1990-065 Oro
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THE CORPORATION OF THE TOWNSHIP OF ORO
BY-LAW NO. 90-65
Being a By-Law to Establish Retention Schedules for
Documents~ Records and Other Papers of the Municipality
WHEREAS Section 116 of the Municipal Act, R.S.O. 1980 as amended provides
for Councils of Municipalities to pass by-laws setting out retention
schedules for documents, records and other papers;
AND WHEREAS Council deems it advisable to repeal and replace By-law #86-39,
the Township of Oro's current Retention by-law;
NOW THEREFORE Council for the Corporation of the Township of Oro hereby
enacts as follows:
1. THAT the retention periods for the documents of the Corporation
of the Township of Oro, as outlined in Schedule "A", attached
hereto and forming part of this By-law, are hereby adopted
and established as the retention periods for each such record.
2. THAT the Clerk has the authority to destroy documents and
records provided that they have been retained for the period
of time as outlined on the Retention Schedule forming part of
this by-law.
3. THAT the Clerk may use discretion in the manner in which the
records are destroyed.
4. THAT all categories of records destroyed will be documented
and this record will be in the control of the Clerk.
5. THAT the Clerk has the authority to transfer to the County of
Simcoe Archives any documents which the Clerk believes to be
of historical significance.
6. THAT this By-law shall not take effect until the Auditors for
the Corporation of the Township of Oro have approved this
By-law by endorsing their names at the end thereof.
7. THAT By-Law No. 86-39 is hereby repealed.
READ a first and second time this 4th day of JUNE
, 1990.
READ a third time and finally passed thy.( 4th
day of JUNE
, 1990.
THE CC~PORATION OF THE TOWNSHIP OF ORO
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Administrator/Clerk,
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THE CORPORATION OF THE TOWNSHIP OF ORO
BY-LAW NO. 90-65
Being a By-Law to Establish Retention Schedules for
Documents, Records and Other Papers of the Municipality
WHEREAS Section 116 of the Municipal Act, R.S.O. 1980 as amended provides
for Councils of Municipalities to pass by-laws setting out retention
schedules for documents, records and other papers;
AND WHEREAS Council deems it advisable to repeal and replace By-law #86-39,
the Township of Oro's current Retention by-law;
NOW THEREFORE Council for the Corporation of the Township of Oro hereby
enacts as follows:
1. THAT the retention periods for the documents of the Corporation
of the Township of Oro, as outlined in Schedule ItAIt, attached
hereto and forming part of this By-law, are hereby adopted
and established as the retention periods for each such record.
2. THAT the Clerk has the authority to destroy documents and
records provided that they have been retained for the period
of time as outlined on the Retention Schedule forming part of
this by-law.
3. THAT the Clerk may use discretion in the manner in which the
records are destroyed.
4. THAT all categories of records destroyed will be documented
and this record will be in the control of the Clerk.
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5. THAT the Clerk has the authority to transfer to the County of
Simcoe Archives any documents which the Clerk believes to be
of historical significance.
6. THAT this By-law shall not take effect until the Auditors for
the Corporation of the Township of Oro have approved this
By-law by endorsing their names at the end thereof.
7. THAT By-Law No. 86-39 is hereby repealed.
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READ a first and second time this 4th day of JUNE
1990.
READ a third time and finally passed thy.( 4th
day of JUNE
, 1990.
THE CORPORATION OF THE TOWNSHIP OF ORO
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SCHEDULE "A" to By-Law No. 90-65
TABLE OF CONTENTS - RECORDS RETENTION BY-lAW SCHEDULE
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Administration................................. .
It
Counei 1 and By-l aws. . . .. . . . . . . . . . . . . . . . . . . . . . . .. 7
Development and Planning........................10
Environmental Serviees..........................15
Finance and Accounting..........................18
Human Resourees.................................24
Legal Affairs.................................. .28
Media and Public Relations......................32
Protection and Enforcement Services.............35
Recreation and Culture..........................39
Social and Health Care Services................ .42
Transportation Services.........................45
Vehicles and Equipment..........................48
.-
indicates records potentially requlrlng
mandatory exemptions to access under the
Freedom of Information and Protection of
Individual Privacy Act (Personal Infor-
mation Banks). Categories noted as sueh
may contain files with exempt information.
.
Schedule "A" to By-Law#90-65 Page 1
ADMINISTRATION - "All
Includes records regarding routine administration
and office services functions
A.
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Code
AOO
AOl
A02
A03
A04
a
Secondary Heading
and Description
Administration - General
Includes administrative records which cannot be
classified elsewhere. Use only if no other heading
is available.
Associations and Organizations
Includes correspondence, minutes, agendas, notices
and reports regarding organizations and associations
to whicn staff belong or with which they communicate
in the course of their duties. (Chamber of Commerce)
excludes - Membership Fees - see Accts Payable FOl
Staff Committees and Meetings
Includes records regarding the activities of staff
committees ana meetings. Includes notices of meetings,
agendas, minutes, etc.
Excludes - Council Minutes & Agendas (C03,C04)
- Standing Committees (C05, C06)
Computer/Information Systems
Includes records regarding all types of information
systems in use. Includes computer hardware, software,
data transmission, system design & implementation,
quality control, office automation & electronic
correspondence management.
Excludes - Reports - file by subject
- Acquisitions - see Quotations & Tenders F18
Conferences & Seminars
Includes invitations, approvals, agendas, notes on
proceedings and other records regarding conferences
conventions, seminars, etc. attended by staff
Responsible
Department
In *
Dept.
Inactive
Storage
Total
Retention
4**
S
1**
-------------------------------------------------------------------------------------------
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legend: P - Permanent; S - Until Superceded; T - Until Termination
* - Maximum Copy Retention ** Subject to Archival Selection
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Originating
o
Originating
o
Originating
3
Treasury
S
Originating
o
Page 2
Remarks
.
SeCondary ",eadin9 Responsible In -It Inactive T ota 1
Code ~nd Desc!:.!pti o!!--- ~ ~ ~o!!9~ ~ ~
.:.--
f\04 conferences & Seminars~ cont'd
Excludes _ lravel Arrangements (AI3), speeches \M08),
Employee & council Expenses (F09) , ceremonies &
Events {MOl)
. 1\05 consultants Od gi nat i ng 1 1 l
Includes correspondence, proposals, resumes and other
documents regarding the selectiOn, appointment &
monitorin9 of consultants.
Excludes _ Reports - filed by subject
_ Quotations & lenders - see F18
;...06 Inventory control ireasury "\ 5 6
Includes Inventory stat~ents and reports, and all
other records regarding the c ont ro I of supp 11 eS and
small equipment stock levels.
Excludes - assets {f06)
f\07 Office Equipment & furniture Originating "\ 1 1 Upon di sposa 1-1
Includes records regarding the design & maintenance
of owned & leased office equipment and furniture
e.g. service agreements. Includes copiers, Faxes, etC.
