OFFICE OF THE PREMIER AND EXECUTIVE COUNCIL OPERATIONAL RECORDS CLASSIFICATION SYSTEM

Transcription

1 OFFICE OF THE PREMIER AND EXECUTIVE COUNCIL OPERATIONAL RECORDS CLASSIFICATION SYSTEM GOVERNMENT RECORDS SERVICE

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3 OFFICE OF THE PREMIER AND EXECUTIVE COUNCIL OPERATIONAL RECORDS CLASSIFICATION SYSTEM GOVERNMENT RECORDS SERVICE

4 ' Canadian Cataloguing in Publication Data Main entry under title: Office of the Premier and Executive Council operational records classification system ed. -- ISBN British Columbia. Premier's Office - Public records. 2. British Columbia. Executive Council - Public records. 3. Government paperwork - British Columbia. 4. Classification - Public records. 5. Prime ministers - British Columbia. 6; Cabinet ministers - British Columbia. I. British Columbia Archives and Records Service. l \ JL429.5.P '13 C X

5 l:ll BJIJT!Sfl COI.U~HIJA 11>.:-ti;;;pt;.;; ~~ F.vrh Shared ServicesBC Schedule No RECORDS RETENTION AND DISPOSITION AUTHORITY Amendment No This is a recommendation to amend the above-noted records schedule. Title: Office of the Premier and Executive Council- A~'Vtlut ~vtt,tt:'\kl Office of the Premier and Cabinet Office Cabinet Operations Description and Purpose: The purpose of this amendment is to revise and update section 1 relating to the Executive Council Cabinet) of the Province of British Columbia. For further descriptive information about these records, please refer to the attached schedule. Date range: 1871 ongoing Physical format of records: see attached schedule Annual accumulation: 1 0 cubic meters Recommended retention and disposition: scheduled in accord with attached records schedule. THE UNDERSI~NED ENDORSE THE RECOMMENDATIONS: ~~~~~.::J...;;;:::q '..,..:...w.:::...~ THE~_, IC DO ~ _ MEENN!T~OMM~if ifttj=.j ~cr:c~: "/do!/ Date Ji;6 I':) 20' I Date l l Date = be:~~)< 3t f"vp,l_ ~l atr, Date THE SELECT STANDING COMMITTEE ON PUBLIC ACCOUNTS APPROVES THE RECOMMENDATION OF THE PUBLIC DOCUMENTNCO~MIO'i' 2011 Date MAY 31 \.201t. APPROVED BY RESOLUTION OF THe LEG_.. IS. L.AJJ..' VE ASSEMBLY: Date OTHER STATUTORY APPROVALS: Signature Title: Date Signature Title: Date ARS 008 amend.dot Rev. 2010/02/16 ARCH ORCS: ARCS:

6 Schedule No CONTACT: Amendment No RECORDS MANAGEMENT APPRAISAL: This appraisal documents the recommendation for active and semi-active retention periods. These records are created and received under the authority of Constitution Act RSBC 1996, c. 66) and subsequent legislation governing the operational responsibilities and functions of the creating agency. Functional duplicates and microfilmed records are indicated in the attached schedule. The retention and final disposition guidelines specified in the attached Operational Records Classification System amendment meet the creating agency's information requirements, ensure fiscal and audit control, protect government's legal rights and liabilities, and provide for effective management of the agency's operational functions. Upon expiry of the active and semi-active retention periods, the records covered by this recommendation will no longer be of any primary value to government. Date )_)If -0 r- I 9 Date ARCHIVAL APPRAISAL: This appraisal documents the recommendation for final disposition. The final disposition recommendations protect records considered to have significant evidential and historical values. The specific reasons for retaining certain records are stated within the ORCS, as well as in the Executive Summary. Record series or groups of records which will be retained in their entirety are indicated by "Full Retention." Record series or groups of records which will be retained in part are indicated by "Selective Retention." Selective retention means that portions of the record series will be retained by means of recognized archival selection criteria. For the meaning of selective retention with respect to a specific record series, see the attached schedule. The definitions of both selective and full retention provide that records will be preserved in the government archives, and that unnecessary duplicates, transitory materials, and ephemera may be discarded. Archivist QQo;ll-a 1- rg Date The undersigned endorses the appraisal r /i/ 7 ~M~a-na_g_e-r,~P-'o~lic 4 y...:;, A~pp"""r~ai~sa--:-1-a-nd~S~to-ra_g_e~, R~e-c-o-rd~s~M~a-n-a-ge_m_e_n-:-t---- Date,~ 0 erations, Information Access 0 erations ARS 008 amend.dot Rev. 2010/02/16 ARCH ORCS: ARCS:

