2005-064 To Amend By-law No. 2004-017, A By-law to provide a schedule of retention periods for the records of the Township of Oro-Medonte
THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE
BY-LAW NO. 2005-064
A By-law to Amend By-law No. 2004-017,
A By-law to provide a schedule of retention periods for the records of the
Township of Oro-Medonte
WHEREAS the Township of Oro-Medonte did, on the 3rd day of March, 2004, enact By-
law No. 2004-017, being a By-law to provide a schedule of retention periods for the
records of the Township of Oro-Medonte under the authority of the Municipal Act, S.o.
2001, c. 25, as amended, Section 255;
AND WHEREAS the Council of The Corporation of the Township of Oro-Medonte
deems it appropriate to amend the By-law and Schedule "A" of By-law No. 2004-017, as
amended;
NOW THEREFORE the Council of the Township of Oro-Medonte hereby enacts as
follows:
1. That Section 1. DEFINITIONS of By-law Number 2004-017 be amended by the
inclusion of the following and that all sub-sections of Section 1 be re-numbered
accordingly:
b) "classification system" means the systematic identification and arrangement of
records into categories according to structured conventions, methods and
procedural rules.
g) "orphan data" means data that is not machine readable because the data exists
with no identifiable computer application or system that the Township utilizes, or
the data is machine readable but does not have sufficient content, context or
structure to render it understandable.
2. That Sub-Section c) iii) of Section 2 SCOPE NOTES/RETENTION SCHEDULE of
By-law Number 2004-017 be amended to replace the word "to" with the word "of"
between the words "period" and "time".
3. That the following Section be added and that all subsequent Sections be re-
numbered accordingly:
6. DISPOSITION OF ORPHAN DATA
a) Prior to the destruction of orphan data, the Manager of Information Technology and/or
the Records Management Coordinator shall prepare an image of the directory
containing the orphan data and identify each orphan data file to be destroyed.
b) Either the Manager of Information Technology or the Records Management
Coordinator shall approve the orphan data for destruction by signing the printed image
of the directory identifying the orphan data.
c) The Records Management Coordinator, with the assistance of the Manager of
Information Technology, shall then destroy the approved orphan data.
d) The Records Management Coordinator shall be responsible for retaining the approval
to destroy the orphan data in accordance with the Records Disposition identified in the
Township's Records Retention By-law.
4. That Sections E10 and E12 of the Scope Notes for Secondary Subjects - E -
Environmental Services of Schedule "A" of By-law No. 2004-017 be deleted in their
entirety and replaced with the following:
E10 WATER QUALITY AND QUANTITY - MUNICIPAL SYSTEMS
Includes records regarding the routine testing, control and monitoring of water quality
for municipal water systems.
E12 WATER TEST RESULTS AND REPORTS
Includes records from laboratory regarding weekly bacterial samples of water from
municipal water systems and community halls and quarterly chemical analysis. Also
includes water sample results from public swimming areas.
5. This by-law shall take effect on the final passing thereof.
BY-LAW READ A FIRST AND SECOND TIME THIS 15TH DAY OF JUNE, 2005.
BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS 15TH DAY OF JUNE,
2005.
THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE
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M2, J. Neil Craig ~