2004-017 To Provide a schedule of retention periods for the records of the Township of Oro-Medonte and to repeal By-law 1994-40
~
CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE
BY-LAW NUMBER 2004-017
Being a By-law to provide a schedule of retention periods for the records of the
Township of Oro-Medonte and to repeal By-law No. 94-40
WHE~~AS. Section 25~ of the Municipal Act 2001, S.O. 2001, c. 25, as amended, provides that
a ~unlclp~lIty may, subject to the a~p:ov~1 of the municipal auditor, establish retention periods
dun~g which the record~ of the municipality and local boards of the municipality must be
retained and preserved In accordance with Section 254 thereof'
,
AN~ WHEREAS the Council of The Corporation of the Township of Oro-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 Oro-Medonte enacts as
follows: " .
1. DEFINITIONS
a) "auditor" mean':> the person or firm appointed by the Council of the Township from time
to time to perform the annual audit of the records of the Township.
b) "dispose" means to destroy and "disposition" has a corresponding meaning.
c) "files" has the same meaning as "records" and may be used inter-changeably.
d) "Records Management Coordinator" means the Township's Records Management
Coordinator.
e) "official records" means records that serve important functions of the Township, such as
supporting program delivery or policy development, meeting legal, financial and other
official requirements, or providing evidence of decisions and actions.
f)
"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, LaserFiche, e-mail, machine readable records, and any other
documentary material regardless of physical form or characteristics, and including
"official records" and "transitory records".
g) "retention period" means the period of time during which records must be kept by the
Township before they may be disposed of.
h) "retention schedule" means the schedule prescribing how long specific records must be
retained before they may be disposed of.
i)
j)
v)
vi)
vii)
viii)
"Township" means The Corporation of the Township of Oro-Medonte.
"transitory records" means records kept solely for convenience of reference and of
limited value in documenting the planning or implementation of Township policy or
programs, such as:
i)
copies of miscellaneous notices or memoranda concerning routine administrative
matters or other minor issues;
informat;on copies of widely distributed materials, such as minutes, agendas and
newsletters, unless the information copy has been annotated to reflect significant
input or for other program purposes;
preliminary drafts of letters, memoranda or reports and other informal notes
which do not represent significant steps in the preparation of a final document
and which do not record decisions;
duplicate copies of documents in the same medium which are retained only for
convenience or future distribution;
voice-mail messages;
e-mail messages and other communications that do not relate to Township
business;
copies of publications, such as, published reports, administration manuals,
telephone directories, catalogues, pamphlets or periodicals;
duplicate stocks of obsolete publications, pamphlets or blank forms;
ii)
iii)
iv)
ix)
unsolicited advertising materials, including brochures, company profiles and price
lists.
2. SCOPE NOTES! RETENTION SCHEDULE
a) The scope notes attached hereto as Schedule "A" and the records retention schedule
attached hereto as Schedule "B", form part of this by-law.
b) The Records Management Coordinator 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 Records Management
Coordinator shall consider, in consultation with other Township employees where
appropriate:
i)
ii)
The operational nature of the records, including the period of time during which
the Township uses the records to perform its functions;
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 or similar documents, or to ensure that the records are
available in case of investigation or litigation;
The fiscal nature of the records, including the period to time necessary for audit
or tax purposes; and,
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.
iii)
iv)
3. EMPLOYEE RESPONSIBILITIES
a) All Township employees who create, work with or manage records shall:
i)
ii)
iii)
Comply with the retention periods as specified in Schedule "B" attached hereto;
Ensure that official records in their custody or control are protected from
inadvertent destruction or damage; and,
Ensure that transitory records in their custody or control are destroyed when they
are no longer needed for short-term reference.
4. RECORDS MANAGEMENT COORDINATOR
a) The Records Management Coordinator shall:
i)
Develop and administer policies and establish and administer procedures for the
Township's records management program;
Periodically review and make recommendations with respect to this by-law,
including Schedule "A" and Schedule "B" attached hereto;
Ensure that official records are preserved and disposed of in accordance with
Schedule "A" attached hereto; and,
Ensure that all disposition notices prepared pursuant to Subsection (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.
ii)
iii)
iv)
5. DISPOSITION OF RECORDS
a) The Records Management Coordinator shall notify the appropriate Township
department head or 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 department head or manager shall notify the Records Management
Coordinator 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 Records Management Coordinator 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 department head or manager to the Records Management
Coordinator for each additional year.
e) If no notice is received under Subsection (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 department head or manager.
f)
When official records have been disposed of pursuant to this by-law, the Records
Management Coordinator shall obtain written confirmation of such disposition.
6. PRINCIPLES GOVERNING THE DESTRUCTION OF OFFICIAL RECORDS
a) The following principles govern the destruction of official records:
iii)
When there are no further business or legal reasons for retaining official records,
they shall be destroyed;
Official records pertaining to pending or actual investigation or litigation shall not
be destroyed;
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.
i)
ii)
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 beenjidentified in a disposition notice prepared pursuant to Subsection (a) of
Section 5 of thit by-law.
c) Copies of official records may be destroyed at any time if the original records are being
retained in accordance with Schedule "B" attached hereto.
