INFORMATION TECHNOLOGY SERVICES OPERATIONAL RECORDS CLASSIFICATION SYSTEM

Transcription

1 INFORMATION TECHNOLOGY SERVICES OPERATIONAL RECORDS CLASSIFICATION SYSTEM GOVERNMENT RECORDS SERVICE

2

3 ORCS REGISTER OF FORMAL AND ADMINISTRATIVE AMENDMENTS This register lists all changes made to the Information Technology Services ORCS and approved by either the Legislature (formal amendments) or the Public Documents Committee (PDC) Secretary (administrative amendments), in ascending order (i.e., the most recent changes appear first). Each amendment is uniquely identified as follows: Formal amendments: Schedule application number assigned to the amendment and used during the review and approval process conducted by the relevant ministry/agency, Government Records Services (GRS), PDC, the Public Accounts Committee, and the Legislature; e.g., Administrative amendments: ADAM plus a registration number issued by Government Records Service (GRS); e.g., ADministrative AMendment number thirty-eight is ADAM 38. For administrative amendments policy and guidelines, see Recorded Information Management (RIM) policy 2-08 entitled Administrative Amendment of Approved Records Schedules, RIM Procedures entitled Administrative Amendment Documentation and Procedures, and Standard ORCS Kit chapter 3, section 3.3. For more information about the changes listed here, see the relevant section, primary, and/or secondary; the ORCS may also have an appendix that provides a more detailed summary of changes. Unique identifier (ADAM # or Schedule #) Date Approved Section/ Primary/ Secondary Changes Section 3 / / various secondaries The section covering security operations was changed to reflect new and updated procedures, particularly in relation to investigations into security incidents. Activity descriptions and other secondary statements were added, revised, or expanded to clarify what records they cover and what the retention triggers are. For several secondaries, retention periods were adjusted and final disposition was changed from SR to DE /05/19 Entire ORCS Substantive amendment to the entire ORCS. ARS /04/10 Schedule ITSE ORCS AMEND - 1

4

5 INFORMATION TECHNOLOGY SERVICES OPERATIONAL RECORDS CLASSIFICATION SYSTEM GOVERNMENT RECORDS SERVICE

6

7 (:i BRITISH COLUMBIA n,&,;pi.c,;";;;-e.nh Shared ServicesBC Schedule No: Amendment No: RECORDS RETENTION AND DISPOSITION AUTHORITY This is a recommendation to authorize an ongoing records schedule. Title: Information Technology Services ORCS Ministry of Technology, Innovation, and Citizens' Services Office of the Chief Information Officer Information Security Branch Description and Purpose: The purpose of this amendment is to update Section 3 of the Information Technology Security (JTSE} ORCS, which covers the security functions assigned to the Office of the Chief Information Officer (OCIO) in the Core Policy and Procedures Manual. Although this ORCS was updated in 2011, Section 3 hasn't been amended in any substantial way since the original ORCS was approved in Most of the changes reflect new or changed procedures with respect to investigations into security incidents. Retention periods and several archival decisions have been revised as well. For more information, see the attached schedule. Start Date: 1977 ongoing Recommended retention and disposition: scheduled in accord with attached records schedule. THE UNDERSIGNED ENDORSE THE RECOMMENDATIONS:.. t1.i1~.~ Aw 1fl/13 oat;-- I Print Name: Bea Nacey.-. THE SELECT STANDING COMMITIEE ON PUBLIC ACCOUNTS APPROVES THE RECOMMENDATION OF THE PUBLIC DOCUMENTS COMMITIEE: /~/.l/2t.. /~~/ ;(~21~~ llja.ic.h ll 7 wl~ Directct lnve~ation and Forensics, Information Security Branch Date I Date Print Name: Margaret Patton THE PUBLIC DOCUMENTS COMMITIEE CONCURS: APPROVED BY RESOLUTION OF THE LEGISLATIVE ASSEMBLY: ~~ "' S l il~ d-cr1 Chair, PDC signature Date(J' Print Name: Gary Mitchell ~;I to 7 i).ott{ ARS 008 Rev.2011/09/15 ARCH ORCS {RMO) or ARCS (all other offices)

