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2024-062 Schedule A Records Retention (2) Classification Code Heading and Description Responsible Department 2024 Retention 2024 Remarks A - ADMINISTRATION Includes records regarding the routine administration and office service functions A01 Associations & Organizations Originating Dept. 1 A02 Staff Committees & Meetings Originating Dept. 4** A03 Computer Systems & Architecture Information (Information Technology) Treasury S + 6 A04 Conferences & Seminars Originating Dept. 1** ** = Archival Selection Archival Review if sponsored by the Municipality A05 Consultants Originating Dept. 2** A06 Inventory Control Originating Dept. 6 A07 Office Equipment & Furniture Originating Dept. E E = Disposal of Item A08 Office Services Originating Dept. 1 A09 Policies & Procedures Originating Dept. S + 6 A10 Records Management Clerk’s S A11 Records Disposition Clerk’s P A12 Telecommunications Systems Originating Dept. S A13 Travel & Accommodation Originating Dept. 1 A14 Uniforms & Clothing Originating Dept. S** A15 Vendor & Suppliers Originating Dept. 2 A16 Intergovernmental Relations Originating Dept. 5** A17 Access & Privacy (MFIPPA) Clerk’s 2 A18 Security Originating Dept. 5 A19 Facilities Construction & Renovations (Property Planning) Originating Dept. E + 2** E = Project Finished and no outstanding issues ** = Work elevating platforms – keep inspections, tests, repairs, modifications and maintenance performed As built = until superseded Specifications, architectural & engineering drawings kept until superseded. A20 Building & Property Maintenance Originating Dept. 5 Setup Tests & Manuals are retained until Equipment removed + 1 year A21 Facilities Bookings Originating Dept. 1 A22 Accessibility of Services Clerk’s P A23 Information Systems Production Activity & Control IT 2 A24 Access Control & Passwords IT S A25 Performance Management/Quality Assurance CAO 6 A26 (New) Building Structure Systems Originating Dept. S A27 (New) Drawings Originating Dpt. S OR life of system/asset C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Classification Code Heading and Description Responsible Department 2024 Retention 2024 Remarks C - COUNCIL & BY-LAWS Includes records regarding the establishment By-laws and the operations of Council and Boards for which Council is responsible. C01 By-Laws Clerk’s P** C02 By-Laws – Other Municipalities Clerk’s S C03 Council Agenda Clerk’s S + 5 C04 Council Minutes Clerk’s P** Council Highlights Clerk’s 4 C05 Council Committee Agenda Clerk’s 1 C06 Council Committee Minutes Clerk’s 6 C07 Elections (Municipal) Clerk’s E + 4 E = Day action took effect or voting day Election ballots – E + 120 days after voting or resolution of recount C08 Goals & Objectives (Corporate Planning) Originating Dept. 10 C09 Motions & Resolutions Clerk’s P** C10 Motions & Resolutions – Other Municipalities Clerk’s S C11 Reports to Council Clerk’s P C12 Appointments to Boards & Committees Clerk’s P C13 Accountability, Transparency & Governance Clerk’s 2 C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Classification Code Heading and Description Responsible Department 2024 Retention 2024 Remarks D – DEVELOPMENT AND PLANNING Includes records regarding municipal development and planning. Includes general studies as well as official plans, zoning, etc. D01 Demographic Studies Planning 10** D02 Economic Development Planning 10** D03 Environmental Planning Planning 15 years** D04 Residential Development & Planning Planning 10** D05 Natural Resources Planning 5** D06 Tourism Development Planning 10** D07 Condominium Plans Clerk’s P Applications = 2 years after final decision D08 Official Plans Planning P** D09 Official Plan Amendment Applications Planning E + 5 E = Final Decision or reflected in revised official plan + 5 years D10 Severances Planning E + 6 E = Land titles registration D11 Site Plan Control Planning P Applications – 2 years after final decision D12 Subdivision Plans Planning P Applications – 2 years after final decision D13 Variances Applications Planning P D14 Zoning Planning E + 2 E = Final Decision D15 Easements Planning E + 6** E = Termination of Right D16 Encroachments Planning E + 6** E = Termination of Right D17 Annexation/Amalgamation Clerk’s P D18 Community Improvement Planning E + 6** E = Completion of Project D19 Municipal Addressing Planning S + 10** D20 Reference Plans Planning P D21 Industrial/Commercial Development Planning 10** D22 Digital Mapping Planning S Excludes actual data residing