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2008-006 To provide a schedule of retention periods for the records of the Township of Oro-Medonte and To repeal By-law Nos. 2004-017, 2004-102 and 2005-064CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-LAW NUMBER 2008-006 Being a By-taw to provide a schedule of retention periods for the records of the Township of Oro-Medonte and To repeal By-law Nos. 2004-017, 2004-102 and 2005-064 WHEREAS Section 255 of the Municipal Act 2001, S.Q. 2001, C. 25, as amended, provides that a municipality may, subject to the approval of the municipal auditor, establish retention periods during which the records of the municipality and local boards of the municipality must be retained and preserved in accordance with Section 254 thereof; AND WHEREAS the Council of The Corporation of the Township of Qro-Medonte deems it desirable to establish retention periods for the records of the municipality by enactment of this by-law; NOW THEREFORE the Council of The Corporation of the Township of fro-Medonte enacts as follows: 1. DEFINITIONS a} "auditor" means the person or firm appointed by the Council of the Township from time to time to perform the annual audit of the retards of the Township. b) "classification system" means the systematic identification and arrangement of records into Categories according to structured conventions, methods and procedural rules. c) "Clerk" means the Clerk of the Township of Ora-Medonte or designate. d} "dispose" means to destroy and "disposition" has a Corresponding meaning. e) "files" has the same meaning as "records" and may be used inter-Changeably. f) "official records" means records that serve important functions of the Township, such as supporting program delivery or polity development, meeting legal, financial and other official requirements, or providing evidence of decisions and actions. 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. h} "records" means any recorded information, however recorded, whether in printed form, on film, by electronic means or otherwise, including correspondence, memoranda, plans, maps, drawings, graphic works, photographs, film, microfilm, microfiche, sound records, videotapes, [_aserFiche, e-mail, machine readable records, and any other documentary material regardless of physical farm or characteristics, and including "official records" and "transitory records". i) "retention period" means the period of time during which records must be kept by the Township before they may be disposed of. j) "retention schedule" means the schedule prescribing how long specific records must be retained before they may be disposed of. k} "Township" means The Corporation of the Township of Oro-Medonte. I) "transitory records" means records kept solely far convenience of reference and of limited value in documenting the planning or implementation of Township policy or programs, such as: i) copies of miscellaneous natives or memoranda concerning routine administrative matters or other minor issues; ii) information copies of widely distributed materials, such as minutes, agendas and newsletters, unless the information copy has been annotated to reflect significant input or far other program purposes; iii) preliminary drafts of letters, memoranda ar reports and other informal Hates which da Hat represent significant steps in the preparation of a final document and which do not retard decisions; iv) duplicate copies of documents in the same medium which are retained only for convenience or future distribution; v) voice-mail messages; vi) e-mail messages and other communications that da Hat relate to Township business; vii) copies of publications, such as, published reports, administration manuals, telephone directories, catalogues, pamphlets or periodicals; viii) duplicate stocks of obsolete publications, pamphlets ar blank forms; ix) unsolicited advertising materials, including brochures, company profiles and price lists. 2. SCOPE NOTES! RETENTION SCHEDULE a) The scope Hates attached hereto as Schedule "A" and the records retention schedule attached hereto as Schedule "B", form part of this by-law. b) The Clerk shall administer this by-law and shall ensure that the retention periods set out in Schedule "B" attached hereto comply with all relevant legal requirements for records retention. c} In determining the retention periods for any records, the Clerk shall consider, in consultation with other Township employees where appropriate: i) The operational nature of the records, including the period of time during which the Township uses the records to perform its functions; ii) The legal nature of the records, including the period of time necessary to comply with statutory or regulatory requirements or requirements imposed by agreements, permits ar similar documents, or to ensure that the records are available in case of investigation or litigation; iii) The fiscal nature of the records, including the period of time necessary for audit or tax purposes; and, iv) The historical nature of the records, including the long-term value of the records for documenting past events or the origins and history of the Township. 3. EMPLOYEE RESPONSIBILITIES a) All Township employees who create, work with or manage records shall: i) Comply with the retention periods as specified in Schedule `B" attached hereto; ii) Ensure that official records in their custody ar control are protected from inadvertent destruction or damage; and, iii) Ensure that transitory records in their custody or control are destroyed when they are na longer needed for short-term reference. 4. CLERK'S RESPONSIBILITIES a) The Clerk shall: i) Develop and administer policies and establish and administer procedures far the Township's records management program; ii} Periodically review and make recommendations with respect to this by- law, including Schedule "A" and Schedule "B" attached hereto; iii) Ensure that official records are preserved and disposed of in accordance with Schedule "A" attached hereto; and, iv) Ensure that all disposition notices prepared pursuant to Subsectian (a} of Section 5 of this by-law and all certificates of disposition prepared pursuant to Subsection (f} of Section 5 of this by-law are preserved. 5. DISPOSITION OF RECORDS a) The Clerk shall notify the appropriate Township senior manager in writing of the scheduled disposition of records, including a list of the records eligible for disposition and the scheduled disposition date. b} The Township senior manager shall notify the Clerk in writing, before the scheduled disposition date, whether any of the records included in the disposition notice need to be retained past the scheduled disposition date, and the reason why such further retention is necessary. c} Where appropriate and taking into account the principles governing the disposition of official records, the Glerk shall re-schedule the disposition of any records listed in the notice referred to in Subsection (b} of this Section for up to one year later than the scheduled disposition date. d) Re-scheduling the disposition of any records beyond a one year period requires written notice from the Township senior manager to the Clerk for each additional year. e) If no notice is received under Subsectian {b} of Section 5 of this by-law before the scheduled disposition date, the records shall be deemed to be authorized for disposition by the Township senior manager, and the Clerk shall provide written approval far the destruction of any such records. f} When official records have been disposed of pursuant to this by-law, the Clerk shall obtain written confirmation of such disposition. S. DISPOSITION OF ORPHAN DATA a) Prior to the destruction of orphan data, the Manager of Information Technology and/or the Clerk shall prepare an image of the directory containing the orphan data and identify each orphan data file to be destroyed. b} The Clerk shall approve the orphan data for destruction by signing the printed image of the directory identifying the orphan data. c} The Clerk, with the assistance of the Manager of Information Technology, shall then destroy the approved orphan data. d) The Clerk shall be responsible far retaining the approval to destroy the orphan data in accordance with the Records Disposition identified in the Township's Records Retention By-law. 7. PRINCIPLES GOVERNING THE DESTRUCTION OF OFFICIAL RECORDS a) The following principles govern the destruction of official records: i} When there are no further business or legal reasons for retaining official records, they shall be destroyed; ii) 4ffitial records pertaining to pending ar actual investigation or litigation shall not be destroyed; iii} Official records disposed of at the end of a retention period, as well as drafts and copies of records disposed of on a regular basis, shall be destroyed in a way that preserves the confidentiality of any information they contain. b} Official records in the custody or control of the Township shall not be destroyed unless such records are older than the retention period set out in Schedule "B" attached hereto and have been identified in a disposition notice prepared pursuant to Subsection (a) of Section 5 of this by-law. c) Copies of official retards may be destroyed at any time provided that the original retards are being retained in accordance with Schedule "B" attached hereto. 