8 ,:, BRITISH COLUMBIA Th:a;;rr;;;;:;;;;-wm Shared ServicesBC RECORDS MANAGEMENT APPRAISAL: Schedule No: This appraisal documents the recommendation for active and semi-active retention periods. These records are created and received under the authority of the repealed System Act (RSBC 1996, c. 446), and in accordance with the Core Policy and Procedures Manual Chapter 12, Information and Technology Management. The retention and final disposition guidelines specified in the attached Operational Records Classification System meet the creating agency's information requirements, ensure fiscal and audit control, protect government's legal rights and liabilities, and provide for effective management of the agency's operational functions. Upon expiry of the active and semi-active retention periods, the records covered by this recommendation will no longer be of any primary value to government. The retention and final disposition guidelines have been established in consultation with the Records Officer and staff and managers of all branches conducting operational functions in the creating agency. ARCHIVAL APPRAISAL: This appraisal documents the recommendation for final disposition. The final disposition recommendations protect records considered to have significant evidential and historical values. The specific reasons for retaining certain records are stated within the Operational Records Classification System. Record series or groups of records which will be retained in their entirety are indicated by "Full Retention." Record series or groups of records which will be retained in part are indicated by "Selective Retention." Selective retention means that portions of the record series will be retained by means of recognized archival selection criteria. For the meaning of selective retention with respect to a specific record series, see the attached schedule. The definitions of both selective and full retention provide that records will be preserved in the government archives, and that unnecessary duplicates, transitory materials, and ephemera may be discarded. Eo-A Gy-d ~0{_ s -rt - I ~ Archivist signature Date Print Name: David Coppard A ~t/.2ol?:. - (( ~ f. 8 Senioz:vist signature Date Print me: Mary Mcintosh Th '"j?t~/_ :""'' reoomm "'"''"" ManafE!r, lnfrastrb!ture and Strategy Government Records Service, Information Access Operations I--t/ I) Date Print Name: Glen Isaac ARS 008 Rev.2011/09/15 ARCH ORCS {RMO} or ARCS {all other offices}

9 This records schedule is approved in accordance with the Document Disposal Act (RSBC 1996, c. 99) and constitutes authority for retention and disposition of the records it covers. Consult your Records Officer. INFORMATION TECHNOLOGY SERVICES OPERATIONAL RECORDS CLASSIFICATION SYSTEM (ORCS) EXECUTIVE SUMMARY FOR AMENDMENT 2 This Operational Records Classification System (ORCS) amendment updates the classification system and retention and disposition schedule for the operational records that were created by the British Columbia Systems Corporation (BCSC) under the repealed System Act (RSBC 1996, c. 446) and the operational records that are created by its successors, as identified in the Core Policy and Procedures Manual Chapter 12, Information and Technology Management. This ORCS covers records created and received since the establishment of BCSC in Prior to this time, the functions covered by this ORCS were not carried out by the provincial government. Primary (Security Operations) has been amended extensively to reflect procedural changes, for clarity, and as a consequence of reappraisal. For two secondaries in that concern security reviews and investigations, retention periods have been reduced and final disposition has been changed from selective retention to destruction. Furthermore, three new secondaries have been added: one to cover investigation reference data retained in the new File Management System, and two to cover previously uncovered IT security activities. Secondary descriptions, scope notes, and SO statements have been revised or added for clarity throughout. This amendment also includes a change to the final disposition of records in primary (Information Technology Security Services - General) from destruction to selective retention to reflect shifts in operational responsibilities. The active and semi-active retention periods specified in the schedule meet all operational, administrative, legal, fiscal, and audit requirements. Government Records Service (GRS) has reviewed the final dispositions to ensure that records having enduring evidential and historical values are preserved. The following summary describes the records covered by this amendment and identifies their retention periods and final disposition. In this summary, records are linked to the ORCS by primary and secondary numbers. Secondaries with a final disposition of destruction and a retention period of less than seven years are only described if their final disposition differs from what it was in the previous version of the ORCS. For a detailed description of the full amendment, please consult Appendix A: Summary of Amendments to the Information Technology Services ORCS. Key to ARCS/ORCS Codes and Acronyms 2014/04/10 Schedule ITSE ORCS EXEC SUMMARY - 3

10 This records schedule is approved in accordance with the Document Disposal Act (RSBC 1996, c. 99) and constitutes authority for retention and disposition of the records it covers. Consult your Records Officer. 1) Policy and Procedures Information Technology Security Services (secondary ) SO nil SR SR = The government archives will selectively retain one copy of each final, approved version of the Information Security Policy or equivalent, and for each version, one copy of each security standard it cites; the selected security standards should be those that were considered final and approved at the time the policy version was approved. 2) Investigation Files SO 7y DE (secondary ) (supersedes secondary -02) (includes incident reports and assessments, notifications to stakeholders, correspondence, planning and coordination documentation; records that the investigating organization has taken into its custody or otherwise produced for investigative purposes; investigator s notes and analysis; research and reference material; reports and summaries; and conclusions and recommendations) SO = when investigation is closed or abandoned 7y = The seven year retention period is ensures that the information will be available to meet operational and accountability needs. DE = Investigation files can be destroyed upon authorization of the Records Officer because records of significant findings and the actions that resulted will be adequately documented in executive records covered by primary 280 and/or by special schedule (Executive Records). 3) Customer security review case files (secondary ) SO+3 nil DE SO = when the review is superseded by another review, or the site, system, or service is no longer used for purposes consistent with those which necessitated the review. END OF EXECUTIVE SUMMARY Key to ARCS/ORCS Codes and Acronyms 2014/04/10 Schedule ITSE ORCS EXEC SUMMARY - 4

