1990-014 Oro
~
THE CORPORATION OF THE TOWNSHIP OF ORO
BY-LAW NO. 90-14
Being a By-Law to Adopt a Records Management
Policy Statement
WHEREAS Council for the Corporation of the Township of Oro, in
preparation for Freedom of Information and Protection of Privacy
legislation, has purchased a Records Management System;
AND WHEREAS Council deems it advisable to set a policy statement with
regards to records management in order to express a commitment to
the new system;
NOW THEREFORE the Council for the Corporation of the Township of Oro
hereby enact as follows:
1. DEFINITIONS
1.01 "Active Records" are records defined as having an on-site
retention in accordance with the Records Retention Schedule.
These records are usually referred to more than once a month per
file drawer, regardless of age.
1.02 "Charge out system" is the procedure of recording the removal
or loan of a file.
1.03 "Classification Scheme" is a planned method of indexing,
identifying and arranging records so that they may be found
quickly when needed, ensuring optimal file integrity. The
Municipality has adopted a subject numeric scheme for standardized
application in all its municipal offices. Also adopted is a file
folder colour coding system for identification of subject
classifications.
1.04 "Destruction" is the physical disposal of records by means
of burning, pulping or shredding. Electronic Records must be
deleted.
1.05 "Files" are a collection of papers and documents of a
person or organization, regardless of the physical form or
characteristics, located within a file folder, file jacket or
directory.
1.06 "Inactive Records" are records which are seldom referred to,
but which must be retained, temporarily or permanently because
of legal, fiscal, administrative or archival value.
1.07 "Non-Record Material" are records of no documentary value.
Examples of non-record material are:
- extra copies kept for reference
- working papers, drafts
- catalogues, journals and other processed or
published materials.
- shorthand notes or dictaphone tapes which have been
transcr.i bed
- blank forms, publications, informational material
By-Law No.
90-14
Page 2
1.08 "Records. are all books. papers. maps. photographs, machine
readable materials or other documentary materials, regardless of
physical form or characteristics. generated or received by the
Municipality in connection with the transaction of public business
and preserved for any period of time by the Municipality as
evidence of the organization. functions. policies, decisions,
procedures, operations or other activities of this municipal
government.
1.09 "Records Management" is the application of systematic control
to recorded information which is required in the operation of the
municipal offices.
1.10 "Records Retention Schedule" is a document which defines the
retention parameters for all municipal records. The schedule
identifies on-site (active), off-site (inactive) and total retention
years and provides the authorization, through by-law, for the
transfer, destruction or archival retention of municipal records.
1.11 "Security" is the ability to physically protect records
from unauthorized access through the use of locked cabinets. locked
rooms, passwords, charge out systems or other security procedures.
2. SCOPE
This policy applies to all offices within the Municipality unless
otherwise specified.
3. RECORDS MANAGEMENT POLICY
The Records Management Policy of the Municipality is to:
3.01 provide records keeping systems and services that efficiently
maintain and retrieve information;
3.02 provide efficient and prompt disposal of records when their
administrative. legal. and fiscal value has ceased and all require-
ments of the Municipality's by-laws as they affect public documents
have been met while preserving those records of enduring value
to the Municipality.
3.03 provide efficient development and use of micrographic and
optical systems where cost effective applications exist.
3.04 provide records management input into the planning and
development of systems designed to enhance information management.
3.05 prevent the creation of unnecessary records, including forms,
directives and reports.
3.06 provide for the storage and retrieval of inactive records.
3.07 provide for ongoing training of staff involved in delivering
and using the program.
.
(
By-Law No.
90-14
Page 3
4. FILE MANAGEMENT POLICY
The File Management Policy of the Municipality is to:
4.01 provide a logical and systematic classification scheme for
the arrangement of active records in groups or categories.
4.02 provide methods of identification so that files can be
retrieved quickly when needed.
4.03 design various types of file controls such as charge out and
cross referencing systems to ensure effective control and security
over municipal records.
4.04 centralize the file creation function with the Records
Co-ordinator in order to maintain the consistency and integrity of
the system. All new files are to be created by the Records Co-
ordinator.
4.05 adopt a modified decentralized filing system. All depart-
ments will be responsible for records created by them during the
file's active stage.
5. RECORD RETENTION POLICY
The Record Retention Policy of the Municipality is to:
5.01 establish a Records Retention Schedule by by-law setting
out the retention periods for all records.
5.02 use the above noted schedule to purge inactive records on
a regular basis.
5.03 use the Retention schedule to determine the date of transfer
of records from active to inactive storage.
6. USER'S RESPONSIBILITIES
The users of the Records Management System which includes all those
who file or retrieve information, shall:
6.01 maintain their records in good operational ordert in accordance
with the system.
6.02 prepare new folders when necessary.
6.03 notify the Records Co-ordinator of any suggested new
classification scheme headings required.
6.04 remove all outdated material from their copy of the manual
and replace it with updates distributed by the Records Co-ordinator.
6.05 notify the Records Co-ordinator of any Records Management
problems.
6.06 advise the Records Co-ordinator of any records not listed
in the Records Retention Schedule.
6.07 purge and transfer records to the inactive Records Storage
area on the basis of the retention dates set out in the Records
Retention by-law.
.
.
By-law No.
90-14
Page 4
7. PERSONAL INFORMATION BANK POLICY
Personal Information Bankst being collections of personal
information which is organized and capable of being retrievedt
potentially require mandatory exemptions to access under the
Freedom of Information and Protection of Individual Privacy
Act and will be handled with the utmost respect by all users.
8. IMPLEMENTATION
The implementation of the new Records Management System will take
place as agreed upon by the Department Heads and Records Co-ordinator.
Co-operation of all personnel is required to ensure the new system
is effective and this co-operation is expected and appreciated under
this Policy Statement.
READ a first and second time this
5th
day of February
t 1990.
READ a third time and finally passed this 5th day of February ,1990.
THE-cORPORATION OF THE TOWNSHIP OF ORO
~bert (D~
~h.
Administrator/Clerk, Robert W. Small