GOVERNMENT OF THE NORTHWEST TERRITORIES ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM

Transcription

1 GOVERNMENT OF THE NORTHWEST TERRITORIES ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS RETENTION AND DISPOSITION SCHEDULE JULY 1998 WITH AMENDMENTS IN 2000, 2002, 2004, AND 2005

2 AMENDMENTS HISTORY The following is a summary of the amendments to the GNWT Administrative Records Classification System (ARCS). Amendments take effect on the approval date. Records created while a previously approved version of ARCS was in place may continue to be classified, scheduled, and disposed of under the classification number and retention periods that were in place at the time that the records were created. Records created following an amendment must use the new classification numbers and retention periods. Approval Date Description of Amendment 1 November 21, 1995 First version of ARCS approved. All pages dated October Some pages have an amendment date of December 1, 1995, which refers to amendments required by the Public Records Committee at the time of approval. 2 September 16, 1998 Complete revision of sections 1000, 2000, 3000, 4000, and Many primaries and secondaries were consolidated or discontinued. All pages dated June January 26, 1999 Complete revision of section Many primaries and secondaries were consolidated or discontinued. All pages dated January September 27, 2000 Revisions to primaries 1344, 5145, 5150, 5170, 5200, 5205, 5225, 6003, and The pages that received changes are dated October March 15, 2002 Revisions to primaries 1015, 1135, 1145, 1155, 1165, 1170, 1185, 1275, 1290, and The pages that received changes are dated February June 4, 2002 Revisions to primary The page is dated May December 16, 2002 Complete revision of section Primary 4170 discontinued. All pages dated December March 17, 2004 Revision to primary The page is dated March November 30, 2005 Complete revision of section Revisions to primaries 1025, 1255, 1343, 1344, and Primaries 1135 and 6280 discontinued. The pages that received changes are dated November GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 1 of 1

3 ACKNOWLEDGEMENTS The GNWT s Administrative Records Classification System, Records Disposition Authority is based upon similar systems used by the governments of British Columbia and Saskatchewan. The Records Management unit of the Department of Public Works and Services acknowledges in particular the input and assistance received from the Saskatchewan Archives Board. The Board s willingness to allow the Records Management unit to modify their classification system to meet the requirements of Government of the Northwest Territories departments, boards and agencies drastically reduced the time spent on developing this system for use within the Government. We would also like to acknowledge the preparatory work undertaken by the Records Working Group in the GNWT Department of Education, Culture and Employment between 1994 and The Department s of Education, Culture and Employment s draft Administrative Records Classification System, Records Disposition Authority was also a valuable reference tool. We would also like to acknowledge the contribution and input that departmental records coordinators and subject experts from all departments of the Government of the Northwest Territories have made in helping us to revise and update the GNWT s Administrative Records Classification System,. In October 1995, the Public Records Committee approved the GNWT s Administrative Records Classification System, for use throughout the Government of the Northwest Territories. It was amended in 1998, 1999, 2000, 2002, 2004, and In August 2004, the Informatics Policy Committee approved the GNWT s Administrative Records Classification System, as a government-wide standard for classifying, managing, and disposing of administrative records (IPC Standard ). Records Management Public Works and Services December 2005 Page 1 of 1

4 INTRODUCTION The (ARCS) is the records classification system and retention and disposition schedule for administrative records belonging to government bodies of the government of the Northwest Territories. It is designed to be used by departments, boards, agencies, and Crown corporations to manage their administrative records. In August 2004, the Informatics Policy Committee approved ARCS as a government wide standard for the classification, management, and disposal of administrative records in all media. Administrative records are records that are common to all departments, agencies, boards, and Crown corporations. They include housekeeping records, such as financial records, human resources records, information management records, as well as other records that are common across the government. The government creates records in order to document the actions, transactions, and decisions that were made in the course of delivering programs and services to clients, to the public, and to other government departments and agencies. They are a government asset, and should be managed as such. Auditor General and Information and Privacy Commissioner reports have both pointed in recent years to the importance of managing government records in order to provide for public accountability. Having a comprehensive records management program in place ensures that the information that public servants need to support the government s programs and make decisions is available. Records give the government the ability to: Deliver programs and services in an efficient, consistent, equitable, and accountable manner. Support and document its policy decisions. Meet legislative requirements. Account for the use of funds, equipment, facilities, and other assets. Maintain service during and after an emergency or disaster. Respond to litigation. Protect the interests of the public, the government, and its employees. Maintain the government s corporate memory. Reduce costs associated with storing and retrieving obsolete or redundant information. The classification system and records retention and disposition schedules in the GNWT Administrative Classification System are a core component of any departmental records management program. ARCS provides a method for organizing and identifying administrative records in all formats. It provides a timetable that identifies the life cycle for each type of administrative record, and specifies minimums for how long records should be kept in offices and the government s records centres. It also identifies the mode of final disposition of the records. ARCS was approved by the Public Records Committee for use by all government departments in It was revised in 1998, 1999, 2000, 2002, 2004, and The Records Management unit of Public Works and Services maintains ARCS, and will continue to update it to ensure that it meets the needs of government departments, boards, agencies, and Crown corporations. November 2005 Page 1 of 1

5 PURPOSE OF THE GNWT S ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM, RECORDS DISPOSITION AUTHORITY The GNWT s Administrative Records Classification System (ARCS), Records Disposition Authority has been designed to assist GNWT departments, boards and agencies to organise and manage the administrative records they create or acquire. The GNWT s ARCS outlines the procedures for handling administrative records. ARCS indicates how records are to be organised, classified and filed from their creation or receipt until their final disposition. It lists the number of years that administrative records have to be retained on-site for before they can be transferred to a records centre. ARCS also lists the number of years administrative records have to be retained for before they are ready for final disposition. ARCS also indicates whether records ready for final disposition can be destroyed or must be transferred to the NWT Archives for archival selection/permanent retention. Benefits of using the GNWT s Administrative Records Classification System (ARCS) By implementing ARCS, GNWT departments, boards and agencies will realise significant benefits, including the effective management of their recorded information, savings in employee time and cost savings. 1. Effective Management of Records The implementation of ARCS will enable departments, boards and agencies to more effectively manage their administrative records from their creation or receipt, until their final disposition. Implementation of ARCS will: Provide for the accurate and consistent classification of administrative records of a similar nature throughout the GNWT. Facilitate the speedy classification of administrative records. Enable administrative records series to be stored together as distinct units. Allow departments, boards and agencies to locate information more quickly. Provide a framework for the audit and review of administrative functions. Ensure that departments, boards and agencies meet all legal and fiscal requirements related to records retention and disposition. Ensure that records of an historical nature are transferred to the NWT Archives for archival selection/permanent retention. Provide proof that records were disposed of according to a records disposition authority that has been approved for use by the Public Records Committee. Provide for the identification of vital/essential records. Assist departments to develop disaster plans to protect their vital records. Allow for the management of administrative records in any format, such as paper, video, microfilm/fiche, sound recordings, photographs, negatives, slides, etc. Simplify the transfer of administrative records due to department/division amalgamations. Facilitate the exchange of information between departments. December 2005 Page 1 of 2

6 2. Savings in Employee Time Considerable savings in employee time, and therefore costs, can be achieved by implementing ARCS. Information is readily available; this should reduce/eliminate the time spent looking for misplaced records. Requests for information under the Access to Information and Protection of Privacy Act can be dealt with in a timely basis. Implementing a standardised method of managing records throughout the GNWT will reduce time spent training employees who move from one department to another. If colour-coded files and open storage shelving units are used, it is estimated that the time spent on shelving and retrieving records will be reduced by up to 35%. Using a standardized directory structure based on ARCS will make electronic records easier to retrieve and save, and will more closely link electronic records to related information in hard copy. As semi-active records are moved to a records centre, the volume of records on-site is reduced, thereby reducing the time staff spends looking for specific information. 3. Cost Savings The implementation of the GNWT s Administrative Records Classification System will result in considerable cost savings to departments, boards and agencies. Implementation of ARCS will: Provide for the timely transfer of records to a records centre. This will reduce the costs associated with storing large volumes of semi-active records in high cost office space. Provide for the timely disposition of records, thereby reducing the amount of storage space required, and eliminating the need for ad-hoc storage space. Eliminate the costs associated with storing duplicate records. Reduce the volume of records stored on-site, thereby reducing the number of filing cabinets or open-storage shelving units required. Ensure that vital records are identified and protected, thereby reducing potential downtime costs after a disaster. December 2005 Page 2 of 2

7 HOW TO USE THE ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM (ARCS) Purpose and Scope The (ARCS) is a block numeric classification system and records retention schedule for all government departments, boards, agencies, and crown corporations. ARCS describes and schedules administrative records, which are those records that support common administrative or housekeeping functions, such as finance, human resources, information management, and building and equipment maintenance. Administrative records are contrasted with operational records, which are those records that are created or collected in support of a department s mandated programs, and services. Operational records are classified and scheduled in department-specific Operational Records Classification Systems (ORCS). Together ARCS and ORCS provide a comprehensive description, classification system, and retention schedule for all of the records belonging to a department. ARCS as a Classification System Classification systems are systems for organizing objects, concepts, or records. ARCS is a system for organizing records. ARCS follows the principle that information is classified from the general to the specific. As one moves down through the classification hierarchy, each level becomes more specific and definitive. This hierarchical structure creates a quick and easy way to access and retrieve information. It has three levels of records classification: sections, primaries, and secondaries. Departments may create lower classification levels, known as tertiaries and quaternaries, but these levels are not identified in the ARCS. Sections ARCS is divided into six sections. Sections classify and describe a subject or function at its broadest level, and consist of groups of related primaries. Each section is allotted a block or range of primary numbers. The sections in ARCS are: Primary Section Title Numbers Administration Buildings and Properties Equipment and Supplies Finance Human Resources Information Services GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 1 of 6

8 Primaries Sections are divided into primaries, which classify specific subjects or functions. Each primary is assigned a unique title that identifies the function or subject matter of the records that are to be classified under the primary. The first primary is the general primary and contains records which cannot be classified into a more specific primary within the section, or which relate to more than one subject or function in the section. Each primary is assigned a four-digit primary number that uniquely identifies the primary. Gaps are left between each primary number so that the logical arrangement of the primaries can be maintained when ARCS is amended and new primaries are added. Each primary has a scope note that describes the function or subject of the primary. It identifies the types of records that are to be classified in the primary, and may identify records that should not be classified in the primary. The scope note is designed to help users identify the correct primary and secondary when they classify records. Cross references, or see references, are included in many primaries to point users to the correct primary in cases where there may be confusion between two primaries. Additional notes may be used to explain how the primary should be used or implemented. Secondaries Primaries are divided into secondaries. Secondaries are used to classify specific series or types of records, such as policy and procedures, general and routine files, subject files, and case files. Each secondary is assigned a two-digit classification number. The primary and secondary numbers together create a number that uniquely identifies the secondary. Gaps are left between each secondary to allow for expansion. At minimum, records are classified to a primary and a secondary. The secondaries that belong to each primary are listed in a table on each primary page. There are two types of secondary numbers within ARCS. They are: Reserved Secondary Numbers: Two secondary numbers have been reserved throughout ARCS. Secondary number -00 is always reserved for Policy and Procedures that relate to the function or subject of the primary. Secondary number - 01 is always reserved for General, which is used to classify records that cannot be classified in one of the specific subject or case file secondaries. General files are not normally divided into tertiaries. Prescribed Subject or Case File Secondaries: Subject secondaries are used for records about specific subjects. A subject file usually brings together records and information on one topic in order to facilitate information retrieval. Case file secondaries series of related pertaining to a specific time-limited entity, such as a person, event, project, transaction, product, or organization. The component records within each file in a case file series are generally standardized. Most of the records GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 2 of 6

9 created by an organization are case files. Prescribed secondaries are numbered from - 02 through -99. Tertiaries Reserved, subject, and case file secondaries may be subdivided using tertiaries. Departments assign tertiary numbers. They are used when the subject matter of the secondary is too broad for effective filing and retrieval, and to uniquely identify individual files. The tertiary number is added to the primary and secondary numbers to form a complete file number. It is important to note that records classified under tertiary numbers inherit the retention period and disposition of the secondary under which they are classified. The 01 General secondary is not usually divided into tertiaries. The usual rule is that if three to five documents on a topic accumulate in the General secondary, a file, or tertiary, should be opened under a prescribed secondary. Records Retention and Disposition Schedule Retention schedules in ARCS are assigned to each secondary. Schedule information for each secondary is provided in the six columns to the right of the secondary numbers and titles. There are two sets of retention schedule columns: Master File and Copy File. The master file retention schedule is used to schedule the department s master record, while the copy file retention schedule is used to schedule copies other than the master record. Both the master file and copy file retention schedules are divided into three columns. These columns are headed A (active), SA (semi-active), and FD (final disposition). They correspond with the active, semi-active, and inactive phases of the record life cycle. Active Retention Period Column: The active (A) column describes thee vent that closes a record and the length of time a record should be retained in active storage in the office after the records have closed. Active records are records which are referred to regularly and required constantly for current use in the conduct of business and which need to be retained and maintained in the office space and equipment of the user. Closed records may be kept in active storage for a period because they are needed for reference purposes. Semi-Active Retention Period Column: The semi-active (SA) column indicates the length of time a record should be retained in the semi-active or inactive phase of its life cycle. Semi-active records are records that are not required constantly for current use and need not be maintained in the expensive office space and equipment of the agency responsible for them. Semi-active records retain administrative, operational, fiscal, audit, or legal value. Storage of semi-active records in the Records Centre until all values have lapsed results in considerable savings. The active and semi-active retention periods ensure that records are kept as long as required to meet any operational, administrative, legal, audit, or other primary values, GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 3 of 6

10 which the records may hold. By retaining records for the retention periods specified in the retention schedule, departments will comply with statutory, regulatory, and policy requirements to maintain certain types of information and data. Final Disposition Column: The final disposition (FD) column identifies the final action that will be taken when the records have completed their active and semiactive phases. The purpose of the final disposition column is to ensure that those records that have residual historical values are preserved and that those records that have no historical values are destroyed. How to Read the Records Retention and Disposition Schedule An example of a retention schedule is presented below. The first two columns, labeled Secondaries, contain the secondary classification numbers and secondary titles that belong to the primary. The next three columns are labeled Master File, and contain the master file retention schedules, described above. The final three columns, labeled Copy File, contain the copy file retention schedules, also described above. Retention schedules are read across the table from left to right. The master and copy file retention schedules for the reserved secondaries, -00 and -01, are usually standardized across all of the primaries. 00 Policy and Procedures S/O 10 AS/D S/O nil D 01 General 2 nil D 2 nil D Access to Information / Protection of Privacy Requests Access Commissioner Orders / Recommendations S/O* 10 AS/D S/O nil D S/O* 10 AS/D S/O nil D S/O* = retain on-site until all actions related to each request are completed (including decisions on appeals) Active Column The active (A) column contains an abbreviation, a number, or a combination of an abbreviation and a number. The abbreviation identifies the retention trigger for the records classified into a particular secondary. A retention trigger is an event that closes the records and starts the retention period described in the retention schedule. The two most common triggers are Superseded/Obsolete and End of the Fiscal Year. S/O: Superseded or obsolete. S/O is a retention trigger that describes an event that closes a record. S/O retention triggers are assigned for records for which an active GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 4 of 6

11 retention period cannot be predetermined because the closure of the file is dependent upon the occurrence of some event. For instance, policy and procedures files close when the policy or procedures is replaced (superseded) or is no longer in effect (obsolete). An asterisk next to the S/O (S/O*) indicates that there is a note attached to the retention schedule that describes the event that triggers the closing of the record. In the example above, secondary 20 has a retention trigger of S/O*. A note below the table indicates that the files will remain open until all actions are completed. End of the Fiscal Year: If the active column only contains a number, then the files close at the end of the fiscal year (March 31 st for GNWT departments). The files will be retained in active storage after it closes for the number of years shown by the number in the active column. In the example above, secondary -01 closes at the end of the fiscal year, and is retained for an additional two years in the office before moving on to the next phase in its life cycle. Semi-Active Column The semi-active column shows the length of time in years that the records may be kept in offsite storage in a records centre. In the examples above, records classified into secondary -00 can be kept in off-site storage for ten years. If departments do not transfer the records to the Records Centre right away, the length of time that they remain on site after the semi-active phase has begun will be subtracted from the semi-active retention period. For instance, if a department decides to keep closed policy files (-00) in the office for two years after the policy has been superseded; the files will be kept in the records centre for just eight years. The records will be kept for a total of ten years after they have closed. Nil: records are retained for zero years during this phase of the life cycle. The records proceed directly from their active phase to final disposition. Final Disposition The final disposition column contains an abbreviation that describes the fate of the records when they have completed the active and semi-active phases of the life cycle. There are three possible final dispositions: AS/D: Archival Selection/Destroy. The records are transferred to the custody of the Northwest Territories Archives, where the records will either be selected for preservation as a historical record or appraised as having no historical value and destroyed. D: Destroy. The records will be destroyed. GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 5 of 6

12 Total Retention Period The total retention period for a record consists of the addition of the active and semi-active periods. For instance, in the example above, records classified into secondary -00 are retained for a total of ten years after they have been superseded or have become obsolete (S/O+10 years). A policy file that closed in 2005 will be retained until the year 2015, when it will be transferred to the NWT Archives. GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 6 of 6

13 HOW TO IMPLEMENT THE ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM (ARCS) The (ARCS) can be used to classify, organize, and manage records in all media, including paper and electronic records. This section will review the process for converting your filing systems to ARCS. ARCS covers only a portion of the records found in your division. The records that are not covered by ARCS should be classified using an Operational Records Classification System (ORCS). Contact your department s records coordinator or the Records Management section of Public Works and Services for information about your division s ORCS. Your department s records coordinator and the Records Management section of Public Works and Services are available to help you convert your records. Records Management also offers training courses on how to use and implement ARCS. For a list of courses, see the PWS website at ORCS combines a records classification system with a records retention schedule. Therefore, the retention schedules can only be properly implemented if the classification system has also been implemented. The following chapter provides an overview of the implementation process. Senior Management Support Like any project, ARCS implementation requires the support of senior management. Management support is necessary to make sure that the project has enough resources, in terms of people and equipment, to be completed successfully. In addition, employees will be more likely to support a project that has the support of management and which management has described as a priority. Implementation Plan The second essential ingredient to implementing ARCS is a good implementation plan. An implementation plan sets out the goals of the project, the approach that will be taken, and a timeline for when different tasks will be completed. It also assigns roles and tasks, explains how various tasks will be done, and estimates how much the project will cost. An implementation plan helps you control the work that you and others are doing and measure your success. An implementation plan is a written document, which usually consists of the following elements: GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 1 of 13

14 Mission statement or purpose statement A short paragraph that explains the purpose of the project. Goals and Objectives Goals are general statements about what the project should achieve. Objectives describe the steps needed to reach a goal. Objectives also identify the criteria that will be used to show that the goal has been reached Deliverables A list of the products that the project will produce. In this case, conversion to ARCS. Scope The scope sets the limits for the project. The scope of an ARCS development project can be as broad as implementing ARCS in every division and regional office in the department, or as narrow as implementing ARCS in a single office. Tasks A detailed list of the tasks that need to be done in order to finish the project. The tasks should be listed in the order in which they are to be done. The tasks can also be shown as a Work Breakdown Structure, which is a sort of tree diagram that shows the tasks that must be done in order to complete each part of the project. Timeline A set of dates or deadlines for starting and finishing each task. Timelines can be shown as a simple list of dates that is set against each task, or can be set up in something as complicated as a Gantt or PERT chart. Resources A list of the people, equipment, supplies, and funds needed to complete the project. An implementation plan should be as detailed as is necessary to get the job done. Records Management, Public Works and Services, can provide assistance in developing the implementation plan. Issues to Consider A number of issues will influence the department s decisions on how to implement the ARCS. These issues should be addressed before the implementation plan is developed because they will affect how the implementation is done. Configuration Configuration refers to the overall structure of the department s records management program. There are four different ways to organize a departmental records management program. These four models are rooted in paper-based systems, but have parallels in electronic systems. Centralized control with a centralized location. In this model, the department assigns someone with the responsibility for maintaining all of the department s records. There is GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 2 of 13

15 usually a central listing of all of the department s records, regardless of which division created them. A majority of the department s records will be physically located in one filing area, and the records management employees control the movement of files through a charge-in, charge-out system. This model produces a high degree of consistency in filing practices. It also does a good job of enforcing access restrictions. The drawback is that records are not conveniently located near most employees work areas. Consequently, some employees resist having their records included in the central filing system. In addition, regional offices are often missed by the central system. Centralized control with decentralized location. This model is often seen as having the best of both worlds. A person is assigned responsibility for overseeing the management of all of the department s records, but the records are dispersed throughout the department. Centralized control ensures that records are managed consistently throughout the department, while the decentralized location allows for the storage of records within individual work units. It allows for the integration of regional offices into the department-wide records management system. This system places more filing responsibilities on operational staff. Decentralized control with a centralized location. In this model, there is a central location for storing records for the entire department, and all employees are responsible for maintaining the system. This model is frequently a recipe for chaos. It requires a high degree of coordination between the different units that use the central filing area. Decentralized control with a decentralized location. In this model, each work unit maintains its own files, in its own areas. This can be very effective within a work unit, but it encourages inconsistency and duplication across the department. Most effective records management programs follow a centralized control approach. They will chose a centralized or decentralized location depending on which system best meets their needs. In some cases, they may use a combination of central and decentralized locations. Issues to consider when choosing the model include: The number of dedicated staff. The amount of training and experience that the employees have. The physical and geographic layout of the department. The media used by the department. The existing filing equipment. Access restrictions. GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 3 of 13

16 The business, service, and operating environment of the department The budget. The level of authority assigned to staff. Records Management Procedures Procedures should be in place before ARCS is implemented because they will guide the implementation. If the department does not have any procedures in place, then the first stage in the implementation plan may be to develop procedures. Procedures will be needed covering the following areas: Creating records and opening files Logging and tracking records On- and off-site storage of records Closing files Applying retention and disposition Authority and Responsibility The department should identify those people who will have primary responsibility for implementing and maintaining the filing system. In a centralized system with centralized control, these will be the dedicated records management staff. With decentralized locations, these may be operational staff or support staff who are assigned the task of maintaining the system within their work unit. Responsibility and accountability is also assigned at the management and senior management levels. Management is responsible for ensuring that complete and accurate records are created for the programs that they direct. They are also responsible for ensuring that employees are following ARCS and ORCS, and implementing records management procedures. Training Employee training requirements should be determined before the system is implemented. Management and end-users will have different training requirements than those employees who have records management responsibilities. Some employees may have taken training in the past, or have prior experience with ARCS. These employees should be identified. Training is a part of any implementation plan, but can only be included in the plan if the training needs are known. Introductory courses are available from the Records Management Unit of Public Works and Services. The department should also provide instruction on department-specific procedures. GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 4 of 13

17 Implementation Strategy The implementation strategy answers the following questions: 1. Where should the project begin? Should ARCS be implemented in one division or unit, and then gradually introduced throughout the department, or implemented throughout the department from the start? 2. Which tasks need to be completed first? What is the order in which the tasks should be completed? Which tasks depend on other tasks? 3. How much time is available to complete the project? Can all of the tasks be accomplished within the time frame? Do we have enough resources to complete the project within the time frame? 4. Have management and staff bought in to the project? Will they be supportive? Are some units more supportive than others are? 5. Is it necessary to convert an old filing system to the new ARCS? Is there a cut-off date for the system? When a cut-off date is set, all of the records created after that date will be converted to the new system, while the records created before that date will either be maintained in the older system, or handled through a separate clean-up project. Will all of the records be converted all at once, or will the department run parallel systems for a period? 6. Are there other opportunities that may be created by the project, such as setting standards within the department? The answers to these questions will help a records coordinator organize the project and estimate how long it will take. Approvals and Authorization Before you write the implementation plan, you should identify the person in the organization who has the authority to approve the plan. A plan that must be approved by the Deputy Minister may have a very different focus than a plan that is approved at a director or managerial level. You should also identify how much authority and autonomy you will need in order to implement the plan. The project will not be successful if you do not have enough authority to make necessary decisions or delegate tasks to other people. GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 5 of 13

18 Getting Started Purchase filing supplies and equipment, if needed. If colour-coded files and open storage units are to be used, order supplies at least a month before the planned start date. Some of these supplies may have to be ordered from a supplier outside your community. Purge Transitory Records With help from employees who are familiar with the records, remove any non-record materials from the filing cabinets. Consult the Transitory Records Schedule (Records Disposition Authority ) for a list of materials that can be purged. Conduct a Records Inventory A records inventory is a survey of your division s file collection. It is used to identify which records should be converted, and how they will be converted. An inventory will identify the following: The volume and location of records in the department. Whether records are originals or duplicates. All administrative records series. A series is a group of related records. All operational records series. The date range of the records. The physical format and media of the records; e.g., paper, microfilm, videos, audio cassettes, computer disks, electronic database. In addition, a records inventory will provide you with detailed information about the following: The types of information contained in the records. The types of records, and the functions that create them. Who produces the records and why. Who uses the records and why. The information needs of the records users. Information, such as program histories or the identification of sensitive or long-term records, which will aid in determining retention periods. Conducting the Records Inventory To conduct an inventory: Number each record storage unit in the department; not only filing cabinets, but also open shelving, bookcases, and desk drawers. Use a masking tape tag to affix consecutive numbers to all units. Begin the inventory with the general office files before proceeding into individual offices. This will give the staff time to prepare for the inventory and to become accustomed to the inventory process. GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 6 of 13

