administrative records classificaiton system (arcs)gnwt administrative records classification system...

GOVERNMENT OF THE NORTHWEST TERRITORIES

ADMINISTRATIVE RECORDS

CLASSIFICATION SYSTEM

RECORDS RETENTION AND DISPOSITION SCHEDULE 1995-32 JULY 1998

WITH AMENDMENTS IN 2000, 2002, 2004, AND 2005

GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM RECORDS DISPOSITION AUTHORITY 1995-32

December 2005 Page 1 of 1

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 1995.

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 6000. Many primaries and secondaries were consolidated or discontinued. All pages dated June 1998.

3 January 26, 1999 Complete revision of section 5000. Many primaries and secondaries were consolidated or discontinued. All pages dated January 1999.

4 September 27, 2000 Revisions to primaries 1344, 5145, 5150, 5170, 5200, 5205, 5225, 6003, and 6225. The pages that received changes are dated October 2000.

5 March 15, 2002 Revisions to primaries 1015, 1135, 1145, 1155, 1165, 1170, 1185, 1275, 1290, and 1310. The pages that received changes are dated February 2002.

6 June 4, 2002 Revisions to primary 1305. The page is dated May 2002. 7 December 16, 2002 Complete revision of section 4000. Primary 4170 discontinued. All

pages dated December 2002. 8 March 17, 2004 Revision to primary 4280. The page is dated March 2004. 9 November 30, 2005 Complete revision of section 6000. Revisions to primaries 1025,

1255, 1343, 1344, and 4167. Primaries 1135 and 6280 discontinued. The pages that received changes are dated November 2005.

GNWT Administrative Records Classification System Records Disposition Authority 1995-32


ACKNOWLEDGEMENTS The GNWT’s Administrative Records Classification System, Records Disposition Authority 1995-32 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 1995. The Department’s of Education, Culture and Employment’s draft Administrative Records Classification System, Records Disposition Authority 1995-28 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, Records Disposition Authority 1995-32. In October 1995, the Public Records Committee approved the GNWT’s Administrative Records Classification System, Records Disposition Authority 1995-32 for use throughout the Government of the Northwest Territories. It was amended in 1998, 1999, 2000, 2002, 2004, and 2005. In August 2004, the Informatics Policy Committee approved the GNWT’s Administrative Records Classification System, Records Disposition Authority 1995-32 as a government-wide standard for classifying, managing, and disposing of administrative records (IPC Standard 6003.00.19). Records Management Public Works and Services


November 2005 Page 1 of 1

INTRODUCTION The GNWT Administrative Records Classification System (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 1995. It was revised in 1998, 1999, 2000, 2002, 2004, and 2005. 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.



PURPOSE OF THE GNWT’S ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM, RECORDS DISPOSITION AUTHORITY

1995-32 The GNWT’s Administrative Records Classification System (ARCS), Records Disposition Authority 1995-32 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.



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.

GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM

RECORDS DISPOSITION AUTHORITY 1995-32


HOW TO USE THE ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM

(ARCS)

Purpose and Scope The GNWT Administrative Records Classification System (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 Numbers

Section Title

1000-1999 Administration

2000-2999 Buildings and Properties

3000-3999 Equipment and Supplies

4000-4999 Finance

5000-5999 Human Resources

6000-6999 Information Services




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




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,




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 semi-active 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.

SECONDARIES MASTER FILE COPY FILE

A SA FD A SA FD

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 S/O* 10 AS/D S/O nil D

25 Access Commissioner – Orders / Recommendations 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




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 31st 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 off-site 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.




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.



HOW TO IMPLEMENT THE ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM

(ARCS) The GNWT Administrative Records Classification System (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 http://www.pws.gov.nt.ca/records/. 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:

http://www.pws.gov.nt.ca/records/



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



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.



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.



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.



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 1997-02) 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.



• 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 (1985-1987 and 1990-1994). 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 1 11. 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. 1990 –

March 1994 18. Page x of y page: number pages of inventory form for tracking purposes

Attach any other information that may be useful to your project.



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 5 6-14

Date 6 May 23, 2005

Inventoried by 7 Ron McDonald

Phone No. 8 873-7451

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

17

14-1

3/4 full

Alpha

Paper

- Terminated employees files

Copy

Admin-HR

1993-95

14-2

Full

Alpha

Paper

- Employee files (active)

Copy

Admin-HR

current

14-3

Full

Alpha

Paper

- T4's, attendance registers, payroll

Original

Admin-HR

1991-95

distribution reports

14-4

3/4 full

Alpha

Paper

- Leave and attendance

Original

Admin-HR

current




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



FILE-BY-FILE RECORDS INVENTORY Department & Area Name:

1

Building Maintenance- Utility Group

Inventoried by: 2 Vicky Filer

Phone: 3 873-7627

Date May 22, 2005 Done: 4

File Number

Volume

Title

Content/Description

Date Range

Remarks

5

6

7

8

9

10

2000-20

2

Building Directory

- A listing of all GNWT owned buildings, addresses and locations throughout the NWT.

1994

Archival Selection

2000-30

5

Conference Room Bookings

- Records of conference room bookings and usage statistics.

Apr 93 - Mar 95

2020-45

3

Requests for Space

- Requests for space and allocation of office space, work sites for current and future needs.

Jan 82 - Dec 95

2075-30

1

Janitorial Services

- Correspondence on janitorial service needs, types of janitorial services, maintenance and servicing of Government buildings and facilities.

Apr 93 - Mar 95

2085-45

1

Snow Removal

- Correspondence on snow removal including complaints of icy sidewalks due to lack of snow removal.

Feb 94 - Mar 95

2125-25

6

Heating

- Problems with old heating system, concerns Re: heating costs, installation of new heating system and controls.

Nov 94 - Oct 95




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.




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 colour-

coded 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 sub-folders can be set up for secondaries and tertiaries, as necessary.




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.



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



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, 1999.

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.


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 – 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.


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.


RECORDS DISPOSITION AUTHORITY 1995-32 December 2005 Page 1 of 2

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


RECORDS DISPOSITION AUTHORITY 1995-32 December 2005 Page 2 of 2

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 1995-32 Amended July 1998

SECTION 1

ADMINISTRATION

1000 - 1999

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.

1000-1999 LIST OF PRIMARIES

ADMINISTRATION SECTION


1000-1999 Administration Revised November 2005 Page 1 of 42

1000 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





1185 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





1350 Reports and Statistics 1390 Security

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 GNWT Administrative Records Classification System Records Disposition Authority 1995-32 1000-1999 Administration June 1998 Page 4 of 42

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 1275. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the

Departmental records coordinator for the assignment of tertiary numbers.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

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


Retention GNWT Administrative Records Classification System Records Disposition Authority 1995-32 1000-1999 Administration June 1998 Revised February 2002 Page 5 of 42

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 1145-1165. For conferences/seminars/workshops, see Primary 1185. For records related to the organization and/or reorganization of the Department/Division, see Primary 1025. For committee records related to Division of the NWT and the creation of Nunavut, see Primary 1170. For non-committee records related to Division of the NWT and the creation of Nunavut, see Primary 1280.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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


Retention GNWT Administrative Records Classification System Records Disposition Authority 1995-32 1000-1999 Administration June 1998 Page 6 of 42 Revised November 2005

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 5200. For records related to Division of the Northwest Territories and the creation of two new territories, see Primary 1280. For committee records related to the Division of the Northwest Territories and the creation of two new territories, see Primary 1170.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00 Policy and Procedures S/O 7 AS/D 2 nil D


20 Department / Division Strategic Planning / Organization / Reorganization

S/O* 7 AS/D S/O nil D

22 Management Studies and Surveys

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

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


ACCESS TO INFORMATION / PROTECTION OF PRIVACY - 1027 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 1029. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the

Departmental records co-ordinator for the assignment of tertiary numbers.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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



ACCESS TO INFORMATION / PROTECTION OF PRIVACY - 1029 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 1027. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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

S/O*

10

AS/D

S/O

nil

D

25

Access Commissioner - Orders / Recommendations

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)



ACTS AND REGULATIONS - 1040 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 1045. For by-laws and resolutions of cities, towns, villages, hamlets, settlements and charter communities, see Primary 1055. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


S/O

10

AS/D

S/O

nil

D

01

General

2

nil

D

2

nil

D

20

NWT Government Acts and Regulations

S/O*

6

D

S/O

nil

D

25

Department Specific Legislation / Regulations

S/O*

10

AS/D

S/O

nil

D

S/O* = retain on-site until the act or regulation is superceded, amended or cancelled



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 1040. For by-laws and resolutions of cities, towns, villages, hamlets, settlements and charter communities, see Primary 1055. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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



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. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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



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 4110. For non-financial agreements between the Department and another GNWT department or an NWT organization, see Primary 1085. For non-financial agreements between the Department and municipal authorities, hamlets, settlements, and band councils, see Primary 1097. For agreements that relate to land claims or land settlements, see Primary 1090. NOTE: Agreements are administrative records, even though they have considerable

operational impact. A copy should be placed on the appropriate subject file. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


S/O

10

AS/D

S/O

nil

D

01

General

2

nil

D

2

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Individual Agreements

S/O*

10

AS/D

S/O

nil

D

S/O* = retain on-site until agreement is cancelled or amended



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 4110. For agreements that relate to land claims or land settlements, see Primary 1090. For non-financial agreements between the Department and the federal government, the Yukon Government or a provincial government, see Primary 1080. For non-financial agreements between the Department and municipal authorities, hamlets, settlements and band councils, see Primary 1097. NOTE: Agreements are administrative records, even though they have considerable



SECONDARIES

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NWT Agreements

S/O*

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AS/D

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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 4110. NOTE: Agreements are administrative records, even though they have considerable



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10

AS/D

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S/O* = retain on-site until termination of formal agreement



AGREEMENTS - 1097 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 4110. For agreements related to land claims or land settlements, see Primary 1090. NOTE: Agreements are administrative records, even though they have considerable



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Agreements

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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. NOTE: Records related to a specific program or function should be placed on the

appropriate administrative or operational file. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

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Congratulations, Complaints, Greetings, Invitations, etc.

2

nil

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2

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D



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 1230. NOTE: 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.

NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


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Individual Associations, Clubs, Societies, etc.

2

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2

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Retention GNWT Administrative Records Classification System Records Disposition Authority 1995-32 1000-1999 Administration February 2002 Revised November 2005 Page 18 of 42

DISCONTINUED. USE 6040 1135 (Was Internal Publications)

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Discontinued. Use 6040-00 (was Policy and Procedures)

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Discontinued. Use 6040-01 (was General)

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30

Discontinued. Use 6040-25 (was Development Files )

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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 GNWT Administrative Records Classification System Records Disposition Authority 1995-32 1000-1999 Administration June 1998 Revised February 2002 Page 19 of 42

COMMITTEES - 1145 GOVERNMENT OF THE NORTHWEST TERRITORIES Records related to committees, commissions, councils, boards, groups, panels, secretariats, sub-committees, 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 1155. For international committees, see Primary 1165. For committees on Division of the NWT, see Primary 1170. For Executive Council (Cabinet) committees, see Primary 1290. For Legislative Assembly committees, see Primary 1310. For meetings that are internal to the Department, see Primary 1015.

SECONDARIES

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Deputy Minister Committees

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AS/D

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30

Interdepartmental Committees

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COMMITTEES - FEDERAL / PROVINCIAL / TERRITORIAL 1155 Records related to commissions, committees, councils, boards, groups, panels, secretariats, sub-committees, 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 1145. For international committees, see Primary 1165. For committees on Division of the NWT, see Primary 1170.

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COMMITTEES - INTERNATIONAL 1165 Records related to commissions, committees, councils, boards, groups, panels, secretariats, sub-committees, 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 1155. For committees that originate within the GNWT, see Primary 1145. For committees on Division of the NWT, see Primary 1170.

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International Committees

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COMMITTEES - DIVISION OF THE NORTHWEST TERRITORIES 1170 Records related to commissions, committees, councils, boards, groups, panels, secretariats, sub-committees, 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 1280. For committees that originated within the GNWT, but which are not involved in the division of the NWT, see Primary 1145. 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 1155. For international committees, see Primary 1165.

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20

Constitutional Development Steering Committee (Western Arctic)

4

10

AS/D

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25

Division Review Committee

4

10

AS/D

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30

Nunavut Implementation Committee

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10

AS/D

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Special Joint Committee on Division

4

10

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Committees - Other

4

10

AS/D

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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 1115. For committees and commissions, see Primaries 1145-1170. For training seminars and courses, see Primary 5205.

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Conferences Attended by the Department

2

5

D

2

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20

Conferences Organized by the Department

2

5

AS/D

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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 1225. For information exchange between the Department and non-GNWT organisations, see Primary 1230. For information exchange between the Department and the federal, provincial, Yukon or Nunavut Government, see Primary 1210. NOTE: Records related to a specific subject or function should be placed on the



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20

International Governments / Organisations

2

4

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2

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INFORMATION EXCHANGE - 1210 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 1225. For information exchange between the Department and non-GNWT organisations, see Primary 1230. For information exchange between the Department and foreign governments or international organisations, see Primary 1200. NOTE: Records related to a specific subject or function should be placed on the



SECONDARIES

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20

Federal Government

2

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2

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25

Provincial / Yukon / Nunavut Government

2

4

D

2

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INFORMATION EXCHANGE - 1225 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 1200. For information exchange between the Department and non-GNWT organisations, see Primary 1230. For information exchange between the Department and a federal, provincial, Yukon or Nunavut government, see Primary 1210. NOTE: Records related to a specific subject or function should be placed on the



SECONDARIES

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Individual GNWT Departments, Boards, Agencies, Councils, etc.

2

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2

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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 4280. For associations, clubs and societies, see Primary 1115. For information exchange between the Department and other GNWT departments, boards and agencies, etc., see Primary 1225. For information exchange between the Department and foreign governments or international organisations, see Primary 1200. For information exchange between the Department and a federal, provincial, Yukon or Nunavut government, see Primary 1210. NOTE: Records related to a specific subject or function should be placed on the



SECONDARIES

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20

Bands / Hamlets / Settlements / Municipalities

2

4

D

2

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D

35

Non-GNWT Organisations - Other

2

4

D

2

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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 1343. For Publications, see Primary 6040. NOTE: A copy should be placed on the appropriate subject file. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


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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



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 1290. NOTE: A copy of the record should be filed under the appropriate subject. NOTE: Master files of Ministerial Chronos may be held in both the Minister’s Office and

the Department. NOTE: Action requests and “bring forwards” initiated by the Minister or Deputy Minister

should be filed under the appropriate subject. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES MASTER FILE

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General

2

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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



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 1170.



SECONDARIES

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AS/D

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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

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nil

D



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 6010. For records related to personnel health and safety, see Primary 5180.

NOTE: 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.



SECONDARIES

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Disaster Plans

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S/O

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25

Emergency Evacuation Procedures

S/O*

6

D

S/O

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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.



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 1275. NOTE: Originals are held by the Cabinet Secretariat only. Documents held by another

department are copies.

SECONDARIES

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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.



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 1280. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

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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

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Retention GNWT Administrative Records Classification System Records Disposition Authority 1995-32 1000-1999 Administration June 1998 Revised May 2002 Page 34 of 42

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 5235. NOTE: Legal opinions may be filed on the appropriate subject file. NOTE: Departments that have an operational mandate to handle legal actions may have

operational records classification systems (ORCS) that cover legal matters. NOTE: 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.

SECONDARIES

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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.



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 1145. For Committees involving other Canadian governments, see Primary 1155. For Committees involving foreign governments, see Primary 1165. For Committees on the Division of the NWT, see Primary 1170. For Executive Council (Cabinet) records, see Primary 1290. See also Primary 1329 for Official Languages. See also Primaries 1027 and 1029 for Access to Information and Protection of Privacy.

SECONDARIES

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General

2

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D

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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



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 3150. For vehicle licenses, see Primary 3295. NOTE: 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.

SECONDARIES

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General

2

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D

2

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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.



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 4167. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

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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



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 1080-1097 and 4110. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

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AS/D

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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



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 4167. For public/media relations, see Primary 6095. For use of pins, flags, emblems, etc., as part of program promotion, see Primary 6080. For Visual Identity Program, see Primary 1255 NOTE: The Protocol Office, Department of Executive, has operational records on

ceremonies, tours, and events. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD



20 Emblems / Pins / Flags / Pennants S/O nil D S/O nil D

30 Discontinued. Use 1255-60 (was Visual Identity Program (VIP))

-- -- -- -- -- --

35 Ceremonies / Events / Tours 2 5 AS/D 2 nil D


Retention GNWT Administrative Records Classification System Records Disposition Authority 1995-32 1000-1999 Administration October 2000 Page 40 of 42 Revised November 2005

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. NOTE: A copy of records specific to a program should be filed on the appropriate

operational file. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00 Policy and Procedures S/O 7 AS/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



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 4180. For financial reports and statistics, see Primary 4367. For human resource reports and statistics, see Primary 5318. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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


Retention GNWT Administrative Records Classification System Records Disposition Authority 1995-32 1000-1999 Administration Amended July 1998 Page 42 of 42

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 6010. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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



SECTION 2

BUILDINGS AND PROPERTIES

2000 - 2999 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.


2000-2999 Buildings and Properties Records Amended July 1998 Page 1 of 9

2000-2999 LIST OF PRIMARIES BUILDINGS AND PROPERTIES SECTION 2000 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

A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superseded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention

GNWT Administrative Records Classification System Records Disposition Authority 1995-32 2000-2999 Buildings and Properties Amended July 1998 Page 2 of 9

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. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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



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 4280. For original revenue leases, see Primary 4372. For original expense leases, see Primary 4369. For building evacuation plans, see Primary 1285. For buildings, see Primaries 2050, 2055. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult

the Departmental records coordinator for the assignment of tertiary numbers.

SECONDARIES

MASTER FILE

COPY FILE

A SA FD A SA FD



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



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 4280. For original revenue leases, see Primary 4372. For original expense leases, see Primary 4369. For building evacuation plans, see Primary 1285. NOTE: 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.

NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers.


A SA FD A SA FD



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.



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 4280. For original revenue leases, see Primary 4372. For original expense leases, see Primary 4369. For building evacuation plans, see Primary 1285. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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



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 1080-1097. For original contracts, see Primary 4280. For original revenue leases, see Primary 4372. For original expense leases, see Primary 4369. NOTE: 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.




A SA FD A SA FD



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



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, 2055. For original contracts, see Primary 4280. For master copies of expense leases, see Primary 4369. For master copies of revenue leases, see Primary 4372. NOTE: 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.



SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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



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. NOTE: 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.



SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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



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 4167. NOTE: Original contracts relating to the administration, installation and servicing of

utilities should be filed in Primary 4281. Copies of contracts may be kept on the subject file under this primary for convenience purposes only.

NOTE: 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.




A SA FD A SA FD



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



SECTION 3

EQUIPMENT AND SUPPLIES

3000 - 3999 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.


EQUIPMENT AND SUPPLIES


3000-3999 Equipment and Supplies Amended July, 1998 Page 1 of 11

3000 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


3000-3999 Equipment and Supplies Amended July, 1998 Page 2 of 11

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 3030. For contracts and LCAs, see Primary 4280. NOTE: 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.



SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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* = retain on-site until equipment is returned 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


Records Disposition Authority 1995-32 3000-3999 Equipment and Supplies

Amended July, 1998 Page 3 of 11

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 3030. For vehicles, see Primary 3295. NOTE: The original contract file, Primary 4280, contains user specifications,




SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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





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 3030. For furniture and furnishings, see Primary 3200. NOTE: Institutional facilities include colleges, schools, hospitals, health centres, group

homes, senior citizen centres and correctional institutions. NOTE: The original contract file, Primary 4280, contains user specifications,




SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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






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 3030. For computer software, see Primary 6010. For forms management and design, see Primary 6215. For office furniture and furnishings, see Primary 3200. NOTE: The original contract file, Primary 4280, contains user specifications,




SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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






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 2050. For disposal of lands, see Primary 2080. For disposal of firearms, see Primary 3150. For disposal of Government records, see Primary 6255. NOTE: This primary does not include records relating to financial assets such as cash,

audits, accounts receivable and bank accounts. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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* = retain on-site until all actions relating to disposal have been completed S/O** = retain on-site until program is cancelled or amended





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 3030. For original firearms permits, see Primary 1315. NOTE: As the acquisition, storage and disposal of firearms is strictly controlled, records

related to firearm disposals are specifically included in this primary. NOTE: The original contract file, Primary 4280, contains user specifications,




SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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





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. NOTE: 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.

NOTE: The original contract file, Primary 4280, contains user specifications,




SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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





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 3020. For assets control and inventory, see Primary 3030. For disposal and surplus, see Primary 3030. NOTE: The original contract file, Primary 4280, contains user specifications,




SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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





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 6215. NOTE: The original contract file, Primary 4280, contains user specifications,




SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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





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 3030. For vehicle disposals, see Primary 3030. For allocation of parking, see Primary 2105. For original vehicle rental (expense) leases, see Primary 4369. NOTE: The original contract file, Primary 4280, contains user specifications,




SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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



SECTION 4

FINANCE

4000 - 4999 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.

4000-4999 LIST OF PRIMARIES FINANCE SECTION

GNWT Administrative Records Classification System Records Disposition Authority 1995-32 4000-4999 Finance Amended November 2005 Page 1 of 36

4000 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

4000-4999 LIST OF PRIMARIES FINANCE SECTION

GNWT Administrative Records Classification System Records Disposition Authority 1995-32 4000-4999 Finance Amended November 2005 Page 2 of 36

4369 Leases – Expense 4372 Leases – Revenue 4375 Revolving Funds 4376 Risk Management and Insurance 4380 Taxes 4400 Year End

A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention GNWT Administrative Records Classification System Records Disposition Authority 1995-32 4000-4999 Finance Amended December 2002 Page 3 of 36

FINANCE - GENERAL 4000 Contains records about financial management that do not fit into a more specific primary. For FMB orders and directives, see Primary 4325. For signing authorities, see Primary 4295.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


S/O

7

AS/D

S/O

nil

D

01

General

2

nil

D

2

nil

D


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 4030. For reconciliations related to bank accounts, see Primary 4165. Note: Chapter 600 in the Financial Administration Manual applies to these records.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


S/O

7

AS/D

S/O

nil

D

01

General

2

nil

D

2

nil

D

20

Discontinued. Use 4020-55 (was Accounting Codes)

--

--

--

--

--

--

25

General Ledger Reconciliations

2

5

D

2

nil

D

55

Classification Tables (Accounting Codes)

2

5

D

2

nil

D

60

Discontinued. Use 4030 (was Accountable Forms)

--

--

--

--

--

--


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 4020. For accounts receivable, see Primary 4080. For cancelled cheques, see Primary 4165. For contracts, see Primary 4280. For General Ledger reconciliations, see Primary 4020. NOTE: Directive 910 in the Financial Administration Manual applies to these records. NOTE: Transaction control reports and exception reports may be disposed of under the

authority of RDA 1997-02, Transitory Records.

SECONDARIES

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2

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20

Central Accounting Forms

2

5

D

2

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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.


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 4040. For batches, see Primary 4167. For credit cards, see Primary 4060. For FIS reports, see Primary 4367. For petty cash advances, see Primary 4100.

SECONDARIES

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D

35

Discontinued. Use 4100 (was Petty Cash)

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--

--

--

--

--

40

Cash

2

5

D

2

nil

D


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 4167. For cash control systems, see Primary 4040. For contracts, see Primary 4280. For debit cards, see Primary 4040. For FIS reports, see Primary 4367. For year end (month 13), see Primary 4400.

SECONDARIES

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General

2

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D

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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

2

nil

D

2

nil

D

65

Cards - Telephone / Credit / Gas / Purchase

2

5

D

2

nil

D


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 4167. For cash receipts, see Primary 4040. For receipt books, see Primary 4030. For revenue forecasts, see Primary 4240. For year end (month 13), see Primary 4400. NOTE: Chapter 900 in the Financial Administration Manual applies to these records.

SECONDARIES

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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)

S/O*

7

D

S/O

nil

D

45

Forgiveness and Remission Accounts

S/O*

7

D

S/O

nil

D

50

Accounts Receivable Vendor/Client Files

2

5

D

2

nil

D

55

Accounts Receivable Reports – Aged Monthly

2

nil

D

2

nil

D

60

Accounts Receivable Reports - Annual

2

5

D

2

nil

D

S/O * = retain on-site until all actions related to write-offs, forgiveness and remissions have been completed


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 4360. For cash control systems, see Primary 4040. For debit cards, see Primary 4040. For imprest bank accounts, see Primary 4165. For payroll advances, see Primary 5150-20B. NOTE: Directive 817 in the Financial Administration Manual applies to these records.

SECONDARIES

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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 5150-20B (was Advances – Payroll / Salary)

--

--

--

--

--

--


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 4280. For non-financial agreements and supporting documents, see Primaries 1080-1097. For official language services, see Primary 1329. NOTE: Cost sharing agreements are agreements where the GNWT agrees to share costs

for an undertaking with another party. NOTE: Federally Funded Agreements are agreements where the Government of Canada

agrees to fund a service or program that the GNWT delivers. NOTE: 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.

NOTE: 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.

NOTE: The majority of agreements have a financial component. When classifying

agreement records, try to classify into this primary first.

SECONDARIES

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Discontinued (was Agreements – Crown Corporations)

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Continued on next page.


AGREEMENTS AND ARRANGEMENTS 4110

SECONDARIES

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Discontinued (was Agreements – Federal)

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--

--

--

--

--

30

Discontinued (was Agreements – Municipal)

--

--

--

--

--

--

35

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)

--

--

--

--

--

--

60

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


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 1305. For program evaluation, see Primary 1025. For year end (month 13), see Primary 4400.

SECONDARIES

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General

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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


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 4030. For cash, travel, and standing advances, see Primary 4100. For signing authorities, see Primary 4295. NOTE: The Department of Finance is the Office of Primary Responsibility, and is the

only department authorized to establish, open, close and move bank accounts. NOTE: Bank Accounts (#20) means all banking transactions, including deposit slips,

cancelled cheques, bank statements, reconciliations, etc. NOTE: Directive 502 in the Financial Administration Manual applies to these records.

SECONDARIES

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General

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D

2

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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 GNWT Administrative Records Classification System Records Disposition Authority 1995-32 4000-4999 Finance December 2002 Page 14 of 36 Revised November 2005

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 4360. For accounts payable, see Primary 4060. For accounts receivable, see Primary 4080. For approval of hospitality, see Primary 4365. For cash control systems, see Primary 4040. For contracts, see Primary 4280. For events and ceremonies, see Primary 1343. For FIS reports, see Primary 4367. For GST, see Primary 4380. For library acquisitions, see Primary 6175. For mail and courier services, see Primary 1320. For revolving funds, see Primary 4375. For utilities, see Primary 2110. For verification of honoraria, see Primary 4327. For year end (month 13), see Primary 4400. NOTE: Batch Control Administration includes batch control logs, batch status reports,

month-end summaries, and verification reports. NOTE: Batch Files includes individual invoices, supporting documents, other source

documents, processed batch reports, corrections, and cover sheets (batch headers). NOTE: Agencies that do not compile their source documents into batches should use the

appropriate secondaries for their individual source documents. NOTE: 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.


