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950 - Cost-sharing Arrangements & Claims

Last updated on April 19, 2024

Records relating to ministry and agency cost-sharing arrangements with the federal government, other governments, and the private sector, as well as claims (e.g., monies and recoverable disbursements) made by ministries and agencies to those entities under the terms of the corresponding agreements.

Records types include correspondence, agreements, forms, and reports.

For accounts payable and receivable, see secondaries 925-20 and 935-20 respectively.
For audits, see primary 975.
For cost-sharing programs, see the ORCS of the relevant program.
For other agreements, see primary 146.

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

Primary-Secondary Records Series OPR
  A SA FD
950-00 Policy and procedures SO 7y DE
950-01 General FY+1y nil DE
950-20 Cost-sharing agreement files
(covers federal, foreign, local government, provincial, United States, and other agreements)
SO = upon expiry of the agreement and all extensions to the agreement, and upon conclusion of audit and other requirements stipulated in the agreement
7y = The retention period is based on the six-year limitation period for commencing an action with respect to a contract under the Limitation Act (RSBC 1996, c. 266, s. 3).
DE = Cost-sharing agreement files can be destroyed upon authorization of the Records Officer because information about significant inter-jurisdictional agreements is selectively retained by the government archives from relevant program area ORCS and ARCS secondary 146-45.
NOTE: For administrative convenience, these files may be classified with contract files under secondary 1070-20.		 SO 7y DE
950-25 Cost-sharing claim files
(covers consolidated revenue fund)
SO = when final payment is received and upon conclusion of audit and other requirements stipulated in the agreement
NOTE: For administrative convenience, these files may be classified with accounts receivable files under primary 935.		 SO+1y 6y DE

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OPR – office of primary responsibility

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

FY – fiscal year
nil – no retention period
SO – superseded or obsolete
y – year
DE – destruction

Resources

Learn how government records are managed:

Contact information

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

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