2013-116 Records Retention By-lawCORPORATION OF THE TOWNSHIP OF ORO- MEDONTE
BY -LAW NUMBER 2013 -116
Being a By -law to Establish a Records and Information Management
Protocol and to provide a Records Classification System and Schedule of
Retention Periods for the records of the Township of Oro - Medonte and
To repeal By -law Nos. 2008 -006, 2009 -061, 2010 -098, 2010 -124 and 2012 -012
(Records Retention By -law)
WHEREAS Section 255 of the Municipal Act 2001, S.O. 2001, c. 25, as
amended, provides that a municipality may, subject to the approval of the
municipal auditor, establish retention periods during which the records of the
municipality and local boards of the municipality must be retained and preserved
in accordance with Section 254 thereof;
AND WHEREAS The Township of Oro - Medonte did, on the 23rd day of January,
2008, enact By -law No. 2008 -006, being a By -law to provide a schedule of
retention periods for the records of the Township of Oro - Medonte;
AND WHEREAS the Council of The Corporation of the Township of Oro -
Medonte does now deem it appropriate to update its Records Retention By -law;
NOW THEREFORE the Council of The Corporation of the Township of Oro -
Medonte enacts as follows:
1. The Records and Information Management Protocol (attached as
Appendix 1) which establishes the parameters for interpretation and
implementation of the Records Retention By -law is hereby adopted.
2. The Scope Notes for Primary and Secondary Subjects which sets out the
municipality's records classification system (attached as Schedule A) is
hereby adopted.
3. The Records Retention Schedule which sets out the municipality's records
retention periods (attached as Schedule B) is hereby adopted.
4. This by -law may be cited as the "Records Retention By -law ".
5. That By -law Nos. 2008 -006, 2009 -061, 2010 -098, 2010 -124 and 2012 -012
are hereby repealed in their entirety.
6. This by -law shall take effect upon the final passing thereof.
BY -LAW READ A FIRST, SECOND AND THIRD TIME, AND PASSED THIS
17th DAY OF JULY, 2013.
THE CORPORATION OF THE TOWNSHIP OF ORO- MEDONTE
Mayo °r, �S�u
las Irwin
Appendix "1" to By -law No. 2013 -116
Records and Information Management Protocol
1. PURPOSE
The objective of this protocol is to outline provisions for the management of records and
information within the Township.
2. SCOPE
This protocol applies to the creation, receipt, use, handling, maintenance, storage and
disposition of all records in all offices by employees, elected officials, and committees
within the Township, unless otherwise specified, in the course of carrying out their
corporate duties regardless of the medium or format.
3. PREAMBLE
The records and information holdings of The Corporation of the Township of Oro -
Medonte are valuable corporate assets required to support effective decision making,
meet operational requirements, protect legal, fiscal and other interests of the Township,
and to adhere to the requirements of Provincial legislation such as the Municipal Act
and the Municipal Freedom of Information and Protection of Privacy Act.
Effective records management ensures efficient program and service delivery, supports
transparency and collaboration across organizations, and informed decision - making in
operations, and preserves records of archival value.
4. DEFINITIONS
Archival Value, means the measure of the importance of a document (record) that
justifies its permanent retention. Also called historical value, continuing value, or
enduring value.
Classification System means the systematic identification and arrangement of records
into categories according to structured conventions, methods and procedural rules.
Clerk means the Clerk of the Township of Oro - Medonte or designate.
Disposition means to destroy and "dispose" has a corresponding meaning.
Files has the same meaning as "record(s)" and may be used inter - changeably.
Inactive Records means records which are seldom referred to, but must be retained,
temporarily or permanently because of legal, fiscal, administrative or archival value.
MFIPPA means the Municipal Freedom of Information Protection of Privacy Act.
Page 1 of 8
Appendix "1" to By -law No. 2013 -116
Official Record(s) 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.
Official Records System means the Township's network, database systems, filing
systems and any document management systems utilizing the corporate records
classification system.
Orphan Data means data that is not machine readable because the data exists with no
identifiable computer application or system that the Township utilizes, or the data is
machine readable but does not have sufficient content, context or structure to render it
understandable.
Record(s) 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 ".
Records Management means the application of systematic control to recorded
information which is required in the operation of the municipal offices. The services
provided through the Records and Information Management Protocol include:
• Correspondence management,
• Manuals and directives,
• Forms management,
Reports management,
• Files management,
• Records retention scheduling,
Vital records programming,
• Archival programming,
• Inactive records storage
Retention Period means the period of time during which records must be kept by the
Township to meet administrative, fiscal, legal, or historical requirements before they
may be disposed of.
Retention Schedule means the schedule prescribing how long specific records must
be retained before they may be disposed of.
Township means The Corporation of the Township of Oro - Medonte.
Page 2 of 8
Appendix "1 " to By -law No. 2013 -116
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:
a) copies of miscellaneous notices or memoranda concerning routine administrative
matters or other minor issues.
b) information 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.
c) 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.
d) duplicate copies of documents in the same medium which are retained only for
convenience or future distribution.
e) voice -mail messages, including e-mail messages with .WAV files attached,
created when a voicemail is left on the corporate telephone system.
f) e-mail messages and other communications that do not relate to Township
business.
g) copies of publications, such as, published reports, administration manuals,
telephone directories, catalogues, pamphlets or periodicals.
h) duplicate stocks of obsolete publications, pamphlets or blank forms.
i) unsolicited advertising materials, including brochures, company profiles and price
lists.
Vital Records means those records containing information essential to the resumption
or continuation of the Township's business operations in the event of a disaster,
including records that document the Township's legal and financial position and
preserve the right of the Township, its employees, customers and stakeholders.
5. GENERAL PROTOCOL GUIDELINES
a) The Township will manage corporate records in accordance with all applicable
legislation and regulations and, wherever possible, adopt and incorporate codes
of best practice.
b) The Township will manage its information holdings by adopting a Records and
Information Management Protocol that will be applied and used routinely and
consistently throughout all Departments and operations within the Corporation.
Page 3of8
Appendix "1" to By -law No. 2013 -116
c) The Township will maintain a decentralized Records Management system where
Township departments are responsible for managing those records retained
within their respective department or service area in accordance with the
Township's Records and Information Management Protocol policies and
procedures.
d) All records, regardless of physical form or characteristics, are the property of The
Corporation of The Township of Oro - Medonte and subject to its control.
e) Official records will not be taken by employees, officers or volunteers, from
Township facilities or designated storage areas, unless authorized by their
respective Senior Manager or the Clerk.
f) The integrity and authenticity of records shall be protected so that they may be
relied upon as evidence of organizational activity and administrative decisions
and thereby meet legal, evidential and accountability requirements.
g) Township employees will ensure that transitory records in their custody or control
are destroyed when they are no longer needed for short -term reference.
h) Records will be retained in the most cost - effective manner, and only for as long
as needed, in accordance with the Township's Records Retention By -Law.
i) Township employees are required to create and maintain records that accurately
and adequately document and provide evidence of Township business
transactions and activities. All employees shall create, classify /code and
maintain records in accordance with the specific requirements of their service
area using the Township's classification system.
j) No records, other than transitory records, are to be destroyed without the
expressed written consent of the appropriate senior manager and in accordance
with the Records Retention Schedule.
k) Every employee entrusted with confidential records or information shall ensure
that the confidentiality of such records is maintained at all times.
1) If a record is brought to the attention of an employee which may be relevant and
required for an ongoing, imminent or pending audit, investigation, litigation, or
pertaining to an access request under MFIPPA, the employee shall protect that
record from destruction, deletion, alteration, and not interfere with the
accessibility of such record.
Page 4 of 8
Appendix "1" to By -law No. 2013 -116
m) Staff shall consult the Clerk prior to the purchase of filing equipment, systems,
and supplies to ensure they are consistent with the standards and specifications
of the current records classification and filing systems.
n) New electronic systems /software being developed or purchased by the Township
to process and /or maintain records shall take into consideration the current
records classification and filing systems.
o) Any employee, officer, or volunteer leaving his or her position is required to leave
all official records for any successors or with the Clerk.
6. 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 Clerk shall administer this by -law and shall ensure that the retention periods
set out in Schedule "B" attached hereto comply with all relevant legal
requirements for records retention.
c) In determining the retention periods for any records, the Clerk shall consider, in
consultation with other Township employees where appropriate:
i) The operational nature of the records, including the period of time during
which the Township uses the records to perform its functions;
ii) The legal nature of the records, including the period of time necessary to
comply with statutory or regulatory requirements or requirements imposed
by agreements, permits or similar documents, or to ensure that the records
are available in case of investigation or litigation;
iii) The fiscal nature of the records, including the period of time necessary for
audit or tax purposes; and,
iv) The historical nature of the records, including the long -term value of the
records for documenting past events or the origins and history of the
Township.
7. STORAGE OF OFFICIAL RECORDS
a) Township employees are to record and store all official records in an official
records system of the Township.
Page 5 of 8
Appendix "1" to By -law No. 2013 -116
b) The Township's electronic mail (e -mail) systems and the Information Technology
Department's back -up media storage of the Township's e-mail system does not
constitute an official records system of the Township and shall not be used for
the storage of records. Transitory e -mails shall be deleted by Township
employees in accordance with this protocol.
c) E -mails deemed official records shall be classified /coded in accordance with the
Township's records classification system and filed within an electronic records
system of the Township and /or printed. Once the e-mail has been classified and
saved, the copy residing within the Township's e-mail system may be treated as
a transitory record and destroyed accordingly.
d) The Township's voice mail system and Information Technology Services' backup
storage media of the Township's voice mail system are available for day to day
operations and do not constitute an official record system of the Township and
are not to be used for the storage of records.
e) Access restrictions will be applied to official records where specifically required
by the department and in order to comply with access and privacy provisions
outlined in MFIPPA or other statutes.
