Records Retention and

Disposal Schedule (RRDS)

<Insert Name of Department or other Public Body>

<Insert Name of Division>

Orginial Issue Date:	XXXX-XX-XX

Date Last Reviewed:	XXXX-XX-XX

Version:	X.X

Note:

Forward questions and/or comments related to this document to XXXX@xxxx.xx

Table of Contents

1.0	Overview	4

1.1	Administrative History	4

1.2	Organizational Structure	4

2.0	Abbreviations, Definitions & ATIPP Exceptions	5

3.0	Defining the Records Retention and Disposal Schedule	7

3.1	Defining Primary Levels	7

3.2	Defining Secondaries	7

3.2.1	Common Secondaries	8

3.2.2	Unique Secondaries	10

4.0	Records Retention and Disposal Schedule	11

4.1	## - Corporate Function/Primary Level: <Insert the classification number, if applicable, and title of Corporate Function/Primary Level here>	3

4.2	## - Corporate Function/Primary Level: <Insert the classification number, if applicable, and title of Corporate Function/Primary Level here>	4

Overview

The Department of XYZ is responsible for…..

Administrative History

The Department of XYZ was…

Organizational Structure

Insert Organizational Chart

Abbreviations, Definitions & ATIPP Exceptions

Abbreviation	Description
ACT	Active
AR	Archival Retention
CY	Calendar Year
D	Destruction
DIS	Disposition
ED	Event Date
FY	Fiscal Year
N/A	Not applicable - this element does not apply.
PRD	PRD: Permanent Retention by Department
SA	Semi-Active
SR	Selective Retention
SO	Superseded/Obsolete
XYZ	Department of XYZ

ATIPP Exceptions

Section	Exception
27	Cabinet Confidences
28	Local public body confidences
29	Policy advice or recommendations
30	Legal advice
31	Disclosure harmful to law enforcement
32	Confidential Evaluations
33	Information from a workplace investigation
34	Disclosure harmful to intergovernmental relations negotiations
35	Disclosure harmful to the financial or economic interests of a public body
36	Disclosure harmful to conservation
37	Disclosure harmful to individual or public safety
38	Disclosure harmful to labour relations interests of public body as employer
39	Disclosure harmful to business interests of a third party
40	Disclosure harmful to personal privacy
41	Disclosure of House of Assembly service and statutory office records
N/A	Not Applicable
Other	Other Federal or Provincial Acts or Regulations that prevail over ATIPP, or other Provincial Legislation that affects access.

Defining a Records Retention and Disposal Schedule

The Department of XYZ organizes records according to its classification plan based on the following levels:

Corporate Function / Primary Level: Describes the function or sub-function and summarizes any relevant information that impacts the creation, use, maintenance and disposition of its records. This would include any relevant legislation.

Secondary Level: Describes the records series including the type and format of information being captured, functions of the record, Office of the Primary Responsibility (OPR), retention policies and whether or not ATIPP exceptions would apply. Remove this section if XYZ does not manage their records this way. You will also need to remove references to secondary levels under the main heading for sections 3.0 & 4.0.

Defining Primary Levels

The primary levels are broken down by <Insert how they are broken down (i.e., functional entities)> within XYZ.

Primary Level / Corporate Function	Definition

Defining Secondaries

The following is a list of common and unique secondaries to XYZ. The common secondaries are based on the Corporate Records Information Management Standard (CRIMS). Unique secondaries specific to the department or public body and should also be described below, if applicable. Include information specific to the division and the particular record series, where appropriate.

Common Secondaries

Term	Definition
Policy, Standards, and Guidelines	Use for records relating to policy, standards or guidelines within any functional area.
Legislation	Use for records relating to acts and legislation. Departments and other public bodies are responsible for maintaining original documents pertaining to any provincial legislation administered by, or affecting the department or other public body. Any copies of federal legislation may be disposed of when no longer required.
Agreements and Contracts	Use for agreements, contracts, memoranda of understanding, service level agreements and any other instrument which binds a department or other public body into an arrangement and/or partnership with another party.
Associations and Conferences	Use for records relating to associations, clubs, federations, foundations, leagues, societies and other organizations. Includes information about conferences, symposiums and other similar activities. Examples: proceedings, membership information, inquiries, solicitations.
Complaints	Use for complaints of any kind; match the Secondary with an appropriate functional area (Primary) as appropriate. For example, complaint to the Deputy Minister or CEO may be classified under the Executive Functions Primary as Executive Functions-Complaints
Planning	Use for records related to planning at the departmental, branch or divisional levels. Each type of plan should be handled separately.
Orders and Directives	Use for general orders and directives from Government central agencies (e.g., Cabinet Secretariat, Treasury Board, Government Purchasing Agency); directives within departments (e.g., Executive Directives) or other public bodies (e.g., CEO Direction); or circulars from the Department of Finance or Finance Division.
Reports	Results of research or an account of past or projected organizational activity; may include statements of the department or other public body’s plans, opinions, resources, etc.
Forms and Templates	Use for the management of government forms and templates employed with any internal or external government program and/or service.
Inter-departmental or Inter-Public Body Committee	<Insert scope note here>
Departmental or other Public Body Standing Committee (e.g., Executive Committee)	<Insert scope note here>
Steering Committee (e.g., Project Steering Committee)	<Insert scope note here>
Ad Hoc Departmental or other Public Body Committee (e.g., Committee established to address a specific topic or issue)	<Insert scope note here>
Working Group	<Insert scope note here>

Unique Secondaries

Term	Definition
<Insert unique secondary here>	<Insert scope note here>
<Insert unique secondary here>	<Insert scope note here>

Records Retention and Disposal Schedule

The records retention and disposal schedule (RRDS or schedule) outlined below prescribes records retention periods and disposal plans for XYZ for the following formats:

<insert all applicable formats here>

## - Corporate Function/Primary Level: <Insert the classification number, if applicable, and title of Corporate Function/Primary Level here>

The XYZ…. <Insert scope notes here for corporate function/primary level and identify vital records>.

Secondary Levels

Term	Description	OPR	ACT	SA	DIS	ATIPP or Other Exceptions

Note:

*OPR – OPR is	…

*ED - Event date is…

## - Corporate Function/Primary Level: <Insert the classification number, if applicable, and title of Corporate Function/Primary Level here>

The XYZ…. <Insert scope notes here for corporate function/primary level and identify vital records>.

Secondary Levels

Term	Description	OPR	ACT	SA	DIS	ATIPP or Other Exceptions

Note:

*OPR – OPR is	…

*ED - Event date is…