Developer’s Handbook for Operational Records Classification Systems (ORCS) - alpha release - Introduction & Overview

Sep 11, 2026

Uploaded by Anda

Developer’s Handbook for Operational Records Classification Systems (ORCS) provides practical guidance for BC government staff designing and revising operational records classification and scheduling systems. The handbook explains information management concepts in BC government, defines records and information schedules, and outlines the multi-stage lifecycle for developing and amending information schedules. It supports CRO approval requirements under the Information Management Act by covering functional analysis, drafting schedules, records appraisal, arrangement, approvals, implementation planning, public consultation, and publication workflows.

LanguageEnglish

CategoryPresentations

FormatPDF

Pages154

Reading Time54 min

AccessFree to download

Introduction & Overview

Introduction to the Developer’s Handbook

Information Management in BC Government

What is government information?

What is a record?

What are information schedules?

The Information Schedule Development Lifecycle

Developing and Amending Information Schedules

Stages in the Development Process

Assess Readiness

Preparation and Learning Resources

Requesting a New ORCS or Amendment

Project Initiation

Research and Analysis

Schedule Drafting

Records Appraisal

Finalizing Schedule

Approval Process

Implementation and Review

Appendices and Resources

Introduction & Overview Assess Readiness Project Initiation Research and Analysis Schedule Drafting Records Finalizing Approval Implementation Appendices and Appraisal Schedule Process and Review Resources Developer’s Handbook for Operational Records Classification Systems ( ORCS) alpha release, 2021-12-22 1 Government Records Service, Province of British Columbia Last revised: February 28, 2022 11:17 AM Introduction & Overview Assess Readiness Project Initiation Research and Analysis Schedule Drafting Records Finalizing Approval Implementation Appendices and Appraisal Schedule Process and Review Resources Contents Introduction & Overview 4 Introduction to the Developer’s Handbook 4 Information Management in BC Government 5 What is government information? 6 What is a record? 6 What are information schedules? 7 The Information Schedule Development Lifecycle 8 Developing and Amending Information Schedules 9 1. Administrative Amendment 10 2. Formal Amendment 11 3. New ORCS 12 Stages in the Development Process 14 Assess Readiness 18 Preparation and Learning Resources 18 Requesting a New ORCS or Amendment 19 Initiate the Request Process 19 Submit a Formal Request 20 Prioritization of ORCS Development Requests 21 Prioritization Process 22 Project Initiation 23 Starting the ORCS Development Process 23 What is a Kickoff Meeting? 24 Kickoff Meeting Sample Agenda 25 What is a Project Charter? 26 Sections of an ORCS Project Charter 26 Project Charter Template 30 Research and Analysis 31 What is Functional Analysis? 32 Understanding Program Area Functions and Activities 33 Writing an ORCS using Functional Analysis 34 ORCS Standard 34 ORCS Structure 35 Background Research 36 Context of the Records 36 GRS Resources 38 Fieldwork 40 Interviewing Subject Matter Experts (SMEs) 40 Standard Questions for SMEs 41 Describing Information Systems 48 Sample System Overview 50 Schedule Drafting 51 Introduction to Drafting Schedules 51 ORCS at a Glance 52 ORCS Core Components 53 Style Guide 54 Section Instructions 58 ORCS Primaries 58 Primary Components 69 Primary Examples 74 ORCS Secondaries 78 Secondary Components 82 Secondary Examples 93 System Overviews 95 Executive Summary 103 ORCS Amendments 109 Overview 109 Administrative Amendments 112 Formal Amendments 113 Replacing an ORCS in its Entirety 115 Summary of Changes 117 Records Appraisal 123 About Archival Appraisal 123 The ORCS Appraisal Process 124 Standard Archival Appraisal Questions 124 Purpose of the Questions 124 2 Government Records Service, Province of British Columbia Last revised: February 28, 2022 11:17 AM Introduction & Overview Assess Readiness Project Initiation Research and Analysis Schedule Drafting Records Finalizing Approval Implementation Appendices and Appraisal Schedule Process and Review Resources How To Use These Questions 125 Sample Appraisal Questions 126 Finalizing Schedule 130 Arrangement 130 Build PDF binder for reviews 132 Convert to PDF and Re-name the Files 132 Add Bookmarks to PDF 133 Approval Process 136 ORCS Review Process 137 Implementation Planning 138 Public Consultation and IMAC Submission 140 Preparing the IMAC Presentation 141 IMAC Meeting and Presentation 141 Chief Records Officer Approval and Endorsements 142 Publication 142 Notify GRS to Update Tracking Information 142 Prepare Publication Version of the ORCS 143 Filing Publication Version of the ORCS 144 Publishing ORCS to the ORCS e-Library 144 Implementation and Review 146 Pre-Implementation Phase 146 Knowledge Transfer Meeting 147 Project Close-Out 148 Implementing the Approved Schedule 149 Appendices and Resources 150 Acronyms and Abbreviations 150 Linked Documents 152 Web Resources 153 FAQs (for future expansion) 154 3 Government Recor

FAQs

What does the Developer’s Handbook cover for ORCS development in BC government?

It guides staff through developing and amending operational records classification and scheduling systems, including the lifecycle stages, required analyses, drafting, appraisal, approval, implementation planning, and publication steps.

How does the handbook define an ORCS and what is it used for?

An ORCS is an integrated records classification and scheduling system aligned to government-wide standards. It supports classification, filing, retrieval, disposition, and can help identify vital records and related FOI/privacy designations.

Who collaborates to develop and amend information schedules?

The process involves ministry staff working with Government Records Officers (GRO) and Government Records Service (GRS) archivists, supported by guidance, templates, and checklists for each stage.

Sep 11, 2026

Uploaded by Anda