The Management of Information Act (MOIA) mandates that departments and other public bodies implement a records and information management (IM) system (also referred to as an IM Program) to manage records. Disposition is a key component of a compliant IM Program.
The Disposition Directive, issued by the OCIO, is applicable to all staff, contractors, consultants, partners, students, temporary workers, volunteers, vendors, agents, third parties and other persons working on behalf of the Government of Newfoundland and Labrador, including all departments and other public bodies as defined under MOIA.
For departments and other public bodies, defined under the MOIA, disposition is the range of processes associated with implementing records retention, destruction or transfer decisions which are documented in some or all of the following disposition authorities, including IM policy instruments.
Authorities requiring Government Records Committee (GRC) Approval
Corporate Records IM Standard (CRIMS)
Records Retention and Disposal Schedules (RRDSs) for Operational Records
One Time Disposal (OTD) Submissions
Authorities that do not require GRC Approval
Transfer Decisions
Under the MOIA and OCIO-issued policy instruments, individuals are not authorized to dispose of records, including transitory records, unless approved in one of the above authorities. Approved secure disposal of transitory records occurs when the assessment identifies the records as low-value and the initial purpose for their retention is no longer valid.
Note: Additional IM legal and regulatory requirements may exist within the department or other public body’s IM Legal and Regulatory Framework.
Disposition authorities prescribe records retention periods and disposal plans; providing one time or ongoing authority to a department or other public body for the secure disposal of records. Once the disposition authority is approved by the GRC the department and or public body can implement CRIMS, RRDSs for Operational Records, OTD and/or Transfer Decisions disposition authorities. The Transitory Record Directive is also a disposition authority and GRC approval is not required to implement.
Those responsible for the implementation of an IM Program within their department or other public body will also find value in the GuideBook materials related to IM legal and regulatory framework, inventory, classification plan development and implementation, and disposal of records when addressing disposition in their organizations.
If you require assistance with disposition and/or disposition authorities, contact IM@gov.nl.ca.