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Retention Guidelines for Common Administrative Records of the Government of Canada

Section 1, Part 3

Materiel Management Function
(Function-based arrangement)

Section 1 - Introduction

1.1 General

The following guideline provides guidance to institutions regarding the establishment of minimum retention periods for those common administrative records which support the Materiel Management Function of the Government of Canada.

This guideline should be used in accordance with instructions contained in the "Introduction" to the Retention Guidelines for Common Administrative Records of the Government of Canada and in conjunction with Multi-Institutional Disposition Authority (MIDA) 99/003, Materiel Management Function.

1.2 Disposition

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 Materiel Management Function, institutions should consult the Library and Archives Canada's Multi-Institutional Disposition Authority (MIDA) 99/003, Materiel Management Function.

1.3 Scope

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 Materiel Management Function of the Government of Canada, regardless of how the records are organized or controlled within each institution.

The Materiel Management Function encompasses the functions, sub-functions, processes, activities, and transactions of administrative business concerning the management of movable assets, such as furniture, furnishings, equipment, supplies, vehicles, and other materiel used or acquired by an institution, commonly conducted in and across all government institutions to facilitate the delivery of programmes and services. The main legislation underpinning the Materiel Management Function includes the Department of Public Works and Government Services Act, the Defence Production Act, the Surplus Crown Act, and the Financial Administration Act. For the purpose of identifying and explaining records disposition requirements, the Materiel Management Function, as set out in the Treasury Board Secretariats Material Management Policy, can be applied conceptually to any government institution and is divided into four phases of the life-cycle management of movable assets, within which are listed the following eight (8) sub-functions: assessing and planning requirements; acquiring materiel assets and related services; operating, using, and maintaining materiel; and replacing and disposing of materiel assets.

In applying this retention guideline, institutions should take care to ensure that:

  • the records are not operational in nature;

  • the records are not of a mixed operational and administrative character;

  • the records do not support an administrative function uniquely or specifically assigned to an Office of Primary Interest (OPI) or Office of Collateral Interest (OCI) (See definition of OPI, OCI below);

  • the records are not otherwise excluded from the application of MIDA 99/003 by virtue of the definitions and scope statement contained in the Appendix I of MIDA 99/003;

  • the records are not dated earlier than 1946;

  • all administrative actions have been completed for a record before applying the applicable retention guidance.

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 Materiel Management Function on behalf of the Government of Canada. Examples of such government bodies include the Treasury Board Secretariat, the Department of Public Works and Government Services Canada, Common Service Organizations, and the Department of National Defence (for military missions), and any other institution mandated to perform, in full or in part, a Materiel Management function on behalf of the Government of Canada (See, Appendix I of MIDA 99/003, under Scope of Authority).

This retention guideline, however, does apply to such organizations when those records are collected, created or received in support of Materiel 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, the two year retention period for routine records, and the retention periods associated with Personnel (employee) files 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 "Materiel Management Function" table for additional information.

1.6 Guidance

For advice and assistance regarding the retention guidelines, please contact the Recordkeeping Liaison Centre.

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