A = Active SA = Semi Active FD = Final Disposition D = Destroy S/O = Superceded/Obsolete AS = Archival Selection nil = No Assigned Retention FR = Full Retention GNWT Administrative Records Classification System Records Disposition Authority 1995-32 4000-4999 Finance December 2002 Page 15 of 36 Revised November 2005

FINANCIAL TRANSACTIONS (BATCHES) 4167

SECONDARIES

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D

20

Batch Control Administration

2

5

D

2

nil

D

25

Discontinued. Use 4167-40 (was Batches / Batch Files – Payables)

--

-

-

--

--

--

30

Discontinued. Use 4176-40 (was Batches / Batch Files – Receivables)

--

-

--

--

--

--

35

Discontinued. Use 4167-40 (was Batches / Batch Files – Budget Vouchers)

--

--

--

--

--

--

40

Batches / Financial Source Documents (e.g. payables, receivables, budget vouchers, journal vouchers)

1

6

D

2

nil

D

45

Financial Transactions – non-FIS

2

5

D

2

nil

D


DISCONTINUED. Use 4200 or 4240. 4170 (Was Budgets – General)

SECONDARIES

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FD

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FD

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Discontinued. Use 4200-00 or 4240-00 (was Policy and Procedures)

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--

--

--

--

--

01

Discontinued. Use 4200-01 or 4240-01 (was General)

--

--

--

--

--

--

30

Discontinued. Use 4200 or 4240 (was Financial Analysis Statements)

--

--

--

--

--

--


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 3030. For budget planning and estimates up to initial approval, see Primary 4240. For FIS reports, see Primary 4367. For Financial Management Board Submissions, see Primary 4325. NOTE: 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.

NOTE: Supplementary Appropriations are approvals of additional funding by the

Legislative Assembly. It may also be used for interim appropriations. NOTE: 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.

NOTE: Some departments may prefer to classify main and capital acquisition plans into

the same secondary. It is recommended that they use 4200-30, O&M Main Estimates.

NOTE: 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.

SECONDARIES

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D

01

General

2

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D

2

nil

D

30

O&M Main Estimates

2

5

D

2

nil

D



BUDGETS - CAPITAL / MAIN ESTIMATES 4200

SECONDARIES

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SA

FD

A

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35

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


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 4080. For the approved Estimates, see Primary 4200. For signing authorities, see Primary 4295. For Financial Management Board Submissions, see Primary 4325. NOTE: 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.

NOTE: Capital Acquisition Plans is used for information used to develop capital

acquisition plans or infrastructure plans. NOTE: 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.

NOTE: Budget Instruction Packages is used for FMBS call letters and instructions. NOTE: Departments may classify all budget development documents and working papers

together. It is recommended that they use 4240-20, Development. NOTE: 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.

SECONDARIES

MASTER FILE

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FD

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S/O

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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



BUDGETS - PLANNING 4240

SECONDARIES

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A

SA

FD

A

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35

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 GNWT Administrative Records Classification System Records Disposition Authority 1995-32 4000-4999 Finance Amended March 2004 Page 21 of 36

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 3000. For correspondence with non-government organizations, see Primary 1230. For expense leases, see Primary 4369. See also Primaries 2050 and 2055. For employment contracts, see Primary 5230. For financial arrangements and agreements, see Primary 4110. For housing and accommodations, see Primary 2020. For land management, see Primaries 2080 and 2085. Continued on next page….


CONTRACTS 4280 For non-financial arrangements and agreements, see Primaries 1080 through 1097. For project management see the appropriate operational subject file. For records of payments, see Primaries 4060 or 4167. See also Primaries 2050 and 2055. For revenue leases, see Primary 4372. For standing offer agreements, see Primary 4110. NOTE: Purchasing files are considered to be contract files and are scheduled here under

Secondary 50 or 55, as appropriate. NOTE: 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.

NOTE: 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.

NOTE: Effective April 1, 2004, contracts over $5000 will be administered through the GNWT Contract Registry and Reporting System (CRRS), in compliance with Directive 808-6 of the Financial Administration Manual and the Agreement on Internal Trade.

SECONDARIES

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A

SA

FD

A

SA

FD

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S/O

10

AS/D

S/O

nil

D

01

General

2

nil

D

2

nil

D

20

Discontinued. Use 4280-50 or -55. (was Individual Contracts)

--

--

--

--

--

--

30

Discontinued. Use 4280-50 or -55. (was Requests for Proposal / Contract Bids / Tenders)

--

--

--

--

--

--

35

Standard Contract Forms Information

2

nil

D

2

nil

D

Continued on next page….


CONTRACTS 4280

SECONDARIES

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A

SA

FD

A

SA

FD

40

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.


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 4165. For budget planning, see Primary 4240. For employee pay actions, see Primary 5150. For personnel files, see Primary 5145. NOTE: Delegations of authority for legislated positions, such as the Public Guardian,

should be filed on the individual’s personnel file.

SECONDARIES

MASTER FILE

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A

SA

FD

A

SA

FD

00


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 4295-25, and keep for two years active and five years semi-active.


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 4240. For Executive Council, see Primary 1290. For publications developed for distribution in a department, see Primary 1135. For special warrants, see Primary 4200. NOTE: Excludes records related to the Financial Management Board Secretariat (FMBS).

SECONDARIES

MASTER FILE

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A

SA

FD

A

SA

FD

00


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


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 1115. For records documenting payment of honoraria, see Primary 4167. For payroll records, see Primary 5150. NOTE: Directive 810 in the Financial Administration Manual applies to these records.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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


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 5150.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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


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 4100. For individual (client) grant or contribution files, see the appropriate ORCS subject file. For original transfer agreements see Primary 4167. For payment transactions see Primary 4167. NOTE: A grant means a transfer payment, made to a recipient, for which the GNWT will

not receive any goods or services. NOTE: 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.

NOTE: A claim means a payment made as a result of a financial debt agreement made by,

and against, the federal government. NOTE: Directive 401 in the Financial Administration Manual applies to these records.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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


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 4167.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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


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 1350. For batch control administration, see Primary 4167. For budget planning, see Primary 4240. For financial analysis statements, see Primary 4170. For variance reports, see Primary 4200. For vendor reports, see Primaries 4060 and 4080. For year end (month 13) reports, see Primary 4400.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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


LEASES - EXPENSE 4369 Records related to leases payable by the Department. Records include the original lease and all supporting documents. For contracts, see Primary 4280. For government vehicles, see Primary 3295. For housing and accommodations, see Primary 2020. For land management, see Primaries 2080 and 2085. For revenue leases, see Primary 4372. See also Primaries 2050 and 2055. NOTE: 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).

NOTE: 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.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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


LEASES - REVENUE 4372 Records related to Departmental revenue leases. Records include the original lease and all supporting documents. For contracts, see Primary 4280. For expense leases, see Primary 4369. For housing and accommodations, see Primary 2020. For land management, see Primaries 2080 and 2085. See also Primaries 2050 and 2055. NOTE: 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.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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


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 3030. For source documents, see Primary 4167.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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


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 1285. For employee insurance, see Primary 5065. For inventory and assets control, see Primary 3030. For original financial records related to the purchase of insurance, see Primary 4167. For risk management committees, see Primary 1015 (for department only committee) or 1145 (for interdepartmental committees) NOTE: Insurable Assets Lists are lists of buildings, vehicles, and other controllable

assets (e.g. equipment) that are insured. NOTE: Claims are insurance claims made by departments. Claims are handled by the

Department of Finance. NOTE: Risk Management refers to assessments of a department’s level of risk and its

need for insurance. NOTE: 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.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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


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 5145. For payment records, see Primary 4167. NOTE: Excludes corporate income, personal income, fuel, tobacco, municipal, education,

payroll and other taxes that are part of the Department’s operational mandate.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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


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 4060. For Accounts Receivable, see Primary 4080. For Auditor General review comments and reports, see Primary 4160. For FIS reports, see Primary 4367. For Financial Transactions and Batches, see Primary 4167. NOTE: Departments may prefer to open a single annual file under Secondary 45 for all

Year End documentation.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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

2

5

D

2

nil

D

30

Grant Calculations (Revenue Fail Safe)

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



SECTION 5

HUMAN RESOURCES

5000 - 5999 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.


HUMAN RESOURCES SECTION

NWT Administrative Records Classification System Records Disposition Authority 1995-32

Human Resources Amended January 1999 Page 1 of 21

5000 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

A = Active SA = Semi Active FD = Final Disposition S/O = Superseded/Obsolete D = Destroy AS = Archival Selection nil = No Assigned Retention



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 5150. For individual employee personnel/benefit records, see Primary 5145. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


S/O

6

AS/D

S/O

nil

D

01

General

2

nil

D

2

nil

D




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 5150. For individual employee personnel/benefit records, see Primary 5145. 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.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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




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 5235. For employment equity, see Primary 5200. For individual employee pay records, see Primary 5150. For individual employee performance appraisals, see Primary 5145. For individual employee personnel/benefit records, see Primary 5145. NOTE: FMBS also maintains a master copy of each position file. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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)

S/O*

7

AS/D

S/O

nil

D

30

Positions - Standards & Guidelines (includes generic job descriptions)

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



Human Resources Amended October 2000 Page 5 of 21

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 5150. 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 80th 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.




EMPLOYEE PERSONNEL / BENEFIT RECORDS 5145

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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 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*

**

D

S/O

nil

D

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)




EMPLOYEE PERSONNEL / BENEFIT RECORDS 5145 ...continued

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

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*** = 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

S/O**** = retain on-site until superceded or obsolete




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 5145. DEFINITIONS: AEmployee" refers to permanent, temporary, part-time, casual and term workers. AMaster File@ 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.




EMPLOYEE PAY RECORDS 5150

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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).




EMPLOYEE PAY RECORDS 5150 ...Continued

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


S/O

7

AS/D

S/O

nil

D

01

General

2

nil

D

2

nil

D

20

Employee Pay Files (by employee)

20B

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

7

nil

D

2

nil

D

20C

Superceded records: Bank Deposit/Direct Deposit Forms; Personal information: address

S/O***

nil

D

S/O

nil

D

S/O*** = retain on-site until superceded or obsolete




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 5340. For job competition files, see Primary 5340. For individual employee personnel/benefit records, see Primary 5145. For individual employee pay records, see Primary 5150. For leave and attendance for individual employees, see Primary 5145. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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




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 5150. For individual employee personnel/benefit records, see Primary 5145. For general information on health benefits, see Primary 5065. NOTE: 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 5145.

NOTE: Original records related to the establishment of employee assistance programs are maintained by FMBS.

NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the Departmental records coordinator for the assignment of tertiary numbers.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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)

2

5

D

2

nil

D

35

Worker=s Compensation Board Claims

2

5

D

2

nil

D



Human Resources Amended January 1999 Page 13 of21

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 5230. For individual employee leave and attendance records, see Primary 5145. For individual employee personnel/benefit records, see Primary 5145. For individual employee pay records, see Primary 5150. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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




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 5150. For hours of work, see primary 5190. NOTE: * The payroll distribution records received by the Department are copies only.

The original payroll records are generated and maintained by FMBS. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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




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 5150. For individual employee personnel/benefit records, see Primary 5145. For organization charts, see Primary 5090. For reports and statistics, see Primary 5318. NOTE: Original contract records should be filed in the individual=s employee file, Primary 5145. NOTE: FMBS retains the master record for JEPS NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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




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 5150. For individual employees personnel/benefit records, see Primary 5145. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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




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 5235. For classification of individual positions, see Primary 5090. For collective agreements, see Primary 5230. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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




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. NOTE: FMBS maintains the master record of this information. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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)**

S/O*

7

AS/D

S/O

nil

D

40

UNW Collective Agreements (Includes Letters of Understanding, negotiations, proposals and interpretations)**

S/O*

7

AS/D

S/O

nil

D

S/O* = retain on-site until the agreement is superceded




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 5230. For individual employee personnel/benefit records, see Primary 5145. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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




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 5200. For establishment reports, see Primary 5200. For job evaluation studies and reports, see Primary 5090. For payroll distribution reports, see Primary 5195. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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




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 5145. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00


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


Records Disposition Authority 1995-32 Amended November 2005

SECTION 6

INFORMATION SERVICES

6000 - 6999 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.


INFORMATION SERVICES


6000-6999 Information Services September 2000 Page 1 of 16 Revised November 2005

6003 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



6000-6999 Information Services Amended September 2000 Page 2 of 16

INFORMATION SERVICES - GENERAL 6003 Records related to general information services and that do not fit elsewhere in the 6000 Section. NOTE: Tertiaries (sub-divisions of secondaries) may be assigned as required. Consult the


SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

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00


S/O

6

AS/D

S/O

nil

D

01

General

2

nil

D

2

nil

D



6000-6999 Information Services July 1998 Page 3 of 16 Revised November 2005

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 4240. For capital planning, see Primary 4240. For disaster planning, see Primary 1285 For electronic mail systems, see Primary 6315. For interdepartmental committees, see Primary 1145. For Internet systems, see Primary 6315. For inventories, see Primary 3020. For networks (LAN, WAN, MAN, etc.), see Primary 6315. For tenders and contracts, see also Primary 4280. For training, see Primary 5205. For Web page content design, see Primary 6098.

MASTER FILE COPY FILE SECONDARIES

A SA FD A SA FD

00 Policies and Procedures S/O 10 AS/D S/O 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) -- -- -- -- -- --

37 Licensing S/O nil D S/O nil D Continued on next page…




Continued from previous page 6010


A SA FD A SA FD

39 User Support and Training S/O** nil D S/O nil D

40 System Backups / Data Recovery / Data Archiving / Data Management

2 5 D 2 nil D

45 Discontinued (Was Security Incidents/Investigations)

-- -- -- -- -- --

55 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



6000-6999 Information Services Amended July 1998 Page 5 of 16 Revised November 2005

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 1255. For media relations projects and correspondence with the media, see Primary 6095. For public relations projects and correspondence with the general public, see Primary 6080. For reports and statistics, see Primary 1350. For tenders and contracts, see also Primary 4280. For Web page design, see Primary 6098. NOTE: 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-056-2003).

NOTE: One copy of all final products should be included in secondary 6040-25.


A SA FD A SA FD



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

2 2 D 2 nil D

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.




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 1029. For briefing notes and briefing books, see Primary 1275. For business plans, see Primary 4200. For ceremonies and visits, see Primary 1343. For contracts, see Primary 4280. For media relations that are not part of a public relations project, see Primary 6095. For Ministers’ speeches, see Primary 1275. For official languages, see also Primary 1329. For permissions for use of copyrighted material, see also Primary 1255. For protocol, see Primary 1343. For publications that are not part of a public relations project, see Primary 6040. For reports and statistics, see Primary 1350. For visual identity program, see also Primary 1343. For Web page design, see Primary 6098. NOTE: Secondary 6080-32 includes digital photographs, prints, slides, and negatives, and indexes to photograph

collections. NOTE: Use secondary 6080-35 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.

NOTE: One copy of all publications should be included in secondary 6040-25.

MASTER FILE COPY FILE SECONDARIES A SA FD A SA FD



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.




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 1029. For briefing notes and briefing books, see Primary 1275. For business plans, see Primary 4200. For ceremonies and visits, see Primary 1343. For Ministers’ speeches, see Primary 1275. For official languages, see also Primary 1329. For permissions for use of copyrighted material, see also Primary 1255. For protocol, see Primary 1343. For public relations projects, see Primary 6080. For publications that are not part of a public relations project, see Primary 6040. For reports and statistics, see Primary 1350. For visual identity program, see also Primary 1343. For Web site design, see Primary 6098.




45 Discontinued. Use 6080-22 -- -- -- -- -- --

50 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



6000-6999 Information Services November 2005 Page 8 of 16

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 6010. For contracts, see Primary 4280. For networks, see Primary 6315. For permissions for use of copyrighted material, see also Primary 1255. For reports and statistics, see Primary 1350. For visual identity program, see Primary 1343. For web interfaces with business systems, see Primary 6010. NOTE: The information that is available on Internet, intranet, and extranet pages should

also be filed in the appropriate administrative or operational subject file.




20 Website Design and Maintenance 2 8 D 2 nil D

25 Website Permissions 2 8 D 2 nil D




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 1185. For correspondence with and information from other libraries, see Primaries 1200 to 1230. For disposition of items from library collections, see Primary 3030. For financial agreements, see Primary 4110. For forms management, see Primary 6215. For interdepartmental committees, see Primary 1145. For internal departmental meetings and committees, see Primary 1015. For international committees, see Primary 1165. For interprovincial and national committees, see Primary 1155. For ISBN, ISSN, ISMN, see Primary 6040. For library associations, see Primary 1115. For non-financial agreements, see Primaries 1080 to 1097. For original invoices and purchase orders, see Primary 4167. For publications, see Primary 6040. NOTE: 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 1997-02.

NOTE: Reference questions may be disposed of as transitory records once the question has been recorded in statistics. See the Transitory Records Schedule, RDA 1997-02.

NOTE: 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 1997-02.


A SA FD A SA FD



15 Library Catalogue System / Automated Systems

S/O nil D S/O nil D

Continued on next page…






A SA FD A SA FD

20 Library Promotional Materials (e.g. acquisitions lists, notices, bibliographies)

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. -- -- -- -- -- --

50 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




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 6225. For disposal, storage and retrieval of records, see Primary 6255. For mail logs, see Primary 1320. For disaster planning and business resumption planning, see Primary 1285. For statistics, see Primary 1350.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD



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

2 5 D 2 nil D

35 Discontinued. Use 1285-20. (was Disaster Prevention / Business Recovery)

-- -- -- -- -- --

40 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



6000-6999 Information Services October 2000 Page 12 of 16 Revised November 2005

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 6255. For other aspects of records management, see Primary 6215. NOTE: Records Management, Public Works and Services, maintains the government’s master

record for common records disposition authorities as an operational record.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD



20 Common Records Disposition Authorities (e.g. Transitory Records Schedule, GNWT Administrative Records Classification System)

S/O 7 D S/O nil D

30 Department Specific Records Disposition Authorities (e.g. Operational Records Classification System (ORCS), One-Time Records Schedules)

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 6215-55 (was Records Projects)

-- -- -- -- -- --

S/O* = retain on site until all records that are scheduled by the records disposition authority have been disposed of.




RECORDS MANAGEMENT - 6255 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 6225. For other aspects of records management, see Primary 6215.

NOTE: Each department must maintain documentation on the final disposition of its records.

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD



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…





SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

55 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




DISCONTINUED. USE 1025 6280 (Was Studies, Research and Surveys)

SECONDARIES

MASTER FILE

COPY FILE

A

SA

FD

A

SA

FD

00

Discontinued. Use 1025-00 (was Policy and Procedures)

--

--

--

--

--

--

01

Discontinued. Use 1025-01 (was General)

--

--

--

--

--

--

20

Discontinued. Use 1025-22 (was Management Studies and Surveys)

--

--

--

--

--

--

25

Discontinued. Use 1025-32 (was Performance Measurement)

--

--

--

--

--

--



6000-6999 Information Services July 1998 Page 16 of 16 November 2005

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 6010. For telecommunications equipment and supplies, see Primary 3020. For Web page design, see Primary 6098. NOTE: E-mail messages should be filed in the relevant administrative or operational

subject or case file. NOTE: Integrated telephone and intercom systems are filed under 6315-20. Stand-alone

intercom systems are filed under 6315-50. NOTE: Information about voice over Internet (VoIP) systems are filed under 6315-50.

MASTER FILE COPY FILE Secondaries

A SA FD A SA FD



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 6315-40. (was Area Networks)

-- -- -- -- -- --

60 Audio and Video Conferencing Systems 2 5 D 2 nil D

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.

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.

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.

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.

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.

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

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,

human and other rights of the GNWT, individuals, or society as a whole. iv) '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.

1995 1998/1999 2000 2002 2004 20051000-00 1000-00 1000-00 1000-00 1000-00 1000-001000-01 1000-01 1000-01 1000-01 1000-01 1000-011000-20 discontinued discontinued discontinued discontinued discontinued1000-25 discontinued discontinued discontinued discontinued discontinued

n/a 1000-30 1000-30 1000-30 1000-30 1000-301015-00 1015-00 1015-00 1015-00 1015-00 1015-001015-01 1015-01 1015-01 1015-01 1015-01 1015-011015-20 discontinued discontinued discontinued discontinued discontinued1015-25 1015-25 1015-25 1015-25 1015-25 1015-251015-30 discontinued discontinued discontinued discontinued discontinued1015-35 discontinued discontinued discontinued discontinued discontinued1015-40 discontinued discontinued discontinued discontinued discontinued1015-45 discontinued discontinued discontinued discontinued discontinued

n/a n/a n/a 1015-50 1015-50 1015-501025-00 1025-00 1025-00 1025-00 1025-00 1025-001025-01 1025-01 1025-01 1025-01 1025-01 1025-011025-20 1025-20 1025-20 1025-20 1025-20 1025-20

n/a n/a n/a n/a n/a 1025-221025-25 discontinued discontinued discontinued discontinued discontinued1025-30 discontinued discontinued discontinued discontinued discontinued

n/a n/a n/a n/a n/a 1025-321025-35 discontinued discontinued discontinued discontinued discontinued

n/a 1025-40 1025-40 1025-40 1025-40 1025-40n/a n/a n/a n/a n/a 1025-45n/a 1027-00 1027-00 1027-00 1027-00 1027-00n/a 1027-01 1027-01 1027-01 1027-01 1027-01n/a 1027-20 1027-20 1027-20 1027-20 1027-20n/a 1029-00 1029-00 1029-00 1029-00 1029-00n/a 1029-01 1029-01 1029-01 1029-01 1029-01n/a 1029-20 1029-20 1029-20 1029-20 1029-20n/a 1029-25 1029-25 1029-25 1029-25 1029-25

1030-00 discontinued discontinued discontinued discontinued discontinued1030-01 discontinued discontinued discontinued discontinued discontinued1035-00 discontinued discontinued discontinued discontinued discontinued1035-01 discontinued discontinued discontinued discontinued discontinued1035-20 discontinued discontinued discontinued discontinued discontinued1035-25 discontinued discontinued discontinued discontinued discontinued1035-30 discontinued discontinued discontinued discontinued discontinued1040-00 1040-00 1040-00 1040-00 1040-00 1040-001040-01 1040-01 1040-01 1040-01 1040-01 1040-011040-20 1040-20 1040-20 1040-20 1040-20 1040-20

n/a 1040-25 1040-25 1040-25 1040-25 1040-251045-00 1045-00 1045-00 1045-00 1045-00 1045-001045-01 1045-01 1045-01 1045-01 1045-01 1045-011045-20 1045-20 1045-20 1045-20 1045-20 1045-201045-25 1045-25 1045-25 1045-25 1045-25 1045-251045-30 1045-30 1045-30 1045-30 1045-30 1045-301045-35 1045-35 1045-35 1045-35 1045-35 1045-351045-40 1045-40 1045-40 1045-40 1045-40 1045-401045-45 1045-45 1045-45 1045-45 1045-45 1045-45

1995 1998/1999 2000 2002 2004 20051045-50 1045-50 1045-50 1045-50 1045-50 1045-501045-55 1045-55 1045-55 1045-55 1045-55 1045-551045-60 1045-60 1045-60 1045-60 1045-60 1045-601045-65 1045-65 1045-65 1045-65 1045-65 1045-651045-70 1045-70 1045-70 1045-70 1045-70 1045-701045-75 1045-75 1045-75 1045-75 1045-75 1045-751050-00 discontinued discontinued discontinued discontinued discontinued1050-01 discontinued discontinued discontinued discontinued discontinued1050-20 discontinued discontinued discontinued discontinued discontinued1050-25 discontinued discontinued discontinued discontinued discontinued1050-30 discontinued discontinued discontinued discontinued discontinued1050-35 discontinued discontinued discontinued discontinued discontinued1055-00 1055-00 1055-00 1055-00 1055-00 1055-001055-01 1055-01 1055-01 1055-01 1055-01 1055-011055-20 1055-20 1055-20 1055-20 1055-20 1055-201055-25 discontinued discontinued discontinued discontinued discontinued1055-30 discontinued discontinued discontinued discontinued discontinued1070-00 discontinued discontinued discontinued discontinued discontinued1070-01 discontinued discontinued discontinued discontinued discontinued1070-20 discontinued discontinued discontinued discontinued discontinued1070-25 discontinued discontinued discontinued discontinued discontinued1070-30 discontinued discontinued discontinued discontinued discontinued1070-35 discontinued discontinued discontinued discontinued discontinued1075-00 discontinued discontinued discontinued discontinued discontinued1075-01 discontinued discontinued discontinued discontinued discontinued1075-20 discontinued discontinued discontinued discontinued discontinued1075-25 discontinued discontinued discontinued discontinued discontinued1080-00 1080-00 1080-00 1080-00 1080-00 1080-001080-01 1080-01 1080-01 1080-01 1080-01 1080-011080-20 1080-20 1080-20 1080-20 1080-20 1080-201080-25 discontinued discontinued discontinued discontinued discontinued1085-00 1085-00 1085-00 1085-00 1085-00 1085-001085-01 1085-01 1085-01 1085-01 1085-01 1085-011085-20 1085-20 1085-20 1085-20 1085-20 1085-201085-25 discontinued discontinued discontinued discontinued discontinued1090-00 1090-00 1090-00 1090-00 1090-00 1090-001090-01 1090-01 1090-01 1090-01 1090-01 1090-011090-20 1090-20 1090-20 1090-20 1090-20 1090-201090-25 discontinued discontinued discontinued discontinued discontinued1095-00 discontinued discontinued discontinued discontinued discontinued1095-01 discontinued discontinued discontinued discontinued discontinued1095-20 discontinued discontinued discontinued discontinued discontinued1095-25 discontinued discontinued discontinued discontinued discontinued1097-00 1097-00 1097-00 1097-00 1097-00 1097-001097-01 1097-01 1097-01 1097-01 1097-01 1097-011097-20 1097-20 1097-20 1097-20 1097-20 1097-201097-25 discontinued discontinued discontinued discontinued discontinued1100-00 1100-00 1100-00 1100-00 1100-00 1100-001100-01 1100-01 1100-01 1100-01 1100-01 1100-011100-20 1100-20 1100-20 1100-20 1100-20 1100-20