Excludes _ computer hardware & software (A031
f\08 Office services Od gi nat i ng 1 "\
Includes records regarding rates & services provided
by courier, mall & postage firms. Also records
regarding Inter-office mall System, printing &
word processing services
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Legend:
p _ p~ent; S _ Until superceded; 1 - until 1e~ination
. _ Maxi.... CoPY Retention .. Subject to ","chinl Selection
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SeCondary Heading Responsible In if Inactive T ota 1
Code ~nd ~scription ~J>artmen~ ~p~ Storage Retenti~ Remarks
~ - - -
1\09 policies & procedures originating S p p**
Includes poliCY and procedure manuals, guidelines
and directives
1\10 RecordS Management C1erl<'s 1 , 2
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 (COl), policies &
procedures (A09), Records Oisposition (All)
All Records OiSPosition Clerk's 1 p P
Includes records regarding the disPosition of
municipal records. Includes the diSposal method
used and forms authorizing and descriting the
destruction of records.
A12 Telecommunications Systems Originating 1 S S
Includes recordS regarding all types of tele-
communications systems. Includes telephone systems.
base & mobile stations, towers, antenna., police
and fire communications Systems and 9-1-1
Emergency systems. EXcludes Licences (P09),
Assets (FOG), Long Oistance call records (FOl)
,-----------------------------------------------------------------------------------------;
legend:
p _ permanent; S _ Until SUperceded; T - until Termination
. _ Ma~imul Copy Retention .. SUbject to ^rchival Selection
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Code
A13
Secondary Heading
and Description
Travel and Accommodation
Includes records regarding travel & accommodation
arrangements. Includes itineraries, maps, authorizations,
reservations, rented vehicles, catalogues and
brochures concerning hotels, convention sites &
restaurants.
Excludes - Employee & Council Expenses - see FOg
Responsible
Department
In *
Dept.
Inactive
Storage
Total
Retention
Originating
o
A14 Uniforms and Clothing Originating S 0 S
Includes records regarding uniforms and special
clothing used by municipal staff members such as
firefighters clothing and safety clothing.
A15
A16
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Vendors and Suppliers
Includes records reyarding vendors and suppliers of
goods and services as well as information about these
goods & services, such as catalogues, price lists,
correspondence and bidders information sheets.
Excludes - Office Equipment (A07), Fleet Mgmt (VOl)
Intergovernmental Relations
Includes correspondence and other records regarding
the relationship between the municipality and other
,
levels of government. May include correspondence to
and from Boards & Commissions. Where possible these
records should be filed by their subject not the
oriyinator or recipient of the report and/or corresp.
Includes general correspondence to School Boards,
Post Office, general files of Municipal organizations.
Originating
2
o
2
Originating
o
5
5**
Legend:
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P - Permanent; S - Until Superceded; T - Until Termination
* - Maximum Copy Retention ** Subject to Archival Selection
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Page 5
Remarks
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Code
. A17
A18
A19
A20
. A21
Secondary Heading
and Description
Accessibility of Records (F.O.I.)
Includes documents regarding the municipality's
responsibilities under the Freedom of Information
and Protection of Privacy Act, and records regarding
the handling of requests under the Act.
Excludes copies of the Act(Lll), Complaints &
Inquiries(M04)
Security
Includes reports, requests, logs and other records
regarding the security of offices/facilities and
properties such as security passes & key control.
Excludes - Vandalism Reports (P05)
Facilities Construction & 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
Building and Property Maintenance
Includes records regarding maintenance of municipal
buildings & properties. Includes exterior maintenance
to buildings, landscaping, grounds keeping and grass
cutting. Also includes interior design of buildings,
including floor layouts and office cleaning. Includes
Community Hall files.
Facilities Bookings
Includes copies of permits and bookings issued for
rental of recreational and administrative facilities
for specific activites
Responsible
Department
Inactive
Storage
T ota 1
Retention
Legend:
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In *
Dept.
Clerk's
2
Originating
o
5
5
Originating
T+6**
T
6
Originating
o
6
6
Originating
o
P - Permanent; S - Until Superceded; T - Until Termination
* - Maximum Copy Retention ** Subject to Archival Selection
~
Page 6
Remarks
speci fi cati ons
permanent
.
Page I
COUNCIL AND BY-lAWS - PC"
Includes records regarding the establishment of policY and by-laws.
and the operations of Council and Council CommitteeS
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Code
Secondary Heading
and Description
Responsible
Department
In *
Dept.
Inactive
Storage
T ota 1
Retention
coo
Council and By-laws - General
Includes records regarding Council and by-laws which
cannot be classified elsewhere. Use only if no other
heading available.
Originating
o
Page 8
Remarks
COl By-laws Clerk's 0 p p** By-law copies - S
Includes final versions of the municipality's
by-laws and amendments and attachments that are
legally part of the by-laws.
CO2 By-laws - Drafts and Precedents Clerk's I S S
Includes final and draft versions of by-laws from
other municipalities which are of interest, draft
by-laws prepared internally, indexes to by-laws
C03 Council Agenda Clerk's 1 4 5
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 all attachments to the minutes,
such as adopted reports.
Excludes Council Committees (C05-C06)
Clerk's
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"
C05
Council Committee Agenda
Includes notices of meetings and agenda for the
Committees of Council as well as working notes used
in agenda preparation.
Clerk's
4
5
C06
Council Committee Minutes
Includes minutes of the Committees of Council
Clerk's
Clerk's
1
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p
6**
p**
"
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legend: P - Permanent; S - Until Superceded; T - Until Termination
* - Maximum Copy Retention ** Subject to Archival Selection
Copies of Minutes - 2 yr max.
retention
All "adopted"minutes s.b.in C04
( C~mmi ttee of the Who 1 e Mi n.)
.
Page 10
DEVELOPMENT AND PLANNING -"0"
Includes records regarding municipal development and planning.
Includes general studies as well as official plans, zoning, etc.
Subjects are grouped according to long range vs. developmental planning.
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Secondary Heading
Code and Description
Page 9
Responsible In * Inactive T ota 1
Department Dept. Storage Retention Remarks
Clerk's T 6 T+6 General Files
Ballots & other election
material destroyed pur-
suant to Mun. ElectionsAct
Originating 5 0 5**
C07 Elections
Includes returned notices, lists of officials,
voters lists, nominations, election results
and information on ward boundaries. Includes
advertising.
C08 Goals and Objectives
Includes records concerning strategic planning,
goals and objectives and mission statements.
C09
Motions and Resolutions
Includes final signed versions of resolutions and
motions of Council. Also resolutions from other
Townships and info on opposition to Federal or
Provincial government policies.
Clerk's
P
P
copy retention-l -our Motions
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2
2
resolutions from other Twp.s
and government
C10
Pol ice Vi 11 age
Includes information regarding the establishment,
regulation and activities of Hawkestone Police
Village.
Excludes elections (C07), budgets (F05)
Clerk's
o
P
P
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legend:
P - Permanent; S - Until Superceded; T - Until Termination
* - Maximum Copy Retention ** Subject to Archival Selection
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Code
DOO
DOl
D02
D03
D04
Secondary Heading
and Description
Responsible
Department
In *
Dept.
Inactive
Storage
Development and Planning - General
Includes records regarding development and planning
which cannot be classified elsewhere. Use only
if no other heading is available. - Trailers &
Mobile Homes
Originating
o
Demographic Studies
Includes records regarding trends in population
growth, census reports and density studies. Also
records regarding the type, level and rate of growth
of employment, composition of workforce, etc.
Excludes - Vital Statistics (L12)
Planning
9
Economic Development
Includes records regarding the growth of the
economy. Includes studies, statistics, projections.
Information on the field of Economic Development -
see also H12. Excludes Demographic Studies (001),
Residential Dev't (D04), Tourism Dev't (U06)
Planning
9
Environment Planning
Includes records regarding general types of environ-
mental 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(E05),
Waste Management (E07)
Planning
9
Residential Development
Includes records regarding the availability of
housing. Includes general assessments of the need for
affordable housing, occupancy rates, housing cost
statistics, etc.
Planning
9
T ota 1
Retention
10**
10**
10**
10**
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legend: P - Permanent; S - Until Superceded; T - Until Termination
* - Maximum Copy Retention ** Subject to Archival Selection
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Page 11
Remarks
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005
006
007
008
009
Secondary Heading
and Description
Natural Resources
Includes records regarding the management and
preservation of forests, records regarding the
characteristics of various minerals as well as
mineral deposits and other natural resource infor-
mation. Gravel pit licence circulations.
Excludes: zoning. applications (014)
Tourism Development
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.
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 - By-laws to Adopt 0.P.A.(C01)
-O.P.A. Applications - see 009
Official Plan Amendment Applications
Includes applications to amend the O.P. or Secondary
Plans, background reports, staff reports, notices,
resolutions and decisions. Excludes OMB Decisions (L01)
Responsible
Department
Inactive
Storage
In *
Dept.
T ota 1
Retention
Planning
9
10**
Planning
9
10**
Planning
T
P
P
Clerk's
S
P
P
Planning
T
5
T+5
legend:
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P - Permanent; S - Until Superceded; T - Until Termination
* - Maximum Copy Retention ** Subject to Archival Selection
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Page 12
Remarks
applications can
be destroyed 2
years from final
decision
copy retention-S
T-after final
decision
.
code
;;..;---
010
applicatiOns destroyed after
2 years from fina1 decision
i .registratiOn of agreement
Responsible
~
In ..
~
InactiVe
~
,. ota 1
~
I-after fina1
decision
_ar\c.s
~
1+5
5
1
SeCondary \\eadin9
and oescriotiOn
P1anning
1- after re 1 ease
of agreement
1+2
2.
severances
includes records regarding the granting of
severances to parcels of land.
1
P1anning
011
Site plan control
includes records regarding the provision of services
to individual land sites. includes ~ater, se~age,
utility approvals, cornroents and correspondence.
",cludes Systems for servicing Land .see relevant
subject and Site Plan ~greements . see contracts
and ~greements \L04)
P1anning
P
P
1
012.
SubdiVision Plans
lncludes records regarding the approval of plans of
subdivisions. includes dra~ings, technical reports,
correspondence, ~ritten comments, ~orKing notes and
baCKground information. includes clearance letters,
draft approved plans and 'red line' revisions,
applicatiOns, registered pians, changes to approved plans
",cludes . SubdiviSion ~greements . see contracts
and ~greements \L04)
2.
1+2
I-after fina1
decision
2.
1
p1 anni ng
1+2.
1 - fi na 1
decision
013
Vari ances
includes records regarding the granting of "riances
in land use from e,isting zoning regulations
P1anning
1
014
Ioning
includes records and standards regarding the
designation of zones for land use planning
purposes and includes applicatiOns, baCKground reports.
etc. ",cludes . OMB Decisions see LOl
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legend:
p _ pe......nent; S _ \I1ItH superceded; "{ - \I1ItH "{eyS\nati~
* . Ma><i.... Copy Retention ** subject to "..c"iva' Se,ect,on
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Secondary Heading Responsible In * Inactive Total
Code and Description Department Dept. Storage Retention Remarks
015 Easements Planning until T+6 T+6 T - after termin-
Includes all records on Rights of Way and Easements decision ation of right
concerning municipal ownership of private lands in made
order to maintain public service such as water and
sewer lines that cross private property. Includes
information on Lakeshore Promenade.
016 Encroachments Planning until T+6 T+6 T - after termin-
Includes all records regarding private properties decision ation of right
encroaching on municipal lands. Also includes made
surveys and any other related documentation.
017 Annexation/Amalgamation Clerk's 1 p p**
Includes all records pertaining to the annexing
and amalgamating of land adjacent to municipal
lands to accommodate growth.
D18 Community Improvement Projects Planning T 7 T+7 T-after com~etion
Includes records, studies, statistics and any of project
required background information on community
development programs. Examples include Ontario
Neighbourhood Improvement Programs, etc.
Excludes Economic Development - see 002
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I Legend: P - Permanent; S - Until Superceded; T - Until Termination
* _ Maximum Copy Retention ** Subject to Archival Selection
.
ENVIRONMENTAL SERVICES - "E"
Includes records regarding provision of public works and other environmental services
other than roads. Includes water works, sewers, treatment plants, waste management and
environmental monitoring. Also includes tree removal and pruning.
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-
secondary "eading Responsib\e In '* Inactive 'T ota \
code and oescri tion. ~ ~ ~ ~ ~
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[00 Environmental Services - General Originating 1 0 1
Includes records re9ardin9 en.ironmental ser.ices
which cannot be classified elsewhere. Use only
when nO other headin9 is a.ailable.
[01 sanitary sewers publiC services 2 3 5 specificatiOns-P
Includes records re9ardin9 the desi9n, construction and
maintenance of sanitary sewers. Excludes Waste
~anagement\(07), Storm Sewers (E02) and'reatment
PI ants \[03)
[02 storm Sewers publiC services 2 3 5** specificatiOns-P
Includes records re9ardin9 the desi9n, construction
and maintenance of storm se~ers.
[03 'Treatment P1ants Public Services 2 3 5
Includes records re9ardin9 the operation of treatment
and pumping stations and lagoons.
[04 'Trees Public Services 2 3 5
Includes records of tree remo.al, plantin9' trimmin9
and pruning.
. [05 Environmenta1 Monitoring PubliC Services 2 3 5H
Includes records regardin9 the routine monitoring of
water quality, water quantity and air quality as
well as responses to interference with quality or
quantity. Also includes monitorin9 and control of
creeks and floods, weeds, noise and erosion.
Excludes. By.law Enforcement\POl), complaints &
Inquiries(~04), conser.ation AuthOrities\Al6)
,-----------------------------------------------------------------------------------------'
legend:
, _ '....nent; S _ Until Superceded; T - until TertrinatiOn
.. _ Ma"i.... Copy Qetention .... SUbject to ,...chival Selection
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Code
-
E06
E07
E08
.
Secondary Heading
and Description
Uti lities
Includes records regarding utility services
provided to residents. Includes telephone lines,
gas mains, power lines, etc.
Excludes Site Plans (011)
Waste Management
Includes records regarding the collection and
disposal of waste. Includes landfill site records,
recycling, energy from waste, source separations,
and collection services.
Excludes sanitary sewers (E01), environmental
pl anni ng (004)
Water Works
Includes records regarding the design, construction
and maintenance of water mains, tanks, pipelines and
related facilities and equipment.
