Government Records Committee (GRC)

The Management of Information Act (MOIA) establishes the Government Records Committee (GRC) providing them with authority to:

  • Establish and revise schedules for the retention, disposal, destruction or transfer of records
  • Make recommendations to the Minister respecting government records to be forwarded to the archives
  • Establish disposal and destruction standards and guidelines for the lawful disposal and destruction of government records
  • Make recommendations to the Minister regarding the removal, disposal and destruction of records

Membership consists of:

  • Director of The Rooms Provincial Archives
  • Deputy Minister of Justice or designate
  • Deputy Minister of Finance or designate
  • Chief Information Officer or designate
  • Other persons whom the Minister, appointed under the Executive Council Act, may appoint

Note: The Chief Information Officer or designate is the chair of the GRC with the Office of the Chief Information Officer (OCIO) providing administrative support.

The following have been created to provide further explanation of the processes and decisions made by the GRC:

FAQ – Government Records Committee (434 KB)

Quick Reference – GRC Submission Process (219 KB)

FYI – Designating Electronic Information as the Official Government Record
On January 11, 2011 the GRC determined that the committee does not need to approve a department or other public body’s intention to designate the electronic version of a record as their official government record. Section 4.1 of the MOIA addresses electronic records. It allows departments and other public bodies to make the decision based on operational, legal or regulatory requirements.

FYI – Permanent Retention by Department or other Public Body
In an October 13, 2015 meeting of the GRC, a decision was made regarding records that departments and other public bodies want to keep permanently. The Rooms Provincial Archives in consultation with the department or other public body will determine whether departments or other public bodies are able to keep records permanently in their custody and control.

GRC meetings are scheduled the second Tuesday of the month (excluding July and August) and submissions to the GRC can be directed to:

Government Records Committee
Office of the Chief Information Officer
Provincial Records Centre
P.O. Box 8700
190 East White Hills Road
St. John’s, NL A1B 4J6
Telephone: 1-709-729-3628
Email: