2.3.4 File Lists - RIM Manual

Specifications for Creating File Lists

Ministries and agencies transferring records to approved storage facilities must identify and describe the records accurately and comprehensively by creating standard box content file lists for each container. In addition, GRS and/or the government archives may need copies of, or reports from, file tracking tools used by ministries and agencies to access the files (e.g. indexes, databases, spreadsheets). Ministries and agencies must provide these on request.

1. When boxing records, create a file-by-file listing in the same order as the box. Use standard reports from EDRMS Content Manager if your records are managed in this system. If not complete an ARS661 Box Content File List to create a file list that meets the requirements given here.
2. Place a copy of the list for each box in the corresponding box.
3. Send the complete file list to GRS along with other relevant documentation when you transfer records to storage.
4. Retain a copy of the file list in the appropriate ARCS 432-20 file in your office recordkeeping system.

What to Include on a File List

Accession Number: required. See Assigning Accession Numbers

Schedule Number: required for scheduled records. 

Primary/Secondary Numbers: i.e. ARCS/ORCS classification, required for scheduled records. 

Other File Codes: provide if necessary for accessing records, especially for unscheduled records. 

Date Range: for each file or batch of files, provide the “open,” “closed” and, if appropriate, “SO” dates. 

File Name: required for all records. Spell out acronyms. For DE records only, you may list related files in batches rather than individually. List the range for each batch (e.g. numeric range, date range, map sections). 

Special Media: indicate if records are special media or file formats (e.g. VHS tapes, photographs, large maps) 

OPR/Non-OPR: required. Non-OPR records should have an SO date specified to facilitate disposition scheduling. 

Scheduling Information: for each file, or group of files, provide retention period information, i.e. the active/semi-active/final disposition that appears in the “A/SA/FD” columns of the appropriate information schedule. For files with “SO” in the active phase, ensure that an SO date is provided so that final disposition may be scheduled. 

For further explanation of terms used above, see the RIM Glossary. Contact your GRO if you require assistance in compiling an appropriate file list.