Description: Use for records relating to monies due to applicable Public Bodies from outside sources. This involves the accounting and reconciliation of receivables, the collection of overdue accounts and the write-off or relinquishment of uncollectable accounts. Records include: accounts receivables, case file collectables and write offs.

Special Retention: Due to the possibility for individual retention requirements for accounts receivables, especially in the area of collections of accounts, it has been determined that each Public Body must create their own RRDS for receivables under their authority. This approach is to be used to ensure all statutory requirements, both Federal and Provincial and all existing agreements specific to the receivable are appropriately met. It is recommended that the development of the Account Receivable RRDS be reviewed by the Department of Finance (the OPR) during creation.

Filing Guidelines: Records are to be securely retained on site until final disposition. It is the responsibility of the Departments to ensure all copies, regardless or media, are securely disposed when applicable. Departments should retain a permanent copy of the record of disposal.

Function: Financial Management

GNL OPR: Department of Finance

Departmental OPR: Departmental head or designate that is responsible for financial services within a Public Body

Retention: To be determined by the Public Body in consultation with Treasury Board Secretariat

Disposition: To be determined at creation of individual RRDS

Media: Paper copies/network drives/e-mail

Authority: CRIMS

CRIMS – Common Secondaries

Click here for the C-RIMS Main Page

For more information please contact im@gov.nl.ca