on these systems D23 Agriculture Development Planning 10** D24 Official Plan Background Planning E + 5 E = Final Decision D25 Deeming Process Planning E + 2 E = Final Decision D26 Development Charges Study Planning 10** D27 Part Lot Control Planning E + 5 E = Final Decision C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Classification Code Heading and Description Responsible Department 2024 Retention 2024 Remarks E – ENVIRONMENTAL SERVICES Includes records regarding provision of public works and other environmental services. Includes water works, sewer treatment plants, waste management and environmental monitoring. E00 (New) Environmental Services Originating 1 E01 Sanitary Systems Works C + 2 (if no outstanding issues) Specifications are kept for the life of the asset E02 (New) Storm Sewers Works C + 2 (if no outstanding issues) Specifications are kept for the life of the asset E03 Treatment Plants - Wastewater Works E + 5 E = Project completed and no outstanding issues Specifications are kept for the life of the asset E04 Trees Maintenance Works 5 E05 Air Quality Monitoring Engineering E + 5 E = Later of date of offence or day evidence of offence first came to the attention of the person appointed under s. 5 E05 Air Quality Monitoring Engineering E + 5 E = Later of date of offence or day evidence of offence first came to the attention of the person appointed under s. 5 E06 Utilities Works 5** E07 Waste Management Works 10 or cease to apply + 10** Post landfill closure documentation = closure + 25 years E08 Water Works – Drinking Water Plant Works S + 15 Specifications = Permanent (As per A27) E09 Drains Works S + 5** Specifications are kept for the life of the pit or quarry (As per A27) E10 Pits & Quarries Works 5** Specifications are kept for the life of the pit or quarry (As per A27) E11 Nutrient Management Works S + 5** Or expiry of plan + 2 years E12 Private Sewage Disposal Systems Works S + 7** Specifications = life of system E13 Water Monitoring Engineering E + 15 E = Created, approved or plan no longer in force E14 Water Sampling Engineering E + 15 E15 Chemical Sampling of Water Engineering E + 15 E = Created, approved or plan no longer in force E16 Backflow Prevention and Cross Connection Control Engineering S + 15 E17 Energy Management Engineering E + 7 E = End of reporting period to which relates E18 Natural Heritage Works E + 3 E = End of plan or designated year E19 Renewable Energy Engineering E + 15 E = Created, approved or facility no longer in force E20 Source Water Protection Engineering E + 15 E = Created, approved or facility no longer in force E21 Ministry of the Environment (MOE) Environmental Compliance Approvals Engineering E + 3 E = Cease to apply E22 Private/Small Water Systems Engineering E + 15 years E = As long as equipment is in use E23 Land Quality Monitoring Engineering S + 7 E24 Gasoline Storage & Dispensing 7 (use) E + 5 (install/inspection) E = system removed C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Classification Code Heading and Description Responsible Department 2024 Retention 2024 Remarks F - FINANCE & ACCOUNTING Includes records regarding the management of funds F01 Accounts Payable Treasury E +7 E = close of fiscal tax year end For Welfare & Child Care payments E = provincial government year end F02 Accounts Receivable Treasury E +7 E = Close of fiscal tax year F03 Audits Treasury 6 F04 Banking Treasury E + 7 E = close of fiscal tax year end F05 Budgets & Estimates Treasury 6** F06 Assets Treasury E + 10** E = Disposal of Assets F07 Cheques Treasury 6 F08 Debentures & Bonds Treasury E + 6 E = Debentures surrendered for exchange/cancellation F09 Employee & Council Expenses Treasury E + 7 E = Close of fiscal tax year F10 Financial Statements Treasury P F11 Grants & Loans Treasury E + 6 E = Repayment of loan F12 Investments Treasury E + 6 E = Closure of Account F13 Journal Vouchers Treasury E + 6 E = Close of fiscal tax year F14 Subsidiary Ledgers, Registers & Journals Treasury E + 7** E = Close of fiscal tax year F15 General Ledgers & Journals Treasury P F16 Payroll Treasury E + 6 E = Close of fiscal tax year F17 Purchase Order & Requisitions Treasury E + 7 E = Close of fiscal tax year F18 Quotations & Tenders Treasury E + 7** Unsuccessful bides – retain for 1 year from contract award F19 Receipts Treasury 6 7 F20 Reserve Funds Treasury 6 F21 Revenues Treasury 7 Mortgage related = 10 years F22 Tax Rolls & Records Clerk’s P Tax rolls = when no longer required for planning purposes F23 Write