Operated by the Office of the Chief Information Officer (OCIO) under the Government Records Lifecycle Management (GRLM) program, the Provincial Records Centre (PRC) provides: a safe, secure storage facility for semi-active government records; support to the Government Records Committee (GRC); and guidance to public bodies on the appropriate disposal of government records.

Records storage is available to those departments and other public bodies whose information technology services are provided by the OCIO.

The PRC provides secure storage for the following classes of semi-active government records that have an approved Records Retention and Disposal Schedule (RRDS) including

• Vital Records that are identified as either crucial to a mission critical business operation or essential for the continuation of a department or other public body during or following a disaster.
• Records for which the legal or operational needs of the department or other public body dictate that custody and/or control of the information must remain within government.
• Records which, due to their enduring value or historical significance, are to be transferred to The Rooms Provincial Archives Division when no longer required by the department or public body.
• Records which have longer than usual semi-active retention periods may be considered, to lessen the burden of storage costs on departments and public bodies.

PRC staff provides timely access to records in storage and facilitates the delivery and pick-up of records when needed. It is the responsibility of the requesting department or other public body to pay all costs associated with delivery and pick up requests. Access to records will only be given to individuals who have been authorized on the PRC Client Chart of Authority.

The following forms must be used by departments and other public bodies in completing requests for records and records transfers.

Form – Request for Records
Please complete a Request for Records Form for records that need to be signed-out temporarily (less than 30 days) or permanently.

Form – Records Transfer
Please complete a Records Transfer Form for each box being transferred and ensure that a copy is placed inside the box.

The following IM Advisories and FAQ have been created to assist public bodies in preparing records for offsite storage and accessing those records once they are in storage at the Provincial Records Centre.

FYI – IM Advisory – Preparing Paper Records for Offsite Storage (312 KB)

FYI – IM Advisory – Retrieving Records from the Provincial Records Centre (312 KB)

FYI – IM Advisory – Transferring Records to the Provincial Records Centre (392 KB)

FAQ – Provincial Records Centre (465 KB)

For questions related to services offered, please contact the Provincial Records Centre at:

Provincial Records Centre (Building 1050)
P.O Box 8700
190 East White Hills Rd, Pleasantville
St. John’s, NL A1B 4J6
Telephone: 1-709-729-3628
Email: grlm@gov.nl.ca