IMSAR - Information Management System for Administrative Records
The Information Management System for Administrative Records
(IMSAR) was developed as a joint initiative of the Provincial
Archives of Newfoundland and Labrador (PANL) and the Records and
Information Management (RIM) Committee of the Government of Newfoundland
and Labrador. It is an integrated records classification system
and retention and disposal schedule. It provides Government with
a standard to apply to its organization, retention, and disposal
of administrative records.
It has two main purposes:
- to provide a standard classification system for administrative
records
- to provide a retention and disposal schedule for administrative
records.
This schedule covers the administrative records . It may be applied
to all records of the Government of Newfoundland and Labrador
in the post-Confederation period (April 1, 1949 and later). The
schedule does not apply to any pre-Confederation (up to
March 31, 1949) administrative records. If any such records exist,
departments should contact PANL.
Administrative Records
Administrative records are those which are common to all departments.
They document functions relating to: human resources, general
administration, facilities management, financial management,
information management and information technology, equipment
and supplies (materials) management. Because these records are
common across Government, it is logical to develop standardized
classification, retention and disposal policies and procedures,
which can be implemented Government wide.
Operational Records
These are records created by departments in the fulfilment
of their unique mandates and functions, and will differ from
one department to the next. It is therefore impossible to develop
one operational records classification system, and one records
retention and disposal schedule for all of Government's operational
records. This has to be done on an individual departmental basis.
IMSAR cannot be used to classify or schedule operational records;
however, the same principles are used to create both operational
and administrative records classification systems, and retention
and disposal schedules. The Provincial Archives Government Records
Management Unit will assist departments in the development of
classification systems and records retention and disposal schedules
for operational records. It is essential to separate administrative
records and operational records, as they will have different
values and retention periods, and may be governed by different
policies and legal requirements.
Introduction to IMSAR
IMSAR index
IMSAR Primaries
Scope Notes - Common Secondaries
Secondary numbers 00 to 30 are reserved for Secondaries which
are common across all Primaries in the IMSAR. Gaps have been left
in numbering for the addition of other Common Secondaries in the
future.
00 Policy - Use for records relating to the development
and maintenance of departmental policy.
01 General - Use for records relating to the primary
as a whole, or for information which cannot be classified in
one specific secondary.
02 Acts and Legislation - Use for records relating to
acts and legislation. Departments are responsible for maintaining
original documents pertaining to any provincial legislation
administered by, or affecting the department. Any copies of
federal legislation may be disposed of when no longer required
by a department.
04 Agreements and Contracts - Use for records relating
to agreements and contracts. Includes tendering, negotiations,
evaluation, award, monitoring and review.
06 Associations and Conferences - Use for records relating
to associations, clubs, federations, foundations, leagues, societies
and other organizations. Includes information about conferences,
symposiums and other similar activities. Examples: proceedings,
membership information, inquiries, solicitations.
08 Committees - Use for records relating to committees,
sub-committees, and working groups. Includes the organization,
terms of reference, minutes and members lists. Records of committees
which relate to the primary mandate of a department are operational,
and should be included in the department's operational records
retention schedule.
10 Complaints - Use for records relating to complaints.
For complaints regarding employees, see Human Resources.
12 Conflict of Interest - Use for records relating to
cases of conflict of interest and investigations into potential
conflicts.
14 Freedom of Information - Use for records relating
to Freedom of Information requests.
16 Inquiries - Use for records relating to the exchange
of information such as routine inquiries.
18 Planning - Use for records relating to departmental
planning processes, including working documents as well as final
versions of departmental plans.
20 Regulations, Orders and Directives - Use for records
relating to Statutory Orders, Regulations, Orders in Council,
Cabinet Directives, and Treasury Board Minutes. Also includes
routine operating and administrative orders, such as circulars,
regulations or daily routine orders (eg. changes to public holidays
etc.).
22 Reports and Statistics - Use for records relating
to reports and statistics compiled by a department. Reports
and statistics, in published or printed form, which have been
collected by a department from other agencies are not Government
records and can be disposed of without official authorization
when they are no longer required.
24 Vendor Information - Use for records relating to corporations,
and businesses, such as solicitations, brochures, sales information
inquiries, and offers of service.
IMSAR Sample Page (PDF
format)
IMSAR Appendices
Appendix 1 - Archives Act
(PDF format)
Appendix 2 - Glossary of Records Management
Terms
Appendix 3 - IMSAR Draft Implementation
Agreement (PDF format)
Appendix 4 - The Disposal Process
Appendix 5 - Records Centre Storage
Appendix 6 - Contact List