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
Responsible
Department
Public Services
Public Services
Public Services
Public Services
In *
Oept~
Inactive
Storage_
T ota 1
Retention
Remarks
2
3
5**
2
3
5**
2
3
5
speci fi cat ions-P
2
3
5**
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legend: p _ penoanent; S - Until superceded; T - Until Te""ination 1
~ * _ Maxioua Copy Retention ** Subject to Archival Selection ~
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Page 19
Secondary Heading Responsible In * Inactive T ota 1
Department Dept. Storage Retention Remarks
Code and Description
FOO Finance & Accounting - General Originating 1 0
Includes records regarding finance and accounting
which cannot be classified elsewhere. Use only
if no other heading is available.
F01 Accounts Payable Treasury 1 5 6
Includes records documenting funds payable by the
municipality, such as paid invoices, rebates,
payable reports, membership fees and telephone bills
F02 Accounts Receivable Treasury 1 5 6
Includes records documenting funds owing to the
municipality such as invoices, billing listings
and recoveries reports. Includes both tax and water
receivables. Also includes info on tax rebates
for the public. Excludes - Write-offs - see F23
F03 Audits Treasury 1 5 6
Includes records regarding internal and external
financial audits of accounts. Excludes Operation
Audits - see relevant subject, Audited financial
statements - see F10
F04
F05
Ii
Banking
,
Includes records regarding banking transactions and
relationships with banks. Includes bank statements,
bank reconciliations and deposit records.
Excludes Banking Proposals - see F18
Treasury
9
10
Treasury
5
6**
Budgets and Estimates
Includes departmental and corporate budgets, both
capital and operating. Includes all working notes,
calculations & documentation. Also other budgets affecting
mill rate & Assessment Analysis Records
~-----------------------------------------------------------------------------------------;
legend: P - Permanent; S - Until Superceded; T - Until Termination ,
* - Maximum Copy Retention ** Subject to Archival Selection I
,
~
-'
~
SeCondary Heading
and oescriotion
Responsib1e
~
Ireasury
In ."
~
o
Inactive
~
1+7
1 ota 1
~
1+7**
~
after dispOsal of
asset
f06
"ssets
I"C 1 udes records regard '"9 curre"t & f I <ed as set s ,
permIts and approva1s received to bui1d. I"c1udes
,"ve"tor,es as ~e11 as records of i"'t'a1 e<pe"d..
deprecIation. amortl.atIO" a"d dlspOsa1. ~1so .
Inc1udes fl"a"cia1 ~pprova1s of cap1ta1 E<pend1tures b~
the O.~.B. E<c1udes la"d ~CquisltIO" a"d Sa1e -
see L07
Ireasury I 5 6
f07 c.heques
I"c1udes a11 ca"ce11ed cheques Issued. ~1so i"C1udes
cheque requiSitiO"S. cheque 1lstlngsand supporti"g
documents used to authori.e issuance of cheques.
Excludes banking - see f04
. fOB IreasurY 0 1+7 1+7 I_after redemp~on
Debentures and Bonds of entire issue
Inc1udes records regarding debentures and bonds ISSued.
Inc1udes information regardIng the ,ntia1 iSSuance
of the debenture or bond as ~e11 as a11 records
of pa~ments made to investors. Inc1udes ti1e
drain loans.
E<c1udes _ oebenture Registers - see f14
. Ireasury I 5 6
f09 rmp10yee and tounci1 Expenses
Inc1udes trave1 and meeting e<pense statements and
a11 receipts submitted b~ emp10~ees or counci1 and
committee members to substantiate e<pense c1a1ms.
Ireasury I ? ?**
nO fi nanci a' statements
I"c1udes the Ba1ance Sheet. InCOme statement and
statement of source and ~pp1icatiOn of funds as ~e11
as a11 ~orKing notes.ca1cu1atiOns and baCKground
documentation.
- ----------------------------------------------------------------,
------------------------ -
p _ peraanent; S _ Unt,l superceded; t - U"t,l teronnat'on
* _ Ma1l\.... to\>y \!etent\on ** SUbject to J\rcbl~al select\on
\
\
\
.,
I
\ legend:
~
Responsib1e In it InactiVe 1 ota 1
secondary \\eading ~ ~ ~ ~ ~
and oescriotiOn ------
I !j 0
Ireasury
Grants and loans . venue generated in tne
\nc1udes records regard,ng r~ ., a~d federal graots,
. I'eu prov10c1al "
form of graots~,n- , ~iso iOc1udes submissiooS.
10aos aod subS,d,es. t "<am91es are road and
aCKoowledgmeots & repor s.
uocood1t10llal grallts
1+0
1 -due date of
, 10vestmeot
nl
o
1
ireasury
o
!j
n2
Investments arding tne municipa1ity'S
Inc1udes records reg. d 9romissOry notes.
investmeots. term de90s,ts aO
9
I
Ireasury
10**
n3
Journa 1 ~ouc"ers .
\nc1udes com91eted JOUroa1 voucner forms. ,09ut
forms. and a11 baCkground.dOcumentat,on used to
substaotiate jOurna1 entr,es.
Subsidiary ledgers. Registers and Journa1s
\nc1udes a11 subsidiary 1edgers. registers and Journa1s
sucn as ?ayment aod Recei9t Journa1s. ?ayr011
Registers aod Debenture Registers.
"<c1udes _ documents and voucners used to sU990rt
entry _ see re1evant subject in tn'S sect,on
I
I
Ireasury
?
. n4
?
I
ireasury
6
5
n5
r,enera1 ledgers and Journa1S . . 1
\oc1udes a11 records coosidered 600ks of or,g,na
Eotry
Ireasury
.no
aOd
wages
t of salary, Ot\W & _--------,
f paymell S a 11 sts, I _----------- \
payro11 I recordS 0 10Cludes .p y O\<\ERS year y _-------- ination \
ll1Clud~s 0.1 to emplo~ee~. OS, 14 SIWS, ludes ?ayroll ---------------1 ... Unti1 1~t1ISe,ectiOn \
deduct lOllS recooc1 I lat ~o reports. D<.~ see \-\01 _-----------; nerceded; t to ,.rcniva
BI ue Cross stats Calla a 1. me Sheets _---------- c _ Unti1 u... '*'* subjec
ts aOd 4 alld 1 _------ ~
rep~r rs -see n ' _----------- ne,..anent; netention
Regl ste - .. - . p .. I' _d topy "
I legend. it .. t4a~i~
--
Code
;.;.---
n7
en9
Resp<>nsib'\e In .. InactiVe l' ota '\
secondary ~eading ~ ~ ~ ~ ~
and~ ---------
Ireasury , 5 6
purchase orders and Requ,s,t,ons
lnc\udes purchase orders and requIsItIOns. b\anK~t
orders and a\\ baCKground documentatIOn author'l,ng
the procurement of goodS and ser.lces.
E~c\udes _ QuotatIons and ,enders see f\8
Ireasury , 5 6**
Quotat'\ ons and l' enders .
lnc\udes records regardIng quotat,ons and tenders
obtaIned from supp\lerS of goodS and ser.lces. lnc\udes
requests for proposa\. ,n.,tat,ons to ,ender. proposa\s.
,ender SubmIssIons. prequa\'f'Cat,ons and a\\
documentat,on regardIng the se\ectlon process.
E~c\udes successfu\ quotatIOns and tenders - see L04 laX certificates
Ireasury , 5 6 uoti' su~erceded
ReceIpts .
lnc\udes receipts Issued for payment of ,tems such as
parK,ng tICKets. \Icences. renta\S and ta~es 5 6 see a' sO bY-' aWs
Ireasury ,
Reser"e funds
lnc\udes records dOcumentIng ob\lgatory andlor
dIscretIOnary reser.e funds such as reser.es for
worKIng funds. reser.es for contIngencIes. .reser.es
for future caplta\ projects. reser.es for ,nfor- "
matiOO Systems, etc.
Ireasury , 5 6
nB
flO
fl'
Revenues .
lnc\udes records regardIng the generat,on of re.enues
other than assessment ta~es and water rece,.ab\es. .
such as fees from app\lcatlOns for se.erance. parK,~g
tIcKets. jot \e.les. de.e\opment charges \Not aepos,ts)
E~c\udeS _ securIty aeposlts - see fZ5
\
\
\
--------------------------------------------;
---------- --
;_------------------------:---------- _ Unti\ 50 erceded; 1 - anti\ 1erannatioft
Le<J"nd: p _ p......n""t. ~; ~... subject to ","chi..\ Se\ectioft
.. _ Ma~;"""'" Copy Rete"" on
III
Page 23
Secondary Heading Responsible In * Inactive T ota 1
Code and Description Department Dept. Storage Retention Remarks
. F22 Tax Rolls and Records Clerk's S P P
Includes taxation records of long term importance, such
as assessment rolls, tax sale records, tax sale
deeds, tax arrears register cards and tax
collector's rolls, records on tax registrations
Excludes - Accounts Receivable - see F02
F23 Write-Offs Treasury 1 5 6
Includes accounts receivable that have been
written off as uncollectible
Excludes Accounts Receivable - F02
F24 Trust Funds Treasury T 6 T+6 after closure of
Includes records regarding funds established by the account
municipality for money held in trust, such as
bequests and the Ontario Home Renewal Program,
Perpetual Care funds.
F25 Security Deposits Treasury 0 T+6 T+6 T -depos its
Records of monies held as security by the released
Municipality including development deposits, Letters
of Credit, proof of insurance when required.
"
-------------------------------------------------------------------------------------------
I I
.. t
legend:
P - Permanent; S - Until Superceded; T - Until Termination
* - Maximum Copy Retention ** Subject to Archival Selection
w
ta'
H~ RESOURCES - "H"
,nc'udes records regarding toe municipa'ity'S re'atiOnsOiP witO its emp'oy~es. ,
,nc'udes records regarding genera' staff programs as we" as informatiOn on spec,f'c emp oyees.
411
Code
HOO
. HOl
H02
. H03
. H04
Secondary Heading
and Description
Responsible
Department
Human Resources - General
Includes records regarding human resources which
cannot be classified elsewhere. Use only if no
other heading is available.
Originating
Attendance and Scheduling
Includes records regarding employee attendance,
shift scheduling, vacation schedules, hours
of work, etc.
Excludes - Payroll - see F16
Administrator's
Benefits
Includes brochures, rates, quotes, correspondence
and explanatory documents regarding benefits
offered to employees, such as group insurance,
dental plans, Canada Savings Bonds, and general
information on OMERS. Excludes Payroll (F16),
and Pension Records (H10)
Administrator's
Employee Records
Includes records regarding the employment history of
municipal employees. Includes initial resumes and
applications, performance evaluations, corres-
pondence with the employee and employee assistance.
Includes part time and student employees.
Administrator's
Health and Safety
Includes records regarding occupational health &
safety of staff. Includes accident reports, Workers
Compo reports and information on programs. Excludes
Health and Safety Education (S08), Accidents of the
Public (P05)
Administrator's
In *
Dept.
2
S
T+l
Inactive
Storage
o
9
6
T ota 1
Retention
2
S
T+10**
7
Page 25
Remarks
T-Termination of
Employment
legend:
------------------------------------------------------------------------------------------j
P - Permanent; S - Until Superceded; T - Until Termination
* - Maximum Copy Retention ** Subject to Archival Selection
-'
w
--------------------------------------------'
~-------------------------~--------~-:~;;;~perce4ed; 1 - Unti' 1eronnation
Legend' P _ P~' ; "" SUbject to ,.rcbi~a' Se'eCtion
oJ[ .. Ma)tilQUtl Copy Retent on
code
;;;...;---
Responsib\e In it InactiVe l' ota 1
secondary "eading ~ ~ ~ ~ ~
and oescriotion -----------
I\dmi yy\ strator IS S S**
Human ResOurce p\anning . P1~~YliY1n e~ecutive
d f succesS10Yl I~I' ~,
lYlC'\udes reCor s 0 taff turYlOver rates,
. eYlt programs, S
p,\acemeYlt, ret1rem. t recruitmeYlt freezes,
. / omot10Yl targe s, d
annua1 b1re pr . erformance management an
emp10yment equ1ty~ p 1 des Emp10yee Records -
re'\ated recordS. L~C u
see ~03
~OS
S**
I\dmiY1istrator's
S
1+'\0**
~Oo
Job DeScriptiOns .' .
lnc1udes job descrIptIOns and spec1f1cat10ns as
we11 as background InformatIOn used 1n tbe1r
preparatIOn and amendment.
M\1\i Yl1 sHator IS
I
,0
\-\07
LaboUr Re1ations .
lnc1udes records regardIng tbe re1atlOnsb1P between
1aboUr and management. lnc1udes co11ect1ve
bargaInIng, correspondence W1tb un10ns and d
negotiatIOns. E,c1udes - Gr1eVances \HO>) an
Co11ectlve ~greement \l04)
S
S**
S
orig'\YlatiY19
~08
Ql'ganizati00 " .
lnc1udes records regarding reportIng re1a"onsb'PS'
reorganIzatIOn, organizatiOna1 ana1YS1S, etc.
lnc1udes organlzatlOna1 cbarts.
E,c1udes job descrIptiOns \H06)
I\dmi Yli strator IS
S
~09
sa'ary,'anning . tb 1annlng and scbedu1lng.
lnc1udes recordSregard1ng ~ Pt' ~s ~ob c'\assificat10Yl
. n s job eva1ua 101' , J
of sa1ar1es, sUc a and scbedu1es. ~1so Inc1udes any
Systems, sa1ary .surveys. d regardIng IsSues re1ated
reference mater1a1 reta1ne
to pay equ'\ty.
after term1Dat10D
of 2 bargaiDiY1g
periods
\
\
\
411
Page 27
Responsible In * Inactive Total
Department Dept. Storage Retention Remarks
Treasury T T after death of
employee
Secondary Heading
Code and Description
H10 Pension Records
Includes records detailing pension obligations
due to individuals under OMER5. Excludes
deductions from payroll (F16), general info on
OMER5 (H02).
. Hll
. H12
Recruitment
Includes records regarding the recruitment of
staff. Includes job postings, copies of advertisements,
records regarding competitions and unsuccessful
applications.
Administrator's
1 **
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 (H03)
Administrator's
5
5**
courses developed
by Municipality**
------------------------------------------------------------------------------------------i
-
legend:
P - Permanent; S - Until Superceded; T - Until Termination
* - Maximum Copy Retention ** Subject to Archival Selection
w
Page 28
~
InclUdes records regarding lega) matters as we I) as Contracts
and agreements, insurance and real estate matters.