SUMMARY OF PRIMARIES AND SECONDARIES

December 2005GNWT ADMINISTRATIVE RECORDS CLASSIFICATION SYSTEM

RECORDS DISPOSITION AUTHORITY 1995-32 Page 1 of 15

1995 1998/1999 2000 2002 2004 20051100-25 discontinued discontinued discontinued discontinued discontinued1100-30 discontinued discontinued discontinued discontinued discontinued1100-35 discontinued discontinued discontinued discontinued discontinued1115-00 1115-00 1115-00 1115-00 1115-00 1115-001115-01 1115-01 1115-01 1115-01 1115-01 1115-011115-20 1115-20 1115-20 1115-20 1115-20 1115-201127-00 discontinued discontinued discontinued discontinued discontinued1127-01 discontinued discontinued discontinued discontinued discontinued1127-20 discontinued discontinued discontinued discontinued discontinued1130-00 discontinued discontinued discontinued discontinued discontinued1130-01 discontinued discontinued discontinued discontinued discontinued1130-20 discontinued discontinued discontinued discontinued discontinued1135-00 1135-00 1135-00 1135-00 1135-00 1135-001135-01 1135-01 1135-01 1135-01 1135-01 1135-011135-20 discontinued discontinued discontinued discontinued discontinued1135-25 discontinued discontinued discontinued discontinued discontinued1135-30 1135-30 1135-30 1135-30 1135-30 1135-301140-00 discontinued discontinued discontinued discontinued discontinued1140-01 discontinued discontinued discontinued discontinued discontinued1140-20 discontinued discontinued discontinued discontinued discontinued1145-00 1145-00 1145-00 1145-00 1145-00 1145-001145-01 1145-01 1145-01 1145-01 1145-01 1145-011145-20 discontinued discontinued discontinued discontinued discontinued1145-25 1145-25 1145-25 1145-25 1145-25 1145-251145-30 1145-30 1145-30 1145-30 1145-30 1145-301150-00 discontinued discontinued discontinued discontinued discontinued1150-01 discontinued discontinued discontinued discontinued discontinued1150-20 discontinued discontinued discontinued discontinued discontinued1150-25 discontinued discontinued discontinued discontinued discontinued1155-00 1155-00 1155-00 1155-00 1155-00 1155-001155-01 1155-01 1155-01 1155-01 1155-01 1155-011155-20 1155-20 1155-20 1155-20 1155-20 1155-201160-00 discontinued discontinued discontinued discontinued discontinued1160-01 discontinued discontinued discontinued discontinued discontinued1160-20 discontinued discontinued discontinued discontinued discontinued1165-00 1165-00 1165-00 1165-00 1165-00 1165-001165-01 1165-01 1165-01 1165-01 1165-01 1165-011165-20 1165-20 1165-20 1165-20 1165-20 1165-201170-00 1170-00 1170-00 1170-00 1170-00 1170-001170-01 1170-01 1170-01 1170-01 1170-01 1170-011170-20 1170-20 1170-20 1170-20 1170-20 1170-201170-25 1170-25 1170-25 1170-25 1170-25 1170-251170-30 1170-30 1170-30 1170-30 1170-30 1170-301170-35 1170-35 1170-35 1170-35 1170-35 1170-35

n/a 1170-40 1170-40 1170-40 1170-40 1170-401185-00 1185-00 1185-00 1185-00 1185-00 1185-001185-01 1185-01 1185-01 1185-01 1185-01 1185-01

n/a n/a n/a 1185-10 1185-10 1185-101185-20 1185-20 1185-20 1185-20 1185-20 1185-201190-00 discontinued discontinued discontinued discontinued discontinued

1995 1998/1999 2000 2002 2004 20051190-01 discontinued discontinued discontinued discontinued discontinued1200-00 1200-00 1200-00 1200-00 1200-00 1200-001200-01 1200-01 1200-01 1200-01 1200-01 1200-011200-20 1200-20 1200-20 1200-20 1200-20 1200-201210-00 1210-00 1210-00 1210-00 1210-00 1210-001210-01 1210-01 1210-01 1210-01 1210-01 1210-011210-20 1210-20 1210-20 1210-20 1210-20 1210-20

n/a 1210-25 1210-25 1210-25 1210-25 1210-251215-00 discontinued discontinued discontinued discontinued discontinued1215-01 discontinued discontinued discontinued discontinued discontinued1215-20 discontinued discontinued discontinued discontinued discontinued1220-00 discontinued discontinued discontinued discontinued discontinued1220-01 discontinued discontinued discontinued discontinued discontinued1220-20 discontinued discontinued discontinued discontinued discontinued1220-25 discontinued discontinued discontinued discontinued discontinued1220-30 discontinued discontinued discontinued discontinued discontinued1220-35 discontinued discontinued discontinued discontinued discontinued1220-40 discontinued discontinued discontinued discontinued discontinued1220-45 discontinued discontinued discontinued discontinued discontinued1220-50 discontinued discontinued discontinued discontinued discontinued1220-55 discontinued discontinued discontinued discontinued discontinued1220-60 discontinued discontinued discontinued discontinued discontinued1220-65 discontinued discontinued discontinued discontinued discontinued1220-70 discontinued discontinued discontinued discontinued discontinued1220-75 discontinued discontinued discontinued discontinued discontinued1225-00 1225-00 1225-00 1225-00 1225-00 1225-001225-01 1225-01 1225-01 1225-01 1225-01 1225-011225-20 1225-20 1225-20 1225-20 1225-20 1225-201230-00 1230-00 1230-00 1230-00 1230-00 1230-001230-01 1230-01 1230-01 1230-01 1230-01 1230-011230-20 1230-20 1230-20 1230-20 1230-20 1230-201230-25 discontinued discontinued discontinued discontinued discontinued1230-30 discontinued discontinued discontinued discontinued discontinued1230-35 1230-35 1230-35 1230-35 1230-35 1230-351245-00 discontinued discontinued discontinued discontinued discontinued1245-01 discontinued discontinued discontinued discontinued discontinued1245-20 discontinued discontinued discontinued discontinued discontinued1255-00 1255-00 1255-00 1255-00 1255-00 1255-001255-01 1255-01 1255-01 1255-01 1255-01 1255-011255-20 discontinued discontinued discontinued discontinued discontinued1255-25 discontinued discontinued discontinued discontinued discontinued1255-30 discontinued discontinued discontinued discontinued discontinued1255-35 discontinued discontinued discontinued discontinued discontinued1255-40 1255-40 1255-40 1255-40 1255-40 1255-401255-45 discontinued discontinued discontinued discontinued discontinued1255-50 discontinued discontinued discontinued discontinued discontinued1255-55 discontinued discontinued discontinued discontinued 1255-55





1995 1998/1999 2000 2002 2004 20051260-20 discontinued discontinued discontinued discontinued discontinued1260-25 discontinued discontinued discontinued discontinued discontinued1270-00 discontinued discontinued discontinued discontinued discontinued1270-01 discontinued discontinued discontinued discontinued discontinued1270-20 discontinued discontinued discontinued discontinued discontinued1270-25 discontinued discontinued discontinued discontinued discontinued1275-00 1275-00 1275-00 1275-00 1275-00 1275-001275-01 1275-01 1275-01 1275-01 1275-01 1275-011275-20 1275-20 1275-20 1275-20 1275-20 1275-201275-25 1275-25 1275-25 1275-25 1275-25 1275-251275-30 1275-30 1275-30 1275-30 1275-30 1275-301275-35 discontinued discontinued discontinued discontinued discontinued

n/a n/a n/a 1275-37 1275-37 1275-37n/a 1275-40 1275-40 1275-40 1275-40 1275-40n/a 1280-00 1280-00 1280-00 1280-00 1280-00n/a 1280-01 1280-01 1280-01 1280-01 1280-01n/a 1280-20 1280-20 1280-20 1280-20 1280-20n/a 1280-25 1280-25 1280-25 1280-25 1280-25n/a 1280-30 1280-30 1280-30 1280-30 1280-30

1285-00 1285-00 1285-00 1285-00 1285-00 1285-001285-01 1285-01 1285-01 1285-01 1285-01 1285-011285-20 1285-20 1285-20 1285-20 1285-20 1285-201285-25 1285-25 1285-25 1285-25 1285-25 1285-25

n/a 1290-00 1290-00 1290-00 1290-00 1290-00n/a 1290-01 1290-01 1290-01 1290-01 1290-01n/a 1290-20 1290-20 1290-20 1290-20 1290-20n/a 1290-25 1290-25 1290-25 1290-25 1290-25n/a 1290-30 1290-30 1290-30 1290-30 1290-30n/a 1290-35 1290-35 1290-35 1290-35 1290-35n/a 1300-00 1300-00 1300-00 1300-00 1300-00n/a 1300-01 1300-01 1300-01 1300-01 1300-01n/a 1300-20 1300-20 1300-20 1300-20 1300-20n/a 1300-25 1300-25 1300-25 1300-25 1300-25n/a 1300-30 1300-30 1300-30 1300-30 1300-30n/a 1300-35 1300-35 1300-35 1300-35 1300-35

1305-00 1305-00 1305-00 1305-00 1305-00 1305-001305-01 1305-01 1305-01 1305-01 1305-01 1305-011305-20 discontinued discontinued discontinued discontinued discontinued1305-25 discontinued discontinued discontinued discontinued discontinued1305-30 1305-30 1305-30 1305-30 1305-30 1305-301305-35 1305-35 1305-35 1305-35 1305-35 1305-351305-40 discontinued discontinued discontinued discontinued discontinued1310-00 1310-00 1310-00 1310-00 1310-00 1310-001310-01 1310-01 1310-01 1310-01 1310-01 1310-011310-20 discontinued discontinued discontinued discontinued discontinued1310-25 discontinued discontinued discontinued discontinued discontinued1310-30 discontinued discontinued discontinued discontinued discontinued1310-35 1310-35 1310-35 1310-35 1310-35 1310-351310-40 discontinued discontinued discontinued discontinued discontinued1310-45 1310-45 1310-45 1310-45 1310-45 1310-45

1995 1998/1999 2000 2002 2004 20051310-50 discontinued discontinued discontinued discontinued discontinued

n/a 1310-55 1310-55 1310-55 1310-55 1310-55n/a 1310-60 1310-60 1310-60 1310-60 1310-60n/a 1310-65 1310-65 1310-65 1310-65 1310-65n/a n/a n/a 1310-70 1310-70 1310-70

1315-00 1315-00 1315-00 1315-00 1315-00 1315-001315-01 1315-01 1315-01 1315-01 1315-01 1315-011315-20 1315-20 1315-20 1315-20 1315-20 1315-201320-00 1320-00 1320-00 1320-00 1320-00 1320-001320-01 1320-01 1320-01 1320-01 1320-01 1320-011320-20 1320-20 1320-20 1320-20 1320-20 1320-201320-25 1320-25 1320-25 1320-25 1320-25 1320-251320-30 discontinued discontinued discontinued discontinued discontinued1320-35 discontinued discontinued discontinued discontinued discontinued1320-40 discontinued discontinued discontinued discontinued discontinued1320-45 discontinued discontinued discontinued discontinued discontinued1320-50 discontinued discontinued discontinued discontinued discontinued1325-00 discontinued discontinued discontinued discontinued discontinued1325-01 discontinued discontinued discontinued discontinued discontinued1325-20 discontinued discontinued discontinued discontinued discontinued1327-00 discontinued discontinued discontinued discontinued discontinued1327-01 discontinued discontinued discontinued discontinued discontinued1327-20 discontinued discontinued discontinued discontinued discontinued1327-25 discontinued discontinued discontinued discontinued discontinued1327-30 discontinued discontinued discontinued discontinued discontinued

n/a 1329-00 1329-00 1329-00 1329-00 1329-00n/a 1329-01 1329-01 1329-01 1329-01 1329-01n/a 1329-20 1329-20 1329-20 1329-20 1329-20n/a 1329-25 1329-25 1329-25 1329-25 1329-25n/a 1329-30 1329-30 1329-30 1329-30 1329-30

1330-00 discontinued discontinued discontinued discontinued discontinued1330-01 discontinued discontinued discontinued discontinued discontinued1330-20 discontinued discontinued discontinued discontinued discontinued1330-25 discontinued discontinued discontinued discontinued discontinued1335-00 discontinued discontinued discontinued discontinued discontinued1335-01 discontinued discontinued discontinued discontinued discontinued1335-20 discontinued discontinued discontinued discontinued discontinued1340-00 discontinued discontinued discontinued discontinued discontinued1340-01 discontinued discontinued discontinued discontinued discontinued1343-00 1343-00 1343-00 1343-00 1343-00 1343-001343-01 1343-01 1343-01 1343-01 1343-01 1343-011343-20 1343-20 1343-20 1343-20 1343-20 1343-201343-25 discontinued discontinued discontinued discontinued discontinued1343-30 1343-30 1343-30 1343-30 1343-30 discontinued

n/a 1343-35 1343-35 1343-35 1343-35 1343-35n/a 1344-00 1344-00 1344-00 1344-00 1344-00n/a 1344-01 1344-01 1344-01 1344-01 1344-01n/a 1344-20 1344-20 1344-20 1344-20 1344-20n/a 1344-25 1344-25 1344-25 1344-25 1344-25n/a 1344-30 1344-30 1344-30 1344-30 1344-30




1995 1998/1999 2000 2002 2004 2005n/a 1344-35 1344-35 1344-35 1344-35 1344-35n/a 1344-40 1344-40 1344-40 1344-40 1344-40n/a 1344-45 1344-45 1344-45 1344-45 1344-45n/a 1344-50 1344-50 1344-50 1344-50 1344-50n/a n/a n/a n/a n/a 1344-55

1345-00 discontinued discontinued discontinued discontinued discontinued1345-01 discontinued discontinued discontinued discontinued discontinued1345-20 discontinued discontinued discontinued discontinued discontinued1347-00 discontinued discontinued discontinued discontinued discontinued1347-01 discontinued discontinued discontinued discontinued discontinued1347-20 discontinued discontinued discontinued discontinued discontinued1347-25 discontinued discontinued discontinued discontinued discontinued1350-00 1350-00 1350-00 1350-00 1350-00 1350-001350-01 1350-01 1350-01 1350-01 1350-01 1350-011350-20 1350-20 1350-20 1350-20 1350-20 1350-20

n/a 1350-25 1350-25 1350-25 1350-25 1350-25n/a 1350-30 1350-30 1350-30 1350-30 1350-30

1353-00 discontinued discontinued discontinued discontinued discontinued1353-01 discontinued discontinued discontinued discontinued discontinued1353-20 discontinued discontinued discontinued discontinued discontinued1353-25 discontinued discontinued discontinued discontinued discontinued1355-00 discontinued discontinued discontinued discontinued discontinued1355-01 discontinued discontinued discontinued discontinued discontinued1355-20 discontinued discontinued discontinued discontinued discontinued1357-00 discontinued discontinued discontinued discontinued discontinued1357-01 discontinued discontinued discontinued discontinued discontinued1357-20 discontinued discontinued discontinued discontinued discontinued1357-25 discontinued discontinued discontinued discontinued discontinued1370-00 discontinued discontinued discontinued discontinued discontinued1370-01 discontinued discontinued discontinued discontinued discontinued1370-20 discontinued discontinued discontinued discontinued discontinued1370-25 discontinued discontinued discontinued discontinued discontinued1370-30 discontinued discontinued discontinued discontinued discontinued1380-00 discontinued discontinued discontinued discontinued discontinued1380-01 discontinued discontinued discontinued discontinued discontinued1380-20 discontinued discontinued discontinued discontinued discontinued1380-25 discontinued discontinued discontinued discontinued discontinued1383-00 discontinued discontinued discontinued discontinued discontinued1383-01 discontinued discontinued discontinued discontinued discontinued1383-20 discontinued discontinued discontinued discontinued discontinued1383-25 discontinued discontinued discontinued discontinued discontinued1383-30 discontinued discontinued discontinued discontinued discontinued1383-35 discontinued discontinued discontinued discontinued discontinued1385-00 discontinued discontinued discontinued discontinued discontinued1385-01 discontinued discontinued discontinued discontinued discontinued1385-20 discontinued discontinued discontinued discontinued discontinued1385-25 discontinued discontinued discontinued discontinued discontinued1385-30 discontinued discontinued discontinued discontinued discontinued1387-00 discontinued discontinued discontinued discontinued discontinued1387-01 discontinued discontinued discontinued discontinued discontinued

1995 1998/1999 2000 2002 2004 20051387-20 discontinued discontinued discontinued discontinued discontinued1387-25 discontinued discontinued discontinued discontinued discontinued1387-30 discontinued discontinued discontinued discontinued discontinued1390-00 1390-00 1390-00 1390-00 1390-00 1390-001390-01 1390-01 1390-01 1390-01 1390-01 1390-011390-20 1390-20 1390-20 1390-20 1390-20 1390-201390-25 discontinued discontinued discontinued discontinued discontinued1390-30 discontinued discontinued discontinued discontinued discontinued1390-35 discontinued discontinued discontinued discontinued discontinued1390-40 discontinued discontinued discontinued discontinued discontinued1390-45 1390-45 1390-45 1390-45 1390-45 1390-45

n/a 1390-50 1390-50 1390-50 1390-50 1390-502000-00 2000-00 2000-00 2000-00 2000-00 2000-002000-01 2000-01 2000-01 2000-01 2000-01 2000-012000-20 2000-20 2000-20 2000-20 2000-20 2000-202000-25 discontinued discontinued discontinued discontinued discontinued2000-30 2000-30 2000-30 2000-30 2000-30 2000-302000-35 discontinued discontinued discontinued discontinued discontinued2000-40 discontinued discontinued discontinued discontinued discontinued2000-45 discontinued discontinued discontinued discontinued discontinued2010-00 discontinued discontinued discontinued discontinued discontinued2010-01 discontinued discontinued discontinued discontinued discontinued2010-20 discontinued discontinued discontinued discontinued discontinued2010-25 discontinued discontinued discontinued discontinued discontinued2010-30 discontinued discontinued discontinued discontinued discontinued2010-35 discontinued discontinued discontinued discontinued discontinued2010-40 discontinued discontinued discontinued discontinued discontinued2010-45 discontinued discontinued discontinued discontinued discontinued2015-00 discontinued discontinued discontinued discontinued discontinued2015-01 discontinued discontinued discontinued discontinued discontinued2015-20 discontinued discontinued discontinued discontinued discontinued2015-25 discontinued discontinued discontinued discontinued discontinued2015-30 discontinued discontinued discontinued discontinued discontinued2017-00 discontinued discontinued discontinued discontinued discontinued2017-01 discontinued discontinued discontinued discontinued discontinued2017-20 discontinued discontinued discontinued discontinued discontinued2017-25 discontinued discontinued discontinued discontinued discontinued2017-30 discontinued discontinued discontinued discontinued discontinued2017-35 discontinued discontinued discontinued discontinued discontinued2020-00 2020-00 2020-00 2020-00 2020-00 2020-002020-01 2020-01 2020-01 2020-01 2020-01 2020-012020-20 discontinued discontinued discontinued discontinued discontinued2020-25 2020-25 2020-25 2020-25 2020-25 2020-252020-30 2020-30 2020-30 2020-30 2020-30 2020-302020-35 discontinued discontinued discontinued discontinued discontinued2020-45 2020-45 2020-45 2020-45 2020-45 2020-452020-50 discontinued discontinued discontinued discontinued discontinued2025-00 discontinued discontinued discontinued discontinued discontinued2025-01 discontinued discontinued discontinued discontinued discontinued2025-20 discontinued discontinued discontinued discontinued discontinued




1995 1998/1999 2000 2002 2004 20052025-25 discontinued discontinued discontinued discontinued discontinued2025-30 discontinued discontinued discontinued discontinued discontinued2035-00 discontinued discontinued discontinued discontinued discontinued2035-01 discontinued discontinued discontinued discontinued discontinued2035-20 discontinued discontinued discontinued discontinued discontinued2035-25 discontinued discontinued discontinued discontinued discontinued2045-00 discontinued discontinued discontinued discontinued discontinued2045-01 discontinued discontinued discontinued discontinued discontinued2045-20 discontinued discontinued discontinued discontinued discontinued2045-25 discontinued discontinued discontinued discontinued discontinued

n/a 2050-00 2050-00 2050-00 2050-00 2050-00n/a 2050-01 2050-01 2050-01 2050-01 2050-01n/a 2050-20 2050-20 2050-20 2050-20 2050-20n/a 2050-25 2050-25 2050-25 2050-25 2050-25n/a 2050-30 2050-30 2050-30 2050-30 2050-30n/a 2050-35 2050-35 2050-35 2050-35 2050-35n/a 2050-40 2050-40 2050-40 2050-40 2050-40n/a 2050-45 2050-45 2050-45 2050-45 2050-45n/a 2055-00 2055-00 2055-00 2055-00 2055-00n/a 2055-01 2055-01 2055-01 2055-01 2055-01n/a 2055-20 2055-20 2055-20 2055-20 2055-20n/a 2055-25 2055-25 2055-25 2055-25 2055-25n/a 2055-30 2055-30 2055-30 2055-30 2055-30n/a 2055-35 2055-35 2055-35 2055-35 2055-35

2060-00 discontinued discontinued discontinued discontinued discontinued2060-01 discontinued discontinued discontinued discontinued discontinued2060-20 discontinued discontinued discontinued discontinued discontinued2060-25 discontinued discontinued discontinued discontinued discontinued2063-00 discontinued discontinued discontinued discontinued discontinued2063-01 discontinued discontinued discontinued discontinued discontinued2063-20 discontinued discontinued discontinued discontinued discontinued2064-00 discontinued discontinued discontinued discontinued discontinued2064-01 discontinued discontinued discontinued discontinued discontinued2064-20 discontinued discontinued discontinued discontinued discontinued2065-00 discontinued discontinued discontinued discontinued discontinued2065-01 discontinued discontinued discontinued discontinued discontinued2065-20 discontinued discontinued discontinued discontinued discontinued2065-25 discontinued discontinued discontinued discontinued discontinued2070-00 discontinued discontinued discontinued discontinued discontinued2070-01 discontinued discontinued discontinued discontinued discontinued2070-20 discontinued discontinued discontinued discontinued discontinued2070-25 discontinued discontinued discontinued discontinued discontinued2075-00 discontinued discontinued discontinued discontinued discontinued2075-01 discontinued discontinued discontinued discontinued discontinued2075-20 discontinued discontinued discontinued discontinued discontinued2075-25 discontinued discontinued discontinued discontinued discontinued2075-30 discontinued discontinued discontinued discontinued discontinued2075-35 discontinued discontinued discontinued discontinued discontinued2077-00 discontinued discontinued discontinued discontinued discontinued2077-01 discontinued discontinued discontinued discontinued discontinued

1995 1998/1999 2000 2002 2004 20052077-20 discontinued discontinued discontinued discontinued discontinued2077-25 discontinued discontinued discontinued discontinued discontinued2080-00 2080-00 2080-00 2080-00 2080-00 2080-002080-01 2080-01 2080-01 2080-01 2080-01 2080-012080-20 2080-20 2080-20 2080-20 2080-20 2080-202080-25 2080-25 2080-25 2080-25 2080-25 2080-25

n/a 2080-30 2080-30 2080-30 2080-30 2080-30n/a 2080-35 2080-35 2080-35 2080-35 2080-35

2083-00 discontinued discontinued discontinued discontinued discontinued2083-01 discontinued discontinued discontinued discontinued discontinued2083-20 discontinued discontinued discontinued discontinued discontinued2085-00 2085-00 2085-00 2085-00 2085-00 2085-002085-01 2085-01 2085-01 2085-01 2085-01 2085-012085-20 2085-20 2085-20 2085-20 2085-20 2085-202085-25 discontinued discontinued discontinued discontinued discontinued2085-30 discontinued discontinued discontinued discontinued discontinued2085-35 discontinued discontinued discontinued discontinued discontinued2085-40 discontinued discontinued discontinued discontinued discontinued2085-45 discontinued discontinued discontinued discontinued discontinued2085-50 discontinued discontinued discontinued discontinued discontinued2087-00 discontinued discontinued discontinued discontinued discontinued2087-01 discontinued discontinued discontinued discontinued discontinued2087-20 discontinued discontinued discontinued discontinued discontinued2105-00 2105-00 2105-00 2105-00 2105-00 2105-002105-01 2105-01 2105-01 2105-01 2105-01 2105-012105-20 discontinued discontinued discontinued discontinued discontinued2105-25 2105-25 2105-25 2105-25 2105-25 2105-252105-30 2105-30 2105-30 2105-30 2105-30 2105-30

n/a 2110-00 2110-00 2110-00 2110-00 2110-00n/a 2110-01 2110-01 2110-01 2110-01 2110-01n/a 2110-20 2110-20 2110-20 2110-20 2110-20n/a 2110-25 2110-25 2110-25 2110-25 2110-25n/a 2110-30 2110-30 2110-30 2110-30 2110-30n/a 2110-35 2110-35 2110-35 2110-35 2110-35n/a 2110-40 2110-40 2110-40 2110-40 2110-40n/a 2110-45 2110-45 2110-45 2110-45 2110-45

2120-00 discontinued discontinued discontinued discontinued discontinued2120-01 discontinued discontinued discontinued discontinued discontinued2125-00 discontinued discontinued discontinued discontinued discontinued2125-01 discontinued discontinued discontinued discontinued discontinued2125-20 discontinued discontinued discontinued discontinued discontinued2125-25 discontinued discontinued discontinued discontinued discontinued2125-30 discontinued discontinued discontinued discontinued discontinued2125-35 discontinued discontinued discontinued discontinued discontinued2125-40 discontinued discontinued discontinued discontinued discontinued2130-00 discontinued discontinued discontinued discontinued discontinued2130-01 discontinued discontinued discontinued discontinued discontinued2130-20 discontinued discontinued discontinued discontinued discontinued2130-25 discontinued discontinued discontinued discontinued discontinued2135-00 discontinued discontinued discontinued discontinued discontinued




1995 1998/1999 2000 2002 2004 20052135-01 discontinued discontinued discontinued discontinued discontinued2135-20 discontinued discontinued discontinued discontinued discontinued2140-00 discontinued discontinued discontinued discontinued discontinued2140-01 discontinued discontinued discontinued discontinued discontinued2140-20 discontinued discontinued discontinued discontinued discontinued2145-00 discontinued discontinued discontinued discontinued discontinued2145-01 discontinued discontinued discontinued discontinued discontinued2145-20 discontinued discontinued discontinued discontinued discontinued2145-25 discontinued discontinued discontinued discontinued discontinued3000-00 3000-00 3000-00 3000-00 3000-00 3000-003000-01 3000-01 3000-01 3000-01 3000-01 3000-013000-20 3000-20 3000-20 3000-20 3000-20 3000-203000-25 3000-25 3000-25 3000-25 3000-25 3000-253000-30 3000-30 3000-30 3000-30 3000-30 3000-30

n/a 3005-00 3005-00 3005-00 3005-00 3005-00n/a 3005-01 3005-01 3005-01 3005-01 3005-01n/a 3005-20 3005-20 3005-20 3005-20 3005-20n/a 6005-25 6005-25 6005-25 6005-25 6005-25

3010-00 discontinued discontinued discontinued discontinued discontinued3010-01 discontinued discontinued discontinued discontinued discontinued3010-20 discontinued discontinued discontinued discontinued discontinued

n/a 3015-00 3015-00 3015-00 3015-00 3015-00n/a 3015-01 3015-01 3015-01 3015-01 3015-01n/a 3015-20 3015-20 3015-20 3015-20 3015-20n/a 3015-25 3015-25 3015-25 3015-25 3015-25n/a 3015-30 3015-30 3015-30 3015-30 3015-30n/a 3015-35 3015-35 3015-35 3015-35 3015-35n/a 3020-00 3020-00 3020-00 3020-00 3020-00n/a 3020-01 3020-01 3020-01 3020-01 3020-01n/a 3020-20 3020-20 3020-20 3020-20 3020-20n/a 3020-25 3020-25 3020-25 3020-25 3020-25

3030-00 3030-00 3030-00 3030-00 3030-00 3030-003030-01 3030-01 3030-01 3030-01 3030-01 3030-013030-20 3030-20 3030-20 3030-20 3030-20 3030-203030-25 discontinued discontinued discontinued discontinued discontinued3030-30 discontinued discontinued discontinued discontinued discontinued

n/a 3030-35 3030-35 3030-35 3030-35 3030-35n/a 3030-40 3030-40 3030-40 3030-40 3030-40

3035-00 discontinued discontinued discontinued discontinued discontinued3035-01 discontinued discontinued discontinued discontinued discontinued3035-20 discontinued discontinued discontinued discontinued discontinued3035-25 discontinued discontinued discontinued discontinued discontinued3040-00 discontinued discontinued discontinued discontinued discontinued3040-01 discontinued discontinued discontinued discontinued discontinued3040-20 discontinued discontinued discontinued discontinued discontinued3070-00 discontinued discontinued discontinued discontinued discontinued3070-01 discontinued discontinued discontinued discontinued discontinued3070-25 discontinued discontinued discontinued discontinued discontinued3080-00 discontinued discontinued discontinued discontinued discontinued3080-01 discontinued discontinued discontinued discontinued discontinued