7 RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. A SA FD OFFICE OF THE PREMIER AND EXECUTIVE COUNCIL OPERATIONAL RECORDS CLASSIFICATION SYSTEM ORCS) EXECUTIVE SUMMARY FOR AMENDMENT 1 This Operational Records Classification System ORCS) amendment updates the classification system and retention and disposition schedule for the operational records created by Cabinet Operations and the Deputy Minister to the Premier and Cabinet Secretary, under the Constitution Act RSBC 1996, c. 66). This amendment reflects revised operational requirements, and includes: addition of a new primary Advisory Services) to enable the classification and disposition of advisory services records; removal of a primary Planning and Policy General), which was never used by Cabinet Operations; addition of new secondaries to reflect current functions; consolidation of other secondaries to streamline records classification; and increases or decreases to retention periods as appropriate. Other amendments to primaries and secondaries have been made throughout the ORCS to include wording changes in scope notes, secondary titles and secondary notes. The active and semi-active retention periods specified in the schedule meet all operational, administrative, legal, fiscal, and audit requirements. Records Management Operations has reviewed the final dispositions to ensure that records having enduring evidential and historical values are preserved. The following summary describes the changes that affect retention periods and final disposition. Secondaries with a final disposition of destruction and a retention period of less than seven years are only described in detail if they were retained for greater than seven years in the previous version of the ORCS. In this summary, records types are linked to the ORCS by primary and secondary numbers. Final disposition statements are provided only if they have changed. For a detailed description of all changes, please consult Appendix A: Summary of Changes to the Office of the Premier and Executive Council ORCS concordance table). continued on next page) 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 FOI = Freedom of Information/Privacy w = week m = month FR = Full Retention PIB = Personal Information Bank y = year OD = Other Disposition OPR = Office of Primary Responsibility VR = Vital Records 2012/05/31 Schedule PREM ORCS EXEC SUMMARY - 3

8 RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. A SA FD 1) Policy and Procedures SO 5y FR secondary -00 throughout ORCS) Throughout this ORCS, the government archives will fully retain all policy and procedure files created by offices having primary responsibility for policy and procedure development and approval. These records have evidential value. 2) Cabinet and Cabinet committees deliberations CY+2y 13y FR secondaries , 02, -03, -20, -30 and , 02, -03, -20) These records document the establishment, organization, deliberations, and meetings of Executive Council Cabinet) and its committees with the exception of Treasury Board). They also document Orders in Council OICs) background materials, prepared by ministries and Legislative Counsel, which are used to support OICs submitted to Cabinet for approval. 15y = The default retention period ensures that records of the deliberations of Cabinet and Cabinet committees are retained until such time as the records no longer qualify as exceptions under the Freedom of Information and Protection of Privacy Act RSBC 1996, c. 165, ss. 1 & 2). FR = The government archives will fully retain Cabinet deliberations general, Cabinet tracking, Cabinet administration records, Cabinet meetings case files, and OIC background materials and summaries because they document the establishment, organization, deliberations, and meetings of the Executive Council Cabinet), which is the ultimate decision-making body in government and is accountable for all government decisions. These records have significant evidential, historical, legal, and informational value. continued on next page) 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 FOI = Freedom of Information/Privacy w = week m = month FR = Full Retention PIB = Personal Information Bank y = year OD = Other Disposition OPR = Office of Primary Responsibility VR = Vital Records 2012/05/31 Schedule PREM ORCS EXEC SUMMARY - 4

9 RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. A SA FD FR = The government archives will fully retain Cabinet committees deliberations general, Cabinet committees tracking, and Cabinet committees administration records; and Cabinet committees meetings case files because they document the establishment, organization, deliberations, and meetings of Cabinet committees. Cabinet committees provide advice to Cabinet on key public policy recommendations and plans. These records have significant evidential, historical, legal, and informational value. 3) Legislation review and approval CY+2y 13y FR secondaries , -02, -03, and -20) These records document the development and coordination of the legislative review approval process. 15y = FR = The default retention period ensures that records of the deliberations of the Executive Council and its committees are retained until such time as the records no longer qualify as exceptions under the Freedom of Information and Protection of Privacy Act RSBC 1996, c. 165, ss. 1 & 2). The government archives will fully retain Legislation review and approval general, Calls for legislation, Legislative approval process tracking records, and Legislation review and approval case files because they document the process of legislation review and approval by the Executive Council and its committees. These records have evidential and informational value. 4) Conflict of interest disclosures - reported CY+2y 5y FR secondary ) These records document conflicts of interest reported to the Conflict of Interest Commissioner. 7y = The retention period meets operational and reference requirements continued on next page) 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 FOI = Freedom of Information/Privacy w = week m = month FR = Full Retention PIB = Personal Information Bank y = year OD = Other Disposition OPR = Office of Primary Responsibility VR = Vital Records 2012/05/31 Schedule PREM ORCS EXEC SUMMARY - 5

