registrant case file under secondary 20 becomes inactive BRITISH nae COLUMBIA Ministry of The Best Place on Earth Citizens Services last edit 2013 01 23 CORP029 18
16. nations are used if the records classified under a particular secondary consist of textual records in physical formats other than text on paper or textual records stored in electronic form e g Word documents Records relating to a common function or activity but in a different physical format are classified under the same secondary unless the versions contain different information or require different retention periods In those cases the physical formats may have separate secondaries with the format identified in the secondary title rather than in a qualifier The physical format designation is expressed as a qualifier under the secondary title In the fictional sample primary the Extraterrestrial Registration System secondary 30 is identified in a qualifier as an electronic database Examples of physical format designations are paper microfilm microfiche computer output microfilm COM computer output microfiche COMfiche optical disk electronic database and electronic records Information about special media such as photographs maps and sound recordings is conveyed in an includes qualifier or in the paragraph of the scope note beginning Includes or Records types include All records in a file or folder are covered by the same retention schedule regardless of media Related information in an electronic database is subject to the same schedule for example in the fictional sample primary registration informati
17. ngs of records relating to the function covered by the primary Secondary titles describe specific types of records and secondary numbers link them to the records retention and disposition schedule The two digit secondary number is added to the primary number to form the file number e g 100 20 or 23120 04 There are three types of secondaries reserved secondaries subject secondaries and case file secondaries 2 3 1 Reserved Secondaries Reserved secondaries cover records series that are repeated in several primaries For example secondaries 00 and 01 are reserved throughout ARCS and in all ORCS Secondary 00 is reserved for Policy and procedures records that is records that document the requirements for how an organization carries out its business This includes draft and approved policy documents working materials and correspondence precedent setting documents procedural guidelines and manuals and standards documentation Secondary 01 is reserved for general records that cannot be classified in specified subject or case file secondaries Use secondary 01 when e The document does not relate to any of the existing secondaries but does fall within the primary e The document contains information of a general nature and does not reflect actions or decisions of the creating office Note that the retention period for secondary 01 is often shorter than related subject or case file secondaries and that the designated
18. note FOI is used to explain the access restrictions for the secondary and to point to the section of the Freedom of Information and Protection of Privacy Act that allows for the exemption In the fictional sample primary the Visits by unidentified extraterrestrials secondary 04 has an FOI note which quotes section 15 1 b of the Act to justify restricting access BRITISH oe COLUMBIA Ministry of The Best Place on Earth Citizens Services last edit 2013 01 23 CORP029 15 ARCS ORCS User Guide ARCS 195 50 ARCH1 1370 20 2 9 Explanatory Notes Explanatory notes are used in ARCS and ORCS to help you understand the records to explain office procedures and practice and to summarize provisions governing the creation processing accessing and disposition of documents There are two types of explanatory notes qualifiers and other notes 2 9 1 Qualifiers Qualifiers provide information that will help you organize and access the files covered by a secondary They appear directly under a secondary title in curved brackets e Includes qualifier lists types or forms of records covered by the secondary If there is no includes qualifier see the Records types include sentence in the scope note for this information e Arrange qualifier gives the method of arrangement In the fictional sample primary the Extraterrestrial registrant case files secondary 20 instructs records creators to arrange by registration number
19. nrrrssrrrnnrrnnerseee 9 2 5 1 Active A Retention Period sssssssseeesseesesesrrrnrrresserrrrrnnrnnnsserrrrrrnnnn 10 2 5 2 Semi active SA Retention Period Column eeeeeeeeeeeeeeeeeeeeees 10 2 5 3 Final Disposition FD Column eecceeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeaaees 11 2 6 Office of Primary Responsibility OPR ccceeeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeeeeeeereneeenaaees 11 2 7 Key of Term S eiio i pe a E et 12 2 7 1 Terms Used in the Active and Semi Active Retention Period Columns 12 a Calendar based abbreviations cccccceeeeeseeeeeneeeeeeeeeeeeeeeeseaeees 12 b SO Superseded or Obsolete ccccceeeeecseecceeeeeeeeeeesesseeeeeeeeees 12 i Routine GCOS uidutsisitinrntieeanaenriueatoeurinaeemtete 12 ii Specific Definition of SO ccc ccccrdenere oetoenemecaamncetmamedeen 13 c NA Not Applicable rss cesecisrisericssUrvaeciselscde ecavndatnddaeadebasiioiteiinycdabadbats 13 d nil no semi active retention period ccccceeeeeeeeeeeeeeeeeeeeeeeeeeees 13 2 7 2 Terms Used in the Final Disposition Column FD ssssssssseessesssessreenn 13 a FR amp Full Retention cscscitinctcicatnencecis eosiapiwnanuboununbensivadiehdanadinnduvecinnean 14 b SR Selective Retention wiosicseiecaicvavecmstnaieiaiidaieonsiiaieiaiiaveomiiniiienents 14 C DE DestrUCtiON mriicricrerisiisesiseirerisiries dniaderiiiaei daade i iiia 14 d OD Other DISPOSING Mose castrcncs