8. APPROVAL OF BY-LAW a} This by-law shall take effect upon the final passing thereof. 9. CITING OF BY-LAW a) This by-law may be cited as the "Records Retention By-law". 10. REPEAL a} That By-law Nos. 2004-017, 2004-102 and 2005-064 are hereby repealed. BY-LAW READ A FIRST AND SECOND TIME THIS 23R° DAY OF JANUARY, 2008. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS 23RD DAY OF JANUARY, 2008. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE ~, .~~ ~ ' a ~, >~:S. Hughes ~' Clerk, J. Dougaas Irwin F C...r Schedule "A" to By-law 2aa8-aas ~~~~ ~ 3k~;~,, Records Classification System Page 1 of 34 2 - ~`~'~ ~` SCOPE NOTES FOR January 2008 ~r PRIMARY SUBJECTS A ADMINISTRATION Includes records regarding routine administration and office services functions. BF BLANK FORMS Includes current Blank Forms used by the Municipality. C COUNCIL, BOARDS AND BY-LAWS Includes records regarding the establishment of policy and by-laws, and the operations of Council and of Boards for which Council is responsible. D DEVELOPMENT AND PLANNING Includes records regarding municipal development and planning. Includes general studies as well as official plans, zoning, subdivision and site plan development files, etc. Subjects are grouped according to long range vs. departmental planning. E ENVIRONMENTAL SERVICES Includes records regarding provision of public works and other environmental services other than roads. Includes water works, sewers, treatment plans, waste management and environmental monitoring. Also includes tree removal and pruning, F FINANCE AND ACCOUNTING Includes records regarding the management of funds. H HUMAN RESOURCES Includes records regarding the Municipality's relationship with its employees. Includes records regarding general staff programs as well as information on specific employees. L LEGAL AFFAIRS Includes records regarding legal matters as well as contracts and agreements, insurance and real estate matters. MAN MANUALS Includes manuals, publications, booklets. M MEDIA AND PUBLIC RELATIONS Includes records regarding the Municipality's relationship with the media and the general public. P PROTECTION AND ENFORCEMENT SERVICES Includes records regarding the operational functions of law enforcement, licensing, public protection and fire prevention within the community. Schedule "A" to By-law 2006-006 „~ ~~h~. Records Classification System Page 2 of 34 .'-~f' AID . 1 ,. _ `~`„ =, SCOPE NOTES FOR .January Zoos `F .`~ PRIMARY SUBJECTS R RECREATION AND CULTURE Includes records regarding the provision of recreational and cultural services to the community. S SOCIAL AND HEALTH CARE SERVICES Includes records regarding social services and health care programs. T TRANSPORTATION SERVICES Includes records regarding the development and improvement of transportation systems {roads and public transit). V VEHICLES AND EQUIPMENT Includes records regarding municipal vehicles and equipments. Includes records on fleet management, mobile equipment, and protective equipment and related maintenance activities. Schedule "A" to By-law 2008-006 ,~~, ~ti„,. Records Classification System Page 3 of 34 ~"~ _ ~ ~~a'`~ ,. `~` ~ . ~ ` SCOPE NOTES FQR ,January 2008 ~,r. ~, ,~ SECONDARY SUBJECTS A -ADMINISTRATION A00 ADMINISTRATION -GENERAL Includes administrative records which cannot be classified elsewhere. Use only if no other heading is available. A01 ASSOCIATIONS AND ORGANIZATIONS Includes correspondence, minutes, agenda, notices and reports regarding organizations and associations to which staff belongs or with which they communicate in the course of their duties. See also A16 for organizations to which regular communication takes place with the municipality. Excludes Membership Fees -see Accounts Payable F01 A02 STAFF COMMITTEES AND MEETINGS Includes records regarding the activities of staff committees and meetings. Includes notices of meetings, agenda, minutes, etc. May also include copies of staff activity reports and miscellaneous staff memos. Excludes Council Minutes and Agenda -see C03-C04 Standing Committees -see C05-C06 A03 COMPUTER/INFORMATION SYSTEMS Includes records regarding all types of information systems in use. Includes computer hardware, computer software, data transmission, system design and implementation, quality control, office automation and electronic correspondence management. Excludes Reports -file by subject Acquisitions -see Quotations and Tenders F18 A04 CONFERENCES AND SEMINARS Includes invitations, approvals, agenda, notes on proceedings and other records regarding conferences, conventions, seminars and special functions attended by staff or sponsored by the municipality. Excludes Travel and Accommodation -see A13 Speeches and Presentations -see M08 Employee and Council Expenses -see F09 Ceremonies and Events -see M02 A05 CONSULTANTS Includes correspondence, proposals, resumes and other documents regarding the selection, appointment and monitoring of consultants. May include similar records regarding legal solicitors. Excludes Reports -file by subject Quotations and Tenders -see F18 scnedule ~rA„ to gy-law 2aa8-aas ~~,~ ,;; ,_,a~ i~ Records Classification System Page 4 of 34 t _ o: ~,,.~, _ SCOPE NOTES FOR January 2008 x ~ SECONDARY SUBJECTS A -ADMINISTRATION A06 INVENTORY CONTROL Includes inventory statements and reports, and all other records regarding the control of supplies, fuel and small equipment stock levels. Excludes Assets -see F06 A07 OFFICE EQUIPMENT AND FURNITURE Includes records regarding the design and maintenance of owned and leased office equipment and furniture. Includes copiers, fax, etc. Excludes Computer Hardware and Software -see Computer/Information Systems A03 Service Agreements -see Control and Agreements -Simple L14 Assets -see F06 A08 OFFICE SERVICES Includes records regarding rates and services provided by courier, mail and postage firms. Also includes records regarding the inter-office mail system, internal printing and word processing services. A09 POLICIES AND PROCEDURES Includes policy and procedure manuals, guidelines and directives. A10 RECORDS MANAGEMENT Includes information regarding the management of corporate records, regardless of medium. Specific records include file listings, feasibility studies and records centre operations. Excludes Retention By-law -see C01 Policies and Procedures -see A09 Records Disposition -see A11 A11 RECORDS DISPOSITION Includes records regarding the disposition of municipal records. Includes the disposal method used and forms authorizing and describing the destruction of records. A12 TELECOMMUNICATIONS SYSTEMS Includes records regarding all types of telecommunications systems. Includes telephone systems, facsimile machines, base and mobile stations, towers, antennae, police and fire communications systems and 911 emergency systems. Excludes Licenses -see P09 Assets -see F06 Long Distance Call Records -see Accounts Payable F01 Agreements -see Contracts and Agreements L04 or L14 Schedule "A" to By-law 2008-006 . ~~''.;;~~~,,~;,~ , Records Classification System Page 5 of 34 =_ SCC)PE NOTES FQR January 2008 ~ ~ .` SECONDARY SUBJECTS - A - ADMINISTRATIQN A13 TRAVEL AND ACCOMMODATION Includes records regarding travel and accommodation arrangements. Includes itineraries, maps, authorizations, reservations, rented vehicles and catalogues and brochures concerning hotels, convention sites and restaurants. Excludes Employee and Council Expenses -see F09 A14 UNIFORMS AND CLOTHING Includes records regarding uniforms and special clothing used by municipal staff members, such as police uniforms, firefighters' clothing and safety clothing used by utilities operators. A15 VENDORS AND SUPPLIERS Includes records regarding vendors and suppliers of goods and services as well as information about these goads and services, such as catalogues, price lists, correspondence and bidders information sheets. Excludes Purchase Orders and Requisitions -see F17 Office Equipment -owned and leased -see A07 Fleet Management -see V01 A16 INTERGOVERNMENTAL- RELATIONS Includes correspondence and other records of a general nature regarding the relationship between the municipality and all other levels of government (such as telephone numbers, contact names, etc.). May include correspondence to and from Boards and Commissions. Where passible, these records should be filed by their subject, not the originator or recipient of the report and/or correspondence. A17 FREEDOM OF INFORMATION Includes documents regarding the municipality's responsibilities under the Municipal Freedom of lnformation and Protection of Privacy Act, and records regarding the handling of requests under the Act. Excludes Copies of the Act -see Provincial Legislation t_11 Complaints and Inquiries -see M04 A18 SECURITY Includes reports, logs and other records regarding the security of offices/facilities and properties such as security passes and control of keys. Excludes Vandalism Reports -see Incident/Reports P05 Computer Security -see Computer/Information Systems A03 Schedule "A" to By-law 2008-006 ~~,~ ~,, ~h;, ~,, , Records Glassificatiar- System Page 6 of 34 t - ~. _ ~~ - SCOPE NOTES FOR Januar}r 2008 ~, ~~ ` ~ SECONDARY SUBJECTS A -ADMINISTRATION A19 FACILITIES CONSTRUCTION AND RENOVATIONS Includes records for the planning and construction of municipal facilities such as fire stations, pools and office buildings. Includes site