8. COMPLIANCE AUDITS
Compliance with the Records and Information Management Protocol will be reviewed
on a random basis.
9. RESPONSIBILITIES
CLERK
The Clerk shall:
a) Develop and administer policies and establish and administer procedures for
the Township's Records and Information Management Protocol and provide
for ongoing training of staff involved in delivering and using the Records and
Information Management Protocol.
b) Periodically review and make recommendations with respect to this protocol,
including Schedule "A" and Schedule "B" attached hereto.
c) Ensure that official records are preserved and disposed of in accordance
with Schedule "B" attached hereto and provide efficient and prompt disposal
of records when their administrative, legal, and fiscal value have ceased in a
timely, secure, and environmentally sound manner.
Page 6 of 8
Appendix "1" to By -law No. 2013 -116
d) Ensure the identification and preservation of permanently valuable records
and ensure that these records are not destroyed, or removed from the care
and control of the Township.
e) Ensure that all disposition notices prepared pursuant to Section 11 of this
protocol are preserved and records are promptly disposed of according to
the retention periods established within the Township's Records Retention
By -Law.
CHIEF ADMINISTRATIVE OFFICER, SENIOR MANAGERS
The Chief Administrative Officer and Senior Managers shall:
a) On an annual basis a management review of the Township's records
management program may be undertaken with the CAO and the applicable
staff.
b) Ensure that all staff who are a member of their department/division /service
area and /or report to them are aware of their responsibilities under this
protocol;
c) Demonstrate support and compliance with this protocol and address any
non - compliance with the protocol;
d) Act as the signing authority or designate a suitably knowledgeable individual
from their area of responsibility as the signing authority for the disposition of
files within their service area.
10. PRINCIPLES GOVERNING THE DISPOSITION OF OFFICIAL RECORDS
a) The following principles govern the disposition of official records:
i) When there are no further business or legal reasons for retaining official
records, they shall be disposed;
ii) Official records pertaining to pending or actual investigation or litigation
shall not be disposed of;
iii) Official records disposed of at the end of a retention period, as well as
drafts and copies of records disposed of on a regular basis, shall be
disposed in a way that preserves the confidentiality of any information they
contain.
b) Official records in the custody or control of the Township shall not be disposed of
unless such records are older than the retention period set out in Schedule "B"
attached hereto. The appropriate Township Senior Manager will be notified in
Page 7 of 8
Appendix " 1" to By -law No. 2013 -116
writing with a complete list of records being prepared pursuant to Section 11(a)
of this protocol.
c) Copies of official records may be disposed of at any time provided that the
original records are being retained in accordance with Schedule "B" attached
hereto.
11. DISPOSITION OF RECORDS
a) The Clerk shall notify the appropriate Township senior manager in writing, of the
scheduled disposition of records, including a list of the records that have exceed
their approved retention period and the scheduled disposition date.
b) The Township senior manager shall notify the Clerk in writing, before the
scheduled disposition date, whether any of the records included in the
disposition notice need to be retained past the scheduled disposition date, and
the reason why such further retention is necessary.
c) Where appropriate and taking into account the principles governing the
disposition of official records, the Clerk shall re- schedule the disposition of any
records listed in the notice referred to in Subsection (b) of this Section for up to
one year later than the scheduled disposition date.
d) Re- scheduling the disposition of any records beyond a one year period requires
written notice from the Township senior manager to the Clerk for each additional
year.
e) If no notice is received under Section 11(b) of this protocol before the scheduled
disposition date, the records shall be deemed to be authorized for disposition by
the Township senior manager, and the Clerk shall provide written approval for
the destruction of any such records.
f) When official records have been disposed of pursuant to this protocol, the Clerk
shall obtain written confirmation of such disposition.
12. DISPOSITION OF ORPHAN DATA
a) Prior to the disposition of orphan data, the Manager of Information Technology
and /or the Clerk shall prepare an image of the directory containing the orphan
data and identify each orphan data file to be destroyed.
b) The Clerk shall approve the orphan data for disposition by signing the printed
image of the directory identifying the orphan data.
c) The Clerk, with the assistance of the Manager of Information Technology, shall
then dispose the approved orphan data.
d) The Clerk shall be responsible for retaining the approval to dispose the orphan
data in accordance with the Records Disposition identified in the Township's
Records and Information Management Protocol.
Page 8 of 8
Tnunrslrip r?f
Pmad 9crtlagr, Exciting Fumre
Schedule "A" to By -law 2013 -116
Records Classification System Page 1 of 54
SCOPE NOTES FOR
PRIMARY SUBJECTS
June 2013
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 Tnuatchip of
c, p'-d HHc it gt, Exciting Curare
Schedule "A" to By -law 2013 -116
Records Classification System Page 2 of 54
SCOPE NOTES FOR
PRIMARY SUBJECTS
June 2013
P PROTECTION AND ENFORCEMENT SERVICES
Includes records regarding the operational functions of law enforcement,
licensing, public protection and fire prevention within the community.
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 equipment. Includes records
on fleet management, mobile equipment, and protective equipment and related
maintenance activities.
Schedule "A" to By -law 2013 -116
Records Classification System Page 3 of 54
SCOPE NOTES FOR ,tune 2013
i,..
Pond HniwgA, E-iring Fut— SECONDARY SUBJECTS
A - ADMINISTRATION
A00 ADMINISTRATION - GENERAL
Includes administrative records which cannot be classified elsewhere. Use only
if no other heading is available.
A01 ASSOCIATIONS AND ORGANIZATIONS
Includes correspondence, minutes, agenda, notices and reports regarding
organizations and associations to which staff belongs or with which they
communicate in the course of their duties.
See also A16 for organizations to which regular communication takes
place with the municipality.
Excludes Membership Fees — see Accounts Payable F01
A02 STAFF COMMITTEES AND MEETINGS
Includes records regarding the activities of staff committees and meetings.
Includes notices of meetings, agenda, minutes, etc. May also include copies of
staff activity reports and miscellaneous staff memos.
Excludes Council Minutes and Agenda — see CO3 -004
Standing Committees — see C05 -006
A03 COMPUTERANFORMATION SYSTEMS
Includes records regarding all types of information systems in use. Includes
computer hardware, computer software, data transmission, system design and
implementation, quality control, office automation and electronic correspondence
management.
Excludes Reports — file by subject
Acquisitions — see Quotations and Tenders F18
A04 CONFERENCES AND SEMINARS
Includes invitations, approvals, agenda, notes on proceedings and other records
regarding conferences, conventions, seminars and special functions attended by
staff or sponsored by the municipality.
Excludes Travel and Accommodation —see A13
Speeches and Presentations — see M08
Employee and Council Expenses — see F09
Ceremonies and Events — see M02
A05 CONSULTANTS
Includes correspondence, proposals, resumes and other documents regarding
the selection, appointment and monitoring of consultants. May include similar
records regarding legal solicitors.
Excludes Reports —file by subject
Quotations and Tenders — see F18
Schedule "A" to By -law 2013 -116
Records Classification System Page 4 of 54
SCOPE NOTES FOR .rune 2013
P,- d ExciN,,R Furore SECONDARY SUBJECTS
A - ADMINISTRATION
A06 INVENTORY CONTROL
Includes inventory statements and reports, and all other records regarding the
control of supplies, fuel and small equipment stock levels.
Excludes Assets — see F06
A07 OFFICE EQUIPMENT AND FURNITURE
Includes records regarding the design and maintenance of owned and leased
office equipment and furniture. Includes copiers, fax, etc.
Excludes Computer Hardware and Software — see Computer /Information
Systems A03
Service Agreements — see Control and Agreements — Simple
L14
Assets — see F06
A08 OFFICE SERVICES
Includes records regarding rates and services provided by courier, mail and
postage firms. Also includes records regarding the inter -office mail system,
internal printing and word processing services.
A09 POLICIES AND PROCEDURES - CURRENT
Includes current policy and procedure manuals, guidelines and directives.
A09A POLICIES AND PROCEDURES - SUPERCEDED
Includes policy and procedure manuals, guidelines and directives that have
been superceded by an updated policy, procedure, guideline or directive.
A10 RECORDS MANAGEMENT
Includes information regarding the management of corporate records,
regardless of medium. Specific records include file listings, feasibility studies
and records centre operations.
Excludes Retention By -law — see C01
Policies and Procedures — see A09
Records Disposition — see A11
All RECORDS DISPOSITION
Includes records regarding the disposition of municipal records. Includes the
disposal method used and forms authorizing and describing the destruction of
records.
Schedule "A" to By -law 2013 -116
Records Classification System Page 5 of 54
Township f SCOPE NOTES June 2013
(9 H1of „ate SECONDARY SUBJECTS
A - ADMINISTRATION
Al2 TELECOMMUNICATIONS SYSTEMS
Includes records regarding all types of telecommunications systems. Includes
telephone systems, facsimile machines, base and mobile stations, towers,
antennae, police and fire communications systems and 911 emergency
systems.
Excludes Licenses — see P09
Assets — see F06
Long Distance Call Records — see Accounts Payable F01
Agreements — see Contracts and Agreements L04 or L14
A13 TRAVEL AND ACCOMMODATION
Includes records regarding travel and accommodation arrangements. Includes
itineraries, maps, authorizations, reservations, rented vehicles and catalogues
and brochures concerning hotels, convention sites and restaurants.
Excludes Employee and Council Expenses — see F09
A14 UNIFORMS AND CLOTHING
Includes records regarding uniforms and special clothing used by municipal staff
members, such as police uniforms, firefighters' clothing and safety clothing used
by utilities operators.
