BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final...

26
THE CORPORATION OF THE TOWNSHIP OF RAMARA BYLAW NO. 2004.31 RECORDS RETENTION BYLAW BEING A BYLAW TO ESTABLISH THE RETENTION PERIOD FOR CERTAIN RECORDS REQUIRED TO BE KEPT FOR THE CORPORATION OF THE TOWNSHIP OF RAMARA BILL NO. 2004.29 WHEREAS the Municipal Act, RS.O. 2001, Section 253, provides that subject to the Municipal Freedom of Information and Protection of Privacy Act, any person may, at all reasonable times, inspect any of the records under the control of the Clerk; AND WHEREAS the Municipal Act, RS.O. 2001, Section 254, provides that a municipality shall retain and preserve the records of the municipality in a secure and accessible manner; AND WHEREAS the Municipal Act, RS.O., 2001, Section 254, provides that records may be destroyed in accordance with this section; AND WHEREAS the Council of the Township of Ramara is desirous of establishing Schedules of Retention Periods for the records of the municipality, subject to the approval of the Municipal Auditor. NOW THEREFORE, the Council of the Township of Ramara hereby enacts as follows: 1. Definitions a) Record - means any record of information however recorded, whether in printed form, on film, by electronic means or otherwise, and includes documents, financial statements, minutes, accounts correspondence, memoranda, plans, maps, drawings, photographs and films. b) Responsible Dept. - means the department that has produced or generated the original record. c) Keep Department - means the number of years a record is stored within the Active Records Management System. d) Off-Site - means the number of years a record is stored within the Inactive Storage Records Management System. e) Total Retention - means the maximum number of years a record is stored within the Municipality. f) Legend - the legend indicates the terms of retention required of each individual record of the Municipality which is denoted as follows: "P" represents permanent. A file with this retention limit is never destroyed.

Transcript of BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final...

Page 1: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

THE CORPORATION OF THE TOWNSHIP OF RAMARA

BYLAW NO. 2004.31

RECORDS RETENTION BYLAW

BEING A BYLAW TO ESTABLISH THE RETENTION PERIOD FOR CERTAIN RECORDS REQUIRED TO BE KEPT FOR THE CORPORATION OF THE TOWNSHIP OF RAMARA

BILL NO. 2004.29

WHEREAS the Municipal Act, RS.O. 2001, Section 253, provides that subject to the Municipal Freedom of Information and Protection of Privacy Act, any person may, at all reasonable times, inspect any of the records under the control of the Clerk;

AND WHEREAS the Municipal Act, RS.O. 2001, Section 254, provides that a municipality shall retain and preserve the records of the municipality in a secure and accessible manner;

AND WHEREAS the Municipal Act, RS.O., 2001, Section 254, provides that records may be destroyed in accordance with this section;

AND WHEREAS the Council of the Township of Ramara is desirous of establishing Schedules of Retention Periods for the records of the municipality, subject to the approval of the Municipal Auditor.

NOW THEREFORE, the Council of the Township of Ramara hereby enacts as follows:

1. Definitions

a) Record - means any record of information however recorded, whether in printed form, on film, by electronic means or otherwise, and includes documents, financial statements, minutes, accounts correspondence, memoranda, plans, maps, drawings, photographs and films.

b) Responsible Dept. - means the department that has produced or generated the original record.

c) Keep Department - means the number of years a record is stored within the Active Records Management System.

d) Off-Site - means the number of years a record is stored within the Inactive Storage Records Management System.

e) Total Retention - means the maximum number of years a record is stored within the Municipality.

f) Legend - the legend indicates the terms of retention required of each individual record of the Municipality which is denoted as follows:

"P" represents permanent. A file with this retention limit is never destroyed.

Page 2: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

"S"

"T"

*

**

represents superseded. A file with this retention limit is transferred or destroyed when it has been replaced.

represents termination. A file with this retention limit is transferred or destroyed when the subject to which it pertains has ended in some way.

represents maximum copy retention. Records of any subject which copies are retained by other departments, have a total retention limit of no greater than the "Responsible Dept.", Keep in Dept." value.

represents subject to archival selection. Certain records have been designated as having potential historical and research value to the Municipality when their values have been exceeded. These records may be set aside for review and culling by an archivist prior to their destruction.