7. APPROVAL OF BY-LAW
a) This by-law shall not take effect until the Township's auditor has approved it in writing.
8. CITING OF BY-LAW
a) This by-law may be cited as the "Records Retention By-law".
By-law read a first and second time this 3rd day of March 2004.
By-law read a third time and finally passed this 3rd day of March 2004.
THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE
).iJó lJ~ L J.!'
Auditor, BDO Dunwoody LLP
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Date
...
Schedule "A" to By-law 2004-017
Records Classification System
Page 1 of 33
SCOPE NOTES FOR
PRIMARY SUBJECTS
February 2004
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 2004-017
Records Classification System
Page 2 of 33
SCOPE NOTES FOR
PRIMARY SUBJECTS
February 2004
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 2004-017
Records Classification System
Page 3 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
A - ADMINISTRATION
February 2004
AOO ADMINISTRATION - GENERAL
Includes administrative records which cannot be classified elsewhere. Use only
if no other heading is available.
AO1
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 A 16 for organizations to which regular communication takes
place with the municipality.
Excludes Membership Fees - see Accounts Payable FO1
AO2 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 CO3-CO4
Standing Committees - see CO5-CO6
AO3
COMPUTERIINFORMATION 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
AO4 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 A 13
Speeches and Presentations - see MO8
Employee and Council Expenses - see FOg
Ceremonies and Events - see MO2
AO5 CONSULTANTS
I ncludes 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 F 18
Schedule "A" to By-law 2004-017
Records Classification System
Page 4 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
A - ADMINISTRATION
February 2004
AO6 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 FO6
AO7 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 Computerllnformation
Systems AO3
Service Agreements - see Control and Agreements - Simple
L14
Assets - see FO6
AO8
AO9
A10
A11
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.
POLICIES AND PROCEDURES
Includes policy and procedure manuals, guidelines and directives.
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 CO1
Policies and Procedures - see AO9
Records Disposition - see A 11
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 POg
Assets - see FO6
Long Distance Call Records - see Accounts Payable FO1
Agreements - see Contracts and Agreements LO4 or L 14
..
Schedule "A" to By-law 2004-017
Records Classification System
Page 5 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
A - ADMINISTRATION
February 2004
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 FOg
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 goods 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 AO7
Fleet Management - see VO1
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 possible, 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 Information and Protection of Privacy Act, and records
regarding the handling of requests under the Act.
Excludes Copies of the Act - see Provincial Legislation L 11
Complaints and Inquiries - see MO4
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 PO5
Computer Security - see Computerllnformation Systems AO3
Schedule "A" to By-law 2004-017
Records Classification System
Page 6 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
A - ADMINISTRATION
February 2004
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 RO4
Recreational Facilities - see RO5
A21
FACILITIES BOOKINGS
Includes copies of permits and bookings issued for the rental of recreational and
administrative facilities for specific activities.
coo
CO1
Schedule "A" to By-law 2004-017
Records Classification System
Page 7 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
C - COUNCIL, BOARDS AND BY-LAWS
February 2004
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.
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 CO1A
CO1A BY-LAWS - OTHER MUNICIPALITIES
Includes by-laws and amendments from other municipalities.
CO2
CO3
CO4
CO5
CO6
CO?
BY -LAWS - DRAFTS
I ncludes draft versions of by-laws of interest.
COUNCIL AGENDA
Includes notices of meetings and agenda of Council meetings as well as
working notes used in agenda preparation.
COUNCIL MINUTES
Includes minutes of the proceedings of Council meetings.
to the minutes.
Excludes Council Committees - see COS - CO6
Reports to Council- see C11
Includes attachments
COUNCIL COMMITTEE AGENDA
Includes notices of meetings and agenda for Committees of Council as well as
working notes used in agenda preparation.
COUNCIL COMMITTEE MINUTES
Includes minutes of Committees of Council meetings. Includes attachments to
the minutes.
ELECTIONS
Includes returned notices, lists of officials, voters' lists, nominations, and
information on polling places and ward boundaries, advertising.
Excludes Election Results - see CO? A
Election Ballots - see CO?B
CO? A ELECTION RESULTS
Includes records regarding final election results.
Schedule "A" to By-law 2004-017
Records Classification System
Page 8 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
C - COUNCIL, BOARDS AND BY-LAWS
February 2004
CO7B ELECTION BALLOTS
Includes completed election ballots.
CO8
CO9
C10
C11
C12
C13
GOALS AND OBJECTIVES
Includes records regarding strategic planning, goals and objectives and mission
statements.
MOTIONS AND RESOLUTIONS
Includes final signed versions of resolutions and motions of Council
POLICE VILLAGE ISSUES
Includes information regarding all police village matters.
REPORTS TO COUNCIL
Includes records regarding all departmental Reports to Council.
APPOINTMENTS TO BOARDS AND COMMITTEES
Includes records regarding appointments by Council of staff, Council members
and others to various Boards and/or Committees.
MOTIONS AND RESOLUTIONS - OTHER MUNICIPALITIES
Includes records regarding motions and resolutions received from other
mu n icipalities/boards/agencies.