meetings, consultants' reports and cost reports. Also includes architectural and engineering drawings. A20 BUILDING AND PROPERTY MAINTENANCE Includes records regarding the maintenance of the municipality's buildings and properties, such as cemeteries, bus terminals, garages, libraries and office buildings. Includes exterior maintenance of buildings, landscaping, grounds keeping and grass cutting including records regarding community halls. Also includes interior design of buildings, including floor layouts, office cleaning and Engineering evaluation reports of water systems. Excludes Parks Management -see R04 Recreational Facilities -see R05 A21 FACILITIES BOOKINGS Includes copies of permits and bookings issued for the rental of recreational and administrative facilities for specific activities. Schedule "A" to By-law 2008-006 :.;;~ ~~~,- ,; Records Classification System Page 7 of 34 SCOPE NOTES FOR .January 2008 r ~ SECONDARY SUBJECTS C -COUNCIL, BOARDS AND BY-LAWS C00 COUNCIL, BOARDS AND BY-LAWS -GENERAL Includes records regarding Council, Boards and By-laws which cannot be classified elsewhere. Use only if no other heading is available. C01 BY-LAWS Includes final versions of the municipality's by-laws and amendments and attachments that are legally part of the by-laws. Excludes Background information -file by subject By-laws -Other Municipalities -see C01 R C01A BY-LAWS -OTHER MUNICIPALITIES Includes by-laws and amendments from other municipalities. C02 BY-LAWS -DRAFTS Includes draft versions of by-laws of interest. C03 COUNCIL AGENDA Includes notices of meetings and agenda of Council meetings as well as working notes used in agenda preparation. C04 COUNCIL MINUTES Includes minutes of the proceedings of Council meetings. Includes attachments to the minutes. Excludes Council Committees -see C05 - C06 Reports to Council -see C11 C05 COUNCIL COMMITTEE AGENDA Includes notices of meetings and agenda for Committees/Technical Suppork Groups of Council as well as working notes used in agenda preparation. C06 COUNCIL COMMITTEE MINUTES Includes minutes of Committees/Technical Support Groups of Council meetings. Includes attachments to the minutes. C07 ELECTIONS Includes returned notices, lists of officials, voters' lists, nominations, and information on polling places and ward boundaries, advertising. Excludes Election Results -see C07A Election Ballots -see C07B C07A ELECTION RESULTS Includes records regarding final election results. Schedule "A" to By-law 2008-006 ~~ ~ ~~;; ~ Retards Classification System Page 8 of 34 ,E ~. z _- ~ °< ' ~' ~i SCOPE NOTES FOR January 2008 r_ ~~ SECONDARY SUBJECTS C -- COUNCIL, BOARDS AND BY-LAWS C07B EJECTION BALLOTS Includes completed election ballots. CO$ GOALS AND OBJECTIVES Includes records regarding strategic planning, goals and objectives and mission statements. C09 MOTIONS AND RESOLUTIONS Includes final signed versions of resolutions and motions of Council C10 POLICE VILLAGE ISSUES Includes information regarding all police village matters. C11 REPORTS TO COUNCIL Includes records regarding all departmental Reports to Council. C12 APPOINTMENTS TO BOARDS AND COMMITTEES Includes records regarding appointments by Council of staff, Council members and others to various Boards and/or Committees. C13 MOTIONS AND RESOLUTIONS -OTHER MUNICIPALITIES Includes records regarding motions and resolutions received from other municipalities/boards/agencies. Schedule "A" to By-law 2008-006 ,,, , H~; ~ Records Classification System Page 9 of 34 r'~ '~ ~~ ~. s ~ ~;. ~ SCOPE NC)TES FC>R January 2Q08 r ~ SECONDARY SUBJECTS D -DEVELOPMENT AND PLANNING D00 DEVELOPMENT AND PLANNING -GENERAL Includes records regarding development and planning which cannot be classified elsewhere. Use only if no other heading is available. D01 DEMOGRAPHIC STUDIES Includes records regarding trends in population growth, census reports and density studies. Also includes records regarding the type, level and rate of growth of employment, unemployment statistics, composition of the workforce, etc. Excludes Vital Statistics -see X12 D02 ECONOMIC DEVELOPMENT Includes records regarding the field of Economic Development, Industrial Development and the growth of the economy. Includes studies, statistics, projections, etc. Excludes Demographic Studies -see D01 Residential Development -see D04 Tourism -see D06 D03 ENVIRONMENT PLANNING Includes records regarding general types of environmental studies with a tang range planning emphasis, such as storm drainage and flood control planning, parks and open spaces planning and waste management planning. Excludes Environmental Monitoring -see E05 Waste Management -see E07 D04 RESIDENTIAL DEVELOPMENT Includes records regarding the availability of housing. Includes general assessments of the need for affordable housing, occupancy rates, housing cost statistics, etc. Includes monthly Building Department reports. D05 NATURAL RESOURCES Includes records regarding the management and preservation of forests, records regarding the characteristics of various mineral as well as mineral deposits and other natural resources information including gravel pit license applications, etc. D06 TOURISM Includes records regarding the tourism industry and efforts made to promote and encourage tourism such as the use of the municipality as a convention site or special event. Schedule "A" to By-law 2008-006 ~~~ ~;~'G~~,~ Records Classification System Page ~ 0 of 34 y, r - ~~; `~` ~ . ~~ SCOPE NOTES FOR .January 2008 r ~V SECONDARY SUBJECTS D -DEVELOPMENT AND PLANNING D07 CONDOMINIUM PLANS Includes records regarding the approval of plans of condominiums. Includes drawings, technical reports, correspondence, written comments, working notes and background information and applications. DO$ OFFICIAL PLANS Includes the official plan, containing detailed objectives and policies concerning the planning, development and re-development of specific planning districts. Excludes Official Plan Amendments -see D09 Secondary Plans -see D09 D09 OFFICIAL PLAN AMENDMENTS AND SECONDARY PLANS Includes applications to amend the official plan, approved amendments to the official plan, and secondary plans and amendments. Also includes background reports, staff reports, notices, planning studies related to proposed amendments, resolutions and decisions. Excludes OMB Decisions -see Appeals and Hearings - L01 D10 SEVERANCES Includes records regarding the granting of severances to parcels of land. D11 SITE PLAN CONTROL Includes records regarding the provision of services to individual land sites. Includes water, sewage, utility approvals, comments and correspondence. Also includes correspondence regarding parking areas, drainage and driveways. Excludes Systems for Servicing Land -see relevant subject Site Plan Agreements -see Gontracts and Agreements -under seal L04 D12 SUBDIVISION PLANS Includes records regarding the approval of plans of subdivisions (both residential and commercial). Includes drawings, technical reports, correspondence, written comments, working notes and background information. Includes clearance letters, draft approved plans and "red line" revisions, applications, registered plans and changes to approved plans. Excludes Subdivision Agreements -see Contracts and Agreements - under seal L04 D13 VARIANCES Includes records regarding the granting of variances in land use from existing zoning regulations. Excludes Budget Variances -see Budgets and Estimates F05 Schedule "A" to By-law 2008-006 ,;; ~ti;; Records Classification System Page 11 of 34 ,, , ,,~ 'z - ~. ,. , - `~~ ~ SCC}PE Nt3TES FtJR January 200$ ~~ SECQNDARY SUBJECTS D -- DEVELOPMENT AND PLANNING D14 ZONING Includes records and standards regarding the designation of zones far land use planning purposes. Includes zoning applications. Excludes Zoning By-laws -see By-laws C01 Variances -see D13 D15 EASEMENTS Includes all records on Rights of Way and Easements concerning municipal ownership of private lands in order to maintain public services such as water and sewer lines that cross private property. Also includes records regarding all Township waterfront right of ways. Excludes Original Agreements -see Contacts and Agreements -under seal L04 D16 ENCROACHMENTS Includes all records regarding private properties and buildings, etc. encroaching on municipal lands. Also includes surveys and any other related documentation. Excludes Original Agreements -see Contacts and Agreements -under seal L04 Original Encroachment By-laws -see By-laws C01 D17 ANNEXATIONJAMALGAMATION Includes all records pertaining to the annexing and amalgamating of land adjacent to municipal lands to accommodate growth. May include studies on County restructuring. D18 COMMUNITY IMPROVEMENT PROJECTS Includes records, studies, statistics and any required background information an community development programs. Examples include Ontario Neighbourhood Improvement Programs, Community Area Improvement Programs, BIA, BIC, PRIDE, etc. May also include records on housing rehabilitation programs, i.e. RRAP, CMHC. Excludes Economic Development -see D02 D19 REFERENCE PLANS Includes Registered Plans, site plans, property survey plans as received from Registry Office. Also includes Engineering Drawings. D20 MUNICIPAL ADDRESSING SYSTEM, G.I.S., BASE MAPPING Includes records regarding Ontario Base Mapping, requests for and assignment of new subdivision and other street names and numbers and Geographical Information Systems. Schedule "A" to By-law 2008-006 ;, ~~~, ,, Records Classification System Page 12 of 34 =r . ~` ~ SCOPE NOTES FOR January 2008 r~ - SECONDARY SUBJECTS - D -DEVELOPMENT AND PLANNING D21 INDUSTRIAL/COMMERCIAL DEVELOPMENT Includes retards regarding promotion and development of industry and commerce. Includes studies, statistics, projections, etc. D22 PROPERTY FILES Includes records regarding the history of development on individual properties within the municipality. Files are maintained by roll number. D23 PLANNING APPLICATIONS -OTHER MUNICIPALITIES Includes records regarding planning applications received from other municipalities. Schedule "A" to By-law 2008-006 ;;~~~~~~~_~ ,, Records Classification System Page 13 of 34 ?