THIS MEMORANDUM OF UNDERSTANDING dated for reference the day of ________ , 20 .

BETWEEN:	HER MAJESTY THE QUEEN IN RIGHT OF THE PROVINCE OF BRITISH COLUMBIA, Ministry of Forests, Lands and Natural Resource Operations
Timber Pricing Branch
1520 Blanshard Street
Victoria, British Columbia
FAX: (250) 387-9738
(the “Province”)
AND:
(the “Company”).

Purpose. The purpose of this memorandum is to provide the Province and the Company with a means by which the Province can deliver invoices and other documents to the Company using electronic means, in substitution for the delivery of conventional paper based documents. Such documents may include, but are not limited to:

Invoices for Crown timber;

Volume statements for sample scale returns;

Ratio reports for weight scale populations; and

Volume statements for private timber.

Company Representative to Receive Email. The Company’s representative to receive email notifications is:

Name:

Email Address:

The Company representative must be a registered user of the Ministry’s Harvest Billing System (HBS), and assigned the role of Industry Document Receiver by the Company’s HBS User Administrator. The Company shall notify the Province or any change of its representative or email address.

C.	Document Delivery Method (tick one box):

FTP	or	Email with Links

If automated FTP is chosen as a delivery method, a static IP address will be required, and companies choosing this option must make arrangements through the HBS help desk.

(Companies wanting documents delivered to more than one office location must fill out the attached multiple name and e-mail address form.)

D.	Province to Make Documents Available. The Province will make electronic documents available to the Company and will send a notification to the Company representative’s email address that the electronic documents have been created. The notification will be an email message that includes either a Uniform Resource Location (URL) to the electronic documents, or an indication that the documents have been posted to the Company directory on the Province’s File Transfer Protocol (FTP) site. The Province will undertake to send the email to the Company’s representative on the same day the electronic documents are created. The Province will ensure that the electronic documents are accessible via the URL or the Company directory on the FTP site for a minimum of 30 days from the date the email is sent. Only Company employees who are registered users of the Ministry’s Harvest Billing System (HBS) will have access to the URL or to the files stored in the Company directory on the Province’s FTP site.

E.	Email Notification Constitutes Delivery. The Province and Company agree that the act of notifying the Company’s representative by email that electronic documents are available constitutes delivery of the documents from the Province to the Company.

F.	Electronic Document Format and Retention. The Province will provide access to certified copies in eXtensible Markup Language (XML) format for a period of seven (7) years from the date of their creation. The Province will ensure that the electronic documents are organized in the same, or substantially the same manner as are the Province’s paper documents. The Province and the Company agree that electronic documents in XML format are equivalent to paper documents and, once delivered and stored, are to be considered accessible in a manner useable for subsequent reference.

G.	Electronic Documents Deemed Original Documents. The Province and the Company agree that electronic documents in XML format stored on the Province’s Harvest Billing System database will be the original documents. The Province has processes in place to ensure that the XML data is not changed, and this provides a reliable assurance of the integrity of the documents.

H.	Term: Amendments. This agreement is effective beginning the day of , 20 , and shall continue indefinitely unless sooner terminated by the parties. Either party may terminate this agreement upon thirty (30) days written notice to the other party. This Memorandum of Understanding may be amended at any time by the execution of a written addendum signed by both the Province and the Company.

SIGNED on behalf of Her Majesty	)

the Queen in Right of the Province	)

of British Columbia by a duly	)

authorized representative of the	)

Minister of Forests, Lands and Natural	)

Resource Operations	)

on the day of , 20 ,	)

in the presence of:	)

)

(Witness)	Director, Timber Pricing Branch

Ministry of Forests, Lands and Natural Resource Operations

SIGNED on behalf of	)

(Company Name)	)

by a duly authorized signatory on the	)

day of , 20 ,	)

in the presence of:	)

)

)

)

)

)

(Witness)	Duly authorized signatory of

(Company Name)

MULTIPLE NAME AND E-MAIL ADDRESSES

Client No.	Location Code	Office Location	Name	E-Mail Address	Delivery Method FTP/ E-Mail Link/Paper