19 When inventorying records in individual offices, be sure to ask the staff about the records. Go through each records storage unit in a methodical way. Rather than a file-by-file inventory, try to get a sense of the types of records in each drawer (government building lease files, fishing licenses), and a reasonable sampling of dates ( and ). If a drawer contains many different types of records, it may be necessary to do a more detailed file-by-file listing of the contents. Be sure to provide all the information required on the inventory form. Record information legibly. Use a laptop computer if one is available. Take frequent breaks. Doing an inventory can be boring, and it is important to stay focussed. Inventory Form Record the following information on an inventory form. A sample form is provided on the following page. Information on the form: 1. Department: the full name of the department 2. Division / Section: the full name of the division and section 3. Building / Floor / Office: the full address 4. Equipment Type: for example, 4-drawer vertical cabinet, or 5-drawer lateral cabinet, or 3-shelf bookshelf 5. Department Number: the inventory number(s) that were applied to the cabinets, shelves, and other storage units 6. Date: the date the inventory was completed 7. Inventoried by: the name(s) of all person(s) who conducted the inventory 8. Phone No.: the number for the divisional contact who completed the inventory 9. Community: the community where records are located 10. Drawer / Shelf No.: for example, drawer 3 or shelf Volume: whether drawer is ¼, ½, or ¾ full; or full 12. Type of Filing: how the files are arranged; for example, alphabetically by name, by invoice date, by date of application, or by a pre-assigned number 13. Media Type: for example, paper, electronic records, audiotapes 14. Record Series: the records series or groups of records in each drawer / shelf. Be specific. For example, student loan files is more descriptive than simply client files 15. Originals / Duplicates: note whether the records are originals or copies 16. Administrative / Operational: note whether the records are administrative or operational 17. Date Range: note the earliest and most recent dates; for example, Jan March Page x of y page: number pages of inventory form for tracking purposes Attach any other information that may be useful to your project. GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 7 of 13

20 RECORDS SERIES INVENTORY Department 1 ECE Division/Section 2 Corporate Services Building/Floor/Office 3 Laing 6 Equipment Type 4 Lateral File Cabinet Dept. Number Date 6 May 23, 2005 Inventoried by 7 Ron McDonald Phone No Community 9 Yellowknife Drawer/ Shelf No. 10 Volume (¼, ½, ¾, full) 11 Type of Filing (Alpha, numeric) 12 Media Type (e.g., Paper, microfiche) 13 Record Series (e.g., purchase orders, employee files, client files) 14 Originals/ Duplicates 15 Administrative/ Operational 16 Date Range /4 full Alpha Paper - Terminated employees files Copy Admin-HR Full Alpha Paper - Employee files (active) Copy Admin-HR current 14-3 Full Alpha Paper - T4's, attendance registers, payroll Original Admin-HR distribution reports /4 full Alpha Paper - Leave and attendance Original Admin-HR current GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 8 of 13

21 File-by-File Records Inventory File by file inventories are necessary when a filing cabinet or computer directory contains mix of unrelated files. In a file-by-file inventory, you will list every file folder in the filing cabinet. A sample file-by-file inventory form is on the next page. Information on the form: 1. Department & Area Name: the name of the department, division and section 2. Inventoried by: the name(s) of the person(s) who conducted the inventory 3. Phone: the telephone number of the person who completed the inventory 4. Date: the date the inventory was completed 5. File number: the number or other description used on the file or record 6. Volume: the volume number of the file 7. Title: the full title of each file or record. Do not use abbreviations 8. Contents / Description: a brief description of the contents of each file. It is important to capture the purpose and value of the records. Major reports and original documents such as licenses, drawings, certificates, or plans should also be highlighted 9. Date Range: the earliest and most recent dates of the records 10. Remarks: any information that may be useful in processing the records; for example, if the records are ready for disposition according to an approved records schedule. The departmental Records Coordinator and GNWT Records Management will verify all retention periods prior to any disposition action 11. Page x of y pages: number the pages of the inventory form for tracking purposes GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 9 of 13

22 Department & Area Name: 1 Building Maintenance- Utility Group FILE-BY-FILE RECORDS INVENTORY Inventoried by: 2 Vicky Filer Phone: File Number Volume Title Content/Description Date Range Remarks Building Directory - A listing of all GNWT owned buildings, addresses and locations throughout the NWT Conference Room Bookings - Records of conference room bookings and usage statistics Requests for Space - Requests for space and allocation of office space, work sites for current and future needs Janitorial Services - Correspondence on janitorial service needs, types of janitorial services, maintenance and servicing of Government buildings and facilities Snow Removal - Correspondence on snow removal including complaints of icy sidewalks due to lack of snow removal Heating - Problems with old heating system, concerns Re: heating costs, installation of new heating system and controls. Date May 22, 2005 Done: Archival Selection Apr 93 - Mar 95 Jan 82 - Dec 95 Apr 93 - Mar 95 Feb 94 - Mar 95 Nov 94 - Oct 95 GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 10 of 13

23 Converting the Files Analyzing the Inventory Review the completed inventories with the users of the records. Review all records against existing records disposition authorities, such as ARCS or ORCS. Many of the records may be ready for destruction, transfer to a records centre, or transfer to the NWT Archives. Establish a cut-off date for converting the records to ARCS. Records created or received before that date should not be converted. Exceptions may include such records as contract files, agreements, or committee records that are still open and being used on a regular basis. Records created or received after the cut-off date must be converted to ARCS. Records that are not converted to ARCS should be removed from the filing cabinets, boxed, and scheduled with a One-Time Records Schedule. Assigning File Numbers Using the inventory forms, assign ARCS primary and secondary numbers to every series of administrative records. Decide if tertiary numbers will be used. If you are using tertiary numbers, decide how they will be assigned for each series of records. For example, will the tertiaries be numbered consecutively or will you use another numbering or alphabetic scheme to identify individual files? Show the file numbers to the users of the records after you have finished assigning them. Make sure that the users understand why the classification numbers were chosen. Prepare a File List or Enter files into irims After you have reviewed the classification numbers with the users of the records, list each individual file folder on a file list, or enter them into irims. irims is an electronic records management system that manages files, folders, and boxes. At this time, assign tertiary numbers to individual folders. On each folder, write the classification number. At minimum, the file list should contain the following information: 1. ARCS file number (primary-secondary-tertiary). 2. The title of each file. 3. The volume number, if the file is broken into several volumes. 4. The open date of the file. 5. The closed date of the file, if appropriate. 6. Whether the file is a master file or a copy. 7. The old file number, if any. Save the file list in a shared network directory, where all users can access it. IRIMS training is available from the Records Management section of Public Works and Services. GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 11 of 13

24 Preparing Labels Active files, or files that will be remaining in the department, must be relabelled. Labels should contain the following information: ARCS file number (primary-secondary-tertiary). The title of each file. The volume number, if the file is broken into several volumes. The open date of the file. The closed date of the file, if appropriate. It is useful to include the retention period on the file label. If your files and folders are entered into irims, you can use irims to print folder labels. Here are a few tips for using colour-coded alphabetic or numeric labels on your folders: Use coloured labels with restraint. Too much colour reduces their effectiveness. Date labels should indicate the month or year that the file was opened. Use file guides to identify where a primary starts. Use colour-coded labels for secondary and/or tertiary numbers only. Using colourcoded labels for the primary, secondary, and tertiary classification numbers is confusing to the eye. Training Staff to Use the New Filing System After you have finished converting the filing system, give users an orientation to the system. Explain how the classification numbers were assigned. Teach them to use the ARCS manual and how to identify the classification numbers that they will use frequently. Teach them how to look up files on the file list. Provide procedures on how to open and close files. Also provide procedures on how to charge out files and track their location. Follow up with users every couple of months to find out if there are any concerns with the conversion. Converting Electronic Records Set up folders on a shared directory for each section in ARCS. Next, set up sub-folders for each of the primaries that are being used in the paper system. It is not necessary to create a folder for every primary in ARCS. At minimum, set up folders to the primary level. Additional subfolders can be set up for secondaries and tertiaries, as necessary. GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 12 of 13

25 Example: Administration 1025 Planning and Organization Work Plans 1145 Committees GNWT Communications Working Group Information Technology Advisory Committee Public Records Committee Recorded Information Management Committee Buildings and Properties Equipment and Supplies Finance 4240 Budgets Planning Department Business Plan Human Resources Information Services Move electronic documents into the appropriate folders. Delete any transitory information. Once you have finished moving or renaming the folders, review the new directory structure with the users of the records. Explain how the classification numbers were assigned. Teach them to use the ARCS manual to look up records and create new directories. Provide procedures on how to create new directories. Contact your records coordinator or the Records Management section of Public Works and Services for more information on how to classify and manage electronic records. GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 13 of 13

26 DISPOSITION OF RECORDS Records Disposition Disposition is the final stage in a record s life cycle. When administrative records reach the end of their full retention period according to the GNWT s Administrative Records Classification System (ARCS), and they are no longer required by the organisation that created them, they may be disposed of. Disposition takes place in one of two ways: destruction or transfer to the NWT Archives. Records destruction Destruction refers to the actual physical destruction of records. Paper records are shredded, burned or recycled. Microforms are shredded or macerated and recycled. The information stored on such electronic records as computer disks, sound recordings, film reels, etc. can be wiped (i.e. overwritten multiple times) or the storage media can be shredded. Transferring records to the NWT Archives Administrative records that have archival selection (AS/D) as their final disposition are transferred to the NWT Archives for review. Administrative records selected by the Archives for permanent preservation become part of their permanent collection. This enables information essential to the government to be preserved. Although departments can still access their records, custody and ownership of the records is transferred to the Archives. According to the Archives Act, a person can be fined up to $5,000 for destroying government records without appropriate authorization. ARCS has been approved as a records disposition authority for administrative records. This approval provides the government with the authority to dispose of administrative records that have reached the end of the retention periods specified in ARCS. Advantages of Final Disposition The following advantages result from carrying out final disposition: Cost savings. Preservation of the documentary heritage of the Government of the Northwest Territories. Reduction in the volume of unnecessary records stored in departments and records centres. Protection of the legal and financial interests of the GNWT. Criteria for Final Disposition Before administrative records can be destroyed or transferred to the NWT Archives, the records must: Be covered by ARCS. Be properly prepared, boxed and listed. Have met their retention period as specified under ARCS, and have no further value to the originating organisation. Have been approved for destruction or transfer to the NWT Archives by the program December 2005 Page 1 of 3

27 director, the departmental records coordinator, and the GNWT Records Management Section. Final Disposition Process Records in Departments The following steps are followed to dispose of physical records that have reached the end of their retention period while still located in your department: Separate the files into boxes according to the means of final disposition: destroy or archival selection. Separate the boxes into separate groups, called transfers, according to the means of final disposition: destroy or archival selection. List the files on Box Inventory Forms. Send the forms to your department s records coordinator for review. The records coordinator will send the lists and a disposition approval letter from your Director or Regional Superintendent to the Records Management unit, Public Works and Services. The Records Management unit will send disposition labels to you. Place the labels on the boxes. After you have put the labels on the boxes, contact Records Management to arrange to have the boxes shipped to the Records Centre. Boxes that have a final disposition of Archival Selection will be offered to the Northwest Territories Archives. Any records that the Territorial Archivist does not select will be destroyed. Records Management will advertise the destruction of the boxes in the Northwest Territories Gazette. They will also notify Nunavut of the destruction of any records created before April 1, If there are no requests to view the records as a result of the NWT Gazette advertisement, and if Nunavut does not request any of the records, then the records will be destroyed. Requests to review the records as a result of the NWT Gazette advertisement will be forwarded to your department. Request for records from Nunavut will be reviewed with your Records Coordinator prior to sending the files to Nunavut. Final Disposition Process Records in Records Centre The following steps are followed to dispose of physical records that have reached the end of their retention period while in storage in the Records Centre: Once a year, the Records Management unit of Public Works and Services will advise your department s records coordinator of boxes in the Records Centre that are eligible for disposition. This information can be requested from the Records Management unit at any time. Your records coordinator will obtain a disposition approval letter from your Director or Regional Superintendent. Your records coordinator will send this letter to the Records Management unit, Public Works and Services. The Records Management unit will offer any boxes that have a final disposition of Archival Selection will be offered to the Northwest Territories Archives. Any records that the Territorial Archivist does not select will be destroyed. Records Management will advertise the destruction of the boxes in the Northwest Territories Gazette. They will also notify Nunavut of the destruction of any records created before April 1, If there are no requests to view the records as a result of the NWT Gazette advertisement, and if Nunavut does not request any of the records, then the records will be destroyed. Requests to review the records as a result of the NWT Gazette advertisement will be December 2005 Page 2 of 3

28 forwarded to your department. Request for records from Nunavut will be reviewed with your Records Coordinator prior to sending the files to Nunavut. Final Disposition Process Electronic Records The following steps are followed to dispose of electronic records that have reached the end of their retention period while stored in irims or a document management system: Obtain a report of all electronic records that are eligible for final disposition from the system administrator. Your records coordinator will obtain a disposition approval letter from your Director or Regional Superintendent. Your records coordinator will send this letter and a list of the electronic records to the Records Management unit, Public Works and Services. The Records Management unit will offer any electronic records that have a final disposition of Archival Selection will be offered to the Northwest Territories Archives. Any electronic records that the Territorial Archivist does not select will be destroyed. Records Management will advertise the destruction of the boxes in the Northwest Territories Gazette. They will also notify Nunavut of the destruction of any records created before April 1, If there are no requests to view the electronic records as a result of the NWT Gazette advertisement, and if Nunavut does not request any of the electronic records, then the records may be destroyed. Requests to review the records as a result of the NWT Gazette advertisement will be forwarded to your department. Request for electronic records from Nunavut will be reviewed with your Records Coordinator prior to sending the electronic to Nunavut. Records Management will advise the system administrator that the electronic records may be erased from the system. December 2005 Page 3 of 3

29 OPERATIONAL RECORDS CLASSIFICTION SYSTEM (ORCS) Every department, board or agency creates and receives records related to general administrative, facilities, supply, financial, personnel, and information service functions. These administrative records are managed under the Administrative Records Classification System (ARCS). The same departments, boards and agencies create and receive operational records that relate to the specific programs and services they provide according the statute, mandate, or policy. Because they are generated in the carrying out of the specific functions of a department, board or agency, operational records are unique to each department. As such, they cannot be managed under a single, standard classification system. Rather, a separate Operational Records Classification System (ORCS) must be developed to accommodate the operational records that relate to the particular programs and services. The development of an Operational Records Classification System (ORCS) is the responsibility of each department, board or agency. Contact your records coordinator to determine if your department already has an ORCS. Each department, board or agency is also responsible for ensuring that the retention periods and dispositions assigned to operational records meet all relevant legislative and regulatory requirements. The Records Management unit of Public Works and Services can provide advice and assistance in the development of an ORCS. An ORCS is a subject or function-based disposition authority that incorporates the same two elements found in ARCS: a block numeric classification system and a retention schedule. As a classification system, an ORCS assigns a 4-digit numeric code to primaries of related records. The primary numbers reserved for all operational schedules range from 0100 to 0999, and from 7000 and up. (Numbers between 1000 and 6999 are reserved for ARCS.) Secondaries within each primary are assigned a 2-digit numeric identifier. As a retention schedule, an ORCS includes scope notes that describe the records included in each primary, specifies the retention periods for the active and semi-active phases in each secondary, and indicates the final disposition for those records. Although the content of each ORCS is specific, the structure of an ORCS is essentially the same as that of ARCS. To become familiar with this structure, review the How to Use the Administrative Records Classification System (ARCS) section of this manual. Records Management reviews each ORCS that is developed by a department, board or agency, and then submits it to the Public Records Committee (PRC). The PRC ensures GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 1 of 2

30 that each ORCS meets the legal, fiscal and administrative requirements of the GNWT, and confirms whether the final disposition of included records is to be destruction or archival selection. The PRC s approval of an ORCS is required before the records it manages can be destroyed or transferred to the NWT Archives. New programs are often developed within a department, or existing programs may be amended, cancelled or transferred to another department. The organizational structure of a department, board or agency may be changed to facilitate the delivery of new programs or services. New legislation may specify the retention of additional records, or increase existing retention periods. All of these changes can affect the management of operational records, and may necessitate revising an ORCS to accommodate them. The departmental record coordinator should ensure that all existing ORCS are still valid and can be used or require amendments. GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 2 of 2

31 SECTION 1 ADMINISTRATION Section 1, Administration organizes records related to administrative subjects. It includes records related to acts and legislation, agreements, committees and commissions, cooperation and liaison with associations, businesses, organizations, external agencies, corporations, provincial and territorial governments and the federal government. Administration also organizes records related to conferences, meetings, office support services, reports and statistics, postal services, protocol issues, risk management, security and the delegation of authority. Amended July 1998

32 LIST OF PRIMARIES ADMINISTRATION SECTION Administration - General 1015 Departmental Meetings 1025 Planning and Organization 1027 Access to Information / Protection of Privacy - Administration 1029 Access to Information / Protection of Privacy - Requests 1040 Acts and Regulations - Government of the Northwest Territories 1045 Acts and Regulations - Federal / Provincial / Yukon / Nunavut 1055 By-laws / Resolutions - Municipal 1080 Agreements - Federal / Provincial / Yukon / Nunavut 1085 Agreements - Northwest Territories 1090 Agreements - Land Claims and Land Settlements 1097 Agreements - Municipal / Hamlet / Settlement / Band Council 1100 Appreciation / Complaints 1115 Associations / Clubs / Societies 1145 Committees - Government of the Northwest Territories 1155 Committees - Federal / Provincial / Territorial 1165 Committees - International 1170 Committees - Division of the Northwest Territories Administration Revised November 2005 Page 1 of 42

33 LIST OF PRIMARIES ADMINISTRATION SECTION Conferences / Seminars / Workshops 1200 Information Exchange - International 1210 Information Exchange - Federal / Provincial / Yukon / Nunavut 1225 Information Exchange - Government of the Northwest Territories 1230 Information Exchange - Non-GNWT Organisations 1255 Intellectual Property 1275 Directorate 1280 Division of the Northwest Territories 1285 Emergency Services / Disaster Planning 1290 Executive Council (Cabinet) 1300 Government Initiatives 1305 Legal Matters 1310 Legislative Assembly 1315 Licenses and Permits 1320 Mail, Freight and Courier Services 1329 Official Languages 1343 Protocol 1344 Regional Operations Administration Revised November 2005 Page 2 of 42

34 LIST OF PRIMARIES ADMINISTRATION SECTION Reports and Statistics 1390 Security Administration Revised November 2005 Page 3 of 42

35 ADMINISTRATION - GENERAL 1000 Records that are created as a result of general administrative functions and activities of the Department and that do not fit elsewhere in the 1000 Section. The primary includes chronos, which are copies of records created for the convenience of the Department/Division. The official record must always be filed under the appropriate subject. For Ministerial, Deputy Minister and Assistant Deputy Minister chronos, see Primary Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 30 Chronos 2 nil D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 4 of 42

36 DEPARTMENTAL MEETINGS 1015 Records related to internal Division or Department meetings, working groups, and committees. Included are policies, procedures, notices of meetings, agendas, minutes, information items, reports and any other material generated as a result of the meetings. Secondary 25 is used for staff meetings, working groups and internal committees. Secondary 50 is used for meetings of the Department s senior management. Senior management includes the Deputy Minister, Assistant Deputy Minister, President, directors, and regional superintendents. For committees involving other departments, governments, or organizations, see Primaries For conferences/seminars/workshops, see Primary For records related to the organization and/or reorganization of the Department/Division, see Primary For committee records related to Division of the NWT and the creation of Nunavut, see Primary For non-committee records related to Division of the NWT and the creation of Nunavut, see Primary Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 25 Meetings 2 5 D 2 nil D 50 Departmental Senior Management Meetings 2 5 AS/D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Revised February 2002 Page 5 of 42

37 PLANNING AND ORGANIZATION 1025 Contains records relating to planning for the department, the organization of the department, and evaluations of departmental programs. Includes information about departmental planning and strategic planning; reorganizations; and changes to the department s mandate, objectives, functions, and reporting relationships, including privatization of government programs. Also includes information about the implementation of departmental programs, evaluations of departmental programs, and other information used to evaluate the efficiency and effectiveness of departmental programs. Use for studies, surveys and evaluations of the effectiveness of department programs, and for measurement of the department s performance. Also use for department and division work plans. Examples of records include plans, program evaluation reports, studies, surveys, organizational and functional charts, proposals. For information related to human resource planning, see Primary For records related to Division of the Northwest Territories and the creation of two new territories, see Primary For committee records related to the Division of the Northwest Territories and the creation of two new territories, see Primary Policy and Procedures S/O 7 AS/D 2 nil D 01 General 2 nil D 2 nil D 20 Department / Division Strategic Planning / Organization / Reorganization 22 Management Studies and Surveys S/O* 7 AS/D S/O nil D S/O** 7 AS/D S/O nil D 32 Performance Measurement S/O** 7 AS/D S/O nil D 40 Program Implementation / Evaluation S/O 7 AS/D S/O nil D 45 Work Plans 2 5 D 2 nil D S/O* = retain on-site until reorganization is completed S/O** = retain until the project, study, or survey research is completed, replaced or cancelled A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 6 of 42 Revised November 2005

38 ACCESS TO INFORMATION / PROTECTION OF PRIVACY ADMINISTRATION Records related to the development, implementation and amendment of policies, guidelines and procedures to comply with the provisions of the Access to Information / Protection of Privacy Act. This includes the right to access Government information by individuals, groups and organisations as specified under the Act. It also includes records on the collection, use, disclosure and protection of personal information. For access to information requests, see Primary Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records co-ordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 10 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Access to Information / Protection of Privacy S/O 10 AS/D S/O nil D 42 A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 7 of 42

39 ACCESS TO INFORMATION / PROTECTION OF PRIVACY REQUESTS Records related to requests under the Access to Information/Protection of Privacy Act. It includes all information related to a request, including the original request, notice of change (scope of request), collection fees, acknowledgement of receipt of request, follow up letters and transmittal memos, access request review, request for extension, third party notification, access request review recommendations and summaries, and request response package, including any severed information. If access is denied notification of a review or complaint request from the Commissioner should be included, along with mediation authorisation and settlements, representations from parties and reports, recommendations, and Orders issued by the Commissioner. Also contains requests for correction of personal information by individuals under the provisions of the Act, including the original request, request response package, and any severed information. For other records related to the Act but not dealing with requests, see Primary Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 10 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Access to Information / Protection of Privacy Requests 25 Access Commissioner - Orders / Recommendations S/O* 10 AS/D S/O nil D S/O* 10 AS/D S/O nil D S/O* = retain on-site until all actions related to each request are completed (including decisions on appeals) A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 8 of 42

40 ACTS AND REGULATIONS GOVERNMENT OF THE NORTHWEST TERRITORIES Records related to the enactment and amendment of bills, acts and regulations of the Northwest Territories. It includes correspondence, working papers and any other records pertaining to the amendment or enactment of Territorial legislation. The primary includes records where administrative responsibility for administering acts or regulations is assigned to one Department. It also includes records where administrative responsibility for administering acts or regulations is assigned to more than one department. For federal, provincial, Yukon or Nunavut acts and regulations, see Primary For by-laws and resolutions of cities, towns, villages, hamlets, settlements and charter communities, see Primary Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 10 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 NWT Government Acts and Regulations 25 Department Specific Legislation / Regulations S/O* 6 D S/O nil D S/O* 10 AS/D S/O nil D S/O* = retain on-site until the act or regulation is superceded, amended or cancelled A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 9 of 42

41 ACTS AND REGULATIONS 1045 FEDERAL / PROVINCIAL / YUKON / NUNAVUT Records related to the enactment and amendment of acts, bills or regulations by the federal government, provincial governments, and Yukon and Nunavut Governments. Included are individual bills, acts and regulations, as well as working papers, correspondence, and any other records dealing with federal/provincial/territorial legislation. For NWT acts and regulations, see Primary For by-laws and resolutions of cities, towns, villages, hamlets, settlements and charter communities, see Primary Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 10 Federal S/O nil D S/O nil D 20 Alberta S/O nil D S/O nil D 25 British Columbia S/O nil D S/O nil D 30 Manitoba S/O nil D S/O nil D 35 New Brunswick S/O nil D S/O nil D 40 Newfoundland and Labrador S/O nil D S/O nil D 45 Nova Scotia S/O nil D S/O nil D 50 Nunavut S/O nil D S/O nil D 55 Ontario S/O nil D S/O nil D 60 Prince Edward Island S/O nil D S/O nil D 65 Quebec S/O nil D S/O nil D 70 Saskatchewan S/O nil D S/O nil D 75 Yukon Territory S/O nil D S/O nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 10 of 42

42 BY-LAWS / RESOLUTIONS - MUNICIPAL 1055 Records related to the enactment and amendment of by-laws that fall under the jurisdiction of cities, towns, villages and hamlets. Also includes the enactment and amendment of resolutions that fall under the jurisdiction of settlements and charter communities. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 By-Laws / Resolutions S/O 6 D S/O nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 11 of 42

43 AGREEMENTS-FEDERAL / PROVINCIAL / YUKON / NUNAVUT 1080 Records related to all formal non-financial federal/provincial/territorial agreements, memoranda of understanding and protocols between the Department and one or more of: the federal government, a provincial government, the Yukon Government, or the Nunavut Government. It includes all draft agreements, approved agreements, negotiations, working papers, and all other documentation leading to the development, formation and approval of federal/provincial/territorial agreements. For financial agreements and arrangements, see Primary For non-financial agreements between the Department and another GNWT department or an NWT organization, see Primary For non-financial agreements between the Department and municipal authorities, hamlets, settlements, and band councils, see Primary For agreements that relate to land claims or land settlements, see Primary Agreements are administrative records, even though they have considerable operational impact. A copy should be placed on the appropriate subject file. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 10 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Individual Agreements S/O* 10 AS/D S/O nil D S/O* = retain on-site until agreement is cancelled or amended A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 12 of 42

44 AGREEMENTS - NORTHWEST TERRITORIES 1085 Records related to all formal non-financial territorial agreements, memoranda of understanding, and protocols between the Department and other GNWT departments, or NWT associations or organisations. Includes draft agreements, approved agreements, negotiations, working papers and all other documentation leading to the development, formation and approval of agreements. For financial agreements and arrangements, see Primary For agreements that relate to land claims or land settlements, see Primary For non-financial agreements between the Department and the federal government, the Yukon Government or a provincial government, see Primary For non-financial agreements between the Department and municipal authorities, hamlets, settlements and band councils, see Primary Agreements are administrative records, even though they have considerable operational impact. A copy should be placed on the appropriate subject file. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 10 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 NWT Agreements S/O* 10 AS/D S/O nil D S/O* = retain on-site until agreement is cancelled or amended A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 13 of 42

45 AGREEMENTS - LAND CLAIMS & LAND SETTLEMENTS 1090 Records related to the preparation and compilation of land settlement agreements in the NWT. Contains draft agreements, approved agreements, negotiations, implementation records and all other documentation leading to the development, formation, approval and implementation of land claim and land settlement agreements. For financial agreements and arrangements, see Primary Agreements are administrative records, even though they have considerable operational impact. A copy should be placed on the appropriate subject file. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 10 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Land Claims / Settlement Agreements S/O* 10 AS/D S/O nil D S/O* = retain on-site until termination of formal agreement A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 14 of 42

