Records Management
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In addition to its archival
preservation and access functions, the Archives of Ontario plays
a leadership role in the Ontario Government's records management
program.
The Archives develops standards and procedures for
all ministries and many provincial agencies to follow in managing
their documents and data in paper, electronic, and other forms.
It provides advice to records management staff, program managers,
IT specialists and others within the Ontario Public Service. This
role is based on the Archives
Act and authority delegated by Management Board
of Cabinet in Management Board Directive Management
of Recorded Information.
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government's records scheduling process. This process determines
how long different kinds of records need to be kept, which should
then be destroyed and which need to be preserved as permanent
archival records. The Archives works with ministries to identify
records which have long-term value and authorizes the timely disposal
of those which are no longer needed. This process saves the Ontario
Government millions of dollars annually in records maintenance
costs while ensuring that important information is protected.
The Archives provides training to government staff on records
scheduling and other records management topics, advises ministries
on the disposition of records in provincial programs which are
being closed, transferred, partnered or privatized, and authorizes
changes in records custody.
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The need to ensure the availability, accessibility and integrity
of the government's information holdings is especially challenging
in an electronic information environment. The Archives works with
information management staff, program staff and information technology
specialists to address electronic records issues. It also participates
in the development of government-wide information and information
technology strategies and plans.
The Archives produces a variety of materials to assist Ontario
Government ministries and agencies in managing their information
holdings, including the following:
Fact Sheets
- The Fact Sheets offer concise tips and advice on the management
of records.
Information Bulletins
- The Information Bulletins explore special topics in records
management.
Guidelines for the Ontario Government's
Records Scheduling Program
- The Guidelines provide detailed direction on managing the
retention and disposal of records through the Government's records
scheduling program.
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