20. on in the ERS secondary 30 concerning a specific extraterrestrial can be purged when the relevant extraterrestrial registrant case file under secondary 20 becomes inactive 2 11 Vital Records Vital records are those containing information essential to the functioning of V government during and after a disaster and essential for preserving the rights o of citizens In the fictional sample primary the Extraterrestrial Registration System secondary 30 is identified as a vital record 2 12 Electronic Records and the Information System Overview ISO Information required for the scheduling of electronic records in ORCS is documented in an ISO and Information System Overview for a Subsystem ISOS An ISO serves three purposes It provides a high level description of the function and information content of the system in other words a map of the data managed by the system and the major stages through which it flows while being processed It documents the recordkeeping context of the system by identifying how the system and related records are classified in the ORCS BRITISH nae COLUMBIA Ministry of The Best Place on Earth Citizens Services last edit 2013 01 23 CORP029 17 ARCS ORCS User Guide ARCS 195 50 ARCH1 1370 20 It may be used to schedule the electronic system by indicating when its active life ends and what the final disposition will be Electronic records i e records created and maintained on a
21. ot fulfill any transfer to the government archives Records administrative or operational functions schedules also provide for the timely destruction of they do not need to be filed in the office records when they are no longer required to recordkeeping system and should be support the government s operational and administrative functions destroyed when no longer needed For more information see the special schedule for Transitory Records schedule 102901 1 3 The Organization of ARCS and ORCS ORCS and ARCS have one or more numbered sections covering broad categories corresponding to major operational or administrative functions and program activities 6 f ORCS also include e An Information System Overview Section which identifies and describes electronic records For more information about electronic records and the Information System Overview see 2 12 e An Executive Summary Table of Contents Introduction and Index BRITISH o COLUMBIA Ministry of The Best Place on Earth Citizens Services last edit 2013 01 23 CORP029 4 ARCS ORCS User Guide ARCS 195 50 ARCH1 1370 20 e Appendices optional that provide additional information relevant to the ORCS and the records it covers For more information about ORCS and a selection of approved ORCS see the IAO Records Management web site The primary is the basic building block of ARCS and ORCS Primaries are identified with a three four or fi
22. restrial registrant case files Secondary 20 are active for SO 3y with SO defined as when extraterrestrial visitor leaves the province This means that the OPR will retain a file in active storage space for three years after the relevant visitor has left after which the records upon authorization of the Records Officer will be transferred to off site storage c NA Not Applicable NA is used when records are not covered by the secondary at a specified stage of their lifecycle The reasons for the NA designation are stated in a note under the secondary In the fictional sample primary visits by Unidentified extraterrestrials files secondary 04 have a semi active and final disposition of NA wy because files are reclassified to secondary 20 when the visitor is identified d nil no semi active retention period Nil is used in the semi active column to identify records with no semi active retention period Many types of government records remain active as long as they serve an administrative or operational function after which they have no semi active retention period and are ready for final disposition In the fictional sample primary the semi active period for records in non OPR offices is designated as nil This means that the records are ready for destruction as designated in the final disposition column upon expiry of the active period and authorization of the Records Officer 2 7 2 Terms Used in t