11 ~ COLUMBIA BRITISH Schedule No RECORDS RETENTION AND DISPOSITION AUTHORITY Amendment No This is a recommendation to amend the above-noted records schedule. Title: Information Technology Services Operatonal Classification System Ministry of Citizens' Services Shared Services BC Workplace T ehcnology Services (WTS) - Al,(t;:AJ{>tvfENT l Description and Purpose: The purpose of this amendment is to amend the classification system and retention periods and disposition schedule for the operational records of Workplace Technology Services and its predecessors. British Columbia Systems Corporation and Information Technology Services Division (ITSD). These records document the provision of information technology services to the provincial government, including the delivery of information infrastructure, information technology security, and telecommunications network services. For further descriptive information about these records, please refer to the attached schedule. Date range: 1977 ongoing Physical format of records: see attached schedule Annual accumulation:.38 cubic meters Recommended retention and disposition: scheduled in accord with attached records schedule. 2UA /11/U:> Date I I -==:':---ru~~~>. '1. ~ ~ ')- J 1.. A I '1 Dale -==~±:*=~~==---'- <' "') ' I ).._ (.,r Date,;sa /.vj{ (A...e,r:_ f.- THE P~IC DgqUrji,5!1TS COM:IlJEE CONCURS: 2--n:o:.:l :--o_;jl:. u_,_v_:l_q-_:._ Chair, PDC Date THE SELECT STANDING COMMITTEE ON PUBLIC ACCOUNTS APPROVES THE RECOMMENDATION OF THE PUBLIC DOCUMENTS COMMITTEE: If APPROVED BY RESOLUTION OF THE LEGISLATIVE ASSEMBLY: J- r. m\'j 1 q; J_o 1 1 Date. OTHER STATUTORY APPROVALS: Signature Title: Date Signature Title: Date ARS 008 amend.dot Rev ARCH ORCS: ARCS:

12 Schedule No CONTACT: Mahia Frost, Records Analyst, Amendment No RECORDS MANAGEMENT APPRAISAL: This appraisal documents the recommendation for active and semi-active retention periods. These records are created and received under the authority of the System Act (RSBC 1996, C. 446) and subsequent legislation governing the operational responsibilities and functions of the creating agency, and by chapter 12 lnfonnation and Technology Management of the Core Policy and Procedures Manual. Functional duplicates and microfilmed records are indicated in the attached schedule. The retention and final disposition guidelines specified in the attached Operational Records Classification System amendment meet the creating agency's information requirements, ensure fiscal and audit control, protect government's legal rights and liabilities, and provide for effective management of the agency's operational functions. Upon expiry of the active and semi-active retention periods, the records covered by this recommendation will no longer be of any primary value to government. ARCHIVAL APPRAISAL: This appraisal documents the recommendation for final disposition. The final disposition recommendations protect records considered to have significant evidential and historical values. The specific reasons for retaining certain records are stated within the ORCS, as well as in the Executive Summary. Record series or groups of records which will be retained in their entirety are indicated by "Full Retention." Record series or groups of records which will be retained in part are indicated by "Selective Retention." Selective retention means that portions of the record series will be retained by means of recognized archival selection criteria. For the meaning of selective retention with respect to a specific record series, see the attached schedule. The definitions of both selective and full retention provide that records will be preserved in the government archives, and that unnecessary duplicates, transitory materials, and ephemera may be discarded. ~ The undersigned endorses the appraisal recommendations: 4 ~ da'/,( (P 't/j_d/;_s- )lmtlvist Dale--- 1 v ~ ~ z I /I - /~#rt-- - r>dz!./~;1 Manager, Policy, Appraisal and Storage Date / / ARS 008 ameod.dot Rev. 2007/10/26 ARCH ORCS: ARCS:

13 This records schedule is approved in accordance with the Document Disposal Act (RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. INFORMATION TECHNOLOGY SERVICES OPERATIONAL RECORDS CLASSIFICATION SYSTEM (ORCS) EXECUTIVE SUMMARY FOR AMENDMENT 1 This Operational Records Classification System (ORCS) amends the classification system and retention and disposition schedule for the operational records that were created by the British Columbia Systems Corporation (BCSC) under the repealed System Act (RSBC 1996, c. 446) and the operational records that are created by its successors, Workplace Technology Services (WTS) and the former Information Technology Services Division (ITSD) as defined by chapter 12 Information and Technology Management of the Core Policy and Procedures Manual. These records document the provision of information technology (IT) services to the provincial government and other public sector agencies, including the delivery of IT infrastructure and telecommunication network services. The active and semi-active retention periods specified in the schedule meet all operational, administrative, legal, fiscal, and audit requirements. Corporate Records Management Branch (CRMB) has reviewed the final dispositions to ensure that records having enduring evidential and historical values are preserved. This ORCS covers records created and received since the establishment of BCSC in Prior to this time, the function(s) covered by this ORCS were not carried out by the B.C. government. The following summary describes the types of records covered by this ORCS and identifies their retention periods and final dispositions. In this summary, record types are linked to the ORCS by primary and secondary numbers. Please consult the ORCS manual for further information. (continued on next page) FOI = Freedom of Information/Privacy w = week m = month FR = Full Retention PIB = Personal Information Bank y = year OD = Other Disposition 2011/05/19 Schedule ITSE ORCS EXEC SUMMARY - 3