~- r''o ~ -~ ~. ,, ~, SCOPE NOTES FOR January 2fl08 SECONDARY SUBJECTS - E - ENVIRONMENTAL SERVICES E00 ENVIRONMENTAL SERVICES -GENERAL Includes records regarding environmental services which cannot be classified elsewhere. Use only if no other heading is available. E01 SANITARY SEWERS Includes records regarding the design, construction and maintenance of sanitary sewers and septic systems. Includes specifications and monitoring of septic systems. Excludes Waste Management -see E07 Storm Sewers -see E02 Treatment Plans -see E03 E02 STORM SEWERS Includes records regarding the design, construction and maintenance of storm sewers and storm water management ponds. E03 TREATMENT PLANS Includes records regarding the operation of treatment and pumping stations and lagoons. Excludes Water Pumping Stations -see Water Works E08 E04 TREES Includes records regarding tree removal, planting, trimming, pruning and tree preservation. E05 ENVIRONMENTAL MONITORING Includes records regarding the routine monitoring of water quantity and air quality as well as responses to interFerence with quality or quantity. Also includes monitoring and control of creeks and floods, weeds, noise, erosion, top soil and storm water. Excludes By-law Enforcement -see P01 Complaints and Inquiries -see M04 Conservation Authorities -see Intergovernmental Relations A16 Water Quality -see E10 E06 UTILITIES Includes records regarding utility services provided to residents. Includes telephone lines, gas mains, power lines, etc. Excludes Site Plans -see Site Plan Control D11 Schedule "A" to By-law 2008-006 ,;; ~;,„ ~ Retards Classifitatian System Page 14 of 34 ',. ty _ -? SCOPE NOTES FQR January 2008 ~~ ~~ ~ SECONDARY SUBJECTS - E -ENVIRONMENTAL. SERVICES E07 WASTE MANAGEMENT Includes records regarding the collection and disposal of waste. Includes landfill site records, recycling, energy from waste, source separation, collection services and composting. Excludes Sanitary Sewers -see E01 Environment Planning -see D03 EO$ WATER WORKS Includes records regarding the design, construction and maintenance of water mains, tanks, pipelines and related facilities and equipment including water meters. E09 DRAINS Includes records regarding the design, construction and maintenance of rural drains. Also includes engineer reports, petitions, assessments, general specifications and correspondence. May include convenience copies of tenders, by-laws and grants. Excludes Tile Drainage Loans -see Debentures and Bonds F08 E10 WATER QUALITY AND QUANTITY -MUNICIPAL SYSTEMS Includes records regarding the routine testing, control and monitoring of water quality for municipal water systems. E11 STORM WATER QUALITY Includes certificate of approvals, records and monitoring of municipal storm water management facilities. 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. E13 LAKESHORE IMPROVEMENTS Includes records regarding shoreline rehabilitation. Schedule "A" to By-law 2008-006 ~,, „~ ~~~~.,{ Records Classification System Page 15 of 34 h ~z~_ ~. .r .' SCOPE NOTES FOR .January 2008 ~T~ SECONDARY SUBJECTS F -FINANCE AND ACCOUNTING F00 FINANCE AND ACCOUNTING -GENERAL` Includes records regarding finance and accounting which cannot be classified elsewhere. Use only if no other heading is available. F01 ACCOUNTS PAYABLE Includes records documenting funds payable by the municipality, such as paid invoices, rebates, payable reports, membership fees and telephone bills. F02 ACCOUNTS RECEIVABLE Includes records documenting funds owing to the municipality, such as invoices, billing listings and recoveries reports. Includes tax, water, rent receivables and overdue taxes. This category also contains information on tax rebate programs available to members of the public Excludes Write Offs -see F23 F03 AUDITS Includes records regarding internal and external financial audits of accounts. Excludes Operation Audits -see relevant subject Audited Financial Statements -see Financial Statements F10 F04 BANKING Includes records regarding banking transactions and relationships with banks. Includes bank statements, bank reconciliations and deposit records. Excludes Banking Proposals -see Quotations and Tenders F18 F05 BUDGETS AND ESTIMATES Includes departmental and corporate budgets, bath capital and operating. Includes all working notes, calculations and background documentation. Also includes Budget Variances, Assessment Analysis and other budgets which affect taxation. F06 ASSETS Includes records regarding current and fixed assets. Includes inventories as well as records of initial expenditure, depreciation, amortization and disposal. Excludes Land Acquisition and Sale -see X07 F07 CHEQUES Includes all cancelled cheques issued. Also includes cheque requisitions, cheque listings, and supporting documents used to authorize issuance of cheques. Excludes Banking -see F04 Schedule "A" to By-law 2000-006 ~~,, ~;~ .~~;,; ,, Records Classification System Page 16 of 34 -_ `T` ~~ - " SC(3PE NOTES Ft3R January 2Q08 ~.: - SECONDARY SUBJECTS - F -- FINANCE AND ACCOUNTING F08 DEBENTURES AND BONDS Includes records regarding debentures and bonds issued including Tile Drainage t_oans. Includes information regarding the initial issuance of the debenture or bond as well as all records of payments made to investors. Excludes Debenture Registers -see Subsidiary Ledgers, Registers and Journals F14 F09 EMPLOYEE AND COUNCIL EXPENSES Includes travel and meeting expense statements and all receipts submitted by employees or Council and Committee members to substantiate expense claims. F10 FINANCIAL STATEMENTS/FINANCIAL INFORMATION RETURN Includes the Balance Sheet, Income Statement and Statement of Source and Application of Funds. Excludes Working Papers -see Financial Information Return -Working Papers - F10A F10A FINANCIAL INFORMATION RETURN -WORKING PAPERS Includes all working notes, calculations, trial balance and background documentation for preparation of the Financial Information Return. F11 GRANTS AND LOANS Includes records regarding revenue generated in the form of grants-in-lieu, provincial and federal grants, loans and subsidies. Also includes submission, acknowledgements, reports, road subsidies and tax rebate programs. Includes grants provided through budget deliberations. F12 INVESTMENTS Includes records regarding the municipality's investments, term deposits and promissory notes. F13 JOURNAL VOUCHERS Includes completed journal voucher forms, input forms and all background documentation used to substantiate journal entries. F14 SUBSIDIARY LEDGERS, REGISTERS AND JOURNALS Includes all subsidiary ledgers, registers and journals such as Payment and Receipt Journals and Debenture Registers. Excludes Documents and vouchers used to support entries -see relevant subject in this Primary Payroll Registers -see Permanent Payroll Records - F26 schedule °°A„ to gy-iaw zaa$-oas „~ ~~~,;, Records Classification System Page 17 of 34 ,,, _ SCOPE NOTES FOR January 200s t. _, SECONDARY SUBJECTS F -FINANCE AND ACCOUNTING F15 GENERAL LEDGERS AND JOURNALS Includes all retards in the Books of Original Entry. F16 PAYROLL Includes all records of payment of salary, wages and deductions to employees. Includes pay lists, OHIP, Blue Cross reconciliations and Statistics Canada reporks. Also includes honoraria and fees to Council. Excludes Payroll Registers -see Permanent Payroll Records F26 OMERS -see Permanent Payroll Records F26 T4's -see Permanent Payroll Records F26 Time Sheets -see Attendance and Scheduling H01 F17 PURCHASE ORDERS AND REQUISITIONS Includes purchase orders and requisitions, blanket orders, and all background documentation authorizing the procurement of goods and services. Excludes Quotations and Tenders -see F18 F18 QUOTATIONS AND TENDERS Includes records regarding quotations and tenders obtained from suppliers of goods and services. Includes Requests for Proposal, Invitations to Tender, Proposals, Tender Submissions, Pre-qualifications and all documentation regarding the selection process. Excludes Successful Quotations and Tenders -see Contacts and Agreements -under seal L04 F19 RECEIPTS Includes receipts issued far payment of items such as parking tickets, rentals, taxes, community hall receipts and tax certificates. F20 RESERVE FUNDS Includes records documenting obligatory andlor discretionary reserve funds such as reserves for working funds, contingencies, future capital projects and information systems, etc. F21 REVENUES Includes records regarding the generation of revenues other than assessment taxes and water receivables, such as fees from applications for