46 AGREEMENTS MUNICIPAL / HAMLET / SETTLEMENT / BAND COUNCIL Records related to all formal non-financial agreements, memoranda of understanding, and protocols between the Department and municipal authorities, hamlets, settlement and band councils. Includes draft agreements, approved agreements, negotiations, correspondence, working papers and other records leading to the development and approval of agreements. For financial agreements and arrangements, see Primary For agreements related to land claims or land settlements, see Primary Agreements are administrative records, even though they have considerable operational impact. A copy should be placed on the appropriate subject file. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 10 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Agreements S/O* 10 AS/D S/O nil D S/O* = retain on-site until agreement is cancelled or amended A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 15 of 42

47 APPRECIATION / COMPLAINTS 1100 Records include general letters of praise, appreciation, courtesy or complaint, received or sent by the Division/Department. It includes congratulatory notes, letters of appreciation, messages of condolence and holiday greetings. Records related to a specific program or function should be placed on the appropriate administrative or operational file. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 7 D S/O nil D 01 General 2 nil D 2 nil D 20 Congratulations, Complaints, Greetings, Invitations, etc. 2 nil D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 16 of 42

48 ASSOCIATIONS / CLUBS / SOCIETIES 1115 Correspondence between the Department and non-program specific associations, clubs, federations, foundations, leagues, orders, societies and other groups that Departmental staff interact with professionally. An example is the Purchasing Management Association of Canada (PMAC). It includes proceedings, minutes, annual reports, financial statements and membership fees. For general exchanges of information between the Department and non-gnwt organisations such as municipalities, institutes, schools, universities, etc., see Primary Records related to associations, etc., which a Department corresponds with as part of the Department s operational mandate, are considered to be operational. These records should be filed on the operational subject file. For example, in the Department of Education, Culture and Employment, the NWT Teachers Association (NWTTA) would be considered a program specific association. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 D S/O nil D 01 General 2 nil D 2 nil D 20 Individual Associations, Clubs, Societies, etc. 2 nil D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 17 of 42

49 DISCONTINUED. USE (Was Internal Publications) 00 Discontinued. Use (was Policy and Procedures) 01 Discontinued. Use (was General) 30 Discontinued. Use (was Development Files ) A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration February 2002 Revised November 2005 Page 18 of 42

50 COMMITTEES GOVERNMENT OF THE NORTHWEST TERRITORIES Records related to committees, commissions, councils, boards, groups, panels, secretariats, subcommittees, task forces or working groups involving the Department and another GNWT department, board or agency, or a non-government organization. Examples of records include letters of appointment, agendas, notices, minutes, and reports. Secondary 25 is used for committees on which the Deputy Minister is a member. Includes the GNWT Senior Management Committee of Deputy Ministers. Secondary 30 is used for committees, councils, boards, etc., involving other GNWT departments, boards, or agencies, and committees involving non-governmental organizations operating in the GNWT. For committees involving other Canadian governments and organizations, see Primary For international committees, see Primary For committees on Division of the NWT, see Primary For Executive Council (Cabinet) committees, see Primary For Legislative Assembly committees, see Primary For meetings that are internal to the Department, see Primary Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 25 Deputy Minister Committees 3 4 AS/D 2 nil D 30 Interdepartmental Committees 3 4 AS/D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Revised February 2002 Page 19 of 42

51 COMMITTEES - FEDERAL / PROVINCIAL / TERRITORIAL 1155 Records related to commissions, committees, councils, boards, groups, panels, secretariats, subcommittees, task forces, and working groups involving the federal government, a provincial government, another territorial government, or a national organization. Examples of records include agendas, notices, minutes, and reports. For committees that originate within the GNWT, see Primary For international committees, see Primary For committees on Division of the NWT, see Primary Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Intergovernmental Committees 3 4 AS/D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Revised February 2002 Page 21 of 42

52 COMMITTEES - INTERNATIONAL 1165 Records related to commissions, committees, councils, boards, groups, panels, secretariats, subcommittees, task forces, and working groups involving a foreign government or a foreign organization. Examples of records include agendas, notices, minutes, and reports. For committees that originate within Nunavut, Yukon, a provincial or federal government, see Primary For committees that originate within the GNWT, see Primary For committees on Division of the NWT, see Primary Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 International Committees 3 4 AS/D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Revised February 2002 Page 21 of 42

53 COMMITTEES - DIVISION OF THE NORTHWEST TERRITORIES 1170 Records related to commissions, committees, councils, boards, groups, panels, secretariats, subcommittees, task forces, and working groups which are involved in the Division of the Northwest Territories. Examples of records include agendas, notices, minutes, and reports. For non-committee planning records related to Division of the NWT, and the creation of Nunavut and a new Western Territory, see Primary For committees that originated within the GNWT, but which are not involved in the division of the NWT, see Primary For committees that originate within Nunavut, Yukon, a provincial or federal government, and which are not related to the division of the NWT, see Primary For international committees, see Primary Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Constitutional Development Steering Committee (Western Arctic) 4 10 AS/D S/O nil D 25 Division Review Committee 4 10 AS/D S/O nil D 30 Nunavut Implementation Committee 4 10 AS/D S/O nil D 35 Special Joint Committee on Division 4 10 AS/D S/O nil D 40 Committees - Other 4 10 AS/D S/O nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Revised February 2002 Page 22 of 42

54 CONFERENCES / SEMINARS / WORKSHOPS 1185 Records related to the establishment, organization, planning, participation in, and function of conferences, workshops, seminars and symposiums. Examples of records include agendas, participation lists, presentations, minutes, handouts, conference papers, conference proceedings, and reports. Secondary 10 is used for information about conferences, etc., attended by the Department or in which the Department was a participant. Note: information about conferences which were not attended by the Department is reference material and may be removed from the conference files. Secondary 20 is used for records about conferences, etc., organized by the Department. Used for all records created in order to establish, plan, and put on an event. For associations, clubs and societies, see Primary For committees and commissions, see Primaries For training seminars and courses, see Primary Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 10 Conferences Attended by the Department 20 Conferences Organized by the Department 2 5 D 2 nil D 2 5 AS/D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Revised February 2002 Page 23 of 42

55 INFORMATION EXCHANGE - INTERNATIONAL 1200 Records related to the general exchange of information and liaison activities between the Department and a foreign government or an international organization. It includes the routine exchange of information and unsolicited offers of service. For information exchange between the Department and other GNWT departments, boards and agencies, etc., see Primary For information exchange between the Department and non-gnwt organisations, see Primary For information exchange between the Department and the federal, provincial, Yukon or Nunavut Government, see Primary Records related to a specific subject or function should be placed on the appropriate administrative or operational file. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 International Governments / Organisations 2 4 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 24 of 42

56 INFORMATION EXCHANGE FEDERAL / PROVINCIAL / YUKON / NUNAVUT Records related to the general exchange of information and liaison activities between the Department and the federal government, a provincial government, or the Governments of Yukon or Nunavut. It includes the routine exchange of information and unsolicited offers of service. For information exchange between the Department and other GNWT departments, boards and agencies, etc., see Primary For information exchange between the Department and non-gnwt organisations, see Primary For information exchange between the Department and foreign governments or international organisations, see Primary Records related to a specific subject or function should be placed on the appropriate administrative or operational file. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Federal Government 2 4 D 2 nil D 25 Provincial / Yukon / Nunavut Government 2 4 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 25 of 42

57 INFORMATION EXCHANGE GOVERNMENT OF THE NORTHWEST TERRITORIES Records related to the general exchange of information and liaison activities between the Department and all other GNWT departments, boards, agencies, councils, etc. It includes the routine exchange of information and unsolicited offers of service. For information exchange between the Department and foreign governments or international organisations, see Primary For information exchange between the Department and non-gnwt organisations, see Primary For information exchange between the Department and a federal, provincial, Yukon or Nunavut government, see Primary Records related to a specific subject or function should be placed on the appropriate administrative or operational file. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Individual GNWT Departments, Boards, Agencies, Councils, etc. 2 4 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 26 of 42

58 INFORMATION EXCHANGE - NON-GNWT ORGANIZATIONS 1230 Records related to the general exchange of information and liaison activities between the Department and non-gnwt organisations, such as municipalities, institutes, schools, universities or organisations. It also includes information exchanges between the Division/Department and any corporation, firm, company or consultant the Department works with. For service contracts with consultants, see Primary For associations, clubs and societies, see Primary For information exchange between the Department and other GNWT departments, boards and agencies, etc., see Primary For information exchange between the Department and foreign governments or international organisations, see Primary For information exchange between the Department and a federal, provincial, Yukon or Nunavut government, see Primary Records related to a specific subject or function should be placed on the appropriate administrative or operational file. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Bands / Hamlets / Settlements / Municipalities 2 4 D 2 nil D 35 Non-GNWT Organisations - Other 2 4 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 27 of 42

59 INTELLECTUAL PROPERTY 1255 Records related to granting and obtaining copyright and trademarks. Includes information about the GNWT s Visual Identity Program. Used for information about the use of GNWT trademarks, and copyrighted materials and photographs. It includes general information related to trademarks and copyright, such as the Copyright Act and copyright collectives. For Ceremonies, Events and Tours, see Primary For Publications, see Primary A copy should be placed on the appropriate subject file. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 10 AS/D S/O nil D 01 General 2 nil D 2 nil D 40 Copyright S/O* 10* D S/O nil D 55 Trademarks S/O* 10* D S/O nil D 60 Visual Identity Program S/O 5 D S/O nil D S/O* = retain on-site until all actions related to the granting of copyright or trademark or obtaining permission for use are complete 10* = retain as semi-active in storage for 10 years and then review status - if evidence of authorisation of copyright is required, retain record and review every 10 years A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 28 of 42 Revised November 2005

60 DIRECTORATE 1275 Contains records relating to the Minister, the Deputy Minister, the Assistant Deputy Minister, the President, or equivalent. Secondary 20 is used for the Minister s correspondence. Usually arranged by date. Secondary 25 is used for briefing notes and briefing books prepared for the Minister. Secondary 30 is used for the Deputy Minister, Assistant Deputy Minister, President, or equivalent s correspondence. Usually arranged by date. Secondary 37 is used for files on issues being monitored by the Minister or Deputy Head. Secondary 40 is used for speeches and presentations given by the Minister or Deputy Head. For records related to the Executive Council (Cabinet), see Primary A copy of the record should be filed under the appropriate subject. Master files of Ministerial Chronos may be held in both the Minister s Office and the Department. Action requests and bring forwards initiated by the Minister or Deputy Minister should be filed under the appropriate subject. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Ministerial Chronos 2 8 AS/D 2 nil D 25 Briefing Notes and Briefing Books 2 5 AS/D 2 nil D 30 Deputy Head Chronos 2 8 AS/D 2 nil D 37 Issues Files 2 5 AS/D 2 nil D 40 Minister s Speeches 2 5 AS/D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Revised February 2002 Page 29 of 42

61 DIVISION OF THE NORTHWEST TERRITORIES 1280 Records related to the Division of the NWT, the creation of Nunavut, and the creation of a new Western Territory. It includes planning for the new Territories and the division of assets. For committees and commissions, etc., related to Division of the NWT, see Primary Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 10 AS/D 2 nil D 01 General 2 nil D 2 nil D 20 Creation of Nunavut S/O 10 AS/D 2 nil D 25 Creation of a New Western Territory S/O 10 AS/D S/O nil D 30 Planning for Division S/O 10 AS/D S/O nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 30 of 42

62 EMERGENCY SERVICES / DISASTER PLANNING 1285 Records related to the continuation and resumption of the Division=s/Department=s operations in the event of an emergency. It includes records related to the provision of assistance in an emergency, conservation procedures, and emergency handling of hazardous materials. It also includes emergency evacuation procedures for buildings and communities, and other building / community disaster plans. For recovery of business records after a disaster, see Primary For records related to personnel health and safety, see Primary If your Department has the mandate to provide emergency services, records generated as a result of an operational mandate should be filed on the appropriate operational file. A convenience copy may be filed here. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Disaster Plans S/O** 6 D S/O nil D 25 Emergency Evacuation Procedures S/O* 6 D S/O nil D S/O* = retain on-site until plan or procedure is amended or terminated s/o** = retain on-site until plan or procedure is amended or terminated. However, if a plan is used as a result of a disaster, the records generated as a result of the disaster/plan, plus a copy of the plan, should be filed with the relevant operational records. A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 31 of 42

63 EXECUTIVE COUNCIL (CABINET) 1290 Contains information documenting the Department s involvement with the Executive Council (also referred to as the Cabinet). Secondary 20 is used for copies of information about Cabinet Agenda Items received from the Cabinet Secretariat. Secondary 25 is used for copies of Cabinet Records of Decision. Secondary 30 is used for copies of information about Cabinet Committees received from the Cabinet Secretariat. Secondary 35 is used for records relating to the development of decision papers and option papers for presentation to Cabinet. For Ministerial records, see Primary Originals are held by the Cabinet Secretariat only. Documents held by another department are copies. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Cabinet Agenda Items * * * S/O nil D 25 Records of Decision * * * S/O nil D 30 Cabinet Committees * * * S/O nil D 35 Decision Papers/Options Papers S/O 10 AS/D S/O nil D * Use Copy File retention period. A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Revised February 2002 Page 32 of 42

64 GOVERNMENT INITIATIVES 1300 Records related to all current GNWT-wide initiatives. It includes community empowerment and user pay/user say. For records related to the Division of the NWT, the creation of Nunavut and the creation of a new Western Territory, see Primaries 1170 and Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 10 AS/D 2 nil D 01 General 2 nil D 2 nil D 20 Community Empowerment S/O 10 AS/D S/O nil D 25 User Pay / User Say S/O 10 AS/D S/O nil D 30 Public Private Partnerships (P3s) S/O 10 AS/D S/O nil D 35 Initiatives - Other S/O 10 AS/D S/O nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 33 of 42

65 LEGAL MATTERS 1305 Records related to legal matters, including legal opinions and legal actions. Secondary 30 is used for disputes between the Department and another party. It may be used for court actions, litigation, prosecutions, disputes handled through alternative dispute resolution mechanisms or alternative measures, and arbitration other than labour arbitration. It may also be used for information about constitutional challenges and interventions handled by the Department of Justice. Examples of records include statements of claim, originating notices, statements of defence, demands for interrogations, affidavits, examinations for discovery, notices of motion, correspondence between the parties, transcripts, court orders or judgements, terms of settlements, and notices of discontinuance. Secondary 35 is used for legal opinions. For labour arbitration, see Primary Legal opinions may be filed on the appropriate subject file. Departments that have an operational mandate to handle legal actions may have operational records classification systems (ORCS) that cover legal matters. It is recommended that departments keep legal records in a secure storage area. It is also recommended that departments limit access to these records to authorised staff. Federal and Territorial legislation and regulations may impose additional access restrictions on legal records. Departments should consult a lawyer if they have questions about access restrictions established by legislation. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 30 Legal Actions S/O* 25 D S/O nil D 35 Legal Opinions S/O** 10 AS/D S/O nil D S/O* = retain until settled, discontinued, or court order received, and all appeal periods expired. S/O** = retain until opinion is no longer relevant to current legislation. A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Revised May 2002 Page 34 of 42

66 LEGISLATIVE ASSEMBLY 1310 Contains information documenting the Department s relationship with the Legislative Assembly. Secondary 35 is used for information about the standing committees and special committees of the Legislative Assembly. Contact the Legislative Assembly for a current list of committees. Secondary 60 is used for commissioners and other officers who are appointed by the Legislative Assembly. These appointees are called Statutory Officers, and include the Official Languages, Information and Privacy, and Conflict of Interest Commissioners. Secondary 65 is used for information about the Legislative Assembly s Board of Management, including records of decision. Secondary 70 is used for oral and written questions and returns (also called responses or answers). For GNWT Committees, see Primary For Committees involving other Canadian governments, see Primary For Committees involving foreign governments, see Primary For Committees on the Division of the NWT, see Primary For Executive Council (Cabinet) records, see Primary See also Primary 1329 for Official Languages. See also Primaries 1027 and 1029 for Access to Information and Protection of Privacy. 00 Policy and Procedures S/O 8 AS/D S/O nil D 01 General 2 nil D 2 nil D 35 Standing Committees 4 4 AS/D S/O nil D 45 Discontinued ** ** ** ** ** ** 55 Discontinued ** ** ** ** ** ** 60 Statutory Officers 4 4 AS/D S/O nil D 65 Board of Management 4 4 AS/D S/O nil D 70 Oral and Written Questions 4 4 AS/D S/O nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Revised February 2002 Page 35 of 42

67 LICENSES AND PERMITS 1315 Records related to the acquisition of permits or licenses which cannot be classified elsewhere in ARCS or an ORCS. It may be used to keep track of permits and licenses held by the Department. For firearms licenses and registration, see Primary For vehicle licenses, see Primary Licenses or permits that are issued by a department as part of its operational mandate are operational records and should be scheduled in the relevant ORCS. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Licenses / Permits S/O* 2 D S/O nil D S/O* Retain until the license or permit is cancelled or replaced, or until equipment is disposed of, as appropriate. A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 36 of 42

68 MAIL, FREIGHT AND COURIER SERVICES 1320 Records related to postal, freight and courier services provided by Canada Post and private courier services. It also includes air and bus freight, inter-departmental mail, postal rates, reports of lost or damaged mail, rates, regulations and registered mail receipts. For original financial payment records, see Primary Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Mail Logs (Incoming/Outgoing) 1 1 D S/O nil D 25 Freight / Courier Services 2 5 D S/O nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 37 of 42

69 OFFICIAL LANGUAGES 1329 Records related to the provision of services and translations. Also includes reports, recommendations, and orders generated by the Languages Commissioner. For agreements, see Primaries and Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Language Commissioner - Orders / Recommendations S/O 5 D 2 nil D 25 Provision of Services 2 5 D 2 nil D 30 Translations 2 5 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 38 of 42

70 PROTOCOL 1343 Records related to the correct use of pins, emblems, insignia, coats of arms, crests, pennants and flags, as well as records related to the Visual Identity Program (including stationery design). It also includes the arrangement, preparation and conduct of visits, tours and travels, such as Royal Visits, visits from Heads of State and Minister s tours. It includes special ceremonies such as inaugurations, laying of cornerstones and centennial celebrations, itineraries and travel summaries. For original financial records, see Primary For public/media relations, see Primary For use of pins, flags, emblems, etc., as part of program promotion, see Primary For Visual Identity Program, see Primary 1255 The Protocol Office, Department of Executive, has operational records on ceremonies, tours, and events. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Emblems / Pins / Flags / Pennants S/O nil D S/O nil D 30 Discontinued. Use (was Visual Identity Program (VIP)) Ceremonies / Events / Tours 2 5 AS/D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 39 of 42 Revised November 2005

71 REGIONAL OPERATIONS 1344 Records related to administrative issues concerning regional operations. It includes the exchange of general information between the regions and Headquarters, and between the regions. A copy of records specific to a program should be filed on the appropriate operational file. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 7 AS/D 2 nil D 01 General 2 nil D 2 nil D 20 North Slave Region 2 5 D 2 nil D 25 South Slave Region 2 5 D 2 nil D 30 Inuvik/Beaufort Delta Region 2 5 D 2 nil D 35 Baffin Region 2 5 D 2 nil D 40 Keewatin Region 2 5 D 2 nil D 45 Kitikmeot Region 2 5 D 2 nil D 50 Deh Cho Region 2 5 D 2 nil D 55 Sahtu Region 2 5 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration October 2000 Page 40 of 42 Revised November 2005

72 REPORTS AND STATISTICS 1350 Records include administrative reports and statistics, including drafts and supporting documents like preparation materials for annual reports, activity and other periodic reports. Reports may also be filed on the appropriate subject file, for example, variance reports are in Primary For financial reports and statistics, see Primary For human resource reports and statistics, see Primary Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 10 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Annual Reports 3* 7 AS/D S/O nil D 25 Quarterly / Monthly / Weekly Reports 2 nil D S/O nil D 30 Other Reports Special, one-time, etc. 3* 7 AS/D S/O nil D 3* = retain on-site for 3 years, if report is still used on a regular basis, retain on-site and review each year A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration June 1998 Page 41 of 42

73 SECURITY 1390 Records related to the physical security of buildings, installations or facilities, including the administration of personnel security programs, passes, and other related security systems. For information systems security, see Primary Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Building Security (includes key control lists, vault control lists, etc) 2 5 D 2 nil D 45 Breach of Security Incidents S/O* 7 D 2 nil D 50 Personnel Security 2 5 D 2 nil D S/O* = retain on-site until all actions related to the breach of security have been processed, including any legal actions taken by the Department/GNWT A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention period FR = Full Retention Administration Amended July 1998 Page 42 of 42

74 SECTION 2 BUILDINGS AND PROPERTIES Section 2, Buildings and Properties organizes records related to facilities management. It includes the acquisition, construction, alteration and repair of buildings that are owned, leased or rented by the GNWT. It also includes records related to the acquisition, development, maintenance and disposal of lands. In addition, Buildings and Properties organizes records related to the installation and maintenance of utilities, fire prevention, disaster plans, accommodations and the allocation of office space. Amended July 1998

75 LIST OF PRIMARIES BUILDINGS AND PROPERTIES SECTION Buildings and Properties - General 2020 Accommodations 2050 Buildings - Government-Owned 2055 Buildings - Leased 2080 Lands - Acquisition and Disposal 2085 Lands - Development and Maintenance 2105 Parking Areas 2110 Utilities Buildings and Properties Records Amended July 1998 Page 1 of 9

76 BUILDINGS AND PROPERTIES - GENERAL 2000 Records related to buildings, facilities, structures and sites, and which do not fit elsewhere in the Buildings and Properties Primaries. It includes building directories, addresses, location lists, signage, conference room use, and other records of a general nature. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Building Directories, Addresses, Location Lists, Signage S/O nil D S/O nil D 30 Conference Room Use 2 nil D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Buildings and Properties Amended July 1998 Page 2 of 9

77 ACCOMMODATIONS 2020 Records related to the Departments current and future needs for office space and worksites. It includes the administration of space occupied by the Department, plans for expansion, copies of floor plans, allocation of space, offers of space, and space inventories. It also includes the administration of student and employee housing, and copies of related leases or agreements. For original contracts, see Primary For original revenue leases, see Primary For original expense leases, see Primary For building evacuation plans, see Primary For buildings, see Primaries 2050, Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 25 Housing - Employee / Student 2 3 D 2 nil D 30 Offers of Space 2 3 D 2 nil D 45 Space Allocation (includes floor plans, moves, etc.) 2 3 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Buildings and Properties Amended July 1998 Page 3 of 9

78 BUILDINGS - GOVERNMENT-OWNED 2050 Records related to the acquisition, planning, design, construction, operation and maintenance of buildings that are owned by the Department. It includes operations and maintenance manuals, floor plans, copies of related contracts and leases, major renovations and expansion projects, fire prevention and mechanical systems, minor repairs, damage to buildings, reports, statistics and building disposal records. It also includes client charges, building occupancy charges, janitorial services, and copies of related contracts. For original contracts, see Primary For original revenue leases, see Primary For original expense leases, see Primary For building evacuation plans, see Primary If the Department has an operational mandate to construct buildings and facilities (e.g. airports, housing, hospitals, schools), all records related to construction are operational and should be filed with the relevant operational project management file. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Buildings (includes O&M manuals, contracts, floor plans, drawings, plans, designs, major renovations, disposal of building, etc.) S/O* 7 D 2 nil D 25 Maintenance / Minor Repairs 2 5 D 2 nil D 30 Inspection Reports 2 5 D 2 nil D 35 Licensing (includes concessions, revenue leases, etc.) S/O 7 D S/O nil D 40 Client Charges / Building Occupancy Charges 2 5 D 2 nil D 45 Janitorial Services 2 5 D 2 nil D S/O* = retain on-site until ownership of the building is transferred to a non-gnwt agency, or until the building is demolished. If the transfer of ownership is subject to the GNWT indemnity clause, records should be retained until the building is destroyed or the indemnity clause is invalidated. A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Buildings and Properties Amended July 1998 Page 4 of 9

79 BUILDINGS - LEASED 2055 Records related to the acquisition, planning, design, operation and maintenance of buildings that are leased by the Department. It includes copies of related contracts and leases, floor plans, renovations, minor repairs, damage to buildings, reports and statistics. It also includes building occupancy charges, client charges, janitorial services, and copies of related contracts. For original contracts, see Primary For original revenue leases, see Primary For original expense leases, see Primary For building evacuation plans, see Primary Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Buildings (includes contracts, leases, floor plans, drawings, plans, etc.) S/O* 7 D 2 nil D 25 Maintenance / Minor Repairs 2 5 D 2 nil D 30 Client Charges / Building Occupancy Charges 2 5 D 2 nil D 35 Janitorial Services 2 5 D 2 nil D S/O* = retain on-site until the lease or contract is cancelled, superceded or amended A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Buildings and Properties Amended July 1998 Page 5 of 9

80 LANDS - ACQUISITION AND DISPOSAL 2080 Records related to the management of lands, including land appraisals, acquisitions and disposals. Land concessions includes the granting or attainment of easements, rights-of-way and licenses on Crown or privately-owned land. This primary also includes records related to the disposal of lands by sale, transfer or expiry of the lease. For original non-financial agreements, see Primaries For original contracts, see Primary For original revenue leases, see Primary For original expense leases, see Primary If the Department has the operational mandate to acquire or dispose of lands on behalf of the GNWT, the related records are operational and should be filed in the relevant operational subject file. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 10 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Land Appraisals 2 5 D 2 nil D 25 Land Acquisitions S/O* 10 D S/O nil D 30 Land Concessions S/O** 10 D S/O nil D 35 Land Disposals S/O*** 10 D S/O nil D S/O* = retain on-site until land acquisition is cancelled or acquired lands have been disposed of S/O** = retain on-site until agreements, licenses, easements and other actions are completed, terminated, or replaced S/O*** = retain on-site until all actions related to the disposal are completed A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Buildings and Properties Amended July 1998 Page 6 of 9

81 LANDS - DEVELOPMENT AND MAINTENANCE 2085 Records related to the development and maintenance of Government sites, lands and properties. It includes records related to snow removal, landscaping and ground maintenance, and the maintenance and repair of roads, sidewalks, signs, streets and fences. For building maintenance, see Primaries 2050, For original contracts, see Primary For master copies of expense leases, see Primary For master copies of revenue leases, see Primary If the Department has the operational mandate to maintain buildings, facilities, sidewalks and roads, the related records are operational and should be filed with the relevant operational file. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Development and Maintenance 2 4 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Buildings and Properties Amended July 1998 Page 7 of 9

