Redundant Source Records (schedule 206175)

This special schedule covers non-transitory records that have been replaced and rendered redundant by accurate and authentic reproductions of themselves.

These accurate copies replace the source records as the official file copies, inheriting the essential qualities and values of the original source record (authenticity, reliability, and usability). Official file copies may be created in one of the following ways:

  • copied from paper to paper or electronic format to electronic format
  • converted from paper to microform or digital image, microform to digital image, or from electronic format to paper
  • migrated from one computer system to another
  • converted/normalized from one data format to another
  • copied to storage media suitable for long-term or archival preservation

The official file copy is the record that is recognized, used and managed as the authoritative record.

All copying projects that involve digital records must comply with the Electronic Transactions Act (SBC 2001, c.10, ss. 3 to 13).

Find out the retention requirements for types of redundant source records:

This special schedule does not apply to the following:

  • any source records already identified in an approved records schedule as source records converted to another format
  • transitory records; apply one of the special schedules for transitory records to these
  • any source records that government is required to retain in their original format to meet its business, legal, audit, or archival requirements; schedule these records under the relevant ORCS or ongoing records schedule

1. Electronic Communications (Non-transitory)

(covers email, instant messaging, and other forms of electronic communication that have been copied and made redundant)

Records Lifecycle

Phase A SA FD
Retention SO nil DE

SO = when a copy of the source record has been filed and saved in the office recordkeeping system

DE = These source records can be destroyed because the official file copies that replace them will be retained in accordance with approved schedules.

2. Records in Unreadable Formats

(covers source records that are temporarily encrypted for secure transmission and other purposes)

Records Lifecycle

Phase A SA FD
Retention SO nil DE

SO = when the source record has been decrypted and a readable copy generated

DE = These source records can be destroyed because the copies that replace them will be retained in accordance with approved schedules.

NOTE: Encrypted records are records that have been transformed into an unreadable format to restrict unauthorized access.

3. Transformed/Converted Source Records

(covers records moved to a new system environment and records converted to a new format/medium for access, storage and preservation purposes, e.g., imaging projects)

Records Lifecycle

Phase A SA FD
Retention SO nil DE

SO = when the following conditions have been met:

  • official file copies have been made and verified in accordance with applicable best practices and standards
  • the source records have been confirmed as not needing to be retained in the original format
  • the official file copies of the records have been classified under an approved records schedule

DE = Source records can be destroyed because the official file copies that replace them will be retained in accordance with the approved schedules. A records destruction authorization relating to the project or ongoing business process must be signed and filed by your Records Officer before destruction can proceed.

For records that an archivist has appraised for full or selective retention, the Records Officer will consult with a government archivist, to ensure that is is acceptable to destroy the original records after that have been copied.

NOTE: For additional information see the User Guide for the Redundant Source Records Schedule (PDF).

Approval Date: 2012-05-31