Members of the Records Management Kimberley Hammond Director, Information Management
The is the legislative branch of government. It is the focal point of the democratic process in our Province, and it is here that Bills are debated and passed into law. There are 48 Members of the House of Assembly (MHAs). Each Member represents a different constituency in the province.
Government Structure Three Branches of Government Legislative debates and passes laws Executive - implements laws (and policy) Judiciary - interprets laws
Information Management Division Legislative Library Broadcast Services Hansard Records Management
Resigns Defeated Dies Departing Member
Record Types Constituency Records Records Caucus and Political Party Records Other records related to being a Member Personal Records All Members will have these records
If the Member was a member of Cabinet or a Parliamentary Assistant, Parliamentary Secretary or Legislative Assistant, they may also have: Executive Branch Government Records (including Cabinet Records).
HOA Records Office Members records, for the most part, are not subject to the Management of Information Act. We advise only.
Where to Start Members should review their records, sort them into the above categories and then identify which records should be retained, transferred or destroyed.
Reminder: Records can be in any format; therefore, electronic (email, Word documents, etc.), paper, audio/visual, etc. records should all be sorted in the same manner.
Also: Constituency or personal assistants of a departing Member should manage their records in conjunction with, and in the same manner as, the Member s records.
Disposition Other than Government Records the records that a Member has are considered their own personal property. Essentially, it is up to them how to dispose of them, But, we have strong suggestions
Constituency Records Records created by a Member while conducting constituency business - activities directly connected with a Member s responsibilities in relation to the ordinary and proper representation of electors and their families and other residents in the constituency. Constituency records do not include those related to partisan political activities.
Constituency Records Return the file directly to the individual constituent to which it relates (not to a family member). Obtain a receipt for the file from the constituent; or Destroy all constituency records using an approved method, for example, as outlined in the OCIO guideline Physical Records Storage and Disposal; or
Constituency Records Transfer files of a generic, general or research nature pertaining to matters affecting the district to the incoming new Member upon written request from the new Member for the same district. Departing Members are advised to retain copies of the request related to the exchange of files for their own records; or
Constituency Records Transfer files related to individuals or groups of individuals to the incoming Member for the district only after obtaining and documenting the written or verbal permission from the individual or group of individuals in question. Transfer agreement forms for written or verbal permission may be used. Copies of the transfer permission should be kept by the departing Member and must also be kept with the original file upon transfer; or
Constituency Records Donate all the records to The Rooms, Provincial Archives; or Personally retain all of his/her (the Member) records in a secure location; or A combination of the above options as the departing Member deems appropriate.
Why We Care Members handle a lot of personal information but they are not protected by the privacy provisions of the ATIPP Act.
Records Bills/Statutes, Order Papers, Hansard, Ministers /Members Statements, Tabled documents, Audio or video dubs of House, Committee or Commission proceedings, Reports and studies publicly issued by a government department or agency, Information generated or circulated by a Committee of the House or created for the use of the Committee of the House including reports, briefing materials, Hansards, etc., Information generated or circulated by a Management Commission or created for the use of the Management Commission, including Minutes, Directives, Hansards, etc.
Records Most are convenience copies. May be kept by the Member or destroyed, as the Member prefers.
Caveats Any unique records that a Member may have created or obtained through membership on a House Committee should be returned to the Clerk of Committees. If a Member of the is a member of the Management Commission they may have in their possession briefing materials which related to matters heard in camera. These records must be returned the Clerk of the for proper disposition.
Caucus and Political Records Caucus records - created by or for a Member for in the execution of the work of a political caucus. Political Party records - created during a Member s work for a political party, or other partisan political activities. These records may be disposed of as the Member prefers. Certain caucus groups may have internal policies or procedures which apply to these types of records.
Other Records A Member will have certain records which related to their role as a Member, but which do not fit in the above categories. These items may be kept or destroyed by the Member as they prefer.
Personal Records Personal records are items which a Member may choose to keep in their office for their convenience but which have no relation to his/her work as a Member. Members should dispose of these as they prefer.
For additional information or assistance, contact the Records office: HOAIM@gov.nl.ca Wanda Howlett, Manager of Records, 729-3537 Dolores Hammett, RM Specialist, 729-7685
Questions