82 PARKING AREAS 2105 Records related to the general administration of parking areas, including records on the construction or development of parking areas. It also includes the allotment of parking spaces and parking permits for Government vehicles and employee vehicles. If the Department has the operational mandate to construct parking areas, records related to design and construction are operational and should be filed with the relevant operational project management file. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 25 Parking Area Project Files 2 4 D 2 nil D 30 Parking Facilities (Space Assignments) S/O nil D S/O nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Buildings and Properties Amended July 1998 Page 8 of 9

83 UTILITIES 2110 Records related to the general administration of utility systems. Environmental control topics include air conditioning, humidity controls and ventilation, and heating and refrigeration systems. This primary also includes records related to the installation, operation, maintenance and repair of gas, water, sewer, plumbing, lighting and electrical systems. Also included are records related to garbage disposal and the disposal of hazardous materials. For original invoices, see Primary Original contracts relating to the administration, installation and servicing of utilities should be filed in Primary Copies of contracts may be kept on the subject file under this primary for convenience purposes only. If the Department has the operational mandate to construct buildings and facilities, records related to the design and installation of utility systems are operational and should be filed with the relevant operational project management file. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 20 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Environmental Controls 2 5 D 2 nil D 25 Garbage Disposal 2 5 D 2 nil D 30 Gas Systems 2 5 D 2 nil D 35 Lighting and Electrical Systems 2 5 D 2 nil D 40 Water, Sewer, Plumbing Systems 2 5 D 2 nil D 45 Hazardous Material Disposal S/O* 20 D S/O nil D S/O* = retain on-site until all actions related to each individual incident have been completed A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Buildings and Properties Amended July 1998 Page 9 of 9

84 SECTION 3 EQUIPMENT AND SUPPLIES Section 3, Equipment and Supplies organizes records related to materiel management. It includes the acquisition, distribution, maintenance, storage and disposition of equipment and supplies, including vehicles. Equipment and Supplies also includes standing offer agreements, inventory control and product information. Amended July 1998

85 LIST OF PRIMARIES EQUIPMENT AND SUPPLIES Equipment and Supplies - General 3005 Equipment and Supplies - Industrial 3015 Equipment and Supplies - Institutional 3020 Equipment and Supplies - Office 3030 Assets Control and Inventory 3150 Firearms 3190 Fuels 3200 Furniture and Furnishings 3247 Print Procurement 3295 Vehicles Equipment and Supplies Amended July, 1998 Page 1 of 11

86 EQUIPMENT AND SUPPLIES - GENERAL 3000 Records related to materiel management that do not fit under a specific primary. It includes product and service information, distribution of goods, maintenance, repairs and warranties. It also includes information on temporary loans of equipment, catalogues, and price lists for goods and services. For assets control and inventory, see Primary For contracts and LCAs, see Primary The original contract file, Primary 4280, contains user specifications, justifications for purchase, tenders, bidders lists, plan holders logs, purchase orders, contracts, receiving slips and invoices. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Equipment Loans S/O* nil D S/O nil D 25 Equipment and Supplies S/O** nil D S/O nil D 30 Catalogues and Price Lists S/O nil D S/O nil D S/O* S/O** = retain on-site until equipment is returned = retain on-site until equipment is surplussed or disposed of Equipment and Supplies Amended July, 1998 Page 2 of 11

87 EQUIPMENT AND SUPPLIES - INDUSTRIAL 3005 Records relating to the acquisition of industrial equipment and supplies, including product and service information, distribution of equipment, maintenance and warranties. Industrial equipment and supplies include specialized equipment, e.g. mining equipment, and building materials, e.g. hardware, lumber, ceiling and flooring materials. For assets control and inventory, see Primary For vehicles, see Primary The original contract file, Primary 4280, contains user specifications, justifications for purchase, tenders, bidders lists, plan holders logs, purchase orders, contracts, receiving slips and invoices. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Industrial Supplies 2 nil D 2 nil D 25 Industrial Equipment S/O* nil D S/O nil D S/O* = retain on-site until equipment is surplussed or disposed of A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention FR = Full Retention Equipment and Supplies Amended July, 1998 Page 3 of 11

88 EQUIPMENT AND SUPPLIES - INSTITUTIONAL 3015 Records relating to the acquisition of institutional equipment, supplies and services, including product and service information, distribution of goods, maintenance and warranties. Institutional equipment and supplies include specialized equipment required for medical facilities and laboratories, kitchen and laundry facilities, correctional facilities and schools. Supplies include uniforms and protective clothing, janitorial supplies, laundry services and food provisions, etc. For assets control and inventory, see Primary For furniture and furnishings, see Primary Institutional facilities include colleges, schools, hospitals, health centres, group homes, senior citizen centres and correctional institutions. The original contract file, Primary 4280, contains user specifications, justifications for purchase, tenders, bidders lists, plan holders logs, purchase orders, contracts, receiving slips and invoices. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Institutional Equipment S/O* nil D S/O nil D 25 Institutional Supplies 2 nil D 2 nil D 30 Protective Clothing / Uniforms 2 nil D 2 nil D 35 Foods 2 nil D 2 nil D S/O* = retain on-site until equipment is surplussed or disposed of A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention FR = Full Retention Equipment and Supplies Amended July, 1998 Page 4 of 11

89 EQUIPMENT AND SUPPLIES - OFFICE 3020 Records related to the procurement of office equipment and supplies, including product and service information, warranties, distribution and maintenance. Office equipment includes computers, printers, facsimile (fax) machines, photocopiers, audiovisual, photographic, micrographic and imaging equipment, telecommunications equipment, etc. Office supplies include business cards, file folders, labels, pens, stationery, etc. For asset control and inventory, see Primary For computer software, see Primary For forms management and design, see Primary For office furniture and furnishings, see Primary The original contract file, Primary 4280, contains user specifications, justifications for purchase, tenders, bidders lists, plan holders logs, purchase orders, contracts, receiving slips and invoices. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Office Equipment (includes computer hardware) S/O* nil D S/O nil D 25 Office Supplies 2 nil D 2 nil D S/O* = retain on-site until equipment is surplussed or disposed of A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention FR = Full Retention Equipment and Supplies Amended July, 1998 Page 5 of 11

90 ASSETS CONTROL AND INVENTORY 3030 Records related to the administration, control and tracking of all assets. It includes lists of fixed assets, stock inventories and changes to asset inventories, such as the receipt, storage, stock taking, and discharge/removal of assets including related correspondence. This primary also includes records (e.g. surplus reports, donations and sales, Grants-in-Kind) related to the disposal of surplus equipment according to GNWT procedures. It also includes recycling of paper, materials and supplies. For disposal of buildings, see Primary For disposal of lands, see Primary For disposal of firearms, see Primary For disposal of Government records, see Primary This primary does not include records relating to financial assets such as cash, audits, accounts receivable and bank accounts. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Asset Inventories S/O 5 D S/O nil D 35 Disposal and Surplus (includes write-offs) S/O* 5 D S/O nil D 40 Recycling Programs S/O** 5 D S/O nil D S/O* S/O** = retain on-site until all actions relating to disposal have been completed = retain on-site until program is cancelled or amended A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention FR = Full Retention Equipment and Supplies Amended July, 1998 Page 6 of 11

91 FIREARMS 3150 Records related to the acquisition and use of firearms in the Department. It includes product and service information, copies of permits required to obtain firearms, registration and licensing, distribution, storage, handling and disposal of firearms. For assets control and inventory, see Primary For original firearms permits, see Primary As the acquisition, storage and disposal of firearms is strictly controlled, records related to firearm disposals are specifically included in this primary. The original contract file, Primary 4280, contains user specifications, justifications for purchase, tenders, bidders lists, plan holders logs, purchase orders, contracts, receiving slips and invoices. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Firearms S/O* 5 D S/O nil D S/O* = retain on-site until firearms are disposed of A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention FR = Full Retention Equipment and Supplies Amended July, 1998 Page 7 of 11

92 FUELS 3190 Records related to the direct purchase of all types of fuel by the Department. It includes product and service information, performance, supply, distribution and use. If the Department has an operational mandate to supply fuels, related records are operational and should be filed in the relevant operational records subject file, e.g. Petroleum Products Division, PWS. The original contract file, Primary 4280, contains user specifications, justifications for purchase, tenders, bidders lists, plan holders logs, purchase orders, contracts, receiving slips and invoices. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Fuels - Heating 2 nil D 2 nil D 25 Fuels - Motor 2 nil D 2 nil D 30 Fuels - Other 2 nil D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention FR = Full Retention Equipment and Supplies Amended July, 1998 Page 8 of 11

93 FURNITURE AND FURNISHINGS 3200 Records related to the acquisition of furniture and furnishings such as desks, bookcases, chairs, school desks, linens, bedding, curtains, etc. It includes product and service information, distribution and maintenance. For office equipment, see Primary For assets control and inventory, see Primary For disposal and surplus, see Primary The original contract file, Primary 4280, contains user specifications, justifications for purchase, tenders, bidders lists, plan holders logs, purchase orders, contracts, receiving slips and invoices. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Furniture / Furnishings S/O* nil D S/O nil D S/O* = retain on-site until furniture/furnishings are surplussed or disposed of A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention FR = Full Retention Equipment and Supplies Amended July, 1998 Page 9 of 11

94 PRINT PROCUREMENT 3247 Records related to the acquisition of print services. It includes cost estimates, price quotes, printing instructions and requirements, forms procurement and forms distribution. For forms design and management, see Primary The original contract file, Primary 4280, contains user specifications, justifications for purchase, tenders, bidders lists, plan holders logs, purchase orders, contracts, receiving slips and invoices. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Print Services 2 nil D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention FR = Full Retention Equipment and Supplies Amended July, 1998 Page 10 of 11

95 VEHICLES 3295 Records related to the procurement, use and maintenance of vehicles. It includes product and service information, warranties, operating standards, insurance, registrations, licences, parking permits, copies of leases for vehicle rentals, storage regulations, accidents and maintenance. Vehicles include cars, trucks, construction and off-road equipment, all-terrain vehicles, tractors, snowmobiles, land-clearing and construction equipment, boats, barges, ferries, canoes, etc. For vehicle inventories/controllable assets, see Primary For vehicle disposals, see Primary For allocation of parking, see Primary For original vehicle rental (expense) leases, see Primary The original contract file, Primary 4280, contains user specifications, justifications for purchase, tenders, bidders lists, plan holders logs, purchase orders, contracts, receiving slips and invoices. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Vehicles S/O* nil D S/O nil D S/O* = retain on-site until vehicle lease expires, or vehicle is surplussed or disposed of A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = no assigned retention FR = Full Retention Equipment and Supplies Amended July, 1998 Page 11 of 11

96 SECTION 4 FINANCE Section 4, Finance organizes financial records, including those related to the administration of contracts, accounts and accounting, the budgeting process, expenditure control, financial reports, grants and contributions, and Financial Management Board Secretariat audits and compliance reviews. Amended July 1998

97 LIST OF PRIMARIES FINANCE SECTION Finance General 4020 Accounting General 4030 Accounting Accountable Forms 4040 Accounting Cash 4060 Accounts Payable 4080 Accounts Receivable 4100 Advances Accountable 4110 Agreements and Arrangements 4160 Audits and Compliance Reviews 4165 Banks and Banking 4167 Financial Transactions (Batches) 4200 Budgets Capital / Main Estimates 4240 Budgets Planning 4280 Contracts 4295 Delegation of Authority 4325 Financial Management Board Submissions 4327 Honoraria 4355 Garnishees and Other Third Party Demands 4360 Grants, Contributions and Claims 4365 Hospitality 4367 Reports and Statistics Finance Amended November 2005 Page 1 of 36

98 LIST OF PRIMARIES FINANCE SECTION Leases Expense 4372 Leases Revenue 4375 Revolving Funds 4376 Risk Management and Insurance 4380 Taxes 4400 Year End Finance Amended November 2005 Page 2 of 36

99 FINANCE - GENERAL 4000 Contains records about financial management that do not fit into a more specific primary. For FMB orders and directives, see Primary For signing authorities, see Primary Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 3 of 36

100 ACCOUNTING - GENERAL 4020 Contains records relating to accounting in departments and public agencies that cannot be classified into a more specific accounting primary. Used for financial system codes and FIS classification tables, such as the description tables, the classification tables, the GSN tables, General Ledger tables, journal entry code tables, and transaction code tables. Includes requests to add or delete codes. Also used for documents and reports used for General Ledger reconciliations. Examples of records include tables of FIS codes, General Ledger reconciliation reports. For accountable forms, see Primary For reconciliations related to bank accounts, see Primary Note: Chapter 600 in the Financial Administration Manual applies to these records. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Discontinued. Use (was Accounting Codes) General Ledger Reconciliations 2 5 D 2 nil D 55 Classification Tables (Accounting Codes) 60 Discontinued. Use 4030 (was Accountable Forms) 2 5 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 4 of 36

101 ACCOUNTING ACCOUNTABLE FORMS 4030 Contains records used to track the issuing and use of accountable forms by departments and public agencies. Used for central accounting forms, department-specific forms, licenses and permits, non-financial accountable forms, and electronically produced forms. Also used for exception reports for electronic forms. Examples of records include inventory control logs, voided forms, books of copies of used forms, copies of used forms not issued in books, and expired or obsolete forms. For accounting codes, see Primary For accounts receivable, see Primary For cancelled cheques, see Primary For contracts, see Primary For General Ledger reconciliations, see Primary Directive 910 in the Financial Administration Manual applies to these records. Transaction control reports and exception reports may be disposed of under the authority of RDA , Transitory Records. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Central Accounting Forms 2 5 D 2 nil D 25 Department Specific Forms 2 5 D 2 nil D 30 Electronically Produced Forms 2 5 D 2 nil D 35 Inventory Control Logs S/O* 7 D S/O* nil D 40 Non-Financial Accountable Forms 2 5 D 2 nil D SO* - all forms listed in log are accounted for and log book closed. A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 5 of 36

102 ACCOUNTING - CASH 4040 Records related to cash control systems. Records include initial receipt and recording of incoming daily cash, receipts, cash register tapes, counter receipts, cash overages and shortages, incoming cash registers (logs of incoming payments and cheques), cash receipt journals, and debit cards. For accounts receivable, see Primary For batches, see Primary For credit cards, see Primary For FIS reports, see Primary For petty cash advances, see Primary Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 35 Discontinued. Use 4100 (was Petty Cash) Cash 2 5 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 6 of 36

103 ACCOUNTS PAYABLE 4060 Contains records relating to accounts payable that are not included as a source document in a batch or a financial transaction on a non-fis system. Includes information on travel, purchase, telephone, gas cards, and other government-issued credit cards. Also used for information on financial transactions kept by subject or vendor file, such as employee travel, employee claims. Examples include payment reports, cheque writer reports, credit card receipts, credit card statements. For batches, see Primary For cash control systems, see Primary For contracts, see Primary For debit cards, see Primary For FIS reports, see Primary For year end (month 13), see Primary Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Accounts Payable Vendor Files 2 5 D 2 nil D 50 Accounts Payable Reports - Annual 2 5 D 2 nil D 60 Accounts Payable Vendor Reports - Monthly 65 Cards - Telephone / Credit / Gas / Purchase 2 nil D 2 nil D 2 5 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 7 of 36

104 ACCOUNTS RECEIVABLE 4080 Records related to accounts receivable billings issued by the Department for services performed, loans, for the sale of goods, and recovery of overpayment. Used for write-offs and allowances for doubtful accounts, forgiveness and remission of debt, account receivable vendor or client files, and monthly and annual accounts receivable reports. Includes correspondence with clients. For batches, see Primary For cash receipts, see Primary For receipt books, see Primary For revenue forecasts, see Primary For year end (month 13), see Primary Chapter 900 in the Financial Administration Manual applies to these records. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 22 Allowance for Doubtful Accounts 2 5 D 2 nil D 35 Discontinued. Use 4030 (was Receipt Books) 40 Write-Off Accounts (uncollected accounts) 45 Forgiveness and Remission Accounts 50 Accounts Receivable Vendor/Client Files 55 Accounts Receivable Reports Aged Monthly 60 Accounts Receivable Reports - Annual S/O* 7 D S/O nil D S/O* 7 D S/O nil D 2 5 D 2 nil D 2 nil D 2 nil D 2 5 D 2 nil D S/O * = retain on-site until all actions related to write-offs, forgiveness and remissions have been completed A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 8 of 36

105 ADVANCES - ACCOUNTABLE 4100 Contains records documenting advances other than payroll/salary advances. Used for standing advances, temporary advances, and travel advances. Also used to manage petty cash. Examples of records include aged reports, and recoveries. For administration of grants and contributions, see Primary For cash control systems, see Primary For debit cards, see Primary For imprest bank accounts, see Primary For payroll advances, see Primary B. Directive 817 in the Financial Administration Manual applies to these records. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 25 Advances Other (standing/travel claims; temporary advances) 2 5 D 2 nil D 30 Advances Cash (petty cash) 2 5 D 2 nil D 35 Discontinued. Use B (was Advances Payroll / Salary) A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 9 of 36

106 AGREEMENTS AND ARRANGEMENTS 4110 Records related to financial agreements and arrangements with federal, provincial and territorial governments, crown corporations, municipal governments, school boards, health boards, colleges, agencies, the private sector, and other organizations. It is used for signed agreements and supporting documents. Records include federally established program funding and federal language agreement funding, including transactions and potential recoverable disbursements. Records also include Memoranda of Understanding (MOUs), inter-departmental agreements such as chargebacks, and third party agreements (Vote 4/5 Agreements). Also includes standing offer agreements with the private sector. Examples of records include reporting requirements, expenditure and recovery reports and reconciliations, and audit requirements. For contracts, see Primary For non-financial agreements and supporting documents, see Primaries For official language services, see Primary Cost sharing agreements are agreements where the GNWT agrees to share costs for an undertaking with another party. Federally Funded Agreements are agreements where the Government of Canada agrees to fund a service or program that the GNWT delivers. Standing Offer Agreements are pricing agreements that the GNWT makes with suppliers or contractors covering anticipated needs for goods or services over a period of time. Third Party Agreements are agreements where the GNWT agrees to fulfil a specific purpose on behalf of another party. The other party agrees to transfer money to the GNWT to cover costs. Third party agreements revenues ordinarily transferred within the formula financing agreement with Canada. The majority of agreements have a financial component. When classifying agreement records, try to classify into this primary first. 00 Policy and Procedures S/O 10 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Discontinued (was Agreements Crown Corporations) Continued on next page A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 10 of 36

107 AGREEMENTS AND ARRANGEMENTS Discontinued (was Agreements Federal) 30 Discontinued (was Agreements Municipal) Agreements Other S/O* 10* AS/D S/O nil D 40 Discontinued (was Agreements Provincial) 45 Discontinued (was Agreements Yukon/Nunavut) 50 Discontinued. (was Agreements Inter-departmental) 55 Discontinued. (was Agreements- Boards) Cost Sharing Agreements S/O* 10* AS/D S/O nil D 65 Federally Funded Agreements S/O* 10* AS/D S/O nil D 70 Standing Offer Agreements S/O* 10* AS/D S/O nil D 75 Third Party Agreements S/O* 10* AS/D S/O nil D S/O* = retain on-site until agreement is terminated or superseded 10* = retain in records centre for 10 years, then review to determine if record is required for an additional period of time A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 11 of 36

108 AUDITS AND COMPLIANCE REVIEWS 4160 Contains records documenting audits and compliance reviews. Includes audits of the department by the Auditor General of Canada, Consulting and Audit Canada, other Federal bodies, or the Territorial Audit Bureau. Also includes internal audits by the department on its own divisions and programs. Used for funding compliance and funding reviews, internal control reviews by FMBS, performance measurement reviews, and fraud investigations. For audits conducted by the department on an outside person or organization, see the appropriate operational subject file. For legal matters, see Primary For program evaluation, see Primary For year end (month 13), see Primary Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Auditor General of Canada 2 5 D 2 nil D 22 Other Federal Auditors (e.g. Consulting and Auditing Canada) 2 5 D 2 nil D 25 Internal Audits / Reviews 2 5 D 2 nil D 30 Territorial Auditor Audits (Audit Bureau) 2 5 D 2 nil D 35 Investigations / Fraud S/O* 7 D S/O nil D S/O* = retain on-site until termination of all legal proceedings and the settlement of all GNWT accounts A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 12 of 36

109 BANKS AND BANKING 4165 Records related to banking and bank accounts. Records include procedures for conducting banking operations, deposits, statements and bank reconciliations. Records also include trust and imprest accounts, suspense accounts, revenue accounts, foreign currency transactions, currency rates and acquisition of currency. For accountable forms, see Primary For cash, travel, and standing advances, see Primary For signing authorities, see Primary The Department of Finance is the Office of Primary Responsibility, and is the only department authorized to establish, open, close and move bank accounts. Bank Accounts (#20) means all banking transactions, including deposit slips, cancelled cheques, bank statements, reconciliations, etc. Directive 502 in the Financial Administration Manual applies to these records. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Bank Accounts 2 5 D 2 nil D 30 Foreign Currency Accounts 2 5 D 2 nil D 35 Trust and Imprest Accounts 2 5 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 13 of 36

110 FINANCIAL TRANSACTIONS (BATCHES) 4167 Records relating to the processing of all financial transactions, including payables, receivables, budget vouchers, and journal vouchers. It includes all source documents, batches, and daily reports. It is used to make entries to the Financial Information System (FIS) or to a departmental accounting system. It is used to log, report on, and reconcile entries and batches. Examples of records include packing slips, purchase orders, commitments, receipts, journal vouchers, payment vouchers, local contract authorities (LCAs), cheques, cheque requisitions, returned or NSF cheques, replacement and stale-dated cheques, travel claims, education claims, personal expense claims, accommodation and travel warrants, invoices, billings, vouchers, invoices, remittances, and current expenditure refunds. For administration of grants and contributions, see Primary For accounts payable, see Primary For accounts receivable, see Primary For approval of hospitality, see Primary For cash control systems, see Primary For contracts, see Primary For events and ceremonies, see Primary For FIS reports, see Primary For GST, see Primary For library acquisitions, see Primary For mail and courier services, see Primary For revolving funds, see Primary For utilities, see Primary For verification of honoraria, see Primary For year end (month 13), see Primary Batch Control Administration includes batch control logs, batch status reports, month-end summaries, and verification reports. Batch Files includes individual invoices, supporting documents, other source documents, processed batch reports, corrections, and cover sheets (batch headers). Agencies that do not compile their source documents into batches should use the appropriate secondaries for their individual source documents. Departments and agencies may create tertiaries to track specific types of expenditures. In most cases, these records would be considered copies of information that is in the batches/financial transaction files. Continued on next page. A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance December 2002 Page 14 of 36 Revised November 2005

111 FINANCIAL TRANSACTIONS (BATCHES) Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Batch Control Administration 2 5 D 2 nil D 25 Discontinued. Use (was Batches / Batch Files Payables) 30 Discontinued. Use (was Batches / Batch Files Receivables) 35 Discontinued. Use (was Batches / Batch Files Budget Vouchers) 40 Batches / Financial Source Documents (e.g. payables, receivables, budget vouchers, journal vouchers) D 2 nil D 45 Financial Transactions non-fis 2 5 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance December 2002 Page 15 of 36 Revised November 2005

112 DISCONTINUED. Use 4200 or (Was Budgets General) 00 Discontinued. Use or (was Policy and Procedures) 01 Discontinued. Use or (was General) 30 Discontinued. Use 4200 or 4240 (was Financial Analysis Statements) A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 16 of 36

113 BUDGETS - CAPITAL / MAIN ESTIMATES 4200 Contains records relating to the approved budget. Used for the final version of the main estimates and capital acquisition plan (approved budget documents), and associated schedules. Also used for information about special warrants and approval of emergency funding, supplementary appropriations, interim appropriations, appropriations and commitment tracking, internal budget transfers, variance reports. Includes working papers and supporting documentation. For asset lists, see Primary For budget planning and estimates up to initial approval, see Primary For FIS reports, see Primary For Financial Management Board Submissions, see Primary Special Warrants are requests for and approval of additional funding by the Commissioner when the Legislative Assembly is not in session. Boards and agencies may use this secondary for emergency funding approved by the Chief Executive Officer or Chairperson of the Board. Supplementary Appropriations are approvals of additional funding by the Legislative Assembly. It may also be used for interim appropriations. Variance Reports is used for variance reports or revenue and expenditure management reports. These reports are used to compare actual revenues and expenditures against the budgeted amounts. Some departments may prefer to classify main and capital acquisition plans into the same secondary. It is recommended that they use , O&M Main Estimates. Divisions and offices that are responsible for original budget records will schedule the records according to the master file retention schedule. All other divisions hold copies that are scheduled accordingly. A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 30 O&M Main Estimates 2 5 D 2 nil D Continued on next page. Amended December 2002 Page 17 of 36

114 BUDGETS - CAPITAL / MAIN ESTIMATES Capital Acquisition Plan (also called capital investment expenditures or capital estimates) 2 5 D 2 nil D 40 Special Warrants 2 5 D 2 nil D 50 Supplementary Appropriations 2 5 D 2 nil D 55 Appropriation and Commitment Control 2 5 D 2 nil D 60 Budget Transfers - Internal 2 5 D 2 nil D 65 Variance Reports (Revenue and Expenditure Management Reports) 2 5 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 18 of 36

115 BUDGETS - PLANNING 4240 Records related to the budget planning and development. It includes initial and supplemental budget estimate preparations, related guidelines and instructions, and the planning and projection of variable and fixed costs of program administration. For accounts receivable, see Primary For the approved Estimates, see Primary For signing authorities, see Primary For Financial Management Board Submissions, see Primary Budget Development is used for all information used to develop the budget for submission to the Standing Committee and the Legislative Assembly. May be used for call letters and instructions received from FMBS. Capital Acquisition Plans is used for information used to develop capital acquisition plans or infrastructure plans. Tangible Capital Assets is used for tangible capital asset lists, opening balance lists, and other information used to prepare the Changes in Capital Assets and Amortization. Budget Instruction Packages is used for FMBS call letters and instructions. Departments may classify all budget development documents and working papers together. It is recommended that they use , Development. Divisions and offices that are responsible for original budget records will schedule the records according to the master file retention schedule. All other divisions hold copies that are scheduled accordingly. A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Budget Development 2 5 D 2 nil D 25 Budget Forecasts 2 5 D 2 nil D 30 Business Plans 2 5 D 2 nil D Continued on next page. Amended December 2002 Page 19 of 36