14 This records schedule is approved in accordance with the Document Disposal Act (RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. 1) Policy and Procedures (secondary -00 throughout ORCS, except ) SO nil DE (secondary BCeID policy and procedures) SO 7y DE 7y = The retention period is based on the six-year limitation period for commencing an action under the Limitation Act (RSBC 1996, c. 266, s. 3). DE = These records may be destroyed because IT policies and procedures are developed by the Office of the Chief Information Officer (OCIO), Knowledge and Information Services. 2) Master Service Agreements (MSAs) and Compliance Files (secondaries , -03, -05, and -06, , and ) SO 7y FR (secondaries , , and and -30) SO 7y DE These records document the terms, conditions, and indemnities in the MSAs for mainframe and midrange server services and workstation delivery services, as well as the service provider s compliance with the agreements. SO = upon expiry or termination of MSA and all extensions 7y = FR = The retention period is based on the six-year limitation period for commencing an action under the Limitation Act (RSBC 1996, c. 266, s. 3). The government archives will fully retain the MSA contracts and amendments, as well as mainframe services decision logs and final reports because they document the provincial government s partnership with private companies for the provision of IT services to B.C. government ministries and agencies. 3) IT Strategic Planning and Services Development (secondary ) SO nil FR (secondaries and -30) SO nil DE These records document technological solutions, products, and services researched and/or recommended for government use. (continued on next page) FOI = Freedom of Information/Privacy w = week m = month FR = Full Retention PIB = Personal Information Bank y = year OD = Other Disposition 2011/05/19 Schedule ITSE ORCS EXEC SUMMARY - 4

15 This records schedule is approved in accordance with the Document Disposal Act (RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. SO = upon completion or abandonment of project, and when no longer required for reference purposes FR = The government archives will fully retain the final version of IT strategic planning and services communiqués because they summarize the IT directions of the provincial government over time and the manner in which WTS communicates about them with clients. 4) Annual IT Service Satisfaction Reports SO nil FR (secondary ) These records document services offered by WTS and customer satisfaction with those services. SO = when a report is superseded by two newer reports FR = The government archives will fully retain Annual IT service satisfaction reports because they provide a history of IT services used by the provincial government. 5) Security Investigation Summary Reports FY+1y nil FR (secondary ) These records document investigations into all security breaches in government computer systems. FR = The government archives will fully retain the security investigation summary report because of its significant evidential and historical values. 6) Security Review and Investigation Case Files SO+3y 6y SR (secondaries and -50) These records document computer system security reviews performed for customers, as well as investigations of security breaches in government computer systems. SO = when the review or investigation is completed 9y = The nine-year retention period is required for reference purposes. (continued on next page) FOI = Freedom of Information/Privacy w = week m = month FR = Full Retention PIB = Personal Information Bank y = year OD = Other Disposition 2011/05/19 Schedule ITSE ORCS EXEC SUMMARY - 5

16 This records schedule is approved in accordance with the Document Disposal Act (RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. SR = The government archives will retain paper copies of security investigation case files that document significant security breaches of incidents, and paper copies of final reports relating to security reviews conducted for clients. These reports document significant security projects and recommendations relating to security risks. 7) Telecommunications Installation Safety Reports SO 21y DE (secondary ) These records document the professional opinion of qualified private sector engineers that telecommunications structures installed on behalf of the government on public buildings such as schools have been safely installed. SO = when the telecommunications structure to which the report relates is removed from the building 21y = The 21-year retention period is required in the event of an accident or injury caused by a telecommunications structure to a child. Since the branch will not be aware of all incidents involving children, the reports must be retained until a child reaches the age of majority (19 years) plus the two-year limitation period specified in the Limitation Act (RSBC 1996, c. 266). 8) IT Infrastructure Change Management (secondary ) SO+7y nil DE (secondary ) FY+9y nil DE These records document changes to cross-government applications, infrastructure changes to the mainframe, servers, and voice and data network, and customer notifications of the changes. SO = when the change request has been implemented and reviewed 7y = The retention period is based on the six-year limitation period for commencing an action under the Limitation Act (RSBC 1996, c. 266, s. 3). 10y = The Technical Information Bulletins are required for 10 years for reference purposes. (continued on next page) FOI = Freedom of Information/Privacy w = week m = month FR = Full Retention PIB = Personal Information Bank y = year OD = Other Disposition 2011/05/19 Schedule ITSE ORCS EXEC SUMMARY - 6