23. rms and abbreviations used in the active retention period column see 2 7 1 2 5 2 Semi active SA Retention Period Column ta Semi active records are used only occasionally and therefore need not be maintained in expensive office space Semi active records retain administrative operational fiscal audit or legal value for the ministry or agency that created the records Semi active records should be stored in a government approved records storage facility see Core Policy and Procedures Manual c 12 3 3 part 111 a 5 or if they are electronic in your office record keeping system In the fictional sample primary the extraterrestrial reports and statistics secondary 03 are semi active for three years BRITISH COLUMBIA The Best Place on Earth Ministry of Citizens Services last edit 2013 01 23 CORP029 10 ARCS ORCS User Guide ARCS 195 50 ARCH1 1370 20 2 5 3 Final Disposition FD Column The final disposition column indicates that records with enduring value to the Province are preserved and those that have no enduring value are destroyed Records are eligible for final disposition when their active and semi active retention periods have expired In the fictional sample primary extraterrestrial reports and statistics secondary 03 are fully retained This means they will be transferred to the custody of and can be accessed only through the British Columbia Archives also referred to as the government
24. to the province b SR Selective Retention SR means that a government archivist has determined that a portion of these records have enduring value and should be retained by the government archives The reasons and criteria for selective retention may be explained in an SR statement In the fictional sample primary Extraterrestrial registrant case files secondary 20 are SR because they document extraterrestrial visitors to the province and the selection criteria is to retain all files relating to green extraterrestrials SR statements may include instructions to box selected records separately from those to be destroyed The instructions for extraterrestrial registrant case files require the OPR to box records selected for retention in the government archives separately from those identified for destruction c DE Destruction The final disposition of records that have insufficient enduring value to justify their preservation is physical destruction In some cases especially in section default primaries the destruction is justified with a DE note BRITISH oe COLUMBIA Ministry of The Best Place on Earth Citizens Services last edit 2013 01 23 CORP029 14 ARCS ORCS User Guide ARCS 195 50 ARCH1 1370 20 d OD Other Disposition OD means that the final disposition of the records will be through permanent transfer from the Government of British Columbia to another entity A final disposition note w
25. traterrestrial visitors to the province Extraterrestrials are registered and tracked to ensure they do not contravene provincial legislation Registrants must _ 2 2 provide identifying information and report regularly to the government liaison Record types include registration forms reference materials photographs videotapes correspondence and reports For a description of the Extraterrestrial Registration System ERS a see Information System Overview ISO section 9 For records relating to diplomatic etiquette and protocol see ARCS primary 415 26 Unless otherwise specified below the ministry OPR 7 Flying Objects Branch will retain these records for CY 1y 3y DE Except where non OPR retention periods are identified below 23 all other ministry offices will retain these records for SO nil DE Een a 00 Policy and procedures OPR SO 5y FR non OPR SO nil DE 01 General continued on next page T Ei A lt Active CY Calendar Year SO Superseded or Obsolete SA Semi active FY Fiscal Year DE Destruction FD Final Disposition NA Not Applicable SR Selective Retention PIB Personal Information Bank w week m month FR Full Retention FOI Freedom of Information Privacy y year OD Other Disposition OPR Office of Primary Responsibility VR Vital Records 2013 01 23 last revised 2013 01 23 Schedule 222222 ETRT ORCS Section 1 1 BRITISH er COLUMBIA Ministry of The Best Plac
26. ve digit number Each primary also has a descriptive title Primaries are subdivided into two digit secondary classifications The first primary in each section is called a section default primary It provides general information relating to the whole section and to records repeated in other primaries throughout the section Groups of related primaries called primary blocks appear together indicated by two part titles and an initial general primary BRITISH nae COLUMBIA Ministry of The Best Place on Earth Citizens Services last edit 2013 01 23 CORP029 5 ARCS ORCS User Guide ARCS 195 50 ARCH1 1370 20 2 How to Read a Primary The format of ARCS and ORCS primaries although nearly identical for both systems does allow for slight variations The fictional sample primary below includes pointers to text to explain why each annotated element of the primary is important Where necessary these explanations will cover any inconsistencies between the ORCS and ARCS format OPERATIONAL RECORDS CLASSIFICATION SYSTEM This records schedule is approved in accordance with the Document Disposal Act RSBC 1996 c 99 It constitutes authority for retention and disposition of the records described herein provided it has been implemented according to government policy and procedures For assistance contact your Records Officer 2 1 ao A SA FD 23720 EXTRATERRESTRIAL REGISTRATION AND TRACKING Records relating to the registration of ex
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