116 BUDGETS - PLANNING Capital Acquisition Plans 2 5 D 2 nil D 45 Revenue Forecasts 2 5 D 2 nil D 47 Tangible Capital Assets 2 5 D 2 nil D 50 Budget Instruction Packages 2 5 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 20 of 36

117 CONTRACTS 4280 Records related to contracts valued over and under $5000 entered into by the Department. For contracts valued over $5,000 this includes copies of the following documents in each contract file: Written request to purchase goods, services or construction requirements, such as a requisition Tender, Request for Proposal (RFP), Request for Information (RFI) Sole Source Authorization, Negotiated Contract Authorization and other standard contract forms, such as requests for quotations (NWT 3413), requests for tenders goods (NWT 3941), request for tenders/contract aircraft services (NWT 4445), purchase order (NWT 1125), universal service tender/contract (NWT 2529), contract summary and commitment (NWT 1513), tender addendum (NWT 1512), contract change form (NWT 6518), tender/contract data form (NWT 1980), terms and conditions for microcomputer products (NWT 3413), and employment report (NWT 4162). Evidence of public notice (copy of web or newspaper advertisement) All bids, proposals, quotations received, list of businesses invited to bid, tender register Evaluation Summary (names, bid amounts and location of bidders/proponents), evidence of application of BIP, where applicable. In the case of RFP s, copy of rating sheets from Evaluation Team members Memo for a record of decision and a copy of decision paper for negotiated contract Signed Contract Commitment document Change orders, where applicable Invoice copies Any other supporting documentation related to the contract Copy of the procurement registered in the GNWT Contract Registry and Reporting System This information is used to track and report on contract activity to the Business Incentive Policy Monitoring Office, located in RWED. Does not include employment contracts. For catalogues and price lists, see Primary For correspondence with non-government organizations, see Primary For expense leases, see Primary See also Primaries 2050 and For employment contracts, see Primary For financial arrangements and agreements, see Primary For housing and accommodations, see Primary For land management, see Primaries 2080 and Continued on next page. A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended March 2004 Page 21 of 36

118 CONTRACTS 4280 For non-financial arrangements and agreements, see Primaries 1080 through For project management see the appropriate operational subject file. For records of payments, see Primaries 4060 or See also Primaries 2050 and For revenue leases, see Primary For standing offer agreements, see Primary Purchasing files are considered to be contract files and are scheduled here under Secondary 50 or 55, as appropriate. A copy of each contract should be placed on the appropriate subject file, batch file, payables file, or receivables file. Original contracts should be filed here. The public officer who has been designated to collect and provide procurement information, data and change order(s) for the GNWT Contract Registry and Reporting System is the owner of the master record for Headquarters. Responsibility for maintaining contracts and procurement records may also be delegated to an individual in each region. Effective April 1, 2004, contracts over $5000 will be administered through the GNWT Contract Registry and Reporting System (CRRS), in compliance with Directive of the Financial Administration Manual and the Agreement on Internal Trade. 00 Policy and Procedures S/O 10 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Discontinued. Use or -55. (was Individual Contracts) 30 Discontinued. Use or -55. (was Requests for Proposal / Contract Bids / Tenders) 35 Standard Contract Forms Information nil D 2 nil D Continued on next page. A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended March 2004 Page 22 of 36

119 CONTRACTS Departmental Contract Register S/O 10 D S/O nil D 50 Contracts Under $5000 S/O* 5 D S/O nil D 55 Contracts $5000 and Over S/O* 10 D S/O nil D 60 Contract Reports 2 8 D 2 nil D S/O* = Retain until contract expired and all conditions are satisfied. A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended March 2004 Page 23 of 36

120 DELEGATION OF AUTHORITY 4295 Records related to the delegation of authority to specific persons or to positions for specific purposes. It includes spending authority, payment authority and specimen signature records, commitment authority, budget adjustment authority, and other signing authorities or authorizations. Includes acting signing authority, instruments of delegation, and standing acting appointments. Used for the signing authority spreadsheet. For bank accounts, see Primary For budget planning, see Primary For employee pay actions, see Primary For personnel files, see Primary Delegations of authority for legislated positions, such as the Public Guardian, should be filed on the individual s personnel file. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Signing Authorities / Specimens S/O* nil D S/O nil D 25 Cancelled Authorities 2 5 D 2 nil D 30 Signing Authority Spreadsheet S/O 7 D 2 nil D S/O* = retain on-site until the signing authority is cancelled, rescinded or amended. When the signing authority is cancelled, reclassify the record under secondary , and keep for two years active and five years semi-active. A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 24 of 36

121 FINANCIAL MANAGEMENT BOARD SUBMISSIONS 4325 Records related to Financial Management Board submissions, approvals, orders and directives.. The Financial Management Board is a committee of the Executive Council that directs the financial administration of Government departments and agencies, and evaluates the efficiency, economy, and effectiveness of Government programs. Submissions are made to (FMB) to make financial and administrative decisions where a Minister or Deputy Minister does not have the authority to act. Used for Orders and Directives, and FMB Records of Decision. For Budget documents, see Primaries 4200 and For Executive Council, see Primary For publications developed for distribution in a department, see Primary For special warrants, see Primary Excludes records related to the Financial Management Board Secretariat (FMBS). 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 FMB Submissions and Approvals S/O 7 D 2 nil D 25 FMB Orders and Directives S/O* 7 D S/O nil D S/O* = retain on-site until order and/or directive is superseded or cancelled A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 25 of 36

122 HONORARIA 4327 Records related to honorariums paid to members of boards, agencies, committees, councils, etc. Records include entitlement, rules for remuneration, verification of attendance, expenses reimbursed and actual payments made. For committee meetings, see Primary 1145 or the appropriate ORCS. For membership fees for associations, clubs and societies, see Primary For records documenting payment of honoraria, see Primary For payroll records, see Primary Directive 810 in the Financial Administration Manual applies to these records. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Honorariums 2 5 D S/O nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 26 of 36

123 GARNISHEES AND OTHER THIRD PARTY DEMANDS 4355 Contains records about garnishments, set-offs, Canada Customs and Revenue Agency demands, third party demands, Workers Compensation Board demands, Labour Board demands, maintenance enforcement, court orders, bankruptcies, and other demands against clients and businesses to which the department is making payments. Includes GNWT set offs. Also used for third party assignments that direct that payments should be made to a party other than the intended recipient. For garnishees on or recoveries from GNWT employees salaries, see Primary Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Garnishees S/O* 5 D S/O nil D 45 Third Party Demands S/O* 5 D S/O nil D S/O* = retain on-site until all actions related to the process are completed A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 27 of 36

124 GRANTS, CONTRIBUTIONS AND CLAIMS 4360 Records related to the administration of financial grants and contribution programs. It includes eligibility, submissions, approvals, records used to set up grant and contribution programs, copies of transfer agreements, contribution policies, payment directives, follow-up reports and related documents. Records also include grants and contributions to outside organizations, agencies, or individuals to carry out a specific project, grants-in-kind, block funding, one-time contributions and contributions-in-kind. Also used for financial debt agreements with the Government of Canada. Examples of records include payment directives, agreements, applications, and administrative/accountability records. For cash, travel, and standing advances, see Primary For individual (client) grant or contribution files, see the appropriate ORCS subject file. For original transfer agreements see Primary For payment transactions see Primary A grant means a transfer payment, made to a recipient, for which the GNWT will not receive any goods or services. A contribution means a conditional transfer payment made to a recipient for which the GNWT will not receive any goods or services. Contribution payments are conditional on performance or achievement and are subject to audit. Included are Contribution Agreements and recoverable amounts. A claim means a payment made as a result of a financial debt agreement made by, and against, the federal government. Directive 401 in the Financial Administration Manual applies to these records. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 25 Contribution Administration S/O* 7 AS/D S/O nil D 30 Grant Administration S/O* 7 AS/D S/O nil D 35 Claims (federal financial debt agreements) S/O 7 D S/O nil D 40 Cost Recoveries 2 5 D 2 nil D S/O* = retain on-site until transfer agreement expires A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 28 of 36

125 HOSPITALITY 4365 Records related to business hospitality expenses, e.g., meetings and working lunches. It includes entertainment allowances, gifts, claim documents, justification and approvals / rejections. For payment of expenses and/or claims, see Primary Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Hospitality Approvals / Rejections 2 5 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 29 of 36

126 REPORTS AND STATISTICS 4367 Records related to financial reports and statistics such as daily, monthly, and on demand reports from the Financial Information System (FIS). Includes expenditure reports, free balance reports, revenue reports, aged receivable reports, General Ledger and Subsidiary Ledger reports, Geographic Tracking of Expenditure Reports, and table reports. Also used for reports that do not fit elsewhere in the 4000 Section. For administrative reports and statistics, see Primary For batch control administration, see Primary For budget planning, see Primary For financial analysis statements, see Primary For variance reports, see Primary For vendor reports, see Primaries 4060 and For year end (month 13) reports, see Primary Policy and Procedures S/O 7 D S/O nil D 01 General 2 nil D S/O nil D 30 Reports - Daily S/O* nil D S/O nil D 40 Reports - Monthly 1 6 D nil nil D 50 Reports - On Demand S/O 7 D S/O nil D 55 Reports - Other 1 6 D nil nil D S/O* = retain on-site for one month only A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 30 of 36

127 LEASES - EXPENSE 4369 Records related to leases payable by the Department. Records include the original lease and all supporting documents. For contracts, see Primary For government vehicles, see Primary For housing and accommodations, see Primary For land management, see Primaries 2080 and For revenue leases, see Primary See also Primaries 2050 and A lease means a contractual agreement between a lessor and a lessee that conveys to the lessee the right to use specific property (real or personal), owned by the lessor, for a specific period of time in return for stipulated, and generally periodic, cash payments (rents). A copy of the lease should be placed on the appropriate subject file. Departments may want to set up tertiaries by expense lease type, e.g., buildings, lands, vehicles, and equipment. Leases should be organized by name and lease number. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Expense Lease Administration S/O 7 D S/O nil D 25 Expense Leases (individual files, by name and number) S/O* 7 D S/O nil D S/O* = retain on-site until lease is superseded or expires A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 31 of 36

128 LEASES - REVENUE 4372 Records related to Departmental revenue leases. Records include the original lease and all supporting documents. For contracts, see Primary For expense leases, see Primary For housing and accommodations, see Primary For land management, see Primaries 2080 and See also Primaries 2050 and A copy of each lease should be placed on the appropriate subject file. Departments may want to set up tertiaries by expense lease type, e.g., buildings, lands, vehicles, and equipment. Leases should be organized by name and lease number. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Revenue Lease Administration S/O 7 D S/O nil D 25 Revenue Leases (individual files, by name and lease number) S/O* 7 D S/O nil D S/O* = retain on-site until lease is superseded or expires A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 32 of 36

129 REVOLVING FUNDS 4375 Contains records documenting the management of revolving funds and special accounts. Used for loan funds and inventory funds. For inventories, see Primary For source documents, see Primary Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Financial Statements 2 5 D 2 nil D 30 Revolving Funds 2 5 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 33 of 36

130 RISK MANAGEMENT AND INSURANCE 4376 Records related to risk assessment and insurance services. It includes lists of insurable assets and insurance claims. Records also include the prevention, elimination and reduction of risk-related losses, legal liability, and inability to provide services. For emergency services / disaster planning, see Primary For employee insurance, see Primary For inventory and assets control, see Primary For original financial records related to the purchase of insurance, see Primary For risk management committees, see Primary 1015 (for department only committee) or 1145 (for interdepartmental committees) Insurable Assets Lists are lists of buildings, vehicles, and other controllable assets (e.g. equipment) that are insured. Claims are insurance claims made by departments. Claims are handled by the Department of Finance. Risk Management refers to assessments of a department s level of risk and its need for insurance. The Department of Finance is the Office of Primary Responsibility, and is the department authorized to sign insurance contracts. The Minister of Finance may give departments, boards, or agencies the authority to purchase insurance. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Insurable Assets Lists 2 5 D 2 nil D 25 Claims Files 2 5 D 2 nil D 30 Risk Management 2 5 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 34 of 36

131 TAXES 4380 Records related to taxation imposed by other jurisdictions, including federal customs and excise taxes, tax incentives, equalization taxes, provincial sales taxes, the GST (Goods and Services Tax) and tax exemptions. Includes GST payments to the Federal government and collection of the GST for grants-in-kind. Used for interpretations from Canada Customs and Revenue Agency and tax reports. For individual payroll tax deductions, see Primary For payment records, see Primary Excludes corporate income, personal income, fuel, tobacco, municipal, education, payroll and other taxes that are part of the Department s operational mandate. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D S/O nil D 20 Goods and Services Tax 2 5 D S/O nil D 25 Taxes - Other 2 5 D S/O nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 35 of 36

132 YEAR END 4400 Records related to year-end finances and accounting. It includes year-end procedures, year-end close-outs, commitment rollovers, accruals, representation letters, reconciliations, year-end reviews, reports and correspondence. For Accounts Payable, see Primary For Accounts Receivable, see Primary For Auditor General review comments and reports, see Primary For FIS reports, see Primary For Financial Transactions and Batches, see Primary Departments may prefer to open a single annual file under Secondary 45 for all Year End documentation. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Accruals 2 5 D 2 nil D 25 Commitment Rollovers 2 5 D 2 nil D 27 Year End General Ledger Account Reconciliations 30 Grant Calculations (Revenue Fail Safe) 2 5 D 2 nil D 2 5 D 2 nil D 35 Representation Letters 2 5 D 2 nil D 40 Public Accounts Preparation Records 2 5 D 2 nil D 45 Year End - Other 2 5 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Finance Amended December 2002 Page 36 of 36

133 SECTION 5 HUMAN RESOURCES Section 5, Human Resources organizes records related to employee administration and employee services. It includes pay and benefits, staffing, recruitment, training, job evaluation and discipline. Human Resources also includes records related to the collective bargaining process, including negotiations, grievances, arbitration hearings, and staffing and competition appeals. Amended July 1998

134 LIST OF PRIMARIES HUMAN RESOURCES SECTION Human Resources General 5065 Benefits Administration 5090 Job Evaluation 5145 Employee Personnel / Benefit Records 5150 Employee Pay Records 5170 Human Resources - Administration 5180 Health and Safety 5190 Hours of Work 5195 Pay / Salaries / Wages 5200 Human Resource Planning 5205 Training and Development 5225 Labour Relations - Administration 5230 Labour Relations - Collective Agreements 5235 Labour Relations - Discipline / Disputes 5318 Reports and Statistics 5340 Staffing NWT Administrative Records Classification System Human Resources Amended January 1999 Page 1 of 21

135 HUMAN RESOURCES - GENERAL 5000 Records which relate to the general administration of human resource management that do not fit elsewhere in this section. For individual employee pay records, see Primary For individual employee personnel/benefit records, see Primary Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended January 1999 Page 2 of 21

136 BENEFITS ADMINISTRATION 5065 Records relating to the general administration of employee benefits such as Canada Pension Plan, group life insurance, extended health benefits, dental, medical, superannuation, maternity, retirement, and other pension plans or benefits. Also includes services available to employees, e.g. Canada Savings Plan deductions. For individual employee pay records, see Primary For individual employee personnel/benefit records, see Primary NOTES: FMBS is responsible for negotiating and managing agreements for employee benefits. Departments will usually only have convenience copies of these records. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Deferred Salary Leave - Hay Plan S/O* 2 D S/O nil D 25 Dental Insurance S/O* 2 D S/O nil D 40 Disability Insurance S/O* 2 D S/O nil D 45 Group Life Insurance S/O* 2 D S/O nil D 50 Health Care Plan / Medical Insurance S/O* 2 D S/O nil D 55 Maternity Benefits S/O* 2 D S/O nil D 65 Northern Allowance S/O* 2 D S/O nil D 70 Pensions / Superannuation S/O* 2 D S/O nil D 75 Employment Insurance S/O* 2 D S/O nil D 80 Retirement Benefits / Pensions S/O* 2 D S/O nil D 85 Bilingual Bonus S/O* 2 D S/O nil D 90 Other Benefits / Services S/O* 2 D S/O nil D S/O* = retain on-site until the plan/benefit is superceded or cancelled A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended January 1999 Page 3 of 21

137 JOB EVALUATION 5090 Records which relate to the classification of each position within the overall departmental framework. Includes job descriptions, generic job descriptions, the assignment of positions within the department and the history of changes to each position, e.g. classification reviews and reclassifications and organization charts. Also includes job evaluation studies and reports. For classification/reclassification appeals, see Primary For employment equity, see Primary For individual employee pay records, see Primary For individual employee performance appraisals, see Primary For individual employee personnel/benefit records, see Primary FMBS also maintains a master copy of each position file. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Organization Charts S/O 7 AS/D S/O nil D 25 Position Histories (includes job descriptions, classifications and reclassifications) 30 Positions - Standards & Guidelines (includes generic job descriptions) S/O* 7 AS/D S/O nil D S/O 2 D S/O nil D 35 Job Evaluation Studies / Reports S/O 5 D S/O nil D S/O* = retain on-site until the position is cancelled A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended January 1999 Page 4 of 21

138 EMPLOYEE PERSONNEL / BENEFIT RECORDS 5145 Records relating to individual employees. Includes résumés, oaths of allegiance, work plans, job performance appraisals, work histories, training and education, leave requests and denials, disciplinary actions, grievances and appeals, commendations and letters of appreciation, results of health examinations in relation to work duties, conflict of interest/requests for outside employment, criminal records checks, etc. For individual employee pay records, see Primary DEFINITIONS: AEmployee" refers to permanent, temporary, part-time, casual and term workers. AMaster File@ refers to the original employee personnel/benefit file. FMBS or the Department is responsible for maintaining the original personnel/benefit file. When scheduling records, make sure you indicate whether your Department maintains the master or the copy file. "Termination" refers to retirement, resignation, layoff, dismissal, or loss of position through reorganization, restructuring, etc. NOTES: Employee Transfers: When an employee transfers to another GNWT department, their personnel/benefit file should be transferred to the new department. Letters of Discipline: Remove from the employee file after 18 months (or the period stated in the current collective agreement between the GNWT and the UNW). If another disciplinary letter is issued within the 18 months, each disciplinary letter must remain on file until 18 months after the last disciplinary letter is issued. Terminated Employees: When an employee terminates their employment with the GNWT, their original employee personnel/benefit file should be forwarded to FMBS who will retain these records in a central records facility until the 80 th anniversary of the employees= date of birth or for two years after the employees death, providing all legal actions related to the settlement of beneficiary claims have been settled. Departments other than FMBS should not transfer employee records to a records centre. A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended October 2000 Page 5 of 21

139 EMPLOYEE PERSONNEL / BENEFIT RECORDS Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Employee Personnel/Benefit Records (by employee) 20A Awards/commendations/honours S/O* ** D S/O nil D Beneficiary records current Casual employment records Conflict of interest/requests for outside employment clearances Criminal records checks - if required for position Education leave/training - agreements, contracts, certificates, correspondence GSMIP (medical/dental insurance) current Health & Safety - accidents/wcb claims Job offers & employee acceptance letters Letter of resignation/dept. acceptance Oath of Office current Passport/firearms permit/drivers license # - if required for work current Performance reviews/appraisals current Personal information: date of birth, address, SI number, certificates - birth/death/marriage Promotions, notices of Resume - current Staffing actions Superannuation records: PSHCP/ beneficiary form, Screening Form (DSS-2013), Notice of Contributory Status (DSS-2108), final verified copy of DSS-2000, transmittal slips Terminated employee clearance forms Training/staff development agreements, contracts, certificates, correspondence Transfers/reassignments - agreements, contracts, correspondence Ultimate removal summary Waivers of insurance participation. WCB claims - all documentation S/O* = retain on-site until employee transfers to another department or terminates employment with the GNWT ** = retain until employee is 80 years of age or until two years after their death (providing no administrative action relating to the settlement of an estate has taken place during the previous two years) A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended October 2000 Page 6 of 21

140 EMPLOYEE PERSONNEL / BENEFIT RECORDS continued 20 Employee Personnel/Benefit Records (by employee) 20B Balance of leave credit forms (NWT2116)/Leave summaries Leave/attendance forms (signed copies) VTAs (vacation travel assistance) 3 nil D 2 nil D 20C Disciplinary letters S/O*** nil D n/a n/a n/a 20D Superceded records: GSMIP/ medical/dental insurance forms; Oath of Office; Personal information - address/drivers license/firearms certificate/marriage certificate/ PSCHP beneficiary forms; Resumes S/O**** nil D S/O nil D S/O*** = S/O**** = retain on-site for 18 months - if another disciplinary action is taken against the employee within the 18 months, all disciplinary letters should remain in the file for 18 months after the date of the last disciplinary letter retain on-site until superceded or obsolete A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended October 2000 Page 7 of 21

141 EMPLOYEE PAY RECORDS 5150 Records relating to pay for each employee. Includes salary and adjustments, garnishees, TD1s and T4s, northern and/or community allowances, payroll savings deductions, direct deposit, etc. For individual employee personnel/benefit records, see Primary DEFINITIONS: AEmployee" refers to permanent, temporary, part-time, casual and term workers. AMaster refers to the original employee benefit file. FMBS is usually responsible for maintaining the master/original pay file. When scheduling records, make sure you indicate whether your Department or FMBS maintains the master file. "Termination" refers to retirement, resignation, layoff, dismissal, or loss of position through reorganization, restructuring, etc. NOTES: Records Retention: The original pay records (master file) should be retained until the employee is 80 years of age or until seven years after their death (providing no administrative action relating to the settlement of an estate has taken place during the previous seven years). Terminated Employees: When an employee terminates employment with the GNWT, FMBS will transfer their original pay file to a central records facility. Master files containing employee personnel/benefit records will also be maintained in the same facility. A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended October 2000 Page 8 of 21

142 EMPLOYEE PAY RECORDS Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Employee Pay Files (by employee) 20A API for deferred salary deductions/ deferred salary leave/lwop/retroactive salary increases/salary changes API for termination Clearance forms DSS 2000 Death benefits Employment/pension status - changes Final pay statement Long-term disability benefits Maintenance orders PI/API for new hires Record of earnings microfiche Requirement to pay Return of Contributions-Superannuation Superannuation Payment to GNWT TD2s Third party garnishees/garnishes served by Courts S/O* ** D S/O nil D S/O* = retain on-site until employee terminates their employment with the GNWT ** = retain until employee is 80 years of age or until seven years after their death (providing no administrative action relating to the settlement of an estate has taken place during the previous seven years). A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended October 2000 Page 9 of 21

143 EMPLOYEE PAY RECORDS Continued 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Employee Pay Files (by employee) 20B 20C Canada Payroll Savings Form. Canada Savings Plan Applications Casual Time Sheets Cheque Requisitions Cheque Reversals Correspondence - (from employee and Department) Leave payouts Overtime sheets Rental Deductions Revenue Canada forms reducing Employee=s Tax Amount Record of Employment Record of Earnings Shift Differential Authorizations Supplementary Pay Reports/Authorizations T4s TD1s TP4s VTA Applications Superceded records: Bank Deposit/Direct Deposit Forms; Personal information: address 7 nil D 2 nil D S/O*** nil D S/O nil D S/O*** = retain on-site until superceded or obsolete A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended October 2000 Page 10 of 21

144 HUMAN RESOURCES - ADMINISTRATION 5170 Records relating to the general administration of human resources. Includes standards, guidelines and directives relating to attendance and all types of leave, e.g. AWOL, disability, sick, special, vacation, etc. Also includes employee award programs, human rights issues, casual staffing, summer students and volunteers. For unsolicited applications for employment, see Primary For job competition files, see Primary For individual employee personnel/benefit records, see Primary For individual employee pay records, see Primary For leave and attendance for individual employees, see Primary Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Casual Staff S/O 2 D S/O nil D 25 Employee Award Programs S/O 5 D S/O nil D 30 Human Rights Issues S/O 5 D S/O nil D 35 Leave / Attendance (includes sick, disability, special, AWOL, vacation, etc.) S/O 2 D S/O nil D 40 Summer Student Programs S/O 5 D S/O nil D 45 Volunteers S/O 5 D S/O nil D 50 Performance Appraisals S/O 5 D S/O nil D A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended October 2000 Page 11 of 21

145 HEALTH AND SAFETY 5180 Records relating to the general administration of employee welfare and assistance programs, occupational health and safety issues, accidents, accident prevention and Workers= Compensation Board Claims. Also includes information on Workplace Hazardous Materials Information System (WHMIS) and the handling of hazardous materials. For individual employee pay records, see Primary For individual employee personnel/benefit records, see Primary For general information on health benefits, see Primary Original records related to accidents and personal injuries incurred as a direct result of work duties, e.g. accident reports and Workers= Compensation Board Claims should be filed in the individual employee=s personnel/benefit file in Primary Original records related to the establishment of employee assistance programs are maintained by FMBS. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Employee Assistance Programs S/O 2 D S/O nil D 25 Occupational Health and Safety (includes WHMIS) 35 Worker=s Compensation Board Claims 2 5 D 2 nil D 2 5 D 2 nil D A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended January 1999 Page 12 of 21

146 HOURS OF WORK 5190 Records relating to the general administration of hours of work. Includes directives, standards and guidelines on work schedules, flexible time, overtime, early closing, time off for special occasions (e.g. voting, Caribou Carnival). For collective agreements, see Primary For individual employee leave and attendance records, see Primary For individual employee personnel/benefit records, see Primary For individual employee pay records, see Primary Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Compressed Work Weeks S/O 2 D S/O nil D 25 Hours of Work (Standard Hours) S/O 2 D S/O nil D 27 Hours of Work (Non-Standard Hours) S/O 2 D S/O nil D 30 Job Sharing S/O 2 D S/O nil D 35 Lieu Time S/O 2 D S/O nil D 40 Overtime Authorisations S/O 2 D S/O nil D 45 Mandatory Leave S/O 2 D S/O nil D 50 Winter Bonus Days S/O 2 D S/O nil D A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Amended January 1999 Human Resources Page 13 of21