.
Code
LaO
LOl
. L02
L03
L04
. .
Secondary Heading
and Description
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, zoning appeals, official
plan appeals and Comm. of Adj. appeals. Also
includes orders issued by regulatory bodies and boards
(i.e. O.M.B. and Ontario Energy BoardJ
Excludes litigation - see Claims L02-L03
Claims Against the Municipality
Includes all liability claims made by other parties
against the municipality.
Excludes Appeals and Hearings - see LOl
Claims by the Municipality
Includes all liability and civil claims made
against other parties by the municipality.
Excludes Appeals & Hearings (L01)
Contracts and Agreements
Includes all agreements entered into by the munici-
pality. Includes contracts, service agreements,
construction contracts, insurance, collective
agreements and subdivision agreements.
Excludes Equipment Maintenance Agreements (A07)
and Contracts regarding Land (L07)
Responsible
Department
In *
Dept.
Inactive
Storage
Total
Retention
Page 29
Remarks
T-resolution of
appeal
T-resolution of
claim
T-resolution of
claim
T-termination of
agreement
-------------------------------------------------------------------------------------------
I I
legend: P - Permanent; S - Until Superceded; T - Until Termination
* - Maximum Copy Retention ** Subject to Archival Selection
-'
Originating
o
1
Clerk's
T
P
P
Clerk's
T
T + 1
Clerk's
T
T + 1
Clerk's
T
21
T+21**
~
Secondary Heading
Code and Description
Page 30
Responsible In * Inactive T ota 1
Department Dept. Storage Retention Remarks
Clerk's 0 S S
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)
Clerk's
o
T+2
T+2
T-termination of
policy
L07 land Acquisition and Sale Clerk's T 21 T+21** T-after completion
Includes records regarding real estate transacations of transaction
and conveyance of land whether through voluntary
transactions or expropriations. Includes leases,
deeds, and expropriation plans, purchase letters and
appraisals. Includes Road Allowance transactions and
sale of lands at Municipal Industrial Park.
Excludes - Lakeshore Promenade (general) - see 015
L08 Opinions and Briefs Clerk's S 0 S**
Includes opinions and briefs prepared by the munici-
pality's legal counsel on specific issues and
by-laws.
L09
L10
Precedents '
Includes records regarding judgments and decisions
which may affect the municipality's position in
actual or potential legal matters.
Excludes precedent agreements & by-laws (C02)
Clerk's
S
o
S**
Federal legislation
Includes records regarding bills, acts and regulations
enacted by the Parliament of Canada which affect or
are of interest to the municipality.
Originating
o
S
s
1------------------------------------------------------------------------------------------j
I legend: P - Permanent; S - Until Superceded; T - Until Termination
4IIIIl ~ * - Maximum Copy Retention ** Subject to Archival Selection
~
Page 31
Secondary Heading Responsible In * Inactive T ota 1
Code and Description Departnlent Dept. Storage Retention Remarks
Lll Provincial legislation Originating S 0 S
Includes records regarding bills, acts and regulations
enacted by the Ontario Legislature which affect
or are of interest to the municipality.
. L12 Vital Statistics Clerk's 0 p P
Includes registers of births, deaths and marriages
Excludes Population Statistics (001)
. Ll3 Prosecutions Originating T 7 T+7 T-delivery of
Includes records regarding prosecutions to enforce judgment
by-laws and federal and provincial legislation.
Excludes By-law Enforcement (POl), Appeals and
Hearings (L01), Warrants (P12), Tax Collections (F02)
"
------------------------------------------------------------------------------------------i
legend:
P - Permanent; S - Until Superceded; T - Until Termination
* - Maximum Copy Retention ** Subject to Archival Selection
tit
. ~
.
Page 32
MEDIA AND PUBLIC RELATIONS - "M"
Includes records regarding the municipality's relationship
with the media and the general public.
.
4W
. .
Code
MOO
MOl
M02
. M03
. M04
. .
Secondary Heading
and Description
Media and Public Relations - General
Includes records regarding media and public relations
which cannot be classifed elsewhere. Use only if
no other heading is available. Includes Ratepayers
Groups - general file. Excludes specific issues
addressed by Ratepayers Groups - see subject.
Advertising
Includes records regarding public advertising in
magazines, newspapers, radio, television and
transit. Excludes advertising on specific subjects -
see subject heading. Excludes News Releases (M06) and
Recruitment (Hll).
Ceremonies and Events
Includes records regarding participation in special
events, openings, and anniversaries, such as
Remembrance Day and Winter Carnivals. Also includes
records regarding the set-up and running of
special events, plaques presented and Stude~~eeve
Program.
Charitable Campaigns
Includes records regarding the raising of funds
for municipally run programs and donations to other
groups by the municipality. Excludes Revenues (F2l)
Complaints, Commendations and Inquiries
Includes records regarding complaints, commmendations,
requests for information and very general types
of inquiries. Also includes concerns about services
offered by the municipality (roads), inquiries about
Council proceedings and congratulatory letters.
Excludes Accessibility of Records (FOI) - see All
Responsible
Department
In *
Dept.
Inactive
Storage
T ota 1
Retention
5**
2
2
-------------------------------------------------------------------------------------------
I I
I legend: P - Permanent; S - Until Superceded; T - Until Termination
* - Maximum Copy Retention ** Subject to Archival Selection
.'
Originating
o
Originating
o
Originating
4
Originating
Originating
Page 33
Remarks
4IJ
Code
Secondary Headi ng
and Description
Responsible
Depan:.ent
Inactive
Storage
T ota 1
Retention
In *
Dept.
M05
News Clippings
Includes clippings from newspapers, information from
journals and other printed media. Excludes
clippings used as reference material - see relevant
subject heading.
Originating
1
2
M06 News Releases Originating 1 1 2**
Inc1udes.background notes, draft and final versions of
news releases issued. Includes messages for
inclusion in special event programs.
News Releases of significance may be cross-refer-
enced with appropriate subject heading
M07 Publications Originating 5 0 5**
Includes typed manuscripts. artwork. 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.
MOB Speeches and Presentations Originating 1 2 3**
Includes background notes, draft and final versions of
speeches, presentations and news conferences given
by elected officials. Excludes media coverage (MQ5),
News Releases (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. Also includes
records regarding corporation insignia and seals of
office.
Clerk's
o
5+5
5+5
-.-----------------------------------------------------------------------------------------
,
. <
Legend:
P - Permanent; S - Until Superceded; T - Until Termination
* - Maximum Copy Retention ** Subject to Archival Selection
ai,
Page 34
Remarks
.
PR01EcnOll I\1IIJ OIfORCEME\l1 SER~lCES - 'p'
lnc\udes records regarding tneo~ati?na\ functions of
law enforcement. licencing. pub\'C protect,on
and fire prevention witn tne commun,ty.
till
Responsible
~
In *
~
Inactive
~
'{ ota 1
~
-arks
~
1
o
code
;;..;---
secondary \\eading
and oescr" oti on
,
protectiOn' Enforcement seroices - Genera\ originating
Inc\udes records regarding protectiOn and enforce-
ment services wnicn cannot be classified e\se-
wnere. Use onlY if nO otner neading is availab\e.
