3558 Scheudle A - Retention and Classification System1
Schedule A:
Table of Contents:
PRIMARY
CLASS TITLE
PAGE NO.
CLASS CODE
A
Administration
2
C
Council and By-laws
5
D
Development and Planning
7
E
Environmental Services
10
F
Finance and Accounting
12
H
Human Resources
15
L
Legal Affairs
17
M
Media and Public Records
19
P
Protection and Enforcement Services
20
R
Recreation, Culture, and Heritage
22
S
Social and Healthcare Services
24
T
Transportation
26
V
Vehicles and Equipment
28
Legend: P=Permanent 5= until superseded, "=subject to archival selection, E=event numbers in retention column refer to years
PRIMARY HEADING -ADMINISTRATION
SecondaryI Secondary Heading & I Responsible
Class Code Description Department
A01
Associations and
Organizations
Includes correspondence,
minutes, agenda, notices, and
reports regarding organizations
and associations to which staff
belong such as AMCTO, AMO, etc.
All departments
Retention I Remarks
3
Fees —See F01
is
A03
Computer/information
Systems
Includes records re: all types of
information systems in use.
Includes computer
hardware/software, system
design and implementation,
quality control, e-mail
management, etc.
I.T., Development &
Communications
Excludes acquisitions
—see F18
Includes correspondence,
proposals, resumes, docs re: the
selection, appointment, and
monitoring of consultants.
and Tenders (see F18)
and invoices (Fl).
Legend: P=Permanent S= until superseded, "subject to archival selection, E=event, numbers in retention column refer to years
Furniture
Includes records re: the design
and maintenance of owned and
leased office equipment and
furniture. Chairs, desks, tables,
copiers, printers, etc.
Policies and Procedures
Policy and procedure manuals,
guidelines and directives
Records Disposition
Reports re: the disposition of
records (disposal method,
authorization for destruction)
HR & any dept having
its own
policies/procedures
software/hardware
(see A03) and assets
(see F06)
3
A13 Travel & Accommodation All departments 2 excludes employee
Records re: travel arrangements, and Council expenses
itineraries, maps, authorizations, (F09)
reservations, rented vehicles.
A15 Vendors and Suppliers
Records re: vendors and suppliers
of goods and services (catalogues,
price lists, bidders info sheets,
correspondence)
All departments 2
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'yd',iA17 Accessibility of records E+2 E=completion of FOI
Legend: P=Permanent 5= until superseded, *--subject to archival selection, E=event, numbers in retention column refer to years
A19
Includes documents re: MFIPPA,
and handing of requests under
this act
Facilities construction &
Renos
Records re: the planning and
construction of municipal
facilities, includes site meetings,
consultants reports, cost reports,
drawings.
Excludes copies of
the Act (1-31),
Complaints and
Inquiries (M04)
Facilities, various E+6* E=project finished
depts..
Specifications,
architectural and
engineering drawings
to be kept
permanently
A21 Facilities Bookings All departments 1
Includes copies of permits and
bookings Issued for the rental of
rec and admin. facilities for
specific activities.
Legend: P=Permanent S= until superseded, *=subject to archival selection, E=event numbers in retention column refer to years
PRIMARY HEADING —COUNCIL AND BY-LAWS
Secondary Secondary Heading & ResponsibleI Retention
Class Code Description Denartment
C01 By-laws Clerks
Includes signed and final versions
of the town's bylaws along with
amendments and attachments
that are legally part of the bylaws
i
Remarks
5
CO3 Council Agenda Clerks S+5 Excludes committee
Includes notices of meetings and agendas (COS)
agenda of Council meetings as
well as working notes used in
_ agenda preparation
'ry ' "all
COs Committees of Council — Staff contact for - Transitory
agendas each committee
C07 Elections — Management Clerks
Records re: processes involved in
management of the election, may
include voting locations, training
manuals, communications, media
management, applications to
amend A, etc.
E+4*
Some items may be
retained longer if
valuable as
templates for future
elections
Elections — Ward Clerks P
Boundaries
Historical ward maps, ward
profiles, town boundaries
Legend: P=Permanent S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
, 4, a
ra M1116 I t � 9 0 it W W W� W9, NN W aJll- wu i ;,. unlue
Elections—Returns Clerks E+120 days E= date of election
Includes records related to the As per Elections Act,
town's voting place unless there is a
documentation and materials, court order to
advance poll sheets, used, spoiled recount.
and cancelled ballot, voters lists.