147 PAY / SALARIES / WAGES 5195 Records relating to the general administration of salaries and wages. Includes directives, standards and guidelines on rates of pay, deductions, acting pay, salary schedules, market supplements/signing bonuses, etc. Also includes payroll distribution reports, direct deposit records and cheque distribution/receipt check lists. For individual employee pay records, see primary For hours of work, see primary * The payroll distribution records received by the Department are copies only. The original payroll records are generated and maintained by FMBS. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 25 Direct Deposit S/O 2 D S/O nil D 30 Payroll Distribution Reports* 2 5 D 2 nil D 35 Merit Increases S/O 2 D S/O nil D 40 Overtime Pay Schedules S/O 2 D S/O nil D 45 Salary Schedules S/O 2 D S/O nil D 50 Temporary Pay Adjustments S/O 2 D S/O nil D 55 Market Supplements / Signing Bonuses S/O 2 D S/O nil D A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended January 1999 Page 14 of 21

148 HUMAN RESOURCE PLANNING 5200 Records relating to current and projected staffing requirements, forecasts and estimates. Includes establishment reports, lists of positions, changes to positions due to reorganization or restructuring, transfers and reassignments of personnel, direct appointments, acting and temporary appointments and secondments. Also includes recall lists, obligations to displaced employees, job exchange, job enrichment and job rotation. Also contains records relating to the establishment and implementation of programs designed to enhance opportunities in the public service for target groups. Includes affirmative action programs and employment and pay equity programs, e.g. Joint Equal Pay Study (JEPS). For individual employee pay records, see Primary For individual employee personnel/benefit records, see Primary For organization charts, see Primary For reports and statistics, see Primary Original contract records should be filed in the individual=s employee file, Primary FMBS retains the master record for JEPS Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 Nil D 2 nil D 20 Human Resource Planning 2 5 AS/D 2 nil D 30 Establishment Reports S/O 2 D S/O nil D 35 Acting / Temporary Appointments 2 5 D 2 nil D 40 Reassignments / Secondments / Transfers / Direct Appointments 2 5 D 2 nil D 45 Employment Equity Programs / Reports S/O 5 D S/O nil D 55 Joint Equal Pay Study (JEPS) S/O 5 D S/O Nil D 60 Workforce Adjustments S/O 5 D S/O nil D 65 Contract Employees S/O 5 D S/O Nil D 70 Voluntary Separation S/O 5 D S/O nil D A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended October 2000 Page 15 of 21

149 TRAINING AND DEVELOPMENT 5205 Records relating to the general administration of technical and non-technical training. Includes training schedules, training directives, employee orientation, education leave, etc. Also includes records related to training programs, courses and workshops, e.g. course/workshop development, course contents, attendance records, evaluations, as well as records relating to the planning and scheduling of training and development activities. For individual employee pay records, see Primary For individual employees personnel/benefit records, see Primary Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 Nil D 2 nil D 20 Apprenticeships 2 5 D 2 nil D 25 Education Leave 2 5 D 2 nil D 30 Staff Development Training Courses / Programs / Workshops S/O 5 D S/O nil D 35 Trainees 2 5 D 2 nil D A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended October 2000 Page 16 of 21

150 LABOUR RELATIONS - ADMINISTRATION 5225 Records relating to the relationship between management and employees' unions, groups or associations. Includes the use of employer's facilities for union meetings, union dues, appointments of shop stewards, provision and use of union bulletin boards, etc. Also includes records relating to the exclusion of positions from the collective bargaining process, essential services negotiations, listings of essential workers, and the administration of labour disruptions. For disputes, grievances and appeals, see Primary For classification of individual positions, see Primary For collective agreements, see Primary Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 Nil D 2 nil D 20 Labour Disruptions S/O 5 AS/D S/O nil D 25 Union of Northern Workers (UNW) 2 5 AS/D 2 nil D 30 Northwest Territories Teacher=s Association (NWTTA) 2 5 AS/D 2 nil D 35 Other Unions / Associations 2 5 AS/D 2 nil D 40 Exclusions 2 5 AS/D 2 nil D 45 Essential Services 2 5 AS/D 2 nil D A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended October 2000 Page 17 of 21

151 LABOUR RELATIONS - COLLECTIVE AGREEMENTS 5230 Records relating to collective agreements. Includes guidelines, certification orders, Collective Agreements, Letters of Understanding, interpretations, bargaining proposals, negotiation proceedings, etc. FMBS maintains the master record of this information. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 NWTTA Collective Agreements (includes Letters of Understanding, negotiations, proposals and interpretations)** 40 UNW Collective Agreements (Includes Letters of Understanding, negotiations, proposals and interpretations)** S/O* 7 AS/D S/O nil D S/O* 7 AS/D S/O nil D S/O* = retain on-site until the agreement is superceded A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended January 1999 Page 18 of 21

152 LABOUR RELATIONS - DISCIPLINE / DISPUTES 5235 Records relating to the general administration of grievances and appeals, arbitrations and adjudications and disciplinary actions for UNW, NWTTA, Hay Plan and Excluded staff. Includes arbitration hearings concerning leave, dismissals, rates of pay, hours of work, classifications, appointments, shift work, overtime, etc. For collective agreements and interpretations, see primary For individual employee personnel/benefit records, see Primary Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 30 Discipline / Grievances / Appeals S/O* 5 D S/O nil D 35 Arbitrations and Adjudications S/O* 5 D S/O nil D S/O* = retain on-site until all actions have been completed A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended January 1999 Page 19 of 21

153 REPORTS AND STATISTICS 5318 Records relating to reports and statistics on human resource matters which do not fit elsewhere in the Human Resources section. Includes establishment reports and staff turnover reports. For employment equity reports, see Primary For establishment reports, see Primary For job evaluation studies and reports, see Primary For payroll distribution reports, see Primary Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Annual Personnel Reports / Statistics 2 4 D 2 nil D 25 Monthly Personnel Reports / Statistics 2 nil D 2 nil D 30 Other Personnel Reports / Statistics 2 4 D 2 nil D A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended January 1999 Page 20 of 21

154 STAFFING 5340 Records relating to staffing actions and job competitions. Includes competition selection standards, short lists of candidates, interview formats and questions, results and eligibility lists, standard offer and rejection letters, etc. Also includes unsolicited resumes and applications for employment. For individual employee personnel/benefit records, see Primary Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Competitions 2 nil D 2 nil D 35 Staffing Requisitions 2 nil D 2 nil D 40 Unsolicited Applications for Employment 1 nil D 1 nil D A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention Human Resources Amended January 1999 Page 21 of 21

155 SECTION 6 INFORMATION SERVICES Section 6, Information Services organizes records related to the management and distribution of information, including the development and maintenance of information systems, publishing, media relations, public relations, records management, library management, and telecommunications. Amended November 2005

156 LIST OF PRIMARIES INFORMATION SERVICES Information Services - General 6010 Department Information Systems and Support 6040 Publications 6080 Public Relation 6095 Media Relations 6098 Website Content Design and Maintenance 6175 Library Services 6215 Records Management - General 6225 Records Management - Records Classification and Filing Systems 6255 Records Management - Disposal / Storage / Retrieval 6315 Tele / Data Communications Information Services September 2000 Page 1 of 16 Revised November 2005

157 INFORMATION SERVICES - GENERAL 6003 Records related to general information services and that do not fit elsewhere in the 6000 Section. Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers. 00 Policy and Procedures S/O 6 AS/D S/O nil D 01 General 2 nil D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Information Services Amended September 2000 Page 2 of 16

158 DEPARTMENT INFORMATION SYSTEMS AND SUPPORT 6010 Contains information relating to the development and maintenance of department information and business systems. Includes information relating to the GNWT s information strategies and standards, GNWT shared information systems, and the Technology Service Centre. The records in this primary are used for developing new systems, enhancing and maintaining existing systems, migrating or decommissioning systems, and providing support to end-users. Used for system documentation, information about licenses, system backups other than those performed by the Technology Service Centre, and business continuity planning. For business planning see Primary For capital planning, see Primary For disaster planning, see Primary 1285 For electronic mail systems, see Primary For interdepartmental committees, see Primary For Internet systems, see Primary For inventories, see Primary For networks (LAN, WAN, MAN, etc.), see Primary For tenders and contracts, see also Primary For training, see Primary For Web page content design, see Primary SECONDARIES MASTER FILE COPY FILE 00 Policies and Procedures S/O 10 AS/D S/O nil D 01 General 2 nil D 2 nil D 15 Business Continuity Plans S/O 5 D S/O nil D 20 Information Systems Standards S/O 10 D S/O nil D 22 Information Systems Planning S/O* 10 D S/O nil D 27 Information Systems Projects S/O* 10 D S/O nil D 30 Systems Documentation S/O* 10 D S/O nil D 32 Information Systems Maintenance S/O** 10 D S/O nil D 35 Discontinued (was Systems Access Controls) Licensing S/O nil D S/O nil D Continued on next page A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Information Services July 1998 Page 3 of 16 Revised November 2005

159 Continued from previous page 6010 SECONDARIES MASTER FILE COPY FILE 39 User Support and Training S/O** nil D S/O nil D 40 System Backups / Data Recovery / Data Archiving / Data Management 45 Discontinued (Was Security Incidents/Investigations) 2 5 D 2 nil D GNWT Systems 2 3 D 2 nil D 60 Technology Service Centre 2 3 D 2 nil D S/O Information is replaced, revised, or discontinued. S/O* - retain on-site until completion, replacement, or termination of system S/O** - retain until issue is resolved A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Information Services July 1998 Page 4 of 16 Revised November 2005

160 PUBLICATIONS 6040 Contains records related to the development, production, and distribution of print publications and publications in other media. Publications are works, such as books, newsletters, bulletins, brochures, magazines, articles, manuals, films, compact disks, and multi-media packages that are prepared for mass distribution. Includes internal (GNWT-only) publications and publications intended for the general public. Use for publications that are not part of a larger communications project. Also use for information about International Standard Book Numbers (ISBNs), International Standard Music Numbers (ISMNs), and International Standard Serial Numbers (ISSNs). Examples: draft publications, proofs, publications, lists and catalogues of government publications, requests for publication, distribution lists. For copyright, see also Primary For media relations projects and correspondence with the media, see Primary For public relations projects and correspondence with the general public, see Primary For reports and statistics, see Primary For tenders and contracts, see also Primary For Web page design, see Primary The Legislative Assembly is the Office of Primary Responsibility and holds the master file for records relating to ISBNs, ISMNs, and ISSNs. NOTE One copy of all publications produced for public distribution must be sent to the Northwest Territories Archives and four copies of all publications must be sent to the Legislative Assembly Library, as per the Publications Regulations (R ). One copy of all final products should be included in secondary SECONDARIES MASTER FILE COPY FILE 00 Policies and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 International Standard Numbers (ISBN, ISMN, ISSN) S/O* 5 D S/O nil D 25 Publications S/O** 5 AS/D S/O nil D 30 Publication Lists / Catalogues S/O 2 D S/O nil D 35 Publication Requests / Distribution / Subscriptions S/O Information is replaced, revised, or discontinued. S/O* - Numbering system recalculated due to changes to international standard. S/O** - Publication is out-of-print and will not be re-issued. 2 2 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Information Services Amended July 1998 Page 5 of 16 Revised November 2005

161 PUBLIC RELATIONS 6080 Contains information related to the promotion of GNWT programs and activities. Includes inquiries from the public. Use for communications planning and strategies, communications and public relations projects and programs, and promotions. Also used for photograph collections. Do not use for publications that are not part of a public relations project. Examples of records include speeches, lectures, addresses, exhibits, displays, posters, publications that are part of a public relations project, photographs. For access to information requests, see Primary For briefing notes and briefing books, see Primary For business plans, see Primary For ceremonies and visits, see Primary For contracts, see Primary For media relations that are not part of a public relations project, see Primary For Ministers speeches, see Primary For official languages, see also Primary For permissions for use of copyrighted material, see also Primary For protocol, see Primary For publications that are not part of a public relations project, see Primary For reports and statistics, see Primary For visual identity program, see also Primary For Web page design, see Primary Secondary includes digital photographs, prints, slides, and negatives, and indexes to photograph collections. Use secondary for all records relating to a public relations project, such as communications plans and strategies, development and production of promotional materials, advertising, media releases, and speeches. One copy of all publications should be included in secondary SECONDARIES MASTER FILE COPY FILE 00 Policies and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 22 Departmental Communications Plans 2 5 AS/D 2 nil D 32 Photographs S/O* 7 AS/D S/O nil D 35 Program Promotion / Projects S/O** 5 AS/D 2 nil D 40 Public Inquiries 2 nil D 2 nil D S/O Information is replaced, revised, or discontinued. S/O* - Photographs no longer required for use in promotions, projects, or publications. S/O** - Project completed. A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Information Services July 1998 Page 6 of 16 Revised November 2005

162 MEDIA RELATIONS 6095 Contains information documenting communications with the media. Includes inquiries from the media and media monitoring. Use for press and media releases, news conferences, requests for interviews, media contact lists, and advertising. Use for media relations that are not specific to a public relations project. Examples of records include press releases For access to information requests, see Primary For briefing notes and briefing books, see Primary For business plans, see Primary For ceremonies and visits, see Primary For Ministers speeches, see Primary For official languages, see also Primary For permissions for use of copyrighted material, see also Primary For protocol, see Primary For public relations projects, see Primary For publications that are not part of a public relations project, see Primary For reports and statistics, see Primary For visual identity program, see also Primary For Web site design, see Primary SECONDARIES MASTER FILE COPY FILE 00 Policies and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 45 Discontinued. Use Media Relations Files (includes media interviews, news conferences, media/contact lists, press releases, advertisement) 2 5 D 2 nil D 55 Media Inquiries 2 5 D 2 nil D 60 Media Monitoring (includes newspaper clippings, radio transcripts and recordings, television transcripts and recordings, website monitoring) 1 nil D 1 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Information Services July 1998 Page 7 of 16 Revised November 2005

163 WEBSITE CONTENT DESIGN AND MAINTENANCE 6098 Contains information documenting the design and maintenance of the content of Internet, intranet, and extranet websites and web pages. Includes administration of websites. Used for the design and maintenance of departmental websites, revisions to content on websites, permissions to use or link to website content. Used primarily for static pages. Does not include information relating to information technology used to support websites, such as servers and networks, or information systems that produce dynamic content for websites, such as databases. For content management systems, see Primary For contracts, see Primary For networks, see Primary For permissions for use of copyrighted material, see also Primary For reports and statistics, see Primary For visual identity program, see Primary For web interfaces with business systems, see Primary The information that is available on Internet, intranet, and extranet pages should also be filed in the appropriate administrative or operational subject file. SECONDARIES MASTER FILE COPY FILE 00 Policies and Procedures S/O 10 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Website Design and Maintenance 2 8 D 2 nil D 25 Website Permissions 2 8 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Information Services November 2005 Page 8 of 16

164 LIBRARY SERVICES 6175 Contains information documenting the services provided by departmental libraries. Includes interlibrary loans, correspondence regarding overdue materials, binding and preservation of materials, and information about the library s automation system. Used to promote the library s collection and services. Also used for reports and statistics regarding libraries services, such as acquisitions, circulation, reference questions, research and online searches, and de-accessions. Does not include the materials that form the library collection or the library catalogue. For conferences, see Primary For correspondence with and information from other libraries, see Primaries 1200 to For disposition of items from library collections, see Primary For financial agreements, see Primary For forms management, see Primary For interdepartmental committees, see Primary For internal departmental meetings and committees, see Primary For international committees, see Primary For interprovincial and national committees, see Primary For ISBN, ISSN, ISMN, see Primary For library associations, see Primary For non-financial agreements, see Primaries 1080 to For original invoices and purchase orders, see Primary For publications, see Primary Cataloguing and classification worksheets may be disposed of as transitory records once the information has been entered into the catalogue and the catalogue entry verified. See the Transitory Records Schedule, RDA Reference questions may be disposed of as transitory records once the question has been recorded in statistics. See the Transitory Records Schedule, RDA Where libraries are using a manual system to track circulation of library materials, circulation records (charge out, charge in) may be disposed of as transitory records once the library materials have been returned. See the Transitory Records Schedule, RDA SECONDARIES MASTER FILE COPY FILE 00 Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 15 Library Catalogue System / Automated Systems Continued on next page S/O nil D S/O nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Information Services July 1998 Page 9 of 16 Revised November 2005

165 Continued from previous page 6175 SECONDARIES 20 Library Promotional Materials (e.g. acquisitions lists, notices, bibliographies) MASTER FILE COPY FILE 2 nil D 2 nil D 27 Interlibrary Loans 2 nil D 2 nil D 35 New Acquisitions 2 nil D 2 nil D 37 Overdues 2 nil D 2 nil D 43 Preservation / Binding 2 nil D 2 nil D 45 Discontinued Library Reports and Statistics 2 5 D 2 nil D 55 Subscriptions / Renewals 3 nil D 2 nil D 60 User Registration Records (where not maintained in a database) S/O nil D S/O nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Information Services July 1998 Page 10 of 16 Revised November 2005

166 RECORDS MANAGEMENT - GENERAL 6215 Contains information related to records management and related activities, for which there is no specific primary. Includes standards, guidelines, and subject information on records management, correspondence management, forms management, the management of electronic records, document management, essential or vital records, micrographics, imaging, and other technologies for managing records. Used for designing and developing forms, managing microfilming and imaging projects, implementing electronic records management and/or document management systems, and vital records planning and identification of essential or vital records. Also used for records management advice provided to the department or received from the Records Management section of Public Works and Services. Examples of records include standards, guidelines, plans, forms, vital records lists. For administrative and operational records classifications systems, see Primary For disposal, storage and retrieval of records, see Primary For mail logs, see Primary For disaster planning and business resumption planning, see Primary For statistics, see Primary Policy and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 10 Records Management Advice 2 5 D 2 nil D 20 Correspondence Management 2 5 D 2 nil D 25 Forms Management 2 5 D 2 nil D 30 Electronic Records / Document Management 35 Discontinued. Use (was Disaster Prevention / Business Recovery) 2 5 D 2 nil D Essential / Vital Records 2 5 D 2 nil D 45 Micrographics / Imaging 2 5 D 2 nil D 50 Other Emerging Technologies 2 5 D 2 nil D 55 Records Projects 2 5 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Information Services July 1998 Page 11 of 16 Revised November 2005

167 RECORDS MANAGEMENT - RECORDS 6225 CLASSIFICATION AND FILING SYSTEMS Contains records relating to the development, approval, implementation, and maintenance of records disposition authorities and departmental filing systems. Includes file lists. Also includes information related to common records disposition authorities developed for use by all GNWT departments. Used for records relating to the development, approval, revision, and discontinuation of departmental records disposition authorities, such as Operational Records Classification Systems (ORCS) and One-Time Records Schedules. Used to manage active files, including circulation of files. Also used for file conversion and projects. Examples of records include records disposition authorities, plans, file lists, file charge-in/charge-out records. For the disposal, storage and retrieval of records, see Primary For other aspects of records management, see Primary Records Management, Public Works and Services, maintains the government s master record for common records disposition authorities as an operational record. 00 Policy and Procedures S/O 75 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Common Records Disposition Authorities (e.g. Transitory Records Schedule, GNWT Administrative Records Classification System) 30 Department Specific Records Disposition Authorities (e.g. Operational Records Classification System (ORCS), One-Time Records Schedules) S/O 7 D S/O nil D S/O* 75 D S/O nil D 35 File System Conversion Projects 2 5 D 2 nil D 40 File Lists 2 5 D 2 nil D 42 File Charge-in/Charge-Out 2 0 D 2 nil D 45 Discontinued. Use (was Records Projects) S/O* = retain on site until all records that are scheduled by the records disposition authority have been disposed of. A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Information Services October 2000 Page 12 of 16 Revised November 2005

168 RECORDS MANAGEMENT DISPOSAL / STORAGE / RETRIEVAL Contains records related to the semi-active and final disposition phases of the records life cycle. Includes records relating to transfers of records to GNWT records centres and retrievals from the records centres. Also includes records relating to the disposal of records, including the destruction of records, the destruction of transitory records, the transfer of records to the NWT Archives, the transfer of records to other GNWT departments, the transfer of records to other governments, including Nunavut and Aboriginal Governments, and the transfer of records to non-government organizations. Used to review Notices of Destruction received from the Government of Nunavut. Examples of records include lists of records transferred to the records centre, records of retrievals of records from the records centres, lists of records that are to be disposed of, disposition authorization letters, letters authorizing the transfer of records, Government of Nunavut Notices of Destruction, lists of Nunavut records that are ready for disposition. For records classification systems, see Primary For other aspects of records management, see Primary Each department must maintain documentation on the final disposition of its records. 00 Policy and Procedures S/O 75 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Records Destructions 5 70 D S/O nil D 30 Records Retrievals / Returns to Storage 2 0 D 2 nil D 40 Transfers to Records Centres and Permanent Returns to Department S/O* 0 D S/O nil D 45 Transfers to NWT Archives 5 70 D 5 nil D 50 Transfers to Other GNWT Departments / Boards / Agencies 5 70 D 5 nil D Continued on next page A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Information Services July 1998 Page 13 of 16 Revised November 2005

169 Continued from previous page Transfers to Other Governments (e.g. Nunavut, Aboriginal Governments) 5 70 D 5 nil D 60 Transfers to Non-GNWT Organizations 5 70 D 5 nil D 65 Government of Nunavut Notices of Destruction 1 6 D 1 nil D 70 Transitory Records Dispositions 1 6 D 1 nil D S/O* = retain on-site as long as records are stored at a records centre; when records are disposed of, documentation should be transferred to a disposition file A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Information Services July 1998 Page 14 of 16 Revised November 2005

170 DISCONTINUED. USE (Was Studies, Research and Surveys) 00 Discontinued. Use (was Policy and Procedures) 01 Discontinued. Use (was General) 20 Discontinued. Use (was Management Studies and Surveys) 25 Discontinued. Use (was Performance Measurement) A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Information Services July 1998 Page 15 of 16 Revised November 2005

171 TELE / DATA COMMUNICATIONS 6315 Contains records related to data communication networks and telecommunications. Includes information about telephone and cellular phone systems, radio systems, mobile telecommunications systems, and intercom systems. Used for information about the government s digital communications networks (DCNs), local, metro, and wide area networks (LAN, MAN, and WAN). Also used for information about the government s Internet and electronic mail systems. Examples of records include requests for service and upgrades, correspondence with service providers, studies, reports. For business and information systems, see Primary For telecommunications equipment and supplies, see Primary For Web page design, see Primary messages should be filed in the relevant administrative or operational subject or case file. Integrated telephone and intercom systems are filed under Stand-alone intercom systems are filed under Information about voice over Internet (VoIP) systems are filed under Secondaries MASTER FILE COPY FILE 00 Policies and Procedures S/O 7 AS/D S/O nil D 01 General 2 nil D 2 nil D 20 Telephone and Cellular Phone Systems 2 5 D 2 nil D 25 Radio and Mobile Systems 2 5 D 2 nil D 30 Electronic Mail Systems 2 5 D 2 nil D 40 Digital Communications Networks (DCNs, includes LANs, MANs, and WANs) 2 5 D 2 nil D 45 Internet Systems 2 5 D 2 nil D 50 Voice Systems 2 5 D 2 nil D 55 Discontinued. Use (was Area Networks) Audio and Video Conferencing Systems 2 5 D 2 nil D A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention Information Services July 1998 Page 16 of 16 November 2005

172 GLOSSARY OF TERMS Access to Information and Protection of Privacy Act This legislation ensures the public s right to access information created or received by the GNWT. It also specifies exceptions to access of some kinds of information and prevents the unauthorized collection, use or disclosure of personal information by public bodies. Active records Active records are records that are required by a department or division on a regular basis. They may be referred to daily, weekly, or every couple of weeks. Because active records are used frequently, they should be kept in the office where they were created. Administrative records Means records common to all offices and which are distinct from operational records. Administrative records support housekeeping functions such as the management of facilities, property, material, finances, personnel and information systems. Administrative records also relate to common management processes, including committees, agreements, contracts, information services, legal opinions, and other similar functions. Administrative Records Classification System (ARCS) Means the government-wide system for the classification, filing, retrieval, and records retention and disposition for all types of administrative records. Archival selection The process whereby the NWT Archives determines which Government records will be retained permanently to document the history and operations of the GNWT. Archives Act This legislation establishes the position of the Territorial Archivist and the Public Records Committee. The Archives Act defines GNWT records, and stipulates that they must be transferred to the Territorial Archivist within 30 years of their creation unless legally disposed of according to an approved records disposition authority. Block numeric A file classification system whereby specific subjects are grouped into separate blocks of more general primary subjects. Primary numbers are assigned to the main subject blocks and secondary numbers are assigned to the specific subjects within the blocks. Together the primary and secondary numbers designate particular files. When further breakdown of subjects is necessary, tertiary and quaternary numbers are created. Case files A file containing material relating to a specific action, event, person, project, location, etc., and which is filed by that name, project, location, etc. All case files in a particular series usually contain the same type of record material. Examples of case files are personnel files and estate files. GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 1 of 7

173 GLOSSARY OF TERMS Classification system A systematic arrangement of records into subject groups or functional categories using numbers or letters for identification. Confidential records A record containing certain information that requires protection against un-authorized access or disclosure. Conversion of records The transfer of records from one physical format to another. Copy file A record that is a copy of and is maintained in addition to the master file. A copy file is kept for reference purposes and is not used or relied upon as the department s official record of its actions, business transactions, decisions, policies, and approvals. Destruction See Records disposition. Electronic records Records consisting of data and information which is input, created, manipulated and/or stored on electronic media which show evidence of actions and decisions occurring during the transaction of business. File Papers and documents on specific subjects, locations, people, etc., which have been collected within a single file jacket, shannon file, etc., and which have been arranged in logical sequence, usually in date order. Final disposition The final action taken with regard to a group of records after their inactive phase has ended; may be either destruction or transfer to the NWT Archives. Full retention Indicates that all records so designated in a retention schedule are to be retained permanently by the department, board or agency that created or received, used and maintained them. Sometimes called permanent retention. Government records See Public Records irims Records and Information Management software Acronym for Integrated Records & Information Management System. GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 2 of 7

