1 Government Records Procedure GRO 3 Retrieving Records Government Records Office Archives of Manitoba
2 2 PROCEDURE GRO 3: Retrieving Records Updated: October 2013 CONTENTS PURPOSE... 3 AUTHORITY... 3 POLICY... 3 FORM... 4 WHAT YOU NEED TO KNOW TO RETRIEVE RECORDS... 4 ORDERING RECORDS... 5 RETURNING RECORDS... 5 CONTACTS... 6 GLOSSARY... 7
3 3 PURPOSE This Procedure is intended to assist staff in government departments and agencies in retrieving semi-active records stored in the Government Records Centre (GRC). It provides basic guidance on how to retrieve and return semi-active records to GRC. Related Procedure: GRO 2 Transferring Government Records AUTHORITY The Archives and Recordkeeping Act, A 132. POLICY The Government Records Centre (GRC) is the official government facility for: storage of records during the scheduled retention period; provision of secure records retrieval services to government offices. Records in semi-active storage can be retrieved from the GRC by the office responsible for the records. To ensure the protection of government records for the duration of their scheduled retention period, controlled procedures have been established for records retrieval and return. GRC provides secure delivery and pick-up, and tracks retrieved files. To maintain the integrity of records in the care of GRC, retrieved records must remain part of the original Transfer. Following retrieval, files should be returned to GRC to be filed in their original location. They should not be incorporated into the office s active file system or sent as part of a new transfer of records. Records transferred to Archives following the final disposal date cannot be retrieved. Offices needing to consult archival records should contact Government and Private Sector Archives, Archives of Manitoba. Departments and agencies are charged for some GRC services.
4 4 FORM Please visit the forms section of the Government Recordkeeping web site for the current Semi-Active Records Retrieval Form. WHAT YOU NEED TO KNOW TO RETRIEVE SEMI-ACTIVE RECORDS Government offices can retrieve records while they are in semi-active status at GRC. Semi-active records are those that are stored on behalf of a government office during the records scheduled retention period, prior to the disposal date. The Records Transfer List indicates the disposal date for the records in each Transfer. Up to that date, the records are in semi-active storage. 1. Documentation Before contacting GRC to retrieve records, staff of the transferring office should refer to their completed copy of the appropriate Records Transfer List. (Following transfer of records to the GRC, copies of the Records Transfer Lists showing GRC storage locations for each box or unit of records are returned to the Records Officer, and should be distributed to the office responsible for the records. If you do not have a copy of the Records Transfer List with the Location Number section completed, please contact your department or agency Records Officer.) 2. Identifying Records to be Retrieved Check the Disposal Action and Disposal Date in the header section of the Records Transfer List. If the disposal date is in the future, this indicates that the records are in semi-active storage and you may proceed with ordering the records from the GRC using the Semi- Active Records Retrieval Form. If the disposal date has passed and the records are archival (A), contact Government and Private Sector Archives. Minister s Files Change of Government: At a change of government, records of Ministers offices and Executive Council which are in semi-active storage at GRC and have a disposal action of (A) are transferred immediately to the Archives. In this case, the disposal date on the Records Transfer List is superseded by the official date of the change of government. Contact Government and Private Sector Archives for information on access to these records.
5 5 ORDERING RECORDS 1. Complete all fields on the Semi-Active Records Retrieval Form. Provide the file name, file number or record identifier and the corresponding storage location number (aislebay-shelf-box). If a complete box is required, please indicate the temporary box number in the file number column. If more than one record is being requested, please list the records in numerical order by location. 2. Indicate the desired method for accessing the records by marking one of the option boxes. Records may be viewed at GRC instead of being delivered to your office. This may allow faster service, particularly in cases where large volumes of records are requested. Due to limited consultation space, arrangements for this option must be made in advance with GRC. 3. Note that processing of a request may be delayed if information on the Retrieval Form is missing or incorrect, or if the records requested are not available. 4. Send completed request forms by only to 5. Requests received at GRC by the end of the business day will be processed the next day and delivered the following morning. (For example, requests received on a Monday will be processed Tuesday and delivered Wednesday morning.) For offices located outside the City of Winnipeg, delivery will be by Canada Post Signature Service and you should receive the records within 4-6 business days. 6. Note that some requests may require special arrangements for processing and/or delivery. In this case you will be contacted by GRC. 7. For more urgent requests please indicate RUSH in the subject line and follow up your ed request with a call to the GRC office. Rush requests must be received before 2:30 pm to allow for processing. Rush requests will not be delivered to your office by the regular GRC delivery service. Instead, GRC will contact you when the records are ready so that you can arrange for a courier to pick up the requested records. 8. Records delivered or sent to your office will be accompanied by a GRC tracking form. This tracking form must be kept with the records to ensure they are returned to their assigned storage location at GRC, and can be located the next time you need to retrieve them. RETURNING RECORDS Records should be returned as soon as possible. Do not file retrieved records with active records in the office or return them as part of a new transfer of records. 1. To request pick-up, contact GRC. 2. Have the records with your copy of the tracking form ready for pick up by GRC staff.
6 6 CONTACTS For inquiries about this Procedure, contact: Government Records Centre (GRC) phone: (204) fax: (204) To request access to archival records, contact: Government and Private Sector Archives phone: (204) fax: (204) For inquiries about the management of government records, records scheduling, and records advisory services to government, contact: Government Records Office (GRO) phone: (204) fax: (204)
7 7 GLOSSARY archival records records transferred to the Archives for permanent preservation following the scheduled disposal date. Archives the Archives of Manitoba. disposal action the action to be taken at the end of the total retention period: either Destroy or Transfer to Archives. disposal date the exact date that records in a Transfer are due for disposal. Government Records Centre (GRC) the facility operated by the Government Records Office (GRO), that provides centralized records storage, retrieval and destruction services for all government departments and agencies. Government Records Office (GRO) a unit of the Archives of Manitoba responsible for the government s records management program. Records Officer the person responsible for communicating GRO procedures within their department/agency and for coordinating the transfer of records to the Records Centre for storage and disposition. Records Schedule a formal document that identifies government records, establishes their retention periods and provides for their disposition. Also referred to as a Schedule. Records Transfer List a standard form which serves as a request to transfer records and becomes the official record of what was transferred to the Government Records Centre for storage and disposition. retention period the minimum time that records must be retained prior to the disposal action, as set out in the Records Schedule. retrieval temporary return of semi-active records for use by the office responsible for the records. Schedule see Records Schedule. semi-active records records stored at the Government Records Centre during their scheduled retention period, prior final disposition (destruction or Transfer to Archives). semi-active storage the off-site storage provided by the Government Records Centre for government records during their scheduled retention period and prior to the disposal date. Records in semi-active storage are no longer in active (frequent) use by the creating office, and therefore may be moved to less costly, off-site storage at the GRC.
8 8 Transfer the basic unit for managing records at the Government Records Centre. A Transfer is a group of records: covered by one Records Schedule and by one numbered component if applicable; and having the same disposal date; and shipped together to the Government Records Centre. A unique identifier, known as a Transfer Number, is assigned to a Transfer by the Government Records Centre and used to track the records through semi-active storage and disposition. Transfer to Archives one of the possible disposal actions authorized by a Records Schedule. Records of archival value are scheduled for Transfer to Archives, which means they will be permanently preserved. This should not be confused with the transfer of records to the Government Records Centre for semi-active storage. transferring office the office responsible for transferring records to the Government Records Centre (usually the office that created the records).
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