1995 1998/1999 2000 2002 2004 20053080-20 discontinued discontinued discontinued discontinued discontinued3080-25 discontinued discontinued discontinued discontinued discontinued3085-00 discontinued discontinued discontinued discontinued discontinued3085-01 discontinued discontinued discontinued discontinued discontinued3085-20 discontinued discontinued discontinued discontinued discontinued3100-00 discontinued discontinued discontinued discontinued discontinued3100-01 discontinued discontinued discontinued discontinued discontinued3100-20 discontinued discontinued discontinued discontinued discontinued3115-00 discontinued discontinued discontinued discontinued discontinued3115-01 discontinued discontinued discontinued discontinued discontinued3115-25 discontinued discontinued discontinued discontinued discontinued3130-00 discontinued discontinued discontinued discontinued discontinued3130-01 discontinued discontinued discontinued discontinued discontinued3130-20 discontinued discontinued discontinued discontinued discontinued3130-25 discontinued discontinued discontinued discontinued discontinued3150-00 3150-00 3150-00 3150-00 3150-00 3150-003150-01 3150-01 3150-01 3150-01 3150-01 3150-013150-20 3150-20 3150-20 3150-20 3150-20 3150-203160-00 discontinued discontinued discontinued discontinued discontinued3160-01 discontinued discontinued discontinued discontinued discontinued3160-20 discontinued discontinued discontinued discontinued discontinued3170-00 discontinued discontinued discontinued discontinued discontinued3170-01 discontinued discontinued discontinued discontinued discontinued3170-20 discontinued discontinued discontinued discontinued discontinued3170-25 discontinued discontinued discontinued discontinued discontinued3190-00 3190-00 3190-00 3190-00 3190-00 3190-003190-01 3190-01 3190-01 3190-01 3190-01 3190-013190-20 3190-20 3190-20 3190-20 3190-20 3190-203190-25 3190-25 3190-25 3190-25 3190-25 3190-253190-30 3190-30 3190-30 3190-30 3190-30 3190-303200-00 3200-00 3200-00 3200-00 3200-00 3200-003200-01 3200-01 3200-01 3200-01 3200-01 3200-013200-20 3200-20 3200-20 3200-20 3200-20 3200-203210-00 discontinued discontinued discontinued discontinued discontinued3210-01 discontinued discontinued discontinued discontinued discontinued3210-20 discontinued discontinued discontinued discontinued discontinued3215-00 discontinued discontinued discontinued discontinued discontinued3215-01 discontinued discontinued discontinued discontinued discontinued3215-20 discontinued discontinued discontinued discontinued discontinued3220-00 discontinued discontinued discontinued discontinued discontinued3220-01 discontinued discontinued discontinued discontinued discontinued3220-20 discontinued discontinued discontinued discontinued discontinued3225-00 discontinued discontinued discontinued discontinued discontinued3225-01 discontinued discontinued discontinued discontinued discontinued3225-20 discontinued discontinued discontinued discontinued discontinued3230-00 discontinued discontinued discontinued discontinued discontinued3230-01 discontinued discontinued discontinued discontinued discontinued3230-20 discontinued discontinued discontinued discontinued discontinued3240-00 discontinued discontinued discontinued discontinued discontinued3240-01 discontinued discontinued discontinued discontinued discontinued




1995 1998/1999 2000 2002 2004 20053240-20 discontinued discontinued discontinued discontinued discontinued3240-25 discontinued discontinued discontinued discontinued discontinued3245-00 discontinued discontinued discontinued discontinued discontinued3245-01 discontinued discontinued discontinued discontinued discontinued3245-20 discontinued discontinued discontinued discontinued discontinued3247-00 3247-00 3247-00 3247-00 3247-00 3247-003247-01 3247-01 3247-01 3247-01 3247-01 3247-013247-20 3247-20 3247-20 3247-20 3247-20 3247-203247-25 discontinued discontinued discontinued discontinued discontinued3250-00 discontinued discontinued discontinued discontinued discontinued3250-01 discontinued discontinued discontinued discontinued discontinued3250-20 discontinued discontinued discontinued discontinued discontinued3250-25 discontinued discontinued discontinued discontinued discontinued3250-30 discontinued discontinued discontinued discontinued discontinued3250-35 discontinued discontinued discontinued discontinued discontinued3250-40 discontinued discontinued discontinued discontinued discontinued3250-45 discontinued discontinued discontinued discontinued discontinued3250-50 discontinued discontinued discontinued discontinued discontinued3255-00 discontinued discontinued discontinued discontinued discontinued3255-01 discontinued discontinued discontinued discontinued discontinued3255-20 discontinued discontinued discontinued discontinued discontinued3255-25 discontinued discontinued discontinued discontinued discontinued3260-00 discontinued discontinued discontinued discontinued discontinued3260-01 discontinued discontinued discontinued discontinued discontinued3260-20 discontinued discontinued discontinued discontinued discontinued3260-25 discontinued discontinued discontinued discontinued discontinued3270-00 discontinued discontinued discontinued discontinued discontinued3270-01 discontinued discontinued discontinued discontinued discontinued3270-02 discontinued discontinued discontinued discontinued discontinued3280-00 discontinued discontinued discontinued discontinued discontinued3280-01 discontinued discontinued discontinued discontinued discontinued3285-00 discontinued discontinued discontinued discontinued discontinued3285-01 discontinued discontinued discontinued discontinued discontinued3285-20 discontinued discontinued discontinued discontinued discontinued3285-25 discontinued discontinued discontinued discontinued discontinued3285-30 discontinued discontinued discontinued discontinued discontinued3285-35 discontinued discontinued discontinued discontinued discontinued3285-40 discontinued discontinued discontinued discontinued discontinued3285-45 discontinued discontinued discontinued discontinued discontinued3285-50 discontinued discontinued discontinued discontinued discontinued3285-55 discontinued discontinued discontinued discontinued discontinued3290-00 discontinued discontinued discontinued discontinued discontinued3290-01 discontinued discontinued discontinued discontinued discontinued3290-20 discontinued discontinued discontinued discontinued discontinued3295-00 3295-00 3295-00 3295-00 3295-00 3295-003295-01 3295-01 3295-01 3295-01 3295-01 3295-013295-20 3295-20 3295-20 3295-20 3295-20 3295-203300-00 discontinued discontinued discontinued discontinued discontinued3300-01 discontinued discontinued discontinued discontinued discontinued3300-20 discontinued discontinued discontinued discontinued discontinued

1995 1998/1999 2000 2002 2004 20054000-00 4000-00 4000-00 4000-00 4000-00 4000-004000-01 4000-01 4000-01 4000-01 4000-01 4000-014000-20 discontinued discontinued discontinued discontinued discontinued4020-00 4020-00 4020-00 4020-00 4020-00 4020-004020-01 4020-01 4020-01 4020-01 4020-01 4020-014020-20 4020-20 4020-20 discontinued discontinued discontinued4020-25 4020-25 4020-25 4020-25 4020-25 4020-254020-30 discontinued discontinued discontinued discontinued discontinued4020-35 discontinued discontinued discontinued discontinued discontinued4020-40 discontinued discontinued discontinued discontinued discontinued4020-45 discontinued discontinued discontinued discontinued discontinued4020-50 discontinued discontinued discontinued discontinued discontinued

n/a 4020-55 4020-55 4020-55 4020-55 4020-55n/a 4020-60 4020-60 discontinued discontinued discontinuedn/a n/a n/a 4030-00 4030-00 4030-00n/a n/a n/a 4030-01 4030-01 4030-01n/a n/a n/a 4030-20 4030-20 4030-20n/a n/a n/a 4030-25 4030-25 4030-25n/a n/a n/a 4030-30 4030-30 4030-30n/a n/a n/a 4030-35 4030-35 4030-35n/a n/a n/a 4030-40 4030-40 4030-40

4040-00 4040-00 4040-00 4040-00 4040-00 4040-004040-01 4040-01 4040-01 4040-01 4040-01 4040-014040-20 discontinued discontinued discontinued discontinued discontinued4040-25 discontinued discontinued discontinued discontinued discontinued4040-30 discontinued discontinued discontinued discontinued discontinued

n/a 4040-35 4040-35 discontinued discontinued discontinuedn/a 4040-40 4040-40 4040-40 4040-40 4040-40

4060-00 4060-00 4060-00 4060-00 4060-00 4060-004060-01 4060-01 4060-01 4060-01 4060-01 4060-014060-20 4060-20 4060-20 4060-20 4060-20 4060-20

n/a n/a n/a 4060-22 4060-22 4060-224060-25 discontinued discontinued discontinued discontinued discontinued4060-30 discontinued discontinued discontinued discontinued discontinued4060-35 discontinued discontinued discontinued discontinued discontinued4060-40 discontinued discontinued discontinued discontinued discontinued4060-45 discontinued discontinued discontinued discontinued discontinued4060-50 4060-50 4060-50 4060-50 4060-50 4060-504060-55 discontinued discontinued discontinued discontinued discontinued

n/a 4060-60 4060-60 4060-60 4060-60 4060-60n/a 4060-65 4060-65 4060-65 4060-65 4060-65

4080-00 4080-00 4080-00 4080-00 4080-00 4080-004080-01 4080-01 4080-01 4080-01 4080-01 4080-014080-20 discontinued discontinued discontinued discontinued discontinued4080-25 discontinued discontinued discontinued discontinued discontinued4080-30 discontinued discontinued discontinued discontinued discontinued4080-35 4080-35 4080-35 discontinued discontinued discontinued4080-40 4080-40 4080-40 4080-40 4080-40 4080-40

n/a 4080-45 4080-45 4080-45 4080-45 4080-45n/a 4080-50 4080-50 4080-50 4080-50 4080-50




1995 1998/1999 2000 2002 2004 2005n/a 4080-55 4080-55 4080-55 4080-55 4080-55n/a 4080-60 4080-60 4080-60 4080-60 4080-60

4100-00 4100-00 4100-00 4100-00 4100-00 4100-004100-01 4100-01 4100-01 4100-01 4100-01 4100-014110-20 discontinued discontinued discontinued discontinued discontinued4110-25 4110-25 4110-25 4110-25 4110-25 4110-254110-30 4110-30 4110-30 4110-30 4110-30 4110-304110-35 4110-35 4110-35 discontinued discontinued discontinued4110-00 4110-00 4110-00 4110-00 4110-00 4110-004110-01 4110-01 4110-01 4110-01 4110-01 4110-014110-20 4110-20 4110-20 discontinued discontinued discontinued4110-25 4110-25 4110-25 discontinued discontinued discontinued4110-30 4110-30 4110-30 discontinued discontinued discontinued4110-35 4110-35 4110-35 4110-35 4110-35 4110-354110-40 4110-40 4110-40 discontinued discontinued discontinued4110-45 4110-45 4110-45 discontinued discontinued discontinued

n/a 4110-50 4110-50 discontinued discontinued discontinuedn/a 4110-55 4110-55 discontinued discontinued discontinuedn/a n/a n/a 4110-60 4110-60 4110-60n/a n/a n/a 4110-65 4110-65 4110-65n/a n/a n/a 4110-70 4110-70 4110-70n/a n/a n/a 4110-75 4110-75 4110-75

4120-00 discontinued discontinued discontinued discontinued discontinued4120-01 discontinued discontinued discontinued discontinued discontinued4120-20 discontinued discontinued discontinued discontinued discontinued4160-00 4160-00 4160-00 4160-00 4160-00 4160-004160-01 4160-01 4160-01 4160-01 4160-01 4160-014160-20 4160-20 4160-20 4160-20 4160-20 4160-20

n/a n/a n/a 1460-22 1460-22 1460-224160-25 4160-25 4160-25 4160-25 4160-25 4160-254160-30 4160-30 4160-30 4160-30 4160-30 4160-30

n/a 4160-35 4160-35 4160-35 4160-35 4160-354165-00 4165-00 4165-00 4165-00 4165-00 4165-004165-01 4165-01 4165-01 4165-01 4165-01 4165-014165-20 4165-20 4165-20 4165-20 4165-20 4165-204165-25 discontinued discontinued discontinued discontinued discontinued4165-30 4165-30 4165-30 4165-30 4165-30 4165-304165-35 4165-35 4165-35 4165-35 4165-35 4165-35

n/a 4167-00 4167-00 4167-00 4167-00 4167-00n/a 4167-01 4167-01 4167-01 4167-01 4167-01n/a 4167-20 4167-20 4167-20 4167-20 4167-20n/a 4167-25 4167-25 discontinued discontinued discontinuedn/a 4167-30 4167-30 discontinued discontinued discontinuedn/a 4167-35 4167-35 discontinued discontinued discontinuedn/a 4167-40 4167-40 4167-40 4167-40 4167-40n/a n/a n/a 4167-45 4167-45 4167-45

4170-00 4170-00 4170-00 discontinued discontinued discontinued4170-01 4170-01 4170-01 discontinued discontinued discontinued4170-20 discontinued discontinued discontinued discontinued discontinued4170-25 discontinued discontinued discontinued discontinued discontinued

1995 1998/1999 2000 2002 2004 2005n/a 4170-30 4170-30 discontinued discontinued discontinued

4200-00 4200-00 4200-00 4200-00 4200-00 4200-004200-01 4200-01 4200-01 4200-01 4200-01 4200-014200-20 discontinued discontinued discontinued discontinued discontinued4200-25 discontinued discontinued discontinued discontinued discontinued4200-30 4200-30 4200-30 4200-30 4200-30 4200-304200-35 4200-35 4200-35 4200-35 4200-35 4200-354200-40 4200-40 4200-40 4200-40 4200-40 4200-404200-45 discontinued discontinued discontinued discontinued discontinued

n/a 4200-50 4200-50 4200-50 4200-50 4200-50n/a 4200-55 4200-55 4200-55 4200-55 4200-55n/a 4200-60 4200-60 4200-60 4200-60 4200-60n/a 4200-65 4200-65 4200-65 4200-65 4200-65

4240-00 4240-00 4240-00 4240-00 4240-00 4240-004240-01 4240-01 4240-01 4240-01 4240-01 4240-014240-20 4240-20 4240-20 4240-20 4240-20 4240-204240-25 4240-25 4240-25 4240-25 4240-25 4240-254240-30 4240-30 4240-30 4240-30 4240-30 4240-304240-35 4240-35 4240-35 4240-35 4240-35 4240-354240-40 4240-40 4240-40 4240-40 4240-40 4240-40

n/a 4240-45 4240-45 4240-45 4240-45 4240-45n/a n/a n/a 4240-47 4240-47 4240-47n/a 4240-50 4240-50 4240-50 4240-50 4240-50

4260-00 discontinued discontinued discontinued discontinued discontinued4260-01 discontinued discontinued discontinued discontinued discontinued4260-20 discontinued discontinued discontinued discontinued discontinued4260-25 discontinued discontinued discontinued discontinued discontinued4260-30 discontinued discontinued discontinued discontinued discontinued4260-35 discontinued discontinued discontinued discontinued discontinued4260-40 discontinued discontinued discontinued discontinued discontinued4260-45 discontinued discontinued discontinued discontinued discontinued4260-50 discontinued discontinued discontinued discontinued discontinued4270-00 discontinued discontinued discontinued discontinued discontinued4270-01 discontinued discontinued discontinued discontinued discontinued4270-20 discontinued discontinued discontinued discontinued discontinued4280-00 4280-00 4280-00 4280-00 4280-00 4280-004280-01 4280-01 4280-01 4280-01 4280-01 4280-014280-02 discontinued discontinued discontinued discontinued discontinued

n/a 4280-20 4280-20 4280-20 discontinued discontinuedn/a 4280-25 4280-25 4280-25 discontinued discontinuedn/a 4280-30 4280-30 discontinued discontinued discontinuedn/a 4280-35 4280-35 4280-35 4280-35 4280-35n/a 4280-40 4280-40 4280-40 4280-40 4280-40n/a n/a n/a n/a 4280-50 4280-50n/a n/a n/a n/a 4580-55 4580-55n/a n/a n/a n/a 4280-60 4280-60

4290-00 discontinued discontinued discontinued discontinued discontinued4290-01 discontinued discontinued discontinued discontinued discontinued4290-20 discontinued discontinued discontinued discontinued discontinued4290-25 discontinued discontinued discontinued discontinued discontinued




1995 1998/1999 2000 2002 2004 20054290-30 discontinued discontinued discontinued discontinued discontinued4290-35 discontinued discontinued discontinued discontinued discontinued

n/a 4295-00 4295-00 4295-00 4295-00 4295-00n/a 4295-01 4295-01 4295-01 4295-01 4295-01n/a 4295-20 4295-20 4295-20 4295-20 4295-20n/a 4295-25 4295-25 4295-25 4295-25 4295-25n/a n/a n/a 4295-30 4295-30 4295-30

4298-00 discontinued discontinued discontinued discontinued discontinued4298-01 discontinued discontinued discontinued discontinued discontinued4298-20 discontinued discontinued discontinued discontinued discontinued4298-25 discontinued discontinued discontinued discontinued discontinued4298-30 discontinued discontinued discontinued discontinued discontinued4298-35 discontinued discontinued discontinued discontinued discontinued4298-40 discontinued discontinued discontinued discontinued discontinued4298-45 discontinued discontinued discontinued discontinued discontinued4300-00 discontinued discontinued discontinued discontinued discontinued4300-01 discontinued discontinued discontinued discontinued discontinued4300-20 discontinued discontinued discontinued discontinued discontinued4300-25 discontinued discontinued discontinued discontinued discontinued4300-30 discontinued discontinued discontinued discontinued discontinued4300-35 discontinued discontinued discontinued discontinued discontinued4315-00 discontinued discontinued discontinued discontinued discontinued4315-01 discontinued discontinued discontinued discontinued discontinued4315-20 discontinued discontinued discontinued discontinued discontinued4315-25 discontinued discontinued discontinued discontinued discontinued4315-30 discontinued discontinued discontinued discontinued discontinued4315-35 discontinued discontinued discontinued discontinued discontinued4315-40 discontinued discontinued discontinued discontinued discontinued4315-45 discontinued discontinued discontinued discontinued discontinued4315-50 discontinued discontinued discontinued discontinued discontinued4320-00 discontinued discontinued discontinued discontinued discontinued4320-01 discontinued discontinued discontinued discontinued discontinued4320-02 discontinued discontinued discontinued discontinued discontinued4325-00 4325-00 4325-00 4325-00 4325-00 4325-004325-01 4325-01 4325-01 4325-01 4325-01 4325-014325-20 4325-20 4325-20 4325-20 4325-20 4325-204325-25 4325-25 4325-25 4325-25 4325-25 4325-254325-30 discontinued discontinued discontinued discontinued discontinued4325-35 discontinued discontinued discontinued discontinued discontinued

n/a 4327-00 4327-00 4327-00 4327-00 4327-00n/a 4327-01 4327-01 4327-01 4327-01 4327-01n/a 4327-20 4327-20 4327-20 4327-20 4327-20

4340-00 discontinued discontinued discontinued discontinued discontinued4340-01 discontinued discontinued discontinued discontinued discontinued4340-20 discontinued discontinued discontinued discontinued discontinued4340-25 discontinued discontinued discontinued discontinued discontinued4340-30 discontinued discontinued discontinued discontinued discontinued4355-00 4355-00 4355-00 4355-00 4355-00 4355-004355-01 4355-01 4355-01 4355-01 4355-01 4355-014355-20 4355-20 4355-20 4355-20 4355-20 4355-20

1995 1998/1999 2000 2002 2004 20054355-25 discontinued discontinued discontinued discontinued discontinued4355-30 discontinued discontinued discontinued discontinued discontinued4355-35 discontinued discontinued discontinued discontinued discontinued4355-40 discontinued discontinued discontinued discontinued discontinued4355-45 4355-45 4355-45 4355-45 4355-45 4355-454360-00 4360-00 4360-00 4360-00 4360-00 4360-004360-01 4360-01 4360-01 4360-01 4360-01 4360-014360-20 discontinued discontinued discontinued discontinued discontinued4360-25 4360-25 4360-25 4360-25 4360-25 4360-254360-30 4360-30 4360-30 4360-30 4360-30 4360-30

n/a 4360-35 4360-35 4360-35 4360-35 4360-35n/a 4360-40 4360-40 4360-40 4360-40 4360-40

4365-00 4365-00 4365-00 4365-00 4365-00 4365-004365-01 4365-01 4365-01 4365-01 4365-01 4365-014365-20 4365-20 4365-20 4365-20 4365-20 4365-204367-00 4367-00 4367-00 4367-00 4367-00 4367-004367-01 4367-01 4367-01 4367-01 4367-01 4367-014367-20 discontinued discontinued discontinued discontinued discontinued4367-25 discontinued discontinued discontinued discontinued discontinued4367-30 4367-30 4367-30 4367-30 4367-30 4367-304367-35 discontinued discontinued discontinued discontinued discontinued4367-40 4367-40 4367-40 4367-40 4367-40 4367-404367-45 discontinued discontinued discontinued discontinued discontinued

n/a 4367-50 4367-50 4367-50 4367-50 4367-50n/a 4367-55 4367-55 4367-55 4367-55 4367-55n/a 4369-00 4369-00 4369-00 4369-00 4369-00n/a 4369-01 4369-01 4369-01 4369-01 4369-01n/a 4369-20 4369-20 4369-20 4369-20 4369-20n/a 4369-25 4369-25 4369-25 4369-25 4369-25

4370-00 discontinued discontinued discontinued discontinued discontinued4370-01 discontinued discontinued discontinued discontinued discontinued4370-20 discontinued discontinued discontinued discontinued discontinued4370-25 discontinued discontinued discontinued discontinued discontinued4370-30 discontinued discontinued discontinued discontinued discontinued4370-35 discontinued discontinued discontinued discontinued discontinued4370-40 discontinued discontinued discontinued discontinued discontinued

n/a 4372-00 4372-00 4372-00 4372-00 4372-00n/a 4372-01 4372-01 4372-01 4372-01 4372-01n/a 4372-20 4372-20 4372-20 4372-20 4372-20n/a 4372-25 4372-25 4372-25 4372-25 4372-25n/a 4375-00 4375-00 4375-00 4375-00 4375-00n/a 4375-01 4375-01 4375-01 4375-01 4375-01n/a 4375-20 4375-20 4375-20 4375-20 4375-20n/a 4375-30 4375-30 4375-30 4375-30 4375-30n/a 4376-00 4376-00 4376-00 4376-00 4376-00n/a 4376-01 4376-01 4376-01 4376-01 4376-01n/a 4376-20 4376-20 4376-20 4376-20 4376-20n/a 4376-25 4376-25 4376-25 4376-25 4376-25n/a 4376-30 4376-30 4376-30 4376-30 4376-30

4380-00 4380-00 4380-00 4380-00 4380-00 4380-00




1995 1998/1999 2000 2002 2004 20054380-01 4380-01 4380-01 4380-01 4380-01 4380-014380-20 4380-20 4380-20 4380-20 4380-20 4380-204380-25 4380-25 4380-25 4380-25 4380-25 4380-254380-30 discontinued discontinued discontinued discontinued discontinued

n/a 4400-00 4400-00 4400-00 4400-00 4400-00n/a 4400-01 4400-01 4400-01 4400-01 4400-01n/a 4400-20 4400-20 4400-20 4400-20 4400-20n/a 4400-25 4400-25 4400-25 4400-25 4400-25n/a n/a n/a 4400-27 4400-27 4400-27n/a 4400-30 4400-30 4400-30 4400-30 4400-30n/a 4400-35 4400-35 4400-35 4400-35 4400-35n/a 4400-40 4400-40 4400-40 4400-40 4400-40n/a 4400-45 4400-45 4400-45 4400-45 4400-45

5000-00 5000-00 5000-00 5000-00 5000-00 5000-005000-01 5000-01 5000-01 5000-01 5000-01 5000-015015-00 discontinued discontinued discontinued discontinued discontinued5015-01 discontinued discontinued discontinued discontinued discontinued5015-20 discontinued discontinued discontinued discontinued discontinued5015-25 discontinued discontinued discontinued discontinued discontinued5045-00 discontinued discontinued discontinued discontinued discontinued5045-01 discontinued discontinued discontinued discontinued discontinued5045-20 discontinued discontinued discontinued discontinued discontinued5060-00 discontinued discontinued discontinued discontinued discontinued5060-01 discontinued discontinued discontinued discontinued discontinued5065-00 5065-00 5065-00 5065-00 5065-00 5065-005065-01 5065-01 5065-01 5065-01 5065-01 5065-015065-20 5065-20 5065-20 5065-20 5065-20 5065-205065-25 5065-25 5065-25 5065-25 5065-25 5065-255065-30 discontinued discontinued discontinued discontinued discontinued5065-35 discontinued discontinued discontinued discontinued discontinued5065-40 5065-40 5065-40 5065-40 5065-40 5065-405065-45 5065-45 5065-45 5065-45 5065-45 5065-455065-50 5065-50 5065-50 5065-50 5065-50 5065-505065-55 5065-55 5065-55 5065-55 5065-55 5065-555065-60 discontinued discontinued discontinued discontinued discontinued5065-65 5065-65 5065-65 5065-65 5065-65 5065-655065-70 5065-70 5065-70 5065-70 5065-70 5065-705065-75 5065-75 5065-75 5065-75 5065-75 5065-75

n/a 5065-80 5065-80 5065-80 5065-80 5065-80n/a 5065-85 5065-85 5065-85 5065-85 5065-85n/a 5065-90 5065-90 5065-90 5065-90 5065-90

5070-00 discontinued discontinued discontinued discontinued discontinued5070-01 discontinued discontinued discontinued discontinued discontinued5070-20 discontinued discontinued discontinued discontinued discontinued5070-25 discontinued discontinued discontinued discontinued discontinued5085-00 discontinued discontinued discontinued discontinued discontinued5085-01 discontinued discontinued discontinued discontinued discontinued5085-20 discontinued discontinued discontinued discontinued discontinued5085-25 discontinued discontinued discontinued discontinued discontinued5090-00 5090-00 5090-00 5090-00 5090-00 5090-00

1995 1998/1999 2000 2002 2004 20055090-01 5090-01 5090-01 5090-01 5090-01 5090-015090-20 5090-20 5090-20 5090-20 5090-20 5090-205090-25 5090-25 5090-25 5090-25 5090-25 5090-25

n/a 5090-30 5090-30 5090-30 5090-30 5090-30n/a 5090-35 5090-35 5090-35 5090-35 5090-35

5100-00 discontinued discontinued discontinued discontinued discontinued5100-01 discontinued discontinued discontinued discontinued discontinued5100-20 discontinued discontinued discontinued discontinued discontinued5100-25 discontinued discontinued discontinued discontinued discontinued5100-30 discontinued discontinued discontinued discontinued discontinued5115-00 discontinued discontinued discontinued discontinued discontinued5115-01 discontinued discontinued discontinued discontinued discontinued5110-20 discontinued discontinued discontinued discontinued discontinued5140-00 discontinued discontinued discontinued discontinued discontinued5140-01 discontinued discontinued discontinued discontinued discontinued5140-20 discontinued discontinued discontinued discontinued discontinued5145-00 5145-00 5145-00 5145-00 5145-00 5145-005145-01 5145-01 5145-01 5145-01 5145-01 5145-015145-20 discontinued discontinued discontinued discontinued discontinued

n/a 5145-20a 5145-20a 5145-20a 5145-20a 5145-20an/a 5145-20b 5145-20b 5145-20b 5145-20b 5145-20bn/a 5145-20c 5145-20c 5145-20c 5145-20c 5145-20cn/a 5145-20d 5145-20d 5145-20d 5145-20d 5145-20d


n/a 5150-00 5150-00 5150-00 5150-00 5150-00n/a 5150-01 5150-01 5150-01 5150-01 5150-01n/a 5150-20a 5150-20a 5150-20a 5150-20a 5150-20an/a 5150-20b 5150-20b 5150-20b 5150-20b 5150-20bn/a 5150-20c 5150-20c 5150-20c 5150-20c 5150-20c