A15 VENDORS AND SUPPLIERS
Includes records regarding vendors and suppliers of goods and services as well
as information about these 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 A07
Fleet Management — see V01
A16 INTERGOVERNMENTAL RELATIONS
Includes correspondence and other records of a general nature regarding the
relationship between the municipality and all other levels of government (such as
telephone numbers, contact names, etc.). May include correspondence to and
from Boards and Commissions.
Where 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 L11
Complaints and Inquiries — see M04
Schedule "A" to By -law 2013 -116
Records Classification System Page 6 of 54
NO
ros,,P� SCOPE NOTES FOR .rune 2013
Pmud Heritage, C-higg Fulu.e SECONDARY SUBJECTS
A - ADMINISTRATION
A18 SECURITY
Includes reports, logs and other records regarding the security of offices /facilities
and properties such as security passes and control of keys.
Excludes Vandalism Reports — see Incident/Reports P05
Computer Security — see Computer /Information Systems A03
A19 FACILITIES CONSTRUCTION AND RENOVATIONS
Includes records for the planning and construction of municipal facilities such as
fire stations, pools, office buildings, arenas, rinks, baseball diamonds and soccer
fields. Includes site meetings, consultants' reports and cost reports, floor plans,
and engineering evaluation reports of water systems. Also includes the
monitoring and planning of renovations to buildings to conform with accessibility
standards in current legislation relating to the accessibility of Township owned
buildings, services and information to disabled persons. Also includes
architectural and engineering drawings.
A20 BUILDING AND PROPERTY MAINTENANCE
Includes records regarding the maintenance of the municipality's buildings and
properties, such as cemeteries, bus terminals, garages, libraries and office
buildings. Includes exterior maintenance of buildings, landscaping, grounds
keeping and grass cutting including records regarding community halls. Also
includes interior design of buildings, including floor layouts, office cleaning and
Engineering evaluation reports of water systems.
Excludes Parks Management — see R04
Recreational Facilities — see R05
A21 FACILITIES BOOKINGS
Includes copies of permits and bookings issued for the rental of recreational and
administrative facilities for specific activities.
Schedule "A" to By -law 2013 -116
Records Classification System Page 7 of 54
SCOPE NOTES FOR ,tune 2013
1 ntnitliipar �
'�`'���xe�� SECONDARY SUBJECTS
Yrnud Nrrim{v, lda�clri,g Pnn�rc
C — COUNCIL, BOARDS AND BY -LAWS
C00 COUNCIL, BOARDS AND BY -LAWS - GENERAL
Includes records regarding Council, Boards and By -laws which cannot be
classified elsewhere. Use only if no other heading is available.
C01 BY -LAWS
Includes final versions of the municipality's by -laws and amendments and
attachments that are legally part of the by -laws.
Excludes Background information —file by subject
By -laws — Other Municipalities — see C01 A
C01 A BY-LAWS— OTHER MUNICIPALITIES
Includes by -laws and amendments from other municipalities.
CO2 BY -LAWS — DRAFTS
Includes draft versions of by -laws of interest.
CO3 COUNCIL AGENDA
Includes notices of meetings and agenda of Council meetings as well as
working notes used in agenda preparation.
C04 COUNCIL MINUTES
Includes minutes of the proceedings of Council meetings. Includes attachments
to the minutes.
Excludes Council Committees — see C05 — C06
Reports to Council — see C11
C05 COUNCIL COMMITTEE AGENDA
Includes notices of meetings and agenda for Committees of Council as well as
working notes used in agenda preparation.
C06 COUNCIL COMMITTEE MINUTES
Includes minutes of Committees of Council meetings. Includes attachments to
the minutes.
C07 ELECTIONS
Includes returned notices, lists of officials, nominations, and information on
polling places and ward boundaries, advertising.
Excludes Election Results — see C07A
Election Ballots — see C07B
C07A ELECTION RESULTS
Includes records regarding final election results.
Schedule "A" to By -law 2013 -116
Records Classification System Page 8 of 54
SCOPE NOTES FOR June 2013
�iMIY�/1litl/itP
r,uaymeRy(�irittng£u< „rc SECONDARY SUBJECTS
C - COUNCIL, BOARDS AND BY -LAWS
C07B ELECTION BALLOTS AND VOTERS LISTS
Includes completed election ballots and voters lists.
C08 GOALS AND OBJECTIVES
Includes records regarding strategic planning, goals and objectives and mission
statements.
C09 MOTIONS AND RESOLUTIONS
Includes final signed versions of resolutions and motions of Council
C10 POLICE VILLAGE ISSUES
Included information regarding all police village matters.
C11 REPORTS TO COUNCIL
Includes records regarding all departmental Reports to Council.
C12 APPOINTMENTS TO BOARDS AND COMMITTEES
Includes records regarding appointments by Council of staff, Council members
and others to various Boards and/or Committees.
C13 MOTIONS AND RESOLUTIONS— OTHER MUNICIPALITIES
Includes records regarding motions and resolutions received from other
municipalities /boards /agencies.
Schedule "A" to By-law 2013 -116
Records Classification System Page 9 of 54
SCOPE NOTES FOR .rune 2013
7' "Itshipef,
11—d Heritage, E'xdting Future SECONDARY SUBJECTS
D — DEVELOPMENT AND PLANNING
D00 DEVELOPMENT AND PLANNING - GENERAL
Includes records regarding development and planning which cannot be
classified elsewhere. Use only if no other heading is available.
D01 DEMOGRAPHIC STUDIES
Includes records regarding trends in population growth, census reports and
density studies. Also includes records regarding the type, level and rate of
growth of employment, unemployment statistics, composition of the workforce,
etc.
Excludes Vital Statistics —see L12
D02 ECONOMIC DEVELOPMENT
Includes records regarding the field of Economic Development, Industrial
Development and the growth of the economy. Includes studies, statistics,
projections, etc.
Excludes Demographic Studies — see D01
Residential Development — see D04
Tourism — see D06
D03 ENVIRONMENT PLANNING
Includes records regarding general types of environmental studies with a long
range planning emphasis, such as storm drainage and flood control planning,
parks and open spaces planning, waste management planning and government
legislated renewable energy projects.
Excludes Environmental Monitoring — see E05
Waste Management — See E07
D04 RESIDENTIAL DEVELOPMENT
Includes records regarding the availability of housing. Includes general
assessments of the need for affordable housing, occupancy rates, housing cost
statistics, etc. Includes monthly Building Department reports.
D05 NATURAL RESOURCES
Includes records regarding the management and preservation of forests,
records regarding the characteristics of various mineral as well as mineral
deposits and other natural resources information including gravel pit license
applications, etc.
D06 TOURISM
Includes records regarding the tourism industry and efforts made to promote
and encourage tourism such as the use of the municipality as a convention site
or special event.
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Records Classification System Page 10 of 54
4 SCOPE NOTES FOR June 2013
� rm��%vl�lec�o�rte
P—d idrdwgc, Exti,iag l.ww, SECONDARY SUBJECTS
D - DEVELOPMENT AND PLANNING
D07 CONDOMINIUM PLANS
Includes records regarding the approval of plans of condominiums. Includes
drawings, technical reports, correspondence, written comments, working notes
and background information and applications.
D08 OFFICIAL PLANS AND SECONDARY PLANS
Includes the official plan, containing detailed objectives and policies concerning
the planning, development and redevelopment of specific planning districts.
Excludes Official Plan Amendment Applications — see D09
D09 OFFICIAL PLAN AMENDMENT APPLICATIONS AND SECONDARY PLANS
Includes applications to amend the official plan, approved amendments to the
official plan, and secondary plans and amendments. Also includes background
reports, staff reports, notices, planning studies related to proposed
amendments, resolutions and decisions.
Excludes OMB Decisions — see Appeals and Hearings L01
D10 SEVERANCES
Includes records regarding the granting of severances to parcels of land.
D11 SITE PLAN CONTROL
Includes records regarding the provision of services to individual land sites.
Includes water, sewage, utility approvals, comments and correspondence. Alsc
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 L04
D12 SUBDIVISION PLANS
Includes records regarding the approval of plans of subdivisions (both
residential and commercial). Includes drawings, technical reports,
correspondence, written comments, working notes and background information.
Includes clearance letters, draft approved plans and "red line" revisions,
applications, registered plans and changes to approved plans.
Excludes Subdivision Agreements — see Contracts and Agreements —
under seal L04
D13 VARIANCES
Includes records regarding the granting of variances in land use from existing
zoning regulations.
Excludes Budget Variances — see Budgets and Estimates F05
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Records Classification System Page 11 of 54
e SCOPE NOTES FOR .rune 2013
11—dli imggExd$agkarate SECONDARY SUBJECTS
D — DEVELOPMENT AND PLANNING
D14 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 C01
Variances — see D13
D15 EASEMENTS
Includes all records on Rights of Way and Easements concerning municipal
ownership of private lands in order to maintain public services such as water
and sewer lines that cross private property. Also includes records regarding all
Township waterfront right of ways.
Excludes Original Agreements — see Contacts and Agreements — under
seal L04
D16 ENCROACHMENTS
Includes all records regarding private properties and buildings, etc. encroaching
on municipal lands. Also includes surveys and any other related
documentation.
Excludes Original Agreements — see Contacts and Agreements — under
seal L04
Original Encroachment By -laws — see By -laws C01
D17 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.
D18 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 D02
D19 REFERENCE PLANS
Includes Registered Plans, site plans, property survey plans as received from
Registry Office. Also includes Engineering Drawings.
