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Routine Information Schedules

Last updated on June 8, 2026

Background

Routine information in the Government of British Columbia is information that supports day-to-day administrative, operational, or transactional activities of government.

While routine information is kept for 7 years or less and destroyed, it’s the context (including, but not limited to, who the creator is, what they do, and how) that determines the appropriate schedule, not the length of retention.

All records not covered by Critical Information schedules are covered in the Routine Information schedules. All routine information will be destroyed because the information these records contain is summarized or documented in records covered by the Critical Information schedules.

Application

The Routine Information schedules establish the minimum requirements for retaining these records; a program area may extend the retention periods to suit their operational needs.

Before applying a Routine Information Schedule, always check first if there's a Critical Information schedule [actively under development] that applies. If your program area is unsure which to use, or if you think you have records that are critical but not currently covered by the critical information schedules, connect with your GIM Specialist. 

Information Destruction

Routine information should be destroyed when no longer needed, unless it is relevant to an ongoing search for legal purposes or to an ongoing access request made under the Freedom of Information and Protection of Privacy Act (FOIPPA). Formal authorization is not required to destroy routine information.

Schedules

Routine Information  

2900 Transitory Information

Keep until no longer needed, then destroy.

Covers information that is:

  • only used short-term and does not need to be filed or saved;
  • created or received during routine actions, in the preparation of other records that replace them, or for convenient reference; and/or
  • not needed as evidence of a government activity, decision, or transaction.

Examples include: 

  • Copies and duplicates of existing records made for purposes of convenience or reference;
  • Drafts that are preliminary or incomplete that do not contain substantive comments (substantive comments contain feedback that significantly alters the direction, content, or approach of the draft, such as introducing new ideas, changing the argument’s focus, or suggesting major structural revisions); 
  • Information from external sources, including solicited and unsolicited information, used for reference purposes or not at all, including extracts or copies of publications, promotional material, and similar material; 
  • Messages that are casual or non-substantive, that are of only passing value and not needed to document an action or decision;
  • Rough notes and working materials used for the purposes of creating other documents, aiding memory, facilitating a routine action, or exploratory thoughts; and
  • Systems information, including:
    • System-generated files and reports for reference;
    • Data that is gathered automatically by a system; and
    • Documents used only to input information into a computer system.

2901 Records to be kept until no longer needed

Keep until no longer needed for business purposes, then destroy.

Covers records that support day-to-day operations but are not required to be kept beyond their business use and can be destroyed upon closure. These records are considered closed when:

  • no longer needed for reference purposes;
  • no longer needed to support program planning, tracking or reporting; and/or
  • information is no longer current

Examples of records include (but are not limited to):

  • Branch employee files
  • Policy development files that do not fall under a Critical Information schedule [currently under development]
  • Redundant source information that has been converted to a different format
  • Reports that do not fall under the Reports schedule
  • Speeches and presentations
  • Websites/pages

2902 Records to be kept for 2 years

Keep for 2 years after file closes, then destroy.

Covers records relating to office support services, planning and performance, records that include personal information that is used to make a decision that directly affects an individual as per the Freedom of Information and Protection of Privacy Act (RSBC 1996), records that are subject to audit requirements, and/or records that may be relevant to actions that are subject to the 2-year basic limitation period as per the Limitation Act (SBC 2012).

Examples of records include (but are not limited to):

  • General correspondence and inquiries
  • IT application/system documentation
  • Ministry/agency staffing competition files
  • Planning, performance and project files that are not covered under a Critical Information schedule [currently under development], e.g.:
    • strategic/business/work plans
    • goal-setting (objectives, key performance indicators)
    • project charters
    • reporting and deliverables
    • meeting agendas and minutes
    • program evaluations/audits/reviews

2905 Records to be kept for 5 years

Keep for 5 years after file closes, then destroy.

Covers records relating to advisory and administrative committees, human resources & workplace safety, and information and privacy under the authority of the Employment Standards Act, the Occupational Health and Safety Regulation (B.C. Reg. 283/2024), and the Workers Compensation Act (RSBC 2019).  

Examples of records include (but are not limited to):

  • Committees with purely advisory or administrative functions that do not fall under a Critical Information schedule [currently under development], e.g.: 
    • public liaison
    • advice to other ministries
    • industry groups
    • HR bodies
    • facilities
    • Occupational Health and Safety (OSH)
  • Human resources & workplace safety
    • First aid incident logs
    • Occupational Health and Safety (OSH) inspection files
    • Work-related incident reporting files
  • Information and privacy
    • FOI requests that do not document OIPC inquiries or judicial reviews

*Note: for requests that do document OIPC inquiries or judicial reviews, use the appropriate schedule in the Critical Information section [currently under development]

  • Protection of privacy issues and privacy impact assessments

2907 Records to be kept for 7 years

Keep for 7 years after file closes, then destroy.

Covers records relating to financial management responsibilities under the authority of the Financial Administration Act (RSBC 1996, c. 138), Budget Transparency and Accountability Act (SBC 2000, c. 23), Balanced Budget and Ministerial Accountability Act (SBC 2001. c. 28), and Financial Information Act (RSBC 1996, c. 140), and in compliance with Treasury Board and Office of the Comptroller General policies, standards, and directives. 

Examples include (but are not limited to):

  • Managing financial accounts (payables and receivables)
  • Budget development and control
  • Cost-sharing agreements and claims
  • Financial audits and compliance reviews

*Note: for audits and compliance reviews that are not routine in function, use the appropriate schedule in the Critical Information section [currently under development]

  • Financial reporting and analysis
  • Grant files and other transfer payments (excluding reports)

*Note: for grant program files with a federal component and/or are not routine in function, use the appropriate schedule in the Critical Information section [currently under development]

  • Ministry/agency Treasury Board submissions
  • Procurement and contract management

*Note: for master service agreements and contracts that are not routine in function, use the appropriate schedule in the Critical Information section [currently under development]

  • Revenue and expenditure control
  • Tax reporting

 

Contact information

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

Email
GIM@gov.bc.ca