17 This records schedule is approved in accordance with the Document Disposal Act (RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to government policy and procedures. For assistance, contact your Records Officer. 9) IT Incident and Problem Management (secondaries and ) SO 7y DE These records document the management of server, voice, and data network incidents and problems, including reviews of significant events. SO = upon resolution of incident or problem and completion of review 7y = The retention period is based on the six-year limitation period for commencing an action under the Limitation Act (RSBC 1996, c. 266, s. 3), and provides sufficient data for review and analysis. 10) Telecommunication Network Request Management Records FY+7y nil DE (secondary ) These records document the management of requests for voice and data network products and services. 8y = The eight-year retention satisfies reference and analysis requirements. 11) Electronic Records DE The following electronic systems are covered by the ISO section in this ORCS: BCeID System, Government Electronic Messaging System (GEMS), Government Telephone Directory System (GTDS), Internal Directory (IDIR), Information Technology Information Management System (ITIMS), and the Online Request System (ORS). 12) All Other Records DE All other records are destroyed at the end of their semi-active retention periods. The retention of these records varies depending on the nature of the records and the function performed, but does not exceed six years after they are superseded or obsolete. The information these records contain is summarized elsewhere. Significant issues are documented in records which will be retained under the provisions of this ORCS, as well as in briefing notes to the ministry executive (ARCS secondary ) and annual reports (ARCS secondary ). These records have no enduring value to government at the end of their scheduled retention periods. FOI = Freedom of Information/Privacy w = week m = month FR = Full Retention PIB = Personal Information Bank y = year OD = Other Disposition 2011/05/19 Schedule ITSE ORCS EXEC SUMMARY - 7

18

19 Schedule No. RECORDS RETENTION AND DISPOSITION AUTHORITY Accession No. This is a recommendation to authorize an operational records classification and scheduling system. Title: lnfonnation Technology Services Operational Records Classification System Information, Science and Technology Agency Information Technology Services Division Description and Purpose: The lnfonnation Technology Services Operational Records Classification System (ORCS) covers all operational records created, received, and maintained by the Information Technology Services Division. These records document the provision of information technology services to the provincial government including the delivery of information technology infrastructure, information technology security and telecommunications network services. For further descriptive information about these records, please refer to the attached executive summary. Date range: 1977 ongoing Physical format of records: see attached schedule Annual accumulation:.38 cubic meters Recommended retention and disposition: scheduled in accord with attached ORCS. IGNED ENDORSE THE RECOMMENDATIONS: ~~1/blt/oJ 2f>o1/ o ~/ o ~ Date THE SELECT STANDING COMMITTEE ON PUBLIC ACCOUNTS APPROVES THE RECOMMENDATION OF THE PUBLIC DOCUMENTS COMMITTEE: Deputy Minister/Corporate Executive OTHER STATUTORY APPROVALS: Date 1-oo\~,,~ '~ Date APPROVED BY RESOLUTION OF THE LEGISLATIVE ASSEMBLY: Date Signature Title: Date Signature Title: Date ARS 008 orcs.dot Rev. 00/04 IM ORCS: ARCS:

20 CONTACT: Grielje Adlhoch, (actin~, Jivisional Coordinator, (250) Schedule No. RECORDS MANAGEMENT APPRAISAL: This appraisal documents the recommendation for active and semi-active retention periods. These records are created and received under the authority of the System Act (RSBC 1996, c. 446), the BC Online Act (SBC 1998, c. 24), the Budget Measures Implementation Act, 1998 (SBC 1998, c. 5, ss. 41 and 42), and subsequent legislation governing the operational responsibilities and functions of the creating agency. Functional duplicates and microfilmed records are indicated under appropriate classification headings. The retention and final disposition guidelines specified in the attached Operational Records Classification System meet the creating agency's information requirements, ensure fiscal and audit control, protect government's legal rights and liabilities, and provide for effective management of the agency's operational functions. Upon expiry of the active and semi-active retention periods, the records covered by this recommendation will no longer be of any primary value to government. The retention and final disposition guidelines have been established in consultation with the Records Officer and staff and managers of all branches conducting operational functions in the creating agency. This ORCS supercedes schedule for records related to security previously approved as section 6 June 11, Records Analyst ARCHIVAL APPRAISAL: This appraisal documents the recommendation for final disposition. The final disposition recommendations protect records considered to have significant evidential and historical values. The specific reasons for retaining certain records are stated within the ORCS, as well as in the Executive Summary. Record series or groups of records which will be retained in their entirety are indicated by "Full Retention." Record series or groups of records which will be retained in part are indicated by "Selective Retention." Selective retention means that portions of the record series will be retained by means of recognized archival selection criteria. For the meaning of selective retention with respect to a specific record series, see the attached schedule. The definitions of both selective and full retention provide that records will be preserved in the government archives, and that unnecessary duplicates, transitory materials, and ephemera may be discarded. ~-7 d:loo; Date ' ARS 008 orcs. dot Rev. 00/04 IM ORCS: ARCS:

21 This records schedule is approved in accordance with the Document Disposal Act (RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to standards approved by BC Archives. For assistance in implementing ORCS, contact your Records Officer. Information Technology Services Operational Records Classification System EXECUTIVE SUMMARY This Operational Records Classification System (ORCS) establishes a classification system and retention and disposition schedule for the operational records that were created by British Columbia Systems Corporation (BCSC) under the System Act (RSBC 1996, c. 446), and the operational records that are created by its successor, the Information Technology Services Division as defined by government policy and the BC OnLine Act (RSBC 1998, c. 24). (The System Act was repealed on April 30, 2000 by Order in Council 148 which brought into force the Budget Measures Implementation Act, 1998 [SBC 1998, c. 5, ss. 41 and 42]). These records document the provision of information technology (IT) services to the provincial government. This includes the delivery of IT infrastructure, IT security and telecommunication network services. The active and semi-active retention periods specified in the schedule meet all operational, administrative, legal, fiscal, and audit requirements. BC Archives has reviewed the final dispositions to ensure that records with enduring evidential and historical values are preserved. This ORCS covers records created and received since 1979 with the creation of BCSC. Prior to this time, the function(s) covered by this ORCS were not carried out by the BC Government. The summary which follows describes the basic types of records and identifies their retention periods and final dispositions. In this summary, record types are linked to the ORCS by primary and secondary numbers. Please consult the ORCS manual for further information. (continued on next page) PIB = Personal Information Bank w = week m = month FR = Full Retention PUR = Public Use Records y = year FOI = Freedom of Information/Privacy N:\\\\exec summary:2002/02/21 Schedule ORCS/ITS EXEC SUMMARY - 3

22 This records schedule is approved in accordance with the Document Disposal Act (RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to standards approved by BC Archives. For assistance in implementing ORCS, contact your Records Officer. 1) Policy and Procedures SO 5y FR (secondary -00 throughout ORCS) Throughout this ORCS, the government archives will fully retain all policy and procedure files created by offices having primary responsibility for policy and procedure development and approval. These records have evidential value. Draft and duplicate materials which hold insufficient value to merit preservation may be purged and discarded. 2) BC OnLine (BCOL) Contract and Contract Management Records (paper and electronic records) (secondary ) SO 7y FR (secondaries , -04, -05, -06, -07, -08, -20, SO 7y DE -30, -40, and -50, and ) These records document the legal agreement between the provincial government and the BCOL service provider and the monitoring and management of that agreement. SO = when the contract expires or is terminated and upon completion of any litigation 7y = FR = The retention is based on the six-year limitation period under the Limitation Act (RSBC 1996, c. 266, s. 3). The government archives will fully retain the paper copy of the BCOL contract because it documents the services being contracted as well as the service levels required, and any changes to the services and service levels. Draft and duplicate materials that hold no evidential value may be purged and discarded. 3) BCOL Technology Plans FY+2y nil FR (secondary ) These records document enhancements to the BCOL service. (continued on next page) PIB = Personal Information Bank w = week m = month FR = Full Retention PUR = Public Use Records y = year FOI = Freedom of Information/Privacy N:\\\\exec summary:2002/02/21 Schedule ORCS/ITS EXEC SUMMARY - 4

23 This records schedule is approved in accordance with the Document Disposal Act (RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to standards approved by BC Archives. For assistance in implementing ORCS, contact your Records Officer. FR = The government archives will fully retain a copy of each technology plan for its evidential and informational values. These records document enhancements to information technology, hardware and services to clients by the BCOL operator. Duplicate copies of technology plans may be destroyed. 4) BCOL Partner/Subject Files SO nil SR (secondary ) These records document the history and development of BCOL since its inception in July 1989 until May 1999, when it was contracted out to the private sector. SR = The government archives will selectively retain partner and subject case files for their evidential value. These records document the development and provision of services by BCOL, and its relationship with provincial government partners. They also document the audit and evaluation of the program. The records will be selected by retaining all files opened before BCOL was contracted out (i.e. all files opened prior to 30 April 1999), as well as all partner and subject files created after 30 April 1999 that document services to government partners. All files opened after 30 April 1999 relating to non-government partners will be destroyed at the end of their semi-active retention period. 5) BCOL User Guides and Tutorials SO nil SR (secondary ) These records document how to access and use the databases available through BCOL. SR = The government archives will selectively retain user guides and tutorials because they document BCOL's role in providing access to government databases. (continued on next page) PIB = Personal Information Bank w = week m = month FR = Full Retention PUR = Public Use Records y = year FOI = Freedom of Information/Privacy N:\\\\exec summary:2002/02/21 Schedule ORCS/ITS EXEC SUMMARY - 5