Elections — ResultsClerks
Official election results including
poll by poll results I
C09 Motions & Resolutions Clerks
Final sianed versions
Legend: P=Permanent, S= until superseded, *--subject to archival selection, E=event, numbers in retention column refer to years
VI
PRIMARY HEADING — DEVELOPMENT & PLANNING
Secondary Secondary Heading & Responsible RetentionI Remarks
Class Code Description Department
DO1 Demographic Studies DCS 10* Excludes vital stats (see
Records re: trends in pop. 1-12)
growth, census reports, density
studies, rate of growth,
unemployment, workforce
composition, etc.
DO3 Environmental Planning Operations
Records re: general
environmental studies with long
range planning emphasis (storm
drainage, flood control, parks and
open space planning, waste
management planning)
10*
Excludes air quality
monitoring (E05) and
Waste Management (E06)
D05 Natural Resources Operations 2*
Records re: the management and
preservation of forests, the
characteristics of various
minerals or deposits, and other
natural resources info.
DO7 Condominium Plans Clerks P
Records re: the approval of plans
of condominium. Incl. drawings,
technical reports,
correspondence, written
comments, working notes,
background info, applications.
Legend: P=Permanent 5= until superseded, *=subject to archival selection, E=event numbers in retention column refer to years
8
D09 OP Amendment Clerks P Excludes OMB hearing and
Applications decisions — see L01
Incl. applications, staff reports,
notices, resolutions, and
decisions.
D11 Site Plan Control Clerks P Excludes site plan
Records regarding the provision agreements (1-04)
of services to individual land Physically, these records
sites, including water, sewage, are stored behind address
utility approvals, comments, and file.
correspondence.
Records re applications for (see FOS)
variance in land use excl. zoning Physically, these records
applications. Includes are stored behind address
applications, drawings, notices, file.
decisions etc.
D15 Easements
All records on rights-of-way and
easements concerning municipal
ownership of private lands in
order to maintain public service
such as water and sewer lines
that cross private orooertv
Operations P Excludes agreements (see
Loo)
Legend., P=Permanent 5= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
Records pertaining to the
annexing and amalgamating of
lands adjacent to municipal lands
to accommodate growth. Also
includes amalgamation of
municipalities.
Records re: requests for and
assignment of new subdivisions
and other street names and
numbers. May includes reports,
drawings, maps, etc.
D21 Industrial/Commercial DCS/Economic 10* Excludes agricultural
Development Development development (D23)
Records re: promotion and
development of industry and
commerce. Records include
studies, stats, proiections, etc.
Agricultural Development
All records regarding the
development of agricultural
growth.
Part Lot Control
Includes applications and records
relating to exemption from Part
Lot control, under the Planning
Act in order to create additional
lots.
Legend., P=Permanent, 5= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
PRIMARY HEADING - ENVIRONMENTAL SERVICES
Secondary I Secondary Heading & Responsible Retention Remarks
Class Code Description Department
1101 Sanitary Sewers Operations P Excludes Waste
Includes records re: the design, Management (E07),
construction, and maintenance of Storm Sewers (E02),
Treatement Plants
sanitary sewers (E03)
E03
Treatment Plants County
Records re: the operation of sewage
treatment and pumping stations and
lagoons.
Air Quality Monitoring All
Records regarding the routine departments
monitoring of air quality as well as
responses to interference with quality
or quantity.
10
Excludes bylaw
enforcement (1303) and
complaints & inquiries
(M04)
E07 Waste Management County 5 Excludes private
Records re: the collection and disposal sewage disposal
of waste, source separation, collection systems (E12)
services and composting.
E09 Drains Operations S specifications are kept
Design, construction, and maintenance permanently
of drains. Includes engineer reports,
petitions, assessments, generation
specifications and correspondence.
Legend: P=Permanent, S= until superseded, *--subject to archival selection, E=event numbers in retention column refer to years
11
Mot,
it„aN''��t s
E11 Nutrient Management 5*
Records re: the management of
livestock and crop planning and
regulations pertaining to the
operations. Control of
storing/spreading/using liquid manure
on land near waterways, runoff, etc.
