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400 - Planning, Performance & Projects

Last updated on April 19, 2024

Records relating to ministry/agency planning and performance, including branch and program planning, as well as projects and initiatives undertaken for cross-government benefit (e.g., mentoring, climate action, knowledge management, and workstation refresh) or by administrative program areas (with the exception of building and Information Technology [IT] development projects). Record types include correspondence, templates, reports, and other types of records as indicated under relevant secondaries.

Record types include correspondence, plans, reports, and other types of records as indicated under relevant secondaries.

For budget planning, see primary 1000.
For building projects, see primary 525.
For employee performance and development plans (EPDPs), see primary 1385.
For the government’s overall strategic plan, see the records of Treasury Board Staff.
For “operational” projects, see the relevant program ORCS.
For project management oversight and support, see primary 405.
For staffing planning, see primary 1580.
For staffing planning, see primary 1705.
For IT projects, see primary 6450.

non-OPR NOTE: Offices will retain non-OPR copies of records for: SO nil DE 

Primary-Secondary Records Series OPR
  A SA FD
400-00 Policy and procedures SO nil DE
400-01 General CY+2y nil DE
400-02 Final annual reports (not covered in an ORCS)
(covers final published and unpublished reports)
OPR = Ministry/agency’s own annual report if it is not classified under the relevant ORCS.  Apply the non-OPR retention period and final disposition to all other published annual reports.
FR = The government archives will fully retain each ministry/agency final published annual report (not covered in an ORCS) because they summarize the B.C. government’s goals, objectives, and performance measures in regards to its policies, programs, and services.
Each year staff will set aside one copy of each final published annual report for transfer to the government archives (print and box with other FR records or transfer via the government EDRMS).
NOTE: The development of these reports is covered by secondary -20.
NOTE: Annual reports were replaced in fiscal year 2002/03 by annual service plan reports.		 SO nil FR
400-10 Final internal strategic and business plans
FR = The government archives will fully retain final approved internal strategic and business plans because they provide a concise description of ministry/agency program goals, objectives, and performance measures.
After each significant update, staff will set aside one copy of each final approved strategic and business plan for transfer to the government archives (print and box with other FR records or transfer via the government EDRMS).
NOTE: The development of these plans is covered by secondary -20. 		 SO nil FR
400-20 Ministry/agency planning and performance files
(covers standards development, modelling, goal-setting [objectives], joint planning strategies [inter-agency], strategic planning, business planning, mission statements, program planning, program implementation, quality assurance, and service standards)
(includes correspondence, work plans, annual service plans and reports, planning and performance reports [weekly, quarterly, trimester, monthly], business plans, information technology [IT] plans [e.g., information resource management plans], knowledge management plans, climate change plans, spreadsheets, and working documents)
SO = when no longer required for planning or performance evaluation and reporting
DE = Ministry/agency planning and performance files can be destroyed upon authorization of the Records Officer because planning activities are sufficiently documented in secondaries -02 and -10, or in primary 280, ministry ORCS, and executive records.
NOTE: This secondary covers researching, establishing, and implementing ministry/agency objectives, goals, performance measures, targets, priorities, and programs, as well as the development of plans, reports, and other goal-setting documents.  It also includes knowledge management strategies, plans, and activities.		 SO 2y DE
400-40 Cross-government and administrative project files
(covers organization/reorganization projects, public relations projects, and program status and needs)
(includes correspondence, business cases, project charters, meeting agendas and minutes, records of decisions, reports, and deliverables)
SO = upon project completion or cancellation
DE = Cross-government and administrative project files can be destroyed upon authorization of the Records Officer because significant projects are adequately documented in executive records covered by primary 280 and/or by Special Schedule for Executive Records (102906).
NOTE: This secondary covers cross-government and administrative program projects and initiatives (e.g., mentoring, climate action, knowledge management, workstation refresh, but not building and computer application development and enhancement projects).  Projects range from small, short-term assignments to large-scale, complex projects that require business cases, project plans, project charters, detailed scope, schedule, and budget documentation, risk management plans, and overall project management.		 SO 2y DE
400-50 Management review/evaluation of internal programs
(covers program evaluation projects and other audits and reviews)
SO = upon completion of review or evaluation and when corrective action is taken
DE = These records can be destroyed upon authorization of the Records Officer because significant management reviews and evaluations are adequately documented in executive records covered by primary 280 and/or by Special Schedule for Executive Records (102906).
NOTE: These records document management reviews and evaluations of the effectiveness of internal programs in achieving their objectives and the efficiency with which they are administered.		 SO 2y DE

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OPR – office of primary responsibility

A – active
SA – semi-active
FD – final disposition

CY – calendar year
nil – no retention period
SO – superseded or obsolete
y – year
DE – destruction
FR – full retention

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Contact information

For general inquires, contact the Government Information Management (GIM) Branch at:

Office
250 387-3387
Email
GRS@gov.bc.ca