1. Records Management in Government Prepared by the Information Management Unit Saskatchewan Archives Board

2. Records Management – What do You Need to Know? Understand your RM Responsibilities. Know the Legislation, Establish Policies, Procedures and Controls in your Workplace. Implement Accountable Processes. Resources Available to Help.

3. Getting Control of Information: The Building Blocks Information Management Best Practices Physical Security of Records Access & Privacy

4. Legislation The Archives Act, 2004 -applies to all government institutions including ministries, crown corporations, agencies and boards. -requires government institutions to use approved records schedules for classification, retention and disposal of government records - requires approval of the Provincial Archivist for disposal of government records or for their transfer to the Saskatchewan Archives Board

5. What this means to you: All government employees are responsible for the proper management of the information that they create and receive during their work day. Includes the use of appropriate retention and disposal of government records. The Archives is mandated to help them meet these responsibilities.

6. What is a Government Record? All recorded information that relates to the transaction of government business, received, created, deposited or held by a government institution Applies to all offices of a ministry. agency, board, crown corporation, commission, or other institution of the Government of Saskatchewan Includes all physical forms (documents, maps, electronic records, e-mail, drawings, photographs, letters, vouchers, papers, etc.) Electronic records (including e-mail) are government records and are governed by same scheduling and disposal requirements as all other records Single document or a group of documents in a file folder

7. What are the Exceptions? The Following are NOT Considered Records: 1.Transitory Records 2.Publications 3.Non-Work-Related Records ** These categories of records are not subject to The Archives Act, 2004. Their disposal does not need to be documented and pre-approved by The Provincial Archivist.

8. 1. Transitory Records Do not sustain core functions and are not required to meet statutory obligations Temporary usefulness - needed for limited time to complete routine task or prepare ongoing document Examples: - convenience copies (duplicate copies) - drafts and working materials (that do not document significant steps) - advertising material. Once you are positive that the records in question are transitory records and are no longer required for reference purposes destroy them according to your accepted office practices.

9. 2. Publications Typically available from other sources (e.g. libraries) Includes publications received from external sources as well as extra copies of internal publications Examples: books, magazines, pamphlets, newspapers, multiple copies of published Annual Reports, etc. Dispose of them once they serve their purpose. However, proceed with caution as some publications may be government records… Note: External publications that serve as the basis of in house projects or decision making or records related to the development of internal or external publications are considered government records.

10. 3. Non-Work-Related Records Relate to private lives of employees Do not pertain to any aspect of government business Examples: - personal e-mails and letters, - records of other organizations with which an employee is involved, but not as a part of the government business (associations, community organizations, etc.) Once you are positive that records are non-work-related records, remove them from department’s records keeping system and treat them like your other personal records.

11. Record Schedules – What are They? Essential tools for records management: –timetable for retention and disposal of records –insures valuable records are not destroyed –allows for timely destruction of unnecessary records –enables preservation of historical records

12. What is a Retention Schedule ? Basic tools required by the Archives Act, 2004 that help you manage your records. A timetable that determines how long records must be kept before they are eligible for disposal. In government, retention schedules include classification systems are known as record systems

13. ARMS 2006 Administrative Records Management System Is a combined classification system and records retention schedule Used for housekeeping records relating to common functions performed by all government institutions. Used for the administrative records of government including facilities, property, material, finance, human resources, and information systems.

14. ORS Operational Records System A classification system and retention schedule for the operational records of an institution. Unique to each organization, and documents the mandated function of your institution.

15. Records Disposal - Records Disposition System (RDS) Applies the consistent use of approved retention schedules for the disposal of records. Documents all steps of the disposal process (staff responsibilities, management approval, record inventories, etc.). Archives review of the records for historical significance Secure physical destruction of records not selected for long-term acquisition by Archives (witnessed and documented)

16. Records Disposal Records must meet the retention periods listed in the appropriate retention schedule. Administrative Records are referred to ARMS 2006 Operational Records are referred to ORS. Designated Records Officer writes a letter to the Provincial Archivist requesting authorization to dispose of records.

17. Resources ARMS 2006 ORS Development Guide Records Disposition System Procedures Records Management Policy Records Management Guidelines E-Mail Management Guidelines

18. For more information about the Saskatchewan Archives Board and copies of the tools that we discussed today, please visit our website at www.saskarchives.com