D20 MUNICIPAL ADDRESSING SYSTEM, G.I.S., BASE MAPPING
Includes records regarding Ontario Base Mapping, requests for and assignment
of new subdivision and other street names and numbers and Geographical
Information Systems.
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Records Classification System Page 12 of 54
SCOPE NOTES FOR June 2013
11— dN„„oge,,;xt;,;,,F,:ww,. SECONDARY SUBJECTS
D — DEVELOPMENT AND PLANNING
D21 INDUSTRIAUCOMMERCIAL 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.
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Records Classification System Page 13 of 54
SCOPE NOTES FOR June 2013
Oi��ai��/ °rrte' SECONDARY SUBJECTS
11—d tfaiiagt, Exciting fir�rrrt
E - ENVIRONMENTAL SERVICES
E00 ENVIRONMENTAL SERVICES - GENERAL
Includes records regarding environmental services which cannot be classified
elsewhere. Use only if no other heading is available.
E01 SANITARY SEWERS
Includes records regarding the design, construction and maintenance of sanitary
sewers and septic systems. Includes specifications and monitoring of
municipally owned communal septic and sewage systems.
Excludes Waste Management — see E07
Storm Sewers — see E02
Treatment Plans — see E03
E01A SEPTIC MAINTENANCE PROGRAM
Includes records regarding the administration of the Septic Maintenance
Program, including specifications and monitoring of private on -site sewage
systems.
Excludes Sanitary Sewers — see E01
Storm Sewers — see E02
Treatment Plans — see E03
E02 STORM SEWERS
Includes records regarding the design, construction and maintenance of storm
sewers and storm water management ponds.
E03 TREATMENT PLANS
Includes records regarding the operation of treatment and pumping stations and
lagoons.
Excludes Water Pumping Stations — see Water Works E08
E04 TREES
Includes records regarding tree removal, planting, trimming, pruning and tree
preservation.
E05 ENVIRONMENTAL MONITORING
Includes records regarding the routine monitoring of water quantity and air
quality as well as responses to interference with quality or quantity. Also
includes monitoring and control of creeks and floods, weeds, noise, erosion, top
soil and storm water.
Excludes By -law Enforcement — see P01
Complaints and Inquiries — see M04
Conservation Authorities — see Intergovernmental Relations A16
Water Quality — see E10
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Records Classification System Page 14 of 54
SCOPE NOTES FOR
-��- -� June 2013
C9i ° "v���' et�orrte
Y, dH- imc,rxi1tingFwwr SECONDARY SUBJECTS
E — ENVIRONMENTAL SERVICES
E06 UTILITIES
Includes records regarding utility services provided to residents. Includes
telephone lines, gas mains, power lines, etc.
Excludes Site Plans — see Site Plan Control D11
E07 WASTE MANAGEMENT
Includes records regarding the collection and disposal of waste. Includes landfill
site records, recycling, energy from waste, source separation, collection
services and composting.
Excludes Sanitary Sewers — see E01
Environment Planning — see D03
E08 WATER WORKS
Includes records regarding the design, construction and maintenance of water
mains, tanks, pipelines and related facilities and equipment including water
meters.
E09 DRAINS
Includes records regarding the design, construction and maintenance of rural
drains. Also includes engineer reports, petitions, assessments, general
specifications and correspondence. May include convenience copies of
tenders, by -laws and grants.
Excludes Tile Drainage Loans — see Debentures and Bonds F08
E10 WATER QUALITY AND QUANTITY— MUNICIPAL SYSTEMS
Includes records regarding the routine testing, control and monitoring of water
quality for municipal water systems.
E11 STORM WATER QUALITY
Includes certificate of approvals, records and monitoring of municipal storm
water management facilities.
E12 WATER TEST RESULTS AND REPORTS
Includes records from laboratory regarding weekly bacterial samples of water
from municipal water systems and community halls and quarterly chemical
analysis. Also includes water sample results from public swimming areas.
E13 LAKESHORE IMPROVEMENTS
Includes records regarding shoreline rehabilitation.
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Records Classification System Page 15 of 54
,o wsl,,p�f SCOPE NOTES FOR June 2013
"�udr��
Pmud Floit �cc4 4xci[!ng 1:.t— SECONDARY SUBJECTS
¢
E — ENVIRONMENTAL SERVICES
E14 DRINKING WATER QUALITY MANAGEMENT STANDARD (DWQMS)
Includes records regarding internal audits, Ministry Audits, DWQMS Information,
drinking water works permits and municipal drinking water licenses,
management reviews, DWQMS Accreditation, and Financial Plan
Excludes Water Quality and Quantity — see E10
Water Test Results and Reports — see E12
Schedule "A" to By -law 2013 -116
Records Classification System Page 16 of 54
SCOPE NOTES FOR June 2013
✓�..�.ex�rtter
Pmnd Haitag4 C:rr � itiq Ful"c SECONDARY SUBJECTS
F - FINANCE AND ACCOUNTING
F00 FINANCE AND ACCOUNTING - GENERAL
Includes records regarding finance and accounting which cannot be classified
elsewhere. Use only if no other heading is available.
F01 ACCOUNTS PAYABLE
Includes records documenting funds payable by the municipality, such as paid
invoices, rebates, payable reports, membership fees and telephone bills.
F02 ACCOUNTS RECEIVABLE
Includes records documenting funds owing to the municipality, such as invoices,
billing listings and recoveries reports. Includes tax, water, rent receivables and
overdue taxes. This category also contains information on tax rebate programs
available to members of the public
Excludes Write Offs — see F23
F03 AUDITS
Includes records regarding internal and external financial audits of accounts.
Excludes Operation Audits — see relevant subject
Audited Financial Statements — see Financial Statements F10
F04 BANKING
Includes records regarding banking transactions and relationships with banks.
Includes bank statements, bank reconciliations and deposit records.
Excludes Banking Proposals— see Quotations and Tenders F18
F05 BUDGETS AND ESTIMATES
Includes departmental and corporate budgets, both capital and operating.
Includes all working notes, calculations and background documentation. Also
includes Budget Variances, Assessment Analysis and other budgets which
affect taxation.
F06 ASSETS
Includes records regarding current and fixed assets. Includes inventories as
well as records of initial expenditure, depreciation, amortization and disposal.
Excludes Land Acquisition and Sale — see L07
F07 CHEQUES
Includes all cancelled cheques issued. Also includes cheque requisitions,
cheque listings, and supporting documents used to authorize issuance of
cheques.
Excludes Banking — see F04
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Records Classification System Page 17 of 54
SCOPE NOTES FOR June 2013
Y,owdFf ,it r.rw;t;„g,:aw SECONDARY SUBJECTS
F — FINANCE AND ACCOUNTING
F08 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
F09 EMPLOYEE AND COUNCIL EXPENSES
Includes travel and meeting expense statements and all receipts submitted by
employees or Council and Committee members to substantiate expense claims.
F10 FINANCIAL STATEMENTS /FINANCIAL INFORMATION RETURN
Includes the Balance Sheet, Income Statement and Statement of Source and
Application of Funds.
Excludes Working Papers — see Financial Information Return — Working
Papers — F1 OA
F10A FINANCIAL INFORMATION RETURN —WORKING PAPERS
Includes all working notes, calculations, trial balance and background
documentation for preparation of the Financial Information Return.
F11 GRANTS AND LOANS
Includes records regarding revenue generated in the form of grants -in -lieu,
provincial and federal grants, loans and subsidies. Also includes submission,
acknowledgements, reports, road subsidies and tax rebate programs. Includes
grants provided through budget deliberations.
F12 INVESTMENTS
Includes records regarding the municipality's investments, term deposits and
promissory notes.
F13 JOURNAL VOUCHERS
Includes completed journal voucher forms, input forms and all background
documentation used to substantiate journal entries.
F14 SUBSIDIARY LEDGERS, REGISTERS AND JOURNALS
Includes all subsidiary ledgers, registers and journals such as Payment and
Receipt Journals and Debenture Registers.
Excludes Documents and vouchers used to support entries — see relevant
subject in this Primary
Payroll Registers — see Permanent Payroll Records — F26
F15 GENERAL LEDGERS AND JOURNALS
Includes all records in the Books of Original Entry.
pmud hYCi[ing ham,
Schedule "A" to By -law 2013 -116
Records Classification System
SCOPE NOTES FOR
SECONDARY SUBJECTS
F - FINANCE AND ACCOUNTING
Page 18 of 54
June 2013
F16 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
T4's — see Permanent Payroll Records F26
Time Sheets — see Attendance and Scheduling H01
F17 PURCHASE ORDERS AND REQUISITIONS
Includes purchase orders and requisitions, blanket orders, and all background
documentation authorizing the procurement of goods and services.
Excludes Quotations and Tenders —see F18
F18 QUOTATIONS AND TENDERS
Includes records regarding quotations and tenders obtained from suppliers of
goods and services. Includes Requests for Proposal, Invitations to Tender,
Proposals, Tender Submissions, Pre - qualifications and all documentation
regarding the selection process.
Excludes Successful Quotations and Tenders — see Contacts and
Agreements — under seal L04
F19 RECEIPTS
Includes receipts issued for payment of items such as parking tickets, rentals,
taxes, community hall receipts and tax certificates.
F20 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.
F21 REVENUES
Includes records regarding the generation of revenues other than assessment
taxes and water receivables, such as fees from applications for severance,
parking tickets, lot levies, development charges, police escort fees and auction
sales.
Excludes Accounts Receivable — see F02
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Records Classification System Page 19 of 54
SCOPE NOTES FOR June 2013
PmuJ t(critat. hrti[;ng l:r,urt SECONDARY SUBJECTS
F - FINANCE AND ACCOUNTING
F22 TAX ROLLS AND RECORDS
Includes taxation records of long term importance, such as assessment rolls
and tax collector's rolls.
