Where Software Meets Recordkeeping 

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Tangible Capital Assets (TCAs), for the purpose of this report refers to the accounting practices recommended for all Canadian Municipalities as of January 2009. This new approach to accounting was originally proposed by the Canadian Institute of Chartered Accountants in 2007. It has been mandated via the Public Services Accounting Board (PSAB) 3150.

The purpose of this report is to document specific changes in recordkeeping practices that will be required for a municipality that has fully implemented TCA accounting practices. The changes in recordkeeping will occur in the following areas:

  • The procedures used to create, identify (label), and file records in physical (paper) form will change.
  • The procedures used to create, identify (declare) electronic records within a modern EDRMS (Electronic Document & Records Management System) system will change.
  • The underlying Retention Schedule (File Plan). There are structural changes required in the way records are categorized.
  • The Enterprise Content Management system must present several different data lists to the end users to support TCA recordkeeping.

We will assume that all municipalities should/will incorporate these recordkeeping changes, even if they have not yet fully adopted TCA accounting methods, as we assume they will eventually be adopting TCA.

We are assuming that TCA accounting practices are to be applied to a system for managing electronic records. For the purpose of this report, we will assume a modern EDRMS (Electronic Document & Records Management System) will be deployed for recordkeeping. We will further assume that the EDRMS will be RBR (Rules-Based Recordkeeping) capable. This report is agnostic to EDRMS brand or style, but we will use SharePoint as an assumed ECM (Enterprise Content Management) platform, with some recordkeeping add-in technology in place.

RIMtar Report

Impact of Tangible Capital Assets on Recordkeeping Practices