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The number that denotes the entire category of records that fall under it. They tend to have the same office of primary responsibility and retention period.

Primary

A

Active Period (A): The part of the retention period where a record is actively being used, modified, and referenced. These records are in the custody of the area that created them.

Records in the file plan are separated by function. For example, all records relating to Human Resources work will be in the Human Resources section.

Section

SA

Semi-Active Period (SA): The part of the retention period where a record is not being actively used, but is still necessary for reference, legal, or operational purposes. These records are in the custody of the Records Centre.

FD

Final Disposition (FD): The part of the retention period where a record is at the end of its life cycle. The record is either destroyed or kept permanently depending on its legal and operational value.

A retention period defines how long a record is kept in each period of its life cycle.

Retention Period

This area describes what kinds of records fall under this primary and any special requirements the category has.

Scope Note

The number that denotes specific types of records that fall under the primary category. Some specific records might have specific requirements that would be explained in this area.

Secondary

This note explains that this primary category may contain records that might include personal information that may fall under FIPPA restrictions.

Privacy Note

Copies Note

A note that explains copies of records from other business areas may be destroyed. When they are no longer needed.

Office of Primary Responsibility

The business area that creates the records in this section or primary. This is the area that would have custody during the active period and must sign off on destruction at the end of the life cycle.

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