Excludes Accounts Receivable — see F02
Tax Sale Records — see F22A
Tax Registration — No Sale — see F22B
F22A TAX SALE RECORDS
Includes records regarding tax registration where a sale of the property has
occurred, including tax arrears register cards and tax sale deeds.
F22B TAX REGISTRATION — NO SALE
Includes records regarding tax registration where no sale of the property has
occurred, including tax arrears register cards.
F23 WRITE OFFS
Includes accounts receivable that have been written off as uncollectible. Also
includes records of bankruptcies and tax adjustments.
Excludes Accounts Receivable — see F02
F24 TRUST FUNDS
Includes records regarding funds established by the municipality for money held
in trust, such as bequests and Ontario Home Renewal Program (OHRP), etc.
F25 SECURITY DEPOSITS
Includes development deposits, letters of credit, proof of insurance when
required and records of monies held as security (i.e. performance bonds).
F26 PERMANENT PAYROLL RECORDS
Includes T4's, OMERS and Payroll Registers.
F27 PROPERTY ASSESSMENT NOTICES
Includes yearly assessment notices received from Municipal Property
Assessment Corporation (MPAC).
Schedule "A" to By -law 2013 -116
Records Classification System Page 20 of 54
SCOPE NOTES FOR ,tune 2013
1'�'
Y'oud HrooiFt, Exriibrg uturc SECONDARY SUBJECTS
H — HUMAN RESOURCES
H00 HUMAN RESOURCES - GENERAL
Includes records regarding human resources which cannot be classified
elsewhere. Use only if no other heading is available.
H01 ATTENDANCE AND SCHEDULING
Includes records regarding employee attendance, shift scheduling, vacation
schedules, hours of work, etc.
Excludes Payroll — see F16
H01A ATTENDANCE AND SCHEDULING —VOLUNTEER FIREFIGHTERS
Includes records regarding the activities of volunteer firefighters such as,
attendance at emergency calls, hall clean up, truck checks, and attendance at
fire related functions or meetings.
Excludes Payroll — see F16
H02 BENEFITS
Includes brochures, rates, quotes, correspondence and explanatory documents
regarding benefits offered to employees, such as group insurance and dental
plans.
Excludes Payroll — see F16
Pension Records — see H 10
H03 EMPLOYEE RECORDS
Includes records regarding the employment history of municipal employees.
Includes initial resumes and applications, performance evaluations,
correspondence with the employee, employee assistance. Includes full -time,
part-time and student employees.
H03A EMPLOYEE RECORDS — DRIVER ABSTRACTS
Includes Driver Abstracts for employees, Members of Council, Volunteer
Firefighters
H04 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 S08
Accidents of the Public — see Incident/Accident Reports P05
H05 HUMAN RESOURCE PLANNING
Includes records of succession planning, executive placement, retirement
programs, staff turnover rates, annual hire /promotion targets, recruitment
freezes, employment equity, performance management and related records.
Excludes Employee Records — see H03
Schedule "A" to By -law 2013 -116
Records Classification System Page 21 of 54
SCOPE NOTES FOR June 2013
W, wsh
llwud Hoimg,, Exciting Fwau SECONDARY SUBJECTS
H — HUMAN RESOURCES
H06 JOB DESCRIPTIONS
Includes job descriptions and specifications as well as background information
used in their preparation or amendment.
H07 LABOUR RELATIONS
Includes records regarding the relationship between labour and management.
Includes collective bargaining, correspondence with unions and negotiations.
Excludes Grievances — see Grievances H07A
Collective Agreement — see Contacts and Agreements — under
seal L04
H07A GRIEVANCES
Includes records regarding grievances filed by unionized staff and all supporting
documentation.
Excludes Labour Relations — see Labour Relations H07
Collective Agreement — see Contracts and Agreements — under
seal L04
H08 ORGANIZATION
Includes records regarding reporting relationships, re- organization,
organizational analysis and organization charts.
Excludes Job Descriptions — see H06
H09 SALARY PLANNING
Includes records regarding the planning and scheduling of salaries, such as job
evaluations, skills assessments, position mandates, job classification systems,
salary surveys and schedules.
Excludes Employee Records — see H03
Pay Equity — see H13
H10 PENSION RECORDS
Includes records detailing pension obligations due to individuals under OMERS.
Excludes Deductions — see Payroll F16
General information on Pensions — see Benefits H02
Payments made to OMERS — see Accounts Payable F01
H11 RECRUITMENT
Includes records regarding the recruitment of staff. Includes job postings,
copies of advertisements, records regarding competitions and unsuccessful
applications.
H11A RESUMES- UNSOLICITED
Includes unsolicited resumes received by the municipality.
P—d Henirtgq t"xCidng Durum
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Records Classification System
SCOPE NOTES FOR
SECONDARY SUBJECTS
H - HUMAN RESOURCES
Page 22 of 54
June 2013
H11 B RECRUITMENT — VOLUNTEER FIREFIGHTERS
Includes records regarding the recruitment of volunteer firefighters. Includes
copies of advertisements, records regarding competitions and unsuccessful
applications.
H12 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 H03
H12A TRAINING AND DEVELOPMENT— VOLUNTEER FIREFIGHTERS
Includes all training documents for Volunteer Firefighters.
Excludes Employee Records - see H03
H13 PAY EQUITY
Includes final Pay Equity documentation and any reference material retained
regarding issues related to pay equity.
Schedule "A" to By -law 2013 -116
Records Classification System Page 23 of 54
SCOPE NOTES FOR
June 2013
CI�Yr�.�lr�a�te SECONDARY SUBJECTS
Ymud Hr fq" Ex'i(inp puma
L - LEGAL AFFAIRS
L00 LEGAL AFFAIRS - GENERAL
Includes records regarding legal affairs which cannot be classified elsewhere.
Use only if no other heading is available.
L01 APPEALS AND HEARINGS
Includes all transcripts and related documentation regarding appeals, hearings
and legal proceedings. Includes final judgments. Includes zoning appeals,
official plan appeals and Committee of Adjustment appeals. Also includes
orders issued by regulatory bodies and boards.
Excludes Litigation — see Claims Against the Municipality L02 or Claims
By the Municipality L03
L02 CLAIMS AGAINST THE MUNICIPALITY
Includes all liability claims made by other parties against the municipality.
Excludes Appeals and Hearings — see L01
L03 CLAIMS BY THE MUNICIPALITY
Includes all liability claims made against other parties by the municipality.
Excludes Appeals and Hearings — see L01
L04 CONTRACTS AND AGREEMENTS — UNDER SEAL
Includes all agreements entered into by the municipality. Includes construction
contracts, collective agreements, site plan agreements and subdivision
agreements. Also includes agreements regarding easements, encroachments,
area ways and laneways.
Excludes Office Equipment Maintenance Agreements — see Contracts and
Agreements — Simple L14
Contracts regarding Land — see Land Acquisition and Sale L07
Insurance Policies — see L06
L05 INSURANCE APPRAISALS
Includes appraisals of municipal property for insurance purposes.
L06 INSURANCE POLICIES
Includes municipal insurance policy documents, such as vehicle, liability, theft
and fire insurance.
Excludes Employee Group Insurance — see Benefits H02
Third Part Contracts — see Contracts and Agreements — under
seal L04
Schedule "A" to By -law 2013 -116
Records Classification System Page 24 of 54
by SCOPE NOTES FOR .tune 2013
rwu«ve(,
SECONDARY SUBJECTS
Proed He itge, )"Xd bng Fw wr
L — LEGAL AFFAIRS
L07 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,
appraisals and lifting of reserve blocks.
L08 OPINIONS AND BRIEFS
Includes copies of opinions and briefs prepared by the municipality's legal
counsel on specific issues and by -laws.
L09 PRECEDENTS
Includes records regarding judgments and decisions which may affect the
municipality's position in actual or potential legal matters.
L10 FEDERAL LEGISLATION
Includes records regarding bills, acts and regulations enacted by the Parliament
of Canada which affect or are of interest to the municipality.
L11 PROVINCIAL LEGISLATION
Includes records regarding bills, acts and regulations enacted by the Ontario
Legislature which affect or are of interest to the municipality.
L12 VITAL STATISTICS
Includes registers of births, deaths and marriages.
Excludes Population Statistics — see Demographic Studies D01
L13 PROSECUTIONS
Includes records regarding prosecutions to enforce by -laws and federal and
provincial legislation.
Excludes Appeals and Hearings — see L01
By -law Enforcement — see P01
L14 CONTRACTS AND AGREEMENTS —SIMPLE
Includes contracts and agreements not under corporate seal, such as
equipment rental and service contracts and vehicle lease agreements.
L15 TITLE SEARCHES
Includes records regarding title searches prepared for the municipality.
L16 ROAD CLOSURES AND SALES
Includes records regarding the stop up and closure and possible conveyance of
roads, alleys and allowances. Includes leases, deeds and appraisals.
Schedule "A" to By -law 2013 -116
Records Classification System Page 25 of 54
SCOPE NOTES FOR June 2013
loHAip of ,
SECONDARY SUBJECTS
Pnu4tfs+tuggExtitYtifmnre M - MEDIA AND PUBLIC RELATIONS
M00 MEDIA AND PUBLIC RELATIONS - GENERAL
Includes records regarding media and public relations which cannot be
classified elsewhere. Use only if no other heading is available.
M01 ADVERTISING
Includes records regarding public advertising in magazines, newspapers, radio,
television and transit.
Excludes News Releases — see M06
Recruitment — see H11
Elections — see C07
M02 CEREMONIES AND EVENTS
Includes records regarding participation in special events, openings and
anniversaries, such as Remembrance Day, Canada Day and Winter Carnival.