Schedule" A" to By-law 2004-017
Records Classification System
Page 9 of 33
DOO
DO1
DO2
DO3
DO4
DOS
DOG
SCOPE NOTES FOR
SECONDARY SUBJECTS
D - DEVELOPMENT AND PLANNING
February 2004
DEVELOPMENT AND PLANNING - GENERAL
Includes records regarding development and planning which cannot be
classified elsewhere. Use only if no other heading is available.
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 L 12
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 DO1
Residential Development - see DO4
Tourism - see DO6
ENVIRONMENT PLANNING
Includes records regarding general types of environmental studies with a long
range planning emphasis, such as storm drainage and flood control planning,
parks and open spaces planning and waste management planning.
Excludes Environmental Monitoring - see EO5
Waste Management - see EO?
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.
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.
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.
DO?
DO8
DO9
D10
D11
D12
D13
Schedule "A" to By-law 2004-017
Records Classification System
Page 10 of 33
February 2004
SCOPE NOTES FOR
SECONDARY SUBJECTS
D - DEVELOPMENT AND PLANNING
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.
OFFICIAL PLANS
Includes the official plan and amendments to the official plan. Also includes
secondary plans and amendments, containing detailed objectives and policies
concerning the planning, development and redevelopment of specific planning
districts.
Excludes Official Plan Amendment Applications - see DOg
OFFICIAL PLAN AMENDMENT APPLICATIONS
Includes applications to amend the official plan or secondary plans, background
reports, staff reports, notices, planning studies related to proposed official plan
amendments, resolutions and decisions.
Excludes OMB Decisions - see Appeals and Hearings LO1
SEVERANCES
Includes records regarding the granting of severances to parcels of land.
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 Contracts and Agreements - under
seal LO4
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 -
undersealLO4
VARIANCES
Includes records regarding the granting of variances in land use from existing
zoning regulations.
Excludes Budget Variances - see Budgets and Estimates FO5
Schedule "A" to By-law 2004-017
Records Classification System
Page 11 of 33
D14
D1S
D16
D17
D18
D19
D20
SCOPE NOTES FOR
SECONDARY SUBJECTS
D - DEVELOPMENT AND PLANNING
February 2004
ZONING
Includes records and standards regarding the designation of zones for land use
planning purposes. Includes zoning applications.
Excludes Zoning By-laws - see By-laws CO1
Variances - see D13
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
sealLO4
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 LO4
Original Encroachment By-laws - see By-laws CO1
ANNEXATION/AMALGAMATION
Includes all records pertaining to the annexing and amalgamating of land
adjacent to municipal lands to accommodate growth. May include studies on
County restructuring.
COMMUNITY IMPROVEMENT PROJECTS
Includes records, studies, statistics and any required background information on
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 DO2
REFERENCE PLANS
Includes Registered Deposit Plans (RD Plans), site plans, property survey plans
as received from Registry Office.
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 2004-017
Records Classification System
Page 12 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
D - DEVELOPMENT AND PLANNING
February 2004
D21
INDUSTRIAL/COMMERCIAL DEVELOPMENT
Includes records 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.
EOO
EO1
EO2
EO3
EO4
EOS
EOG
Schedule "A" to By-law 2004-017
Records Classification System
Page 13 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
E - ENVIRONMENTAL SERVICES
February 2004
ENVIRONMENTAL SERVICES - GENERAL
Includes records regarding environmental services which cannot be classified
elsewhere. Use only if no other heading is available.
SANITARY SEWERS
Includes records regarding the design, construction and maintenance of sanitary
sewers and septic tanks. Includes specifications and monitoring of septic
systems.
Excludes
Waste Management - see EO?
Storm Sewers - see EO2
Treatment Plans - see EO3
STORM SEWERS
Includes records regarding the design, construction and maintenance of storm
sewers and septic systems.
TREATMENT PLANS
Includes records regarding the operation of treatment and pumping stations and
lagoons.
Excludes Water Pumping Stations - see Water Works EO8
TREES
Includes records regarding tree removal, planting, trimming, pruning and tree
preservation.
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 PO1
Complaints and Inquiries - see MO4
Conservation Authorities - see Intergovernmental Relations A 16
Water Quality - see E10
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 2004-017
Records Classification System
Page 14 of 33
EO?
EO8
EO9
E10
E11
E12
E13
SCOPE NOTES FOR
SECONDARY SUBJECTS
E - ENVIRONMENTAL SERVICES
February 2004
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 EO1
Environment Planning - see DO3
WATER WORKS
Includes records regarding the design, construction and maintenance of water
mains, tanks, pipelines and related facilities and equipment including water
meters.
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 FO8
WATER QUALITY - MUNICIPAL SYSTEMS
Includes records regarding the routine testing, control and monitoring of water
quality for municipal water systems.
STORM WATER QUALITY
Includes certificate of approvals, records and monitoring of municipal storm
water management facilities.
WATER TEST RESULTS AND REPORTS
Includes records from laboratory regarding weekly bacterial samples of water
from municipal water systems and community halls. Also includes water sample
results from public swimming areas.
LAKESHOREIMPROVEMENTS
Includes records regarding shoreline rehabilitation.