Water Monitoring
Records re: the routine monitoring of
water quality or quantity, annual
reports, chemical samples, monitoring
and control of creeks and floods,
weeds, noise, erosion, top soil and
stormwater.
Operations
E15 Chemical Sampling Operations
Chemical samples collected and tested,
organic and inorganic, related engineer
reports, etc.
E17 Storm Water Management Operations
Ponds
Records related to construction and
maintenance of stormwater
management ponds
enforcement (Poll and
Complaints & Inquiries
(M04)
Legend: P=Permanent 5= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
12
PRIMARY HEADING - FINANCE AND ACCOUNTING
Secondary
Secondary Heading &
I Responsible
Retention
I Remarks
Class Code
Description
De artment
4
l
F01
Accounts Payable
Finance
7
Excludes cancelled
Includes records documenting funds
cheques (F07)
payable by the municipality, such as
and Employee and
invoices, receipts, copies of cheques
Council expenses (F09)
issued to pay account, rebates, levies
payable, reports, phone bills,
membership fees.
F03
FO5
Audits Finance
Includes records re: internal
and external financial audits of
accounts.
Budgets and Estimates I Finance
Includes departmental and corporate
budgets, both capital and operating.
Also budget variances.
audits, and audited
financial statements
(Flo)
t=ena ottne last year
in which the capital
budget is expended
F07 Cheques Finance 7 Excludes banking (F04)
All cancelled cheques issued. Also,
cheque requisitions, cheque listings,
supporting docs used to authorize
issuance of cheques, NSF cheques, and
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event numbers in retention column refer to years
expenses
Travel and meeting expenses, receipts
submitted, may include travel and
expense statements.
F11 Grants and Loans Finance
Includes records re: revenue
generated in the form of grants —in -
lieu, provincial and federal grants,
loans, subsidies, also includes
submissions, acknowledgements,
reports.
E+7
13
*Unless the Grant
Agreement specifies
that the records
should be kept for
longer than E+7
F13 Journal Vouchers Finance E+7 E=completion of
Includes completed journal voucher transaction
forms, input forms, background
documentation used to substantiate
journal entries.
General Ledgers and Journals Finance
All records in the Books of Original
Entry
F17 Purchase Orders and
Requisitions
Finance
E=expiry of contract
Excludes quotations
and tenders (F18)
F19 Receipts Finance I6 *Charitable rax
Includes receipts issued for payment receipts are
of items such as licenses, rentals, and PERMANENT
taxes
Legend: P=Permanent S= until superseded '=subject to archival selection, E=event numbers in retention column refer to years
14
F21 Revenues Finance 6
Includes records regarding the
generation of revenues other than
taxes (e.g. development charges,
development application fees)
Includes accounts receivable that have
been written off as uncollectable. Also
F25 Security Deposits Finance 7
Includes development deposits, letters
of credit, records related to release of
securities.
Legend., P=Permanent 5= until superseded, *=subject to archival selection, E=event; numbers in retention column refer to years
15
PRIMARY HEADING — HUMAN RESOURCES
SecondaryI Secondary Heading & I Responsible I Retention I Remarks
Class Code Description Department
H01 Attendance and scheduling HR 4* Excludes individual
Records re: employee time sheet s(F16)
attendance, shift scheduling,
vacation schedules, hrs of work.
Etc.
Includes records re: the
employment history of municipal
employees. Incl. initial resumes
and applications, performance
evaluations, employee assistance.
Includes parttime and student
employees.
ceases to be employed
with the Town
H07
Includes records of succession
planning, retirement programs,
staff turnover rates, annual
hire/promotion targets,
recruitment freezes, employment
equity, performance
management, etc.
Labour Relations
Incl. collective bargaining,
correspondence with unions, etc.
records (H03)
E=expiry of contract
Excludes collective
agreements (1.04)
H09 Salary Planning HRI S+4 I Excludes employee
Records re: the planning and records (H03)
scheduling of salaries such as job
Legend. P=Permanent 5= until superseded, *=subject to archival selection, E=event numbers in retention column refer to years
evaluations, job classification
systems, salary surveys and
schedules, etc.