Offs Treasury 6 Court services write offs = 37 years F24 Trust Funds Originating Dept. E + 7 E = Closure of account Trust accounts for residents, statements, accounts and records = permanent F25 Security Deposits Treasury E + 6 E = Closure of account F26 Working Papers – Financial Treasury E + 1 E = After completion of audit F27 Regulatory Reporting - Financial Treasury 6 C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Classification Code Heading and Description Responsible Department 2024 Retention 2024 Remarks 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. H01 Attendance & Scheduling HR 3** Driver’s daily logs = 6 months Public vehicles and trip reports – 1 year H02 Benefits Program HR S H03 Employee Records HR E + 5 E = Date employee ceased to be employed by employer Drinking water system training record = 5 years Confined space training = cease to perform work and at least 5 years Salt program training = 7 years Long-term care home staff = shall retain Firefighter employment terms = 25 years H04 Health & Safety HR 3 Accident reports for construction projects retained 1 year after completion of project H05 Human Resources Planning HR E + 1** E = day last used Human Rights special program designation = minimum of 5 years H06 Job Descriptions HR S** H07 Labour Relations HR E+ 10** E = Expiry of contract period H08 Organization Design Originating Dept. S** H09 Salary Planning HR 5 H10 Pension and Benefits Records HR E + 6 E= Termination of employee / beneficiary employee departure H11 Recruitment HR 1 H12 Training & Development HR E + 2** E = Date when that particular course ceases to be offered Salt use training materials – 7 years Drinking water training materials – 5 years Only courses developed and presented by the municipality are subject to archival selection. Long term care training and orientation = permanent H12 Training & Development HR E + 2** E = Date when that particular course ceases to be offered Salt use training materials – 7 years Drinking water training materials – 5 years Only courses developed and presented by the municipality are subject to archival selection. Long term care training and orientation = permanent H13 Claims HR E + 3 E = Resolution of Claim Hazardous exposure claims = longer of 40 years or 20 years after last record made H14 Grievances HR E + 10 E = Resolution of Claim H15 Harassment & Violence HR E + 3 E = Resolution of complaint H16 Criminal Background Checks HR E + 7 E = Date employee ceased to be employed by employer H17 Employee Medical Records – Hazardous Materials HR E + 40 E = Date of exposure or claim. Or 20 years after last record of exposure H18 Employee Medical Records HR E + 3 E = When STD / LTD claims are resolved H19 Disability Management HR E + 5 E = Day issued or earlier as may be specified by Commission H20 Confined Spaces HR E + 1 1 year or the period necessary to ensure 2 most recent records retained H21 Employee Recognition HR 5 H22 (New) Employee Certifications HR E + 2 E = expiry of certification Classification Code Heading and Description Responsible Department 2024 Retention 2024 Remarks C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access J – Justice Includes records regarding POA and Court activities. J01 Certificates of Offence (Part I) (New) Court Services Completion + 2 years J02 Information Part III / Accident and Careless Driving Part I (New) Court Services Completion + 6 years J03 Control Lists/Justice Reports (New) Court Services 4 years J04 Court Dockets (New) Court Services 3 years Statement of defence – not set to trial = 5 years J05 Transcripts & Records of Court Proceedings (New) Court Services 6 years ** Subject to archival selection J06 Enforcement & Suspensions (New) Court Services 8 years J07 Appeals & Transfers (New) Court Services 7 years J08 Statistics/Payment Tracking (New) Court Services 8 years J09 Disclosure (New) Court Services 6 years J10 Certificates of Conviction (Part 2) (New) Court Services 6 years C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Classification Code Heading and Description Responsible Department 2024 Retention 2024 Remarks L – LEGAL AFFAIRS Includes records regarding legal matters as well as contracts and agreements, insurance and real estate matters. L01 Appeals & Hearings Clerk’s P After resolution of appeal L02 Claims Against the Municipality Clerk’s E+2 E = Resolution of claim and all appeals Ultimate limitation = 15 years L03 Claims By the Municipality Clerk’s E + 2** E = Resolution of claim and all appeals L04 