FOO
FO1
FO2
FO3
FO4
FOS
FOG
FO7
Schedule "A" to By-law 2004-017
Records Classification System
Page 15 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
F - FINANCE AND ACCOUNTING
February 2004
FINANCE AND ACCOUNTING - GENERAL
Includes records regarding finance and accounting which cannot be classified
elsewhere. Use only if no other heading is available.
ACCOUNTS PAYABLE
Includes records documenting funds payable by the municipality, such as paid
invoices, rebates, payable reports, membership fees and telephone bills.
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
AU DITS
Includes records regarding internal and external financial audits of accounts.
Excludes Operation Audits - see relevant subject
Audited Financial Statements - see Financial Statements F10
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
BUDGETS AND ESTIMATES
Includes departmental and corporate budgets, both capital and operating.
Includes all working notes, calculations and background documentation. Also
includes Budget Variances, Assessment Analysis and other budgets which
affect taxation.
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 LO?
CHEQUES
Includes all cancelled cheques issued. Also includes cheque requisitions,
cheque listings, and supporting documents used to authorize issuance of
cheques.
Excludes Banking - see FO4
Schedule "A" to By-law 2004-017
Records Classification System
Page 16 of 33
February 2004
FO8
FO9
F10
SCOPE NOTES FOR
SECONDARY SUBJECTS
F - FINANCE AND ACCOUNTING
DEBENTURES AND BONDS
Includes records regarding debentures and bonds issued including Tile
Drainage Loans. 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
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.
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
F12
F13
F14
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.
INVESTMENTS
Includes records regarding the municipality's investments, term deposits and
promissory notes.
JOURNAL VOUCHERS
Includes completed journal voucher forms, input forms and all background
documentation used to substantiate journal entries.
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 By-law 2004-017
Records Classification System
Page 17 of 33
F1S
F16
F17
F18
F19
F20
F21
SCOPE NOTES FOR
SECONDARY SUBJECTS
F - FINANCE AND ACCOUNTING
February 2004
GENERAL LEDGERS AND JOURNALS
Includes all records in the Books of Original Entry.
PAYROLL
Includes all records of payment of salary, wages and deductions to employees.
Includes pay lists, OHIP, Blue Cross reconciliations and Statistics Canada
reports. Also includes honoraria and fees to Council.
Excludes Payroll Registers - see Permanent Payroll Records F26
OMERS - see Permanent Payroll Records F26
T 4's - see Permanent Payroll Records F26
Time Sheets - see Attendance and Scheduling HO1
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
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 LO4
RECEIPTS
Includes receipts issued for payment of items such as parking tickets, rentals,
taxes, community hall receipts and tax certificates.
RESERVE FUNDS
Includes records documenting obligatory and/or discretionary reserve funds
such as reserves for working funds, contingencies, future capital projects and
information systems, etc.
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 FO2
Schedule "A" to By-law 2004-017
Records Classification System
Page 18 of 33
F22
SCOPE NOTES FOR
SECONDARY SUBJECTS
F - FINANCE AND ACCOUNTING
February 2004
TAX ROLLS AND RECORDS
Includes taxation records of long term importance, such as assessment rolls
and tax collector's rolls.
Excludes Accounts Receivable - see FO2
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
F24
F2S
F26
F27
WRITE OFFS
Includes accounts receivable that have been written off as uncollectible. Also
includes records of bankruptcies and tax adjustments.
Excludes Accounts Receivable - see FO2
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.
SECURITY DEPOSITS
Includes development deposits, letters of credit, proof of insurance when
required and records of monies held as security (i.e. performance bonds).
PERMANENT PAYROLL RECORDS
Includes T4's, OMERS and Payroll Registers.
PROPERTY ASSESSMENT NOTICES
Includes yearly assessment notices received from Municipal Property
Assessment Corporation (MPAC).
HOO
HO1
HO2
HO3
HO4
HOS
HOG
Schedule "A" to By-law 2004-017
Records Classification System
Page 19 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
H - HUMAN RESOURCES
February 2004
HUMAN RESOURCES - GENERAL
Includes records regarding human resources which cannot be classified
elsewhere. Use only if no other heading is available.
ATTENDANCE AND SCHEDULING
Includes records regarding employee attendance, shift scheduling, vacation
schedules, hours of work, etc.
Excludes Payroll- see F16
BENEFITS
Includes brochures, rates, quotes, correspondence and explanatory documents
regarding benefits offered to employees, such as group insurance and dental
plans.
Excludes Payroll - see F 16
Pension Records - see H 1 0
EMPLOYEE RECORDS
Includes records regarding the employment history of municipal employees.
Includes initial resumes and applications, performance evaluations,
correspondence with the employee, employee assistance and grievances.
Includes full-time, part-time and student employees.
HEALTH AND SAFETY
Includes records regarding the occupational health and safety of staff. Includes
accident reports, WSIB reports, and information on health and safety programs
for staff.
Excludes Health and Safety Education - see Public Health SO8
Accidents of the Public - see Incident/Accident Reports PO5
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 HO3
JOB DESCRIPTIONS
Includes job descriptions and specifications as well as background information
used in their preparation or amendment.