2. That Schedule "A" attached to and forming part of this bylaw be and it is hereby established as Retention Schedules for records of the Township of Ramara.

3. That records on the Retention Schedule attached hereto as Schedule "A" and forming part of this bylaw shall be preserved for the number of years indicated under the column entitled "Total Retention", and may then be destroyed.

4. That this Bylaw shall come into force and take effect on the day it receives approval of the Municipal Auditor.

5. That upon approval of this bylaw by the Municipal Auditor, the Clerk or an appointed deSignate may destroy at any time Township Records subject to a Retention Period within Schedule "A" attached hereto and forming part of this bylaw.

6. The Clerk may prepare additions, deletions and amendments to Schedule "A" and once adopted by resolution of Council, and approved by the MuniCipal Auditor, shall be deemed to be amendments to this bylaw.

7. That Bylaws 97.94 and 98.110 are hereby repealed upon approval of this bylaw by the Municipal Auditor.

8. That the short title of this bylaw is the Records Retention Bylaw.

BYLAW READ A FIRST, SECOND AND THIRD TIME AND PASSED THIS 10TH DAY OF MAY, 2004.

Page 3: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Primary Heading: Administration

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

AOO Administration· General Originating 1 - 1

A01 Associations and Organizations Originating 1 5 6

A02 Staff Committees and Meetings Originating 1 5 6**

A03 Computer/Information Systems Treasury S 6 S+6

A04 Conferences and Seminars Originating 1 - 1**

A05 Consultants Originating 2 2**

A06 Inventory Control Originating 1 5 6

A07 Office Equipment and Furniture Originating T . T

A08 Office Services Originating 1 . 1

A09 Policies and Procedures Originating S P P**

A10 Records Management Clerk's S - S

A11 Records Disposition Clerk's P - P

A12 Telecommunications Systems Originating S - S

A13 Travel and Accommodation Originating 1 - 1

Legend: P - Permanent; * - Maximum Copy Retention; 5 - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

Only those sponsored by the Municipality are subject to archival review.

T= Disposal of item

03·01·04

1 of 24

Aug 2003

Citation Table

303,304, 305

30

220

2,7,8,17, 20,21,22, 23,24,25, 26,27,28, 31,190, 196,197, 213

100,278, 384,385, 386,387, 388,389

100,278, 384,385, 386,387, 388,389

Page 4: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Primary Heading: Administration

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

A14 Uniforms and Clothing Originating S S**

A15 Vendors and Suppliers Originating 2 - 2

A16 Intergovernmental Relations Originating 1 5 6**

A17 Accessibility of Records (F.O.I.) Clerk's 2 5 7

A18 Security Originating T 6 T+6

A19 Facilities Construction and Originating T 6 T+6** Renovations

A20 Building and Property Maintenance Originating 1 5 6

A21 Facilities Bookings Originating 1 - 1

Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

1+6 year rental

T= Disposal of property

T= Completion of project -Specifications permanent

03-01-04

2 of 24

Aug 2003

Citation Table

220,386, 387

200,306, 368,369, 372

164,172, 199,202, 211,244, 245,265, 267,310

Page 5: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Primary Heading: Council and By-Laws

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

COO Council and By-Laws - General Originating 1 - 1

C01 By-Laws Clerk's P - P**

CO2 By-Laws - Other Clerk's S - S Municipalities

C03 Council Agenda Clerk's S 6 S+6

C04 Council Minutes Clerk's P - P**

C05 Council Committee Agenda Clerk's S 6 S+6

C06 Council Committee Minutes Clerk's P - P**

C07 Elections Clerk's T+90 - T+90 days Days

C08 Goals and Objectives Originating S - S**

C09 Motions and Resolutions Clerk's P - P**

C10 Motions and Resolutions - Other Clerk's S - S Municipalities

C11 Reports to Council Clerk's 1 P P**

C12 Appointments to Boards and Clerk's 1 5 6** Committees

Legend: P - Permanent; * - Maximum Copy Retention; 5 - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