24 This records schedule is approved in accordance with the Document Disposal Act (RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to standards approved by BC Archives. For assistance in implementing ORCS, contact your Records Officer. 6) Comprehensive Service Agreements (CSA) and Status Reports SO 7y FR (secondaries and -03, and -12, and and -03) These records document legal agreements between the provincial government and IBM. They include the overarching CSA, and the MVS/VM/Print agreement and the project agreements with the Ministries of Health, Social Development and Economic Security, and Children and Families. SO = when the agreement expires or is terminated and upon completion of any litigation 7y = FR = The retention is based on the six-year limitation period under the Limitation Act (RSBC 1996, c. 266, s. 3). The government archives will fully retain the agreements because they document the services being contracted as well as the service levels required, and any changes to the services and service levels. The government archives will also retain a copy of each annual report because they document the government involvement in a public/private partnership and major developments in the partnership during the year. Draft and duplicate materials that hold no evidential value may be purged and discarded. 7) MVS/VM/Print Change Orders, Risks and Issues (paper and electronic records) (secondary ) SO 7y FR (secondary ) SO 7y DE These records document change orders, risks and issues that occur over the life of the MVS/VM/Print contract. SO = when the MVS/VM/Print agreement expires or is terminated and upon completion of any litigation 7y = The retention is based on the six-year limitation period under the Limitation Act (RSBC 1996, c. 266, s. 3). (continued on next page) PIB = Personal Information Bank w = week m = month FR = Full Retention PUR = Public Use Records y = year FOI = Freedom of Information/Privacy N:\\\\exec summary:2002/02/21 Schedule ORCS/ITS EXEC SUMMARY - 6

25 This records schedule is approved in accordance with the Document Disposal Act (RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to standards approved by BC Archives. For assistance in implementing ORCS, contact your Records Officer. FR = The government archives will fully retain the paper copy of the change orders, risks and issues log as these records summarize all change orders and provide an index to resolved change orders, risks and issues. Draft and duplicate materials that hold no evidential value may be purged and discarded. 8) MVS/VM/Print Benchmarking SO 7y SR (paper and electronic records) (secondary ) These records document performance levels for measuring the operator's delivery of the MVS/VM/Print service. SO = when the MVS/VM/Print agreement expires or is terminated and upon completion of any litigation 7y = The retention is based on the six-year limitation period under the Limitation Act (RSBC 1996, c. 266, s. 3). SR = The government archives will selectively retain these records by retaining the final paper version of each bench marker s reports. These reports contain assessment models and periodic performance assessments of the service provided under the agreement. All other records will be destroyed. 9) Security Reviews and Investigations SO+3y 6y SR (paper and electronic records) (secondaries and -50) These records document computer system security reviews performed for customers, as well as investigations of security breaches in government computer systems. SO = when completed 9y = The nine-year retention period is required for reference purposes. (continued on next page) PIB = Personal Information Bank w = week m = month FR = Full Retention PUR = Public Use Records y = year FOI = Freedom of Information/Privacy N:\\\\exec summary:2002/02/21 Schedule ORCS/ITS EXEC SUMMARY - 7

26 This records schedule is approved in accordance with the Document Disposal Act (RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to standards approved by BC Archives. For assistance in implementing ORCS, contact your Records Officer. SR = The government archives will retain paper copies of security investigation case files that document significant security breaches of incidents, and paper copies of final reports relating to security reviews conducted for clients. These reports document significant security projects and recommendations relating to security risks. 10) Security Investigation Summary Report FY+1y nil FR (secondary ) These records summarize investigations into all security breaches in government computer systems. FR = The government archives will fully retain the security investigation summary report for the government archives because of its significant evidential and historical values. 11) Customer Satisfaction Reports SO nil FR (secondaries and -04) These records document customer satisfaction with ITSD services. SO = FR = when a report is superseded by two newer reports The government archives will fully retain customer satisfaction reports because they provide a history of IT services used by the provincial government. Draft and duplicate materials that hold no evidential value may be purged and discarded. 12) InfoSmart Project Reports CY+2y nil SR (electronic records) (secondary ) These records document the progress of InfoSmart projects in provincial government ministries. SR = The government archives will selectively retain the paper copy of the final version of the InfoSmart reports. These reports summarize progress made on the InfoSmart project. All other records will be destroyed. (continued on next page) PIB = Personal Information Bank w = week m = month FR = Full Retention PUR = Public Use Records y = year FOI = Freedom of Information/Privacy N:\\\\exec summary:2002/02/21 Schedule ORCS/ITS EXEC SUMMARY - 8