HO7
HO8
HO9
H10
H11
H12
H13
Schedule "A" to By-law 2004-017
Records Classification System
Page 20 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
H - HUMAN RESOURCES
February 2004
LABOUR RELATIONS
Includes records regarding the relationship between labour and management.
Includes collective bargaining, correspondence with unions and negotiations.
Excludes Grievances - see Employee Records HO3
Collective Agreement - see Contacts and Agreements - under
seal LO4
ORGANIZATION
Includes records regarding reporting relationships, re-organization,
organizational analysis and organization charts.
Excludes Job Descriptions - see HO6
SALARY PLANNING
Includes records regarding the planning and scheduling of salaries, such as job
evaluations, job classification systems, salary surveys and schedules.
Excludes Employee Records - see HO3
Pay Equity - see H 13
PENSION RECORDS
Includes records detailing pension obligations due to individuals under OMERS.
Excludes Deductions - see Payroll F16
General information on Pensions - see Benefits HO2
Payments made to OMERS - see Accounts Payable FO1
RECRUITMENT
Includes records regarding the recruitment of staff. Includes job postings,
copies of advertisements, records regarding competitions and unsuccessful
applications.
TRAINING AND DEVELOPMENT
Includes records regarding courses offered to employees, and information on
career and professional development programs. Also includes orientation
materials.
Excludes Employee Records - see HO3
PAY EQUITY
Includes final Pay Equity documentation and any reference material retained
regarding issues related to pay equity.
Schedule "A" to By-law 2004-017
Records Classification System
Page 21 of 33
LOO
LO1
LO2
LO3
LO4
LOS
LOG
SCOPE NOTES FOR
SECONDARY SUBJECTS
L - LEGAL AFFAIRS
February 2004
LEGAL AFFAIRS - GENERAL
Includes records regarding legal affairs which cannot be classified elsewhere.
Use only if no other heading is available.
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 LO2 or Claims
By the Municipality LO3
CLAIMS AGAINST THE MUNICIPALITY
Includes all liability claims made by other parties against the municipality.
Excludes Appeals and Hearings - see LO1
CLAIMS BY THE MUNICIPALITY
Includes all liability claims made against other parties by the municipality.
Excludes Appeals and Hearings - see LO1
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 L 14
Contracts regarding Land - see Land Acquisition and Sale LO?
Insurance Policies - see LO6
INSURANCE APPRAISALS
Includes appraisals of municipal property for insurance purposes.
INSURANCE POLICIES
Includes municipal insurance policy documents, such as vehicle, liability, theft
and fire insurance.
Excludes Employee Group Insurance - see Benefits HO2
Third Part Contracts - see Contracts and Agreements - under
seal LO4
Schedule "A" to By-law 2004-017
Records Classification System
Page 22 of 33
LO7
LO8
LO9
L10
L11
L12
L13
L14
L1S
L16
SCOPE NOTES FOR
SECONDARY SUBJECTS
L - LEGAL AFFAIRS
February 2004
LAND ACQUISITION AND SALE
Includes records regarding real estate transactions 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.
OPINIONS AND BRIEFS
Includes copies of opinions and briefs prepared by the municipality's legal
counsel on specific issues and by-laws.
PRECEDENTS
Includes records regarding judgments and decisions which may affect the
municipality's position in actual or potential legal matters.
FEDERAL LEGISLATION
Includes records regarding bills, acts and regulations enacted by the Parliament
of Canada which affect or are of interest to the municipality.
PROVINCIAL LEGISLATION
Includes records regarding bills, acts and regulations enacted by the Ontario
Legislature which affect or are of interest to the municipality.
VITAL STATISTICS
Includes registers of births, deaths and marriages.
Excludes Population Statistics - see Demographic Studies DO1
PROSECUTIONS
Includes records regarding prosecutions to enforce by-laws and federal and
provincial legislation.
Excludes Appeals and Hearings - see LO1
By-law Enforcement - see PO1
CONTRACTS AND AGREEMENTS - SIMPLE
Includes contracts and agreements not under corporate seal, such as
equipment rental and service contracts and vehicle lease agreements.
TITLE SEARCHES
Includes records regarding title searches prepared for the municipality.
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 2004-017
Records Classification System
Page 23 of 33
MOO
MO1
MO2
MO3
MO4
MOS
MOG
SCOPE NOTES FOR
SECONDARY SUBJECTS
M - MEDIA AND PUBLIC RELATIONS
February 2004
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.
ADVERTISING
Includes records regarding public advertising in magazines, newspapers, radio,
television and transit.
Excludes News Releases - see MO6
Recruitment - see H11
Elections - see CO?
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.
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 or for other charitable organizations. This would
include the United Way, Cancer Fund, community interest groups, etc.
Excludes Receipts - see F 19
COMPLAINTS, COMMENDATIONS AND INQUIRIES
Includes records regarding complaints, commendations, requests for
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 A 1?
By-law Enforcement - see PO1
Investigations - see PO8
NEWS CLIPPINGS
Includes clippings from newspapers, information from journals and other printed
media.