Copy retention S

Copy retention 2 years Working notes 6 years

T= election of new Council

Copy retention 1 year

**annual members listing

03-01-04

30f24

Aug 2003

Citation Table

246,288, 340,341

109,110, 111,112, 288,341, 384,389

384,389

109,110, 111,112, 246,286, 313,314, 324,

285,290, 291,292, 293,294, 295,296, 297,298, 299

246,288, 341

282

282

Page 6: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Primary Heading: Development and Planning

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

000 Development and Planning - Originating 1 - 1 General

001 Demographic Studies Planning 5 5 10**

002 Economic Development Planning 5 5 10**

003 Environment Planning Planning 5 5 10**

004 Residential Development Planning 5 5 10**

005 Natural Resources Planning 5 5 10**

006 Tourism Development Planning 5 5 10**

007 Condominium Plans Planning 5 P P

008 Official Plans Clerk's S P P**

009 Official Plan Planning T+1 5 T+6 Amendment Applications

Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

A document related to environmental assessment may be destroyed by or under the authority of the Minister when it has been completely recorded or copied and the recording or copy is retained for the purposes of inspection under s. 36(6) of the Environmental Assessment Act.

Applications can be destroyed 2 years after final decision.

Copy retention S

T= Final decision.

03-01-04

40f24

Aug 2003

Citation Table

155,158, 363,364, 365,366

309,378, 379

312,338

338

Page 7: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Primary Heading: Development and Planning

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

010 Severances Planning T+1 5 T+6

011 Site Plan Control Planning 5 P P**

012 Subdivision Plans Planning 5 P P

013 Variances Planning T+2 P P

014 Zoning Planning T+2 4 T+6

015 Easements Clerk's T+1 5 T+6**

016 Encroachments Clerk's T+1 5 T+6**

017 Annexation/Amalgamation Clerk's 1 P P**

018 Community Improvement Projects Clerk's T+1 5 T+6**

019 Industrial/Commercial Development Planning 5 5 10**

020 Oockominium Plans Planning 5 P P

021 Municipal Addressing Treasury S 10 S+10**

022 Reference Plans Planning S P P

Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

T= Final decision.

Application 2 years after final decision

Application 2 years after final decision.

T= Final decision

T= Final decision

T= Termination of right

T= Termination of right

T= Completion of project

03-01-04

50f24

Aug 2003

Citation Table

315

338

282

Page 8: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Primary Heading: Environmental Services

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

EOO Environmental Services Originating 1 - 1

E01 Sanitary Sewers W/wW 2 8 10**

E02 Storm Sewers Works 2 8 10**

E03 Treatment Plants W/wW 2 8 10**

E04 Trees Works 2 3 5

E05 Environmental Monitoring Originating 2 3 5**

E06 Utilities Works 2 3 5**

E07 Waste Management Works 1 5 6**

E08 WaterWorks W/wW 2 8 10**

E09 Drains Works 2 8 10**

E10 Specifications Originating P P**

E11 Open Ditch Draining Works 2 8 10**

E12 Swales Works 2 8 10**

Legend: P - Permanent; * Maximum Copy Retention; S - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

Specifications are kept permanently

Specifications are kept permanently

Specifications are kept permanently

Specifications are kept permanently

Specifications P

For E01 , E02, E03, E06 & E08

Specifications P

Specifications P

03-01-04

6 of 24

Aug 2003

Citation Table

346,347

346,347

347,351 352,353, 378,379

156,158, 220, 242, 309,347, 363,364, 365,366, 376,377, 378,379

326,327, 363,364, 365,366

220,234, 235,236, 237,238, 239,240, 241,242, 328,329, 330,331, 332,333, 334,335

159,347, 351,352, 353,354, 378,379

347

Page 9: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Primary Heading: Environmental Services

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

E13 Lagoons Works 2 8 10**

E14 Lot Drainage Works 2 8 10**

Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

Specifications P

Specifications P

03-01-04

7 of 24

Aug 2003

Citation Table

Page 10: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Primary Heading: Finance and Accounting

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

FOO Finance and Accounting - General Originating 1 - 1

F01 Accounts Payable Treasury 1 5 6

Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

Do not file accounting records required for tax purposes

Permission to destroy prior to the expiration of the retention period must be obtained from the Minister of Finance.