10 RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. A SA FD FR = The government archives will fully retain conflict of interest reports and disclosures because they document Cabinet compliance with the Members Conflict of Interest Act RSBC 1996, c. 287). These records have evidential, historical, and informational value. 5) Deputy Ministers Council SO 7y FR secondary ) These records document the establishment, organization, functions, deliberations, and meetings of the Deputy Ministers Council. The Deputy Ministers Council, chaired by the Deputy Minister to the Premier and Cabinet Secretary, is a strategic planning and problemsolving forum for deputy ministers, with a focus on corporate issues. SO = FR = when the council is no longer active and/or file/volume has been closed for one year The government archives will fully retain Deputy Ministers Council meeting case files because they document the review of and provision of advice to Cabinet on major corporate issues. These records have significant evidential, historical, legal, and informational value. 6) Cabinet Operations final products SO+2y 3y FR secondary ) These records document cross-government, cross-ministry, and crosssectional reviews conducted primarily at the request of the Deputy Minister to the Premier and Cabinet Secretary, the Deputy Ministers Council, or the Assistant Deputy Minister. Requests can also originate from the ministries. All requests have a corporate perspective. SO = FR = when final product is complete The government archives will fully retain Cabinet Operations final products because they document the internal and high level review and analysis of and recommendations about issues and initiatives with a significant cross-government or corporate relevance. These records have evidential, historical, and informational value. continued on next page) 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 FOI = Freedom of Information/Privacy w = week m = month FR = Full Retention PIB = Personal Information Bank y = year OD = Other Disposition OPR = Office of Primary Responsibility VR = Vital Records 2012/05/31 Schedule PREM ORCS EXEC SUMMARY - 6

11 RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. A SA FD 7) General secondaries and ) CY+2y nil DE secondary ) SO 10y DE These records document general records classified under the Cabinet Operations General, Advisory Services, and Deputy Ministers Council primaries and is intended for documents of a general nature that do not reflect actions or decisions of the creating office. DE = DE = DE = General records relating to the Cabinet Operations General primary can be destroyed upon authorization of the Records Officer because activities of Cabinet Operations are adequately documented in policy and procedures and other fully retained secondaries throughout this section. General records relating to the Advisory Services primary can be destroyed upon authorization of the Records Officer because advice to the Cabinet Secretary and the Deputy Ministers Council is adequately documented in Cabinet Operations final products secondary ), Cabinet meeting case files secondary ), Cabinet Committee meeting case files secondary ), and Legislation review and approval case files secondary ), all of which are fully retained. General records relating to the Deputy Ministers Council primary can be destroyed upon authorization of the Records Officer because the activities of the Deputy Ministers Council are adequately documented under Deputy Ministers Council meeting case files secondary ), which are fully retained. This archival appraisal is in accordance with the selective retention provisions of the Executive Records Schedule Special Schedule ). 8) Government transition briefings SO nil DE secondary ) These records include government transition briefing binders prepared by the ministries. Cabinet Operations develops the template for the briefing binders, receives a copy of the completed binder, and reviews the briefings to identify urgent issues that may need to be addressed by Cabinet. continued on next page) 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 FOI = Freedom of Information/Privacy w = week m = month FR = Full Retention PIB = Personal Information Bank y = year OD = Other Disposition OPR = Office of Primary Responsibility VR = Vital Records 2012/05/31 Schedule PREM ORCS EXEC SUMMARY - 7

12 RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. A SA FD SO = DE = when no longer required for government transition planning purposes These records can be destroyed upon authorization of the Records Officer because government transition planning is adequately documented by individual ministries under ARCS secondary Executive briefing notes) or under the Executive Records Schedule Special Schedule ), which are selectively retained. 9) All Other Records DE All other records added by this amendment are destroyed at the end of their semi-active retention periods. The retention of these records varies depending on the nature of the records and the functions performed, but does not exceed seven years. The information these records contain is summarized elsewhere, or reflects policies and procedures adequately documented in records covered by the -00 Policy and procedures secondaries. Significant issues are documented in records which will be retained under the provisions of this ORCS, as well as in briefing notes to the ministry executive ARCS secondary ) and annual reports ARCS secondary ). These records have no enduring value to government at the end of their scheduled retention periods. 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 FOI = Freedom of Information/Privacy w = week m = month FR = Full Retention PIB = Personal Information Bank y = year OD = Other Disposition OPR = Office of Primary Responsibility VR = Vital Records 2012/05/31 Schedule PREM ORCS EXEC SUMMARY - 8