Excludes Clippings used as reference material - see relevant subject
NEW RELEASES/NEWSLETTERS
Includes background notes and final versions of news releases issued. Includes
messages for inclusion in special event programs.
MO7
MO8
MO9
Schedule "A" to By-law 2004-017
Records Classification System
Page 24 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
M - MEDIA AND PUBLIC RELATIONS
February 2004
PUBLICATIONS
Includes typed manuscripts, artworks, printed copies and related records
regarding the publication of tourism information, trade shows, current events,
industrial directories, business directories and maps. May include annual
reports of a non-financial nature.
SPEECHES AND PRESENTATIONS
Includes background notes and final versions of speeches, presentations and
news conferences given by elected and non-elected officials.
Excludes Media coverage of speeches/presentations - see News
Clippings MO5
News Releases - see MO6
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. Also includes records regarding
corporation insignia and seals of office.
Schedule "A" to By-law 2004-017
Records Classification System
Page 25 of 33
POO
PO1
PO2
PO3
SCOPE NOTES FOR
SECONDARY SUBJECTS
P - PROTECTION AND ENFORCEMENT
SERVICES
February 2004
PROTECTION AND ENFORCEMENT SERVICES - GENERAL
Includes records regarding protection and enforcement services which cannot
be classified elsewhere. Use only if no other heading is available.
BY -LAW ENFORCEMENT
Includes records of municipal efforts to enforce by-laws, such as parking
infractions, pest control, smoking, etc.
Excludes Environmental Monitoring - see EO5
F enceviewing - see Investigations PO8
Inspections - see Health Inspections - PO?
Investigations - see PO8
Prosecutions - see L 13
D~LYOCCURRENCELOGS
Includes logs maintained of daily occurrences such as police dispatches or fire
assistance calls.
EMERGENCY PLANNING - CURRENT PLAN
Includes records regarding the planning and rehearsal of emergency measures.
Excludes 911 Central Dispatch - see Telecommunication Systems A12
PO3A 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.
PO4
POS
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 SO8
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 HO4
Security - see A 18
Vehicle Accidents - see Fleet Management VO1
POG
PO7
PO8
PO9
P10
P11
P12
P13
Schedule" A" to By-law 2004-017
Records Classification System
Page 26 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
P - PROTECTION AND ENFORCEMENT
SERVICES
February 2004
BUILDING INSPECTIONS
Includes fire prevention inspection reports.
Excludes By-law Enforcement - see PO1
HEALTH INSPECTIONS
Includes health inspection reports conducted on private, public and commercial
properties, such as restaurants and slaughterhouses.
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 PO1
LICENSES
Includes records regarding licenses administered by or required by the
municipality, or required by the province, such as liquor, dogs, kennels, taxis,
quarries, etc.
Excludes Lotteries - see P1?
Marriage Licenses - see Vital Statistics L 12
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.
PERMITS - OTHER
Includes applications and permits that the municipality issues giving permission
to hold special events, topsoil removal, entrance permits onto municipal
roadways, transport oversize loads, erect signs, park on the street and other
purposes.
Excludes Building Permits - see P10
LOTTERY ORGANIZATIONAL INFORMATION
Includes records regarding organizations that apply for lottery licenses that are
filed once by the hosting organization.
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
P1S
P16
P17
Schedule "A" to By-law 2004-017
Records Classification System
Page 27 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
P - PROTECTION AND ENFORCEMENT
SERVICES
February 2004
ANIMAL CONTROL
Includes records regarding the control of household pets, strays, livestock and
wildlife. Also includes animal control officers reports and rabies documentation.
Also includes Livestock, Poultry and Honey Bee Protection Act information.
Excludes Dog Licenses - see Licenses POg
COMMUNITY PROTECTION PROGRAMS
Includes records regarding protection and crime. May include information and
brochures on programs such as Neighbourhood Watch, Block Parents, Police
Walk, etc.
POLICE SERVICES
Includes records regarding police protection services provided to the
community.
LOTTERIES
Includes records regarding the operation and licensing of lotteries, including
raffles, break-open and bazaar.
Schedule "A" to By-law 2004-017
Records Classification System
Page 28 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
R - RECREATION AND CULTURE
February 2004
ROO RECREATION AND CULTURE - GENERAL
Includes records regarding recreation and culture which cannot be classified
elsewhere. Use only if no other heading is available.
RO1
RO2
RO3
RO4
ROS
RO6
HERITAGE PRESERVATION
Includes records regarding heritage and historical development, including
designations of buildings, districts and cemeteries.
Excludes By-laws - see CO1
LIBRARY SERVICES
Includes circulation lists, recommendations for additions to library collections,
information searches, inter-library loan requests and more general records
regarding the operation of libraries.
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 A 10
Records of Archival Value - see appropriate subject
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
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 A 19
Building and Property Maintenance - see A20
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 2004-017
Records Classification System
Page 29 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
R - RECREATION AND CULTURE
February 2004
RO7 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 2004-017
Records Classification System
Page 30 of 33
SOO
SO1
SO2
SO3
SO4
SOS
SO6
SO7
SO8
SO9
SCOPE NOTES FOR
SECONDARY SUBJECTS
S - SOCIAL AND HEALTH CARE
SERVICES
February 2004
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.