6**
l\
Z
POO
By-La- Enforcement originating
Inc\udes records of municipa\ efforts to enforce
by_\aWs,.sucn as parking infractions, pest contro\,
E,c\udes Inspections (P07-P08), Environmental
Monitoring (EOS), prosec~ions (L\3), Fencevi~ing (P08)
S**
PO'
5**
l\
,
poz
Dai\Y Occurrence Logs originating
Includes togs maintained of daily occurrences sucn as
po\ice dispatcnes or fire assistance ca\ls.
S**
S
originating
P03
EmergencY Planning
Includes records regarding tne planning and renearsal
of emergency measures.
originating
S
POl\
HazardOUS Materi a 1 S
Inc\udes informatiOn and reports on cnemica\S
and substances tnat pose fire nazards. ~\SO inclUdes
records dea\ing witn to,ic substances control, trans-
portation and effects.
originating
5
3
z
. POS
Incident/~Ccident Reports
Includes vandalism and security incident reports and
reports of accidents tnat occur at recreatiOnal
facilities and otner municipa\ properties. E,c\udes
security (~18\, ~ccidents of Municipa\ Staff (~04),
~ehic'e ~ccidents l~O')
------------------------------------------------------------------------------------------;
\
\ legend:
p _ p...,.anent; S _ untH SUperceded; T - UntH Tereination
. _ MaXi..... coPY aetention .. SUbject to f,rcbioa\ se'ect\on
\
\
\
411
Page 37
Secondary Heading Responsible In * Inactive T ota 1
Code and Description Departllent Dept. Storage Retention Remarks
P06 Building and Structural Inspections Originating S - S
Includes inspection reports such as building,
plumbing, fire prevention and other structural
inspections. Excludes By-Law Enforcement (POl)
PO] Health Inspections Building S S
Includes copies of health inspection reports
conducted on private, public and commercial
properties, such as restaurants and slaughter-
houses.
. P08 Investigations Originating 2 8 10**
Includes records of investigations pertaining to
law enforcement, traffic accidents and fire
fighting activities. Includes files on Crime-
Stoppers, fenceviewing. Excludes By-law
Enforcement (POl)
. P09 licences Originating T 6 T+6 T-expiry of
Includes records regarding licences administered 1 i cence
by or required by the municipality, or required by
the province, such as taxi-licencing, dog licencing,
business licencing, LLBO Licences, dog licencing.
Excludes Marriage Licences - see L12
. PlO Building Permits Buil di ng 2 P P P-commercial only
Includes permits issued to builders, contractors, Residential
and residents giving them permission to build or permits can be
renovate. destroyed after ]
years
~ -
-.------------------.-.-------------------------------~------------------------------------
I I
I Legend: P - Permanent; S - Until Superceded; T - Until Termination
... ~ * - MaxillUl Copy Retention ** Subject to Archival Selection
--.
ttesponsib1e In .. Inactive 10ta1
secondary \\eadincJ ~ ~ ~ ~ ~
tode and oeser; ion --~ 7 1+7 l-e)(:p1ry of peycit
~ or191oat109 I
p" re....'ts. Otller . . I. t
Includes appl\cat\ons and pefro\ts tnat tne roun1C1pa 1 Y
issues gl.'09 pefrolSS\OO to nOld spec,al e.ents.
tfaOspoft o.efs\ze loads. efect slgos. paf~ .on tne
stfeet aod otnef ~UfPOses. Excludes BU11d109
permits lp,O)
eprz warrants
n/a' Q.V.?' cUffeotlY co.ers afea
e p,3 tr1m1na' Records
n/a _ Q.??' cUffentlY co.ers afea
I\n111\01 contrOl 2. 3 5
p,4 "01ma' c.ootro '\
Includes records regarding tne cootrOI of nouse-
nOld pets. stfaYs aOd wlldl\fe ,oclud,09 bea.efs.
fables cllO\cs. EXCludes dog Ilceoc,Og \?Q9)
......................................................;
i..-......................~........~ · unt" SUperceded; 1 · Unt\' 1erm\nat\on '
.....end' P . r~t. . *" Sub<ect to ,...ch\~a' se,eet\on I
. ....\.... to\lY Iletent..on. I
"
Page 39
RECREATION AND CULTURE - UR"
Includes records regarding the provision of
recreational and cultural services to the community.
tit
..
Page 40
.
Secondary Heading Responsible In * Inactive T ota 1
Code and Description Depart.ent Dept. Storage Retention Remarks
ROO Recreation and Culture - General Originating 1 0
Includes records regarding recreation and cultural
services which cannot be classified elsewhere.
Use only if no other heading is available.
ROl Heritage Preservation Clerk's 1 T T** T -after removal
Includes records regarding heritage and historical of designation
development, including designations of buildings,
districts and cemeteries.
R02 library Services Clerk's 1 4 5
Includes general records regarding the operation
of libraries.
. R03 Museum and Archival Services Clerk's 1 4 5**
Includes registers of holdings, historical
society holdings, archival operations, and
related records. Excludes Records Management (A10),
Records of Archival Value - see appropriate subject
R04 Parks Management Parks & 2 3 5**
Includes correspondence, descriptions, reports and Recreation
other records dealing with the management,
design, set up, landscaping and maintenance of
specific municipal parks. Includes maps and plans.
More specific information is filed by subject.
Excludes Building and Property Maintenance (A20)
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I legend: P - Permanent; S - Until Superceded; T - Until Termination
* - Maxi.u. Copy Retention ** Subject to Archival Selection
"
secondary Heading
code and t)escri ot; on
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ROS Recreational facilities
jncludes correspondence. descriptions. reports and
other records dealIng ~ith the management.
operatIon and desIgn of specifiC municipal
recreatiOnal facillteS sucn as arenas. rinks. poolS.
and fitness centres. jncludes floor plans. architectural
and engineerIng dra~ings. More specific information
Is flled.bY subject. E<c1udes - ,aclliteS const.t~19)
Building and property Maintenance t~ZO)
. R06
Recreat10na1 pro9r~1n9
jncludes correspondence. po1icies. applIcatIOns.
regIstratIOns and general InformatIon regardIng
the development and delivery of recreatIOnal programs
to the community. such as youth, sport and fitness.
adult educatiOn, crafts and other programs.
E<cludes applications of municipal emp10yees (see
~uman Resources categorIes)
Responsib1e In * Inactive T ota'
~ ~ ~ ~ ~
parks &. 2. 3 5
RecreatiOn
5**
3
2.
ParKS &.
Recreation
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p _ p~; S _ \ll\t\1 SUpei'ceded; 1 - until 1enoination
~ _ ..."i.... Copy Retention *" SUbject to ,.rclMal se1ection
Lec:lend:
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Page 42
SOCIAL AND HEALTH CARE SERVICES - "S"
Includes records regarding social services and health
care programs.
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Code
soo
SOl
Page 43
Secondary Heading
~nd Description
Total
Retention
Responsible
Departalent
Inactive
Storage
In *
Dept.
Reaaarks
Social and Health Care Services - General
Includes records regarding social and health
care services provided to individual residents
which cannot be classified elsewhere. Use only if
no other heading is available.