13 i) r v nee o Po l,q1 ;:... British I Columbia Schedule k~:! - No. i No. ;ECORDS RETENTION AND DISPOSAL AUTHORITY oart c).. ' APR ~ccession See QRCS "Introductior This is a recommendation to: 0 Authorize a one-~re <tf.e,<?!j111wi1f!l11f.~nlli)jesc bed below 18 Establish an on go ng R~!ll~ispo al Schedule 0 Amend an existin, "" ~ we wotn Schedule No. Record Series, Subject Section, Records Classification System, or Ap&lication Title: Qffit~ Qf tb~ Pr~mi~r ~n~ Exetutive CQYn~il ~eratiqn~l Recor~s Class1f1t~t1Qn S~st~m Ministry: Division: Branch: Office of the Premier and Cabinet Office Description and Purpose: 0 Administrative ~ Operational 0 Both The Qffi~e Qf th~ Premier ~n~ Exg~utive Countil Q~~ratiQn~l R!iltQr~s Classification S~st~m ORCS) covers all operational records created, received, and maintained by the Office of the Premier, and Executive Council lt'ith its committees and their secretariats throughout the Province. These records document the deliberations of Executive Council and its committees, the correspondence to and from the Premier, the participation of the Government of Brftish Columbia 1n intergovernmental relations, and the functions of the Office of the Premier. For further descriptive information about these records, please refer to the l attached executive _SUmmarv. i Dates: from 1871 ongoing Physical Format of Records: see attached schedule I Extent: 10.0 m3/yearcubic Metres No. of Pieces ; Have documents been microfilmed? Is the information in this record series recorded in any other form besides microfilm? f 0 Yes iii1 No li!:l Yes See Records Management Appraisal) ' 0 No Recommended Retention: 0 Dispose immediately 0 Dispose on day of I 0 Dispose in accord with attached disposal instructions. gj Scheduled in accord with attached Records Retention and Disposal Schedule. I j Recommended Disposition: i 0 Destruction 0 Full Retention by Archives 0 Selective Retention by Archives I ~ Scheduled in accord with attached Records Retention and Disposal Schedule. ' i THE UNDERSIGNED ENDORSE THE RECOMMENDATIONS: I c.~-t~ A{a,{fqv :y;r;;;:"'[;;: ;or;;~ ~ /)!J'/ tf'oeputy Mini~er/Corporate Executive Date I Minister Date n/a I THE EXECUTIVE COUNCIL APPROVES THE RECOMMENDATION OF THE PUBLIC DOCUMENTS COMMITTEE: O.I.C. Number Date THE SELECT STANDING COMMITTEE ON PUBLIC ACCOUNTS APPROVES THE RECOMMENDATION OF THE PUBLIC DOCU MENTS COMMITTEE. ~B U S COMMITTEE CONCURS: APPROVED BY RESOLUTION OF THE LEGISLATIVE ASSEMBLY ".Ch~Provinc~~ MAY Date OTHER STATUTORY APPROVALS: ON JI.IL 0 7 lfjllt Date Signature Date Signature Date Title ARS 008 Rev. 6/89) SCARS ORCS: ARCS: Title

14 RECORDS MANAGEMENT APPRAISAL: VS.HP fij e: 5032r This appraisal documents the recommendation for active and semi-active retention periods. Ministry contact, title, and telephone: : KATHY MONTGOMERY, MRO, Government Services, These records are created and received under the authorlty of the Constltutlo Atl CRSBC 1979, c:. 62),and subsequent legislation governing the operational responsibilities and functions of the creating agency. The retention and final disposition guidelines specified in the attached Operational Records Classification System meet the creating agency's information requirements, ensure fiscal and audit control, protect government's legal rights and liabilities, and provide for effective management of the agency's operational functions. Upon expiry of the active and semi-active retention periods, the records covered by this recommendation will no longer be of any primary value to government. The retention and final disposition guidelines have been established in consultation with the Ministry Records Officer and staff and managers of all branches conducting operational functions in the creating agency... '<-:;;?-~VI~-~-~-~~ rku~... ~.' ~r.j-.1~, r~/o.;!to Records Analyst :J,/ Date ARCHIVAL APPRAISAL: ) This appraisal documents the recommendation for final disposition. I i! I ' i The final disposition recommendations protect records considered to have archival values. Record series or groups of records which will be retained in their entirety are indicated by "Full Retention." Record series or groups of records which wil i be retained in part are indicated by "Selective Retention." Selective retention means a sampling, a percentage or statistical sample, or a selection based on recognized archival techniques. For the meaning of selective retention with respect to a specific record series, see the attached schedule. The definitions of both selective and full retention provide that unnecessary duplicates, transitory materials, and ephemera may be discarded. '. "~~"4 ID Date The undersigned endorse the appraisals and recommendations: \ 8e#5ul) P:e:h:eia!A;aloli i!ll 9t/o~h? Date 1