NOT CURRENTLY IN USE
NOT CURRENTLY IN USE
NOT CURRENTLY IN USE
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.
NOT CURRENTLY IN USE
NOT CURRENTLY IN USE
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.
PUBLIC HEALTH
Includes records regarding public health programs such as health and safety
education, school health programs, family planning and disease control including
immunization.
CEMETERY RECORDS
Includes burial permits, maps, plot ownership records, interment registers and
indexes for municipal cemeteries.
Excludes Building and Property Maintenance - see A20
TOO
TO1
TO2
TO3
TO4
TOS
TOG
TO7
Schedule "A" to By-law 2004-017
Records Classification System
Page 31 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
T - TRANSPORTATION SERVICES
February 2004
TRANSPORTATION SERVICES - GENERAL
Includes records regarding transportation services which cannot be classified
elsewhere. Use only if no other heading is available.
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.
PARKING
Includes records and studies regarding municipal parking issues, such as
handicapped parking, lot and garage operations, fire routes and employee
parking.
PUBLIC 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 for the disabled.
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 TO5
Routine maintenance an minor improvements - see Road
Maintenance TO6
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.
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.
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 MO9
Schedule "A" to By-law 2004-017
Records Classification System
Page 32 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
T - TRANSPORTATION SERVICES
February 2004
TO8
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.
TO9
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 2004-017
Records Classification System
Page 33 of 33
SCOPE NOTES FOR
SECONDARY SUBJECTS
V - VEHICLES AND EQUIPMENT
February 2004
VOO VEHICLES AND EQUIPMENT - GENERAL
Includes records regarding vehicles and equipment which cannot be classified
elsewhere. Use only if no other heading is available.
VO1
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, registration and disposal.
Excludes Insurance Policies - see LO6
Accident Claims - see Claims Against the Municipality LO2 or
Claims By the Municipality LO3
VO2 MOBILE EQUIPMENT
Includes records regarding mobile equipment used in conjunction with vehicles.
Also includes maintenance and history files on equipment such as generators,
pumps, snowblowers, sanders, etc.
VO3 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.
VO4
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 2004-017
Records Classification System
Page 1 of 17
RECORDS RETENTION SCHEDULE
February 2004
Primary Heading: ADMINISTRATION
Code Secondary Heading Retention Remarks
AOO Administration - General 2
AO1 Associations and Organizations 3
AO2 Staff Committees and Meetings 4
AO3 Computerll nformation Systems ?
AO4 Conferences and Seminars 3
AO5 Consultants 3
AO6 I nventory Control 6
AO? Office Equipment and Furniture 6
AO8 Office Services 3
AO9 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 2004-017
Records Classification System
Page 2 of 17
February 2004
RECORDS RETENTION SCHEDULE
Code
Primary Heading: ADMINISTRATION
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 lOB" to By-law 2004-017
Records Classification System
Page 3 of 17
RECORDS RETENTION SCHEDULE
February 2004
Primary Heading: COUNCIL, BOARDS AND BY-LAWS
Code Secondary Heading Retention Remarks
COO Council, Boards and By-laws - General 2
CO1 By-laws Permanent
CO1A By-laws - Other Municipalities 2
CO2 By-laws - Drafts 3
CO3 Council Agenda Permanent
CO4 Council Minutes Permanent
CO5 Council Committee Agenda Permanent
CO6 Council Committee Minutes Permanent
CO7 Elections 3
CO7A Election Results Permanent
CO7B Election Ballots gO days
CO8 Goals and Objectives 7
COg 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 2004-017
Records Classification System
Page 4 of 17
RECORDS RETENTION SCHEDULE
February 2004
Primary Heading: DEVELOPMENT AND PLANNING
Code Secondary Heading Retention Remarks
DOO 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
DOg Official Plan Amendment Applications Permanent
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
D19 Reference Plans Permanent
All Retention Periods are stated in years, unless otherwise specified.
Schedule "B" to By-law 2004-017
Records Classification System
Page 5 of 17
February 2004
RECORDS RETENTION SCHEDULE
Primary Heading: DEVELOPMENT AND PLANNING
Code Secondary Heading Retention Remarks
D20 Municipal Addressing System, G.I.S., Base Permanent
Mapping
D21 I ndustrial/Commercial Development 11
D22 Property Files Permanent
D23 Planning Applications - Other 2
Municipalities
All Retention Periods are stated in years, unless otherwise specified.
Schedule lOB" to By-law 2004-017
Records Classification System
Page 6 of 17
RECORDS RETENTION SCHEDULE
February 2004
Primary Heading: ENVIRONMENTAL SERVICES
Code Secondary Heading Retention Remarks
EOO 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 - Municipal Systems 15
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.
Schedule "B" to By-law 2004-017
Records Classification System
Page 7 of 17
RECORDS RETENTION SCHEDULE
February 2004
Primary Heading: FINANCE AND ACCOUNTING
Code Secondary Heading Retention Remarks
FOO 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 Bonds Permanent
FOg Employee and Council Expenses 7
F10 Financial Statements/Financial Information Permanent
Return
F10A Financial Information Return - Working
Papers
7
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
F17 Purchase Orders and Requisitions 7
All Retention Periods are stated in years, unless otherwise specified.