Pay Equity
H11 Recruitment
Includes records re: the
recruitment of staff such as job
postings, copies of
advertisements, competitions
HR
HR
E+1
16
competition
Claimsto WSIB or insurance
carriers for lost time incidents,
accidents, STD or LTD
Excludes non -lost time
incidents or accidents
(1-104) or self-insured
STD ( H01)
MS Harassment and Violence HR 3 Excludes grievances
Complaints by or against (H14)
employees. Includes docs such as
the initial complaint,
investigation, reports, and final
resolution.
Legend. P=Permanent, S= until superseded, *=subject to archival selection, E=event numbers in retention column refer to years
PRIMARY HEADING — LEGAL AFFAIRS
Secondary Secondary Heading & Responsible Retention
Class Code Description Department
L01 Appeals and Hearings
All transcripts and related
documentation re: appeals,
hearing, and legal proceedings.
Includes final judgments.
Includes zoning appeals,
official plan appeals, COA
appeals. Includes orders issues
by regulatory bodies and
boards.
All departments P
Remarks
Excludes litigation
(1-02-1-03)
17
L03 Claims by the Finance E+4 E=resolution of claim
Municipality and all appeals
All litigation made against Excludes appeals and
other parties by the hearings (1-01)
municipality
LOS
Insurance Appraisal
Appraisals of municipal
property for insurance
purposes.
L07 Land Acquisition and Sale Finance & DCS E+10 E=disposal of property
Records re: real estate or termination of lease
transactions, and conveyance
of land such as lot sales, alley
closings, and allowances
through voluntary transactions
or expropriations. Includes
leases, deeds, purchase letters,
Legend: P=Permanent 5= until superseded, *--subject to archival selection, E=event, numbers in retention column refer to years
18
L09 Precedents All departments S
Includes records re: judgments
and decisions which may affect
the municipality's position in
actual or potential legal
matters.
L11 Provincial Legislation All departments S
Records re: bills, acts, and
regulations enacted by the
Ontario legislature which affect
or are of interest to the
municipality.
Legend., P=Permanent 5= until superseded, *--subject to archival selection, E=event numbers in retention column refer to years
Secondary
Class Code
M01
PRIMARY HEADING —MEDIA AND PUBLIC RECORDS
Includes records re: public
advertising in newspaper,
magazines, radio, TV, etc.
Development
(MO6), Recruitment
(H11), or Elections
(C07)
19
M03 Charitable Campaigns All departments E+1 E=end of campaign
Records re: the raising of funds and *Charitable receipts
donations for the municipality, are PERMANENT
programs, or charitable orgs, such as
United Way, interest groups, etc.
M05
M07
All departments 1*
Publications
All departments S*
Typed manuscripts, artwork,
(primarily
regarding the publication of tourism
Economic
information, trade shows, current
Development)
events, industrial directories,
business directories, maps.
M09
Legend., P=Permanent, 5= until superseded, *=subject to archival selection, E=event numbers in retention column refer to years
20
PRIMARY HEADING: PROTECTION AND ENFORCEMENT SERVICES
Secondary Secondary Heading & Responsible Retention Remarks
Class Code I Description I Department
1101 By-law Enforcement Bylaw enforcement E+6
Records of municipal efforts to
enforce bylaws such as orders
to comply,
P05
Incident/Accident
Reports
Includes vandalism and
security incident reports and
reports of accidents that occur
at recreational facilities and
other municipal properties.
Fire Safety Inspections
Inspection reports conducted
or performed by Fire Services
on private, public and
commercial properties
All departments
E+25
Excludes marriage licenses
Legend: P=Permanent 5= until superseded, *=subject to archival selection, E=event numbers in retention column refer to years
P11
administered by or required by
the municipality, or required
by the province, such as
licensing for dogs, cats, liquor,
businesses, lotteries, etc.
Permits, Other
Applications and copies of
permits issued by other
government bodies within the
municipality, as well as permits
issued giving permission to
hold special events, transport
oversize loads, erect signs,
park on the street, etc.
Departments that
issue permits
21
(Is2)
E=expiry of permit
Excludes building permits
(1310), Encroachment
permits (D16), and burial
permits(609)
P13 Criminal Records Bylaw enforcement E+5 E=occu rre nce/investigation
All documentation relating to closed or dispotion of
individuals with a history of charge
criminal activity Excludes investigations
(PO8)and prosecutions
(1-13)
Pis Community Protection
Programs
Records on community
protection, fire and crime
prevention such as community
policy, victim services,
neighbourhood watch, block
parents, etc.