174 GLOSSARY OF TERMS Life cycle The evolution of a record through creation and receipt, distribution, use, maintenance, and disposition. Master file A record that is created or received, maintained, used, and relied upon as the department s official record. A master file provides evidence of the department s actions, business transactions, decisions, policies, and approvals. Microform A generic term for any film or paper, which contains reduced photographic images. Examples include microfiche and microfilm. Non-record See Transitory Records. NWT Archives All public records and other documentary material under the care, custody and control of the Territorial Archivist. This term is commonly used to refer to the organization that is managed by the Territorial Archivist, and which looks after the NWT Archives. It is also commonly used to refer to the facilities in the Prince of Wales Heritage Centre that house the NWT Archives. Office of Primary Responsibility (OPR) The program unit within a department, which has primary responsibility for a category of records or holds the master copy of any records series. The OPR maintains the official master copy of the records in order to satisfy operational, financial, legal, audit and other requirements. All other copies are considered duplicates and have a shorter retention period. One-time records disposition authority A one-time disposition authority is used to process the disposition of a specific group of records. Such a schedule is prepared in order to process the disposition of the records created in carrying out a discontinued program or service. Ongoing records disposition authority An ongoing records schedule is one that can be used by a department on a continuing basis, until it is amended or repealed. On-site records storage Refers to the storage of records in the office in which they were created. GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 3 of 7

175 GLOSSARY OF TERMS Operational records Records which relate to the operations and services provided by a department or agency in carrying out the functions for which it is responsible according to statute, mandate, or policy. Operational records are distinct from administrative records and are unique to each government organization. Operational Records Classification System (ORCS) A standardized system for the classification, filing, retrieval, vital records and freedom on information and protection of privacy designations, and disposition scheduling of operational records. Policy and procedures files Files which contain records relating to the plans, decisions, and actions embracing the general goals and acceptable procedures of a government organization. Public records As defined in the Archives Act, "public record" includes any correspondence, memorandum, book, plan, map, drawing, diagram, pictorial or graphic work, photograph, film, microfilm, sound recording, video tape, machine-readable record, manuscript, inventory, pamphlet, periodical, photographic slide, micrographic, electronic data print-out, and any other documentary material regardless of its physical form or characteristics, held by or under control of a government body; Public Records Committee Operating within the mandate of the Archives Act, the Public Records Committee reviews and approves records disposition authorities and advises the Commissioner on disposition of government records. Record See Public Records Records centre The storage facility administered by the department of Public Works & Services which is responsible for the transfer, processing, storage, and retrieval of inactive records owned by the departments of the Government of the Northwest Territories. Records classification system A systematic arrangement of records into subject groups or functional categories using numbers or letters for identification. Records coordinator An individual designated by a GNWT department to be responsible for the development and overall administration of the department's records management program. GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 4 of 7

176 GLOSSARY OF TERMS Records disposition See Final Disposition Records disposition authorities Also known as a Retention Schedule or a Disposition Authority. A list of public records which indicates and authorizes the length of time a particular series of records should be maintained in the active area of the department, the length of time they should be maintained in semi-active or inactive storage and identifies the final disposition action for the series (destruction or archival selection). Records inventory Usually organized by record type, an inventory provides the basis for establishing a records schedule and fully describes the title, purpose, function, information content, format, physical extent, date range, legal and fiscal retention requirements for the records, and other factors that may have a bearing on the retention periods and final disposition. Records management The application of an information system to the administration and control of records (and the information they contain) throughout their life-cycle, including creation or receipt, classification, use, retention, storage, and final disposition. Records schedule See Records disposition authority Records series Also known as 'series'. Records arranged in and maintained in a unit because they relate to the same subject, function, or activity, have a similar form, or because of some other relationship resulting from their creation, receipt or use. Examples are subject files, purchase orders, case files. Reserved secondaries Within an ARCS and ORCS, each primary has two reserved secondaries. A '-00' secondary is reserved ALWAYS for 'Policy and Procedures' type record material; and a '-01' secondary is reserved ALWAYS for 'General' or routing type record material. Whether the primary has these two files or not, the primary '-00' and '-01' are typed in the numerical index under each primary. When files actually exist for either or both of the files, the words 'Policy' and 'General' are inserted as required. Retention period The length of time a record must be retained in order to satisfy administrative, fiscal, legal and research requirements of a department. Retention periods are usually specified in number of years or by reference to the termination of a project or event. GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 5 of 7

177 GLOSSARY OF TERMS Scope note A description of the functions, uses and content of the records that are classified within a primary records classification. A scope note indicates the administrative or operational function of the records, and should give a general statement about the record types (memos, forms, reports) and media (video recordings, computer disk). A scope note may also contain information about records that are specifically excluded from the primary classification and filed elsewhere, about records arrangement and organization, records management practice, and records usage. Semi-active records A record that is no longer required for constant referral in the course of daily business but which is still of some use to the department. The record may be required for occasional consultation and may be retained because of administrative or legal requirements. Subject files The collection of record material on a specific subject placed together, usually in date order, within a single file folder. Superseded/Obsolete Is used to identify records that must be retained until the occurrence of an event. Examples include expiration of a contract, cancellation of a program, disposal of an asset, or the resolution of a claim. Transitory records Means records of a temporary usefulness which are not an integral part of an administrative or operational records series, which are not regularly files within a standard records classification system, and which are only required for a limited period of time for the completion of an action or the preparation of an ongoing record. Transitory records are not required to meet statutory obligations or to sustain administrative or operational functions. Transitory record categories as identified in the Transitory Records Schedule include: i) Advertising Material ii) Blank Information Media iii) Draft Documents and Working Materials iv) Duplicate Documents v) Non-GNWT Publications GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 6 of 7

178 GLOSSARY OF TERMS Values i) 'ADMINISTRATIVE' the usefulness of records to the department holding them for the conduct of current business. ii) 'FISCAL' the value of records to the department for their usefulness in showing how monies were obtained, allotted, controlled, and expended. iii) 'LEGAL' the continuing value records may have in protecting the civic, legal, property, iv) human and other rights of the GNWT, individuals, or society as a whole. 'EVIDENTIAL' the value of records for providing evidence of the organization and functioning of government departments. v) ARCHIVAL the determination that records merit permanent preservation by the Territorial Archivist. Vital records Records without which, the GNWT could not continue to function. Examples include: i) Records necessary for the government to fulfil its obligations to personnel, clients, and suppliers; and ii) Records necessary for the government to protect the rights of personnel, suppliers, etc., and its own rights to physical and intellectual property. Working materials Rough notes, calculations, preliminary drafts and research notes assembled or created in the preparation or analysis of other records such as correspondence, memoranda, reports and statistical tabulations. When the final documents have been produced and incorporated in an administrative or operational records classification system, working materials become transitory records and do not have to be retained. Working materials related to statutes, audits, or records specified in a records schedule, however, are not transitory records and must be retained according to an approved records disposition authority. GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY December 2005 Page 7 of 7

179 SUMMARY OF PRIMARIES AND SECONDARIES / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued December 2005 GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY Page 1 of 15

180 SUMMARY OF PRIMARIES AND SECONDARIES / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued / discontinued discontinued discontinued discontinued discontinued n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued December 2005 GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY Page 2 of 15

181 SUMMARY OF PRIMARIES AND SECONDARIES / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued / discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a December 2005 GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY Page 3 of 15

182 SUMMARY OF PRIMARIES AND SECONDARIES / n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued December 2005 GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY Page 4 of 15

183 SUMMARY OF PRIMARIES AND SECONDARIES / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued December 2005 GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY Page 5 of 15

184 SUMMARY OF PRIMARIES AND SECONDARIES / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued December 2005 GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY Page 6 of 15

185 SUMMARY OF PRIMARIES AND SECONDARIES / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a discontinued discontinued discontinued n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a December 2005 GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY Page 7 of 15

186 SUMMARY OF PRIMARIES AND SECONDARIES / n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a discontinued discontinued discontinued n/a discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a discontinued discontinued discontinued n/a discontinued discontinued discontinued n/a discontinued discontinued discontinued n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued / n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a discontinued discontinued n/a discontinued discontinued n/a discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued December 2005 GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY Page 8 of 15

187 SUMMARY OF PRIMARIES AND SECONDARIES / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a December 2005 GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY Page 9 of 15

188 SUMMARY OF PRIMARIES AND SECONDARIES / discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued / n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a a a a a a n/a b b b b b n/a c c c c c n/a d d d d d discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a a a a a a n/a b b b b b n/a c c c c c discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued December 2005 GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY Page 10 of 15

189 SUMMARY OF PRIMARIES AND SECONDARIES / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued December 2005 GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY Page 11 of 15

190 SUMMARY OF PRIMARIES AND SECONDARIES / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a December 2005 GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY Page 12 of 15

191 SUMMARY OF PRIMARIES AND SECONDARIES / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued December 2005 GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY Page 13 of 15

192 SUMMARY OF PRIMARIES AND SECONDARIES / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued December 2005 GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY Page 14 of 15

193 SUMMARY OF PRIMARIES AND SECONDARIES / discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued n/a discontinued n/a discontinued n/a discontinued n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued / discontinued discontinued discontinued discontinued discontinued n/a n/a n/a n/a n/a n/a n/a n/a n/a discontinued n/a n/a n/a n/a n/a discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued discontinued December 2005 GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY Page 15 of 15

194 INDEX A Abandonment of Positions , 5200 Absent Without Leave Acceptance Letters Access Commissioner - Orders / Recommendations Access to Information / Protection of Privacy Administration Guidelines Information about Orders Policies Procedures Recommendations Requests Access to Information / Protection of Privacy - Administration Access to Information / Protection of Privacy - Requests Access to Information / Protection of Privacy Requests Access to Information and Protection of Privacy Commissioner , 1310 Accident Prevention Accident Reports Accidental Death and Dismemberment Insurance Accidents Health Benefits Vehicle Accommodation Warrants Accommodations Accountable Advances Accountable Forms Accounting - Accountable Forms Accounting - Cash Accounting - General Accounting Codes Accounts Bank Foreign Currency Fund Imprest Accounts, cont. Payable Public Receivable Revenue Suspense Trust Accounts Payable Accounts Payable Reports - Annual Accounts Payable Vendor Files Accounts Payable Vendor Reports - Monthly 4060 Accounts Receivable Accounts Receivable Billings Accounts Receivable Client Files Accounts Receivable Reports - Aged Monthly Accounts Receivable Reports - Annual Accounts Receivable Vendor / Client Files Accruals Acquisition Audio-Visual Equipment Badges Books Buildings , 2055 Computer Systems Computers Crests Facilities , 2055 Flags Furniture Hardware Land Library Materials Micrographics Equipment Office Equipment Photographic Equipment Pins Publications Software , 6010 Telecommunications Equipment Warranties , 3005, 3015, 3020 Acting / Temporary Appointments Acting Appointments , 5150, 5200 Acting Pay Acts...See Legislation Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 1 of 29

195 INDEX Acts and Regulations - Federal / Provincial / Yukon, Nunavut Acts and Regulations - Government of the Northwest Addresses , 6080 Adjudications , 5235 Adjustments Administration - General Administrative Records Classification System Advances - Accountable Advances - Cash Advances - Other Advertisements Contracts Employment Requests for Information Requests for Proposals Staffing Tenders Affidavits Affirmative Action Aged Monthly Reports Aged Receivable Reports Aged Reports , 4100 Agencies , see also Departments Agreements Committees Contributions Grants Agendas Committees , 1145, 1155, 1165, 1170 Conferences Departmental Meetings Departmental Senior Management Meetings Division Federal Committees Interdepartmental Committees Intergovernmental Committees International Committees Non-Government Organizations Northwest Territories Committees , 1170 Nunavut Committees , 1170 Provincial Committees Seminars Staff Meetings Symposiums Agendas, cont. Working Groups , 1145, 1155, 1165, 1170 Workshops Yukon Territory Committees Agreements Alberta Associations Band Councils British Columbia Canada Cities Collective Communities Contributions Cost Sharing Departments Employment Federal Federally Funded Financial Financial Debt Formula Financing Grant Hamlets Land Claims Land Settlements Manitoba Municipalities New Brunswick Newfoundland and Labrador Non-financial , 1085, 1090, 1097 Northwest Territories Nova Scotia Nunavut Ontario Organizations Prince Edward Island Quebec Saskatchewan Self Government Settlements Standing Offer Third Party Towns Yukon Territory Agreements - Federal / Provincial / Yukon / Nunavut Agreements - Land Claims and Land Settlements Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 2 of 29

196 INDEX Agreements - Municipal / Hamlet / Settlement / Band Council Agreements - Northwest Territories Agreements - Other Agreements and Arrangements Agreements in Principle... See Agreements Air Conditioning Air Freight Airplanes Alberta Agreements , 4110 Committees Correspondence Legislation Regulations Alcohol Counseling Allocations Allowance for Doubtful Accounts Allowances Hospitality Northern All-Terrain Vehicles Alterations , 2055 Alternative Dispute Resolution Amortization Annual Personnel Reports / Statistics Annual Reports Accounts Payable Accounts Receivable Associations Clubs Federations Foundations Leagues Orders Professional Associations Societies Answers API Appeals Applications Computer Employment Appointments Appeals Calendars Appointments, cont. Diaries Direct Employment Shop Stewards Appraisals Land Performance Appreciation / Complaints Apprenticeships Appropriation and Commitment Control Appropriations Approvals Computers Contributions Financial Management Board Grants Hospitality Leave Outside Employment Overtime Arbitration , 5235 Arbitrations and Adjudications Archiving Data Records ARCS... See Administrative Records Classification System Area Networks Articles Asset Loss Investigation Reports Assets , 4240, 4376 Assets Control and Inventory Asset Inventories , 4376 Assignments Parking Spaces Third Party Work Plans Assistant Deputy Minister Briefings Chronos Correspondence Issues Meetings Associations , 5225 Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 3 of 29

197 INDEX Associations / Clubs / Societies ATIPP... See Access to Information / Protection of Privacy Attendance , 5170, 5205 Attendance Forms , 5170 Audio and Video Conferencing Systems 6315 Audio Visual Production Projects Audiovisual Equipment Audit Bureau Auditor General of Canada Audits Audits and Compliance Reviews Authorities... See Boards or Departments Authorizations , 4365, 5145, 5150, 5190 Automobiles Automotive Fuel Awards , 5170, 5205, 6080 AWOL...See Absent Without Leave B Badges Baffin Region Balance of Leave Credit Forms Band Councils Agreements , 4110 Correspondence Bands / Hamlets / Settlements / Municipalities Bank Accounts Bank Deposit Forms Bank Reconciliations Bank Statements Banking Bankruptcies Banks and Banking Bargaining Agents Bargaining Proposals Barges Batch Control Administration Batch Control Logs Batch Files Batch Headers Batch Status Reports Batches Batches / Financial Source Documents.4167 Beaufort Delta Region Beneficiaries Benefits Administration Benefits Records Bibliographies Bidders Lists Bids Bilingual Bonus Billings Bills...See Legislation Binding Biographical Sketches , 6095 BIP... See Business Incentive Policy Birth Certificates Block Funding Board of Management Board Rooms Boards...See also Departments Agreements Division Federal Intergovernmental International Management Northwest Territories , 1170, 1225 Nunavut , 1170 Provincial Yukon Territory Boats Books Appointment Briefing Library Breach of Security Incidents Briefing Books Notes Briefing Notes and Briefing Books British Columbia Agreements , 4110 Committees Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 4 of 29

198 INDEX Correspondence British Columbia, cont. Legislation Regulations Brochures Budget Adjustment Authority Budget Development Budget Forecasts Budget Instruction Packages Budget Projections Budget Transfers - Internal Budget Vouchers Budgets - Capital / Main Estimates Budgets - Planning Building Directories, Addresses, Location Lists, Signage Building Materials Building Occupancy Charges , 2055 Building Security Buildings , 2050, 2055 Security Utilities Buildings - Government-Owned Buildings - Leased Buildings and Properties - General Bulletin Boards Bulletins Bus Freight Business Cards Business Continuity Plans Business Incentive Policy Business Plans Business Recovery Plans , 6010 Business Resumption Plans , 6010 Business Systems By-Laws / Resolutions By-Laws / Resolutions - Municipal C Cabinet Cabinet Agenda Item Cabinet Committees Cafeterias , 2050, 2055 Calendars Call Letters Canada... See Federal Canada Customs and Revenue Agency Demands , 4380 Canada Customs and Revenue Agency Forms Canada Customs and Revenue Agency Interpretations Canada Payroll Savings Form Canada Pension Plan Canada Post Canada Savings Plan , 5150 Cancelled Authorities Candidates Canoes Capital Acquisition Plans , 4240 Capital Estimates Capital Investment Expenditures.4200, 4240 Cards Business Credit Gas Identification Purchase Signature Telephone Travel Cards - Telephone / Credit / Gas / Purchase Career Day Carnivals Cars Cash Advances Cash Control Systems Cash Overages Cash Receipt Journals Cash Register Tapes Cash Shortages Casual Employees , 5150, 5170 Casual Employment Records Casual Staff , 5150, 5170 Casual Time Sheets Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 5 of 29

199 INDEX Catalogues , 6040 Catalogues and Price Lists CDs...See Compact Disks Cellular Phone Systems Centennials Central Accounting Forms Ceremonies / Events / Tours Certificates Change Orders Changes in Capital Assets and Amortization Chargeback Agreements Charter Communities...See Municipalities Cheque Distribution Cheque Receipts Cheque Requisitions , 5150 Cheque Reversals Cheque Writer Reports Cheques , 5150 Chronological Files... See Chronos Chronos Deputy Minister's Minister's Cities...See Municipalities Claims , 4060, 4167, 4360, 4376, 5145, 5180 Claims Files Classification Appeals Books Job Position Records Classification Systems , 6225 Classification Tables Cleaning Services , 2055, 3015, 4280 Clearance Forms Clearances Client Charges / Building Occupancy Changes , 2055 Client Files Close-Outs Clothing Clubs Coats of Arms Codes Collective Agreements COM...See Computer Output Microfilm Commendations , 5170 Commissioners Access to Information , 1310 Conflict of Interest Official Languages , 1329 Commissions Division Federal Interdepartmental Intergovernmental International Non-Government Organizations Northwest Territories , 1170 Nunavut , 1170 Provincial Yukon Territory Commitment Authority Commitment Rollovers Commitments , 4200, 4280, 4400 Committees Cabinet Departmental Deputy Minister Executive Council Federal Interdepartmental Intergovernmental International Legislative Assembly Non-Governmental Northwest Territories , 1170 Nunavut , 1170 Provincial Senior Management Standing Yukon Territory Committees - Division of the Northwest Territories Committees - Federal / Provincial / Territorial Committees - Government of the Northwest Territories Committees - International Committees - Other Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 6 of 29

200 INDEX Common Records Disposition Authorities Communication Plans Communications Projects Communications Strategies Communities...See Municipalities Community Empowerment Compact Disks Competition Selection Standards Competitions Complaints Compliance Compressed Work Weeks Computer Output Microfilm Computers Disposal Equipment Hardware Networks Conditions of Employment Condolences Conference Room Use , 5225 Conferences , 6095 Conferences / Seminars / Workshops Conferences Attended by the Department Conferences Organized by the Department 1185 Confirmation Letters Conflict of Interest , 5145 Conflict of Interest Commissioner Congratulations, Complaints, Greetings, Invitations, etc Constitutional Challenges Constitutional Development Steering Committee Constitutional Interventions Construction , 2050, 2055, 2105 Construction Equipment Consulting and Auditing Canada Contact Lists Contract Change Form Contract Employees Contract Register Contract Registry and Reporting System Contract Reports Contract Summary and Commitment Contracts Building , 2055 Employment Land , 4285 Leases , 4372 Union Contracts $5000 and Over Contracts Under $ Contribution Administration Contributions Contributions-in-Kind Controllable Assets Copyright , 6010, 6080 Cornerstones Correspondence Agencies Agreements , 1085 Appreciation Assistant Deputy Minister's Bands Boards Chronos Cities Communities Complaints Councils Departments Deputy Minister's Federal Foreign Governments Greetings Hamlets Headquarters International Organizations Invitations Legislation , 1045 Minister's Municipalities Non-Government Organizations Nunavut Provincial Regions Regulations , 1045 Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 7 of 29

201 INDEX Correspondence, cont. Settlements Towns Yukon Territory Correspondence Management Cost Recoveries Cost Sharing Agreements Councils Division Federal Intergovernmental International Northwest Territories , 1170 Nunavut , 1170 Provincial , 1225 Yukon Territory Counseling Counter Receipts Couriers Courses Court Actions Court Cases Court Garnishees Court Orders , 4355 Courtesy Letters Creation of a New Western Territory Creation of Nunavut Credit Cards Crests , 3000 Criminal Records Checks Crown Corporations... See Departments Agreements Correspondence CRRS... See Contract Registry and Reporting System Currency Current Expenditure Refunds Customs Taxes D Daily Cash Daily Reports Damage , 2050, 2055, 3295 Data Archiving Data Communications Data Management Data Recovery Databases Day Timers DCN..See Digital Communication Networks Death Benefits , 5150 Death Certificates Debit Cards Decision Papers / Options Papers Decisions Cabinet Executive Council Financial Management Board Deductions , 5150, 5190, 5195 Deferred Salary Deductions Deferred Salary Leave Deferred Salary Leave - Hay Plan Deh Cho Region Delegations of Authority Demands Dental Benefits Dental Insurance , 5145 Department / Division Strategic Planning / Organization / Reorganization Department Information Systems and Support Department Specific Forms Department Specific Legislation / Regulations Department Specific Records Disposition Authorities Departmental Communications Plans Departmental Contract Register Departmental Meetings Departmental Senior Management Meetings 1015 Departments Accountable Forms Correspondence Deputy Minister Legislation Meetings Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 8 of 29

202 INDEX Departments, cont. Minister Organization Planning Records Classification Systems Regulations Deposits Deputy Head Chronos Deputy Minister Briefings Chronos Correspondence Issues Meetings , 1145 Deputy Minister Committees Description Tables Design , 2055 Destructions Development Employee , 5205 Land Development and Maintenance Diaries Diesel Differentials Digital Communications Networks Digital Photographs Diners Club Cards Direct Appointments Direct Deposit Direct Deposit Forms Direct Recruitment Directives Financial Management Board Payment Directorate Directories Building Telephone Directors Meetings Disability Benefits Disability Insurance Disability Leave Disaster Plans , 6010 Disaster Recovery , 6010 Disasters , 6010 Discipline / Grievances / Appeals Discovery Dismissals Displaced Employees Displays Disposal Assets Buildings Firearms Garbage Goods Hazardous Waste Land Records Disposal and Surplus Disputes , 5235 Distribution Firearms Fuel Furniture Goods Industrial Equipment Industrial Supplies Institutional Equipment Institutional Supplies Office Equipment Office Supplies Petroleum Publications Division of the Northwest Territories Committees Division Review Committee Document Management Donny Days Doubtful Accounts Drivers License Number Driveways DSS , 5150 DSS DSS Dues Duty Travel Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 9 of 29

203 INDEX E EAP...See Employee Assistance Program Early Closing Earnings , 5190 Earthquakes Easements Eating Facilities , 2050, 2055 Education Authorities... See Boards Education Claims Education Leave , 5205 Elections Electrical Utilities Electronic Mail... See Appropriate Subject Primary in ARCS or ORCS Electronic Mail Systems Electronic Records / Document Management Electronic Storage Media , 6010, 6315 Electronically Produced Forms See Appropriate Subject Primary in ARCS or ORCS Systems See Electronic Mail Systems Emblems / Pins / Flags / Pennants Emergencies Emergency Evacuation Procedures Emergency Funding Emergency Services / Disaster Planning1285 Employee Assistance Program Employee Award Programs Employee Claims Employee Housing Employee Orientation Employee Pay Files Employee Pay Records Employee Personnel / Benefit Records Employee Travel Employment / Pension Status Employment Applications Employment Equity Programs / Reports5200 Employment Insurance Employment Letter , 5340 Employment Report Employment Status EnRoute Cards Entertainment Allowances Entitlements Entries Environmental Controls Equipment Computer Disposal Industrial Institutional Office Surplus Equipment and Supplies Equipment and Supplies - General Equipment and Supplies - Industrial Equipment and Supplies - Institutional Equipment and Supplies - Office Equipment Loans Essential / Vital Records Essential Services Essential Workers Establishment Reports Estimates Staffing Evacuations Evaluation Summary Evaluation Teams Evaluations Computer Course Financial Management Board Performance Program Events Examinations Exchange of Information Agencies Alberta Bands Boards British Columbia Cities Departments Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 10 of 29

204 INDEX Exchange of Information, cont. Federal Hamlets International Manitoba Municipalities New Brunswick Newfoundland and Labrador Non-Governmental Organizations Northwest Territories Nova Scotia Nunavut Ontario Prince Edward Island Provincial Quebec Saskatchewan Settlements Towns Yukon Territory Exchanges Excise Taxes Excluded Employees , 5235 Exclusions Executive Council Exemptions Exhibitions Exhibits Expansions , 2050, 2055 Expenditure Refunds Expenditure Reports Expense Claims , 4167 Expense Lease Administration Expense Leases Expenses , 4327, 4369 Extranet F Facilities , 2020, 2050, 2055 Facsimile Machines Fairs FAX Machines...See Facsimile Machines Federal Agreements , 4110 Audits Federal, cont. Committees Correspondence Legislation Regulations Federal Financial Debt Agreements Federal Government Federally Funded Agreements Federations Fees Fences Ferries Festivals File Charge-in/Charge-Out File Folders File Lists File System Conversion Projects File Tracking Films Final Agreements... See Agreements Final Pay Statement Finance - General Financial Agreements Financial Debt Agreements Financial Information System Batches Classification Tables Reports Financial Management Board Financial Management Board Submissions4325 Financial Source Documents Financial Statements Associations Clubs Federations Foundations Inventory Funds Leagues Loan Funds Orders Professional Associations Revolving Funds Societies Financial System Codes Financial Transactions Financial Transactions - Non-FIS Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 11 of 29