5160-00 discontinued discontinued discontinued discontinued discontinued5160-01 discontinued discontinued discontinued discontinued discontinued5160-20 discontinued discontinued discontinued discontinued discontinued5160-25 discontinued discontinued discontinued discontinued discontinued5160-30 discontinued discontinued discontinued discontinued discontinued

n/a 5170-00 5170-00 5170-00 5170-00 5170-00n/a 5170-01 5170-01 5170-01 5170-01 5170-01n/a 5170-20 5170-20 5170-20 5170-20 5170-20n/a 5170-25 5170-25 5170-25 5170-25 5170-25n/a 5170-30 5170-30 5170-30 5170-30 5170-30n/a 5170-35 5170-35 5170-35 5170-35 5170-35n/a 5170-40 5170-40 5170-40 5170-40 5170-40n/a 5170-45 5170-45 5170-45 5170-45 5170-45n/a n/a 5170-50 5170-50 5170-50 5170-50

5175-00 discontinued discontinued discontinued discontinued discontinued




1995 1998/1999 2000 2002 2004 20055175-01 discontinued discontinued discontinued discontinued discontinued5175-20 discontinued discontinued discontinued discontinued discontinued5175-25 discontinued discontinued discontinued discontinued discontinued5180-00 5180-00 5180-00 5180-00 5180-00 5180-005180-01 5180-01 5180-01 5180-01 5180-01 5180-015180-20 5180-20 5180-20 5180-20 5180-20 5180-205180-25 5180-25 5180-25 5180-25 5180-25 5180-255180-30 discontinued discontinued discontinued discontinued discontinued

n/a 5180-35 5180-35 5180-35 5180-35 5180-355190-00 5190-00 5190-00 5190-00 5190-00 5190-005190-01 5190-01 5190-01 5190-01 5190-01 5190-015190-20 5190-20 5190-20 5190-20 5190-20 5190-205190-25 5190-25 5190-25 5190-25 5190-25 5190-25

n/a 5190-27 5190-27 5190-27 5190-27 5190-275190-30 5190-30 5190-30 5190-30 5190-30 5190-305190-35 5190-35 5190-35 5190-35 5190-35 5190-355190-40 5190-40 5190-40 5190-40 5190-40 5190-40

n/a 5190-45 5190-45 5190-45 5190-45 5190-45n/a 5190-50 5190-50 5190-50 5190-50 5190-50n/a 5195-00 5195-00 5195-00 5195-00 5195-00n/a 5195-01 5195-01 5195-01 5195-01 5195-01n/a 5195-25 5195-25 5195-25 5195-25 5195-25n/a 5195-30 5195-30 5195-30 5195-30 5195-30n/a 5195-35 5195-35 5195-35 5195-35 5195-35n/a 5195-40 5195-40 5195-40 5195-40 5195-40n/a 5195-45 5195-45 5195-45 5195-45 5195-45n/a 5195-50 5195-50 5195-50 5195-50 5195-50n/a 5195-55 5195-55 5195-55 5195-55 5195-55

5200-00 5200-00 5200-00 5200-00 5200-00 5200-005200-01 5200-01 5200-01 5200-01 5200-01 5200-015200-20 5200-20 5200-20 5200-20 5200-20 5200-205200-25 discontinued discontinued discontinued discontinued discontinued

n/a 5200-30 5200-30 5200-30 5200-30 5200-30n/a 5200-35 5200-35 5200-35 5200-35 5200-35n/a 5200-40 5200-40 5200-40 5200-40 5200-40n/a 5200-45 5200-45 5200-45 5200-45 5200-45n/a 5200-55 5200-55 5200-55 5200-55 5200-55n/a n/a 5200-60 5200-60 5200-60 5200-60n/a n/a 5200-65 5200-65 5200-65 5200-65n/a n/a 5200-70 5200-70 5200-70 5200-70n/a 5205-00 5205-00 5205-00 5205-00 5205-00n/a 5205-01 5205-01 5205-01 5205-01 5205-01n/a 5205-20 5205-20 5205-20 5205-20 5205-20n/a 5205-25 5205-25 5205-25 5205-25 5205-25n/a 5205-30 5205-30 5205-30 5205-30 5205-30n/a 5205-35 5205-35 5205-35 5205-35 5205-35

5210-00 discontinued discontinued discontinued discontinued discontinued5210-01 discontinued discontinued discontinued discontinued discontinued5210-20 discontinued discontinued discontinued discontinued discontinued5210-25 discontinued discontinued discontinued discontinued discontinued

1995 1998/1999 2000 2002 2004 20055220-00 discontinued discontinued discontinued discontinued discontinued5220-01 discontinued discontinued discontinued discontinued discontinued5220-20 discontinued discontinued discontinued discontinued discontinued5225-00 5225-00 5225-00 5225-00 5225-00 5225-005225-01 5225-01 5225-01 5225-01 5225-01 5225-015225-20 5225-20 5225-20 5225-20 5225-20 5225-205225-25 5225-25 5225-25 5225-25 5225-25 5225-255225-30 5225-30 5225-30 5225-30 5225-30 5225-30

n/a 5225-35 5225-35 5225-35 5225-35 5225-35n/a 5225-40 5225-40 5225-40 5225-40 5225-40n/a 5225-45 5225-45 5225-45 5225-45 5225-45

5227-00 discontinued discontinued discontinued discontinued discontinued5227-01 discontinued discontinued discontinued discontinued discontinued5227-20 discontinued discontinued discontinued discontinued discontinued5230-00 5230-00 5230-00 5230-00 5230-00 5230-005230-01 5230-01 5230-01 5230-01 5230-01 5230-015230-20 5230-20 5230-20 5230-20 5230-20 5230-205230-25 discontinued discontinued discontinued discontinued discontinued5230-30 discontinued discontinued discontinued discontinued discontinued5230-35 discontinued discontinued discontinued discontinued discontinued5230-40 5230-40 5230-40 5230-40 5230-40 5230-405230-45 discontinued discontinued discontinued discontinued discontinued5230-50 discontinued discontinued discontinued discontinued discontinued5230-55 discontinued discontinued discontinued discontinued discontinued5235-00 5235-00 5235-00 5235-00 5235-00 5235-005235-01 5235-01 5235-01 5235-01 5235-01 5235-015235-20 discontinued discontinued discontinued discontinued discontinued5235-25 discontinued discontinued discontinued discontinued discontinued

n/a 5235-30 5235-30 5235-30 5235-30 5235-30n/a 5235-35 5235-35 5235-35 5235-35 5235-35

5240-00 discontinued discontinued discontinued discontinued discontinued5240-01 discontinued discontinued discontinued discontinued discontinued5240-20 discontinued discontinued discontinued discontinued discontinued5250-00 discontinued discontinued discontinued discontinued discontinued5250-01 discontinued discontinued discontinued discontinued discontinued5250-20 discontinued discontinued discontinued discontinued discontinued5260-00 discontinued discontinued discontinued discontinued discontinued5260-01 discontinued discontinued discontinued discontinued discontinued5260-20 discontinued discontinued discontinued discontinued discontinued5260-25 discontinued discontinued discontinued discontinued discontinued5260-30 discontinued discontinued discontinued discontinued discontinued5260-35 discontinued discontinued discontinued discontinued discontinued5300-00 discontinued discontinued discontinued discontinued discontinued5300-01 discontinued discontinued discontinued discontinued discontinued5300-20 discontinued discontinued discontinued discontinued discontinued5300-25 discontinued discontinued discontinued discontinued discontinued5310-00 discontinued discontinued discontinued discontinued discontinued5310-01 discontinued discontinued discontinued discontinued discontinued5310-20 discontinued discontinued discontinued discontinued discontinued5310-25 discontinued discontinued discontinued discontinued discontinued




1995 1998/1999 2000 2002 2004 20055315-00 discontinued discontinued discontinued discontinued discontinued5315-01 discontinued discontinued discontinued discontinued discontinued5315-20 discontinued discontinued discontinued discontinued discontinued5315-25 discontinued discontinued discontinued discontinued discontinued5316-00 discontinued discontinued discontinued discontinued discontinued5316-01 discontinued discontinued discontinued discontinued discontinued5316-20 discontinued discontinued discontinued discontinued discontinued5317-00 discontinued discontinued discontinued discontinued discontinued5317-01 discontinued discontinued discontinued discontinued discontinued5317-20 discontinued discontinued discontinued discontinued discontinued5318-00 5318-00 5318-00 5318-00 5318-00 5318-005318-01 5318-01 5318-01 5318-01 5318-01 5318-015318-20 5318-20 5318-20 5318-20 5318-20 5318-205318-25 5318-25 5318-25 5318-25 5318-25 5318-255318-30 5318-30 5318-30 5318-30 5318-30 5318-305319-00 discontinued discontinued discontinued discontinued discontinued5319-01 discontinued discontinued discontinued discontinued discontinued5319-20 discontinued discontinued discontinued discontinued discontinued5319-25 discontinued discontinued discontinued discontinued discontinued5325-00 discontinued discontinued discontinued discontinued discontinued5325-01 discontinued discontinued discontinued discontinued discontinued5325-20 discontinued discontinued discontinued discontinued discontinued5325-25 discontinued discontinued discontinued discontinued discontinued5325-30 discontinued discontinued discontinued discontinued discontinued5325-35 discontinued discontinued discontinued discontinued discontinued5325-40 discontinued discontinued discontinued discontinued discontinued5330-00 discontinued discontinued discontinued discontinued discontinued5330-01 discontinued discontinued discontinued discontinued discontinued5335-00 discontinued discontinued discontinued discontinued discontinued5335-01 discontinued discontinued discontinued discontinued discontinued5335-20 discontinued discontinued discontinued discontinued discontinued5335-25 discontinued discontinued discontinued discontinued discontinued5335-30 discontinued discontinued discontinued discontinued discontinued5335-35 discontinued discontinued discontinued discontinued discontinued5335-40 discontinued discontinued discontinued discontinued discontinued5335-45 discontinued discontinued discontinued discontinued discontinued5340-00 5340-00 5340-00 5340-00 5340-00 5340-005340-01 5340-01 5340-01 5340-01 5340-01 5340-015340-20 5340-20 5340-20 5340-20 5340-20 5340-205340-25 discontinued discontinued discontinued discontinued discontinued5340-30 discontinued discontinued discontinued discontinued discontinued

n/a 5340-35 5340-35 5340-35 5340-35 5340-35n/a 5340-40 5340-40 5340-40 5340-40 5340-40


1995 1998/1999 2000 2002 2004 20055355-01 discontinued discontinued discontinued discontinued discontinued5355-20 discontinued discontinued discontinued discontinued discontinued5355-25 discontinued discontinued discontinued discontinued discontinued5360-00 discontinued discontinued discontinued discontinued discontinued5360-01 discontinued discontinued discontinued discontinued discontinued5360-20 discontinued discontinued discontinued discontinued discontinued5365-00 discontinued discontinued discontinued discontinued discontinued5365-01 discontinued discontinued discontinued discontinued discontinued5365-20 discontinued discontinued discontinued discontinued discontinued5365-25 discontinued discontinued discontinued discontinued discontinued5365-30 discontinued discontinued discontinued discontinued discontinued5365-35 discontinued discontinued discontinued discontinued discontinued5370-00 discontinued discontinued discontinued discontinued discontinued5370-01 discontinued discontinued discontinued discontinued discontinued5370-20 discontinued discontinued discontinued discontinued discontinued5370-25 discontinued discontinued discontinued discontinued discontinued5370-30 discontinued discontinued discontinued discontinued discontinued5375-00 discontinued discontinued discontinued discontinued discontinued5375-01 discontinued discontinued discontinued discontinued discontinued5375-20 discontinued discontinued discontinued discontinued discontinued5375-25 discontinued discontinued discontinued discontinued discontinued5380-00 discontinued discontinued discontinued discontinued discontinued5380-01 discontinued discontinued discontinued discontinued discontinued5380-20 discontinued discontinued discontinued discontinued discontinued5385-00 discontinued discontinued discontinued discontinued discontinued5385-01 discontinued discontinued discontinued discontinued discontinued5385-20 discontinued discontinued discontinued discontinued discontinued6000-00 discontinued discontinued discontinued discontinued discontinued6000-01 discontinued discontinued discontinued discontinued discontinued

n/a 6003-00 6003-00 6003-00 6003-00 6003-00n/a 6003-01 6003-01 6003-01 6003-01 6003-01

6005-00 discontinued discontinued discontinued discontinued discontinued6005-01 discontinued discontinued discontinued discontinued discontinued6005-20 discontinued discontinued discontinued discontinued discontinued6010-00 6010-00 6010-00 6010-00 6010-00 6010-006010-01 6010-01 6010-01 6010-01 6010-01 6010-01

n/a n/a n/a n/a n/a 6010-156010-20 6010-20 6010-20 6010-20 6010-20 6010-20

n/a n/a n/a n/a n/a 6010-226010-25 discontinued discontinued discontinued discontinued discontinued

n/a n/a n/a n/a n/a 6010-27n/a 6010-30 6010-30 6010-30 6010-30 6010-30n/a n/a n/a n/a n/a 6010-32n/a 6010-35 6010-35 6010-35 6010-35 6010-35n/a n/a n/a n/a n/a 6010-37n/a n/a n/a n/a n/a 6010-39n/a 6010-40 6010-40 6010-40 6010-40 6010-40n/a 6010-45 6010-45 6010-45 6010-45 discontinuedn/a n/a n/a n/a n/a 6010-55n/a n/a n/a n/a n/a 6010-60




1995 1998/1999 2000 2002 2004 20056015-00 discontinued discontinued discontinued discontinued discontinued6015-01 discontinued discontinued discontinued discontinued discontinued6015-20 discontinued discontinued discontinued discontinued discontinued6020-00 discontinued discontinued discontinued discontinued discontinued6020-01 discontinued discontinued discontinued discontinued discontinued6020-20 discontinued discontinued discontinued discontinued discontinued6020-25 discontinued discontinued discontinued discontinued discontinued6025-00 discontinued discontinued discontinued discontinued discontinued6025-01 discontinued discontinued discontinued discontinued discontinued6025-20 discontinued discontinued discontinued discontinued discontinued6025-25 discontinued discontinued discontinued discontinued discontinued6025-30 discontinued discontinued discontinued discontinued discontinued6025-35 discontinued discontinued discontinued discontinued discontinued6025-40 discontinued discontinued discontinued discontinued discontinued6030-00 discontinued discontinued discontinued discontinued discontinued6030-01 discontinued discontinued discontinued discontinued discontinued6030-20 discontinued discontinued discontinued discontinued discontinued6030-25 discontinued discontinued discontinued discontinued discontinued6030-30 discontinued discontinued discontinued discontinued discontinued6035-00 discontinued discontinued discontinued discontinued discontinued6035-01 discontinued discontinued discontinued discontinued discontinued6035-20 discontinued discontinued discontinued discontinued discontinued6035-25 discontinued discontinued discontinued discontinued discontinued

n/a 6040-00 6040-00 6040-00 6040-00 6040-00n/a 6040-01 6040-01 6040-01 6040-01 6040-01n/a n/a n/a n/a n/a 6040-20n/a 6040-25 6040-25 6040-25 6040-25 6040-25n/a 6040-30 6040-30 6040-30 6040-30 6040-30n/a 6040-35 6040-35 6040-35 6040-35 6040-35

6050-00 discontinued discontinued discontinued discontinued discontinued6050-01 discontinued discontinued discontinued discontinued discontinued6050-20 discontinued discontinued discontinued discontinued discontinued6050-25 discontinued discontinued discontinued discontinued discontinued6050-30 discontinued discontinued discontinued discontinued discontinued6055-00 discontinued discontinued discontinued discontinued discontinued6055-01 discontinued discontinued discontinued discontinued discontinued6055-20 discontinued discontinued discontinued discontinued discontinued6060-00 discontinued discontinued discontinued discontinued discontinued6060-01 discontinued discontinued discontinued discontinued discontinued6060-20 discontinued discontinued discontinued discontinued discontinued6065-00 discontinued discontinued discontinued discontinued discontinued6065-01 discontinued discontinued discontinued discontinued discontinued6065-20 discontinued discontinued discontinued discontinued discontinued6065-25 discontinued discontinued discontinued discontinued discontinued6065-35 discontinued discontinued discontinued discontinued discontinued6070-00 discontinued discontinued discontinued discontinued discontinued6070-01 discontinued discontinued discontinued discontinued discontinued6070-20 discontinued discontinued discontinued discontinued discontinued6070-25 discontinued discontinued discontinued discontinued discontinued6070-30 discontinued discontinued discontinued discontinued discontinued

1995 1998/1999 2000 2002 2004 20056070-35 discontinued discontinued discontinued discontinued discontinued6070-40 discontinued discontinued discontinued discontinued discontinued6070-45 discontinued discontinued discontinued discontinued discontinued6070-50 discontinued discontinued discontinued discontinued discontinued6075-00 discontinued discontinued discontinued discontinued discontinued6075-01 discontinued discontinued discontinued discontinued discontinued6075-20 discontinued discontinued discontinued discontinued discontinued6080-00 6080-00 6080-00 6080-00 6080-00 6080-006080-01 6080-01 6080-01 6080-01 6080-01 6080-016080-20 discontinued discontinued discontinued discontinued discontinued


n/a n/a n/a n/a n/a 6080-32n/a 6080-35 6080-35 6080-35 6080-35 6080-35n/a n/a n/a n/a n/a 6080-40

6085-00 discontinued discontinued discontinued discontinued discontinued6085-01 discontinued discontinued discontinued discontinued discontinued6085-20 discontinued discontinued discontinued discontinued discontinued6090-00 discontinued discontinued discontinued discontinued discontinued6090-01 discontinued discontinued discontinued discontinued discontinued6090-20 discontinued discontinued discontinued discontinued discontinued6090-25 discontinued discontinued discontinued discontinued discontinued6090-30 discontinued discontinued discontinued discontinued discontinued6095-00 6095-00 6095-00 6095-00 6095-00 6095-006095-01 6095-01 6095-01 6095-01 6095-01 6095-016095-20 discontinued discontinued discontinued discontinued discontinued6095-25 discontinued discontinued discontinued discontinued discontinued6095-30 discontinued discontinued discontinued discontinued discontinued6095-35 discontinued discontinued discontinued discontinued discontinued6095-40 discontinued discontinued discontinued discontinued discontinued

n/a 6095-45 6095-45 6095-45 6095-45 discontinuedn/a 6095-50 6095-50 6095-50 6095-50 6095-50n/a 6095-55 6095-55 6095-55 6095-55 6095-55n/a 6095-60 6095-60 6095-60 6095-60 6095-60n/a n/a n/a n/a n/a 6098-00n/a n/a n/a n/a n/a 6098-01n/a n/a n/a n/a n/a 6098-20n/a n/a n/a n/a n/a 6098-25

6100-00 discontinued discontinued discontinued discontinued discontinued6100-01 discontinued discontinued discontinued discontinued discontinued6100-20 discontinued discontinued discontinued discontinued discontinued6105-00 discontinued discontinued discontinued discontinued discontinued6105-01 discontinued discontinued discontinued discontinued discontinued6105-20 discontinued discontinued discontinued discontinued discontinued6105-25 discontinued discontinued discontinued discontinued discontinued6105-30 discontinued discontinued discontinued discontinued discontinued6110-00 discontinued discontinued discontinued discontinued discontinued6110-01 discontinued discontinued discontinued discontinued discontinued6110-20 discontinued discontinued discontinued discontinued discontinued




1995 1998/1999 2000 2002 2004 20056110-25 discontinued discontinued discontinued discontinued discontinued6130-00 discontinued discontinued discontinued discontinued discontinued6130-01 discontinued discontinued discontinued discontinued discontinued6135-00 discontinued discontinued discontinued discontinued discontinued6135-01 discontinued discontinued discontinued discontinued discontinued6135-20 discontinued discontinued discontinued discontinued discontinued6140-00 discontinued discontinued discontinued discontinued discontinued6140-01 discontinued discontinued discontinued discontinued discontinued6140-20 discontinued discontinued discontinued discontinued discontinued6145-00 discontinued discontinued discontinued discontinued discontinued6145-01 discontinued discontinued discontinued discontinued discontinued6145-20 discontinued discontinued discontinued discontinued discontinued6145-25 discontinued discontinued discontinued discontinued discontinued6145-30 discontinued discontinued discontinued discontinued discontinued6145-35 discontinued discontinued discontinued discontinued discontinued6145-40 discontinued discontinued discontinued discontinued discontinued6150-00 discontinued discontinued discontinued discontinued discontinued6150-01 discontinued discontinued discontinued discontinued discontinued6150-20 discontinued discontinued discontinued discontinued discontinued6150-25 discontinued discontinued discontinued discontinued discontinued6165-00 discontinued discontinued discontinued discontinued discontinued6165-01 discontinued discontinued discontinued discontinued discontinued6165-20 discontinued discontinued discontinued discontinued discontinued6165-25 discontinued discontinued discontinued discontinued discontinued6165-30 discontinued discontinued discontinued discontinued discontinued6165-35 discontinued discontinued discontinued discontinued discontinued6165-40 discontinued discontinued discontinued discontinued discontinued6165-45 discontinued discontinued discontinued discontinued discontinued6170-00 discontinued discontinued discontinued discontinued discontinued6170-01 discontinued discontinued discontinued discontinued discontinued6175-00 6175-00 6175-00 6175-00 6175-00 6175-006175-01 6175-01 6175-01 6175-01 6175-01 6175-01

n/a n/a n/a n/a n/a 6175-156175-20 6175-20 6175-20 6175-20 6175-20 6175-206175-25 discontinued discontinued discontinued discontinued discontinued

n/a n/a n/a n/a n/a 6175-276175-30 discontinued discontinued discontinued discontinued discontinued6175-35 6175-35 6175-35 6175-35 6175-35 6175-356175-40 discontinued discontinued discontinued discontinued discontinued

n/a 6175-45 6175-45 6175-45 6175-45 6175-45n/a 6175-50 6175-50 6175-50 6175-50 6175-50n/a 6175-55 6175-55 6175-55 6175-55 6175-55n/a n/a n/a n/a n/a 6175-60


1995 1998/1999 2000 2002 2004 20056185-20 discontinued discontinued discontinued discontinued discontinued6185-25 discontinued discontinued discontinued discontinued discontinued6190-00 discontinued discontinued discontinued discontinued discontinued6190-01 discontinued discontinued discontinued discontinued discontinued6190-20 discontinued discontinued discontinued discontinued discontinued

n/a 6215-00 6215-00 6215-00 6215-00 6215-00n/a 6215-01 6215-01 6215-01 6215-01 6215-01n/a n/a n/a n/a n/a 6215-10n/a 6215-20 6215-20 6215-20 6215-20 6215-20n/a 6215-25 6215-25 6215-25 6215-25 6215-25n/a 6215-30 6215-30 6215-30 6215-30 6215-30n/a 6215-35 6215-35 6215-35 6215-35 6215-35n/a 6215-40 6215-40 6215-40 6215-40 6215-40n/a 6215-45 6215-45 6215-45 6215-45 6215-45n/a 6215-50 6215-50 6215-50 6215-50 6215-50n/a n/a n/a n/a n/a 6215-55

6220-00 discontinued discontinued discontinued discontinued discontinued6220-01 discontinued discontinued discontinued discontinued discontinued6220-20 discontinued discontinued discontinued discontinued discontinued6225-00 6225-00 6225-00 6225-00 6225-00 6225-006225-01 6225-01 6225-01 6225-01 6225-01 6225-016225-20 6225-20 6225-20 6225-20 6225-20 6225-206225-25 discontinued discontinued discontinued discontinued discontinued

n/a 6225-30 6225-30 6225-30 6225-30 6225-30n/a 6225-35 6225-35 6225-35 6225-35 6225-35n/a 6225-40 6225-40 6225-40 6225-40 6225-40n/a n/a n/a n/a n/a 6225-42n/a n/a 6225-45 6225-45 6225-45 discontinued

6230-00 discontinued discontinued discontinued discontinued discontinued6230-01 discontinued discontinued discontinued discontinued discontinued6230-20 discontinued discontinued discontinued discontinued discontinued6230-25 discontinued discontinued discontinued discontinued discontinued6235-00 discontinued discontinued discontinued discontinued discontinued6235-01 discontinued discontinued discontinued discontinued discontinued6235-20 discontinued discontinued discontinued discontinued discontinued6240-00 discontinued discontinued discontinued discontinued discontinued6240-01 discontinued discontinued discontinued discontinued discontinued6240-20 discontinued discontinued discontinued discontinued discontinued6240-25 discontinued discontinued discontinued discontinued discontinued6240-30 discontinued discontinued discontinued discontinued discontinued6240-35 discontinued discontinued discontinued discontinued discontinued6240-40 discontinued discontinued discontinued discontinued discontinued6240-45 discontinued discontinued discontinued discontinued discontinued6240-50 discontinued discontinued discontinued discontinued discontinued6245-00 discontinued discontinued discontinued discontinued discontinued6245-01 discontinued discontinued discontinued discontinued discontinued6245-20 discontinued discontinued discontinued discontinued discontinued6245-25 discontinued discontinued discontinued discontinued discontinued6250-00 discontinued discontinued discontinued discontinued discontinued6250-01 discontinued discontinued discontinued discontinued discontinued




1995 1998/1999 2000 2002 2004 20056250-20 discontinued discontinued discontinued discontinued discontinued6250-25 discontinued discontinued discontinued discontinued discontinued6255-00 6255-00 6255-00 6255-00 6255-00 6255-006255-01 6255-01 6255-01 6255-01 6255-01 6255-016255-20 6255-20 6255-20 6255-20 6255-20 6255-206255-25 discontinued discontinued discontinued discontinued discontinued6255-30 6255-30 6255-30 6255-30 6255-30 6255-306255-35 discontinued discontinued discontinued discontinued discontinued6255-40 6255-40 6255-40 6255-40 6255-40 6255-406255-45 6255-45 6255-45 6255-45 6255-45 6255-45

n/a 6255-50 6255-50 6255-50 6255-50 6255-50n/a 6255-55 6255-55 6255-55 6255-55 6255-55n/a 6255-60 6255-60 6255-60 6255-60 6255-60n/a n/a n/a n/a n/a 6255-65n/a n/a n/a n/a n/a 6255-70

6260-00 discontinued discontinued discontinued discontinued discontinued6260-01 discontinued discontinued discontinued discontinued discontinued6260-20 discontinued discontinued discontinued discontinued discontinued6260-25 discontinued discontinued discontinued discontinued discontinued6260-30 discontinued discontinued discontinued discontinued discontinued6275-00 discontinued discontinued discontinued discontinued discontinued6275-01 discontinued discontinued discontinued discontinued discontinued6275-20 discontinued discontinued discontinued discontinued discontinued6275-25 discontinued discontinued discontinued discontinued discontinued6275-30 discontinued discontinued discontinued discontinued discontinued

n/a 6280-00 6280-00 6280-00 6280-00 discontinuedn/a 6280-01 6280-01 6280-01 6280-01 discontinuedn/a 6280-20 6280-20 6280-20 6280-20 discontinuedn/a 6280-25 6280-25 6280-25 6280-25 discontinued

6285-00 discontinued discontinued discontinued discontinued discontinued6285-01 discontinued discontinued discontinued discontinued discontinued6285-20 discontinued discontinued discontinued discontinued discontinued6285-25 discontinued discontinued discontinued discontinued discontinued6285-30 discontinued discontinued discontinued discontinued discontinued6300-00 discontinued discontinued discontinued discontinued discontinued6300-01 discontinued discontinued discontinued discontinued discontinued6300-20 discontinued discontinued discontinued discontinued discontinued6300-25 discontinued discontinued discontinued discontinued discontinued6305-00 discontinued discontinued discontinued discontinued discontinued6305-01 discontinued discontinued discontinued discontinued discontinued6305-20 discontinued discontinued discontinued discontinued discontinued6305-25 discontinued discontinued discontinued discontinued discontinued6305-30 discontinued discontinued discontinued discontinued discontinued6305-35 discontinued discontinued discontinued discontinued discontinued6305-40 discontinued discontinued discontinued discontinued discontinued6310-00 discontinued discontinued discontinued discontinued discontinued6310-01 discontinued discontinued discontinued discontinued discontinued6310-20 discontinued discontinued discontinued discontinued discontinued6310-25 discontinued discontinued discontinued discontinued discontinued6310-30 discontinued discontinued discontinued discontinued discontinued

1995 1998/1999 2000 2002 2004 20056310-35 discontinued discontinued discontinued discontinued discontinued

n/a 6315-00 6315-00 6315-00 6315-00 6315-00n/a 6315-01 6315-01 6315-01 6315-01 6315-01n/a 6315-20 6315-20 6315-20 6315-20 6315-20n/a 6315-25 6315-25 6315-25 6315-25 6315-25n/a 6315-30 6315-30 6315-30 6315-30 6315-30n/a 6315-40 6315-40 6315-40 6315-40 6315-40n/a 6315-45 6315-45 6315-45 6315-45 6315-45n/a 6315-50 6315-50 6315-50 6315-50 6315-50n/a 6315-55 6315-55 6315-55 6315-55 discontinuedn/a n/a n/a n/a n/a 6315-60





INDEX

Note: Primary numbers are used instead of page numbers. Primary and Secondary titles are printed in italics.