Permission to destroy records related to the Employer Health Tax must be obtained from the Minister of Finance.

An information or complaint under the Provincial Offences Act, in respect of an offence under this Act may be laid or made on or before the day that is eight years after the day on which the subject-matter of the information or complaint arose.

03-01-04

80f24

Aug 2003

Citation Table

2,3,4,5, 9,15,16, 17,29,31, 108,148, 149,150, 151,173, 174,186, 198,201, 213,221, 247,254, 255,256, 268,337, 342,

Page 11: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

I Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

F02 Accounts Receivable Treasury 1 5 6

F03 Audits Treasury 1 5 6

F04 Banking Treasury 1 5 6

F05 Budgets and Estimates Treasury 1 5 6**

Legend: P - Permanent; * - Maximum Copy Retention; 5 - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks ~

Permission to destroy prior to the expiration of the retention period must be obtained from the Minister of Finance.

Permission to destroy records related to the Employer Health Tax must be obtained from the Minister of Finance.

An information or complaint under the Provincial Offences Act, in respect of an offence under this Act may be laid or made on or before the day that is eight years after the day on which the subject-matter of the information or complaint arose.

03-01-04

9 of 24

Aug 2003

Citation Table

2,3,4,5, 16,17,29, 31,173, 174,186, 189, 198, 221,247, 266,284, 337,342 262

221

3,4,16, 17,29,31, 149,169, 208,247, 285,337, 342,

181

Page 12: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

F06 Assets Treasury T+1 5 T+6**

F07 Cheques Treasury 1 5 6

F08 Debentures and Bonds Treasury T+1 5 T+6

F09 Employee and Council Expenses Treasury 1 5 6

F10 Financial Statements Treasury 2 P P**

F11 Grants and Loans Treasury 1 5 6

F12 Investments Treasury T+1 5 T+6

Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

T= Disposal of asset

T + 7 for ambulance service cheques

T= Debentures surrendered for exchange/cancellati on

T= Closure of account

03-01-04

10 of 24

Aug 2003

Citation Table

2,4,5,16, 30,149, 189,247, 269,270, 337

3,16,17, 29,30, 149, 169, 173,186, 198,221, 247,289, 337,342,

3,16,17, 30,149, 247,278, , 281,336, 337,339, 342

3,4,16, 17,29,30, 149,174, 189, 198, 247,278, 280,337, 342,361,

144, 221,247, 337,342,

3,4,6, 16, 31,174, 186,247, 278,280, 337,342

3,5,16, 31, 149, 247,278, 337,342

Page 13: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

F13 Journal Vouchers Treasury 1 5 6

F14 Subsidiary Ledgers, Registers, and Treasury 1 5 6** Journals

F15 General Ledgers and Journals Treasury 1 P P

F16 Payroll Treasury 1 5 6

Legend: P - Permanent; * - Maximum Copy Retention; 5 - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

T + 7 for vouchers related to ambulance service

Permission to destroy C'p.P. and Employment Insurance records prior to the expiration of their retention period must be obtained from the Minister of Revenue.

