Roles and Responsibilities Related to Records Retention and Disposal Schedules (RRDS)

A Records Retention and Disposal Schedule (RRDS) is an important legal document. Multiple stakeholders are involved in the development and implementation of RRDS including:

Departments and Public Bodies

Commit to use of the Corporate Records and Information Management Standard (C-RIMS)
Develop RRDS for Operational Records
Submit RRDS to the Government Records Committee
Negotiate terms of transfer of archival records to The Rooms Provincial Archives
Implement RRDS as a part of ongoing operations
Perform periodic review of RRDS to identify if changes are required
Update or develop new RRDS as required in the event of change in mandate, organizational change, new lines of business, etc.

Office of the Chief Information Officer (OCIO) – Information Management Branch (IMB)

Define and publish directives, standards and guidelines
Provide advice on government records lifecycle management
Manage a semi-active records storage program for government
Manage the approval process for RRDS
Support the operations of the Government Records Committee and manage the Provincial Records Centre

The Rooms Provincial Archives

Preserve archival government records as mandated by the Rooms Act
Review schedules to identify records of enduring value (Archival Appraisal)
Negotiate terms of transfer of archival records to The Rooms Provincial Archives
Research and describe records including Administrative Histories
Research access provisions to records according to ATIPP exceptions and exemptions
Conserve records as required, including reformatting

Government Records Committee (GRC)

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 Rooms Provincial 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

If you require assistance with RRDS, please contact the Planning and Service Delivery Committee (PSDC) Chair of your department or im@gov.nl.ca for information relating to IM Advisory Services.