Originating
o
1
Children's Day Nursery Services
Includes'general program information regarding child
care programs such as municipal and private day care
and nursery services. Also includes general resource
information used in counselling children & parents
involved in these programs. - Appropriate Provincial
Ministry may also have records in this area.
Clerk's
2
3
5
ro2 Elderly Assistance Clerk's 2 3 5
Includes general program information regarding programs
intended to improve the quality of life for senior
citizens such as home care, housing and transit
subsidies. Includes any homes for the aged as well as
general resource information used in counselling
seniors considering moving to homes for the aged.
Excludes - Homes for the Aged Residents (503)
. ~3 Homes for the Aged Residents Clerk's T+2 5 T+7 T-discharge of
,
Includes records regarding individual residents of patient
homes for the aged. At present no homes for the aged
exist in the Township.
4 Social Assistance Programs Clerk's 2 3 5
Includes general records regarding programs available
to residents through the County and Provincial govern-
ments.
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I legend: P - Pe~nent; S - Until Superceded; T - Until Termination I
~ " * - MaxillUl Copy Retention ** Subject to Archival Selection ~
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Secondary Heading Responsible In * Inactive T ota 1
Code and Description Depart:llent Dept. Storage Retention Remarks
-
. S05 Welfare Case Records
n/a - Handled by the County government
. S06 Medical Case Records
n/a - Local Health Unit handles this
S07 Children's Services Clerk's 2 3 5
Includes.general information regarding services
available to handicapped, abused and other
children in the Township through all agencies.
S08 Public Health Services Clerk's 2 3 5
General records regarding public health
programs such as health and safety education,
disease control, etc. Excludes Employees Health
and Safety (H04)
. S09 Cemetery Records Clerk's 2 P p**
Includes burial permits, maps, plot ownership records,
interment registers and indexes for municipal
cemeteries. Excludes Building and Property
Maintenance (A20)
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Legend:
P - Permanent; S - Until Superceded; T - Until Termination
* - Maximum Copy Retention ** Subject to Archival Selection
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Page 45
TRANSPORTATION SERVICES - "T"
Includes records regarding the development and
improvement of transportation systems (roads and public transit)
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Code
TOO
TOl
T02
T03
T04
T05
.,. ..
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Secondary Heading
and Description
Total
Retention
Responsible
Departllent
In *
Dept.
Inactive
Storage
Transportation - General
Includes records regarding transportation which
cannot be classified elsewhere. Use only if no
other heading is available.
Originating
o
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.
Public Services
6
T
T+6
Parking
Includes records and studies regarding municipal parking
issues such as handiapped parking, fire routes,
etc. Excludes By-law enforcement (POl)
Public Services
6
T+6
T
Public Transit
Includes records and studies regarding public
transit systems. Includes intergovernmental transit
co-ordination and Airport issues.
T+6**
Public Services
T
6
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 Design & Planning (T05), Routine
Maintenance(T06)
Public Services
T
6
T+6**
Road Design & Planning Public Services T 6 T+6**
Includes estimates, studies and other records regarding
the design and planning of specific road construction
projects. Also includes design of curbs and side-
walks, cycle paths, .footpaths, walkways, etc. Road Namin1-----------------------------------------------------j
I legend: P - Permanent; S - Until Superceded; T - Until Termination I
. I * - MaximuM Copy Retention ** Subject to Archival Selection I
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Reaarks
T-completion of
project
N. B. speci fications
are permanent
T-closure of lot
or space
T-closure of item
T-completion of
project
N.B. specifications
are permanent
T-completion of
project
specifi cati ons
are permanent
.,
SeCondary Heading rtesponsib'\e In '* InactiVe 1 ota '\
~ ~ ~ ~ ~
code ~otiOn -------
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pub Hc services I 6 1+6** l_completiOI'\ of
106 Road Maintenance project
Inc1udes records and studies regarding toe specificatiOns
inspection and maintenance of roads. Inc1udes toe are permal'\el'\t
insta11ation of cu1verts. minor repairs to toe
road surfaces. curbs and side~a1Ks. cyc1e.~aYs.
footpathS, ~alK~aYs, etc. ~ISO il'\cludes gradil'\9'
p10Ugoing and sanding of roads. and sno~ remova1
and c1ean~ng. E<c1udes some information on
LaKesoore pramenade . see 015.
SignS and Signa'S publiC services 1 6 1+6 I_after removal
107 of si9n/si9l'\al
Inc1udes records and studies regarding toe manu'
facture and insta11at\on of signs and signa1s.
tCN Rai' Crossings, etc.)
E<c1udes ~isua1 Identity Program' see MOg
1raffic PubliC services 2. 8 10**
108
Inc1udes records and studies regarding toe f10~ of
traffic on roads. Inc1udes intersection dra~ingS.
pedestrian crossovers. crossing guards. traffic
counts. accident statistiCS and re1ated records.
~1so inc1udes temporary road c10sUres.
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legend:
p _ p~""t; S _ lint" S\lpe1'ce<led; 1 - lint" 1eY11ination
. _ Ma.i.... to\>y Retention .. SUbject to ,.rclliVa\ Se\eetion
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Page 48
VE!ll~~~~ _~NJ) .~QlIIP_t4ENT - "V"
Includes records regarding municipal vehicles
and equipment. Includes records on fleet management,
mobile equipment, protective equipment and related maintenance activites.
.
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secondary Heading Responsib\e In << Inactive ,. ota \
code and oeser; tion ~ ~ ~ ~ ~
~
Vehic\eS & Equipment - Genera\ Od gi nat i ng I 0 I
'JOO
Inc\udes records regarding ,ehic1es and equipment
which cannot be c1assified e1sewhere. Use on1y if
nO other heading is a,ai1ab1e.
. Originating 1 2 1+2 l-di sposa I of
\10' f\eet Management 'Jehicle
Inc1udes records of a11 ,ehic1es current1Y owned,
operated and maintained by the municipa\ity.
1his inc1udes ,ehic1e history fi1es, accident
reports, and ,ehic1e maintenance, registratiOn
and dispOsa1. Exc1udes Insurance p01iCies lLOG)
Od gi nat i ng 1 2 1+2 l_dispOsa' of
\102 ~i\e Equipment .' eW..Ii pment
Inc1udes records regarding mobile equ1pment used 10
conjunctiOn with ,ehiC1es. ~1so includes main-
tenance and history fi1es on equipment such as
generators, pumps, snoWb1owers, sanders, etc.
\103 Transportab\e Equipment originating 1 2 1+2 I_dispOsal of
Inc1udes records regarding transportab1e equipment equipment
used bY the municipa1ity. ~so inc1udes maintenance
and history fi1es on equipment such as 1awnmowers,
hoses, dri11s and rescue equipment
\104 protective Equipment originating 1 2 1+2 l-di sposa I of
equipment
Inc1udes records regarding protecti,e equipment
used by the municipa1ity. A1so inc1udes maintenance and
history fi1es on equipment such as breathing apparatuS,
breathing tanKs, down .1arms, etc. [xc1udes Uniforms
and clothing - see ~'4
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Legend:
, _ ,.....nent; S _ \)ntH SUperceded; T - untH Te...nnatiOn
<< _ II.-i.... coPY Retention .. SUbject to "rch\~a\ se\ection
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