ORCS Filing Reference Sheet - digitalspace/eagle-demi GitHub Wiki
This document explains the role, structure, and classification mapping rules of the ORCS Filing Reference Sheet kept in policies/ORCS-Filing-Reference-Sheet.pdf.
The ORCS Filing Reference Sheet is a scanned, single-page official policy reference document provided by the Government Information Management Office (GIMO). It outlines the Operational Records Classification System (ORCS) standards, retention classes, and disposition rules specifically applicable to environmental assessment records and government decisions.
The AI Classifier Tool (AICT) uses the rules in this reference sheet to suggest records-management tags. By using deterministic type-to-ORCS mapping, the platform achieves high reliability without relying on runtime LLM inference.
graph TD
DOC[Uploaded Document] --> TYPE[Type Keyword Match]
TYPE -->|Assessment Report| ORCS1[ORCS: 15400-20]
TYPE -->|Certificate| ORCS2[ORCS: 15400-30]
ORCS1 --> RET1[7 Years Retention]
ORCS2 --> RET2[Permanent Retention]
The following mappings are derived from the reference sheet and implemented inside the rule-based classification configuration (document-types.yaml):
| Document / Artifact Type | ORCS Code | Retention Schedule / Disposition | Reference Sheet Section |
|---|---|---|---|
| Assessment Report (AR) | 15400-20 |
Semi-active retention, then archives | Environmental Assessment Reports |
| EA Certificate (EAC) | 15400-30 |
Permanent retention (Archived) | Certificate & Amendments |
| Process Order | 15400-40 |
Active during project lifecycle | Order & Process Rules |
| Exemption Order | 15400-50 |
Permanent retention | Exemption & Termifications |
Since the original file (ORCS-Filing-Reference-Sheet.pdf) is a scanned single-page image containing no selectable text, AI models and automated workers should interpret it using this Markdown sidecar or match the document type directly against the controlled vocabularies defined in DFL-Reference-Metadata.md and the rule-based structures in Document-Types-Draft.md.