Contracts & Agreements Under By-Law Clerk’s E + 15** E = act or omission on which claim is based took place L05 Insurance Appraisals Clerk’s E + 15 E = After a new appraisal has been done L06 Insurance Policies Clerk’s E + 15 E = Expiry of Policy L07 Land Acquisition & Sale Clerk’s E + 10 E = Property disposition Renewable energy project agreements terms may not be more than 50 years Append abandoned petroleum storage tank to deed L08 Opinions & Briefs Clerk’s S** L09 Precedents Clerk’s S** L10 Federal Legislation Originating Dept. S L11 Provincial Legislation Originating Dept. S L12 Vital Statistics Clerk’s P Marriage licenses 2 years L13 Prosecutions Originating Dept. E + 7 E = Delivery of judgement L14 Contracts & Agreements – Simple Clerk’s E + 2** E = Expiry of contract Long-term care service providers = permanent C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Classification Code Heading and Description Responsible Department 2024 Retention 2024 Remarks M – MEDIA & PUBLIC RELATIONS Includes records regarding the municipality’s relationship with the media and the general public. M01 Advertising Originating Dept. 1** M02 Ceremonies & Events Originating Dept. 5** M03 Charitable Campaigns/Fund Raising Originating Dept. 1 M04 Complaints, Commendations and Inquiries Originating Dept. 5** Long-term care complaints = permanent M05 News Clippings Originating Dept. 1** M06 News Releases Originating Dept. 1** M07 Publications Originating Dept. S*** Superseded + 3 years if publication is subject to copyright or trademark M08 Speeches & Presentations Originating Dept. 3*** M09 Visual Identity and Insignia Clerk’s S + 5** M10 Website & Social Media Content Originating Dept. S + 2 M11 (New) Public Relations and Public Awareness Originating Dept. 5** M12 (New) Intellectual Property Clerk’s E + 5 E = copyright, patent or trademark expired or last use C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Classification Code Heading and Description Responsible Department 2024 Retention 2024 Remarks P - PROTECTION & ENFORCEMENT SERVICES Includes records regarding the operation functions of law enforcement, licensing, public protection and fire prevention within the community. P01 By-Law Enforcement Originating Dept. 6** P02 (New) Daily Occurrence Logs Originating Dept. 5** P03 Emergency Planning and Response Originating Dept. S** or expiry of plan An additional 5 years if Canadian Environmental Protection Act applies P04 Hazardous Materials Originating Dept. 5 P05 Incident/Accident Reports Originating Dept. 5 P06 (New) Building and Structural Inspections Building 2 Inspections are 2 years An initial fire system test report is kept for the life of the system P07 Health and Fire Safety Inspections Public Health Superseded Records kept for at least one year P08 Investigations Originating Dept. 10** P09 Licenses Clerks E + 2 E = Expiry of License P10 (New) Building Permits Building P P11 (New) Permits – Other Originating Dept. E + 2 E = Expiry of Permit P12 Warrants Court Services By-Law Services E + 2 E = Execution of warrant Court services search warrants = 40 years P13 Criminal Records Court Services By-Law Services E + 5 E = Occurrence/investigation closed or disposition of charge P14 Animal Control Originating Dept. E + 2 E = Date animal was last in the pound P15 Community Protection Programs Originating Dept. S + 2** Surveillance video – 72 hours unless requisitioned for use. If requisitioned for use (MFIPPA or other investigation) = Superseded + 2 years P16 Emergency Services Originating Dept. S + 25 P17 (New) EMS and Fire Significant Incident & Impact Reports EMS S + 5 P18 EMS and Fire Accident Response Reports EMS S + 2 P19 EMS & Fire Statistics EMS S + 2 P20 Prohibition Notices & Orders Legal 15 P21 (New) Facilities Routine Water Use, Monitoring and Testing Parks & Recreation Child Care Facility Pools and Recreational camps = 1 Child care facility plumbing flush and water testing = 6 C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Classification Code Heading and Description Responsible Department 2024 Retention 2024 Remarks R – RECREATION, HERITAGE & CULTURE Includes records regarding the provision of recreational and cultural services to the community. R01 Heritage Preservation Clerk’s E + 3** E = End of plan year or Removal of Designation R02 Library Services Clerk’s 5 R03 Museum & Archival Services Clerk’s S + 3** R04 Parks Management Parks & Recreation Park maintenance = 5** Playground equipment maintenance = 15 R06 Recreational Programming Parks & Recreation Program development & evaluation = 3** Program Registration = 1 Attendance fee collection = 6 C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Classification Code Heading and Description Responsible Department 2024 Retention 2024 Remarks SOCIAL & HEALTH CARE SERVICSE SOCIAL & HEALTH CARE SERVICSE Includes record regarding social services and health care programs. S01 (New) Children’s Day Care and Day Nursery Services Community Services S Review after three years S02 (New) Elderly and Supportive Assistance Services Community Services S Review after three years S03 (New) Long Term Care Facility Clients Community Services P S04 Community and Social Assistance Services Community Services S Review after three years S05 (New) Ontario Works Clients Community Services E + 5 E = date of last entry Outstanding overpayment = overpayment resolved + 5 Fraud investigation = fraud resolved + 5 Outstanding family support issues = 10 S06 (New) Medical Case Clients Public Health E + 15 E = discharged as a client Note: reportable diseases may be longer S07 (New) Children’s Services Community Services S Review after three years S08 Public Health Originating Dept. S Review after three years S09 Cemetery Internment Clerk’s P** Transfer to archives if no longer managed Building Permits = 2 S10 (New) Day Care and Nursery Clients Community Services E + 3 E = last participated date S11 (New) Disabilities Support Clients Community Services E + 7 E = no longer receiving support S12 (New) Housing Services Community Services 10 S13 (New) Housing Tenant Clients Community Services E + 5 E = No longer resides S14 (New) Home Chid Care Program Administration Community Services 3 S15 (New) Home Child Care Program Clients Community Services E + 3 E = Last participated date S16 (New) Social and Health Care Planning and Management Community Services 7 S17 (New) Client Care Coordination Community Services E + 10 E = No longer receiving support S18 (New) Long Term Care Operations Community Services P S19 (New) Food Preparation and Service Community Services 1 S20 (New) Cemetery Operations Cemetery E + 6 E = contract fulfilled or no longer applies C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Classification Code Heading and Description Responsible Department 2024 Retention 2024 Remarks TRANSPORTATION Includes records regarding the development and improvement of transportation systems, roads, walkways and public transit. T01 Illumination Works E + 6 E = Removal of the equipment Specifications = P T02 Parking Works E + 6 E = Closure of lot or space T03 Public Transit Operations Works E + 6** E – Closure of route/shelter/stop 2 year minimum retention T04 Road Construction Works E + 1** E = Completion of Project Specifications = P T05 Road Design & Planning Works E + 1** E = Completion of Project Specifications = P T06 Road Maintenance and Salt Usage Works E + 1 E = Completion of Project Salt plans, usage, training and reports = 7 years Specifications = P T06 Road Maintenance and Salt Usage Works E + 1 E = Completion of Project Salt plans, usage, training and reports = 7 years Specifications = P T07 Signs & Signals Works E + 1 E = Removal of Sign/Signal T08 Traffic Works E + 1** E = Completion of Project Temporary road closure = 2 years T09 Roads & Lane Openings/Closures Works E + 1** E = project finished T10 Field Survey/Road Survey Books Works E + 1 E = project finished T11 Bridges Works E + 1 E = project finished Specifications = P C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Classification Code Heading and Description Responsible Department 2024 Retention 2024 Remarks V – Vehicles & Equipment Includes records regarding municipal vehicles and equipment. Includes records on fleet management, mobile equipment, and protective equipment and related maintenance activities. V01 Fleet Management Originating Dept. E + 2 E = Termination of lease Public vehicles trip records = 1 year Daily inspection logs = 2 years or 6 months after vehicle ceases to be operated V01 Fleet Management Originating Dept. E + 2 E = Termination of lease Public vehicles trip records = 1 year Daily inspection logs = 2 years or 6 months after vehicle ceases to be operated V02 Mobile Equipment Originating Dept. E + 1 E = Disposal of equipment V03 Transportable Equipment Originating Dept. E + 1 E = Disposal of equipment V04 Protective Equipment Originating Dept. E + 1 E = Disposal of equipment V05 Ancillary Equipment Originating Dept. E + 1 E = Disposal of equipment Set-up Tests until superseded