severance, parking tickets, lot levies, development charges, police escort fees and auction sales. Excludes Accounts Receivable -see F02 scnedu~e °`A" to By-haw 2aa8-aas ~~,, „~ t~l;;; ;,,, Records Classification System Page 18 of 34 ~~- G. ~` ~ -f '' SCOPE NOTES FOIE January 2008 SECONDARY SUBJECTS F -- FINANCE AND ACCOUNTING F22 TAX ROLLS AND RECORDS Includes taxation records of long term importance, such as assessment rolls and tax collector's rolls. Excludes Accounts Receivable -see F02 Tax Sale Records -see F22A Tax Registration - No Sale -see F22B F22A TAX SALE RECORDS Includes records regarding tax registration where a sale of the property has occurred, including tax arrears register cards and tax sale deeds. F22B TAX REGISTRATION - NO SALE Includes records regarding tax registration where no sale of the property has occurred, including tax arrears register cards. F23 WRITE OFFS Includes accounts receivable that have been written aff as uncollectible. Also includes records of bankruptcies and tax adjustments. Excludes Accounts Receivable -see F02 F24 TRUST FUNDS Includes records regarding funds established by the municipality for money held in trust, such as bequests and Ontario Home Renewal Program (OHRP}, etc. F25 SECURITY DEPOSITS Includes development deposits, letters of credit, proof of insurance when required and records of monies held as security (i.e. performance bonds). F26 PERMANENT PAYROLL RECORDS Includes T4's, OMERS and Payroll Registers. F27 PROPERTY ASSESSMENT NOTICES Includes yearly assessment notices received from Municipal Property Assessment Corporation (MPRC). Schedule "A" to By-law 2008-006 ~,~;.6 ~,k~~, ;,, Records Classification System Page 19 of 34 z_ r'== SCOPE MUTES FOR ,January 2008 x_ ~ SECONDARY SUBJECTS H --HUMAN RESOURCES H00 HUMAN RESOURCES -GENERAL Includes records regarding human resources which cannot be classified elsewhere. Use only if no other heading is available. H01 ATTENDANCE AND SCHEDULING Includes records regarding employee attendance, shift scheduling, vacation schedules, hours of work, etc. Excludes Payroll -see F16 H02 BENEFITS Includes brochures, rates, quotes, correspondence and explanatory documents regarding benefits offered to employees, such as group insurance and dental plans. Excludes Payroll -see F16 Pension Records -see H10 H03 EMPLOYEE RECORDS Includes records regarding the employment history of municipal employees. Includes initial resumes and applications, performance evaluations, correspondence with the employee, employee assistance. Includes full-time, part-time and student employees. H03A EMPLOYEE RECORDS -DRIVER ABSTRACTS Includes Driver Abstracts far employees, Members of Council, Volunteer Firefighters H04 HEALTH AND SAFETY Includes records regarding the occupational health and safety of staff. Includes accident reports, VVSIB reports, and information on health and safety programs for staff. Excludes Health and Safety Education -see Public Health S08 Accidents of the Public -see Incident/Accident Reports P05 H05 HUMAN RESOURCE PLANNING Includes records of succession planning, executive placement, retirement programs, staff turnover rates, annual hire/promotion targets, recruitment freezes, employment equity, performance management and related records. Excludes Employee Records -see H03 H06 JOB DESCRIPTIONS Includes job descriptions and specifications as well as background information used in their preparation or amendment. Schedule "A" to Bylaw 2008-006 ~t,,,.,;~ ~~~,<;~,, Records Classification System Page 20 of 34 ;'.~--= ' ~ (~ SCOPE NOTES FOR January 2008 ~F. , / `~ ~ SECONDARY SUBJECTS H -- HUMAN RESOURCES H0~ LABOUR RELATIONS Includes records regarding the relationship between labour and management. Includes collective bargaining, correspondence with unions and negotiations. Excludes Grievances -see Grievances H07A Collective Agreement -see Contacts and Agreements -under seal X04 HO7A GRIEVANCES Includes records regarding grievances filed by unionized staff and all supporting documentation. Excludes Labour Relations -see Labour Relations H07 Collective Agreement -see Contracts and Agreements -under seal X04 H08 ORGANIZATION Includes records regarding reporting relationships, re-organization, organizational analysis and organization charts. Excludes Jab Descriptions -see H06 H09 SALARY PLANNING Includes recards regarding the planning and scheduling of salaries, such as job evaluations, job classification systems, salary surveys and schedules. Excludes Employee Records -see H03 Pay Equity -see H13 H10 PENSION RECORDS Includes records detailing pension obligations due to individuals under OMERS. Excludes Deductions -see Payroll F16 General information on Pensions -see Benefits HOZ Payments made to OMERS -see Accounts Payable F01 H11 RECRUITMENT Includes records regarding the recruitment of staff. Includes job postings, copies of advertisements, records regarding competitions and unsuccessful applications. H11A RESUMES -UNSOLICITED Includes unsolicited resumes received by the municipality. H11 B RECRUITMENT -VOLUNTEER FIREFIGHTERS Includes records regarding recruitment of Volunteer Firefighters. Includes copies of advertisements, record regarding competitions and unsuccessful applications. Schedule "A" to By-law 2008-006 ,,; ~~ ~~~<, ;, Records Classification System Page 21 of 34 ~~xx SCOPE NOTES FOR January 2008 "'~ ~ ~~ SECONDARY SUBJECTS H -HUMAN RESOURCES H12 TRAINING AND DEVELOPMENT Includes records regarding courses offered to employees, and information an career and professional development programs. Also includes orientation materials. Excludes Employee Records -see H03 H12A TRAINING AND DEVELOPMENT -VOLUNTEER FIREFIGHTERS Includes all training documents far Volunteer Firefighters. Excludes Employee Records -see H03 H13 PAY EQUITY Includes final Pay Equity documentation and any reference material retained regarding issues related to pay equity. scnedule ~°A„ to By-law 2aa8-aas ,:; „~,, ~ Records Classification System Page 22 of 34 .h~ ~ ~,,; r:_ ~~~~ "% SCOPE NOTES FOR January 2008 T~ ~ SECONDARY SUBJECTS L -LEGAL AFFAIRS L00 LEGAL AFFAIRS -GENERAL Includes records regarding legal affairs which cannot be classified elsewhere. Use only if no other heading is available. L01 APPEALS AND HEARINGS Includes all transcripts and related documentation regarding appeals, hearings and legal proceedings. Includes final judgments. Includes zoning appeals, official plan appeals and Committee of Adjustment appeals. Also includes orders issued by regulatory bodies and boards. Excludes Litigation -see Claims Against the Municipality L02 or Claims By the Municipality L03 L02 CLAIMS AGAINST THE MUNICIPALITY Includes all liability claims made by other parties against the municipality. Excludes Appeals and Hearings -see L01 L03 CLAIMS BY THE MUNICIPALITY Includes all liability claims made against other parties by the municipality. Excludes Appeals and Hearings -see L01 L04 CONTRACTS AND AGREEMENTS -UNDER SEAL Includes all agreements entered into by the municipality. Includes construction contracts, collective agreements, site plan agreements and subdivision agreements. Also includes agreements regarding easements, encroachments, area ways and laneways. Excludes Office Equipment Maintenance Agreements -see Contracts and Agreements -Simple L14 Contracts regarding Land -see Land Acquisition and Sale L07 Insurance Policies -see L06 L05 INSURANCE APPRAISALS Includes appraisals of municipal property for insurance purposes. L06 INSURANCE POLICIES Includes municipal insurance policy documents, such as vehicle, liability, theft and fire insurance. Excludes Employee Group Insurance -see Benefits H02 Third Part Contracts -see Contracts and Agreements -under seal L04 Schedule "A" to By-law 2008-006 ~;, ~;` `~"~,, , Records Classification System Page 23 of 34 r ~ ~° - Janua 2 n` ~ ; K SCOPE NOTES FOR ry oos ~~'~~ SECONDARY SUBJECTS L -- LEGAL AFFAIRS L07 LAND ACQUISITION AND SALE Includes records regarding real estate transactians and conveyance of land such as lot sales and acquisitions whether through voluntary transactions or expropriation. Includes leases, deeds and expropriation plans, purchase letters and appraisals. L08 OPINIONS AND BRIEFS Includes copies of opinions and briefs prepared by the municipality's legal counsel on specific issues and by-laws. L09 PRECEDENTS Includes records regarding judgments and decisions which may affect the municipality's position in actual or potential legal matters. L10 FEDERAL LEGISLATION Includes records regarding bills, acts and regulations enacted by the Parliament of Canada which affect or are of interest to the municipality. L11 PROVINCIAL LEGISLATION Includes records regarding bills, acts and regulations enacted by the Ontario Legislature which affect or are of interest to the municipality. L12 VITAL STATISTICS Includes registers of births, deaths and marriages. Excludes Population Statistics -see Demographic Studies D01 L13 PROSECUTIONS Includes records regarding prosecutions to enforce by-laws and federal and provincial legislation. Excludes Appeals and Hearings -see L01 By-law Enforcement -see P01 L14 CONTRACTS AND AGREEMENTS -SIMPLE Includes contracts and agreements not under corporate seal, such as equipment rental and service contracts and vehicle lease agreements. L15 TITLE SEARCHES Includes records regarding title searches prepared for the