Schedule "B" to By-law 2004-017
Records Classification System
Page 8 of 17
RECORDS RETENTION SCHEDULE
February 2004
Primary Heading: FINANCE AND ACCOUNTING
Code Secondary Heading Retention Remarks
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 T ax 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 2004-017
Records Classification System
Page 9 of 17
RECORDS RETENTION SCHEDULE
February 2004
Primary Heading: HUMAN RESOURCES
Code Secondary Heading Retention Remarks
HOO Human Resources - General 2
H01 Attendance and Scheduling 7
H02 Benefits 10
H03 Employee Records Permanent
H04 Health and Safety 7
H05 Human Resource Planning 10
H06 Job Descriptions 10
H07 Labour Relations Permanent
H08 Organization 6
HOg Salary Planning 6
H10 Pension Records Permanent
H11 Recruitment 2
H12 Training and Development 3
H13 Pay Equity 25
All Retention Periods are stated in years, unless otherwise specified.
Schedule "B" to By-law 2004-017
Records Classification System
Page 10 of 17
RECORDS RETENTION SCHEDULE
February 2004
Primary Heading: LEGAL AFFAIRS
Code Secondary Heading Retention Remarks
LOO 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
LOg 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 2004-017
Records Classification System
Page 11 of 17
RECORDS RETENTION SCHEDULE
February 2004
Primary Heading: MEDIA AND PUBLIC RELATIONS
Code Secondary Heading Retention Remarks
MOO Media and Public Relations - General 2
M01 Advertising 3
M02 Ceremonies and Events 3
M03 Charitable Campaigns/Fund Raising 3
M04 Complaints, Commendations and Inquiries 3
M05 News Clippings 6
M06 News Releases/Newsletters 3
M07 Publications 3
M08 Speeches and Presentations 3
M09 Visual Identity and Insignia Permanent
All Retention Periods are stated in years, unless otherwise specified.
Schedule "B" to By-law 2004-017
Records Classification System
Page 12 of 17
RECORDS RETENTION SCHEDULE
February 2004
Primary Heading: PROTECTION AND ENFORCEMENT SERVICES
Code Secondary Heading Retention Remarks
POD Protection and Enforcement Services - 2
General
P01 By-law Enforcement 5
P02 Daily Occurrence Logs 5
P03 Emergency Planning - Current Plan Permanent
P03A Emergency Planning - Other 5
P04 Hazardous Materials 10
P05 I ncident/ Accident Reports 6 *if injured party is
under 18 then the
record must be kept
for 6 years after their
18th birthday
P06 Building Inspections Permanent
P07 Health Inspections 7
P08 Investigations 10
POg Licenses 3
P10 Building and Structural Inspections and Permanent
Permits
P11 Permits - Other 7
P12 Lottery Organizational Information 7
P13 Lottery Organizations' Annual Reports 7
P14 Animal Control 10
P15 Community Protection Programs 10
All Retention Periods are stated in years, unless otherwise specified.
Schedule "B" to By-law 2004-017
Records Classification System
Page 13 of 17
RECORDS RETENTION SCHEDULE
February 2004
Primary Heading: PROTECTION AND ENFORCEMENT SERVICES
Code Secondary Heading Retention Remarks
P16
Police Services
10
P17
Lotteries
7
All Retention Periods are stated in years, unless otherwise specified.
Schedule "B" to By-law 2004-017
Records Classification System
Page 14 of 17
February 2004
RECORDS RETENTION SCHEDULE
Primary Heading: RECREATION AND CULTURE
Code Secondary Heading Retention Remarks
ROO 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 lOB" to By-law 2004-017
Records Classification System
Page 15 of 17
RECORDS RETENTION SCHEDULE
February 2004
Primary Heading: SOCIAL AND HEALTH CARE SERVICES
Code Secondary Heading Retention Remarks
SOD
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
S05 Not Currently in Use
S06 Not Currently in Use
S07 Children's Services
7
6
S08
Public Health
10
SOg
Cemetery Records
Permanent
All Retention Periods are stated in years, unless otherwise specified.
Schedule "B" to By-law 2004-017
Records Classification System
Page 16 of 17
RECORDS RETENTION SCHEDULE
February 2004
Primary Heading: TRANSPORTATION SERVICES
Code Secondary Heading Retention Remarks
TOO 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
TO? Signs and Signals 20
T08 Traffic 20
TOg Airports 10
All Retention Periods are stated in years, unless otherwise specified.
Schedule "B" to By-law 2004-017
Records Classification System
Page 17 of 17
RECORDS RETENTION SCHEDULE
February 2004
Primary Heading: VEHICLES AND EQUIPMENT
Code Secondary Heading Retention Remarks
VOO Vehicles and Equipment - General 2
V01 Fleet Management 10
V02 Mobile Equipment 10
V03 Transportable Equipment 10
V04 Protective Equipment 10
All Retention Periods are stated in years, unless otherwise specified.