15 OPERATIONAL RECQRDS CLASSIFICATION SYSTEM RSBC 1979, c. 95). It constitutes authority for retention and disposition of the records described herein provided QRCS has been implemented according to assistance in implementing ORCS. contact your Records Officer. Office of the Premier and Executive Council Operational Records Classification System EXECUTIVE SUMMARY This Operational Records Classification System ORCS) establishes a classification system and retention and disposition schedule for the operational records created by Executive Council and its president, the Premier. The formulation "Office of the Premier, and Executive Council with its committees and their secretariats" is used in this ORCS to describe the organization covered by the ORCS. This is the designation for the discussion of non-opr offices. The "Office of the Premier, and Executive Council with its committees and their secretariats" in fact spans parts of several ministries and is under the charge of several different deputy ministers. Committees of Executive Council and their secretariats include the Treasury Board, the Planning Board and other committees with Executive Council membership which may be established. The active and semi-active retention periods specified in the schedule meet all operational, administrative, legal, fiscal, and audit requirements. The British Columbia Archives and Records Service has reviewed the final dispositions to ensure that records having residual values to government or historical values are preserved. The Lieutenant Governor and the Executive Council system of government in the provinces of Canada is established by the Constitution Act originally known as the British North America Act). The authorities and powers of this Act were extended to the Colony of British Columbia under the Constitution Act A = Active CY = Calendar Year SA= Semi-active FY = Fiscal Year FD = Final Disposition NA = Not Applicable OPR =Office of Primary Responsibility PIB = Personal Information Bank BCARS = B.C. Archives and Records Service 0320r:5032r:94/07/07 Schedule DE = Destruction SR = Selective Retention by BCARS FR =Full Retention by BCARS w = week m ~ month y = year PUR= Public Use Records SO= Superseded or Obsolete ORCS/PREM EXEC SUMMARY - 3

16 RSBC 1979, c. 95). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to assistance in implementing ORCS. contact your Records Officer. The records of the Office of the Premier, and Executive Council with its committees and their secretariats, are among the most important records in government. They have been scheduled for full retention in this ORCS in most cases. This is due to their high evidentiary values, especially in the case of the records of Executive Council and its committees and in the case of agreements negotiated under the purview of Intergovernmental Relations Branch. The records are also of significant historical value. Preserving these records in their entirety is justified to assure subsequent generations of researchers that nothing has been removed from the collection through selective retention, since, with these records, a gap is as sig~ificant as the presence of a record. The summary which follows describes the seven basic types of retentions and dispositions used in this ORCS. Please consult the manual for further information Records documenting the development of policy and procedures regarding Executive Council with its committees and their secretariats. The 15-year semi-active period reflects the Cabinet confidences disclosure exception under the Freedom of Information and Protection of Privacy Act. Records documenting the deliberations of Executive Council with its committees and their secretariats. The 13-year semi-active retention period combines with a 2-year active retention period to produce a 15-year retention period which reflects the Cabinet confidences disclosure exception under the Freedom of Information and Protection of Privacy Act. This retention is also used for records documenting the correspondence received by the Office of the Premier and Cabinet Office from the general public and other governmental jurisdictions. Lastly, this retention is used for records documenting the policy initiatives taken by the government of the province regarding intergovernmental relations issues. These records may include records covered by the "disclosure harmful to intergovernmental relations or negotiations'' exception under the Freedom of Information and Protection of Privacy Act. SO 2y SA 15y 13y FD FD FR FR ' A Active CY = Calendar Year DE = Destruction SA= Semi-active FY = Fiscal Year SR = Selective Retention by BCARS FD a Final Disposition NA = Not Applicable FR = Full Retention by BCARS OPR =Office of Primary Responsibility w = week m = month y = year PIB = Personal Information Bank PUR= Public Use Records BCARS = B.C. Archives and Records Service SO= Superseded or Obsolete 0320r:5032r:94/07/07 Schedule ORCS/PREM EXEC SUMMARY - 4

17 ' OPERATIONAL RECORDS CLASSIFICATION SYSTEM RSBC 1979, c. 95). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to assistance in implementing ORCS. contact your Records Officer. 3. Records documenting the participation of the government in conferences, committee meetings, symposia, and seminars. The 10-year semi-active retention period reflects the operational value of these records. 5y 1~ FR 4. Records documenting the development of internal policy and procedures for the Office of the Premier, and Executive Council with its committees and their secretariats, for records which are not covered by any of the 15-year disclosure exceptions under the Freedom of Information and Protection of Privacy Act. This retention also covers records which need to be kept for the potential life of a government and which have significant evidentiary and historical values. SO 5y FR 5. Records documenting the functions of the Office of the Premier providing support to the Premier in his or her capacity as Premier. This retention and disposition reflects the fact that the Premier and other members of the Office of the Premier are the executive of the Government of British Columbia under the Lieutenant Governor. The SR records have the same retention and disposition schedule as those in the Executive Records Schedule, schedule SO loy SR NOTE: Schedule should be applied to the records of the actual office of the Premier and the office of the Secretary to Executive Council Cabinet Office), but with a retention and disposition of 15y FR since those offices retain records classified in primaries with that retention and final disposition. A = Active CY = Calendar Year DE = Destruction SA m Semi-active FY = Fiscal Year FD Final Disposition NA = Not Applicable OPR =Office of Primary Responsibility PIB = Personal Information Bank BCARS = B.C. Archives and Records Service 0320r:5032r:94/07/07 Schedule SR = Selective Retention by BCARS FR = Full Retention by BCARS w = week m = month y = year PUR= Public Use Records SO= Superseded or Obsolete ORCS/PREM EXEC SUMMARY - 5