Records Disposition Authority 1995-32 January 2006 Page 1 of 29

A Abandonment of Positions...........5145, 5200 Absent Without Leave ...........................5170 Acceptance Letters.................................5145 Access Commissioner - Orders /

Recommendations ...............................1029 Access to Information / Protection of

Privacy ................................................1027 Administration...........................................1027 Guidelines.................................................1027 Information about.......................................1027 Orders ......................................................1029 Policies ....................................................1027 Procedures ................................................1027 Recommendations ......................................1029 Requests ...................................................1029 Access to Information / Protection of

Privacy - Administration.....................1027 Access to Information / Protection of

Privacy - Requests...............................1029 Access to Information / Protection of

Privacy Requests .................................1029 Access to Information and Protection of

Privacy Commissioner ..............1029, 1310 Accident Prevention...............................5180 Accident Reports....................................5145 Accidental Death and Dismemberment

Insurance .............................................5065 Accidents................................................5180 Health Benefits ..........................................5065 Vehicle.....................................................3295 Accommodation Warrants .....................4167 Accommodations ....................................2020 Accountable Advances...........................4100 Accountable Forms ................................4030 Accounting - Accountable Forms...........4030 Accounting - Cash..................................4040 Accounting - General .............................4020 Accounting Codes..................................4020 Accounts Bank ........................................................4165 Foreign Currency .......................................4165 Fund ........................................................4375 Imprest.....................................................4165

Accounts, cont. Payable ....................................................4060 Public ......................................................4400 Receivable ................................................4080 Revenue ...................................................4165 Suspense...................................................4165 Trust ........................................................4165 Accounts Payable...................................4060 Accounts Payable Reports - Annual ......4060 Accounts Payable Vendor Files .............4060 Accounts Payable Vendor Reports - Monthly

4060 Accounts Receivable ..............................4080 Accounts Receivable Billings ................4080 Accounts Receivable Client Files ..........4080 Accounts Receivable Reports - Aged

Monthly ...............................................4080 Accounts Receivable Reports - Annual ..4080 Accounts Receivable Vendor / Client Files....

4080 Accruals .................................................4400 Acquisition Audio-Visual Equipment .............................3015 Badges .....................................................3000 Books ......................................................6175 Buildings ......................................... 2050, 2055 Computer Systems......................................6010 Computers ................................................3020 Crests.......................................................3000 Facilities.......................................... 2050, 2055 Flags........................................................3000 Furniture...................................................3200 Hardware..................................................3020 Land ........................................................2080 Library Materials........................................6175 Micrographics Equipment ............................3020 Office Equipment .......................................3020 Photographic Equipment..............................3020 Pins .........................................................3000 Publications...............................................6175 Software .......................................... 3020, 6010 Telecommunications Equipment....................6315 Warranties .......................3000, 3005, 3015, 3020 Acting / Temporary Appointments .........5200 Acting Appointments .........5145, 5150, 5200 Acting Pay..............................................5195 Acts .......................................See Legislation

INDEX




Acts and Regulations - Federal / Provincial / Yukon, Nunavut .................................1045

Acts and Regulations - Government of the Northwest ...........................................1040

Addresses .....................................2000, 6080 Adjudications ...............................5225, 5235 Adjustments ...........................................5200 Administration - General .......................1000 Administrative Records Classification

System.................................................6225 Advances - Accountable .........................4100 Advances - Cash.....................................4100 Advances - Other....................................4100 Advertisements ......................................6095 Contracts ..................................................4280 Employment..............................................5340 Requests for Information..............................4280 Requests for Proposals ................................4280 Staffing ....................................................5340 Tenders ....................................................4280 Affidavits ...............................................1305 Affirmative Action.................................5200 Aged Monthly Reports...........................4080 Aged Receivable Reports.......................4367 Aged Reports ...............................4080, 4100 Agencies.............1225, see also Departments Agreements ...............................................4110 Committees ...............................................1145 Contributions.............................................4360 Grants ......................................................4360 Agendas Committees ..............1015, 1145, 1155, 1165, 1170 Conferences ..............................................1185 Departmental Meetings................................1015 Departmental Senior Management Meetings....1015 Division....................................................1170 Federal Committees ....................................1155 Interdepartmental Committees ......................1145 Intergovernmental Committees .....................1155 International Committees .............................1165 Non-Government Organizations ....................1145 Northwest Territories Committees ........ 1145, 1170 Nunavut Committees.......................... 1155, 1170 Provincial Committees ................................1155 Seminars...................................................1185 Staff Meetings ...........................................1015 Symposiums..............................................1185

Agendas, cont. Working Groups........1015, 1145, 1155, 1165, 1170 Workshops................................................1185 Yukon Territory Committees ........................1155 Agreements Alberta .....................................................1080 Associations ..............................................1085 Band Councils ...........................................1097 British Columbia ........................................1080 Canada .....................................................1080 Cities .......................................................1097 Collective .................................................5230 Communities .............................................1097 Contributions.............................................4360 Cost Sharing..............................................4110 Departments ..............................................1085 Employment..............................................5230 Federal .....................................................1080 Federally Funded........................................4110 Financial...................................................4110 Financial Debt ...........................................4360 Formula Financing......................................4110 Grant .......................................................4360 Hamlets ....................................................1097 Land Claims ..............................................1090 Land Settlements........................................1090 Manitoba ..................................................1080 Municipalities............................................1097 New Brunswick .........................................1080 Newfoundland and Labrador.........................1080 Non-financial ...................1080, 1085, 1090, 1097 Northwest Territories ..................................1085 Nova Scotia...............................................1080 Nunavut....................................................1080 Ontario.....................................................1080 Organizations ............................................1085 Prince Edward Island ..................................1080 Quebec.....................................................1080 Saskatchewan ............................................1080 Self Government ........................................1090 Settlements ...............................................1097 Standing Offer ...........................................4110 Third Party................................................4110 Towns ......................................................1097 Yukon Territory .........................................1080 Agreements - Federal / Provincial / Yukon /

Nunavut ...............................................1080 Agreements - Land Claims and Land

Settlements ..........................................1090

INDEX




Agreements - Municipal / Hamlet / Settlement / Band Council...................1097

Agreements - Northwest Territories.......1085 Agreements - Other ................................4110 Agreements and Arrangements ..............4110 Agreements in Principle....... See Agreements Air Conditioning ....................................2110 Air Freight..............................................1320 Airplanes ................................................3295 Alberta Agreements ...................................... 1080, 4110 Committees ...............................................1155 Correspondence .........................................1210 Legislation ................................................1045 Regulations ...............................................1045 Alcohol Counseling ...............................5180 Allocations .............................................2020 Allowance for Doubtful Accounts .........4080 Allowances Hospitality ................................................4365 Northern ...................................................5065 All-Terrain Vehicles ..............................3295 Alterations....................................2050, 2055 Alternative Dispute Resolution..............1305 Amortization ..........................................4240 Annual Personnel Reports / Statistics....5318 Annual Reports.......................................1350 Accounts Payable .......................................4060 Accounts Receivable...................................4080 Associations ..............................................1115 Clubs .......................................................1115 Federations ...............................................1115 Foundations...............................................1115 Leagues ....................................................1115 Orders ......................................................1115 Professional Associations.............................1115 Societies ...................................................1115 Answers..................................................1310 API .........................................................5150 Appeals ..................................................5235 Applications ...........................................5340 Computer..................................................6010 Employment..............................................5340 Appointments Appeals ....................................................5235 Calendars..................................................1000

Appointments, cont. Diaries .....................................................1000 Direct.......................................................5200 Employment..............................................5200 Shop Stewards ...........................................5225 Appraisals Land ........................................................2080 Performance ..............................................5145 Appreciation / Complaints .....................1100 Apprenticeships......................................5205 Appropriation and Commitment Control ..........................................................4200 Appropriations .......................................4200 Approvals Computers ................................................6010 Contributions.............................................4360 Financial Management Board .......................4325 Grants ......................................................4360 Hospitality ................................................4365 Leave.......................................................5145 Outside Employment...................................5145 Overtime ..................................................5150 Arbitration....................................1305, 5235 Arbitrations and Adjudications..............5235 Archiving Data.........................................................6010 Records ....................................................6255 ARCS ............................................................. See Administrative Records Classification System Area Networks .......................................6315 Articles...................................................6040 Asset Loss Investigation Reports...........3030 Assets .................................3030, 4240, 4376 Assets Control and Inventory.................3030 Asset Inventories ..........................3030, 4376 Assignments Parking Spaces...........................................2105 Third Party................................................4355 Work Plans ...............................................1025 Assistant Deputy Minister Briefings...................................................1275 Chronos....................................................1275 Correspondence .........................................1275 Issues.......................................................1275 Meetings...................................................1015 Associations .................................1115, 5225

INDEX




Associations / Clubs / Societies..............1115 ATIPP ............................................................ See Access to Information / Protection of

Privacy Attendance .........................5145, 5170, 5205 Attendance Forms ........................5145, 5170 Audio and Video Conferencing Systems 6315 Audio Visual Production Projects..........6080 Audiovisual Equipment .........................3020 Audit Bureau..........................................4160 Auditor General of Canada ...................4160 Audits.....................................................4160 Audits and Compliance Reviews ............4160 Authorities......... See Boards or Departments Authorizations................................................

4295, 4365, 5145, 5150, 5190 Automobiles...........................................3295 Automotive Fuel ....................................3190 Awards .....................5145, 5170, 5205, 6080 AWOL..................See Absent Without Leave

B Badges....................................................3000 Baffin Region .........................................1344 Balance of Leave Credit Forms .............5145 Band Councils Agreements ....................................... 1097, 4110 Correspondence .........................................1230 Bands / Hamlets / Settlements /

Municipalities .....................................1230 Bank Accounts........................................4165 Bank Deposit Forms ..............................5150 Bank Reconciliations .............................4165 Bank Statements.....................................4165 Banking ..................................................4165 Bankruptcies ..........................................4355 Banks and Banking ................................4165 Bargaining Agents .................................5230 Bargaining Proposals .............................5230 Barges ....................................................3295 Batch Control Administration................4167 Batch Control Logs ................................4167

Batch Files .............................................4167 Batch Headers ........................................4167 Batch Status Reports ..............................4167 Batches...................................................4167 Batches / Financial Source Documents .4167 Beaufort Delta Region ...........................1344 Beneficiaries ..........................................5145 Benefits Administration..........................5065 Benefits Records ....................................5145 Bibliographies ........................................6175 Bidders Lists ..........................................4280 Bids ........................................................4280 Bilingual Bonus......................................5065 Billings...................................................4167 Bills .......................................See Legislation Binding...................................................6175 Biographical Sketches..................6080, 6095 BIP ................. See Business Incentive Policy Birth Certificates....................................5145 Block Funding........................................4360 Board of Management............................1310 Board Rooms .........................................2000 Boards .........................See also Departments Agreements ...............................................4110 Division....................................................1170 Federal .....................................................1155 Intergovernmental ......................................1155 International ..............................................1155 Management..............................................1310 Northwest Territories ................. 1145, 1170, 1225 Nunavut........................................... 1155, 1170 Provincial .................................................1155 Yukon Territory .........................................1155 Boats ......................................................3295 Books .....................................................6040 Appointment .............................................1000 Briefing ....................................................1275 Library .....................................................6175 Breach of Security Incidents ..................1390 Briefing Books ......................................................1275 Notes .......................................................1275 Briefing Notes and Briefing Books ........1275 British Columbia Agreements ...................................... 1080, 4110 Committees ...............................................1155

INDEX




Correspondence .........................................1210 British Columbia, cont. Legislation ................................................1045 Regulations ...............................................1045 Brochures ...............................................6040 Budget Adjustment Authority................4295 Budget Development ..............................4240 Budget Forecasts ...................................4240 Budget Instruction Packages .................4240 Budget Projections .................................4240 Budget Transfers - Internal....................4200 Budget Vouchers....................................4167 Budgets - Capital / Main Estimates .......4200 Budgets - Planning.................................4240 Building Directories, Addresses, Location

Lists, Signage ......................................2000 Building Materials .................................3005 Building Occupancy Charges ......2050, 2055 Building Security....................................1390 Buildings ............................2020, 2050, 2055 Security ....................................................1390 Utilities ....................................................2110 Buildings - Government-Owned ............2050 Buildings - Leased..................................2055 Buildings and Properties - General .......2000 Bulletin Boards ......................................5225 Bulletins .................................................6040 Bus Freight.............................................1320 Business Cards .......................................3020 Business Continuity Plans......................6010 Business Incentive Policy ......................4280 Business Plans .......................................4240 Business Recovery Plans .............1285, 6010 Business Resumption Plans .........1285, 6010 Business Systems ...................................6010 By-Laws / Resolutions............................1055 By-Laws / Resolutions - Municipal ........1055

C Cabinet ...................................................1290 Cabinet Agenda Item..............................1290 Cabinet Committees ...............................1290 Cafeterias ...........................2020, 2050, 2055

Calendars................................................1000 Call Letters.............................................4240 Canada........................................ See Federal Canada Customs and Revenue Agency

Demands ...................................4355, 4380 Canada Customs and Revenue Agency

Forms ..................................................5150 Canada Customs and Revenue Agency

Interpretations .....................................4380 Canada Payroll Savings Form................5150 Canada Pension Plan..............................5065 Canada Post............................................1320 Canada Savings Plan....................5065, 5150 Cancelled Authorities.............................4295 Candidates..............................................5340 Canoes....................................................3295 Capital Acquisition Plans ............4200, 4240 Capital Estimates ...................................4200 Capital Investment Expenditures .4200, 4240 Cards Business ...................................................3020 Credit.......................................................4060 Gas..........................................................4060 Identification .............................................5145 Purchase ...................................................4060 Signature ..................................................4295 Telephone .................................................4060 Travel ......................................................4060 Cards - Telephone / Credit / Gas / Purchase. 4060 Career Day .............................................6080 Carnivals ................................................5190 Cars ........................................................3295 Cash .......................................................4040 Advances..................................................4100 Cash Control Systems ............................4040 Cash Overages .......................................4040 Cash Receipt Journals ............................4040 Cash Register Tapes...............................4040 Cash Shortages.......................................4040 Casual Employees..............5145, 5150, 5170 Casual Employment Records.................5145 Casual Staff........................5045, 5150, 5170 Casual Time Sheets................................5150

INDEX




Catalogues....................................3000, 6040 Catalogues and Price Lists ....................3000 CDs .................................See Compact Disks Cellular Phone Systems .........................6315 Centennials.............................................1343 Central Accounting Forms.....................4030 Ceremonies / Events / Tours ..................1343 Certificates .............................................5145 Change Orders .......................................4280 Changes in Capital Assets and Amortization. 4240 Chargeback Agreements ........................4110 Charter Communities .......See Municipalities Cheque Distribution ...............................5195 Cheque Receipts.....................................5195 Cheque Requisitions ....................4167, 5150 Cheque Reversals...................................5150 Cheque Writer Reports ..........................4060 Cheques........................................4167, 5150 Chronological Files................... See Chronos Chronos..................................................1000 Deputy Minister's...............................................1275 Minister's ...........................................................1275 Cities ................................See Municipalities Claims ...........1090, 4060, 4167, 4360, 4376, 5145, 5180 Claims Files ...........................................4376 Classification Appeals ....................................................5235 Books ......................................................6175 Job ..........................................................5090 Position ....................................................5090 Records ....................................................6225 Classification Systems .................6175, 6225 Classification Tables..............................4020 Cleaning Services.....2050, 2055, 3015, 4280 Clearance Forms ....................................5150 Clearances ..............................................5145 Client Charges / Building Occupancy

Changes.....................................2050, 2055 Client Files .............................................4080 Close-Outs..............................................4400 Clothing..................................................3015 Clubs ......................................................1115

Coats of Arms ........................................1343 Codes......................................................4020 Collective Agreements...........................5230 COM ..........See Computer Output Microfilm Commendations ...........................5145, 5170 Commissioners Access to Information ........................ 1029, 1310 Conflict of Interest......................................1310 Official Languages ............................ 1310, 1329 Commissions Division....................................................1170 Federal .....................................................1155 Interdepartmental .......................................1145 Intergovernmental ......................................1155 International ..............................................1165 Non-Government Organizations ....................1145 Northwest Territories ......................... 1145, 1170 Nunavut........................................... 1155, 1170 Provincial .................................................1155 Yukon Territory .........................................1155 Commitment Authority..........................4295 Commitment Rollovers...........................4400 Commitments...........4167, 4200, 4280, 4400 Committees Cabinet.....................................................1290 Departmental .............................................1015 Deputy Minister .........................................1145 Executive Council ......................................1290 Federal .....................................................1155 Interdepartmental .......................................1145 Intergovernmental ......................................1155 International ..............................................1165 Legislative Assembly ..................................1310 Non-Governmental .....................................1145 Northwest Territories ......................... 1145, 1170 Nunavut........................................... 1155, 1170 Provincial .................................................1155 Senior Management ....................................1015 Standing ...................................................1310 Yukon Territory .........................................1155 Committees - Division of the Northwest

Territories ...........................................1170 Committees - Federal / Provincial /

Territorial ...........................................1155 Committees - Government of the Northwest

Territories ...........................................1145 Committees - International ....................1165 Committees - Other ................................1170

INDEX




Common Records Disposition Authorities..... 6225 Communication Plans ............................6080 Communications Projects ......................6080 Communications Strategies ...................6080 Communities ....................See Municipalities Community Empowerment .....................1300 Compact Disks .......................................6040 Competition Selection Standards...........5340 Competitions ..........................................5340 Complaints .............................................1100 Compliance ............................................4160 Compressed Work Weeks .......................5190 Computer Output Microfilm..................6215 Computers ..............................................6010 Disposal ...................................................3030 Equipment ................................................3020 Hardware..................................................3020 Networks ..................................................6315 Conditions of Employment ....................5170 Condolences...........................................1100 Conference Room Use..................2000, 5225 Conferences..................................1185, 6095 Conferences / Seminars / Workshops.....1185 Conferences Attended by the Department...... 1185 Conferences Organized by the Department 1185 Confirmation Letters..............................4400 Conflict of Interest .......................1310, 5145 Conflict of Interest Commissioner.........1310 Congratulations, Complaints, Greetings,

Invitations, etc.....................................1100 Constitutional Challenges ......................1305 Constitutional Development Steering

Committee ...........................................1170 Constitutional Interventions...................1305 Construction.............2020, 2050, 2055, 2105 Construction Equipment ........................3295 Consulting and Auditing Canada ...........4160 Contact Lists ..........................................6095 Contract Change Form...........................4280 Contract Employees ...............................5200

Contract Register ...................................4280 Contract Registry and Reporting System....... 4280 Contract Reports ....................................4280 Contract Summary and Commitment ....4280 Contracts................................................4280 Building .......................................... 2050, 2055 Employment..............................................5230 Land ............................................... 4280, 4285 Leases ............................................. 4369, 4372 Union.......................................................5230 Contracts $5000 and Over.....................4280 Contracts Under $5000..........................4280 Contribution Administration ..................4360 Contributions..........................................4360 Contributions-in-Kind............................4360 Controllable Assets ................................3030 Copyright ...........................1255, 6010, 6080 Cornerstones ..........................................1343 Correspondence Agencies...................................................1225 Agreements ...................................... 1080, 1085 Appreciation..............................................1100 Assistant Deputy Minister's ..........................1275 Bands.......................................................1230 Boards......................................................1225 Chronos....................................................1000 Cities .......................................................1230 Communities .............................................1230 Complaints................................................1100 Councils ...................................................1225 Departments ..............................................1225 Deputy Minister's .......................................1275 Federal .....................................................1210 Foreign Governments..................................1200 Greetings ..................................................1100 Hamlets ....................................................1230 Headquarters .............................................1344 International Organizations ..........................1200 Invitations.................................................1100 Legislation ....................................... 1040, 1045 Minister's ..................................................1275 Municipalities............................................1230 Non-Government Organizations ....................1230 Nunavut....................................................1210 Provincial .................................................1210 Regions ....................................................1344 Regulations ...................................... 1040, 1045

INDEX




Correspondence, cont. Settlements ...............................................1230 Towns ......................................................1230 Yukon Territory .........................................1210 Correspondence Management ...............6215 Cost Recoveries .....................................4360 Cost Sharing Agreements.......................4110 Councils Division....................................................1170 Federal .....................................................1155 Intergovernmental ......................................1155 International ..............................................1165 Northwest Territories ......................... 1145, 1170 Nunavut........................................... 1155, 1170 Provincial ........................................ 1155, 1225 Yukon Territory .........................................1155 Counseling .............................................5180 Counter Receipts....................................4040 Couriers..................................................1320 Courses...................................................5205 Court Actions .........................................1305 Court Cases ............................................1305 Court Garnishees....................................5150 Court Orders.................................1305, 4355 Courtesy Letters .....................................1100 Creation of a New Western Territory ....1280 Creation of Nunavut...............................1280 Credit Cards ...........................................4060 Crests............................................1343, 3000 Criminal Records Checks ......................5145 Crown Corporations........... See Departments Agreements ...............................................4110 Correspondence .........................................1225 CRRS ............................................................. See Contract Registry and Reporting

System Currency.................................................4165 Current Expenditure Refunds ................4167 Customs Taxes .......................................4380

D Daily Cash..............................................4040 Daily Reports .........................................4167 Damage ....................2020, 2050, 2055, 3295

Data Archiving.......................................6010 Data Communications............................6315 Data Management ..................................6010 Data Recovery........................................6010 Databases ...............................................6010 Day Timers.............................................1000 DCN ..See Digital Communication Networks Death Benefits..............................5065, 5150 Death Certificates...................................5145 Debit Cards ............................................4040 Decision Papers / Options Papers .........1290 Decisions Cabinet.....................................................1290 Executive Council ......................................1290 Financial Management Board .......................4325 Deductions ...............5145, 5150, 5190, 5195 Deferred Salary Deductions...................5150 Deferred Salary Leave ...........................5150 Deferred Salary Leave - Hay Plan.........5065 Deh Cho Region .....................................1344 Delegations of Authority ........................4295 Demands ................................................4355 Dental Benefits.......................................5065 Dental Insurance..........................5065, 5145 Department / Division Strategic Planning /

Organization / Reorganization ...........1025 Department Information Systems and

Support ................................................6010 Department Specific Forms ...................4030 Department Specific Legislation /

Regulations .........................................1040 Department Specific Records Disposition

Authorities...........................................6225 Departmental Communications Plans ...6080 Departmental Contract Register............4280 Departmental Meetings..........................1015 Departmental Senior Management Meetings 1015 Departments Accountable Forms.....................................4030 Correspondence .........................................1225 Deputy Minister .........................................1275 Legislation ................................................1040 Meetings...................................................1015

INDEX




Departments, cont. Minister....................................................1275 Organization..............................................1025 Planning ...................................................1025 Records Classification Systems .....................6225 Regulations ...............................................1040 Deposits..................................................4165 Deputy Head Chronos............................1275 Deputy Minister Briefings...................................................1275 Chronos....................................................1275 Correspondence .........................................1275 Issues.......................................................1275 Meetings.......................................... 1015, 1145 Deputy Minister Committees..................1145 Description Tables .................................4020 Design ..........................................2050, 2055 Destructions ...........................................6255 Development Employee ........................................ 5145, 5205 Land ........................................................2085 Development and Maintenance..............2085 Diaries ....................................................1000 Diesel .....................................................3190 Differentials ...........................................5195 Digital Communications Networks ........6315 Digital Photographs ...............................6080 Diners Club Cards..................................4060 Direct Appointments..............................5200 Direct Deposit ........................................5195 Direct Deposit Forms.............................5150 Direct Recruitment.................................5200 Directives Financial Management Board .......................4325 Payment ...................................................4360 Directorate .............................................1275 Directories Building ...................................................2000 Telephone .................................................6315 Directors Meetings...................................................1015 Disability Benefits .................................5065 Disability Insurance...............................5065 Disability Leave .....................................5170 Disaster Plans ..............................1285, 6010 Disaster Recovery ........................1285, 6010

Disasters.......................................1285, 6010 Discipline / Grievances / Appeals..........5235 Discovery ...............................................1305 Dismissals ..............................................5235 Displaced Employees.............................5200 Displays..................................................6080 Disposal Assets ......................................................3030 Buildings ..................................................2050 Firearms ...................................................3150 Garbage..............................................................2110 Goods ......................................................3030 Hazardous Waste ...............................................2110 Land ........................................................2080 Records ....................................................6255 Disposal and Surplus .............................3030 Disputes........................................1305, 5235 Distribution Firearms ...................................................3150 Fuel .........................................................3190 Furniture...................................................3200 Goods ......................................................3000 Industrial Equipment...................................3005 Industrial Supplies ......................................3005 Institutional Equipment ...............................3015 Institutional Supplies...................................3015 Office Equipment .......................................3020 Office Supplies ..........................................3020 Petroleum .................................................3190 Publications...............................................6040 Division of the Northwest Territories ....1280 Committees ...............................................1170 Division Review Committee ...................1170 Document Management .........................6215 Donny Days ...........................................5190 Doubtful Accounts .................................4080 Drivers License Number ........................5145 Driveways ..............................................2085 DSS-2000.....................................5145, 5150 DSS-2013...............................................5145 DSS-2108...............................................5145 Dues .......................................................1115 Duty Travel ............................................4060