Fire, Police, Bylaw
enforcement.
S+2*
Legend. P=Permanent, 5= until superseded, *=subject to archival selection, E=event numbers in retention column refer to years
22
PRIMARY HEADING — RECREATION, HERITAGE AND CULTURE
Heritage Preservation
Includes records and info.
regarding local history, listings,
and designations of individual
properties and districts on the
municipal register, private and
abandoned cemeteries,
miscellaneous TACAC materials
Clerks/Planning
bylaws (C01), and
TACAC minutes &
agendas (C04, C05)
R03 Built Heritage DCS P
Built heritage resources
inventories, miscellaneous info
on the documentation and
recording of built structure, info
or reports related to built
heritage.
Includes correspondence, Rec/Facilities
descriptions, reports and other
records dealing with the
management, operation and
design of specific municipal rec
facilities such as arenas, rinks,
pools, fitness centers, etc.
Construction (A19),
and Building and
Property maintenance
(A20)
Legend., P=Permanent 5= until superseded, `=subject to archival selection, E=event numbers in retention column refer to years
23
Legend: P=Permanent S= until superseded, •=subject to archival selection, E=event numbers in retention column refer to years
Secondary
Class Code
PRIMARY HEADING —SOCIAL AND HEALTHCARE SERVICES
Remarks
24
S01 Children's Day Nursery County 1 county
Services
General program info re:
childcare programs such as
municipal and private day care
and day nursery services.
S03 Homes for the Ages County 1 County
Residents
Includes records re: individual
residents of homes for the aged.
S07 Children's Services County 1 county
Includes general program
information regarding programs
benefitting developmentally
handicapped children, abused
children, and other children's
programs
Legend: P=Permanent S= until superseded, *=subject to archival selection, E=event numbers in retention column refer to years
zs
S09 Cemetery Records Cemetery P
Includes burial permits, maps,
plot ownership records,
internment registers, and indexes
for municipal cemeteries.
Legend: P=Permanent, 5= until superseded, •--subject to archival selection, E=event, numbers in retention column refer to years
PRIMARY HEADING: TRANSPORTATION
Secondary I Secondary Heading & Responsible Retention
Class Code Description Department
T01 Illumination Works
Records and studies regarding the
installation and repair of equipment
used to illuminate roads such as
street lights, pedestrian crossing
lights, and records on power
consumption.
E+6
Remarks
E=completion of
project
26
Records re: transit systems, includes
schedules, routes, maps and similar
information. Also includes project
records re: the construction of bus
shelters, route administration and
planning, fare policies, access for
persons with disabilities.
E=closure of route/
shelter/stop
.vv •wren ur vw...vum r�..ab
and Planning
Includes estimates, studies, and
other records re: the design and
planning of specific road
construction projects, also includes
the design of curbs and sidewalks,
cycle -ways, footpaths, walkways,
trails, etc.
Specifications are kept
permanently
Legend: P=Permanent S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
v
T07 Signs and Signals Works E+1 E=removal of
Includes records and studies re the sign/signal
manufacture and installation of
signs and signals.
V + Includes records on roads and lanes
closed on a permanent or regular
basis. Includes reports, appraisals,
correspondence and district court
applications. As well as records
related to requests to open road
and street allowances.
V W Excludes temporary
road closures (T08),
land sales (1.07), Road
closing bylaws (Col)
Includes estimates, studies and
other records re: projects
specifically for bridge construction,
also includes bridge repairs and
maintenance.
Legend., P=Permanent s= until superseded, *=subject to archival selection, E=event numbers in retention column refer to years
PRIMARY HEADING —VEHICLES AND EQUIPMENT
Secondary Secondary Heading I ResponsibleI Retention I Remarks
Class Code & Description J Department J
Vol Fleet Management Works/Fleet
Records of all vehicles
currently leased or owned,
operated, and maintained
by the town. This includes
vehicle history files, and
vehicle maintenance,
registration and disposal.
2s
E+1 E=termination of lease
or disposal of vehicle
Excludes Insurance
policies (1-06), Accident
claims (L02, L03),
Lease/Contracts(L14)
Equipment is in service
Maintenance and history
files on equipment such as
lawnmowers, hoses,
weed -eaters, drills and
rescue equipment.
Legend. P=Permanent 5= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years