03-01-04

11 of 24

Aug 2003

Citation Table

2,3,15, 16,17,29, 149,169, 173,174, 186,189, 198,221, 247,266, 283,337, 342,

1,2,3,5, 9,10,11, 12,13,14, 15,16,17, 30,144, 149,173, 174,186, 189,198, 221,247, 266,280, 283,337, 342,

3,4,16, 17,144, 149,173, 186,189, 198,221, 247,266, 283,337, 342,

1,3,9,10, 11,12,13, 14,16,17, 30,149, 186, 198, 220,221, 232,247, 280,337, 342,355, 356,357, 358,

Page 14: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

F17 Purchase Orders and Requisitions Treasury 1 5 6

F18 Quotations and Tenders Treasury 1 5 6**

F19 Receipts Treasury 1 5 6

F20 Reserve Funds Treasury 1 5 6

F21 Revenues Treasury 1 5 6

F22 Tax Rolls and Records Clerk's S P P

F23 Write Offs Treasury 1 5 6

F24 Trust Funds Treasury T 6 T+6

Legend: P - Permanent; * - Maximum Copy Retention; 5 - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

Records related to mortgages must be kept for 1 ° years.

The sections of the Education Act related to Protestant and Roman Catholic School Board Index Books have been repealed.

T= Closure of account

03-01-04

12 of 24

Aug 2003

Citation Table

2,3,5, 15, 16,17,29, 30, 149, 169,174, 198, 221, 224,247, 280,337, 342

2,3,15, 16,30, 169,186, 189,198, 205,221, 247,266, 287,337, 342

144,337, 342

2,4,6,17, 31,149, 173,186, 189, 198, 221,239, 268,269, 270,283, 284,342

3,6,16, 31,101, 146, 147, 278,284, 287,300, 337,342, , 367

2,16,17, 337,342

178,219, 224,226, 337,342

Page 15: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

F25 Tax Treasury 1 5 6

F26 Security Deposit Treasury T 6 T+6

F27 Tile Drainage Loans Treasury T 6 T+6

Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

T= Closure of account

T= After completion of audit

03·01·04

13 of 24

Aug 2003

Citation Table

337,342

Page 16: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Primary Heading: Human Resources

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

HOO Human Resources - General Originating 1 - 1

HOi Attendance and Scheduling Treasury 2 - 2**

H02 Benefits Treasury S . S

H03 Employee Records Treasury T+1 5 T+6**

H04 Health and Safety Treasury 1 6 7

H05 Human Resource Planning Admin 5 - 5**

H06 Job Descriptions Admin S - S**

Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

T= Termination of employment.

Records related to

exposure to airborne arsenic, ethylene oxide or asbestos must be kept the longer of (a) 40 years from the time such records were first made with respect to the worker; or (b) 20 years from the time the last of such records were made with respect to the worker.

03·01·04

14 of 24

Aug 2003

Citation Table

183,220, 341,353

9, 150

145, 152, 153,154, 168,220, 227,258, 350,355, 356,357, 381,382, 383,384, 386,389

113,114, 115,116, 117,118, 119, 120, 121, 122, 123, 124, 125,126, 127, 128, 129, 130, 131,132, 133, 134, 135,136, 137,138, 139,140, 141, 142, 143, 167, 187,220, 243,303, 304,305, 306,328, 376,377

220

Page 17: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Primary Heading: Human Resources

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

H07 Labour Relations Treasury T 10 T+10**

H08 Organization Originating S · S**

H09 Salary Planning Clerk's 5 · 5

H10 Pension Records Treasury T - T

H11 Recruitment Clerk's 1 · 1 **

H12 Training and Development Originating S · S**

Legend: P • Permanent; * - Maximum Copy Retention; S - Superseded; T· Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

T= Expiry of contract period

T= Death of employee/ beneficiary

Pension plans, annual information returns are kept permanently

Only courses developed and presented by the Municipality are subject to archival selection

03·01·04

15 of 24

Aug 2003

Citation Table

1,311, 384,386, 389

220

Page 18: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Primary Heading: Legal Affairs