INDEX




E EAP........See Employee Assistance Program Early Closing .........................................5190 Earnings .......................................5150, 5190 Earthquakes............................................1285 Easements ..............................................2080 Eating Facilities .................2020, 2050, 2055 Education Authorities ................. See Boards Education Claims ...................................4167 Education Leave...........................5145, 5205 Elections.................................................5190 Electrical Utilities ..................................2110 Electronic Mail............................................... See Appropriate Subject Primary in ARCS

or ORCS Electronic Mail Systems.........................6315 Electronic Records / Document

Management........................................6215 Electronic Storage Media...3020, 6010, 6315 Electronically Produced Forms .............4030 E-Mail ............................................................ See Appropriate Subject Primary in ARCS

or ORCS E-Mail Systems See Electronic Mail Systems Emblems / Pins / Flags / Pennants ........1343 Emergencies...........................................1285 Emergency Evacuation Procedures .......1285 Emergency Funding ...............................4200 Emergency Services / Disaster Planning1285 Employee Assistance Program ..............5180 Employee Award Programs ...................5170 Employee Claims ...................................4060 Employee Housing.................................2020 Employee Orientation ............................5205 Employee Pay Files................................5150 Employee Pay Records ..........................5150 Employee Personnel / Benefit Records ..4145 Employee Travel....................................4060 Employment / Pension Status ................5150 Employment Applications .....................5340 Employment Equity Programs / Reports5200 Employment Insurance...........................5065

Employment Letter ......................5145, 5340 Employment Report ...............................4280 Employment Status ................................5150 EnRoute Cards .......................................4060 Entertainment Allowances .....................4365 Entitlements ...........................................4327 Entries ....................................................4167 Environmental Controls.........................2110 Equipment Computer..................................................3020 Disposal ...................................................3030 Industrial ..................................................3005 Institutional ...............................................3015 Office ......................................................3020 Surplus.....................................................3030 Equipment and Supplies.........................3000 Equipment and Supplies - General ........3000 Equipment and Supplies - Industrial......3005 Equipment and Supplies - Institutional..3015 Equipment and Supplies - Office............3020 Equipment Loans ...................................3000 Essential / Vital Records ........................6215 Essential Services...................................5225 Essential Workers ..................................5225 Establishment Reports ...........................5200 Estimates ................................................4200 Staffing ....................................................5200 Evacuations ............................................1285 Evaluation Summary..............................4280 Evaluation Teams...................................4280 Evaluations Computer..................................................6010 Course......................................................5205 Financial Management Board .......................4325 Performance ..............................................5145 Program....................................................1025 Events.....................................................1343 Examinations..........................................1305 Exchange of Information Agencies...................................................1225 Alberta .....................................................1210 Bands.......................................................1230 Boards......................................................1225 British Columbia ........................................1210 Cities .......................................................1230 Departments ..............................................1225

INDEX




Exchange of Information, cont. Federal .....................................................1210 Hamlets ....................................................1230 International ..............................................1200 Manitoba ..................................................1210 Municipalities............................................1230 New Brunswick .........................................1210 Newfoundland and Labrador.........................1210 Non-Governmental Organizations..................1230 Northwest Territories ..................................1225 Nova Scotia...............................................1210 Nunavut....................................................1210 Ontario.....................................................1210 Prince Edward Island ..................................1210 Provincial .................................................1210 Quebec.....................................................1210 Saskatchewan ............................................1210 Settlements ...............................................1230 Towns ......................................................1230 Yukon Territory .........................................1210 Exchanges ..............................................5200 Excise Taxes ..........................................4380 Excluded Employees....................5225, 5235 Exclusions ..............................................5225 Executive Council ..................................1290 Exemptions ............................................4380 Exhibitions .............................................6080 Exhibits ..................................................6080 Expansions .........................2020, 2050, 2055 Expenditure Refunds..............................4167 Expenditure Reports...............................4367 Expense Claims............................4110, 4167 Expense Lease Administration ...............4369 Expense Leases ......................................4369 Expenses ............................4167, 4327, 4369 Extranet ..................................................6098

F Facilities...................2000, 2020, 2050, 2055 Facsimile Machines ...............................3020 Fairs........................................................6080 FAX Machines ........See Facsimile Machines Federal Agreements ...................................... 1080, 4110 Audits ......................................................4160

Federal, cont. Committees ...............................................1155 Correspondence .........................................1210 Legislation ................................................1045 Regulations ...............................................1045 Federal Financial Debt Agreements.......4360 Federal Government ..............................1210 Federally Funded Agreements ...............4110 Federations.............................................1115 Fees ........................................................1115 Fences ....................................................2085 Ferries ....................................................3295 Festivals .................................................5190 File Charge-in/Charge-Out ...................6225 File Folders ............................................3020 File Lists.................................................6225 File System Conversion Projects ...........6225 File Tracking..........................................6225 Films ......................................................6040 Final Agreements ................. See Agreements Final Pay Statement ...............................5150 Finance - General ..................................4000 Financial Agreements ............................4110 Financial Debt Agreements....................4360 Financial Information System Batches ....................................................4167 Classification Tables ...................................4020 Reports.....................................................4367 Financial Management Board ................4325 Financial Management Board Submissions4325 Financial Source Documents .................4167 Financial Statements..............................4375 Associations ..............................................1115 Clubs .......................................................1115 Federations ...............................................1115 Foundations...............................................1115 Inventory Funds .........................................4375 Leagues ....................................................1115 Loan Funds ...............................................4375 Orders ......................................................1115 Professional Associations.............................1115 Revolving Funds ........................................4375 Societies ...................................................1115 Financial System Codes.........................4020 Financial Transactions ..........................4167 Financial Transactions - Non-FIS .........4167

INDEX




Fire Prevention...................1285, 2050, 2055 Fire Suppression Systems ............2050, 2055 Firearms.......................................3150, 5145 First Aid .......................................6015, 5180 FIS See Financial Information System Fixed Assets ...........................................3030 Flags.............................................1343, 3000 Flex Time ..........................See Flexible Time Flexible Time .........................................5190 Floods.................................1285, 2050, 2055 Floor Plans .........................2020, 2050, 2055 FMB ........See Financial Management Board FMB Orders and Directives...................4325 FMB Submissions and Approvals ..........4325 Follow-up Reports .................................4360 Foods......................................................3015 Forecasts ................................................4240 Staffing ....................................................5200 Foreign Currency Accounts ...................4165 Forgiveness and Remission Accounts ....4080 Forms Accountable ..............................................4030 Acquisition ...............................................3247 Attendance....................................... 5145, 5170 Clearance..................................................5150 Contracts ..................................................4280 Design......................................................6215 Design......................................................6215 Financial...................................................4030 Income Tax ...............................................5150 Inventories ....................................... 3030, 4030 Leave.......................................................5145 Management..............................................6215 Numbered .................................................4030 Overtime ..................................................5150 Tender......................................................4280 Forms Management ...............................6215 Fort Smith Region....See South Slave Region Foundations............................................1115 Fraud ......................................................4160 Free Balance Reports .............................4367 Freedom of Information................................. See Access to Information Freight / Courier Services .....................1320 Frequency Licenses................................6315

Fuels.......................................................3190 Fuels - Heating ......................................3190 Fuels - Motor .........................................3190 Fuels - Other ..........................................3190 Functions................................................1025 Fund Raising ................................5150, 5195 Funding ..................................................4360 Funding Compliance..............................4160 Funding Reviews ...................................4160 Funds......................................................4375 Furnishings.............................................3200 Furniture / Furnishings..........................3200 Furniture and Furnishings.....................3200

G

Garbage Disposal ..................................2110 Garnishees ...................................4355, 5150 Garnishees and Other Third Party Demands ..........................................................4355 Gas Cards ...............................................4060 Gas Systems ...........................................2110 Gas Utilities ...........................................2110 Gasoline .................................................3190 General .................................................... -01 General Ledger Reconciliations ............4020 Year End ..................................................4400 General Ledger Reports .........................4367 General Ledger Tables...........................4020 Generic Job Descriptions .......................5090 Geographic Tracking of Expenditure

Reports ................................................4367 Gifts........................................................1343 GNWT Contract Registry and Reporting

SystemSee Contract Registry and Reporting System GNWT Systems.......................................6010 Goods and Services Tax.........................4380 Government Initiatives...........................1300 Government of Nunavut Notices of

Destruction..........................................6255 Grant Administration .............................4360 Grant Calculations ................................4400 Grants, Contributions and Claims .........4360

INDEX




Grants-in-Kind .............................4360, 4380 Grants-in-Lieu........................................4360 Greeting Cards .......................................1100 Greetings ................................................1100 Grievances..............................................5235 Grounds Maintenance ............................2085 Grounds Keeping ...................................2085 Group Life Insurance .............................5065 Groups Division....................................................1170 Employee .................................................5225 Federal .....................................................1155 Intergovernmental ......................................1155 International ..............................................1155 Northwest Territories ......................... 1145, 1170 Nunavut........................................... 1155, 1170 Provincial .................................................1155 Yukon Territory .........................................1155 GSMIP..................................................5145 GSN Tables............................................4020 GST.................. See Goods and Services Tax Guarantees................3005, 3015, 3020, 3295 Guns .......................................................3150

H Hamlets ............................See Municipalities Handouts Conferences ..............................................1185 Meetings..................1015, 1145, 1155, 1165, 1170 Seminars...................................................1185 Symposiums..............................................1185 Workshops................................................1185 Harassment...................................5170, 5235 Harmonized Sales Taxes........................4380 Hay Plan.............................5065, 5090, 5235 Hazardous Materials ....................1285, 5180 Hazardous Material Disposal................2110 Heads of State ..............................1343, 6095 Health.....................................................5180 Health and Safety ...................................5180 Health Authorities....................... See Boards Health Boards.............................. See Boards Health Care Plan / Medical Insurance ..5065 Heating Fuel...........................................3190

Heating Systems.....................................2110 Helicopters .............................................3295 Help Desk...............................................6010 Hiring .....................................................5340 Holidays .........1100, 5065, 5145, 5150, 5170 Honoraria ..............................................4327 Honorariums ..........................................4327 Honours....................5145, 5170, 5205, 6080 Hospitality..............................................4365 Hospitality Approvals / Rejections.........4365 Hours of Work...............................5190 5235 Housing - Employee / Student................2020 HST................. See Harmonized Sales Taxes Human Resources - Administration .......5170 Human Resources - General ..................5000 Human Resources Planning...................5200 Human Rights ..............................5170, 5200 Human Rights Issues..............................5170 Humidity Controls .................................2110

I Identification Cards................................5145 ILL ............................ See Interlibrary Loans Imaging ..................................................6215 Imaging Equipment................................3020 Imprest Accounts ...................................4165 Inaugurations..........................................1343 Income Tax Forms .................................5150 Incoming Cash Registers .......................4040 Incoming Daily Cash .............................4040 Individual Agreements ...........................1080 Individual Associations, Clubs, Societies,

etc. .......................................................1115 Individual GNWT Departments, Boards,

Agencies, Councils, etc. .....................1225 Industrial Equipment .............................3005 Industrial Supplies .................................3005 Information .................................................... See Access to Information / Protection of

Privacy Information Exchange - Federal / Provincial

/ Yukon / Nunavut................................1210

INDEX




Information Exchange - Government of the Northwest Territories..........................1225

Information Exchange - International ...1200 Information Exchange - Non-GNWT

Organizations......................................1230 Information Items Departmental Meetings................................1015 Departmental Senior Management Meetings....1015 Interdepartmental Committees ......................1145 Non-Government Organizations ....................1145 Staff Meetings ...........................................1015 Working Groups................................ 1015, 1145 Information Services - General..............6003 Information Systems ..............................6010 Information Systems Documentation ....6010 Information Systems Maintenance .........6010 Information Systems Planning ...............6010 Information Systems Projects ................6010 Information Systems Standards .............6010 Infrastructure Plans ......................4200, 4240 Initiatives................................................1300 Initiatives - Other ...................................1300 Injuries .........................................5065, 5180 Inquiries .................................................6080 Insignia...................................................1343 Inspection Reports .................................2050 Institutional Equipment..........................3015 Institutional Supplies .............................3015 Insurable Asset Lists ..............................4376 Insurance ................................................4376 Accidental Death or Dismemberment .............5065 Dental ......................................................5065 Disability ..................................................5065 Employment..............................................5065 Group Life ................................................5065 Health ......................................................5065 Medical ....................................................5065 Vehicle.....................................................3295 Intellectual Property ..............................1255 Interdepartmental Agreements See Agreements Interdepartmental Committees...............1145 Interdepartmental Mail...........................1320 Intergovernmental Committees ..............1155 Interim Agreements ............. See Agreements

Interim Appropriations...........................4200 Interlibrary Loans ..................................6175 Internal Audits / Reviews .......................4160 Internal Budget Transfers ......................4200 Internal Control Reviews .......................4160 Internal Mail...........................................1320 Internal Newsletters ...............................6040 Internal Publications ..............................6040 Internal Reviews ....................................4160 International Committees ...............................................1165 Correspondence .........................................1200 International Committees.......................1165 International Governments / Organizations .. 1200 International Standard Book Numbers...6040 International Standard Music Numbers .6040 International Standard Numbers ...........6040 International Standard Serial Numbers..6040 Internet ...................................................6098 Internet Systems .....................................6315 Interns ....................................................5205 Interpretations ........................................5230 Interrogations .........................................1305 Interview Formats ..................................5340 Interview Questions ...............................5340 Interviews.....................................5340, 6095 Intranet ...................................................6098 Inuvik / Beaufort Delta Region ..............1344 Inventories......3030, 3295, 4030, 4376, 6225 Inventory Control Logs ..........................4030 Inventory Funds .....................................4375 Investigations / Fraud ............................4160 Invitations ..............................................1100 Invoices ........................................4060, 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.............................................1275

INDEX




Itineraries ...............................................1343

J Janitorial Services .............2050, 2055, 4280 Janitorial Supplies..................................3015 JEPS .................... See Joint Equal Pay Study Job Classification...................................5090 Job Competitions ...................................5340 Job Descriptions...........................5090, 5145 Job Enrichment ......................................5200 Job Evaluation .........5090, 5145, 5200, 5205 Job Evaluation Studies / Reports ...........5090 Job Exchanges........................................5200 Job Offers...............................................5145 Job Reclassification ...............................5090 Job Rotation ...........................................5200 Job Sharing ............................................5190 Joint Equal Pay Study ............................5200 Journal Entry Code Tables.....................4020 Journal Vouchers ...................................4167 Judgments ..............................................1305

K Kayaks....................................................3295 Keewatin Region ....................................1344 Key Control Lists...................................1390 Kitchen Equipment ................................3015 Kitchen Facilities ...............2050, 2055, 3015 Kitikmeot Region....................................1344

L Laboratory Equipment ...........................3015 Laboratory Facilities ..........2050, 2055, 3015 Laboratory Supplies ...............................3015 Labour Board Demands .........................4355 Labour Disputes .....................................5235 Labour Disruptions ................................5225 Labour Relations - Administration ........5225 Labour Relations - Collective Agreements .... 5230

Labour Relations - Discipline / Disputes....... 5235 LAN ......................See Local Area Networks Land .............................................2080, 2085 Land Acquisitions ..................................2080 Land Appraisals .....................................2080 Land Claims ...........................................1090 Land Claims / Settlement Agreements ...1090 Land Concessions ..................................2080 Land Disposals.......................................2080 Land Settlements....................................1090 Land-Clearing Equipment......................3295 Lands - Acquisition and Disposal ..........2080 Lands - Development and Maintenance 2085 Landscaping ...........................................2085 Language Commissioner - Orders /

Recommendations ...............................1320 Languages ..............................................1329 Laundry Equipment ...............................3015 Lawsuits .................................................1305 Layoffs .................................See Separations LCAs............See Local Contract Authorities Leagues ..................................................1115 Leases...........................................4369, 4372 Buildings ......................................... 2050, 2055 Land ........................................................2080 Vehicle.....................................................3295 Leases - Expense ....................................4369 Leases - Revenue....................................4372 Leave........................5065, 5145, 5170, 5235 Leave / Attendance ................................5170 Leave Forms.................................5145, 5170 Leave Payouts ........................................5150 Leave Summaries...................................5145 Leave Without Pay.................................5145 Lectures..................................................6080 Legal Actions .........................................1302 Legal Advice..........................................1305 Legal Challenges....................................1305 Legal Matters .........................................1305 Legal Opinions.......................................1305 Legislation Alberta .....................................................1045 British Columbia ........................................1045

INDEX




Legislation, cont. By-Laws...................................................1055 Canada .....................................................1045 Department ...............................................1040 Federal .....................................................1045 Manitoba ..................................................1045 Municipalities............................................1055 New Brunswick .........................................1045 Newfoundland and Labrador.........................1045 Northwest Territories ..................................1040 Nova Scotia...............................................1045 Nunavut....................................................1045 Ontario.....................................................1045 Prince Edward Island ..................................1045 Quebec.....................................................1045 Resolutions ...............................................1055 Saskatchewan ............................................1045 Yukon Territory .........................................1045 Legislative Assembly ..............................1310 Letters Acceptance ...............................................5145 Agencies...................................................1225 Appreciation..............................................1100 Bands.......................................................1230 Boards......................................................1225 Budget .....................................................4240 Call .........................................................4240 Cities .......................................................1230 Communities .............................................1230 Complaint .................................................1100 Condolence ...............................................1100 Councils ...................................................1225 Departments ..............................................1225 Employment..................................... 5145, 5340 Federal Correspondence...............................1210 Hamlets ....................................................1230 International Correspondence .......................1200 Municipalities............................................1230 Non-GNWT Organizations...........................1230 Nunavut Correspondence .............................1210 Of Understanding .......................................5230 Provincial Correspondence...........................1210 Representation ...........................................4400 Resignation ...............................................5145 Settlements ...............................................1230 Towns ......................................................1230 Yukon Territory Correspondence...................1210 Letters of Offer ......................................5340 Liaison Agencies...................................................1225

Liaison, cont. Alberta .....................................................1210 Bands.......................................................1230 Boards......................................................1225 British Columbia ........................................1225 Cities .......................................................1230 Departments ..............................................1225 Federal .....................................................1210 Hamlets ....................................................1230 International ..............................................1200 Manitoba ..................................................1210 Municipalities............................................1230 New Brunswick .........................................1210 Newfoundland and Labrador.........................1210 Non-Government Organizations ....................1230 Northwest Territories ..................................1225 Nova Scotia...............................................1210 Nunavut....................................................1210 Ontario.....................................................1210 Prince Edward Island ..................................1210 Provinces..................................................1210 Quebec.....................................................1210 Saskatchewan ............................................1210 Settlements ...............................................1230 Towns ......................................................1230 Yukon Territory .........................................1210 Libraries .................................................6175 Library Catalogue System / Automated

Systems ................................................6175 Library Promotional Materials..............6175 Library Reports and Statistics ...............6175 Library Services .....................................6175 Licenses..................................................1315 Crown Land ..............................................2080 Firearms ...................................................3150 Private Land..............................................2080 Radio .......................................................6315 Vehicle.....................................................3295 Licenses / Permits ..................................1315 Licenses and Permits .............................1315 Licensing ......................................2050, 6010 Lieu Time ...............................................5190 Life Insurance ........................................5065 Lighting and Electrical Systems.............2110 Lists Assets ............................................. 3030, 4376 Distribution...............................................6040 File..........................................................6225

INDEX




Lists, cont. Forms ......................................................4030 Insurable Assets .........................................4376 Inventories ................................................3030 Media ......................................................6095 Publication................................................6040 Records ....................................................6225 Litigation................................................1305 Loan Funds.............................................4375 Loans Equipment ................................................3000 Library Materials........................................6175 Vehicles ...................................................3295 Local Area Networks .............................6315 Local Contract Authorities...........4030, 4167 Location Lists.........................................2000 Lockouts.................................................5225 Logos......................................................1255 Logs Accountable Forms.....................................4030 Batch Control ............................................4167 Financial Forms .........................................4030 Mail.........................................................1320 Telephone .................................................6315 Long Service Awards...................5145, 5170 Long Term Disability.............................5065 Losses.....................................................4376 Lunch Rooms .........................................2020 LWOP ...................... See Leave Without Pay

M Magazines ..............................................6040 Mail Logs ...............................................1320 Mail, Freight and Courier Services .......1320 Main Estimates.......................................4200 Maintenance Buildings ......................................... 2050, 2055 Equipment .......................3000, 3005, 3015, 3020 Facilities.......................................... 2050, 2055 Furniture...................................................3200 Industrial Equipment...................................3005 Institutional Equipment ...............................3015 Land ........................................................2085 Office Equipment .......................................3020 Supplies....................................................3000 Vehicles ...................................................3295

Maintenance / Minor Repairs ......2050, 2055 Maintenance Enforcement .....................4355 Maintenance Orders ...............................5150 MAN ..............See Municipal Area Networks Management of Risk ..............................4376 Management Studies and Surveys..........1025 Mandate..................................................1025 Mandatory Leave ...................................5190 Manitoba Agreements ...................................... 1080, 4110 Committees ...............................................1155 Correspondence .........................................1210 Legislation ................................................1045 Regulations ...............................................1045 Manuals........................................6010, 6040 Market Supplements / Signing Bonuses .5195 Marriage Certificates .............................5145 MasterCard.............................................4060 Maternity Benefits ..................................5065 Mechanical Systems...............................2050 Media Inquiries ......................................6095 Media Monitoring ..................................6095 Media Relations .....................................6095 Media Relations Files ............................6080 Media Releases ......................................6095 Medical Benefits ....................................5065 Medical Equipment................................3015 Medical Insurance........................5065, 5145 Meeting Rooms......................................2000 Meetings .................................................1015 Assistant Deputy Ministers...........................1015 Associations ..............................................1115 Clubs .......................................................1115 Committees ...................................... 1015, 1145 Departmental .............................................1015 Deputy Ministers............................... 1015, 1145 Directors...................................................1015 Division....................................................1170 Federal .....................................................1155 Federations ...............................................1115 Foundations...............................................1115 Interdepartmental .......................................1145 Intergovernmental ......................................1155 Leagues ....................................................1115 Non-Government Organizations ....................1145 Nunavut........................................... 1155, 1170

INDEX




Meetings, cont. Orders ......................................................1115 Presidents .................................................1015 Professional Associations.............................1115 Provincial .................................................1155 Regional Superintendents.............................1015 Senior Management ....................................1015 Societies ...................................................1115 Staff.........................................................1015 Union.......................................................5225 Working Groups................................ 1015, 1145 Yukon Territory .........................................1155 Memberships..........................................1115 Memoranda of Understanding ....................... See Agreements Merit Awards ...............................5145, 5170 Merit Increases ......................................5195 Merit Pay......................................5150, 5190 Micrographic Equipment .......................3020 Micrographics / Imaging .......................6215 Minister Briefings...................................................1275 Cabinet.....................................................1290 Chronos....................................................1275 Correspondence .........................................1275 Executive Council ......................................1290 Speeches...................................................1275 Tours .......................................................1343 Ministerial Chronos ...............................1275 Minister's Speeches ................................1275 Minor Repairs ..............................2050, 2055 Minutes Associations ..............................................1115 Clubs .......................................................1115 Committees ...................................... 1015, 1145 Conferences ..............................................1185 Departmental Meetings................................1015 Departmental Senior Management Meetings....1015 Division....................................................1170 Federal Committees ....................................1155 Federal Meetings........................................1155 Interdepartmental Committees ......................1145 Intergovernmental Committees .....................1155 International Committees .............................1165 International Meetings.................................1165 Non-Government Organizations ....................1145 Nunavut Committees.......................... 1155, 1170 Nunavut Meetings ......................................1155 Provincial Committees ................................1155

Minutes, cont. Provincial Meetings ....................................1155 Seminars...................................................1185 Societies ...................................................1115 Staff Meetings ...........................................1015 Symposiums..............................................1185 Working Groups................................ 1015, 1145 Workshops................................................1185 Yukon Territory Committees ........................1155 Yukon Territory Meetings............................1155 Mobile Systems......................................6315 Month-end Summaries...........................4167 Monthly Personnel Reports / Statistics ..5318 Monthly Reports ....................................1350 Accounts Payable .......................................4060 Accounts Receivable...................................4080 Aged........................................................4080 Financial...................................................4367 Human Resources.......................................5318 Motor Vehicles.......................................3295 Multi-Media Packages ...........................6040 Municipal Area Networks......................6315 Municipalities Agreements ...................................... 1097, 4110 By-Laws...................................................1055 Resolutions ...............................................1055

N Needs Assessments ................................6010 Negatives................................................6080 Negotiated Contract Authorizations ......4280 Negotiated Contracts..............................4280 Negotiations ..1080, 1085, 1090, 1097, 4110, 5230 New Acquisitions....................................6175 New Brunswick Agreements ...................................... 1080, 4110 Committees ...............................................1155 Correspondence .........................................1210 Legislation ................................................1045 Regulations ...............................................1045 New Hires ..............................................5150 Newfoundland and Labrador Agreements ...................................... 1080, 4110 Committees ...............................................1155 Correspondence .........................................1210

INDEX




Newfoundland and Labrador, cont. Legislation ................................................1045 Regulations ...............................................1045 News Conferences .................................6095 Newsletters.............................................6040 Newspapers ..................................6095, 6175 Non-Financial Accountable Forms........4030 Non-GNWT Organizations - Other........1230 Non-Government Organizations Committees ...............................................1145 Correspondence .........................................1230 Meetings...................................................1145 Non-Standard Hours ..............................5190 Non-Sufficient Funds Cheques ..............4167 North Slave Region ................................1344 Northern Allowance ...............................5065 Northwest Territories Archives..............6255 Northwest Territories Teachers' Association. 5225, 5230, 5235 Notes ......................................................1275 Not-for-Profit ................................................. See Non-Government Organizations Notice of Contributory Status ................5145 Notices Meetings..................1015, 1145, 1155, 1165, 1170 Motions....................................................1305 Originating................................................1305 Promotions................................................5145 Nova Scotia Agreements ...................................... 1080, 4110 Committees ...............................................1155 Correspondence .........................................1210 Legislation ................................................1045 Regulations ...............................................1045 NSF Cheques ................................................. See Non-Sufficient Funds Cheques Numbered Forms ...................................4030 Nunavut Agreements ...................................... 1080, 4110 Committees ...................................... 1155, 1170 Correspondence .........................................1210 Creation....................................................1170 Division........................................... 1170, 1280 Legislation ................................................1045 Records ....................................................6255 Regulations ...............................................1045

Nunavut Implementation Committee......1170 NWT 1125 ...................See Purchase Orders NWT 1512 .................See Tender Addendum NWT 1513 ..................................................... See Contract Summary and Commitment NWT 1980 ..................................................... See Tender / Contract Data Form NWT 2116 ..................................................... See Balance of Leave Credit Forms NWT 2529 ..................................................... See Universal Service Tender / Contract NWT 3413 ....... See Requests for Quotations NWT 3941 ..................................................... See Requests for Tenders – Goods NWT 4162 .............. See Employment Report NWT 4445 See Requests for Tenders / Contract -

Aircraft Services NWT 6518 ........ See Contract Change Form NWT Agreements ...................................1085 NWT Government Acts and Regulations1040 NWTTA ......................................................... See Northwest Territories Teachers