18 RSBC 1979, c. 95). It constitutes authority for retention and disposition of the records described herein provided ~ has been implemented according to assistance in implementing ORCS. contact your Records Officer. 6. Records documenting information which may have so loy DE operational, administrative, legal, fiscal, or audit values to government, but which have no residual values to government or historical values which need to be preserved. The 10-year retention allows retention over two electoral mandates. 7. Records which retain no operational, administrative, so nil DE legal, fiscal, or audit values. They have no residual values to government or historical values which need to be preserved. A = Active CY = Calendar Year DE Destruction SA= Semi-active FY Fiscal Year SR = Selective Retention by SCARS FD = Final Disposition NA = Not Applicable FR Full Retention by SCARS \ OPR Office of Primary Responsibility w = week m = month y = year PIB = Personal Information Bank PUR= Public Use Records SCARS = B.C. Archives and Records Service SO= Superseded or Obsolete 0320r:5032r:94/07/07 Schedule ORCS/PREM EXEC SUMMARY - 6

19 RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. OFFICE OF THE PREMIER AND EXECUTIVE COUNCIL OPERATIONAL RECORDS CLASSIFICATION SYSTEM TABLE OF CONTENTS ORCS REGISTER OF AMENDMENTS EXECUTIVE SUMMARY TABLE OF CONTENTS INTRODUCTION SECTION CABINET OPERATIONS SECTION CORRESPONDENCE SECTION INTERGOVERNMENTAL RELATIONS SECTION OFFICE OF THE PREMIER ISO SECTION CLIFF CORRESPONDENCE TRACKING SYSTEM CERTS CERTIFICATE PRODUCTION DATABASE APPENDICES APPENDIX A SUMMARY OF CHANGES TO THE OFFICE OF THE PREMIER AND EXECUTIVE COUNCIL ORCS CONCORDANCE TABLE) APPENDIX B ONGOING ACCESSION NUMBERS INDEX 1994/07/07 last revised: 2012/05/31 Schedule PREM ORCS CONTENTS - 1

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21 RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. INTRODUCTION TO THE OFFICE OF THE PREMIER AND EXECUTIVE COUNCIL ORCS For further information, call your Records Officer, Bea Nacey, /05/31 Schedule PREM ORCS INTRODUCTION - 1

22 RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. 1. General This introduction provides an overview of the functions and activities documented in records classified and scheduled under the Office of the Premier and Executive Council Operational Records Classification System PREM ORCS). For general information about the purpose, organization, and elements of ORCS in general, and of the Administrative Records Classification System ARCS), see the ARCS and ORCS User Guide available on BC Government s Records Management web site at It is designed to help you understand, interpret and use ARCS and ORCS. For special schedules that cover records that are not covered by ARCS and ORCS, see For legislation, policies, and standards for managing records in the BC Government, see For tips, guides, and FAQs on related topics, see 2. Overview of this ORCS The operational records in this ORCS relate to the operations and services provided by your ministry or agency in carrying out the functions for which it is responsible according to statute, mandate, or policy. This ORCS has the following parts: Executive Summary: a copy of the signed records retention and disposal authority ARS 008) form a high-level overview of the ORCS a register of approved formal or administrative amendments Table of Contents Introduction this section) Section 1 and any other numbered sections with classifications and schedules for the records covered by this ORCS; see part 3 below for further information Information System Overview Section: descriptions of complex electronic systems and web sites may also include a list of simple systems Index Appendices: may be added to provide file codes, ongoing accession numbers, filing procedures, and/or other classification or records management guidelines 2012/05/31 Schedule PREM ORCS INTRODUCTION - 2

23 RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. 3. The Functions and Activities Covered by this ORCS Section Number Primary Numbers Section Title Section CABINET OPERATIONS Covers records relating to the Executive Council Cabinet) of the Province of British Columbia with its committees and its secretariat, Cabinet Operations. This includes records relating to: provision of cross-ministry advisory services; coordination and approval of government s strategic planning and service planning processes; establishment, organization, functions, deliberations, and meetings of Cabinet and Cabinet committees; preparation of materials to assist ministries during changes in government; and development and coordination of the legislative review and approval process. Section 1 also includes records relating to meetings of the Deputy Ministers Council. Section CORRESPONDENCE Covers records relating to the coordination of the response made by the Government of British Columbia to correspondence received by the Premier from the general public, other jurisdictions, industry and corporations. Also included are letters, messages and certificates sent out by the Premier. Section INTERGOVERNMENTAL RELATIONS Covers records relating to the participation of the Government of British Columbia in provincial and territorial, federal and international conferences, meetings, symposia and seminars. It also covers records relating to issues on the development, maintenance, monitoring and inspection of various projects and programs of the ministries of the Government of British Columbia in relationship to provincial and territorial, federal and international governments and organizations. An extensive reference section is included concerning liaison activities between the Government of British Columbia and governments and organizations of Canada, the United States of America, and other foreign countries. Section OFFICE OF THE PREMIER Covers records relating to the functions of the Office of the Premier of the Province of British Columbia. The Office of the Premier provides support to the Premier in his or her capacity as Premier. These support functions include: response to correspondence and enquiries; scheduling of public appearances and private meetings undertaken in the capacity of Premier; writing speeches on government issues; and liaison and coordination of access to and information about government. Note: Records of the Premier as President of the Executive Council are found in Section 1. Records of correspondence to and responses from the Premier as head of the Government of British Columbia are found in Section 2. Records of the Premier as leader of the political party 2012/05/31 Schedule PREM ORCS INTRODUCTION - 3