Also includes invitations to the events and records regarding the set -up and
running of special events and plaques presented and received.
M02A PHOTOGRAPHS OF CEREMONIES AND EVENTS
Includes photographs of special events, openings and anniversaries, such as
Remembrance Day, Canada Day, Park Openings, Inaugurals, etc.
M02B GUEST BOOKS AND REGISTERS
Includes guest books and registers of special events, openings and
anniversaries such as, park openings, dedications etc.
M03 CHARITABLE CAMPAIGNS /FUND RAISING
Includes records relating to municipal donations to charitable or non - profit
groups which are processed outside of budget deliberations and includes
records regarding the raising of funds and donations for the municipality, for
municipality run programs or for other charitable organizations. This would
include the United Way, Cancer Fund, community interest groups, etc.
Excludes Receipts — see F19
M04 COMPLAINTS, COMMENDATIONS AND INQUIRIES
Includes records regarding complaints, commendations, requests 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 A17
By -law Enforcement — see P01
Investigations - see P08
Schedule "A" to By -law 2013 -116
Records Classification System Page 26 of 54
SCOPE NOTES FOR .tune 2013
0r SECONDARY SUBJECTS
rawerR.,�r1:Nrr M — MEDIA AND PUBLIC RELATIONS
M05 MEDIA CLIPPINGS AND COVERAGE
Includes clippings from newspapers, information from journals and other printed
media.
Excludes Clippings used as reference material - see relevant subject
M06 NEW RELEASES /NEWSLETTERS
Includes background notes and final versions of news releases issued. Includes
messages for inclusion in special event programs.
M07 PUBLICATIONS
Includes typed manuscripts, artworks, printed copies and related records
regarding the Township publications including, tourism information, trade shows,
current events, industrial directories, business directories and maps. May
include annual reports of a non - financial nature.
M08 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 M05
News Releases - see M06
M09 VISUAL IDENTITY AND INSIGNIA
Includes records regarding the standards which apply to graphic designs in the
interest of establishing a Visual Identity Program. Includes logo and letterhead
design, signage, vehicle identification, etc. Also includes records regarding
corporation insignia and seals of office.
M10 CUSTOMER SERVICES AND SURVEYS
Includes records pertaining to improving public access to Township services
and information about those services, such as Client Service Centres, satellite
business centres, extended business hours, unmanned information booths,
Customer Services Directory, Also includes quality service indicators and citizen
surveys, etc.
Excludes Goals and objectives - see C08.
Advertising - see M01.
Publications - see M07.
News Releases — see M06
Schedule "A" to By -law 2013 -116
Records Classification System Page 27 of 54
J SCOPE NOTES FOR ,June 2013
C9i"�f SECONDARY SUBJECTS
.Proud Htritaer, }_- xdting lutura
M - MEDIA AND PUBLIC RELATIONS
M11 ELECTRONIC INFORMATION AND SOCIAL MEDIA
Includes records of the electronic delivery and disbursement of information
pertaining to Township services including website, email bulletins and social
media.
Schedule "A" to By -law 2013 -116
Records Classification System Page 28 of 54
SCOPE NOTES FOR June 2013
SECONDARY SUBJECTS
P — PROTECTION AND ENFORCEMENT
SERVICES
P00 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.
P01 BY -LAW ENFORCEMENT
Includes records of municipal efforts to enforce by -laws, such as parking
infractions, pest control, smoking, etc.
Excludes Environmental Monitoring — see E05
Fenceviewing — see Investigations P08
Inspections — see Health Inspections — P07
Investigations — see P08
Prosecutions — see L13
P02 DAILY OCCURRENCE LOGS
Includes logs maintained of daily occurrences such as, transportations services
logs, municipal law enforcement note books, police dispatches or fire assistance
calls.
P03 EMERGENCY PLANNING — CURRENT PLAN
Includes records regarding the planning and rehearsal of emergency measures.
Excludes 911 Central Dispatch — see Telecommunication Systems Al2
P03A EMERGENCY PLANNING — SUPERCEEDED
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 HAZARDOUS MATERIALS
Includes information and reports on chemicals and substances that pose fire
hazards. Also includes records dealing with toxic substances control,
transportation, spills and effects related to hazards from other companies,
agencies, etc.
Excludes Staff Safety Training — see Public Health S08
P05 INCIDENT /ACCIDENT REPORTS
Includes vandalism and security incident reports and reports of accidents that
occur at recreational facilities and other municipal properties involving the
public.
Excludes Accidents of Municipal Staff — see Health and Safety H04
Security — see A18
Vehicle Accidents — see Fleet Management V01
Schedule "A" to By -law 2013 -116
Records Classification System
` SCOPE NOTES FOR
SECONDARY SUBJECTS
y","d 'Ex"finglwiw P — PROTECTION AND ENFORCEMENT
SERVICES
P06 BUILDING INSPECTIONS
Includes fire prevention inspection reports.
Excludes By -law Enforcement — see P01
P06A FIRE SAFETY PLANS
Page 29 of 54
June 2013
Includes records regarding Fire Safety Plans required under the Ontario Fire
Code.
Excludes Fire Prevention Inspection Reports —
see Building Inspections - P06
P07 HEALTH INSPECTIONS
Includes health inspection reports conducted on private, public and commercial
properties, such as restaurants and slaughterhouses.
P08 INVESTIGATIONS
Includes records of investigations pertaining to law enforcement, traffic
accidents and firefighting activities, Crimestoppers, Building permit violations,
fenceviewing and general fire department files.
Excludes By -law Enforcement — see P01
P09 LICENSES
Includes records regarding licenses administered by or required by the
municipality, or required by the province, such as liquor, kennels, taxis, quarries,
etc.
Excludes Dog Licenses - see P09A
Lotteries —see P17
Marriage Licenses — see Vital Statistics L12
P09A DOG LICENSES
Includes records regarding dog licenses administered by or required by the
municipality, or required by the province
Excludes Liquor, kennels, taxi, quarries, etc — see P09
Lotteries — see P17
Marriage Licenses — see Vital Statistics L12
Schedule "A" to By -law 2013 -116
Records Classification System Page 30 of 54
F SCOPE NOTES FOR .rune 2013
SECONDARY SUBJECTS
P — PROTECTION AND ENFORCEMENT
SERVICES
P09B TOWING LICENSES
Includes records regarding licenses administered by or required by the
municipality for towing companies, tow truck owners /operators and tow truck
drivers.
Excludes Dog Licenses - see P09A
Lotteries —see P17
Marriage Licenses — see Vital Statistics L12
Liquor, kennels, taxi, quarries, etc — see P09
P10 BUILDING AND STRUCTURAL INSPECTIONS AND PERMITS
Includes permits issued to builders, contractors and residents giving them
permission to build or renovate. Also includes any inspection reports, plans
submitted and background documentation provided.
P11 PERMITS - OTHER
Includes applications and permits that the municipality issues giving permission
to hold special events, topsoil removal, entrance permits onto municipal
roadways, transport oversize loads, erect signs, park on the street and other
purposes.
Excludes Building Permits —see P10
P12 LOTTERY ORGANIZATIONAL INFORMATION
Includes records regarding organizations that apply for lottery licenses that are
filed once by the hosting organization.
P13 LOTTERY ORGANIZATIONS' ANNUAL REPORTS
Includes records regarding organizations that apply for lottery licenses that are
required to be filed on an annual basis, such as annual budgets.
P14 ANIMAL CONTROL
Includes records regarding the control of household pets, strays, livestock and
wildlife. Also includes animal control officers' reports and rabies documentation.
Also includes records regarding the Ontario Wildlife Damage Compensation
Program and Protection of Livestock and Poultry from Dogs Act.
Excludes Dog Licenses — see Licenses P09
P15 COMMUNITY PROTECTION PROGRAMS
Includes records regarding protection and crime. May include information and
brochures on programs such as Neighbourhood Watch, Block Parents, Police
Walk, Fire Prevention and Education, etc.
Schedule "A" to By -law 2013 -116
Records Classification System Page 31 of 54
tea:.
SCOPE NOTES FOR June 2013
Wm, hipo�
SECONDARY SUBJECTS
Pmwd Herilag" Exdlinp 1,04 -` P — PROTECTION AND ENFORCEMENT
SERVICES
P16 POLICE SERVICES
Includes records regarding police protection services provided to the
community.
P17 LOTTERIES
Includes records regarding the operation and licensing of lotteries, including
raffles, break -open and bazaar.
Schedule "A" to By -law 2013 -116
Records Classification System Page 32 of 54
- SCOPE NOTES FOR June 2013
r'�a1%12u�onte
,�p.,drarrirq�.r,artsl = urG SECONDARY SUBJECTS
R - RECREATION AND CULTURE
R00 RECREATION AND CULTURE - GENERAL
Includes records regarding recreation and culture which cannot be classified
elsewhere. Use only if no other heading is available.
R01 HERITAGE PRESERVATION
Includes records regarding heritage and historical development, including
designations of buildings, districts and cemeteries.
Excludes By -laws — see C01
R02 LIBRARY SERVICES
Includes circulation lists, recommendations for additions to library collections,
information searches, inter - library loan requests and more general records
regarding the operation of libraries.
R03 MUSEUM AND ARCHIVAL SERVICES
Includes registers of holdings, museum programming, activity reports, historical
society holdings, archival operations, conservation information and related
records.
Excludes Records Centre Operations —see Records Management A10
Records of Archival Value — see appropriate subject
R04 PARKS MANAGEMENT
Includes correspondence, descriptions, reports and other records dealing with
the management, design, set -up, landscaping, playground equipment and
maintenance of specific municipal parks. Includes maps, plans and information
on boat ramps and walkways.