205 INDEX Fire Prevention , 2050, 2055 Fire Suppression Systems , 2055 Firearms , 5145 First Aid , 5180 FIS See Financial Information System Fixed Assets Flags , 3000 Flex Time...See Flexible Time Flexible Time Floods , 2050, 2055 Floor Plans , 2050, 2055 FMB...See Financial Management Board FMB Orders and Directives FMB Submissions and Approvals Follow-up Reports Foods Forecasts Staffing Foreign Currency Accounts Forgiveness and Remission Accounts Forms Accountable Acquisition Attendance , 5170 Clearance Contracts Design Design Financial Income Tax Inventories , 4030 Leave Management Numbered Overtime Tender Forms Management Fort Smith Region...See South Slave Region Foundations Fraud Free Balance Reports Freedom of Information... See Access to Information Freight / Courier Services Frequency Licenses Fuels Fuels - Heating Fuels - Motor Fuels - Other Functions Fund Raising , 5195 Funding Funding Compliance Funding Reviews Funds Furnishings Furniture / Furnishings Furniture and Furnishings G Garbage Disposal Garnishees , 5150 Garnishees and Other Third Party Demands Gas Cards Gas Systems Gas Utilities Gasoline General General Ledger Reconciliations Year End General Ledger Reports General Ledger Tables Generic Job Descriptions Geographic Tracking of Expenditure Reports Gifts GNWT Contract Registry and Reporting SystemSee Contract Registry and Reporting System GNWT Systems Goods and Services Tax Government Initiatives Government of Nunavut Notices of Destruction Grant Administration Grant Calculations Grants, Contributions and Claims Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 12 of 29

206 INDEX Grants-in-Kind , 4380 Grants-in-Lieu Greeting Cards Greetings Grievances Grounds Maintenance Grounds Keeping Group Life Insurance Groups Division Employee Federal Intergovernmental International Northwest Territories , 1170 Nunavut , 1170 Provincial Yukon Territory GSMIP GSN Tables GST... See Goods and Services Tax Guarantees , 3015, 3020, 3295 Guns H Hamlets...See Municipalities Handouts Conferences Meetings , 1145, 1155, 1165, 1170 Seminars Symposiums Workshops Harassment , 5235 Harmonized Sales Taxes Hay Plan , 5090, 5235 Hazardous Materials , 5180 Hazardous Material Disposal Heads of State , 6095 Health Health and Safety Health Authorities... See Boards Health Boards... See Boards Health Care Plan / Medical Insurance Heating Fuel Heating Systems Helicopters Help Desk Hiring Holidays , 5065, 5145, 5150, 5170 Honoraria Honorariums Honours , 5170, 5205, 6080 Hospitality Hospitality Approvals / Rejections Hours of Work Housing - Employee / Student HST... See Harmonized Sales Taxes Human Resources - Administration Human Resources - General Human Resources Planning Human Rights , 5200 Human Rights Issues Humidity Controls I Identification Cards ILL... See Interlibrary Loans Imaging Imaging Equipment Imprest Accounts Inaugurations Income Tax Forms Incoming Cash Registers Incoming Daily Cash Individual Agreements Individual Associations, Clubs, Societies, etc Individual GNWT Departments, Boards, Agencies, Councils, etc Industrial Equipment Industrial Supplies Information... See Access to Information / Protection of Privacy Information Exchange - Federal / Provincial / Yukon / Nunavut Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 13 of 29

207 INDEX Information Exchange - Government of the Northwest Territories Information Exchange - International Information Exchange - Non-GNWT Organizations Information Items Departmental Meetings Departmental Senior Management Meetings Interdepartmental Committees Non-Government Organizations Staff Meetings Working Groups , 1145 Information Services - General Information Systems Information Systems Documentation Information Systems Maintenance Information Systems Planning Information Systems Projects Information Systems Standards Infrastructure Plans , 4240 Initiatives Initiatives - Other Injuries , 5180 Inquiries Insignia Inspection Reports Institutional Equipment Institutional Supplies Insurable Asset Lists Insurance Accidental Death or Dismemberment Dental Disability Employment Group Life Health Medical Vehicle Intellectual Property Interdepartmental Agreements See Agreements Interdepartmental Committees Interdepartmental Mail Intergovernmental Committees Interim Agreements... See Agreements Interim Appropriations Interlibrary Loans Internal Audits / Reviews Internal Budget Transfers Internal Control Reviews Internal Mail Internal Newsletters Internal Publications Internal Reviews International Committees Correspondence International Committees International Governments / Organizations International Standard Book Numbers International Standard Music Numbers.6040 International Standard Numbers International Standard Serial Numbers Internet Internet Systems Interns Interpretations Interrogations Interview Formats Interview Questions Interviews , 6095 Intranet Inuvik / Beaufort Delta Region Inventories , 3295, 4030, 4376, 6225 Inventory Control Logs Inventory Funds Investigations / Fraud Invitations Invoices , 4167 IS... See Information Systems ISBN... See International Standard Book Numbers ISMN... See International Standard Music Numbers ISSN... See International Standard Serial Numbers Issues Files Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 14 of 29

208 INDEX Itineraries J Janitorial Services , 2055, 4280 Janitorial Supplies JEPS... See Joint Equal Pay Study Job Classification Job Competitions Job Descriptions , 5145 Job Enrichment Job Evaluation , 5145, 5200, 5205 Job Evaluation Studies / Reports Job Exchanges Job Offers Job Reclassification Job Rotation Job Sharing Joint Equal Pay Study Journal Entry Code Tables Journal Vouchers Judgments K Kayaks Keewatin Region Key Control Lists Kitchen Equipment Kitchen Facilities , 2055, 3015 Kitikmeot Region L Laboratory Equipment Laboratory Facilities , 2055, 3015 Laboratory Supplies Labour Board Demands Labour Disputes Labour Disruptions Labour Relations - Administration Labour Relations - Collective Agreements Labour Relations - Discipline / Disputes LAN...See Local Area Networks Land , 2085 Land Acquisitions Land Appraisals Land Claims Land Claims / Settlement Agreements Land Concessions Land Disposals Land Settlements Land-Clearing Equipment Lands - Acquisition and Disposal Lands - Development and Maintenance 2085 Landscaping Language Commissioner - Orders / Recommendations Languages Laundry Equipment Lawsuits Layoffs...See Separations LCAs...See Local Contract Authorities Leagues Leases , 4372 Buildings , 2055 Land Vehicle Leases - Expense Leases - Revenue Leave , 5145, 5170, 5235 Leave / Attendance Leave Forms , 5170 Leave Payouts Leave Summaries Leave Without Pay Lectures Legal Actions Legal Advice Legal Challenges Legal Matters Legal Opinions Legislation Alberta British Columbia Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 15 of 29

209 INDEX Legislation, cont. By-Laws Canada Department Federal Manitoba Municipalities New Brunswick Newfoundland and Labrador Northwest Territories Nova Scotia Nunavut Ontario Prince Edward Island Quebec Resolutions Saskatchewan Yukon Territory Legislative Assembly Letters Acceptance Agencies Appreciation Bands Boards Budget Call Cities Communities Complaint Condolence Councils Departments Employment , 5340 Federal Correspondence Hamlets International Correspondence Municipalities Non-GNWT Organizations Nunavut Correspondence Of Understanding Provincial Correspondence Representation Resignation Settlements Towns Yukon Territory Correspondence Letters of Offer Liaison Agencies Liaison, cont. Alberta Bands Boards British Columbia Cities Departments Federal Hamlets International Manitoba Municipalities New Brunswick Newfoundland and Labrador Non-Government Organizations Northwest Territories Nova Scotia Nunavut Ontario Prince Edward Island Provinces Quebec Saskatchewan Settlements Towns Yukon Territory Libraries Library Catalogue System / Automated Systems Library Promotional Materials Library Reports and Statistics Library Services Licenses Crown Land Firearms Private Land Radio Vehicle Licenses / Permits Licenses and Permits Licensing , 6010 Lieu Time Life Insurance Lighting and Electrical Systems Lists Assets , 4376 Distribution File Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 16 of 29

210 INDEX Lists, cont. Forms Insurable Assets Inventories Media Publication Records Litigation Loan Funds Loans Equipment Library Materials Vehicles Local Area Networks Local Contract Authorities , 4167 Location Lists Lockouts Logos Logs Accountable Forms Batch Control Financial Forms Mail Telephone Long Service Awards , 5170 Long Term Disability Losses Lunch Rooms LWOP... See Leave Without Pay M Magazines Mail Logs Mail, Freight and Courier Services Main Estimates Maintenance Buildings , 2055 Equipment , 3005, 3015, 3020 Facilities , 2055 Furniture Industrial Equipment Institutional Equipment Land Office Equipment Supplies Vehicles Maintenance / Minor Repairs , 2055 Maintenance Enforcement Maintenance Orders MAN...See Municipal Area Networks Management of Risk Management Studies and Surveys Mandate Mandatory Leave Manitoba Agreements , 4110 Committees Correspondence Legislation Regulations Manuals , 6040 Market Supplements / Signing Bonuses.5195 Marriage Certificates MasterCard Maternity Benefits Mechanical Systems Media Inquiries Media Monitoring Media Relations Media Relations Files Media Releases Medical Benefits Medical Equipment Medical Insurance , 5145 Meeting Rooms Meetings Assistant Deputy Ministers Associations Clubs Committees , 1145 Departmental Deputy Ministers , 1145 Directors Division Federal Federations Foundations Interdepartmental Intergovernmental Leagues Non-Government Organizations Nunavut , 1170 Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 17 of 29

211 INDEX Meetings, cont. Orders Presidents Professional Associations Provincial Regional Superintendents Senior Management Societies Staff Union Working Groups , 1145 Yukon Territory Memberships Memoranda of Understanding... See Agreements Merit Awards , 5170 Merit Increases Merit Pay , 5190 Micrographic Equipment Micrographics / Imaging Minister Briefings Cabinet Chronos Correspondence Executive Council Speeches Tours Ministerial Chronos Minister's Speeches Minor Repairs , 2055 Minutes Associations Clubs Committees , 1145 Conferences Departmental Meetings Departmental Senior Management Meetings Division Federal Committees Federal Meetings Interdepartmental Committees Intergovernmental Committees International Committees International Meetings Non-Government Organizations Nunavut Committees , 1170 Nunavut Meetings Provincial Committees Minutes, cont. Provincial Meetings Seminars Societies Staff Meetings Symposiums Working Groups , 1145 Workshops Yukon Territory Committees Yukon Territory Meetings Mobile Systems Month-end Summaries Monthly Personnel Reports / Statistics Monthly Reports Accounts Payable Accounts Receivable Aged Financial Human Resources Motor Vehicles Multi-Media Packages Municipal Area Networks Municipalities Agreements , 4110 By-Laws Resolutions N Needs Assessments Negatives Negotiated Contract Authorizations Negotiated Contracts Negotiations..1080, 1085, 1090, 1097, 4110, 5230 New Acquisitions New Brunswick Agreements , 4110 Committees Correspondence Legislation Regulations New Hires Newfoundland and Labrador Agreements , 4110 Committees Correspondence Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 18 of 29

212 INDEX Newfoundland and Labrador, cont. Legislation Regulations News Conferences Newsletters Newspapers , 6175 Non-Financial Accountable Forms Non-GNWT Organizations - Other Non-Government Organizations Committees Correspondence Meetings Non-Standard Hours Non-Sufficient Funds Cheques North Slave Region Northern Allowance Northwest Territories Archives Northwest Territories Teachers' Association. 5225, 5230, 5235 Notes Not-for-Profit... See Non-Government Organizations Notice of Contributory Status Notices Meetings , 1145, 1155, 1165, 1170 Motions Originating Promotions Nova Scotia Agreements , 4110 Committees Correspondence Legislation Regulations NSF Cheques... See Non-Sufficient Funds Cheques Numbered Forms Nunavut Agreements , 4110 Committees , 1170 Correspondence Creation Division , 1280 Legislation Records Regulations Nunavut Implementation Committee NWT See Purchase Orders NWT See Tender Addendum NWT See Contract Summary and Commitment NWT See Tender / Contract Data Form NWT See Balance of Leave Credit Forms NWT See Universal Service Tender / Contract NWT See Requests for Quotations NWT See Requests for Tenders Goods NWT See Employment Report NWT 4445 See Requests for Tenders / Contract - Aircraft Services NWT See Contract Change Form NWT Agreements NWT Government Acts and Regulations1040 NWTTA... See Northwest Territories Teachers Association NWTTA Collective Agreements O O&M Main Estimates O&M Manuals Oaths of Office Objectives Occupational Health and Safety Offers of Employment Offers of Space Office Equipment Office Space Office Supplies Official Languages Official Languages Commissioner1310, 1329 Off-Road Vehicles OHS...See Occupational Health and Safety On Demand Reports Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 19 of 29

213 INDEX One-Time Contributions One-Time Records Schedules One-Time Reports Online Public Access Catalogues Ontario Agreements , 4110 Committees Correspondence Legislation Regulations OPAC.See Online Public Access Catalogues Operating Standards Operational Records Classification Systems Operations and Maintenance Main Estimates Operations and Maintenance Manuals Opinions Optical Disks Options Papers Oral and Written Questions Oral Returns ORCS... See Operational Records Classification Systems Orders Access to Information Commissioner Financial Management Board Membership Official Languages Commissioner Purchase Organization Charts Reorganization Organization Charts Orientation Programs Other Benefits / Services Other Emerging Technologies Other Federal Auditors Other Personnel Reports / Statistics Other Reports - Special, One-Time, Etc.1350 Other Unions / Associations Outside Employment Overages Overdues Overtime , 5195, 5235 Overtime Authorizations Overtime Pay Schedules Overtime Sheets P P3 See Public Private Partnerships PAC... See Public Access Catalogues Packing Slips Pagers Pamphlets Panels Division Federal Intergovernmental International Northwest Territories , 1170 Nunavut , 1170 Provincial Yukon Territory Parking Area Project Files Parking Areas Maintenance Parking Facilities Parking Permits Parking Spaces Participation Lists Passes Passports Pay / Salaries / Wages Pay Adjustments Pay Equity Pay Files Pay Records Payables , 4167, 4369 Payment Authority Payment Directives Payment Reports Payment Vouchers Payroll Distribution Reports Pennants , 3000 Pens Pension Status Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 20 of 29

214 INDEX Pensions / Superannuation Performance Appraisals , 5170 Performance Evaluations Performance Measurement , 4160 Performance Reviews Periodicals , 6175 Permanent Returns Permits Firearms , 5145 Parking Vehicle Personal Expense Claims , 4167 Personal Information , 5145 Personal Service Contracts Personnel File Personnel Reports Personnel Security Personnel Statistics Petroleum Petty Cash Photocopiers Photographic Equipment Photographs PI/API for New Hires Pins Planning Budget Buildings , 2055 Business Capital Acquisitions Division of Northwest Territories Human Resources Information Systems Organization Strategic Work Planning and Organization Planning for Division Plans Business Business Continuity Capital Acquisitions Departmental Disaster , 6010 Emergencies , 6010 Expansion Plans, cont. Floor , 2050, 2055 Program Strategic Vital Records Work Plotters Plumbing Policy and Procedures Polls Position Classification Position Histories Position Lists Position Reclassification Positions - Standards and Guidelines Postal Rates Postal Services Posters Presentations , 1275 Preservation / Binding Press Conferences Press Releases Prevention Accident Disaster , 6010 Fire , 2050, 2055 Price Lists Prince Edward Island Agreements , 4110 Committees Correspondence Legislation Regulations Print Procurement Print Services Printers Printing Prints Privacy See Access to Information / Protection of Privacy Private Sector Agreements Correspondence Privatization Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 21 of 29

215 INDEX Probation Procedures Proceedings Associations Clubs Conferences Federations Foundations Leagues Orders Professional Associations Seminars Societies Symposiums Workshops Product Information Fuel Furniture Industrial Institutional Office Petroleum Vehicles Professional Associations Program Audits Program Evaluation Program Implementation / Evaluation Program Promotion / Projects Programs Audits Contribution Evaluations Grant Implementation Orientation Studies Surveys Training Promotions , 6080, 6175 Proofs Properties , 2085 Proposals , 4280, 5230 Prosecutions Protection of Privacy... See Access to Information / Protection of Privacy Protective Clothing / Uniforms Protocol Protocols... See Agreements Provinces Agreements , 4110 Committees Correspondence Legislation Regulations Provincial / Yukon / Nunavut Government Provincial Sales Taxes Provisions of Service PSHCP PST... See Provincial Sales Taxes Public Access Catalogues Public Accounts Public Accounts Preparation Records Public Award Programs Public Inquiries Public Notice Public Private Partnerships Public Relations Publication Lists / Catalogues Publication Requests / Distribution / Subscriptions Publications , 6080 Purchase Cards Purchase Orders , 4167, 4280 Purchasing Q Quarterly / Monthly / Weekly Reports Quebec Agreements , 4110 Committees Correspondence Legislation Regulations Questions Quotations Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 22 of 29

216 INDEX R Radio and Mobile Systems Radio Interviews Radio Licenses Radio Recordings Radio Transcripts Rates of Pay , 5235 Ratings Sheets RDA...See Records Disposition Authorities Reactivations Reassignments , 5200 Reassignments / Secondments / Transfers / Direct Appointments Recall Lists Receipts , 4060, 4080, 4167 Receivables , 4167, 4372 Receiving Reports Receiving Slips Reclassification Recommendations Access to Information Commissioner Briefings Official Languages Commissioner Reconciliations Bank Batches Financial Transactions General Ledger Year End Record of Earnings Record of Employment Records Centres Records Destructions Records Disposition Authorities Records Management - Disposal / Storage / Retrieval Records Management - General Records Management - Records Classification and Filing Records Management Advice Records of Decision Cabinet Executive Council Financial Management Board Records of Decision, cont. Negotiated Contracts Records Projects Records Retrievals / Returns to Storage 6255 Recoveries , 4360 Recycling Programs Reference Refrigeration Systems Refunds Regional Operations Regions Registered Mail Registers Cash Contracts Registrations Firearms Vehicles Regulations Alberta British Columbia By-Laws Canada Department Federal Manitoba Municipalities New Brunswick Newfoundland and Labrador Northwest Territories Nova Scotia Nunavut Ontario Prince Edward Island Quebec Resolutions Saskatchewan Yukon Territory Rejection Letters Remission Accounts Remissions of Debt Remittances Renewals Renovations , 2050, 2055 Rental Deductions Reorganization , 2020, 5200 Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 23 of 29

217 INDEX Repairs Buildings , 2055 Equipment Facilities , 2055 Land Property Supplies Replacement Cheques Report of Surplus Goods Reporting Reports Accident Accounts Payable Accounts Receivable Administrative Advances Aged Receivables Annual , 5318 Audit Bank Batches Building , 2055 Cheque Writer Committees , 1145, 1155, 1165, 1170 Conferences Contract Contributions Daily Departmental Committees Direct Deposit Division Employment Equity Establishment Evaluation Expenditure , 4367 Federal Committees Financial Free Balance General Ledger General Ledger Reconciliations Geographic Tracking of Expenditures Grant Human Resources Interdepartmental Committees Intergovernmental Committees International Committees Job Evaluation Library Monthly , 4367, 5318 Northwest Territories Committees Reports, cont. Nunavut Committees , 1170 Official Languages Commissioner On Demand One-Time Pay Personnel Provincial Committees Quarterly Revenue Revenue Seminars Special Subsidiary Ledger Surplus Goods Symposiums Table Tangible Capital Assets Variance Weekly Workshops Year End Yukon Territory Committees Reports - Daily Reports - Monthly Reports - On Demand Reports - Other Reports and Statistics , 4367, 5318 Representation Letters Requests Access to Information For Information For Publications To Purchase Construction To Purchase Goods To Purchase Services Requests for Information Requests for Outside Employment Requests for Proposal Requests for Quotations Requests for Tenders - Goods Requests for Tenders / Contract - Aircraft Services Requirement to Pay Requisitions Construction Forms Goods Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 24 of 29

218 INDEX Requisitions, cont. Services Staffing Stocked Items Resignations Resolutions Responses Restaurants , 2055 Restructuring , 5200 Resumes , 5340 Retention Schedules Retirement Benefits / Pensions Retrieval Retroactive Pay Retroactive Salary Return of Contributions - Superannuation Returned Cheques Returns Revenue Accounts Revenue and Expenditure Management Reports Revenue Fail Safe Revenue Forecasts Revenue Lease Administration Revenue Leases Revenue Reports Reviews Financial Performance Revolving Funds RFIs...See Requests for Information RFPs... See Requests for Proposal Rights-of-Way Risk Management Risk Management and Insurance Risk Reduction Roads ROD...See Records of Decision Rollovers Royal Visits S Safety Safety Data Sheets Sahtu Region Salaries , 5195 Salary Changes Salary Schedules Sales Taxes Salvage Saskatchewan Agreements Committees Correspondence Legislation Regulations Schedules Budgets Disposition Retention Work , 5190 School Boards... See Boards Science Fairs Screening Form Secondments Secretariats Division Federal Intergovernmental International Northwest Territories , 1170 Nunavut , 1170 Provincial Yukon Territory Security Security Incidents Security Passes Security Systems Selection Standards Self Government Agreements Implementation Seminars Separations , 5145, 5170, 5200 Services Information Fuel Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 25 of 29

219 INDEX Services Information, cont. Furniture Industrial Institutional Office Petroleum Vehicles Set-Offs Settlements...See Municipalities Legal Sewage Systems Shift Differential Authorizations Shift Work , 5235 Shop Stewards Sick Leave Sidewalks Signage , 2085 Signing Authorities / Specimens Signing Authority Spreadsheet Signing Bonuses Slide Shows Snow Removal Snowmobiles Societies Software , 6010 Sole Source Authorizations Sound Recordings Source Documents South Slave Region Space Allocation Accommodations Parking Space Inventories Speaking Engagements Special Accounts Special Joint Committee on Division Special Leave Special Reports Special Warrants Specifications Specimens Speeches , 6080 Sprinkler Systems Staff Development Staff Development Training Courses / Programs / Workshops Staff Meetings Staffing Staffing Actions , 5340 Staffing Requisitions Stale-Dated Cheques Standard Contract Forms Information Standard Hours Standards , 2050, 2055, 6010 Standing Acting Appointments Standing Advances Standing Committees Standing Offer Agreements Statements Statements of Claim Statements of Defense Stationary Statistics Administrative Building , 2055 Financial Human Resources Library Personnel Statutory Offices Stock Inventories Storage Firearms Records Strategic Planning Streets Strikes Student Housing Student Programs Studies Business Systems Employment Equity Job Evaluation Joint Equal Pay Management Program Staffing , 5315 Sub-Committees Departmental Division Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 26 of 29

220 INDEX Sub-Committees, cont. Federal Interdepartmental Intergovernmental International Non-Government Organizations Northwest Territories , 1170 Nunavut , 1170 Provincial Yukon Territory Submissions Contributions Financial Management Board Grant Subscriptions , 6175 Subscriptions / Renewals Subsidiary Ledger Reports Summer Student Programs Superannuation , 5145, 5150 Superannuation Payment to GNWT Supplementary Appropriations Supplementary Death Benefit Supplementary Pay Supplies Industrial Institutional Office Support Surplus Surveys Management Program Suspense Accounts Symposiums System Backups / Data Recovery / Data Archiving / Data Archiving / Data Management Systems Documentation T T4s Table Reports Tangible Capital Assets Task Forces Division Task Forces, cont. Federal Intergovernmental International Northwest Territories , 1170 Nunavut , 1170 Provincial Yukon Territory Tax Exemptions Tax Incentives Tax Reports Taxes Income Taxes - Other TD1s TD2s Technical Training Technology Service Centre Tele / Data Communications Telecommunications Telecommunications Equipment Teleconferencing Services Telephone and Cellular Phone Systems.6315 Telephone Cards Telephone Logs Telephones Television Interviews Television Recordings Television Transcripts Temporary Advances Temporary Appointments Temporary Pay Adjustments Tender / Contract Data Form Tender Addendum Tender Register Tenders Terminated Employee Clearance Forms5145 Termination , 5150 Terms and Conditions for Microcomputer Products Territorial Auditor Audits Territories Agreements Committees Correspondence Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 27 of 29

221 INDEX Territories, cont. Legislation Regulations Third Party Agreements Third Party Assignments Third Party Demands Third Party Garnishees Time Off Time Sheets Tours Towns...See Municipalities TP4s Tractors Trade Fairs Trademarks Trainees Training , 5205, 6010 Training and Development Training Directives Training Schedules Transaction Code Tables Transcripts , 6095 Transfer Agreements Transfers2050, 2080, 4200, 5145, 5200, 6255 Transfers to Non-GNWT Organizations Transfers to NWT Archives Transfers to Other GNWT Departments / Boards / Agencies Transfers to Other Governments Transfers to Records Centres and Permanent Returns to Department Transitory Records Dispositions Transitory Records Schedule Translations Travel Advances Travel Cards Travel Claims , 4167 Travel Insurance Travel Summaries Tribunals Trucks Trust and Imprest Accounts U Ultimate Removal Uncollected Accounts Unemployment Insurance Uniforms Union Bulletin Boards Union Dues Union of Northern Workers , 5230, 5235 Unions Universal Service Tender / Contract UNW...See Union of Northern Workers UNW Collective Agreements User Pay / User Say User Registration Records User Support and Training Unsolicited Applications for Employment Utilities V Vacation Leave Vacation Travel Assistance , 5150 Variance Reports Vault Control Lists Vehicles Vendor Files , 4080 Ventilation Systems Video Conferencing Systems Video Tapes Villages...See Municipalities VIP... See Visual Identity Program Visa Cards Visits , 6095 Visual Identity Program Vital Records Voice Systems Voluntary Separation Volunteers Vote 4/5 Agreements Voting Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 28 of 29

222 INDEX Vouchers VTA... See Vacation Travel Assistance W Wages Walkie-Talkies Walkways WAN...See Wide Area Networks Warehouse , 6255 Warranties Equipment , 3005, 3015, 3020 Industrial Equipment Institutional Equipment Office Equipment Vehicles Warrants , 4200 Waste Disposal Water, Sewer, Plumbing Systems WCB Claims... See Workers Compensation Board Claims Web Pages Website Content Design and Maintenance Website Design and Maintenance Website Development , 6098 Website Monitoring Website Permissions Weekly Reports Welcome to Department Certificates Welfare Western Territory WHMIS... See Workplace Hazardous Materials Information System Wide Area Networks Winter Bonus Days Work Plans Workers' Compensation Board Claims , 5180 Workers' Compensation Board Demands Workforce Adjustments Working Groups Departmental Division Federal Interdepartmental Intergovernmental International Non-Government Organizations Northwest Territories , 1170 Nunavut , 1170 Provincial Yukon Territory Working Papers Agreements , 1085 Legislation , 1045 Regulations , 1045 Workplace Hazardous Materials Information System Workshops , 5205 Write-Off Accounts Write-Offs , 4080 Written Questions Written Returns Xerox Machines...See Photocopiers Y Year End Year End - Other Year End General Ledger Account Reconciliations Year-End Close-Outs Yukon Territory Agreements , 4110 Committees Correspondence Legislation Regulations Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics. January 2006 Page 29 of 29