24 RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. which forms the Government of British Columbia are political records and as such are not covered under this ORCS. 4. Legal Authority of this ORCS Under provisions of the Document Disposal Act RSBC 1996, c. 99), this ORCS has been reviewed and endorsed by the following authorities: government archivists your executive the Public Documents Committee the Select Standing Committee on Public Accounts Upon approval by the Legislative Assembly, this ORCS becomes a legally binding document, i.e., it has statutory authority governing the retention and disposition of the records that it covers. 2012/05/31 Schedule PREM ORCS INTRODUCTION - 4

25 RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. A SA FD S E C T I O N 1 C A B I N E T O P E R A T I O N S P R I M A R Y N U M B E R S Section 1 covers records relating to the Executive Council Cabinet) of the Province of British Columbia with its committees and its secretariat, Cabinet Operations. Cabinet is established under section 9 of the Constitution Act RSBC 1996, c. 66). This includes records relating to: provision of crossministry advisory services; coordination and approval of government s strategic planning and service planning processes; establishment, organization, functions, deliberations, and meetings of Cabinet and Cabinet committees; preparation of materials to assist ministries during changes in government; and development and coordination of the legislative review and approval process. Section 1 also includes records relating to meetings of the Deputy Ministers Council. NOTE: In the event of a change of government, the records of the previous Executive Council and its committees will be accepted by the central records management agency 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 ready for final disposition. 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 FOI = Freedom of Information/Privacy w = week m = month FR = Full Retention PIB = Personal Information Bank y = year OD = Other Disposition OPR = Office of Primary Responsibility VR = Vital Records 1994/07/07 last revised: 2012/05/31 Schedule PREM ORCS SECTION 1-1

26 RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. A SA FD SECTION CABINET OPERATIONS TABLE OF CONTENTS CABINET OPERATIONS - GENERAL ADVISORY SERVICES GOVERNMENT TRANSITION CABINET DELIBERATIONS CABINET COMMITTEES DELIBERATIONS DEPUTY MINISTERS COUNCIL DELIBERATIONS obsolete effective approval date of amendment) LEGISLATION REVIEW AND APPROVAL 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 FOI = Freedom of Information/Privacy w = week m = month FR = Full Retention PIB = Personal Information Bank y = year OD = Other Disposition OPR = Office of Primary Responsibility VR = Vital Records 1994/07/07 last revised: 2012/05/31 Schedule PREM ORCS SECTION 1-2

27 RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. A SA FD CABINET OPERATIONS - GENERAL Records not shown elsewhere in the Cabinet Operations section which relate generally to the administration of the Executive Council Cabinet) of British Columbia and its committees. This primary includes conflict of interest reports, conflict of interest disclosures, and web sites. Record types include correspondence, memoranda, data and reports. NOTE: Only records that cannot be classified in a more specific primary or secondary may be classified under this primary. For Cabinet operations workshops, see ARCS primary For websites, see ARCS primary 340. Unless otherwise specified below, the ministry OPR Cabinet Operations) will retain these records for: CY+2y nil DE Except where non-opr retention periods are identified below, all other ministry offices will retain these records for: SO nil DE -00 Policy and procedures - OPR SO 5y FR - non-opr SO nil DE FR = Throughout this section, the government archives will fully retain all policy and procedure files created by offices having primary responsibility for policy and procedure development and approval. These records have evidential value. -01 General DE = These records can be destroyed upon authorization of the Records Officer because activities of Cabinet Operations are adequately documented in policy and procedures and other fully retained secondaries throughout this section. continued on next page) 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 FOI = Freedom of Information/Privacy w = week m = month FR = Full Retention PIB = Personal Information Bank y = year OD = Other Disposition OPR = Office of Primary Responsibility VR = Vital Records 1994/07/07 last revised: 2012/05/31 Schedule PREM ORCS SECTION 1-3