Excludes Building and Property Maintenance — see A20
R05 RECREATIONAL FACILITIES
Includes correspondence, descriptions, reports and other records dealing with
the management and operation of specific municipal recreational facilities, such
as arenas, rinks, pools, baseball diamonds and soccer fields.
Excludes Facilities Construction — see A19
Building and Property Maintenance — see A20
R06 RECREATIONAL PROGRAMMING
Includes correspondence, policies, applications, registrations and general
information regarding the development and delivery or recreational programs to
the community, such as youth, sport and fitness, adult education, crafts and
other programs.
Schedule "A" to By -law 2013 -116
Records Classification System Page 33 of 54
7 } SCOPE NOTES FOR .tune 2013
Imnrt<hiy of
SECONDARY SUBJECTS
Heed Naiiq . 13x66Hg forum
R — RECREATION AND CULTURE
R07 RECREATION MASTER PLAN AND SECONDARY STUDIES
Includes final versions of Recreation Master Plans and Secondary Studies, as
well as all background information.
Schedule "A" to By -law 2013 -116
Records Classification System Page 34 of 54
_ SCOPE NOTES FOR June 2013
7imlt <Gq of , �*-
SECONDARY SUBJECTS
S- SOCIAL AND HEALTH CARE
SERVICES
S00 SOCIAL AND HEALTH CARE SERVICES - GENERAL
Includes records regarding social and health care services which cannot be
classified elsewhere. Use only if no other heading is available.
S01 NOT CURRENTLY IN USE
S02 NOT CURRENTLY IN USE
S03 NOT CURRENTLY IN USE
SO4 SOCIAL ASSISTANCE PROGRAMS
Includes general program information regarding social assistance programs
available to residents. Also includes general resource information used in
counseling recipients of social assistance and information pertaining to
Employment Support Programs and Community Support Services.
S05 NOT CURRENTLY IN USE
S06 NOT CURRENTLY IN USE
S07 CHILDREN'S SERVICES
Includes general program information regarding programs benefiting
developmentally handicapped children, abused children and other children's
programs. Also includes general resource information used in counseling
children and parents involved in these programs.
S08 PUBLIC HEALTH
Includes records regarding public health programs such as health and safety
education, school health programs, family planning and disease control including
immunization.
S09 CEMETERY RECORDS
Includes burial permits, maps, plot ownership records, interment registers and
indexes for municipal cemeteries.
Excludes Building and Property Maintenance — see A20
Schedule "A" to By -law 2013 -116
Records Classification System Page 35 of 54
SCOPE NOTES FOR June 2013
. 7mtaulriJ >af ��'/
SECONDARY SUBJECTS
11-4 Rnit.gr, b'x,i tng Future
T - TRANSPORTATION SERVICES
T00 TRANSPORTATION SERVICES - GENERAL
Includes records regarding transportation services which cannot be classified
elsewhere. Use only if no other heading is available.
T01 ILLUMINATION
Includes records and studies regarding the installation and repair of equipment
used to illuminate roads such as street lights, pedestrian crossover lights, etc.
Also includes records on power consumption.
T02 PARKING
Includes records and studies regarding municipal parking issues, such as
handicapped parking, lot and garage operations, fire routes and employee
parking.
T03 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.
T04 ROAD CONSTRUCTION
Includes records and studies regarding construction projects on roads. Includes
the construction of new roads and major improvements to existing roads, such
as resurfacing, widening, bridges, etc.
Excludes Road Design and Planning — see T05
Routine maintenance an minor improvements — see Road
Maintenance T06
T05 ROAD DESIGN AND PLANNING
Includes estimates, studies and other records regarding the design and planning
of specific road construction projects. Also includes design of curbs and
sidewalks, cycle ways, footpaths, walkways, etc.
T06 ROAD MAINTENANCE
Includes records and studies regarding the inspection and maintenance of roads.
Includes the installation of culverts, minor repairs to the road surfaces, curbs and
sidewalks, cycle ways, footpaths, walkways, etc. Also includes grading, plowing
and sanding of roads and snow removal and cleaning.
T07 SIGNS AND SIGNALS
Includes records and studies regarding the manufacture and installation of signs
and signals.
Excludes Visual Identity Program — see Visual Identity and Insignia M09
Schedule "A" to By -law 2013 -116
Records Classification System Page 36 of 54
-°- SCOPE NOTES FOR June 2013
Ci,��clr��te
SECONDARY SUBJECTS
T — TRANSPORTATION SERVICES
T08 TRAFFIC
Includes records and studies regarding the flow of traffic on roads. Includes
intersection drawings, pedestrian crossovers, crossing guards, traffic counts,
accident statistics, temporary road closures and related records.
T09 AIRPORTS
Includes records regarding the development and planning of airport facilities,
runways and terminals. May also include studies, surveys and correspondence.
Schedule "A" to By -law 2013 -116
Records Classification System Page 37 of 54
SCOPE NOTES FOR June 2013
01 SECONDARY SUBJECTS
proud 11,4q,, &xeitPng Furarc
V - VEHICLES AND EQUIPMENT
V00 VEHICLES AND EQUIPMENT - GENERAL
Includes records regarding vehicles and equipment which cannot be classified
elsewhere. Use only if no other heading is available.
V01 FLEET MANAGEMENT
Includes records of all vehicles currently leased or owned, operated and
maintained by the municipality. This includes vehicle history files, accident
reports, vehicle maintenance and disposal.
Excludes Vehicle ownerships and registrations —see V01 A
Insurance Policies — see L06
Accident Claims — see Claims Against the Municipality L02 or
Claims By the Municipality L03
V01A FLEET VEHICLE OWNERSHIPS
Includes ownerships, registrations and certifications of all vehicles currently
leased or owned, operated and maintained by the municipality.
Excludes Vehicle history, maintenance files, etc. — see V01
Insurance Policies — see L06
V02 MOBILE EQUIPMENT
Includes records regarding mobile equipment used in conjunction with vehicles.
Also includes maintenance and history files on equipment such as generators,
pumps, snowblowers, sanders, etc.
V03 TRANSPORTABLE EQUIPMENT
Includes records regarding transportable equipment used by the municipality.
Also includes maintenance and history files on equipment such as lawnmowers,
hoses, weed - eaters, drills and rescue equipment.
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 2013 -116
Records Classification System Page 38 of 54
,�rr >,ir��l�ec�orr RECORDS RETENTION SCHEDULE
LiYv June 2013
[Wad Nmitegr, Hxciriq Pww
Primary Heading: ADMINISTRATION
Code
Secondary Heading
Retention Remarks
A00
Administration — General
2
A01
Associations and Organizations
3
A02
Staff Committees and Meetings
4
A03
Computer /Information Systems
7
A04
Conferences and Seminars
3
A05
Consultants
3
A06
Inventory Control
6
A07
Office Equipment and Furniture
6
A08
Office Services
3
A09
Policies and Procedures - Current
Permanent *until superceded
A09A
Policies and Procedures - Superceded
10
A10
Records Management
15
All
Records Disposition
Permanent
Al2
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
A19
Facilities Construction and Renovations
Permanent
Schedule "B" to By -law 2013 -116
� Records Classification System Page 39 of 54
%ouo�t%/'
RECORDS RETENTION SCHEDULE .tune 2013
Ibnad IdtrrieAV. F.adtinp Curum
Primary Heading: ADMINISTRATION
Code Secondary Heading Retention Remarks
A20 Building and Property Maintenance 15
A21 Facilities Bookings 3
Schedule "B" to By -law 2013 -116
Records Classification System Page 40 of 54
Tnuotdrpa %�a.