municipality. L16 ROAD CLOSURES AND SALES Includes records regarding the stop up and closure and possible conveyance of roads, alleys and allowances. Includes leases, deeds and appraisals. Schedule "A" to By-law 2008-006 ,,M~,, ,_;~ ~;~~ 1,, Records Classification System Page 24 of 34 ~~, Y~ ~ SCOPE NC}TES FOR January 2008 - SECQNDARY SUBJECTS M -MEDIA AND PUBLIC RELATIONS M00 MEDIA AND PUBLIC RELATIONS -GENERAL Includes records regarding media and public relations which cannot be classified elsewhere. Use only if no other heading is available. M01 ADVERTISING Includes records regarding public advertising in magazines, newspapers, radio, television and transit. Excludes News Releases -see M06 Recruitment -see H11 Elections -see C07 M02 CEREMONIES AND EVENTS Includes records regarding participation in special events, openings and anniversaries, such as Remembrance Day, Canada Day and Winter Carnival. Also includes invitations to the events and records regarding the set-up and running of special events and plaques presented. M02A CEREMONIES AND EVENTS -PHOTOGRAPHS Includes photographs of special events, opening and anniversaries, such as Remembrance Day, Canada Day, Park Openings, Inaugurals, etc. M03 CHARITABLE CAMPAIGNS/FUND RAISING Includes records relating to municipal donations to charitable or non-profit groups which are processed outside of budget deliberations and includes records regarding the raising of funds and donations for the municipality, for municipality run programs ar far other charitable organizations. This would include the United Way, Cancer Fund, community interest groups, etc. Excludes Receipts -see F19 M04 COMPLAINTS, COMMENDATIONS AND INQUIRIES Includes records regarding complaints, commendations, requests far information and very general types of inquiries. Also includes concerns about services ofFered by the municipality, inquiries about Council proceedings and congratulatory letters. Excludes Freedom of Information -see A17 By-law Enforcement -see P01 Investigations -see P08 M05 NEWS CLIPPINGS Includes clippings from newspapers, information from journals and other printed media. Excludes Clippings used as reference material -see relevant subject Schedule "A°' to By-law 2008-006 ..^~,~,,, ,,,,, ;, , Records Glassification System Page 25 of 34 ~h ~~ r, SCtJPE N©TES F4R January 2008 ~F~ ~~~ `' SECt)NDARY SUBJECTS M -MEDIA AND PUBLIC RELATIQNS M06 NEW RELEASESlNEWSLETTERS Includes background notes and final versions of news releases issued. Includes messages for inclusion in special event programs. M07 PUBLICATIONS Includes typed manuscripts, artworks, printed copies and related retards regarding the publication of tourism information, trade shows, current events, industrial directories, business directories and maps. May include annual reports of anon-financial nature. M08 SPEECHES AND PRESENTATIONS Includes background Hates and final versions of speeches, presentations and news conferences given by elected and non-alerted officials. Excludes Media coverage of speeches/presentations -see News Clippings M05 News Releases -see M06 M09 VISUAL IDENTITY AND INSIGNIA Includes records regarding the standards which apply to graphic designs in the interest of establishing a Visual Identity Program. Includes logo and letterhead design, signage, vehicle identification, etc. Rlso includes records regarding corporation insignia and seals of office. Schedule "A" to By-law 2008-006 ;,, ~.~,,, Records Classification System Page 26 of 34 ,. ~. ~`' `' r SCOPE NOTES FOR ,January 2008 SECONDARY SUBJECTS P -PROTECTION AND ENFORCEMENT SERVICES P00 PROTECTION AND ENFORCEMENT SERVICES -GENERAL Includes retards regarding protection and enforcement services which cannot be Classified elsewhere. Use anly if no other heading is available. P01 BY-LAW ENFORCEMENT Includes records of municipal efforts to enforce by-laws, such as parking infractions, pest control, smoking, etc. Excludes Environmental Monitoring -see E05 Feneeviewing -see Investigations PO$ Inspections -see Health Inspections - P07 Investigations -see P08 Prosecutions -see L13 P02 DAILY OCCURRENCE LOGS Includes logs maintained of daily occurrences such as police dispatches or fire assistance Calls. P03 EMERGENCY PLANNING -CURRENT PLAN Includes records regarding the planning and rehearsal of emergency measures. Excludes 911 Central Dispatch -see Telecommunication Systems A12 P03A EMERGENCY PLANNING -OTHER Includes records regarding the planning and rehearsal of emergency measures that have been superceded by an updated plan or copies of other municipalities' emergency plans. P04 HAZARDOUS MATERIALS Includes information and reports on chemicals and substances that pose fire hazards. Also includes records dealing with toxic substances control, transportation, spills and effects related to hazards from other Companies, agencies, etc. Excludes Staff Safety Training -see Public Health S08 P05 INCIDENT/ACCIDENT REPORTS Includes vandalism and security incident reports and reports of accidents that occur at recreational facilities and other municipal properties involving the public. Excludes Accidents of Municipal Staff -see Health and Safety H04 Security -see A18 Vehicle Accidents -see Fleet Management V01 Schedule "A" to By-law 2008-006 ,~ ..h Records Classification System .~~~` '~ r"~ ~. j SCOPE NOTES FOR ~~ ~ ;~~` SECONDARY SUBJECTS P -PROTECTION AND ENFORCEMENT SERVICES P06 BUILDING INSPECTIONS Includes fire prevention inspection reports. Excludes By-law Enforcement -see P01 Page 27 of 34 January 2008 P07 HEALTH INSPECTIONS Includes health inspection reports conducted an private, public and commercial properties, such as restaurants and slaughterhouses. PO$ INVESTIGATIONS Includes records of investigations pertaining to law enforcement, traffic accidents and fire fighting activities, Crimestoppers, Building permit violations, fenceviewing and general fire department files. Excludes By-law Enforcement -see P01 P09 LICENSES Includes records regarding licenses administered by or required by the municipality, ar required by the province, such as liquor, kennels, taxis, quarries, etc. Excludes Dog Licenses -see P09A Lotteries -see P17 Marriage Licenses -see Vital Statistics L12 P09A DOG LICENSES - " 2 Years" Includes records regarding dog licenses administered by ar required by the municipality or required by the province. Excludes Liquor, kennels, taxi, quarries, etc -see P09 Lotteries -see P17 Marriage Licenses -see Vital Statistics L12 P10 BUILDING AND STRUCTURAL INSPECTIONS AND PERMITS Includes permits issued to builders, contractors and residents giving them permission to build or renovate. Also includes any inspection reports, plans submitted and background documentation provided. P11 PERMITS -OTHER Includes applications and permits that the municipality issues giving permission to hold special events, topsail removal, entrance permits onto municipal roadways, transport oversize loads, erect signs, park on the street and other purposes. Excludes Building Permits -see P10 Schedule "A" to By-law 2008-006 s~,,, ~k;; ,, Records Classification System Page 28 of 34 ~, ~ . ' ~~ ~ ~' SCOPE NOTES FOR .January 2008 ,; ; ~:r~ ~~ SECONDARY SUBJECTS P -PROTECTION AND ENFORCEMENT SERVICES P12 LOTTERY ORGANIZATIONAL INFORMATION Includes records regarding organizations that apply for lottery licenses that are filed once by the hosting organization. P13 LOTTERY ORGANIZATIONS' ANNUAL REPORTS Includes records regarding organizations that apply for lottery licenses that are required to be filed on an annual basis, such as annual budgets. P14 ANIMAL CONTROL Includes records regarding the control of household pets, strays, livestock and wildlife. Also includes animal control officers reports and rabies documentation. Rlso includes Livestock, Poultry and Honey Bee Protection Act information. Excludes Dag Licenses -see Licenses P09 P15 COMMUNITY PROTECTION PROGRAMS Includes records regarding protection and crime. May include information and brochures on programs such as Neighhourhood Watch, Block Parents, Police Walk, Fire Prevention and Education, etc. P16 POLICE SERVICES Includes records regarding police protection services provided to the community. P17 LOTTERIES Includes records regarding the operation and licensing of lotteries, including raffles, break-open and bazaar. Schedule "A" to By-law 2008-006 .,~~ ~; U~~; ;, , Records Classification System Page 29 of 34 - ., ~~ . SCOPE NOTES FOR January 2008 r ~ ~~ SECONDARY SUBJECTS R -- RECREATION AND CULTURE R00 RECREATION AND CULTURE -GENERAL Includes records regarding recreation and culture which cannot be classified elsewhere. Use only if no other heading is available. R01 HERITAGE PRESERVATION Includes records regarding heritage and historical development, including designations of buildings, districts and cemeteries. Excludes By-laws -see C01 R02 LIBRARY SERVICES Includes circulation lists, recommendations for additions to library collections, information searches, inter-library loan requests and mare general records regarding the operation of libraries. R03 MUSEUM AND ARCHIVAL SERVICES Includes registers of holdings, museum programming, activity reports, historical society holdings, archival operations, conservation information and related records. Excludes Records Centre Operations -see Records Management A10 Records of Archival Value -see appropriate