Record Copies of Published Maps (schedule 112908)

This schedule is intended to ensure that a record copy of each edition or variant of each published map produced by agencies covered by the Document Disposal Act (RSBC 1996, c. 99), along with all related indexes, is transferred to the legal custody of the government archives.

A map is a representation, normally to scale and on a flat medium, of a selection of material or abstract features on, or in relation to, the surface of the earth or another celestial body.

The term "map" is used generically in this schedule to mean maps, plans, charts (hydrographical/nautical, weather and aeronautical), and atlases.

The term "published" refers to maps that have been printed, photographed, or reproduced in multiple copies whether for limited or general distribution.

The term "record copy" refers to the one map in a set of identical maps that is selected by the map producer to serve as the historical copy. In other words, whenever an agency publishes a new map, a new edition of a previously published map, or any other new version or "variant" of a previously published map, the agency will select one copy of the map to serve as the record copy. All other copies may be treated as "duplicate copies."

This schedule does not cover maps covered by other records schedules. Specifically, the schedule does not cover maps which form part of an automated information storage and retrieval system (such as maps used by an agency to input geographic information into an automated system, and hardcopy printouts or microform outputs of computer-plotted maps). Such maps will be scheduled along with the other components of the automated system of which they form a part.

a) Published Maps (Hardcopy)

Records Lifecycle

Phase A SA FD
Retention SO nil SR

SO =  when records are no longer of administrative or operational value to the OPR

SR = The OPR will transfer one record copy of each edition or variant of each published map produced by an agency covered by the Document Disposal Act, along with all related indexes (in map or other form), to the legal custody of the government archives.  Published maps will typically be selected if they are not duplicated in the government archives map collection.

b) Published Maps (Microform)

Records Lifecycle

Phase A SA FD
Retention SO nil SR

SO = when records are no longer of administrative or operational value to the OPR

NOTE: This "SO" statement is designed to give map-producing agencies broad latitude in determining how long they need to retain record copies of published maps in their legal custody for active use. Agencies which would prefer to transfer such maps to the government archives according to a specified time period are encouraged to work with the government archives to develop schedules for record copies of specific types of maps. Contact your Records Officer for further information.

SR = The OPR will transfer one record copy of each edition or variant of each published map produced by an agency covered by the Document Disposal Act, along with all related indexes (in map or other form), to the legal custody of the government archives. The government archives will determine whether the microform version of a hardcopy published map adequately duplicates the information in the hardcopy version. If the information is not adequately duplicated, both versions will normally be retained.

Selective retention applies only to the record copy of each published map. Duplicate copies may be retained and disposed of in accordance with the retention schedules included in the government-wide special schedule for transitory records (102901). Contact your Records Officer for further information.

Approval Date: 1992-06-29