Association NWTTA Collective Agreements..............5230

O O&M Main Estimates ............................4200 O&M Manuals .......................................2050 Oaths of Office.......................................5145 Objectives ..............................................1025 Occupational Health and Safety ............5180 Offers of Employment ...........................5145 Offers of Space .......................................2020 Office Equipment ...................................3020 Office Space...........................................2020 Office Supplies .......................................3020 Official Languages.................................1329 Official Languages Commissioner1310, 1329 Off-Road Vehicles .................................3295 OHS......See Occupational Health and Safety On Demand Reports...............................4367

INDEX




One-Time Contributions ........................4360 One-Time Records Schedules................6225 One-Time Reports..................................1350 Online Public Access Catalogues ..........6175 Ontario Agreements ...................................... 1080, 4110 Committees ...............................................1155 Correspondence .........................................1210 Legislation ................................................1045 Regulations ...............................................1045 OPAC.See Online Public Access Catalogues Operating Standards...............................3295 Operational Records Classification Systems . 6225 Operations and Maintenance Main Estimates ..........................................................4200 Operations and Maintenance Manuals...2050 Opinions.................................................1305 Optical Disks..........................................3020 Options Papers .......................................1290 Oral and Written Questions ...................1310 Oral Returns ...........................................1310 ORCS ............................................................. See Operational Records Classification

Systems Orders Access to Information Commissioner .............1029 Financial Management Board .......................4325 Membership ..............................................1115 Official Languages Commissioner .................1329 Purchase ...................................................4167 Organization...........................................1025 Charts ......................................................1025 Reorganization...........................................1025 Organization Charts ..............................5090 Orientation Programs .............................5205 Other Benefits / Services ........................5065 Other Emerging Technologies ...............6215 Other Federal Auditors..........................4160 Other Personnel Reports / Statistics ......5318 Other Reports - Special, One-Time, Etc.1350 Other Unions / Associations ..................5225 Outside Employment .............................5145 Overages ................................................4040 Overdues ................................................6175

Overtime ............................5190, 5195, 5235 Overtime Authorizations ........................5190 Overtime Pay Schedules ........................5195 Overtime Sheets .....................................5150

P P3 See Public Private Partnerships PAC............... See Public Access Catalogues Packing Slips..........................................4167 Pagers.....................................................3020 Pamphlets...............................................6040 Panels Division....................................................1170 Federal .....................................................1155 Intergovernmental ......................................1155 International ..............................................1165 Northwest Territories ......................... 1145, 1170 Nunavut........................................... 1155, 1170 Provincial .................................................1155 Yukon Territory .........................................1155 Parking Area Project Files ....................2105 Parking Areas ........................................2105 Maintenance..............................................2085 Parking Facilities...................................2105 Parking Permits......................................2105 Parking Spaces .......................................2105 Participation Lists ..................................1185 Passes .....................................................1390 Passports ................................................5145 Pay / Salaries / Wages ...........................5195 Pay Adjustments ....................................5195 Pay Equity..............................................5200 Pay Files.................................................5150 Pay Records ...........................................5150 Payables .............................4060, 4167, 4369 Payment Authority .................................4395 Payment Directives ................................4360 Payment Reports ....................................4060 Payment Vouchers .................................4167 Payroll Distribution Reports..................5195 Pennants .......................................1343, 3000 Pens ........................................................3020 Pension Status ........................................5150

INDEX




Pensions / Superannuation ....................5065 Performance Appraisals ...............5145, 5170 Performance Evaluations .......................5145 Performance Measurement ..........1025, 4160 Performance Reviews ............................5145 Periodicals....................................6040, 6175 Permanent Returns .................................6255 Permits ...................................................1315 Firearms .......................................... 3150, 5145 Parking.....................................................2105 Vehicle.....................................................3295 Personal Expense Claims.............4110, 4167 Personal Information....................1027, 5145 Personal Service Contracts ....................4280 Personnel File.........................................5145 Personnel Reports ..................................5318 Personnel Security .................................1390 Personnel Statistics ................................5318 Petroleum ...............................................3190 Petty Cash ..............................................4100 Photocopiers...........................................3020 Photographic Equipment........................3020 Photographs ...........................................6080 PI/API for New Hires.............................5150 Pins.........................................................1343 Planning .................................................1025 Budget .....................................................4240 Buildings ......................................... 2050, 2055 Business ...................................................4240 Capital Acquisitions....................................4240 Division of Northwest Territories ..................1280 Human Resources.......................................5200 Information Systems ...................................6010 Organization..............................................1025 Strategic ...................................................1025 Work .......................................................1025 Planning and Organization....................1025 Planning for Division.............................1280 Plans Business ...................................................4240 Business Continuity ....................................6010 Capital Acquisitions....................................4240 Departmental .............................................1025 Disaster ........................................... 1285, 6010 Emergencies..................................... 1285, 6010 Expansion .................................................2020

Plans, cont. Floor....................................... 2020, 2050, 2055 Program....................................................1025 Strategic ...................................................1025 Vital Records.............................................6215 Work .......................................................1025 Plotters ...................................................3020 Plumbing ................................................2110 Policy and Procedures ............................. -00 Polls........................................................6095 Position Classification ...........................5090 Position Histories ...................................5090 Position Lists..........................................5200 Position Reclassification........................5090 Positions - Standards and Guidelines....5090 Postal Rates............................................1320 Postal Services .......................................1320 Posters ....................................................6080 Presentations ................................1185, 1275 Preservation / Binding ...........................6175 Press Conferences ..................................6095 Press Releases ........................................6095 Prevention Accident ...................................................5180 Disaster ........................................... 1285, 6010 Fire......................................... 2020, 2050, 2055 Price Lists...............................................3000 Prince Edward Island Agreements ...................................... 1080, 4110 Committees ...............................................1155 Correspondence .........................................1210 Legislation ................................................1045 Regulations ...............................................1045 Print Procurement .................................3247 Print Services .........................................3247 Printers ...................................................3020 Printing...................................................3247 Prints ......................................................6080 Privacy See Access to Information / Protection of

Privacy Private Sector Agreements ...............................................4110 Correspondence .........................................1230 Privatization ...........................................1025

INDEX




Probation................................................5145 Procedures................................................ -00 Proceedings Associations ..............................................1115 Clubs .......................................................1115 Conferences ..............................................1185 Federations ...............................................1115 Foundations...............................................1115 Leagues ....................................................1115 Orders ......................................................1115 Professional Associations.............................1115 Seminars...................................................1185 Societies ...................................................1115 Symposiums..............................................1185 Workshops................................................1185 Product Information ...............................3000 Fuel .........................................................3190 Furniture...................................................3200 Industrial ..................................................3005 Institutional ...............................................3015 Office ......................................................3020 Petroleum .................................................3190 Vehicles ...................................................3295 Professional Associations ......................1115 Program Audits ......................................4160 Program Evaluation ...............................1025 Program Implementation / Evaluation ...1025 Program Promotion / Projects...............6080 Programs Audits ......................................................4160 Contribution ..............................................4260 Evaluations ...............................................1025 Grant .......................................................4260 Implementation ..........................................1025 Orientation................................................5205 Studies .....................................................1025 Surveys ....................................................1025 Training....................................................5205 Promotions .........................5145, 6080, 6175 Proofs .....................................................6040 Properties .....................................2080, 2085 Proposals ............................1025, 4280, 5230 Prosecutions ...........................................1305 Protection of Privacy...................................... See Access to Information / Protection of

Privacy Protective Clothing / Uniforms ..............3015

Protocol..................................................1343 Protocols .............................. See Agreements Provinces Agreements ...................................... 1080, 4110 Committees ...............................................1155 Correspondence .........................................1045 Legislation ................................................1045 Regulations ...............................................1045 Provincial / Yukon / Nunavut Government .... ..........................................................1210 Provincial Sales Taxes ...........................4380 Provisions of Service..............................1329 PSHCP ...................................................5145 PST..................... See Provincial Sales Taxes Public Access Catalogues ......................6175 Public Accounts .....................................4400 Public Accounts Preparation Records...4400 Public Award Programs .........................6080 Public Inquiries......................................6080 Public Notice..........................................4280 Public Private Partnerships...................1300 Public Relations .....................................6080 Publication Lists / Catalogues ...............6010 Publication Requests / Distribution /

Subscriptions.......................................6040 Publications .................................6040, 6080 Purchase Cards.......................................4060 Purchase Orders .................4030, 4167, 4280 Purchasing..............................................4280

Q Quarterly / Monthly / Weekly Reports ...1350 Quebec Agreements ...................................... 1080, 4110 Committees ...............................................1155 Correspondence .........................................1210 Legislation ................................................1045 Regulations ...............................................1045 Questions................................................1310 Quotations ..............................................4280

INDEX




R Radio and Mobile Systems .....................6315 Radio Interviews ....................................6095 Radio Licenses .......................................6315 Radio Recordings...................................6095 Radio Transcripts ...................................6095 Rates of Pay .................................5195, 5235 Ratings Sheets........................................4280 RDA .....See Records Disposition Authorities Reactivations..........................................6255 Reassignments..............................5145, 5200 Reassignments / Secondments / Transfers /

Direct Appointments ..........................5200 Recall Lists.............................................5200 Receipts....................4040, 4060, 4080, 4167 Receivables ........................4080, 4167, 4372 Receiving Reports..................................3030 Receiving Slips ......................................4280 Reclassification ......................................5090 Recommendations Access to Information Commissioner .............1029 Briefings...................................................1275 Official Languages Commissioner .................1329 Reconciliations Bank ........................................................4165 Batches ....................................................4167 Financial Transactions.................................4167 General Ledger ..........................................4020 Year End ..................................................4400 Record of Earnings ................................5150 Record of Employment ..........................5150 Records Centres .....................................6255 Records Destructions .............................6255 Records Disposition Authorities ............6225 Records Management - Disposal / Storage /

Retrieval ..............................................6255 Records Management - General ............6215 Records Management - Records

Classification and Filing.....................6225 Records Management Advice ................6215 Records of Decision Cabinet.....................................................1290 Executive Council ......................................1290 Financial Management Board .......................4325

Records of Decision, cont. Negotiated Contracts...................................4280 Records Projects ....................................6215 Records Retrievals / Returns to Storage 6255 Recoveries....................................4080, 4360 Recycling Programs...............................3030 Reference ...............................................6175 Refrigeration Systems............................2110 Refunds ..................................................4167 Regional Operations ..............................1344 Regions ..................................................1344 Registered Mail......................................1320 Registers Cash ........................................................4040 Contracts ..................................................4280 Registrations Firearms ...................................................3150 Vehicles ...................................................3295 Regulations Alberta .....................................................1045 British Columbia ........................................1045 By-Laws...................................................1055 Canada .....................................................1045 Department ...............................................1040 Federal .....................................................1045 Manitoba ..................................................1045 Municipalities............................................1055 New Brunswick .........................................1045 Newfoundland and Labrador.........................1045 Northwest Territories ..................................1040 Nova Scotia...............................................1045 Nunavut....................................................1045 Ontario.....................................................1045 Prince Edward Island ..................................1045 Quebec.....................................................1045 Resolutions ...............................................1055 Saskatchewan ............................................1045 Yukon Territory .........................................1045 Rejection Letters ....................................5340 Remission Accounts...............................4080 Remissions of Debt ................................4080 Remittances............................................4167 Renewals ................................................6175 Renovations........................2020, 2050, 2055 Rental Deductions..................................5150 Reorganization ...................1025, 2020, 5200

INDEX




Repairs Buildings ......................................... 2050, 2055 Equipment ................................................3000 Facilities.......................................... 2050, 2055 Land ........................................................2085 Property....................................................2085 Supplies....................................................3000 Replacement Cheques............................4167 Report of Surplus Goods........................3030 Reporting................................................1025 Reports Accident ...................................................5145 Accounts Payable .......................................4060 Accounts Receivable...................................4080 Administrative ...........................................1350 Advances..................................................4100 Aged Receivables.......................................4367 Annual ............................................ 1350, 5318 Audit .......................................................4160 Bank ........................................................4165 Batches ....................................................4167 Building .......................................... 2050, 2055 Cheque Writer ...........................................4060 Committees ..............1015, 1145, 1155, 1165, 1170 Conferences ..............................................1185 Contract....................................................4280 Contributions.............................................4360 Daily........................................................4367 Departmental Committees ............................1015 Direct Deposit ...........................................5195 Division....................................................1170 Employment Equity ....................................5200 Establishment ............................................5200 Evaluation.................................................1025 Expenditure...................................... 4200, 4367 Federal Committees ....................................1155 Financial...................................................4367 Free Balance..............................................4367 General Ledger ..........................................4367 General Ledger Reconciliations.....................4020 Geographic Tracking of Expenditures.............4367 Grant .......................................................4360 Human Resources.......................................5318 Interdepartmental Committees ......................1145 Intergovernmental Committees .....................1155 International Committees .............................1165 Job Evaluation ...........................................5090 Library .....................................................6175 Monthly................................... 1350, 4367, 5318 Northwest Territories Committees .................1145

Reports, cont. Nunavut Committees.......................... 1155, 1170 Official Languages Commissioner .................1329 On Demand...............................................4367 One-Time .................................................1350 Pay ..........................................................5150 Personnel..................................................5318 Provincial Committees ................................1155 Quarterly ..................................................1350 Revenue ...................................................4367 Revenue ...................................................4200 Seminars...................................................1185 Special .....................................................1350 Subsidiary Ledger ......................................4367 Surplus Goods ...........................................3030 Symposiums..............................................1185 Table .......................................................4367 Tangible Capital Assets ...............................4240 Variance ...................................................4200 Weekly.....................................................1350 Workshops................................................1185 Year End ..................................................4400 Yukon Territory Committees ........................1155 Reports - Daily .......................................4367 Reports - Monthly ..................................4367 Reports - On Demand ............................4367 Reports - Other ......................................4367 Reports and Statistics.........1350, 4367, 5318 Representation Letters ...........................4400 Requests Access to Information .................................1029 For Information..........................................1029 For Publications .........................................6040 To Purchase Construction ............................4280 To Purchase Goods .....................................4280 To Purchase Services ..................................4280 Requests for Information .......................4280 Requests for Outside Employment ........5145 Requests for Proposal ............................4280 Requests for Quotations.........................4280 Requests for Tenders - Goods................4280 Requests for Tenders / Contract - Aircraft

Services ...............................................4280 Requirement to Pay................................5150 Requisitions............................................4167 Construction..............................................4280 Forms ......................................................3020 Goods ......................................................4280

INDEX




Requisitions, cont. Services....................................................4280 Staffing ....................................................5340 Stocked Items ............................................3020 Resignations...........................................5145 Resolutions.............................................1055 Responses...............................................1310 Restaurants...................................2050, 2055 Restructuring................................1025, 5200 Resumes .......................................5145, 5340 Retention Schedules...............................6225 Retirement Benefits / Pensions...............5065 Retrieval.................................................6255 Retroactive Pay ......................................5150 Retroactive Salary..................................5150 Return of Contributions - Superannuation..... 5150 Returned Cheques ..................................4167 Returns ...................................................6255 Revenue Accounts .................................4165 Revenue and Expenditure Management

Reports ................................................4200 Revenue Fail Safe ..................................4400 Revenue Forecasts .................................4240 Revenue Lease Administration...............4372 Revenue Leases ......................................4372 Revenue Reports ....................................4367 Reviews Financial...................................................4160 Performance ..............................................5145 Revolving Funds.....................................4375 RFIs.................See Requests for Information RFPs.................... See Requests for Proposal Rights-of-Way........................................2080 Risk Management...................................4376 Risk Management and Insurance...........4376 Risk Reduction.......................................4376 Roads......................................................2085 ROD ........................See Records of Decision Rollovers ................................................4400 Royal Visits............................................1343

S Safety .....................................................5180 Safety Data Sheets .................................5180 Sahtu Region ..........................................1344 Salaries.........................................5145, 5195 Salary Changes.......................................5150 Salary Schedules ....................................5195 Sales Taxes.............................................4380 Salvage...................................................3030 Saskatchewan Agreements ...............................................1080 Committees ...............................................1155 Correspondence .........................................1210 Legislation ................................................1045 Regulations ...............................................1045 Schedules Budgets ....................................................4200 Disposition................................................6225 Retention ..................................................6225 Work .............................................. 1025, 5190 School Boards ............................. See Boards Science Fairs ..........................................6080 Screening Form......................................5145 Secondments ..........................................5200 Secretariats Division....................................................1170 Federal .....................................................1155 Intergovernmental ......................................1155 International ..............................................1165 Northwest Territories ......................... 1145, 1170 Nunavut........................................... 1155, 1170 Provincial .................................................1155 Yukon Territory .........................................1155 Security ..................................................1390 Security Incidents...................................1390 Security Passes.......................................1390 Security Systems....................................1390 Selection Standards................................5340 Self Government Agreements ...............................................1090 Implementation ..........................................1090 Seminars.................................................1185 Separations...............5090, 5145, 5170, 5200 Services Information..............................3000 Fuel .........................................................3190

INDEX




Services Information, cont. Furniture...................................................3200 Industrial ..................................................3005 Institutional ...............................................3015 Office ......................................................3020 Petroleum .................................................3190 Vehicles ...................................................3295 Set-Offs ..................................................4355 Settlements.......................See Municipalities Legal .......................................................1305 Sewage Systems.....................................2110 Shift Differential Authorizations ...........5150 Shift Work....................................5190, 5235 Shop Stewards........................................5225 Sick Leave..............................................5170 Sidewalks ...............................................2085 Signage.........................................2000, 2085 Signing Authorities / Specimens.............4295 Signing Authority Spreadsheet...............4295 Signing Bonuses.....................................5195 Slide Shows............................................6080 Snow Removal .......................................2085 Snowmobiles..........................................3295 Societies .................................................1115 Software .......................................3020, 6010 Sole Source Authorizations....................4280 Sound Recordings ..................................6080 Source Documents .................................4167 South Slave Region ................................1344 Space Allocation Accommodations .......................................2020 Parking.....................................................2105 Space Inventories ...................................2020 Speaking Engagements ..........................6080 Special Accounts....................................4375 Special Joint Committee on Division .....1170 Special Leave .........................................5170 Special Reports ......................................1350 Special Warrants....................................4200 Specifications.........................................4280 Specimens ..............................................4295 Speeches.......................................1275, 6080 Sprinkler Systems ..................................2050 Staff Development .................................5145

Staff Development Training Courses / Programs / Workshops........................5205

Staff Meetings........................................1015 Staffing ...................................................5340 Staffing Actions ...........................5145, 5340 Staffing Requisitions ..............................5340 Stale-Dated Cheques..............................4167 Standard Contract Forms Information ..4280 Standard Hours.......................................5190 Standards..................2020, 2050, 2055, 6010 Standing Acting Appointments..............4295 Standing Advances.................................4100 Standing Committees .............................1310 Standing Offer Agreements ....................4110 Statements ..............................................4165 Statements of Claim...............................1305 Statements of Defense............................1305 Stationary ...............................................3020 Statistics Administrative ...........................................1350 Building .......................................... 2050, 2055 Financial ............................................................4367 Human Resources.......................................5318 Library .....................................................6175 Personnel..................................................5318 Statutory Offices.....................................1310 Stock Inventories ...................................3030 Storage Firearms ...................................................3150 Records ....................................................6255 Strategic Planning ..................................1025 Streets.....................................................2085 Strikes ....................................................5225 Student Housing.....................................2020 Student Programs ...................................5170 Studies Business Systems .......................................6010 Employment Equity ....................................5200 Job Evaluation ...........................................5090 Joint Equal Pay ..........................................5200 Management..............................................1025 Program....................................................1025 Staffing ........................................... 5200, 5315 Sub-Committees Departmental .............................................1015 Division....................................................1170

INDEX




Sub-Committees, cont. Federal .....................................................1155 Interdepartmental .......................................1145 Intergovernmental ......................................1155 International ..............................................1165 Non-Government Organizations ....................1145 Northwest Territories ......................... 1145, 1170 Nunavut........................................... 1155, 1170 Provincial .................................................1155 Yukon Territory .........................................1155 Submissions Contributions.............................................4360 Financial Management Board .......................4325 Grant .......................................................4360 Subscriptions................................6040, 6175 Subscriptions / Renewals .......................6175 Subsidiary Ledger Reports.....................4367 Summer Student Programs ....................5170 Superannuation ..................5065, 5145, 5150 Superannuation Payment to GNWT ......5150 Supplementary Appropriations ..............4200 Supplementary Death Benefit ................5065 Supplementary Pay ................................5150 Supplies Industrial ..................................................3005 Institutional ...............................................3015 Office ......................................................3020 Support...................................................6010 Surplus ...................................................3030 Surveys Management..............................................1025 Program....................................................1025 Suspense Accounts.................................4165 Symposiums...........................................1185 System Backups / Data Recovery / Data

Archiving / Data Archiving / Data Management .......................................6010

Systems Documentation .........................6010

T T4s..........................................................5150 Table Reports .........................................4367 Tangible Capital Assets .........................4240 Task Forces Division....................................................1170

Task Forces, cont. Federal .....................................................1155 Intergovernmental ......................................1155 International ..............................................1165 Northwest Territories ......................... 1145, 1170 Nunavut........................................... 1155, 1170 Provincial .................................................1155 Yukon Territory .........................................1155 Tax Exemptions .....................................4380 Tax Incentives........................................4380 Tax Reports............................................4380 Taxes ......................................................4380 Income .....................................................5150 Taxes - Other..........................................4380 TD1s.......................................................5150 TD2s.......................................................5150 Technical Training .................................5205 Technology Service Centre ....................6010 Tele / Data Communications .................6315 Telecommunications ..............................6315 Telecommunications Equipment ...........3020 Teleconferencing Services .....................6315 Telephone and Cellular Phone Systems.6315 Telephone Cards ....................................4060 Telephone Logs......................................6315 Telephones .............................................3020 Television Interviews.............................6095 Television Recordings ...........................6095 Television Transcripts............................6095 Temporary Advances .............................4100 Temporary Appointments ......................5200 Temporary Pay Adjustments ..................5195 Tender / Contract Data Form .................4280 Tender Addendum .................................4280 Tender Register......................................4280 Tenders...................................................4280 Terminated Employee Clearance Forms5145 Termination..................................5145, 5150 Terms and Conditions for Microcomputer

Products...............................................4280 Territorial Auditor Audits ......................4160 Territories Agreements ...............................................1080 Committees ...............................................1155 Correspondence .........................................1210

INDEX




Territories, cont. Legislation ................................................1045 Regulations ...............................................1045 Third Party Agreements .........................4110 Third Party Assignments........................4355 Third Party Demands .............................4355 Third Party Garnishees..........................5150 Time Off.................................................5190 Time Sheets............................................5150 Tours ......................................................1343 Towns...............................See Municipalities TP4s .......................................................5150 Tractors ..................................................3295 Trade Fairs .............................................6080 Trademarks ............................................1255 Trainees..................................................5205 Training..............................5145, 5205, 6010 Training and Development ....................5205 Training Directives ................................5205 Training Schedules.................................5205 Transaction Code Tables........................4020 Transcripts....................................1305, 6095 Transfer Agreements..............................4360 Transfers2050, 2080, 4200, 5145, 5200, 6255 Transfers to Non-GNWT Organizations........ 6255 Transfers to NWT Archives ....................6255 Transfers to Other GNWT Departments /

Boards / Agencies ...............................6255 Transfers to Other Governments ...........6255 Transfers to Records Centres and

Permanent Returns to Department ....6255 Transitory Records Dispositions............6255 Transitory Records Schedule .................6225 Translations ...........................................1329 Travel Advances ....................................4100 Travel Cards...........................................4060 Travel Claims...............................4100, 4167 Travel Insurance.....................................5065 Travel Summaries ..................................1343 Tribunals ................................................5235 Trucks ....................................................3295 Trust and Imprest Accounts ...................4165

U Ultimate Removal ..................................5145 Uncollected Accounts ............................4080 Unemployment Insurance ......................5065 Uniforms ................................................3015 Union Bulletin Boards ...........................5225 Union Dues ............................................5225 Union of Northern Workers ........................... ......................................5225, 5230, 5235 Unions ....................................................5225 Universal Service Tender / Contract......4280 UNW...........See Union of Northern Workers UNW Collective Agreements..................5230 User Pay / User Say ...............................1300 User Registration Records .....................6175 User Support and Training ....................6010 Unsolicited Applications for Employment ..... 5340 Utilities...................................................2110

V Vacation Leave ......................................5170 Vacation Travel Assistance..........5145, 5150 Variance Reports ...................................4200 Vault Control Lists.................................1390 Vehicles ..................................................3295 Vendor Files.................................4060, 4080 Ventilation Systems ...............................2110 Video Conferencing Systems.................6315 Video Tapes ...........................................6080 Villages ............................See Municipalities VIP ................... See Visual Identity Program Visa Cards..............................................4060 Visits ............................................1343, 6095 Visual Identity Program.........................1255 Vital Records .........................................6215 Voice Systems.........................................6315 Voluntary Separation .............................5200 Volunteers ..............................................5170 Vote 4/5 Agreements .............................4110 Voting ....................................................5190

INDEX




Vouchers ................................................4167 VTA ............ See Vacation Travel Assistance

W Wages.....................................................5195 Walkie-Talkies.......................................3020 Walkways...............................................2085 WAN......................See Wide Area Networks Warehouse....................................3030, 6255 Warranties Equipment .......................3000, 3005, 3015, 3020 Industrial Equipment...................................3005 Institutional Equipment ...............................3015 Office Equipment .......................................3020 Vehicles ...................................................3295 Warrants.......................................4167, 4200 Waste Disposal.......................................2110 Water, Sewer, Plumbing Systems...........2110 WCB Claims .................................................. See Workers Compensation Board Claims Web Pages..............................................6098 Website Content Design and Maintenance ....

6098 Website Design and Maintenance..........6098 Website Development..................6010, 6098 Website Monitoring ...............................6095 Website Permissions ..............................6098 Weekly Reports......................................1350 Welcome to Department Certificates.....5145 Welfare...................................................5180 Western Territory...................................1280 WHMIS.......................................................... See Workplace Hazardous Materials

Information System Wide Area Networks..............................6315 Winter Bonus Days ................................5190 Work Plans.............................................1025 Workers' Compensation Board Claims.......... 5145, 5180 Workers' Compensation Board Demands ......

4355 Workforce Adjustments .........................5200

Working Groups Departmental .............................................1015 Division....................................................1170 Federal .....................................................1155 Interdepartmental .......................................1145 Intergovernmental ......................................1155 International ..............................................1155 Non-Government Organizations ....................1145 Northwest Territories ......................... 1145, 1170 Nunavut........................................... 1155, 1170 Provincial .................................................1155 Yukon Territory .........................................1155 Working Papers Agreements ...................................... 1080, 1085 Legislation ....................................... 1040, 1045 Regulations ...................................... 1040, 1045 Workplace Hazardous Materials Information

System.................................................5180 Workshops ...................................1185, 5205 Write-Off Accounts.................................4080 Write-Offs ....................................3030, 4080 Written Questions ..................................1310 Written Returns......................................1310 Xerox Machines .................See Photocopiers

Y Year End.................................................4400 Year End - Other ....................................4400 Year End General Ledger Account

Reconciliations....................................4400 Year-End Close-Outs .............................4400 Yukon Territory Agreements ...................................... 1080, 4110 Committees ...............................................1155 Correspondence .........................................1210 Legislation ................................................1045 Regulations ...............................................1045