Friday, May 29, y

Requisition # 60863, AO14 Junior Records Analyst

Terry Settle

Questions (1 -5)

1. Administrative Records are common records you would expect to find in most BC
government offices , such as personnel files and building/equipment files. Operational files
are specific to a branch/ ministry; for example, at Internal Audit, we had Audit Project Case
files; at Energy/Mines, a mineral tenure licence file would be an example of an operational
record.

2. The approved information schedule is the tool required to manage the life cycle of
government records. There are ARCS, ORCS , and special schedules.

1. Scenario

a. do you have electronic backup copies of these records ?

can the records be moved to another location for remediation ?

is there a risk of further flooding, do more records risk damage ?

b. As my immediate supervisor is away , I would contact the Ministry Records Officer/
Records Centre Services to inform them of the damage and enquire if the records
could be moved and possibly treated with heat/ventilation to dry and salvage/
restore the records. I would request the damage be first assessed, and then the
appropriate measures be taken.

c. Dear Office Manager (UEL),

Please move the records to a dry and safe location, and ensure any unaffected
records are safe from any further flooding. The damage will need to be assessed and
remedial measures used if salvage is possible. The critical records will need to be
restored/replaced, unless you have duplicates
Sincerely,
Terry Settle

1
 Friday, May 29, y

d. Dear Supervisor,
I received a call today from the Office Manager at University Endowment Lands.
They have had a severe flooding with damage to several of their ARCS records. The
supervisor wants to know if the files will need to be restored. I have recommended
that the files be moved to a safe area until the damage can be assessed. If the files
are not salvageable and they have not already met the end of their life cycle, then
they will need to be restored. I have contacted Records Services to determine what
remedial measures may be available to us for any files that can be saved. They are
expecting to hear from you on your return to the office.

Sincerely,
Terry Settle

2. Scenario
Item 1 : OIC : 125-20
Item 2 : Satellite Phone Drill : 280-30 (Executive Correspondence) or 275-02
as could be classified under Emergency Response Planning
Item 3 : RFP : 1070-30
Item 4 : Estimates Summary : 1000-20
Item 5 : Travel Voucher/Receipts : 925-20
Item 6 : Advice to Minister : 201-40

3. A transitory record is a record of limited/temporary use which does not need to be

saved. An early draft of a DM update does not need to be saved if all the critical
information is contained in the final submitted version.
Is there a legal/operational/mandate requirement to save this record ?
Is this document a draft or copy of an original finalized document ?