27 This records schedule is approved in accordance with the Document Disposal Act (RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to standards approved by BC Archives. For assistance in implementing ORCS, contact your Records Officer. 13) Telecommunications Installations - Engineering Safety Reports (secondary ) SO 21y DE These records document the professional opinion of qualified private sector engineers that telecommunications structures have been safely installed on public buildings such as schools. SO = when the telecommunications structure to which the report relates is removed from the building 21y = The twenty-one-year retention period is required in the event of an accident or injury caused by a telecommunications structure to a child. Since the branch will not be aware of all incidents involving children, the reports must be retained until a child reaches the age of majority [19 years] plus the twoyear limitation period specified in the Limitation Act (RSBC 1996, c. 266). 14) Public Key Infrastructure (PKI) Agreements SO 7y DE (paper and electronic records) (secondaries , -35, -45) These records document agreements with certificate authorities (CAs), local registration authorities (LRAs), and certificate subscribers. Certificates allow for privacy and access control of data through encryption. 7y = The seven-year retention period is consistent with the retention period for other agreements classified in this ORCS, (e.g.. secondaries and to 93900). (continued on next page) PIB = Personal Information Bank w = week m = month FR = Full Retention PUR = Public Use Records y = year FOI = Freedom of Information/Privacy N:\\\\exec summary:2002/02/21 Schedule ORCS/ITS EXEC SUMMARY - 9

28 This records schedule is approved in accordance with the Document Disposal Act (RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to standards approved by BC Archives. For assistance in implementing ORCS, contact your Records Officer. 15) All Other CSA Contract Management Records (paper and electronic records) (secondaries and -20, , -05, -06, SO 7y DE -07, -08, -09, -10, -11, -20, -40, and ) These records document the management of the CSA, MVS/VM/Print, and ministry project agreements. They supplement the contract management records described under numbers 6, 7 and 8 above. SO = when the agreement expires or is terminated and upon completion of any litigation 7y = The retention is based on the six-year limitation period under the Limitation Act (RSBC 1996, c. 266, s. 3). 16) Problem Resolution Reports Submitted by Suppliers SO 7y DE (secondary ) These records document network problems that are resolved by contracted suppliers. SO = when the contract with supplier expires or is terminated and upon completion of any litigation 7y = The retention is based on the six-year limitation period under the Limitation Act (RSBC 1996, c. 266, s. 3). 17) BC OnLine (BCOL) Customer Account Case Files SO+1y 6y DE (paper and electronic records) (secondary ) These records document accounts created for customers who wish to use the BCOL service. SO = when customer closes account, or when the account is in default or dormant for one year 7y = Seven years after a customer account is closed, the documents comprising it are considered inconsequential and, with the authorization of the Records Officer, are destroyed. (continued on next page) PIB = Personal Information Bank w = week m = month FR = Full Retention PUR = Public Use Records y = year FOI = Freedom of Information/Privacy N:\\\\exec summary:2002/02/21 Schedule ORCS/ITS EXEC SUMMARY - 10

29 This records schedule is approved in accordance with the Document Disposal Act (RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to standards approved by BC Archives. For assistance in implementing ORCS, contact your Records Officer. 18) Technical Information Bulletins FY+9y nil DE (electronic records) (secondary ) These bulletins alert customers to upcoming changes to ITSD services. 10y = The ten-year retention period is required for reference purposes. 19) Telecommunications Service Requests (TSRs) FY+7y nil DE (electronic records) (secondary ) These records document orders for telecommunication network products and services. 8y = The eight-year retention period is consistent with the paper orders maintained and classified by the billing staff under ARCS secondary ) Electronic Records DE The following electronic databases are covered by this ORCS: BC Certificate Services, BC OnLine Client Management System, Customer Service Centre: Problem Management System, Data Network Problem Management System, Government Electronic Messaging System, Government Telephone Directory System, Infoman Change Management System, Infoman Problem Management System, Management of Network Income, Expenses and Services System, Network Inventory Management System, Online Request System, and the Physical Access Control System. The Information System Overview section provides information about the electronic systems inputs and outputs and routine backups. Notes under the relevant ORCS secondaries provide information about the classification and scheduling of the records. These records have no enduring value to government at the end of their scheduled retention periods as the information they contain is documented elsewhere. (continued on next page) PIB = Personal Information Bank w = week m = month FR = Full Retention PUR = Public Use Records y = year FOI = Freedom of Information/Privacy N:\\\\exec summary:2002/02/21 Schedule ORCS/ITS EXEC SUMMARY - 11

30 This records schedule is approved in accordance with the Document Disposal Act (RSBC 1996, c. 99). It constitutes authority for retention and disposition of the records described herein provided ORCS has been implemented according to standards approved by BC Archives. For assistance in implementing ORCS, contact your Records Officer. 21) All Other Records DE All other records are destroyed at the end of their semi-active retention periods. The retention of these records varies depending on the nature of the records and the function performed, but does not exceed seven years. The information these records contain is summarized elsewhere, or reflects policies and procedures adequately documented in the 00 Policy and procedures secondaries. Significant issues are documented in records which will be retained under the provisions of this ORCS, as well as in briefing notes to the ministry executive (ARCS secondary ) and Information, Science and Technology Agency annual reports (ARCS secondary ). These records have no enduring value to government at the end of their scheduled retention periods.` PIB = Personal Information Bank w = week m = month FR = Full Retention PUR = Public Use Records y = year FOI = Freedom of Information/Privacy N:\\\\exec summary:2002/02/21 Schedule ORCS/ITS EXEC SUMMARY - 12