Mary McIntosh BC Ministry of Health mary.mcintosh@moh.hnet.bc.ca The Development of ARCS/ORCS for Integrated Record Keeping in the Government of British Columbia, Canada Mary McIntosh BC Ministry of Health mary.mcintosh@moh.hnet.bc.ca

ARCS/ORCS as a Case Study Overview of British Columbia’s legal and management framework for record-keeping Features of ARCS/ORCS Integrating electronic records into the framework Challenges 2001/03/13 Third Global Forum, Naples, Italy

Overview: British Columbia Population ~4 million Area 945,000 square kilometers 2001/03/13 Third Global Forum, Naples, Italy

Overview: Ministry of Health $8 billion (~35% of provincial budget) 3,282 staff in 15 headquarters offices and 150 sub-offices Administers 45 acts in 20 programs Provides public health, vital statistics, ambulance, health insurance to all citizens Funds and monitors the health system 2001/03/13 Third Global Forum, Naples, Italy

Overview: Electronic Service Delivery InfoSmart 24/7 electronic service delivery to meet public expectations & level distances streamline services - sharing information rather than duplicating it leverage common IT infrastructure improve G2G and G2C communication Where does records management fit??? 2001/03/13 Third Global Forum, Naples, Italy

Overview: Records Management Document Disposal Act (1936) no destruction without authority Treasury Board Policy establishes accountability for RM Central Agency establishes standards for government Ministries staff, resources, internal policies 2001/03/13 Third Global Forum, Naples, Italy

Third Global Forum, Naples, Italy ARCS/ORCS Administrative /Operational Records Classification System ...a combined records classification and scheduling system that facilitates the efficient and systematic organization, retrieval, storage, destruction or permanent retention of the government’s records... 2001/03/13 Third Global Forum, Naples, Italy

Third Global Forum, Naples, Italy Why ARCS and ORCS ARCS is developed and maintained centrally ARCS covers records relating to administrative functions common to all government agencies ORCS are developed by ministries and relate to Ministry-specific records 2001/03/13 Third Global Forum, Naples, Italy

Third Global Forum, Naples, Italy Features of ARCS/ORCS Combined classification and disposition schedule Includes records in all media Office of Primary Responsibility designation Archival appraisal 2001/03/13 Third Global Forum, Naples, Italy

Third Global Forum, Naples, Italy Development of ORCS Based on an evaluation of all records and activities of an agency Performed by Ministry staff or by contractors Reviewed by central agency for adherence to standards and for archival appraisal Takes years to complete 2001/03/13 Third Global Forum, Naples, Italy

Third Global Forum, Naples, Italy Development of ORCS Classification based on programs hierarchical for the purpose of disposition scheduling medium doesn’t matter Retention scheduling based on users’ needs, legal requirements and risk management 2001/03/13 Third Global Forum, Naples, Italy

Integration of Electronic Records As information technology becomes more sophisticated, the need for information management becomes more apparent 2001/03/13 Third Global Forum, Naples, Italy

Electronic Records in ARCS/ORCS Databases when to get rid of records Email classification the key to finding anything Word processing, spreadsheets, etc. mapping network drives according to classification scheme 2001/03/13 Third Global Forum, Naples, Italy

Electronic Records in ARCS/ORCS InfoSmart projects ARCS On-line Database versions of ARCS/ORCS Corporate EDMS/ERMS requirements being defined 2001/03/13 Third Global Forum, Naples, Italy

Third Global Forum, Naples, Italy Challenges Building RM into the systems development life-cycle Forced classification or the Educated user? Ability of RM to respond quickly to changing needs 2001/03/13 Third Global Forum, Naples, Italy

Third Global Forum, Naples, Italy Conclusions ARCS and ORCS more than ever is putting the “management” into records management 2001/03/13 Third Global Forum, Naples, Italy