subject R04 PARKS MANAGEMENT Includes correspondence, descriptions, reports and other records dealing with the management, design, set-up, landscaping and maintenance of specific municipal parks. Includes maps, plans and information on boat ramps and walkways. Excludes Building and Property Maintenance -see A20 R05 RECREATIONAL FACILITIES Includes correspondence, descriptions, reports and other records dealing with the management, operation and design of specific municipal recreational facilities, such as arenas, rinks, pools, baseball diamonds, soccer fields. Includes floor plans, architectural, engineering drawings and Engineering evaluation reports of water systems. Excludes Facilities Construction -see A19 Building and Property Maintenance -see A20 R06 RECREATIONAL PROGRAMMING Includes correspondence, policies, applications, registrations and general information regarding the development and delivery or recreational programs to the community, such as youth, sport and fitness, adult education, crafts and other programs. Schedule "A" to By-law 2008-006 .,M,,_ ,;, ;;;,;, ;, Records Classification System Page 30 of 34 - ~~ ~~ SCOPE NOTES FOR January 2008 r. ~: - SECONDARY SUBJECTS R -- RECREATION AND CULTURE R07 RECREATION MASTER PLAN AND SECONDARY STUDIES Includes final versions of Recreation Master Plans and Secondary Studies, as well as all background information. Schedule "A" to By-law 2008-006 _ ,:;,; ~,,,,~ Retards Classification System Page 31 of 34 yi~•. 'r ,. R i ~-: ` SCOPE NOTES FOR January 2408 T_ ,, SECONDARY SUBJECTS S -- SOCIAL AND HEALTH CARE SERVICES S00 SOCIAL AND HEALTH CARE SERVICES -GENERAL Includes records regarding social and health care services which cannot be classified elsewhere. Use only if no other heading is available. S01 NOT CURRENTLY IN USE S02 NOT CURRENTLY IN USE S03 NOT CURRENTLY IN USE S04 SOCIAL ASSISTANCE PROGRAMS Includes general program information regarding social assistance programs available to residents. Also includes general resource information used in counseling recipients of social assistance and information pertaining to Employment Support Programs and Community Support Services. S05 NOT CURRENTLY IN USE S06 NOT CURRENTLY IN USE S07 CHILDREN'S SERVICES Includes general program information regarding programs benefiting developmentally handicapped children, abused children and other children's programs. Also includes general resource information used in counseling children and parents involved in these programs. S08 PUBLIC HEALTH Includes records regarding public health programs such as health and safety education, school health programs, family planning and disease control including immunization. S09 CEMETERY RECORDS Includes burial permits, maps, plot ownership records, interment registers and indexes for municipal cemeteries. Excludes Building and Property Maintenance -see A20 Schedule "A" to By-law 2008-006 ,; U;,~ Records Classification System Page 32 of 34 ,~ ~" - c. SCOPE NOTES FOR January 2008 ` ~ ~~ ' R SECONDARY SUBJECTS T -TRANSPORTATION SERVICES T00 TRANSPORTATION SERVICES • GENERAL Includes records regarding transportation services which cannot be classified elsewhere. Use only if no other heading is available. T01 ILLUMINATION Includes records and studies regarding the installation and repair of equipment used to illuminate roads such as street lights, pedestrian crossover lights, etc. Also includes records on power consumption. T02 PARKING Includes records and studies regarding municipal parking issues, such as handicapped parking, lot and garage operations, fire routes and employee parking. T03 PUBLIG TRANSIT Includes records and studies regarding public transit systems. Includes schedules, routes, maps and similar information. Also includes project records regarding the construction of bus shelters and similar facilities, route administration and planning, fare policies, intergovernmental transit co-ordination and access far the disabled. T04 ROAD CONSTRUCTION Includes records and studies regarding construction projects on roads. Includes the construction of new roads and major improvements to existing roads, such as resurfacing, widening, bridges, etc. Excludes Road Design and Planning -see T05 Routine maintenance an minor improvements -see Road Maintenance T06 T05 ROAD DESIGN AND PLANNING Includes estimates, studies and other records regarding the design and planning of specific road construction projects. Also includes design of curbs and sidewalks, cycle ways, footpaths, walkways, etc. T06 ROAD MAINTENANCE Includes records and studies regarding the inspection and maintenance of roads. Includes the installation of culverts, minor repairs to the road surfaces, curbs and sidewalks, cycle ways, footpaths, walkways, etc. Also includes grading, plowing and sanding of roads and snow removal and cleaning. T07 SIGNS AND SIGNALS Includes records and studies regarding the manufacture and installation of signs and signals. Excludes Visual Identity Program -see Visual Identity and Insignia M09 Schedule "A" to By-law 2008-006 ,, ~ k~ Records Classification System Page 33 of 34 ~~ ,,~ , ?~'v- y _; ,, G -. _ ~ ~~ ~ - SC(JPE NOTES FOR January 2408 t~ ~~ ~ SECONDARY SUBJECTS T -TRANSPORTATION SERVICES T08 TRAFFIC Includes records and studies regarding the flow of traffic on roads. Includes intersection drawings, pedestrian crossovers, crossing guards, traffic counts, accident statistics, temporary road closures and related records. T09 AIRPORTS Includes records regarding the development and planning of airport facilities, runways and terminals. May also include studies, surveys and correspondence. Schedule "A" to By-law 2008-006 ;; , ~h;, Records Classification System Page 34 of 34 ,: ~~, s , ~.,. 2 ~~ < - SCOPE NOTES FOR ,January 2008 ~~ ~ ~ SECONDARY SUBJECTS V --VEHICLES AND EQUIPMENT V00 VEHICLES AND EQUIPMENT -GENERAL Includes records regarding vehicles and equipment which cannot be classified elsewhere. Use only if no other heading is available. V01 FLEET MANAGEMENT Includes records of all vehicles currently leased or owned, operated and maintained by the municipality. This includes vehicle history files, accident reports, vehicle maintenance and disposal. Excludes Vehicle ownerships and registrations -see V01A Insurance Policies -see L06 Accident Claims -see Claims Against the Municipality L02 or Claims By the Municipality L03 V01A FLEET MANAGEMENT -VEHICLE OWNERSHIPS Includes ownerships, registration and certifications of all vehicles currently leased or owned, operated and maintained by the municipality. Excludes Vehicle history, maintenance files, etc. -see V01 Insurance Policies -see L06 V02 MOBILE EQUIPMENT Includes records regarding mobile equipment used in conjunction with vehicles. Alsa includes maintenance and history files on equipment such as generators, pumps, snowblowers, sanders, etc. V03 TRANSPORTABLE EQUIPMENT Includes records regarding transportable equipment used by the municipality. Also includes maintenance and history files on equipment such as lawnmowers, hoses, weed-eaters, drills and rescue equipment. V04 PROTECTIVE EQUIPMENT Includes records regarding protective equipment used by the municipality. Also includes maintenance and history files on equipment such as breathing apparatus, breathing tanks, down alarms and other fire department equipment, etc. Excludes Uniforms and Clothing -see A14 Schedule "B" to By-law 2008-006 „~ ~h•U Records Classification System Page 1 of 17 ,> ~~ ~ RECC}RDS RETENTION SCHEDULE January 2008 ~- Primary Heading: ADMINISTRATIQN Code Secondary Heading Retention Remarks A00 Administration -General 2 A01 Associations and Organizations 3 A02 Staff Committees and Meetings 4 A03 Computerllnformation Systems 7 A04 Conferences and Seminars 3 A05 Consultants 3 A06 Inventory Control 6 A07 Office Equipment and Furniture 6 A08 Office Services 3 A09 Policies and Procedures Permanent A10 Records Management 15 A11 Records Disposition Permanent A12 Telecommunications Systems 7 A13 Travel and Accommodation 2 A14 Uniforms and Clothing 3 A15 Vendors and Suppliers 3 A16 Intergovernmental Relations 6 A17 Freedom of Information 5 A18 Security 3 All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 ~~~~r ~>k<,,,,; Records Classification System Page 2 of 17 x~-_ ~ cz- `^ ~ - ~~ RECORDS RETENTION SCHEDULE January 2Q08 fit. Primary Heading: ADMINISTRATION Code Secondary Heading Retention Remarks A19 Facilities Construction and Renovations Permanent A20 Building and Property Maintenance 15 A21 Facilities Bookings 3 All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 .,„~,, ; ~A, ~. Records Classification System Page 3 of 17 - ~' ~^ ~~ - m~ REC(JRDS RETENTION SCHEDULE January 2008 x.. Primary Heading: COUNCIL, BOARDS AND BY-LAWS Code Secondary Heading Retention Remarks C00 Council, Boards and By-laws -General 2 C01 By-laws Permanent C01 A By-laws -Other Municipalities 2 C02 By-laws -Drafts 3 C03 Council Agenda Permanent C04 Council Minutes Permanent C05 Council Committee Agenda Permanent C06 Council Committee Minutes Permanent C07 Elections 4 C07A Election Results Permanent C07B Election Ballots 90 days C08 Goals and Objectives 7 C09 Motions and Resolutions Permanent C10 Police Village Issues Permanent C11 Reports to Council Permanent C12 Appointments to Boards and Committees 6 C13 Motions and Resolutions -Other 2 Municipalities All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2048-006 ~,; ~; ~ti~~;;;;, , Records Classification System Page 4 of 17 ,, ~~ - ~ RECORDS RETENTION SCHEDULE January 200$ ~~ Primary Heading: DEVELOPMENT AND PLANNING Code Secondary Heading Retention Remarks D00 Development and Planning -General 2 D01 Demographic Studies 20 D02 Economic Development 25 D03 Environment Planning Permanent D04 Residential Development 15 D05 Natural Resources 25 D06 Tourism 7 D07 Condominium Plans Permanent D08 Official Plans Permanent D09 Official Plan Amendments and Secondary Permanent Plans D10 Severances Permanent D11 Site Plan Control Permanent D12 Subdivision Plans Permanent D13 Variances Permanent D14 Zoning Permanent D15 Easements Permanent D16 Encroachments Permanent D17 Annexation/Amalgamation Permanent D18 Community Improvement Projects 10 All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 N~_ ~ ~R ',y>>. Records Classification System Page 5 e~f 17 2 -- ° '`~` ~ ~~~~ ~ RECORDS RETENTION SCHEDULE ,lanuary 2008 .