ARCS/ORCS and Misc.

Question 1

What does ARCS stand for?

Answer 1

Administrative Records Classification System

Question 2

What does ORCS stand for?

Answer 2

Operational Records Classification System

Question 3

What are ARCS and ORCS?

Answer 3

Combined records classification and scheduling systems that help classify and organize government records, also is a records schedule (timetable that governs life span of a record)

Question 4

What is a primary?

Answer 4

Primary number with title eg. 23120 - Extraterrestrial Registration & Tracking

Question 5

What is a scope note?

Answer 5

Describes records to be classified within the primary, admin/operative function to which records relate and activities/work processes leading to records creation, lists record types

Question 6

What is a secondary and how many types are there?

Answer 6

Secondary numbers and titles designate specific record series or groupings of records relating to function covered by primary. The 2 digit secondary number is added to primary number to form the file number eg. 23120-01 (Policy and procedures)

3 types of secondaries - reserved secondaries, subject secondaries and case file secondaries

1. Reserved - cover records series that are repeated in several primaries eg. 00 is policy and procedures, 01 is general
2. Subject (02-19) - used for specific subjects
3. Case file (20 and higher) - used for files relating to common function or activity

Question 7

What is CY + 1y?

Answer 7

Calendar year + 1 year - maintain all records from Jan 1-Dec 31 together until the end of the calendar year and then retain them for another calendar year

Question 8

What is FY + 1y?

Answer 8

Fiscal year + 1y - maintain all records created/received within the fiscal year (Apr 1-Mar 31) until the end of the FY the retain them for another fiscal year

Question 9

What are the 3 cycles for records?

Answer 9

Active (referred to often, kept handy), semi-active (sent to storage or in electronic file mgmt system) and final disposition (enduring records kept, records w/o enduring value are destroyed)

Question 10

What is SO?

Answer 10

Superseded/obsolete - records are useful for reference/informational purposes and gives offices authority to decide when records have no further value and are ready for storage

Also used when active retention period is until a case is closed or waiting for a specific event eg. SO + 3y = (when event occurs, listed on page) + 3 years in active storage and then will be transferred off-site

Question 11

What are 5 possibilities for FD?

Answer 11

1. FR (full retention) - all records have enduring value and will be entirely preserved by BC Archives
2. SR (selective retention) - portion of records have enduring value and should be retained by BC Archives
3. DE (destruction) - no enduring value
4. OD (other disposition) - final disposition will be through permanent transfer to another entity eg. sale
5. NA - eg. if reclassified

Question 12

What is PIB?

Answer 12

Personal Information Bank - collection of personal information that is organized/retrievable by name of individual or by identifying number