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

LOO Legal Affairs - General Originating 1 - 1

L01 Appeals and Hearings Clerk's T P P

L02 Claims Against the Municipality Clerk's T 1 T+1

L03 Claims By the Municipality Clerk's T 1 T+1

L04 Contracts and Agreements - Under Clerk's T 20 T+20** Seal

L05 Insurance Appraisals Clerk's S - S

L06 Insurance Policies Clerk's T+1 19 T+20

L07 Land Acquisition and Sale Clerk's T 20 T+20**

L08 Opinions and Briefs Clerk's S - S**

L09 Precedents Clerk's S - S**

L10 Federal Legislation Originating S - S

L11 Provincial Legislation Originating S - S

L12 Vital Statistics Clerk's 2 P P

L13 Prosecutions Originating T 7 T+7

L14 Contracts and Agreements - Simple Clerk's T+1 T+6**

Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

T= Resolution of appeal

T= Resolution of claim and all appeals

T= Resolution of claims and all appeals

T= Termination of agreement

T= Expiry of policy

T= Property disposition

Marriage licences 2 years

T = Delivery of judgement

T= Expiry of contract

03-01-04

16 of 24

Aug 2003

Citation Table

22,273,

107,259, 260,261, 262,263, 264

31,270. 271,272, 273,275, 280,360, 367

276,277, 348,349, 384,389

221,252, 266,274,

Page 19: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table

Primary Heading: Media and Public Records

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

MOO Media and Public Relations - Originating 1 - 1 General

M01 Advertising Originating 1 - 1 **

M02 Ceremonies and Events Originating 1 5 6**

M03 Charitable Campaigns/Fund Originating 1 - 1 Raising

M04 Complaints, Commendations and Originating 1 - 1*' Inquiries

M05 News Clippings Originating 1 - 1**

M06 News Releases Originating 1 - 1*'

M07 Publications Originating S - S**

M08 Speeches and Presentations Originating 1 2 3**

M09 Visual Identity and Insignia Clerk's S 5 S+5**

Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

03-01-04

Page: 17 of 24

Date: Aug 2003

Citation Remarks Table

318,319

Page 20: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Primary Heading: Protection and Enforcement Services

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

POO Protection & Enforcement Services Originating 1 - 1 - General

P01 By-law Enforcement Originating 2 4 6**

P02 Daily Occurrence Logs Originating 1 4 5**

P03 Emergency Planning Originating S - S**

P04 Hazardous Materials Originating S - S

P05 Incident/Accident Reports Originating T 2 T+2

P06 Building and Structural Inspections Building S - S

P07 Health Inspections N/A S - S

P08 Investigations Originating 2 8 10**

P09 Licences Clerk's T 2 T+2

P10 Building Permits Building 2 P P

P11 Permits, Other Originating T 2 T+2

P12 Warrants N/A T+2 - T+2

P13 Criminal Records N/A T 5 T+5

Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

T +5 years for PCB material storage records after PCB removed from site

T= Cause of action or age of majority

T +2 for inspections, maintenance and testing related to the fire code

T= Expiry of licence

5 years off-site for residential permits

T= Expiry of permit

T= Execution of warrant

T= Occurrence/ investigation closed or disposition of charge

03-01-04

18 of 24

Aug 2003

Citation Table

33,177, 191, 193, 223,225

31,32,33, 328

171,243, 384,389

165,185, 225,370, 371

370,371, 376,377

316

220

220,317

Page 21: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

P14 Animal Control Clerk's 2 3 5

P15 Community Protection Programs Clerk's S 2 S+2**

P16 Fire Services Fire 1 5 6

Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

03-01-04

Page: 19 of 24

Date: Aug 2003

Citation Remarks Table

7,8,20, 21,22,23, 24,25,26, 27,28, 321

Page 22: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Primary Heading: Recreation and Culture

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

ROO Recreation and Culture - General Originating 1 - 1

R01 Heritage Preservation Clerk's T - T**

R02 Library Services Clerk's 2 3 5

R03 Museum and Archival Services Clerk's 2 3 5**

R04 Parks Management Clerk's 2 3 5**

R05 Recreational Facilities Clerk's 2 3 5

R06 Recreational Programming Clerk's 2 3 5**

Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; T Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

T = Removal of designation

03-01-04

20 of 24

Aug 2003

Citation Table

307,388

322,385, 386,388

220

286,323, 324

310,325

220

Page 23: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Primary Heading: Social and Health Care Services

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

SOO Social and Health Care Services - Originating 1 - 1 General

S01 Children's Day Nursery Services N/A 2 3 5

S02 Elderly Assistance N/A 2 3 5

S03 Homes for the Aged Residents N/A T+2 18 T+20

S04 Social Assistance Programs N/A 2 3 5

S05 Welfare Case Records N/A T+2 5 T+7

S06 Medical Case Records N/A T+1 5 T+6

Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

Fire drills are kept 2 years and Inspection reports are kept for 2 years

Records of handicapped children are kept for at least 2 years after discharge.