0f''�� RECORDS RETENTION SCHEDULE June 2013
P—d x�rox. r�rr r>wu
Primary Heading: COUNCIL, BOARDS AND BY -LAWS
Code
Secondary Heading
Retention Remarks
C00
Council, Boards and By -laws — General
2
C01
By -laws
Permanent
C01 A
By -laws — Other Municipalities
2
CO2
By -laws — Drafts
3
CO3
Council Agenda
Permanent
C04
Council Minutes
Permanent
C05
Council Committee Agenda
Permanent
C06
Council Committee Minutes
Permanent
C07
Elections
4
C07A
Election Results
Permanent
C07B
Election Ballots and Voters Lists
120 days
C08
Goals and Objectives
7
C09
Motions and Resolutions
Permanent
C10
Police Village Issues
Permanent
C11
Reports to Council
Permanent
C12
Appointments to Boards and Committees
6
C13
Motions and Resolutions — Other
2
Municipalities
Schedule "B" to By -law 2013 -116
Records Classification System Page 41 of 54
0' ° RECORDS RETENTION SCHEDULE
June 2013
Houd Idrritogq F�ciliq Pat—
D05 Natural Resources 25
D06 Tourism 7
D07 Condominium Plans Permanent
D08 Official Plans Permanent
D09 Official Plan and Secondary Plan Permanent
Amendment Applications
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
Primary Heading: DEVELOPMENT AND PLANNING
Code
Secondary Heading
Retention Remarks
D00
Development and Planning — General
2
D01
Demographic Studies
20
D02
Economic Development
25
D03
Environment Planning
Permanent
D04
Residential Development
15
D05 Natural Resources 25
D06 Tourism 7
D07 Condominium Plans Permanent
D08 Official Plans Permanent
D09 Official Plan and Secondary Plan Permanent
Amendment Applications
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
Schedule "B" to By -law 2013 -116
Records Classification System Page 42 of 54
Lr�1%�nte RECORDS RETENTION SCHEDULE June 2013
Proud Ht iiq,, I'"iliq 1-ww
Primary Heading: DEVELOPMENT AND PLANNING
Code Secondary Heading Retention Remarks
D20 Municipal Addressing System, G.I.S., Base Permanent
Mapping
D21 Industrial /Commercial Development 11
D22 Property Files Permanent
D23 Planning Applications — Other 2
Municipalities
Schedule "B" to By -law 2013 -116
Records Classification System Page 43 of 54
RECORDS RETENTION SCHEDULE June 2013
Proud Mrrh gq Ewiti g P.ow
E14 Drinking Water Quality Management 20
Standard
Primary Heading: ENVIRONMENTAL SERVICES
Code
Secondary Heading
Retention Remarks
E00
Environmental Services — General
2
E01
Sanitary Sewers
Permanent
E01 A
Septic Maintenance Program
25
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
E14 Drinking Water Quality Management 20
Standard
Schedule "B" to By -law 2013 -116
Records Classification System Page 44 of 54
u„ox<F,rp o�,
O 7 � T'kcknter RECORDS RETENTION SCHEDULE June 2013
Pro.d Hrrifgr, Fxtiifiq rwu
Primary Heading: FINANCE AND ACCOUNTING
Code
Secondary Heading
Retention Remarks
F00
Finance and Accounting — General
2
F01
Accounts Payable
7
F02
Accounts Receivable
7
F03
Audits
7
F04
Banking
7
F05
Budgets and Estimates
7
F06
Assets
7 *after disposal
F07
Cheques
7
F08
Debentures and Bonds
5 *after maturity
F09
Employee and Council Expenses
7
F10
Financial Statements /Financial Information
Permanent
Return
F10A
Financial Information Return —Working
7
Papers
F11
Grants and Loans
7
F12
Investments
7
F13
Journal Vouchers
7
F14
Subsidiary Ledgers, Registers and Journals
7
F15
General Ledgers and Journals
Permanent
F16
Payroll
7
F17
Purchase Orders and Requisitions
7
F18
Quotations and Tenders
10
Schedule "B" to By -law 2013 -116
' Records Classification System Page 45 of 54
Aw
RECORDS RETENTION SCHEDULE
June 2013
Aoud Hrtilq,. Exdtiq Fw."
Primary Heading: FINANCE AND ACCOUNTING
Code Secondary Heading Retention Remarks
F19 Receipts 7
F20 Reserve Funds 7 after use of funds
F21 Revenues 7
F22 Tax Rolls and Records Permanent
F22A Tax Sale Records Permanent
F22B Tax Registration — No Sale 7
F23 Write Offs 7
F24 Trust Funds 10 *after funds
F25 Security Deposits
F26 Permanent Payroll Records
F27 Property Assessment Notices
terminated
15 *after release of
securities
Permanent
2
Schedule "B" to By -law 2013 -116
Records Classification System Page 46 of 54
7�uar<tdpol� �
Cii RECORDS RETENTION SCHEDULE June 2013
Proud MrrLagq Cixciring Puturc
H13 Pay Equity 25
Primary Heading: LEGAL AFFAIRS
Code Secondary Heading Retention Remarks
Primary Heading: HUMAN RESOURCES
Code
Secondary Heading
Retention
Remarks
H00
Human Resources — General
2
H01
Attendance and Scheduling
7
H01A
Attendance and Scheduling — Volunteer
7
Firefighters
H02
Benefits
10
H03
Employee Records
15
post employment
H03A
Employee Records — Driver Abstracts
1
*post employment
H04
Health and Safety
7
H05
Human Resource Planning
10
H06
Job Descriptions
5
*after revision
H07
Labour Relations
Permanent
H07A
Grievances
7
H08
Organization
6
H09
Salary Planning
6
H10
Pension Records
Permanent
H11
Recruitment
2
H11A
Resumes - Unsolicited
6 months
H11 B
Applications for Volunteer Firefighters
2
H12
Training and Development
3
H12A
Training and Development — Firefighters
15
*post employment
H13 Pay Equity 25
Primary Heading: LEGAL AFFAIRS
Code Secondary Heading Retention Remarks
Schedule "B" to By -law 2013 -116
` Records Classification System Page 47 of 54
�,,�t,aror�te RECORDS RETENTION
SCHEDULE June 2013
P—d Hn*,Te, Excitiog Nuww
Primary Heading: HUMAN
RESOURCES
Code
Secondary Heading
Retention Remarks
L00
Legal Affairs — General
2
L01
Appeals and Hearings
Permanent
L02
Claims Against the Municipality
Permanent
L03
Claims By the Municipality
Permanent
L04
Contracts and Agreements - Under Seal
Permanent
L05
Insurance Appraisals
10
L06
Insurance Policies
7
L07
Land Acquisition and Sale
Permanent
L08
Opinions and Briefs
10
L09
Precedents
3
L10
Federal Legislation
2
L1.1
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
Schedule "B" to By -law 2013 -116
Records Classification System Page 48 of 54
lain 1,!„�.a
df�lea/oritc� RECORDS RETENTION SCHEDULE .tune 2013
APUd Hrti,aw, Hxritbw Fw-
Primary Heading:) MEDIA AND PUBLIC RELATIONS
Code Secondary Heading Retention Remarks
M00 Media and Public Relations — General 2
M01
Advertising
3
M02
Ceremonies and Events
3
M02A
Photographs Of Ceremonies and Events
Permanent
M02B
Guest Books And Registers
Permanent
M03
Charitable Campaigns /Fund Raising
3
M04
Complaints, Commendations and Inquiries
3
M05
Media Clippings and Coverage
5
M06
News Releases /Newsletters
3
M07
Publications
25
M08 Speeches and Presentations 3
M09 Visual Identity and Insignia Permanent
M10 Customer Services and Surveys 5
M11 Electronic Information and Social Media 5
Schedule "B" to By -law 2013 -116
P06
Records Classification System
Page 49 of 54
RECORDS RETENTION SCHEDULE
June 2013
P,oud 14r itWr, Excitbg Aaw
P07
Health Inspections
7
Primary Heading: PROTECTION AND ENFORCEMENT
SERVICES
Code
Secondary Heading
Retention
Remarks
P00
Protection and Enforcement Services —
2
P09B
Towing Licenses
General
P10
Building and Structural Inspections and
P01
By -law Enforcement
5
P02
Daily Occurrence Logs
10
P12
P03
Emergency Planning — Current Plan
Permanent
*until superceded
P03A
Emergency Planning - Superceded
5
PO4
Hazardous Materials
10
P05
Incident/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
P06A
Fire Safety Plans
5
P07
Health Inspections
7
P08
Investigations
10
P09
Licenses
3
P09A
Dog Licenses
3
P09B
Towing Licenses
6
P10
Building and Structural Inspections and
Permanent
Permits
P11
Permits — Other
7
P12
Lottery Organizational Information
7
P13
Lottery Organizations' Annual Reports
7
Schedule "B" to By -law 2013 -116
Records Classification System Page 50 of 54
raui'1 RECORDS RETENTION SCHEDULE
June 2013
P—d Mrtisage, 1- -veiNq¢ Fw-
Primary Heading: PROTECTION AND ENFORCEMENT SERVICES
Code Secondary Heading Retention Remarks
P14 Animal Control 5
P15 Community Protection Programs 10
P16 Police Services 10
P17 Lotteries 7
Schedule "B" to By -law 2013 -116
` Records Classification System Page 51 of 54
r'Y'%?rirte RECORDS RETENTION SCHEDULE June 2013
Pn+ed plainge, lburfrbg Fwmn
Primary Heading: RECREATION AND CULTURE
Code Secondary Heading Retention Remarks
R00 Recreation and Culture — General 2
R01 Heritage Preservation Permanent
R02 Library Services 5
R03 Museum and Archival Services Permanent
R04 Parks Management 15
R05 Recreational Facilities 15
R06 Recreational Programming 4
R07 Recreation Master Plan and Secondary Permanent
Studies
Schedule "B" to By -law 2013 -116
Records Classification System Page 52 of 54
litlt74<111110f ��`.
�fant RECORDS RETENTION SCHEDULE June 2013
Proud E&iriq Pvfw
Primary Heading: SOCIAL AND HEALTHCARE SERVICES
Code Secondary Heading Retention Remarks
S00 Social and Health Care Services — General 2
S01 Not Currently in Use
S02 Not Currently in Use
S03 Not Currently in Use
SO4 Social Assistance Programs 7
S05 Not Currently in Use
S06 Not Currently in Use
S07 Children's Services 6
S08 Public Health 10
S09 Cemetery Records Permanent
Schedule "B" to By -law 2013 -116
Records Classification System Page 53 of 54
7aumsli+y or ,�
Ot���•� RECORDS RETENTION SCHEDULE June 2013
Proud Hrrim , &xtifiq Fww -
Primary Heading: TRANSPORTATION SERVICES
Code Secondary Heading Retention Remarks
T00 Transportation — General 2
T01 Illumination 10
T02 Parking 10
T03 Public Transit 10
T04 Road Construction 20
T05
Road Design and Planning
20
T06
Road Maintenance
20
T07
Signs and Signals
20
T08
Traff ic
20
T09
Airports
10
Schedule "B" to By -law 2013 -116
Records Classification System Page 54 of 54
�D1174<)1t110f
0;GZ e t 6 RECORDS RETENTION SCHEDULE .tune 2013
Pr-d H< itagr, Fwitiq Fount
Primary Heading: VEHICLES AND EQUIPMENT
Code Secondary Heading Retention Remarks
V00 Vehicles and Equipment — General 2
V01 Fleet Management 3 *after disposal
V01 A Fleet Vehicle Ownerships Permanent *after disposal
V02 Mobile Equipment 10
V03 Transportable Equipment 10
VO4 Protective Equipment 10