28 RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. A SA FD CABINET OPERATIONS - GENERAL continued) -03 Conflict of interest disclosures - pending SO NA NA arrange alphabetically by name of committee member) covers conflict of interest disclosures that have not been reported to the Conflict of Interest Commissioner and correspondence) SO = NA = when disclosure is reported to the Conflict of Interest Commissioner After the disclosure is reported, re-classify to secondary -04 Conflict of interest disclosures reported). -04 Conflict of interest disclosures - reported CY+2y 5y FR includes conflict of interest disclosures, monthly reports received from Treasury Board, monthly reports submitted to the Conflict of Interest Commissioner, spreadsheets, and correspondence) 7y = FR = The retention period meets operational and reference needs. The government archives will fully retain conflict of interest reports and disclosures because they document Cabinet compliance with the Members Conflict of Interest Act RSBC 1996, c. 287). These records have evidential, historical, and informational value. continued on next page) 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 FOI = Freedom of Information/Privacy w = week m = month FR = Full Retention PIB = Personal Information Bank y = year OD = Other Disposition OPR = Office of Primary Responsibility VR = Vital Records 1994/07/07 last revised: 2012/05/31 Schedule PREM ORCS SECTION 1-4

29 RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. A SA FD CABINET OPERATIONS - GENERAL continued) NOTE: A member who has reasonable grounds to believe that he or she has a conflict of interest in a matter before Cabinet, or one of its committees, must, if present at a meeting considering the matter, disclose the general nature of the conflict of interest and withdraw from the meeting without voting or participating in the consideration of the matter. Once the matter which was the subject of the disclosure is made public, Cabinet Operations is required to report the details of the disclosure to the commissioner. Filing of the reports with the commissioner is mandated under the Members Conflict of Interest Act RSBC 1996, c. 287). NOTE: Copies of the conflict of interest disclosure are also filed in the applicable Cabinet meeting or Cabinet committee meeting file. -20 superseded by secondary -03 Conflict of interest reports and disclosures) -30 Cabinet Operations agenda data SO nil DE covers data stored on the Cabinet Operations Agenda Database) SO = DE = when no longer required for Cabinet or Cabinet committee meeting planning or tracking purposes The data can be destroyed upon authorization of the Records Officer because Cabinet and Cabinet committee meetings final agendas and minutes are fully retained under secondaries and NOTE: This secondary is not for filing. It is used to schedule the data within the database. continued on next page) 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 FOI = Freedom of Information/Privacy w = week m = month FR = Full Retention PIB = Personal Information Bank y = year OD = Other Disposition OPR = Office of Primary Responsibility VR = Vital Records 1994/07/07 last revised: 2012/05/31 Schedule PREM ORCS SECTION 1-5

30 RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. A SA FD CABINET OPERATIONS - GENERAL continued) -40 Cabinet Operations Agenda Database SO nil DE electronic database) SO = DE = when the functions supported by the database are no longer performed by government This electronic system can only be destroyed when the approved retention schedules covering the information on it has elapsed, or when the information has been made accessible elsewhere. NOTE: This in-house database created in MS Access is used for planning and tracking Cabinet and Cabinet committee meetings. Because this is a simple system, an information system overview has not been developed. NOTE: This secondary is not for filing. It is used to schedule the system itself. NOTE: The OPR will store all files covered under Section 1 that have a semi-active retention period of 13 years and a final disposition of full retention under on-going accession number For all other files, contact your Records Officer to obtain an accession number. 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 FOI = Freedom of Information/Privacy w = week m = month FR = Full Retention PIB = Personal Information Bank y = year OD = Other Disposition OPR = Office of Primary Responsibility VR = Vital Records 1994/07/07 last revised: 2012/05/31 Schedule PREM ORCS SECTION 1-6

31 RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. A SA FD ADVISORY SERVICES Records relating to the provision of advice, conduct of research and analysis, and the preparation of policies, models and decision papers. Cabinet Operations provides advice to ministries on the preparation of Cabinet documents and presentations and also conducts specific research, analysis and policy advice at the request of the Cabinet Secretary. In addition, at the request of their executive or at the request of ministries, Cabinet Operations will also undertake corporate reviews. This primary also covers the coordination and approval of the government s strategic planning and service planning processes. Record types include draft submissions, draft plans, reviews, models, and other types of records as indicated under relevant secondaries. For final annual reports, see ARCS secondary For final Cabinet and Cabinet committee submissions, see secondaries and For final internal strategic and business plans, see ARCS secondary For legislation review and approval case files, see secondary Unless otherwise specified below, the ministry OPR Cabinet Operations) will retain these records for: CY+2y nil DE Except where non-opr retention periods are identified below, all other ministry offices will retain these records for: SO nil DE -00 Policy and procedures - OPR SO 5y FR - non-opr SO nil DE continued on next page) 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 FOI = Freedom of Information/Privacy w = week m = month FR = Full Retention PIB = Personal Information Bank y = year OD = Other Disposition OPR = Office of Primary Responsibility VR = Vital Records 1994/07/07 last revised: 2012/05/31 Schedule PREM ORCS SECTION 1-7