Section 1 - Introduction
The following guideline provides guidance to institutions regarding the establishment of minimum retention periods for those common administrative records which support the Real Property Management Function of the Government of Canada.
This guideline should be used in accordance with instructions contained in the 'General Introduction' to the Retention Guidelines for Common Administrative Records of the Government of Canada and in conjunction with Multi-Institutional Disposition Authority (MIDA) 2001/002, Real Property Management Function..
Nothing in this guideline should be seen as constituting an authority or requirement to dispose of records. For direction regarding the disposition of common administrative records related to the Real Property Management Function, institutions should consult the Library and Archives Canada's Multi-Institutional Disposition Authority (MIDA) 2001/002, Real PropertyManagement Function. .
This guideline applies to all common administrative records (i.e. administrative records which are common to or shared by all federal government institutions) which are collected, created or received by institutions in support of the administration of the Real Property Management Function of the Government of Canada, regardless of how the records are organized or controlled within each institution.
The Real Property Management Function encompasses the functions, sub-functions, processes, activities, and transactions of administrative business concerning the management of federal real property or other real property used or acquired by an institution, commonly conducted in and across all government institutions to support and facilitate the delivery of programmes and services. The main legislation underpinning the Real Property Management Function includes the: Department of Public Works and Government Services Act, the Federal Real Property and Federal Immovables Act1, the Department of Canadian Heritage Act, National Capital Act, the Financial Administration Act, the Historic Sites and Monuments Act, the Department of Natural Resources Act, and the Expropriations Act. The Real Property Management Function is divided into five (5) sub-functions: assessing and planning real property requirements; acquiring real property assets and related services; operating and using real property assets; maintaining real property assets; and replacing, transferring and disposing of real property assets.
In applying this retention guideline, institutions should take care to ensure that:
1.4 Offices of Primary Interest and Offices of Collateral Interest
This retention guideline does not apply to those records of Offices of Primary Interest (OPI), Offices of Collateral Interest (OCI) and central agencies that are collected, created or received in the pursuance of their mandated role in administering a Real Property Management Function on behalf of the Government of Canada. Examples of such government bodies include Treasury Board, Department of Public Works and Government Services Canada, Parks Canada, National Capital Commission, Department of Natural Resources, Royal Canadian Mounted Police, and any other institution mandated to perform, in full or in part a Real Property Management function on behalf of the Government of Canada (See Appendix I of MIDA 2001/002 under "Scope of the Authority" for further examples).
This retention guideline, however, does apply to such organizations when those records are collected, created or received in support of Real Property Management Functions and activities that are common to or shared by all federal government institutions.
1.5 Retention Period Guidelines
When records are covered by an existing MIDA the retention information offered takes the form of retention guidelines expressed in months, calendar years and fiscal years. In the absence of specific retention guidance and unless specified otherwise, the five year retention period for policy and procedures and the two year retention period for routine records should be applied to similar records related to each sub-heading/activity listed in this function. Please refer to the "General Retention Guideline" provided at the beginning of the "Real Property Management Function" table for additional information.
For advice and assistance regarding the retention guidelines, please contact the Recordkeeping Liaison Centre.
1. Updated - 1991, c. 50.