RIM Programs
Scheduling and disposal of records
The preferred method for records disposal is through the approval of records
retention and disposal schedules (RRDS). An RRDS, in essence, is a comprehensive
listing of records series maintained by an organization, indicating
the timetable during which the records are maintained in primary
office space, transferred to semi-active records storage, or,
once
their retention period has been reached, sent
for disposal by either being destroyed or retained
by the Provincial Archives. These schedules give approval for the systematic and regular disposal of the
records. This includes the archival appraisal process as an "up
front" part of the overall records management system, thereby
eliminating the appraisal backlogs which can create problems throughout
the entire system.
While records retention scheduling is the preferred method, it is not always
feasible in the current records climate in Government. However, any proposed disposal of Government
records must still be reviewed and approved. Disposal requests
are coordinated through the Records Management Section. The
Section works with departments to ensure requests for disposal submissions
are properly prepared. These requests are then brought to the
Public Records Committee and PANL for
approval. Once approved, the Section notifies the department of the
results and, where applicable, arranges for the transfer of records
from the department.
For further information on this process, please see the sections
on Creating Records Retention and Disposal Schedules and Procedures
for Disposal of Records, or contact the Provincial
Records Manager.
Advisory Services
The Records Management Section regularly advises departments on records
management issues. These advisory services may include:
Training Opportunities
The Provincial Archives currently
provides several training opportunities for Government employees.
The Introduction to Records Management course is offered in
collaboration with Treasury Board's Training Division . Training
has also been offered on implementing the Information Management
System for Administrative Records (IMSAR). New sessions entitled
Managing Your Electronic Workspace and Managing GroupWise E-mail
have recently been created and are available to any interested
departments. New courses are currently
under development and will address records retention and disposal
for operational records.
Most of these training opportunities
are available to departments, divisions, sections or branches
upon request. It is also possible to address other Records and
Information topics on an 'as required' basis. If you have a specific
training requirement in this area, please contact PANL at 729-3065
or pkenney@mail.gov.nl.ca. to
discuss your particular needs.
The following are links to brief descriptions of the training
courses offered by PANL. As other courses are developed, they
will be added to the list.
• Introduction to Records
Management (Level 1)
• IMSAR Implementation
• Managing Your Electronic
Workspace
• Managing GroupWise E-mail
Storage and Retrieval of Records
The Provincial Records Centre provides safe, secure storage facilities
for semi-active Government records. The building can house approximately
16,500 cubic feet of records. Government departments are able to
access these records through a Request for Retrieval. The Records
Centre staff will provide a delivery and pick-up service for requested
records at least once every week, and more frequently in case of
emergency.
Complete details on storage and retrieval requirements and conditions
are outlined in Appendix 5 of IMSAR;
however, it is important to note that, in a move to better utilize
the Records Centre, PANL is undertaking a project to identify
records for disposal approval, appraisal, and destruction or transfer
to the archives, on a proactive basis. The intention of this project is to
clear space in the Provincial Records Centre.
A new policy regarding the types of records which will be stored
at the Provincial Records Centre is outlined in Appendix
5 of IMSAR