Fire drills 2 years

T = Date of last entry.

Records pertaining to a resident can be destroyed 5 years after the death of the resident.

T= File closed

T= Discharge of patient

03-01-04

21 of 24

Aug 2003

Citation Table

175,176, 179,180, 182,184, 187,188, 192,193, 194, 220, 228,229, 230,231, 380

301,302, 380

103,201, 203,204, 205,206, 207,208, 209,210, 212,214, 215,216, 217,218, 220,222, 223,225, 344,380, 384,389

380

220,308, 340,384, 389

102,220, 257,344, 384,389

Page 24: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

S07 Children's Services N/A 2 3 5

S08 Public Health N/A 2 3 5

S09 Cemetery Records Clerk's 2 P P**

S10 Day Nursery Case Records N/A T+2 - T+2

Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

Child Abuse records must be kept for 25 years.

Records of handicapped children are kept for at least 2 years after discharge.

T= Discharge of child

03-01-04

22 of 24

Aug 2003

Citation Table

175, 192 195,343, 380

160,161, 162,163, 384,389

102,178, 185,192, 195,220, 325

Page 25: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention Page:

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table Date:

Primary Heading: Transportation

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

TOO Transportation - General Originating 1 - 1

T01 Illumination Works T 6 T+6

T02 Parking Works T 6 T+6

T03 Public Transit Works T 6 T+6**

T04 Road Construction Works T 6 T+6**

T05 Road Design and Planning Works T 6 T+6**

T06 Road Maintenance Works T 6 T+6

T07 Signs and Signals Works T 6 T+6

T08 Traffic Works 2 8 10**

T09 SpeCifications Works

T10 Roads and Lanes Closures Clerk P - P**

T11 Road Openings/Assumptions Clerk P P**

T12 Railways Clerk P P**

Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; T - Terminated ** • Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

Remarks

T= Completion of project specifications P

T= Closure of lot or space

T= Closure of route/shelter/stop

T= Completion of project. Specifications are kept permanently.

T = Completion of project. Specifications are kept permanently.

T= Completion of project. Specifications are kept permanently.

T = Removal of sign/signal

Temporary closures 2 years

03·01·04

23 of 24

Aug 2003

Citation Table

104,105, 106,228, 233,345

282,368, 369,372

282,368, 369,370, 371,372

368,369, 372

373,374, 375

373,374, 375

373,374, 375

Page 26: BILL NO. 2004.29 THE CORPORATION OF THE TOWNSHIP OF … Documents/Bylaws/2004... · after final decision. Copy retention S T= Final decision. 03-01-04 40f24 Aug 2003 Citation Table

Records Management

Tab: Records Retention

Association of Municipal Clerks and Section: The Schedule

Treasurers of Ontario Subject: Records Retention Schedule/Citation Table

Primary Heading: Vehicles and Equipment

Class Responsible Keep* Off Total Code Secondary Heading Dept. Dept. Site Ret.

VOO Vehicles and Equipment - General Originating 1 - 1

V01 Fleet Management Originating T+1 5 T+6

V02 Mobile Equipment Originating T+1 5 T+6

V03 Transportable Equipment Originating T+1 5 T+6

V04 Protective Equipment Originating T+1 5 T+6

Legend: P - Permanent; * - Maximum Copy Retention; S - Superseded; T - Terminated ** - Subject to Archival Selection

All numbers in retention columns refer to years unless otherwise specified.

03-01-04

Page: 24 of 24

Date: Aug 2003

Citation Remarks Table

18,19, 103, 104, 105,106, 170,220, 248,249, 250,251, 253

166