` ' R ~- Primary Heading: DEVELOPMENT AND PLANNING Code Secondary Heading Retention Remarks D19 Reference Plans Permanent D20 Municipal Addressing System, G.I.S., Base Permanent Mapping D21 IndustriallCommercial Development 11 D22 Property Files Permanent D23 Planning Applications -Other 2 Municipalities All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 ~~;, ~ ,~~;; ,/ Records Classification System Page 6 of 17 r- T ~~ - R RECORDS RETENTION SCHEDULE January 2008 F~ Primary Heading: ENVIRONMENTAL SERVICES Code Secondary Heading Retention Remarks E00 Environmental Services -General 2 E01 Sanitary Sewers Permanent E02 Storm Sewers Permanent E03 Treatment Plans Permanent E04 Trees 10 E05 Environmental Monitoring Permanent E06 Utilities 10 E07 Waste Management 10 E08 Water Works Permanent E09 Drains Permanent E10 Water Quality and Quantity -Municipal 15 Systems E11 Storm Water Quality Permanent E12 Water Test Results and Reports 15 E13 Lakeshore Improvements Permanent All Retention Periods are stated in years, unless otherwise specified. scnedule =~g°° to By-law zaas-aas _;: ~;,'„~„ Records Classification System Page 7 of 17 ,~ ~,, J ~- ~~ _ ~- RECORDS RETENTION SCHEDULE January 2008 fi' ,y t Primary Heading: FINANCE AND ACCOUNTING Code Secondary Heading Retention Remarks F00 Finance and Accounting -General 2 F01 Accounts Payable 7 F02 Accounts Receivable 7 F03 Audits 7 F04 Banking 7 F05 Budgets and Estimates 7 F06 Assets 7 *after disposal F07 Cheques 7 F08 Debentures and Bands 5 *after maturity F09 Employee and Council Expenses 7 F10 Financial Statements/Financial Information Permanent Return F10A Financial Information Return -Working 7 Papers F11 Grants and Loans 7 F12 Investments 7 F13 Journal Vouchers 7 F14 Subsidiary Ledgers, Registers and Journals 7 F15 General Ledgers and Journals Permanent F16 Payroll 7 All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 \\, ,; ;;;,; t,, Records Classification System Page 8 of 17 .j RECORDS RETENTION SCHEDULE January 2008 M1~ M '.. J <~ _. -. .. Primary Heading: FINANCE AND ACCOUNTING Cade Secondary Heading Retention Remarks F17 Purchase Orders and Requisitions 7 F18 Quotations and Tenders 10 F19 Receipts 7 F20 Reserve Funds 7 *after use of funds F21 Revenues 7 F22 Tax Rolls and Records Permanent F22A Tax Sale Records Permanent F22B Tax Registration - No Sale 7 F23 Write Offs 7 F24 Trust Funds 10 *after funds terminated F25 Security Deposits 15 *after release of securities F26 Permanent Payroll Records Permanent F27 Property Assessment Notices 2 All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 ~,, ~,, wR~; y Records Classification System Page 9 of 17 ~: ~< ~~ RECORDS RETENTION SCHEDULE January 2008 _,~ Primary Heading: HUMAN RESOURCES Code Secondary Heading Retention Remarks H00 Human Resources -General 2 H01 Attendance and Scheduling 7 H02 Benefits 10 H03 Employee Records Permanent H03A Employee Records -Driver Abstracts 4 H04 Health and Safety 7 H05 Human Resource Planning 10 H06 Job Descriptions 10 H07 Labour Relations Permanent H07A Grievances 7 H08 Organization 6 H09 Salary Planning 6 H10 Pension Records Permanent H11 Recruitment 2 H11A Resumes -Unsolicited 6 months H11 B Recruitment -Volunteer Firefighters 2 H12 Training and Development 3 H12A Training and Development -Volunteer Permanent Firefighters H13 Pay Equity 25 All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 \` ~;; ~;;;;; ~ Records Classification System Page 10 of 17 f, ,, ::~-~ ~~ ~ ~ RECORDS RETENTION SCHEDULE January 2008 r Primary Heading: LEGAL AFFAIRS Code Secondary Heading Retention Remarks L00 Legal Affairs -General 2 L01 Appeals and Hearings Permanent L02 Claims Against the Municipality Permanent L03 Claims By the Municipality Permanent L04 Contracts and Agreements -Under Seal Permanent L05 Insurance Appraisals 10 L06 Insurance Policies 7 L07 Land Acquisition and Sale Permanent L08 Opinions and Briefs 10 L09 Precedents 3 L10 Federal Legislation 2 L11 Provincial Legislation 2 L12 Vital Statistics Permanent L13 Prosecutions 20 L14 Contracts and Agreements -Simple 10 L15 Title Searches Permanent L16 Road Closures and Sales Permanent All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2048-006 ,~;;~~_,;~ Records Classification System Page 11 of 17 ~f . ,,,~ - ~~ - ~ RECORDS RETENTION SCHEDULE January 2008 ,ti ~~ ~ ;r Primary Heading: MEDIA AND PUBLIC RE<_ATIONS Code Secondary Heading Retention Remarks M00 Media and Public Relations -General 2 M01 Advertising 3 M02 Ceremonies and Events 3 M02A Ceremonies and Events -Photographs Permanent M03 Charitable Campaigns/Fund Raising 3 M04 Complaints, Commendations and Inquiries 3 M05 News Clippings Permanent M06 News ReleaseslNewsletters 3 M07 Publications 3 MO$ Speeches and Presentations 3 M09 Visual Identity and Insignia Permanent All Retention Periods are stated in years, unless otherwise specified. Schedule «g„ to bylaw 2aas•aa~ ~~ U; ~H~ ~ ,, Records Classification System Page 12 of 17 ,, .; z5 :: ~~o . ~~~ ,~ x _ ~~ ~ ~ RECORDS RETENTION SCHEDULE January 2008 t~ Primary Heading: PROTECTION AND ENFORCEMENT SERVICES Code Secondary Heading Retention Remarks P00 Protection and Enforcement Services - 2 General P01 By-law Enforcement P02 Daily Occurrence Logs P03 Emergency Planning -Current Plan P03A Emergency Planning -Other P04 Hazardous Materials P05 IncidentlAccident Reports 5 5 Permanent 5 10 6 *if injured party is under 18 then the record must be kept for 6 years after their 18t" birthday P06 Building Inspections P07 Health Inspections PO$ Investigations P09 Licenses P09A Dog Licenses P10 Building and Structural Inspections and Permits P11 Permits -Other P12 Lottery Organizational Information P13 Lottery Organizations' Annual Reports Permanent 7 10 3 2 Permanent 7 7 7 All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 200$-006 ,~~~~Q~'~;k~,~~ Records Classification System Page 13 of 17 `> 4 S • ~ ,~, r'~ ~ G .- ~ ~ ~ ~ RECORDS RETENTIQN SCHEDULE January 2408 L• ~~`, t ~t ,; ~, Primary Heading: PROTECTION AND ENFORCEMENT SERVICES Cade Secondary Heading Retention Remarks P14 Animal Control 10 P15 Community Protection Programs 10 P16 Police Services 10 P17 Lotteries 7 All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 200$-006 ,~,~~~;; ~~_,b,; ~ , Records Classification System Page 14 of 17 >`'_Y ~. r ~ ~, RECt~RDS RETENTION SCHEDULE January 2008 ~,t.. .~. Primary Heading: RECREATION AND CULTURE Code Secondary Heading Retention Remarks R00 Recreation and Culture -General 2 R01 Heritage Preservation Permanent R02 Library Services 5 R03 Museum and Archival Services Permanent R04 Parks Management 15 R05 Recreational Facilities 15 R06 Recreational Programming 4 R07 Recreation Master Plan and Secondary Permanent Studies All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 ,.. `~ ~~ ~~R~;_~, Records Classification System Page 15 of 17 j ~ ~ ~?~ ~ RECORDS RETENTION SCHEDULE January 2008 ,- ~, Primary Heading: SOCIAL AND HEALTH CARE SERVICES Code Secondary Heading Retention Remarks S00 Social and Health Care Services -General 2 S01 Not Currently in Use S02 Not Currently in Use S03 Not Currently in Use S04 Social Assistance Programs 7 S05 Not Currently in Use S06 Not Currently in Use S07 Children's Services 6 S08 Public Health S09 Cemetery Records 10 Permanent All Retention Periods are stated in years, unless otherwise specified. Schedule "B" to By-law 2008-006 ;;; ~~k;, Records Classification System Page 16 of 17 Janua 2 ~' " RECORDS RETENTION SCHEDULE ~ ~~$ F' ~ , ~'~ Primary Heading: TRANSPQRTATIt~N SERVICES Code Secondary Heading Retention Remarks T00 Transportation -General 2 T01 Illumination 10 T02 Parking 10 T03 Public Transit 10 T04 Road Construction 20 T05 Road Design and Planning 20 T06 Road Maintenance 20 T07 Signs and Signals 20 T08 Traffic 20 T09 Airports 10 All Retention Periods are stated in years, unless otherwise specified. schedule E~B?, to By-law 2aas-aas ~1,, ~,~ ,;k„ ~ Records Classification System Page 17 of 17 _c ~ n ~ ~ RECORDS RETENTION SCHEDULE January 2008 fi._~a ,~. Primary Heading: VEHICLES AND EQUIPMENT Code Secondary Heading Retention Remarks V00 Vehicles and Equipment -General 2 V01 Fleet Management 10 V01 A Fleet Management -Vehicle Ownerships Permanent *superceded upon vehicle disposition V02 Mobile Equipment 10 V03 Transportable Equipment 10 V04 Protective Equipment 10 All Retention Periods are stated in years, unless otherwise specified.